HomeMy WebLinkAbout25-0528 Duff Entertainment Resolution No. 25-108
RESOLUTION
AUTHORIZING EXECUTION OF A PURCHASE AGREEMENT WITH DUFF
ENTERTAINMENT, INC. FOR OPERATIONAL SERVICES IN CONNECTION WITH
NIGHTMARE ON CHICAGO STREET EVENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute a Purchase Agreement on behalf of the City of Elgin with Duff
Entertainment, Inc., for the operational services in connection with Nightmare on Chicago Street
event, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 28, 2025
Adopted: May 28, 2025
Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
PURCHASE AGREEMENT
THIS AGREEMENT is hereby made and entered into this 28th day of May , 2025,
by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the
"City")and Duff Entertainment, Inc.,an Illinois corporation,(hereinafter referred to as"DEI").
NOW,THEREFORE,in consideration of the mutual promises and covenants provided for
herein, the sufficiency of which is mutually acknowledged, the parties hereto hereby agree as
follows:
1. City shall purchase, and DEI shall sell the goods and/or services described by Attachment
A, attached hereto and made a part hereof, at the City's Nightmare on Chicago Street event,
scheduled to be held on October 25, 2025 (the"Event").
2. This Agreement is 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 the Circuit Court of Kane County, Illinois. DEI hereby irrevocably
consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of
any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant
to this Agreement or the subject matter hereof;and DEI agrees that service by first class U.S.mail
to Duff Entertainment, Inc., do Harry Rice, 800 Huntleigh Dr., Naperville, Illinois 60540 shall
constitute effective service. Both parties hereto waive any rights to a jury.
3. There shall be no modification of this Agreement, except in writing and executed with the
same formalities as the original.
4. This Agreement embodies the whole agreement of the parties. There are no promises,
terms, conditions, or obligations other than those contained herein, and this Agreement shall
supersede all previous communications, representations, or agreements, either verbal, written or
implied between the parties hereto.
5. DEI hereby waives any and all claims or rights to interest on money claimed to be due
pursuant to this Agreement,and waives any and all such rights to interest to which it may otherwise
be entitled pursuant to law,including,but not limited to,pursuant to the Local Government Prompt
Payment Act(50 ILCS 505/1,et seq.),as amended,or the Illinois Interest Act(815 ILCS 205/1,et
seq.), as amended. The provisions of this paragraph shall survive any expiration, completion
and/or termination of this Agreement.
6. The terms of this Agreement shall be severable. In the event any of the terms or the
provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason,the
reminder of this Agreement shall remain in full force and effect.
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7. Notwithstanding any other provision of this Agreement, it is expressly agreed and
understood that in connection with the performance of this Agreement, DEI shall comply with all
applicable federal, state, city, and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,DEI hereby certifies,represents,and warrants
to the City that all of DEI'S employees and/or agents who will be providing products and/or
services with respect to this Agreement shall be legally authorized to work in the United States.
DEI shall also,at its expense, secure all permits and licenses,pay all charges and fees,and give all
notices necessary and incident to the due and lawful prosecution of the work, and/or the products
and/or services to be provided for in this Agreement. The City shall have the right to audit any
records in the possession or control of DEI to determine DEI'S compliance with the provisions of
this section. In the event the City proceeds with such an audit, DEI shall make available to the
City DEI'S relevant records at no cost to the City. City shall pay any and all costs associated with
any such audit.
8. This Agreement may be executed in counterparts, each of which shall be an original and
all of which shall constitute one and the same agreement. For the purposes of executing this
Agreement, any signed copy of this Agreement transmitted by fax machine or e-mail shall be
treated in all manners and respects as an original document. The signature of any party on a copy
of this Agreement transmitted by fax machine or e-mail shall be considered for these purposes as
an original signature and shall have the same legal effect as an original signature. Any such faxed
or e-mailed copy of this Agreement shall be considered to have the same binding legal effect as an
original document. At the request of either party any fax or e-mail copy of this Agreement shall
be re-executed by the parties in an original form. No party to this Agreement shall raise the use of
fax machine or e-mail as a defense to this Agreement and shall forever waive such defense.
9. In the event of any conflict between the terms and provisions of this Agreement and
Attachment A hereto, the terms and provisions of this Agreement shall control
10. City shall pay DEI an amount to be determined by the actual hours worked and the actual
services provided within thirty (30) days of City's receipt of an invoice for the same; provided,
however,that in no event shall City pay a total amount in excess of$74,266.00 without the prior
written agreement of the City,regardless of any actual goods or services provided by DEI.
11. The services contemplated by this Agreement shall be provided on October 25, 2025, or,
in the event that the City determines that the Event needs to be rescheduled due to inclement
weather, accidents, strikes,acts of God, or any other reason,upon such other date(s) and times as
may be directed by the City in its sole discretion.In the event of the exercise of the aforementioned
discretion by the City, the City shall not be liable to DEI for any funds in excess of those
contemplated by this Agreement without the prior written agreement of the City in the City's sole
discretion.
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12. In no event shall City be liable for any monetary damages in excess of the purchase price
contemplated by this Agreement. In no event shall the City be liable for any consequential, special
or punitive damages,or any damages resulting from loss of profit.
13. The City shall have the right to renew this Agreement for the City's Nightmare on Chicago
Street event for the years 2026 and 2027 upon the same terms and conditions of this Agreement,
in the City's sole discretion.
The persons signing this Agreement on behalf of the parties below certify that s/he has been
authorized by the respective party to commit said party contractually, and has been authorized to
execute this Agreement on said parry's behalf.
IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above
written.
DUFF ENTERTAINMENT,INC. CITY 0 ELGIN
•
Harry Rice j
Print Name Richard G. Kozal,City Manager
_ Atte
Signature City Cl rk
President
Title
Legal Dept\Agreement\Purchase Agr-Duff Entertainment-2025-NCOS-5-2-25.docx
3
ATTACHMENT A
(Duff Entertainment, Inc., Proposal to be inserted)
ate.
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DuffEntertainment.corn I infoaduif enter tainrnent.com
Harry Duff Rice
Duff Entertainment,Inc.
800 Huntieigh Drive
Naperville,IL 60540
duffs duffentertainmentcom
708-316-8070
Nightmare on Chicago Street 2025 Ticket and Gate Operations Vendor Proposal
Duff Entertainment, Inc. (DE) propose to perform the following services for the City of Elgin
(COE)for the 2025 Nightmare on Chicago Street("Event")to be held October 25,2025.
Scope of Services
• Conduct site surveys as necessary and produce maps and/or plans for distribution
• Develop a gate operations budget detailing all fixed and variable expense
• Hire certified,bonded and insured ticket sellers for day of event ticket sales
• Hire gate staff
• Hire security for event and gate operations
• Security Vendor shall supply all necessary and approved equipment including, but not
limited to metal detectors,flashlights,etc.
• Assist in the development and implementation of a security plan
• Determine quantities and specifications for equipment and materials used for the
event
• Coordinate with ticket vendor (to be mutually agreed upon)for advance ticket sales
and day of event ticket sales
• Universe/DE shall supply all necessary equipment-including, but not limited to a
minimum of 20 ticket scanners for the gates. DE is also open to discussion of
including operations and supplies for re-entry if that is being added.
• Draft schedule for pre-production,load-in,and event day for box office and gate
operations
• Physical layout/minimum staffing to include:
a) Two Box office booths with appropriate staff per location plus one overall
manager.
b) Four entry gates with at least five lanes per location
c) Ticket takers/scanners for each lane plus one supervisor per entry location plus
one overall manager
d) Security personnel for bag check and/or wanding for each lane and one
supervisor per entry location.Optional "Walk Through"metal detectors
available
e) DE to rent the fence/barricade for security/entrance lanes
f) DE Crew to distribute tables,chairs, barricades,signage,etc.to box office and
gate locations.
• DE is open to discussion of expanding staffing and operations to include a 5th gate
location if that is desired to be added.
• 11:00 PM I Event closes-Entry gate personnel and security released
Proppsed Management Team& Fees
Security&ID Checking Staff WI Magnetometers $47,076.71
Gate Scanners Staff _ $5,935.00
Box Office Staff $2,536.30
Activation Labor 10 people for Photo Op. new activations; $2145.00
Set-Up Crew $3,172.50
Equipment-gate fence barricade (estimated 1,200 ft) $3,500.00
Equipment-credit card terminals,printers,scanners $950.00
Box Office Siqn Boards&Poles $350.00
Trucking (Sign Boards&Poles) $975.00
Duff Entertainment, Inc.Management Fee $5,775.00
Duff Entertainment, Inc.General Event Liability Insurance . $1,500.00
2024 TicketWeb Chargebacks _$350.00
Total $74,265.51
Financial Procedures,Cash Flow and Payment Terms
1. Within 60 days prior to the event date, DE will submit an invoice to COE for 50%of the
management fees plus a pre-agreed amount for a deposit towards production&labor
expenses.
2. 3 days following the event, DE distributes a final reconciled statement with back-up
documentation for payment by COE.
Qualifications and Exclusions
• All agreements contingent upon accidents,strikes,acts of God or delay beyond our
control. DE is not liable for consequential damages.
• This proposal is contingent upon completion of a qualified survey of the event site and
final determination regarding access to the event site before and after the event.
• DE reserves the right to complete this project with the use of subcontractors and
rental equipment prior to installation as required.
• Labor numbers are for estimating purposes only. Labor will be billed at actual
hours/rates worked. Labor Company work rules will apply.Copy available upon
request).
If the above terms and conditions are acceptable, please sign below and return a copy. We
look forward to working with you on this project.
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EVENT Nightmare on Chicago Street Box Office Staff
Dates: October 25,2025
START END HOURS RATE TOTAL
Treasurer Supervisor 1 11:30 AM 11:30 PM 12.00 $ 37.00 $444.00
Box Office-Highland
Ticket sales/Will Call 1 11:30 AM 11:00 PM 11.50 $ 22.00 $253.00
Ticket sales/Will Call 1 11:30 AM 11:00 PM 11.50 $ 22.00 $253.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
Box Office-South
Ticket sales/Will Call 1 11:30 AM 11:00 PM 11.50 $ 22.00 $253.00
Ticket sales/Will Call 1 11:30 AM 11:00 PM 11.50 $ 22.00 $253.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
8 Sub total $1,951.00
30%admin fee $585.30
Total Box Office Staff $2,536.30
EVENT Nightmare on Chicago Street vendor Gate Scanners
Dates: Saturday October 25,2025
START END HOURS RATE TOTAL
Gates Manager TBD 1 3:30 PM 11:30 PM 8.00 $ 550.00 $ 550.00
1 8.00
Total Manager $ 550.00
GATE STAFF
Gate#1 -Grove Ave supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#1 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#1 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2-Douglas Ave supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#2 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#2 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.0D
Gate#3-Spring St supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#3 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#3 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4-South Gate supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#4 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#4 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Total Staff 25 Hours 164.00 $4,150.00
30%adminfee 51,245.00
Total $5.395.00
EVENT Nightmare on Chicago Street vendor Activations
Dates: Saturday October 25,2025
START END HOURS RATE TOTAL
TBD 3:30 PM 11:30 PM 8.00 $ 550.00
0 8.00 --
Total Manager $ -
A.tw.tions
ctivation#1 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
,ctivation#1 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
4:00 PM 11:00 PM 7.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
Lctivation#2 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
ctivation#2 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
4:00 PM 11:00 PM 7.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
ictivation#3 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
%ctivation#3 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
4:00 PM 11:00 PM 7.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
'hoto Op#1 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
'hoto Op#1 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
4:00 PM 11:00 PM 7.00 $ 22.00 $ -
'hoto Op#2 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
'hot()Op#2 scanner 1 3:30 PM 11:00 PM 7.50 $ 22.00 $ 165.00
5:00 PM 11:00 PM 6.00 $ 22.00 $ -
Total Staff 10 Hours 171.00 $1,650.00
.30%admin fee $495.00
Total $2,145.00
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EVENT Nightmare on Chicago Street EVENT Labor Schedule
Dates: 10/25/2025
START END HOURS Day RATE TOTAL
LABOR
Supervisor set-up 1 2:00 PM 7:00 PM 5.00 $ 475.00 $ 475.00
Crew set-up 1 2:00 PM 7:00 PM 5.00 $ 375.00 $ 375.00
Crew set-up 1 2:00 PM 7:00 PM 5.00 $ 375.00 $ 375.00
Crew set-up 1 2:00 PM 7:00 PM 5.00 $ 375.00 $ 375.00
Crew Tear down 1 10:30 PM 3:00 AM 4.50 $ 375,00 $ 375.00
Crew Tear down 1 10:30 PM 3:00 AM 4.50 $ 375.00 $ 375.00
Total Staff 6 29.00 $2,350.00
35%Admin Fee $822.50
Total Labor $3,172.50
Equipment/Rentals
Trucking 1 $975.00
Total Equipment/Rentals $975.00
Total $4,147.50
EVENT Nightmare on Chicago Street vendor Gate Scanners
Dates: Saturday October 25,2025
START END HOURS RATE TOTAL
Gates Manager TBD 1 3:30 PM 11:30 PM 8.00 $ 550.00 $ 550.00
1 8.00
Total Manager $ 550.00
GATE STAFF
Gate#1 -Grove Ave supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#1 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#1 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#1 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2-Douglas Ave supervisor 1 4:00 PM 11:00 PM 7.00 S 28.00 $ 196.00
Gate#2 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#2 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#2 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#3-Spring St supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#3 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#3 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#3 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4-South Gate supervisor 1 4:00 PM 11:00 PM 7.00 $ 28.00 $ 196.00
Gate#4 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#4 scanner 1 4:00 PM 11:00 PM 7.00 $ 22.00 $ 154.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Gate#4 scanner 1 5:00 PM 11:00 PM 6.00 $ 22.00 $ 132.00
Total Staff 25 Hours 164.00 $4,150.00
3.5%admin fee $145.25
5.5%Workman's Comp $228.25
Total $4 52193
EVENT Nightmare on Chicago Street Box Office Staff
Dates: October 25,2025
START END HOURS RATE TOTAL
Treasurer Supervisor 1 2:00 PM 11:30 PM 9.50 $ 37.00 $351.50
Box Office Highland
Ticket sales/Will Call 1 2:00 PM 11:00 PM 9.00 $ 22.00 $198.00
Ticket sales/Will Call 1 2:00 PM 11:00 PM 9.00 $ 22.00 $198.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
Box Office-South
Ticket sales/Will Call 1 2:00 PM 11:00 PM 9.00 $ 22.00 $198.00
Ticket sales/Will Call 1 2:00 PM 11:00 PM 9.00 $ 22.00 $198.00
Ticket sales/Will Call 1 3:00 PM 10:30 PM 7.50 $ 22.00 $165.00
8 Sub total $1,638.50
3.5%admin fee $57.35
55%Workman's Comp $90.12
Total Box Office Staff $1,785.97