Res No 108-23-16041RESOLUTION NO. 108-23-16041
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, APPROVING THE PURCHASE OF
OFFICIATING SERVICES FROM THE SOUTH FLORIDA
FOOTBALL OFFICIALS ASSOCIATION, INC. FOR THE
SOUTH MIAMI GREY GHOST FOOTBALL PROGRAM;
AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PURCHASE ORDER FOR SUCH SERVICES; PROVIDING
FOR IMPLEMENTATION, CORRECTIONS, AND AN
EFFECTIVE DATE.
WHEREAS, the City of South Miami's (the "City") youth tackle football program, the
South Miami Grey Ghost Football Team (the "Grey Ghosts"), currently participates in the Miami
Extreme Youth Football League (the "League"); and
WHEREAS, the League has been designated the duty and responsibility to negotiate
contracts as it pertains to the League and its members; and
WHEREAS, as a member of the League, the City requires officiating services
(the "Services") from the League's officiating service provider, the South Florida Football
Officials Association, Inc. (the "Officiators") for the Grey Ghost's upcoming football season; and
WHEREAS, the League and the Officiators have entered into a Memorandum of
Understanding ("MOU") providing the terms and conditions of the Services to be provided by the
Officiators to the League and its members, including the City, which MOU is included in this
agenda item; and
WHEREAS, Article III, Section 5 of the City Charter provides that all purchases in excess
of $5,000 shall be approved by the City Commission after competitive conditions have been
maintained and competitive bids sought from at least three different sources of supply, if available,
with such determination to be made by the City Commission; and
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Res. No. 108-23-16041
WHEREAS, as the League's Services provider, the City has determined that the
Officiators are the sole source available for the provision of the Services for the Grey Ghosts, as
provided in the MOU; and
WHEREAS, due to an indeterminate number of games to be played by the Grey Ghosts,
the City anticipates requiring the Services from the Officiators in an amount not to exceed
$12,000; and
WHEREAS, the City Commission desires to approve and authorize the purchase of the
Services from the Officiators in an amount not to exceed $12,000.00 for fiscal year 2023-24; and
WHEREAS, the purchase of the Services will be charged to account number 001-2000-
572-5630, which has a current fund balance of $61, I 00; and
WHEREAS, the City Commission finds that this Resolution is in the best interest and
welfare of the City.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AS FOLLOWS:
Section 1. Recitals. The above-stated recitals are true and correct and are incorporated
herein by this reference.
Section 2. Approval of Purchase of Services. The City Manager is hereby authorized
to purchase the Services from the Officiators in an amount not to exceed $12,000 for fiscal year
2023-24, and pursuant to a Purchase Order approved by the City Manager. The cost of the Services
shall be charged to account number 001-2000-572-5630, which has a current fund balance of
$61,100.
Section 3. Implementation. That the City Manager is authorized to take any and all
actions necessary to implement the purchase of the Services and the purposes of this Resolution.
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Re s. No. I 08-23 -1 604 1
Section 4. Corrections. Confo rmin g lan guage or tec hn ica l scrivener-type co rrec ti o ns
may be mad e by th e City Atto rn ey fo r any conforming amendments to be incorporated into th e
final resoluti on for s ignature .
Sectio n 5. Effective Date. This Res o luti on sha ll become e ffective imm ediately up on
adopt ion.
PASSED AND ADOPTED th is 5th day of Septe mber, 2023.
ATTEST:
C ITY
READ AND APPROVED AS TO FORM ,
LA NG UAGE. LEGA LITY AND
EXECU TION TH EREOF
C2L-
WE ISS SEROTA HELFMA N COLE
& BIERMAN , P.L.
C ITY ATTORNEY
APPROVED:
MAY OS
COM MISSION VOT E:
Ma yo r Fern and ez :
Vice Ma yo r Bo ni ch:
Co mmi ss ioner Ca lle:
Co mmi ss ioner Liebman:
Co mmi ss ioner Co rey:
Page 3 of3
5-0
Yea
Yea
Yea
Yea
Yea
Agenda Item No:1.
City Commission Agenda Item Report
Meeting Date: September 5, 2023
Submitted by: Quentin Pough
Submitting Department: Parks & Recreation
Item Type: Resolution
Agenda Section:
Subject:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA,
APPROVING THE PURCHASE OF OFFICIATING SERVICES FROM THE SOUTH FLORIDA FOOTBALL
OFFICIALS ASSOCIATION, INC. FOR THE SOUTH MIAMI GREY GHOST FOOTBALL PROGRAM;
AUTHORIZING THE CITY MANAGER TO ENTER INTO A PURCHASE ORDER AND/OR AGREEMENT FOR
SUCH PURCHASE; PROVIDING FOR IMPLEMENTATION, CORRECTIONS, AND AN EFFECTIVE DATE. 3/5
(CITY MANANGER-PARKS & RECREATION DEPT.)
Suggested Action:
Attachments:
Memo-Football_Official_Services (1).docx
4767167-Resolution Approving Purchase of Officiating Services for Grey Ghosts Football CAv2.DOCX
MOU SFFOA.pdf
1
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
TO:The Honorable Mayor, Vice Mayor, and Members of the City Commission
FROM: Genaro “Chip” Iglesias, City Manager
DATE: September 5, 2023
SUBJECT: Procure referee services for youth tackle football competitions.
RECOMMENDATION:Staff recommends approving the purchase of officiating services from the
South Florida Football Officials Association for the South Miami Grey Ghost
Football Program.
BACKGROUND:The City’s Parks, Recreation, and Culture Department (the “Department”)
desires to procure football referee services from South Florida Football
Officiating Association (“SFFOA”)for the upcoming season August through
December 2023 and the beginning of the 2024 season, August through
September 2024.
The City’s youth tackle football program, South Miami Grey Ghost Football,
is a member of the Miami Extreme Youth Football League (the “League”).
The League is comprised of approximately eighteen(18) different member
teams, which includes the North Miami Jaguars, North Miami Beach Sun
Devils, Kendall Hammocks, and Doral Broncos, just to name a few.
The League has the designated and agreed duty and responsibility to
negotiate contracts as they pertain to the League and its members.
In 2023, the League recently negotiated and executed anofficiatingservice
contract with South Florida Football Officiating Association over the next
five (5) years—commencing with the 2023 football season and ending with
the conclusion of the 2027 football season. The competitive football
season customarily runs from August until December. This contract
provides security and cost-saving measures to the League and its
members.
The City forecasted the expenditure and will pay up to $12,000 to SFFOA
for the procurement of referee services for the 2023-2024 fiscal year
depending on the number of home games played.
AMOUNT &ACCOUNT:Amount not to exceed $12,000 annually.
2
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The total expenditure in the amount of $12,000 shall be charged to the
Football account number 001-2000-572-5630, which has a balance of
$61,100 in the proposed fiscal year 2023-2024 Capital and Operating
Budget as of July 12, 2023.
ATTACHMENTS:Resolution
Executed MOU -League and SFFOA
3
THE CITY OF PLEASANT LIVING
7MEMORANDUM OF UNDERSTANDING In as much as the South Florida Football Officials, Inc. (SFFOA) is desirous of providing officiating services and the Miami Xtreme Youth Football League (Xtreme) desires to retain officiating services for its games. This memorandum outlines the basic understanding of the parties and is not intended to be all encompassing or address every potential situation. The parties agree that there may be a need to address additional points or issues not specifically covered by this agreement. This contract is for a term of five years commencing with the 2023 football season and ending with the conclusion of the 2027 football season. The te1m season means the competitive football season customarily running from sometime in August until early December. Officials are considered independent contractors and are not employees of SFFOA, Xtreme or any of its teams. SFFOA will assign a game officiating crew of four (4) officials consisting of a referee, umpire, down judge, and line judge. Junior Peewees will have two (2) officials for regular season and playoffs, and four (4) for the conference championship and league championship game. If a Peewee game is paired with a game of a higher weight for a two-game set on Saturday, four (4) officials will be scheduled. The referee shall be a high school eligible football official with no less than three (3) years experience and no more than one official on the crew shall be in their first year of officiating, unless an emergency or lack of more experience officials requires that a less experienced referee be assigned, and they shall be assigned to the lowest divisions possible only when that need arises. Ideally the crew should consist of one varsity rated official, one official with two (2) or more years of experience, one first and one second year official. In no event shall there be less than three (3) officials for any contest absent injury to an official during a game or other unforeseen and situation not communicated to the referee or Booking Commissioner. For Conference Championship and League Championship Games assigned officials shall be increased as follows to include a timer, a supervisor and a line to gain crew of three for all divisions to be paid by Xtreme, and furthermore SFFOA will provide a back judge for the four (4) highest divisions (l0U, 11 U, 12U & 13U) at no additional cost, and League Championship assigned officials shall be increased include, a field judge and side judge for two (2) highest divisions (12U & 13U), a timer, a supervisor and a line to gain crew of three for all divisions to be paid by Xtreme; and furthermore SFFOA will provide a back judge for the four (4) highest divisions (IOU, 11 U, 12U & 13U) at no additional cost. SFFOA will provide, at no charge, no more than two (2) coaches rnle clinics prior to the competitive season. The SFFOA Rules Interpreter, Booking Commissioner and/or Executive Board Member will conduct the clinic. Games will be officiated according to the National Federation of State High School Associations (NFHSA) and Florida High School Athletics Association (FHSAA) Rules, Florida High School Athletic Association and Guidelines and exceptions as adopted by Xtreme's Board. Said exemptions shall be distributed to the crew chiefs. It is not unforeseen that other exceptions or agreed approved rnlings may be necessary at any point to ensure competition and fair play. For the regular season, SFFOA officials shall be compensated for their services based on the number of games worked. The referee shall wear a league provided logo hat (if
8provided), officials shall not wear patches for any other leagues worked but may wear a patch or other marking indicating their affiliation with the SFFOA. Officials are expected to arrive thi1iy (30) minutes before kickoff of the first game to inspect field conditions, check line to gain equipment, meet with park commissioner and head coaches to ensure a timely start to the day's games. Xtreme shall have the teams weighed in and ready no less than ten (10) minutes prior to kickoff. In the event that the teams are not ready for the opening kickoff of the game the game shall be called. The pmiies understand that while the day of games is long there may be an occasion where a game runs long or ends early. The coaches are expected to take their respective teams to be weighed in at halftime of the previous game. If the previous game ended early (that is more than ten (I 0) minutes before its scheduled kickoff), both coaches must agree to start their game early. It is understood that a coach may nonetheless want to stmi his game as scheduled. If the previous game ends late, or inside ten (10) minutes prior to the scheduled kickoff, then teams and coaches are expected to proceed with their pre-game responsibilities. If teams are not ready to start at their scheduled time the game shall be called at the request of the team ready to play. Late mTiving officials or early departing officials shall be paid in quarterly increments of the actual game worked. If the official was a last minute replacement for another official, Xtreme is encourage to pay that official a full game fee provided that he works the majority of the game. If in doubt Xtreme may obtain verification from the Booking Commissioner, reimbursement if any shall be handled through SFFOA who will in turn deal with the official(s) if overpaid. Suspensions, cancellations or forfeits prior to game day should be communicated to the Booking Commissioner and the park schedule adjusted accordingly to eliminate the interval for the canceled or forfeited game. Xtreme understands the SFFOA has invested in assignment software to communicate game assignments to officials the Xtreme has mandated a schedule lock where schedules become final and can be published, changes after that date shall be subject to a $25 change fee. Any changes in order of divisions that do not affect game times will not be charged the game fee unless the park or team is considered by Xtreme and SFFOA Presidents to be a habitual offender. Officials will be paid for game day cancellations and forfeits with the exception of the last scheduled game on that field for the day if four or more games are scheduled. In the event that the last game is canceled the game officials shall be released immediately and not expect compensation from the home team, if home team officials request the crew to wait to see if the team or additional players arrive or other situation or dispute to be resolved they do so understanding that the officials will be paid regardless of whether or not game is actually played. If, however, the schedule calls for three or less games and any game is canceled the officials shall be paid for that canceled game. It is understood that Xtreme By-laws provide that the team causing the last minute cancellation shall be responsible for the officials fees, therefore payment if not received at the game site will be handled through Xtreme and SFFOA administration. In the event that the last game on a field is canceled or forfeited and there are other games to be played on another field that is not fully staffed, if a departing official works the major portion of a game on another field, he will be compensated as if he had worked the entire game. An official not working the majority will be compensated in quarterly increments actually worked. If a game is not played or completed, the originally assigned officials will be given preference to work the rescheduled game. If the official is not previously paid they will only be paid the game fee upon return. If officials were previously paid and only a p01iion of the game is being made up, each officials will be entitled to receive an additional $25.00 travel reimbursement for Miami-Dade and Broward Counties only. Any apportionment of a
9game fee between the official working the rescheduled game and the official that was originally assigned will be made by SFFOA and officials directly. Compensation for game officials during the term of this agreement shall be as follows. For scrimmages, League sponsor pre-season games or jamborees compensation of $25.00 per official per hour, or part in 2023, 2024 and 2025, and $30.00 per official per hour, or part, in 2026 and 2027. For team sponsor scrimmages, compensation of $30.00 per official per hour, or part in 2023, 2024 and 2025, and $35.00 per official per hour, or part, in 2026 and 2027. Compensation for field officials shall be $60.00 per official per game for the 2023 Season, $65.00 per official per game for 2024 and 2025 Seasons, $70.00 per official per game for the 2026 and 2027 Seasons for all divisions during regular season and team hosted playoff games (this includes league sponsored all-star games). Officials shall be paid in cash during halftime of their last game at that site for the day, it is understood that all officials may not be paid at the same time. Checks will not be accepted, unless approved and submitted prior to game day and subject to a handling charge of twelve dollars ($12.00) per official per game for 2023-2027 seasons, and any check submitted after game day for a forfeited, suspended or some other reason shall also subject to the handling charge. Additionally, compensation of $70.00 per official per game for 2023 Season, $75.00 per official per game for 2024 and 2025 Seasons, $80.00 per official per game for the 2026 and 2027 Seasons for all divisions for Conference and League Championship Games, including Peewees with a four-member officiating crew. Compensation for electronic clock operators (timers) shall be $50.00 per game if requested during the 2023 Season, $55.00 per game during the 2024 and 2025 Seasons, and $60.00 per game during the 2026 and 2027 Seasons. A Supervisor of Officials shall be provided for Conference and League Championship Games. A line to gain crew of three (3) members shall be provided and shall be paid $40.00 per official per game for 2023 Season and $45.00 per official per game for 2024 and 2025 Seasons; and $50.00 per official per game for 2026 and 2027 Seasons. The Supervisor of Officials will be paid $40.00 per game for 2023 Season, $45.00 per game for 2024 and 2025 Seasons; and $50.00 per game in 2026 and 2027 Seasons. If Xtreme intends to make payment for all officials by way of a single check SFFOA agrees to bill Xtreme sufficiently in advance to allow Xtreme to issue a check 72 hours before the event so that arrangements can be made to negotiate the check in order to pay officials in cash at the game site, if not Xtreme shall be responsible for paying officials in cash on site at the conclusion of each game or other appropriate interval during the event. While it is understood that the league currently has no team outside Miami-Dade and Broward Counties for any games outside those counties, a travel fee of $100.00 provided average price per gallon remains at or below $4.00, parties agree to negotiate travel fee if necessary and price per gallon exceeds $4.00 during the term of this contract. Travel shall be paid for only one car carrying the entire officiating crew. If officials choose to travel separately only one travel fee will be paid and may be divided by the officials themselves. The SFFOA Board shall appoint one of its members to serve as its Booking Commissioner who will be responsible for assigning officials to Xtreme games. The Booking Commissioner shall be compensated for these services on a per member park having 5 or more teams; member parks with less than 5 teams shall be paired with another member park and if there is an unpaired member park with 4 or fewer teams the number should be rounded down, the compensation during the term of this agreement shall be $165 for 2023; and $175 for 2024, 2025, 2026 and 2027. Said fee is to be paid to the SFFOA immediately at the conclusion of the competitive season.
10Xtreme shall provide a safe and properly lined field for all contests. The field shall be roped off from spectators as required by Xtreme bylaws. The respective Commissioners should make an effort to introduce themselves to the officiating crew and where or how they can be reached should the need arises. The home team is responsible for having a line to gain crew of three (3) properly equipped adults ready and available during the applicable pre-game period to meet with the head linesman. Failure to have a line to gain crew available to start the game or second half will result in a five (5) yard delay of game penalty on the home team. All authorized sideline personnel need to be properly identified and if in the coach's box will be the responsibility of the head coach. The head coach may receive a warning before a penalty for unauthorized personnel in the coach's box during the game, however, the head coach may be penalized based on the conduct of individuals in the coach's box, authorized or not, without warning. Both teams shall assign personnel to ensure that only authorized persons are within the rope. The Xtreme home team may at its sole discretion extend its hospitality to game officials, without promise or expectation of favorable treatment. SFFOA understands that a home team's hospitality is not to be abused. Nonetheless the home team has a responsibility to ensure that officials, just as its players are properly hydrated during the day. Game attendants should provide water or fluids to officials during water breaks and time outs during a game. Additional water or fluids may be provided at the concession stand or other designated area during halftime and between games. Just as officials are concerned with player safety the home team should concern itself with making sure officials are properly hydrated and, in a position, to complete their assignment. Any questions or disputes that occur as a result of an interpretation of a rule should first be addressed with the referee as prescribed under the NFHSA rules and should involve the immediately proceeding play. It is important to note that Park Commissioners have delegated game day authority to Head Coaches for their respective games. Commissioners may interrupt play under the proper and normal game rules, i.e. calling a time out if available. It is understood that there is no provision to play a game under protest under the rules. Notwithstanding, SFFOA understands that further investigation and uniform interpretation of the rules is a necessity. Coaches and Commissioners shall communicate their questions or concerns to the Xtreme President who will request an official rules interpretation from the SFFOA Rules Interpreter. A written interpretation of the rule or rules involved will be sent electronically to the Xtreme President to be forwarded to the Coach or Commissioner initiating the inquiry. Any rule interpretation will be presented to the SFFOA membership as a training tool at the next scheduled officials meeting and disseminated to crew chiefs immediately to ensure the consistent application of the rule or rules in question. The SFFOA Rules interpreter may or may not be available at Xtreme Board Meetings but will handle only less involved interpretations. It is the mission of SFFOA to provide quality, trained and impartial contest officials for area youth league contests. With that in mind SFFOA needs to be advised of any situation that may impact on an official's ability to be impartial. SFFOA makes every effort to determine which officials have children or a family member associated or playing for a particular park. SFFOA will not assign those officials games either home or away involving those teams. SFFOA relies on its officials to disclose any potential conflict before the season but sometimes an official may fail or neglect to advise SFFOA of a potential conflict. Further SFFOA understands that as officials, its members are in a position of authority and serve as role models for many children. Any acts of inappropriate behavior need to be communicated to Xtreme President immediately who will in turn contact the Booking Commissioner or SFFOA President. All incidents
11should be accurately documented and list contact information for any witnesses in writing as soon as possible. Every incident will be investigated. The parties understand that SFFOA is involved in officiating contests between two competitors and that Xtreme member teams and coaches are sometimes swayed by emotion and their desire to win. Sometimes the decision in a game is not resolved in a manner favorable or satisfacto1y to a party who may misinterpret the situation. Misunderstandings between a coach and official can be resolved, but frivolous and/or punitive complaints will not be tolerated. Any complaint that after investigation is determined to be baseless or intended to damage the reputation or standing of the official in question shall be referred to Xtreme President or Board for further action. Xtreme and SFFOA Presidents shall conduct investigations or designate a member of their respective organization to do so. Investigative finding shall be the joint responsibility of both Xtreme and SFFOA. Disciplinary or other action to be taken shall be the responsibility of SFFOA or Xtreme within its Charter, By-Laws, Rules or Guidelines. The SFFOA and the Xtreme shall share their by-laws, rules etc. with each other and inform each entity of its disciplinaiy actions. By way of their signatures the parties agree that this sets forth the framework of their relationship for the period set forth above and to work together to make each of their respective organizations the standard by which all others are measured. rardo Gomez, President South Florida Football Officials Association, Inc.
12Miami Xtreme Lightning Delay/Game Suspensions Policy The safety of all participants is of paramount importance. Game Officials shall follow appropriate weather or lightning protocol including adhering to lightning detector (Thor Guard) alarms, Weather Bug ale1is presented from assigned trainer, park manager or Commissioner; and if all else fails a flash to bang of ten seconds or less. When in doubt get paiiicipants under cover. Referee shall have authority to suspend a contest for lightning, below is agreed upon guidance and final decision to suspend or tem1inate play for the day requires approval of Xtreme President. Please note that: Minimum Lightning Delay is 30 minutes. Please note that resumption starts when teams take the field to warm up even though actual play has not resumed during the 90-minute period. Additional delays shall be treated as a new delay with its own 90-minute period. If play cannot be resumed within 90 minutes, then the following will apply in consultation with Xtreme President. a) If the game has not kicked off, the game will be rescheduled, and officials will not be paid. The game day schedule can resume with the next division. b) Games suspended in first half will be rescheduled upon approval of Xtreme President, unless under lopsided/runaway score rule, officials will receive travel upon return. c) Games suspended in the third quarter with a score differential of 18 points or more may be shortened to time played upon approval of the coaches and approval of Xtreme president. d) Games suspended in the fourth quaiier with a score differential of 12 points or more may be shmiened to time played upon agreement of the coaches and approval of Xtreme President. e) Games at any point under lopsided/runaway score rule may upon approval of Xtreme President be shortened to time played. Referee shall immediately contact SFFOA contact who will open communication with Xtreme President documenting when delay commenced so that there will be no question as to the length of the delay to ensure decisions are made within the agreed policy. Xtreme and SFFOA may upon agreement, update and/or change this policy as necessai·y. Initials Xtreme President SFFOA President