Item 5ECity of Southlake, Texas
MEMORANDUM
June 17,2005
TO: Shana Yelverton, City Manager
FROM: Malcolm Jackson, Director of Community Services
SUBJECT: Award of bid for sports officiating and scorekeeping services
Action Requested: City Council approval of award of bid to Crowley Sports Officials for sports
officiating and scorekeeping services.
Background
Information: On Tuesday, April 12, 2005, the City opened sealed bids for sports officiating
and scorekeeping services for City Managed athletic programs. The
advertisement began March 27, 2005 and ran through April 3, 2005. Staff
conducted the bid process in compliance with applicable laws and procedures.
Three vendors submitted bids for this service (First Communications, A -1
Sports, and Crowley Sports Association). Of the three, only Crowley Sports
Officials submitted bids for multiple sections. A -1 Sports submitted a bid of
$2,805 for Section E, First Communications Inc. of Bedford submitted a bid
for $2,600 on Section F, and Crowley Sports Officials submitted a bid of
$76,734 for the remaining Sections A, B, C, D, and G. Since bids from First
Communications Inc. and A -1 Sports are under $25,000, no action is required
by City Council relating to their services.
The City has worked with Crowley Sports Officials for the past four years and
is comfortable with the vendor's ability to provide sports officiating services
for City programs. The City also performed a reference check receiving
supportive comments for services Crowley Sports Officials provide.
The bid tabulation attached demonstrates that the bid is within the budgeted
amount. At the City's option, all or portions of the agreement may be renewed
for four (4) additional twelve (12) month periods.
Financial
Considerations: Funds for this contract are included in the proposed FY 2005 -06 budget.
Financial Impact: Participant fees pay for all cost related to this contract and vendor payments
are made only on actual services provided.
Citizen Input/
Board Review: Park Board recommendation (6 -0) to approve award of bid to Crowley Sports
Officials in the amount of $76,734 for sports officiating and scorekeeping
services at their June 13, 2005 meeting.
Legal Review: Process followed State bidding procedures. Contract documents and
specifications reviewed by City Attorney.
Alternatives: Alternatives Include:
Shana Yelverton, City Manager
June 17, 2005
Page 2
City Council decision to approve as proposed
City Council decision to approve with modifications as may be
discussed
City Council decision to not approve
Supporting
Documents: Supporting documents include the following:
■ Bid Tabulation
Staff
Recommendation: City Council approval of award of bid to Crowley Sports Officials for sports
officiating and scorekeeping services in the amount of $76,734.
City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
PROJECT NAME: Sports Officiating and Scorekeeping Services
DATE: April 12, 2005
Bidder
Sections
Bid Total
Crowley Sports Officials
A, B, C, D, & G
$76,734.00
P.O. Box 6042
Fort Worth, Texas 76115
A -1 Sports
E
$2,805
7820 Silver Sage
Fort Worth, Texas 76137
First Communications, Inc.
F
$2,600
3920 Silverwood Ln.
Bedford, Texas 76021
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