Title
Sound Works Contract Addendum C, Change Order #4
History
The Village entered into contract 2024 0204 on March 18, 2024 with Sound Works Production Group dba Vantage Production Group to provide lighting, sound, trusses, rigging, and other stage equipment and labor for the Centennial Park West (CPW) Concert Series for 2024, 2025 and 2026 at a total not to-exceed amount of $91,619 for 2024 and the Board approved budgeted amounts for 2025 and 2026.
In 2025, $100,000 was budgeted for sound and lights production for the Centennial Park West Concert Series. Actual expenses totaled $160,318.
Change Order 1 (attached) was executed August 19, 2024 authorizing the use of $2,000.00 in contingency funds for equipment outlined in Artists' riders.
Contract Amendment A, Change Order 2 (attached) was executed May 19, 2025 increase the contract by $32,800 for FY2025 and to add $5,000 in contingency funds to the contract due to Artist rider requirements for the Centennial Park West Concert series requiring additional, specific sound and lighting equipment.
Contract Amendment B, Change Order 3 (attached) was executed August 4, 2025 to increase the contract amount by $600 and utilize $5,000 of the contingency funds due to the rental of two scissor lifts to hang light and sound gear for the August 8, and 30, 2025 Centennial Park West Concerts.
In 2026 the Village hosted the Red, White, and Blue BBQ Fest on May 23 at CPW and intends to host the Centennial Park West Concert Series on June 20, July 11 and August 28; six weeks of Concerts in the Park, the Fourth of July and Patriots Day Concert on September 11 at Centennial Park West for a total projected expense of $146,168 for lights, sound, labor, and stage related production expenses in 2026.
Staff seek Board approval for Contract Amendment C, Change Order 4 to increase the contract amount by $54,368 for sound, lights, labor, and other related stage production expenses for the production of Centennial Park West events in 2026 for a new not-to-exceed of $146,168 and to revise the contract termination date to February 28, 2027 to accommodate payment of invoice and other Centennial Park West events in 2026.
Costs related to the addition of the Patriot Day concert on September 11, 2026 will be included in a future budget amendment as previously presented and approved (Legistar #2026-0443).
Financial Impact
Funds are available in 1009220 for these expenses.
Recommended Action/Motion
I move to approve and authorize the execution of Contract Amendment C and Change Order 4 with Sound Works Production Group dba Vantage Production Group of Lemont, IL for sound, lights, and labor expenses related to 2026 Centennial Park West events for a new total not-to-exceed amount of $146,168 and to revise the contract termination date to February 28, 2027, and as fully presented.
(Full motion - not necessary to be read)
I move to approve and authorize the execution of Contract Amendment C, Change Order 4 to increase the contract amount by $54,368 Sound Works Production Group dba Vantage Production Group of Lemont, IL for sound, lights and labor expenses related to 2026 Centennial Park West events for a new total not-to-exceed of $146,168 as outlined in the proposals dated May 20, 2026 and to revise the contract termination date to February 28, 2027 to accommodate payment of invoice and other Centennial Park West events in 2026;
AND
To authorize the Village Manager to execute all related contracts, change orders and contract amendments subject to Village Attorney review.