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01-185 Resolution No. 01-185 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 8, 2001, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: June 27, 2001 Adopted: June 27, 2001 Vote: Yeas : 7 Nays : 0 Recorded: Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk k. AGREEMENT THIS AGREEMENT is hereby made and entered into this day of �tocityll) 2001, by and between the City of Elgin,Illinois,a municipal corporation,(hereinafter re err 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: I. CSEM shall provide all services reasonably necessary and to the best of its ability to conduct Event,which shall occur on July 8,2001,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 supporting 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 13, 2001. 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 "A". 5. CSEM shall respond to all inquiries from Event participants. City shall respond to all inquiries from visitors to Event. 6. City shall provide street closure barricades, street closing notices, necessary municipal facilities,paramedics and ambulances on site,police,street sweeping,traffic rerouting and no parking signs as appropriate in City's sole discretion. 7. CSEM shall provide for all volunteer marshalls. 8. CSEM shall provide for all reasonably necessary Event organization and conduct except as otherwise specifically provided herein, including but not limited to hospitality services and exhibit areas provided in conjunction with Event. w. 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, 2001,which is not the result of a breach of this agreement by CSEM, CSEM shall reimburse City for all payments made by City to CSEM pursuant to this agreement with the exception of documented expenses previously incurred by CSEM and not recoverable. Such a reduction for documented expenses shall not exceed$5,000. In the event that Event is cancelled on or after July 2,2001,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 and the City may pursue all relief available to it under the law as a result of CSEM's 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. On or before April 1, 2001 CSEM must provide City with a public relations and advertisement schedule. 18. On or before May 1, 2001 CSEM must provide City with sponsor updates, a course layout for Event, including but not limited to a site plan for the start and finish areas of Event. 19. On or before June 1, 2001 CSEM must provide City with a certificate of insurance as provided for herein,updated sponsorship and media reports and coordinated setup details for Event. 20. On or before July 1, 2001 CSEM must provide City with final plans, including but not limited to an event timetable and agenda. 21. CSEM shall hold harmless,defend and indemnify City,its agents,employees,volunteers and assigns from and against any and all causes of action, suits, claims for damages, and any and all other liability of whatsoever nature arising out of or in connection with CSEM or its agents, employees or volunteers,negligent 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. 22. CSEM shall use its best efforts to conduct fund raising to defray expenses of whatsoever nature associated with or arising out of Event. CSEM shall provide City with a written report of such efforts and of Event no later than August 15, 2001. 23. 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. 24. The terms of this agreement shall be severable. In the event of any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect. 25. 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 written below. Agreed and accepted on this_J`l D� day of , 2001. CITY OF ELGIN CHICAGO SPECIAL EVENTS MANAGEMENT B By y Jo ce A. arker Henry R. Zemola City Manager President Attest: City Clerk ��"�` F:\General Services\Parks&Rec\Special events\200INMe race agreement.wpd NORTHWEST TOLLWAY(1-90) • W Duncan will be closed all day Four Bridges of Elgin Bike Race : Trout Park In-line skating route is 11 milesN U-23 Road Race is 72 miles .•.� All races will follow the same route. Please refer to registration �.�Trout Pa�� ,v information for starting times and lengths. c . a. •Glenwood Registration: (773) 868-3010 or www.chicagoevents.com • • Oakhill All Start/Finishes: at Kimball Street and • • ,. Douglas Avenue in downtown Elgin ; Oakhill • Race day registration: Elgin City Hall ' • Free parking at these locations: • �� Spring Street Parking garage • Sherman Hospital :River Bluff • Bluff Blu Coleman School River ' Gail Borden Library • River • Con don City Hall Bluff `-�••• •• •• •• •• • •• •• Trout Park •000 004 4-' °' River Bluff r L• 0 o — _ n m o y o Cooper • ¢ U m O = g 0 004 00 to .� Slade• 31 a E • W Lincoln McKinley School Q Lovell • a� • c = Algona ' Julian ' ° L • c a o 0 Jefferson ' rn U a cn Daniels • L1. Plum • • PlVUM Su mmit Summit 58 OD • Seneca • Cherry • Right turn only from ' Ann ' N North Grove onto Kimball y Free Parking ° @• Franklin East bound traffic on U o �' .••• Race Course Route 0 of a- Kimball is prohibited z m o• Kimball <—� aEi © Viewing and festival area •• •••4•• ••• v Q Q Start/Finish 3 Q Old O The race route will be closed to all Library © I u Park Main traffic the day of the race. There will U Svmohonv Wav be supervised crossing at some North intersections along the way as Ponce indicated. Hai °ept. Dexter For safety purposes,no street parking Division will be allowed along the race route on Sunday,July 9th,from 7am to 5 pm. E.Hi hland _ Map not drawn to scale E.Chi acio a d L Attachment A I N A. gm Ctl r �'°,' ��.t�-k' k a Y� f o�. ,y;,;_` } `` �"fil4dQ4;�P#�{�Yedts tAarlSgsme�S Equlpriirtt±t teiviraWb and Lid L IRt ? rtn'ftt; _ s atri d`Ft;" e a Ito-,° 40 $2.00, Q r r @ & ! $1040 lu6 s , 10 6 5 S1. rildU Qr.. 1 52.00 :) r 32,00 Sri. &r:tb_tc bt.00 hs tt'.cr isUaf Gi CI SiOS an 1 S 50.25 V1.25 Cu u•;+�7t-her - . 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DD6 �JD� . rpeg uM #SaM=P!W .1 WTI . nNO A PmM 00'008 S �ulu��d y tau �!Alid VR xt ► , 1 �:P s s '�tt 7 iis� C lI a. 4^ 3 Y X z i w`21Z Igo f WR ry' Y � v der` �t5 t fir. r. DD'Dx _ 7lit'it” a v xt a 1 a rs �ygy, s 1. 3 City Of Elgin Agenda Item No. June 22 , 2001 TO: Mayor and Members of the City Council RECREATIONAL LEISURE FROM: Joyce A. Parker, City Manager ANU CU FUR ALLCTZLNSUNIIIES SUBJECT: Elgin Four Bridges Bike Race PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Chicago Special Events Management to coordinate an international bike race in Elgin, the Elgin Four Bridges Bike Race, for Sunday, July 8, 2001 . BACKGROUND Held last year for the first time, this event was very successful and the organizers have requested a race day this year. The Four Bridges Bike Race brings competition from across the country and international teams from Canada, Mexico, and Poland will be invited. The purpose of the race is to promote (in newspapers, radio and television) Elgin in the Chicago area and nationally through a major sports event . The event is an opportunity to highlight our downtown and established neighborhoods . This event draws 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/application from Chicago Special Events Management (CSEM) describes the bike race and its application process . 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 June 22, 2001 Page 2 Requested support from the City for this event is $50, 000, plus operation support from City departments including street sweeping the day of the race, emergency medical support availability, police and security. The race route is attached and features a downtown start and finish and loops through the northeast neighborhood, following some of the same track as the annual Fox Trot . It was desired to highlight as many areas of the City as possible but logistics are more challenging with a wider area (more streets closed, etc. ) . 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 at specified intersections . Events with different races at different skill levels will be held throughout most of the day on Sunday, July 8 . The bike race route is approximately 5 . 2 miles . CSEM was established in 1988 to provide professional management, " production and promotion of special events . CSEM typically markets and produces 40 special events annually. In 1999, CSEM produced and promoted events reaching more than one million people in the Chicagoland area, including Advocate Healthcare Autumn Classic 5K Run, AIDS Walk Chicago, Alzheimer' s Association Memory Walk, National Championship of Cycling, North 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 contracts, including churches downtown which will have traffic issues on that Sunday. Other partners will be the Downtown Neighborhood Association (for organizing pre-bike race events) , and the Convention and Visitors Bureau (for lodging and publicity contacts) . The proposal has been reviewed by staff from operating departments and does not present overwhelming logistical problems . The City budgeted $50, 000 in 2001 for bike race support . Elgin Four Bridges Bike Race June 22, 2001 Page 3 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. FINANCIAL IMPACT A total of $50, 000 is budgeted and available 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 the ' departmental budgets . GAL IMPACT None . ALTERNATIVES None . RECOMMENDATION It is recommended that the agreement with CSEM for organizing the Elgin Four Bridges Bike Race may be approved. Re ectfully submitted, Jo ce�AParker jc City Manager NORTHWEST TOLLWAY(1-90) !- e& Duncan will be closed all day Four Bridges of Elgin Bike Race , V*,k In-line skating route is 11 miles Trout Park U-23 Road Race is 72 miles ... All races will follow the same route. Please refer to registration .=T` � #Trout park information for starting times and lengths. ' „• •��d. O• •Glenwood Registration: (773) 868-3010 or www.chicagoevents.com • All Start/Finishes: at Kimball Street and : ' Oakhill Douglas Avenue in downtown Elgin Oakhill Race day registration: Elgin City Hall Free parking at these locations: ; 0 Spring Street Parking garage Sherman Hospital :River Bluff Coleman School River Bluff— > •• •• Gail Borden Library • City Hall River • Con on • Trout Park Bluff �••• •• •• •• •• • •• •• � River Bluff•••• •• L• w M Goes •• O• V1 C > l9 0 • M �• 01 l0 N C C • 0 = O .• Cooper N• a �j m o' 4 Soo mJ • r•� • Slade• 31 a • . • 'o • • V' w • N w Lincoln -0 J A McKinley School �• • Lovell •r U • p 4 Julian a o Al ona 25 a� Jefferson • v a in Daniels • �- b k. Plum • g • Plum • c1t. summit Summit .���„ o• 58 Seneca - Che • Right turn only from Ann • r N North Grove onto Kimball. m • o Y 1°• Franklin Free Parking East bound traffic on C9 0 Me— Kimball is prohibited. Z m o: 0- •••• Race Course Route Kimball •• •••�—> ••• © Viewing and festival area 0 Q Start/finish Very © 0 < Old O The race route will be closed to all S on Wa U Park Main traffic the day of the race. There will m h North be supervised crossing at some Police intersections along the way as city a Flan Dext r oevt. indicated. c Division For safety purposes,no street parking will be allowed along the race route on E.Hi jhland Sunday,July 9th,from lam to 5 pm. Map not drawn to scale '- E.Chi a o 19 °' `° Attachment A