CM-2021-107 - 4/16/2021gid Acceptance Document
Major League Quidditch SuperSeries
A
As of this date, 4/4-4/2021 ------- (dd/mm/yyyy), the City of Round Rock, hereafter known as "the City," accepts the
responsibility of serving as the host location of the 2021 Major League Quidditch SuperSeries, hereafter known as "the
Event," and wit[ provide Major League Quidditch, hereafter known as "the Organization," with the amenities and
elements outlined in this document.
It is hereby formally recognized that this document is an acknowledgement of bid acceptance
Inktial (Clry)
and that, after accepting the terms outlined herein, the City and the Organization will construct a
detailed and formal contract to govern their relationship as it pertains to the Event. Any and all
terms outlined in the as yet unwritten contract will supercede any and all terms agreed to in this EH Initial
bid acceptance document at such a time as the formal contract becomes effective. I I (organization)
By accepting the bid, the City will provide to the Organization, at minimum, the items listed on the attached Major
League Quidditch Bid Snapshot (Exhibit A), which include but are not limited to:
• Payment to the Organization in the amount of one thousand eight hundred dollars to be received by the
Organization as a check addressed to "Major League Quidditch" no later than June 1, 2021.
• Use of the outdoor facilities of Round Rock Multipurpose Center on the dates of July 31- August 1, 2021 from 12
PM - 7 PM 7/31/2021 and 10 AM - 2 PM 8/1/2021, at the cost of the Organization. Use of outdoor facilities must
include, at minimum, one soccer field.
• Access to the indoor facilities of Round Rock Multipurpose Center on the date of July 31- August 1, 2021 from 12
PM - 7 PM 7/31/2021 and io AM - 2 PM 8/1/2021, at the cost of the Organization. Access to indoor facilities may
include use of limited storage space, use of permanent restroom structures. use of temporary restroom structures,
unlimited access to and consumption of potable water, use of WiFi and access to limited areas of air conditioning
to be designated as rest areas.
Unlimited use of available utilities at Round Rock Multipurpose Center, in the areas accessible to the Event, on the
dates of July 31 - August 1, 2021 from 12 PM - 7 PM 7/31/2021 and 10 AM - 2 PM 8/1/2021, at no cost to the
Organization. Utilities must include electricity, water, trash disposal and WiFi.
Limited access to tangible commodities belonging to the City and/or Round Rock Multipurpose Center on the
dates of July 31- August 1, 2021 from 12 PM - 7 PM 7/31/2021 and so AM - 2 PM 8/1/2021, at no cost to the
Organization. Tangible commodities may include, but are not limited to, a public address (PA) system, an on -site
transportation vehicle (city staff -operated golf), scoreboards, chairs. tables, shade structures, bleachers, benches
and water containers.
• Limited support staffing provided by the City and/or Facility on the dates of July 31- August 1, 2021 from 12 PM -
7 PM 7/31/2021 and 10 AM - 2 PM 8/1/2021, at no cost to the Organization. Support staffing may include field
maintenance personnel, facilities manager, police or security presence, ambulance or medical presence and/or
additional staff.
• Contact information for third -party vendors and event partners to facilitate third -party support of the Event,
including but not limited to hotels, media, marketing, food and local attractions and commodities.
• Facilitation and support in attempting to secure any permits required by the City, county or other
governing departments during the course of planning logistical operations and promotion of the Event.
• Promotion of the Event in city -owned media, such as the city website, newsletters and public bulletins.
0,p-2vZf467
By acknowledging acceptance of the bid, the Organization will provide to the City:
• Extensive promotion and publicity for the City on all media and marketing materials associated with the Event,
including but not limited to websites, social media, press releases, video coverage, event banners, event signs and
print materials, such as event programs and fliers. Promotional materials will include the name of the City, as well
as any provided logos and visual materials.
• Promotion of restaurants, attractions and commodities within the boundaries of the City, and/or as recommended
by the City, to the Event participants, staff and spectators.
• Direct oversight of the Event planning, including a detailed operations plan. The operations plan will include the
game schedule, facility usage expectations, spectator management plans and other crucial Logistical elements.
• All players. teams and participants in the Event.
• All essential staff for the Event, including a tournament director, gameplay officials, media correspondents,
marketing staff and volunteers. Volunteers will perform tasks such as equipment setup, merchandise sales. event
cleanup and other miscellaneous responsibilities.
• General liability insurance coverage extended to July 31- August 1 extended to Round Rock Multipurpose Center..
Bid Acceptance by the City
/W/ _______, have reviewed the Bid Acceptance Document and agree to the terms
as they are written. I acknowledge�t�ajreceipt of my signature by the Organization will constitute an agreement between
the City and the Organization, and as such, I recognize that I am accepting the b:d to host the Event on behalf of the City,
and that the City will be bound to this acceptance regardless of my personal involvement in the Event. I hereby assert that I
am in a position to accept the bid as a representative of the City and to ensure the ongoing commitment of City staff and
resources to meet the expectations outlined by the bid acceptance.
L"*it AtWe
Prin Name x
- k
T le as City Repre entative
Bid Acknowrtedgement by the Organization
1 -- Emily Hickmott--�--
Signatur
ICP. 21
-------------------
Date
, have reviewed the Bid Acceptance Document and agree to the terms
as they are written. I acknowledge that receipt of my signature by the City will constitute an agreement between the City
and the Organization, and as such, I recognize that I am acknowledging the bid acceptance behalf of the Organization, and
that the Organization will be bound to this acceptance regardless of my personal involvement in the Event_ I hereby assert
that I am in a position to acknowledge the bid acceptance as a representative of the Organization and to ensure the
ongoing commitment of Organization staff and resources to meet the expectations outlined by the bid acceptance.
Emily Hickmott
Print Name Signature
Events Director 4/14/2021
Title as Organization Representative Date
EXHIBIT A:
Round Rock Major League Quidditch Bid Snapshot submission.
BID SNAPSHOT
This form must be submitted by Dec 31. 2019 to events* m lqu iddi tch com for your venue to be
considered for the 2020 MLQ Super Series Please attach photos. diagrams. or links to the fields.
tnctuding field fining information We will contact you within two weeks of your bid submission to
confirm receipt and verify your intent
Round Rock CVB
Convention & Visitors Bureau
----------------------------------------------------------------yp -------------- •------------
Brdd.ng Organtzattan Name Organization Type
Round Rock/Williamson Nancy Yawn
------TtF4f6-------------------------------------------tactN me ----------------------------
HostC,ty�County Contact Name
nyawn(groundrocktexas.gov (512) 218-7094
----------------------------------------------------C-on---- tact---Phhonon e -----------------------------
Contact Email
Round Rock Multipurpose Complex 2001 N. Kenney Fart Blvd. Round Rock. TX. 78665
wiw6f _------------___�---------------- -- ------------------------------------
Name of Proposed Venue Andres, of Proposed venue
Yes
One million
W Fir Field Be Provided Free of Charges - -Required Insurance Coverage Amount
Ss00 in44nd; one field and m_Kting :pace in ckbhouse •slued at
SU00; Fleid lightairg (if needed% S100: on -:ate EW requirement is
s- brfW with a h0--PCW tocated a miteW_ from the faaZity N/A
----------------------------- - ----------------
Total Proposed Bid Fee (Cash. Field and In -Kind) Financial Value of CashPortion
$1,200
$1,200
---------------------------- ----------------------------------fTiel-------------------------
FtnanciaEValue of In -Kind Portion Financial Value of Field Portion
Please indicate the available dates and times for this venue
Option 1. June 6-7. 7 a.m. - io p.m. each day
. Option 2 July o-iq, Z a.m, - io p.m. each day
. Option 3 July_z5-26, 7 a.m. -10 p.m. each day
- Option 4: August 1-2 a.m. - i0 _m. each day
. Additional Options-----------------------------------------------------------------------
SCAN AND EMAIL TO EVENTSLaMLOUIDDITCH.COM
INDICATE BID YEAR IN BODY OF THE EMAIL
BID SNAPSHOT (CONY.)
Four natural grass and four synthetic turf multipurpose fields I84o'x600'Y 1 natural grass championship field
(42o'x30o7; 1-synthetic turf championship field {41ax3ao )
------ -- ------------------------------------------------------------- --- ---------
Type o Fiefds {Soccer. Duad. Grass, Tui etc) {�uantrty and Dimensions Of Fields
Permanent indoor restrooms. 8 men s urinals and 6 toilets, 18 women s toilets
-------------------------------------------------1--------------------------------------------
Describe Available Restrooms at Fields (Part -a -Patty. indoor etc.)
coolers
Co
--------_-_-----------------------------------olers-- --ekc---i ---------------------------------------
Describe Water Availabiliky at Fields Fountains,
Trash receptacles, service, and dumpsters are provided on -site
P-r-o-vrde ------W-a---ste-M--------anagem- e--n#---D- -etails --------------------------------------------------------------
Attached in proposal
r
-------------------P-----olicy ---------------------------------------------------------------------
Inclement Weathe
Yes, paint
Electronic on championship field only
---------------------------------------------------------------------------------------------
Permissible Field lining (Paint. Cones, etc.) Scoreboard Availability (Electronic, Manual. N/A)
Fenced in with three entry gates throughout the complex
--------- ------------------------------------- - -------------------------------------------
Descnbe elf access (Fenced In, Open, Temp Available, etc.)
Ample electricity available throughout the complex
---------------------------------------------------------------------------------------------
Describe Electricity Access at Fields �Ou#lets, Extension Cords etc.)
Wired Internet available; event is encouraged to bring their own wireless router if wireless is preferred
---------------------------------------------------------------------------------------------
Describe nkemet Accessibility On -Site (Coverage. Speed Strength etc)
More than goo paridng spaces Musco sports lighting on all Gelds
--------------------------------------------------- --
De-sc-ri-beFi-----el-dLi-------
ghting
------------------
Describe Parking On -site
Yes, we'll manage our own operation Yes
------------ession--------- ------------- __
Concession Availability {YeslNo) On -Site Storage Availability {Yes/No]
Built-in stadium seating on 2 fields (2 o each)
with the ability to expand to t000•. Shade
structures along fields 3-10.
------------------------------------------
Describe available spectator seating
Must use a TABC licensed vendor who, in turn,
follows all TABC laws and provides facility with
a certificate of insurance
--- -----:---------------------------------------
On-Site Alcohol Policy
BID SNAPSHOT (CONY.)
Yes
ME.Q be
-------------per- mit#ed tosel! ticketsand ---------------------------------
Wilt merehar�dise?
Please indicate the social media links or handles for the bidding organization:
• Facebook Go Round Rock
• Twitter (&-GoRoundRock
• Instagram- aaoroundrock
Nearly 7.200 at the time this form was completed
What is the reach UffW bidding organ¢ation's email marketing?
Access to release flyers via the local school district
------- ---------------------------------------- --- -------------------------
WrEI MLO be permitted to hand out fiyerslposters to local schools, rec leagues, youth
organizations etc'
Food and Beverage
Please indicate anyy existing exclusivity contracts between vendors and the bidding orgawizatian that
may affect MLQ Championship Weekend
Must use a TABC Ucensed vendor who, in turn, follows all TABC Laws and provides facility with a
certificate of insurance.
----------------------------�--------------------__-------------------------------------------
Qn-Site Alcohol Policy
Preferred vendor Ust available for medical service providers
----------------------------------------------------------------------------------------
Ava�lable Medical Services (EMT, Ambulance. Athletic Trainers etc;
Yes - Audto/Video rental available via outside vendor
---------------------------------------------------------------------------------------------
A�V Services (i.e_ Sound System for Announcements)
----------------------------------------------------------------------------------------------
Authorized Signature
ROUND ROCK
TEXAS
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider executing a Bid Acceptance with Major League Quidditch for the 2021
Major League Quidditch SuperSeries.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/16/2021
Dept Director: Chad McKenzie
Cost: $1,800.00
Indexes: Hotel Occupancy Tax Fund
Attachments: MLQ SuperSeries Bid Acceptance - Round Rock (00469425xA08F8)
Department: Sports Management and Tourism
Text of Legislative File CM-2021-107
This event will be held at the Round Rock Multipurpose Center on the dates of July 31 - August 1, 2021-
The bid is included as the exhibit for more details.
Cost: 1,800
Source of Funds: HOT Funds
City of Round Rock Page 1 of 1