Adult Sports League Management

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS
Adult Sports League Management Proposal Reference #: 96168-002.0
STATEMENT OF NO PROPOSAL
NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this
form immediately. Your response will assist us in evaluating all responses for this important project and
to improve our bid solicitation process.
The Purchasing Division of the City of Kalamazoo wishes to keep its proposers list file up-to-date. If, for
any reason, you cannot supply the commodity/service noted in this proposal solicitation, this form must be
completed and returned to remain on the particular proposal list for future projects of this type.
If you do not respond to this inquiry within the time set for the proposal opening date and time noted,
we will assume that you can no longer supply this commodity/service, and your name will be removed
from this proposal list.
_____ Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain
below).
_____ Specifications are unclear (explain below).
_____ We are unable to meet specifications.
_____ Insufficient time to respond to the Request for Proposal.
_____ Our schedule would not permit us to perform.
_____ We are unable to meet bond requirements.
_____ We are unable to meet insurance requirements.
_____ We do not offer this product or service.
_____ Remove us from your proposers list for this commodity or service.
_____ Other (specify below).
REMARKS:
___________________________________________________________________________
____________________________________________________________________________________
SIGNED: _________________________________ NAME:__________________________________
(Type or Print)
TITLE: __________________________________ DATE:___________________________________
FIRM NAME: ________________________________________________________________________
(if any)
ADDRESS:___________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE: _________________________________ EMAIL: __________________________________

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 1
Adult Sports League Management Proposal Reference #: 96168-002.0
SECTION I - INSTRUCTIONS TO PROPOSERS
1. EXAMINATION OF PROPOSAL DOCUMENT-Before submitting a proposal, proposers shall
carefully examine the specifications and shall fully inform themselves as to all existing conditions
and limitations. The proposer shall indicate in the proposal the sum to cover the cost of all items
included on the proposal form.
2. PREPARATION OF PROPOSAL-The proposal shall be legibly prepared in ink or typed. If a unit
price or extension already entered by the proposer on the Proposal and Award form is to be altered,
it shall be crossed out and the new unit price or extension entered above or below and initialed by the
proposer with ink. The proposal shall be legally signed and the complete address of the proposer
given thereon.
All proposals shall be tightly sealed in an envelope plainly marked SEALED PROPOSAL and
identified by project name, bid opening date and time. Proposals opened by mistake, due to improper
identification, will be so documented and resealed. The Purchasing Division will maintain and
guarantee confidentiality of the contents until the specified opening date and time. Facsimile bids
will not be accepted.
3. EXPLANATION TO PROPOSERS-Any binding explanation desired by a proposer regarding the
meaning or interpretation of the Request for Proposal (RFP) and attachments must be requested in
writing, at least 10 business days before the proposal opening and with sufficient time allowed for
a reply to reach all prospective proposers before the submission of their proposal. Any information
given to a prospective proposer concerning the RFP will be furnished to all prospective proposers as
an amendment or addendum to the RFP if such information would be prejudicial to uninformed
proposers. Receipt of amendments or addenda by a proposer must be acknowledged in the proposal
by attachment, or by letter received before the time set for opening of proposals. Oral explanation or
instructions given prior to the opening will not be binding.
4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be
considered in evaluating proposals for award. Offered discounts of less than thirty (30) days will be
taken if payment is made within the discount period, even though not considered in evaluation of the
proposal.
5. WITHDRAWAL OF PROPOSALS-Proposals may be withdrawn in person by a proposer or
authorized representative, provided their identity is made known and a receipt is signed for the
proposal, but only if the withdrawal is made prior to the exact time set for receipt of proposal. No
proposal may be withdrawn for at least one hundred twenty (120) days after proposal opening.
6. ALTERNATE PROPOSALS-Proposers are cautioned that any alternate proposal, unless specifically
requested or any changes, insertions or omissions to the terms and conditions, specifications or any
other requirement of this RFP may be considered non-responsive, and at the option of the City, result
in rejection of the alternate proposal.
7. LATE PROPOSALS-Any proposal received at the office designated herein after the exact time
specified for receipt will not be considered. (Note: The City reserves the right to consider proposals
that have been determined by the City to be received late due to mishandling by the City after receipt
of the proposal and no award has been made.)
8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall
prevail.

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 2
Adult Sports League Management Proposal Reference #: 96168-002.0
9. PROPOSAL SUBMITTAL- Proposers can submit sealed proposals in one of the following ways:
9.1. Mail your proposal, to be received before the proposal due date and time indicated in the
RFP document, to the City of Kalamazoo at the following address:
City of Kalamazoo
Purchasing Division
241 West South Street
Kalamazoo, MI 49007
9.2. Deliver your proposal to City Hall In-Person before the proposal due date and time
indicated in the RFP document.
9.3. Deliver your proposal to the Treasurer's Office Payment Drop Box located in the
northwest corner of City Hall (see photos below) before the proposal due date and time
indicated in the RFP document.
1. Open drop box located at City Hall. 2. Insert SEALED PROPOSAL here.
10. PROPOSALS SUBMITTED LIST- The Purchasing Division makes an effort to post the list of
submitted proposals to the City of Kalamazoo website within 24 hours after the proposal due date
and time at: https://www.kalamazoocity.org/bidopportunities. However, in certain cases the
posting of the list may extend beyond the 24-hour window.

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 3
Adult Sports League Management Proposal Reference #: 96168-002.0
SECTION II
PROPOSAL AND AWARD
The undersigned having become thoroughly familiar with and understanding all of the proposal/contract
documents incorporated herein, agrees to provide adult sports league management services as specified
herein:
ADULT SPORTS LEAGUE MANAGEMENT
DESCRIPTION AMOUNT
Per Session - Adult Softball $________/Field per date
Per Tournament - Adult Softball $________/Field per date
Payment for Each Session & Tournament is Due 14 days after the session or tournament
begins.
Sessions shall not be reserved, confirmed, or scheduled until the account balance has been paid in
full, including payment for any outstanding or current sessions.
Prices stated shall include all costs associated with the performance of the services specified, including
materials, supervision, labor, insurance, transportation, delivery, fuel or other surcharges, demurrage, and
related costs. No other charges shall be allowed. All prices are stated in U.S. dollars.
Price stated shall be firm for the full term of this Contract.
Proposer/Contractor has examined and carefully studied the bidding documents and attachments, and
acknowledges receipt of the following addenda:
Addendum No: _________ __________ __________ __________ __________
Dated: _________ __________ __________ __________ __________
Proposer shall provide all of the information as requested herein with their proposal. Failure to do so
and/or failure to provide post-proposal requested information may be cause for rejecting the
proposal as non-responsive.
By my signature below, I certify that the firm bidding on this contract, when making hiring decisions,
does not use a past criminal conviction as a bar to or preclude a person with a criminal conviction from
being considered for employment with the bidding firm unless otherwise precluded by federal or state
law. I further certify that I have read and agree to be bound by the provisions of the City's Non-
Discrimination Clause found in Appendix A and as updated by City Ordinance 1856.
Signed:_______________________________________ Name:_________________________________
Title: ________________________________________

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 4
Adult Sports League Management Proposal Reference #: 96168-002.0
QUALIFICATIONS QUESTIONNAIRE
Please answer the following questions completely. You may submit answers on this form or as an
attachment to this document, additional information (brochures, illustrations, etc.) will also be used in
determining qualifications. If not using this form, please follow its format.
1. Firm name: ____________________________________________________________________
2. Established: Year __________ State __________
3. Type of organization:
a. Individual ________ b. Partnership ________
c. Corporation ________ d. Other ________
4. Former firm name(s) if any, and year(s) in business:
______________________________________________________________________________
______________________________________________________________________________
5. Home office business address and telephone number where work will be performed.
______________________________________________________________________________
6. Branch office(s) if work will be performed there:
_______________________________________________________________________________
7. Personnel of firm who will be working on this project. Attach resumes of key personnel:
YRS
NAME AND TITLE SPECIALTY EXPERIENCE EXPECTED ROLE
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 5
Adult Sports League Management Proposal Reference #: 96168-002.0
QUALIFICATIONS QUESTIONNAIRE (cont)
8. Total personnel of firm:
a. Professional: __________ b. Non-professional: __________
9. Attach a list of similar projects performed over the last five (5) years. Include: description of
services provided, project size, contact person and phone number. Projects should demonstrate
experience in the types of services you wish to provide.
10. Identify projects in Item 9 which most closely match the work required by the City.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
11. Provide your understanding of the project and any special qualifications you bring to this project.
12. Identify any additional adult sports league management service(s) you will utilize to work on this
project and their expected role(s).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
13. Provide the address for your website.
______________________________________________________________________________
I hereby certify that all of the information provided is true and answered to the best of my ability.
Signed: ____________________________________ Name: _____________________________
Type or Print
Title: ____________________________________ Date: _____________________________

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 6
Adult Sports League Management Proposal Reference #: 96168-002.0
CITY OF KALAMAZOO EX-OFFENDER POLICY CHECKLIST
As part of the City's commitment to reducing unacceptable poverty, encouraging
rehabilitation, reducing recidivism and strengthening families in Kalamazoo, the City has
updated its Purchasing Policy to ensure that firms with whom the City does business share in
this commitment by utilizing hiring practices that do not unfairly deny people with arrest and
conviction records gainful employment. (Important: This requirement also extends to any
subcontractors the bidder intends to use to fulfill the contract for goods or services being sought
from the City.)
Part I: Proof that the bidder does not inquire about an individual's past arrest or
criminal history on the bidder's employment application form
Attach a copy of the current application for employment being used by the bidder
Part II: Certification that the bidder does not use an individual's past arrest or
criminal history to unlawfully discriminate against them by checking one or more of the
following:
That pursuant to federal or state law bidder is precluded from hiring persons with certain
criminal records from holding particular positions or engaging in certain occupations by
providing a cite to the applicable statute or regulation; if checking this box, provide a
citation to the applicable statute or rule upon which the bidder is
relying:________________________
That bidder conducts criminal history background checks only as necessary, and only
after making a conditional offer of employment; that any withdrawal of an offer of
employment to an individual because of a past criminal history is job-related and
consistent with business necessity after the individual has been provided an
individualized assessment opportunity to review and challenge or supplement the
history of past criminal conduct being relied upon by the bidder;
That the use by bidder of criminal history background checks complies with the U.S.
Equal Employment Opportunity Commission's Enforcement Guidance on the
Consideration of Arrest and Conviction Records in Employment Decisions and that the
bidder has not had a determination rendered against it in past 7 years that it
discriminated against a person through the use of an individual's arrest or criminal
history
I CERTIFY THAT THE ABOVE STATEMENTS ARE TRUE.
______________ _____________________________
Date Signature
_____________________________
Printed Name
_____________________________
Position
November 2017

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 7
Adult Sports League Management Proposal Reference #: 96168-002.0
CITY OF KALAMAZOO
LOCAL PREFERENCE POLICY AND CERTIFICATION
PROFESSIONAL SERVICES
When evaluating the qualifications of the responses received for professional service contracts, the location of
Kalamazoo County professional firms will be given additional consideration. The City of Kalamazoo is the sole
determiner whether a professional firm qualifies as a Kalamazoo County firm and the ranking of its qualifications
as compared to the qualifications of the other professional firms being considered.
During the qualifications evaluation process, an additional weight of approximately two percent will be added to
the qualifications of Kalamazoo County professional firms in recognition of the positive economic impact resulting
from contracting with them. This weight is given over and above any score already given for location of the firm
as it relates to increased efficiency and effectiveness as a result of the proximity of the firm to the City. It is
understood, however, that due to the subjective nature of the qualifications evaluation process, and the number and
weight of all criteria used, it is impossible to apply a precise, numerical local preference score to those proposals.
To qualify as a Kalamazoo County professional firm, the business must meet both the following criteria:
1. Have a physical presence in Kalamazoo County by maintaining a permanent office in Kalamazoo County
and with employees working in Kalamazoo County.
2. Have paid real or personal property taxes related to said business to the City of Kalamazoo, County of
Kalamazoo or other municipal corporation within Kalamazoo County in the previous tax year, except that
a non-profit entity need not meet this requirement.
This local preference policy applies only to purchases for professional services that are over $25,000. If more than
50% of the contract is sub-contracted to firms located outside of Kalamazoo County that proposal does not qualify
for the local preference policy outlined above. The local preference policy will not apply if prohibited by law. The
Purchasing Manager has the authority to make final determination if the bidder qualifies as a Kalamazoo County
bidder as set forth herein. The Purchasing Manager may take into account the permanency of the business in
Kalamazoo, and whether the business appears to be claiming to be a Kalamazoo County business solely or primarily
to qualify as a Kalamazoo County business under this Resolution, and any other material factors.
CERTIFICATION
If you qualify as a Kalamazoo County professional firm and wish to be considered for the local preference
provisions as provided above please certify that fact by providing the information requested below and attesting to
its accuracy.
Firm Name:
Street Address of Business:
City, State, and Zip Code:
Number of employees working in Kalamazoo County:
Name the city or township to which business real and/or personal property taxes are paid or provide non-profit
status:
The above information is accurate:
Signature: ________________________________________ Date: ____________________________
Title: ____________________________________________
Revised March 2009

CITY OF KALAMAZOO - REQUEST FOR PROPOSALS Page 8
Adult Sports League Management Proposal Reference #: 96168-002.0
I hereby state that all of the information I have provided is true, accurate and complete. I hereby state
that I have the authority to submit this proposal which will become a binding contract if accepted by the
City of Kalamazoo. I hereby state that I have not communicated with nor otherwise colluded with any
other proposer, nor have I made any agreement with nor offered/accepted anything of value to/from an
official or employee of the City of Kalamazoo that would tend to destroy or hinder free competition.
The firm's identification information provided will be used by the City for purchase orders, payment and
other contractual purposes. If the contractual relationship is with, or the payment made to, another firm
please provide a complete explanation on your letterhead and attach to your bid. Please provide for
accounts payable purposes:
Tax Identification Number (Federal ID): ___________________________________
Remittance Address:__________________________________________________________________
Financial Contact Name: Financial Contact Phone Number:
Financial Contact Email Address:
I hereby state that I have read, understand and agree to be bound by all terms and conditions of this
proposal document.
SIGNED: __________________________________ NAME: ______________________________
(Type or Print)
TITLE: ___________________________________ DATE: _______________________________
FIRM NAME: _________________________________________________________________________
(if any)
ADDRESS: ___________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE: __________________________________ EMAIL ADDRESS: __________________________
FOR CITY USE ONLY - DO NOT WRITE BELOW