City Council members have questioned why a proposed five-year contract with the YMCA of the Pikes Peak Region to operate city-owned pools wasn’t put out to bid.

The answer: It wasn’t required.

The city’s procurement policy allows sole-source contracts, Laura Neumann, Mayor Steve Bach’s chief of staff, said Thursday.

Not only that, but the YMCA is a longtime community partner with a proven track record of operating recreational facilities and swimming pools successfully, she said.

“It was just one of those unique circumstances that we felt comfortable in letting them be the sole source provider unless their bid came back and it wasn’t competitive,” she said. “If it wasn’t competitive, then we would have certainly needed to look at other options.”

Neumann said the city followed contracting rules as outlined in a January 2010 memo to former City Manager Penelope Culbreth-Graft and former Fire Chief Steve Cox, who is now the mayor’s chief of economic vitality and innovation.

Former Parks Director Paul Butcher wrote the memo when the city wanted to enter into negotiations with the Colorado Springs Swim School to operate the Aquatics and Fitness Center at Memorial Park and the Wilson Ranch and Portal outdoor pools.

Under the city’s contracting rules, the procurement services manager can determine “use of a sole source to be in the best interest of the City based on unusual or clear and compelling urgency,” the memo states.

“We simply followed that same process this time around,” Neumann said.

The proposed agreement with the YMCA calls for the YMCA to operate the Aquatics and Fitness Center and the Wilson Ranch and Portal pools. The YMCA would also operate Cottonwood Creek Recreation Center, Monument Valley Pool and Prospect Lake beach, a manmade beach at Memorial Park.

The council will receive a formal presentation on the proposed contract Monday. The council is being asked to approve the proposed agreement on first reading on Tuesday and then on second and final reading two weeks later.

The proposed agreement states that the city will subsidize the YMCA for any year-end shortfall “to the point of a break-even status” and that the subsidy for 2012 is “estimated at no more than $632,350,” city documents state.

Dan Dummermuth, president and CEO of the local YMCA, said he was excited about the “potential opportunity” to open the aquatics facilities and recreation centers to the public.

“One of our charges is to ease the burden of government,” he said.

“This is a perfect example of where we feel the YMCA can come in and operate these facilities in a way in which is going to be very efficient and also provide quality programming and a safe, fun environment for kids and families and, really, people of all ages and interests and abilities,” he said.

Swimmers try to beat the heat Thursday, June 16, 2011, at the Wilson Ranch Community Pool in the Rockrimmon area. Photo by CHRISTIAN MURDOCK, THE GAZETTE FILE