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PROPOSED CONTRACT
Department(s): Permits, Rentals and Concessions
Vendor: Billy Casper Golf, Reston, Virginia
Request: Authorization for the Forest Preserves of Cook County (the “Forest Preserves”) to enter into and execute a contract
Good(s) or Service(s): Pavilion Management Services
Contract Value: Total contract value over three (3) years is $809,696.20 which includes $156,899.00 in management fees, plus $652,797.20 for pavilion rental operational expenses; with the understanding that the appropriation for the pavilion operation expenses will be approved each year in the annual budget process.
Contract period: 10/16/2018 - 10/15/2021; with the option for two (2), one (1) year extensions
Estimated Fiscal Impact: FY2018 $10,000.00; FY2019 $252,776.00; FY2020 $267,979.90; FY 2021 $278,940.30
Accounts: Professional Services 51001.520850
Contract Number(s): 18-40-425
Concurrences:
The Chief Financial Officer and Deputy Chief Attorney have approved this item.
District(s): 4, 9, 10, 15, 17
Summary: This contract is for Billy Casper Golf to manage the Forest Preserves indoor room rental program. Billy Casper Golf will oversee all third-party rentals for five (5) Forest Preserves pavilions. Management will include taking reservations, staffing, set-up and tear-down, daily maintenance and marketing. The Forest Preserves will provide a monthly management fee and cover all operational expenses. The contract has built-in financial performance incentives beginning in Year Two (2). The Forest Preserves will retain all revenue from the rentals and expects this program to be revenue positive. Billy Casper Golf was deemed to be the most responsive of three (3) bidders on the program.
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