Title
Special Event Gate Staffing - RFP 25-011 - Bid Award
History
RFP 25-011 (attached) was issued March 7, 2025, to solicit proposals from qualified and experienced vendor to provide special event gate staff to manage attendee entrance/exits at the Village's Independence Day Celebration, the Centennial Park West Concert Series and the Taste of Orland Park for 2025, 2026, and 2027.
The Scope of Work (attached) includes managing attendee event entry through metal detectors or by the use of metal detector wands, searching bags, purses, strollers, wagon, chairs/chair bags, coolers and all other personal belongings; and enforcing gate rules as provided by the Village of Orland Park.
The Bid Compliance Summary Sheet (attached) for RFP 25-011 shows full details of each of two proposals received based on projected staffing needs for the Village's Independence Day, three Centennial Park West Concerts and the three-day Taste of Orland Park for 2025, 2026, and 2027.
A summary total for these events for each vendor is summarized below.
Premium Event Staffing
2025: $79,352.00
2026: $159,180.00
2027: $167,280.00
Additional gate staffing as requested:
2025: $42/hr. per person
2026: $42/hr. per person
2027: $45/hr. per person
Travel: $20
Additional supervisory staff as requested:
2025: $52/hr. per person
2026: $42/hr. per person
2027: $55/hr. per person
Property First
2025: $44,954.00
2026: $46,280.00
2027: $47,585.00
Additional gate staffing as requested:
2025: $27/hr. per person
2026: $28/hr. per person
2027: $29/hr. per person
Additional supervisory staff as requested:
2025: $34/hr. per person
2026: $35/hr. per person
2027: $36/hr. per person
Property First is a full-service facility services company headquartered in Hazel Crest. Services include landscape maintenance and design, snow and ice control, commercial tree care, custodial maintenance and security services. Property First employs 25 full-time employees and 75+ seasonal staff.
Property Services provides security services for a variety of businesses, organizations and special events including athletic venues, municipalities and park districts including Tinley Park, Mokena, Frankfort and Olympia Fields.
Staff conducted an interview with the CEO Property First exploring the firms experience with events of similar size and duties. The CEO shared the firms experience with concerts and events ranging from small to 15,000 attendees.
References shared positive experiences with Property First for their superb performance, great customer service and successful results.
Staff seeks Board approval to enter into a three-year service contract with Property First to provide gate entry/exit services for the Village's Independence Day Celebration, Centennial Park West Concerts and Taste of Orland Park in 2025, 2026, and 2027 at a cost of $44,954 plus a contingency of $10,000 for 2025, $46,280 plus a contingency of $10,000 for 2026, and $47,585 plus a contingency of $10,000 in 2027, for a total not to exceed of $168,819.20.
The contingency, if needed, would allow for adjustments in staffing levels that may result from larger than expected event attendance, and/or the need to implement gate staffing for other Village special events.
Financial Impact
$36,000 is budgeted in 1009220 432990 for Centennial Park West Concerts
$15,000 is budgeted in 1009220 432990 for the Independence Celebration
$32,000 is budgeted in 1009230 442990 for Taste of Orland Park
Recommended Action/Motion
I move to approve and authorize the execution of a Professional Services Agreement between the Village of Orland Park and the Autus Group, dba at Property First as the qualified responsive proposal for RFP #25-011 Special Events Gate Staffing to provide special events staff for Village special events for three (3) years at a cost of $44,954 plus a contingency of $10,000 for 2025, $46,280 plus a contingency of $10,000 for 2026, and $47,585 plus a contingency of $10,000 in 2027, for a total not to exceed of $168,819.20;
AND
To authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.