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Description:
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The HTRFA is now issuing a Request for Proposals (RFP) for Sports Center Operations. The intent of this RFP is for the HTRFA to negotiate and enter into an agreement with a single firm to operate, maintain, and market the proposed new sports center in Williamsburg. The firm contracted to operate the facility would report to the HTRFA.
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Publication Date/Time:
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10/10/2023 2:00 PM
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Closing Date/Time:
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10/26/2023 3:00 PM
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Submittal Information:
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City of Williamsburg - 401 Lafayette Street, Finance Office Attn: Travis Dill
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Bid Opening Information:
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10/26/2023 3:00PM EDT
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Pre-bid Meeting:
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None
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Contact Person:
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Travis A. Dill
tdill@williamsburgva.gov
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Business Hours:
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Monday - Friday 8:00 - 4:30
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Qualifications:
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The HTRFA will contract with a private operator that would be primarily responsible for:
1. Day-to-day general management, maintenance, and planning for the facility (including pre-opening, grand opening, and post-opening).
2. Marketing, securing, and servicing sports tournaments and economic impact-generating events on the weekends:
• It is expected that most tournament activity would be 2-day weekend tournaments, or 3-day tournaments over holiday weekends, however the HTRFA would also encourage longer (4-5 day) tournaments when feasible, with advance notice to the HTRFA/Localities so that local programming usage can be appropriately adjusted (note: see below regarding local programming expectations).
• Operator will also be expected to provide the HTRFA with detailed data and metrics for evaluation of their performance as it relates to tournament activity and associated economic impact.
3. Partnering with the Historic Triangle Localities’ parks and recreation departments to deliver local programming during the week:
• The HTRFA’s vision for the community sports activity portion of the program is that league play could be signed up for by any resident of the three Historic Triangle localities (City of Williamsburg, James City County, and York County) via the Localities’ parks/recreation departments (in-person or online). However, the quality of the league play experience would be enhanced because young people and adults from all three communities would play together in consolidated programs delivered by the HTRFA’s contract operator in cooperation with the three parks/recreation departments. This approach would have the further advantage of creating a data set to track relative community usage over time, with a mechanism to adjust shared operating costs over the years.
• The contract operator will also be responsible for renting any available court hours during the week (that are not being utilized for the local programming) to other local and regional sports groups (club teams, leagues, etc.).
4. Working to maximize the potential for revenue from all other aspects of the facility, and therefore reduce potential annual facility operating deficits:
• The HTRFA recognizes that local programming having priority during the week may lessen the opportunity for additional sports court revenues during the week.
• It is envisioned that potential additional revenue opportunities may include, but may not be limited to concessions and merchandise sales; rental of courts during the week that are not being utilized by local programming; rental of event hall space for banquets, meetings, etc.; other revenue-generating experiential activities such as a climbing wall and ninja gym; facility entry fees during tournaments; and other such feasible revenue opportunities identified the by the contract operator.
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Special Requirements:
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Written questions related to the Request for Proposals (RFP) will be accepted until Thursday October 16, 2023 @ 3:00PM Local Time. Questions regarding Request for Proposals (RFP) must be submitted to tdill@williamsburgva.gov (Emails are an acceptable form of written documentation).
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Related Documents:
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