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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 1 $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. 2 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. 3 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: 4 Reference Contract Nos. 8920 (CCS) and 8921 (CCS).