REQUEST FOR PROPOSALS (RFP) FOR OPERATION, MAINTENANCE, AND GROUND USE OF ATHLETIC FACILITIES
The Town of Surfside Beach, SC is the owner of a ten (10+/-) acre municipal park, locally known as "Huckabee Recreational Complex" (the "Park"), which is located outside of the incorporated town limits of the Town of Surfside Beach, SC (Horry County, SC), and which is available for the recreational benefit and use of residents and property owners in the Town and the general public. There are, at the present time, athletic fields, press boxes, concession stands, and a fieldhouse located within the boundaries of the Park (the "Athletic Facilities") that have traditionally been used for organized youth athletic activities.
The purpose of this Request for Proposals (RFP) is to select an association/organization to operate, maintain, and improve the designated athletic facilities, not the entire grounds of the Park. The Town’s intent in awarding this operation to a private operator, non-profit, and/or association is to provide high quality athletic field services to the public while contributing to the sustainable management of these valuable Town assets. The performance period of this contract is anticipated to run between 1 to 5 years, to be determined by Town Council. The successful bidder shall operate and maintain the athletic facilities for outdoor recreational sports activities in compliance with the restrictive covenants which state:
The use of the Park shall only be used for outdoor recreational activities and uses. The entire Park will always be open to the public.
Please read the RFP carefully and take note of the following important dates:
Request for Proposals Published
September 10, 2025
Final Date for Submitting Proposal
November 14, 2025
Town Council Approval of Contract
November 25, 2025
Operations and Maintenance of Athletic
January 1, 2026
Facilities Commences
Respondents to this RFP shall submit completed proposals in a sealed envelope, clearly marked with “Proposal for Operation, Maintenance, and Ground Use of Athletic Facilities” and the name of the firm submitting the proposal. Three (3) copies of the proposal must be submitted by 4:00 p.m. EST on Friday, November 14, 2025, to the following address:
Town of Surfside Beach, SC Town Hall, 210 Hwy 17 South, Surfside Beach, SC 29575 Attn: Gerald D. Vincent, Town Administrator
The Town of Surfside Beach, SC reserves the right to reject any and all proposals and to waive any informality in proposals received.
RFP documents are available for review/inspection or can be picked up during regular business hours at Town of Surfside Beach, SC (Town Hall), 210 Hwy 17 South, Surfside Beach, SC 29575. RFP documents can be accessed electronically on the Town’s website at, www.surfsidebeach.org.
If you have any questions about RFP, please submit your inquiries in writing, preferably via e-mail to: Gerald D. Vincent, Town Administrator at
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1. Introduction
The Town of Surfside Beach is a coastal community located just south of the City of Myrtle Beach, SC and north of Garden City, SC. Incorporated in 1964, the town has the warmth and charm of a small-town neighborhood known as “The Family Beach”.
In 1984, the Town encumbered a grant from the South Carolina Park & Recreation Development Trust (PARD) and the Land & Water Conservation Fund (LWCF) for $19,140 used to develop the property creating fields, dugouts, parking, press boxes, and irrigation. Along with this grant, there are restrictions that the Park can only be used for recreational activities and open space, per PARD and the LWCF.
2. Description
The Huckabee Recreational Complex sits on 10 +/- acres just outside of the Town’s corporate limits (west), off of Glenns Bay Road, located at 499 Spanish Oaks Drive. There are three (3) athletic dirt infields, a dugout, concession stand, press box, and parking.
3. Proposal Format
Respondents to this RFP shall submit completed proposals in a sealed envelope, clearly marked with “Proposal for Operation, Maintenance, and Ground Use of Athletic Facilities” and the name of the organization/association submitting the proposal. Three (3) copies and one electronic version of the proposal must be submitted by 4pm EST on Friday, November 14, 2025, to the following address:
Town of Surfside Beach (Town Hall)
210 Hwy 17 South
Surfside Beach, SC 29575
Atten: Gerald D. Vincent, Town Administrator
The Proposal shall explain the organization’s interest, including the following:
1. A description of the programs it will provide, including the system the organization would implement to scheduling programming on the athletic complex to include scheduled practices, games and/or tournaments with dates and times during the week.
2. Background information about the organization and its experience in running similar programs and/ or facilities.
3. A general plan for the maintenance of the fields/grounds (complex). A financial plan for improvements, long-term maintenance plan to ensure the viability of the grounds/fields.
4. A financial plan describing the utilization of the site including general utility costs, maintenance costs, staffing costs, program costs, insurance/risk management, fees, and forecasted revenue. All proposals should include a proposed five-year structure for fees.
5. Identify capital improvements that will be performed on the complex at the sole cost and expense of successful bidder during the term of this Agreement. All permanent improvements, now on or hereafter placed on the property by the successful bidder shall become the property of the Town and shall remain at the termination of this Agreement.
6. The acquisition and maintenance of general liability insurance with limits of coverage of not less than $1,000,0000 per occurrence and $2,000,000 aggregate, $100,000 damage to rented premises, $5,000 med expense per person, and $1,000,000 personal injury. In addition, the certificate of insurance should name the town as an additional insured.
7. The successful bidder will provide a signed statement indicating that organization will abide by the PARD and the LWCF rules and regulations that no person shall be denied access to the Park.
4. Award of Contract
The Town of Surfside Beach will award the agreement to the most responsible bidder that best meets the requirements set out herein. In determining the successful bid, the Town will consider the following:
Minimum Qualifications:
To be considered for selection, proposing service providers shall meet at least the following qualifications:
> Demonstrated experience related to the provision of park and recreational programming primarily for youth.
> Ability, capacity or skill of the prospective service provider to perform the contract, provide the service required and to meet the required service levels described in the RFP.
> Annual fee structure for the agreement.
>Demonstration of an implementation plan for the addition of capital improvements and the value of capital improvements to be added each year over the term of five (5) years.
> A prospect may be eliminated from consideration for failure to comply with any of the requirements.
Proposals are due on the dates outlined in the proposal schedule. Late submissions or delivery via facsimile will not be considered.
The Town reserves the right to reject any and all proposals, to waive technicalities or formalities, and accept any proposal deemed to be in the best interest of the Town.
Attachment A: Athletic Facilities Map (Huckabee Park)
Attachment B: Horry County GIS
