Report to Mayor and City Council
Tuesday, December 04, 2018
Consent
SUBJECT:
Title
CONSIDER AWARDING A OFFICATING SERVICES FOR YOUTH SPORTS CONTRACT TO SPORTS OFFICIALS FOR YOU!, LLC (CITY COUNCIL)
Body
I. SUMMARY
On Tuesday, July 17, 2018, City Council approved in concept utilizing contract sports officials for the Youth Sports Program. Specifically, these officials would work youth basketball, baseball, softball, flag football and soccer games for all Division 1A and higher games. From November 1, 2018, through November 19, 2018, a Request for Proposals (RFP) process took place. One complete bid was received and opened by the City Clerk on November 19, 2018 (Exhibit No. 1). Staff determined that Sports Officials for You!, LLC, to be the lowest, as well as most responsive and responsible bidder, with a bid amount not to exceed $99,575.00. Tonight the City Council is asked to approve the selection of Sports Officials for You!, LLC, to provide sports officiating services, and to award a one-year/pilot contract with this firm in an amount not to exceed $$99,575.00.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the selection of Sports Officials for You!, LLC, to provide sports officiating services for the Youth Sports Program in an amount not to exceed $99,575.00, for the term from December 15, 2018, through December 14, 2019.
2. AUTHORIZE the mayor to execute a contract with Sports Officials for You!, LLC, following the approval as to form by the City Attorney. (Exhibit 2)
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III. ALTERNATIVES
1. REJECT the recommendation, and direct staff to initiate a new Request for Proposal (RFP) Process.
2. Take another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The City of Carson’s Youth Sports program offers many opportunities for young people to participate in organized team sports. Current offerings include baseball, softball, basketball, flag football, and soccer, with different divisions within in each sport. Games are scheduled during specific optimum “seasons,” and played at most of the City’s 12 parks.
In recent years, staff has become aware that hiring and retaining reliable, qualified, knowledgeable, and experienced Sports Officials has proven challenging. This has impacted the ability of the program to even hold games, as some officials have not attended as scheduled, or their lack of availability has led to game cancellations. Staff has also encountered officials that do not have the required understanding of the rules to make the right calls; do not have the diplomacy and communication skills to speak and work with parents, other officials, and staff; and do not have the experience to effectively officiate games. Taken together, these issues have affected the integrity of the program.
In an effort to resolve this concern, staff requested that the City Council approve in concept hiring a firm to provide the Youth Sports Program with officials for all Division 1A and higher games. At its July 17, 2018, meeting, the City Council approved staff’s request.
From November 1, 2018, through November 19, 2018, a Request for Proposals (RFP) process took place. The RFP was advertised through PlanetBids and the Daily Journal, and resulted in the receipt of one complete proposal from Sports Officials for You!, LLC. Staff reviewed the firm’s bid and determined the vendor to be the lowest, as well as most responsive and responsible respondent, with a bid amount not to exceed $99,575.00. Tonight, the City Council is asked to approve the selection of Sports Officials for You!, LLC, to provide sports officiating services to the City’s Youth Sports Program, and to authorize the execution of a contract with the firm. The one-year contract term is intended to provide the City the opportunity to gauge the efficacy of using contract sports officials. Should the concept prove successful, staff will recommend a multi-year contract with this vendor.
V. FISCAL IMPACT
Should the City Council approve the recommendation, funds for this endeavor were budgeted in the Fiscal Year 2018-19 adopted General Fund budget in account number 101-90-950-701-6004.
VI. EXHIBITS
1. Bid Register (pg. 3)
2. Sports Officials for You! - Contract (pg. 4-31)
1.
Prepared by: Bobby Grove - Recreation Program Manager