TO: Mayor and Commissioners
FROM: Suzanne Fisher, DIrector Parks & Recreation
THROUGH: Donald B. Cooper, City Manager
DATE: June 7, 2016
Title
REQUEST FOR IN-KIND CONTRIBUTION & OUT-OF-POCKET EXPENSE FOR 2016 DAVIS CUP SEMI FINALS BID
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Recommended Action:
Recommendation
Motion to approve in-kind and out-of-pocket expense for the 2016 Davis Cup Semi Finals bid and to support the bid submission by the Palm Beach Sports Commission.
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Background:
Commission is requested to support a bid, through the provision of in-kind and out-of-pocket services, to the United States Tennis Association (USTA), to be the host site for the 2016 DAVIS Cup Semi Finals, if the United States advances to the Semi Finals. The bid will be submitted by the Palm Beach Sports Commission. If the Commission supports the submission of the bid, a letter of support is requested from the Mayor.
The Palm Beach Sports Commission is requesting the support of the City of Delray Beach, through in-kind services noted below, to bid for the 2016 Davis Cup Semi Finals, to be played September 16 - 18, 2016 at the Delray Beach Tennis Center.
The bid, developed by the Palm Beach Sports Commission, will address all items required by the USTA and will included a section “About the City” to help reviewers know more about our City.
In-Kind
The amount of requested in-kind services, based on venue and bid requirements, is $247,700. This estimated amount will include the following:
|
Tennis Center Rental |
10 days @ $15,000 a day |
$150,000 |
|
Parking Spaces (North City Hall) |
150 spaces for 10 days @ $18 per day |
$27,000 |
|
Community Center Rental |
10 days @ $2,070 a day |
$20,700 |
|
Flooring Rental (2 courts for tents |
10 days @ $2,500 per court |
$50,000 |
|
Total |
$247,700 |
Out-of-Pocket
The expected maximum out of pocket expense is no more than $140,600. These estimated expenses are based on 2016 ATP expenses and include:
|
City Staff Overtime (Police, Fire/EMS, PW) |
$90,000 |
|
Parking Attendants |
$3,600 |
|
Cleaning Crews |
$1,000 |
|
Rental of Barricades & Light Towers |
$4,000 |
|
Restroom Supplies & Trash Boxes |
$1,000 |
|
Private Security Contract |
$30,000 |
|
Sound System |
$11,000 |
|
Total |
$140,600 |
Palm Beach Sports Commission Grant Committee approved $50,000 to be used toward the financial commitment associated with the bid. The Palm Beach Sports Commission will pursue additional financial commitment funds from the CRA and other potential sponsors.
Palm Beach Sports Commission estimates the economic impact for this event, if awarded, to be $1,042,800.
City Attorney Review:
Approved as to form and legal sufficiency.
Timing of Request:
This item is time sensitive as the bid is due to the USTA by June 10, 2016. The Palm Beach Sports Commission is composing the bid document for submission.