Project Information

Bid Title

Request for Proposals: 26-0213 Tennis/Pickleball Program Contractor Addendum 1

Issuing Agency

Town of Holly Springs

Location

North Carolina

Published Date

Mar 13, 2026

Closing Date

Mar 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Proposals: 26-0213 Tennis/Pickleball Program Contractor

• Due Date: March 27, by 2 p.m. via email
• Solicitation
  • Attachment A: Sample Contract
• Addendum 1

Attachment Preview

TOWN OF HOLLY SPRINGS, NORTH CAROLINA

REQUEST FOR PROPOSALS

RFP# 26-0213 Tennis/Pickleball Program Contractor

Issue Date: February 18, 2026

Due Date: March 27, 2026 by 2:00 PM

______________________________________________________________________________________

I. Purpose

The Town of Holly Springs (Town) is soliciting proposals from qualified individuals or organizations to provide

comprehensive tennis and/or pickleball programming for the Parks and Recreation Department’s youth and

adult recreation programs.

II. Background

The Holly Springs Parks and Recreation Department (Department) serves over 500 participants annually

through a variety of youth and adult tennis and pickleball programs.

The Town has an inventory of 9 standard tennis courts and 6 youth/pickleball courts, at the following locations:

Facility

North Main Athletic Complex Park

Womble Park

Address

101 Sportsmanship Way, Holly Springs,

NC 27540

300 Stinson Ave, Holly Springs, NC

27540

Courts

8 standard courts,

4 youth/pickleball courts

1 standard court,

2 youth/pickleball

III. Scope of Services

The successful Contractor shall develop and deliver a comprehensive tennis and/or pickleball program for the

Holly Springs Parks and Recreation Department, in alignment with the information below.

Required Programming (Minimum)

Respondents shall propose services for one or both of the following areas:

1. Tennis programming (youth and/or adult)

2. Pickleball programming (youth and/or adult)

For each program area proposed, the Contractor shall provide:

• Instructional clinics and camps for beginner, intermediate, and advanced level participants

Optional Services

Respondents may propose additional offerings such as private lessons, leagues, ladders, and tournaments.

Any optional services must be clearly labeled as optional in the proposal.

Program Schedule

The Contractor shall deliver programming within the Department’s annual programming cycle:

• Winter/Spring (Jan.-Apr.)

• Summer (May-Aug.)

• Fall (Sept.-Dec.)

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Program Administration and Communication

The Contractor shall be responsible for program operations and communication, including:

• Participant communication regarding schedule changes due to weather or other circumstances

• Coordination with the Department regarding cancellations, rescheduling, and program updates

• Incident reporting and safety-related communication to the Department

• Ensuring adequate staffing coverage for scheduled programs

Equipment and Supplies

The Contractor shall provide all necessary supplies and materials required to deliver instruction, including but

not limited to:

• Tennis balls and/or pickleballs

• Ball hoppers

• Loaner/extra racquets

• Other instructional equipment and materials necessary for program delivery

Program Fees and Contractor Payment

The Department will collect all participant program fees.

The Contractor will be compensated directly from the Town as a flat rate per participant or a percentage of fees

collected.

Marketing

The Department will market programs through its seasonal HURRAHS program guide, on the Town’s website,

social media, and other traditional marketing efforts.

The Contractor may conduct additional marketing with prior written approval from the Department and at the

Contractor’s own expense.

Contract Term

The Town may award one contract covering all solicited programs or may award two contracts for the tennis

and pickle programs, separately.

Contract term is one (1) year, beginning in Fall 2026 with the option to renew for up to two (2) additional one-

year terms, contingent upon satisfactory performance and available funding.

IV. Procurement Schedule

DATE / TIME

February 18, 2026

March 6, 2026 by 5:00 p.m.

March 13, 2026 by 5:00 p.m.

March 27, 2026 by 2:00 p.m.

On or after March 27, 2026

EVENT

Issuance of RFP by the Town.

Deadline for respondents to submit written questions.

Deadline for Town’s answers to question submissions.

Proposals due from respondents.

Proposal evaluation begins and award(s) and contract

negotiation(s) will follow

RFP# 26-0213 Tennis/Pickleball Program Contractor

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V. Proposal Submission Instructions

Proposals must be submitted electronically, via email, to the contact listed below by the proposal due date.

Please reference the solicitation name and number in the email’s subject line. Upon receipt, all responses and

supporting materials become property of the Town and are subject to public record law. Proposals submitted

after the stated due date and time will NOT be accepted and deemed non-responsive.

Email to: Purchasing Division at purchasing@hollyspringsnc.gov

Subject: RFP 26-0213 Tennis/Pickleball_ [Firm name]

Format

Proposals shall be submitted in a single, digital PDF file and contain the content described below.

Content

Proposals must satisfy the criteria outlined below to be responsive to this solicitation.

Respondents may submit proposals for tennis programming only, pickleball programming only, or both.

Clearly identify the programming you seek to provide.

Proposal responses should include the following information:

1. Cover Letter:

a. Provide the legal name, address, and telephone number of the individual or firm along with the

designated contact’s name, title, email address, and telephone number.

b. Include a statement attesting to the proposal's accuracy and signed by an individual authorized

to execute binding legal documents for the individual or firm.

2. Vendor/Company Background:

a. Describe your company’s qualifications and experience in providing the proposed programming.

b. Identify and provide qualifications of each staff member providing instruction. Note: Annual

criminal background checks will be required, at the expense of the Contractor.

c. List current professional credentials. Note: The expectation and standard is that eligible

candidates will hold a tennis coaching/instructor certification.

d. Provide a description of your company’s current business and operating structure.

e. Describe your company’s philosophy.

3. Proposed Services:

a. Clearly identify the programming you seek to provide and define core programming from

optional services (if proposed).

b. Provide a detailed description of proposed services, including but not limited to teaching

methods, the model for program delivery, and the number of participants your program can

support.

c. Include a schedule for the proposed services.

d. Describe a plan for establishing credibility and engagement within the community.

4. Pricing:

a. Provide recommended participant fees by program type.

b. Identify your preferred revenue share model (percentage of revenue or flat rate per participant).

c. Recommend pricing for optional services (if proposed).

5. References: Submit a minimum of three (3) professional references for whom you provided similar

services to those described herein. Include a contact name, phone number and email address for each

reference and a brief description of services rendered to them.

6. Proof of adequate insurance coverage

a. Per minimums included in Attachment A: Sample Contract

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VI. Question Instructions

Respondents shall submit all questions, in writing, to the contact listed below and by the deadline in the

provided schedule. When submitting questions, please reference the solicitation name and number, as well as

the page and section, if applicable.

Email to: Jarrod Miron, Recreation Supervisor

RFP 26-0213 Tennis/Pickleball Program

jarrod.miron@hollyspringsnc.gov

VII. Responses to Questions & Addenda

Responses to question submissions and addenda (if applicable) will be posted to the Town of Holly Springs

Bid page at the following hyperlink: https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals. It is

suggested that you sign up for email updates at the bottom of the bid page to ensure you receive all relevant

information, as it is posted. It is the respondent’s responsibility to ensure they have received, reviewed, and

understand all posted addenda.

VIII. Evaluation of Proposals

Proposals will be reviewed by an Evaluation Committee designated by the Town and per the proposal

evaluation criteria defined below. The Committee may engage in discussions with respondents to determine in

greater detail the respondent’s qualifications, explore the respondent’s scope and nature of the required

contractual services, learn the respondent’s proposed method of performance, and facilitate contract

negotiations.

The Town may, at its discretion, require respondents to furnish presentations to the Evaluation Committee or

appear before the Town and/or its representatives for an interview or additional meetings. Respondents will be

notified in advance of the time and format of such meetings, if applicable. Since the Town may choose to

award a contract without engaging in discussions or negotiations, the proposals submitted shall state the

respondent's best offer for performing the services described in this solicitation.

Proposals will be evaluated in the following major categories:

• Qualifications and Experience

• Reputation and Training of Personnel to be assigned

• Cost Effectiveness and Value

• Attractiveness of proposal

• Completeness of response

IX. Contract Award

The standard of award is the proposal that best meets the criteria set forth in this solicitation and is deemed

most advantageous to the Town. The Town may award one contract covering all solicited services or may

award separate contracts for specified programs. Contract award may be subject to approval by Town

Council. All respondents will be notified of the contract award decision via email.

X. Disclosures

Town’s Rights and Options.

The Town reserves the right, at the Town’s sole discretion, to take any action affecting this solicitation, this

solicitation process, or the services or facilities subject to this solicitation, that would be in the best interests of

the Town, including:

•

To supplement, amend, substitute, or otherwise modify this solicitation, including the schedule, or to

cancel this solicitation, at any time;

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•

To require any respondent to supplement or clarify its bid or provide additional information relating to its

response;

•

To investigate the qualifications, experience, capabilities, and financial standing of each respondent

submitting a bid;

•

To waive any defect or irregularity in any bid received;

•

To reject any or all bids;

•

To share the bids with Town employees and contractors, in addition to the Evaluation Committee, as

deemed necessary by the Town;

•

To award all, none, or any part of the services and enter into contracts with one or more of the

respondents deemed by the Town to be in the best interest of the Town, which may be done with or without re-

solicitation;

•

To discuss and negotiate with any respondents their bid terms and conditions, including but not limited

to financial terms; and

•

To terminate discussions and negotiations with any respondent at any time and for any reason.

Accuracy of Solicitation and Related Documents.

Each respondent must independently evaluate all information provided by the Town. The Town makes no

representations or warranties regarding any information presented in, or otherwise made available during this

procurement process, and assumes no responsibility for conclusions or interpretations derived from such

information. Additionally, the Town will not be bound by or responsible for any explanations or conclusions

regarding this or any related documents other than those provided by an addendum issued by the Town.

Respondents may not rely on any oral statement by the Town or its agents, advisors, or consultants.

If a respondent identifies potential errors or omissions in this or any other related documents, the respondent

should immediately notify the provided contacts of such potential discrepancy in writing. The Town may issue a

written addendum if it determines correction is necessary.

Expense of Bid Preparation.

The Town accepts no liability and respondents will have no actionable claims for reimbursement of any costs

or expenses incurred while participating in this solicitation process. This includes expenses and costs related

to bid submission, submission of written questions, attendance at Prebid conference, contract negotiations, or

activities required for contract execution.

Vendor Inclusion

The Town’s vendor management philosophy supports a fair, open, and inclusive process that offers the same

access and information to all vendors. The Town provides an email alert option to allow vendors optimal notice

and access to all solicitations as they are posted. This can be found on the Town of Holly Springs website at

the following hyperlink: https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals.

Dispute Resolution Process

No services shall be delayed or postponed pending the resolution of any dispute unless Town otherwise

agrees in writing. Any and all suits or actions to enforce, interpret or seek damages with respect to any

provision of, or the performance or non-performance of, this Agreement shall be brought exclusively in the

General Court of Justice of North Carolina sitting in Wake County, North Carolina and it is agreed by the

parties that no other court shall have jurisdiction or venue with respect to such suits or actions. For any

amount in controversy in excess of $15,000 the Contractor shall participate in the Town’s dispute resolution

process which shall be considered part of Basic Services or Scope of Work unless specifically agreed

otherwise herein. The Town’s dispute resolution process is to engage in prelitigation mediation under the rules

of Mediation for Superior Court notwithstanding the amount in controversy.

Confidentiality

Responses to the solicitation will become public records and, therefore, will be subject to public disclosure after

contract award. However, North Carolina General Statutes Section 132-1.2 provides a method for protecting

some documents from public disclosure. If the Consulting firm follows the procedures prescribed by those

statutes and designates a document confidential or trade secret, the Town will withhold the document from

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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