City of El Segundo El Segundo Wiseburn Aquatic Center Lane Use Proposal #18-10 Arecia Hester, Recreation Superintendent (310) 524-2702 /ahester@elsegundo.org REQUEST FOR PROPOSAL ISSUED: September 17, 2018 PROPOSALS DUE: October 1, 2018 at 2:00 p.m., PST City of El Segundo, c/o City Clerk s Office, 350 Main St., El Segundo, CA 90245 1
REQUEST FOR PROPOSALS EL SEGUNDO WISEBURN AQUATIC CENTER TABLE OF CONTENTS Section Page I. Introduction 3 II. Community Overview 3 III. Strategic Plan 3 IV. Facility Description 4 V. Recreation and Parks Values, Motto and Vision 4 VI. Submittal Requirements.. 5 A. Cover Letter.. 5 B. Proposed Vision and Purpose. 6 C. Description of Experience 6 D. Staffing Plan. 6 E. Rental Needs and Offer.. 6 F. References 7 VII. Questions..... 7 VIII. Right to Reject 7 VIII. Evaluation and Selection Criteria 7 IX. Proposal Schedule... 8 X. Submittal Information 8 Exhibits A. City of El Segundo s strategic plan B. Drawings of both the competition and instructional pool C. Affidavit/Agreement 2
I. Introduction The City of El Segundo is currently seeking competitive proposals regarding the El Segundo - Wiseburn Aquatic Center ( Aquatic Center ). The Aquatic Center includes a 53.2 meter by 25 meter competition pool with two bulkheads and a 4 lane, 25 yard smaller instructional pool. The Aquatic Center is located on the Wiseburn School District property, its address is 2240 E. Grand Avenue, El Segundo. This RFP provides specific instructions to the prospective Proposers regarding the minimum information that must be included in any RFP response, including formatting of responses, as well as pertinent data about the facility. II. Community Overview The City of El Segundo is located within Los Angeles County and is bounded by Los Angeles International Airport to the north, Hawthorne to the east, Manhattan Beach to the south, and the Pacific Ocean to the west. Occupying approximately 5.5 square miles, El Segundo s population is 16,654 (per 2010 Census). While enjoying its small town feel, El Segundo has one of the highest concentration of Fortune 500s in the State of California, and has a daytime population of over 75,000. The following companies are either headquartered or have a major presence here: AT&T, Boeing, Chevron, Hewlett-Packard, IBM, Mattel, Northrup Grumman, and Raytheon, to name just a few. The Los Angeles Air Force Base is located in El Segundo along with many business that provide services and product related to the Base s operations. El Segundo was honored as the Most Business Friendly City in 2015 for cities under 57,000 population. El Segundo is also the home of both the Los Angeles Kings and Lakers practice facilities. In a mere five-square-miles, business have access to two major freeways, a light rail station and LAX. Regional access to the community is provided via Interstates 405 (San Diego Freeway), Interstate 105 (Century Freeway), and State Highway #1 (Pacific Coast Highway) which runs north-south through the middle of the city. With its ideal location, diverse business base, affordable lease rates and available space, El Segundo has become the preferred alternative to the pricier and denser West Los Angeles and Downtown LA area office space markets. Pacific Coast Highway, the Rosecrans Corridor (with substantial office, retail and high-end restaurant developments), the new Elevon at Campus El Segundo development and the up-and coming Smokey Hollow districts are among the prized sections in town attracting notable companies to El Segundo. III. Strategic Plan The strategic plan is a living document, featuring a comprehensive framework that can be adjusted based on the current needs of the community. It sets forth City Council priorities to be met by City staff. Staff provides periodic updates to the Council on the progress and performance of each goal. It is intended that the plan can be modified to ensure that stated goals are aligned with the needs of the community. Through a series of outreach efforts, the City identified five key goals that will advance El Segundo as a hub for innovation where big ideas take off. The goals and a brief description of what we are seeking to achieve by each goal are provided below.
Goal 1: Enhance Customer Service and Engagement El Segundo provides unparalleled service to internal and external customers. El Segundo s engagement with the community ensures excellence. Goal 2: Support Community Safety and Preparedness El Segundo is a safe and prepared community. Goal 3: Develop as a Choice Employer and Workforce El Segundo is a city employer of choice and consistently hires for the future appealing to a workforce that is inspired, world-class, and engaged. Goal 4: Develop Quality Infrastructure and Technology El Segundo s physical infrastructure supports an appealing, safe and effective community. El Segundo s technology supports effective, efficient, and proactive municipal operations. Goal 5: Champion Economic Development and Fiscal Sustainability El Segundo promotes economic growth and vitality for businesses and the community. IV. Facility Description The Aquatic Center design is sited on 1.3 acres of the new Wiseburn High School campus. The aquatic center site is adjacent to the high school gymnasium/field house complex and utilizes locker rooms, offices, and meeting space that is integrated into the gymnasium complex. The aquatic center also includes approximately 92 spaces of dedicated parking independent of school parking. High school parking would be accessible for overflow parking for large events at the aquatic center. The aquatic center includes the following: Main Competition Pool 50 meter x 25 meter o 10 x 8 50 m lanes 20 x 25 yard lanes length wise o Depth: 7 feet over most of the pool with a diving well at 13 o Two moveable bulkheads Teaching/fitness pool o 25 yards x 35 feet o 4 x 25 yard lanes o Depth 3 to 4 ½ feet o Ramp Entry V. Recreation and Parks Values, Motto and Mission The Recreation and Parks Department takes great pride in working for the community. The department has its own established core values and focus to ensure that we continue to keep striving for the best service and value that we can offer to our customers. Community involvement that benefits El Segundo residents is an essential component to the operations at new aquatic center. Regardless of the proposed use, educational and other community programs will be critical and a key element of the evaluation process. Recreational programs, teams, special events and/or other activities that foster increased participation from all residents and visitors will be important. 4
The Recreation and Parks department recognizes the following as our Values, Motto and Vision: A. Values Community- Having a feeling of fellowship with others Diversity- Accepting and appreciative of differences Fun- Enjoyment, pleasurable, entertaining Innovation- Original and new thoughts, creativity, Where Big Ideas Take Off Integrity - Honesty, strong morals, of good character Quality- The attribute of high or excellent Teamwork- Reaching goals together with good intent Tradition- Recognizing and respecting customs or past practices B. Motto We Engage We Inspire We Play C. Vision El Segundo Recreation and Parks strives to be a heart of community wellness by offering people of all ages the opportunity to enjoy engaging experiences within our parks and facilities. These key concepts are very integral to our department and should be equally important to any and all groups desiring to collaborate with El Segundo Recreation and Parks. The City of El Segundo also has overall values and work culture which naturally feed into all operations throughout the City. Major focuses for this specific collaboration will be the City s values of productivity, ethics stewardship and service. Along with a working culture qualities of innovation, leadership by example and proactive action. The City also has a distinct desire to be fiscally responsible and in doing so, has the expectation to generate revenue to show adequate cost recovery. VI. Submittal Requirements Provide the following information in a bound packet including a title page, table of contents, dividers and title pages for each section. A. Cover Letter The cover letter should give an overall description of the agency. This part of the process should be an introduction to the reader so that relevance can be established with respect to the need of the aquatics facility. Introduce your organization to the reader. Include your organizations successes, development, growth and any major changes to the program since its creation. Provide specific examples of how your organization can directly contribute to the success of the El Segundo Wiseburn Aquatic Center. 5
B. Proposed Vision and Purpose The organization should provide their mission, vision and values. We want to make sure that the organization is aligned closely with the City s overall strategic plan to ensure that the selected group is a good fit for El Segundo. This part of the process should also include the reason or focus of their organization. For example, is the focus to create competitive swimmers, get more young people into college or recreational. Provide your organizations mission, vision and values. Provide the reason and focus of your organization. Site specific examples of how your organizations vision and purpose align with the City of El Segundo s strategic plan. Provide exact number of current El Segundo residents in your program. Provide your organizations plan on how you will increase the number of El Segundo residents in your program, with a realistic timeline. C. Description of Experience The group should provide an informative timeline of their experience. This is a good opportunity to mention successes, milestones and length of time the group has been in existence. Provide an informative timeline of your organizations experience. Include the year your organization and program was established and an approximate number of people who have participated in your program. Provide details of all programs your organization provides, including the start date of each program. Examples could include specialized clinics, specialize programs or opportunities for your participants. D. Staffing Plan This section should list all coaches, individual level of experience, any certifications and an organizational chart (if applicable). Provide a bio of all your coaches including years of experience, education and certifications. Provide an organizational chart. E. Rental Needs and Offer This section should be very specific about days, times and number of lanes the group would like to request. In addition, also state how much the organization is offering to pay for their request. List out specific lane rental requests including the pool configuration, number of lanes, start time, end time and days of the week. o Provide at least two options citing your first choice and second choice including the price your organization is offering to pay for each. If applicable, list any potential games/meets/tournaments your organization would like to host at the aquatic center. Provide a per hour/per lane cost your organization would be able to pay for the rental requests listed above. Provide your organizations ideal start date for sue of the aquatic center. 6
F. References Please list at least 4 references. Preferably, the references should be maximum 2 participating families along with 2 other organizations that the group has rented from to provide the same service. List 4 references Maximum of 2 references of participating family s 2 must be of other organizations that your group has rented from to provide the same service. VII. VIII. IX. Questions A. Initial questions will be submitted in writing to Arecia Hester, Recreation Superintendent via email to ahester@elsegundo.org no later than Monday, September 24th at 2:00 p.m. B. All questions will be answered, in writing, by September 26 th at 5:00 p.m. C. Any change to the RFP shall be made by addendum and posted on the City s website. The City is not responsible or liable in any way for any ambiguity, explanation, clarification, and/or interpretation with regard to this RFP or any addendum hereto. Any addenda so posted are to be considered a part of the RFP document. This RFP and any addendum hereto are being used to solicit proposals only and the City s potential initial selection of a Proposer or rejection of a Proposer shall not confer any rights upon any Proposer as all Proposers shall submit proposals at their own risk without any legal or other expectation of being awarded a contract. Only a contract approved by the City Council and entered into between the City and a Proposer and executed by the Mayor shall confer any legal rights upon any proposer and such rights shall be limited to those set forth in the contract. Additionally, the selection of any Proposer or Proposers, including the process of negotiating a contract, shall confer no legal rights upon the Proposer or Proposer as the City, in its sole discretion, can decide at any time not to enter into a contract with a Proposer or Proposers. Right to Reject The City Council of the City of El Segundo reserves the right at any time, in its sole discretion, to select or reject any or all proposals received and to enter into a contract with any Proposer or any other person or entity or with no Proposer or with no other person or entity in its sole discretion. Evaluation and Selection Criteria Following a subjective evaluation based on the quality and compatibility with the City s objectives and competitiveness of the proposals received in response to this RFP, City staff will contact the Proposers it deems in its sole discretion to be best suited to partner with the City. The City will then conduct interviews with the Proposers of its choosing. The City Council, in its sole discretion, may choose a Proposer or other entity that it determines will provide the best service to the City and the community, balanced with financial consideration, and may then begin negotiations to enter into a contract. Criteria to be utilized by the City in its evaluation process will include: 7
Cover Letter 5% Proposed Vision and Purpose 20% Description of Experience 10% Staffing Plan 10% Rental Needs and Offer 50% References 5% X. Proposal Schedule The City reserves the right to make changes to the below schedule but plans to adhere to the implementation of this bid process as follows: RFP Released: September 17, 2018 Deadline for Initial Questions: September 24, 2018 2:00 p.m. Response to initial questions: September 26, 2018 5:00 p.m. Proposal Submittal Due: October 1, 2018 2:00 p.m. Tentative Interviews with Qualified Proposers: October 8, 2018 Selection of Preferred Proposers: October 15, 2018 Target rental start date: December 1, 2018 The negotiation by the City Council of a potential contract between the City and a Proposer or Proposers may commence on or about December 2018. The duration of the negotiations will be dependent on a number of factors including but not limited to, the proposed use, proposed capital improvements, the proposed complexity of the financial deal points, the priority of other issues the City Council is working on. Any potential contract will require: that insurance commensurate with the activities that will take place on City property; the Proposer defends, indemnifies and holds the City harmless with regards to all of the Proposer s actions, and any other provision the City deems necessary in its sole discretion. XI. Submittal Information To be considered, proposers must send one original and Ten (10) hard copies, including one (1) unbound copy, formatted to standard letter-size paper of their proposal in a sealed envelope with the name and address of the company submitting the proposal and it should be clearly marked with the words Request for Proposal #18-10 and the title El Segundo Wiseburn Aquatic Center Lane Use Proposal no later than 2:00P.M. PST on October 1, 2018 to: City of El Segundo City Clerk s Office 350 Main Street, Room 5 City of El Segundo, CA 90245-3813 Additional promotional materials providing an overview of the company or prior operations may also be submitted. 8
All submittals received after the scheduled submittal deadline will be returned unopened at Proposer s cost. All questions regarding this Request for Proposals shall be direct to Arecia Hester, Recreation Superintendent, via email at ahester@elsegundo.org or by telephone (310) 524-2702. 9