PCA_-_2024_Sanitation_IFB.pdf

Village of Schaumburg Invitation for Bid Sanitation Service

Intent: The purpose of this Invitation for Bid is to solicit offers for sanitation services for the Village of Schaumburg's (hereafter Village) two (2) annual festivals, which are the Prairie Arts Festival and Septemberfest. Please note that the award may be split if the lowest responsible bids are from two different companies.

Scope: The Village currently sponsors two annual festivals: The Prairie Arts Festival is held over Memorial Day weekend and the Septemberfest event is held on Labor Day weekend. Attendance for the Prairie Arts Festival averages about 5-10,000 patrons, while Septemberfest averages approximately 250,000, weather permitting. A high-quality sanitation service company is an integral part of these festivals. The contractor will be responsible for the installation and removal of all sanitation facilities which shall include furnishing all labor, supplies, materials, and equipment required for the installation, servicing, and removal of the sanitation facilities (see Detailed Cost Sheets for types and quantities).

Terms: The Prairie Arts Festival contract will be for a two (2) day event (not including set-up and tear down time) over the 2024 Memorial Day weekend, and the Septemberfest contract shall be for a three (3) day event (not including set-up and tear down time) to be held over the 2024 Labor Day weekend. 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. Options will be exercised prior to January 31 preceding the next event date.

Prairie Arts Festival:

Saturday, May 25, 2024 / Sunday, May 26, 2024 Saturday, May 24, 2025* / Sunday, May 25, 2025* Saturday, May 23, 2026* / Sunday, May 24, 2026* Saturday, May 29, 2027* / Sunday, May 30, 2027*

* Indicates option years

Septemberfest:

Saturday, August 31, 2024 / Sunday, September 1, 2024 / Monday, September 2, 2024 Saturday, August 30, 2025* / Sunday, August 31, 2025* / Monday, September 1, 2025* Saturday, September 5, 2026* / Sunday, September 6, 2026* / Monday, September 7, 2026* Saturday, September 4, 2027* / Sunday, September 5, 2027* / Monday, September 6, 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 following items are requirements for both festivals and are in addition to the individual requirements listed for each festival.

All portable restrooms must be the same color and supplied with working locks and doors, and all portable sinks must be the same color.

No flushable portable restrooms may be used.

All sinks should be filled with water, soap and paper towels.

All restrooms should be wiped dry after cleaning.

All equipment, including service vehicles, are expected to be in working order at delivery and at all times during each event; however, replacement portable restrooms and sinks must be made immediately available within one hour should the situation warrant.

The total cost submitted shall include price for delivery, set-up, and pick-up.

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

The festival days and hours of operation are listed below:

Prairie Arts Festival:

Saturday & Sunday - 10 a.m. to 5 p.m.

Septemberfest:

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 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 our two events. Please note that if any portion of the contract is subcontracted, a list of a minimum of three (3) references must be provided for the subcontractor as well.

The Prairie Arts Festival is an outdoor fine art & fine craft exhibition and sale featuring artists, live entertainment, food truck vendors, and children’s activities that draws approximately 5- 10,000 people over the two-day event. Approximately 250,000 patrons attend the three-day Labor Day weekend festival. 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. Both festivals are held on the Robert O. Atcher Municipal Center grounds at 101 Schaumburg Court.

*NOTE: Quantity may fluctuate for each festival each year according to demand.

PRAIRIE ARTS FESTIVAL SANITATION SERVICE

Delivery of all facilities is to be completed between 9 a.m. and 12 p.m. on Friday, May 24, 2024 (Friday, May 23, 2025, Friday, May 22, 2026, and Friday, May 28, 2027, for optional additional event dates).

All portable restrooms & sinks must be serviced between 6 and 11 p.m. on Saturday, May 25, 2024 (Saturday, May 24, 2025, Saturday, May 23, 2026, and Saturday, May, 29 2027 for optional additional event dates).

Removal of all facilities may begin after 8 p.m. on Sunday, May 25, 2024 and must be completed no later than 12 p.m. on Tuesday, May 28, 2024 (8 p.m. on Sunday, May 25, 2025 and must be completed no later than 12 p.m. on Tuesday, May 27, 2025, 8 p.m. on Sunday, May 24, 2026 and must be completed no later than 12 p.m. on Tuesday, May 26, 2026, and 8 p.m. on Sunday, May 30, 2027 and must be completed no later than 12 p.m. on Tuesday, June 1, 2027 for optional additional event dates).

SEPTEMBERFEST SANITATION SERVICE

Delivery of two (2) portable restrooms with sinks is to be completed between 9 a.m. and 5 p.m.

on Monday, August 26, 2024, for the carnival crew (Monday, August 25, 2025, Monday, August 31, 2026, and Monday, August 30, 2027, for optional additional event dates).

Delivery of the remainder of the facilities is to be completed between 9 a.m. and 5 p.m. on Tuesday, August 27, 2024; vendor must be on-site with delivery by 9 a.m. (Tuesday, August 26, 2025, Tuesday, September 1, 2026, and Tuesday, August 31, 2027, for optional additional event dates).

All portable restrooms & sinks must be serviced after 11:30 p.m. (and completed by 5 a.m. the following day) on Saturday, August 31, 2024 & Sunday, September 1, 2024 (Saturday, August 30, 2025 & Sunday, August 31, 2025, Saturday, September 5, 2026 & Sunday, September 6, 2026, and Saturday, September 4, 2027 & Sunday, September 5, 2027, for optional additional event dates).

Removal of all facilities is to be completed no later than 6 p.m. on Tuesday, September 3, 2024 (Tuesday, September 2, 2025, Tuesday, September 8, 2026, and Tuesday, September 7, 2027, for optional additional event dates).

ADDITIONAL REQUIREMENTS FOR SEPTEMBERFEST:

The Village of Schaumburg and the Septemberfest Committee require the presence of four

(4) company on-site attendants and two (2) trucks on the festival grounds during the following hours: 12 to 10 p.m. Saturday, 12 to 10 p.m. Sunday, and 12 to 9 p.m. Monday.

These service representatives will be called upon to handle any problems encountered with the facilities. The service attendants are expected to be servicing sinks and toilets throughout the festival; however, they will need to have permission from a Septemberfest Committee member or Engineering Public Works staff member in charge of sanitation prior to sending the sanitation vehicles through the crowd. Please note that the arts & crafts area may not be serviced between the hours of 5:30-6:30 p.m. In addition, no trucks may drive through the festival at closing time when the crowd is leaving because it is too congested; trucks must wait until 10:45 p.m. on Saturday, 11 p.m. on Sunday, and 9:45 p.m. on Monday.

All attendants must be able to legally operate all equipment deployed by the contractor.

One (1) additional case of paper supplies is to be left on site and used as replacements by the Village, if needed.

Four (4) of the portable restrooms are to be relocated to the intersection of Summit and Wise

Roads (2 on the South side and 2 on the North side), two (2) portable restrooms by the reviewing stand, one (1) portable restroom along the parade route, and one (1) portable restroom near the end of the route for a total of eight (8) restrooms by 8 a.m. on Monday, September 2, 2024 (Monday, September 1, 2025, Monday, September 7, 2026, and Monday, September 6, 2027 for optional additional event dates) for use on the parade route.

The contractor is required to service and empty the effluent grey water generated by the

Taste of Schaumburg restaurants at Septemberfest (maximum twenty-six) each evening after the festival closes or as needed throughout the day.

The contractor is required to service the bathroom in the rented motor homes or tour buses located behind the main stage on Monday, September 2, 2024 (Monday, September 1, 2025, Monday, September 7, 2026, and Monday, September 6, 2027, for optional additional event dates) after the evening show is completely over by approximately 10:30 p.m. if necessary.

Septemberfest Committee and staff must be able to contact service attendants at all times.

“Out of Order” signs to temporarily close a unit until it can be properly serviced.