R-1431 - 01/27/2015 - CONTRACTS - Resolutions Supporting Documents ITEM 6.F. 1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
January 27, 2015
SUBJECT: Award of Contract - Polo Series Event Management Services
FROM: Trey VanDyke, Sports Core Director
BUDGET SOURCE/BUDGET IMPACT: Polo(815) $70,000
RECOMMENDED MOTION: I move that the Village Board award a Professional
Services Agreement to Ravenswood Event Services, 1100 W. Cermak Rd., Chicago, IL for
the 2015 Polo Series Event Management Services at the Oak Brook Sports Core.
Additionally, the Village Board approves Resolution 2015-PO-AG-R-1431.
Background/History:
In 2014 the Village Board waived competitive bidding and engaged Ravenswood Event Services
to manage the Village's polo efforts. On November 11, 2014 the Village Board authorized staff
to begin a Request for Proposal process for polo event management. January 5, 2015 was the
deadline for submittal of proposals and the Village received only one from Ravenswood Event
Services. As indicated to the Board in November, an expansion of event management services is
desired for the 2015 Season. The Ravenswood Event Services proposal would substantially
eliminate the use of Village administrative staff this coming season. Additionally, staff did not
include funds for filling the recently vacated B&T Recreation Manager position in anticipation
of an expanded role of an event management partner. The agreement calls for Ravenswood
Event Services to supervise and administer:
• Polo General Operations
• Procurement, Cash Management, and Ticketing
• Website and Social Media
• Sponsorships
The agreement calls six(6)polo events and the Village to pay Ravenswood Event Services:
• $59,400.00 for Event Management.
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• 4% Management fee for procurement.
• 20% Commission for new cash sponsors.
• 10% Commission for renewing cash sponsors.
• 5% Commission for In-kind/budget relieving sponsors.
• If necessary, a Rain Date Execution Fee of$4,200.00 (per rain date).
Jim Pehta, Chairperson of the Polo Committee has reviewed the proposal and concurs with the
recommendation of staff that the Ravenswood Event Services proposal be accepted.
Recommendation:
That the Village Board award a Professional Services Agreement to Ravenswood Event
Services, 1100 W. Cermak Rd., Chicago, IL for the 2015 Polo Series Event Management
Services at the Oak Brook Sports Core. Additionally, the Village Board approves Resolution
2015-PO-AG-R-1431.
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Last printed 1/21/2015 9:56 AM
RESOLUTION 2015-PO-AG-R-1431
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD OF A CONTRACT TO
RAVENSWOOD EVENT SERVICES FOR THE PROVISION OF EVENT MANAGEMENT SERVICES
FOR THE 2015 POLO SEASON
WHEREAS, the Village desires to retain an event management company to provide the Village
event management services for the 2015 Polo Season ("Services"); and
WHEREAS, the Village issued a request for proposals to provide the Village with the Services
("RFP'); and
WHEREAS, the Village posted the RFP online and sent the RFP to various local firms that
provide event management services; and
WHEREAS, Ravenswood Event Services of Chicago, Illinois ("Ravenswood") was the only
company that submitted a proposal in response to the RFP; and
WHEREAS, the Village has determined that Ravenswood is the most qualified and lowest
responsive and responsible proposer to provide the Services; and
WHEREAS, the Village desires to enter into an agreement with Ravenswood for Ravenswood to
provide the Services, which agreement is attached to this Resolution as Exhibit A ("Agreement"); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement with Ravenswood;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement with Ravenswood in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of Agreements. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Agreement between the Village and
Ravenswood after receipt of the final Agreement fully executed by Ravenswood.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
APPROVED THIS 27th day of January, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 27th day of January, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
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