HomeMy WebLinkAboutFire Prevention Bureau Inspection Services
VILLAGE OF OAK BROOK
REQUEST FOR PROPOSALS
FIRE PREVENTION BUREAU SUPPORT INSPECTION SERVICES
March 2021
Please mail all responses to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
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This Request for Proposals (“RFP”) has been prepared by the Village of Oak Brook in order to
retain a qualified firm to provide support contracted civilian personnel for Fire Prevention Bureau
Support Inspection Services for one (1) year beginning at the date of award (“Services”). The
Village has the sole option to renew for four (4) additional one (1) year periods, subject to
acceptable performance by the firm.
For the purpose of this RFP and the anticipated Agreement, "Village" means the Village of Oak
Brook and the selected Proposer that is awarded the Agreement is the “Proposer.”
The selected Proposer will be invited to enter into an agreement with the Village, in a form to be
provided by the Village (“Agreement”), to provide the Services in accordance with the Project
Scope section of this RFP. The Village Board has the ultimate authority to approve any proposal
and to authorize execution of the negotiated Agreement.
SECTION I: GENERAL INFORMATION
The Village is seeking to retain a qualified firm to furnish fire inspectors to provide support to
inspection services rendered by the Fire Department. This includes personnel who meet minimum
recognized certification and qualifications as established by the Fire Department, who are capable
of performing fire inspection activities. The Village intends to evaluate the experience, the ability
to provide qualified personnel, and associated costs presented by the responding firms. The
Village intends to select a firm that provides the most appropriate and cost effective solution, per
the evaluation criteria specified in this RFP. Terms, conditions, services and costs are subject to
negotiation as specified in the RFP.
SECTION II: PROJECT SCOPE
The Fire Department provides Fire Prevention Bureau activities for over 8,000 residents and
nearly 40,000 day-time population within its 8.5 square mile corporate boundaries. Each year, the
Fire Prevention Bureau is tasked with conducting nearly 1,500 inspections annually, comprised of
regular routine fire inspections, permit-based inspections, fire detection/protection system plan
reviews, existing fire alarm/trouble alarm related concerns, incident follow-ups, complaint based
follow-ups/inspections, and callback inspections.
The Fire Prevention Bureau does utilize the electronic inspectional reporting hardware and
software, Image Trend, and Apple IPads for all documentation and statistical purposes.
An assigned Battalion Chief (Fire Marshal) who reports directly to the Fire Chief directs the
Fire Prevention Bureau and its activities. The Fire Prevention Bureau does maintain several
of its own part-time Village inspectors.
The Fire Prevention Bureau works closely with the Development Services Department and its
Building Inspectors.
Access and use of Department vehicles and appropriate two-way radio communications will
be provided. Wearing of recognized and approved department uniforms and safety
equipment is required of all on duty inspectors.
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The Village shall provide contract employees computers, office supplies, desk phone, and work-
station per position.
Contract Services Responsibility
The firm is expected to furnish qualified Fire Inspectors who support current Bureau Personnel
and services and are required to work full-time positions. In general, the scheduled hours of work
by the contracted full-time employee shall be uniform Monday through Friday between the hours
of 8:00 am and 4:00 pm. When business or operational needs demand a rare change in the work
schedule such as, but not limited to an early inspection appointment or a special night inspection
to be conducted by the employee, such change will be mutually agreed upon between the
employee and the Fire Chief.
All contracted employees will be entitled to a lunch period of no more than 30 minutes with the
addition of two 15-minute break periods or a combination of both for a full hour.
The Village observes ten (10) legal holidays, and does not require the services of contract
personnel during the following holidays;
New Year’s Eve Day, New Year’s Day, Presidents Day, Memorial Day, Independence Day, Labor
Day, Thanksgiving Day, Day After Thanksgiving, Christmas Eve Day, and Christmas Day.
Contracted Employee Responsibility
Conducts various types of inspections to ensure compliance with fire and building codes and
related laws and ordinances in new and existing buildings. All work must be conducted in
accordance with federal, state, county and local requirements.
Under the direction of the assigned Battalion Chief, prepares clear, understandable technical and
non-technical summations of related fire and life safety inspections and matters.
Maintains clear and concise records of inspections and related matters.
Contracted employee shall analyze data to determine answers to questions from customers or
members of the public.
Prior to initial new work, contracted employees are expected to familiarize themselves with prior
inspection and plan review actions from documentation associated with the site in the file.
Investigates complaints related to fire code violations such as, but not limited to illegal burning
and life safety.
Good interpersonal skills having to communicate effectively verbally and in writing with diverse
and sometimes demanding customers.
Voice messages and emails shall be returned promptly.
This position IS NOT part of the Departments emergency services response force, and does not
respond to fire or rescue emergencies and is prohibited from the use of emergency lights and
sirens provided with the vehicle they are assigned.
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Contract Employee Qualifications
• Valid driver’s license
• High School Diploma or GED
• Be at least 21 years of age
• Have no felony convictions
• Possess Illinois Office of the State Fire Marshal Fire Inspector I or equivalent
• The ability to communicate effectively, both orally and in writing
• Computer literacy is a must
• CPR /AED Certified
• Skills in establishing and maintaining effective working relationships with department
members, department staff and members of the general public
• Be self-motivated, honest and have an excellent work ethic
• Integrity and the ability to maintain confidentiality
• Have a minimum of two years of experience as a fire inspector
Desirable Qualifications, Experience & Training
• Office of the Illinois State Fire Marshal Fire Inspector II
• Illinois Department of Public Health EMT-Basic licensure
• Associates Degree in Fire Science or related field
• Familiarity with IMAGE TREND inspectional software or equivalent
• Greater than 2 years of experience as a Fire Inspector
• Office of the Illinois State Fire Marshal Fire Investigator
SECTION III: SUBMITTAL REQUIREMENTS
An authorized officer must sign all proposals. Proposals that contain omissions, erasures,
alterations, conditional quotes, or that contain irregularities of any kind may be rejected.
The proposal should contain, without limitation, the following information at a minimum:
A. Contact Information.
1. Name of Proposer; and
2. Office address, main telephone and fax numbers, e-mail address, and website address.
B. List of Qualifications and Certifications, and Required Licensing.
The Proposer shall provide the following:
1. General information about the Proposer, its history, and services;
2. The resumes of the contracted employees who will be responsible for providing the
Services, including these individuals’ certifications, degrees and experience;
3. The Village reserves the right to interview potential contracted employees;
4. A current listing of the firm’s Illinois municipal clients;
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5. The rates for staff assigned to the engagement for the first year of services and the
additional optional four years of service ending in 2026. (See Attachment A).
C. References.
The Proposer shall provide a list of at least five (5) municipalities for which the Proposer has
provided similar services and a summary of the exact type of services that were provided to these
references. The proposal must include the contact information for these references. (See
Attachment B)
D. Letter.
All Proposers shall include a letter indicating that all information in the proposal is true and
complete and signed by the authorized owner, partner, officer of the corporation, or manager of
the limited liability company submitting the proposal, with said signature duly notarized by a notary
public.
SECTION IV: EVALUATION OF PROPOSALS
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, 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 selected contracted employee 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 Contracted Employee.
All Proposers or prospective Proposers that register with the Village prior to the deadline for the
submission of proposals will be informed of said clarifications, corrections, or changes. To
register, Proposers must email their contact information to Rania Serences at rserences@oak-
brook.org.
SECTION V: SUBMITTAL PROCEDURES
A Questions and Clarifications.
All questions regarding this RFP should be directed in writing to Barry Liss, Fire Chief, at
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bliss@oak-brook.org. Questions will be accepted until 12:00 p.m. CST on Friday, April 9, 2021.
All questions and responses will be compiled, posted on the Village website, and submitted to all
Proposers electronically in one general response memorandum by Tuesday, April 13, 2021. In
order to enable the Village to equitably respond to requestor questions, the Village requests that
prospective Proposers register in advance with the Village via e-mail at rserences@oak-
brook.org.
B RFP Submittals.
All proposals 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. The envelope
must state the project name: “Oak Brook Fire Prevention Bureau Support Inspection Services.”
Three (3) copies of the proposal must be submitted to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Proposals must be received no later than 3:00 p.m. CST on Tuesday, April 20, 2021. Proposals
will not be opened publically. Proposals submitted after this time will not be opened. No oral,
telephone, e-mail or facsimile proposals will be considered.
C Standard Terms and Conditions.
Proposals submitted are offers only, and the decision to accept or reject is a function of quality,
reliability, capability, reputation, and expertise of the Proposers submitting proposals. Issuance of
this RFP does not obligate the Village to pay any costs incurred by a Proposer in its submission of
a proposal or making any necessary studies or designs for the preparation of that proposal, or for
procuring or contracting for the services to be furnished under this RFP.
A Proposer may withdraw its proposal, either personally or by written request, at any time prior to
the scheduled deadline for submittals. No proposal shall be withdrawn for 90 days after the date
set for opening proposals. Proposals shall be subject to acceptance during this period.
The Village reserves the right to accept the proposal that is, in its judgment, the best and most
favorable to the interests of the Village and to the public; to reject the low price proposal; to accept
any item of any proposal; to reject any and all proposals; and to waive irregularities and
informalities in any proposal submitted or in the RFP process; provided, however, that the waiver
of any prior defect or informality shall not be considered a waiver of any future or similar defect or
informality. Proposers should not rely upon, or anticipate, such waivers in submitting their
proposal.
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 the
Village as contractually binding on the successful Proposer will hold all responses, supplemental
information, and other submissions provided by the Proposer during discussions or negotiations.
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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.
The Village will not be liable in any way for any costs incurred by respondents in replying to this
RFP. Proposer agrees to comply with all laws, ordinances, and rules of the Village and the State
of Illinois.
The Proposer 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.
The Proposer 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.
The Proposer will be required to assume responsibility for all services offered in this proposal. The
Village will consider the selected Proposer to be the sole point of contact with regard to
contractual matters, including payment of any and all charges resulting from the contract.
The Proposer 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.
The Proposer, its employees and subcontractor, 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.
The contract may be canceled or annulled by the Village in whole or in part by written notice of
default to the Proposer upon nonperformance or violation of contract terms. An award may be
made to another proposer with services similar to those so terminated. Failure of the Proposer to
deliver services within the time stipulated on his offer, unless extended in writing by the Owner,
shall constitute contract default.
D. Insurance.
Certificates of Insurance and Additional Insured Endorsement shall be presented to the Village within
fifteen (15) days after the receipt by the proposer 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 Proposer 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 proposer 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, by either the proposer, permittee, or their agents, representatives, employees
or subcontractors.
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A proposer or permittee shall maintain insurance with limits no less than:
A. General Liability - $2,000,000 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 $25,000, the required limit shall
be $1,000,000;
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.
(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.
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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 subcontractor shall be subject to all of the requirements stated herein.
E. Indemnification
The Proposer 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 Proposer's
officers, employees, subcontractors, and/or agents, provided that the Proposer 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 Proposer shall hold the Village harmless for any and all claims for labor, material,
apparatus, equipment, fixtures or machinery furnished to the Proposer 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.
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SECTION VI: ANTICIPATED PROJECT TIMELINE
• RFP Released March 29, 2021
• Questions Due April 9, 2021
• Issuance of Responses to Questions April 13, 2021
• RFP Due Date April 20, 2021
• Interviews (if applicable) May 2021
• Selection of Proposer May/June 2021
• Approval of Agreement May/June 2021
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SECTION VII: ATTACHMENTS
Attachment A – Schedule of Rates
Yearly Rate per Contracted Fire Inspector for Year 1 (2021/2022) $__________
Optional Years
Yearly Rate per Contracted Fire Inspector for Year 2 (2022/2023) $
Yearly Rate per Contracted Fire Inspector for Year 3 (2023/2024) $
Yearly Rate per Contracted Fire Inspector for Year 4 (2024/2025) $
Yearly Rate per Contracted Fire Inspector for Year 5 (2025/2026) $
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Attachment B – References
1. Municipality Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact:
2. Municipality Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact: ____________________________________________________
3. Municipality Name: _______________________________________________
Address: ____________________________________________________
Phone #:
Contact:
4. Municipality Name: _______________________________________________
Address: ____________________________________________________
Phone #:
Contact:
5. Municipality Name: _______________________________________________
Address: ____________________________________________________
Phone #: ____________________________________________________
Contact:
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Attachment C – Proposer Questionnaire
FIRM NAME
CONTACT PERSON ________________________________________________
ADDRESS ________________________________________________
________________________________________________
________________________________________________
PHONE NUMBER ________________________________________________
EMAIL ADDRESS
WHEN ORGANIZED _
WHERE ORGANIZED________________________________________________
LICENSED IN ILLINOIS? _____________________
NUMBER OF YEARS IN PRACTICE? _____________________
HAS THE FIRM EVER REFUSED A CONTRACT?
If yes, please submit details ____________________
HAS THE FIRM EVER DEFAULTED ON A CONTRACT?
If yes, please submit details ____________________
WHERE IS YOUR NEAREST OFFICE TO OAK BROOK? _____________________
HOW MANY PEOPLE ARE EMPLOYED IN THE
NEAREST OFFICE TO OAK BROOK? _____________________
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Attachment D – Proposer 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 Fire Prevention Bureau Support Inspection 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 submitting a proposal on this RFP 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 _____________, 2021.
_____________________________
Notary Public