Recreation Instruction Classes & Camps

The Town of Herndon issued a Request for Proposal (RFP) to secure qualified providers for Recreation Instruction Classes and Camps, including seasonal offerings such as summer, spring break, and winter break programs. The goal is to deliver a diverse range of affordable, high-quality classes and camps utilizing Town facilities, with providers responsible for supplying experienced instructors, appropriate equipment, and engaging curricula that promote physical, cognitive, and social development. Program delivery requires adherence to specified participant-to-instructor ratios, inclusion under the Americans with Disabilities Act, and priority registration and discounted pricing for Town residents. The contract spans an initial two-year term with options to renew up to July 1, 2027, with proposal submissions accepted electronically until that date, allowing the Town flexibility to award multiple contracts over time to ensure broad program offerings. Evaluation of proposals follows a best-value methodology, weighting factors such as relevance to departmental needs and income potential to the Town most heavily, alongside compliance, staff qualifications, and participant costs. Award decisions consider both fiscal advantages and program improvements relative to existing Town offerings. Contract administration is governed by the laws of Virginia and local policies, incorporating general and special terms and conditions without reference to specific FAR clauses. Contractors must comply with anti-discrimination laws, ethical standards, and employment eligibility verification, submitting necessary certifications such as business licenses and state corporate identification. Payment occurs upon satisfactory delivery and acceptance of services, with invoice submission managed through Town accounts payable. The Town reserves rights including multiple awards, contract modifications under defined limits, and maintaining oversight through inspection and acceptance processes conducted after program delivery. All proposals must include required attachments, be submitted complete and timely, and maintain validity for 120 days. The designated procurement contact facilitates all communications, ensuring fair and competitive solicitation management.