Scope_of_Work_RFP_194620.doc

ATTACHMENT E: RFP 194620 SCOPE OF WORK

Project Summary:

The City of Palo Alto is seeking 3-year proposals from qualified Consultants to provide Cooking Instruction services for Culinary classes and camps for youths. The curriculum will include classes year-round and camps through the summer season.

Consultant AGREES TO:

COURSE CONTENT:

· Be responsible for curriculum and course content.

· Unless otherwise expressly provided in this Agreement, City shall not be responsible for providing course materials.

· Provide a teacher that will teach the whole session, with as little substitution as possible.

· Conduct the program in a safe manner.

· City shall have the right to observe Consultant instruct in order to determine whether Consultant is in compliance with the terms and conditions of this Agreement.

QUALITY OF PROGRAM:

Maintain a quality program which includes, but is not limited to:

· Consultants are knowledgeable and experienced in the subject being taught and with the age group.

· Consultants are reliable and punctual.

· Consultants are organized and prepared to teach at the start of each class.

· Consultants can establish and maintain working relationships with City staff and customers.

· Consultants provide good customer service.

· Consultants and their employees can effectively resolve issues.

· Consultants make their best effort to make their programs inclusive and accessible.

SET UP & CLEAN UP:

· Be responsible for all set up and cleanup of the room and equipment.

· All set up must be completed prior to the start of class.

EMPLOYEES:

· Provide employees who are at least 18 years old

· Consultant, as well as their employees and/or volunteers (if applicable), must complete and pass LiveScan/Fingerprint/Background checks and must provide proof of passing such checks prior to providing services, provide negative TB test result within the last two years (for another working with minors) and provide proof of auto insurance in accordance with City guidelines (for anyone driving to the City of Palo Alto facility). All Consultants, as well as their employees and volunteers (if applicable), are strongly recommended to obtain certification of CPR/First Aid.

PUBLICITY:

· May not publicize Consultant's business to class participant during class hours without prior authorization from Department Director.

· Must obtain prior approval from Recreation Coordinator or designee for publicity containing City classes.

· Must clarify to customers that any personal information sought by Consultant (name, phone number, address, etc.) from customers is voluntary, and strictly for the use of the Consultant and not requested by the City

· Submit quarterly class proposals for creation of the Enjoy catalog. Note: Classes included in proposal are not guaranteed to be offered.

· Consultant will create a marketing plan to help promote camps and classes and encourage enrollment.

PUNCTUALITY:

· Consultant and their employees shall arrive at least 15 minutes prior to the starting time of the class

· Ensures that all classes start and end on time

· Notifies center prior to the class if Consultant is running late or unable to attend

· If a class is missed, a makeup class is required to be provided by Consultant.

RECORD KEEPING:

· Must take attendance at each class. All attendance records shall be submitted at the end of each session.

COMMUNICATION:

· Maintain on-going communication

· Immediately communicate problems and issues with the class(es) or customers

· Inform City staff of participant injuries and complete necessary accident reports within 24 hours.

ADHERENCE TO CITY POLICY:

· Responsible for knowing the City’s policies and procedures with regard to special interest classes (i.e. waiting lists, cancellation, refund, satisfaction, etc.)

· Responsible for verifying that only registered participants with a signed City liability form on file with the City are permitted to participate in City’s special interest classes.

· Consultant shall submit the following prior to the commencement of this contract. If the following items are not submitted prior to the start of the contract, it shall automatically terminate:

· General Liability and Automobile Insurance in accordance with City guidelines.

· LiveScan/Fingerprints

· TB Test

PRIVACY:

· Agrees that any personal information that Consultant receives regarding customers may not be used for other than City business.

· Ensures that customer information will be stored in a secure location.

City AGREES to:

· Process all registrations for classes (Consultants not allowed to register participants)

· Provide Consultant with attendance sheets or online access to run their own.

· Provide facility for scheduled classes, which includes reservation of outdoor spaces (i.e. sports fields, tennis courts, etc.)

· Include Consultant classes in publicity materials

CLASS SCHEDULE

The classes shall occur every quarter over the Fall, Winter, Spring sessions and camps shall occur over the Summer session of City’s Recreation Program. A Typical class schedule will be made up of one class per week meeting 8 times per season and Summer camps to meet Monday – Friday 9am – 4pm.

· 1305 Middlefield Rd, Palo Alto, CA 94301 Note to Proposers: The following are excerpts from the current recreation catalog. The actual dates/times/holidays/locations are TBD and subject to a mutual agreement of Recreational Coordinator and Consultant.

Classes are offered every quarter. (Fall, Winter, Spring Seasons and Summer Camps) COST SHEET – Attachments A (Required with Proposal Submittal)

Consultant shall complete the cost sheet (see Attachments A) based on a single student/resident rate per Seasonal Class or per Summer Camp. Consultant will complete it by proposing a reasonable Resident (student) Rate to encourage the community to register with the City’s Cooking classes. The purpose of this cost sheet is to determine the cost split between Consultant and City, along with City’s potential revenue earnings. Consultants’ cost sheet scoring will be evaluated based on the rates for 3-year total (Consultant’s Total Rate $).

**SCHEDULE OF CLASSES AND CAMPS (example only)

SEASONAL CLASSES:

Join us as we provide you with the tools necessary to create, cook, and learn. The curriculum covers nutrition, seasonal cooking, knife skills, the purpose of core ingredients and the cultural aspects of food all while having a blast and making new friends. Every season has new and exciting recipes.

Lucie Stern Community Center, Kitchen, Tuesday(s)

4:30pm – 5:45pm

Minimum – 12

Maximum - 20

SUMMER CAMPS:

12years – 17 years (age) In-Person

Lucie Stern Community Center

Kitchen and Joining Room

M-F 9am – 4pm

12 minimum

24 maximum