HomeMy WebLinkAbout7/7/1999 - STAFF REPORTS (17) DATE: July 7, 1999
TO: City Council
FROM: Recreation Manager via Director, Department of Facilities
SENIOR SOFTBALL WORLD SERIES BID
RECOMMENDATION:
That the City Council approve the Recreation Division submitting a bid to host the
2000 Senior Softball World Series from September 29 through October 8.
BACKGROUND:
When the City hosted the 1998 Senior Softball World Series (SSWS), 143 teams
from around the United States and Canada were in attendance during the nine-day
event. The economic impact was estimated between $4 - $5 million.
For the 1998 event, the contract with SSWS stated that the City would pay$72,000
and furnish in-kind services in the amount of$48,000, for a total of$120,000.
In the contract for the 2000 bid, the City would pay$130,000 in cash and furnish no
in-kind services. Any additional services requested by SSWS will be paid for by
SSWS, except for softball field maintenance. A possible 130 to 150 teams will be
participating in the 2000 SSWS. Based on the Palm Springs Desert Resorts
Convention and Visitors Bureau's (CVB) 1998 study, the economic impact to the
city would be between $5-$6 million. The CVB's study showed that the average
visitor to Palm Springs spent an average of$254 per day, excluding airfare.
As in the past, the City will have assistance from Coachella Valley Parks &
Recreation District to secure the fields at Palm Desert Civic Center Park and the Big
League Dreams Sports Park owner's cooperation in using this facility for the 2000
SSWS.
Funds have been allocated in the 1999/2000 budget for the 2000 SSWS in the
Community Promotion Fund, Amateur Softball Tournament, Account Number 112-
201 8-456 1 5.
At its January 13 meeting,the Parks and Recreation Commission unanimously(8/0)
voted to recommend that the City Council approve the Recreation Division
submitting this bid.
APPROVED BY:
VICKI OLTEAN, Rarraatioq Manager g OTT MIKE ILL, Director
Recreation Di n epartment of Facilities
APPROVED:
City anager
ATTACHMENTS:
1. Host Agreement
2. Minute Order
2000 SENIOR SOFTBALL WORLD SERIES
Host Organization Information
Complete the following: '
Municipality/Organization submitting bid:
City of Palm Springs
If other than Municipality, attach information about your organization's structure.
Contact Person & Title:
Vicki Cltean, Recreation Manager
Address, Phone and Fax Numbers:
401 S. Pavilion Way
Palm Springs, CA 92262
(760) 323-8277
(760) 323-8279(Fax)
TOURNAMENT INFORMATION:
Proposed Tournament Dates:
September 29 - October S. 2000
Tournament Site:
Palm Springs - Coachella Valley
Name/Location of Field Sites, Number of Fields at each site, Time from site to site:
Demuth Park MPSnuite Ava_ , Palm Springy 4 fields. 5-10 min./BLD 75 min_/PD
Palm Desert Civic Center, San Pablo Rd. . Palm Desert 4 fields 15 min/Demuth In min./BLD
Big League Dreams, Date Palm Dr. , Cathedral City. 5 fields, 5-In min_/nemuth, 15 min,/PD
HOST ORGANIZATION EXPERIENCE:
Attach information about any National or Regional Softball Tournaments your city or
organization has hosted recently.
OTHER CONSIDERATIONS:
Attach information about airport, community and area attractions.
Attach any other information that you feel may be helpful or of interest to the NASCS Board of
Directors.
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2000 SENIOR SOFTBALL WORLD SERIES
HOSTAGREEMENT
WHEREAS, City of Palm Springs , hereinafter referred to as "Host
Organization", in its desire to bring the Senior Softball World Series (SSWS) to Palm Springs, CA from
September 29 to October 8, 2000 , and the North American Senior Circuit
Softball (NASCS), a Michigan Non-Profit Corporation, in its desire to have the 2000 SSWS played in
Palm Springs, CA agree to the following:
ORGANIZATION:
A. Host Organization and the NASCS agree to work together on all aspects of the 2000 SSWS to insure
the successful execution of the event, to promote the Host Organization and senior softball in general.
FINANCIAL COMMITMENT & REVENUE OPPORTUNITIES:
A. Host Organization agrees to pay the NASCS One Hundred Thirty Thousand dollars ($130,000.00), to
be paid according to the schedule contained in Exhibit A. The funds will be used to defray the costs of
operating the SSWS tournament. If the Host Organization is not the party financially responsible for
payment of the $130,000.00 to NASCS then the financially responsible party shall guarantee
payment where indicated on the signature page.
B. Revenues generated by local sponsorships and promotional activities as listed in Exhibit B shall be
retained by the Host Organization.
C. Revenues generated by national sponsorship sales shall be retained by NASCS to further promote the
tournament and member services.
FIELDS &FACILITIES:
The Host Organization will provide the following facilities for the SSWS:
A. Use of an adequate number of fields for the duration of the SSWS as listed on
Exhibit C at no cost to NASCS. The fields must meet the specifications listed in
Exhibit D. If the Host Organization cannot guarantee the provisions of facilities then the
organization(s) that can guarantee provision of facilities must do so where indicated on the
signature page.
B. The Host Organization will not charge admission to any games or parking fees for participants and their
guests.
PERSONNEL:
The following staffing is required to run a successful SSWS:
A. Host Organization and the NASCS will assemble a Local Steering Committee to coordinate and
develop local promotions, spouse programs, activities and suppliers that will benefit the SSWS. The Local
Steering Committee shall be comprised in the mariner and for the purposes outlined in the NASCS bid
proposal, at page 19 under the heading "Local Steering Committee."
B. Medical Personnel. Must be on-site during all hours of play and during any outside activities.
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PERSONNEL: (con't) 1644
C. Maintenance Personnel. At each complex for the hours of play, responsibilities include making sure
fields are in excellent playing condition, acting as the on-site facility contact for SSWS Site Supervisor and
Tournament Headquarters staff.
D. Administrative Personnel. 16 persons to staff registration of players, I to staff headquarters, 1 runner,
2 to staff information booths and personnel for Airport Meet & Greet.
E. Umpires & Scorekeepers. The staffing needs for umpires and scorekeepers shall be in the manner
specified in the NASCS bid proposal at page 19, under the section entitled "Umpires & Scorekeepers," and
in the quantities specified in the Senior Softball World Series Official Rulebook.
Please complete Exhibit E.
HOTELS:
A. The Host Organization will furnish the NASCS with information about local hotels to assist the
NASCS in the selection of tournament hotels and a headquarters hotel.
B. Room rates of tournament hotels will be subject to NASCS approval.
C. NASCS will promote all tournament hotels in its player packets and receive all room rebates.
Please complete Exhibit F.
PRINTED MATERIALS:
A. The Host Organization in conjunction with the NASCS will produce the 2000 SSWS emblem. Past
emblems represented a flavor of the area combined with a softball theme. The emblem must be easily
reproduced for posters, stationery, T-Shirts, caps, pins, patches, etc.
B. Host Organization will provide information to be included in the Player Packets and Goody Bags, as
specified in the NASCS bid proposal at page 23 under the section entitled"Player Packets & Goody
Bags."
Please complete Exhibit G.
PUBLIC RELATIONS &MEDIA:
The Local Steering Committee will develop and execute a plan to maximize media exposure of the 1998
SSWS.
Please complete Exhibit H.
SPECIAL EVENTS:
Attach Exhibit 1, if appropriate.
RESPONSIBILITIES OF NASCS:
A. Management and execution of the 2000 Senior Softball World Series.
B. Payment of all expenses related to the management and execution of the 2000 SSWS.
C. Cooperation in the organization of the Local Steering Committee, sponsorship programs and media
campaign and the design of the 2000 SSWS Emblem.
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RESPONSIBILITIES OF NASCS: (con't)
D. Provision of a$2,000,000 general liability insurance policy for the 2000 SSWS with the appropriate
parties named as additional insured, for bodily injury, death and property damage resulting from the
activities of the 2000 SSWS and any related event.
E. In the event NASCS defaults and fails to hold the event after commencement by host organization of
the payment shown in Exhibit A, NASCS shall, within thirty (30) days of such default, return to host
organization two (2) times the money actually them paid by the host organization as liquidated damages, as
such damages are extremely difficult or impractical to determine in the event of a breach of this agreement.
SSWS DATES:
The 2000 Senior Softball World Series shall be held in Palm Springs, CA from
Sept. 29 to Oct. 8
FORCE MAJEURE:
In the event of Force Majeure, such as a storm, riot, civil insurrection, earthquake, or other events beyond
either parties' control, which makes it impossible or unpractical for the event to occur or continue, host
organization and NASCS shall be relieved from their obligations hereunder without liability for
nonperformance.
ASSIGNMENT OF RIGHTS:
The rights of each party under this Agreement are personal to that party and may not be assigned or
transferred to any other person, firm, corporation or other entity without the prior, express and written
consent of the other party.
NO WAIVER:
The failure of either party to this Agreement to insist upon the performance of any of the terms and
conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this
Agreement, shall not be construed as thereafter waiving any such terms and conditions, but the same shall
continue and remain in full force and effect as if no such forbearance or waiver had incurred.
GOVERNING LAW:
It is agreed that this Agreement shall be governed by, construed and enforced in accordance with the laws
of the State of Michigan.
EFFECT OF PARTIAL INVALIDITY:
The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of
any other provision. In the event that any provision of this Agreement is held to be invalid, the parties
agree that the remaining provisions shall be deemed to be in full force and effect as if they had been
executed by both parties subsequent to the expungement of the invalid provisions.
ENTIRE AGREEMENT:
This Agreement shall constitute the entire Agreement between the parties and any prior understanding or
representation or any kind preceding the date of this Agreement shall not be binding upon either party
except to the extent incorporated in this Agreement.
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MODIFICATION OF AGREEMENT: 'r^ Ar
Any modification of this Agreement or additional obligation assumed by either party in connection with
this Agreement shall be binding only if placed in writing and signed by each party or an authorized
representative of each parry.
COUNTERPARTS:
This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an
original, but all of which together shall constitute but one and the same instrument.
IN WITNESS WHEREOF, each party to this Agreement has caused it to be executed at
on the date indicated below.
Dated: City of Palm Springs, California
HOST ORGANIZATION
BY:
WITNESS:
Its:
WITNESS:
The undersigned Guarantor does hereby unconditionally guarantee to NASCS full payment of$130,000.00
according to the Payment Schedule Exhibit A.
Dated: City of Palm Springs, California
FINANCIAL GUARANTOR
BY:
WITNESS:
Its:
WITNESS:
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The undersigned Guarantor does hereby unconditionally guarantee provision of facilities listed in Exhibit B
according to the specifications contained in Exhibit C.
Dated: City of Palm Springs, California
FACILITIES GUARANTOR
BY:
WITNESS:
Its:
WITNESS:
Dated: NORTH AMERICAN SENIOR
CIRCUIT SOFTBALL
BY:
WITNESS:
Its: President
WITNESS:
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EXHIBIT A I10
Payment Schedule
Within 30 days of NASCS's
acceptance of your bid $13,000.00
December 1, 1999 $13,000.00
January 1, 2000 $13,000.00
February 1, 2000 $13,000.00
March 1, 2000 $13,000.00
April 1, 2000 $13,000.00
May 1, 2000 $13,000.00
June 1, 2000 $13,000.00
July 1, 2000 $13,000.00
August 1, 2000 $13,000.00
TOTAL $130,000.00
All checks must be made payable to NASCS, and sent to:
Ken Maas, President
NASCS
P O Box 1085
Mt. Clemens, MI 48046
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EXHIBIT B
Revenue Opportunities
The Host Organization may retain the revenues of the following:
1. Local sponsorships, as outlined below.
2. The sale of non-competing souvenirs, those that do not bear the NASCS logo, SSWS
emblem, or the World Series servicemark.
3. Program ad sales, NASCS reserves the right to include ads and editorial content.
4. Concessions.
5. Special event admission.
NASCS reserves the right to review and approve all local sponsors and sponsorship packages.
The following are items that may be sold as part of the Local Sponsorship packages:
1. Company name or logo on Tournament Letterhead and all other printed materials.
2. On-site display booth to promote company and/or product.
3. Inclusion in local media campaign.
4. Company representative may become a member of the Local Steering Committee.
5. Opportunity to include flyer or coupon in Player Registration Packets.
6. Opportunity to include item, sample or coupon in Player Goody Bags.
7. Display of banners on field sites.
8. Public address announcements during championship games.
9. Advertisement in Tournament Program.
10. Advertisement in NASCS's national quarterly magazine, "Line Drive".
1(041
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EXHIBIT C
Field Use Schedule K
FIELD DATES TIMES
DeMuth 5 9129-10/8 7 a.m. to 11 p.m
DeMuth 6 9/29-10/8 7 a.m.to 11 p.m.
DeMuth 7 9/29-10/8 7 a.m.to 11 p m
DeMuth 8 9/29-1018 7 a.m.to 11 p.m.
Big League Dreams,Yankee Stadium 9/29-10/8 7 a.m toll p.m.
Big League Dreams,Wrigley Field 9/29-10/8 7 a.m.to 11 p.m.
Big League Dreams, Fenway Park 9129-10/8 7 a.m.to 11 p.m.
Big League Dreams, Pawtucket Field 9129-1018 7 a.m.to 11 p m
Big League Dreams, Desmoine 9/29-10/8 7 a.m. to 11 p m
Palm Desert Civic Center 1 9/29- 1018 8 a.m.to 9 p m
Palm Desert Civic Center 2 9/29-10/8 8 a.m.to 9 p.m.
Palm Desert Civic Center 3 9/29-10/8 8 a.m.to 9 p.m.
Palm Desert Civic Center 4 9/29-10/8 8 a.m.to 9 p.m
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EXHIBIT C (con't)
Description of Fields & Facilities
Please attach photographs of the proposed field sites
FIELD 8 1 2 3 4 5 6 7 8 9 10 11 12 13 14
Distance to:
LEFT 300' 290' 300' 285' 300' 300' 300' 300' 300' 275' 258' 280' 280'
CENTER 300' 290' 300' 285' 300' 300' 300' 300' 300' 300' 300' 280' 280'
RIGHT 300' 290' 300' 285' 300' 300' 300' 300' 300' 260' 2&' 280' 280'
Lights Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Scoreboards No No Yes Yes Yes Yes Yes Yes Yes No No No No
Covered
Dugouts No No No No Yes Yes Yes Yes Yes No No No No
Double lst
Base Bags Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Strike Zone
Mats Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
end Home
Plate Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Pitcher Mound No No No No No No No No No No No No No
Stands/Seating Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Restrooms Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Phones Yes Yes No No Yes Yes Yes Yes Yes Yes Yes Yes Yes
Concessions No No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Parking Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
P A System No No No No No No No No No No No No No
Canopy No No No No No No No No No No No No No
Curfew No No No No No No No No No Yes Yes Yes Yes
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I It #IZ
EXHIBIT D
Criteria for Fields & Facilities
FIELDS
1. The fields and maintenance must be provided at no cost to NASCS.
2. The SSWS will need 14 - 16 fields for the duration on the tournament. The fields should be
located close to each other but do not need to be in the same complex--at times it has been
necessary to use as many as 4 different complexes.
3. NASCS prefers to have the use of all fields at all times during the tournament; therefore,
NASCS must know in advance if there are any time or use restrictions.
4. Safe fences on all fields. Prefer 300' fences, can be flexible on some fields.
5. No pitching mounds.
6. Lights for night games.
7. Scoreboards for all fields.
8. Iced beverage on all player benches.
9. Covered dugouts.
10. Practice Fields, 2 - 3 fields available on registration days from 10:OOam - 6:OOpm.
FACILITIES
1. On-site staffed medical area.
2. Stands for spectators.
3. Adequate number of clean, stocked restrooms, maintained throughout the tournament.
4. On-site telephones.
5. On-site storage facilities.
6. PA systems.
7. Concessions with reasonable prices.
8. Adequate free parking for participants.
9. Canopies, tables & chairs for medical, umpires & souvenir sales.
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EXHIBIT E
Personnel
Attach summary of how all personnel needs will be met.
Please include summary of local umpire association and normal fee per game per umpire.
Need 2 umpires per game, 3 for each championship game.
Include summary of how scorekeepers will be obtained and per game fee.
B. Medical Personnel Off-duty paramedics and nurses from local hospitals, plus local
fire department. Host Organization will cover any cost associated
with medical personnel. Medical personnel will be at each site
throughout the day for the duration of the tournament.
C. Maintenance Personnel - Host Organization will have a crew of workers at each site for
field prep throughout the day for the duration of the tournament.
D. Administrative Personnel - Host Organization will work with local senior center and local
senior softball league to obtain volunteers to help with
registration.
E. Umpires - Will use local umpire association that currently handles City
leagues, plus other associations in Southern California as we did
in 1995. $19.50/game/umpire.
F. Scorekeepers - Current scorekeepers working City leagues and tournaments.
Will need additional scorekeepers. Host Organization will work
with local senior center to obtain additional help. $7/game/
scorekeeper.
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EXHIBIT F 14 A It(
Hotels
Attach:
1. Proposals and information from area hotels.
2. Proposals from potential Headquarter Hotels.
Enclosed is a visitors guide that the City's contractual tourism personnel developed.
A sales lead will be sent out by the contractual tourism personnel to locate a headquarters hotel.To be completed by
July 1.
Will follow with a sales lead for auxiliary hotels.To be completed by September 1.
Information will be forwarded to Executive Director for review.
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Exhibit F (con't)
SAMPLE
SENIOR SOFTBALL WORLD SERIES
1204 West 46th Street
Richmond VA 23225
804-231-4254 804-232-4539 (fax)
HOTEL ROOM BLOCK AGREEMENT
Hotel: Contact:
Address:
Phone: Fax:
ARRIVAL DATE: DEPART. DATE:
ROOM & RATE INFORMATION
ROOM TYPE NUMBER SINGLE DOUBLE TRIPLE QUAD
IN BLOCK RATE RATE RATE RATE
Double/Double
Queen
Kin
King w/sofa bed
Suite
TOTAL
ADDITIONAL REQUIREMENTS:
*Hotel will pay NASCS a 10% per room per night rebate within 30 days of conclusion of event.
*Hotel will provide one (1) complimentary room or suite for duration of tournament.
RESERVATIONS: Housing Bureau Direct
Reservations will be guaranteed with major credit card or 1 st night deposit.
Cutoff Date:
Check In Time: Check Out Time:
BILLING:
Individuals are responsible for all room, tax, and incidental charges.
Local Hotel tax rate is %.
I have read the above, completed the information and agree to the above terms:
Clay Caperton SSWS Executive Director Date �A
Hotel Representative Title Date
42
EXHIBIT G I` r`
Printed Materials
Attach description of how emblem and information for packets will be completed.
Local graphic artist will design emblem to show a flair of the desert incorporated into a softball design.
43
EXHIBIT H
Public Relations & Media
Attach outline of a plan for the media campaign.
Will work with City's public information officer to promote event.
44
EXHIBIT I
1 �
Special Events
Attach ideas or proposals for special events, if appropriate.
Barbecue
Pre-Tournament Golf Tournament
VillageFest
Concerts in the Park
Dance at Air Museum
Welcome Party
45
EXHIBIT J
Operating Expenses
Host Area Responsibilities:
1. Adequate number of Championship quality softball fields.
2. Field Safety and Maintenance, including but not limited to, lights, fencing, scoreboards,
dragging, lining, watering, use of drying agents, refilling coolers and cup on benches,
maintenance of restrooms.
3. All field equipment, including but not limited to, Double 1" Base Bags, Strike Zone Mats, 2nd
Scoring Plates, Dugout covers, bleachers, scorebooks and line-up cards.
4. *Coolers, Iced Beverages and Cups on all benches during play.
5. **Medical personnel at all sites during all hours of play or other scheduled activities.
6. Operation and staffing of concession stands at field sites. Host Area retains all sales receipts.
7. *Design and production on Tournament Emblem.
8. Design and production of Tournament Map listing field sites and hotels (5,000).
9. Printing of tournament program. Host Area retains all profits from ad sales.
10. *Goody Bags for player registration (2,500).
11. **Personnel needs as outlined in contract.
12. Any costs involved in obtaining adequate number of umpires and/or scorekeepers.
13. Site Security.
14. Any Special Events. Host Area may charge fee for Special Events with approval from NASCS.
*Items that are often donated.
**Needs are often filled by volunteers or interns.
Host Area is NOT Responsible for any of the following:
1. Game fees for umpires and scorekeepers.
2. Trophies, awards, MVP awards and Championship Rings.
3. Softballs.
4. SSWS Staff travel and lodging.
5. Site Supervisor travel, lodging and fees.
6. Printing rulebooks, schedules or posters.
7. Postage and shipping.
8. Tournament Office and Supplies.
9. Bracket Boards.
1
I41
46
G�,
EXHIBIT K 20
'
Host Organization's Experience:
1992 A.S.A. Boys 14& Up and 12& Up Fastpitch Nationals
1992 A.S.A. Men's"D"State
1994 A.S.A. Men's Major Fastpitch Nationals
1995 Senior Softball World Series
1996 A.S.A. Men's Seniors 60+, 65+ and 70+ Slowpitch Nationals
1997 A.S.A. Men's Seniors 50+ Nationals
1998 Senior Softball World Series
47
EXHIBIT L
1. In the section "Governing Law,"change Michigan to California.
2. In the section"Fields`&Facilities),Item B,there will be an admission charge at Big League Dreams Sports Park,
but attendees can redeem their tokens at the concession stand for refreshments/food.
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48
MINUTE ORDER
APPROVING THE RECREATION DIVISION SUBMITTING A BID TO
HOST THE 2000 SENIOR SOFTBALL WORLD SERIES FROM
SEPTEMBER 29 THROUGH OCTOBER 8.
I HEREBY CERTIFY that this Minute Order, approving the Recreation Division submitting a bid to
host the 2000 Senior Softball World Series from September 29 through October 8, was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof held on the 7th day of
July, 1999.
BY: PATRICIA A. SANDERS
Acting City Clerk
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