C2F-Issue RFP Gymnastic Program Instruction Services For Parks And Recreation DeCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Proposals (RFP) For Gymnastic Program Instruction
Services For The Parks And Recreation De artment.
Key Intended Outcome Supported:
Increase satisfaction with recreational programming
Supporting Data (Surveys, Environmental Scan, etc.):
Recreation programs received excellent or good ratings from 85% of residents interviewed in the 2012
Resident Satisfaction Survey.
Item Summary/Recommendation:
The Parks and Recreation Department has been offering gymnastics instruction as part of its
year round curriculum of classes at the Scott Rakow Youth Center. The City of Miami Beach is
seeking proposals from qualified firms, and/or individuals, to provide gymnastic program
instruction services at the Scott Rakow Youth Center.
The Scott Rakow Youth Center offers a variety of programs and activities for the entire
community. It is a place where people of all ages come to have fun, learn a new skill, and spend
time with their families. The Center is home to after school and summer camp programs,
specialty camps, athletic leagues and offers classes in swimming, ice skating, dance, exercise,
gymnastics and much more.
The Scott Rakow Youth Center includes an ice skating rink, gymnasium,
gymnastics/cheerleading room, swimming pool, fitness center, patio, play field, arts and crafts
center, game room, media room, computer lab and a music room.
The gymnastics multipurpose room is approximately 5,004 square feet and is equipped with a
spring exercise floor, uneven bar, vault, mats and balance beams. This multipurpose room was
equipped and programmed as part of the recent renovations to the entire Youth Center facility.
It is the desire of the Parks and Recreation Department to have the successful proposer
coordinate a fall, winter, spring and summer schedule of activities in cooperation with and
approval and supervision of the Department. The goal of programming should be to provide a
well-rounded gymnastics experience for all participants
The final price and terms for the agreement will be negotiated after City Commission approves
authorization to negotiate. The Independent Contractor Agreement or the Professional Services
Agreement shall be for a three (3) year term, with two (2) one-year renewals at the City's option.
The Administration recommends approving the issuance of the RFP.
Financial Information:
Source of Amount Account
Funds: 1
D 2
3
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641.
JLM
MIAMI BEACH 80
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
FROM: Jimmy L. Morales, City Manager
DATE: April17,2013
SUBJECT: Request For Approval To sue A Request For Proposals (RFP) For
Gymnastic Program Instruct on Services For The Parks And Recreation
Department.
ADMINISTRATION RECOMMENDATION
Approve issuance of the RFP.
KEY INTENDED OUTCOME
Increase satisfaction with recreational programs.
Background
The Parks and Recreation Department has been offering gymnastics instruction as part of its year
round curriculum of classes at the Scott Rakow Youth Center. The City of Miami Beach is seeking
proposals from qualified firms, and/or individuals, to provide gymnastic program instruction services
at the Scott Rakow Youth Center, in accordance with the terms, conditions and specifications
contained in the Request for Proposal (RFP).
The Scott Rakow Youth Center offers a variety of programs and activities for the entire community.
It is a place where people of all ages come to have fun, learn a new skill, and spend time with their
families. The Center is home to after school and summer camp programs, specialty camps, athletic
leagues and offers classes in swimming, ice skating, dance, exercise, gymnastics and much more.
The Scott Rakow Youth Center includes an ice skating rink, gymnasium, gymnastics/cheerleading
room, swimming pool, fitness center, patio, play field, arts and crafts center, game room, media
room, computer lab and a music room.
The gymnastics multipurpose room is approximately 5,000 square feet and is equipped with a spring
exercise floor, uneven bar, vault, mats and balance beams. This multipurpose room was equipped
and programmed as part of the recent renovations to the entire Youth Center facility.
CONCLUSION
The Administration recommends that the Mayor and the City Commission authorize the issuance of
a Request for Proposals (RFP) for the gymnastics program instruction services for the Parks and
Recreation Department.
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BE
Solicitation No.:
Requesting Department:
Parks and Recreation
MINIMUM ELIGIBILITY CRITERIA:
Request for
Issuance Approval
Solicitation Title:
Gymnastic Program Instruction Services
Department Contact:
Kevin Smith
The successful proposer and/or Company Principal(s) shall have at a minimum the following:
• USA Gymnastics (USAG) Level 5 Certification
• Certified in the followin : USAG Safe ; CPR/First Aid
SCOPE OF SERVICES:
The goal of programming should be to provide a multi-level and diverse gymnastics experience for all participants. The
Successful Proposer shall coordinate a fall, winter, spring and summer schedule of activities in cooperation with and the
approval of the Parks and Recreation Director, or his/her designee.
Service Requirements
The schedule of activities should at minimum include:
A gymnastics developmental program conducted during the academic school year
A one week or more gymnastics camp conducted during the summer school recess
A gymnastics program that would provide opportunities for competition
A gymnastics program that would meet the needs of those with physical, developmental and/or emotional challenges conducted
by experienced, qualified staff.
Additional programming opportunities are desired, to include:
• Birthday party packages
• Cheerleading instruction
• Open gym
• Holiday events and/or special events
• Parent/toddler programs.
Added Value Programming: The Successful Proposer should include with their program proposal any programs, services, or
amenities that would be in addition to and beyond the above program specifications that will provide an added value to the
program for the participant(s) and/or City. These added value programs, services, or amenities would be in addition to the
standard or traditional programs typically offered and those not requested elsewhere in this RFP.
The Successful Proposer shall be responsible to and report to the Parks and Recreation Director, or his/her designee, regarding
all areas of operation/maintenance of the gymnastics facility.
The Successful Proposer shall be at the site of the gymnastics facility for a minimum of twenty (20) hours per week, during
posted business/office hours, and at all additional times reasonably necessary for the performance of the job responsibilities
specified in the RFP and executed contract.
Use of the gymnastics facility by the successful proposer will be scheduled and reserved according to a submitted
class/performance/camp schedules. Changes to the schedule or additional use requested must be pre-approved by the Parks
and Recreation Director or his/her designee.
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supervise the gymnastics facility, staff and programs during all scheduled/reserved use.
The Successful Proposer will provide a full schedule of activities to include: class/program name, age of participants to be
served, class/program description inclusive of field trip location and date, begin/end time of the class/program and weekly
lesson plan.
The schedule of classes/programs/camps will be submitted by the Successful Proposer upon the request of the Parks and
Recreation Director, or his/her designee. Information submitted will be used for inclusion in the Miami Beach Parks and
Recreation Department's biannual Recreation Review, and posted yearly on the department's website.
All additional marketing materials, including but not limited to, flyers, articles, etc., must be pre-approved by the Parks and
Recreation Director or his/her designee.
The Successful Proposer shall monitor (to include attendance and sign in/outs of all participants and maintenance of equipment)
and supervise the gymnastics operations and the behavior, actions, work, etc., of the Successful Proposer's staff. Additionally,
the Successful Proposer and his/her staff will conduct operations in an orderly, professional manner so as not to annoy, disturb
or be offensive to customers, patrons or others in the immediate vicinity of such operations.
The Successful Proposer shall furnish prompt and efficient service adequate to meet all reasonable demands, including the
establishment of a schedule of services/programs for approval by the Parks and Recreation Director, or his/her designee. Any
changes to a pre-approved schedule of services/programs must be approved by the Parks and Recreation Director, or his/her
designee, prior to implementation.
The Successful Proposer shall inform the Parks and Recreation Director, or his/her designee, of changes regarding the
gymnastics industry in general, rules, regulations, equipment and trends associated with the operation of a recreational
gymnastics program. The Successful Proposer shall make recommendations on appropriate actions and/or changes.
The Successful Proposer, or his/her designee, shall assist the Parks and Recreation Director, or his/her designee, in
recommending gymnastics facility equipment and improvements and improvements to the overall gymnastics operating policies
and procedures at the Scott Rakow Youth Center.
Personnel
The Successful Proposer represents that he/she has, or will secure at his/her own expense, all necessary personnel required to
perform the stated services of this RFP and the executed contract. Such personnel shall NOT be City employees or have any
contractual relationship with the City.
The Successful Proposer, prior to working for the City of Miami Beach must present a complete list of employees including but
not limited to: name, contact phone number, certifications, email address, position held and duties, to the Parks and Recreation
Director, or his/her designee.
All of the services required by this RFP shall be performed by the Successful Proposer and his/her personnel.
Staff employed by the Successful Proposer to perform these services shall be fully qualified and, if required, authorized or
permitted under state and local law to perform such services. The Successful Proposer shall be liable for all work performed by
his/her personnel.
The Successful Proposer and all employees of the Successful Proposer, prior to contact with any/all participants, must submit to
a background check, at no cost to the City, in compliance with local, state and federal laws. The background check shall be
completed by the City of Miami Beach's Human Resource Department at the expense of the Successful Proposer. The City
shall have the right to refuse to allow any potential employee of the Successful Proposer to work on City property when it deems
that their presence on City property is not in the City's best interest.
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Center and the City of Miami Beach.
The Successful Proposer, and employees of the Successful Proposer, shall use neither controlled substance, unless prescribed
by a licensed physician, illegal substances or alcohol. The Successful Proposer and employees of the Successful Proposer,
when on or in City property, will not smoke or use tobacco-related products while engaged in their work.
The Successful Proposer, and employees of the Successful Proposer, shall comply with all applicable local, state and federal
laws, rules, regulations and procedures.
All applicable taxes, fringe benefits and training for all personnel for the performance under the executed contract shall be the
sole responsibility of the Successful Proposer.
Customer Service
The Successful Proposer, and employees of the Successful Proposer, shall, at all times, provide courteous and efficient service
to the citizens of Miami Beach and members and guests of the Gymnastics Center and/or Youth Center.
The Successful Proposer shall monitor, control and supervise the conduct, demeanor and appearance of employees, agents,
representatives, visitors, customers and patrons. Upon objection by the Parks and Recreation Director, or his/her designee,
concerning the conduct, demeanor or appearance of any such person, the Successful Proposer shall immediately take all
necessary steps to correct the course of such objection.
The Successful Proposer and its employees shall, at all times, be prompt in opening the Gymnastics Center for business at the
scheduled time each day.
The responsibilities and duties of the Successful Proposer and staff of the Successful Proposer may include, but are not limited
to, checking class/program/activity rosters for registered participants; monitoring the gymnastics facility during hours of
operation; addressing and controlling inappropriate behavior of patrons and visitors; assisting a patron by providing answers to
questions regarding programs, events, etc.; and, managing the gymnastics facility operation in a pleasant, efficient and effective
manner.
The Successful Proposer and its employees shall, at all times, limit personal activities including visitors, phone calls and
individual conversations. Operations of the gymnastics facility shall be conducted in a business-like manner, at all times.
The Successful Proposer shall be responsible for maintaining CPR, First Aid and AED certifications for him/herself and all its
employees. The Successful Proposer shall provide documentation, on a yearly basis, of current certifications of each staff
member.
The Successful Proposer and employees of the Successful Proposer, in contact with the public, shall perform duties in an
efficient and courteous manner.
The Successful Proposer and its employees shall be distinctively uniformed or appropriately attired so as to be distinguishable
as the Successful Proposer's employee and not as an employee of the Youth Center and/or the City of Miami Beach.
Property
The Successful Proposer shall, at all times, take precautions to avoid any damage or loss of property of the City. The
Successful Proposer agrees to reimburse the City for any gymnastics or facility repairs that are a result of negligence, unsafe,
careless, etc., actions on the part of the Successful Proposer and his/her staff.
The Successful Proposer shall replace or repair to the City's satisfaction any loss or damage at the Successful Proposers
expense.
The Successful Proposer shall adhere at all times to all safety concerns regarding employees and visitors to the facility.
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maintenance of the gymnastics facility.
The Successful Proposer, or his/her designee, shall initiate the scheduled preventative maintenance requirements for upkeep
and/or repair of the gymnastics facility equipment.
INDEPENDENT CONTRACTOR
The Successful Proposer shall remain an independent contractor with respect to all acts and services to be performed by the
Successful Proposer as detailed in this RFP. The executed Contract shall not render the Successful Proposer as an agent,
partner, representative or employee of the City for any purposes whatsoever, nor authorize the Successful Proposer to contract
or assume any liabilities in the name of the City. The City shall not be liable for any wages or salaries of any representative,
assistant or employee of the Successful Proposer, nor for any debts, liabilities, nor any other obligations of the Successful
Proposer.
The Successful Proposer, as an independent contractor, is not entitled to any City employee fringe benefit such as vacation,
sick leave, insurance, etc.
The Successful Proposer shall contract exclusively with the City of Miami Beach and no other club or organization without the
written approval of the Parks and Recreation Director, or his/her designee. The Successful Proposer shall provide make his
work schedule to the Parks and Recreation Director or his/her designee.
The Successful Proposer and/or its employees shall not conduct any business or activity not specifically authorized by this RFP,
unless approved by the Parks and Recreation Director and/or City Manager, when required. If approved, the business or activity
shall not interfere in any manner with the use of the public area or infringe upon the normal method of operations of any other
parties authorized to be in the center.
The Successful Proposer shall not purchase any merchandise or consignment in the name of the City or Youth Center nor shall
the Successful Proposer incur any debt in the name of the City or the Youth Center. The Successful Proposer shall not suffer or
permit any mechanics lien to be filed against the premises or the leasehold estate hereby created or any part thereof by reason
of work, labor services, or materials supplied or claimed to have been supplied to the Successful Proposer or any sublease or
suffer or permit any other lien to attach to the premises or any part thereof of the leasehold estate hereby created.
PROGRAM REGISTRATION AND PAYMENT
All attendees participating in an authorized program, activity or camp, as outlined in this RFP, must be registered with and make
payment to the City of Miami Beach.
All program, camp and/or activity registrations for participation in an authorized program as agreed to by the Parks and
Recreation Director, or his/her designee, and the Successful Proposer, in compliance with the requirements of this RFP, shall
be made to, and only to, the City of Miami Beach Scott Rakow Youth Center registration desk located in the Scott Rakow Youth
Center or the City's online registration and payment system.
Ticket sales for performances conducted in compliance with the requirements of this RFP shall be made to, and only to, the City
of Miami Beach paid at the Scott Rakow Youth Center registration desk located in the Scott Rakow Youth Center or the City's
online registration and payment system.
The term "gross revenue" shall include all monies received from all related Gymnastics services provided by the Successful
Proposer. Payment will be calculated based on monies collected at the Scott Rakow Youth Center registration desk. The City
shall make remittance on a per session/semester basis. Payment will be made no later than the thirty (30) days from the end of
the session/semester. Payment to the Successful Proposer may be delayed pending submittal of required and/or requested
documentation of class participation.
The Successful Proposer agrees to establish an effective inventory system, keep accurate books and records in accordance
with recognized accounting procedures and to keep and preserve all such complete and true records in the City of Miami Beach
for a period of two (2) years following the end of each contract year. All such books and records maintained by the Gymnastics
Director shall be available for ins ection b the Cit or its a ents without notice.
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FEE SCHEDULE
The City is interested in a revenue sharing fee schedule. The City would be responsible for taking registrations, fees and
advertising. The proposer should, as part of this proposal, offer the City a percentage of each registrant fee with the remainder
going to the Successful Proposer, to pay for the instructors, travel, and additional equipment and for proposer's profit.
Successful Proposer proposes to pay the City the following, if awarded the contract:
_ % of gross revenue to the City _% of gross revenue to Contractor
EVALUATION CRITERIA'
Criteria Sections Points
Proposer Qualifications 25
Scope of Services Proposed 25
Approach & Methodology 25
Financial Pro osal 25 ~----------------~~----------------~ Maximum Points
*After Evaluation Comm1ttee has completed 1ts rev1ew of proposals, the"="P-ro-cu-re_m_e-nt-=D.,-iv,--is-ion_w_,l,-11 a-dc-:d-,.th-e-po"""ln-ts-:f~or-:-lo-c--:al-a-nd~v...,et,-er-an-:-'s ___ ___,
preference in accordance with the applicable ordinance.
nt: -Revenue
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