00-125 Resolution No. 00-125
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CHICAGO SPECIAL EVENTS MANAGEMENT FOR THE
ELGIN FOUR BRIDGES BIKE RACE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed
to execute an agreement on behalf of the City of Elgin with
Chicago Special Events Management for the Elgin Four Bridges
Bike Race on July 9, 2000, a copy of which is attached hereto
and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: April 26, 2000
Adopted: April 26, 2000
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is hereby made and entered into this
day of pe%ILL, , 2000 , by and between the City of
Elgin, Illinois, a municipal corporation, (hereinafter
referred to as "City" ) and Chicago Special Events Management,
an Illinois corporation (hereinafter referred to as "CSEM" ) .
WHEREAS, City and CSEM have each determined it to be in
their best interests to conduct an organized racing event
within the City (hereinafter referred to as "Event" ) ,
NOW, THEREFORE, in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is
hereby acknowledged, the parties hereto hereby agree as
follows :
1 . CSEM shall provide all services reasonably necessary
and to the best of its ability to conduct Event, which shall
occur on July 9, 2000 , pursuant to the route and schedule
attached hereto as Attachment "A" . Such services shall
include, but not be limited to administrative services;
production; recruitment of contestants; advertising; on-site
management and organization; coordination of volunteers;
marketing; providing for sanctioned officiating; coordination
of Event with all applicable governing sporting bodies; trash
receptacles; race site cleanup and staff management .
2 . City shall pay to CSEM the total sum of $50 , 000
pursuant to the dates provided for herein, but in no event
later than July 9, 2000 .
3 . CSEM shall employ reasonable efforts to secure event
sponsorships to provide additional funding for Event .
4 . CSEM shall adhere to the requirements of the budget
attached hereto and made a part hereof as Attachment "B" .
5 . CSEM shall respond to all inquiries from Event
participants . City shall respond to all inquiries from
visitors to Event .
6 . City shall provide street closure barricades; street
closing notices ; necessary municipal facilities; paramedics
and ambulances on site, police; street sweeping; traffic
rerouting and no parking signs as appropriate in City' s sole
discretion.
7 . CSEM shall provide for all volunteer marshals .
8 . CSEM shall provide for all reasonably necessary
Event organization and conduct except as otherwise
specifically provided herein, including but not limited to
hospitality services and exhibit areas provided in conjunction
with Event .
9 . CSEM shall provide all hotel rooms and
accommodations as required for Event officials and CSEM, its
employees, agents and volunteers .
10 . CSEM shall provide City with general liability
insurance for Event, naming City as additionally insured, in
an amount of not less than $1, 000 , 000 . Such insurance shall
apply as primary insurance with respect to any other insurance
or self-insurance program afforded to City. There shall be no
endorsement or modification of this insurance to make it
excess over other available insurance, and alternatively, if
the insurance states that it is excess or pro rata, it shall
be endorsed to be primary with respect to City.
11 . This agreement or any part thereof will not be
assigned or transferred by CSEM to any person, firm,
corporation, or partnership that acquires ownership or
management of CSEM. This agreement or any part hereof shall
not be transferred, conveyed or assigned by City, nor shall
the use of the rights, duties or obligations granted under
this Agreement in whole or in part be granted by City without
the prior written consent of CSEM.
12 . The parties are acting herein as independent
contractors . Nothing herein contained shall create or be
construed as creating a partnership or joint venture . The
parties agree that neither entity shall have the authority to
bind the other in any respect whatsoever without prior
approval from the other party. Each party shall be solely
responsible for all wages, income taxes, worker ' s compensation
and any other requirements for all its personnel and any of
its supplies pursuant to this agreement . Each party shall be
responsible solely for any items or vehicles brought to the
event by its personnel including employees, agents,
representatives or volunteers .
13 . The failure of either party hereto to comply with
the terms and conditions hereof because of an act of God,
strike labor troubles, war, fire, earthquake, act of public
enemies, action of federal or state authorities or for any
reason beyond the reasonable control of such party, shall not
be deemed as a breach of this agreement except in the event of
cancellation by the other party without due cause.
14 . In the event that Event is cancelled for any reason
which is not the result of a breach of this agreement by CSEM
prior to July 2 , 2000 , CSEM shall reimburse City for all
payments made by City to CSEM pursuant to this agreement with
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the exception of documented expenses previously incurred by
CSEM and not recoverable . Such a reduction for documented
expenses shall not exceed $5000 . In the event that Event is
cancelled on or after July 2 , 2000 , CSEM shall reimburse City
as provided in this paragraph, but shall be entitled to retain
or be paid by City a minimum sum of $15, 000 and a maximum sum
of $30, 000 for such documented expenses . In no event,
however, shall City be required to pay a sum in excess of
$50, 000 .
15 . In the event CSEM breaches this agreement or any
material term or provision thereof, CSEM shall refund any
funds paid by City to CSEM upon 30 days written notice . CSEM
shall not be entitled to any funds from City in the event of
such a breach.
16 . City may terminate this agreement for any reason.
In the event City terminates this agreement for any reason
other than a breach by CSEM, City shall provide CSEM with
fourteen (14) days written notice of such termination. In the
event of termination by City for any reason other than a
breach by CSEM, CSEM shall retain only such funds as are
provided for in paragraph 14 herein.
17 . City shall pay CSEM the sum of $10 , 000 within 10
days of the execution of this agreement .
18 . City shall pay CSEM the sum of $10 , 000 on or before
April 1 , 2000 if CSEM has provided City with a list of
potential sponsors, a public relations and advertisement
schedule and plan.
19 . City shall pay CSEM the sum of $10, 000 on or before
May 1 , 2000 if CSEM has provided City with sponsor updates, a
course layout for Event, including but not limited to a site
plan for the start and finish areas of Event .
21 . City shall pay CSEM the sum of $10 , 000 on or before
June 1, 2000 if CSEM has provided City with a certificate of
insurance as provided for herein, updated sponsorship and
media reports and coordinated setup details for Event .
22 . City shall pay CSEM the sum of $10 , 000 on or before
July 1, 2000 if CSEM has provided City with final plans,
including but not limited to an event timetable and agenda.
23 . Regardless of the schedule of payments provided for
herein, City shall pay the sum of $50, 000 to CSEM in the event
that Event occurs without a breach of this agreement by CSEM
or without a termination of this agreement prior to July 9,
2000 . In no event shall City pay CSEM a total amount
exceeding $50, 000 .
-3-
24 . CSEM shall hold harmless, defend and indemnify City,
its agents, employees volunteers and assigns from and against
any and all causes of action, suits, claims for damages, and
any and all other liability of whatsoever nature arising out
of or in connection with CSEM' s negligent performance of this
agreement . In the event of any action against City, its
officers, employees or agents covered by the foregoing duty to
indemnify, hold harmless and defend, such action shall be
defended by counsel of City' s choosing.
25 . CSEM shall use its best efforts to conduct
fund-raising to defray expenses of whatsoever nature
associated with or arising out of Event . CESM shall provide
City with a written report of such efforts and of Event no
later than August 15, 2000 .
26 . This agreement shall be subject to and governed by
the laws of the State of Illinois . Venue for the resolution
of any disputes or the enforcement of any rights arising out
of or in connection with this agreement shall be in the
circuit court of Kane County, Illinois .
27 . The terms of this agreement shall be severable . In
the event any of the terms or provisions of this agreement are
deemed to be void or otherwise unenforceable for any reason,
the remainder of this agreement shall remain in full force and
effect .
28 . This agreement is the sole agreement between the
parties hereto . There are no other agreements, either written
or oral , which modify or affect the terms of this agreement .
This agreement shall not be modified or amended without the
written agreement of the parties hereto.
IN WITNESS THEREOF, the parties hereto have executed this
agreement as of the day and year written below.
Agreed and Accepted on this a^/q day of Al 2000 .
CITY OF ELGIN CHICAGO SPECIAL EVENTS
MANAGEMENT �J
B BY --
oy e A. Parker Henry R. ola
City Manager President`
Attest : �^
- &"
City Clerk
BIKERACE/RAGREE
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Elgin Four Bridges Bike Race
Saturday, July 8, 2000
Course and festival ground final preparation
Sunday, July 9, 2000
Course secured before 8 a.m.
8 a.m. to 3 p.m. races
4 p.m. clean-up and restoration
Four Bridges of Elgin
Chicago Special Events Management
Equipment Inventory and 1-m-1 List
Truck 1 Truck Z
Descri tion Cost Cost to Flat Bank Bas Per Item Client
I Fee I
Bank De osit Sli s X 15 1 510.00 F-e-e
Banners-S onsors X
Barricade Feet-Silver I I
Barricade Feet-White 1 $2.00
Barricades-Red 40 52.00 1 $80.00
Barricades-Silver er section I 53.00 1
Barricades-White I $10.00
Blue Ba s I 20 $10.00 5200.00
10 I
I I
Brooms I $5.001 55.00
Calculator 4 51.00 $4.00
Cash Boxes 1 $2.00 1 52.00 I
5
Chalk cra on- er box 1 52.00 I 510.00
Chan a for R istrar/Gates $7.00
Cli boards er unit X
Cu s-Other 5 50.25 51.25
Extension Cords iergunits
Gas Cans with as 6 53.00 $3.00
Generators 52.00
Gloves S20.00
Hand Stam s 10 52.20 S22.00
Hand Trucks 20 52.00 540.00
Hard Snowfencin er 50 ft. 3 55.00 $15.00
H drantAda ter 515.00
H drant Ke $5.00
Ladder-Aluminum 1 55.00
Ladder- Oden $5.00
Locks&Ke sfor Trucks l $5.00
Markers er box X
Na kins er ack 1 $0.50 So.50 -
Patrol Belts er belt 1 $0.85
Pa Sheets $0.15
Product Coolers X
Products.S onsor 3 53.00 59.00
Raffle Drum X
Raffle/Gate Tickets $5.00 $5.00
Rope er barrel X
Rubber Bands er ack 1 55.00 $5.00
Safe Fla s er Fla 1 S2.00 52.00
Safe Pins er box 4 S0.25 51.00
Safe Vests er unit 1 519.50
Shar ies er box 4 $0.50 $2.00
Shovels 1 $4.50 54.50
Si n-Volunteer Check-in 2 51.00 $2.00
Sled a Hammer I 1 $0.50 $0.50
Snowfencin -Soft er 5o ft. 1 51.00 51.00
Snowfencin Stakes er stake $15.00
S oons er 1000 $1.00
S ra Paint S6.00
Sta e-Red latform&braces 2 56.75 513.50
Stake Pounder 520.00
Stakes/Ro e/Hammer for Cano $5.00
Table Skirtin Plastic- er table 510.00
Tables I $7.00
Ta e-Clear er roll $6.00
ffTents Duct er roll 1 53.25 53.25
des er 10'section 1 53.75 $3.75
S10,00 ool Box 590.00
Tra sh Ba s er 100 2
Trash Cans 200 542.69 1 585.38
Twine I 52.00
Umbrellas stand, Ole and umbrella) I X 1
Umbrella Tables 5 $5.00 525.00
Walkie Talkie Si n in/out Sheet 5 55.00 525.00
Walkie Talkies X I
Water I 10 I 530.00 1 5300.00
Water Hose X I
Zip Ties( er 100 1 $8.00 58.00
Totals 3 54.79 1 514.37
- _ ,:,�•:: ..;,_,._ .'5903.00 -
Attachment B
Four Bridges of Elgin
Crit Staff
Level A Worker $15.00
Level B Worker $13.00
Level C Worker $10.00
Level D Worker $8.00
Level E Worker $6.00
posjtjo'jf.,.-!_-,',,:!I_- ,'Level rTotai Cost-_
Pre-Event Loading D 4 532.00
Loading D 4 532.00
Loading D 4 $32.00
`Z-',$96.00,
ITotal
Set-U p Set-Up-Fri&Sat all day) A 17 5255.00
Set-Up-Fri&Sat all day) B 17 5221.00
Set-Up-Fri&Sat all day) c 17 S170.00
Set-Up-Fri&Sat all day) D 17 5136.00
Set-Up-Saturday all day) DL 17 $136.00
Set-Up-Saturday D 6 $48.00
Set-Up-Saturday D 6 $48.00
Set-Up-Saturday D 6 $48.00
Event Da s)".! Crew-Sunday A 12 5180.00
Crew-Sunday B 12 $156.00
Crew-Sunday c 12 5120.00
Crew-Sunday 0 12 $96.00
Crew-Sunday D 12 $96.00
Marshals-Schools E 280 S1,680.00
Awards D 20 5160.00
Awards D 20 $160.00
Hospitality c 15 $150.00
Hospitality c 15 5150.00
Registration Manager A 15 $225.00_
Registration D 15 1 $120.00
Registration D 15 $120.00
Registration D 15 $120.00_
--;;;-,$3,533.00:
Pace Car Drivers,.. Driver I D 15 5120.00
Dnver D 15 $120.00
TotaI7-,=;T7 1740_00
jTeir=Ddw_n'_ Tear-Down 6 5 $65.00
Tear-Down c 5 $50.00
Tear-Down 0 5 $40.00
Tear-Down D 5 $40.00
Tear-Down D 5 $40.00
Tear-Down D 5 $40.00
I $275.00
IPost-Event Unloadinq D 4 532.00
Unloadin D 4 I $32.00
Unloadin 0 4 $32.00
Unloadin 0 4 $32.00
-,x=$128.00
00
Staff in Total -,$5,334.
Four Bridges of Elgin
P '"FOUR B IDGEV", LGI
rINTERNATIONAL,BIKE:RACINM
Amount(Quanity/hours) Projected Cost Actual Cost
Administrative Expenses :.:•'?r°
Su erweek Host Clty Fee Is 10.000.00 1 I
CSEM Management Fee "' 1200 hrs. Is 10,000.00
Insurance is 600.00
Mailing labels from USA Cycling S 150.00
Mailing Service is 350.00
Office expenses is 500.00
Office Supplies faxing•phone.email,hard goodsl S 1,000.00
Postage 4.500 S.13/each s 585.00
PRIZE MONEY is 15,000.00
Total Administrative Is 38,185.00 I
Partici ant A lication Prinitin 5 800.00
Creative Services S 700.00 I
Windy City Sorts 1 ad S 1,065.00
USA Cycling 2 ads 57001each S 1.400.00
Velo News 2 ads a S1008/each S 2,016.00
Mid-West Cycling 2 ads 5250/each S 500.00
Fitness&Speed Skating Times 2 ads S 1,200.00
Posters&Flyers S 500.00
Public Relations Firm S 3,000.00 I
Total Advertising �34t-7" ' w $ 11,181.00
Officials&Announcers:= ='_,-:.` ?"
Officials-USCF 5 800.00
Race Announcers Is 1,600.00
Total.Entertainment- Is 2,400.00
Services/Rentals ."te,..r;' s:.�rt ytZ
Clean up Personnel Is 300.00
Chairs 300 S1.251each S 375.00
Dum sters . 1 S 400.00 I
Generators 1 S 700.00
Hotel Rooms 35 S 3,500.00
r&Drape for Expo 18 S24/each S 432.00 i
O-Let-Re ular 20 558 each S 1,160.00
O-Let-Handica 2 $116 each S 232.00 ble Sinks 5 $62 each IS 310.00 ri -Hos itali 2 $121hr for 15 hours S 360.00-Loading S 96.00
Staff-Set-up S 800.00
Staff-Event Day Is 1,600.00
Staff-Medical 15 400.00
Staff-Tear-Down is 800.00
Tables-Rectangular 40 @$7.00/each is 280.00
Tables-Round 20 58.00 1each is 1160.00 1
Tables-Umbrella 20 S15.o0/each IS 300.00 I
Tents-Fees Set-upfrear-Down Is 250.00
Tents-Barrels 40 $5.00/each is 200.00
Tents-Hospitality 2-30 x 45 7401each S 1,480.00
Tents-French Windows-Hospitality S 1/foot($150/each) S 300.00
Tents-Expo 1.40 x 80 S 2.200.00
Tents-Medical 1-10 X 10 w/sides 5 125.00
Tents-Volunteer 1-10 x 10 I S 85.00 I
Trucks and Vans IS 900.00
Total Services Is 17,745.00
Su lies:''
Catering-CSEM VIP IS 1,600.00
Ice-120 x 53.00 Is 360.00
Lunch for workers is 300.00
T-Shirts is 1.900.00
VIP Wristbands Is 200.00
Total Supplies Expense .� = 5 4,360.00 i
Total Expenses-. _ '�7.':r Is 731871.00 IS 0.00
C It Y Elgin of Agenda Item No.
AA
�-
March 22, 2000
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Elgin Four Bridges Bike Race
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider a request for
support and endorsement of an international bike race in Elgin, the
Elgin Four Bridges Bike Race, for Sunday, July 9, 2000 .
BACKGROUND
Last fall the City heard a proposal from a resident group, led by
Image Advisory Commission member Michael Powers, to begin a bike
race in Elgin. The Four Bridges Bike Race will bring competition
from across the country and international teams from Canada,
Mexico, and Poland will be invited. The purpose of the race is to
promote (in newspapers, radio and television) Elgin in the Chicago
area and nationally through a major sports event . The event is an
opportunity to highlight our downtown and established
neighborhoods. There is also opportunity for coordination with the
E1ginFest to further promote a festive atmosphere, drawing visitors
to downtown Elgin, our hotels and motels. There is also a benefit
in promoting bicycling in general in the community as a recreation,
transportation, and health alternative .
The attached program from Chicago Special Events Management (CSEM)
describes the bike race. Although modified from the original
concept last summer (smaller number of participants) , the race
provides an opportunity for hundreds of racers and support people
to visit Elgin and provide positive publicity for the City and an
opportunity to spotlight our downtown and core residential
neighborhoods.
A contract has been prepared to have CSEM and volunteers coordinate
the event under contract and make it close to a "turn-key"
operation. CSEM will provide administrative services, production,
recruitment of contestants, advertising, on-site management and
organization, coordination of volunteers, marketing, sanctioned
officiating, trash receptacles and race site clean-up, and staff
management .
Elgin Four Bridges Bike Race
March 22, 2000
Page 2
Requested support from the City for the first-time event is
$50, 000, plus operational support from City departments including
street sweeping the day of the race, emergency medical support
availability, police and security. Staff cost estimates on a
similar race in Downer' s Grove is about $13, 000 according to CSEM.
The race route has been tentatively agreed upon and is attached but
it features a downtown start and finish and loops through the
northeast neighborhood, following much of the same track as the
annual successful Fox Trot Race and Fun Run. It was desired to
highlight as many areas of the City as possible but logistics are
more challenging with a wider area (more streets closed, etc . ) .
Philadelphia runs a race through a business district but other
cities have races in the unpopulated country. During the race, the
actual race route is essentially closed to vehicular traffic.
Cross traffic is allowed between groups of racers .
It is anticipated to have events with different races at different
skill levels throughout most of the day on Sunday, July 9 . The
bike race route is approximately 5 . 2 miles .
Staff has contacted Downer' s Grove which operates a similar race
with CSEM and has been given a positive referral . CSEM was
established in 1988 to provide professional management, production
and promotion of special events . CSEM typically markets and
produces 40 special events annually. In 1999, CSEM produced and
promoted events reaching more than one million people in the
Chicagoland area, including Advocate Healthcare Autumn Classic 5K
Run, AIDS Walk Chicago, Alzheimer' s Association Memory Walk,
National Championship of Cycling, North Halstead Street Market Days
Festival, United Airlines Run for the Zoo, Village of Brookfield' s
BrookFest, and Wells Street Art Fair.
The City will continue to help coordinate community contacts,
including churches downtown which will have traffic issues on that
Sunday. Other partners will be the Downtown Neighborhood
Association (for organizing ElginFest on the July 9 weekend) , and
the Convention and Visitors Bureau (for lodging and publicity
contacts) .
The proposal has been reviewed by staff from operating departments
and does not present overwhelming logistical problems . The City
budgeted $50, 000 in 2000 for bike race support . Budgets for
operating departments to assist will need to receive supplemental
budget adjustments .
eol' COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Elgin Image Advisory Commission, Downtown Neighborhood Association,
Convention and Visitors Bureau, St . John' s Lutheran Church, Sherman
Hospital, Northeast Elgin Neighborhood Association, Ace Hardware,
Neighborhood Housing Services of Elgin.
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Elgin Four Bridges Bike Race
March 22, 2000
Page 3
FINANCIAL IMPACT
A total of $50, 000 has been budgeted in account number 275-0000-
791 . 80-35 . CSEM' s total fee is a not-to-exceed $50, 000 .
Operational support from City departments can be handled within
their departmental budgets .
LEGAL IMPACT
None .
ALTERNATIVES
None .
RECOMMENDATION
It is recommended that the agreement with CSEM for organizing the
Elgin Four Bridges Bike Race be approved.
Res ectfully submitte
Joy A. Parker
City Manager