City Council
Report
City Council Meeting: June 28, 2022
Agenda Item: 5.G
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To: Mayor and City Council
From: Andy Agle, Director, Community Services Department, Community Recreation
Subject: Award Request for Proposal and Enter into Agreements for Recreational Community Classes and Camps
Recommended Action
Staff recommends that the City Council:
1. Award RFP #305 to Santa Monica Baseball Academy, Super Soccer Stars, Sarah Marsh, and Skateside, LLC for operating specialty recreational classes and camps for the Community Services Department;
2. Authorize the City Manager to negotiate and execute an agreement with Santa Monica Baseball Academy in an amount not to exceed $300,000 (for one year, with two additional one-year renewal option(s) in the amount of $300,000, on the same terms and conditions) for a total amount not to exceed $900,000 over a three-year period, with future-year funding contingent on Council budget approval;
3. Authorize the City Manager to negotiate and execute an agreement with Super Soccer Stars in an amount not to exceed $250,000 (for one year, with two additional one-year renewal option(s) in the amount of $250,000, on the same terms and conditions) for a total amount not to exceed $750,000 over a threeyear period;
4. Authorize the City Manager to negotiate and execute an agreement with Sarah Marsh in an amount not to exceed $200,000 (for one year, with two additional one-year renewal option(s) in the amount of $200,000, on the same terms and conditions) for a total amount not to exceed $600,000 over a three-year period, with future-year funding contingent on Council budget approval; and
5. Authorize the City Manager to negotiate and execute an agreement with Skateside, LLC in an amount not to exceed $200,000 (for one year, with two additional one-year renewal option(s) in the amount of $200,000, on the same terms and conditions) for a total amount not to exceed $600,000 over a threeyear period, with future-year funding contingent on Council budget approval.
Summary
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The Community Services Department’s (CSD) Community Recreation Division offers recreational camps and classes for youth and adults through its Community Classes and Camps Program. The program uses independent contractors to conduct recreational classes and camps in visual arts, music, dance, language arts, sports, theater arts, science and engineering, parent and me, and yoga.
Following a formal competitive selection process, staff recommends that the City enter into multi-year agreements with:
• Santa Monica Baseball Academy (Bidder 1) to teach youth baseball and softball classes and camps,
• Super Soccer Stars (Bidder 2) to conduct soccer classes and camps, • Sarah Marsh (Bidder 3) to conduct youth dance and performance art classes and camps and
• Skateside, LLC (Bidder 4) to teach youth skateboarding classes and camps.
The baseball/softball, youth dance and performance, skate and instructional soccer classes are among the most popular classes and have seen a growth in participation.
Discussion
CSD contracts with various individuals and businesses to conduct a full range of community classes and camps. Contractors are selected from those who participate in a competitive Request for Proposals process. Staff selects a cadre of contract instructors that are diverse and balanced to provide the community with a wide range of recreational opportunities. Enhanced marketing and communication strategies have been implemented to increase participation in community classes and camps. Given the strong demand for classes and camps provided by the four recommended contractors, staff anticipates that each agreement will exceed the $250,000 threshold that requires Council authorization.
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Vendor Selection
RECOMMEND A CONSULTANT
Bidder Recommendation
Best Qualified
Person/Firm
Best Qualified Vendor or Firm
Evaluation Criteria Training/credentials/experience, competence/skill, capacity/ability to perform services promptly, sufficiency of financial/other resources, character/reputation, ability to provide future services as needed and price.
Municipal Code SMMC 2.24.190
RFPs Received
Santa Monica Baseball
Academy
Skateside, LLC. Super Soccer Stars Sarah Marsh
RFP Data
Posted On Posted On Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
01/06/2022 City's Online
Bidding Site
Santa Monica Daily Press 77 01/06/2022
Justification to Award
The four bidders are recommended due to their previous experience working with the City, their ability to deliver quality programming in the areas of teaching baseball/softball, soccer, skateboarding, and youth dance, their compliance with all City specifications, and fair pricing. Based on the criteria and the criteria in SMMC 2.24.190, Santa Monica Baseball Academy, Super Soccer Stars, Skateside, LLC. and Sarah Marsh are recommended as the best qualified persons or firms to provide recreational classes and camps for the Community Classes and Camps program.
Financial Impacts and Budget Actions
Staff seeks authority to award agreements to Santa Monica Baseball Academy, Super Soccer Stars, Skateside, LLC., and Sarah Marsh to conduct recreational classes and camps. A negotiated percentage of revenues from each class is paid to the City in order 4 of 4
to offset City costs and have already been included in the Proposed Budget. Futureyear funding is contingent on Council budget approval.
Community Services Agreement
Company
FY 2022-23
Budget Request
Amount
Future Years’
Budget
Amount Account #
Total Contract
Amount
Santa Monica
Baseball Academy
$300,000 $600,000 01400017.550010 $900,000
Super Soccer Stars $250,000 $500,000 01400017.550010 $750,000 Sarah Marsh $200,000 $400,000 01400017.550010 $600,000
Skateside, LLC $250,000 $500,000 01400021.550010 $750,000 Prepared By: Jeanette Gant, Community Recreation Manager Approved Forwarded to Council
Attachments:
A. Oaks Initiative 2022 Santa Monica Baseball Academy
B. Oaks Initiative 2022 The Skateside
C. Oaks Initiative 2022 Super Soccer Stars
D. Oaks Initiative 2022 Marsh-Chiba Sarah