HomeMy WebLinkAboutAdult Softball Tournament Contract- 2023-2024 - signedwww.fh.az.gov2408948.5
TOWN OF FOUNTAIN HILLS
PARTNERSHIP CONTRACT
Date: 2/21/2023 Description of Service: Adult Softball Tournament Partnership
It is agreed by and between the Town of Fountain Hills, Arizona, hereinafter referred to as “Town” and
United States Specialty Sports Association, Inc. ("USSSA"), an incorporated non-profit organization of the State of
Florida, hereinafter referred to as “Contractor,” that both parties will partner to provide the Fountain Hills
Community 1 – 2 Adult Softball Tournaments (40’s – 55’s) each year and split the revenue as outlined in the
contract below.
1.Contractor Obligations:
•The Contractor is held responsible by the Town for the operation of the tournament(s)
•Determine and present proposed tournament dates to Recreation Coordinator. (by July 1st for all Spring
tournaments and January 1st for all Fall tournaments)
•Collect all registrations for the tournament(s)
•Team Registration Fee: $425.00
•Accurately track all revenues and expenses and report them to the Town by no later than 5 business days
after each tournament. (The Town reserves the right to ask for vendor receipts for all expenses incurred)
•Notify the Town of all sponsorships secured for Town specific tournament(s) 30 days prior to
tournament(s)
•Provide all vendor information to the Recreation Coordinator 30 days prior to tournament(s)
•Provide insurance information to the Recreation Coordinator 30 days prior to the tournament(s)
•Provide an on-site supervisor to conduct check-in, collect rosters, enforce park rules, and manage the
tournament in all aspects regarding quality control and play
•Establish, enforce and ensure players know Tournament rules and regulations prior to play
•Provide USSSA approved umpires for all games
•Submit all waivers/rosters including team name and contact information to Recreation Coordinator
before/after tournament for recording purposes
•Promote the tournament with marketing material provided by the Town
•Purchase awards for all divisions for no more than $1200.00 total. The Town logo must be incorporated in
all screen printing
•Create and submit tournament schedule to Recreation Coordinator. The schedule is due by 6 pm at least 4
business days in advance of the tournament start date
•Address any issues that arise during the course of the tournament and remediate
•Tournament will be canceled if the minimum number of 8 teams is not met before the registration deadline
•Provide score sheets to umpires if necessary
Town Obligations:
•The Town shall reserve no less than 1 but no more than 2 weekends each calendar year at Golden Eagle
Park for USSSA Adult Softball Tournaments and assume all costs associated with a normal field rental
•Create marketing material for tournament including both the USSSA logo and the Town logo
•Fully prepare all fields for tournament play
•Provide on-site staff to touch up fields, handle trash, and clean restrooms
•Provide a concessionaire
•The Town is not able to restore fields for play in the event of inclement weather. Games will either need to
be delayed, canceled or rules will need to be adjusted to a one pitch count if weather permits
•The Contractor shall contact the Recreation Coordinator about inclement weather and/or poor field
conditions. The Town reserves the right to cancel play
•Provide additional parking along Golden Eagle Park Blvd. if necessary
•Depending on the number of teams, the maximum number of field preps will be two each day
www.fh.az.gov2408948.5
2.Term and hours of Services:
Beginning Date: July 1, 2023 Ending Date: June 30, 2024
Hours: As scheduled Days/Frequency: As scheduled
3.Tournament Size (minimum/maximum): 8/24
4.Facility or location where the Services will be provided: Golden Eagle Park, 15900 E. Golden Eagle Blvd. Fountain Hills,
Az.
5.Revenue Share:
•The Contractor shall retain 50% Net Tournament Revenue
•The Town shall receive payment from the contractor of 50% Net Tournament Revenue.
Payment to the Town shall be made upon completion of the Services*
*The Contractor must provide a detailed breakdown of all revenue and expenses for the tournament within
5 business days of tournament completion.
By executing this Contract, the person signing below agrees, on behalf of the Contractor, (i) he/she has read the Town’s
Standard Terms and Conditions, dated April 14, 2016, as set forth on the Town of Fountain Hills website
(www.fh.az.gov/po-terms), which are incorporated into and become a part of this Contract as if set forth fully herein ,
and (ii) he/she has the authority to bind the Contractor and by executing this Contract has entered into a binding
agreement that includes the Standard Terms and Conditions, dated April 14, 2016.
_____________________________________ ___________________________________________
Bob Fuller Steven Heinsma
USSSA Partner Representative Recreation Coordinator
_____________________________________
Kevin Snipes Rachael Goodwin
Department Director or Designee Town Manager or Designee
_____________________________________
Linda Mendenhall
Town Clerk
Steven Heinsma (Feb 22, 2024 10:01 MST)
Kevin Snipes (Feb 26, 2024 08:46 MST)Rachael Goodwin (Feb 26, 2024 11:31 MST)
Rachael Goodwin