Title
Taste of Orland Park Lighting, Sound, Truss, Rigging and Other Stage Equipment Award
History
In 2024, after 20 years at the Village Center, the Taste of Orland Park will move to the new Centennial Park West concert venue. As approved during the February 19, 2024 Board meeting, the Taste aims to feature national headliners, in addition to traditional features including the CSHS Marching Band, Veterans Tribute, sponsors, community and youth groups and children's activities.
The new venue includes a 40' x 60' stage, truss system to handle light and sound equipment, and full electrical capability to handle any concert needs.
Concert production will require the rental of sound and lighting equipment, along with the truss systems equipment is hung from. The new stage venue provides a permanent stage, band suites and full electrical support negating the need to rent these items. National level Artists require specific sound and lighting requirements as outlined in each Artist's rider.
Staff issued RFP 24-033 (attached) on February 22, 2024 with a submission deadline of March 7, 2024. The scope identified equipment required to successfully provide of equal or greater quality than equipment identified from an expected Artists' rider. The RFP includes a three-year term.
The RFP resulted in one submittal (attached) from Vantage Production Group by Sound Works as follows:
2024: $31,600
2025: $33,100
2026: $34,600
Vantage Production Group (VPG) formerly known as Sound Works Productions has successfully provided sound, lights and labor for the Taste for 20 years. Their extensive experience, knowledge, along with their equipment inventory and relationships with sound and light rental agencies enable VPG to expertly meet the specific needs and demand of Artists.
Staff seek Board approval to enter into a three-year agreement with the Vantage Production Group at the quoted costs, plus a 3% contingency in 2024 and a 5% contingency for 2025 and 2026 to allow for production flexibility that meets needs as outlined in each Artists' rider each year.
Financial Impact
$22,000 is budgeted in 1009230-444500 to support sound, lighting, rigging and other equipment needs for the Taste of Orland Park. Staff anticipate savings from a reduction in printing/stationary, eliminating pop/water service to restaurants and by eliminating the need to rent chain link fence.
Recommended Action/Motion
I move to approve awarding RFP 24-033Taste of Orland Park Lighting, Sound, Truss and Rigging and Other Stage Equipment to Vantage Production Group by Sound Works for a cost not to exceed $31,600, plus a contingency of $948 for 2024 and Board approved budgeted amount for 2025 and 2026;
AND
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.