Project Information

Bid Title

SOFTBALL OFFICIATING SERVICES

Issuing Agency

City of Jasper

Location

Alabama

Published Date

Feb 10, 2026

Closing Date

Feb 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

SOFTBALL OFFICIATING SERVICES

The City of Jasper is seeking proposals to provide personnel to umpire softball games for Park and Recreation Softball Program. The City of Jasper, Alabama will receive proposals until 11:00 AM, local time, on February 23, 2026 in the Purchasing Agent’s office at the Jasper City Hall, 121 17th Street West, Jasper, Alabama 35501.

The contract period shall be for a twelve-month period from the date of the contract award with an option to issue a second and third contract with the same pricing, terms and conditions and agreement by both parties for a second and third twelve-month periods.

Specifications: Softball Officiating Services

If you are unable to furnish an item as specified and desire to offer a substitute, give full description of the item. No errors will be corrected after bids are opened. No prices shall include State or Federal Excise Taxes. Tax exemption certificates are furnished upon request. City reserves the right to accept or reject all bids or any portion thereof.

ALL BIDDERS MUST USE OUR BID FORM AND SHOW ON ENVELOPE THE OPENING DATE.

CONTACT INFORMATION

Any questions please contact:

Jessica Cook, Accountant/Purchasing Agent
E-mail: PurchasingAgent@jaspercity.com
Phone: (205) 385-7968

Attachment Preview

CITY OF JASPER, ALABAMA

P. O. Box 1589

121 17th Street West

Jasper, Alabama 35502

Date: January 22nd, 2026

Bids to be opened at 11:00 A.M.

Date: February 23rd, 2026

To Whom It May Concern:

Sealed bids will be received by the City of Jasper, Alabama, at Purchasing Agent’s office in Jasper, Alabama, until the above time and

date, and then opened as soon thereafter as practicable.

_________________________________________________________________________________________________________

Specifications: SOFTBALL OFFICIATING SERVICES

SEE ATTACHED SHEETS

_________________________________________________________________________________________________________

If you are unable to furnish an item as specified and desire to offer a substitute, give full description of the item. No errors will be

corrected after bids are opened. No prices shall include State or Federal Excise Taxes. Tax exemption certificates are furnished upon

request. City reserves the right to accept or reject all bids or any portion thereof.

_________________________________________________________________________________________________________

TO BE COMPLETED BY BIDDER

We are able to furnish the above at the prices shown and can make shipment within _________ calendar days after receipt

of order. Any attachment hereto is made and becomes a part of this inquiry and must be signed by the Bidder.

I hereby affirm I have not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom

of competition, by agreement to bid at a fixed price or to refrain from bidding, or otherwise.

____________________________________

Name of Firm

By ____________________________________

Name

Title ____________________________________

(Bids made out in pencil will not be accepted.)

ALL BIDDERS MUST USE OUR BID FORM AND SHOW ON ENVELOPE THE OPENING DATE.

CITY OF JASPER

REQUEST FOR PROPOSALS

SOFTBALL UMPIRING SERVICES

SCOPE:

The City of Jasper is seeking proposals to provide personnel to umpire softball games for Park and Recreation

Softball Program. The City of Jasper, Alabama will receive proposals until 11:00 AM, local time, on

Februrary 23, 2026 in the Purchasing Agent’s office at the Jasper City Hall, 121 17th Street West, Jasper,

Alabama 35501.

The contract period shall be for a twelve-month period from the date of the contract award with an option

to issue a second and third contract with the same pricing, terms and conditions and agreement by both

parties for a second and third twelve-month periods.

This request is for annual requirements to provide personnel to perform softball umpiring services for the

City of Jasper program which will be compromised of the following: at least two (2) certified umpires for

each game. The supplier shall provide management, labor support functions and personnel necessary to

provide sufficiently qualified umpires with the technical skills and certifications necessary to provide

competent management of games.

Upon written request transmitted via fax or email, or pre-published schedules, the Supplier shall dispatch

qualified personnel to the Park and Recreation chosen location at the identified time. Softball season begins

the first week of April and continues through the last week of July with a league tournament to follow. The

Park Director will provide the softball schedule for the current season to the successful supplier. All games

are to be a four game or less back-to-back schedule on weekdays starting at 5:30 PM and a four game or

more back-to-back schedule on weekends starting at 9:00 AM and are normally played at night on Monday,

Tuesday, Thursday, and Friday and on Saturday mornings.

Umpires supplied will be screened by the supplier and must have passed either the ASA Test or be Dizzy

Dean approved. Umpires shall arrive no later than 10 minutes before the first game starting time, dressed

in proper officiating attire and ready to work. Umpires must sign score sheets and indicate the number of

games called at end of each session. The Park and Recreation will provide softball leagues for the

following age groups: 6 & under, 8 & under, 10 & under, 12 & under, 14 & under and 16 & under. The

Park Department will provide rules for each age group to the successful supplier. This contract will not

cover district tournaments or adult league hosted by the Jasper Park Department.

As part of the proposal, each supplier shall submit a cost proposal for each different age group with no

mileage fee allowed. The booking fee must be submitted in the cost section of the proposal and be opened

for negotiations.

The Supplier shall submit a properly prepared invoice for all services provided on a weekly basis for the

preceding week to the Park and Recreation Director for verification. The price per game will include 2

officials per game. Administration fees will include both the booking fees and assigning fees and will be

billed on a per invoice basis. Improperly submitted invoices will be returned to Supplier for correction.

Supplier shall pay all taxes, levies, duties, and assessments of every nature due in connection with the

services provided under this agreement and shall make any and all payroll deductions required by law and

hereby identifies and holds harmless the City from any liability on account of any and all taxes, levies,

duties assessments and deductions.

Supplier shall obtain all federal, state and local permits and licenses required to execute the project as

described. Supplier further agrees to abide by all applicable federal, state and local codes, regulations

statues, ordinances and laws including but not limited to Equal Employment, Anti-Discrimination,

Immigration, Wage and Salary, Drug Free Workplace and Disability.

The relationship of the Supplier and umpires supplied to the City is that of independent contractors and not

of employees of the City. Supplier and umpires shall not be entitled to any benefits that accrue to an

employee of the City and shall not be covered by Workers’ Compensation, leave, retirement, and group

health insurance. Supplier assumes responsibility for injuries occurred by officials and will provide the

City with procedures on handling such.

At any time and for any reason, or without cause, the City reserves the right to reject the services of any

Official referred by the Supplier and or prohibit an individual from providing services in the future. In the

event the City is forced to repeatedly reject Officials from the Supplier, the City may terminate any portion

of or the entire agreement. Excess repeated rejections are defined as a rejection rate that exceeds 5% of the

officials provided. Failure to provide at least two officials or failure for any officials to appear for three

scheduled games can cause termination as provided above.

Proposals must be submitted in a professional manner to merit consideration. One original must be supplied

in the following format:

• Letter to include full name of supplier, legal status, address, telephone number, fax number,

Federal Tax ID number and statement that you have carefully read, understand, and agree to all

terms and conditions in the Request for Proposals, and you intend to supply the services specified

herein.

• Exceptions – please list any to the requirements of request, the City reserves the right to reject any

exceptions.

• Project Planning and Management – describe your approach to managing the City’s requirements

for providing softball officials.

• Suppliers Experience and Personnel - describe your experience and provide a list of at least six (6)

possible umpires with years of experience.

• Cost proposal – List the game rate and booking fee.

• Customer References – Minimum of three (3)

• Additional information you feel is relevant to your consideration.

An evaluation committee will review the proposals and determine the best proposals in accordance with

following evaluation criteria:

• Suppliers experience and track record.

• Adequacy of umpires.

• Management approach to providing and monitoring performance.

• Cost

The City reserves the right to waive minor variances from the specifications, provided these differences do

not violate the specification intent, materially affect the operation for which the services are being

purchased, nor increase the estimated cost to the City. The City reserves the right to reject any and all or

any part of proposals received.

All requests for interpretation of any portion of the request may be made by telephone to the City

Purchasing Agent at (205) 385-7968. All replies will be given verbally and a copy of any inquiry and

advice, if deemed vital by Purchasing Agent, will be made available to each prospective bidder.

All bids/proposals shall be submitted in the form and manner indicated by the bid documents and bid

forms. Any bid /proposal which is not submitted in form and manner indicated which contains

information, statements, conditions, or qualifications which place conditions or qualifications on the

proposal submittal for the purposes of making an award, or which alter any proposal terms, conditions

specifications, or forms, which has not been previously by written addendum from Purchasing Agent,

or which does not meet legal requirements, shall be declared as a qualified, conditional, or non-responsive

and shall be rejected. Any proposals that do not fully respond to all detailed specifications or requests for

information including execution of proposal forms may be declared “non-responsive” and recommended

for rejection.

The contact person: Jessica Cook, Accountant/Purchasing Agent, City of Jasper (205) 385-7968.

BID SHEET

Price Per Game:

(Includes 2 Officials Per Game)

Administration Fees Per Invoice:

(Includes both Booking & Assigning Fees)

$______________

$______________

Commodity Codes

• NAICS 711219Other Spectator Sports

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