R-1515 - 12/08/2015 - TASTE - Resolutions Supporting Documents OF 041r 69 ITEM 8.E. 1)
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AGENDAITEM
Regular Board of Trustees Meeting
of
December 8, 2015
SUBJECT: Taste of Oak Brook Event Planner Agreement
FROM: Riccardo Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: $21,500 - Sports Core
RECOMMENDED MOTION: Motion To Approve Resolution 2015-TASTE-AG-R-515, A
Resolution Approving And Authorizing An Amendment To The Contract By And Between The
Village Of Oak Brook And Ravenswood Event Services For The 2016 Taste Of Oak Brook.
Background/History:
In November of 2014 the staff conducted a Request for Proposal process for event management
services for the Taste of Oak Brook. Ravenswood Event Services was awarded the agreement
with the provision of one year renewals through 2019.
Staff recommended to Village Manager Ginex that Ravenswood Event Services provides the best
overall value to the Village for event management services for the Taste of Oak Brook. This
decision was based on the long standing success of the Taste of Oak Brook under their
management.
Ravenswood Event Services has honored the same rate ($19,800) since 2013. This year they are
requesting a slight increase in their fees of$1,700 over last year creating an amendment to the
agreement. Staff agrees with their request for a minimal increase.
The proposed cost of the amended contract is $21,500.
Recommendation:
That the Village Board approve Resolution R4515. LS 16
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RESOLUTION 2015-TASTE-AG-R-1515
A RESOLUTION APPROVING AND AUTHORIZING AN AMENDMENT TO THE CONTRACT BY AND
BETWEEN THE VILLAGE AND RAVENSWOOD EVENT SERVICES
FOR THE 2016 TASTE OF OAK BROOK
WHEREAS, on March 23, 2015, the Village and Ravenswood Event Services ("Ravenswood'
entered into an agreement ("Agreement'l for Ravenswood to provide the Village event management
services for the 2015 Taste of Oak Brook("Services'l; and
WHEREAS, the Agreement provided the Village the option to renew the Agreement for the 2016
Taste of Oak Brook; and
WHEREAS, the Village now desires to renew the Agreement for the 2016 Taste of Oak Brook;
and
WHEREAS, in addition to renewing the Agreement, the Village and Ravenswood also desire to
amend the Agreement pursuant to the amendment attached hereto as Exhibit A ("Amendment's to
modify the Services provided by Ravenswood and to adjust the price of the Agreement to reflect the
modifications; 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
2016 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 2016 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 2015-TASTE-AG-R-1515
Authorizing Amendment of Contract
With Ravenswood for Taste 2016
Page 2 of 3
APPROVED THIS 8"day of December, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of December, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2015-TASTE-AG-R-1515
Authorizing Amendment of Contract
With Ravenswood for Taste 2016
Page 3 of 3
EXHIBIT A
#37935315 v1
........... ........... -------------- ................. ..........
FIRST AMENDMENT TO
VILLAGE OF OAK BROOK PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO VILLAGE OF OAKBROOK PROFESSIONAL
SERVICES AGREEMENT ("Amendment") is made as of this ay of December, 2015, 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 t he Village with
event management services for the Taste of Oak Brook("Services"),which Services are defined
in Section 23 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 and to appropriately adjust the cost of
the Services based on such modifications.
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.D of the Agreement,the Agreement is
hereby renewed by the Village for the Village's 2016 Taste of Oak Brook("Extension Tenn"),
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 attached to the Agreement as
Exhibit B is hereby replaced in its entirety with the proposal attached to this Amendment as
Exhibit A.
B. Agreement Amount. The Agreement Amount provided in Section 1.A of
the Agreement shall be replaced with the following:
"Agreement Amount: Event Operations $8,700.00
Event Labor $9,000.00
Approved as to Forn
Date:
.�:... . ......... . _
Maintenance Staff $3,500.00
Total Cost $21,500.00"
4. Full Force and Effect. Except as specifically modified herein, all other terms
and conditions of the Agreement shall remain in full force and effect and are hereby ratified, and
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
1
B
By; /ytf� y:
Its: Village Clerk Its: Village Manager
ATTEST:
RAVENSWOOD EVENT SERVICES
B By. .a
Its' Its:
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REVIEW OF CONTRACTS
Awa ding Agency: Village of Oak Brook Type of Contract: Event Planning Services
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Department: Administration/Sports Core [ Program/Account Number: 816-79400
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Awarded Contract Price: $21,5oo I Budgeted Amount:
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Village of OA Brook I Approved by Board of Trustees- DatcJfnidals:___-