1. Camp programs must be held during School District 65 summer breaks and school days off. 2. Programs will be held Monday through Friday from 9am-4pm and select weekends for youth ages 5-14 during the summer. 3. Programs will be held at Chandler-Newberger Community Center, Robert Crown Community Center, and Clark St. Beach. 4. Successful vendor shall provide all labor, personnel, expertise, equipment, instruction materials, and other resources required for the performance of services. 5. Vendor may store program equipment on-site pending availability of storage space. 6. The City reserves the right to modify such dates and times as needs arise for the Initial Term and any contract renewals. 7. Vendors and the City will split the fee per camper of the revenue collected from official program registrations. (Percentage 50/50, 60/40, or 70/30, dependent on established criteria) 8. Program curriculum must be approved by City staff prior to sessions beginning. 9. Program registration fees will be determined by City staff in cooperation with selected vendor each year. 10.The selected vendor will provide the City will proof of certifications and expertise of all program instructors. 11.Selected vendor and the City have the ability to negotiate new program opportunities pending availability of space, funds and program needs at other city locations. 12.Vendors are responsible for their own program set-ups and break downs and are responsible to leave their respective room as they found it upon arrival. Appropriate buffers before and after a program will be determined by the Department. 13.Vendors must have in place an organized and comprehensive procedure for the screening, selection and assignment of their program instructors. The City reserves the right to reject proposed instructors assigned during the contract term, or require the immediate removal of instructors previously approved, who, in the sole opinion of the City, do not meet the City’s criteria for the program. 14.The Vendor shall submit a Criminal History Background Check report on each of their staff members at the expense of the vendor. 15.Vendor must complete CANTS 22 form on each of their staff. All staff members are mandated reporters. 16.The City has the right and may periodically require the Vendor to produce written proof of required background checks. Any Contractor who is unable to produce such information, as requested, within a reasonable period of time, as solely determined by City, may be immediately terminated for cause. In such case, the Contractor may be responsible to reimburse the City of any cost it may incur including lost revenue for cancelled Camps or portions thereof. The City requires that these Criminal History Background checks be renewed every two years. 17.All registration and collection of payments are required to be accepted through the department. Vendors and their instructors are prohibited from collecting payments and/or registration forms. 18.Program rosters will be provided to the vendor for each new session. Any and all roster information provided through the department to the vendor is confidential and is prohibited from use unrelated to the specific program outlined in the agreement between the Vendor and the Department. 19.Vendor will track and report attendance for all participants each class and submit this information to the Program Coordinator at the end of session. 20.Vendors shall submit invoices to the program coordinator providing oversight to the program each session. The payment will be based on the program revenues collected and in accordance with formulas contractually agreed upon by both parties. 21.Instructors must conduct themselves in a professional manner taking into account his/her personal appearance, maintaining appropriate communications, and supporting Department and City policies. 22.Payment of program instructors hired by selected vendor will be paid by vendor. 23.In the event that a facilitator is unable to run a program due to an emergency, it is the responsibility of the vendor to find a substitute that has been approved by the Department. If an approved substitute cannot be found, the vendor must contact the Department immediately in order to cancel or postpone the session. Refunds owed to participants will be determined according to the terms outlined in the Department refund policy. 24.If a program does not meet the minimum number of registered participants by the registration close date, the program coordinator will contact the vendor to discuss whether or not to extend the registration close date and/or to proceed with the program. 25.The City reserves the right to award to more than one vendor. 26.The vendor will be required to work in cooperation with the City’s Inclusion Program Coordinator on providing reasonable accommodations to an individual with a disability, should they wish to participate in a program. 27.All contractors shall return any keys (if issued) upon the conclusion of the program. 28.It is the responsibility of the Contractor to train their staff on the City’s camp attendance and emergency information software (also known as e-Pact). Any Contractor unable to complete daily check-ins/outs and review emergency information regularly may be immediately terminated for cause. In such case, the Contractor may be responsible to reimburse the City of any cost it may incur including lost revenue for cancelled Camps or portions thereof. 29.It is the responsibility of the Contractor to maintain a clean and safe classroom or program area while using City facilities and park spaces. 30.All emergencies, incidents resulting in injury to a participant, staff member or caregiver, or any violations of City of Evanston workplace policies must be reported to the program coordinator within 24 hours.
