Request for Proposal - Golf Scramble

12/14/2017
 
Subject: Request for Proposal
 
Proposal Due Date: 4 p.m. January 31, 2018 (no late bids will be considered)
 
Event: Marion Chamber of Commerce Annual Golf Scramble
Date: September 27, 2018
 
Send proposal to: 
Marion Chamber of Commerce                                
P. O. Box 307
Marion, Il 62959
Attn: Dalus Ben Avi, Executive Director
E-mail: director@marionillinois.com
Phone: 618-997-6311
 
The Marion Chamber of Commerce respectfully requests that you submit a proposal and bid to do the below listed job/service.
 
Please know the Chamber reserves the right not to award the job to the low bidder (cost is just one factor being considered). Generally, the Chamber will award the “contract” to the bidder that provides the most value for the products and/or services requested under the RFP. The evaluation criteria used by the Chamber may include, but not be limited to price, quality of product and/or service, past service, etc.). Everyone is welcome to submit a proposal. However, only members of the Marion Chamber of Commerce will be chosen as the host of the event.
 
The bid will be awarded in February 2018. The Marion Chamber of Commerce reserves the right to decline any and all proposals or donations.
 
Proposal to include:

• The ability to have a morning flight (around 7 a.m. start) and an afternoon flight (around a 1 p.m. start).
• Green fee, carts, and range balls for a total of maximum 36 teams (4 players per team).
• Driving range available for event use. Opportunity for sponsor to place signage at driving range.
• Practice putting green available for event use. Opportunity for sponsor to place signage at putting green.
• Course, practice putting green and range closed to all except those in the Marion Chamber Golf Scramble.
• Company hole sponsors’ signs to be placed and retrieved at holes/on course/tees (placement chosen by Marion Chamber of Commerce) by host.
• Live Hole sponsor can offer food, drinks (alcoholic and nonalcoholic) throughout the entire event and cannot be limited by the host. While Live Hole sponsors offering alcohol will be encouraged to purchase their own dram shop coverage, the Marion Chamber will purchase a one-day special event policy that will list the host as the additional insured for hosting the event and list all vendors offering alcohol at their Live Hole sponsor area during the Golf Scramble.
• Sponsorship and event signs are to be placed on carts by the host as assigned by the Marion Chamber of Commerce.
• Ability to bring outside food (can include breakfast, lunch and dinner for event attendees) and drinks to the venue and all products are to stay in the possession of the Marion Chamber of Commerce.
• The ability of the host to circulate two beverage carts throughout the event that can sell drinks and snacks to participants. The two beverage carts must be in circulation throughout the event and must have the ability to display sponsors’ signage on them (signs placed by the host, assigned by the Marion Chamber of Commerce).
• The ability to have an outside company cook and serve lunch and/or dinner to attendees on a grill/smoker/etc. Please include specifics on what could be served and where participants can eat.
• The ability of Live Hole sponsors to arrive at least one hour before the start of the event to set up their Live Hole sponsorship areas. Live Hole sponsors will provide their own tables, chairs, tents, etc.
• The ability to provide carts (along with signage for each cart that the host will place as assigned by the Marion Chamber of Commerce) for 19 Live Hole sponsors (1 cart each), 2 carts for each 4-person team and 5 carts for the Marion Chamber of Commerce (1 for photography, 1 “Committee Cart,” 2 carts for the Chamber Oasis sponsors, 1 cart for the Committee Chair).
• 4 8’ tables for the registration area with 2 chairs per table, set up by the host and assigned by the Marion Chamber of Commerce.
• 1 8’ table and 2 chairs for the Corporate Sponsor or equivalent, set up by the host and assigned by the Marion Chamber of Commerce. 
• 1 8’ table and 2 chairs for the Million Dollar Hole-in-One registration/sponsor, set up by the host and assigned by the Marion Chamber of Commerce.
• The ability of the host to have coolers at Hole #5, Hole #14 and near the Clubhouse and the host to keep the coolers filled with ice. The Chamber will keep the coolers stocked with donated/purchased drinks throughout the event.
• The ability of the host to initially set up the coolers, ice and drinks at Hole #5, #14 and near the Clubhouse. The Chamber will drop off drinks at the host site at least 1 day before the event so the host may properly cool the drinks and place them in their designated spots.
• The ability to provide 2 8’ tables and 4 chairs for the Chamber Oasis, set up by the host and assigned by the Chamber, and the ability to provide 3 coolers for this Chamber Oasis (1 for ice, 1 for the John Daly drink, and 1 for the Arnold Palmer drink). These three coolers must be refilled throughout the event by the host. The volunteers at the Chamber Oasis will notify the host when the coolers need refilled.
• The Chamber Oasis sponsors get two carts that must have three coolers on each cart (1 for ice, 1 for the John Daly drink, and 1 for the Arnold Palmer drink). These six coolers must be refilled throughout the event by the host. The volunteers on the Chamber Oasis carts will notify the host when the coolers need refilled.
• The ability to distribute fliers, brochures, etc. about the Golf Scramble at your host site prior to the event.
• The ability to provide a PGA-certified Golf Professional for the Million Dollar Hole-in-One shot. The PGA-certified Golf Professional will need to ensure the yardage is what it needs to be to be correct with the insurance policy.
• The ability to provide a PGA-certified Golf Professional to set up the other Hole-in-One contests, ensure that all insurance policy requirements are met and that the Chamber is kept up-to-date on the prize hole settings.
• The ability of the host to properly place markers for all contest holes as assigned by the Chamber. The host will provide all markers, signs and writing instruments for the markers for the contest holes (i.e. longest putt).
• The ability of the host to provide score cards to all participants and do all scoring for the event. The Chamber will provide the teams and names of golfers and their handicaps to the host as they are received to ensure that the host is able to have the score cards ready when the event begins.
• The ability of the host to assign carts and place score cards on the carts for all participants in a timely manner.
• The ability of the host to provide a golf professional to go over all rules (including a two-putt rule) with all participants prior to the start of the event and to have the golf professional go through the course throughout the event to encourage fast, rule-abiding play.
• The ability to provide rain checks for all participants in the event of inclement weather.
• The ability to provide opportunities for sponsors to display company banners throughout the event.
• Room/area to hold award reception with, at a minimum, a podium, microphone, speakers, seating for 150 people and 2 8’ tables.
• Proposal should be presented on a per guest basis, including all taxes, gratuity, set-up charges and any other fees.
• Please indicate ideas for gifts for each player, i.e. shirts, towels, etc. that could be purchased from your facility, along with the cost per item.
• Please state the guarantee arrangements including the advance notice required of an attendance estimate and guarantee requirements when the Chamber may be required to pay for noâshows.
• Be or become a member in good standing of the Marion Chamber of Commerce.

 
 
Sincerely,
 
Marion Chamber of Commerce Golf Scramble Committee