Item 4ECITY OF
SOUTHLAK-
4E- 1
MEMORANDUM
December 1, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve a renewal contract with Crowley Sports Officials for
sports officiating and scorekeeping services in the amount of
$100,130
Action Requested: City Council approval of renewal of sports officiating and
scorekeeping services with Crowley Sports Officials in the
amount of $100,130.
Background
Information: The FY 2010 -11 Parks and Recreation Division Budget
contains a line item amount of $100,130 for contract services
for recreation and athletic programs. The contract includes
sports officiating and scorekeeping services for youth
basketball, volleyball, flag football and adult softball. The
costs include two officials per game for basketball, volleyball
flag football, and adult softball, 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
(8) 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 four (4) years. Crowley
Sports Officials has expressed a desire to renew the contract
without an increase in price.
Financial
Considerations: The fiscal year 2010 -11 budget allocates $100,130 for
contract services which includes athletics and recreation
programs. Participant fees pay for all costs 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 Safety and Security and Performance
Management and Service Delivery and meets the Corporate
Objectives to invest to Achieve the Highest Standards of
Safety and Security, Promote Opportunities for Partnerships
and Volunteer Involvement, Provide High Quality Customer
4E -2
Shana Yelverton, City Manager
City Council Meeting Date — December 7, 2010
Page 2 of 2
Service, and Improve Performance of Delivery and
Operational Processes.
Citizen Input/
Board Review: City Council consideration December 7, 2010
Legal Review: Renewal of previously reviewed standard form of agreement.
Alternatives: City Council review and recommendation.
Supporting
Documents: Supporting documents include the following:
■ Copy of Award of bid to Crowley Sports Officials for
sports officiating and scorekeeping services
■ Email from Crowley Sports confirming 2010 price rate for
2011 contract
Staff
Recommendation: City Council approval to renew contract for sports officiating
and scorekeeping services with Crowley Sports Officials in
the amount of $100,130 for a twelve month period ending
December 31, 2011.
0— OF
SOUTHLAKE
0
November 22, 2010
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 2010 -2011. 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 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
tshfka(c ci.southlake.tx.us
Phone/Fax: 817.748.8312/817.748.8048
Cc: Ryan McGrail
File (2 copies)
Renewal Approved
John Terrell
Mayor, City of Southlake
Date
1400 Main Street, Suite 440 Southlake, Texas 76092
Timothy Slifka
From:
Ryan McGrail
Sent:
Monday, November 22, 2010 1:23 PM
To:
Timothy Slifka
Cc:
Linda Carpenter
Subject:
FW: Fee Rates 2010 -2011
Importance: High
Below is the email from Crowley Sports Officials.
Thanks!
Ryan
From: Lloyd Moore [mailto:moorelloyd @sbcglobal.net]
Sent: Monday, November 22, 2010 12:47 PM
To: Ryan McGrail
Subject: Fee Rates 2010 -2011
Ryan McGrail and Southlake Parrs and Recreations.
Crow ley Sports Officials -,N not be raising fees this year.
Lloyd Moore. CEO
Croii Sports Officials