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Ohio Youth Soccer Association North
Request for Proposal (RFP)
2014 Bothwell Cup
Purpose
The Ohio North Youth Soccer Association North (Ohio North) is a 501 (c)(3) non-profit organization
youth development organization dedicated towards teaching and actively promoting:
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the sport of youth soccer
the development of players, coaches and referees
good sportsmanship
life skills
for children and youth players of all levels of interests and abilities in a safe and healthy environment.
We make ethical decisions based on what is in the best interests for all our members.
Currently, Ohio North is looking to contract for field facility use within Ohio North (state association)
boundaries to host our annual Bothwell Cup (including President’s Cup U13-U14 divisions) in October,
2014. The Bothwell Cup is the first level of the US Youth Soccer President’s Cup Series for the winners of
the U13 & U14 divisions, which concludes with the National Finals in July.
Ohio North anticipates approximately 140 teams to participate in this year’s tournament. Age groups
include U9 thru U14/15 Boys and Girls.
This RFP may be submitted as to contract for a one-year period with an option to extend for the
following year.
History/ Background
The Ohio North was founded in 1974 and later incorporated in 1988.
Our membership is comprised of approximately 85 leagues, 52,000 players and approximately 8,000
team officials. Ohio North currently has a volunteer board of directors and five (5) full time staff
members and one (1) part-time staff member.
Ohio Youth Soccer Association North
Request for Proposal (RFP)
2014 Bothwell Cup
Requirements
(A copy of all requirements must be submitted to Ohio North with the final proposal.)
Dates of Tournament
Fields
Dimension of Fields
Fees
Security Deposit
Proof of Insurance
Concessions
Referee Assignor
Severe Weather Policy
Emergency Room/Hospital Names & Locations
Local Accommodations
Field Map/Layout
Media
Check-In/Tents
October 17-19, 2014 (Limited evening games on
Friday, Oct. 17)
Minimum of 16 fields required. Multiple sites will
be considered provided a total of 16 fields are
available for Ohio North use.
Min. 6 full sized fields (min. 100 x 60 yds. max.
120x75 yds.);
Min. 5 small-sided U9/10 fields (min. 55 x 40 yds.
max. 60x45 yds.).
Min. 5 small sided U11/12 fields (min. 75 x 50
yds. max. 80 x 55 yds.)
Identify whether a flat fee, a fee per field, or no
fee(s) would be charged to Ohio North for the
usage of fields.
Identify whether a security deposit would be
charged to Ohio North. If so, identify dollar
amount.
Must provide a $1M general liability insurance
certificate if proposal is accepted.
Identify whether facility would retain all proceeds
or if facility would share proceeds with Ohio
North in some manner. Please indicate if a
discount on concessions would be afforded to
Ohio North board members, staff members and
referees.
Must provide Ohio North with name of local
assignor(s). Assignor(s) must be certified by
United States Soccer Federations (USSF).
Must be provided with copy of proposal.
Must be provided with copy of proposal.
Must provide Ohio North with a list of local
restaurants and hotels.
Must provide Ohio North with a map of facility
lay-out with field numbers and dimensions of
each field.
Must provide Ohio North with local media
contacts. (e.g., newspapers, TV, etc.)
Indoor or Outdoor facility with five (5) tables and
Ohio Youth Soccer Association North
Request for Proposal (RFP)
2014 Bothwell Cup
Electricity
Parking
Trash Removal/ Field Cleaning
Wireless Network
20 chairs must be made available for Ohio North
use. (Please specify any charges to Ohio North.)
Ohio North must have access to electricity at the
Check-in location for computer/printing
purposes.
Indicate total quantity of parking spots available
and/or if a shuttle is needed. (identify associated
costs to Ohio North) Indicate if bus parking is
available.
Must indicate any/all (if applicable) costs
associated with trash removal or field clean up.
Ohio North prefers site(s) that can offer use of a
wireless network for the purpose of posting
scores.
Other
Proposals must indicate when the first games and the last games on each tournament day can
commence. Are lights available?
Proposals must indicate whether a spectator admission fee will be charged. If so, please indicate the
dollar amount that would be assessed per spectator.
Proposals must indicate if a parking fee will be charged to those attending the tournament. If so, please
indicate the dollar amount that would be assessed per vehicle.
Proposals must indicate whether or not parking attendants for this tournament are necessary. If so,
please indicate the cost to Ohio North, per hour, for each parking attendant.
Proposals must indicate whether port-a-johns and/or restroom facilities are available on-site and if they
would be available to Ohio North at no cost.
Proposals must indicate whether golf carts (maximum 4) can be on-site and if so, please indicate the
costs to Ohio North for golf-cart usage and/or rental at the tournament.
Please present any/all other information you feel appropriate to include or note as part of your proposal
to Ohio North.
Ohio Youth Soccer Association North
Request for Proposal (RFP)
2014 Bothwell Cup
Ohio North Sponsors
Ohio North has relationships with University Hospitals, Kohl’s, Wilson Trophy, Shutterfly and other
sponsors. All proposals should indicate whether or not Ohio North sponsor participation on-site
presents any issues or conflicts.
Ohio North, historically, sells t-shirts during the tournament. Each proposal must indicate if this presents
a conflict of interest and/or if a vendor license is required for the selling of tournament t-shirts.
Decision Criteria
The decision criteria for Ohio North on making this decision will include, but not limited to, the location
of the facility, the costs associated with Ohio North’s use of the facility or facilities, the quality of the
fields, game time flexibility and sufficient parking for this tournament and overall perceived community
support.
Submission of Proposal
This RFP will be released to the public for general distribution on or before January 31, 2014.
RFPs are due on or before February 28, 2014.
Proposals may be submitted by email to [email protected].
Proposals may be sent by US Mail must be postmarked on or before due date and sent to:
Ohio North Youth Soccer
Bothwell Cup Proposal
6650 W. Snowville Rd., Ste. Y
Brecksville, OH 44141.
Submissions postmarked after the deadline will not be accepted or considered.
Questions regarding any aspect of this RFP can be directed to:
Jessica Chambers, Event Coordinator, at [email protected] or
Bob Riggs, Executive Director, at [email protected]
A decision will be made by the Ohio North Executive Director and/or Ohio North Board of Directors on
or before March 20, 2014.