R-1845 - 01/14/2020 - MARKETING - Resolutions ITEM 6.C.2
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B Rq K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 14, 2020
SUBJECT: 2020 Hotel Marketing Plan
FROM: Riccardo F. Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: $54,000/171-73600
RECOMMENDED MOTION: To Approve Resolution 2020-MRKTG-AG-R-1845, A
Resolution Approving the Waiver of Competitive Bidding and Authorizing A
Retainer Fee Services Agreement for Advertising and Marketing Services by and
Between the Village of Oak Brook and Point B Communications.
Backaround/Historv:
Point B Communications has presented the proposed Hotels of Oak Brook Strategy and
Marketing Plan for 2020 at a previous Village Board Meeting.
The Hotel Convention and Visitors Committee has been very pleased with results of the
Hotels of Oak Brook website and the innovative marketing plan that Point B
Communications had done in 2015, 2016, 2017, 2018 and 2019. The Hotel General
Managers and their marketing personnel met with and worked closely with Point B to
come up with a solid marketing plan for 2020.
Since a long-term agreement was not awarded in 2012 when the Village conducted an
RFP, we are requesting to waive competitive bidding and enter into a one-year agreement
with Point B Communications for marketing services for the 2020 year.
Per the agreement, the monthly retainer fee is $4,500 for a total yearly cost of$54,000.
This is an adjusted fee due to the amount of additional marketing avenues requested for
2020. This is a monthly increase of$550 from 2019.
Recommendation:
The Village Board approves Resolution R-1845 for Marketing Services with Point B
Communications.
BOT AGENDA Page 1 R6
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION 2020-MRKTG-AG-R-1845
A RESOLUTION APPROVING THE WAIVER OF
COMPETITIVE BIDDING AND AUTHORIZING A RETAINER
FEE SERVICES AGREEMENT FOR ADVERTISING AND
MARKETING SERVICES BY AND BETWEEN THE VILLAGE
OF OAK BROOK AND POINT B COMMUNICATIONS
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak
Brook on this the 110 day of January 2020
RESOLUTION 2020-MRKTG-AG-R-1845
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING A
RETAINER FEE SERVICES AGREEMENT FOR ADVERTISING AND MARKETING SERVICES
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND POINT B COMMUNICATIONS
WHEREAS, the Village has purchased marketing, advertising, and promotion services to market
the hotels, restaurants, entertainment venues, and retail sales facilities in the Village ("Marketing
Services' from Point B Communications ("Point B")since 2008; and
WHEREAS, Point B has satisfactory provided Marketing Services to the Village; and
WHEREAS, the Village desires to enter into a new one-year agreement for Point B to continue to
provide Marketing Services to the Village, which agreement is attached hereto as Exhibit A and
incorporated herein ("Agreement's; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, 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 for Point B to provide Marketing Services; and
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 the Marketing Services shall be,and they are hereby,waived in accordance with Section
1-7-4 of the Village Code.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve the
Agreement with Point B in substantially the same form as attached as Exhibit A,and in a final form approved
by the Village Attorney.
Section 4: Authorization and Execution of Agreements. The Village President and Village Clerk
shall be, and hereby are,authorized to execute the Agreement between the Village and Point B after receipt
of the final Agreement fully executed by Point B.
Section 5: 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]
Resolution 2020-MRKTG-AG-R-1845
Authorizing Agreement with Point B for Marketing Services
Page 2 of 3
APPROVED THIS 14th day of January, 2020 '
Jr
Gopal G. Lalmalani _.--
Village President
PASSED THIS 14th day of January, 2020
Ayes: Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: None
Absent: None
Ir 61 ATTEST:
t
r Charlotte K. Pruss
�C3 - Village Clerk