Management of the York Recreation & Convention Centre - Request for Proposal

Published on Wednesday, 27 January 2021 at 11:26:14 AM

The Shire of York is preparing a Request for Proposal (RFP) seeking suitable qualified operators to present proposals for the management of the York Recreation and Convention Centre (YRCC) and oversight of booking management and programming of the wider precinct.

The intent of this Request for Proposal is to establish a partnership between the successful respondent, the Shire and local sporting and community groups to ensure the recreational and sporting facilities associated with the YRCC are well managed and used to provide the best outcomes for the community. 

What is a Request for Proposal (RFP)?

Organisations issue an RFP when seeking alternative proposals from vendors or service providers. The RFP is a document that outlines project objectives and asks respondents to come back with a proposed solution to achieve the identified outcomes. Multiple bids are then compared to help determine the best choice.

What is included?

Oversight of booking management and programming of the wider precinct including:

  • Forrest Oval, with floodlights and synthetic pitch
  • 2 Plexipave Netball Courts
  • 8 Synthetic Grass Tennis Courts
  • Indoor sports stadium and 2 squash courts converted into bookable activity spaces
  • Pavilion (known as ‘old tearooms’)

Not forming part of the RFP are:

  • The Voice of the Avon Radio Station
  • York Early Years Hub
  • Hockey Clubroom and sports fields

What does it look like?

The RFP is a comprehensive document that includes:

  • Overview
  • Goals
  • Scope & specific requirements
  • Target schedule
  • What we’re looking for in potential suppliers
  • How we will compare the different proposals

How does it work?

The RFP process involves several important stages. 

Before potential bidders can submit their proposals, an RFP document is drafted.  This gives potential respondents a guideline of what the Shire is looking for.

Once the RFP is sent out, applicants can review and then submit their best bids to compete for the contract. In these proposals, applicants generally include the following items:

  • The experience of the organisation or entity in relation to providing the services
  • The experience of staff who will be involved in delivery
  • An action plan of how they’re going to produce the best outcomes for the Shire
  • A timeline of what we can expect
  • Any necessary background information
  • How much they expect the entire project to cost

How long will it take?

The RFP will be advertised at the end of January.  Applicants will be required to attend a site visit in mid-February with their proposal due early March. Shortlisted applicants will then be required to present to Council during March and Officers will prepare a report for Council to consider at the April Ordinary Council Meeting with recommended next steps. 

Further information regarding this Request for Proposal can be obtained from Jo Bryant, Project Officer on (08) 9641 0500 or by emailing

Chris Linnell



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