DEPARTMENT: Parks and Recreation
DEPARTMENT HEAD: Janet A. Martin, Interim Director
COUNCIL DISTRICTS IMPACTED: Council District 3
SUBJECT:
License Agreement with Brooks Ravens Youth Football and Cheer
SUMMARY:
This ordinance authorizes the negotiation and execution of a License Agreement with Brooks Ravens Youth Football and Cheer for operation, maintenance, use and improvement of one sports field at Brooks Park located in Council District 3 for a five (5) year term; no City funds are associated with this action.
BACKGROUND INFORMATION:
In 2007, City Council approved a sports license agreement with Mission City Youth Soccer Organization (MCYSO) for priority use, development and maintenance of property located within Brooks Park. In 2008, the Bexar County Community Venues Program awarded MCYSO approximately $5 million through a voter approved extension of the 1999 hotel occupancy and short term motor vehicle rental tax for development of a regional soccer complex. Following construction of the soccer complex at an alternative location, MYCSO allowed the Brooks Ravens Youth Football and Cheer to utilize the licensed property at Brooks Park. MYCSO’s license agreement at Brooks Park has now expired and Brooks Ravens Youth Football and Cheer desires to continue utilizing the property and maintaining the area for youth sports activities.
On April 1, 2016, the City issued a Request For Qualifications (RFQ) titled “License of Sports Fields at Brooks Park” with a submission deadline of May 2, 2016 in order to identify youth sports organizations with an interest in providing youth sports league activities and related cheer organizations who serve the southeast/greater southside of San Antonio. 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.
One (1) response was received from Brooks Ravens Youth Football and Cheer. The evaluation committee convened on May 17, 2016, and consisted of representatives from the Parks and Recreation Department, the City’s Convention, Sports & Entertainment Facilities Department, and the Purchasing Division of the Finance Department, which assisted with solicitation process guidelines. The proposal was evaluated based on the organization’s background, qualifications, experience, the proposed operating and maintenance plans, and the operating budget. After evaluation committee review and discussion, Brooks Ravens Youth Football and Cheer was recommended for award by consensus of 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, Brooks Ravens Youth Football and Cheer 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 Brooks Ravens Youth Football and Cheer for operation, maintenance use and improvement of one sports field at Brooks Park in Council District 3 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 field at Brooks 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 Brooks Ravens Youth Football and Cheer for operation, maintenance, use and improvement of one sports field at Brooks Park located in Council District 3.