Item 4CCITY OF
SOUTHLAKE
MEMORANDUM
October 23, 2015
TO: Shana Yelverton, City Manager
FROM: Kate Meacham, Deputy Director of Community Services
4C-1
SUBJECT: Item 4C: Approve renewal of contract with Crowley Sports
Officials for sports officiating & scorekeeping services for an
amount not to exceed $130,000
Action Requested: City Council approval of a one-year renewal contract with
Crowley Sports Officials for sports officiating and
scorekeeping services for an amount not to exceed
$130,000.
Background
Information: The City currently contracts with Crowley Sports Officials to
provide sports officiating and scorekeeping services for
basketball, volleyball, flag football and softball.
The City has worked with Crowley Sports Officials for the
past thirteen years and is comfortable with their ability to
continue providing quality sports officiating services for City
programs.
Crowley Sports Officials has confirmed their price will remain
the same as the previous contract amount, so no price
increase is requested. The cost includes two officials per
game for basketball, volleyball, flag football and softball; two
scorekeepers per game for basketball and volleyball, and an
assigner's fee per game for all sports.
The current contract expires on November 5, 2015. With this
renewal, the contract will be in effect for twelve months from
the date of renewal, and allows one additional one-year
renewal period.
The agreement requires Crowley Sports Officials to provide
proof to the City that all officials and scorekeepers assigned
to City of Southlake programs have successfully passed a
background check prior to being scheduled for any
Southlake games.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
City Council Meeting Date — November 3, 2015
Page 2 of 2
4C -2
Financial
Considerations: The FY 2016 budget contains funding for contract services
for athletics and recreation programs. The City's costs for
these programs are offset 100% by the revenues received
from program participant fees.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Performance Management & Service Delivery
and meets the corporate objective to Collaborate with Select
Partners to Implement Service Solutions.
Citizen Input/
Board Review: City Council consideration November 3, 2015
Legal Review: The contract is a standard form of agreement previously
reviewed by City Attorney.
Alternatives: Alternatives may include the following:
• City Council approval as presented
• City Council approval with input as desired
• City Council decision not to approve the Contract
Supporting
Documents: Supporting documents include the following:
• Copy of Contract Extension Notification Letter
Staff
Recommendation: City Council approval of a one-year renewal contract with
Crowley Sports Officials for sports officiating and
scorekeeping services for an amount not to exceed
$130,000.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
TI -11 -ASE 4C -3
19
September 16, 2015
Crowley Sports Officiating, Lloyd Moore
PO Box 6042
Fort Worth, Texas 76115
Attn: Mr. Lloyd Moore
Subject: Notification of Contract Extension for Sports Officiating for City of Southlake RFP1208BS40RM120014
Dear Mr. Moore,
The City of Southlake is extending the contract for Sports Officiating for City of Southlake RFP1208B546RM120014. This
extension shall become effective November 6, 2015, pending City Council approval (CC Award date ) and shall
continue in full force based on the terms and conditions of the initial award. You have indicated no increase is requested at this
renewal and as such, all pricing, terms and conditions of the original contract shall remain in effect.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN REB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal, and is eligible for up to one (1) more one
(1) year annual renewals.
City Contact: RYAN McGRArL 817-748-8024
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or via email accounts d able ci.southlake.tx,us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager C PO, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tsi...'ka(Z,ci..southlG:<e.tx.us Attest:
Fax: 817-748-8048
Contract and Award Accepted:
Signed:
Mayor Laura Hill
City of Southlake
Lori Payne, TRMC
City Secretary
Date: _ _ Approved as to Form and Legality:
City Attorney
W92015 Ci.southlaketuis Mail - Fwd: Contract Renewal Information.
51O'.1TFiI-A-KE Timothy SI 4C_. 4
Fwd: Contract Renewal Information.
Junior Camacho <fcarhacho@ci.southlake.tx.us> Thu, Aug 20, 2015 at 11:39 AM
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Cc: Lloyd Moore < crowleys ports @att. net>, Ryan McGrail <rmcgrail@ci.southlake.tx.us>
Hi Tim,
Below is Mr. Moore's contract renewal email stating there will not be a rate increase for the upcoming year for
Crowley Sports Officiating.
Thanks,
JUNIOR CAMACHO, CPRP
RECREATION COORDINATOR
817-748-8022
SOUTt'111-AI E
fOR ATHLETIC LEAGUE SCHEDULES, RULES & INFO VISIT
A&v!.TeamSideiir.e.00r.m/Sout,ilake
Fallow us on Twitter
@SL Parksa� .dRa
LF7
Forwarded message
From: Lloyd Moore <crot:<ay,or's@Git.:�i>
Date: Thu, Aug 20, 2015 at 10:41 AM
Subject: Contract Renewal Information.
To: JUNIOR CAMACHO < c� r��cic�wci.so�.+lil2i:a.►;:.us>, RYAN McGRAIL
City of Southlake, Ryan McGrail, and Junior Camacho.
This letter is to inform you that Crowley Sports Officials will NOT be requesting a rate increase for the
upcoming year. If you require any future information please feel free to contact me at any time.
Lloyd Moore.
https:llmai l.google.comlm ai lILAY?ui=2&ik= l dc9780fdg&view= pt&search-i nbox&th=14f4bfa955d66799&sim l=14f4bfa955d6Mg ill
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Colmc l Acti Y / Ord. W& -A_.„
Date Approved —04 — i
50�1�--�Lt�t�i-.-' .
i
October 20, 2014
Crowley Sports Officiating, Lloyd Moore
PO Box 6042
Fort Worth, Texas 76115
Atm: Mr. Lloyd Moose
Subject: Contract Extension Notification for Provide Sports Officiating for City of Southlake RFP120SB54ORM120014
Dear Mr. Moore,
The City of Southlake is extending the contract for Provide Sports Officiating for City of Southlake RFP1208B54pR44Q00l4.
This extension shall become effective November 6, 2014, pending City Council approval (CC Award date It ILI I I and
shall continue in full form based on the terms and conditions of the initial award. You have indicated no, increase is requested
at this renewal and as such, all pricin& terms and conditions ofthe original contract shall remain in C&Ct
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: FF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal, and is eligible for up to two (2) more one
(1) year annual renewals.
City Contact: RYAN I►1cGML 817-748-8024
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlslwe TX 76092 or via email
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all foderal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions.
5incezely,
as�tr� rrun►i�
Ti S Hka .••'��pF SOVTiy`'••.
Purchasing Manager PO, CPPB .• .�•••••,. ,.
City of Southlake
1400 blain Strect, Suite 440 n
Southlakc, Texas 76092646,� _ '
^'' ,p(' % •_k=�.=� -x Attest: __ --- '
Fax:817-748-8046
Lori Payne, T1M1 4L
Contract and Award Accepted: City Secretary
Signed: Date:' ?1 k sn d�as to Form an4iity:
mayor John Terrere/ Jw
City of Southlake City Attorney .:'
1
10110/2014
Fwd: Contract information.
1 message
Ci,southlake.tcus MA - Fwd: Contract information.
Ryan McGrail <rmcgrail@ci.southlake.tx.us>
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
No increase for crowley
Forwarded message
From: Lloyd Moore <crowleysports@ati.n,:)t>
Date: Tue, Oct 14, 2014 at 11:51 AM
Subject: Contract information.
To: RYAN McGRAIL <rmccrai;C_c?.sou:hlake.l.,.us>
Cc: JUNIOR CAMACHO <`ca. rachc@ci.southlake.tx.us>
Timothy Slifka <tslifka@ci.so th al ke tx.us>
Mon, Oct 20, 2014 at 4:08 PM
To all concerned. It is not my intentions to ask for a price increase at this time. We will carry on with the current
contract as it is for the upcoming year. September 2014 through September 2015. If there are any further
questions please feel free to contact me.
Lloyd Moore, president and CEO Crowley Sports Official's. Email address is Crowley spor tsoffi;;!al @aft.net my
business phone is 817-703-4933
Sent from my Phone
https:llmail.google.comlmaillu[00ui=2&ik=ldc9780fd9&view=pt&search=inbax&th=1492f638060bid24&siml=1492F638060bld24 111
ORIGINAL DOIW�q�
50 �� n _ CITY -OF SOUTHLAKE
Came ActionN Ord./R.. No.
19 ate Approved t -p 5 :Lp L-
October 21, 2013
Crowley Sports Officiating, Lloyd Moore
PO Box 6042
Fort Worth, Texas 76115
Attn: Mr. Lloyd Moore
Subject: Contract Extension Notification for Provide Sports Officiating for City of Southlake RFP120813540RM120014
Dear Mr. Moore,
The City of Southlake is extending the contract, pending City Council approval, for Provide Sports Officiating for City of
Southlake RFP 120SB54ORM 120014, copy included for Fiscal Year 2014. This extension shall become effective November 6,
4013 201.4 pending City Council approval (CC Award date it -os- and shall continue in full force based on the terms and
conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the vendor and
considered by the City. You have indicated in your original proposal submission no increase would be requested at this first
renewal and as such, all pricing, terms and conditions of the original contract shall remain in effect.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFB DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal, and is eligible for up to three (3) more
one (1) year annual renewals.
City Contact:
MIKE REASONER 817-748-8603
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or via email accountspayable ci.southlake.tx.us
Other Charges:
The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions
Sincerely,
�� s'��
Tim Sli
Purchasing Manager, O, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifkaAci.southlake.tx.us
Fax: 817-748-8048
Contra ward A
Z
Signed• Date: ~05-c
Mayor John Terrell
City of SouthIake
Attest:
Alicia Richardson,
City Secretary
Ap ve s orm an j Le ity:
City Attorney
SCKy[' -O AKE
October 18, 2012
Crowley Sports Officiating, Lloyd Moore
PO Box 5042
Fort worth, Texas 76115
Attn: Mr. Lloyd Moore
ORIGINAL DOE
C1TY�F SOU ISE
Co[t..CiI Acfion: Y N Ord./Res. No.
Date Approved 1 L [G - ( 9 -
Subject: RFP1208B540RM120014 Provide Sports Officiating for City of Southlake
Dear Mr. Moore:
The City of Southlake is pleased to inform you that Crowley Sports Officials, Lloyd Moore, of Fort Worth, Texas is the awarded
vendor for 'RFP1208B540RM120014 Provide Sports Officiating for City of Southlake". The award and this agreement are
based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached.
This award was approved by the City of Southlake City Council on
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted -- such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded Items exclusively during the term of the contract from the suocewful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Terre of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four (4) one (1) year annual renewals.
City Contact: Ryan McGrail 817-748-8024
Send all billing to: City of Southlake
1400 Main $tree% Suite 440, Accounts Payable
Southlake, TX 76092 or via email to accountsoayable@ci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and
local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized
representative of the City of Southlake. Modifications have been made to the following line items as listed on proposal
document. Line Item # 1-9 addition official shall be at single official unit cost or less. Item # 10 scheduling fee shall be assessed
on a per game basis at a rate of one dollar seventy fire ($1.75) per game. No other modifications are requested.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
v
Tim Slifka
Purchasing Mana er, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka0ci.south lake.tx. us
Phone: 817-748-8312 Fax: 817-748-8048
O�
Attest: f
Alicia Richardson, TRMC
Contract and Award Accepted: City Secretary
L ilv
Signe . Date: Approved a nd Legalitu-
Mayor John Terrell
City of Southlake City Attorney
V
1400 Main Street, Suite 440 Southlake, Texas 76092
CITY OF SOUTHLAKE DEPARTMENT: Fiaaam for Perks
BID TABULATION FORM PROPOSAL DUE: 912ftrm22
RFP 7f• 120OD54MM120014
Form Prepared By: Tim Slifka for Parks Name of Vendor
Crowley Sports
Date Prepared. 10-17-2012 Officiating
NO RESPONSE FROM:
Contact Name: Uayd Mow% Fort Waith Basketball
Contact Number: 817-706-4963 OFfldols Assoc. No Hubs
Feed. SecureBid Vkws -
23.
PO Box 6042 Fart
Physical Address: Worth, Texas 76115
ITEM Description:
Item I_
6U Basketball (I Official) $25 Each
$ 1,250.00
Item 2.
8U Basketball (2 Officials) $22 Each
$ 13,200.00
basketball (2 Officials) $24 Each
$ 14,400.00
F31,t"3.30U
12U Basketball (2 Officials) $24 Each$
9,600.00.14U
Basketball (2 Officials) $24 Each
$ 7.200.00
Item 6.
Voleyball (2 Officials) $23 Each
$ 1B,400.00
Item 7.
Flag Football (2 Officials) $24 Each
$ 19,200.00
Item 8.
Adult Softball (2 Officials) $24 Each
$ 7,200.00
Item 9.
IScorskeepers (Basketball and Volleyball) $12 Each
$ 33,600.00
Item 10.
Other Vendor Charges - Scheduling Fee Par Game Fee
of $1.73
$ 5,862.50
Item 11.
First Additional Yaw Escalation
0.00%
Item 12,
Second Additional Year Escalation
1.00%
Item 13.
Third Additional Year Escoktion
1100%
Item 14.
Fourth Additional Your Escalation
100%
Total:
Total All Years:
$ 129,912.150
$ 657,409.37
NOTE TO PURCHASING MANAGER: Optional
Additional Offkfal at Unit Cost or Lower Per Mr.
Moon. Only ane proposal submitted. hvposal was
advertised in the Star Teleyram, listed art City of
Southla a website and listed an SectreBid.Com.
Request award to CROWLEY SPORTS OFFICLA - LIAYD MOORE for the fallowing reason(s):
Low Bid
belivery Time _X_ Other _BEST VAWE
4C -9
_ _►� 10
t
SEP z 9`7N12
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal) Oppim 00cm.eemmY
Appendix B (pages _12_ through zi, must be included in the propasai submittah
--_Appendix C Conflict of Interest Form(page 2I most be included in the
} proposal submltfsl.
`RFP Numberf- - ,. - RFP120SB54ORM120014
P�oject'�iti. :
PROVIDE SPORTS OFFICIATING FOR CITY OF
SOUTHLAKE
Sttbmi al
Deadlines
3:00 PAL (CST), FRIDAY SEPTEMBER 28, 2012
City Secretary's Office ,
Sabmit hard6-
1400 Main Street, Suite S�bl www.securebidusa.com
"
poples to:*
270 elect 1ptcsle
Requires email account
*toy
Soathlake, TX 76092 ;' login and password.
.,(817)748-8016
Ate.;
d .12r6,
Federal lCIDpinyera .
ldeitltEitatWi Number #
� N t
17- 70
4 the ttntleraigned,1MVe the eaftrity to eseptie tbie Propos n&ka adore* Assnbtnl W and enter ruin a contract
on behalf of &ePnopoaer
P4 tau Name rand Pdsibon of.Authodzed Reptesetrlativc:
Signatiue of Authorized Repriysse itrre:
91pod,#his �f �. of ..: 1. tn"W i -Bar).
I learned of this Request for Proposals by the -following means:
❑ Newspaper Advertisement City E-mail Notification
❑ Southlake Website ❑ Cold Call to City
❑ Mailed Me a Copy ❑ Cher
❑ SecureBid
City of Southlake - RFT120BB54ORM120014 Page 12 of 22
4C-11
Appendix B — Proposal (connoued)
L SQUIRED PROPOSAL INFORMA77ON. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACTA WARD BY THE
CITY, PROPOSER MUST SUBMITALL OF THE FOLLOWING INFORMATION:
1. Proposed Products andlor Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A, Promotional literature,
brochures, or other technical information may be used.
B. Additional HardwareDescriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Deliv= Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and a]I delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. P 'cin : Pricing shall reflect the full Scope -of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
Item #
Quantity
Description of
Unit Cost
Optional Third
Extended
Services
Official
Price
1.
50
6U Basketball (I
Official
$ d� Per Ea.
NA
h
$ �•( 60. 610
2.
300
8U Basketball (2
Officials
$ OV -(,,Per Ea.
$ Per Ea.
$ 00
3.
300
IOU Basketball (2
Officials)
$ 4 Per Ea.
$ Per Ea.
/
$ !QQ,
12U Basketball (2
A4
q n
� 00.00
4.
200
Officials
Per Ea.
$ Per Ea.
$ !
5.
150
14U Basketball (2
Officials
^,t
$ CC T Per Ea.
$ Per Ea.
$
ti.
400
Volleyball2114
2 Officials
$ 2 Per Ea.
$ Per Ea.
n �n
$ 40 1 Wo. w
Flag Football
h R
da- d
7,
400
2 Officials
$ Per Ea.
$ Per Ea.
$/F -
City of Southlake - RIFP1208054ORN1120014 Page 13 of 22
4C-12
8.
150
Adult Softball
Officials)
Scorekeepers
9.
1400
{Basketball and j 1� Per Ea. NA
Volleyball $ r oi•
er r Pjme Describe:
10.
Per Ea.
�'-• �' "y' '
L
Other Vendor Charges. Please Describe:
11.
Per Ea.
$
Other Vendor Charges. Please Describe:
12.
1 Per Ea
s
Total All Lines
$
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective ►refve Months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. 90ion lac: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contraCWs cost, not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum.. In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0°1 escalation.
C. Price Increases UpM Extension: If approved by the City. the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (4°A) per year.
The City shall have authority. in its reasonable discretion, to determine the validity of any change
in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
FIRST ADDITIONAL YEAR (FY 2013-2014) ESCALATION ........................... a
SECOND ADDITIONAL YEAR (FY 2014-20M ESCALATION .................
THIRD ADDITIONAL YEAR (FY 2015-2015) ESCALATION .........................
FOURTH ADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... %
City of Southiske - RFP120SB54ORM120014 - Page 14 of 22
4C-13
4. Proposer's Experience / Staff
A. Pnigi DarnPr': identify all members of the Proposer's team ('including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. RemMal or &21@gDent of : If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project.
C. BusiMs Establishment: State the number of years the Proposer's business has been established
and operating. If Pmposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if diflerema than present, must be provided;
S e number of years experience the business has: ; and the number of employees:
D. Project Related ExWri ncE: All Proposals must include detailed information that details the
Proposees experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project_
5eE p77Acu�c�
City of Southlake - RFP120SB54ORM120014 Page 15 of 22
4C-14
D. Project Related Experience:
Crowley Sports Officials is the current vendor for the Southlake Park and
Recreations Program. We begin working with the City of Southlake in 2002.
The officials attend classes in each sport before the beginning of each season.
We teach NCAA rules, National Federation rules, and TAAF rules in all related
sports. We have participated in TAAF basketball tournaments, MAYS
tournaments, and Basketball Congress International tournaments. Crowley
Sports Officials is contracted to perform services in public, private, Christian,
and Perochial schools throughout the Dallas /Fort Worth area. Crowley Sports
Officials officiates the following sports: Basketball, football, soccer, volleyball,
baseball and softball. These games range from elementary through high school
varsity.
As owner and founder of Crowley Sports Officials, I started officiating in 1983.
My officials experiences range from first year up to 2S years. We have regular
training classes to keep current with the rules and all changes for any given
sport. Ryan McGrail and his staff have attended some of our training classes.
ADDITIONAL REFERENCES:
Ryan McGrail -- City of Southlake Park and Recreation
Junior Camacho — City of Southlake Park and Recreation
4C-15
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference #1:
Client / Company Name:
Contact Name: Contact Ti le:
Phone:
8/7 p'7— � nail:.
Date and Scope o W rk vi !! )) l 0 0
ea+..r.
Reference #2:
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City at5vuthlake - RFP120SB540RM120014
Page IGaf22
4C-16
6. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal _ (does) _ (does not) contain trade
secrets and/or confidential information. if applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Federal, State and/or Local Ideatification Information
A. Centralized Masker Bidders List registration number.
B. Prime contractor HUB/ MWB£ registration number:
C. An individ poser acting a sole roprietor must also enter the Proposer's Social Security
Number; i � U. _ 4: •
IL CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MARES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTIII►G FROM THIS
RFP WILL CONTAIN IgE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHIC.0 PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranly of EMducts and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services, and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of, any other express written warranties provided.
C. Late DelivM or. Perf : If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such casts within ten days of invoice.
D. Title to QaWS and Risk of Losg-, For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Ind pendent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer-employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assirrrurrents: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager.' Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
City of Southlake - RFP120BB540RM120014 - Page 17 of 22
4C-17
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer'a vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shalt be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertaitunent, gifts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFP or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract
E. Financial Partici on: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications ar RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. &eAtured Licenses. Proposer certifies that he holds all licenses required by the State of Texas for a
provider ofthe goods and/or services described by the Scope of Services herein.
G. Auftrily to SUbMft FWposal-arld fa= COMIct The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. o li _ce 30th -Applicable Law: Proposer agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules,
and regulations.
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and
shall require any of its subcontractors to carry, at least the following insurance in such form, with
such companies, and in. such amounts (unless otherwise specified) as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
H. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed OperationslProducts Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars (51,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage.
B. Indearnifcatioa: Proposer agrees to defend, indemnify and hold harmless the City, all of its
offers, Council members, agents and employees &am and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys, fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent; employee, subcontractor, or supplier of Proposer In the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
City of Southlake - RFP120BB54ORM1200I4 rage 19 of 22
4C-18
Appendix C — Form CIQ
INFORM Fl0NRMRDINGVENDOR iCONF.i:IGTOFINTFJUWQiIEM0NNAIRE
"0-. A person must file a conflict of intercat questionnorm with the City if the person has a
mpld Wag or businem mladons* With all offica of the City then MMU in Uvable incom
"" &* 500 fgiOft
il mouth Pawk or = ear or a member, of ft
offtaer's fmWly leas aeeepted whh So GgYagAU WIN of more theme $2Stl dining file
Pmwiaas tvnive mon& period and thio pctsancngages is aiy of the following aeaicros:
1. coronets or corks to eonftAck for the salt or purdhc of property, goods, or servim with
The City, iixlxfing any of the fcdkm lug.
a. mom and implied cootmc% adbly ywchne% purchwo , actlit card
purchmsaW any purobaw of pochand sr rvivea by the City;
b. commcts for the pwdmse or sale of mW p opggty, pawnallxOPmty jududing an
auction of properly;
C. tax abatamartt and economic devdopman a Mwments;
2. snbatits a bid io sell gaoda or cervices, or rosponds to a request for proposal for services;
3. hers into negotiations with the City for a conbwt; or
4. applics for a tax abato ono m d(or economic devehrpamd incentive that will result in a
centractwiththe City.
THE FOLLOWING ARE CONSIDERED OMCBRS OF THE CITY:
1. Mayor and City Cntmcii Members;
2. city Manager;
3. hoard and ComAssion members appointed by the Mayoror City Comrrdl raanbar,
4. Directam of 4A and 4B d-WkgweW corpomdorm;
5. the executive directors or managers of 4A and 4B denelopracw corporations; and
6. U!rWtors of the City of Souddake who have authority to sign cont mts on bchslf of abs
City.
EXCLUSIONS. A quastiomairs statement need not be filed if tate money paid to a local
government officerwas a politica] cardn'br gmk a gift. to a merrtbor of&c officer's lhmily from a
family member; a contract or purebaw of less than $2,500 or a transection at a price and subject
w.�r w�pe►M.t etri.o9M*G tW t ora
City of Southlake RFP120SB54ORM120014 - Page 19 of 22
4C-19
10 terms available w the public; a payment for food. lodging, ttimspottation or Otaljamm,; or
a traassWm subject W rale Or foe regr Woo by a govcr==W entity or agency.
WHAT: A person or business 11tat cm&acts with the City or who seeks to rantract with the City
must file a "conflict of i"kx t gttestionoaire" (FORM M which is avaiiMple online ai
and a copy of which is ei#aChed to thea (hndejWL Tho form conWas
Mendalory 4XIMM mgatdng `employment or business reiatimduW with a m urieipal
ofl'icer. Officials nmy be as>md fa cline or bftrpitt vadm pmoom of the gtteatiotumim
WIMN: T'he person or business most file:
l . the questionosix n0 later thea seven days atter the dee the pmon or business begins
eon r discussions or negaliations whh the wMeipaiity, or submits an applicagme, napouds to
a request liar proposals or bids, mormspmkoer, or other writing relarnd to a poteadW contract or
weememt with the City; and
2. an upd*d queWommire within seven days after the dale of as mem Mg would matte a
filed questiourwirae hxanptefe of irmeanatm
It does amt matter if the submittal of a bid or pmpmW results in it contract. The slab
requires a vendor to file a FORM CIQ at the t'sme a pmpmd is smbmisted of negotia ow
commpn O.
WIRE: The vendor or poen dW vendor mug mail or deliver a completed questiomaue to the
F� ikp�att. 7'11a �tarsoe Drpm�i is +mind dp law to Pastfhe s[a�deea�e cos dFe
t',Yry's 4iterrrrttaeri�re .
ENFORCEi1 M.- Failure to Ste a quesdonwire is a class c MisdemompunlShWO by a fine
not to exceed $500. It is an cwcpdm 10 pmseculion fbat do person on a FORM CIQ not later
than seven brmiam days Oft 60 Person received notice ofa vlolatiom.
NOTE. The City does not have a duty to ensure that a Moa files a conflict or becmst
quoutionnaire.
w:tSoumtdoeV�(o�ellfndpt r7ahmicno,emcs7.A9��.ax
P�2 of3
City of Soutblake - RFP1208BS40RM120014 - Page 20 of 22