HomeMy WebLinkAboutContract Renewal- We Got Game LLC - Sports Camps $24,000 1.1.26-12.31.26
To: Luke Stowe, City of Evanston Manager
From: Audrey Thompson, Director Parks & Recreation
Subject: Approval of Contract Renewal with We Got Game, LLC
Date: December 3, 2025
Recommended Action:
Staff recommends that the City Manager approve a contract renewal with We Got Game
(3553 W. Peterson Ave. #106, Chicago, IL 60659) for instruction of sports and parent/tot
classes and camps as needed. The agreement period will run from January 1, 2026,
through December 31, 2026. This is the first of two (2) optional one-year renewals. The
purchase order shall not exceed $24,000.
Funding Source:
Revenue from program registrations is deposited into the General Fund Account,
Chandler-Newberger Center Business Unit 130.30.3035.53565 and instructional
expenses are paid from Chandler-Newberger Business Unit 130.30.3035.62505 which
has a $600,000 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 2026, staff is projecting $35,000 in revenues and approximately $24,000 in
expenses.
Memorandum
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Summary:
RFP 24-54 was sent out in October of 2024. North Shore Kids was awarded the contract
over We Got Game, LLC. However, North Shore Kids was not successful in running these
classes so We Got Game, LLC continued to run Parent/Tot classes through 2024. In
2025 We Got Game was awarded a contract for January 1, 2025 through December 2025
with an option to renew for two additional one-year terms thru December 31, 2027.
We Got Game has been the providing vendor for basketball instruction at the
Chandler-Newberger Center and for the Parks and Recreation Department for the past 5
years. During this time, We Got Game, LLC has worked very hard to provide excellent
instruction for youth to grow the sport of basketball within our community. The vendor
provides instructors and equipment.
The curriculum taught by the We Got Game, LLC staff is designed specifically toward
the department’s program offerings, including adjusting the programs to the age and
skill level of the class that is being offered.
As mentioned above, We Got Game, LLC has done an excellent job in providing
instruction for the sports programs and staff recommends approval of the contract
renewal.
Approved:
_______________________
Luke Stowe, City Manager
Doc ID: ee01881d4e411c78071f709a3cfb3306b3c2b2f1
City ofEvanston
PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT
VENDOR CONTRACT FOR SERVICES: UNDER $25,000
The Parties to this Agreement are the City of Evanston and We Got Game This Agreement, consisting of the signature page and numberedsections listed below and any attachments referenced in this Agreement, constitutes the entire Agreement between the Parties concerning the subjectmatter of the Agreement, and supersedes all prior proposals, Agreements and understandings between the Parties concerning the subjectmatter of the Agreement. This Agreement can be signed in multiple counterparts and signature may be electronic or digital upon agreement of theParties.
1.TERM AND TERMINATION
2. DESCRIPTION OF SUPPLIES AND SERVICES
3.PRICING AND PAYMENT
4.STANDARD BUSINESS TERMS AND CONDITIONS
5.STANDARD CERTIFICATIONS
6.DISCLOSURES AND CONFLICTS OF INTEREST
7.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 tobe executed by their duly authorized representatives on the dates shown below.CONTRACTOR
(Vendor Name) We Got Game, LLC
Signature
Printed Name Brian Ploof
Title President
Address 3553 W Peterson Ave #106
CITY OF EVANSTON
Official Signature
Printed Name
Date 11/25/25 Title Date
Phone 773-562-6003
E-mail
Revised 3/11/2024
Fax
Designee Signature
Printed Name
Title
Address
Page 1 of 9
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
Luke Stowe
City Manager 12 / 08 / 2025
Doc ID: ee01881d4e411c78071f709a3cfb3306b3c2b2f1
1.
TERM AND TERMINATION
TERM OF THIS AGREEMENT: This Agreement will be the first of two (2) optional one-year renewals. The first renewal1.1 will have a term of January 1, 2026 through December 31, 2026.
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 thanthirty (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 theDepartment 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): ability to
renew for two additional 1-year contracts through December 31, 2027.
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 theAgreement 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) theCity determines that the actions or inactions of Vendor have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) Vendorhas 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 andconditions 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 anddamages.
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 andincluding the date of termination.
2. DESCRIPTION OF SERVICES
2.1 Description of Service required: instruction of parent/tot classes and sports camps/classes as needed
2.2 WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise specified in this section all services shall be performed in the City ofEvanston, Illinois. Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of theservices to be performed at each location.
Location where services will be performed City of Evanston Community Centers
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:
Revised 3/11/2024 Page 2 of 9
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Contract Renewal with We Got Game, LLC
We_Got_Game_Memo-2026.docx and 1 other
ee01881d4e411c78071f709a3cfb3306b3c2b2f1
MM / DD / YYYY
Signed
12 / 04 / 2025
13:03:40 UTC-6
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 50.171.242.186
12 / 04 / 2025
13:04:22 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
12 / 04 / 2025
13:04:29 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
12 / 08 / 2025
10:50:22 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
12 / 08 / 2025
10:50:43 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
The document has been completed.12 / 08 / 2025
10:50:43 UTC-6