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00-72-- oRiG�NA� �`f'(�e'C�� e.a - �� oo � �� Presented By Referred To Council File # � - � a GreenSheet# �000G6 18' Committee: Date 1 WHEREAS, the Division of Parks and Recreation has had a contract with Prom 2 Management, Inc. for the management of the Como Lakeside Pavilion for approximately a year 3 and a ha1f, which has recently been terminated, and desires to issue a request for proposals to 4 select a new vendor to provide the same services, and needs to do so quickly to allow for a 5 smooth transition from Prom to the new vendor; and 7 WHEREAS, Saint Paul Administrative Code §85.04(b) requires that managed 8 competition requests for proposals be submitted to the Compete Saint Paul Board for review and 9 recommendation before a request for proposal is sent to private parties for response, but the 10 11 12 13 14 15 16 17 18 19 20 21 22 Board currently is not active; and WHEREAS, Section 85.13(a) permits the Council by resolution to waive one or more of the requirements of the Chapter; and WHEREAS, no City employee or employees have performed any of the functions to be contracted out in the last yeaz and a half at this site, and there will be no impact on any city employee or empioyees as a result of this contract; and WIIEREAS, the Council finds that the purposes of §85 would not be fiustrated by a waiver of the requirement of Board review of requests for proposals in this instance; now, therefore, be it RESOLUTION CITY OF SAINT PAUL, MINNESOTA � 2 3 4 5 6 oo-��. RESOLVED, that the requirement of Saint Paul Administrative Code §85.04(b) that ail managed competition requests for proposals be submitted to the Compete Saint Paul Board for review and recommendation prior to such RFP being sent to private parties shall be waived and the division of Parks and Recreation is authorized to issue an RFP for the management and operarion of Como Lakeside Pavilioir. ; and be it FURTHER RESOLVED, that nothing in this requirement of Chapter 83 of the Legislative C to the present matter, including but not limit under which performance plans may be initiated or business unit at the reaues[ of the emnlove olution sha11 waive any other to the extent it may be appl to the authoritv in Section 8 � of �/ ,, ,�!�� BY: Apps By: Porm Approved by City Att e _ r `� $v: % Ur� Approved by Mayor for Submission to Council By: ///' (U� Adopted by Council: Date p�� C�= O Adoption Certified by Counci ecretary DEPAftTMENT/OFFICE/COUNCIL DATEINI7�ATED GREEN SHEET NO. 100066 Parks and Recreation January 79, 60 '^� 2000 � CONTACT PERSON AND PHONE INITIAIJ�ATE INITIAUDATE Mike Hahm - 266-6444 ,—.J ` � DEPARTMEM DIRECiOR 4 CITY COUNGL ASSIGN \ NUMBER FOR Z CIN ATTORNEY — CITY CLERK MUST BE ON COUNCIL AGENDA BV (DATEI HOUTING OPDER FINANCIAL SERVICES DIR. Q��Z6�QQ 3 MAYOR(ORASSISTAN'� 5 Parks TOTqI # OF SIGNAlURE PAGES 1 (CLIP ALL LOCAZIONS FOR SIGNANRE) ACTION REQUESTED: Authorizing the Division of Parks and Recreation to issue an RFP for the management and operation of the Como Lakeside Pavilion, waiving any requirement related to managed competition in the Saint Paul Administrative Code 85.04. RECOMMENDATIONS: Approve (A� o� Relect (R� PERSONAL SERVICE COMRACTS MUST ANSWER THE FOLLOWING QUESTIONS: _PLANNING COMMISSION _CIVIL SERVICE COMMISSION �, Has [his pereon/firm ever worked untler a coMroc[ for this departmenU CIB COMMITTEE ' VES NO {� STAFF 2. Has this pe�son/firm ever been a crty employee? DISTRICTCOUNCIL VES NO — — 3. Oces tNS persoMfrm possess a skill not normalty possessetl by any curseM city empioy¢e? SUPPORTS WHICH COUNQL OBJECTIVE? YES NO Explain all yes answers on separete sheef antl attach to green sheet. INITIATING PROBLEM, ISSUE, OPPORTUNITV �Who, What, When, Where, Whyl: The Division of Parks and Recreation has terminated its contract with Prom Management for the management of the Pavilion and desires to solicit a new vendor. ADVANTAGES IF APPFOVED: A new operator wili be in place at Como Lakeside Pavifion by Aprif 1, 2000. Services to the public will continue uninterupted. DISADVANTAGES IF APPROVED: � � lra� f"d.�w.J�C�'zy�bd� 4�..`��'."�° None J�l� �. � 2��0 DISADVANTAGES IF NOT APPROVED: The City may be unable to manage and operate the Como Lakeside Pavilion after April 7, 2000. TOTAL AMOUNT OF TRANSACTION S COST/REVENUE BUDGEfED �CIRCLE ONE) YES NO FUNDING SOUNCE ACTIVffY NUMBER PINANGIAL WFORMATION: �EXPLAIM C..L.- � 4 /��i ,:�•�` a"`"� ,��'�t�� r �'�... - '` 6 ,� �,� � 66-�� Interdepartmental Memorandum CITY OF SAINT PAUL January 20, 2000 TO: Council President Dan Bostrom Councilmember Jay Benanav Councilmember 3erry Blakey Councilmember Chris Coleman Councilmember Patric Harris Councilmember Kathy ntry Councilmember Jim Reit � From. Vic Wittgenstein, Director Division of Pazks and Recre t on RE: Como Lakeside Pavilion Resolution 00-72 The referenced resolution is item #18 on your agenda for Wednesday, January 26"'. The Division of Parks and Recreation is preparing to issue a Request for Proposals (RFP) for the Como Lakeside Pavilion. The ordinances recently adopted by the Council that addrass contracting of City services (99-609, 99-694, 99-1036) suggest that even though the Lakeside has been operated by Prom Management since June, 1998, that the issuance of an RFP could be classified as "managed competition". The same ordinances could also be interpreted to reach a conclusion that an RFP related to the services at Como Lakeside fall outside of "managed competition". In order to avoid any misunderstanding regarding our intentions and to allow the RFP process the best opportunity to result in an agreement with a new operator at the Lakeside, the Division of Parks and Recreation is requesting action on the referenced resolution. Backeround Prom Management has operated the Como Lakeside Pavilion since 7une, 1998. Last fall, Prom approached the Division of Parks and Recreation to amend its contract, relieving them of future financial commitments. Although the Division of Parks and Recreation was satisfied with Prom's performance to this point, we were unwilling to re-negotiate a key component of a contract that was awarded as a result of an RFP process. After discussions, Prom and the Division of Parks and Recreation agreed to terminate the contract by mutual consent, effective April 1, 2000. Page Two Memorandum to Council Como Lakeside Pavilion Financial Back round �p -`l �--- The previous decision to contract the management of the Lakeside was based on primarily financial considerations. Under five years of City management, the Como Lakeside Activity Budget accumulated a$7�3,377 deficit. Staffin� issues made it difficult to effectively manage events, specifically those involving catering services. Under Prom's operation the City realized a positive cash flow, amounting to $25,000 - $30,000 annually. Staff The City staff that had worked at the Lakeside have been effectively absorbed into other areas, some filing vacancies created by seasonal turnover, while others have chose to accept appointments to positions in other Parks and Recreation sections. There is no available capacity to provide this service without makinQ new hires to the system. Being that this service is cunently operated under contract, no employees will be reassigned or laid-off as a result of the issuance of this RFP and eventual contract awazd. Timeline In order to select a new operator and negotiate and gain approvals for an agreement, it is essential that the RFP be released. If Council adopts the referenced resolution on Wednesday, January 26` the RFP will be released on Thursday, Jamiary 27, 2000. It is important that a new provider be in place by April 1, 2000, as Prom Management will no longer be obligated to operate after that date. Summarv In requesting Council action on the referenced resolution, the Division of Parks and Recreation is attempting to avoid any misinformation or errors in process related to the pending release of the RFP. If you have any questions related to the information provided, please contact me at 266-6409 or Mike Hahm at 266-6444. cc: Susan Kimberly Mike Hahm � �� \ o � 1 � 1 AMENDMENT TO COLJNCIL FILE 00-72 Page 2, at line 6: Pauilion-• and be it � �� FURTHER RESOLVED that nothine in this resolution shall waive anv other -- oRiG�NA� �`f'(�e'C�� e.a - �� oo � �� Presented By Referred To Council File # � - � a GreenSheet# �000G6 18' Committee: Date 1 WHEREAS, the Division of Parks and Recreation has had a contract with Prom 2 Management, Inc. for the management of the Como Lakeside Pavilion for approximately a year 3 and a ha1f, which has recently been terminated, and desires to issue a request for proposals to 4 select a new vendor to provide the same services, and needs to do so quickly to allow for a 5 smooth transition from Prom to the new vendor; and 7 WHEREAS, Saint Paul Administrative Code §85.04(b) requires that managed 8 competition requests for proposals be submitted to the Compete Saint Paul Board for review and 9 recommendation before a request for proposal is sent to private parties for response, but the 10 11 12 13 14 15 16 17 18 19 20 21 22 Board currently is not active; and WHEREAS, Section 85.13(a) permits the Council by resolution to waive one or more of the requirements of the Chapter; and WHEREAS, no City employee or employees have performed any of the functions to be contracted out in the last yeaz and a half at this site, and there will be no impact on any city employee or empioyees as a result of this contract; and WIIEREAS, the Council finds that the purposes of §85 would not be fiustrated by a waiver of the requirement of Board review of requests for proposals in this instance; now, therefore, be it RESOLUTION CITY OF SAINT PAUL, MINNESOTA � 2 3 4 5 6 oo-��. RESOLVED, that the requirement of Saint Paul Administrative Code §85.04(b) that ail managed competition requests for proposals be submitted to the Compete Saint Paul Board for review and recommendation prior to such RFP being sent to private parties shall be waived and the division of Parks and Recreation is authorized to issue an RFP for the management and operarion of Como Lakeside Pavilioir. ; and be it FURTHER RESOLVED, that nothing in this requirement of Chapter 83 of the Legislative C to the present matter, including but not limit under which performance plans may be initiated or business unit at the reaues[ of the emnlove olution sha11 waive any other to the extent it may be appl to the authoritv in Section 8 � of �/ ,, ,�!�� BY: Apps By: Porm Approved by City Att e _ r `� $v: % Ur� Approved by Mayor for Submission to Council By: ///' (U� Adopted by Council: Date p�� C�= O Adoption Certified by Counci ecretary DEPAftTMENT/OFFICE/COUNCIL DATEINI7�ATED GREEN SHEET NO. 100066 Parks and Recreation January 79, 60 '^� 2000 � CONTACT PERSON AND PHONE INITIAIJ�ATE INITIAUDATE Mike Hahm - 266-6444 ,—.J ` � DEPARTMEM DIRECiOR 4 CITY COUNGL ASSIGN \ NUMBER FOR Z CIN ATTORNEY — CITY CLERK MUST BE ON COUNCIL AGENDA BV (DATEI HOUTING OPDER FINANCIAL SERVICES DIR. Q��Z6�QQ 3 MAYOR(ORASSISTAN'� 5 Parks TOTqI # OF SIGNAlURE PAGES 1 (CLIP ALL LOCAZIONS FOR SIGNANRE) ACTION REQUESTED: Authorizing the Division of Parks and Recreation to issue an RFP for the management and operation of the Como Lakeside Pavilion, waiving any requirement related to managed competition in the Saint Paul Administrative Code 85.04. RECOMMENDATIONS: Approve (A� o� Relect (R� PERSONAL SERVICE COMRACTS MUST ANSWER THE FOLLOWING QUESTIONS: _PLANNING COMMISSION _CIVIL SERVICE COMMISSION �, Has [his pereon/firm ever worked untler a coMroc[ for this departmenU CIB COMMITTEE ' VES NO {� STAFF 2. Has this pe�son/firm ever been a crty employee? DISTRICTCOUNCIL VES NO — — 3. Oces tNS persoMfrm possess a skill not normalty possessetl by any curseM city empioy¢e? SUPPORTS WHICH COUNQL OBJECTIVE? YES NO Explain all yes answers on separete sheef antl attach to green sheet. INITIATING PROBLEM, ISSUE, OPPORTUNITV �Who, What, When, Where, Whyl: The Division of Parks and Recreation has terminated its contract with Prom Management for the management of the Pavilion and desires to solicit a new vendor. ADVANTAGES IF APPFOVED: A new operator wili be in place at Como Lakeside Pavifion by Aprif 1, 2000. Services to the public will continue uninterupted. DISADVANTAGES IF APPROVED: � � lra� f"d.�w.J�C�'zy�bd� 4�..`��'."�° None J�l� �. � 2��0 DISADVANTAGES IF NOT APPROVED: The City may be unable to manage and operate the Como Lakeside Pavilion after April 7, 2000. TOTAL AMOUNT OF TRANSACTION S COST/REVENUE BUDGEfED �CIRCLE ONE) YES NO FUNDING SOUNCE ACTIVffY NUMBER PINANGIAL WFORMATION: �EXPLAIM C..L.- � 4 /��i ,:�•�` a"`"� ,��'�t�� r �'�... - '` 6 ,� �,� � 66-�� Interdepartmental Memorandum CITY OF SAINT PAUL January 20, 2000 TO: Council President Dan Bostrom Councilmember Jay Benanav Councilmember 3erry Blakey Councilmember Chris Coleman Councilmember Patric Harris Councilmember Kathy ntry Councilmember Jim Reit � From. Vic Wittgenstein, Director Division of Pazks and Recre t on RE: Como Lakeside Pavilion Resolution 00-72 The referenced resolution is item #18 on your agenda for Wednesday, January 26"'. The Division of Parks and Recreation is preparing to issue a Request for Proposals (RFP) for the Como Lakeside Pavilion. The ordinances recently adopted by the Council that addrass contracting of City services (99-609, 99-694, 99-1036) suggest that even though the Lakeside has been operated by Prom Management since June, 1998, that the issuance of an RFP could be classified as "managed competition". The same ordinances could also be interpreted to reach a conclusion that an RFP related to the services at Como Lakeside fall outside of "managed competition". In order to avoid any misunderstanding regarding our intentions and to allow the RFP process the best opportunity to result in an agreement with a new operator at the Lakeside, the Division of Parks and Recreation is requesting action on the referenced resolution. Backeround Prom Management has operated the Como Lakeside Pavilion since 7une, 1998. Last fall, Prom approached the Division of Parks and Recreation to amend its contract, relieving them of future financial commitments. Although the Division of Parks and Recreation was satisfied with Prom's performance to this point, we were unwilling to re-negotiate a key component of a contract that was awarded as a result of an RFP process. After discussions, Prom and the Division of Parks and Recreation agreed to terminate the contract by mutual consent, effective April 1, 2000. Page Two Memorandum to Council Como Lakeside Pavilion Financial Back round �p -`l �--- The previous decision to contract the management of the Lakeside was based on primarily financial considerations. Under five years of City management, the Como Lakeside Activity Budget accumulated a$7�3,377 deficit. Staffin� issues made it difficult to effectively manage events, specifically those involving catering services. Under Prom's operation the City realized a positive cash flow, amounting to $25,000 - $30,000 annually. Staff The City staff that had worked at the Lakeside have been effectively absorbed into other areas, some filing vacancies created by seasonal turnover, while others have chose to accept appointments to positions in other Parks and Recreation sections. There is no available capacity to provide this service without makinQ new hires to the system. Being that this service is cunently operated under contract, no employees will be reassigned or laid-off as a result of the issuance of this RFP and eventual contract awazd. Timeline In order to select a new operator and negotiate and gain approvals for an agreement, it is essential that the RFP be released. If Council adopts the referenced resolution on Wednesday, January 26` the RFP will be released on Thursday, Jamiary 27, 2000. It is important that a new provider be in place by April 1, 2000, as Prom Management will no longer be obligated to operate after that date. Summarv In requesting Council action on the referenced resolution, the Division of Parks and Recreation is attempting to avoid any misinformation or errors in process related to the pending release of the RFP. If you have any questions related to the information provided, please contact me at 266-6409 or Mike Hahm at 266-6444. cc: Susan Kimberly Mike Hahm � �� \ o � 1 � 1 AMENDMENT TO COLJNCIL FILE 00-72 Page 2, at line 6: Pauilion-• and be it � �� FURTHER RESOLVED that nothine in this resolution shall waive anv other -- oRiG�NA� �`f'(�e'C�� e.a - �� oo � �� Presented By Referred To Council File # � - � a GreenSheet# �000G6 18' Committee: Date 1 WHEREAS, the Division of Parks and Recreation has had a contract with Prom 2 Management, Inc. for the management of the Como Lakeside Pavilion for approximately a year 3 and a ha1f, which has recently been terminated, and desires to issue a request for proposals to 4 select a new vendor to provide the same services, and needs to do so quickly to allow for a 5 smooth transition from Prom to the new vendor; and 7 WHEREAS, Saint Paul Administrative Code §85.04(b) requires that managed 8 competition requests for proposals be submitted to the Compete Saint Paul Board for review and 9 recommendation before a request for proposal is sent to private parties for response, but the 10 11 12 13 14 15 16 17 18 19 20 21 22 Board currently is not active; and WHEREAS, Section 85.13(a) permits the Council by resolution to waive one or more of the requirements of the Chapter; and WHEREAS, no City employee or employees have performed any of the functions to be contracted out in the last yeaz and a half at this site, and there will be no impact on any city employee or empioyees as a result of this contract; and WIIEREAS, the Council finds that the purposes of §85 would not be fiustrated by a waiver of the requirement of Board review of requests for proposals in this instance; now, therefore, be it RESOLUTION CITY OF SAINT PAUL, MINNESOTA � 2 3 4 5 6 oo-��. RESOLVED, that the requirement of Saint Paul Administrative Code §85.04(b) that ail managed competition requests for proposals be submitted to the Compete Saint Paul Board for review and recommendation prior to such RFP being sent to private parties shall be waived and the division of Parks and Recreation is authorized to issue an RFP for the management and operarion of Como Lakeside Pavilioir. ; and be it FURTHER RESOLVED, that nothing in this requirement of Chapter 83 of the Legislative C to the present matter, including but not limit under which performance plans may be initiated or business unit at the reaues[ of the emnlove olution sha11 waive any other to the extent it may be appl to the authoritv in Section 8 � of �/ ,, ,�!�� BY: Apps By: Porm Approved by City Att e _ r `� $v: % Ur� Approved by Mayor for Submission to Council By: ///' (U� Adopted by Council: Date p�� C�= O Adoption Certified by Counci ecretary DEPAftTMENT/OFFICE/COUNCIL DATEINI7�ATED GREEN SHEET NO. 100066 Parks and Recreation January 79, 60 '^� 2000 � CONTACT PERSON AND PHONE INITIAIJ�ATE INITIAUDATE Mike Hahm - 266-6444 ,—.J ` � DEPARTMEM DIRECiOR 4 CITY COUNGL ASSIGN \ NUMBER FOR Z CIN ATTORNEY — CITY CLERK MUST BE ON COUNCIL AGENDA BV (DATEI HOUTING OPDER FINANCIAL SERVICES DIR. Q��Z6�QQ 3 MAYOR(ORASSISTAN'� 5 Parks TOTqI # OF SIGNAlURE PAGES 1 (CLIP ALL LOCAZIONS FOR SIGNANRE) ACTION REQUESTED: Authorizing the Division of Parks and Recreation to issue an RFP for the management and operation of the Como Lakeside Pavilion, waiving any requirement related to managed competition in the Saint Paul Administrative Code 85.04. RECOMMENDATIONS: Approve (A� o� Relect (R� PERSONAL SERVICE COMRACTS MUST ANSWER THE FOLLOWING QUESTIONS: _PLANNING COMMISSION _CIVIL SERVICE COMMISSION �, Has [his pereon/firm ever worked untler a coMroc[ for this departmenU CIB COMMITTEE ' VES NO {� STAFF 2. Has this pe�son/firm ever been a crty employee? DISTRICTCOUNCIL VES NO — — 3. Oces tNS persoMfrm possess a skill not normalty possessetl by any curseM city empioy¢e? SUPPORTS WHICH COUNQL OBJECTIVE? YES NO Explain all yes answers on separete sheef antl attach to green sheet. INITIATING PROBLEM, ISSUE, OPPORTUNITV �Who, What, When, Where, Whyl: The Division of Parks and Recreation has terminated its contract with Prom Management for the management of the Pavilion and desires to solicit a new vendor. ADVANTAGES IF APPFOVED: A new operator wili be in place at Como Lakeside Pavifion by Aprif 1, 2000. Services to the public will continue uninterupted. DISADVANTAGES IF APPROVED: � � lra� f"d.�w.J�C�'zy�bd� 4�..`��'."�° None J�l� �. � 2��0 DISADVANTAGES IF NOT APPROVED: The City may be unable to manage and operate the Como Lakeside Pavilion after April 7, 2000. TOTAL AMOUNT OF TRANSACTION S COST/REVENUE BUDGEfED �CIRCLE ONE) YES NO FUNDING SOUNCE ACTIVffY NUMBER PINANGIAL WFORMATION: �EXPLAIM C..L.- � 4 /��i ,:�•�` a"`"� ,��'�t�� r �'�... - '` 6 ,� �,� � 66-�� Interdepartmental Memorandum CITY OF SAINT PAUL January 20, 2000 TO: Council President Dan Bostrom Councilmember Jay Benanav Councilmember 3erry Blakey Councilmember Chris Coleman Councilmember Patric Harris Councilmember Kathy ntry Councilmember Jim Reit � From. Vic Wittgenstein, Director Division of Pazks and Recre t on RE: Como Lakeside Pavilion Resolution 00-72 The referenced resolution is item #18 on your agenda for Wednesday, January 26"'. The Division of Parks and Recreation is preparing to issue a Request for Proposals (RFP) for the Como Lakeside Pavilion. The ordinances recently adopted by the Council that addrass contracting of City services (99-609, 99-694, 99-1036) suggest that even though the Lakeside has been operated by Prom Management since June, 1998, that the issuance of an RFP could be classified as "managed competition". The same ordinances could also be interpreted to reach a conclusion that an RFP related to the services at Como Lakeside fall outside of "managed competition". In order to avoid any misunderstanding regarding our intentions and to allow the RFP process the best opportunity to result in an agreement with a new operator at the Lakeside, the Division of Parks and Recreation is requesting action on the referenced resolution. Backeround Prom Management has operated the Como Lakeside Pavilion since 7une, 1998. Last fall, Prom approached the Division of Parks and Recreation to amend its contract, relieving them of future financial commitments. Although the Division of Parks and Recreation was satisfied with Prom's performance to this point, we were unwilling to re-negotiate a key component of a contract that was awarded as a result of an RFP process. After discussions, Prom and the Division of Parks and Recreation agreed to terminate the contract by mutual consent, effective April 1, 2000. Page Two Memorandum to Council Como Lakeside Pavilion Financial Back round �p -`l �--- The previous decision to contract the management of the Lakeside was based on primarily financial considerations. Under five years of City management, the Como Lakeside Activity Budget accumulated a$7�3,377 deficit. Staffin� issues made it difficult to effectively manage events, specifically those involving catering services. Under Prom's operation the City realized a positive cash flow, amounting to $25,000 - $30,000 annually. Staff The City staff that had worked at the Lakeside have been effectively absorbed into other areas, some filing vacancies created by seasonal turnover, while others have chose to accept appointments to positions in other Parks and Recreation sections. There is no available capacity to provide this service without makinQ new hires to the system. Being that this service is cunently operated under contract, no employees will be reassigned or laid-off as a result of the issuance of this RFP and eventual contract awazd. Timeline In order to select a new operator and negotiate and gain approvals for an agreement, it is essential that the RFP be released. If Council adopts the referenced resolution on Wednesday, January 26` the RFP will be released on Thursday, Jamiary 27, 2000. It is important that a new provider be in place by April 1, 2000, as Prom Management will no longer be obligated to operate after that date. Summarv In requesting Council action on the referenced resolution, the Division of Parks and Recreation is attempting to avoid any misinformation or errors in process related to the pending release of the RFP. If you have any questions related to the information provided, please contact me at 266-6409 or Mike Hahm at 266-6444. cc: Susan Kimberly Mike Hahm � �� \ o � 1 � 1 AMENDMENT TO COLJNCIL FILE 00-72 Page 2, at line 6: Pauilion-• and be it � �� FURTHER RESOLVED that nothine in this resolution shall waive anv other