Sport Officials for Thornton Sports Leagues

Agency:	City of Thornton
State:	Colorado
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Apr 4, 2024
Due:	Apr 15, 2024
Solicitation No:	240-24
Publication URL:	To access bid details, please log in.

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City Hall – 2nd Floor

Purchasing Division

9500 Civic Center Drive

Thornton, CO 80229-4326

Request for Quotation (RFQ)

RFQ No. 240-24

Sports Officials for Thornton Sports Leagues

SCHEDULE OF EVENTS

• RFQ Issued

• Deadline to Submit Additional Questions

• Response to Written Questions

• RFQ Due Date

4/4/2024

4/9/2024

4/11/2024

4/15/2024

11:00 P.M. Local Time

General Information:

The City of Thornton (Thornton) is requesting Quotations for Procurement of Sports Officials for Adult

and Youth Leagues.

Buyer Contact Information:

The contact information from the City’s Purchasing Office for this solicitation is as follows:

Buyer: Nykeba Klein. Purchasing Analyst I

Email: Nykeba.Klein@ThorntonCO.gov

Note: Communications with anyone other than the Purchasing Division during the course of the

solicitation may result in rejection of your Quotation. All questions, comments, and submissions

regarding this Request for Quotation (RFQ) shall be addressed to the Buyer, not to the end user.

Current State:

The Thornton Active Adult Center is seeking Adult and Youth Sports Officials to officiate games. This

solicitation is due to our agreement with ProsPlus LLC having expired.

Scope of Work:

Sporting events to be officiated may include, but not limited to, Adult Basketball, Adult Volleyball, Adult

Softball (slow pitched), and Girls’ Youth Softball (fast pitched). Games schedules are subject to change.

Schedule of events are currently to be decided (“TBD”). Thornton reserves the right to negotiate similar

officiating services with the awarded Services Provider(s) for additional events, or an as-needed basis.

A. Adult Basketball league

a. January- March

b. Ten (10) weeks, two (2) evenings per week, three (3) games per evening.

c. Required: Two (2) Officials per evening.

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B. Adult Volleyball

a. One (1) season per year: September-November.

b. Nine (9) weeks per season; one (1) evening per week; three to four (3-4) games per

evening.

c. Require: One (1) Officials per evening.

C. Adult Softball- Slow Pitch

a. August- October

b. Ten (10) weeks; two (2) nights per week; three to four (3-4) games per evening.

c. Required: One (1) Official per evening.

D. Girls’ Youth Softball- Fast Pitch

a. May- July

b. Ten (10) weeks; four (4) evenings per week; one to three (1-3) games per evening.

c. Required: Two (2) Officials for ages twelve and up, per evening and one (1) Official for

ages eleven and under per evening.

Expected Quantities:

The quantities listed within this RFQ are to the best of Thornton’s knowledge, and do not obligate the

Buyer to procure additional items.

F.O.B. Point:

Various locations around the city of Thornton Colorado.

Vendor Questions:

Vendor Questions will be collected by the Buyer and answered via an addendum that shall be sent to all

participating Vendors according to the Schedule of Events listed above.

Proposal Submission:

Quotations are to be submitted no later than the time and date listed within the Schedule of Events listed

above. Quotations shall be submitted either via BidNet® or direct email to the Buyer.

Pricing and Instructions:

All prices shall be firm and fixed until an award has been made by Thornton. If extended unit pricing

does not match total bid price, then unit pricing shall govern final evaluation amount. No changes to price

shall be acceptable without first written authorization by the Contract and Purchasing Division.

Award and Length:

The award from this RFQ may be done on an all or none basis. Thornton may make a final award based

on the financial and operational interests that best suit Thornton.

The initial award from this solicitation will start from the date of final award through December 31, 2024.

After the initial term expires, there will be an opportunity for a mutually agreed upon annual renewal of

up to five (5) years through December 31, 2029.

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Sports Officials

No further extensions or renewals shall pass this date for service from the awarded Vendor, unless

otherwise previously authorized in writing by the Thornton Purchasing Division.

Upon notice of award, the Thornton Purchasing Division shall issue a Vendor Commitment Statement

(“VCS”) to the awarded Vendor(s) that memorializes the scope of work from this solicitation, along with

the Vendor’s awarded pricing. This VCS will be sent to the awarded Vendor for signature to finalize the

award.

Annual Pricing Updates

Upon each annual renewal of term, the Vendor may request a price adjustment for the following year.

Price adjustment requests are to be made by the Vendor in writing (e.g., email) to the Thornton

Purchasing Division, no later than sixty (60) calendar days prior to the renewal date or year in which the

adjustment may take effect. Should the Vendor fail to submit a request for a price adjustment to

Thornton’s Purchasing Division, then the current pricing shall remain in effect for the following renewal

period.

All price adjustments shall be based upon the Denver-Aurora-Lakewood consumer price index (CPI) and

are subject to review and approval by Thornton’s Purchasing Division.

A link to this index at the time of this RFQ has been provided below.

https://data.bls.gov/pdq/SurveyOutputServlet?data_tool=dropmap&series_id=CUURS48BSA0,C

UUSS48BSA0

Cooperative Purchasing:

Thornton encourages the proper use of cooperative purchasing and reserves the right to make results of

this solicitation available to other governmental agencies seeking like equipment, goods, or services.

Other agencies using this solicitation must do so according to regulations established by their individual

organizations and accept sole responsibility for its use. The terms and conditions of any resulting

transaction shall be exclusively between the buyer and the seller. Buyers and sellers using this

solicitation in a cooperative or “piggy-back” fashion, agree to defend and hold harmless Thornton from

any dispute or action arising from its use.

Basis of Award:

Award shall be made to the responsive, responsible, Bidder meeting the specifications and having the

lowest possible cost consistent with the quality and service needed for effective use. The following is a list

of the criteria that may be used in determining the Award:

A. Responsiveness to the terms and conditions of the RFQ;

B. Responsibility of the Bidder;

C. Adherence to specifications and/or Scope of Services;

D. Delivery and/or completion time;

E. Guarantees and warranties;

F. Prices quoted;

G. Local vendor consideration; and/or

H. Overall cost effectiveness and greatest benefit as deemed in the best interest of Thornton.

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Thornton-based businesses may be granted consideration in evaluation of price quotes if they meet the

following criteria:

A. The business maintains an office, manufacturing, training, retail, or repair facility within

Thornton city limits;

B. The business has a current Thornton business license;

C. The business is current on all Thornton obligations; and

D. The Bidder requests the consideration on the Bid Proposal Form and supplies the necessary

documentation.

All nonmonetary bid criteria being equal, Thornton business’ price quotes will be discounted for the

purpose of evaluating the quotes when compared to non-Thornton-based businesses by the lesser of

five percent (5%) of the price quote or ten thousand dollars ($10,000).

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Quotation Form

(All Quotations must be submitted on this form)

Note to Vendors: Unless listed as a separate line item, all pricing provided shall be considered as a

delivered price. Both pricing and delivery time will be taken in to consideration when evaluating this bid.

Pricing is requested on a “Per-Official, Per-Game” basis

Adult Basketball

League

Non-Certified Official

One (1) Game in Two (2) Games in Three (3) Games

One (1) Evening/ One (1) Evening/ in One (1) Evening/

Per Game

Adult Volleyball

League

Non-Certified Official

One (1) Game in Two (2) Games in Three (3) Games Four (4) Games in

One (1) Evening/ One (1) Evening/ in One (1) Evening/ One (1) Evening/

Per Game

Adult Softball

League—Slow Pitch

One (1) Game in

One (1) Evening/

Per Game

Two (2) Games in Three (3) Games Four (4) Games in

One (1) Evening/ in One (1) Evening/ One (1) Evening/

Per Game

Non-Certified Official $

Girls’ Youth

Softball—Fast Pitch

One (1) Game in Two (2) Games in Three (3) Games

One (1) Evening/ One (1) Evening/ in One (1) Evening/

Per Game

Non-Certified Official $

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Sport Officials for Thornton Sports Leagues

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