Title
Resolution Authorizing Contract Amendment to Contract # 2012-5398 for Sports Program Officials Services
Body
Department: Parks and Recreation
Council District: All
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Wade Walcutt, Interim Parks and Recreation Director, 373-2964
Contact 2 and Phone: Phil Fleischmann, Community Recreation Services Division Manager, 373-3275
PURPOSE:
This three year contract for Sports Program Officials Services was approved for an estimated amount of $296,775 in fiscal year 2012-13. Based on projected program services through the end of the contract and the need to continue the contract for an additional month, an increase in estimated contract value to $387,015 and one month extension are needed to meet scheduled programming. City Council authorization is required.
BACKGROUND:
In August of 2012, the Centralized Contracting Division (CCD) facilitated a competitive bid process for Officials Services for various sports programs that resulted in the selection of the firm, The Booking Agent, LLC. The CCD solicited bids through the online GEPS system in Event #6321. Of four responding firms, The Booking Agent, LLC, a potentially certifiable minority business, was determined to be the only eligible firm and was awarded a contract projected to total $98,925 annually or $296,775 for a three year term.
The contract was based on an estimated need for officiating services for multiple and various sports programs and has had several increases and reductions in programming to accommodate public interests, resulting in a fluctuating estimated value over the past 2.5 years. Parks and Recreation staff currently projects that for the remainder of the contract, the value needs to be increased to a potential amount of $387,015. This will allow for current programming to continue through the end of the contract term. Additionally, in order for the Parks and Recreation Department and the Centralized Contracting Division to rebid the officiating services contract and facilitate a smooth transition to a new contract, a one month extension of the current contract is requested. If approved, the contract would terminate on July 31, 2015, instead of June 30, 2015.
BUDGET IMPACT:
Funds for the remaining softball and baseball program services that the Parks and Recreation Department plans to provide under this contract are available in the current fiscal year budget.
RECOMMENDATION / ACTION REQUESTED:
Council approval of a resolution amending contract 2012-5398 to increase the total contract value to an estimated amount to up to $387,015 and extend the contract end date from June 30, 2015 to July 31, 2015 is requested.