City of Santa Monica Community and Cultural Services Department

City of Santa Monica Community and Cultural Services Department Human Services Division Childcare * Recreation * Enrichment * Sports * Together CREST Enrichment 2008-2009 REQUEST FOR PROPOSAL Release Date April 15, 2008 The City of Santa Monica’s CREST Enrichment Program is seeking qualified businesses or individuals to submit proposals to conduct before- and after-school enrichment classes for students in grades K-8 at Santa Monica public schools during the 2008-2009 school year. OVERVIEW CREST is a partnership between the City of Santa Monica and the Santa Monica-Malibu Unified School District (SMMUSD) that provides a comprehensive range of on-site before- and afterschool program options. CREST is committed to delivering high quality programming that meets the unique interests and developmental needs of elementary and middle school children who go to a SMMUSD public school and/or reside in Santa Monica. The CREST Enrichment Program gives students access to a wide range of fun, interesting and affordable classes which are not offered during the regular school day, onsite at selected SMMUSD elementary and middle schools (classes offered may vary by school site and session). ELIGIBILITY Interested and experienced businesses or individuals who can comply with City submission and contract requirements are invited to present proposals for fun and educational curriculum and instruction. The City’s contract requirements must be complete prior to the commencement of the first class. 1) Proof of Commercial General Liability Insurance for $1,000,000 per occurrence against claims arising out of services performed under the contract (purchase of policy is also available through the City); 1 2) If you or your company has employees, proof of Workers Compensation Insurance OR if you or your company does not have employees, endorsement of the City of Santa Monica’s Workers Compensation Coverage Exemption Declaration Form; 3) Fingerprinting annually with the Santa Monica Police Department for all personnel who will be working directly with participants (prior to the first day of class); 4) Purchase of a City of Santa Monica business license; and 5) Attendance at orientation/training for CREST Enrichment contractors, cost to be covered by contractor. SCOPE OF SERVICES Proposals are being sought for fall, winter, and spring sessions. Enrichment classes meet for one (1) hour once a week for eight (8) weeks each session beginning in September 2008. Under the direction of a professional instructor, students will enhance their school day curriculum and explore their passions, as well as discover new ones, by experiencing innovative, creative, and hands-on methodology to expand their knowledge of various subjects in the categories of movement, music, art, drama, and specialty classes, such as computer literacy, language, science, chess, etc. SUBMISSION REQUIREMENTS Businesses and individuals must demonstrate their ability to provide the highest level of relevant and engaging curriculum and instruction in their area of expertise for students in grades K through 8 while ensuring participant security and safety. Responses to this request should adhere to the format set forth below. Type the section heading before responding to the instructions that follow. Proposals will not be accepted if any of the requested information below is incomplete. You may be asked to provide more, detailed information at a later date. Please be concise. SECTION I: COVER LETTER (Not to exceed 1 page) • Include your name, the name of your company if applicable, and contact information. • Indicate your interest in and qualifications for providing Enrichment classes for students in grades K through 8 in your area of expertise. • Include your and/or your company’s experience and history, years in business, locations, cost of classes and participation levels over the last 3 years, including number of classes offered and number of participants served. SECTION II: LIST OF PERSONNEL Provide a resume for each key staff with background information on their qualifications, including education, training, and experience in providing class assistance or instruction (Each individual’s resume should not exceed 1 page). SECTION III: EDUCATION NARRATIVE (Not to exceed 1 page) • Describe your philosophy, policy, and approach in handling behavior and learning challenges as it relates to participants, highlighting disciplinary style and actions. 2 • • • • Explain your ability to adapt your classes for participants with physical, cognitive, sensory, mental, or other disabilities. Describe your ability to ensure participant security and safety, including your process for monitoring the pick-up and drop-off of participants to and from classes. Include staffing structure for classes with preferred adult/child ratios and participant capacity per class. Indicate if you are able to offer simultaneous classes at multiple sites. Indicate the type, location, and size of facility or space you need to conduct classes. SECTION IV: ANNUAL SCHEDULE OF CLASSES (Not to exceed 1 page) Provide a schedule of classes that you can offer for the complete school year, organized by session. More than one subject/class or the same class may be offered each session, as long as the projects and activities vary and advance each session. If you are interested in offering class(es) but not every session, please note this in your annual schedule. Include the skill(s) and grade level(s) for each class. SECTION V: WEEKLY LESSON PLAN(S) Provide a lesson plan for each class with a week-by-week syllabus detailing the curriculum. Describe objective(s), structure, methodology, modification for developmental appropriateness and expectations of participants. SECTION VI: COST SUMMARY (Not to exceed 1 page) Itemize your fees per participant per session, including additional materials charges if applicable. SECTION VII: REFERENCES (Not to exceed 1 page) Provide 3 references who can attest to your capabilities in working with others, particularly with students in grades K-8, and your overall professionalism. Include their name, title, address, phone number(s), locations where they have previously enrolled and participated in your class(es) or worked with you. SECTION VIII: SUPPLEMENTARY MATERIALS (Optional) Submit past marketing materials, such as brochures, video, DVD, class photographs, etc. Photocopies are acceptable. Please note, supplementary materials can not be returned. SUBMISSION DEADLINE The initial deadline for proposals is Friday, May 16, 2008 by 5 PM. However, the Request for Proposals will remain open indefinitely and new businesses and individuals will be contracted on an as-needed basis. Materials may be hand delivered, mailed or emailed (please note that faxed submissions will not be accepted) to: CREST Enrichment RFP 2008-09 Attention: Yin Yoon City of Santa Monica Youth Office Christine Emerson Reed Park 1133 7th Street Santa Monica, CA 90403 3 SELECTION GUIDELINES The City’s policy is to screen businesses and individuals based upon their proposal and reference checks. Applicants will be notified of the status of their proposal via letter or phone call by the end of July 2008. The City of Santa Monica has the sole authority to select any number of qualified businesses or individuals to conduct before- and after-school classes with the CREST Enrichment Program and reserves the right to reject any and all proposals. By submitting a response to this Request for Proposal, candidates waive the right to protest or seek legal remedies whatsoever regarding any aspect of the Request for Proposal. In addition, the City reserves the right to issue written notice to participating businesses or individuals of any changes in the proposal submission schedule or requirements should the City determine at its sole and absolute discretion that such changes are necessary. Receipt of any proposals pursuant to this Request for Proposal shall not constitute any implied intent to enter into a contract to conduct before- and after-school classes with the CREST Enrichment Program. CONTACT INFORMATION For more information on CREST, its programs, and previously offered Enrichment classes, please visit www.CREST.SMGOV.NET. If you have additional questions regarding this Request for Proposal, please contact Yin Yoon, Community Services Program Supervisor, at (310) 458-8930 or yin.yoon@smgov.net. 4