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Item 4DCITY OF SOUTHLAKE MEMORANDUM December 1, 2009 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Interim Director of Community Services SUBJECT: Approve renewal of contract with Crowley Sports Officials for sports officiating and scorekeeping services in the amount of $99,762.50 Action Requested: City Council approval of the renewal contract for sports officiating and scorekeeping services with Crowley Sports Officials in the amount of $99,762.50. Background Information: The FY 2010 Parks and Recreation Division Budget includes a line item amount of $388,000 for contract services for recreation and athletic programs. The contract includes sports officiating and scorekeeping services for youth basketball, volleyball, and flag football. The costs include two officials per game for basketball, volleyball and flag football, two scorekeepers per game for basketball and volleyball, and an assigner's fee per game for all sports. The City has worked with Crowley Sports for the past eight years and is comfortable with their ability to provide the sports officiating services for City programs. The contract includes an option to renew for up to five years. Financial Considerations: The fiscal year 2010 budget allocates $388,000 for contract services which includes athletics and recreation programs. Participant fees pay for all cost related to this contract as program costs are offset by program revenues. 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 corporate objective to Provide High Quality Customer Service. Citizen Input/ Board Review: None Legal Review: Agreement previously reviewed by the City Attorney. 4D - 1 Shana Yelverton, City Manager City Council Meeting Date — December 15, 2009 Page 2 of 2 Alternatives: Alternatives may include: ■ Approve as presented ■ Approve with input as desired ■ Decision not to approve Supporting Documents: Supporting documents include the following: ■ Copy of award letter to Crowley Sports Officials for sports officiating and scorekeeping services. Staff Recommendation: Approve renewal of contract for sports officiating and scorekeeping services with Crowley Sports Officials in the amount of $99,762.50 for a twelve month period ending December 31, 2010. 4D -2 December 3, 2009 CROWLEY SPORTS OFFICIALS PO BOX 6042 FORT WORTH, TEXAS 76115 ATTN: Mr. Lloyd Moore Subject: Option to Extend Notification.RFB0710AI62RM700228 ANNUAL CONTRACT FOR SPORTS OFFICIATING AND SCOREKEEPING Dear: Mr. Moore: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB0710AI62RM700228, copy included for Fiscal Year 2009 -2010. This extension shall become effective after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. You have not requested a pricing increase for this renewal and as such, pricing shall remain at original amounts for the full term of this renewal. The terns 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 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, City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifkanci. southlake.tx.us Phone / Fax: 817.748.8312/817.748.8048 Renewal Approved John Terrell Mayor, City of Southlake Date Cc: Ryan McGrail File (2 copies) 1400 Main Street, Suite 440 Southlake, Texas 76092 ;E ry or OFFICIAL RECORD December 2, 2008 CROWLEY SPORTS OFFICIALS PO BOX 6042 FORT WORTH, TEXAS 76115 ATTN: Mr. Lloyd Moore Subject: Option to Extend Notification.RFB0710A162RM700228 ANNUAL CONTRACT FOR SPORTS OFFICIATING AND SCOREKEEPING Dear: Mr. Moore: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFB0710AI62RM700228, copy included for Fiscal Year 2008 -2009. This extension shall become effective after City Council approval (CC Award date )2)Ita OB and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. You have not requested a pricing increase for this renewal and as such, pricing shall remain at original amounts for the full term 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 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, City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka c,,ci.southlake.tx,us Phone / Fax: 817.748.8312 / 817.748.8048 Cc: Ryan McGrail File (2 copies) ecek+c60- Z2 WDS Renewal Approved Date Andy Wambsganss Mayor, City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 December 6. 2007 Crowley Sports Officials P.O. Box 6042 Fort Worth, TX 76115 ATTN: Llovd Moore Subject: RFB0710AI62RM700228, ANNUAL CONTRACT FOR SPORTS OFFICIATING AND SCOREKEEPING Dear Mr. Moore: The City of Southlake is pleased to inform you that Crowley Sports Officials of Fort Worth, Texas is the awarded vendor to provide "Annual Contract for Sports Officiating and Scorekeeping" services. The award and this agreement are based on your bid to the City (Bid 4RFB0710A 162RM700228), copy enclosed. Please coordinate these services through Ryan McGrail, Recreation Specialist. The teens and conditions proposed and accepted in this agreement are as follows: Payment Terms: Net 30 days (Unless other - xvise noted — such as pre- and /or partial payment) Method of Payment: Shall be trade by purchase order. Term of Contract: This Agreement shall commence on December 6. 2007, and shall continue in full force and in effect for a period of one (1) year from such commencement date. unless sooner teiminated as herein provided. It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one -year intervals, each commencing annually on the month and date of the original award date. To exercise this option. the City shall serve written notice not later than 30 days prior to the original one -year term or 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. Delivery Address: Citv of Southlake, 400 North White Chapel, Southlake, Texas City Contact: Ryan McGrail. 8I7. 748. 8024, rmc grail (_ ci.sou Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state. and local sales taxes. Please note the Recreation Department's correction of the quantity listed in line item 6. of the 'Schedule of Pricing'.. The quantity is corrected herein from the originally stated amount of 3,160 to 2_.950. adjusting the line item price from the originally quoted amount of $5.530 to $5.162.50. 1400 Main Street. Suite 440 Southlake Texas 76092 Page 2 of 2 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 Agent or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8940 with any questions. .:7 Si wely, eb Russell Purchasing Agent, of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 drussell @ci.southlake.tx.us Phone / Fax: 817.748.8940 / 81 7.748.8048 Cc: Ryan McGrail, Recreation Specialist File (2 copies) 1400 Main Street. Suite 440 Southlake. Texas 76092 Mtta City of S outhlake REQUEST FOR BIDS Bid Reference Number: RFB0710AI62RM700228 Project Title: Annual Contract for Sports Officiating and Scorekeeping Services Bid Closing Date: 3:00 P.M.(CST), Friday, November 9, 2007 TABLE OF CONTENTS Table of Contents ..................................... . ............................. ...... ......................... ...........................Page 1 Request for Bids (1) hitroductions ........................................................................ ............................... (2) Definitions ...................................... ............................... (3) General Information ............................................................ ............................... (4) RFB Withdrawals and/or Amendments I ................... Page 2 ....................Page 2 ....................Page 3 ...............Page 3 P 3 .................................. ............................... (5) Bid Submittal Requirements .......................................... ............................... ............................ age (6) Bid Evaluation ................................................................ ............................... ...........................Page 4 (7) Contract Award... ............................................................ ............................... ...........................Page 4 Appendix A — Scope of Services (1) Project Titl e .................................................................... ............................... ...........................Page 5 (2) Scope of Services Contact............... ............................... ............................... ...........................Page 5 (3) Special Conditions ......................................................... ............................... ...........................Page 5 (4) Bid Evaluation Factors ............. I .................................................................. ... ...........................Page 5 (5) Brand Manufacture Reference ....... ............................... ............................... ...........................Page 5 (6) Key Events Schedule ....................................................... ............................... ...........................Page 5 (7) Scope of Services ............................................................ ............................... ...........................Page 5 Appendix .H — Bid ( -) Label Format for Submittal Packet's Sealed Envelope . ............................... ...........................Page 12 L Required Bid Information: (1) Proposed Products and/or Services ............................... ............................... ...........................Page 13 (2) Cost of Proposed Products and Services ...................... ............................... ........................... Page 13 (3) Option to Extend ... ......................................... ......................................................................... Page 14 (4) Bidder's Experience / Staff ................................................ ..................................................... Page 14 (5) References .......................................... ......................... ........................................................... Page 15 (6) Federal, State and/or Local Identification Information .......................... ............................... Page 16 (7) Cooperative Governmental Purchasing Notice ........... ............................... ...........................Page 160 11. Contract Terms and Conditions: (1) Delivery of Products and/of Ser vices ...................................................... ............................... Page 16 (2) Miscellaneous ............................................................... ............................... ........................... Page 17 (3) Financial Responsibility Provisions ............................. ............................... ...........................Page 17 Appendix C — Conflict of Interest Questionnaire ........................................... ............................... Page 19 Appendix D — Request for Taxpayer Identification Number and Certification (W -9) .............. Page 20 Appendix E — No Intent to Submit Form ......................................................... ............................... Page 21 City ofSouthlake - RFA0710AI62AM700228 - Page 1 of 21 Southlake, Texas Request for Bids 1. Introduction A. Proiect Overview The City of Southlake is requesting Bids with the intent of awarding a contract for the purchase of goods and services contained in Appendix A — Scope of Services. 13. Questions: Following are contacts for questions as identified. i. RFB Clarifications All questions related to requirements or processes of this RFB should be submitted in writing to the Purchasing Agent identified in section 2 below. ii. Scope of Service Questions All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A — Scope of Services. iii.Re lies: Responses to inquiries which directly affect an interpretation or effect a change to this RFD will be issued in writing by addendum and mailed to all parties recorded by City as having received a copy of the RFB. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFB.- City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledgement of Addenda The Bidder must acknowledge all addenda by sinning and returning such document(s) or by initialing appropriate area of the Bid document. C. Notification of Errors or Omissions Bidders shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFB, The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire Form CIO) A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM C1Q) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City. 2. Definitions Bid Document The signed and executed submittal of the entirety of Appendix B — Bid Document, Bidder The Bidder and the Bidder's designated contact signing the first page of the Bid Document. City of Southlake The City of Southlake, Texas. City Secretary's Office The office of the City Secretary of the City, located at 1400 Main Street, Suite #270, Southlake, Texas 76092. PH: (817) 748 -8016; Fax: (817) 748 -8270. Pr_ oiect The name of this Request for Bids as identified on the cover sheet and first page of the Request for Bids herein. 00 , of Southlake - RF80710AI62RM700228 - Page 2 of 21 Purchasing Agent The City of Southlake Purchasing Agent is Deborah Russell., PH: (8 17) 748 -8940, E -Mail: drussellnci.southlake,tx.us Fax (817) 748 -8048. Request for Bids (RFB) The entirety of this document, including all Appendices and Addenda. Scope of Services The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status City purchases are exempt from State Sales Tax and Federal Excise Tax- Do not include tax in the Bid. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Bids The City strictly adheres to the Texas Public Infonnation Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFB information. Bid Documents are not available for public inspection until after the contract award. If the Bidder has notified the City, in writing, that the Bid Document contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFB Withdrawals and/or Amendments A. RFB Withdrawal The City reserves the right to withdraw this RFB for any reason. B. RFB Amendments The City reserves the right to amend any aspect of this RFB by formal written Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that have registered in accordance with Section 1.0 herein, but failure to notify shall impose no obligation or Iiability on the City. 5. Bid Submittal Requirements A. Submittal Packet — Required Content Bidder must submit one (1) signed original Bid Document and five (5) copies. This submittal packet shaU be submitted in a sealed envelope with a completely signed and executed page B -1 affixed to the outside of the envelope. B. Submittal Deadline The deadline for submittal of Bids shall be as identified on page 12 of Appendix B -Bid It is the Bidder's responsibility to have the Bid correctly marked and delivered to the City Secretary's Office by the submittal deadline. No extensions will be granted and Iate no late bids will be accepted. C. Bids Received Late Bidders are encouraged to submit their bids as soon as possible. The time and date of receipt as recorded in the City Secretary's Office shall be the official time of receipt. The City is not responsible for late delivery of mail or other carrier. Late Bids will not be considered under any circumstances. D. AIterations or Withdrawals of Bid Document Any submitted Bid may be withdrawn or a revised bid substituted if a written notice is submitted to the City Secretary prior to the submittal deadline. Any interlineations, alteration, erasure or other amendment made before the submittal deadline. must be signed or initialed by the Bidder or the Bidder's authorized agent, guaranteeing authenticity. Bid Documents cannot be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent. City of Southlake - RFB0710AI62)W700228 - Page 3 of 21 E. Bid Document Format All Bid Documents must be prepared in single -space type, on standard 8- 1 /2" x 11" vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Validity Period Once the submittal deadline has passed, any Bid Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Bid Document on the terms set forth in the Bid Document, such bid to be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City. 6. Bid Evaluation and Contract Award A. Bid Evaluation and Contract Award Process An award of a contract to provide the goods or services specified herein will be made using competitive sealed Bids, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents will be opened publicly. The City will evaluate Bids using the best value method. A variety of factors may be used in the evaluation of the submitted Bids for this project. The anticipated evaluation factors and emphasis placed on each factor may be as identified in the Scope of Services. City reserves the right to determine which Bid provides the City with the best value and which will be in the City's best interest. B. Completeness If the Bid Document is incomplete or otherwise fails to conform to the requirements of the RFB, City alone will determine whether the variance is so significant as to render the Bid non- responsive, or whether the variance may be cured by the Bidder or waived by the City, such that the Bid may be considered for award. C. Ambiguity Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or non - compliance by the Bidder with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFB requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, the Appendices shall prevail. D. Unit Prices and Extensions If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Bidder will be bound thereby. E. Additional Information City may request any other uiformation necessary to determine Bidder's ability to meet the minimum standards required by this RFB. F. Partial Contract Award City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Bidders based on the unit prices proposed in response to this request, or to reject any and all Bids and re- solicit for Bids, as deemed to be in the best interest of City. CiryY of Southlake - RFB0710A162AM700228 - Page 4 of 21 Appendix A — Scope of Services 1. Project Title; ANNUM. CONTRACT FOR SPORTS OFFICIATING AND SCOREKEEPING SERVICES 2. Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to Ryan McGrail PH. 817.748.8024, e -mail: rmcgrail @ci.southlake.tx.us. 3. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: N/A 4. Bid Evaluation Factors Emphasis Factor 40% Submitted Bid Pricing 60% References 5. Brand Manufacture Reference N/A 6. Key Events Schedule Sealed Bids Due to and Opened by City* Shown on First Page of this RFB Anticipated Award Date December, 2007 Scope of Services 7.1 Introduction: It is the intent of the City of Southlake to establish a contract for sports officiating for Youth Basketball (ages 6-16), Youth Volleyball (ages 8 - 16), and Flag Football (ages 6 -12). Scorekeeping for Youth Volleyball (ages 8 -16) and Youth Basketball (ages 6 -16). The games will require 2 of �cials and 2 scorekeepers (must be 16 years or older) per game with simultaneous coverage at designated sites. Failure to meet this schedule, except when approved in advance by the City of Southlake, shall be deemed a violation of the officiating association's contract and may result in termination of the contract Officiatuig association will not be held accountable for acts of God or other situations clearly outside the vendor's control. 7.1.a. Special Tenns for Officiating and Scorekeeping Associations at all City of Southlake (hereinafter "City ") Sporting Events: 7.1.b. The officiating association shall have officials /scorekeepers at designated game site fifteen (15) minutes before the scheduled start of game. All officials /scorekeepers must check in with City Staff and sign in on the City's game score sheet. 7.1.c. The City shall not be held responsible for any accident or injury sustained by the association's officials /scorekeepers. City of Souddake - RFBO710AI62RM700228 - Page 5 of 21 7.1.d. City representatives shall have the right to evaluate, and refuse the service of any official/scorekeeper provided by the association. The results of the evaluations will be shared with the association. 7.1.e. City staff may add or delete games or leagues. Any additional games or leagues will be at the contracted price. The association understands actual number and times for games are contingent on number of teams registered_ The City will give notification of leagues registration status when completed. 7.1.f. The association will instruct all officials /scorekeepers to cooperate with assigned City staff in any incident/injury situations. Officials/scorekeepers will provide any /all infornnation necessary for proper documentation by City staff. Association will provide the City with nannies and contact phone numbers for all officials/scorekeepers working City sponsored leagues, upon request, staff may be required to contact officials /scorekeepers in regard to incident /injury situations. 7.1.g. Association is required to have a representative present at all. organization meetings which are held prior to the season. 7.I.h. Li the case of a protested game, where the protest is upheld, the game shall be replayed from the point of protest. In accordance with league rules, the official will officiate /score keep the game at no charge to the City. 7.I.i. Cancellations/Forfeited Games: The City shall endeavor to provide the association with one (1) hour advance notice of any cancelled game. When this one (1) hour advance notification is provided there shall be ro fees or other penalties paid for cancelled officiating / scorekeeping services. 7.1.j. If the City fails to provide the association with this minimum one (1) hour advanced notification of cancellation, the City shall pay the association a sum equal. to the contracted rate for one game only. No penalty paid for cancellation of game play can be greater than the total contracted fees paid for providing officiating /storekeeping services at one (1) game. 7.1.k. The City shall pay the established contracted rate for each forfeited game when the association has not been provided a minimum of one (1) hour advanced notice. Should the City provide this one (1) hour advance notice to the association that scheduled services would not be required there shall no payment for officiating/scorekeeping services. 7.1.1. If it is possible to reschedule the play of games as to avoid lost time or revenue by the association; this action will be taken. Should this action result in continuous officiating/scorekeeping services provided throughout the course of scheduled play with the exception of the last scheduled game not played, no penalty or other fees shall be paid to the association. 7.I.m. The officiating association shall have officials attired in proper uniform. The association and its officials/scorekeepers will at all times conduct themselves in a proper, acceptable and professional manner. If the behavior, dress, and /or performance of the association member do not rneet the City's standards of professionalism, the City may dismiss the official /scorekeeper without penalty, and with no fee due to association for the games thereby un- officiated. City ofSoutltrake - RFB07I0A1 62RM700228 - Page 6 of 21 7.1 an. The officiating association shall submit to the City for background check, the name, birth date, social security number, and driver's license number of each employee assigned to work with or near children, and shall remove any person that the City determines unacceptable by reason of criminal history or other conduct deemed by the City to be unsuitable to be working with or near children or the public generally. 7.1.o. The officiating association shall have all officials sign and acknowledge Code of Ethics provided by City. 7.1p. The officiating association shall charge the City for only a half game if an official arrives 15 minutes after the start of the game or later. The association will provide an emergency phone number /pager number, to provide back up officials to work as soon as possible. 7.1.q. The officiating association shall instruct officials that City of Southlake Parks and Recreation staff shall have the authority to modify league rules when deemed necessary. Staff will not change any judgment decisions already made by the association's official regarding rules. 7.2, Terms of Performance: 7.2.a. Project Item Number One: YOUTH BASKETBALL (8U, 10U, 12U, 14U) 7.2a.i. The association will furnish two officials for all Youth Basketball games. The officiating association must be able to provide officials to cover designated facilities simultaneously. 7.2a.ii. Fall Regular Season begins December and ends in late February. Games shall be played on Saturdays, 8:00 a.m.. -10:00 p.m. at designated locations. 7:2a.ui. Fall League Tournament: Games shall be played in late February, Monday — Friday, 5:00 p.m. — 4:00 p.m., Saturday 8:00 a.m. — 10:00 p.m. at designated locations. 7.2a.iv. Texas Amateur Athletic Federation (T.A.A.F.) Tournament; Games shall be played the first weekend in March, Friday 5:00 p.m. — 10:00 p.m., Saturday 8:00 a.m. — 10:00 p.m., and Sunday 8:00 am. — 8:00 p.m. at designated locations. 7.2a.v. Sumner Season: Season begins in June and ends in late July. Games shall be played on Saturdays 8:00 a.m. — 8:00 p.m. at designated locations. 7.2a.vi. Summer League Tournament: Games shall be played in late July, Monday — Friday, 5:00 pan. — 10:00 p.m., Saturday 8:00 a.m. — 8:00 p.m. at designated locations. 7.2a.vii. Schedules are projected and may be changed due to team registration. Projected annual games will be 1,050. The number of games will be dependent on the number of tearls registered. 7.2a.viii. The association shall provide officiating services at various C1SD schools or other designated facilities. Chy of SouthlAe - RFBOMA162RA1700228 - Page 7 of 21 7.2a-ix. The officiating association shall have officials tested and acknowledged competent to administer current National Federation of High Scbools and Texas Amateur Athletic Federation (T.A.A.F.) rules in conjunction with the City of Southlake Parks and Recreation Department rules and regulations. 7.2.a.x. The officiating association shall provide an appropriate number of officials for designated facilities simultaneously and for approximately 1050 games annually. 7.2a.xi. Basketball games shall be played for. 24 minutes (4, 6- minute quarters for 8 years and under will also include overtime if necessary), 32 minutes (4, 8- minute quarters plus overtime for 10 and under, 12 and under, and 14 and under). Accident, injury or weather may require a longer time for games to be played and officials will provide service for that time at no additional cost. 7.2.b Project Item Number Two: YOUTH BASKETBALL (6U) 7.2.b.i The association will furnish one official for all 6 and Under Youth Basketball games. The officiating association must be able to provide officials to cover designated facilities simultaneously. 7.2.b.ii. Fall Regular Season: Season begins December and ends in late February. Games shall be played on Saturdays 8:00 a.m. — 9:00 p.m. at designated locations. 7.2.b.iii. Schedules are projected and may be changed due to team registration. 7.2.b.iv. Projected annual games: 50 Number of annuals games dependent on number of teams registered, 7.2.b.viii. Basketball games shall be played for: 24 minutes (4, 6- minute quarters). Accident, injury or weather may require a longer time for games to be played and officials will provide service for that time at no additional cost. 7.2.c Project Item Number Three: YOUTH VOLLEYBALL 7.2.c.i. The association will funnish two officials for all Youth Volleyball games. The officiating association must be able to provide officials to cover designated facilities simultaneously. 7.2.c.ii. Fall Regular Season: Season begins in September and ends late November. Games shall be played on Saturdays from 8:00 a.m. -8:00 p.m. at designated location. 7.2.o,iii. Fall Tournament: Gaines shall be played in late November, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.in, — 8 :00 p.m. at designated locations. 7.2.c.iv. Spring Regular Season: Season begins in April and ends in late May. Games shall be played on Saturdays from 8:00 a.m. -8 :00 p.m, at designated locations. City ofSoutlitake - RFBO71OA162AM700228 - Page 8 of 21 7.2.c.v. Spring Tournament: Games shall be played in late lviay, Monday — Friday, 5:00 p.m. — 9:00 p.m -, Saturday 8:00 a,m. — 8:00 p.m. at designated locations. 7.2.c.vi. Summer Regular Season: Season begins in June and ends in late July. Games shall be played on Saturdays from 8:00 a.m. — 5:00 p.m. at designated locations. 7.2.c.vii. Summer Tournament: Games shall be played in late July, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.m. 8:00 p.m. at designated locations. 7.2.c.viii. Schedules are projected and may be changed due to team registration. 7.2.c.ix. Projected annual games: 350. Number of annuals games dependent on number of teams registered 7.2.c.x. The association shall provide officiating services at various CISD Schools or other designate facilities. 7.2.e.xi. The officiating association shall have officials tested and acknowledged competent to administer current National Federation of High Schools and Texas Amateur Athletic Federation (T.A.A.F.) rules in conjunction with the City of Southlake Parks and Recreation Department rules and regulations. 7.2.c.xii. The officiating association shall provide an appropriate number of officials for designated facilities sunultaneously and for approximately 350 games annually. 7.2.e.xiii. Volleyball games shall consist of three (3) matches to be played for: Twenty (20) minutes or twenty -five (25) points (win by two points), which ever comes first. Accident, injury or weather may require a longer time for games to be played and officials will provide service for that time at no additional cost. 7.2.d Project Item Number Four: YOUTH FLAG FOOTBALL 7.2.d.i. The association will furnish two officials for all Youth Flag Football games. The oficiating association must be able to provide officials to cover designated facilities simultaneously. 7.2.d.ii. Fall Season: Season begins in September and ends late November. Games shallbe played on Saturdays from 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.d.iii. Fall Tournament: Games shall be played in late November, Monday — Friday, 5:00 p.m. — 9:00 pan., Saturdays, 8:00 am. -8:00 p.m. at designated locations. 7.2.d.iv. Spring Season: Season begins in April and ends early June. Gaines shall be played on Saturdays from 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.d.v. Spring Tournament: Gaines shall be played in early June, Monday — Friday, 5:00 P.M. — 9:00 p.m., Saturdays, 8:00 a.ni. — 8:00 p.m. at designated locations. City of Southlake - RFB0710A1S2Mf700228 - Page 9 of 21 7.2,d.vi. Schedules are projected and may be changed due to team registration. 7.2.d.vii. Projected annual games: 200. Number of annual games dependent on number of teams registered. 7.2.d.viii. The officiating association shall have officials tested and acknowledged competent to administer Texas Amateur Athletic Federation (T.AA.F.) rules in conjunction with the City of Southlake Parks and Recreation Department rules and regulations. 7.2.d -ix. The officiating association shall provide an appropriate number of officials for designated facilities simultaneously and for approximately 100 games annually. 7.2.d.x. Football games shall be played for: 40 minutes (two 20 minute halves). Accident, injury or weather may require a longer time for games to be played and officials will provide service for that time at no additional cost, 7.2.e Project Item Number Five: SCOREKEEPERS (Youth Basketball and Volleyball Only) 7.2.e.i. The association will furnish two scorekeepers (must be 16 years or older) for all Youth Basketball and Volleyball games. The officiating association must be able to provide officials to cover designated facilities simultaneously. 7.2.e.ii. Regular Season: Season begins December and ends in late February. Games shall be played on Saturdays 8:00 a.m. — I0:00 pm. at designated locations. 7.2.e.iii. Fall League Tournament: Games shall be played in late February, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.m. — 10:00 p.m. at designated Iocations. 7.2.e,iv. Texas Amateur Athletic Federation (T.A.A.F.) Tournament: Games shall be played the first weekend in March, Friday 5:00 p.m. — 10:00 p.m., Saturday 8:00 am. — 10:00 p.m., and Sunday 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.v. Summer Season: Season begins in June and ends in late July. Games shall be played on Saturdays 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.vi. Summer League Tournament: Games shall be played in Sate July, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.vii. Fall Regular Season: Season begins in September and ends early November. Games shall be played on Saturdays from 8:00 a.m. -8:00 p.m. at designated locations. 7.2.e.viii. Fall Tournament: Games shall be played in late November, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.ix. Spring Regular Season: Season begins in April and ends in late May. Games Ch) of Soulklake - RFBO710AI62RM700228 - Page 10 of 21 shall be played on Saturdays from 8:00 a-m. -8:00 p.m. at designated locations. 7.2.e.x. Spring Tournament: Games shall be played in late May, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.xi. Summer Regular Season: Season begins in June and ends in late July. Games shall be played on Saturdays from 8:00 a.m. — 8:00 p.m. at designated locations. 7.2.e.xii. Summer Tournament Games shall be played in late July, Monday — Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a-m. — 8:00 p.m. at designated locations. 7.2.e.xiii. Schedules are projected and may be changed due to team registration. 7.2.e.xiv. Projected annual games: 1450. Number of annuals games dependent on number of teams registered 7.2.e.xv. The association shall provide scorekeeping services at various CISD Schools or other designated facilities. 7.2.e.xvi. The officiating association shall have scorekeepers tested and acknowledged competent to administer current National Federation of High Schools and Texas Amateur Athletic Federation (T.A.A.F.) rules in conjunction with the City of Southlake Parks and Recreation Department rules and regulations. 7.2.e.xvii. The officiating association shall provide an appropriate number of scorekeepers for designated facilities simultaneously and for approximately 1450 games annually. 7.2.e.xviii. Basketball games shall be played for: 24 minutes (4, 6- minute quarters for 6 years and under, 8 years and under will also include overtime if necessary), 32 minutes (4, 8- minute quarters plus overtime for 10 and under, 12 and under, and 16 and under). Volleyball games will consist of three (3) matches to be played for: Twenty (20) minutes or twenty -five (2 5) points (win by two points), which ever comes first. Accident, injury or weather may require a longer time for games to be played and officials will provide service for that time at no additional cost. 7.2.f Project Item Number Six: ASSIGNER'S FEE 7.21i. Assigner's fee is awarded each time an official or scorekeeper is assigned and shows to the game. 7.2.f.ii. Projected annual games: 3160. Number of annuals games dependent on number of teams registered. 7.2.g. Project Item Number Seven: THIRD OFFICIAL FOR CHAMPIONSHIP PLAY 7.2.g.i. An optional third official for championship play may be requested by the City of Southlake for specific games. Ch); of Soud lake - RFB0710A161R11f700228 - Page 11 of 21 Appendix B — Bid Document Submfttal Cbecklist: (To determine validity of bid) Appendix B -Bid Document (pages 12 through 1 B) must be included in the bid submittal. Appendix C- Conflict of Interest Questionnaire (page 19) must be included in the bid submittal. I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement ❑ Southlake Website IV ysj Mailed Me a Copy ❑ City E -mail Notification D Cold Cali to Cit ❑ other Cite of Sourhlake - RFBO7IOA16�RM70022i� - Page 32 of 21 Appendix D- Request for Taxpayer Identification Number and Certification (page 20) must be included in the bid submittal. Appendix B — Bid Document ( watinned) I. REQUIRED BID INFORMATION RV ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or 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. Project Schedule/Delivery Date Bidder 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 RFB. The Bid Document 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. Pricin : 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 Prieina Bidder 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 fannat: Item #: Quantity: Description of Products /Services: Unit Cost: Extended Price: 1. Youth Basketball Games (Two Officials) 1.a. 275 svcs 275 ($ and Under) Games s 46,& ea $ jf, OQb, �' I.b. 325 svcs 325 (10 and Under) Games S U ea $ Sir Oo. ,00 I.e. 300 sves 300 (12 and Under) Games S 74,E ea S 2. 50 Svcs Youth Basketball (One Official) 50 (6 and Under) Games 5 ea 3. 350 350 sves Youth Volleyball -- 350 Games $ _ ea $ p �° 4. 200 sves Youth Flag Football -- 200 Games City ofSouthlake - RFBO710AI62RA1700228 - Page 13 of 21 Item #: Quantity: Description of Products/Services: Unit Cost: Extended Priee: 5. 1,450 sves Two (2) Scorekeeper's Per Youth Basketball/Volleyball Game - 1,450 S - ea 6. 3 3160 sves Assigner's Fee Per Game 3,160 ea "�. Per sves Optional Third Official For Championship Play. _ each service TOTAL ALL SERVICES: 3. OPTION TO EXTEND: 4. _s Effective date and term This Agreement is effective upon execution by the parties. The term of the Agreement shall commence on the date and year and shall continue in full force and effect for a period. of one (1) year from such commencement date, unless sooner terminated as herein provided. CJ. tions: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one -year interv each commencing annually on the month and date of the original award date. To exercise this option, the City shall serve written notice not later than 30 days prior to the original one - year term or the end of any one - yzar extension The Option to Extend will not be considered if funding is unavailable or if the contractor's past perfonnance is not within the industry standard. If the City exercises its option to extend the contract, the Contractor may request an increase in pricing. In support of any such request, Contractor shall furnish evidence as to the need for the increase to the City Manager, or designee. If the City Manager agrees with the increase, then the City Manager will recommend acceptance of the increase to the City Council for its approval, disapproval, or modification. In no event will the increase pursuant to this paragraph exceed an annual increase of more than four percent (4 %). Bidder's Experience / Staff A. Project Team Identify all members of the Bidder'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 If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. Cite of Southtake - RFBO710A162JU1700228 Page 14 of 21 i h6,u - IJ C- qua l sa am W rdl 4 G3 7 C. Business Establishment State the number of years the Bidder's business has been established and operating. If Bidder'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 Nvithin the last five (5) years, all naives, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided, State the number of years experience the business has: ; and the number of employees: D. Proiect Related Experience All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 5. References Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services with a municipality or other such agency as described herein. Reference #1: Client / Company Name: Q_ Ir" 6 ' /) j �, +S / ifs W �' �.. {QC9 Contact Name: YIN Contact Title: PH: 5 — VS - Cp a 3C� EM.: Date and Scope of Work Provided: ! - r(A w All Reference 2: L Client / Company Name: Contact Name: a-C r ck- Contact Title: /} ev &„ / Contact Title: 6oLA PH: 91 - 5 53--.), OZ EM: Date and Scope of Work Provided: 5 if &"6 ! - r(A w Reference 43: Client / Company Nanne: Contact Name: /?� Q C Contact Title: 6oLA PH: 91 - 5 53--.), OZ EM: Date and Scope of Work Provided: City of Southla -ke - .RFB077OAI62RM700228 - Page 15 of 21 6. Federal, State and /or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number:4 - - 7. Cooperative Governmental Purchasing Notice Other governmental entities maintaining inter] ocal agreements with the City, may desire, but are not 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 goverrunental 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 below if you will permit other governmental entities to purchase from your agreement with the City. [ ] Yes, Others can purchase; [ ] No, Only the City can purchase. H. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION I7V THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY %NOWLEDGES, AND TO WHICHBIDDER AGREES BYSUBMITTINGA BID: 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 Services All services performed shall be warranted to be of a good and worlananlike quality, in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Perfonnance If Bidder fails to deliver acceptable goods or services within the tirneframes 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 Bidder, who agrees to pay such costs within ten days of invoice. D. FOB (delivery charges All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set -up fees. All packing, crating, or other debris resulting from the delivery or set -up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. Title to Goods and Risk of Loss For goods to be provided by Bidders 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. 06) of Somtklake - RFBO710AI62RM700228 - Page 16 of 21 2. Miscellaneous E. Independent Contractor Bidder agrees that Bidder and Bidder's employees and agents have no employer - employee relationship with City. Bidder agrees that if Bidder 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. F. Assignments The rights and duties awarded the successful .Bidder shall not be assigned to another without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee. G. Liens Bidder 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 Bidder or Bidder'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. H. Gratuities / Bribes Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFB or any contract with the City, and that if any such bribe is found to have been made this shail be grounds for voiding of the contract I. Financial Participation Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. J. Required Licenses Bidder 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. K. Authority to Submit Bid and Enter Contract The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. L. Compliance with Applicable Law Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance The Bidder, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the followingv3surance in such form, with such companies, and in such amounts (unless'otherwise specified) as City may require: 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 Fonn Property Damage, Personal htjury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Miilion Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; City ofSoutbla.8e - RFB0710AI62RM700128 - Page 17 of 21 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. iv. The insurance coverages or plan shall name the City, if officials, employees and volunteers, (collectively, the `City') as an additional insured. Contractor shall furnish a certificate of insurance which shall state that the City is an additional insured under the policies or plan, that the certificate modifies the policy or plan to grant the same rights to the City as the insured, and that the obligations of the insurance carrier to the City are the same as to the insured_ The certificate of insurance or other evidence of the required coverage shall be furnished with the bonds or prior to commencement of work under the contract, if no bonds are required. V. The Contractor's liability insurance policies shall contain provisions that specify that the policies are primary and will apply without consideration of other policies separately carried, and will state that each insured is provided coverage as though a separate policy had been issued to each, except that insurer's liability will not be increased beyond the amount for which the insurer would have been liable had only one insured been covered_ Coverage shall be primary and non - contributory with any of the City's policies. B. Indemnifiea #ion Bidder 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 Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or performance of this contract without regard to whether such persons are under the direction of City . agents or employees. The Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Bid, including attorneys' fees and court costs. Clrj� of SouthlaA.e - RFB0710A162RM700228 - Page 19 of 21 o tfi1 ' 11 o'k Appendix C - Conflict. of Interest Questionnaire (CIQ) CONFLICT OF INTEREST 'QUESTIONNAIRE FO CIQ For or other person doing business with local goverrimenta> an- Uty ma q esboanalra roacfa abanom snada to the ism by it.s- wt. wim Lou- R5lijn1ar Saaaion_ OFMEUSEtiNLY This questionnaire is being &fed in acoordaunoe wHh Chagier 1'7$. Lnaal Gavetmm.entCods o:ar a� t;r y by a person r 1 o Hansa business n4abams KIp as defined M Staafion 278- 001 {1-a} voilh a focal govrrnxeanb it entity and the person► masts re�gcdmme+$s under S afbn 1 B.DWa7 , By taw thi s" ssfonn, atremus` t: be filed aaWh it* • recorusaciminisfratarcftba- Incafgov onlity nai later than 'the M. business day aiifev the data 9ha person becomes aware abfacts that require Me stalemen(to be filed. See Section 173_0a5. Lo-.al Goveenmitnt Cade: .A person commits an ofdanse• If the Pairao<n knovArti$y viloWas Sec6ort 175 -003, Loam Government Code- An offei a under this sootier is a Class -C misdem. eanor 1 Kaareofperso> dwho has a business relabarkship %&h.toam governmental entity; g flrakthis boo:IFW%s we fiitingan update toa previotestytiitedquesticnhairs. {The law naqukes drat y&u ill* an updated completed quesfsonmaim with the appropriate fifaang authority nit later than the M busbiess day attar the date the oegarip Med quesfortmalre beacenes inoampJaAa or aaresafa} 3 Macrae of local goveramaeat oMaer vrith whow t=iler has esrt opmrt or business relaDonshlp. a b F�/ 1 14 Mme of Offider This secb::ur (item 3 including t utiparts A, B. C & 0) rrtrrst be ecrslpieb+ed for each oNcer 7MAH. whorn the fifer has an a nplaprnent ar u&ier business rela6amstiip as defined by Sec"aon 178.1301(1 -al, Local Government Cade. Ash arldlkoasa4 paDes to this Forms CIQ as neoass wry. A. Is the Iota? grn emmami afSoee named in this seciibn rer=aring or ilkeiy to reta:ve tenable income, afher han irm si,nent immne. from; the filer at** quesbomaire? Q yes � tlo E- is tihe tiler of ther questlannalre reaeivSnU ar lik kyr to rec ewe taxable istaame. other Than inwsbRnent income- ftm or at IN.-- dkeadun of tba tmal go"rmissit oKroer nan -•d in ties seVtDn AM the taxable Incon a is not taoeivad :rams the torsi gasemra --mal entity'? Yes F-7 ffa G. Is the filer of this questionnake employed by a corporation or other busintss eni ty with respect. in Yahidt ire lcsa€ 9mlernmerd ofsaer serves as an oillmr cr dicer, ar helds an ovaership of TO passant or rename Yes Me D. Describe east+ emp}arymtant ar hustne55 reliatiomship• taUh the local gmermartem otlicer narned in this seWicam A S! acrr ob oaf ousa,ees, the t1y pens rant gma—Nm en Fie i;,itwmd 09124t211 97 City of Sout/rlake - RFBO710A162AM700228 Page 19 of 21 Form w'9 Request for Taxpayer Give fern, to the (Rev. November Identification Number and Certification requester. Do not Department of the Treasury T reasu ry L rlemal Revenue Service send to the IRS. N Name (as shown on your income tax return) rn W LLOYD MOORE °- Business name, if different from above C CROWLEY SPORTS OFFICIALS d r d a wi Individual/ Check appropriate box: Sole proprietor ❑ Corporation El Partnership ❑ Other ► __________ Exempt from backup ❑ o withholding H Address (number, street, and apt. or suite no.) Requester's name and address (optional) EL U P.Q. BOX 6042 City, state, and ZIP code iE C FT. WORTH, TEXAS 76115 List account number(s) here (optional} m IOU Taxpayer Identification Number (TINT Enter your TIN in the appropriate box. The TIN provided must match the name given on Line t to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (FIN). If you do not have a number, see Now to get a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter. certltication Social security number a o r Employer Identification number 014 +316131915I7I3 Under penalties of perjury. I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 4.) Sign Signa of ' 2 � � Here u / m �, A Bate 0- A)0 U 0- 7 U.& ► � t'si- cY'`-C Purpose of Form" A person who is required to file an information return with the IRS, must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. U.S. person. Use Form W -9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2, Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding If you are a U.S. exempt payee. In 3 above, if applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W -9. o An individual who is a citizen or resident of the United States, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, or • Any estate (other than a foreign estate) or trust. See Regulations sections 301.7701 -6(a) and 7(a) for additional information. Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W -9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W -9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W -9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: For federal tax purposes, you are considered a person if you are: • The U.S. owner of a disregarded entity and not the entity, Cat. No. 10231X Form W -9 (Ray. 11 -2005) t Appendix E — No Intent to Submit Form If your firm has chosen not to submit a bid 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 be competitive. ❑ Cannot provide Insurance required. ❑ Cannot provide Bonding acquired. ❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification request. requirement. ❑ Job to large ❑ Job too small ❑ Do not wish to do business with the City of Southlake. ❑ Other: COMPANY NAME (Please print): Authorized Officer Name (Please print): Telephone: (___) City ofSouthlake Fay:: ( ) RFB0710A]62RM700225 - Page 21 of 2I.