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
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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.