HomeMy WebLinkAboutPurchase Order Request - Chicago Loves Dance $12,000
To: Luke Stowe, City of Evanston Manager
From: Audrey Thompson, Director Parks & Recreation
Tim Carter, Recreation Manager
Subject: Approval of 2025 Purchase Order for Contract with Chicago Loves Dance Inc.
Date: December 22, 2024
Recommended Action:
Staff recommends the City Manager’s approval of a purchase order in the amount of
$12,000 for Chicago Loves Dance Inc. (1342 W Roscoe, Chicago, IL 60657) who has a
contract through December 31, 2025 for Parks and Recreation dance, yoga and cheer
classes.
Funding Source:
Revenue from program registrations are 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
$500,000 budgeted allocation.
Summary:
Chicago Loves Dance became an independent contractor with the City in 2023 and was
approved for a 3-year contract which expires December 31, 2025. Since then, the program
has seen strong participation resulting in higher revenues being generated. Revenues are
split 70% to the vendor and 30% to the City.
In 2024 revenues were approximately $10,720 and expenses were approximately $7,500.
For 2024, staff is projecting $15,000 in revenues and approximately $12,000 in expenses.
Attachment:
Vendor Contract, Certificate of Insurance, Single Source Agreement
Approved:
___________________________ __________________
Luke Stowe, City of Evanston Manager Date
Memorandum
01 / 08 / 2025
Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
SOLE/ SINGLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A – SOLE/SINGLE SOURCE PURCHASE:
Complete if sole/single source purchase is $2,500 or over, AND competition is not available.
Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere.
PO No. (if applicable): Amount: | Date:
Supplies/Services Required (be specific):
Proposed Vendor Name and No:
_______________________________________
Requested by: (Name and Signature)
_________________________________________
Prepared by: (Name and Signature)
I certify that justification/ information is accurate and
complete to the best of my knowledge and that I have no
personal interests relative to this request .
Dept. Name/ Ext:
Check One: The requested supply/service is a sole/single 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 servic e dealer.
OTHER
Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to
support the 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)
_________________________________________________ ______________________________
(Name and Signature of Department Director) (Date)
SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER:
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 Manager or
Authorized Designee)
(Date)
x
Digitally signed by Grundin, Katie
DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Parks Forestry & Recreation, OU=Offsite Recreation, CN="Grundin, Katie", E=KGrundin@cityofevanston.org
Reason: I am the author of this document
Location:
Date: 2024.11.21 15:47:22-06'00'
Foxit PDF Editor Version: 2024.3.0
Grundin, Katie
Digitally signed by Grundin, Katie
DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Parks Forestry & Recreation, OU=Offsite Recreation, CN="Grundin, Katie", E=KGrundin@cityofevanston.org
Reason: I am the author of this document
Location:
Date: 2024.11.21 15:48:10-06'00'
Foxit PDF Editor Version: 2024.3.0
Grundin, Katie 11/21/2024
Digitally signed by Grundin, Katie
DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Parks Forestry & Recreation, OU=Offsite Recreation, CN="Grundin, Katie", E=KGrundin@cityofevanston.org
Reason: I am the author of this document
Location:
Date: 2024.11.21 15:47:44-06'00'
Foxit PDF Editor Version: 2024.3.0
Grundin, Katie
11/21/2024
dance and wellness class instruction
Chicago Loves Dance 18018
$12,000
Chicago Loves Dance has a current contract with the City of Evanston through the end of 2025. Performance has been satisfactory and programs are well attended. This
vendor has a specialized skill set and unique knowledge that is not readily replaceable by another program vendor.
01 / 08 / 2025
Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
Document2
To: Luke Stowe, City of Evanston Manager
From: Audrey Thompson, Director Parks & Recreation
Tim Carter, Recreation Manager
Subject: Approval of 2024 Purchase Order for Contract with Chicago Loves Dance Inc.
Date: December 5, 2023
Recommended Action:
Staff recommends the City Manager’s approval of a purchase order in the amount of
$18,000 for Chicago Loves Dance Inc. (1342 W Roscoe, Chicago, IL 60657) who has a
contract through December 31, 2025 for Parks and Recreation dance, yoga and cheer
classes.
Funding Source:
Revenue from program registrations are 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.
Summary:
Chicago Loves Dance became an independent contractor with the City in 2023 and was
approved for a 3 year contract which expires December 31, 2025. Since then, the program
has seen strong participation resulting in higher revenues being generated. Revenues are
split 70% to the vendor and 30% to the City. Due to the success of the program and
increase in revenues, it is necessary to increase the purchase order amount for 2024.
In 2023 revenues were approximately $11,500 and expenses were approximately $8,000.
For 2024, staff is projecting $25,700 in revenues and approximately $18,000 in expenses.
Attachment:
Agreement
Approved:
___________________________ __________________
Luke Stowe, City of Evanston Manager Date
Memorandum
12 / 07 / 2023
Doc ID: 3661c111f1341ef1f24e6ccdd3ea86040e06bd10Doc ID: 2954a632cb147dbeaf135a473c9d2586ba60c7e0Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
To: Audrey Thompson, Parks & Recreation Director
From: Tim Carter, Recreation Manager
Subject: Signature Request
Date: June 5, 2023
Recommended Action:
Staff recommends the Parks and Recreation Director execute an agreement with Chicago Loves
Dance Inc. (1342 W Roscoe, Chicago, IL 60657) for Parks and Recreation dance and cheer
classes. The agreement period will run from January 1, 2023 through December 31, 2025.
Funding Source:
Revenue from program registrations are 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 $215,000 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 2023, staff is projecting $11,500 in revenues and approximately $8,000 in expenses.
Summary:
Chicago Loves Dance was founded to provide a fun dance experience to children throughout
Chicago. Chicago Loves Dance will provide all instruction, equipment and staff for the classes and
camps. Staff recommends proceeding with the contract with Chicago Loves Dance for their unique
and diverse programming.
Attachment:
Agreement
Approved:
________________________________ __________________
Audrey Thompson, Parks & Rec Director Date
Memorandum
06/05/2023
Doc ID: 3661c111f1341ef1f24e6ccdd3ea86040e06bd10Doc ID: 2954a632cb147dbeaf135a473c9d2586ba60c7e0Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
SUPPLEMENTAL PROVISIONS
In consideration of the mutual covenants and agreements contained in this Agreement, and for other good and valuable consideration, the receipt
and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this Agreement to
be executed by their duly authorized representatives on the dates shown below.
CONTRACTOR CITY OF EVANSTON
(Vendor Name)
Signature Official Signature
Printed Name Printed Name
Title Date Title Date
Address Designee Signature
Printed Name
Phone Fax Title
E-mail Address
PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT
CONTRACT FOR SERVICES
The Parties to this Agreement are the City of Evanston and _______________________________________________________. This Agreement,
consisting of the signature page and numbered sectionslisted below and any attachments referenced in this Agreement, constitutes the entire
Agreement between the Parties concerning the subject matter ofthe Agreement, and supersedes all prior proposals, Agreements and
understandings between the Parties concerning the subject matter of theAgreement. This Agreement can be signed in multiple counterparts and
signature may be electronic or digital upon agreement of the Parties.
1. TERM AND TERMINATION
2. DESCRIPTION OF SUPPLIES AND SERVICES
3. PRICING AND PAYMENT
4. STANDARD BUSINESS TERMS AND CONDITIONS
5. STANDARD CERTIFICATIONS
6.
7. DISCLOSURES AND CONFLICTS OF INTEREST
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6
1342 W Roscoe
Chicago IL 60657
3/24/23 06/05/23
cleske@chicagolovesdance.com
Digitally signed by Thompson, Audrey
DN: DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Health and Human Services
, OU=Human Services, CN="Thompson, Audrey", E=AThompson@cityofevanston.org
Reason: I am the author of this document
Location:
Date: 2023.06.05 14:12:32-05'00'
Foxit PDF Editor Version: 12.1.2
Thompson, Audrey
773-485-0777
Cynthia Leske Audrey Thompson
Chicago Loves Dance Inc.
Owner Director, Parks and Recreation
Chicago Loves Dance Inc.
Approved as to form:
Alexandra B. Ruggie
Interim Corporation Counsel
Department Signature_____________________
Official Signature___________
Luke Stowe
City Manager 12 / 07 / 2023
Doc ID: 3661c111f1341ef1f24e6ccdd3ea86040e06bd10Doc ID: 2954a632cb147dbeaf135a473c9d2586ba60c7e0Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
1. TERM AND TERMINATION
1.1 TERM OF THIS AGREEMENT:This Agreement has an initial term of January 1, 2023 through December 31, 2025. If a start date is not
identified, the term shall commence upon the last dated signature of the Parties. This Agreement cannot be terminatedless than thirty (30) days
before the agreed start date as indicated below. Any termination less than thirty (30) days before the agreed start datemust 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 all items
identified in the contract have been met by the vendor, the City may exercise the option to renew the contract in year 2 or year 3.)
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:
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
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:
2.5.1 This Agreement may not be assigned, transferred in whole or in part by Vendor without the prior written consent of the City.
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instruction of all scheduled cheerleading, dance and yoga classes and par
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2.5.2 For purposes of this section, subcontractors are those specifically hired to perform all or part of the work covered by the Agreement.
Will subcontractors be utilized? Yes No
2.5.3 Vendor shall describe below the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this
Agreement, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each
subcontractor is expected to receive pursuant to this Agreement. Vendor shall provide a copy of any subcontracts within 20 days of execution of this
Agreement for approval by the City. Vendor shall be responsible for the accuracy and quality of any subcontractor’s performa nce.
Subcontractor Name Amount to be paid
Address Description of work
Subcontractor Name Amount to be paid
Address Description of work
2.5.4 Vendor shall obtain approval from the City prior to hiring any additional or substitute subcontractors during the term of this Agreement.
Vendor may, upon request of the City, provide to the City a draft subcontractor agreement for review and approval prior to the execution of the
subcontract. Subontractor agreements shall provide that services to be performed under the subcontracting agreement shall not be sublet, sold,
transferred, assigned or otherwise disposed of to another entity or person without the City’s prior written consent.
2.5.5 All subcontracts must include the same certifications that Vendor must make as a condition of this Agreement.
3. PRICING AND PAYMENT.
3.1 METHOD AND RATE OF COMPENSATION: The City will compensate Vendor for the initial term as follows:
Hourly
Monthly
Annually
Project
Item (show unit of measure and rate)
50% Vendor/50% City of Evanston to include the following provided by the City of Evanston:
x AV set up
x Room set up and break down
x Registration management
x Marketing of class/program to include promotion in program guide, when schedule permits, e-blasts, etc.
x Use of exisiting equipment owned by the City of Evanston as described as follows :
o ________________________________________________________
o ________________________________________________________
o ________________________________________________________
o ________________________________________________________
x AND Storage space provided, as available, by the Parks and Recreation Department, specifically described as follows:
o ________________________________________________________
o ________________________________________________________
60% Vendor/40% City of Evanston to include the following provided by the City of Evanston:
x AV set up
x Room set up and break down
x Registration management
x Marketing of class/program to include promotion in program guide, when schedule permits, e-blasts, etc.
After completion of each seasonal program.
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One of the following options (please select one option only):
Use of exisiting equipment owned by the City of Evanston as described as follows :
o _______________________________________________________
o _______________________________________________________
o _______________________________________________________
o _______________________________________________________
OR Storage space provided, as available, by the Parks and Recreation Department, specifically described as follows:
o _______________________________________________________
o _______________________________________________________
70% Vendor/30% City of Evanston to include the following provided by the City of Evanston:
x AV set up
x Room set up and break down
x Registration management
x Marketing of class/program to include promotion in program guide, when schedule permits, e-blasts, etc.
3.2 TYPE OF PRICING: Pricing under this Agreement is
Firm
Estimated
3.3 RENEWAL COMPENSATION: If this Agreement is renewed, the price shall be at the same rate as for the initial term unless a different
compensation or formula for determining the renewal compensation is stated in this section.
3.4 TAX: Payment will be made in full without local, state, or federal tax withheld.
3.5 PAYMENT TERMS AND CONDITIONS:
3.5.1 Payments, will be paid in accordance with all applicable laws and rules of the City of Evanston and the State of Illinois. Remedies provided
for therein shall be Vendor’s sole remedy for late payments by the City. Payment terms contained on Vendor’s invoices shall have no force and
effect.
3.5.2 The City will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this
Agreement by the Parties even if the effective date of the Agreement is prior to execution.
4. STANDARD BUSINESS TERMS AND CONDITIONS
4.1 AVAILABILITY OF APPROPRIATION: This Agreement is contingent upon and subject to the availability of funds. The City, at its sole
option, may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if a reduction in funding is
necessary or advisable based upon actual or projected budgetary considerations. Vendor will be notified in writing of the failure of appropriation or of
a reduction or decrease.
4.2 BACKGROUND CHECK AND DRUG TESTING: Whenever the City deems it reasonably necessary for security reasons, the City may
conduct at its expense, criminal background checks of Vendor, including fingerprinting and DCFS authorization. Additionally, Vendor may be subjected to
drug testing. Vendor shall reassign immediately any such individual who, in the opinion of the City, does not pass the background check or fails the
drug testing.
4.3 POLICY MANUAL: Although Vendor is not an employee, Vendor agrees to follow the policies outlined in Chapter VI of the City of
Evanston Employee Manual which outlines Ethics Rules; Workplace Harassment Policy; Drug and Alcohol Policy; Personal Appearance; Workplace
Violence; and Weapons-Free Workplace.
4.4 TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this Agreement. Vendor shall continue to
perform its obligations while any dispute concerning the Agreement is being resolved, unless otherwise directed by the City.
70% of resident rate revenue
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4.5 NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that
Party’s right to exercise or enforce that or other rights in the future.
4.6 FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its
reasonable control and not due to its negligence including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental
prohibition. The non-declaring Party may cancel the Agreement without penalty if performance does not resume within 30 days of the declaration.
4.7 CONFIDENTIAL INFORMATION/FOIA: Each Party, to this Agreement may have or gain access to confidential data or information owned
or maintained by the other Party in the course of carrying out its responsibilities under this Agreement. Vendor shall presume all information
received from the City or to which it gains access pursuant to this Agreement is confidential. Vendor information, unless clearly marked as
confidential and exempt from disclosure under the Illinois Freedom of Information Act (“FOIA”), 5 ILCS 140/7 et. seq., shall be considered public.
No confidential data collected, maintained, or used in the course of performance of the Agreement shall be disseminated except as authorized by
law and with the written consent of the disclosing Party, either during the period of the Agreement or thereafter. The receiving Party must return any
and all data collected, maintained, created or used in the course of the performance of the Agreement, in whatever form it is maintained, promptly at
the end of the Agreement, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction. Upon notification
by the City that it has received a Freedom of Information Act request that calls for records within the Vendor’s control, the Vendor shall promptly
provide all requested records to the City so that the City may comply with the request within the limited statutory timeframes required by FOIA.
Vendor shall indemnify and defend the City from and against all claims arising from the City’s exceptions to disclosing certai n records which Vendor
may designate as proprietary or confidential. Compliance by the City with an opinion or a directive from the Illinois Public Access Counselor or the
Attorney General under FOIA, or with a decision or order of Court with jurisdiction over the City, shall not be a violation of this Section.
4.8 USE AND OWNERSHIP: All work performed or supplies created by Vendor under this Agreement, whether written documents or data,
goods or deliverables of any kind, shall be deemed work-for-hire under copyright law and all intellectual property and other laws, and the City is
granted sole and exclusive ownership to all such work, unless otherwise agreed in writing. Vendor hereby assigns to the City all right, title, and
interest in and to such work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work
including any so-called "moral rights" in connection with the work. Vendor acknowledges the City may use the work product for any purpose.
Confidential data or information contained in such work shall be subject to confidentiality provisions of this Agreement. This paragraph does not
apply to work or supplies created by Vendor prior to this Agreement and provided to the City during the term of this Agreement.
4.8 INDEMNIFICATION AND LIABILITY: Vendor shall defend, indemnify and hold harmless the City and its officers, elected and appointed
officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands, suits, actions, or proceedings of any
kind or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting from or arisin g out of any
negligent or willful act or omission on the part of Vendor. Such indemnification shall not be limited by reason of the enumeration of any insurance
coverage herein provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein shall be
construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys,
and experts, any claims, actions or suits brought against them. Vendor shall be liable for the costs, fees, and expenses incurred in the defense of
any such claims, actions, or suits. Nothing herein shall be construed as a limitation or waiver of defenses available to the City and employees and
agents, including but not limited to the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq.
At the City Corporation Counsel’s option, Vendor must defend all suits brought upon all such Losses and must pay all costs and expenses
incidental to them, but the City has the right, at its option, to participate, at its own cost, in the defense of any suit, without relieving Vendor of any of
its obligations under this Agreement. Any settlement of any claim or suit related to this Agreement by Vendor must be made only with the prior
written consent of the City Corporation Counsel, if the settlement requires any action on the part of the City.
To the extent permissible by law, Vendor waives any limits to the amount of its obligations to indemnify, defend, or contribute to any sums
due under any Losses, including any claims that may be subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or any other
related law or judicial decision, including but not limited to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does
not waive any limitations it may have on its liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute.
Vendor shall be responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out of any
act or omission, neglect, or misconduct in the performance of his/her Work. Acceptance of the work by the City will not relieve Vendor of the
responsibility for subsequent correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. All
provisions of this Section 4.8 shall survive completion, expiration, or termination of this Agreement.
4.9 INSURANCE: Vendor shall, at its own expense, secure and maintain in effect throughout the duration of this contract, insurance against
claims for injuries to persons or damages to property which may arise from or in connection with the performance of the services and work
hereunder by Vendor. If Vendor cannot secure insurance, Vendor hereby agrees to indemnify and hold harmless the City in accordance with
Section 4.8 for any claims arising directly out of Vendor’s Work.
Vendor expressly agrees to waive its rights, benefits and entitlements under the “Other Insurance” clause of any general liability insurance
policy as respects the City.
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4.10 INDEPENDENT CONTRACTOR: Vendor shall act as an independent Vendor and not an agent or employee of, or joint venture with the
City. All payments by the City shall be made on that basis.
4.11 COMPLIANCE WITH THE LAW: Vendor shall comply with all applicable federal, state, and local laws, rules, ordinances, regulations,
orders, federal circulars and all license and permit requirements in the performance of this Agreement. Vendor shall be in compliance with applicable
tax requirements and shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary for the
performance of this Agreement.
4.12 APPLICABLE LAW/VENUE: This Agreement shall be construed in accordance with and is subject to the laws and rules of the City of Evanston and
the State of Illinois. The Department of Human Rights’ Equal Opportunity requirements (44 Ill. Adm. Code 750) are incorporated by reference. The City shall
not enter into binding arbitration to resolve any dispute related to this Agreement. The City does not waive tort immunity by entering into this
Agreement. In compliance with the Illinois and federal Constitutions, the Illinois Human Rights Act, the U. S. Civil Rights Act, and Section 504 of the federal
Rehabilitation Act and other applicable laws and rules, the City does not unlawfully discriminate in employment, contracts, or any other activity.
Venue for any action out of or due to this Agreement shall be in Cook County, Illinois.
4.13 ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under antitrust laws relating to the
subject matter of the Agreement, then upon request of the City’s Corporation Counsel, Vendor shall assign to the City rights, title and interest in and to
the claim or cause of action.
4.14 CONTRACTUAL AUTHORITY: The Department that signs for the City shall be the only City entity responsible for performance and
payment under the Agreement. When the City’s authorized designee signs in addition to an Department, they do so as approving officer and shall
have no liability to Vendor.
4.15 NOTICES: Notices and other communications provided for herein shall be given in writing by registered or certified mail, return receipt
requested, by receipted hand delivery, by courier (UPS, Federal Express or other similar and reliable carrier), by e-mail, or by fax showing the date
and time of successful receipt. Notices shall be sent to the individuals who signed the Agreement using the contact information following the
signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change
the contact information.
4.16 MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by authorized representatives of
the Parties. Any provision of this Agreement officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions
shall be interpreted, as far as possible, to give effect to the Parties’ intent. All provisions that by their nature would be expected to survive, shall survive
termination. In the event of a conflict between the City’s and Vendor’s terms, conditions and attachments, the City’s terms, conditions and attachments
shall prevail.
4.17 PERFORMANCE RECORD / SUSPENSION: Upon request of the City, Vendor shall meet to discuss performance or provide contract
performance updates to help ensure proper performance of the Agreement. The City may consider Vendor’s performance under this Agreement and
compliance with law and rule to determine whether to continue the Agreement, suspend Vendor from doing future business with the City for a
specified period of time, or to determine whether Vendor can be considered responsible on specific future contract opportunities.
4.18 FREEDOM OF INFORMATION ACT: This Agreement and all related public records maintained by, provided to or required to be provided
to the City are subject to the Illinois Freedom of Information Act notwithstanding any provision to the contrary that may be found in this Agreement.
4.19 NON-WAIVER OF RIGHTS: No failure of either party to exercise any power given to it hereunder or to insist upon strict compliance by the
other party with its obligations hereunder, and no custom or practice of the parties at variance with the terms hereof, nor any payment under this
Agreement shall constitute a waiver of either party’s right to demand exact compliance with the terms hereof.
4.20 SEVERABILITY: Except as otherwise provided herein, the invalidity or unenforceability of any particular provision, or part thereof, of this
Agreement shall not affect the other provisions, and this Agreement shall continue in all respects as if such invalid or unenforceable provision had
not been contained herein.
4.21 COUNTERPARTS: For convenience, this Agreement may be executed in any number of counterparts, each of which shall be deemed to
be an original.
4.22 SAVINGS CLAUSE: If any provision of this Agreement, or the application of such provision, shall be rendered or declared invalid by a
court of competent jurisdiction, or by reason of its requiring any steps, actions, or results, the remaining parts or portions of this Agreement shall
remain in full force and effect.
5. STANDARD CERTIFICATIONS
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Vendor acknowledges and agrees that compliance with this section and each subsection for the term of the Agreement and any renewals is a
material requirement and condition of this Agreement. By executing this Agreement, Vendor certifies compliance with this section and each
subsection and is under a continuing obligation to remain in compliance and report any non-compliance.
This section, and each subsection, applies to subcontractors used on this Agreement. Vendor shall include these Standard Certifications in any
subcontract used in the performance of the Agreement.
If this Agreement extends over multiple fiscal years including the initial term and all renewals, Vendor and its subcontractors shall confirm
compliance with this section in the manner and format determined by the City by the date specified by the City and in no event later than January 1
of each year that this Agreement remains in effect.
If the Parties determine that any certification in this section is not applicable to this Agreement, it may be stricken without affecting the remaining
subsections.
5.1 As part of each certification, Vendor acknowledges and agrees that should Vendor or its subcontractors provide false information, or fail to
be or remain in compliance with the Standard Certification requirements, one or more of the following sanctions will apply:
x the Agreement may be void by operation of law, and
x the City may void the Agreement.
Identifying a sanction or failing to identify a sanction in relation to any of the specific certifications does not waive imposition of other sanctions or
preclude application of sanctions not specifically identified.
5.2 Vendor certifies it and its employees will comply with applicable provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation
Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.) and applicable rules in performance under this Agreement.
5.3 Vendor certifies that persons having contact with any vulnerable population (any minor under the age of 18, a person who is 18 years of age
or older with a disabilitiy or any person who is 60 years of age or older) must certify that they are mandated reporters by completing the CANTS 22
Form and complete the mandated reporter training prior to delivery of services under this agreement. The mandated reporter DCFS Illinois training
can be found at https://mr.dcfstraining.org. Vender must provide proof of acknowledgment and training to the City on demand.
5.4 If Vendor, or any officer, director, partner, or other managerial agent of Vendor, has been convicted of a felony under the Sarbanes-Oxley Act
of 2002, or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Vendor certifies at least five years have passed since the date of the
conviction. Vendor further certifies that it is not barred from being awarded a contract and acknowledges that the City shall declare the Agreement void if
this certification is false (30 ILCS 500/50-10.5).
5.5 Vendor certifies that it and its affiliates are not delinquent in the payment of any fees, fines, damages, or debts to the City.
5.6 Vendor certifies it complies with the Section 1-12-5 of the City of Evanston Code and the Illinois Department of Human Rights Act and
rules applicable to public contracts, including equal employment opportunity, refraining from unlawful discrimination, and having written sexual
harassment policies (775 ILCS 5/2-105).
5.7 Vendor certifies that it shall employ only persons duly licensed by the State of Illinois to perform professional services under this
Agreement for which applicable Illinois law requires a license, subject to prior approval of the City.
6.0 DISCLOSURES AND CONFLICTS OF INTEREST
Section 1: Conflict of Interest Prohibited
Vendor shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with its
performance under this Agreement.
Section 2: Debarment/Legal Proceeding Disclosure (All Vendors must complete this section).
Vendor must identify any of the following that occurred for it or any if its officers or directors within the previous 10 years:
Debarment from contracting with any governmental entity Yes No
Professional licensure discipline Yes No
Bankruptcies Yes No
Adverse civil judgments and administrative findings Yes No
Criminal felony convictions Yes No
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If any of the above is checked yes, please identify with descriptive information the nature of the debarment and legal proceeding. The City reserves
the right to request more information, should the information need further clarification.
7. SUPPLEMENTAL PROVISIONS
7.1 City Supplemental Provisions
Definitions
Required Federal Clauses, Certifications and Assurances
ARRA Requirements (American Recovery and Reinvestment Act of 2009)
Prevailing Wage (820 ILCS 130/1 et seq.)
M/W/EBE Subcontracting Requirements
Other (describe)
CANTS 22 Attached
Chapter VI of the City of Evanston Employee Manual (Ethics Rules, Workplace Harassment Policy, Drug and
Alcohol Policy, Personal Appearance, Workplace Violence, and Weapons-Free Workplace).
7.2 Vendor Supplemental Provisions
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TAXPAYER IDENTIFICATION NUMBER
I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien).
x If you are an individual, enter your name and SSN as it appears on your Social Security Card.
x If you are a sole proprietor, enter the owner’s name on the name line followed by the name of the business and
the owner’s SSN or EIN.
x If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s name
on the name line and the d/b/a on the business name line and enter the owner’s SSN or EIN.
x If the LLC is a corporation or partnership, enter the entity’s business name and EIN and for corporations, attach
IRS acceptance letter (CP261 or CP277).
x For all other entities, enter the name of the entity as used to apply for the entity’s EIN and the EIN.
Name:
Business Name:
Taxpayer Identification Number:
Social Security Number
or
Employer Identification Number
Legal Status (check one):
Individual Governmental
Sole Proprietor Nonresident alien
Partnership Estate or trust
Legal Services Corporation Pharmacy (Non-Corp.)
Tax-exempt Pharmacy/Funeral Home/Cemetery (Corp.)
Corporation providing or billing Limited Liability Company (select applicable tax classification)
medical and/or health care services D = disregarded entity
C = corporation
Corporation NOT providing or billing P = partnership
medical and/or health care services
Signature: Date:
Chicago Loves Dance
3/24/23
46-1737500
Cynthia Leske
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558-994 a.3 04-1999 Printed in U.S.A.
CERTIFICATE OF INSURANCE
This certifies that STATE FARM FIRE AND CASUALTY COMPANY, Bloomington, Illinois
STATE FARM GENERAL INSURANCE COMPANY, Bloomington, Illinois
STATE FARM FIRE AND CASUALTY COMPANY, Scarborough, Ontario
STATE FARM FLORIDA INSURANCE COMPANY, Winter Haven, Florida
STATE FARM LLOYDS, Dallas, Texas
insures the following policyholder for the coverages indicated below:
Name of policyholder CHICAGO LOVES DANCE
Address of policyholder 1342 W ROSCOE ST CHICAGO IL 60657
Location of operations CITY OF EVANSTON 2100 RIDGE AVE EVANSTON IL 60201
Description of operations
The policies listed below have been issued to the policyholder for the policy periods shown. The insurance described in these policies is
subject to all the terms exclusions, and conditions of those policies. The limits of liability shown may have been reduced by any paid claims.
POLICY NUMBER TYPE OF INSURANCE
POLICY PERIOD LIMITS OF LIABILITY
(at beginning of policy period) Effective Date Expiration Date
93-KL-M264-0 Comprehensive 10/25/2023 10/25/2024 BODILY INJURY AND
Business Liability PROPERTY DAMAGE
This insurance includes: Products - Completed Operations
Contractual Liability
Underground Hazard Coverage Each Occurrence $ 1,000,000
Personal Injury
Advertising Injury General Aggregate $ 2,000,000
Explosion Hazard Coverage
Collapse Hazard Coverage Products – Completed $ 2,000,000
Operations Aggregate
EXCESS LIABILITY
POLICY PERIOD BODILY INJURY AND PROPERTY DAMAGE
(Combined Single Limit) Effective Date Expiration Date
Umbrella Each Occurrence $
Other Aggregate $
Part 1 STATUTORY
Part 2 BODILY INJURY
Workers' Compensation
and Employers Liability Each Accident $
Disease Each Employee $
Disease - Policy Limit $
POLICY NUMBER TYPE OF INSURANCE
POLICY PERIOD LIMITS OF LIABILITY
(at beginning of policy period) Effective Date Expiration Date
THE CERTIFICATE OF INSURANCE IS NOT A CONTRACT OF INSURANCE AND NEITHER AFFIRMATIVELY NOR NEGATIVELY
AMENDS, EXTENDS OR ALTERS THE COVERAGE APPROVED BY ANY POLICY DESCRIBED HEREIN.
ADDITIONAL INSURED:
CITY OF EVANSTON
2100 RIDGE AVE
EVANSTON IL 60201
Name and Address of Certificate Holder
CITY OF EVANSTON
2100 RIDGE AVE
EVANSTON IL 60201
If any of the described policies are canceled before its
expiration date, State Farm will try to mail a written
notice to the certificate holder I days before
cancellation. If however, we fail to mail such notice,
no obligation or liability will be imposed on State Farm
or its agents or representatives.
Signature of Authorized Representative
Robert Klein -AGENT 10/24/2023
Title Date
Agent’s Code Stamp
AFO Code F026
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Purchase Order for Contract with Chicago Loves Dance Inc....
Chicago Lov...24 (1).docx and 2 others
3661c111f1341ef1f24e6ccdd3ea86040e06bd10
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Signed
12 / 06 / 2023
09:57:44 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
12 / 06 / 2023
14:26:33 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.76
12 / 06 / 2023
14:26:47 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 66.158.65.76
12 / 07 / 2023
06:04:35 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 73.22.112.51
12 / 07 / 2023
06:05:03 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 73.22.112.51
The document has been completed.12 / 07 / 2023
06:05:03 UTC-6
Doc ID: 2954a632cb147dbeaf135a473c9d2586ba60c7e0Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
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: $18,000 Date: 12-8-23
Supplies/Services Required (be specific): dance and cheer classes and camps
Proposed Vendor: Chicago Loves Dance Vendor No: TBD
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:
Chicago Loves Dance was founded to provide a fun dance experience to children
throughout Chicago. Chicago Loves Dance provides unique programming that fits
with the City’s Community Center’s schedule and their current contract goes
through December 31, 2025.
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)
12 / 18 / 2023
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Sole Source Agreement with Chicago Loves Dance
Purchase Or...$18,000.pdf and 1 other
2954a632cb147dbeaf135a473c9d2586ba60c7e0
MM / DD / YYYY
Signed
12 / 15 / 2023
15:13:10 UTC-6
Sent for signature to Luke Stowe (lstowe@cityofevanston.org)
from lthomas@cityofevanston.org
IP: 66.158.65.76
12 / 18 / 2023
07:46:37 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 73.22.112.51
12 / 18 / 2023
07:47:54 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 73.22.112.51
The document has been completed.12 / 18 / 2023
07:47:54 UTC-6
Doc ID: 104a0265da9201edb7136aa4c19f24a90b0e9a89
Purchase Order Request - Chicago Loves Dance
Chicago_Loves_Dance_PO_Memo-2025.pdf and 2 others
104a0265da9201edb7136aa4c19f24a90b0e9a89
MM / DD / YYYY
Signed
01 / 08 / 2025
10:01:42 UTC-6
Sent for signature to Luke Stowe (lstowe@cityofevanston.org)
from lthomas@cityofevanston.org
IP: 66.158.65.76
01 / 08 / 2025
15:00:58 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.230.108.29
01 / 08 / 2025
15:02:08 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.230.108.29
The document has been completed.01 / 08 / 2025
15:02:08 UTC-6