R-1698 - 01/23/2018 - TASTE - Resolutions Supporting Documents ITEM #6.A.4)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R , K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 23, 2018
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 2018-TASTE-AG-R-
1698, a Resolution Approving and Authorizing an Amendment to the Contract by and
Between the Village of Oak Brook and Ravenswood Event Services for the 2018 Taste of
Oak Brook.
Backuound/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 in 2015 with the provision of one year renewals through 2019.
Ravenswood Event Services has honored the same rate of$21,500 since 2016 and will
honor this rate for 2018 as well.
We are recommending the renewal of the event management services agreement with
Ravenswood Event Services for 2018.
Recommendation:
Staff recommends that the Village Board approve Resolution R-1698.
RG
BOT AGENDA Page 1
REVIEW OF CONTRACTS
Awarding Agency: Village of Oak Brook Type of Contract: Event Planning
Services
Department: Administration/Sports Core Program/Account Number: 816-79400
Awarded Contract Price: $21,500 Budgeted Amount:
r
Q Under $20,000 Q $500,001 - $1,000,000
a $20,000 - $500,000 Q Over $1,000,000
Taste of Oak Brook Event Planning Services
Amendment to the Agreement(reflects change in dates, cost remains same as 2017)
rNae: Donna Settin Date: 1-12-18
Name: Date: j Ia j
Name: Rii Date: 1-12-18
Name: Date:
Q Three (3) Originals signed by other party Date/Initials
Q Original provided to staff member for other party Date/Initials 1
Q Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials:
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 January, 2018, by and
between RAVENSWOOD EVENT SERVICES ("Consultant"). and the VILLAGE OF OAK
BROOD, 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 2.1) 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 2018 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 2018 Taste of Oak Brook Event Planning
Services.
B. Agreement Amount. The Agreement Amount provided in Section ].A of
the Agreement shall be replaced with the following:
"Agreement Amount: Event Operations $8,700.00
Event Labor $9,000.00
Maintenance Staff $3,800.00
Total Cost $21,500.00
4. Full Force.and Effect. Except as specifically modified herein,all other teens 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
Bv: By:
Its: Village Clerk Its: Village Manager
ATTEST: RAVENSWOOD EVENT SERVICES
ay - - -� By ---
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Its its: -- ---
#37935012 vl
EXHIBIT A
SCOPE of SERVICES PROPOSAL
Taste of Oak Brook
July 3, 2018
Ravenswood Event Services (RES) proposes to perform the following services for Taste
of Oak Brook to be held on July 3, 2018 at the Oak Brook Polo Grounds.
RES Scope of Services.
RES will assign an Event Manager who will be responsible for day-to-day
communications between RES and the Village of Oak Brook("Oak Brook")
Operations
Conduct site surveys as necessary and produce maps or plans for distribution.
• Attend all relevant meetings with Oak Brook staff, community representatives
and safety(Police and Fire) personnel.
• In conjunction with Oak Brook staff, create a comprehensive budget for the
event.
• In conjunction with Oak Brook staff, create a parking plan and implement day of
event parking operations.
• 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.
• 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.
• Prepare a comprehensive vendor information and requirement 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 at pre-specified times, pay rates and levels as agreed to in the production
schedule and event budget.
Create a communications plan and supervise the distribution of communications
equipment.
• Insure that any subcontractor or third party vendor has obtained any necessary
licenses or permits and provide evidence of such to Oak Brook.
Hourly Labor Rates
Hourly labor fees will not exceed, in total, the Agreement Amount specified in the
Second Amendment to the Professional Services Agreement dated December 8, 2017.
Labor Supervision $37/hr
Set-Up and Operations Staff $34/hr
Maintenance Staff $22/hr
RESOLUTION 2018-TASTE-AG-R-1698
A RESOLUTION APPROVING AND AUTHORIZING A RENEWAL TO THE CONTRACT BY AND
BETWEEN THE VILLAGE AND RAVENSWOOD EVENT SERVICES
FOR THE 2018 TASTE OF OAK BROOK
WHEREAS, on March 23, 2015, the Village and Ravenswood Event Services ("Ravenswood'I
entered into an agreement ("Agreement" for Ravenswood to provide the Village event management
services for the annual Taste of Oak Brook("Services'j; and
WHEREAS, the Agreement beginning in 2015, provided the Village the option to renew the
Agreement for four additional years; and
WHEREAS,the Village now desires to renew the Agreement for the 2018 Taste of Oak Brook;and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to renew the Agreement for Ravenswood to provide Services for the Village's 2018 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 2018 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 2018-TASTE-AG-R-1698
Authorizing Renewal to Contract
With Ravenswood for Taste 2018
Page 2 of 3
APPROVED THIS 23rd day of January, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 231d day of January, 2018
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2018-TASTE-AG-R-1698
Authorizing Renewal to Contract
With Ravenswood for Taste 2018
Page 3 of 3
EXHIBIT A