sr-042809-1fCity Council Meeting: April 28, 2009
Agenda Item: ~-~
To: Mayor and City Council
From: Barbara Stinchfield, Community and Cultural Services Director
Subject: Request for Authorization to Negotiate and Execute Agreements with Surf
Academy, Inc., and Socceropolis for Specialty Camps and Classes
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with Surf Academy, for a total amount not to exceed $260,000
for Fiscal Year 2009-10 and with Socceropolis, for a total amount not to exceed
$207,000 for Fiscal Year 2009-10.
Executive Summary
In order to offer a continuum of recreational services to help meet the City's Active
Living goal, the Department of Community and Cultural Services contracts with various
independent 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 conducted by the contractors.
The contractor receives a percentage of each registration fee collected by the City to
conduct the activities. Following a competitive selection process, Surf Academy and
Socceropolis are the two contractors being recommended. SurF Academy will conduct
youth surf camps, and 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 fee is allocated
to the contractor and 20% to the City. The fees charged will offset the contract
expenses and in addition, will also generate approximately $130,000 in General Fund
revenue.
This contract needs to be approved in advance of the budget process to prepare the
summer program, but is subject to approval in the 09/10 budget.
1
Background
The Department of Community and Cultural Services 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 whose payments will exceed $100,000 are required to receive City Council
approval prior to the execution of the contract.
On January 22, 2008, City 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 surf camps and. all surfing instruction
for compensation must be authorized by the City of Santa Monica. In order to receive
City authorization and become a City contractor, interested parties are required to
respond to an RFP. In addition, contractors for other City classes and programs, such
as specialty youth sports camps, go through a similar process to ensure equity and
balance in the City's contracted programs.
Discussion
Contractor/Consultant Selection
Youth Surf Instruction and Surf/Sand Camps: In November 2008, the City conducted a
Request for Proposals process, soliciting proposals for surfing instruction and youth surf
and sand camps for compensation on Santa Monica State Beach for fiscal year
2009/2010. A total of seven proposals were received, thoroughly reviewed and
evaluated by a review committee comprised of representatives from the Community and
Cultural Services Department (Community Programs Division and Human Services
Division) and the Community Maintenance Department. Surf Academy is being
recommended due to its high quality instruction; a demonstrated understanding of the
needs of the Santa Monica community; a commitment to providing a unique and high
quality surfing experience; an understanding of and commitment to ensuring the utmost
in beach and water safety and the safety of all students in the program; an emphasis on
2
important aspects of the beach. such as ecology, conservation, beach and surfing
etiquette; the ability to finance and sustain the proposed surfing programs; and its
proven track record with municipalities including Santa Monica, Huntington Beach and
Los Angeles. Of the seven proposals received and evaluated, Surf Academy was the
most affordable and offered a comprehensive menu of surfing activities for all ages.
Surf Academy also has the ability to offer surf lessons to the City's financial assistance
participants at no additional charge as well as to participants of Rosie's Girls, Camp
Santa Monica and Sports Experience.
Non-Surf Specialty Youth Camps: In December 2008, the City also conducted a
Request for Proposals process for operation of the City's non-surf specialty youth
summer camps and youth and adult classes for fiscal year 2009/2010. Twelve youth
camp proposals were received, thoroughly reviewed and evaluated. Socceropolis was
selected due to its high quality instruction, popularity with residents, willingness to serve
financial assistance participants, plus a proven track record with the City. Socceropolis
demonstrated relevant and engaging curriculum while ensuring participant safety;
clearly articulated its program goals and objectives; provided a detailed camp
description; demonstrated the ability to work with challenging situations with participants
from behavioral to the learning challenged; and demonstrated camp accessibility for
participants with a disability.
In addition to Socceropolis, the Department has also selected other providers of non-
surf specialty classes and camps to conduct activities during fiscal year 2009/2010,
however they fall under the threshold requiring City Council authorization.
Public Outreach
Requests for Proposals for camps and classes were publicized on the City's website, in
Seascape; and with various local newspapers including the Santa Monica Daily Press
and the Argonaut.
3
Information about these camps and classes will be published in Seascape, the City's
summer youth camps and classes brochure, community class fliers and the City of
Santa Monica website. Participants may register on-line, by mail or fax or at various
City recreational facilities.
Financial Impact and Budget Actions
During Fiscal Year 2009-10, the annual payment to Surf Academy for camps and
classes is expected to be approximately $260,000 with offsetting revenue to the City's
General Fund of $334,000. Annual payments to Socceropolis are expected to be
approximately $207,000 with offsetting revenue of $262,000. The City's Proposed
Budget for FY 2009-2010 includes all related revenue (account #401310) and
expenditure (account #01544.566260) appropriations.
Prepared by:
Kathy LePrevost, Community Programs Manager
Approved: Forwarded to Council:
Barbara Stinchfield ~ " P.,Ca ont Ewell
Director, Community and Cultural Cit anager
Services Department
4