R-1604 - 12/13/2016 - TASTE - Resolutions RESOLUTION 2016-TASTE-AG-R-1604
A RESOLUTION APPROVING AND AUTHORIZING A SECOND AMENDMENT TO THE CONTRACT
BY AND BETWEEN THE VILLAGE AND RAVENSWOOD EVENT SERVICES
FOR THE 2017 TASTE OF OAK BROOK
WHEREAS, on March 23, 2015, the Village and Ravenswood Event Services ("Ravenswood'j
entered into an agreement ("Agreement'l for Ravenswood to provide the Village event management
services for the annual Taste of Oak Brook("Services'l; and
WHEREAS, the Agreement beginning in 2015, provided the Village the option to renew the
Agreement for four additional years; and
WHEREAS, the Agreement was first amended in December of 2015 to allow for a slight
adjustment in services; and
WHEREAS, the Village now desires to renew the Agreement for the 2017 Taste of Oak Brook;
and
WHEREAS, in addition to renewing the Agreement, the Village and Ravenswood also desire to
further amend the Agreement pursuant to the amendment attached hereto as Exhibit A ("Amendment'l
to modify the Services provided by Ravenswood; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to renew and amend the Agreement for Ravenswood to provide Services for the Village's
2017 Taste of Oak Brook;
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 Renewal and Amendment. The President and Board of Trustees
hereby approve the Renewal of the Agreement with Ravenswood for the 2017 Taste of Oak Brook and
the Amendment is substantially the same form as attached as Exhibit A and in a final form approved by
the Village Attorney.
Section 3: Authorization and Execution of Amendment. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Amendment between the Village after receipt of
the final Amendment 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]
Resolution 2016-TASTE-AG-R-1604
Authorizing Second Amendment of Contract
With Ravenswood for Taste 2017
Page 2 of 3
APPROVED THIS 13th day of December, 2016
Gopal . almalani
Village President
PASSED THIS 13th day of December, 2016
Ayes: Trustees Adler, Baar, Manzo, Moy, Tiesenga, Yusuf
Nays: None
Absent: None
ATTEST: -
Charlotte K. Pruss
Village Clerk
e
Resolution 2016-TASTE-AG-R-1604
Authorizing Second Amendment of Contract
With Ravenswood for Taste 2017
Page 3 of 3
EXHIBIT A
SECOND AMENDMENT TO
VILLAGE OF OAK BROOK PROFESSIONAL SERVICES AGREEMENT
THIS SECOND AMENDMENT TO VILLAGE OF OAK BROOK PROFESSIONAL
SERVICES AGREEMENT ("Amendment") is made as of this day of December, 2016, by
and between RAVENSWOOD EVENT SERVICES ("Consultant"), and the VILLAGE OF
OAK BROOK, ILLINOIS ("Village").
RECITALS
WHEREAS, Consultant and the Village entered into a certain Village of Oak Brook
Professional Services Agreement dated March 23, 2015 ("Agreement"), pursuant to which, the
Village agreed to obtain from Consultant, and Consultant agreed to provide the Village with
event management services for the Taste of Oak Brook ("Services"), which Services are defined
in Section 2.B the Agreement;
WHEREAS, pursuant to Section 2.D of the Agreement, the Village may renew the
Agreement for four additional years;
WHEREAS, the Village now desires to renew the Agreement for an additional year;
WHEREAS, in addition to renewing the Agreement, the Parties also desire to amend the
Agreement to modify the Services provided by Consultant.
NOW THEREFORE, for and in consideration of the recitals set forth above and other
good and valuable consideration, the receipt, adequacy and sufficiency of which are hereby
acknowledged,the Parties agree as follows:
1. Construction. Capitalized terms used herein but not otherwise defined shall have
the meaning ascribed to such terms in the Agreement.
2. Extension of Term. Pursuant to Section 2.1) of the Agreement, the Agreement is
hereby renewed by the Village for the Village's 2017 Taste of Oak Brook ("Extension Term"),
unless the Agreement is sooner terminated in accordance with the terms of the Agreement. The
Extension Term shall be on the same terms and conditions contained in the Agreement, except as
expressly set forth in this Amendment.
3. Amendments to the Agreement. The Agreement is hereby amended as follows:
A. Services to be Provided. The Proposal Agreement attached to the
Amendment as Exhibit A is modified to reflect the 2017 Taste of Oak Brook Event Planning
Services.
B. Agreement Amount. The Agreement Amount provided in Section LA of
the Agreement shall be replaced with the following:
"Agreement Amount: Event Operations $8,700.00
Event Labor $9,000.00
t
Maintenance Staff $1800.00
Total Cost $21,500.00"
4. Full Force and Effect. Except as specifically modified herein, all other terms
confirmed.
5. Inconsistencies. In the event of inconsistencies between the Agreement and this
Amendment,this Amendment will control.
IN WITNESS WHEREOF, Consultant and the Village have respectively executed this
Amendment to be effective as of the date first above written.
ATTEST: VILLAGE OF OAK BROOK
By: B
Its: Village Clerk Its: Vil age M
ATTEST: RAVENSWOOD EVENT SERVICES
tt .
By: By
Its: NAUAM& Its:
#37935012_vl
EXHIBIT A
#37935012 vi
mom, 1100W.Ormak64. Unit$411 CNeago,11.60606 Phone:312.633.2600 Pax:312.633.9880
December 5, 2016
Riccardo F. Ginex
Village Manager
Village of Oak Brook
1200 Oak Brook Rd.
Oak Brook, IL 60523
Via E-Mail to: RGinex cDoak-brook.org
PROPOSAL
2017 Taste of Oak Brook
Event Management
Ravenswood Event Services (RES) proposes to perform the following services for the
2017 Taste of Oak Brook to be held on July 3, 2017 (Event):
Scope of Services
RES will assign an Event Manager who will be responsible for day to day
communications between the Village of Oak Brook and RES.
Operations
• Conduct site surveys as necessary and produce maps for distribution.
• Attend meetings with Oak Brook staff, community representatives, and
safety (Police and Fire) personnel.
• In conjunction with Oak Brook staff, develop a comprehensive budget for the
event.
• In conjunction with Oak Brook staff, develop a parking plan and implement
day of event parking operations.
• Source, book, and coordinate live performers for the event that appeals to a
diverse audience with a special emphasis on entertainment geared towards
young families.
• Determine quantities and specifications for equipment and materials used for the
event and solicit proposals from qualified vendors and/or subcontractors for
services or equipment to be used at the event.
• Prepare a comprehensive vendor information and requirements package for
distribution to potential food & beverage vendors at the event.
• Coordinate a food & beverage service plan in conjunction with Oak Brook staff
and committee of experienced vendors.
• Draft schedule for pre-production, load-in, and event day.
• Supervise and coordinate installation and dismantling of event site including tents,
stages, barricades, electrical distribution, etc.
• Provide a core labor crew during set up, execution, and dismantling phases of
event.
• Create a communications plan and supervise the distribution of communications
• Hire and supervise a cleaning crew.
Oak Brook Responsibilities
• Provide overall event marketing strategies including concept, sponsorship and public
relations.
• Coordinate public safety and provide security personnel for the event.
• Secure all temporary permits for the event including liquor, food and fireworks permits
• Assist RES with community relations, specifically in obtaining the approval and
cooperation of the local residents, city officials and police
• Oak Brook will secure event insurance and name Ravenswood Event Services as
additionally insured.
Proposed Management Team & Fees
Event Operations $8,700.00
Labor& Outside Services
Event Labor $9,000.00
Maintenance Staff $3,800.00
Financial Procedures, Cash Flow and Payment Terms:
1. 90 days prior to the event date, Oak Brook and RES agree on a not to exceed budget for
the event.
2. RES will use its history and credit with equipment and service providers to negotiate the
lowest possible pricing.
3. RES will submit an invoice to Oak Brook in three monthly installments, beginning in May
2017.
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.
• RES agrees to maintain a $5,000,000 comprehensive general liability policy and to
name Oak Brook as additionally insured.
• The RES reserves the right to complete this project with the use of subcontractors and
rental equipment prior to installation as required.
• Permit fees and applicable insurance requirements necessary for the issuance of
permits are the responsibility of the client.
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.
S' el y,
Iph C ncepcio
avens ood Event Services
4
For Village of Oak Brook
1 I
''•rte. l�f..— •
REVIEW OF CONTRACTS
Awarding Agency: Village of Oak Brook Type of Contract: Event Planning
Services
Department: Administration/Sports Core ± Program/Account Number: 816-79400
1
i
s Awarded Contract Price: $21,500 Budgeted Amount:
CONTRACT AMOUNT
❑ Under $20,000 Q $500,001 - $1,000,000
Fx] $20,000 - $500,000 Over $1,000,000
NOTES
Taste of Oak Brook Event Planning Services
Amendment to the Agreement(reflects change in dates,cost remains same as 2016)
DEPARTMENT DIRECTOR SIGNATURE
Name: Donna Settin Date: 12-6-16
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Name
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Date:
FINAL RE TO RNEY SLG�yATUR
� Name t_... Date.
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Three (3) Originals signed by other party Date/Initials
F� Original provided to staff member for other party Date/Initials 1
E] Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: