HomeMy WebLinkAbout05/16/1995, C-4 - PRESCHOOL PROGRAM AT THE SANTA ROSA STREET RECREATION CENTER �����►�►►��IIII�IpglUlil city of san Luis OBISPO MEETS/169
COUNCIL AGENDA REPORT MW NUMBER:
._
FROM: Paul LeSage, Parks & Recreation Director
PREPARED BY: Pam Dayton, Recreation Coordinator II
SUBJECT: Preschool Program at the Santa Rosa Street Recreation Center
CAO RECOMMENDATION:
1) Approve the distribution of a Request for Qualifications to solicit interest in providing a
community based preschool child care program at the Santa Rosa Street Recreation Center.
2) By motion: authorize staff to negotiate a lease agreement with the most qualified provider
at no cost for the first year and a standard rental fee for the years following. Return to Council
for final approval.
DISCUSSION:
The Parks and Recreation Department has been providing the Little Rec'ers Preschool program
for over 15 years. The program operates weekday mornings, and serves preschool child care
needs. Over the past year and a half the enrollment has slowly declined to a current average
attendance of six children per day.
With the staffing requirements set by Community Care Licensing Regulations, Little Rec'ers is
an expensive program to operate. The program operates at a recovery level of 26 percent, while
other Department child care programs recover 65 percent.
In talking with the parents as to why enrollment has decreased, the lack of a full-day program
was cited. Staff believes that the most cost effective way to offer a quality full-day program is
to phase out the current activity and find a community based provider to operate a program in
the Little Rec'ers room. The option to expand the existing program using City staff was
considered, but found to be too costly.
The idea was proposed to the parents of the Little Rec'ers participants. Their main concern was
that only a high quality program would replace the current one. Based on the input, staff
determined that a Request for Qualifications (RFQ) that defined the scope of the preschool
program would be an effective method of determining the quality of the new preschool provider.
The parents agreed to this approach and one parent will be chosen to assist with the selection
process.
If council approves this action, RFQ's will be solicited and the most qualified provider will be
selected.
C - -1
�u�►� ►luillllll�p°��I�III city of San _ .is OBISpo
COUNCIL AGENDA REPORT
Allowing the Little Rec'ers room to be used by a community based preschool provides a public
service in a more cost effective way, keeps the city from duplicating serves already offered in
the private sector, and allows a provider to operate a program that may not otherwise run due to
high start up costs.
The major obstacles in beginning a new program are start up costs, such as licensing, materials,
facility costs, insurance, supplies, staffing and advertising. In an effort to assist the provider and
keep costs reasonable, staff proposes that no rent be charged to the provider during the first year
of operation and negotiate a standard fee for the following years. Little Rec'ers is a Department
sponsored program and therefore rent is not received.
Based on its total program cost, recently identified in the User Fee Cost Recovery Study, the
program costs $33,621. Approval of this item allow those resources to be shifted to program
areas, such as Sun and Fun, which have higher rates of participation and cost recovery.
CONCURRENCES:
This action is consistent with the goals, policies and programs of the revised Parks and
Recreation Element.
FISCAL WPACR
An outside provider is the most cost effective solution to providing the type of high quality
program that the participants want.
ATTACEMER NTS:
1. Request for Qualifications Draft
2. Insurance Requirements ,
3. List of potential program providers
ITTAIHME
�uli iio;Ill;il�ll;l�l!Ilill !I II•!II! i'1i1 ���N #�
I!1'!.!iii t►1i�� i,��+;II;Ir!�'i!�i: �1!�;;; ! F+ SAN L 1IS
Ifl�l' i Ilii i.l ��i I II:II II I IIID ' C a
;Illgli!!III;II iill illill
Parks & Recreation Department / 860 Pacific St. / 93401-3616 11 781-7300
Apri128, 1995
Dear Prospective Applicant: ~
The City of San Luis Obispo Parks and Recreation Department is seeking a State licensed
preschool provider to operate a quality preschool program at the Recreation Center located at
864 Santa Rosa Street (comer of Santa Rosa and Mill Streets). The current preschool program
is being phased out and the room will be made available to an individual or organization who
can provide a day care program for preschool age children. The Parks and Recreation
Department will provide the room rent free for one year. After the first year rent will based
on the amount negotiated by the provider and the Parks and Recreation Department. Typically,
rent for a City facility has been five to ten percent of gross income.
The current preschool program, Little Rec'ers, has been providing day care services at the
Recreation Center for over 15 years. The current program has an enrollment of 12 children,
runs Monday through Friday from 8:00 A.M. to 1:00 P.M. and is licensed by the State of
California for children ages 3 to 5 years old. The Parks and Recreation Department has found
that an all day program is more in tune to the communities needs. However, expanding the
current program to full-day sessions would be too costly for the City and the program
participants.
Therefore, the Parks and Recreation Department invites individuals or organizations, who are
child care providers or who wish to establish a center based program, to send a letter of interest
and a completed Request for Qualifications packet by May 26, 1995 to:
San Luis Obispo Parks and Recreation Department
860 Pacific Street
San Luis Obispo, CA 93401-3616
Attention: Pam Dayton
Enclosed is the Request for Qualifications, which includes a program description, program goals
and objectives, application requirements, and the evaluation and selection process. If you have
any questions regarding the enclosed information, the application process, or the deadline please
contact Pam Dayton at(805) 781-7289. We appreciate your time and interest, and look forward
to hearing from you.
Sincerely,
Pam Dayton
Recreation Coordinator II
7�
�L Pie �ih: ,I S:;n '_•,u; Ub6po is committed to irn:lude the disabled in all of its services, programs :+na activities.
� 1. ralaremincnicaUnns Device for the Deal (POS) 781-7410
GW
3
Program Description
1. Tentative program start date July 5, 1995. The program will run year round,
except on legal holidays.
2. Program must be licensed by the State of California or licensing process must
begin at the time provider is chosen and be completed prior to commencement of
Program-
3. Provide a preschool program for children ages 3 to 5 years old. Specific program
content must meet state licensing requirements and be approved by the Parks and
Recreation Department.
4. Program must be non-partisan, non-religious based due to public subsidy.
5. Provider of the program shall not engage in discrimination of employment of
persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
6. Maximum room capacity is 21, which includes children, staff and visitors in the
room at any one time.
7. The room includes two children's restrooms; kitchen area with full-size
refrigerator, sink, electric stove top range, cupboards and counter space; and a
floor space of 600 square feet (20 x 30).
8. Outside playground area includes sandbox area with swing and play structure,
blacktop area, and two picnic tables.
9. Large indoor items such as desk, children's cubbies, easels, cupboards, shelves
and area rugs will stay in the room for the new provider if needed.
10. Program description and information could be advertised in the Parks and
Recreation Department's quarterly brochure. Program flyers could also be
distributed to the local schools with the Department's established distribution
system.
11. The City of San Luis Obispo will provide the room at the Recreation Center rent
free for one year. After the first year rent will be negotiated between the
provider and the Parks and Recreation Department. Typically, rent for a City
facility has been five to ten percent of gross income.
12. The City of San Luis Obispo will provide nightly janitorial services, including
sanitizing both bathrooms and kitchen, mopping uncarpeted areas and emptying
trash. Uncarpeted floor areas will also be waxed quarterly, and routine
maintenance and repairs will be provided for the facility and fixtures in the room.
Program Goals and Objectives
13. Provide safe, affordable, quality child care for preschool age children in the
community of San Luis Obispo.
14. Comply with State of California, Community Care Licensing requirements.
Application RequiremeL - Applications must include the folic. .g information:
1. Cover letter stating interest and overall intent.
2. Three references from organizations for whom you have provided similar
services.
3. Verification of Liability Insurance (Please see attachment: INSURANCE
REQUIREMENTS: Consultant Services)
4. Fingerprint Card: All applicants must submit a fingerprint card for the purposes
of background and criminal history clearance. Fingerprints are taken at the San
Luis Obispo Police Department, 1042 Walnut Street, on Tuesdays from 9:00
A.M. to 1:00 P.M. and Thursdays from 12 noon to 4:30 P.M.
5. Child Abuse Index Check
6. If operating a licensed program, verification of licensure.
General Information
7. Your experience providing similar services
8. Description of your approach to operating a preschool program, i.e. purpose,
goals, basic services, daily schedule, activities schedule, hours of operation, and
transportation arrangements (if applicable).
9. Identify type of Administrative Operation, i.e. partnership, corporation, board of
directors.
10. Estimated Operating Budget
11. Financial Statement
12. Personnel Policies
13. Admission Policies
14. Rules of Discipline
15. Fee schedule for participants
16. Sample Menu for snacks and/or lunches
Application Evaluation and Selection - Proposals will be evaluated by a review committee
based on the following criteria:
1. Understanding of the program outlined by the City
2. Quality and responsiveness of the application
3. Demonstrated competence and professional qualifications necessary for operation
of the program outlined by the City
4. Recent experience in successfully preforming similar services
5. Proposed approach to operating the program
6. Proposed fees schedule for participants
7. References
8. Background and criminal history clearance
Application Evaluation and Selection Schedule
Applications Due May 26th
Complete Application Evaluation May 31st
Conduct Finalist Interviews June 1st
Select and Award Contract June 14th
Tentative Program Start Date July 5th
ATTACHMENT #2
INSURANCE REQUIREMENTS
The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of the work hereunder
by the Contractor, its agents, representatives, employees, or subcontractors.
A inimism Scone of Inc>_n arra Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability,code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Professional Liability insurance as appropriate to the consultant's profession.
Mnimum Limits of 1ami ante Contractor shall maintain limits no less than:
1. General Liability: $5,000,000 per occurrence for bodily injury, personal injury and property damage. If
Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate
limit shall apply separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
2. Automobile Liability: $5,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Professional Liability: $5,000,000 per occurrence. Limit may be combined with General Liability.
Other Insurance Provisions. The general liability and automobile liability policies are to contain,or be endorsed
to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects:
liability arising out of activities performed by or on behalf of the Contractor,products and completed operations
of the Contractor; premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired
or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection
afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects
the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained
by the City, its officers, officials,employees,agents or volunteer;shall be excess of the Contractor's insurance
and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall
not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer's liability.
S. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, cancelled by either party, reduced in coverage or in limits except after thirty(30) days' prior written
notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insw ers Insurance is to be placed with insurers with a current A.M.Best's rating of no less than
A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance
of the required insurance coverage. Original endorsements effecting general liability and automobile liability
coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized
by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before
work commences.
ATTACHMENT #3
PRE-SCHOOLS AND FAMILY DAY CARE FACILITIES
IN SAN LUIS OBISPO
BETH DAVID PRE-SCHOOL MICHELLE GRAHAM de MARTINEZ
2932 Augusta 1024 Willow Circle, Suite 10-A
San Luis Obispo, CA 93401 San Luis Obispo, Ca 93401
CHILD CARE CENTER SAND CASTLE PRE-SCHOOL
399 Foothill 1390 4th Street
San Luis Obispo, Ca 93401 San Luis Obispo, CA 93401
FOOTHILL PRE-SCHOOL SOUTHWOOD CHRISTIAN SCHOOL
317 Foothill 3396 Johnson St.
San Luis Obispo, CA 93401 San Luis Obispo, CA 93401
FOOTSTEPS CHILDREN'S CENTER UNITED METHODIST CHILDREN
11245 Los Osos Valley Rd. CENTER
San Luis Obispo, Ca 93401 1515 Fredricks
San Luis Obispo, CA 93401
JOHNSON AVENUE PRE-SCHOOL
2075 Johnson ZION CHRISTIAN SCHOOL
San Luis Obispo, Ca 93401 1010 Foothill Blvd.
San Luis Obispo, CA 93401
OLD MISSION PRE-SCHOOL
221 Daly DEBRA LYNN
San Luis Obispo, CA 93401 649 Branch #2
San Luis Obispo, CA 93401
ce