Item 4B- Crowley Sports Officials
M E M O R A N D U M
October 15, 2019
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, 2019. 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 second of the four
eligible renewals.
The City has worked with Crowley Sports for the past
seventeen (17) 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 2020 budget contains funding for contract services
for athletics and recreation programs based on FY 2019
participation. The City’s cost for these programs are offset
100% by the revenues received from program participant
fees.
4B-1
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 October 15, 2019
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 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, 2020.
4B-2
September 25, 2019
Crowley Sports Officials
PO Box 6042
Fort Worth, Texas 76115
Attn: Mr. Lloyd Moore
Subject: Notification of Contract Renewal for Sports Officiating for City of Southlake RFP1708B540AB170015
Dear Mr. Moore,
The City of Southlake is providing notification of contract renewal for “Sports Officiating for City of Southlake
RFP1708B540AB170015”. This renewal shall become effective November 7, 2019, pending City Council approval (CC
Approval date _________) and shall continue in full force based on the terms and conditions of the initial award. Your
company has not requested an increase in contract rates at this renewal. As such, all pricing, other specifications, terms
and conditions remain unchanged.
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 RFP DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two (2) more
one (1) year annual renewals.
City Contact: Ryan McGrail 817-748-8024
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or 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 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us Attest: ________________________
Fax: 817-748-8010 Amy Shelley, TRMC
City Secretary
Contract Renewal Accepted:
Signed: ____________________ Date: ______________ Approved as to Form and Legality:
Mayor Laura Hill _____________________
City of Southlake City Attorney
4B-3
Timothy Slifka <tslifka@ci.southlake.tx.us>
Contract Renewal for City of Southlake
8 messages
Timothy Slifka <tslifka@ci.southlake.tx.us>Thu, Sep 12, 2019 at 11:12 AM
To: crowleysports@att.net
Cc: Ryan McGrail <rmcgrail@ci.southlake.tx.us>, Janie Ocampo <jocampo@ci.southlake.tx.us>, Erika Bashaw
<ebashaw@ci.southlake.tx.us>
Good morning Mr. Moore.
Our contract for Sports Officiating is coming up for annual renewal.
If you will need be requesting an increase in contract rates please let me know and I will complete renewal paperwork so
the department may seek City Council approval.
If you will be requesting an increase the same approval requirements apply however I will need to send you additional
documents for you to complete.
Please let me know if pricing will remain the same for this renewal or if you will be requesting an increase.
Regards,
Tim
Timothy Slifka CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street Suite 420
Southlake, Texas 76092
817-748-8312
817-748-8010 Fax
tslifka@ci.southlake.tx.us
www.cityofsouthlake.com
* Current Bidding Opportunities *
Please take a few moments and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services.
* City Staff Survey *
* Internal Staff Bid Survey *
* Vendor Survey - How are we Doing? *
Erika Bashaw <ebashaw@ci.southlake.tx.us>Thu, Sep 12, 2019 at 12:03 PM
To: tslifka@ci.southlake.tx.us
4B-4
Your message
To: Erika Bashaw
Subject: Contract Renewal for City of Southlake
Sent: 9/12/19, 11:12:06 AM CDT
was read on 9/12/19, 12:03:04 PM CDT
Ryan McGrail <rmcgrail@ci.southlake.tx.us>Thu, Sep 12, 2019 at 12:22 PM
To: tslifka@ci.southlake.tx.us
Your message
To: Ryan McGrail
Subject: Contract Renewal for City of Southlake
Sent: 9/12/19, 11:12:06 AM CDT
was read on 9/12/19, 12:22:45 PM CDT
Timothy Slifka <tslifka@ci.southlake.tx.us>Mon, Sep 16, 2019 at 8:12 AM
To: crowleysports@att.net
Cc: Ryan McGrail <rmcgrail@ci.southlake.tx.us>, Janie Ocampo <jocampo@ci.southlake.tx.us>, Erika Bashaw
<ebashaw@ci.southlake.tx.us>
Good morning Mr. Moore.
Following up on this request. Please contact me at your earliest convenience.
Tim
Timothy Slifka, CPPO, CPPB
1400 Main Street Suite 420
Southlake, Texas 76092
Phone: 817-748-8312
Fax: 817-748-8010
CityofSouthlake.com
* Current Bidding Opportunities *
Please take a moment and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services.
* City Staff Survey *
* Internal Staff Bid Survey *
* Vendor Survey - How are we Doing? *
[Quoted text hidden]
Erika Bashaw <ebashaw@ci.southlake.tx.us>Mon, Sep 16, 2019 at 11:01 AM
To: tslifka@ci.southlake.tx.us 4B-5
Your message
To: Erika Bashaw
Subject: Re: Contract Renewal for City of Southlake
Sent: 9/16/19, 8:12:56 AM CDT
was read on 9/16/19, 11:01:15 AM CDT
Ryan McGrail <rmcgrail@ci.southlake.tx.us>Thu, Sep 19, 2019 at 3:15 PM
To: tslifka@ci.southlake.tx.us
Your message
To: Ryan McGrail
Subject: Re: Contract Renewal for City of Southlake
Sent: 9/16/19, 8:12:56 AM CDT
was read on 9/19/19, 3:15:50 PM CDT
Timothy Slifka <tslifka@ci.southlake.tx.us>Tue, Sep 24, 2019 at 4:14 PM
To: crowleysports@att.net
Mr. Moore,
Please update me on this request.
Timothy Slifka, CPPO, CPPB
1400 Main Street Suite 420
Southlake, Texas 76092
Phone: 817-748-8312
Fax: 817-748-8010
CityofSouthlake.com
* Current Bidding Opportunities *
Please take a moment and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services.
* City Staff Survey *
* Internal Staff Bid Survey *
* Vendor Survey - How are we Doing? *
[Quoted text hidden]
Lloyd Moore <crowleysports@att.net>Tue, Sep 24, 2019 at 4:20 PM
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Cc: Ryan McGrail <rmcgrail@ci.southlake.tx.us>, Janie Ocampo <jocampo@ci.southlake.tx.us>, Erika Bashaw
<ebashaw@ci.southlake.tx.us>
no rate increase will be requested.
4B-6
Lloyd Moore
Crowley Sports Officials.
On Tuesday, September 24, 2019, 02:15:43 PM PDT, Timothy Slifka <tslifka@ci.southlake.tx.us> wrote:
Thank you Mr. Moore.
We will get the renewal
Timothy Slifka, CPPO, CPPB
1400 Main Street Suite 420
Southlake, Texas 76092
Phone: 817-748-8312
Fax: 817-748-8010
CityofSouthlake.com
* Current Bidding Opportunities *
Please take a moment and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services.
* City Staff Survey *
* Internal Staff Bid Survey *
* Vendor Survey - How are we Doing? *
On Tue, Sep 24, 2019 at 3:24 PM Lloyd Moore <crowleysports@att.net> wrote:
To Tim Slifka and the city of Southlake, I will not be requesting in contract rates increase this year.
Lloyd Moore
Crowley Sports Officials..
[Quoted text hidden]
4B-7
4B-8
4B-9
4B-10
4B-11
4B-12
4B-13
4B-14
4B-15
4B-16
4B-17
4B-18
4B-19
4B-20
4B-21
4B-22
4B-23
4B-24
4B-25