General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, January 24, 2018 at 3:30 p.m. Large Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Tabitha Denny Committee Vice Chair: Natasha Mackey Committee Members: Steve Henderson, Art Sandoval Staff Coordinator: Elizabeth Gilbert A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. October 25, 2017 Meeting Minutes 1-2 E. Non-Action Items 1. 2018 Meeting Schedule 3 F. Action Items 1. Pecos Trails Transit Bus and Van Vehicle Purchase 4-13 2. Review Scope of Work for RFP to Solicit Pool Operations 14-18 Management Firms for the new Recreation and Aquatic Center G. Public Participation H. Adjourn (Next Meeting: February 28, 2018) NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 17-49. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575- 624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 01-19-18 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall October 25, 2017 Notice of this meeting was given to the public in compliance with Sections 10-15- 1 through 10-15-4 NMSA 1978 and Resolution 17-49. B. ROLL CALL The meeting convened at 3:32 p.m. with Chair Denny presiding; Councilors Henderson and Mackey present. Councilor Sandoval was absent. Staff Present: Elizabeth Gilbert, James Burress, Monica Garcia and Bill Morris. Guest Present: Tim Coughlin and Timothy Howsare. C. APPROVAL OF AGENDA Councilor Mackey moved to approve the October 25, 2017 Regular General Services Committee meeting agenda as presented. Councilor Henderson was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. D. APPROVAL OF MINUTES Councilor Mackey moved to approve the General Services Committee meeting minutes from September 20, 2017. Councilor Henderson was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. E. NON-ACTION ITEMS None F. REGULAR ACTION ITEM 1. Boys & Girls Clubs of Sierra Blanca Lease Agreement- Elizabeth Gilbert discussed the current lease agreement for the facility located at 201 S. Garden which expires November 30, 2017. Tim Coughlin stated the lease would allow the Boys & Girls Club services to continue at this current location. The Lessee will remain the Boys & Girls Club, newly incorporated with the club in Ruidoso under the name Boys & Girls Clubs of Sierra Blanca. Councilor Henderson stated the City of Roswell is only responsible for the landscaping and the Boys & Girls Club is responsible for the interior of the building. Councilor Mackey moved to recommend to full City Council the Boys & Girls Clubs of Sierra Blanca Lease Agreement. Councilor Henderson was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. 2. Parks and Recreation Toro 580 Mower Purchase- Elizabeth Gilbert discussed the large mower which was used daily by parks staff to mow many of the larger properties including Cielo Grande and Enchanted Lands. The mower has reached the end of its life. Mrs. Gilbert stated the equipment ran for 26 years and is beyond repair. The breakdown was not anticipated, but does need to be replaced in order to continue mowing operations. Parks has been using and renting other equipment to fill in the gaps the down time in equipment has caused, but it is only a temporary solution. After brief 1 discussion Councilor Henderson moved to recommend to Finance Committee the Parks and Recreation Toro 580 Mower Purchase. Councilor Denny was the second. A voice vote was 3-0 and the motion passed with Councilor Sandoval being absent. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 3:56 p.m. 2  General Services Committee 2018 Meeting Schedule (Every 4th Wednesday of the month at 3:30) Month Day Year January 24 2018 February 28 2018 March 28 2018 April 25 2018 May 23 2018 June 27 2018 July 25 2018 August 22 2018 September 26 2018 October 24 2018 November 28 2018 December No Meeting 3  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 24, 2018 at 3:30 p.m. ACTION REQUESTED: Pecos Trails Transit Bus and Van Vehicle Purchase BACKGROUND: The State of New Mexico receives federal funding through the New Mexico Department of Transportation from the Federal Transit Administration. The New Mexico Department of Transportation is authorized to administer this program and provide funding in assistance for local transit programs including vehicle purchases. Pecos Trails Transit was approved funding to purchase a replacement bus and van for use by the department. The selected vehicle information is included. Both will be purchased through a State Price Agreement. The bus is a demo bus that is in brand new condition with 4,000 miles on it which will provide a discount on the overall price. The purchases have been reviewed and recommended by the Fleet Manager. The State and the Fleet Manager have inspected the bus as well to ensure the quality of the vehicle. FINANCIAL CONSIDERATION: The total purchase price of the bus and van is $154,171, $113,685.83 for the bus and $40,485.17 for the van. Funding of this purchase will be 80% supported by NMDOT with the remaining 20% supported by the City. The 20% City support is already included in the budget for FY18. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council of the purchase of a bus and van. STAFF RECOMMENDATION: Approve and send to City Council the bus and van purchase as presented. 4 5 6 7 8 9 10 11 12 13  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, January 24, 2018 at 3:30 p.m. ACTION REQUESTED: Review Scope of Work for RFP to Solicit Pool Operations Management Firms for the new Recreation and Aquatic Center BACKGROUND: The City is preparing to open the new Recreation and Aquatic Center in early 2019. Part of the consideration for the operations of this facility is how the aquatic center portion of the facility will be managed and operated. In order to be prepared for any alternative with the FY2019 budget, the City would like to conduct an RFP to solicit proposals from professional aquatic center management firms. The scope of work lists a full range of services and asks the firms to submit three versions of service: full service, partial/partner service, and training only. This will provide a range of services and prices for the City to consider in comparison to directly running the facility with all City staff and resources when budgeting for the operation of the facility. The scope of work is the first step in a lengthy process to evaluate and decide which operation model will be used to run the facility. It provides a structure for the professional firms to work within and eventually provide a proposal on. In keeping with the RFP process, an anticipated decision could be made in May to align with the budget process for FY2019. Parks and Recreation Commission will review this scope at their January 22, 2018 meeting. FINANCIAL CONSIDERATION: Each service model will vary in cost ranging from full service of a management firm to a completely City run facility. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Discuss and consider approval recommendation to the City Council for the scope of work. STAFF RECOMMENDATION: Approve and send to City Council as presented. 14 SPECIFICATIONS FOR RFP XX-XXX Roswell Aquatic Center Operations Management I. INVITATION The City seeks to partner with a management company eager to take on the lead role of developing and implementing full operations at the Roswell Aquatic Center in ways that establish it as a safe, enjoyable, and well-serviced community destination. The management of the aquatic center will be alongside the City-run recreation center which is part of the same overall facility. The successful management company will operate and market the aquatic center for local and regional residents by applying best practices in municipal aquatic facility management while also showing innovation and creativity as part of a commitment to providing overall excellence to our community. The City is seeking a contract for a term of up to four (4) years based upon satisfactory performance and mutual agreement of both parties. II. BACKGROUND A community and region with many amenities and opportunities As the fifth largest city in New Mexico, Roswell enjoys a mix of residential, retail, commercial, and industrial areas. Meanwhile, the Roswell Aquatic Center will be a key component of the City’s varied and vibrant recreational opportunities. The City of approximately 50,000 population, with more than 65,000 in Chaves County overall, has close proximity to Artesia, Ruidoso, and Carlsbad expanding the immediate regional market for the Roswell Aquatic Center. Things such as parks, fine arts, dining, and shopping are a few of the reasons people choose to visit or live in Roswell, which enjoys more than 270 days of sunshine annually, with cooler evenings during the hot summer months. Roswell has many areas nearby to enjoy – the world-famous Carlsbad Caverns, Sacramento Mountains, Bottomless Lakes State Park, and other mountain enclaves. Within the City itself, you can find everything from a zoo to a symphony orchestra to professional minor league baseball. Opportunities for higher education are found easily in Roswell through Eastern New Mexico University-Roswell. All of these adventures and interests attract visitors and new residents here, many of whom will also enjoy the Roswell Aquatic Center. Facility Information The Roswell Aquatic Center is part of a new, larger facility which includes a recreation center. The aquatic center portion is currently completing design and construction with a planned construction completion date in December 2018. The facility is located in the Cielo Grade Recreational Area at the intersection of College and Montana Ave. in Roswell, New Mexico. Included in the indoor portion of the facility is a 25 yard x 25 meter, 8 lane indoor heated pool, rock climbing wall overhang, zero-entry feature, and space for spectators. Included in the outdoor portion of the facility is a children’s water sprayground activity area with zero entry, two water slides, adult section, and instructional area. Also, the outdoor area includes several picnic shelters and volleyball court. The facility also contains locker rooms, office space, pool equipment room, and a storage room. 15 III. REQUESTS FOR CLARIFICATION Any requests for clarification of additional information deemed necessary by any respondent to present a proposal shall be submitted in writing, via postal service, e-mail, or fax, to the Purchasing Agent’s office at the above address, referencing this request. Written requests must be received a minimum of seven (7) days prior to the submission deadline. Any requests received after this deadline will not be considered. All requests received prior to the deadline will be responded to, in writing, by the Purchasing Agent in the form of an addendum addressed to all eligible prospective respondents. IV. SCOPE OF WORK The City of Roswell is looking for municipal aquatic management firms to share its vision for maintaining and operating a top quality, reasonably priced, public aquatic center. The Scope of Work includes, but is not limited to: 1. Provide all necessary staff, including lifeguards, and programming for the operation and management of the aquatic center as well as maintaining the proper certifications required including either a Certified Pool Operator (CPO) or Aquatic Facility Operator (AFO). 2. Formation and implementation of day-to-day operating programs, business plans, budgets, marketing / advertising plans. 3. Program development and management including lessons, leagues, rentals, group programs, events, and open activities and determining open hours to coincide with the program needs and consistency with the recreation center activities. 4. Regulate and maintain a positive controlled environment and provide for the enforcement of pool rules and regulations in accordance with applicable EPA and other agency laws. 5. Handling of personnel including employment, training, and terminations. 6. Must provide a non-DOT drug and alcohol policy that includes random drug testing. 7. Documented safety program. 8. Development of fee schedules for items including, but not limited to, facility membership, class fees, and facility rentals. 9. Collection and accounting of all revenues in a timely manner. 10. Preparation of daily, monthly, and annual financial operating statements in formats required by the City of Roswell. 11. General custodial care with a particular emphasis on cleanliness and facility maintenance of the aquatic areas, systems, equipment, filters, and surrounding areas. 12. Test safety equipment and water quality and vacuum the pool on a daily basis. 13. Assist with identification, implementation, and expense associated with any capital improvements or capital equipment. 14. Supply and ensure adequate inventory of first aid supplies and pool chemicals adequate to the size and operation of the facility. 15. Provide written reports on equipment and pool safety checks, water quality tests, life expectancy of equipment, and inventory of supplies as required by the City. 16. Manage customer service complaints or inquiries and distribute surveys according to City protocol. 17. Ensure all staff are provided with professional and identifiable uniforms. 18. Provide after hours emergency contacts for the on-site manager and supervisor. 16 The Respondent should break out the Scope of Work into three proposed options of full service, partial/partner service, and training only. The Management Fee should also be divided to correlate with the three options of service. Services Provided by the City 1. The facility grounds, major building maintenance, and maintenance of the restrooms, locker rooms, and offices is performed by the City unless included within the proposer’s RFP response. 2. The City will provide onsite staff responsible for overseeing the entire aquatic center including the recreation center and revenue collection. 3. Work space for appropriate on-site staff. 4. In conjunction with the Management Firm, the Parks and Recreation Department will formulate a revenue and expense budget and facility fee schedule. 5. Security for the facility including a monitored alarm and security cameras. 6. The Parks and Recreation Department will supervise any City employees assigned to work at the aquatic center. 7. Furnish water, telephone, and electricity and will be responsible for the payment of all utilities. 8. Major repair of equipment. 9. Retain the right to inspect pools, buildings, fixtures, improvements, furnishings, machinery, or equipment at any time. City Objectives The City of Roswell has four primary aquatic center objectives: 1. Safety: Ensure the highest level of safety is maintained in the pool, children’s sprayground, pool deck, and surrounding areas for participants and spectators. 2. Customer Service: Provide exceptional customer service and a commitment to excellence. 3. Programming: Provide innovative quality programming and events including, but not limited to, instructional lessons, fitness programs, and competitions that will encourage use by participants of various ages and skill levels. 4. Promotion: Provide active promotion and marketing to increase the Roswell Aquatic Center visitation including optimization in daily use and overall net revenue. The evaluation of competing firms and individuals will place particular emphasis on determining which firm is most likely to be able to meet all four objectives listed above. Interested firms should assure that their proposals explain how, if selected, they will go about meeting these goals. In addition, Firms shall clearly detail how their prior experience, and that of their key personnel, has equipped them to succeed in meeting the objectives. Minimum Qualifications 1. 5+ years of experience in managing an aquatic facility of comparable or greater size and budget. 2. Recent management of a minimum of 1 municipal aquatic facility. 3. Can provide examples of successful and cutting-edge marketing and business plans. 4. Proven financial success and sustainability of operations. 5. Ability to provide insurance in accordance with City requirements. 6. Possess a Certified Pool Operator (CPO) or Aquatic Facility Operator (AFO) certification. 17 7. Possess a current First Aid and CPR AED Certification. 8. All employees are required to have First Aid and CPR AED Certifications. Instructors providing lessons are required to have a Life Guard Certification and Water Safety Instructor Certification, or the equivalent, as well as training or certification in adaptive aquatics for persons with disabilities. 9. Experience in planning, organizing, and implementing instructional classes, exercise and fitness programs and sanctioned swim competitions. 10. Evidence of knowledge of current aquatic industry standards of care related to water chemistry and disease prevention procedures; lifeguard best practices; use of adjunct equipment (i.e. rescue equipment, automatic external defibrillator units and emergency oxygen). 11. Evidence of knowledge of current risk management best practices, community based programming, competitive swimming and event management. 12. Experience in successfully implementing aquatic risk management procedures that include at a minimum, facility operational audits, lifeguard performance audits, and vigilance awareness validation. 13. The Successful Offeror will be responsible for hiring the appropriate number of qualified personnel to conduct the daily operation and management of the facility and will comply with all federal, state and local laws related to minimum age, social security, nondiscrimination, Americans with Disabilities Act (ADA), unemployment compensation, and Workers’ Compensation who will be employed exclusively for the performance of said contract. All personnel employed by the Successful Offeror shall be paid in accordance with the Federal Minimum Wage Law. The Successful Offeror shall be responsible for the payment of all employment taxes, social security taxes, and background checks related to the employment of said personnel. Personnel employed by the contractor shall be required to pass a criminal background check and a sexual offender background check. Evidence of each employee’s successful passing of all background screenings will be required to be provided to the City prior to any employee working at the facility. Any employee not meeting this requirement will not be permitted to work at the facility. 14. City shall have the right to request replacement of any of the contractor’s employees whose conduct, character, or performance is not in the best interest of the City. The contractor agrees to make replacement of said employees within five (5) calendar days. 15. All lifeguards will hold a minimum qualification of an advanced lifeguard certificate from a nationally recognized certification program. Said personnel will be furnished in a manner to operate the facility in the safest manner possible and in the best interest of the City. The selected firm will be required to perform all aquatic facility management services as well as financial, accounting practices and procedures to accomplish the City’s goals and expectations for the operations of the Roswell Aquatic Center. The firm will work with the City to develop a scope of services that meets the City’s expectations and operations budget. Project Funding Funding for the project will be through the normal budgetary approval process. Project Timeline Project will begin as soon as the firm is selected and the contract is awarded. 18