11-115 - f e
Resolution No. 11-11
RESOLUTION
AUTHORIZING EXECUTION OF A FIRST AMENDMENT TO
PURCHASE OF SERVICE AGREEMENT WITH
ELGIN COMMUNITY NETWORK
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Sean R. Stegall, City Manager, and Jennifer Quinton, Acting City Clerk, be and are hereby
authorized and directed to execute a First Amendment to Purchase of Service Agreement on
behalf of the City of Elgin with Elgin Community Network for the creation of neighborhood area
boards that provide a structure for communication, collaboration and coordination between
residents, city staff and elected officials, a copy of which is attached hereto and made a part
hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: June 22, 2011
Adopted: June 22, 2011
Vote: Yeas: 5 Nays: 0
Attest:
s/Jennifer Quinton
Jennifer Quinton, Acting City Clerk
FIRST AMENDMENT TO PURCHASE OF SERVICE AGREEMENT
THIS AGREEMENT is made and entered into this -22 day of June . 2011,
by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as
the "City"), and Elgin Community Network, a not-for-profit corporation organized and existing
under the laws of the State of Illinois (hereinafter referred to as the "Service Provider").
WHEREAS, the parties hereto have previously entered into a purchase of service
agreement dated March 23, 2011, (hereinafter referred to as the "Original Agreement"), by
which the Service Provider is to provide certain contract services as described therein; and
WHEREAS, the parties hereto have determined that it would be in their best interests to
amend the Original Agreement to provide additional funds to the Service Provider to provide
additional services as described herein; and
WHEREAS, the circumstances necessitating the change in performance as provided in
this Amendment Agreement were not reasonably foreseeable at the time the Original Agreement
was signed, the changes provided for in this Amendment Agreement are germane to the Original
Agreement as signed, and this Amendment Agreement is in the best interests of the City of Elgin
and authorized by law.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein, and the mutual promises and covenants contained in the Original Agreement, the
sufficiency of which are hereby acknowledged, the parties hereto agree that the Original
Agreement is hereby amended in its entirety to read as follows:
1. The Service Provider shall provide all of the services pursuant to the terms and
conditions and on the dates and times as described in the document entitled Elgin Community
Network - Scope of Services for 2011 Purchase of Service Agreement, attached hereto as Exhibit
A and made a part hereof (such services including the terms, conditions, dates and times are
hereinafter referred to as the "Subject Services"). In the event of any conflict between the
provisions of this agreement and the provisions in Exhibit A, the provisions of this agreement
shall control. The Service Provider represents and warrants that the Service Provider has the
skills and knowledge necessary to conduct the Subject Services provided for in Exhibit A and
that the Subject Services set forth in Exhibit A are integral parts of this agreement and may not
be modified, amended or altered except by a written amendment to this agreement agreed to and
executed by both parties hereto.
2. The Service Provider shall address all inquiries and requests made pursuant to this
agreement to the Assistant City Manager of the City or his designee.
3. In connection with the Subject Services to be performed on other than City
properties, the Service Provider warrants and agrees to maintain all facilities and equipment used
in the performing of the Subject Services in a clean, sanitary and safe condition and free from
defects of every kind whatsoever. Service Provider agrees and warrants that the Service
Provider will periodically inspect all of such facilities and equipment for such purposes. Service
Provider also warrants that the Service Provider and the Service Provider's facilities and
equipment used in the performing of the Subject Services are not now, nor shall be during the
term of this agreement in violation of any health, building, fire or zoning code or regulation or
other applicable requirements of law. In connection with the Subject Services on properties
owned or controlled by the City, Service Provider agrees and warrants to use, and to cause
persons participating in the Subject Services to use, through proper supervision and control, all
facilities with due care, and to report all defects in or damage to any such facilities, and the cause
thereof if known, immediately to the Assistant City Manager of the City.
4. The City shall reimburse the Service Provider for the Subject Services under this
agreement the total amount of Forty Thousand, four hundred and twenty ($40,420). Such
payment by the City to the Service Provider shall be made in three installments, two payments of
Ten Thousand Two Hundred and Ten each and one payment for $20,000. The first
aforementioned installment payment of Ten Thousand Two Hundred and Ten shall. be made
within 30 days of the date of this agreement. The second aforementioned installment payment of
$20,000 shall be made on or before June 30, 2011. The third aforementioned installment
payment of Ten Thousand Two Hundred and Ten shall be made on or before July 31, 2011.
However, the third installment payment shall not be made prior to 8 days after the Service
Provider's submission of the budget document and audited financial statement documents
referred to in paragraph 6 of this agreement.
5. The Service Provider shall apply the monies to be paid by the City to the Service
Provider pursuant to the preceding paragraph hereof solely to operating expenses such as staff
salary and benefits, meeting expenses, and expenses associated with the Subject Services to be
provided by the Service Provider pursuant to this agreement.
6. The Service Provider shall complete, maintain and submit to the Assistant City
Manager of the City, or his designee, any and all records, reports and forms relating to the
Subject Services in this agreement as requested by the City. Without limiting the foregoing, the
parties further agree as follows:
A. The Service Provider shall provide a budget to the City which shall
reflect the projected distribution of funds received from the City
pursuant to this agreement during the term of this agreement. The
budget shall be submitted to the Assistant City Manager of the City
prior to any payment by the City.
B. The Service Provider shall provide written performance reports
detailing the disbursements of the monies to be paid by the City to
the Service Provider pursuant to this agreement. The reports shall
be provided to the City quarterly on March 31, 2011; June 30, 2011;
September 30, 2011; and December 31, 2011.
C. The City has the right to review all accounting records of the
Service Provider related to the use of the monies to be paid by the
City to the Service Provider pursuant to this agreement upon 72
hours advance notice from the City to the Service Provider.
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D. The Service Provider shall have an audit performed on its financial
statements for the year ending December 31, 2011. The audit must
be performed by an independent certified public accountant
recognized in good standing by the American Institute of Certified
Public Accountants and licensed in the State of Illinois. The Service
Provider shall provide the City with two copies of the said audited
financial statement along with the management letter and any other
correspondence related to internal control matters on or before July
15, 2011. These statements shall be submitted to the Assistant City
Manager at City Hall, 150 Dexter Court, Elgin, Illinois 60120-
5555.
7. In the event this agreement is terminated, or in the event the Subject Services for
which the City funds provided herein are to be applied are discontinued, or the Service Provider
ceases its operations prior to December 31, 2011, the Service Provider shall refund to the City on
a prorated per diem basis the funds paid hereunder for the portion of the year remaining after any
such termination or for the portion of the year the Subject Services were not conducted.
8. Service Provider agrees and warrants that notwithstanding any other provision of
this Agreement that in connection with the performance and/or providing of the Subject Services
in this Agreement that the Service Provider shall comply with all applicable federal, state, city
and other requirements of law, including, but not limited to, any applicable requirements
regarding prevailing wages, minimum wage, workplace safety and legal status of employees.
Without limiting the foregoing, Service Provider hereby certifies, represents and warrants to the
City that all of the Service Provider's employees and/or agents who will be performing and/or
providing the Subject Services with respect to this Agreement shall be legal residents of the
United States. Service Provider shall also at its expense secure all permits and licenses, pay all
charges and fees and give all notices necessary and incident to the due and lawful performance of
the Subject Services to be provided for in this Agreement. Service Provider shall also perform
and provide the Subject Services with due care. The City shall have the right to audit any
records in the possession of control of the Service Provider to determine the Service Provider's
compliance with the provisions of this section. In the event the City proceeds with such an audit,
the Service Provider shall make available to the City the Service Provider's relevant records at
no cost to the City.
9. The City of Elgin shall be recognized as a sponsor of the Service Provider and
shall receive the benefits of sponsorship consistent with the level of support provided in this
agreement. At a minimum, the City's support shall be acknowledged on all print materials
promoting the Service Provider's organization, press releases, radio advertising, web page
information and event program(s) through the following mandatory funding identification
statement: "Funding for the organization is provided in part through the City of Elgin". Three
samples of this acknowledgement shall be provided to the City. A logo provided by the City to
the Service Provider shall be used for this purpose.
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10. In all printed materials in which a City seal or logo is deemed appropriate,
approval by the Public Information Officer of the City is required prior to printing.
11. The term of this agreement shall commence from the date of the execution hereof
and continue through December 31, 2011.
12. This agreement shall not be construed so as to create a partnership,joint venture,
employment or other agency relationship between the parties hereto. Service Provider
understands and agrees that the relationship of the Service Provider to the City arising out of this
agreement shall be that of an independent contractor. It is expressly agreed and understood that
the Service Provider and the Service Provider's officers, employees and agents are not
employees of the City and are not entitled to any benefits or insurance provided to employees of
the City.
13. If either party violates or breaches any term of this agreement, such violation or
breach shall be deemed to constitute a default, and the other party has the right to seek
administrative contractual or legal remedies as may be suitable to the violation or breach; and, in
addition, if either party by reason of any default, fails to within fifteen (15) days after notice
thereof by the other party to comply with the conditions of the agreement, the other party may
terminate this agreement. In the event any legal action is brought by the City for the
enforcement of any of the obligations of the Service Provider in this agreement and the City is
the prevailing party in such action, the City shall also be entitled to recover from the Service
Provider reasonable interest and reasonable attorney's fees.
14. Notwithstanding any other provision hereof, the City may terminate this
agreement at any time upon thirty (30) days prior written notice to the Service Provider. In the
event this agreement is so terminated, the Service Provider shall be paid for services actually
performed, and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not in any event exceed the total amount set forth under paragraph 4 above.
Additionally, in the event this agreement is so terminated, the Service Provider shall immediately
cease the expenditure of any funds paid to the Service Provider by the City and shall refund to
the City any unearned or unexpended funds.
15. To the fullest extent permitted by law, Service Provider agrees to indemnify,
defend and hold harmless the City, its officers, employees, agents, boards and commissions from
and against any and all claims, suits, judgments, costs, attorney's fees, damages or other relief,
including but not limited to worker's compensation claims, in any way resulting from or arising
out of negligent actions or omissions of the Service Provider in connection herewith, including
negligence or omissions or agents of the Service Provider arising out of the performance of this
agreement and/or the Subject Services. In the event of any action against the City, its officers,
employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend
and hold harmless, such action shall be defended by legal counsel of the City's choosing. The
provisions of this section shall survive any expiration, completion and/or termination of this
agreement.
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16. The Service Provider shall provide, pay for and maintain in effect, during the term
of this agreement, comprehensive automobile liability insurance covering all owned, non-owned
and hired motor vehicles used in connection with the Subject Services with limits of not less than
$500,000 per occurrence for damages to persons or property. The Service Provider shall also
provide, pay for and maintain in effect, during the term of this agreement, worker's compensation
insurance in amounts required under the laws of the State of Illinois. At the request of the City
the Service Provider shall provide to the City certificates of insurance regarding the insurance
required in this paragraph.
17. No official, director, officer, agent or employee of the City shall be charged
personally or held contractually liable under any term or provision of this Agreement or because
of their execution, approval or attempted execution of this Agreement.
18. In all hiring or employment made possible or resulting from this Agreement, there
shall be no discrimination against any employee or applicant for employment because of sex,
age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or
physical handicap, unless based upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the following: employment advertising, layoff
or termination, rates of pay or other forms of compensation and selection for training, including
apprenticeship.
19. No person shall be denied or subjected to discrimination in receipt of the benefit
of any services or activities made possible by or resulting from this Agreement on the grounds of
sex, race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory, mental or physical handicap. Any violation of this
provision shall be considered a violation of a material provision of this Agreement and shall be
grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the
City.
20. The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause
or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
21. This Agreement and its exhibits constitutes the entire Agreement of the parties on
the subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a duly
executed amendment hereof.
22. This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane
County, Illinois.
23. The Service Provider certifies hereby that it is not barred from bidding on a public
contact as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute
regarding bid rigging.
24. As a condition of this contract, the Service Provider shall have written sexual
harassment policies that include, at a minimum, the following information:
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A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies must be provided to the Department of Human Rights upon
request (775 ILCS 5/2-105).
25. As a condition of this agreement, the Service Provider shall have in place a
written substance abuse prevention program which meets or exceeds the program requirements
in the Substance Abuse Prevention Public Works Act at 820 ILCS 265/1 et seq. A copy of such
policy shall be provided to the City's Assistant City Manager prior to the entry and execution of
this agreement.
26. Notwithstanding any other provision in this agreement, it is expressly agreed and
understood that in connection with the performance of this agreement the Service Provider shall
comply with all applicable federal, state, city and other requirements of law including, but not
limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace
safety and legal status of employees. Without limiting the foregoing, the Service Provider
hereby certifies, represents and warrants to the City that all of Service Provider's employees
and/or agents who will be providing products, and/or services with respect to this agreement
shall be legal residents of the United States. Service Provider shall also at its expense secure all
permits and licenses, pay all charges and fees and give all notices necessary and incident to the
due and lawful prosecution of the work, and/or the products and/or services to be provided
pursuant to this agreement. City shall have the right to audit any records in the possession or
control of the Service Provider to determine the Service Provider's compliance with the
provisions of this section. In the event the City proceeds with such an audit, the Service Provider
shall make available to the City the City's relevant records at no cost to the City. The provisions
of this section shall survive any expiration, completion and/or termination of this agreement.
27. Notwithstanding anything to the contrary in this agreement, with the sole
exception of the monies the City has agreed to pay the Service Provider pursuant to Section 4
hereof, no action shall be commenced by the Service Provider, any related persons or entities,
and/or any of their successors and/or assigns, against the City for monetary damages. The
provisions of this section shall survive any expiration, completion and/or termination of this
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agreement.
28. All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
As to the City: As to Service Provider:
City of Elgin Elgin Community Network
150 Dexter Court P.O. Box 6520
Elgin, IL 60120-5555 Elgin, IL 60120-6520
Attention: Sean Stegall Attention: Tom Armstrong
Assistant City Manager President of the Board
With a copy to:
William A. Cogley, Corporation Counsel
City of Elgin
150 Dexter Court
Elgin, IL 60120-5555
29. This agreement is and shall be deemed to construe to be a joint and collective work
product of the City and the Service Provider and, as such, this agreement shall not be construed
against the other party, as the otherwise purported drafter of same, by any court of competent
jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the
terms and provisions contained herein.
30. This agreement shall be binding on the parties hereto and their respective successors and
permitted assigns. This agreement and the obligations herein may not be assigned by the Service
Provider without the express written consent of the City which consent may be withheld at the
sole discretion of the City.
IN WITNESS WHEREOF, the undersigned have entered into executed this agreement on
the date and year first written above.
CITY OF ELGIN, a municipal ELGIN COMMUNITY NETWORK
corporation
By: By:
ity Manager
Attes /
C• Clerk
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F:\Leeal Dept\Agreement\PSA-DRAFT FORM 1-09 WAC.doc
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EXHIBIT A
ELGIN COMMUNITY NETWORK-SCOPE OF SERVICES FOR
2011 PURCHASE OF SERVICE AGREEMENT
1) ECN shall actively promote resident participation in neighborhood and civic-based
organizations through neighborhood organizing, leadership development, and community
seminars.
a) The ECN will help foster and facilitate ongoing communication between the city and
neighborhood groups and organizations.
b) The ECN will maintain and share with the city a data base of contact information of
neighborhood leaders and/or key stakeholders in the neighborhoods.
c) The ECN will continue its Elgin Alive program series as cosponsors with the Gail Borden
Public Library, ECCO, and the City of Elgin. These programs address various aspects of
"sustainability".
2) ECN shall actively solicit neighborhood representation and minority involvement on the
ECN Board of Directors and shall provide assistance to individual neighborhood
organizations in promoting membership in the ECN.
3) The ECN will provide a board member to participate in the Bikeway Taskforce whose goal
it is to implement Elgin's Bikeway Master Plan.
4) ECN shall work cooperatively and proactively with city departments to address quality of
life issues in the neighborhoods and partner with city staff in conducting informational
community meetings on subjects of common interest.
a) The ECN will work with the Parks Department to co-host new park openings and other
special parks events.
b) The ECN will work with the City Manager's Office of Community Engagement to
promote block parties throughout the summer in order to foster new neighborhood
groups, revitalize existing groups and promote civic engagement.
c) The ECN will work with the City Manager's Office of Community Engagement to
promote neighborhood and individual participation at special events, including Movies in
the Park, Concerts in the Park and Elgin's Largest Block Party at Festival Park.
d) The ECN will work in cooperation with the City Manager's Office of Community
Engagement to promote volunteerism throughout the community.
5) ECN shall assist Neighborhood Housing Services in the planning, promotion and execution
of the Eighth Annual NeighborWorks Week events on June 5th and September 25, 2011 by
providing volunteers and promotional opportunity within the Community Builder. newsletter
plan.
6) The ECN shall use $20,000 of the PSA funding toward materials and labor for exterior
repairs to homes as part of the NeighborWorks events on June 5 and September 25, 2011. A
representative from the City of Elgin Community Development Department will be included
in identifying participating homes and approval of contractors for the NeighborWorks
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projects. The City of Elgin Community Development Department will have final approval of
any required permits, plans or designs for home improvements. A detailed financial
accounting of these expenditures will be reported to the city on a quarterly basis.
7) ECN shall provide assistance to individual neighborhood organizations with goals and
objectives similar to its own in the dissemination of information to their respective
memberships. The ECN will also encourage other not-for-profit groups with similar goals to
become associate members of the ECN.
8) ECN shall distribute information via the Community Builder newsletter. The newsletter will
be produced and distributed electronically no less than quarterly, and include an events
calendar and community news pertinent to neighborhood interests. The newsletter will be
available through email blasts, ECN website and linked from the City website. In addition,
ECN will produce one annual newsletter with citywide distribution of 32,000 and provide the
City a minimum of one free page in each issue for community news and updates. The printed
newsletter will be distributed with the City of Elgin Water Department Annual Report and
the cost of mailing will be evenly divided.
9) ECN shall serve as the fiscal agent for Elgin-based not-for-profit community organizations
that share the mission, vision and goals of the ECN.
9) The ECN Board shall meet at least monthly.
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•
REPORT TO MAYOR & MEMBERS OF CITY COUNCIL ELGIN
THE CITY IN THE SUBURBS-
AGENDA ITEM: C,
MEETING DATE: June 8, 2011
ITEM:
Amendment to Purchase of Service Agreement with Elgin Community Network
($20,000)
OBJECTIVE:
To provide funding that will enhance the efforts of NeighborWorks events.
RECOMMENDATION:
To fund an additional $20,000 to the Elgin Community Network through an existing Purchase of
Service Agreement for the express purpose of conducting spring and fall neighborhood im-
provement events.
BACKGROUND
For the last three years NHS of the Fox Valley has hosted NeighborWorks Day events. The ef-
forts of over one hundred shovel and paint brush-yielding volunteers have had a dramatic im-
pact on some of Elgin's most at-risk neighborhoods. Paint touch-ups, garden projects and minor
outdoor repairs are the typical work that is done by the volunteers. The program is intended to
help elderly, disabled and/or low-income homeowners. In addition, homeowners with chain
link fences are encouraged to take advantage of the city's Chain Link Fence Removal Grant Pro-
gram, allowing volunteers to remove the fence and giving the homeowner financial help in re-
placing the fence with a more appropriate style fencing.
In recent years, the Elgin Community Network (ECN) has partnered with the Neighborhood
Housing Services of the Fox Valley (NHS), the city of Elgin, the Northeast Neighborhood Associa-
tion (NENA) and Neighbors of South East Elgin (NOSEE) and many individuals and organizations
to improve properties in the northeast and southeast neighborhoods of the city.
In 2010, two Neighborworks events were held, impacting 28 homes. The work included scrap-
ing and painting of porches and fences, chain-link fence removal, trimming of trees and shrubs,
and planting new landscape materials. The workdays also featured community lunches and
games to allow neighborhood residents and volunteers to enjoy the day.
• The first event was held the first Saturday in June in the NENA neighborhood. NHS partnered
with ECN, NENA, the city of Elgin, and about 80 volunteers to improve thirteen properties with
six homes having their front fence removed. In the Neighborhood Deli provided lunch for the
volunteers. The residual effect of this effort has motivated residents to keep their properties
well maintained with a sense of pride and unity in the NENA neighborhood.
Because of the positive results from the spring event, NHS and ECN partnered again to organize
a second neighborhood clean-up "NeighborWorks II" project in September, 2010. The NOSEE
neighborhood was the recipient of this beautification project. About 80 volunteers worked on
fourteen properties; landscaping, painting porches, with eleven of them participating in the
city's chain link fence removal program. In The Neighborhood Deli once again provided free
lunch for the volunteers and the general community.
The participating organizations plan to continue to have two NeighborWorks events per calen-
dar year, one in the spring and one in the fall. Moving forward, the group is looking to reach out
to more homeowners and provide more extensive exterior repairs for eligible homeowners.
Some of these repairs will require the purchase of building materials and professional carpentry
skills that volunteers are not equipped to provide. Because of that, the group is requesting ad-
ditional funding from the city.
Based on the positive impact these work days have on the participating neighborhoods, the
sponsoring partners have expressed interest in expanding the program to include more exten-
sive repairs to some of the homes. Although yard work and touch up paint helps make the
properties look better temporarily, many of the homes have greater issues that neither the
homeowner nor the volunteers have the ability to rectify. Repairs such as broken porch rails,
rotten porch floors, broken cement steps and other structural problems are often identified,
but are beyond the skills and abilities of volunteers or elderly homeowners to address.
OPERATIONAL ANALYSIS
ECN is requesting $20,000 in city funding which will enable expansion of the NeighborWorks
event to include the purchase of needed materials as well as the hiring of local trades people to
make these needed repairs for qualified homeowners. Homes will be identified by a committee
made up of NHS, ECN, the respective neighborhood association and the city's code department.
By working together, the city and the neighborhood can identify the homes that are the most in
need of this assistance and have the greatest potential to adversely affect the rest of the neigh-
borhood. This investment in the neighborhood can help property values of surrounding home-
owners' and in general help stabilize the neighborhood.
It is recommended that the existing Purchase of Service Agreement with the ECN be modified
to include this funding. Accounting of the expenditures will be included as part of the required
Purchase of Service Agreement reporting to the city.
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• INTERESTED PERSONS CONTACTED
ECN Board of Directors and NHS Board of Directors
FINANCIAL ANALYSIS
On March 23, 2011, city council approved a resolution authorizing the execution of a Purchase
of Service Agreement with ECN in the amount of $20,420. The proposed contract amendment
would increase funding to $40;420. In addition, the city will provide staff time, expertise and
general guidance to help identify properties qualifying for assistance.
BUDGET IMPACT
FUND(S) ACCOUNTS) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Riverboat 276-0000-791.78-99 177124 $20,000 $20,000
LEGAL IMPACT
None.
• ALTERNATIVES
City council may choose not to provide additional funding, in which case the program would not
expand to include additional repairs.
NEXT STEPS
1. Get amended agreement signed by ECN representative.
2. Process payment of funds to ECN.
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Originators: Cherie Murphy, Assistant to the City Manager for Community Engage-
ment
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved:
Seg R. Stegall, City Mana r
ATTACHMENTS
A. Amended Purchase of Service Agreement
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PURCHASE OF SERVICE AGREEMENT
THIS AGREEMENT is made and entered into this day of 2011,
by and between the CITY OF ELGIN,Illinois,a municipal corporation(hereinafter referred to as
the"City"), and Elgin Community Network, a not-for-profit corporation organized and existing .
under the laws of the State of Illinois(hereinafter referred to as the"Service Provider").
WHEREAS, the City has determined that it would serve a beneficial public purpose to
enter into an agreement with the Service Provider for the Service Provider to provide certain
contract services as described in this agreement;and
WHEREAS, the Service Provider represents that it has the necessary expertise and
experience to furnish the Subject Services upon the terms and conditions set forth in this
agreement.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as --
follows:
1. The Service Provider shall provide all of the services pursuant to the terms and
conditions and on the dates and times as described in the document entitled Elgin Community
Network-Scope of Services for 2011 Purchase of Service Agreement,attached hereto as Exhibit
• A and made a part hereof(such services including the terms, conditions, dates and times are
hereinafter referred to as the "Subject Services"). In the event of any conflict between the
provisions of this agreement and the provisions in Exhibit A, the provisions of this agreement
shall control. The Service Provider represents and warrants that the Service Provider has the
skills and knowledge necessary to conduct the Subject Services provided for in Exhibit A and
that the Subject Services set forth in Exhibit A are integral parts of this agreement and may not
be modified, amended or altered except by a written amendment to this agreement agreed to and
executed by both parties hereto.
2. The Service Provider shall address all inquiries and requests made pursuant to this
agreement to the Assistant City Manager of the City or his designee.
3. In connection with the Subject Services to be performed on other than City
properties,the Service Provider warrants and agrees to maintain all facilities and equipment used
in the performing of the Subject Services in a clean, sanitary and safe condition and free from
defects of every kind whatsoever. Service Provider agrees and warrants that the Service
Provider will periodically inspect all of such facilities and equipment for such purposes. Service
Provider also warrants that the Service Provider and the Service Provider's facilities and
equipment used in the performing of the Subject Services are not now, nor shall be during the
term of this agreement in violation of any health, building, fire or zoning code or regulation or
other applicable requirements of law. In connection with the Subject Services on properties
owned or controlled by the City, Service Provider agrees and warrants to use, and to cause
persons participating in the Subject Services to use, through proper supervision and control, all
•
11. The term of this agreement shall commence from the date of the execution hereof
and continue through December 31,2011.
12. This agreement shall not be construed so as to create a partnership,joint venture,
employment or other agency relationship between the parties hereto. Service Provider
understands and agrees that the relationship of the Service Provider to the City arising out of this
agreement shall be that of an independent contractor. It is expressly agreed and understood that
the Service Provider and the Service Provider's officers, employees and agents are not
employees of the City and are not entitled to any benefits or insurance provided to employees of
the City.
13. If either party violates or breaches any term of this agreement, such violation or
breach shall be deemed to constitute a default, and the other party has the right to seek
administrative contractual or legal remedies as may be suitable to the violation or breach;and, in
addition, if either party by reason of any default, fails to within fifteen (15) days after notice
thereof by the other party to comply with the conditions of the agreement, the other party may
terminate this agreement. In the event any legal action is brought by the City for the
enforcement of any of the obligations of the Service Provider in this agreement and the City is
the prevailing party in such action, the City shall also be entitled to recover from the Service
Provider reasonable interest and reasonable attorney's fees.
14. Notwithstanding any other provision hereof, the City may terminate this
agreement at any time upon thirty(30)days prior written notice to the Service Provider. In the
event this agreement is so terminated, the Service Provider shall be paid for services actually
performed, and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not in any event exceed the total amount set forth under paragraph 4 above.
Additionally,in the event this agreement is so terminated,the Service Provider shall immediately
cease the expenditure of any funds paid to the Service Provider by the City and shall refund to
the City any unearned or unexpended funds.
15. To the fullest extent permitted by law, Service Provider agrees to indemnify,
defend and hold harmless the City, its officers,employees,agents,boards and commissions from
and against any and all claims, suits,judgments, costs, attorney's fees, damages or other relief,
including but not limited to worker's compensation claims, in any way resulting from or arising
out of negligent actions or omissions of the Service Provider in connection herewith, including
negligence or omissions or agents of the Service Provider arising out of the performance of this
agreement and/or the Subject Services. In the event of any action against the City, its officers,
employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend
and hold harmless, such action shall be defended by legal counsel of the City's choosing. The
provisions of this section shall survive any expiration, completion and/or termination of this
agreement.
16. The Service Provider shall provide,pay for and maintain in effect,during the term
of this agreement,comprehensive automobile liability insurance covering all owned, non-owned
and hired motor vehicles used in connection with the Subject Services with limits of not less than
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$500,000 per occurrence for damages to persons or property. The Service Provider shall also
provide,pay for and maintain in effect,during the term of this agreement,worker's compensation
insurance in amounts required under the laws of the State of Illinois. At the request of the City
the Service Provider shall provide to the City certificates of insurance regarding the insurance 7.
required in this paragraph.
17. No official, director, officer, agent or employee of the City shall be charged
personally or held contractually liable under any term or provision of this Agreement or because -
of their execution,approval or attempted execution of this Agreement.
18. In all hiring or employment made possible or resulting from this Agreement,there
shall be no discrimination against any employee or applicant for employment because of sex,
age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or
physical handicap, unless based upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the following: employment advertising, layoff
or termination,rates of pay or other forms of compensation and selection for training, including
apprenticeship.
19. No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of sex,
race, color, creed, national origin, age except minimum age and retirement provisions, marital
status or the presence of any sensory, mental or physical handicap. Any violation of this
provision shall be considered a violation of a material provision of this Agreement and shall be
• grounds for cancellation,termination or suspension, in whole or in part,of the Agreement by the
City.
20. The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or
other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable,all other portions of this Agreement shall remain in full force and effect.
21. This Agreement and its exhibits constitutes the entire Agreement of the parties on
the subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a duly
executed amendment hereof.
22. This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane .. _
County,Illinois.
23. The Service Provider certifies hereby that it is not barred from bidding on a public
contact as a result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute
regarding bid rigging.
24. As a condition of this contract,the Service Provider shall have written sexual harassment
policies that include,at a minimum,the following information:
A.the illegality of sexual harassment;
B.the definition of sexual harassment under state law;
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C. a description of sexual harassment,utilizing examples;
D.the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G.protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies must be provided to the Department of Human Rights upon
request(775 ILCS 5/2-105).
25. As a condition of this agreement, the Service Provider shall have in place a
written substance abuse prevention program which meets or exceeds the program requirements
in the Substance Abuse Prevention Public Works Act at 820 ILCS 265/1 et seq. A copy of such
policy shall be provided to the City's Assistant City Manager prior to the entry and execution of
this agreement.
26. Notwithstanding any other provision in this agreement, it is expressly agreed and
understood that in connection with the performance of this agreement the Service Provider shall
comply with all applicable federal, state, city and other requirements of law including, but not
limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace
safety and legal status of employees. Without limiting the foregoing, the Service Provider
hereby certifies, represents and warrants to the City that all of Service Provider's employees
and/or agents who will be providing products, and/or services with respect to this agreement
shall be legal residents of the United States. Service Provider shall also at its expense secure all
permits and licenses, pay all charges and fees and give all notices necessary and incident to the
due and lawful prosecution of the work, and/or the products and/or services to be provided
pursuant to this agreement. City shall have the right to audit any records in the possession or
control of the Service Provider to determine the Service Provider's compliance with the
provisions of this section. In the event the City proceeds with such an audit,the Service Provider
shall make available to the City the City's relevant records at no cost to the City. The provisions
of this section shall survive any expiration,completion and/or termination of this agreement.
27. Notwithstanding anything to the contrary in this agreement, with the sole
exception of the monies the City has agreed to pay the Service Provider pursuant to Section 4
hereof, no action shall be commenced by the Service Provider, any related persons or entities,
and/or any of their successors and/or assigns, against the City for monetary damages. The
provisions of this section shall survive any expiration, completion and/or termination of this
agreement.
28. All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail,postage prepaid,addressed as follows:
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As to the City: As to Service Provider:
City of Elgin Elgin Community Network
150 Dexter Court P.O.Box 6520
Elgin,IL 60120-5555 Elgin,IL 60120-6520
Attention:Sean Stegall Attention:Tom Armstrong
Assistant City Manager President of the Board
With a copy to:
William A.Cogley,Corporation Counsel
City of Elgin
150 Dexter Court
Elgin,IL 60120-5555
29. This agreement is and shall be deemed to construe to be a joint and collective work
product of the City and the Service Provider and,as such,this agreement shall not be construed
against the other party, as the otherwise purported drafter of same, by any court of competent
jurisdiction in order to resolve any inconsistency,ambiguity,vagueness or conflict, if any,of the
terms and provisions contained herein.
30. This agreement shall be binding on the parties hereto and their respective successors and
permitted assigns. This agreement and the obligations herein may not be assigned by the Service
Provider without the express written consent of the City which consent may be withheld at the
sole discretion of the City.
• IN WITNESS WHEREOF,the undersigned have entered into executed this agreement on
the date and year first written above.
CITY OF ELGIN,a municipal ELGIN COMMUNITY NETWORK
corporation
By: By:
City Manager
Attest:
City Clerk
FALegal DepOAgreemenAPSA-DRAFT FORM 1-09 WAC.dm
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EXHIBIT A
ELGIN COMMUNITY NETWORK-SCOPE OF SERVICES FOR
2011 PURCHASE OF SERVICE AGREEMENT
1) ECN shall actively promote resident participation in neighborhood and civic-based
organizations through neighborhood organizing, leadership development, and community
seminars.
a) The ECN will help foster and facilitate ongoing communication between the city and
neighborhood groups and organizations.
b) The ECN will maintain and share with the city a data base of contact information of
neighborhood leaders and/or key stakeholders in the neighborhoods.
c) The ECN will continue its Elgin Alive program series as cosponsors with the Gail Borden
Public Library,ECCO,and the City of Elgin. These programs address various aspects of
"sustainability".
2) ECN shall actively solicit neighborhood representation and minority involvement on the
ECN Board of Directors and shall provide assistance to individual neighborhood
organizations in promoting membership in the ECN.
3) The ECN will provide a board member to participate in the Bikeway Taskforce whose goal
it is to implement Elgin's Bikeway Master Plan.
4) ECN shall work cooperatively and proactively with city departments to address quality of
life issues in the neighborhoods and partner with city staff in conducting informational
community meetings on subjects of common interest.
a) The ECN will work with the Parks Department to co-host new park openings and other
special parks events.
b) The ECN will work with the City Manager's Office of Community Engagement to
promote block parties throughout the summer in order to foster new neighborhood
groups,revitalize existing groups and promote civic engagement.
c) The ECN will work with the City Manager's Office of Community Engagement to
promote neighborhood and individual participation at special events,including Movies in
the Park,Concerts in the Park and Elgin's Largest Block Party at Festival Park.
d) The ECN will work in cooperation with the City Manager's Office of Community
Engagement to promote volunteerism throughout the community.
ECN shall assist Neighborhood Housing Services in the planning,promotion and execution
of the Eighth Annual NeighborWorks Week events on June 5`" and Septemer 25, 2011 by Deleted:
providing volunteers and promotional opportunity within the Community Builder. newsletter
plan.
6) The ECN shall use $20.000 of the PSA funding toward materials and labor for exterior
repairs to homes as part of the Neighbor\ orks events on Junc 5 and September 25.2011. A
representative from the City of Elgin Community Development Department will be included
in identirving_participatinp homes and approval of contractors for the NeighborWorks
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proiects.The City of Elgin Communitv Development Department will have final approval of
any required permits, plans or designs for home improvements. A detailed fmancial
accounting of these expcnditiires will be reported to the city on a quarterly basis., Deleted:
7) ECN shall provide assistance to individual neighborhood organizations with goals and
objectives similar to its own in the dissemination of information to their respective
memberships. The ECN will also encourage other not-for-profit groups with similar goals to
become associate members of the ECN.
8) ECN shall distribute information via the Community Builder newsletter.The newsletter will
be produced and distributed electronically no less than quarterly, and include an events
calendar and community news pertinent to neighborhood interests. The newsletter will be
available through email blasts, ECN website and linked from the City website. In addition,
ECN will produce one annual newsletter with citywide distribution of 32,000 and provide the
City a minimum of one free page in each issue for community news and updates.The printed
newsletter will be distributed with the City of Elgin Water Department Annual Report and
the cost of mailing will be evenly divided.
9) ECN shall serve as the fiscal agent for Elgin-based not-for-profit community organizations
that share the mission,vision and goals of the ECN.
The ECN Board shall meet at least monthly. Deleted:s J
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THE CITY IN THE SUBURBS-
DATE: June 23, 2011
TO: Cherie Murphy, Assistant to the City Manager, Community Engagement
FROM: Jennifer Quinton; Acting City Clerk
SUBJECT: Resolution No. 11-11 5, Adopted at the June 22, 2011; Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. If you have any questions please feel free to
contact our office 847-931- 660 and we will do our best to assist you. Thank you.
• Resolution Authorizing Execution of a First Amendment to Purchase of Service
Agreement with Elgin Community Network
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