R-2126 - 08/08/2023 - MARKETING - Resolutions Supporting DocumentsVI LLAC E OF
ITEM 8.B.7
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
12OO OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 8, 2023
SUBJECT: Award of Contract - Marketing and Advertising Campaign for Hotels of
Oak Brook
+FROM: Joseph P. Mitchell, Assistant Village Manager
BUDGET SOURCE/BUDGET IMPACT: $186,666.64 is available in the FY2023
Budget under Advertising Services, 17l-73600 (Hotel,Motel Tax -
Advertising/Promotion).
RECOMMENDED MOTION: I move that the Village Board approve Resolution R-
2126 awarding an agreement to TimeZoneOne, of Chicago, Illinois, for the Marketing
and Advertising Campaign for Oak Brook Hotels in the amount not to exceed
$ l 86,666.64.
Backgrou nd/Histon :
A Request for Proposals (RFP) for Marketing and Advertising Campaign for Oak Brook
Hotels uas published and placed on the Village's website on January 3, 2023. Additionally,
the Village sent the proposal to thirteen (13) marketing firms for consideration. The
Village received eight (8) proposals. After an extensive review of all proposals and
subsequent interviews, staff and the Hotel Committee determined that TimeZoneOne
submitted the proposal rl'ith the best or.erall value to the Village and the seven (7) Hotels
of Oak Brook.
If approved by the Board, TimeZoneOne will collaborate with Staff and the Hotel
Committee to create a robust Media Campaign that showcases the exceptional amenities
of the seven (7) Oak Brook hotel client partners in order to increase ovemight stays and
visitors to the Village. As outlined within the agreement, TimeZoneOne u,ill be
responsible for the development of creative elements of the campaign, supporting
current and newll established assets, overseeing the existing microsite hosting, and
updating pertinent informalion to match the mutually agreeable media campaign.
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The initial agreement of four (4) calendar months shall begin, upon mutual acceptance of
sen,ices, on August 9, 2023, through December 3l , 2023. The Village Board will then have
the option to au'ard additional one-)ear extensions beginning January 1,2024.
Recommendation:
That the Village Board approve Resolution R-2121 awarding an agreement awarding an
agreement to TimeZoneOne, of Chicago, Illinois, for the Marketing and Advertising
Campaign for the Oak Brook Hotels in the amounl not to exceed $186,666.64.