REQUEST FOR PROPOSALS. Recreation Event Coordinator For City of Colusa

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1 REQUEST FOR PROPOSALS For City of Colusa RESPONSES DUE BY: December 2nd, 2013 City of Colusa 425 Webster Street Colusa, CA 95932

2 TABLE OF CONTENTS 1. Scope of Services 2. Consultant Selection Process 3. Dates of Selection Process 4. Requirements for RFP Submittal 5. RFP General Conditions 6. RFP Attachments A. Sample of City Contract Page 2

3 SECTION 1: Scope of Service Request For Proposals The City of Colusa intends to retain a qualified and committed professional Consultant to be named as the. The successful Consultant shall demonstrate their ability to perform the services listed below. The responsibilities of the Consultant shall include administration and implementation of Recreation Programs and Events in the City of Colusa. The will perform the work for the City Manager. The work to be performed will be at the direction of the Administrative Office Manager. The will plan, organize and implement a wide variety of social and recreational activities and parks and recreation programs. The work will be implemented at community centers, schools, parks and other recreational sites as needed. The events and programs shall include special community events and special programs targeted for youths, teens, adults and seniors. Example of the events and programs include: Youth basketball, T-Ball, Pool Manager, Red Cross Swimming Lessons, Coordinate with the Softball League Board for the Men s, Women s, and Coed Softball Leagues, Concerts in the Park, and Senior Canteen. The shall design programs to meet community needs and then evaluate the programs based on community participation and sustainability. The City has estimated the work hours at approximately 850 hours per Fiscal year and a budgeted amount for this consultant to be $14,000. The will have access to use the City Hall facilities as necessary during City Hall working hours, Monday through Thursday, 7:30 a.m. to 5:30 p.m., all hours outside this timeframe will require advance notice and approval by the City Manager or Administrative Office Manager. The may be required to attend public meetings. The will assist in monitoring and creating the operating budget for the Recreation Department. All acquisitions will require prior approval of the Administrative Office Manager. All program and special event fees will be collected by the City of Colusa and information pertaining to such events will remain as City property. Other than assisting the public with the event and/or program application and collection of fees, the City will provide minimal staff assistance unless approved by the City Manager or Administrative Office Manager. The will be expected to recruit, train which includes safety Page 3

4 training, and supervise additional seasonal help in order to facilitate certain programs. Seasonal help includes: referees, umpires, scorekeepers, lifeguards, and other. The use of any seasonal help will require prior review and approval of the City Manager or Administrative Office Manager. The shall provide for all transportation. The City shall not be responsible or billed for any additional cost for personnel provided by consultant. Consultant shall provide its own liability insurance, business license, and any other required documentation. A life scan of individual and any personnel use by the Consultant will be required prior to execution of contract. The consultant shall sign a standard City of Colusa contract. All persons furnished by the consultant shall be its employees or agents subject to it supervision and control, and not the City of Colusa. Consultant personnel shall perform services in accordance with applicable City of Colusa and State of California criteria and guidelines. SECTION 2: Consultant Selection Process The proposals will be evaluated using the following criteria: Approach and understanding of tasks. Qualifications and specific experience. Similar program or project experience. Ability to provide and schedule qualified personnel if any. Previous client satisfaction. Qualified candidate/firms may be invited to an interview on December 12 th All key team member(s) should be available to attend the interview. The evaluation/interview panel may include representatives from the City of Colusa and/or their respective consultants, but the specific composition of the panel will not be revealed prior to the interviews. Costs for travel expenses and proposal preparation shall be borne by the responding candidates/firms. Once the top candidate/firm has been determined, the City of Colusa will start contract negotiations. If contract negotiations are not successful, the second ranked candidate/firm may be asked to negotiate a contract with the City of Colusa. The amount of pay is fixed and paid monthly by invoice. Page 4

5 SECTION 3: Dates of Selection Process The City of Colusa intends to accept proposals on approximately the following schedule: Dec 2 nd, 2013: Proposals are due no later than 3:00 p.m. on Monday December 2nd, 2013 at City Hall, City of Colusa, 425 Webster Street, Colusa, CA Late submittals will not be accepted. Dec. 12 th, 2013: Interviews for consultant selection are tentatively scheduled for Thursday, December 12th, 2013 at City Hall, City of Colusa, 425 Webster Street, Colusa, CA Jan. th, 2014: Final interviews with the Administrative Office Manager and City Manager are tentatively scheduled for the week of January 6th, 2014 at City Hall, City of Colusa, 425 Webster Street, Colusa, CA Page 5

6 SECTION 4: Requirements of RFP Submittal Please prepare your proposal in accordance with the following requirements. 1. Proposal: The proposal shall not exceed a total of the equivalent of 10 single- sided, 8.5 x 11 pages. Resumes and supplemental information should be included in an appendix. 2. Transmittal Letter: The proposal shall be transmitted with a cover letter describing the consultant s interest and commitment to the proposed contract. The letter shall state that the proposal shall be valid for a 90-day period and should include the name, title, address, address and telephone number of the individual to whom correspondence and other contacts should be directed during the consultant selection process. The person authorized by the firm to negotiate a contract with City of Colusa shall sign the cover letter. Address the proposal and cover letter as follows: City of Colusa Attn: City Manager 425 Webster Street Colusa, CA Proposal Description: This section should convey the Consultant understands of the nature of the work, including coordination with and approvals from the City of Colusa. 4. Experience and Qualifications: Provide qualifications and experience that will be available for providing the requested services. 5. Approach and Management Plan: This section should provide the consultant s proposed approach for providing the services. 6. References: Provide at least three references (names and current phone numbers) from recent work (previous five years) similar to this project. 7. Similar Work: Provide information and descriptions of similar work that the consultant has completed. 8. Submittal of Proposals: Four (4) copies of your proposal are due at the City Hall, City of Colusa offices no later than the time and date specified in Section 3, above. Envelopes or packages containing the proposals should be clearly marked, Page 6

7 Proposals Enclosed. If you have any questions regarding this RFP, please contact: City of Colusa 425 Webster Street Colusa, CA Toni Benson Administrative Office Manager (530) Ext. 104 SECTION 5: RFP General Conditions A. Rejection of Proposals The City of Colusa reserves the right to reject any or all proposals. B. Limitations This RFP does not commit the City of Colusa to award a contract or to pay any costs incurred in the preparation of a proposal in response to this RFP. C. Contract A sample contract is shown in Attachment A. It is expected that the terms of the contract will be acceptable to the consultant. D. Work scope Modifications The City of Colusa reserves the right to request changes to the staffing and/or scope of services contained in any of the proposals. E. Non-discrimination Contractors shall not discriminate on the basis of race, color, national origin, sex, or physical disability in the performance of the City of Colusa contracts. Page 7

8 SECTION 6: RFP Attachments Please see the following attachments: A. Sample Contract Page 8

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