Service Provision Expression of interest –Information August 2015
Background
The Darwin Tennis Association (DTA), trading as Gardens Tennis, is seeking to appoint a commercial service provider to manage and operate the Gardens Tennis complex. The complex, which is currently the largest community tennis centre in the Northern Territory, is located at Gilruth Avenue, Darwin in a prime sporting and tourist precinct within walking distance of the Darwin CBD
The Gardens Tennis site consists of 12 (11 currently playable) hard tennis courts under lights and a clubhouse comprising an administration office, shop, communal space, kitchen, toilets and showers, two meeting rooms that have been converted to a fitness studio and are leased to tenants, large undercover outdoors communal area, and grassed areas.
The mission of Gardens Tennis is to provide innovative, friendly and professional family and community tennis playing, coaching and health and wellbeing opportunities for players of all ages and all abilities
Currently Gardens Tennis has around 250 members, provides services to significantly more non-member clients, and there is potential to grow the membership base and non-member client participation.
Gardens Tennis has a current annual turnover in excess of $325,000
Independent Contractor
The service provider will be engaged as an independent contractor to DTA
Term of Contract
Initial term of five years, with option for up to two five -year renewals
Services to be provided
Operate a tennis business including
Coaching
Through accredited coaches, provide coaching and coaching pathways for juniors and adults including Hot Shots, modified skill development programs, junior squad training and group and private lessons and Cardio Tennis
Competition and social play
Organise and encourage participation in adult and junior competitions and social play opportunities, and coordinate inter-club pennant competition
Court hire and booking
Manage the hiring out and booking of courts
Tournaments, events and sponsorship
In conjunction with Tennis NT, organise and support a range of tournaments held at Gardens Tennis including but not limited to Darwin Closed, Darwin Open, NT Open, Age Titles and Pro Tour events.
Assist in the co-ordination of club promotional events including open days and the acquisition of sponsorships
Tennis goods and services
Operate the pros-shop and kiosk selling tennis goods, alcoholic and soft drinks, confectionary and snacks with responsibility to order and maintain appropriate stock levels
Supply a professional tennis racquet re-stringing service
Promote memberships, organise membership renewals and collection of membership fees, maintain records of membership, and report on membership and other clients to DTA and Tennis NT
Manage and maintain the Gardens Tennis complex
Keep the complex, including clubhouse, bathrooms, courts, lawns and surrounds clean and tidy
Maintain and/or replace a defined list of assets (available on request) and any other assets acquired during the period of the contract
Undertake maintenance and repairs of defined Gardens Tennis complex infrastructure and facilities including court fixtures and equipment
The service provider will recruit, employ and manage such additional staff (their representatives) required to deliver the services
Responsibilities/Obligations of Service Provider
Work co-operatively with the DTA committee to meet the objectives for Gardens Tennis
Promote and foster tennis at n Gardens Tennis and more broadly
Work with and maintain positive interactions with Tennis NT, Tennis Australia and other key stakeholders
Provide the services with due care, skill and diligence to the benefit of Gardens Tennis and reasonable satisfaction of the DTA ensuring that the service provider and all their representatives are duly qualified and skilled
Establish and maintain employer’s insurance in relation to the provision of services.
Comply with all policies and by-laws of Tennis Australia including the Code of Conduct for Service Providers and where relevant embrace Tennis Australia strategies and management tools.
Adopt and promulgate the Play by the Rules policies and codes for sporting clubs
Provide a current police check and obtain a working with children clearance for the Service Provider and their representatives
Provide a written report to the DTA committee with regard to Services and statistics including financial statements on a regular and confidential basis throughout the year
Pay agreed operational costs for Gardens Tennis including electricity charges (connection and use), water use, telephone and internet bills
Pay an agreed fee for access to and use of the Gardens Tennis to provide the Services
Maintain Working with Children clearance for self and all employees
Maintain current Senior First Aid Certificate
Abide by NT Worksafe regulations to ensure a safe environment for staff and patrons
Obligations of DTA
Work cooperatively with the service provider to meet the objectives of GT
Grant the use of GT and not restrict commercial trade in the delivery of all Services to be provided by the service provider.
Provide such information and assistance as the Service Provider reasonably requires to perform the Services
Maintain a capital works program for GT and keep in good repair all buildings, tennis courts, lighting and provide new nets except to the extent where it has been agreed that the Service Provider is responsible.
Pay all Council rates, sewerage and water connection charges
Pay the annual Tennis NT membership fee.
Benefits to the service provider
The service provider will have exclusive rights to provide the Services as defined in the contract
The service provider will be offered honorary membership of Gardens Tennis for the term of the contract and be given the same rights and privileges afforded to members of Gardens Tennis
The service provider will be given the opportunity to implement new or innovative services at all times.
Through DTA’s membership of Tennis NT, the service provider will have access to development services from Tennis NT and Tennis Australia
Income from the provision of services and membership fees