HomeMy WebLinkAbout2012/06/12 Additional Information~~S //
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CHUlLAV1STA Recreation Department
Information Item
Date: June 12, 2012
TO: The Honorable Mayor and City C ncil
VIA: Jim Sandoval, City Manager
Scott Tulloch, Assistant City anager
FROM: Buck Martin, Director of Recreatio
SUBJECT: Request for Proposal (RFP) for Use of Recreation Facilities
The Recreation Department, working with Rick Ryals, the City's Real Property Manager, and the City
Attorney's office has been developing a Request for Proposal (RFP) for the provision of classes,
programs, and/or services at City recreation facilities when the facilities are not being used by the
Department. The goals are to provide more opportunities for the public to access recreation facilities,
offer more programs to the public, have increased community use of these City facilities for which the
public has paid, and receive new revenue to support critical hours programming. The City and selected
contractors will negotiate a fee, via a license agreement, to ensure that these new programs are self-
sustaining and cover all City direct costs and some indirect costs. These agreements will then be
brought forward to the City Council for consideration.
Attached is a copy of the RFP, which also includes attachments with the days, times, and rooms
available by facility. The RFP is being sent out on June 15, with a deadline of July 31 for receiving
initial proposals. Proposals can also be submitted for six months after July 31 to allow for more program
opportunities.
The City and the public we serve have a significant investment in our recreation facilities. It is
incumbent upon us that these facilities be used to their highest and best use by and for the public.
27b Fourth Avenue, Chula Vista, CA 91910 ~ www.chulavistaca.gov I (b19) 409-5979 I fax (619) 409-5925
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City of Chula Vista
City Program Services
Request for Proposal
The following Request for Proposal (RFP) pertains to the provision of City of
Chula Vista (City) Program Services during days and times when the City
Recreation Department (Department) is not offering classes and programs. The
Department is seeking to contract with individuals and businesses (both for-profit
and not-for-profit) (Contractor(s)) via license agreement (Agreement) to provide
varied classes, programs, and/or services (Non-City Program(s)) at City
recreation centers (Facilities). The City's goal is to provide more opportunities for
the public (Public) to access Facilities through the provision of Non-City
Program(s) that must be self-sustaining, and cover City costs. The selected
Contractor(s) shall manage their Non-City Program(s) with this goal in mind. The
City and Contractor(s) will negotiate a fee (Fee), via an Agreement, that the City
will collect.
General Information
1. The Department will start reviewing and evaluating Proposals
(Proposal(s)) that are submitted by interested parties (Responders) by
4:00 PM on Tuesday, July 31, 21012. However, the Department will
continue to accept and evaluate Proposals submitted by Responders for
six months after this date, until Thursday, January 31, 2013.
2. The Department is located at 276 Fourth Avenue, Chula Vista, CA 91910,
Proposals must be electronically sent to email address
Bcox@ch ulavistaca.gov.
3. Any questions regarding the RFP specifications and process should be
directed to Principal Recreation Manager Brian Cox and submitted to the
email address above prior to 4:00 PM, Thursday, July 12, 2012. An
addendum to the RFP to include answers to all questions submitted will be
published on the Department website by 4:00 PM, Friday, July 20, 2012.
4. One electronic copy of the Proposal, no more than 25 pages (single-
spaced) in length excluding exhibits and appendices, is required for
submittal to the email address listed above.
5. Walkthroughs of the Facilities will take place on (to be filled in shortly
before transmittal) at the following times and locations in order for
Responders to view rooms within the Facilities and ask questions: to be
filled in shortly before transmittal)
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Specifications
1. Responders are encouraged, but not limited, to provide Non-City
Program(s) in the area of recreation, wellness and exercise, art
instruction, education, personal development, cultural and performing arts
and other related areas that are acceptable as Public offerings.
2. Proposals must not rely on the Department to provide financial support.
The Department will provide a location and time slot for Non-City
Program(s), restroom facilities and electrical power. The Fee which shall
be negotiated with Contractor(s)1 will cover City costs, which may include,
but not be limited to, staff to open/close the Facilities and be on site,
Program information listed on the Department website and quarterly online
list of Department programs and classes, Public registration for Non-City
Program(s) via the Department's registration program, Custodial services
to clean up after Non-City Program(s), building maintenance and use,
liability insurance, and management of the Agreement(s).
3. The Department will approve any rate schedule to be charged for
Contractor Non-City Program(s).
4. The Department makes no warranty, guarantee, or representation as to
the success of any Non-City Program(s) operated as a result of any
Agreement entered into with a Contractor made pursuant to this RFP.
5. The City will not accept any Proposal or a part of any Proposal if it is
contrary to laws, statutes, ordinances, policies or procedures of the City,
or is not in the best interest of the Department as determined at the City's
sole discretion.
6. Proposed Non-City Program(s) shall strive to not compete with existing
programs or classes offered by the Department. Instead, the Contractor
shall work to develop ways to help supplement existing programs and look
for ways to help market programs and classes collectively to the public as
well as look for ways to assist coordination of Facilities and registration.
7. Depending on the scope of Non-City Program(s) proposed, Department
may provide Contractor with office space (Space) within the facility where
the Non-City Program(s) are being provided. This Space would be
provided for the purposes of facilitating the Contractor's scheduling and
programming. In exchange for Contractor's use of Space (if applicable),
Contractor may be asked to provide Facility supervision and/or basic
janitorial services.
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8. Contractor(s) will be provided with first right of refusal for use of any
additional Facility time that may become available outside of the
parameters of the Agreement resulting from the RFP process.
9. Responder may submit Proposals for any or all of the Facilities, at any or
all of the selected days and times available for each Facility, per the
attached facility availability matrices of Facility days and times.
10. Contractor'(s') employees who will be working at the Facilities will be
required to undergo background checks and fingerprinting, prior to the
start of Non-City Program(s).
11. Contractor(s) shall indemnify and hold harmless City from and against all
claims, suits, damages, costs, losses and expenses in any manner
resulting from, arising out of, or connected with Contractor(s) provision of
Non-City Program(s) under the Agreement, and a clause to such effect
shall be included in the terms and conditions of any Agreement.
Statement of Qualifications
All Proposals shall include the following information at a minimum:
1. A profile outlining Responder's history, experience, size, and affiliations.
2. References from a minimum of three recent customers/clients, preferably
with similar needs as the Department, including their contact information.
3. The names and qualifications of key personnel to be assigned to this Non-
City Program(s) and organizational staff structure.
4. Description of Responder's current programs, services and classes.
5. Description of Responder's infrastructure, such as recreational equipment,
props and sound equipment that will be used for Non-City Program(s).
Evaluation Criferia
The City reserves the right to cancel this RFP for any reason without any liability
or to waive irregularities at its discretion. This solicitation does not constitute a
contract offer of employment, or offer of purchase. The City makes no
representation that any Agreement will be made with any Responder to this
solicitation. The City also reserves the right to reject any and all Proposals at its
sole discretion. The Agreement, if made, will be entered into with the
Responder(s) whose Proposal(s) is/are considered the best value to the City and
the Public. Best value will be determined based on the following:
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1. The variety of Non-City Program(s) currently, as well as proposed to be,
offered.
2. Organizational experience in developing Non-City Program(s).
3. Ability to create self-sustaining Non-City Program(s) for the City.
4. Ability to expand access to registration and payments, such as online
services.
5. Ability to collaborate with other organizations within the City already
providing recreation programs or classes.
6. Ability to generate interest and numbers of participants in Non-City
Program(s).
To receive consideration, Proposals must clearly and specifically address how
the requirements for each item will be met.
Selections will be made starting Friday, August 17, 2012 or as soon after as
feasible, by a City review panel (Panel). The Panel may deem it necessary to
schedule presentations and/or interview selected Responders. The City retains
the right to interview Responders as part of the RFP process.
Proposal Submittals
Please include the following with your Proposal in this order:
1. Statement of Qualifications (as outlined above)
2. Proposed Non-City Program(s) including a list of classes, proposed fees
and desired scheduling times per the available days, times and locations
indicated in the enclosed facility availability matrices for Facilities.
3. Description of Responder's proposed outreach and marketing for Non-City
Program(s).
Terms and Conditions
Proposals are subject to the following terms and conditions:
Agreement Term. The term of the Agreement resulting from this RFP will be for
one year, with two, one-year extensions at the City's option. The Agreement is
expected to start in January 2013.
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Agreement Schedule. Upon receipt of Proposals, and suitable review, the City
expects to select Contractor(s) within 30 days. Once selected, the Contractor and
City will negotiate the Fee, complete an Agreement, and agree upon start date.
The Agreement may need City Manager or City Council approval.
Agreement Form. The Agreement will incorporate the appropriate terms and
conditions from this RFP.
References. Proposal must include a minimum of three references including
contact information.
Submittal Instructions: Before submitting a Proposal, Responders shall fully
inform themselves as to all conditions and limitations. Proposals must be
submitted electronically to Principal Recreation Manager Brian Cox at
Bcox@chulavistaca.gov, clearly titled "City of Chula Program Services RFP",
and in accord with guidelines listed previously under "General Information".
No responsibility will attach to a City employee for the premature opening of a
Proposal not properly addressed and identified. Proposals will not be publicly
opened and read. Proposals will be privately reviewed and evaluated by the
Panel.
Proposal Due Date: Proposals must be received at the above email address no
later than 4:00 PM, Tuesday, July 31, 2012. However, the Department will
continue to take and evaluate Proposals submitted by Responders for six months
after this date, until Thursday, January 31, 2013. A Proposal may be withdrawn
by written request.
Proposal Validity: Proposals must be valid for a period of not less than ninety
days after the RFP closing date.
Questions:
Send via email to the above address by 4:00 PM, Thursday, July 12, 2012.
Additional information on the City's current Recreation Program, is available at:
http~//www chulavistaca.gov/City Services/Community Services/Recreation/Defa
ult.asp
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City of Chula Vista
REQUEST FOR PROPOSAL FORM (This form should be included with your Proposal)
The undersigned has carefully checked all figures in his/her proposal and understands the City of
Chula Vista will not be responsible for any errors or omissions in preparing this proposal. The
proposal shall remain valid for any and all services provided for a period of ninety days.
RFP NAME:
FIRM NAME:
CONTACT NAME: _
ADDRESS OF FIRM:
TELEPHONE:
EMAIL ADDRESS:
FAX:
FEDERAL ID NUMBER:
LICENSE NUMBER:
AUTHORIZED SIGNATURE:
TITLE:
RESPONDER ACKNOWLEDGEMENT:
The undersigned certifies acknowledgement and understanding of the RFP
The following/attached pages include Excel spreadsheets indicating available
days, times and programming areas at the various City Facilities that are
included within the scope of this RFP and any resulting Agreement.
Available City Facilities include:
1. Heritage Center
2. Loma Verde Center
3. Montevalle Center
4. Norman Park Center
5. Otay Center
6. Parkway Pool
7. Loma Verde Pool
8. Salt Creek Center
9. Veterans Center
1381 East Palomar St. 91913
1420 Loma Lane 91911
840 Duncan Ranch Rd 91914
270 "F" St. 91910
3554 Main St. 91911
385 Parkway 91910
1420 Loma Lane 91911
2710 Otay Lakes Rd. 91915
785 East Palomar St. 91911
Please see following spreadsheets for further detail ...............
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Heritage Community Center Multipurpose Room (1,900 SF)
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Rooms 1&2 (N & Mid) (1,728 SF) includes large kitchen
Rooms 2&3 (S & Mid) (2,232 SF) includes kitchenette
Room 1 (N) (864 SF) includes Ig kitchen
Room 2 (Mid) (864 SF) includes no kitchen facilities
Room 3 (S) (1,368 SF} includes kitchenette
Montevalfe Gymnasium (10,260 SF)
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Norman Park Center Main Hall (4,300 SF)
Available times are highlighted in grey
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Otay Classroom (1,376 SF)
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Parkway Pool (33 113 meters x 25 yards)
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May 29, 2012
,1~;~~ ~ 4 ~~~
Honorable Mayor Cheryl Cox
Honorable Vice Mayor Rudy Ramirez
Honorable Council Member Patricia Aguilar
Honorable Council Member Pamela Bensoussan
Honorable Council Member Steve Castaneda
City of Chula Vista
276 Fourth Avenue
Chula Vista, CA 91910
Dear Honorable Mayor Cox and Members of the City Council,
FOR YOUTH flEVELOPMENT°
FOR HEALTHY LIVING
FOR 50ClAL RESPONSIBILITY
On behalf of the Board of Management and staff of the Y we are writing in the
hopes of opening a dialogue between the City and the Y to explore opportunities to
work coliaboratively in meeting the recreational needs of Chula Vista residents.
The City and the Y have enjoyed strong collaborative relationships in the past and
both the City and the Y are strongly committed to improving the health and well-
being of local citizens. In addition, both entities have comprehensive strategic pions
outlining a desire to expand programming to better achieve their missions and do
so in a cost effective and efficient manner.
In these difficult economic times, we believe that both the City and the Y would
benefit through exploration of a collaborative partnership in which the City and the
Y would combine and/or share certain facilities and certain services in order to
extend the reach and impact of both organizations.
For example we wouid propose to assist the City in the operation of Salt Creek
Recreation Center and adjacent park land and facilities as well. In exchange, the Y
would assume responsibility for all operational costs, and daily maintenance of the
facilities and grounds at no cost to the City. The center would be operated as a Y
facility with the Y having responsibility for and oversight of all programming
occurring there. Under the Y's leadership, the hours of operation could be
significantly expanded and the City could redirect the resources currently dedicated
to Salt Creek to expand operations at another City facility. Of course, Salt Creek is
just one example and we are open to exploring any opportunity that would present
a "win-win" situation far both entities.
It is with the strong support and urging of our Y board members that we reach out
to the City Council and staff and ask far the opportunity to meet, discuss and
SOUTH BAY FAMILY YMCA
1201 Paseo Magda, Chula Vista CA 91910
p 619 421 8805 F 619 421 801 Z www.southhay,ymca.org
design an innovative City/Y partnership. We hope this will create a sustainable,
longterm recreational program that will have a positive impact for customers we
both serve, the families and children in Chula Vista.
We hope, that you too will agree, that a very logical and practical solution to one of
the budget challenges before Council is achievable if we work together in
partnership. Together we can meet our mutual goats - to serve more families and
children and maximize the public facilities now being under-utilized. We cook
forward to the opportunity to create a successful City/Y partnership that will
exemplify the innovative spirit that the City Council has previously exhibited when
solving City issues.
With Appreciation,
eve Miesen
Board Chair
Cc: Jim Sandoval, City Manager
Scott Tuiioch, Assistant City Manager
Tina Williams
Executive Director
Buck Martin, Recreation Director
~>.~iT~N~~- ~}
• The Road to "Fiscal Resiliency"
• Council Budget Recommendations (May 25
Workshop & June 5 Council Meeting)
• Updated Proposed Budget for Fiscal Year 2012-
13
1
• Chula Vista Fiscal Health Plan (Council Supported
January 2009) -Implemented four pronged
approach to stabilize City finances
- Budget and Fiscal Reforms
- Expenditures
- Increase/Protect Revenues
- Economic Development
• Reduced Executive and Management positions
• Second tier retirement benefits for new hires
• All employees pay 100% of their share of pension costs
• Elimination or deferral of scheduled cost of living
increases
• Elimination of retiree health care subsidy for new hires
2
• ~ ~ • ~ : , •
i •
~~. ~ ~ •.
Senior Managers 47.00 27.00 (20.00) -42.6%
Executives 24.00 14.00 (10.00) -41.7%
Chula Vista Employees Assoc. 609.25 374.25 (235.00) -38.6%
Mid ManagerslProfessionals 141.50 89.00 (52.50) -37.1%
Western Council of Engineers 37.00 26.00 (11.00) -29.7%
Confidential 24.00 19.50 (4.50) -18.8%
Police Officers Association 247.00 225.00 (22.00) -8.9%
Mayor & Council 5.00 5.00
International Association of Fire
Fighters 112.00 124.00 12.00 10.7%
Subtotal (less CBAG) 1,246.75 903.75 (343.00) -27.5%
CBAG 17.00 21.00 4.00 23.5°
Total 7,263.75 924.75 (339.00) -26.8%
Nolen: L IAFF reflects 13.0 positions transferred frorn other bargaining groups. 2. 'I 'ota! reductions reflect only
permanent positions chart does not reflect reductions ro hourly staffing.
Allocation Basis for Budget Reductions
• Developed Fiscal Recovery and Progress Plan
• Operating under "new normal" model of service
delivery through implementation of:
- Continuous Improvement Program GoooR H
- Customer Service Improvement program
- Contracted Services (currently contract for over 50
City services)
- Public/Private partnerships
- Public/Public partnerships
• Fiscal Recovery and Progress Plan:
- Identifies key issues that impact City's financial stability
- Highlights steps Council has taken to stabilize City
finances through severe financial crisis and steps taken
toward financial resiliency
- Implements Continuous Improvement Visual Controls
- Serves as a communication tool for the City Council,
Community, Rating Agencies, Investors and City Staff
- Includes Next Steps in addressing various issues or
identifies the need for additional analysis
4
• Long Term Financial Plan -Provide additional
analysis and long-term strategies to address major
issues. The goal is to achieve financial resiliency
in order to secure services to our community
• General Fund reserves have increased slightly
over the past three years, moving above 8%
• Maintained a favorable bond rating during severe
economic downturn
• Issued final payment related to 1996 Pension
Obligation Bonds
• Repaired all corrugated metal pipe identified as
needing immediate attention in 2005 Baseline
Condition Study
5
Orlando, FL 238,300 3,023
Madison, WI 233,209 3,000
Henderson, NV 257,729 2,963
St. Petersburg, FL 244,769 2,600
Fort Wayne, IN 253,691 2,000
Glendale, AZ 226,721 1,972
Plano, TX 259,841 1,949
Jersey City, NJ 247,597 1,887
Chandler, AZ 236,123 1,511
Chula Vista, CA 243,916 929
Notes: Population and staffing data is based on information available of city websites. The programs and services
offered by each City differ -this comparison is meant to provide a general comparison of staffing with other cities of
similar size.
6
~ ~ i • •
Department: Police
Add Community Services Officers $ 80,000 Staff recommends adding 2.5 CSO positions in $ 80,000
(2.5 to be added mid-year) order to improve proactive time by 2%
Domestic Violence Response Team - $ 125,000 Update: Fiscal year 2012-13 budget includes TBD
dd funding for SBCS DVTto add $50,000 for this program. Additional $125,000 in
back funding due to loss of grant. unding for SBCS DVRT program will increase
Requesting an additional $125,000 annual funding to $175,000.
Council consideration of additional unknown Staff is supportive of the Public Safety sub- $ 37,500
Police staffing resources committee's recommendation to implement the
measures identified in the Matrix study and
expedite the verified alarm measure to occur by
December 2012. Will add approximately 5% of
additional proactive patrol time. Changes column
reflects approximately 6 months of revenue loss
from the elimination of the false alarm fee.
• • • ~ i
Department: Public Works
Park Maintenance & Repair - $ 115,191 The fiscal year 2012-13•budget,includes a new Allocated to
dd park maintenance staff. minor CIP of $359,000 for improvements at various program per
(Funding reflects increased City facilities through one-time grant funding. Staff Council
hourly staffing). recommends re-evaluating this request for FY2013- recommendation
14 once grant funds have been exhausted.
Park Maintenance & Repair - $ 15,000 The City was recently notified that the State $ 100,000
Add funding for "sprucing up of" Housing Grant award has increased by
Memorial Park approximately $100,000. This additional funding
will 6e used for improvements at Memorial Park.
Add funding to enhance Park $ 100,000 The proposed budget includes $50,000 for funding $ 70,000
Ranger program of hourly staffing for this program. The additional
$70,000 will allow for additional hourly staffing to
better meet service needs, close restrooms later,
and pick up trash more often
Department: Public Works
.- ~-
Proposed Changes:
Police Add 2.5 Community Service Officers $ - $ 80,000 $ 80,000
Police Implement verified response $ (37,500) $ - $ 37,500
Public Works Add hourly park maintenance staffing $ - $ 70,000 $ 70,000
Public Works Add hourly Park Ranger program staffings $ - $ 30,000 $ 30,000
Reduce reimbursement revenue from Nature
Recreation Center $ (18,892) $ - $ 18,892
City Attorney Add Deputy City Attorney II $ - $ 152,200 $ 152,200
Total Proposed Changes: $ (56,392) $ 332,200 $ 388,592
Budget Balancing Measures:
Non-Dept Increase salary savings $ - $ (192,592) $ (192,592)
Various Add staff time reimbursement revenue related
to approved ROPS $ 136,000 $ - $ (136,000)
Non-Dept Add lease revenue and utility savings from Ken
Lee lease agreement $ 60,000 $ - $ (60,000)
Total Budget Balancing Measures: $ 196,000 $ (192,592) $ (388,592)
Total Net Changes: $ 139,608 $ 139,608 $
~- -
Proposed General Fund $ 124,147,074 $124,661,074 $ (514,000)
Program Changes $ 139,608 $ 139,608 $ -
Miscellaneous budget clean up items as
presented on June 5, 2012 $ 37,500 $ 37,500 $
Updated Proposed General Fund $ 124 324 182 $124,838,182 $ (514,000)
Note: Proposed General Fund expenditures exceed projected General Fund revenues due to the use of
reserves for the Bonita/Long Canyon capital improvement project of $514,000.
9
All Funds Summary
r- . . - - .-
Updated General Fund $ 124,324,182 $ 124,838,182
FY2013 Proposed Other Funds
Additional State Housing Grant
funding
$ 135,471,273 $ 149,179,969
$ 105,600 $ 105,600
Adjustments to Other Funds as
presented on June 5, 2012 $ 265 466 $ 265 466
Updated FY2013 Other Funds $ 135,842,339 $ 149,551,035
Updated AlI Funds Bud et $ 260,166,521 $ 274,389,217.
• That Council accept the changes to the General
Fund and direct staff to:
- Post City Council Proposed budget on website and
City Clerk's Office for public review at least 10 days
in advance of June 28 Council Meeting
- Return to Council on June 28 for a public hearing
and Council adoption of the budget
10