KLM Lodge Management Services

Request for Proposals:
KLM LODGE
MANAGEMENT SERVICES
Issued: October 1, 2026
Due: October 23, 2026 by 3:00 p.m.
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1. Introduction and Purpose
The Village of Hinsdale, Illinois (the "Village"), is a non-home rule municipality with a population of 17,395.
The Village operates many operations and departments to serve the needs of its residents. The Village is
issuing this Request for Proposals ("RFP") to solicit proposals from qualified firms (each, a "Proposer") to
manage, operate, market, and coordinate special events and facility rentals at the Katherine Legge
Memorial Lodge (the "Lodge"), a historic event and meeting facility building located at 5901 S. County
Line Road within Katherine Legge Memorial Park ("KLM Park" or the "Park"), a 52-acre Village-owned park
in Hinsdale, Illinois.
KLM Park currently hosts a variety of public uses, recreation programs, and community events throughout
the year. The Lodge is one of several buildings located within the Park and is recognized as one of the
Village's premier public event facilities, serving as a year-round venue for weddings, receptions, social
events, nonprofit functions, corporate meetings, retreats and other similar events. Originally constructed
in 1927 and designed by noted architect R. Harold Zook, the Lodge includes approximately 4,000 square
feet of event space consisting of a first-floor reception area, dining room, commercial kitchen, outdoor
patios, and a second-floor ballroom. The Lodge is currently operated by the Village's Parks and Recreation
Department on behalf of the Village of Hinsdale.
The Village seeks to engage an experienced operator to assume responsibility for the day-to-day operation
of the Lodge and the marketing, booking, coordination, and management of events held there. It is
anticipated that the successful Proposer will enter into a written management agreement with the Village
(the "Management Agreement") in substantially the form attached to this RFP as Exhibit A.
This RFP is a request for competitive proposals for professional management services and is not a bid
governed by formal sealed-bid procedures. The Village will select the proposal that, in its sole judgment,
represents the best overall value to the Village, and is not obligated to select the proposal offering the
lowest cost or highest revenue to the Village. This RFP does not commit the Village to award a contract or
to pay any costs incurred in the preparation of a proposal.
2. Description of the Lodge and Current Operations
A more detailed description of the Lodge, including floor plans and photographs of the Lodge, are attached
as Exhibit B.
The Lodge currently hosts approximately 90-100 rentals per year, generating approximately $200,000 in
annual rental revenue. A summary of historical booking and revenue information is attached as Exhibit C.
Current rental rates and rules are attached as Exhibit D. This information is provided for the Proposer's
convenience only; the Village does not warrant its completeness or accuracy and does not guarantee any
level of future bookings or revenue.
3. Scope of Services
The successful Proposer (the "Operator") will be responsible for the management, operation, and day-to-
day oversight of the Lodge and for the marketing and coordination of special events and rentals held
there, while the Village retains ownership of the Lodge and KLM Park and overall priority and final
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authority over their use (see Section 3.5). The services are expected to include, without limitation,
providing tours of the Lodge to prospective clients, marketing, booking events, establishing and
maintaining an online events calendar, staffing events, facility cleaning, and on-site logistics and setup
during events. The scope of services is expected to include, at a minimum, the following, and Proposers
should describe how they would perform each item:
3.1 Event and Rental Management
* Marketing and promotion of the Lodge as a special-event and rental venue, including advertising,
website/social-media presence, participation in bridal or venue expositions, responding to
inquiries, and providing tours of the Lodge to prospective clients.
* Booking and scheduling of weddings, receptions, meetings, and other events, including maintaining
a reservation calendar coordinated with the Village's own use of the Lodge and the Park.
* Establishing, maintaining, and updating an online events calendar and reservation/inquiry system
for the Lodge, coordinated with the Village's systems and reflecting all Village-reserved and priority
dates.
* Negotiating and administering rental/event agreements with clients on terms and at rates
approved by the Village; collecting rental fees, deposits, and security deposits.
* On-site event coordination, supervision, and logistics, including opening and closing the facility,
event setup and teardown, staffing events, enforcing facility rules and occupancy limits, and
serving as the point of contact for clients and their vendors during events.
* Coordinating client-arranged services (catering, rentals, decor, entertainment) and maintaining an
approved-vendor process.
3.2 Day-to-Day Operations
* Routine scheduling, opening/closing, and general oversight of the Lodge during and between
events.
* Janitorial and cleaning services and post-event turnover, daily interior upkeep and maintaining the
Lodge in a clean, orderly, and presentable condition.
* Routine and minor maintenance, and prompt reporting to the Village of any needed repairs,
damage, safety concerns, or conditions affecting the historic character of the building.
* Coordinating with Village staff and Village-retained contractors on maintenance, utilities, and
grounds.
* Ensuring compliance with all applicable laws, codes, permits, occupancy limits, and Village
ordinances and policies, including any historic-preservation requirements.
* NOTE: The Village shall continue to be responsible for non-routine interior maintenance activities,
interior capital improvements (at the discretion of the Village), as well as for exterior building
maintenance activities, including landscaping, painting/tuckpointing, roof and window leaks,
landscaping, and for snow shoveling (on the same schedule as other Village-owned park areas),
grass cutting and weed control in the surrounding grounds
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3.3 Staffing, Reporting, and Administration
* Providing and supervising all personnel necessary to perform the Scope of Services; the Operator's
personnel shall be employees or contractors of the Operator and not of the Village.
* Maintaining books and records of all bookings, revenues, and expenses, and providing periodic
financial and activity reports to the Village.
* Remitting revenue to, or accounting to, the Village in accordance with the compensation structure
ultimately agreed. See Section 5.
3.4 Alcohol and Catering
Alcoholic beverages may be served at events at the Lodge only by licensed third-party vendors or caterers
holding all licenses required by the State of Illinois and the Village and carrying liquor-liability (dram-shop)
insurance meeting the Village's requirements. The Operator will not itself hold a liquor license for, sell, or
directly serve alcoholic beverages at the Lodge, and will be responsible for verifying that any vendor
serving alcohol is properly licensed and insured before the event.
3.5 Village Ownership, Priority, and Reserved Events
The Village retains ownership of the Lodge and KLM Park and overall priority and final authority over the
scheduling and use of the Lodge. Notwithstanding the Operator's booking responsibilities, the Village
reserves the right to schedule and give precedence to the Village and community events, and the Operator
shall accommodate and coordinate around those events at no charge to the Village. Village-priority uses
include, by way of example and not limitation:
* Village-sponsored recreation events, programs, and classes;
* Seasonal and community programming such as Breakfast and Lunch with Santa;
* Village functions and other governmental or public uses, as needed; and
* Community events held on the KLM Park grounds, such as Winter Wonderland, which may involve
limited use of the Lodge.
The Operator shall block and honor these Village-priority dates on the events calendar and shall not book,
offer, or confirm any Event that conflicts with a Village-reserved date without the Village's prior written
approval. The Village will provide the Operator with its known priority dates on an annual basis, and the
Parties will coordinate in good faith on additional dates that arise during the year.
4. Term
The Village anticipates an initial term of 2-5 years, with option(s) to renew for additional period(s) year(s),
exercisable at the Village's discretion and subject to the annual appropriation of funds and to the terms
of the Management Agreement. The anticipated commencement date is January 1, 2027.
5. Compensation and Financial Structure
The Village is open to considering more than one financial structure for this engagement and invites
Proposers to address the option(s) below.
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Option A. Flat Management Fee. The Village pays the Operator a fixed management fee (stated as
a monthly or annual amount), and the Village retains all rental and event revenue.
Option B. Revenue Share / Percentage Fee. The Operator's compensation is a stated percentage
of gross rental/event revenue, or the Village and Operator share gross revenue on an agreed
basis, with the balance remitted to the Village.
Option C. Operator Retains Revenue and Pays the Village. The Operator collects and retains
event revenue and pays the Village a fixed and/or percentage payment (a concession-style
payment).
Proposers should clearly state their proposed compensation, the assumptions on which it is based, and
which structure(s) they are proposing. Proposers should also identify any expenses they expect the Village
to bear (for example, utilities, structural or capital maintenance, insurance on the building) versus
expenses the Operator will bear.
6. RFP Schedule
The Village anticipates the following schedule, which it may modify by written addendum:
Event Date / Time
RFP issued October 1, 2026
Optional pre-proposal meeting / site visit October 9, 2026 at 10:00 a.m.
Deadline for written questions October 9, 2026 at 3:00 p.m.
Village responses / addenda issued by October 16, 2026
Proposals due October 23, 2026 at 3:00 p.m.
Anticipated interviews (if any) TBD
Anticipated award / Board action (two readings are required) TBD
Anticipated commencement of services January 1, 2027
An optional pre-proposal meeting and site visit will be held at the Lodge at the date and time provided
above. Attendance at this meeting is strongly recommended for parties interested in submitting a
proposal in response to this request. This meeting is an opportunity to ask questions concerning the
Lodge and current operations.
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7. Proposal Submission Requirements
To be considered, each proposal must include the following, organized in the order listed and clearly
labeled. Proposers should submit three (3) printed copies and one electronic copy to:
Alex Snyder
Assistant to the Village Manager
Village of Hinsdale
19 E. Chicago Ave.
Hinsdale, IL 60521
1. Cover Letter. A transmittal letter signed by an individual authorized to bind the Proposer, stating
the Proposer's legal name, form of organization, and contact information.
2. Firm Qualifications and Experience. A description of the Proposer's organization and its experience
managing comparable venues, event operations, or historic/public facilities, including proof of
competency in the following areas:
a. Basic bookkeeping; posting, preparation of a trial balance, preparation of financial statements,
control of cash and bank reconciliation statements.
b. Personnel management: the guidance and control of personnel; interviewing; training; job
analysis; performance evaluation; supervisory problems with subordinate personnel.
c. Operations: Licenses, or ability to obtain the same, as required , for the proposed operations.
3. Key Personnel. Identification and resumes of the personnel who would manage the Lodge,
including the on-site manager and any event staff.
4. References. At least two (2) references for comparable engagements, including contact names,
telephone numbers, and email addresses.
5. Management Approach / Work Plan. A narrative describing how the Proposer would perform the
Scope of Services in Section 3, including marketing and booking strategy, providing tours,
establishing and maintaining the online events calendar, staffing plan, day-to-day operations,
cleaning approach, on-site event coordination, setup/teardown and logistics, alcohol/vendor
management, coordination around Village-priority and reserved events, and customer service.
6. Proposed Financial Structure and Fees. A completed fee proposal responsive to Section 5,
including all assumptions and a proposed allocation of operating expenses between the Operator
and the Village.
7. Pro Forma / Business Plan. A pro forma projecting bookings, revenue, and expenses over the initial
term.
8. Insurance. Evidence of the Proposer's ability to obtain the insurance required by Section 9, and a
sample certificate of insurance.
9. Financial Capacity. Information demonstrating the Proposer's financial stability and resources
necessary to perform the Scope of Services during the anticipated Agreement period [e.g., financial
statements, banking or credit references].
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10. Exceptions to the Management Agreement. A statement of any exceptions or proposed
modifications to the form Management Agreement attached as Exhibit A. Absence of exceptions
will be deemed acceptance of the form.
11. Required Forms and Certifications. The signed forms attached to this RFP, including the Proposal
Signature/Certification form, Non-Collusion Affidavit, and the certifications described in Section 9.
12. Conflict of Interest Disclosure. Disclosure of any actual or potential conflict of interest, including
any relationship with a Village official or employee.
8. Evaluation and Selection
The Village will evaluate proposals to determine the proposal that offers the best overall value and
compatibility to the Village. An evaluation committee designated by the Village will review responsive
proposals and may, at its discretion, interview some or all Proposers, request clarifications or best-and-
final offers, request additional information. negotiate with the best qualified Proposer on any changes the
Village considers necessary or desirable for its own interests, and check references. The following criteria,
which are not necessarily listed in order of importance, will be considered:
Relevant experience and qualifications of the firm and key personnel
Quality and completeness of the management approach / work plan
Marketing, booking, and event-coordination capability
Proposed financial structure and overall value to the Village
Financial capacity and stability of the Proposer
References and past performance
The Village reserves the right to make an award based on the initial proposals without discussions. Any
award will be subject to the approval of Village President and Board of Trustees and to the successful
negotiation and execution of a Management Agreement. Notwithstanding the foregoing, the Village
reserves the right to reject any or all proposals, to accept any proposal submitted, to and to waive any
informality.
9. Instructions to Proposers and General Conditions
9.1 Questions and Addenda
All questions must be submitted in writing to Alex Snyder, Assistant to the Village Manager, at
asnyder@villageofhinsdale.org by the deadline in Section 6. In order to enable the Village to equitably
respond to requestor questions, the Village requests that prospective Proposers register in advance with
the Village via e-mail at asynder@villageofhinsdale.org. Proposers may not rely on oral responses. Each
Proposer is responsible for confirming that it has received all addenda.
9.2 Submission Instructions
Proposals must be received at the location in Section 7 no later than the date and time proposals are due.
Late proposals will not be considered. Proposals shall be submitted in an opaque sealed envelope, shall
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bear the name of the individual, firm, or corporation submitting the Proposal and should be marked "RFP
KLM Lodge Management Services." The Proposer is solely responsible for timely delivery. Proposers may
withdraw their proposal either personally or by written request at any time before the hour set for the
proposal opening, and may resubmit it. No proposal may be withdrawn or modified after the receipt
opening of proposals except where the award of agreement has been delayed for a period of more than
ninety (90) days.
9.3 Change in Status
The Proposer shall notify the Village of Hinsdale immediately of any change in its status resulting from any
of the following: (a) Proposer is acquired by another party; (b) Proposer becomes insolvent; (c) Proposer,
voluntarily or by operation law, becomes subject to the provisions of any chapter of the Bankruptcy Act;
(d) Proposer ceases to conduct its operations in the normal course of business. The Village of Hinsdale
shall have the option to terminate its Agreement with the Proposer immediately on written notice based
on any such change in status.
9.4 Insurance
The successful Proposer will be required, before commencing services, to procure and maintain insurance
of the types and in the amounts set forth in the Management Agreement, which are anticipated to include
commercial general liability, automobile liability, workers' compensation and employers' liability, and
liquor liability/dram shop coverage, with the Village named as an additional insured. Indicative minimum
limits are:
Commercial General Liability:
Bodily Injury and property damage combined single limit per occurrence $1,000,000
Personal Injury, per occurrence including contractual liability $1,000,000
General Aggregate $2,000,000
* Coverage shall be on an occurrence basis. Claims made coverage is not acceptable.
* Village shall be included as Additional Insured on a primary and non-contributory basis by
endorsement.
Business Automobile Liability:
Bodily Injury and property damage $1,000,000
General Aggregate $2,000,000
Worker's compensation & Occupational diseases:
Workers Compensation Statutory Limits Employers' Liability: Statutory Limits
$1,000,000 each accident
$1,000,000 disease, per employee
$1,000,000 disease, policy limit
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* The insurer shall agree to waive all rights of subrogation against the Village of Hinsdale, its
officers, officials, employees, agents and volunteers for losses arising from work performed by
the provider for the municipality.
Additional Insured Language:
All insurance policies required by this Contract, except workers' compensation, shall name the Village of
Hinsdale, its officers, officials, employees, agents, and volunteers as additional insured on a primary and
non-contributory basis, and shall contain a waiver of subrogation against the Village of Hinsdale.
Provider shall provide additional insured endorsement ISO CG 20 10 04 13, CG 20 37 04 13, and ISO CG
20 01 04 13 providing this coverage, signed by a person authorized by the insurer to bind coverage on its
behalf.
Umbrella / Excess Liability: $3,000,000 per occurrence and aggregate (follow form); the Village named
as additional insured on a primary and non-contributory basis.
Liquor Liability / Host Liquor Liability: $1,000,000 per occurrence (of any third-party vendor serving
alcohol).
Property / Contents: $500,000 (Operator's own property; the building is insured by the Village).
Cyber / Privacy Liability: $1,000,000 (Operator maintaining client data or an online booking system).
The coverages and limits summarized in this Section are indicative only. The complete insurance
requirements - including all required coverages, minimum limits, endorsements, additional-insured
status, waiver of subrogation, notice, and certificate requirements - are set forth in Exhibit H
(Insurance Requirements) and will be incorporated into the Management Agreement. In the event of
any conflict between this Section and Exhibit H, Exhibit H shall control.
9.4 Indemnification and Compliance with Law
The successful Proposer will be required to indemnify, defend, and hold harmless the Village as provided
in the Management Agreement and to comply with all applicable federal, state, and local laws, including
equal-employment-opportunity, prevailing-wage (to the extent applicable), and anti-discrimination
requirements.
9.5 Public Records / FOIA
Proposals become the property of the Village and are subject to the Illinois Freedom of Information Act
(5 ILCS 140/1 et seq.). A Proposer that believes any portion of its proposal is exempt from disclosure (e.g.,
trade secrets or proprietary financial information) must clearly identify that portion; a blanket designation
of an entire proposal as confidential will not be honored. The Village will make the final determination
regarding disclosure and does not warrant that designated material will be withheld.
9.6 Certifications
By submitting a proposal, the Proposer certifies, consistent with Illinois law, that it is not barred from
contracting with a unit of state or local government as a result of bid-rigging or bid-rotating (720 ILCS
5/33E), that it is not delinquent in the payment of any tax to the Illinois Department of Revenue (65 ILCS
5/11-42.1-1), that it complies with the Illinois Human Rights Act and its equal-employment and sexual-
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harassment-policy requirements (775 ILCS 5/2-105), and that it has and will comply with the Substance
Abuse Prevention on Public Works Projects Act and Drug Free Workplace Act to the extent applicable.
9.7 Reservation of Rights
The Village reserves the right, in its sole discretion, to: reject any or all proposals; waive any irregularity,
informality, or technicality in any proposal; request clarifications or additional information; amend or
withdraw this RFP by addendum at any time; issue a new or revised RFP; negotiate with one or more
Proposers; select the proposal deemed most advantageous to the Village without regard to price or
revenue alone; and cancel the procurement in whole or in part at any time before execution of a
Management Agreement. This RFP does not obligate the Village to award a contract.
9.8 Costs; No Commitment
The Village will not be responsible for any costs incurred by any Proposer in preparing or submitting a
proposal or in participating in this process. All proposals must remain valid and open for acceptance for a
period of not less than ninety (90) days after the due date.
9.9 Appropriation and Non-Appropriation
Any obligation of the Village under the resulting Management Agreement is subject to the annual
appropriation of funds by the corporate authorities. The Management Agreement will include a non-
appropriation provision.
9.10 Independent Contractor; Ethics
The successful Proposer will act as an independent contractor and not as an agent or employee of the
Village except as expressly provided. Proposers and their personnel are subject to applicable state and
local ethics and conflict-of-interest requirements.
10. Attachments and Exhibits
The following are attached to and made a part of this RFP:
Exhibit A - Form of Management Agreement
Exhibit B - Description, floor plans, and photographs of the Lodge
Exhibit C - Historical booking and revenue summary
Exhibit D - Current rental rates, rules, and policies
Exhibit E - Proposal Signature and Certification Form
Exhibit F - Non-Collusion Affidavit
Exhibit G - Reference Form
Exhibit H - Insurance Requirements
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