The approved 2022 Budget includes $25,000 for the stage, lighting, and sound production for 12 Sounds of Summer concerts. In 2019, the Village approved a contract to HRP Chicago, which included two years of renewal, intended for 2020 and 2021. Due to the COVID-19 pandemic, there were no events in 2020.
In 2019 and 2021, HRP provided sound, stage and lighting at the following rates:
· 2019: $1,950/concert, for 12 concerts, for a total of $23,400
· 2020: No concerts were held
· 2021: $2,250/concert, for 10 concerts, for a total of $22,500
HRP has informed the Village that due to rising industry and travel costs, their costs have increased. HRP’s 2022 standard/individual event rate is $4,200/concert, or $50,400 for 12 concerts. HRP has offered the Village a reduced/bundle rate of $2,500/concert, for 12 concerts, for a total of $30,000. While this amount is $5,000 over budget, Village Staff did obtain quotes from several other sound/production companies for their 2022 Sounds of Summer services to ensure we identified the best price. They include:
· HRP Chicago (current provider)
o $2,500/concert and $30,000 total
· Acutrak (scaled down version of their setup)
o $2,857.5/concert and $34,291 total
· Mass Audio Inc (scaled down version of their setup)
o $2,861.2/concert and $34,334.4 total
· SWP Sound Works
o $3,425/concert and $41,100 total
Recommendation
Village staff recommends approving a contract with HRP Chicago to provide stage, lighting, and sound for its 2022 Sounds of Summer season.
HRP Chicago has provided the Village with a high level of quality services, and have been professional, responsive, and easy to work with. Additionally, bands have expressed confidence in HRP Chicago’s services and their reputation.
HRP Chicago is the lowest quote received, and would have been selected as the original 2019 contract included the option to extend for two seasons, one of which was cancelled during Covid.
Funds are available in the AE-06038 budget line in the amount of $25,000.