HomeMy WebLinkAboutC36620 - Staff Reports-OtherContract No. C36620
STAFF REPORT
CITY OF PALM DESERT
COMMUNITY DEVELOPMENT DEPARTMENT
MEETING DATE: May 10, 2018
PREPARED BY: Johnny Terfehr, Management Analyst
REQUEST: Request for approval to award Contract No. C36620 for Professional
Services to the Family YMCA of the Desert, Palm Desert, California,
for management and staffing of the Palm Desert Aquatic Center for
$165,000 plus reimbursement of all costs.
Recommendation
By Minute Motion:
1. Award Contract No. C36620 for professional services to the Family YMCA
of the Desert ("YMCA"), Palm Desert, California, for management and
staffing of the Palm Desert Aquatic Center;
2. Authorize the Mayor to execute the Agreement.
If the above actions are approved, funds are available in the following accounts:
Aquatic Contracted Labor,
Prof - Other,
Prof — Other, Admn Expenses,
COGS - Food & Merchandise,
Strateqic Plan
Account No. 2424549-4802101
Account No. 2424549-4309000
Account No. 2424549-4309300
Account No. 2424549-4801100
High quality facility management and staffing at the Palm Desert Aquatic Center (PDAC)
sustains one of the City's premier recreational facilities. The proposed action will further
the goals of the Strategic Plan by providing pervasive recreation opportunities for
residents and visitors.
Background Analysis
The current contract for management of PDAC ends June 30, 2018. In January 2018, the
City issued a request for proposals for management the Aquatic Center. A competitive
bidding process was conducted resulting proposals from the YMCA of the Desert and
Standguard Aquatics. The proposals were reviewed and scored by a panel of staff from
April 26, 2018 - Staff Report
Award Contract No. C36620 for Professional Services to Family YMCA of the Desert
Page 2of3
Standguard Aquatics. The proposals were reviewed and scored by a panel of staff from
various City departments. Staff conducted interviews with principals from both
organizations and made their evaluations based on qualifications of the firm,
management approach, proposed services, and completeness of response. The YMCA
scored highest of the two proposals based on these factors.
The cost proposals were sufficiently different in approach to make a direct comparison of
cost difficult. The YMCA continued with its model of a flat management fee of $165,000
per year (increased from $132,000) plus reimbursement of costs. Standguard proposed
an operational management fee of $598,800 which includes costs except those related
to programming and concessions. Instead, Standguard proposed cost sharing for
revenues associated with programming and concessions but the City would still
reimburse for costs associated with both.
Since the grand opening of the facility in June of 2011, the YMCA has done an excellent
job managing the facility. PDAC has a score of 4.5 out of 5 on TripAdvisor.com and 4 out
of 5 on Yelp.com. In addition, staff has received very few complaints about the
management the Aquatic Center, but rather, consistently receives compliments about the
professionalism and courtesy of staff along with the excellent overall condition of the
facility.
The YMCA is dedicated to operating a safe facility, to providing a community oriented
management philosophy, and to maintaining the facility in excellent condition, consistent
with the City's maintenance standards at other City -owned facilities. While certain
features can be out of service temporarily for maintenance, the Aquatic Center has not
had to close due to lack of staffing or maintenance failures under the management of the
YMCA.
Based on the proposal evaluation scores, interview scores, and the simple management
fee plus reimbursement of costs financing approach, staff is recommending that the City
continue its relationship with the YMCA as operator of the Aquatic Center.
Fiscal Analvsis
The YMCA has not requested an increase in its management fee since PDAC opened in
2011. In this proposal, the YMCA is requesting a 25 percent increase in the management
fee bringing the total from $132,000 to $165,000 per year. Funds for this increase are
available in the Aquatic Center FY 2018/2019 budget.
April 26, 2018 - Staff Report
Award Contract No. C36620 for Professional Services to Family YMCA of the Desert
Page 3 of 3
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
Robert W. Hargreaves Ryan Stendell Ja et Moore Lauri Aylaian
City Attorney Director of Community Director of Finance City Manager
Development
VENDOR: YMCA of the Desert CITYCOUNCILA9"ON
43-930 San Pablo Ave APPROVED ✓✓ DENTED
Palm Desert, CA 9226(YECEIVED OTHER
ATTACHMENTS: Agreement MEET GRATEI C".-'�
YMCA Management Pr r)'
YMCA Cost Proposal ABSENT: -
ABSTAINr 1YIr
VERIFIED BY:
Original on File with City tek 's Office