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Recreational Programming Services

Santa Clara, CaliforniaCalifornia, USADue Wednesday, March 10, 2027
Client
Santa Clara, California
RFP Number
EXTRA-65893
Posted
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Category
Professional, Consulting, Administrative or Management Support Services
Budget
Looking for Proposals
NAICS
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Set-aside
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Contact
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Description

AI Generated

The government authority in Santa Clara, CA, seeks recreational programming services. The selected vendor will perform these services at city community centers, parks, and facilities, and also provide some programming at their own facility. The scope includes preparing reports, schedules, and lesson plans, and developing beginner, intermediate, and advanced level programming. A pricing model for offered programming must be submitted for review and approval. The contract period is five years. Eligibility requires the organization to be onshore (USA Organization Only). The RFP release date is March 10, 2026. Questions must be submitted no later than March 09, 2027. Proposals are accepted on a rolling basis and can be submitted digitally via email or online. The buyer is looking for proposals and has not stated a budget.

Key solicitation details

AI-extracted from 0_Bid Document - Rec Programming RFP# 25-26-67.pdf, 1_Attachment A - Scope of Work - RFP 25-26-67.pdf, 2_Att B - REVENUE_SPLIT_PROPOSAL - RFP 25-26-67.docx. Confirm against the original documents before bidding.

The City of Santa Clara is seeking proposals from qualified contractors to provide year-round recreational programming services in support of the Parks & Recreation Department. The selected contractors will develop and provide recreational programming for Santa Clara residents and customers across various facilities. The City intends to award multiple on-call master agreements based on the highest-ranked proposals.

Issued by
City of Santa Clara
RFP Release Date
March 10, 2026
Deadline for Questions and Objections
Accepted on a rolling basis.
Proposal Due Date and Time
Accepted on a rolling basis.
How to submit
Emailed Submittals
Submission details
Submit proposals via email to Kimberly Castro at [email protected] clearly labeled with the title and number of the RFP. Format must use Times New Roman, Arial, or similar readable font, no smaller than size 11, with 1-inch or wider margins.
Contract term
Initial term of five (5) years with five (5) additional one-year options, for a total of up to ten (10) years.
Place of performance
City community centers, parks, and facilities in Santa Clara, CA, or at the Proposer's facility if proposed.
Insurance and bonding
Selected Proposer(s) shall obtain and maintain all insurance requirements outlined in Attachment F. Certificate of Insurance must be provided to the City within 10 days of notice of award.

How proposals are evaluated

Proposal ResponsivenessPass/Fail
Qualifications of Firm25%
Relevant Project Summaries15%
Project Approach40%
Proposed Revenue Split20%

Scope of work

  • Perform recreational programming services at City community centers, parks, and facilities
  • Prepare reports, schedules, and lesson plans in a timely fashion
  • Provide recreational programming at vendor facility if proposed
  • Develop and submit a pricing model for offered programming
  • Develop and provide programming at beginner, intermediate, and advanced levels for infants to adults
  • Provide programming in categories such as aquatics, basketball, cooking, dance, enrichment/academic, gymnastics, golf, health & wellness, music, sewing, and tennis
  • Deliver programming in formats including classes, camps, lessons, clinics, meetings, parent/child programs, and workshops
  • Provide qualified instructors and manage program scheduling across three 8-week sessions annually

Minimum qualifications

  • Instructors must be at least 18 years old
  • Instructors certified in CPR/First Aid where applicable (mandatory for aquatics and gymnastics providers)
  • Instructors completed and cleared a fingerprint check by the Department of Justice
  • Instructors meet or exceed City standards for child protection and supervision
  • Demonstrated ability to deliver an appealing program aligning with City goals and develop curricula
  • Demonstrated ability to serve and accommodate customers with special needs
  • Demonstrated ability to deliver a cost-effective program ensuring positive revenue generation for the City
  • Demonstrated experience producing clear, succinct, well-organized documents including schedules, reports, and lesson plans

Documents to include with the bid

  • Cover Letter signed by an authorized representative
  • Company Profile
  • Request for Proposals narrative including staff qualifications and key staff résumés
  • Discussion on three similar projects with detailed background and customer contacts
  • Project Approach details, sample program list, sample price list, and program descriptions
  • Attachment B – Revenue Split Proposal
  • Attachment C – Relevant Project Summary Form (2 program summaries completed within last 5 years)
  • Attachment D – Proposer Certification Form
  • Attachment G – Exemplar Agreement (exceptions or page 1 marked No Exceptions)

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