Report to Mayor and City Council
Wednesday, March 04, 2020
Consent
SUBJECT:
Title
CONSIDER AWARDING CONTRACT SERVICES AGREEMENTS TO SPORTS OFFICIALS FOR YOU!, LLC, FOR YOUTH AND ADULT SPORTS OFFICIATING SERVICES, AND TO HANGTIME SPORTS FOR BACKUP EMERGENCY BASKETBALL OFFICIATING SERVICES AS NEEDED (CITY COUNCIL)
Body
I. SUMMARY
The City of Carson currently has an agreement with Sports Officials for You!, LLC, to provide sports officiating services for Youth Sports. The contract is set to expire on March 14, 2020. In an effort to ensure that these services continue uninterrupted, as well as to add Adult Sports to the Scope of Services, Recreation recently completed a Request for Proposal (RFP) process to select a firm that would provide services for baseball, softball, flag football, soccer, and basketball games. (See Bid Register, Exhibit 1).
The City Council is asked to approve a three year agreement with Sports Officials for You!, LLC, for an amount not to exceed $180,000.00 annually, or $540,000.00 over the course of the three-year contract, and to approve an agreement with Hangtime Sports to provide backup emergency services for basketball games only, in the amount not to exceed $5,000.00 annually, or $15,000.00 for the same term, in the event Sports Officials for You!, LLC is unable to provide officials to work games. The combined amount authorized if both contracts are approved would be $185,000.00 annually over three years, or $555,000.00 total; if approved the recommendations, an appropriation of $185,000 from the General Fund Reserve will be required to open the new purchase orders in the City’s Tyler Munis system.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a three-year Contract Services Agreement with Sports Officials for You!, LLC, to provide sports officiating services for Youth and Adult Sports programs in an amount not to exceed $180,000.00 annually, or $540,000.00 total for the three-year term (Exhibit 2).
2. APPROVE a three-year Contract Services Agreement with Hangtime Sports for on-call, backup emergency sports officiating services for Youth and Adult Sports basketball programs in an amount not to exceed $5,000 annually, or $15,000.00 for the three-year term (Exhibit 3).
3. WAIVE further reading and ADOPT Resolution No. 20-040, “A RESOLUTION OF THE CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2019-2020 BUDGET TO UTILIZE FUNDS FROM THE UNDESIGNATED FUND BALANCE FOR SPORTS OFFICIATING SERVICES FOR YOUTH AND ADULT SPORTS.”
4. AUTHORIZE the Mayor to execute the Contract Services Agreements with Sports Officials for You!, LLC, and Hangtime Sports, following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT the recommendation, and DIRECT staff to initiate a new RFP Process.
2. TAKE another action the City Council deems appropriate.
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, 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.
On December 4, 2018, the City Council approved a contract with Sports Officials for You!, LLC, to provide sports officiating services for a one-year term in an amount not to exceed $99,575.00. Since then, these experienced sports officials have made a positive impact on the program, and led to fewer game cancellations.
On December 3, 2019, the City Council approved a 180-day extension with Sports Officials for You!, LLC, to provide this same service for the basketball season. At that time, staff indicated that an RFP process would commence in the very near future to select a firm to provide this service for an anticipated three-year term. Staff then conducted the RFP process and selected Sports Officials for You!, LLC, to provide officiating services for all sports contemplated in the RFP. Hangtime Sports also responded to the RFP, but only proposed to provide officiating services for basketball.
The City Council is asked to approve a three-year agreement with Sports Officials for You!, LLC, to provide sports officiating services for both Youth and Adult Sports, for the term of April 1, 2020, through March 31, 2023, at a total contract sum of $540,000.00. Additionally, staff is requesting that a three-year agreement with Hangtime Sports be approved for on-call, backup emergency sports officiating services for Youth and Adult Sports basketball programs in an amount not to exceed $15,000.00 for the term from April 1, 2020, through March 31, 2020.
V. FISCAL IMPACT
Should the City Council approve staff’s recommendations, funds require a transfer of $185,000 from the General Fund Reserve to the following accounts:
101-90-950-631-6004 =$20,500
101-90-950-701-6004 = $164,500
VI. EXHIBITS
1. Bid Register. (pg. 4)
2. Draft Contract with Sports Officials for You!, LLC. (pgs.5-38)
3. Draft Contract with Hangtime Sports. (pgs. 39-72)
4. Resolution No. 20-040 (pgs. 73-74)
Prepared by: Jose Pina- Recreation Center Supervisor