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ITEM: AUTHORIZATION TO AWARD CONTRACTS TO PROVIDE ATHLETIC TEAM OFFICIATING SERVICES
REQUEST: Authorization to continue utilizing contracts with Florida Elite Umpires, Inc. and The Palm Beach Pride, Inc., and award a new contract to South Florida Officials Recreation, LLC to provide athletic team officiating services.
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EXPLANATION: The Parks and Recreation Department utilizes contracts with Florida Elite Umpires, Inc., Palm Beach County Officials Association and The Palm Beach Pride, Inc. to provide athletic team officiating services in the amount of approximately $70,000 annually. The existing contracts are set to expire on September 30, 2019.
In order to ensure the best price and service, staff reviewed a proposal from South Florida Officials Recreation, LLC, and found them to be $3 to $5 less per umpire than our current provider (Palm Beach County Officials Association), accounting for a total savings of approximately $13,500, during the three year contract period. In addition, staff reviewed similar officiating contracts (City of Ft. Lauderdale and Orange County) and found the Village’s pricing to be competitive.
Per game rates remain unchanged for Florida Elite Umpires, Inc. while The Palm Beach Pride, Inc. has requested a rate increase from $36 to $37 per game. The increase will pose a minimal financial impact to the Village.
The Village’s Purchasing Manual (Chapter 3, Items exempt from competition, #18) provides an exemption to bid requirements for non-employees sports instructors, officials, referees, scorekeepers and other related recreational services; however, these expenditures exceed $25,000 annually, and therefore require Council approval. Vendor services and estimated annual expenditures are summarized below:
|
Vendor |
Local Vendor Status |
Service Provided |
Expenditures |
|
FL Elite Umpires, Inc. |
Western Community |
Little League Baseball |
$38,500 |
|
South Florida Officials Recreation, LLC |
Palm Beach County |
Men’s Softball / Men’s Flag Football / Adult Co-Ed Softball |
$25,000 |
|
The Palm Beach Pride, Inc. |
Palm Beach County |
Girls Softball |
$6,400 |
Staff requests authorization to continue utilizing contracts with Florida Elite Umpires, Inc. and The Palm Beach Pride, Inc., and award a new contract to South Florida Officials Recreation, LLC.
The new term for FL Elite Umpires, Inc. and The Palm Beach Pride, Inc. is for three (3) years, effective October 1, 2019 through September 30, 2022. The new term for South Florida Officials Recreation Officials, LLC will commence on August 1, 2019 through July 31, 2022 to coincide with the fall softball season.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are budgeted in the FY 2019 and Proposed FY2020 Team Sport Programs budget to cover officiating expenditures, which are offset by program revenues.
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to continue utilizing contracts with Florida Elite Umpires, Inc. and The Palm Beach Pride, Inc., and award a new contract to South Florida Officials Recreation, LLC to provide athletic team officiating services.