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SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
3
1.
PROJECT OVERVIEW
The City of Glendale ("City"), Parks and Recreation Department is seeking to
contract with a company or companies for professional officiating
(umpiring/refereeing) services for Glendale Recreation programs. The City
may award multiple contracts for this service.
2.
BACKGROUND INFORMATION
The Parks and Recreation Department provides various programs for
residents throughout the year to include youth and adult sports. These
leagues are recreational in nature and are played at various fields within the
city limits.
A.
SCOPE OF SERVICES
The following types of officiating services are required for the City
Recreation Adult and Youth Sports Leagues. At times there may be
more than one game scheduled on the same day.
i.
Softball Slow Pitch Umpires (Adult)
ii.
Kickball Umpires (Adult)
iii.
Sand Volleyball (Adult)
iv.
Baseball/Softball Umpires (Youth)
v.
Flag Football Referees (Youth)
vi.
Indoor Volleyball Referees (Youth)
B.
CITY RESPONSIBILITIES
i.
The City Recreation Coordinator shall be the liaison to work with
the Contractor and his employees.
ii.
The Recreation Coordinator shall be responsible for providing
the Contractor with all officiating schedules for the various
sports leagues/programs.
a.
The City shall provide the Contractor with a minimum of
one (1) hour notice, either written or verbal, as to the
game site schedule or changes in the schedule.
iii.
The Recreation Coordinator shall provide the Contractor with
the league philosophy and game rules and regulations prior to
the start of every season.
iv.
The City will evaluate umpires/referees on promptness, hustle,
knowledge
and
interpretation
of
rules,
attitude,
and
professionalism. All umpires/referees assigned to the city shall
receive one (1) evaluation completed annually.
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
4
a.
The City shall have the right to refuse service of any
individual provided by the Contractor if deemed
unacceptable and justified by the City's representative.
v.
The City will make all decisions regarding the field playability
and weather.
C.
CONTRACTOR RESPONSIBILITIES
i.
Contractor shall provide umpires/referees tested and
certified as competent to administer the current and
applicable rules. However, special Glendale philosophy,
rules and regulations shall take precedence at all times.
ii.
Contractor shall provide the City representative with a roster
of officials intended to be used for this contract.
a.
Contractor
shall
include
certifications
of
all
umpires/referees with their submittal.
b.
Contractor personnel must have a minimum of two (2)
years' experience with providing umpire/referee
services in the sport for which they will be assigned.
iii.
Contractor shall provide umpire/referee services at no
charge if a game must be re-played due to umpire/referee
error (valid protest). City representative will be responsible
for validating all protests.
iv.
Contractor shall have umpire/referee play ready at each
designated game site at least 15 minutes prior to game time
to: check in with the Field Supervisor, sign the attendance
log to record umpire/referee names and arrival times, obtain
any game/rule updates, equipment needs, check field
conditions and conduct pre-game meetings with teams.
a.
Game site is deemed the field of play and or office,
not the parking lot or walking up to the field. Each
official is required to sign an agreement that they are
aware of this requirement.
b.
The Contractor shall not charge the City of Glendale
for a game if an umpire/referee arrives more than 10
minutes after the scheduled game time.
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
5
v.
Contractor shall instruct umpires/referees that the City
representatives shall have the authority to change rules when
deemed necessary and to move officials from field to field to
benefit league play.
vi.
The Contractor shall ensure that each umpire/referee
inspects the playing fields and equipment of each team to
ensure that the fields and equipment are safe for
participants, players, coaches, and managers.
vii.
The Contractor shall ensure that officiating personnel will sign
all scoresheets and provide the final scores of games to the
appropriate Field Supervisor for record keeping purposes and
league standings.
viii.
The Contractor’s personnel will make themselves available for
all pre-season manager, coach, and officiating clinics meetings
for each league for the purpose of explaining the rules and
regulations, and to answer any questions that may arise
concerning rules, rule interpretation, and umpire/referee
responsibilities.
ix.
The Contractor will be responsible for background screening
for all umpires/referees and other representative assigned
to work with the City's youth and adult participants.
x.
The City shall not be held responsible for any accident or
injury sustained by the Contractor's umpires/referees.
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
6
xi.
Contractor must be able to provide appropriate numbers of
umpires/referees for up to approximately:
Sport
Seasons
Game Days
Game Times
Number of
Games
Adult Kickball
(1 hour)
1 umpire/referee per game
Spring
Summer
Fall
Winter
Tuesdays
5 pm - 11 pm
64 per season
256 annually
Adult Sand Volleyball
1 umpire/referee per game
TBD
TBD
TBD
TBD
Adult Softball
(1 hour)
1 umpire/referee per game
Spring
Fall
Winter
Sundays
Wednesdays
Thursdays
Fridays
6 PM – 10 pm
256 per
season
1,024 annually
Youth Baseball/Softball
(up to 2 hours)
1 umpire/referee
Fall
Saturdays
7 am - 5 pm
64 seasonally
Youth Flag Football
(up to 1 hour game)
1 umpire/referee
Winter
Saturdays
7 am - 5 pm
64 seasonally
Youth Volleyball
(up to 1 hour game)
1 umpire/referee
Spring
Fall
Saturdays
7 am - 5 pm
64 per season
128 annually
xii.
The Contractor shall assign a representative to the City who
shall act as a direct liaison between the Contractor and the City
and who shall schedule appropriate umpires/referees and
process complaints regarding umpires/referees and their
services.
a.
The Contractor will provide an emergency phone number
to the City for those situations where the City would like
to request back-up officials/referees to work as soon as
possible.
xiii.
If the City cannot contact the Contractor when an official does
not show up or cannot staff the number of officials needed, the
City can then contact another vendor to cover the scheduled
games, and the City reserves the right to fine the Contractor for
not covering the scheduled games.
a.
If a Contractor's official/referee is late or no shows three
or more times, the City reserves the right to cancel the
remainder of the contract at no expense to the City.
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
7
xiv.
The Contractor shall provide an officiating schedule for each
season detailing who will be officiating each game and the
officiator’s contact information. The schedule must be provided
48 hours prior of league start date.
xv.
The City shall provide a one (1) hour advanced notice of any
cancelled games. There shall be no fees or other penalties paid
for the cancelled officiating services. If the City fails for provide
(1) hour advanced notice of cancellation, the City will pay the
Contractor a sum equal to the contracted rate for one game
only.
xvi.
In case of a forfeit, the umpire/referee whose scheduled game
was forfeited at game time is required to double up and officiate
the on-going game at the neighboring field.
xvii.
Contractor's agency represents a principle functional
component within the City Recreation Programs and is
charged with the responsibility of providing effective
professional refereeing/umpiring services. This includes but
is not limited to recruiting, scheduling, training, evaluating,
certifying umpires/referees, interpreting rules, providing
technical support, and other outside duties as directed by
the City of Glendale Park and Recreation Department. The
Contractor's agency appropriate representatives will attend
managers/training or scheduled meetings as required.
xviii. Contractor's personnel shall possess a thorough knowledge
of the rules and regulations for the games of Baseball, Flag
Football, Softball, Kickball and Volleyball and shall possess
a thorough knowledge of the rules and regulations of the
sanctioning organization. The Contractor's personnel shall
also possess a thorough knowledge of the City's Parks &
Recreation Department philosophy and league rules and
regulations.
xix.
The Contractor's officiating personnel, as representatives of
the City's Parks & Recreation Department, should be able to
handle stressful and possibly hostile situations in an
understanding manner and should not provoke, antagonize,
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
8
or in any way, add to a volatile situation that may aiise during
an event. The Contractor's officiating personnel shall always
present themselves in a professional manner, exhibit
patience, understanding, and tolerance towards opposing
viewpoints and should not publicly degrade, embarrass,
admonish, frighten, or intimidate a child, player, parent,
family member, manager or coach. The Contractor's
officiating personnel shall work closely with the Parks &
Recreation Department to ensure the sports programs are
the best possible for its participants.
xx.
The Contractor is responsible for the recruiting of new and
returning referees/umpires for the programmed sports
leagues. Contractor should make every effort to recruit
mature,
emotionally
stable,
knowledgeable
umpires/
referees for the program. Minimum age for all umpires is
eighteen (18) years old. The Contractor must ensure that all
of his/her officiating personnel are appropriately dressed
prior to taking the field and are certified or in the process of
certification by the sanctioning organization. Tue Contractor
will maintain and provide the Parks and Recreation
Department a list annually of available officiating personnel
and ensure all officiating personnel have the proper
insurance for accidents and liability
xxi.
The Contractor's agency will hold at least one (1) training
session for new and returning officiating personnel prior to
the start of the regular Baseball, Football, Softball, Kickball
and Volleyball season. This training shall include but is not
limited to rules of the game, officiating positioning,
familiarization with ground rules, dress code, behavioral
code, responsibility of each umpire/referee on the field,
officiating professionalism, and handling conflicts with
participants and players. Ongoing training (through the
season) will be conducted as needed for referees/umpires
and coaches and managers.
SOLICITATION NUMBER: IFB 24-01/42400001
UMPIRE/REFEREE SERVICES
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
9
xxii.
The Contractor shall ensure that all officiating personnel who
are uncertified will call a minimum of two (2) practice games
prior to the season. Training will also be performed when a
requirement is identified by evaluating referees/umpires.
Contractor's officiating personnel evaluations shall be
documented.
D.
OTHER REQUIREMENTS
i.
The term of the resultant contract shall be for a one (1) year initial
term. The City may, at its option and upon mutual agreement with the
Bidder(s), extend the term of this agreement for an additional four (4)
years as defined in 4.B.
ii.
Option to Extend. Based on satisfactory Bidder performance, the City,
may at its option and upon mutual agreement with the Bidder, extend
the term of this agreement for an additional four (4) years renewable
on an annual basis. Bidder shall be notified in writing by the City
Materials Manager of the City's intention to extend the contract
period at least ninety (90) calendar days prior to the expiration of
the original contract period.
E.
SUSPENSION AND DEBARMENT (APPLIES TO ALL PURCHASES)
i.
This contract is a covered transaction for purposes of 2 CFR pt. 180
and 2 CFR pt. 3000. As such, the Contractor is required to verify that
none of Contractor’s principals (defined at 2 CFR § 180.995) or its
affiliates (defined at 2 CFR § 180.905) are excluded (defined at 2 CFR
§ 180.940) or disqualified (defined at 2 CFR § 180.935).
ii.
The Contractor must comply with 2 CFR pt. 180, subpart C and 2 CFR
pt. 3000, subpart C, and must include a requirement to comply with
these regulations in any lower tier covered transaction it enters into.
iii.
This certification is a material representation of fact relied upon by the
City of Glendale. If it is later determined that the contractor did not
comply with 2 CFR pt. 180, subpart C and 2 CFR pt. 3000, subpart C,
in addition to remedies available to the City, the Federal Government
may pursue available remedies, including but not limited to
suspension and/or debarment.
iv.
The Contractor agrees to comply with the requirements of 2 CFR pt.
180, subpart C and 2 CFR pt. 3000, subpart C while this offer is valid
and throughout the period of any contract that may arise from this
offer. The Contractor further agrees to include a provision requiring
such compliance in its lower tier covered transactions.
City of Glendale
Solicitation Number: IFB 24-01 / 424000001
Umpire/Referee Services
PRICING WORKBOOK
CITY OF GLENDALE
Procurement Department
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
Bidders shall submit pricing in a format similar to the Pricing Workbook. Bidder’s pricing
shall include, but is not limited to, labor, salaries, employee benefits, vehicles, equipment,
tools, materials, supplies, travel expenses, shipping, licenses, fees, insurance, profit, and any
other associated direct or indirect costs (except sales taxes) necessary to complete the tasks
assigned.
The quantities referenced in this solicitation are the City’s annual estimates and are for
evaluation purposes ONLY. No commitment of any quantity is made in this contract;
purchases are on an as needed, if needed, basis.
Sales tax shall not be included in the UNIT PRICE for evaluation purposes. However, after
contract award, the Contractor shall charge sales tax as a separate item in their invoices.
Description
Cost per Game
Adult Softball Umpire (1 official per game)
$ 35.00
Adult Kickball Umpire (1 official per game)
$
Adult Sand Volleyball (1 official per game)
$
Youth Baseball/Softball ( 1 official per game)
$
Youth Flag Football Referee (1 official per game)
$
Youth Volleyball Referee (1 official per game)
$