DEPARTMENT: Parks & Recreation
DEPARTMENT HEAD: Xavier D. Urrutia
COUNCIL DISTRICTS IMPACTED: 3
SUBJECT:
Sports License Agreements with Gold Medal Athletics and Pop Warner Southside Little Cowboys
SUMMARY:
This ordinance authorizes the negotiation and execution of Sports License Agreements with Gold Medal Athletics and Pop Warner Southside Little Cowboys for terms not to exceed five (5) years for shared operation, maintenance and use of a sports field and related amenities at Stinson Park located in Council District 3; no City funds are associated with this action.
BACKGROUND INFORMATION:
One sports field consisting of 8 acres, concession stand, restroom facilities, and parking is available for the long-term use and maintenance at Stinson Park, which was previously under license to a youth football organization group until July 2014, and has since been under City control.
The City issued a Request For Qualifications (RFQ) on September 1, 2016, for interested non-profit youth sports leagues offering football, soccer or lacrosse youth programming to the Southside community at Stinson Park. A pre-submittal conference was held September 13, 2016, and the solicitation closed on October 3, 2016. Three proposals were received: American Youth Football Southside Little Cowboys Youth Football and Cheer; Gold Medal Athletics, (a soccer program); and Pop Warner Southside Little Cowboys (a football program). Evaluations of the proposals were conducted October 17, 2016, clarification letters were sent October 28, 2016, requesting clarification of several proposal assertions; and final evaluations were conducted on November 7, 2016.
The evaluation committee consisted of representatives from the Parks and Recreation Department, Bexar County, and the Finance Department, Purchasing Division who assisted with solicitation process guidelines. 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: 35 points were allotted for experience, background, and qualifications; 30 points were allotted for proposed operating and staffing plans; 20 points were allotted for proposed maintenance and improvements plans; and 15 points allotted for a respondent’s operating budget and planned revenue. In order to support a consistency in use of the property for football program service delivery to youths on the Southside/Southeast side of San Antonio, preferential points were awarded within the RFQ’s Experience, Background and Qualifications component.
Specifically, within the experience, background and qualifications component of the criteria, points were awarded based on firms’ ability to demonstrate past experience and outline a clear operating plan specific to football program service delivery to youths on the Southside / Southeast side 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 and was not part of the scoring model.
Following the evaluation committee’s review and discussion of proposals and finalization of scoring, the evaluation committee recommended Gold Medal Athletics and Pop Warner Southside Little Cowboys for long-term licensing of the field at Stinson Park for maximized, non-conflicting shared use of the field.
The License Agreements shall have two (2) year terms with up to three (3) one year administrative renewal options which shall commence immediately upon execution by the parties. Under the term of the license agreements, Gold Medal Athletics and Pop Warner Southside Little Cowboys will have priority use of the field and amenities during non-conflicting periods to be negotiated with the organizations. These Agreements are 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, Gold Medal Athletics and Pop Warner Southside Little Cowboys will have full maintenance responsibility of the facility. Other standard provisions include the tenants’ 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 tenants’ own schedules, fees and policies.
ISSUE:
This ordinance authorizes the Parks and Recreation Department to negotiate and execute two separate Sports License Agreements: one with Gold Medal Athletics and one with Pop Warner Southside Little Cowboys for operation, maintenance and non-conflicting shared use of one sports field and related amenities at Stinson Park for a term of five (5) years. 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.
ALTERNATIVES:
City Council could elect not to approve this action resulting in the Parks and Recreation Department maintaining the sports field and related amenities at Stinson 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 tenants will have full operational and maintenance responsibility.
RECOMMENDATION:
Staff recommends approval to negotiate and execute License Agreements with Gold Medal Athletics and Pop Warner Southside Little Cowboys for operation, maintenance and use of one sports field and related amenities at Stinson Park.
This contract is procured by means of Request for Qualifications and the Contracts Disclosure Forms are attached.