Project Information

Bid Title

Brentwood Racquet Facility Operations and Management Services

Issuing Agency

City of Brentwood

Location

Tennessee

Published Date

Nov 4, 2024

Closing Date

Dec 9, 2024

Government Level

State & Local

Status

Closed

Ref. #

2024-RFP-27

Original Source

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Bid Documents

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Project Description

Project ID: 2024-RFP-27

Title: Brentwood Racquet Facility Operations and Management Services

Addenda: 0

Release Date: 11/4/2024

Due Date: 12/9/2024

Post Information

Posted At:Mon, Nov 4, 2024 5:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

Request for Proposals

The City of Brentwood is seeking proposals for Post-Opening Operations and Management Services for the proposed Brentwood Racquet Facility to also include pre-construction project consultation and pre-opening services .

The Request for Proposals documents are available through the City’s e-Procurement Portal, OpenGov Procurement , or may be obtained at the Brentwood City Hall at 5211 Maryland Way, Brentwood, Tennessee, 37027, Monday through Friday, 8:00 a.m. - 5:00 p.m.

Proposals must be submitted in the format specified in the Request for Proposals. All proposals will be due on Monday, December 9, 2024 at 3:00 pm local time.

Questions concerning the Request for Proposals should be submitted through the City’s e-Procurement Portal, OpenGov Procurement .

Verbal submitted quotations will not be accepted. The City of Brentwood reserves the right to reject any and/or all proposals, to waive any irregularities or informalities in a proposal, and to accept any proposal, which, in its opinion, may be for the best interest of the City.

Background

In August of 2020, the YMCA of Middle TN announced plans to close its Maryland Farms YMCA located at 5101 Maryland Way, in the heart of Brentwood's premier Maryland Farms office park. The eventual closure of the facility in May 2023 meant the loss of 21 tennis courts (7 indoor and 14 outdoor) in the Brentwood community. The former YMCA property has been sold to a commercial development firm with plans to build a mixed-use development consisting of office, retail, and restaurant. Given the slowdown in the demand for new commercial office space, the property is yet to undergo redevelopment and Williamson County Parks and Recreation has negotiated an interim agreement to continue operating the tennis facilities, with some courts converted to pickleball. This interim arrangement will cease when the commercial developer is ready to proceed with redevelopment of the property.

With the impending loss of so much tennis court capacity, the tennis playing community in Brentwood looked to local government to replace a portion of the lost court capacity. Note that the potential for a private sector tennis solution is low given limited available land and high land values within Brentwood. Discussions regarding a possible public indoor racquet facility to include both tennis and pickleball have been ongoing since the YMCA announcement in 2020. The City has considered a possible partnership with Williamson County on development of a facility as well as a public/private partnership. For various reasons those options have not come to fruition. The City also created a citizen Racquet Facility Ad Hoc Committee to study the need for such a facility, recommend an operating structure, and provide a preliminary financial projection for the facility. The Ad Hoc Committee's final report is attached to this RFP for reference.

At this time, a majority of the Board of Commissioners favors moving forward with the indoor racquet facility project as solely a city project. A design services agreement with C&I Design was approved by the Board of Commissioners at its October 28, 2024 meeting.

Project Design

Preliminary planning to date for the indoor racquet facility provides for approximately 82,000 sq. ft. for tennis and pickleball uses within a tension fabric constructed facility and an 8,500 sq. ft. entry/administrative building. The plan also provides for approximately 5,000 sq. ft. of space for relocation of the Parks and Recreation Department administrative offices and an associated fleet parking area. (See attached conceptual design)

The following uses are proposed:

1. Six tennis courts with possible inclusion of a seventh court as part of the initial build out.
2. Eight pickleball courts
3. Space for limited scale spectator seating - approximately 200 occupants
4. Possible elevated viewing platform area in the tennis portion of the facility
5. Entry lobby with concession space and limited scale retail area
6. Reception desk and office spaces
7. Multipurpose room
8. Restrooms (no locker rooms)
9. Approximately 212 parking spaces with identified parking expansion areas
   
   

Additional Background Information

1. The facility is proposed to be located on existing land within the City's Crockett Park, located at 1500 Volunteer Parkway. Besides development of the indoor racquet facility and associated site work, the overall construction project is also expected to include turn lane improvements on the adjacent Crockett Road to provide a safe, new direct access point to the facility.
2. The goal of this facility is to serve the recreational needs of Brentwood residents and it is not intended as a sports tourism or economic development investment. However, it is expected that programming of the facility will include some limited amount of tournament play that will draw users from outside of Brentwood.
3. Given the facility is being developed to serve the recreational needs of Brentwood residents, it is expected that operating policies (rates, scheduling, etc.) will be designed to give priority to Brentwood residents but not completely exclude non-resident access with the goal of maximizing overall utilization.
4. While the preliminary financial pro forma developed by the Ad Hoc committee did not project revenue from implementation of a membership fee structure, the committee did acknowledge that a membership structure was a possibility to enhance revenue generation. This remains an option the City is willing to consider based on further consultation with a private management firm.

Timeline

Release Project Date:

November 4, 2024

Question Submission Deadline:

November 19, 2024, 12:00pm

Question Response Deadline:

November 20, 2024, 12:00pm

Proposal Submission Deadline:

December 9, 2024, 3:00pm

Commodity Codes

• NAICS 561210Facilities Support Services

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