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HomeMy WebLinkAboutContract- EVP Academies LLC- Volleyball Instruction (RFP #24-47) 1.1.25-12.31.25 $70,000 (3) 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 a Contract with EVP Academies, LLC for Volleyball Instruction (RFP 24-47) Date: December 9, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute a contract with EVP Academies, LLC (206 Lindenwood Dr., Michigan City, IN 46360) to instruct volleyball classes, camps, and outdoor beach volleyball. The contract term will be from January 1, 2025, through December 31, 2025, with a mutual option to renew for two (2) additional one (1) year terms. Funding Source: Revenue from program registrations is deposited into the General Fund Account, Chandler- Newberger Center Business Unit 100.30.3035.53565, and instructional services expenses are paid from Chandler-Newberger Business Unit 100.30.3035.62505, which has a proposed budget of $500,000. Compensation for the vendor is based on the following amount of revenue collected: Program Vendor Revenue City Revenue Camps and Classes 70% 30% For 2025, the staff is projecting $100,000 in revenues and approximately $70,000 in expenses. For 2024, revenue for EVP camps and classes was approximately $65,000, and expenses were approximately $45,500 Council Action: For Action Summary: EVP Academies, LLC has been the providing vendor for volleyball instruction for the Parks and Recreation Department for close to twenty years. During this time, EVP Academies, LLC has provided excellent instruction for youth and adults and is well-liked in the Evanston Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 community. This vendor will provide instructors and all the equipment. The curriculum taught by the EVP Academies, LLC staff is designed specifically toward the department’s program offerings, including adjusting the programs to the age and skill level of the camp that is being offered. ● Tim Carter, Lakefront and Athletic Division Manager ● Eric Eichholz, Program Coordinator ● Michael Callahan, Deputy Director ● Linda Thomas, Purchasing Specialist Page 2 of 3 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 RFP 24-47 Volleyball Programming and Camp, M/W/D/EBE Waiver 12-09-2024 To: Audrey Thompson, Director of Parks and Recreation Tim Carter, Recreation Manager From: Tammi Nunez, Purchasing Manager Subject: Volleyball Programming and Camp, RFP 24-47 Date: December 9, 2024 The goal of the Minority, Women, Disadvantaged, and Evanston Business Enterprise Program (M/W/D/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/D/EBE subcontracting participation goal for general contractors. With regard to the Contract for the Volleyball Programming and Camp, RFP 24- 47, will have approximately $70,000.00 in expenses and the primary contractor EVP Academies, LLC, has requested a waiver for the M/W/D/EBE participation goal. The project precludes subcontracting opportunities, due to specialized training and will self-perform all work. The waiver explanation was reviewed and approved to be valid by the Project Manager. Cc: Hitesh Desai, Chief Financial Officer / Treasurer Memorandum Page 3 of 3 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 ________________________ Alexandra B. Ruggie 02 / 12 / 2025 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 ACORD 25 © 1988-2016 ACORD All rights The ACORD name and logo are registered marks of ACORD CERTIFICATE OF LIABILITY DATE (MM/DD/YYYY) 03/19/2024 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 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). CONTACT NAME: PHONE(A/C, No, Ext):8007452409 FAX(A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # PRODUCER FL Dean Tom Wojciechowski 12800 UNIVERSITY DR STE 125 FORT MYERS, FL 33907-5335 INSURER A :Knight Specialty Insurance Company 15366 INSURER B :Great American Insurance Company 16691 INSURER C : INSURER D : INSURER E : INSURED EVP Academies, LLC - Sports Endeavors, Inc 206 LINDENWOOD DR MICHIGAN CITY, IN 46360-1835 INSURER F : COVERAGES CERTIFICATE NUMBER:REVISION THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY)LIMITS GENERAL LIABILITY EACH OCCURRENCE $1,000,000 X COMMERCIAL GENERAL LIABILITY FIRE DAMAGE (Any one fire)$300,000 CLAIMS-MADE X OCCUR MED EXP (Any one person)$5,000 X HOST LIQUOR LIABILITY INCLUDED PERSONAL & ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER:PRODUCTS - COMP/OP AGG $1,000,000 A X POLICY PRO- JECT LOC X KSFLD0000538-00 05/15/2024 12:00 AM 05/15/2025 12:01 AM AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY (Per person) ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) HIRED AUTO NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) UMBRELLA LIAB OCCUR EACH OCCURRENCE EXCESS LIAB CLAIMS-MADE AGGREGATE DED RETENTION $ B Accident/Medical Coverage BSR-F162037-00 05/15/2024 12:00 AM 05/15/2025 12:01 AM AD&D MAXIMUM MEDICAL DEDUCTIBLE $2,500 $10,000 $500 DESCRIPTION OF / / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Covered Activities: Volleyball/Basketball Events The Certificate Holder is added as an additional insured but only with respect to liability arising out of the named insured during the policy period. Scheduled Activities Exclusion Applies-Please Refer to Named Insured Member Certificate of Coverage CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Evanston 1028 Central Street Evanston, IL 60201 AUTHORIZED REPRESENTATIVE Francis L. Dean Doc ID: 28005be748d997059e65f56d137a22ee60f8a6f9 Contract with EVP Academies, LLC for Volleyball Instruction... Approval_of..._24-47_.pdf and 2 others 28005be748d997059e65f56d137a22ee60f8a6f9 MM / DD / YYYY Signed 02 / 12 / 2025 09:02:22 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.77 02 / 12 / 2025 09:24:13 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 02 / 12 / 2025 09:24:23 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 02 / 12 / 2025 10:53:08 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.77 02 / 12 / 2025 10:53:37 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.77 The document has been completed.02 / 12 / 2025 10:53:37 UTC-6