Loading...
Item 4FCil'Y OF SOUTH L KE MEMORANDUM October 17, 2017 TO: Shana Yelverton, City Manager FROM: Kate Meacham, Deputy Director of Community Services 4F-1 SUBJECT: Approve contract with Crowley Sports Officials for sports officiating and scorekeeping services for an amount not to exceed $197,100 Action Requested: City Council approval of a contract with Crowley Sports Officials for sports officiating and scorekeeping services for an amount not to exceed $197,100. Background Information: The City's current contract with Crowley Sports Officials to provide sports officiating and scorekeeping services for basketball, volleyball, flag football and softball expires November 6, 2017. Request for Proposals (RFP) were released September 8, 2017 for sports officiating and scorekeeping services. There were no bids submitted by the October 3, 2017 deadline; therefore the deadline was extended to October 13, 2017. Only one (1) proposal was received from Crowley Sports Officials on October 13, 2017. Historically, requests for proposals for sports officiating and scorekeeping services for City programs, has had limited response due to the market demand of the area and limited contractors. The City has worked with Crowley Sports for the past fifteen (15) years and is comfortable with their ability to provide sports officiating services for City programs. The proposal from Crowley Sports includes two officials per game for basketball, volleyball, flag football and adult softball; one official for 3 -on -3 basketball; two scorekeepers per game for basketball and volleyball and an assigner's fee per game for all sports. The proposed contract reflects a 10-12% increase per game from Crowley's previous contract. In the last ten years, Crowley has only received a one-time increase at 1 %. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager City Council Meeting Date — November 7, 2017 Page 2 of 3 4F-2 Also reflected in the proposed contract is an increase in participation that the City's athletic programming has seen over the last 1-2 years. Specifically, youth flag football has seen an increase in participation by over 80% and youth basketball has seen an increase by almost 30%. The cost of the increased services is recovered directly through participation fees. Since this is a 5 -year contract it is designed to also absorb future programming for Champions Club at The Marq Southlake. As such, 3v3 basketball is included in an amount not to exceed $18,800 ($6,000 — Officials; $11,200 - Scorekeeping; $1,600 — Scheduling). If approved, the proposed contract will be effective for twelve months and eligible for up to four one-year annual renewals. The contract allows for a 2% increase each year of the term after the first renewal. Additionally, the contract 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 to Southlake games. Financial Considerations: The FY 2018 budget contains funding for contract services for athletics and recreation programs based on FY 2017 participation. The City's cost for these programs are offset 100% by the revenues received from program participant fees. While the contract exceeds current FY 2018 budget, it is designed for anticipated future growth of athletic programming with Champions Club that will be accounted for in FY 2019 and future budgets. As the contract outlines, the City is not required to meet a minimum contract amount and will only be charged on an as -needed basis for revenue generating programs. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management and Service Delivery and meets the core service area to Collaborate with select partners to implement service solutions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager 4F - 3 City Council Meeting Date — November 7, 2017 Page 3 of 3 Citizen Input/ Board Review: City Council consideration November 7, 2017 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 Award Letter Crowley Sports Officials proposal Staff Recommendation: City Council approval of the contract for sports officiating and scorekeeping services with Crowley Sports Officials in an amount not to exceed of $197,100 for a twelve month period ending December 31, 2018. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork October 18, 2017 Crowley Sports Officials PO Box 6042 Fort Worth, Texas 76115 Attn: Mr. Lloyd Moore Subject: Contract Award Notification for Sports Officiating for City of Southlake RFP1 708B540AB1 70015 Dear Mr. Moore: The City of Southlake is pleased to inform you that Crowley Sports Officials of Fort Worth, Texas is the awarded vendor for "Sports Officiating for City of Southlake RFP1708B540170015" 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 successful 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. Term 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: Amy Bennett 817-748-8337 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountsl2avable _ cisouthlake. 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, CPPO, CPP Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka cDci.southlake.tx.us Contract and Award Accepted: Signed: Date: Mayor Laura Hill City of Southlake Attest: Carol Ann Borges, TRMC City Secretary Approved as to Form and Legality: City Attorney 4F-5 ADDENDUM N1JMBER # 1 To., All Proposers Date: September t, 2017 Request for Proposal: R P1708BS40ABI70015 Sports Officiating for City of Southl€nke Original Proposal Due Date: 3:00 p.m., September 6, 2017 I. ddeWMM Na. 1. dated Soiptermber 6, 2017. per Addendum #1, the City of S©uthlake is extending the deadline for submission. Original Deadline: 3:90PM CST. September 6, 2017 Revised deadline for Proposal Submission- 3:00 PM CST. September 13, 2017 2. There_ar_e_ng ether changes. Sharen Jarl.son Chief Financial Officer City of Southleke In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shail acknowledge this a endum by signing and returning one copy of this notice with their proposal submission. Signed- �..�— bated: f Company Name: Cray orSnuft m • F&Pwre Nparlmant • 1400M,* Street Suite 140 • SaVI Jake Texas W2 $1774&0312 4F-6 Appendix B — Proposal Submittal Checklist: (To determine Validity of .proposal) Appendix. B (pages _13_ thraagh _23,,,,) must be Included in the proposal submittal. Appendix C Conflict of Interest Form (page _i3„) must be Included in the proposal submittal. Compliance with UR 89 and SB252 (page _20 1 Vendor must eheck ves to have proposal considered responsive.. Forin 1295 Certificate of Interested Party must be included In the proposal submittal. See page 2 Item E% ;`iil[btvx+ , RFP1708B540AB170015 g e:orts Offciatin for Ci of outhlake 3:00 P.M. (CST), Friday October 6,201.7 yureh ua.an j City ofSouthlalce - RFP17088540ABI70015 - Pale 13 of 24 4F-7 Appendix B -- Proposal (matinned) L RE UWD PROP SAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWA" BY THE CITE', PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION 1. Proposed Produce and/or Services A. Product or Service 1)escripijon: 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 l}%Wptions: 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/Dclivery 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 bays 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, takes, overhead, and profit. B. Schedule of Pri in 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: City of Southlake - RFP1709BS40AB170015 - Page 14 of 24 ``cddd .u3 F 6f T :.S F �$'•a*�kY x � i 3!Tr-1 !i F S � 3 a.t �,p _ x . 6U Basketball (l / 1. 50 official, S p Per Ea. NA $ 81J Basketball (2 16,h ai. d 2. 200 Officials) S Per Ea. $ Per Ea. $ t 1 IOU Basketball (2 164m. ad 3. 200 Officials) S Per Ea. $ Per Ea. $ 12LI Basketball l2 4. 150 Officials S Per Ea. $ Per Ea. S911.00 < Q 14TH Baslcetball (2 5. 100 Officials) S Per Ea. $ Per Ea. $ 1� . 16U Basketball (2 � 6, 100 t}fficiats S Per Ea. $ Per Ea. $ 1SU Basketball (2 7. 100 Cuff eials. Se, Per Ear. $ Per Ea. $ 30 Basketball All Age Groups (1 /5 S. 400 Official).— ISPer Ea. NA City of Southlake - RFP1709BS40AB170015 - Page 14 of 24 am 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 contractshall be renewed pursuant to the availability of fittttds and at the discretion of the City. The following clauses shall be included in the contract: A. tin Clausg: It is agreed that City will have the option to e�ttettd the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve noiicc 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 front 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 whiting. 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 perccntage 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.. City of Southlske - RFP17089540AB170015 - Page 15 of 24 Youth Volleyball..... 9. 600 2 Officials $ Per Ea. Per Ea. $� Youth Flag Football. y '1 � 00 10. 600 2 Officials Per Ea. $ Per Ea. - $ Adult Flag Football (2 V a.460.00 11. ISO Of vials Per Ea. $ Per Ea, Adult Softball 12. 150 2 Officials $ Per Ea. S Per Ea_ $ Scorekeepers (Basketball and i 13. 1900 Voll ball $ Per Ea. NA O erlend, Ch ges. Please Desrgpb J o, do 14. Per Ea. 71� Other Vendor Charges. Please Describe: 1 S. Per Ea. $ Other Vendor Charges. Please Describe: 16. Per Ea, Total All Lines 04, 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 contractshall be renewed pursuant to the availability of fittttds and at the discretion of the City. The following clauses shall be included in the contract: A. tin Clausg: It is agreed that City will have the option to e�ttettd the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve noiicc 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 front 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 whiting. 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 perccntage 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.. City of Southlske - RFP17089540AB170015 - Page 15 of 24 4F-9 C. Price Iticres >_Eension: If approved day the City, the Contractor shalt 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 (41/1o) 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 Caption to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of amual escalation. FIRST ADDITIONAL YEAR (FY 201.8-2019) ESCALATION ......................... t�°le SECOND ADDITIONAL YEAR (FY 2019-2(12'0) ESCALATION—.........-......— d, % T)EIIRD ADDITIONAL YEAR (FY 2020-2021) ESCALATION ...................... � % FOURTH ADDITIONAL YEAR (FY 2021-2022) ESCALATION ................... % 4. Proposer's Experience 1 Staff A. Praject_Team Identify all members of the Proposer's team (including both team members and management) who will bs providing any services proposed and include information which details their experience. B. Removal or Replacement of Sta f' Van 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 1rtl#ablishment 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 presenia inust be provided; State the number of years' experience the business has,3.4 ; and the mztt'sber of employees: D. Prgject_Related FxpgLngnce: 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. �S,E r-,,4 City of Southlake - RFP170SB5 40AB170015 - Page 16 of 24 4F-10 D. Project Related Experience Crowley Sports Officials is the current vendor for the Southlake Parka nd 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 IAAF rules in all related sports, We have participated in TAAF basketball tournaments, MAVB tournaments` and Basketball Congress International tournaments, Crowley Sports Officials is contracted to perform services in public, private, Christian, and Parochial 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 34 years, We have regular training classes to keep current with the rules and all changes for any given sport. Ryan McGrail and Junior Camaco 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 former employee ( now employed with the City of Southlake Code Compliance) 4F-11 S. References Proposer shalt provide tour (4) references where Proposer has performed similar to or the same types of services as described herein. Reference #1: Client f Company Name: 47kJ1f, V A. V a 0 Contact Name: Contact Tirfp, 4�-�i' Z.1 M-sk f Phone:/ O Email: • 0 k) 5 D an SCO ; + I OU A-Tt" &T6 f 4Y oiWork 'ro ided: b Gt6 --11 - Jtf-,o o-4 -Po64LJ I - Reference 42: Clint 6 Companyme:. �_� _.. N ntaet Nam Contact Title: Phone6 e Ema�1: r Date and Scop5io rk F'ovi epi: a005 - � � 1 So- i Reference #3: Client f Company Name: Contact Namc: Contact Title: 4o )V� n,� Phone:? !_ t"�(b Pm iI: Arta �2t ate and Scope of Work Pr vided: / j f Daddo Reference 44, �V r City of Soutblake - RFP1708B540ABI7001.5 - Page 17 of 24 e-4na 6. 7. 8. 4F-12 Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal _ (does) _ (does not) contain trade secrets ardor confidential information. If applicable, describe such trade secrets and confidentiai information; and the basis for your assertion that such material qualifies for legal protection from disclosure. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB f MWBp registration number: C. An individual Proposer acting y a sole proprietor trust also enter the Proposer's Social Security Number: #YQ9 Emergency Business Services Contact Notice .During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current. City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendorsQci.southlake.tx:us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fce (prising) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phonenumbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: A 01 Y V 0 rt -S 0 T+ 1"4 i Contract 9: Description: Primary Contact (Name): Primary Contact Phone Numbers: Home: 91 (_ _ U k�.�„ Cell: 91.7— Secondary 1 # — Secondary Contact Secondary Contact Phone Numbers: Horne. WAN- After elb -After Hours emergency opening fee, if applicable: $ City of Southlake - RFP170SB540ABI70015 - Page 18 of 24 4F-13 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are no: obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each goverzunental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent. Please indicate b-1-,`'yi�f you jw'�ill pe nut other overnm tat entities to purchase from your agreement with the City. % P `V n t- �t k�! Sf_rV1*0.d4prdvj.��) Xes, Others can purlase I � NQ, Only the City cats pur II. CONM.CT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FRO41 THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING ,i PROPOSAL: 1. Delivery of Product's and/or Services A. Payment Terror: 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 Scrvices: 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, arrd 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 timcframes 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 tern 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 shalt not pass to City until City actually receives, tabes 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 Tnsurance Contribution Act (.FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City funlish any medical or retirement benefits or any paid vacation or sick leave. B. Assi nments: 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 - RFP1.708B540AB170015 - Page 19 of 24 4F-14 C. Lie : 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 evidenec of freedom from liens shall be delivered to the City, D, Gratuities ! Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, aa° 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 RPP 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 ithas not received compensation from the City W 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 lie holds all liceirses requited by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authori 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. Com fiance 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. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. [ Vf Yes, we Agree [ I No, we do not agree J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. [ v0es, we agree j [ No, we do not agree 3. Financial Responsibility Proirisions 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, witL such companies, and in such amounts (unless otherwise specified) as City may require: Worker's Cornpeasaticr, and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law said 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 Pavinents, 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 (81,000,000) Combined Single Limit Bodily Injury and Property Damage. City of snuthlake - RFPX' 08R541tA9t70015 - Page 20 of 24 4F-15 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, casts, damages and liabilities, including reasonable attorneys' fees, court costs and gelated 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 - RFP1708B540AB170015 - Page 21 of 24 4F-16 Appendix C — Form CIQ ♦..ml a a larmor; 1 l 1 w A t♦ k \ .: . 1, . WHO: The: following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of this City that results in taxable income: exce::ding $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 $250 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, goads or set Vices with the City, including any of the following: a. written and implied contracts, utility purchases, purchase carders, 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 tit' properiy; c, tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal Cor services; 3. casters into .negotiations with the City for a contract; or 4. applies for a tax :abatement and/or economic development incentive that will result in a contract with the City THE, FOLLOWING ARE CONSIDERER OFFICERS OF THE CITY: 1. Mayor and City Council Members; 2, City Manager; I. Board and Commission members and appointed members by the Mayor and City Council; 4. Directors of 4A and 4B development corporations; S. The executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of 5outhlakc 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 official was a pnliti€al contribution, a gift to a member of the officer's family from a fancily member; a contract or purchase of less than $2,500 or a transaction at a price and subject to terms available; to the public; a payment for food, lodging, transportation or entertainment, or a Lrartqaction aubjec­t to rate or fee regulation by a ,governmental entity or agency, WHAT: A person or business that contracts with the City or who weU to contract with th4 City roust file a "Conflict of Interest Questionnaire" (FORM CIQ) which is available online at Avw.eth cs,statcAx.ui 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: 'Che person or business must file: 1. the questionnaire —no later than seven days after the date 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 e v6 thin seven. days after the date of an event that would make a tiled questionnaire incomplete or inaccurate. It does not matter if the submittal of hid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the tirtte a proposal is submitted or negotiations conunence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required kv iow to post the statements on the city's website. ENFORCEMENT- Failure to file a questionnaire is a Class C misdemeanor punishable by a fine: not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven busineas days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake - RFPITORB540ABI70015 Page 22 of 24 4F-17 Pt., r. , t rt , IV n -i ro Ij ,6� V,'&.s -to `T&rkS I .. CONFLICT OF INTEREST QUESTIONNAIRE FORM CICS. For vendor or other person doing business with local governmental entity This questionnaire reacts changer, ma to the iaw byH.B, 1491, Stith Leg, Regular Session. OFFIC 'UsEONLY This questionnaire is being. fifed in accordance with Chapter 176, Local Goveit`tMent Code 4 MrY19€48r a' D t, ReeNk by a ptmo wft has a business relationshio as defined by erection 176,001(1-a) With a local governmental entity and the person meats requirements under Section 176.006(a). By laws this questionnaire must be Cried ;with the records administrator of the local govemmentai entity not later then the 7th .buslness day after the date the person becomes mare of facts that require the statement to be filed. Secs Section 176.00G. Local Government Code, A person commits an offense if the person knowIngly violates Section 176.066. Local. Government Code:.An offense underthis sectlon is a Class C misdemeartor. f Name of person who has o business rotation Ship Witt iotas governmerntai entity. Check this box if you are filing an updats to ai previously toted questionnaire. 21 1:1 (Tho law requires Itnt you file an updated completed ilupstionnair vitt) the appropriate filing autftarity sirs7 tater t)aD tiro 71h boniness day oftef the date the origitially filed questi noire t)%omett., incomplete or 01cctnato Name of 10"] gout+rtament officer with wham filer has amptoyment or business relationship. Name of Officer This sect ars (iiorn '3 Inclu€fin€1 A, 8, C & D) i nust be rornrplete�i for each oti'tcer write whtatat Vie Filer has 'Ir emptoyment or other business relationship s defined by Section 1715.00LI (I -an), Local Goverrnizront Code Attach adelition r= p1ge,, to this l=oan CIQ at. necessary A. is the local goverriment officer laanaO in this section Feceaiviny or Ithely ;o recais e tuxablq tncome, other MCC ifrJe5ti2i;. Y f Incorne, front the filer of the yueslicannairO FlYes 1-1 No B_ Is fire €iter orf the gtlesl(on€aaire recowiitrg or likely to rs-ceive taxable income. other Mari iia destrrnerit uaeorne, rrctm of at direcfinn of the local govKnrnent officer riamed lri this section AND ilw� taxable incorne is not raceiveo from the lana w�srYrrnarrsai erntiiy� El Yes El No Is tho filer of tris empioyed my a corpomtjon or other husiness entity with respect to whish tote luta' governmer, macer seTves a5 an officer or director, of hoods an awnersNp of 10 percent or mo,,O Elyes ED No D. DesObS era(:h emPIOI,Ment Of I)LlSiness reiatimship with the ioctal gorvernmen. officer named in anis slection &gruowe d rierson dainq ti ms, vnth the goveua imtal w0y Dante d;tYS#t!?CL�1 2C 0; City ofS©utbla><ke - RFP170813540ABI70015 - Page 23 of'24 4F-18 �i'' Appendix D — Na Intent to Submit Form If your firm has chosen no A to submit a proposal for this procurement, please complete this form and submit to: City of Southlake Purchasing Division, Department of Finance 1400 Main Street, Suite 440 Southlake, Texas 76092 Please ebeck all items that apply: Do not sell the items) required Cannot be competitive Cannot provide Insurance required E Cannot provide Bonding required El Cannot meet specifications highlighted in the attached Cannot comply with Indemnification request requirement Jots too large Job too small n Do not wish to do business with the City of Southlake Other: Cannot submit electronically Company Name (Please print): Authorized Officer Name (Please print), Telephone: (___) Fax; { } City of Southlake - RFP1708B540AB170015 - Page. 24 of 24 4F-19 SOUT1141-A E Community Services PARKS AND RECREATION ATHLETIC LEAGUE Officials' Code of Ethics 1 hereby pledge to provide a positive officiating experience and accept responsibility for my participation by following this Officials' Code of Ethics Fledge: I will master both the rules of the game and the mechanics necessary to enforce the rules, and shall exercise authority in an impartial, firm and controlled manner. I will work with coaches, parents, players, spectators and City officials in a constructive and cooperative manner, in order to encourage a positive and enjoyable experience for all, I will encourage good sportsmanship by being fair, consistent, and impartial, demonstrating respect and courtesy for other officials, coaches and players, and fostering a positive playing environment. I will cooperate with fellow officials to conduct competition in a safe and professional manner. I will treat others respectfully and not discriminate against others on the basis of race, sex, creed, or ability. I will demand a sports environment for players that is free of drugs, tobacco, and alcohol and will refrain from their use at all sports events. I will prepare myself bath physically and mentally, will dress neatly and appropriately, and will compose myself in a manner consistent with the high standards of the profession. I will be punctual and professional in the fulfillment of all contractual obligations. Printed N Date- Official ate official Copy Integrity 4 Innovation + Accountability • Commitment to Excellence • Teamwork 4F - 20 S��Jl. THLAKE 19 Community Services PARKS AND RECREATION ATHLETIC LEAGUE Officials' Code of Ethics I hereby pledge to provide a positive officiating experience and accept responsibility for my participation by following this Officials' Code of Ethics Pledge; I will master both the rules of the game and the mechanics necessary to enforce the rules, and shall exercise authority in an impartial, firm and controlled manner. I will work with coaches, parents, players, spectators and City officials in a constructive and cooperative manner, in order to encourage a positive and enjoyable experience for all. I will encourage good sportsmanship by being fair, consistent, and impartial, demonstrating respect and courtesy for other officials, coaches and players, and fostering a positive playing environment. I will cooperate with fellow officials to conduct competition in a safe and professional manner. I will treat others respectfully and not discriminate against others on the basis of race, sex, creed, or ability. I will demand a sports environment for players that is free of drugs, tobacco, and alcohol and will refrain from their use at all sports events. I will prepare myself both physically and mentally, will dress neatly and appropriately, and will compose myself in a manner consistent with the high standards of the profession. I will be punctual and professional in the fulfillment of all contractual obligations. y. d Mao o r � � Date ! o "�"'W 7. Printed Name —! - Office Copy Integrity . Innovation + Accountability + Commitment to Excellence + Teamwork