SOW_-_RFP194598_FINAL.doc

SCOPE OF WORK

Project Summary:

The City of Palo Alto (City) intends to implement tennis classes and camps for its Recreational Program and is seeking five (5) year term proposals from qualified Consultants to provide Tennis Instruction services. These year-round tennis classes and summer camps, include a curriculum for youths and adults at all skill levels. City may award a contract to more than one proposer.

Consultant must have a team of experienced coaches to instruct tennis to both youth and adults. Youth classes will be offered to students from 5 years - 15 years of age. Youth classes will run all four seasons of the year and summer camps from June - August. Adult class instruction will run all 4 seasons and private class instruction will be offered to all January - December.

Consultants (Instructor) will perform the services to comply to the following:

REQUIREMENTS

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. RECORD KEEPING:

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

8. 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.

9. 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

10. 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 will support by:

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

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

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

· Including Consultant classes in publicity materials

(Schedule on Next Page)

SEASONAL CLASSES AND SUMMER CAMP SCHEDULE

The City’s Recreational Program for tennis for “Seasonal Classes” shall occur every quarter over the Fall, Winter, Spring and Summer sessions. “Summer Camps” shall occur over the summer seasonal session(s). The classes and camps will be facilitated at City’s tennis courts at the following site:

· Rinconada Park – 777 Embarcadero Rd, Palo Alto, CA 94303; and

· Mitchell Park – 3800 Middlefield Rd, Palo Alto, CA 94306

SEASONAL CLASSES

Fall, Winter, Spring, and Summer Seasonal Classes are typically made up of 2-day classes per week or 1-day class per week through the annual seasons for various skill-level group sessions. Each class will be up to a maximum of 6 students with the exception of Advanced Players Tennis which has a maximum of 12 students. The actual dates/times/ /locations are subject to a mutual agreement of City/Recreational Coordinator and Consultant. Based on past numberof student enrollment , Consultant shall coordinate Seasonal tennis classes by instructing lessons for various skill-level groups of the following:

Children Tennis Classes

a. Tiny Tennis Class Instruction

· Children: 5-7 years of age

· Class Length: 40 minutes (each session meets 6 times, max 6 students)

· Estimate Session(s): 11 Class Sessions Per Quarter

· Skill Level: Lessons are designed to enhance their athletic and skill development in a success-oriented environment.

b. QuickStart Tennis

· Children: 8-10 years of age

· Class Length: 60 minutes

· Estimate Session(s): 5 Class Sessions Per Quarter

· Skill Level: Learn simple and efficient techniques on the “60 ft. court” with low compression tennis balls. Emphasis on control, consistency, sportsmanship, and fun.

c. QuickStart Advanced Tennis

· Children: 8-10 years of age

· Class Length: 60 minutes

· Estimate Session(s): 3 Class Sessions Per Quarter

· Skill Level: Review and develop techniques on the “60 ft. court” with low compression tennis balls. More emphasis on depth, direction, and spin. Players should have prior Quickstart experience and/or instructor’s approval.

Junior Tennis Classes

a. Junior Novice Tennis Classes

· Junior: 11-14 years of age

· Class Length: 60 minutes

· Estimate Session(s): 2 Class Sessions Per Quarter

· Skill Level: Develop the essential techniques with emphasis on control, depth, and direction on the “78 ft. court” with regulation tennis balls. Lessons will also incorporate rules, sportsmanship, and basic doubles play. Ten year-olds may participate with instructors’ approval.

b. Junior Low Intermediate Tennis

· Junior: 11-14 years of age

· Class Length: 60 minutes

· Estimate Session(s): 3 Class Sessions Per Quarter

· Skill Level: For players who are consistent on a slow pace rally but need to develop better depth, directional control and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics. Ten year-olds may participate with instructors’ approval.

c. Junior Intermediate Tennis

· Junior: 11-15 years of age

· Class Length: 60 minutes

· Estimate Session(s): 1 Class Sessions Per Quarter

· Skill Level: For players who are consistent on a medium pace rally but need to develop more spin, power, and/or variety. Refine stroke techniques, strategy, and tactics with performance enhancing drills.

Adult Tennis Classes

a. Adult Novice Tennis

· Adult: 15+ years of age

· Class Length: 60 minutes

· Estimate Session(s): 4 Class Sessions Per Quarter

· Skill Level: Develop the essential techniques with emphasis on control, depth, and direction. Lessons will also incorporate rules, sportsmanship, and basic doubles play.

b. Adult Low Intermediate Tennis

· Adult: 15+ years of age

· Class Length: 60 minutes

· Estimate Session(s): 6 Class Sessions Per Quarter

· Skill Level: For players who are consistent on a slow pace rally but need to develop better depth, directional control and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics.

c. Adult Intermediate Tennis

· Adult, 15+ years of age

· Class Length: 60 minutes

· Estimate Session(s): 5 Class Sessions Per Quarter)

· Skill Level: For players (NTRP 3.0) who are consistent on a medium pace rally but need to develop more spin, power, and/or variety. Develop stroke techniques, strategy, and tactics with performance enhancing drills.

d. Advanced Players Tennis

· Adult, 15+ years of age

· Class Length: 90 minutes

· Estimate Session(s): 1 Class Sessions Per Quarter

· Skill Level: A Stanford/USPTA Pro will personally teach this dynamic clinic for Advanced Players (NTRP 3.5-4.5). Players will enhance their tactical and strategic play with competitive situational drills. Refine stroke techniques with Ball Machine and Serving target drills. Only 3-6 players per Pro/court.

SUMMER CAMPS

Summer Camps are for 1 week session(s). Each class will be up to a maximum of 12 students. The actual dates/times/locations are subject to a mutual agreement of City/Recreational Coordinator and Consultant. Based on the past number student enrollment, Consultant shall coordinate Summer Camp tennis classes by instructing lessons for various skill-level groups of the following:

Children Summer Camps

a. QuickStart Tennis Camps

· Children, 8-10 years of age

· Class Length: 90 minutes

· Estimate Session(s): 9 camp Sessions Per Summer

· Skill Level: Learn simple and efficient techniques on the “60 ft. court” with low compression tennis balls. Emphasis on control, consistency, sportsmanship, and fun. In general, we recommend the 25” racket. Three courts grouped by age and/or ability.

Junior Summer Camps

b. Junior Novice Tennis Camp

· Junior, 11-14 years of age

· Class Length: 90 minutes

· Estimate Session(s): 5 Camp Sessions Per Summer

· Skill Level: Develop the essential techniques with emphasis on control, depth, and direction. Camps will also incorporate rules, sportsmanship, and basic play. In general, we recommend the 26”-27” racket. Three courts grouped by age and/or ability.

c. Junior Low Intermediate Tennis Camp

· Junior,11-14 years of age

· Class Length: 90 minutes

· Estimate Session(s): 4 Camp Sessions Per Summer

· Skill Level: For players who are consistent on a slow pace rally but need better depth, directional control, and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics. In general, we recommend the 26”-27" racket. Three courts grouped by age and/or ability.

d. Junior Intermediate Tennis Camp

· Junior,10-15 years of age

· Class Length: 90 minutes

· Estimate Session(s): 4 Camp Sessions Per Summer

· Skill Level: This class provides excellent instruction, extensive practice, and exciting match play for juniors (10-15 years old) at the INTERMEDIATE and HIGH INTERMEDIATE level. These camps are not for Novice players. Practices are designed to refine players’ technique and enhance their knowledge of strategy and tactics with competitive drills. Four courts grouped by age and/or ability.

PRIVATE LESSONS (Required with Proposal Submittal) *Court Rental for Private Lessons:

Consultant will reimburse the City of Palo Alto on an agreed amount sum for the use of 4 tennis courts to teach individual Private and Semi Private lessons (Rinconada Park Cts. #5-6 and Mitchell Park Cts. #1-2). There will be 4 quarterly scheduled payments per year. Consultant will prioritize Seasonal Classes and Summer Camps over private lessons. Consultant will develop a plan to advertise private lessons based on availability. A quarterly payment minimum of $3,500 will be paid to the City. Consultant will provide the City a quarterly report of all private lessons completed. Based on the quarterly report, the private lessons court rental rates may increase upon mutual agreement.

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 Tennis Recreational Program. 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 5-year total (Consultant’s Total Rate $).

**SCHEDULE OF CLASSES AND CAMPS (example only) Note to Proposers:

The following are excerpts from the City’s current recreation catalog.

(Examples of Seasonal Classes and Summer Camps Schedule on Next Page)

SEASONAL CLASSES:

TERRIFIC TINY TENNIS

Special service, only 3-6 players per class. Children, 5-7 years of age, play FUN activities and games on the “42 ft. court” with low compression tennis balls. Lessons are designed to enhance their athletic and skill development in a success-oriented environment. We recommend the 21” to 23” rackets.

5y-7y

5y-7y

5y-7y

5y-7y

Sat 4/12-5/17

2:00-2:40pm

5y-7y

Sat 4/12-5/17

2:40-3:20pm

5y-7y

Sat 4/12-5/17

3:20-4:00pm

5y-7y

*No class 5/26

QUICKSTART TENNIS

Special service, only 3-6 players per class. Learn simple and efficient techniques on the “60 ft. court” with low compression tennis balls. Emphasis on control, consistency, sportsmanship, and FUN! We recommend the 25” rackets.

QUICKSTART ADVANCED TENNIS

Special service, only 3-6 players per class. Review and develop techniques on the “60 ft. court” with low compression tennis balls. More emphasis on depth, direction, and spin. Players should have prior Quickstart experience and/or instructor’s approval.

JUNIOR NOVICE TENNIS

Special service, only 3-6 players per class. Develop the essential techniques with emphasis on control, depth, and direction on the “78 ft. court” with regulation tennis balls. Lessons will also incorporate rules, sportsmanship, and basic doubles play. Ten year-olds may participate with instructors’ approval.

JUNIOR LOW INTERMEDIATE TENNIS

Special service, only 3-6 players per class. For players who are consistent on a slow pace rally but needs to develop better depth, directional control and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics. Ten year-olds may participate with instructors’ approval.

1:00-2:00pm

JUNIOR INTERMEDIATE TENNIS

Special service, only 3-6 players per class. For players who are consistent on a medium pace rally but needs to develop more spin, power, and/or variety. Refine stroke techniques, strategy, and tactics with performance enhancing drills.

ADULT NOVICE TENNIS

Special service, only 3-6 players per class. Develop the essential techniques with emphasis on control, depth, and direction. Lessons will also incorporate rules, sportsmanship, and basic doubles play.

ADULT LOW INTERMEDIATE TENNIS

Special service, only 3-6 players per class. For players who are consistent on a slow pace rally but needs to develop better depth, directional control and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics.

ADULT INTERMEDIATE TENNIS

Special service, only 3-6 players per class! For players (NTRP 3.0) who are consistent on a medium pace rally but needs to develop more spin, power, and/or variety. Develop stroke techniques, strategy, and tactics with performance enhancing drills.

ADVANCED PLAYERS TENNIS

A Stanford/USPTA Pro will personally teach this dynamic clinic for Advanced Players (NTRP 3.5-4.5). Players will enhance their tactical and strategic play with competitive situational drills. Refine stroke techniques with Ball Machine and Serving target drills. Only 3-6 players per Pro/court.

10:30am-12:00pm

SUMMER CAMPS:

QUICKSTART TENNIS CAMPS (Ages 8-10) Learn simple and efficient techniques on the “60 ft. court” with low compression tennis balls. Emphasis on control, consistency, sportsmanship, and FUN! In general, we recommend the 25” racket. Three courts grouped by age and/or ability.

JUNIOR NOVICE TENNIS CAMPS (Ages 11-14)

Develop the essential techniques with emphasis on control, depth, and direction. Camps will also incorporate rules, sportsmanship, and basic play. In general, we recommend the 26”-27" racket. Three courts grouped by age and/or ability.

JUNIOR LOW INTERMEDIATE TENNIS (Ages 11-14)

For players who are consistent on a slow pace rally but needs better depth, directional control, and use of spin. Review and strengthen stroke techniques with more emphasis on basic strategy and tactics. In general, we recommend the 26”-27" racket. Three courts grouped by age and/or ability.

JUNIOR INTERMEDIATE TENNIS CAMPS (Ages 10-15)

This class provides excellent instruction, extensive practice, and exciting match play for juniors (10-15 years old) at the INTERMEDIATE and HIGH INTERMEDIATE level. These camps are not for Novice players. Practices are designed to refine players’ technique and enhance their knowledge of strategy and tactics with competitive drills. Four courts grouped by age and/or ability.