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Director of Tennis Facilities

2 July 2018

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Country: USA
State: Florida

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Director of Tennis Facilities
Homeowner’s Association in Palm Beach, FL is looking for a Director of Tennis Facilities.

Position Overview:
Homeowners’ Association is soliciting proposals from a qualified and experienced tennis professional to operate and manage the tennis facility (the “Tennis Center”) located on the grounds of the Association’s property in the Town of Palm Beach, Florida. The Tennis Center’s facilities consist of six clay tennis courts and a pro-shop that is owned and maintained by the Association and intended for the exclusive use and enjoyment of the Association’s residents and their guests. The Tennis Center is utilized most predominantly during the community’s in-resident season, which runs from approximately mid-November to mid-May, with the facility’s heaviest usage taking place around the major holidays.

Over the years, the Association has enjoyed an active tennis program, and the objective of this Request for Proposal is to identify a tennis professional whose operation of the Tennis Center will meet the needs of the tennis-playing residents and provides the best overall service and value to the community as a whole. While cost is a factor, other criteria will also form the basis for the Association’s selection, as more fully described in the Selection Criteria below.

Minimum Requirements:
Interested tennis professionals, who can demonstrate their ability to provide the necessary services, are invited to submit a proposal, provided they meet the following minimum requirements and qualifications:

1.Experience as a head professional or assistant professional in a private community, club, or substantially similar setting for at least five years
2.USPTA/USPTR certification
3.Strong management and organizational background
4.Ability to teach all levels of tennis, and to organize and arrange matches with similarly skilled and competitive players as requested by residents
5.Ability to personally be on the premises or provide a qualified assistant in his/her absence, to ensure the Tennis Center is operated for the minimum number of hours necessary to serve the Association’s members and their guests, or roughly seven (7) days per week, between 8 a.m. and 2 p.m., during the in-resident season, and as required by resident needs during the off season
6.Financially able to stock pro-shop merchandise solely for sale to customers who are residents or their guests, and provide liability insurance that indemnifies the Homeowners’ Association with a minimum limit of liability of $1 million per occurrence

The successful applicant will be selected by the Association’s Board of Directors as set forth below and will report directly to the Board or their individual designee over the course of the contract. The contract awarded pursuant to this RFP will be for a term of one-year, and will be subject to review and renewal at the sole discretion of the Association’s Board of Directors. It is understood and agreed that any contract entered into between the successful applicant and the Association will establish an independent contractor relationship and will not constitute a contract of employment between the tennis professional (or his/her assistant or other staff) and the Association. The tennis professional will be solely responsible for procuring health insurance or other benefits for his/her self and for complying with any and all labor laws or employer obligations as they may pertain to his/her assistant or any staff that is employed directly by the tennis professional to assist in the performance of his/her duties under the contract.

The tennis professional shall also obtain, at his/her own expense, any and all required permits or licenses, and shall pay any and all taxes, including any sales tax, use tax or business license tax, which might be assessed in connection with the compensation paid under the contract; the proper operation of the pro-shop; or any other basis related to the services provided under the contract.

While the Association is responsible for all major maintenance and capital improvements to the Tennis Center facilities, the tennis professional is responsible for basic maintenance and upkeep of the courts and pro shop and shall maintain the courts in pristine condition and free of litter and other loose materials at all times. Except for the compensation expressly provided for in the contract, the Association will not reimburse the tennis professional for any expenses associated with the performance of his/her duties, and the tennis professional will be responsible for providing the contracted for services and filling his/her responsibilities at their own expense.

Services and Responsibilities:
The tennis professional is responsible for the general operation of the Association’s Tennis Center, the existing operation of which includes the following services and responsibilities:
•Prepare and maintain the six Har-Tru tennis courts daily. The courts are Hi/drogrid system and are irrigated by a Welsh design irrigation system
•Stock and operate the Pro Shop at the tennis professional’s expense, solely for sale to customers who are residents and their guests
•Promote the Tennis Center to encourage its maximum and proper use in a manner beneficial to the entire Association and develop and conduct programs and special events for the residents and their guests
•Provide tennis lessons, clinics and instruction, solely to the residents and their guests when requested, including for young people and older adults
•Provide a qualified assistant/substitute to operate the Tennis Center and provide all required services whenever the tennis professional is absent
•Provide additional staff as required by resident demand
•Quickly and accurately assess the skill levels of tennis playing residents and their guests, and arrange matches with similarly skilled and competitive players as requested, generally on a daily basis during the in-resident season
•Manage and schedule court reservations and usage to meet residents’ requests
•Report to the Association on the operations of the Tennis Center, including the facility’s condition and maintenance requirements, on a monthly basis or as otherwise directed by the Board of Directors
•Operate the Tennis Center in conformity with all local, State, and Federal laws
•Provide liability insurance that indemnifies the Association with a minimum limit of liability of $1 million per occurrence

Submission Guidelines and Requirements:
The following submission guidelines and requirements apply to this Request for Proposal. Any qualified applicant responding to this request must present a comprehensive program to perform the services and responsibilities listed above in order to operate and maintain the Tennis Center for the exclusive use and enjoyment of the residents and their guests. This should include:
•Information concerning the nature and extent of the applicant’s tennis services and the proposed prices/costs for such services.
•Information concerning the applicant’s experience as a tennis professional in a private community, club, or substantially similar setting, including any experience performing services or responsibilities similar to those set forth above.
•Information concerning the applicant’s knowledge or familiarity with Palm Beach County or the Town of Palm Beach, any relevant laws or regulations, and the local tennis-playing community
•A proposal and timeline for working with the residents and their guests to quickly and accurately assess skill levels and abilities in order to effectively facilitate singles and doubles matches between similarly skilled and competitive players in the community
•A staffing plan for the Tennis Center, which should include plans to (1) provide a qualified assistant/substitute to operate the Tennis Center and perform all contracted for services whenever the tennis professional is absent; and (2) provide additional staffing as may be required by resident needs or demands
•Information that demonstrates the applicant’s financial ability and plan to (1) stock and operate the pro-shop at the tennis professional’s expense, and sell merchandise at commercially reasonable prices solely to the Association’s residents and their guests; and (2) provide liability insurance that indemnifies the Homeowners’ Association with a minimum limit of liability of $1 million per occurrence
•Information concerning the applicant’s USPTA/USPTR certifications and any other licenses, certifications or professional experience that you deem relevant
•Information concerning the applicant’s ability to meet any other minimum requirement or standard set forth above, which is not otherwise addressed in the applicant’s response
•The ability to provide at least three (3) references from prior employers or tennis clients with the response or immediately upon further request

It is the sole responsibility of the submitting applicant to ensure that his or her proposal is received by the submission deadline. The Association, at its discretion, may determine that an applicant can remedy the status of a submission that is late or non-responsive. The Association reserves the right to reject a proposal, or to waive any defects, irregularities, or informalities in any proposal, or the procedures and requirements set forth herein.

The Association will only contact candidates that it is interested in interviewing for further evaluation and will not respond to others, nor will it return any documents, photos, videos, etc. submitted. Responses to this RFP shall become the exclusive property of the Association.

Selection Criteria:
The contract will be awarded by the Association’s Board of Directors based on a number of factors, only one of which is cost. The selection process will consider the following factors:
•The applicant’s understanding and response to the requirements of the RFP
•The nature of the applicant’s proposed services and the cost of the services to be performed including the staffing and pro-shop arrangements described above
•Previous experience and qualifications
•Quality of the proposed services, including the applicant’s ability to quickly and accurately assess skill levels and abilities and effectively arrange matches for similarly skilled and competitive players for the residents and their guests
•Employer/client references
•Interview performance
•Any other factors deemed relevant by the Association

The successful applicant will demonstrate the quality, fitness, capacity, and experience to perform the required services competently and to the satisfaction of the Association’s tennis playing residents, as well as the trustworthiness necessary to become a part of the Association’s community. In the normal course of his/her duties, the tennis professional will personally interact with many of the Association’s residents and their guests, including their children, and grandchildren, on a regular basis. Therefore, and as a condition of the accepted bid, the successful applicant, as well as his/her assistant or staff, may be required to undergo a background check before the Association will enter into a contract awarded pursuant to this RFP.

The RFP Timetable
Release of RFP invitation: June 26 2018
Proposals due: August 31, 2018
Proposal review, Evaluations, and Interviews: September and October 2018
Recommendations to Board of Directors: October 2018
Contract Award: October 2018
Contract Term Commences: January 1, 2019

Final Contract Approval by Board of Directors
The Association’s Board of Directors retains the right to exercise its judgment concerning the selection of a proposal and the terms of any resulting contract and to determine which proposal best serves the interests of the Association. The Board of Directors is the ultimate decision-making body and makes the final decisions to award, or not award a contract and its terms.

How to apply:
Qualified applicants interested in submitting a proposal that meets the above submission guidelines and requirements should provide all the requested material and information to the email provided or mailing address provided. You may also call the number provided if you have questions.

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