HomeMy WebLinkAboutAGR-7930 - THE HUB OC - YOUTH & TEEN DAY CAMP PROVIDER SERVICESDocusign Envelope ID:C4B64981-914C-8796-8045-ED64673C2162
Initial
AGR-7930
PROFESSIONAL SERVICES AGREEMENT
Youth & Teen Summer Day Camp Provider Services]
THIS PROFESSIONAL SERVICES AGREEMENT (the "Agreement") is made at
Orange, California, on this 10th day of March 2026 (the "Effective Date") by and
between the CITY OF ORANGE, a municipal corporation ("City"), and THE HUB OC, a
California nonprofit corporation ("Contractor"), who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement,
Contractor shall provide to the reasonable satisfaction of City the services set forth in Exhibit"A,"
which is attached hereto and incorporated herein by reference. As a material inducement to City
to enter into this Agreement,Contractor represents and warrants that it has thoroughly investigated
and considered the scope of services and fully understands the difficulties and restrictions in
performing the work. The services which are the subject of this Agreement are not in the usual
course of City's business and City relies on Contractor's representation that it is independently
engaged in the business of providing such services and is experienced in performing the work.
Contractor shall perform all services in a manner reasonably satisfactory to City and in a manner
in conformance with the standards of quality normally observed by an entity providing such
services to a municipal agency. All services provided shall conform to all federal, state and local
laws, rules and regulations and to the best professional standards and practices. The terms and
conditions set forth in this Agreement shall control over any terms and conditions in Exhibit "A"
to the contrary.
Emily Bustamante, Assistant Community Services Director ("City's Project Manager"),
shall be the person to whom Contractor will report for the performance of services hereunder. It
is understood that Contractor's performance hereunder shall be under the supervision of City's
Project Manager(or his/her designee),that Contractor shall coordinate its services hereunder with
City's Project Manager to the extent required by City's Project Manager,and that all performances
required hereunder by Contractor shall be performed to the satisfaction of City's Project Manager
and the City Manager.
2. Compensation and Fees.
a. Contractor's total compensation for all services performed under this
Agreement, shall not exceed ZERO DOLLARS and 00/100 ($0.00) without the prior written
authorization of City.
b. The compensation for services performed under this Agreement shall be
limited to in-kind use of Shaffer Park Community Building, as specified in Exhibit "B"which is
attached hereto and incorporated herein by reference.
c.The above compensation shall include all costs, including, but not limited
to, all clerical, administrative, overhead, insurance, reproduction, telephone, travel, auto rental,
subsistence and all related expenses.
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2.1 Term and Extension(s).
a. The Initial Term of this Agreement is one (1) year (the "Initial Term"),
commencing April 1,2026,and terminating on March 31,2027(the"Expiration Date");provided,
however,that City has the right to extend the term of this Agreement for the following extensions
and upon the following terms:
First Extension (the "First Extension Term") commencing April 1,
2027, and terminating on March 31, 2028.
Second Extension (the "Second Extension Term") commencing April
1, 2028, and terminating on March 31, 2029.
Third Extension (the "Third Extension Term") commencing July 1,
2029, and terminating on March 31, 2030.
b. The City Manager is hereby authorized on behalf of City to give written
notice to Contractor of City's intention to exercise each Extension (if at all) no later than thirty
30) days prior to the Expiration Date of the then-current term; provided, however, that City's
notice of its intention to extend the term of this Agreement for each Extension shall be expressly
conditioned upon and subject to the approval by the City Council, in its sole and absolute
discretion, of an amount sufficient to pay the compensation set forth herein for each Extension as
part of its annual budget approval process prior to the beginning of each Extension.
While the parties acknowledge that City is required to give its notice of intention
to extend the term of this Agreement not later than thirty(30) days prior to the Expiration Date of
the then-current term, it is possible that the City Council's approval of its annual budget and
appropriation of funds for the Extension in question may occur thereafter. Accordingly, if the City
Council fails to approve and appropriate funds sufficient to pay the amount of compensation set
forth herein for an Extension, this Agreement shall terminate and be of no further force and effect
as of the expiration of the then-current term.
Notwithstanding anything in this provision to the contrary, in the event City gives
Contractor written notice exercising an Extension and City receives notice that appropriation of
funds for the Extension in question are not available after Contractor has performed services under
the Extension,City agrees that Contractor will be equitably compensated for all services performed
under any portion of an Extension through the date of termination of the Agreement.
Except as specifically set forth herein, the terms and conditions of each Extension
will be the same as the Initial Agreement.
c.Any Extension, if properly exercised, shall be memorialized in the form of
an amendment to this Agreement. The City Manager is hereby authorized to approve and execute
amendments to this Agreement reflecting the exercise of each Extension and the amount of
compensation(including the amount of funds to be made available for additional work or services)
payable to Contractor for each respective Extension.
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3.Reserved.
4. Chance Orders. No payment for extra services caused by a change in the scope
or complexity of work, or for any other reason, shall be made unless and until such extra services
and a price therefor have been previously authorized in writing and approved by City as an
amendment to this Agreement. City's Project Manager is authorized to approve a reduction in the
services to be performed and compensation therefor. All amendments shall set forth the changes
of work, extension of time,and/or adjustment of the compensation to be paid by City to Contractor
and shall be signed by the City's Project Manager, City Manager or City Council, as applicable.
5. Licenses. Contractor represents that it and any subcontractors it may engage,
possess any and all licenses which are required under state or federal law to perform the work
contemplated by this Agreement and that Contractor and its subcontractors shall maintain all
appropriate licenses, including a City of Orange business license, at its cost, during the
performance of this Agreement.
6. Independent Contractor. At all times during the term of this Agreement,
Contractor shall be an independent contractor and not an employee of City. City shall have the
right to control Contractor only insofar as the result of Contractor's services rendered pursuant to
this Agreement. City shall not have the right to control the means by which Contractor
accomplishes services rendered pursuant to this Agreement. Contractor shall, at its sole cost and
expense, furnish all facilities, materials and equipment which may be required for furnishing
services pursuant to this Agreement. Contractor shall be solely responsible for, and shall
indemnify, defend and save City harmless from all matters relating to the payment of its
subcontractors, agents and employees, including compliance with social security withholding and
all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.
Contractor acknowledges that it and any subcontractors, agents or employees employed by
Contractor shall not,under any circumstances,be considered employees of City,and that they shall
not be entitled to any of the benefits or rights afforded employees of City,including,but not limited
to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or
health, life, dental, long-term disability or workers'compensation insurance benefits.
7. Contractor Not Agent. Except as City may specify in writing, Contractor shall
have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, to bind City to any obligation
whatsoever.
8. Designated Persons. Only those qualified persons authorized by City's Project
Manager, or as designated in Exhibit"A,"shall perform work provided for under this Agreement.
It is understood by the parties that clerical and other nonprofessional work may be performed by
persons other than those designated.
9. Assignment or Subcontracting. No assignment or subcontracting by Contractor
of any part of this Agreement or of funds to be received under this Agreement shall be of any force
or effect unless the assignment has the prior written approval of City. City may terminate this
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Agreement rather than accept any proposed assignment or subcontracting. Such assignment or
subcontracting may be approved by the City Manager or his/her designee.
10. Time of Completion. Except as otherwise specified in Exhibit "A," Contractor
shall commence the work provided for in this Agreement within five(5)days of the Effective Date
of this Agreement and diligently prosecute completion of the work in accordance with the time
period set forth in Exhibit"A"hereto or as otherwise agreed to by and between the representatives
of the parties.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall
do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved.
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside its
control, other than those delays caused by City, shall be an extension of time. No matter what the
cause of the delay,Contractor must document any delay and request an extension of time in writing
at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the
length of the delay outside Contractor's control. If Contractor believes that delays caused by City
will cause it to incur additional costs, it must specify, in writing, why the delay has caused
additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No
additional costs can be paid that exceed the not to exceed amount stated in Section 2.a, above,
absent a written amendment to this Agreement.
14. Products of Contractor. The documents, studies, evaluations, assessments,
reports, plans, citations, materials, manuals, technical data, logs, files, designs and other products
produced or provided by Contractor for this Agreement shall become the property of City upon
receipt. Contractor shall deliver all such products to City prior to payment for same. City may
use, reuse or otherwise utilize such products without restriction.
15. Equal Employment Opportunity. During the performance of this Agreement,
Contractor agrees as follows:
a. Contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, mental or physical disability, or
any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed,
and that employees are treated during employment, without regard to their race, color, religion,
sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
Such actions shall include,but not be limited to the following: employment,upgrading,demotion
or transfer,recruitment or recruitment advertising,layoff or termination,rates of pay or other forms
of compensation and selection for training, including apprenticeship. Contractor agrees to post in
conspicuous places, available to employees and applicants for employment, a notice setting forth
provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees
placed by, or on behalf of Contractor, state that all qualified applicants will receive consideration
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for employment without regard to race, color, religion, sex, national origin, mental or physical
disability,or any other basis prohibited by applicable law.
c.Contractor shall cause the foregoing paragraphs(a)and(b)to be inserted in
all subcontracts for any work covered by this Agreement, provided that the foregoing provisions
shall not apply to subcontracts for standard commercial supplies or raw materials.
16. Conflicts of Interest. Contractor agrees that it shall not make, participate in the
making, or in any way attempt to use its position as a consultant to influence any decision of City
in which Contractor knows or has reason to know that Contractor, its officers, partners, or
employees have a financial interest as defined in Section 87103 of the Government Code.
17. Indemnity.
a. To the fullest extent permitted by law, Contractor agrees to indemnify,
defend and hold City, its City Council and each member thereof,and the officers,officials, agents
and employees of City(collectively the "Indemnitees") entirely harmless from all liability arising
out of:
1) Any and all claims under workers' compensation acts and other
employee benefit acts with respect to Contractor's employees or Contractor's subcontractor's
employees arising out of Contractor's work under this Agreement, including any and all claims
under any law pertaining to Contractor or its employees' status as an independent contractor and
any and all claims under Labor Code section 1720 related to the payment of prevailing wages for
public works projects; and
2) Any claim, loss, injury to or death of persons or damage to property
caused by any act, neglect, default, or omission of Contractor, or person, firm or corporation
employed by Contractor, either directly or by independent contract, including all damages due to
loss or theft sustained by any person, firm or corporation including the Indemnitees, or any of
them, arising out of, or in any way connected with the work or services which are the subject of
this Agreement, including injury or damage either on or off City's property; but not for any loss,
injury,death or damage caused by the active negligence or willful misconduct of City. Contractor,
at its own expense, cost and risk, shall indemnify any and all claims, actions, suits or other
proceedings that may be brought or instituted against the Indemnitees on any such claim or liability
covered by this subparagraph, and shall pay or satisfy any judgment that may be rendered against
the Indemnitees, or any of them, in any action, suit or other proceedings as a result of coverage
under this subparagraph.
b. To the fullest extent permitted by law, and as limited by California Civil
Code 2782.8, Contractor agrees to indemnify and hold Indemnitees harmless from all liability
arising out of any claim, loss, injury to or death of persons or damage to property to the extent
caused by its negligent professional act or omission in the performance of professional services
pursuant to this Agreement.
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C.Except for the Indemnitees, the indemnifications provided in this
Agreement shall not be construed to extend any third party indemnification rights of any kind to
any person or entity which is not a signatory to this Agreement.
d. The indemnities set forth in this section shall survive any closing,
rescission,or termination of this Agreement,and shall continue to be binding and in full force and
effect in perpetuity with respect to Contractor and its successors.
18. Insurance.
a. Contractor shall carry workers' compensation insurance as required by law
for the protection of its employees during the progress of the work. Contractor understands that it
is an independent contractor and not entitled to any workers' compensation benefits under any
City program.
b. Contractor shall maintain during the life of this Agreement the following
minimum amount of comprehensive general liability insurance or commercial general liability
insurance:the greater of Two Million Dollars($2,000,000)per occurrence; or(2)all the insurance
coverage and/or limits carried by or available to Contractor. Said insurance shall cover bodily
injury, death and property damage and be written on an occurrence basis.
c.Contractor shall maintain during the life of this Agreement, the following
minimum amount of automotive liability insurance: the greater of(1) a combined single limit of
One Million Dollars ($1,000,000) or (2) all the insurance coverage and/or limits carried by or
available to Contractor. Said insurance shall cover bodily injury, death and property damage for
all owned, non-owned and hired vehicles and be written on an occurrence basis.
d. Any insurance proceeds in excess of or broader than the minimum required
coverage and/or minimum required limits which are applicable to a given loss shall be available
to City. No representation is made that the minimum insurance requirements of this Agreement
are sufficient to cover the obligations of Contractor under this Agreement.
e.Each policy of general liability and automotive liability shall provide that
City, its officers, officials, agents, and employees are declared to be additional insureds under the
terms of the policy, but only with respect to the work performed by Contractor under this
Agreement. A policy endorsement to that effect shall be provided to City along with the certificate
of insurance. In lieu of an endorsement, City will accept a copy of the policy(ies)which evidences
that City is an additional insured as a contracting party. The minimum coverage required by
Subsection 18.b and c, above, shall apply to City as an additional insured. Any umbrella liability
insurance that is provided as part of the general or automobile liability minimums set forth herein
shall be maintained for the duration of the Agreement.
f.Contractor shall maintain during the life of this Agreement professional
liability insurance covering errors and omissions arising out of the performance of this Agreement
with a minimum limit of One Million Dollars ($1,000,000) per claim. Contractor agrees to keep
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such policy in force and effect for at least five (5) years from the date of completion of this
Agreement.
g. The insurance policies maintained by Contractor shall be primary insurance
and no insurance held or owned by City shall be called upon to cover any loss under the policy.
Contractor will determine its own needs in procurement of insurance to cover liabilities other than
as stated above.
h. Before Contractor performs any work or prepares or delivers any materials,
Contractor shall furnish certificates of insurance and endorsements, as required by City,
evidencing the aforementioned minimum insurance coverages on forms acceptable to City,which
shall provide that the insurance in force will not be canceled or allowed to lapse without at least
ten(10) days' prior written notice to City.
i.Except for professional liability insurance coverage that may be required by
this Agreement,all insurance maintained by Contractor shall be issued by companies admitted to
conduct the pertinent line of insurance business in California and having a rating of Grade A or
better and Class VII or better by the latest edition of Best Key Rating Guide. In the case of
professional liability insurance coverage, such coverage shall be issued by companies either
licensed or admitted to conduct business in California so long as such insurer possesses the
aforementioned Best rating.
j Contractor shall immediately notify City if any required insurance lapses or
is otherwise modified and cease performance of this Agreement unless otherwise directed by City.
In such a case, City may procure insurance or self-insure the risk and charge Contractor for such
costs and any and all damages resulting therefrom, by way of set-off from any sums owed
Contractor.
k. Contractor agrees that in the event of loss due to any of the perils for which
it has agreed to provide insurance, Contractor shall look solely to its insurance for recovery.
Contractor hereby grants to City,on behalf of any insurer providing insurance to either Contractor
or City with respect to the services of Contractor herein,a waiver of any right to subrogation which
any such insurer may acquire against City by virtue of the payment of any loss under such
insurance.
1.Contractor shall include all subcontractors, if any, as insureds under its
policies or shall furnish separate certificates and endorsements for each subcontractor to City for
review and approval. All coverages for subcontractors shall be subject to all of the requirements
stated herein.
m. Contractor shall maintain during the life of this Agreement insurance
covering Sexual Abuse and Molestation arising out of the performance of this Agreement with a
minimum limit of One Million Dollars ($1,000,000) per occurrence and One Million Dollars
1,000,000) in the aggregate for sexual abuse and molestation insurance that shall protect the
Contractor and the City from any and all claims of any nature for damages related to sexual abuse and
molestation arising from performing any portion of the Services by Contractor. A separate additional
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insured endorsement shall be provided to include the City and its officers,officials,employees,agents,
and volunteers as additional insured in the policy.
19. Termination. City may for any reason terminate this Agreement by giving
Contractor not less than five (5) days' written notice of intent to terminate. Upon receipt of such
notice, Contractor shall immediately cease work, unless the notice from City provides otherwise.
Upon the termination of this Agreement, City shall pay Contractor for services satisfactorily
provided and all allowable reimbursements incurred to the date of termination in compliance with
this Agreement, unless termination by City shall be for cause, in which event City may withhold
any disputed compensation. City shall not be liable for any claim of lost profits.
20. Maintenance and Inspection of Records. In accordance with generally accepted
accounting principles, Contractor and its subcontractors shall maintain reasonably full and
complete books, documents, papers, accounting records, and other information (collectively, the
records")pertaining to the costs of and completion of services performed under this Agreement.
City and its authorized representatives shall have access to and the right to audit and reproduce
any of Contractor's records regarding the services provided under this Agreement. Contractor shall
maintain all such records for a period of at least three (3)years after termination or completion of
this Agreement. Contractor agrees to make available all such records for inspection or audit at its
offices during normal business hours and upon three(3)days' notice from City,and copies thereof
shall be furnished if requested.
21. Compliance with all Laws/Immi2ration Laws.
a. Contractor shall be knowledgeable of and comply with all local, state and
federal laws which may apply to the performance of this Agreement.
b. If the work provided for in this Agreement constitutes a"public works,"as
that term is defined in Section 1720 of the California Labor Code,for which prevailing wages must
be paid, to the extent Contractor's employees will perform any work that falls within any of the
classifications for which the Department of Labor Relations of the State of California promulgates
prevailing wage determinations, Contractor hereby agrees that it, and any subcontractor under it,
shall pay not less than the specified prevailing rates of wages to all such workers. The general
prevailing wage determinations for crafts can be located on the website of the Department of
Industrial Relations (www.dir.ca.gov/DLSR). Additionally,to perform work under this Contract,
Contractor must meet all State registration requirements and criteria,including project compliance
monitoring.
c.Contractor represents and warrants that it:
1) Has complied and shall at all times during the term of this
Agreement comply, in all respects, with all immigration laws, regulations, statutes, rules, codes,
and orders, including, without limitation, the Immigration Reform and Control Act of 1986
IRCA); and
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2) Has not and will not knowingly employ any individual to perform
services under this Agreement who is ineligible to work in the United States or under the terms of
this Agreement; and
3) Has properly maintained, and shall at all times during the term of
this Agreement properly maintain, all related employment documentation records including,
without limitation, the completion and maintenance of the Form I-9 for each of Contractor's
employees; and
4) Has responded, and shall at all times during the term of this
Agreement respond, in a timely fashion to any government inspection requests relating to
immigration law compliance and/or Form I-9 compliance and/or worksite enforcement by the
Department of Homeland Security, the Department of Labor, or the Social Security
Administration.
d. Contractor shall require all subcontractors or subconsultants to make the
same representations and warranties as set forth in Subsection 21.c.
e.Contractor shall, upon request of City, provide a list of all employees
working under this Agreement and shall provide,to the reasonable satisfaction of City,verification
that all such employees are eligible to work in the United States. All costs associated with such
verification shall be borne by Contractor. Once such request has been made, Contractor may not
change employees working under this Agreement without written notice to City, accompanied by
the verification required herein for such employees.
f.Contractor shall require all subcontractors or sub-consultants to make the
same verification as set forth in Subsection 21.e.
g. If Contractor or subcontractor knowingly employs an employee providing
work under this Agreement who is not authorized to work in the United States, and/or fails to
follow federal laws to determine the status of such employee,that shall constitute a material breach
of this Agreement and may be cause for immediate termination of this Agreement by City.
h. Contractor agrees to indemnify and hold City, its officers, officials, agents
and employees harmless for,of and from any loss, including but not limited to fines,penalties and
corrective measures City may sustain by reason of Contractor's failure to comply with said laws,
rules and regulations in connection with the performance of this Agreement.
22. Governing Law and Venue. This Agreement shall be construed in accordance
with and governed by the laws of the State of California and Contractor agrees to submit to the
jurisdiction of California courts. Venue for any dispute arising under this Agreement shall be in
Orange County, California.
23. Integration. This Agreement constitutes the entire agreement of the parties. No
other agreement,oral or written,pertaining to the work to be performed under this Agreement shall
be of any force or effect unless it is in writing and signed by both parties. Any work performed
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which is inconsistent with or in violation of the provisions of this Agreement shall not be
compensated.
24. Notice. Except as otherwise provided herein, all notices required under this
Agreement shall be in writing and delivered personally, by e-mail, or by first class U.S. mail,
postage prepaid, to each party at the address listed below. Either party may change the notice
address by notifying the other party in writing. Notices shall be deemed received upon receipt of
same or within three (3) days of deposit in the U.S. Mail,whichever is earlier. Notices sent by e-
mail shall be deemed received on the date of the e-mail transmission.
CONTRACTOR" CITY"
The HUB OC City of Orange
1439 West Chapman Ave., Ste. 196 300 E. Chapman Avenue
Orange, CA 92868 Orange, CA 92866-1591
Attn.: Holiday Zimmerman Attn.: Emily Bustamante
Telephone: (949)466-2505 Telephone: (714) 744-7287
E-Mail: holiday@thehuboc.org E-Mail: ebustamante@cityoforange.org
25. Counterparts. This Agreement may be executed in one or more counterparts,each
of which shall be deemed an original, but all of which together shall constitute one and the same
instrument. Signatures transmitted electronically shall have the same effect as original signatures.
Remainder of page intentionally left blank; signatures on next page]
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IN WITNESS of this Agreement, the parties have entered into this Agreement as of the
year and day first above written.
CONTRACTOR"CITY"
THE HUB OC, a California nonprofit corporation CITY OF ORANGE, a municipal corporation
By: By:
Printed Name: Daniel R. Slater, Mayor
Title:
By: ATTEST:
Printed Name:
Title:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Nathalie Adourian, City Attorney
NOTE:City requires the following signature(s) on behalf of the Contractor:
1)the Chairman of the Board, the President or a Vice-President, AND (2) the
Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary
or an Assistant Treasurer. If only one corporate officer exists or one corporate
officer holds more than one corporate office, please so indicate. OR
The corporate officer named in a corporate resolution as authorized to enter
into this Agreement. A copy of the corporate resolution, certified by the
Secretary close in time to the execution of the Agreement, must be provided to
City.
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IN WITNESS of this Agreement, the parties have entered into this Agreement as of the
year and day first above written.
CONTRACTOR" CITY"
THE HUB OC CITY OF ORANGE,a municipal corporation
DS r—DocuSipned by:
BBy: —
U2Utltiki MA2041/
Printed aes:Initial Tide: CDaniel R. Slater, Mayor
L *By.ATTEST:
Prin Name: evi. )Zt, f r 61,4 Signed by:
Title: `T re...J H ca• _
ues et ne trash...
nPamelaoetma , City Clerk
APPROVED AS TO FORM:
DocuSgned by:
t:Ut.OV/UL.t/A/045A...
Nathalie Adourian, City Attorney
NOTE:City requires the following signature(s) on behalf of the Contractor:
1)the Chairman of the Board, the President or a Vice-President,AND(2)the
Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary
or an Assistant Treasurer. If only one corporate officer exists or one corporate
officer holds more than one corporate office,please so indicate. OR
The corporate officer named in a corporate resolution as authorized to enter
into this Agreement. A copy of the corporate resolution, certified by the
Secretary close in time to the execution of the Agreement,must be provided to
City.
q
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EXHIBIT "A"
SCOPE OF SERVICES
The scope of services for Youth&Teen Day Camp Provider Services shall include"Contractor's
Proposal" for RFP No. 25-26.11, included as Pages A-2 through A-32 of this Exhibit. The scope
of services shall also include any requirements included in the City's referenced "RFP No. 25-
16.11" (Youth & Teen Day Camp Provider Services) and associated addenda. In the event of a
discrepancy between these contract documents, Exhibit A shall govern.
CONTINUED ON FOLLOWING PAGE]
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Exhibit A [continued]
YOUTH
CENTERS
4 ofiting.
YOUTH &TEEN SUMMER DAY CAMP PROVIDER
REQUEST FOR PROPOSAL(RFP)
NO. 25-26.11
THE latdOC
A-2
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THE #40 OC
Cover Letter
Dear Members of the Selection Committee,
On behalf of The Hub OC and the Youth Centers of Orange, thank you for the opportunity to
submit this proposal to partner with the City of Orange in providing summer camp programming
for the children and teens of our community.
At its core, our work has always been about more than child care. We believe summer camp
should be a place where young people are safe, supported, challenged, and inspired. A place
where children can explore new interests, build confidence, form meaningful relationships, and
experience the joy of belonging. Our goal is to create environments that serve as a launchpad for
growth, helping students become more confident, compassionate, and engaged members of their
community.
The Youth Centers of Orange was created here, in the City of Orange, for the families who live
here. From the beginning, our programs have been shaped by the values,relationships,and needs
of this city. Because we have grown alongside Orange and in partnership with the City, Orange
Unified School District, and local organizations, our programs reflect what makes this
community special: a strong sense of connection, shared responsibility,and care for one another.
This hyper-local foundation allows us to operate not just as a service provider, but as a true
community partner.
We believe that summer camp is a powerful opportunity to help students discover who they are
and who they can become. Through engaging activities, enrichment, leadership development,
and opportunities to give back, students are encouraged to be courageous,to try new things, and
to grow in confidence. Just as importantly, they learn how to care for others, work as part of a
team, and see themselves as contributing members of their city. Our programs are intentionally
designed to be equitable and inclusive, bringing together students from different backgrounds
and experiences and reinforcing the belief that we all belong and we all have something valuable
to offer.
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This same philosophy extends to our staff and partners. We are committed to building teams who
lead with integrity, compassion, and professionalism, and who model the values we hope to
instill in our students. By creating consistent, relationship-driven environments, we ensure that
children and teens feel known, supported,and excited to show up each day.
We are honored to submit this proposal and to share not only how we would operate a summer
camp program, but why this work matters so deeply to us. We look forward to the opportunity to
continue serving the City of Orange and to help create a summer experience that reflects the
heart, values, and community spirit of this city.
Thank you for your consideration.
With gratitude,
ICI34 tnItt44;ta-A%-_—)
Holiday immerman
Chief Executive Officer
holiday Ithehuboc.org
949-466-2505
i439 West Chapman Ave. Ste. 196
Orange,CA 92868
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Please find included in this package, the full application for RFP NO. 25-26.11: Youth & Teen
Summer Day Camp Provider. Included in this package are the following items:
I.Cover Letter(page 1)
I l. Firm Information(page 4)
III. Program Proposal (page 6)
IV. Firm Experience(page 22)
V. Cost Proposal (in separate sealed envelope)
VI. Appendix B:
a) Proposer's Compliance with Insurance Requirements
b) Proposer's Compliance with Provisions for Professional Services
c) Noncullusion Affidavit
d) Certification of Proposal
VII.Appendix C
a) Summer Camp Marketing& Registration Timeline
b) Examples of Media and Outreach from Summer 2025
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Firm Information
1. Legal name: The Hub OC
2. Type of organization: Non-profit 501(c)3 and fiscal sponsor to Youth Centers of
Orange(YCO)
3. Number of employees:50 employees
4. Business address: 1439 West Chapman Ave. Ste. 196 Orange,CA 92868
5. Years in operation: 8.5 years
6. Description of the firm's experience in youth,teen,or recreation programming:
The Youth Centers of Orange ("YCO"), is a subsidiary of the parent organization and
fiscal sponsor Hub OC, a family of programs that empower, encourage and support
change for individuals, families, and communities. The Youth Centers of Orange(YCO),
seeks to create a better tomorrow for youth in the city of Orange by providing mentoring,
community engagement opportunities, enriching activities, and leadership and life skills
development for the youth of today.
The Youth Center was originally located in historic Old Towne Orange,which has a rich
history of youth development at the YMCA and YWCA since the 1940's and where YCO
has operated until only just recently. In April of 2017,the youth center opened their doors
to hundreds of eager youth and families. Originally established as the Old Towne Boys&
Girls Club in 2017, the youth center opened in partnership with the Tustin Club, which
had been running programs at Handy Park since 2013. Then, in 2018,the Youth Centers
of Orange was born, and became an independent after school program serving the youth
and families of Orange. By being Orange-centered, "For Orange, By Orange, In Orange,"
YCO is ensuring this resource will be sustained for future generations. In June 2020, The
Hub OC was able to come alongside the YCO as a fiscal sponsor to help it continue to
grow and serve the families and youth of Orange.
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Firm experience continued)
YCO currently serves 350 students ages 5-13 on a daily basis with more than 500 unique
children served over the course of the calendar year. YCO offers a sweeping range of
enriching programming that includes art, music, sports, outdoor recreation, tutoring,
structured and unstructured play. Within all areas of the program, students learn
interpersonal skills, teamwork, and to respect themselves and others. Because the parents
of most of our youth work long hours, these out-of-school enrichment opportunities are
critical to our youth. Many do not have an adult to greet them at home after school, to
play with them,ask about their day or help them with their homework. YCO fills this gap
for youth, as well as for their working parents.
The Youth Centers of Orange is a female-led nonprofit, with two women filling the
executive level roles of CEO and HUB Program Director. The extended leadership team
includes two Hispanic staff members serving as Director of The Youth Centers of Orange
and YCO Director of Programming. Employees report to a Director,the Directors report
to the HUB Director of Programs,the HUB Director of Programs reports to the CEO,the
CEO reports to the board of directors. Between the CEO, HUB Program Director,
Director of the YCO, and YCO Director of Programming, the staff bring 71+ collective
years of experience providing structured programming and training in social work and
education. From the beginning, YCO has been a strong, trusted partner with the City of
Orange and Orange Unified School District.
After starting a sports-based ELOP program bringing targeted enrichment to students,the
YCO has expanded to now serve five schools with 14 enrichment programs ranging from
tutoring, sports, art, STEM, gaming, anime, and more. In the Fall of 2022, YCO won the
Orange Chamber of Commerce's "Nonprofit of the Year" award for providing a safe
place for youth ages five and up, among other services.
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Program Proposal
1. Description of proposed camp model,themes,activities,and daily structure.
The Youth Centers of Orange, fiscally sponsored by The Hub OC, proposes a full-day summer
camp program that will provide a safe, inclusive, and enriching day camp environment for over
200 youth and teen participants across the City of Orange. The program is designed to meet all
City requirements, including appropriate staffing ratios, required certifications, training,
background checks, and consistent communication and reporting with City staff throughout the
contract term. Built on a proven, rotation-based camp model that balances active play, creative
enrichment, and relationship-building, this approach has been successfully implemented through
prior collaboration with the City of Orange and Orange Unified School District, including the
successful operation of the City's summer camp program in the previous year.
Campers are grouped by age to ensure activities are developmentally appropriate while still
fostering a strong sense of community across the full camp. Younger and older groups rotate
through activities at different paces, allowing staff to tailor instruction, games, and expectations
while maintaining a unified camp experience. Programming is organized around weekly themes
that unify games, crafts, challenges, and special activities. Camp themes will be released as part
of the program's marketing and outreach efforts and will remain to be determined until that time.
Theme development will be informed by feedback from families who participated in the
previous summer program, along with new ideas designed to keep programming fresh,creative,
and engaging for returning and new campers alike. While themes may vary from year to year,
each week is fully planned in advance and integrated consistently throughout the daily schedule.
Daily activities are intentionally balanced to keep students active,engaged,and supported. Each
day includes large-group games that promote teamwork and physical activity, small-group
rotation stations offering arts and crafts, structured games, STEM-style challenges, and
enrichment activities, as well as supervised choice-based time that allows students to participate
in board games, card games,and guided free-play options within clear expectations. Weekly field
trips are incorporated to provide students with enriching off-site experiences and serve as
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highlights of the summer program. Camp operates from 7:00 a.m. to 6:00 p.m Monday through
Friday with field trips on Wednesdays, providing families with reliable, full-day care. Each day
follows a predictable rhythm that supports smooth transitions and positive behavior. Mornings
begin with open arrival, followed by a camp meeting where expectations are set, themes are
introduced, and students connect with staff and peers. The remainder of the day alternates
between group games, rotation blocks, meals, open club time, and afternoon programming,
concluding with supervised end-of-day activities and structured cleanup and dismissal. Families
will be asked to provide lunch for their children each day.A daily snack will be provided by the
program, and students will have consistent access to water throughout the day. In addition, the
program will maintain a small reserve of lunches to support students whose families may be
unable to provide a meal on a given day. These reserve meals will be made available through the
program's existing partnership with Second Harvest, ensuring that all students are supported and
able to fully participate in camp.
Primary camp operations will be based at Shaffer Park, consistent with the previous summer's
successful programming. The YCO will provide all necessary staffing, equipment, and program
supplies required to operate the camp safely and effectively at this location. Friends Church will
continue to serve as a secondary site for specialty programming, special gatherings, or targeted
experiences such as teen-focused activities, with staffing and materials provided by the YCO as
needed. Unlike the prior year, field trips will depart directly from Shaffer Park, allowing for
more streamlined supervision and logistics. Friends Church will be reserved for intentional
program use rather than serving as a primary field trip staging location. At all program sites,
YCO staff will ensure daily cleanup of all utilized areas and the proper storage of materials and
equipment at the end of each day, maintaining clean, organized, and respectful use of City and
partner facilities. This camp model emphasizes consistency, creativity, and care, ensuring that
students experience a safe, engaging, and well-organized summer environment while families
receive dependable, high-quality child care.
The Youth Centers of Orange regularly leverages long-standing relationships within the City to
create unique and meaningful experiences for students. Through ongoing partnerships with the
Orange Police Department and Orange Fire Department, officers and firefighters regularly visit
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programs to play games, participate in activities, and build positive, trust-based relationships
with students. These connections, developed over several years, help foster mutual respect and
community pride. In addition, partnerships with organizations such as the Elks Lodge, the
Orange Community Foundation, Assistance League, and other local partners allow the program
to offer special activities, events, and enrichment opportunities that reflect the strength of
community collaboration in the City of Orange.
Teen Program Overview
The Youth Centers of Orange will offer a dedicated teen program designed to build leadership
skills, strengthen relationships, and provide meaningful enrichment experiences for older youth.
Building on the success of last year's highly effective teen program, this model creates a
structured yet engaging environment where teens are encouraged to grow as leaders while still
enjoying a fun and social camp experience. Programming is intentionally designed to support
mentorship, leadership development, values-based decision-making, and positive peer
relationships, all led by a highly trained staff team with extensive experience working with teens.
Teen programming balances structured activities with appropriately supervised unstructured
time, allowing students to relax, connect with peers, and build community in a healthy way.
Activities include team-building challenges, organized games, arts and crafts, STEM-style
projects, and special group experiences designed specifically for teens. In addition, the program
incorporates service and giving-back opportunities, including supporting younger campers,
leading games and activities, and participating in community-based service projects such as
cleanups and other hands-on initiatives. This approach encourages responsibility, confidence,
and a sense of contribution while keeping teens active,engaged, and off their phones.
The teen program is designed to be highly relational, active, and purpose-driven, ensuring that
participants experience a summer that is both enjoyable and impactful. Through consistent staff
support, intentional programming, and opportunities for leadership and service, teens are
provided with a positive space to grow, connect,and contribute to their community.
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2. Staffing plan and training approach.
The summer camp program will be overseen by a Camp Director who is responsible for overall
program operations, staff supervision, family communication, and coordination with City
partners. The Camp Director provides consistent on-site leadership, ensures program quality and
safety, and serves as the primary point of contact for daily operations and decision-making.
Supporting the Camp Director will be Program Coordinators, who manage daily schedules,
activity rotations, materials, and student group organization. Coordinators play a key role in
maintaining smooth transitions, supporting program staff, and ensuring that activities are
delivered consistently and in an age-appropriate manner. They also assist with behavior support,
staff coaching, and real-time problem solving throughout the day.
Program Staff are responsible for directly supervising students and facilitating daily activities,
including group games, rotation stations, enrichment activities, and open club time. Whenever
possible, staff are assigned to consistent groups to promote relationship-building, stability, and a
positive camp culture. Staffing levels are structured to maintain appropriate supervision ratios at
all times in alignment with state guidelines and best practice standards, including a 1:20
staff-to-student ratio for general programming and a more supportive 1:10 ratio for
kindergarten-aged students. These ratios are maintained during all aspects of the camp day,
including outdoor activities, meals, transitions, and field trips, to ensure consistent supervision
and student safety. The teen camp will operate under the same staffing framework and quality
standards. The teen camp will be overseen by a dedicated Camp Director, supported by Program
Coordinators and Program Staff, to ensure age-appropriate programming, supervision, and
engagement for older youth. This parallel leadership structure allows for intentional
programming while maintaining consistency across the overall summer camp experience.
All staff members are background checked and livescanned and participate in a comprehensive
pre-camp training process prior to the start of the summer program. Required training includes
mandated reporter training, CPR and First Aid certification, food safety training, and all standard
childcare and youth supervision requirements. Staff are also trained on camp policies and
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procedures, behavior management strategies, emergency and safety protocols, professional
conduct expectations, and the daily rotation-based program model. Staff recruitment and hiring
prioritize individuals who are committed to youth development and interested in long-term work
with children, including those pursuing careers in education, psychology, coaching, and related
fields. The Youth Centers of Orange actively recruits through community partnerships and higher
education institutions, including Chapman University, Santiago Canyon College, and other local
programs, working directly with academic departments to identify candidates seeking
meaningful summer employment working with youth.
The program also partners with individuals currently working within the Orange Unified School
District academic environment to supplement summer staffing, ensuring strong alignment with
school-year expectations and student needs. In addition, YCO intentionally leverages its
full-time and school-year staff during the summer months, creating continuity for students who
are already familiar with program leaders and staff.
The Youth Centers of Orange maintains a high staff retention rate, with more than 60% of
summer staff returning from school-year programming. This continuity allows the program to
operate with experienced team members who are already familiar with program operations,
safety expectations, and the organization's values and approach to serving students and families.
This consistent staffing model strengthens relationships, improves program quality,and ensures a
stable and supportive environment for students year after year.
Training and support continue throughout the summer through on-site coaching, daily check-ins,
and regular staff meetings.This ongoing approach allows leadership to address challenges in real
time, reinforce expectations, and provide additional guidance as needed, ensuring consistency,
accountability, and high-quality care throughout the program. This staffing and training model
prioritizes student safety, staff preparedness, and program quality, while creating a supportive
environment where children and youth feel known, supported, and engaged each day.
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3. Key personnel assigned to the program, including program lead.
Joanna Fermin: Director, Youth Centers of Orange
Joanna Fermin serves as the Director overseeing all Youth Centers of Orange programs and
brings more than a decade of experience working directly with elementary-age students in both
classroom and out-of-school-time settings. She has worked with students since 2014 and has
been part of the Youth Centers of Orange team since 2017, providing consistent leadership and
program oversight across multiple sites and initiatives. Joanna holds a Master's degree in Special
Education from Chapman University and has extensive experience supporting students with
diverse learning needs. Her background in special education informs her leadership approach,
ensuring that programs are inclusive, structured, and responsive to a wide range of student
abilities and behavioral needs.
In her current role, Joanna oversees programming at approximately five elementary school sites,
managing more than a dozen individual programs each semester and supporting services for over
400 students during a typical program cycle. Her responsibilities include staff supervision,
program design and implementation, safety oversight, and coordination with school and
community partners.
In addition to her professional training, Joanna brings a strong cultural competency to her work.
Drawing from her own lived experience and deep understanding of the communities served, she
is able to build trust with families, connect meaningfully with students, and design programs that
reflect the cultural realities and needs of the families YCO serves. This perspective strengthens
family engagement and ensures programming is both relevant and supportive. Joanna's
combination of educational expertise, operational leadership, and relational approach makes her
a key leader in delivering high-quality, safe, and impactful youth programming, including
large-scale summer camp operations.
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Lauren Bethencourt: Sports Coordinator. Youth Centers of Orange
Lauren Bethencourt serves as the Sports Coordinator for the Youth Centers of Orange and brings
nearly a decade of experience working with children through coaching, physical education, and
youth development programming. She has been working with students since 2016 and holds an
academic background in Kinesiology, Coaching, and Education, which informs both her
instructional approach and curriculum development. Lauren has over eight years of coaching
experience, during which she has developed a strong foundation in relationship-building, youth
motivation, discipline, and team development. Her coaching background has shaped her ability
to create positive group culture, encourage participation from students of all skill levels, and
support social-emotional growth alongside physical development.
In her current role with YCO, Lauren leads sports programming at Palmyra Elementary and is
responsible for building and implementing sports curriculum that emphasizes inclusion,
teamwork, and confidence-building. She works directly with students throughout the day and is
highly relationship-oriented, focusing on helping students feel seen, supported, and capable
regardless of prior athletic experience. Lauren played a key role in the growth and expansion of
YCO's sports programming. What began as a small after-school offering serving approximately
10-11 students has grown under her leadership into a robust program serving over 200 students
daily at Palmyra Elementary, with sports programming expanding to additional school sites. This
growth reflects her ability to design engaging curriculum, build trust with students and families,
and scale programming while maintaining quality and consistency.
Drawing from her experience as both an athlete and a coach, Lauren integrates team-based
learning, discipline, time management, and collaboration into her programming. She emphasizes
that sports serve not only as physical activity, but as a vehicle for teaching life skills, leadership,
and perseverance. Her curriculum and leadership play a key role in creating safe, engaging, and
developmentally appropriate programming for students during both the school year and summer
camp.
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Edgar Garnica: Program Director. Youth Centers of Orange
Edgar Garnica brings more than 16 years of experience in youth development, program
coordination, and site leadership, making him a foundational leader within the Youth Centers of
Orange. Over the course of his career, Edgar has supported generations of students, watching
children grow into young adults and, in many cases, return to youth service as mentors and
leaders themselves as a direct result of his influence. Edgar has served as a mentor to hundreds of
students, providing consistent guidance, encouragement,and structure throughout their formative
years. He is widely known for his deep personal investment in the children and families he
serves. Edgar regularly shows up for students beyond program hours, attending baseball games,
spelling bees, school performances, and community events, reinforcing trust and connection with
both students and families.
Professionally, Edgar is highly skilled in youth supervision, activity facilitation, behavior
management, and program operations. He is an experienced leader of large groups and is equally
effective working one-on-one with students and families navigating challenging circumstances.
His ability to balance structure with compassion allows him to manage environments while still
ensuring that individual children feel seen and supported.
Edgar currently plays a key leadership role at Palmyra Elementary, helping oversee
programming for more than 200 students each day. He leads morning programming and multiple
ELOP clubs, including sports programming and run club, and supports staff across programs
through coaching, training, and mentorship. He is also experienced in overseeing large-scale
field trips, ensuring student safety, clear supervision, and smooth operations at all times. What
sets Edgar apart is his ability to bring joy, stability, and trust into youth spaces. His presence
creates environments where students feel safe, staff feel supported,and families feel confident in
the care their children receive. Edgar continues to mentor and develop staff, helping grow the
next generation of youth professionals within the Youth Centers of Orange.
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Kenna"KP" Pettawav: Director. Youth Centers of Orange
Kenna "KP" Pettaway brings more than 10 years of experience working with youth across
elementary, middle school, high school, and teen populations. Since 2012,he has served students
through mentorship, coaching, teaching, and program leadership, building strong relationships
grounded in trust, consistency, and personal growth.•KP's background includes work in student
safety and campus support in a high school setting, where he focused on maintaining safe
environments while serving as a trusted mentor to students. He has also supported computer
literacy instruction, helping students build practical skills, and has led enrichment activities
including sports, music, and group-based learning.
Throughout his career, KP has led large-scale youth programs and events, including supervising
groups of up to 80 students at off-site camps and experiences and supporting events serving
hundreds of students. These roles required detailed planning, logistics coordination, supervision,
and risk management comparable to large-scale camp and field trip operations. KP joined the
Youth Centers of Orange as a Sports Coordinator, where he successfully launched and scaled a
new sports program at a school new to YCO. What began as a program serving five students
grew within a year to 25 students, and has since expanded to 40 students,with waitlists reflecting
strong family and student engagement. In addition to sports programming, KP has supported the
development and expansion of ELOP enrichment programs, building relationships across
elementary, middle,and high schools to support long-term student engagement. He also designed
and led the Youth Centers of Orange's first teen summer camp program, which was highly
successful and generated interest from additional school partners.
KP's leadership is defined by his ability to connect with students, manage complex programs,
and build trust with families and staff. His experience in mentorship, safety-focused
environments, and program development makes him a strong leader within the Youth Centers of
Orange and a valuable asset to the summer camp program.
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4. Subcontractors/subconsultants intended to be utilized as a part of the program.
The Hub OC and the Youth Centers of Orange will not utilize subcontractors for the operation or
delivery of the summer camp program. All core programming, supervision, and daily operations
will be led and managed directly by Hub OC/YCO staff to ensure consistency, accountability,
and alignment with program standards. From time to time, the program may host special guest
activities led by volunteer individuals or community organizations who offer unique skills or
experiences that enhance the camp experience. These activities are not part of ongoing service
agreements and are not subcontracted services. Instead, they are one-time or occasional
enrichment opportunities designed to expose students to new experiences and community
resources.
Examples may include volunteer-led activity days such as animal education experiences, arts
demonstrations, sports clinics, or special interest workshops. These opportunities are dependent
on availability and community partnerships and are offered as supplemental programming rather
than core camp services. All guest activities are supervised by the Hub OC/YCO staff and held to
the same safety and behavioral expectations as regular camp programming.This approach allows
the program to maintain full operational control while also creating opportunities for meaningful
community engagement and unique learning experiences for students.
5. Safety and supervision plan
The safety and well-being of all participants is a core priority of the summer camp program.The
Hub OC, fiscal sponsor to the Youth Centers of Orange, maintains clear safety protocols,strong
supervision practices, and consistent staff oversight to ensure a safe, structured, and supportive
environment for every child. Students are supervised at all times by trained staff, with clear
staff-to-student ratios maintained throughout the day, including during outdoor play, activity
rotations, meals, transitions, and field trips. Camp spaces are intentionally organized to allow for
clear lines of sight, controlled movement, and effective supervision. Staff are assigned to
consistent student groups whenever possible to promote familiarity, accountability, and strong
relationships. Daily operations follow a predictable schedule that supports safety and reduces
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behavioral challenges. Transitions between activities are structured and led by staff, with clear
expectations communicated to students. Attendance is tracked throughout the day, including
during arrivals, departures, transitions, and off-site activities,to ensure accurate accountability at
all times.
All staff are trained in mandated reporter responsibilities, CPR and First Aid, food safety, and
standard youth supervision and childcare requirements. The Youth Centers of Orange maintains
clear and consistent procedures for emergency response, injury and incident reporting, and
weather-related contingencies to ensure the safety of all participants at all times. These
procedures align with City requirements and best practice standards for youth programming.
Each program location operates under a site-specific disaster preparedness plan. Once final camp
locations are confirmed, detailed emergency and evacuation plans will be reviewed and
implemented for each site. If Shaffer Park and Friends Church are approved as program
locations, the YCO has established disaster readiness plans already in place for both
environments, which will be reviewed with staff prior to the start of camp.
The program utilizes a structured injury and incident reporting process, managed through its
digital family management platform. This system allows staff to document incidents in real time
and ensures that parents and guardians are notified as promptly as possible. Incident reports are
tracked internally to support follow-up, communication, and ongoing safety oversight. Clear
emergency procedures are in place and reviewed with staff during pre-camp training. Staff are
trained on appropriate response protocols, communication procedures, and escalation processes
to ensure student safety and timely coordination with leadership and emergency services if
needed. The program also maintains weather contingency plans to ensure continuity of
programming and safety during changing conditions. Daily schedules are designed to be flexible,
allowing programming to shift indoors or adjust activities as needed in response to heat,rain,or
other weather-related concerns. Field trips and outdoor activities include backup plans to ensure
student safety while maintaining a positive camp experience.
To support on-site and off-site safety, first aid kits and safety supplies are available at all times.
During field trips, designated safety backpacks remain with program coordinators and staff.
Multiple backpacks are assigned per group to ensure that necessary supplies, emergency
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information, and first aid materials are readily accessible throughout the day. Field trips are
planned and supervised with the same level of care and structure as on-site programming. Staff
conduct headcounts before departure, during transport, upon arrival,throughout the activity,and
prior to returning to camp. Students are grouped with designated staff,and clear expectations are
communicated before each trip to ensure student safety and smooth operations.
All guest activities and volunteer-led enrichment experiences are supervised by camp staff and
must follow established safety and behavior expectations. Volunteers and guest presenters do not
assume supervisory responsibility for students and operate under staff oversight at all times.
Through consistent supervision, trained staff, clear procedures, and strong leadership, the
program creates a safe environment where students can participate confidently and families can
trust that their children are well cared for throughout the summer.
6. Marketing and outreach plan.
The Youth Centers of Orange will implement a clear, organized, and accessible marketing and
outreach plan designed to ensure broad community awareness, equitable access, and strong
enrollment for the City of Orange summer camp program. This strategy reflects both proven
outreach methods and expanded digital engagement, demonstrating the organization's capacity to
successfully market and operate a large-scale City program. Marketing efforts will follow a
phased timeline, beginning with internal preparation and moving through registration launch,
sustained outreach, and final enrollment. A detailed Marketing and Registration Timeline is
included as an attachment to this proposal (Appendix C) and outlines specific goals and action
steps from January through the start of camp. This timeline demonstrates readiness to implement
and ensures outreach efforts are timely, coordinated, and effective.
The outreach plan prioritizes direct communication with families through trusted and established
channels. The Youth Centers of Orange maintains deep, long-standing partnerships with Orange
Unified School District, including school administrators, after-school program families, and
community school teams. These relationships allow information to be shared directly with
families who already participate in City and school-based programming, supporting early
awareness and strong return enrollment. Flyers and digital materials will be distributed through
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schools and program sites, ensuring families receive accurate and consistent information. The
program will also leverage strong partnerships with the City of Orange and local community
organizations to broaden outreach beyond school-based families. Community centers, partner
organizations, and City-supported spaces will serve as additional access points for families
across the City, ensuring the program reaches a wide and diverse population. Digital outreach is
a central component of the marketing strategy and will be used consistently throughout the
enrollment period. Social media platforms will be utilized to share regular updates, reminders,
and program highlights, with increased frequency as registration progresses. In addition to
established social media practices, the organization will expand its digital presence through
increased website engagement, ensuring camp information is easy to locate, clearly presented,
and directly connected to registration links.
All marketing and outreach materials will be provided in English and Spanish, supporting
equitable access for families across the City. Materials will be designed to be clear and
user-friendly, including the use of QR codes that link directly to the registration platform.
Outreach will also include listings on online camp directories, family resource platforms, and
submissions to local newspapers and community calendars, further expanding visibility.
Registration and ongoing communication will be supported through an established online
registration and family management system, which allows families to register, submit required
forms, manage payments, and receive timely updates. This system ensures accurate
recordkeeping, efficient communication, and responsive customer support throughout the
registration and camp season. By combining trusted community relationships, structured
outreach planning, bilingual materials, and expanded digital engagement, the Youth Centers of
Orange demonstrates a clear and effective approach to marketing the summer camp program.
To support clear implementation and accountability, the Youth Centers of Orange has developed
a detailed Marketing and Registration Timeline that outlines month-by-month goals and action
steps beginning in January, with registration opening in late February and outreach continuing
through the start of camp. This timeline demonstrates the program's readiness to launch, its
ability to coordinate outreach across multiple channels, and its commitment to timely, equitable
access for families. It also provides the City with a clear view of when key marketing activities,
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enrollment pushes, and communication milestones will occur, ensuring transparency and
alignment with City expectations.
7. Example program schedule anti timeline.
Eet
SUMMER CAMP 2025 Thursday
tori Week 5-Theme:Under the Sea
TIME ACTIVITY MATERIALS AND PREP STAFF
7:00 AM Open Materials and Prep Staff
1.Turn lights on Sam
2 Check entire huhbuiloIng,compluto a walk through,don't forge:me patio stolen ar-o Lux
restroorro 3 Turn on site phone,turn on tablet set up areas pay mus-c
4 Exactly at 7AM(not sooner)unlock open the doors
8-8:30 AM Breakfast Materials and Prep Staff
1.Put gloves en,prepare area,set up breakfast Items on the counter
2.Announce breakfast,Kids must be cleaned up.dismiss students n groups to tonn a line
8:30-9:20AM Open Club Staff
board games.card games,free time
9:20-9:35AM Club Meeting Staff
Organize the kids by grade level and lines(assembly style) Ms.Serena
1.Hype up the kids!Give a big welcome to their day!
2 Tali about the thorned week and exciting things that are happening the Ines and visitors
3 Go over expectations and rules(have kids participate raise their hands and answer)
9:35-10:15AM Group Game Materials and Prep Sty
SPLIT grades 3.6 and grades K-2 buckets(one for each learnt Ms.Serene
one big bucket of water
Grades 3-6 are playing kickball plastic cups
spoons
Grades K.2 plastic l lr
Ocean Relay Race pool noodles
1 Make 2-3 team.They each roll have their own racing lane.
2.1 st race.Mermaid Taal-Use the potato sacks and hop down to the none and back. Prep
Switch with the nest person in line They must ad in a single Ma Yee when they finish The -set up race Ines ton the 5 teams about
first team NM sitting in a line wmc 20 het king
3 2nd race.Seahorse gallop Each team will nave one pool noodle and gallop on a eke a -1st race:place an empty bucket at the
sea horse'down to the far cone and back.They must se n a single He line when they start cones for each team.place a big
finish.The first team fully sitting in a late.wne bucket of water in the middle of all the
4 3rd race Jelyfih among-Place nngs on the ground and have kids hop from ring to racing lanes
ring.Tinny must sit in a single file line when they finish The fast team my stung n a line, -2nd race pour the buckets of water
wins. back into the big bucket place all of the
6.4th race.Shark race-Place thew hands on their road aka a shank fn.Run down to the plastic fan in the big bucket of wafer.give
cone end back They crust sit in a single fde line when;key hmgi The erst ram lay sitting each learn one spoon
In a Inc.wins 3rd race-each team MP get a pool
noodle
10:15-10:50AM 1st Rotation Materials and Prep
Staff
r., Tts-0ye Fieh Ash templets: Ms.Dell
tt •
i,Preo: rope..,suncntpnersludw corV.to bad')'G,k Ms.Amy
1
if ' Shredirptcut the crepe paper Into pieces about 2 inches big Keep them orgenued by arrietkelPdf:gnatbt lela.lt'AttCT:
color m piles fff!P.pnu
Scissors
YQ Gapepe p apartAreamermrtiasue paper:
1.Each student call get a fish template and cut a out with sassors(we can prep this tool RCgs_ig.s aaalk ff
f _:2.Once they have their fish cut out they can choose 20 nieces of crepe paper,any caters Spray bottle with eater
that they would the Googly eyes
1 9.Next,piece the for one newepapenplacemat and wet 4 with the spray bottle Markers
3 Then lay out the crape paper on the fish so Mat the whole fish a coveted Pay attentbn News paper or pacentats to keep the
to the colors and patterns you create tables horn getting messy
4 Use the spray bottle and spray the crepe paper onto the fish
b.Let n rest for about a minute
6 Peet oil the tissue paper to reveal the cteatrve design
7 Let the fish dry a little,then glue a googly eye on the fah(optional)
8.Lastly.use the markers to draw fine or make any other design that they want(optional)
BACKUP•Build a shark templateLON4.design and color their own shark
cut it out and assemble
10:50-11:25AM 2nd Rotation Materials and Prep
Staff
I'arC I i)
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tj •
SondeCrabWelkSoccerSocr pug goers Ms JennyCrab
Divide the group into 2 even learns Assign them each to defend a srdalgoal cones
a ' • 12.Demonstrate how to crab wok.Let the kids try it.Tart them they wit be crab wa long and •soccer hats
1 playng soccer
3 Go over the rules Only kick the ball you most be crabwalking(if you get tired.you can Prep
sit crisscross where you are).nc chipping e in the ar because we don went to nil anyone crake a smal soccer field with the cones
in the face,no one can touch the loan with thee hands.even the goalie is or crab positron and the pug goals
4 Give them tore to organize their team and get Into positions
5 On the'tweet,'the game can begin Keep score
6 For differentiation.the teams can be swiped if there is dearly an unever advantage
11:25AM- 3rd Rotation Materials and Prep
12PM Staff
Tiede Craft turtle template sheet Coach Lila
Each student oh get a turtle template nerkersiconred pencils/crayons
Jv
2 Students will color the turtle however they would Ike 30950re
3 When done nektons,they wit cut Oct the turtle glue'tepn
4 Once Cul.they will glue the flaps of the turtle together to create a Wrnly shell
12-12:30PM Lunch Materials and Prep Staff
I Sit all students n designated area
2.Go over expectations and rules for lunch.an kids mist be sating down whist sating
lunch-no oIner achvaes shone be happening
3 Dismiss kids by table gmupaareas
12:30-1:45PM Open Club/Pit rotation Staff
board games,card games,free time
1:45-2:20tPM 1st Rotation Materials and Prep Staff
R'_ram_%i 7 l-t4-if: Beach Pudding Cups Smashed graham erecter wmbs Coach lilt(Id 2)
lr.-.
RF ,.g 1 Students can divide themselves amongst the tables Once they are seated each •venia pudding Mn Desi
1
x-"3i s-f student tel recieve a pudding cup and a clear cup hue food coenng to make I blue Mn.Jenny
2.Once the students have;heir cups themes them by table to take their puddng cups to -sweedeh ruh
Iiiiiii
M •
r'
get a drop of blue food coloring give them a spoon to ask a up to color than pudding set -small pudding cups
1. n+.the aside spoons
3 When at students have mowed Iherr pudding to make a blue hand out the bowl of -mint dank umbraes
Ideate to each table wan I spoon.natmct them to scoop a tore bit of graham cracker 'Moe Ins coISRBKCCK A
crumbs to lit the bottom of the dear cup.This is the sand. spoons
4.Next,instruct them to scoop that pudding into their cup.eavng some space at the top
4111111111(tfrere WILL be eft over pudding in their cope) Prep.
5.Then,instruct students to add a ladle bit of sand on the top prepare a small bowl of graham grerker
6 When they are done.they can raise their hands to redeye 2-3 sweedch fish to put in crumbs fur each table
their pudding
7.Lastly,hand out the urrrbraias once they are done and they can add eon thee brushed
pudding
8.They tar eat it when they are felished
2:20-2:55PM 2nd Rotation Materials and Prep Staff
twill:`Tentacale Toss Hula hoops or dogs Coach Addan
I.Have the kids divide themselves among the different toss stations tall cones or pool noodles standing Ms.Samna(tiS 3)
2 let them that the tall cones are worth three points,Mule the cups are worth 1 pont upright
w e x it., 3 The one at the front of the tine roll go first.They rift get 3 tosses. flat cones to make the starting Ina
4 Each group will assign a mother This person will Se the one getting the hula hoop and
41110,07.Iff';:..)'sy'1 bringing it beck to the person tossing Prep.
V Ti/ 5 Rotate alter the 3 tosses and until everyone has went Make more to keep track of their •create 3 slainns of nog loss by having
scores 5b tall cones and 1-2 noodles it they can
6 Those'.weir the highest scores can move up a station white those'+Mh tower Scores wit stand upright
move a station(optional) make sure to make a lane of canes that
shidents have to stand behind
each Mahone has I hale hoop
2:55-3:30PM - 3rd Rotation Materials and Prep Staff
SterlshlShark Headbands-COMPETITION Templates Ms.Cory
Coburg Matenae Ms.Amy
1 Each student wit get a chore of a starl'eh or a shark headband Scissors
2 Design thee headband Tape-stapes
3.Cut out their headband
4 Assemble the headband
3:30-4PM Snack Materials and Prep Staff
L h lr",,, l
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4.4:3.PM Open Rotation 1 Materials and Prep Staff
Dolphin Rs lay Rau 4 beach belle.ntics era inn J nh2 Ma Amy
1.SO the group into 4 teams.They each wit have then own lane but divide kids on both -cones Ms.Cozy
ends of the,lane
2 Give 1 beach ball to each team
3.tst race:kids must race down to the other see pushing the beach ball wall only Thee
noses.Thai teammate on the other side will do the same until everyone has gone.Sit
behind your cone when you are done First team to finish wins
4 2nd race seine set up with students on both sides of the,lane students wit nave to
halenne the beach bat with their head all the way down.If it falls they can restart from
where it fail first team to finish.wins
5 3rd race gather all students back at the staring line on one see.in pairs students will
have to rane around the for cone and back,holding up the ball together vdthoet using their
arms if the bat falls.testae where t dropped first team to fnsh wars
4:30-5PM Open Rotation 2 Materials and Prep Staff
Under the sea bingo---- bingo1cardsrill different cardel kit Aiden_
1 each student wit gel a bingo card and a pen.(there WILL be students who have the -rating cares Ms.Jenny
same card)
2 Using the salting cards.the leader wet cat the card and the students wet cross t off of
their Lard t they have t
2.first student to get bingo arms diagonal.or hovontal eel vein
3 continue pleymg unlit someone gets'lull bingo'
5-5:30PM — _ Open Club Materials and Prep Staff
board genres card games tree time
5:30-6PM Clean Up/Closing Materials and Prep Staff
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THE liea0C
Firm Experience
1. Comparable programs delivered within the past ten years.
The Youth Centers of Orange brings extensive experience operating large-scale, high-quality
youth programs that closely align with the scope, structure, and expectations of the City of
Orange summer camp.
After School Education and Safety (ASES) and Expanded Learning Opportunities Program
ELOP) — Orange Unified School District: The Youth Centers of Orange currently serves as an
ASES and ELOP after-school program provider across multiple Orange Unified School District
campuses. Through these programs, YCO serves up to 400 students daily during the school year,
offering a wide range of enrichment opportunities including sports, art, language, music, STEM,
tutoring, and character-building activities. Over the past two years, this work has grown
significantly. What began as a single ELOP program in 2023 has expanded to ten active ELOP
programs by 2025, demonstrating YCO's ability to scale programming while maintaining
quality, consistency, and strong relationships with school partners. In addition, YCO serves as
the ASES provider at Palmyra Elementary School, where programming supports more than 200
students each day. These programs require daily supervision, structured scheduling, staff
training, safety oversight, family communication, and coordination with district and site
leadership, all of which directly parallel the operational demands of a full-day summer camp.
City of Orange Summer Camp Program: In the summer of the previous year, the Youth Centers
of Orange successfully operated the City of Orange's summer camp program, serving
approximately 120 students daily and more than 300 students over the course of the summer.
Programming included both elementary-age students and teens and featured full-day supervision,
structured enrichment, outdoor games, themed activities, and weekly field trips. This program
demonstrated YCO's ability to manage large enrollment numbers, deliver engaging and
age-appropriate programming, coordinate transportation and field trips, and provide consistent
care throughout the summer months.
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THE Wai0OC
The camp received strong participation and positive feedback from families, reinforcing YCO's
capacity to deliver a safe, fun, and well-organized summer experience for City families.
Together, these programs reflect YCO's proven ability to operate complex youth programs at
scale, manage staffing and safety requirements, and deliver engaging enrichment experiences
across both school-year and summer settings. This experience directly positions the organization
to successfully operate the City of Orange's summer camp program.
2. Client references and contact information
A)Adolfo Herrera, Administrator
Innovative& Expanded Learning Opportunities
714-628-5360
adolfo.herrera@orangeusd.org
2345 E. Palmyra Ave. Orange, CA 92869
B)Leslie Hardy,Community and Library Services Director
City of Orange
714-744-7276
lhardy@cityoforange.org
300 E.Chapman Ave.
Orange,CA 92866
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APPENDIX B-PAGE 1 OF 5
PROPOSER'S ACKNOWLEDGEMENT OF COMPLIANCE
WITH INSURANCE REQUIREMENTS FOR
AGREEMENT FOR PROFESSIONAL SERVICES
Proposer agrees, acknowledges, understands and is fully aware of the insurance requirements
as specified in Section 18, Insurance (Requirements) of the attached sample Agreement for
Professional Services and hereby accepts all conditions and requirements as contained
therein.
Proposer: Holiday Zimmerman
Name (Please Print or Type)
By: a. Y Executive Director
Proposer's gn ture &Title
Date: 12/9/25
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APPENDIX B-PAGE 2 OF 5
PROPOSER'S ACKNOWLEDGEMENT OF COMPLIANCE
WITH PROVISIONS FOR
AGREEMENT FOR PROFESSIONAL SERVICES
Proposer agrees, acknowledges, understands and is fully aware of the sample contract form as
specified in Appendix A, attached sample Agreement for Professional Services. Proposer
acknowledges conditions and requirements as contained therein. Contractor/Proposer must
note any exceptions to the City's standard form professional services agreement as a part of
their proposal submission for consideration by the City as part of the proposal, and warrants
that the City may utilize proposed exceptions as a grounds for rejection of a proposal.
Proposer: Holiday Zimmerman
Name(Please Print or Type)
By: c/ I Executive Director
Proposer's :gnature& Title
Date: 12/9/25
CONTRACTOR MUST ATTACH PROPOSED EXCEPTIONS TO THE CITY'S STANDARD/SAMPLE
PROFESSIONAL AGREEMENT FORM-IF ANY- TO PROPOSAL FOR CONSIDERATION(AFTER
THIS PAGE)***
No exceptions to note.
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APPENDIX B-PAGE 3 OF S
Noncollusion Affidavit
Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY OF ORANGE— DEPARTMENT OF PUBLIC WORKS
In conformance with Title 23 United States Code Section 112 and Public Contract Code
7106 the bidder declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that
the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly
induced or solicited any other bidder to put in a false or sham bid, and has not directly or
indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put
in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any
manner, directly or indirectly, sought by agreement, communication, or conference with
anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit,
or cost element of the bid price, or of that of any other bidder, or to secure any advantage
against the public body awarding the contract of anyone interested in the proposed
contract; that all statements contained in the bid are true; and, further, that the bidder
has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or
the contents thereof, or divulged information or data relative thereto, or paid, and will not
pay, any fee to any corporation, partnership, company association, organization, bid
depository, or to any member or agent thereof to effectuate a collusive or sham bid.
Note: The above Noncollusion Affidavit is part of the Proposal. Signing this
Proposal on the signature portion thereof shall also constitute signature of
this Noncollusion Affidavit.
Bidders are cautioned that making a false certification may subject the certifier to
criminal prosecution
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APPENDIX B-PAGE 4 OF 5
DEBARMENT AND SUSPENSION CERTIFICATION TITLE 2,CODE OF FEDERAL REGULATIONS,
PARTS 180& 1200
The Proposer, under penalty of perjury, certifies that, except as noted below, he/she or any
other person associated therewith in the capacity of owner, partner, director, officer,
manager:
1)Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participating in covered transactions by any Federal department or
agency;
2) Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State or
local) transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft,forgery, bribery,falsification or destruction of
records, making false statements, or receiving stolen property;
3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State or local) with commission of any of the offenses enumerated in
paragraph (a)(2) of this certification; and
4) Have not within a three-year period preceding this application/proposal had one or more
public transactions (Federal, State or local) terminated for cause or default. Where the
prospective participant is unable to certify to any of the statements in this certification, such
prospective participant shall attach an explanation to this proposal. Exceptions will not
necessarily result in denial of award but will be considered in determining proposer
responsibility. For any exception noted above, indicate below to whom it applies, initiating
agency, and dates of action. Notes: Providing false information may result in criminal
prosecution or administrative sanctions. The above certification is part of the Proposal.
Signing this Proposal on the signature portion thereof shall also constitute signature of this
Certification.
Holiday Zimmerman
Print or Type Name of Proposer
me,/ ,,,, ,,,„.....,„‘„)
Signat we of Proposer
12/9/25
Date
This executed form must be submitted with proposal.
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APPENDIX 8-PAGES OF 5
CERTIFICATION OF PROPOSAL
TO THE CITY OF ORANGE
The undersigned hereby submits its proposal and agrees to be bound by the terms and
conditions of this Request for Proposal (RFP). By signing the Certification of Proposal and
submitting a proposal to the City in response to this Request for Proposals, the Proposer
hereby represents and certifies that:
A) No elected or appointed official, officer, or employee of the City has been or shall be
compensated, directly or indirectly, in connection with this proposal or for any work
connected with this proposal; should any agreement be approved in connection with this
Request for Proposals ("Agreement") no elected or appointed official, officer, or employee of
the City, during the term of his/her service with the City, shall have any direct or indirect
financial interest in the Agreement, or obtain any present anticipated, or future financial
interest or other material benefit arising therefrom;
B) No elected or appointed official, officer, or employee of the City shall have any financial
interest, direct or indirect, in the Agreement nor shall any such official, officer, or employee
participate in any decision relating to the Agreement which effects his/her personal financial
interest or the financial interest of any corporation, partnership, or association in which they
are, directly or indirectly, interested in violation of state law;
C) The Proposer and its principals do not have now, nor shall it acquire any financial or
business interest that would conflict with the performance of services under the
Agreement;
D) Proposer shall represent and certify that it does not and will not discriminate against any
employee or applicant for employment because of race, religion, gender, color, national
origin, sexual orientation, ancestry, material status, physical condition, pregnancy or
pregnancy related conditions, political affiliation or opinion, age or medical condition;
E) By submitting the response to this request, Proposer agrees, if selected, to furnish services
to the City in accordance with this RFP;
F) Proposer has carefully reviewed its proposal and understands and agrees that the City is
not responsible for any errors or omissions on the part of the Proposer and that the Proposer
is responsible for them;
G) It is understood and agreed that the City reserves the right to accept or reject any or all
proposals and to waive any informality or irregularity in any proposal received by the Cit
H) The proposal response includes all of the commentary, figures and data required e Request
for Proposal, dated 12/9/25 The proposal shall be valid for 180 days from the due
date of this RFP.
Name of Proposing Firm (Contractor Entity Name): The Hub OC
By:
of/Proposing
Executive Director
Author IP!. Signature)
Type Name (of Authorized Signer): Holiday Zimmerman Date: 12/9/25
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OC
Appendix C
Summer Camp Marketing & Registration Timeline
Timeframe Primary Coal key Marketing Actions
January—Early Prepare for launch Finalize camp dates,pricing,hours,and age
February groups with the City,if under contract
Re-engage existing registration platform and
payment system
Update and translate all marketing materials
English and Spanish)
Generate QR codes linked directly to registration
Finalize website content and registration language
Reach out to local newspapers in Orange County
to plan coverage
Late February Registration launch Open official summer camp registration
Launch website registration page
Release initial social media announcements across
platforms
Send direct emails to returning families from prior
summer camps and school-year programs
Distribute flyers at YCO program sites
Share flyers digitally with Orange Unified schools
March Build awareness and Post weekly social media content highlighting
early enrollment camp structure,safety,and hours
Submit camp information to local newspapers and
community calendars
Publish listings on online camp directories and
family resource platforms
Promote scholarship availability and registration
support
Leverage City and community partner networks
for outreach
TN[fed.
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April Expand community reach • Increase social media frequency to multiple posts
per week
Begin releasing camp themes as they are finalized
Share success messaging and highlights from prior
summer camps
Re-distribute flyers through schools,community
centers,and partners
Continue bilingual outreach and registration
assistance
May Drive commitment and •Promote pay-in-full options and early commitment
fill spots messaging
Communicate limited availability as sessions begin
to fill
Conduct a second round of newspaper and online
platform outreach
Follow up with families who started but did not
complete registration
Increase direct communication through the
registration platform
Early June Finalize enrollment and • Send final registration reminders across all
prepare families channels
Confirm rosters and manage waitlists
Share"What to Expect"communications with
enrolled families
Confirm completion of waivers,emergency forms,
and required documents
During Camp Maintain engagement and • Share weekly social media highlights showcasing
visibility activities and themes
Provide ongoing updates and reminders through
the registration platform
Collect informal interest for future programs
Post-Camp Build future enrollment •Send thank-you communications to families
Share program highlights and outcomes
Collect family feedback to inform future
programming and marketing
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Exhibit B
The cost table shown below is illustrative of planned costs to be borne by contractor in service of this
contract. NO COST, including those described in this table, will be billed to the City for services under
this agreement scope.The City shall provide in-kind use of Shaffer Park as described in this Exhibit THE OC
to contractor.
Cost Proposal Table
Youth & Teen Summer Day Camp Program
Years 2-4 reflect an 8%annual escalation applied to the Year 1 baseline.*
jjjjTYPeAnnualCost *
AnnualCostjjnnujCost *AnnujCostNotes/
Breakjj
eakdj
Staffing 110,725.96 $119,583.03 $129,149.67 $139,481.64 Camp Director,Site
Supervisors/Coordinators,
Program Staff;includes payroll
taxes,workers'comp,training,
certifications,and insurance
Program Delivery 36,116.67 $39,006.00 $42,126.48 $45,496.60 Enrichment activities,weekly
themed programming,
guaranteed weekly field trips,
plus additional trips throughout
the summer
Supplies& 9,461.07 $10,217.96 $11,035.40 $11,918.23 Program materials,activity
Equipment supplies,games,crafts,limited
reusable equipment
Utilities(if 0.00 0.00 0.00 0.00 Utilities provided by the City as
Contractor-provided) part of in-kind facility use
Administrative/ 5,200.00 $5,616.00 $6,065.28 $6,550.50 Program administration,
Overhead Costs registration management,
payroll processing,reporting,
insurance administration
Other(Specify) 0.00 0.00 0.00 0.00 Not applicable
TOTAL ANNUAL 161,503.70 $174,422.99 $188,376.83 $203,446.97
COST
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THE 1191a0C
Cost Proposal Narrative
Youth & Teen Summer Day Camp Program
Sections C & D: Alternative and Innovative Cost Model
The Youth Centers of Orange proposes an alternative and innovative cost model that allows the
City of Orange to offer a high-quality Youth and Teen Summer Day Camp program at zero cash
cost to the City, while ensuring affordability, equity, and sustainability for participating families.
Overview of the Cost Model
The total estimated annual cost to operate the Summer Day Camp program is detailed in the
CP-1 Cost Proposal Table and reflects all staffing, program delivery, supplies, administrative,
and operational costs required to successfully manage and operate the program. The City's only
contribution under this model is the in-kind use of Shaffer Park at no cost, including access to
on-site storage. No City funds are requested to operate the program.
Rather than relying on City funding, the Youth Centers of Orange utilizes a
community-supported, access-driven financial model that combines affordable participant fees,
intentional scholarship allocation, and strong philanthropic partnerships. This approach shifts
financial risk away from the City while preserving program quality and expanding access for
families across income levels.
Affordable Participant Fee Structure and Planned Revenue
The program operates with a flat weekly fee of$180 per participant, intentionally priced to
remain affordable for working families while covering the full scope of program operations. This
fee includes all aspects of the summer camp experience, including full-day supervision,
enrichment programming, supplies, and field trips. Families do not incur additional costs for
special activities or off-site trips. A 10% sibling discount is offered to further support families with
multiple children enrolled.
Based on historical attendance trends, the Youth Centers of Orange anticipates serving an
average of approximately 120 students per day during the nine-week summer camp program. At
this enrollment level, estimated gross revenue generated through participant fees is
approximately $194,400 over the course of the summer. However, we provide heavy
scholarships to families that bring our total revenue to just under cost.
Participant fees alone are not intended to fully fund the program or generate surplus revenue.
Instead, all participant-generated revenue is reinvested into program operations and access
expansion, ensuring the focus remains on program quality and community impact rather than
profitability.
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Scholarships, Sponsorships, and Equity-Centered Access
To ensure the Summer Day Camp program remains both accessible and financially sustainable,
the Youth Centers of Orange has intentionally designed a scholarship strategy that balances
affordability, equity, and fiscal responsibility.
Based on the proposed weekly fee of $180 and a nine-week program, the organization plans to
provide 60 need-based scholarships through a blended model consisting of approximately 25
full scholarships. 25 half scholarships, and 10 quarter scholarships. This mix allows the program
to offer a meaningful number of fully sponsored placements while also extending partial support
to a broader group of families who may not require full assistance but would still benefit from
reduced costs.
Under this model, the total scholarship investment is approximately $64,800 for the summer
season. The Youth Centers of Orange plans to cover this amount through a combination of
program revenue and targeted fundraising, allowing the overall program to remain revenue
neutral while maintaining program quality.
Specifically, the organization anticipates applying approximately $35,000 of
participant-generated revenue toward scholarships and securing an additional $30.000 in
philanthropic support from community partners and individual donors. This approach mirrors the
organization's prior summer camp experience. during which approximately $30,000 in
scholarship funding was successfully raised through partnerships and community support.
By intentionally pairing earned revenue with philanthropic investment, the Youth Centers of
Orange is able to ensure that scholarship support does not create a financial gap in program
operations. All remaining participant revenue is reinvested directly into staffing, enrichment
activities, supplies, and field trips, allowing the program to deliver a high-quality summer camp
experience without generating surplus revenue or requiring financial support from the City.
Building on this proven model, the organization will again leverage its strong partner network.
including the Community Foundation of Orange (KidsPlay initiative), Friends Church Orange,
the Women's Club of Orange, the Orange Chamber Foundation, as well as the Hub OC's
network of individual donors and other civic and community partners to supplement program
revenue and expand access.
This model allows the organization to say yes to more families, prioritize access for those with
the greatest need, and maintain a financially balanced program that aligns with the City's goals
of providing safe, engaging summer programming for children and youth.
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Leveraging In-Kind Community Assets
In addition to the City's in-kind support of Shaffer Park, the Youth Centers of Orange also
leverages donated indoor space from Friends Church Orange, which provides access to
facilities five days per week. This space supports teen programming, special events, and indoor
activities and represents an estimated $40,000 in additional in-kind value annually.
By strategically leveraging community-donated facilities, the program reduces operational costs,
increases flexibility, and enhances the overall camp experience without additional financial
burden to the City.
Benefits to the City and the Community
This alternative cost model allows the City of Orange to offer a comprehensive summer camp
program without committing operational funds, while still ensuring families have access to safe,
structured, and enriching childcare during the summer months. For participants, the model
ensures affordability, transparency, and access regardless of income level. For the Youth
Centers of Orange, it allows all available resources to be directed toward delivering the highest
possible program quality rather than generating surplus revenue.
By combining affordable fees, strong partnerships, and in-kind community support, this model
creates a sustainable, equitable, and scalable summer camp program that benefits families,
strengthens community connections, and aligns closely with the City's goals for youth
engagement and support.
THE CITY OF ORANGE RESERVES THE RIGHT, AND IS HEREBY GRANTED THE RIGHT, TO REJECT
ANY AND ALL PROPOSALS, TO ACCEPT OTHER THAN THE LOWEST PROPOSAL, AND TO WAIVE
ANY INFORMALITY IN THE PROPOSAL.
Authorized Signature
Printed Name: Holiday Zimmerman
Title: CEO
Name of Company: The Hub OC
State License Number and Classification Designation: 82-1345313 - 501(c)(3)Corporation
Executed this 18th day of December, 2025 at 10AM, Orange, California.
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