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CC - Authorization to Release Request for Proposals for the Parks, Recreation and Community Services Department Adult Softball and Adult Basketball Programs.
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Contact Person/Dept: Daniel Hernandez, PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No []
Commission Action Required: Yes [] No [X]
Commission Name:
Public Notification: (E-Mail) Parks, Recreation and Community Services Commission (09/21/15); (E-Mail) Meetings and Agendas - City Council (09/23/15); (E-Mail) Updates - Parks, Recreation and Community Services Department (09/23/15).
Department Approval: Daniel Hernandez, Director of Parks, Recreation and Community Services (09/21/15)
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RECOMMENDATION
Staff recommends the City Council authorize the release of a Request for Proposals (RFP) for the Parks, Recreation and Community Services (PRCS) Department Adult Softball and Adult Basketball Programs.
BACKGROUND
Beginning with Fiscal Year 2010/2011, the Recreation Division of the PRCS Department transitioned the Adult Sports Programs, specifically Adult Softball and Adult Basketball, from City-operated programs to contracted programs. At that time, staff estimated that contracting out these programs would result in a $17,683 reduction, primarily due to the elimination of one Recreation Specialist (Step C) position, and an increase in revenues of $30,000.
On November 8, 2010, the City Council approved five-year professional services agreements with Major League Softball to plan, organize and conduct the Culver City Adult Softball Program and with All City Athletics to plan, organize and conduct the Culver City Adult Basketball Program. Both agreements are currently subject to the Recreation Division’s standard 70 % (vendor) / 30% (City) split. In addition, as part of the agreement, Major League Softball performs ongoing field maintenance tasks.
In Fiscal Year 2014/2015, Adult Sports Program Revenue (10130240.365350) exceeded the initial projection of $70,800 by $4,058. In Fiscal Year 2015/2016, the projected revenue is $70,000 and the Programs are currently on track to meet this goal.
DISCUSSION
Although Culver City Municipal Code (CCMC) Section 3.07.085.A exempts professional services from the formal competitive bidding requirements, these programs were competitively bid in 2010 due the unique circumstance that the PRCS Department was replacing previously City-operated programs with contracted programs. The formal bidding process was undertaken in order to ensure that Culver City Adult Sports Programs retained their favorable reputation while maximizing future growth and development opportunities.
The current Adult Sports Program professional services agreements are expiring on December 31, 2015. The PRCS Director recommends that the Adult Softball and Adult Basketball Programs once again undergo the formal bidding process. The formal bidding process will enable the City to receive the highest quality and most comprehensive services for the best value.
FISCAL ANALYSIS
There are currently sufficient funds in 10130200.512100 (Recreation Division / Office Expense) for the publication of the RFP.
RECOMMENDED MOTION
That the City Council:
Authorize the release of a Request for Proposals for the Parks, Recreation and Community Services Department Adult Softball and Adult Basketball Programs.