RFP #23-03 Recreation Instruction Classes & Camps

The intent of this Request for Proposal (RFP) is to obtain proposals from offerors who can provide programs for classes and camps (summer, spring break, winter break), sponsored by the Town of Herndon Parks and Recreation Department (HPRD). HPRD is interested in attracting offerors willing to provide high quality instruction, personnel, and equipment (using Town of Herndon facilities) at/or below market price to provide a wide variety of affordable programs to residents. To ensure offering high quality, innovative programs, the Town will accept proposals throughout the entire period of the Contract.

PROPOSAL SHALL BE ELECTRONICALLY SUBMITTED ONLY TO Recreation.proposal@herndon-va.gov . Please see the attached Terms and Conditions for further information.

Project Details

• Department: Community Center
• Department Head: Bob Williams (Director of Herndon Community Center)

Important Dates

• Questions Due: 2027-07-01T17:00:00.000Z

Addenda

• Addendum #1 (released 2025-01-16T17:52:28.439Z) —

  Addendum #1

• Addendum #2 (released 2025-01-16T17:54:59.270Z) —

  Addendum #2

Evaluation Criteria

• Skill and Experience of Project Team (20 pts) —
  1. Describe the experience and demonstrate the qualifications of the entire project team, including any subcontractors that the Offeror proposes to use.
  2. The written narrative statement shall clearly identify the Project Manager as well as other members of the project team.
  3. The Offeror shall provide the names, qualifications, degrees, certifications, experience, and licenses of the employees, consultants, and sub-consultants to be assigned to the project.
• Similar Services and Related Experiences (20 pts) —
  1. The Offeror shall provide a listing of at least three (3) references for whom similar services have been performed.
  2. The Offeror shall include a narrative of the services provided as well as the name of the client for whom the work was performed.
  3. The Offeror shall describe the firm's experience with providing similar services along with timelines and the firm's experience in providing similar services to the public sector, as applicable.
  4. The Offeror shall provide work samples (e.g., graphic designs, logos, etc.) for the references.
  5. While experience with other localities is not required, if the Offeror has previous experience with other local governments, please submit at least one such example.
• Project Approach/Methodology and Ability to Meet/Exceed Requirements (25 pts) —
  1. The Offeror shall provide a narrative describing the approach/methodology proposed in providing the services.
• Project Schedule (10 pts) —
  1. The Offeror shall provide the approximate date the Offeror is available to begin work and the proposed timeline to complete the project, noting any specific milestones; this may be shown by graphic timeframe in weeks.
• Cost of Services (25 pts) —
  1. Offerors shall submit a detailed breakdown of proposed pricing for all applicable services.
• Presentation/Preparedness (50 pts) —

  Was the firm prepared for their presentation? Was the presentation clear, informative, and thorough?

  Did the presentation indicate a thorough understanding of the project? Is the appropriate emphasis placed on the various work task(s)?

  Was the presentation more specific to the Town's project or a "generic" presentation?

  Did the firm develop a workable approach to the project?

  Is the time frame proposed acceptable?

• Project Team (25 pts) —

  Did the project team participate in the presentation?

  How effectively did they communicate ideas and respond to questions?

  Did the project manager participate in the presentation?

  How effectively did he/she communicate ideas and respond to questions?

  Was there participation from any subcontracted firms?

  What was the impact of their participation?

• Questions (25 pts) —

  Did they answer questions satisfactory?

  Were questions answered directly or evasively?

  Were answers to questions clear and concise or scrambled and verbose?

Submission Requirements

• Do you have a Town of Herndon business license? (required)
• Please submit a copy of your business license. (required)
• Do you have an office in the Town of Herndon or Virginia? (required)
• Date business began/will begin work in the Town of Herndon: (required)
• Provide a description of the business activity that will take place in the Town of Herndon: (required)
• Proposal (required) —

  DO NOT INCLUDE PRICING IN THIS SECTION

  Offerors must submit a complete response to this RFP.  Offerors shall submit written proposals that present the Offeror’s qualifications and understanding of the work to be performed. The Offeror’s proposal should be prepared simply and economically, providing a straightforward and concise description of the capabilities to satisfy the requirements of the RFP. The Offeror should provide all the information that it considers pertinent to its qualifications for the project and which responds to the scope of services and criteria listed herein. Emphasis should be placed on completeness and clarity of content. To assist in the evaluation process, Offerors shall consider, font size to be no smaller than 10, and each section shall be properly identified by the titles provided below.

  The written narrative statement shall include the following:

  Executive Summary:

  1. Summarize overall capabilities and approaches for accomplishing the services specific herein. The Offeror shall provide a narrative demonstrating their full understanding of the project, scope, and tasks required to successfully complete the services.

  Skills and Experience of Project Team:

  1. Describe the experience and demonstrate the qualifications of the entire project team, including any subcontractors that the Offeror proposes to use.
  2. The written narrative statement shall clearly identify the Project Manager as well as other members of the project team.
  3. The Offeror shall provide the names, qualifications, degrees, certifications, experience, and licenses of the employees, consultants, and sub-consultants to be assigned to the project.

  Similar Services and Related Experience:

  1. The Offeror shall provide a listing of at least three (3) references for whom similar services have been performed.
  2. The Offeror shall include a narrative of the services provided as well as the name of the client for whom the work was performed.
  3. The Offeror shall describe the firm's experience with providing similar services along with timelines and the firm's experience in providing similar services to the public sector, as applicable.
  4. The Offeror shall provide work samples (e.g., graphic designs, logos, etc.) for the references.
  5. While experience with other localities is not required, if the Offeror has previous experience with other local governments, please submit at least one such example.

  Project Approach/Methodology and Ability to Meet/Exceed Requirements:

  1. The Offeror shall provide a narrative describing the approach/methodology proposed in providing the services.

  Project Schedule: 

  1. The Offeror shall provide the approximate date the Offeror is available to begin work and the proposed timeline to complete the project, noting any specific milestones; this may be shown by graphic timeframe in weeks.
• Will you be using the Electronic Pricing Table? (required)
• Is Business License required? (required)