light the fuse and go beyond
2023 & 2024 TAAF Games of Texas Individual Sport
RFP INFORMATION
EVENT OVERVIEW
During the last week of July 2023 and 2024, the City of Brownsville’s Parks and Recreation Department (PARD) will be hosting for the first time in Brownsville history, the Games of Texas! The Texas Amateur Athletic Federation (TAAF), a nonprofit organization that governs the Games of Texas, an amateur sports competition created for athletes throughout the state of Texas.
The Games of Texas is the largest multi-sport event in Texas. Patterned after the Olympics, the Games of Texas has an emphasis on the recreational athlete and the enhancement of his or her competitive experiences.
The City of Brownsville Parks and Recreation Department provides the event venues and coordination of the event and promotion efforts.
BACKGROUND INFORMATION
The City of Brownsville Parks and Recreation (PARD) is looking to cost share the summer Games of Texas host responsibilities with local sports associations to help get exposure to their association and fundraise for association needs through registration, gate, concession, or parking fees.
The following Sports are available to be planned and operated by a Host Association:
• Boxing
• Tennis
• Fast Pitch Softball
• Flag Football
• Basketball
• Pickleball
• Soccer
• Disc Golf
DATES OF FACILITY USE / COMPETITION
Ideally host a tournament between the dates of Thursday, July 27, 2023, and Sunday, July 30, 2023 It can be less than four days or more if need be.
RFP PROCEDURE
1. Email Letter of intent to GOT@brownsvilletx.gov by Friday, February 10, 2023, 3pm
2. Submit RFP Response by Wednesday, February 15, 2023, 3pm
3. Selection of Host Association by February 22, 2023, notification via email.
4. Attend Mandatory on March 22 or 23, 2023 Meeting with TAAF Executive Director, Mark Lord
TAAF PROVIDES
TAAF provides its long-standing reputation for professional amateur athletic tournaments operating for 98 years. Hosting a TAAF sanctioned event is recognizable across the State of Texas by athletes, coaches, and recruiters!
The Texas Amateur Athletic Federation is a nonprofit organization established in 1925 to promote, organize and conduct amateur athletics in the state of Texas.
Their mission shall be to create and maintain in the State of Texas a permanent organization representative of amateur athletics and/or organizations, devoted thereto; to establish and maintain the highest ideals of amateur sports in the State of Texas; promote the development of physical education and to encourage the standardization of rules of all amateur athletics, games, and competitions.
The Federation shall consist of organizations of a permanent status that are active and interested in the promotion of amateur athletics and representative of one or more sports in their respective communities.
The objectives of Texas Amateur Athletic Federation, Incorporated are both charitable and educational. Currently their membership consists of over 140 organizations with over 210,000 individual participants.
HOST ASSOCIATION REQUIREMENTS
1. The host club is a vital component of providing a successful bid and is committed to hosting a TAAF Games of Texas sport in a quality venue that is safe and attractive to our players and guests.
2. Awards – Official Games of Texas medals and ribbons must be used and is the responsibility of the host association and purchased through the TAAF State office awards supplier. The medal or ribbon order must be made fifteen (15) weeks (April 07, 2023) prior with the TAAF State office.
3. Venue Liability Insurance: covering owners, participants, officials, volunteers, and spectators.
4. Provide Accident Insurance for participants, officials, and volunteers.
5. Participate in the Opening Ceremonies for the Parade of Athletes
6. Responsible for Participant entry/registration fee. (Must be registered with TAAF and pay fee)
a. Payment to TAAF of ten dollars ($10.00) per individual entered in any non-TAAF sport.
b. Payment to TAAF of ten dollars ($10.00) per team in all team sports, plus the cost (year of games rate) of individual insurance (currently 2016-$1.15 per participant).
7. Payment of game fees for officials
8. Game balls and equipment
9. Scorers, attendants, statisticians, announcers, etc.
10. Provide Participant Packet
11. Provide Awards Ceremonies to winners.
ADDITIONAL REQUIREMENTS
Souvenir Sales – All Games of Texas Souvenirs are for sale from the TAAF association only. Other souvenirs may be for sale, but a percentage must go to PARD and to TAAF.
RFP MUST INCLUDE
Commitment to:
• Operate Tournament with its own volunteers, officials, etc.
• Enter at least 1 team that represents Brownsville or as many individuals, minimum 10 to represent Brownsville, Tx.
• Work with the City of Brownsville, the CVB, Chamber of Commerce, etc. to recruit statewide participants.
• Coordination with the nearby hotel/motel properties
• Establish and oversee a logistics and volunteer committee in consort with the Parks and Recreation Department Games of Texas (GOT) planning committee and subcommittees.
• To actively promote the Games of Texas from award of RFP to maximize participation by local and State of Texas athletes.
SPORT GENERAL INFORMATION
1. One club will be designated the “host association” and should have the necessary number of fields/courts, required for the tournament. The capacity to host the entire event at one site. These courts should have viewing areas, athlete warm up area, hospitality space for officials and volunteers. Facilities should be safe, clean, and well maintained.
2. Must have enough space to accommodate the event needs along with enough space for spectators.
3. Must be open and available during event hours and accessible by TAAF and PARD (LOC) staff at least 48 hours prior to the event to allow for setting up the event area.
4. PARD will hang banners throughout the site including at entrances.
5 Fields/Courts should be made available to athletes for practice for a minimum of four (4) hours per day for the two (2) days prior to the start of the tournament. Athletes can be required to make reservations.
6. All courts within the facility must be properly lined and in accordance with the official sport field/court dimensions as established for the age group by the governing association (e.g., USA Boxing, USTA, USA Racquetball, US Youth Soccer, etc.)
All trainers, medical personnel, field marshals and other event volunteers, vendors, and any other individuals that could be in direct contact with teams must comply with the current US Association’s Risk Management policy, , in addition to any other state or local requirements. The process must be complete no less than 3 days before the start of the Event.
INSURANCE AND INDEMNIFICATION
1. Individual players and participants are not covered by any insurance policy held by the City of Brownsville.
2. All Youth Sports Associations shall be required to carry commercial general liability insurance with minimum coverage of $100,000.00 against liability for damage to property in any single occurrence and for not less than $250,000.00 for injury to each person, subject to a limit of not less than $500,000.00 protection against injury or death to two or more persons in a single accident occurrence; also, said insurance shall name the City of Brownsville as an additional insured. Insurance policies that do not meet these requirements will be forwarded to the City's Safety and Risk Division for review where a determination of acceptance will be made. A certified copy of a certificate from the carrier of such insurance policy shall be furnished to the City of Brownsville prior to occupancy and use of the leased premises. This certified copy will need to be submitted no later than one (1) week before Association use begins.
3. Glass breakage or other damage to vehicles on rights-of-way or parking lots are not subject to coverage under the City's insurance policy. Theft, vandalism, or damage to personal vehicles parked on the park property is not subject to any coverage by the City of Brownsville, and the City shall be held harmless from such incidents. It is recommended that participants and spectators carry their own auto insurance and lock their vehicles during league games.
4. Theft and loss of property, equipment and supplies caused by inclement weather, or any other means is not the responsibility of the City of Brownsville, and all participants shall hold the City harmless from and against any damages from such incidents. This includes all items stored in concession facilities, meeting rooms and storage areas.
REVOCATION OF CONTRACT
1. Enforcement of this contract will be through periodic monitoring by the Parks and Recreation Department and any reports made by citizens to the City. Violations of this contract will be brought to the attention of the Parks and Recreation Director and/or City Manager for action.
2. The Associations are responsible for controlling the use of utilities during this length of this contract.
3. Failure to comply with all the provisions set in this contract shall result in this contract being revoked by the City of Brownsville and all privileges set forth being eliminated.
4. This agreement may be terminated by either party upon sixty (60) days advance notice to the party, unless for reasons otherwise stipulated in the contractual agreement.
5. This agreement may be amended by the mutual consent of the parties set forth in writing.
DISCRIMINATION
The Association in exercising any of the rights or privileges herein granted to it, shall not on the grounds of race, color, sex, or national origin discriminate or permit discrimination against any person or group of persons in any manner.
PROPOSAL BID QUESTIONS
The following items should be included within your bid proposal.
1. Introduction
a. Please include information as to why the event should be hosted by your organization, including any qualities that make your site unique.
b. Describe other events hosted or supported by your organization, which demonstrates your ability to successfully host this event.
c. How will you attempt to get the community to embrace this event?
2. Venue
a. Describe the complex – including the number and size of fields, the number of fields with lights, headquarters facilities, referee headquarters, awards area space, parking, bathrooms, security, etc. Please include a facility map with photos.
b. Please include a commitment to have general your Severe Weather and/or Emergency Plan.
c. Backup field plan in the event of weather delays or other unforeseen circumstances.
d. Proposed tournament offerings and tentative schedule.
e. Accommodations
1. Amenities of the property
2. Meeting rooms and square footage
3. Parking fees, if applicable
3. Local Support
a. What support can the host association commit to?
b. What local businesses might support the event and in what fashion?
c. Will other local associations support the event by volunteering?
4. Promotions/Media Exposure
a. How does your organization plan to promote the event?
b. What local media might cover the event? What is your relationship with each?
9. Letters of Support, Intent and/or Commitment
a. Please provide an acknowledgement from your association that you are placing a bid to host, and a
b. Letter of Intent – Signature by President/CEO/Executive Director of the bidding organization
Contact Information
In the event there are additional questions, please feel free to contact Damaris McGlone via email at damaris.mcglone@brownsvilletx.gov.
The deadline to submit your Letter of intent to gamesoftexas@brownsvilletx.gov by Friday, February 10, 2023, 3pm AND the bid proposal is Friday, February 17, 2023, 3:00 pm
Please submit via email to GOT@brownsvilletx.gov and copy damaris.mcglone@brownsvilletx.gov
light the fuse and go beyond
2023 & 2024 TAAF GAMES OF TEXAS
Individual Sport
HOST ASSOCIATION LETTER OF INTENT INFORMATION
Host Organization:
Primary Contact:
Email address: _______________________________________________________________
Venue Address:
City:
State: _______________________________________________________________
Zip:
Phone:
Fax:
Additional Contact person(s): _____________________
Type of support (please attach additional pages of support information):