Item 4JCITY OF
SOUTH LAKE
MEMORANDUM
December 14, 2011
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Item 4J
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 2012 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 nine
(9) 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. This is
the final year of the renewal option. Crowley Sports Officials
has expressed a desire to renew the contract without an
increase in price.
Financial
Considerations: The fiscal year 2012 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, to Collaborate with Select Partners to
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
City Council Meeting Date — January 3, 2012
Page 2 of 2
Implement Service Solutions, to Promote Opportunities for
Partnerships and Volunteer Involvement, to Provide High
Quality Customer Service, and to Improve Performance of
Delivery and Operational Processes.
Citizen Input/
Board Review: City Council consideration January 3, 2012
Legal Review: Renewal of previously reviewed standard form of agreement.
Alternatives: City Council review and recommendation.
Supporting
Documents: Supporting documents include the following:
■ Copy letter to extend contract with Crowley Sports
Officials for sports officiating and scorekeeping services
■ Current 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, 2012.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
December 9, 2011
Crowley Sports Officials
PO Box 6042
Fort Worth, Texas 76115
Attn: Mr. Lloyd Moore
Subject: Option to Extend Noffication.RFB071OA162RM700228 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 Annual Contract for Sports Officiating and Scorekeeping, copy included
for Fiscal Year 2012. This extension shall become effective January 4, 2012, pending 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. Your
company has indicated they will not be requested a pricing increase for this renewal and as such, pricing shall remain at
original amounts for the frill 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,
- �66
Tim Slifka
Purchasing Manager, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka(a
Phone / Fax: 817.748.8312 / 817.748.8048
Renewal Approved
John Terrell
Mayor, City of Southlake
Date
1400 Main Street, Suite 440 Southlake, Texas 76092
uthla
City of Southlake
REQUEST FOR BIDS
Bid Reference Number: RFB0710A162RM700228
Project Tide: Annual Contract for Sports Officiating and Scarekeeping
Services
Bid Closing Date: 3:00 P X(CST), Friday, November 9, 2007
TABLE OF CONTENTS
Tmbbwf Contents ........................................................................... ..................................................
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Requart for Wit
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_. ........................... .......................................... i .......................................... --........... PRP2
(3)Genetm@ Information ................................................................................................................. Pap 3
(4) RFB WithdramaI:andlorAmendments
(3) Bid Submittal Requirements ,,,_ . ........................................................................................ YmP3
(6) Bid Evaluation .................................................................................. Page 4
Appendix A - Scope of Servien
(1) Project ��~_' ................. ............................ .... -............................................................................ Pap 5
(2)0cmnwof8Wn6OCS Contact ...................... ......................................... ......................... ~
(3) Special ......................................... 5
(4) Bid Evaluation Fmw*n ....................... ...................................................................................... PaW 5
(5) Brand Mazmflstm0icf6rnnme ......... ........ ....... -' .............. ................................................ Fqw 5
(6) Key Events Schedule .......................................... ................................................ _ ..... ............. Pap 5
Appendix B - Bid
(-) Label Fornud fbr Submittal Packet's Sealed Envelope ................................. .. .................. PAP 12
L0zquiM Bidlnfbr�ma
(2) Products and/or 0vmrices .............................................. ~ ......................................... %%g:]3
(2) Cost of Proposed }�zdu#mamd Smminmm ................................................................................ Pap 13
(3) O tu Extend ...................... -.~...... ~ .... 14
(4) Bidder's Experience J Staff ................................................ ................................................... Pw14
(5)RCfWMu4n .................................................................................................................. ........ _Pap 1G
(6) Federal, State and/or Local Idenati0ratfmuInfonnation
......................................................... page 10
M Cmmivat Term and Concrdons-
(1) c�y��u�m�*���mb��
�=ov�� -.~,.^^_--.-_.--_-...,^~.----_.---.~.....Pm@el6
Appendix C-Conffld of Interest Quwmdwmsshv........................................................................... Pap 19
Appendix ]N- Request for Taxpayer Idwntificafts Number and Certification (W-9) .............. PW20
Appendix E-N»Dxtentmm Submit Form ............................................... ............. ....... . ................ Page %X
Cky ofSamAhrAw RF1107J UMM700228 page I of 21
Southlake, Texas
Request for Bids
3 . Ints*d
A. Prom The City of Southlake is requesting Bids with the intent of awarding a conhwA
for the puz�se of goods and services contained in Appendix A — Scope of Services.
B. Questions Following are contacts for questions as identified.
i. RFB Clarifications All questions related to requirements or processes of this M should
W 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 sbould be
submitted in writing to the contact persons) noted in Appendix A — Scope of Services,
ii!@Wiw Responses to inquiries which directly affect an i tiou 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 prig to the
submittal deadline shall be considered part of the RFB _The City shat! not be bound .by
any reply to an inquiry unless such reply is made by such formal written addendum.
iv. Admow]ed emeat of Addenda The Bidder must aclmowledge all addenda by signing and
returning such document(s) or by initialing appropriate area ofthe Bid document
C. No0go n of Errors or Omissions Bidders staff promptly notify the City of any omissions,
ambiguity, moousiAmcy or error that they may discover upon examinadon of this RFB. The City
shall not be responsible or liable for any ergs and/or misreprestritaflon that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erromeoua
D. Conflict of hiterwt Questionnairo (Form CIO) A person or business, and their agents, who seek to
contract or enter into an agreement with the City, am required by Texas Local Govanment Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Sametary no later than seven (7) days after the data tine
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a inquest for proposals or bids, corresponderice, or other writing related to
any potential agreement with the City.
2. DeDafitions
Bid Document The signed wd ezecuted submittals 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.
QV _ of Soutblake r'Gifu ") : The City of Southlake; Texas.
City Secretary's O#fice The off"ioe of the City Secretary of the City, located at 1400 Main Street, Suite
#274, Southlake, as 76092. PH: (817) 748 -8016; Fax: (817) 748 -8270.
ht: The name of this Request for Bids as identified on the cover sheet and first page of the
Request for Bids herein.
City of Serrthla" - RF3071"162RM700228 - page 2 of 2l
PurcbmIU.Agat The City of Southlake Purchasing Agent is Deborah Russell, PH. (817)748-WO,
E -Mail: e • Pax (817) 748 -8048.
RMre est for Bids MM . The entirety of this document, including all Appendices and Addenda.
Sam of Services The entirety of Appendix A — Scope of Services.
3. General Lsformadez
A. Tax &MR1 Status City purehases are exempt from State Sales Tax and Federal E=Me Tax. Do
not include lax in the Bid. City will furnish Excise Tax Exemption Certificate upon request
B. bblic Inspection of Bids "a City strictly adheres to the Texas Pvblie lnformadon 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 am not available for public
inspection until after the contract award. If the Bidder his notified the City, in write,& that the Bid
Document eorrtains trade secrets or arnfidential information, the City will generally take
reasonable steps to prevent disclosure of such Wormation, 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 informatiom 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 is flailing to do so.
4. 1[tFB Withdrawals and/or Ameodments
A. RM 3M wal The City reserves the right to withdraw this RFB for any reason.
B. 1MAmmilmu nts The City reserves the right m amend any aspect of this RFB by formal written
Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidden that
have registered in accordance with Section LC: herein, but failure to notify sW impose no
obligation or liability on the City.
S. Bid Submitted Requirements
A. S iM .Eacke t -- Reauir�ed Content Bidder must submit one (1) signed original Bid Document
and five (5) copies. This submittal packet shall be submitted in a sealed envelope with a
completely signed and executed page B-1 afted to the outside of the envelope.
B. Su itW— Deadlier The deadline for submittal of Bids shall be as ideMifed on page 12 of
Appendix B Bid It is the Bidder's responsibility to have to Bid correctly marked and delivered
to the City Secretary's Office by the submittal deadline. No extensions will be granted and late no
late bids will be accepted.
C. Bids Received Late Bidders are encoumged 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 he
cons idered under any circumstances.
D. AIt=Wons or Withdrawals of Bid Document Any submitted Bid may be wkbdrawn or a revised
bid substittrted if a written notice is submitted to the City Sectary prior to the submittal deadline.
Any inudineations, 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 Dm=ents cannot be altered, amended or withdrawn by the Bidder after the
submittal deadline, unless such alteration, aeuendrnent or withdrawal notice is approved in writing
by the Purchasing Agent.
Cty of Swwakt - RFE0710AI62AM700228 - Page 3 of 21
E. M Dw went Format: All Bid Documemts must be prepared in single -space type, on standard 8-
12" 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 otter format (via talepbone, fax,
email, aw.) may be rejected by the City at its discretion.
F. VgUft Period Once the submittal deadline has passed, ray Bid Doctunent'shall con� an
irrevocable bid to provide the commodities and/or services set forth in t9he Scope of Services at the
price(s) shown in the Bid Document on the tenths sat forth in the Bid Dommmt, such bid to be
irrevocable until the earlier of the expiration of ninety (44) days from the submittal deadline, or
until a cohhtivA has been awarded by the City.
6. Bid Evaluation and Contract Award
A. DjA Evaluating and Contract Award An award of a contract to provide the goads or
services specified herein will be trade using competitive sealed Bids, in accordance with Chapter
252 of the Teams Local Government Code and with the City's purchasing policy. Bid Domm ms
will be opened . publiely. The City will evaluate Bids using the best valve method. A variety of
fhaws may be used in the evahm6on of the submitted Bids for this project. The anticipated
evaluation factors and emphasis placed on each f1acxor 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. Qglethmess ff i he Bid Document is incomplete or otherwise fails to conform to the
requirements of the RFB, City alone will determine whether the variance is so sipificantt as to
render the Bid norh- responsive, or wlhe6er the varianoe may be cured by the Bidder or waived by
the City, such that the Bid may be considered for award.
C. AMNSu Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or
non - compliance by the Bidder with specifications, inst ucdons and all conditions Shall be
oonstrued in the favor of the City. In the event of a oonflict between, these standard RFB
requirements and details provided in App radix 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 information ueoessary to determine Bidder's
ability to meet the minimum standards required by this RFB.
F. PgWal QM= City reserves the right to award one contract for some or all the
reyuh ments proposed or award multiple contracts for various portions of the requirements to
different Bidders based m the unit prices proposed in response to this request, or to reject any and
all Bids and re- solicit far Bids, as deemed to be in the best interest of City.
Chy of Sena take - RFRO71VA162AM7040228 - page 4 of 21
Appendix A — Scope of Services
1. Project Title; ANNUAL CONTRACT FOR SPORTS OFFICIATING AND SCO
S1l RVICES
2. Scope of Services Coatact
Questions about the technical nature of the Scope of Services, ate. may be directed to Ryan McGrail
PH. 817. 748. 8024, e-mail: rmcgraiI@ei.southlaka.tx.us.
3. Spechd Conditions
The following special conditions shall prevail over area of conflict in previous pages: N/A
4. Bid VnInation Factors
Fsnt hm
Factor
40 "/o
Submitted Bid Pricin
60 0 A
References
S. Brand Mans&rctsre Refereace NIA
6.
[A
Key Events Scliednle
Sealed Bids Due to and Opened by City* Shown on First Page of this RFB
Anticipated Award Date December, 2DU7
Scope of Seer oces
7.1 uatima- It is the intent of the City of Southlake to establish a contract for spats
officiating for Youth Basketball (ages 6-16), Youth Volleyball (ages 8 -16), and Flag Football
(agas 6-12). Seorekeepiag for Youffi Volleyball (ages 8 -16) and Youth Basketball (ages 6-16).
The games will require 2 officials 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 tat ination of the omstract. Officiating association will
not be held accountable for ads of God or other situations clearly outside the vendor's control.
7.1.a. Special Terms for Officiating and Soarekeeping Associations at all City of Southlake
(hereinafter "City") Sporting Events:
7.1.b. The ofl_rciating association shall have officials/warkeopm at designated game site
fiftnan (15) minutes before the scheduled start of game. All officiaWscor ekeepers must
check in with City Staff and sign in on the Guys game score shut.
7.1.c. The City shall not be held responsible for any accident or injury sustained by the
association's oiEcialstworekeepers.
Cfy Of Saun4 "o _ RFB#7IW 61RWtV2V Pap 5 of 21
7.1.d. City representatives shall have the right to evaluate, and refuse the service of any
officiallscorekeeper 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 oonb=W price. The association understands actual number and times fbr
gams are contingent on number of trams registered. The City will give notification of
leagues registration slams when completed.
7.11 The association will instruct all of:ficials/scorokoapers to cooperate with assigned City
staff' in any incidentimjury siblations. Officials/scorekeepers will provide anyfall
infammahon necessary for proper documentation by City staff • Association vKU
provide the City with names and contact phone numbers for all officials/scmekeepers
working City sponsored leagues, upon request. staff may be required to contact
officials/scorekeepers in regard to incidentlinjury situations.
7.1.g. Association is required to have a representative present at all organizaiian meetings
which are held prior to the season.
7.11. In the can of a protested game, where ibe protest is upheld, the game shall be replayed
from the point of protest. In accordance with league rules, the official will
officiaWscore keep the game at no charge to the City.
7.1 J. Caneellations/Forf6ted 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 no fees or other penalties paid for
cancelled officiating/acorekeeping gavioes.
7.1 if the City fails to provide the association with this minimum one (1) hour advanced
no fication of cancellation, the City shall pay the associations a sum equal to the
oontracted rate for one game only. No penalty paid for can 'collation of games play can
be greater than the total contracted fees paid for providing officiating/soorekeeping
services at one (1) game.
7.1.k. The City shall pay the established contracted rate for each farfeited game wben the
association has not been provided a minim= of one (1) hour advanced notice. Should
the My provide this one (1) hour advance notice to the association that scheduled
services would not be required there shall no payment for officiating/scorelceseping
services.
7.1.1. If it is possible to reschedule the play of games as to avoid lost t me-or revenue by the
association; this action will be taken. Should this action result in. continuous
officiataWscorekeeping services provided througbout 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.
7.1.m. The officiating association shall have officials attired in proper uniform. The
association and its officials /scar&eepers 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 meet the City's standards of professionalism, the
City may dismiss the official/scorekeeper without penalty, and with no fee due to
association for the gmness thereby un- offieiated.
City ofssaadilake XFBO7IGA162RJW700228 Page 6 of 21
7.1.n. The ofI'ialiating association WWI submit to the Clay for background check, the name,
bird date, social security number, and drivel's license number of each employee
assigned to woak with or near chMan, and shall remove any person that the City
determines unacceptable by reason of criminal history or other oondut 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.Ip. The officiating association sball charge the City fbr 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 numberfpagor number, to provide back up officials to work as sole
as possible.
7. l .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 die
association's official regarding rules.
7.2. Termer of Performance.
7.2.a. Project Item Number One: YOUTH BASKETBALL (8U, IOU, 12U,14U)
7.2a.i. The association. will famish 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 amL -10.00 p-m. at designated locations.
72a.i1i. 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 gar. at designated
locations.
72a.iv. Texas Amateur Athletic Federation (T.A.A.F.) Tounn maent: 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 a.m. — S.-DO p.m. at designated
locations.
7.2a.v. Summer Season: Season begins in June and cads in late July. Games shall be
played on Saturdays 8:00 a.m. — 8:00 p.m. at designated locations.
7.22.vi. Summer League Tournament: Games shall be played in late July, Monday --
Friday, 5:00 p.m. — 10.00 p.m., Saturday 8:00 am. — 8:00 p.m. at designated
locations.
7.2a.vii. Schedules are projected and may be changed due to Lean registration.
Projected annual games will be 1,050. The .lumber of games will be dependent
on the number of teams registered.
7.2a-viii. The association shall provide officiating services at various CISD schools or
other designated facilities.
Cley of Soutbtake - RFRO710AI62RU709228 Page 7 of 21
7.2a.ix 'the officiating association shell have officials ftsUed and acknowledged
oompetent to administer current National Federation of FTiigh Sebools and
Texas Amateur Athletic Federation (T:A..A.F.) rules in cerljunetion with the
City of Souddake Parks and Recreation Department rules and regulations.
7.2.a.x. The officiating association shall provide an appropriate number of officials far
designated fiacilities simultaneously and for approximately 1050 games
annuelly.
71axi. Basketball games shall be played for_ 24 minutes (4, 6- minute quarters for 8
years and under will also inchue ovwtime if necessary), 32 minutes (4, 8-
minuts 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 BASKMALL (bU)
7.2.b.i The association will firsnish one official for all 5 and Under Youth Basketball
grimes. The officiating association must be able m provide officials to cover
designated facilities simultaneously.
7.2.b.1 Fall Regular Sesson: Season begins December and ends in late February.
Games shall be played an Saturdays 8:00 a — 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 dependant on number
of teams registered,
7.2.b.viii. Basketball games sWI be played for 24 minutes (4, G- rninuts quarters).
Accident, injury or weather may require a longer time far games to be played
and officials will provide service for that time at na additional cost:
7.2.c Project Item Number Three: YOUTH VOLLEYBALL
7.2.cI The association will furnish 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.e.M. Fall Tournament: Games shall be played in late November, Monday —
Friday, 5:00 p.m. — 9:00 p.m., Saturday 8:00 a.rn, — 8.00 pm. 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.
CkY ofSoraMale - RM71EL OR14f70021d - Page I of 21
7.2.c.v. Spring Tournament: Games shall be played in lace May, Monday — Friday,
5:00 p.m. — 9:00 p m., Saturday 8:00 ass. — 8 :00 p.m. at designaticd Iodations.
7.2.cvi. Summer Regular Season: Season begins in June and ends in late July. Games
shall be played an Saturdays fim 8:00 a.m. — 8:00 pm. at designated
locations.
7.2.c.vii. Summer Tournament: Games small be played in tats July, Monday — Friday,
5:00 p.m. — 9:00 p.m.. Saturday 8:00 a-m. 8:00 p.m. at. designated location&
72.c. viii. Schedules are projected and may be changed due to team registration.
7.2.c.ix. Projects annusl games: 350. Number of annuals games dependent on
number of teams registered
7.2.c.x. The association shall provide officiating services at various CLSD Schaols or
other designate facilities.
7.2.c xi. The officiating associatiou shall have officials tested and acitnowledged
competent to administw current National Federation of High Scbools and
Texas Amateur Athletic Federation (TA -A.F.) rules is conjunction with the
City of Soutblalte Parks and Recreation Department rules and regulations.
7.2.c.xii. The oiicia1bg association shall provide an appropriate number of officials
far designated facilities simultaneously and for approximately 350 games
annually.
7.2.c.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 furnisb two officials far 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. Gaines
shaUbe. played on Satuudays from 8:00 a.m. — - 8:00 p.m. at designated
10cations.
72d.iii. Fall Tournament: Games shall be played in late November, Monday — Friday,
5:00 pm. — 9:00 pm., Saturdays, 8:00 a.m. -8:00 Pm. at designated locations.
72.d.iv. Spring Season: Season begins in April and ends early .fume. Games shall be
played on Saturdays from 8:00 a.m. — 8:00 p.m. of designated Iocations.
7.2.d.v. Spring Tournament: Gaines shall be played in early June, Monday — Friday,
5:00 p.m. — 9:00 p.nn., Saturdays, 9:00 a.m. — 8:00 p.m. at designated
locations.
CI& of Sotrak*e RP20710AI62JW700228 Page 9 of 21
72A.vi. Schedules are projected and may be changed due to team n g wraticn.
7.2.d.vii. Projected annual games: 200. Number of ammal games dependent on
number of teams registered.
7.2.d.viii. The officiating association shill have officials tested and aclmowledged
competent to administer Texas Amateur Athie6a Federation (T.AA.F) rules
in cm#una ion with the City of Southlake Parks and Recreation Departamnt
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
annna]ly.
72.dx. Football games shall be played for. 40 minutes (two 20 minute halves).
Aocident, injury or weather may require a longer time for games to be played
and offio.Ws will provide service for that time at no additional cost,
72.e Project item Number Five: SCOREKEEPERS (Youth Basketball and Volleyball Only)
7.2.r-i. The association will furnish two scorekeepers (mast be 16 years or older) for
A Youth Basketball and VoIleyball games. The officiating association must
be able to provide officials to cover designated facilities simultaneously.
7.2.e.ii. Regular Season: Season begins Dwember and ends in late February. Games
shall be played on Saturdays 8:00 a.m. -10:00 pain. 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
locations.
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 pan. - 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.
72.e.v. Summer Season: Season begins in June and ends in late July. Games shall be
played on Saturdays 8:00 am. - 8:00 p.m. at designated locations.
7.2.evi. Summer League 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 pm. at designated
locations.
7.2.e.vii. Fall Regular Season: Season begins in September and ends early November.
Games shall be played on Saturdays fiorn 8:00 am. -8:00 p.m. at design"
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 am. - 8:00 p.m. at designated
locations.
7.2.e.ix. Spring Regular Season: Season begins in April and ends in late May. Games
Cky ofSewhk ke - RFD #710A162RM7tV228 - 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.rm., Saturday 8:00 Lm. — 8:00 pm. at designated locations.
7.2.e.xf. Summer Regular Season: Season begins in June and ends in late July. Games
shall be played on Sat n days from 8:00 Lm, — 8:00 pm. at designated
locations.
72.eaii. Sumter Totumamemt 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 locatlaars.
7.2.exiii. Schedules are projected and may be changed due to team registration.
7.2.e.xiv. Prcdected annual games; 1450. Number of annuals games dependent on
number oficams registered
72.e xv. 7be - association shall provide soorekeeping services at various CISD Schools
or other designated facilities.
7:2.c.xvi. The officiating association shall have scorekeepers tested and acknowledged
oompetent to administer curreaYt National Federation ofBgb Scbools,and
Texas Amateur Athletic Federation (T.A.A.F.) rules in conjunction wi b the
City of S o fklake 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.
72.e.xviii. Easke6all 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 cansist of three (3) matobes
to be played for Twenty (20) minutes or twordty -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.f Project Item Number Six: ASSIGNER'S FEE
721i. Assigaces 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 dependeW on
number of teams registered.
7.2.g. Project Item Number Seven: THIRD OFFTCL L FOR CHAMPIONSHIP PLAY
7.2.g.i. An optional third official for championship play may be requested by the City
of Southlake far specific games.
Goy Of Srard ab RFB0710A1 d2RM7#228 - page 11 of 21
Appendix B — Bid Document
Sabn*W ChecMb (7b determine "ffi ty of W
Appendix "id Decameot (pates 12 trough 19) must be included In the bid sabmtdal.
Appendix C-Ooefliot of ]interest Qoestiaanaire (pap 19) must be included to the bid submittal.
Appendiz D- Rapewt !br Taxpayer Ideati8ertion Number and Certification (pale 20) auk be included is the bid
submittal.
;.
RFB0714A162RM7002228
nbw for S ris ci Services
3:00 P.M. C.S . NOVEMBER 9 2007
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I learned of this Regwd for Bids by the foliowhag nmus:
Q Newspaper Adverdwmarot
❑ Soutbleke Website
Mailed Me a Copy
❑ City &Fna>7 Natificadon
❑ Cold Call to City
❑ Otber
City of Sam*rake - AFB071 SA162NN700228 - Page 12 of 21
Appendix B —Bid Doeament (oe gored)
L AMUMED BID INFORMAMM IN ORDER FOR A BID IV BE CIONSID`EM COMPLETA
AND 7V BE EVALUM" FOR A CONTRACT AWARD BY THE CI!'Y, BIDDER MUST
SUBWTALL OF ME FOLWWING 12VFORMA770M.
L Proposed Products and/or Services
A. Product or SMjr4 Lion Bidders should utilize this sec#ion 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
literahM brochures, or other technical infornsation may be used.
B. Pbyj= S9buldDeliy= Date Bidder must provide a project schedule noting all projected
completion dates fur segments of the Project, f om start-up to completion, and all delivery dates for
goods covered by the RFB. The Bid Document must show the number of days requnrtd to deliver
and install the product or equ# mt t after the receipt of the City's Purchase Order.
2. Cost ofProposed Products and/or Services
A. PAgin Pricing shall reflect the full Scope of Servios defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. SchedulL Pricinm Bidder shall quote snit pricing in weardence with the itemized lasting of
products or contrast segments stated in the Scope of Services and tu6W the following format:
Item
#:
Quantity;
Description of
ProduchMervices:
Unit Cast:
Extended Price:
1.
Youth Basketball Games (Two
Offtciab)
Liz
275 sues
275 (8 and Under) Games
s ea
7► �'
.l.&
325 sues
325 (10 and Under) Games
S ea
S 13, AP
Le.
300 lives
300 (12 and Under) Games
$ . �{�,� -- an
$ 11,61V 00
2.
50 secs
Youth Baskethall (One
Official) 50 (6 and Under)
Game r
S
3.
350 svcs
Youth Volleyball — 350 Games
S es
S s
4.
200 secs
Youth Flag Football — 200
Games
City OfSouddake - RFB07IQ, MRM700229 - Page 13 of 21
Item
0:
Quantity:
DCKAptku of
Prad�:
Unit Cash
Extended Pri6e:
S.
1,450 rocs
Two (2) Scorekeeper's Per
Youth BasketballNolleybali
Game -1,450
S . ee
S j .jk
�
6.
3,160 ncs
Assigaer's Fee Per Game
3,16t!
.5 %�?, _S'�,E4
'#
Per svcs
Optional Third Official For
Championship Play.
each service
TOTAL ALL SERVICES:
%Wrdv%�
3. OPTION TO EXTEND:
4.
6
Effective date and term This Agreement is effective upon execution by the pasties. The term
of the Agreement sba11 commence on the date and year, and shad continue in full force and
effect for a period of one (1) year ii= such commencement elate, finless sooner terminated as
herein provided.
C.i. OM` : It is agreed that City will have the option to extend the contract for up to
flour (4) additional years. ISM one -year intervals, each commencing annually on the month
and date of the ori6W award date. To exercise this option, the City shall serve written
notice not later than 30 days prior to the original one -year tam or the end of any one -ygar
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.
If the City exercises its option to extend the - contract, the Contractor may request an
increase in pricing. In support of any such req=4 Contractor shall fiunish 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 thW paragraph exceed an aatnual increase of more titan four percent (4
Bidder's Experience / Staff
A. P 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 dells
their experienoo.
B. Removal or Replacement of Steil If an assigned stag person must be re roved or replaced for any
reason, the replw=nent person must be approved by City prior to joining the project,
Chy of5ouWake - RFS07104162&M7tV228 - Page 14 of 21
I `
UJ
equo
I P j.e �g -� � �,�,
a VA W.rpotNci
9 17 - 7oG -.4 4 63
C. Businew 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 bushmm under different narries, err have operated any other businesses or
abanged the legal std or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
Principals, if different thaw present, must-be provided;
State the number of years experience the business bas: : and the number of employees:
D. hject 1W1 tad Eicneriaeee All Bids must include detailed information that details the Bidder's
experience; and wgmtsa in providing the requested services that demonstrates the Bidder's ability
to logically plan and complete the requested projeact.
S. References
Bidder shall provide three (3) refer toes where Bidder has performed similar to or the same t3IM of
services with a municipality or other such agency as described herein.
Reference #h
Client 1 Company Name: CL V VeS4 r A P 154(o. a' c. m i
Contact Name: C 2 1 l r
Contact Tide d`
Contact Title:
EM:
Data and Scope of Work Provided_
^ eta
Reference 2:
Client r Company Name: �-4 N u
Contact Name: 04
CO irtact Title-
Contact Title:
PH: r
EM:
Date and Scapa of Work Provided:
U1 I 6i Ppa,.q
A f - k
Reference N3•
Client /Company Nair:
a a rM A C 6- .e
Contest Name: Q
CO irtact Title-
PH: S �..
EM-,
Date and Scope of Work Provided:
Ad pl�nitaw_-S A000
4
t i{R o, f SoudhIgAe - RFB077M16ZFM70M8 - Page 35 of 21
6. Federal, State and/or Loerdl Identffication Information
A. Centralized Master Bidders List registration number:
B. Prime conductor HUB / IMWBE 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 maintaiming.interlocal 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 govammexital entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental on* will place their' own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other goverrmmesntal entities placing
orders, the City will notify the successful Bidder of their iatont
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.
II. NTRA D COND EXCEPT W ERE BIDDER M9aES SPEMIC
EXCEPTION DV THE SUBAII= BID, ANY CONTRACT RESVLTDVG FROM TATS AM
WILL CONTAIN THE FOLLOWDVG TEMS AND CONDITIONS, WHICH BIDDER HEREBY
A OWI.EDGES, AND TO W1MCHADER AGREES BYSUBJI 777EW A BID:
1. Delivery of Products audVor Services
A. Payment Terms Unless odherwise specified in the Scope of Services or otherwise agreed io in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Serviers All services performed shall be warranted to be of a good and workmanUm
quality, in addition to, and not in lieu pt any other express writes %mrranties provided.
C. Late DeliyM or Perfoamancv If Binder fmls to deliver acceptable goods or services within the
timeframes 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 sizcl� costs within ten days of invoice.
D. FOB fdelN= ch@ gesl 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 eollect shipments. The
contract price shall include all charges, including delivery, installation and set -up fees. All
packing, orating or other debris resulting from the delivery or set -up of the commodity p=hased
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 he provided by Bidders hereunder, if any, the title
and risk of loss of tho goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, hu tested the system, and determined that
it is in good and acceptable working order.
City ofsailek a►ke - RFB MA162 R1if7M228 Page 16 of 21
2. Misedlaneous
E. Wrurrsdent Contractor Bidder agrees that Bidder and Bidder's employees and Agents have no
employer- onvioyoe relationship wig City. Bidder agrees that if Bidder is sek tW and awarded a
contract, City shall not be reWnable far the Federal Insurance Conlnbntion Act (FICA)
payments, Federal or State unemployment taxes, income tax wkiiholdunq. Workers CwTensation
lnsmsnce payments, or any other insurance payments. nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
F. ANiOMAMe The rights and duties awarded rite svecessfW Bidder shall not be assigned to another
without the written eat of the Purchasing Agent. Such consent shall not relieve the assigner of
liability in the event of dehWt 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 mlease of all liens or satin actwy evidm= of
freedom from lieges shall be delivered to the City.
H. COALbes / Bnbes Bidder certifies that no bribes in the form of eaatwu mnent, gifts, or atbernv M
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 shall be grounds for voiding of the contract
L Financial Partissipad : 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 aclmowledges tbat
this contract may be terminated andlor payment withheld if this certification is inaccurate.
J. RRi Licenses Bidder certifies that he bolds all licxnses requbvd by the State of Texas for it
provider of the goods andlor services described by the Scope of Services herein.
K. ALAgft to Submit Bid and Enter Coanact: 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. QmWiancce with Ap&abla Law Bidder agrees that the contract will be subject to, and Bidder
will striody comply wilt, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
3. Finsuacial Responsihslity ProvWeus
A. uce The Bidder. consistent whb its status as an independent comractor, shall oarry, and shall
require any of its subcontractors to carry, at least the following insurance in such faun, with such
companies, and in such amounts (unless'otherwise specified) as City may require:
i. Worker's Compensation and Employer's Liability in suranca, including All States
Endorsement, to the extract required by. federal law and complying with the laws of the
Stator of Texas;
ii. Commercial General Liability insurance, including Blanket Corrtractual Liability, Broad
Form Property Daman, Personal Injury, Completed Operations/Products I iabAity,
Premises Liability, Medical Payments, Interest of Employees as additional fasureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,ObO)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
City of Sawkkke - RFB07104162RU700228 Page 17 of 21
Hi. Comprehensive Automobile Liability msura xe covering all owned, non -owned or hired
automobiles to be used by the Conftw or, with coverage for at least Cho Mifliaa Dollars
($1.000,000) Combined Single Limit Bodily Injury and Ply
iv. The insurance covamges or piam sha11 name the City, if officialk employees and volunft=,
(collectively, the 'City') as an' additional insured. Conbantor shall feunisb a c:ertifacata of
insurance which shell state that the City is an additional insured under the policies or plan,
that the cartifirame 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
ksurc& The outiSoate of insurance or othei- evidence of the required coverage shalt be
furnished with die boards or prior to commencement of work under the oontr=4 if no bonds
am required.
v. 31re Cof'actor's liability insurance policies shall contain provisions that specify that the
policies are primary and will apply without consideration of other policies sepsawoly carried,
and will state that each h aumd is provided coverage as drouSb a sepano policy had been
issued to each, except that insurer's liability will not be incraued beyond the amount for
which the insumer would have been liable had only one ins ved born covered_ Coverage shall
be primary and non- contributory with any of the CiV s polioie&
B. Indemnification Bidder agrees to defend, ix d nify and hold harmless the City, all of its
officers, Council numbers, agents and employees from and against all claims, actions, snits,
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 omiWons
of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or
performance of Ns contract without regard to whether such persons are under the direction of City
agents or employees.
Tba Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents
and employees, from all claims, actions, suits, demands, prooeedings, costs, damages and
liabilities, including reasonable attorneys' fees, court casts and related expenses, arising out ofany
alleged infringement of paid or copyrights arising from tfre Contractor's performance under the
Contractor's Bid, including attorneys' fees and court costs.
Coy of 8outhlake - RPB0719AI62AM700228 - Page 18 of 23
Z)uthlo
Appendix C - Conflict of Interest Questionnaire (0Q)
l CONFLICT OF OMMEST QUESTIONMAIRE 0ORLE CI I
I
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bra prsend�e Haan keadi+easrp4�Baad{�asdsSmsd 1r�t8aeOuw l7e.DQ1f7s}wtA�a beef
isw6iy andShsprereneaWs bwgrdramsdsudbxStaioer ?T6.Ofjd(+�,
ntrttbailyd taKlhre oflYMtaoarFyyoerennwa�l
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A paemm aaa v m odlansa i"Ve *numby)lyf vbfalm Sscs= 17a.0M Loud
�erararrra�t7odsArr olaarratMadsritlsasniewla a Glsss�:rrTsdraaaar�
❑ Cbmkw sboslty"an mom
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(Um taw raga a Out you No m apdabod aatap}atad g ouftanataa aft em appropriaie !Virg aaiharyeyr rml
4dow tm Os My bLuam iq aar Me dais ihs mtka* OW gnob aem I - - - s Immmm"As or itb2a0000a)
bfabaaotlowd hllalaar vd11r aataCwin�tl ioasaTp
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7ft asrdldrr Psum S 1 ' A. f1. C i Cy aMM be aagpltbd for doh o ear atbtr Wm a *a Saar has aft
swV&pnmrA or olrvfardmsa aer ddb b9r Faeofen 1Td Q6i(1 - baron[f3o+raaeia>tCads Ibi<iiol+ atldtYiswop
papm to #6 Fam CIQ w motm:yr.
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IL to be raeraf UnsgueLorrreka rraraidng or f h* b rawo o toad« bmxm t o*wr lhm ipwudnm moans Mora or at Iba
dlrsafm of *a bony puawsa"oabur n wwd In this amWon AND 9w Mabie irraarna is wl nrotiwd Gann fete boai
yyeaewtenaot+d
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Q is to Ver of tbL gYaMia7rarm a owparAm at atm bbrsWw soft wigh MM M lire Ind
vwwmrwaL nfietl ftmu as m 0 mmw ar nr haids as aaa+eab4r OF W iaoroln6 a nraa7
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Cay of Slnrt*we RFBO710AI62RM700228 Page 19 of 21
a
Appendix E — No Intent to Submit Form
ff your f rm has chosen not to submit a bid for this procu remw4 please complete this form and
submit to:
Or of Southlake
Purchasing Division, Departnt of Finance
1404 Main Street, Suite #440
Southlake, Texas 76442
Please check all items that apply:
❑ Do not sell the hem(s) required.
❑ Cannot be Gompetltive.
❑ Cannot provide Insurance required
❑ Cannot provide Bonding required.
❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification
request. requirement.
❑ Job to ]Mir,
❑ Job too small
❑ Do not wish to do businxs with the City of Southlake. ❑ Other.
COMPANY NAME (Please print):
Authorized Officer Name (Please print):
Telephone:
Fax: ( . }
City of 3onrklake - RPROM4162R 700219 - Page 2I of 2i