Adult Softball League Umpiring Services (USSSA)

Agency: City of Pleasanton
State: California
Type of Government: State & Local
Posted Date: Sep 6, 2018
Due Date: Nov 15, 2018
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Adult Softball League Umpiring Services (USSSA)


The City of Pleasanton¡¯s Library and Recreation Department is soliciting proposals for an umpiring association to provide umpires (USSSA Rules) for the City¡¯s Adult Softball program.Games are held Sunday through Friday evenings from March through November.

Project Number:
Advertisement Date : September 6, 2018
Bid Date : November 15, 2018 by 2:00pm
Submittal Address :

Mailing: Delivery:

City Clerk's Office City Clerk's Office
City of Pleasanton City of Pleasanton
P.O. Box 520 123 Main Street
Pleasanton, CA 94566 Pleasanton, CA 94566

Online Bid Packet

Umpire RFP


Nilo Velazquez
Recreation Supervisor

Online Bid Response : Online Bid Response: Online Bid Response is not available for this City Bid.

Attachment Preview

Request for Proposals (RFP)
Adult Softball League Umpiring Services
Proposal Deadline:
Thursday, November 15, 2018 - 2:00 p.m.
The City of Pleasanton’s Library and Recreation Department is soliciting proposals for an
umpiring association to provide umpires (USSSA Rules) for the City’s Adult Softball program.
Games are held Sunday through Friday evenings from March through November. The organization
to which the contract is awarded will be granted a three-year contract with the option to extend the
contract for up to an additional two years based on both parties being mutually agreeable to the
extension. Terms and compensation will be negotiated prior to extension.
The City offers two softball seasons: The Spring League begins mid-March (weather permitting)
and finishes mid-July; the Fall League begins a week after the spring session and completes in
mid-November. League compositions vary, ranging from Men and Women competitive leagues to
Co-Ed Recreation leagues. Games are played inside the Softball Complex at the Ken Mercer Sports
Park, 5800 Parkside Drive. There are four fields (with lights) in the complex, with game times
beginning at 5:15, 6:30, 7:45, and 9:00 p.m. One person and two person mechanics are used for
these leagues.
All bids submitted must include a completed Attachment A (Per Game Proposed Cost), as well as
responses to the following questions:
1. What is the basic philosophy of your organization/association?
2. What is your procedure for handling umpires who are late, don’t show up for their assigned
game, and/or receive customer complaints?
3. What is your recruiting and training process for new umpires? Do returning umpires
receive annual training?
4. How does your organization/association track changes to scheduled games to ensure billing
is accurate for the correct number of games/umpires?
5. How many softball umpires are in your organization/association?
6. List all softball divisions of play (i.e. Men’s D Upper, Coed Recreation, etc.) your
association has provided service for in the past three years? How many umpires were
needed for those leagues?
7. What other sports officiating services does your organization/association offer?
8. Is your organization/association currently or has been affiliated with other municipal or
special district agencies within the last three years? If so, provide a complete list with
contract and contact information for each agency. If not, provide at least two references
with contact information.
9. What is the correspondence time frame and expectation for the umpires when additional
information is needed by the City?
10. How does your organization/association handle conflict of interest with umpires who also
participate in the league as a player?
11. What is your organizations/associations protocol for determining poor air quality?
NOTE: The selected organization will need to obtain a City of Pleasanton Business License upon
award of contract.
The organization/association agrees to provide umpiring services to the City of Pleasanton,
commencing March 01, 2019 and ending December 31, 2021. Both parties may agree to extend
the contract for up to an additional two years based on mutual satisfaction. These services are as
Provide and schedule trained umpires for adult softball games at the Ken Mercer Sports
All umpire concerns brought forward by City staff shall be handled in a professional and
timely manner by an appointed member of the organization/association. Upon conclusion
of the organization/association internal review of such concerns, the appointed
organization/association member must report to the Recreation Supervisor any proposed
course of action.
If City staff is not satisfied with the performance of an umpire, or in the way an umpire
interacts with City staff or its customers, the City may request that the umpire no longer
officiate City sponsored softball games. The organization/association agrees to
immediately honor that request, absent compelling reasons to do otherwise.
The Fieldhouse meeting room at the Sports Complex will be made available for training
on a reservation basis. The organization/association will need to submit a request through
the City’s League Director.
The umpires used by the organization/association shall abide by all rules and regulations
of the City’s Library and Recreation Department.
The Umpire in Charge must attend the pre-season Softball Manager’s meeting and
answer/clarify any rule related questions.
At the conclusion of each season, provide the City’s League Director with
recommendations regarding rules, leagues, game times, and other related best practices.
Include a cover letter with vendor name, address, contact person and summary of bid, along with
a completed Attachment A and submit to the City Clerk’s office by 2:00 p.m. on Thursday,
November 15, 2018. Note, the City reserves the right to reject all proposals.
Please submit three (3) copies of your proposal to:
Proposals may be mailed to:
City of Pleasanton – City Clerk’s Office
ATTN: Library and Recreation Department: Softball Umpire Bid
P.O. Box 520
Pleasanton, CA 94566
Proposals may be delivered to:
City of Pleasanton - City Clerk’s Office
ATTN: Library and Recreation Department: Softball Umpire Bid
123 Main Street
Pleasanton, CA 94566
Questions regarding the process should be directed to:
Nilo Velazquez, Recreation Supervisor
City of Pleasanton Library and Recreation Department
(925) 931-3439
RFP - City of Pleasanton - Umpire Services
Per Game Proposed Cost
March 2019 thru December 2021
Contact Name:
(Please fill in PER GAME COST)
Single Umpire
Two Umpires
Extra Fees (write in):
Signature of Authorized Agent:

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