HomeMy WebLinkAboutContractCSC No. 59515-A2R1
SECOND AMENDMENT AND FIRST RENEWAL OF
VENDOR SERVICES AGREEMENT BETWEEN
THE CITY OF FORT WORTH AND FLIP FIVE ENTERPRISE, LLC
(CSC NO. 59515)
This SECOND AMENDMENT AND FIRST RENEWAL ("Second Amendment and
First Renewal") is made and entered into by and between the CITY OF FORT WORTH
("City"), a home -rule municipal corporation of the State of Texas, acting by and through its duly
authorized representative, and FLIP FIVE ENTERPRISE, LLC ("Vendor"), a Texas Limited
Liability Company, acting by and through its duly authorized representative. The City and
Vendor are herein referred to individually as a ("Party") and collectively as the ("Parties").
WHEREAS, on May 31, 2023, the Parties entered into a Vendor Services Agreement to
provide Adult Sports Officials for the Park & Recreation Department on an "as -needed" basis
("Services"), the same being City Secretary Contract ("CSC") Contract Number 59515
("Agreement");
WHEREAS, the Agreement provides a primary term of one year and four (4) one-year
renewal terms (each a "Renewal Term");
WHEREAS, on July 13, 2023, the Parties amended the Agreement to change the scope of
services and update the fee schedule;
WHEREAS, on February 27, 2024, the Fort Worth City Council authorized M&C 24-0149
to increase the annual amount by $25,000.00 for a new annual amount not to exceed $125,000.00;
WHEREAS, the primary term will expire on May 30, 2024;
WHEREAS, it is the collective desire of the Parties to extend the Agreement through the
First Renewal Term; and
NOW, THEREFORE, in consideration of the mutual covenants and agreements contained
herein, the City and Vendor agree to amend and renew and extend the Agreement as follows:
I.
In accordance with M&C 24-0149, the City and Vendor hereby agree to amend the annual
amount by $25,000.00 for a new annual amount not to exceed $125,000.00;
II.
City and Vendor hereby agree to renew the Agreement for a one-year period ("First
Renewal Term"), effective beginning on May 31, 2024 and expiring on May 30, 2025.
OFFICIAL RECORD
CITY SECRETARY
Second Amendment and First Renewal of Vendor Services Agreement FT. WORTH, Tx
with Flip Five Enterprise, LLC CSC No. 59515
C Pagel of 8
1. All terms and conditions of the Agreement that are not expressly amended pursuant to this
Second Amendment and First Renewal shall remain in full force and effect.
2. All terms in this Second Amendment and First Renewal that are capitalized but not defined
shall have the meanings assigned to them in the Agreement.
(Signatures on following page)
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
C Page 2 of 8
IN WITNESS WHEREOF, the Parties hereto have executed this Second Amendment
and First Renewal in multiples.
BY: 0��
Name: Jesica McEachern
Title: Assistant City Manager
Date: May 1, 2024
Flip Fiveao
By:
Name: Ashley Franklin
Title: Owner
Email: flitvfiveenterprisellc(a)Llnail.com
Phone: 817-724-7865
Date: Apt' 19, 2024
FOR CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
By. 4 fe -,
Name: Dave Lewis
Title: Deputy Director
Park & Recreation Department
By: g 5andraYou od (Apr 19, 2024 14!18 CDT)
Name: Sandra Youngblood
Title: Assistant Director
Park & Recreation Department
Approved as to Form and Legality:
By: rr�y:�tr{Ap19, afo:1oCDT)
Name: Trey Qualls
Title: Assistant City Attorney
Contract Compliance Manager:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
requirements.
By: Kyle MEI ure (Apr 19, 2024 11! 03 CDT)
Name: Kyle McClure
Title: Assistant Director
Park & Recreation
City Secretary:
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By:
Name: Jannette S. Goodall
Title: City Secretary
Contract Authorization:
M&C: 24-0149
Form 1295: 2024-1117168
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 3 of 8
EXHIBIT A
SCOPE OF SERVICES AND/OR SPECIFICATIONS
VENDOR RESPONSIBILITIES
1.0 History
1.0.1 The Adult Sports Program of the City of Fort Worth has been in existence since
1991 and serves approximately 2,000 to 3,000 adults per year.
1.0.2 The Athletics Program provides a variety of year-round programs and facilities for
Fort Worth residents of all ages. The City of Fort Worth through the Park and
Recreation Department is dedicated to offering athletic programs geared toward
providing participants a release from stress, and an opportunity to enhance
physical conditioning and quality of life.
1.0.3 The Park and Recreation Department will provide the seasonal sports calendar
and projected games per age division after the bid award. An annual sports
calendar is already in place, please refer to Attachment G - Additional Resources
for link so Vendors will know when each season will start. The finalized schedule
for each league will be sent to the Vendor seven (7) days calendar before the
first game day.
1.1 The Vendor shall provide umpires and referees for the Adult Sports Program on an as
needed basis. Game officials, umpires and referees, for a seasonal adult sport program
currently serving:
1.1.1 Seventy-five (75) yearly slow -pitch softball teams;
1.1.2 Fifty (50) yearly basketball teams;
1.1.3 and one hundred and twenty (120) yearly volleyball teams.
1.2 Umpires, Referees and Vendor's representatives
1.2.1 Under rare circumstances, if the vendor cannot provide officials for a scheduled
game, they are required to give City staff at least 24 hours' notice.
1.2.2 Umpires and Referees shall inspect sporting equipment and facilities prior to
each game and/or examine participants in ensure compliance with
league/tournament safety regulations. If the Vendor finds the City facility not
meeting the minimum requirements, the Vendor shall communicate with the City
representative by using the different medium described in Section 1.2.2.
1.2.3 Umpires and Referees shall confer with league administrators, coaches, players
and site monitors in order to provide information, coordinate activities, and
discuss problems that may arise.
1.2.4 Vendor shall provide quality umpires and referees to officiate City of Fort Worth
adult recreational and/or competitive athletic or sporting events, detect infractions
of rules, and decide penalties in accordance with established league rules and
regulations.
1.2.5 No scorekeepers are needed for any of the sports. The City will provide
scorekeepers for each game, attendance to Meetings, Clinics Vendor shall:
1.2.5.1 Conduct a minimum of one (1) pre -season meeting prior to each sports
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
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league with members of their association to review league rules and
regulations.
1.2.5.2 Conduct a minimum of one (1) field/court clinic to review proper game
mechanics and positioning of umpires and referees prior to each sport's
beginning.
1.2.5.3 Uphold any Umpires and Referees added between leagues to have
completed the field/court clinic prior to working.
1.2.5.4 Send an association representative to all pre -season coaches' meetings
to assist in the explanation and/or interpretation of sports- specific league
rules.
1.2.5.5 The City will not pay the Vendor any hourly rate or fees for the Vendor
representative to attend the meetings or activities listed in this section.
1.2.6 Licenses, Fees, Certifications Vendor shall:
1.2.6.1 Be responsible for all officiating license fees, certifications fees, and
membership dues.
1.2.6.2 Provide:
1.2.6.2.1 One (1) official per slow -pitch softball game
1.2.6.2.2 Two (2) officials per basketball game; and
1.2.6.2.3 One (1) official per volleyball game.
1.2.6.3 Bidders must have all members within their association possess a current
membership and certification with one of the following:
1.2.6.3.1 Slow -Pitch Softball: USA Softball, or another comprehensive
training program provided by the bidder and approved of by
the City.
1.2.6.3.2 Basketball: Texas Amateur Sports Officials (TASO),
University Interscholastic League (UIL), Texas Amateur
Athletic Federation (TMF), or another comprehensive training
program provided by the bidder and approved of by the City.
1.2.6.3.3 Volleyball: Texas Amateur Sports Officials (TASO),
University Interscholastic League (UIL), Texas Amateur
Athletic Federation (TMF), or another comprehensive training
program provided by the bidder and approved of by the City.
1.2.7 Rosters, background checks and experience Vendor shall:
1.2.7.1 Have a roster of certified officials, umpires, and referees for the basketball,
slow -pitch softball, and volleyball to cover scheduled games during league
and tournament play.
1.2.7.2 Provide a roster of officials, outlining the years of experience per game
official, referee and umpire for each sport. Minimum requirement of one
(1) year of experience in related sport(s).
1.2.7.3 Provide verification of executing background checks for all officials listed
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
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on the association's official roster. All officials shall have
background checks from the past year. Level 3 background checks are
done annually by the certifying agencies. Officials must renew
certification annually.
1.3 Response Time
1.3.1 Vendor shall respond to a City request within 24 (twenty-four) minimum to a
maximum of 48 (forty-eight) hours from the time is contacted by City personnel.
1.3.2 Communication medium:
1.3.2.1 Email
1.3.2.2 Phone
1.3.2.3 Text Message or another electronic medium.
1.4 Minimum Services Requirements
1.4.1 Vendor shall have enough officials to cover games, for instance, two officials for a
basketball game and one for a volleyball or softball game.
1.5 Uniforms and/or Equipment
1.5.1 Officials are expected to dress appropriately for all games/matches in accordance
to the rules of the specific sport and approved by the City. Vendor is responsible
for arranging their own uniforms. The City will NOT provide uniforms for officials.
1.5.2 Vendor shall provide their own sports equipment, to include masks, protective gear,
etc.
1.5.3 The remote used for the scoreboard is provided by the City.
1.6 Point of Contact:
1.6.1 For accessibility, the Contractor must designate at least one (1) personas Point of
Contact with a current office phone number or cell phone number and an email
address.
1.6.2 The Contractor's Point of Contact must respond to calls, voicemails, and emails
within one (1) business day.
1.7 Hours of Operations:
1.7.1 Hours of Operations varies depending on Sport schedule, please refer to
Attachment G, Additional Resources to access the current Adults Sports League
schedule.
1.8 City observed holidays:
1.8.1 New Year's
1.8.2 Martin Luther King
1.8.3 Memorial Day
1.8.4 Juneteenth
Second Amendment and First Renewal of Vendor Services Agreement
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1.8.5 July 4th
1.8.6 Labor Day
1.8.7 Thanksgiving Thursday and the following Friday
1.8.8 Christmas
1.9 Contractor Personnel:
1.9.1 Identification
1.9.1.1 Contractor's employees are required to wear an identification badge, at all
times while performing services under this agreement.
1.9.1.1.1 There may be times when the requesting department will issue
City Contractor I.D. badges for the Contractor's employees.
The I.D. badges shall be surrendered to the department
representative upon the completion of each project.
1.9.2 Supervision
1.9.2.1 The Contractor shall, during all periods of contract performance, provide
competent supervision of his/her employees to assure complete and
satisfactory fulfillment of the work and the terms of this Contract. The
Contractor or a capable, fully authorized representative must be
immediately available during all work activities to receive any and all
special instructions from the authorized City employee.
1.9.2.1.1 The City shall have the right to require that the Contractor
dismiss from the premises covered by this contract any
employees of the Contractor whose conduct is improper,
inappropriate, or offensive and such employees shall not be
re-employed on the subject premises by Contractor without
written consent of the City.
2.0 apDRT OFFICIALS QUALITY ASSURANCE
2.1 Umpires and referees shall operate in a legitimate manner and in accordance with all City
of Fort Worth and adult sport league rules and regulations, adhere to regulations of
identified sport governing bodies, and adhere to all city ordinances governing indoor and
outdoor facilities.
2.2 Umpires, referees and sports officials are expected on site 30 minutes prior to game time
prior to game time and will refrain from use of any illegal drugs or alcohol before or during
games/matches.
2.3 Vendor shall be penalized $10.00 for each increment of 10 minutes if officials arrive past
the start of a game. The Vendor should also account for this when they submit their
invoice. The recreation programmer will check the invoice to ensure the tardiness has
been accounted for before submitting the invoice for payment.
2.4 The City of Fort Worth reserves the right to prohibit specific umpires and referees whom
are not meeting the standards or the league. The City will document any issues
that may occur and will ask the Vendor to remove an official if there is any violation of
PARO policies.
2.5 Softball umpires are expected to keep time and score with hand held remotes
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
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EXHIBITB
PAYMENT SCHEDULE
City will pay Vendor a total amount of up to One Hundred Twenty -Five Thousand Dollars and Zero Cents
($125,000.00) for services received annually. Following delivery, and acceptance of the services
delivered by the City, the Vendor must provide the City with an invoice summarizing (i) the services
delivered, (ii) requesting payment, and (iii) listing the purchase order number on the invoice. If the City
requires additional reasonable information, it will request the same promptly after receiving the above
information, and the Vendor must provide such additional reasonable information to the extent the same
is available. Invoices must be submitted to the City of Fort Worth by email at
Supplierinvoices@fortworthtexas.gov or by mail to Attn: Accounts Payable, 100 Fort Worth Trail, Fort
Worth, Texas 76102.
Unit of
Item Description
Fee
Measure
Adult Sports - Slow Pitch Softball - Officials
$50.00
ea
Adult Sports - Slow Pitch Softball - Officials Scheduling
Fee
$4.00
ea
Adult Sports - Basketball - Officials
$50.00
ea
Adult Sports - Basketball - Officials Scheduling Fee
$4.00
ea
Adult Sports - Basketball - Assistant
$20.00
ea
Adult Sports - Basketball - Assistant Scheduling Fee
$4.00
ea
Adult Sports - Volleyball - Officials
$50.00
ea
Adult Sports - Volleyball - Officials Scheduling Fee
$4.00
ea
Second Amendment and First Renewal of Vendor Services Agreement
with Flip Five Enterprise, LLC CSC No. 59515
Page 8 of 8
M&C Review
Page 1 of 2
CITY COUNCIL AGENDA
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRT WORTH
REFERENCE **M&C 24- 13PAMEND ITB 23-0042
DATE: 2/27/2024 NO.: 0149 LOG NAME: ADULT SPORTS OFFICIALS
LSJ PARD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize an Amendment to CSCO No. 59515 with Flip Five Enterprise, LLC, for
Adult Sports Officials to Increase the Annual Amount by $25,000.00 for a New Annual
Amount Not to Exceed $125,000.00 for the Park and Recreation Department
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to CSCO No. 59515 with Flip Five
Enterprise, LLC, for adult sport officials to increase the annual amount by $25,000.00 for a new
annual amount not to exceed $125,000.00 for the Park and Recreation Department.
DISCUSSION:
On March 8, 2023, the Purchasing Division issued Invitation to Bid (ITB) No. 23-0042 to finalize an
annual agreement for adult sports officials for Parks and Recreation Department (PARD). City
Secretary Contract No. 59515 was executed on May 31, 2023, authorizing a purchase agreement
with Flip Five Enterprise, LLC. for an annual amount of $100,000.00.
PARD approached the Purchasing Division to increase the annual agreement amount to purchase
additional sports official services to accommodate the increased volume of sports participants, giving
PARD the necessary coverage to the sports league to finish their sports league seasons without any
delays. Accordingly, staff is now requesting authorization to amend the existing agreement to
increase the annual amount by an additional $25,000.00, for a total amount not to exceed
$125,000.00.
Funding is budgeted in the Other Contractual Services account within the General Fund for the PAR
Youth Athletics Program Department.
AGREEMENT TERMS - The current term of this agreement will expire on May 30, 2024 with four one-
year renewal option remaining thereafter.
BUSINESS EQUITY - The initial estimated bid amount for this procurement was less than
$100,000.00, therefore, a Business Equity goal was not applicable.
The maximum amount allowed under this agreement citywide will be $125,000.00, however, the actual
amount used will be based on the need of the department and available budget.
This amendment will not change any other agreement terms or conditions of the contract.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available in the
current operating budget, as previously appropriated, in the General Fund. Prior to an expenditure
being made, the Park & Recreation Department has the responsibility to validate the availability of
funds.
BQN\\
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31856&councildate=2/27/2024 4/18/2024
M&C Review
Page 2 of 2
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manager's Office bv:
Oriqinatinq Department Head:
Additional Information Contact:
Reginald Zeno (8517)
Jesica McEachern (5804)
Reginald Zeno (8517)
Richard Zavala (5711)
Jo Ann Gunn (8525)
LaKita Slack -Johnson (8314)
ATTACHMENTS
13PAMEND ITB 23-0042 ADULT SPORTS OFFICIALS LSJ PARD FID table.xlsx (CFW Internal)
13PAMEND ITB 23-0042 ADULT SPORTS OFFICIALS LSJ PARD.docx (CFW Internal)
FIiD Five Enterprise, LLC 1295.edf (CFW Internal)
FliD Five Enterprise. LLC SAMs.Ddf (CFW Internal)
FIiD Five Enterprise, LLC SOS.Ddf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31856&councildate=2/27/2024 4/18/2024