SLED Opportunity · ARIZONA · CITY OF AVONDALE
AI Summary
The City of Avondale is soliciting applications from program instructors for future educational and recreational programs through a non-competitive procurement process.
The City of Avondale Parks, Recreation, and Libraries Department (the "Department") is issuing this Request for Instructor Application for new potential contractor proposals for future programs.
The City of Avondale Parks, Recreation, and Libraries Department is dedicated to serving its community by providing quality programs and activities for all ages, interests, and levels. Programs offered by the City strive to foster new skills, promote health and well-being, and expand cultural and artistic development.
If you are interested in becoming a Program Contractor, please review the information below and complete the Program Instructor Application. Due to the nature of the position (working with youths and the general public), the department makes significant efforts to screen instructors for the safety of participants.
Payments to the Contractor are based on the sum of revenue generated by the Program. Such revenues are calculated from the data generated by the CivicRec registration software. This data includes both the number of program participants and the amount of revenue collected year to date for the Program and is outlined in a revenue report generated by the department (“Revenue Reports”).
The contractor will be paid 70% of the revenue generated by the Program. All participants must be registered in Civic Rec.
Meeting rooms, multiuse and ball fields, classrooms, libraries, and community-use facilities.
We accept cash (limited), checks, and credit cards for payments. The department offers registration through easy, customer-friendly ways including online registration or in person.
The Contractor shall submit an invoice showing all dates, locations of work, the rate of payment, and any other required information regarding services rendered for which payment is requested. Invoices are to be submitted to the Department representative no later than 10 days after the last class. Payment will be paid to the contractor no less than 30 days from the date that the invoice is submitted. This invoice shall reflect a 70% Contractor / 30% City split unless otherwise stated in the contract.
To make lives better with dynamic services and spaces to learn, play, and connect. We envision the Department enriching the Avondale community through learning and recreational opportunities that reflect our vitality and diversity. All of this is in clean, green, and safe parks.
GUIDING PRINCIPLES
The Contractor will need to submit proof of insurance as a part of the agreement. Insurance must be maintained for the duration of the contract. Failure to do so could result in the cancelation of the Contractor’s program. Please forward a certificate of insurance that meets the following requirements:
GENERAL LIABILITY with minimum limits of:
WORKERS COMPENSATION with minimum statutory limits of:
SEXUAL ABUSE AND MOLESTATION (if required)
AUTO LIABILITY (if required)
PLEASE NOTE THE FOLLOWING:
There are three “seasons” each calendar year: Winter/Spring, Summer, and Fall/Winter that correlate with the distribution of the RAVE program guide. A sample timeline can be found below. Program dates vary each year but are tentatively scheduled according to the deadlines to submit information for review and inclusion in the RAVE:
Program Instructor Applications and Program Proposals are accepted year-round; however, the Department representative will decide the actual program implementation (start) date. Incomplete contractor forms will not be accepted.
The relationship between the Contractor and the City is that of an independent contractor. The Contractor shall supply all personnel, equipment, materials, and supplies at their own expense, except as specifically outlined in the executed Program Instructor Services Agreement. The Contractor shall not be deemed to be, nor shall it represent itself as, an employee, partner, or joint venture of the City. No employee or officer of the City shall supervise the Contractor. The Contractor is not entitled to worker’s compensation benefits and is obligated to directly pay federal and state income tax on money earned under the Program Instructor Services Agreement.
Courses and programs will be overseen by the Department representative and managed by the Contractor. This shall include responding to communication, conducting course evaluations, providing Americans with Disabilities Act inclusions, adjusting programs based on evaluations and feedback, and attending City meetings as required. Any controversial communication will be shared with the Department representative.
Contractors are expected to conduct themselves professionally at all times while interacting with the general public and City employees. The Contractor has committed to fulfilling these statements:
Once the Application and Proposal have been reviewed, the potential Contractor will be contacted for an interview if the program appears to have the potential to meet the needs of the community and fits into the Department’s mission, vision, and goals. If accepted, the short-listed Contractor must provide the required items listed below before being approved to begin initiating a contract and implementing services.
All short-listed Contractors are required to:
Classes are canceled at least three (3) business days before the first scheduled class if the class does not meet the minimum number of needed registered participants.
If the Contractor is ill or unable to provide their programs as scheduled, it is the Contractor’s responsibility to notify the Department representative, and the facility where the course is scheduled. It is the Contractor’s responsibility to contact registered participants as soon as possible, but no later than three (3) hours before the start of class.
The City shall have the option to cancel a program if there is insufficient participant registration three (3) business days before the first day of the program. The City may cancel a program if there is insufficient participant registration after the first day of the program. If a program is canceled, registration will be refunded to the participants and the Contractual Agreement between the City and the Contractor is void for the applicable program site. If a program meets the agreed-upon minimum enrollment the class will be required to run. Programs are not to be extended or canceled by the Contractor without prior approval of the City.
Scheduled classes must begin and end at the time specified in the course description. Contractors should never leave the class area unless all participants have left the space or have been properly picked up/signed out by a parent/guardian when applicable.
The short-listed Contractor will be required to execute the City’s Program Instructor Services Agreement. A sample of the Program Instructor Services Agreement is included with the Download section.
Make-ups may be offered for classes that are canceled due to either weather conditions or an approved contractor cancellation. Make-ups will be based on space and times available at the City’s facilities.
The Contractor shall submit to the City a typed outline of activities covered in the program. The City uses this required outline to inform prospective participants of the general topics covered in a program. This outline is to be submitted before the first day of the registration period for the program. It is recommended that the Contractor also formulate lesson plans to maintain their organization.
The Contractor may supplement City advertising by assuming the costs of producing their advertisements/flyers. The Contractor must have pre-approval from the City of any advertisements/flyers representing the Contractor and/or City before the advertisements/flyers are distributed to the public. All advertising must include the Avondale Parks, Recreation & Libraries logo.
Once registration for a new session has begun, Contractors can inquire about enrollment through email or phone. Contractors may also set up an account with our CivicRec software system to be able to access and receive automated rosters.
It is the Contractor's responsibility to take attendance at each class. This is especially important for large classes where participants may have not properly enrolled. Please inform individuals who have not paid to register by visiting www.AvondaleAZ.gov/Rec or calling 623-333-2400 for more information. Participants must be on the class list before they are admitted to a contracted program.
On-site registrations are not permitted. The Contractor is to direct participants to register online at www.AvondaleAZ.gov/Rec or in person at Avondale City Hall during business hours (7:00 a.m. – 6:00 p.m.). Registrants may pay by check, cash, or credit card by registering directly at the Parks and Recreation office at 11465 W. Civic Center Dr., Avondale, AZ 85323; by credit/debit card online.
Department refund policy reads as follows:
Refund requests by participants for Contracted programs will follow the City’s stated Refund Policy. For refund requests initiated by the Contractor, the Contractor is responsible for informing the Department representative. In the event of a refund, the revenue to the Contractor and the City regarding the refund will be prorated accordingly.
Once the program has started, participant withdrawal from programs must be approved by the Department representative. The participant is eligible for a refund if they have only attended one class unless it is a special circumstance or it’s a single-day program.
Important
The Contractor is responsible for preparing the accident and/or incident report should an accident/incident arise during their program. For all accidents/incidents, please notify City staff on duty immediately (if applicable). If a City staff member is not present and you or participants are injured in a class or an incident has taken place, you must report it immediately to the Department representative. Information should be taken regarding the injury or incident including full name, phone number, location, time of the incident, situation, and if emergency services are called, their contact information.
The City shall distribute a Program Evaluation (via CivicRec) to all program participants no more than three (3) business days after the close of the program. Survey results will be reviewed with the Contractor in a post-program meeting. Programs will be reviewed and considered for renewal before each new season. Factors for consideration will include customer experience, safety, and quality of the program.
Classes are held in various locations throughout the City. All Contractors using City facilities will be allowed to set up the program area (classroom, library room, field, etc.) 15 minutes before the beginning of their class/program activities if the facility is available for setup at that time. The contractor must always leave the program area, including floors, sound system, mirrors, goals, baskets, etc. in the condition in which it was found. This means cleaning up any materials (art supplies, fitness equipment, mats, etc.) and replacing any furniture and/or equipment in its original location after the class/program ends. Most facilities have City Staff assigned to open and close the facility.
If the City Staff are not present to ensure access to the assigned facility/space, the Contractor should contact the Department representative, for assistance.
Contractors may not use any City-owned property including copy machines, computers, materials, and/or equipment without the prior written approval of the Department representative. Plan to have all equipment, materials, and copies provided at the Contractor’s expense.
The Contractor is required to inform the City of facility use dates NOT USED during a session. This notification should be received when information is input for the RAVE. Failure to notify will result in the Contractor being responsible for payment of unused dates.
All programs held in City facilities will not be held on the following holidays, unless otherwise mutually agreed upon by the City and the Contractor.
New Year’s Day
Martin Luther King, Jr.
Presidents’ Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans’ Day
Thanksgiving
Day after Thanksgiving
Christmas Day
If a program has been canceled permanently due to insufficient registration or any other reason, the Contractor will be responsible for informing the participants who have pre-registered, as directed by the City. The City will be responsible for issuing all necessary refunds to the participants.
The Contractor’s instructors must be at least 18 years of age. Instructors shall be able to organize and implement programs for individuals of program age and have previous experience in conducting programs. Instructors shall be certified in CPR and First Aid from a nationally recognized organization. Instructors shall be certified in applicable professions, if applicable. Instructors shall be able to prepare and compile records and reports. Instructor Assistants must be at least 16 years of age.
Criminal background checks are to be done on all instructors and on-site representatives of the Contractor. The criminal history of any contractor representative will be measured against the City of Avondale’s policy* to determine eligibility to work for the City. It is the Contractor’s responsibility to provide the names of all on-site representatives to the Department representative. A new background check is required at every contract renewal period.
PURPOSE OF BACKGROUND CHECK
The Parks, Recreation & Libraries Department wants to ensure every individual who has the potential to interact with children undergoes a background check. A criminal history check serves as a means to review an individual’s background concerning their participation in youth activities. No screening process can offer absolute assurances; yet, knowing an individual’s criminal background can provide more certainty that people with a history of inappropriate behavior will not have access to the children. As such, the objectives of our background check program are to ensure the children have a safe and positive experience and to provide parents and park patrons with peace of mind.
All instructors must be fingerprinted by the City of Avondale on an annual basis.
Proof of CPR/First Aid Certification will be collected and must be kept up to date. This includes all possible instructors
Harassment can be defined as any behavior that is disrespectful and causes discomfort to another person. Harassment, whether physical or verbal, destroys morale and impairs teamwork and workplace efficiency. The City of Avondale has a strong policy against any form or type of harassment of any person. All persons need to recognize that harassment based on any of the protected characteristics of race, color, religion, sex, age, national origin, ancestry, citizenship, disability, veteran status, medical condition, marital status, and sexual orientation is illegal and may result in contract termination or liability.
Unregistered participants are not permitted to observe or attend classes. For youth classes, parents and/or guardians are allowed to be present.
All Contractors are legally required to report questionable bruises or marks that are repetitious and obvious to them. Likewise, should a child indicate to the Contractor abuse, either physical or sexual, is happening to them, they must report the discussion to the City Staff. Failure to report child abuse situations may result in contract termination.
The City of Avondale's Policies and Procedures have been combined into one (1) pdf document to allow for easy navigation of both the Chapter Policies and Administrative Polices. (Chrome is the preferred browser)
https://www.avondaleaz.gov/government/departments/human-resources/policies-procedures
Enter your First Name, Middle Initial, and Last Name
Enter your street address, Unit Number (if applicable), City and Zip code. (No PO Box)
(Format: MM/DD/YYYY)
What are your phone numbers? Please list all phone numbers such as cellphone number and landline number.
What is your email address?
What's the name of your emergency contact?
What's your relationship to the emergency contact?
What's your emergency contact's phone number?
(Format: MM/DD/YYYY)
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Monday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Tuesday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Wednesday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Thursday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Friday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Saturday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Are you available to provide program on Sunday?
Please specify times available or time restrictions for each day. (Example: “Not before 8am”)
Please list two professional references
Please enter the full name of reference 1.
Please enter reference 1's phone number.
What is your relationship to reference 1?
Please enter the full name of reference 2.
Please enter reference 2's phone number.
What is your relationship to reference 2?
Please upload a copy of your signed W-9 using the most current W-9 form. Form W-9 (Rev. March 2024) (irs.gov)
Briefly describe any previous work or instructor experience, which would relate to your proposed program. Also, please indicate ages of participants you worked with directly.
Have you taught at any other agency or municipality in the past two years?
If yes, please provide agency name, address, contact person and phone number.
CPR/First Aid and Food Handlers
Please upload a copy of your CPR/First Aid Certification
Please upload a copy of your Food Handlers’ Card
If currently or previously employed, please give details of most recent employer.
Please enter the name of current or previous employer.
From MM/DD/YYYY to Present
OR
From MM/DD/YYYY to MM/DD/YYYY
Please enter current/previous employer's phone number.
Enter your job title
Enter supervisor’s name
Enter company's address
Have you ever been convicted of, or paid a fine for an offense other than traffic violations or juvenile offenses? If you are to work with youth, please also list any arrests for crimes against children, indecent exposure, or other similar offenses.
If yes, please give details (dates, charge, dispositions, etc.) below
Please review the following before filling out the Proposal:
As a potential City of Avondale instructor, please list the types of classes, programs, or workshops that you would like to introduce. Please copy this file if you would like to propose more than one class.
Please download the below documents, complete, and upload.
I certify that all information herein is true to the best of my knowledge. I certify that I have read all Program Requirements, Special Terms & Condition, Program Instructor Services Agreement, and agree to abide by them during my time as a Contractor for the City of Avondale. I consent to having a background check, which may include fingerprinting. I understand that all omissions or misstatements may result in termination of my volunteer position/opportunity. I will keep the Parks, Recreation & Libraries Department advised of any changes in my above information.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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