CITY OF POMONA
COUNCIL REPORT
May 16, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: AWARD OF CONTRACT TO YMCA OF ORANGE COUNTY FOR AQUATICS OPERATIONS SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a five-year contract agreement to the YMCA of Orange County for Aquatics Operations Services in an amount not-to-exceed $1,000,240.
Authorize the City Manager to execute the agreement and any subsequent amendments, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
The Neighborhood Services Department recommends entering into a five-year contract agreement with the YMCA of Orange County. This agreement will provide aquatics operations services for the 2022-2026 summer pool seasons in an amount not-to-exceed $1,000,240.
FISCAL IMPACT:
The summer aquatics budget normally crosses over two fiscal years. YMCA of Orange County quoted $195,048 for one pool season with an additional $5,000 annual incentive funding reserved for special programing services. There is sufficient funding in the FY 2021-22 Operating Budget and the FY 2022-23 Proposed Operating Budget between the Ganesha pool account (101-4145-52929-00000) and Washington pool account (101-4160-52929-00000) budgets.
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-993.1(4) a of the City’s Purchasing Ordinance, a public notice for “Aquatic Services, Operations” – RFP No. 2021-21 inviting bids was posted on PlanetBids on March 23, 2022.
PREVIOUS RELATED ACTION:
On April 18, 2022, City Council awarded the aquatic maintenance services (RFP No. 2021.14) contract to Service First for a three-year agreement, with two one-year renewal options.
On April 19, 2021, City Council awarded a one-year sole source agreement to YMCA of Orange County to provide aquatic maintenance and operations services for the 2021 summer season from May to August.
DISCUSSION:
Approval of this recommendation will award the aquatic services operations contract to YMCA of Orange County. Since 2005, the City has contracted with the YMCA to provide aquatic operation services at Ganesha and Washington pools.
On March 23, 2022, Request for Proposal (RFP) No. 2021.21 “Aquatic Services, Operations” was issued on the City’s electronic bidding platform, PlanetBids. The solicitation notified nine (9) potential contractors, of which four (4) downloaded the RFP. Two (2) potential contractors submitted proposals by the April 27, 2022 deadline. The two contractor proposals accepted for evaluation by the City were from YMCA of Orange County and USA Management.
Final scores are included in Table 1:
Table 1
Combined Scores
Aquatics Services, Operations.
RFP No: 2021.21
Rank
Firm
RFP and Cost Proposal Scores
Total Possible Points
240
1 YMCA
185
2 USA MANAGEMENT
154
NOTES: An evaluation committee was utilized to evaluate this RFP. Combined Scores are referenced. Complete scoresheets are on file that include comments regarding the proposals from each firm.
Contract Award
Upon review, staff recommends entering into a five-year agreement with YMCA of Orange County to provide year-round aquatic operations services for Ganesha and Washington Park pools for an amount not to exceed $1,000,240. The aquatics season is historically open to the public from the end of May through August. However, due to contractor staffing shortages, the 2022 pool season is anticipated to open June 10, 2022.
COUNCIL PRIORITIES & GOALS:
This item supports the June 21, 2021 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City services to businesses and residents and Priority 4: Safe and Clean Community – Goal M: Improve safety and cleanliness at parks and public spaces and Priority 5: Infrastructure – Goal O: Improve park facilities.
Prepared by:
Loreal Tatone
Management Analyst
Award Contract to YMCA of Orange County for Aquatics Operations Services