Contractual Lacrosse Programming

Request for Proposals:

Contractual Lacrosse Programming

Due: August 24, 2026 by 3pm

Request for Proposals

1.0 Purpose

The Village of Hinsdale (The Village), is seeking competitive proposals from qualified companies to provide The Village with lacrosse programming services. The term of this agreement is for 1 year beginning on January 1, 2027 with three one (1) year extension options, if the option is exercised. The Village is responsible for this project and may co-op with local organizations and municipalities to strengthen program participation.

2.0 Competition Intended

The process of responding to this Request for Proposal (RFP) should involve interested companies reviewing and analyzing the information provided herein and responding in writing to any and all items where a response is requested.

3.0 Discrepancies and Questions

Should the proposing contractor have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the contractor shall request clarification from The Village in writing, not later than five (5) working days prior to the proposal due date. These requests should be emailed to mhayes@villageofhinsdale.org. All questions will be answered and any changes will be communicated in writing via email. It is the responsibility of the contractor to check their email for any of this information prior to submitting a proposal. Failure to request such clarification is a waiver of any claim by the contractor for additional expenses because its interpretation was different from The Village.

4.0 Proposer’s Minimum Qualification

A qualified contractor is defined for this purpose as one who meets, or by the date of proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this RFP.

5.0 Instructions to Proposers

5.1 Definitions:

5.1.1 Proposer/Contractor: This term is used to encompass the party seeking to have an agreement with The Village.

5.1.2 Village: This term is defined as The Village of Hinsdale, Illinois. All communications relating to the request for proposal process or the resulting purchase should be directed to The Village or to their designated contacts.

5.1.3 Purchase: This term means the agreement to be executed by The Village with the successful contractor.

5.2 Proposal Preparation:

All proposal responses shall be:

5.2.1 Prepared and submitted on the forms enclosed herein, unless otherwise prescribed.

5.2.2 Typewritten or completed in ink, signed by the proposing contractor’s authorized representative with all erasures or corrections initialed and dated by said signer.

5.2.3 Each proposal constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for the period stated in the Request for Proposal.

5.2.4 The Village assumes no responsibility for costs incurred in responding to this RFP.

5.3 Proposal Submission:

Provide one electronic copy via email to mhayes@villageofhinsdale.org, in a Windows compatible format such as PDF. Response shall be:

5.3.1 Proposals not received by the time and date specified will not be considered, unless the delay is a result of The Village.

5.3.2 All proposals must have the email subject line “Lacrosse Programming Services”

5.3.3 No proposal may be withdrawn for a period of sixty (60) calendar days after the date set for the due date, unless approved in writing by The Village. All proposals shall be subject to acceptance by the Village during this period.

5.3.4 All proposals must be reviewed by the Hinsdale Superintendent of Parks & Recreation, prior to final consideration.

5.3.5 Failing an agreement, The Village may reject all proposals and resubmit for new proposals or make any other decisions it deems to be in its own best interest.

5.4 Errors in Proposal:

Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the contractor’s own risk. In case of error in extension of prices in the proposal, the unit price shall govern. If an error is made before submitting the proposal, the error should be crossed out, corrections entered and initialed by the person signing the proposal. The Village reserves the right to waive any informalities, technical defects, and minor irregularities in proposals received.

5.5 Award Criteria:

The award shall be made to a contractor who submits the highest scoring proposal, taking into consideration product quality and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, The Village reserves the right to reject any or all proposals, to accept any proposal submitted, to waive any informality, and to negotiate with the best qualified proposal on any changes which The Village considers necessary or desirable for its own interests. The Village alone shall make such determination. The Village reserves all alternatives, terms and conditions as set forth therein.

5.6 Compliance with laws:

The successful proposer shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation insurance, and comply with all other standards or regulations required by federal, state, county, or Village statute, ordinances, and rules during the performance of any purchase between the contractor and The Village. Any such requirement specifically set forth in any purchase document between the contractor and The Village shall be supplementary to this section and not in substitution thereof. (Insurance requirements are list below in bold)

Insurance must indicate a policy coverage of at least $1,000,000 (one million dollars)

Please contact your provider and give them the following information:

1. Village of Hinsdale listed as the certificate holder

2. In the additional insured box the exact wording below needs to be inserted.

All insurance policies required by this Contract, except workers’ compensation, shall name “the Village of Hinsdale its officers, officials, employees, agents, and volunteers” as additional insured on a primary and non-contributory basis, and shall contain a waiver of subrogation against the Village of Hinsdale.

1. The insurance must guarantee coverage up to at least one million dollars

2. The insurance must be active and not expired

3. The insurance must contain the two following endorsement pages: ISO CG 20 10 04 13 or CG 20 26 04 13 and ISO CG 20 01 04 13 (Your insurance company should understand what this is)

5.7 Suspension and Debarment:

The Proposer certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state or local agency. Where the Proposer is unable to certify to any of the statements in this certification, such Offer or shall attach an explanation to this proposal.

5.8 Subcontractors:

The awarded contractor agrees that they shall not delegate, subcontract or assign all or any portion of the project to any third party without the express written consent of The Village.

5.9 Brand Name:

The use of a brand name is for the sole purpose of describing the standard of quality, performance, and a characteristic desired and is not intended to limit or restrict competition. The official Village brand name will be determined between the contractor and the Village.

5.11 Local Providers:

Proposers should keep in mind The Village goal of supporting local businesses and supply houses for materials and labor whenever practicable, so long as pricing and other contract conditions are not adversely affected.

6.0 Scope of Services

6.1 Introduction:

It is the intent of this RFP to obtain proposals from qualified organizations interested in providing outdoor lacrosse field utilization and programming services for boys and girls in the spring, summer and fall. The method of provision would be to enter into a partnership to utilize The Village facilities. The Village will be responsible for registrations, marketing, field maintenance and field scheduling. The provider will be responsible for equipment, goals, nets and staffing. Regardless of chosen proposer in the agreement, the Village reserves the right to rent available field space to other lacrosse organizations as they see fit, but program offerings will remain between The Village and the contractor.

6.2 Services:

Interested parties should submit a proposal for one or more of the following program operations to include a brief description of each.

6.2.1 The operation of a competitive lacrosse league, including officiating. (spring, summer and fall).

6.2.2 The operation of a recreational/instructional lacrosse programming and league for youth (spring, summer and fall).

6.2.2.1 The participant fee for recreational youth lacrosse must not be prohibitive to the Hinsdale and surrounding community at large.

6.2.2.2 Participant fees must be reasonable and amenable to The Village in regards to cost per season per participant.

6.2.2.3 The Village would obtain 30% of all revenue collected with the remaining 70% paid to the contractor.

6.3 Capital Improvements/Project Partnerships:

Proposers should indicate on the proposal form whether they are willing to assist with Capital Improvements and Project Partnerships and how the potential project or capital partnership would look. Proposals should also indicate if a yearly in-kind contribution to field maintenance would be considered and the amount of the contribution.

6.4 Safety Measures:

6.5.1 The Contractor shall employ only such workers as are skilled in the tasks to which they are assigned. The Village reserves the right to require the Contractor to remove and/or not to assign any employee The Village deems incompetent, careless, insubordinate, or otherwise objectionable to working on Village projects. All employees of the contractor shall be background check and cleared before work by the contractor.

6.5.2 All personnel shall be equipped with required Personal Protective Equipment as required by safety standards, provided by the vendor.

6.5.3 All personnel shall be required to submit to and pass a background check

6.5 Facilities Care:

6.6.1 The Contractor should keep all Village facilities and fields that it uses in good condition and shall refrain from causing damage to such. In the event that the Contractor or its members cause any damage to any Village facilities and/or fields then the Contractor should pay to repair all such facilities and fields

6.6.2 The Village shall have the right to terminate use of any Village fields by Contractor in the event that any fields are damaged or become worn that restriction of use of such fields is determined appropriate by The Village.

6.6.3 The Contractor should clean up any debris or other materials left behind following any games, clinics or tournaments created by teams. Village will clean spectator areas following any games or tournaments.

6.6 Materials:

6.7.1 Village owns and will provide some goals, nets, field maintenance, and field paint where feasible or applicable.

6.7.2 The contractor must provide lacrosse balls, officials, drinking water, and tents. The contractor must also provide additional goals and other equipment for extra fields as needed.

6.7 Scheduling:

6.8.1 The Village has other sports leagues, rentals, tournaments and events that use the fields and facilities. Contractor will need to coordinate dates and times for games, clinics, leagues and tournaments.

6.8.2 Contractor must schedule any programs in accordance with the villages program guide planning schedule, which will be provided.

6.8.3 The Village reserves the right to cancel or postpone events due to inclement weather, low enrollment, field work or similar circumstances.

6.8 Branding:

6.9.1 Proposers should include marketing designs and plans for branding as part of proposals.

7.0 Proposal Format

To facilitate review of your proposal by The Village, it is requested that your submission conform to the following format. The proposal shall not exceed ten (10) pages, including the cover, back page, letters of introduction and table of contents. Font size shall be no smaller than ten (10) point type. Proposals exceeding the ten (10) page count may not considered, at the sole discretion of The Village.

7.1 Coversheet: List title, the name of your contractor, and the name, address and telephone number of a contact person for questions concerning the proposal submitted.

7.2 Qualifications & Experience of the Contractor: Brief history and organization of the contractor, legal entity that will enter into the contract, location of the office of the contractor and/or organization, and the name and title of the person that is authorized to enter into a master contract agreement (must be an officer, partner or member of the contractor/organization).

7.3 Background Questionnaire Please provide brief descriptions for the following:

1. History and philosophy (include number of Hinsdale residents current program supports, any affiliate associations, long-term goals for lacrosse program, etc.)

2. Governing Body (e.g. board of directors)

3. Staff (organizational chart)

4. Accomplishments

5. Experience Operating and/or Recruiting Lacrosse Tournaments

6. Vision of Lacrosse in Hinsdale

7. Branding plan for Hinsdale league and tournaments

8. Additional Comments (could include player or parent testimonies)

7.4 Legal, Safety, Insurance, and Financial: The contractor’s submittal shall provide documentation of any history of litigation associated with project performance or professional liability during the past ten years. A statement or other information to describe the contractor’s general financial standing and current insurance coverage.

7.5 Other Supporting Data: Include any other information you feel to be relevant to the selection of your contractor.

8.0 Evaluation

8.1 All responses are subject to a determination of “responsive” and “responsible” prior to award. The Village is the sole judge as to the proposer’s “responsiveness” and “responsibility.” The Village reserves the right to request additional information.

8.2 The Village will review all proposals and reserves the right to request necessary modifications, waive minor technicalities, reject all proposals, reject any proposal that does not meet mandatory requirement(s) or cancel this RFP, according to The Village best interests.

8.3 The Village evaluation may include time to interview one or more proposing companies before making an award. The Village shall not reimburse the contractor for the costs associated with the interview process. The Village assumes no responsibility for costs incurred in responding to this RFP.

8.4 The Village evaluation process will rank proposals with a simple numeric score; either the item meets requirements or it does not. The categories are below:

A. Proposed Methodology

B. Professional Qualifications

C. Sports Programming/Tournament Experience

D. Proposed Annual Compensation Level

E. Proposed Branding/Marketing Plan

F. Proposed Capital Improvements/Additional Partnerships

G. Ability to meet insurance requirements, revenue sharing, scheduling times, providing staffing and equipment.

9.0 Terms & Conditions

9.1 Insurance: Contractor agrees that Contractor shall maintain general liability insurance as indicated above. Contractor also agrees that Contractor shall provide, in a form acceptable to Village, certificates of General Liability Insurance.

9.2 Indemnification: Contractor shall indemnify and hold harmless The Village from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys’ fees and costs of any suit related thereto), suffered or incurred by The Village, to the extent arising from Contractor’s or its subcontractors’ (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

9.3 Illinois Open Records Act: All proposals will be public information, per state guidelines.

9.4 Excluded Companies: Proposals from companies may be excluded for any of the following reasons: • Reason to believe collusion exists among the companies • The contractor is involved in any litigation against The Village • The contractor is in arrears on any existing contract or has defaulted on a previous contract with The Village • Lack of financial stability • Failure to perform under previous or present contracts with The Village.