REQUEST FOR PROPOSALS For: Youth Sports Officials and Scorekeepers

Transcription

1 CITY OF GLENDORA REQUEST FOR PROPOSALS For: Youth Sports Officials and Scorekeepers Prepared by Community Services Department 116 E. Foothill Boulevard Glendora, California Phone: (626)

2 The Request for Proposal is set up in the following format: SECTION I SECTION II SECTION III SECTION IV Introduction Performance Requirements Questionnaire Sample Agreement SECTION I Introduction 1. PURPOSE The City of Glendora Community Services Department is soliciting proposals from individuals or associations that are experienced in administering official/referee/scorekeeper services for the Youth Basketball program. The City Youth Sport Program consists of one sport: Youth Basketball (January- March) This program averages 64 teams per season in basketball. Currently, the City has a separate division for girls and boys, except the high school division which is coed. The basketball season consists of a winter season of eight to ten (8-10) weeks (January through March). Nothing herein will preclude the City from changing the number of weeks, provided the Contractor is given at least fourteen (14) days notice prior to the commencement of the applicable season. Duties of the contractor may include recruiting, training, hiring, evaluating and terminating of referees/officials/scorekeepers. The contractor will be expected to ensure that all games are officiated impartially and professionally and qualified scorekeepers are at each site. 2. PROPOSAL TIME SCHEDULE September 4, 2015 October 6, 2015 To be determined December 5, 2015 Request For Proposal (RFP) mailing Request For Proposal Due Date Evaluation of Proposals and Presentations Start date of agreement 3. SUBMITTAL OF PROPOSALS A. Submit 1 original and 3 copies of your sealed proposal no later than Tuesday, October 6, 2015 by 10:00 a.m., addressed to: City of Glendora Community Services Department

3 116 E. Foothill Blvd. Glendora, CA Attn: John Aguirre It shall be the responsibility of the individuals submitting proposals to carefully review this Request for Proposal and to seek the necessary clarifications prior to submitting their proposal. Discrepancies and/or questions of substance pertaining to this Request for Proposal shall be submitted in writing, or by faxing a letter to John Aguirre on or before September 25, A written statement must be submitted to the City of Glendora reflecting the contractors understanding of the scope of duties for the Youth Sports program. Contractor shall also provide a list of three professional references (name, title, address, and telephone number) and three written recommendations from outside sources (comparable in size to the City of Glendora Youth Sports programs) verifying the candidates ability to provide a contracted officiating/scorekeeping services. B. Proposals must be accompanied by a cover letter signed by an individual authorized to bind the proposing entity, the proposal must include a statement which acknowledges acceptance of all the terms and conditions of the Request for Proposal. Any exceptions to the terms and conditions must be clearly identified within the response to the Request for Proposal. 4. EVALUATION PROCESS AND CRITERIA Proposals will be evaluated on the type of responses given to all questions and to the extent to which requirements are met in this RFP. An interview may be scheduled. The City will use the following criteria in its evaluation: A. Understanding of the Scope of Work - Responsiveness to the need presented - Responsiveness and demonstrated understanding of the proposal price - Overall quality of proposal B. Technical Response - Proposed method of performance, including expertise of officials/scorekeepers - Proposed training and materials provided to officials and scorekeepers - Proposed method of providing ample officials at league games as well as tournaments - Proposed method of providing ample scorekeepers at game sites. C. Cost of Officials - Officials per game for Basketball. Basketball: One (1) official per game for (Grades K, 1 2 Coed, 3 & 4 Boys & Girls) Two (2) officials per game for (Grades 5 & 6 Boys) Two (2) officials per game for (Grades 7 & 8 Boys & Girls) Two (2) officials per game for (Grades 9-12 Coed) D. Cost of Scorekeepers - Scorekeepers per game for Basketball.

4 Basketball: One (1) scorekeeper per game for (Grades K, 1 2 Coed, 3 & 4 Boys & Girls) Two (2) scorekeepers per game for (Grades 5 & 6 Boys) Two (2) scorekeepers per game for (Grades 7 & 8 Boys & Girls) Two (2) scorekeepers per game for (Grades 9-12 Coed) E. Experience, Reliability and Expertise - Company experience - Personnel experience - Experience with SCMAF and CIF rules 5. CONTRACT AWARD A sample agreement is included with the Request for Proposal for review. The City reserves the right to withdraw this RFP at anytime without prior notice or to reject any or all of the proposals submitted. Further, the City makes no representation that any agreement will be awarded to any proposer responding to this RFP. The City shall not be liable for any costs and expenses incurred by the Proposer in preparing and submitting a response to this RFP. All proposals shall be firm and irrevocable for a 60 calendar day period in order to allow time for evaluations, interviews, selection and contract award by our Director of Community Services. The Proposer, by submitting a proposal, waives all rights to appeal or seek any legal remedy whatsoever regarding any aspect of the RFP, the selection process, the City s review of the proposal, and any agreement that the City may enter into as a result of the proposal submitted. The Proposer selected for award of a contract shall provide insurance as required by California law under the Worker s Compensation Act. Section II PERFORMANCE REQUIREMENTS A. Scope of Work 1. The Recreation Superintendent and Recreation Supervisor assigned to Youth Sports will monitor these services provided by the contractor. If the services are not deemed satisfactory, the Contractor will be given written notice and will be placed on probation and reviewed for a period of 30 days. 2. The Contractor shall provide competent, qualified officials and scorekeepers to officiate and score keep league games for the City of Glendora Community Services Department, Youth Sports program. The Youth Sports program consists of one sport: Youth Basketball (January-March). This program averages 64 teams per year in basketball. Currently we have a separate division for girls and boys except in the high school division is coed. The basketball season consists of a winter season of eight to ten (8-10) weeks (January through March). Nothing herein will preclude the City from changing the number of leagues; provided the Contractor is given

5 at least fourteen (14) days notice prior to the commencement of the applicable season. Duties of the Contractor will include recruiting, training, hiring, evaluating, and terminating of referees/officials/scorekeepers. The Contractor is expected to ensure that all games are officiated impartially and professionally and scorekeepers are on time and on site for all games. 3. The Contractor shall provide enough qualified officials to assure that any one official does not call more than 4 consecutive games within a five hour time period. 4. The Contractor will be required to pay a City of Glendora business license pursuant to Chapter 5.08 of the Glendora Municipal Code. Contractor shall be solely responsible for all taxes, benefits, Workers Compensation insurance or any other requirements for the contractors employees legally required by both State and Federal governments. 5. The Contractor shall maintain at least $1,000,000 combined single limit bodily injury and property damage liability insurance. The City of Glendora, its officers, agents, volunteers and employees, shall be named as an additional insured on the liability policy and a Certificate of Insurance shall be provided. All required insurance policies shall have a 30-day notice provision to the City prior to cancellation. 6. The Contractor shall be a current Southern California Municipal Athletic Federation (SCMAF) member in good standing and employ only Southern California Municipal Athletic Federation certified or CIF officials/referees. Prior to each season of play, Contractor shall submit to the Recreation Supervisor a current list of names, addresses, phone numbers and current SCMAF/CIF certification card for all officials working under Contractors employment as well as a list of names, addresses, phone numbers of all scorekeepers working under Contractors employment. 7. The Contractor shall assume the entire cost of all correspondence, telephone calls and training materials in connection with the operation of this program. A detailed work program outlining tasks and time schedule for planning, implementing and evaluation of a citywide official/referee program must be provided. 8. The Contractor shall be responsible for providing one training session per season for all officials/referees/scorekeepers under its employment. The one will be prior to the beginning of the season. Contractor shall notify the Recreation Supervisor, in writing of the time, date and place of the training session. The training sessions shall include a detailed review of the City of Glendora league rules, Youth Sports Philosophy, officiating techniques, rule interpretations, some management conflict resolution, uniform attire and handling of emergency situations. Contractor will be responsible for all costs associated with these training sessions. 9. The Contractor shall have a written dress code policy that has been approved by the City of Glendora and shall ensure that all officials/referees/scorekeepers show up on time, have the proper uniforms and other required game equipment. 10. Contractors shall provide proper scheduling and supervision for officials/referees/scorekeepers at all events. This includes coverage to notify officials/scorekeepers of canceled games. Due to mechanical failure or any other related problems. 11. Contractor shall prepare written evaluations on each official/referee. Evaluations must be submitted to the

6 Recreation Supervisor at the end of the season. 12. Contractor shall attend any league organizational meeting as deemed necessary by the Recreation Supervisor. 13. Contractor shall rotate game officials on a regular basis. The City shall have the right to request game official changes when it deems necessary. Scorekeepers have the option to remain at the same location or rotate if contractor deems necessary. 14. Should the Contractor fail to provide game officials for any game, it is understood and agreed that liquidated damages in the amount of $25 per game, per official shall be assessed and the sum shall be deducted from payments due to the Contractor. In addition, the Contractor shall provide in its proposal the procedures it would like the City to follow when an official fails to show for a game. 15. Should the Contractor fail to provide scorekeepers for any game, it is understood and agreed that liquidated damages in the amount of $20 per game, per scorekeeper shall be assess and the sum shall be deducted from payments due to the Contractor. In addition, the Contractor shall provide in its proposal the procedures it would like the City to follow when a scorekeeper fails to show for a game. 16. The Contractors biweekly financial statement of official/scorekeeper fees shall be faxed, mailed, ed or hand-delivered to the Recreation Supervisor within ten (10) working days. Whenever possible, the City will mail payment on a Friday which is a minimum of 2 weeks from the day the invoice was received. 17. All proposals submitted shall have a stated dollar bid amount for providing services on a per game basis. All proposals can be averaged games per year. Proposals should be based on single game fees for basketball (one official, one scorekeeper, and two officials and two scorekeepers, per division). 18. The term of this agreement shall be for a period of one (1) year commencing December 5, 2015, and terminating on March 30, This agreement may be extended for additional periods of one (1) year each, by mutual consent, not to exceed three (3) years upon the mutual agreement of all parties hereto. 19. Contractor shall provide a written schedule of official s and scorekeeper s assignments, including names, two weeks prior to the scheduled games or contests. 20. The contractor and his/her officials/scorekeepers shall not coach in any City of Glendora leagues and or programs.

7 Section III Questionnaire Please complete the following information: 1. Number of years your business has provided game officials and scorekeepers for municipal sport programs. (Years) 2. The size of youth sport leagues your business was hired to officiate and/or score keep. (Indicate # of teams in each league.) Basketball League 3. List three (3) accounts to whom you have provided sports officials and/or scorekeepers within the last three (3) years. Include account name, address, telephone number and contact person. Please use a blank sheet if more space is required. Organization/Agency Address Phone Number Contact Name Indicate your account representative who would be responsible for the City of Glendora Community Services Department account: Name: Position: Address:

8 Phone Number: Fax: 5. How many officials are registered with your organization? Please include an attached list of officials with their certification/credentials, years of experience and sports background. 6. Please explain your company procedures on how you handle the following: Officials/scorekeepers reporting late to a game site: Officials/scorekeepers who fail to report to scheduled games and do not find a substitute: An official who is incompetent or unsatisfactory: 7. How do you recruit your officials and scorekeepers? 8. How do you assign officials and scorekeepers for scheduled games?

9 9. How often do you provide training for your officials and scorekeepers? 10. What method do you use to evaluate your officials? I agree that the information submitted is accurate and correct. Signature Date Printed Name & Title

10 SAMPLE Agreement THIS AGREEMENT is made and entered into this day of GLENDORA, a municipal corporation and, by and between the CITY OF, a California corporation, hereinafter referred to as Contractor, with reference to the following facts: Whereas, Community Services Department of the City provides youth basketball program as part of its recreation activities; Whereas, the City s sports program require a sufficient number of competent, trained sports officials and trained scorekeepers to officiate and scorekeepers at the games conducted under such programs; Whereas, the Contractor is well qualified and experienced and has the capability of providing personnel to render such sports officiating services; Whereas, the City desires to have Contractor provide the sports officials and scorekeepers necessary to properly conduct the City s youth basketball program and the Contractor is willing to do so; and NOW, THEREFORE, the parties hereto mutually agree as follows: 1. The Contractor will furnish the number of qualified sports officials and scorekeepers necessary for all youth basketball program that are under the supervision of the Community Services Department of the City during the term of this agreement. The City will give to the Contractor a schedule of games and written notice of the

11 number and type of officials and scorekeepers required at least fourteen (14) days prior to the commencement of any league play. The basketball season consists of a winter season of seven (7) different age divisions, eight to ten (8-10) weeks in length (January through March). Nothing herein will preclude the City from changing the number of leagues unless fewer participants register for the program; provided the Contractor will be given at least ten (10) days notice prior to the commencement of the applicable season, if such a charge is necessary. 2. The sports officials provided by Contractor hereunder will be certified by the Southern California Municipal Athletic Federation (SCMAF) or California Interscholastic Federation (CIF), and the Contractor shall file with the Recreation Supervisor of the City s Community Services Department such evidence of such certification. Each such sports official and scorekeeper provided by Contractor shall be knowledgeable of the applicable rules and regulations for basketball as it relates to SCMAF and CIF and shall be competent in the accepted practices and principles of applying said rules and regulations in game conditions. The Contractor will conduct one (1) clinic or training sessions for its sport officials and scorekeepers, covering in league rules, dress uniforms, proper game management and control, and the City s position pertaining to youth recreation leagues prior to the commencement of each sport season. The Contractor must notify the Recreation Supervisor in writing of the time, date and place of that training. 3. All sports officials provided by Contractor will be dressed in the uniform described in the current SCMAF or CIF Rule Book, or as modified by mutual agreement of the parties hereto. In addition, all sports officials shall have the accessory equipment necessary for safe and proper officiating of all games. 4. All sports officials and scorekeepers provided by Contractor shall follow appropriate SCMAF or CIF rules, and apply correct and consistent interpretations of the Official League Rules and Regulations. 5. The Contractor, or Contractors designated representative, will attend all coaches meetings to review and establish ground rules and regulations that are applicable to all teams within that league. The Recreation Supervisor will provide Contractor two weeks notice of the date(s) of such meetings.

12 6. The Contractor, or Contractors designated representative, will attend all meetings called by City to review protests filed with of the Community Services Department. The Contractor will provide a written opinion to the Recreation Supervisor within forty-eight (48) hours after such meeting. 7. Contractor shall conduct one written evaluation per sport per year on each official/referees. Evaluations shall be submitted to the Recreation Supervisor by the second week of each season. 8. The Contractor will submit to the City s Recreation Supervisor, a current list of names, addresses (including zip codes) and telephone numbers of all sports officials and scorekeepers working in this program. All officials and scorekeepers listed must be fingerprinted by the City of Glendora Community Services Department. Contractor shall provide a written schedule of officials and scorekeepers assignments, including names, two weeks prior to the scheduled games or contests. 9. In the event game is canceled by the City for any reason whatsoever, and notice of the game cancellation is provided to the Contractor by the City at least three (3) hours before the start of the game, such canceled game may be rescheduled by the City subject to the availability of the facilities. The Contractor will be responsible for providing notice to the sports official(s)/scorekeeper assigned to that game. No payment will be made to Contractor for those games canceled by City upon three (3) hours advance notice. 10. Except as to sole negligence, or willful misconduct of City, Consultant shall defend, indemnify and hold the City, its officers and employees, harmless from any and all loss, damage, claim for damage, liability, expense or cost, including attorney s fees, which arises out of or is in any way connected with the performance of work under this Agreement by Consultant or any of the Consultants employees, agents or sub-consultants and agents for compensation for services rendered to Consultant in the performance of this agreement, notwithstanding that City may have benefited from their services. This indemnification provision shall apply to any acts of omissions, willful misconduct or negligent conduct, whether active or passive, on the part of Consultants employees, sub-consultants or agents.

13 The parties expressly agree that any payment, attorney s fee, costs or expense City incurs or makes to Or on behalf of an injured employee under the City s self-administered workers compensation is included as a loss, expense or cost for the purposes of this Section, and that this Section shall survive the expiration or early termination of the Agreement. 11. The Contractor will secure and maintain during the term of this agreement such public liability and property damage insurance as will protect said Contractor from claims for damages for personal injury, including accidental death, as well as claims for property damage which may arise from the actions or omissions or Contractor and Contractors employees and subcontractors under this agreement. Such liability will be in a minimum amount of $1,000,000 combined single limit. Said policies or certificates shall include the City, its officers, agents, volunteers and employees as additionally insured, and will provide that said insurance is primary and not contributing with any other insurance available to the City under any other third-party liability policy or self-insured retention of the City. Said policies or certificates shall not be canceled or materially changed without thirty (30) days prior written notice to the City by certified or registered mail. Policies or certificates evidencing the above-required coverage will be filed with the City. 12. Consultant shall at all times during its performance of the services retain its status as independent contractor. Consultant s employees and agents shall under no circumstances be considered or held to be employees or agents of City and City shall have no obligation to pay or withhold state or federal taxes or provide workers compensation or unemployment insurance for or on behalf of them or Consultant. By executing this Agreement, Consultant certifies that Consultant is award of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers compensation or to undertake self-insurance before commencing any of the work. A certificate evidencing such compliance shall be filed with the City, which certificate shall provide that City shall be given ten (10) days written notice prior to cancellation of such coverage. 13. The City shall compensate the Contractor for the services herein provided as follows: For providing one

14 official for each basketball game at $ per game for divisions of boy and girls K, 1 2, 3 rd & 4 th grade and 3 rd, 4 th & 5 th grade Girls. For providing two officials for each basketball game at $ per game for all other divisions. In the event the Contractor provides only one official for any game requiring two officials, and the game is not canceled, the City shall pay to Contractor the sum of $7.00 more for such official. For providing one scorekeeper for each basketball game at $ per game for divisions of boys and girls K, 1 2 nd, 3 rd and 4 th grade & 3 rd, 4 th & 5 th grade Girls. For providing two scorekeepers for each basketball game at $ per game for all other divisions. In the event the Contractor provides only one scorekeeper, and the game is not canceled, the City shall pay to Contractor the sum of $2 more for such scorekeeper. In the event that only one game is scheduled, the Contractor will be paid at one and one-half (1-1\2) times the amount of the official/scorekeeper rate of pay. The Contractor shall submit invoices to the Recreation Supervisor of the City of Glendora Community Services Department not more often than biweekly through the term of this agreement. Invoices must set forth the number of games officiated/scorekeeper by the Contractors personnel, the number of officials and scorekeepers provided for each game during the invoice period, and the total amount payable to the Contractor. City will pay Contractor, in accordance with its usual accounting procedures. 14. Failure of the Contractor to provide the required sports officials or scorekeepers at any scheduled game will result in damages being sustained by the City. Inasmuch as the actual damages are, and will continue to be, impracticable and extremely difficult to determine, the Contractor agrees and promises to pay to the City as liquidated damages the sum of $50 for any basketball game canceled for lack of required officials, and the sum of $25 for any basketball game conducted with only one official rather than the required number of two. The Contractor acknowledges and agrees that such sums are liquidated damages and will not be construed as penalties, and that such sums may be deducted from payments due to the Contractor, if the Contractor fails to provide the necessary number of sports officials or scorekeepers to work any scheduled game. 15. City will be permitted to examine, review and audit the records of Contractor at all reasonable times for

15 the purpose of ascertaining compliance with the provisions of this Agreement, including payment of any sports officials provided by Contractor. Such examinations, reviews and audits shall be conducted during the Contractors regular business hours in a manner which causes as little inconvenience to the Contractor as possible. If the Contractor has not established regular business hours, the examinations, reviews and audits will be conducted between the hours of 9:00 a.m. and 5:00 p.m., Monday through Friday. 16. Neither the City nor any of its officers, agents, volunteers, or employees will have any control over the conduct of the Contractor or any of Contractors employees or independent contractors, except as herein set forth. The Contractor acknowledges that the Recreation Services Coordinator and Recreation Supervisor will monitor the services provided by Contractor pursuant to this Agreement on an ongoing basis. 17. During the performance of this Agreement, Contractor shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, sex, sexual orientation or physical disability, medical disability, medical condition, including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, in the selection and retention of employees and subcontractors and the procurement of material and equipment, except as provided in Section of the California Government Code. Further, Contractor agrees to conform to the requirements of the American with Disabilities Act in performance of this Agreement. 18. Any notice to be given under this Agreement will be given by enclosing the notice in a sealed envelope, postage prepaid, and depositing the notice with the United States Postal Service, addressed to the Contractor at its address set forth herein, and to the Community Services Director, 116 E. Foothill Blvd., Glendora, California The Contractor understands that the performance of services under this Agreement will constitute doing business in the City of Glendora, and it shall, therefore, register for and pay a business license pursuant to Chapter 5.08 of the Glendora Municipal Code. 20. In the event of default by the Contractor in the performance of any of the terms, covenants or conditions of this Agreement, and said default is not corrected within seven (7) days after receipt by Contractor of written

16 notice from the City specifying the nature of the default, the City may terminate this agreement by giving the Contractor five (5) days written notice thereof. 21. The term of this agreement will shall be for a period of one (1) year commencing December 5, 2015, through March 30, This agreement may be extended for additional periods of one (1) year each not to exceed three years upon mutual agreement of the parties hereto at such rate of compensation as may be agreed to by said parties. IN WITNESS WHEREOF the parties hereto have caused this agreement to be duly executed the day and year first above written. By City Manager Contractor Attest By City Clerk (Printed Name & Title) Approved as to Form By City Attorney (Printed Name & Title)