January19,2016 page1
RevisionDate:January22,2017
SouthernPacific(SOPAC)ZoneofUSAWaterPolo,Inc.(USAWP)
NationalChampionshipQualificationEventandHostBiddingGuidelines
The National Governing Body (NGB), United States Water Polo, Inc. (USAWP)requires that the SOPAC Zone (“the Zone”) host annual Qualification TournamentEvents (Qualification Events) for the USAWP National Championship Events(NationalChampionships)includingbutnotlimitedto
• RegionalJuniorOlympics;• AutumnChampionsCup;and• SPAChampionships
Theprocessforbidding,hosting,seedingandschedulinghasevolvedovertheyears.ThecurrentZonemodelprovidesthatqualifiedindependentbidders(HostBidders)in cooperation with the Zone, host the Qualification Events under these Zoneguidelines. The Zone solicits bids for Qualifications Events throughout thecompetition year. The Host Bidders who win the bidding competition and areawardedtohostthecompetitionsarecalledtheHosts.
TheseguidelineshavebeendevelopedtodocumenttheproceduresandpoliciesforQualificationEvents.
Rules:
TherulesandconductoftheQualificationEventsshallbeconsistentwithUSAWP’sConductofChampionshipsapplicabletothatNationalChampionship.Onacasebycasebasis,theZonemayprovideHostBiddersothergoverningdocumentsspecificto the rules and conduct of a Qualification Event. Unless so provided during thebidding process, the Host Bidders shall use current USAWP’s Conduct ofChampionships.
OverseeingCommittee:
ForeachQualificationEvent,aZoneQualificationManagementCommittee(ZQMC)shallbenamedbytheZonethatwillinclude:
• arepresentativeoftheHost• arepresentativeoftheZoneBoard,and
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• threemembersofthecompetitioncommitteeoftheZone.
TheZQMCwillbenamednolessthan5dayspriortothequalificationevent.
AnnualQualificationEventandEntryDates/BidDueDates
TeamentrydeadlineforallQualificationEventsshallbemidnighttwoFridayspriorto commencement of the tournament or as otherwise required by USAWP. Allentrieswillbeacceptedon-lineviaUSAWP.
AllbidsareduebyFebruary24,2017at5PM.
BracketingSystem
Bracketing for Qualification Tournaments is intended to fully “play out” only keyplacementsforNationalChampionships.Ataminimumthehighestfourplacementspots (as determined by the Seeding Committee described below) and the keybottom qualifying positionswhere USAWP allocations for the Zone existmust be“playedout.”TheHostBidderandHostwillworkcloselywiththeZonetouseZoneapproved bracketing templates (ZoneBracketing) in order to accomplish top andbottomplacements“playouts.”
Bracketing of multiple team tournaments has been reviewed by the Zone and isapproved and reviewed each year. Zone Bracketing exists for virtually all sizetournaments and is available upon request and will be made available to HostBidders for planning purposes. The ZoneBracketing shall be used for organizingandconductingtheQualificationEventbasedonthenumberofteamsentered.
In certain cases (such as a 30 team tournament), to provide fairness and ampleopportunity, a small number of teams entering aQualificationEventmayneed to“play into” the tournament by playing each other prior to the tournamentcommencing.Inthiscase,therewillbeacoinflipandthewinningteamwillhostthe“playin”gameduringtheweekbeforethetournament.
SeedingandSchedules
SeedingforQualificationEventswillbebaseduponteams’clearrecordsofsuccessandconsensushighrankingsofdemonstrableperformance.
The ZQMC will name a Seeding Committee comprised of between three and fiveindividuals who will create an initial ranking for seeding of the upcoming
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QualificationEventtobeusedasastartingpointforthephoneconferenceseedingcall. Theinitialrankingwillbee-mailedouttoparticipatingteamrepresentatives.ParticipatingteamswillbeallowedtoprovideinputtotheSeedingCommitteewhowill create a draft of the ranking of seeded teams prior to the Seeding MeetingPhoneCall.
Teamsthatdonotparticipateintherankingprocessand/orSeedingMeetingPhoneCalllosetheirrightstonegotiaterankingsfortheirteams.
After“EntriesClose”foraQualificationEvent,theZQMCwilldeterminehowmanyteamswill be seeded by “ranking.” The Chair of the Phone Call will be the finalarbiterofdisputes.Ifrankingsarenotagreedupon,thenteamswillbegroupedanddouble-blind-drawn into bracket placements within the Zone Brackets. Groupingandblinddrawingmaybeusedtofilltheremainingslots.Allowanceswillbegivenduringseedingtoavoidingconflictsforteamscompetingfromthesameclubwherepossible. Draft schedules will be released as soon as five days after entries haveclosedbytheHostoncethenumberofenteredteamsisfinalized.
JustpriortotheSeedingMeetingPhoneCall, theSeedingCommitteewillreleaseaDraftSeedingtotheentrantsthatistheresultofpolls(seebelow)andfeedback.TheSeedingMeetingPhonecallisaconferencecallmoderatedbyatleastonememberof the Seeding Committee to review, discuss and adjust the final ranking asappropriate.Hopefully,allmembersoftheSeedingCommitteewillbeonthephonecall.Allnon-seededteamswillbegrouped,thendoubleblinddrawnintotheopenbracket slots. The SeedingMeetingPhoneCall for theQualificationsEventwill beheldas soonas tenbusinessdaysbefore the commencementof theQualificationsEvent.Itisusuallyheldlateatnightwithaconferencecallinnumbere-mailedoutwithdialininformation.FinalschedulesshallbereleasednolaterthanMondayoftheweekoftheevent.
(Asaseparateaidinrankingandoverallguidance,theZoneisalsodevelopingacloudbasedZoneRankingPoll (anon-lineCoaches’poll)basedonageandgendergroupsfromtheresultsofcompetitiveheadtoheadevents. TheZonewilleventuallyupdatethe ranking on a quarterly basis and post it to the Zone website. The SeedingCommitteewilluseZonerankingsasadditionaldatatoconsiderandevaluateindraftrankingsforSeedingCallsandQualificationsEvents.)
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ZoneandHostResponsibilities
Any Individual,Member,Club,ora formalaffiliationofClubsand IndividualswhoareallingoodstandingwithUSAWPandtheZonecansubmitabidtoHostoneoftheZoneQualificationEventsorotherZonesponsoredevent. ThewinningbidderwillbecalledtheHost.
TheZonewillberesponsiblefor:
• CreatingandcommunicatingtotheZoneconstituencytheRequestforBids,
• Providinga fairandtransparentsummaryof thebidoutcometotheZone’sconstituency including number of bidders, names of the bidders, list ofcompetitionpools,budget,andanydistinguishingfeaturesofeachbid,
• Providing,asabestasable,anevaluationprocessforbidsthat is freefromConflictsofInterestbetweenbiddersandevaluators,
• PostingQualificationEvententryrelatedinformationontheZonehomepageande-mailingouttoallZoneconstituentsinformationaboutwhoistheHost,thepriceperteamandentrydeadlines,
• IdentifyingtotheHostBidderwhowillparticipateintheZQMC,
• Advertising the Qualification Event to all Coaches, Members, and ClubswithintheZoneviae-mailandwebpage,
• ProvidingaUSAWPaZonesanctionfortheQualificationEvent,
• Providing brackets for the Qualification Event per the library of approvedZoneBrackets
• SeedingtheQualificationEvent,
• SubmittingthefinalscheduletotheassigningrefereeasassignedbytheZoneReferee,
• Encouraging referees to plan and carry two tones ofwhistleswhere poolshavemorethanonecourse,
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• Providing the Host an online score reporting system linked to the Zone’swebsite,or–iftheHosthasatimelyandeasytoreadsystem,allowtheHosttouseitsownreportingsystem,
• Communicating USAWP participation requirements and deadlines forathletes,coaches,officialsandteamregistrations.
• Ordering medals for events where medals will be awarded and providingthemtotheHostfordistribution.
TheHostwillberesponsiblefor:
• Payingallcoststohostthetournamentincludingbutnotlimitedtopoolfees,laborfees,staff,equipmentcosts,referees,newballs,cleaningcosts,on-sitecosts,managementfees,on-linereportingmanagementifitchoosestouseitsownsystem,andothercostsnecessarytoruntheQualificationsEvent.
• RemittingtotherefereesArbiter’sLockBoxasinglepaymentasinvoicedbyArbiter for the total costof refereeing theentire tournament.Allpaymentsshall be made no later than 10 working days after receipt of invoice,depending on the timing for the host to receive funds from USAWP whocollects the entry fees. The Host will be responsible for any sanctions orpenaltiesassessedasaresultoflatepaymenttoreferees.
• RunningtheQualificationsEventinaprofessionalandcompetentmannerincompliance with the USAWP Conduct of Championships related to thatNational Championship including but not limited to course size, ball size,lengthofperiod,etc.
• Providingcompetenttablemanagement,includingtiming,scoringreportingforallofthegames.
• Updatingscoresfortheeventtotheonlinescoringsystematleasteveryonehourormorefrequentlyifneededforadvancementpurposes.
• DesignatingarepresentativewhowillbeamemberoftheZoneQualificationManagementCommittee.
• Adjudicating protests following the process in the USAWP Conduct ofChampionshipsusingtheCommitteesetupforthatpurpose.
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• Sending all completed and signed game sheets and final placements to theZonewithintencalendardaysofcompletionoftheQualificationsEventwithareportofanyissuesoractionsthatmaybenecessary
• Placingnomorethantwocoursesinone50meterpool
• Staggeringgamestarttimeswhenonepoolhastwocourses.
• ProvidingnewgameballsfortheQualifyingEvent
• Havingback-uppoolsreadyincaseofapoolclosure
• Providingendlinesforallcourseswithfloatingcages
• ObtaininganddistributingMedalsprocuredby theZone fordistribution tothe top three teams in the Junior Olympic Qualifications or othertournamentsasdeterminedinadvancebytheZone.
BidSubmittalProcedures
TheZonewillpubliclyseekHostBidsfromqualifiedpartiesbywayofaRequestforBids.TheRequestforBidswillincludebutnotbelimitedtoaskingfor:
• NameoftheHost,theHostChairman,andtheNameofAllPartnerswhoareindividualsorclubsthatrepresentthebiddingpartyandwillfinanciallybenefitfromtheHosting.
• AsimpleoverallstatementwhytheHostBidderbelievesfromaqualitativeandcoststandpointthattheyshouldbeawardedtheBid.
• TheFacilitiestobeusedfortheQualificationsTournamentincludingthenameofthefacilities,thelocationofthefacilities,thenumberanddescriptionofcourses(size,floatingorwall)tobehostedineachpool,thehoursofavailability(includingwarmuptimebeforefirstgames),availabilityofparking,shadeandbathrooms,andanyuniqueorspecialconsiderationsofthelocation
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• Ahanddrawingorphotosofthepoolsetupforeachpoolfacilitythatshowsthecourseset-upsandlengthsandthewarmupareasalongwithlocationsofshotclocks,tablesandrefereeswalkpaths
• NamesofbackuppoolsandavailabilityasrequestedintheRequestforBids.
• AdescriptionoftheHost’sQualifyingpreviouseventhostexperience
• Alist(ifpossible)ofvendorsknownatthetimeofbid,merchandiseprovidedandsourcesofalternativeincometobeprovidedatthetournament.(Budgetsandfinancialinformationisnotrequired.)
• AstatementthatdraftscheduleswillbesubmittedtotheZoneQualificationManagementCommitteefordistribution,fivecalendardaysafterentriesareclosed.
• Specificationoftheoperatinghoursofthetournamenthostsitesfrompoolopeningtowarm-up,firstgamestarttime,andlastgamestarttimeforeachfacility.
• Asampleoftheproposedon-linemanagementsystemtobeusedtopostgameresultsandbracketadvancementsonarealtimebasis.
• AProposedBudgetfortheQualifyingEventExpressedasaPriceperTeamandPriceperGameBasisthatfactorsallHostCosts.TheProposedBudgetwillincludelineitemsandexplanationsfor:
o poolfees,
o staffandlaborfees,
o equipmentcosts,
o referees,
o newballs,
o cleaningcostsandon-sitecosts
o $40assessmentpaidtotheZoneforprocuringmedalstotopthreefinishersinthetopdivisions
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o allothercostsnecessarytorunthetournamentincludingmanagementfees
• (Pricepergameisrequestedinordertohonorarequestbyclubstoonlybechargedforgamesplayedinthecasesofhighlyrankedteamswhodon’tplaymanygamesandpoorteamsthatareeliminatedearlyfromtheQualifyingEvent.)
• Alistofawardstobepresentedtotopfinishers,MVP’s,orteamsifHostdesirestoprovidesuchawardsmorethanmedalsprovidedbytheZoneattheirhostedevent.
AsmostHostsknow,refereecostscanfluctuatedependingonthelevelofrefereesthatactuallyworkanevent.Onaverage,ourexperienceshowsthatbudgetingtwoLevel3refereesforeachgameisareasonableaverage.Thehostisresponsibleforallrefereepaymentsandbearsanyandallfinancialriskforcostchangesfromwhatwasanticipatedduringthebiddingprocess.
(Pleasenote:TheZonewillnotallowGateFeesforQualificationEvents.However,theHostisallowedtokeep100%ofallrevenuesfromotheractivitiesdescribedanddisclosedintheHostBidforitemsincludingbutnotlimitedtovendors(vettedandconsistentwithUSAWPagreements),snackbar,andmerchandise.TheHostdoesnotneedtodisclosebudgetsfortheserevenueitemsinitsbid.)
Bidsshallbeinwriting(.pdfacceptable)signedbytheauthorizedrepresentativeoftheHostBidderandaddressedtotheZoneChair.Bidsmustbesubmittedbyposteddeadline.Nolatebidswillbeaccepted.
BidEvaluations:
TheZoneQualificationManagementCommitteewillevaluateallbidsreceived.Ifnecessary,itwillconductinterviews,clarificationsanddiscussionswiththeHostBidderstoclarifyresources,pricingandexperienceduringtheevaluationandnegotiationfortheQualificationEvent.
TheZoneBoardretainsfinaldecision-makingauthorityinconsideringbids.TheZonesauthorityisprovidedintheUSAWaterPoloPoliciesandProceduresManualandothergoverningdocuments.TheZonehastherighttorejectanyandallbids.
PastZoneexperienceisthatalimitednumberofHostBidderssubmitbids.
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Bidderswillnotethatsomequalitativefactorsenterthebiddingprocess:
• TheZonehasbeentoattemptingtorotatethevariousQualificationEventsthroughouttheZoneoverthecourseof3-5years.Alowestqualifiedbidmaynotbeselectedduetothedesiretorotatethelocationofthetournament.
• Convenienceandaccessforcompetingclubs.
• AllQualificationEventswillberunconsistentwiththerequirementsaslaidoutinUSAWPConductofChampionshipsincludingconsiderationssuchascoursesize,ballsize,periodlength,timeouts,andadvancementrules.
• NOTE:the“feelofthetournament”--howgenerousHostBidderisinprovidingamplecompetitionspaces(i.e.“bigwaterwaterwithintherangedictatedintheConductofChampionships,amplewarm-upspace,andgameschedulingwithampleintervalbreaksbetweengames)willbeasignificantsubjectivefactorinbidevaluation.
OnceaHostBidderisselectedbytheZone,theZonewillenterintoashortbutbindingcontractincludingtheresponsibilitiesoftheZoneandHost.
Hostbiddermaynotre-approachthezoneforsupplementalfundsbasedonimproperlycalculatingoperatingcosts.
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BidtoHost(Sample)XXXXSOPACZoneQualifyingTournaments
for16UBoys&Girls,18UBoys&Girls
AteamWaterPoloClubtakesgreatprideinpresentingabidtohostthe2013TyrCupQualifyingtournament.AteamWATERPOLOCLUBisoneofthepremierwaterpoloclubsinAmerica…(Briefdescription)Ateam,headedbyMr.Jones,looksforwardtotheopportunitytohosttheseprestigioustournamentsinourhomezoneforthefirsttime.
Mr.Smith,longtimememberofAteamandcurrentBoardofDirectorsmemberforAteam,willactastheTournamentDirectorifawardedthebid.Hewillbetheprimarypointofcontactforallquestions,commentsanddirectionwithregardtothisevent.Mr.JohnsonwillbeassistingMr.Smithwiththemanagementofthetournament.
AteamanditsaffiliatedHighSchoolsandCoacheswillbetheSolehostfortheseevents.Ateamwillcontract,atitsexpense,withthelistedHighSchools(pleaseseeattachedlistofschools)fortheuseoftheirfacilities,timingequipment,poolequipment,etc.asneededtorunthiseventinaverytimelyandprofessionalmanner.InreturnfortheseservicesAteamwillbeaskingforanentryfeefromeachclubthatenterstheTyrCupQualificationTournament.
TheEntryFeewillbe: $xxxperteam
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StatementofQualifications:
(Describeyoursituation:anexamplefollows)Ateamfirmlybelievesthatwehavetheabilitytoprovideahighlevel,timelyandwellruneventbyemployingtheworkingrelationshipsthatwehavedevelopedwiththeassortedHighSchoolsandtheirAquaticsdirectorsinthe(Specify)area.Ateamwillonlyemploy50meter(minimumlength)orlargerpoolsforthisevent.Ateamadditionallyintendstoonlyprovideonecourseinallbuttwoofthepools.Althoughthiswillcauseanincreaseintheentryfeeforthetournament,itwillallowforgreatspaceforwarmupandpostplayrecovery,aswellas,areductioninoverlappingwhistleerrors.
Additionally,Mr.Smithhashadsubstantialexperienceasatournamenthost.Hisexperienceislistedbelow:
(ExperienceExamples)
GateandFacilitiesmanagerforUSAWPJO’sin2009,2011&2013
Tour.Dir.forUSAWP2010Openand20U,Men’sandWomen’stour’s
Tour.Dir.ForChampionsLeague2011-2013
FoothillFallFlingTour.Dir.2010-2013
Tour.Dir.ForZoneChampionships2007–2010
NumeroushostingofCalCup,USCC’s,Cal.HSChampionships,etc.
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Facilities:
ProposedFacilitiesfortheseeventsarelistbelow.Pictures/handsketchesofthepoolsetupsareincludedattheendofourproposal:
PoolA 50meterpool 1-25/30m.course
PoolB 50meterpool 1-25/30m.course
PoolC 50meterpool 1-25/30m.course
PoolD 62meterpool 2-25m.courses
PoolE 50meterpool 1-25/30m.course
PoolF 50meterpool 1-25/30m.course
PoolG 50meterpool 1-25/30m.course
PoolH 50meterpool 1-25m.&1.25yd.
Additional/back-up/emergencypoolsifrequiredwouldbe:
PoolI 50meterpool 1-25/30m.course
PoolJ 50meterpool 1-25/30m.course
PoolK 50meterpool 1-25/30m.course
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Vendors:
Asyet,thereisnolistofvendorstoprovide.ItisAteam’sexpectationthattheHSAquaticsboosterclubforeachpoolwillberunningasnackbar.100percentofallproceedswillgotothatpool’saquaticsprograms.AnyvendorswillbevettedthroughtheZoneandUSAWaterPoloforcongruencewithmarketingprograms.
Schedules:
Theschedulestobeemployedfortheseeventswillfollowzoneprotocol,whichcurrentlyrequiresthattheJOQualsscheduleformatwillbeused.Atthecloseofregistration,thebracketswillimmediatelybefilledwiththeteamsoptingtoparticipateinthisyear’stournamentanddistributedwithinfivedaysofthatregistrationclosing.Aseedingcallwillbeemployedtooptimizeandappropriatelyfilleachbracket.AtleastoneZoneBoardmemberwillbeaskedtositinonthecallandaidintheseedingprocedure.Additionally,ifawardedthebidfortheseevents,Ateamwouldaskthattheregistrationfortheeventbeclosedthreeweeks(21days)priortotheevent.Thiswillaidinprovidingtimelypresentationoftheseedingandbracketstotheparticipantsandhelptoinsureinahighlevelofrefereesfortheevents.Ateamwillalsobeusingaspecifiedassigning/headrefereeforthisevent.Thiswillassistinthequality,fairnessandcostofthetournament.
Allpoolswillbeaskedtorunonan8to8schedule.Allgameswillcommencenosoonerthan8AMandnolaterthan8PM.Warm-upwillbeallowedasearlyas7:25AM.
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Budget:
UsingourexperienceandZoneinputabouthowmanyteamswillentertheevent,wehaveattemptedtoprovidearealisticbudgetforthetournamentandarriveatafairprice.Pleaseseetheattachedspreadsheetforourbudget.(attachaspreadsheet)
TheProjectedBudgetbelowmethodwascalculatedbasedonXXXXteamsenteringthetournament.ItemsthatwereincludedintheProjectedBudgetfollow:
PoolandFacilitycosts
Equipmentcostsandrentalsforback-upequipment
RefereesandSiteManagementcosts
BallsandAwardscosts
TournamentManagementCosts
ZoneDonationcosts
Misc.costsrequiredtomaintainahighlevelofcompetition.
Further,AteambelievesthateachteamenteringthetournamententersatitsownriskwithregardtothenumberofgamesthattheymayplayintheSoPacTyrCupQulifyingTournament.TheJOQualsBracketinghasevolvedandisnowgenerallyacceptedthroughouttheZone.Thecosttosometeamsmaybehigheronapergamebasis.CoachesunderstandtheQualifyingprocess.TheformatprovidedhasbeenaskedforandagreedtobytheclubCoachesandZone.SoeveryonehastounderstandthatAteamwillNOT,aspartofthisbidpackage,begivingrefundstoclubswhoplaylessthantheaveragenumberofgamesinthetournament.
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InConclusion:
AteamWATERPOLOCLUBfeelsthatithasassembledthenecessarymanagement,experienceandfacilitiessothatitcanrunaqualitytournament.Ateambelievestheyhavetheexperienceandknowhowwithintheirranksofmembersandcoachestodothiseffectivelyandatthecostof$xxxperteamentered.Anyquestionswithregardtothisproposalaretobedirectedto:
Mr.ABCSmith
TournamentDirectforAteamWATERPOLOCLUB
123.456.7890
[email protected][email protected]
Respectfullysubmitonxx/xx/20xxby:
________________________________________________
Mr.Smithfor
AteamWATERPOLOCLUB
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ExampleVenueDiagramForRCC
2Courses(Both25yards)
Plentyofdeckspaceavailable
ScoreTableScore
Table
Stands Stands
RestroomsLockerrooms
Vendors
Vendors
Bench
Bench
Bench
Bench
Pool1 Pool2
Clock1
Clock2