Recreation Management Software
VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164
REQUEST FOR PROPOSAL
Oak Brook Sports Core Recreation Management Software
AUGUST 2017
TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 2
A. NOTICE – POSTED ON VILLAGE WEBSITE AUGUST 25, 2017. ................................................................. 2
B. PROJECT DESCRIPTION ...................................................................................................................... 2
C. GENERAL TERMS AND CONDITIONS ..................................................................................................... 9
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 14
A. GENERAL INFORMATION .................................................................................................................... 14
B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................. 14
C. PROPOSAL FORM ............................................................................................................................. 16
D. REFERENCES ................................................................................................................................... 18
E. CONSULTANTS CERTIFICATION .......................................................................................................... 19
F. SEXUAL HARASSMENT POLICY .......................................................................................................... 21
SECTION 3. REVIEW PROCESS ............................................................................................................. 22
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 22
B. BASIS OF AWARD ............................................................................................................................. 22
C. SAMPLE VILLAGE AGREEMENT .......................................................................................................... 24
Section 1. Request for Proposals
A. Notice – posted on Village website August 25, 2017.
Village of Oak Brook Request for Proposals Oak Brook Sports Core Recreation Management Software
August 2017
The Village of Oak Brook invites proposals from qualified vendors that have experience in Recreation
Management Software Solutions
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 Friday, September 8, 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.
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.
B. Project Description
I. Introduction
The Village of Oak Brook (Village) is currently soliciting proposals for a Recreation Management Software
(RMS) solution with real-time Internet Registration, to support the processes managed by Village staff
including, but not limited to, the daily management of operational tasks, such as point of sale operations,
payment processing , membership management, event scheduling, program registrations, facility reservations,
and customized reporting. The purpose of this proposal is to obtain competitive pricing for a comprehensive
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RMS Solution that can meet the current requirements of the Village and is capable of expansion to meet future
needs.
II. Scope of Services
The Village seeks to implement a software solution that will enable Village staff to serve customers with greater
efficiency and to enhance internal operations. The solution shall provide for easy management, allow for future
growth, and deploy easily to functional areas of Village operations. The Village is committed to taking
significant steps to automate as many processes as possible and is interested in functionality that will
automate basic, common services:
Software Required Features
• Ability to integrate with the Village Financial Software ERP – Munis v11.3 and to provide for accrual
based accounting.
• Ability to provide Comprehensive Inventory Control System. With the ability to provide for Separate
Cost Centers Partitions for the Golf Club and Bath & Tennis Club that can accommodate multiple credit
card merchant numbers and separate inventory accounting.
• Online Activity Registration – A hosted registration program and payment solution is desirable to
increase customer service by allowing users to access and pay for recreation services and programs
from their home computers and mobile devices. Ease of use is imperative.
• Ability to provide Point of Sale System including Food & Beverage sales.
• Ability to provide Online Membership Registrations.
• Ability to generate Gift Cards.
• Ability to generate Rain Checks.
• Ability to provide event Check-In Capability.
• Ability to provide Program Attendance Sheets.
• Ability to provide Facility Reservations to reserve multiple “rooms”, dates, & times with one booking and
the ability to invoice those bookings.
• Ability to provide Facility Calendar.
• Ability to provide Monthly Charge Accounts – To accumulate charges monthly and to automatically
charge one time per month automatically.
• Ability to provide Membership Photo ID Cards -- Manage, creates, and prints Membership Photo ID
Cards.
• Ability to provide PCI Complaint Credit Processing – both In-house & web based, with the ability to
safely store credit card data.
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• Ability to generate Standard Reports in different file formats such as MS-Word, MS-Excel, and PDF.
• Ability to generate detailed reports for revenue, inventory, food sold, and event check-in, etc.
• Ability to provide Software Technical Assistance with after normal business hour support including
weekends and holidays.
• Ability to provide for Software Updates and System Support.
Desired Features
• Ability to Rewards Program.
• Ability to Instructor Schedules and associated Calendar.
• Ability to The ability to purchase food through a Mobile App.
• Ability to Smart Phone/Social Media Integration.
• Ability to Discount Code Options.
• Ability to Scholarship Program.
III. Project Management
The Village requires that the prime contractor take responsibility for providing extensive project management
for the implementation of the RMS solution. The prime contractor is expected to guarantee the successf ul,
timely completion of those aspects of the project over which it has control. Oak Brook intends to take
responsibility for meeting its obligations as defined in an agreed upon Statement of W ork (SOW ) which will be
f inalized during the contract negotiations process.
Vendors must provide a project plan for achieving the objectives of the project including an explanation of the
role of all partners, the role of Village staff (including time commitment), and an overall project timeline. A
description of a recommended team structure (including an organizational team chart), listing key personnel
f unctions, staffing profiles and responsibilities to cover the software and implementation, training, and support
should also be included. The detailed plan must thoroughly discuss how the vendor will successfully
implement the RMS requir ements. Key components to include in the project plan shall include estimated
timeframe, overview of deliverables, assumptions, and assumed vendor and Village responsibilities.
The Village will provide a full-time RMS project manager (PM).
Included in the implementation plan should be a listing of the Village personnel that will be required to support
the implementation and how much of their time, on an FTE (Full Time Equivalent) basis will be required.
Please use the following table to detail the requested information.
Title of Village Personnel Brief Description of Project
Responsibilities
Percentage of Time
Dedicated to the Project
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For each vendor team member included on the project team, please include biographies, utilizing a consistent
format. At a minimum, the biographies should contain the following information:
• Name
• Company Name
• Title
• Years in current role
• Project title and role
• Previous public sector RMS experience
• Years of public sector RMS experience
• Previous experience with Oak Brook
• Educational background
• Relevant certifications
Please note that the Village reserves the right to approve or reject any changes to the vendor’s project
personnel after the contract is awarded. The Village also reserves the right to require personnel changes, with
reasonable notice to the vendor, following contract award if the Village determines that such changes are in
the best interests of the project.
IV. Vendor Project Management Responsibilities
The vendor shall provide a qualified PM who will be responsible for overseeing all aspects of the services to be
provided to implement the RMS solution, and who serves as the vendor's primary contact for management and
administration of the project. The PM shall not be replaced by the vendor without prior written approval by the
Village and it may request the designation of other required staff by the vendor. The primary duties of the PM
include, but are not limited to:
• Create and provide a project plan and a master project schedule with identified milestones. Key
components include:
o Hardware and software installation
o Process and workflow analysis
o System design and configuration
o Required modifications and customizations o Required system integrations
Tasks
Roles and Responsibilities
Data Formats
Descriptions of Interf aces
o Testing planning and execution
o Training development and delivery
o System acceptance
• Facilitate communication among project team members
• Make commitments and decisions on behalf of the vendor team
• Implement changes to the project plan
• Manage project progress, including issues and potential schedule changes
• Attend and participate in progress review meetings
• Provide bi-weekly status reports
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V. Proposed Application Software and Computing Environment
Written responses to the follow ing questions must be provided in succinct narrative form (no more
than two paragraphs per item):
• Please describe the level of modular integration that exists between proposed modules of the base
sof tware. Are modules fully integrated?
• Please describe the level of integration that exists between proposed third party products and the base
software. For example, do the third-party applications share security definitions and similar menu
structures?
• Please describe workflow tools included in the software.
• Please describe reporting tools that are proposed. Be sure to describe ad-hoc reporting capabilities.
• Please describe any integration to Apple IOS.
• Please describe any integration to Microsoft Office Products.
• Please describe how the application is delivered; on-premise, hosted, or Software as a Service.
VI. Responses to Requirements
This project requires that a commercial off-the-shelf (COTS) product that is currently implemented in other
jurisdictions be utilized. In addition, this software should not require special customization of code other than
built-in configuration options.
VII. Software/System Documentation
The successful vendor will ensure that detailed system and user documentation is provided to Village staff
responsible for the operation and support of the system. The successful vendor shall provide two complete
sets of technical manuals and user manuals to the Village IT Director for administrator and end-user training.
Additionally, the vendor shall provide one electronic copy (Microsoft W ord) of the technical and user manual
to the Village. The Village, at their expense, will have the right to make additional copies of the documents as
needed. The successful vendor will also provide the Village with complete system implementation
documentation concerning installation, configuration, testing, interfaces, data conversion, and integration of
the system.
The vendor shall provide, in a timely manner, system documents that describe all software in sufficient
technical and functional detail, so that this inf ormation can be used by Village personnel to maintain the
system and solve identified problems. Any revisions to this document must be appropriately notated and
jointly approved by the Village and the vendor’s Project Manager.
VIII. Systems Integrations and Interface Development
Should the Village choose to pursue additional system integrations and/or data conversions the successful
vendor will be responsible for identifying, designing, coding, and implementing all system interface, data
conversion, and integration solutions necessary for a successful project implementation. The proposal must
provide a discussion regarding the successful vendor’s approach to data conversion and interface
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development and for testing of both, as it relates to this project. The discussion should address the method
of conversion, to include strategies for testing, verification, validation, contingencies, and security.
It is critically important to have a solution that is based on industry standards and best practices. This solution
will ensure that future integrations may be created, preventing the software from becoming obsolete or
unusable. Solutions should include using an industry standard database. Vendors should provide any
experience with data conversion and integration with:
Munis Version11.3 (Financial Software)
IX. Test and Production Environments
The successful vendor shall provide a detailed testing strategy as part of their response to the RFP to include
thorough testing of all transactions and processes used by the Village. The test strategy shall include, but not
be limited to, unit testing of individual detailed processes and transactions, parallel testing, if appropriate, and
system testing of all processes, interfaces, and conversions. The test strategy should also include methods
for verifying the accuracy of information relative to transaction processing, interfaces, data conversion,
reports, account history, notes, and ad-hoc reporting.
The components of the plan that should be included in the vendor response are:
Test Environment – All functional, technical, and performance requirements must be demonstrated in a test
environment with a complete database. This environment will consist of implementing the entire system and
data elements for the Village.
Production Environment – This environment will repeat the successful demonstration of all functional,
technical, and performance requirements, with a complete mirrored database. This environment will consist of
implementing the entire system and data elements for the Village.
X. Training Requirements
Training services are another critical service that must be provided by the successful vendor. The vendor
shall provide the Village with a comprehensive training program to assist with the f acilitation and development
of end-user training for the implementation of their proposed RMS solution. Initially, training shall be provided
on-site, in a leader-led, classroom format. The vendor shall include in its response a training design
document that defines the approach, delivery, and timing of the RMS solution.
The Village is very interested in the delivery of training services that are an efficient use of employee time, but
effective in the transfer of practical knowledge about the use of the new RMS solution. As a general
approach, the vendor shall propose an approach that includes signif icant opportunity for knowledge transfer
throughout implementation, and enhanced system acceptance by the use and development of “power users”
for each of the three pilot teams.
Key factors in an effective training program are expected to include:
• The principal classroom instructors provided by the successful vendor have had previous f ormal
classroom instructor training and relevant experience with the software and hardware.
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• Instructors demonstrate a thorough knowledge of the material covered in the courses and familiarity
with the training manuals, system documentation tools, and training aids.
• The Village has the right to video record for its own internal use only all training sessions. These
materials are valuable in ref resher training and follow up training. All training aids, materials, and
recordings prepared to accomplish this service become the property of the Village.
• Power User training will cover the entire system with in-depth sessions for each functional area.
• Training will be provided for a System Administrator and back up who will be responsible for all system
functions.
• End user training will be focused on functional positions and workflow processes. All personnel
comprising a specific f unctional position in a department will be trained on the system’s use specific to
their needs.
• Training should be provided in the use of all report and query functions for users who will be creating
and modifying reports.
• Train-the-Trainer training should prepare Village personnel to lead, facilitate, and deliver the leader-led
components of the training. This course will provide Village personnel with all the required tools,
templates, etc. to deliver the training to their colleagues.
XI. System Acceptance
There will be an acceptance test after the complete project implementation. These tests will confirm system
operations and ensure that the system meets all of the functional requirements as outlined in this RFP and
any subsequent agreements. The test, depending on the type of functionality being tested, will run for up to
30 days after the vendor has determined that the system is operational. A second 30-day period is reserved
for fixing discrepancies.
System performance shall be at an acceptable speed as dictated by industry standards and state of the art
technologies.
Discrepancies that are fixed will be retested. The acceptance test must be completed within 60 days from the
start of the test. If by fault of the vendor, the testing, fixing and retesting is not completed and accepted within
60 days, the system may be deemed unacceptable and the vendor may be disqualified from the project. The
vendor will not be held responsible for delay caused by the Village. In either case, such delay must be
documented and agreed to by both parties.
XII. Software Maintenance
The vendor’s software maintenance and support plan should include the following components:
• Procedures to resolve critical system problem
• Emergency and 7x24 support options available
• Estimated service level agreements to repair standard system problems
• Policy regarding future enhancements and upgrades
• Availability of tiered support options to handle potential escalations
• A description of extended agreements if they are available
• Hourly cost per on-site technicians that may be required
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• Description of system availability during periods of scheduled maintenance,
Technical and maintenance support shall be provided through an annual maintenance agreement between
the successful vendor and the Village. The successful vendor must include a sample of their annual
maintenance agreement in the proposal and provide guaranteed annual pricing for three (3) years. The
vendor shall indicate the information technology staff required to support the system.
The maintenance agreement will not commence until the application has been placed in production and
accepted by the Village in writing. The maintenance agreement must provide ongoing system support and
maintenance, including upgrades, bug fixes and patches, and other technical support necessary for Village
staff to operate the solution. The successful vendor must provide information on the frequency of software
updates and new software releases (i.e. bug fixes and major revision levels) for the system and the
anticipated lif e cycle of the software being proposed.
XIII. Questions about this RFP
Questions and inquiries concerning this RFP may be directed to:
Chris Thompson
Bath & Tennis Club Manager
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 Sports Core Recreation Management Software."
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.
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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.
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.
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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 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
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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.
(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.
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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:
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 Vendor, 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.
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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.
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.
Section 2. Proposal Instructions
A. General Information
Four (4) 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 Sports Core Recreation Management
Software” on or before 3:00 p.m. Friday, September 8, 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
As per the awarded contract, the vendor agrees to provide the Village of Oak Brook all product(s) and
services at a cost not to exceed the stated cost in the vendor’s response to this RFP. The vendor agrees that
all expenditures necessary for the purchased product(s) included in the awarded contract, including all costs
related to successful implementation of the proposed product(s) and services, are detailed in the Project Cost
Form.
All costs must be fixed and in writing and guaranteed for no less than six months. Vendors must address
pricing, including but not limited to, the following considerations:
Costs must reflect all discounts, and cost reductions based on multiple licenses/sites or other considerations
The payment schedule will be negotiated with the successful Vendor. The Village of Oak Brook intends to use
a payment structure that is based on milestones and/or deliverables.
Please use the tables below to capture the pricing information. The vendor may include further descriptions of
the project cost items on a separate page(s) and include it with the Project Cost Form
Project Cost Form - Software and Professional Service Fees for Project Launch
Description Amount
Software License Costs, if
applicable.
Professional Service Fees for Software
Implementation and Project
Management. Include all third party
services.
Professional Services for Integration.
(Specify the integrations and the cost
per integration)
Training services
Customizations required (Per the
requirements if the vendor needs to
customize the software, list the
customizations and estimated cost).
Project Expenses (travel, per diem,
etc.)
Hardware Costs (including electronic
signature pads)
Total Implementation Cost
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Project Cost Form - Annual Software Maintenance Fees for Years 1, 2, and 3 – Post-Launch
Description Amount
Annual operations and maintenance
cost. If this cost differs over years 1-3,
please report the cost for each year
separately. Include all third party
services.
Total Maintenance Cost
The vendor shall provide a proposed schedule for payment for both the software and professional services.
The payment schedule is subject to acceptance by Oak Brook.
Firm Name:_______________________________________________________
Address:_________________________________________________________
Village, 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 Sports Core Recreation Management Software”
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: ___________________________________________________
Village, 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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F. 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.
• The availability of necessary personnel and other resources to successfully complete the project
specified herein on a timely basis.
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5) Costs. Proposed contract price.
6) Ability, capaVillage 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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C. Sample Village Agreement
VILLAGE OF OAK BROOK
PROFESSIONAL SERVICES AGREEMENT
This AGREEMENT is dated as of the ____ day of ___________, 2017(“Agreement”), and is by and between the
VILLAGE OF OAK BROOK, an Illinois municipal corporation (“Village”), and [NAME] [ADDRESS] (“Consultant”).
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in the Agreement, and pursuant
to the Village’s statutory powers, the parties agree as follows:
SECTION 1. SCOPE OF SERVICES. The Village
retains the Consultant to perform, and the Consultant
agrees to perform, all necessary services to perform the
work in connection with the project identified below
(“Services”), which Services the Consultant shall
provide pursuant to the terms and conditions of this
Agreement:
[INSERT DESCRIPTION OF THE PROFESSIONAL
SERVICES BEING PROVIDED]
SECTION 2. TIME OF PERFORMANCE. The
Consultant shall perform the Services on or before
[INSERT DATE] (“Time of Performance”).
SECTION 3. COMPENSATION.
A. Agreement Amount. The total amount
billed by the Consultant for the Services under this
Agreement shall not exceed [INSERT NOT TO EXCEED
PRICE], including reimbursable expenses, without the
prior express written authorization of the Village
Manager. The terms for payment to the Consultant shall
be as follows:
[INSERT TERMS FOR PAYMENT]
B. Taxes, Benefits, and Royalties. Each
payment by the Village to the Consultant includes all
applicable federal, state, and Village taxes of every kind
and nature applicable to the Services as well as all
taxes, contributions, and premiums for unemployment
insurance, old age or retirement benefits, pensions,
annuities, or similar benefits and all costs, royalties, and
fees arising from the use of, or the incorporation into, the
Services, of patented or copyrighted equipment,
materials, supplies, tools, appliances, devices,
processes, or inventions. All claim or right to claim
additional compensation by reason of the payment of
any such tax, contribution, premium, costs, royalties, or
fees is hereby waived and released by Consultant.
SECTION 4. REPRESENTATIONS OF
CONSULTANT. The Consultant represents and certifies
that the Services shall be performed in accordance with
the standards of professional practice, care, and
diligence practiced by recognized consultants in
performing services of a similar nature in existence at
the Time of Performance. The representations and
certifications expressed shall be in addition to any other
representations and certifications expressed in this
Agreement, or expressed or implied by law, which are
hereby reserved unto the Village.
The Consultant further represents that it is financially
solvent, has the necessary financial resources, and is
sufficiently experienced and competent to perform and
complete the Services in a manner consistent with the
standards of professional practice by recognized
consultants providing services of a similar nature.
(INSERT KEY PERSONNEL NAME HERE)
shall be primarily responsible for carrying out the
Services on behalf of the Consultant (“Key Project
Personnel”). The Key Project Personnel shall not be
changed without the Village’s prior written approval. The
Consultant shall provide all personnel necessary to
complete the Services. The Consultant shall provide all
personnel necessary to complete the Services.
SECTION 5. INDEMNIFICATION; INSURANCE;
LIABILITY.
A. Indemnification. The Consultant
proposes and agrees that the Consultant shall indemnify
and save harmless the Village, its officers, officials, employees and volunteers, against all damages, liability,
claims, losses, and expenses (including attorneys' fee)
that may arise, or be alleged to have arisen, out of or in
connection with the Consultant’s performance of, or
failure to perform, the Services or any part thereof, or
any failure to meet the representations and certifications
set forth in Section 4 of this Agreement.
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B. Insurance. The Consultant
acknowledges and agrees that the Consultant shall, and
has a duty to, maintain adequate insurance, in an
amount, and in a form and from companies, acceptable
to the Village. The Consultant’s maintenance of
adequate insurance shall not be construed in any way as
a limitation on the Consultant’s liability for losses or
damages under this Agreement.
C. No Personal Liability. No elected or
appointed official, or employee of the Village shall be
personally liable, in law or in contract, to the Consultant
as the result of the execution of this Agreement.
SECTION 6. GENERAL PROVISIONS.
A. Relationship of the Parties. The
Consultant shall act as an independent contractor in
providing and performing the Services. Nothing in, nor
done pursuant to, this Agreement shall be construed to:
(1) create the relationship of principal and agent,
employer and employee, partners, or joint venturers
between the Village and Consultant; or (2) to create any
relationship between the Village and any subcontractor
of the Contractor.
B. Conflicts of Interest. The Consultant
represents and certifies that, to the best of its
knowledge: (1) no Village employee or agent is
interested in the business of the Consultant or this
Agreement; (2) as of the date of this Agreement, neither
the Consultant nor any person employed or associated
with the Consultant has any interest that would conflict in
any manner or degree with the performance of the
obligations under this Agreement; and (3) neither the
Consultant nor any person employed by or associated
with the Consultant shall at any time during the term of
this Agreement obtain or acquire any interest that would
conflict in any manner or degree with the performance of
the obligations under this Agreement.
C. No Collusion. The Consultant
represents and certifies that the Consultant is not barred
from contracting with a unit of state or local government
as a result of (1) a delinquency in the payment of any tax
administered by the Illinois Department of Revenue
unless the Consultant is contesting, in accordance with
the procedures established by the appropriate revenue
act, its liability for the tax or the amount of the tax, as set
forth in Section 11-42.1-1 et seq. of the Illinois Municipal
Code, 65 ILCS 5/11-42.1-1 et seq.; or (2) a violation of
either Section 33E-3 or Section 33E-4 of Article 33E of
the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq. If
at any time it shall be found that the Consultant has, in
procuring this Agreement, colluded with any other
person, firm, or corporation, then the Consultant shall be
liable to the Village for all loss or damage that the Village
may suffer, and this Agreement shall, at the Village’s
option, be null and void.
D. Termination. Notwithstanding any
other provision hereof, the Village may terminate this
Agreement at any time upon 15 days prior written notice
to the Consultant. In the event that this Agreement is so
terminated, the Consultant shall be paid for Services
actually performed and reimbursable expenses actually
incurred, if any, prior to termination, not exceeding the
value of the Services completed.
E. Compliance with Laws and Grants.
Consultant shall give all notices, pay all fees, and take
all other action that may be necessary to ensure that the
Services are provided, performed, and completed in
accordance with all required governmental permits,
licenses, or other approvals and authorizations that may
be required in connection with providing, performing, and
completing the Services, and with all applicable statutes,
ordinances, rules, and regulations, including without
limitation the Fair Labor Standards Act; any statutes
regarding qualification to do business; any statutes
prohibiting discrimination because of, or requiring
affirmative action based on, race, creed, color, national
origin, age, sex, or other prohibited classification,
including, without limitation, the Americans with
Disabilities Act of 1990, 42 U.S.C. §§ 12101 et seq., and
the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq.
Consultant shall also comply with all conditions of any
federal, state, or local grant received by the Village or
Consultant with respect to this Contract or the Services.
Consultant shall be solely liable for any fines or civil
penalties that are imposed by any governmental or
quasi-governmental agency or body that may arise, or
be alleged to have arisen, out of or in connection with
Consultant's, or its subcontractors, performance of, or
failure to perform, the Services or any part thereof.
Every provision of law required by law to be inserted into
this Contract shall be deemed to be inserted herein.
F. Default. If it should appear at any time
that the Consultant has failed or refused to prosecute, or
has delayed in the prosecution of, the Services with
diligence at a rate that assures completion of the
Services in full compliance with the requirements of this
Agreement, or has otherwise failed, refused, or delayed
to perform or satisfy the Services or any other
requirement of this Agreement (“Event of Default”),
and fails to cure any such Event of Default within ten
business days after the Consultant’s receipt of written
notice of such Event of Default from the Village, then the
Village shall have the right, without prejudice to any
other remedies provided by law or equity, to (1)
terminate this Agreement without liability for further
25
payment; or (2) withhold from any payment or recover
from the Consultant, any and all costs, including
attorneys’ fees and administrative expenses, incurred by
the Village as the result of any Event of Default by the
Consultant or as a result of actions taken by the Village
in response to any Event of Default by the Consultant.
G. Assignment. This Agreement may not
be assigned by the Village or by the Consultant without
the prior written consent of the other party.
H. Notice. All notices required or
permitted to be given under this Agreement shall be in
writing and shall be delivered: (1) personally; (2) by a
reputable overnight courier; or by (3) by certified mail,
return receipt requested, and deposited in the U.S. Mail,
postage prepaid. Unless otherwise expressly provided
in this Agreement, notices shall be deemed received
upon the earlier of: (a) actual receipt; (b) one business
day after deposit with an overnight courier as evidenced
by a receipt of deposit; or (c) three business days
following deposit in the U.S. mail, as evidenced by a
return receipt. Notices and communications to the
Village shall be addressed to, and delivered at, the
following address:
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523
Attention: XXXX
Notices and communications to the Consultant shall be
addressed to, and delivered at, the following address:
I. Waiver. Neither the Village nor the
Consultant shall be under any obligation to exercise any
of the rights granted to them in this Agreement except as
it shall determine to be in its best interest from time to
time. The failure of the Village or the Consultant to
exercise at any time any such rights shall not be deemed
or construed as a waiver of that right, nor shall the failure
void or affect the Village's or the Consultant's right to
enforce such rights or any other rights.
J. Third Party Beneficiary. No claim as a third
party beneficiary under this Agreement by any person,
firm, or corporation shall be made or be valid against the
Village.
K. Governing Law; Venue. This Agreement shall
be governed by, construed and enforced in accordance
with the internal laws, but not the conflicts of laws rules,
of the State of Illinois. Venue for any action arising out
of this Agreement shall be in the Circuit Court for
DuPage County, Illinois.
L. Exhibits and Other Agreements. If any conflict
exists between this Agreement and any exhibit attached
hereto or any other Agreement between the parties
relating to this transaction, the terms of this Agreement
shall prevail.
M. No Disclosure of Confidential Information by the
Consultant. The Consultant acknowledges that it shall,
in performing the Services for the Village under this
Agreement, have access, or be directly or indirectly
exposed, to Confidential Information. The Consultant
shall hold confidential all Confidential Information and
shall not disclose or use such Confidential Information
without the express prior written consent of the Village.
The Consultant shall use reasonable measures at least
as strict as those the Consultant uses to protect its own
confidential information. Such measures shall include,
without limitation, requiring employees and
subcontractors of the Consultant to execute a non-
disclosure agreement before obtaining access to
Confidential Information.
26
ATTEST: VILLAGE OF OAK BROOK
By: By:
Charlotte Pruss, Village Clerk Riccardo F. Ginex, Village Manager
ATTEST: CONSULTANT
By: By:
Title: Its:
1