Recreation Independent Contractor Classes

The City of Milpitas Recreation and Community Services Department is soliciting qualifications from vendors capable of providing a broad range of recreation and community service classes spanning arts, music, enrichment, parent-child activities, sports, fitness, and technology. These services target diverse age groups from pre-kindergarten children to seniors. Through this Request for Qualifications (RFQual), the City will establish a pre-qualified vendor list, enabling streamlined solicitation of seasonal class proposals, with selected vendors required to develop curricula, supply qualified instructors, and provide all necessary materials. Compliance with regulatory requirements, including maintaining current business licenses, California Secretary of State registration, and insurance coverage, is mandatory. Vendors may apply as new entrants or submit updated responses to remain eligible, and the City will periodically review and update the pre-qualified list. Proposal submissions are evaluated using a weighted scoring system focused on instructor qualifications, relevance and appeal of class offerings, community interest alignment, and professional references, with an emphasis on overall merit rather than cost, as price is not a factor in award decisions. Contracts resulting from this process define the vendor as an independent contractor responsible for delivering in-person or online classes, managing enrollment, cancellations, and make-up sessions per City policies, and adhering to all legal and insurance obligations. Compensation models, based on a percentage of resident rate receipts, specify payment terms and conditions including provisions for contract termination with appropriate notice. Contractors must comply with nondiscrimination laws and prevailing wage requirements, submit various certifications such as non-collusion declarations and wage theft certifications, and maintain insurance policies naming the City as additional insured with specified coverage and cancellation notice clauses. Class proposals require detailed professional and academic qualifications, schedules, fees, and accessibility considerations, submitted via the City's online procurement portal. The City reserves final approval rights over class offerings and maintains responsibility for inspection and acceptance of services according to outlined quality and compliance standards. The contract lacks federal acquisition clauses, reflecting its nature as a local government procurement, and anticipates ongoing vendor performance management through periodic evaluations and seasonally renewed agreements.