SR 06-25-2019 3L
City Council
Report
City Council Meeting: June 25, 2019
Agenda Item: 3.L
1 of 3
To: Mayor and City Council
From: Karen Ginsberg, Director, Community & Cultural Services
Subject: Award Recreational Community Classes and Camps
Recommended Action
Staff recommends that the City Council:
1. Award RFP #201 to Diana Albarracin, a California based independent contractor,
Super Soccer Stars, a New York based company, and Sarah Marsh a California
based independent contractor for operating specialty recreational classes and
camps for the Community and Cultural Services Department;
2. Authorize the City Manager to negotiate and execute an agreement with Diana
Albarracin in an amount not to exceed $150,000 (for one year, with 2 -additional
1-year renewal option(s) in the amount of $150,000, on the same terms and
conditions) for a total amount not to exceed $450,000 over a 3-year period, with
future year funding contingent on Council budget approval;
3. Authorize the City Manager to negotiate and execute an agreement with Super
Soccer Stars in an amount not to exceed $250,000 (for one year, with 2 -
additional 1-year renewal option(s) in the amount of $250,000, on the same
terms and conditions) for a total amount not to exceed $750,000 over a 3 -year
period; and
4. Authorize the City Manager to negotiate and execute an agreement with Sarah
Marsh in an amount not to exceed $125,000 (for one year, with 2-additional 1-
year renewal option(s) in the amount of $125,000, on the same terms and
conditions) for a total amount not to exceed $375,000 over a 3 -year period, with
future year funding contingent on Council budget approval.
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 a formal
2 of 3
competitive selection process, staff recommends that the City enter into multi-year
agreements with Diana Albarracin (Bidder 1) to teach youth Spanish language classes,
with Super Soccer Stars (Bidder 2) to conduct soccer classes and camps and with
Sarah Marsh (Bidder 3) to conduct youth dance and performance classes and camps.
The Spanish language, youth dance and performance and instructional soccer classes
are among the most popular classes and have seen a growth in participation.
Discussion
CCS contracts with various individuals and businesses to conduct a full range of
community classes and camps. The Community Classes and Camps Program falls into
the City’s framework outcome of Health and sub outcome of Physical Health.
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.
Enhanced marketing and communication strategies have been implemented to increase
participation in community classes and camps. Given the strong demand for these three
classes, staff anticipates that over time each agreement will exceed the $250,000
threshold, therefore staff is seeking Council authorization.
Vendor Selection
RFP Data
RFP
Posting
Date
RFP Posted
On
RFP Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
11/13/2018 City's Online
Bidding Site
Santa Monica
Daily Press 77 5 12/05/2018
RFPs Received Selection Criteria
Diana Albarracin
Municipal
Code
SMMC 2.24.073
Super Soccer Stars Evaluation
Criteria
Training/credentials/experience,
competence/skill, ability to perform services
promptly, sufficiency of financial/other
resources, character/reputation, and price.
Sarah Marsh
Justification to Award
3 of 3
These three bidders are recommended due to their previous experience working with
the City of Santa Monica, their ability to deliver quality programming in the areas of
teaching Spanish, soccer classes and youth dance , their compliance with all City of
Santa Monica specifications and fair pricing. Based on these criteria and the criteria in
SMMC 2.24.073, Diana Albarracin, Super Soccer Stars and Sarah Marsh are
recommended as the best qualified person or firm to provide recreational classes and
camps for the Community Classes and Camps program.
Financial Impacts and Budget Actions
Staff seeks authority to award agreements to Diana Albarracin, Super Soccer Stars and
Sarah Marsh to conduct recreational classes and camps.
Community and Cultural Services Agreement
Company Request Amount FY 2019-20 Budget
Account #
Total Contract
Amount
Diana Albarracin $150,000 01400017.550010 $450,000
Super Soccer Stars $250,000
01400017.550010 $750,000
Sarah Marsh $125,000 01400017.550010 $375,000
Future year funding is contingent on Council budget approval.
Prepared By: Danny Price, Principal Community Services Supervisor
Approved
Forwarded to Council
Attachments:
A. Diana Albarracin Oaks 2019
B. Super Soccer Stars Oaks 2019
C. Sarah Marsh Oaks 2019
REFERENCE:
Contract No. 10866 - 10868
(CCS)