2017 Aquatic Services RFP
VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164
REQUEST FOR PROPOSAL
Oak Brook Bath & Tennis Club Aquatic Management Services
December 2016
TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1
A. NOTICE – POSTED ON VILLAGE WEBSITE DECEMBER 20, 2016.............................................................. 1
B. PROJECT DESCRIPTION ...................................................................................................................... 2
C. GENERAL TERMS AND CONDITIONS ..................................................................................................... 5
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 10
A. GENERAL INFORMATION .................................................................................................................... 10
B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................. 10
C. PROPOSAL FORM ............................................................................................................................. 12
D. REFERENCES ................................................................................................................................... 14
E. CONSULTANTS CERTIFICATION .......................................................................................................... 15
G. SEXUAL HARASSMENT POLICY .......................................................................................................... 17
SECTION 3. REVIEW PROCESS ............................................................................................................. 18
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 18
B. BASIS OF AWARD ............................................................................................................................. 18
Section 1. Request for Proposals
A. Notice – posted on Village website December 20, 2016.
Village of Oak Brook Request for Proposals Oak Brook Bath & Tennis Club Aquatic Management Services
December 2016
The Village of Oak Brook invites proposals from qualified vendors that have experience in lifeguard
services and pool maintenance and repair.
Proposals should be addressed to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
The closing date and time for receipt of proposals is Thursday, January 5, 2017 at 3:00 P.M.
prevailing time. Proposals received after the submittal time will be rejected and returned unopened
to the sender.
A complete proposal package, of which this legal notice is a part, is on file for inspection and may be
downloaded from the Village’s website at www.oak-brook.org or picked up at the Reception Area,
Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523, between the hours of 8
A.M. and 4:30 P.M., Monday through Friday. There is no charge for the package. Questions about this
RFP should be addressed to Chris Thompson, Bath and Tennis Club Manager, 630-368-6422,
cthompson@oak-brook.org.
The Village reserves the right to reject any or all proposals, waive or not to waive any irregularities
therein, and to accept the proposal considered being in the best interest of the Village.
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B. Project Description
I. Introduction
The Oak Brook Bath & Tennis Club is a private swimming and tennis facility located within the Oak
Brook Sports Core. The facility has been owned and operated by the Village since 1978. The Club
features three individual pools: the competition size lap pool, the diving well pool, a wading pool for
children, a beach area, and a café.
II. Scope of Services
The Village of Oak Brook is seeking proposals from qualified vendors for Aquatic Management
Services at the Oak Brook Bath and Tennis Club for the 2017 season. Services, at a minimum, shall
include the following:
1. Employ, train, assign, schedule, and supervise employees to safely operate said aquatic
facility or facilities
2. Administer, supervise and otherwise manage the daily operations of said aquatic facility or
facilities
3. Provide general cleaning, sanitation, organization, and maintenance of the front gate and/or
admissions area, locker rooms, lavatories, showers, pool decks, water attractions, spas,
swimming pools, filtration rooms, pumps and other aquatic facility equipment for said aquatic
facility or facilities
4. Sanitize, vacuum, operate filtration equipment and otherwise maintain water quality for all
aquatic facility or facilities spas and swimming pools
5. Perform the following pre-opening tasks to prepare for daily operation of said aquatic facility or
facilities:
• Organize, sanitize, make ready and otherwise prepare the front gate and/or admissions
area for a timely opening according to the published aquatic facility-operating schedule
• Organize, sanitize, make ready and otherwise prepare the locker rooms, lavatories,
and showers for daily operation
• Organize, sanitize, make ready and otherwise prepare pool decks, furniture, water
attractions, spas, and swimming pools for daily operation
• Operate and maintain swimming pool filtration equipment to achieve optimal water
quality.
• Distribute, ready and position emergency rescue equipment for use
6. Perform the following daily operational services for said aquatic facility or facilities:
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• Assign and schedule the aquatic facility manager and/or supervisor to provide
management oversight for daily operation
• Assign and schedule the lifeguards and/or attendants to provide general supervision
for daily operations. A minimum of four (4) lifeguards during business hours is
required
• Maintain general cleanliness of the aquatic facility premises during daily operation
7. Perform the following closing tasks at the end of daily operation for said aquatic facility or
facilities:
• Collect and remove trash from all facility trash receptacles
• Collect and store emergency rescue equipment for future use on a daily basis
• Organize, sanitize, make ready and otherwise prepare the front gate and/or
admissions area for a timely opening according to the published aquatic facility-
operating schedule
• Organize, sanitize, make ready and otherwise prepare the locker rooms, lavatories,
and showers for daily operation
• Organize, sanitize, make ready and otherwise prepare pool decks, furniture, water
attractions, spas, and swimming pools for daily operation
• Operate and maintain swimming pool filtration equipment to achieve optimal water
quality.
8. Provide, maintain and operate the following emergency rescue equipment for said aquatic
facility or facilities:
• Automatic External Deliberator
• Supplemental Oxygen Support Unit
• Bag Valve Mask
• Oral Suction Device
• Seal Easy Mask(s)
• Rescue Tube(s)
• Life Jacket(s)
• Spinal Management and Extrication Board
9. Provide pool maintenance and repair, supply pool chemicals in sufficient quantities to comply
with local county and state regulations, and monitor and test pool chemicals
10. Provide opening/closing pool services, including, but not limited to, inspecting, draining,
cleaning, and acid washing at the beginning of the season, and inspecting and winterizing at
the end of the season
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Hours of operation for the 2017 pool season are as follows:
Early Season Hours
Main Pool Diving Well Wading Pool Beach
May 27-28 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm*
May 29 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm
May 30-June 2 4 pm-8 pm 4 pm-7 pm 4 pm-8 pm 4 pm-6 pm*
June 3-4 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm*
Regular Season Hours
June 5- August 20 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm*
Late Season Hours**
August 21-25 4 pm-8 pm 4 pm-7 pm 4 pm-8 pm 4 pm-6 pm
August 26-27 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm*
August 28-September 1 4 pm-8 pm 4 pm-7 pm 4 pm-8 pm 4 pm-6 pm
September 2-4 10 am-8 pm 10 am-7 pm 10 am-8 pm 10 am-6 pm*
Programming
Swim Team (2 lifeguards)
June 5-July 20
Mondays through Thursdays 9:00 am
Friday: 9:00 am
Session 1 (1 lifeguard)
Dates Days Time
6/5-6/15 Mon thru Thur 9:15 – 10:00 am
6/19-6/29 Mon thru Thur 9:15 – 10:00 am
7/10-7/20 Mon thru Thur 9:15 – 10:00 am
7/24-8/3 Mon thru Thur 9:15 – 10:00 am
Masters Swim Program (1 lifeguard)
Dates Days Time
6/5-6/23 Mon/Wed/Fri 6:15-7:15 am
6/26-7/14 Mon/Wed/Fri 6:15-7:15 am
7/17-8/4 Mon/Wed/Fri 6:15-7:15 am
8/7-8/18 Mon/Wed/Fri 6:15-7:15 am
Water Aerobics (1 lifeguard)
Dates Days Time
6/5-6/23 Mon/Wed/Fri 7:30-8:30 am
6/26-7/14 Mon/Wed/Fri 7:30-8:30 am
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7/17-8/4 Mon/Wed/Fri 7:30-8:30 am
8/7-8/18 Mon/Wed/Fri 7:30-8:30 am
III. Questions about this RFP
Questions and inquiries concerning this RFP may be directed to:
Chris Thompson
Sports Core Director
Village of Oak Brook
800 Oak Brook Road
Oak Brook, IL 60523
630-368-6422
cthompson@oak-brook.org
C. General Terms and Conditions
1. PREPARATION AND SUBMISSION OF PROPOSALS:
a. The proposal shall be submitted in an opaque sealed envelope on or before the time
stated and shall bear the name of the individual, firm, or corporation submitting the
Proposal and the Project Name: “Oak Brook Bath & Tennis Club Aquatic Management
Services."
b. Contractors may attach separate sheets to the proposal for the purpose of explanation,
exception, alternate proposal and to cover unit prices, if needed.
c. Contractors may withdraw their proposal either personally or by written request at any
time before the hour set for the proposal deadline, and may resubmit it. No proposal may
be withdrawn or modified after the receipt of proposals except where the award of
contract has been delayed for a period of more than 120 days.
d. In submitting this proposal, the contractor further declares that the only person or party
interested in the proposal as principals are those named herein, and that the proposal is
made without collusion with any other person, firm or corporation.
e. The contractor further understands and agrees that if his proposal is accepted, he is to
furnish and provide all necessary machinery, tools, apparatus, and other means to do all
of the work and to furnish all of the materials specified in the contract, except such
materials as are to be furnished by the owner (Village), in the manner and at the time
therein prescribed, and in accordance with the requirements therein set forth.
f. The contractor further agrees to execute all documents within this Proposal Package,
obtain a Certificate of Insurance for this work and present all of these documents to the
Village within 15 days after the receipt of the Notice of Award and the Contract by him.
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g. The contractor further agrees to begin work not later than 10 days after receipt of the
Notice to Proceed, unless otherwise provided, and to execute the work in such a manner
and with sufficient materials, equipment and labor.
h. By submitting a proposal, the contractor understands and agrees that, if his proposal is
accepted, and he fails to enter into a contract forthwith, he shall be liable to the Village for
any damages the Village may thereby suffer.
2. CONDITIONS:
a) The Village is exempt from Federal excise tax and the Illinois Retailer's Occupation Tax.
This proposal cannot include any amounts of money for these taxes.
b) Any contract or agreement resulting from the acceptance of this proposal by the Village
shall be on forms either supplied by or approved by the Village's Legal Department.
The Village reserves the right to reject any agreement that does not conform to the
Request for Proposal and any Village requirements for agreements and contracts.
c) The Village reserves the right to request clarification of information submitted and
request additional information as needed.
d) The requirements of this RFP will be included in the contract with the selected firm.
3. INDEMNIFICATION:
The Contractor shall protect, indemnify, save, defend and hold forever harmless the
Village and/or its officers, officials, employees, volunteers and agents from and against all
liabilities, obligations, claims, damages, penalties, causes of action, costs and expenses,
including without limitation court costs, insurance deductibles and attorney's fees and
expenses, which the Village and/or its officers, officials, employees, volunteers and
agents may incur, suffer or sustain, or for which the Village and/or its officers, employees
and agents may become obligated by reason for any accident, injury to or death of
persons or loss of or damage to property, or civil and/or constitutional infringement of
rights (specifically including violations of the Federal Civil Right Statutes), arising indirectly
or directly in connection with or under, or as a result of, this or any Agreement by virtue of
any act or omission of any of the Contractor's officers, employees, subcontractors, and/or
agents, provided that the Contractor shall not be liable for claims, obligations, damages,
penalties, causes of action, costs and expenses arising solely by any act or omission of
the Village's officers, officials, employees, volunteers and/or agents.
The contractor shall hold the Village harmless for any and all claims for labor, material,
apparatus, equipment, fixtures or machinery furnished to the contractor for the purpose of
performing the work under the contract; and the payment of all direct and indirect
damages to any person, firm, company or corporation suffered or sustained on account of
the performance of such work during the time the contract is in force.
4. INSURANCE:
Certificates of Insurance and Additional Insured Endorsement shall be presented to the
Village within fifteen (15) days after the receipt by the contractor of the Notice of Award
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and the unexecuted contract, it being understood and agreed that the Village will not
approve and execute the contract nor will the bid guarantee be returned until acceptable
insurance certificates are received and approved by the Village.
Each contractor performing any work pursuant to a contract with the Village of Oak Brook
and each permittee working under a permit as required pursuant to the provisions of Title
1, Chapter 8 of the Code of Ordinances of the Village of Oak Brook (hereinafter referred
to as "Insured") shall be required to carry such insurance as specified herein. Such
contractor and permittee shall procure and maintain for the duration of the contract or
permit insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the performance of the work under the contract or permit,
either by the contractor, permittee, or their agents, representatives, employees or
subcontractors.
A contractor or permittee shall maintain insurance with limits no less than:
A. General Liability - $5,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage, provided that when the estimated
cost of the work in question does not exceed $5,000, the required limit shall be
$500,000;
B. Automobile Liability (if applicable) - $1,000,000 combined single limit per accident
for bodily injury and property damage;
C. Worker's Compensation and Employer's Liability - Worker's Compensation limits
as required by the Labor Code of the State of Illinois and Employer's Liability limits
of $1,000,000 per accident.
Any deductibles or self-insured retention must be declared to and approved by the
Village. At the option of the Village, either the insurer shall reduce or eliminate such
deductible or self-insured retention as respects the Village, its officers, officials,
employees and volunteers; or the Insured shall procure a bond guaranteeing payment of
losses and related investigations, claim administration and defense expenses to the
extent of such deductible or self-insured retention.
The policies shall contain, or be endorsed to contain, the following provisions:
D. General Liability and Automobile Liability Coverage -
(1) The Village, its officers, officials, employees and volunteers are to be covered as
additional insureds as respects: liability arising out of activities performed by or on
behalf of the Insured; premises owned, occupied or used by the Insured. The
coverage shall contain no special limitations on the scope of protection afforded to
the Village, its officers, officials, employees volunteers or agents.
(2) The Insured's insurance coverage shall be primary insurance as respects the
Village, its officers, officials, employees, volunteers and agents. Any insurance or
self-insurance maintained by the Village, its officers, officials, employees,
volunteers or agents shall be in excess of the Insured's insurance and shall not
contribute with it.
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(3) Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the Village, its officers, officials, employees, volunteers or
agents.
(4) The Insured's insurance shall apply separately to each covered party against
whom claim is made or suit is brought except with respect to the limits of the
insurer's liability.
E. Worker's Compensation and Employer's Liability Coverage
The policy shall waive all rights of subrogation against the Village, its officers,
officials, employees, volunteers and agents for losses arising from work performed
by the insured for the Village.
Each insurance policy shall be endorsed to state that coverage shall not be suspended,
voided, canceled by either party, reduced in coverage or in limits except after thirty (30)
days prior written notice by certified mail has been given to the Village. Each insurance
policy shall name the Village, its officers, officials and employees, volunteers and agents
as additional Insureds. Insurance is to be placed with insurers with a Best's rating of no
less than A: VII.
Each Insured shall furnish the Village with certificates of insurance and with original
endorsements effecting coverage required by this provision. The certificate and
endorsements for each insurance policy are to be signed by a person authorized by that
insurer to bind coverage on its behalf. The certificates and endorsements are to be on
forms approved by the Village and shall be subject to approval by the Village Attorney
before work commences. The Village reserves the right to require complete, certified
copies of all required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated herein.
5. SAFETY:
The contractor and any subcontractors shall comply with all the provisions of the Federal
Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended.
6. EQUAL OPPORTUNITY:
The Contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, ancestry, national origin, place of birth, age or
handicap unrelated to bona fide occupational qualifications.
7. EXECUTION OF DOCUMENTS
The Contractor, in signing his Proposal on the whole or on any portion of the work, shall
conform to the following requirements:
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Proposals signed by an individual other than the individual represented in the Proposal
documents shall have attached thereto a power of attorney evidencing authority to sign
the Proposal in the name of the person for whom it is signed.
Proposals which are signed for a partnership shall be signed by all of the partners or by
an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the
Proposal a power of attorney evidencing authority to sign the proposal, executed by the
partners.
Proposals which are signed for a corporation, shall have the correct corporate name
thereof and the signature of the President or other authorized officer of the corporation
manually written below the corporate name.
If such Proposal is manually signed by an official other than the President of the
Corporation, a certified copy of a resolution of the board of directors evidencing the
authority of such official to sign the Proposal should be attached to it. Such Proposal shall
also bear the attesting signature of the Secretary of the corporation and the impression of
the corporate seal.
The Contract shall be deemed as have been awarded when formal notice of award shall
have been duly served upon the intended awardee.
8. NON-DISCRIMINATING:
The Contractor, its employees and subcontractors, agrees not to commit unlawful
discrimination and agrees to comply with applicable provisions of the Illinois Human
Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabilitation Act,
and rules applicable to each.
9. NEGOTIATIONS:
The Village reserves the right to negotiate specifications, terms, and conditions which may
be necessary or appropriate to the accomplishment of the purpose of the RFP. The
Village may require the entire proposal be made an integral part of the resulting contract.
This implies that all responses, supplemental information, and other submissions provided
by the contractor during discussions or negotiations will be held by the Village as
contractually binding on the successful contractor.
10. INCURRED COSTS:
The Village will not be liable in any way for any costs incurred by respondents in
replying to this RFP. Contractor agrees to comply with all laws, ordinances, and rules
of the Village and the State of Illinois.
11. CONTRACTOR RESPONSIBILITIES:
The selected Contractor will be required to assume responsibility for all services
offered in this proposal. The Owner will consider the selected Contractor to be the sole
point of contact with regard to contractual matters, including payment of any and all
charges resulting from the contract.
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12. DEFAULT:
The contract may be canceled or annulled by the Owner in whole or in part by written
notice of default to the Contractor upon nonperformance or violation of contract terms.
An award may be made to another contractor with services similar to those so
terminated. Failure of the Contractor to deliver services within the time stipulated on his
offer, unless extended in writing by the Owner, shall constitute contract default.
13. CONTRACT EXTENSION
At the conclusion of the 2017 pool season, the Village of Oak Brook reserves the right
to award an annual contract extension for each following years, not to exceed 4 years
(2018, 2019, 2020 and 2021), to the current contractor. Determination will be made
annually solely by the Village of Oak Brook with the concurrence of the contractor and
will be determined no later than 24 weeks following the pool season.
Section 2. Proposal Instructions
A. General Information
Two (2) copies of the proposal shall be submitted in a sealed envelope to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
and clearly marked on the outside of the envelope “Oak Brook Bath & Tennis Club Aquatic
Management Services” on or before 3:00 p.m. Thursday, January 5, 2017. Any proposal
received after this date and time will be refused.
B. Documents/Information to be Submitted:
Proposal Form (Section C below), Detailed cost Spreadsheet and Narrative
References (Section D below)
Consultants Certification (Section E below)
Sexual Harassment Policy (Section F below)
Statement of Qualifications
• Provide background information on your firm including, but not limited to,
the age of the business, the number of employees, and pertinent financial
data that will permit the Village to determine the capability of the proposer to
meet all contractual requirements.
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• List the abilities, qualifications, and experience of the persons who would be
assigned to the engagement and their experience on similar contracts.
Project Approach
Terms and Conditions
• List any terms and conditions which may apply to this contract and are not
included in this RFP.
Additional Information and Comments
• Include any other information you believe to be pertinent but not specifically
mentioned elsewhere.
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C. Proposal Form
In compliance with this Request for Proposals, and subject to all conditions thereof, the undersigned
offers and agrees, if this proposal is accepted, to furnish the services as outlined herein for the Village
of Oak Brook, subject to modification through negotiations. The time and material, not to exceed, cost
proposed shall include all anticipated expenses.
Time and Material (including expenses) Not-to-Exceed Cost to conduct the Oak Brook Bath &
Tennis Club Aquatic Management Services for the 2017 Pool Season as indicated in the Scope
of Services
$
Alternate Proposal:
1) Not-to-Exceed Cost to conduct only the aquatic facility management (pool check-in,
lifeguarding, day-to-day operations, etc.) for the Oak Brook Bath & Tennis Aquatic Facility for the
2017 Pool Season (#’s 1 – 9 of the Scope of Services)
$
2) Not-to-Exceed Cost to conduct only the maintenance and repair services, supply pool
chemicals, and open/close services the Oak Brook Bath & Tennis Aquatic for the 2017 Pool
Season (#’s 10 and 11 of the Scope of Services)
$
Include with your proposal a spreadsheet indicating the hourly rates, estimated expenses, and any other
anticipated costs that are included in the above NTE cost.
Also include a full narrative that describes your overall process for maintenance and repair, and lifeguard
services.
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Firm Name:_______________________________________________________
Address:_________________________________________________________
City, State, ZIP:___________________________________________________
Signature:_______________________________________________________
Name Printed:____________________________________________________
Title:___________________________________________________________
Telephone:___________________________Date:_______________________
If a Corporation:
ATTEST:
____________________________
Secretary
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D. References
1. Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
2. Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
3. Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
4. Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
5. Company Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
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E. Consultants Certification
The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make
this certification on behalf of the proposer for the construction, product, commodity, or service briefly
described as follows:
“Oak Brook Bath & Tennis Club Aquatic Management Services”
1) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled
Statutes, 1993, the proposer is not barred from bidding on this contract as a result of a conviction
for the violation of State of Illinois laws prohibiting bid-rigging or bid-rotating.
2) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the
Illinois Compiled Statutes, 1993, the proposer is not delinquent in the payment of any tax
administered by the Illinois Department of Revenue.
3) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled
Statutes, 1993, the proposer has a written sexual harassment policy in place including the
following information:
a) An acknowledgment of the illegality of sexual harassment.
b) The definition of sexual harassment under State law.
c) A description of sexual harassment, utilizing examples.
d) The Consultant’s internal complaint process including penalties.
e) The legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights and the Human Rights Commission.
f) Directions on how to contact the Department or the Commission.
This business firm is: (check one)
_____ Corporation _____ Partnership _____ Individual
Firm Name: __________________________________________________
Address: ___________________________________________________
City, State, ZIP:____________________________________________
Signature:___________________________________________________
Name Printed:________________________________________________
Title:_______________________________________________________
Telephone:__________________________Date:____________________
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ATTEST:
___________________________
-SEAL-
SUBSCRIBED AND SWORN TO
before me this ______ day
of _____________, 20__.
_____________________________
Notary Public
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G. Sexual Harassment Policy
hereinafter referred to as “Consultant” having
submitted a bid/proposal for to the Village of Oak Brook,
DuPage/Cook Counties, Illinois, hereby certifies that said Consultant has a written sexual harassment
policy in place in full compliance with 775 ILCS 5/2-105(A)(4) including the following information:
1) An acknowledgment of the illegality of sexual harassment.
2) The definition of sexual harassment under State law.
3) A description of sexual harassment, utilizing examples.
4) The contractor’s internal complaint process including penalties.
5) The legal recourse, investigative and complaint process available through the Illinois Department
of Human Rights and the Human Rights Commission.
6) Directions on how to contact the Department or the Commission.
7) An acknowledgment of protection of a complaint against retaliation as provided in Section 6-101
of the Human Rights Act.
Each consultant must provide a copy of such written policy to the Illinois Department of Human Rights
upon request.
By:
Authorized Agent of Contractor
Subscribed and sworn to
before me this _____ day
of ____________, 20___.
___________________________________
Notary Public
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Section 3. Review Process
A. Evaluation of Proposals and Selection
The proposals received will be evaluated by the Village on the basis of professional qualifications,
previous experience on similar projects, key personnel assigned to the project, satisfaction of previous
clients on work performed for them, current billing rates of the firm, and the proposal that best meets
the needs of the Village. This proposal is not intended to be detailed; it is intended to be an
expression of interest in providing services for the project, as well as to provide background
information on the firm and its professional qualifications. Firms will be contacted during the
evaluation if further information is needed. The Village may choose to interview one or more firms
before final selection is made.
This Request for Proposal does not commit the Village to award a contract, to pay any costs incurred
in the preparation of a proposal based on this request, or to procure or contract for services. All
proposals submitted in response to this Request for Proposal become the property of the Village. The
Village reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with qualified consultants, or to cancel in part or in its entirety the Request for Proposal, if it
is in the best interest of the Village to do so. The Village may require the consultant selected to
participate in negotiations concerning contract price or the nature and extent of services to be
provided. The results of such negotiations shall be incorporated into the final contract between the
Village and its consultant.
B. Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be
interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or technical
error and to accept any proposal deemed most favorable to the interests of the Village. The Village
will review proposals based on the following criteria:
1) Compliance with RFP. Adherence to all conditions and requirements of the RFP.
2) Understanding of the Project. The contractor’s understanding of the engagement, the Village’s
objectives, and the nature and scope of the work involved.
3) Services to be Provided. The exact type and nature of the proposer’s proposed services and
how they accomplish the objectives of the project.
4) Qualifications of the Contractor. The contractor’s capability in all respects to perform fully all
contract requirements, and the integrity and reliability which will assure good faith
performance. This criterion includes:
• The experience of the firm and its record on projects of a similar nature.
• Personnel to be assigned to the project, their education, qualifications, and experience on
similar projects.
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• The availability of necessary personnel and other resources to successfully complete the
project specified herein on a timely basis.
5) Costs. Proposed contract price.
6) Ability, capacity and skill to fulfill the contract as specified.
7) Ability to supply the commodities; provide the services or complete the construction promptly,
or within the time specified, without delay or interference.
8) Character, integrity, reputation, judgment, experience and efficiency.
9) Quality of performance on previous contracts.
10) Previous and existing compliance with laws and ordinances relating to the contract.
11) Sufficiency of financial resources.
12) Quality, availability and adaptability of the commodities, services or construction, in relation to
the Village’s requirements.
13) Ability to provide future maintenance and service under the contract.
14) Number and scope of conditions attached to the proposal.
15) Record of payments for taxes, licenses or other monies due the Village.
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