Title
Taste of Orland Park Tent & Equipment Rental Contract
History
The Village of Orland Park had a three year contract which included 2012, 2013, and 2014 with Wilson Tent Company for the Taste of Orland Park. Wilson Tent Company closed its business in February, 2013 which necessitated putting the Taste Tent & Equipment Rental out to bid again for the years 2013, 2014, and 2015.
A request to bid on the Taste of Orland Park tents, tables, chairs, and lights for 2013, 2014 and 2015 was published in the SouthtownStar and on the Village website. Bidders were requested to price items individually, based on approximate quantities as these may change from year to year.
The village received inquiries from four companies, but only two submitted bids. Bids were received from Classic Party Rental of McCook, Illinois and AAA Rental of Markham, Illinois. The bids were opened on April 5, 2013. Copies of the bid summaries are attached.
AAA Rental’s bid is $13,642 for 2013, $14,478 for 2014, and $15,391 for 2015. In previous years AAA Rental has provided the required paper work for village bids, however, for the 2013 tent bid they did not submit the required supporting documents with their bid, rendering them as non-responsive, per the village attorney.
Classic Party Rental’s bid is $15,781.50 for 2013, $15,781.50 for 2014, and 17,444.50 for 2015. Village staff contacted Classic Party Rental regarding prices on certain items to make sure comparisons from both companies were equal or like. After clarification and changes to certain items, prices and products were competitive and in line with the non-responsive bidder. The Classic Party Rental’s adjusted pricing will be $15,587.50 for 2013, $15,591.50 for 2014, and $17,228.50 for 2015.
References were called including Chicago Event Management and Churchill Downs to confirm quality of service and equipment. Both shared exceptional feedback on the customer service, equipment, and responsiveness. Some events that Classic Party Rental executes for Chicago Event Management are the Chicago Marathon, Shamrock Shuffle, and Chicago's Lollapalooza.
On May 6, 2013, this item was reviewed by the Parks and Recreation Committee, recommended for approval and referred to the Village Board of Trustees for consideration.
Financial Impact
Funds have been appropriated in the Taste 2013 budget account 010-9400-444500.
Recommended Action/Motion
I move to approve awarding the contract to Classic Party Rental of McCook, Illinois for rental of tents, tables, chairs, and tent lights for the Taste of Orland Park 2013, 2014 and 2015 at the per item price as adjusted in their bid, not to exceed $15,781.50 for 2013; $15,781.50 for 2014; and $17,444.50 for 2015.