SPORTS OFFICIATING SERVICES

The Town of Queen Creek ("Town") is seeking quotes for sports officials for Town of Queen Creek Parks and Recreation Department's recreational sports leagues. The Parks and Recreation Department is the primary provider of recreational services for the Town. The Town's sports include Youth and Adult Basketball, Youth and Adult Volleyball, and Adult Softball. The leagues are offered seasonally throughout the year.

It is the Town's intent to establish a contract based upon the lowest responsive, responsible, Quote. Town may award to more than one qualified vendor.

Project Details

• Reference ID: #27-007
• Department: Procurement
• Department Head: Melissa Bauer (Procurement Manager)

Important Dates

• Questions Due: 2026-08-05T00:00:00.000Z

Evaluation Criteria

• Scope of Services —

  Project Description: The Town of Queen Creek is soliciting Requests for Quotes (RFQs) from qualified vendors to provide sports officiating services for youth and adult sports administered by the Town's Parks and Recreation Department. Sports may include, but are not limited to: Youth Basketball, Youth Volleyball, Adult Softball, Adult Basketball and Adult Volleyball. These sports are offered seasonally thoughout the year. Qualified Vendors should be in business a minimum of one (1) year and maintain a sufficient number of trained and qualified officials to meet the needs set forth by the Town of Queen Creek.

  Town reserves the right to award a contract to a single vendor or to multiple vendors, as determined to be in the Town's best interest. Multiple awards may be made by sport, or other criteria deemed appropriate by the Town to ensue adequate coverage and service quality. All quotes will be evaluated, and award(s) may be made to one or more vendors based on the overall best value and the Town's service needs. The Town prefers to award all sports to a single vendor.

  Vendor will provide sports officials as specified herein for the Town's Parks and Recreation Department.

  Specifications:

  SPORTS OFFERED BY THE TOWN:

  • Youth Basketball
  • Youth Volleyball
  • Adult Softball
  • Adult Basketball
  • Adult Volleyball
  • Any additional team sports added by the Town during the term of the contract.

   

  Estimated game quantities are provided for planning purposes only and are the Town's best estimate and are not guaranteed by the Town.

  SERVICE LOCATIONS AND SCHEDULING

  Locations

  Officiating will be performed at Town designated facilities and parks. Locations include but are not limited to:

  Frontier Family Ballfields 1 & 2 ( 20039 S. 220th St., Queen Creek 85142)

  Queen Creek Recreation & Aquatic Center (22343 E. Ryan Rd., Queen Creek 85142)

   

  Sample Schedule

  *Quote should be submitted as charges per game. All times are approximate.

  Youth Basketball

  Seasons: Summer/Fall: August-October; Winter: January-February; and Summer: May-June.

  Days/Games/Times: Saturday- 4 games 9:00 a.m.-1:00 p.m.

   

  Youth Volleyball

  Seasons: Summer: July-August; Fall: October-December and Spring: March-April

  Days/Games/Times: Saturday- 4 games 9:00 a.m.-1:00 p.m.

   

  Adult Softball

  Seasons: Fall: September-December; Winter: January-March; and Spring: April-June

  Days/Games/Times: Mon: 4 games 6:00 p.m.-10:00 p.m.; Wed: 4 games 6:00p.m.-10:00p.m.; and Fri: 4 games 6:00 p.m.-10:00p.m.

  Adult Basketball

  Seasons: Summer/Fall: August-October; Winter: January-March; and Spring/Summer: May-June

  Days/Games/Times: Mon: 4 games 6:00p.m.-10:00p.m.

  Adult Volleyball

  Seasons: Fall: October-December; Spring: March-April; and Summer: June-August

  Days/Games/Times: Mon 4 games 6:00p.m.-10:00p.m.

   

  VENDOR RESPONSIBILITIES:

  Administrative

  • Vendor and its officials shall act as independent contractors and not as Town employees
  • Vendor shall provide the number of officials per game, outlined in the pricing table. Officials will arrive no later than ten (10) minutes prior to game time
  • Vendor will notify Town a minimum of three (3) hours prior to game time if an official calls out
  • Vendor shall charge Town at half rate if an official arrives more then ten (10) minutes after the game start time. Furthermore, the official must work the balance of the game. 
  • Vendor shall ensure that all assigned officials wear industry-standard, professional umpire/referee uniforms during games and provide all personal equipment, safety gear, and supplies necessary to properly officiate each game. 
  • Vendor is solely responsible for arranging substitute officials in the event of a call -in or no-show
  • Vendor shall not charge Town for any scheduled game where the Vendor's official(s) fail to officiate
  • Vendor shall not impose any charges on the Town for any games that have not been played or have been forfeited. . EXCEPTION: Last minute cancellations where the umpire arrives at the facility will be charged for 1 game. 
  • Vendor will provide a comprehensive list of verified, certified and/or trained officials to the Town prior to the start of each season. This list will be given to the Town a minimum of two (2) weeks prior to the first game. List must include certification expiration dates and confirmation of completed background checks
  • Vendor shall ensure all officials possess appropriate sport-specific training and certification from recognized governing organizations, where applicable 
  • Vendor is responsible for conducting annual background screenings for any individuals assigned to the Town to officiate. Background checks must be completed prior to assignment.
  • Vendor shall maintain insurance coverage in amounts as outlined in the vendor questionaire and contract term and provide certificates of insurance. The Town of Queen Creek shall be named as an additional insured where applicable  
  • Vendor shall submit  an itemized invoice statement  two (2) weeks after the service/work is completed. Invoices shall be broken up by specific sport and season. Payment in full shall be made to the Vendor within thirty (30) days after receipt of an approved  invoice statement, unless other than net thirty (30) are offered, at the Town's sole discretion. Town reserves the right to dispute any invoice errors; Vendor shall correct disputed invoices within five (5) business days.

  Officiating

  • Vendor shall provide qualified officials who are knowledgeable of and competent in administering the applicable governing body rules for each sport being officiated, including all Town rules and any nationally or regionally recognized rule sets adopted by the Town. Officials must also enforce Town specific modifications communicated prior to each season
  • Vendor shall provide the appropriate number of officials for each game per pricing table
  • Vendor understands that the actual number of games and scheduled times will depend on the number of teams or players registered. The Town will provide notification regarding the status of leagues upon registration completion
  • Officials shall be required to officiate all assigned games in their entirety and may not leave an assignment prior to its completion without prior approval from the Town. Officials must check in with Town staff prior to beginning each assignment. Town will have  one (1) or two ( 2) staff members at the fields and/or courts for all games.
  • Vendor agrees that if an official does not remain professional while officiating, The Town may request another official to complete the season(s). Vendor must respond to performance related removal requests within 24 hours and provide a qualified replacement.

  Softball

  • Vendor's officials shall keep a scorecard provided by the Town that notes the score by inning and final score. Scorecards must be submitted to Town staff at the end of each game. Scorecard must be legible and fully completed; incomplete scorecards may result in request for retraining. 
  • Once a forfeit occurs, the official shall stand in as the 2nd official on the other field until their game begins. The official is free to leave the facility if the forfeit happens in the final game of the evening

  Training

  • Vendor shall provide Town rules to all officials prior to the beginning of the season. Confirmation of rule receipt must be documented and provided to Town. 
  • Vendor shall instruct officials that Town staff will have the authority to modify, interpret, or enforce rules as deemed necessary during games or league operations

   

  TOWN'S RESPONSIBILITES:

  • Town shall provide Vendor with the required number of officials with dates/times/location a minimum of four (4) weeks prior to the first game. This is subject to change after registration is complete 
  • Town shall provide Vendor with a minimum three (3) hour notice, either written or verbal, as to the game site schedule or changes to the schedule 
  • Town shall not be held responsible for any accident or injury sustained by Vendor's officials
  • Town reserves the right to reject or request the removal of any individual provided by the Vendor if, in the sole discretion of a Town representative, the individual is deemed unacceptable 
  • Town reserves the right to add, modify, or eliminate games or leagues as necessary. Town will make reasonable efforts to notify Vendor promptly of significant schedule changes 
  • Weather-related Cancellations and Partial Games: In the event a game is canceled due to weather or other unsafe playing conditions after assigned officials have arrived at the game site, or if a game is suspended and unable to be completed due to weather after play has commenced, Town shall compensate the Vendor for one (1) game per assigned official. No additional compensation shall be due unless otherwise approved in writing by Town

Submission Requirements

• QUOTATION REQUIREMENTS (required) —

  Has the Respondent read through and confirm that they meet all of the quotation requirements?

  By agreeing to the below, the Respondent hereby certifies that:

  They have read, understand, and agree that acceptance by the Town of Queen Creek of the Respondent’s Response by the award and execution of a purchase order or contract will create a binding contract; and

  They agree to fully comply with all terms and conditions as set forth in the Town’s Purchasing Policy, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement;

  The person submitting the Response certifies that he/she is the person in the Respondent’s organization responsible for, or authorized to make, decisions.

  The Respondent is a corporation or other legal entity.

  No attempt has been made or will be made by the Respondent to induce any other Respondents or person to submit or not to submit a Response in response to this RFQ.

  The price(s) submitted in this Response are valid for 60 days from the date of submission.

• COMPANY HISTORY (required) —

  Provide a brief history of the company including the number of years in business. Include the company's experience in providing sports official services. 

• REFERENCES (required) —

  Please provide current references from three (3) past or existing commercial or government clients for work similar to the scope specified in this RFQ. For each reference, include the following details:
  •    Company/Agency Name
  •    Address
  •    Contact Name
  •    Phone Number
  •    Email Address
  •    Description of Services Provided 

• POINT OF CONTACT (required) —

  Please list the name, title, phone number and email address for the point of contact regarding this Request for Quote. 

• AUTHORIZED SIGNER (required) —

  Please list the name, title and email address for the person who is authorized to sign a contract on your company's behalf. 

• W9 (required) —

  Please upload a current W-9 form

• INSURANCE —

  Please download and review the insurance requirements.

• Professional Service (Under $100,000) —

  Please download and reference the insurance requirements

• Service Contracts (Under $100,000) —

  Please download and reference the insurance requirements

• Janitorial or Building Maintenance (Under $50,000) —

  Please download and reference the insurance requirements

• Installation of Equipment (Under $100,000) —

  Please download and reference the insurance requirements

• Vehicle Transport Storage Repair —

  Please download and reference the insurance requirements

• Commodity Purchase (Under $100,000) —

  Please download and reference the insurance requirements

• Environmental Consulting and Testing Services —

  Please download and reference the insurance requirements

• INSURANCE REQUIREMENTS (required) —

  Any Respondent awarded a contract subsequent to this solicitation will be expected, upon request by the Town, to submit certificates of insurance per the question above. 

• COOPERATIVE PURCHASING (required) —

   

  Do you agree to extend the prices, terms and conditions of this Agreement to other member of S.A.V.E?

   (A "No" response will not disqualify the submission)

• EXCEPTIONS
• Respondents must use this section to state any exceptions to the Quote requirements and/or any requested language changes to the terms and conditions, contract, etc. This is the only time Respondents may contest these issues. Requests for changes after the date Responses are due will not be considered and could subject the Respondent to non-award on grounds of non-responsiveness. I have read the Town’s Contract Provisions and: (required)
• If you have exceptions to the Request for Quote/Contract please list them below. If you do not, please enter NA* (required)
• Electronic Pricing Table? (required)
• References (required) —

  Are you asking for references?

• Contract (required) —

  Will a contract be created from this Quote?

• Insurance (required) —

  Is insurance required for this project?

• Select relevant insurance requirements: (required)