HomeMy WebLinkAboutShauna Babcock - Fitness Classes Levy CenterTo: Luke Stowe, City Manager
From: Audrey Thompson, Director Parks & Recreation
Subject: Approval of Sole Source Contract with Shauna Babcock
Date: January 1, 2024
Recommended Action:
Staff recommends that the City Manager execute a sole source agreement with Shauna
Babcock (6630 N Bosworth, Chicago, IL 60626) through December 31, 2024, to instruct
Levy Senior Center Fitness classes.
Funding Source:
Revenue from program registrations is deposited into the General Fund Account, Levy
Senior Center Business Unit 100.30.3055.53565, and instructional expenses are paid
from Levy Senior Center Business Unit 100.30.3055.62505, which has a $154,000
budgeted allocation. Compensation for the vendor is based on the following amount of
revenue collected:
Program(s) Vendor Revenue City Revenue
Fitness Classes 60%40%
For 2024, with increased class fees, the staff is projecting $20,000 in revenues and
approximately $12,000 in expenses. For 2023, revenue for Shauna’s classes was
roughly $18,000, and expenses were approximately $11,000.
Summary:
Shauna Babcock has been teaching at the Levy Senior Center and for the Parks &
Recreation Department for over ten years. During this time, Shauna has provided
excellent instruction for active older adults and helped support a healthy lifestyle for
Levy members. The vendor offers instructions, and the Levy Center provides the
equipment.
Below is a breakdown of the program fees charged for Shauna’s classes:
SilverSneakers W 9:30a-10:30a
Length of class Member Fee Non-Member Fee
12 weeks (12 classes) $102 $162
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Beginning Yoga for Seniors Th 9a-10a
Length of class Member Fee Non-Member Fee
12 weeks (12 classes) $102 $162
Yoga to Heal Sat 9a-10a
Length of class Member Fee Non-Member Fee
12 weeks (10 classes) $102 $162
As mentioned above, Shauna has done an excellent job in providing
instruction for fitness classes and staff recommends this agreement, which
expires as of December 31, 2024.
Attachments:
Agreement
Sole Source
Approved:
_______________________
Luke Stowe, City Manager
Page 2 of 2
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Shauna
Babcock
Approved as to form:
Alexandra B. Ruggie
Interim Corporation Counsel
Luke Stowe
City Manager 01 / 08 / 2024
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Page 2 of 9
Revised 11/02/2022
Any supplies/materials or other tangible items left on City property by Vendor is done at Vendor’s risk. Vendor agrees to hold harmless the City for
any damage or loss to Vendor supplies, materials or other property on City property.
2.3 SCHEDULE OF WORK: Any work performed on City premises shall be done during the hours designated by the City and performed in a
manner that does not interfere with the City and its personnel.
2.4 REPORTING, STATUS AND MONITORING SPECIFICATIONS:
2.4.1 Vendor shall immediately notify the City of any event that may have a material impact on Vendors ability to perform the Agreement.
2.5 ASSIGNMENT AND SUBCONTRACTING:
1.
1.1
TERM ANDTERMINATION
TERM OF THIS AGREEMENT:This Agreement has an initial term of January 1st, 2024 through December 31
st, 2024.If a start date is not
2.2 WHERE SERVICES ARE TO BE PERFORMED:Unless otherwise specified in this section all services shall be performed in the City of
Evanston, Illinois. Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the
services to be performed at each location.
Location where services willbe performed Levy Senior Center
Location where services willbe performed
identified, the term shall commence upon the last dated signature of the Parties. This Agreement cannot be terminated less than thirty (30) days
before the agreed start date as indicated below. Any termination less than thirty (30) days before the agreed start date must be with the written
consent of the Department of Parks and Recreation.
Request for termination, either before or after the thirty (30) day period must be made in writing and submitted to the appropriate representative of the
Departmentof Parksand Recreation.
1.2 RENEWAL:Subjectto themaximum totaltermas identified above, theCity hasthe optionto renewforthefollowing term(s):If vendor meets
the contractual needs, this contact could be renewed for 1 years time.
Pricingfor therenewal term(s),or theformulafor determining priceisshown inthe pricing section of this Agreement.
Any renewal is subject to the same terms and conditions as the original Agreement except as stated below in this subsection. The City may renew
thisAgreementforanyoralloftheoptionperiodsspecified;mayexerciseanyoftherenewaloptionsearlyandmayexercisemorethanoneoptionatatime
basedoncontinuingneedandfavorablemarketconditionswheninthebestinterestoftheCity. The Agreement shall not renew automatically nor shall the
Agreement renew solely at Vendor’s option.
1.3 TERMINATION FOR CAUSE:The City may terminate this Agreement, in whole or in part, immediately upon notice to Vendor if: (a) the
City determines that the actions or inactions of Vendor have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) Vendor
has notified the City that it is unable or unwilling to perform the Agreement.
If Vendor fails to perform to the City’s satisfaction any material requirement of this Agreement, or is in violation of a mat erial provision of this
Agreement, the City shall provide written notice to Vendor to cure the problem identified within the period of time specified in the City’s written notice.
If not cured by that date, the City may either: (a) immediately terminate the Agreement without additional written notice or (b) enforce the terms and
conditions of the Agreement.
For termination due to any of the causes contained in this Section, the City retains its rights to seek any available legal or equitable remedies and
damages.
1.4 TERMINATION FOR CONVENIENCE:The City may, for its convenience and with 7 days prior written notice to Vendor, terminate this
Agreement in whole or in part and without payment of any penalty or incurring any further obligation to Vendor. Vendor shall be entitled to
compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this Agreement up to and
including the date of termination.
2.DESCRIPTIONOFSERVICES
2.1 Description ofServicerequired: Yoga instruction
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SOLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A - SOLE SOURCE PURCHASE:
Complete if sole source purchase is $1,500 or over, AND competition is not available. Sole Source
approvals are valid one year from approval date, unless specified elsewhere.
Requisition No. (if applicable): Amount: $12,000 Date:1/01/24
Supplies/Services Required (be specific): Levy Senior Center Fitness Instruction
Proposed Vendor: Shauna Babcock Vendor No: 17689
Requested by: Brandon Taylor Dept: Parks and Recreation Ext: 8283
Justification prepared by: Brandon Taylor Dept: Parks and Recreation Ext: 8283
Check One: The requested supply/service is a sole source procurement due to:
AVAILABILITY/ONE OF A KIND –
No competitive product exists or is available from another vendor.
COMPATIBILITY –
Must match existing piece or brand of equipment and is available from only one vendor.
REPLACEMENT/MAINTENANCE –
Repair or maintenance for specific brand of existing equipment and is available from only
original equipment manufacturer or designated service dealer.
OTHER - Provide below full explanations, details, complete descriptions, and relevant
reasons to support the sole source justification:
Shauna Babcock teaches SilverSneakers Yoga on Wednesdays 9:30a-10:30a, Beginning Yoga for Seniors on
Thursdays 9a-10a and Yoga to Heal on Saturdays 9a-10a. For 2024, with increased class fees, the staff is projecting
$20,000 in revenues and approximately $12,000 in expenses. For 2023, revenue for Shauna’s classes was roughly
$18,000, and expenses were approximately $11,000.
SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above
justification/information is accurate and complete to the best of my knowledge and that I have no
personal interests relative to this request.
Brandon Taylor 1/01/24
(Name and Signature of Requester) (Date)
SECTION C - TO BE:COMPLETED BY PURCHASING AGENT:
Based on the information provided in Section A and attached supporting documents,
I concur / do not concur (see below) with purchase to be a Sole Source.
Do not concur for the following reason(s):
(Name and Signature of Purchasing Agent or Other) (Date)
01 / 08 / 2024
Doc ID: b7d2af31880e559caee2a3eccda42ec159f916d0
Contract with Shauna Babcock - Fitness Classes and Levy...
Babcock Memo Cont...e Source 2024.pdf
b7d2af31880e559caee2a3eccda42ec159f916d0
MM / DD / YYYY
Signed
01 / 08 / 2024
09:51:45 UTC-6
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
01 / 08 / 2024
09:57:15 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.15.73.242
01 / 08 / 2024
09:57:26 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.15.73.242
01 / 08 / 2024
19:25:37 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
01 / 08 / 2024
19:26:17 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
The document has been completed.01 / 08 / 2024
19:26:17 UTC-6