R-2013-052-2013-03-25RESOLUTION NO. R2013-52
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND,
TEXAS, AWARDING A BID FOR THE OPERATION OF THE
INDEPENDENCE PARK POOL.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That the City opened bids for the supply of operation of the
Independence Park Pool, and such bids have been reviewed and tabulated.
Section 2. That the City Council hereby awards the bid to USA Pools, in the fee
amounts reflected in Exhibit "A", attached hereto in.
Section 3. The City Manager or his designee is hereby authorized to execute a
contract for the operation of the Independence Park Pool.
PASSED, APPROVED and ADOPTED this the 25th day of March, A.D., 2013.
),1 -YE 2,4,0
TOM REID
MAYOR
ATTEST:
YNG r'F1NG,
C Y SE ' ETARY
APPROVED AS TO FORM:
DARRIN M. COKER
CITY ATTORNEY
RESOLUTION NO. R2013-52
Exhibit "A"
AGENDA REQUEST
BUSINESS OF THE CITY COUNCIL
CITY OF PEARLAND, TEXAS
AGENDA OF: March 25, 2013 ITEM NO.: Resolution No. R2013-52
DATE SUBMITTED: March 19, 2013 DEPT. OF ORIGIN: Finance
PREPARED BY: M. Smith/B. Pearce PRESENTOR: Bill Eisen
REVIEWED BY: Jon R. Branson REVIEW DATE: March 21, 2013
SUBJECT: Award of Proposal for Operation of Independence Park Pool
EXHIBITS: Resolution #R2013 -
FUNDING: iii Grant ■Developer/Other @Cash
■ Bonds To Be Sold • Bonds- Sold • UP — Sold • L/P — To Be Sold
EXPENDITURE REQUIRED: $52,330 AMOUNT BUDGETED: $195,683
AMOUNT AVAILABLE: $202,319
PROJECT NO.:
ACCOUNT NO.: 010-3390-555-11-00
ADDITIONAL APPROPRIATION REQUIRED:
ACCOUNT NO.:
PROJECT NO.:
To be completed by Department:
Finance Legal Ordinance Resolution
EXECUTIVE SUMMARY
BACKGROUND
The Independence Park Pool has been in operation by the city of Pearland for over 30 years.
During that time, the pool has been utilized for summer swim classes and public swim, and
provided countless training opportunities for local swim teams, Life Guard training, and scuba
classes. It has also hosted events such as the YMCA Triathlon, Kids Triathlon, birthday and
graduation parties. At one time it even served as a fishing hole for the Parks and Recreation
annual Kid Fish event. The pool has seen many transitions over time, yet has remained an
affordable option for the public to enjoy an outdoor community pool.
• Fee-based programs referenced above may include, but not be limited to: health and
fitness classes, private parties and special events, and competitive events.
• Revenues from both fee-based programs and gate receipts shall be split in a 75/25 ratio
between the Contractor and the City, respectively.
• Contractor has been in business since 1979, and currently holds comparable service
contracts for pool operations with municipal clients including Atlanta, GA, New York, NY,
Roswell, NM, as well as a host of other agencies. All references contacted report a high
level of satisfaction with USA Pools' services, with most in place for multiple years
(dating from 1998 to present).
• While the City will retain some expenses, including City Aquatics Manager salary,
utilities, and equipment repairs, utilization of this proposal will result operational savings
of $48,972 for Independence pool.
SCHEDULE
It is anticipated that the Contractor will commence services Memorial Day weekend, 2013, and
conclude in May, 2014 (open pool season will conclude at the close of Labor Day weekend,
2013, but Contractor will maintain pool service year-round).
POLICY/GOAL CONSIDERATION
This purchase is contemplated and recommended to further the City's objective of continued
exploration of contracting City services when financially advantageous and operationally
efficient to do so.
CURRENT AND FUTURE FUNDING /FINANCIAL IMPACTS
Funding for the purchase of the services described herein will come from the Parks and
Recreation departmental operating budget.
O&M IMPACT INFORMATION
"".. qM of Qflul �ill..... IIIpIIIIIV'IIIVIII
I�AI �
Fiscal � �, jl IIII �I Y Ir �
Ills A a -'yo II lu
�AA� wI
�4 , n�i� � �.a � -7:-,.
IIII
III I
N II Il
I
v Jr..'
4
a' 7 for IV rII Il�lwl III Pu ""SII
_ �5^� yl III III ��V � n III F
� IIII ���� � I r '�,, .� . I
$0 *
($48,972)
* It is hoped that current year operational savings of $48,972 may be used for other
departmental priorities of a one-time, non-recurring nature. If, based on evaluation of
year -one operations it is deemed feasible to continue to contract out, there would be
future year savings.
RECOMMENDED ACTION
City Council approval of a resolution awarding a bid for the operation of the Independence Park
pool to USA Pools at the fee structure described herein, with a total annual expenditure
anticipated to be $52,330.
Last year the pool was to have closed due to budget reduction measures, however, prior to the
summer season, City Council expressed its desire to keep the pool open. Staff worked diligently
to prepare and clean the facility, and hire staff in short order to allow for summer operation. The
season was perhaps not as impactful as in years past, but it was still utilized by local swim
teams, Learn to Swim programs, public swim, and rentals.
City Parks management was approached late in 2012 by a local swim organization that was
interested in leasing the pool space and possibly repurposing the area. Based upon the
concept expressed by this group and the potential budget implications, Parks and Purchasing
staff developed a Request for Proposal (RFP) to allow for submittals by interested organizations
for potential alternatives in the current and future operation of the facility.
SCOPE OF CONTRACT
One (1) year agreement for the operation of the Independence Park pool facility by a 3rd party
provider as described herein.
BID AND AWARD
As indicated above, the Parks department initiated this RFP in order to further explore
alternative operational possibilities after learning of such an interest on the part of a local swim
organization. Proposals were initially due by January 17, 2013, but the City agreed to a
request by that organization for more preparation time, and the submittal deadline was extended
to February 19, 2013.
Two (2) proposals were received within the specified time in response to the specifications of
RFP #1113-12, from USA Pools of Roswell, Georgia and Aquatic Management of Atlanta,
Georgia. The originating organization referenced above was not one of those received. The
proposals received were both predicated on the operation of the pool by a 3rd party provider for
an annual fee to be paid by the City, with the City retaining a share of subsequent revenues.
This was an avenue the City had not specifically pursued, but which is decidedly in keeping with
the City's goal to contract for services when financially feasible and operationally efficient to do
so.
The respective annual fees for the two (2) proposals are: USA Pools - $52,330; and Aquatic
Management - $43,650. The proposals were subsequently reviewed and evaluated by Parks
management staff pursuant to the evaluation criteria stated in the RFP, chiefly: qualifications
and experience, cost, project design/methodology and quality of references. The highest
evaluated response was that submitted by USA Pools of Roswell, Georgia, with some of the
salient highlights of their proposal enumerated below:
• Contractor shall provide full operation of the facility from Memorial Day weekend through
Labor Day weekend, 2013; with services to include hiring, recruiting and provision of all
necessary staff, as well as provision of stock chemicals and cleaning supplies for facility
maintenance. All staff provided will be certified/licensed at or above the City's current
requirements.
• Contractor shall dedicate the following hours of operation to public swim access (at the
same $2 fee per person aged 7 and up, as previously charged by City): Monday —
Friday, 12:00 p.m. to 5:00 p.m., Saturday and Sunday, 12:00 p.m. to 7:00 p.m.
• Contractor shall provide fee-based swim programs to interested parties during the
following hours: Monday -Friday, 8:00 a.m. to 12:00 p.m., and 5:00 p.m. to 10:00 p.m.;
Saturday, 8:00 a.m. to 12:00 p.m. and 7:00 p.m. to 10:00 p.m.
c: Compan s) a
na en by t ee Company ', the
pecifican, conditions, and teis se
Test Water
• Skim Pool Surface
Management of Operations
• Vacuum Pool
• Clean Filters
• Inventory & S
3. PAYMENTS: The Company he i'x:p,
price of $58,720.00 per swim year upon specification, cond
Company shall be made in accordance with the following schedule:
s to perform
Signing/Renewal May 1 June 1
$5,872.00 $5,872.0
ms as se
July 1
FEES/REVENUES: Company shall collect all fees from dal
events on a daily basis. Owner will receive twenty-five
Company shall also 1111 out a daily cash sheet to' ach ney that is
of revenue percentage on the 15th of each month for the pre
%Yl a re
4. PROPOSAL EXPIRATION QP
the Owner and returned to the Company by April 15, 2013
onth's Iota
contract is at the Comp
'oti if '+t ezcent ` by
5. ACCEPTANCE: Acceptance of thisAgment by Owner thro
Agreement along with any payments due hereunder will constitute a:cont f`i�ente e+
specifications, terms and conditions and addenda attached heretn:plynrr acknowledges thati
pool facility and has legal capacity and authority to enter into this,agreement and bind th roperty owner of
facility. Owner agrees to contract specifications SECTION iw41 in the proceeding body contract. Any actual
be listed in a separate Addendum. !' ,
o s + turn o his
e with t
town and /oro
USA POOLS City of'eearland
40
BY:
1-
By: USA
By:
Name: Mat
Title: Acco
Satter
rates the
e pool
hanges must
Authorized Agejit - "Owner"
Date: `'4/c1 1 t�
By: t3, EIS ntit
Officer C_r�Y