Request for Qualifications for Adult Softball League Umpiring Services

Agency: City of Pleasanton
State: California
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 541690 - Other Scientific and Technical Consulting Services
  • 624120 - Services for the Elderly and Persons with Disabilities
Posted Date: Jan 30, 2023
Due Date: Feb 24, 2023
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Request for Qualifications for Adult Softball League Umpiring Services


The City of Pleasanton is soliciting proposals for an umpiring association to provide umpires (USSSA Rules) for the City’s Adult Softball program.

Project Number:
Advertisement Date January 30, 2023
Bid Date : February 24, 2023 by 2:00pm
Submittal Address :

Electronic copy in PDF format:

City Clerk's Office
City of Pleasanton

Online Bid Packet RFQ

Zachary Reda
Management Analyst

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

Attachment Preview

Request for Qualifications (RFQ)
Adult Softball League Umpiring
Responses must be received by: February 24, 2023, by 2 p.m. PST
A) Purpose of this Request for Qualifications
The City of Pleasanton (“City”) is soliciting proposals for an umpiring
association (“Vendor”) to provide umpires (USSSA Rules) for the City’s
Adult Softball program. The Vendor 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.
B) Background
The City offers two softball seasons: The Spring League begins mid-
March (weather permitting) and finishes mid-July; the Summer League
begins a week after the spring session and finishes in mid-November. For
the 2023 season, league durations and game times may vary due to
extenuating circumstances. League games are played at 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.
The Vendor agrees to provide umpiring services to the City of Pleasanton,
commencing April 01, 2023 and ending December 31, 2025. Both parties
may agree to extend the contract for up to an additional two years based
on mutual satisfaction. The scope of work will include the following tasks
and expectations:
Task 1: Provide and schedule trained umpires for adult softball games at the
Ken Mercer Sports Park.
Task 2:
All umpire concerns brought forward by City staff shall be handled in a
professional and timely manner by the Vendor’s pre-appointed staff.
Upon conclusion of the Vendor’s internal review of such concerns, the
appointed Vendor member must report to the Recreation Supervisor
any proposed course of action.
Task 3:
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 Vendor agrees to immediately honor that request, absent
compelling reasons to do otherwise.
Task 4: The umpires used by the Vendor shall abide by all rules and
regulations of the City’s Library and Recreation Department.
Task 5:
In the event of misbehavior by a player, team, or spectator (i.e., fights,
verbal confrontation, ejection, game cancellation/forfeiture due to
unsportsmanlike conduct, etc.), the umpires must submit a
comprehensive written report summarizing the incident prior to leaving
the sports complex and submit the document to the on-site City
Task 6: The Umpire in Charge must attend the pre-season Softball Manager’s
meeting and answer/clarify any rule related questions.
Task 7: At the conclusion of each season, provide the City’s Recreation
Supervisor with recommendations regarding rules, leagues, game
times, and other related best practices.
Task 8: The Fieldhouse meeting room at the Sports Complex will be made
available for training on a reservation basis. The Vendor will need to
submit a request through the City’s League Director.
The Recreation Supervisor: Jack Hettinger, or designee, will serve as Project
Manager and provide oversight for the duration of the agreement.
The timeline supplied is the City's best estimate and does not represent a
binding agreement on behalf of the City.
Request for Qualifications Distributed
Questions Deadline
Response Submittal Deadline
Review of Responses
Virtual interviews (if needed)
Notification of Selection
City awards Agreement for Services
Commencement of Services
January 31, 2023
February 17, 2023 by 2 p.m.
February 24, 2023 by 2 p.m.
February 27-March 3, 2023
March 6-8, 2023
March 10, 2023
March 21, 2023
April 1, 2023
All responses to this RFQ must be made in accordance with these specifications.
Failure to adhere to any specification may result in rejection of your response.
Your response must include satisfactory evidence indicating your ability to meet
the Scope of Work detailed in this RFQ.
You must provide adequate pricing and service information to assure that the
fees for services and products are clearly described. A template can be found
below in Attachment 2.
Section A of your response should be clearly identified as “Vendor Information
and Experience,” and include the following elements:
1. Vendor name, business address, business telephone number, fax
number, website, and email address.
2. Name and title of person submitting the response.
3. A description of your experience as it relates to the Scope of Work in this
RFQ. List each municipal or special district agency separately. Clearly
identify the municipal or special district agency and the length of time you
gained this experience (e.g., City of Acme, 1234 Main Street, Acme
California (4 years).
4. The names, addresses and phone numbers of at least three business-
related references. Include a description of the type of work you performed
for each reference, and when this work was conducted.
Section B of your response should be clearly identified as “Work Plan” and
include the following elements:
1. A detailed work plan describing your approach to accomplishing the tasks
identified in this RFQ. At a minimum, the Work Plan should include all
tasks listed in Section II, “Scope of Work.” You should include any
steps/tasks not included in the Scope of Work that you think would
materially affect the quality of this work.
2. What is the mission and values of your organization?
3. What is your procedure for handling umpires who are late, don’t show up
for their assigned game, and/or receive customer complaints?
4. What is your recruiting and training process for new umpires? Do returning
umpires receive annual training?
5. How does your organization handle conflict of interest with referees
who also participate in the league as a player?
6. How do you track changes to scheduled games to ensure billing is
accurate for the correct number of games/umpires? Provide an example
with any confidential information redacted.
7. 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?
8. What other sports officiating services does your organization offer?
9. What is the correspondence time frame and expectation for the umpires
when additional information is needed? (i.e. ejection)
Section C of your response should be clearly identified as “Proposed Fee
Schedule” and must include the following elements:
1. Complete Attachment 2 (Per Game Proposed Cost). Be as specific as
Section D (Optional)
You may provide any material not specifically required as supplemental
information. Additional material may include, but is not limited to, the following:
1. Up to three additional business-related references.
1. A single copy of the RFQ response shall be submitted electronically as a PDF to
the City Clerk’s email address, below. Only PDF copies shall be accepted.
2. Responses shall be signed by an individual or individuals authorized to execute
legal documents on behalf of the Vendor.
3. Emails shall be clearly labeled with the subject “Response for Adult Softball
Umpiring Services RFQ”. Submit to:
4. All proposals must be received by 2 p.m., Friday, February 24, 2023.
5. Responses are to be submitted with the following information:
a. Name of Vendor
b. Vendor’s contact person’s email and phone number

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

Status Ref# Project Close Date Dayes Left Action Open 23-S-C-M-019 Notice of Upcoming

San Mateo Transit District

Bid Due: 4/30/2023

Senior Center Remodel - Architectural, Interior Design, Engineering & Construction Services

City of Azusa

Bid Due: 4/20/2023

Follow Observation Towers Camp Pendleton Active Contract Opportunity Notice ID N6426723R0024 Related Notice


Follow Observation Towers Camp Pendleton Active Contract Opportunity Notice ID N6426723R0024 Related Notice