Request for Proposal (RFP) Softball League Services C-2026-0543

The Woodlands Township
Request for Proposal (RFP)
Contract 2026-0543
Softball League Services
NOTICE TO PROSPECTIVE VENDORS
* The Woodlands Township reserves the right to reject any or all proposals, including
without limitation the right to reject any or all nonconforming, non-responsive,
unbalanced or conditional proposals and to reject the Proposal of any Proposer if the
Township believes that it would not be in the best interest of the Project to make an
award to that Bidder, whether because the Proposal is not responsive or the Proposer is
unqualified or of doubtful financial ability or fails to meet any other pertinent standard
or criteria established by the Township.
* The Township also reserves the right to waive all informalities and defects in the
proposal and the process not involving price, time of submittal or changes in the Work
and to negotiate contract terms with the Successful Proposer. Discrepancies between
the multiplication of units of Work and unit prices will be resolved in favor of the unit
prices. Discrepancies between the indicated sum of any column of figures and the
correct sum thereof will be resolved in favor of the correct sum. Discrepancies between
words and figures will be resolved in favor of the words. In case of ambiguity or lack of
clarity in stating the prices in the Proposal, the Township reserves the right to consider
the most advantageous Proposal thereof or to reject the Proposal.
* Please be advised that in accordance with State of Texas Local Government Code
Chapter 176, Bidder must submit Form CIQ (Attachment A) with the bid submission.
* In compliance with State of Texas Government Code, Section 2252.908, the successful
business entity awarded a contract by the approval of the Board of Directors of The
Woodlands Township must complete Form 1295 - "Certificate of Interested Parties" -
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and must provide a signed and notarized printed copy of the form and a separate
certification of filing. The form can be found at www.ethics.state.tx.us
* Contractor certifies that Contractor is not currently engaged in and agrees for the
duration of this Agreement not to engage in, the boycott of Israel as defined by Section
808.001 of the Texas Gov't. Code, nor is it engaged in business with Iran, Sudan, or
foreign terrorist organization as identified by the Texas Comptroller's office under
Sections 806.051, 807.051 or 2252.152 of the Texas Gov't. Code.
* The Township may, by written notice to the successful Proposer, cancel the agreement
without liability to the Township if it is determined by the Township that gratuities in
the form of entertainment, gifts, or otherwise, were offered or given by the Proposer, or
any agent, or representative of the Proposer, to any officer or employee of the
Township with a view toward securing an agreement or securing favorable treatment
with respect to the awarding or amending or the making or any determinations with
respect to the performing of such an agreement. In the event this agreement is canceled
by the Township pursuant to this provision, the Township shall be entitled, in addition to
any other rights and remedies, to recover or withhold the amount of the cost incurred
by Proposer in providing such gratuities. During this Proposal process, Proposer shall not
contact any Township staff except those designated in the text of this RFP or
subsequent addendums or correspondence. Mandatory Pre-Proposal Meeting will be
held Friday, September 18, 2026, at 9 a.m. CST at Townhall, 2801 Technology Forest
Boulevard, 77381. Any questions or concerns should be addressed in writing to Lauren
Miller, Recreation Superintendent via email, lmiller@thewoodlandstownship-tx.gov
prior to Friday, September 25, 2026, at 1:00 p.m. CST. Please reference RFP name and
contract number. Non-compliance with this provision may result in rejection of the
Proposal. Any material information given to one Proposer concerning a Proposal will be
furnished by an addendum to all Proposers who have been issued an RFP.
* Please submit your Proposal to The Woodlands Township by Thursday, October 8, 2026,
at 1:00 pm CST at 2801 Technology Forest Blvd, The Woodlands Texas, 77381.
Attention: Lauren Miller, Recreation Superintendent, lmiller@thewoodlandstownship-
tx.gov; 281-210-3900.
* Proposals should be mailed or hand delivered; It is the responsibility of the Proposer to
ensure that the Proposal(s) is received by the date and the time specified. All costs
incurred in the preparation of a Proposal responding to this RFP will be the
responsibility of the Proposer and will not be reimbursed by The Woodlands Township.
* The Township accepts no liability for the costs and expenses associated with this RFP
process incurred by the Proposers. Each Proposer cannot make any claims whatsoever
for reimbursement from the Township for the costs and expenses associated with the
procurement process.
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* The contract for these services, if awarded, shall be for thirty-five (35) months (February
1, 2026 - December 31, 2028). Any and all financial obligations of The Woodlands
Township under a proposed contract are conditional as they relate to a yearly
appropriation during the annual budget process.
* Within (180) days before the expiration of the Initial Term (June 1, 2028), The
Woodlands Township may give written notice to Contractor of its desire to extend the
Agreement (the "Renewal Notice") for an additional period of time. (the "Renewal
Term"). If The Woodlands Township delivers the Renewal Notice, the Parties shall within
thirty (30) days from the date of receipt of the Renewal Notice, use good faith efforts to
negotiate the terms and conditions of the Renewal Term. Any agreed upon Renewal
Terms shall be in writing and executed as a Modification of the Agreement. In the event
the Parties are unable to agree upon the terms and conditions for the Renewal Term,
then the Agreement shall expire upon the expiration of the current Term or otherwise
terminate pursuant to the terms of the Agreement. Renewal Terms will be limited to a
maximum of two (2), three (3) year renewal periods.
I. OBJECTIVE
The Woodlands Township is seeking a qualified and experienced League Coordinator to manage
and administer an adult softball program at Alden Bridge Sports Park operating under a service
contract with The Woodlands Township. Programming will be limited to a maximum of three
(3) days per week unless data demonstrates sufficient demand and a community need for
additional programming.
The selected contractor will be responsible for overall league operations, including
administration, scheduling, officiating coordination and payment, field maintenance, insurance
and ensuring compliance with all applicable safety standards and Township policies and park
rules.
The program is anticipated to operate across three seasonal sessions annually (minus periodic
yearly scheduled maintenance):
* Spring: January - May
* Summer: June - August
* Fall: September - December
II. HISTORICAL LEAGUE DATA
Enrollments -
Season Total Teams
Fall 2023 76
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Spring 2024 97
Summer
2024 23
Fall 2024 73
Spring 2025 87
Summer
2025 44
Fall 2025 70
Spring 2026 82
TOTAL TEAMS
Fall Spring Summer Fall Spring Summer Fall Spring
League 2023 2024 2024 2024 2025 2025 2025 2026 TOTAL
Co-ed Sunday 7 16 10 12 8 11 15 11 90
Co-ed
Monday 2 0 0 0 0 0 0 0 2
Co-ed
Wednesday 18 16 7 12 12 9 4 9 87
Co-ed
Thursday 6 14 0 9 20 10 10 17 86
Co-ed Friday 6 4 0 4 5 0 3 3 25
Men's Sunday 8 15 0 7 6 8 5 11 60
Men's
Monday 11 6 6 6 11 11 0 51
Men's
Wednesday 6 12 0 11 9 6 8 12 64
Men's
Thursday 6 14 0 6 12 0 9 14 61
Men's Friday 6 0 0 6 4 0 5 5 26
Fall Spring Summer Fall Spring Summer Fall Spring
Day 2023 2024 2024 2024 2025 2025 2025 2026 TOTAL
Sunday 15 31 10 19 14 19 20 22 150
Monday 13 6 6 6 11 0 11 0 53
Wednesdays 24 28 7 23 21 15 12 21 151
Thursday 12 28 0 15 32 10 19 31 147
Friday 12 4 0 10 9 0 8 8 51
III. PURPOSE
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The purpose of this Request for Proposals (RFP) is to identify a qualified partner capable of
delivering high-quality adult softball programming to the community in an efficient and
organized manner.
Programming shall be structured to operate within a maximum of three (3) designated
days/evenings per week. This approach is intended to balance league play with broader
community access, allowing for public reservations and use of Alden Bridge Sports Park on non-
program days.
Proposers may structure their financial model by:
* Proposing a revenue-sharing model with The Woodlands Township
IV. BACKGROUND
Alden Bridge Sports Park serves as one of the Township's primary athletic complexes
supporting organized league play and community recreation.
The complex incorporates 4 fields, dimensions as follows:
* Alden Bridge Softball Field #1
Total Square Footage - 101,806
o
Grass - 81,862 Sq ft
o
Infield - 19,944 Sq ft
o
Centerline distance - 334ft.
o
* Alden Bridge Softball Field #2
Total Square Footage - 41,525
o
Grass - 33,402 Sq ft
o
Infield - 11,015 Sq ft
o
Centerline distance - 207ft.
o
* Alden Bridge Softball Field #3
Total Square Footage - 43,507
o
Grass - 35,607 Sq ft
o
Infield - 7,900 Sq ft
o
Centerline distance - 207ft.
o
* Alden Bridge Softball Field #4
Total Square Footage - 19,931
o
Grass - 14,126 Sq ft
o
Infield - 5,805 Sq ft
o
Centerline distance - 126ft.
o
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V. SCOPE OF WORK
The selected proposer shall be responsible for the comprehensive management of the adult
softball program, including, but not limited to, the following:
1. League Management
* Design and implement league formats (e.g., recreational, competitive, co-ed, men's,
and women's divisions) based on community demand
* Determine team capacities, roster limits, and seasonal structures for seasonal
sessions (Spring, Summer and Fall).
2. Registration and Team Management
* Implement and maintain a reliable registration and scheduling platform
* Oversee all aspects of team and individual registration, including payment collection
and rosters.
* Maintain accurate participant records, including waivers, incident reports and
emergency contact information
* Supply The Woodlands Township with access to all applicable registration software
for the purpose of auditing participant registrations, program activity, and fees
collected and paid.
3. Rules and Discipline
* Develop, implement, and enforce league rules, code of conduct, and disciplinary
policies
4. Umpire Management
* Recruit, background check, certify, schedule, and compensate qualified umpires
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* Umpire certification should be from a reputable source (i.e. USA Softball
Association; Independent Softball Association; United States Specialty Sports
Association)
* Officials must be compensated directly by the selected proposer; pay-at-the-plate
arrangements will not be permitted from participants.
5. Scheduling
* Develop and communicate league schedules in a timely manner
* Establish and implement procedures and communication measures for rain delays,
cancellations, and rescheduling
6. Site Supervision
* Provide on-site supervision during all league play to ensure safe and efficient
operations
7. Pricing Structure
* Establish a clear and transparent participant or team fee structure. Current
structure is $450 per team for 8-week season which is inclusive of umpire fees.
* All registration and fee collection shall occur through the selected proposer's
approved system; no on-site cash transactions shall be permitted.
8. Marketing and Outreach
* Develop and implement a marketing strategy to recruit teams, promote league play,
and sustain participation levels
9. Field Maintenance and Game Preparation
* Routine Field Maintenance and Preparation: Establish and perform routine in-field
maintenance and game-day field preparation, as warranted, to support safe and
playable field conditions. Responsibilities shall be limited to routine preparation
associated with scheduled league play and shall not include major field repairs or
capital maintenance.
* Equipment and Supplies: The selected proposer shall be responsible for providing all
equipment, materials, and supplies necessary for routine field preparation, including,
but not limited to, chalk, chalk-lining, drag mats, rakes, field maintenance
mules/utility vehicles, and other related equipment.
* Field Closures and Playability: The selected proposer shall adhere to field closure
determinations issued by The Woodlands Township. If fields are closed by The
Woodlands Township but the selected proposer determines that routine field
preparation can restore the fields to a safe and playable condition, league play may
proceed only at the selected proposer's discretion and responsibility.
* Field Damage: The selected proposer shall be responsible for damage resulting from
playing on closed fields, or activities that cause damage beyond normal wear and
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tear. The Woodlands Township reserves the right to assess a damage fee equal to the
actual cost of repairing the damage, plus an additional fifteen percent (15%).
THE WOODLANDS TOWNSHIP SCOPE OF WORK
The Woodlands Township shall be responsible for, but not limited to, the following:
1. Providing access to storage area
* Roll up door dimensions: 7 ft wide x 8 ft high
* Storage area dimensions: 13 ft x 8 ft
* Access to bases, plugs and scoreboard
* Damage Fee - the actual cost to repair the damage/ lost item plus an additional 15%
2. Field Upkeep
* Daily (Monday - Friday)
i. Infield grooming
ii. Raking
iii. Fill holes/divots
iv. Moisture management
v. Standing water/minor wet-area treatment
vi. Infield material redistribution
vii. Edge maintenance
* Monthly
i. Review batter's boxes and bases for damages and repair jobs consisting
of needing more than a patch
* Yearly
i. Review repairs and renovations that require complete field shutdowns
3. Publicity
* The Woodlands Township shall publicize the leagues through the most appropriate
media, including, but not limited to, The Woodlands Township's website, activity
guide, social media, and other promotional activities, as determined by The
Woodlands Township.
4. Monitoring
* The Woodlands Township reserves the right to monitor leagues and tournaments
performed hereunder to ensure adequate quality services are being provided and
that provisions of the agreement and its exhibits are being met.
5. Facilities
* The Woodlands Township shall provide the facilities for use and ensure that they are
in proper working order. Awarded proposer will notify The Woodlands Township
immediately when repairs are needed. An on-call number is available to facilitate
after hours notification of repairs - 281.210.3900 option #9. While repairs are in
progress, alternate accommodation may need to be made but may not be
guaranteed by The Woodlands Township; it being understood that such failure to
provide alternate facilities shall not be a breach of the agreement.
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VI. PROPOSAL REQUIREMENTS
Interested entities must submit a proposal that addresses the Scope of Work and includes:
1. Organizational background and experience in managing sports leagues
2. Description of proposed league rules, policies, and disciplinary procedures
3. Strategy for umpire recruitment, certification, and compensation
4. Approach to scheduling, including rain delay and cancellation procedures
5. Site supervision plan
6. Safety and quality control measures
7. Marketing and outreach strategy
8. Demonstration of field maintenance capabilities and experience
9. Detailed financial plan, including participant fees, proposed revenue model and 5-
year proforma
10. A minimum of three (3) professional references from similar projects
11. Proof of insurance and coverage limits
VII. EVALUATION CRITERIA
Proposals will be based on:
Pricing/ Financial Plan 40% Cost-effectiveness and clarity of pricing
structure, effective revenue model
League Management Experience 20% Proven history of running adult sports leagues
Field Preparation and 10% Demonstration of field maintenance capabilities
Maintenance Plan and experience
Software Registration and 10% Ability to provide an effective scheduling and
Scheduling Capabilities registration platform
Rules and Disciplinary Policies 5% Clear, well-documented operational and
behavioral policies
Umpire 5% Availability and qualifications of officiating staff
Certifications/Qualifications
Site Supervision Plan 5% Strength of on-site operational oversight
Marketing and Outreach Strategy 5% Ability to recruit and retain league participants
VIII. INSURANCE REQUIREMENTS
Contractor agrees to procure and maintain at all times, at Contractor's sole cost and expense,
during the performance of the Work and for so long as this Contract remains in effect, policies of
insurance with carriers reasonably acceptable to the Township in the minimum amounts
outlined below:
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a. Worker's compensation and employer's liability coverage complying with the applicable
laws of the State of Texas, covering all employees, agents and representatives of
Contractor and all Subcontractors engaged in any manner in performance of the
Work. Employer's liability coverage shall have a minimum limit of $1,000,000 for liability
arising out of any accident related to the Work.
b. Comprehensive general liability insurance, including Contractor's protective liability, in
Contractor's name, with combined bodily injury and property damage of not less than
$1,000,000 per occurrence, and will include, without limitation, the following coverages:
(1) XCU Coverage,
(2) Contractual Liability Coverage,
(3) Completed Operations and/or Products Liability Coverage, commencing with
issuance of Final Certificate for Payment, and extending for at least two (2) years
from that date, and
(4) (X), (C) and (U) exclusions shall be removed.
c. Comprehensive Automobile Liability Insurance, with combined single limit bodily injury
and property damage of not less than $1,000,000 per occurrence. Such coverage shall
include owned, hired and non-owned vehicles of Contractor or Contractor's employees,
agents, representatives or Subcontractors.
d. Cyber Risk Insurance (including professional oversight liability) covering acts, errors, and
omissions arising out of operations or services with minimum limits of $1,000,000 per
occurrence, $2,000,000 annual aggregate.
e. All insurance policies required by this Paragraph 7 shall contain a clause waiving any right
of subrogation against The Woodlands Township. Insurance policies under (b), and (c),
shall include The Woodlands Township as an additional insured.
f. With reference to the foregoing insurance requirement, Contractor shall specifically
endorse applicable insurance policies as follows:
(1). The Woodlands Township shall be named as an additional insured with respect
to General Liability and Automobile Liability.
(2). Additional insured for The Woodlands Township should be on a primary and non-
contributory basis.
(3). All liability policies shall contain no cross-liability exclusions or insured versus
insured restrictions.
(4). A waiver of subrogation in favor of The Woodlands Township shall be contained
in the Workers Compensation and all liability policies.
(5). All insurance policies shall be endorsed to require the insurer
to immediately notify The Woodlands Township of any material change in the insurance
coverage.
(6). All insurance policies shall be endorsed to the effect that The Woodlands
Township will receive at least thirty- (30) days' notice prior to cancellation or non-renewal
of the insurance.
(7). All insurance policies, which name The Woodlands Township as
an additional insured, must be endorsed to read as primary coverage regardless of the
application of other insurance.
(8). Required limits may be satisfied by any combination of primary and umbrella
liability insurances.
(9). Contractor may maintain reasonable and customary deductibles, subject to
approval by The Woodlands Township.
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