CUC Request for Proposal CUC 2019: Open and Women Divisions

Transcription

1 CUC Request fr Prpsal CUC 2019: Open and Wmen Divisins Teri-Lynne Belanger 2/23/2018

2 Table f Cntents General Infrmatin... 2 Intrductin... 2 Summary... 2 Instructins... 2 Submissin f Bids... 2 Enquiries... 2 Preparatin Instructins... 3 Evaluatin Prcedures and Basis f Selectin... 3 Evaluatin Prcedures... 3 Lcatin and Facilities... 4 Mandatry Criteria... 4 Desired Criteria... 4 Planning and Feasibility... 5 Mandatry Criteria... 5 Desired Criteria... 7 Marketing, Prmtin and Recruitment... 9 Mandatry Criteria... 9 Desired Criteria... 9 Hspitality... 9 Mandatry Criteria... 9 Desired Criteria Additinal Infrmatin Accmmdatins Ultimate Canada Supprt Appendix A Budget Criteria Incme Expenditure

3 General Infrmatin Intrductin The Canadian Ultimate Champinships is Ultimate Canada s flagship event. The turnament runs 8-days with the Junir divisins cmpeting n the Mnday-Wednesday with Opening Ceremnies preferably n the Sunday befre cmpetitin starts, and the adult cmpeting n the Thursday-Sunday. The preferred dates are August 11-18, Bids fr the week befre and after will be cnsidered, hwever, with the increasing demands f Internatinal cmpetitin and the creatin f CUC: Mixed, there is very little flexibility in dates. Summary The fllwing regulatins and guidelines are intended t help rganizatins make bids fr the CUC. The headings and guidelines are prvided s that yu may nt nly prvide a realistic bid t Ultimate Canada, but als t help yu plan and put yur ideas int actin. Befre yu begin wrk n yur bid, be sure t read the RFP in its entirety. It prvides imprtant infrmatin regarding the respnsibilities f the turnament rganizing cmmittee and Ultimate Canada. If after reviewing the initial dcuments, yu wuld like t submit a bid, yu are encuraged t cntact Ultimate Canada t request a cpy f the CUC turnament rganizers manual. This dcument prvides additinal infrmatin n the event alng with minimum expectatins, suggested timelines and tips. Instructins All submissins must be made fllwing the preparatin instructins in this dcument. All submissins are due at 23:59 pm EDT May 15 th, Any additinal infrmatin must be included in the appendices sectin f the respnse. Cmpleted bids shuld be ed t teri-lynne@canadianultimate.cm. N hard cpies are required. Submissin f Bids Enquiries Fr all enquiries r requests fr clarificatin that pertain t the evaluatin criteria f yur bid, past practices, r anything pertaining t the bid prcess, a questin perid will be pen frm March 9 th, 2018 t March 26 th, During this time all questins r requests fr clarificatin shuld be sent t terilynne@canadianultimate.cm with the subject line CUC 2016 Bid Inquiry. All respnses will be published n April 2 nd, 2018 n the CUC bid infrmatin webpage as well as ed ut t all peple wh submitted a questin r request fr clarificatin. 2

4 Preparatin Instructins T ensure that all bids are judged n an equal basis we ask that yu address each area utlined in the mandatry requirements and desirable requirements lcated in the Evaluatin Prcedures sectin f the RFP. Please prepare yur bids using nly the bid template fr bth mandatry and desired criteria. Additinal infrmatin may be prvided as appendices t the template prvided. A sft cpy must be received by Ultimate Canada n later than 23:59 pm EDT May 15 th, Evaluatin Prcedures and Basis f Selectin Evaluatin Prcedures Prpsals will be evaluated and ranked amng all valid prpsals. 50% Lcatin and facilities Turnament lcatin Playing facilities On-site facilities 30% Planning and feasibility Turnament rganizing cmmittee Budget (Includes cnsideratin f adherence t UC utlined maximum and minimum budget requirements) Access t grants (Indicate secured grants versus ptential grants) Medical services Spnsrship and ther surces f funding 10% Marketing, prmtin and recruitment Players and public relatins Lcal media and marketing plan Vlunteer recruitment strategy 10% Hspitality services Transprtatin Accessibility f accmmdatins Scial events 3

5 Lcatin and Facilities Mandatry Criteria 1 Name and address f the prpsed facility. 2 Prpsed dates fr the event. 3 Demnstrate a minimum f 12 Ultimate fields at a single prpsed facility. Please indicate what sprt the fields are designed fr. 4 Indicate hw many parking spts are available at the main venue. 5 Name and address f finals (Wednesday) venue fr junir divisins. 6 Name and address f prpsed finals venue fr adult divisins. 7 Demnstrate a minimum seating capacity f 1,000 fr adult finals, and ability t have fd vendrs n site. 8 Demnstrate the facility is available fr the prpsed dates 9 Identify a shw case field within the prpsed site that has easy access t electricity, internet access and that can accmmdate scafflding and set up fr live streaming. 10 Demnstrate hw the prpsed facilities will have internet access that can be accessed by UC staff fr the duratin f the event. 11 Prvide tilet facilities and/r prtable tilets with hand wash statins plan fr up t 1200 athletes. 12 Cntingency plan shuld the prpsed venue becme unavailable 13 Map/layut f the prpsed venue. Desired Criteria 14 All fields are regulatin size (100 meters lng x 37 meters wide) Bidders Respnse Bidders Respnse 4

6 15 Mre than 12 fields available. Preference fr 16 r mre. 16 Distances between fields (5 meters) and frm permanent bjects (9 meters). If any f the fields d nt meet these criteria, please list hw many and reasn(s) why. 17 Prpsed main facility has n-site strage (temprary r permanent) that can be used by the event 3 weeks prir t the event until 2 weeks after the event. 18 Field lining plan. Indicate hw many fields can be lined and if any fields cannt be lined (example turf). Lining plan shuld include lining the field prper, player restraining line (3 meters) and spectatr lines (5 meters) n fields. Preference fr using a sprt field lining cmpany with a plan t re-line the fields Wednesday evening f the event. 19 Main venue has the fllwing amenities: indr space fr UC staff, ability t have a beer garden, stands fr spectatrs, and ther amenities fr staff and spectatrs. 20 Finals venue has the fllwing amenities: seating fr mre than 1,000, ability t sell beer, vide capabilities, jumbtrn. 21 Shrt distance f ptential hst city frm a majr airprt. Please list distance t majr airprts and any ther significant airprts. 22 Des bidding lcatin meet the gegraphical rtatin requirements fr CUC 2019 (West) 23 Des the prpsed venue allw fr a beer garden n-site? 24 Opening Ceremnies venue fr the Sunday prir t the start f cmpetitin Planning and Feasibility Mandatry Criteria 1 Lcal Organizing Cmmittee main cntact name, address, telephne number and address. Bidders Respnse 5

7 2 Lcal Organizing Cmmittee: Identify individuals t fill the fllwing rles wh meet the criteria assciated with each rle: General Manager Has been the Turnament Directr fr a minimum f 2 turnaments OR management experience and a member f the executive cmmittee with turnament rganizing experience will act as an n-site Turnament Directr Is in gd standing with their lcal Ultimate Assciatin and is nt in pr standing with Ultimate Canada Is cmmitted t being at the main playing venues during turnament play at the event. Finance Manager Backgrund in financial management Cmmunicatins and Media Manager Slid understanding f scial media platfrms and hw t use them t engage players, spectatrs and the media. Vlunteer Manager Has vlunteered at ther utdr sprting events. Is cmmitted t being at the main venue during turnament play at the event. Spnsrship Manager Experience in spnsrship and/r marketing. 3 List inclement weather prcedures at prpsed facility such as: Lcatin and capacity f nearest shelter Evacuatin plan in case f dangerus weather (lightening, severe strms etc.) Back-up plan if fields are damaged as a result f excess rain 4 Identify plan t prvide tent r indr space fr the fllwing: 6

8 Organizing cmmittee: minimum 20 x20 space fr Ultimate Canada Staff and Cmmunicatins/Media Center Apparel Spnsrship: minimum space f 20 x 40 stand-alne space Observers: minimum 20 x20 space Disc Central: Minimum 40x40 space t perate Disc Central Medical Tent: 20x40 5 Submit an initial budget. Guidelines fr the budget submissin can be fund in Appendix A f this dcument. 6 Submit yur plan fr Medical services including: Plan fr Athletic r Physi Therapists Distance t clsest Hspital Emergency Actin Plan Desired Criteria 7 Lcal Organizing Cmmittee: Fr each key rle n the cmmittee, there are desired skills each candidate culd pssess: General Manager Has perated many sprts turnaments Has perated many Ultimate events Management experience and/r educatin Has experience in leading a grup f vlunteers ver a large prject lasting 6 mnths r lnger. Bidders Respnse Finance Manager Educatin in finance. Has an understanding f finances in nn-prfit rganizatins. 7

9 Experience running events. Cmmunicatins and Media Manager Experience in marketing and tracking marketing effectiveness Ability t be n-site managing the turnament s scial media channels thrughut the event Experience writing media releases. Cnnectins with lcal media cmmunity Vlunteer Manager Has vlunteered at anther similar scale utdr sprt event. Has experience recruiting and training vlunteers fr a at least 1 ther large-scale event. Has experience in management training ther individuals Spnsrship Manager Demnstrated success in btaining spnsrships fr ther events r rganizatins. Understands the Ultimate demgraphic and what spnsrs wuld be best suited t the event. Lcal crprate cnnectins 8 Financials will be evaluated based n: fllwing the minimum and maximum budget elements listed, realistic estimatin f revenue and expenses, and budgeted surplus. 9 Demnstrate ptential lcal spnsrs and secured spnsrs that the rganizers plan t apprach. 10 Demnstrate ptential grants that culd be secured r that have already been secured in anticipatin f the event. 11 List letters f supprt frm all rganizatins supprting the bid. Preference t have supprt frm PSO, neighburing leagues and lcal assciatins (turism, etc.). 8

10 Marketing, Prmtin and Recruitment Mandatry Criteria 1 Vlunteer Recruitment strategy that includes: timelines; demnstrates the cmmunity s capacity t supprt the event; utlines the services prvided by vlunteers at the event. Bidders Respnse Desired Criteria 2 Media strategy that includes: timelines fr lcal press releases; any prmtinal prjects that will be executed t prmte CUC; scial media strategy. Bidders Respnse Hspitality Mandatry Criteria 1 General transprtatin plan fr mving athletes t and frm the main venue. 2 Demnstrate the accessibility f accmmdatins fr 1200 athletes that cmplement the transprtatin plan Bidders Respnse 9

11 3 List scial event prpsals fr junir scial event. 4 List scial event prpsals fr adult scial event. Desired Criteria 5 Scial event fr bth the Junir and Senir events are within budget Bidders Respnse 10

12 Additinal Infrmatin Accmmdatins Official turnament accmmdatins will be negtiated by Ultimate Canada with the help f the Lcal Organizing Cmmittee. The winning LOC will be required t prvide a list f recmmended htels t UC including alternative accmmdatin recmmendatins (ex. Drms). Ultimate Canada Supprt 1. Ultimate Canada will prvide trphies and medals 2. Ultimate Canada will prvide prizes fr winning teams and Spirit f the Game prizes 3. Ultimate Canada will prvide website space and website template 4. Ultimate Canada will prvide the LOC with the Natinal Media plan and will wrk with the LOC t engage media at the lcal level 5. Ultimate Canada will supprt spnsrship and may have existing spnsrship pprtunities in place including merchandise and disc spnsrship 6. Ultimate Canada will establish the fficial turnament merchandiser and disc prvider. Guaranteed incme frm these tw areas will be prvided t the LOC 7. Ultimate Canada will prvide 150 vlunteers shirts and 75 hats 8. Ultimate Canada can extend insurance t cver the event n request 9. Ultimate Canada will prvide game discs fr the turnament 10. Ultimate Canada will pay fr fees related t bservers 11. Ultimate Canada will manage the prmtin and media plan fr CUC including the videtaping f champinship games 12. Ultimate Canada will layut and print the player s manual and ID badges. 13. Ultimate Canada will wrk with the lcal Turism Assciatin t secure accmmdatins fr the event. NOTE: Full list f Ultimate Canada supprt and respnsibilities is available in the UC-LOC CUC Relatinship dcument. 11

13 Appendix A Budget Criteria The budget shuld: Reflect all aspects f yur bid. Shuld be divided int incme and expenditure. Example budget headings that might be included: Incme Player fees Guest passes Spnsrship Grants Cncessins Dnatins Expenditure Fields Final Venue Tents Beer Garden Media Prmtins Advertising and Banners Transprtatin Scial Events Field Fd Medical Expenses Insurance Administratin Other field equipment A Sample budget can be fund in Appendix B. 12