RFP - Tennis Program Services

Request for Proposal (RFP)
for
TENNIS PROGRAM SERVICES
Project No: PROS-2026-02
Date: April 27, 2026
Submittal Deadline: May 28, 2026 at 10:00 AM
WORK: Tennis Programs
SUBMITTAL DATE AND LOCATION:
Date of Request: April 27, 2026
Due Date for Proposals: May 28, 2026 by 10:00 A.M.
Submit one emailed electronic copy of the Proposal to:
Bryan Meyer, bryanm@superiorcolorado.gov
WORK DESCRIPTION
The Town of Superior requests Proposals for:
The services of a professional Tennis Contractor to provide instruction and/or qualified
instructor(s) and all needed materials for Private/Group Tennis Programs at North Pool Tennis
Courts.
Any questions concerning this Request for Proposal shall be directed IN WRITING ONLY by
May 12, 2026 at 6:00 p.m. to Bryan Meyer, Parks, Recreation and Open Space Recreation
Manager, E-MAIL: bryanm@superiorcolorado.gov
Pre-Proposal Site Visit - Non-Mandatory
North Pool Tennis Courts can be accessed with prior permission from the Town. Please send
such requests to Bryan Meyer, Parks, Recreation and Open Space Recreation Manager, E-MAIL:
bryanm@superiorcolorado.gov. A site visit is encouraged; a site meeting will not be hosted by
the Town.
PUBLICATION DATE: April 27, 2026
PUBLISHED IN: Rocky Mountain E-Purchasing System
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SECTION I
BACKGROUND AND GENERAL SCOPE OF SERVICES
BACKGROUND AND OBJECTIVE/OVERVIEW
The Town of Superior is requesting proposals from individuals and/or firms (herein the
"Contractor") to provide outdoor Tennis programs for the Town's Parks, Recreation and Open
Space Department at the following facilities:
North Pool Tennis Courts, 1650 South Indiana Avenue, Superior, Colorado, 80027
The Town expects the Contractor to understand and accept that this shall be a Town based,
recreationally designed program and adhere to recreation standards and the Code of Conduct,
included herein as Section VI. As with any Town program, the Contractor shall need to establish
community relationships with participants, guests, and potential Contractors and create an
atmosphere that encourages impartiality for all participants. The Contractor must maintain
professionalism when communicating with Town contract liaisons on any issues and communicate
appropriately with all participants or potential participants. It is essential that the Contractor creates
and fosters an advantageous partnership with all Town staff.
SCOPE OF WORK
A. Contractor Responsibilities
The awarded Contractor shall be responsible for administering the following services:
* Coordination and management of Junior aged (4 years old - 18 years old) and Adult aged (18+)
Tennis programs, clinics, group/private lessons and provide Town with proposed guidelines
towards operation of these activities. Programs are to be provided during the Winter/Spring
(January-April), Summer (May - August), and Fall/Winter (September - December) months. (See
Attachments I - III for Superiors 2026 Rec Guides)
* Contractor shall submit all programming content adhering to the Town's recreational guide
content deadlines.
* Meet with Town liaison that oversees the contract to set-up all programs, clinics, group/private
lessons, and collaborate on all Recreation Guide and advertisement needs. Additionally, brief town
liaison on any and all activity set-ups at least two days prior to activity.
* Provide programs that are requested and are identified as a community need.
* Provide safe and sufficient equipment needed for all programs.
* Comply with all applicable rules, regulations, laws and the directives or instructions issued by
the Town.
* Provide safe and adequate supplies to be used in the programs by class participants.
* Contractor shall pay all sub-contractor staff.
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* Report maintenance concerns to the Town within 24 hours.
* Report participant/guest issues or conflicts within 24 hours.
* Report all injuries immediately to the Parks, Recreation and Open Space Department.
* Provide exemplary customer service to the Tennis community/participants.
* Create a cooperative relationship with the Town and participants.
* Propose pricing of programs to Town contract liaison and justification behind costs associated
with Tennis activities.
* The Contractor acknowledges and agrees that certain services provided by the Contractor shall
require that employees, agents, and volunteers of the Contractor act in positions of trust which may
entail the handling of and accounting for funds of the Town and Town property, or direct contact
with Junior and other members of the general public. Accordingly, the Contractor agrees that all
employees, volunteers, and other representatives or agents of the Contractor in positions of trust,
as defined above, shall be background screened and complete a mandatory training addressing
sexual abuse awareness and prevention. All costs associated with said screenings/trainings to be
fully paid by the Contractor.
B. Town Responsibilities
The Town shall be responsible for the following:
* Provide outdoor tennis court time at North Pool Tennis Courts for Contractor's programming use
as available.
* Provide current schedule of when the tennis courts will be available.
* Maintain all Town owned equipment and facilities.
* Provide marketing assistance that includes, but is not limited, to the following: programs listed
in the Recreation Guide, eblasts, social media and announcement of the new contractual
partnership.
* Take all registration for Contractors programs through registration software and provide
Contractor software login to access program registration details.
* Foster a cooperative relationship with Contractor, professionally approach issues, and respond to
requests in a reasonable amount of time.
* Work with Contractor to set reasonable program prices.
C. Qualifications
The ideal candidate would possess the following qualifications:
* Three or more years of overall Tennis programming experience, including staffing supervision
and tennis lesson management.
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* Demonstrated ability to provide world class customer service to volunteers, organizers, vendors
and participants of all ages and experience level.
Preference may be given to Contractors who possess any of the following:
* CPR, AED and First Aid certifications
* Concussion Awareness Training certification
* Sexual assault/harassment Awareness certification
* United States Professional Tennis Association certification
D. Anticipated Schedule
The following represents the Town's target schedule for the RFP. The Town reserves the right to
amend the target schedule at any time.
* RFP issuance: April 27, 2026
* Question deadline: 6:00 PM MST on May 12, 2026
* Proposal due date: 10:00 AM MST on May 28, 2026
* Interviews (tentative): Week of June 1, 2026
* Award of Contract (tentative): June 2026
* Start of Services: Summer/Fall 2026
E. Interviews
In addition to submitting a written proposal, the top-rated Contractors may be interviewed by Town
staff and asked to participate in an oral presentation to provide an overview of the company,
approach to the project and to address questions. The evaluation criteria for the oral interviews
will be the same as the criteria for the written evaluations and is included in Section IV.
G. Subcontractors
Contractors will be responsible for identifying any subcontractors in their proposal. Please note
that the Town will contract solely with the awarded Contractor; therefore subcontractors will be
the responsibility of the Contractor.
H. Proposal Format
Please limit the total length of your proposal to a maximum of twenty (20) single sided 8 12 x 11"
pages (excluding cover pages, table of contents, dividers and Contractor Statement form). Font
shall be a minimum of 12 Arial and margins are limited to no less than .5" for sides and top/bottom.
Please, no embedded documents. Submit as a single PDF file. Proposals that do not conform to
these requirements may be rejected.
I. Laws and Regulations
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The Contractor agrees to comply fully with all applicable local, State of Colorado and Federal laws
and regulations and municipal ordinances.
J. Invoicing and Payment
Invoices shall be emailed monthly to bryanm@superiorcolorado.gov. The cost of the work
completed shall be paid to the Contractor each month following the submittal of a correct invoice
by the Contractor indicating the program name, program descriptions, participant names,
participant email addresses, participant city of residence, program fees paid.
Payments shall be made using the program prices listed in the Price Schedule and the agreed to
partnership revenue split, which is currently at 80% Contractor, 20% retained by the Town. In the
event a service is requested which is not listed on the Price Schedule, the Contractor and the Town
shall negotiate an appropriate unit price for the service prior to Contractor initiating such work.
The Town pays invoices on Net 30 day terms.
K. Program Renewal
The Town may request the Contractor complete an annual Program Proposal Renewal Form to
continue providing services for the Town.
SECTION II
PROPOSAL SUBMITTAL ITEMS
For this section, Contractors are required to provide detailed written responses to the following
items in the order outlined below. The responses shall be considered technical offers of what
Contractors propose to provide and shall be incorporated in the contract award as deemed
appropriate by the Town. A proposal that does not include all the information required may be
deemed non-responsive and subject to rejection. Responses must include all the items in the order
listed below. It is suggested that the Contractors include each of the Town's questions with their
response immediately following the question. The Town of Superior shall not reimburse any firm
for costs incurred in the preparation and presentation of their proposal.
A. Cover Letter / Executive Summary
The Executive Summary should highlight the content of the proposal and features of the program
offered, including a general description of the program and any unique aspects or benefits provided
by your firm. Indicate your availability to participate in the interviews/demonstrations on the
proposed dates as stated in the Schedule section.
B. Contractor Information
1. Describe the Contractor's business and background
2. Number of years in the business under the same business name
3. An overview of services offered and qualifications
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4. Location(s) of offices. If multiple, please identify which shall be the primary for our account.
5. Primary contact information for the company including contact name(s) and title(s), mailing
address(s), phone number(s), and email address(s). Complete Section V, Contractor Statement.
C. Scope of Proposal
1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above.
The narrative should include any options that may be beneficial for the Town to consider.
2. Describe your customer service philosophy and how you measure, deliver and guarantee
professional and courteous service to partners, clients and participants. Include how you achieve
seamless communication through multiple channels effectively.
3. Identify what portion of work, if any, may be subcontracted.
D. Firm Capability
Provide relevant information regarding previous experience related to this or similar Projects, to
include the following:
1. References (current contact name, current telephone number and email address) from at least
three similar projects with similar requirements that have been completed within the past five (5)
years and that have involved the staff proposed to work on this project. Provide a description of
the work performed. The Contractor authorizes the Town to verify any and all information
contained in the Contractor's submittal from references contained herein and hereby releases all
those concerned providing information as a reference from any liability in connection with any
information they give.
E. Assigned Personnel & Availability
1. List of Personnel: This list should include the identification of the contact person with primary
responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory
personnel, including partners and/or sub consultants, and their individual areas of responsibility.
2. Describe your strategy in light of the availability of personnel to ensure schedules are met in
light of any other commitments your firm may have. Are other qualified personnel available to
assist in meeting the schedule if required?
F. Cost and Work Hours
In your response to this proposal, please propose a:
1. Cost by program and options for revenue sharing/percentage with the Town.
G. Additional Information
Provide any information that distinguishes Contractor from its competition and any additional
information applicable to this RFP that might be valuable in assessing Contractor's proposal.
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Explain any concerns Contractor may have in maintaining objectivity in recommending the best
solution. All potential conflicts of interest must be disclosed.
SECTION III
REVIEW AND ASSESSMENT CRITERIA
A. Proposal and Interview Criteria
Contractors shall be evaluated on the following criteria. These criteria will be the basis for
review and assessment of the written proposals and optional interview session. At the discretion
of the Town, interviews of the top-rated Contractors may be conducted. The rating scale shall be
from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding
rating.
QUALIFICATION: Scope of Proposal/Deliverables
STANDARD: Does the proposal address all elements of the RFP? Does the proposal show an
understanding of program and customer service objectives? Does the proposal demonstrate
cooperativeness to communicate and partner with clients and participants and to maintain a
professional and courteous demeanor at all times? Are there any exceptions to the Code of
Conduct, Scope of Services or Agreement?
QUALIFICATION: Assigned Personnel& Availability
STANDARD: Does the individual/firm who will be working on the project have the necessary
skills and qualifications? Does the individual/firm have the requisite skills and qualifications
assigned to the project? Can the individual/firm meet the schedule in the scope of services? Are
other qualified personnel available to assist in meeting the program schedule if required?
QUALIFICATION: Cost and Work Hours
STANDARD: Does the proposal include proposed fees and cost share information? Are the fee
and cost share amounts reasonable and in line with market and historical numbers for
comparable services?
QUALIFICATION: Firm Capability
STANDARD: Does the individual/firm have the resources, capacity and support capabilities
required to successfully meet service schedules? Has the individual/firm successfully completed
previous projects of this type and scope?
B. Reference Evaluation Criteria
Prior to award, the Recreation Manager will check references using the following criteria.
Negative responses from references may impact the award determination.
CRITERIA: Overall Performance
STANDARD QUESTION: Would you hire this Service Provider again? Did they show the skills
required by this project?
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CRITERIA: Timetable
STANDARD QUESTION: Was the original Scope of Services completed within the specified
time? Were interim deadlines met in a timely manner?
CRITERIA: Completeness
STANDARD QUESTION: Was the Service Provider responsive to client needs; did the Service
Provider anticipate problems? Were problems solved quickly and effectively?
CRITERIA: Budget
STANDARD QUESTION: Was the original Scope of Services completed within the project
budget?
CRITERIA: Job Knowledge
STANDARD QUESTION: Were problems corrected quickly and effectively?
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SECTION IV
CONTRACTOR STATEMENT
Contractor hereby acknowledges receipt of the Town of Superior Request for Proposal and
acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and
other provisions set forth in the RFP. Additionally, Contractor hereby makes the following
representations to the Town:
a. All of the statements and representations made in this proposal are true to the best of the
Contractor's knowledge and belief.
b. Contractor commits that it is able to meet the terms provided in this proposal.
c. Contractor acknowledges receipt of and commits to abide by the Code of Conduct (Section VI
of the RFP).
d. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
e. Contractor further agrees that the method of award is acceptable.
f. Contractor also agrees to complete the proposed Agreement with the Town of Superior within
30 days of notice of award. If contract is not completed and signed within 30 days, the Town
reserves the right to cancel and award to the next highest rated firm.
g. Contractor acknowledge receipt of addenda.
Firm Name: ___________________________________________________________________
Physical Address:_______________________________________________________________
Remit to Address:_______________________________________________________________
Phone:________________________________________________________________________
Name of Authorized Agent of Firm:_________________________________________________
Signature of Authorized Agent:____________________________________________________
Primary Contact for Project:_______________________________________________________
Title:_________________________________________________________________________
Email Address:_________________________________________________________________
Phone:________________________________________________________________________
Cell Phone:____________________________________________________________________
NOTE: CONTRACTOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR
PROPOSAL.
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SECTION V
CODE OF CONDUCT
Code of Conduct
Good sportsmanship is vital to maintaining the appropriate recreational atmosphere of the Town
of Superior. All participants, contractors and spectators are expected to conduct themselves in a
civil and sporting manner at all times- before, during and after programs. Behavior that promotes
intolerance or prejudice, degrades any racial, ethnic, gender or religious group, infers an explicit
sexual reference or promotes destructive behavior is considered disrespectful to the Town of
Superior and its citizens, and shall be addressed and handled accordingly.
The Town of Superior has a zero tolerance rule for foul language and taunting. Any participant
using any type of foul language or taunting (including any inappropriate gestures) shall be
removed from the facility. Ejections and suspensions are at the discretion of the supervisors and
Recreation staff.
No participant before, during or after programs or events shall:
1. Physically attack any other participant or any Town staff person. This includes but is not
limited to striking, shoving, kicking or otherwise touching or subjecting another person to
physical contact in a threatening or alarming manner.
2. Refuse to abide by a staff members decision and/or contest such decision in an
unsportsmanlike manner.
3. Use obscene language or gestures, harassing, insulting, taunting, or challenging language,
racial, ethnic or sexual slurs, or unsportsmanlike demonstrations of dissent concerning an
official's or staff member decision.
4. Violate the Town of Superior smoking, open container ordinance, other state or local alcohol
or drug laws while at the programming venue; nor shall a participant enter the venue while under
the influence of drugs or alcohol.
5. Display other unsportsmanlike conduct while at a Town facility.
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