HomeMy WebLinkAboutDevelopment Services Support Plan Review and Inspection Services
VILLAGE OF OAK BROOK
REQUEST FOR PROPOSALS
DEVELOPMENT SERVICES SUPPORT PLAN REVIEW AND INSPECTION SERVICES
May 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 third party firm to provide the Development Services Department with backup plan
review and inspection services when demand is high and/or if full-time and part-time staff are out
of the office. These third party plan review and inspection services are 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 provide backup commercial/residential plan review
and plumbing plan review and inspection services rendered in the Development Services
Department when demand is high and/or if full-time and part-time staff are out of the office. On
average, the Village has requested backup for 50 plumbing inspections and 150,000 square feet of
backup plan review on an annual basis. This includes personnel who meet minimum recognized
certification, qualifications and licensing as established by the State of Illinois and the International
Code Council, who are capable of performing residential and commercial plan review, plumbing
plan review and plumbing inspections. 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 Village of Oak Brook has adopted the following codes:
• Village of Oak Brook Municipal Code
• International Building Code -2015 (with amendments)
• International Existing Building Code -2015 (with amendments)
• International Residential Code-2015 (with amendments)
• International Fire Code -2015 (with amendments)
• International Mechanical Code- 2015 (with amendments)
• International Fuel Gas Code 2015 (with amendments)
• National Electric Code (NEC)- 2014 (with amendments)
• State of Illinois Plumbing Code- 2014 (with amendments)
• State of Illinois Safety Code for Elevators & Escalators
• State of Illinois Accessibility Code- Effective October 16, 2018
• State of Illinois Energy Conservation Code (International Energy
Conservation Code-2018- with State of Illinois amendments)
• Life Safety Code, NFPA #101-2000
• Americans with Disabilities Act- 2010
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Firm Personnel Responsibility
The firm is expected to furnish ICC certified plan reviewers and IDPH licensed plumbing
Inspectors for the following backup services:
• Commercial and residential plan review including energy, accessibility, mechanical and
electrical
• Commercial and residential plumbing plan review and inspections
Plan reviews shall be completed in no more than 10 business days and inspections shall be
scheduled with 24 hours’ notice. Plans shall be picked up from Development Services
Department within 24 hours of notification.
Plan reviews shall be complete and detailed citing code section for any items called out. No
“Approved as noted” unless approved through the Chief Building Official.
Ability either to attend meetings in person or virtually to discuss projects or plan reviews with staff
or customers.
Firm personnel assigned to the Village of Oak Brook shall learn, understand and apply the current
adopted codes and amendments when conducting plan reviews and inspections.
Good interpersonal skills having to communicate effectively verbally and in writing with diverse
and sometimes demanding customers.
Voice messages and emails shall be returned within 24 hours of receipt.
Firm Employee Required Qualifications
• Valid driver’s license
• IDPH licensed plumbing inspector for plumbing plan review and inspection
• ICC certified commercial combination plan reviewer
• ICC certified residential combination plan reviewer
• Have no felony convictions
• The ability to communicate effectively, both orally and in writing
• 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
Desirable Qualifications, Experience & Training
• CBO ICC certified
• MCP ICC certified
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.
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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 qualifications for employees who will be responsible for providing the services, including
the individuals’ certifications, degrees and experience;
3. A current listing of the firm’s Illinois municipal clients;
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
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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 Mark LaChappell, Chief Building
Official, at mlachappell@oak-brook.org. Questions will be accepted until 12:00 p.m. CST on
Tuesday, May 18, 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 Thursday, May 20, 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 Development Services Support Plan Review and
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 Thursday, May 27, 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.
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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.
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
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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.
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.
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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 subcontractor shall be subject to all of the requirements stated herein.
SECTION VI: ANTICIPATED PROJECT TIMELINE
• RFP Released May 6, 2021
• Questions Due May 18, 2021
• Issuance of Responses to Questions May 20, 2021
• RFP Due Date May 27, 2021
• Interviews (if applicable) June 2021
• Selection of Proposer July/August 2021
• Approval of Agreement July/August 2021
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SECTION VII: ATTACHMENTS
Attachment A – Schedule of Rates
Rates for Year 1 (2021/2022)
Commercial Plan Review Services $ /square foot
Plumbing Plan Review Services $ /square foot
Commercial Plumbing Inspection Services $ /inspection
Residential Plumbing Inspection Services $ /inspection
Attend Required Meetings $ /hour
Optional Years
Rates for Year 2 (2022/2023)
Commercial Plan Review Services $ /square foot
Plumbing Plan Review Services $ /square foot
Commercial Plumbing Inspection Services $ /inspection
Residential Plumbing Inspection Services $ /inspection
Attend Required Meetings $ /hour
Rates for Year 3 (2023/2024)
Commercial Plan Review Services $ /square foot
Plumbing Plan Review Services $ /square foot
Commercial Plumbing Inspection Services $ /inspection
Residential Plumbing Inspection Services $ /inspection
Attend Required Meetings $ /hour
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Rates for Year 4 (2024/2025)
Commercial Plan Review Services $ /square foot
Plumbing Plan Review Services $ /square foot
Commercial Plumbing Inspection Services $ /inspection
Residential Plumbing Inspection Services $ /inspection
Attend Required Meetings $ /hour
Rates for Year 5 (2025/2026)
Commercial Plan Review Services $ /square foot
Plumbing Plan Review Services $ /square foot
Commercial Plumbing Inspection Services $ /inspection
Residential Plumbing Inspection Services $ /inspection
Attend Required Meetings $ /hour
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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 Development Services Support Plan Review
and 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