Festival Sanitation Service

The Village of Schaumburg, Illinois is soliciting bids for Festival Sanitation Service (Contract #2023-IFB-098) through an Invitation for Bid (IFB) for two municipal events: the Prairie Arts Festival and Septemberfest. The procurement requires a comprehensive sanitation service contractor to provide portable restrooms, handicap accessible restrooms, portable sinks, and on-site attendants for both events. For the Prairie Arts Festival, the bid specifies 2 portable restrooms with sinks, 2 handicap accessible restrooms, and 3 portable sinks, while Septemberfest requires a more extensive setup including 130 portable restrooms with sinks, 8 handicap accessible restrooms, 30 portable sinks, a 16' restroom trailer, and on-site attendants. The initial contract term is one year, with potential for three additional one-year optional extensions subject to Village approval. Bids must be submitted electronically through the Village's OpenGov e-Procurement Portal by December 15, 2023, at 10:00 am, and bidders are required to provide a 10% bid security with their proposal. Evaluation criteria include comprehensive insurance coverage, compliance with state and local regulations, and the ability to meet specific event sanitation requirements.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Bidders must comply with the Illinois Fair Employment Practices Act, Illinois Human Rights Act, and drug-free workplace requirements. The contract requires vendors to submit at least three references for similar outdoor events, with additional references needed for any subcontractors. While specific budget ranges are not detailed, the Village reserves the right to reject any bid and may negotiate a one-time economic adjustment based on the Consumer Price Index for contract extensions. The festivals differ significantly in scale, with the Prairie Arts Festival attracting 5-10,000 attendees over a two-day Memorial Day weekend, and Septemberfest drawing approximately 250,000 patrons during a three-day Labor Day weekend event. Vendors must be prepared to handle complex logistical requirements, including specific delivery and pickup schedules, on-site servicing, and managing additional needs such as restaurant grey water and motor home bathroom services.