Recreational_Services_(Aquatics),_Operations,_and_Maintenance_(Harvey_West_Pool).pdf

Request for Proposal

No. RFP No. PR-0123

FOR

RECREATIONAL SERVICES (AQUATICS), OPERATIONS, AND

MAINTENANCE (HARVEY WEST POOL)

Contact: Tremain Hedden-Jones, Superintendent of Recreation

Email: tjones@santacruzca.gov

RESPONSE DEADLINE: May 17, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/santacruzca

City of Santa Cruz

Recreational Services (Aquatics), Operations, and Maintenance (Harvey

West Pool)

I. INTRODUCTION

II. GENERAL INFORMATION FOR PROPOSERS

III. PROCESS INSTRUCTIONS

IV. EVALUATION CRITERIA

V. TERMS AND CONDITIONS

VI. PRELIMINARY SCOPE OF WORK

VII. PROPOSAL SUBMITTALS

Attachments:

A - Sample Contract

#RFP No. PR-0123 Title: Recreational Services (Aquatics), Operations, and Maintenance (Harvey West Pool)

1. INTRODUCTION

1.1. Summary

The City of Santa Cruz (“City”) invites qualified individuals or organizations to submit a proposal to enter into a lease agreement to operate, provide recreational services, and manage the Harvey West Pool located on the campus of Harvey West Park at 275 Harvey West Blvd in Santa Cruz. The submissions should reflect the operator's ability to:

(1) establish consistent financial stability and sustainability for aquatics programs and pool operations, while minimizing the level of financial support required by the City; and to

(2) provide affordable swim lessons that are accessible to a wide swath of the community regardless of age or ability-to-pay; and to

(3) ensure affordable access and use of the pool for recreational swimming by parks and recreation department programs, associated partner organizations, and community groups; and to

(4) provide routine maintenance of pool facilities, including the pool house, pumps, storage rooms, lockers, and equipment spaces; maintain current certifications in proper pool maintenance, operations, and lifesaving procedures.

1.2. Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the National

Marine Sanctuary and is a popular tourist destination owing to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities including a recreational wharf, public golf course, a community center, a public auditorium, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also host to University of California at Santa Cruz, the Santa Cruz Harbor, and the

Santa Cruz Beach Boardwalk amusement park.

Harvey West Pool was constructed in 1959, through direct donations of land and money, to benefit the residents of the City of Santa Cruz. The pool served as the primary public aquatics facility for the greater

Santa Cruz area until the completion of the Simpkins Swim Center in the late 1990s. Harvey West Pool is part of the greater Harvey West Park complex, which features multiple sports ball fields, community picnic areas, a clubhouse, a pump track, and hosts the city's seasonal summer camps program, as well as adult sports leagues.

1.3. Contact Information

Tremain Hedden-Jones

Superintendent of Recreation

Email: tjones@santacruzca.gov

Phone: (831) 420-5272 mailto:tjones@santacruzca.gov tel:(831)420-5272

Department:

Parks and Recreation

Department Head:

Tony Eillot

Parks and Recreation Director

1.4. Timeline

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this

RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

Release Project Date April 15, 2024

Pre-Proposal Meeting (Non-Mandatory) May 3, 2024, 2:00pm

Zoom

RFP Questions and Clarification Due Date May 6, 2024, 5:00pm

Response to Questions Deadline May 13, 2024

Proposal Submission Deadline May 17, 2024, 5:00pm

Candidate Interviews May 24, 2024

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below-mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Recreational Services (Aquatics), Operations, and Maintenance (Harvey West Pool)

RFP No. RFP No. PR-0123

The City anticipates awarding a contract to an operator for a one (1) year term with the option of two

(2) additional one (1) year term extensions, if City so elects. The Proposer will provide the services outlined in Section PRELIMINARY SCOPE OF WORK.

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide a brief statement of services, as detailed further in Section PRELIMINARY SCOPE OF WORK.

2.2. Contact

If you have any questions concerning this solicitation, please ask questions utilizing City’s e-Procurement

Question & Answer feature. his RFP document may be downloaded from the City’s e-Procurement

Portal at https://procurement.opengov.com/portal/santacruzca/projects/89697. For technical assistance, contact OpenGov using the real-time chat feature on the Portal (located in the lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support. All questions must be received by 5:00 pm on Monday, May 6, 2024.

2.3. Proposal Submittal Due Date

Proposals are due no later than 5:00 pm on Friday, May 17, 2024, to guarantee review. Proposals received after the deadline will be deemed non-responsive. All proposals will be submitted via City’s e-

Procurement Portal at: https://procurement.opengov.com/portal/santacruzca/projects/89697.

Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

2.4. Pre-Proposal Meeting

A pre-proposal meeting is scheduled on the date and time stated in the Timeline in INTRODUCTION

Section via video conference. The purpose of this meeting is to give Proposers the opportunity to familiarize themselves with the City’s requirements. Clarification and a review of the RFP process will be discussed at the pre-proposal meeting. To expedite the sign-in process, the city will accept a company https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809461 https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809461 https://procurement.opengov.com/portal/santacruzca/projects/89697 https://procurement.opengov.com/portal/santacruzca/projects/89697 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/89697 https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809465 business card containing the attendee’s name and contact information, as a valid sign-in. Attendance at the pre-proposal conference is not mandatory, however, it is strongly encouraged.

Access to the pre-proposal video conference is available via the following:

Video Conference Link:

https://us06web.zoom.us/j/87374432683?pwd=M7xHCBnj_3OBOGY4Mt3F9gloxrrGGg.uY4ucudo

1IL0Yx4S

Passcode: 938547

The City complies with the Americans with Disabilities Act. If you require reasonable accommodations in order to attend the pre-bid meeting, please call the contact listed in the INTRODUCTION section at least

48 hours prior to the meeting.

2.5. Responsiveness and Responsibility

When determining the Responsiveness of the proposal, the City may consider any of the following but not limited to:

A. Proposal received on time and completed per instructions.

B. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

C. Proposal is compliant with specifications and industry standards.

When determining the Responsibility of the Proposer, the City may consider any of the following but not limited to:

A. Possession of industry standard licensing and/or certifications.

B. Financial capacity of the Proposer.

C. Experience or past performance of the Proposer.

D. Use of Subcontractors / Subconsultants.

E. Past, Present and Pending Legal Actions.

F. Exceptions with City’s Terms and Conditions.

G. Anticipated adherence with Project delivery schedule.

H. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the

City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

https://us06web.zoom.us/j/87374432683?pwd=M7xHCBnj_3OBOGY4Mt3F9gloxrrGGg.uY4ucudo1IL0Yx4S https://us06web.zoom.us/j/87374432683?pwd=M7xHCBnj_3OBOGY4Mt3F9gloxrrGGg.uY4ucudo1IL0Yx4S

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.6. Definitions

In this RFP document:

A. “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this

RFP.

B. “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

C. “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

D. “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

E. “Contract” also means Purchase Order or Agreement.

3. PROCESS INSTRUCTIONS

3.1. Questions and Requests for Clarification and Addenda

Questions or concerns regarding any aspect of this RFP shall be sent via City’s e-Procurement Portal’s

Question & Answer feature and received by the date identified in Timeline in INTRODUCTION Section.

Any questions or objections not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out in the City's procurement portal.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP. Addenda will be posted on the City’s e-Procurement Portal, https://procurement.opengov.com/portal/santacruzca/projects/89697, under Bidding Information.

3.2. Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in the sub-sections Responsiveness and Responsibility in GENERAL INFORMATION FOR PROPOSERS section, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after the contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the equipment or service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked

Proposer.

3.3. Responsiveness

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

3.4. Responsibility

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth in Section EVALUATION CRITERIA.

https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809465 https://procurement.opengov.com/portal/santacruzca/projects/89697 https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809467 https://procurement.opengov.com/portal/santacruzca/projects/89697?section=809468

Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

The City may conduct interviews and oral presentations with the highest scoring Proposers. The City reserves the right to waive the interview process and evaluate the Proposer based on the Proposal

Evaluation Criteria alone. Should interviews and oral presentations be conducted, proposals will be evaluated by the EC using the Interview and Oral Presentation Evaluation Criteria as set forth below.

Proposers will be responsible for all their expenses associated with the interview and oral presentation. The City reserves the right to conduct interviews and oral presentations with qualified contractors by web or teleconference.

3.5. Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a

Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

3.6. Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA)

California Government Code, sections 7920.000 – 7931.000. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and

Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to

Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

3.7. Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation. Questions or concerns prior to the intent to award notice will be directed to:

Tremain Hedden-Jones, Superintendent of Recreation, tjones@santacruzca.gov

Any Proposer who unsuccessfully bids on a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award.

Protests letters regarding a contract award will be directed to:

City of Santa Cruz

Tony Eillot, Parks and Recreation Director

323 Church St

Protests regarding the contract award must be received no later than 5 business days after the written

Notice of Intent to Award is sent by the City. The award protest must be in writing and include:

The name, address, and telephone number of the protester; The Project title, RFP Number, and RFP due date; A detailed statement of the legal and/or factual grounds for the protest; and the form of relief requested. Throughout the protest review process, the City has no obligation to delay or otherwise postpone an award of a contract.

Protests regarding the award resulting from this RFP must be delivered to

Tony Eillot, Parks and Recreation Director within 5 business days after the written Notice of Intent to

Award is sent by the City. The Parks and Recreation Director will review the protest and issue a written response within 10 business days. The decision of the Parks and Recreation Director is final.

3.8. Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

3.9. Contract Implementation

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

• Proof of insurance and prevailing wage compliance documentation as specified in Sub-Section

Insurance Requirements and Sub-Section Prevailing Wage in Section Terms and Conditions of this RFP;

• Documentation of all credentials necessary to legally perform the Project specified;

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

• Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to RFP and Vendor Questionnaire, the

Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

3.10. Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information from a Proposer;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

o A substantial savings in cost will result due to a large quantity purchase, or o The commodity is not appropriately classified under this specification contract.

o To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

3.11. Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living.

This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean

Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

3.12. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this

RFP. Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

4. EVALUATION CRITERIA

4.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. Proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the sub-headings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

Proposal Format

Proposals should be organized as follows:

• Cost Proposal Provide a comprehensive cost proposal uploaded separately in the

Procurement Portal.

• Written Technical Proposal

• Optional Appendices or Exhibits:

Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

Proposals will be deemed non-responsive and removed from further consideration if the

Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

Proposals shall be typed, as concise as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in this

Evaluation Criteria section and comply with the maximum page limitations provided for each subsection of the proposal. The RFP Required

Submittal Documents do not count toward applicable section page limits.

Resumes shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text charts and graphic pages and including attachments and exhibits.

0-100 Points 10 (8.3% of Total)

Narrative pages are to be 8½x11 inches. 11x17 pages, if used, shall be used sparingly and only where required to convey related information that cannot otherwise be accommodated on an 8½x11 page. 11x17 will count as two pages.

The proposal shall use Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text.

Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

Proposals should be organized as follows:

1. Cover Letter

Provide a cover letter that gives an overall introduction to the proposal and which is signed by an individual authorized to bind the proposing entity.

2. Executive Summary

Provide a summary that demonstrates the

Proposer’s knowledge and understanding of the City of Santa Cruz, Harvey West Pool, and the Proposer’s ability to accomplish the goals outlined.

3. Firm Experience & Qualifications

Firm Experience including identification of key personnel, subcontractors (if applicable).

4. Facility Operation & Management

Approach

Provide a detailed description of how the

Proposer will achieve the objectives outlined in the Preliminary Scope of Work section. Tie together the information from the cost proposal and business operations plan.

5. Cost Proposal

One of the goals of this RFP is to select an operator that can establish consistent financial stability and sustainability of Harvey West

Pool. Submit a cost proposal that provides a detailed estimate of the costs of operation, maintenance, service level, and promotion of the facility. The cost proposal will uploaded separately in the Procurement Portal.

6. Example Rate Schedule and Revenue

Estimate

Provide a draft rate schedule and/or policy that details rates that will be charged for use by public and private user groups and any proposed discounts or subsidies that would be offered to nonprofits, community groups, or other designated categories. Include all fees that may be charged including swim fees, rental fee, concessions, and other related fees.

The Rate Schedule Example and Revenue

Estimate will be uploaded in the Procurement

Portal.

7. Facility and Capital Investments

Provide a detailed description of any facility or capital improvements the Proposer believes are necessary to successfully operate the pool.

8. Optional Appendices or Exhibits:

Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

2. Firm Background Information

This section must include the following

(maximum 2 pages):

A. Legal name, addresses, telephone numbers of the principal office

(national headquarters) and local office. Include the same information if services will be provided from additional locations.

B. Year established and history.

C. Business entity status (i.e., partnership, corporation, LLC).

D. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

E. Respond to the following:

1. Explain any pending litigation, liens, or claims involving your organization.

2. Has your company filed for bankruptcy in the last ten (10) years?

F. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with Sub-Section Environmental

Conservation and Sustainable Living in Section Process Instructions.

0-100 Points 15 (12.5% of Total)

3. Firm Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

A. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section

Preliminary Scope of Services.

B. Describe how the Proposer (or

Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section Preliminary

Scope of Services.

C. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in

Section Preliminary Scope of

Services.

D. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.

0-100 Points 35 (29.2% of Total)

4. Team Qualifications, Expertise, and

Experience

In this section (maximum 5 pages), include the following:

A. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors of the proposed project team who will perform the services described in Section

Preliminary Scope of

Services. Include details about their experience with similar projects with comparable magnitude.

B. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

If awarded the contract, Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

0-100 Points 15 (12.5% of Total)

5. Technical Approach and Business Plan

A. Technical Approach: Describe your approach to completing Section

Preliminary Scope of

Services. Identify deliverables and key decision points. Provide comments regarding the proposed

Section Preliminary Scope of

Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the

Project’s goals and objectives.

B. Business Plan: Describe how the project team will fulfill the Section

Preliminary Scope of

Services. Include a detailed project schedule in the Project Schedule

Document. Provide a matrix of personnel, tasks, and an estimated effort in hours, as well as detail business operations, including market share and demand.

The business plan shall include a process for delivery of the range of services over a multi-year period as outlined in Section Preliminary

Scope of Services. To the extent possible, the proposal shall 1) reflect the roles and responsibilities of team members in the major tasks outlined in the Section Preliminary Scope of Services and 2) outline strategies to accommodate the staffing needs, and 3) provide a rate sheet for services, including private rentals. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in

Section Preliminary Scope of Services.

Proposers shall address all major tasks outlined in Section Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final

Section Preliminary Scope of Services.

0-100 Points 25 (20.8% of Total)

6. Cost Proposal

Cost/Pricing is a factor in this selection.

Proposers must complete and submit a Cost

Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A

Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive.

Include the Cost Proposal with the Electronic

Response.

The price will be evaluated in the following manner:

A. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

B. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: Lowest Total Proposed

Price Total % Price Proposer’s Total Proposed

Price X for Price = Score

7. Rate Sheet

The sample rate sheet should contain pricing for programs, services, and private rentals to be offered by the Operator. Please include any swim passes, membership fees, etc. in the rate sheet, as well as discounts and other miscellaneous charges for service.

4.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. References

In this section (maximum 5 pages), provide the following:

A. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.

B. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

C. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate for each reference.

The City reserves the right to:

• Check as many references that the

City deems necessary.

• Assess a Proposer’s past performance.

• Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the

City.

(14.3% of Total)

• Contact client references for only shortlisted Proposers.

It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

2. Project Understanding, Business Plan and

Approach

Proposers invited for the interview and oral presentations are expected to have a clear understanding of Project goals and objectives, the scope of services, the Project and City background, and the Proposer’s role.

Proposers must present their Project understanding, business plan, and approach effectively for achieving the Scope of Services on time and within budget.

0-100 Points 30 (42.9% of Total)

3. Quality of Presentation

Proposers invited to participate in the interview and oral presentations will be evaluated on their ability to effectively communicate the project understanding, business plan and approach, and the qualifications of subcontractors and personnel.

The presentations should be informative and concise.

0-100 Points 30 (42.9% of Total)

5. TERMS AND CONDITIONS

5.1. Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions. The

City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

5.2. Prevailing Wages and Labor Compliance

Prevailing Wages do not apply to this contract.

5.3. Living Wage

Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa

Cruz Municipal Code Chapter 5.10.

5.4. Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of the project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

5.5. Contract Period

The term of the contract will commence upon notification of award and continue for a period of 1 year plus any renewals agreed to by the parties and made in writing.

5.6. Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed

(including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal

Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192.

http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

5.7. Indemnification

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless the

City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this RFP, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

http://www.cityofsantacruz.com/home/showdocument?id=59192.

6. PRELIMINARY SCOPE OF WORK

6.1. Project Objectives

The City of Santa Cruz wants to promote the public use of the Harvey West Pool through a lease with an operator who will be able to achieve the following goals:

(1) provide recreational services, maintain site facilities, and manage public use and operations;

(2) establish consistent financial stability and sustainability for aquatics programs and pool operations, while minimizing the level of financial support required by the City.

(3) provide affordable swim lessons that are accessible to a wide swath of the community regardless of age and considers ability-to-pay.

(4) ensure affordable access and use of the pool for recreational swimming by parks and recreation department programs, partner organizations, and community groups.

(5) provide routine maintenance of pool facilities, including the pool house, pumps, storage rooms, lockers, and equipment spaces; provide janitorial service, either direct or through sub-contractor, of pool building and locker rooms.

(6) maintain certifications in proper pool maintenance, operations, and lifesaving procedures.

(7) provide services and operations year-round that include robust programming offerings such as recreation swim, lap swim, therapeutics, exercise/fitness, and other service categories.

6.2. Minimum Qualifications

Proposer must provide information on the following minimum qualifications:

• Proposer, and subcontractors, shall posses at time of award, certifications and credentials consistent with operating a public pool to include, but not limited to, NSPF and USLA certifications in operations, maintenance, mechanical equipment, and lifesaving procedures.

• Firm has no fewer than five (5) years of experience in performing pool operations (private or public)– reference checks may be used in evaluation of proposals .

• Present sufficient qualified personnel to carry out the project objectives in a professional and timely fashion.

6.3. Scope of Work

Harvey West Pool facilities include an L-shaped main pool that includes six (6) 25-yard training lanes, with a diving well area with a one-meter springboard, a shallow pool used for lessons with viewing bleachers, and a spray-ground located immediately east of the smaller lessons pool, and associated buildings. Harvey West Pool totals 7,792 cubic feet in water and 3,450 square foot pool building that houses two small offices, lobby, and two (2) gender locker rooms with showers, changing areas, and restrooms.

The scope of work includes developing a business plan that includes implementation of public services and programs, private rentals, operations, staffing levels, schedule of operations, schedule of maintenance, revenue projections, and public impact metrics such as daily usage and market demographics.

Operator Role

Proposer shall be responsible for all day to day functions and pool operations in accordance with the highest professional and ethical standards.

Proposer will be considered an independent contractor and consequently, shall be responsible for all employment and payroll functions related to pool operations.

Proposer will provide office furniture, telecom equipment and service, as well as pool deck furnishings such as chairs, tables, and umbrellas, and shall retain full ownership of such property.

Proposer shall negotiate and execute all agreements for rental use of the pool for private events, including group and organization reservations.

Proposer will have oversight responsibility over any and all subcontractors associated with pool programming, operations, and maintenance.

Proposer shall abide by all applicable local, county, state, and federal laws pertaining to its operation and shall secure all licenses and permits necessary for the operation of Harvey West Pool.

Proposer shall be responsible for and pay all federal, state, county, and City taxes arising as a result of managing pool operations.

Proposer shall constantly endeavor to improve the operation of the Harvey West Pool with a view toward developing the most efficient and highest quality service to customers and the public, while also minimizing operating costs, increasing the quality of maintenance, and maximizing gross profit.

Proposer shall prepare and submit annual budgets for the operation of the Harvey West Pool and establish a system of internal controls to provide reasonable assurance that the facility's resources are used in an effective and efficient manner.

Lease Agreement

Term: The City has a preference in pursuing a minimum one‐year lease term with two (2) one‐year renewal options subject to approval by the Director of Parks & Recreation.

Rent: The Operator will be responsible for monthly rent payments to the City. The rental rate proposed by the operator will be held in an account by the City to fund long term capital costs of the building and other related expenses.

Major Equipment Replacement: The City shall be responsible for replacing any major capital asset, as defined as costing $10,000 or more, in conjunction with pool operations.

Personal Property and Equipment: The Operator will provide office furniture, telecom equipment and service, as well as pool deck furnishings such as chairs, tables, and umbrellas, and shall retain full ownership of such property. Income from rental of this equipment to outside groups may be a revenue stream for the operator.

Naming Rights: The City will retain the right to naming rights to all portions of Harvey West Pool.

Success Metrics: In no particular priority, success of the Operator will be defined by the metrics below. Annual reporting on these metrics will be required.

• Total revenue generated from all sources.

• Quarterly reports of net income from operations, including a statement of cash flow.

• Frequency of use by the public and community organizations.

• Days of Activity: The expectation is that the Operator will strive for the maximum utilization of the venue to ensure its financial sustainability.

• Demographics and usage report.

Proposers can submit additional recommended Measurements of Success, if desired. Any other measurements should clearly correspond with the City’s goals stated above.

Required Annual Reporting

Annual financial reporting and goal performance metric reporting will be required.

Proposers must point out any variations to these terms within their proposal and shall detail the reasons for such proposed variation.

Management Terms

The selected Proposer will be required to enter into a lease agreement and will be required to meet specified insurance requirements, including provision of certificates of coverage and endorsements.

Proposers shall disclose whether they are unable to meet any of the requirements in the City’s professional services agreement, and what if anything, the Proposer would modify and the reasons for such modification.

An award of contract occurs when the contract is approved for execution by the Director of Park &

Recreation or their designee. The Director's selection of a proposer with whom the City enters into contract negotiations, or a review committee recommendation of an award or a recommendation by any other party does not constitute an award of contact. The City expects, but does not guarantee, that the decision on selection of a firm will be made by the Director of Parks & Recreation on or about the date indicated below.

6.4. Responsibilities of City

The City will be responsible for providing the following:

• Access to the facility, collecting rent, and cover the costs of major capital expenses.

• Maintaining a designated City contact during the course of terms as stipulated in the lease agreement.

• Providing access to reports, systems, and records needed to complete maintenance work.

• Providing information regarding past work performed on project related to Harvey West Pool.

6.5. Damage

The Operator will be responsible for any damage to City property that does not arise from normal pool operations during the performance of this contract. In the event that there is damage to City property, the Operator will immediately report the incident to the City in writing. Any such damage will be repaired or replaced with same by the Vendor at his/her expense and to the satisfaction of the City.

6.6. Training

The Operator will be responsible for training all staff, subcontractors, and vendors in the proper maintenance and operations standards and shall be in compliance with all local, state, and federal law regarding the operations of a public pool.

6.7. Operator's Employee Conduct

Operator will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City.