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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 Formatted: Font: Not Bold Formatted: Left