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ADOPT A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH YMCA OF SAN JOAQUIN FOR THE MANAGEMENT AND OPERATION OF SOUSA, BROOKING, AND OAK PARK POOLS
recommended action
RECOMMENDATION
It is recommended that City Council adopt a resolution to:
1) Authorize the City Manager to execute a three-year agreement with YMCA of San Joaquin for a total amount of $178,590 for the management and operation of Sousa, Brooking, and Oak Park Pools; and
2) Approve findings that support and justify an exception to the competitive bidding process; and
3) Authorize expenditures not to exceed $20,000 for security cameras and security patrol for City aquatic facilities; and
4) Authorize $20,000 expenditure to Manteca Unified School District for a summer swim program at Weston Ranch High School pool; and
5) Authorize a budget amendment to Fiscal Year 2016-2017 Community Services Budget to increase appropriations by $67,530 from available fund balance in the Recreation Fund for the FY 2016-17 YMCA contract and related aquatics expenditures.
It is also recommended that the resolution authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
For several years, the City provided aquatics programs using individual annual agreements with local non-profit agencies (Hope, Stockton Kids Club and YMCA of San Joaquin). However, one-year agreements are difficult both for operators and the City. Short terms prevent operators from building consistent swim programs and developing a loyal customer base. Furthermore, the operating practices of different operators and need for multiple contracts creates oversight and compliance challenges for the City.
To provide a better service to the public and improve compliance and oversight, the City issued a Request for Proposal (RFP) on January 5, 2017, for a multi-year agreement with a single operator for all City operated swimming pools. The City received proposals from USA Pools, Stockton Kids Club, and YMCA of San Joaquin (YMCA). Proposals were evaluated based on professional qualifications, agency experience, and financial capabilities. After evaluating proposals, interviews were conducted with each of the three respondents. Based on the results of this process, a three-year agreement with YMCA for a total of $178,590 to operate Sousa, Brooking, and Oak Park Pools is recommended.
Additional funds to improve security at pools is also requested. In previous seasons, there were multiple vandalism issues and safety concerns during closed hours. A $20,000 appropriation to install security cameras and add night patrols to the pool sites is recommended.
Finally, with the closure of the McKinley pool last year, there are few options for residents to choose from in the southern areas of the City. To address this, a collaborative agreement with the Manteca Unified School District (MUSD) was developed to use of the Weston Ranch High School pool. This worthwhile collaboration requires a $20,000 appropriation to provide subsidy to MUSD to hire an operator.
DISCUSSION
Background
The City owns seven pools: Holiday, Sherwood, Brooking, Oak Park, Victory, McKinley, and Sousa. Of the seven pools, Holiday Pool is operated and maintained by the Holiday Recreation Association and supported by assessment funding and Sherwood Pool is operated and maintained by Sherwood Homeowners Association (HOA). Victory and McKinley Pools are currently closed and non-operational due to age and vandalism damage. The pools will remain closed until they can be prioritized for funding along with other projects eligible for the Strong Communities Initiative resulting from the passage of Measure M in November, 2016. The City is responsible for operating the three remaining pools: Sousa, Brooking, and Oak Park.
For many years, the City operated some pools directly and partnered with local non-profits to operate the remaining City swimming pools. During bankruptcy, City aquatics staff was eliminated and non-profit groups assumed operations of all City pools through single-year agreements. However, one-year agreements are difficult for the operators because the single summer term limits an agency’s ability to build swim programs and to maintain long term relationships in the community. Additionally, the use of multiple agencies with different operating practices and policies creates oversight and compliance challenges for the City.
To remedy these issues, the City issued an RFP for aquatic facilities management on January 5, 2017 for Oak Park, Sousa, and Brooking Pools. On January 29, 2017, proposals were received from the following aquatic facility operators:
• USA Management (San Francisco, CA)
• Stockton Kids Club (Stockton, CA)
• YMCA of San Joaquin (Stockton, CA)
All three organizations demonstrated experience operating aquatics facilities. A selection committee reviewed the proposals and ranked them based on factors that included: technical approach to aquatics operations, qualifications of staff, experience of company, knowledge of best practices for aquatics facilities, and financial capability. All three firms also participated in interviews as part of the selection process. Upon completion of the ranking process, YMCA of San Joaquin was the highest ranked firm and was selected to provide aquatic facility operations for a three-year agreement and two additional one year extensions.
In addition to the need for an operator, staff is also concerned with vandalism and break-ins at City pools. These were a primary factor contributing to the closure of McKinley pool. To prevent further issues, an appropriation of $20,000 to add security systems and off-hours patrols to pool sites is recommended. Staff will utilize the City’s existing contract with First Security Services to add patrols. Should the increased security costs necessitate a contract change order, staff will return to City Council for approval.
With the closure of McKinley, Sousa is now the only City pool in south Stockton. Staff discussed the possibility of supporting an aquatics program with MUSD to improve access to aquatics in south Stockton. There is a mutual benefit in partnering with MUSD to support a one-year public aquatics program at the Weston Ranch High School. A subsidy of $20,000 to MUSD to provide one year of aquatic services is recommended. If the expenditure is authorized, a memorandum of understanding (MOU) between the City and MUSD will be prepared that identifies the roles and responsibilities of each party, including providing public swim at the same service level as YMCA programs. If successful, continuation of the aquatic collaboration will be considered for future years. An agreement in this amount falls within the existing authority of the City Manager, but requires City Council approval for additional appropriation.
Present situation
Following an RFP process, a three-year agreement with YMCA of San Joaquin to operate Oak Park, Brooking and Sousa pools is recommended. Additional funds to improve security at pools and partner with MUSD to operate an aquatics program at the Weston Ranch High School is also recommended.
City swimming pools are in need of significant repair or replacement. In 2016, the City contracted with Aquatic Design Consultants to complete an assessment of City pools and provide estimates on health and safety repairs as well as providing a conceptual plan for future aquatics programs and facilities in Stockton. The consultant work is complete and a final report was presented in January, 2017. Public Works staff is overseeing the completion of health and safety repairs to ready pools for the season beginning May 27, 2017. The final conceptual report provided by the consultant will be incorporated into expenditure goals for Strong Communities funds and will be presented to Council later along with goals for other City library and recreation facilities and programs.
FINDINGS
Stockton Municipal Code Section 3.68.070 (A) (3) authorizes the award of contracts without competitive bidding in cases where the City Council has approved findings which support and justify exceptions to the competitive bidding process. Therefore, to support an exception for the contract with YMCA, staff recommends City Council approve the following findings:
1. The City solicited competitive proposals through an RFP process.
2. YMCA was competitive in the RFP process.
3. A strict cost-competitive basis for the selection of an aquatics professional may lower the quality of services to be provided and impact public health and safety if cost is the primary criteria of selection.
4. The RFP was used to evaluate the professional qualifications of aquatics operators.
5. Use of the RFP criteria insures the best operational care, health and safety standards and demonstrated aquatic skills.
6. YMCA was the top ranked operator based on experience, professional qualifications and financial capability. YMCA has the necessary specialized aquatics skills and experience to successfully operate aquatics facilities in the City of Stockton.
PUBLIC NOTICE
The City Charter requires the publication of a notice of intent to enter an exclusive agreement for City property. “A Notice of Intent” has been published at least 10 days prior to City Council Action.
FINANCIAL SUMMARY
A three-year agreement with YMCA for a total of $178,590 is recommended. The FY 2016-17 Swimming Pools budget has a remaining balance of $32,000. An additional appropriation from the Community Services Recreation Fund Balance in the amount of $67,530 is needed to fund expenditures for May, 2017 to August 2017 of approximately $99,530. The available fund balance in the Recreation Fund is sufficient to cover the recommended appropriation to the Swimming Pools account number 044-3632-590. A single swim season from May to August spans two fiscal years. The first year of this operating agreement while covering the full swim season, will be fully funded in FY 2016-17. Requests for the May, 2018 to August, 2018 swim season will be made during the annual FY 2017-18 budget approval process.
|
|
2016-17 Budget Remaining |
2016-17 Expenditures |
Request |
2017-18 Estimated |
|
Operations |
$32,000 |
$59,530 |
$27,530 |
$59,530 |
|
Security |
NA |
$20,000 |
$20,000 |
$10,000 |
|
MUSD Support |
NA |
$20,000 |
$20,000 |
$20,000 |
|
TOTAL |
$32,000 |
$99,530 |
$67,530 |
$89,530 |
Aquatics has been budgeted at $65,000 annually. New recurring costs of $24,530 are projected for future years for a total of $89,530.
Attachment A: 2017 Aquatics and Facilities Management Agreement