R-1337 - 03/11/2014 - CONTRACTS - Resolutions RESOLUTION 2014-POLO-AG-R-1337
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AGREEMENTS BY AND BETWEEN THE VILLAGE OF
OAK BROOK AND RAVENSWOOD EVENT SERVICES TO PROVIDE EVENT MANAGEMENT AND
SPONSORSHIP SERVICES FOR THE 2014 POLO SEASON
WHEREAS, the Village desires to retain a service provider to assist the Village to manage the
2014 Polo Season; and
WHEREAS, Ravenswood Event Services of Chicago, Illinois ("Ravenswood') successfully
planned the 2012 and the 2013 Taste of Oak Brook; and
WHEREAS, the Village and Ravenswood desire to enter into an agreement ("Management
Agreement") for Ravenswood to provide the Village with event management services for the 2014 Polo
Season ("Event Management Services' consistent with the proposal attached as Exhibit A ("Event
Management Proposal"); and
WHEREAS, the Village and Ravenswood desire to enter into a separate agreement
("Sponsorship Agreement") for Ravenswood to provide the Village with assistance in securing
sponsors for the 2014 Polo Season ("Sponsorship Services") consistent with the proposal attached as
Exhibit B ("Sponsorship Proposal"); and
WHEREAS, because Ravenswood has provided the Village satisfactory service for past events,
Village staff recommends that the Village waive competitive bidding for Event Management Services and
Sponsorship Services and enter into agreements with Ravenswood to provide those services; and
WHEREAS, the President and Board of Trustees, have determined that it is in the best interests
of the Village and its residents to so waive competitive bidding and to approve the purchases of Event
Management Services and Sponsorship Services from 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: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of Event Management Services and Sponsorship Services shall be, and
they are hereby, waived in accordance with Section 1-7-4 of the Village Municipal Code.
Section 3: Approval of Purchase of Event Management Services. The President and Board
of Trustees hereby approve the purchase of Event Management Services from Ravenswood pursuant to
an agreement consistent with the proposal attached as Exhibit A and in a final form approved by the
Village Attorney and Village Manager.
Section 4: Approval of Purchase of Sponsorship Services. The President and Board of
Trustees hereby approve the purchase of Sponsorship Services from Ravenswood pursuant to an
agreement consistent with the proposal attached as Exhibit B and in a final form approved by the Village
Attorney and Village Manager.
Resolution 2014—POLO-AG-R-1337
Polo Contracts-Ravenswood
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Section 5: Execution of Agreement. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final agreements on behalf of the Village authorized by Section
3 and 4 herein.
Section 6: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
r
APPROVED THIS 11th day of March, 2014 y.?
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of March, 2014
Ayes: Trustees Baar, Manzo, Wolin, Yusuf
Nays: None
Absent: Trustees Adler, Moy
ATTEST:
Er
w. Charlotte K. Pruss
Village Clerk
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i�Y i`N r f it°it C 119*W.E*rm*k Rd. Unk 9411 cMuM IL"608 Phone:312.a3.26" ftx:sus».sue
.January 17, 2014
Revised February 10, 2014
Davie Niemeyer
Village Manager
Village of Oak Brook
1200 Oak Brook Rd.
Oak Brook, IL 60523
Via E-Mail to: DNiemeyer(a,Oak-Brook.org
Dear David,
The attached proposal reflects our understanding of the scope and
responsibilities as described to us during our meeting last week. I know the fees
are considerably higher than what we Initially estimated. Prior to the meeting we
were largely unaware of the extensive amount of time and preparation that went
into the matches. We are confident that adjusting the schedule, making changes
to the catering agreement and Increasing sponsorship support will go a long way
towards making up the Investment you will place on our company.
Our team at Ravenswood prides itself In our flexibility and resourcefulness. That
is why we are able to maintain long-term relationships with our clients—more
than 20 years with the City of Chicago, more than 20 years with the Chicago
Marathon, more than 10 years with DePaul University,W'T1W and the Village of
Palatine. it's our attention to detail and our willingness to do whatever it takes
and follow through on our promises that have led to our success. Our measure of
a job well done comes in the waning hours of an event when you throw your arm
over our shoulder and say"We couldn't have done It without you."
We would be happy to discuss our bid with you in detail at your convenience.
We appreciate the opportunity to bid on your event and genuinely took forward to
working with you and your staffl
Sincerely,
Ralph Concepcion
President, Ravenswood Event Services
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V ai'� i�li a 1100 W.Carmak Rd. UM 8411 Chk&M It 8Qi03 Mona;313.633.2100 FA3u 312.i33.9M
BID PROPOSAL
Oak Brook Polo
Event Management
Ravenswood Event Services (RES) proposes to perform the following services for the Oak
Brook Polo series (Event)
Scope of Services
Proposed Schedule
July 6: Hat Day
July 18: Family Day(Ronal! McDonald House)
August 10: Classic
August 17: British
September 14: Argentina
September 21: *Rain Date
Event Management—Ravenswood Event Services {
Upon award of contract, RES will appoint Bryan Cory as your Event Manager. He will be the
primary liaison with Oak Brook(OB). The Event Manager wiq lead a team from RES who will:
• Attend all relevant planning meetings with OB staff,'Polo Committee, and Village
officials.
• Strategize on event content and presentation to maximize the Event's marketability and
growth potential
• Meet with Polo Committee, sponsors, consulates, charity partners, etc. to determine
their on-site operations and hospitality needs.
• Consult on operating procedures including parking operations, ticketing operations,
cash management and sponsor logistics.
• Coordinate operations and logistics for catering contractor Including providing regular
updates on VIP sales,concessions, and sponsor hospitality.
• Update event site plan as necessary and produce maps or plans for distribution.
• Coordinate Village services for the Event(s) including permitsT4;;affls-epeie and
traffic operations.
• Determine quantities and specifications for equipment and materials used for the Event.
Solicit proposals from vendors and/or subcontractors for services or equipment used at
the Event.
• Draft schedule for pre{production, toad-in, and event days.
• Coordinate off site storage operations, if necessary.
• Supervise and coordinate Installation and dismantling of Event site Including tents,
fencing, signage, electrical distribution, etc.
• Provide key coordinators for catering operations and ticketing/Gash management
• Provide a core labor crew during set-up, execution and dismantling phases of event.
Create a Gash management and GGR#91 plan f9F the Event and supewise
implementation.
• Create a security plan for the Event and supervise event security staff.
• Create a communications plan and supervise the distribution of communications
equipment.
• Coordinate a cleaning crew
Sponsorship Sales
Develop and implement a sponsorship strategy for the Event including sourcing, drafting
proposals, contracting with new°^„Gexi6ting sponsors and coordinating the sponsor's
on site activation.
• Assume all logistical and fulfillment needs of existing or renewing sponsors -
Signage, space accommodations, hospitality, day of event logistics (parking, set-
up, power requirements, etc.)
• Sponsorship sales are to include program ad sales, in-kind contributions and
participating sponsorship (marketing).
• Develop media relationships and strategic partnerships with the goal of acquiring media
trade to promote event.
OBIPolo Committee responsibilities:
• Create and manage the global budget for the event including contracting with major
sub-contractors, suppliers and service providers.
• Create and maintain event website.
• Contract with on-line ticketing service for individual and group ticket sales.
• Identify and solicit partnerships with consulates, charities, etc.
• Make initial approach to existing or renewing sponsor or advertiser, negotiate
fees and terms, close sale (contract), collect fees.
• Assist with the sourcing and solicitation of sponsorship partners for the event
• Develop and implement a plan for scheduling volunteer or paid staff for event
operations, especially for token sales, ticket takers and ushers.
Proposed Management Team & Fees (5 Events) $37,000:00-$32,250
Event Management Team Includes
Event Manager
Catering Coordinator
Cach_& Ticketing Manager
Ops Crew (2)
Sponsorship Sales Commissions
See attached Sponsorship Agency Agreement
New Ga6 h 6PGn69F6r&Ad Sales °o
Sales_Ron Wing-Cash Spense'rs ��[}es '10 TB
in Kind Spenser-(budget relieving) 501-
Financial Procedures, Cash Flow and Payment Terms:
1. Management Fee is inclusive of all management labor and services as stipulated above.
2. Management Fee is payable in seven (7) monthly installments of$5,57-1.42 $4,607.14
beginning March 1, 2014 (for services performed in February).
3. *If any scheduled event is canceled or postponed due to weather or other circumstance,
RES will charge an additional$4,900 $4,200.00 to execute a rain date option, which
will be added to the final invoice of the season.
4. OB, the Polo Committee and RES will cooperatively draft production budgets for each of
the events with OB having final approval on total spending.
5. RES will source equipment and service vendors and make recommendations or utilize a
competitive bidding process on behalf of OB.
6. OB enters into rental, purchase or service agreements as necessary for the
implementation of Event operations and manages those accounts.
Qualifications and Exclusions:
• All agreements contingent upon accidents, strikes, acts of God or delay beyond our
control. The RES is not liable for consequential damages.
• Labor rates are quoted at straight time. Labor will be billed for actual hours worked
according to RES work rules and overtime policies.
• The RES reserves the right to complete this project with the use of subcontractors and
rental equipment prior to installation as required.
If the above terms and conditions are acceptable, please sign below and return a copy. We
look forward to working with you on this project.
Sincerely,
Ralph Concepcion
President, Ravenswood Event Services
For Village of Oak Brook
SPONSORSHIP AGENCY
LETTER OF AGREEMENT
OAK BROOK POLO
David Niemeyer
Village of Oak Brook
Via E-Mail
Dear David:
This is to confirm that you have appointed Ravenswood Special Events,Inc., dba"Ravenswood
Event Services"("Agency"or"us")as your exclusive representative for the purposes of securing
and negotiating agreements with corporate sponsors for Oak Brook Polo(the"Event")to be
organized and promoted by the Village of Oak Brook("Owner"or"you"). The Event will take.
place according to the following proposed schedule at the Oak Brook Sports Core:
July 5,2014: Hat Day
July 13,2014: Family Day(Ronald McDonald House)
August 10,2014: Classic
August 17,2014: British
September 14,2014: Argentina
September 21, 2014: Rain Date
1. Term and Offers.
(a) The Term of this Agreement shall commence upon execution of this Agreement and end
October 1,2014 unless terminated earlier or extended in accordance with the terms hereof(the
"Term").
(b) It is understood and agreed that the terms of any offer received by Agency shall be
transmitted to you and you reserve the sole and exclusive right to accept or reject such offer(s),
which you will do within a reasonable time after receipt thereof.
2.Best Efforts.Agency shall use its best efforts to represent the Event to potential corporate
sponsors and shall prepare marketing materials at its expense for use in presenting the Event to
sponsors. You shall have the right to approve all such materials in writing before their use. You
shall have the right in your discretion to participate in any presentations of the Event to potential
sponsors upon consultation with us. We shall keep you informed in writing of all sponsor
contacts and presentations made on behalf of the Event. If Agency fails to present to you at least
$5,000 in bona fide sponsorship offers before June 1,2014 you shall have the right to terminate
this Agreement upon written notice to us and you shall be free to appoint a new sales
representative. Agency shall be entitled only to its commission for sponsorship accepted by you
as of the date of such termination.
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3. Commissions.
(a)New Sponsors As to any sponsorship agreement entered by you during the Term(excluding
those set forth in Paragraph 4),that have not entered into a sponsorship agreement with the Event
prior to the execution of this Agreement for a period at least three years,regardless of Agency's
direct involvement in the negotiations therefor,you shall pay to Agency a commission equal to
Twenty percent(20%) in gross compensation paid and/or payable to you or on your behalf
arising from or otherwise related to each such sponsorship agreement for the entire term of such
sponsorship agreement and any amendments,modifications or substitutions thereof.Agency
shall be solely responsible for its expenses in connection with its representation of you
hereunder.
(b)Existing or Renewing Sponsors As to any sponsorship agreement entered by you within
a period of three years prior to the execution of this Agreement,that renews or extends
their agreement as a result of a direct solicitation by the Owner,the Agency shall not be
entitled to a commission. However,if the Owner grants permission to the Agency to
approach an existing or renewing sponsor AND the sponsor renews or extends their
agreement as the result of a direct solicitation by Agency,you shall pay to Agency a
commission equal to Ten percent(10%) of the gross compensation paid and/or payable to
you or on your behalf.
(c)Negotiated Increases to Existing or Renewing Sponsors(Upsells)As to any sponsorship
agreement entered by you within a period of three(3)years prior to the execution of this
Agreement(with the exception of those explicitly excluded by Client as listed below in sub-
section(4a)),that renews or extends their agreement at an amount that is in excess of the
sponsorship fee paid the previous fiscal year(the base)as a result of a direct solicitation by
Agency,you shall pay to Agency a commission equal to 20 percent(20%)of the gross
compensation in excess of the base.
(d)Activation Fee NOT APPLICABLE As+.-.any sponsenhip agreement entered by you w:+�,
new or preexisting sponsoFs and vvM no Ageney par-tieipation other-than to e-xeeute the
entitlements and pr-ivileges stipulated in their-agr-eement,you shall pay to Ageney a fe@ equal to
Five pe-feent(5-034) of the gFess eampeasatien paid and/of payable to yett or on ye:ur-behalfl.
(e)In-Kind If any sponsorship fee is paid not in cash but in goods or other services with an
agreed cash value of at least$2,000,then Agency shall be entitled to a flat rate of$500 for each
in kind sponsor payable by you in cash within thirty(30) days after the Event takes place.
(�As to any sponsorship agreement accepted by you,Agency shall issue appropriate invoices to
such sponsor,collect all funds advanced, loaned,paid or otherwise payable to you or on your
behalf,deduct Agency's commission and remit the balance to you within fourteen(14)days of
Agency's receipt of same. With each such payment Agency shall render a statement in sufficient
detail to show all funds received,the computation of commissions due Agency and the balance
due you.
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(g)If you reject any such sponsorship offer solicited or negotiated by Agency and subsequently
agree to such sponsorship offer within one hundred twenty(124)days of the initial rejection
thereof upon the same or similar terms and conditions as those originally proposed by Agency
(and/or such sponsor,as the case may be)then the same shall be deemed incorporated hereunder
and Agency shall be entitled to its commission with respect to such sponsorship.
4. Categories Exempt from this Agreement.
(a)Agency shall not be entitled to compensation in connection with the following sponsorships:
(list preexisting sponsors exempt from this Agreenifflt, i.e. McDonalcl's).
(6)Agency shall not solicit any(list categories gfpraraasc that would be unacceptable to
Oimer).
5.Miscellaneous.
(a)Confidentiality. The parties hereto agree to maintain in confidence the terms and conditions
of this Agreement except to the extent that a proposed disclosure of any specific terms or
conditions hereof by either party is authorized in advance by the other party.
(b)Invalidity. The determination that any provision of this Agreement is invalid or unenforceable
shall not invalidate this Agreement,all of said provisions being inserted conditionally on their
being considered legally valid,and this Agreement shall be construed and performed in all
respects as if such invalid or unenforceable provision(s)were omitted.
(c)Non-Assignment Neither parry shall assign this Agreement without the prior written approval
of the other party.
(d)Binding Agreement. This Agreement shall be binding upon the parties,their successors and
assigns.
(e)No Joint Venture or Partnership. This Agreement shall not be deemed to create a joint
venture,partnership,principal-agent,employer-employee or similar relationship between Owner
and Agency.
(fl Governing Law. This Agreement is subject to and shall be construed in accordance with the
Taws of the State of Illinois,except for choice of law provisions. Agency and Owner both consent
to jurisdiction in the state and federal courts located in Illinois and hereby waive personal
service.
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(g)Entire Agreement. This Agreement represents the entire agreement between the parties and
supersedes all other agreements,if any,express or implied,whether written or oral.Neither party
has made and makes no representation of any kind except those specifically set forth herein.
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(h)Notices. Notices by any party to the other hereunder shall be given by certified or registered
mail,return receipt requested,or by fax or by personal delivery, all prepaid.All statements,
payments and notices shall be given at the respective addresses of Agency and Owner hereunder
as set forth in the first page of this Agreement unless written notice of change of address is given
pursuant to the terms of this paragraph.Notice shall be deemed effective forty-eight(48)hours
after posting of mailed notices and sending of faxes or upon hand delivery thereof, except that
notices of change of address shall be effective when received.
If this accurately sets forth our Agreement,please sign below and return a copy to us.
Very truly yours,
Agency
By:
i
Agreed and Accepted
This day of , 20
Event Owner
By:
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