REPORT TO THE CITY COUNCIL
April 28, 2016
FROM: BRUCE RUDD, City Manager
BY: MANUEL MOLLINEDO, Director
Parks, After School, Recreation and Community Services Department
SUBJECT
Title
Actions pertaining to the Request for Proposals for the City of Fresno Weekend Community Recreation, Fitness and Health Program and joint use of school districts green space:
1. Reject all proposals for Weekend Community Recreation, Fitness and Health Program - Bid File 12211GW (Citywide)
2. Approve Joint Use Agreements with Fresno Unified and Central Unified School Districts
Body
RECOMMENDATION
The City Manager’s Office recommends the City Council reject all proposals received for the Weekend Community Open Space Program and approve Joint Use Agreements with Fresno Unified (FUSD) and the Central Unified (CUSD) School Districts totaling sixteen school sites.
EXECUTIVE SUMMARY
On December 17, 2015, the Council appropriated $1.2 million that would be used to significantly expand the amount of available green space available to Fresno residents through a partnership with FUSD and CUSD. The Weekend Community Open Space Program will open fourteen FUSD campuses and two CUSD campuses. The City subsequently issued a Request for Proposals (RFP) in search of a service provider who could provide a variety of recreational, fitness and health/nutrition oriented programming on Saturdays and Sundays from 9:00 a.m. to 6:00 p.m. at various school sites. During the bid process two proposals were received and after review, it was determined that neither proposal completely fit the mission of the program.
BACKGROUND
To address the lack of open space and recreational opportunities within the community, the City of Fresno has partnered with CUSD and FUSD to provide school sites that will support a weekend recreation, fitness, and health/nutrition program that will operate throughout the Fresno community. The City has committed $1.2 million towards funding this program for one year, but anticipates additional funding to be allocated in subsequent budget cycles.
The City issued an RFP on December 22, 2015 seeking proposals from qualified organizations to provide a variety of recreational, fitness, and health/nutrition oriented programming at various FUSD and CUSD school sites. Two proposals were received and opened in a public bid opening on January 15, 2016.
During the bid evaluation, the proposal from Youth Boardgaming League, Inc., proposed to provide only one of the three aspects of the RFP (recreational, fitness, and health/nutrition). The proposal from Kids Moving, Inc. (KMI), a local nonprofit based in Fresno, proposed to provide physical activity, health and nutrition education, and general supervision led by certified coaches at selected school sites on weekends; however, after review and evaluation, a determination was made that the PARCS Department, because of their experience, expertise and established relationships with the school districts, is better equipped to perform the desired service. The proposed PARCS budget is approximately $200,000 less than the proposals received. Direct service delivery costs will represent 72% of the overall PARCS budget and operations, maintenance and supplies will make up the remaining 28%. Additional appropriations will be used to reimburse FUSD and CUSD for janitorial and security needs at the school sites.
PARCS currently partners with FUSD in providing the after school program at 29 elementary schools with the Sports Play Active Recreation Program (SPARK) and at ten high school sites with the Youth Job Preparation Program (YJPP). Additionally, the PARCS Community Science Program is providing hands-on informal science with CUSD for elementary school students. The recommendation to have PARCS to provide this service is based on the fact that they are already providing similar programming during the week; and through these programs, has established a strong relationship with both FUSD and CUSD.
The proposed PARCS Weekend Community Open Space Program will provide community access to green space while offering an array of diversified fitness, nutrition, youth sports and recreational programs at 16 school sites (14 FUSD, 2 CUSD). The program will operate from 9 a.m. to 6 p.m. on Saturdays and Sundays throughout the year, adjusted seasonally. The program services offered at the school sites will be led by PARCS staff trained in SPARK, 5 for Life Fitness and Nutrition, Silver Sneakers, California School Aged Consortium and PARCS recreation and community service core curriculum.
In addition, PARCS is partnering with the Every Neighborhood Partnership and their Executive Director Artie Padilla. The program will be implemented, operated, supervised and managed by PARCS and will be evaluated by the Fresno State Recreation Administration Department through a “secret shopper/user” assessment. PARCS will work with Council Districts to provide programming that meet the needs of the many diverse communities in Fresno and will be adjusted as necessary in order to provide meaningful programs for the community.
The other component of this program is the adoption of a joint use agreement with FUSD and CUSD. Council previously approved terms of a joint use agreement with CUSD on January 28, 2016. The Administration is bringing that agreement back as to reflect subsequent changes to insurance and indemnity provisions that are consistent with existing agreements between the City and CUSD. The joint use agreement allows the City and the District to choose various sites that best meet the needs of the community. The agreement is subject to approval by the CUSD Board, which is anticipated to occur on May 10, 2016.
Council previously approved terms of an amended joint use agreement with FUSD on January 28, 2016. The Administration is also seeking Council’s approval of a restructured joint use agreement with FUSD specific to the City’s Weekend Community Open Space Program at elementary and middle school sites. As is the case with CUSD agreement, allows the City and the District to choose various sites that best meet the needs of the community. In addition, a separate letter agreement for high schools is provided, as the City currently has access to the high school sites pursuant to an existing joint use agreement between City and FUSD entered in 2008. The agreement is subject to approval by the FUSD Board.
Per Council request, once the program is implemented, staff will return to council with a workshop to include status updates, performance measures, challenges, and success at the six month mark.
ENVIRONMENTAL FINDINGS
This project was previously assessed and a finding of categorical exemption was adopted by the Council on January 28, 2016.
LOCAL PREFERENCE
Local preference is not applicable because the Council is being asked to reject all bids in favor of PARCS providing the service in-house.
FISCAL IMPACT
On December 17, 2015, the Council approved Resolution 2015-104 which appropriated $1.2 million to significantly expand the amount of available green space through a partnership with Fresno Unified and Central Unified School Districts.
Attachments:
All Responses to RFP (2)
Joint Use Agreement - Central Unified
Joint Use Agreement - Fresno Unified
Agreement Letter - Fresno Unified