R-1337 - 03/11/2014 - CONTRACTS - Resolutions Supporting Documents ITEM 10.0.1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
March 11, 2014
SUBJECT: Polo Event Planner Contract
FROM: David Niemeyer, Village Manager
BUDGET SOURCE/BUDGET IMPACT: $32,250.00 - Sports Core
RECOMMENDED MOTION: Motion To Approve 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.
Background/History:
In 2011, Ravenswood Event Services was hired as the Village's event planner for the Taste of
Oak Brook. They have done a great job for the Village in the past and we are now seeking their
services for the 2014 Polo Season. The estimated cost of the contract is $32,250. They will also
assist the Polo Committee in soliciting sponsors/donations. With any new sponsorships
Ravenswood Events secure they will receive 20% of the sponsorship fee.
Ravenswood will be attending all polo committee and other relevant meetings. They will
coordinate with our sponsors and Ronald McDonald House to make sure their needs are fulfilled
at each event. They will consult and guide us on parking operations, ticketing operations, cash
management and sponsor logistics. For each match they will develop a production schedule and
oversee the installation and dismantling of the event site. They will provide and oversee the food
vendor, cleaning crew and labor crew.
The Village will maintain responsibility for the production and distribution of event tickets,the
event program, and a cash management system. We will also maintain the event website,
contract with an on line ticketing service, approach existing sponsors and find new sponsors,
schedule volunteers, and assist with the many partners for this event, including special groups
like the Argentinean Consulate, the polo teams and players, media, DCVB, special group
outings, etc.
For the manager's office, polo has become one of the top labor intensive projects we manage
each year. Last year, Blaine spent about 1000 hours on this project, and others including myself,
Rose Kane, Ejaz Khan, our interns and other staff members spent several hundred hours on this
project. Committee members also spent hundreds of hours volunteering last season. A
This year,the Polo Committee is working to take polo to the next level. We have created a
number of subcommittees and are soliciting new partners. This takes more time, but thankfully
we have an outstanding committee, many who are working several hours each day to improve
polo this year. Most importantly, reflected in the revised budget also being reviewed by the
Board tonight, we are striving to make polo stronger on a financial level, and we need an event
planner like Ravenswood to help us accomplish this. At this point, Sharon, myself, and our
intern are spending several hours a week on polo. Even if we hire Ravenswood,the committee
and staff will still need to spend considerable hours managing polo. Ravenswood will provide
the event management expertise, cost saving ideas, and sponsorship contacts that we need to
make the 2014 polo season the best ever!
Recommendation:
That the Village Board authorizes staff to waive bids and hire Ravenswood Event Services at an
estimated cost of$32,250 plus 20% of all new sponsorships solicited by Ravenswood Event
Services and approve Resolution R-1337 for the 2014 Polo Season.
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
Page 2 of 2
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.
APPROVED THIS 11th day of March, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of March, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk