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Item 4EI CITY OF SOUTHLAI<E MEMORANDUM October 11, 2016 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve one-year renewal of contract with Crowley Sports Officials for sports officiating and scorekeeping services for an amount not to exceed $131,500 Action Requested: City Council approve renewal of contract with Crowley Sports Officials for sports officiating and scorekeeping services for an amount not to exceed $131,500. 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 partnered with Crowley Sports Officials for the past fourteen years and they have proven their ability to provide quality sports officiating services for City programs. The original contract was approved by City Council November 6, 2013 and was effective for twelve months and eligible for up to three one year annual renewals. The contract has been renewed each year, and the current contract expires on November 6, 2016. The contract allows for a 1% increase each year. This is the first year Crowley Sports Officials has requested the one percent (1%) increase, for a total contract amount not to exceed $131,500. The City's costs are offset 100% by the revenues received from program participant fees. 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 proposed renewal is the final renewal under the original contract, and the contract would be in effect for twelve months from the date of renewal. The agreement requires Crowley Sports Officials to provide proof to the City that all officials and scorekeepers, assigned City of Southlake Values: Integrity ♦ Innovation • Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager City Council Meeting Date — November 1, 2016 Page 2 of 2 to City of Southlake programs, have successfully passed a background check prior to being scheduled for any Southlake games. Financial Considerations: The FY 2017 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 core service area to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: City Council consideration November 1, 2016 Legal Review: The contract is a standard form of agreement previously reviewed by the 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 approve one-year renewal of contract with Crowley Sports Officials for sports officiating and scorekeeping services for an amount not to exceed $131,500. City of Southlake Values: Integrity ♦ Innovation • Accountability ♦ Commitment to Excellence ♦ Teamwork tY OF SOUTHLAKE October 10, 2016 Crowley Sports Officiating, Lloyd Moore PO Box 6042 Fort Worth, Texas 76115 Attn: Mr. Lloyd Moore Subject: Notification of Contract Renewal for Sports Officiating for City of Southlake RFP1 208B540RM120014 Dear Mr. Moore, The City of Southlake is renewing the contract for Sports Officiating for City of Southlake RFP1208B540RM120014. This renewal shall become effective November 6, 2016, pending City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Your company has indicated an overall increase of one percent (1%) is requested at this renewal. This renewal has been approved and updated pricing is included as part of this renewal. 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 City Contact: RYAN McGRAIL 817-748-8024 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, Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Fax: 817-748-8048 Attest: Lori Payne, TRMC Contract and Award Accepted: City Secretary Signed: Date: Approved as to Form and Legality: Mayor Laura Hill City of Southlake City Attorney crime Of- saurHLp►►cE v September 16, 2015 Crowley Sports Officiating, Lloyd Moore PO Box 6042 Fort Worth, Texas 76115 ORIGINAL DOCUMENT CITY OF SOUTH KE Council Actio Ord./Res. No. Date Approved 1 L - 03 - DJp(S Attn: Mr. Lloyd Moore Subject: Notification of Contract Extension for Sports Officiating for City of Southlake RFP1208B540RM120014 Dear Mr. Moore, The City of Southlake is extending the contract for Sports Officiating for City of Southlake RFP1208B540RM120014. This extension shall become effective November 6, 2015, pending City Council approval (CC Award date 11134 2eLs) 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: Method of Payment: Delivery Terms: Delivery Locations: Term of Contract: City Contact: Send all billing to: Other Charges: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Shall be made by purchasing card or purchase order. FOB Destination IF STATED IN RFB DOCUMENT Shall be effective for twelve months from date of renewal, and is eligible for up to one (1) more one (1) year annual renewals. RYAN McGRAIL 817-748-8024 City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email accountspavable@ci.southlake.tx.us 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 isIitka(ii ci.southlake.tx.us Fax: 817-748-8048 Contract and Award Accepted: Signed: Mayor Laura Hill City of Southlake Date: '' ��"ZOIS� Attest: '; 1OU i Lori Payne, TI City Secretary `,,,witistrgrr s,.``OxyTllIAA. ",,, co .9 • ,>. ; p k •/ •uMc Ap . roved as t; Form and • "11,r,,,, r,'AI II ality: City Attorney 8/20/2015 Ci.southlake.tx.us Mail - Fwd: Contract Renewal Information. SOUTHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> Fwd: Contract Renewal Information. 1 message Junior Camacho <fcamacho@ci.southlake.tx.us> Thu, Aug 20, 2015 at 11:39 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Cc: Lloyd Moore <crowleysports@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 113 TEXAS )UTHLAKE fOR ATHLETIC LEAGUE SCHEDULES, RULES & INFO VISIT www.TeamSideline.com/Southlake Follow us on Twitter @SLParksandRec Forwarded message From: Lloyd Moore <crowleysports@att.net> Date: Thu, Aug 20, 2015 at 10:41 AM Subject: Contract Renewal Information. To: JUNIOR CAMACHO <fcamacho@ci.southlake.tx.us>, RYAN McGRAIL <rmcgraii@ci.southlake.tx.us> 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://mail.google.com/mail/u/0/?ui=2&i k=1 dc9780fd9&view=pt&search=i nbox&th=14f4bfa955d66799&sim 1= 14f4bfa955d66799 1/1 SOU H�Lr\K October 20, 2014 Crowley Sports Officiating, Lloyd Moore PO Box 6042 Fort Worth, Texas 76115 ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council Actio i% Ord./Res. No.___,�,„ Date Approved / ! -0 - D l 4 , Attn: Mr. Lloyd Moore Subject: Contract Extension Notification for Provide Sports Officiating for City of Southlake RFP1208B540RM120014 Dear Mr. Moore, The City of Southlake is extending the contract for Provide Sports Officiating for City of Southlake RFP1208B540 120014. This extension shall become effective November 6, 2014, pending City Council approval (CC Award date 11 y I 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: Method of Payment: Delivery Terms: Delivery Locations: Term of Contract: City Contact: Send all billing to: Other Charges: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Shall be made by purchasing card or purchase order. FOB Destination IF STATED IN RFB DOCUMENT Shall be effective for twelve months from date of renewal, and is eligible for up to two (2) more one (1) year annual renewals. RYAN 1M 1cGRAIL 817-748-8024 City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email : c �"rr hlrt f ,:. 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, --1 Tim ifka Purchasing Manager PO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 Fax: 817-748-8048 Contract and Award Accepted: /e Signed:. `�:I � Mayor John Terre 1 City of Southlake Date: .11 — 0 Attest: Lori Payne, TRn1C City Secretary d as to Form an City- Attorney .i V• • S. %%• d #• #######Hatt 10/20/2014 Ci.southlake.tx.us Mail - Fwd: Contract information. §:56THLAKE Fwd: Contract information. 1 message Timothy Slifka <tslifka@ci.southlake.tx.us> Ryan McGrail <rmcgrail@ci.southlake.tx.us> Mon, Oct 20, 2014 at 4:08 PM To: Timothy Slifka <tslifka@ci.southlake.tx.us> No increase for crowley Forwarded message From: Lloyd Moore <crowleysports@att.net> Date: Tue, Oct 14, 2014 at 11:51 AM Subject: Contract information. To: RYAN McGRAIL <rmcgrail@ci.southlake.tx.us> Cc: JUNIOR CAMACHO <fcamacho@ci.southlake.tx.us> 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 sportsofficial@att.net my business phone is 817-706-4963 Sent from my iPhone https://m ai I .googl e.com /m ai I /u/0/?ui =2&i k= 1dc9780fd9&view= pt&search= i nbox&th=1492f638060b1 d24&si m 1= 1492f638060b1d24 1/1 CITY 04' October 21, 2013 Crowley Sports Officiating, Lloyd Moore PO Box 6042 Fort Worth, Texas 76115 ORIGINAL DOCUMENT CITY F SOUTHLAKE Council Action.()N Ord./Res. No. Date Approved l (-O 5 -ao C3 Attn: Mr. Lloyd Moore Subject: Contract Extension Notification for Provide Sports Officiating for City of Southlake RFP1208B540RM120014 Dear Mr. Moore, The City of Southlake is extending the contract, pending City Council approval, for Provide Sports Officiating for City of Southlake RFP1208B540RM120014, copy included for Fiscal Year 2014. This extension shall become effective November 6, 6,i3 -2444 pending City Council approval (CC Award date it-oS-1w3) 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: Method of Payment: Delivery Terms: Delivery Locations: Term of Contract: City Contact: Send all billing to: Other Charges: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Shall be made by purchasing card or purchase order. FOB Destination IF STATED IN RFB DOCUMENT Shall be effective for twelve months from date of renewal, and is eligible for up to three (3) more one (1) year annual renewals. MIKE REASONER 817-748-8603 City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email accountspayable@ci.southlake.tx.us 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, t, Tim Shia Purchasing Manager, City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Fax: 817-748-8048 0, CPPB Contract ward Acce Signed: Mayor John Terrell City of Southlake Date: IJDS c /0 3 ` 001111111111114 r' `�®UTI�{ s ®e®••y F,k„o�se�� e Attest: _ U ; :• • Alicia Richardson, TRMC% City Secretary ,e * -4 �1ttf5doott, October 18, 2012 Crowley Sports Officiating, Lloyd Moore PO Box 6042 Fort Worth, Texas 76115 ro,>pk S Y CY.' SOUTHLAKE Hx� ORIGINAL DOCUMENT CITY QF SOUTHLAKE Coa: cil Action: Y N Ord./Res. No. Date Approved l (- - t Attn: Mr. Lloyd Moore 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 11-4 - It . The terms and conditions proposed and accepted in this agreement are as follows: Payment Terms: Estimated Quantities: Method of Payment: Delivery Terms: Delivery Locations: Term of Contract: City Contact: Send all billing to: Other Charges: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) 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 successful vendors. Shall be made by City procurement card or purchase order FOB Destination Vendor Delivery or City employee pick-up. 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. Ryan McGrail 817-748-8024 City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountspayablena ci.southlake.tx.us 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 five ($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, Tim Slifka Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tsiifka(a�ci.south iake.tx. us Phone: 817-748-8312 Fax: 817-748-8048 Contract and Award Accepted: Signe Mayor John Terrell City of Southlake Date: 0q014) 1400 Main Street, Suite 440 Attest: Alicia Richardson, TRMC City Secretary td� Approved as nd Legal City Attorney Southlake, Texas 76092 CITY OF SOUTHLAKE BID TABULATION FORM Form Prepared By: Tim Slifka for Parks Date Prepared: 10-17-2012 Contact Name: Contact Number: Physical Address: ITEM Description: DEPARTMENT: PROPOSAL DUE: RFP #: Name of Finance for Parks 9/28/2012 1208B5404M120014 Vendor Crowley Sports Officiating NO RESPONSE FROM: Fort Worth Basketball Officials Assoc. No Hubs Found. SecureBid Views - 23. Lloyd Moore 817-706-4963 PO Box 6042 Fort Worth, Texas 76115 Item 1. 6U Basketball (1 Official) $25 Each $ 1,250.00 Item 2. 8U Basketball (2 Officials) $22 Each $ 13,200.00 Item 3. 10U Basketball (2 Officials) $24 Each $ 14,400.00 Item 4. 12U Basketball (2 Officials) $24 Each $ 9,600.00 Item 5. 14U Basketball (2 Officials) $24 Each $ 7,200.00 Item 6. Volleyball (2 Officials) $23 Each $ 18,400.00 Item 7. Flag Football (2 Officials) $24 Each $ 19,200.00 Item 8. Adult Softball (2 Officials) $24 Each $ 7,200.00 Item 9. Scorekeepers (Basketball and Volleyball) $12 Each $ 33,600.00 Item 10. Other Vendor Charges - Scheduling Fee Per Game Fee of $1.75 $ 5,862.50 Item 11. First Additional Year Escalation 0.00v Item 12. Second Additional Year Escalation t.00i Item 13. Third Additional Year Escalation 1.00% Item 14. Fourth Additional Year Escalation 1.00 Total: $ 129,912.50 Total All Years: $ 657,409.37 NOTE TO PURCHASING MANAGER: Optional Additional Official at Unit Cost or Lower Per Mr. Moore. Only one proposal submitted. Proposal was advertised in the Star Telegram, listed on City of Southlake website and listed on SecureBid.Com. Request award to CROWLEY SPORTS OFFICIALS - LLOYD MOORE for the following reason(s): Low Bid Other BEST VALUE Delivery Time _X_ t"tao SEP 2 8' ;2012 Submittal Checklist: (To determine validity of proposal) OFklCE O CITY SECRETARY Appendix B (pages _12_ through 21, must be included in the proposal submitK, my ' -+;,., ^j).. Appendix C Conflict of Interest Form (page 21_) must be included in the proposal submittal. Appendix B — Proposal till a Alt proposals submitted to the City of Southlake shall include this page with the submitted Proposal and aft,i copy of this form to the outside of the submittal packet's sealed envelope or along with the electronic submission.. RFP'Number: RFP1208B540RM120014 Submittal Deadline: Submit. hard- copies to: PROVIDE SPORTS OFFICIATING FOR CITY OF SOUTHLAKE 3:00 P.M. (CST), FRIDAY SEPTEMBER 28, 2012 City Secretary's Office 1400 Main Street, Suite 270 Southlake, TX 76092 (817) 748-8016 roposer's Legal Name:: $dress: State & Zip Federal Employers Identification Number # www.securebidusa.com * Requires email account login and password. / Proposer Information: L /- Q 4 inaVO. 4: ag orvz • Li k i� tL,• Phone Number: E -Mail Address P7-104,-104<3 1043 lrax; urnb CrolDle.y,Srol^1s@ • nd Proposer Authorization .'.:.. I, the undersigned, have' the authority to execute this Proposal in its entirety as submitted and enter- into' a contract onbehalf of the Proposer Printed Name and Position°of Authorized Representative. 1 Q`. Q re...." Signature of Authorized Representative `; ; / Signed this, (day) of I • e /fit 9 (month I learned of this Request for Proposals by the•following means: City E-mail Notification ❑ Cold Call to City ❑ Other C Newspaper Advertisement Southlake Website Mailed Me a Copy CSeeureBid City of Southlake RFP1208B54ORM120014 - Page 12 of 22 Appendix B — Proposal ,continued) 1. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or 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 Hardware Descriptions: 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/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all 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. Pricing: 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 seginents stated in the Scope of Services and using the following format: Item # Quantity Description of Services Unit Cost Optional Third Official Extended Price 1. 50 6U Basketball (1 Official) $ d.C7 Per Ea. NA $ `f i 'O. 00 2. 300 8U Basketball (2 Officials) $ Per Ea. $ Per Ea. $ /33Z40, 00 3. 300 IOU Basketball (2 Officials) $� Per Ea. $ Per Ea. $ Ili 7 0a oo 4. 200 12U Basketball (2i� Officials) $� Per Ea. $ Per Ea. $ j� 00.�/j�(j v 5. 150 14U Basketball (2 Officials) 01^iir� $ °S.Per Ea. $ Per Ea. $ 1 .2.00.00 6. 400 Volleyball (2 Officials) //��� $ a3 Per Ea. $ Per Ea. f l/� $ f 8, `f 00, 00 7. 400 Flag Football (2 Officials) j� $ l Per Ea. $ Per Ea. $ r /�71 /� 't+ 0I�. d Q City of Southlake RFP1208B540RM120014 Page 13 of 22 8. 150 Adult Softball (2 Officials) 4 $ Per Ea. $ Per Ea. $7,100,00 9. 1400 Scorekeepers (Basketball and Volleyball) $ it , Per Ea. NA $�ID00._6(1 10. Per Ea. &I:yr qtarges. PApase Describe:tai J /�r l 95�V.6d 11. Per Ea. Other Vendor Charges. Please Describe: $ 12. Per Ea. Other Vendor Charges. Please Describe: $ Total All Lines $J f // ? 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve 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. Option Clause: 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 contractor's 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% escalation. C. Price Increases Upon 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%) 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 .. 0 % SECOND ADDITIONAL YEAR (FY 2014-2015) ESCALATION ................. ++1 % THIRD ADDITIONAL YEAR (FY 2015-2016) ESCALATION . % FOURTH ADDITIONAL YEAR (FY 2016-2017) ESCALATION 1 City of Southlake RFP1208B540RM120014 Page 14 of 22 4. Proposer's Experience / Staff A. Project Team: 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. Removal or Replacement of Staff: Ilan 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. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer'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 different than present, must be provided; Site e number of years experience the business has: ' ; and the number of employees: D. Project Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. Ste fi lge.g6-0 City of Southlake RFP1208854ORM120014 Page 15 of 22 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, MAYB 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, 1 started officiating in 1983. My officials experiences range from first year up to 25 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 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 : eference #2: Client / Company Name&Lpd Client / Company Name: i 0 P� (, l r,j, / /i ���1 y f �-,` 1. Y✓ �(,/ j f� (ct Contact Name: �-r- �p j Z o4.. /J rc..e..,�! O ., / t Contact/Ti le: ��/ Pit ie, '4, Zt rc.... "o r Phone: Q / 7` Q }.� !� V / ! ~ js a'7 Phone: U �f 0 f1...,A i. -oc t Email: j,,t,. Bii ;Q fug s,. O r� Date and Scope o W rk Provi d: c'�.0." `#'iGt. r..�S d f0+&ji. ` `1VI't5 t� �� /4JJ� G� y `S b-v*y&Idb#J/. -o 0 ; eference #2: Client / Company Name&Lpd Client / Company Name % %% „ g 1 Con Name: .SN�ry ;'r u.ls .. Contact Title: tjj � 5 �i�t�t421 p dr Contact Titl : �/ n� / J j , , Phone: U �f 0 f1...,A i. -oc t DateaPhone:/ ndcope of p�k Prgvid4l:r�j / (dfiC}b`�� t1 c' -i 1r.7 �,.b 1St- -L.tl �'�C9O�' ,b.b&t1 �--a-P1 .b t . ilivotit.yi). ! Sail:r�y / 6. 11� n Date and Scope of Wont Pyovided: o a - 0� `S b-v*y&Idb#J/. -o 0 ; Reference #3: Reference #4:af Se 0�lt..� b o Client / Co p ytrrne : j w1.4, sad.. )&1 ect-- &tux/3 Contact Name: 5ce: C',•• -b/ Pte,, a r Email:�j/ Date and Scope of Work Provided: l.+tt�,$ g, , Q/?p r©�ramsC..bu..5kth.4Iff Lid/ifer0� • In "TroyPhone• �7-/% 1 City of Southlake RFP1208B540RM120014 Page 16 of 22 Client / Company Name % %% „ g 1 Cot Name: 4.) ri �.n...4& L &k .. Contact Title: tjj � 5 �i�t�t421 p dr C1 iti w es8 ., c:142.5 E Zia: �'0 DateaPhone:/ ndcope of p�k Prgvid4l:r�j / (dfiC}b`�� t1 c' -i 1r.7 �,.b 1St- -L.tl �'�C9O�' ,b.b&t1 �--a-P1 .b t . ilivotit.yi). ! _- , i r_ ._ 1 Reference #4:af Se 0�lt..� b o Client / Co p ytrrne : j w1.4, sad.. )&1 ect-- &tux/3 Contact Name: 5ce: C',•• -b/ Pte,, a r Email:�j/ Date and Scope of Work Provided: l.+tt�,$ g, , Q/?p r©�ramsC..bu..5kth.4Iff Lid/ifer0� • In "TroyPhone• �7-/% 1 City of Southlake RFP1208B540RM120014 Page 16 of 22 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 Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: C. An individuh Number: # 4.1 ropos r acting a sole roprietor must also enter the Proposer's Social Security II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH 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. Warranty of Products 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 Delivery or Performance: 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 costs within ten days of invoice. D. Title to Goods and Risk of Loss: 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. Independent 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. Assignments: 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 RFP120813540RM120014 - Page 17 of 22 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's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, 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 Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or 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. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: 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. Compliance with 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; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products 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. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from 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 RFP1208B54ORM120014 Page 18 of 22 Appendix C — Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE WHO. A person must file a conflict of interest questionnaire with the City lithe person has a employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than 8250 during the previous twelve month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property, goods, or services with the City, including any of the following: a. writttm and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement andfor economic development incentive that will result in a contract with the City. THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: 1. Mayor and City Council Members; 2. City Manager; 3. Board and Commission membes appointed by the Mayor or City Council members; 4. Directors of 4A and 4B development corporations; 5. the executive directors or managers of 4A and 48 development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government officer was a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject WASoutithdcalisctilansousOlviet 176Anathme+sc#3.0i411.doc Page 1 of 3 City of Southlake RFP1208B540RM120014 Page 19 of 22 to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "conflict of interest questionnaire" (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is attached to this Guideline. The form contains mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: 1. the questionnaire no later than seven days after the dale the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an updated questionnaire within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required by law 10 post the statements an the City's internes website. ENFORCEMENT: Failure to file a questionnaire is a class c misdemeanor punishable by a fine not to exceed $500. h is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice ofa violation. NOTE: The City does not have a duty to ensure that a person files a conflict of interest questionnaire. WASoucdlatehfcseitanen tChspta77b.AttscmHentCKQ.042608.doc No2of3 City of Southlake RFP1208B54ORM120014 Page 20 of 22