SOW_RFP.docx

SCOPE OF WORK

For Preschool/Toddler RFP

The City of Palo Alto is seeking a contractor to facilitate a developmental program for toddlers and preschoolers. The program should be designed to encourage children’s innate sense of curiosity about the natural world, their community, the arts and culture. The program’s curriculum will include sensory play, art, science, math, music, early age literacy and a field trip component. The program is designed for ages 1 ½ years to 3 ½ years and parent participation is required.

Consultant AGREES TO:

COURSE CONTENT:

· Be responsible for curriculum and course content; including providing course materials.

· Provide a consistent instructor, 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.

· Class information must be submitted approximately six months prior to the start of each class session.

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 to maintain strong working relationships with City staff and customers.

· Consultants provide good customer service.

· Consultants and their employees can effectively resolve issues.

SET UP & CLEAN UP:

· Be responsible for all set up and clean up 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

· All employees and/or volunteers must complete Fingerprint background check and must pass background prior to providing services, provide negative TB test results within the last two years (for anyone working with minors), 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, are strongly recommended to obtain certification in CPR/First Aid.

PUBLICITY:

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

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

· Follow timelines for submitting and proofing quarterly class proposals to be included in the Enjoy catalog. Note: Classes included in proposal are not guaranteed to be offered.

PUNCTUALITY:

· Consultant and their employees shall arrive at least 15 minutes prior to the starting time of the class or at least 30 minutes for set-up.

· Ensures that all classes start and end on time

· Notifies the Community Center or Recreation Coordinator prior to the class if Consultant is running late or unable to attend

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

· Consultant agrees to stay with all children until they are picked up by parents, released on their own if approval is noted or transferred to City staff.

RECORD KEEPING:

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

COMMUNICATION:

· Immediately communicate problems and issues with the class(es) or customers to the Recreation Coordinator or City Staff.

· 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.

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

· Provide facility for scheduled classes.

· Include Consultant classes in publicity materials

RATE:

Consultant will not be compensated for classes offered and canceled. Consultant will be compensated for only registered participants listed on the attendance records. City and Consultant shall mutually agree upon the date and time and number of courses offered by Consultant.

PAYMENT:

For registration based classes, at the conclusion of each session, Consultant will invoice the City for payment. In addition the Consultant’s invoice must include class name, class number, number of registered participants, rate of pay, total amount due for each class and grand total of all classes included on invoice.

CLASS SCHEDULE

The parties agree that the classes shall occur over the Fall, Winter, Spring and Summer sessions of City's Recreation Program. There will be Two 2- day classes per week, per season and One 1 –day class per week.

Current Class description:

A Day at Little Explorers Experience the joy of exploration in Little Explorers, a developmental program for toddlers and preschoolers. Enjoy a school day of dramatic and sensory play, art, science, math, music and literacy centers. Adult participation required.

13 Classes

Little Explorers Adventures Experience the joy of exploration in Little Explorers Adventures, a developmental program for toddlers and young preschoolers. All weeks include a field trip to a nature, community or cultural location, plus a school day that extends the experience with dramatic and sensory play, art, science, math, music and literacy centers. Adult participation required.

25 Classes

26 Classes

Professional Services Rev. April 27, 2018