TITLE
Consider a memorandum/resolution awarding RFP 20-09 for Sports Officiating Services to FGM Sports in an amount not to exceed $20,000 for Fiscal Year 2020.
SUMMARY
DATE: April 28, 2020
TO: Kent Cagle, City Manager
FROM: Joe Brown, Executive Director of Recreation Services
SUBJECT: Awarding Bid RFP20- 09 Procurement of Sports Officiating Services to FGM Sports
BACKGROUND AND FINDINGS:
The total contract for youth and adult sport officials will be $57,690 per year plus any inflation increases. Total for the five-year (5) agreement is roughly $289,800. The yearly amount fits into Athletics Special Services Budget.
Why advertise RFP for officiating services?
Partnering with one vendor will allow Recreation Services (RS) to provide a quality line of officials and scorekeepers for all athletic events, while reducing RS cost through this agreement. Currently, RS secures a number of different individuals to officiate and scorekeep our events and pay each vendor separately on a weekly basis. Partnering with FGM Sports would create a faster and more efficient flow of payment to the contracted officials. FGM Sports will invoice RS on a bi-weekly basis for services rendered for those officials, and RS will then submit payment in lump sum form to FGM Sports. The current process of paying individual vendors during busy sports season typically takes about (20) hours per week to verify and process each vendor. Partnering with FGM Sports will cut down the amount of time to roughly 5-6 hours a week, allowing RS staff to focus on other tasks throughout the week.
This service will include all RS Athletic events to include:
• Baseball/Softball (Youth and Adult)
• Basketball - Boys and Girls (Youth and Adult)
• Volleyball (Youth and Adult)
• Flag Football
The terms of the agreement will be a one (1) year term with four (4) automatic renewals. Any price increases when renewing the agreement must be submitted to the RS Department ninety (90) days prior to renewal.
RS advertised RFP 20-09 Sports Officiating Services on the December 29, 2019 and January 5, 2020. We received one response from FGM Sports. The rating scale was as follows:
• Experience - 40 Points
• Capacity to deliver services - 30
• Overall Cost - 20
• References - 10
Total: 100 Points
THE ALTERNATIVES CONSIDERED:
Option 1 - Not accept the bid from FGM Sports and re-advertise this service.
Option 2 - Not approve the bid from FGM Sports and continue to seek quotes per each individual sport.
Option 3 - Approve the bid with FGM Sports and enter into agreement.
Which alternative is recommended? Why?
Option 3 - Approve the bid with FGM Sports and enter into the agreement. This is the best option for RS Athletics Department because it streamlines the sports official and scorekeeper acquisition and payment process. This process will now become much faster and less stressful on city staff to issue payments to multiple vendors each week.
CONFORMITY TO CITY POLICY:
This confirms to the City of Killeen purchasing policy.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Estimating FY20 expense of $20,000 (due to COVID impact on youth/adult sports) and $57,690 in FY21, 22, 23, and 24 plus any approved increases due to an increased number of games or increases in cost/inflation from year to year. The total expenses per year will not exceed the budgeted amount. Future budget years are contingent upon the approval of the budget.
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, there is $36,868 remaining in the FY20 Budget in account 010-3032-428.47-99 Special Services. This will cover the prorated amount for applicable sports for the remainder of FY20.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council award RFP 20-09 for Sports Officiating Services to FGM Sports in an amount not to exceed $20,000 for Fiscal Year 2020, and authorize the City Manager or designee to execute a one-year agreement with the option to renew for four (4) additional one-year terms, and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Agreement