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HomeMy WebLinkAbout03-53 Resolution No. 03-53 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH CHICAGO SPECIAL EVENTS MANAGEMENT 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 a Purchase of Service Agreement on behalf of the City of Elgin with Chicago Special Events Management for the Four Bridges Bike Race, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: February 26 , 2003 Adopted: February 26 , 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this Jt M day of pWC W ,2003, by and between the City ofElgin,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 bicycle 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, including but not limited to, administrative services, production, recruitment of contestants, advertising, securing sponsors, on-site management and organization,coordination ofvolunteers,marketing,providing for sanctioned officiating,coordination with applicable governing sport bodies, trash removal, race site clean up, and staff management reasonably necessary and to the best of its ability to conduct Event which shall occur on July 6, 2003. The Event shall proceed pursuant to the route and schedule attached hereto as Attachment A. 2. The City in consideration for CSEM conducting Event shall pay CSEM an amount not to exceed $50,000. City shall pay to CSEM a deposit of$25,000 by March 21, 2003 and the balance of$25,000 by July 31, 2003. 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 `B". 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. 12. This agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties. 13. The failure of either party hereto to comply with the terms and conditions hereof because of force majeure such as an act of God, strike, 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. 14. 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. 15. City may terminate this agreement for any reason. In the event City terminates this agreement for any reason other than breach by CSEM or force majeure City shall be required to provide CSEM with fourteen (14) days written notice of such termination. In the event City terminates this agreement for any reason other than breach by CSEM, CSEM shall within thirty(3 0) days from the notice of termination return all funds paid hereunder by the City not expended by CSEM as of the date of the notice of termination. 16. On or before April 1, 2003 CSEM must provide City with a public relations and advertisement schedule. 17. On or before May 1, 2003 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. 18. On or before June 1, 2003 CSEM must provide City with a certificate of insurance as provided for herein, updated sponsorship and media reports and coordinated setup details for Event. 19. On or before July 1,2003 CSEM must provide City with final plans, including but not limited to an event timetable and agenda. 20. 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. The provisions of this paragraph shall survive any termination and/or expiration of this agreement. 21. 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 8, 2003. 22. 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. 23. 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. 24. 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. 25. The City shall be recognized as a sponsor of Event and shall receive the benefits of sponsorship consistent with the level of support provided. At minimum, the City's support shall be acknowledged in print materials promoting the organization or event, radio advertising, Web page information and event program(s). Three samples of this acknowledgment shall be provided to the City for its prior approval. A logo provided by the City shall be used for this purpose. IN WITNESS THEREOF,the parties hereto have executed this agreement as of the day and written below. Agreed and accepted on this-- / _day of 2003. CITY OF ELGIN CHICAGO SPECIAL EVENTS MANAGEMENT By� By Olufemi F i ° Henry R. emo Interi anager President Attest: City Clerk F:General ServiceslParks&ReclSpecial eventsQool\Bike race agreernent.wpd t NORTHWEST TOLLWAY(1-90) Four Bridges of Elgin Bike Race Duncan wlllbe closed all day In-line skating route is I I miles U-23 Road Race is 72 miles All races will follow the same route. Please refer to registration •Trout c r� � . p�• information for starting times and lengths. Registration: (773) 868-3010 or www.chicagoevents.com °,' •Glenwood • All Start/Finishes: at Kimball Street and Oakhill Douglas Avenue in downtown Elgin ." 0 Oakhill i Race day registration: Elgin City Hall 1 •� Free parking at these locations: • S• Spring Street Parking garage ; �� Sherman Hospital I 1; River Bluff • Coleman School River Bluff—� Gail Borden Library ••••••••••••• • • City Hall River • Co n don • Trout Park Bluff —-0••• •• •• •• •• • •• •• River Bluff r L• ro m • O• O> C _ C Cooper • Q ° v m a = : 00 000,0004000• • E •� • •m • .-' •� Slade• 31 0 •• a • m • a • > d .' E • > w U • C Lincoln � • McKinley • School �e Lovell D� • JC • 25 Julian Al ona • n o • c N � 0 Jefferson • U) • Daniels • Plum • • Plum ois) Sum it • CI. CD Summit • 58 Seneca • • • • Cherry • • Right turn only from Ann • North Grove onto Kimball. • N • East bound traffic on 0 o o• Franklin Free Parking Kimball is prohibited. 2 o• Z Im o• D •••• Race Course Route Kimball • •••F � see E 0 Start/Finish m © Viewing and festival area Q Library © I U Park Mam Q The race route will be closed to all S m hon Wa traffic the day of the race. There will North be supervised crossing at some City Police intersections along the way as Depl. Hall Dexter indicated. Division For safety purposes,no street parking will be allowed along the race route on E.Hi hland Sunday,July 9th, from lam to 5 pm. m -- ___ _ 'Q Map not drawn to scale -I ago m — 19 > a a c m U a) Attachment A Four Bridges of Elgin Chicago Special eyonts Management Equipment Inventory and Lrl L)qt Truck 1 Truck 2 Ooscrl lion Cost MIN I Plat Bank Bd 3 Per Item Ilan Fe $an'< a oaq 9q s 15 e e anners-S On S 1 X arneaaC Fr X errCade F et, it •2.00 BarnWdes„Red 40 57.0 1 80 00 $lrricad�z_s•Sdver er section 33301 arncQ 'Ides, t1e 1 ) . 0 Btu Ba s 20 S10,Qp S200.001 tar ems 10 0 Calculator 51.00 g 5.0 0 a Casty . oxen 1 9.0 52, 01 Chalk cra on. er box) 5 2.0 t0.00 Chan a or C iSlrOr/ ates Sf,00 CU boarCs er unit x - Cu s•Other 5 SO.zS 31.25 &tension Cord er6 units) Gas Cans ith as 6 S3.00 3100 0 merators 52.00 Groves 520 CO Hand Slam S 10 $2.2 S22.00- Hand TrMkS 20 52. 540 00 Hlyd SnOwfenCin er 30 it 3 5 .00 84000 H dranIAda for titS,W t Hydrant Ke 55.00 LadOer.Ak+n,num 55.00 Ladder•WoOden SS ap I Lepks&Ke a for Trucks 55.00 Markers Derbgx X N;i king -r ack 1 $0.50 50.50 P°trot_t1oIts oer belt 50,85 - Pz SMOeta I $0.15 ProdUCt CSplerS X Pratlucls.5 onsor 3 53.00 $9,00 Safne Drum X (,iFOe Ole Ticke,3 55.00 $5.00 Rooe er Darr-, X Rubber Bands er ack 1 55.00 55,00 Sa% Fla S Ser tla 1 1 SUQ 32.00 Sa`a Pins ar box I 4 50.25 Save Vests Oerunit) i 519,50 Sher ies( er no 4 50.50 t SY,00 Shovels 1 VAG r 54.50 Si •Volunteer Chn-ck.in 2 51.0- 0( 52.00 Sled a HJntmer I 1 50.50 3x,50 Snowte in.SnoWldncrnl -- OR er 50 ft 1 $t 00 51.00 Stakes er stake 1500 S one er loop $1.00 S ea Parnt 5x.00 Sta e•Red al/Orm&braces 2 $615 513.50 Staka Pounder 520.00 Slake.VR0 a/Hammer for Cano 55 00 Tabu,Sktn;nr plastid- er table 510.00 TabtoS 57.00 I'aae•Cfear( (roil S6.00 Ta e•Dum er roil) 1 $325 3325 Tent Sloes r er 10'section 1 $3.75 S3 ys Tens S 10 00 Toot )oX S9U,00 Tragh Ba per 100 2 I r h Cans 200 $42.fiy I $86,36 iwir.e I 52,00 1 UmcN11,13 stand. le and umo lla X I Um4tretla Tableg 5 55.00 52S;p0 Wao.iv Talkrd Sigrl on/out Sneet I 5 35.00 52$,00 Walk a TalTalkies X Water 0 530.OU 530d.Op Water Hose X 2:i0I It ar 100 1 52.dp r 59 00 Totsls 3 Sa,79 �, I 514.37 __ Attachment B Four Bridges of Elgin Crit staff Levol A Worker 518.0 Level B Worker $13.00 Level C Worker $10.00 Level D Wo er 510 evca E orker s'f ?=-7'�Po tion:'��°.:•:�':"L}Levei'4 "ll-lours: 4ptal Cost"- P e•Event-P x+ih`�K�::y''•'�1i"xr Loading D 4 $32.00 Loadin g 0 4 $32.00 Loading D 4 $32.00 [total 77-7$is-001 !Set-Up Set-U -Fri&Sat all day) A 17 5255.00 Set-Up-Fri&Sal all day) B 17 $221.00 Set-Up-Fri&Sat all day) C 17 $170.00 Set-Up.Fri&Sa[ all dg) D 17 $136.00 Set-Up-Saturday alt day) D 17 $136.00 set-up-Saturday P 6 $48.00 Set-Up-Saturday D 6 548.00 $et•U -Saturday D 6 $48.00 Tots I-:1:a�'r,'�":•.t%•�c�h,`n:ir.��,,;ty"� 'Y[ •� ��" � 51062:00�• Crew-Sunday A 1 12 $180.00 Crew-Sunday B 12 S186.00 Crew-Surd2X C 12 3120.00 Crew-Sunday D 12 $96.00 Crew-SundaV D 12 $98.00 Marshals-Schools E 280 511680.00 Awards D 20 S160,00 Awards I D 20 5160.00 Hospitality C 15 $150.00 Hospitality C 15 $150.00 Re istration Mana er A 15 5225.00 Registration D 1 15 $120.00 Registration D 15 $120.00 Total:���::"•'`r•.+ � • ., Registration D 15 S120.00 Pace Car Drivers-: �•+;,'-t,`;:; []river D 15 5120.00 Qriver 0 15 $120.00 TototliJW1•y 4T y� tM \1yY1�M� wS240.00• Tear-Down B 5 $65.00 Tear-Down C 5 $50.00 Tear-Down D 5 540.00 Tear-Down D 5 540.00 Tear-Dawn Q 5 S40.00 Tear-Down D 5 $40.00 Total' -,•-: ��;'�:: Post i;vent ':• Unloading D 4 332.00 Unloading 0 4 532.00 Unloadin D 4 1 $32.00 Unloadin D 4 1 $32.00 Total Staffing Total ,• :;>ri ' ':rr:> ,�-�r�.w�+� �t��r�� :�' : ,,_ � - ,-.-t -+53 Ja4 00_ --- Four Bridges of Elgin ' U GES° L• I ,.-.-,�EM-INTERNATIONAL%IKWRAir.1 N �X et1Se13 ?w:=:•,s,3'7'..;'1r. :rS gmqunt(Quanity/hours) Projected Cost Actual Cost A ntstretive�x ensas �;r•;.�:.;',s I Su enutrok N st CI Fee 60,00 Csemmangfi2wtv red:-.11;t r, 1200hrs. S 10,00 .00 Insurance 5 Bug MaIllAg labels t m USA C clip 5 t Mailing ervice $ 330.00 1 Ice ex enses S .00 0 e SUOPWICS t4xln4.phone.omal,hard 440di S 1.000.00 P02taos 1.1 aleach 5 y PRIZE MONEY 5 16.000'.0 TOIRIAdminl3ftative S st1,18S.00 Participant A Gcation Prinitirg S 800.00 Creative Services S 70M0 1 Wind City§P0 1 aid S t,0 5.Q0 USA Cycling 2 ads 17001each 5 1,400,00 eto News 2 Ads a sI206bach S 2,01 ,00 Mid•West C ctin 2 ada 9280100 S 500.00 F.Iness&S eetl Skatln Times 2 ads S 1,200.00 Posters&Flyers 5 300.00 Public Relations Firm 1 S 3,000,00 Total Advortistn l'ti.:• 11!81.00 0 feints&Announcers.,7.i,",::�.;4 O �cials• SC; S 600,00 Race Announters S 1,600.00 Total 2.400,00 5orvicestRentaisar.►.rJtekw; Clean up Personnel g 300.00 Chars ; 300 a 31.25 1each S 375.00 Dum slers , 1 S 400.00 Generators I S 700,00 Hotel Rooms 35 5 5.500.00 Pipe d Dra a for Ex 0 15 sz4/eadl S 432.00 Port-O-let-R2 utar 20 SSa each 15 1,460,00 Port-O-Let-Handic_a 2.@ 3114 each Is 232,00 Ponable S;nks s 0 562 each Is 310,00 Iocurir -Hos itali 2 gj$12rhrfor 15 hours 5 360.00 i taff-loadin S 96.00 Staff•Set-u 5 5 800,00 rset,ta3-Event Da 15 1,600.00 f-nMedica1 5 400.00 -rear-Down 5 800.00 Tables-Rectan ular , 40 a 57.0areada ;S 280.00 .Fables-Round 20 38.001each IS .160.00 Tt • relta 20 S1s.0ore>am s 300.00 Teeanls s Fees Sal-uNTOW-Dawn S 250.00 Tents• Wrels 40 0 85=each IS 200,00 Tents- ospul" 2.30 X 45 a 74Qreaeh 5 1.480.00 I Tents-Franch Nlindows-Hospitality s 11 fo9t'51Swexh1 S 300.00 Tents-Expo I-40 x so S 21200.00 Tents-Metlical I-lox 10 w/14es S� 125.00 Tents- Tciunteer s-10 x 10 S� 85.00 1 i fuCKS and Was I$ 1100.00 I Total 3ervitCS-•.7_77-1.1--l-1-71-T-11 5 17,745.00l 1 Supplies"': Catem -CScM VIP 1, 1.600.00 - ICe-120 x 53.00 Is 36 0.00 Lunch far worRer.S is 300.00 T-Shirts IS 1,900.00 1 VIP vI istbaRIs IS 200.00 1 Total Su lies Ex enso S 4,360,00 ; Total FXpenses :x,: Is 73,871,00 IS 0 00 City of Elgin Agenda Item NO. February 7, 2003 TO: Mayor and Members of the City Council RECREATIONAL LEISURE ANp CULTURAL OPPORTUNITIES ROM: Olufemi Folarin, Interim City Manager `°R AIL CITIZ ENS 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 (CSEM) to coordinate an international bike race in Elgin, the Elgin Four Bridges Bike Race, for Sunday, July 6, 2003 . BACKGROUND Held in 2000 for the first time, this event has been very successful and the organizers have requested July 6 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 hotels and motels. There is also a benefit in promoting bicycling in general in the community as a recreation, transportation, and health alternative. There will be an 8K run in place of the in-line skating event . 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, sponsorships, advertising, on-site management and organization, trash receptacles and race site clean-up and staff management . 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, barricades, emergency medical Four Bridges Bike Race February 7, 2003 Page 2 support availability, police and security. In 2002, additional City support services totaled $31, 900, which included $19, 062 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 6 . 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 that 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 2003 for bike race support . Four Bridges Bike Race February 7, 2003 Page 3 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Elgin Image Advisor Association, y Commission, Downtown Neighborhood Convention and Visitors Bureau St . John' s Lutheran Church, Sherman Hospital , ' Association P Northeast Elgin Ace Hardware, Neighborhood Housing Neighborhood Elgin and the Salvation Army. 9 Services of FINANCIAL IMPACT A total of $50, 000 is budgeted and available in account number 275-0000-791 . 80-35 Riverboat Fund total fee is a not-to-exceed Project number 30025 . $50, 000 . CSEM' s Operational support from Cit y d their departmental budgets . lpartments can be handled within totaled $31, 900 . 2002, City support services I/I�►��EGAL IMPACT 1� None. ALTERNATIVES 1 ' To approve the agreement with Elgin Four Bridges Bike Race for a Snot-torexceed amount tof $50, 000 . of 2 • To not approve the agreement with CSEM for organizing Elgin Four Bridges Bike Race, thus not allowing the e Race to be held. Bike Four Bridges Bike Race February 7, 2003 Page 4 RECOMMENDATION It is recommended that the City Council approve the agreement with CSEM for organizing the Elgin Four Bridges Bike Race for a not-to-exceed amount of $50, 000 . Respectfully submitted, v Olufemi Fol in JC/dm Interi Cit Attachments