HomeMy WebLinkAboutContract - Judith Grubner -Dance Classes Levy Center 1.1.25-12.31.27Memorandum
To: Luke Stowe, City Manager
From: Audrey Thompson, Parks and Recreation Director
Subject: Approval of Sole Source Contract with Judith Grubner
Date: January 23, 2025
Recommended Action:
Staff recommends that the City Manager execute a sole source agreement with Judith
Grubner (1726 Ashland Avenue, Evanston, IL 60201) for instruction of Levy Senior
Center Dance classes. The contract term will run from January 1, 2025 through
December 31, 2027.
Funding Source:
Revenue from program registrations are 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 $272,700
budgeted allocation. Compensation for the vendor is based on the following amount of
revenue collected:
Program(s) Vendor Revenue City Revenue
Dance Program 60% 40%
For 2025, with increased class fees, staff is projecting $16,500 in revenues and
approximately $10,000 in expenses. For 2024, revenue for Judith’s classes was
approximately $13,600 and expenses were approximately $8,150.
Summary:
Judith Grubner has been instructing Line Dance classes at the Levy Senior Center and
for the Parks & Recreation Department for over four years. During this time, Judith has
provided excellent instruction for active older adults and helped support a healthy
lifestyle for Levy members. The vendor provides instructions and equipment.
Below is a breakdown of the program fees charged for Judith’s classes:
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Line Dance Practice- W 1:00p-2:00p
Length of class Member Fee Non-Member Fee
11 weeks (11 classes) $110 $165
Continuing Line Dance- W 2:15-3:15p
Length of class Member Fee Non-Member Fee
11 weeks (11 classes) $110 $165
Beginning Line Dance- TH 1:00-2:00p
Length of class Member Fee Non-Member Fee
11 weeks (11 classes) $110 $165
As mentioned above, Judith has done an excellent job in providing instruction for
dance classes and staff recommends this approval of this agreement.
Attachments:
Agreement
Sole Source
Approved:
Luke Stowe, City Manager
Page 2 of 2
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Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
Luke Stowe
City Manager 01 / 28 / 2025
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1.TERM AND TERMINATION
1.1 TERM OF THIS AGREEMENT:This Agreement has an initial term of January 2025 -December 2027
If a start date is not 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
Department of Parks and Recreation.
1.2 RENEWAL:Subject to the maximum total term as identified above,the City has the option to renew for the following term(s):If the vendor
fulfills the contractual requirements,the contract may be extended for an additional two years.
Pricing for the renewal term(s),or the formula for determining price is shown in the 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
this Agreement for any or all of the option periods specified;may exercise any of the renewal options early and may exercise more than one option at a time
based on continuing need and favorable market conditions when in the best interest of the City.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 material 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.DESCRIPTION OF SERVICES
2.1 Description of Service required:Line,
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 will be performed Levy Senior Center
Location where services will be performed
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:
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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: $10,000 Date: 01/10/2025
Supplies/Services Required (be specific): Levy Senior Center Dance Instruction
Proposed Vendor: Judith Grubner Vendor No: 15553
Requested by: Connor Schwarz Dept: Parks and Recreation Ext: 8294
Justification prepared by: Connor Schwarz Dept: Parks and Recreation Ext: 8294
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:
For 2025, with increased class fees, staff is projecting $16,500 in revenues and approximately
$10,000 in expenses. For 2024, revenue for Judith’s classes was approximately $13,600 and
expenses were approximately $8,150.
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.
Connor Schwarz 01/10/2025
(Name and Signature of Requester) (Date)
01 / 28 / 2025
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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: $10,000 Date: 01/10/2025
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)
Doc ID: 88d9498735fc002d15856c64d2e06384e0125b2c
Contract with Judith Grubner for Dance Classes at Levy...
Judith_Grubner_2025-2027_contract.pdf
88d9498735fc002d15856c64d2e06384e0125b2c
MM / DD / YYYY
Signed
01 / 28 / 2025
09:12:25 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 / 28 / 2025
09:24:47 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
01 / 28 / 2025
09:24:55 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
01 / 28 / 2025
13:30:30 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.78
01 / 28 / 2025
13:30:37 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.78
The document has been completed.01 / 28 / 2025
13:30:37 UTC-6