Request to Host VHSL Championships (RFP)
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  • 1. Virginia High School League Request for Proposals TITLE: TOURNAMENT VENUE RFP - ATHLETICS ISSUE DATE: OCTOBER, 2009 DUE DATE: Submissions must be received by NOVEMBER 29, 2009. The VHSL is not responsible for late delivery by U.S. Mail or other couriers. Proposals shall be mailed to: Joyce Sisson Assistant Director VHSL 1642 State Farm Blvd. Charlottesville, VA 22911 All inquires for information regarding this proposal should be directed to Joyce Sisson, (434) 977-8475, jsisson@vhsl.org. The VHSL is a not-for-profit association of public high schools in Virginia. The VHSL maintains eligibility standards for play in 27 sports and eight academic activities, and sponsors 69 state championships in athletics and 15 state championships in academics. Approximately 190,000 students participate in VHSL programs annually.
  • 2. GENERAL INFORMATION The VHSL is requesting proposals to host tournaments in the following sports for the five school years from the fall of 2010 through the spring of 2013. Tournament Dates (*Projected) Sport or Activity 2010-11 2011-12* 2012-13* FALL SEASON Cross Country (A/AA/AAA) Nov. 13, 2010 Nov. 12, 2011 Nov. 10, 2012 Girls Field Hockey (All) Nov. 13-14, 2010 Nov. 11-12, 2011 Nov. 9-10, 2012 Football – Div. 5 & 6 Dec. 11, 2010 Dec. 10, 2011 Dec. 8, 2012 Football – Div. 3 & 4 Dec. 11, 2010 Dec. 10, 2011 Dec. 8, 2012 Football – Div. 1 & 2 Dec. 11, 2010 Dec. 10, 2011 Dec. 8, 2012 Boys Golf (A) Oct. 11-12, 2010 Oct. 10-11, 2011 Oct. 8-9, 2012 Boys Golf (AA) Oct. 11-12, 2010 Oct. 10-11, 2011 Oct. 8-9, 2012 Boys Golf (AAA) Oct. 11-12, 2010 Oct. 10-11, 2011 Oct. 8-9, 2012 Girls Golf (Open) Oct. 18-19, 2010 Oct. 17-18, 2011 Oct. 15-16, 2012 WINTER SEASON Basketball “Supersites” (QF games) March 3-4, 2011 March 2-3, 2012 March 1-2, 2013 Girls Gymnastics (Open) Feb. 18-19, 2011 Feb. 17-18, 2012 Feb. 15-16, 2013 Indoor Track (AAA) Feb. 25-26, 2011 Feb. 24-25, 2012 Feb. 22-23, 2013 Indoor Track (AA) Feb. 25-26, 2011 Feb. 24-25, 2012 Feb. 22-23, 2013 Swim & Dive (AAA) Feb. 18-19, 2011 Feb. 17-18, 2012 Feb. 15-16, 2013 Swim & Dive (AA) Feb. 18-19, 2011 Feb. 17-18, 2012 Feb. 15-16, 2013 Wrestling (AAA) Feb. 18-19, 2011 Feb. 17-18, 2012 Feb. 15-16, 2013 Wrestling (A/AA) Feb. 18-19, 2011 Feb. 17-18, 2012 Feb. 15-16, 2013 SPRING SEASON Outdoor Track & Field (AAA) June 3-4, 2011 June 1-2, 2012 May 31-Jun. 1, ‘13 Outdoor Track & Field (AA) June 3-4, 2011 June 1-2, 2012 May 31-Jun. 1, ‘13 Outdoor Track & Field (A) June 3-4, 2011 June 1-2, 2012 May 31-Jun. 1, ‘13 Spring Jubilee (AAA) June 7-11, 2011 June 5-9, 2012 June 4-8, 2013 Spring Jubilee (AA) June 9-11, 2011 June 7-9, 2012 June 6-8, 2013 Team Tennis (AAA) June 3-4, 2011 June 1-2, 2012 May 31-Jun. 1, ‘13 Facilities Requirements Specific requirements for hosting each sport/activity are detailed in the “VHSL State Tournament Facilities Requirements” document. VHSL Request for Proposal - Page 2 of 13
  • 3. Attendance History Following is the three-year history of paid attendance at the primary site. The first number represents the total paid tournament attendance. The second number (in parentheses) represents the largest per session attendance. N/A denotes information is not available. Your facility must meet the seating requirements specified in the “VHSL State Tournament Site Requirements” manual. Sport or Activity 2006-07 2007-08 2008-09 FALL SEASON To be provided later To be provided later To be provided later Cross Country (A/AA/AAA) To be provided later To be provided later To be provided later Girls Field Hockey (AAA) To be provided later To be provided later To be provided later Girls Field Hockey (AA/A) To be provided later To be provided later To be provided later Football – Div. 5 & 6 To be provided later To be provided later To be provided later Football – Div. 3 & 4 To be provided later To be provided later To be provided later Football – Div. 1 & 2 To be provided later To be provided later To be provided later Boys Golf (A) No admission charged No admission charged No admission charged Boys Golf (AA) No admission charged No admission charged No admission charged Boys Golf (AAA) No admission charged No admission charged No admission charged Girls Golf (Open) No admission charged No admission charged No admission charged WINTER SEASON Girls Gymnastics (Open) To be provided later To be provided later To be provided later Indoor Track (AAA) To be provided later To be provided later To be provided later Indoor Track (A/AA) To be provided later To be provided later To be provided later Swim & Dive (AAA) To be provided later To be provided later To be provided later Swim & Dive (AA) To be provided later To be provided later To be provided later Wrestling (AAA) To be provided later To be provided later To be provided later Wrestling (A/AA) To be provided later To be provided later To be provided later SPRING SEASON Outdoor Track & Field (AAA) To be provided later To be provided later To be provided later Outdoor Track & Field (AA) To be provided later To be provided later To be provided later Outdoor Track & Field (A) To be provided later To be provided later To be provided later Spring Jubilee (AAA) To be provided later To be provided later To be provided later  Baseball To be provided later To be provided later To be provided later  Lacrosse To be provided later To be provided later To be provided later  Soccer To be provided later To be provided later To be provided later  Softball To be provided later To be provided later To be provided later  Tennis No admission charged No admission charged No admission charged Spring Jubilee (A/AA) To be provided later To be provided later To be provided later  Baseball To be provided later To be provided later To be provided later  Soccer To be provided later To be provided later To be provided later  Softball To be provided later To be provided later To be provided later  Tennis To be provided later To be provided later To be provided later VHSL Request for Proposal - Page 3 of 13
  • 4. Media Requirements Sport or Activity Media Seating Media Services FALL SEASON Cross Country (all classifications) On course Girls Field Hockey (all classifications) Sideline Power, telephone line and/or internet access in media Football – (all divisions) Sideline room/tent Golf (all classifications) On course WINTER SEASON Center and adjacent to Girls Gymnastics performance area; Minimum capacity 10 Power, telephone line and/or Inside oval and/or adjacent to internet access in media room Indoor Track (all classifications) performance areas Swim & Dive (all classifications) Pool deck Center-arena at height Power, telephone line and/or Wrestling (all classifications) sufficient for all mats to be internet access in seating seen; Minimum capacity 30 area SPRING SEASON Inside oval and/or adjacent to Outdoor Track & Field (all classifications) performance areas Spring Jubilee (all classifications) Power, telephone line and/or  Baseball internet access in media  Lacrosse Sideline room/tent  Soccer Sideline  Softball  Tennis Note media requirements for all sports: • Media lounge and free or reduced-rate refreshments • Reserved area for parking (free or reduced-rate preferred) Note VHSL staff requirements: • Seating for up to 8 people (included in media seating capacity above and varies for each activity) per venue • Power and at least one telephone line in media seating area • High speed internet access VHSL Request for Proposal - Page 4 of 13
  • 5. REQUEST FOR PROPOSAL Event for which bid is submitted:       Date(s) of event for which bid is submitted:       Facility that will be used for event (be specific):       Name of bidding entity:       Address:       Contact Person:       Telephone:       Fax:       E-Mail Address:                   Printed Name Title             Signature Date VHSL Request for Proposal - Page 5 of 13
  • 6. Please indicate with a check mark the tournaments on which you will be bidding. In cases where information does not change from bid to bid, please be as complete as possible on the first bid sheet and note only changes on subsequent sheets. SPORT 2010-11 2011-12 2012-13       Basketball Supersite (for QF games)                         Cross Country                         Field Hockey (All classes)                         Football – Div. 5 & 6                         Football – Div. 3 & 4                         Football – Div. 1 & 2                         Boys Golf (A)                         Boys Golf (AA)                         Boys Golf (AAA)                         Girls Golf (Open)                         Girls Gymnastics (Open)                         Indoor Track & Field (AAA)                         Indoor Track & Field (A/AA)                         Swim & Dive (AAA)                         Swim & Dive (AA)                         Wrestling (AAA)                         Wrestling (A/AA)                         Lacrosse (Open)                         Outdoor Track & Field (AAA)                         Outdoor Track & Field (AA)                         Outdoor Track & Field (A)                         Spring Jubilee (AAA)                         Spring Jubilee (A/AA)                         Team Tennis (AAA)                   VHSL Request for Proposal - Page 6 of 13
  • 7. Please provide the following information in as much detail as possible for each sport or activity for which you are submitting a tournament bid. 1. What is the proposed base rent for the duration of the event? (Do not submit per-day costs. In cases where the base rent includes items mentioned later in this RFP, please indicate with the words “Included in Base Rental.”)       2. The VHSL desires a breakdown of the total costs to be charged by the facility in conjunction with tournament events. Please respond as thoroughly as possible. Note cases in which there will be no charge to the VHSL. a. Describe any and all applicable ticket taxes, parking fees, facility fees and other charges to the VHSL for the duration of the contract.       b. Describe all charges for workers such as ushers, crowd control, ticket takers, site supervisors, etc. Estimate the total anticipated charges per event. Detail the number of person hours included in your estimate. Are these charges included in the base rent? If no, state the maximum charge for each event. List all box office charges (i.e., labor, material, Ticketmaster, credit card, Treasurer’s fee, etc.)       c. What are the staff costs for setup and breakdown for the event? Are these costs included in the base rent?       d. Will there be any costs for rental of special equipment (i.e., staging platforms, table skirting, pipe and drape, floor covering, sound system, matrix board, etc.)? Please detail       e. Estimate the maximum charge for building security, both inside and outside the venue (i.e., police, auxiliary police, building security). What specific security measures are included in this estimate?       f. Is the cost for cleanup/housekeeping included in the base price? If no, estimate the maximum cost of cleanup for each event.       VHSL Request for Proposal - Page 7 of 13
  • 8. g. Describe the first aid available for your venue and detail the cost, if any, for the entire event. Include trainer/medical staff, ambulance and any other anticipated costs.       h. In addition to the base rent, are there additional costs for electrical and telephone line hookups and to have an electrician available on site? Please detail these costs.       i. In addition to the base rent, are there costs related to programming the message board in the venue? If yes, estimate the maximum charge for each event.       j. Are there any additional costs for your venue that are not covered in the base rent? If yes, please identify them below. Be as specific as possible. Item Maximum Cost Catering                                           k. Are there any corporate sponsorships or venue contracts in your building that prevent the VHSL from selling advertising or in any way promoting our corporate partners? If so, please detail those items.       l. Please detail your damage deposit policy.       m. The VHSL provides vendors for all activities and limits the merchandise sold at novelty stands to VHSL approved items. All revenue is retained by the VHSL or its approved partners without cost to the VHSL or its partners. Does this present a conflict in your building? If yes, please explain.       VHSL Request for Proposal - Page 8 of 13
  • 9. n. Describe your on-site banquet facilities. How many people can you accommodate? Depending upon the event, the VHSL may need hospitality areas and limited food service for tournament- related groups, teams and the news media. What will your venue provide at no charge to the VHSL during the event(s)? Enclose a sample menu including food charges for VHSL guests. Is the facility prepared to supply any food and beverage needs on a complimentary basis? If so, please describe.       o. Indicate the number of meeting rooms and hospitality areas for officials, news media, coaches and other VHSL guests that will be available during the event(s).       3. Additional facility information. a. Is the facility prepared to provide a reasonable amount of storage space for VHSL souvenir merchandise and/or equipment at no additional charge during the tournament?       b. Is year-round storage during the duration of the contract available? Is there an additional charge for such storage? If yes, what is the charge?       c. How many separate locker rooms are available for teams, officials, cheerleaders, etc? Please describe the size and location of each locker room available for our use.       d. Please describe any charges for television and radio hookups. Is there a charge in your building for the VHSL broadcast partner? Are there any limitations in your building regarding VHSL broadcasts?       e. The VHSL needs a space within the facility which can serve as Tournament Headquarters. Is this possible? Identify where that area is located. Will there be any charges associated with our use of that space?       f. The VHSL requires at least one, and in some cases two, Xerox or similar quality copy machine(s) with a capacity of at least 25 copies per minute to be located on site. In addition, the VHSL requires access to a qualified technician who can keep the machine(s) in good working order. Is there any charge for the machines or for the technician’s service? If so, please detail.       g. The VHSL requires telephones in the media areas and tournament headquarters. Is there a charge for this service? If so, please detail. VHSL Request for Proposal - Page 9 of 13
  • 10.       h. The VHSL requires adequate on-site communication (walkie-talkies, etc.) for our tournament staff. Will your facility provide these? Will there be a charge to the VHSL to use these communication tools?       4. Other VHSL Requirements a. During each VHSL event, your facility must be entirely smoke free. Can you enforce this policy in your building? Please document your policy.       b. During each VHSL event, your facility must be entirely alcohol free. Can you enforce this policy in your building? Please document your policy.       c. Alcohol, Tobacco or Gambling advertising may not be displayed in your facility during VHSL events. Can you accommodate this requirement?       d. Are there stipulations in any of your corporate agreements that preclude covering on-site signage during VHSL events? If yes, please specify.       e. Please enclose a list of all of the current advertisers/sponsors in your facility.       f. The VHSL has a number of corporate partners. Do any of your building advertisers prohibit a display of signage through the interior, concourse and exterior portions of your facility during VHSL events? If so, please document any restrictions.       g. May radio and television stations broadcasting tournament events display their banners in the area when they broadcast?       h. Does your facility meet or exceed all local, state and national guidelines for accessibility for handicapped patrons? If not, please indicate any area where accessibility is limited. What will you do to meet the needs of handicapped patrons?       VHSL Request for Proposal - Page 10 of 13
  • 11. i. Are you an equal opportunity employer?       j. What responsibility will your facility assume in the unlikely possibility that your building is unable to perform because of construction, labor problems, etc? (i.e. Will you locate another site and assume the additional expenses for our relocation?)       5. Seating Capacity a. Please enclose a manifest which details each seat in your facility. Club seat information, if applicable, must be included. Suites need not be included. All other seats, either temporary or permanent, must be included.) What capacity does your manifest state for seating for each VHSL event? (list events)       b. Can you accommodate Standing Room Only? If so, for how many people?       c. Can your facility accommodate more than one VHSL activity (tournament) at the same time? If so, please include a description or a floor plan of your facility.       6. Other Factors a. What percentage of food and beverage revenues generated by VHSL events in your facility will be rebated to the VHSL? Please list the price of all food and beverage items sold in your facility. Please describe your plans to make concession items more affordable for tournament fans.       b. The VHSL sells tournament souvenir merchandise. During VHSL events, no other merchandise can be sold in the space the VHSL uses for the tournament. The VHSL has rights to selling locations throughout the facility that best meet the needs of VHSL vendors. Is this acceptable in your facility? If no, please explain.       c. The VHSL requires your venue or city to provide complimentary parking for 50 vehicles per tournament. This number includes buses, vans and VIPs, and the parking areas must be adjacent to the tournament site. How many total parking spaces are controlled by the venue? What is the current event parking charge?       d. What percentage of the parking revenue collected for VHSL events will be returned to the VHSL? Based upon the average attendance the last three years and your best estimate of rates VHSL Request for Proposal - Page 11 of 13
  • 12. during the period of the contract, please estimate the amount of revenue this might produce for the VHSL.       e. How many buses can you accommodate, and what is your current parking rate for buses not included in letter “C” above?       f. Do you have lodging arrangements with hotels for special event rates? If so, please identify the facility(ies) and the rate per night for tournament attendees.       g. How many complimentary hotel rooms will your community provide for each participating team/school in each tournament? Will you provide someone to assign rooms for tournament teams and to act as the liaison/contact during the event(s)?       h. Will your community sponsor, at no cost to the participating teams, a VHSL pre-tournament banquet? If yes, please specify what you intend to do. Only VHSL merchandise will be available for purchase at each banquet.       i. Can your facility limit the sale and/or distribution of tournament merchandise to VHSL approved items only during the course of the tournament in your facility?       j. Please outline the marketing and promotional assistance you can lend to the promotion of VHSL events in your facility. These promotional opportunities may include, but are not limited to:  Pre-tournament advertising  Video and electronic message boards  Direct mail campaigns  Development and execution of a campaign to increase the sale of tournament ticket packages.       k. Please outline any thoughts you may have in playing a role in future live TV/Radio broadcast opportunities associated with these tournaments.       7. Evaluation Criteria Proposals shall be evaluated by the VHSL using the following criteria: VHSL Request for Proposal - Page 12 of 13
  • 13. a. Quality of facility and ability to meet VHSL tournament facility specifications b. Experience and/or past performance in hosting VHSL events c. Availability and experience of tournament director and other event staff d. Costs e. Potential impact on participating students f. Potential impact on fans g. Revenue generating opportunities h. Responsiveness 8. Award Date It is the intention of the VHSL to make final tournament venue decisions no later than May 2, 2010. 9. Proposal Preparation and Submission Requirements In order to be considered for selection: a. Offerors must submit a complete response to this RFP. One original and 4 copies of each proposal must be submitted to the VHSL. b. An authorized representative of the Offeror shall sign the proposals. c. All proposals shall be received and time stamped in the VHSL Office no later than Closing Date shown on the cover page of this RFP. VHSL Request for Proposal - Page 13 of 13