Southern Pacific (SOPAC) Zone of USA Water Polo, Inc. (USAWP) … Zone Event... · 2017-01-23 · January 19, 2016 page 1 Revision Date: January 22, 2017 Southern Pacific (SOPAC)

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


• 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


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.)


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,


• 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.


• 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


• 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


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.


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.


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


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.


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


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.


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.


InConclusion:

AteamWATERPOLOCLUBfeelsthatithasassembledthenecessarymanagement,experienceandfacilitiessothatitcanrunaqualitytournament.Ateambelievestheyhavetheexperienceandknowhowwithintheirranksofmembersandcoachestodothiseffectivelyandatthecostof$xxxperteamentered.Anyquestionswithregardtothisproposalaretobedirectedto:

Mr.ABCSmith

TournamentDirectforAteamWATERPOLOCLUB

123.456.7890

[email protected][email protected]

Respectfullysubmitonxx/xx/20xxby:

________________________________________________

Mr.Smithfor

AteamWATERPOLOCLUB


ExampleVenueDiagramForRCC

2Courses(Both25yards)

Plentyofdeckspaceavailable

ScoreTableScore

Table

Stands Stands

RestroomsLockerrooms

Vendors

Vendors

Bench

Bench

Bench

Bench

Pool1 Pool2

Clock1

Clock2

Documents

Southern Pacific (SOPAC) Zone of USA Water Polo, Inc. (USAWP) … Zone Event... · 2017-01-23 · January 19, 2016 page 1 Revision Date: January 22, 2017 Southern Pacific (SOPAC)