DEPARTMENT: Parks and Recreation
DEPARTMENT HEAD: Janet A. Martin, Interim Director
COUNCIL DISTRICTS IMPACTED: District 1
SUBJECT:
License Agreement with Urban Soccer Leadership Academy
SUMMARY:
This ordinance authorizes the negotiation and execution of a License Agreement with Urban Soccer Leadership Academy for operation, maintenance, and use of sports fields at Old Spanish Trail Park for a five (5) year term; no City funds are associated with this action.
BACKGROUND INFORMATION:
In June 2013, through the ten-year Bexar County Flood Control Program, construction began on a regional storm water flood control basin at a twenty-six (26) acre site along Fredericksburg Rd. at Gardina St. known as Laddie Place Phase III. The primary purpose of the project is to enhance storm water control in the greater Woodlawn Lake area with secondary functionality as a park. The project was completed in April 2016 and is now the Old Spanish Trail Park and contains sports fields, a walking trail, parking, and other onsite amenities.
The City issued a Request For Qualifications (RFQ) titled “License of Sports Field at Old Spanish Trail Park” on February 17, 2016, with a submission deadline of March 18, 2016. Two (2) responses were received: Urban Soccer League Academy and Classics Elite Soccer Club. The evaluation committee convened on April 6, 2016, which each organization presented their proposal prior to scoring. The evaluation committee consisted of representatives from the Parks and Recreation Department, Office of the Bexar County Manager, the City’s Convention & Sports Department, and the Purchasing Division of the Finance Department which assisted with solicitation process guidelines. The proposals were evaluated based on the organizations’ background, qualifications, experience, the proposed operating and maintenance plans, and the operating budget.
The evaluation of each proposal response was based on a total of 100 points- thirty-five (35) points were allotted for experience, background, and qualifications of which fifteen (15) preference points were available for historical longevity of program service delivery to youths within the greater San Antonio area; thirty (30) points were allotted for proposed operating and staffing plan; twenty (20) points allotted for a proposed maintenance and improvements plan; and fifteen (15) points allotted for respondent’s operating budget and planned revenue. As the RFQ was limited to responses from non-profit entities, the Local Preference and Veteran-Owned Small Business Preference programs were not applicable. Additionally, the City’s Small Business Economic Development Advocacy Program (SBEDA) does not apply and was not part of the scoring model.
After evaluation committee review and discussion, scores were finalized and the aggregate scores were presented to the committee. Urban Soccer Leadership Academy received the highest ranking and was recommended for award by the evaluation committee.
The License Agreement shall have a five (5) year term which shall commence immediately upon execution by the parties. This Agreement is consistent with other City Sports License Agreements as there will be no rent paid to the City; however, as consideration for use of the land, Urban Soccer Leadership Academy will have full maintenance responsibility of the licensed area. Other standard provisions include the tenant’s retention of all revenue for the purpose of offsetting the cost of field operation and maintenance including utilities, and use of the facility by other amateur sports groups subject to the tenant’s own schedule, fees and policies.
ISSUE:
This ordinance authorizes the Parks and Recreation Department to negotiate and execute a License Agreement with Urban Soccer Leadership Academy for operation, maintenance and use of sports fields at Old Spanish Trail Park for a five (5) year term. This action is consistent with the City policy to facilitate the use of parks for athletic and recreational activities by the citizens of San Antonio.
This contract is procured by means of Request for Proposals and the Contracts Disclosure Form is attached.
ALTERNATIVES:
City Council could elect not to approve this action resulting in the Parks and Recreation Department maintaining the sports fields at Old Spanish Trail Park. Alternatively, the City could reissue a solicitation for a modified use model at the facility.
FISCAL IMPACT:
This action has no General Fund impact and results in cost avoidance to the City since the tenant has full operational and maintenance responsibility of the licensed premises.
RECOMMENDATION:
Staff recommends approval to negotiate and execute a License Agreement with Urban Soccer Leadership Academy for operation, maintenance and use of sports fields at Old Spanish Trail Park