THE PARKS AND RECREATION DIVISION AND THE PURCHASING DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
This item supports the Board’s values of “cultivating community culture, arts, recreation and life-long learning” and its associated goal to market and deliver world-class recreational opportunities; and of “consistently delivering responsive, efficient, quality services to the public and internal customers” by building into every process and service effective checks and balances that do not cause inefficiency, but rather ensure consistency, continuity, and quality. The aquatic risk management consultant services provided by Jeff Ellis allow the Parks and Recreation Division ("Division") to provide patrons at the four County aquatic facilities high quality services.
The County’s aquatics program requires a comprehensive set of professional aquatic risk management services including training, auditing, licensing, and legal support. On March 6, 2013, the County, through the Purchasing Director, entered into an Agreement with Jeff Ellis (Exhibit 1), for the provision of Aquatic Risk Management Consultant Services, which include providing written procedures and standards for a comprehensive aquatic risk management program; an International Lifeguard Training program (“ILTP”) consisting of Lifeguard Training, Lifeguard Instructor Training, Swim Instructor and Junior Lifeguard Program training; licensing of individuals upon their successful completion of lifeguard training; aquatic safety operational audits; annual safety inspections; annual review of emergency plans; annual review of the Division’s Aquatic Manual; accident and drowning investigation; professional liability insurance; and additional consultant services as needed. The Agreement provided for a two-year term with three, one-year renewals, and is due to expire on March 5, 2018.
The County initially entered into an agreement with Jeff Ellis in June 1994 to provide these services as a result of a settlement agreement stemming from a lawsuit. Jeff Ellis has been the only qualified vendor to respond to advertised solicitations, and accordingly was determined the sole source provider since 1994. As staff began preparations to enter into a new agreement for professional aquatic risk management services, a Request for Information was advertised October 13, 2017. More than one qualified vendor response was received and staff determined Jeff Ellis could not be deemed the sole source provider. Staff anticipates the required RFP that is being prepared will result in a new agreement after the current Agreement expires.
By extending the term of the Agreement for one year, services currently being provided by Jeff Ellis will continue without interruption until the new RFP solicitation for aquatic risk management consultant services is completed and a new agreement is executed. Jeff Ellis will be compensated a maximum not-to-exceed amount of $100,000 during the extended term. The total amount paid and payable to Jeff Ellis over the term of the Agreement and through the extension period will not exceed $200,000. This item authorizes the Purchasing Director to execute the First Amendment to the Agreement.
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