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HomeMy WebLinkAbout02-145 Resolution No. 02-145 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CHICAGO SPECIAL EVENTS MANAGEMENT FOR THE ELGIN FOUR BRIDGES BIKE RACE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Chicago Special Events Management for the Elgin Four Bridges Bike Race on July 12 , 2002 , a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: April 24 , 2002 Adopted: April 24 , 2002 Omnibus Vote : Yeas : 7 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this 1 �, day of ,2002, by and between the City of Elgin,Illinois,a municipal corporation,(hereinafter referred to as"City") and Chicago Special Events Management, an Illinois corporation (hereinafter referred to as "CSEM"). WHEREAS,City and CSEM have each determined it to be in their best interests to conduct an organized racing event within the City(hereinafter referred to as"Event"). NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows: 1. CSEM shall provide all services reasonably necessary and to the best of its ability to conduct Event,which shall occur on July 7,2002,pursuant to the route and schedule attached hereto as Attachment "A". Such services shall include, but not be limited to administrative services production, recruitment of contestants, advertising, securing sponsors, on-site management and organization,coordination ofvolunteers,marketing,providing for sanctioned officiating,coordination of Event with all applicable governing supporting bodies, trash removal, race site cleanup and staff management. 2. City shall pay to CSEM the total sum of$50,000 pursuant to the dates provided for herein, but in no event later than July 12, 2002. 3. CSEM shall employ reasonable efforts to secure event sponsorships to provide additional funding for Event. 4. CSEM shall adhere to the requirements of the budget attached hereto and made a part hereof as Attachment"A". 5. CSEM shall respond to all inquiries from Event participants. City shall respond to all inquiries from visitors to Event. 6. City shall provide street closure barricades, street closing notices, necessary municipal facilities,paramedics and ambulances on site,police, street sweeping,traffic rerouting and no parking signs as appropriate in City's sole discretion. 7. CSEM shall provide for all volunteer marshalls. 8. CSEM shall provide for all reasonably necessary Event organization and conduct except as otherwise specifically provided herein, including but not limited to hospitality services and exhibit areas provided in conjunction with Event. 9. CSEM shall provide all hotel rooms and accommodations as required for Event officials and CSEM, its employees, agents and volunteers. 10. CSEM shall provide City with general liability insurance written in occurrence form for. Event, naming City as additionally insured, in an amount of not less than $1,000,000. Such insurance shall apply as primary insurance with respect to any other insurance or self- insurance program afforded to City. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, and alternatively, if the insurance states that it is excess or pro rata, it shall be endorsed to be primary with respect to City. 11. This agreement or any part thereof will not be assigned or transferred by CSEM to any person, firm, corporation, or partnership that acquires ownership or management of CSEM. This agreement or any part hereof shall not be transferred, conveyed or assigned by City, nor shall the use of the rights, duties or obligations granted under this Agreement in whole or in part be granted by City without the prior written consent of CSEM. 12. The parties are acting herein as independent contractors. Nothing herein contained shall create or be construed as creating a partnership or joint venture. The parties agree that neither entity shall have the authority to bind the other in any respect whatsoever without prior approval from the other party. Each party shall be solely responsible for all wages, income taxes, worker's compensation and any other requirements for all its personnel and any of its supplies pursuant to this agreement. Each party shall be responsible solely for any items or vehicles brought to the event by its personnel including employees, agents, representatives or volunteers. 13. The failure of either party hereto to comply with the terms and conditions hereof because of an act of God, strike labor troubles,war, fire, earthquake, act of public enemies,action of federal or state authorities or for any reason beyond the reasonable control of such party,shall not be deemed as a breach of this agreement except in the event of cancellation by the other party without due cause. 14. In the event that Event is cancelled for any reason which is not the result of a breach of this agreement by CSEM prior to July 1, 2002, CSEM shall reimburse City for all payments made by City to CSEM pursuant to this agreement with the exception of documented expenses previously incurred by CSEM and not recoverable. Such a reduction for documented expenses shall not exceed $5,000. In the event that Event is cancelled on or after July 1, 2002, CSEM shall reimburse City as provided in this paragraph, but shall be entitled to retain or be paid by City a minimum sum of $15,000 and a maximum sum of$30,000 for such documented expenses. In no event,however,shall City be required to pay a sum in excess of$50,000. 15. In the event CSEM breaches this agreement or any material term or provision thereof, CSEM shall refund any funds paid by City to CSEM upon 30 days written notice. CSEM shall not be entitled to any funds from City in the event of such a breach and the City may pursue all relief available to it under the law as a result of CSEM's breach. 16. City may terminate this agreement for any reason. In the event City terminates this agreement for any reason other than a breach by CSEM,City shall provide CSEM with fourteen(14) days written notice of such termination. In the event oftermination by City for any reason other than a breach by CSEM, CSEM shall retain only such funds as are provided for in paragraph 14 herein. 17. On or before April 1, 2002 CSEM must provide City with a public relations and advertisement schedule. 18. On or before May 1, 2002 CSEM must provide City with sponsor updates, a course layout for Event, including but not limited to a site plan for the start and finish areas of Event. 19. On or before June 1, 2002 CSEM must provide City with a certificate of insurance as provided for herein,updated sponsorship and media reports and coordinated setup details for Event. 20. On or before July 1, 2002 CSEM must provide City with final plans, including but not limited to an event timetable and agenda. 21. CSEM shall hold harmless,defend and indemnify City,its agents,employees,volunteers and assigns from and against any and all causes of action, suits, claims for damages, and any and all other liability of whatsoever nature arising out of or in connection with CSEM or its agents, employees or volunteers, negligent or reckless performance of this agreement. In the event of any action against City,its officers,employees or agents covered by the foregoing duty to indemnify,hold harmless and defend, such action shall be defended by counsel of City's choosing. 22. CSEM shall use its best efforts to conduct fund raising to defray expenses of whatsoever nature associated with or arising out of Event. CSEM shall provide City with a written report of such efforts and of Event no later than August 16, 2002. 23. This agreement shall be subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this agreement shall be in the circuit court of Kane County, Illinois. 24. The terms of this agreement shall be severable. In the event of any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect. 25. This agreement is the sole agreement between the parties hereto. There are no other agreements, either written or oral, which modify or affect the terms of this agreement. This agreement shall not be modified or amended without the written agreement of the parties hereto. IN WITNESS THEREOF,the parties hereto have executed this agreement as of the day and written below. Agreed and accepted on this g�' day of AD(% I , 2002. CITY OF ELGIN CHICAGO SPECIAL EVENTS MANAGEMENT By (al -1- E �,"IJJ �' Jll Olufemi Fol enry 9. Z ola InterimV.11X M g President Attest: Lpa" A City Clerk FAGeneral Services\Parks&Rec\.Special events\2001\Bike race agreement.wpd ATTACHMENT "A" FOUR BRIDGES OF ELGIN INTERNATIONAL BIKE RACING Proposed 2002 Budget Last Updated 3.29.02 Bike Race Income Projected Income Actual Income City Grant $ 50 000.00 Participants $ 16 000.00 Sponsorships $ 40 000.00 T-shirt Sales 125 shirts @ $10/each $ 1,250.00 Vendor Income $ 800.00 Total'Bike Race Income $ 10s,o50.00 Actual al In come Projected Income e Participant s 400 @ $20 $ 8,000.00 Sponsorships $ 5,000.00 1 3,000-00 0 Total Event Income $ 121,050.00 Bike Race Expenses Administrative Expenses CSEM Management Fee $ 17 500.00 Insurance $ 800.00 Mailing Service Mission Press-TBA $ 550.00 Bike Store Mailing 144 stores,$1.03/envelope $ 149.00 Office expenses $ 500.00 Office Supplies faxing, hone,email,hard good $ 1,000.00 One Day Permit Fees - Cycling $ 670.00 Permit Fees - Cycling $ 900.00 Postage $ 700.00 PRIZE MONEY $ 15 000.00 Rights Fees $ 3,500.00 USCF Fees $ 460.00 Total Administrative '' $ 41,729.00 $ - Advertising AT&T Media cable tv ads $ 2,400.00 Creative Services/Graphic Design $ 1,200.00 Daily Herald $ 2,500.00 Design of Application $ 300.00 NENA $ 250.00 Participant Application Printing 10,000 printed $ 1,507.00 Photography $ 125.00 Posters & Flyers $ 400.00 Public Relations Firm $ 1,500.001 1 of 4 4/15/20024:17 PM Signs TBA $ 900.00 Velo News 2 ads @ $685 each $ 1,370.00 Web Site $ 750.00 West Suburban Living Ma /June issue-1/3 page b/w $ 599.00 Windy City Sorts $ 1,200.00 Total Advertising $ 15,001.00 officials&Announcers Officials - USCF $ 2,100.00 Race Announcers for 3 announcers $ 1,400.00 Total Entertainment $ 3,500.00 Services/Rentals Awards $ 442.10 Awards - flowers & Champagne $ 150.00 Barricades 1,600 ft. $ 1,500.00 Chairs $ 81.90 Clean up Personnel $ - Dum sters Elgin Event staging & photofinish $ 3,630.00 Fencing and banner poles $ 4,500.00 Gas for Pace Cars $ 70.00 Generators $ 1,852.70 Hotel Rooms Announcers TBA Linens $ 100.00 Meeting room Refreshments $ 100.00 Portable Sinks $ 328.00 Port-O-Let- Handicap $ 232.00 Port-O-Let- Regular $ 990.00 Race Bibs $ 1,350.00 Security - Hospitality CSEM STAFF $ - Sound system $ 400.00 Staff- Event Da $ 4,545.00 Staff- Load in Unloadin $ 1,000.00 Staff- Post-Event $ 525.00 Staff- Pre-Event $ 1,445.00 Staff-Set-up $ 1,465.00 Staff- Medical $ 400.00 Tables- Rectangular $ 200.00 Tables - Round $ 43.50 Tables - Umbrella $ 120.00 Tents- Barrels $ - Tents- Expo $ - Tents- Fees $ 250.00 Tents- French Windows - Hospitality $ 70.00 Tents- Hospitality $ 480.00 Tents - Medical $ - Tents- Volunteer $ - Trucks and Vans $ 872.17 USA Team Shuffle from Airport $ 110.00 Walkie Talkies 30 @ $20 $ 600.00 Total Services $ 27,852.37 2 of 4 4/15/20024:18 PM Su' lies' Catering - VIP Hospitality includes alcohol $ 1,400.00 Ice- 120 x$3.00 $ 270.00 Lunch for workers $ 575.00 Envelopes for Bibs $ 70.00 Race Bibles $ 300.00 T-Shirts 400 $ 1200.00 Whistles $ 25.00 VIP Wristbands $ 80.00 Total Supplies gx nse $ 3,920.00 Total Bike Race Ex` enses $ 92,002.37 $ >><<:.......;:.;::.::::;.:; K.Run .. 7 71 .... Adrn Office Expenses $ 200.00 City Permit Application Fee $ 35.00 Citv Fees Police Insurance $ 600.00 Sponsorship Comission - 17% $ - Tafal i lfa#io ::.:: 835.00 $ .:.......::. Application Design $ Application Priniting 10,000 $ - Ad Desi n 3 ads $ 175.00 Windv Citv Sorts $ Chicago Amateur Athlete `sari: ';;;» «` < 175.00 $ > » »` Event Equipment $ 1,000.00 $ Type III Barricades Elgin Sanitation - Handicapped Unit $ Sanitation - Re ular Unit $ - Trucks&Vans $ 450.00 Hall Rental >;�<:;:.fly>> >�<<� <���!>» _ > 1 450.00 $ >« Ambulance $ 175.00 Announcer $ - Awards $ 337.87 UPS & Messinger Service/Deliveries Pick-up, etc. $ 145.00 Bulk Store Mai ling & Misc. office mailinc Mission Press TBA $ 460.00 Copies $ 100.00 Course Certification $ 150.00 Mailing Service $ 3 of 4 4/15/20024:18 PM Photography $ Postage $ Runner Numbers Donated Bar Codes $ 80.00 Staff- Pre event $ 420.00 Staff 11498.50 T-Shirts 500 $ 1365.00 Volunteer Groups $ 390.00 Walkie Talkies $ 150.00 $ - II $E S #`uiGi » 5,271.37 $ - Ta tal Spp:>:<:::>::>::»:>:::>::»>:<::>:::>;<:: Fruit& Bagels $ 150.00 Water& Cups nom:::»>_ `: >< <> »>' 150.00 $ ' ?So > ! <: :: .:. :::: ;Total: .... ... . :.... > ' .... .... Total Event Income $ 11,050.00 Total Event Expenses $: 99,883.74 [T—oat! Net Income/ loss $`` 21,1fi6.26 4 of 4 4/15/20024:18 PM FAXoTO-BINaem CERTIFICATION OF INSURANCE COVERAGE THIS CERTIFICATE IS ISSUED AS EVIDENCE OF COVERAGE AFFORDED THROUGH MARKET ACGS35 CORPORATION FOR CERTAIN UNDERWRITERS AT LLOYD'S UNDER BINDING AUTHORITY AGREEMENT NUMBER: CG16S6101 PATE:4/16/02 NAMED INSURED: CHICAGO SPECIAL EVENTS MANAGEMENT,10f SV0nt6 91KIorsed onto the policy TYPE OF INSURANCE POLICY NUMIAR FFF`E I UP•QMV LIMIT Corn neroiai Gencral Liability ESE 010695 7!'17102 - 2117/03 p AGGREGAT8 W100010M [ocxumenoeJ PRODUCTS-12 MP/OP AGG$2,000.000 PERSONAL&ADV.INJURY $1,000,000 EACH OCCURRENCE $1,000.000 FIRE DAMAGE(Any ono fin} S 500,000 MEDICAL PAYMENTS $ 5,000 DEDUCTIBLE $ n0 AMENDMENT: The polioy is Amended to include as NAMED INSURED:aSim Above for the following.vent "Four[fridges of Elgin Intemationar Cycling Race and 8KRun S kids Big Wheel race to be held In Elgin,IL on V7/02. Event Is schodulod to the Master P060Y under Endorssmsnt#7 Participant Liability and Liquor Liability are excluded from coverage. NOT THIS CERTIFICATE AUTOMATICALLY EXTENDS COVERAGE TO STATES,POLITICAL SUBDIVISIONS AND LAND AND PROPERTY OWNERS(aubJect to tife Pollcys Pmvlslons) WHO YOU HAVE AGREED, IN A WRITTEN CONTRACT,TO NAME AS AN ADDITIONAL INSURED. TF11S IS TO CERTIFY TMATTME POLICY OF INSURANCE AS SHOWN A90VE HAS BEEN I88UED TO THE NAMED INStMED FOR THE POLICY FEMOD INDICATED. NOT MAY DL SSU CD OR r AY PERTAIN, INSURANCE AI loft LD BY THE POLICY E �ESCRIBED HERO iii 5 SS�UDJECT TO ALL THE TERMS,EXCLUSIONS ANUS CONDITIONS OF SUCH POLICY. A COPY OF THE MASTER POLICY IS AVAILABLE FOR REVIEW - UPON REQUEST PRODUCER: Now Natrtlr Insunnee Brokerspa 875 N.Michigan Avenue Chicago,IL 60611 ; • ; AUTHORIZED SIGNATURE: 00000000 00000000000000000000000000 CERTIFICATE HOLDER: CANCELLATION: St{OULO THE DESCRIBED POLICY BE CANCELED 86FORE THE EXPIRATION City/Of Elvin DATE THEREOF,TM COMPANY WILL ENDEAVOR TO MAIL 10 DAYS WRM70-N As Additionai insured NOTICE TO THE CERTIFICATE MOLDER NAMED.BUT FAILURE TO MAIL SUCH 3'i south Grove Avenue NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND ts!'hr; E:bn IL 60 120 THE COMPANY,ITS AMFNT t OR RFPRFseNTA'nVES. CSFJCI r'11'R.iJ YJG '1•JGI I 1 17"11�1\L. •w....�.+..+ _ .. _-_ __-_ This endorsement modifies insurance provided under the COMMERCIAL GENERAL LIABILriY COVERAGE PART of tho policy rotwertosd below issued by CERTAIN UNDERWRITER'S AT LLOYD'S, LONDON under Authorltty Reference Number CG7858101. In consideration of the jMd t pMI PMM*M MO. it is agreed that Endorsement Number;,Limb son of Coverage Endorsement is emended included the follawUg event jCHEDULE COVERED EVENT: Fob Bridges nd LOCATION; Ong ac gK Run(various events on ft with Company) COVERAGE PERIOD: 717/02 Addilionol insureds: city of Elgin ADDITIONAL PREMIUM, $375.00 FEE $75.00 _.. ..... 0 of arms 8n con n5 o Is RIM remain un enge . The foibwln4 musk be oompbtod only when thle endorsement is issued after i the poky or when this endorsement is etiecttve after the policy ethctive data: I A ENDORSEMENT NUMBER: 7 I NAMED INSURED' Chicago sneniAl Rvrri_t.,, Management TO P4LIGY NUMBEW Jr �'i f3 -s° I EFFECTIVE DATE: Couniersigned By Authorized Representative MLL 100 (01/96) City of Elgin Agenda Item No. April 5, 2002 TO: Mayor and Members of the City Council FROM: Olufemi Folarin, Interim City Manager SUBJECT: Elgin Four Bridges Bike Race PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Chicago Special Events Management to coordinate an international bike race in Elgin, the Elgin Four Bridges Bike Race, for Sunday, July 7, 2002 . BACKGROUND Held in 2000 for the first time, this event has been very successful and the organizers have requested July 7 as their race day this year. The Four Bridges Bike Race brings competition from across the country and international teams from Canada, Mexico, and Poland will be invited. The purpose of the race is to promote (in newspapers, radio and television) Elgin in the Chicago area and nationally through a major sports event . The event is an opportunity to highlight our downtown and established neighborhoods . This event draws visitors to downtown Elgin, our hotels and motels . There is also a benefit in promoting bicycling in general in the community as a recreation, transportation, and health alternative . New this year will be an 8k run in place of the in-line skating event, and using Grant Street as part of the bike race route is under consideration. A contract has been prepared to have CSEM and volunteers coordinate the event and make it close to a "turn-key" operation. CSEM will provide administrative services, production, recruitment of contestants, advertising, on-site management and organization, coordination of volunteers, marketing, sanctioned officiating, trash receptacles and race site clean-up and staff management . Four Bridges Bike Race April 5, 2002 Page 2 Requested support from the City for this event is $50, 000, plus operation support from City departments including street sweeping the day of the race, emergency medical support availability, police and security. In 2001, additional City support services totaled $31, 838, which included $19, 009 in personnel services and $12 , 838 in miscellaneous marketing, supplies and equipment . The race route is attached and features a downtown start and finish and loops through the northeast neighborhood, following some of the same track as the annual Fox Trot . It was desired to highlight as many areas of the City as possible but logistics are more challenging with a wider area (more streets closed, etc . ) . During the race, the actual race route is essentially closed to vehicular traffic . Cross traffic is allowed between groups of racers at specified intersections . Events with different races at different skill levels will be held throughout most of the day on Sunday, July 7 . The bike race route is approximately 5 . 2 miles . CSEM was established in 1988 to provide professional management, production and promotion of special events . CSEM typically markets and produces 40 special events annually. In 1999, CSEM produced and promoted events reaching more than one million people in the Chicagoland area, including Advocate Healthcare Autumn Classic 5K Run, AIDS Walk Chicago, Alzheimer' s Association Memory Walk, National Championship of Cycling, North Halsted Street Market Days Festival, United Airlines Run for the Zoo, Village of Brookfield' s BrookFest, and Wells Street Art Fair. The City will continue to help coordinate community contacts, including churches downtown which will have traffic issues on that Sunday. Other partners will be the Downtown Neighborhood Association (for organizing pre-bike race events) , and the Convention and Visitors Bureau (for lodging and publicity contacts) . The proposal has been reviewed by staff from operating departments and does not present overwhelming logistical problems . The City budgeted $50, 000 in 2002 for bike race support . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Elgin Image Advisory Commission, Downtown Neighborhood Association, Convention and Visitors Bureau, St . John' s Lutheran Church, Sherman Hospital , Northeast Elgin Neighborhood Association, Ace Hardware, Neighborhood Housing Services of Elgin and the Salvation Army. Four Bridges Bike Race April 5, 2002 Page 3 FINANCIAL IMPACT A total of $50, 000 is budgeted and available in Riverboat account number 275-0000-791 . 80-35, project number 30025 . CSEM' s total fee is a not-to-exceed $50, 000 . Operational support from City departments can be handled within their departmental budgets . T4EGAL IMPACT "V None. ALTERNATIVES None. RECOMMENDATION It is recommended that the agreement with CSEM for organizing the Elgin Four Bridges Bike Race be approved for a not-to-exceed amount of $50, 000 . Respectfully submitted, v�v� Olufemi Fo r in Interi it Ma tr jc NORTHWEST TOLLWAY(1-90) Four Bridges of Elgin Bike Race Duncan will be closed all day line skating route is 11 miles Trout Park ,-23 Road Race is 72 miles All races will follow the same route. Please refer to registration Trout Pa'. information for starting times and lengths. �• t•ivd. Registration: (773) 868-3010 of www.chicagoevents.com `, '! o• !Glenwood All Start/Finishes: at Kimball Street andj'` N : • Oakhill Douglas Avenue in downtown Elgin <. Oakhill Race day registration: Elgin City Hall :, z ,- Free parking at these locations: s ; 0: Spring Street Parking garage • �I Sherman Hospital •River Bluff u'; Coleman School River Bluff—> •• •• Gail Borden Library . City Hall 3 x River • Con don • Bluff ••• •• •• •• •• P •• •• Trout Park .••• •• - • r; River Bluff L• a o • rn m v c _ C $` • Cooper U)• ¢ 0 0 U m o = o +g •• •• •••'•••4 ••• ¢ •� •� A (90 • �{ r` •> • t .Sl:0e • 31 a • `} > s>• E • > r '���� w Lincoln • a # McKinley School � • `tt Lovell • a� Julian m L AI ona 25 c d a o — • C N 2 Jefferson • U a in • Daniels • Plum • � • Plum Summit • Ct. Summit m 58 • Seneca • • • • Cherry • Right turn only from Ann • N North Grove onto Kimball. • m Free Parking East bound traffic on 0 o o Franklin Kimball is prohibited. z m o: >' •••• Race Course Route Kimball E�> E •• ••• •• ••• °'o © Viewing and festival area 0IO Start/finish s Library © I °c' Parka Man Q The race route will be closed to all traffic the day of the race. There will S m hon Wa U North be supervised crossing at some Police intersections along the way as - Hall �ePl Dexter indicated. Divisi n For safety purposes,no street parking r. will be allowed along the race route on E.Highland Sunday,July 9th,from lam to 5 pm. oMap not drawn to scale m ? c m n r�`YY C m z v Attachment A