SR-20080422-1G~_
~;~Yot City Council Report
Santa Monica
City Council Meeting: April 22, 2008
Agenda Item: r
To: Mayor and City Council
From: Barbara Stinchfield, Community and Cultural Services Director
Subject: Request for Authorization to Negotiate and Execute an Agreement with
SurFAcademy, Inc., and Socceropolis for Specialty Camps and Classes
Recommended Action
Staff recommends that the City:
1) Authorize the City Manager to negotiate and execute an agreement with Surf
Academy, for a total not to exceed $233,000 for fiscal year 2008-09.
2) Authorize the City Manager to negotiate and execute an agreement with
Socceropolis, for a total not to exceed $154,000 for fiscal year 2008-09.
Executive Summary
In order to offer a continuum of recreational services to help meet the City's Active
Living goal, the Department contracts with various independent and business entities to
provide an array of recreational, cultural, sports, and fitness camps and classes to the
public. The City staff handles registration, publicity and oversight of these activities with
actual instruction and leadership conducted by the contractors. As in prior years, the
contractor receives a percentage of each registration fee collected to conduct the
activities. Surf Academy will conduct youth camps, youth and adult surf lessons; and
Socceropolis will conduct youth soccer camps and classes.
These camps and classes are fee based and 80% of each registration is allocated to
the contractor and 20% to the city. The fees charged will offset the expenses and in
addition, will also generate approximately $108,200 in revenue for the city.
Background
The Department contracts with various entities to provide a full .range of community
camps and classes. Contractors are selected from those who participate in a
competitive Request for Proposals (RFP) process. Those contractors who will exceed
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$100,000 in city payments are required to receive Council approval prior to the
execution of the contract.
On January 22, 2008, Council amended the City's Municipal Code sections regarding
surfing instruction and group beach and water activities. Pursuant to revised ordinance
sections 4.08.025 and 4.08.060, youth camps and all. surfing instruction for
compensation must be authorized by the City of Santa Monica. In order to receive City
authorization, interested parties were required to submit a Request for Proposal to be
authorized as a City or Independent Provider. Surf Academy participated in this
competitive process and was selected as one of the City Providers.
Discussion
In 2002, the City of Santa Monica first contracted with Surf Academy to offer surf camps
through its Community Classes program. During summer 2002, 382 youth ages eight to
eighteen years old participated. The program was expanded in summer 2003, adding a
body boarding camp for young children and surf lessons for youth and adults. The
attendance increased dramatically over the next several years with nearly 600 youth
and 170 adults participating in the various Surf Academy offerings during fiscal year
2007-08. Approximately thirty eight youth that were enrolled in the city's financial
assistance program participated in two weeks of camp. In addition, Surf Academy
conducted approximately 110 surf lessons for youth participating in other City camps
and programs such as Rosie's Girls, Camp Santa Monica, Sports Experience and
Police Activities League at no additional cost to the City or participants.
Through the Department's Community Classes Program, the City has contracted with
Soccceropolis to conduct youth soccer classes and camps for many years. As with Surf
Academy, the popularity of these activities has grown over the years necessitating
program expansion. During fiscal year 2007-08, participation levels were 306
participants in camps and 637 in classes. Fiscal year 2008-09 participation levels are
anticipated to be nearly 400 in camps and 700 in classes.
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Contractor/Consultant Selection
In December 2007, the City conducted a Request for Proposals, soliciting proposals for
operation of the City's non-surf specialty youth summer camps for fiscal year
2008/2009. A total of eleven proposals were received, thoroughly reviewed and
evaluated. Socceropolis was selected due to its high quality instruction, popularity with
residents, and willingness to serve financial assistance participants, plus a proven track
record with the City.
In February 2008, the City conducted a Request for Proposals, soliciting proposals for
authorization to conduct surfing instruction and surf and sand camps for compensation
on Santa Monica State Beach for fiscal year 2008/2009. A total of eleven proposals
were received, thoroughly reviewed and evaluated for City Providers. Surf Academy
successfully met all the requirements set forth in the Request for Proposals. Surf
Academy was selected due to its high quality instruction, ability to offer surf lessons to
in-house camp participants and financial assistance participants at no additional charge,
and its proven track record with the City. As a City Provider, Surf Academy has the
capacity to offer a selection of affordable programs that are accessible to all members
of the public. Of the eleven proposals received and evaluated for City Providers, Surf
Academy was the most affordable and offered a comprehensive menu of surfing
activities for alf ages. In addition to youth camps, Surf Academy offers youth group
lessons and adult classes.
Public Outreach
Requests for Proposals for camps and classes were publicized on the city's website, in
the Seascape, and with various local newspapers.
The soccer, surf and beach camps and classes will be published in Seascape, the
summer youth camps and classes brochure, community classes fliers and the City of
Santa Monica website. Participants may register on-line, mail-in, fax-in or walk-in.
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Budget/Financial Impact (REQUIRED)
During fiscal year 2008-09, the annual payment to Surf Academy for camps and classes
is expected to near $233,000 with offsetting revenue of nearly $300,200. Annual
payments to Socceropolis are expected to near $154,000 with offsetting revenue of
nearly $195,000. The Department's proposed budget for 2008-09 includes all revenue
(account #401310) and expenditure (account #01544.566260) appropriations for the
Community Classes offerings including surf camps and classes.
Prepared by:
Kathy LePrevost, Community Programs Manager
Approved:
Barbara Stinchfield
Director, Community & Cultural Services
Forwarded to Council:
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Reference Contract
Nos. 8920 (CCS)
and 8921 (CCS).