Specifications include, but are not limited to: 1. All tournaments shall play on Friday (5 pm to 10 pm), Saturday (8 am to 10 pm) and Sunday (8 am to 10 pm) or as noted on the attached Schedule of Fees. a. Bidder shall provide an estimated number of teams with the organization’s bid price per game. b. The successful bidder will be responsible for the full amount proposed, regardless whether all the dates/times are utilized. c. For larger multi-day requested events, the bidder may request additional days during the week as a part of the proposed bid. To increase the likelihood of bid acceptance, please factor in the need for these additional days into your base bid proposal. d. Park hours are from 6:00 AM to 11:00 PM. No games scheduled after 9:00 PM unless prior approval by SCP+R. A one-hour grace period will be provided to tournament providers to account for games running long. For example, if the day’s schedule has games ending by 10:00 PM, you will have up until 11:00 PM to finish at no extra cost. 2. The primary tournament location is the Envista Softball Complex located at 3421 SE Leisure Lane which includes the following fields identified in the attached map: a. Envista 1: 200’ center field b. Envista 2: 200’ center field c. Envista 3: 200’ center field d. Envista 4: 200’ center field 3. A secondary location is available at Felker Park. For larger requested events, the bidder may request additional fields as a part of the proposed bid. To increase the likelihood of bid acceptance, please factor in the need for these additional fields into your base bid proposal. County reserves the right to move games to alternate facilities if deemed necessary. All other booking of these facilities will take place outside of the bid process. a. Felker 1: 285’ center field b. Felker 2: 285’ center field c. Felker 3: 285’ center field d. Felker 4: 285’ center field 4. Bidders are welcome to submit proposals for some or all dates. There will be a minimum price for each tournament date dependent on field(s). While multiple factors may be considered, it will be imperative for each tournament organizer to bid their best price to have the best chance of securing their requested date(s). Other factors that may be considered include historical usage, diversity of events, and tournament organizer’s historical efforts to uphold facility rules. 5. SCP+R will award each tournament weekend to the best most responsive bidder. 6. Do not submit any bids for dates on behalf of another organization. Any dates awarded will be awarded solely and for the exclusive use by the bidding organization. Failure to adhere may result in loss of awarded date. 7. Bidder proposals should expand upon any additional information organizers would like considered for dates bid. 8. Deposit & Cancellation Policy: All awarded tournaments will require a $500 per weekend deposit that is due in full by February 1st. Tournaments that are cancelled two (2) weeks or more prior to the scheduled date will receive a full deposit refund for that weekend. Tournaments cancelled less than 2-weeks will forfeit their $500 deposit for the cancelled weekend. 9. Marketing and tournament information can only be displayed onsite during the tournament weekend hours. 10. Important: Be sure that you read and understand all attachments and information associated with the RFP. If you have any questions, please submit questions through the bid portal prior to the cutoff date to assure we are fully able to answer your question(s). Our goal is to ensure that tournament organizers fully understand the pricing structure as well as how to schedule events in the most efficient manner. We want your tournaments to be just as successful as you do.
