Alachua County - Annual Track & Field Event Management & Timing Services - RFP 27-103-PM (2026)
Alachua County BOCC, ProcurementCounty · FL- Due
- Sep 16, 2026
- Deadline passed
- Posted
- Aug 5, 2026
- Contract term
- 2 years
- Primary contact
- Stephen Rodriguez
- (352) 647-4606
The 30-second brief
Alachua County is seeking proposals for annual track and field event management and timing services at the Alachua County Sports and Events Center (ACSEC). The 130,000+ sq. ft. facility features a 200m portable banked 6-lane track, permanent 60m 8-lane sprint lanes with Mondo surfaces, dual throwing areas, long jump/triple jump runways, high jump areas, and a pole vault runway. The selected partner will provide event management, meet/race management personnel, marketing, online entry and ticketing processes, livestreaming, and comprehensive timing services using independent FinishLynx camera systems, Fieldlynx units, and Reactime false start detection systems. The contract term is from October 1, 2026, through September 30, 2028, with options to renew for two additional two-year periods. The submission deadline is September 16, 2026, at 2:00 PM.
Timing Services as outlined in the Scope of Work as a per day fee; Timing Services add on of Reactime False Start Detection System; Timing Services hourly labor rate for additional requests outside of the Scope of Work; General Athletics Consulting Services; Event management and marketing consulting fees as outlined in the Scope of Work; Event management and marketing Meet Management and Officials Coordination Fee
Ability and Competency of the Proposer (50 points), Project Manager and Project Team's Competency and Qualifications (30 points), Project Understanding and Approach (50 points), Ability to Meet Project Schedule and Budget Requirements (35 points), Proposal Organization (10 points), Volume of Previous Work (5 points), Location (10 points), Small Business Enterprise Participation (10 points)
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Summary
Alachua County is seeking proposals for annual track and field event management and timing services at the Alachua County Sports and Events Center (ACSEC).
The 130,000+ sq. ft. facility features a 200m portable banked 6-lane track, permanent 60m 8-lane sprint lanes with Mondo surfaces, dual throwing areas, long jump/triple jump runways, high jump areas, and a pole vault runway. The selected partner will provide event management, meet/race management personnel, marketing, online entry and ticketing processes, livestreaming, and comprehensive timing services using independent FinishLynx camera systems, Fieldlynx units, and Reactime false start detection systems. The contract term is from October 1, 2026, through September 30, 2028, with options to renew for two additional two-year periods. The submission deadline is September 16, 2026, at 2:00 PM.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
6- Timing Services as outlined in the Scope of Work as a per day fee
- Timing Services add on of Reactime False Start Detection System
- Timing Services hourly labor rate for additional requests outside of the Scope of Work
- General Athletics Consulting Services
- Event management and marketing consulting fees as outlined in the Scope of Work
- Event management and marketing Meet Management and Officials Coordination Fee
REQUIRED ATTACHMENTS
Corporate Resolution, State Compliance, Taxpayer Identification Form, Public Record Trade Secret or Proprietary Confidential Business Information Exemption Request, Alachua County Small Business Enterprise Certificate, SBE Good Faith Effort, Alachua County Location Preference, Drug Free Workplace, NON-SBE Subcontractors, Responsible Agent Designation, Conflict of Interest, Request for Proposal Submittal Documentation, Acknowledgement of Requirements
- Submit to
- https://secure.procurenow.com/portal/alachuacounty
- Duration
- 24 months
- Scope location
- Gainesville, FL
- Projected sq ft
- 130,000 sq ft
- Reported agency
- Alachua County
Questions about this RFP
How do I respond to this RFP from Alachua County BOCC, Procurement?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 16, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://secure.procurenow.com/portal/alachuacounty. For questions, contact Stephen Rodriguez.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Alachua County BOCC, Procurement in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Stephen Rodriguez at (352) 647-4606. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Timing Services as outlined in the Scope of Work as a per day fee; Timing Services add on of Reactime False Start Detection System; Timing Services hourly labor rate for additional requests outside of the Scope of Work; General Athletics Consulting Services; Event management and marketing consulting. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Ability and Competency of the Proposer (50 points), Project Manager and Project Team's Competency and Qualifications (30 points), Project Understanding and Approach (50 points), Ability to Meet Projec..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Alachua County BOCC, Procurement?
All active and historical solicitations from Alachua County BOCC, Procurement are tracked and searchable. As a county agency, Alachua County BOCC, Procurement regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 2 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Corporate Resolution, State Compliance, Taxpayer Identification Form, Public Record Trade Secret or Proprietary Confidential Business Information Exemption Request, Alachua County Small Business Enter. Review the full document from Alachua County BOCC, Procurement for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Gainesville, FL. The total projected area is 130000 sq ft. Review the full solicitation for detailed scope requirements.