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HomeMy WebLinkAboutRoboThink LLC Robotic and Coding Class (RFP 19-27)Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Audrey Thompson, Parks & Recreation Director CC: Tim Carter, Division Manager Subject: Approval of Sole Source Agreement Renewal with RoboThink LLC, RFP 19-27 Date: January 8, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute a sole source agreement renewal with RoboThink LLC, L3C (37 Sherwood Terrace Ste. 123, Lake Bluff, IL 60046) for Parks and Recreation Robotics and Coding classes and camps. The agreement period will run from January 1, 2024, through December 31, 2024. This will be the last of two optional one-year renewals. Requires two-thirds (2/3) vote of the Council members. Funding Source: Revenue from program registrations is deposited into the General Fund Account, Chandler- Newberger Center Business Unit 100.30.3035.53565, and instructional expenses are paid from Chandler-Newberger Business Unit 100.30.3035.62505, which has a $365,000 budgeted allocation. Compensation for the vendor is based on the following amount of revenue collected: Program Vendor Revenue City Revenue Camps and Classes 70% 30% For 2024, staff is projecting $56,000 in revenues and approximately $39,000 in expenses. Council Action: For Action Summary: The City of Evanston Parks and Recreation has worked with RoboThink since 2017. In 2020, a three-year contract was signed with RoboThink with a mutual option to renew for two additional one-year terms. The program, especially the summer camps, have been extremely popular, filling up each summer, with enough children on waiting lists to add additional camp Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 sections often. RoboThink will provide all instruction, equipment, and staff for the classes and camps. Attachments: Agreement Certificate of Insurance Page 2 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 3 of 12 Approved as to form: Alexandra B. Ruggie Interim Corporation Counsel Luke Stowe City Manager 02 / 02 / 2024 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 4 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 5 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 6 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 7 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 8 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 9 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 10 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Page 11 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED? INSR ADDL SUBRLTRINSD WVD PRODUCER CONTACTNAME: FAXPHONE(A/C, No):(A/C, No, Ext): E-MAILADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH-STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 8/31/2023 (847) 295-3030 (847) 295-0099 31534 Robothink, LLC 910 Sherwood Dr. Suite 14 Lake Bluff, IL 60044 41840 A 1,000,000 OBCD171413 2/15/2023 2/15/2024 300,000 5,000 1,000,000 2,000,000 2,000,000 1,000,000A OBCD171413 2/15/2023 2/15/2024 B W2CD870702 3/27/2023 3/27/2024 1,000,000N1,000,000 1,000,000 Holder is additional insured as required by written contract. Blanket endorsement attached City of Evanston 2100 Ridge Road Evanston, IL 60201-2798 ROBOLLC-01 MIRANDAM Hill and Stone Insurance Agency, Inc.900 North Shore Drive Ste. 225 Lake Bluff, IL 60044 customerservice@hillandstone.com Citizens Ins. Co. of America Allmerica Financial Benefit X X X X X X Page 12 of 12 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 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: $39,000 Date: 12-4-23 Supplies/Services Required (be specific): Instruction of robotics creation for youth Proposed Vendor: RoboThink LLC, L3C Vendor No: 14608 Requested by: Eric Eichholz Dept: Parks and Recreation Ext: 8685 Justification prepared by: Eric Eichholz Dept: Parks and Recreation Ext: 8685 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: Robothink is a vendor that provides building and creation instruction of different robots to fit a class theme. We work with them year round for instruction and programming at the Chandler-Newberger Community Center. These programs are for youth ages 6-13 years. Robothink provides unique programming that fits with the City’s Community Center’s schedule and their current contract goes through December 31, 2024. 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) 02 / 02 / 2024 Doc ID: e38d56b4ca5c74b074b195e0316777e20198a185 Contract with with RoboThink LLC (RFP 19-27) Parks & Rec Approval of Sole ...LC, RFP 19-27.pdf e38d56b4ca5c74b074b195e0316777e20198a185 MM / DD / YYYY Signed 02 / 02 / 2024 10:23:23 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 10:53:21 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 02 / 02 / 2024 10:53:31 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 02 / 02 / 2024 16:07:12 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 02 / 02 / 2024 16:07:33 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 The document has been completed.02 / 02 / 2024 16:07:33 UTC-6