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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