Public_Relations_and_Social_Media_Services_RFP.pdf

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VILLAGE OF OAK BROOK

Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523

(630) 368-5164

REQUEST FOR PROPOSALS

PUBLIC RELATIONS AND SOCIAL MEDIA SERVICES

June 2025 j:\worddoc\rfp\2025 rfp\public relations services.doc

TABLE OF CONTENTS

SECTION 1. REQUEST FOR PROPOSALS

A. NOTICE

B. GENERAL INFORMATION

C. PROJECT BACKGROUND

D. BRANDING POSITION

E. AGREEMENT TERM

F. ANTICIPATED TIMELINE

SECTION 2. SCOPE OF SERVICES

A. OBJECTIVES

B. SCOPE OF WORK AREAS

SECTION 3. PROPOSAL STATEMENT

SECTION 4. PROPOSAL COST

SECTION 5. SUBMITTAL PROCEDURES

A. RFP SUBMITTALS

B. QUESTIONS AND CLARIFICATIONS

SECTION 6. REVIEW PROCESS

A. EVALUATION OF PROPOSALS AND SELECTION

B. BASIS OF AWARD

SECTION 7. TERMS AND CONDITIONS

SECTION 8. PROPOSERS CERTIFICATION

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Section 1. Request for Proposals

A. Notice Posted on OpenGov Procurement Module June 11, 2025

The Village of Oak Brook is soliciting proposals from firms with demonstrated experience in Public Relations and Social Media Services for the hotel industry.

Qualified firms interested in performing these services must obtain the detailed Request for Proposals (RFP) package from the Village’s eProcurement Portal at https://procurement.opengov.com/portal/oak-brook.

Firms intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village.

The closing date and time for receipt of Proposal statements is Wednesday, July 23, 2025, at 10:00 A.M.

prevailing time, after which time, additional submittals will not be accepted.

The Village reserves the right to reject any or all Proposals, to waive technical or legal deficiencies, to proceed or not to proceed with any subsequent proposal process, or to negotiate, without further process, and to make an award that, in its judgment, is the best and most favorable to the interests of the Village and the public.

All inquiries regarding this RFP must be submitted via the Village’s eProcurement Portal at https://procurement.opengov.com/portal/oak-brook.

B. General Information

The Village of Oak Brook, IL, is seeking proposals from qualified firms to provide comprehensive Public Relations and Social Media Services for hotels located within the Village. The primary goal is to enhance the visibility, reputation, and guest engagement of the hotels through strategic PR efforts and effective social media management. The selected vendor will collaborate with hotel management to implement cohesive campaigns that drive awareness, engagement, and ultimately increased bookings.

Oak Brook, a village nestled in DuPage County, Illinois, United States, has a rich history dating back to the early 19th century. Originally a rural landscape favored by European settlers for farming and agriculture, Oak Brook officially became a village in 1958 mainly due to the efforts of prominent civic leader Paul Butler.

Butler’s father moved to the vicinity in the late 1890s and opened a dairy farm.

In the mid-1930s, homeowners and farmers formed the Community Club, which helped unincorporated Oak Brook establish an identity separate from its neighbors, Hinsdale and Elmhurst. Paul Butler began accumulating land, hoping at some point to build a planned community. On part of his property, he established the multiuse Sports Core, which came to include nationally renowned golf and polo clubs. By 1958, when Oak Brook was incorporated, Paul Butler owned much of the land within its boundaries.

However, its true transformation began in the following decades, particularly in the 1960s and 1970s, when it experienced significant growth and development, evolving from its rural origins into a bustling suburban community. Notably, given its accessible location to downtown Chicago and both airports, Oak Brook emerged as a hub for corporate headquarters with major companies like Ace Hardware, Blistex, Inland Real Estate, Hub Group, Chamberlain Group, TreeHouse Foods and Portillo’s among others, choosing to https://procurement.opengov.com/portal/oak-brook https://procurement.opengov.com/signup https://procurement.opengov.com/portal/oak-brook j:\worddoc\rfp\2025 rfp\public relations services.doc Page 3 make it their home today. Additionally, Lions International, the prestigious association, has its international headquarters in Oak Brook as well. Finally, Oak Brook is also home to Butler National Golf Club, one of the nation’s most exclusive membership golf clubs and former host site of the Western Open.

This corporate presence, along with the renowned upscale outdoor shopping center Oakbrook Center, contributed to the village's economic prosperity and vibrant character.

Despite its urbanization, Oak Brook has managed to preserve its green spaces and parks, providing residents with ample opportunities for outdoor recreation and leisure. Governed by a mayor-council system, the village administration is dedicated to maintaining essential services, including public safety, infrastructure upkeep, and community development.

Oak Brook is unique in that it does not collect property taxes. The sales tax rate of 7.5% is low in direct comparison to the city of Chicago whose sales tax rate is 10.25%.

Oak Brook's allure lies not only in its economic vitality but also in its affluent neighborhoods, excellent schools, and high quality of life. Oak Brook was recently rated the #9 safest suburb in the United States by SmartAsset, a personal finance website. Brook Forest School was ranked the #5 elementary school in Illinois by U.S. News & World Report and Butler Junior High was ranked #4 by Chicago Parent.

Today, Oak Brook continues to attract new residents and businesses seeking a suburban lifestyle enriched by easy access to urban amenities, epitomizing the quintessential American suburban experience.

Only in Oak Brook

Only in Oak Brook is the tourism brand for the Village of Oak Brook. This brand was briefly launched pre-pandemic and is now being relaunched/reinvigorated beginning with a newly designed website launching March 2025. Our primary goal is to promote and generate overnight stays/bookings at Oak Brook’s seven hotels. The seven hotels are: Doubletree Hotel Chicago-Oak Brook, the Drake Oak Brook, Hyatt House, Hyatt Lodge, Le Meridien, Marriott Chicago-Oak Brook and Residence Inn by Marriott-Oak Brook. In addition, we are committed to showcasing Oak Brook’s expansive retail and dining scene and other tourism offerings including the one of a kind Lizzadro Museum of Lapidary Art, seven historic sites, golf club and outdoor recreation. We look to establish Oak Brook as the premier destination in DuPage County and the preeminent Chicagoland suburb to visit and stay. Finally, we host an annual event, the Taste of Oak Brook, on July 3rd that attracts 30,000 visitors for food, fun and fireworks and we would like to leverage that event to attract more overnight stays.

The Only in Oak Brand is managed internally by the marketing manager and the Village administration.

The hotel convention and visitors committee is an advisory body made up of hoteliers as well as representatives from Oakbrook Center, the Chamber of Commerce, residents and DuPage CVB. The Village of Oak Brook is a member of DuPage County CVB.

C. Project Background

After utilizing a series of advertising agencies to handle tourism marketing, the Village of Oak Brook made the decision in early 2024 to step away from that model and employ an internal marketing manager to develop and oversee the effort. The marketing manager onboarded in June 2024 and has been building the necessary internal tourism and marketing infrastructure including the aforementioned newly redesigned website as well as building relationships with key stakeholders. With this work well underway, we will begin paid media advertising campaigns targeting our 3 segments of interest: leisure, meetings, and weddings.

We are looking for a Public Relations Agency Partner that will help us quickly elevate Oak Brook’s j:\worddoc\rfp\2025 rfp\public relations services.doc Page 4 awareness as a travel destination to our key audiences on a regional and national level and help generate more room nights for Oak Brook Hotels.

D. Branding Position

Our tagline Only in Oak Brook speaks to the unique offerings that are present in Oak Brook and emphasizes the distinction that sets Oak Brook apart. Additionally, Oak Brook is both an inspirational and aspirational community.

E. Agreement Term

The term of the agreement will be for one (1) year beginning October 1, 2025 – September 30, 2026. The Village will have the sole option to renew for four (4) additional years (October 1, 2026 – September 30, 2030).

F. Anticipated Timeline

The Village plans to adhere to the following schedule regarding this RFP:

Distribute Request for Proposals June 11, 2025 Deadline for vendor questions or clarifications via OpenGov July 11, 2025 @ 12:00 P.M.

Village’s response to questions via OpenGov As answered RFP Due Date July 23, 2025 @ 10:00 A.M.

Evaluation Period July 23 – August 8, 2025 Optional Interviews August 11 – August 22, 2025 Recommendation to Village Board/Final Award September 9, 2025 Agreement Effective Date October 1, 2025

Section 2. Scope of Services

A. Objectives

• In partnership with Only in Oak Brook, initiate a public/media relations effort generating coverage within traditional and new media, drive destination awareness and engage key audiences.

• Work with Only in Oak Brook to develop strategic key messages based on destination differentiators, offerings and experiences.

• Spearhead the creation and implementation of an annual pitch calendar with breakthrough story ideas and pitches that also consider consumer preferences about finding travel inspiration

• Based on key audiences, goals and objectives, develop a list of targeted lifestyle, travel, culture, meetings/events, wedding and business media

• Proactively pitch targeted media based on planned editorial calendars and seize on story opportunities that arise throughout the year.

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• Work with Only in Oak Brook to drive increased attendance and generate more hotel stays in conjunction with the annual Taste of Oak Brook

• Vet media inquiries in a timely manner and in alignment with Only in Oak Brook’s goals and objectives

• Connect vetted journalists, travel writers and influencers to Only in Oak Brook for media visits, interviews and story development

• Identify and apply for “Top” destination awards and accolades and other differentiators that positively raise Oak Brook’s profile

• Identify and pursue media opportunities to position Oak Brook as the premier Chicagoland location for business corporate headquarters, retail stores and restaurants

• Create written press materials including templates for media alerts, press releases, talking points, fact sheets and media briefing documents

• Secure individual press trips and familiarization tours as appropriate and assist with curating specific itineraries

• Participate in regular meetings with Only In Oak Brook about both status/updates as well as brainstorming/idea generation

• Participate in occasional in-destination meetings, visioning/planning activities, partner meetings and Hotel Convention Visitor Committee meetings

• Tourism-based media visits and earned media: Increase visibility and positive coverage of Oak Brook as both a premier tourist destination and the place to stay when visiting Chicago through targeted media visits and earned media.

• Reporting: Receive detailed reports on earned media, media values and strategic insights for ongoing and future marketing efforts

• Travel Writer and Influencer Vetting: Evaluate potential travel writers and influencers who express interest in visiting Oak Brook, advising on the best content to focus on.

• Story Crafting: Develop a compelling narrative communicating Oak Brook’s unique story and vision to potential visitors.

• Develop messaging and specific campaign around retail shopping in Oak Brook and dining at Oak Brook restaurants.

• Develop messaging and specific campaign for Oak Brook for the holidays and holiday shopping season.

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• Develop messaging and specific campaign about why Oak Brook is the premier suburb in Chicagoland.

• Develop messaging and specific campaign about why Oak Brook is the perfect location for corporations.

B. Scope of Work Areas

1. Client Relations & Reporting

• Conduct monthly strategic meetings to discuss upcoming campaigns, present promotional strategies and obtain approval for calendar of activities

• Review campaign performance metrics with Village staff, adjusting as necessary for approval

• Provide quarterly reporting on scope of work and program budget management

• Collaborate with Village staff to prepare any necessary agendas and presentations for external meetings, ensuring alignment and approval

• Conduct research on industry trends and provide relevant updates

• Attend Hotel Convention and Visitors Committee Meetings quarterly

• Track and report on visitor segmentation to inform strategic decisions

2. Project Management

• Advise on brand strategies, including SEO-optimized content to support the Only In Oak Brook brand

• Support Only In Oak Brook initiatives with insight and PR execution as needed

• Assist with development/enhancement of Only in Oak Brook’s social media strategy

• Develop and collaborate on an annual tourism promotion calendar for each market sector (leisure consumer/meetings/weddings) and cover topics such as local events, retail shopping, restaurants and historic Oak Brook etc.

• Identify appropriate distribution channels (newswire agencies, networks, trade shows, media lists etc.)

• Media promotion for the 2026 President’s Cup to position Oak Brook as the luxury destination to stay and visit for this event j:\worddoc\rfp\2025 rfp\public relations services.doc Page 7

• Leverage PR opportunities to promote Oak Brook Hotels, retail and restaurants, tourism partners and campaigns such as:

o Oak Brook itineraries including overnight stays in key geographic markets o Promotional contests and giveaways o Featured business profiles

• Manage creative resources when necessary. Share all native/raw files with the Village upon completion of design assets/use

• Copyright where applicable

3. Content Creation

• Create all content and collateral needed for the strategy

• Special emphasis on video content and photographic assets

• Create press releases, story idea pitches, media kits and other PR materials and assets to communicate Only in Oak Brook’s appeal effectively

• Develop a local, regional and national media distribution list

4. Media Relations

• Monitor regional and national editorial calendars, leveraging established media relationships to secure earned media coverage

• Media monitoring for Oak Brook mentions and overage

• Create and distribute Oak Brook fact and story sheets for various events, activities, village assets and promotions taking place here

• Maintain media toolkit with messaging, photography and other creative assets

• Engage with media influencers to reach Oak Brook’s distinct audience markets (leisure/business/weddings), coordinating media visits and travel writers to showcase Oak Brook’s appeal

5. Social Media Services

• Consult with marketing manager and help develop a comprehensive, platform-specific social media strategy aligned with overall marketing goals and brand voice.

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• Develop strategy to increase engagement and grow followers on social

• Social media content creation and production: Develop original, engaging content (static, short & long form video, stories, reels, etc.) as needed and tailored to each platform and audience segment; ensure each piece is platform-optimized and aligned with brand messaging

• Develop copy guidelines for posts, captions, hashtags and calls to action in brand voice

• Develop an annual strategic roadmap that guides all social media efforts

• Provide ongoing strategic consultation as platforms and brand priorities evolve

• Provide a defined number of monthly deliverables per platform

• Create a monthly calendar for review and approval while aligning social posts with key dates, events and promotions

• Advise and provide expertise on social media advertising and help develop an overarching strategy and recommend social tactics that enhance and amplify Oak Brook as a destination

• Advise and provide expertise on organic and UGC content

• Develop and vet social media influencers for potential collaboration

• Track measurable outcomes from social media activities on a monthly basis and provide reporting

• Actively monitor Only in Oak Brook’s social media channels, responding to comments, messages and mentions in a timely and engaging manner

Section 3. Proposal Statement

Submitted Proposal shall address the below, at a minimum. Please number your responses to correspond with the questions below. Complete and detailed answers are encouraged to provide the Village of Oak Brook with a comprehensive understanding of your agency’s capabilities and alignment with our tourism goals.

1. What excites you about the opportunity to work on the Oak Brook account and contribute to the growth of the Only in Oak Brook brand?

2. What destination or tourism-related accounts are you currently working with or have previously supported?

• Please include the scope of work, timeline, media outcomes (e.g., placements, impressions, earned media value), and key performance metrics.

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3. What distinguishes your firm from others in the public relations industry, particularly when it comes to destination marketing and tourism branding?

4. References

• Please provide contact information for three - five client references. At least one reference must be a current client. Include:

• Client name and industry

• Contact name, title, phone number, and email

• Duration of relationship

• Summary of services provided

5. Conflicts of Interest

• Please list any destinations, tourism bureaus, municipalities, or CVBs your firm is currently working with or has worked with in the past 12 months.

• Certify that there are no conflicts of interest between your firm’s existing relationships and the Village of Oak Brook.

6. Proposed Team

• Who will be assigned to this account? Please provide brief bios, including relevant tourism experience and tenure with your firm.

7. Approach to Media Relations

• How do you identify, pitch, and secure media placements? Please share your process and provide examples of media stories placed because of proactive pitching.

8. Campaign Strategy and Execution

• Describe your approach to developing strategic campaign themes and timelines for seasonal tourism, hotel promotions, or retail/dining campaigns.

9. Measurement and Reporting

• How does your agency define and measure success for tourism PR initiatives? What tools or methods do you use to track media value, impressions, and overall effectiveness?

10. Familiarization Tours & Media Visits

• Please describe your experience coordinating media visits, familiarization tours, and influencer engagements. Include examples of successful outcomes.

11. Optional: Creative Ideas for Oak Brook

• Based on the information provided in the RFP, please share 1–2 preliminary PR ideas or story angles you believe would resonate with Oak Brook’s target audiences and media outlets.

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12. Cost

• The Village is requesting pricing for one (1) year beginning October 1, 2025 – September 30, 2026, with four (4) options to renew. Please include your lump cost for the initial term and subsequent terms. The Village reserves the sole right to renew for the subsequent terms.

Section 4. Proposal Cost

In compliance with this Request for Proposals, and subject to all conditions thereof, the undersigned offers and agrees, if this proposal is accepted, to furnish the services as outlined herein for the Village of Oak Brook at the amount indicated, subject to modification through negotiations. The not-to-exceed cost proposed shall include all anticipated expenses.

PUBLIC RELATIONS AND SOCIAL MEDIA SERVICE SERVICES

TERM PROPOSED COST

October 1, 2025 – September 30, 2026

RENEWAL OPTIONS

October 1, 2026 – September 30, 2027 October 1, 2027 – September 30, 2028 October 1, 2028 – September 30, 2029 October 1, 2029 – September 30, 2030

Section 5. Submittal Procedures

A. RFP Submittals

The closing date and time for receipt of the Request for Proposals is Wednesday, July 23, 2025, at 10:00 A.M. prevailing time, after which time, additional submittals will not be accepted. All proposals must be delivered via the Village’s eProcurement Portal at https://procurement.opengov.com/portal/oak-brook.

The Village reserves the right to reject any or all Proposals, to waive technical or legal deficiencies, to proceed or not to proceed with any subsequent proposal process, or to negotiate without further process any contract as may be in the best interest of the Village.

B. Questions and Clarifications

All inquiries regarding this RFP must be submitted in writing through the Village’s eProcurement Portal in the Questions/Answer tab. Questions will be accepted until 12:00 p.m. CST on Friday, July 11, 2025. To ensure that questions asked are responded to correctly, please include the section title for each question.

All questions submitted and responses provided will be electronically distributed to the Firms following this solicitation on the Village’s eProcurement Portal. .

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Section 6. Review Process

A. Evaluation of Proposals and Selection

The proposals received will be evaluated by the Village on the basis of professional qualifications, previous experience on similar projects, key personnel assigned to the project, satisfaction of previous clients on work performed for them, current billing rates of the firm, and the proposal that best meets the needs of the Village. This proposal is not intended to be detailed; it is intended to be an expression of interest in providing services for the project, as well as to provide background information on the firm and its professional qualifications. Firms will be contacted during the evaluation if further information is needed.

The Village may choose to interview one or more firms before final selection is made.

This Request for Proposal does not commit the Village to award an agreement, to pay any costs incurred in the preparation of a proposal based on this request, or to procure or contract for services. All proposals submitted in response to this Request for Proposal become the property of the Village. The Village reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with qualified consultants, or to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the Village to do so. The Village may require the consultant selected to participate in negotiations concerning agreement price or the nature and extent of services to be provided. The results of such negotiations shall be incorporated into the final agreement between the Village and its consultant.

B. Basis of Award

Proposals will be reviewed, evaluated and scored based on the following criteria for each component.

Each criterion will be scored according to the degree of responsiveness present in the proposal being evaluated.

Max Points

Strategy & Innovation 25

Evaluation will include an assessent of your strategic approach and philosophy to public relations planning and your proven ability to drive destination awareness and engage our key audiences. We’re looking for a partner agency who can make a big splash with our brand, garner extensive exposure, think for the future and position Only in Oak Brook as the top suburban Chicagoland destination for visitors.

Budget Approach + Cost Effectiveness 25

As a Village and local non-home rule government entity, cost is of the utmost importance in this selection process. Effective and efficient delivery of quality services needs to be demonstrated in relation to our proposed maximum budget of $60,000 (including expenses).

Overall Experience of Agency + Proven Track Record of Success 20

Evaluation will include the history of your agency, your experience as it relates to the requirements within this RFP, evidence of past performance, quality and relevance of past work, references and related items as well as any past/current Oak Brook clients.

Understanding of Only in Oak Brook & Our Needs 15

Evaluation will include assessment of your understanding of our organization, goals, brand, tourism industry and how you integrated this knowledge into your proposal.

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Qualifications of Team Members On Our Account 15

Evaluation will include an assessment of the qualifications and experience of the team assigned to our account to ensure that there is a mix of talent that reflects strategic thinking, project management and attention to detail.

TOTAL POINTS 100

Section 7. Terms and Conditions

1. Any contract or agreement resulting from the acceptance of this Request for Proposals by the Village shall be on forms either supplied by or approved by the Village Attorney, and shall contain, as a minimum, applicable provisions of this Request for Proposals. The Village reserves the right to reject any agreement that does not conform to this Request for Proposals and any Village requirements for agreements and contracts.

2. If, through any cause, the firm fails to fulfill any of the obligations agreed to in a timely and proper manner, the Village shall have the right to terminate the contract by notifying the firm in writing of such termination at least 15 calendar days in advance of such termination.

3. The Village reserves the right to request clarification of information submitted and request additional information as needed.

4. The term of the agreement shall remain in effect for one (1) year beginning October 1, 2025 – September 30, 2026, with four (4) four additional 1 (one) year renewal options, or until terminated by the Village.

5. Proposers may attach separate sheets to the proposal for the purpose of explanation, exception, alternate proposal and to cover unit prices, if needed.

6. Proposers may withdraw their proposal either personally or by written request at any time before the time set for the proposal opening and may resubmit it. No proposal may be withdrawn or modified after the receipt of proposals except where the award of agreement has been delayed for a period of more than ninety (90) days.

7. In submitting this proposal, the proposer further declares that the only person or party interested in the proposal as principals are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.

8. The proposer further understands and agrees that if their proposal is accepted, the individual/company is to furnish and provide all necessary materials and/or equipment and other means to do all of the work and to furnish all of the materials specified in the contract, except such materials as are to be furnished by the Village, in the manner and at the time therein prescribed, and in accordance with the requirements therein set forth.

9. The proposer further agrees to execute all documents within this Proposal Package, obtain a Certificate of Insurance for this work and present all of these documents to the Village within fifteen (15) days after the receipt of the Notice of Award and the Agreement by the company.

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10. The proposer further agrees to begin work not later than 15 (15) days after receipt of the Notice to Proceed, unless otherwise provided, and to execute the work in such a manner and with sufficient materials, equipment and labor.

11. By submitting a proposal, the proposer understands and agrees that, if the proposal is accepted, and the proposer fails to enter into an agreement forthwith, the company shall be liable to the Village for any damages the Village may thereby suffer.

12. The Village is exempt from Federal excise tax and the Illinois Retailer's Occupation Tax. This proposal cannot include any amounts of money for these taxes.

13. The Village authorizes the payment of invoices on the second and fourth Tuesday of the month. For consideration on one of these dates, payment request must be received no later than fourteen (14) days prior to the second or fourth Tuesday of the month

14. Indemnification – The Proposer shall protect, indemnify, save, defend and hold forever harmless the Village and/or its officers, officials, employees, volunteers and agents from and against all liabilities, obligations, claims, damages, penalties, causes of action, costs and expenses, including without limitation court costs, insurance deductibles and attorney's fees and expenses, which the Village and/or its officers, officials, employees, volunteers and agents may incur, suffer or sustain, or for which the Village and/or its officers, employees and agents may become obligated by reason for any accident, injury to or death of persons or loss of or damage to property, or civil and/or constitutional infringement of rights (specifically including violations of the Federal Civil Right Statutes), arising indirectly or directly in connection with or under, or as a result of, this or any Agreement by virtue of any act or omission of any of the Proposer's officers, employees, subcontractors, and/or agents, provided that the Proposer shall not be liable for claims, obligations, damages, penalties, causes of action, costs and expenses arising solely from any act or omission of the Village's officers, officials, employees, volunteers and/or agents.

The proposer shall hold the Village harmless for any and all claims for labor, material, apparatus, equipment, fixtures or machinery furnished to the proposer for the purpose of performing the work under the contract; and the payment of all direct and indirect damages to any person, firm, company or corporation suffered or sustained on account of the performance of such work during the time the agreement is in force.

15. Insurance – Certificates of Insurance and Additional Insured Endorsement shall be presented to the Village within fifteen (15) days after the receipt by the proposer of the Notice of Award and the unexecuted contract, it being understood and agreed that the Village will not approve and execute the agreement or will the bid guarantee be returned until acceptable insurance certificates are received and approved by the Village.

Each proposer performing any work pursuant to an agreement with the Village and each permittee working under a permit as required pursuant to the provisions of Title 1, Chapter 8 of the Code of Ordinances of the Village (hereinafter referred to as "Insured") shall be required to carry such insurance as specified herein.

Such proposer and permittee shall procure and maintain for the duration of the agreement or permit insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work under the agreement or permit, by either the proposer, permittee, or their agents, representatives, employees or subcontractors.

A contractor or permittee shall maintain insurance with limits no less than:

a) General Liability - $10,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage, provided that when the estimated cost of the work in question does not exceed $5,000 the required limit shall be $500,000;

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b) Automobile Liability (if applicable) - $1,000,000 combined single limit per accident for bodily injury and property damage;

c) Worker's Compensation and Employer's Liability - Worker's Compensation limits as required by the Labor Code of the State of Illinois and Employer's Liability limits of $1,000,000 per accident.

Any deductibles or self-insured retention must be declared to and approved by the Village. At the option of the Village, either the insurer shall reduce or eliminate such deductible or self-insured retention as respects the Village, its officers, officials, employees and volunteers; or the Insured shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses to the extent of such deductible or self-insured retention.

The policies shall contain, or be endorsed to contain, the following provisions:

d) General Liability and Automobile Liability Coverage -

I.The Village, its officers, officials, employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities performed by or on behalf of the Insured; premises owned, occupied or used by the Insured. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officers, officials, employee’s volunteers or agents.

II.The Insured's insurance coverage shall be primary insurance as respects the Village, its officers, officials, employees, volunteers and agents. Any insurance or self-insurance maintained by the Village, its officers, officials, employees, volunteers or agents shall be in excess of the Insured's insurance and shall not contribute with it.

III.Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officers, officials, employees, volunteers or agents.

IV.The Insured's insurance shall apply separately to each covered party against whom claim is made or suit is brought except with respect to the limits of the insurer's liability.

e) Worker's Compensation and Employer's Liability Coverage

The policy shall waive all rights of subrogation against the Village, its officers, officials, employees, volunteers and agents for losses arising from work performed by the insured for the Village.

Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty

(30) days prior written notice by certified mail has been given to the Village. Each insurance policy shall name the Village, its officers, officials and employees, volunteers and agents as additional Insureds. Insurance is to be placed with insurers with a Best's rating of no less than A: VII.

Each Insured shall furnish the Village with certificates of insurance and with original endorsements effecting coverage required by this provision. The certificate and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the Village and shall be subject to approval by the Village Attorney before work commences. The Village reserves the right to require complete, certified copies of all required insurance policies, at any time.

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Each insured shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

16. Equal Opportunity – The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age or handicap unrelated to bona fide occupational qualifications.

17. Execution of Documents – The Proposer, in signing his Proposal on the whole or on any portion of the work, shall conform to the following requirements:

Proposals signed by an individual other than the individual represented in the Proposal documents shall have attached thereto a power of attorney, evidencing authority to sign the Proposal in the name of the person for whom it is signed.

Proposals that are signed for a partnership shall be signed by all of the partners or by an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the Proposal a power of attorney evidencing authority to sign the proposal, executed by the partners.

Proposals that are signed for a corporation shall have the correct corporate name thereof and the signature of the President or other authorized officer of the corporation manually written below the corporate name.

If an official other than the President of the Corporation manually signs such Proposal, a certified copy of a resolution of the board of directors evidencing the authority of such official to sign the Proposal shall be attached to it. Such Proposal shall also bear the attesting signature of the Secretary of the corporation and the impression of the corporate seal.

The Agreement shall be deemed as have been awarded when formal notice of award shall have been duly served upon the intended awardee.

18. Non-Discriminating – The Proposer, its employees and subcontractors, agrees not to commit unlawful discrimination and agrees to comply with applicable provisions of the Illinois Human Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabilitation Act, and rules applicable to each.

19. Negotiations – The Village reserves the right to negotiate specifications, terms, and conditions that may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the proposer during discussions or negotiations will be held by the Village as contractually binding on the successful proposer.

20. Incurred Costs – The Village will not be liable in any way for any costs incurred by respondents in replying to this RFP. Proposer agrees to comply with all laws, ordinances, and rules of the Village and the State of Illinois.

21. Proposer Responsibilities – The selected Proposer will be required to assume responsibility for all services offered in this proposal. The Village will consider the selected Proposer to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

22. Default – The Agreement may be canceled or annulled by the Village in whole or in part by written notice of default to the Proposer upon nonperformance or violation of agreement terms. An award may be made to another proposer with services similar to those so terminated. Failure of the Proposer to deliver j:\worddoc\rfp\2025 rfp\public relations services.doc Page 16 services within the time stipulated on his offer, unless extended in writing by the Village, shall constitute agreement default.

23. Independent Contractor – There is no employee/employer relationship between the Proposer and the Village. Proposer is an independent contractor and not the Village’s employee for all purposes, including, but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the Worker’s Compensation Act (820 ILCS 305/1, et seq.). The VILLAGE will not (i) provide any form of insurance coverage, including but not limited to health, worker’s compensation, professional liability insurance, or other employee benefits, or (ii) deduct any taxes or related items from the monies paid to Proposer. The performance of the services described herein shall not be construed as creating any joint employment relationship between the Proposer and the Village, and the Village is not and will not be liable for any obligations incurred by the Proposer, including but not limited to unpaid minimum wages and/or overtime premiums, nor does there exist an agency relationship or partnership between the Village and the Proposer.

24. Governing Law – The laws of the State of Illinois as to interpretation, performance and enforcement shall govern this Agreement. The forum for resolving any disputes concerning the parties’ respective performance or failure to perform under this Agreement shall be the Circuit Court for the Eighteenth Judicial Circuit, DuPage County, Illinois.

Section 8. Proposers Certification

The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make this certification on behalf of the proposer for the construction, product, commodity, or service briefly described as follows:

“Public Relations and Social Media Service Services”

1) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled Statutes, 1993, the proposer is not barred from bidding on this agreement as a result of a conviction for the violation of State of Illinois laws prohibiting bid rigging or bid-rotating.

2) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the Illinois

Compiled Statutes, 1993, the proposer is not delinquent in the payment of any tax administered by the Illinois Department of Revenue.

3) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled Statutes, 1993, the proposer has a written sexual harassment policy in place including the following information:

a) An acknowledgment of the illegality of sexual harassment.

b) The definition of sexual harassment under State law.

c) A description of sexual harassment, utilizing examples.

d) The Consultant’s internal complaint process including penalties.

e) The legal recourse, investigative and complaint process available through the Illinois Department of

Human Rights and the Human Rights Commission.

f) Directions on how to contact the Department or the Commission.

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This Business Firm is (Check One):

_______________ Corporation _______________Partnership _______________Individual

Firm Name: _______________________________________________________________________________ Address: _______________________________________________________________________________

Signature: _______________________________________________________________________________ Name Printed: _______________________________________________________________________________ Title: _______________________________________________________________________________ Telephone: _______________________________________________________________________________ Date: _______________________________________________________________________________

ATTEST:

-SEAL-

SUBSCRIBED AND SWORN TO

before me this ______ day of _____________, 2025.

Notary Public