Title
Taste of Orland Park Tent & Supply Rental Contract
History
On January 4, 2019, the Village of Orland Park issued an RFP for 2019, 2020 and 2021 Taste of Orland Park tents and supplies. The RFP projected the greatest number of tents, tables, chairs, lighting & extension cords that might be required to successfully produce this event. The actual number of tents and other equipment utilized will depend upon the actual participation numbers of restaurants, community booths, sponsors and event other needs.
Proposals (summary attached) were received by Arena Americas (vendor from 2013 - 2018), Marquee Event Rentals and Special Events Group.
Proposal Cost:
Arena Americas - 2019 - $26,941.25
Marquee Event Rentals - 2019 - $22,229.60
Special Events Group - 2019 - $27,169.35
Village staff toured and met with Todd Lazzarotto of Marquee Event Rentals on February 15, 2019. Staff went onsite to visit two warehouses and directly viewed and inspected tents, tables, chairs, linens and other rental supplies typically used for the Taste. Staff found Marquee Events inventory to be excellent in terms of quality and quantity. Located in McCook, IL, Marquee Event Rentals merged with Classic Party Rentals and M & M rentals in 2018. As such, Marquee Events has increased their inventory, item selections and staff to meet the needs of clients.
Marquee provides tent and other supplies for local events including: Lisle Eye to the Sky, Star Event's 25 Street Festivals, Bartlett's Fourth of July event and Rockton's Old Settlers Day.
In checking references, Dick Gaddini of Lisle stated Marquee was "very accommodating, on-time, flexible, good in an emergency with strong staff providing set-up and supervision." Jessica Smith from Star Events has worked with Marquee for 2 years and shares that "staff is experienced, on-time and responsive including overnight hours." Andy Watson of Bartlett found Marquee to be "accommodating, respectful and the equipment was of good quality." Cory Magnus of the Lions club stated: "equipment quality is good, crews are flexible and supervisory staff ensure the job is done correctly."
Staff would like to recommend that this RFP be awarded to Marquee Event Rentals at an amount not to exceed the RFP proposal amount for 2019, 2020 & 2021.
On March 4, 2019, this item was reviewed and approved by the Parks and Recreation Committee and referred to the Board for approval.
Financial Impact
There is $21,000 budgeted in account 010-9450-442990 for 2019 Taste tents and supplies. A budget adjustment will be required in 2019 not to exceed the proposed $22,229.60 amount. Funds are available in the Taste account to cover this budget adjustment.
Recommended Action/Motion
I move to approve the contract with Marquee Events to provide Taste tents and supply rentals for the 2019 - 2021 Taste of Orland Park for an amount not to exceed the $22,229.60.