US Youth Soccer National Headquarters Relocation Initiative 1

December 15, 2003

US Youth Soccer is pleased to provide this unique opportunity to host and house the world’s largest youth sports organization in your community. US Youth Soccer has over 3.2 million members nationwide and many, many dedicated and passionate volunteers.

US Youth Soccer seeks a community that could provide a place for its National Office to call home and possibly be in direct or close proximity to a training and competition site. US Youth Soccer’s mission is to develop kids of all ages through the sport and through a variety of programs. The organization does everything within its power to reduce general and administrative costs so that programming receives a lion’s share of the resources.

In seeking a community for the National Office there are several general areas of desire:

  • Property and/or office space provided or at preferred rates
  • Reduction in operating costs and overhead
  • The employment of technology to create efficiencies
  • The redefining of cultural norms for the organization
  • Moving closer to business partners
  • Overall higher quality of life to attract and retain talent

US Youth Soccer is a major youth sports organization that could bring visibility, prestige, and attractiveness to your community. Our members are already a vibrant part of the social fabric in your city and the US Youth Soccer National Office could further strengthen your ties to our sport and to those residents that already derive the many benefits of participation.

We look forward to receiving and reviewing your application.

Regards,

David Messersmith

President

US Youth Soccer

Relocation Initiative

Table of Contents

Section
/ Page
General information about US Youth Soccer / 5
Primary objective of US Youth Soccer’s relocation initiative / 6
Instructions for submitting bid application & critical information related to US Youth Soccer’s relocation initiative / 7
Timetable for selection of relocation community / 10
Bid application form / 11
Bid applicant questions related to
1. Composition and experience of bidding entity / 12
2. Background information on prospective relocation community / 12
3. Information on prospective relocation community’s commitment
to soccer / 12
4. Information on available real estate options for US Youth Soccer
headquarters site / 13
  1. Information on staff relocation assistance, local labor market,
and quality of life / 14
6. Information on relocation community’s financial bid package / 14
Conclusion and summary / 16

US Youth Soccer

Request for Proposals

The United States Youth Soccer Association (US Youth Soccer) is seeking to identify and select a community to serve as the home for its national headquarters beginning May 1st of2005. This document shall serve as the official Request For Proposal (RFP) for this initiative. This RFP is comprised of the following components:

  • General information about US Youth Soccer
  • Primary objectives of US Youth Soccer’s relocation initiative
  • Instructions for submitting bid application & critical information related to US Youth Soccer’s relocation initiative
  • Timetable for selection of relocation community
  • Key contacts
  • Bid application form and questions

* Letter of Interest by Friday, January 30, 2004 (not required, but appreciated)

**Proposals are due by 12:00 pm CST Friday, February 27, 2004

General information about US Youth Soccer

US YOUTH SOCCER
The Game for All Kids!®

US Youth Soccer is a non-profit and educational organization whose mission is not only to foster physical, mental and emotional growth, but also to make soccer fun and instill a lifelong passion for the sport. US Youth Soccer’s registration figures have swelled from just over 100,000 at its inception in 1974 to its current level of over 3.2 million registered players between the ages of five and 19. Thanks to a nationwide volunteer base of 500,000 which includes 250,000 dedicated coaches, US Youth Soccer is widely recognized as a leader in youth sports organizations.

MISSION STATEMENT

It is the mission of the United States Youth Soccer Association to foster the physical, mental and emotional growth and development of America’s youth through the sport of soccer at all levels of age and competition.

STRUCTURE

US Youth Soccer is divided into four regions: Region I (East), Region II (MidWest), Region III (South) and Region IV (Far West). Within the regions are state associations. Each state has one association with 55 member associations.

A national Board of Directors and office staff oversee day-to-day operations. The Board is comprised of nine elected volunteers from all over the United States. The 17 employees that make up the National Office administer the programs and help develop the game of soccer at the national level.

FINANCES

US Youth Soccer’s annual operating budget exceeds $7.5 million dollars with approximately 75% of the revenue coming from corporate partners and programs with the remaining 25% from membership dues.

Primary objectives of US Youth Soccer’s relocation initiative

US Youth Soccer is attempting to achieve the following by undertaking this relocation initiative:

  • US Youth Soccer provides its programs with a majority of the resources generated by the organization through sponsorship and member fees. To maintain and continue to meet ever rising program expenses, an essential part of the bid package should include incentives to the organization regarding property and/or office space being provided or at preferred rates.
  • Reduction in operating costs and overhead are an essential element in the process and US Youth Soccer will highly value communities that can demonstrably show, through a variety of means, the ability to provide the foundation for cost efficient operations.
  • The employment of technology to create efficiencies for the organization will play a role in the selection process. The US Youth Soccer National Office must communicate with a vast nationwide membership. Through a variety of means this communication occurs, but mostly through telephone and computer networks.
  • The redefining of cultural norms for the organization is part of the process to seek a new start. The organization has reached its 30 year anniversary and relocating the National Office to a new location could provide a new perspective and view about the methods and means by which it meets its goals and objectives.
  • To increase the overall quality of life for current employees and to attract and retain talent.

Instructions for submitting bid application & critical information related to US Youth Soccer’s relocation initiative

Letter of Interest:Friday, January 30, 2004 (not required)

Proposals are Due:Friday, February 27, 2004 12:00 PM CST

Submit:Please provide eleven (11) original proposals

Address To:Jim Cosgrove, Executive Director

US Youth Soccer

1717 Firman Drive, Suite 900

Richardson, TX 75081

Label Packages:National Office Relocation Proposal

Telephone / Fax:(972) 235-4499 / (972) 235-4480

Proposals received after the date and/or time deadline set for receipt of proposals will not be accepted and will be returned. It shall be the proposer’s responsibility to ensure timely receipt of the proposal. Email and fax proposals will not be permitted. Any proposal received as a result of the RFP shall be binding on the proposer for one-hundred and eighty (180) days from February 27, 2004. Any proposal submitted for a shorter period of time may be rejected.

Any proprietary information deemed to be proprietary and/or confidential by the proposer should be clearly labeled as Proprietary/Confidential Information and should be placed in a separate section of the proposal so that it is readily identifiable and can be removed in the event that the proposal is made available to the membership.

Proposal Format:

  1. Name of community submitting the response including contact name, title, address, email, and telephone and fax numbers.
  2. An outline of this project and the communities experience in developing this type of relationship.
  3. Evidence of financial strength and capacity to secure capital and commitments sufficient to support the project.
  4. Demonstrated familiarity with the needs of a not-for-profit youth sports organization seeking to further its mission.
  5. A list of other projects undertaken by the community and your role(s).
  6. Demonstrated knowledge of the national youth soccer market and the National Offices impact on its operation.

Selection Process and Evaluation Criteria

General Information:

It is the intention of US Youth Soccer to reach an agreement with a community who would undertake the responsibility for the various aspects of the US Youth Soccer National Office Relocation Strategy. The objective of this RFP is to establish the level of community interest in the project. We acknowledge the time and resources associated with formulating a response to a formal RFP. These proposals will be evaluated and ranked, with the top candidate entering into formal negotiations with the US Youth Soccer Board of Directors.

Process:

The process through which a community is selected is anticipated to include the following sequence of events:

  1. Request for Proposal- Responses to this solicitation will be reviewed and the top three respondents will be ranked.
  2. Presentations- The top three respondents may be asked to make a formal presentation on their proposals to the US Youth Soccer Board of Directors in an oral interview process.
  3. Site Visits- the US Youth Soccer Board of Directors may determine that site inspections of each of the three finalists are required. Site inspections will be done only at the total expense of the proposing community. The expenses shall include all transportation, accommodations, meals and incidentals. It is anticipated that the Relocation Committee of the Board will consist of three to five members.
  4. Ranking- Finalists will be ranked using the criteria described in this document and negotiations will be initiated with the top-ranking community. The other top communities selected will be held in reserve in the event that an agreement cannot be executed with the community of first choice.
  5. Memorandum of Understanding (MOU) - A MOU will be executed between the community and US Youth Soccer to govern the period of designation.
  6. Relocation Agreements- At the end of the designation period, a binding agreement will be negotiated between the community and US Youth Soccer. This agreement will include all developmental and financial agreements, approvals, considerations, and other necessary project components.

Evaluation Criteria:

The criteria that will be used in selecting the final community after reviewing the responses to the RFP process will include the following, but not necessarily in this order or importance:

  • The respondents’ written statement of interest and the support that will be provided in the overall development of this project.
  • The financial capability and commitment of the community.
  • The respondents’ experience and competence in implementing successful projects of similar nature and scope.
  • The extent to which current or proposed facilities could be developed to meet the needs of US Youth Soccer.
  • The relocation incentives provided and the length of time for which they exist.
  • The timeline in developing necessary building and/or office space and accompanying facilities.
  • The demonstrated support of the soccer and business communities.
  • The demonstrated support of the local governmental and economic development communities.

US Youth Soccer reserves the right to request additional information or clarify submitted information, to alter the procedures for selection, or to reject any and all proposals, and to waive any informalities or irregularities in the process.

Additional Information:

Please direct all inquiries regarding this project, in writing (email or fax) to:

Jim Cosgrove

Executive Director

US Youth Soccer

1717 Firman Drive, Suite 900

Richardson, TX 75081

Phone: (972) 235-4499

Fax:(972) 235-4480

If any respondent discovers any ambiguities, conflict, discrepancy, omission or other error in the RFP, it shall immediately notify US Youth Soccer of such an error in writing and request modification or clarification of the document. The respondent is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP or it shall be deemed waived.

Timetable for selection of relocation community

The timeline for this initiative is as follows:

  • December 15, 2003: Delivery of RFP packages to US Youth Soccer membership and communities expressing an interest in bidding.
  • Letter of Interest by Friday, January 30, 2004 (not required, but appreciated)
  • Friday, February 27, 2004 12:00 PM CST: Deadline for prospective bidders to submit official proposals to US Youth Soccer.
  • Bids will be initially reviewed by the US Youth Soccer Relocation Committee as they are received.
  • March 15, 2004: Three finalists selected.
  • April 1, 2004: US Youth Soccer to initiate site evaluation visit plans for three finalist communities.
  • April 15, 2004: All site evaluations and final bid adjustments submitted to US Youth Soccer.
  • May 2004: Final presentations by bidding communities to US Youth Soccer Board of Directors, if requested and bid awarded.
  • July 1, 2004: Relocation agreement signed between US Youth Soccer and relocation community.
  • July 1, 2004: Relocation planning commences.

US Youth Soccer reserves the right to modify or adjust this timetable for any reason and at any time, to alter the procedures for selection, or to reject any and all proposals, and to waive any informalities or irregularities in the process.

Bid application form

The purpose of the bid application form is to provide contact information to the bid evaluation team in a simple and concise format should communication be necessary. The form could be constructed as follows:

This form should be submitted as the cover sheet with the applicant’s bid proposal by February 27, 2004 to:

Jim Cosgrove

Executive Director

US Youth Soccer

1717 Firman Drive, Suite 900

Richardson, TX 75081

  1. Name and address of organization submitting proposal:





  1. Contact information for primary person(s) leading bid effort:








Bid applicant questions

This section constitutes the bulk of the bid handbook and should contain responses relative to the bidding organization, the community it represents, and the bid package it has to offer. The intent is to address the areas of importance and to give US Youth Soccer and the Relocation Committee a clear and comprehensive picture of the bidding community’s desire and ability to serve as the future and permanent home of US Youth Soccer’s national headquarters. Please address the following questions as fully and completely as possible:

  1. What is the composition and experience of bidding entity and the surrounding community?
  1. Please provide the following background information on prospective relocation community:
  1. Community’s location, population, square mileage, city government, public safety, proximate major metropolitan areas, climate, and demographics.
  2. Accessibility to city by air and auto.
  3. Number of daily flights
  4. On-time arrival and departure information
  5. Availability of direct international flights
  6. Average closures and length of time of closure annually
  7. Weather hazards
  8. List of local colleges and universities.
  9. Dominant industry and presence of Fortune 500 companies within community or surrounding areas; list of major US Youth Soccer sponsors with headquarters or offices in region.
  10. Experience and infrastructure (e.g., hotel accommodations, convention center space, etc.) to support the hosting of major meetings, conventions, and events.
  11. A list of local major and professional sport teams and local amateur sport development agencies.
  12. Letters of endorsement from state and local government, local colleges and universities, key business leadership, key members of local soccer community (including state youth soccer association).
  13. Special features or amenities within community.
  1. Please provide information on prospective relocation community’s commitment to soccer:
  1. Number of state youth soccer association member teams and players; list of achievements at regional and national levels.
  2. List of local men’s and women’s college teams, history of achievement, and commitment to youth soccer.
  3. Presence of men’s and women’s professional/amateur teams, history of achievement, and commitment to youth soccer.
  4. List of soccer-related meetings, conventions, and events hosted by community to date.
  5. List of soccer-related meetings, conventions, and events scheduled to be hosted.
  6. Evidence of outreach initiatives that have been used to grow sport of soccer within community and benefit disparate groups.
  7. Special features or amenities within community that are an outgrowth of soccer’s presence there.

4. Information on available real estate options for US Youth Soccer headquarters site

  1. US Youth Soccer prefers a newly constructed or renovated headquarters facility with at least ten (10) adjacent fields accessible year round for training and/or competition.
  2. Please provide commentary on any lease or ownership arrangements.
  1. Include land ownership.
  2. Projected appreciation
  3. Lease to own options
  4. Re-sale value projections
  5. Asset values
  1. The minimal office space requirement is 8,000 square feet with an additional 3,000 square feet of HVAC warehouse space, preferably with loading dock.
  2. Access to HVAC, water, telephone, and high speed Internet accessible phone lines. High speed Internet accesses must be T1.
  3. Minimum of 35 parking spaces with access to protective cover.
  4. Must be within easy reach of all necessary services, medical, dental, hospitals, restaurants, banking centers, etc.
  5. Accessible to major business centers and within a 30-minute drive to an international airport.
  6. Must be able to provide at a reduced rate Internet access via a T1 line.
  1. Minimum of ten (10) lighted fields of natural or FIFA approved artificial surfaces with stadium seating for 5,000 with restricted access. Fields must be accessible and playable on a year round basis.
  2. If US Youth Soccer determines to provide a permanent site for it’s’ events, respondent must have financial resources to support subsidies and stipends for participants to equalize costs of participation from various locations nationwide.

Furthermore, please address the following:

  1. Identify potential site options (provide photographs or renderings if possible).
  2. Describe benefits and advantages of options presented.
  3. Disclose special amenities or incentives that will be offered that may increase the appeal of options presented.
  1. Please provide information on staff relocation assistance, local labor market, and

the quality of life in your community

US Youth Soccer highly values the contribution and knowledge assets of its staff and

expects to relocate as many as possible. Please provide through the following questions any

incentives and support your community would provide for staff relocation assistance. Additionally, please explain and detail your communities’ ability and desire to fulfill these expectations:

  1. Please provide an accurate picture about the local housing market. Information should include new home starts, existing homes and average time on the market, apartments, condominiums, affordability, commute time, etc.
  2. Please provide cost of living information relative to Garland, Plano, Richardson and Rowlett, Texas and other comparably sized communities.
  3. Outline and summarize historical crime rate relative to Garland, Plano, Richardson and Rowlett, Texas and other comparably sized communities; provide information on resources dedicated to and manner of policing and public safety.
  4. Any financial incentives for employee relocation including, but not limited to, home sales assistance, tax assistance, duplicate housing costs and cost of living adjustments.
  5. Details on local public school systems that include information on, average number of pupils per teacher, average expenditure per pupil, average SAT score, awards and recognition, etc. and how it compares with schools in to Garland, Plano, Richardson and Rowlett, Texas.
  6. Information on local colleges and universities as well as awards and recognition they have received.
  7. A thorough description of cultural and ethnic diversity within the community that illustrates the population mix, the arts, special events programming, and corporate outreach; please provide supporting statistics.
  8. Cultural and recreation opportunities within community.
  9. Career opportunities for accompanying individuals, most with college degrees and

several with higher degrees and qualifications.