BASKETBALL LEAGUE ADMINISTRATOR

The City of Springfield and Springfield-Greene County Park Board is seeking proposals from qualified firms/providers to: Operate and administer basketball leagues at the Fieldhouse Sportscenter.

The intent of this Request for Proposal (RFP) is to identify an experienced youth sports provider capable of delivering a professionally managed, safe, organized, and high-quality recreational basketball league for youth in the Springfield community. The selected Offeror will be responsible for the overall administration and operation of the youth basketball league, including program planning, team registration, scheduling, staffing, officiating, customer service, game-day operations, communication, and other responsibilities identified within this RFP.

The selected Offeror shall be responsible for the planning, administration, staffing, and operation of the youth basketball league. Responsibilities shall include, but are not necessarily limited to, the following:

• League Administration and Program Development: Develop and administer a comprehensive youth basketball league consistent with the goals and expectations established by the City and Springfield-Greene County Park Board. Develop league rules, policies, procedures, and standards of conduct for review and approval by the Park Board staff.
• Registration and Participant Management: Provide and administer the registration system for all league participants. Establish and collect participant registration fees. Collect and retain admission fees associated with youth basketball league games, subject to the terms of the resulting agreement. Maintain accurate participant and team records.
• Scheduling: Prepare all game schedules in coordination with available Fieldhouse schedule. Coordinate schedule changes, cancellations, make-up games, and other adjustments with Park Board staff.
• Coaches: Provide coaches with league rules, expectations, schedules, emergency procedures, and codes of conduct. Monitor coach conduct and performance throughout the season and respond appropriately to complaints or concerns.
• Officials and League Personnel: Recruit, schedule, train, compensate, and supervise a sufficient number of qualified game officials. Provide appropriate league site supervisors, scorekeepers, or other personnel necessary for successful league operations.
• Game-Day Operations: Provide appropriate supervision for league games and activities. Enforce league rules and codes of conduct.
• Communication and Customer Service: Serve as the primary point of contact for routine league questions and customer-service matters. Establish a defined procedure for receiving and resolving complaints, concerns, protests, and grievances.
• Safety and Risk Management: Follow Park Board safety procedures for all league activities. Maintain required insurance coverage throughout the term of the agreement. Immediately report serious accidents, injuries, incidents, or safety concerns to Park Board staff.
• Reporting and Program Evaluation: The selected Offeror shall provide the City with reports as requested, which may include participant registration totals; financial or revenue reports as required by the resulting agreement; and end-of-season program evaluations and recommendations.
• Fees and Financial Proposal: The Offeror shall provide a detailed proposed financial model for operating the youth basketball league. Final participant fees and the financial arrangement between the Park Board and selected Offeror shall be subject to negotiation and Park Board approval by designee.

City Provided Services

The City and Springfield-Greene County Park Board will provide the selected Offeror access to designated basketball court space at the Fieldhouse Sportscenter in accordance with the resulting agreement. The City/Park Board will be solely responsible for concession operations and will retain all concession revenue.

Submission method:** Proposals must be uploaded into the DemandStar e-bidding system (soon to be Euna OpenBids) prior to **3:00 P.M. (CST)**. Proposals received after the opening date and time shall not be considered. **HAND DELIVERED, FAXED, OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.

Offerors are **REQUIRED** to complete, sign, and return the *Title-Signature Page* and all pages identified with "RETURN THIS PAGE" to be deemed responsive. The *Affidavit of Compliance* form is required to be uploaded with your proposal.

All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.

**Evaluation:** The proposals will be evaluated by a Selection Committee comprised of selected City personnel. The overall process may consist of two steps: the first being a review and evaluation of all responsive proposals and the second being the interview phase for the shortlist of respondents selected for interview.

Payment terms shall be Net 30 if not otherwise specified. Pre-payment terms are not acceptable.

Receipt of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal.