R-1157 - 02/28/2012 - AGREEMENT - Resolutions Supporting DocumentsHIM O.F.5)
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AGENDA ITEM
Regular Board of Trustees Meeting
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February 28, 2012
SUBJECT: Taste of Oak Brook Event Planner Contract
FROM: David Niemeyer, Village Manager
BUDGET SOURCE/BUDGET IMPACT: $19,200 - Sports Core
RECOMMENDED MOTION: Motion to waive bids and hire Ravenswood Event Services at
an estimated cost of $19,200 plus 20% of all sponsorships solicited by Ravenswood Event
Services and approve the attached Resolution 2012 - TASTE- AG -EXI -R -1157.
Background/History:
Last year, Ravenswood Event Services was hired as the Village's event planner for the Taste of
Oak Brook. They did a good job and we are seeking to renew them for another year.
The estimated cost of the contract is $19,200. This is slightly higher than $18,590 last year's
contract, as Ravenswood now has a better idea of what is involved in managing the Taste. They
are also seeking 20% of the proceeds from sponsorships they solicit. They would not receive any
money from sponsors the Village solicits.
Since the total cost of this contract now exceeds my $15,000 authority, the Board should approve
this contract and should also vote to waive bids.
Recommendation:
That the Village Board authorize staff to waive bids and hire Ravenswood Event Services at an
estimated cost of $19,200 plus 20% of all sponsorships solicited by Ravenswood Event Services
and approve Resolution R -1157 for the 2012 Taste of Oak Brook event.
RESOLUTION 2012 - TASTE- AG -EXI -R -1157
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND RAVENSWOOD EVENT SERVICES
TO PROVIDE EVENT PLANNING SERVICES FOR THE TASTE OF OAK BROOK 2012
WHEREAS, the Village is hosting its annual Taste of Oak Brook on July 3, 2012; and
WHEREAS, Ravenswood Event Services of Chicago, Illinois ( "Ravenswood') successfully
planned the 2011 Taste of Oak Brook; and
WHEREAS, the Village and Ravenswood desire to enter into an agreement for Ravenswood to
provide the event planning services for an estimated amount of $19,200.00 ( "Agreement'), which
Agreement is attached to this Resolution as Exhibit A; and
WHEREAS, the Village Manager recommends that the Village waive competitive bidding and
approve the Agreement for the event planning 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 Agreement,
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 planning services shall be, and they are hereby, waived in
accordance with the Section 8 -9 -1 of the Illinois Municipal Code, 65 ILCS 5/8 -9 -1, and Section 1 -7-4 of
the Village Municipal Code.
Section 3: Approval of Purchase of Event Planning Services. The purchase of event
planning services from Ravenswood for an estimated amount of $19,200.00 shall be, and is hereby,
approved.
Section 4: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and Ravenswood in substantially the same form as
attached as Exhibit A and in a final form approved by the Village Attorney.
Section 5: Execution of Agreement. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Agreement on behalf of the Village.
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.
[SIGNATURE PAGE FOLLOWS]
Ayes:
Absent:
APPROVED THIS 28th day of February, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 28" day of February, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012- PW- CNTRCT -R -1157
Event Planning Contract - Ravenswood
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