1997-0318_BOYS & GIRLS CLUB OF CAPISTRANO VALLEY_G2b_Agenda Report AGENDA ITEM March 18, 1997
TO: George Scarborough, City Manager
FROM: Al King,Jr., Community Services Director
SUBJECT: Consideration of Agreements for Afterschool Recreation and Teen Programs --RFP
Process(Camp Fire Boys&Girls, Orange County Council; and Boys& Girls Club
of Capistrano,Valley,Inc.)
RECOMMENDATION:
It is recommended that,by motion,the City Council take the following actions:
1. Award the afterschool recreation services contract for school sites to the Camp Fire Boys&
Girls, Orange County Council program;
2. Award the contract for teen club program services at Marco Forster Middle School to the
Boys& Girls Club of Capistrano Valley, Inc.;
3. Contract with the Boys & Girls Club of Capistrano Valley, Inc. to provide an afterschool
program at their club facility to provide extended hours;
4. Direct staff to further evaluate potential teen weekday programs and weekend youth
recreation programs,and provide the Parks,Recreation and Equestrian Commission and City
Council with a report on the findings.
SITUATION:
During worksessions conducted with the San Juan Capistrano City Council in the spring of 1996,
the Community Services Department was directed to reevaluate the delivery of the afterschool
recreation and teen club programs. Factors contributing to the need to reassess the effectiveness of
these programs included: (1) the high cost per program participant in conjunction with the City-
conducted programs; (2)a recent decline of homeowner association financial support; (3)the actual
number of program participants served,compared to the total community youth population; (4)the
establishment and growth of a Boys & Girls Club facility and program in San Juan Capistrano,
which was serving the same age group population as the City programs;and(5)the need to consider
relocating the program location from neighborhoods to school sites as a means of significantly
increasing program participation levels.
FOR CITY COUNCIL AGER " ■a
Agenda Item -2- March 18, 1997
Community Services staff received City Council approval to initiate a request for proposal process
that would provide organizations the opportunity to submit proposals for providing afterschool
recreation and teen programs. This process would also enable the City to better evaluate the
possibility of contracting with a program provider for these services that would provide a greater
level of cost effectiveness, increase the number of program participants, reducing the cost per
participant, and address unnecessary duplication of programs within the community.
The Request for 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.
Responses to the City's request for proposal process were received from the Boys& Girls Club of
Capistrano Valley, Inc., the Capistrano Beach Cities YMCA, and the Camp Fire Boys & Girls
program of Orange County. Attachment A is a comparison chart summarizing key aspects of the
various proposals for providing afterschool recreation programs,and Attachment B is a comparison
chart summarizing provider information regarding the teen program.
Copies of the RFP and proposals received from the three responding organizations have been
provided to City Council members under separate cover and are not attached to this report in an
effort to conserve paper. Copies of these documents are available for public review at the office of
the City Clerk.
Although cost of the program is an important factor,the City Council had previously expressed in
worksessions the importance of providing a comprehensive and possibly improved level of services
to the community over what was currently being provided by the Community Services Department
programs. Each proposal reflects differing costs to conduct the proposed programs. These cost
differentials as shown on Attachments A and B are items such as numbers of paid staff per site,
number of program hours per week,number of program weeks,number of daily participants served,
variations to program offerings,administrative costs per program,and membership fees charged to
program participants. Staff evaluated all these variables and utilized the cost per participant per day
shown on the comparison charts as an effective means to compare program costs.
V V
Agenda Item -3- March 18, 1997
Below is an assessment of strengths and limitations of each proposal:
Boys & Girls Club of Capistrano Valigy,Inc.
Strengths: 1) An indoor facility is available.
2) Provides extended hours for youth at the facility,which meets the needs of
latch key children.
3) A 52-week program will be provided at the facility for afterschool
recreation.
4) Lowest cost per participant per day of the three (3)proposals for the teen
program.
Limitations: 1) Not all children have transportation to the facility.
2) To keep the cost of the program at a minimum, one (1)paid staff will be
utilized at each school site and augmented by volunteers.
3) A nominal $5 annual membership fee per participant.
4) A 40-week program will be offered at the school sites.
Capistrano Beach Cities YMCA
Strengths: 1) Currently at elementary school sites providing day care and afterschool
sports and a teen sports program at Marco Forster Middle School.
2) Program components and staffing levels are similar to current level of
service.
Limitations: 1) A$30 annual membership fee per participant.
2) A 42-week program will be provided at the elementary school sites.
Camp Fire Boys & Girls Orange County Council
Strengths: 1) Will incorporate specialized instructors in daily activities beyond the two
(2)paid staff per site.
2) Provide a variety of enrichment programs beyond the traditional recreation
programs.
3) Greater level of service than currently being provided.
4) No membership fee to participants.
5) Will fund for additional staff if participation levels increase.
6) A 50-week program will be offered to accommodate the summer months
and intersessions for year-round school schedules.
7) Organization to contribute additional funding of$26,398 to cover expenses
associated with program offerings,which is beyond the net cost to the City.
8) Lowest cost per participant per day of the three (3) proposals for
afterschool programs.
Limitations: 1) Program hours do not meet the need for all latch key children.
Agenda Item -4- March 18, 1997
Summary of Afterschool Proposals
Program Objectives
Objectives Boys& Girls Club Capistrano Beach Camp Fire
of Capistrano Cities YMCA Boys& Girls
Valley,Inc.
Most cost effective per No No Yes
participant per day
Maximizes number of program Yes No Yes
participants
Negative duplication of services No No No
Increase level of service Yes No Yes
Summary of Teen Proposals
Program Objectives
Objectives Boys& Girls Club of Capistrano Beach Camp Fire Boys
Capistrano Valley, Cities YMCA & Girls
Inc.
Most cost effective per Yes No No
participant per day
Maximizes number of Yes No No
participants
Negative duplication of No No No
services
Increase level of service Yes No Yes
To maximize the number of program participants for both the afterschool recreation and teen club
programs,Community Services staff is recommending that these programs be conducted at the three
public elementary schools within San Juan Capistrano and at Marco Forster Middle School. In
evaluating Capistrano Unified School District census reports, approximately 981 students are
enrolled at San Juan Elementary School. The majority of these students come from households
ranked in the low income range,with many unable to afford afterschool day care. This leaves many
elementary school age youth alone until the early evening hours. To help meet this extensive
community need, staff recommends utilizing resources available at the Boys& Girls Club facility
to augment the program conducted at San Juan Elementary School.
Since one of the most preferred choices is to conduct the afterschool recreation programs at the three
public elementary school sites within the City,Community Services staff felt it would be appropriate
and beneficial to create a subcommittee of school district representatives to assist in evaluating the
three proposals received. The subcommittee consisted of Ms. Cheryl Spetrino,principal of Harold
Ambuehl Elementary School;Ms. Aida Nunez,principal of San Juan Elementary School; Ms. Kim
Hayes, assistant vice principal of Marco Forster Middle School; and Ms. Meg Desmarais,
Agenda Item -5- March 18, 1997
coordinator for the Center for Student Success at San Juan Elementary School. Attachment C was
the proposal evaluation form developed by City staff and utilized by the committee in ranking the
three proposals during an interview process.
The results of the committee's ranking placed the proposal from the Camp Fire Boys & Girls
program as the most preferred for the following reasons:very organized,structured activities;variety
of program offerings; quality staffing; incorporates specialized instructors beyond the minimum
staffing levels;extensive experience in conducting and managing programs; and ability to provide
additional funds and resources to the program. In evaluating the three proposals, through the
summary charts,program objectives,and the program approach that best meets the needs, staff has
identified recommendations for the City Council to consider.
Staff Recommendations:
1. Separate the teen and afterschool proposal.
2. Award the afterschool contract at school sites to the Camp Fire Boys& Girls for the following
reasons:
(a) Will incorporate specialized instructors into daily activities beyond the two (2)paid staff
per site.
(b) Will provide a variety of enrichment programs beyond the traditional recreation program
components.
(c) Offers a higher level of service than currently provided.
(d) The organization will contribute an additional$20,928 of funding towards the afterschool
program beyond the net cost to the City.
(e) Has resource capability to expand programs at sites through grants and donations.
(f) Proposes the most cost effective program in regards to the cost per participant per day.
3. Award the teen club program contract for Marco Forster Middle School to the Boys & Girls
Club of Capistrano Valley, Inc. for the following reasons:
(a) Program includes the Leadership& Training program.
(b) Uses the Street Smart program model emphasizing anti-drug and alcohol messages.
(c) Provides the most cost effective program in regards to the cost per participant per day.
V
Agenda Item -6- March 18, 1997
4. Contract with the Boys & Girls Club of Capistrano Valley, Inc. to provide an afterschool
program site at their club facility with extended hours for the following reasons:
(a) There is a community need to have a facility-based program with extended hours.
(b) The facility is operated five(5)days a week, five(5)hours per day for 52 weeks.
With an enrollment of approximately 2,694 elementary school age children in public elementary
schools located in San Juan Capistrano, a single agency does not have the resources or capabilities
of providing afterschool programs for all the youth in the community. Therefore, staff feels that the
above recommendations will provide the community with a much more comprehensive afterschool
and teen program approach. The Capistrano Beach Cities YMCA provides elementary aged child
care at the school sites;the Camp Fire Boys&Girls program will provide afterschool recreation and
enrichment activities at the school sites; and the Boys& Girls Club facility will provide a facility-
based afterschool program with extended hours at their Club facility, while also providing a teen
program at Marco Forster Middle School.
To provide for a smooth transition of programs in conjunction with the end of the current fiscal year,
staff is recommending that the new contracts begin July 1, 1997, and extend for 18 months through
December 31, 1998,with options for six-month extensions. This would take the proposed contracts
through June 30, 1999. Copies of the Agreements are included with this report as Attachments C,
D&E.
In assessing and evaluating recreation needs,a deficiency in the community that is still unmet is the
lack of Saturday recreation programs. There is currently no recreation program for elementary age
youth and teens on Saturdays,except for those youth who are involved in organized youth and sport
organizations.The Parks,Recreation and Equestrian Commission was very concerned not only about
this lack of Saturday programs but also about the low level of programs and activities for teens
throughout the week. They requested that the City Council support their action to direct staff to
evaluate expanding weekday teen program possibilities and weekend recreation programs. The
Commission requested that staff meet with representatives from the Boys& Girls Club and Camp
Fire Boys & Girls programs following Council action on this item to pursue additional program
alternatives.
A residual impact of contracting out the afterschool and teen programs will be a reduction in
department programming staff levels.The afterschool recreation program and the teen club program
currently utilize three part-time staff to conduct the programs. By contracting out these two
programs,three staff members would most likely be laid off. Both the Camp Fire Boys& Girls and
the Boys&Girls Club programs have expressed an interest in rehiring and retaining any City staff
that may be laid off due to this change of program operation.
Staff would like to commend the three organizations in submitting excellent proposals and to stress
how important it is to continue to collaborate and utilize each organization's strengths to provide the
most comprehensive program approach to the youth in our community.
v
Agenda Item -7- March 18, 1997
COMMISSIONMOARD REVIEW,RECOMMENDATION:
This item was formally presented to the Parks, Recreation and Equestrian Commission for
consideration at the February 24, 1997 meeting.Following dialogue on this item by the Commission
and, upon hearing brief proposals from representatives of the Boys & Girls Club of Capistrano
Valley and Camp Fire Boys & Girls of Orange County, the Commission unanimously voted to
recommend that the City Council support the three staff recommendations presented to the
Commission for contracting out the afterschool recreation and teen programs to the Camp Fire Boys
&Girls, Orange County Council and to the Boys& Girls Club of Capistrano Valley.
Additionally,the Commission was concerned with the current level of community programming for
teens during the week and the absence of recreation programming opportunities for elementary
school age youth on the weekends. The Commission requested that Council approve their desire to
have staff meet with representatives from the Boys & Girls Club and Camp Fire Boys & Girls
programs, following Council action on this item, to pursue additional programming opportunities
for both teens and elementary school age youth.
FINANCIAL CONSIDERA'T'IONS:
Based upon staff recommendation for awarding contracts for afterschool recreation programs to the
Camp Fire Boys & Girls, Orange County Council, and to the Boys & Girls Club of Capistrano
Valley,and to award the contract to provide teen programs to the Boys& Girls Club of Capistrano
Valley,funding in the amount of$69,205 will be needed to conduct the programs during fiscal year
1997-98. With Council approval, staff will incorporate the necessary funds into the Community
Services Department 1997-98 budget request.
Of the total $69,205, $51,120 will be awarded to the Camp Fire Boys & Girls, Orange County
Council,to provide afterschool programs at three elementary school sites; $13,868 will be awarded
to the Boys&Girls Club of Capistrano Valley,Inc.to provide a facility-based afterschool recreation
program at their club; and$4,217 will be awarded to the Boys& Girls Club of Capistrano Valley,
Inc. for providing a teen program at Marco Forster Middle School.
The Community Services Department currently has$63,384 approved in the FY 1996-97 budget for
afterschool 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. This
funding is for two afterschool program sites and one teen club site.
Agenda Item -8- March 18, 1997
NOTIFICATION:
Todd Hanson, Executive Director Ms. Meg Desmarais, Coordinator
Camp Fire Boys& Girls Center for Student Success
Orange County Council San Juan Elementary School
James L. Williams, Executive Director Ms. Aida Nunez,Principal
Boys& Girls Club of Capis. Valley,Inc. San Juan Elementary School
Deb Stasewski Ms. Kim Hayes,Assistant Vice Principal
Beach Cities YMCA Marco Forster Middle School
Ms. Cheryl Spetrino,Principal
Harold Ambuehl Elementary School
ALTERNATE ACTIONS:
1. Award the afterschool recreation services contract at school sites to the Camp Fire Boys &
Girls,Orange County Council;contract with the Boys&Girls Club of Capistrano Valley, Inc.
to provide an afterschool program at their club facility for extended hours; and award the
contract for teen club program services to the Boys& Girls Club of Capistrano Valley, Inc.
2. Recommend a modification to staff's recommendation.
3. Request additional information from staff, and continue the item.
Agenda Item -9- March 18, 1997
RECOMMENDATION:
It is recommended that,by motion,the City Council take the following actions:
1. Award the afterschool recreation services contract for school sites to the Camp Fire Boys &
Girls, Orange County Council program;
2. Award the contract for teen club program services at Marco Forster Middle School to the Boys
& Girls Club of Capistrano Valley, Inc.;
3. Contract with the Boys & Girls Club of Capistrano Valley, Inc. to provide an afterschool
program at their club facility to provide extended hours;
4. Direct staff to further evaluate potential teen weekday programs and weekend youth recreation
programs,and provide the Parks,Recreation and Equestrian Commission and City Council with
a report on the findings.
Respectfully submitted, Pre ared by,
C--9� C
Al King,Jr. Karen Crocker
Community Services Director Community Services Manager
AK:KC jtb
Attachments
cA..\wpdocs\245WccAp
PROPOSAL SUMMARY CHART
AFTERSCHOOL PROGRAM
BOYS A GDUS CLUB OF G4 PISTR,4NO VALLEY
INC
......................
Loet.. ................ ............. . ... .....................-.........-.
......:.
.....
.. .... -......-..........-....
........................
..
......
....
...
.........
... . ....
........I . .... .... 0;.
.......... .. ............. . ............. ... .....
. .....
.......... .............. .
.......................
.. ........
.............. ... ......
..........
................................ ......
..................
.................. ........... .......... .........
Aftemative"A"
(conduct NO PROPOSAL SUBMITTED
program at
existing skew
Village San Juan
&San Juan
Elementary
School)
Alternative&AW9
(conduct NO PROPOSAL SUBMITTED
program at
Arnbuchl,Del
Obispo&San
Juan Elementary
Schools)
Aftemative'�C- Boys& 52 weeks 5 hours/day 20-50 3 Boys&Girls Club $3,100.00 $5.00 annual S2.66-$1.06 $13,868.00 .0-
(conduct program Girls Club FAAit :homework
at other sites to be Facility time,tutoring,arts&
identified by crafts,excursions,
contractor) holiday events,table
pnu%movies.VOA4
h0ces,computer lab,
birthday party club,
karate,weight lifting
community projects
Village 52 weeks 3 hours/day 20 2 VIRR82 San Juan& $3,250.00 $5.00 annual 54.55 $23,694.00 4)-
San Juan School Sites:
recreational sports&
Arnbueld 40 weeks 1-5 20 1 ilrtrmural leagues, $2,195.00 $5.00 annual $2.55 510,245.00 -0-
hours(day craft homework,
excursions,seasonal
Del 40 weeks 1-5 20 1 even"'affumay Pmy $2,19500 $5.00 arcual $2.55 510,245.00 -o-
Obispo hours/day club TOT. AL:
smko—zot— jo
A4
PROPOSAL SUMMARY CHART
AFTERSCHOOL PROGRAM
CAPISTRANO BEACH CITIES YMCA
......C .r.. .... .. ...... : � ....:...:.� ::..�::._:::::...
.........RSP..................S ...... ...i��.�#... ..:.:�!totaf......,......:..N.:...�.�....... ..�................:.��.................. ........................ ....................... .::.:.:::.:....................... ......................:.:. ....... ...... .......
..,Atte...................................... ....... ...._ ...._... ..................... .............................. .............::.:..:..::::..::,:::...:...,:.::._::.:._::....... ........................:... .............1�..--- -:.::.:..:...... ............ ..............:..
:.:
:.:.::..:...::. :.: .:..::::.,;.:...::.::::....::.:..:.:...::..::.:.::.:..:.:.:...:.. ::.: .......................
:....:............ cke... ... :.:,::::::..:,.:..:..:.::..:..:..::.::.. ............................................ ....................... lrlhe ..........:.:::::.::::::::.::::::.:::::::::::::.:...:::...:::.....:............ ......................,...
Ahemative"A" NO PROPOSAL SUBMITTED
(conduct
programs at
existing sites:
Village San Juan
&San Juan
Elementary
School
Alternative"B" Ambuehl, 42 weeks 3 hours/day 25 per site 2 per site Site Activities:sports, $4,200.00 530.00 annual $2.69 $42,372.00 -0-
(conduct Del Obispo, music,tournaments,
programs at San Juan crafts,dance,
Ambuehl,Del Elementary homework tutoring.
Obispo&San Schools special events,
Juan Elementary self-directed games,
Schools) envirom ental
projects,roller hockey,
karate class,video
games,guest speakers.
demonstrations,&
camping
Alternative"c" NO PROPOSAL SUBMITTED
conduct program
at other sites to be
identified by
corutrador
n
�7
7
PROPOSAL SUMMARY CHART
AFTERSCHOOL PROGRAM
CAMPFIRE BOYS& GIRLS
: .......:.::.:::.:::::.::>:::•: :::.:::: :. ... .
: .....
..,.;:. ....:.:..:::. .. --
:,:::.;.:;: of<:: Na of :».;::::::<•::Na�alC::::::»l!ta.�f. Card................................... .._...... .............. ....... . ...................:...:-..... ...............-
.....:.: ............ ....... ...................................... .. �:::::::.:-...:::. ..................._... .-.............. 1::.,.:..::::::::. .:.......................,-..:::::::: - ,.:.: .:..... ...... ...-::.:
too"
..:..:..... :.......:.....:........ ..._....:........:.:..:::-::::::..:.:.�...::...:::..::::._.:::::�:::.:........:............. .......,:..:: `..::•:::::::,..,..,..:... .. .......-. ...::.:::::. . .:..:. ...
:...: ............... Weeks:.... :.:....:... .... .....-. . F .................,-.:.::::::.....:........ .......................:
Alternative"A" San Juan 50 weeks 2 hours/day 30 per site 2 at each Site Activities: $3,080.00 None $2.66 $39,995.00 518,535.00
(cmduct Elementary school site recreational&
programs at School& plus UZURC moral sports,
existing sites: Village San specialized games,story time,
Village San Juan Juan instructors theater,music,dance,
&San Juan cookin&arks&crafts,
Elementary excursions,tutoring,
School) science&nature,
special events.
Enrichment prograams
such as safety,family
responsibility.peer
relationships,child
care training,tobacco
use prevention,
understanding literacy,
&community projects
will also be part ofthe
content
Alternative"W' Amb uchl, 50 weeks 2 hourslday 30 per site 2 at each Site Activities: $3,080.00 None 52.26 $31,120.00 $20,928.00
(conduct Del Obispo, school site recreational&
programs at San Juan plus intramural sports,
Ambuehl,Del Elementary specialized games,Storytime,
Obispo&San Schools instructors theater,music,dance,
Juan Elementary ,arts&craU
Schools) excursimis,tutoring,
science&nature,
special events.
Emidiment programs
such as safety,family
respotssibi&y,peer
relationships,child
ycare
use tobacco
understanding literacy,
&community projects
will also be part of the
prot3ram content
Alternative"c"(conduct,piWam NO PROPOSAL SUBMITTED
y other sites to be
identified by
contractor
PROPOSAL SUMMARY CHART
TEEN PROGRAM
BOYS& GIRLS CLUB OF C4PISTRANO VALLEY
LVC
X
........... -'X
X
...........
....... ................ ................
X
.................... :XX :::X:''-X-.-'%:%
—' W 1: aaw
.............. X.X.
Alternative"N'(cmbjd Village 52 weeks 5 hourstweck 25-30 2 at site Leadership program&training,Smart $1,017.00 $5.00 annual $6.08 $7,940.00 -0-
programs at Village San San Juan Moves(anti-alcohol&dmpl social
Juan) activities suds as dances,excursions,car
washes&bake sales
Alternative"W'(conduct Vidlage 52 weeks 5 hourstweek 25-30 2 at site Le"Icift j;;jam&training,Sawn $1,017.00 $5.00 annual S6.08 $7,940.00 -0-
program at other sites to be San Juan Moves(anti-alcohol&drugsl social
identified by comiractor) Marco 40 weeks 3 hourstweek 25-30 1 per site activities such,as dances,excursions,car $1,779.00 $5.00 annual $3.50 $4,217.00 4)-
Forster washes&bake sales TOTAL:
Middle SIUS7.00
School L
CAPISTRANO BEACH CITIES YMCA
. ........... ........... ............
............... .............
.................. .......................... ...........
.......... ..............
... ........ ..... ........
. .... .................... ........ . ... ...
J00
M
. ......... ... .... ............ ......................... .......
............... ...... .......Apl-......'.......i .......
S>faH ),I=. Aj
e ..............-
ftidd*
.................
C
...... ..... ..... . ......
............
�*ks .... ...................
W
Alternative"Ar(cmdtict Village 52 weeks 4 hourdweek 25-30 2 at site Excursions.movies,dances,board -0- $30.00 annual $4.53 57,059.00 -0-
programs at Village San San Juan games,Ping-Pong,music,guest
Juan) speakers,cooking sports,craft kande,
cultural&educational oppmtudfics,
career opportunities,family services,
demonstrations,lifetime skill trainizig&
leadership training
Afterriative"W(conduct
program.at other sites to be NO PROPOSAL SUBMITTED
ideaffiedh contractor)
CAMPFIRE BOYS& GIRLS
............... ........
............. . ............
C
S[t
............... .......... ... ....
...................... ......
.......................
�,ocatlenes :: isil'** ...
......................
.... ......
J A ..... 8 ......
....... ..............
......................
W
........................ .....
. ...........
........... r >::::%...:....
..........
..................
pe .....
Alternative W(conduct Village 50 weeks 5 hourstweek 25-30 2 at site plus Fine arts(dame,drama,music,visual& -0- None $6.56 59,875.00 $1,215.00
> programs at Village San San Juan specialized ctilirwry ansl excursions,special events,
0-3 Juan) instructors dances,community service projects.
0-3 Enrichment programs such as I'm Peer
> Amoof,literacy programs,self-help skills,
home safiety,personal safio,family
responsibility,pea relationships&child
cam training
Afternative-ff'(,00n&tct
"i program at other sites to be NO PROPOSAL SUBMITTED
U Wew&wd!loentractor) I