Tender for Tennis Professional Services

13 February 2020

Auckland Park Woodmead Napier Road, Auckland Park, Johannesburg Lincoln Street, Woodmead, Sandton PO BOX 91028, Auckland Park, 2006 PO BOX 272, Rivonia 2128 T: +27 11 710 6400 F: +27 11 726 6947 T: +27 11 202 1600 F: +27 11 807 0592 www.thecountryclub.co.za 1. GENERAL 1.1. Invitation to tender The Country Club Johannesburg is a premier club in South Africa and offers the 7000 plus members and their guests the choice of two world class championship golf courses and a 9-hole Mashie course at the Woodmead facility. Member facilities at Woodmead also include a modern gym, four glass back squash courts, four floodlit tennis courts and a 25-meter pool and a small pool for children. Member facilities at Auckland Park include a modern gym, nine singles squash courts and 4 double squash courts, four floodlit tennis courts and a 28-meter swimming pool. Furthermore, there are four croquet fields and two bowling greens and a cricket pitch. The Club also offers running trails and accommodation. This document invites you to submit a tender to provide of tennis professional services to The Country Club Johannesburg at both Auckland Park and Woodmead properties. The following specification is based on the Club’s needs. The Service Provider will be able to demonstrate the ability to provide the services required.

1.2. Closing Date for Tender Responses

Tender responses will be received until 5pm on Thursday the 23 April 2020. Late submissions will not be considered. Tender responses are to be presented and submitted by email to Sports Manager, Claudia Richard – [email protected], or dropped off at either Club premises marked for the attention of Claudia Richard. All costs incurred in the preparation of this proposal shall be for the interested party’s account. The Club shall retain all documentation and information submitted in respect of this RFP, whether the proposal is successful or not.

1.3. Terms of Contract The Club and the Service Provider commencement date for the new contract will be 1 July 2020. The initial contract term is for a probational period of three months, following which a thirty six (36) consecutive months contract will be considered. Any extension may be negotiated with the Service Provider.

1.4. Tender Submission Requirements • Evidence of the Head Tennis Coach being an advanced tennis coach, registered with Tennis South Africa- TSA. • Proven experience of running a successful tennis programs or tennis academy with appropriate references. • An excellent technical coaching background with outstanding interpersonal skills. • Knowledge and proven success coaching multiple levels and ability to develop strong representative players across from junior to senior age groups. • Ability to engage and invigorate with all groups of members that are part of the CCJ community and support the club within the local and wider tennis community. • Details of your company including company name, trading name, names of any shareholders. • To take out and maintain, as may be advised by the Club consultants from time to time, adapt to changing circumstances, insurance against all risks including the loss of all monies collected on behalf of the Club and public liability (where applicable). • To indemnify the Club against any claims made against it by the interested party in respect of the loss of or damage to any property at the Club due to fire or theft. • Proposed pricing structure. • Total expected weekly coaching hours, with a breakdown of coaching hours allocation, supervision hours allocation, quality assurance, and any other relevant allocated hours that you foresee being relevant to the needs of the club. • Breakdown of hours must also be provided for both South African school terms and holiday periods where the Service Provider plans to reduce or change how coaching services may be delivered. • Other areas including but not limited to the below service management and procedures. • The Club and tennis facilities are to be kept secure at all times and it is the responsibility of the Service Provider to ensure any facilities used are secured on completion of service at the

Auckland Park Woodmead Napier Road, Auckland Park, Johannesburg Lincoln Street, Woodmead, Sandton PO BOX 91028, Auckland Park, 2006 PO BOX 272, Rivonia 2128 T: +27 11 710 6400 F: +27 11 726 6947 T: +27 11 202 1600 F: +27 11 807 0592 www.thecountryclub.co.za end of every session and to report any structural maintenance requirements. • The use of any specific technologies or partnerships with tennis product suppliers or manufacturers. • The tender must identify and declare any potential conflicts of interest and how the Service Provider will manage or eliminate the conflict. • To make available to members the opportunity to obtain a social, competitive and skill enriching tennis club. • To use the Club’s tennis facilities to provide personal professional tennis coaching in the sole interest of the Club members and at times, pre- approved guests. • To conduct their sole business of the Club’s tennis facilities unless otherwise agreed by management. • To use their best endeavours to promote and extend the reputation, traditions and interests of the Club. • Refer to appendix A for additional expected tennis professional requirements.

1.5. Notification and expected starting date. • The Service Provider will be notified by email by no later than the 11th May 2020. The starting date will be the 1st July 2020. • The Club reserves the right to amend any of the terms in this tender document at its sole discretion.

1.6. Site inspection/visits A site inspection of the Club’s tennis facilities can be arranged ahead of tender presentation with the CCJ Sports Manager. Please confirm appointments before arrival by email to [email protected].

1.7. Liaison with CCJ Regular communication and meetings are required with the Sports Manager to ensure the tennis program runs smoothly. The Tennis Coach is required to attend Tennis Committee meetings as an ex officio member.

1.8. Inspections The Club’s authorised representative will undertake regular inspections of the standard of coaching.

1.9. Security Arrangements Keys and swipe/tap access cards, which are essential to enable the Service Provider to carry out his/her duties, will be issued. Lost keys and access keys must be reported as soon as possible. The Club reserves the right to recover costs incurred to replace keys and cards. All staff must always wear an approved company uniform and have photo identification access card with them when on Club grounds. The Service Provider will be responsible for the securing of related sporting facilities, rooms, buildings, and gates at the completion of each session. The Service Provider will be required to check that all lights, air conditioning, heaters, fans, and any other devices used during the session have been switched off at the completion of the session.

1.10. Police Check The Club reserves the right to conduct a criminal record check on the Service Provider

1.11. Normal Hours of Operation Access to facilities and amenities: Monday to Friday (excl. public holidays) 5am to 9pm Weekends (excl. league game requirements) 5am to 9pm From time to time, the Club may require the use of the tennis courts and other facilities during operational hours. This may affect planned play and such requirements will be communicated well ahead of time with the Service Provider. Auckland Park Woodmead Napier Road, Auckland Park, Johannesburg Lincoln Street, Woodmead, Sandton PO BOX 91028, Auckland Park, 2006 PO BOX 272, Rivonia 2128 T: +27 11 710 6400 F: +27 11 726 6947 T: +27 11 202 1600 F: +27 11 807 0592 www.thecountryclub.co.za 1.12. Labor and Pricing The tender shall include (as mentioned above) separate prices for: • Pricing structure for private and squad training • Any additional services that the Service Provider would like to propose • A minimum of 15 hours per month outside of coaching hours is expected toward the building of the tennis club and sport team duties. • The service provider will be paid a monthly retainer of R10 000.00 including VAT subject to annual negotiation. • No additional rental fees will be charged; however, the Club reserves the right to negotiate same should the need arise.

1.13. Termination of Contract The Club may terminate the agreement with immediate effect if the Service Provider enters business rescue or bankruptcy. Either party can terminate the agreement by providing four weeks’ notice. 2. EVALUATION CRITERIA Proposals will be evaluated against the following criteria: 1. The interested party must disclose full details of his/her professional status. 2. Expertise demonstrated in being a tennis professional. 3. Pricing expectations. 4. Overall strategy for the development of tennis at the Club. 5. Recognition/awards received from the professional tennis industry related to coaching/teaching/ management of tennis are an added advantage. 3. SUMMARY A key objective of the Service Provider’s success in the initial twelve (12) months of the service is the ability to increase the rate of tennis participation across all ages, engage the greater Club community to participate in tennis coaching and general play on Club grounds. 4. TERMS AND CONDITIONS No commitment to engage These conditions of tender do not constitute a promise to enter into any agreement or arrangement with the any applicant and no legally binding agreement for the supply of services will arise between the Club and any applicant until a formal agreement has been signed by both parties. Any proposal which does not comply with the requirements of the terms and conditions set out in this document may be accepted or rejected at the sole discretion of the Club. Notwithstanding any other provision of these conditions, the Club may, in its absolute discretion and without limiting any other rights it may have, do any one or more of the following at any time: • amend or withdraw these conditions. • vary, suspend or terminate the tender process.

Auckland Park Woodmead Napier Road, Auckland Park, Johannesburg Lincoln Street, Woodmead, Sandton PO BOX 91028, Auckland Park, 2006 PO BOX 272, Rivonia 2128 T: +27 11 710 6400 F: +27 11 726 6947 T: +27 11 202 1600 F: +27 11 807 0592 www.thecountryclub.co.za APPENDIX A CCJ TENNIS COACH / PROFESSIONAL CCJ Operational Aspects 1: Increase tennis participation • Promoting the tennis section (both venues) using the Club’s communication platforms. • Focus on development of the various tennis sections such as junior, lady, men, senior, league, social and competitive players. • Holding of clinics, school holiday programs, private coaching and various social and fun events. • Organizing and participating in various social opportunities for the members to play tennis. 2: Create and maintain tennis ladders • Create and co-ordinate tennis ladders for multiple groups of players. 3: Manage leagues • Create and co-ordinate tennis leagues for all groups of members. • Participate in leagues if necessary. • Promote tennis leagues. • Manage league uniforms and branding. 4: Reports Submit monthly reports on CCJ Management and/or Tennis Committee including: - • Tennis Membership, • Facilities & Maintenance, • Coaching and events, • Achievement of strategic goals, • Projects, • General. 5: Attend all and any other meetings as required. 6: Assist CCJ with managing tennis stock, budgeting and maintenance projects. 7: Additional Information • The Tennis Coach and assistants will be required to abide by the Club’s code of conduct. • The Tennis Coach and assistants will be active members of the CCJ Sports Team and represent CCJ at various prescribed activities.