SR-04-09-2013-3ECity Council Meeting: April 9, 2013
Agenda Item: 3,) E'
To: Mayor and City Council
From: Karen Ginsberg, Community and Cultural Services Director
Subject: Agreement with Socceropolis for Specialty Camps and Classes
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contractual services agreement with Socceropolis, a California based
company, for a total amount not to exceed $150,000 to conduct youth soccer classes
and camps.
This contract is for one year with an option to renew for two additional, one year terms.
Future funding is contingent upon Council approval.
Executive Summary
The City contracts with various independent business entities to provide an array of
recreational, cultural, sports, and fitness camps and classes for the public. City staff
handles class registration, publicity and oversight of these activities with instruction
conducted by the contractors. Following a competitive selection process, Socceropolis
is recommended as a contract instructor for FY 2013 -14 to conduct youth soccer camps
and classes.
These camps and classes are fee -based with registration revenue anticipated to be
$187,500. The contractor would receive approximately $150,000 (80 %) and the City
would retain the remaining $37,500 (20 %).
Discussion
The Department of Community and Cultural Services 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 programs that are diverse and balanced to provide the
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community with a wide range of recreational opportunities. Socceropolis conducts
instructional soccer classes and camps for youth participants and has a large following
in the community. City staff handles class registration, publicity and oversight of these
activities with instruction conducted by the contractor. The contractor receives a
percentage of each registration fee collected by the City to conduct the activities.
Vendor Selection
In January 2013, the City published Notices Inviting Bids for operation of the City's
specialty youth summer camps and youth and adult classes for FY2013 -14. The bid
was posted on the City's on -line bidding site, on the City's website and mailed to an
interest list of current and prospective contractors in accordance with City Charter and
Municipal Code provisions. Six youth soccer proposals were received, reviewed and
evaluated. Bids were evaluated based on price, quality of class /camp offering,
contractor experience and history and viability of the program. Based on these criteria,
Socceropolis is being recommended as the best bidder 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 a
relevant and engaging curriculum while ensuring participant safety; clearly articulated its
program goals and objectives; provided a detailed camp description; demonstrated
camp accessibility for participants with special needs. Camps would be offered during
school breaks with classes offered the remainder of the year.
A selection committee comprised of Community and Cultural Services staff reviewed
the proposals and recommended Socceropolis to conduct soccer camps and classes.
Public Outreach
Information about camps and classes would be published in Seascape, through the
City's Active Santa Monica initiative, email blasts, social media, community class fliers,
and the City of Santa Monica website. Participants may register on -line, by mail, or at
various City recreational facilities.
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Financial Impact and Budget Actions
The contractual services agreement to be awarded to Socceropolis is for an amount not
to exceed $150,000. Staff projects receiving $187,500 in revenue related to the
agreement in account 015443.401310. Funds have been included in the proposed FY
2013 -15 budget in division 015443. The agreement will be charged to account
015443.555010. Budget authority for subsequent years will be requested in each
budget for council approval. Future funding is contingent upon Council approval and
budget adoption.
Prepared by: Kathy LePrevost, Community Recreation Manager
roved:
A
Karen Ginsbe
Director, Community and u ural
Services Department
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9723(CCS)