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1996-1105_BOYS & GIRLS CLUBS OF CAPISTRANO VALLEY_G2a_Agenda Report L 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 �� • j l � V 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. 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 El 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, (�Zg I!f:-/ Al King,Jr. Community Services Director AK jtb Attachment cA...Iwpdocs124Asizsrfp.ak 1961 1776 .01L1�RN,P 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 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 1 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. 4- 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 Word A. ,A,fterschool 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. -2- • 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. -3- • 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. -4- 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 Trainingfflaclrground 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. StafflChild 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; -5- • 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. -6- { 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. -7- 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) -8- EXHIBIT 1 CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR YOUTH AFTERSCHOOL RECREATION PROGRAMS CONTRACTOR: (Name) ADMINISTRATION(Please specify) TOTAL COST-ADMINISTRATION $ SCOPE OF WORK Alternative A Site Director( Staff @$ /Hr. x Hrs/Wk. x Wks) $ Ree 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 @$ /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 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 $ -9- EXHIBIT 2 CONTRACTOR'S PROPOSED ANNUAL BUDGET FOR TEEN RECREATION PROGRAMS CONTRACTOR: (Name) ADMINISTRATION(Please specify) TOTAL COST-ADMINISTRATION $ SCOPE OF WORK Alternative A Site Director( Staff @ 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 $ -10- l r 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 -11- BOYS AND GIRLS CLUB OF CAPISTRANO VALLEY, INC. Y � - _t r t I !77 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 .Marco Forster Middle School. BB OF CAPISTRANO VALLEY,INC. 31371 EI Camino Real San Juan Capistrano California 92675 (714)240-7898 (714)240-7308 Fax December 2, 1996 Officers Ken Friess,Ph.D. President Lee Buser Mr. Al King Second Vice President Thrill Shoone Director Community Service Director Carl Schoonover,C.P.A. City of San Jaan Capistrano Treasurer 32400 Paseo Adelanto Dee Leif San Juan Capistrano, CA 92675 Secretary Jeanne Workman Past President SUBJECT: RFP, Youth and Teen Recreation Programs Board of Directors Gaye L.Bincher Dear Mr. Ding: Dan Crawford Karen Crocker Harry Finigan' The Boys and Girls club of Capistrano Valley is pleased to be Tony Forster Rick Friers considered for participation in the bidding Process to provide Art Galindo after school recreation and teen programs for the youth of Bea Hetrick Ronna Kelly San Juan Capistrano. At King Tom Larimore Bill McNames I 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 Palermo taxpayers dollars. Ted Rosenfeldt At Simmons Sincerely, Advisory Board Pat Bathgate William Bathgate Arthur B.Birtcher Jim Dunmyer Liz Elliott 4xec L. Wil irons Stephanie Grani Wyatt Hart ive Director Anthony R.Moiso Assemblyman Bill Morrow Carol Paulsen JLW:lr Dick Paulsen Beth Rohe Bob Rohe Elaine Sorgatz Executive Director Col.Jim Williams,LISMC(Ret) r' Jird ,1t �,.aaC2 JoJc✓rirse Jl¢ce�aw�/7��y. �, '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 II 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 bons 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. 1 Boys & Girls Clubs of PHASE DETAILS America was recognized by Fortune PHASE I Magazine as one of The three current programs offered by the "Arnerica's best run City of San Juan Capistrano will be incorporated charities," the only into the Boys & Girls Club existing program to begin national yotith service as per the RFP 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 same part-time staff (5-7 hours a week) hired for the Village Afterschool Prograim. 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 cliarities," the only and will be underwritten by the Boys & Girls Club. national youtli service This program will begin April 7, 1997; The purpose is organization among to provide the Club with off-site' management the top ten listed. experience utilizing C.U.S.D. staff and facilities. PHASE III In addition to the sites implemented in Phase I and Phase Il, 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 programs 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 same 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 ntimber of holidays or minimum day schedules. Boys and girls charities presented ages 6-16 are eligible for the $5.00 annual themselves to me... membership. Program is run in a three room The very first one I building and/or outside (Stonefield) and playground jpicked was the Boy s & area). The Club never is closed due to weather. It is staffed by four employees and several Girls Clubs of America 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 sttidying environment that fosters and promotes leadership problems, it is taking and social skills, healthy alterantives, character care of btisiness... 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 BGCA 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 places. (i.e. Marine Institute, Angel Game, Magic Capistrano has Mountain) certainly grown but so 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 hands, 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 syniptonas are on the youth develop physical and social skills. rise in San Javan Capistrano. Do we Movie of the Week: Videos shown on the have a crisis? Maybe Club's big screen T.V. on Fridays from 4:30-6pm. not yet. Do we want a crisis? Certainly not! Birthday Party: The club offers monthly Birthday Can we prevent crises? parties for members born in that month. All youth I think so, that's why at the club may participate. Yrn supporting the Boys & 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 SKEIZSICK 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 Club because teens M-F 5-6pm. there's so much to do . There's garttes to play V. CITIZENSHIP & LEADERSHIP and arts and crafts. DEVELOPMENT We ride the bits to the beach and on water Member of the Month: The Club has a monthly days we itse 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 t It e re are school involvement, and are helpful to others. excellent and zv{ten I feel sad I canan tell them Club Store: Members earn "Member Money" and they crrte up. (money w/ Member of the Month pictures on it) by The kids are nice and cleaning up, and helping staff. Earned money feel wanted t er ice purchases gifts and prizes at the Club Store. There's a gttiet V. OUTDOOR AND ENVIRONMENTAL room for talking or EDUCATION homework when I want to get away front Nature Hikes: Seasonal trips to the creek or my family. Blit 1 the beach to provide youth with a better especially like the two understanding of the outdoors. rats and bunny and I get to hold there." 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 nt b it e h I community and has participated in projects like the Elereentary "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 just 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 F= . 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 Placefor Kids." What Boards of Boys Scouts and the YMCA. Currently, he serves on the Board of the San Juan Community that means for my Task Force, and in the Executive Committee of the family is that my 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 GRANI responsible for planning, scheduling, and managing Stephania'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 EL 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 f+. 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 f, 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. Mi/ kids are supervising 25 program volunteers and recruiting grown and I lend an additional volunteers for expanding and enhancing enjoyable life. Now programs and activities. it's time to give back to my community with Over my time muni support-- Over 25 program volunteer volunteers assist you can't always take. staff with crafts, sports, activities, homework, and I 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 wi!I continue to recruit and our strongest hope in involve volunteers in every aspect of their the community for programs. our kids to lead productive lives." SITE COORDINATOR The Site Coordinator assists the Program GINGER MODIRI 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 Beach 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 EI Camino Real & Girls Club of San Juan Capistrano, CA 92625 Capistrano Valley is (714) 489-8558 local and small. Susan Duberg, Volunteer When I donate to Endeveo tllenl, 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 nuy hometown conlniunity. 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 all/ own back yard and I Alva Lefever, President strongly encourage San Juan Community Task Force 27514 Calle Arroyo others tllrougllout 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 Beacli 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 Curreri Registered Nurse Councilwoman-City of Dana Point 27512 Calle Arroyo San Juan Capistrano, CA 92675 (714) 248-9920 11 ROY t*no VWley- r PHASE I (Jan. '97 - April '97) Responsible for overall operation of the Club, with particular emphasis on program safety, i quality and cost effectiveness. Jim Williams Responsible for budget, scheduling, fund raising and program admin, membership, and payroll. Betsy Smith- Mgr. WR4esponsible for scheduling Responsible for organization Lourdes Rojas-Asst. d management of all of all Boys & Girls Club volunteers for program, programs and activities, admin. and facilities. including supervision of staff, training, supply requisitions Virginia Chavez-Coordinator and parent relations. Araceli Gonzalez-Aide - Tom Giambone :oy Villh- or oo • Primary and largest Year-Round • RFP Year-Round program site. site. • M,T,Th,F(2-7pm), W(1-7pm) • M-F (2:30-6pm) • Currently 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. CHART KEY F rFf • RFP Year-Round program. • F (6:30-9:00pm) ------- ` • Serves 30 teens quarterly. N. Jefferson & * Site Coord. * Denotes new staff due to RFP. PHASE II (April 197 - June '97) Jim Williams j Betsy Smith- Mgr. Lourdes Rojas-Asst. Virginia Chavez-Coordinator Araceli Gonzalez-Aide Tom Giambone EreRObispcw � � � oo • RFP after school program. • M-F (2:30-4pm) * 2 CVUSD faculty staff Nicole Jefferson-Program Coord. *Site Coordinator *Program Aide. *Program Aide Lourdas Rojas-Asst. CHART KEY • N. Jefferson & * Site Coord. * Denotes new staff due to RFP. - (Exhibit #10 Boys & ..girls Club of: C *Str. n 'al ey Proposed Pra ram. Cham PHASE III (Sept. 197 - June 198) Jim Williams E � ti Betsy Sm=ojas-Asst. - Mgr. Lourdes Virginia Chavez-Coordinator Araceli Gonzalez-Aide Tom Giambone li 1 1 1 - • 1 1 1- Boys:StGirlis.-Clubi Site l. w ) • 1 1 1 1 1 1 1 1 • RFP after school program. • M-F (2:30-4pm) * 2 CVUSD * 2 CVUSD Nicole Jefferson-Program Coord *Site Coordinator faculty staff faculty staff *Program Aide. *Program Aide Lourdas Rojas-Asst. CHART KEY w & ; N. Jefferson & * Site Coord. Marco: / iTeerr Club,, • RFP after school program. * Denotes new staff • F (3:30-5:00pm) due to RFP. * 2 CVUSD faculty staff "I believe that REFERENCES people are leery of Capistrano Unified School District donating to large Job Training Partnership Act a n o n y ni o u s Barbara Beier, Supervisor charities. The Boys 31431 EI Camino Real & Girls Club of San Juan Capistrano, CA 92625 Capistrano Valley is (714) 489-8558 local and sniall. Susan Duberg, Volunteer When I donate to Endevco them, I can see the 30700 Rancho Viejo Rd positive physical San Juan Capistrano, CA 92625 inipact it has on kids (714) 493-8181 ext 480 in my hometown community. Sara Rodriquez I've checked it Parent out. 1 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'ni willing to take (714) 493-9768 responsibility in my own back yard and 1 Alva Lefever, President San Juan Community Task Force strongly encourage 27514others throughout San Calle Arroyo San Juan Capistrano, CA 92675 our comrnunity 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 11 "Battalions of law 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 and critical Boys & Girls Club conducts pre-employment work that is done 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. FRESH 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 #1381364-95. FEE 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 STEPS TIME FRAME COMMENTS Interviews of organizations Friday, December 6 (tentative) Commission 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 I and update transition period. Maintenance and transition of San Juan Elementcry 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 + TIME FRAME COMMENTS CONTRACTOR IMPLEMENTS April 7, 1997 Introductory/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 & ll, PHASE III - Ambuehl begin Marco Forster's Teen Programs and Ambuehl Elementary and Marco Elementary afferschool activities. Forster Middle School j 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 activties. 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 TIME FRAME 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 ol'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) Boys & Girls Club of Capistrano Valley RFP Projected Program Budget PHASE I. (Jan.-June 1997) 1. SAN JUAN AFTER SCHOOL PROGRAM (at Boys & Girls Club Site) REVENUE Annual Membership fees: Approx. 50 Youth @$5.00 $ 250.00 Total Revenue: - $ 250.00 EXPENSES 1 Program Aide 151-trs/wk @ 6.00hr x 52wks $ 5616.00 + 20 jo benfits Administrative Costs $ 3100.00 1 Full Time Staff @ 10% (Site Director) $ 2000.00 1 Full Time Staff @ 5% (Site Assistant) $ 832.10 Full Time Benefits $ 849.63 Arts & Craft Supplies: 20 You th @ .15/day x 5 day per wk x 52 wks $ 780.00 Games & Sports Equipment $ 150.00 Promotion : Printing $ 200.00 1 Staff Shirt @ 525.00 $ 25.00 Special Event Rentals $ 500.00 First Aid Supplies $ 50.00 Film $ 15.00 Total Expenses: $ 14,117.73 (NET): $ 13,867.73 Cost Per Hour: $ 9.50 "Annual Hours: 1040 During school year. 420 During breaks. Current City Expenses TMobile Rec. & (Wed.) @ San Juan $ 16,931.00 Current Cost Per Hour: $ 29.19 Annual Hours: 580 2. VILLAGE AFTERSCHOOL PROGRAM REVENUE Annual ivierilbership Fees: Approx. 35 Youth C$5.00 $ 175.00 Total Revenue: $ 175.00 EXPENSES JL Program Assistant 21.51-irs/wk C 9.76iu x 52wks $ 13093.68 (Site Director) + 20 jo benefits 1 Program Aid 15hrs/wk @ 6.00hr x 52wks $ 5616.00 (Site Assistant) +2017o benefits Administration Costs (includes insurance) $ 3250.00 1 Full Time Staff @ 3% $ 600.00 1 Full Time Staff @ 21/"U $ 332.84 Full Thne Benefits $ 279.85 Arts & Crafts Supplies 20 Youth @ .08/day x 5 days/wk x 52wks $ 416.00 Games & Equipment $ 125.00 Entertainment Video Rental: 1 rental/mo. x $3 I e v 1-22-mo- $ 36.00 2 Staff Shirts @ $25.00 $ 50.00 First Aid Supplies $ 50.00 Nilm $ 20.00 Total Expenses: $ 23,869.37 (NET): $ 23,694.37 Cost Per Hour: $ 26.04 "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 Program assistant 81us/wk @$9.76/hr x 52 wks + $ 4872.19 207obenefits Administrative Costs $ 1016.60 1 Full Time staff @ 5% $ 1000.00 Full time Benefits $ 300.00 Arts & Crafts Supplies: $12/mo x 12mo $ 144.00 Games & 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. & Afterschool 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) Uel Obispo Afterschool Intro. Program EXPENSES 1 Faculty @$12.00rr x 6hrs week(10 weeks) + $ 864.00 Benefits. I Faculty @$12.00hr x 4hrs week (10 weeks) + $ 576.00 Benefits 1 Staff @ 2% +Full Time Benefits $ 520.00 Administrative Costs (including insurance) S 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 '9$) 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 Program EXPENSES 1 Faculty @$12.100hrx 6hrs ,�veek(40 weeL.$) + $ 3456.00 Benefits. 1 Faculty @$12.00hr x 4hrs week(40 weeks) + $ 2304.00 Benefits. 1 Staff @ 5% +Full Time Benefits $ 1300.00 Administrative Costs S 2184.90 Staff Shirts @$25.00 x 2 $ 50.00 Equipment $ 150.00 Craft Supplies: 20 Youth @ $.50 x 2 days a xvk x 40 weeks. $ 800.00 Total $ 10,244.90 5. Ambuehl Afterschool Program EXPENSES 1 Faculty @$12.00hr x 6hrs week(40 weeks) + $ 3456.00 Benefits. 1 Faculty @$12.00hr 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. $ 800.00 Total $ 10,244.90 6. Marco Forster Teen Program EXPENSES 1 Faculty @ $12.00hr x 3hrs week(40 weeks)+ $ 1728.00 Benefits. 1 Staff @ 21,Vo + 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 programs would cost$24,706.90. (E)aIBIT 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 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. J es ' liams es L Vii 1' ms Exec tie Director Boys & GiLLs Club of Cap i no V 1 e Kenneth E. Friess Kenneth E. Friess, President of the Board