Request for Proposals for Sports Officials Services

Village of Western Springs
Request for Proposals
for
Sports Officials Services
Due: 3:00 pm, September 3, 2026
Village of Western Springs
740 Hillgrove Avenue
Western Springs, IL 60558
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TABLE OF CONTENTS
SECTION ONE: RFP Specifications
Purpose of RFP
SECTION TWO: RFP SUBMISSION INFORMATION
Submission Instructions
Evaluation Criteria
Q & A, Proposal Evaluation, and Selection Process
Timeline
RFP Amendments
SECTION THREE: SCOPE OF SERVICES
Scope of Services required
Key Responsibilities
SECTION FOUR: TERMS & CONDITIONS
Ownership
General Terms and Conditions
Vendor Contract
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SECTION ONE: RFP Specifications
PURPOSE OF RFP
The Village of Western Springs (the "Village") is accepting proposals from qualified companies
(Proposers) to provide professional sports officials for youth basketball leagues. The Village seeks
experienced, certified officials committed to fair play and upholding league standards. The Village
operates multiple leagues and facilities, serving hundreds annually. To maintain high standards of
officiating and player safety, the Village requires reliable officials for: youth recreational and travel
basketball.
SECTION TWO: RFP SUBMISSION INFORMATION
SUBMISSION INSTRUCTIONS
Each company must submit one (1) electronic copy of their proposal. The proposal must include:
1. Company Profile & Qualifications - All proposals must bear the name of the submitting entity
and must clearly display "Request for Proposal - Sports Officials 2026" on the face of the
envelope/package (for mailed or hand delivered submissions) or in the email subject line (for
electronic submissions). A narrative describing the company's qualifications and strengths.
2. References-Provideatleasttwo(2)referencesfromeachagencyyouprovideservicesforinthe
last3yrsincludingthecontactnames,emails,andphonenumbersofindividualswhoarewilling
and able to comment on the company's ability to provide quality professional officials/services.
3. Project Approach - A narrative proposal of the approach and techniques the consultant will use
tocompletethescopeofservicesidentifiedinSection3ofthisRFP.Theproposalmustincludea
clearandconciseworkplanandprojectscheduleforachievingtheidentifiedscopeofworkand
preparing the required deliverables.
4. Cost - All proposed pricing for services must be identified. Prices shall cover all applicable costs,
including but not limited to: referee fees per official (per game/hourly) and any assignor fees.
5. Additional Information - Any additional information the company wishes to provide.
AllresponsestotheVillageofWesternSpringsRFPforSportsOfficialsServicesmustbereceivednolater
than 3:00 p.m. September 3, 2026. Responses received after 3:00 p.m. on September 3, 2026, will not
be considered.
Submit responses and questions to:
Mike Kenny
Recreation Program Manager
1500 Walker St
Western Springs, IL 60558
mkenny@wsprings.com
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Companies accept all risks of late delivery of mailed proposals regardless of fault. Facsimile proposals
willnotbeconsidered.Allproposalsandaccompanyingdocumentationwillbecomethepropertyofthe
Village and will not be returned.
EVALUATION CRITERIA
Proposals will be evaluated based on:
Experience & Qualifications
Pricing
Staffing Capacity & Availability
Professionalism & Uniforms
References & Client Feedback
The Village reserves the right to award multiple contracts or reject any or all proposals.
Q & A, PROPOSAL EVALUATION, AND SELECTION PROCESS
Questions related to the RFP must be submitted by 3:00 p.m. on August 27, 2026. All questions and
answerswillbepostedontheVillagewebsite,andallrespondentswillbenotifiedby5:00p.m.onAugust
28,2026.Afterthesubmissiondeadline,aselectioncommitteewillevaluateallresponsesandshort-list
therespondingproposals.Consultantswillbenotifiedandfinalistsmaybeinvitedtointerviewwiththe
selection committee. The selection committee will be comprised of the Village of Springs officials and
Village staff. After the reference checks / interviews, the committee will reconvene to either make a
recommendationtothefullVillageBoardorrequestadditionalinformation.Oncearecommendationis
madebythecommittee,allcompanieswillbenotifiedoftheirstatusandVillagestaffwillnegotiatethe
final contract with the selected company prior to final selection and approval of the contract by the
Village Board of Trustees.
TIMELINE
The RFP process will proceed using the following timeline:
Action Item Date
RFP Issued August 17, 2026
Q&A Period August 17, 2026 - August 27, 2026
Proposals Due September 3, 2026 - 3:00pm
Selection of Finalists Announced September 14, 2026
Negotiation and Contract Preparation September 15, 2026 - September 25, 2026
Contract Awarded by Village Board of September 28, 2026
Trustees
RFP AMENDMENTS
TheVillagereservestherighttochangetheRFPscheduleorissueamendmentstotheRFPatanytime.
The Village also reserves the right to cancel or reissue the RFP, to reject any or all proposals, to waive
any irregularities or informalities in the selection process, and to accept or reject any item or
combination of items. Addenda to the RFP will be posted to the Village website:
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www.wsprings.com/bids.TheVillagereservestherighttorequestclarificationofinformationfromany
vendor or to request supplemental material deemed necessary to assist in the evaluation of the
proposal.TheVillagereservestherighttoeffectanyagreementdeemedbytheVillagetobeinitsbest
interest. This RFP does not obligate the Village to accept or contract for any expressed or implied
services. The Village reserves the right to reject any or all proposals, to waive any irregularities or
informalities in any proposal or in the proposal procedures, and to accept or reject any item or
combination of items.
In the event of a material modification, all known and/or potential consultants will be notified of an
amendmenttothisRFP.IfdeemednecessarybytheVillage,consultantswillbegivenanopportunityto
modify their proposal in the specific areas that are affected by the modification.
SECTION THREE: SCOPE OF SERVICES
Season Sport Anticipated # of Games Anticipated#ofOfficialsperGame
Fall/Winter Travel Basketball 260 2
Winter Rec Basketball 370 1-2
SCOPE OF SERVICE REQUIRED
This RFP aims to select one or more contractors to provide qualified officials who:
* Are IHSA certified and trained for their respective sports
* Demonstrate professionalism, punctuality, and fairness
* Follow all applicable rules and Village policies
* Maintain effective communication with Village staff and league participants
* Help promote a positive and safe recreational environment
Key Responsibilities:
* Officiate games according to official rules and Village guidelines
* Arrive on-site on time, prepared and in appropriate uniform
* Submit required reports and communicate issues promptly
* Participate in Village-led meetings/training as requested
* Comply with all background screening and certification requirements
SECTION FOUR: TERMS & CONDITIONS
OWNERSHIP
All information gathered during the planning process will be owned by the Village of Western Springs
andmustremaintheexclusivepropertyoftheVillageofWesternSprings.Thisincludes,butisnotlimited
to,anydesigns,drawings,plans,specifications,photos,reports,information,observations,calculations,
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notes,andanyotherdocuments,data,orinformation,inanyform,prepared,collected,orreceived.At
therequestoftheVillage,oruponterminationofthecontractwiththeselectedconsultant,theselected
consultant must provide copies of this information in an open standard and non-proprietary format.
GENERAL TERMS AND CONDITIONS
1. Intheeventthattheconsultanttowhomtheservicesareawardeddoesnotexecuteacontract
withinthirty(30)calendardaysafterVillageBoardapproval,theVillagemaygivenoticetosuch
consultant of intent to award the contract to the next most qualified consultant or to call for
new proposals and may proceed to act accordingly.
2. The Village will not reimburse any vendors for any costs involved in the preparation and
submission of responses to this RFP or in the preparation for and attendance at subsequent
interviews.
3. Consultants shall thoroughly examine and be familiar with these specifications. The failure or
omission of any consultant to receive or examine this document shall in no way relieve any
consultant of obligations with respect to this proposal or the subsequent contract.
4. ThecontractbetweenthesuccessfulconsultantfirmwillprovidethattheVillagemayterminate
the contract for convenience upon not less than thirty (30) days advance written notice. The
consultant shall be entitled to just and equitable compensation for any satisfactory work
completedpriortotheterminationdate.Undernocircumstanceswillanydamagesbepaidas
a result of the termination of this contract. The Village reserves the right to terminate the
contractwithouta30-daywrittennoticeiftheawardedconsultantfailstocomplywithanyof
thetermsandconditionsofthisRFPorsubsequentcontractasdeterminedbyVillageinitssole
discretion.
5. Equal Employment Opportunity/Anti-Sexual Harassment Policy. During the term of the
contract, the selected consultant shall comply in all respects with the Equal Employment
Opportunity Act/Illinois Human Rights Act. The selected consultant shall have a written equal
employmentopportunitypolicystatementdeclaringthatitdoesnotdiscriminateonthebasis
of race, color, religion, sex, national origin, disability, or age. Findings of non-compliance with
applicable state or federal equal employment opportunity laws and regulations may be
sufficient reason for revocation or cancellation of the contract.
6. The selected consultant shall comply with the provisions of the Illinois Drug Free Workplace
Act and the Americans with Disabilities Act.
VENDOR CONTRACT
VENDOR CONTRACT FOR
GOODS, SUPPLIES AND SERVICES
(Contractor: _______________)
This Vendor Contract for Goods, Supplies and Services (the "Contract") is entered into between
the Village of Western Springs, an Illinois municipal corporation (the "Village"), and
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__________________________ (the "Vendor"), and is dated as of ___________, 2026. The Village and
the Vendor are at times referred to below individually as a "Party" and collectively as the "Parties".
INCONSIDERATIONofthemutualpromises,performanceofcertainobligationsandpaymentof
financial consideration by the Parties, as set forth below and in the attachments to this Contract, the
Vendor agrees to provide the goods and supplies and/or perform the services, collectively defined as
"Work" below, and the Village agrees to pay for the Work as set forth in this Contract.
1. Contract. This Contract shall incorporate and include the following exhibits:
a. Vendor's Invoice, Purchase Order or Agreement, or similarly titled document, (the
"Invoice/Purchase Order/Agreement"), which describes the certain goods, supplies
and services to be performed, provided, delivered, supplied and/or installed by the
Vendor(the"Work")forthebenefitoftheVillage,whichisdated__________(Invoice
or Purchase Order No. _______ or Agreement), and a true and correct copy of said
Invoice/Purchase Order/Agreement is attached hereto as Exhibit "A"; and
b. Rider to Contract (General Provisions), which is attached hereto as Exhibit "B" and
which contains certain "General Provisions" that constitute additional terms and
conditions applicable to this Contract and to the Parties.
2. Incorporation of Exhibits; Priority of Documents. The Exhibits attached to this Contract are
incorporated herein and made a part of this Contract. Where there is a conflict or
inconsistency between the language in this Contract and any Exhibit, the language of this
Contractshallsupersedeandcontrol,butonlytotheextentthatthelanguageinthisContract
is more restrictive in that it provides the Village with greater protections and/or benefits.
Where there is a conflict or inconsistency between the language in Exhibit "A"
(Invoice/Purchase Order/Agreement/Agreement) and Exhibit "B" (Rider to Contract -
GeneralConditions),thelanguageofExhibit"B"(RidertoContract-GeneralConditions)shall
supersedeandcontrol,butonlytotheextentthatthelanguagethereinismorerestrictivein
that it provides the Village with greater protections and/or benefits.
3. ProvisionoftheGoods,Supplies,Equipmentand/orServices.TheVendoragreestoperform,
provide,deliver,supplyand/orinstallallofthegoods,suppliesand/orservicesassetforthin
the Vendor's Invoice/Purchase Order/Agreement attached hereto as Exhibit "A".
4. Payment to Vendor. Provided that the Vendor performs in accordance with the terms and
provisions of this Contract, the Village agrees to pay the Vendor for the goods, supplies
and/or services at the stated prices and pursuant to the payment schedule (if any) set forth
intheVendor'sInvoice/PurchaseOrder/AgreementattachedheretoasExhibit"A"orasset
forth below in this Section 4; however, the financial payments and any penalties associated
with late payments due under this Contract shall be paid by the Village only in accordance
with the Local Government Prompt Payment Act (50 ILCS 505/).
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a. The following Alternate Payment Schedule has been agreed to by the Parties: NOT
APPLICABLE.
i. _____%paymentoftheTotalContractPricepayabletotheVendoratthetime
of execution of this Contract or the date of the Notice to Proceed;
ii. ______ % payment of the Total Contract Price payable to the Vendor upon
written proof from the Vendor and Village verification of completion of 50%
of the Work;
iii. ______% payment of the Total Contract Price upon written proof from the
Vendor and Village verification of completion of 75% of the Work; and
iv. _______% payment of the Total Contract Price upon written proof from the
Vendor and Village verification of completion of 90% of the Work; and
v. 10%oftheTotalContractPriceheldbytheVillageasretentionandpayableto
the Vendor upon written proof from the Vendor and Village verification of
completion 100% completion of the Work. Depending on the type of Work,
partialandfinallienwaiversmayberequiredbytheVillageinordertorelease
payments.
5. NoticetoProceedWiththeWork.TheVendorshallcommencetheWorkunderthisContract
only upon issuance of written Notice to Proceed from the Village delivered to the Vendor
and shall complete the Work within ______________ (___) calendar days from the date of
the Notice to Proceed or as otherwise stated in the Vendor's Invoice/Purchase Order (the
"Completion Date").
a. The Vendor shall diligently and continuously work on the Work until the completion
of the Work or upon the termination of this Contract, but in no event later than the
CompletionDate.ThePartiesmaymutuallyagreeinwritingtomodifytheCompletion
Date. Delays caused by the Village shall extend the Completion Date in equal
proportiontothedelaycausedbytheVillage.IntheeventthattheVendorperforms
any Work and incurs any expenses in furtherance of the Work prior to receiving a
writtennoticetoproceedfromtheVillageinregardtotheWorkoranyphaseofthe
Work, the Work performed and the expenses incurred are at the Vendor's sole risk,
and such Work and expenses are not authorized for payment or reimbursement,
unless and until a written notice to proceed is issued by the Village. The actual,
documented Work performed prior to the issuance of the Village notice to proceed
shall be paid by the Village as part of the "not to exceed" Fee provided by this
Contract.
b. Suspension of Work. The Village, at any time and for any reason, may suspend work
on any or all Work by issuing a written work suspension notice to the Vendor. The
Vendor must stop the performance of all Work within the scope of the suspension
notice until the Village directs the Vendor in writing to resume performance of the
Work.
c. PhasingofScopeofWork.TheVendorshallnotcommenceperformanceoftheWork
on the initial phase or any subsequent phase of the Scope of Work, unless it first
receivesawrittenNoticetoProceedfromtheVillageRepresentative.Intheeventthat
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the Village decides not to proceed with the Work or any subsequent phase of the
Workforanyreason,thisContractshallterminateuponwrittennoticetotheVendor
issued by the Village advising of the termination of this Contract. In such case, the
Village shall be liable to the Vendor only for payment of all actual, completed,
documented Work, based on a prorated value of the contract price or the actual
amountofquantitiesofdeliverablesorcompletedworkifthecontractpricingisbased
onunitpricing,throughthedateoftermination.TheVendoragreestowaiveanyand
allclaimsandcausesofactionforanyotherdamagesorlossesofanykindthatcould
be brought relative to the termination of this Contract by the Village based on the
Village's decision not to proceed with the Work or any phase of the Scope of Work.
TheVendorunderstandsandagreesthatfundsforpaymentofeachPhaseoftheWork
and the Work related thereto are subject to the availability of an annual or periodic
appropriationsforthispurposebytheappropriatefederalorStateagenciesaspartof
the______N/A_Program[INSERTFUNDINGSOURCE(S)]ortheVillage.Intheevent
ofnon-receiptoffundsmarkedforappropriationforthisWorkfromtheappropriate
Stateagenciesornonappropriationoffunds bytheVillagefortheworkandWorkto
be provided under this Contract, the Village will either not authorize the Vendor to
commence the next Phase of the Work or, if a Phase has been commenced, this
Contract shall be terminated, without termination charge or responsibility for or
obligation to the Vendor or for damages or other liability beyond the payment of all
actual, completed work and Work that conform to the approved plans through the
dateoftermination.Ifatanytimefundsarenotappropriatedforthecontinuanceof
this Contract, cancellation shall be accepted by the Vendor on thirty (30) days' prior
writtennotice,butfailuretogivesuchnoticeshallbeofnoeffectandtheVillageshall
notbeobligatedunderthisContractbeyondthedateoftermination.Forthepurposes
ofthisContract,thephasesfortheWorkaresetforthinExhibit"A",______________
[INSERT PROJECT PHASING DOCUMENT].
d. Reporting;DeliveryDateofFinalReport.TheVendorshallregularly,andnolessthan
bi-weekly, provide both written and verbal reports to the Village Manager to the
VillageandtoanyotherVillagestafforofficialsuponrequestregardingtheprogress
oftheWork.TheVillageManagercanrequiremorefrequentreportingbytheVendor
atanytime.UponfinalcompletionoftheWork,theVendorshalldeliverafinalwritten
reportaddressedtotheVillageandwithcopiesdeliveredtotheVillageManagerthat
confirms the completion of the Work (the "Final Report"). The Final Report shall be
completed and delivered to the Village on or before the Completion Date.
e. Electronic Reporting. In addition to providing the Village with paper copies of all
reports, data or results and the Final Report, the Vendor (and the Primary
Representative) shall, to the extent possible, submit documentation regarding the
Work to the Village electronically. The Parties agree to work together to develop a
procedure for electronic communication of data that is effective and efficient for all
Parties.
f. FinalAcceptance. TheWork,or,iftheWorkaretobeperformedinseparatephases,
each phase of the Work, shall be considered complete on the date of final written
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acceptance by the Village Manager of the Work or each phase of the Work, as the
case may be, which acceptance shall not be unreasonably withheld or delayed.
6. Independent Contractor Status; Reporting. The Vendor is an IRS Form 1099 independent
contractor and not an employee of the Village. To comply with the employer reporting
requirementsofPublicAct103-0343(amendmentstotheIllinoisUnemploymentInsurance
Act regarding the Directory of New Hires, 820 ILCS 405/1801.1), upon execution of this
Contract, the Village shall submit the Vendor's name and required information to the
Illinois Department of Employment Security.
7. Effective Date. After this Contract has been signed by the Vendor, this Contract shall be
approvedbytheVillageBoardanddeemeddatedandbecomeeffectiveonthedatethatthe
Village President or the Village Manager signs this Contract.
SIGNATURE PAGE TO FOLLOW
INWITNESSWHEREOF,thesignatoriesbelow,pursuanttoproperlyissuedauthority,havesigned
this Contract, which shall become effective on the date that the Village President or Village Manager
signs this Contract.
VILLAGE OF WESTERN SPRINGS VENDOR: _____________________________
By: _____________________________ By: ___________________________________
Name:___________________________ Name:_________________________________
Village President or Manager Authorized Corporate Officer
Date:____________________, 2026. Date:___________________________, 2026.
ATTEST: NOTARY PUBLIC
By: _____________________________ By: ___________________________________
Name:___________________________
Village Clerk
Date: _____________________, 2026. Date: __________________________, 2026.
SEAL / STAMP
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