CITY COUNCIL STAFF REPORT
Meeting: June 18, 2024
Subject
Approve a First Amendment with Dan Gertmenian to provide educational classes and educational events for a total not-to-exceed amount of $879,348 and extending the contract date to August 31, 2025.
Recommended Action
Authorize the City Manager to execute a First Amendment with Dan Gertmenian, increasing the amount by $106,305 for a total contract amount not to exceed $879,348 and extending the term of the agreement to August 31, 2025.
Reasons for Recommendation
Background
The City began offering Math Olympiads, Math Olympiads Honors, Math Olympiad Accelerated, Chess, Math Themed Events, Chess Events, Information Nights, Trial Math Classes, Optional Participant Events, Parent-Child Math Olympiad Classes, AMC-8 Preparatory Classes programs through Dan Gertmenian at the Creekside Park Building in Fall 2021 through an agreement executed and authorized by City Council on June 15, 2021.
The contract terms include a 65/35 split on revenue collected for in-person classes and camps with the contractor receiving 65% of the revenue and the City receiving 35% of the revenue. Dan Gertmenian administers the program including hiring and training instructors and providing all class and camp materials. The City provides the facility, registration, and a listing in the recreation class schedule. Offering specialty recreation classes and programs through negotiated contracts such as these are an industry standard and occur commonly in surrounding cities such as Campbell, Sunnyvale, Santa Clara, and Mountain View.
Dan Gertmenian continues to build and establish a positive reputation for this youth age program. Participation has steadily and consistently increased. As with all classes and programs offered through the Parks and Recreation Department, an increase in registration reflects greater community interest in the offerings and results in increased revenue for the City. Increasing this contract will allow the Math Olympiads classes and programs to continue to be offered through August 2025 and continue to produce revenue for the City. The Amendment also provides time for Staff to develop a procedure for instructional contracts to align with the City’s recently revised purchasing policy.
Sustainability Impact
No sustainability impacts.
Fiscal Impact
The City currently has an agreement with Dan Gertmenian to provide Educational Classes Events. The programs are run through G/L account 580-62-613 Youth and Teen Recreation. The extended term of the contract will cover programmatic costs and estimates through August 31, 2025.
Fiscal Year
Total Revenue
Total Contractor Payments
City Net Revenue
2022 Actuals
$156,172.51
$101,512.13
$54,660.38
2023 Actuals
$291,328.08
$189,363.25
$101,964.83
2024 Projected
$421,089.23
$273,708.00
$147,381.23
2025 Projected
$484,252.62
$314,764.20
$169,488.42
Totals
$1,352,842.43
$879,347.58
$473,494.85
California Environmental Quality Act
Not applicable.
Prepared by: Sonya Lee, Recreation Manager
Robert Kaufman, Recreation Coordinator
Reviewed by: Rachelle Sander, Director of Parks and Recreation Greg Card, CPPO, Purchasing Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Dan Gertmenian Agreement
B – Draft First Amendment