Request for Proposals
City of Killeen, Texas Sealed
Proposals will be received for:
Sealed Proposals will be received
until 2:00 p.m. on
January 17, 2020
Return Proposal to:
City of Killeen
Attn: Purchasing Department
802 N 2nd Street,
Building E, 2nd Floor
Killeen, Texas 76541
TABLE OF CONTENTS
Notice to Proposers
Sports Officiating Submittal
Instructions to Proposers
Appendix A – Killeen Sports
NOTICE TO PROPOSERS
RFP NO 20-09
CITY OF KILLEEN, TEXAS
The City of Killeen will receive proposals from qualified organizations to provide sports officiating services for the City’s Parks
& Recreation athletic programs until Friday, January 17, 2020 at 2:00 p.m. Submittals must be addressed to the City of
Killeen, Purchasing Division, 802 N. 2 Street, Second Floor, RM 215, Killeen, Texas 76541 and shall be plainly marked with
the name and address of the Proposer, the RFP number and “RFP Sports Officiating Services.” Submittals received after the
closing time will be returned unopened.
The purpose of this request is to select and potentially enter into a contract with an association for the operation of booking
and staffing of Officials/Scorekeepers for all athletic programs. Proposers shall provide proposals as outlined in the RFP.
Questions will be accepted via email by Lorianne Luciano at firstname.lastname@example.org through January 9,
2020 at 2:00 p.m. Questions will be answered in the form of an addendum and posted to the City’s website, Demand Star
and EBDS. It is the Proposer’s responsibility to obtain and acknowledge all addenda.
Complete information regarding this solicitation may be obtained from the City of Killeen website
(www.killeentexas.gov/purchasing), Demand Star (http://www.demandstar.com/), and ESBD (http://portal.cpa.state.tx.us).
The City of Killeen reserves the right to reject any or all proposals and waive any irregularities.
CITY OF KILLEEN, TEXAS
Sports Officiating Submittal
Official and Score Keeper Operations
The scope of work covered by this Sports Officiating consists of providing Officials and Score Keeper services. Services
according to these specifications shall commence at an agreed upon time by both parties to this agreement. Proposers will
continue until termination of the agreement between the Proposer and the City.
Scope of Contract
Any contract awarded will be a service contract calling for services identified in this solicitation at an agreed upon rate of
compensation as negotiated by both parties. Upon acceptance of the negotiated terms and conditions by the City Council and
issuance of a Contract Award, Proposer shall deliver the services at the agreed upon prices, within the time specified, and in
accordance with all Terms and Conditions and General Provisions contained herein.
Submittal of Documents
All proposal responses shall be submitted in a sealed envelope featuring the name and address of Proposer, RFP # and
name, and addressed to City of Killeen, attention Purchasing Department, 802 N. 2nd Street, Building E, Room 215,
Killeen, Texas 76541. The submittal shall include one (1) original, and four (4) copies. Facsimile and/or email transmittals
will not be accepted. Submitted proposals will be accepted until 2:00 P.M. on January 17, 2020.
The vendor/Proposer selection process will follow the timeline shown below. Estimated key milestone dates for the
completion of the project are also included:
Request for Proposals Issued: Sunday December 29, 2019 and January 5, 2020
Deadline for Submitting Questions: Thursday, January 9, 2020 by 2:00 pm
Proposal Submission Deadline: Friday January 17, 2020 by 2:00 pm
Review: January 20-27
Council consideration: February/March 2020
Instructions to Proposers:
This section outlines specific instructions for proposal submissions. Proposers not adhering to these instructions shall
be disqualified without further consideration. The City of Killeen requires comprehensive responses to every section
within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals
will be considered non-responsive and will result in disqualifications. To facilitate the review of the responses,
Proposers shall follow the described proposal format. The intent of the proposal format requirements is to expedite
review and evaluation. It is not the intent to constrain prospective Proposers with regard to content, but to assure
that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and
evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is
requested that proposals be limited to no more than 30 pages, excluding resumes and sample documents. All
pages of the proposals must be numbered and the proposal must contain an organized, paginated table of
contents corresponding to the sections and pages of the proposal. Proposals shall have 1” margins and be single-
sided, single spaced, using Times New Roman 12-point font.
All original submittals must be manually or digitally signed by an authorized official of the Proposer and include the printed
name and title of the person signing. Adobe Acrobat Encryption must be utilized for digital signatures. If you obtained this
solicitation by Internet posting, your response shall not contain any alteration to the document posted other than
entering data in the spaces provided or including attachments as necessary. By submission of a response, Proposers
affirm that no alteration of any kind has been made to this solicitation.
Proposals may not be withdrawn after the time set for the closing, unless approved by the City Council.
Your offer or a modification to your offer is LATE if received after the time set for proposal opening and shall be
returned unopened and shall not be considered.
Questions & Inquires
If you need clarification or have any question as to the true meaning of specifications or any other document in the
solicitation, your concerns must be submitted in writing to the Director of Procurement and Contract Management before
or on January 9, 2020 at 2:00pm. No responses will be provided to prospective Proposers after this date. Timely requests
will be interpreted or otherwise clarified by issuance of an addendum to the solicitation distributed to all sources that
received a set of the solicitation.