HomeMy WebLinkAbout25-0728 Haight Company CONCESSION SERVICES AGREEMENT
THIS AGREEMENT is hereby made and entered into this 28 day of 1July
2025, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to
as "City") and The Haight Company, LLC, an Illinois corporation, d/b/a The Bar (hereinafter
referred to as"Concessionaire").
WHEREAS, City organizes and conducts an annual festival known as Nightmare on
Chicago Street,which is to be held on Saturday, October 25,2025 (the"Event,"herein); and
WHEREAS,following a request for proposals (RFP 25-028), 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 25-028, 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,and four(4)30"x96"tables at each
of the vending as set forth in Exhibit A. In addition,the City shall provide two(2)trash containers
and additional trash bags at each trailer, as well as 120v, 20-amp power at the predetermined
service locations only. These are limited to the following: Chicago Street east and west, Fountain
Square and Whisky Point.One additional location to be determined before the event.City will also
provide one walkie talkie with training for communication on the day of the event,as well as large,
printed maps for each vending location. City will manage and staff all I.D.tents as well as provide
I.D. wristbands to each concessionaire location with appropriate branding as set forth in Exhibit
B.
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 Ten Thousand Dollars
($10,000.00);
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 Three Thousand Dollars
($3,000.00);
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.
8. 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 eight (8) to ten (10)
volunteers that are B.A.S.S.E.T certified,at each trailer for service.Concessionaire,its employees,
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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.
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.
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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.
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.
THE HAIGHT COMPANY, LLC CITY OF ELGIN
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Signature tty Manager
Lauren N Schroeder Attest:
Printed Name
Beverage& Events Director )Za1,4,4tf 2)&,("Co
Title City Clerk
Legal Dept\Agreement\Liquor Concession Agr-The Haight Company-Nightmare Chicago St-2025 docx
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EXHIBIT A
City of Elgin Request for Proposal 25-028
Request for Proposals for Beer Beverage Concession Operator
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EXHIBIT B
Proposal to the City of Elgin —NOCS Beer Beverage Concession Operator
Submitted by [vendor name] for
City of Elgin Request for Proposal 25-028
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Request for Proposal
,
EL I NJ REQUEST FOR PROPOSALS FOR BEER VENDOR
THE. tl1Y IN Iht sveuRes
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 11:00 a.m. local time,Tuesday, April 15, 2025.
Title of Professional Services: Nightmare on Chicago Street (NOCS) 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
premier annual festival, Nightmare on Chicago Street(NOCS)scheduled to take place on Saturday,
October 25, 2025. 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
Nightmare on Chicago Street is a post-apocalyptic themed street festival that takes place in
downtown Elgin each October. Since its inception, the attendance at this event has increased
from 3,500 in 2011 to a capacity crowd of over 20,000 in 2024. The estimated number of
attendees for 2025 is 20,000+.
SCOPE OF PROVIDER SERVICES
Prepare and execute a plan to provide beer concession services for five locations and checking
IDs at the point of sales locations during the event as needed; proposals should also include the
option for an alternate of an additional beer location or double sales location.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 all four locations, electrical strategy,
past experiences dealing with high attendance events, and a supply list including, but not limited
to, cups, wristbands and signage.
POTENTIAL LOCATIONS FOR TENTS (on the street/sidewalk) ARE AS FOLLOWS:
158 East Chicago St.
215 East Chicago St.
5 S Spring St.
78 S Spring St.
50 South Grove Ave.
GENERAL SPECIFICATIONS
The City is seeking and will select a concessionaire that best demonstrates the ability to provide
affordable and reliable services to downtown patrons 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 ten thousand dollar vendor fee. Payment and a wrap-up report of expenses
and revenues provided by the City will be required within 30 days after the event. The awarded
proposal may 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.
GENERAL EXPECTATIONS
• Beer Concessions Operation Schedule:
O 7:00am Site preparation begins.
O 4:00pm Distribution of wristbands.
O 5:00pm Early access festival opens.
O 6:00pm General admission allowed in.
O 10:30pm Last call.
O 10:40pm Alcohol sales end.
O 11:00pm Festival closes, clean and break down tents&tables.
• Expectations of the city:
o Provide adequate ID checking staff at the entry gates before the event as
well as at designated locations inside the event.
o Provide ID wristbands, branded for the beer vendor.
o Provide the following at each of the five vending areas and optional sixth:
• Two 10'x10' pop-up tents
• Four 30"x96"tables
• Six folding chairs
• Expectation of the vendor:
o Provide adequate BASSET certified personnel to check IDs and issue as
needed at each vending location.
o Provide adequate servers at each vending location;
o Provide one on-site event supervisor. Supervisor's mobile phone and email
contact information to be provided to city staff;
o Provide one supervisor, identified to city staff, at each vending location;
o Provide additional electrical power as may be required for beer trailers,
lights, heaters, etc. "Quiet running" generators should be used if at all
possible.
o Provide all materials, supplies, and equipment required to efficiently and
effectively operate beer concessions including, but not limited to, adequate
amounts of beer, ice, drink cups, ice, POS equipment, etc.
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; priority will be given
to those applicants located within the central business district.The central business district within
the City of Elgin is defined as an area bounded by the north side of Kimball Street on the north,
the east side of Center Street on the east,east side of Villa Street,the south side of National Street
on the south and the west side of State Street on the west,excepting the bicycle path. 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 license, proof of insurance and
business plan outlining the provided services.
5. 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.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. The recommended RFP will also go
before City Council for final approval.
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.
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City of Elgin, Illinois
Equal Employment Written Commitment Guideline
The written commitment required in Item #4 of the Bidder's Employee Utilization Form shall:
1. Set out the name and phone number of the bidder's Equal Employment Officer.
2. Clearly identify the bidder's recruitment area and the percentage of minorities and females in the
area's population and labor force.
3. Set out what the bidder has done and has set as a goal to ensure the recruitment of minority and
female employees.
4. Set out the bidder's specific goals to recruit minorities and females for training programs or other
similar opportunities available through the bidder's organization.
5. Indicate bidder's consent to submit to the City of Elgin, upon request, statistical data concerning
its employee composition and recruitment efforts anytime during the term of the contract.
6. Show bidder's consent to distribute copies of the written commitment to all persons who participate
in recruitment, screening, referral,and selection and hiring of job applicants for the bidder.
7. Clearly show that the bidder shall require all subcontractors,if any,to submit a written commitment
complying with the above requirements of their affirmative action plan to the City of Elgin.
8. Clearly state the bidder agrees that:
"Bidder(company name)shall not discriminate against any employee or applicant on the basis of
race, color, religion, sex, national origin, age, place of birth, ancestry, marital status, or disability
(physical or mental)which will not interfere with the performance of the job in question."
Description of Groups for Classification Purposes
African American: all persons having origins in any of the Black racial groups of Africa
Asian American: all persons having origins in the Far East, Southeast Asia, the Indian
subcontinent, or the Pacific Islands
Caucasian: all persons having origins in Europe,North America, or the Middle East
Hispanic: all persons of Mexican, Puerto Rican,Cuban, Central South American, or other
Spanish culture or origin, regardless of race
Indigenous People: all persons having origins in any of the original peoples of North America and
who maintain cultural identification through tribal affiliation or community
recognition
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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 I ii,panic Asians or Indigenou Minority Female(All
Employees American Pacific s People (M&F) Categories)
Islanders
M / F M / F Mi F M / F M / F
Fxample: 18 3 /5 3 /2 4/0 0 /1 0 /0 55.6% 44.4%
Managers (10/18) (8/18)
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.
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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.
I. 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
Company Name
Address
Phone Number
Email Address
FEIN No.
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City of Elgin, Illinois
Sexual Harassment - - Policies and Programs
Effective July 1, 1993, every party to any contract with the City of Elgin and every eligible bidder
is required to have written sexual harassment 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 department and commission
• protection against retaliation as provided by Section 6-101 of the Human Rights Act
I hereby affirm that the organization 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 Resources Department with a copy of these policies if they so
request.
Signature/Title
Company
Date
Sexual harassment is defined as follows:
"Sexual harassment" means any unwelcome sexual advances or requests for sexual favors or any
conduct of a sexual nature when (1) 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 used as a basis for employment decisions affecting such
individual, or (3) such conduct has the purpose or effect of substantially interfering with an
individual's work performance or creating an intimidating, hostile, or offensive working
environment.
Any questions by contracting parties or eligible bidders concerning compliance with these
requirements should be directed to the City of Elgin-Human Resources Department at(847)931-
6049.
The undersigned, on behalf of the undersigned 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 of judgment against it arising from any complaint based
on unlawful harassment and/or employment action, including, but not limited to
termination, based on any protected 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
Company
Date
CITY OF ELGIN, ILLINOIS
TAX/COLLUSION/DEBARMENT/PREVAILING WAGE/LEGAL STATUS OF EMPLOYEES
AFFIDAVIT
State of ss.
County of
, being first duly sworn, 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).
(7) That the bidder hereby certifies, represents and warrants that all of bidder's employees
and/or agents who will be providing products and/or services with respect to the subject bid and contract
are and shall be legal residents of the United States,are and shall be legally authorized to perform any such
applicable work and/or services.
Signature of Bidder, if an individual:
Signature of Bidder, if a partnership:
Subscribed and sworn to
Partner(indicate General or Limited) before me this day of
,20_
Signature of Bidder, if a corporation: My commission expires:
President
Secretary
Signature of Bidder, if a limited liability company:
Member or Manager
REFERENCES
1. Company& Contact Name
Phone& Email
Description of Work Performed
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
The Haight Company ANT e
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DBA The Bar
166 Symphony Way O
Elgin, IL 60120 w I��-e� oh- >
Request for Proposal-Event Beer Vendor
The Haight Company (referred to as The Bar from here forward) would be thrilled to partner with
the city of Elgin for Nightmare on Chicago Street. We have provided outstanding services to our
clients in the Elgin area for the last ten years and we're excited to continue to do so as we grow
as a company.
We are ready to work with the City of Elgin again after 3 successful Nightmare on Chicago
Street events as well as two summer concert series. We have also worked hundreds of events
successfully serving over 200,000 people. Our staff comes from different backgrounds working
private events, large festivals, and even organizing parades for thousands of attendees. We will
use our collective knowledge to make this year's Nightmare on Chicago Street a successful
event.
Please see below for our three year proposal and business plan:
The Bar and the distributor:
• The Bar and the distributor will provide 140 kegs of mainstream beer (ex. Old
Style,Corona, or Modelo).
• The Bar and the distributor will provide 16 specialty kegs (IPA. seasonal, etc.)
• The Bar and the distributor will provide 20 kegs of one hard seltzer
• The Bar through The Distributor will provide a beer trailer at each location (5
trailers & 1 backup trailers). The trailers will be placed so that 1-3 sides can be
utilized for service. With four tap handles on each side of the trailer, eight handles
total at each location
• The Bar will purchase all of the kegs in advance of the event
• The Bar and the distributor will provide all 16 oz. cups for the event
• The Bar through the distributor will provide all signage at each beer trailer.
Signage will be consistent with the theme of the event. (includes: items, pricing,
etc.)
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Pricing:
• Price for a 16 oz beer: $8.00 for mainstream and $9.00 for craft
• Price for one 16 oz seltzer: $9.00
• Price for one 16 oz bottle of water: $2.00
Sponsorship:
• The procured beer distributor will provide a $3000 sponsorship to the City of
Elgin
• The Bar will provide a $10,000 ($2000 per location) sponsorship check for the
exclusive rights for beer service.
• In exchange for marketing exposure leading up to and at the event - please see
the attached
• The Bar also agrees to the 10% profit sharing and will share payment and wrap
up reports within 30 days of the event.
• This information will be shared on the form provided by the city of Elgin events
department.
o Form to be approved by The Haight prior to the event
Staffing:
• The Bar will provide 1-2 management personnel at each trailer
• The beer distributor will provide 1-2 employees at each trailer. They will be in
charge of moving and tapping kegs and will take care of any mechanical issues.
• The distributor will also have 2-3 employees that will rotate as needed
• All management personnel will have B.A.S.S.E.T. certifications
• The Bar will partner with local nonprofits to provide volunteers to work each
trailer location
• 8-10 of the volunteers will be B.A.S.S.E.T certified at each trailer
• The B.A.S.S.E.T certified staff will be able to check IDs if needed
• They will wristband guests with the wristbands provided by the city
• Volunteers will be required to attend a pre-event meeting: date, time, & location
TBD
o They will go over rules, regulations, and expectations for the event
o All volunteers will be supplied with T-shirts
o All volunteers will be given entrance wristbands and/or entrance tickets at
this meeting
• All volunteers will be required to be at their specified tent locations by 4 pm
0(/ 4
• All volunteers will enter through the specified volunteer entrance indicated by The
City of Elgin or meet at a predetermined location inside of the safezone prior to
security closures
Set-Up/Breakdown:
• The Bar will utilize a 4-wheel vehicle for set-up (4-wheeler, gator, etc.)
• The Bar will utilize separate volunteers for set-up Saturday morning 10/25/25
• The Bar and the beer distributor will begin set-up on Saturday 10/25/25
Please advise if tents can be set-up on Friday 10/24/25
• The Bar will supply the lighting at each of the tent locations
• The Bar will supply one additional table at each trailer
• The Bar will provide a station supply kit at each location
• The Bar will supply multiple POS stations at each location that accept Credit
Cards as well as cash
• The Bar will break down all of their equipment immediately following the event
• The distributor will remove all trailers by the next morning if they cannot complete
the task immediately following the event.
Miscellaneous
• The Bar will supply the 3 main stages with a cooler of beer for the bands
• No guests will be served more than two beverages at one time
• No guests will be served without the appropriate wristbands
• Service will begin promptly at 5:00 PM for early access and cease at 10:40 PM,
following the last call at 10:30 PM.
• Pre-planning supervisor Lauren Schroeder: 847-814-7992
• Day of supervisor Doree Haight: 224-407-0763
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Expectations of the city:
• Two 10' x 10' pop-up tents at each location set up by Saturday morning.
0 Potential to have two larger tents near all three stages
• Four 30" x 96" tables at each location, set up on Saturday morning.
• Provide 120v, 20-amp electricity at five trailer locations
• Four garbage cans and additional trash bags at each location on Saturday
morning.
• Two large printed, laminated map/QR code at each location on Saturday
morning.
• One location for back-up beer storage trailers; behind Karin Jones' office with her
approval.
• Manage, staff, and run all I.D Tents
• Purchase wristbands
• Provide additional wristbands at each beer trailer location
The Bar is excited for the opportunity to partner with the City of Elgin and a number of its
nonprofits for another three years of Nightmare on Chicago Street!
Lauren Schroeder Doree Haight Mot]
The Haight The Haight
DBA The Bar DBA The Bar
Beverage Manager Owner
lauren@thehaightelgin.com doree@thehaighte]gin.com
P: 224-828-4805 P: 224-407-0763