1996-1105_BOYS & GIRLS CLUB OF CAPISTRANO VALLEY_G2a_Agenda Report V
AGENDA ITEM November 5, 1996
TO: George Scarborough, City Manager
FROM: Al King,Jr., Community Services Director
SUBJECT: Consideration of Specifications and Authorization to Receive Bids for the
Afterschool Recreation and Teen Programs
RECOMMENDATION:
By motion, approve the specifications, and authorize staff to receive bids for conducting the
Afterschool Recreation and Teen Programs.
SITUATION:
Background:
The City of San Juan Capistrano Community Services Department has been conducting afterschool
recreation programs and teen programs since 1992. The afterschool-recreation program has been
conducted in the Capistrano Villas and Village San Juan,with the teen program being conducted at
the Village San Juan clubhouse.
Three important factors contributed to the need to reevaluate the afterschool recreation and teen
programs with regards to their overall effectiveness. Factor#1 was the establishment of a Boys and
Girls Club program and facility in San Juan Capistrano, striving to serve the same age group
population as the City's afterschool recreation and teen programs. Factor#2 was the high cost per
participant and the decline of homeowner association financial support to conduct the programs.
Factor #3 was the development of a Wednesday afterschool sports program, started at San Juan
School during the school year 1995-96,that was very successful in attracting a significant number
of program participants compared to the afterschool recreation programs conducted in Village San
Juan and the Capistrano Villas.
As a result of worksessions conducted with the San Juan Capistrano City Council in March,April,
and June, 1996,the Community Services Department was directed to evaluate alternate ways for
conducting the afterschool recreation and teen programs. The alternatives needed to increase the
number of program participants,substantially reduce program cost per participant,reduce possibility
of programming duplication by other providers and, finally, to evaluate the feasibility of
restructuring the program by transferring the afterschool recreation program and teen activities to
another program provider.In response to this direction, staff recommended to the City Council,and
received approval at the June 4, 1996 City Council meeting,to utilize a request for proposal process
FOR CITY COUNCIL AGES'-7,.
Agenda Item -2- November 5, 1996
providing organizations an opportunity to submit proposals for conducting afterschool recreation and
teen club programs for the community.
Community Services staff has spent the summer and early fall months developing the attached
specifications and request for proposal documents. Community Services Manager Karen Crocker
and Recreation Coordinator Maricella Moreno are to be commended, along with members of the
afterschool recreation and teen club program staff who have assisted in developing this very
comprehensive and thorough request for proposal package.
The proposal provides for three alternatives associated with providing the afterschool recreation
program. These include Alternative A, for conducting programs at existing sites (San Juan
Elementary School and Village San Juan); Alternative B, which would be to provide afterschool
recreation programs at Ambuehl,Del Obispo,and San Juan Elementary schools;and Alternative C,
where the contractor has the option to identify other locations for conducting and providing an
afterschool recreation program. The proposal for teen club programs provides for two alternatives,
with Alternative A conducting the teen program at the existing site, which is Village San Juan
clubhouse every Friday evening from 6:30-9:30 pm, and Alternative B, with the contractor
identifying other locations where the program can be conducted.
Staff recommends that proposals be received until December 2, 1996, 5:00 pm, and that results be
presented to the Parks,Recreation and Equestrian Commission at their December 16, 1996 meeting
and then forwarded to City Council for consideration at the December 17, 1996 Council meeting.
If a contract is awarded, staff would recommend a start date of January 13, 1997.
Residents who have been a significant part of our afterschool recreation and teen programs have
expressed concern regarding the future of the programs as well as the credibility and accountability
of whomever the new provider may be. To assist the Community Services Department in the
evaluation of proposals received, staff is recommending the development of a review committee
comprised of school representatives,representatives from the San Juan Task Force,and concerned
parents. Utilizing the request for proposal process will provide the City with the best available
information regarding potential program providers and program costs to assist in evaluating the most
effective way for conducting and providing the afterschool recreation and teen programs for the
future.
COMMISSION/BOARD REVIEW,RECOMMENDATION:
The Parks,Recreation and Equestrian Commission reviewed the proposal at their October 21, 1996
meeting and recommended unanimous support for its approval by the City Council.
FINANCIAL CONSIDERATIONS:
The Community Services Department currently has$64,770 approved in the FY 1996-97 budget for
the afterschool recreation and teen club programs. Of this amount, $2,733 is allocated for full-time
salaries and benefits(Community Services Director,Community Services Manager,Administrative
Assistant),and$14,596 is allocated for part-time salary and benefits for the Recreation Coordinator.
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Agenda Item -3- November 5, 1996
NOTIFICATION:
Tony and Orrie Brown Jim Williams
San Juan Task Force Boys&Girls Club of Capistrano Valley,Inc.
c/o Community Counseling Center 31371 El Camino Real
27514 Calle Arroyo San Juan Capistrano, CA 92675
San Juan Capistrano, CA 92675
Deb Stasewski
Alva Lefevre,President South Coast YMCA
San Juan Task Force 26971 Spring Street
c/o Community Counseling Center San Juan Capistrano, CA 92675
27514 Calle Arroyo
San Juan Capistrano, CA 92675 Cheryl Spetrino,Principal
Harold Ambuehl Elementary School
Ed Nunez 28001 San Juan Creek Road
San Juan Elementary School PTA San Juan Capistrano, CA 92675
31642 El Camino Real
San Juan Capistrano, CA 92675 Dr. Shirley Martin, Principal
Del Obispo Elementary School
Aida Nunez,Principal 25591 Camino del Avion
San Juan Elementary School San Juan Capistrano, CA 92675
31642 E1 Camino Real
San Juan Capistrano, CA 92675
ALTERNATE ACTIONS:
1. Approve the specifications,and authorize staff to receive bids for conducting the Afterschool
Recreation and Teen Programs.
2. Request additional information from staff, and continue this item.
RECOMMENDATION:
By motion, approve the specifications, and authorize staff to receive bids for conducting the
Afterschool Recreation and Teen Programs.
Respectfully submitted,
6ze If:e/
Al King,Jr.
Community Services Director
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CITY OF SAN JUAN CAPISTRANO
COMMUNITY SERVICES DEPARTMENT
ANNOUNCES
REQUEST FOR PROPOSAL
FOR PROVIDING
YOUTH AND TEEN RECREATION PROGRAMS
FOR
THE CITY OF SAN JUAN CAPISTRANO
PROPOSAL DUE BY
Monday, December 2, 1996
5:00 PM
CITY OF SAN JUAN CAPISTRANO
YOUTH AND TEEN RECREATION PROGRAMS
REQUEST FOR PROPOSALS
Table of Contents
I. General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
A. Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. Background Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
II. Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
III. Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
IV. Scope of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
A. Afterschool Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
B. Teen Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
V. Facility Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
VI. Evaluation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
VII. Accident/Incident Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
VIII. Inspection of Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
IX. Employees/Subcontractors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
X. Employee Training/Background Checks/Physical . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
XI. Staff/Child Ratio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
XII. Independent Contractor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
XIII. Insurance and Indemnification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
XIV. Term of Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
XV. Retention of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
XVI. Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
XVII. Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
J
Table of Contents (Cont'd).
XVIII. Proposal Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
XIX. Criteria for Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
XX. Proposed Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
EXHIBIT 1: CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR
YOUTH AFTERSCHOOL RECREATION PROGRAMS . . . . . . . . . . . . . . . . . . 9
EXHIBIT 2: CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR
TEEN RECREATION PROGRAMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
EXHIBIT 3: STATEMENT OF UNDERSTANDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
V
I. General Information
A. Objectives
The City of San Juan Capistrano is seeking to select a contractor with a successful
background in providing recreation programs for the youth and middle school
population. Contract services will include afterschool programs for youth ages
kindergarten through fifth grades and weekly activities for middle school age youth
in grades 6 through 8. Program objectives are to provide quality programs while
being cost effective,maximizing the number of participants and non-duplication of
existing programs in the community.
B. Background Information
The City of San Juan Capistrano Community Services Department has been
conducting afterschool programs for the youth in the communities of Village San
Juan and the Capistrano Villas since January 1992. The existing afterschool program
is a drop-in recreation program which operates Monday through Friday immediately
after school for a two-hour duration. Hours of operation are modified to
accommodate minimum days and holiday school schedules. Program sites are San
Juan Elementary School and Village San Juan clubhouse, which is located in the
community of Village San Juan.Afterschool activities include sports,arts and crafts,
games,holiday events and enrichment programs.
The teen program has also been in existence since September 1992. It began as a
Junior Leader Program,which had monthly meetings in the Lacouague Building at
the Old Fire Station Recreation Complex. In January of 1993, the program was
relocated to the Village San Juan Clubhouse and renamed Village San Juan Teen
Club. The program expanded from its once-a-month meeting to every Friday from
6:30-9:30 pm.Activities include arts&crafts, sports,excursions,dances,games and
kidsitting, along with volunteering for community events. The program offers
participants an opportunity to interact with local teens, an opportunity to improve
self-esteem and be involved in the club's decision-making process. The program is
committed to giving teens a comfortable, safe environment in a positive alternative
program.
Currently, there are three (3) C.U.S.D. public elementary school sites and one (1)
C.U.S.D. public middle school located within the City limits. There are
approximately 948 students enrolled at Ambuehl Elementary School, 765 students
enrolled at Del Obispo Elementary School, 981 students enrolled at San Juan
Elementary School,and 1,350 students enrolled at Marco Forster Middle School.
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II. Budget
Proposals submitted by contractors will include total expenses to operate both the afterschool
and teen program, which will include a budget breakdown. The budget breakdown will
include,but not be limited to,number of staff,salaries and benefits,equipment,supplies and
advertisement expenses. (Exhibits 1 and 2).
Included in the proposal will be any dollar amount the contractor will need from the City of
San Juan Capistrano to conduct the afterschool and teen programs.
III. Equipment
The City owns the following equipment used for the current youth and teen recreation
programs:board games and sports equipment(footballs,basketballs, soccer balls,bats and
rubber bases). These items would be available for use by the selected contractor.
IV. Scope of Work
A. Afterschool Programs
The City of San Juan Capistrano has identified three(3)separate alternatives for the
afterschool programs.The contractor may select one(1)alternative to bid for service,
or submit proposals for all three (3) alternatives.
All alternatives shall consist of,but not be limited to,the following:
• Provide a quality afterschool program for boys and girls ages 6-12.
• The program is to be held Monday-Friday, immediately after school for a
minimum of two hours each day; hours of operation to be modified to
minimum day and holiday and school schedules.
• The afterschool program should contain,but not be limited to,the following
activities: quiet and active games, individual and organized sports, arts &
crafts,cooking,performing arts,special events,holiday activities,excursions
and tutoring.
• Through enrichment activities, the following objectives should be
incorporated:to build self-esteem,scholastic aptitude,conflict resolution,and
life skills.
• Advertise the program activities through media releases and the distribution
of flyers throughout the schools.
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• Provide a monthly calendar of daily and special activities to participants.
• Provide alternative program activities during inclement weather.
• Keep records of daily attendance for each site.
• All participants need to have a release of liability/waiver form on file.
• Provide and fund transportation to and from local attractions and events.
Alternative"A"
The contractor will provide afterschool programs at the existing sites,which are San
Juan Elementary School and Village San Juan.
Alternative"B"
The contractor will provide afterschool programs at Ambuehl, Del Obispo and San
Juan Elementary Schools.
Alternative"C"
The contractor will provide afterschool programs at other location(s)which will be
identified in the proposal. The proposal will also need to identify how the children
will obtain services throughout the geographic areas of the City.
B. Teen Programs
The City of San Juan Capistrano has identified two (2)separate alternatives for the
teen program. The contractor may select one (1) alternative to bid for service or
submit proposals for both alternatives.
Both alternatives should consist of, but not be limited to,the following:
• Provide quality recreation programs for teens in grades 6 through 8.
• The program is to be held at a minimum of every Friday evening from
6:30 pm-9:30 pm.
• Program activities should contain, but not be limited to, the following
activities: excursions, dances, board games, community volunteer
opportunities, cooking, and art projects.
• A monthly calendar of activities will be generated and distributed at least one
week prior to the end of the previous calendar month.
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• Keep records of weekly attendance.
• All participants need to have a release of liability/waiver form on file.
• Provide and fund transportation to and from local attractions and events.
• Incentive programs will be implemented for recognition of volunteer hours
and/or scholastic improvement.
• Guest speakers to be scheduled once a month. Topics to include teen related
issues such as makeup, wardrobe, sports figures, life skills, conflict
resolution,mediation,tolerance,self-esteem building,etc. Subjects not to be
included are sex education or related topics and religion.
Alternative"A"
The contractor will provide a teen program at the existing site,which is at Village
San Juan clubhouse every Friday evening from 6:30-9:30 pm.
Alternative"B"
The contractor will provide a teen program at other location(s) which will be
identified in the proposal.The proposal will also need to identify how the teens will
obtain services throughout the geographic areas of the City.
V. Facility Use
Neither the City nor the contractor shall charge any facility cost or fee to the other party for
use of the facilities specified under this Agreement. Each party to this Agreement shall be
responsible for maintenance of its own facilities. Contractor agrees that no recreational or
community services programs may be offered under this Agreement which disrupt the
educational program on any facility. The contractor will be responsible for securing the
Capistrano Unified School District facilities for program sites.
VI. Evaluation Reports
Contractor shall provide the City with monthly reports in a format containing participant
attendance and activities.
VII. Accident/Incident Reports
Contractor shall report to the City any accident or incident requiring emergency response
during the program. Official reports must be completed and submitted to the City within
twenty-four (24) hours of the occurrence, Monday through Friday, and the following
Monday if occurrence is Friday night through Sunday.
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VIII. Inspection of Records
City may review and inspect contractor's accounting records related to the Agreement.
IX. Employees/Subcontractors
A listing of employees and/or subcontractors must accompany the bid; City must be notified
immediately in writing of any changes of subcontractors or employees.
X. Employee Training ackground Checks/Physical
All employees of contractor will be required to have a background check through references,
past employment history, and fingerprinting, as well as a pre-employment physical which
includes tuberculosis test,prior to the employee working at a program under the Agreement.
Contractor will be responsible for costs incurred by background checks, fingerprinting, and
pre-employment physical.The contractor will provide the City with clearance documentation
within 48 hours of employee start date.
City reserves the right to reject the services of any employee of Contractor who fails the
background check or pre-employment physical.
Contractor is to provide ongoing training and a minimum of quarterly training sessions
regarding recreational programs and youth development.All employees are required to have
first aid and CPR training.
XI. Staff/Child Ratio
Pursuant to Section 18290 of Title 5 of the California Code of Regulations,there should be
an adult-child ratio of 1:14. Compliance with this ratio shall be determined based on actual
attendance.
XII. Independent Contractor
Contractor shall be deemed at all times as an independent contractor,not an employee of the
City.
XIII. Insurance and Indemnification
Contractor shall submit to the City:
• A certificate of general liability insurance naming the City as additional insured in
the amount of$1,000,000 per occurrence;
• A liability endorsement form with reference to the above-listed liability insurance;
• Proof of workers' compensation insurance for all employees;
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• Comprehensive automobile liability coverage for owned, hired and non-owned
vehicles in the amount of$1,000,000 package coverage including bodily injury,
property damage and uninsured motorist.
Contractor shall indemnify, defend, and hold harmless the City and its officers and
employees against all liabilities or claims of liability or loss(including reasonable attorney's
fees,related costs and expenses)because of death,personal injury or property damage arising
or resulting from the fault or negligence of contractor in its operations under this Agreement.
XIV. Term of Agreement
One year.A one-year extension can be granted upon mutual agreement of the parties without
further action by City or contractor,if there has been no breach of contract. City reserves the
right to terminate all services of contractor at any time upon sixty(60) days written notice,
or immediately upon breach of the Agreement.
XV. Retention of Funds
City may withhold payment to contractor to compensate City for any loss, cost, liability or
damage suffered by City due to default of contractor in the performance of services required.
XVI. Refunds
In the event contractor collects membership or program fees from participants,it shall be the
responsibility of the contractor to refund such fees for services not rendered. The City is
entitled to collect damages due to default of contractor in the performance of services
required.
XVII. Conflict of Interest
Contractor must certify that to the best of its knowledge,no City employee or office of any
public agency interest has any pecuniary interest in the contractor's business and that no
person associated with contractor has any interest that would conflict in any manner with the
performance of duties specified as a part of this project. Contractor represents that it
presently has no interest and shall not acquire any interest, direct or indirect, which could
conflict in any manner or degree with the faithful performance of this project.
XVIII. Proposal Format
The following is a list of items that must be included as a minimum within the submitted
proposal:
1. Description and verification of proposer's organization. Include verification of
nonprofit status, if applicable.
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V
,
2. Organizational chart with staff salary ranges and benefit costs for each position to
provide these programs.
3. Qualifications of each member of the program team,their amount of involvement in
the programs, and their experience working together as a team, as well as specific
examples of their experience relative to these types of programs. Include your
agency's overall experience relative to these types of programs.
4. List references and examples of similar services and programs provided.
5. Provide in complete detail your policies and procedures for administering
background checks and pre-employment physicals on all potential employees and
volunteers, including your processes for complying with any state or federal laws
regarding fingerprinting.
6. Proposed program timelines. Indicate schedules for publicity, staffing, purchasing
supplies,communication process with City,methods for publicity,and evaluation of
each program.
7. Provide specific detailed program information for both afterschool youth and teen
programs. Information may include, but not be limited to: activities, monthly
calendars, and marketing strategy.
8. Completed proposed annual budget for both afterschool (Exhibit 1) and teen
programs (Exhibit 2). If submitting administrative costs, they must be listed and
clearly defined.
9. A dollar amount needed from the City to conduct the afterschool and teen programs.
10. Letter of commitment from an insurance company with a current A.M. Best's rating
of no less than "A," demonstrating that the required insurance coverage is in
compliance with Section XIII, Insurance.
11. Completed Statement of Understanding(Exhibit 3).
XIX. Criteria for Selection
1. Award of bid shall not be based solely upon the lowest-submitted proposal price.
Proposals will be evaluated and rated on the vendor's past and current technical
abilities to perform the specific tasks outlined in the RFP.
2. Qualifications and relative experience of the specific individuals who will be
significantly involved in the programs.
3. Demonstrated record of success by the contractor.
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4. Degree of responsiveness with regard to the contractor addressing the items listed in
the RFP.
5. Final determination and awarding of bid shall be based upon a combination of the bid
amount,the contractor's rating in relation to the City's qualifications,the quality of
sample programs submitted, and the bidder possessing a satisfactory and reliable
performance history.
XX. Proposed Schedule
Description Date/Location
Proposal Due by 5:00 pm Monday,December 2, 1996
City Clerk's Office
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Interviews Wednesday,December 4, 1996 (tentative)
City Hall Council Chambers
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Parks, Recreation&Equestrian Monday,December 16, 1996 (tentative)
Commission recommendation of
Contractor
City Council authorization of Contractor Tuesday,December 17, 1996 (tentative)
Contractor begins Monday,January 13, 1997 (tentative)
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EXHIBIT 1
CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR
YOUTH AFTERSCHOOL RECREATION PROGRAMS
CONTRACTOR:
(Name)
ADMINISTRATION(Please sperm)
TOTAL COST-ADMINISTRATION $
SCOPE OF WORK
Alternative A
Site Director( Staff @$ /Hr. x Hrs/Wk. x Wks) $
Rec Leader( Staff @$ /Hr. x Hrs/Wk. x Wks) $
Supplies-Crafts( Children x $ /Wk. x Wks) $
Supplies-Games/Equipment($ /Site) $
Supplies-Office,First Aid,Uniforms($ /Site) $
Promotion $
Other(please specify) $
TOTAL COST-ALTERNATIVE A $
Alternative B
Site Director( Staff @$ /Hr. x Hrs/Wk. x Wks) $
Rec Leader( Staff @$---__JHr. x Hrs/Wk. x Wks) $
Supplies-Crafts( Children x $ /Wk. x Wks) $
Supplies-Games/Equipment($ /Site) $
Supplies-Office,First Aid,Uniforms($ /Site) $
Promotion $
Other(please specify) $
TOTAL COST-ALTERNATIVE B $
Alternative C
Site Director( Staff @$ /Hr. x Hrs/Wk. x Wks) $
Rec Leader( Staff @$ /Hr. x Hrs/Wk. x Wks) $
Supplies-Crafts( Children x $ /Wk. x Wks) $
Supplies-Games/Equipment($ /Site) $
Supplies-Office,First Aid,Uniforms($ /Site) $
Promotion $
Other(please specify) $
TOTAL COST-ALTERNATIVE C $
TOTAL COST-AFTERSCHOOL PROGRAM $
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EXHIBIT 2
CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR
TEEN RECREATION PROGRAMS
CONTRACTOR:
(Name)
ADMINISTRATION(Please specifX)
TOTAL COST-ADMINISTRATION $
SCOPE OF WORK
Alternative A
Site Director( Staff @$ /Hr, x Hrs. x Dances) $
Rec Leader( Staff @$ /Hr. x Hrs. x Dances) $
Benefits $
Supplies-games,equipment,etc. $
DJ Rental( x Dances) $
Promotion( x Dances) $
Guest Speakers $
Other(please specify) $
TOTAL COST-ALTERNATIVE A $
Alternative B
Site Director( Staff @$ /Hr. x Hrs. x Dances) $
Rec Leader( Staff @$ /Hr. x Hrs. x Dances) $
Benefits $
Supplies-games,equipment,etc. $
DJ Rental( x Dances) $
Promotion( x Dances) $
Guest Speakers $
Other(please specify) $
TOTAL COST-ALTERNATIVE B $
TOTAL COST-TEEN PROGRAM $
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EXHIBIT 3
STATEMENT OF UNDERSTANDING
Please complete and submit this STATEMENT OF UNDERSTANDING with the appropriate
signatures.
I, the proposer, have read and understand in its entirety the Request for Proposal and its
accompanying documents to provide Youth Afterschool and Teen recreation programs for the City
of San Juan Capistrano. I am familiar with the terms and conditions specified in these documents,
and I am hereby submitting the following proposal with the intent of acquiring an agreement to
provide Youth Afterschool and Teen recreation programs for the City of San Juan Capistrano.
Signature
Print Name and Title
Proposer's Business Entity
Signature
Print Name and Title
Proposer's Business Entity
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B YS AND G1113"IS C
OF CAPISTRANO VALLEY, INC.
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City of San Juan Capistrano
Community Services Department
Proposal for providing Youth Programs for:
San Juan Elementary (BGCCV), Village San Juan, Del Obispo Elementary,
Ambuehl Elementary, and N/larco Forster Middle School.
Boniii GIFUS cam
OF CAMSTRANO VALLEY,iNC.
31371 El Camino Rea{
San,Tuan Capistrano
California 92875
(714)240-7898
(714)240-7308 Fax
December 2, 1996
Officers
Ken Friess,Ph.D.
President
Lee Buser
Mr. Al King Second Vice President
Community Service Director Thrift Shoppe Director
Carl Schoonover,C.P,A,
City of San Jum—i Capistrano Treasurer
32400 Paseo Adelanto Dee Leif
San Juan Capistrano, CA 02675 Secretary
Jeanne Workman
Past President
SUBJECT: RFP, Youth and Teen Recreation ]Programs
Board of Directors
Dear Mr. King: Dan CCrawforde
Karen Crocker
Harry Finigan'
The Boys and Girls club of Capistrano Valley is pleased to be Tony Forster
ess
considered for participation in the bidding process to provide Rick Galindo 1 P � P P Art Galindo
after school recreation and teen programs for the youth of Bea Hetrick
Ronna Kelly
San Juan Capistrano. AI King
Tom Larimore
Bili McNames
1 am confident that enclosed proposal provides an increase in Katie McNames
safe, supervised activities for our kids and more value for our Patrick Morse
Janice Pal
taxpayers' dolLws. Ted Rosene dot
Al Simmons
Sincerely,, Advisory Board
Pat Bathgate
William Bathgate
Arthur B.Birtcher
Jim Dunmyer
Liz Elliott
J e L. Wil iasis Stephanie Grani
Wyatt Hari
xec five Director Anthony R.Moiso
Assemblymen Bill Morrow
JLW:Ir Carol Paulsen
Dick Paulsen
Beth Rohe
Bob Rohe
Elaine Sorgatz
Executive Director
Cal.Jim Williams,USMC(Ret.)
�p y<{ 2 losofruo �¢ce�on /Lc�i-. 'Past President
EXECUTIVE SUMMARY
The enclosed proposal responds to Alternative "C" in
the RFP, expanding on the City's current programs by
adding afterschool programs at Ambuehl, Del Obispo,
and Marco Forster Middle School.
The Proposal is "phased" to complement school
schedules, city budget cycles and the ability of the
Boys and Girls Club to smoothly accommodate
program and staff expansions.
PHASE I
Beginning January 13, 1997, the Boys & Girls Club takes
over the three programs currently offered by the City.
PHASE Il
Beginning April 7, 1997, the BGC begins a 50-day
introductory/test site program at Del Obispo
Elementary School. Program Costs would be
underwritten by the Club. The purpose is to provide the
Club with "off-site" management experience utilizing
C.U.S.D. staff and facilities.
PHASE III
Beginning September 1997, will continue the programs
implemented in Phase I and will be prepared to
expand programs to Ambuehl, and Del Obispo
Elementary Schools, and a Teen Program at Marco
Forster Middle School. Implementations would require
funding in the City's FY 97-98 budget.
BOYS AND GIRLS CLUB
OF CAPISTRANO VALLEY, INC,
The Boys & Girls ORGANIZATION DESCRIPTION
Clubs of America is a
federation of some
1,800 local Boys & Boys & Girls Club of Capistrano Valley
Girls Clubs serving 2.4 has been providing a safe place for young
million boys and girls people, since 1992, It is a part of a
ages 6-18 nationwide affiliation of over 1 ,800
autonomous clubs under the guidances of
Boys & Girls Clubs of America, Inc„ head-
quartered in Atlanta, Georgia.
Local control is exercised by a 25-
person Board of Directors responsible for
determining Club policies and assurance
of financial support. Paid staff includes an
executive director, two full-time trained
program staffers, an office manager and
an administrative/program assistant, The
staff is augmented by a volunteer
coordinator and 25 program volunteers,
Boys & Girls Clubs of PHASE DETAILS
America was
recognizecl by Fortune PHASE I
Magazine as one of The three current programs offered by the
"America's best run City of San Juan Capistrano will be incorporated
charities," the only into the Boys & Girls Club existing program to begin
national youth service as per the (AFP request on January 13, 1997.
organization among
the top ten listed. The . Afterschool Program at San Juan
Elementary School is to be relocated to the Boys &
Girls Club facility. Program time would be increased
by nearly 60%. To do this the Boys & Girls Club
would hire one part-time program staff (15 hours a
week) and use more volunteers to accommodate
the estimated 80 participant a week increase.
One or two staff would safely escort the group of
youth from the school to the Club. The City's
current program only provides activities for two
hours a day, five days a week with extend hours on
Wednesday 1-7 pm. The Boys & Girls Club program
would provide service for five hours a day, five
days a week and accommodate San Juan
Elementary's year-round schedule.
The "Village" Afterschool Program would also
be picked up by the Boys & Girls Club, This program
would remain at its existing site. The Club will hire
one part-time staff (20-22 hours a week) at the
same staffing level. Club volunteers will be utilized
to maintain a proper staff to child ratio of 1 to 14.
The last program of Phase I, is the "Village"
Teen Club program. This too would remain at its
current location and would be run by the some
part-time staff (5-7 hours a week) hired for the
Village Afterschool Program.
When possible, it is the intention of the Boys &
Girls Club to maintain existing City staff to facilitate
a consistent and cohesive transition of program
from the City to the Boys & Girls Club.
2
Boys & Girls Clubs of PHASE II
America was The Boys & Girls Club of Capistrano Valley also
recognized by Fortune proposes to a 50-day introductory /test-site
Magazine as one of program at Del Obispo Elementary School. The
"America's best run program will be conducted up to two hours a day
charities," the only and will be underwritten by the Boys & Girls Club.
national youth service This program will begin April 7, 1997. The purpose is
organization among to provide the Club with "off-site" management
the tole ten listed experience utilizing C.U.S.D. staff and facilities.
PHASE III
In addition to the sites implemented in Phase
I and Phase 11, the Boys & Girls Club will be prepared
to expand programs to Ambuehl Elementary
Schools up to two hours a day, and a "Teen Club"
program at Marco Forster Middle School on Friday
evenings. The implementations of these program
will coincide with the 1997-98 school year,
beginning September, 1997.
The Boys & Girls Club plans to staff new
school sites at Del Obispo and Ambuehl
Elementary Schools with current faculty members,
if available, by using extra service pay scales of
the CVUSD. Physical fitness or sports program will
be conducted on Monday, Wednesday, and
Friday and a craft program on Tuesday and
Thursday. Programs will be organized by Boys &
Girls Club Staff and brought to each site daily or
weekly.
The some faculty staffing will apply to the
Marco Forster "Teen Club." Program will be a social
program for teens on Friday evenings for two to
three hours four times a month.
The above Programs would be augmented
by volunteers as necessary to meet requirements.
3
" When I retired, I PROGRAM BACKGROUND
looked around for The Boys & Girls Club of Capistrano Valley is
what to do with the open immediately after school. This program runs
next phase of my life from 2pm - 7pm M-F, and 12pm-7pm M-F on
and a number of holidays or minimum day schedules. Boys and girls
charities presented ages 6-16 are eligible for the $5.00 annual
themselves to are... membership. Program is run in a three room
The very first one I building and/or outside (Stonefield) and playground
jpicked was the Boys & area). The Club never is closed due to weather. It
Girls Clubs of Arrierica
is staffed by four employees and several
volunteers).
because it is an
organization that is Youth learn new skills, do school work, and
not just talking about avoid the danger of boredom, crime, substance
doing things, it is not abuse, and latch-key homes. The Club creates an
just studding environment that fosters and promotes leadership
problems, it is taking and social skills, healthy alterantives, character
care of business... building, educational and vocational potentials.
1800 clubs all over
America taking care of The Boys & Girls Club of Capistrano Valley follows
youngsters where the the Boys & Girls Club of America national guidelines
need is greatest." to provide six core areas for youth that develop
competence, usefulness, belonging, and a sense
General of influence.
COLLIN POWELL I. PERSONAL AND EDUCATIONAL
Board Member, DEVELOPMENT
National BCCA
Power Hour: A Boys & Girls Club of America
national program designed to get youth to enjoy
doing their homework. This program presently runs
from 2:30-4:30pm M-F with 45 participating
members.
Computer Lab: The Club also has a computer
lab area containing four IBM compatible and two
Mac, computers. Members can do homework or
use educational or entertainment software. The
program is offered from 4:30- 7pm M--Th with
approximately 30 participants.
Tutoring: Available M-F from staff and
volunteers upon request or during Power Hour.
4
"I have practiced II. CULTURAL ENRICHMENT
orthodontics in this
city for 24 years. Arts & Crafts: A diverse program offered by
When I opened my staff and volunteers M-F 2:30-4:30pm with about 20
practice here, there participants a day. Many crafts are seasonal or
were no traffic lights, holiday-based and are taught by the staff or
few businesses south volunteer.
of Del Obispo and no
businesses east of the Excursions and Events The Club provides
freeway. San Juan seasonal events and excursions to a variety of
Capistrano has places. (i.e. Marine Institute, Angel Game, Magic
certainly grown but so Mountain)
have its problems. Holiday Events: Members go to places, or
Gangs, graffiti and events are held at the club. (i.e. Cinco De Mayo,
vandalism are Santa Visit, Halloween Carnival)
indications that youth
has time on its brands, III, SOCIAL RECREATION
nothing to do, and
little parental Gamesroom Tournaments: Tournaments held
direction. M-F twice a day, with several different games
These signs and available. This program provides a fun time while
symptoms are on the youth develop physical and social skills.
rise in San Juan
Capistrano. Do we Movie of the Week: Videos shown on the
have a crisis? Maybe Club's bio screen T.V. on Fridays from 4:30-6pm.
not yet. Do we zuanf a
crisis? Certainly not! Birthday Party: The club offers monthly Birthday
Can ice prevent crises? parties for members born in that month. All youth
I thunk so, that's whiff at the club may participate,
I'm supporting the
Bods & Girls Club of N.E.F.C.: The National Electronic Football
Capistrano Valley!" Challenge is a fun team-building program using a
four player Sega Genisis System as the tool.
DAVID SKERSICK
DDS IV. HEALTH AND PHYSICAL EDUCATION
San Juan Capistrano
Karate: Offered Thursdays from 4-4:45pm free
to interested members. Taught by a volunteer to
about 15 participants.
After School Sports: A joint program with the
City of SJC Comm. Services which provides youth
with a recreational sports program on Wednesday
from 1-3pm,
5
I like the Boys & Weights: A drop-in weight room offered to
Girls Chtb becaztse teens M-F 5-6pm.
there's so rnzcch to do .
There's games to play V. CITIZENSHIP & LEADERSHIP
and arts and crafts. DEVELOPMENT
We ride the bass to the
beach and on water Member of the Month: The Club has a monthly
days we ifse the Slip n' Member of the Month party to recognize two
Slide, outstanding members who do the following;
The people who Have good participation, attitude, behavior, show
work there are school involvement, and are helpful to others,
excellent and when I
them Club Store: Members earn "Member Money"
feel sad I can tell
and they cheer e p. (money w/ Member of the Month pictures on it) by
The kids are nice and I cleaning up, and helping staff, Earned money
feel wanted there. purchases gifts and prizes at the Club Store.
There's a quiet VI, OUTDOOR AND ENVIRONMENTAL
room for talking or EDUCATION
homework T.vhen I
want to get away frortr Nature Hikes: Seasonal trips to the creek or
my family. Bait I the beach to provide youth with a better
especially like the two understanding of the outdoors.
rats and Ninny and I
get to hold them," Recycling: The club presently recycles cans,
bottles, paper, in which all members participate.
Sarah Weaver,
age 10 Community Projects: The club is involved in the
A rpt b it e h l community and has participated in projects like the
Elementary "Creek Clean-up."
TEEN PROGRAM
The Boys & Girls Club currently conducts a
teen program, This program is a national
leadership program developed by the Boys & Girls
Clubs of America, Members meet once a week to
plan activities (dances, excursions, conferences,
etc.), and generate funds for those activities. This
program also requires community service hours,
Proposed for Marco Forster Middle School is the
highly successful "Street Safe" Program which
focuses on grades six, seven, and eight.
6
"Unless we can give COLLABORATION
our children a safe and The Club collaborates and works with
secure childhood, free community organizations such as the Orange
from crime and County Sheriff's Gang Prevention Unit, the
violence, a lot of Capistrano Unified School District, community
people will never organizations and churches, to address issues and
have the life they needs of children.
ought have—If we
invested jest a little bit
more money in Boys
& Girls Clubs, it would
be alot cheaper than
putting people in jail."
President
BILL CLINTON
7
ADMINISTRATION OF
PROGRAM/QUALIFICATIONS
EXECUTIVE DIRECTOR
The Boys and Girls Club's Executive Director
provides the executive and administrative control
for the Club's Board of Directors, including overall
coordination, direction and leadership of all youth
activities and programs with particular emphasis on
program safety, quality and cost effectiveness.
JIM WILLIAMS
James Williams holds a Bachelor's Degree in
Business Administration from St. Mary's University of
Minnesota and a Master's Degree from George
Washington University's Elliot School of International
Affairs, A retired U.S. Marine Colonel, he assumed
"I'm a working leadership of the Boys and Girls Club in September
mother so I know first this year. He has served on many community
hand the guilt and service organization boards including: San
fears of leaving my Clemente Chamber of Commerce, South Orange
children home alone County Chambers of Commerce, Camino Health
after school Clinic (formerly South County Community Clinic),
The Boys & Girls Club the Principal's Council of Santa Margarita
motto is a Positive Catholic High School and the Orange County
Place for Kids." What Boards of Boys Scouts and the YMCA. Currently, he
serves on the Board of the San Juan Community
family is that my
that means for y Task Force, and in the Executive Committee of the
Center for Student Success at San Juan Elementary
children have kids School,
their age to play with,
a quiet room for PROGRAM DIRECTOR
homework and The Program Director is responsible for
volunteer tutors to planning and implementation of a diversified and
help them. Yes, the effective program that supports the mission
Boys & Girls Club has statement of the Boys & Girls Club of Capistrano
been a blessing for us." Valley. He/she is responsible for the Club during an
absence of the Executive Director and also
STEPHANIE GRANT responsible for planning, scheduling, and managing
Stephanie's Womens all aspects of program for the Boys & Girls Club and
Clothing, S.J.C. assess needs of club members and community.
8
TOM GIAMBONE
Tom Giambone, Program Director, received his
Bachelor of Arts Degree at SDSU at San Diego in
History. He has worked at the Boys & Girls Club for
two years as Program Coordinator. He has over
twelve years of experience working with youth,
teens and volunteers, His diversified professional
career includes employment with the City of San
Juan Capistrano and the Saddleback Valley Unified
School District conducting programs in recreation,
sports and youth development.
PROGRAM COORDINATOR
The Program Coordinator with the Program
Director is responsible for the daily management
and supervision of the program and children. The
responsibilities for programming includes the six
core areas of Boys & Girls Club Programming,
NICOLE JEFFERSON
Nicole Jefferson, Assistant Program Coordinator,
received her Bachelor of Arts Degree in Home
Economics and is currently working on a Master of
Arts Degree in Child Development and Family
Studies at California State University at Long Beach,
Ms. Jefferson has five years of experience working
with Boys & Girls Clubs of America. She has
extensive experience in teen programs and
activities.
VOLUNTEER COORDINATOR
The Volunteer Coordinator is responsible for the
recruitment, screening, interviewing, orientating,
placing, training, record keeping, recognizing and
evaluating of all volunteers and volunteer groups.
VIRGINIA NONACA CHAVEZ
Volunteer Coordinator, Virginia Nonaca Chavez
has over twenty years of experience in the field of
volunteer management. A graduate of California
State University at Long Beach, she received a
Bachelor of Arts Degree in History and a minor in
Education. She is a professional volunteer and has
served on the boards of the American Red Cross
West San Gabriel Chapter, the Volunteer Center of
Greater Orange County, the San Juan Community
9
" I've lived in San Task Force, and is currently on the Board of
Juan Capistrano for 15 Leadership Concepts, Inc. Ms. Chavez will be
years. Mrd kids are supervising 25 program volunteers and recruiting
grown and I lead an additional volunteers for expanding and enhancing
enjoyable life. Now programs and activities.
it's time to give back to
my Community with VOLUNTEERS
time and support-- Over 25 program volunteer volunteers assist
my
my can't and
take. staff with crafts, sports, activities, homework, and
youI believe the games during the week. Volunteers are essential
part of the program. They are trained, oriented,
Boys & Girls Club of screened and placed by the Volunteer
Capistrano Valley is Coordinaror. The Club will continue to recruit and
our strongest hope in involve volunteers in every aspect of their
Me Community for programs,
our kids to lead
productive lives." SITE COORDINATOR
The Site Coordinator assists the Program
GINGER kIODIRI Director with the daily management and
Realtor supervision of the program and children at an
Fred Sands Coastal individual site. They will assist and supervise children
Properties, during all activities.
Monarch Beacli Site Coordinators hired for after-school
programs will be required to have a minimum of
two years experience in elementary education,
recreation, or early child development course-
work to qualify for any above positions, If
educational requirements are not met, work
experience will be considered.
The Boys & Girls Club staff, teachers and
coordinators function as a team to guide children
to new experiences, opportunities, security, and
fun for the school-age children. Weekly staff
training will be conducted to orient and train staff
and volunteers on program activities and events,
PROGRAM AIDE
The Program Aide is responsible for direct
supervision of youth and running program activites.
This position also requires ability to answer phones,
help maintain facilities, and record keeping.
10
"I believe that REFERENCES
people are leery of Capistrano Unified School District
donating to large Job Training Partnership Act
anonymous Barbara Beier, Supervisor
charities, The Boys 31431 El Camino meal
& Girls Club of San Juan Capistrano, CA 92625
Capistrano Valley is (714) 489-8558
local anti small. Susan Duberg, Volunteer
When I donate to Endevco
theni, I can see the 30700 rancho Viejo Rd
positive physical San Juan Capistrano, CA 92625
impact it has on kids (714) 493-8181 ext 480
in niy hornetmun
coanniunity. Sara Rodriquez
I've checked it Parent
out. I know there's Boys & Girls Club
no fat and it's a zvell 26463 Calle San Antonio
run organization. San Juan Capistrano, CA 92675
I'ni zvilling to take (714) 493-9768
responsibility in nay
own back yard and I Alva Lefever, President
strongly encourage San Juan Community Task Force
others throughout 27514 Calle Arroyo
San Juan Capistrano, CA 92675
do co rrrrrz za n i tll to (714) 496-3148
do sa.„
Lee Steelman
MIKE JOHNSON Executive Director
President SOCC/S
J Point Electronics P.O Box 3112
Capistrano Beach Mission Viejo, CA 92690
(714) 364--6636
Brian Baldridge
President
San Juan Chamber of Commerce
POB 1878
San Juan Capistrano, CA 92675
(714) 493-4700
Judy Curren
Registered Nurse
Councilwoman-City of Dana Point
27512 Calle Arroyo
San Juan Capistrano, CA 92675
(714) 248-9920
11
11El
W ® v
dw1
PHASE I (Jan. '97 - ,Aprl '97)
Responsible for overall operation
of the Club, with particular
emphasis on program safety, 9
quality and cost effectiveness.
Jim Williams Responsible for
budget, scheduling,
fund raising and
program admin,
membership, and
a roll.
a
P Y
Betsy Smith- Mgr.
Responsible for scheduling Responsible for organization Lourdes Rojas-Asst.
rand management of all of all Boys & Girls Club
volunteers for program, programs and activities,
LAraceli
and facilities. including supervision of staff,
training, supply requisitions
Chavez--Coordinator and parent relations.
onzalez-Aide
Tom Giambone
1 F
T-Ts-Y
t f 6
• Primary and largest Year-Round • RFP Year-Round
program site. site.
• M,T,Th,F(2.-7pm), W(I-7pm) • M-F (2:30-6prri)
• CurrentIy serving 50 youth a • Serves 25 youth a
day w/RFP an additional 35-40. day.
Nicole Jefferson-Program Coord. *Site Coordinator
*Program Aide. *Program Aide
Lourdas Rojas-Asst.
CHT KEY
• RFP Year-Round program.
`. ` ' • F (6:30-9:OOpm)
• Serves 30 teens quarterly.
N. Jefferson & * Site Coord.
Y�
Denotes new staff
dile to RFP.
!:� ��f'fi'f���f"C.✓f /J./ Jf� .fr F. �I` .�lff
PHASE II (April '97 - June '97)
L
8 D 4 f B
Jim Williams
4
Betsy Smith- Mgr,
Lourdes Rajas-Asst.
Virginia Chavez-Coordinator
Araceli Gonzalez-Aide Tom Giambone
® - � B B � SBS • ;g42= �
Ba
B B 8 B E B B -
+ RFP after
School
program.
• vI-F
(2:30-4pm)
* 2 CVUSD Nicole Jefferson-Pro ram Coord. *Site Coordinator
faculty staff g
*Program Aide. *Program Aide
Lourdas Rojas-Asst.
CHART KE`
Ij
E' N. Jefferson & * Site Coord.
i
Demotes new staff
due to RFP.
� 1 f
M:: .OS 'rog>rain C
P III ept. '97 - June '9 )
x g
1,
Jim Williams
.....,.
Betsy Smith- Mgr,
Lourdes Rojas-Asst,
Virginia Chavez-Coordinator
Araceh Gonzalez-Aide Tom Giambone
r f 7Rojjas-Asst,RFP after
school
program.
M-F
(2:303-4pm)
2CWSD * 2CWSDfaculty staff faculty staff Nicol -Program Coord *Site Coordinator
*Prog *Program Aide
Lour
CHART KEY
> N. Jefferson & * Site Coord.
f f
• RFP after school program.
* Denotes new staff • F (3:30-5:oopm)
d .ie to RFP. * 2 CVUSD faculty sta#f
"I believe that REFERENCES
people erre leery of Capistrano Unified School District
donating to large Job Training Partnership Act
anonymous Barbara Beier, Supervisor
charities. The Boys 31431 El Camino Real
& Girls Club of San Juan Capistrano, CA 92625
Capistrano Valley is (714) 489-8558
local and small. Susan Duberg, Volunteer
Wlien I donate to Endevco
them, I can see the 30700 Rancho Viejo Rd
positive physical San Juan Capistrano, CA 92625
impact it has on kids (714) 493-8181 ext 480
in niy hometown
cornrnzcnity. Sara Rodriquez
I've checked it Parent
out, I know there's Boys & Girls Club
no fat and it's a well 26463 Calle San Antonio
run organization. San Juan Capistrano, CA 92675
I'm willing to take (714) 493-9768
responsibility in nay Alva Lefever, President
own back yard and I San Juan Community Task Force
strongly encourage 27514 Calle Arroyo
others throughout San Juan Capistrano, CA 92675
our community to (714) 496-3148
do so."
Lee Steelman
MIKE JOHNSON Executive Director
President SOCC/S
J Point Electronics P.O Box 3112
Capistrano Beach Mission Viejo, CA 92690
(714) 364-6636
Brian Baldridge
President
San Juan Chamber of Commerce
POB 1878
San Juan Capistrano, CA 92675
(714) 493-4700
T
"Battalions of lazy EMPLOYEE TRAINING/BACKGROUND
enforcement agents CHECKS/PHYSICAL
will not substitue Weekly staff and training meetings will be
the absolutely conducted with all site and program staff. The
essential anti critical Boys & Girls Club conducts pre-employment
work that is clone by criminal background checks on all paid
a single Boys & Girls employees and program volunteers consistent
Club. " with State Laws and guidance provided by the
Boys & Girls Clubs of America.
LOUIS A. Fl�EEH INSURANCE
FBI Director
The Boys & Girls Club is currently insured
through Manion/Bell Insurance Associates P.O.
Box 36186 Los Angeles, CA 90036 for Liability'
Insurance Policy #8502CY009485-2 and
covered for Worker's Compensation through
State Compensation Insurance Fund Policy
#138136-4-95,
PEE PAYMENT PROPOSAL
The following fee payment is requested as part
of the negotiation of this proposal. The Boys &
Girls Club will seek a three month advance of
expenditure and will negotiate with the final
contract an appropriate fee payment for
reimbursement.
CONFLICT OF INTEREST
A roster of the Board of Directors and Advisory
Board has been attached for review and
comments. To the best of our knowledge two
members of the City of San ,Juan Capistrano
staff are currently on the Board of Directors: Al
King, Director of Community Services and
Karen Crocker, Community Services
Supervisor. Mayor Wyatt Hart serves on the
Club's Advisory Board.
PROOF OF NONPROFIT STATUS
The Boys & Girls Club of Capistrano
Valley is a nonprofit incorporation (501 .c3)
under the umbrella of Boys & Girls Clubs of
America. The Club's federal identification
information is available upon request.
12
(Exhibit 2)
PROPOSED TIMELINE
ACTION STN'S TIME FRAME COMMENTS
Interviews of organizations Friday, December 6
(tentative)
Commission T� -Monday, December 16,
recommendation 1996
__
City Council Authorization Tuesday, December 17, __ __
1996
CONTRACTOR BEGINS Monday, January 13 Meet with City of San Juan Capistrano for timeline review
PHASE l and update transition period.
Maintenance and transition
of San Juan Elemenfcry and
Village San Juan teen
program.
Staff Development December 23, 1996 Evaluate qualifications of existing City employees; place
ads in local newspapers and with local colleges for site
staff. (if required).
Marketing and Promotion January 6, 1997 Presentation to teachers on programs and activities.
Development of promotional materials, news releases,
fliers, and presentation to PTA.
Equipment and Logistics January 6, 1997 Order materials for programs.
Program Development January 13, 1997 San Juan Elementary School site will be relocated to Boys
& Girls Club. Runner will meet students on school site and
walk to the Club for security and crossing
ACTION STEPS I TIME FRAME I COMMENTS
CONTRACTOR IMPLEMENTS April 7, 1997 Introducfory/Test-site programs and activities begin at Del
PHASE II Obispo Elementary School.
Facility Use Agreement Del February 1, 1997 Program Site visitation, coordinate with City to negotiate
Obispo facility use agreement.
Staff Development and February 1, 1997 Work with school principals to hire teachers interested in
Selection co-curricular activties. interview candidates and select
site staff,
Staff Development and March 1, 1997 Hiring, Physicals, Background checks
Selection
Training and orientation of site staff. Lesson planning,
program modules, safety, age-appropriate practices,
staff to child communication, discipline.
Development of promotional materials, newsreleases,
Marketing and Promotion March 15, 1997 fliers, presentation to PTA, and information to teachers.
CONTRACTOR IMPLEMENTS September 2, 1997 Continuing site locations implemented in Phase I & 1l
PHASE III -- Ambuehl begin Marco Forster's Teen Programs and Ambuehl
Elementary and Marco Elementary afterschool activities.
Forster Middle School
May 1, 1997
Facility Use Agreement Program Site visitation, coordinate with City to negotiate
facility use agreements.
June 1, 1997
Staff Development and Work with school to hire teachers interested in co-
Selection curricular activfies. Interview candidates and select site
staff.
August 1, 1997
Development of promotional materials, newsreleases,
Marketing and Promotion fliers, presentation to PTA, and information to teachers.
ACTION STEPS m mm_ TIME FRAME T _I COMMENTS
Partnership and local February 1, 1997 Boys & Girls Club will be seeking partnerships and
organization collaboration collaboration with other nonprofit organizations such as
Read Orange County, University Extension Nutrition
Program, YMCA and Boy's Scouts of America to
colloborate on future projects,
The Boys & Girls Club can adjust this timeline to accommodate the needs of the City of San Juan Capistrano, Upon awarding
of this contract, one of the first items to be discussed is a definitive action plan for the transition and implementation of this
proposal.
(Exhibit#3)
Bovs & Girls Club of Capistrano Valley
RTP Projected Program Budget
PHASE I. (Jan..-June 1997)
1. SAN TUAN AFTER SCHOOL PROGRAM
(at Boys & Girls Club Site)
REVENUE
Annual Membership fees:
Approx. 50 Youth @$5.00 $ 250.00
Total Revenue: $ 250.Q0
EXPENSES
1 Program Aide 151irs/wk @ 6.00hr x 52wks $ 5616.00
+ 20`x,, benfits
Administrative Costs $ 3100.00
1 Full Time Staff @ 10% (Site Director) $ 2000.00
1 Full Time Staff @ 5`l, (Site Assistant) $ 832.10
Full Time Benefits $ 849.63
Arts & Craft Supplies:
20 You th Cr .15/day x 5 day per wk x 52 wks $ 780.00
Games 8r Sports Equipment $ 150.00
Promotion : Printing $ 200.00
1 Staff Shirt @$25.00 $ 25.00
Special Event Rentals $ 500.00
First Aid Supplies j $ 50.00
Film Is 15.00
Total Expenses: $ 14,117.73
(NET): $ 13,867.73
Cast Per Hour: $ 9.50
'Annual Hours: 1040 Durin school year.
420 During breaks.
Current City Expenses
1,Iobile Rec. & (Wed.) 9 San Juan $ 16,931.00
Current Cost Per Hour: $ 29.19
Annual Hours: 580
2. VILLAGE AF'TERSCHOOL PROGRAM
REVENUE
Aiulual Ivienl'v' zSlup Fees:
Approx. 35 Youth @$5.00 � 175.00
Total Revenue: $ 175.00
EXPENSES
I Program Assistant 21.51-rsl'wk @ 9.761u=x 52wks $ 13093.68
(Site Director) + 20% benefits
1 Program Aid 15hrs/wk L 6.00hr x 52wks $ 5616.00
(Site Assistant) +20% benefits
Administration Costs (includes insurance) $ 3250.00
1 Fell Time Staff a 3010 $ 600.00
1 Full Time Staff @ 21/-Io $ 332.84
Full Time Benefits $ 279.85
.Arts & Crafts Supplies
20 Youth @ .08/day x 5 days/wk x 52wks $ 416.00
Games & Equipment $ 125.00
Fntertainment
Video Rental: 1 rental/mo, Y $3/aa, v 12mn $ 36,00
2 Staff Shirts @ $25.00 $ 50.00
First Aid Supplies $ 50.00
Filth $ 20.00
Total Expenses: $ 23,869.37
(NET); $ 23,694.37
Cost Per Hour: $ 76.04
*'Annual Hours: 910
Current City Expenses: $ 19,593.00
Current Cost Per Hour: $ 25.12
Annual Hours: 780
3. VILLAGE TEEN CLUB PROGRAM
REVENUE
Annual Membership Fees:
30 Youth @ $5.00 $ 150.00
Total Revenue: $ 150.00
EXPENSES
1 Prograin Assistant 8hrs/wk @$9.7611-w x 52 wks + $ 4872.1.9
207obenefits
Administrative Costs $ 1016.60
1 Full Time staff @ 5% $ 1000.00
Full time Benefits $ 30U0
Arts & Crafts Supplies: $12/mo x 12mo $ 144.00
Ganes & Equipment $ 100.00
Entertainment: DJ Rental $100.00 x 6 $ 600.00
Entertainment: Videos $3/qtr x 4 qtrs. $ 12.00
Printing: Certificates $ 20.00
Film $ 25.00
Total Expenses: $ 8,089.79
(NET): $ 7,939.79
Cost Per Hour: $ 50.90
*Annual Hours: 156
Current City Expenses: $ 9,799.00
Current Cost Per Hour: $ 53.84
Annual Hours: 156
Phase I. BUDGET (NET) TOTALS
PROGRAM CITY BGCCV
Mobile Rec. & Af terschool Sports $ 16931.00 $ 13867.73
Village Afterschool Program $ 19593.00 $ 23694.37
San Juan Teen Club $ 9799.00 $ 7939.79
Totals $ 46,323.00 $ 45,501.89
Net Savings of: $ 821.11
The overall cost is not much different, but the amount of hours available
for youth programs will change significantly. Current city programs offer
roughly 1516 hours, costing about$31 an hour to run all three programs. The
Boys & Girls Club can offer 2526 hours, only costing the city about $18 an hour.
This represents twice the program for less then the current cost.
PHASE II. (April '97-June '97)
Del Obisj2o Afterschool Intro. Program
EXPENSES
X1 PENSES110hYx 6h s VnekInacuity @�1L. weeks) $ 864.0014.VV�
UC�.efltJ.
1 Faculty @$12.00hr x 4hrs week (10 weeks) + $ 576.00 �
Benefits
1 Staff @ 2`/o + Full Time Benefits $ 520.00
Administrative Costs (including insurance) $ 1779.10
Staff Shirts @$25.00 x 2 $ 50.00
Equipment $ 100.00
Craft Supplies:
20 Youth @ $.50 x 2 days a wk x 12 weeks. $ 240.00
Total $ 4,129,10
This program would be subsidized by a private donor during introductory
period.
PHASE III. (Sept. '97-June '98)
1.. San Juan Afterschool Program, Village Afterschool Program, and Teen
Club at Proposed budget.
2. Add Del Obispo and Ambuehl Afterschool Programs
3. Add Marco Forster Teen Program.
4. Del Obispo Afterschool Pro ram
EXPENSES
1 Faculty n$12.001 rx k'-Jl^.rs week(z0 �1re-ks) + $ 3456.00
Benefits.
i Faculty @$12.00hr x 4hrs week(40 weeks) + $ 2304.00
Benefits.
1 Staff @ 51/o -+- Full Time Benefits $ 1300.00
Administrative Costs $ 2184.90
Staff Shirts @ $25.00 x 2 $ 50.00
Equipment $ 1.50.00
Craft Supplies:
20 Youth @ $30 x 2 dans a wk x 40 weeks. $ 800.00
Total 1510,244.90
5. Ambuehl Afterschool Program
EXPENSES
1 Faculty C$12.00hr x 6hrs week(40 weeks) + $ 3456.00
Benefits.
1 Faculty @ $1.2.00hr x 4hrs week(40 weeks) + $ 2304.00
Benefits.
1 Staff @ 5% +Full Time Benefits $ 1300.00
Administrative Costs $ 2184.90
Staff Shirts @$25.00 x 2 $ 50.00
Equipment $ 150.00
Craft Supplies:
20 Youth @$.50 x 2 days a wk x 40 weeks. $ 500.00
Total $ 10,244.90
6. _Marco Forster Teen Program
EXPENSES
1 Faculty @ $12.00hr x 3hrs week(40 weeks)+ $ 1728.00
Benefits.
1 Staff @ 2`/; + Full Time Benefits $ 520.00
Administrative Costs $ 1779.10
Staff Shirts @$25.00 x 1 $ 25.00
Equipment $ 75.00
Craft Supplies: $10 month x 9 months $ 90.00
Total $ 4,217.10
The three additional pro-rams would cost$24,706.90.
(EXHIBIT 4)
STATEMENT OF UNDERSTANDING
Please complete and submit this STATEMENT OF UNDERSTANDING with the
appropriate signatures.
I, the proposer, have read and understand in its entirety the Request for Proposal
and its accompanying documents to provide Youth Afterschool and Teen recreation
programs for the City of Sart Juan Capistrano. I am familiar with the terms and
conditions specified in these documents, and I am Hereby submitting the following
proposal with the intent of acquiring an agreement to provide Youth Afterschool
and Teen recreation programs for the City of San Juan Capistrano.
J es i liams
es L hl illiams Executive Director
Boys & Girls Club of C laz,strano Valley
Kenneth E. Friess
Kenneth E. Friess President of the Board