Agenda Item No
1 CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
Mary Jolunson, Community Services Supervisor" tW PIT
FOR: City Council Meeting of March 28, 2022
SUBJECT: 2022 Uptown Ice Rink
RECONINIENDATION:
That City Council:
1. Authorize the City Manager, or his designee, to execute an agreement with Ice Rink Events for the rental of a 4,000-5,000 sq. ft. Ice Rink for the, not to exceed, amount of S 134,800; and Authorize City staff to offer a variety of activities at the Ice Rink from November 26, 2022, to January 1, 2023; and
3. Find that it is with the City's best interest to waive the formal bid procedures, per Yucaipa Municipal Code Section 2.24.060, for the procurement of the Ice Rink; and
4. Approve an Ice Rink expenditure budget in the amount of $270,700 and a revenue budget in the amount of S225,000.
DISCUSSION:
On February 28, 2022, City Council approved the 2021 Ice Rink Wrap-up Report and directed staff to return to Council with a 2022 Ice Rink plan and budget for review and approval. The report summarized positive feedback received from both customers and residents and discussed the challenges with the ice rink vendor. With the biggest challenge being size, which decreased the skating capacity by 50%, resulting in an increase in net expenses (attachment A).
If approved, the 2022 Uptown Ice Rink (Rink) would be 4,000 — 5,000 sq. ft. and be able to hold up to 125 people at one time. The increase in size and capacity will allow for an increase in revenue and will help alleviate last year's problem of being sold out on several days. The Rink would be located in the dirt lot in-between the Yucaipa Performing Arts Center (YPAC) and Brewcaipa, close to Yucaipa Blvd. The Rink would provide a three -sided viewing area to visitors and would be visible from Yucaipa Blvd. The Rink is proposed to open on Saturday, November 26, 2022, and close on Sunday, January 1, 2023. The Rink may offer various activities and themed nights, that may include visits from Santa, an ugly sweater competition, DJ, movies, concerts and more (attachment B). The schedules may include one -hour skate sessions during operating hours, and skating would cost participants between $15-$30 per person, per session. In addition to skate -33-
sessions, there may be fire pits available to rent. Fire pit rentals may include two hours of private fire pit access with seating for six people.
The following chart provides a proposed Rink operating schedule.
Operating Days
Operating Hours
Program
Amenities
Mondays
TBD,
Private Party
Skates, DJ, Fire Pits
Based on Rentals
Rentals
Tuesdays — Thursdays
4 p.m. — 9 p.m.
Open Ice Skating
Skates, DJ, Scheduled
Seasonal Activities
Fridays — Sundays
11 a.m. — 10 p.m.
Open Ice Skating
Skates, DJ, Scheduled
Seasonal Activities
Additional costs to operate the Rink would include the following items, decorations, fencing, lighting, tent, marketing, and part-time staff. Due to last year's total cost of fuel for the generator, and the continually rising cost of fuel, staff is recommending making electrical infrastructure improvements to the City owned properties both west and south of the YPAC parking lot. If the property is sold after the Rink closes for the season, it is anticipated that the infrastructure improvement costs could increase the value of the property. If the property is sold and developed prior to November 2022, an alternate location may be the dirt lot west of the YPAC parking lot.
City staff reached out to several Ice Rink vendors and received quotes (attachment C) however, a formal RFQ/RFP was not completed due to the nature of the businesses and a very limited number of vendors providing this service. Yucaipa Municipal Code Section 2.24.060 states: "The City Council may also, by majority vote of its entire membership, dispense with such bidding and other procedures required by this chapter in any individual instance upon finding that it would be impracticable, useless or uneconomical in such instance to follow such procedures, and that the public welfare would be promoted by dispensing with the same." Staff is recommending moving forward with the most qualified company, Ice Rink Events. Ice Rinks Events submitted the second lowest quote, however, based on product review and reference check staff feels the company is the most qualified firm to provide these services. Ice Rink Events employees visited the 2021 Rink and recommended changes for a more successful rink in the future. City staff visited and met with a reference, the Paseo Hotel in Huntington Beach, to view the rink and learn more about their experience. They said nothing but great things about Ice Rink Events and will continue to use them for their ice rink.
If approved, the Rink will open on Saturday, November 26, 2022, and will close on January 2, 2023. In addition, staff will have seven months to plan for and market the rink.
FISCAL IMPACT:
The Fiscal Year 2022-2023 Adopted Budget (Budget) has not been presented to Council for review and approval. Should City Council wish to move forward with the 2022 Ice Rink, estimates for the Ice Rink revenues in the amount of $225,000 and expenses in the amount of $270,700, will be added to the FY 22/23 Budget. The net fiscal impact to the General Fund would be equal -to -the - amount of $45,690.
Attachments: A) February 28, 2021 Ice Rink Wrap Up City Council Report -34-
B) Ice Rink Calendar
C) Ice Rink Quotes
D) Ice Rink Budget
Approved by:
-35-