SR-10-23-2012-3FID
City of City Council
Santa monies'
City Council Meeting: October 23, 2012
Agenda Item: 3F
To: Mayor and City Council
From: Karen Ginsberg, Director, Community and Cultural Services
Subject: Instructor Agreements Exceeding $100,000
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute Community Recreation instructor agreements for the following list of vendors,
each of which will exceed the contract threshold of $100,000 over the three fiscal years
of FY 2010 -2013:
• Health Edutainment Corporation — Sports related classes and camps
• Richard Goldenson — Tennis classes and camps
• Irene D'Arcus — Tennis classes
• Sarah Marsh — Youth dance classes and camps
• Anna Flynn - Youth education /recreation classes and camps
Executive Summary
The Community and Cultural Services Department issues RFP's for prospective
independent contractors to conduct classes and camps in a variety of recreational
fields. Contractors work in the Community Recreation Division's Community Classes
Program. Staff recommends continuing to contract with the listed instructors. Council
approval is sought at this time as the listed contractors will exceed the $100,000
purchasing threshold during the fiscal year 2012 -13.
Discussion
The Community and Cultural Services Department conducts recreational classes for the
benefit of Santa Monica residents as well as non - residents. Classes are held at various
parks throughout the City. In reviewing contracts for the current fiscal year of 2012 -13,
City staff found that the following listed contractors will exceed $100,000 in cumulative
contract payments from the City over the three — fiscal year period of 2010 — 2013 and
Council approval is needed to make cumulative purchases over this amount.
• Health Edutainment Corporation — Sports related classes and camps
FY 2012 -13 Total $83,500, Cumulative Total $251,390
• Richard Goldenson - Tennis classes and camps
FY 2012 -13 Total $44,000, Cumulative Total $132,484
• Irene D'Arcus — Tennis classes and camps
FY 2012 -13 Total $35,000; Cumulative Total $105,969
• Sarah Marsh — Youth dance classes and camps
FY 2012 -13 Total $34,000, Cumulative Total $103,263
• Anna Flynn — Youth education /recreation classes and camps
FY 2012 -13 Total $38,000, Cumulative Total $114,272
These independent contractors are all current instructors who are finishing their 3 -year
contract term. A RFP will be issued in the winter of 2012 for the next 3 -year term
covering fiscal years 2013 -2016.
Contractor /Consultant Selection
The Community Recreation Division issued an RFP for class and camp instructors in
November, 2009 for fiscal year 2010 -11 with an option to renew for two consecutive one
year periods. The RFP was posted on the Community Recreation Division's webpage,
posted on the City's online bidding website and mailed to an interest list of current and
potential instructors. Health Edutainment Corporation, Richard Goldenson, Irene
D'Arcus, Sarah Marsh, and Anna Flynn were selected as a result of this competitive
process. All of the independent instructors listed have a high level of expertise in their
fields and are long standing instructors in the City's Classes and Camps program. Each
has strong ties to the community and has successfully increased the popularity of their
classes over the course of their time with the City.
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Financial Impacts & Budget Actions
The total of the contracts to be extended to Health Edutainment Corp., Richard
Goldenson, Irene D'Arcus, Sarah Marsh and Anna Flynn is $193,106. Funds are
available in the FY 2012 -13 budget in division 5443. The contracts will be charged to
account 015443.555010.
Prepared by: Kathy LePrevost, Manager, Community Recreation Division
Approved:
3
Forwarded to Council:
Rod Gould
City Manager
Reference Agreement
Nos. 9654 (CCS) through
9658 (CCS) .