The Village of Arlington Heights recently issued a Request for Proposals for qualified companies to provide bids for stage, sound, and lighting production for the Arlington Heights Sounds of Summer Concert Series, including 12 outdoor, live-music concerts in Harmony Park, 7 – 8:30 p.m. The 2023 lineup of events will include concerts on June 15, 16, 22, 23 and July 6, 7, 13, 14, 20, 21, 27 and 28.

In efforts to pursue best options available, the Village received three responses to the RFP that was issued on February 24th, 2023, including:
• HRP Chicago
o $3,000/concert and $36,000 total
• Ayre Productions
o $3,000/concert and $36,000 total
• Acutrak
o $3,422.60/concert and $41,071.17 total

HRP Chicago’s proposal, of $36,000 was one of two companies that provided the lowest bid. HRP Chicago has worked with the Village in the past and staff has expressed feedback that 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.

Recommendation

It is recommended that the Village Board award the 2023 Sounds of Summer Production contract to HRP Chicago for $36,000, with the option to extend the contract for two additional one-year periods (through 2025). Funds for this contract are budgeted in the Arts and Entertainment account #515-7101-525.33-05.