March 22, 2005
SUBJECT: Award of Contract to Provide Children’s Dance Instruction to the Public through the City’s Recreation Program (F0403-45)
REPORT IN BRIEF
Approval is requested for the award of a two-year contract to Venise Taaffe doing business as On Your Toes of Rocklin to provide children’s dance instruction to members of the public through the City’s Recreation Program.
BACKGROUND
The City has contracted with On Your Toes for more than six years to provide children’s dance instruction. These classes are very popular, and customer satisfaction with the classes has been high. The few minor issues that have arisen have been dealt with quickly and courteously by Ms. Taaffe and her staff.
On Your Toes instructors currently provide dance classes to over 1,300 students through its Sunnyvale program. The firm also provides dance, drama and art instruction for the Roseville Parks and Recreation Department, the Roseville Sports Center, and the City of Saratoga.
The company is paid 65% of the resident registration fee for all dance class participants. The remaining 35% is retained by the City to offset the cost of handling class registration. This is a higher retention percentage than the City enjoys for many other instructors. Staff was able to negotiate this 35% rate because of the popularity of these classes and the additional time City staff spends providing registration services. Although the City does incur costs in supporting On Your Toes instruction services, costs are less than previously incurred when the City contracted directly with individual dance instructors.
DISCUSSION
In the past, the On Your Toes contract has fallen within the City Manager’s contract award authority. However, due to changing circumstances, Council award is now required.
Recently, the pre-school class length was reduced from 45 minutes per session to 30 minutes per session. This change was made, based on feedback from parents and instructors that 45-minute classes were too long for this age group. The change in class length has made it possible to offer more classes during the same number of hours which, in turn, has increased the number of students being served. Additionally, On Your Toes classes for all youth age groups are quite popular; and overall participation has been increasing accordingly.
Section 2.08.070(b) of the Sunnyvale Municipal Code exempts professional services, including instructors, from the City’s competitive bidding requirement.
Because of the City’s long history with this firm and the continuing popularity of its classes, staff recommends the award of a two-year contract to On Your Toes, beginning April 1, 2005.
FISCAL IMPACT
Although impossible to predict, it is anticipated that the total cost of a two-year contract will not exceed $135,000. However, it should be noted that in FY 2003/2004 this activity generated a net profit of $30,622 which was used to help subsidize other recreation programs offered by the City.
RECOMMENDATION
It is recommended that Council award a two-year contract to Venise Taaffe doing business as On Your Toes, in an amount not to exceed $135,000 and in substantially the same format as the attached draft, to provide children’s dance instruction through the City’s Recreation Program.
Prepared by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Curtis Black
Acting Director, Parks and Recreation
Approved by:
Amy Chan
City Manager
Attachment
Draft Service Agreement (PDF)