Item 4I - MemoCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
October 30, 2018
TO: Shana K. Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve renewal of contract with Crowley Sports Officials for
sports officiating and scorekeeping services in the amount of
$197,000
_______________________________________________________________
Action Requested: City Council approval of a renewal contract with Crowley
Sports Officials for sports officiating and scorekeeping
services in the amount of $197,000.
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 7, 2018. The current contract includes a provision
to renew the contract for up to four (4) one-year renewal
terms. If approved, this would be the first of the four eligible
renewals.
The City has worked with Crowley Sports for the past sixteen
(16) years and staff is satisfied with their ability to provide
sports officiating services.
The contract calls for Crowley Sports to provide 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.
Crowley Sports Officials is required to provide proof to the
City that all officials and scorekeepers assigned to City
programs have successfully passed a background check
prior to being scheduled to Southlake games.
Financial
Considerations: The FY 2019 budget contains funding for contract services
for athletics and recreation programs based on FY 2018
participation. The City’s cost for these programs are offset
100% by the revenues received from program participant
fees.
Shana Yelverton, City Manager
City Council Meeting Date – November 6, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
Citizen Input/
Board Review: City Council consideration November 6, 2018
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 & Proposal
Staff
Recommendation: City Council approval of the renewal contract for sports
officiating and scorekeeping services with Crowley Sports
Officials, in the amount of $197,000, for a twelve month
period ending November 7, 2019.
CITY OF
SOUTHLAKE
91
October 3, 2018
Crowley Sports Officials
PO Box 6042
Fort Worth,Texas 76115
Atm: Mr. Lloyd Moore
Subject: Notification of Contract Renewal for Sports Officiating for City o lake RFP 170813540AB 170015
Dear Mr. Moore,
The City of Southlake is providing notification of contract ren orts Officiating for City of Southlake
RFP 1708B540AB 170015". This renewal shall become effective er 7, pending City Council approval (CC
Approval date ) and shall continue in full force b n the terms onditions of the initial award. As
indicated in the original procurement document no incre rice is requeste s renewal. As such, all prices,
specifications,terms and conditions remain unchanged.
The terms and conditions proposed and accepted in this re agreement are as follows:
Payment Terms: Net 30 days(Unless otherwise noted as /or partial pay
Method of Payment: Shall be made by ing card or pur
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFP
Term of Contract: Shall be effective for t in in date o al and is eligible for up to three(3)
more one(1)year annua wals.
City Contact: Rya 817-748-80
Send all billing to: C'
ain Str uite 440, yable
ake,TX 7 or Email: k' s a able ci. outhlake.tx.us
Other Charges: Th of Sout a is a tax apt municipal corporation and is exempt from all federal,
state, al Ar-ov
All other and ons sha in the original procurement documents. No other
attachm or in respo his ag nt will be unless approved in writing by the Purchasing Manager
or an an ed representativ City thlake.
Thank you fo cipating in our ement s. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO,
City of Southlake
1400 Main Street, Suite 440
Southlake,Texas 76092
tslifka@ci.southlake.tx.us Attest:
Fax: 817-748-8048
Carol Ann Borges,TRMC
Contract Renewal Accepted: City Secretary
Signed: Date: Approved as to Form and Legality:
Mayor Laura Hill
ORIGINAL DOCUMENT
CITY OF SOUTHAKE
� T"CW Council Action:yXI
UTHLWE Ord./Res.No.
19 Date Approved I l
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 RFP1708BSQA8170015
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 ve or award contract.Your company's award is attached. This award was approved
by the City of Southlake City Council on I I Zof
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.
Tenn of Contract: The tern 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
Southfake,TX 76092 or via email to accountsoavable(Mci.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.
Sincerety,
Tim Slifka,CPPO,CPP
Purchasing Manager
City of Southlake
1400 Main Street,Suite 440
Southlake,Texas 76092
Lslifka&isouthlake.bc.us Attestrt�{�
0
Carol Ann Borges,TRMC
Contract an Aw rd Accepted: City Secretary
r
Signed. CALL,✓ Date: ZZDl Approved to .ortn and L
aaaaA aNNI40
Mayor(aura Hill as,�UTt1 -
City of Southlake = 4 toy City Attorney
�y
4pM�lMtNtq�
�� CITY OF
SOL 1.� 1L KE
19
ADDENDUM NUMBER N1
To: All Proposers Date: September6,2017
Request for Proposal RFP1708BS40ABI70015 Sports Officiating for City ofSouthlake
Original Proposal Due Date: 3:00 p.m.,September 6,2017
1. Addendum No. 1.dated September 6.2617,per Addendum 01,the City of Southlake is extending the
deadline for submission.
Original Deadline:3:00PM CST.September 6,2017
Revised Deadline for Proposal Submission:3:00 PM CST.September 13,2017
2. There are no other chances.
%S o
Sharen,ackson
Chief Financial Officer
City of Southlake
In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shell
acknowledge this dendum by signing and returning one copy of this notice with their proposal submission.
Signed: W Dated:
Company Natne:
0*o1SwhVAke• Fka DBperlmgr• 14WMMReK SWe 440• SW.W9 TWJ ARM
8i77de8A3
Appendix B —Proposal
Submittal Checklist: (Po dttermiae va0dity of proposal)
_Appendix 0(pages IJ_through_23,)most be Included in the proposal submittal.
_Appendix C Conflict of Interest Form(page_23—)most be Included In the proposal submittal
__Compliance with HB 89 and S0252(page_20J Vendor nut check yes to have proposal tonsiderM responsive.
—_Potm 1295 Cer110cate Of IOicrgttd Par(v must be included in the propatal submittal See page 2 Item F
-.fie
RFP1708B540AB170015
Bro} `kXtie Sorts Officiating for City of Southlake
Deg
3:00 P.M. (CST), Friday October 6, 2017 _
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Printed,Name and PositpnoPt�orFiFdtteptae'
s
Signature of Audhsrixad Reppotetistatiye+ I
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Si etltllis � �� � � �� � 'ga . -Caar)sf, '. • (1>1bR0+) ).,: �' f
1 learneed1 of this Request for Proposals by the following means:
Newspaper Adveniscment City E-mail Notification
Southlakc Website Cold Call to City
MOM Me a Copy D otha
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City ofSouthlake RFP170SB540ABI70015 - Page 13 of24
i
Appendix B—Proposal(enad.wa)
I. REFIRED PROPOSAL INFORMATION. IIJ ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE,AND TO BB EVALUATED FOR A CONTRACT AWARD BY THE
CITY,PROPOSER MUST SUBMIT ALL OF TILE 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 ScbeduIdDelivery 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•overbead,and profit.
B. Schedule of Pricing: Proposer sball quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Sege of Services and using the following format:
61.1 Basketball(I
1. 50 Official S 8 Per Ea, NA $ 00•h a
8U Basketball(2
2. 200 Offtetals S A5 Per Ea. $ Per Ea. S/d Ada.Q
l0U Baskell t2 r'
3. 200 Officials tba $ Per Ea. $ Per Ea. S d Da•Q d
12U Basketball(2
4. ISO Officials) S X7 Per Ea. E Per Ea. $ V,IQ. �Q
14U Basketball(2
S. 100 Officials) liall Per Ea. S Per Ea. Si
16U Basketball(2 6. [Do Officials SASrrtt Per Ea. $ Per Ea. $5ba0.00
18U Basketball(2
7. 100 Officials S Per Ea. S Per Ea. S5466. 00
3v3 Basketball All
Age Groups(I QO
8. 400 Official) S 1J Per Ea. NA $G
City of Soutbiske - It"170811540AB170015 - Page 14 of 24
Youth Volleyball
9. 600 2 Offcial9 S Per Ea $ Per Ea. S 00•Q
Youth Flag
Football .Qq
10. 600 2 Officials Per Ea $ Per Ea. S3 P d.00
Adult Flag
Football(2 (}11. l50 Officials $ b Per Ea. S Per Ea. $ 4 Q 0.0 Q
Adult Softball Q
12. 150 Officials S Per Ea. S Per Ea. S 0 760•
Scorekeepers
(Basketball and
13. 1900 Volleyball) S Per Ea. NA S5� �OQ• d
Sa
Other end t. }11 oP/�GC a3140 /
14. Per Ea /I S
Other Vendor Charges.Please Describe:_
is. Per Ea S
Other Vendor Charges.Please Describe:
16, Per Ea. S
Total All Lines $ DO
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. Ontim Clause: It is agreed that City will have the option to extend the contract for up to four(41
additional years,in ono-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 as increase, the successful
contractor may submit documentation requesting pemtission 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
contractors 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.
City otSouthidte - RFP1706B540AB170015 - Page 15 of 24
C. Trigg Increases Upon Extension: If approved by the City,the Contractor shall modify the rates
charged by Ibe 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'/s)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 2018-2019)UCALATION.........................0--/.
SECOND ADDITIONAL YEAR(FY 2019-2020)ESCALATION..........._._....» o %.
qqf
THIRD ADDITIONAL YEAR(FY 2020-2021)ESCALATION.......................z %
FOURTH ADDITIONAL YEAR(FY 2021-2022)ESCALATION................... d %
4. Proposer's Experience/Staff
A. Proiect Team Identify all members of the Proposer's team (including both team members and
managem at)who will be providing any services proposed and include information which details
their experience.
B. Removal or Reolacement of Staff If an assigned staff person must be removed or replaced for any
reason,the replacement person must be approved by City prior tojoinmg the project.
C. Business Establishment State the munber 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,lmut be provided;
1V` number of years'experience the business hss:�;and the number of employees:
JR.� ¢
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
Proposers ability to logically plan
{annd complete the requested project.
City of Seuthlake - RFP1708B340AB170015 - Page 16 of 24
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 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 19113. 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 McGrall and Junior Camacho have attended some of our training
classes.
Additional References:
Ryan M cGrail—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)
S. References
Proposer shall provide four(4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference#I:
Client/Company Name:
ar Q r o0
Contact Name: Contact in
ApeJor
Phone:9/7 O _ Email: P 0 5 r
Date anGG Sen a of Work o ided:
Al e, su �- V�r�� 4y Las k�'&II 6LAk
-1116
�SCxT -11 TLJ I .
Reference#2; � ,
Client/Company�N�tr e:. n/ — —. �
lY 6 [
ntactNam Contact Title:
LJrr�fAl��r 0 a NI 64
r 01 r
Phone � Email:
o'Zo05Sco�o rk Ppvi c
Reference#3:
Client/Company Name:
Contact Name: ((�� Contact Title:
11 n ►/ '
Sk"r Gr 70
Phone:g r� �-OO,S,6
Date an E il: 6etrl of
d Scope of Work Pr
o'�d00 - 0�'�'fCis'�•e.St.l.�j-Vb.rb, Ty 041�Y.��4-!�
�0
PL.Siw�
Reference 44;
Client/Company Name:n ,r �j r
Contact ame: ( A Title, i
e.l 'Si Contact i 1 Jor
Phone:
Date aad Scope o Work Pro 'ded:
e
City of Southiake - RFP17088540AB170015 Page 17 of24
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 individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number:#y -Gas =14
S. 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
entailed to vendorsCmici.southlake.mus.
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 fee (pricing) 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, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.. /
Business Name: d /it)/e �OttfTS 4T7 P/+ice1 WS
Tr
Contract#:
Description: /
Primary Contact(Name):` Mt
Olo re" (/ I� (ail) p+,
Primary Contact Phone Numbers:Home: p J 7-. 9 V-VG L, Cell: V 406-Q-lp 0�7
Secondary Contact(Name):�/tr�7�QAAA-r^ MCerej
Secondary Contact Phone Numbers:Home: Alex
/
After Hours emergency opening fee,if applicable:S /Vex b
City of$outhlake - RFP17888540ABI70015 - Page 18 of24
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. AU
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
governmental 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 be �j'yiif YOU will pe t other governm tal entities to purchase from your agreement
with the City. ///A lVr6�y (/ S7 ii!. 710 �rU1CGs phd✓ISI, i
[ ] Yes,Oth(elr�s can purchase I [ No,Only the City can purchase
U. 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 S icg2:AU products furnished trader 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. Tate 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 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-employce 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 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 - .RFPI70911540AR170015 - Page 19 of 24
C. Liens: Proposer shall indemnity 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. &iluirod Licenser: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.
I. Comoliance with FIB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Soutblake.
[+ Yes,we agree [ [ No,we do not agree
J. Comoliance 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.
[%[ Yes,we agree No,we do not agree
3. Financial Responsibility Provi Ions
A. Insumnce: 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 to such form,with
such companies,and in such amounts(unless otherwise specified)as City may require:
i. Worker's Competsation anG Employer's Liability insurance, including All States
Endotsemeat, to die 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(SI,000,0001
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.
City of Sootblake - RFP170SB540AB170015 - Page 20 of24
B. Indemnification: Proposer agrees to defend,indemnify and bold harmless the City,ad 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 persona are under
the direction of City agents or employees.
City ofsouthiske - RFP170BB540ABI70015 - Page 21of24
Appendix C—Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE
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 the City that results in taxable income exceeding S2,500
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,goods or services with the City,
Including any of the following:
a. written 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
properly;
c. tax abatement and economic development agreements;
2. submits a bid rose[[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 and/or 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 members and appointed membesby the Mayor and City Council;
4. Directors of 4A and 49 development corporations;
5. The executive directors or managers of 4A and 4B 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 official 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 it price and subject to tennis available to the public;a payment for food,lodging,
transportation or entertainment, or a transaction subjeLl 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.usand a copy of
which is attached to this guideline.The font 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.
W HEN:The person or business must file:
1. the quesdonnalre—ttolmer 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 io 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 tiled
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 muse mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the.statements on the City's
websirk
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 business
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 - RFP1708B540ABI70015 - Page 22 of24
r y p ov,j sG" ,dYS I Tyr q- g� _
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This qundonrlah reflects changes made to ftu law by H.B. 1491,a0th Let.Regular Session. OFFICEVSEONLY
This questionnaire Is being filed in accordance with Chapter 176,Local Government Code O,,v:pMlwd
by a parson who has a business relationship as defined by Section 176.001(1a)with a local
governmental entity and the person meats requirements under Section 176.006(a).
Bylaw this quest lonnalre must be Ned with the records administrator of the local govem rental
entity not later than the 7th buslnessday after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006.Local Government Code.
A person commits an offense H the person knowingly violates Section 176.006. Local
Government Code.An offense under this section Is a Class C misdemeanor.
f Name of person who has a business relationship with local governmental snnty.
Cheek this box Hyou are filing an updateto a previously mod questionnaire. ,
(The lax requires that you file an updated completed questionnaire with the appropriate Ofafg authority r❑
Weir than Ins 791 business day after the dote in,)oritanolN tied questionnaire becomes incomplete or inoculate
Name of local government omcerwbh whom filer ha employmentor business relationship.
Name of ofttcer
This section plem 3 including subparts A. S. C a DI must bn completed for each o0¢er with whom the filer has .w
employment or other business relobonship as defined by Section 176.00111-ai,Local Goverrunent Code Ailach addibenlr
M9,05 10 this Form CI61 as necessary
A. Is the local gowrrunent officer named in this section fecerviN or likely to receive taxable income,other Mon mvesime f
income.from the filer of the gdeiiiannalfe'/
EDYes No
B Is the filer of the questlonnaae receiving or likely to receive taxable income other than investment income,loom or at r P.
direction of the local governafent officer named M this section AND the taxable income is not received hum the lot o:
governmental emiry�,
OYes a No
C Is the leer of tins qurstirmnoire employed by a corporation or other business entity w th respect to which the lore
government officer serves as an officer or director,of holds an o'mwrship of 10 percent or morel
Yes a No
D Describe each employment or b wriess relationship with the local government officer named m this section
a —
Signature of pored!doing btwlncz with the governrseftul entay Data
Adopted 0612'L2C I,,
City of Soulblake RFP170SW40AR170015 - Page 23 of 24
dI I'' Appendix D —No Intent to Submit Form
If your firm has chosen not 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 check all items that apply:
❑ Do not sell the item(s)required ❑ Cannot provide Insurance required
❑ Cannot be competitive ❑ Cannot provide Bonding required
❑ Cannot meet specifications highlighted in the attached LJ Cannot comply with Indemnification
request requirement
❑ Job too large E Job too small
❑ 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 - RFP170g11540AB170015 - Page 24 of 24
SOUTHLAKE
13
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.
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.
Printed Name e.1 Date
Signatu
Official Copy
Integrity*Innovation#Accountability•Commitment to Excellence*Teamwork
SOUTHLAKE
Community Services
PARKS AND RECREATION
ATHLETIC LEAGUE
Officials'Cale 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,fine 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.
Printed Name iG 6 VJ GQ fse1 Dale
Signatur
alit
Office Copy
Integrity•Innovation•Accountability I Commitment to Excellence•Teamwork