Basketball_and_Football_Officiating_Services.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0052

BASKETBALL AND FOOTBALL OFFICIATING SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

BASKETBALL AND FOOTBALL OFFICIATING SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Basketball and Football Officiating Services

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

45. PRICING PROPOSAL

Attachments:

A - Exhibit_1_-_Contract

1. INTRODUCTION

1.1. Summary

The City of Orlando ("City") is soliciting proposals to provide services with respect to officiating youth and adult basketball, football, and flag football games sponsored by the

City per a pre-determined schedule made available to the Contractor at the beginning of each season. Proposers may submit responses for one or more of the following service options. If your organization can provide both, then you would submit your responses for both Options.

Option 1: Basketball Officiating Services

Option 2: Football Officiating Services

1.2. Contact Information

Direct inquiries to the following:

Cindy Jordan, C.P.M.

Purchasing Agent III

400 South Orange Ave

Orlando, FL 32801

Email: cynthia.jordan@orlando.gov

Phone: (407) 246-2367

Department:

Families Parks and Recreation

1.3. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date April 15, 2026 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Proposal Meeting (Non-

Mandatory)

April 24, 2026, 9:30am

JOIN THE VIRTUAL PRE-PROPOSAL

MEETING

Microsoft Teams hhttps://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdl

Yy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yz cy%40thread.v2/0?context=%7b%22Tid%2

2%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,307518863# United

States, Orlando

Phone conference ID: 307 518 863#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 118 497 567 2

Question Submission Deadline May 4, 2026, 5:00pm http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d http://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com

Proposal Submission Deadline May 14, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwY

S00MDI0LWFkODctOWFjMjEyOGQwY2E

2%40thread.v2/0?context=%7b%22Tid%2

2%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,844564322# United

States, Orlando

Phone conference ID: 844 564 322#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 112 818 404 3

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhiMjA3NGItYjAwYS00MDI0LWFkODctOWFjMjEyOGQwY2E2%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com http://www.orlando.gov/procurement/solicitations/ notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City to award a Contract for an initial three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of seventy-two (72) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. Scope of Services and Technical Requirements

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein, and any addenda thereto.

4.2. Overview

The City of Orlando ("City") is soliciting proposals to provide services with respect to officiating youth and adult basketball, football, and flag football games sponsored by the

City per a pre-determined schedule made available to the Contractor at the beginning of each season. Proposers may submit responses for one or more of the following service options. If your organization can provide both, then you would submit your responses for both Options.

Option 1: Basketball Officiating Services

Option 2: Football Officiating Services https://procurement.opengov.com/portal/orlando

4.3. Qualifications

The Proposer shall have been engaged in a similar scope of services as outlined herein for a minimum of two (2) years. Bidder should include verifiable references on Attachment

D.

4.4. Regulatory Requirements

The Contractor shall comply with all applicable policies and procedures of the City as they relate to the games, outlined under the publication entitled, “City of Orlando Guidelines for Youth Basketball and Football”, hereafter referred to as the “City’s Guidelines”.

A. The Contractor shall provide the City documentation verifying that all officials officiating

City games are registered and in good standing with the Florida High School Athletic

Association (FHSAA) at the time of award of Contract and at any time requested by the

City.

B. In the performance of these services, the Contractor understands that Contractor and its sub-Contractors are independent Contractors and NOT employees, agents, or servants of the City of Orlando.

C. The City’s Guidelines and Florida High School Athletic Association govern game rules and clock management. The Contractor shall follow all game rules and regulations pertaining to Florida High School Athletic Association and the City’s Guidelines.

D. Criminal Background Checks

1. The Contractor shall perform Florida Department of Law Enforcement (FDLE) Level 2 criminal history record checks on all officials who work City games and provide documentation to the City prior to assigning personnel to an event. Clearance must be obtained from the City within ten (10) days prior to assigning personnel to an event. The

City must approve all officials prior to the official working. The City reserves the right to request documentation at any time during the Contract and the right to refuse or revoke approval at any time during the Contract at the sole discretion of the City.

2. The Contractor is responsible for the cost of any background checks from National

Crime Information Center (NCIC), FDLE or any other applicable agencies.

4.5. Game Locations, Schedules and Officials

A. Prior to each sport’s season, a game schedule will be prepared by the Athletics Section of the Families, Parks and Recreation Division. This will include the number of games scheduled and at what facility location. Schedules are subject to change and will be based upon the actual number of registrants per sport.

B. Football:

There are thirty-five (35) teams and four (4) playing fields available. Each week, four (4) games are played on each field, or sixteen (16) games played per week.

There are ten (10) weeks in the season, making a total of one hundred sixty (160) games per season, with the possibility of an additional ten (10) games due to an odd number of teams, bringing the total to one hundred seventy (170) estimated games. For each game, three (3) officials or umpires will be needed, per field, per game. A three (3) member chain crew will be needed per game, and one (1) clock operator will be needed per game.

1. Youth Football:

Games last six (6) minutes per quarter for Pee Wee and Junior division games, and eight

(8) minutes per quarter for Senior division games. One season at ten (10) weeks, on five

(5) fields, three (3) games per field, with three (3) officials per field.

Single elimination playoffs and championship games = eighteen (18) games, with three

(3) officials per field.

Classic Event = five (5) games, with four (4) officials.

2. Adult Flag Football:

Games are ten (10) minutes per quarter with a running clock except for the last two (2) minutes of each half. Two (2) seasons at ten (10) weeks, with two (2) leagues, with three

(3) games per league, with two (2) officials per game.

Post season tournament = two (2) seasons, with six (6) games, with two (2) officials per game.

3. Youth Flag Football:

Games are ten (10) minutes per quarter with a running clock except for the last two (2) minutes of each half. Two (2) seasons at ten (10) weeks, with two (2) leagues, with five

(5) games per league, with two (2) officials per game.

Post season tournament = two (2) seasons, with six (6) games, with two (2) officials per game.

C. Basketball:

Four hundred (400) youth basketball games per season, and one hundred eighty (180) adult basketball games per two (2) seasons, as described below. Each game requires two (2) officials.

1. Youth Basketball:

Pee Wee, Midget and Junior division games are eight minutes per quarter, with a running clock and a stopped clock during the last two (2) minutes of the fourth quarter. Senior division games are ten (10) minutes per quarter, with a running clock and a stopped clock during the last two (2) minutes of the fourth quarter.

One season at ten (10) weeks, with five (5) Gyms, with eight (8) games per site, with two

(2) officials per game.

2. Adult Basketball:

Games are two (2), twenty (20)-minute halves, with a running clock, except for last two

(2) minutes.

Two (2) seasons at ten (10) weeks, with three (3) leagues, with three (3) games per league, with two (2) officials per game.

D. Uniforms:

The Contractor shall provide officials proper uniforms which include solid black pants or shorts and a black and white striped shirt that includes company identification on them.

Proper uniforms must be worn at each event. Cleaning of the uniforms shall be the responsibility of the Contractor. Any violation of this provision will result in an alternate official on site to officiate the game, and the Contractor shall be responsible for liquidated damages as outlined in this solicitation.

E. No Show and Late Show to Event Bookings:

To prevent disruption in the playing of games due to late, improper number, or no officials arriving to the games the Contractor shall:

1. Provide the City with the name of the officials and alternates scheduled to officiate the games no later than two (2) days prior to the game.

2. Be responsible for the coordination and prompt delivery of all officials.

3. In the event of a booking no show, the Contractor shall be responsible for liquidated damages as outlined in this solicitation.

4. In the event of an official being late for a booking, the Contractor shall be assessed one (1) game official fee for each game not starting on time.

5. In the event of the minimum number of officials not showing up for a booking, the

Contractor shall be assessed two game official fees for each official not in attendance per game.

F. Weather Conditions

There may be instances due to weather conditions that a game is cancelled, delayed, or rescheduled. Some City fields are equipped with Lightning detection systems; if an alert goes off, then the City Representative will call everyone off the field.. If the delay lasts longer than thirty (30) minutes, then the City Representative may cancel the game or reschedule. If the officials showed up to a game and it is cancelled due to weather, then the Contractor will be paid for one (1) game fee.

G. Cancellations

Only the City Representative can cancel games. The City will give advance notification of two (2) days, if the situation allows.

H. Forfeits

Only a City Representative may declare a forfeit. If the City Representative restructures or modifies the game, officials still receive full payment for the modified game.

I. Rescheduling

The City Representative will determine makeup dates and provide an updated schedule to the Contractor.

J. Database of Officials:

1. The Contractor shall supply the Athletics Section of the Families, Parks and Recreation

Division with electronic databases of the officials for each of the sports that will be officiated under this Contract.

2. The Contractor shall be required to maintain and update the database and notify the

Athletics Section of any changes as they occur.

3. The Database shall include the full name of the official, date of certification/re-certification, date of hire, FDLE and NCIC results completed and date sent to the City.

Phone numbers and addresses are not required as it is the responsibility of the Contractor to contact the officials.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL MEETING Microsoft Teams hhttps://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWE4ODg1MmYtYjdlYy00ZDY0LWJmMDMtYzlkOWU4OTQ4Yzcy

%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d Dial in by phone +1 321-247-7568,,307518863# United States, Orlando Phone conference ID: 307 518 863# Join on a video conferencing device Tenant key: cityoforlando@m.webex.com Video ID: 118 497 567 2 on Friday, April 24, 2026 at

9:30 am.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Cindy Jordan, C.P.M.,Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2367

Fax: (407) 246-2869

Email: cynthia.jordan@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Thursday, May 14, 2026. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a http://www.orlando.gov/procurement/

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

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7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0052, Basketball and Football Officiating

Services.

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation. If the

Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.5. Proposer’s Experience

Proposers must provide the following information:

A. A verifiable statement of the Proposer's experience should be supported by the references listed as Attachment “D,” which shall be completed and submitted by the Proposer with its Proposal. Provide your experience in "Officiating Services".

B. Lost Business: Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

8.6. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

8.7. Operating Plan

Proposer shall provide the following information:

A. Provide standard Operating Policy and Procedures.

B. Methods used for recruiting new referees/officials to include retaining and maintaining a crew of qualified officials.

C. Proposed strategies to be utilized over the term of this contract to ensure game coverage during the games of officials, including any incentives or programs to retain referees/officials. Also, include contingency plans for cancellations or no-shows of the officials.

D. Outline of training programs used by your organization.

E. Any certifications and/or licenses obtained.

F. Proposers should provide history of community involvement and community service.

8.8. Financial Stability

Proposers must provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

8.9. Proposer's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.10. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.11. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.12. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

8.13. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

8.14. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.15. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

8.16. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.

Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

11.1. Option 1: Basketball Officiating Services

N o.

Evaluation Criteria Scori ng

Metho d

Weigh t

(Point s)

1. Operating Plan

This criteria will include, but will not be limited to, evaluation of information in Proposer’s submittal regarding its plan for provision of the requested work, operating policies, training programs and staffing levels.

Points

Based

(53% of

Total)

2. Experience of Proposer and Assigned Management Team

This criteria will include, but will not be limited to, Proposer’s general statement of experience, evaluation of staff experience and lost business, reference responses and financial stability.

(30% of

Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points

Based

(2% of

Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted.

Points

Based

(15% of

Total)

11.2. Option 2 - Football Officiating Services

N o.

Evaluation Criteria Scori ng

Metho d

Weigh t

(Point s)

1. Operating Plan

This criteria will include, but will not be limited to, evaluation of information in Proposer’s submittal regarding its plan for provision of the requested work, operating policies, training programs and staffing levels.

(53% of

Total)

2. Experience of Proposer and Assigned Management Team

This criteria will include, but will not be limited to, Proposer’s general statement of experience, evaluation of staff experience and lost business, reference responses and financial stability.

(30% of

Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points

Based

(2% of

Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted.

Points

Based

(15% of

Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement

Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this

RFP titled “Request for Proposals Information.”

12.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

12.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

13. GENERAL TERMS AND CONDITIONS

13.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

13.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

13.3. Addenda

It will be the responsibility of the Proposer to contact the Procurement and Contracts

Division prior to submitting…