PCA-112 19 Septemberfest Generator & Light Tower Service

Agency: Village of Schaumburg
State: Illinois
Type of Government: State & Local
  • 62 - Lighting Fixtures and Lamps
Posted Date: Nov 14, 2018
Due Date: Dec 7, 2018
Solicitation No: PCA-112
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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PCA-112 19 Septemberfest Generator & Light Tower Service

The village is seeking firm pricing for generator and light tower services for the village's Septemberfest festival held on Labor Day weekend.

Submittals are due by 1:00 p.m. on Friday, December 7, 2018. They may be e-mailed to jwilliams@schaumburg.com or mailed/delivered to the address provided in the RFQ.

Type RFPs
Status Open
Date Available 11/14/2018
Due Date 12/7/2018
Contact Name Roxane Benvenuti
Contact Phone 847.923.3605
Contact Email rbenvenuti@schaumburg.com
Pre Bid Meeting Date
Pre Bid Meeting Location No meeting scheduled
Awarded Date
Awarded To
Document Name Type
PCA-112 19 Septemberfest Generator & Light Tower Service pdf

Attachment Preview

The Village of Schaumburg's internet web site provides purchasing related information for
current & future village suppliers.
IMPORTANT! Vendors that download and print documents from this web site are
responsible for obtaining ALL files associated with the individual bids or proposal.
In order to maintain the line of communication, vendors intending to respond to a
bid or proposal document must provide the Purchasing Division with all company
contact information via e-mail to jwilliams@schaumburg.com.
To access the Village of Schaumburg website:
Logon to: www.villageofschaumburg.com, the main page of the village's web site.
The Business to Government page provides general information and access to the village's
Vendor Registration Form, Freedom of Information Form, and several purchasing related links.
To find this page, single click on the left side of the main website page.
The Current Requests for Bids and Proposals page provides access to downloadable PDF bid
and proposal documents.
Please read the instructions entirely. Below the instructions is a list of bid & proposal
opportunities. Access any of the listed projects by single clicking on the individual TITLE. A
complete detail of the specific project will open up. All document files related to the specific
project will be provided as PDF at the bottom of the detail page.
The General Terms and Conditions page provides answers to frequently asked questions
concerning how to do business with the Village of Schaumburg. To find this page, single click
on the left side of the Business to Government web page.
The Procurement Processes page provides an explanation of the processes utilized by the
Village of Schaumburg for procurement of goods and services. To find this page, single click on
the left side of the Business to Government web page.
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Village of Schaumburg
Request for Quotation
Septemberfest Generator & Light Tower Service
Intent: The purpose of this Request for Quotation is to solicit offers to provide generator and
light tower services for the Village of Schaumburg's (hereafter Village) Septemberfest festival. A
high quality generator contractor is an integral part of this festival.
Due Date: Submittals are due by 1:00 p.m. on Friday, December 7, 2018. They may be e-mailed
to jwilliams@schaumburg.com or mailed/delivered to the address provided below.
Attn: Jan Williams, CPPB
Village of Schaumburg
Purchasing Division
101 Schaumburg Ct.
Schaumburg, IL 60193-1899
Questions: Questions shall be addressed in writing to Roxane Benvenuti, Special Events
Coordinator, via e-mail to rbenvenuti@schaumburg.com no less than five (5) business days prior
to the scheduled due date.
Scope: The Village sponsors a Septemberfest event held on Labor Day weekend. Annual
attendance averages 250,000, weather permitting. The festival is held on the Robert O. Atcher
Municipal Center grounds at 101 Schaumburg Court. The event includes a 250 booth arts &
crafts show, 18-ride carnival, three stages of entertainment, and the Taste of Schaumburg with 24
The contractor will be responsible for the delivery, set-up, and removal of all generators. With
this responsibility, the company will be expected to supply all manpower and equipment needed
in the installation and removal of same for the Village's Septemberfest.
Terms: The contract shall be for a three (3) day event (not including set-up and tear down time),
to be held on the 2019 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.
Saturday, August 31, 2019 / Sunday, September 1, 2019 / Monday, September 2, 2019
Saturday, September 5, 2020* / Sunday, September 6, 2020* / Monday, September 7, 2020*
Saturday, September 4, 2021* / Sunday, September 5, 2021* / Monday, September 6, 2021*
Saturday, September 3, 2022* / Sunday, September 4, 2022* / Monday, September 5, 2022
* 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.
Page 1 of 13
PCA-112 19
A onetime 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. The contracted vendor shall notify the Village in writing of any requested
increase by December 15 of the current contract year.
The average run time per generator is 85-100 hours.
All equipment must be trailer mounted, and the Village’s Engineering and Public Works
Department staff will not assist in unloading or loading equipment. Rental equipment must
be delivered and unloaded by the contractor, and Village staff will place in required areas.
Electricians (not the generator contractor) are responsible for installation, electrical
connections, operation, and turning off the generators in the evening after the festival has
Proof of maintenance within the last 30 days for each generator.
The company representative delivering the generators must check-in with an Engineering and
Public Works Foreman for drop-off locations and to confirm that the generators have been
serviced and are in proper working condition. Delivery should be completed before 3:00 p.m.
on the Wednesday prior to the festival, and pick-up should be before 3:00 p.m. on the
Tuesday following the festival. See below for exact delivery and pick-up dates:
Delivery Wednesday, August 28, 2019
Delivery Wednesday, September 2, 2020*
Delivery Wednesday, September 1, 2021*
Delivery Wednesday, August 31, 2022*
* Indicates option years
Pick-up Tuesday, September 3, 2019
Pick-up Tuesday, September 8, 2020*
Pick-up Tuesday, September 7, 2021*
Pick-up Tuesday, September 6, 2022*
Filters must be clean, and extra filters must be provided with each generator at no extra
There is no need for the generator vendor to supply distribution equipment. The Village
supplies all the needed cables as well as distribution panels.
General Conditions and Schedule: Contractors shall utilize the Detailed Cost Sheet provided in
this document to submit costs for all generators and light towers listed in the detailed
specifications. All units shall be delivered full of fuel and the total cost submitted shall include
price for delivery, drop-off, and pick-up.
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
Page 2 of 13
PCA-112 19
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 - 10:00 a.m. to 10:00 p.m.
Sunday - 9:00 a.m. to 10:00 p.m. (fireworks display evening)
Monday - 9:00 a.m. to 9:00 p.m. (rain date for fireworks display evening)
References: All contractors shall include with their Quotation 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.
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.
Page 3 of 13
PCA-112 19

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