R-1242 - 02/26/2013 - TASTE - ResolutionsRESOLUTION 2013 - TASTE -AG -R -1242
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 2013
WHEREAS, the Village is hosting its annual Taste of Oak Brook on July 3, 2013; and
WHEREAS, Ravenswood Event Services of Chicago, Illinois ( "Ravenswood ") successfully
planned the 2012 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 $19,800.00 ( "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 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 $19,800.00 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]
APPROVED THIS 26th day of February, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of February, 2013
Ayes: Trustees Aktipis, Manzo, Moy, Yusuf
Absent: Trustees Wolin and Zannis
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Resolution 2013 — TASTE -AG-R -1242
Event Planning Contract - Ravenswood
Page 2 of 2
ATTE T:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
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TASTE OF OAK BROOK
EVENT SUPPORT AGENCY AGREEMENT
This agreement (the "Agreement ") made February 11, 2013 between the Village of Oak
Brook, of 1200 Oak Brook Road, Oak Brook, Illinois (the "Village "), and Ravenswood
Special Events, Inc., dba Ravenswood Event Services (RES), dba Shop Class (Shop
Class) of 1100 West Cermak Road, Suite B411, Chicago, Illinois.
1. EMPLOYMENT OF EVENT SUPPORT AGENCY. The Village contracts with
RES to provide festival support for the Taste of Oak Brook (the "Event "), scheduled to
take place on July 3, 2013 at the Oak Brook Polo Grounds.
2. TERM OF AGREEMENT. This Agreement is to commence on the effective date
stated above, and to terminate on July 31, 2013.
3. DUTIES OF RAVENSWOOD EVENT SERVICES
EVENT OPERATIONS
A. EVENT OPERATION AGENT. As the Village's exclusive Event Operation Agent,
RES will:
i. Conduct site surreys as necessary and produce maps or plans for
distribution.
ii. Attend all relevant meetings with Oak Brook staff, community
representatives and safety (Police and Fire) personnel.
hi. In conjunction with Oak Brook staff, create a comprehensive budget for
the event.
iv. In conjunction with Oak Brook staff, create a parking plan and implement
day of event parking operations.
V. Source potential live entertainment, and pending Oak Brook approval,
book and coordinate live entertainment for the event that appeals to a
diverse audience with a special emphasis on entertainment geared toward
young families.
vi. 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 used at the event. Submit
qualified bids to Oak Brook for budget approval.
vii. Prepare a comprehensive vendor information and requirement package
for distribution to potential food & beverage vendors at the event.
viii. Coordinate a food & beverage service plan in conjunction with Oak Brook
Staff and committee of experienced vendors.
ix. Draft schedule for pre - production, load -in, and event day.
X. Supervise and coordinate installation and dismantling of event site
including tents, stages, barricades, electrical distribution, etc.
Xi. Provide a labor crew during set -up, execution and dismantling phases of
event at pre- specified times, pay rates and levels as agreed to in the
production schedule and event budget.
xii. Create a communications plan and supervise the distribution of
communications equipment.
xiii. Insure that any subcontractor or third party vendor has obtained any
necessary licenses or permits and provide evidence of such to Oak Brook.
B. EVENT OPERATION FEES. The Village agrees to pay RES the following:
Management Fees $8,000.00
Event Labor (estimate) $8,000.00
Maintenance Labor (estimate) $3,800.00
The above estimates are based on the following RES Labor Rates
Labor supervision $36 /hr
Set -Up and Operation Staff $28 /hr
Maintenance Staff $20 /hr
SPONSORSHIP
A. SPONSORSHIP AGENT. As the Village's non - exclusive sponsorship agent,
SHOP CLASS will:
i. Develop strategies to attract and retain business /corporate sponsors at all
giving levels especially from $500 - $25,000.
ii. Research corporate prospects for possible sponsorships at al! levels.
iii. Cultivate and steward business and corporate sponsorship.
iv. Assist Village Staff in preparing solicitations /proposals, supplemental
materials and thank you letters for corporate prospects and existing
sponsors.
V. Ensure corporate benefit requirements are implemented including
signage, logo placement, special promotions, talking points, receptions,
and all sponsorship related recognition /benefits.
vi. Ensure compliance with sponsorship requirements, including complying
with the terms and conditions of the Sponsorship Agreement, providing full
payment of Sponsorship fee, and providing in -kind donation.
B. SPONSORSHIP FEES. The Village agrees to pay SHOP CLASS for any
sponsorships received during the term of this Agreement based the following fee
schedule;
i. 20% of Sponsorship Revenue totaling up to $25,000.00.
ii. 25% of Sponsorship Revenue exceeding $25,000.00.
iii. $500.00 for each In -Kind donation. Value of In -Kind Sponsorship must
exceed $2,000.00.
iv. In the event that an existing sponsorship is renewed due to SHOP
CLASS's efforts during the term of this Agreement, the Village shall pay
SHOP CLASS 10% of the Sponsorship Revenue generated by the
renewal of that sponsorship.
V, All sponsorship agreements solicited by SHOP CLASS will be between
the sponsor and SHOP CLASS.
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vi. Commissions to SHOP CLASS will be paid upon receipt of sponsorship
fees, or in the case of in -kind sponsorships, following the completion of
services.
A, The balance of sponsorship fees (after commissions) wilt be paid to the
Village within 15 days upon receipt of said fees with an accompanying
statement detailing the transaction.
C. NON EXCLUSIVITY.
I, SHOP CLASS will only solicit sponsorship to pre- approved sources.
ii. Sponsorship commissions will only apply to sponsorship agreements
solicited solely by SHOP CLASS and will not be applied to any
sponsorships that are or were negotiated by the Village of Oak Brook.
VILLAGE RESPONSIBILITIES
A. DUTIES OF VILLAGE, The Village shall:
i. Provide overall event marketing strategies including concept, sponsorship
and public relations.
ii. Coordinate public safety and provide security personnel for the event.
iii. Secure (or require third party vendors to secure) all temporary permits for
the event including liquor, food and fireworks permits,
iv. Assist RES with community relations, specifically in obtaining the approval
and cooperation of the local residents, city officials and police.
V. Oak Brook will secure event insurance and name Ravenswood Event
Services as additionally insured.
4. PERFORMANCE CONTRACTS. Prior to entering into any and all Agreements
for the Event, RES must receive written consent from the Village to enter into such
Agreement. Written consent may be granted by the Village via e-mail, facsimile or U.S.
mail. The Village shall not be liable for any obligations or liability arising out of any
Agreements entered into by RES for the Event.
5. REPRESENTATIONS AND WARRANTIES. Each parry hereto represents,
warrants and covenants to others as follows:
• It has the full right and legal authority to enter into and fully perform this
Agreement in accordance with the terms and conditions hereof; and
• The execution, delivery and performance of this Agreement does not and will
not violate or case a breach of any other agreements or obligations to which it
is a parry or by which it is bound, and no approval or other action by any
governmental authority or agency, or any other individual or entity, is required
in connection herewith.
6. INSURANCE. RES will purchase and maintain insurance of the following
types with the following minimum limits:
• Comprehensive General Liability
Bodily Injury & Property Damage ...............$5,000,000
• Comprehensive Automobile Liability
Bodily Injury & Property Damage....... I.......$1,000,000
Workers' Compensation ...............Statutory benefits required in Illinois
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RES will furnish evidence of such insurance to the Village prior to the start of the Event.
The evidence shall be in the form of a Certificate of Insurance which shall name the
Village as an additional insured. The certificate shall contain a clause indicating that a
30 -day notice of cancellation or material change will be provided to the Village. RES
shall keep such insurance in effect during the Term of the Agreement.
7. INDEMNITY. RES agrees to indemnify, hold harmless, and defend (or pay the
VILLAGE for the costs of defense) the VILLAGE and any of its officers, employees, or
agents from and against all liability, claims, demands, and causes of action arising out
of or related to any loss, damage, injury, death, or loss or damage to property resulting
from any negligence, errors or omissions by the RES in the performance of this
Agreement, unless such loss, damage, injury, or loss or damage to property results
from or arises out of the negligent acts or omissions by the VILLAGE or its officers,
employees or agents.
VILLAGE agrees to indemnify, hold harmless, and defend (or pay the RES for the costs
of defense) the RES and any of its officers, employees, or agents from and against all
liability, claims, demands, and causes of action arising out of or related to any loss,
damage, injury, death, or loss or damage to property resulting from any negligence,
errors or omissions by the VILLAGE in the performance of this Agreement, unless such
loss, damage, injury, or loss or damage to property results from or arises out of the
negligent acts or omissions by the RES or its officers, employees or agents.
In the event of joint or concurrent negligence of RES and VILLAGE, each shall bear that
portion of the loss or, expense that its share of the joint or concurrent negligence bears
to the total negligence (including that of third parties) which caused the personal injury
or property damage.
8. GOVERNING LAW. This Agreement has been entered into in Illinois, is subject
to and governed by the laws of that state, and may be specifically enforced there. RES
consents to the service of process in any action under this Agreement by registered
mail, return receipt requested, and further consents to the jurisdiction of the courts of
Illinois in any such action.
9. ENTIRE AGREEMENT. This Agreement shall constitute the entire agreement
between the parties and any prior understanding or representation of any kind
preceding the date of this Agreement shall not be binding upon either party except to
the extent incorporated in this Agreement.
10. MODIFICATION OF AGREEMENT. Any modification of this Agreement or
additional obligation assumed by either party in connection with this Agreement shall be
binding only if placed in writing and signed by each party or an authorized
representative of each party.
11. EFFECT OF PARTIAL INVALIDITY. The invalidity of any portion of this
Agreement will not and shall not be deemed to affect the validity of any other provision.
If any provision of this Agreement is held to be invalid, the parties agree that the
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remaining provisions shall be deemed to be in full force and effect as if they had been
executed by both parties subsequent to the expungement of the invalid provision.
12. NO WAIVER. The failure of either party to this Agreement to insist upon the
performance of any of the terms and conditions of this Agreement, or the waiver of any
breach of any of the terms and conditions of this Agreement, shall not be construed as
subsequently waiving any such terms and conditions, but the same shall continue and
remain in full force and effect as if no such forbearance or waiver had occurred.
13. COUNTERPARTS. This Agreement may be executed in one or more
counterparts and by facsimile signature, each of which shall be deemed original, and all
of which together will constitute one and the same instrument.
In witness whereof, this Agreement is executed as of the date set forth above.
RaZe:2- E nt Services
ByIts:
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Village of Oak Bjrook�
Its: Village Manager
Date: cad-- --�!n -a O /3