HomeMy Public PortalAboutHub City Sports 2 Officials (Parks & Recreation)City of Crestview
City Clerk Coversheet
Doc
0 II 111111,1 III II
Contracts
Year
2016
5/3/2019
Hub City Sports 2 Officials LLC
P.O. Box 1639
Crestview Fla. 32536
Employer Identification Number: 46 - 2368419
Contact: Darnell Watson (Phone 850 496-8418)
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1. The name of the organization shall be HUB CITY SPORTS 2 OFFICIALS LLC,
(HCS20).
2. The HCS20 is established and incorporated as a partnership organization,
January 1, 2011. The HCS20 contract with various organizations in Okaloosa,
Walton and Holmes Counties to provide independent contractors, who are
experienced, dedicated and professional officials, for various sports events,
which includes Youth thru Adult. The HCS20 collects the fees on these
contracts and distributes the fees to the independent contractors who official
the events.
3. The HCS20 have 67 members (all sports) who are sanctioned by Florida High
School Athletic Association (FHSAA) as the chief operating agency for
Okaloosa Walton Officials Association.
4. Business License Receipt Number 3600100756037
MEMBERSHIP
i. All members of HCS20 are Independent Contractors (See attachment A).
2. CONDITIONAL MEMBERSHIP FOR FIRST FOR FIRST-TIME OFFICIALS.
Officials requesting to join HCS20 will have a Conditional Membership until
such time as their registration with FHSAA has been approved.
3. ASSOCIATE MEMBERSHIP. All independent contractors who have applied
for membership with HCS20 who are registered and in good standing with
FHSAA. All persons receiving money from game fees, including Officers
and/or Commissioners, are independent contractors and in no way
employees of HCS20.
a. JESSICA LUNSFORD REQUIREMENTS: All Officials will be required to
obtain/pass/maintain a computer data search based criminal history check
as specified in section 1012.467, Florida Statutes. (Known as the Jessica
Lunsford Act) by a Florida County School Board authorized agent. They are
required to notify HCS20 within 24 hours if their status changes in any way.
The official is responsible for obtaining his/her own clearance each year and
paying for it.
PRINCIPLES OF CONDUCT
The CODE OF ETHICS FOR ATHLETIC OFFICIALS as outlined in the National
Federation of State High School Association and Florida High School Athletic
Association (FHSAA) as outlined in the Officials Handbook shall be considered the
principles of conduct for HCS20, The commissioner of each sport shall ensure the
adherence to these principles and these bylaws through appropriate disciplinary
action including the withholding of game assignments, placement on probation, or
report to the FHSAA as necessary. An FHSAA official who has been disciplined,
placed on probation, or suspended by the HCS20 may appeal that decision to the
FHSAA Executive Secretary for review or for final adjudication. Officials are
required to attend sport specific meeting and participate in scrimmages as assigned
by HCS20 during pre/off-season with no compensation being paid.
REFERENCES:
1. Jeff Bradley Paxton High School 334-504-5971
2. David Carnley Davidson Middle School 850-902-2624
3. Matt Brunson Baker School 850-902-1634
4. Mitch Buckalew Shoal River Middle School 850-682-2579
5. Dexter Day Crestview High School 850-504-5971
The above individuals are directly involved with HCS20in some capacity as a
League, Middle School or Youth Coach. More available upon request. •
RFP No. 12-1129
Contract Time Extension: 03/08/16 - 08/31/17
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be
executed by their duly authorized representatives:
FOR:
City of Crestview, Okaloosa County, Florida
By:
Date:
City Clerk
By: a a)1,-}4.,it,
Date:
Contractor
CITY OF CRESTVIEW
SPORTS OFFICIATING SERVICES FOR ADULT AND YOUTH ATHLETIC LEAGUES
RFP No. 12-1129
SCHEDULE OF PROPOSAL PRICES
Item
League
Estimated
Annual
Games
Price Per
Official
Per
Game/Hour
Total Price
1
PW 1 Youth Football (4 Officials)
60
$132
$7,920
2
PW 2 Youth Football (4 Officials)
60
$152
$9,120
3
Youth Football Clock Operator
120
$15
$1,800
4
PW 1 Youth Basketball (1 Officials)
N/A
$25
$0
5
TL Youth Basketball (2 Officials)
234
$66
$15,444
6
JV Youth Basketball (2 Officials)
192
$66
$12,672
7
Varsity Youth Basketball (2 Officials)
120
$76
$9,120
8
Basketball Clock/Score Operator(s)
1140
$15
$17,100
9
TB (1 Umpire)
200
$20
$4,000
10
CP Softball or Baseball (1 Umpire)
294
$33
$9,702
11
10U Baseball (2 Umpires)
181
$66
$11,946
12
12U Baseball (2 Umpires)
112
$66
$7,392
13
JRSB Softball (2 Umpires)
112
$66
$7,392
14
SRSB Softball (2 Umpires)
48
$66
$3,168
15
JRMAJ Baseball (2 Umpires)
60
$76
$4,560
16
Adult Men's Softball (1 Umpire)
210
$38
$7,980
17
Adult Women's Softball
(Coed)(1Umpire)
N/A
$38
$0
18
U6 Soccer (1 Official)
112
$38
$4,256
19
U8 Soccer (1 Official)
112
$38
$4,256
20
U10 Soccer (2 Officials)
112
$72
$8,094
21
U12 Soccer (3 Officials)
60
$89
$5,340
22
U15 Soccer (3 Officials)
60
$89
$3,960
Grand Total (Items 1 through 22)
$155,222
Grand Total (Items 1 through 22)
Written: Darnell Watson
Company Name: Hub City Sports 2 Officials LLC
Proposer Name: Darnell Watson and John Gordon
Proposer Title: Co -Owners of Hub City Sports 2 Officials LLC
Proposer's Signature:
Date:
Motion by Mr. Baugh to pas dinance 1491 ,Chapter 70, onto its se 1 reading and public hearing
including a workshop. Seconded by Mr. Gordon. Vote 4 yeas and 0 'ILL./S. Charles Baugh, Thomas
Gordon, Tim Grandberry and Ben Iannucci voted yea. Motion carried.
f. Village Profile Ad - City Clerk.
The City Clerk advised that the Greater Area Crestview Chamber of Commerce is publishing a
community map. Three years ago the City had a 3"x3" full cover ad for $895.00. With the budget
constraints the City Clerk recommended that a 2"x2 Y2" ad be run for $395.00. The funding for the ad has
been budgeted for $895.00.
Motion by Mr. Baugh to approve the recommendation to run a 2"x2 Y2" ad in the community map,
produced by the Chamber of Commerce in the amount of $395.00. Seconded by Mr. Gordon.
Mr. Gordon asked what the City would get in return for running the advertisement.
Ms. Roy advised that the Chamber will provide a certain number of maps to give out during the year.
Vote 4 yeas and 0 nays. Charles Baugh, Thomas Gordon, Tim Grandberry and Ben Iannucci voted yea.
Motion carried.
g. Donation of Building - Public Services.
Mr. Steele advised that Gulf Power recently contacted his office and asked if the City would be interested
in receiving a donation of a building located at 301 Cadle drive. Gulf Power purchased some property at
that location to construct a substation and on the property there is 3,552 sq ft metal building that they
would like to donate to the City. Mr. Steele recommended that the City accept the building.
Motion by Mr. Grandberry to support the donation of the building from Gulf Power, and allow
Crestview's City Attorney to contact Gulf Power's Attorney and to direct City staff to help with transition
of donation of the building. Seconded by Mr. Baugh. Vote 4 yeas and 0 nays. Charles Baugh, Thomas
Gordon, Tim Grandberry and Ben Iannucci voted yea. Motion carried.
h. City Sports Officials Bid - Public Services.
Mr. Steele advised that the sports officiating services for City Sports had never been competitively bid
out, and Mr. Steele has corrected that by adhering to rules and policies of purchasing for the City. The
request for bids for the City Sports Officials was successfully advertised and opened. Only two bids were
received and only one of the bids met the minimum qualifications. Mr. Steele recommended that the
Council move to support the apparent low bidder and move that staff assist the City Clerk with the
contract and with Mr. Millers consent bring it back to the Council for approval and execution.
President Iannucci advised that the Sports Officials contract with the City's current officials' had been
budgeted for $65,000.00 and this bid actually came in $8,700.00 less then what the City currently pays
out.
Motion by Mr. Baugh to support the bids from Hub City Sports Officiating for the amount designated at
$56,300.00 and bring the contract back for approval and execution at our next regular scheduled Council
meeting. Seconded by Mr. Gordon. Vote 4 yeas and 0 nays. Charles Baugh, Thomas Gordon, Tim
Grandberry and Ben Iannucci voted yea. Motion carried.
i. Approval for Jack Dorman, Growth Management Consultant ( J. E. Dorman &
Associates, Inc.) to proceed with the Military Compatibility update to the
Comprehensive Plan. (Workshop request is showing in the "request for workshops"
Schedule" under new business). Requested by Admin Services. (info to follow).
Mr. Jack Dolman addressed the Council and briefed on the 2011 Growth Management and compatibility
Mins 12/10/12 3
REQUEST FOR PROPOSALS
DETAILED REQUIREMENTS - SCOPE OF SERVICES
t Purpose
It is the intent of this RFP to provide the City of Crestview with qualified Sports Officials for the Parks and
Recreation Department adult and youth athletic leagues.
2. Definition
Officials shall be defined as one who administers the rules of a game or sport and shall be inclusive of the
term referee or umpire unless stated otherwise.
3. Sports Field and Court Locations
Game Locations
Address
Twin Hills Stadium
100 N. Hathaway, Crestview, FL 32536
Twin Hills West Soccer Field
100 N. Hathaway, Crestview, FL 32536
Twin Hills Gymnasium
100 N. Hathaway, Crestview, FL 32536
Spanish Trail Park Softball Complex
205 Stillwell Blvd, Crestview, FL 32536
Durrell Lee Baseball Stadium
1850 E. lst Avenue, Crestview, FL 32536
4. Types of Usage — Types of officiating services required under this contract are as follows:
a. The selected Contractor will be expected to assign referees to the required number of games
scheduled as determined by the City's Recreation Supervisor. This shall include all regular, playoff
and tournament league games.
b. The number of games may vary and will ultimately be determined by the number of players
registered and the number of teams which make up the program.
c. The selected contractor will be required to assign the specified number of certified, insured, and
successfully background checked officials to each scheduled game.
5. History of Officials Usage
"Appendix A" represents the City of Crestview usage requirements for Sports Officiating Services that
occurred during 2011-2012. Proposers are encouraged to use this information as an estimate for reference
and guidance purposes only. Proposers shall not use this information as actual usage for future years. The
City reserves the right to increase or decrease the estimated official usage.
6. Attire
Game officials shall be dressed in the following officiating attire when officiating games for the City:
• Officiating shirt (Contractor may determine if striped or blue shirts are to be used)
• Black shorts or pants
• Appropriate footwear depending on sport (sneakers, cleats, etc.)
• Appropriate whistle
7. Scheduling
Contractor shall, in so far as practicable, schedule assignments two (2) weeks in advance of the date of the
scheduled season, The City shall provide the Contractor with notice of rescheduled dates as far in advance
of such duties as is possible, but in no case shall the Contractor be provided less than twenty-four (24)
hours notice.
8. Officiating Procedures
a. Officials shall arrive in proper uniform a minimum of five (5) minutes prior to the schedule time for all
games. Delays or interrupted start-up time caused by the failure of a timely arrival may result in fines
outlined below,
b. Complete and sign a score book at the end of each serviced game. This book will be deposited in a
designated area at the conclusion of the last daily scheduled game. The contractor's payment will be
calculated by these records.
c. The City reserves the right to recommend disciplinary action in the form of suspension and/or dismissal
for any official who fails to perform his/her duties as defined in the contract or for any behavior deemed
inappropriate by the City.
9. Cancellation I Forfeited Games
a. The City has the right to cancel officials for any game due to poor attendance, inclement weather, etc, In
such a case the City shall endeavor to provide the Contractor with two (2) hours advance notice of any
canceled game, When this (2) hours notification is provided, there shall be no fees or other penalties paid
for canceled officiating services. If the City fails to provide the Contractor with the minimum two (2) hours
advanced notification of cancellation, the City shall pay to the Contractor, a sum equal to the contracted rate
for one (1) game only.
b. In the event of a forfeited or cancelled game, the officials scheduled for such games will be required to
remain on site and referee a practice or scrimmage game. The decision for such action will be solely at the
discretion of the City's designated Program Supervisor.
c. Contractor shall reimburse the City for any and all overpayments caused by cancelled or forfeited games,
or when the Contractor has failed to provide the services specified.
10. Fines
The table below represents fines that shall be assessed to the Contractor of non-compliance:
Offense
Fine (Per Game)
Non-compliance of Uniform Rules
$5,00
Tardiness (less than 15 minutes)
$10.00
Tardiness (15 minutes or more)
'/2 of per Official, per Game Price*
Absenteeism (No Show)
per Official, per Game Price*
*Price is based on the Schedule of Proposal Prices contained in the Proposal package
2
APPENDIX "A"
HISTORY OF SPORTS OFFICIATING SERVICE USE
2011-2012
The following table represents the City of Crestview's usage requirements for Sports Official Services during 2011-
2012. Proposers are encouraged to use this information as an estimate for reference and guidance purposes only.
The City reserves the right to increase or decrease estimated usage indicated below and/or secure services during
other weeks and months not indicated at the sole discretion of the City.
NOTE: The time of each game may vary, but the minimum time required by the City would be one (1) hour per game.
Youth Boys Basketball League
Age of player in league:
7-15 years old Boys
Number of Seasons per year:
One (approx. 157 games)
Length of (each) season:
7 weeks (January — February)
Number of days league meets per week
Five (Mon., Tues., Thurs., Fri., Sat.)
Minimum number of officials per game:
Two
Maximum number of officials per game:
Two
Location(s) of league:
Twin Hills Gymnasium
Youth Girls Basketball League
Age of player in league:
7-15 years old
Number of Seasons per year:
One (approx. 48 games)
Length of (each) season:
7 weeks (January — February)
Number of days league meets per week
Five (Mon., Tues., Thurs., Fri., Sat.)
Minimum number of officials per game:
Two
Maximum number of officials per game:
Two
Location(s) of league:
Twin Hills Gymnasium
Youth Coed Basketball League
Age of player in league:
5-6 years old
Number of Seasons per year:
One (approx. 42 games)
Length of (each) season:
7 weeks (January — February)
Number of days league meets per week
Five (Mon., Tues., Thurs., Fri., Sat.)
Minimum number of officials per game:
One
Maximum number of officials per game:
One
Location(s) of league:
Twin Hills Gymnasium
3
Adult Men's Softball League
Age of player in league:
17 +years old
Number of Seasons per year:
Two (approx. 220 games)
Length of (each) season:
12 weeks (May - August)
Number of days league meets per week
4 (Mon., Tues., Thurs., Fri.)
Minimum number of officials per g_ame:
One (ISA Rules)
Maximum number of officials per game:
One (ISA Rules)
Location(s) of league:
Spanish Trail Softball Complex
Adult Women's Softball League
Age of player in league:
17 + years old
Number of Seasons per year:
One (approx. 50 games)
Length of (each) season:
13 weeks (May - August)
Number of days league meets per week
4 (Mon., Tues., Thurs., Fri.)
Minimum number of officials per game:
One (ISA Rules)
Maximum number of officials per game:
One (ISA Rules)
Location(s) of league:
Spanish Trail Softball Complex
Adult Coed Softball League
Age of player in league:
17 + years old
Number of Seasons per year:
One (approx. 78 games)
Length of (each) season:
6 weeks (Sept. — Oct.)
Number of days league meets per week
3 (Mon., Tues., Thurs.)
Minimum number of officials per game:
One (ISA Rules)
Maximum number of officials per game:
One (ISA Rules)
Location(s) of league:
Spanish Trail Softball Complex
Youth Soccer U6 — U8 League
Age of player in league:
4 — 7 years old
Number of Seasons per year:
One (approx. 72 games)
Length of (each) season:
10 weeks (Sept. — Nov.)
Number of days league meets per week
Four (Mon., Tues., Thurs., Sat.)
Minimum number of officials per game:
One
Maximum number of officials per game:
One
Location(s) of league:
Twin Hills West Soccer Field
Youth Soccer League
Age of player in league:
8 —14 years old
Number of Seasons per year:
One (84 approx. games)
Length of (each) season:
10 weeks (Sept. — Nov.)
Number of days league meets per week
Four (Mon., Tues., Thurs., Sat.)
Minimum number of officials per game:
Two
Maximum number of officials per game:
Two
Location(s) of league:
Twin Hills Stadium
4
Youth Tackle Football
Age of player in league:
6 —11 years old
Number of Seasons per year:
One (60 approx. games)
Length of (each) season:
10 weeks (Sept. — Nov.)
Number of days league meets per week
Three (Mon., Thurs., Sat.)
Minimum number of officials per game:
Four
Maximum number of officials per game:
Four
Location(s) of league:
Twin Hills Stadium
Youth Baseball / Softball League
Age of player in league:
9 —15 years old
Number of Seasons per year:
One (184 approx. games)
Length of (each) season:
10 weeks (March - June)
Number of days league meets per week
Four (Mon., Tues., Thurs., Sat.)
Minimum number of officials per game:
Two (Dizzy Dean)
Maximum number of officials per game:
Two (Dizzy Dean)
Location(s) of league:
Durrell Lee Fields
Youth Baseball/Softball Pee Wee/ CP League
Age of player in league:
5 - 9 years old
Number of Seasons per year:
One (186 approx. games)
Length of (each) season:
10 weeks (March - June)
Number of days league meets per week
Four (Mon., Tues., Thurs., Sat.)
Minimum number of officials per game:
One
Maximum number of officials per game:
One
Location(s) of league:
Durrell Lee Fields
Adult Coed Volleyball
Age of player in league:
17 + years old
Number of Seasons per year:
One (Not enough interest last year)
Length of (each) season:
5 weeks (June - July)
Number of days league meets per week
Two (Mon. & Thurs.)
Minimum number of officials per game:
One
Maximum number of officials per game:
One
Location(s) of league:
Twin Hills Gymnasium
5
CITY OF CRESTVIEW
SPORTS OFFICIATING SERVICES FOR ADULT AND YOUTH ATHLETIC LEAGUES
RFP No. 12-1129
SCHEDULE OF PROPOSAL PRICES
Item
League
Estimated
Annual Games
Price Per Official
Per Game/Hour
Total Price
1
Youth Boys Basketball (7-15 age)
157
$ /Game
2
Youth Girls Basketball (7-15 age)
48
$ /Game
3
Youth Coed Basketball (5-6 age)
42
$ /Game
4
Adult Men's Softball (17+)
220
$ /Game
5
Adult Women's Softball (17+)
50
$ /Game
6
Adult Coed Softball (17+)
78
$ /Game
7
Youth Soccer (4-7 age)
72
$ /Game
8
Youth Soccer (8-14 age)
84
$ /Game
9
Youth Football (Tackle)
60
$ /Game
10
Youth Baseball/Softball
184
$ /Game
11
Youth Baseball/Softball T-Ball/CP
186
$ /Game
12
Adult Coed Volleyball
N/A
$ /Game
Grand Total (Items 1 through 12)
$
Grand Total (Items 1 through 12) Written:
Company Name:
Proposer's Name:
Proposer's Title:
Proposer's Signature:
Date:
6
SPECIAL TERMS & CONDITIONS
1. Point of Contact
To ensure fair consideration for all Proposers, the City prohibits communication to or with any
department, elected official or employee during the submission process, other than the City Clerk,
regarding the requirements for this submittal. Any such contact may be considered grounds for
disqualification. The City shall not be responsible for oral interpretations given by any City
employee or its representative.
All inquiries concerning clarifications of this solicitation or for additional information shall be
submitted in writing by mail, email, or facsimile and directed as follows:
City of Crestview — Clerk's Office
Attn: Elizabeth M. Roy, City Clerk
198 N. Wilson Street
Crestview, FL 32536
Fax: 850-682-8077
Email: elizabethroya.cityofcrestview.orq
All responses to questions/clarifications will be sent to all prospective Proposers in the form of an
addendum. Such contact is to be for clarification purposes only. Material changes, if any, to the
scope of services, or bid procedures will only be transmitted by written addendum.
2. Proposal Requirements
2.1 Scope of Services Proposed
Clearly describe the ability to perform the scope of services proposed including a work
plan including and explanation of methodology to be followed to perform the services
required of this proposal,
2.2 Firm Qualifications
The proposal should give a description of the firm, including the size, range of activities,
etc. Particular emphasis should be given as to how the firm -wide experience and expertise
in this type of service will be brought to bear on the proposed project. The proposal must
also identify the contact person and their day and evening telephone number.
The Proposer must also be prepared to submit on the City's request, within seven (7)
calendar day of the request, further evidence as to the qualifications such as financial data,
previous experience, and/or evidence of legal qualifications to perform the work.
2.3 Minimum Requirements
The proposer shall provide with response at the time of proposal opening, copies of the
required officiating certifications and officiating insurance for each official that will be
assigned to this service contract. Officials shall maintain these policies at all times and
provide at the request of the Contract Administrator the required officiating certifications,
officiating insurance, and acceptable national criminal background check.
7
2.3.1 Business Licensure
Business Tax Receipt must be in effect as required by Florida Statute 205.065 or
as amended. Contractor shall include copies of licenses with submittal.
2.3.2 Officiating Certifications
The following are acceptable high school level officiating certifications:
• Florida High School Activities Association (FHSAA)
• Any national accredited officiating associations,
2.3.3 Officiating Insurance
Proof of current sports officiating insurance through the National Association of
Sports Officials {NASD} or the National Federation of State High School Sports
(NFHS),
2.3.4 National Criminal Background Checks
All contractor personnel assigned to the contract shall be subject to a criminal
background check, which shall be conducted by the Crestview Police Department,
The result of this background investigation shall be provided to the Contract
Administrator. The City shall be the sole judge regarding the acceptability of
individuals assigned to the contract. Requests for additional background checks
may be requested by the Contract Administrator.
3. Competency of Proposers
Proposals shall be considered only from firms that have been continuously engaged in
providing products and services similar to those specified herein for a reasonable period
and that are presently engaged in the provision of these services. It may be necessary to
produce evidence that they have established a satisfactory record of performance for a
reasonable period of time.
The Contractor is to ensure that all personnel utilized for officiating services are
knowledgeable in all applicable rules and regulations, as they pertain to this sports activity.
Such officials must have a complete understanding and knowledge in the methods of
common scorekeeping practices for the sports activity in question. At the option of the City,
such officials may be tested as to their knowledge of these rules and procedures.
4. Performance
It is the intention of the City to obtain the products and services as specified herein from a
source of supply that will give prompt and convenient service. The awarded Proposer must
be able to perform as required under the scope of services. Any failure of Contractor to
comply with these conditions may be cause for terminating any resulting contract
immediately upon notice by the City. The City reserves the right to obtain these products
from other sources, when necessary, should Contractor be unable to perform on a timely
basis and such delay may cause harm to the using department or City residents.
R
5. RFP Schedule
The city will use the following tentative time schedule in the selection process. The City
reserves the right to change and/or delay scheduled dates.
Event: Date:
RFP Available 10/22/12
Last Date of Receipt of Questions 11/20/12
Addendum Release (if required) 11/13/12
Proposals Due (2:00 p.m. CST) 11/29/12
Selection Committee Review/Oral Interviews 12/03/12 to 12/06/12
City Council Award of Contract 12/11/12
Begin Service Under New Contract 01/03/12
6. Proposal Submission
One (1) clearly marked "Original" and four (4) copies of your complete response to this
RFP shall be submitted no later than 10:00 a.m., CST on or before Thursday, November
29. 2012 to Elizabeth M. Roy, Office of the City Clerk, 198 N. Wilson Street, Crestview, FL
32536. Submitting firms are fully and completely responsible for the labeling, identification,
and delivery of their submissions.
The City of Crestview will not be responsible for any mislabeled or misdirected
submissions, nor those handled by a delivery person, couriers, or the U.S. Postal Service.
Submission shall be plainly marked on the outside with your company information and the
following:
RFP No:
RFP Name:
Due DaterTime:
City of Crestview
Attn: Elizabeth M. Roy
Office of the City Clerk
198 N. Wilson Street
Crestview, FL 32536
12-1129
Sports Officiating Services Contract
Thursday, November 29, 2012 at 2:00 p.m. CST
Note: The proposal shall be signed by a representative who is authorized to
contractually bind the Proposer.
6.1 If Proposer downloaded the RFP document from the City's webpage, Proposer's
response shall not contain any alteration to the document posted other than entering data
in spaces provided or including attachments as necessary. By submission of a response,
Proposer affirms that a complete set of bid documents was obtained from the City of
Crestview's Clerk's office only and no alteration of any kind has been made to the
solicitation.
9
6.2 The submittal of a proposal by a Proposer will be considered by the City as constituting an
offer by the Proposer to perform the required services at the stated prices.
6.3 Please be advised that City Hall is closed on holidays observed by the City. Proposals
may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00
p.m. Monday through Friday, however, please note that proposals are due at City Hall on
the date and at the time specified in this RFP.
6.4 Proposals shall be typed or printed in ink. Use of erasable ink is not permitted. All blanks
on proposal form(s) must be completed. Names must be typed or printed below the
signature. Facsimile proposals will not be accepted.
6.5 All proposals received from Proposers in response to this Request for Proposals will
become the property of City and will not be returned to the Proposers. In the event of
Contract award, all documentation produced as part of the Contract shall become the
exclusive property of the City.
6.6 As the best interest of the City may require, the right is reserved to reject any and all
proposals or waive any minor irregularity or technicality in proposals received. The City
will determine which Proposers are "responsible and responsive".
6.7 Only one (1) proposal from any individual, firm, partnership, or corporation, under the
same or different names, will be considered. Should it appear to the City that any
Proposer is interested in more than one (1) proposal for work contemplated; all proposals
in which such a Proposer is interested will be rejected. Proposer by submitting this
proposal certifies that the proposal is made without previous understanding, agreement or
connection with any person, firm or corporation making a proposal for the same material,
supplies, equipment or services and is in all respects, fair and without collusion of fraud.
7. Evaluation Method and Criteria
The City will assemble a Selection Committee comprised of qualified City staff or other persons
selected by the City. The selection of a Proposer with who to contract shall be based on the
proposal most advantageous to the City based on the 'best value to the City" using the following
criteria:
Criteria
1. Qualifications and Experience, including but not limited to:
• Firm's Organization
• Experience
• Past Performance
References
2. Resources and Availability, including but not limited to:
• Location / Proximity
• Staff
O Size
O Qualifications
Proposal content and conformance to RFP format
4. Price
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7.1 The above criterion is provided to assist the Proposers in the allocation of their time and
efforts during the submission process. The criterion also guides the Selection Committee
during the short -listing and final ranking of Proposers by establishing a general frame
work for those deliberations. Past performance of Proposers services may also be
included in determining recommendation for award. During the evaluation process, the
City reserves the right, where it may serve the City of Crestview's best interest to request
additional information of clarification from Proposers.
7.2 Each proposal will be evaluated individually and in the context of all other proposals.
Proposals must be fully responsive to the requirements described in this RFP and to any
subsequent requests for clarification or additional information made by the City through
written addenda to this RFP. Proposals failing to comply with the submission
requirements, or those unresponsive to any part of this RFP, may be disqualified. There is
no obligation on the part of the City to award the proposal to the lowest priced Proposer,
and the City reserves the right to award the contract to the Proposer submitting the best
overall responsive proposal which is most advantageous and in the best interest of the
City in achieving the study or project, and to waive any irregularity or technicality in the
proposals received. The City shall be the sole judge of the proposals that offer the best
value and the resulting agreement that is in its best interest and its decision shall be final.
7.3 While the City allows Proposers to take variances to the RFP terms, conditions, and
specifications, the number and extent of variances taken will be considered in determining
the Proposer who is most advantageous to the City.
8. Review of Proposals for Responsiveness
Each proposal will be reviewed to determine if the proposal is responsive to the submission
requirements outlined in this RFP. A responsive proposal is one which follows the requirements of
the RFP includes all documentation, is submitted in the format outlined in the RFP, is of timely
submission, and has the appropriate signatures as required on each document. Failure to comply
with these requirements may result in a proposal being non -responsive.
9. Selection Process
The Selection Committee will evaluate all responsive proposals based upon the information and
references contained in the proposals as submitted. The Selection Committee will rank (where one
(1) is the highest ranking) all responsive proposals and determine a minimum of three (3), if more
than three (3) proposals are responsive, to be finalists for further consideration. If less than three
(3) responsive proposals are received, the Selection Committee will give further consideration to all
responsive proposals.
The first ranked Proposer resulting from this process will be recommended to the Crestview City
Council for award. The recommended Proposer may be required to appear before the City Council
to answer questions for contract award.
10. Oral Presentations
The top three (3) short-listed Proposers/finalist may be required to provide an oral presentation in
support of their proposals or to exhibit or otherwise demonstrate the information contained therein
or by conference telephone call for clarification purposes only, prior to a recommendation being
presented to the City Council. The Selection Committee will then re -rank the finalists' proposals.
Should the City require such oral presentation, the Proposer will be notified seven (7) days in
advance by appearing before the Selection Committee.
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11. Award of Contract
The proposals are publicly opened. A Selection Committee will evaluate the proposals
based on the criteria stated herein. The City is the sole judge in evaluation considerations.
It is the City's intent to award the contract to one (1) Proposer; however, the City reserves
the right to award the contract to two (2) Proposers if the City deems it is in its best
interest.
11.2 The contract will be awarded only to a responsible and responsive proposer(s) licensed
and qualified by experience to do the work specified.
11.3 All Proposers will be notified in writing when the City Council makes an award.
11,4 This signed proposal is considered an offer on the part of the Proposer, which offer shall
be considered accepted upon approval by the City Council of Crestview. Within ten (10)
days after receiving Notice of Award, the Successful Proposer shall submit a revised
Certificate of Insurance naming the City of Crestview as additional insured for all liability
policies. Once the City Clerk approves acceptable Certificates of Insurance and the
Proposer purchases a city license. The City Clerk will issue a Notice to Proceed.
12. Contract Term
12.1 The initial contract period shall be for two (2) fiscal year(s). The City reserves the right to
extend the contract for three (3) additional one (1) fiscal year periods, providing both
parties agree to the extension; all the terms, conditions and specifications remain the
same; and such extension is approved by the City. Successful Proposer shall give written
notice to the City not less than ninety (90) days prior to renewal date of any adjustment in
the initial Contract amount. Contract renewal shall be based on satisfactory performance,
mutual acceptance, and determination that the Contract is in the best interest of the City.
12.2 In the event services are scheduled to end because of the expiration of this contract, the
Contractor shall continue the service upon the request of the Contract Administrator. The
extension period shall not extend for more than ninety (90) days beyond the expiration
date of the existing contract. The Contractor shall be compensated for the service at the
rate(s) in effect when the City invokes this extension clause.
13. Price
Proposer shall quote a firm, fixed cost for the items listed in the Scope of Services and on the
Schedule of Proposal Prices page. Pricing shall include all costs associated with the service such
as insurance, uniforms, certifications, training, parking fees, highway tolls, etc. Proposer shall be
required to provide a per official, per game rate.
14. Cost Adjustments
14.1 Costs for all services purchased under this contract shall remain firm for the initial contract
period. Costs for subsequent years and any extension term years shall be subject to an
adjustment only if increases occur in the industry. However, unless very unusual and
significant changes have occurred in the industry, such increases shall not exceed five
percent (5%) per year or, whichever is less. Any approved cost adjustments shall become
effective upon the anniversary date of the contract.
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15. Inspection, Direction, and Payment
15.1 The work will be conducted under the general direction of the Parks and Recreation
Supervisor or designee, and is subject to inspection by his appointed inspectors to insure
compliance with the terms of the Contract.
15.2 Contractor will submit invoice(s) every two (2) weeks by Monday of the week. The City
Clerk shall pay the Contractor the amount due after approval of said invoices by the Parks
and Recreation Supervisor on Friday of that same week. Upon completion of the
scheduled season, the City shall pay for any additional scheduled or rescheduled games,
at the quoted rates.
15.3 Contractor shall reimburse the City for any and all overpayments caused by cancelled or
forfeited games, or when the Contractor has failed to provide the services specified.
15.4 In the case of a protested game, where the protest is upheld, the game shall be replayed
from the point of protest. In accordance with league rules, the official(s) will officiate the
game at no cost to the City.
15.5 If, at any time during the Contract, the City shall not approve or accept the Contractor's
work performance, and an agreement cannot be reached between the City and the
Contractor to resolve the problem to the City's satisfaction, the City shall negotiate with
the Contractor on a payment for the services provided.
15.6 The City of Crestview, without invalidating the Contract, may make changes to increase or
decrease services and/or locations as required. Such work shall be executed under the
conditions of the original Contract.
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