HomeMy WebLinkAboutNorthwest Passage EcoExplorer Camp 2024To: Luke Stowe, City Manager
From:
Subject: Northwest Passage Contract for EcoExplorer Camp
Date: January 16, 2024
Recommended Action:
Staff recommends that the City Manager approve the Northwest Passage (1130
Greenleaf Ave. Wilmette, IL 60091) contract to allow for overnight campout services for
2024 EcoExplorer summer camp.
Funding Source:
Expenses will be charged to (Field Trips) 100.30.3605.62507 which has a YTD balance
of 24,900.00
Summary:
The Parks and Recreation Department would like to enter into a contract with Northwest
Passage to provide an overnight campout experience at Rock Cut State Park.
Northwest Passage would provide leadership, group camping equipment, group cooking
equipment, kayaking equipment, SUP equipment, permits, camping fees, and meals.
Other group camping vendors and services do not provide all these items and services
in one program fee.
This overnight program will be offered four times this summer, once per camp session.
The EcoExplorer Camp sessions have a possibility creating $41,200.00 in revenue if the
camp experiences maximum enrollment.
The charges from Northwest Passage of $16,640.00 reflect maximum enrollment in the
program but the City of Evanston will only be charged per camper participating in the
overnight experience. The minimum charge for this service would be $8,320.00.
Attachments:
Northwest Passage Proposal and Invoice
Sole Source Justification
Memorandum
Audrey Thompson, Director Parks and Recreation
Margaret Isaacson, Conservation and Outdoors Division Manager
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
Approved:
___________________________ __________________
Luke Stowe, City Manager Date
02 / 02 / 2024
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
9/18/2023
Custom Group Proposal
EEC Overnight 2024
_______________________________________________________________________
Dates:
Thursday, June 20 2024 - 21
Tuesday, July 2 2024 - 3
Wednesday, July 17 2024 - 18
Wednesday, July 31 2024 - August 1
Thursday, June 6 2024 1:00pm - 2:00pm
Programs run rain or shine. If there is a foul weather forecasted for that overnight program with, threats of
lightening or thunder, we would alter the schedule to accommodate a separate date. No refunds.
Included:Overnight programs: All group camping equipment, all group cooking equipment, kayaking
equipment, SUP equipment, leadership, permits, camping fees, meals (lunch on day one to lunch on second
day)
Not Included:Transportation, and personal camping equipment (See equipment list for specific
requirements).
Program Fee: $8320 No price adjustments for sessions with less than stated minimum of 10. EEC staff no
cost. No refunds for weather cancellations.
Payment:50% deposit of the total 80 campers ($8, 320) and signed proposal 90 days prior to program.
Balance due upon receipt of balance invoice. Sent per session.
Program Description
A two-day one night outing to Rock Cut State Park, Illinois. Activities include, hiking, SUP, and kayaking.
Evanston Ecology Center
Margaret Isaacson
2024 Mc Cormick
Evanston , Il 60201
Misaacson@cityofevanston.org
Mobile
Program Fee: $8320
Length of Program:2 days, one night per program
4 total programs
Location:Rock Cut State Park
Participant
Minimum:10 Maximum:20
Per Participant Fee $208
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
9/18/2023
Custom Group Proposal
EEC Overnight 2024
During our activities, campers will be introduced to the various equipment, skills, techniques, and safety
guidelines for the various activities. Depending on weather alternative sites and activities maybe substituted.
Please review daily itinerary for specific details and timelines.
This program will run four times during the summer: June 20-21, July 2-3, July 17-18, and July 31 August 1
Staff Training date June 6.
Please see the below listed itinerary for outing details.
Programs run rain or shine. If there is a foul weather forecasted for that overnight program with, threats of
lightening or thunder, we would alter the schedule to accommodate a separate date.
Evanston Ecology Center
Itinerary*
Day 1
9:30am Depart Evanston Ecology Center
10:30am Arrive Rock Cut State Park
Orient to the area and lunch.
1:00 Hiking, Team Building, and Game Stations.
5:00 Set-up Camp
6:00 Dinner
8:00 Evening activities include camp fire, stories, etc.
Day 2
7:30am Breakfast and pack up the campsite
9:00 Group 1: SUP and Kayak Station
Group 2: Hiking Station
11:00 Group 1: Hiking Station
Group 2: SUP and Kayak Station
1:00 All groups meet for lunch at the beach
2:00 Bus picks up campers for transport back to EEC
3:30 Arrive at EEC
* Itinerary subject to change. Alternate sites and activities maybe substituted.
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
9/18/2023
Custom Group Invoice
EEC Overnight 2024
Dates: See below
Program Fee: $8320
6/20/2024 6/21/2024 $208 10 $2,080EEC Overnight 2024 Session 1
7/2/2024 7/3/2024 $208 10 $2,080EEC Overnight 2024 Session 2
7/17/2024 7/18/2024 $208 10 $2,080EEC Overnight 2024
7/31/2024 8/1/2024 $208 10 $2,080EEC Overnight 2024
6/6/2024 EEC Overnight 2024 Staff Training
Date Fee #Total Cost
SubTotal $8,320
Total Cost $8,320
No price
adjustments for
sessions with less
than stated
minimum of 10. EEC
staff no cost. No
refunds for weather
cancellations.
Transportation Fee
Evanston Ecology Center
Margaret Isaacson
2024 Mc Cormick
Evanston , Il 60201
Misaacson@cityofevanston.org
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
updated 09/2023KH Return signed original to us and retain a copy for your records.
Evanston Ecology Center
Registration and Cancellation Policy Acknowledgment
Reservations, Payments, Cancellations and Refunds:
Reservations are taken on a first come/first served basis. Space is necessarily limited, so reserve your place
early to avoid disappointment. A deposit of 50% is required to hold a space for you and can be paid by check,
credit card, money order or wire transfer.
Because we incur certain pre-trip expenses, the following policy is necessary if you cancel.
Notice of cancellation must be made in writing. If this notice is received in our office:
90 days or more before you will receive a full credit for a future program.
89-31 days before the trip 50% of the fees received will be credited toward another trip;
No refund or credit will be given if you cancel 30 days or less before the first June
departure date, regardless of the time of registration.
Credited fees from canceled trips must be used within 1 year of the original trip
departure or will be forfeit to The Northwest Passage.
We strongly advise you take out trip cancellation, medical and baggage insurance.
Absolutely no refunds or credits can be made on any portion of a tour once travel has
commenced.
No refund if we withdraw the trip dates for any reason.
Contingent on any required restrictions and to be run in accordance with any IDPH and
Evanston Ecology Center required disease transmission mitigation practices.
Programs run rain or shine. If there is a foul weather forecasted for that overnight
program with, threats of lightening or thunder, we would alter the schedule to
accommodate a separate program location. No program date change.
Please sign and return this page and make sure to make a copy for your records.
Registration and Cancellation Policy Acknowledgment
Please read carefully and completely.
Program: Evanston Ecology Center 2024 Date(s) of Program: __Summer 2024___
Program Coordinator Name: ______Margaret Isaacson_________________________________________
I have read and understood The Northwest Passage’s registration and cancellation policy. I am aware that the
purchase of trip cancellation insurance is recommended and agrees that I will not hold The Northwest
Passage, Inc. responsible for any expenses incurred by me resulting from cancellation of my trip, accident,
sickness, lost or stolen property.
Signature Date:__________
Approved as to form:
Alexandra B. Ruggie
Interim Corporation Counsel
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
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: $ Date:
Supplies/Services Required (be specific):
Proposed Vendor: Vendor No:
Requested by: Dept: Parks & Rec Ext:
Justification prepared by: Dept: Parks & Rec Ext:
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:
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.
(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)
16,640 1/16/24
1/16/24
5056
5056Margaret Isaacson
Margaret Isaacson
Overnight program for Ecology Summer Camp
Northwest Passage provides overnight campout experiences at Rock Cut State Park for four sessions of the
EcoExplorer Camp. The vendor provides leadership, group camping equipment, group cooking equipment, kayaking
equipment, SUP equipment, permits, camping fees, and meals. Other group camping vendors and services do not
provide all of these items and services in one program fee.
Northwest Passage 103823
02 / 02 / 2024
Doc ID: 9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
Contract with Northwest Passage EcoQuest Camp 2024
Northwest Passage 2024 (2).pdf
9db91c562e0c2ba73d0e7d4aabf637dde6b5e1fa
MM / DD / YYYY
Signed
02 / 02 / 2024
09:53:30 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
02 / 02 / 2024
11:15:03 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.76
02 / 02 / 2024
11:15:15 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.76
02 / 02 / 2024
16:09:17 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
02 / 02 / 2024
16:09:30 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
The document has been completed.02 / 02 / 2024
16:09:30 UTC-6