HomeMy WebLinkAbout25-0523 Elgin Breakfast Rotary Club CONCESSION SERVICES AGREEMENT
THIS AGREEMENT is hereby made and entered into this_23 day of May ,
2025, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to
as "City") and Elgin Breakfast Rotary Club (hereinafter referred to as"Concessionaire").
WHEREAS, City organizes and conducts an annual festival known as the Fourth of July
Celebration which is to be held on Saturday, August 9,2025 (the "Event," herein); and
WHEREAS, following a request for proposals (RFP 25-025), City has determined it to be
in its best interests to engage the services of Concessionaire to provide beer concession services at
the 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. Concessionaire shall have the exclusive right during the term of this Agreement to
provide beer concession services at the Event, at such locations and in accordance with the terms
and conditions of RFP 25-025, attached hereto as Exhibit A and incorporated herein by this
reference.
2. Concessionaire shall dispense and serve only from such locations and at such times
as shall be authorized by Amanda Harris, Director of Cultural Arts & Special Events, or her
designee. The City will provide two(2) 10'x20' pop-up tents,eight(8)30"x96"tables and chairs,
string lights for up to two (2) 10'x20' pop-up tents, access to power in event zone, BASSET
certified ID checkers to issue wristbands near vending location, and site security as determined by
public safety at each the vending area.
3. Concessionaire shall be solely liable for any and all damage or theft to
Concessionaire's equipment. CITY SHALL NOT BE LIABLE FOR ANY LOSS OR DAMAGE
TO ANY CONCESSIONAIRE EQUIPMENT, GOODS OR PERISHABLE ITEMS PURSUANT
TO ANY BAILMENT OR OTHER BASIS OF LIABILITY.
4. City shall provide for and pay all costs for utilities and refuse disposal services
which may be reasonably required by Concessionaire in the performance of its duties hereunder.
5. Concessionaire shall pay to City concession fees for the Agreement as follows:
a. Either prior to or concurrently with the execution of this Agreement,
Concessionaire shall provide to City a sponsorship check from Concessionaire
payable to the City of Elgin in the amount of One Thousand Dollars
($1,000.00);
b. Either prior to or concurrently with the execution of this Agreement,
Concessionaire shall provide to City a sponsorship check from the selected beer
distributor payable to the City of Elgin in the amount of One Thousand Dollars
($1,000.00);
c. Following completion of the Event, Concessionaire shall pay to the City of
Elgin a ten percent(10%)share of the profits from the beer concession services.
6. Concessionaire shall keep and maintain records of all beverage sales served
pursuant to this Agreement. All records shall be in a form satisfactory to the City and in
accordance with good accounting practice. The aforementioned records shall be made available
upon request to the City or its duly authorized representatives for inspection, copying or auditing
purposes upon reasonable notice. Following completion of the Event, Concessionaire will
complete the event wrap up report provided by the City.
7. Concessionaire shall pay all monies provided herein to the City under paragraph
5.c within thirty(30)days after the Event. All payments shall be accompanied by a signed written
report of the gross receipts, expenses, and total profits for the Event.
S. Concessionaire shall provide beer trailers at the locations specified by the City,
along with sufficient equipment to conduct its operations,that shall be used to provide the required
services. The placement and location of all trailers and equipment must be approved by Amanda
Harris or her designee prior to its placement within at the Event. In addition, Concessionaire shall
provide and have on site a spare beer trailer that shall be available as a back-up to the other trailers.
Any changes to the equipment shall only be permitted upon written approval by the City.
9. Concessionaire shall provide and serve throughout the Event beverages of the type,
in an amount, and at the prices stated within the attached Exhibit B. Changes in the type of
beverages, amounts, or price shall only be permitted upon written approval of the City. No
beverages shall be served in glass bottles or containers.
10. Concessionaire shall keep and maintain all assigned locations in a clean, orderly
and sanitary condition at all times and in strict accordance with all applicable laws,ordinances and
regulations.
11. Concessionaire shall provide sufficient personnel to provide the concession
services at all service areas, as set forth in Exhibit A, for the duration of the Event, and shall
provide the names of all persons working at the Event twenty-four hours prior to the Event if
requested by the City. The foregoing notwithstanding, Concessionaire shall provide one (1)
management personnel at the trailer. Concessionaire shall further provide a minimum of four (4)
B.A.S.S.E.T certified servers and a minimum of four (4) points of sale at the vending locations.
Concessionaire, its employees, agents, partners or assigns shall not unreasonably disturb patrons
and spectators or interfere with the Event. Upon request of Amanda Harris or her designee,
Concessionaire shall remove any employee,agents,partner or assign from the Event and not allow
that person to again serve without written approval.
12. Concessionaire shall not make any alterations in or additions to any City-owned
property or public property without the written consent and approval of the City.
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13. Any signage and/or tee-shirt designs must be approved by the City prior to the date
of the Event. Concessionaire shall not post any signs, other than price schedules, without the
consent of Amanda Harris or her designee.
14. Concessionaire shall comply with all federal, state and local laws and regulations,
including but not limited to, the obtaining of any licenses or permits which may be required.
15. Concessionaire hereby waives and releases City from any and all liability for loss
or damage to goods, merchandise or equipment of Concessionaire used or stored at any City-
owned or public property.
16. Concessionaire shall furnish City with a liability insurance policy naming the City
as an additional insured in the following amounts:
Personal Injury-$1,000,000 per person;
Property Damage - $1,000,000 per occurrence;
General Aggregate Limit -$2,000,000.
Concessionaire shall also provide City a policy of insurance commonly known as "dram shop"
insurance, including City as an additional insured, covering the service of alcoholic beverages.
Said policy shall be subject to approval by City. Such insurance policies as provided by this
Agreement shall apply as primary insurance with respect to any other insurance or self-insurance
program afforded to or utilized by City. There shall be no endorsement or modification of such
insurance to make it excess over other available insurance, and alternatively, if such insurance
states that it is excess or pro rata, it shall be endorsed to be primary with respect to City."
17. Concessionaire hereby agrees to hold harmless, indemnify and defend the City, its
officers, employees,agents,boards,commissions and assigns from and against any and all causes
of action, claims for damages, suits,and any and all other liability of whatsoever nature,including
but not limited to attorney's fees, arising out of or in connection with Concessionaire's negligent
performance of this Agreement. Nothing herein shall be construed so as to waive Concessionaire's
duty to defend City. In the event of any action against City, its officers,agents,employees,boards,
commissions or assigns covered by the aforementioned duty to indemnify, hold harmless and
defend, such action shall be defended by counsel of City's choosing. The obligations and
provisions of this paragraph shall survive any termination and/or expiration of this Agreement.
18. Concessionaire shall not assign, transfer or convey any interest in this Agreement
without the written consent of the City.
19. Concessionaire shall not hold itself out as an agent of the City.
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20. This Agreement shall be subject to and governed by the laws of the State of Illinois.
Venue for the resolution of any disputes and the enforcement of any rights arising out of or in
connection with this Agreement shall be in the Circuit Court of Kane County, Illinois.
21. The terms of this Agreement shall be severable. In the event any of the terms or
provisions of this Agreement shall be deemed to be void or otherwise unenforceable for any reason,
the remainder of this Agreement shall remain in full force and effect.
22. In the event of any conflict between the terms and provisions of this Agreement
and the terms and provisions of any exhibit, the terms and provisions of this Agreement shall
govern and control the rights and obligations of the parties hereto.
23. This Agreement shall not be construed so as to create a joint venture, employment,
partnership or agency relationship between the parties hereto.
24. This Agreement is the sole and exclusive agreement between the parties hereto.
There are no other agreements, either oral or written, which amend, modify or otherwise affect
this Agreement. This Agreement shall not be amended or modified without the written consent of
the parties hereto. The City shall have the option to renew this Agreement for its annual Nightmare
on Chicago Street event upon the same terms and provisions set forth herein for up to three (3)
successive calendar years, in the City's sole discretion.
25. Concessionaire shall pay to City the cost of any damage to City property or goods
arising out of or in connection with Concessionaire's negligent performance of this Agreement
upon thirty (30) days written notice of the cost of such damage by City.
SIGNATURE PAGE FOLLOWS
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THIS AGREEMENT IS HEREBY MADE AND ENTERED INTO BY THE PARTIES HERETO
AS OF THE DATE FIRST SET FORTH ABOVE.
Elgin Breakfast Rotary Club CITY OF ELGIN
B G
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(6.,
Signature ity Manager
T;Q c%ft Attest:
Printed Name
6. 6E.- ga m
Title City Clerk
Legal Dept\Agrameat\Liquor Conceuion Agr-Blgin Breakfast Rotary Club-End of Summer Bah-2025.docz
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itRequest for Proposal
ELG I N REQUEST FOR PROPOSALS FOR SUMMER CONCERT BEER VENDOR
THE CITY IN THE SUBURBS-
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 11:00 a.m. local time,Thursday, April 10, 2025.
Title of Professional Services: Event Beer Beverage Concession Operator
SPECIAL REQUIREMENTS
NEED FOR THE COMMUNITY
The City of Elgin is currently accepting proposals to provide beer concession services for the city's
Festival Park Concert Series this summer. This series consists of three (3) large-scale outdoor
events taking place at Festival Park, 132 S. Grove Ave, Elgin, IL, 60120. This Request for Proposal
(RFP) represents a publicly advertised and competitively awarded solicitation by The City of Elgin.
The City of Elgin reserves the right to reject any or all RFPs, or any part thereof, or to accept any
RFP or any part thereof, or to waive informalities in any RFP, if deemed to be in the best interest
of the city.
BACKGROUND
For the past two years, the City of Elgin has hosted a large-scale summer concert series, which
has been highly successful and well attended. In light of this success,the series will return in 2025
with the following events:
• July Fourth Celebration—Scheduled for the evening of July 4, 2025,this event is expected
to attract between 12,000 and 14,000 attendees.A family-friendly event commemorating
Independence Day. Attendees can expect festive activities, entertainment, and a
celebratory atmosphere.
• End of Summer Bash — Taking place on the evening of August 9, 2025, this event is
anticipated to welcome approximately 6,000 to 8,000 attendees. A vibrant, family-
oriented event that features a new theme each year. Designed to be especially engaging
for children, the event includes entertainment and activities suitable for all ages.
• La Fiesta de Elgin —Set for September 13, 2025, this event is projected to draw between
12,000 and 15,000 attendees. An annual celebration of Mexican Independence Day that
attracts both families and adults. The event offers Spanish entertainment tailored to
various age groups, fostering a culturally rich and festive environment.
The City of Elgin looks forward to another successful concert season and welcomes all attendees
to participate in these community celebrations.
SCOPE OF PROVIDER SERVICES
Prepare and execute a plan to provide beer concession services for one vending location and one
VIP vending location. Provider must be prepared to check IDs at the point of sales location during
one, two, or all three of the events. Concession service proposal can be for any combination of
all 3 events. The proposal should include a partnership with a distributor which at minimum
describes the product offerings, number of kegs per offering, price point for product sale, plan of
changing out the product, refrigeration and times for product drop-off and pick-up. Each proposal
shall also include a plan for BASSET certification, number of staff and volunteers for set up,
breakdown and service, electrical strategy, past experiences dealing with high attendance
events, and a supply list including, but not limited to, cups, wristbands and signage. VIP service
to include the same beverage offerings but not in draft form; VIP vending is only anticipated for
Fourth of July and La Fiesta de Elgin and will be stationed along the western side of Festival Park.
VIP service will be offered only in a designated area controlled by ticketing, gates, and security.
The following beverage requirements apply to all designated events within the City of Elgin's
concert series:
• July Fourth Celebration: A minimum of three beverage options must be available,
including at least two draft beer selections and up to one seltzer option. VIP vending in
cans should be included.
• End of Summer Bash: A minimum of three beverage options must be available, including
at least two draft beer selections and up to one seltzer option.
• La Fiesta de Elgin: A minimum of three beverage options must be available, including at
least two draft beer selections, one being Modelo, and up to one seltzer option.
Additionally,vendors must have the capability to offer micheladas, either through the use
of an existing proposed beer selection or in partnership with another business. VIP service
should be included.
Furthermore, Spanish bilingual serving staff is required for La Fiesta de Elgin and is strongly
encouraged for the July Fourth Celebration and End of Summer Bash. Wine is an acceptable
beverage option at all events, provided it is permitted under the applicant's liquor license.
However, hard alcohol and liquor are strictly prohibited in any form. One or more beer selections
may be determined or edited by potential sponsorships.
LOCATIONS FOR SERVICE TENT(on the street/sidewalk):
On South Grove Avenue just south of Prairie Street, adjacent to Festival Park. VIP location is
within the event footprint along the west side of the park.
GENERAL SPECIFICATIONS
The City is seeking and will select a concessionaire that best demonstrates the ability to provide
affordable and reliable services to event attendees while paying reasonable concession fees to
the City of Elgin. The City is open to a proposal that meets or exceeds the ten percent profit
sharing along with the one thousand dollar vendor fee per event and the matching one thousand
dollar sponsorship fee from the selected beverage supplier. Payment and a wrap-up report of
expenses and revenues will be required within 30 days after the event. The awarded proposal
can be renewed up to three years. If you are awarded a Concessions Agreement, concession
rights may not be sold, transferred, or given to anyone else. The City of Elgin will not be liable for
any expense or cost associated with the preparation and/or submittal of a Vendor's response to
this RFP. Applicants may submit proposals to serve as a beer vendor for one, two, or all
three designated events.
GENERAL EXPECTATIONS
• Beer Concessions General Operation Schedule:
*Not a final schedule
o 7:00am Site preparation begins
o 3:00pm Vendor arrival and service area set up
o 5:00pm Event opens, alcohol sales begin
o 10:00pm Last call
o 10:20pm Alcohol sales end
o 10:30pm Festival closes
o 11:00pm Load out and clean up completed.
• Expectations of the city:
o The city will provide the following at the vending area:
• Up to two 10'x20' pop-up tents
• Up to eight 6' tables
• Up to eight folding chairs
• Additional tents, tables and chairs may be requested for the purpose of ID
checking
• String lights for up to two 10'x20' pop-up tents
• Access to power in event zone as it applies
• BASSET certified ID checkers to issue wristbands near the vending location
• Site security as determined by public safety
o The city will provide the following at the VIP vending area:
• Up to one 10'x20' pop-up tent
• Up to four 6' tables
• Up to four folding chairs
• String lights for up to one 10'x20' pop-up tent
• Access to power in event zone as it applies
• Site security as determined by public safety
• Expectation of the vendor:
o Provide one on-site event supervisor. Supervisor's mobile phone and email
contact information to be provided to city staff no less than 30 days before the
event
a Provide all materials, supplies, and equipment required to operate beer
concessions including efficiently and effectively, but not limited to, adequate
amounts of beer, ice, drink cups, POS equipment, internet service, etc.
a The vendor will provide the following staffing at the vending area for each event.
Adequate bar back staffing is also expected based on anticipated attendance.
• End of Summer Bash:
• Provide a minimum of 4 BASSET certified servers at the vending
location per event that may also check IDs and issue wristbands
• Provide a minimum of 4 points of sale at the vending location per
event
• Fourth of July:
• Provide a minimum of 6-8 BASSET certified servers at the vending
location per event that may also check IDs and issue wristbands
• Provide a minimum of 6-8 points of sale at the vending location per
event
• La Fiesta de Elgin:
• Provide a minimum of 8-10 BASSET certified servers at the vending
location per event that may also check IDs and issue wristbands
• Provide a minimum of 8-10 points of sale at the vending location
per event
o The vendor will provide the following at the VIP area for the Fourth of July and La
Fiesta de Elgin. Adequate bar back staffing is also expected based on anticipated
attendance.
• Provide a minimum of 2 BASSET certified personnel to check IDs and issue
wristbands at the VIP vending location per event
• Provide a minimum of 2 servers at the VIP vending location per event
• Provide a minimum of 1 "point of sale" at the VIP vending location per
event
• Provide vending service at the VIP location that consists of non-draft
options consistent with the draft options available at the standard vending
location.
*The city may request an increase in staffing, ID checkers or points of sale based on the
expected attendance.
REQUIREMENTS
The applicant must operate the concession awarded to you. The applicant must have a brick and
mortar location within the city of Elgin and hold a City of Elgin liquor license. Please note:
proposals submitted after the deadline date and time or lacking one or more of the following
requirements will not be accepted.
1. Please include your name, business name, business address, email address, phone
and fax number.
2. All proposals must include the legal name of the organization, firm, individual or
partnership submitting the RFP. Include the address of the principal place of business,
phone numbers and primary contact person.
3. The proposal must be signed by an official who is legally authorized to bind the
organization.
4. Provide all reference materials which includes a valid liquor license, proof of insurance
and business plan outlining the provided services.
5. Joint proposals may be submitted. However, dissolution of partnership of joint
submission may result in revocation of agreement.
6. If your proposal is accepted, the following will be due upon issuance of your
concession agreement:
a. Insurance Coverage and Proof of Policy—If your proposal is accepted, you shall
obtain and maintain dramshop/liquor liability insurance with a $1,000,000 per
occurrence limit for the duration of the agreement. The City of Elgin shall be
named additional insured.
b. Alcohol Permit — It will be the concessionaire/contractor's responsibility to
contact, arrange and apply with specific Illinois and City of Elgin Alcohol
Beverage Requirements for all proposed concession sites. It is the
responsibility of the contractor to verify adequate water and electrical service
available to support the requirements and equipment they intend to operate
at a particular location. Any modifications or improvements to the concession
area shall be at the sole expense of the contractor and will require advance
written approval from the City. Not all improvements requested may be
approved. A copy of a current Alcohol Beverage permit must be provided to
the city prior to the event opening.
c. Contract Agreement(Not Lease) —The contractor understands and agrees the
City will only grant concessions by contract and not by lease. Concession
agreements will only confer permission to occupy and use the premises
described for the purpose of beer beverage concessions. The City will only
grant a successful contractor an individual, revocable and non-transferable
privilege of use in the premises for the concession granted.
EVALUATION CRITERIA
It is the purpose of this Request for Proposal to obtain the highest quality services and to
maximize to the fullest extent the profit-sharing offerings in order to offset event expenses. A
panel of city staff will review the qualified proposals as submitted. The panel will score the RFP
proposals, determine the highest qualified applicants, conduct interviews if necessary, and make
final recommendation to the city manager regarding the award.
When evaluating any proposal, The City of Elgin shall consider:
(a) All requirements above are met;
(b) Competence to perform the services as reflected by technical training and general
experience in providing the required services and the qualifications and competence of
persons who would be assigned to perform the services;
(c) Ability to perform the services as reflected by workload and the availability of adequate
personnel, equipment, and facilities to perform the services expeditiously;
(d) Past performance as reflected by the evaluation of private persons and officials or other
governmental entities that have retained the services of the firm with respect to such
factors as control of costs, quality of work, and an ability to meet deadlines;
(e) Estimated cost and cost limitations;
(f) Financial responsibility;
(g) Provide the best products to be offered — prices, quality and value;
(h) Meet licensing and insurance requirements;
(i) Meet professional appearances, vibrancy, quality of unit/business, character/theme
attributes, and cleanliness standards;
(j) Preference may be given to past participants;
(k) Other pertinent considerations and information determined by the city to be relevant.
EXHIBIT B
Proposal to the City of Elgin — Event Beer Beverage Concession Operator
Submitted by [Elgin Breakfast Rotary Club] for
City of Elgin Request for Proposal 25-025
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ECOYV
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MEMO
April 10, 2025— Hand Delivered Prior to 11:00AM
To: Nate Etminan —City of Elgin, Purchasing Officer
Amanda Harris—City of Elgin Cultural Arts & Special Events
From: Elgin Breakfast Rotary Club
RE: 2025 End of Summer Bash — Proposal
Attached please find hard copy of our proposal for the 2025 End of Summer Bash beverage
vendor opportunity. As a non-profit Elgin service club without a physical location address and
not a business corporation, we find it difficult to file this bid in the online portal.
As we provided this service to the city last summer, you will find a similar proposal to what we
submitted in 2024. We have added hand filled copies of the web portal documents filled out to
the best or our ability.
We appreciate your consideration of this manner. If there are any documents that we can
attempt to create that would exclude us from this consideration, we will gladly make every
attempt to do so, an example would be providing the Rotary District 6440 sexual harassment
policy.
Please contact Mike Warren or Dan Helsdon listed in the proposal if you have any questions.
Thank you for this opportunity.
2025 Request for Proposals for Event Beer Vendor
Elgin Breakfast Rotary Club
Introduction
The Elgin Breakfast Rotary Club has been serving the community of Elgin for over 35 years. We are pleased to submit a
proposal to serve as the provider for the City's"End of Summer Bash'scheduled for August 9, 2025. We are confident
that we will be an excellent partner for the City and believe our previous experience with similar events makes us a strong
candidate.
In 2017 several members of our Club created and launched the"Elgin Craft Beer Fest". Our team coordinated all aspects
of the event including working with beer vendors,entertainment, promotion and logistics. We also worked cooperatively
with the City to make this event happen. We operated the event again in 2018 and 2019 experiencing positive growth
each year.The 2019 event served more than 2,000 attendees.We anticipated a significant jump in attendance for 2020
but COVID came and we had to cancel.We considered re-launching in 2021 but COVID was still a concern and, as a result,
the event has not continued.
In 2022 we utilized our skills in beer events and applied to staff one of the tents for Elgin's Nightmare on Chicago Street.
We had such a good response from our Club members and supporters that we staffed two beer tents that year. We had
the prime location at Nightmare and served thousands that evening without a problem. Our team was both professional
and efficient. We applied again in 2023 and staffed three beer tents with the same results.
In 2024 we successfully managed the"End of Summer Bash"with satisfactory results to the city.
In addition, more than a dozen of our Club members are Basset certified and experienced in these events.As a result, I
believe that the Elgin Breakfast Rotary Club has the experience, skills and professionalism to successfully serve as the beer
vendor for the City's"End of Summer Bash" and be a partner that you can feel confident about doing a good job. Please
review our proposal below and let us know if you have any questions or need anything else at this time. For questions,
contact Mike Warren at 847-812-8786 or Dan Helsdon at 847-542-4689.
Proposal:
The Elgin Breakfast Rotary Club has chosen Elgin Beverage to be our partner/distributor for the "End of Summer Bash".
Elgin Beverage has a great deal of experience at Festival Park with the City of Elgin's events. Elgin Beverage will provide a
refrigerated trailer to store all the products that we will serve. They will deliver the trailer early enough to provide
adequate time for us to make sure that our concession is in place before attendees arrive. Elgin Beverage will also
provide an employee who will be responsible for changing out kegs and solving any product issues that may arise. They
will pick-up the trailer immediately following the event.
We have attached a spreadsheet showing the details required including product offerings, number of kegs per product,
and prices. Wristbands,signage, and cups will be provided by Elgin Beverage. We are counting on having electrical
service available and within a 100' extension cord distance from our concession. If there should be any issues with
availability,we can provide inverter/generators to provide sufficient electrical power not currently included in the pro-
forma.
Page 2
In addition to the attached proposal,we submit the following staffing information for the event:
• Basset certified-12 Club members currently certified
• Staff for set-up/tear down -Our club has 25 members and we will coordinate teams internally with our Service
Club Chairman to ensure a timely and efficient set up and tear down. As mentioned earlier,we have experience
doing this last summer, Nightmare on Chicago in the past as well as three years of experience with our Beerfest.
• Per the attached proposed pro-forma,we will have Basset certified staff if needed doing ID checks,staff
supervisors, cashiers, beverage preparers and beverage servers to ensure an effective, efficient operation that
provides a positive customer experience for all attending the event.
We look forward to the opportunity to discuss this with you in greater detail.
Respectfully,
Ben Henrikson
Elgin Breakfast Rotary Club
Page 3
Attachment 1
2025 End of Summer Bash
Beer Tent Proposal Pro-Forma Analysis
Projected Gross Sales $6,700.00
Based on last year
Expenses
City Vendor Fee $1,000.00
City Permit $11.00
State Permit $50.00
Beer cost $1,900.00
Labor $1,100.00
CC Fees $200.00
Equipment,Signage, Ice $400.00
Total Expenses ($4,661.00)
10%to City ($204.00)
Projected Net $1,835.00
NOTE: Product Information is separate attached document
Retailer 01113-SUMMER CONCERT SERIES
Pricing date 04/09/2025
Gross Deposits+ Handles'Charge+ Tax+ Total
$2,885 50 5390.00 $8.00 S10% 53,294.46
Product ID Description Case Qty Case co Daposlt Net Price Extended Price
21201 MODELO 1/2 BBL 6 $ 175.00 $ 30.00 $ 205.00 S 1,230.00
20601 COR PREMIER 1/2BBL 3 $ 175.00 $ 30.00 $ 205.00 $ 615.00
03026 PENROSE LEMON SELTZ-UP 1/2 BBL 2 S 240.00 $ 30.00 $ 270.00 S 540.00
60402 ALPINE SPRING 16.90Z-35PK S $ 11.75 $ - $ 11.75 $ 58.75
20000 FRESCA VODKA SPRITZ 1202-4PK CAN 5 $ 44.95 $ • $ 44.95 $ 224.75
89036 160Z PLASTIC CUPS CBBD-1000CT 1 5 137.00 $ - S 137.00 $ 137.00
02112 PB SUMMERLY 1/2 BBL 2 $ 205.00 $ 30.00 $ 235.00 $ 470.00
Product ID Description Qty Sold Units Sold Unit PTC Unit Cost Unit Profit Gross Profit Profit Margin
21201 MODELO 1/2 BBL 4 480 $ 7.00 S 1.46 $ 5.54 $ 2,659.20 79.17%
20601 COR PREMIER 1/2BBL 1 120 $ 7.00 S 1.46 $ 5.54 $ 664.80 79.17%
03026 PENROSE LEMON SELTZ-UP 1/2 BBL 1 120 $ 8.00 $ 2.00 $ 6.00 $ 720.00 75.CO%
60402 ALPINE SPRING 16.90Z-35PK 3 105 $ 2.00 $ 0.34 S 2.00 $ 210.00 83.21%
20000 FRESCA VODKA SPRITZ 1202-4PK CAN 5 120 $ 7.00 $ 1.87 $ 5.13 $ 615.60 73.24%
02112 PB SUMMERLY 1/2 BBL 1 120 $ 8.00 $ 1.71 $ 8.00 $ 960.00 78.65%
Page 3
Attachment 1
2025 End of Summer Bash
Beer Tent Proposal Pro-Forma Analysis
Projected Gross Sales - $6,700.00
Based on last year
Expenses
City Vendor Fee $1,000.00
City Permit $11.00
State Permit $50.00
Beer cost $1,900.00
Labor $1,100.00
CC Fees $200.00
Equipment,Signage,Ice $400.00
Total Expenses ($4,661.00)
10%to City ($204.00)
Projected Net $1,835.00
NOTE: Product Information is separate attached document
Retailer 01113-SUMMER CONCERT SERIES
PricIr%date 04/09/2025
Gross Deposits+ Handing Charp+ Tax+ Total
52,885.50 5390 00 58.00 $10.96 53,294.46
Product ID Description Cafe Cary Cafe FLP Deposit Net Pr1ce Extended Price
21201 MODELO 1/2 BBL 6 $ 175.00 $ 30.00 S 205.00 S 1,230.00
20601 COR PREMIER 1/288L 3 $ 175.00 $ 30.00 $ 205.00 S 615.00
03026 PENROSE LEMON SELTZ-UP 1/2 BBL 2 $ 240.00 $ 30.00 S 270.00 $ 540.00
60402 ALPINE SPRING 16.9O2-35PK 5 $ 11.75 $ - $ 11.75 $ 58.75
20000 FRESCA VOOKA SPRITZ 1202-4PK CAN 5 $ 44.95 $ - $ 44.95 $ 224.75
89036 16OZ PLASTIC CUPS CBBD-1000CT 1 5 137.00 $ - $ 137.00 $ 137.00
0I112 PB SUMMERLY 1/2 BBL 2 $ 205.00 S 30.00 $ 235.00 $ 470.00
Product ID Description City Sold Units Sold Unit PTC Unk Cost Unit Profit Gross Profit Prollt Margin
21201 MODELO 1/2 BBL 4 480 5 7.00 $ 1.46 S 5.54 $ 2,659.20 79.17%
20601 COR PREMIER 1/2B81 1 120 $ 7.00 5 1.46 5 5.54 $ 664.80 79.17%
03026 PENROSE LEMON SELTZ-UP 1/2 BBL 1 120 $ 8.00 5 2.00 5 6.00 $ 720.00 75.00%
60402 ALPINE SPRING 16.902.35PK 3 105 $ 2.00 S 0.34 $ 2.00 $ 210.00 83.21%
20000 FRESCA VODKA SPRITZ 120Z-4PK CAN 5 120 $ 7.00 $ 1.87 5 5.13 $ 615.60 73.24%
02112 PB SUMMERLY 1/2 BBL 1 120 $ 8.00 $ 1.71 $ 8.00 $ 960.00 78.65%
��.. OF
i
3 Q s
City of Elgin, Illinois
Certification Requirements
Please submit all required forms and documentation, fully completed and signed,
with your proposal. No proposal will be accepted without this information.
1. To assure compliance with the City of Elgin's Affirmative Action Ordinance, all contractors and
vendors. Herein referred to as"bidders",are requested to submit the following information:
a. Workforce analysis using the enclosed Bidder's Employee Utilization form.
b. Provide the information required in Item #3 on the employee utilization form if the answer to
Question#2 on the form is"Yes".
c. Provide a written commitment outlining the steps that the bidder plans to take in the area of
recruitment and promotion of minorities and females to assure equal employment opportunity. (A
copy of the bidder's affirmative action plan may be submitted in lieu of this requirement.)
2. To assure compliance with the City of Elgin's Sexual Harassment Ordinance, all bidders must
submit a signed sexual harassment form enclosed with the Invitation to Bid.
3. The undersigned certifies that the offerer is not delinquent in the payment of any tax administered
by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax.
4. The undersigned certifies that the offerer is not barred from offering on this solicitation as a result
of a conviction for the violation of State law prohibiting bid-rigging or bid-rotating.
5. The successful bidder agrees that upon acceptance by the City of Elgin, the executed Invitation to
Bid along with all instructions,conditions, and specifications attached thereto constitute a binding contract
which may be enforced by the city.
Signature/Title ; ems/ ' . a/
Company Name ...e.777bY741r f 7.
Address corat_-
C - , S'S/
Phone Number - .r '7FAIIC:4.7 • �
Email Address .IITh : 747 1 �7 1.�.•�
��
FEIN No. - 74 • 1' _.
:' /0:114A .".
1/I 1,
City of Elgin, Illinois
Sexual Harassment - - Poli ies and Programs
Effective July 1, 1993,every party to y contract with the City of Elgin and every eligible bidder
is required to have written sexual h sment policies that include, at a minimum, the following
information:
• the illegality of sexual harassment
• the definition of sexual harassment under state law
• a description of sexual harassment, utilizing examples
• a vendor's internal complaint process including penalties and a description of the means by
which complaining parties may Complain directly to management personnel other than the
alleged harassing individual
• the legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission
• directions on how to contact the partment and commission
• protection against retaliation as p ovided by Section 6-101 of the Human Rights Act
I hereby affirm that the organiza ion which I represent has in place sexual harassment
policies which include the required information set forth above,and I hereby agree to furnish
the City of Elgin - Human Resougces Department with a copy of these policies if they so
request. SignaturelTi e _ E' , _ t �pat 603
Company I Mi'ST= ra, b
Date AY
Sexual harassment is defined as foil ws:
"Sexual harassment"means any un elcome sexual advances or requests for sexual favors or any
conduct of a sexual nature when ( ) submission to such conduct is made either explicitly or
implicitly a term or condition of an individual's employment, (2) submission to or rejection of
such conduct by an individual is sed as a basis for employment decisions affecting such
individual, or (3) such conduct the purpose or effect of substantially interfering with an
individual's work performance o creating an intimidating, hostile, or offensive working
environment.
Any questions by contracting p ies or eligible bidders concerning compliance with these
requirements should be directed to a City of Elgin -Human Resources Department at(847)931-
6049.
The undersigned, on behalf of the ndersigned company, hereby agrees to fully indemnify
and hold the City of Elgin harmless from any and all liability,loss or damage including costs
of defense or claim,demands,costs f judgment against it arising from any complaint based
on unlawful harassment and/or employment action, including, but not limited to
termination, based on any protect category as provided by law, including, but not limited
to, sexual harassment resulting from the act of any member of my organization in the
performance of this contract.
Signature/Title . •�' - i►r away 6144
Company42.11 $17112r- A 'r
Date ..,- .
CITY OF ELGIN,ILLINOIS
TAX/COLLUSION/DEBARI ENT/PREVAILING WAGE/LEGAL STATUS OF EMPLOYEES
AFFIDAVIT
LiJoiekrev244
State of _ ss. /(41V7She-
County of Aorn,
, being first hereby deposes and
states:
(1) That s/he is the_ of the
party making the foregoing bid.
(2) That the bidder is not barred from contracting with any unit of local government for any
reason, including but not limited to debarment as a result of a violation of 720 Illinois Compiled Statutes,
Section 5/33E-3 or 5/33E-4,as amended.
(3) That no collusion or agreement among other bidders or prospective bidders to bid a fixed
price or otherwise restrain competition by agreement has taken place.
(4) That the bidder is not delinquent in the payment of any tax administered by the Illinois
Department of Revenue unless there is a pending proceeding contesting any such tax.
(5) That the bidder hereby certifies: [check all that apply]
• Bidder has not received any notices of violations of the
Illinois Prevailing Wage Act(820 ILCS 130/0.01 et seq.)
■ In the event any such notice has been received by bidder,a
copy of any such notice is attached hereto.
• In the event that bidder has received such a notice, any
documentation demonstrating the resolution of any such notice is
attached hereto.
■ For each such notice received by bidder, the matter has been
resolved as follows:
(6) That the bidder hereby certifies that it shall comply with the provisions of the Prevailing
Wage Act(820 ILCS 130/0.01 et seq).
`-c OF ECCi
I �•! I) \\\•^
City of Elgin, Illinois
BIDDER'S EMPLOYEE UTILIZATION FORM
This report is required by the City of Elgin and must be submitted before the contract can be awarded.
Chapter 3.12.1000 Affirmative Action -City Contracts
1. Name and Address of Bidder 2. Description of Project
JOB CATEGORIES Total African Caucasian Hispanic Asians or Indigaau Minority Female(All
Employees Amencan Pacific s PeopleIslanders (M&F) Categories)
M / F
M i F M / F M/ F M / F
Example: 18 3 /5 3 /2 4/0 0/1 0/0 55.6% 44.4%
Managers (10/18) (8/18)
cStrAel a1
ap4s
AJi4
TOTALS
Signature of Company Official Title Telephone Number Date Signed Page
of
2. Have you ever been awarded a bid by the City of Elgin?
Yes No
3. If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that was submitted
with your last successful bid along with a fully completed copy of this form.
4. Please submit, according to the guideline provided in the attached document, a written commitment to provide
equal employment opportunity. An Employee Utilization Form is required for any subcontractors.
NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action
provisions of the City of Elgin, the City amongst other actions may cancel, terminate, or suspend the contract in whole or in
part.
4
�...41,10 USROTAR-01 GLEASCR
,4�o,Ro CERTIFICATE OF LIABILITY INSURANCE DATE
4z4Z
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRAPT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(les)multi haw ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on
,_ this certificate does not confer rights to the certificate holder in lieu of such ems).
PRODUCER Ipt►CT Crystal Gleason
Hylent-Global Risk Management FAIL
811 Madison Ave. iw, 410 - -
Toledo,OH 43604c el Ere crystal,glsasaiQitylsntcan
7Z4-1964
— MSURERORAFF'onsesOOOIIEItAr1E _- _ NAACO
aauaree A:Wei Surplus lines kis 10172
INSURED U.S.Rotary Clubs&Districts6 aNwW8:
Rotary Club of Elgin,IL MIIIME tc: -
One Rotary Center osueet o:
1560 Sherman Avenue -
—
Evanston,IL 60201 Uflmta: - — - - - —
rawlmeF:
COVERAGES CRATE NUMBER: REVISION NUMBER;
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POUCIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
POUCY
. TYPE OF INSURANCE -- I wvp i _ - POLICY MMIRPOU dIBODIyyryyl wars — J
___
A X CONtietcAL oe.ERAL LAaLm 2,000,000
EACH occuRRa+cE t
r--1 CLAIMS MADE X 1 OCCUR x G73578917 003 7/1 24 711/202b s re„* $ �.�
X L�IOr l __---it -- — MED EIO'(Ann are parson) $ 6
-- -- — PERSONAL AADVIIJURY t 2,000,000
GB AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000
Gen
—Xi Poucv I )Ta L- I LOC PRODUCTS-CouPRlp AGO :
4,000,000
OTHER: a
A AU j mummy Az®vsNotE Lear 2,000,000
ANYAUTO _ X G73578917003 711 24 71112025 eoos.v maw Met person) ,3
py��p SCHEDULED
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YYORKBM_El- OQ� 1 M BTl►UTE
EaR.v*e YIN Nr i
ANY PROPRIETOR/PARTNER/EXECUTIVE
EXCCLUDED'XECUTIVE (� N/A
teyaaa,,ii0 NH I ' rillrilli {
OESCRPn1ONiscnbe OF OPERATIONS Oegw F!nrar.A -POOCY L*AlT,$
011sCA/T10N OF OPERATIONS I LOCA110165I i lICIH(ACOND 101,Atllesel Nnrrarbe seMOule,may be ■none apace le )) ------ --- s o
Tie Certificate Holder is Included as an additional insured where required by written contraCt or permitsub Me terms and conditions f the general
liablItty policy,but only to the extent bodily Injury or property damage Is caused In whole oq In part by the acts or omissions of the insured.
/:
Event Name:City of Elgin-End of Summer Bash aG li , Ua A��1�'••'0
Event I nation:Festival Park on Grove Avenue,Elgin Illinois 60120 Event Date:August 10,202412pm-11pm ,#41441 fi Em.) Pd heyYside, - --- -
t
CERTIFICATE HOLDER - - — CANCELIrAT1ON -- — -
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Illinois Liquor Control Commission ACCORDANCE WIN THE POLICY PROVISIONS_
100 W Randolph Street Suite 7-801
Chicago,IL 60601
AYI}IOat=REPRfa M
aNTAT
- 9IX u. LA-5
ACORD 25(201 ti/03) — V O 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
REFXRENCES
1. Company & Contact Name C Of 14)
Phone& Email ,4 14-N ) P1,A.Arc ,
Description of Work Performed a O 2_ L' P 0 S u 41-vtt-( ►J 64t(
2. Company & Contact Name
Phone& Email
Description of Work Performed
3. Company & Contact Name
Phone & Email
Description of Work Performed
4. Company & Contact Name
Phone& Email
Description of Work Performed
5. Company & Contact Name
Phone & Email
Description of Work Performed