Agenda 10/25/2022 Item #16F6 (To accept a Sponsorship Agreement between The Better Body Shop and Used Car Factory Inc and Para SFM LLC)10/25/2022
EXECUTIVE SUMMARY
Recommendation to accept the Sponsorship Agreement between The Better Body Shop & Used Car Factory, Inc., and
Para SFM, LLC, which involves the Sponsor’s payment of the total sum of $116,000 in connection with the provision of
those services and sponsorship elements stated in the attached Sponsorship Agreement.
_________________________________________________________________________________________
OBJECTIVE: Recommendation to accept a Sponsorship Agreement between The Better Body Shop and Used Car
Factory, Inc., (the “Sponsor”) and Para SFM, LLC, which involves the Sponsor’s payment of the total sum of $116,000 in
connection with the provision of those services and sponsorship elements stated in the attached Sponsorship Agreement. The
Agreement commences on November 1, 2022 and expires on October 31, 2023.
CONSIDERATIONS: The County and Sports Facilities Management, LLC (“SFM”) entered into a Facilities
Management Agreement governing SFM’s management of the Paradise Coast Sports Comple x (the “Sports
Complex”) on November 12, 2021, which requires SFM to enter into and administer agreements involving
booking commitments, advertising, concessions, and similar tasks associated with managing, promoting, and
caring for the upkeep of the Sport s Complex. Specifically, Article 9.2 of the Facilities Management Agreement,
requires SFM to negotiate, execute and administers such contracts, subject to assigning all rights to the County
upon expiration of the agreement or should the County retain a su ccessor management company. The County
Manager’s Office reviews and signs off on sponsorship agreements, such as the attached, indicating its consent for
SFM to go forward with the designated sponsor. Such business revenue derived from Sponsorship Agreeme nts is
processed as provided in Article 8.2 of the Facilities Management Agreement.
Additionally, the Paradise Coast Sports Complex Operations Manual states on page 115 regarding sponsorship
sales, that the “… Manager will negotiate all details with event/partner.” Once the proposed terms are agreed
upon, the following process follows:
1. The Sponsor signs the proposed agreement
2. The Agreement is sent to the County Manager’s office
3. The County Reviews and signs the agreement if acceptable
4. SFM signs the proposed agreement
5. Staff initiates fulfillment
Thus, obtaining such sponsorship is a general task delegated to SFM, with oversight and approval by the County’s
managing staff.
Staff is presenting the proposed Sponsorship Agreement to inform the Board of the attached agreement negotiated
between the Sponsor and SFM. The proposed Sponsorship Agreement, in part, requires the Sponsor to make
payments totaling $116,000 involving such sponsorship elements as installing logo signs along the stadium fie ld’s
sideline (e.g., NaplesDealers.com, Naples Infiniti, Naples VW, Audi Naples, and Naples Acura), various branding
elements involving the Cove at the Sports Complex, print and digital marketing advertising, Great Lawn
Sponsorship displays/events and other such promotional elements. The attached Sponsorship Agreement
commences on November 1, 2022 and expires on October 31, 2023.
Under the Facilities Management Agreement the County agrees to pay to SFM a deferred incentive fee based on the
net operating income of the facility in any given operating year once the facility net income is positive based upon
the following split of Net Operating Income (“NOI”):
• For NOI between $0 - $1,000,000: 50% to SFM
• For NOI between $1,000,001 - $2,000,000: 40% to SFM
• For NOI greater than $2,000,000: 20% to SFM
16.F.6
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10/25/2022
Net operating income equals all revenue, minus expenses. The County does not pay SFM until the Sports Complex
is profitable. Sponsorship and secondary revenue are outlined in the Exhibit D-1 Operating Budget, FY 22-23
Estimated Revenue, of the Third Amendment to the Facilities Management Agreement.
The revenue generated from sponsorship will follow the compensation as outlined; however, the Sports Complex is
not expected to be profitable until FY 24, Year 2 of the proforma, which is contingent on all planned fields being
completed at the venue.
FISCAL IMPACT: Sponsorship and secondary revenue is outlined in Exhibit D-1 Operating Budget, FY 22-23
Estimated Revenue of the Third Amendment to the Facilities Management Agreement. The $116,000 revenue from
this agreement will be deposited into the Paradise Coast Sports Complex operating account, Fund 759. Total direct
cost associated with this sponsorship are estimated to be $5,196 but may be higher based on current inventories and
additional resources needed.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for
Board approval.-SRT
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this Executive
Summary.
RECOMMENDATION: Recommendation to accept the Sponsorship Agreement between The Better Body Shop &
Used Car Factory, Inc. and Para SFM, LLC, which involves the Sponsor’s payment of the total sum of $116,000 in
connection with the provision of those services and sponsorship elements stated in the attached Sponsorship
Agreement.
Prepared by: Marissa Baker, Sports Complex Manager, Corporate Business Operations.
ATTACHMENTS: Facilities Management Agreement; Complex Operating Manual; Sponsorship Agreement;
Facilities Management 3rd Amendment;
ATTACHMENT(S)
1. 21-7898 Sports Facilities Management, LLC_Contract (PDF)
2. PCSC Operations Manual (PDF)
3. Facilities Management 3rd amendment (PDF)
4. PCSC - Sponsorship Agreement (PDF)
16.F.6
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10/25/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.6
Doc ID: 23364
Item Summary: Recommendation to accept the Sponsorship Agreement between The Better Body Shop & Used
Car Factory, Inc., and Para SFM, LLC, which involves the Sponsor’s payment of the total sum of $116,000 in
connection with the provision of those services and sponsorship elements stated in the attached Sponsorship
Agreement.
Meeting Date: 10/25/2022
Prepared by:
Title: – Corporate Business Operations
Name: Marissa Baker
10/03/2022 12:05 PM
Submitted by:
Title: Deputy County Manager – County Manager's Office
Name: Dan Rodriguez
10/03/2022 12:05 PM
Approved By:
Review:
Corporate Business Operations Jennifer Reynolds Additional Reviewer Completed 10/03/2022 1:08 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 10/03/2022 1:11 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 10/04/2022 7:12 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 10/04/2022 9:42 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/04/2022 2:31 PM
Office of Management and Budget Christopher Johnson Additional Reviewer Completed 10/04/2022 5:13 PM
County Manager's Office Dan Rodriguez Additional Reviewer Completed 10/05/2022 8:08 AM
County Manager's Office Geoffrey Willig Level 4 County Manager Review Completed 10/19/2022 3:31 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 10/25/2022 9:00 AM
16.F.6
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FACILITIES MANAGEMENT AGREEMENT
between
COLLIER COUNTY
and
SPORTS FACILITIES MANAGEMENT, LLC
Dated: November 12, 2021
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Packet Pg. 1205 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
FACILITIES MANAGEMENT AGREEMENT
~ THIS FACILITIES MANAGEMENT AGREEMENT (the "Agreement") is m ade and entered int o thi s
}~ day of J\)f\leltft,WV' , 2021 (the "Effective Date"), by and between the Board of County
Commiss ioners for Co lli e r County , Florida, a political s ubdi vision of t h e State of Florida (referred to herein
co llectively as th e "Owner" or "Co un ty") and Sports Faci lities Management, LLC, a F lorid a limited liability
company (the "Manager" or "Contractor") (collect ively the "Parties").
RECITALS
WHEREAS , Owner owns the infrastructure, buildings, parking, li g h ti ng, s ports play in g s ur faces, s ports
equipm ent, and a ll othe r hard assets associated w ith the athletic comp lex as the same ex is t now or m ay ex ist in
the future inc ludin g improv ements re lated thereto specificall y located at 3940 C ity Gate Blvd North, Naples,
Florida 34 11 7, known as t he Paradi se Coast Sports Comp lex or a ny oth e r name t hat th is faci lity may be id entifi ed
as in th e future (t he "Facility");
WHEREAS , Manager has expertise in providing management serv ice s fo r athletic complex facilities
throughout the Un ited States;
WHEREAS, Owner and Manager desire for Sports Facilities Management, LLC to operate, and m a nage
the Faci lity s ubj ect to the tenn s and co ndit io ns se t forth herein;
NOW THEREFORE, in consideration of the promises and covenants here in contained and other goo d
and valuable cons id erati on, the receipt of wh ich is hereby acknow ledged, Owner and Manager agre e as follows:
ARTICLE 1
DEFINITIONS
1.1. Definitions. For purposes of this Agreement, the following terms have the meanings referred to in
this Section:
Affiliate: A person or company that direct ly or indirectly, through one or more intermedi ar ie s, control s
or is controlled by, o r is und er common control with, a s pecified person or company.
Agreement: The "Agreement" shall mean this Management Agreement, together w ith all exhibits
attached hereto (eac h of which are incorp orat ed herein as an integral part of this Agreement), as amended,
supplemented or restated from tim e to time.
Capital Expenditures: A ll expenditures for building add iti o n s, a lt erati o n s, repairs or improvements
an d for purchases of add iti o na l o r rep lacement furniture, machinery, o r eq uipm ent , where the cost of s uch
expenditure is g reater than Five T h ousand Dollars ($5,000) and the depreciable life of the applicable it e m is,
according to generall y accepted accou ntin g principles , in excess of five (5) years.
Commencement Date : The Commencement Date s ha ll be November 12, 2021 .
Commercial Rights: Pouring rig hts, advertising, sponsors hip s, the branding of food and beverage
products for resale and memorial g ifts at o r with respect to the Faci liti es. Owner a nd Manager will discuss how
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Packet Pg. 1206 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
facility naming rights can be incorporated within the definition of Commercial Rights and in the definition of
Revenue in this Article and bring a proposed Amendment to thi s Agreement for the Collier County Board of
County Commissioner's consideration for approval within ninety (90) days of the Execution of this Agreement.
Effective Date: "Effective Date" s h al l have the meaning ascribed to such term in the preamble of this
Agreement.
Emergency Repair: The repair of a condition which, if not performed immediately, creates an imminent
danger to persons or property and /or an unsafe condition at the Fac ili ty threatening persons or property.
Event of Force Majeure: An act of God , fire, earthquake, hurricane, flood, riot, civil commotion,
terrori st act, terrorist threat, storm, washout, wind , li ghtning, landslide, explosion, epidemic, inability to obtain
materials or supplies, accident to machinery or equipment, any law, ordinance, rule , regulation, or order of any
public or military authority stemming from the e x istence of economic or energy controls, hostilities or war, a
labor dispute which results in a strike or work stoppage affecting the Facility or services described in this
Agreement, or any other cause or occurrence outside the reasonable control of the party claiming a n inability to
perform and which by the exercise of due d ili gence cou ld not be reasonably prevented or overcome.
Existing Contracts: Service Contracts, Revenue Generating Contracts, and other agreements relating
to the day-to-day operation of the Facilities exi sting as of the Commencement Date.
Facility: The "Facility" shall have the meaning ascribed to such term in the Recitals to this Agreement.
FF&E: Furniture, fixtures and equipment to be procured for use at the Faci lities .
General Manager: The employee of Manager acting as the full-time on-s ite general manager of the
Facilities.
Laws: Means all applicable laws, statutes, rules , regulations and ordinances.
Management-Level Employees: The General Manager, Marketing Coordinator, Director of
Operations, Business Development and Events Director, Tournament/Sports Coordinator, Local
Programming/Spo1ts Coordinator, Marketing Coordinator, Director of Food & Beverage/Retail, Food Service
Coordinator, Retail Coordinator, Finance Manager, and Administrative Support.
Manager: The term "Manager" shall have the meaning ascribed to such term in the Recitals to this
Agreement.
Operating Account: The Manager's separate interest-bearing account (in the name of the Manager or
its affiliated entity PARA SFM, LLC) at a licensed bank from which actual Operating Expens es are paid.
Operating Budget: A line-item budget established by the Owner for the Facility that includes a
projection of Revenues, Operating Expenses, and Operating Costs, presented on a monthly and annual basis.
Operating Expenses: All expenses incurred by Manager in connection with its operation, promotion,
and management of the Facilities, including but not limited to the fo llo wing :
(i) employee payroll (plan to be approved by Owner), benefits (including payments to any national
benefit system, and related costs , (ii ) cost of operating supplies, including general office supp lie s, (iii) advertising,
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Packet Pg. 1207 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
marketing, group sales , and public relations costs, (iv) data processing costs, (v) dues, subscriptions and
membership costs , (vi) printing and stationary costs , (vii) postage and freight costs, (viii) equipment rental costs,
(ix) security expenses, (x) telephone and communication charges, (xi) travel expenses of Manager employees,
within the limits of reimbursement as provided by Florida Statutes , Section 112.061 , (xii) cost of employee
uniforms and identification, (xiii) exterminator and trash removal costs, if applicable (xiv) computer, software,
hardware and training costs, (xv) parking expenses, (xvi) office expenses, (xvii) audit and accounting fees, (xvii)
insurance costs, including but not limited to personal property, general liability, professional liability and worker's
compensation insurance, (xix) commissions and all other fees payable to third parties (e.g. commissions relating
to food, beverage and merchandise concessions services and commercial rights sales), (xvii) cost of complying
with any Laws, (xxii) landscaping maintenance; (xi) janitorial services , (xx) costs of grooming, lining and marking
the playing fields for competitive u se and (xxi) Taxes. The term "Operating Expenses" does not include debt
service on the Facility, Capital Expenditures , minor repairs, maintenance, and equipment servicing, including
expenses relating to performing capital improvements or repairs , utility expenses, (all of which shall be the
responsibility of the Owner).
Operating Year: Each twelve (12) month period during the Tenn , commencing on October 1st and
ending on September 30th , provided that the first Operating Year shall be a shortened year commencing on the
Commencement Date and ending on September 30th of that year and the last Operating Year shall be a shortened
year, ending upon the expiration of this Agreement.
Facility Operations Manual: The document developed by Manager, which shall contain terms
regarding the management and operation of the Facility including detailed policies and procedures to be
implemented in operating the Facility , as agreed upon by both the Owner and the Manager.
Owner: The term "Owner" shall have the meaning ascribed to such term in the Recitals to this
Agreement.
Payroll Account: A separate account in the name of Manager or Manager's affiliated entity at a Florida
licensed bank through which all Facility staff and other personnel employed by Manager (including related payroll
taxes), or engaged by Manager as an independent contractor, are paid.
Pre-Opening: Time period prior to the Grand Opening and beginning of events, programs and activities
operations, and during which the facility is being constructed and the business development, operational
preparations, and organizational development is taking place.
Regulatory Approvals: All applicable governmental or regulatory approvals , authorizations, consents,
licenses or permits.
Revenue: All revenues generated by Manager's operation of the Facility, including but not limited to event
ticket proceeds income, rental and license fee income, merchandise income, gross food and beverage income, gross
income from any sale of Commercial Rights, gross service income, equipment rental fees, box office income , and
miscellaneous operating income, but shall not include event ticket proceeds held by Manager in trust for a third
party and paid to such third party.
Revenue Account: A separate account in the name of Owner or its affiliated entity at a licensed bank
where Revenue is deposited.
Revenue Generating Contracts: Vendor, concessions and merchandising agreements, user/rental
ITN #21-7898
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Packet Pg. 1208 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
agreements, booking commitments, licenses, and all other contracts or agreements generating revenue for the
Facility and entered into in the ordinary cours e of operating the Facility.
Service Contracts: Agreements for services to be provided in connection with the operation of the
Facility, including without limitation agreements for consulting services, ticketing, web development and
maintenance, computer support services, FF&E purchasing services, engineering services, electricity, steam , gas,
fuel , general maintenance, HVAC maintenance, telephone, staffing personnel including guards, ushers and ticket-
takers, extermination, elevators, stage equipment, fire control panel and other safety equipment, snow removal
and other services which are deemed by Manager to be either necessary or useful in operating the Facility.
Taxes: Any and all governmental assessments, franchise fees, excises, license and permit fees, levies ,
charges and taxes, of every kind and nature whatsoever, which at any time during the Tenn may be assessed,
levied, or imposed on , or become due and payable out ofor in respect of, (i) activities conducted on behalfof the
Owner at the Facility , including without limitation the sale of concessions , the sale of tickets , and the performance
of events (such as any applicable sales and/or admi s sion s taxes , use taxes , excise taxes , occupancy taxes,
employment taxes , and withholding taxes), or (ii) any payments received from any holders of a leasehold interest
or license in or to the Facility, from any guests, or from any others using or occupying all or any part of the
Facility.
Term: The term "Term" shall have the meaning ascribed to such term in Section 4 .1 of this Agreement.
2.1 Engagement.
ARTICLE 2
SCOPE OF SERVICES
Owner hereby engages Manager during the Term to act as the manager and operator of the Facility,
subject to and as more fully described in this Agreement, and, in connection therewith, to perform the services
described herein and in Exhibit A -Scope of Services; Exhibit A-1, Landscape Scope of Services; Exhibit A-2
Janitorial Scope of Services ; and Exhibit B Performance Criteria attached hereto.
2.1.1 The Manager shall provide services in accordance with the terms and conditions of Invitation to
Negotiate (ITN) #21-7898 , including all the Attachment(s), Schedules, Exhibit(s) and Addenda, Manager's
proposal referred to herein and made an integral part of this Agreement, Exhibit A -Scope of Services; Exhibit
A-1 , Landscape Scope of Services; Exhibit A-2 Janitorial Scope of Services; Exhibit B Performance Criteria;
Exhibit Manager's Compensation ; Exhibit D Operating Budget; Exhibit E Pro-Fonna; and Exhibit F Key
Personnel and Fixed Payroll Compensation, attached to this Agreement.
2.2 This Agreement contains the entire understanding between the Parties and any modifications to
this Agreement shall be mutually agreed upon in writing by the Parties, in compliance with the County's
Procurement Ordinance, as amended , and Procurement Procedures in effect at the time such services are
authorized.
ARTICLE3
COMPENSATION
3.1 The Agreement Sum. The County shall pay the Manager for the services to be provided under
this Agreement in Exhibit C Manager's Compens ation , Exhibit D Operating Budget; Exhibit E Pro-Forma; and
Exhibit F Key Personnel and Fixed Payroll Compensation.
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Packet Pg. 1209 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Payment(s) wi ll be made upon receipt of a proper invoice(s) and upon approval by the County's
Contract Administrator or designee, and in compliance with Chapter 218, F la. Stats., otherwise known as the
"Local Government Prompt Payment Act".
3.2 Travel and R e imbursab le Expenses. Travel and Reimbursable Expenses must be approved in
advance in writing by the County. Travel expenses shall be reimbursed per Section 112.061 Fla. Stats ., at the
fo ll owing rates, subject to those statutory rates being updated from time to time.
Mileage $0.44.5 per mile
Breakfast $6.00
L unch $11.00
Dinner $19.00
Airfare Actual ticket cost limited to tourist o r coach class fare
Rental car Actual rental cost limited to compact or standard-s ize
vehic les
Lodging Actual cost of lod g in g at s in gle occup ancy rate with a cap
of no more than $150.00 per ni ght
Parking Actual cost of parking
Taxi or Airpo1i Limousine Actual cost of either tax i or airport limou sine
Reimbursabl e items oth er than trave l expenses shall be limited to t h e follow ing: telephone long-
distance charges, fax charges, photocopying charges, and postage. Reimbursab le it ems w ill be paid only after
Manager has provided all receipts. Manager shall be responsible fo r all other co sts and expen ses assoc iated with
activities and so li citation s undertaken pursuant to this Agreement.
ARTICLE4
TERM; TERMINATION
4.1 Term. The term of this Agreement shall beg in o n the Commencement Date and, unl ess sooner
terminated , pursuant to the provisions of Section 4 .2_be low:
4 .2 The Agreement shall be for a five (5) year period, commencing on November 9, 2021 (the
"Commencement Date", and terminating on five (5) years from th at date .
T h e Co un ty may, at its discretion and wi th th e consent of the Manager, renew the Agreement unde r a ll of th e
term s an d cond it ions contai ned in thi s Agreement fo r one (I ) addit ional five (5) year period. The Co un ty s h a ll
g ive the Manager written notice of the County's inte ntion to renew the Agreeme nt Term no late r th a n 90 days
prior to the end of the Agreement t erm then in effect.
4.3 Termination. Should the Manager be found to have fa il ed to perform his services in a manne r
satisfactory to the County as per this Agreement, the County may terminate said A gree ment for cause. Cause for
termination shall include, but not be limi ted to , Manager's fai lu re to c ure the breach of any material provision in
this Agreement w ithin twenty (20) days after receipt of written notice to cure from County detailing that breach ;
except that in the event that a cure is not objective ly possib le withi n twenty (20) d ays after that notice, Manager
shall commence to cure the noti ced breach as ful ly as possible within that twe nty (20) day period, and thereafter
dili gen tl y and continuously pursue that cure to a successfu l comp let ion wit hin s ixty (60) day s afte r th at notice.
ITN #21-7898
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Packet Pg. 1210 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
The County may termina te this Agreement for convenience (without cause) with a ninety (90) day written notice.
The County s hall be the sole judge of non-performance.
4.3.1 In the event that the County terminates this Agreement, Manager's recovery against the
County shall be limited to that po1tion of the Agreement Amount earned through the date of termination. The
Manager shall not be entitled to any other or further recovery against the County, including, but not limited to,
any damages or any anticipated profit on portions of the services not performed .
4.3.2 Upon termination or expiration of this Agreement for any reason, (i) Manager shall
promptly discontinue the performance of all serv ices hereunder, (ii) the Owner shall promptly pay Manager all
fees due Manager up to the date of termination or expiration, including iftenninated for convenience, Manager's
actual costs for time and goods from the Commencement Date, which costs for time and goods have not already
been reimbursed (per Numerical Paragraph 3.2 herein , Exhibit F Key Personnel and Fixed Payroll Compensation
and Exhibit G Manager's Hourl y Rates), (iii) Manager shall make available to the Owner all data, electronic files,
documents, procedures, reports, estimates, su mmaries , and other s uch information and materials with respect to
the Facilities as may have been accumulated by Manager in performing its obligations hereunder, whether
completed or in process, and (iv) without any further action on part of Manager or Owner, the Owner s hall , or
shall cause the successor Facility manager to, assume all obligations arising after the date of such termination or
expiration , under any Service Contracts, Revenue Generating Contracts, booking commitments and any other
Facilities agreements entered into by Manager in furtherance of its duties hereunder. Notwithstanding the
foregoing, Manager is under no duty to provide any of its certain proprietary confidential materials or intellectual
property to the Owner, including but not limited to its proprietary national benchmarking formulas, key
performance indicators reports , Manager's employee performance evaluations, financial forecasting formulas,
and/or other intellectual property developed by and maintained by the Manager and which it may use in its regular
course of business to provide services to other clients similar to Owner. Any obligations of the patties that are
specifically intended to survive expiration or termination of this Agreement shall survive expiration or tennination
hereof.
4.3.3 In the event that this Agreement is terminated for convenience, the Manager's employed
staff may be retained at the Facility at the then current salary structure for an additional one hundred and eighty
( 180) days following the termination period, at the County 's option and expense. If the Manager is asked by the
County , at its sole option, to provide staffing and services during a transition period from the date of termination
to the date that a new facility manager is selected , Manager will be compensated for its time (per Numerical
Paragraph 3.1 herein and Exhibit F Key Personnel and Fixed Payroll Compensation,) in performing its services.
There s hall be no re s triction s on the Manager for maintaining or rehiring of staff at any time after a termination
event.
ARTICLE 5
OWNERSHIP; USE OF THE FACILITY
5.1 Ownership of Facility, Data, Equipment and Materials. Owner will at all times retain
ownership of the Facilities, including but not limited to real estate, technical equipment, furniture, displays ,
fixtures and similar property, includin g improvements made during the Term, at the Facility. Any data,
equipment or materials furnished by Owner to Manager or acquired by Manager as an Operating Expense shall
remain the propetty of Owner a nd s hall be returned to Owner when no longer needed by Manager to perform
under thi s Agreement. Notwithstanding the above, Owner shall not have the right to use any third-party software
licen sed by Manager for general use by Manager at the Facility and other facilities managed by Manager, the
licensing fee for which is propottionately allocated and charged to the Facility as an Operating Expense; such
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Packet Pg. 1211 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
software may be retained by Manager upon expiration or termination hereof. Manager shall a l low the Owner
limited administrative rights to access such third-party software as necessary for Owner to complete its audit
function of Manager's records.
5.2 Right of Use by Manager. The Owner hereby gives Manager the right and license to use the
Facility for the Term, and Manager accepts such right of use, for the purpose of performing the services herein
specified, including the operation and maintenance of all physical and mechanical facilities necessary for, and
related to, the operation, maintenance and management of the Facility . The Owner shall provide Manager with
a sufficient amount of suitable office space in the Facility (exact office space to be mutually agreed by the parties)
and with such office equipment as is reasonably necessary to enable Manager to perform its obligations under
this Agreement. In addition, the Owner shall make available to Manager, at no cost, parking spaces adjacent to
the Facility for all of Manager's full-time employees and for the Facility 's event staff. Manager agrees that at the
time of the signing of this Agreement, Owner has provided Manager with a sufficient amount of suitable office
space in the Facility.
5.3 Right of Use of Staff by Manager. Manager shall have the right to utilize its employees as
needed to support Manager's organization to satisfy the terms of this Agreement, inc luding but not limited to
travel for training and temporary staffing coverage. Manager shall have the right to utilize the Facility to host
events for its Facility employees from time to time for the purpose of learning and development, at no cost to
the operational budget other than that incurred by the staff who are regularly stationed at the Facility.
5.4 Observance of Agreements. The Owner agrees to pay, keep, observe and perform all payments,
terms, covenants, conditions and obligations under any leases, bonds, debentures, loans and other financing and
security agreements to which the Owner is bound in connection with its ownership of the Facility.
ARTICLE 6
PERSONNEL
6.1 Genera ll y. All Facility staff and other personnel shall be engaged or hired by Manager in its
so le discretion, except that Owner shall preapprove the employment of the General Manager, and shall be
employees, agents or independent contractors of Manager, and not of the Owner. Manager agrees that upon a
written request by Owner to remove and replace the General Manager, as long as the reasons for the request are
non-discriminatory and not otherwise unlawful, it will engage in cooperative discussions with Owner to remedy
Owner's concerns; failing which, Manager will replace the General Manager within an agreed upon reasonable
period of time. Manager shall select employees, in its sole discretion but subject to Owner's right to approve the
Operating Budget. The Operating Budget shall define the number, function, qualifications, and compensation,
including salary and benefits, of its employees and shall control the terms and conditions of emp loyment
(including without limitation termination thereof) relating to such employees. Manager agrees to use reasonable
and prudent judgment in the selection and supervision of such personnel. Owner specifically agrees that
Manager shall be entitled to pay its employees, as an Operating Expense, bonuses and benefits in accordance
with the approved annual budget. A copy of Manager's current employee manual and any Facility-specific
employee manual supplement shall be provided to Owner. Manager shall provide a full-time on-site General
Manager and other employees as required to meet the operational needs of the Facility, within the budgeted
percentage of labor.
Federal statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States. By executing and entering
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Packet Pg. 1212 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
into this Agreement, the Manager is formally acknowledging without exception or stipu lation that it is fully
responsible for complying with the provisions of the Immigration Reform and Contro l Act of 1986 as set forth in
8 U.S.C. § 1324, et seq., and regulations relating thereto, as either may be amended. In addition, Florida state law
incorporates E-Verify eligibility requirements through Florida Statute,§ 448.095, as may be amended. Failure by
the Manager to comply with the laws referenced herein s hall constitute a breach of the Agreement and the County
shall have the discretion to unilaterally terminate the Agreement immediately.
T he Employment E li g ibility Verification System (E-Verify) operated by the Department of Homeland
Security in partnership with the Social Security Administration, provides an Internet-based means of verifying
employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility ·
verific ation requirements . Additional information regarding the E-Verify program can be found at the following
website: http://www.dhs.gov/E-Verify. It shal l be the Contractor 's responsibility to familiarize themselves with all
rules and regulations governing this program.
The Manager is required to enroll in the E-Verify program, and provide acceptab le evidence of it s
enrollment at all times during the term of the Agreement. Acceptable evidence consists of a copy of the Manager's
properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of
Understanding. Add itionall y, the Manager shall require all subcontractors to use the E-Verify system .
6.2 Key Personnel. The Manager's personnel and management to be utilized for this project shall
be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be
deemed necessary to ensure that competent persons will be utilized in the performance of the Agreement. The
Manager shall assign as many people as neces sary to complete the services on a timely basis , and each person
assign ed shall be availab le for an amount of time adequate to meet the required service dates . The Manager shall
not change Key Personnel unless the following conditions are met: (I) Proposed replacements h ave s ubstantially
the same or better qualifications and /or experience, and (2) with advance notice to the County, when possible.
6.3 Employment Matters. The Manager shall present the then current staffing, and all salaries and
payments to employees through the Payroll Account in the Manager 's Annual Budget. It is understood by all
parties that reductions and additions to various positions may be made at Manager's discretion throughout the
year due to busines s tempo , trends , opportunities , and budget requirements. If a change is recommended that
will require expense above the budget, the change wi ll be submitted for Owner's review a nd approval per Section
8.5 of the Agreement.
ARTICLE 7
PROCEDURE FOR HANDLING INCOME
7.1 Revenue Account. Except as otherwise agreed to by the parties in writing all Revenue derived
from operation of the Facility shall be deposited by Manager into the Revenue Account as soon as practicable upon
receipt (but not le ss often than within two (2) business days). The specific procedures (and authorized individuals)
for making deposits shall be set forth in the Facility Operations Manual , which s hall be provided to the County
within 30 days of the Commencement Date of the Agreement and be subject to the County Manager or designee's
approval.
7.2 General Operating Procedures. Manager shall operate and maintain the Facility to the minimum
standards outlined in the Fac ility Operations Manual , which shall be provided to the County within 30 days of the
Commencement Date of the Agreement and be subject to the County Manager or designee's approval. The
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Packet Pg. 1213 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
document to be developed by Manager shall contain terms regarding the management and operation of the Facility
including detailed policies and procedures to be implemented in operating the Facility, as agreed upon by both the
Owner and the Manager. The Facility Operations Manual includes but is not limited to: general hours of operation,
food and beverage standard s, standard operating procedures for Facility and recreational staff, minimum
maintenance standards and guidelines , general quality assurance and quality control procedures , guidelines for
merchandise and food and beverage sales, standard workflows for programming and reservations and work
methods and purchas ing of goods and equipment for the Facility.
The County Manager, or his de s ig nee, may, at his /her discretion and with the consent of the Manager,
request that the minimum standards a nd procedures in the Facility Operations Manual be amended/revised based
on programming demand.
7.3 Operations. The Manager shall use point-of-sale (POS) electronic cash machines or other similar
electronic accounting control equipment for the proper control of all payments. All sales transaction must be
accompanied by a receipt to the customer. Dail y Regi ster receipts must be maintained and made available upon
demand during the term of this Agreement. All electronic cash equipment must be reviewed and approved by the
County prior to use.
All financial records with respect to the Facility are to be retained during the entire Term of this
Agreement and for a period of five (5) years following the termination of this Agreement. The financial records
described in the previous sentence consist of records documenting specific receipts/revenues collected by Manager
through cash, checks, electronic fund transfers (EFT), credit and debit cards. or other methods. This may include,
but is not limited to, records such as cash collection records and reports. cash receipt books , cash register tapes,
deposit/transfer slips, EFT notices , credit and debit card records , receipt ledgers, receipt journal transactions and
vouchers, refund records, bad check records, and other accounts receivable and related documentation.
The Manager may sell any concessions desired as lon g as such items are permitted under Florida state
law and the Manager has obtained the proper licensing/tax permits for s uch sales. Any and all tobacco , Cannabis,
and Cannabis related products are not permitted. The County reserves the right to object to and require the
Manager 's removal from sale any concession that it finds objectionable.
7.4 Accounting Records and Reporting. During the Term, Manager shall maintain professional
accounting records. Manager shall provide the financial statements in a format reasonably specified by Owner, as
well as bank statements, sales tax returns, and quarterly tax filings .
7.5 Financial Review, Records, Audit. The Manager s hall provide, as an operating expense of the
Facility, an annual independent review of the Manager's financial records. The purpose of this review is to
s ubstantiate that the County has been compensated in accordance with this Agreement.
During the term of this Agreement. the Manager s hall establish and maintain such records as now exist
and may hereafter be prescribed by the County in the future to provide evidence that all terms of this Agreement
have been and are being observed. The Manager grants to the County the right and authority to audit all records.
Documents, and books pertaining to the Facility operation. Such audit will be conducted at a frequency determined
by the County and communicated to the Manager. The Manager agrees to provide materials for the audit at the
place designated by the County within three (3) business days after the County's notice to do so is received by
Manager all at no cost to the County. The agreement to provide materials for audit extends to the Office of the
Clerk of the Circuit Court, as "ex-officio clerk of the Board of County Commissioners, auditor, recorder, and
custodian of all county funds ."
7.6 Internal Control. The Manager agrees to develop, in stall, and maintain re aso nably appropriate
accounting, operating, and ad mini strative controls gove rnin g the financial aspects of the Facility, such controls to
be consistent with profession ally accepted accounting practices.
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Packet Pg. 1214 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
7.7 Monthly Reporting. All references herein to monthly reporting required by the Manager will be
submitted to the County by the fifteenth ( 15th) day of the following month .
ARTICLES
FUNDING
8.1 Tax Matters. The County and the Manager acknowledge that a portion of the costs of the Facility
were financed with proceeds of certain tax-exempt indebtedness (collectively, the "Bonds") and the County and
the Manager intend for this Agreement to comply in all respects with Revenue Procedure 2017-13, as amended.
Accordingly , and notwithstanding any provision of this Agreement to the contrary. The County
and the Manager agree as follows:
a. The County shall continue to exercise a significant degree of control over the Facility
including, but not limited to, approving the annual budget of the Facility approving any capital expenditures with
respect to the Facility , approving any disposition of assets of the Facility, approving the rates and charges for use
of the Facility and approving the general nature and type of use of the Facility.
b. The County shall continue to the bear the ri s k of loss upon damage or destruction of the
Facility: provided , however, this shall not in any way reduce or eliminate or adversely impact the County's ability
to seek and be entitled to reimbursement or damages or costs from the Manager or any other party whose actions
or inactions may have caused such loss.
c. The Manager shall not take any tax position that is inconsistent with the Manager's role
as a manager or service provider of the Facility . Without limiting the generality of the foregoing sentence, the
Manager will not claim any depreciation or amortization deduction, investment tax credit or any deduction for any
payment as rent with respect to the Facility.
d. In the event the tax-exempt status of the Bonds is challenged by any federal agency or
any nationally recognized bond counsel expresses the view that the tax-exempt status of the Bonds is in jeopardy
as a result of this Agreement or the operation of the Facility, the County and the Manager will, to the extent
necessary or desirable, renegotiate the terms of this Agreement in good faith to ensure that the tax-exempt status
of the Bonds is not adversely affected.
8.2 Business Income Use, Appropriation, and Calculation. The Facility is expected to generate
programmatic/operating revenue (the "revenue") driven by all aspects of the Facility. This revenue includes, but is
not limited to, service fees , rental fees, usage fees , sponsorships, sales commissions, food and beverage sales,
merchandise sales, and other miscellaneous revenues driven by the operations of the Facility that are outlined in
Exhibit D Operating Budget and Exhibit E Pro-Fortna.
The Facility will also generate programmatic/operating costs (the "costs") that are defined as costs driven
by generating the revenues associated with all aspects described above and outlined in Exhibit D Operating Budget
and Exhibit E Pro-Forma. Thes e costs include, but are not limited to, Cost of Goods Sold (COGS) related to
tournament programming, merchandise, food & beverage, event operations, and sponsorships.
The Revenue, less the COGS (as described in Exhibit E), will comprise the business income ("Business
Income"). Business Income will be managed, collected, recorded, reported, and retained by the Owner, and will
remain distinct and separate from any other projects or operations of the Owner. Business Income is considered
unrestricted funds and will be used for program cash flow or allowable program costs as detailed in the budget.
On a monthly basis the Manager will calculate the Business Income from the Facility (less the Capital
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Reserve Contribution set forth in Section 8.6 below) and Owner will distribute Manager's portion of this Business
Income to the Manager pursuant to the allocations set forth in Exhibit D Operating Budget and Exhibit E Pro-
forma. The County will first use its share of the Business Income to offset the Approved Fixed Costs for the Facility
payable by the County to the Manager pursuant to Numbered Paragraph 8.3 hereof.
8.3 Facilities Fixed Costs Schedule. The Facility is expected to generate fixed costs associated with
the baseline operation of the Facility. These costs include , but are not limited to , landscape maintenance and
janitorial, full time employee salaries , corporate services, and other general administrative expenses (the "Fixed
Costs"). The Budgeted Fixed Costs are outlined in Exhibit D Operating Budget and Exhibit E Pro-Forma, ("Fixed
Costs") and shall not increase without the Manager providing justification therefore and obtaining approval of the
Board of County Commissioners in advance. The Fixed Costs shall be reimbursed by the County to the Manager
monthly upon the provision of a valid invoice and submittal of monthly deliverables report. Payments of invoices
shall be processed and paid in accordance with the timeframes established in the Local Government Prompt
Payment Act and the terms of this Agreement.
8.4 Budget Review and Modification. Budgeted Fixed Costs will be subject to an annual review
and based upon actual costs of the previous year and the business plan proposed by Manager. Modifications of any
of the budget categories defined in Exhibit D Operating Budget and Exhibit E Pro-Forma may only be made if
approved in advance by the County Manager, or his designee, and if such modifications exceed Fifty Thousand
Dollars ($50,000) then it will require an Amendment to this Agreement approved by the Board of County
Commissioners.
8.5 Capital Reserve. Prior to the monthly calculation and distribution of the Business Income
Appropriation pursuant to Section 8.2 hereof, the Owner shall calculate and set aside 5% of the Business Income
as capital reserves for the Facility (the "Capital Reserve Contribution"). Owner shall remit the Capital Reserve
Contribution to be held in trust in a separate capital reserve account for the Facility maintained by the County and
the funds in such account shall be used exclusively for capital improvements, repairs or replacements at the
Facility. The budget, schedule, and plan for capital improvements, repairs and replacement for the Facility will
be administered by the County, with the input of the Manager.
8.6 Account Funding. Subject to the Manager's written notices to Owner as herein, Owner
acknowledges that it is solely responsible for all Operating Expenses and capital expenditures required for or on
behalf of the Facility provided that such Operating Expenses and capital improvements are made in accordance
with the terms of this Agreement. . The Owner shall fund quarterly the Operating Account with the budgeted
COGS for the upcoming quarter pursuant to the approved Operating Budget. Owner's funding of the Operating
Account for the budgeted COGS in each successive quarter shall be reduced by any unused quarterly COGS
funding remaining in the Operating Account from Owner's prior quarterly account funding and shall be deposited
at least five (5) days in advance of the first day of the quarter for which payment is due. Manager shall pay all
items of expense for COGS of the Facility from the funds in the Operating Account.
ARTICLE 9
FACILITY CONTRACTS; TRANSACTIONS WITH AFFILIATES
9.1 Existing Contracts. The Owner shall provide to Manager, on or before the Effective Date, full
and complete copies of all Existing Contracts. Manager shall administer and use reasonable commercial efforts
to assure compliance with such Existing Contracts to the extent provided to Manager.
9.2 Execution of Contracts. Manager shall negotiate, execute (in Manager's own name or in the
name of its affiliated entity, except as otherwise provided herein), deliver and administer any and all
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Packet Pg. 1216 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
programming, rental agreements, booking commitments, advertising agreements, concession agreements,
supp lier agreements , service contracts (including, without limitation, contracts for cleaning, decorating and set-
up, general maintenance and maintenance and inspection of HVAC systems, elevators, stage equipment, fire
control panel and other safety equipment, staffing and personnel needs , including guards, and other services
which are necessary or appropriate) and all other contracts and agreements in connection with the management,
promotion, and operation of the Facilities. In addition to the foregoing , the County may prescribe after the date
hereof certain other guidelines pertaining to Manager's contracting rights hereunder which are designed to
preserve the tax-exempt status of the bond s issued to finance the construction of the Facilities or to ensure that
the Facilities is operated in accordance with the County's po licies and applicable law, and in such event, Manager
will comply with those guidelines. In connection with any programming, licens es, agreements, commitments or
contracts for the Facilities, Manager will ensure that such documents provide for the fact that Manager has the
right to assign all of its rights and obligations under such licenses, agreements, commitments and contracts to
the County (or to any successor management company retained by the County) upon the expiration or
termination of this Agreement, and upon such expiration or tennination , Manager shall make such assignment
in a form reasonably acceptable to the County and the County will accept s uch assignment of rights and
assumption of obligations .
9.3 Transactions with Affiliates. In connection with its obligations hereunder relating to the
purchase or procurement of services for the Facility (including without limitation food and beverage services,
ticketing services and Commercial Rights s ales), Manager may purchase or procure such services, or otherwise
transact business with , an Affiliate of Manager, provided that the prices charged and services rendered by such
Affiliate are competitive with those obtainable from any unrelated parties rendering comparable services.
Manager shall, if requested by Owner, provide reas onable evidence establishing the competitive nature of such
prices and services , including if appropriate , competitive bids from other persons seeking to render such services
at the Facility and copies of any agreements with an Affiliate.
ARTICLE 10
AGREEMENT MONITORING AND GENERAL MANAGER
10.1 Contract Administrator. Each party s hall appoint a contract administrator who shall monitor
such party's compliance with the terms of this Agreement. Manager's contract administrator shall be its General
Manager at the Facility unless Manager notifies Owner of a substitute contract administrator in writing. Owner's
contract administrator shall be its Senior Operations Analyst and assigned "Sports Complex Manager" unless
Owner notifies Manager of a s ubstitute contract administrator in writing. Any and all references in this
Agreement requiring Manager or Owner participation or approval shall mean the participation or approval of
such party's contract administrator.
11.1 Insurance.
ARTICLE 11
INSURANCE
11.1.1 The Owner shall be respons ible for obtaining and administering insurance in connection with
the Facility as follows:
(a) Property Insurance. Owner shall also procure and maintain fire and extended coverage casualty
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Packet Pg. 1217 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
insurance, and (if appropriate) flood insurance, regarding t he Facility in amounts and with companies acceptable
to Owner in its so le discretion.
(b) Commercial General Liability. Owner shall procure and maintain, at the Owner's sole expense,
a Commercial General Liability policy with a combined single limit of $1,000,000 per occurrence and a general
annual aggregate limit of$3,000,000. All such insurance shall be on an "occurrence" basis.
(c) Commercial Auto Liability (including non-owned and hired). Owner shall procure and maintain
at the Owner's sole expense commercial auto liability coverage (including owned, non-owned and hired) in the
amount of $1,000,000 each occurrence.
(d) Business Interruption. Owner shall procure and maintain, at the Owner's sole expense and
benefit, business interrnption and extra expense insurance in such amounts as Owner shall choose.
11.1.2 The Manager shall provide insurance as follows as a Facility Operating Expense:
A. Commercial General Liability: Coverage shall have minimum limits of $1,000,000 Per
Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include
Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual
Liability.
B. Business Auto Liability: Coverage shall have minimum limits of $1 ,000 ,000 Per Occurrence,
Combined Single Limit for Bodily Injury Liability and Property Damage Liability . This shall include: Owned
Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership.
C . Workers ' Compensation: Insurance covering all employees meeting Statutory Limits in
compliance with the applicable state and federal laws.
The coverage must include Employers ' Liability with a minimum limit of $1 ,000,000 for each accident.
D. Professional Liability: Shall be maintained by the Manager to ensure its legal liability for claims
arising out of the performance of professional services under this Agreement. Manager waives its right of
recovery against County as to any claims under this insurance . Such insurance shall have limits of not less than
$1 ,000 ,000 each claim and aggregate.
E. Other: Liquor Liability
Umbrella
$ 1,000,000 Per Occurrence
$ 5,000,000 Per Occurrence
Special Requirements: Collier County Board of County Commissioners, OR, Board of County
Commissioners in Collier County, OR, Collier County Government shall be listed as the Certificate Holder and
included as an "Additional Insured" on the Insurance Certificate for Manager's Commercial General Liability
where required. This insurance shall be primary and non-contributory with respect to any other insurance
maintained by, or availab le for the benefit of, the Additional Insured and the Manager's policy shall be endorsed
accordingly.
Current, valid insurance policies meeting the requirement herein identified shall be maintained by
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Packet Pg. 1218 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Manager during the duration of this Agreement. The Manager shall provide County with ce1tificates of insurance
meeting the required insurance provisions . Renewal certificates shall be sent to the County thirty (30) days prior
to any expiration date. Coverage afforded under the policies will not be canceled or allowed to expire until the
greater of: thirty (30) days prior written notice, or in accordance with policy provisions. Manager shall also notify
County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation,
non-renewal or material change in coverage or limits received by Manager from its insurer, and nothing contained
herein shall relieve Manager of this requirement to provide notice.
Manager shall ensure that all subcontractors comply with the same insurance requirements that the
Manager is required to meet.
ARTICLE 12
COVENANTS AND REPRESENTATIONS
12.1 Owner's Covenants and Representations. Owner makes the following covenants and
representations to Manager, which covenants, and representations shall, unless otherwise stated herein , survive
the execution and delivery of this Agreement:
(a) Owner's Status. Owner is a political subdivision of the State of Florida duly organized,
validly existing, and in good standing under the laws of the State of Florida with full power and authority to enter
into this Agreement and execute all documents required hereunder.
(b) Authorization. The making, execution , delivery, and performance of this Agreement
by Owner has been duly authorized and approved by requisite action and this Agreement has been duly executed
and delivered by Owner and constitutes a valid and binding obligation of Owner, enforceable in accordance with
its tenns and applicable law.
(c) Effect of Agreement. To Owner's best knowledge, without duty of inquiry, neither the
execution and delivery of this Agreement by Owner nor Owner's performance of any obligation hereunder: (i)
wi 11 constitute a violation of any law , ruling, regulation, or order to which Owner is subject; or (ii) shall constitute
a default of any term or provision or shall cause an acceleration of the performance required under any other
agreement or document (A) to which Owner is a party or is otherwise bound, or (B) to which the Facility or any
part thereof is subject.
(d) Ownership Rights. Owner shall obtain and retain the property interests in the Facility
necessary to enable Manager to perform its duties pursuant to this Agreement peaceably and quietly. Owner
represents and warrants that Manager's performance of the services required by this Agreement shall not violate
the prope1ty rights or interests of any other Person.
(e) Documentation. If necessary to carry out the intent of this Agreement, Owner agrees
to execute and provide to Manager, on or after the Effective Date, any and all other instruments, documents,
conveyances, assignments, and agreements which Manager may reasonably request in connection with the
operation of the Facility.
12.2 Manager's Covenants and Representations. Manager makes the following covenants and
representations to Owner, which covenants and representations shall, unless otherwise stated herein, survive the
execution and delivery of this Agreement:
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Packet Pg. 1219 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
(a) Corporate Status. Manager is a limited liability company duly organized, validly
existing, and in good standing under the laws of the State of F lorid a and authorized to transact business throughout
the United States with full corporate power to enter into this Agreement and execute all documents required
hereunder.
(b) Authorization. The making, execution, delivery, and perfonnance of this Agreement
by Manager has been duly authorized and approved by all requisite action of the board of directors of Manager,
and this Agreement has been duly executed and delivered by Manager and constitutes a valid and binding
obligation of Manager, enforceable in accordance with its terms and app lic ab le laws.
(c) Effect of Agreement. To Manager's best knowledge , without duty of inquiry, neither
the execution and delivery of this Agreement by Manager nor Manager's performance of any ob li gation hereunder
(i) will constitute a violation of any law, ruling, regulation , or order to which Manager is subject; or (ii) shall
constitute a default of any term or provision or shall cause an acceleration of the performance required under any
other agreement or document to which Manager is a party or is otherwise bound.
(d) Licenses/Permits/Rules and Regulations. Manager agrees to obtain and maintain
throughout the period of this Agreement all such licenses as are required to do business in the State of F lorid a and
in Collier County, Florida, including, but not limited to, all licenses required by the respective state boards and
other governmental agencies responsible for regulating and licensing the professional services to be provided and
performed by Manager pursuant to this Agreement.
Manager agrees that, when the services to be provided hereunder relate to a professional service which, under
Florida Statutes, requires a license , ce1iificate of authorization or other form of legal entitlement to practice such
services, it shall employ and/or retain only qualified personnel to provide such services to Owner.
Manager represents to Owner that it has expertise in the type of professional services that will be performed
pursuant to this Agreement and has extensive experience with projects similar to the Project required hereunder.
Manager agrees that all services to be provided by Manager pursuant to this Agreement shall be subject to Owner's
review and approval , as provided herein, and shall be in accordance with the generally accepted standards of
professional practice in the State of Florida, as well as in accordance with a ll app licable laws, statutes, including
but not limited to ordinances, codes , rules, regulations and requirements of any governmental agencies, and the
Florida Building Code where applicable, which regulate or have jurisdiction over the Services to be provided and
performed by Manager hereunder, the Local Government Prompt Payment Act (218.735 and 218.76 F.S.), as
amended, and the Florida Public Records Law Chapter 119.
12.3 Indemnification.
To the maximum extent pennitted by F lorida law, the Manager shall defend, indemnify and hold
harmless Collier County , its officers and employees from any and all li abilities, damages, losses and costs ,
including, but not limited to , reasonable attorneys' fees and paralegals' fees, whether resulting from any claimed
breach of this Agreement by Manager, any statutory or regulatory violations, or from personal injury , property
damage, direct or consequential damages, or economic loss , to the extent caused by the negligence, recklessness,
or intentionally wrongful conduct of the Manager or anyone employed or utilized by the Manager in the
performance of this Agreement. This indemnification obligation shall not be construed to negate , abr id ge, or reduce
any other rights or remedies which otherwise may be available to an indemnified party or person described in this
paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier County.
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Packet Pg. 1220 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
12.3.1 The duty to defend under this Article 12 is independent and separate from the duty to
indemnify, and the duty to defend exists regardless of any ultimate liability of the Manager, County , and any
indemnified party. The duty to defend ari ses immediately upon presentation of a claim by any party and written
notice of such claim being provided to Manager. Manager's obligation to indemnify and defend under this Article
13 will survive the expiration or earlier termination of this Agreement until it is determined by final judgment that
an action against the County or an indemnified party for the matter indemnified hereunder is fully and finally barred
by the applicable statute of limit ations.
12.3.2 Survival. The obligations of the parties contained in this Sect ion shall survive the
termination or expiration of this Agreement.
ARTICLE 13
MISCELLANEOUS
13.1 Relationship. Manager and Owner shall not be construed as joint venturers or genera l partners
of each other, and neither shall have the power to bind or obligate the other pa1iy except as set forth in this
Agreement. Manager understands and agrees that the relationship to Owner is that of independent contractor,
and that it will not represent to anyone that it s relationship to Owner is other than that of independent contractor.
Nothing herein shall deprive or otherwise affect the right of e ither party to own, invest in, manage or operate
property , or to conduct business activities, which are competitive with the business of the Facility. Manager
covenants and agrees that even though it may have a management responsibility for other sim ilar properties,
which from "time to time" may be competitive with the Facility, Manager shall always represent the Facility
fairly and deal with Owner on an equitable basis.
13 .2 Assignment. Manager shall not ass ign this Agreeme nt or any part thereof, without the prior
consent in writing of the County . Any attempt to assign or otherwise transfer this Agreement, or any part herein,
without the County's consent, shall be vo id . If Manager does, with approval , assign this Agreement or any part
thereof, it shall require that its assignee be bound to it and to assume toward Manager all of the obligations and
respon sibi liti es that Manager has assumed toward the County.
13.3 Benefits and Obligations . The covenants and agreements herein contained s hall inure to the
benefit of, and be binding upon the parties hereto and their respective heirs , executors, successors, and assigns.
13 .4 Surrender of Premises. Upon termination of this Agreement (termination shall , for all purposes
in this Agreement, include termination pursuant to the terms of this Section 19 and any expiration of the tenn
hereof), Manager sha ll surrender and vacate the Faci lity upon the effective date of suc h termination. The Facility
and al l . equipment and furnishings shall be returned to the County in good repair, reasonable wear and tear
excepted. All reports , records, including financial records, and documents (including computer data) maintained
by Manager at the Facility or elsewhere relating to this Agreement sha ll be immediately surrend ered to the
County by Manager upon termination. The County, at its cost and within thirty (30) days after such expiration
or other termination, sha ll remove a ll signage relating to Manager and its Affiliates.
13 .5 Use of Facility at Direction of County. The County shall have the right to use the Facility or
any part thereof, upon reasonable advance notice and subject to availability in accordance with the procedures
to be estab li shed in the Facility Operating Manuel, which shall be provided to the County within 30 days of the
Commencement Date of the Agreement; and , subject to the County Manager or designee's approval, it being
recognized that booking a County event during times that are reserved and being marketed for possible
tournament s, camps, c linic s, rental s , and other events wi ll lessen the projected revenues and increase the odds
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Packet Pg. 1221 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
of operating losses .
13.6 Taxes. Manager shall pay a ll sales , consumer, use and other similar taxes associated with the
services provided under the Agreement or po1iions thereof, which are applicable during the performance of the
Agreement. Collier County, Florida as a political subdivision of the State of Florida, is exempt from the payment
of Florida sales tax to its vendors under Chapter 212, Florida Statutes, Certificate of Exemption # 85-
8015966531 C.
13.7 Building Compliance. Manager does not assume and is given no responsibility for compliance
of the Facility or any equipment therein with the requirements of any building codes or with any statute,
ordinance, law , or regulation of any governmental body or of any public authority or official thereof having
jurisdiction, except to notify Owner promptly , or forward to Owner promptly , any complaints, warnings, notices,
or summonses received by Manager relating to such matters. Owner represents that to the best of Owner's
knowledge, the Facility and all such equipment contained therein comp ly with all such requirements, and Owner
authorized Manager to disclose the ownership of the Facility to any such officials.
13.8 Notices. All notices provided for in this Agreement shall be in writing and served by registered
or certified mail, return receipt requested, postage prepaid, at the following addresses until such time as written
notice of a change of address is given to the other party.
If to Owner:
Board of County Commissioners for Collier County, Florida
Division Director: Sean Callahan, Deputy County Manager
Division Name: Office of the County Manager
Address: 3299 Tamiami Trail E., Suite 202
Nap le s, FL 34112
County's Contract Administrator: Marissa Fahey, Senior Operations Analyst
Telephone: 239-252 -4380
E-Mail: Marissa.fahev@col li ercountyfl.gov
lfto Manager:
Attention:
with a copy to :
Sports Facil itie s Management, LLC
Jason Clement, Manager
600 Cleveland Street, Suite 910
Clearwater, FL 33755
Emai l: jclement@sportsfacilities.com
Bruce Rector General Counsel
Sports Facilities Management, LLC 600
C le ve land Street, Suite 910
Clearwater, FL 33755
Emai I: brector@sportsfaci I ities.com
13.9 Headings. All headings and subhead ings employed within this Agreement and in the
accompanying schedules and exhibits are in serted only for convenience and ease of reference and are not to be
considered in the construction or interpretation of any provision of this Agreement.
13.10 Force Majeure. Any delays in the performance of any obligation of Manager under this
Agreement shall be excused to the extent that such delays are caused by Acts of Nature and other causes falling
within the definition of force majeure as defined herein that are not within the control of Manager. In such
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Packet Pg. 1222 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
instances, and any time periods required for performance shall be rea sonably extended accordingly, subject to
advance notice and approval by the Owner.
13 .11 Entire Agreement. This Agreement, including any specified attachments, constitutes the entire
agreement between Owner and Manager with respect to the management and operation of the Facility and
supersedes and replaces any and all previous management agreements entered into or /and negotiated between
Owner and Manager relating to the Facility covered by this Agreement. No change to this Agreement shall be
valid unless made by supplemental written agreement executed and approved by Owner and Manager. Except
as otherwise provided herein , any and all amendments , additions , or deletions to this Agreement shall be null
and void unless approved by Owner and Manager in writing. Each party to this Agreement hereby acknowledges
and agrees that the other paiiy ha s made no warranties , representations, covenants , or agreements, express or
implied, to such party, other than those expressly set forth herein, and that each party, in entering into and
executing this Agreement, has relied upon no warranties, representations, covenants, or agreements, express or
implied, to such party , other than those expressly set forth herein .
13.11.1 This Agreement consists of the following component parts, all of which are as fully a
part of the Agreement as if herein set out verbatim: Invitation to Negotiation #21-7898, including attachments
and Addenda, Manager's Proposal , Insurance Certificate(s), Exhibit A Scope of Services; Exhibit A-1 ,
Landscape Scope of Services; Exhibit A-2 Janitorial Scope of Services ; Exhibit B Performance Criteria; Exhibit
C Manager's Compensation; Exhibit D Operating Budget; Exhibit E Pro-Forma; and Exhibit F Key Personnel
and Fixed Payroll Compensation , attached to this Agreement.
13.12 Rights Cumulative; No Waiver. No right or remedy herein conferred upon or reserved
to either of the parties to this Agreement is intended to be exclusive of any other right or remedy, and each and
every right and remedy shall be cumulative and in addition to any other right or remedy given under this
Agreement or now or hereafter legally existing upon the occurrence of an event of default under this Agreement.
The failure of either party to this Agreement to insist at any time upon the strict observance or performance of any
of the provisions of this Agreement, or to exercise any right or remedy shall not be construed as a waiver or
relinquishment of such right or remedy with respect to subsequent defaults. Every right and remedy given by this
Agreement to the parties may be exercised from "time to time" and as often as may be deemed expedient by those
parties.
13.13 Applicable Law . The execution, interpretation , and performance of this Agreement shall in
all respects be controlled and governed by the laws of the State of Florida. Any civil action or legal proceeding
arising out of or relating to this Agreement shall be brought in the courts of record of the State of Florida in
Collier County or the United States District Court , in Fort Myers, Florida. Each party consents to the sole and
proper jurisdiction of such court in any s uch civil action or legal proceeding and waives any objection to the
laying of venue of any such civil action or legal proceeding in such court.
13.14 Acknowledgement. The parties hereto acknowledge that they have been provided with a copy
of this Agreement for review prior to signing it , that they have been given the opportunity to review it prior to
signing it, that they have been given the opportunity to have this Agreement reviewed by their attorney prior to
signing it, and that they understand the purposes and effect of this Agreement.
13.15 Severability. If any provision or provisions of this Agreement shall be held to be invalid or
unenforceable , such invalidity or unenforceability shall not affect any other provisions of this Agreement, and
this Agreement shall be construed and enforced as if such provision or provisions had not been included.
13.16 Intellectual Property. Owner acknowledges that Manager has certain intellectual property,
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Packet Pg. 1223 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
trade sec rets and proprietary busines s technique s (" Int e ll ect ual Prope 1iy") that it w ill on beha lf of Ow ner to meet
its ob li gations under thi s Agreement. Owner ack no w led ges that it obtains no ow ne rsh ip rights whatsoever in the
Int ell ect ual Property and, upon termination of this Agreement, Manager shall reta in a ll rights to the Intellectual
Property and remove such Intellectua l Property from the Facility and its operations. For purposes of this
Agreement, the term Intellectual Property shall include , without limit ation, analytical tools and documented
procedures for forecasting, performance tracking, operationa l and marketing systems th at are uniqu e to Manager's
approac h, staff training program s, program curric ulum and agendas, rights to certain discounts or programs that
Manager has negotiated for Manager-operated fac iliti es, and other intellectual property wh ich Manager has
pr ev ious ly int roduced to the Faci lity and of which Manager is an autho r.
13.17 Public Records. To the extent requ ired by law exist in g at the t im e this Agreement is entered,
Manager shall comply with the Florida Public Records laws expressed at F.S. § I 19.0701 (2)(a)-(b) as state d as
fo llo ws:
THE
THE
IF THE CONTRACTOR HAS QUESTIONS REGARDING
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO
THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS
AT:
Division of Communications, Government and Public Affairs
3299 Tamiami Trail East, Suite 102
Naples, FL 34112-5746
Telephone: (239) 252-8999
Email: PublicRecordReguest@colliercountyfl.gov
T he Manager must specifica ll y comply with the Florida Public Records Law to :
(a) Keep and maintain public records that ordinari ly and necessarily would be required by the Owner.
(b) Provide the public with access to public records on the same terms and conditions that the Owner would
provide the records and at a cost that does not exceed the cost provided in this chapte r or as oth erw ise provided by
law .
(c) Ensu re that public records that are exempt or confidentia l and exempt from public records disclosure
requirements are not disclosed except as author ized by law .
(d) Meet all req uir ements for retaining pub lic records and transfer , at no cost, to the Owner , a ll public records
in possession of the Manager upon termination or expiration of this Agreement and destroy any duplicate public
records that are exempt or confidentia l and exemp t from pub li c records disclosure re quirem ent s. A ll reco rd s sto red
electronicall y must be provided to the Owner in a format that is compatib le wi th the info rmat ion tec hnol ogy
systems of the Owner.
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Packet Pg. 1224 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
13.18. No Improper Use. The Manager will not use, nor suffer or permit any person to use in any manner
whatsoever, County facilities for any improper, immoral, or offensive purpose, or for any purpose in violation of
any federal, state, county or municipal ordinance, rule, order, or regulation, or of any governmental rule or
regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Manager or if the
County or its authorized representative s hall deem any conduct on the part of the Manager to be objectionable or
improper, the County shall have the right to suspend the Agreement of the Manager. Should the Manager fail to
correct any such violation, conduct, or practice to the satisfaction of the County within twenty-four (24) hours after
receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured.
The Manager further agrees not to commence operation during the suspension period until the violation has been
corrected to the satisfaction of the County. In addition, the Manager shall comply with all rules, regulations and
laws of Collier County , the State of Florida, or the U. S . Government now in force or hereafter adopted. The
Manager agrees to comply with all laws governing the responsibility of an employer with respect to persons
employed by the Manager.
13.19 . Dispute Resolution. Prior to the initiation of any action or proceeding permitted by this Agreement
to resolve disputes between the patiies, the parties shall make a good faith effort to resolve any such disputes by
negotiation. The negotiation shall be attended by representatives of Manager with full decision-making authority
and by County's staff person who would make the presentation of any settlement reached during negotiations to
County for approval. Failing resolution , and prior to the commencement of depositions in any litigation between
the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before
an agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by
representatives of Manager with full decision-making authority and by County 's staff person who would make the
presentation of any settlement reached at mediation to County's board for approval. Should either party fail to
submit to mediation as required hereunder, the other party may obtain a cou1i order requiring mediation under
section 44.102, Fla. Stat.
13 .20 Order of Precedence. In the event of any conflict between or among the terms of any of the
Contract Documents, the terms of the Agreement and the Additional Term~ and Conditions shall take precedence
over the terms of all other Contract Documents. To the extent any conflict in the terms of the Contract Documents,
including the Owner 's Board approved Executive Summary, cannot be resolved by application of the terms of the
Agreement and Additional Terms and Conditions , the conflict shall be resolved by imposing the more strict or
costly obligation under the Contract Documents upon the Manager at Owner's discretion.
13.21 Security. The Manager is required to comply with County Ordinance 2004-52, as amended.
Background checks are valid for five (5) years and the Manager shall be responsible for all associated costs. If
required, Manager shall be responsible for the costs of providing background checks by the Collier County
Facilities Management Division for all employees that shall provide services to the County under this Agreement.
This may include, but not be limited to , checking federal , state, and local law enforcement records, including a
state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related
records. Manager shall be required to maintain records on each employee and make them available to the County
for at least four ( 4) years . All of Manager's employees and subcontractors must wear Collier County Government
Identification badges at all times while performing services on County facilities and properties. Manager ID badges
are valid for one (I) year from the date of issuance and can be renewed each year at no cost to the Manager during
the time period in which their background check is valid , as discussed below. All technicians shall have on their
shirts the name of the Manager's business.
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Packet Pg. 1225 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
The Manager shall immediately notify the Collier County Facilities Management Division via e-mail (DL-
FMOPS@colliergov.net) whenever an employee assigned to Collier County separates from their employment.
This notification is critical to ensure the continued security of Collier County facilities and systems. Failure to
notify within four ( 4) hours of separation may result in a deduction of $500 per incident.
13.22 Assumption Clause. In the event of the termination of this Agreement. The County will make best
efforts to accommodate any existing events that have an active reservation at the Facility or another County
facility.
13 .23 Project Publicity. Any news release pertaining to the services performed by the Manager pursuant
to this Agreement must recognize the contribution of the County as a funding source and should be coordinated
with the County's Communications and Customer Relations Division prior to publication. The Manager shall
recognize the County for its contribution in all promotional materials and at any event or workshop for which
County funds are allocated.
13.24 Subcontractors. The Manager shall be responsible for all work and all expenses required to
perform the services set forth in this Agreement, subject to reimbursement from the County pursuant to this
Agreement.
a. The Manager may, as appropriate and in compliance with applicable laws. subcontract the
delivery of the services for the Facility; provided, however, that the Manager will be solely liable to the
subcontractor for all expenses and liabilities incurred during such subcontract subject to appropriate
reimbursement of Manager pursuant to this Agreement.
b. Any and all subcontracts executed for the Facility shall include provisions whereby the Manager
and the subcontractor agree to abide by all local, State, and federal laws and indemnify and ho ld harmless the
County consistent with the same provisions required of the Manager in the Agreement.
13.25 Data & Records Management. The Manager shall keep and maintain records required to operate
and perform services to the Facility. Upon request from the County, the Manager shall make those records
available for inspection.
Upon expiration or termination of this Agreement, the Manager will transfer, at no cost to the County, all records
with respect to the operation of the Facility by Manager that are in possession of the Manager or keep and preserve
public records with respect to the operation of the Facility by Manager during the term of this Agreement that are
required by the County to perform the service. If the Manager transfers all public records to the County upon
expiration or termination of this Agreement, the Manager shall destroy any duplicate public records that are
confidential and exempt from public records disclosure requirements. If the Manager keeps and preserves pub l ic
records upon expiration or termination of this Agreement, the Manager shall meet all applicable requirements for
retaining public records. All records stored electronically must be provided to the County upon request from the
County's custodian of public records in a format compatible with the information technology systems of the
County.
(signature pages to follow)
ITN #21-7898
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Packet Pg. 1226 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
IN WITNESS WHEREOF, the Parties hereto, by an authorized person or agent, have executed this
Agreement on the date and year first written above.
ATTEST:
Crystal K. Kinzel , Clerk of the Circuit
Court and C
Date
,,
l:J
sii . on y.
Scott R. Teach, Deputy County Attorney
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
!TN #21-7898
16.F.6.a
Packet Pg. 1227 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Manager's Witnesses:
M£~e?
Bob Stout
fType/print witness namet
~~ Matiage?ss nd Witness
Kelly Baine
t TypeJprint witness name t
_ --SPORTS FACILITIES MANAGEMENT, LLC
A Florida limited liability company
Manager
By: 4!'=£';
Sign
Jason Clement. Mana~er
iType/print signature and title t
1TN 1/121-7898
16.F.6.a
Packet Pg. 1228 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit A
Scope of Services
1.1 The Manager shall be responsible for studying area demographics and associated metrics to provide
input to the Facility's "mix" of facilities and types of events supported. Due to the tremendous
investment, the County will heavily scrutinize business and marketing plans and models to ensure they
are reasonable, realistic, and sustainable.
1.2 The Manager shall conduct a project feasibility study in an effort to determine early issues (i.e., traffic,
parking, location , permitting issues , etc.), identify any features that could adversely affect the
successful operation of the Facility , and communicate it to Owner.
1.3 The Manager shall review and evaluate land /project site options, design and assist the County in
determinin g feature s and amenities on the Facility to ensure positive revenue growth.
1.4 The Manager shall develop an annual analysis of the Facility's economic impact on the local economy ,
the regional economy, and otherwi s e, through added jobs, taxes, tourism, etc .
Consulting and Assistance During De sign and Construction of the Facility
1.5 The Manager shall assist the County delivery team (staff, consultants , engineers, architects, and senior
management) in developing the final project concept and assist in its implementation. The Manager
shall coordinate effo1is and ensure that it promotes and adheres to the final approved concept and
scope of work.
Management, Operation, Advertising and Marketing of the Facility
1.6 The County views its relationship with the Manager as critical to the credibility, viability , and financial
success of the Facility.
1.7 The Manager shall run , market, solicit, advertise, and conduct public relations activities for leagues,
sporting events, concerts, tournaments, and other gatherings, including special events of substantial
size and scope to maximi z e use of the Facility at no e xtra cost to the County .
1.8 Facility is owned and maintained by the County. This will include capital investment and
improvements.
1.9 The Manager shall supply landscape maintenance and janitorial s ervices as an aspect of facilities
maintenance; See Exhibit Al a nd A2.
I. IO Manager shall create an annual marketing plan for the Facility .
1.11 Manager shall follow County travel policies.
1.12 Manager will conduct backend accounting, sales , operations , and marketing support services.
1. 13 Additional hires , beyond that provided for in the Manager's Pro Form a/Proposal , shall require County
approval. Hiring will include everything necessary to run the Facility.
l. 14 Manager will coll a borate and coordinate with the County 's Parks and Recreation Department and
Convention and Visitors Bureau to reduce duplication of efforts.
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Packet Pg. 1229 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
1.15 Manager shall manage and run unforeseen additions or changes to the Facility as th ere may be future
amenit ies not in the original plan and it wi ll be expected to manage, operate, and provide oversight.
Add itions may in clude , but are not limited to: obstacle course, beach vo ll eyball cou rse, ho ckey rink ,
o r quiet space.
1.16 Manager shall manage a hotel booking serv ice for Facility events that is capable of securing room
blocks wit h local hotels , which includes an on lin e booking solution, and is capab le of pre and post
event reporting on room nights and revenues. Manager shall provide monthly reports on th e anticipated
expected reve nue to be derived from this platform. The County re serves the right to place cost controls
on room booking mode ls.
1.17 Manager sha ll run , advert ise, and market The Factory, a separate aspect of the whole Fac ili ty, th at
includes :
• National Fitness Court Programming -Free to the pub li c
• Open Air C lassroom
• Membership based: Open Air/Functional Fitness
o Fully functioning fitness-based membership space with full group class offe rin gs
o May sub-contract work as need , with Co un ty approva l, branding must remain intact.
• The Lake trai l wit h workout statio ns
1.18 Manager shall run , advertise, and market The Cove -food truck bar and pavilion, a separate aspect of
the whole Faci li ty, that includes:
• Vendor management
• Health department upkeep
• Food truck management and operations
• Permit/License Management
• Coord in ation wit h tournament/event sc hedu le, a long with normal operating hours best fit
• Concessions fo r other locations -outside of events.
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Packet Pg. 1230 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit A-1 Landscaping Scope of Services
Full-Service landscaping shall include the following items:
General Services
The work includ es but is n ot limited to: mow in g/edgin g, weed contro l, general site trimming/pruni ng, turf
ferti li zati on, pest control, shrub care, shrub/palm fertilization, irrigation maintenance, aeration/top dress of
spec ifi ed areas, sod rep lacement and installation, tree removal , mulching, special projects, and ad diti onal services
as requested.
Service Schedule
T he frequency of routine service (mowing, edging, trees/shrubs /other plant material maintenance, weedin g, pest
co ntrol and other associated landscape maintenance serv ices outlined under the scope) will be as follows , but is
subject to change as needed :
• May -October (6 months)= Once a week
• November-April (6 months)= Once every other week.
The Manager s hal l deve lop a consistent schedule in which services wi ll be completed in a maximum two-day
t im eframe between Monday and Thursday (no services wi ll be performed on F rid ay -S und ay) unless spec ific
variances are approved in advance by the County 's Contract Administrator o r designee . Monday and Tuesday to
be prefe rred maintenance days.
Fu ll annual schedu les of proposed days for service s hall be submitted to the County at the beginning of th e contract
a nd updated if there are any changes throughout the term(s) of the contract.
Mowing
Prior to mowing, the Manager shall be responsible for the removal and disposing of all trash an d debri s including,
but not limited to , palm fronds, horticultural and non-horticultural debris , leaves , rocks, paper, tree branches and
limb s, shrubbery, and other miscellaneous objects on the ground in the service area to include the ri g ht-of -way.
The number of mowing serv ices may be modified by the County depending upon season a l condition s.
Mowing and edging shal l include park medians and areas along the o utside edge of th e s id ewalk s of adjace nt
properties. The Manager shall e nsure a ll tras h an d debris is disposed of the same day and areas w ith pavement and
curbing shall be c lear of all grass c lipp ings from mowing.
Swale areas shall be mowed throughout the enti re year. If mowing is not possible and the swales are full of water,
the swales mu st be add ressed at every service to reduce the height of the weeds to 12" above the water.
S id e of the road , a full mow ing service shall inc lu de s id e of the roadway mowing a nd edging, a ll swale areas, and
side of right-of-way trash removal. Maintenance of Traffic (MOT) may be requested on an as needed basis. MOT
certification may be requested. Mowing ahead signs are req uir ed w hen mowing services are b e in g perform ed.
It is the responsibility of the Manager to be familiar with the type of grasses and mowing expectations at specified
location.
Bimini Bermuda Sod
Maintain an average height of o ne ( 1) inch . Mow with a reel mower. Mowing freq uency is typically once weekly
in the s umm er months. If areas are des ir ed to be mowed more frequent ly the County's Contract Administrator or
designee s h a ll request an in crease. Scalping (hard cutting of the sod to the thatch layer) annu a ll y is recommended.
Sand app lic ation may be necessary on any low areas discovered durin g the scalp in g of sod . Maintain a clean mowed
e dge. Will not use herbicide to maintain edge treatment of sod .
!TN #2 1-7898
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Packet Pg. 1231 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Bahia Sod
Mow weekly or every other week during summer as requested by the County. Mowing may be less frequent during
dry season months. Maintain a mowed edge. Will not use herbicide to maintain edge treatment of sod. Bahia grass
shall be cut at a height of 3 .5 inches.
Edging
Edging is required in all turf areas around isolated trees, valve boxes , shrubs, signposts, utility holes, etc. where
they exist. All debris on streets, sidewalks, or other areas, resulting from edging, shall be removed. No herbicide
will be used for edging.
Mechanical edging of the turf shall be done with each mowing along all sidewalk edges, back of concrete curbs,
around all plant beds, utility service boxes, streetlight bases, signposts, headwalls, guardrails, timer pedestals, posts,
and trees.
Trash Removal
Before mowing turf areas, the Manager shall remove all debris trash from the service site. Park trash removal for
each service for all site areas shall be cleaned by removing all trash or debri s which shall include, but not I imited
to the following: paper, bottles, cans, other trash , and ho1iicultural debris. Disposing of trash and debris must be at
a proper landfill or disposal site at no additional cost to Collier County.
Street Cleaning
Sidewalks, curbing, and gutters to include the four (4') foot area from the face of the gutters and curbs, turn lanes,
medians , and sidewalk areas shall be cleaned the same day as the mowing service to remove any accumulation of
debris or objectionable growth to maintain a neat and safe condition. Sidewalks shall be blown clean. Grass
clippings or other debris shall not be blown on other adjacent property or accumulate on right of way areas, paved
areas, traffic, or roadways. Blowing shall be directed toward the existing landscape median or grass.
Weeding
Weeding of plant beds , rock areas , sidewalks (asphalt, concrete paver), guardrail bases, curb joints and other
mulched areas by chemical and/or hand removal and must be performed weekly or as necessary to provide a weed-
free and well-maintained area. The Manager shall remove all weeds by hand with or without using a chemical
treatment. If chemicals are used, they shall be Roundup or equivalent around plants, etc., but to be used in such a
manner as to not damage existing plant material. The Manager will remove all weeds from sodded/grass areas using
appropriate method. The Manager will use chemical treatment along synthetic turf grass edges.
• A Florida Pesticide Applicator Licensed is requested.
Perennial Peanut
Maintain weed free. Hand pull weeds. Edge runners along bed edges with metal edger. Will not apply herbicide or
maintain edges with herbicide.
General Site Trimming/Pruning
General site pruning shall be defined as the pruning of any plant's foliage height that is ten feet (1 O') and below.
Shrub pruning should be done at a minimum of every 6 weeks throughout each park for all shrub types that require
pruning so that landscape gives the appearance of continuity throughout that park project area. Groundcovers and
shrubs shall be maintained at the required height as specified by the County's Contract Administrator or designee
up to a maximum height of thirty-six inches (36"), with the exceptions of sight windows where the height shall be
maintained at a maximum of eighteen to twenty-four inches (18"-24"). Shrubs and plant material shall not grow
over the curbing and into the roadway or parking area. Shrubs and trimming, as described above must be completed.
Will consult an arborist for canopy trimming, thinning and in the event of diseased trees.
A void use of a gas -powered hedge trimmer where possible. Hand clip specimen and ornamental shrubs. The intent
of the s hrubs and ornamental plantings on site is to maintain a natural shape and character. Trees shall not be pruned
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Packet Pg. 1232 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
into balls. Hedges shall not be topped or maintained as clipped hed ges or topiary.
Canopy and Ornamental Trees
Shall be pruned to encourage a natural appearance desired shape. Cathedral live oaks sha ll be open branching as
well as clear out the center of the tree to help with air circulation and overcrowding branches. Bridal Veil Trees to
be allowed to develop into their natural vase shape. Pink Tabebu ia s to be allowed to obtain their natural shape. Will
not only trim around the outside circumference of the tree. Recommended annual trimming should be kept to about
25% of the tree canopy. Hard cutting is stressfu l on the tree and does not help them survive storms. Will perform
pruning in spring and summer for best recovery.
Palms
Royal Palms shall be kept clean and free of brown fronds and or boots at all times. Sylvester Palms / Silver
Bismarck Palms and all non-self-shedding palm varieties shall be trimmed once annually to remove the bottom
brown palm fronds. All seed heads shall be removed prior to ripening to prevent falling fruit and staining of surfaces
below.
Flowering trees and shrubs
Shall be trimmed after they have flowered. Hard trimming sha ll occur in the summer months. Trim seasonal grasses
spart ina / muhly / fakahatchee once annually to 6" from the ground in the beginning of rainy season.
Pest Control/Integrated Pest Management (1PM)
Inspect and treat plant material, applying pesticide when pests reach damaging thresholds to include the lake banks.
All pesticides and herbicide s to be applied by a licensed professional and shall follow the application methods and
rates as listed on each individual manufacturer product specification sheet. App ly during cooler hours of the day as
mid-day heat can contribute to burning or damage of plants.
Best Practices to Avoid Disease and Fungus
Florida weather provides year-round opportunities for fungus. The Manager will prevent this by:
• Keeping mulch away from the base of plants and trunks .
• Trimming overgrown plants to allow for air to circulate.
• Monitoring for aphids / mealy bug/ thrip on shrubs, specimen plantings and ornamental grasses.
• Monitoring for webworm or nocturnal caterpillars on bougainvillea -will treat with Orthene or similar
product with caution label.
• Water landscape beds in the morning hours to allow plants to dry throughout the day.
Bimini Bermuda Sod Pest Control Recommendation
Dollar spot is possible but is mostly a problem in bermuda that has low fertility levels. Sod webworms and army
worms are a threat, mostly in warm rainy months and is easily killed but harder to eliminate or prevent. Grass
appears thin and "mowed down " when it has not been mowed, due to worm damage. Bermuda grass mites can
occur some years in the dry winter months. Watch
for mole crickets and grubs in April and Ma y .
Fire ant mounds shall be treated four (4) times per year and will include turf, walkways, and parking medians. Any
spot treatments will be done on an as needed basis.
General Fertilizer Recommendations
T he Manager shall follow all State of Florida and Collier County Fertilizer Ordinances at the following links:
http://www.leg.state.fl.us/statutes /index.cfm?App mode=Display Statute&URL=0500-0599/0576/0576.html
h ttps :/ /www. co 11 i erco untyfl. gov/your-governme nt /div is i ons-s-z/zon in g-d i vis i on/watershed-management-
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Packet Pg. 1233 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
p !an s/co llier-county-florida-friendly-ferti I izer-ord in ance
All fert ili zers to be app li ed at rate s as listed by man ufacturer. Will keep ferti li zers off impervio us surfaces.
Fertilize blooming plant materials three (3) times a year at approx im ate ly four-month intervals. S hrubs and
gro undc overs: a minimum 75% slow release , 8-2-12 or 13-3-12 or similar product is recommended.
Fertilizers should have organic nitrogen content of 50% an d contain added sulfur and iron. Palms will benefit from
additi onal application of magnesium sulfate , manganese sul fate, and sulfate potash magnesia on an annua l ba sis.
Will not appl y fert ili ze r close to the trunk; app ly at palm drip line whe re possible. Hibisc us require additional iro n.
Annua l application of chelated iron is recommended. Bird of Paradise and bougainvillea require high concentration
of organic ferti li zer suc h as turke y I itter or compost.
Turf Fertilization
Monthly ferti li zation program will follow Univers ity of Florida IF AS recommendations based on the turf at
specified locat ion. See link below:
http s ://ed is . ifas. ufl. ed u/lh0 14# :-:text=A %20recent%20revis i on%20of0/o20t he, be%20made%20duri ng%20the%2
0fall.
Bimini B ermuda Sod Fertilization R eco mm enda ti on
15 -0 -1 5 or 12-0-12, 50% slow release with minors is a common go lf course rat io. Four pounds of Nitrogen (N) per
l 000 SF annu a ll y, (preferably 4 times per year). During the Co lli er Co un ty summer fertilize r lock out pe ri od fo li ar
iron treatment is help ful. The Manager will follow the Co llier Co unty Fert ili zer Ordinance. Summer rain y seaso n
is an important time to build strong turf when it is growing the most. Spot fert ili zation can be very helpfu l in hi gh
traffic wear spots.
Shrub Fertilization
Annual Fertilizer applicat ion s based on IFAS recommendations .
Palm Fertilization
Annual Ferti li zer app li cations per year based on IF AS recommendations and ge nera l recommend ation s as outlined
above. La nd scaped areas with in 30 feet or large establis hed palms shall be fe1tilized with an 8-2-12-4 Mg with
tungsten (W), potassium (K) and magnesium (Mg) being in slow-release form . The fert ili zer sha ll also co ntain 1-2
percent iron (Fe) and manganese (Mn) plus trace amounts of zinc (Zn), copper (C u) and boron (B). Any product to
be used near palms in landscaped areas shall be approved by the Contract Manager before use .
Shrub IPM
In spect and treat plant material, app lying pesticide when pests reac h damaging thresholds.
Irrigation Maintenance
The Manager sha ll in spec t the irrigation system bi-weekly, per indu stry stand ard . The Man ager shall report any
bro ken spr inkl er system parts or damage to County property fo und immediately to the Co unty's Contract
Administrator or designee for repair. The Manager is responsible for broken systems or pa1ts and is req uired to
repair the damage at no charge to the County.
The Manager shal l inspect and test rain shut-off devices and ot her compo nents and zo nes in t he irri gation syste m
monthly and sha ll reset zone times according ly. Minor adjustments and repairs such as hea d/emitter cleaning or
replacement, filter cleaning , re-aiming of heads to keep water out of the street , small leaks, and minor tim er
adj ustme nt s sha ll be made . The Manager , sha ll in perpetuity , allow for the applicatio n of½ inch -¾ inch of water
per irrigation cyc le. During regu lar service times , the Manager will note and report to the County any symptoms of
inadequate or excess ive irrigation, drainage problems, etc .
ITN #2 1-7898 0
16.F.6.a
Packet Pg. 1234 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Bimini Bermuda Sod Irrigation R ecomm endations
Typically, three (3) times per week. Watch for hot spots in dry periods and adjust zone timing , or possibly add a
larger flow head if just one (I) area shows hot spots. This will be adjusted seasonally depending on the weather
pattern.
Repairs or system service beyond the above scope will be charged to the County on a time and material basis for
actual repairs only, not for the full monthly check if repairs are made at that time. The Manager will notify the
County of the nature of the problem before repairs are made.
Aeration/Top Dress
Aeration and top dressing of areas shall be done once per year. Depending on traffic and use, high traffic areas may
require this more than 1 x per year.
Aeration and top dress of B ermuda Grass
Aeration and top dress with 518th tine s at 2 -2.5 inch s pacing at least once a year for the first two years. As the
turf ages more organic material or thatch accumulates in the soil profile. The older the grass, the more you should
try and aerate to eliminate compaction and organics from the soil. It would be ideal to pull plugs from aerating
followed with a heavy topdressing . This should also be followed with some sort of drag mat to push the sand into
the aerated holes .
Mulching
Plant Beds , jogging paths , parking lot heads , and all other mulched areas shall be mulched twice per year (once in
October and once in April /May). The mulch product shall be "Pro-Euc" and shall be prepped prior to mulching so
mulch allows percolation . Mulch will not be placed against trunk s of palms , trees , and plants. Mulch shall be kept
six (6) inches away from the trunk of the tree or palm. After application , mulch needs to be removed from
impervious areas. The mulch shall be placed to provide a three-inch (3 " +) non-compacted or unsettled depth
measured from the existing soil grade. Touch ups may be required if there is a heavy rain.
Specialty plant beds in high traffic areas may utilize a mocha brown rubber vigoro mulch for aesthetics.
Native yard areas do not require annual mulching .
Mulching around the lake perimeter , in landscape beds, are also be included in the proposal. Proposal will be
provided if areas keep washing out and we need to replace with stone or other materials.
General Maintenance Recommendations
Royal Palms
Royal Palms shall be kept clean and free of brown fronds and or boots at all times. Support stakes on royal palms
planted with bougainvillea shall be removed in December, following hurricane season to allow bougainvillea to
grow around the trunks. Refer to bougainvillea section below. Fertilize as part of regular fertilizer program .
Brom eliads
Blooming occurs in different stages , seasons and naturally the parent plant will slowly die after blooming. As the
parent plant slowly dies, offsets /pups will also grow to start over. Remove dead parent plans every few months.
Separate and plant new pups in areas where parent plans have expended to infill beds to maintain full appearance .
The Neoregelia and Aechmea species were selected due to their full sun light tolerance. However, extremely dry
conditions can stress and cause blanching, sunburn spots or holes on leaves. Run irrigation during dry conditions
more frequently to keep roots moist and to prevent stress. Hand clip stressed leaves during regular maintenance
activities.
Fe1tilize with dilute , soluble fertilizer at about 1/8 to½ the strength on the label with a 20-10-20 (Peat Lite Special)
or 20-10-30 as per species requirements . Do not over fe1tilize in the winter months. Will not allow bromeliads to
ITN #21-7898 e
16.F.6.a
Packet Pg. 1235 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
become completely dried out.
Dombeya
Hard trim up to two times per year due to fast growing rate. Will hard trim at beginning of rainy season to reduce
weight and mass on plants during wind and rain events. Trim to 4 ' from ground. Maintain 6-8' width and diameter
when in full bloom.
Bougainvilla
Train to height of 8'-1 O' feet on Royal Palm Trunks (tallest possible to be maintained without use of ladders) to
create columns of color, foliage to ground . Support with ties around trunk (rope or dark green tie tape). Check ties
annually to ensure no girdling of trunk as palms mature. Power-sheer bougainvillea during the summer. Cut no
more than 1' off the trunk and trimmed at 6 ' to top.
Stop sheering from November until June or beginning of summer rainy season. Cut stems/shoots that extend 18"
from trunk. Keep trimmed away from walkways. Once stakes are off the royal palms, train some of the bottom
vines to the sides (east and west) for full column effect.
Bulbine
Deadhead spent flower stalks as needed. Will not over-water.
Perennial Peanut
Maintain weed free. Hand pull weeds. Edge runners along bed edges with metal edger. Will not apply herbicide or
maintain edges with herbicide. Mow once a year to height of 3 " during rainy season.
Burle Marx Philodendron
Philodendron runners may need to be pruned back from ovetiaking specimen bromeliads or from growing over
landscape lighting from time to time . Will clip with hand pruners.
Stakes
Will remove all large tree and palm stakes and support ties within one year of installation. Remove stakes on
ornamental or specimens six months after installation or following hurricane season. If any shifting or settling of
root ball or trunk occurs inspect tree or shrub for health and quality. Remove and replace any trees/shrubs that have
root rot or defects.
Irrigation Pump System Preventative Maintenance
Work shall be performed four (4) times per year and will include the following:
I. General pump station cleaning -Exterior/Interior = Pressure wash/Vacuum
2. Inspect hydraulic connections and check for proper torque
3. Lubricate centrifugal pump bearings and inspect pump shaft seal for wear / leaks
4. Inspect fan , heater and pressure transducer/gauges and clean air filters
5. Inspect I torque electrical connections on pump controls
6. Test-run pump system to ensure proper operations from min. to max. flows
7. Confirm Variable Frequency Drive (VFD) parameters and tune as required
8. Pressure clean and inspect Auto-Flush Filter System (If equipped)
9. Inspect pump intake/discharge system , cleaning intake screen as needed
Notes:
I. Scope of work is limited to inspection of the irrigation pump system and warranty repairs.
2. Additional repairs identified during each inspection must be authorized by a representative of the County.
3. Each inspection will be documented with a completed check list.
4. The Manager is not responsible for electrical surge or existing damage caused by neglect.
5 . Preventive Maintenance intervals s hall be adjusted based on changes in site conditions.
6. The Manager is not responsible for water source quality (i.e ., debris , pH, staining and etc.).
7. The Manager will respond within 36 hrs.(weekdays) to service requests outside of this agreement.
ITN #21-7898
16.F.6.a
Packet Pg. 1236 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit A-2 Janitorial Scope of Services
P d' C ara 1se oast s ports ac1 1ty a111tona F T J . . I
Location Services Days Sq. Feet !Event Specific; AS NEEDED; Labor/
Supplies
Welcome Center Interior 3xs; MWF 6597 Event Specific: Before, during, & after
Welcome Center Exterior 7xs 848 !Event Specific: Before, during, & after
Restrooms
Market Interior 3xs; MWF 553 Event Specific: Before, during, & after
Market Exterior Restrooms 7xs 798 Event Specific: Before, during, & after
Ticket Booth 3xs; MWF 143 Event Specific: Before, during, & after
Maintenance 3xs; MWF 3015 Event Specific: Before, during, & after
Satellite Restrooms 7xs 1811 Event Specific: Before, during, & after
Cove Restrooms 7xs 132 Event Specific: Before, during, & after
Stadium 1st floor locker rooms 2xs; MF 2146 Event Specific: Before, during, & after
Stadium 1st floor exterior restrooms 2xs; MF 3612 Event Specific: Before, during, & after
Stadium 2 nd Level Restroom s 2xs; MF 271 Event Specific: Before, during, & after
Stadium Suites & Main Corridor 2xs; MF 3919 Event Specific: Before, during, & after
Stadium Elevator vestibules and 2xs; MF 924 Event Specific: Before, during, & after
stairwells
N/S Stadium Concessions TBD 1102 Event Specific: Before, during, & after
Stadium Commissary 2xs; MF 348 Event Specific: Before, during, & after
Stadium First Aid/Security 2xs; MF 393 Event Specific: Before, during, & after
Stadium total TBD 12715 Event Specific: Before, during, & after
Daily General Tasks
• Empty all personal waste baskets, to be disposed ofto the site 's dumpster.
• Clean and vacuum all carpeted areas
• Remove any gum, tar, or other foreign matter from floors within 25' of entrance exterior
• Sweep and damp mop all hard surface floors
• Spot clean walls. Clean light switches, doors , handles , display cases, elevators/panels, counters shelves
and laminated plastic services.
• Clean and sanitize drinking fountains
Restroom Tasks
• Clean sinks with detergent/disinfectant
• Clean counters with detergent/disinfectant
• Supply and resupply paper towels, soap , toilet tissue, seat covers , feminine hygiene products, etc.
• Clean all stall walls, doors , exposed tile, shower walls, and walls around urinals and toilets with
detergent/disinfectant
• Clean out urinal screens on a bi-weekly basis
• Clean toilets under basins, around toilets and urinals using detergent/disinfectant
• Damp wipe ledges
• Clean and polish mirrors , soap dispensers, washbasin, and all plumbing fixtures
• Sweep and then wet mop floors using detergent/disinfectant
ITN #21-7898
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Packet Pg. 1237 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
• Clean all door handl es in s id e a nd o ut
• Report any maintenance issues to th e Colli er Co unty Maintenance supervisor
Entry Tasks
• Sweep and pick up ins id e and outside entranc es within a radius of 25 ft.
• E mpty and install new black or white liner bag in trash cans, if necessary.
• Clean entrance doo r handles , inside and outside
• Shake and sweep down exterior/interior floor m ats
• E mpty cigarette receptacles
• All doors, door ha ndl es , sliding and glass panels s h a ll be cleaned with damp c loth
• Vacuum a ll pedigrid systems
• Clean a ll securi ty blue boxes (Security call boxes that are locate d at m ost e ntran ces to county buildings).
Weekly General Tasks as part of the regular daily service
• Dust all horizontal (exc lu ding desktops/monitors/phones) and vertical s urfaces that a re read ily avail ab le
and visibly require it.
• Clean a ll doors, frames , kick and push plates w ith damp cloth
• Clean a ll A/C vents reachable with extensio n rod
• Sweep and damp mop all stairs and land in gs
• Damp wipe ledges
• Clean a nd polish mirrors , soap dispensers, wash basin a nd a ll plumbing fixtures
• Sweep and then wet mop floors using detergent/disinfectant
• Clean all door h and les , in side and out
• Report any maintenance issues to Coll ier County Maintenance Supervisor
Monthly General Tasks
• Dust a ll cei lin g fans, top of bookcases, etc. a nything reachab le with an extensio n rod
• Wash/wipe down bu ildi ng lobby walls and high traffic areas, if necessary
• Wipe down all non-upholstered furniture
• Dust blinds (vetiic a l an d horizontal)
General Tasks: Quarterly (every 3 months) as part of daily service
• Strip and refinish a ll hard floors -including but not limited to hallways, lobbies, elevators, restroom s, and
open offices , etc. (schedule with building occupants)
• Clean all grout in tile flooring to maintain original grout co lor
General Tasks: Bi-yearly (Every 6 months) as part of daily service
• Vacuum office partitions (if ne cessary)
• Clean exterior 1st floor w ind ows and in te ri o r windowpanes on a ll buildings
• Steam clean upholstered furniture as requested by Coun ty personnel w ithin each faci lity .
• Truck mount or backpack hot water o r steam extract al l carpets and pedigrid systems in all buildings or
use dry cleaning method at c lient 's request
Detailed Cleaning Specifications
D et a il ed Specifications -The following information is a d etailed exp lanati on of th e minimum expected on each
task.
ITN #2 1-7898
16.F.6.a
Packet Pg. 1238 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Trash Removal
The Manager shall include the cost of trash removal and the black or white plastic lin ers in its unit price. The
County shall prov id e dumpsters or compactors at each site. The Manager shall provide appropriate equipment for
office trash removal to avoid the possibility of floor damage due to the dragging of trash bags or contain ers through
buildings. Any damage to carpets and floors ca u sed by dragging bags or containers wil l be repaired or replaced at
the Manager's expense. The Manager will immediately clean any dragging stains on carpet or concrete. No drag
lines will appear wh ile emptying inside or outside garbage.
Recyclable Material Removal
T he Manager s hall instruct its employees to ensure that all materials remain separated, as any mixing of materials
s ha ll impair the possibility of recycling. All recycling s hall be placed in o ut side receptacle, loose, not in plastic
bags. All recyclable materials and their revenues are the property of Collie r County . T h e removal of all recyclable
materials s h all conform to a ll app li cab le Federal, State, or Local laws .
Vacuuming Carpets
A ll carpeted areas shall be totally and completely vacuumed each service day( NO EXCEPTIONS) leaving them
free from vis ibl e di1i and debris. Special attention shall be paid to baseboards and corners. A ll carpeted areas shall
be vacuum ed using motorized vacuum with brush/ beater bars with a hepa-filter 0.3 -micron filtratio n system and
dua l motors. The Co unty requires that the system meets or exceeds the stated vacuum requirements. Currently , all
sites have vac u ums that are available for use until replacement is necessary, then the Manager is responsible for
replacement w ith appropriate filtration system and must provide in formation on vacuum model to Facilities for
approval. All stains must be removed each night. If stain cannot be removed , the area stained shall be reported in
writin g to the Maintenance S u pervisor within twenty-four (24) hours.
Basic Cleaning
A ll washab le surfaces , including but not limited to office furn iture, office partitions, counters, stai nless stee l, around
light switc h es, window si ll s, bulletin boards , shelves , display cases, laminated plastic surfaces, elevators and
e levator pane l boards, shall be cleaned using a micro-fiber cloth dampened in an all-purpose cleaner un less
otherwise specified. All stair hand railings shall be cleaned weekly. Stair s shall be swept and wet mopped weekly .
Interior/ Exterior Glass Cleaning
A ll washab le in terior glass surfaces including but not limited to side panels, display case g lass, g lass walls and
doors , a nd security / privacy glass shall be cleaned on service days by a cloth dampened in a window cleaner. A ll
1st Floor exterior windows of each building shall be cleaned every six (6) months, or more ofte n if needed. The
interior panes of windows shall be cleaned every six (6) months; or more often if needed.
Entry Cleaning
Entrance area cleaning shall be performed on service days and shall include but is not li mited to:
A ll doors, s liding glass pane ls , and side windows shall be cleaned with a cloth dampened with g lass c leaner.
A ll deb ri s including but not limited to paper, gum , leaves , cigarette butts and cobwebs s h a ll be removed d a il y, both
on the in s id e and outside of the entrance including all porches up to twenty-five (25) feet in front of EACH
entrance .
All door and window frames , doorknobs and push bars (inside and outside) shall be c leaned with a cloth dampened
with an all-purpose c leaner. A ll pedigrid entry systems shall be vacuumed on service d ays. All pedigrid entry
systems shall be deep extraction c leaned twice per year.
Floor Mats
All floor mats located in either the exterior or interior of the fac ili ty shall be swept on service days.
Drinking Fountains
All drinking fountains are to be cleaned on service days with a germicidal c leaner. T h e ent ire d rinking fo unt ain
shall be free of streaks, stains, s pots, smudges, scale and other obvious removable soi l.
ITN #2 1-7898
16.F.6.a
Packet Pg. 1239 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Sweeping/ Wet Mopping Hard Floors
A ll hard surface floors shall be swept, using a microfiber dust mop and then damp mopped on se rvic e days. This
includ es but is not limited to e levator floors , restroom floor s, office floors, and hallways. A ll Community Center
hard s urface floors shall be swept, and damp mop p ed every service day. Warning barricades (w ith dual lang u age)
shall be used always when any s ur face is damp.
A micro-fiber mop shall be used for sweeping. For damp mopping, an a ll-purpose cleaner or ge rmicid a l c leane r
shall be used.
Ash Receptacles
Wall-mounted as ht rays and floor-type ash receptacles w ithin the area s h a ll be e mpti ed a nd returned to the ir
locations. The wall mounted and floor-type receptacles with removable as htrays in public areas shall be damp
wiped with a cloth to remove evident soi l. Any c igarette butts s urrou nd the receptacle within IO' will be picked up
and di sposed of.
Dusting
A ll horizontal surfaces less than ten feet ( 1 O') above the floor that do not requ ir e being damp wiped shall be dusted
weekly using a microfiber dust cloth. No feather dusting allowed without excepti o n. All picture frames, c lock face
g lass, and any surface under eight feet (8') above the floor s h all be dusted weekly. A ll AC vents (supply/ return)
s ha ll be c lean ed weekly, ifreachab le with an extension rod. All ceilin g fans a nd tops of bookcases (with no ite m s)
s ha ll be c leaned monthly, ifreachab le with an extension rod.
Doors
All doors, door handles (front and back), door frames, and kick and push p lates sh a ll be cl eaned every service day ,
o r more frequent ly if needed , u s ing a dampened micro-fiber cloth.
A ll switch plates shall be cleaned including the area around them.
Spray Buff Hard Floors
A ll hallways, til e and terrazzo floors shall be spray buffed every three (3) months to maintain a hi g h glossy uniform
fini sh on the floor. All movable furniture and objects shall be moved out of the area.
Locker and shower floors sh all be scrubbed every three (3) months . County must be notified at least five (5)
business days prior to scheduled cleaning. A ll furniture, waste receptacles, etc. must be returned to original
positions after floors have been cleaned so employees can begin work the fo ll owing morning.
Vending Machines
The surfaces of all vending machines, including the top, shall be cleaned weekly; or as needed.
Walls/ Baseboards
A ll walls and baseboards shall be spot washed as needed, unl ess otherwise specified in these specification s.
Blinds
All mini-blinds , vertica l bli nds and horizontal blinds shall be d usted monthly using a damp micro-fiber c loth or a
vacuum cleaner with the prop e r attachment to remove all dust, sm ud ges and dirt. No feather dusting permitted
w ith o ut exception. After cleanin g, the min i blinds s hall be st raightened and returned to th e ir original po sition.
Dry Clean Carpets
Dry c leaning may be substituted by extraction at the Facility Manager' s discretion. This is th e preferred method
for c lean ing s m a ll spots d ai ly. County must be notified at least five (5) days prior to sch edule cleaning.
ITN #2 1-7898
16.F.6.a
Packet Pg. 1240 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Strip& Refinish Ha rd Floors
The hard floor s in all closed and open office areas, h a ll ways, lobbies, e levators, and all restrooms s ha ll be stripp ed
and refinished every three (3) months. Hosing of the floor s h a ll not be permitted. County must be notified at least
five (5) days prior to schedule cleaning.
Furniture Fabric Cleaning
All non -uphol stered furniture shall be cleaned monthly. All upholstered furniture sha ll be s team - c leaned semi-
an nu a ll y as n eeded and requested by each individ ua l division . Furniture surfaces and legs shall be cleaned as
required. The fabric found on office partitions s h a ll be vacuumed bi-annually.
Deep Extraction Carpet Cleaning
A ll carpets sh all be clean ed twice (2) a year. A ll depa1tments must be notified at least five (5) days prior to
scheduled c leaning.
Scheduling, Employee Work Hours and Wages
The Manager shall be responsible for the scheduling of its employees to accomplish the tasks and c leaning
requirements specified in the Specified Tasks and Frequency Schedule at t h e times designated by the building-
c leaning schedules found in these specifications. Emp loyee sc hed ulin g shall be enough (7 days) to a ll ow for
comp liance w ith the Spec ified Tasks and frequency schedule as referenced above.
T h e Manager has the prerogative to increase the number of employees on the job to e nsure compli ance with the
contract specifications, at no cost to the County .
Evenin g start-time for the Manager personne l shall be at 5:00 pm, unless otherw ise arranged or designated. The
Manager's empl oyees shall not start earli er without the express consent from the Facility Manager and the
Manager's supervisory perso nn el. In the event of evening meetings being conducted in County fac ili ties, the
Manager s h all be respons ib le for proper cleaning prov id ed the meetings end by 9:00 pm. When meetings end afte r
9:00 pm, the Manager shall be responsible for cleaning the area the next morning, with no deduc ti o n made from
the Manager's invoice.
Recycling
Removal of recycling wi ll take place on service days. All facilities, not on the main government complex, must
have exterior recycling containers , as per County ordinance, for use by the janitorial staff or d ec ide to remove
recycling from the facility. Janitorial staff is not required to separate recycling out of trash / recycling containers
nor breakdown boxes prior to removal. All recyc li ng shall be placed in outside receptacle, loose, not in plastic bags.
Supplies and Equipment Specifications
It s h al l be und erstood and agreed that a ll services , materials and equipment shall comp ly fully w ith all Local, State
and Federal laws and regulations.
General Specifications
A ll eq uipment and supplies shall be Green Seal Certified, where applicable. A ny changes must be approved by the
Facil iti es Director o r his designee. Changes can be requested by the Facilities Director o r his designee. Pro of, by
invoice or packing slip, s h a ll be shown to Facility Manager that acceptab le s up p li es are provided. Through the use
of cleaning products and/ or chemicals, the Manager is representing to the County that it has the experience and
know led ge to prevent use of such supp li es / chemicals singul a rl y or in combination in such a manner to pose or
cause a risk or th reat of actu a l harm to the public, Manager's employees or the County's emp lo yees. Reference of
Green Seal Certified Products: https:// greenseal. org/ certified-products-serv ices.
Supplies
T h e fo ll owin g supp l ies s h a ll be provided by the Manager and installed in the proper locations, and s h a ll conform
to GREEN SEALCERTIFICATION: https :// greenseal. ore/certified-products-services:
a. Toi let tissue s ha ll be two-ply-GS-1
IT N #21-7898 ~
\C AO)
16.F.6.a
Packet Pg. 1241 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
b. Paper towels shall be multifold , center pull , roll, etc.-GS-1
c. Hand soap. GS-41
d . Trash liners-Black or white liners for trash and clear liners for recycling
e. Urinal floor screens
f. Toilet Seat Covers
g. Feminine Hygiene products-Guards# 147 or equivalent; Women's sanitary product
h. Hand Sanitizer for dispensers
i. Wax bags
j . Batteries for dispensers
Germicidal Cleaner
Germicidal cleaner shall be Green Seal Certified , if appropriate. The product shall not cause any surface
deterioration when used properly and shall not cause color to bleach or bleed. All containers shall be labeled with
the hazardous agent noted and necessary precautions indicated. Bleach may be used at approved locations.
All-Purpose Cleaner
T he cleaner shall be made from high quality s oaps, abrasives and disinfectant agents , uniformly mixed. It s h a ll not
cause colors to bleach or bleed. The all-purpose cleaner shall be Green Seal Certified, if appropr iate.
Stainless Steel Cleaner
Stainless Steel Cleaner shall be Green Seal Certified, if appropriate.
Bowl Cleaner
Bowl cleaner shall be chemically effective for removal of scale, film , plumbers sto ne or organic material. It shall
also clean and deodorize without damaging the finish or fittings.
The bowl cleaner shall be Green Seal Certified , if appropriate.
Glass Cleaner
Glass cleaner shal l be a blend of synthetic organic detergents , alcohols, solvents, and germicidal components; it
s hall not contain any perfume, ammonia or inorganic alkalis.
The glass cleaner shall be Green Seal Certifi ed , if appropriate.
Floor Finish, Sealer, and Stripper
All spec ification s for floor finishes , sealers, and strippers shal l conform to the manufacturer' s instructions. Floor
finish shall be completely waterproof within twelve (12) hours after application. Floor finish shall be non-
yellowing on the floor and should be milk white in the original container rather than tan. Floor finish shall be Green
Seal Certified, if appropriate.
Cleaning Equipment
All rotary machines used for buffing purposes shall be hi-speed machines. When dusting is required, micro-fiber
cloths and equipment shall be us ed. Feather dusting is not permitted. Micro-fiber mops shall be used to eliminate
the scattering of dust.
ITN #2 1-7898 0
16.F.6.a
Packet Pg. 1242 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit B
Performance Criteria
The Manager s hall provide the following s upporting docume ntation to s ub stantiate the following
activities for reimbursement:
Deliverable 1: Maintain staff and compensation per Exhibit C Manager's Compensation, Exhibit D
Operating Budget, Exhibit E Pro-Forma and Exhibit F Key Person nel and Fixed Payroll Compensation
and as outlined in the Facility Operations Manual. Progress and detail of thi s deliverable will be
evidenced by providing the County with a monthly payment record , including a direct depos it transaction
detail report for each employee receiving payment during the period.
Deliverable 2: Provide a monthly report of all receipts to s upport the expen ses being submitted for
reimbursement and a transaction detail rep ort.
Deliverable 3: Maintain and update a search engine optimized website and social media accounts that
highli g ht the Facility , Collier Co unty, and the Paradise Coast region . Each month the Manager will
provide an analytics report for th e period along with Deliverables I and 2.
Deliverable 4: Manager shall provide a monthly review of the Facility , including the events held at the
Facility during the monthly, a look ahead to the next quarter, and a profit and loss statement. This
profit and los s statement will calculate the monthly remittances to the County . This report will be
prepared and submitted monthl y to the County. The Manager shall present each quarterly report to the
Tourist Development Council at its next available meeting, or the earliest date thereafter at the
convenience of the Council's agenda.
Deliverable 5: Development and su bmi ss ion of a preliminary annual bud get for the following
fiscal year by May I st of each year for review for inclusion in the County budget process.
Deliverable 6: Submittal of an annual business plan for the Facility by October 31 after theclosing
of each fiscal year. The annual report s hall include a year-end rev iew of the concluding year and
goals, and also outline the bud get , and s trategy for the upcoming fiscal year. The annual business
plan will be pre sented to the Tourist Development Council and Board of County Commissioners at
the next available meeting.
!TN #21-7898 ~
f'.A__C)
16.F.6.a
Packet Pg. 1243 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit C
Manager's Compensation
During the Term of this Agreement, Man ager s h a ll receive compensation from the Owner according to the
fo llowing :
1. Deferred Incentive Fee. During the Term, Owner agrees to pay to Manager a Deferred Incentive
Fee based on the Net Operatin g Income (without any a llocati o n for debt, taxes, depreciation, amortization , capi ta l,
maintenance and utilitie s and repres ented as "Net Operating Income" on the attached Exh ibit C) of th e Faci lit y in
a ny given Operating Year once the Facility Net In come is positiv e . The split will be based on the following scale:
• For NOi between $0 -$1,000,000 NOi: 50% to Manager
• For NOi between $1,000,001 -$2,000,000 NOi: 40% to Manager
• For NOI greater than $2,000,000: 20% to Manager
Such calculations shall be made by Manager within thirty (30) days of the ending of each month and then,
following s ubmi ss ion to Owner of a clean invoice, paid to Manage r in accordance with Chapter 2 18, Fla. Stats.,
otherw ise known as the "Local Government Prompt Payment Act" w ith the intent by Owner, however, to pay
Manager as promptly as possible. If any month is a ne gative NO i , Manager w ill cred it the deficit amount back to
the Owner, so the Year-To-Date NO i payment performance equate to the cumulative percentages outlined above .
2. Corporate Services Fee. During the Term , Owner w ill not be responsib le for a ny of Manager's
corporate office service fee . Manager wi ll be responsible for covering all costs of its corporate support services
to the Facility. Manager wil l be reimbursed for its corporate travel for the benefit of t he Facility per policies attached
herein.
3. Payroll Compensation. During the Term Owner s h a ll pay to Manager the E mployment Costs
for a ll emp loyees at the Faci lity (co ll ective ly, the "Pa y roll Compensation"), in accordance with the time
proscribed in the Local Government Prompt Payment Act, however with the intent of Owner to pay Manager as
promptly as possible after receipt by Owner of a c lean invoice for such expen se . Manager will deliver to Owner a n
invoice for its actual Emp lo yment Costs no later than the 5th day of every month. For purposes of thi s Agreement,
the term "Employment Costs" shall mean the total salary and compensation for the Manager's E mpl oyees at the
Faci li ty plus any fringe benefits including hea lt h in s urance , etc.
ITN #2 1-7898 Q ~
16.F.6.a
Packet Pg. 1244 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
FY21-22 Estimated Revenue
Revenue
Rental Baseball/Softball Tournaments
Rental Multi-Purpose Field Tournaments
Outdoor Baseball/Softball
Outdoor Soccer
Outdoor Football
Outdoor Lacrosse
Outdoor Fie ld Rental
Concerts & Special Events
Parking
RV Parking
Adventure/Zip line
The Factory
Hotel Rebates
Food & Beverage
Photography
Merch andise
Sponsorships & Secondary Revenue
Total Revenue
Expenses
Rental Baseball/Softball Tournaments
Rental Multi-Purpose Field Tournaments
Outdoor Baseball/Softball
Outdoor Soccer
Outdoor Football
Outdoor Lacrosse
Outdoor Field Rental
Concerts & Special Events
Parking
Hotel Rebates
RV Parking
Exhibit D
Op e rating Budget
Year0
FY21-22
Year 0
FY21-22
$71,375
$92 ,999
$35,000
$6,000
$10,125
$5,900
$87,846
$25,000
$224,250
$0
$0
$35,000
$161,315
$366,712
$15,000
$75,540
$125 ,000
$1,337,062
$10,706
$13,950
$12,80 0
$2,040
$2,903
$1,822
$4,392
$16,250
$50,456
$0
$0
ITN#21-7898 @
'-...;..
16.F.6.a
Packet Pg. 1245 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Adventure/Zipline $0
The Factory $7,000
Food & Beverage $190,690
Photography $7,800
Merchandise $52,878
Sponsorships & Secondary Revenue $12,500
Total Cost of Goods Sold $386,187
Business Income $950,875
% of Revenue 71%
Facility Expenses $120,489
Operating Expense $156,705
Management Payroll $476,667
Payroll Taxes /Benefits/Bonus $135,764
Total Operating Expenses $889,625
Net Operating Income $61,249
Landscaping 140,000
Grounds & Maintenance -
Utilities -
EBITDA ($78,751)
ITN #21-7898
16.F.6.a
Packet Pg. 1246 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
T ota IR evenue &E xpenses
Revenue
Rental BasebalVSoftball Tournaments
Rental Multi-Purpose Field Tournaments
Outdoor Baseball/Softball
Outdoor Soccer
Outdoor Football
Outdoor Lacrosse
Outdoor Field Rental
Concerts & Special Events
Parking
RV Parking
Adventure/Zipline
The Factory
Hotel Rebates
Food & Beverage
Photography
Merchandise
Sponsorships & Secondary Revenue
Total Revenue
Expanses
Rental BasebalVSoftball Tournaments
Rental Multi-Purpose Field Tournaments
Outdoor Baseball/Softball
Outdoor Soccer
Outdoor Football
Outdoor Lacrosse
Outdoor Field Rental
Concerts & Special Events
Parking
Hotel Rebates
RV Parking
Adventure/Zipline
The Factory
Food & Beverage
Photography
Merchandise
Sponsorships & Secondary Revenue
Total Cost of Good& Sold
Business Income
% of Revenue
Facility Expenses
Operating Expense
Management Payroll
Pavroll Taxes/Benefits/Bonus
Total Operatina Emenses
Net Operating Income
Landsr.,mina, Grounds and Maintenance
EBITDA
Exhibit E -Pro Fonna
l11J SPORTS FACILITIES
r.1 COMPANIES
YearO Year1 Year2
FY21-22 FY22-23 FY23-24
$71 ,375 $347,709 $621,544
$92,999 $121 ,600 $188,800
$35,000 $86,000 $103,868
$6,000 $63,000 $75,333
$10,125 $28,375 $33,731
$5,900 $22,500 $28,906
$87,846 $111 ,320 $167,174
$25,000 $27,500 $30,250
$224,250 $362,250 $448,500
$0 $0 $0
$0 $0 $0
$35,000 $42,000 $44,100
$161,315 $218,168 $420,735
$366,712 $443,747 $1,296,486
$15,000 $133,650 $357,500
$75,54 0 $180,668 $362,385
$125,000 $150,000 $200 000
$1337062 $2 338 486 $4 379 311
Year0 Year 1 Year2
FY21-22 FY22-23 FY23-24
$10,706 $48,824 $86,566
$13,950 $18,240 $28,320
$12,800 $37,640 $45,460
$2,040 $21 ,090 $25,219
$2,903 $8,2 08 $9,757
$1,822 $7 ,425 $9,539
$4,392 $5,566 $8,359
$16,250 $17,875 $19,663
$50,456 $81,506 $100,913
$0 $0 $0
$0 $0 $0
$0 $0 $0
$7,000 $8,400 $8,820
$190,690 $230,7 48 $674,173
$7,800 $69,498 $185,900
$52,878 $126,467 $253,670
$12 500 $15,000 $20,000
$386187 $696 487 $1476357
$950875 $1642000 $2 902 955
71 % 70% 66%
$120,489 $239,556 $256,398
$156,705 $301 ,859 $336,493
$476,667 $657,000 $683,280
$135,764 $205,774 $288,857
$889625 $1 404188 $1 565 028
$61 249 $237 811 $1337927
140,000 294,000 308,700
1$78 751) ~-189) $1 029227
Year3 Year4 Year5
FY24-25 FY25-26 FY26-27
$726,229 $815,524 $845,332
$302,720 $323 ,840 $406 ,560
$132,280 $146,933 $163,654
$94,946 $104,893 $116,169
$42,253 $46,532 $51 ,363
$39,259 $44,920 $51 ,609
$189,408 $195,090 $210 ,990
$33,275 $36,603 $40,263
$621,000 $638,250 $741 ,750
$0 $0 $0
$0 $0 $0
$46,305 $48,620 $51,051
$713,125 $769,300 $861 ,700
$1,575,179 $1 ,702,753 $1 ,842,541
$480,000 $615,000 $680 ,000
$512,715 $587,655 $677,865
$250,000 $250,000 $300,000
$5 758 694 $6325 912 $7 040 848
Year3 Year4 Year5
FY24-25 FY25-26 FY26-27
$99,704 $110,533 $115,004
$45,408 $48,576 $60,984
$54,763 $60,829 $65,907
$30,699 $33,915 $36,929
$11,875 $13,078 $14,235
$12,955 $14,824 $17,031
$9,470 $9,754 $10,549
$21 ,629 $23,792 $26,171
$139,725 $143,606 $166,894
$0 $0 $0
$0 $0 $0
$0 $0 $0
$9,261 $9,724 $10,210
$819,093 $885,431 $958,121
$249,600 $319,800 $353,600
$358,901 $411,359 $474,506
$25,000 $25,000 $30,000
$1 888084 $2 110 222 $2 340 141
$3 870 610 $4 215 690 $4 700 706
67% 67% 67%
$262,863 $273,632 $282,1 33
$393,148 $418,354 $448,506
$710,611 $739,036 $768,597
$336 886 $358 935 $388 235
$1703509 $1789956 $1887471
$2167 101 $2425 734 $2 813 235
324,135 340,342 357,359
$1 842966 $2085393 $2455876
j DeferredMenagementlnoentiveFee $ 30,625 $ 118,906 $ 635,171 $ 933,420 $ 985,147 $ 1 ,062,647 l
Footnotes:
1. Projections based on estimated phase II opening February 2022 and phase Ill opening December 2022
2. Landscaping, grounds & maintenance revised based on quote provided to county. Phase II and phase Ill estimated from quote & to be updated annually.
16.F.6.a
Packet Pg. 1247 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exoense
Janitorial Expenses
Supplies
Turf Main tenance
Field Painlina/Strioino Suoo!ies and Labor
T01al Fac\lltv Exnenae
Fniense
Accounting Fees
Bank. Service Charges
Communications
Employee Uniforms
Marketing and Advertising
Insurance
Legal Fees
Licenses, Permits
Office Supplies
So ftware
Travel and Education
TOtal Ooeratlna .,_,m.ani 9s
M a naaeme nt Position
General Manager
Director ol Operations
Business Development & Events Director
TournamenVSports Coordinator
Local Programm ing / Sports Coordinator
Marl<eti ng Coordinator
Director of Food & Beverage/Retail
Food Service Coordinator
Retajl Coordinator
Finance Manager
Mmlnistratlve Suooort
Total Manaa•ment Pavroll
Exhibit E
Pro Forma
Facility Expenses
Notes Y e ar O
$22 ,549
$33,017
$42,387
$22,536
$120 489
Operating Expenses
Notes Year O
$8,300
$20 ,120
$16,600
$2.490
$88,781
$33 ,293
$8,300
$8 ,300
$4,150
$11,952
$14,525
t.158 705
Ye ar 1
S56,378
$36,551
$105,000
$41,627
$239 558
Yea r 1
$10,500
$43,770
S21,000
$3,150
$93,539
S70, 155
S10,500
$10,500
$5,250
$15,120
$18,3 75
f.301 859
Management Payroll Summary
Note s Y e ar 0 Year 1
Bonus Eligible $91 ,000 $109,200
Bonus Eligible $56,333 $67,600
Bonus Eligible $52 ,000 $62,400
Bonus Eligible $43,333 $52,000
Bonus Eligible $43,333 $52,000
Bonus El igible $39,000 $46,800
Bonus Eligible $56,333 $67,600
$39,000 $46,800
$45,000
Bonus Elig ible $56,333 $67,600
$40,000
$478 667 $657 000
Year 2 Veer 3 Year4 Year 5
$67,078 $70,018 S76 ,05B $79,861
$37,099 $37,655 $38,220 $38,794
$106,575 $108,174 $109,796 $111,4 4 3
$45,646 $47,016 $49,557 $52,035
$256 398 $262 883 $273 632 $282 133 I
I
Ye ar 2 Year 3 Year 4 Y ear 5 I
$10,658 $10,817 $10,980 $1 1 ,144
$83,586 $110,1 74 $121,518 $134,8 17
$21,315 $21 ,635 $21 ,959 $22,289
s, ,500 $1,523 $1,545 $1,569
S87,586 $115,174 S126,518 $140,817
$71,207 $72,275 $73,359 $74.460
S10,658 $10,8 17 $10,980 $11 ,144
$10,658 $10,817 $10,980 $11,144
S5,329 $5,409 $5,490 $5,572
$15,347 $15,577 $15,811 $16,048
$18,651 $18,930 $19,214 $19 ,503
S335 493 S393 148 $418 354 S448 508 I
Year 2 Year 3 Year 4 Y ear 5
$113,568 $118,111 S122,835 $127,749
$70 ,304 $73,116 $76,041 $79 ,0 82
$64,896 $67,492 $70,192 $72,999
$54 ,080 $56,243 $58,493 $60,83 3
$54,080 $56,243 $58.493 $60,833
$48,672 $50,619 $52,644 $54 ,74 9
$70,304 $73,116 $76,041 $79,082
$48,672 $50,619 $52,644 $54 ,749
$46,800 $48,672 $50,619 $52,644
$70,304 $73 ,11 6 $76,041 $79,082
$41,600 $43,264 $44,995 $46,794
$683 280 1710 611 1739 038 $768 597
ITN #2 1-7898
16.F.6.a
Packet Pg. 1248 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit F
Key Personnel and Fixed Payroll Compensation
Annual Payroll Compensation:
FY21-22 , FY22-23 FY23-24 FY24-25 FY25-26
$ $ $ $ $
General Manager $91,000 $109,200 $113 ,568 $118,111 $122,835
Director of Operatio $56,333 $67,600 $70,304 $73 ,116 $76,041
Business Developme
& Events Director $52,000 $62,400 $64,896 $67,492 $70,192
Tournament/Sport~
Coordinator $43,333 $52,000 $54,080 $56,243 $58,493
Sports Coordinator 2 $43,333 $52,000 $54,080 $56,243 $58,493
Marketing Coordinat $39,000 $46,800 $48,672 $50,619 $52,644
Director of
F&B/Retail $56,333 $67,600 $70,304 $73,116 $76,041
Food Service
Coordinator $39,000 $46,800 $48,672 $50,619 $52,644
Retail Coordinator $0 $45,000 $46,800 $48,672 $50,619
F inance Manager $56,333 $67,600 $70,304 $73,116 $76,041
Administrative
Support $0 $40,000 $41,600 $43,264 $44,995
Payroll Taxes/Benef $135,764 $205,774 $288,857 $336,886 $358,935
ITN #21-7898 Q
~
16.F.6.a
Packet Pg. 1249 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Position
Principals
Executives
Directors
Managers
Coordinator/ Analyst/Specialist
Administrative
Exhibit G
Manager's Hourly Rates
Salary
$125 per hour
$85 per hour
$55 per hour
$40 per hour
$25 per hour
$25 per hour
Benefits
$25 per hour
$15 per hour
$15 per hour
$10 per hour
$10 per hour
$10 per hour
*above rates su bject to 3% increase/cos t adjustment per year
Total
$150 per hour
$100 per hour
$70 per hour
$50 per hour
$35 per hour
$35 per hour
ITN #2 1-78 98 0
16.F.6.a
Packet Pg. 1250 Attachment: 21-7898 Sports Facilities Management, LLC_Contract (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
16.F.6.b
Packet Pg. 1251 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
2
TABLE OF CONTENTS
Cash Controls 3
Opening & Closing Checklists 10
Facility Rules 22
Tournaments 24
General Operations 34
Food & Beverage 40
Retail 54
Emergency 63
Forms 86
Purchasing 98
Hours & Rates 100
Event Booking 104
Appendix A – Hurricane Plan 118
Appendix B – Risk Management Plan 136
16.F.6.b
Packet Pg. 1252 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
3
CASH CONTROLS
OVERVIEW
This section identifies specific cash procedures that must be followed when dealing with cash at the Paradise Coast
Sports Complex (the “Facility”). Proper management and understanding of all cash handling operations are crucial
to the success of the Facility. The General Manager has the overall responsibility to ensure proper cash handling at
the Facility; however, each individual Manager and Team Member play an integral role in ensuring that the
Facility’s cash is handled with utmost care on every single transaction conducted within the Facility.
CASH HANDLING DO’S AND DON’TS
All Managers and Team Members handling cash must be properly trained before being allowed to handle cash
operations at the Facility. The General Manager has the responsibility to ensure that all Team Members, Managers
on Duty (MODs) and any other Authorized Managers handling cash are properly trained on cash handling
procedures and how they impact the Facility’s overall performance.
All Team Members handling cash, including MODs and Authorized Managers that oversee these Team Members,
must review the attached “Cashier Policy and Drawer Reconciliation Process” and sign the attached
acknowledgement. This signed acknowledgement must be retained in each Team Member’s personnel file serving as
a memorandum of understanding for cash handling as part of their overall job responsibility and acknowledgement
of expectations for their role.
o Cash must be counted in a designated and secure cash counting location within your Facility.
Designated counting areas will be identified by the General Manager and must always be in the
presence of security cameras. Established cash counting locations are crucial to protecting the interests
of the Facility, as well as protecting the Team Member, MODs and Authorized Managers that are
accepting responsibility for the cash banks and/or cash drops. These locations must be introduced to
each Team Member as part of their employee orientation.
o Whenever cash payments are received for services, a receipt for the payment must always be provided
to the customer at the time of payment. A point-of-sale receipt must be provided to the customer for
every sale conducted.
o The designated cash counting locations within the Facility AND all operating Point-of-Sale terminals
(POS), such as: the box office, ticket window registers and concessions registers that are accepting
cash must be visible to security cameras at all times.
Team Members accepting cash banks for a shift must always count their bank before starting their shift to ensure
they are accepting responsibility for a complete bank.
16.F.6.b
Packet Pg. 1253 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
4
Two-person cash counting policies are a primary expectation; however, in cases where another person is physically
unavailable due to Facility demands, all counting must take place in a secured location and in the presence of
security cameras in case verification of funds are necessary. As a secondary counter, a manager is always
preferable, however, a second team member is preferable to having only one person count.
o Two-person cash handling policies ensure the safeguarding of cash operations and also protect all
Team Members, MODs and Authorized Managers that are handling cash funds by dually documenting
and verifying the movement of cash funds.
o The MOD or an Authorized Manager – whenever physically available - must always be the second
person involved in cash counting, not another Team Member.
Team Members should be provided with a secure setting for accounting for any cash handled by them during their
shift. MODs or Authorized Managers are responsible for making sure all Team Members are accepting cash
banks in a designated location, where it is safe for them to verify the funds prior to being in the presence of
patrons.
SECURING CASH
Cash must always be secured and never left unattended. No Exceptions!! The following procedures must be adhered
to, at all times, by all Team Members, MODs and Authorized Managers that are responsible for handling cash.
MOD’s and Authorized Managers are responsible for ensuring these steps are followed by all Team Members at all
times:
Unattended registers must be locked at all times. A Team Member must log off and secure their register and
cash drawers whenever it is left unattended.
o Team Members are responsible for the cash in their drawers and will be responsible for any
discrepancies on collections made under his/her name.
Register keys must be held by a Manager at all times. Team Members must never have access to a register
key, nor should they ever be left in the register drawer where Team Members have access to them.
Additional cash banks, that are not in use for a shift, must always be securely stored in a locked safe at all
times until signed out by a Team Member starting a new shift.
Vending machines that accept cash, must be locked at all times and only emptied by an Authorized Manager in
the presence of a security camera.
Cash must never be left unattended in an office or left in an unlocked desk drawer.
16.F.6.b
Packet Pg. 1254 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
5
CASH DRAWER RECONCILIATION & DEPOSIT PROCEDURES
OVERVIEW
Depositing daily operational funds in a timely manner to a Facility’s bank account(s) is critically important to the
success of the Facility. Deposits typically consist of cash from the previous days’ business operations, excess vault
cash from larger events, sponsorship checks, advanced deposits, A/R balance payments, etc.
DEPOSIT SAFETY
Always exercise good judgement when bank runs are required. Larger deposits should always be handled with the
depositing Team Member’s safety in mind. The following guidelines should be considered when resources are
available:
o Use the Facility’s contracted courier if at all possible.
o Avoid going alone when you are depositing any sum of money, especially at night – buddy up with another
Team Member.
o Always exercise good judgement and always discuss any deposit plans with the General Manager to ensure
safety is always a top priority.
CASH DRAWER RESPONSIBILITIES
At the beginning and end of every individual shift, every Team Member responsible for a specific cash bank will be
required to perform certain tasks. The following steps should be done by the Team Member, with the Manager on
Duty (MOD) or other Authorized Manager (assigned by the General Manager) overseeing these tasks.
Shift Start
When a Team Member starts a shift, they will need to follow these steps:
o Clock in for the scheduled shift.
o Request and receive a cash bank for their register (this will be provided by the MOD or Authorized
Manager).
The cash bank must always be counted by the Team Member prior to starting a shift. Bank starting amounts will
be predetermined by the General Manager based on the specific financial needs of the Facility. The starting
amount in the bank should be counted and verified by the Team Member, and the MOD or Authorized Manager,
to ensure all cash handling counting policies are enforced.
16.F.6.b
Packet Pg. 1255 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
6
o The Team Member is accepting the bank with a specified amount of cash. After verifying the starting
amount with the MOD or Authorized Manager, they are accepting ownership and responsibility of all
funds until they drop all funds at the end of their shift.
o If there are cash discrepancies in a drawer prior to starting a new shift, the Team Member must
immediately report the discrepancy to the MOD or Authorized Manager to have it verified and corrected.
The Team Member has the right to reject the bank until it is made whole again.
The Team Member will report to their shift and secure their bank in the register drawer for the entirety of their
shift. All monetary exchanges between the customer and the team member representing the Facility must be
handled under a Facility security camera located in the point-of-sale area. Monetary transaction exchanges with
a customer must never take place outside of the point-of-sale areas for any reason.
Shift End
At the end of a shift, the Team Member must perform a series of tasks to complete their shift:
o Remove all funds from the drawer and place all contents into a zipped cash bag. Double check the
drawer to ensure all funds have been removed.
o Leave the empty cash drawer in the register with the drawer left slightly open. This helps to reduce
unnecessary break-ins to the register when the drawer is clearly accessible and empty.
o Print the shift journal or register closeout report for the individual shift (varies by system).
o Include this report in your bank bag – If your system allows the cashier reports access.
o The Team Member will then move to the designated and secure counting location assigned to them
within the Facility.
o Remember: bank bags and shift funds must always be counted in front of a security camera and never
in front of patrons for security reasons.
o The Team Member should review their shift journal/close out report (reporting capabilities available to
the cashier may vary based on the system(s) being utilized in the individual facilities).
o The Team Member must understand how to read the register reports and must be trained on the
Facility’s individual point of sale operations during orientation for their role.
o The Team Member will be able to determine the amount of revenue from their shift by deducting the
starting bank amount, originally accepted at the start of their shift, from the total cash reported on the
shift closeout report at the end of their shift. This will also help identify overages/shortages that may
have occurred during their shift once the actual cash/check amount is counted and verified.
16.F.6.b
Packet Pg. 1256 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
7
The cash in the bank bag is then separated into two piles, by the Team Member closing out the shift.
o First, the cash is counted down to the original starting bank amount and placed into a separate bank
bag. Cash should be counted with a MOD or Authorized Manager present; however, in instances where
a MOD or Authorized Manager may not be readily available, another team member should help count
the cash. In either case, all cash must be counted in front of a security camera for verification purposes.
The bank bag is replaced into the safe when the MOD or Authorized Manager is present or dropped into
the drop safe if a Manager is unavailable, so the funds always remain secured.
The Team Member should leave rolled change and smaller bills in the cash bank being returned
for a future shift. Correctly prepping bank bags for future shifts helps minimize currency
exchanges for the next Team Member receiving the bank.
Leave coins rolled until they are needed to make change. This process minimizes the risk of
human error while counting and makes shift changeover’s a more efficient process.
All remaining cash and checks, also known as the shift revenue, is counted and placed into a
cash envelope with the shift date, Team Member name, shift location, fund analysis by currency
and coin type and total amount of the shift revenue is identified on the front of the envelope. A
Facility may choose to use bank bags instead with a copy of the cash template detailing out the
cash totals.
The Team Member should verify that the shift revenues match their shift close out report totals, if
applicable.
Team Members must notate the total cash from all mid-shift drops that pertain to their shift
before counting the remaining cash or they will not balance. Currency types that made up the
mid-shift drop total may not be identifiable, since the envelope may no longer be accessible to
the Team Member, but the overall cash from these total drops must be noted on the final
envelope.
Any discrepancies between the shift close out report and the actual shift revenue cash counted
should be reported immediately to a Manager. A detailed explanation of the discrepancy should
be noted with final drop, so the Finance Manager has the details when they perform their
reconciliation process.
If the problem with the cash cannot be identified, the Finance Manager will try to identify the
issue when preparing the daily deposit.
The Team Member drops their cashier report envelope (or bank bags with a copy of the reporting template)
in the drop safe where the Finance Manager will retrieve it the next business day, verifies the cash count on
the front of the envelope and prepares the deposit slips accordingly.
RECONCILIATIONS & DEPOSIT PREPARATIONS
The Finance Manager at the Facility is responsible for preparing deposits for the Facility. The following procedure
should be followed by the Finance Manager daily:
o Collect the shift drops from the previous business day from the drop safe.
16.F.6.b
Packet Pg. 1257 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
8
Obtain and review the shift close out reports for each individual shift you are working on. The cashier report
envelope, combined with the shift close out report from the POS system, should provide the following details:
o Team Member’s name
o Shift date
o Shift location
o Starting shift bank amount
o Ending shift bank amount
o The amount of calculated cash and credit cards received during the shift.
o The amount of shift revenues to deposit (total shift sales, less starting bank amount provided and
returned).
o Identification of overages/shortages, depending on the system being used, and how they were handled
by the MOD or Authorized Manager that was on duty.
o Any notes regarding overages, shortages or cash discrepancies from the MOD, Authorized Manager or
Team Member.
o Copies of all signed credit card slips.
Count the total cash for each individual shift, using a calculator tape for support, and verify the total on the
individual shift close out report.
Sign and date each individual shift closeout report to show that cash/check funds have been verified and by
whom.
o Make sure the total shift deposit includes cash and checks received on the shift, if applicable.
o Circle the total deposit on the calculator tape for that individual shift, so it stands out and it is clear how
much cash is being added to the consolidated deposit pile.
o Place checks, cash and coin into like denomination/coin piles as the total for each shift is verified.
Place the shift closeout reports, with the calculator tape that was prepared to verify the counted cash, in a
separate pile – to be added up in the next step.
When all shifts have been individually reconciled and verified, add up all the circled totals from each individual
calculator tape slip on the closeout reports. This will be the total on the daily deposit slip.
Before preparing the deposit slip, verify or prepare the following:
o Band like currencies and roll change, where applicable.
o Re-verify all the cash as one lump sum using the cash counting machine (that was previously put into
denomination piles) as each shift verification was completed.
o Always make copies of all checks before depositing them. This level of detail is needed to ensure
the checks are posted to the proper A/R balances when the deposit is posted later into the Facility’s
financial system.
The shift closeout report(s) that support the total deposit being made for the day should be attached to a copy
of the deposit slip. Once deposited, the actual bank receipt should be attached to the top of the deposit.
The deposit should then be entered into the venue’s financial system, splitting up revenue streams accordingly.
Don’t forget this important step!!
o Make sure checks are posted to the proper A/R balances and customers. This is where the check copy
details are a necessity.
16.F.6.b
Packet Pg. 1258 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
9
o Make sure all shift revenues are split to the proper revenue stream.
Ex. Concessions F&B Revenues would be posted to Concessions F&B income accounts, while
FEC registers should be posted to FEC income accounts, noting sales tax liabilities accordingly.
The shift closeout report and/or cashier report envelope information ensures the Finance
Manager has the information necessary to post deposits to the proper revenue accounts.
The Finance Manager must then file all entered deposit backup, into a folder by month and year, in a file drawer
labeled Deposits. Each deposit should have all the required backup attached, prior to filing, so that audit trails
are clear and detailed and past deposits can be researched, if needed.
The filed deposit should always include the following:
o Original printed bank slip from the bank showing the deposit amount and deposit date into the bank
account.
o A carbon or photocopy of the handwritten deposit slip brought to the bank for deposit.
o All closeout reports that add up to the daily deposit total. This provides details of the deposit: individual
shift totals, Team Members that worked and departments with income on that deposit.
o Copies of all checks received, prior to depositing.
Additional deposits from the mail or other sources, such as the vault following larger events, should be managed
in a similar fashion. Checks received in the mail can be added to a daily deposit slip or can be prepared as its
own deposit slip; however, it is still important to make copies of the checks for entry purposes. Be sure to group
deposits in the financial system the same way they will appear on the bank statement.
Safe deposits may be necessary after large events have concluded. Once cash needs for larger events have been
met, the General Manager or Finance Manager should return excess funds to the bank for operating needs,
instead of holding the additional cash onsite. Only a minimum level of cash should be kept onsite and what is
needed to meet operating needs. All excess cash at the Facility should be deposited into the bank as soon as
possible after any event.
All the vault deposits/transactions should flow through the vault cash account in your financial system instead of
the operating cash accounts. The vault GL in your financial system should match your vault’s actual cash and
show the movement of cash in and out of the vault.
BANK DEPOSIT EXPECTATIONS
Deposits must be prepared daily by the Finance Manager and should follow the reconciliation guidelines
outlined above. This ensures that all reconciliations are done in a timely fashion, helps control cash flow and
allows the Finance Manager to identify issues with shifts or specific Team Members while the discrepancies are
still current. Daily bank runs are preferred but must be made no later than 2 business days. Deposit totals should
dictate the need for a bank run
16.F.6.b
Packet Pg. 1259 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
10
OPENING & CLOSING CHECKLISTS
TICKET OFFICE OPENING & CLOSING CHECKLIST
Opening
Date: Opening Team Member:
o Clean and dry all counter tops, inside and outside
o Clear all spider webs
o Fill all wristbands with correct color for day and event
o Extra Receipt tape
o Fill brochures
Notes:
Closing
Date: Closing Team Member:
o Clean off all counters
o Remove trash and replace bag
o Lock all windows
o Fill all wristbands with correct color for following day
o Fill brochures
Notes:
16.F.6.b
Packet Pg. 1260 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
11
FACILITY OPENING & CLOSING CHECKLIST
Opening
Date: Opening Team Member:
Prior to entering the Facility, drive around ground and check for open doors, unusual vehicles, pedestrians or
vandalism. If something unusual is noticed, immediately notify a manager or 911 and stay in your car.
o Check all alarm systems
o Signage displayed with proper information
o Snap frame has correct sign displayed (by Tournament Central/Welcome Center)
o Park building and benches clean and free of debris, cobwebs, etc.
o Ticket office outdoor counter clean
o Music playing
o Tills set at each location
o Tournament Central/Welcome Center prepped and ready
o Tournament Schedule/Sponsor information on TVs
o CTTA ready to open, product displayed, heat presses and lights on
o Retail ready to open, lights and TVs on
o Market/ F&B areas ready to open
o Promenade ready- rocking chairs, yard games, TVs, etc.
o Reserved Parking tent set up and staffed (if utilized for event)
o Service gate tent set up and staffed
o Officials Room unlocked, cleaned
o Officials cart at official’s lounge unlocked
o Team Member breakroom unlocked
o Attraction’s hours posted
o Confirm Attractions inspections are completed, binder filled out properly (before they open)
16.F.6.b
Packet Pg. 1261 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FACILITY OPENING & CLOSING CHECKLIST CONT’D
Closing
Date: Closing Team Member:
o Attraction(s) equipment stored and secure
o Attraction(s) secured
o Doors/gates locked
o Trash removed from all buildings/attraction areas
o Promenade cleaned up- chairs away, yard games put away, TVs off, lights under concessions
off, bathrooms checked
o Retail checklist completed, equipment and lights off, building secure
o Market checklist completed, equipment and lights off, building secure
o F&B locations checklists completed, lights and equipment off, building secure
o Snap frame flipped to CLOSED
o Speakers inside, charging
o Laptop charging
o Tills/deposits completed, and safe count form completed
o Ticket office windows locked
o Tournament Central/Welcome Center secure
o Sidewalks and thoroughfares swept and clean of debris
o Lights off in Facility
o Lights off in buildings
o All guests/ employees out of Facility
o Gate secured
o Notify manager of any areas of concern
o Set alarms if applicable
16.F.6.b
Packet Pg. 1262 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
13
FIELD OPENING & CLOSING CHECKLIST
Opening
Date: Opening Team Member:
o Turn lights on if needed (may need to adjust automated system)
o Ensure dug-outs/team bench areas are clean and free of debris
o Trash receptacles emptied and in place
o Field equipment and scoreboards ready for play
Notes:
Closing
Date: Closing Team Member:
o Check that all guests have left premises
o Remove all trash
o Secure trash receptacles and coolers
o Collect remaining guest items, follow lost and found procedures
o Prepare field for following day game play
o Check all Facility provided equipment for damage. Report any repairs needed to manager
immediately
o Turn off scoreboards
o Clean team player areas, spectator seating for following day game play
o Clear sidewalks and thoroughfares of debris
o Turn off field lights
o Lock all gates
16.F.6.b
Packet Pg. 1263 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
14
FOOD & BEVERAGE OPENING & CLOSING CHECKLIST
Opening
Date: Opening Team Member:
Notes:
o Turn on lights
o Refresh and login to all POS stations
o Check receipt paper in printers, refill if necessary
o Confirm till count in each register
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Sweep all floors
o Turn on all digital menu boards, inside and outside
o All POS merchandise is stocked, clean, and organiz
16.F.6.b
Packet Pg. 1264 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
15
Closing
Date: Closing Team Member:
o Turn off lights
o Check receipt paper in printers, refill if necessary
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Wipe down all food service equipment and back splashes
o Ensure all food products have been properly labeled, dated, and stored
o Wash and sanitize all dishes
o Sweep/Mop all floors
o Remove all trash
o Refer to cash handling procedures for closing out all POS stations
o Secure building
o Follow additional Facility closing procedures
Notes:
16.F.6.b
Packet Pg. 1265 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
16
RETAIL OPENING & CLOSING CHECKLIST
Opening
Date: Opening Team Member:
Notes:
o Clean and dry all counters
o Clean all windows inside and outside
o Clean all mirrors
o Floors swept including under racks
o Organize all apparel by gender/ style/ colors/ size
o Organize all other merchandise/ displayed neatly
o Make sure the shopping bag mount is full
o Place any racks outside and lock wheels
o Dust shelves
o Be aware of item of the day
o Turn on all TVs – inside and outside to sports channels
o Make sure hangers are kept neat throughout entire shift
o Clean and organize all areas of retail store
Closing
Date: Closing Team Member:
o Sweep carpet
o Sweep floors
o Clean and organize all counters- top and bottom
o Candy filled
o Clean and wipe down candy fixtures
o Clean Powder drop
o Have extra receipt tape on hand
o Make sure hangers are neat and organized
o Sweep/Mop as needed
o Pull in racks and leave wheels unlocked
o Organize all apparel by gender/ style/ color/ size
o Organize all other merchandise/ displayed neatly
o Remove all trash and replace the bags
o Turn off all TVs – inside and outside
Notes:
16.F.6.b
Packet Pg. 1266 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
17
Opening
Date: Opening Team Member:
o Turn on heat presses to correct temp –
o Goof proof 360, Stretch Litho 280
o Clean counters and keep free of clutter
o Sweep floors - including under shelves
o Organize all apparel by gender/ style/ color/ size
o Roll shirts in totes
o Organize other merchandise
o Make sure the shopping bag mount is full
o Display apparel
o Stock order forms and have working pens available
o Ensure pricing display is visible for guests
o Post hours
Notes:
Closing
Date: Closing Team Member:
o Clean counters - free of clutter and trash
o Turn off all heat presses and all other machines
o Stock extra receipt tape
o Pull in all displays
o Organize all apparel by gender/ style/ color/ size
o Neatly roll all shirts
o Sweep floor- including under shelves
o Remove trash and replace bags
o List any additional items needed
Notes:
TOURNAMENT APPAREL OPENING & CLOSING
CHECKLIST
16.F.6.b
Packet Pg. 1267 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
18
FIRST AID OPENING & CLOSING
Opening
Date: Opening Team Member:
o Clock in at Tournament Central/Welcome Center with Manager
o Retrieve First Aid/Medic Keys
o Open First Aid room
o Check to make sure ice is stocked
o Check AED for proper charge
o Ensure First Aid travel bag is stocked and ready for the day
o Ensure First Aid cart is clean and fully gassed/charged
Notes:
During Shift
o Check all medical products for expiration
o Inventory Check
Date: Closing Team Member:
o Ensure all incident/injury reports are filed appropriately and submit to General Manager
o Clean and organize the First Aid room
o Clean First Aid cart
o Dump any excess ice from cooler
o Remove trash and take to dumpster area
o Sanitize
o Secure room and return keys to Tournament Central/ Welcome Center
o Clock out for the day
Notes:
16.F.6.b
Packet Pg. 1268 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
19
RESERVED PARKING CHECKLIST
Opening
Date: Opening Team Member:
o Obtain key, unlock parking barricades located in the parking lot
o Store chain with barricades in parking lot
o Set up barricades (with secured weights)
o Distribute parking cones and A-frames (with secured weights) on drive leading up to
Reserved Parking
■ Make sure arrows are pointing in the right direction
o Set up parking attendant’s tent on right side of the drive into the parking lot (with
secured weights, attach sides if appropriate)
o Ensure Reserved Parking station is clean
o Obtain parking clipboard from MOD
■ Start-up cash in money apron
■ Mobile POS charged and ready
■ Parking Passes w/ proper expiration date
Notes:
Closing
Date: Closing Team Member:
o Tear down parking lots, place weights, cones and A-frames inside on
barricades to designated area
o Chain all barricades, cones, and A-frames together through openings
o Lock and return key to MOD
o Collect clipboard from staff member
o Verify remaining parking spaces match remaining tags
o Deposit start-up cash and sales cash into petty cash drawer
Notes:
16.F.6.b
Packet Pg. 1269 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
20
RESERVED PARKING CONT’D
Once Reserved Parking is logged and ready to go for start of event:
o Parking Attendants take parking bin and parking clipboard out to event parking area
■ Weather permitting, parking jackets are available in Safe room
■ The Parking Bin and Clipboard will be located in Tournament Central/Welcome Center
o Set-up barriers in designated areas to create the Reserved Parking zone
o Set-up white cones and directional A-frame signage leading from Facility entrance towards the
Reserved Parking area
o Parking will open 30 minutes prior to gates open, arrival time for employees is 15 minutes prior to
parking open
Operating Reserved Parking
o When a guest arrives, ask them for their name to verify their order
■ If their name is on the list, give the guest their parking tag and direct them to place parking tag
on rear view mirror, and to Facility in the reserved lot
■ If they are not on the list, request proof of purchase. When verifying proof of purchase, make
sure guest purchased parking for the correct event
■ If purchased for correct event, and they are not on the list, add guests name to list, and
give them their parking tag, and direct them to Facility in reserved lot
■ If guest purchased for wrong event, verify the amount paid matched the current event’s
price, allow to Facility in reserved lot after adding to the list and receiving a parking
pass
• Report to manager on duty
■ If guest purchased wrong event, and the price is incorrect, seek manager assistance
o During shift, walk reserved parking lot, and make sure tags are hanging on rear view mirror
o If a vehicle is in reserved parking lot, and does not have a tag, report to manager on duty
o If reserved lot is sold out, direct vehicles to free lot
At the Conclusion of Day:
o If there are unclaimed or unsold parking tags, return them to the parking bin
■ Return all parking cash directly to manager on duty
■ If there are no remaining tags to be claimed or purchased, parking clipboard pack and bin can
stay inside for the remainder of the event, individuals need only check-in once
Remainder of event:
o Set-up parking tent, cones, and barriers
o Retrieve parking bin, parking wands, and if necessary, starting cash, cash aprons, and clipboard
■ If there are parking spaces still available, unsold, and unclaimed tags will need to be taken to
the parking check-in for the remainder of the event. This will happen until all spots are sold. The
same parking list will then be left in the clipboard so that the same in-person procedures can
take place throughout the event
■ Starting cash will need to be balanced at the end of the evening and prepped for the
next day
o Guests do not need to check-in twice. If their tag is displayed in their window, wave them through
16.F.6.b
Packet Pg. 1270 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
21
■ If you cannot see tag, please ask them to present it before entering, then ask them to clearly
display it in their vehicle throughout the day
■ If they do not have a pass and Reserved Parking is full, direct them to the free parking
o Parking attendant will make occasional trips around the lot to ensure parking tags are displayed in
window areas
PHONE ANSWERING
As this may be the first contact the caller has with Paradise Coast Sports Complex, it is important to make a
positive and professional first impression.
Key points to keep in mind as you answer the phone:
o This is a touch point for our company and our brand
o Always answer with a smile, kind tone, and remain courteous at all times
o Always answer any work-related phone call on your cell phone with the same professionalism
SCRIPT FOR ANSWERING PHONES
Answering phone call at Paradise Coast Sports Complex
o “Good morning/afternoon, this is _insert name with Paradise Coast Sports Complex. How may I
help you?
Answering work related phone call on your cell phone
o Hello, this is , how may I help you?
16.F.6.b
Packet Pg. 1271 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
22
FACILITY RULES
Paradise Coast Sports Complex rules are established and enforced to help ensure guest safety while
participating in events at our Facility. It is each Team Member’s responsibility to help enforce the rules and
address any violations appropriately and immediately. Paradise Coast Sports Complex reserves the right to
refuse service to any participant and/or spectator who violates any policy, procedure or engages in any verbal
and/or physical abuse of the Facility or its Team Members.
UNAUTHORIZED FACILITY USERS WILL BE ASKED TO LEAVE.
OUTSIDE FOOD & BEVERAGE
o No unauthorized outside food or beverage is allowed on property at Paradise Coast Sports
Complex. Approved single bottles of water and sports drinks for athletes are acceptable.
o No gum, sunflower seeds or shelled nuts allowed in the Facility.
PET POLICY
Pets are allowed on property of Paradise Coast Sports Complex, with the exception of the sports fields.
TOBACCO POLICY
Smoking, chewing tobacco, and other tobacco products, including e-cigarettes, are allowed ONLY in
designated smoking areas, outside of the Facility/complex.
CONDUCT POLICY
Disorderly conduct and physical/verbal assault will not be tolerated. Players, coaches or fans in violation
of this policy will be ejected for the remainder of the event.
ATTIRE
o Proper attire is required at all times.
o Footwear is always required.
o Anyone with inappropriate or explicit clothing will be asked to leave the premises.
o No metal spikes are permitted within the complex. Tennis shoes, turf shoes, and rubber cleats are
acceptable.
16.F.6.b
Packet Pg. 1272 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
23
FACILITY POLICIES
o No littering. Please clean up after yourself.
o No portable heaters will be allowed in the complex.
o No folding chairs, pop-up tents, or any type of outdoor furniture permitted on the synthetic turf fields
unless deemed appropriate by complex staff. All approved equipment must have rubber tips or feet, mat
protectors must be placed between the feet and synthetic surface, and each must have the appropriate
weights to secure items. Stakes are NOT allowed.
o No person shall engage in the sale of merchandise or operate any concessions or engage in
commercial activity without prior written approval of Paradise Coast management.
o Specific permission from Paradise Coast management is required prior to posting any signs or
decorations.
o No skateboards, roller blades, roller skates, roller shoes, scooters, etc.
o Loudspeakers or artificial noisemakers are prohibited unless prior consent is given.
o Private vehicles are prohibited on turf surfaces, sidewalks, service driveways, drop off zones and
emergency zones. Any vehicle found in an unauthorized parking area or one that impedes the
appropriate parking of others will be ticketed and towed at owner’s expense.
o Overnight parking is prohibited including RV’s and campers.
o Grills or cookers are prohibited within the complex property, including the parking areas.
o No Flip Drills/Soft Toss against complex fencing
o No Outside solicitations will be allowed. Only complex sponsors will be allowed to distribute or circulate
commercial advertisements at the complex. This includes the parking lots as well.
o No fireworks or any open flame.
o No unauthorized use of model planes, rockets, or recreational/professional drones.
o Park may be closed at any time due to safety related concerns.
16.F.6.b
Packet Pg. 1273 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
24
TOURNAMENTS
MANAGER’S TOURNAMENT CHECKLIST
To ensure coordinators collect all the necessary information for a smooth team check-in
prior to the tournament, please refer to the Manager’s Checklist below (FOR PARADISE
COAST OWNED TOURNAMENT EVENTS – NOT THIRD PARTY)
MANAGER’S CHECKLIST
o Tournament Payment
o Hotel booking (if non-local)
o Team Roster
o Insurance Certificate with 3 entities listed as “Additional Insured”, NOT NAMED INSURED
■ Collier County Board of County Commissioners
■ PARA SFM, LLC
■ Sports Facilities Management, LLC Parental Waiver through Facility designated process
o Coaches are required to have player Birth Certificates on site during tournament
16.F.6.b
Packet Pg. 1274 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
25
RELEASE OF LIABILITY, WAIVER OF CLAIMS AND
INDEMNIFICATION AGREEMENT
Notice – By signing this document you may be waiving certain legal rights, including the right to sue.
In consideration of being allowed to use the facilities and participate in programs, events and activities (the “Programs”) at Paradise
Coast Sports Complex (the “Facility”), the Participant, and the Participant’s parent(s) or legal guardian(s) if the Participant is a
minor, do hereby agree, to the fullest extent permitted by law, as follows:
1) TO WAIVE ALL CLAIMS that they have or may have against Collier County, Florida, a political subdivision of the State of Florida,
PARA SFM, LLC, and Sports Facilities Management, LLC arising out of the Participant’s participation in the Programs or the use of any fixed
or movable goals, balls, chairs, or other goods used to participate in the Programs (the “Equipment”) provided by the Facility. The Participant
and his/her parent(s) or legal guardian(s) specifically understand that they are releasing any and all claims that arise or may arise from any
negligent acts or conduct of Collier County, Florida, a political subdivision of the State of Florida, PARA SFM, LLC, and Sports Facilities
Management, LLC and their owners, affiliates, operators, employees, agents, and officers, to the fullest extent permitted by law. However, nothing
in this Agreement shall be construed as a release for conduct that is found to constitute gross negligence or intentional conduct.
2) TO ASSUME ALL RISKS of participating in the Programs and using the Equipment, even those caused by the negligent acts or conduct
of Collier County, Florida, a political subdivision of the State of Florida, PARA SFM, LLC, and Sports Facilities Management, LLC and their
owners, affiliates, operators, employees, agents, and officers. The Participant and his/her parent(s) or legal guardian(s) understand that there are
inherent risks of participating in the Programs and using the Equipment, which may be both foreseen and unforeseen and include serious physical
injury and death;
3) TO RELEASE Collier County, Florida, a political subdivision of the State of Florida, PARA SFM, LLC, and Sports Facilities
Management, LLC and their owners, affiliates, operators, employees, agents, and officers from all liability for any loss, damage, injury, death, or
expense that the Participant (or his/her next of kin) may suffer, arising out of his/her participation in the Programs and use of the Equipment; and
4) TO INDEMNIFY Collier County, Florida, a political subdivision of the State of Florida, PARA SFM, LLC. and Sports Facilities
Management, LLC and their owners, affiliates, operators, employees, agents, and/or officers, from all liability for any loss, damage, injury, death,
or expense that the Participant (or his/her next of kin) may suffer, arising out of participation in Programs and use of the Equipment.
The Participant understands that his/her participation in the Programs is voluntary and further understands that he/she has the
opportunity to inspect the Facility before any participation.
The Participant understands that he/she is obligated to follow the rules of the Programs and that he/she can minimize his/her risk of
injury through the exercise of common sense and by being aware of his/her surroundings.
If, while participating in the Programs, the Participant observes any unusual hazard, which he/she believes jeopardizes his/her personal
safety or that of others, he/she will remove himself/herself from participation in the Programs and immediately bring said hazard to the
attention of the Facility.
To the extent that any portion of this Agreement is deemed to be invalid under the law of the state of Florida, the remaining portions of the
Agreement shall remain binding and available for use by the Facility and its counsel in any proceeding.
I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I MAY BE
WAIVING CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE.
Parents or Guardians must also sign if the Participant is UNDER 18.
Participant’s Signature:_______________________ Date:______________________
Parent/Guardian Signature:____________________ Date:______________________
16.F.6.b
Packet Pg. 1275 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
26
FILLER-ADD TEAM SOP
Filler/Add teams for tournaments when the need arise to replace or fill a bracket for competitive and/or
tournament experience
Sports Coordinator
When the need arises to fill/add teams for scheduled tournament:
o A team drops out of tournament after paying their deposit which is forfeited
o At a predetermined date (outlines based on seasonality) the need exists to fill a bracket to
create competitive balance
Filler/ Add Team Action Steps
If a team drops out and does not receive a refund of their deposit
o Utilize the wait list teams first
■ They are offered to play at full price
• Can offer tournament at discounted price (no deposit)
• Partner with Sales team or GM about other solutions
o Fill with a local team at a price that covers game costs
O Example: Baseball (Officials, Awards and Balls) at a cost of $250.00
Give all filler/add teams opportunity
o If a team accepts to fill in, they will move to the bottom of the list for the next time the opportunity arises
o A younger team may play up an age division if they wish to. An older team, may not play down
an age division
Filler/ Add Team Action Steps
If we need teams to balance a bracket
o At predetermined date (2, 3 or 4 weeks out), or at the direction of the Sales team or GM, staff
will reach out to the network of local* coaches o Fill with a local team at a price that covers game costs
*Local is considered within a 60-mile radius- or those who would not need hotels*
16.F.6.b
Packet Pg. 1276 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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To ensure team coordinators are consistent with phone calls to coaches regarding their registration and team
manager’s checklist
Coordinator
o Reach out to teams when missing items on the manager’s check list
o Create list of missing items on manager’s check list
o Verify teams have secured their lodging through Facility/event hotel booking partner
Phone Call Script
o Initial Call- Leave a Message
Hello, this is with Paradise Coast Sports Complex.
I am following up on your registration for the with us this season.
I want to make sure your planning and preparation goes smoothly. Feel free to give me a
call back at ext. at your
convenience and we can go over everything. Thanks for your time, and we look forward
to hosting your team this season!
o Initial Call- Speaking with Coach
Hello, this is with Paradise Coast Sport Complex.
I am following up on your registration for the with us this season.
I want to make sure your planning and preparation goes smoothly. There are a few
pieces we need to complete your managers checklist before arriving at Paradise Coast
Sports Complex. The documents we need are ______, ______, and_ .
■ Explain any documents they have questions regarding
■ If they have not booked hotels, speak about booking with Facility/event hotel booking
partner before rooms sell out
If you have any other questions, please feel free to give us a call. Thank
you for your time, we look forward to hosting your team this season.
Missing Items on Manager’s Check List
o Be familiar with the manager’s check list that needs to be submitted before teams arrive
o Have list created before initial call so team can be notified in one phone call
■ Tournament Payment
■ Hotel booking (if non-local)
■ Team Roster
o Insurance Certificate with three entities listed as “Additional Insured”, NOT NAMED INSURED
■ Collier County Board of County Commissioners
■ PARA SFM, LLC
■ Sports Facilities Management, LLC
o Parental Waiver through Facility specific online program
PHONE SCRIPT FOR TOURNAMENT
REGISTRATION ASSISTANCE
16.F.6.b
Packet Pg. 1277 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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CAMPAIGN MONITOR
Paradise Coast Sports Complex utilizes Campaign Monitor to distribute mass emails. Please utilize the
following instructions for compiling the emails for Paradise Sports Complex owned events.
Designated Tournament Coordinators
o Every Thursday, email blasts will be sent out to parents
o Coordinators will download appropriate data Parental Waiver through Facility specific online program
and create/edit Lists in Campaign Monitor
o Existing templates will be utilized to send email blasts
o Edit templates based on tournament details
All Coordinators
o Understand how to download data from Parental Waiver through Facility specific online program
and create/edit Lists in Campaign Monitor
o Understand how to edit and use existing templates in Campaign Monitor to send weekly emails
o Send email blasts if Designated Paradise Coast Coordinator are unavailable
Email blasts to parents will be sent on Thursdays. Emails are sent out 4 weeks, 3 weeks, 2 weeks, 1
week in advance and week of or the Facility Rules and thank you email on Thursdays. Dates should
be pre-determined and noted in calendars.
4 Weeks out Email
o This is the first email blast parents will receive
3 Weeks out Email
o This is the second email blast parents will receive
o Tournament Logo needs to be included according to the tournament being advertised
o Tournament pre-sale deadline will need adjusted
■ Check the Email Blast Calendar to see pre-determined deadline
■ Include the tournament logo
■ Enter in the correct deadline
2 Weeks out Email
This is the third email blast parents will receive
o Tournament pre-sale deadline will need adjusted
■ Check the Email Blast Calendar to see pre-determined deadline
■ Include Tournament Apparel information
■ Enter in the correct deadline
1 Week out Email
o This is the fourth email blast parents will receive
o Include last minute tournament information and schedule link
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Packet Pg. 1278 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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Two Days before Event (Code of Conduct)
o This is the fifth email blast parents will receive
o Include tournament times and schedule
Thank You Email
o This is the final email parents will receive
o Tournament Logo needs to be changed according to the tournament being advertised
One list will be created for each tournament (4 weeks out email blasts)
o Using Parental Waiver through Facility specific online program, download all parental waivers
o Prepare email list by utilizing registration information
o Read through the list and make appropriate changes (corrections if needed)
o Upload email information to Campaign Monitor
Lists that are already created will have contacts added each week
Sending Email Blasts
After updating Lists, select the appropriate template
o Make sure template has been edited to the appropriate information
o Send a test email to General Manager and yourself
o After approval, send email blast
16.F.6.b
Packet Pg. 1279 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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INCLEMENT WEATHER POLICY
Paradise Coast Sports Complex is committed to keeping all athletes, guests, and staff safe, including from
the dangers of weather and environment. It is important to know the harms, risks, and appropriate ways to
react to a weather emergency or situation. Knowing when to seek shelter and recognizing potential weather
hazard is essential. The following are the policies and procedures that should be followed in the event of
inclement weather.
All Staff
In event of emergency, dial 911 from any landline, or 911 from a cell phone
• Some phones require you to dial “9” then phone number. Ex: 9-911
• Explain what is happening, and the location
o Local Police 239-455-3121
o Local Fire Department 239-793-3332
o Electric Company – Florida Power and Light 239-262-1322
o Gas Company – Teco Gas 239-690-5508
General Manager
o The General Manager must maintain a current Park Emergency Contact List
o Retain one copy in a secure Location in the General Manager’s Office
o Manager’s and Team Leads should also have Emergency contact list
Emergency Preparedness
o The General Manager is responsible for the implementation and training of Facility specific
emergency procedures
o All team members must be thoroughly familiar with all emergency procedures
o The Manager on Duty will act as the Facility’s point of contact in the event of a disaster
• They are responsible for all decisions relating to guest and employee safety
• They must always know to follow proper contact procedures
o Paradise Coast Sport Complex must perform regular emergency evacuation training
Exit Locations/ Park Map
Identify from Park Map
o Emergency Exits
o Emergency Evacuations Assembly Area
Safe Shelter Area
o Safe shelters inside the Facility where team members and guest should congregate in case of an
emergency should be identified
o Safe shelters should be located away from glass, mirrors, and heavy objects which could fall, or move
the objects to the floor
o The area should be concrete reinforced if possible, or at least sheltered by ceiling and walls
16.F.6.b
Packet Pg. 1280 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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INCLEMENT WEATHER POLICY CONT’D
Safe Shelter for Lightning
o Guests should evacuate to cars
o In the event of a camp or case cars are not on site, guests are to go to nearest building
o Restrooms, Retail buildings, Maintenance building, or Tournament Central/ Welcome Center
Assembly Area
o Designate an Assembly Area outside the Facility, at least 500 feet away
o This is where all Team Members should meet following an emergency
Evacuation
o Announce evacuation directions using the overhead PA system
“Attention guests. We have received notification requiring us to evacuate the Facility. Please
leave the Facility immediately, moving in a calm, orderly fashion to the neatest Facility exit. We
appreciate your understanding and cooperation.” Include additional information deemed necessary
for guests.
o Establish that the Facility has been cleared of all team members and guests
o If no threat to safety, secure cash registers/ POS locations and lock buildings and gates
o Manager on Duty should take the following items upon exit:
■ Team Member contact information
■ Team Member schedules
■ Emergency Procedures & First-Aid Kit
o Account for all Team Members at Tournament Central/ Welcome Center and/or at maintenance building
o Provide first-aid for any injured team members or guests
o Assign a manager or lead to ensure no unauthorized re-entry into the Facility
o Refer any media requests to awhittaker@sportsfacilities.com
o Maintain clear access to the Facility for emergency responders
o Communicate situation status to SFM Home Office Leadership and General Manager if not on site
Advance Preparation
o Understand the types of disasters for which your Facility is vulnerable
o Know which team members on staff are trained in basic first-aid, CPR, AED and fire extinguisher use
o Prepare a pocket phone list of all Park Managers, Account Executive, local first responders and
utility numbers and have updated in Emergency Manual
o Prepare and maintain an emergency contact list of all team members phone numbers that is
accessible inside and outside the Facility location
o Monitor to be aware if a weather emergency has occurred
■ When signal sounds, listen for severe weather alerts and instructions
■ Have backup batteries for flashlights
■ Have airhorn
o Maintain a fully stocked First Aid and Blood Borne Pathogens kit
o Ensure all managers know the location and operation of ventilation, gas, water, electric, and sprinkler
systems
16.F.6.b
Packet Pg. 1281 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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INCLEMENT WEATHER POLICY CONT’D
o All managers should understand what types and how to operate electrical equipment in the Facility-
power doors, electric overhead doors, light systems
o Fire extinguishers are provided but not intended for team members use unless the team member is
trained on proper operation and the hazards involved in fighting a fire
o All managers must know the location of all the fire extinguishers
■ Hourly Team Members should know location of two closest fire extinguishers near their
work area
o Managers must inspect fire extinguishers quarterly and ensure they are tested annually by the
contracted service
o Managers must test manual operation if power is out
o Ensure flashlights are working and available in each building
Notification
The Manager on Duty will immediately notify the following people (as conditions permit) when any emergency
occurred or weather impacts Facility operations:
o Notify the General Manager:
■ An emergency affecting Facility operations for an extended period of time is suspected
or discovered
■ Expected hazardous conditions threaten the ability for team members and guests to travel
o Notify Team Members after an emergency when:
■ Conditions permitting, attempt to contact all team members scheduled to work to inform
them of the Facility closure status
o Notify Guests after an emergency when:
■ Conditions permitting, post signs at each entrance indicating Facility closure status
When there is high value property damage caused by weather, fire, or other destructive forces to buildings,
fixtures, and/or inventory, the Manager on Duty must immediately notify local emergency services, the
General Manager and the Account Executive.
o After the police department has completed a written report and with approval from Account
Executive, take necessary measures to secure the Facility, assets and inventory from further
damage. This may include:
■ Removing inventory from the building and securing it in off-site storage
■ Contacting the proper authorities or outside vendors for assistance with clean up and
damage control
■ Photographing all damage for insurance purposes
■ Maintaining accurate records of all expenses necessary to protect the property
■ Identifying and separating damaged goods
■ Cooperating with designated insurance carriers to investigate claims
■ Diverting all public relations issues to awhittaker@sportsfacilities.com
■ Partner with the Manager for emergency recovery and clean up services
16.F.6.b
Packet Pg. 1282 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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TOURNAMENT OPERATIONS
CLEATS
Players may wear sneakers, turf shoes, or rubber/molded cleats, but metal cleats are NOT allowed in the complex,
(including that they are not allowed on the turf fields.)
POST TOURNAMENT REPORTING
After each completed tournament, there are several close-out steps that need to be taken immediately.
Paradise Coast Sports Complex owned Tournament (No Partner Organizations)
1) Complete the event recap
2) Complete the umpire or referee settlement
3) Send out the post-tournament email to attendees one day after the tournament
Partner Tournament
1) Complete the event recap
2) Complete the umpire or referee settlement
3) Complete the settlement report worksheet/invoice
4) Send the post tournament email to attendees one day after the tournament (if emails are accessible)
16.F.6.b
Packet Pg. 1283 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
34
GENERAL OPERATIONS
DEPOSIT/SPONSORSHIP/PAYMENT
To ensure proper reporting and accountability for payments received for business transactions
Full-time Staff
o Follow procedure for completing transactions
o Follow proper steps to complete processes
General Manager
o Ensure all full-time staff is trained on this process
o Hold accountable to any variances
All Payments received at Facility are to be captured in the POS system
o Payments made in Facility may include but are not limited to:
■ Sponsorship Payments
■ Hotel Commissions
■ Vendor Commissions
■ Tournament Deposits
■ Game Cost Refunds
■ Any other payment received against any invoice
o Process
■ Ring a transaction on the POS
■ Complete the transaction per policy
■ Staple the receipt to any received paperwork, copy of agreements, check stub
■ Paperwork is to be kept with daily sales records filings
■ Balance till per policy
■ Deposit payment per policy
Completing the Transaction
o Tournament Deposits
■ Record payment properly in Registration Platform
■ File any paperwork
o Sponsorship Payments
■ Scan all paperwork and email to:
GM, Regional Manager, Business Development, Accounting
o Hotel Commissions
■ Scan all paperwork and email to:
GM, Regional Manager, Accounting
16.F.6.b
Packet Pg. 1284 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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o All Other Commissions, Game Cost Refunds or Rebates
■ Scan all paperwork and email to:
GM, Regional Manager, Accounting
PAYABLE VENDOR INVOICE CREATION PROCESS
To ensure proper reporting and accountability for payments received for business transactions.
General Manager
o Collect Invoices to be paid by business unit and submit and code in a timely manner
o Accountable to accuracy and proper coding
o Submitted weekly via mail to directed method of delivery
All Invoices to be paid by business unit
o All invoices are to be hard copy
o All invoices are to be approved in the following format
■ Approval Signature
• (General Manager, FM, Corp Staff)
■ Business Unit
• (Park Location)
■ Date
■ Chart of Accounts number
• (Refer to current Chart of Accounts)
Retain copy for your recorder
o Scan to Drop Box
o File In Facility financials folder by year
VENDOR INVOICE CREATION PROCESS
To ensure proper reporting and accountability for payments received at the Facility for business transactions
Finance Manager
o Ensure proper staff is trained to create invoices in a timely manner
o Accountable to accuracy and proper coding
o Submitted as needed, within 48 hours post event, or in advance if possible
■ Complete Form including all required fields
■ Choose correct business unit
■ Enter Invoice date
■ Enter amount
■ Enter and terms
(if none type NA)
16.F.6.b
Packet Pg. 1285 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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■ Choose Net
(when due)
■ Select proper account code
If other type correct chart of accounts code
■ Notes
(Include any important notes including any breakdown that may support the total
16.F.6.b
Packet Pg. 1286 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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LOST AND FOUND POLICY
Staff
Turn in lost items to a manager or coordinator at Tournament Central/Welcome Center
Coordinator or Manager
o Lost items with unknown owner need to be placed in appropriate area based on value of items
o For items over $20 value fill out Lost and Found Log to ensure items are documented
o Notify coordinator or manager who is in Tournament Central/Welcome Center
o For items less than $20 value (unless cash) store in Tournament Central /Welcome Center in a tote for
the duration of the tournament
Handling Lost and Found Items
Occasionally an item is found in the Facility that was lost. These items include, but are not limited to:
handbags, wallets, cash cell phones, sporting goods, etc. Sometimes the owner of the lost item is
determined and the item is returned. When the owner of the item is not determined, Team Members should
follow this process:
Found Items valued less than $20 (unless cash)
o Give the item to the area supervisor or full-time staff on duty
o The supervisor or full-time staff is to then put the item in the Lost and Found storage bin in Tournament
Central/ Welcome Center
o If able to determine owner
o The supervisor or full-time staff is to notify the owner of the recovered property immediately
o If unable to determine owner
o Place the property in the Lost and Found storage bin in Tournament Central/Welcome Center
o If item is not claimed after 30 days, the item can be turned over to the finder or donated to a
local organization at the discretion of the general manager
Found items valued more than $20
o Give the item to the area supervisor or full-time staff on duty
o The supervisor or full-time staff is to then list the item on the “Lost and Found” log. Include date and
location where item was found, and who found the item, as well as who secured the item.
o When claimed, the owner must show ID, and the owner’s name will be recorded in the log.
o Items valued more than $20 will be kept in the Box Office.
o If able to determine owner
■ The supervisor or full-time staff is to notify the owner of the recovered property immediately
o If unable to determine owner
■ Place the property in the safe for ten days. If an item is too large to fit in the safe, area
supervisor or full-time staff who receives the item must place the property in the
locked storage bin until the item is returned to the owner
■ If the item is not claimed by the owner within ten days, the item will be turned over to the local
police.
16.F.6.b
Packet Pg. 1287 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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LOST AND FOUND POLICY CONT’D
Exception
o Credit cards must be handled as described on the card itself
o Licenses and ID Cards should be sent via certified mail to the name and address printed on the ID card
after attempts have been made to contact the individual
Any member of management can return a lost item to the owner when they arrive to claim their property
General Manager is responsible for keeping all lost and found items current and handling the final disposition
of the unclaimed property.
Failure to follow lost and found procedures may result in disciplinary action up to and including termination
USE OF COLLIER COUNTY VEHICLES
Team Members must follow this process in order to operate a vehicle owned by Collier County on
public roads:
• Fulltime Facility Team Members only
• Collier County Form to be completed and signed
• Copy of valid Driver’s License supplied
• Both County form and copy of license to be submitted to County representative
EMPLOYEE SCHEDULE AND BREAK POLICY
To accommodate the needs of our customers and the seasonality of our business, each Team Member’s
work schedule may vary from week to week. Work schedules are posted weekly in the Facility, and it is each
Team Member’s responsibility to know the days/times they are scheduled to work each week. Deviations
from the posted schedule are not permitted unless they are pre-approved by a member of Facility
management. Time Off requests are due one month in advance of the requested date.
Taking Breaks
Team Members must obtain authorization from their Supervisor prior to taking a break in order to ensure
adequate coverage for the assigned area. Team Members will receive periodic paid breaks according to the
following guidelines:
o Team Members should not record an in/out time in conjunction with paid breaks
o Team Members must remain on the premises while on a paid break
o Paid breaks cannot be broken up into multiple shorter breaks
o Multiple paid breaks cannot be combined into one paid break of a longer duration
o Paid breaks cannot be combined with unpaid meal periods
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Packet Pg. 1288 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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If you have any questions about break period guidelines for your location contact your Manager or Human
Resources for further information.
Meal Periods
Depending on the length of the scheduled shift, Team Members may be eligible for an unpaid meal break
period. Team Members should obtain authorization from their Manager/Coordinator prior to taking a meal
period in order to ensure adequate coverage for their area during the absence.
If you have a question about the specific meal period guidelines, contact the General Manager or Human
Resources for further information. The following guidelines apply to all unpaid meal periods:
o Clock in/out time in conjunction with the unpaid meal periods
o Team Members do not have to remain on the premises while on an unpaid meal period
o Meal periods may not be used to reduce the workday or combined with other breaks
o If asked to perform work of any kind while clocked out for an unpaid meal period, the Team Member
must clock back in before performing the work. If not able to do so for any reason, the Team Member
must notify a Manager/Coordinator as soon as possible so the time worked is recorded
16.F.6.b
Packet Pg. 1289 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD AND BEVERAGE
Opening Checklist
o Turn on lights
o Refresh and login to all POS stations
o Check receipt paper in printers, refill if necessary
o Confirm till count in each register
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Sweep all floors
o Turn on all digital menu boards, inside and outside
o All POS merchandise is stocked, clean, and organized
Notes:
Closing Checklist
o Check receipt paper in printers, refill if necessary
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Wipe down all food service equipment and back splashes
o Ensure all food products have been properly labeled, dated, and stored
o Wash and sanitize all dishes
o Sweep all floors
o Remove all trash
o Refer to cash handling procedures for closing out all POS stations
o Turn off lights
o Secure building
Notes:
16.F.6.b
Packet Pg. 1290 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD & BEVERAGE OPERATIONS
Operations
Paradise Coast Sports Complex is charged with delivering an outstanding level of quality service to its guests. It is
the expectation that each Team Member will be ultimately responsible for meeting and/or exceed guest
expectations.
Communications
Staff Meetings
A meeting of the managers and supervisors should be conducted weekly to review all activities
where the venue is open to the public and/or any scheduled special events using a two-week rolling window.
Vendors and Subcontractors
Each Manager should get to know and meet regularly with all of the Facility’s vendors and subcontractors.
Concessions
Business is based on certain basic operating fundamentals. Sometimes we tend to over-engineer and over-
complicate our operations. At times we get “talked into” an operation or plan that our common sense and
experience suggest may not work well. While variety is important to our clients and guests, each Manager
must act with reason to ensure a successful event and to maximize revenue and profit opportunities. Be sure
that any new plans or ideas consider the space required, the skill level of employee, and the demand for a
particular item beforehand.
Maximizing Points of Sale
As Managers, success is sometimes reliant on the ability to have adequate points of sale to meet guest
demand. Limited points of sale and inefficient operation of equipment can adversely impact the ability to
continuously improve the guest to sales ratio. Nevertheless, successful Managers make the best of the best of
every situation. Creativity and ingenuity are great assets, however, having well-placed and easily identifiable
signage can go a long way helping distribute guests to less trafficked locations. Creating staging areas in
strategic locations where vendors can re-supply and work from can greatly ease the crunch of peak demand.
Something basic but encountered frequently – staff all points of sale whenever and wherever possible. Having
a single cashier station unattended at an event break period might mean a loss of hundreds of dollars of
revenue and guests not being served in a timely manner.
POA – Planning, Organizing and Acting
POA describes a process that all managers consider when organizing an event. The first step is to set a plan.
Second, organize the plan. Have your colleagues and supervisors’ critique and revamp the plan if necessary.
Thirdly, act and do the work according to the plan. There are usually adjustments that may need to be made
during the execution phase, but if the plan is well-thought-out and being acted upon, rarely will one need to
re-engineer the plan during an event.
Event Planning
An event plan is an easy task when one has historical information to back financial projections. A much more
difficult task is to develop a forecast based on “hearsay” or client guesstimates. Nevertheless, it is imperative to
16.F.6.b
Packet Pg. 1291 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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use a standard event template when planning for a concession event. The steps to event planning are as
follows:
o Project Attendance
• While perhaps the most crucial component, it is also the hardest to obtain without prior event
history or a sellout projection
o Estimate Per Caps
• Most facilities will share this information. Check to see where the event has occurred and call
your counterparts at the Facility for information
o Determine Menu and Sales Mix
• Obviously outdoor venues have a more difficult challenge when weather factors are added to
the forecast
o Forecast Labor
• Use fixed and variable labor components where appropriate. For instance, volunteer group labor
is a variable factor unless a guaranteed reimbursement rate is agreed to
o Identify and Plan for the Unexpected
o Take into consideration any special pricing, discount or client services that will affect your
projections
Once the sales mix is determined, one can make a reasonable estimation of the labor that will be required for
execution. Labor should be split into variable and semi-variable components. According to this model, the total
event labor is forecasted below 15%. The type of show and service requirements can greatly impact the labor
dollars expended. Keep in mind that establishing a maximum labor cost should be a targeted goal but should
not necessarily be viewed as an intractable number. Managers must make decisions reflecting the conditions
encountered during the event and adjust as necessary. Further, a post event evaluation of projections against
outcomes will result in greater proficiency each time you have an event.
The data calculated in the tables above will help to provide you with the information to forecast menu items by
quantity (shown below). When considering product distribution, remember that you must have ample product to
provide for the number of stands open plus enough back-up to account for over-production, increased demand,
employee meals, etc. The sales mix percentages can be derived from historical data from a previous or similar
event, information from the last venue where the event occurred or from a professional assessment.
Menu Engineering
The 80/20 rule tells us that in general, at least 80% of concession sales are driven by only 20% of the menu.
While it is important to offer variety, one does not have to offer every menu item at every location. Some menu
items achieve higher sales when highlighted or sold at a portable location. Too much variety at the same outlet
confuses the guest and reduces efficiency.
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Packet Pg. 1292 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD AND BEVERAGE
Standard Concessions Menu
There are certain essentials to any concession menu that people expect. From popcorn, hotdogs, pretzels, soft
drinks and beer, guests have come to anticipate the food as much as the event. When event history and
databases are readily available, it is easy to track the high-volume items, even in new accounts. The challenge
for most managers is weighing the marginal or less popular items as a function of our ability to serve properly
and make a profit. Remember, in some ways we are a manufacturing business – not unlike an automobile
plant - endeavoring to match production with demand.
In considering what items to serve a manager must contemplate:
o Is there enough variety available to satisfy guests and client requirements?
o Is there sufficient equipment and human resources to produce the menu?
o Does the menu mix meet per cap spending and profit objectives?
o Does the product meet quality objectives?
For new items additionally questions should be asked:
o Will the item cannibalize sales of some other higher profit item?
o Can production requirements be maintained with existing equipment?
o Is a short test period or trial period appropriate to determine how well the product will work and be
received by the guests?
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Packet Pg. 1293 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD TRUCKS
Opening Checklist
o Turn on lights
o Refresh and login to all POS stations
o Check receipt paper in printers, refill if necessary
o Confirm till count in each register via the process outlined in Cash Handling Procedures
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Sweep all floors
o Turn on all digital menu boards, inside and outside
o All POS merchandise is stocked, clean, and organized
Notes:
Closing Checklist
o Turn off lights
o Check receipt paper in printers, refill if necessary
o Check each station and refill any station as necessary
o Wipe down all counters and service areas
o Wipe down all food service equipment and back splashes
o Ensure all food products have been properly labeled, dated, and stored
o Wash and sanitize all dishes
o Sweep all floors
o Remove all trash
o Refer to cash handling procedures for closing out all POS stations
Notes:
Moving Food Trucks & In-Park Positioning
To be completed once food truck designs are in place
Food Prep
To be completed once food truck designs are in place
Using Food Trucks Off-Site
To be completed once food truck designs are in place
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Packet Pg. 1294 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD AND BEVERAGE
Control Items
A control item is used frequently in the concession business to reduce the time needed for attaining accurate
product consumption through an inventory process. A control item is a product that is uniquely and solely used
for one item being sold from a fixed or portable retail location. Examples of control items might include soda
and beer cups and colored foil wrappers for burgers. In one example the 16oz soda cups are the control item.
The stand supervisor is issued an opening inventory of 100 cups. Upon counting the closing inventory, it is
determined that there are 50-16oz cups remaining. Therefore, there were 50-16oz sodas sold. A second
example may be the use of a silver wrapper for hamburgers. Counting the wrappers in and our may be less
complicated than counting the buns or meats.
As long as the control items are securely handled and properly counted in and out, and only used for one item,
their use can significantly reduce the time it takes to do opening and closing inventory and for the
determination of the consumed products and theoretical cash sales.
Menu Costing
Menu costing can sometimes be an arduous task. However, the process is very important to profitability. Even
in a basic concession operation where items remain constant, the menu must be reviewed, and costs updated
at regular intervals – recommended at least twice per year.
Check supplier invoice pricing on a weekly basis. Managers should have access to the current cost of each
product and the associated mix to evaluate a theoretical or perfect product cost.
The steps to this evaluation are as follows:
o Prepare a menu explosion that lists the individual cost components and ingredients for each menu
item
• As a standard, include menu components that are part of, or used in every item. Many
concession operations choose to include in its menu cost paper goods that are included
automatically with the sale of a menu item, such as the cup for a beer or soda, a foil wrapper
for a hot dog or hamburger, or the boat that nachos are served in. Some items such as
napkins, stir sticks, and condiments that are provided at self- service stations can also be
included in a menu items cost analysis using estimates for average consumption per item
o Compare the net sale of each item to the total unit cost on a percentage basis
o Apply the projected units sold from the mix evaluation to determine the theoretical COGS
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Packet Pg. 1295 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD AND BEVERAGE
Per Capita Sales Comparisons
In evaluating the performance of a concession operation, the most standardized measure of improvement is
the per capita spending figure. “Per Caps” are widely used throughout the industry and reflect the dollars spent
per guest and are often reported by the press and various trade publications after an event.
Measuring a true per cap is simply the total net sales divided by the number of guests in attendance. One
challenge in using per caps as a measure of your performance, compared to other facilities, is the lack of an
industry standardized measurement. Some facilities quote per caps on the basis of gross sales including
subcontractor payout, while others report on the net sales. Some facilities measure attendance by total guests
while others use only “paid” attendees, excluding “comps”. Variations in comparison also occur as there are
differences in tax rates, products measured and the reliability factor of the attendance count.
It’s generally best to establish a comparative standard and apply it consistently to each event. The Facility
management should also institute a consistent formula of determining guest counts, which may include
“comps” and staff. Once a historical database of per caps is developed, the evaluation becomes meaningful
and results in a strong measurement of sales improvement, whether from price increases, marketing efforts or
improved productivity. For a stadium or arena, per caps comparison would typically be completed for the basic
sales categories listed in the table below.
Product, Pricing, Promotion and Place (AKA the 4 P’s)
All of us have learned a few tricks of the trade with the marketing of concession products, particularly as we
spend time observing our guests and working different types of events. At a crafts fair, guest demographics
typically indicate a preference for more healthful types of food so we can include salads and low-fat entrees
in our menu mix. When a baseball game comes to the Facility, the concession stands should be stocked
full of beer, hot dogs and pretzels. As the first step to successful menu marketing, it is essential to know
your target market and consider the group’s demographics, the time of day, expected weather etc. Selecting
the appropriate Products is the next step in marketing the menu to your guests.
Then, determine the appropriate Price points that give value and meet our profit objectives. Show and tell
guests what you’re serving. In other words, Promote the product. Never use an unprofessional menu that was
printed at the last minute and is difficult to read or even worse – handwritten! Whenever possible, display the
product so the guests know what it is. Always keep your display cabinets and refrigerators filled! No one likes
to purchase items from small or half- filled displays. Often, a contest amongst your staff to see who can set up
the most attractive display will yield great results. Make sure to photograph the best work and make it a
standard throughout the Facility. Highlight specialty items at areas like portables and roving carts. Vendors
with a distinctive personality are often as much a part of the show as the event itself. Encourage tasteful self-
promotion and get the word out!
“Exhibition cooking” is a great way to market and promote any food product. Guests can be incented by the
aroma of a freshly grilled bratwurst or steak sandwich. They are more Inclined to wait patiently for products
they perceive as a freshly made and high in quality. There are several other ways to promote products, some
of which may be a cooperative effort with our guests and suppliers.
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Packet Pg. 1296 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD AND BEVERAGE
Other Creative Promotional Ideas
o Bundling meals with event tickets. Getting guests to the Facility is the first consideration. Slower
weeknight events may require some special incentives to get people in the door
o In partnership with your beverage supplier, create a contest where guests seek a special decal on the
bottom of the “large souvenir cup” that can be redeemed for prizes. Sometimes a grand prize drawing
at the end of the season can have a major impact
o Get suppliers to sponsor a premium item to be obtained at a concession stand. Tie in a purchase
o Be creative. Nothing ventured, nothing gained
For a small retailer in a strip mall, Place means having a great location. For the Paradise Coast Sports
Complex there is little opportunity to modify where we distribute products from, but we can ensure that our
Place is clean and staffed by well-groomed personnel. Most guests will visit our concession stands. It’s
what we provide and promote when they arrive at the Facility, that will determine how much they spend. To
keep our guests coming back, always make sure that there is sufficient product that is attractively displayed
in a clean environment.
Food & Beverage Presentation & Merchandising
It is always important that all fixed and portable retail locations be kept clean and orderly, well presented with
its products merchandised in an eye appealing manner. Guests are generally uncomfortable purchasing food
and beverage items from a sloppy or disorganized location. The staff should be well trained, knowledgeable of
the products being sold, be wearing the appropriate uniform and ready to greet the guests with a warm
salutation and a smile.
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Packet Pg. 1297 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD AND BEVERAGE
Beverage
Liquor Controls
It is the expectation that the Manager will ensure strict controls when liquor is served in either a hosted or cash
program. Consumption records must be completed for each bartender and must include opening inventory,
additions or subtractions from the opening inventory, and a closing inventory. It is vital for the controls to be
effective that the consumed product from the inventory calculations be converted into financial terms. This is
the critical mechanism to determine how much to bill your guest for a hosted beverage service, or how much
cash is due from each bartender for cash beverage services. The recording of the consumption data should be
completed and/or verified by an authorized supervisor or manager. It is recommended that Bartenders who do
not balance their consumption to cash within a 1% margin be counseled.
The access to liquor storage areas should be very secure with very limited access by non-essential personnel.
No guest should be issued more than two alcoholic beverages per transaction. Any guest not obviously over
the age of forty should be asked for appropriate age verification identification.
Service Standards
Alcoholic beverage service standards typically provide one bartender per 250 guests at a normal concessions
event. For special events that ratio should be 1 bartender per 100 guests for a hosted event or one bar per
150 guests for a cash bar. These are general guidelines and should be modified when appropriate based on
the needs of the guest or special circumstances of event.
The application of revenue minimums for special events is common. When the revenue target is not met, it
triggers modest labor fees, which can help offset the higher labor cost associated with lower than expected
sales.
Whether a concessions event or hosted or cash bar, the appropriate number of service locations should be
provided to minimize lines and maximize profitability. The bartenders should be well trained, in appropriate
uniform, and eager to serve our guests with a greeting and a smile.
Alcoholic Beverage Control & Regulations
The General Manager should read and understand all aspects of Florida laws and regulations relating to
Alcoholic Beverages and ensure, on an on-going, basis that the licensed premises are always in 100%
compliance. In many cases a simple clarification, interpretation or knowledge of past practices in Florida can
be obtained by a representative of the Florida Restaurant and Lodging Association.
The General Manager should always be knowledgeable of events in the Facility that utilize donated,
sponsored, and or sampled alcoholic products. There are generally strict and complex regulations involved
and are frequently the cause of non-compliance. The liquor license at an entertainment or sporting complex
is a very valuable asset, one of which should not be put at risk at any time.
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Packet Pg. 1298 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD AND BEVERAGE
Alcohol Awareness Certification
All Team Members employees who handle alcoholic beverages at the Facility must complete and be certified
in an appropriate alcohol awareness program such as TIPS or ServSafe Alcohol. The courses must be made
available to all alcoholic beverage handlers at the Facility at least twice per year.
Culinary
Quality Standards
In order to meet and/or exceed guest expectations regarding food quality it is essential to start with quality
ingredients, a respect for food, and possess an understanding for the fundamentals of cooking. One cannot
achieve high quality outcome with inferior ingredients.
Not every manager is an expert on food and cooking techniques, however, the ability to know the difference
between quality and inferior ingredients and tasty, well-presented foods compared with those that are average
is an important factor for success.
Incorporating local ingredients and regional menu items is recommended. This process can easily transform a
typical menu to one that is highly creative and imaginative, not to mention creating a higher perceived value for
the guest that can add incremental revenues.
Temperature Standards
Hot food should be served at temperatures in excess of 140°F. Cold Food should be served at temperatures
below 40°F. Any foods served between 40°F. and 140°F (this temperature range is referred to as the “Danger
Zone”) is a potential hazard and could be the cause of food borne illness. Never hesitate to keep a pocket
thermometer nearby and to use it regularly.
Presentation Standards
Whether the application is a concession stand, a portable cart, or a meal at a special event, the way food and
beverage are presented and merchandised can make the difference between a happy or unhappy guest.
Presentations should be creative and ingenious (does not always mean expensive). They should be diverse in
color and height and feature varied textures and flavors.
It is recommended to keep a supply of tasteful props on hand to decorate concessions and food displays.
Industry publications and trade magazines can be a great resource to learn new presentation ideas and trends.
Most importantly, get out often and know what your competitors and other foodservice operators are doing.
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Packet Pg. 1299 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FOOD AND BEVERAGE
Set Times
It is recommended that every event will be completely set up and fully staffed thirty minutes prior to its
published starting time. This is referred to as the “set time”. The manager should plan to inspect all events prior
to opening to ensure the “set time” has been met
HACCP Standards
Hazard Analysis and Critical Control Points (HACCP) is a process-based system to reduce the risk of food
borne illness among employees and guests. All food handlers will be required to possess a valid State food
handler certificate as a condition of employment, or must get certified within the first 30 days of employment.
At least one manager with a “ServSafe Manager” credential be on site during all hours of operation.
Information regarding the state food handler certification and ServSafe can be obtained from the Florida
Restaurant and Lodging Association.
Equipment
The foodservice equipment, small wares, and supplies are important and valuable assets. They should be
handled and treated with respect and always stored in a clean and organized manner.
Cleaning & Maintenance
Janitorial & Housekeeping
The overall responsibility for maintaining a clean, well-organized and safe Facility is that of the Manager. It is
recommended that daily, weekly and monthly task assignments are created and maintained and are regularly
monitored for compliance. The General Manager should walk the Facility from time-to-time to seek and record
areas for improvement.
Repairs and Maintenance
Paradise Coast Sports Complex is equipped with a diverse equipment inventory that needs to be maintained
and kept in good working condition. It is recommended that an equipment repair and maintenance log be kept
current by the General Manager and indicates when each piece of equipment was repaired, what repairs took
place, and the vendor invoice number. For certain pieces of equipment that may be on a preventative
maintenance program, notations in the log indicating when maintenance has taken place can prove to be very
helpful should problems occur with a piece of equipment in the future.
Environmental Programs
“Green & Sustainability” programs require that personnel are appropriately trained on the use and handling of
products, systems, and programs designed as to meet environmental sustainability goals. Recycling, product
biodegradability, composting and the use of locally grown organic products are some of the many programs
commonly practiced at sports and entertainment venues.
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Packet Pg. 1300 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD AND BEVERAGE
Pull Sheets
For special events, it is recommended to make use of pull sheets. This document lists the small ware and
supplies needed for an event along with the location, day, and time to be delivered. Generally, pull sheets will
be generated for the special event needs well in advance of the event. This allows ample time to organize and
deliver the various supplies for each event in the most cost-effective manner possible. It also helps keep the
Facility organized.
Reporting
Accurate and timely reporting is a basic tenet of fiscal responsibility. It is the expectation of the Paradise
Coast Sports Complex that the General Manager will maintain the highest standards of business ethics and
strictly comply with the accounting principles and guidelines as agreed upon with Collier County. It is also
an expectation that the General Manager will meet all reporting deadlines set forth in the management
agreement with the County consistently.
In business, everything does not always go according to plan. If a problem exists or a mistake was made,
corrections and improvements for the future can only be effective by disclosing your concerns right away to the
appropriate leaders.
Event Forecast
There is a frequent need to customize food and beverage programs and/or special events for our guests
based on their specific budgets. In order to maximize profitability while meeting or exceeding guest
expectations, an operating plan and a financial plan need to be well thought out in advance of the program or
event. For these purposes it is recommended that an event forecast should be prepared to record the plan
and provide financial guidelines to follow.
Cost of Merchandise
The cost of merchandise is generally one of the largest expenses the Facility will incur and as such should be
monitored very closely each week by the Manager. Product given to a customer for free or at a discount
should be recorded through the point of sale system. The Facility has a published menu for concessions,
beverage and catering with the most requested food and beverage products. Since the prices on these menus
are posted and/or published and should not be changed without the approval of the Manager.
Cost of Labor
The cost of labor is also a very large expense for the Facility. Labor costs must also be monitored very
closely each week. Labor is split into 2 basic categories—variable and semi-variable. Semi-variable labor
represents the total costs of payroll for yourself and any other salaried exempt team members. Variable labor
represents the total cost of labor for your unit other than the salaried exempt personnel.
The very best way to control and monitor your unit’s variable labor expenses is through the process of
departmental labor forecasts. Generally, this would include the functional departments – Culinary &
Stewarding, Beverage, Catering, and Concessions. The following procedural example is recommended to be
completed each week and approved by the Manager prior to posting schedules for the front-line staff.
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Packet Pg. 1301 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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• Monday – Each functional department should create schedules based on the subsequent
fiscal week’s planned events.
• Tuesday – Each department supervisor should cost out the proposed schedule and compare to
forecasted revenue. The F&B Manager should determine if the cost of the scheduled labor is
within budgeted parameters before approving
• Wednesday – Labor forecast review and revisions
• Thursday – F&B Manager to approve labor forecast
• Friday – Post work schedules effective for the following week
Once the labor plan has been approved and posted, the F&B Manager should monitor costs closely and
adjust the labor plan as needed based on business levels. It should be the expectation of the F&B Manager
that the actual labor spending by each department will closely follow the approved labor forecast with
appropriate adjustments for increases or decreases of business levels.
Overtime for front line staff should always be minimized or negated where and whenever possible. When
crafting schedules, the use of pre-planned overtime should be discouraged unless the cost of the overtime
premium is less than the cost of adding another employee. An example of this would be when a 9-hour shift is
needed. In this example, paying one employee one hour of overtime would be less expensive than paying a
four-hour minimum shift for an additional employee. However, if it is possible to accomplish the event with two
employees each working a consecutive shift of 4 ½ hours you would have planned for the least possible
variable labor expense.
Other Expenses
There are a variety of other expenses that the Complex will incur in its day-to-day operations. Some expenses
such as telephone service and armored car service are fixed, while others such as office supplies and
chemicals are variable and should go up and down based on the business volume of the Complex. Other
expenses should be reviewed each week and monitored closely by the F&B Manager.
Accounts Receivable
Accounts receivable reports should be reviewed by the F&B Manager on a weekly basis. Even though payments
for most events are collected in advance, on site additions and pop-up events can lead to an outstanding balance
at the end of the event. The Manager should review any account that has not been collected in an appropriate
timeframe and to establish a plan for collection.
Accounts Payable
It is recommended that each week all the vendor invoices are collected by the Manager and organized for
payment. Typically, the Manager will attach an accounts payable summary. It is suggested that the Manager
look at each invoice; ensure it is listed on the A/P summary and that the assigned general ledger account
number/s is correct. Once you are satisfied that all the invoices on the summary are correct and valid, the
accounts payable summary should be signed by the F&B Manager and submitted to the Finance Manager.
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Packet Pg. 1302 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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FOOD AND BEVERAGE
It is required that the F&B Manager complete a physical inventory for all food, beverage, chemicals, and
operating supplies on a monthly basis. This inventory is best scheduled between the close of business at the
end of the period and before the opening of business for the subsequent period.
It is recommended that the F&B Manager conduct a comprehensive equipment and small wares inventory at
least twice per year. This will limit costly last-minute surprises when supplies and small wares assumed to be
on hand are not available in the needed quantities when needed for an event.
Tips for an accurate inventory:
• Take your count the same way every time, starting from the left and working to the right.
• Keep inventory periods consistent
• Always take inventory while closed for business
• Properly train employees in inventory counting to ensure accuracy
1. Start in dry storage. Count the items the way they’re positioned and, if needed, filter them alphabetically on
a spreadsheet when you’re done. Include the product’s type, brand, name, and case or package size. Also
include a column for your prep area, freezer, walk-in, or any other areas where food or kitchen related items
are kept
2. Visually take note of how much product is in each package or container, separating it into tenths. This is an
estimate whether the package is half full (0.5), a third full (0.3), etc. This works for product that is based on
weight, but if you are counting product that has individual pieces, i.e., hamburgers, count the actual “units.”
3. Repeat this process of counting for every product, and enter the numbers onto the sheet, separating them
into produce, dairy, protein, or other categories you want to arrange by
4. Repeat this process for the prep area, freezer, and walk-in cooler. Your counts will likely vary here, based
on a mix of cases and units, rather than just individual units only, so you may need to add another column
to your sheet to account for this. For instance, if a case comes with 12 pieces, you might want a column in
the excel sheet that can convert from case to units and vice-versa
5. Finally, take your sheet and add up the totals for each category
6. At the end of the inventory period, you’ll take all these counts again, repeating the exact same process. This
will leave you with a beginning and an ending inventory count
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Packet Pg. 1303 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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RETAIL
HOW TO PRESS HEAT
Custom Threads Tournament Apparel
Quick References
Use this sheet as a reminder of key aspects when operating Custom Tournament Apparel
Applications Temperatures Time Peel
Goof Proof 360 Degrees 6-8 Seconds Hot Peel
Stretch Litho 280 Degrees 13 Seconds Cold Peel
Numbers 360 Degrees 4-6 Seconds Hot Peel
Names 360 Degrees 6-8 Seconds Cold Peel
Determining Type of Transfer
o Goof Proof- sandy feel that sheds a little, has opaque transfer paper
o Stretch Litho- smooth feel, should not shed, has transparent transfer paper
o Numbers
o When transferring a double digit- verify the numbers line up directly on their transfer paper
■ *You may have to cut some off to make sure numbers are aligned
Placing Numbers
o Numbers should be placed 4-6 inched down the shirt. This is typically about an inch above the seams
for the arm pits.
o Always place name first. Then roughly 1-2 inches below, place the number(s)
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Packet Pg. 1304 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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Follow the below guide for placement of applications in various places
When transferring a second application onto the same side of the item, make sure to use a clean sheet of
transfer paper to protect the first laid item to make sure the application does not stick to the heat press
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Packet Pg. 1305 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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PRODUCT ORDERING, RECEIVING, REPORT GUIDES
Tournament Apparel
o Ordering apparel is completed on Monday following a tournament
o Ordering heat transfers is completed no less than two weeks out of tournament
o Always try to place orders in a timely notice and the least amount of separate orders to limit shipping
costs
Ordering Tournament Logos, Numbers, Names and Basic Apparel
o Use Transfer Express or other comparable company to place orders for Tournament Logos and Numbers
■ https://transferexpress.com/
■ username:
■ password:
o To order Tournament Logos
■ Design Center > Upload Your Own Artwork > Choose File
■ After selecting your logo
• Verify logo does not have a white background (rectangle). If it has the white background,
ask Will Spence for the image to have the background removed
• Adjust the size
► Average size is around 10 x 11.
o Do not exceed 11 inches in width (due to youth shirt)
o Do not distort image. Adjust one factor, and it will automatically adjust the
other
■ Make sure the image still fits in the size guidelines
• Configure the colors on the map
► If the color is a special color, and Transfer Express does not display that color,
type in the Pantone C code
o Pantone C codes should be in the tournament logo folder, if not, ask Will
Spence
• Verify:
► Print Method: Screen Print
► Transfer Type: Goof Proof
► Fabric: 50/50 Blend
► Cut Apart: No
► Number of Colors: represents the amount of colors in Logo
► Background color: Select Other or Various
• Determine Quantity needed (Image Qty)
► Based on last year’s results with increase for this year
► Round up to the nearest 50 or 100
► Gain approval from GM before placing
• Review Order and Add to Cart
• Place Order or order other supplies as needed
► Other supplies include the cover sheets used to protect numbers and names
when pressing on the garment
o There should be at minimum 10 on hand during a tournament
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Packet Pg. 1306 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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PRODUCT ORDERING, RECEIVING, REPORT GUIDES CONT.
Ordering Numbers
o Transfers > Numbers > Individual Number Packs > Champ (Goof Proof) > 8 inch > Colors > Enter in
Numbers and quantities needed (6 and 9 can be used interchangeably) > Add to cart
o Repeat for different colors if needed
o Place order
o Print Invoice for GM’s records
Ordering Names
o Transfers > Letters & Express Names> Format = Straight > Full Block > Letter Height = 2 Inches >
Width = 14 inches > Select Color > enter as many letters are you can until it says squished (can add
more lines) remove a few letters so squished goes away > Add to cart (green button) repeat for other
colors as needed
Ordering Apparel
o For Solid Hoodies and Tees/Long sleeves
o Use designated apparel company
■ Tee shirts are Gildan 50/Cotton /50 Poly T Shirt 8000b (Kids) and 50 Cotton/ 50Poly T Shirt
8000 (Adult)
• Colors are predetermined per Facility location
■ Long Sleeves are Gildan 50 Cotton/ 50
• Colors are predetermined per Facility location
■ Sweatshirts are Gildan Youth Heavy Blend Hooded Sweatshirt 18500B (youth) and Gildan
heavy Blend hooded Sweatshirt 18500 (adult)
• Colors are predetermined by Facility location
■ Add items to card that are needed
o Tie Dye is purchased through Tie Dye USA, Colortone
■ Tie Dye hoodie colors are predetermined by Facility location
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Packet Pg. 1307 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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PRODUCT ORDERING, RECEIVING, REPORT GUIDES CONT’D
Receiving Ordered Apparel and Inventory
o Verify shipment has correct pieces
■ Use invoice and order sheet to verify correct shipment of colors and sizes
o Add quantities to POS system
*Sort by item, color, and size for faster inventory
*Repeat for all sizes and colors
o Stamp invoice sheet and fill out blanks
o Put invoice in GM’s top filer on desk
o Any merchandise missing, email supplier the invoice number, along with units missing
■ CC GM on email
o Damaged Items
■ Send picture of damage to supplier and ask for replacement. Supplier will determine what is to
be done with damaged item
■ CC GM on email
o Put items in correct locations
Maintenance
The heat presses sometimes start to stick or grind when pulling down the handle for the top platen to
meet the bottom platen. When this happens, spray the grease directly into the joint of the arm of the top
handle and open and close a few times to make sure the platen lowers smoothly.
Ordering Product
o Run POS report for Current Inventory levels
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Packet Pg. 1308 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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PRODUCT ORDERING, RECEIVING, REPORT GUIDES CONT’D
Receiving Product
o Verify shipment has correct items
■ Use invoice and order sheet to verify correct shipment of candy/ food/ medications
o Add quantities to POS system
o Stamp invoice sheet and fill out blanks
o Put invoice in GM’s top filer on desk
o Price candy/ food/ medications if needed
o Put out candy/ food/ medications in Retail Space in appropriate areas
Registers Updates
The day before a tournament or event, check the register for updates
o Apple Updates
■ From home screen select the gear-icon (setting) check the general tab for updates
■ Update if needed
Apple ID:
Password:
o POS Updates
■ From home screen, select the A-icon (App store) and select the Update tab
■ Update revel if needed
Closing Orders
It is important to close orders because that means the order was taken care of and the guest is good to go.
Leaving them open will cause confusion especially with wristband sales
o Once the product order is found, click Close Order
o Continue to do this for all completed orders
PRE-SALES PROCESS
Paradise Coast Sports Complex will focus heavily on guest services through the pre-sale opportunities for
guests. Full time staff will help ensure orders are being tracked and fulfilled in a timely manner.
Guest Experience Coordinator or Events Coordinator
o The Guest Experience Coordinator and Events Coordinator will check the online portal for new orders
daily to ensure orders are tracked appropriately
o Coordinators will fill out tracking sheets located in Drop Box under Tournaments
o Orders will be fulfilled daily, as supplies are available
o In the event that the Guest Experience Coordinator or Events Coordinator is unavailable, any available
coordinator will track the new orders and fulfill in a timely manner
o The Guest Experience Coordinator will send out wristbands and fulfill CTTA orders
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Event Long Wristbands
When a pre-sale is created the following steps will occur:
o A team member will mail out wristbands daily as orders are placed
o After order is mailed, a Team Member will close the order in the online portal
Reserved Parking
When Reserved Parking is purchased the following steps will occur:
o Open the Preferred Parking Sales excel document in Drop Box
■ Each tournament will have its own tab, go to the proper tournament tab at the bottom of the file
for the tournament that the pass was purchased
■ Log all information in correct tournament sheet of the new purchase
• Date, Purchaser, and Quantity
■ Double-check the downloaded excel file to ensure that the same number of parking passes for
the tournament match those in the Reserved Parking Pre-Sales excel document. Once you
have recorded the new purchase, the same number of purchases should be displayed on both
excel files
o After this has been entered, Coordinator will close out the sale on the online portal
o Coordinator will print the sheet for the event, acquire the correct amount of parking tags for the specific
event, and date the tag for the purchaser’s window
o The tags, check-in sheet, and a pen will be placed in the Reserved Parking clipboard for the team
member to utilize during the event
Once Reserved Parking is logged and ready to go for start of event:
o Parking Attendants take parking bin and parking clipboard out to event parking area
■ Weather permitting, parking jackets are available in Safe room
■ The Parking Bin and Clipboard will be in the Events Coordinators Office
o Set-up barriers in designated areas to create the Reserved Parking zone
o Set-up white cones and directional A-frame signage leading from the road entrance towards the
Reserved Parking area
o Set-up 5x5 parking tent in Paradise Coast Sports Complex Main Entrance, towards the road
o Parking will open 30 minutes prior to gates open, arrival time for employees is 30 minutes prior to
parking open
Once set-up is complete there will be 2 parking attendants. One will help direct cars to proper parking spots,
the other will check guests in as they arrive:
o When a guest arrives, ask them for their name and to present the confirmation email, which they should
have printed or may show you digitally on their electronic device
■ If everything is in order, place a check mark in the “Checked-in” column, hand them their
parking tag and explain that they may now come and go as they please for the remainder of the
event. Remind them to leave the parking tag hung in plain sight
■ If they did not make a reservation, but wish to purchase one they may do so, only if extra spots
remain. Collect the proper payment from them, record the Purchaser First and Last Name, a
contact email, place a check mark in the Checked-in column, hand them their parking pass, and
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explain rules and regulations. Leave the Order Number column blank on sheet, the car is good
to go
■ If they do not have proof of reservation, but their name is on the list, please make note of this on
any extra space on the page, give them a parking tag, and allow them to enter
■ If they claim to have a reservation and insist that they have paid for a spot, but cannot show
proof and their name is not on the list please notify the MOD or the Events Coordinator to
resolve this issue, have vehicle pull to the side so that you can further assist other vehicles
o Second parking attendant will also make occasional trips around the lot to ensure parking tags are
displayed in window areas
■ If no tag is displayed, please keep track of that vehicle, when owner returns have them display
tag
o Once all tags are sold, both attendants will help cars come and go into Reserved Parking throughout
the event
■ Help guide and instruct other cars that Reserved Parking is sold out, then direct them where to
go for free parking
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Packet Pg. 1311 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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RETAIL INVENTORY
It is required that the Retail Manager complete a physical inventory for all merchandise, apparel, and small
wares on a bi-annual basis. This inventory is best scheduled between the close of business at the end of the
period and before the opening of business for the subsequent period.
Tips for an accurate inventory:
o Take your count the same way every time, starting from the left and working to the right.
o Keep inventory periods consistent
o Always take inventory while closed for business
o Properly train employees in inventory counting to ensure accuracy
1. Count the items the way they’re positioned and, if needed, filter them alphabetically on a spreadsheet when
you’re done. Include the product’s type, brand, name, and case or package size.
2. Repeat this process of counting for every product, and enter the numbers onto the sheet, separating them
into merchandise, apparel, or other categories you want to arrange by.
3. Finally, take your sheet and add up the totals for each category
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Packet Pg. 1312 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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EMERGENCY
Paradise Coast Sports Complex is committed to keeping all athletes, guests, and staff safe, including from the
dangers of weather and environment. It is important to know the harms, risks, and appropriate ways to react to
a weather emergency or situation. Knowing when to seek shelter and recognizing potential weather hazard us
essential. The following are the policies and procedures that should be followed in the event of inclement
weather.
EMERGENCY CALL LIST
o
o
In event of emergency, dial 911 from any landline, or 911 from a cell phone
• *Some phones require you to dial “9” then phone number. Ex: 9-911
• Explain what is happening, and the location
o Local Police 239-455-3121
o Local Fire Department 239-793-3332
o Electric Company – Florida Power and Light 239-262-1322
o Gas Company – Teco Gas 239-690-5508
EMERGENCY PREPAREDNESS
o The General Manager is responsible for the implementation and training of Facility specific
emergency procedures.
o All Team Members must be thoroughly familiar with all emergency procedures
o The Manager on Duty will act as the Facility’s point of contact in the event of a disaster
• They are responsible for all decisions relating to guest and employee safety
• They must always know to follow proper contact procedures
o Paradise Coast Sports Complex must perform emergency evacuation drills yearly.
Exit Locations/ Park Map
Identify from Park Map
o Emergency Exits
o Emergency Evacuations Assembly Area
Safe Shelter Area
o Paradise Coast Sports Park must designate a “safe shelter” inside the Facility where team
members and guests should congregate in case of an emergency. This area will be within the
Stadium first floor.
o Safe shelters should be located away from glass, mirrors, and heavy objects which could fall, or move
the objects to the floor
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o The area should be concrete reinforced if possible, or at least sheltered by ceiling and walls
Safe Shelter for Lightning
o Guests should evacuate to cars
o In the event of a camp or case cars are not on site, they are to go to nearest building
• Restrooms, Retail building, Maintenance Building, or Tournament Central/Welcome Center
Assembly Area
o Designate an Assembly area outside the Facility, at least 500 feet away
o This is where all team members should meet following an emergency
Evacuation
o Announce evacuation directions using the overhead PA system
• “Attention guests. We have received notification requiring us to evacuate the Facility.
Please leave the Facility immediately, moving in a calm, orderly fashion to the neatest
Facility exit. We appreciate your understanding and cooperation.”
o Establish that the Facility has been cleared of all team members and guests
o If no threat to safety, secure cash registers/ POS locations and lock buildings and gates
o Manager on Duty should take the following items upon exit:
• Team Member contact information
• Team Member schedules
• Emergency Procedures
• First-Aid Kit
o Account for all Team Members at tournament central and/or at maintenance building
o Provide first-aid kits for any injured Team Members or guests
o Assign a manager or lead to ensure no unauthorized re-entry into the Facility
o Refer any media requests to awhittaker@sportsfacilities.com
o Maintain clear access to the Facility for emergency responders
o Communicate situation status to Regional Manager and General Manager if not on site
Advance Preparation
o Understand the types of disasters for which the Facility is vulnerable
o Know which team members on staff are trained in first-aid, CPR, AED and fire extinguisher use
o Prepare a pocket phone list of all Facility managers, region manager, local first responders and
utility numbers and have at Tournament Central, Locker Room, Ticket Shack, and Maintenance
Building
o Prepare and maintain an emergency contact list of all team members phone numbers that is accessible
inside and outside the Facility location
o Monitor the Weather Sentry application if a weather emergency has occurred
• When signal sounds, listen for severe weather alerts and instructions
• Have backup batteries of air horns
o Maintain a fully stocked First Aid and Blood Borne Pathogens kit
o Ensure all managers at the Facility know the location and operation of ventilation, gas, water,
electric, and sprinkler systems
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o Managers at the Facility understand what types and how to operate electrical equipment in the
Facility- power doors, electric overhead doors, light systems
o Fire extinguishers are provided but not intended for team members use unless the team member is
trained on proper operation and the hazards involved in fighting a fire
o All managers at the Facility must know the location of all the fire extinguishers.
• Hourly team members should know location of two closest fire extinguishers near their work
area
o Managers at the Facility must inspect fire extinguishers quarterly and ensure they are tested
annually by the contracted service
o Managers at the Facility must test manual operation if power is out
o Ensure flashlights are working and available in each building. Also ensure backup batteries are
available
Notification
The Manager on Duty will immediately notify the following people (as conditions permit) when any
emergency occurred or weather impacts Facility operations.
o Notify the General Manager:
• An emergency affecting Facility operations for an extended period of time is suspected or discovered
• Expected hazardous conditions threaten the ability for team members and guests to travel
o Notify Team Members after an emergency when:
• Conditions permitting, attempt to contact all team members scheduled to work to inform them of the
Facility closure status
o Notify Guests after an emergency when:
• Conditions permitting, post signs at each entrance indicating Facility closure status.
General Damage
When there is high value property damage caused by weather, fire, or other destructive forces to building,
fixtures, and/or inventory, the Manager on Duty must immediately notify Collier County Sheriff’s
Department, the General Manager and Account Executive.
o After the police department has written a report and with approval from Regional Manager, take
necessary measures to secure the Facility, assets and inventory from further damage. This may
include:
• Removing inventory from the building and securing it in off-site storage
• Contacting the proper authorities or outside vendors for assistance with clean up and damage
control
• Photographing all damage for insurance purposes
• Maintaining accurate records of all expenses necessary to protect the property
• Identifying and separating damaged goods
• Cooperating with designated insurance carriers to investigate claims
• Diverting all public relations issues to awhittaker@sportsfacilities.com
• Partner with the Manager for emergency recovery and clean up services
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Packet Pg. 1315 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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SEVERE WIND/TORNADO
The National Weather Service defines a tornado as" ... a violently rotating column of air in contact with the
ground and originating from a thunderstorm." A thunderstorm is the first step in the creation of a tornado. If
conditions are right, a thunderstorm may produce one or more tornados. Usually, the National Weather
Service sends out alerts the day before dangerous weather is likely to occur. The Weather Sentry system is
the best way to stay tuned in to dangerous weather.
Tornado Preparation
The General Manager will:
o Conduct annual training sessions highlighting the following:
o Emergency exit locations
o Emergency Safe Shelter/Assembly Area
o Evacuation Routes
o Fire extinguisher locations
o Designate Safe Shelter Area inside the Facility in the event of tornados or severe winds
o Test emergency lighting systems, back-up portable lights, and flashlights available for emergencies
Action Steps
When high winds/tornado warnings are issued the Manager on Duty will:
o Assign a team member familiar with local geography to monitor the weather alert system, or other
emergency service announcements
o Make an announcement over the P.A. system patterned after the National Weather Service warning,
stating: "Attention guests. The National Weather Service has issued a tornado warning for this area. If
further advisory information is received, you will be notified immediately."
o Encourage guests and team members to remain in the building during a tornado warning. If a guest or
team member wishes to leave the Facility, comply with their decision
o Make every effort to keep team members and guests calm
o If a tornado is imminent, make an announcement directing all guests/team members to the safe shelter
area and go immediately to that location
o Check all areas of the Facility (e.g., restrooms, retail, F&B, etc.) to make sure everyone heard
the announcement and is responding in a calm and efficient manner
o If conditions allow assess guests and team members condition and notify 911 if needed o Notify Manager if the structural integrity of the building is questionable or any damage to the building has occurred o Decide when to resume normal operations and announce over the P.A. system o Team Members will gather in tournament central or maintenance building, if Team Members decide to leave, they are to let the Manager on Duty know of their decision
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Packet Pg. 1316 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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LIGHTNING
Weather Resources
Weather Sentry shall be utilized as the determining source for lightning, temperature, precipitation, wind speed
and wind chill factor verification.
Monitoring Lightning
The Manager on Duty shall be the individual(s) responsible for weather observation and current conditions.
Paradise Coast Sports Complex Staff works closely with the Collier County Office of Emergency Management,
along with the National Weather Service Severe weather bulletins are sent to senior Facility staff, for any
potential weather threats in the Greater Naples area.
When a severe weather is broadcast during an event at the Paradise Coast Complex, and the threat of lightning is
approaching, the management team will assemble either in the Administration Office. The decision will be made
to delay the event, with the possibility of sheltering in place, or if the decision is made to evacuate the Facility, if
patrons will be allowed to return to their seats, after the threat is over. Any event that is delayed, will not resume
until 30 minutes after the last lightning strike in the area, is over 6 miles away. If within that time period, another
lightning strike occurs, then the clock will re-set to 30 minutes.
The Manager on Duty shall announce any weather delays on the public address.
o As the lightning safety statement is being read over the PA system staff members should be opening
the gates to allow additional points of exit
o Clear everyone off the attractions, assure they are with their parents and able to exit calmly
o All staff shall assist the guests in navigating out of the Facility. Direct them to the vehicles
o Recommend guests exit the bathrooms, concessions and retail areas and do not use them as shelter
areas
o Team Members should walk throughout the Facility. MOD will assign Team person an area to clear
o Equipment should be left on the field or amenities area and retrieved once deemed safe. If able and
safe to do so, but any equipment away that requires protection
o While indoors, stay away from all walls, windows, plumbing and electronic devices attached to the walls
(including landline telephones). If in a vehicle, avoid contact with the metal frame and avoid radio use.
o Designate a weather watcher to monitor the weather from a safe location
o No outdoor activities are to be resumed until 30 minutes after the last sign of lightning/thunder. For
every sign observed, the 30-minute timer is reset
o When the threat has diminished and games can resume, the remaining staff can walk to the gates and
allow re-entry
The following should be considered when developing a strategy of safety during a lightning storm:
1. A longer time to clear the venue should be anticipated due to congestion
2. Avoid being near the highest point of a venue
3. Individuals who feel their hair stand on end should assume the lightning safety position; crouched on
Ground, weight on balls of their feet, head lowered, and ears covered
*Avoid lying flat on the ground
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Packet Pg. 1317 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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HURRICANE
Hurricane Preparation
Paradise Coast Sports Complex will work closely with Collier County Emergency Management to anticipate potential Tropical Storms and Hurricanes and protect the property from damage. Operational procedures and associated responsibilities according to the stages of a hurricane are outlined in the Hurricane Planning Guide. Copy the Hurricane Planning Guide and check all that apply. Annotate the date when the task is completed.
Action Steps When there is potential for a hurricane, the General Manager:
o Ensure that the Hurricane Planning Guide is complete o Evacuate and close the Facility if asked by the County to do so Once the hurricane is over the General Manager will: o Conduct employee welfare checks to understand the status of Team Members o If the Facility has sustained damage, ensure no one enters Facility until the authorities verify it is safe to do so o Contact the Police if any looting has occurred. Do not try to apprehend or stop any looters. Do not put any Paradise Coast Sports Complex Team Members at risk o Once it is safe to return to Facility, assess any damage and refer to the Damage Checklist o Once power is restored, breakers need to be checked and reset o Take photographs to document structural and property damage, loss of merchandise/property and keep all paid service receipts o Separate damaged goods from non-damaged goods, if possible
o Document non-scheduled team members working hours spent cleaning up any damage o Be aware of flood possibilities as the storm moves inland. If sewer water is present (or possibility exists) take appropriate precautions
o Direct any media inquiries: awhittaker@sportsfacilities.com
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Packet Pg. 1318 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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TASK Completed Date
When a Tropical Storm develops and the long term forecast may impact your location, accomplish the following:
Make Provisions to work with limited cash, water, sewer and no power
Make provisions for alternate communications
Tune to local Radio and TV for updated responses for your community
Log onto the National Hurricane Center Website at www.NHC.NOAA.gov for storm updates
It may be a good idea to keep cell phones fully charged at all times
Follow all instructions given by local authorities. Communicate those instructions to your RM
Be prepared to evacuate the Facility, if necessary.
Review both your safe shelter and assembly areas with all associates
Check rooftops for any signs of damage and make necessary arrangements for repair prior to storm
impact. Remove loose debris from rooftop. Check for signs of obvious roof defects, loose flashing, torn
seams, loose sign panels, loose HVAC panels, and materials around HVAC curbs. Be sure all roof
mounted equipment is properly strapped down. If necessary, ask the property manager to confirm this
has been done.
Ensure all downspouts/ roof drain/ loading dock exterior drains are free of debris and working properly
Confirm all fire exits and receiving door are properly locked and secured
Establish an alternate meeting location, and a time for team members in case damage is severe and
communications are disrupted
Update your emergency contact list and distribute to all Facility leaders. Have primary and secondary
contact information for all of your team members especially if evacuation is required.
Establish who your first responders are. First Responders are generally those team members who live
closest to the Facility. (Those who don't have far to drive, can walk or ride a bike)
Ensure you have a current copy of your emergency procedures
Ensure all battery-powered emergency lighting is in working order
Have flashlights and batteries on hand and easily accessible for all team members
Ensure your Facility has a battery powered weather radio, if not now is the time to purchase one
Ensure emergency First Aid is stocked
Check hurricane evolution level and FEMA flood maps to determine if the store is vulnerable to storm
surge or freshwater flooding
Communicate regularly with your RM on storm and Facility status
When a hurricane develops and the projected path shows the potential for land fall in your region with 72-92
hours, determine with the Regional Manager at what point the Facility will stay open before projected landfall, for
safe evacuation. Once this is determined, take the following steps to close the Facility:
Cover and move any necessary equipment
If covering doors/windows with plywood is necessary for proper storm protection, partner with Fields
Maintenance prior to doing so
Within 48 hours of a hurricane landfall, accomplish the following:
Protect computers/POS/cash register/electronic equipment near doors/windows
Protect Facility paperwork by moving to upper shelves. Wrap in garbage bags for added protection.
Move merchandise away from doors/windows towards the middle of the building.
Retrieve all vending racks, portable signs, tables, signs, trash cans, etc. and secure.
Prior to evacuating the Facility, and it is safe to do so:
Ensure every item above is addressed
Communicate to the RM where and how Facility management can be reached after the storm
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Packet Pg. 1319 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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FIRE
The General Manager must develop a plan with the local fire department for handling emergencies at the Facility. The General Manager must hold quarterly fire drills to familiarize team members on evacuation procedures.
Action Steps
In the event of fire, the Manager on Duty will:
o Take appropriate precautions to assure your personal safety o Call 911. Provide your name, the exact location of the fire (i.e., building, room, etc.) Stay on the phone until released by the 911 operator o Fire extinguishers are provided but not intended for Team Member use unless the Team Member is trained on the proper use of fire extinguishers and the hazards involved with fighting a fire o Immediately begin evacuating the Facility using the nearest, least busy exits o Once outside, move to the pre-determined safe shelter area o Keep streets and walkways clear for emergency vehicles and crews o Do not return to an evacuated area unless authorized by the fire department or authorities
o Contact your Account Executive when it is safe to do so
After the Fire and the fire department determine it is safe, the Manager on Duty will:
o Photograph damage before clean-up begins o Contact the SFM Account Executive to initiate salvage clean-up operations o Catalog all damaged assets and merchandise
o Complete an Incident Report as soon as possible
o Direct any media inquiries: awhttaker@sportsfacilities.com
TERRORISM
Terrorism is an unlawful use of force, or threatened force, to deliberately create fear, panic, and intimidation for bringing about political, religious, or ideological change. While the risk of a terrorist act involving the Facility is extremely remote, we recognize that should a threat occur elsewhere, the fallout of the attack could affect Facility. It is important that you are informed and know how to respond. Be particularly aware of any packages left unattended. If you suspect terrorist activity, immediately contact the local police department.
Action Steps
In the event of a terroristic attack, the Manager on Duty will:
o Instruct guests and team members to protect themselves from unknown substances and to cover their mouths and noses with layers of fabric that can filter the air but still allow breathing (e.g., three layers of cotton T-shirt, handkerchief, or towel) and to wash with soap and water and immediately o Contact the appropriate authorities immediately. Dial 911
o Quickly decide the fastest escape route away from the threat o If evacuation is impossible gather guests and team members and instruct them to go to the safe shelter area as far away from the threat area as possible o If contaminates are present, contact the fire department for further direction o Monitor TV and/or radio for situation updates and instructions from emergency managers o If evacuation is possible, follow the evacuation checklist o If a nuclear blast occurs, instruct guests and team members to take cover immediately, below
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Packet Pg. 1320 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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ground if possible. Call 911 and provide your name and your exact location. Stay on the phone until released by the 911 operator
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportfacilities.com
BOMB THREAT
Any calls indicating a bomb or other device intended for destruction has been placed on or near the property. All calls of this nature regardless of specific details will be treated as a real threat.
Action Steps Complete the Bomb Threat phone call checklist
Bomb Threat Checklist INSTRUCTIONS: Be calm. Be courteous. Listen! Do not interrupt the caller. Complete this form during your conversation. Keep the caller talking if possible.
Ask the caller: What is the threat? Describe (write on back if necessary):
Phone Number calling, (if available):
If a Bomb: ask the following: When will the bomb explode? Where is it right now? _______________________________________________ What kind of bomb is it? Is there more than one bomb? Did you place the bomb? What will cause it to explode? Why are you doing this?
Characteristics: (Circle) Man Woman Child
Calm Well Spoken Incoherent/Irrational
Angry Foul Language Slurred Lisp Rapid Message Read by Caller Clearing Throat Soft Loud Deep Breathing Cracking Voice Unconvincing
Background noises: Voices Clear Party Atmosphere
Static Animal Sounds Music
Machinery Traffic Other:
Try to ask: What is your name? What is your address?
Immediately Call 9-911
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Packet Pg. 1321 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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HAZARDOUS MATERIAL/CHEMICAL SPILL
Hazardous Materials are defined as any material, that because of its quantity, concentration, or physical or chemical characteristics, may pose a real hazard to human health or the environment.
Hazardous materials, when spilled, are uncontrolled. Use caution when handling hazardous materials and be vigilant for leaks and spills. During clean- up, wear appropriate equipment to the hazard. This includes gloves, chemical goggles, face shield, and respiratory protection (as appropriate).
Spill Preparation Each Facility is equipped with spill kits to handle small hazardous material spills.
The following two types of kits are required:
o Acid, Caustic, Flammable. Clean up using polypropylene felt absorbent pads. Use cat litter to absorb
liquid spills
o Mercury. A special spill kit is required for mercury spills, which uses sulfur to react with mercury to
produce a safer amalgam compound
Action Steps
When a small spill occurs (less than 1-2 quarts of material), the Manager on Duty will:
o Section off the area from guests and Team Members
When a large spill occurs, the Manager on Duty will:
o Section off the area from guests and Team Members o Immediately notify the fire department if the spill is from an unknown source, is outside your work area, or is larger than you can comfortably manage. o If the substance is known, contact 3E at: 1-800-451-8346 for the MSDS. o When emergency crews arrive leave the immediate area but remain at the scene to provide other information as needed o Direct others away from the spill area o Team Members injured in a spill, leak, or explosion must seek immediate medical attention o Complete an SFM Incident Report as soon as possible
o Contact the SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
GAS LEAK
A leak or the suspect of a leak of natural gas or propane in the building. The leak could be detected by smell or by an alarming detector.
Action Steps
In the event of a gas leak or suspected leak the Manager on Duty will:
o Cease all operations immediately and call the Manager o Discontinue use of the cell phones and two-way radios and other electric devices o Immediately and safely evacuate the area o Open doors to promote ventilation and keep walkways clear for emergency crews. o Call 911 promptly after leaving the area if the damage results in a natural gas leak that may endanger life or cause bodily harm or damage to the property
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o Ensure no one lights a match, candle or cigarette o Ensure no one turns electrical devices on or off, including light switches o Do not attempt to control the leak or repair the damaged pipe or meter o Do not use or turn off any equipment that could cause a Facility. Motorized or electrically powered equipment or vehicles may create an ignition source if a gas leak is present o Safely abandon any motorized or powered equipment or vehicles. Gas leaking from a plastic pipe can create static electricity that can ignite the gas o Do not return to an evacuated building until authorized by proper authorities
o Complete an Incident Report as soon as possible
o Contact your Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
CIVIL DISTURBANCE
Civil unrest is a disturbance that can occur within or near proximity of our Facility by multiple individuals, planned or spontaneous, which can include activities including Flash Mob or organized business disruptions. These events could be organized through social media networks to disrupt and interfere with normal business practices to encourage criminal activity or business disruptions. Financial losses are just one aspect; of greater importance are safety concerns. These types of incidents disrupt the flow of business, distract team members and create safety issues.
Action Steps If there is any indication pre-event the Manager on Duty will:
o Notify the General Manager and SFM Account Executive immediately
In the event of a civil disturbance the Manager on Duty will:
o Maintain safety of guests and team members as a primary priority o Provide excellent guest service o If it is safe to do so, immediately clean up any messes that could be potential safety issues o If a dangerous situation occurs, direct guests and team members to a safe location o Immediately call 911 and General Manager when it is safe to do so. o Do not confront or apprehend any suspects o Maintain strong team member presence in the POS areas o Observe and report any stolen or damaged property, injuries, and or pertinent suspect identification information to the local authorities, take photographs and notify the General Manager o Catalog all damaged assets and merchandise o Complete an Incident Report as soon as possible
o Contact your Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
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Packet Pg. 1323 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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EXPLOSION
A sudden release of energy most often associated with loud noise. Explosions can result in injury, fire and entrapment.
Action Steps
If there is an explosion nearby, the Manager on Duty will:
o Immediately take cover under tables, or other objects that will provide protection from falling glass and
debris
o After the initial effects of the explosion have subsided, call 911. Provide your name, location and nature
of the emergency
o Evacuate the Facility and/or buildings using the nearest and safest available Facility exit
o Once outside the Facility, direct all team members and guests to move to the predetermined
assembly area
o Keep streets and walkways clear for emergency vehicles and crews. Do not return to an evacuated
Facility or buildings until authorized by properly authorities
If the explosion caused entrapment the Manager on Duty will:
o Make loud noises so rescue crews can locate you
o Shout as a last resort to avoid inhaling dangerous amounts of dust
o Avoid unnecessary movement
o Cover your nose and mouth with dense-weaved cotton material like a shirt
o Ensure that only trained rescue crews attempt to rescue people from a collapsed building
o Wait for emergency personnel to arrive
After the Explosion and the fire department determines it is safe the Manager on Duty will:
o Photograph damage before clean-up begins
o Catalog all damaged assets and merchandise
o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
ELECTRICAL FAILURE
Pre-planning, preparation, training, and factual communication to all key personnel are vital to prevent panic and protect team members, guests, and company assets during a power failure. A total power failure will often trigger hit/run tactics, looting, vandalism, and emotional apprehension. Manager on Duty must be aware of these tactics and take preventive action. If it is a significant power failure, the emergency generator will provide limited electricity to crucial areas of the building (including emergency lighting).
Electrical Failure Preparation General Manager will:
o Ensure the emergency contact list is up to date
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Packet Pg. 1324 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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o Review the Facility evacuation plan including safe shelter and assembly area with team members o Ensure working flashlights are in the cash office, at each POS position, office areas, buildings and restrooms
Action Steps If an electrical failure occurs the Manager on Duty will:
o Turn off all electrical equipment (including computers) o Using a cell phone notify the General Manager o Evacuate the Facility and/or buildings if the safety of guests or team members is threatened or at the General Manager's direction o Have Coordinators or Leads patrol their areas and assign a team member to stand by each POS position
o Use the flashlights available at each POS location o Establish security patrols for fire and theft surveillance until power is restored or you have permission to leave the building o Call the local electric company to determine the estimated time before power is restored
o Partner with the General Manager prior to making any decision to close the Facility o If a decision is made to close the Facility, the coordinators and leads must properly close each POS register and deposit all money in the cash office safe
o Check all areas for "stay ins" and ensure all high-risk areas are secure
If power is lost for an extended period of time, the Manager on Duty will:
o Contact General Manager to assess situation
WATER LEAKS/FLOOD
Water Leaks Action Steps When a water leak occurs from rooftops or plumbing, the Manager on Duty will:
o Try to contain the water leak to minimize property and merchandise damage
o Secure the area to prevent safety hazards to our team members and guests by placing wet floor signs,
cones, etc.
o Contact General Manager for assistance and know the location of the domestic water valve shut off so
you can turn off if needed
o Segregate any merchandise or property that is affected by the leak(s) and do not dispose of damaged
product until proper documented and approval given o Catalog all damaged assets and merchandise and take photographs of damage o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
Flood Action Steps When potential for a flood, the Manager on Duty will: o Begin to monitor local radio, TV and Internet for information and official instructions as it becomes available (Note: Local authorities may or may not be able to provide information as it is happening) o Ensure an updated emergency contact list printed and available o Secure all electronic devices and Facility paperwork at an elevated height to prevent water damage (tarps may be needed to cover property) o Prepare a plan if employees and managers cannot leave the Facility due to local restrictions (food, water, flashlights, battery operated radio) o Review with all employees current availability information
o Notify Account Executive of the flood potential and consider the use of sandbagging services
16.F.6.b
Packet Pg. 1325 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
76
During a flood, the Manager on Duty will:
o Monitor TV, radio and Internet for updated information as it is happening o Communicate all updates including evacuation orders to your Account Executive o Keep the safety or guests and team members as your priority o If the Facility/buildings are closed during the incident, follow proper closing procedures and secure all funds
o If the Facility must close during the flood, follow proper closing procedures and secure all funds
After a flood the Manager on Duty will:
o Return to the Facility only when authorities indicate it is safe to do so o Use extreme caution when entering buildings since there may be hidden o damage and unsafe conditions including damaged and arching electrical wires o Before entering the Facility, assess the surroundings of the buildings for any obvious structural damage o Pay close attention to any downed power lines and ensure that you do not enter standing water o Report any hazardous materials that may have leaked to emergency personnel o Photograph damage before cleanup begins
o Initiate salvage clean-up operations by appropriate parties o Catalog all damaged assets and merchandise o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
BURGLARY
Breaking and entering a Facility location especially at night with intent to steal merchandise or cash; also: the act of entering and remaining unlawfully in a building with intent to commit a crime.
Action Steps- Burglary Response When alerted to a burglary situation the responding manager will:
o Respond to any alarm notifications or call from proper authorities received during non-Facility hours o Return the call to the police to verify validity and provide estimated arrival time with vehicle description. Note: This is important to prevent a false call and risk or robbery o Wait until the police arrive at the front of the Facility o Under no circumstances enter the Facility alone o If the police are not on site or do not arrive, call the local police department to verify dispatch and estimated arrival time
When an actual burglary has occurred, the responding manager will:
o Notify the SFM Account Executive immediately o Make a sweep of affected areas and document potential missing items
o Take photos of breach area (glass/door/trailer) o Secure any surveillance video o Follow direction of law enforcement to avoid interfering with the investigation o Catalog all damaged assets and merchandise o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
16.F.6.b
Packet Pg. 1326 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
77
ROBBERY
Robbery is defined as "the unlawful taking away of personal property from a person by violence or by threat of violence that causes fear; or larceny from the person or immediate presence of another by violence or threat of violence and with the intent to steal.”
Action Steps During a robbery the affected team member will:
o Remain calm o Comply with robber’s demands o Mentally note the physical description of robber, including any distinguishing characteristics. o Tell the robber ahead of time what you are going to do: (e.g., “I am getting the keys out of my pocket") o Warn the robber if there is anyone else in the Facility o Observe the direction the robber exits the Facility (if possible)
o Don't attempt to resist or apprehend the robbery suspect
After a robbery, and the suspect is clear gone, the Manager on Duty will:
o Call 911 o Check the safety of team members and guests o Secure the scene (do not disturb any evidence) o Write down any information from the robbery (e.g., description of robber, car description, direction of travel, etc.) o Separate the witnesses and have them write down a description of robber and any details of the event o Catalog all damaged assets and merchandise
o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
ACTIVE SHOOTER
Any event involving one or more subjects participating in a shooting to demonstrate their intent to continuously harm others. Their overriding objective is to cause multiple casualties rather than other criminal conduct.
Precautions Intuitive managers may notice characteristics of potentially violent behavior. Alert your manager, if you anyone at the Facility exhibits these characteristics.
Indicators of Potential Violence
Team Members typically do not just "snap" but display indicators of potentially violent behavior over time. Some potentially violent behaviors may include one or more of the following: o Increased use of alcohol and/or illegal drugs o Unexplained increase in absenteeism; vague physical complaints o Noticeable decrease in attention to appearance and hygiene o Depression/withdrawal o Resistance and over-reaction to changes in policy and procedures o Repeated violations policies
o Increased severe mood swings
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Packet Pg. 1327 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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o Noticeably unstable emotional responses (i.e., explosive outbursts of anger or rage without provocation)
o Suicidal; comments about "putting things in order" o Paranoid behavior characteristics ("everybody is against me") o Increasingly talks of problems at home o Escalation of domestic problems into the workplace; talk of severe financial problems o Talk of previous incidents of violence o Empathy with individuals who commit violence
o Increase in unsolicited comments about firearms, dangerous weapons and violent crimes
Active Shooter Preparation Manager on Duty will: o Read and understand these procedures to ensure successful response and prompt resolution for these types of Incidents o Understand their pivotal role in making the Facility, guests and Team Members feel safe o Understand their role in ensuring successful investigation and resolution of each Incident
o Partner with local law enforcement to conduct ALICE drill annually
Active Shooter Outside the Park Action Steps When an Active Shooter situation occurs outside the Facility Team Members will:
o Put personal safety first o Listen to assess the location of the shooter o If notified by a guest, listen to the guest o Using the two-way radios, immediately notify the manager on duty of the emergency o Immediately move from the impacted area of the Facility, away from entrances or any place that can be seen from outside the Facility o If guests are present, instruct them to follow you to a safe place
o Be cautious in selecting the safe place to ensure safety and options for escape
When an Active Shooter situation occurs outside the Facility the Manager on Duty will:
o Put personal safety first o Without exposure to the shooter, lock external perimeter access gates to the Facility o Using the public announcement system and two-way radios, make an announcement directing all team members and guests to a safe place inside the Facility o If necessary, Use the following script: "Attention guests. We have received notification that requires everyone move to a safe area inside the Facility.” o Please set down any product and follow the nearest Paradise Coast Sports Complex team member to a designated safe area."
o Keep team members and guests away from the affected area or points in view of the outside
o Understand that First responders (police) may be in different uniforms or plain clothes, but all will be identifiable as law enforcement. There will be a lot of yelling from officers. Listen to and follow their commands and answer any questions they may have. If instructed, stay on the floor with your hands open and in plain view. Do not run towards officers or attempt to touch or reach out to officers. Expect to be treated aggressively until the situation is under control. Do not expect first responders to render first aid. o Complete an Incident Report as soon as possible
o Contact your Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
Active Shooter Inside the Park General Action Steps When an Active Shooter situation occurs inside the Facility all team member will:
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Packet Pg. 1328 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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RUN: If you can get out do so
o Put personal safety first. o If there is an escape path, attempt to evacuate o Evacuate whether others agree to or not and leave your belongings behind o Help and encourage others to escape if possible o Prevent others from entering the area
o Call 911 when it is safe to do so
HIDE: If evacuation is not possible, find a place to hide
o Lock and barricade doors o Turn off lights o Silence cell phones o Hide behind large objects
o Remain very quiet
TAKE ACTION: As a last resort, and only if your life is in danger
o Attempt to disable the shooter o Act with purpose o Improvise weapons
o Commit to your actions
Post Active Shooter Event When an Active Shooter situation has ended the Facility team members will:
o Understand that an active shooter event is only over when Law Enforcement notifies the Manager on Duty that the building has been secured. Do Not exit or re-enter the Facility until instructed to do so by Law Enforcement o Immediately locate the manager on duty and let them know you are okay o Provide any detailed information given or witnessed
o If shooter was seen, gather information about the description
When an Active Shooter situation has ended the Manager on Duty will:
o Ensure the safety of self and all team members and guests o Use the two-way radios to give instructions to other team members o Verify all team members are accounted for o Obtain as much information from guests/team members about the incident o Check security system for video evidence. Preserve video evidence by burning a CD of the incident o Comply with Law Enforcement for any request for information to support an investigation
o Remind all our team members of the Media Policy o Catalog all damaged assets and merchandise o Complete an Incident Report as soon as possible
o Contact your Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
16.F.6.b
Packet Pg. 1329 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
80
CODE ADAM (MISSING CHILD)
Code Adam is a strictly defined procedure for employees to follow when someone reports a lost or missing child.
Action Steps When an associate is alerted that a child is missing the Associate will: STEP 1. Obtain a detailed description of the missing child
o Name, age, gender, race o Weight, height, hair and eye color o Approximate weight and height o Describe what the child is wearing, specifically color and type of clothing including shoe color and style (An abductor may change child's clothing but usually does not remove or change the child's shoes)
Step 2. Utilize the Facility PA system to page "Code Adam."
o Provide the description received o After hearing "Code Adam," all team members (except POS team members) should begin looking for the child o Page the nearest manager to your area to take control of the incident o Escort the parent or guardian of the missing child to the front of the Facility to assist in identifying the lost child o The Manager on Duty at the front of the Facility should assume their position and immediately begin monitoring. Ask guests with children to wait until the manager (who is escorting the parent or guardian) is brought to the front of the Facility. Then ask the child his/her name and if the adult is their parent. The Facility management team will assign responsibility for important designated areas (e.g. restrooms, backroom, etc.)
Step 3. If the child is not found within 10 minutes
o Immediately notify the local police department. Don't hesitate. Police would rather get a second call stating that the child has been found, rather than to discover too late that the child has been abducted
Step 4. If the child is found and appears to have been lost and unharmed
o Reunite the child with their parent or guardian
o If called, notify the police that the child has been located
Step 5. If the child is found accompanied by someone other the parent or legal guardian:
o Proceed with caution o Use reasonable efforts to delay their departure, but do not put yourself or others at risk o Ask the child if they are alright
o Provide police with a detailed description of the individual
Step 6. Cancel the Alert
o Conclude the incident by saying "Code Adam Cancelled" via the PA system o After a code Adam situation, the Manager on Duty will: o Complete an Incident Report as soon as possible
o Contact your SFM Account Executive when it is safe to do so
o Direct any media inquiries: awhittaker@sportsfacilities.com
16.F.6.b
Packet Pg. 1330 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
81
URGENT VS. POTENTIAL
To ensure a situation is handled the appropriate way over radio conversation using “urgent” and “potential”
calls.
Staff
o When a situation arises to “urgent” or “potential” it is the staff member who is overseeing that particular
area to make the radio call
o If a staff member notices an “urgent” or a “potential” situation occurring, it is he/she’s responsibility to
make the radio call to notify Facility management, Facility security, and/or Facility medic to ensure the
safety of Paradise Coast Sports Complex guests
If a situation arises in the Facility and the staff members sense that the situation is going to get out
of hand, he/she may call on the radio or find someone with a radio to call either “urgent” or
“potential.”
o Urgent- a situation that requires immediate response from Facility management, Facility security,
and/or Facility medic
o Potential- an alert that a situation may soon get out of hand and Facility management, Facility
security, and/or Facility medic should be on alert
Urgent Call- Action Steps
o Team member should call “urgent” if a satiation requires immediate attention from Facility
management, Facility security, and/or Facility medic
o When making an “urgent” call over the radio, always remain calm and in control
o Be sure to designate field number and location on field, or specific area of Facility that
assistance is needed
o If Facility security and/or Facility medic are needed, a call should be made to them on their radio
channel also
o Available Facility management should respond by radio letting others know they are on their way
o All available Facility management should respond to the call
Potential Call- Action Steps
o Team members should call “potential” if a situation is getting to a point where immediate attention from
Facility management, Facility security, and/or Facility medic may be needed
o Be sure to designate field number and location on field, or specific area of Facility that
assistance is needed
o If situation escalates, an “urgent” call should be made over the radio using the action steps outlined
above
o Park management should respond to a “potential” call by notifying the staff call was received and
someone is on their way
o Closest Facility management will go check on the situation and report back if additional help is needed
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Packet Pg. 1331 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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82
FACILITY INCIDENT REPORT
If an injury to a guest occurs at the Facility, follow these steps:
Step 1: Respond quickly.
i. Notify on-site athletic trainers, EMTs, or other Facility contracted medical personnel.
ii. If no contracted personnel are onsite, determine how severe the injury is. If the injured guest
needs immediate medical attention, call 911 or an ambulance to take him or her to the hospital.
Step 2: Respond to the injured guest in a sympathetic manner.
i. Divert the flow of foot traffic away from the injured guest. Refrain from moving the injured guest
until a manager or qualified first-aid provider gives approval to do so. If the injured guest is in
serious condition, wait for ambulance or other medical personnel.
ii. If the injured guest is a minor, the manager should immediately notify the injured guest’s
guardians/caretakers.
iii. Where appropriate, render first aid to the injured guest.
Step 3: Get information, evidence, photos, and preserve any video recordings.
i.Complete Facility Incident Report.
a. Sharepoint > HR > Accidents & Incidents > Facility Incident Report
b. Detail all essential facts in a clear and complete manner. This includes, but is not limited to,
information about the injured guest (e.g., his or her name, age, personal and physician contact info,
and demeanor) and the accident (e.g., the date/time and location of occurrence, the actions leading
up to the accident and how it occurred, a statement from the injured guest, and a description of any
injury sustained.)
i.When describing an injury, avoid making a diagnosis (e.g., “Guest broke his wrist”).
ii. If any first aid was rendered to the injured guest, indicate the type or medication provided.
ii. Encourage the guest to seek medical care if needed.
iii.Document the injury, photos, etc. if possible.
iv.Gather and record information from witnesses (names, contact information, and what they saw).
Step 4: Provide all incident reports to the General Manager for retention in the Facility’s risk
management files. If the injured person is transported from the Facility by EMS or indicates
that they are going to receive further medical attention, then also:
i.Send completed forms and documentation to appropriate location within 24 hours after
accident/injury.
ii. Call HQ, Legal Dept. at (727) 474-3845 to report a situation that requires emergency room attention
or EMS transport.
Step 5: Follow-up
i.If a guest, or parent/guardian of an injured guest, or an attorney on their behalf seeks any insurance
or any other information from the Facility after the incident, direct that request immediately to HQ,
Legal Dept.
ii. Send any and all follow up information/documentation to incidents@sportadvisory.com.
16.F.6.b
Packet Pg. 1332 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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Facility Incident Report Report Number Date: Insured Facility: Facility Address: State: Zip code: Person Completing Report: Job Title:
COMPLETE IN FULL Date of Incident: Day: Time: : AM / PM Name of Subject: Age: Sex: � Male � Female Address: City: State: Zip: Phone: Date of Birth: Membership Number, If Any: Subject’s Occupation, If Any: If minor, were parents notified (check box):
� Yes � No If minor, were parents present (check box):
� Yes � No Location of incident (exact court, field, room, or area): Name of Person Notified: Relationship: Address: City: State: Zip: Phone:
COMPLETE IN ALL CASES How did incident occur? (Describe fully in subject’s words and use additional pages if needed)
What body part was injured? Head Face Forehead Eye Cheek Nose Lip(s) Teeth Neck Shoulder Arm Elbow Hand Finger(s) Torso Back Hip Thigh Knee Shin Calf Ankle/Foot Toe(s)
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Packet Pg. 1333 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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Specifically indicate what part of the body part was injured (e.g., Right pinky toe):
Did you observe? Blood Bruising Abrasions Cut(s) Burn(s) Fainting Dizziness Seizure Vomiting Intoxication Possible Drug-Related Behavior Examine the incident location and report findings regarding the Facility conditions, surroundings, etc.
Sport Involved: Practice or Competition? Equipment Involved? Equipment Age: Description of Injury: Type of Injury: Type of Aid Given: Administered By: Was 911 Called: Was injured person taken to Hospital? � Yes � No If yes, what hospital? If injured person was not taken to hospital, what action was taken? Do you question the validity of the claim? � Yes � No If yes, why?
WITNESSES
Witness #1: Relationship:
Address: Phone: Comments:
Witness #2: Relationship:
Address: Phone:
16.F.6.b
Packet Pg. 1334 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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Comments:
Witness #3: Relationship:
Address: Phone:
Comments:
Name and signature of person completing report Signature of Manager
16.F.6.b
Packet Pg. 1335 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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COIN ORDER FORM
Location
Date
Instructions: Use this form for all coin orders. File completed form with daily paperwork.
Denomination Bank Size Qty Amount
Twenties Open
Tens Open
Fives Open
Ones $100 Bndl
Quarters $10/roll
Dimes $5/roll
Nickels $2/roll
Pennies $0.50/roll
Total $
Complete when called in:
Date
Name
Total Amount
Confirmation #
Delivery Date
Complete when order is received
Date
Verified By
Coin order to be called in no later than Noon the day before to be
delivered by the courier.
Create a separate deposit in the amount of this coin order
16.F.6.b
Packet Pg. 1336 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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LOST AND FOUND FORM
16.F.6.b
Packet Pg. 1337 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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CASH CONTROL FORM
Manual Drawer Balance Form
Park
Date
Till Location
End of Day
Till Count
Denomination Till
1¢
5¢
10¢
25¢
$1
$5
$10
$20
$50
$100
Other
Till Balancing
Total in Till
Minus Start Up
Net Total
Expected Total
Difference
Verification Counted by
Verified By
Notes
Attach any register print outs, voids and returns to the back of the page
16.F.6.b
Packet Pg. 1338 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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VENDOR CHECK REQUEST FORM
Date of Request: __________________
Requested by: ______________ Date check needed: ______________________
(please provide 1-week lead time, when possible)
Name of Vendor: ___________________________________________
GL Code(s): _______________________________________________
Reason for check: __________________________________________
Check Amount: _$____________________
Notes: ______________________________________________________
Manager’s Approval: ____________________ Date: ________________
Select One:
________ Mail Check to Address: ______________________________
________ Give Check to Manager: _____________________________
FOR FINANCE USE ONLY:
Check # _______________ Date of Check: ______________________
Check Request Entered by: __________________ Date Ent:_________
Verified Payment Receipt or Invoice Received (attached): YES
16.F.6.b
Packet Pg. 1339 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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SAFE CONTROL LOG FORM
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Packet Pg. 1340 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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VAULT COUNT FORM
16.F.6.b
Packet Pg. 1341 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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RESTROOM CLEANING CHECKLIST
1. Ensure restroom is empty. 4. Clean restrooms in progression to be more efficient
2. Direct guests to Family restroom as needed 5. Rotate from Restroom to Restroom and back again
thru out day. 3. Check Stock and refill needed items.
Clean Inside
& Out of
Toilets
Wipe Down
the Stalls,
Doors &
Walls
Clean Inside
& Out of
Sinks
Clean
Mirrors
Use
Stainless
Cleaner on
Proper
Surfaces
Sweep &
Mop Floors
(put out wet
floor sign)
Take Out
the Trash
10AM ❏ ❏ ❏ ❏ ❏ ❏ ❏
12PM ❏ ❏ ❏ ❏ ❏ ❏ ❏
2PM ❏ ❏ ❏ ❏ ❏ ❏ ❏
4PM ❏ ❏ ❏ ❏ ❏ ❏ ❏
6PM ❏ ❏ ❏ ❏ ❏ ❏ ❏
8PM ❏ ❏ ❏ ❏ ❏ ❏ ❏
Closing ❏ ❏ ❏ ❏ ❏ ❏ ❏
Check Stock Supervisor and
Employee completing
tasks should initial
here
Refill As Required
Toilet Paper
Paper Towels
Soap
Dispenser
Air
Freshener
Employee Supervisor
10AM ❏ ❏ ❏ ❏ ❏
12PM ❏ ❏ ❏ ❏ ❏
2PM ❏ ❏ ❏ ❏ ❏
4PM ❏ ❏ ❏ ❏ ❏
6PM ❏ ❏ ❏ ❏ ❏
8PM ❏ ❏ ❏ ❏ ❏
Closing ❏ ❏ ❏ ❏ ❏
16.F.6.b
Packet Pg. 1342 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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F&B OPENING & CLOSING CHECKLIST
OPENING CLOSING NOTES
The outside windows and counters need
to be cleaned
The outside windows and counters need
to be cleaned
All registers cleaned, working and
stocked with thermal paper.
All registers cleaned, working and
stocked with thermal paper.
Coke fountain needs to be filled with ice
wiped down and operational with product
Coke nozzles need to be pulled and soaked
in a sanitizer solution
Food pass through food holding heating unit
wiped down, clean and functioning
Food pass through food holding heating unit
needs to be cleaned and turned off
Trash cans cleaned and wiped down and
lined ready for use.
Trash cans cleaned and wiped down and
lined ready for next shift use
Floors clean, swept and free of any and all
trash, as well as underneath equipment.
Front counter storage space clean
trash, as well as underneath equipment.
Front counter storage space clean
neat, stocked and organized.
Underneath counter storage space clean
neat, stocked and organized.
When you see the words cleaned and sanitized that means you clean the equipment, floors and common area of the building with the means
provided to you.
Make sure following
equipment is working
and turned on prior to
opening.
Bun Toaster Bun Toaster Cleaned and Sanitized
Fry Warmer Fry Warmer Cleaned and Sanitized
APW Heating unit APW Heating unit Cleaned and Sanitized
Flat top griddle Flat top griddle Cleaned and Sanitized
Fryers Fryers Cleaned and Sanitized
Ovens (If being used) Ovens (If being used) Cleaned and Sanitized
Cold sandwich station Cold sand. Station Cleaned and Sanitized
Reach in freezer Reach in freezer Cleaned and Sanitized
Reach in cooler Reach in cooler Cleaned and Sanitized
Walk-In fridge Walk-In fridge Cleaned and Sanitized
Walk-In freezer Walk-In freezer Cleaned and Sanitized
Line Check (quality & Temps. Cold Food holding temps: 40 degrees or below
Make sure that
these items are
stocked as well
according to the
days business
levels.
Lettuce Lettuce
Ensure that all products
left in unit is wrapped in
plastic and is labeled
and dated to ensure
freshness. Unit must
me holding temp for
product to remain.
Tomato Tomato
Onion Onion
Jalapenos Jalapenos
Pre-Made Grilled Ch. Pre-Made Grilled Ch.
Sliced Cheese Sliced Cheese
Shredded Cheese Shredded Cheese
Ham Ham
Burgers Burgers
Hot Food Holding Temps 140d degrees
Make sure that
these items are
stocked as well.
Chili Chili Placed in cooler
Soup Soup Placed in cooler
Hot Dog Hot Dog Discarded
(Hot Hold) Burgers (Hot Hold) Burgers Discarded
16.F.6.b
Packet Pg. 1343 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
OPERATIONS MANUAL
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OPENING CLOSING NOTES
All lighting is cleaning and functioning.
Make sure kitchen is well lit.
All lighting is cleaning and functioning.
Make sure kitchen is well lit.
Sanitize/Soap Buckets (Green & Red) full
with chemicals and towels
Sanitize/Soap Buckets (Green & Red) full
with chemicals and towels
Ice buckets either hung upside down
or hung on machine. W/ice scoop
Ice buckets either hung upside down
or hung on machine. W/ice scoop
Liquor and Wine cabinets need to be locked
at all times (Never prop open)
Liquor and Wine cabinets need to be locked
at all times (Never prop open)
Walk in cooler door closed at all
times. (Never propped open)
Walk in cooler locked at closing
(Never propped open)
Food Truck Pavilion / Bar locked at all times.
unless open. (Never propped open)
Food Truck Pavilion / Bar locked at closing.
(Never propped open)
All dry food storage items need to be stored
neatly and organized. (Grocery store look)
All dry food storage items need to be stored
neatly and organized. (Grocery store look)
Tea and coffee counter wiped down and
clean and free of debris.
Tea and coffee counter wiped down and
clean and free of debris.
Floor, clean (swept and mopped) no dirt,
food or trash on floor.
Floor, clean (swept and mopped) no dirt,
food or trash on floor.
Food stored at least 6 inches off of floor
(Also includes paper products as well)
Food stored at least 6 inches off of floor
(Also includes paper products as well)
All utensils are cleaned and being
stored properly
All utensils are cleaned and being
stored properly
Floor needs to be cleaned. Ensure that
was mopped previous shift.
Floor needs to be cleaned. Ensure that
was mopped previous shift.
All products should be labeled, dated and
rotated.
All products should be labeled, dated and
rotated.
Ensure that walk-In and freezer are holding
at proper temp.
Ensure that walk-In and freezer are holding
at proper temp.
There should be no product on floor. Product
should be at least 6 inches off of floor.
There should be no product on floor. Product
should be at least 6 inches off of floor.
Opening Associate: Closing Associate: Day / Date:
Opening Supervisor: Closing Supervisor: Day / Date:
16.F.6.b
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ADDITIONAL WEEKLY CLEANING
Concessions Market Food Truck / Bar
MONDAY Walk-In Cooler needs to be
detailed. This is different from
the nightly clean
Walk-In Cooler needs to be
detailed. This is different from
the nightly clean
Any and all stainless need to be
polished with stainless cleaner.
TUESDAY
Remove product underneath
front counter and detail shelving.
All shelving needs to be detailed
and organized.
Detail coolers, remove all
product and clean Inside and
out
WEDNESDAY
Detail all cold units. reach in
freezer, fridge, and line cooler
Kitchen area detail clean. Clean
all stainless with stainless cleaner
Detail clean all tables and chairs
throughout seating area.
THURSDAY Detail clean dry storage area.
organize and clean shelves.
Sweep and mop.
Kitchen floor scrubbed and
cleaned with deck brush.
All trash cans need to be
washed out and cleaned.
FRIDAY All stainless surfaces and
equipment in building should be
polished.
Detail clean & sanitize drink
equipment (soda fountain, coffee
- tea urns)
All stainless surfaces and
equipment in building should be
polished.
SATURDAY
All trash cans need to be
washed out and cleaned.
Detail clean & and sanitize
cooking equipment, counters
and tables.
Ice machine needs to be
cleaned and sanitized.
SUNDAY
Detail front of building. All glass
and counters.
Detail register counter and
windows and doors glass
surfaces.
Exterior of building/ trucks needs
to be detailed.
These are duties that should be looked over every day. On the days assigned is when we get into the detailing, but these tasks
are things that you should be looking at daily.
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PARENTAL WAIVER
RELEASE OF LIABILITY, WAIVER OF CLAIMS, AND INDEMNIFICATION AGREEMENT
Notice – By signing this document you may be waiving certain legal rights, including the right to sue.
In consideration of being allowed to use the facilities and participate in programs, events, and activities (the “Programs”) at the Paradise
Coast Sports Complex (the “Facility”), Participant, and Participant’s parent(s) or legal guardian(s) if Participant is a minor, do hereby
agree, to the fullest extent permitted by law, as follows:
1) TO WAIVE ALL CLAIMS that they have or may have against PARA SFM, LLC, Sports Facilities Management, LLC, Collier
County, Florida, a political subdivision of the State of Florida and their owners, affiliates, operators, employees, agents, and officers arising
out of Participant’s participation in the Programs, or the use of any fixtures, furniture, and equipment (the “Equipment”) provided by
Facility. Participant and his/her parent(s) or legal guardian(s) specifically understand that they are releasing any and all claims that arise or
may arise from any negligent acts or conduct of PARA SFM, LLC, Sports Facilities Management, LLC, Collier County, Florida, a political
subdivision of the State of Florida and their owners, affiliates, operators, employees, agents, and officers to the fullest extent permitted by
law. However, nothing in this Agreement shall be construed as a release for conduct that is found to constitute gross negligence or
intentional conduct.
2) TO ASSUME ALL RISKS of participating in the Programs and using the Equipment, even those caused by the negligent acts or
conduct of PARA SFM, LLC, Sports Facilities Management, LLC, Collier County, Florida, a political subdivision of the State of Florida
and their owners, affiliates, operators, employees, agents, and officers. Participant and his/her parent(s) or legal guardian(s) understand that
there are inherent risks of participating in the Programs and using the Equipment, which may be both foreseen and unforeseen and include
serious physical injury and death;
3) TO RELEASE PARA SFM, LLC, Sports Facilities Management, LLC, Collier County, Florida, a political subdivision of the
State of Florida and their owners, affiliates, operators, employees, agents, and officers from all liability for any loss, damage, injury, death,
or expense that Participant (or his/her next of kin) may suffer, arising out of his/her participation in the Programs and use of the Equipment;
and
4) TO INDEMNIFY PARA SFM, LLC, Sports Facilities Management, LLC, Collier County, Florida, a political subdivision of the
State of Florida and their owners, affiliates, operators, employees, agents, and/or officers from all liability for any loss, damage, injury,
death, or expense that Participant (or his/her next of kin) may suffer, arising out of participation in the Programs and use of the Equipment.
Participant understands that his/her participation in the Programs is voluntary and further understands that he/she has the
opportunity to inspect Facility before any participation.
Participant understands that he/she is obligated to follow the rules of the Programs and that he/she can minimize his/her risk of
injury through the exercise of common sense and by being aware of his/her surroundings.
If, while participating in the Programs, Participant observes any unusual hazard, which he/she believes jeopardizes his/her personal
safety or that of others, he/she will remove himself/herself from participation in the Programs and immediately bring said hazard
to the attention of Facility.
To the extent that any portion of this Agreement is deemed to be invalid under the law of the state of Florida, the remaining
portions of the Agreement shall remain binding and available for use by Facility and its counsel in any proceeding.
I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I MAY
BE WAIVING CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE.
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Parents or Guardians must also sign if Participant is UNDER 18.
Participant’s Signature:_______________________ Date:_____________________
Parent/Guardian Signature:____________________ Date:____________________
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PURCHASING POLICIES
Best Value Policy
All employees should institute a best value approach to all purchases. “Best value" means the selected purchase
provides the greatest overall benefit in response to the requirement. In short, this approach offers the latitude to
select products and services based on the overall value they provide to the project. Value should include short
term and long-term considerations as well as the time and cost of the procurement itself.
Staff Purchasing Limits & Requirements
Unit Price Purchase Limits
$0 - $3,000: Staff should use best judgement on purchases by applying the best value approach and
adhering to the staff purchasing limits and requirements above.
$3,000: Staff shall acquire a minimum of three bids and provide bids along with best value
selection to the County Manager’s office for approval. Purchase may not be made without
written approval from County Manager’s office.
Long Term Vendor Selection
When selecting a vendor to procure multiple purchases or products, best value policy should be instituted. A
minimum of two vendors should be contacted for such services where multiple products/purchases will be
sourced through a single provider for an extended period of time (i.e. food supplier, beverage partner, sports
equipment provider). Best value should take into consideration, but not be limited to the following:
• Short term and long-term cost considerations
• Product quality
• Product variety
• Sponsorship and other revenue sources
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PROCUREMENT JUSTIFICATION FORM
Department Date
Product Being Purchased
Amount
Reason for Purchase $3,000+ Unit Price (requires 3 bids, best value selection/explanation and County Approval Long Term
Vendor Procurement/Selection (requires best value selection/explanation and County approval)
Vendor 1 Name
Product Price
Vendor 2 Name
Product Price
Vendor 3 Name
Product Price
Vendor Selection
(Best Value Selection rationale)
Originator General Manger Collier County
Sign: Sign: Sign:
Date: Date: Date: ____________
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SPORTS COMPLEX BUSINESS HOURS
Administrative Office Hours
M – F: 9:00 – 5:00
S & S: Event Based Flexible Hours
Sports Surface Hours
Field Rental & Operating Hours
M – F: 8:00 AM – 10:00 PM
Saturday: 8:00 AM – 10:00 PM
Sunday: 12:00 PM – 6:00 PM
Local Use Hours
Whenever the Facility is open for field rentals, the Facility will be open for local use. The hours posted below
are days in which the Facility will be open for local use regardless of whether fields are in use or not. Fields
must be rented to participate in organized play. If all fields are rented during operating hours, the common
areas of the Facility are still open to local residents. All visitors must sign a waiver to use the Facility.
During local use hours, the complex and fields will be open for local resident use, if not being used by a group
who has reserved/rented the fields. Fields should not be used after dusk and field lighting will only be used for
groups who have rented fields and paid light fees.
Local Use Calendar
Park will maintain a calendar that is accessible on website to provide field rental hours as well as hours that the
Facility will be open/accessible for local use.
Organized Play
Organized play will not be allowed without first renting a field. Organized play is defined as a group of 8 or
more people that gather at a planned time to utilize a field without first renting the field. Organized play
identification will be at the discretion of Facility staff.
Stadium Hours
The stadium will only be open during scheduled events/rentals. No open play or local use will be allowed in
the stadium or on the stadium field.
Great Lawn
The Great Lawn will be open from dusk till dawn, seven days a week. This area is open to the public and may
not necessarily be staffed during all of these hours.
Utilizing Park Locations
Resolution 2021-263 – Fee Policy – tournament fees states that fees will be determined on a tournament-by-
tournament basis based on, but not limited to, the following criteria: direct operational costs, duration of
tournament, staffing, merchandise sales, category status, sponsored or cosponsored parking and food
concessions. With the ability to negotiate tournament fees, as listed and based on the factors above, Paradise
Coast Sports Complex will negotiate with CC Parks when parks locations are requested for use.
If there is a date where no event booked 90 days or less, then Parks and Recreation will be allowed to rent out
this date if there is no conflict with a PCSC event.
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The Factory Fitness Area
Standard Operating Hours
•Winter hours: 7:00am- 7:00pm
•Summer hours: 6:00am-12:00pm reopen 4:00pm-8:00pm
•Weekend hours: 8:00am-2:00pm
Weather Protocols
Rain. When outdoor equipment wet, The Factory manager may close part or all the facility if deemed unsafe.
Lightning. If the facility is under or becomes under lightning delay one hour from scheduled closing The Factory will
close daily operation at that time.
Holiday Closures 2022
•Martin Luther King Day; January 17, 2022
•Presidents Day; February; February 21, 2022
•Memorial Day; May 30th, 2022
•July 4th; July 4th, 2022
•Labor Day; September 5th, 2022
•Veterans Day; November 11th, 2022
•Thanksgiving; 24th November, 2022
•Day after Thanksgiving; 25th November, 2022
•Christmas Eve Observed; 23rd December, 2022
•Christmas Eve; 24th December, 2022
•Christmas Day; 25th December, 2022
•Christmas Day Observed; 26th December, 2022
Other Closures
Operator may close The Factory on future dates due to large events or for other reasons, with approval from the
County’s Paradise Coast Park Manager, and with notice being posted on the Complex website, and social media.
The Cove and Food Truck Pavilion
Standard Operating Hours
•Sun-Thurs hours: 5:00pm-9:00pm (or later)
•Fri-Sat hours: 5:00pm-10:00pm (or later)
•Sat-Sun lunch hours: 11:00am-1:00pm
Weather Protocols
Rain. When the environment is in rain or storm conditions, The manager on duty may close part or all the facility if
deemed unsafe.
Lightning. If the facility is under or becomes under lightning delay one hour from scheduled closing The Cove will
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close daily operation at that time.
Holiday Closures 2022
• July 4th; July 4th, 2022 (Subject to change, pending Collier County event planning)
• Thanksgiving; 24th November, 2022
• Day after Thanksgiving; 25th November, 2022
• Christmas Eve; 24th December, 2022
• Christmas Day; 25th December, 2022
Other Closures
Operator may close The Cove on future dates due to large events or for other reasons, with approval from the County’s
Paradise Coast Park Manager, and with notice being posted on the Complex website, and social media.
FIELD RENTAL RATES
Hourly Field Base Rental Rates
For-Profit Rate: $35/Hr.
*Non-Profit Rate: $20/Hr.
Lighting: $20/Hr.
*Non-Profit must show proof of current valid status
Field Set-Up Fee
If renting group requests line painting, temporary fence, or other field set up specifics, a one-time field set up
fee will be incurred, rate depending on what is asked. Line painting is $100, temporary fencing is $50. For
intricate or intensive set up is required, Manager may negotiate additional fees.
Tournament/Camp/Event Rates
Tournament, camp, and event rates will be negotiated on a case-by-case basis.
Great Lawn Rental
Great Lawn rental rates will be negotiated on a case-by-case basis.
Stadium & Stadium Field Rental
Stadium and Stadium field rental rates will be negotiated on a case-by-case basis.
Pick Up Play
This policy provides guidelines for walk-on participants on Facilities which include Athletic Fields and
green space in PCSC.
A. All walk-ons must check with the Facility staff to ensure that the Facility and or fields are
available for use. Walk-ons are defined as individuals, families or unorganized small
groups for the purpose of general recreation.
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B. Typical personal sport specific equipment is allowed, but no goals (soccer or lacrosse),
pitching machines or protectors are allowed. Plastic cones and plug goals are the only
acceptable type of equipment that can be used unless specially approved. No marking of
fields is allowed.
C. The designated Facility and or field must be used for the approved sport specific purposes.
No golf, remote controlled airplanes, drones, or rockets are allowed without approval from
the County.
D. Public users are expected to follow all Facility rules.
E. Athletic use that is clearly organized or instructional use is by reservation only. Indicators of
Organized or Instructional include but aren’t limited to large groups participating in organized
practice or games, groups wearing uniforms, games with referees, and for-profit instruction.
Paradise Coast Sports Complex reserves the right to limit Facility or field usage or prohibit groups
or individuals from using a Facility or a field without reservations
Factory Rates
o Annual $200
o Spouse $100
o Additional Family Member $50
o Monthly $25
o Daily $8
Corporate
o 1-9 people 10% off
o 10-24 people 25% off
o 25 plus 40% off
Group Training Session
o Day/per person $10
Personal Training
o Monthly $100 per trainer/month, plus a membership or pass for each
participant
Summer Rates Special
o Student Rate* $10 month *Must have school ID to qualify
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EVENT BOOKING
The Facility will host several events ranging from self-operated events to partners events and Facility rentals. With
each event, sports managers will negotiate and structure at minimum the following items with events/partners:
• Dates & Term of Agreement
• Facility Needs
• Event Description
• Facility Rental Structure (team, player, flat fee, etc.)
• Gate/Parking Fee
• Hotel Booking
• Food & Beverage
• Merchandise
• Vendors
• Sponsors
• Player/Insurance Waivers
EVENT APPROVAL PROCESS
Paradise Coast Sports Complex will negotiate all details with event/partner. Once agreed upon, the following
process will take place:
1. Partner/Event to sign term sheet
2. PARA SFM, LLC to provide term sheet to County Manager’s office
3. County Manager’s office to sign term sheet
4. PARA SFM, LLC to sign term sheet and provide to partner
5. PARA SFM, LLC to send event/partner contract
6. Partner to sign contract
7. Calendar dates locked in
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SAMPLE
USE LICENSE AGREEMENT
THIS USE LICENSE AGREEMENT (“Agreement”), made and entered into as of the day of
, 2021, by and between (Name) of ______(Address)
______ __ _______ (“Licensee”) and PARA SFM, LLC of 3940 City Gate Blvd. North, Naples,
Florida 34117 (“Licensor”).
WHEREAS, Paradise Coast Sports Complex (the “Facility”), is owned by Collier County, Florida and
operated and managed by Licensor. Licensor desires to grant to Licensee, and Licensee hereby accepts from
Licensor, a license to use certain areas of the Facility in accordance with the terms and conditions set forth
herein.
NOW, THEREFORE, inconsideration of the foregoing and the mutual promises, covenants, and
agreements herein contained, the parties hereto, intending to be legally bound, hereby agree as follows.
1. Use of the Facility.
Licensor hereby grants to Licensee, upon the terms and conditions hereinafter expressed, a license to
use the (Description of fields, etc.) of the Facility, for the
purpose of (Description of the sport and/or the event) , from _____ a.m./p.m. on ,
2021 until _____ a.m./p.m. on , 2021 (the “Event”).
2. License Fee. In consideration of the grant of the license described above, Licensee shall pay to
Licensor a fee of Dollars and Cents ($ ). Except as
may be otherwise provided herein, the license fee is non-refundable.
3. Advance Deposit Fee and Payment Terms. Licensee will pay to Licensor $ of the
License fee upon execution of this Agreement by Licensee. The balance of the fee is due
, 2021.
4. Additional Fees and Charges. Licensee understands that the above fees are for use of the specific
areas of the Facility described above and do not include charges for parking lot exhibits or any additionally
requested services or materials, including but not limited to: equipment, personnel, utilities, security, catering,
and communications. Licensee shall refer to this Agreement and any exhibit attached hereto and which are
incorporated herein by reference, regarding other services and their attendant fees and charges. See
addendum for Licensor’s additionally requested services fee structure.
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5. Term of License. The license granted herein is effective upon the signature of Licensor. Agreement
must be returned fully executed by an authorized officer of Licensee accompanied by the appropriate advance
fee(s) on or before the deadline date set forth below. Failure of Licensee to ensure delivery of an executed
Agreement to Licensor by: may result in Licensee's loss of scheduled event dates.
6. Event Coordination. Licensee shall, as required by Licensor, complete an event resume. This event
planning and coordination document sets forth Licensee's requirements regarding space layout and set-up,
event hours and dates, attendees, seating, equipment needs, parking, security, loading/unloading needs,
utilities, telecommunications, catering, and audio/visual equipment. Upon completion and signature of the
event resume by Licensee and approval and acceptance by Licensor, Licensee's event resume shall become
an amendment to this Agreement.
7. Catering/Novelty Sales. Food and beverage services shall be provided exclusively by the Facility’s
food service contractor. Except as approved by Licensor in writing, Licensee shall not bring any food or
beverages, alcoholic or non-alcoholic, onto Facility premises. Licensee further understands that Licensor
reserves the right to conduct non-competing retail novelty sales (merchandise, photos, apparel, souvenirs) on
Facility premises during Licensee's event. Such sales may, in the sole discretion of Licensor, be accomplished
through Licensor's staff or by third parties of Licensor's choice.
8. Parking. Except as set forth in Licensee's event resume, Licensor hereby expressly reserves all parking
rights to itself.
9. Security. Licensee is responsible for all security, and the costs thereof, for the licensed premises.
Licensee will present an event security plan to Licensor no later than thirty (30) days prior to the Event. If
Licensee fails to timely present an adequate event security plan to Licensor as determined in the sole discretion
of Licensor, Licensor reserves the right to arrange for event security on Licensee’s behalf and Licensee agrees
to pay all costs associated with that arranged service.
10. Common Areas/Other Uses. Licensee understands and agrees that common areas of the Facility
including but not limited to any exterior and loading docks are not included in the licensed premises. Licensor
may, at its sole discretion allow others: (1) access to and use of the common areas and (2) use the facilities
and equipment of the Facility not currently being used by Licensee. Licensee shall not unreasonably interfere
with or disrupt any other authorized access or use and shall comply with Licensor’s directives issued for the
purpose of ensuring the concurrent uses of the Facility by Licensee and others.
11. Maximum Attendance. Licensee shall not admit to the premises a larger number of persons than the
maximum number of persons allowed by the local and state laws and regulations. The decision of Licensor
with respect to safe occupancy and capacity of the Facility shall be final.
12. Lost Property. Licensor reserves exclusive right to collect and have custody of articles left or lost at the
Facility or on the premises, including the licensed premises, by persons attending Licensee's event. Licensee
shall not collect or interfere with the collection or custody of such articles.
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13. Evacuation. Licensor reserves the right, in its sole discretion, to order the evacuation of the Facility, or
any portion thereof, when deemed necessary to preserve the safety, health, and welfare of the public.
14. Restrictions. Common areas of the Facility, including but not limited to entrances, passages, halls,
corridors, stairways, elevators, escalator, walkways and exits shall not be obstructed by Licensee, its officers,
agents, employees, sub-contractors or invitees, nor used by them for any purpose other than ingress or egress,
or that which is specifically authorized in writing by Licensor. Licensee shall not use, nor permit the licensed
premises to be used, for any purpose in violation of any law or ordinance or in any manner that will constitute
a nuisance, nor for any hazardous purpose.
15. Rules and Regulations. Licensee shall abide by and conform to all Facility rules and regulations,
including, but not limited to, those attached hereto as “Exhibit A.”
16. Compliance with Law. Licensee shall comply with all applicable federal and state statutes and
regulations and local ordinances, and all rules and regulations of the police and fire departments or other
departments of Collier County and the State of Florida and agrees to obtain and pay for all necessary permits
and licenses which may be required for the promotion and presentation of the event or program described in
Numerical Paragraph 1 herein. Licensee will not do, nor suffer to be done, anything on the Facility premises
during the term of this Agreement in violation of any such laws, ordinances, rules, or regulations. Upon notice
thereof, Licensee hereby agrees to desist and to cause such violation to be immediately corrected.
17. Defacement. Licensee shall not do, cause, or permit anything to be done that may injure or deface the
Facility, the premises, or any equipment or furnishings therein. Licensee will not attach nails, hooks, tacks,
screws, tape, or any other device to any part of the Facility or premises and will not make or allow to be made
any alteration of any kind to the premises without the expressed written consent of Licensor.
18. Damage to Premises. In the event the premises or any portion of the Facility or any equipment or
material contained therein is damaged by Licensee, its officers, agents, employees, sub-contractors, invitees,
or any other person admitted to the premises by Licensee, Licensee shall pay to Licensor upon demand such
sum as shall be necessary to restore same to its pre-license condition. Further, Licensee hereby assumes full
responsibility for the character, acts, and conduct of all persons admitted to the licensed premises or any
portion of the Facility by the consent of Licensee or by or with consent of any person acting for or on behalf of
Licensee.
19. Force Majeure. If the Facility is damaged from any cause whatsoever or if any casualty or
unforeseeable cause beyond the control of Licensor including, without limitation, acts of God, fires, floods,
epidemics, quarantine restrictions, strikes, failure of public utilities, or unusually severe weather, prevents
occupancy and use, or either, as granted in this Agreement, Licensor is hereby released by Licensee from any
damage so caused thereby.
20. Relocation. In the event of circumstances beyond Licensor’s control, and if comparable space is
available, Licensor reserves the right to relocate Licensee's event from the licensed premises to another space
within the Facility that will allow Licensor to fulfill its obligations hereunder.
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21. Limitation of Liability. In no event shall Licensor incur any liability for special, incidental, or
consequential damages.
22. Insurance.
(a) Licensee shall, at its own expense, secure and deliver to Licensor not less than thirty (30) days prior
to the beginning date of Facility use by Licensee as set forth in Numerical Paragraph 1 herein commencement
of this Agreement and shall keep in force at all times during the term of this Agreement:
(i) Commercial general liability insurance on an occurrence-based policy in form acceptable to
Licensor, including public liability and property damage, covering its activities hereunder, in an
amount not less than One Million Dollars ($1,000,000) for bodily injury and One Million Dollars
($1,000,000) for property damage, Three Million Dollars ($3,000,000) aggregate, including blanket
contractual liability, independent contractors, and broad form property damage. All insurance
companies providing coverage under this Agreement, shall be licensed to do business in the State
of Florida and have an A.M. Best “A” rating.” The coverage must be primary and non-contributory.
If the event described in Numerical Paragraph 1 of this Agreement includes athletic or recreational
activities, then the policy coverage must include “Participant Liability” or other otherwise state that
coverage applies to liability claims made by athletic participants (this must be made clear on the
certificate provided). The coverage may not exclude any of the event activities described in
Numerical Paragraph 1.
(ii) Commercial automotive bodily injury and property damage insurance in form acceptable to
Licensor use covering all vehicles operated by Licensee, its officers, directors, agents, and
employees in connection with its activities hereunder, whether owned by Licensee, Licensor, or
otherwise with a single limit of not less than One Million Dollars ($1,000,000.00) (including an
extension of hired and non-owned coverage); and
(iii) Applicable workers compensation insurance for all of Licensee’s employees, as required by
applicable state and federal laws.
(b) The following shall apply to the insurance policies described in clauses (a)(i) and (ii) above:
(i) “PARA SFM, LLC,” “Sports Facilities Management, LLC”, and “Collier County Board of County
Commissioners” shall be named as additional insureds thereunder, not less than thirty (30) days prior
to the beginning date of Facility use by Licensee as set forth in Numerical Paragraph 1 herein, Licensee
shall deliver to Licensor certificates of insurance evidencing the existence thereof, all in such form as
Licensor may reasonably require. Each such policy or certificate shall contain a provision or
endorsement stating, “The policy will not be canceled or materially changed or altered without consent
of Licensor nor without first giving thirty days’ written notice thereof to Paradise Coast Sports Complex,
General Manager, 3940 City Gate Blvd. North, Naples, Florida 34117.” If any of the insurance policies
covered by the forgoing certificates of insurance will expire prior to or during the time of an Event,
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Licensee shall deliver to Licensor at least thirty (30) days prior to such expiration a certificate of
insurance evidencing the renewal of such policy or policies.
(ii) Licensee hereby acknowledges that the coverage limits contained in any policy no way limit
the liabilities or obligations of Licensee under this Agreement, including, without limitation, Licensee’s
indemnification obligations under Numerical Paragraph 32 below.
(c) In response to changing circumstances of loss exposures, Licensor reserves the right to modify
the insurance coverage, limits of liability, policy endorsements and policy terms required in this or any
contract. Licensor will provide written notice to Licensee, which outlines such changes and allow Licensee a
reasonable period of time in which to comply with the new requirements. However, in no event shall any
compliance period be longer than thirty (30) days.
(d) If at any time any of the foregoing policies shall be or become unsatisfactory to Licensor, as to
form or substance, or if a company issuing any such policy shall be or become unsatisfactory to Licensor,
Licensee shall, upon notice to that effect from Licensor, promptly obtain a new policy and submit the same to
Licensor approval. Upon failure of Licensee to furnish, deliver and maintain the insurance coverages required
herein, this Agreement, at the sole discretion of Licensor, may be forthwith declared suspended, discontinued
or terminated. Failure of Licensee to take out and/or maintain any required insurance shall not relieve Licensee
from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or
otherwise limit the obligations of Licensee concerning indemnification.
23. Copyright Liability. Licensee represents and warrants that all copyrighted or trademarked material to
be displayed or performed at the Facility by Licensee has been duly licensed or authorized by the copyright or
trademark owner(s) or authorized representative(s) of the owner(s), that all applicable royalties have been or
will be paid. Licensee shall supply, within ten (10) days of Licensor’s written request, written documentation as
evidence of Licensee's lawful right to display or perform copyrighted or trademarked material.
24. Broadcast Rights. Licensor hereby reserves and shall have exclusive and complete control of, title to,
and right of copyright to all television, radio, cable, and satellite broadcasts originating from the licensed
premises during the term hereof. In the event Licensee at any time during the term of this Agreement, desires
to enter into any arrangement by which any portion of the event would be broadcast on either television, radio,
cable, or satellite broadcasts, Licensee shall provide Licensor at least sixty (60) days prior written notice of its
intention, along with a complete description of the nature and timing of the proposed broadcast. The parties
shall negotiate in good faith to arrive at mutually agreeable terms and conditions governing the proposed
broadcast. However, should the parties fail to reach agreement, the proposed broadcast shall not be permitted.
Nothing in this Numerical Paragraph 24 shall be construed to prevent either Licensee or any of its vendors
from the incidental use of audio or visual media in the promotion of the event without the consent of or payment
of compensation to Licensor.
25. Admission Taxes and Fees. Licensee understands that the State of Florida and Collier County may
require hospitality fees on any and all ticketed events and, if required, any said taxes and fees must be collected
and remitted to the appropriate entity as prescribed by law.
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26. Default and Remedies.
Licensee shall be declared to be in default if Licensee:
(a) Fails to perform or comply with any of the terms and conditions of
this license;
(b) Fails to use the premises in the manner and for the purpose set forth in Numerical
Paragraph 1 herein;
(c) Except as authorized by Licensor in a written amendment to this license, postpones,
reschedules, or changes the nature or type of event, before or during the license period;
(d) Is adjudged bankrupt or insolvent, files or consents to the filing of a petition in bankruptcy
under federal or state law, applies for or consents to the appointment of a receiver for its
assets, makes a general assignment for the benefit of creditors, fails to pay its debts as
they become due, or does anything which, under the applicable provisions of the federal
bankruptcy code would permit a petition to be filed by or against Licensee.
Upon Licensee's default, Licensor may take any or all of the following actions:
1. Provide written notice to Licensee of the default and afford Licensee an opportunity to cure
said default within the time period set forth in the notice. However, Licensor's failure to
provide such notice or opportunity to cure shall not impair the rights of Licensor;
2. Require Licensee to provide reasonable security for its obligations;
3. Revoke this license and terminate the license period;
4. Take exclusive possession of the licensed premises;
5. Retain all fees paid by Licensee;
6. Apply any sums held by Licensor for Licensee to satisfy Licensee's
obligation;
7. Sue Licensee to recover any fees due and damages sustained by Licensor;
8. And, exercise such other remedies as may be available to Licensor,
whether in law, equity, or otherwise set forth in this license.
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27. Property Interest. Licensee understands and agrees that this license does not confer any right, title, or
interest in the licensed premises, its facilities, or equipment, but merely grants licensee a personal privilege
revocable on the terms outlined herein.
28. Inclement Weather. Should inclement weather prevent an event from occurring on the scheduled date,
Licensor will reschedule the date and all fees, as well as, cancellation policies will apply. Your event will be
rescheduled, not cancelled. Thus, we can’t process refunds for events that must be rescheduled due to
weather. We pre-purchase materials for your event based on preregistrations and thus, refunds cannot be
offered. Events will be rescheduled based on the availability of our schedule and the host’s schedule. We will
give you the highest priority for rescheduling as possible. We cannot guarantee the reschedule date will work
with every one of your attendees. We do not give refunds or reschedule for no-shows, cancellations or misses
due to illness or any other reason.
29. Cancellation by Licensee. Should Licensee cancel its event or fail to perform its obligations hereunder,
the measure of damages shall be Licensee's advance deposit fee, the license fee and any other fees or charges
that are due at the time of cancellation. Licensor shall have no duty to mitigate Licensee's damages by re-
licensing the premises. However, if in the normal course of business Licensor is able to re-license the premises
for the cancelled term, fees generated therefrom will be used by Licensor to offset Licensee's damages.
30. Surrender of Premises. Licensee shall quit and surrender the licensed premises and all equipment
contained therein to Licensor on or before the end date in the same condition as on the start date, normal wear
and tear excepted.
31. Assignment. Licensee shall not assign this Agreement or any part thereof, without the prior consent in
writing of Licensor. Any attempt to assign or otherwise transfer this Agreement, or any part herein, without
Licensor’s consent, shall be void. If Licensee does, with approval, assign this Agreement or any part thereof,
it shall require that its assignee be bound to it and to assume toward Licensee all of the obligations and
responsibilities that Licensee has assumed toward Licensor. Licensor has the right to assign all of its rights
and obligations under this Agreement to Collier County, Florida (or to any successor management company
retained by the County for management of the Paradise Coast Sports Complex).
32. Indemnification. Licensee shall indemnify and hold harmless “PARA SFM, LLC,” “Sports Facilities
Management, LLC”, and “Collier County, Florida, a political subdivision of the State of Florida ”, and their
respective officers, directors, agents, and employees from and against any and all claims, losses, demands,
loss, liabilities, costs, expenses (including attorneys’ fees) causes of action, suits, or judgments from (i) any
failure by Licensor to perform its obligations hereunder, or (ii) any accident, illness, injury, or for death to
persons or for loss of or damage to property arising out of, or in connection with, the use and occupancy of the
licensed premises by Licensee, its officers, agents, sub-contractors, employees, participants or invitees. In the
event such a claim is made, or suit is filed, Licensor shall give Licensee notice thereof, and Licensee shall
defend or settle same at its sole expense. In no event shall “PARA SFM, LLC,” “Sports Facilities Management,
LLC”, and “Collier County, Florida, a political subdivision of the State of Florida” be liable for an accident, injury
or damage to person or property in, or about the Facility or otherwise relating to use of the Facility by Licensee
or any of its officers, agents, sub-contractors, employees, participants, or invitees.
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33.Binding Effect. All negotiations, considerations, representations, and understandings between the
parties with respect to this Agreement have been reduced to writing and are incorporated herein, shall be
binding on the parties, their respective heirs, successors, and assigns, and cannot be waived by any oral
representations unless the same be reduced to writing, signed by the parties or their duly authorized agent(s)
and incorporated herein.
34.Waiver. No waiver by Licensor of any default shall operate as a waiver of any other default, or of the
same default on a future occasion. No delay or omission by Licensor in exercising any right or remedy shall
operate as a waiver thereof, and no partial exercise of a right or remedy shall preclude any other or future
exercise thereof, or the exercise of any other right or remedy.
35.Severability. If any provision contained in this Agreement is held invalid, illegal, or unenforceable, all
remaining provisions shall continue in full force and effect.
36.Headings. The headings of the section contained herein are for convenience only and do not define,
limit, or construe the contents of such sections or this Agreement.
37.Governing Law. The parties agree that this Agreement shall be construed under the laws of the State
of Florida. An acceptance shall occur when both parties are in possession of an original Agreement and
attachments, of any, or conformed copies, signed by the other party. If a fax transmittal issued by either party,
then a conformed fax copy shall subsequently exchange signed copies of this Agreement and attachment(s),
if any, in duplicate original so that each party shall have a signed document, either of which shall be deemed
an original. Venue for any action to enforce the terms of this Agreement shall be in the State and federal courts
in and for Collier County, Florida.
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS USE LICENSE AGREEMENT BY THEIR
DULY AUTHORIZED REPRESENTATIVE, THIS DAY OF ____________, 2021.
LICENSEE: _______________________________________
BY: ___________________________________
(AUTHORIZED SIGNATURE - LICENSEE)
PRINTED NAME: _______________________________________
WITNESS: _______________________________________
(REQUIRED)
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LICENSOR: PARA SFM, LLC
BY:_____________________________________
PRINTED NAME:
________________________________________
WITNESS:
________________________________________
(REQUIRED)
COLLIER COUNTY APPROVAL
BY:
______________________________________________
as
WITNESS: ________________________________________
(REQUIRED)
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PARADISE COAST SPORTS COMPLEX RULES AND REGULATIONS
1.Any person or persons violating the established Rules and Regulations or constituting a public nuisance at minimum will be
asked to leave the Facility.
2.Misuse of the Facility or failure to abide by rules and regulations shall constitute refusal for future use.
3. Licensor has the right to terminate a tournament/event at any time due to violations of rules.
4.Everyone is reminded to show proper respect to all others. This includes umpires, referees, players, spectators, and all
tournament officials.
5. Handicap parking must be respected. Vehicles parked illegally will be towed at owner’s expense.
6.Parents are never to leave children unattended. Children must be under adult supervision at all times. Do not send children
to the concession, restroom, or parking lot without supervision.
7.Illegally parked vehicles will be towed at the owner’s expense.
8.Parking lot speed limit is 5 mph.
9.All cars should be locked. Licensor is not responsible for lost or stolen items or for damage occurred by hit, thrown, or
moving objects.
10.The following activities are prohibited on Facility premises:
•Smoking and chewing tobacco products of any kind including cigarettes and cigars.
•Smoking equipment and paraphernalia including pipes.
•Illegal narcotics and drugs of any kind.
•Illegal drug paraphernalia.
•Pets of any kind with the exception of animals trained and used for handicap assistance.
•Glass bottles and containers.
•Inappropriate language, actions, comments, sportsmanship, or gestures of any kind, including chanting or cheers
deemed inappropriate.
•Violent or threatening language, actions, or behavior.
•Littering.
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SPONSORSHIP
FACILITY SPONSORS
Sponsorship is a major revenue source for the sports complex. Sponsorship sales will be led by Facility General
Manager. “Naming rights” sponsorships are not included in the responsibility of the Sports Complex management
team.
CONFLICTS
Staff should use best judgement and efforts to avoid:
•Sponsors that create conflict of interests with existing County relationships
•Sponsors that create potential conflicts with large portions of potential customers (i.e., politics)
•Sponsors that conflict with Facility and youth sports values (i.e., gun advertising, tobacco, etc.)
•Small level sponsorships that could limit ability to sell larger exclusivity sponsorships
SPONSORSHIP APPROVAL PROCESS
General Manager will negotiate all details with event/partner. Once agreed upon, the following process will
take place:
1. Sponsor to sign agreement
2.Agreement sent to County Manager’s office
3. County reviews and signs the agreement if acceptable as authorized by Collier County
4.PARA SFM, LLC to sign agreement
5.Staff to initiate fulfillment
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CRITICAL INCIDENTS
When an incident occurs that involves the following:
• Damage to the property
• Severe injury/illness to a patron/guest/attendee
• Filling out any police report
• Ambulance/EMS on site
An informational call should be made to the PCSC Collier County Regional Manager immediately. If unable to contact
the above, then call the Deputy County Manager.
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CRITICAL INFORMATION REPORT (CIR) CHECKLIST
Instructions
1. Verbally notify supervisor within two hours.
2. Complete the CIR Checklist and provide to supervisor within four hours.
3. Investigations, if necessary, will be coordinated through Risk Management.
EVENT/INCIDENT TITLE: Click or tap here to enter text.
DATE OCCURRED: Click here to enter a date. DATE REPORTED: Click here to enter a date.
TIME OCCURRED: Click here to enter text. TIME REPORTED: Click here to enter text.
CIR SUBMITTER: Click or tap here to enter text. SUBMITTER DIVISION: Choose an item.
LOCATION: Click here to enter text.
ADDRESS: Click here to enter text.
✔ Type (check all that apply) Req’d Notifications
☐ Change or Interruption to Normal Service Level varies
☐ Compliance Violation varies
☐ Contractual Issue/Change Order Impacting Cost/Schedule PROCUREMENT SERVICES
☐ Crime Involving County Property or Employees/Vendors POLICE, RISK
☐ Failure of a Major System/Asset (e.g., roof collapse) varies
☐ Financial Obligation Beyond Cost Center's Ability to Pay BUDGET OFFICE
☐ Incident Involving County Vehicle or Employee Driver FLEET, RISK
☐ Injury or Health Condition Requiring Medical Attention SECURITY, RISK
☐ Employee Injury Involving Lost Time/Absenteeism HR, RISK
☐ Internal Controls Deficiency INTERNAL CONTROLS
☐ Pollution Event (e.g., chemical spill) POLLUTION CTRL, RISK
☐ Potentially Contentious News Story PIO, RISK
☐ Property Loss or Damage RISK
☐ Property Loss or Damage (Suspected Theft/Vandalism) SECURITY, RISK
☐ Protest/Oppositional Activity on County Premises SECURITY, RISK
☐ Security Breech or Issue (Electronic) IT, RISK
☐ Security Breech or Issue (Physical) SECURITY, RISK
☐ Other (only use if no other event types are applicable) varies
Facilities WO # IT WO # Risk STARS # Police Report # Sec. Incident #
Click or tap here Click or tap here Click or tap here Click or tap here Click or tap here
CIR Checklist ID: 20170221.0721.c1665
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Packet Pg. 1367 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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PARADISE COAST
SPORTS COMPLEX
HURRICANE RESPONSE PLAN
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HURRICANE PREPARATIONS
CONCEPT: The Paradise Coast Sports Complex describes operations and policies to safeguard
staff and County in the implementation of appropriate procedures prior to, during,
and after hurricanes.
POLICY: The Executive Director of Corporate Business Operations and/or designee will be the
designated Emergency Operations Center (EOC) contact for the Paradise Coast
Sports Complex in the event of a hurricane. The Executive Director of Corporate
Business Operations and/or designee will initiate all official information and
emergency directives from EOC.
SCOPE: Sports complex staff is called upon to perform a variety of tasks prior to,
during, & after a hurricane. Collier County staff is considered essential and
will be expected to work before, during, and after an event. PARA SFM,
LLC will only perform tasks before and after the event. These tasks include
but are not limited to:
Activity Responsibility
Securing/patrolling complex
before/after the storm
PARA Staff/Collier County Staff
Transporting Disaster Relief Units
(DRU’s) and variable signs –
mobile crew. Return after use
Assist with traffic control signage
when POD and/or Staging Areas are established
Operations/Fiscal responsibilities SFC Business Operations – Financial and Operational Support
Setting up and operating the
shelter
Future – When indoor space becomes available
Setting up and operating for GMD
BASE if needed
Discuss with GMD – TBD
Operating and cleaning up
Point of Distribution Centers
(POD’s)
Type II Distribution Point – see diagram below:
PARA Staff and CC Staff
Sports Complex operating as
housing facilities and / or
cooling centers
PARA Staff/Collier County Staff
Direct cleanup efforts for after
an event
PARA Staff/Collier County Staff
Assess damage to Sports Complex
Facilities
PARA Staff/Collier County Staff
Other duties as defined by EOC All staff
Coordinate Hurricane Prep with Construction Team Breakdown of tasks and duties before/after weather event
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PROCEDURE:
Pre-Hurricane Season:
Administration:
ϒ Ensure all permanent full-time employees receive, read, and acknowledge receipt of
Master Hurricane Plan.
ϒ Train personnel on the Collier-214, Activity Log (attachment #?)
Identify and train sufficient staff to monitor WebEOC on behalf of the Paradise
Coast Sports Complex and log
ϒ Brief staff on the importance for having a family hurricane plan, annually.
Fiscal Operations:
ϒ Ensure appropriate Collier-214, Activity Logs, are available for each employee.
ϒ Ensure credit cards, copies of open purchase orders, and tax-exempt forms are on hand.
ϒ Update List of Credit Cards – who has one and what limits, arrange for key people to
increase limits.
ϒ Provide Refresher training for staff regarding FEMA forms.
Regional Managers / Supervisors:
ϒ Employee contact lists updated and distributed to staff.
ϒ Update/Assign radios to personnel
ϒ Check to ensure centers have reviewed pre-hurricane season supplies and put in site
specific containers. (Attachment 4).
ϒ Verify that there is a fire extinguisher in the vehicle and replenish first aid supplies if
necessary.
ϒ Review Vehicle list
ϒ Take digital pictures of Facility / area / structures and save to shared drive.
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ϒ The Facility will use the Outdoor Hurricane Preparation Plan and the Indoor
Hurricane Preparation Plan. (Attachments 5 and 6).
Planning 48-72 hours prior to Event:
Director
ϒ After notification from BCC, employees will be notified directly from: BCC, Executive
Director and/or his (her) designee.
ϒ Director or designee will keep in contact with EOC for information and relay to staff.
ϒ Meet with management staff regarding the responsibilities that EOC has set for the complex.
Management:
ϒ Ensure employee contact lists are verified and distributed to staff.
ϒ Checklist for Outdoor Hurricane Preparations to be completed for each area.
ϒ Checklist for Indoor Hurricane Preparations to be completed for each area.
ϒ Ensure vehicles are fueled and pre-positioned and/or pre-assigned.
ϒ Charge additional radio batteries.
ϒ Document the notification of all vendors to remove their personal equipment and secure
non-moveable items upon a Hurricane Warning being issued.
ϒ Check supply of water and food supplies (MRE’s) for staff consumption.
ϒ All purchases, supplies, & labor are to be documented on FEMA logs.
ϒ Ensure that all employees have their Identification Card to enable them to enter sensitive
areas after the storm. Additionally, staff uniforms if applicable must be worn so that you
can be easily identified.
Team Supervisor:
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ϒ Check schedule and assign employee shifts for the various areas that the Sports Complex
will be responsible for or assisting with. Teams of staff will be scheduled for four (4) day
duration.
24 hours prior to Event:
ϒ Coordinate with PIO/EOC phone bank regarding program cancellation/Facility closures.
(Provide courtesy call(s) as appropriate).
ϒ Alert leagues, rentals, etc. of program cancellations and Facility closures.
ϒ Alert Food and Beverage that the power to the concession stand buildings is going to be shut
off and they need to remove anything from the freezers that may be perishable.
ϒ Post “Facility Closed”/“Park Closed” signs upon the direction of the Corporate Business
Operations Executive Director or designee after the County Manager has declared
Facilities closed
ϒ Corporate Business Operations Executive Director will close the complex and Programs
when sustained winds exceed 40 mph.
ϒ Where applicable, close off parking lots to patrons.
ϒ Stage all vehicles and all hurricane equipment at designated staging areas for after storm
clean up.
ϒ Check and secure essential equipment.
ϒ Ensure appropriate FEMA logs are available
ϒ Check schedule and assign employee shifts for the various areas that Sports Complex staff
will be responsible for or assisting with. Work schedule will be developed for four (4) day
duration.
ϒ Ensure employee contact lists are verified and distributed to staff, including management
team.
ϒ Shut off fuel pumps and turn off power, turn isolation valves, and trip shear valves.
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During and Immediately after an Event:
During storm event, personnel should remain in designated safe areas until deemed safe by
appropriate official(s). Shift changes should not occur during storm. Note, Paradise Coast Sports
Complex will participate only in preparations/cleanup before and after a storm.
Regardless that the press releases state that the County offices are shut down, this does not pertain
to essential County personnel. Team Members should listen to the radio, television broadcasts for
information related to county employees. Paradise Coast Sports Complex staff is deemed essential
personnel.
Assignments will be given based on need and employee ability. Shift times and length will be
determined based on disaster needs.
Priority areas will be opened first. Director or designee, in coordination with EOC, will determine
what priority areas / sites teams will be assigned to.
All employees will sign in upon arrival.
FEMA Forms will be distributed just prior to the event to ensure that the appropriate forms
are used. Staff will be required to submit time sheets and daily documentation logs. This is
extremely important for post hurricane accounting.
All logs / forms will be turned in as soon as possible to Operations.
Ensure that all employees wear their Identification Card to enable them to enter sensitive areas
after the storm. Additionally, County uniforms must be worn so that you can be easily identified.
All staff will receive direction from the team leader on site and the team leader on site will be
the one point of contact with Regional Managers.
Emergency purchase orders will be available from the Purchasing Division on an as needed
basis.
All staff should bring one day supply of water and non-perishable food with you. Remember,
microwave ovens and refrigeration will not be available. Bring along with any supplies you are
responsible for including the County vehicle, chainsaws, insect repellent, gloves, and safety
goggles.
Do not work alone. It is likely that communication will be difficult, EMS will be overtaxed and
assistance may be delayed in case you have an accident. Always make sure you are in regular and
routine communication with a co-worker.
Do not work to the point of exhaustion. Take regular breaks and stay hydrated. Stay away from
caffeine and sodas. Watch out for heat related distress signs. It is wiser to work steady and not
overheat than to become overheated and not be able to cool off.
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DISASTER FORM (FEMA)
Attachment 1
□ Timesheet
□ Disaster Daily Work, Equipment Log & Material Log
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Packet Pg. 1378 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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RADIO LIST
Serial
Number IT # Lid
# Employee
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PRE-HURRICANE PURCHASE/SUPPLY LIST
Responsible Staff Description
□ One (1) battery operated radio
□ Replacement batteries for radios
□ Portable Cell Phone recharger
□ Emergency flagging tape – Yellow
□ First Aid supplies
□ “Facility Closed” / “Park Closed” signs
□ Duct tape
□ Vehicle fire extinguishers – mounted
□ PPE Bag for each vehicle
□ 2 Cans Fix-a-Flat per vehicle
□ Supplies to tie, chain, or lock down items that cannot
be stored inside (i.e., goals) – i.e., bicycle locks
□ Barricades - to close sites & pre-stage in vehicles
□ Vehicle fire extinguishers - mounted
□ Work gloves
□ Safety glasses
□ Ear plugs
□ Water jug coolers for vehicles
□ Bottled water
□ Rental generator on hold
□ Tie down straps
□ Assorted tarps
□ Hard hats
□ Garbage bags
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Packet Pg. 1380 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
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OUTDOOR HURRICANE PREPARATIONS
Responsible Staff Description
PARA Remove Temp Fencing/fabric on permanent
fencing/Sporta Flex Fencing
MCC/PARA/CC Remove all loose materials; notify contractors/vendors to
secure material
MCC/CC Dumpsters/Waste bins: emptied and moved as needed
MCC Collect and move porta lets
CC Verify storm drains have good flow
PARA/CC Take Digital pictures/video of site pre/post storm along
with precautions taken to prevent damage.
CC Procure Portable generators as needed
CC Fuel all vehicles, equipment, and gas cans
ALL Lockdown/Close Facility
PARA/CC Secure outdoor furniture as needed – Fit Pav, FT Pav, etc.)
TBD - Windspeeds Remove umbrella canopies (shade structures?)
PARA/CC/MCC Pick up all loose materials including trash cans
PARA/CC Secure picnic tables as needed
PARA/CC Secure bleachers as needed
PARA/CC Secure soccer goals as needed (remove wheels, bike locks
to secure to poles)
PARA/CC Secure field Goals/nets as needed
PARA/CC Securely store all loose benches
PARA/CC Remove all flags
PARA/CC Fill drinking coolers with ice
PARA/CC Lock all outdoor restrooms facilities
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INDOOR HURRICANE PREPARATIONS
Responsible Staff Description
PARA/CC Follow Information Technology’s direction for protection
of county computers, electronics, copiers, etc.
PARA/CC Remove all items from office floor (first floor)
PARA/CC Lock all file cabinets and drawers or seal with packing tape
PARA/CC – individual Clear desk of all loose objects
CC Place alarm system in “off or stand by” mode. Call Alarm
Company and tell them you put it in “off or stand by”
mode.
PARA/CC – individual Unplug all computers, printers, etc.
PARA Clean out refrigerator / freezer
PARA Turn all refrigerators & freezers to their coldest level
PARA Fill coolers with ice from ice machines if practical
PARA/CC Lock all doors
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Paradise Coast Sports
Complex Maintenance Post
Storm Site Assessment
A Facilities Checklist (see below) will be used to assess each Facility site. Any major issues,
i.e., downed power lines, structural damage report immediately to the Regional Manager. Take
pictures of damage.
□ Clear all obstructions from entrances, parking lots, and pathways so motorized and foot traffic can enter.
□ Look for and beware of downed electrical lines, broken water mains, check gasoline tanks, chlorine tanks, chemical lines, etc. Report all downed lines including cable, telephone or electric to the Manager on duty and (s)he will report them to the EOC. Do
not attempt to move them yourself.
□ Note any environmental hazards (spilled oil, leaking transformers, seeping gasoline, etc. to the Manager on duty and (s)he will report them to the EOC.
□ Do not use restrooms until sewer lines have been checked.
□ Inspect grounds for broken branches in trees, uprooted trees, leaning poles, downed lines, long hanging branches, metal debris, etc. Use flagging tape to temporarily secure areas from the public. Do not attempt to remove or move a tree limb within 10 feet of power lines.
□ Visually inspect the outside of the building first. If structurally damaged, DO NOT ENTER. Contact the Manager on duty and (s)he will report them to the EOC.
□ Upon entering buildings, check ceilings first for wet areas. Wet ceilings could indicate water lying on the ceiling and the weight of the water could collapse the ceiling on top of you.
□ Do not get on any roofs. Damage to roof shingles could have occurred and stepping on a loose shingle could result in you falling off.
□ Check buildings for flood damage and broken glass.
□ Do not drink the water until instructed that it is safe by the Division of Health.
□ Check to see that the Facility Closed signs are still up. If not, re-install them.
□ Take pictures of damage, the more specific the pictures, the better.
□ Decide on a good location to stack debris. It should be near an access for trucks, easy to get to, and away from the public. Do not allow non- County employee to perform work or “sightsee”.
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Designated debris sites for solid waste.
COLLIER COUNTY SITE - MANATEE PARK
1890 ROOST ROAD, Naples
Lat 26:2:34 / Long 81:40:42.2
Type(s) of Debris Managed: Construction & Demolition debris, Yard Trash, Mixed
debris
CAXAMBAS
Collier Court, Marco Island
Lat 25:54:45.5 / Long 81:43:5.1
Type(s) of Debris Managed: Construction & Demolition debris, Yard Trash
SOUTH BEACH ACCESS PARKING LOT
Swallow Rd., Marco Island
Lat 25:54:42.3 / Long 81:43:32.8
Type(s) of Debris Managed: Mixed debris
□ Report and be aware of wild and disorientated animals, reptiles, insects, and birds both in the open areas and when entering buildings.
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CONTACT LIST
Contact List
Name Title CC/
SFI Phone
Sean Callahan Deputy County Manager –
County Managers Office
CC O: 239-252-8348
W: 239-272-6516
P: 910-547-1339
TBD Project Manager CC W: TBD
Marissa Baker Regional Manager CC P: 239-777-5113
W: 239-227-9441
Richard Paquette Maintenance Supervisor CC P: 631-897-6797
W: 239-572-5164
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Appendix B:
RISK MANAGEMENT DIVISION
STANDARD OPERATING PROCEDURE
TITLE: SPECIAL EVENT SAFETY & SECURITY MANAGEMENT
SUPPORTING RULES: CMA 5902 – Workplace Safety; FEMA: Special Events Contingency;
CHAPTER 64E-6, FLORIDA ADMINISTRATIVE CODE
Planning
EFFECTIVE DATE: 9/12/17 DATE REVISED: 9/22/2021
_________
INTRODUCTION
Collier County hosts Special Events such as outdoor concerts, festivals, rodeos, and sporting
events that provide important opportunities for social and cultural interaction. With increased
focus on health and safety issues, there is renewed focus on planning for events and a need for
guidelines that will help event organizers plan for a safe event. Planning for such events should
take place well in advance of the event and should include all agencies that are involved in, or
may be called on to respond to, an emergency.
Special events that have the potential to gather large crowds are not uncommon in Collier County.
Under normal conditions, these events proceed with little to no problems. However, when
something goes wrong, either as a result of a natural or man-made hazard, then local emergency
service providers and public service entities become involved, and there can be serious
consequences as a result of not anticipating such hazards.
SCOPE:
Development of a Standard Operating Protocol (SOP) for ensuring that potential liabilities have
been reviewed prior to special events. This SOP is intended to help with planning and
preparation of successful events. Event organizers are ultimately responsible for delivering a
good and safe environment.
PROTOCOL:
Risk Management will review the Safety, Security and Risk Management Plan for every public
event on BCC Property with over 50 expected people or any size private event where there are
Higher Risk Activities (Fireworks, Animal Handling, Bounce Houses, Horseback Riding, Bungee
Jumping, Parasailing, ATV Off-Roading, Rock and Mountain Climbing, Skydiving, Scuba Diving,
Archery, Axe and Knife Throwing, etc.)
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PROCESS:
1. For private entities - The Directorate hosting the event would accept the Special Event
Application and Site Plan and schedule an “Event Pre-Planning” meeting with the private
entity and County Staff. (BCC not applicable.)
2. When the Special Event has been approved, the Directorate organizing or hosting the event
will be responsible for updating the BCC Special Events Spreadsheet as soon as possible.
3. The Directorate organizing or hosting the event will be responsible for the organizer (BCC or
Outside) would fill out the Risk Assessment / Safety Checklist and return it to Risk for Review.
4. Risk would review it and then give them the Event Risk, Safety and Security requirements
based upon their event type, location and activities.
5. Parks would work directly with the organizer to ensure that these requirements are met and
then return a copy of the SPECIAL EVENT SAFETY & SECURITY MANAGEMENT PLAN to
Risk Management.
6. Risk would make an onsite visit to ensure all areas are covered as planned.
EVENT PLAN
Event Organizers will need to demonstrate to county officials and emergency service providers
that they have identified and assessed the possible impacts of the event and how these will be
effectively managed. It is recommended the applicant contact the hosting Directorate well in
advance of the planned event to discuss, coordinate and develop a comprehensive public safety
plan in concert with all applicable public entities and emergency service providers.
Event organizers should consider and be able to address the following:
• Size of crowd expected to attend including spectators, participants, event management and
staff, vendors and security.
• Noise assessment.
• Duration of the event, including setup and takedown, and operating hours.
• Impact the event will have on traffic, noise, odor, smoke, glare, vibration, litter or visual
pollution.
• Location of event and parcel size.
• Access and traffic management.
• Provision of liability insurance.
• First aid provisions.
• Preliminary site plan.
• Provision of restroom facilities and sewage disposal.
• Provision for on-site security and management.
• Provision for on-site parking.
• Temporary structures.
• Provision for potable water and fire suppression.
• Provision for dispensing food and drink, including alcoholic beverages.
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• Provision for waste disposal.
• Other.
Hazard and Risk Assessment
While planning an event, it is important to consider every possible hazard and risk that may occur.
Knowing the risks ahead of time and planning for them is essential to running a successful event.
Risks vary depending upon the type of event; event organizers must tailor planning for each risk
to the specific event.
The best way to begin to think about your hazards is to list all the possible risks present at the
event. Every events list will differ based on event type, topographical and geographical conditions,
weather patterns, and other factors. The following list identifies the types of hazards and risks that
might be found at an event:
• Incidents/Accidents
• Human Waste Disposal
• Crowd Control
• Lost Children/CODE ADAM
• Traffic congestion
• Adverse weather
• Hazardous Materials
• Food waste disposal
• Solid waste disposal
• Recycling
• Lost and found
• First Aid
• Insurance liability
• Fire
• Flood
• Security
• Evacuation
The Directorate organizing or hosting the event will be responsible for the organizer (BCC or
Outside) to fill out the Risk Assessment / Safety Checklist and return it to Risk for Review.
SPECIAL EVENT SAFETY & SECURITY MANAGEMENT PLAN
Once Risk has reviewed the checklist, they will supply the Directorate organizing or hosting the
event with the Event Risk, Safety and Security requirements based upon their event type, location
and activities. Planning for potential risks is crucial for any major event. It is important to consider
the size of the event, the risks to spectators and participants, and the emergency support required
to ensure the event is safe. The public safety plan will need to be approved by Collier County Risk
Management and may include reviews by the Collier County Sheriff’s Office, Public Utilities
Department, Florida Department of Health Agency, and the applicable Fire Department.
The SPECIAL EVENT SAFETY & SECURITY MANAGEMENT PLAN should at a minimum
address the following:
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1. Written Action Plan.
The written action plan will need to address:
• Chain of command including name and phone number of contact person, assumed to be the
event organizer, who has decision making authority, followed by other staff/volunteers with
on-site responsibilities.
• Notification system to be used so that event staff can be quickly notified in the event of an
emergency or incident.
• Procedures for reporting emergencies, potential incidents, or anything else of concern to
event personnel and attendees.
2. Venue Selection.
Before selecting the venue, consider health and safety factors. It may be necessary to look at
alternative venues before deciding on the one that best suits the type of event being planned.
Factors to be considered in selecting a venue should include:
• Parcel location and size.
• Accessibility and roadway conditions.
• Physical condition of property including natural hazards (i.e. steep slopes, wooded areas,
creeks and Flooded areas, etc.)
• Land use characteristics of surrounding neighborhood.
• Proximity to emergency service providers.
• Availability of utilities.
• Capability of satisfying the Collier County special event regulations.
Additional factors to take into consideration with venue (site) selection:
• Flow of people within the site. The movement of the public through the venue is a key element
to the success of any event. The number of people expected must be taken into consideration
when choosing an appropriate venue. Given the type of event proposed, there is a
tremendous difference between 300 people on a 10-acre site (30 people per acre) as opposed
to 300 people on an 80-acre site (3.75 people per acre). Flow of people can be thought of in
terms of population density in combination with the location of various event activities
occurring on the site and the ease of people to move between activities. The higher the
concentration of people on a site (population density) the greater the opportunity of conflict
and injury.
• Access to site for emergency vehicles. Access and egress for emergency services is critical.
Inadequate access to the site can aggravate any emergency situation. If accessing roadways
are heavily congested or narrow that hampers the flow of traffic and will contribute to response
times for emergency service providers. The proposed venue needs to provide a clear,
unobstructed route for emergency service vehicles to the site.
• Hazards in the area. Potential hazards must be identified, especially when planning an
outdoor event. Potential hazards include proximity to water, extreme temperatures, natural
disaster such as flooding, fire danger, etc.
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• Traffic management and parking. Consideration for parking and traffic flow is essential when
selecting a site, and is critical for large events. Realizing that a special event cannot cause
undue traffic congestion or accident potential, the design of adjacent streets, intersections and
traffic controls need to be taken into consideration. It needs to be demonstrated that public
rights-of-way shall be kept open and traversable with no interference with public travel during
the duration of the special event.
• Impact on environment. Large events will have some impact on the environment and it is the
event organizers responsibility to keep this as minimal as possible. Impacts that need to be
addressed include:
o making adequate provision for trash containers and plan for regular disposal;
o contingency plans in case of bad weather;
o identify sources of noise and their impact;
o impact of event on residents and business owners;
o generation of odors;
o negative visual impacts;
o affects of lighting;
o increased traffic, etc.
3. Law Enforcement.
Dependent upon the size and nature of the event. It is the responsibility of the event organizer
and host Directorate to meet with the Collier County Sheriff’s Office to inform them of the date,
times and location of the event along with a detailed description of the event itself. It is important
the Sheriff’s Office be aware of:
• anticipated attendance;
• access routes and traffic flow;
• whether alcoholic beverages will be sold and/or consumed on the property;
• the name and phone number of the event organizer;
• review possible hazards and risks associated with the event;
• confirm emergency services provisions and risks;
• review emergency and evacuation procedures, etc.
The Collier County Sheriff’s Office will need to provide confirmation that they have been consulted
and have signed-off on the proposed event along with any requirements to assure public safety.
4. On-Site Security.
Different events will have different requirements for on-site security and the type of security
provided. The public safety plan will need to address the provision for on-site security which will
have responsibility for:
• crowd control;
• lost child and missing person procedures;
• cash and equipment protection;
• control of entry and exit points;
• control of parking and traffic flow;
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• dealing with disruptive people;
• arrangements in event of criminal activity or threat, lost child or missing person procedures,
etc.
The event organizer will need to document the measures for on-site security and security
procedures.
5. Fire Prevention.
Dependent upon the size and nature of the event. It is the responsibility of the event organizer
and host Directorate to meet with the applicable fire department and develop the necessary plans
for fire evacuation and emergency response. As with law enforcement, this will require making the
fire department aware of all aspects of the proposed event to make an assessment of fire risks
and emergency response plans. In addition, on-site fire suppression capability (e.g. fire
extinguishers, etc.) needs to be provided. The plan will need to identify location of fire
extinguishers and identify the personnel trained to use them. The response from the applicable
fire department needs to be included as part of the SPECIAL EVENT SAFETY & SECURITY
MANAGEMENT PLAN.
6. Evacuation Plan.
As referenced above, an evacuation plan must be developed for any large event in the case of
emergency in response to a natural or man-made hazard. It is the responsibility of the event
organizer and host Directorate to coordinate the review of the evacuation plan with Risk
Management and potentially the Sheriff’s Office and applicable fire department.
7. First Aid and On-Site Medical Response.
Dependent upon the size and nature of the event. It is the responsibility of the event organizer
and host Directorate to meet with BCC Emergency Services Division to assess the necessity of
providing on-site first aid and medical response based upon the type of event. The public safety
plan will need to identify the provision to be made for on-site first aid and medical response
including the type of service available.
8. Food and Beverage Safety.
Food items should be served and prepared in a sanitary manner consistent with the Florida
Department of Health. Vendors selling any food items and persons wishing to give away food are
required to be in compliance with the established Florida Department of Business and
Professional Regulation guidelines for Temporary Food Service Events and have all the
appropriate business licenses and insurance. Anyone who serves food to the public at a
temporary food service event needs a license. Food may not be stored or prepared at private
residences.
Inspectors from the State of Florida may be in attendance at any event held within Collier County.
Food vendors are required to meet the minimum standards of the State and be prepared to
purchase a temporary food service license from the inspector.
The applicant must notify the Florida Department of Business and Professional Regulation of the
following items no less than three business days prior to the scheduled event:
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1. Type of food service proposed,
2. Time and location of the event,
3. Complete list of food service vendor owners and operators participating, and
4. Current license number of each public food service establishment participating.
5. Applicants may complete notification requirements by telephone at (850) 487-1395, in person
at the appropriate district office or in writing. For more information, please visit:
http://www.myfloridalicense.com.
9. Alcohol.
If alcohol is dispensed or allowed at an event, careful planning is necessary. Alcohol provision
can become a significant issue if not managed well. In some cases, the event organizer may not
be the vendor distributing the alcohol, but, they are still responsible for the overall management of
alcohol. It is the responsibility of the event organizer and host Directorate must ensure that the
vendor adheres to Florida Division of Alcoholic Beverages and Tobacco requirements and any
local regulations/ordinances so that no issues arise. If alcoholic beverages are proposed to be
dispensed or allowed, indicate what type of alcoholic drinks will be permitted; indicate procedure
for restricting alcoholic intake for anyone who appears inebriated; procedure for evicting or
handling someone who is inebriated; etc.
10. Liability Insurance.
Public liability insurance is necessary to protect the event organizer from any personal liability.
The event organizer is responsible for the safety of all the staff, volunteers, and public. Insurance
should also cover property and equipment. It is the responsibility of the event organizer and host
Directorate to submit as part of their public safety plan evidence of public liability insurance that
has been secured for the requested event. Risk Finance will make the review and update the
Event Planner and Organizer with any additional needs if any.
11. Noise Control.
When selecting a venue, consider the noise level associated with the event, particularly if the
event is near to residential property. Noise from amplified music, generators, public address
systems, the event activity, etc. may create problems especially in residential areas. It is the
responsibility of the event organizer and host Directorate shall be responsible for preparing a
report that identifies all sources of noise that have the capability of being heard beyond the
boundaries of the venue site. The report shall address the type and intensity of noise transmission
and the extent to which each source of noise generation will be heard at varying distance from the
venue site. Mitigation measures to attenuate sound will also be documented.
12. Hazardous Weather.
It is the responsibility of the event organizer and host Directorate to have a system in place for
monitoring the weather while the event is in progress. Several services (i.e. local TV and radio,
NOAA weather radio, National Weather Service, weather apps, etc.) may be utilized for this
purpose.
The event organizer and host Directorate should remain cognizant weather is unpredictable and
can become very dangerous, very quickly. Special attention should be given to conditions that
may spur a tornado, a severe thunderstorm including lighting, and flooding conditions. If lightning
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detection units are on-site, then follow the protocols surrounding their usage. If lighting is within
10 miles of the event site, the event should be halted and participant seek shelter. If lightning is
10 to 50 minutes of the event site, the event organizer should monitor the weather closely and
keep staff informed of changing conditions. Event staff should prepare for the possibility of the
need to shelter the public in place, or prepare for emergency evacuation in response to rapidly
deteriorating weather conditions.
Wind conditions should be closely monitored in the event there are portable structures being
utilized. Event staff should be familiar with the rating of portable structures in regards to wind
speeds and wind shear and be prepared to immediately evacuate the area if winds become a
dangerous factor.
13. ELECTRICAL SERVICES
The existing electrical service at a park or in the city right-of-way may be inadequate for certain
special events. It is the responsibility of the event organizer and host Directorate to ensure that
that there is adequate electrical capacity to hold the event and to obtain additional electrical
supply if needed. Any damage to existing electrical services due to overload will be the
responsibility of the applicant.
14. PORTABLE RESTROOMS
The Florida Department of Health has detailed requirements specifying the number of portable
restroom units needed at special events based on the anticipated number of attendees. Additionally,
one hand washing station is required for every 10 portable restroom units. Portable restrooms at
special events must be serviced at least daily.
15. SITE PLAN/MAP
The site map is a visual representation of all the operational event elements that you describe
throughout the permit application. It will need to demonstrate that provisions have been made to
adequately address vehicular and pedestrian traffic safety measures, watchmen, fencing and lighting
(if applicable), fire protection and emergency access measures. The site plan should also indicate
adequate on-site parking or if required, adequate additional off-site parking. To properly assess the
event, the site map must be submitted as part of the SPECIAL EVENT SAFETY & SECURITY
MANAGEMENT PLAN and include following elements:
• North, indicated by a directional arrow symbol.
• The overall event area including any requested street closures, plus the location and number of
meters or parking spaces to be reserved highlighted.
• The location and dimensions of all physical equipment being placed, including, but not limited to,
any stage(s), vendors, booths, sponsors, tents, signs, barricades, portolets, vehicles, shelters, and
shelter numbers, fireworks shoot site, etc.
• Location of temporary alcohol sales where both sales and consumption occur, plus dimensions
and type of fencing to be used.
• Indicate 20’ wide fire lane clearances in all areas and the location of all fire hydrants.
• Include electrical plans for vendors and stages, specifying how much each site requires, in terms
of amps and volts.
• Any other details you think are helpful in the physical description of your event.
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ADDITIONAL SPECIAL EVENT PERMITS (that may be required.)
A Special Event Permit is the official document authorizing the performance of an event on county
property. To obtain a Special Event Permit, applicants must submit a complete Special Event
Application package along with a non-refundable application fee to Collier County. Submission
and acceptance of the Special Event Application is not to be construed as the approval of the
request for a permit. If any information provided in the application is false or if the application
does not comply with timeframes, deadlines and requirements, the permit may be denied.
STREET CLOSURES AND USE OF RIGHT-OF-WAY
Events requiring the temporary closure of a county street(s), highway, portion of a highway, or
sidewalk, or any other traffic management issues must be approved by the Collier County
Transportation Division. The Office of Special Events will coordinate on behalf of the applicant
with relevant government authorities, including but not limited to: Collier County Transportation
Division, Collier County Board of County Commissioners, Florida Department of Transportation,
and U. S. Coast Guard and execute the permit application.
TENT PERMITS
A tent with a square footage in excess of 100 square feet (10’ x 10’) requires a tent permit from the
Fire Marshal. The following must be provided when applying for a tent permit:
• A site plan showing the property lines and the location of the tent along with measurements.
• A floor plan showing what is under the tent along with measurements.
• A letter from the property owner stating that permission has been granted for the tent to be
erected on the property.
• The dates that the tent will be put up and taken down and a contact number for our office to
schedule an inspection.
• A copy of any occupational licenses.
• A copy of the certificate of flame resistance for the tent. All tents shall be provided with a 2A-
10BC rated fire extinguisher, or larger, with an up-to-date inspection tag. Other fire extinguishers
may be required depending on what is under the tent. A tent greater than 1,200 square feet shall
have the exits marked with electric exit signs that have battery backup, and the tent shall have
emergency lighting.
The tent permit shall be for no more than 30 days unless approved by the Fire Marshal’s Office and
Collier County Respective Fire District. Any tents or structures in excess of 100 total square feet may
be subject to a Building Permit from the County Building Department.
FIREWORKS/PYROTECHNIC PERMITS
The use of pyrotechnics of any type requires a special permit from the Fire Marshal’s Office.
Applicants shall be qualified and licensed in the use and handling of pyrotechnic devices. In
addition, applicants should provide an insurance certificate approved by Collier County Risk
Management, and a Fire Watch will be required. A diagram of the area or stage showing product
placement, a list of the product to be used, and the material safety data sheets for each product
must be supplied and must be submitted along with the application.
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TEMPORARY ALCOHOLIC BEVERAGE SALES
Florida registered non-profit organizations may apply for a Special Use I (S1) for Temporary Alcoholic
Beverage Sales through the City’s Land Development Coordination Division to sell and/or serve
alcohol on city Right-of-Way or in certain parks.
MARINE/WATER EVENTS
Events taking place on Collier’s waterways, may require Collier County Sheriff Department Water
Patrol Officers and equipment as well as additional coordination through the governing agency and
additional fees may apply.
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Risk Assessment / Safety Checklist
Collier County Government has a duty to provide a safe and healthy environment for those visiting Collier County to the extent that it is
reasonably practical. To ensure Collier County Government provides a safe and healthy environment, any individual or group organizing a
public event with over 50 expected people or any size private event where there are Higher Risk Activities on BCC Property, MUST
complete a risk assessment checklist for this event. A risk assessment is designed to: • consider all foreseeable hazards and detail the controls used to eliminate or reduce the risk of those hazards • detail how an emergency during the event will be handled
The checklist below has been developed as a basic event risk assessment to ensure that controls are in place to eliminate or minimize
risks at an event. Given the nature of the event you are organizing, some of the controls in this checklist will not be relevant and others
may require more detail than given here. All will require additional details regarding an emergency plan for the event. This checklist, the
event emergency plan and any additional information should be submitted to Risk Management for review. Name/description of Event:
Date of event:
Location:
Activity/task/hazard Yes No / NA Additional controls
Will there be a Bump in/Bump out for the event
Plan/timetable developed to stagger arrival and set up
times
O O
Site plan developed — clearly defined areas for vendors O O
Restrict access to essential personnel during set up O O
Vendors/Contractors provided with Map and
bump in instructions, including:
• Access and exit points
• No vehicle areas/zones
• Parking during set up
• Speed limits
O O
Will there be a need for Traffic and Parking Management
Restricted pedestrian access during set up O O
Provision of access for emergency vehicles and personnel O O
Traffic management if required (give details) O O
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Traffic management staff to ANSI wear high visibility vests O O
Clear signage O O
Adequate parking facilities for people with disabilities O O
Parking attendants required O O
Local Government Support
Will you need Collier County Sheriff Support for Law
Enforcement activities at the event?
O O
Will you need local Fire Department Support for the Fire
Review at the event?
Will you need Emergency Services Division Support for
First Aid at the event?
Personnel and Contractor Management
Will all Contractors have been provided with appropriate
Contractor Safety Requirements?
O O
Will all personnel and Contractors aware of event
emergency management plan?
O O
Will all contractors have submitted risk assessments (if
applicable)?
O O
Will all event personnel (employees and volunteers)
have badges or shirts that identify them?
O O
Will all Personnel and Contractors be provided with a
copy of the event emergency plan
O O
Vendor and Performers Management
Will all vendors have appropriate insurance as verified by
BCC Risk Finance Manager?
O O
Will all food vendors hold appropriate food license/permit
– license displayed?
O O
If alcohol is to be served:
• Alcohol license obtained must be displayed
• All Florida Division of Alcoholic Beverages and
Tobacco guidelines must be followed
O O
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Will all Vendors be given site map indicating:
• Emergency pathways
• Emergency Evacuation Assembly Point (EEAP)
• Location of amenities
O O
Will all vendors have contact details for:
• BCC Event Manager
• Collier County Government Risk Management
• Collier County Government Security
• CCSO, Fire and EMS
O O
Activity/task/hazard Yes No / NA Additional controls
Will all any vendor or performer whose activities
may potentially place themselves or others at risk
have submitted their own risk assessment?
O O
Will you be using Special Event signage?
Will all access and egress points be clearly signed? O O
Will all any restricted entry areas be adequately
signed?
O O
Will all Emergency exit pathways be clearly signed
(indoor events)?
O O
Will all Emergency assembly areas be adequately
signed?
O O
Will all Site maps available? O O
Set-up/assembly
Will all there be restricted public access during set
up?
O O
Will all Equipment installed in accordance with
manufacturer’s guidelines?
O O
Will all free-standing objects (marquees, pin boards
etc.) are weighted and/or secured?
O O
Will you use Qualified, experienced Contractors
used for equipment assembly?
O O
Amenities
Will there be enough toilets and hand washing
facilities for expected number of attendees?
O O
Will there be adequate amenities provision for
people with disabilities?
O O
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Will there be adequate drinking water available for
attendees?
O O
Power (If Necessary)
Will you need a Collier County Government
approved electrician used for electrical set up?
O O
Will you ensure that leads/cables not to be placed
across thoroughfares?
O O
Will you ensure that all Generators, if used, safely
positioned and access to area restricted and
location approved by the local Fire Department?
O O
Slips trips and falls
Will pathways and thoroughfares kept free of trip
hazards?
O O
Will you conduct a site assessment/inspection to
identify trip hazards — plan set up to avoid trip
hazards?
O O
Will there be signage where necessary? O O
Noise/Environmental
Are there noisy activities are planned?
O O
Are there any citizens who may be affected by
nuisance noise and do you have a plan to alerted
them prior to time and duration of noise?
O O
Do you have any activity which may produce
smoke, fire or dust?
O O
Waste management
Will you need SHWMD Recycling
Bins?
O O
Work Activity
Will all personnel involved in manual handling have
received appropriate training?
O O
Will you have any need to do work above 6ft?
O O
Will you have any Chemicals on site? O O
Will you have any Animals on Site?
O O
Weather
16.F.6.b
Packet Pg. 1399 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
150
Will you have an extreme weather contingency has
been planned? (e.g. cancellation, postponement,
venue change etc.)
O O
Sun and heat exposure
Will you have an Extreme Heat contingency plan?
(Over 103 Heat Index)
O O
Will you provide sunscreen for outdoor workers?
O O
Will you rotate workers to avoid prolonged
exposure to sun and heat?
O O
Adequate drinking water available
O O
Amusement devices/rides (If applicable)
The owner or operator must provide current:
• Plant registration certificate
• Maintenance/inspection certificate
O O
Occupancy limits (indoor events - If applicable)
Occupancy limit for the venue has been checked
and is appropriate for expected number of
attendees
O O
Emergency Planning if BCC is Organizer and Host
Event personnel have completed necessary
emergency procedures training
O O
Event emergency plan has been documented and
communicated to all event personnel (including
method of communication in the event of
emergency — especially for outdoor event)
O O
FEMA Special Events Contingency
Planning Review Conducted
O O
Collier County Government Risk Management
have been provided with copy of a COVID 19
Safety Plan
O O
Collier County Government Risk Management
have been provided with copy of event emergency
plan
O O
General emergency information communicated in
public address
O O
16.F.6.b
Packet Pg. 1400 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
151
General
There is a procedure for lost children? Code Adam
O O
Cash handling procedures in place
O O
Local police have been informed of the event
O O
If the event, or part thereof, is likely to affect the
surrounding community — they have been
informed
O O
Contractors and vendors aware that their
equipment is their own responsibility (even when
left on location overnight or out of business hours)
O O
Event specific hazards
Alcohol Served? O O
Racing? O O
Fireworks? O O
Higher Risk Activities (Animal Handling, Bounce
Houses, Horseback Riding, Bungee Jumping,
Parasailing, ATV Off-Roading, Rock and Mountain
Climbing, Skydiving, Scuba Diving, Archery, Axe
and Knife Throwing, etc.)?
O O
Other:
16.F.6.b
Packet Pg. 1401 Attachment: PCSC Operations Manual (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
THIRD AMENDMENT TO FACILITIES MANAGEMENT AGREEMENT
THIS THIRD AMENDMENT TO FACILTIES MANAGEMENT AGREEMENT (the
Amendment"), is entered into on this 28th day of June 2022, by and between Sports Facilities
Management, LLC, a Florida limited liability company (the "Manager"), and Collier County, a
political subdivision of the State of Florida(the"County")(collectively,the"Parties").
WITNESSETH
WHEREAS, the County and Manager previously entered into a Facilities Management
Agreement related to the management of the Paradise Coast Sports Complex dated November
12, 2021 (the "Agreement"), which is incorporated by reference and made a part hereof to this
Third Amendment; and
WHEREAS, the County and the Manager entered into a First Amendment to the
Agreement on February 8, 2022,to extend the time period that the Parties could bring a proposed
amendment addressing the possible incorporation of Facility naming rights as an additional
compensated service under the Agreement through and until May 24, 2022, so as to allow the
Parties adequate time to conduct due diligence as to such an arrangement; and
WHEREAS, the County and the Manager entered into a Second Amendment to the
Agreement on May 24, 2022, extending the time period that the Parties could bring a proposed
amendment addressing the possible incorporation of Facility naming rights as an additional
compensated service under the Agreement through and until December 13, 2022, and providing
clarification to the definition of Commercial Rights under the Agreement; and
WHEREAS, the Parties both desire and agree that the Agreement should be further
amended to incorporate revised exhibits that: (1) increase the budget line item for the actual
Cost of Goods Sold by $185,700 (due to the inflationary increased costs of goods and labor), and
2) to present an updated Fiscal Year 2022 to 2023 budget for County approval as required by
the Agreement; and
WHEREAS, the revisions proposed in the attached updated exhibits are the result of
unanticipated inflationary increases in costs, as well assumptions that were made based on the
anticipated completion of construction of additional features at the Sports Park, including but not
limited to additional recreational fields.,which could have been marketed for additional events.
NOW, THEREFORE, in consideration of the covenants and agreements provided within
the Agreement, and other valuable consideration, the Agreement is hereby amended to increase
the budget line item for the Cost of Goods Sold, and to accept and approve the proposed Fiscal
Year 2022 to 2023 budget for the management of the Paradise Coast Sports Complex, as follows:
1. The above recitals are incorporated into this Third Amendment as if fully set
forth herein.
16.F.6.c
Packet Pg. 1402 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
2. Exhibit D to the Agreement, the Fiscal Year 2021 to 2022 Operating Budget,
is replaced in its entirety by the attached "Exhibit D-0, Operating Budget -
Revised," which includes an additional $185,700 reflecting the upwards adjusted
Costs of Goods Sold in managing and operating the Paradise Coast Sports
Complex in Fiscal Year 2021-2022 as noted by the strikethrough/addition
notations.
3. Exhibit D-1, the Fiscal Year Operating Budget for Fiscal Year 2022-2023, is
attached hereto, and is agreed upon and adopted by the Parties and incorporated
into the Agreement, and supersedes any prior proposed or estimated operating
budget for Fiscal Year 2022 to 2023.
4. Exhibit E-l, the Pro Forma, is attached hereto, and is agreed upon and adopted
by the Parties and incorporated into the Agreement, and replaces and supersedes
the existing Exhibit E Pro Forma, and the prior proposed or estimated operating
budget for Fiscal Years 2021 to 2022 and 2022 to 2023. Exhibit E-1 reflects the
incorporated revisions shown in the attached Exhibit D-0 Fiscal Year 2021 to
2022 Operating Budget, and the adopted Fiscal Year Operating Budget for Fiscal
Year 2022-2023 shown in attached Exhibit D-1.
5. Except as provided herein, the Agreement remains in full force and effect
according to the terms and conditions contained therein.
IN WITNESS WHEREOF, the County and Manager have hereto executed this Third
Amendment to the Facilities Management Agreement on the day and year first above written.
AS TO THE COUNTY:
ATTEST:
Crystal K. Kinzel,'Clerl,of the Circuit BOARD OF COUNTY COMMISSIONERS,
Court and Comptroller.,f.', COLLIER COU , DA
62)93BY: BY:
Deputy r Wil m L. McDaniel, Jr., Chairman
Attest as to Chairman's
sign re only.
A ro ed a to fo d legality:
Sco . Teach
Deputy County Attorney
2
16.F.6.c
Packet Pg. 1403 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
AS TO THE MANAGER:
Sports Facilities Management,
a Florida limited I' bilit company
73
Witness(si is ure) — Tint Name: 3 cuo h t.rri e.riT_
Its: ___trvy[,L rn 4.6ti2
print name) Date: l°- t ' 2,2-
Witness signatu •
k _rt
print name)
3
1
16.F.6.c
Packet Pg. 1404 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit U-0,Operating Budget-Revised
FY21-22 Estimated Revenue
Revenue Year 0
FY21-22
Rental Baseball/Softball Tournaments 71,375
Rental Multi-Purpose Field Tournaments 92,999
Outdoor Baseball/Softball 35,000
Outdoor Soccer 6,000
Outdoor Football 10,125
Outdoor Lacrosse 5,900
Outdoor Field Rental 87,846
Concerts&Special Events 25,000
Parking 224,250
12V Parking 0
Adventure/Lipline 0
The Factory 35,000
Hotel Rebates 161,315
Food& Beverage 366,712
Photography 15,000
Merchandise 75,540
Sponsorships&Secondary Revenue 125,000
Total Revenue 81,337,062
Expenses Year 0
FY21-22
Rental Baseball/Softball Tournaments 10,706
Rental Multi-Purpose Field Tournaments 13,950
Outdoor Baseball/Softball 12,800
Outdoor Soccer 2,040
Outdoor Football 2,903
Outdoor Lacrosse 1,822
Outdoor Field Rental 4,392
Concerts&Special Events 16,250
Parking 50,456
Hotel Rebates 0
RV Parking 0
r:,lw0
ITN 021-7898
16.F.6.c
Packet Pg. 1405 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Adventure/Zipline 0
The Factory 7,000
Food&Beverage 4-90690$200.690.
Photography 7,800
Merchandise 52,878
Sponsorships&Secondary Revenue 12,500
Hourly Labor 140,700
Special Event Equipment Rentals 35 000
Total Cost of Goods Sold 571,887
Business Income 765,175
of Revenue 57%
Facility Expenses 120,489
Operating Expense 156,705
Management Payroll 476,667
Payroll Taxes/Benefits/Bonus 135,764
Total Operating Expenses 889,625
Net Operating Income 124,450)
landscaping 140,000
Grounds&Maintenance
Utilities
Elti lIM 264,450)
ITN 1121-7898
16.F.6.c
Packet Pg. 1406 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Exhibit U-I Operating Budget
FY22-23 Estimated Revenue
Revenue Year 1
FY22-23
Rental Baseball/Softball Tournaments 73,875
Rental Multi-Purpose Field Tournaments 102,400
Outdoor Baseball/Softball 0
Outdoor Soccer 63,000
Outdoor Football 28,375
Outdoor Lacrosse 22,500
Outdoor Field Rental 91,476
Concerts&Special Events 27,500
Parking 215,625
RV Parking 0
Adventure/Zipline 0
The Factory 42,000
Hotel Rebates 113,906
Food& Beverage 398,036
Photography 0
Merchandise 61,050
Sponsorships&Secondary Revenue 150,000
Total Revenue 1,389,743
Expenses Year 1
FY22-23
Rental Baseball/Softball Tournaments 472
Rental Multi-Purpose Field Tournaments 7,028
Outdoor Baseball/Softball 0
Outdoor Soccer 7,920
Outdoor Football 810
Outdoor Lacrosse 8,510
Outdoor Field Rental 0
Concerts&Special Events 0
Parking 5,625
Hotel Rebates 0
RV Parking 0
Ii
is
C
ITN#21-7898
16.F.6.c
Packet Pg. 1407 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
Adventure/Zipline 0
The Factory 7,000
Food&Beverage 117,050
Photography 0
Merchandise 30,216
Sponsorships&Secondary Revenue 23,061
Hourly Labor 224,907
Special Event Equipment Rentals 56,329
Total Cost of Goods Sold 488,928
Business income 900,815
of Revenue 65%
Facility Expenses 54,594
Operating Expense 203,475
Management Payroll 657,280
Payroll Taxes/Benefits/Bonus 155,424
Total Operating Expenses 1,070,773
Net Operating Income 169,958)
Landscaping/Grounds&Maintenance/Utilities 300,621
EBITDA 470,579)
ITN N21-7898 111)
16.F.6.c
Packet Pg. 1408 Attachment: Facilities Management 3rd amendment (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1409Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1410Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1411Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1412Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)10.17.2022Managing Partner
16.F.6.dPacket Pg. 1413Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1414Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)
16.F.6.dPacket Pg. 1415Attachment: PCSC - Sponsorship Agreement (23364 : Sponsorship Agreement for Paradise Coast Sports Complex)10.17.2022Managing Partner