SR 06-26-2018 3R
City Council
Report
City Council Meeting: June 26, 2018
Agenda Item: 3.R
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To: Mayor and City Council
From: Karen Ginsberg, Director, Community & Cultural Services
Subject: First Modifications to Contract # 4193 with Super Soccer Stars and # 4154
with Diana Albarracin for Specialty Recreation Classes and Camps
Recommended Action
Staff Recommends that the City Council
1) Authorize the City Manager to negotiate and execute a first modification to
agreement #4154 in the amount of $75,573 with Diana Albarracin a California-
based company, for recreational services. This will result in a 2 year amended
agreement with a new total amount not to exceed $250,573 with future year
funding contingent on Council budget approval; and,
2) Authorize the City Manager to negotiate and execute a first modification to
agreement #4193 in the amount of $209,259 with Super Soccer Stars
Corporation a California-based company, for recreational services. This will result
in a 2 year amended agreement with a new total amount not to exceed $384,259
with future year funding contingent on Council budget approval.
Executive Summary
The Community and Cultural Services Department’s (CCS) Community Recreation
Division offers recreational camps and classes for youth and adults through its
Community Classes and Camps Program. This program utilizes independent
contractors to conduct recreational classes and camps in visual arts, music, dance,
language arts, sports, theater arts, science and engineering, parent and me, and yoga.
Each contractor has negotiated a percentage of revenues from the classes they conduct
on behalf of the Community and Cultural Services Department. Following an informal
competitive selection process, the City of Santa Monica entered into agreement #4154
with Diana Albarracin to teach youth Spanish language classes and agreement #4193
with Super Soccer Stars to conduct soccer classes and camps. Given the unexpectedly
strong demand for these programs, staff seeks approval to modify these two
agreements to increase the amount for services rendered and for services through the
end of the summer.
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Discussion
CCS 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 contract
instructors that are diverse and balanced to provide the community with a wide range of
recreational opportunities. Both Spanish language and instructional soccer classes have
seen a growth in popularity. The Community and Cultural Services Department
enhanced marketing and communication efforts this year in an effort to increase
participation in community classes and camps.
The Department issued an informal Request for Proposal in December 2015 for
independent contractors who would provide recreational services beginning July 1,
2016 through June 30, 2017 with two additional one (1) year options to renew. The RFP
was posted on the City’s on-line bidding site in accordance with City Charter and
Municipal Code provisions for informal bidding procedures. Responses to the proposals
were reviewed by a selection panel of staff from the Community Recreation and Human
Services Divisions of the Community and Cultural Services Department. All proposals
were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, and compliance with City requirements. Diana Albarracin
and Super Soccer Stars were both recommended by the selection panel and were
chosen to develop and implement programming on behalf of the Community Classes
and Camps Program. Contracts were awarded under the authority of the City Manager
and had a not to exceed amount of $175,000 each. Future RFP postings will be
conducted on the City’s on-line bidding site in accordance with the City Charter and
Municipal Code and follow all formal bidding procedures.
During FY 16/17 Diana Albarracin conducted classes for 614 participants. For the FY
17/18 to date, Albarracin conducted classes for 648 participants. To allow Albarracin to
provide services through the end of the summer, staff recommends increasing the total
compensation by $75,573, for a total amount not to exceed $250,573.
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For FY 16/17, Super Soccer Stars conducted classes for 1,680 participants. For FY
17/18 to date Super Soccer Stars conducted classes for 1,991 participants. To allow
Super Soccer Stars to complete services through the end of the summer, staff
recommends increasing the amount by $209,259 for a total amount not to exceed
$384,259.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Diana Albarracin Corporation is $75,573,
for an amended agreement total not to exceed $250,573. Funds are available in the FY
2017/18 budget in the Community and Cultural Services Department. The agreement
will be charged to account 015443.555010. Future year funding is contingent on
Council budget approval.
The agreement modification to be awarded to Super Soccer Stars Corporation is
$209,259, for an amended agreement total not to exceed $384,259. Funds are
available in the FY 2017/18 budget in the Community and Cultural Services
Department. The agreement will be charged to account 015443.555010. Future year
funding is contingent on Council budget approval.
Prepared By: Danny Price, Principal Community Services Supervisor
Approved
Forwarded to Council
Attachments:
A. Oaks Forms: Albarracin and Super Soccer Stars
REFERENCE:
Agreement No. 10711
(CCS)
&
Agreement No. 10712
(CCS)