Request for Quotes (RFQ)
ADULT SOFTBALL OFFICIALS
Quote Opening Date and Time: September 20, 2019 2:00 PM Eastern Time
The City of Norfolk is seeking a responsible vendor to provide Adult Softball Officials according to the
terms, conditions, and specifications of this solicitation.
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1___ #2____ #3____ #4____ (Please Initial)
*Submit one copy of the quote documents with original signature and email one electronic copy *
By submitting this quote the undersigned (the “Bidder” or “Contractor”) offers to provide the City of
Norfolk, VA, a municipal corporation chartered by the Commonwealth of Virginia (the “City”), with the
goods and/or services specified in this solicitation in accordance with the terms, conditions and
requirements specified herein at the prices shown in Attachment H (Quote Form) to this Solicitation. The
signature below shall be provided by an agent authorized to bind the company. Failure to execute this
portion may result in quote rejection.
Bidder’s Legal Name:
Virginia State Corporation Commission
Authorized Agent Signature:
Authorized Agent Name (Printed):
Authorized Agent Contact E-mail:
Authorized Agent Contact Phone:
Contract # 7888-0-2020, Adult Softball Officials
FINDINGS AND ACCEPTANCE
(if the Bidder’s bid is awarded, this portion will be completed by the City of Norfolk)
The Contractor has been found to be the lowest responsive, responsible bidder responding to this
The City hereby accepts the Contractor’s offer in an amount not to exceed $_____________ for the first
year of the Agreement with the total amount payable under this Agreement shall not exceed
$_______________. Contract Term shall be as specified in the Solicitation.
Department of Recreation, Parks, and Open Spaces
CERTIFICATE OF FUNDING:
I hereby certify that the money required for work performed for the City
under this agreement is in the City Treasury to the credit of the fund from
which it is to be drawn and not appropriated for any other purpose.
ENCUMBRANCE NUMBER: ______________________________
Director of Finance
FORM AND CORRECTNESS APPROVED:
City Attorney’s Office
CITY OF NORFOLK
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SECTION I – SCOPE OF SERVICES
The City of Norfolk (“City”) is seeking a responsible vendor to provide qualified umpires for the Adult
Softball Leagues according to the terms, conditions, and specifications of this solicitation.
All qualified bidders are invited to respond to this Request for Quotes (“RFQ”) by submitting a quote
consistent with the terms, conditions, and specifications stated herein.
B. SCOPE OF WORK:
Each official is and shall be an independent contractor and shall not be considered an agent or
employee of the City of Norfolk.
The Vendor guarantees that qualified officials will officiate games in accordance with
the schedule provided by the Department of Recreation, Parks and Open Space (RPOS)
at the specified times and for the pay rate specified in the contract.
The Vendor shall provide officials who must be certified as Softball officials who
are knowledgeable and proficient in officiating the sport of softball.
The successful bidder(s) shall provide officials who must be certified by their governing parent
organization and who are knowledgeable and proficient in the sport of softball. Regardless of
the governing parent organization, Amateur Softball Association ("ASA") rules and regulations
will be used for officiating games.
The sanctioning fee will only be charged per year (not per season) and the vendor will ensure
this fee includes a rule book and scorebook for each registered team (per year).
The number of teams and games listed in this RQS are just an "estimate" and are not
a guarantee of payment.
Officials must adhere to the rules and regulations set forth by the Department of Recreation,
Parks and Open Space.
The Vendor must be able to adhere to schedule changes with a minimum of 24-hour notice.
Officials must be in full uniform and arrive at the game site at least 15 minutes prior to the
first scheduled game of the day.
Officials must sign the game day log for games worked in order to be paid. Game day logs will be
provided at each site by a RPOS staff member.
All game day logs must be submitted at the end of each game to a RPOS Space staff member.
Officials may be required to assist with removal of all bases and secure them in the location
designated by RPOS staff following the game.
The Vendor will provide an invoice indicating the number of games officiated weekly to the
Athletic Division staff member assigned as League Commissioner who verifies it and submits
Invoices will be paid on a net 30-day system. Failure to submit a weekly invoice could result in
delayed reimbursement, loss of payment or termination of contract.
Officials reporting to game site after the official game start time will be considered late and
will be penalized 50% of the specified game fee.
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Each official is responsible for his or her safe conduct and that of the coaches and participants.
Any official physically attacking a coach, player, spectator or staff of RPOS before, during,
or after a game shall be suspended indefinitely from all programs with the City of Norfolk
and reported to the appropriate state and national associations.
Any official reported to RPOS for inappropriate behavior will be suspended pending a complete
investigation by the RPOS staff. RPOS reserves the right to suspend and/or restrict any official
for inappropriate behavior before, during or after any scheduled game. The results of
investigation may be forwarded to the appropriate state and national association.
The vendor will conduct at minimum a one-day free clinic covering rules and officiating for
coaches, staff and/or parents on a specified date and time to be determined by RPOS.
The vendor must attend all coaches' meetings as set forth by RPOS.
City of Norfolk employees from Recreation, Parks and Open Space will verify signatures and any
comments from the officials at the end of each game.
The vendor will not charge for games cancelled or postponed by RPOS Athletic Division.
In the event of inclement weather or other conditions that render a site unplayable and officials
have reported to the game site, the vendor will charge RPOS a one game rainout fee.
Officials may not refuse to officiate a game due to conflict with a team(s) or coach(es).
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SECTION II – INSTRUCTIONS TO THE BIDDER
A. ISSUING OFFICE:
City of Norfolk
Office of the Purchasing Agent
810 Union Street, Suite 303
Norfolk, VA 23510
Telephone: (757) 823-4585
Fax: (757) 664-4018
B. RFQ SCHEDULE:
September 10, 2019
September 13, 2019
September 20, 2019
C. CONTACT WITH CITY STAFF, REPRESENTATIVES, AND/OR AGENTS:
Direct contact with City staff, representatives, and/or agents other than the Issuing Office staff on the
subject of this RFQ or any subject related to this RFQ is expressly prohibited except with the prior
knowledge and permission of the Purchasing Agent.
D. BIDDERS OF RECORD:
Bidders receiving a copy of this RFQ from a source other than the Issuing Office should consult the
City’s Procurement website www.norfolk.gov/purchasing.
E. QUESTIONS, CHANGES, MODIFICATIONS AND ADDENDA:
All questions relating to this solicitation shall be submitted via e-mail to Mia Lorenz, Procurement
Specialist in the Office of the Purchasing Agent, at email@example.com. For a question to be
considered, the subject line of the e-mail must state the following: RFQ No. 7888-0-2020/ML
Questions. Questions should be succinct and must include the submitter’s name, title, company
name, company address, and telephone number. Prior to the award of a contract resulting from this
solicitation, bidders are prohibited from contacting City staff other than the Office of the Purchasing
If any questions or responses require revisions to this solicitation as it was originally published, such
revisions will be by formal Addenda only. Bidders are cautioned that any written, electronic, or oral
representations made by any City representative or other person that appear to change materially
any portion of the solicitation shall not be relied upon unless subsequently ratified by a written
Addendum to this solicitation issued by the Office of the Purchasing Agent.
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