PCA_-_2024_Electrical_Services_IFB.pdf

Village of Schaumburg Invitation for Bid

Septemberfest Electrical Services Intent: The purpose of this Invitation for Bid is to solicit firm pricing to provide electrical services for the Village of Schaumburg's (hereafter Village) Septemberfest festival. A high quality reliable electrical contractor is an integral part of this festival.

Scope: The Village sponsors a Septemberfest event held on Labor Day weekend. Annual attendance averages 250,000, weather permitting. The contractor will be responsible for installing, maintaining, servicing, and removing all electrical equipment owned or leased by the Village for the purpose of supplying electricity to Septemberfest activities.

Licensed electricians will be responsible for all electrical work necessary to ensure a safe supply of electricity to the following areas:

Taste of Schaumburg food and beverage preparation tent for restaurants, including electrical to all electrical boxes, exit signs, and lighting.

Dining tent Craft Beer & Wine tent Bingo tent Sponsor/Courtesy tents Information tents Village of Schaumburg Department tents Fire Department First-Aid tent Beer tents ID wristband tents All other booths requiring lighting and power Main, local, and craft beer & wine entertainment stages Main stage motor homes/tour bus

All work done on equipment not owned or leased by the Village is the responsibility of the owner of the equipment, unless the failure of said equipment is caused by the Village.

Terms: The contract will be for a five-day (5) period (which will include the Friday set-up and the Monday night and Tuesday early morning tear down time), to be held on the 2024 Labor Day weekend. Additionally, two (2) hours on the Monday prior to the festival has been scheduled for one (1) electrician to inspect the Village of Schaumburg’s Septemberfest electrical equipment.

Please note that a not-for-profit organization begins setting up their beer tent on the Friday prior to the festival and a maximum of 26 restaurants begin setting up their booths at 2 p.m. on the Friday prior to the festival. The contract shall include three (3) optional, additional years as stated below. These may be exercised at the option of the Village, with mutual consideration between the Village and the vendor. The Village will exercise its options for these additional event dates prior to January 31 preceding the next event date.

Friday, August 30, 2024 / Saturday, August 31, 2024 / Sunday, September 1, 2024 / Monday, September 2, 2024/ Tuesday, September 3, 2024 Friday, August 29, 2025* / Saturday, August 30, 2025* / Sunday, August 31, 2025* /

Monday, September 1, 2025* / Tuesday, September 2, 2025* Friday, September 4, 2026* / Saturday, September 5, 2026* / Sunday, September 6, 2026* /

Monday, September 7, 2026*/ Tuesday, September 8, 2026* Friday, September 3, 2027* / Saturday, September 4, 2027* / Sunday, September 5, 2027* /

Monday, September 6, 2027* / Tuesday, September 7, 2027*

* Indicates option years

The village will notify vendor in writing prior to January 31st of the Village’s intention whether or not to extend the contract to optional years.

A one-time economic adjustment for labor, material, and equipment costs may be negotiated for each one year extension to the contract after the initial one year contract period. This economic adjustment may not exceed the published local Consumer Price Index (CPI) for the previous twelve-month period.

Requirements:

The contractor who receives this award must be a licensed bonded electrician (See General

Additional Conditions). Electrical technicians may be utilized by the contractor; however they must be at a minimum of Journeyman level. All work must be performed by the awarded contractor's personnel as the Village will not allow work to be subcontracted for this event.

The contractor shall pay all workers on the Village’s contract no less than the Prevailing

Wage, based on the most current IDOL standards. Current standards are available on the Illinois Department of Labor web site at www.state.il.us/agency/idol/. (820 ILCS 130/11G) (Wages of employees on Public Works – Prevailing Wage Act, Illinois Revised Statutes, Chapter 48, Section 39S-1 et seq.)

The contractor must be prepared to supply their own ladders.

The contractor and their personnel must keep a record of workers present and will be required to sign-in with the Engineering Public Works (EPW) Foreman when arriving, and sign-out when leaving the festival grounds each day to ensure proper tracking of staffing on the job and to verify hours worked for payment of services.

All tents and stages requiring electricity will be located on the grounds of the Village. The electricians will be permitted on the Village grounds at 8 a.m. on the Friday morning before the festival weekend and must have taken down and removed all electrical related equipment by 3 a.m. on the Tuesday following the festival weekend. The electrical contractor will also be responsible for assisting Village personnel with the proper wrapping and storing of all electrical equipment removed from the tents on Monday night and possibly Tuesday morning.

During the festival it may be necessary for the contractor to supply electrical materials. This is rare; however, if it should become necessary, the purchase must be approved by a Village of Schaumburg Engineering Public Works foreman. Following the festival, the contractor may submit to the Village a request for reimbursement of material costs. This request must include a detailed list of all materials, quantities, location of use, and their Supplier's Invoice showing actual cost of materials to the contractor. The Village will review the reimbursement request and make a final determination on electrical material cost reimbursement.

General Conditions and Schedule: Contractors are required to provide labor cost for the entire festival, based on the eight (8) scheduled periods of festival operation. The staffing requirements and hours shown on the Detailed Cost Sheet are estimated requirements that the contractor will provide on site each day. At the Village's discretion, these hours may be changed dependant upon actual need. The number of hours worked in 2024 (and subsequent years) may change based on staffing decisions made by the Village. If the number of hours that staffing personnel are needed is modified, the company providing the services will be expected to make the appropriate modifications to their staffing strategy. Any increases in hours worked must be billed according to the hourly rate provided in the submittal. Any decreases in hours worked will result in a reduction in the contract amount based on the hourly rate quoted in the submittal. Thus, if the electrical work is completed at 12 a.m. on the Monday following the festival the Village will not be charged through the estimated completion time of Tuesday at 3 a.m. These costs are to be submitted on the Detailed Cost Sheet provided with the bid document.

Work shall be paid for at the Contract Unit Price per hour for electricians, as listed on the Detailed Cost Sheet, for each day's time period. Verification of hours worked will be done using the sign-in sheets (see Requirements section). If the contractor's employees fail to report in, payment for services will not be made.

At least one company representative on-site must speak English to communicate with staff and Septemberfest Committee members. The Village and the Septemberfest Committee require a valid 24-hour emergency telephone number of a company representative with decision-making authority for use during the hours of operation during the Labor Day weekend. This service representative may be called upon to handle any potential problems encountered with the service during the weekend.

Septemberfest days and times of operation are:

Saturday - 10 a.m. to 10 p.m.

Sunday - 10 a.m. to 10 p.m. (fireworks and/or drone display evening) Monday - 10 a.m. to 9 p.m. (rain date for fireworks and/or drone display evening)

References: All contractors shall include with their bid submittal a list of a minimum of three (3) references, including company names, contact person’s name, email address, and phone number for similar services provided within the past two (2) years. All references shall be for temporary outdoor events similar in size, scope, and quality to the Septemberfest event.

Approximately 250,000 patrons attend the three-day Labor Day weekend festival. The festival is held on the Robert O. Atcher Municipal Center grounds at 101 Schaumburg Court. The event includes an arts & crafts show, craft beer and wine tent, and carnival on one side, and three stages of entertainment, Taste of Schaumburg with approximately 24 restaurants, and Bingo on the other side. We also offer free pony rides on Saturday, fireworks/aerial entertainment on Sunday evening, and a Labor Day parade on Monday.

SEPTEMBERFEST ELECTRICAL SERVICES

Date

Time

Number of Electricians

Number of hours for each Electrician

Total Hours

Monday 8/26/2024

9 a.m. to 11 a.m.

1 2 2

Friday 8/30/2024

8 a.m. to 4:30 p.m. 5 8.5 42.5

Friday 8/30/2024

4:30 p.m. to 12 a.m. 5 7.5

37.5 Saturday 8/31/2024

8 a.m. to 12 a.m. 2 16

Sunday 9/1/2024

8 a.m. to 12 a.m. 2 16

Monday 9/2/2024

8 a.m. to 9 p.m. 2 13 26

Monday 9/2/2024

9 p.m. to 12 a.m. 4 3

Tuesday 9/3/2024 (if needed*)

12 a.m. to 3 a.m. 4 3

*Do not include Tuesday hours in the final invoice if not worked.