03-13-17 Regular Meeting of the La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEMREQUEST FOR CITY COUNCIL AGENDA ITEM March 13, 2017March 13, 2017AppropriationAppropriation Agenda Date Requested:Agenda Date Requested: 001001 Rosalyn EptingRosalyn EptingSource of Funds:Source of Funds: Requested By:Requested By: 8081.551.10118081.551.1011 Parks & RecreationParks & RecreationAccount Number:Account Number: Department:Department: $285,750$285,750 Report:Resolution:Resolution:Ordinance:Ordinance:Amount Budgeted:Amount Budgeted: $285,750 in house$285,750 in house Other:Amount Requested:Amount Requested: Budgeted Item:Budgeted Item:YESYESNONO AttachmentsAttachments : : 1.Evaluation WorksheetEvaluation Worksheet 2.Notification & Access ReportNotification & Access Report SUMMARY & RECOMMENDATIONSSUMMARY & RECOMMENDATIONS RFP #17501 was opened and publicly read on December 15, 2016. Eight (8) vendors were notified and RFP #17501 was opened and publicly read on December 15, 2016. Eight (8) vendors were notified and ten (10) vendors downloaded the documents. Two proposals were received from United Pool ten (10) vendors downloaded the documents. Two proposals were received from United Pool Management and USA Management. A telephone interview was conducted with the highest rated Management and USA Management. A telephone interview was conducted with the highest rated proposer, United Pool Management. proposer, United Pool Management. Overall, the proposals came in somewhat close to each other, at $211,500 from United Pool Overall, the proposals came in somewhat close to each other, at $211,500 from United Pool Management and $225,371 from USA Management. The attached exhibit shows the evaluation Management and $225,371 from USA Management. The attached exhibit shows the evaluation worksheet from the review committee. References were called and two responded for each company. worksheet from the review committee. References were called and two responded for each company. USA Management had two bad references, while United Pool Management USA Management had two bad references, while United Pool Managements references were one good s references were one good and one bad. and one bad. The issue of both companies being out of state caused some concern among staff. United Pool The issue of both companies being out of state caused some concern among staff. United Pool Management stated in the telephone interview that he would need to hire someone to oversee the pools Management stated in the telephone interview that he would need to hire someone to oversee the pools in La Porte. He stated that he had a past employee from the area that he had in mind for the position. In in La Porte. He stated that he had a past employee from the area that he had in mind for the position. In staffs opinion, this would not be an optimal option for us. Staff would prefer that the person is a s opinion, this would not be an optimal option for us. Staff would prefer that the person is a seasoned staff member that understood the companyseasoned staff member that understood the companys operations. s operations. Also, if the City awarded the RFP to United Pool Management this year and it did not work out, we would Also, if the City awarded the RFP to United Pool Management this year and it did not work out, we would be starting from scratch again next year, which is extremely difficult. The City has run pools be starting from scratch again next year, which is extremely difficult. The City has run pools successfully for the last 2 years and have set a high standard. Complaints and issues are way down successfully for the last 2 years and have set a high standard. Complaints and issues are way down from where they used to be. Although pools are difficult to manage, starting from the beginning in a year from where they used to be. Although pools are difficult to manage, starting from the beginning in a year would be that much more difficult. would be that much more difficult. After careful consideration, staff is requesting Council reject all proposals and allow staff to operate After careful consideration, staff is requesting Council reject all proposals and allow staff to operate pools in house. Moving forward staff would request to maintain inpools in house. Moving forward staff would request to maintain in--house pool operations until further house pool operations until further notice.