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

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Request for Qualifications (RFQ)

for

Adult Softball League Umpiring

Services

Responses must be received by: February 24, 2023, by 2 p.m. PST

I. GENERAL INFORMATION

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.

II. SCOPE OF WORK

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

employee.

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.

III. PROJECT OVERSIGHT

The Recreation Supervisor: Jack Hettinger, or designee, will serve as Project

Manager and provide oversight for the duration of the agreement.

IV. PROJECT SCHEDULE

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

V. REQUIRED INFORMATION

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

possible.

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.

VI. SUBMITTAL OF RESPONSE

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:

pleasantoncityclerk@cityofpleasantonca.gov

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

Description	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 PleasantonCityClerk@cityofpleasantonca.gov
Online Bid Packet	RFQ
Contact:	Zachary Reda Management Analyst 925-931-5349 zreda@cityofpleasantonca.gov
Online Bid Response :	Online Bid Response is not available for this City Bid.

Request for Qualifications for Adult Softball League Umpiring Services

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