Recreation Instruction Classes & Camps

The Town of Herndon Parks and Recreation Department (HPRD) is seeking proposals for Recreation Instruction Classes & Camps through RFP #23-03, targeting comprehensive programming for residents across multiple age groups from preschool (2-5 years) to seniors (65+). The procurement is designed to attract offerors who can provide high-quality instruction, personnel, and equipment for summer, spring break, and winter break programs utilizing Town of Herndon facilities, particularly the Herndon Community Center. Contractors must provide all labor, expertise, equipment, and materials for program delivery, including maintaining appropriate adult-to-participant ratios, conducting background checks, and holding CPR/First Aid certifications. Evaluation criteria will include the program's relevance to departmental needs, income potential for the Town, RFP compliance, staff qualifications, and participant costs. The initial contract term is two years with an optional two-year renewal, not extending beyond September 30, 2027, with proposal submissions accepted through July 1, 2027, and quarterly submission deadlines of April 1st, July 1st, October 1st, and December 1st aligned with seasonal programming periods.

The RFP does not specify specific set-aside designations or restrictions on responding organizations, maintaining an open competitive process. The Town will retain at least 30% of gross revenues, with contractors receiving the remaining adjusted net revenue, and pricing must remain fixed for the first contract year with subsequent increases requiring 60 days written notice and documentation. While no specific budget per proposal is established, all contracts and programs must fit within Town-allocated funds, and the Town reserves the right to make multiple awards to ensure diverse programming options. Notably, the RFP includes resident discount provisions: Town of Herndon residents receive a 25% discount for recreation classes, a $50 or 25% discount (whichever is lower) for camps, and no discount for one-day programs or clinics. The Town does not guarantee a minimum volume of business to awardees, and contractors are prohibited from storing equipment on-site. Liability insurance coverage is required, and the contract allows for a rolling start date effective with each program season's commencement.