CITY OF CAMPBELL Recreation & Community Services REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES FOR ADULT BASKETBALL REFEREES Contact name: Aaron Bueno Address: 1 W. Campbell Ave. #C-31, Campbell Phone: 408-866-2741 E-mail address: aaronb@cityofcampbell.com - 1 -
OVERVIEW The City of Campbell Recreation and Community Services Department offers adult sports and fitness activities for youth and adults through various sports leagues, fitness classes, open gym programs, and special events. These activities promote community wellness, active living and enrichment. The City of Campbell, Recreation and Community Services Department (CITY) is seeking qualified and highly motivated businesses or individuals to provide year round adult basketball league refereeing services at the Campbell Community Center facility. In summary, the services shall include providing two (2) officials per game for the City of Campbell adult recreational basketball leagues, schedule officials according to the league schedules provided by the City s League Director, train all officials under California Interscholastic Federation guidelines, and provide necessary equipment, including basketball official uniforms and related supplies. Proposals are being sought for activities commencing with the summer 2017 season through June 2020. The City shall have the option, at its sole discretion, to extend the term of this Agreement on all the same terms and conditions for an additional 2-year period. Each option shall be exercised by written notice from City to Contractor. City Council authorization is required for contracts exceeding $25,000. The City will provide activity space and athletic equipment when appropriate for league play at a City facility; receive and process all participant registrations; and promote the leagues through the City s website and publications. SELECTION PROCESS Phase I Phase II Phase III Review of written proposals based on the criteria outlined below Select applicants will be invited to meet with City staff to further discuss proposals Contractor selection APPLICANT EVALUATION PROCESS Proposals should be concise and adhere to the format set forth below. The City may request additional information and/or schedule meetings to clarify or elaborate on the proposal. Please include the section heading when providing the relevant information. Qualifications, Experience, and History o Qualifications and experience in providing high-quality basketball referee services. Include no less than three (3) similar size programs as references with contact names, phone/fax number and email addresses. Applicant has complied with applicable law, including but not limited to holding a valid business license and paying appropriate taxes Outline of Scope of Services o Outline or narrative describing how the scope of work (services) would be performed Cost of Services o Proposed fees for referee services, as outlined in Scope of Services, including retainer and billing installments if required Participant Satisfaction Plan o Review of past customer satisfaction ratings, complaints, claims o Past performance with the City of Campbell, if applicable; o Reference checks Employees o Brief summary of all personnel providing service - 2 -
o Ability to ensure appropriate and highly trained staff are utilized to conduct basketball referee services o Ability to finance and sustain the activities as described The City retains the sole authority to select any number of qualified businesses or individuals and negotiate contract terms. The City reserves the right to reject any and all proposals. Receipt of any proposal pursuant to this Request for Proposal shall not constitute an implied intent to enter into a contract to conduct services for the City. SCOPE OF SERVICES Provide basketball referee services for year-round basketball leagues that will be held at the Campbell Community Center. The Main Gymnasium and Auxiliary Gymnasium located at 1 W. Campbell Avenue, Campbell CA 95008, will be the locations where all the games will take place. In general, all games will be played during the week, beginning at 7:05pm, 8:05pm and 9:05pm. Weekend evening games may be included in the future on a limited basis. Each game will have twenty (20) minute halves with a running clock and a three (3) minute break at half time. Overtime periods will be three (3) minutes. It is planned that most contests will be played within fifty (50) minutes total. The number of games requiring referees will be dependent on the number of teams per league. A league will be approximately six (6) teams, which would involve thirty-three (33) games including playoffs. It is estimated that approximately 726 games will be required for referee services for the entire year. Each game would require two (2) referees. The proper attire shall be the black and white striped shirt with dark colored or black pants, gym shoes and whistles. Shorts will be accepted. ELIGIBILITY REQUIREMENTS All contractors shall adhere to the following requirements: Obtain a valid Campbell Business License Complete and submit W9 Taxpayer identification Number and Certification Adhere to regulations set forth by the Americans with Disabilities Act (ADA) Submit a complete set of fingerprints to the Department of Justice along with authorization to release a criminal history summary to Contractor. Contractor shall review all criminal history summaries before commencement of services, and ensure that no personnel pose a threat to the health, safety, or welfare of any participant Submit the results of a medical test for tuberculosis by a qualified health care professional to Contractor, who shall review all results before commencement of services, and ensure that no personnel pose a threat to the health, safety, or welfare of any participant. INSTRUCTOR INSURANCE REQUIREMENTS Contractor shall procure and maintain insurance during the entire term of this Agreement against claims for injuries to persons or damages to property which in any way relate to, arise from, or are connected with the performance of the work hereunder and any acts or omissions of Contractor. The aforementioned insurance policies shall meet the following specifications: (1) Contractor shall maintain statutory Workers Compensation insurance and Employer s Liability insurance in the amount of not less than One Million Dollars ($1,000,000) per - 3 -
accident. The insurer shall agree to waive all rights of subrogation against the City of Campbell, its officers, officials, employees and volunteers for losses arising from work performed by the Contractor. (2) Contractor shall maintain Commercial General Liability insurance including operations, products and completed operations and Automobile Liability insurance in the amount of One Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a general aggregate limit is used, either the general aggregate limit shall apply separately to the contract or the general aggregate limit shall be three times the required occurrence limit. Contractor s insurance coverage shall be written on an occurrence basis. (3) Insurance is to be placed with insurers admitted and duly authorized to transact business under the laws of the State of California and with a current Best Rating of A:VII unless otherwise acceptable to CITY. (4) Insurance, deductibles or self-insurance retentions shall be subject to CITY s approval. Original Certificates of Insurance and amendatory endorsements shall be received and approved by CITY before work commences, and insurance must be in effect for the duration of the Agreement. (5) The City of Campbell, its officers, officials, employees, agents and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations by a comprehensive commercial general liability endorsement no less than Endorsement CG 20 10 11 85 or equivalent. (6) Contractor s insurance coverage shall be primary as respects the City of Campbell, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City of Campbell, its officers, officials, employees or volunteers shall be in excess of the Contractor s insurance and shall not contribute with it. (7) Each insurance policy required shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) day prior written notice by certified mail, return receipt requested, has been given to CITY. A ten (10) day notice is required for cancellation due to non-payment of premium. - 4 -
REQUEST FOR PROPOSAL TIMETABLE The following is a summary of the RFP schedule and deadlines: May 22, 2017 Request for Proposal Published June 1, 2017 Deadline for Questions and Objections June 2, 2017 Responses to questions published June 9, 2017 RFP responses are due by 12:00 p.m. (Noon) City Hall City Clerk 70 N. First St., Campbell, CA 95008 Deadline for Questions and Objections To ensure fairness, the City requires that all questions be submitted via e-mail to recreation@cityofcampbell.com. All questions related to this RFP must be in writing and received no later than 5:00 p.m. PST, Thursday, June 1, 2017. Indicate in the subject line of the e-mail: Questions for Professional Services for Recreation Classes RFP. Phone calls and faxed questions will not be accepted. Appropriate questions will be answered by the City in writing and posted by Friday, June 2, 2017. Proposal Due Date Friday, June 9, 2017, by 12:00 P.M. (noon) Sealed proposals, an original and two (2) copies, must be submitted, according to the timeline, via the U.S. postal service, Federal Express or other special delivery service, or by hand deliver to the City of Campbell, City Clerk. No faxes, e-mails or otherwise open proposals will be accepted. - 5 -