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ITEM: DIRECTION REGARDING THE TENNIS CENTER MANAGEMENT AND MAINTENANCE REQUEST FOR PROPOSALS (RFP)
REQUEST: Direction regarding the tennis center management and maintenance Request for Proposals (RFP).
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EXPLANATION: In 2010 Council awarded a contract to Cheatham, Inc. to provide tennis center management and maintenance services to the Village. The initial term of the contract was for one (1) year with the option to renew for four (4) additional one (1) year terms. On May 27, 2014, Council exercised the final renewal option, until the opening of the new tennis facility, which is not expected until the second quarter of 2015.
Before releasing the new RFP, we are seeking direction on a number of decision points that will directly affect cost and revenue to provide the required services:
1. Limit on the number of years' experience, and similar accounts for providing tennis center management and maintenance (Har-Tru-Clay Courts) services
2. RFP scoring Criteria weighting
3. Composition of selection committee?
4. Compensation structure? Revenue split? Maintenance cost?
Below is a tentative schedule for this solicitation:
· Direction provided by Council - November 25, 2014
· Release RFP - December 8, 2014
· Proposals Due - January 14, 2015
· Selection Committee meeting - January 28, 2015
· Council Award Consideration - February 24, 2015
· Contract Execution - March 16, 2015.
Staff is seeking direction regarding the decision points outlined above, prior to releasing the RFP.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: No fiscal impact until a contract is awarded.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Direction regarding the tennis center management and maintenance Request for Proposals (RFP).