May 3, 2005
SUBJECT: Award of Contract to Provide Youth Sports Classes and Camps for the City’s Recreation Program (F0404-54)
REPORT IN BRIEF
Approval is requested for the award of a one-year contract to Michael Allen doing business as Fun Tyme Sports Academy of Sunnyvale, with an option to extend the contract for an additional one-year period, to provide youth sports classes and camps for the City’s Recreation Program.
BACKGROUND
For a number of years, the City has offered youth sports camps to the public through its Recreation Program. As is typical with Recreation Program activities, the City contracted with a private firm to provide the services; and revenue generated was shared between the City and the contractor.
For approximately four years, the City has contracted with Fun Tyme Sports Academy to provide youth sports camps under the City Manager’s contract award authority. Fun Tyme Sports Academy was selected, based upon its success conducting similar programs for other cities throughout the Bay Area. Michael Allen, Fun Tyme’s owner and operator, has extensive professional experience playing basketball; and the firm’s instructors are also very experienced and well qualified.
The addition of Fun Tyme Sports Academy to the City’s Recreation Program has improved the overall quality of sports instruction for the program which has resulted in an increase in the number of sports program participants. The current one-year contract began on January 1, 2005.
DISCUSSION
During the past year, approximately 550 children participated in the classes and 75 children have participated in the camps provided for the City by Fun Tyme Sports Academy.
The company is paid 70% of the resident registration fees collected for sports classes and camps minus any refunds. The remaining 30% is retained by the City to offset the cost of handling class and camp registrations.
The current contract term will not end until December 31, 2005; and it is anticipated at this time that total payments to Fun Tyme Sports Academy under the existing contract will exceed the City Manager’s contract award authority. Staff, therefore, recommends that the existing contract be terminated and replaced by the attached one-year agreement in an amount not to exceed $60,000 per year with an option to extend the agreement for an additional year.
Section 2.08.070(b) of the Sunnyvale Municipal Code exempts professional services, including instructors, from the City’s competitive bidding requirement.
FISCAL IMPACT
This agreement involves funds generated from recreation program participant fees with no impact on the General Fund. It is anticipated that the total payment to Fun Tyme Sports Academy for its 70% share of program revenue will not exceed $60,000 per year. Should the annual limit of $60,000 be paid to the contractor, the City will net approximately $25,700 for its 30% share of the participant fees.
RECOMMENDATION
It is recommended that Council award a one-year contract to Michael Allen doing business as Fun Tyme Sports Academy, in an amount not to exceed $60,000 per year, in substantially the same format as the attached draft, and with an option to extend the contract for an additional one-year period, to provide youth sports classes and camps for the City’s Recreation Program.
Prepared by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Curtis Black
Interim Director, Parks and Recreation
Approved by:
Amy Chan
City Manager
Attachment
Draft Service Agreement (.pdf)