Project Information

Bid Title

Softball Officiating Services

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Dec 16, 2025

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 26048-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 26048-KR
Bid Title:	Softball Officiating Services
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The purpose for this Request for Quotation is to establish a contract for officiating services for the Department of Parks and Recreation's adult softball programs; these services shall include regular season league play, play-offs, tournaments, and any added or rescheduled games. Publication Date/Time: 12/16/2025 12:00 AM Closing Date/Time: 2/5/2026 3:00 PM Contact Person: Kimberly Rogerson, VCA Buyer (757) 514-4145 krogerson@suffolkva.us Related Documents: RFQ 26048-KR Softball Officiating Services

Attachment Preview

CITY OF SUFFOLK

Purchasing Division

P.O. Box 1858, Suffolk, VA 23439-1858; T (757)514-7520; Fax (757)514-7524

REQUEST FOR QUOTATION

TITLE:

ACCEPTANCE DATE:

RFQ NO:

Softball Officiating Services

February 5, 2026

26048-KR

MAIL OR DELIVER RESPONSE TO:

OR FAX RESPONSE TO:

OR E-MAIL RESPONSE TO:

Purchasing Division, Room 1086

442 W. Washington Street

Suffolk, Virginia 23434

(757) 514-7524

krogerson@suffolkva.us

Requests for information related to this Request for Quotation should be directed to:

Kimberly Rogerson, VCA

Buyer

(757) 514-4145

Email address: krogerson@suffolkva.us

This document can be downloaded from our web site:

https://www.suffolkva.us/Bids.aspx?CatID=17

Issue Date: December 16, 2025

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

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JOB SPECIFICATIONS

Softball Officiating Services

The purpose for this Request for Quotation is to establish a contract for officiating services for

the Department of Parks and Recreation's adult softball programs; these services shall include

regular season league play, play-offs, tournaments, and any added or rescheduled games.

Contract period shall begin April 1, 2026, and end March 31, 2027.The City reserves the right to

renew this agreement for two (2) additional one-year periods under the terms and conditions

herein and subject to continued satisfactory service through March 31, 2029.

Softball programs are tentatively scheduled to begin in April 2026 and continue through mid-

November with most games to be held twice weekly in the afternoon and evenings. Programs

listed below are currently planned by the Parks and Recreation Department; however, the

number and type of programs offered will depend upon interest and participation.

• Fall Coed Slow Pitch

• Coed Slow Pitch

For all slow pitch games, one umpire will be utilized for each game played. The City may

require two (2) umpires for playoff or tournament games.

The season for each league is approximately eight (8) to ten (10) weeks long with four (4)

games scheduled each night/afternoon. The estimated total of games played for each league is

as follows:

• Fall Coed Slow Pitch – approximately 80 games

• Coed Slow Pitch – approximately 80 games

All games will be played using a one-hour time limit.

Umpires must be certified by the governing association, and a complete list of the umpires

verified as certified must be provided prior to the season along with any additional names added

during the season. The City has the right to deny the use of any specific umpire.

No umpire may work a game in which their child, sibling, spouse, or parent is participating, nor

work a game in a league in which he or she may be a volunteer coach or participant.

Assignment of umpires to games shall be called under the laws of the game (rules book) as set

forth in the Amateur Softball Association of America, including any variations adopted by the

City of Suffolk Department of Parks and Recreation’s athletic rules and policies.

All officials shall wear appropriate and complete umpire uniforms as adopted by the Association.

The commissioner, or designated chairman/president, shall serve as contact person for the

Association. The contact person shall be responsible for the scheduling of officials (to include a

backup schedule in emergency situations), as well as bookkeeping for the association. The

contact person shall be easily accessible by phone to Parks and Recreation staff involved in the

softball program.

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Officials shall arrive, appropriately uniformed, for all games at least fifteen (15) minutes prior to

game time. Delay of game due to late arrival by an official shall be documented by the

Department of Parks and Recreation staff, and one-half of the game fee shall be deducted from

that particular game. This policy will be strictly enforced by the Department of Parks and

Recreation.

Should any scheduled game be canceled due to a "no show" or the delayed arrival of 30

minutes or longer by an official, the Contractor shall assume all responsibility and costs for the

rescheduling of any canceled game, including the rate of pay for each umpire for that game.

Constant tardiness and/or game cancellations on the part of the Contractor (three or more

incidents), substance use by officials before or during games, and/or unprofessional conduct

may be cause for termination of this contract by the Department of Parks and Recreation.

All protested games will be reworked at no cost to the City if the protest is upheld.

Should any game(s) be canceled by the City due to inclement weather, or other circumstances

beyond their control, it will be the City's responsibility to contact the contractor at least 60

minutes prior to game time. Provided with the proper notice, no additional charges for game

fees will be allowed. Contractor may request a flat travel fee not to exceed $8.00 per site for

games canceled without the proper notification by the City.

For added games or rescheduling of games, it will be the responsibility of the City to notify the

Contractor of any changes at least 24 hours prior to game time.

Games canceled due to circumstances beyond the City's control (inclement weather, power

failure, etc.) shall be rescheduled at the City's convenience. Full games fees are due once a

game is started; rescheduled games shall be replayed from the beginning, and payment to the

officials shall be in full.

Officials are required to complete a scorecard for each game, as well as an ejection form on any

ejection of players/coaches from a game or facility.

A qualified representative of the Association shall provide a clinic regarding softball rules at the

beginning of each season covered by this contract.

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The Contractor may bill the City once per month. This billing will show all games worked

including date, location, and name of official(s). Payment shall be made via check to the

Association in accordance with the City's payment schedule.

Any questions concerning the City’s softball programs should be forwarded to Dominique Cox,

Athletic Supervisor (Athletics), at (757) 514-7270.

QUALIFICATIONS

Contractor will submit with his bid a list of association officers to include chairman/president

(contact person) and his previous experience and abilities for scheduling games, keeping

records, etc. Include addresses.

Contractor will also submit with his bid a list of names and addresses of participating officials

(list must contain no fewer than six persons) along with previous experience and date and

location of last training session attended.

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ADDITIONAL INSTRUCTIONS

1. Use of Form: All bids shall be submitted on and in accordance with this form. If more

space is required to furnish a description of the goods and/or services bid, or delivery

terms, the bidder may attach a letter hereto that will be made a part of the bid. In case of

conflict, the bid may be considered non-responsive. The City’s published specifications

for this IFB shall supersede any additional writings submitted with the bid. Such writings

shall be clearly marked and noted as an exception.

2. Submittals: All bids shall be submitted sealed, plainly marked showing the bid number,

date and time. The entire solicitation document is to be returned when submitting a bid

unless otherwise directed by the bid document. Failure to return all pages may result in a

determination that the submittal is non-responsive.

3. Late Bids: Bids and amendments thereto, if received by the City’s Purchasing Division

(“Purchasing”) after the date and time specified for bid opening, will not be considered. It

will be the responsibility of the bidder to see that their bid is received by Purchasing as

specified. There will be no exceptions. Date of postmark will not be considered.

Telephone, facsimile, electronic and verbal bids will not be accepted. Prices or changes

shown on the outside of an envelope will not be considered in determination of low bid.

4. City Hall Closure: If City Hall is closed for business at the time scheduled for the bid

opening, for whatever reasons, sealed bids will be accepted and opened on the next

business day of the City, at the original scheduled hour.

5. Competition Intended: It is the City’s intent that the Invitation for Bid (IFB) permits

competition. It shall be the bidder’s responsibility to advise the Contract Officer in writing

if any language requirement, specification, etc., or any combination thereof, inadvertently

restricts or limits the requirements stated in the IFB to a single source. Such

notifications must be received by the Contract Officer five (5) days prior to the date set

for the bids to close.

6. Contract Quantities: The quantities specified in the Invitation for Bid are estimates only

unless otherwise clearly noted, and are given for the information of bidders and for the

purpose of bid evaluation. They do not indicate the actual quantity that will be required,

since such volume will depend upon requirements that may develop during the contract

period. Quantities shown shall not be construed to represent any amount which the City

shall be obligated to purchase under the contract, or relieve the bidder of his obligation

to fill all orders placed by the City, except as clearly noted.

7. Delivery: The time of delivery must be stated in definite terms. If time of delivery for

different goods and/or services varies, the bidder shall so state.

8. Faith-based Organizations: The City of Suffolk does not discriminate against faith-

based organizations.

9. Bidder Qualifications: Only bids from established Bidders for work similar in scope to

work herein shall be considered; the City reserves the right to request specific reference

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Commodity Codes

• NAICS 711219Other Spectator Sports

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