City of West Hollywood Recreation Services Division
Contract Class Request for Proposal

Thank you for your interest in providing a class for the City of West Hollywood. Enclosed you will find a Contract Class Request for Proposal. If you and/or your business qualify by meeting the minimum criteria, then you are invited to submit a proposal for consideration for recreation related classes. Incomplete proposals will be excluded.

Contract proposals can be submitted at any time during the year.

The City of West Hollywood will review potential contractors through a Request for Proposal process, which is outlined in this document. Potential contractors must comply with all the requirements set forth in this document and return all items to be considered.

The City of West Hollywood would like to develop a diverse contract class program for our community. Our first priority is providing safe, and quality programs. It is also of great importance that classes are convenient, timely, well organized, and affordable. Classes can be offered at City Community Centers or in private studios. Course sessions are offered during the following seasons:

Summer Session (June, July, August)

Submit application by February 10 to be considered for Summer Session

Fall Session (September, October, November) 

Submit application by May 10 to be considered for Fall Session                                

Winter Session (December, January, February) 

Submit application by August 10 to be considered for Winter Session                             

Spring Session (March, April, May)

Submit application by November 10 to be considered for Spring Session

After the successful completion of each session, evaluation of the class will take place.

Compensation for Contracted Classes:

The Independent Contractor will be compensated

• 70% of all registrations received. The City of West Hollywood will retain 30% to cover their administrative services or
• an hourly rate for scheduled and approved class time

Form of compensation will depend on the type of class and will be discussed during interview process. The City of West Hollywood reserves the right to determine the type of payment based on the needs of the division.

Online Registration of Classes: All registration is handled through www.weho.org/recreation. Instructors are not permitted to accept payment directly from course participants.

In order to be considered as an Independent Contractor you must submit the following documents which are included in this packet:

1. Independent Contractor Application
2. Class Proposal – one sheet for each class proposal

 

Minimum Criteria for the Potential Contractor Include:

1.     Have significant knowledge in the subject proposed.
2.     Affiliation with a course related professional organization(s) (when                       applicable).
3.     Demonstrate that all staff is trained in the proposed course field.
4.     Provide Safety and Emergency Procedures that have been established by              your business.
5.     Evidence of a Workers’ Compensation Plan for your employees if                      applicable and auto insurance.
6.     Proof of insurance in the amount of $1 million general liability upon award of the contract.
7.     3 professional references in related field.
8.     If working with children, all staff must successfully complete a                          background check-City will provide information as well as have 1 million Sexual Abuse Misconduct insurance per occurance in addition (if teaching youth ages 0-17).
9.   Attach a proposal for each class being submitted for consideration.

Contractor Duties and Responsibilities

If selected, Independent Contractors with the City of West Hollywood are required to do the following:

1. Sign and comply with the terms of the City’s Independent Contract Agreement.
2. Provide access to City Staff to conduct registration audits during classes.
3. Submit a class schedule by the Recreation Brochure deadlines provided.
4. Provide trained and qualified instructors for each class.
5. Provide substitutes and back up instructors for emergency situations.
6. Require each instructor to arrive on time and teach the stated course curriculum.
7. Be sensitive to the needs of the public.
8. Practice good business, customer service, and communication skills.
9. Keep City Staff informed of changes in staff, curriculum, or other course related matters.
10. Provide the City of West Hollywood with proof of Liability Insurance for $1 million dollars, naming the City of West Hollywood as additional insured.
11. Provide the City of West Hollywood with proof of Worker’s Compensation Plan if applicable.
12. Provide the City of West Hollywood with information on staffing qualifications and training.
13. Respond promptly and professionally to concerns that arise from the class participant or city staff.
14. Be responsible for paying all income taxes.

Selection Procedure

The City of West Hollywood will evaluate the submitted proposals according to the criteria listed. The City of West Hollywood reserves the right to select one or more contractors to provide the services desired. Once a selection is made, a contract is awarded for the term of one year. Once the contract is awarded, materials for the City Recreation Brochure must be finalized and turned into City staff. In addition to reviewing the above, City staff may also use the following as part of the selection process:

Facility Inspection
If a prospective contractor is proposing to hold a class at their business or other non-city facility, the class site must meet the disabled access requirements as stated in the Americans with Disabilities Act. The City staff will inspect such facilities for compliance, as well as an examination of other factors to determine facility suitability, including location, parking and safety issues.

Site Visits
If a prospective contractor is currently operating a program similar to the one proposed, the City may make a visit to the site to see the program in process.

Personal Interview
City of West Hollywood staff may conduct personal interviews with prospective contractors to discuss their proposal.

Reference Checks
Each prospective contractor is required to provide 3 (three) professional references. The City may contact these individuals as part of the selection process. A professional reference may not include a family, friends, or class participant. A reference must include a person whose profession pertains to the field of proposed course and someone that can be verified as a professional in the field.

Contract Award Length

The Contract is awarded on an annual basis. At the end of each term of service, if the contractor provides a quality service to the City, the contract may be extended. All other conditions set forth in the City’s standard Independent Contractor Agreement apply. If at any time during the course of the contract the Contractor does not meet the terms, the contract can be terminated by the City of West Hollywood.

Thank you for your interest in the City of West Hollywood Recreation Services Division. If you have any questions, please contact Recreation staff at recreation@weho.org.

 

Revised: March 13, 2018

City of West Hollywood Recreation Services Division

Class Proposal

A seperate proposal is required for each proposes class.

 

Proposed Schedule

Please list 1st, 2nd, and 3rd choice

City of West Hollywood Recreation Services Division

Independent Contractor Application 

Professional References

I certified that all the statements on this application are true and complete to the best of my knowledge. I hereby authorize the City of West Hollywood to investigate any information contained in this application. I understand that false or incomplete statements may be cause for disqualification for termination of contract.