#20-36 RFP - Youth and Adult Multi Sports Management

Agency: City of Newton
State: Massachusetts
Type of Government: State & Local
  • G - Social Services
Posted: Dec 17, 2019
Due: Dec 19, 2019
Solicitation No: #20-36
Publication URL: To access bid details, please log in.
Due Date Time Location Bids Number Title / Description Meeting Date Time Location
10:00 AM

#20-36 RFP - Youth and Adult Multi Sports Management

Addendum #1

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RFP #20-36
Proposal Opening Date: December 19, 2019 at 10:00AM
December 2019
Ruthanne Fuller, Mayor
The City of Newton (City) invites sealed proposals from proposers for:
Proposals will be received until:
10:00 a.m., Thursday, December 19, 2019
at the Purchasing Department, Room 201, Newton City Hall, 1000 Commonwealth Ave., Newton, MA 02459. Immediately
following the deadline for proposals a list will be created of all proposers names received and will be posted to the City’s website:
www.newtonma.gov/bids .
Contract Documents will be available on line at www.newtonma.gov/bids or for pickup at Newton City Hall, Room 201,
Purchasing Department, 1000 Commonwealth Avenue, Newton Centre, MA 02459 after 10:00 a.m., December 05, 2019.
There will be no charge for contract documents.
Award will be made to the most advantageous proposer for services based on price and non-price proposals.
The term of the contract shall extend for one year beginning on February 01, 2020 and renewable for a term of two (2)
additional one-year terms.
All proposals are subject to the provisions of M.G.L. c.30B, §6.
All proposals shall be submitted as follows: (i) one (1) original and three (3) paper copies of the Technical Proposal and (ii)
one (1) ORIGINAL COPY of the Price Proposal.
All City bids are available on the City’s web site at www.newtonma.gov/bids . It is the sole responsibility of the contractor
downloading these bids to ensure they have received any and all addenda prior to the bid opening.
Addenda will be available online with the original bid document as separate files. If you download bids from the internet site and
would like to make it known that your company has done so, you may fax the Purchasing Department (617) 796-1227 or email to
purchasing@newtonma.gov with your NAME, ADDRESS, PHONE, FAX AND INVITATION FOR BID NUMBER.
The City will reject any and all bids in accordance with the above referenced General Laws. In addition, the City reserves the right
to waive minor informalities in any or all bids, or to reject any or all bids (in whole or in part) if it be in the public interest to do so.
In the event that any person wishes to attend a bid opening or pre-bid meeting, accessible and reasonable accommodations will be
provided to persons requiring assistance. If you need a reasonable accommodation, please contact the city of Newton’s ADA
Coordinator, Jini Fairley, at least two business days in advance of the meeting: jfairley@newtonma.gov or (617) 796-1253. For
Telecommunications Relay Service, please dial 711.
Nicholas Read
Chief Procurement Officer
December 5, 2019
Project Manual - RFP #20-36 Newton Community Education Multi-Sports Program Management
Page 2 of 24
The City of Newton (City) on behalf of Newton Public Schools (NPS) is seeking proposals for a Contractor to manage youth and
adult sports programs to be offered through its Newton Community Education (NCE) Program. In order to be considered,
proposers must submit a plan describing how these management services are to be provided (“Plan”). The Plan shall provide for
multiple activities per week based on demand and must include teaching plans for multi-sports and sport-specific clinics to be
offered.The successful proposer will be expected to provide programs which incorporate educational goals and skill development
in accordance with the proposal requirements as described herein. The successful proposer must have at least five (5) years of
experience providing comparable sports programs to cities and towns or other agencies such as community education programs as
described below under Scope of Services. Additional requirements are set forth in this Request for Proposal (RFP).
The City will enter into a contract with a Contractor and shall extend for one year from February 1, 2020 through January 31,
2021. The City shall have the option, at its sole discretion, to extend the agreement for two (2) additional one (1) year terms
with no change in the contract price, terms and conditions. The exercise of each option to renew shall be subject to
appropriation and /or continuation of funding. Services shall be rendered only as required. NCE reserves the right to cancel
programs due to low enrollment.
The Chief Procurement Officer has determined that in order to select the most advantageous proposal for NCE programs,
comparative judgments relating to proposers’ background, experience and professional history, in addition to price, will
be necessary. The City will therefore select from the proposals received the most advantageous proposal in accordance
with M.G.L. c. 30B, §6.
It is essential that NCE retain the services of a Contractor with the appropriate background to operate NCE Multi-Sports
programs (Lines 1 & 2) so that children and adults ages 2 and up can be offered a variety of professionally and expertly
managed programs. Proposals shall consist of (i) a Technical Proposal which is fully responsive to the RFP with the
exception of the proposer’s price and (ii) a Price Proposal. The City’s Evaluation Committee shall review, evaluate and
rate each proposer’s Technical Proposal. After the review and when the Evaluation Committee’s written evaluations are
complete, the city will open the Price Proposals. It is the policy of NCE to continually re-evaluate and improve the
quality of sports programs being offered at an affordable price to its clients. Therefore, in order to achieve this policy, the
City will award a contract, if it is determined that it is the City’s best interests, to the proposer NPS/NCE determines most
advantageous based on a proposers Technical and Price Proposals. NCE is looking for proposals that will allow the
operator to continually meet these goals and improve the quality of these sports programs being offered to the public. The
RFP process will enable the City to provide higher ratings to management firms whose experience in operating these
sports programs includes more than the minimally-adequate number of years of experience in such services.
The proposal offering to pay NCE the highest percentage of gross revenues may not necessarily be the most
advantageous proposal with respect to the above qualities.
Key Dates for This Proposal:
Thursday, December 05, 2019 at 10:00 a.m.
Friday, December 13, 2019 at 12:00 noon
Thursday, December 19, 2020 at 10:00 a.m.
RFP Released
Proposer questions deadline
Proposal Submittal Date
December 30 January 8, 2020
Proposer Interviews*
Friday, Wednesday, January 15, 2020
Evaluations Completed*
Friday, January 24, 2020
Contract Award*
It is anticipated that services will begin on February 1, 2020.
Project Manual - RFP #20-36 Newton Community Education Multi-Sports Program Management
Page 3 of 24
NCE offers various sports programs during the school year and sports camps during the summer as needed (Price Bid
Proposal Line 1). Sports programs include, but are not limited to, soccer, baseball, T-ball, volleyball, basketball, kickball,
flag football, floor hockey and ultimate Frisbee. The Contractor must be willing to offer additional sports as requested
by NCE. The Contractor shall provide sports programs consistent with appropriate developmental stages for
participants ages toddler through adult. These programs must combine skills development and educational goals, while
increasing self-confidence and providing a fun, enriching experience for all involved.
The NCE multi-sports programs take place in Newton Public Schools or community buildings and on City of Newton
athletic fields. NCE will be responsible for reserving facilities, registering participants, handling monies and publicizing
programs. The Contractor must be able to work in a variety of settings and must return the spaces used to their original
condition. Participants will be asked to bring a water bottle and a snack. Contractor must supply all equipment needed
for each type of sport or game for all programs.
Program Overview
Hours and Locations of Operation: Hours of operation of the NCE Sports programs shall be determined by NCE
in coordination with the Contractor. Locations shall be determined by NCE based on availability. Typical program
operations are as follows:
School-Year Programs: School year programs run for one hour each week, on weekday afternoons, Saturday
mornings, and/or other negotiated times for five or more consecutive weeks throughout the fall, winter, and
spring. Fall and spring clinics will use fields; winter clinics are run in gymnasiums.
Summer Camps: Summer camps run weekly from the end of June through the end of July at Newton schools
and their adjoining fields. Camps run weekly for half-days 9am to 12:00pm.
Current tuition for all sports programs:
• Summer programs: $215 per week half days (pro-rated for shorter week)
• School year programs: $175 for 6 weeks (1 hour per week).
NOTE: Length and pricing of programs are subject to change.
Class Minimum and Maximum Numbers: These will be determined by the Contractor in coordination with NCE.
It is expected that classes will run with as few as 8 and as many as 30 students, and that the Contractor will add staff
as needed to accommodate additional students.
Class Cancellations: Class cancellation decisions based on low enrollment will be made by NCE in cooperation
with the Contractor. Weather-related cancellations will be made at the discretion of the Contractor and will be
communicated by the Contractor to enrolled students. Contractor must maintain a weather hotline for student
inquiries, and must check the city’s Fields Hotline for guidance in making weather cancellation decisions.
Special Considerations: The Contractor shall accept participants with special needs and scholarship participants as
determined by NCE and shall provide adequate supervision for students with special needs, including but not limited
to food allergies.
Maintenance: The Contractor will accept all properties and facilities “as is” in their presently existing conditions and
will strive to return these spaces to the conditions they are found in. Facility and custodial fees will be charged for use
of Newton buildings and shall be the responsibility of the Contractor.
Inspections: The Contractor will make all arrangements for Newton Public Health Inspections for all summer camp
activities and be licensed by the City to perform services. In addition, the awarded Proposer shall contact the City’s
Fire Department and Inspectional Services for the inspection to the facilities prior to camp beginning operations.
Equipment: The Contractor must supply all equipment needed for each type of sport or game. Equipment will remain
the property of the Contractor and cannot be stored at the sites between sessions.
Project Manual - RFP #20-36 Newton Community Education Multi-Sports Program Management
Page 4 of 24
For some sports, students may be asked to bring their own gear, such as gloves for baseball, but the Contractor must
always have extras for students who come without that gear. Specific requests per sport will be arranged by the
Contractor in partnership with NCE.
Camp Licensing: The Contractor must obtain and show proof of a summer camp license issued by the City of
Newton Health Department. This will entail meetings with City personnel from the Inspectional Services and Fire
Departments as well as the Health Department in order to receive required certificates and permits needed to run a
camp. The Contractor shall collect and maintain on premises all health (summers only), liability and dismissal forms
from participants and destroy all forms at the end of the season.
Staff: The Contractor shall provide female and male staffing ratios in accordance with current standards set forth by
the Massachusetts Office for Child Care Services for Group Day Care and School Aged Programs. The Contractor
must provide proof of health immunization records for all staff members.
C.O.R.I. and S.O.R.I. Checks: NPS requires every Contractor staff or volunteer member to submit to an
annual C.O.R.I. and S.O.R.I. check and may be requested to be fingerprinted at no cost to the district before
she/he is allowed to participate under the contract. NPS reserves the right to demand the removal of any staff
First Aid and C.P.R.: NPS requires all Contractor staff not currently certified in First Aid Procedures or
Cardiopulmonary Resuscitation Procedures to become certified before commencement of the Contract.
Program Staffing Requirement: An individual who is employed by the Contractor must qualify and serve as the
On-site Manager (Program Manager) of the NCE Sports programs. Such an individual must have full authority to act
for and bind the Contractor in all respects with regard to the operation of NCE Sports. The Program Manager must
be a full-time employee of the Contractor and must be available to NCE at all times. The Program Manager must
have a minimum of successfully working five (5) years full time as a manager of recreational sports program(s) for
kids. A ratio of one (1) professional staff per five (5) participants ages 2-6, and one (1) professional staff per 10
participants ages 7 and up must be adhered to for all summer camps. Appropriate staffing levels must be followed
for school-year programs as well.
Program Statistics:
Program statistics over the past five (5) years:
Total revenue for all programs is as follows:
FY19: $78,103
FY18: $76,748
FY17: $90,157
FY16: $91,481
FY15: $67,615
Total enrollment for all programs is as follows:
FY19: 470
FY18: 487
FY17: 607
FY16: 626
FY15: 599
Other Related Costs: A portion of facility and custodial costs to be incurred by the Contractor and deducted from
invoices for the duration of this contract are as follows:
Summer programs $300 per week
School Year indoor program $75 per day
In addition, the Contractor is expected to support NCE with scholarship assistance for students with financial
need as requested. The expectation is approximately one scholarship per school-year term and three per summer.
Project Manual - RFP #20-36 Newton Community Education Multi-Sports Program Management
Page 5 of 24
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