Members of the Sherwood City Council are expected to choose the provider that will provide future recreational services to the city-owned recreational facility currently run by the YMCA when they meet Tuesday, Aug. 15.
At issue is the determining the agency that will be given a contract to run programs at the rec center, a facility which has been run by the YMCA of the Columbia-Willamette for the last 20 years.
During a work session Monday, the council discussed how it will determine who of the three finalist providers is most qualified to run the center based on a two-pronged scoring system.
City Attorney Josh Soper told council members they need to score proposals from the finalists based on each organizations' written request for proposal document as well as recently conducted in-person interviews, coming up with overall scores that will be converted into rankings.
The three finalists include the YMCA of the Columbia-Willamette, the Beaverton-based Tualatin Hills Parks and Recreation District and HealthFitness, an organization headquartered in Minneapolis, Minn.
Both the Tualatin Hills Parks and Recreation District and Health Fitness are projecting deficits in the first five years of operation; the YMCA of the Columbia-Willamette is not.
According to city officials, Tualatin Hills Parks and Recreation District predicts a $2,381,122 deficit in those first five years with recently revised figures from HealthFitness showing a deficit of $480,702.40 in the same time period. YMCA officials predict a surplus of $119,310 over those five years and plan to invest 100 percent of projected surpluses back into the city's facility.
During the Aug. 7 meeting, Soper asked the council to submit their rankings by Aug. 14, the day before the council meets.
He also told council members even if the YMCA of the Columbia-Willamette is selected, the council needs to terminate its current contract with the organization in order to draw up a new contract before Oct. 31. The city attorney explained that if the current contract isn't terminated, it will automatically roll over after that date.
Although the city's contract with the YMCA officially expires on Oct. 31, 2017, both agencies must give each other a one-year notice if either decides not to renew the contract.
The city originally received five proposals to provide recreational services at its facility and asked for face-to-face interviews with the top three contenders.
City Manager Joe Gall told the council if a clear choice immediately rises to the top, the council will have to determine how long to negotiate a contract with that agency. Councilors suggested anywhere from 30 days to 90 days. However, Councilor Sally Robinson said she would prefer a 30-day negotiation with an opportunity for an extension.
Councilor Sean Garland asked if the Tuesday recreational provider decision would be a relatively quick agenda item based on the fact it will be obvious where the rankings fall.
Soper said it could be, however, he noted the council has other choices as well including everything from deciding to cancel the current requests for proposals to simply extending the current contract for another five years.
Meanwhile, Gall told the council that he expected a large crowd for Tuesday's meeting with attendees likely wanting to know how councilors voted.
"People are going to want to know how you got to your rankings," he said, adding that if only the scoring is revealed, "residents will not be happy."
Mark Burris, chief operating officer with the YMCA of Columbia-Willamette, said he was optimistic about his organization's chances to continue to provide services at the rec center.
"Given the proposal facts and our strong community support, it's hard to imagine why anyone would vote against the Y," said Burris, pointing out that during a well-attended March 14 Town Hall on the fate of YMCA services, 48 pages of comments were almost unanimously pro-YMCA.
Tuesday's meeting begins at 7 p.m. at Sherwood City Hall, 22560 S.W. Pine St.