Council
Communication

Office of the City Manager
 
 

Date

February 9, 2009

 

Agenda Item No.        I-B

Roll Call No.               09-

Communication No.   09-053

Submitted by: Donald M. Tripp

                                Park and Recreation Director

 

 

AGENDA HEADING:

 

Approving exception to the procurement ordinance Request for Proposals (RFP) process for good cause and approving a maintenance agreement between the City of Des Moines and the Greater Des Moines Baseball Company (Iowa Cubs) to maintain various athletic fields.

 

 

SYNOPSIS:

 

Recommend approval of a five-year maintenance agreement with the Iowa Cubs for maintenance of the various athletic fields.

 

 

FISCAL IMPACT:

 

Amount:          $535,000 total cost

$45,000 administration

$490,000 (reimbursable maintenance costs)

To be increased by 1% annually throughout the term of the agreement.

 

James W. Cownie Soccer Park:          $25,000 administrative fee

$250,000 for actual labor and supply costs

 

James W. Cownie Baseball Park:        $5,000 administrative fee

$55,000 for actual labor and supply costs

 

Sports Fields:                                      $15,000 administrative fee

$185,000 for actual labor and supply costs and the title to two 2000 Ford F250 pickup trucks valued at under $15,000.  The labor and supply fee for the sports fields has been reduced by $10,000 per year for a total value of $50,000 as consideration for the above referenced pickup trucks.

 

Contracting the sports fields operations is estimated to save the City of Des Moines approximately $50,000 annually.

 

Funding Source:

As follows:

 

James W. Cownie Soccer Park

2009/2010 Operating Budget, Park and Recreation Department, Athletics and Sports Tourism, Page 230, GE001, PKS100400. 

 

James W. Cownie Baseball Park and other athletic ball fields

2009/2010 Operating Budget, Park and Recreation Department, Sports Turf Maintenance, Page 227, GE001 PKS070700. 

 

A portion of the funds for the James W. Cownie Baseball Park maintenance will come from a lease agreement with the South Des Moines Little League for the use of the park as home to their organization’s activities. The lease will include a maintenance fee/use payment to the City. 

 

Combined Fiscal Impact of Privatization Proposals:

                                                                        Initial Estimate            Revised Estimate

Mowing and Trimming                                     $  200,000                     $  400,000

Custodial – Airport                                               350,000                         650,000

Custodial – Municipal Buildings                          350,000                         650,000

Custodial – Municipal Housing                                  -                                 80,000

Animal Control                                                       75,000                           63,000

Sports Turf Maintenance                                     26,000                           50,000

Subtotal of current proposals                          $ 1,001,000                   $ 1,893,000

Golf (approved Dec. 22, 2008)                             150,000                         175,000

Total Privatization Savings                            $  1,151,000                  $  2,068,000

 

 

ADDITIONAL INFORMATION:

 

On March 20, 2006, by Roll Call No. 06-568, the Des Moines City Council entered into a maintenance agreement with the Greater Des Moines Baseball Co. to provide custodial and horticultural care of the James W. Cownie Soccer Park.  The terms and conditions of the original maintenance agreement for the James W. Cownie Soccer Park provided for an administrative fee of $25,000 and a guaranteed amount not to exceed $250,000 for custodial care and horticultural maintenance including labor, commodities and supply purchases.  

 

On November 20, 2006, by Roll Call No. 06-2313, the Des Moines City Council approved an amendment to the original maintenance agreement to include the James W. Cownie Baseball Park located at SE 22nd and Hartford.  This action committed an additional $180,000 over three years for the maintenance of the baseball fields with financial support in the amount of $150,000 provided by the Iowa Baseball Foundation and a lease agreement with the South Des Moines Little League.

 

The Iowa Cubs expressed interest in expanding their level of service to include the City’s athletic ball field maintenance operations and staff has negotiated a new maintenance agreement, which is on file in the City Clerks’ Office.  The new agreement differs from the original agreement and addendum by providing for a 1% inflation factor for supplies and materials only, the administrative fee shall remain as originally negotiated in 2006 throughout the term of this new agreement.  The term of this agreement is for five years with one five-year option to renew.  Additionally, the City’s athletic ball fields (Greater Des Moines Softball Park, Savage Softball Complex, Carney Ball Fields, Chesterfield and Ashfield) are being added to the maintenance responsibilities of the Iowa Cubs. Due to the addition of the ball fields, which are scattered throughout the City, the Iowa Cubs had placed an additional $10,000 per year fee in their proposal to the City for the purchase of pick-up trucks to move personnel and equipment.  Staff has identified two 2000 Ford F250’s that the City will transfer ownership (title and registrations) to the Iowa Cubs in lieu of this additional annual $10,000 fee.  The fair market value of the vehicles is far below the $50,000 proposed fee.

 

Within the term of this Agreement the City will retain the rights to program the use of the spaces and inspect the sites to ensure compliance with the terms and conditions of the contract including the care of the City’s property and equipment.

 

The results of this action will be an annual savings of $50,000 and the lay-off of two full-time Park and Recreation Department employees.  The additional labor support to maintain this operation was contracted through a workforce hiring agency over the past three-years.  Due to the planned changes within the organizational structure of the Park and Recreation Department, the Iowa Cubs quality performance and cost savings analysis of this action, staff is recommending approval of the maintenance agreement with the Iowa Cubs.

 

 

PREVIOUS COUNCIL ACTION(S):

 

Date: November 20, 2006

 

Roll Call Number:  06-2313

 

Action:              Addendum to three year Maintenance Agreement with Greater Des Moines Baseball Co. (GDMBC) to add the maintenance responsibilities of James W. Cownie Baseball Park.  (Council Communication No.  06-740) Moved by Coleman to adopt.  Motion Carried 6-0.

 

Date:  March 20, 2006

 

Roll Call Number:  06-568

 

Action:  Maintenance Agreement with Greater Des Moines Baseball Co. (Iowa Cubs) for custodial care and horticultural maintenance at James W. Cownie Soccer Park, not to exceed $275,000 per year.  (Council Communication No.  06-147)    Moved by Hensley to adopt.  Motion Carried 7-0.

 

 

BOARD/COMMISSION ACTION(S): NONE

 

 

ANTICIPATED ACTIONS AND FUTURE COMMITMENTS: NONE

 

 

 

 

For more information on this and other agenda items, please call the City Clerk’s Office at 515-283-4209 or visit the Clerk’s Office on the second floor of City Hall, 400 Robert D Ray Drive.  Council agendas are available to the public at the City Clerk’s Office on Thursday afternoon preceding Monday’s Council meeting. Citizens can also request to receive meeting notices and agendas by email by calling the Clerk’s Office or sending their request via email to cityclerk@dmgov.org.