Title
Recommendation to Authorize the City Manager to Execute a One-Year Agreement with Bay Ship & Yacht Company in an Amount Not-to-Exceed $110,600, with the Option of Two One-Year Extensions, for a Total Three-Year Expenditure Not-to-Exceed $303,800, for Port Management Services for Piers1 through 3 at Alameda Point.
This action is categorically exempt from further environmental review pursuant to California Environmental Quality Act Guidelines Section 15061(b)(3) (Common Sense). (Base Reuse and Economic Development 290, 216)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Bay Ship & Yacht Company has an existing Service Provider Agreement that expires on December 31, 2024, to provide specialized Port Management Services to the City of Alameda (City) at Alameda Point, Point Piers 1-3. The Provider was selected on a sole source basis because of the specialized nature of the work and the service providers’ expertise, location at Alameda Point and years of experience. Staff recommends entering a new one-year agreement with Bay Ship & Yacht Company in an amount Not-to-exceed $110,600, with the option of two one-year extensions, for a total three-year expenditure not to exceed $303,800.
BACKGROUND
The piers at Alameda Point are actively used by the City’s commercial tenants, government agencies and for recreational purposes by residents and visitors. Pier 1 was built in 1939, to be used by smaller boats that serviced larger vessels, as part of the original Naval Air Station construction. Pier 2 was built in 1941 and designed from the start to handle aircraft carriers. Pier 3, built in 1945, was expanded and improved in the 1970s and in 1995 became home to the USS Hornet and the Air, Sea and Space Museum.
Bay & Ship and Yacht Company (BS&Y) has provided Port Management Services to the City for a number of years and the current agreement will expire on December 31, 2024. It was executed in 2018 and had a two-year term with four (4) one-year extension options that were exercised by the City. BS&Y has provided an updated scope of services for the continuation of Port Management Services, which include general maintenance and inspection, cleaning and minor repairs of the pier facilities, storage of shore power cables; and management of regulatory requirements including security compliance. A 15% contingency amount has been added to the annual Port Management Fee, to help budget for addition expenses the City has been incurring due to trash and debris left behind in the vicinity of the piers and the Hornet Parking Lot from unsanctioned gatherings and events at Alameda Point.
The new agreement also includes a budget of $14,000 in the first year for time and materials expenses to assist the City with a supplemental scope of work for preparation of Pier 2 in anticipation of marketing it as a temporary lay berth for visiting ships, which may contribute additional revenue to the City, if the activity is successful.
DISCUSSION
Operation of piers for maritime uses requires compliance with U.S. Maritime Security regulations and protocols including response plans for emergency situations like oil spills; these require current plans consistent with regulatory agency approvals. The City’s piers also require daily and weekly inspections for cleaning, and to ensure the functionality of their utility systems as well as identify safety hazards and needed repairs.
BS&Y currently operates a full-service shipyard providing a full range of maritime services at its location at 2900 Main Street, across from Alameda Point. It is uniquely positioned to provide these services because of its prior experience providing them to the City, as well as through its shipyard experience that includes maintaining various docking and berthing facilities.
Consistent with administrative procurement regulations, the City Manager determined this sole source procurement is appropriate in awarding this agreement to BS&Y, based on the specialized nature of the work, the service provider’s expertise and experience and satisfactory services provided to the City by BS&Y at a reasonable cost for more than the past five years.
Compensation for work done under this Agreement, shall not exceed as follows:
• Calendar Year total compensation shall not exceed $110,600 including a 15% contingency and $14,000 for additional clean-up work;
• Calendar Year 25-26 total compensation shall not exceed $96,600 including a 15% contingency;
• Calendar Year 26-27 total compensation shall not exceed $96,600 including a 15% contingency; and
Total three-year compensation shall not exceed $303,800.
Should the term of this Agreement need to be extended, without changing any other provision of the Agreement, as approved by the City Council, staff further requests that City Council grant the City Manager the discretion to do so by amendment without returning to City Council for further approval.
ALTERNATIVES
• Award the agreement as recommended.
• Adjust or modify the service level within the agreement scope.
• Do not award the agreement and provide alternative direction to staff.
FINANCIAL IMPACT
The estimated contract expenses for Alameda Point have been included in the Fiscal Year (FY) 2024-2025 budget for Base Reuse and Economic Development approved by City Council. The funding for the annual extensions of the contract for up to two years, if approved, will be budgeted in the Alameda Point Fund for FY 2025-26 and FY 2026-27, subject to City Council appropriations approval. The contract will not have a financial impact on the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
This project supports the City Strategic Plan priority to Invest in Transportation, Infrastructure, Economic Opportunities & Historic Resources.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required. Additionally, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a one-year agreement with BS&Y in an amount not-to-exceed $110,600, with the option of two one-year extensions, for a total three-year expenditure not-to-exceed $303,800, for Port Management Services for Piers1-3 at Alameda Point.
Respectfully submitted,
Abigail Thorne-Lyman, Base Reuse and Economic Development Director
By,
Alesia Strauch, Base Reuse Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Service Provider Agreement