CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: {{section.name}} Account Number: 18-6110 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: May 20, 2024
SUBJECT:
Summer Children’s and Youth Theater Program – Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with Bay Area Educational Theater Company to provide children’s and youth theater programs during the summer camp programing from June 16, 2024 through August 31, 2025 in an amount not to exceed $254,000; and authorize the Director of Parks and Recreation to execute the agreement and approve change orders up to $25,000 in substantially the form presented.
BACKGROUND:
Bay Area Educational Theater Company (ETC) is a local non-profit organization that provides youth educational and production theater experiences. Established in 1996, they have provided summer theater programs for San Mateo Parks and Recreation Department for 20+ years. They provide quality experiences and productions and have developed a loyal following of families.
San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to award contracts that are in the City’s best interest using alternative purchasing procedures. This is a negotiated contract based upon the ETC’s instructional abilities, expertise in the subject field, and marketability to potential patrons, thus qualifying this contract to be awarded using alternative purchasing procedures.
Payment terms include two items. First is the core part of the contract, which calls for 70% of the course fee proceeds to be paid to ETC, excluding a $10.00 per patron administrative fee. This is in the range of typical recreation instructional services in San Mateo and surrounding agencies. Second, an additional materials fee is charged to registrants, and 100% of this is paid to ETC to cover their direct costs for materials.
BUDGET IMPACT:
It is anticipated that gross revenues will be approximately $175,000 per year including material fees. Payments to ETC will be approximately $127,000, resulting in net revenue to the City of approximately $48,000.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
CITY OF SAN MATEO
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ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Tracy Brumett, Interim Community Services Section Manager [email protected]
(650) 522-7443