Alachua County Opengov #RFP 27-103-PM

Annual Track & Field Event Management and Timing Services for Alachua County Sports & Events Center

Alachua County is seeking a qualified partner to provide annual track & field event management and timing services for its Sports & Events Center in Gainesville, Florida. - Government Buyer: - Alachua County Board of County Commissioners - Tourism & Economic Development Department - Alachua County Sports & Events Center - Services Requested: - Comprehensive event management for indoor track & field, racewalk, road race, and cross country - Timing services using advanced systems (e.g., Finishlynx camera systems) - Event strategy, marketing, official recruitment, online entry and ticketing management - Consulting, meet management, volunteer coordination, facility setup, sanctioning, data collection, livestream contracting - Timing add-ons: Reactime Services (False Start Detection System) - Record maintenance and coordination with broadcast production - Products/Line Items: - Timing Services (per day fee) - Timing Services add-on: Reactime Services (False Start Detection System) - Timing Services Additional Hours (hourly labor rate) - General Athletics Consulting Services - Event management and marketing consulting fees - Meet Management and Officials Coordination Fee - Notable Requirements: - Expertise in track & field meet management and technical operations - Strong relationships with youth, scholastic, collegiate, and masters organizations - Ability to deliver excellence and results for major championships - Use of advanced timing equipment (Finishlynx, Reactime) - No specific OEMs or vendors are named, but Finishlynx and Reactime are referenced as key timing systems. - Contract Term: - Initial period from October 1, 2026, to September 30, 2028 - Options for two additional two-year renewals - Estimated contract value likely ranges from $100,000 to $500,000, depending on scope and renewal options.

Description

Alachua County Board of County Commissioners is seeking proposals from qualified individuals or entities for the provision of annual track and field event management and timing services. The services will support the Alachua County Sports & Events Center (ACSEC), a facility featuring a World Athletics Compliant track and various field event areas. The scope includes managing indoor track and field seasons, created, rental, and bid events, and supporting major championships hosted at the facility. The County may award the project in whole or in part to build a team capable of delivering excellence and results.

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