HomeMy WebLinkAboutSports Core Fields Management Services3i:\finance\shared\bids & rfps\2021\sports core fields management services3.docxj:\worddoc\rfp\2021 rfp\sports core fields
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VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164
REQUEST FOR PROPOSAL
SPORTS CORE FIELDS MANAGEMENT SERVICES
November 2021
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TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 2
A. NOTICE – POSTED ON THE VILLAGE WEBSITE NOVEMBER 10, 2021 ...................................................... 2
B. PROJECT DESCRIPTION ...................................................................................................................... 3
C GENERAL TERMS AND CONDITIONS ..................................................................................................... 6
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 14
A. DOCUMENTS/INFORMATION TO BE SUBMITTED ................................................................................... 14
B. PROPOSAL ....................................................................................................................................... 15
C. REFERENCES ................................................................................................................................... 16
E. PROPOSERS CERTIFICATION ............................................................................................................. 18
D. SEXUAL HARASSMENT POLICY .......................................................................................................... 20
SECTION 3. REVIEW PROCESS ............................................................................................................. 21
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 21
B. BASIS OF AWARD ............................................................................................................................. 21
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Section 1. Request for Proposals
A. Notice – posted on the Village Website November 10, 2021
Village of Oak Brook Request for Proposals Sports Core Fields Management Services November 2021
The Village of Oak Brook is soliciting proposals for Sports Fields Management Services
Proposals shall 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 Monday, November 29, 2021, at 2:00 P.M.
prevailing time. Proposals received after the submittal time will be rejected and returned
unopened to the sender.
A complete proposal package is on file for inspection and may be downloaded from the Village’s
website at www.oak-brook.org or picked up at the Butler Government Center, 1200 Oak Brook
Road, Oak Brook, Illinois 60523, between the hours of 8:00 a.m. and 4:30 p.m., Monday through
Friday. There is no charge for the package.
The Village of Oak Brook reserves the right to reject any or all proposals, waive all technicalities,
errors, omissions, erasures, alterations, and additions not called for, and to make an award which,
in its judgment, is the best and most favorable to the interests of the Village and the public.
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B. Project Description
1. Introduction
The Village of Oak Brook is seeking proposals from qualified firms for the management of
all aspects of the Oak Brook Sports Core Fields. The purpose of the Request for
Proposals is to collaborate with a firm that will drive revenue, maintain and grow current
and new relationships, and to make the Oak Brook Sports Core Fields a location where
athletes and organizations want to be seen. This Request for Proposal does not intend to
exclude other field sports, but should be used primarily for Soccer. The people of the Village
of Oak Brook are fortunate to have a large, beautiful green area in the center of their Village.
The Oak Brook Sports Core, some 269 acres of open green space and sports facilities, is a
part of the fascinating history of Oak Brook. In June of 1977, Oak Brook residents voted to
institute the first municipal tax to purchase the Sports Core from Paul Butler, founder of the
Village. The bonds to finance the purchase of the Sports Core were retired in December
1994. The Sports Core is now owned and operated by the Village of Oak Brook for the benefit
of the residents. Qualified firms are invited to submit proposals to Rania Serences, Senior
Purchasing Assistant, Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, Illinois
60523.
2. Scope of Services
The successful proposer will enter into a Sports Core Fields Management Lease
Agreement with the Village of Oak Brook. Terms of the agreement include, but are not
limited to the following minimum requirements:
• Oversee and manage all the day to day facets of the Sports Core Fields. Non-
exclusive use of the fields as approved by the Village on practice or game days.
The successful proposer will provide a schedule of practice days and time, and
game days and times to the Village as requested.
• Offer creative ideas and thoughtful strategies to position the Sports Core Fields as
a location of choice.
• Work closely with Village staff, the community, youth sports organizations,
professional sports organizations, and other applicable groups for scheduling.
• Provide complete coverage for on-site events including but not limited to security,
preparation and maintenance of all amenities, grounds, and facilities, ticket sales,
concessions and janitorial/grounds before, during and after events.
• Parking shall be on paved and stone parking areas on the Sports Core property.
Parking on Sports Core Fields, at the Library, and on adjacent streets is
PROHIBITED.
• Provide all necessary staff and volunteer training, including materials.
• Expertise in scheduling of events. The ability to use software and knowledge to
keep scheduling accurate.
• Expertise in sports tournaments and large-scale events across multiple sports.
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• Two (2) tournaments will be allowed on the Sports Core Fields per season. The
tournaments must be sized to the amount of parking.
• Sporting events and activities other than Soccer must follow the Village Special
Events Process and must be brought to a Village Board meeting for final approval.
• All concerts and festivals are PROHIBITED on the Sports Core Fields.
• The Taste of Oak Brook is scheduled on July 3rd of every year. No events can take
place on the Sports Core Fields a week before and after the Taste of Oak Brook.
• The Village reserves the right to deny any event that is deemed not in the best
interest of the Village and its residents.
• The Sports Core Fields can be used from dawn until dusk, Monday – Sunday, April
1st – November 15th.
• Provisions of tables, chairs and related items shall be the responsibility of the
successful proposer. No bleachers or grandstands may be erected by the
successful proposer without written consent of the Village. The successful
proposer is solely responsible to remove all items, equipment, signs and rubbish
before the end of the day on all days when the fields are utilized.
• The successful proposer must have five (5) years of sports facility management
services experience.
• The successful proposer will be required to maintain the integrity of the condition
of the fields.
• The successful proposer must have expertise in ground keeping and must
reimburse the Village for Sports Core Fields maintenance. The estimated
budgeted amount for Sports Core Fields maintenance in 2022 is $53,000.00. The
Village shall maintain the landscaping, fertilization, irrigation, and mowing of the
fields.
• In the event of a flood or excessive rainfall, which in the Villages sole judgment
makes the fields unplayable for practices and games, no play shall be allowed.
The Village will notify the successful proposer of its decision as soon as possible.
• The successful proposer may cancel games due to inclement weather. The
rescheduled date must be mutually agreed upon by the Village and successful
proposer.
• The successful proposer will be responsible for all equipment while stored on
Sports Core property. Equipment must be stored in a manner that would eliminate
the risk of injury to any person, or removed from the Sports Core property all
together.
• The successful proposer must provide marketing plan to keep events regularly and
fully scheduled to ensure maximum use of the Sports Core Fields.
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• The successful proposer shall have the ability to launch and manage a dedicated
website with an application-based booking.
• The successful proposer shall demonstrate evidential history of cooperation with
community and local sporting organizations.
• The successful proposer shall demonstrate the strengthening of revenue streams
by securing regular tenants and outside groups, such as youth sports clubs, pro
franchises, school sports.
• The successful proposer shall demonstrate the ability to host community events
and summer camps and leagues.
• The successful proposer must include guaranteed revenue projections and
expenses for the Sports Core Fields in their proposal. In addition, projected
disbursements to the Village should be included. The successful proposer shall
pay the Village a yearly leasing fee and a percentage of all revenues generated.
3. Agreement
The successful proposer agrees that upon acceptance of its proposal by the Village of
Oak Brook this Request for Proposal, along with all instructions, conditions, and
specifications attached thereto, constitute a binding agreement, which may be enforced
by the Village.
4. Agreement Extension
The lease agreement will be for Sports Core Fields Management Services for the 2022
calendar year. At the conclusion of 2022, the Village of Oak Brook reserves the right to
award an annual lease agreement extension for each following years, not to exceed 4
years (2023, 2024, 2025, and 2026), to the successful proposer. Determination will be
made annually solely by the Village of Oak Brook with the concurrence of the successful
proposer.
5. Questions about the RFP
Questions and inquiries concerning this RFP may be directed to:
Sean Creed
Golf Course Superintendent/Manager
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523
screed@oak-brook.org
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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: “Sports Core Fields Management Services”.
b) Proposers may attach separate sheets to the proposal for the purpose of explanation,
exception, alternate proposal and to cover unit prices, if needed.
c) Proposers may withdraw their proposal either personally or by written request at any time
before the hour set for the proposal opening, and may resubmit it. No proposal may be
withdrawn or modified after the receipt of proposals except where the award of agreement
has been delayed for a period of more than ninety (90) days.
d) In submitting this proposal, 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.
e) The proposer further understands and agrees that if their proposal is accepted, the
individual/company is to furnish and provide all necessary materials and/or equipment 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 Village (Village), in the manner and at
the time therein prescribed, and in accordance with the requirements therein set forth.
f) The proposer 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 fifteen (15) days after the receipt of the Notice of Award and the Agreement by the
company.
g) The proposer further agrees to begin work not later than ten (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 proposer understands and agrees that, if the proposal is
accepted, and the proposer fails to enter into an agreement forthwith, the company 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 nor 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.
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d) The requirements of this RFP shall be included in the agreement with the selected
firm.
3. Payment
The Village authorizes the payment of invoices on the second and fourth Tuesday of the
month. For consideration on one of these dates, payment request must be received no later
than fourteen (14) days prior to the second or fourth Tuesday of the month
4. 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 from 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 agreement is in force.
5. 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 agreement or will the bid guarantee be returned until acceptable insurance
certificates are received and approved by the Village.
Each proposer performing any work pursuant to an agreement with the Village 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 (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 agreement 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 agreement or permit, by either the proposer,
permittee, or their agents, representatives, employees or subcontractors.
A contractor or permittee shall maintain insurance with limits no less than:
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a) General Liability - $10,000,000 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 -
I. 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, employee’s volunteers
or agents.
II. 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.
III. 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.
IV. 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.
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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.
6. Safety
The proposer and any subcontractors shall comply with all the provisions of the Federal
Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended.
7. Equal Opportunity
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.
8. Execution of Documents
The Proposer, 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 shall 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 Agreement shall be deemed as have been awarded when formal notice of award shall
have been duly served upon the intended awardee.
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9. 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.
10. 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
proposer during discussions or negotiations will be held by the Village as contractually
binding on the successful proposer.
11. Incurred Costs
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.
12. Proposer Responsibilities
The selected 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.
13. Prevailing Wage
All wages paid by the Proposer and each subcontractor shall be in compliance with The
Prevailing Wage Act (820 ILCS 130), as amended, except where a prevailing wage
violates a federal law, order, or ruling, the rate conforming to the federal law, order, or
ruling shall govern. If the Department of Labor revises the wage rates, the revised rate,
as made available on the Department's official website, shall apply to this agreement and
the Proposer will not be allowed additional compensation because of said revisions. The
Proposer shall be responsible to notify each subcontractor of the wage rates set forth in
this agreement and any revisions thereto.
Proposer will comply with the Illinois prevailing wage law, as amended from time to time
and made available on the Department of Labor’s official website. Not less than the
prevailing rate of wages as found by the Illinois Department of Labor shall be paid to all
laborers, workers and mechanics performing work under the Contract. If the Department
of Labor revises the prevailing rate of wages to be paid laborers, workers or mechanics
under the Contract, the revised prevailing rate of wages shall apply to the Agreement and
Proposer shall have the sole responsibility and duty to pay, and ensure that all
Subcontractors pay, the revised prevailing rate of wages to each person to whom a revised
rate is applicable. Revision of the prevailing wages shall not result in an increase in the
Agreementsum or other cost to Village of Oak Brook. Proposer shall indemnify, defend
and hold Village of Oak Brook harmless from any loss, including but not limited to Village
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of Oak Brook's attorney’s fees, resulting from Proposer's failure to comply with this
prevailing wage clause. All bonds applicable to the Agreement shall include a provision
as will guarantee the faithful performance of the obligation to pay the prevailing rate of
wages.
The Proposer and each subcontractor shall make and keep, for a period of not less than
3 years, records of all laborers, mechanics, and other workers employed by them on the
project; the records shall include each worker's name, address, telephone number when
available, last four digits of their social security number, gender, race, ethnicity, veteran
status, classification or classifications, the hourly wages paid in each period, the number
of hours worked each day, the starting and ending times of work each day, the worker’s
hourly rate, the worker’s hourly overtime wage rate, the worker’s hourly fringe benefit
rates, the name and address of each fringe benefit fund, the plan sponsor of each fringe
benefit, if applicable, and the plan administrator of each fringe benefit. The Proposer and
each subcontractor shall submit monthly, in person, by mail, or electronically a certified
payroll to the Department of Labor, or to the public body if the Department of Labor has
yet to activate the database created by Section 5.1 of 820 ILK’S 130. The certified payroll
shall consist of a complete copy of the records. The certified payroll shall be accompanied
by a statement signed by the proposer or subcontractor which states that: (i) such records
are true and accurate; (ii) the hourly rate paid to each worker is not less than the general
prevailing rate of hourly wages required; and (iii) the proposer or subcontractor is aware
that filing a certified payroll that he or she knows to be false is a Class B misdemeanor.
Upon 7 business days' notice, the proposer and each subcontractor shall make available
for inspection and copying at a location within this State during reasonable hours, the
records to the public body in charge of the project, its officers and agents, and to the
Director of Labor and his deputies and agents. The Proposer and each subcontractor
shall permit his/her employees to be interviewed on the job, during working hours, by
compliance investigators of the Department or the Department of Labor.
14. Default
The agreement 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 agreement 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 Village, shall constitute agreement default.
15. Force Majeure
A force majeure occurrence is an event or effect that cannot be reasonably anticipated
or controlled and is not due to the negligence or willful misconduct of the affected
party.
Unless otherwise agreed in the agreement between the parties expressly or
impliedly, where a party to a agreement fails to perform one or more of its
contractual duties, the consequences set out in this clause will follow if and to the
extent that the party proves: (a) that its failure to perform was caused by an
impediment beyond its reasonable control; (b) that it could not reasonably have
been expected to have taken the occurrence of the impediment into account at the
time of the signing of the contract; and (c) that it could not reasonably have avoided
or overcome the effects of the impediment.
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A party invoking this clause shall be presumed to have established the conditions
described in the preceding paragraph in the case of the occurrence including, but
not limited to, one or more of the following impediments or other similar causes
beyond the control of the proposer or the Village in the performance of the agreement
where non-performance, by exercise of reasonable diligence, cannot be prevented:
• acts of God or natural disaster such as but not limited to violent storm, cyclone,
typhoon, hurricane, tornado, blizzard, earthquake, volcanic activity, landslide, tidal
wave, tsunami, flood, damage or destruction by lightning, drought;
• acts of war (whether declared or not), armed conflict or the serious threat of the
same (including but not limited to hostile attack, blockade, military embargo),
hostilities, invasion, act of a foreign enemy, extensive military mobilization;
• civil war, riot, rebellion, revolution, military or usurped power, insurrection, civil
commotion or disorder, mob violence, act of civil disobedience;
• acts of public enemies , acts of terrorism, sabotage or piracy;
• plague, epidemic, pandemic, outbreaks of infectious disease or any other
public health crisis, including quarantine or other employee restrictions ;
• act of authority whether lawful or unlawful, compliance with any law or
governmental order, rule, regulation or direction, curfew restriction, expropriation,
compulsory acquisition, seizure of works, requisition, nationalization;
• explosion, fire, destruction of machines, equipment, factories and of any kind of
installation, prolonged break -down of transport, telecommunication or electric
current;
• general labor disturbance such as but not limited to boycott, strike and lock -out,
go-slow, occupation of factories and premises;
• shortage or inability to obtain critical material or supplies to the extent not subject
to the reasonable control of the subject Party.
The affected party shall provide the other party with written notice of any force
majeure occurrence as soon as the delay is known and provide the other party with a
written contingency plan to address the force majeure occurrence. Furthermore, the
affected party shall use its commercially reasonable efforts to resume proper
performance within an appropriate period of time. Notwithstanding the foregoing, if the
force majeure condition continues beyond 30 days, the parties to the agreement shall
jointly decide on an appropriate course of action that will permit fulfillment of the
parties’ objectives under the contract.
Proposer shall not be entitled to an adjustment in agreement price or other non-price
related items caused by or within the control of proposer. Delay, disruption, and
interference attributable to and within the control of a subcontractor or supplier shall
be deemed to be within the control of proposer.
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16. Independent Contractor
There is no employee/employer relationship between the Proposer and the Village.
Proposer is an independent contractor and not the Village’s employee for all purposes,
including, but not limited to, the application of the Fair Labors Standards Act minimum
wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act,
the Federal Unemployment Tax Act, the Worker’s Compensation Act (820 ILCS 305/1, et
seq.). The VILLAGE will not (i) provide any form of insurance coverage, including but not
limited to health, worker’s compensation, professional liability insurance, or other
employee benefits, or (ii) deduct any taxes or related items from the monies paid to
Proposer. The performance of the services described herein shall not be construed as
creating any joint employment relationship between the Proposer and the Village, and the
Village is not and will not be liable for any obligations incurred by the Proposer, including
but not limited to unpaid minimum wages and/or overtime premiums, nor does there exist
an agency relationship or partnership between the Village and the Proposer.
17. Governing Law
The laws of the State of Illinois as to interpretation, performance and enforcement shall
govern this Agreement. The forum for resolving any disputes concerning the parties’
respective performance or failure to perform under this Agreement shall be the Circuit
Court for the Eighteenth Judicial Circuit, DuPage County, Illinois.
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Section 2. Proposal Instructions
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 “Sports Core Fields Management Services”
on or before Monday, November 29, 2021 at 2:00 p.m. prevailing time. Any proposal received
after this date and time will be rejected and returned unopened.
Lengthy, detailed proposals are not required. Proposals are intended to be an expression of
interest in providing services for the project, as well as background information on the firm and on
its professional qualifications.
A. Documents/Information to be Submitted
Proposal Form (Section C below), Detailed cost Spreadsheet and Narrative
References (Section D below)
Proposers 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.
• 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 that may apply to this agreement 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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B. Proposal
In compliance with this Request for Proposals, and subject to all conditions thereof, the
undersigned offers and agrees, if this proposal is accepted, to furnish the services as outlined
herein for the Village of Oak Brook at the amount indicated, subject to modification through
negotiations. The time and material, not to exceed, cost proposed shall include all anticipated
expenses.
Sports Core Fields Management Services for 2022:
Annual amount proposed to be paid to the Village of Oak Brook:
$
Annual percentage amount of revenue proposed to be paid to the Village of Oak Brook:
%
Firm Name:
Address:
City, State, ZIP:
Signature:
Name Printed:
Title:
Telephone: Date:
If a Corporation:
ATTEST:
____________________________
Secretary
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C. References
Your Company Name:
(Please Print)
The Proposer shall list five (5) current references with needs similar to the Village of Oak Brook
for whom Proposer has provided comparable services. Please include company name, address,
telephone number, year(s) employed by referenced firms, contact person, and type of work you
performed for that entity.
1. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
2. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
3. Company Name/Municipality:
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Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
4. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
5. Company Name/Municipality:
Address:
Phone: ( )
Contact Person:
Type of Work and Date Performed:
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E. Proposers 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:
“Sports Core Fields Management Services”
1) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois
Compiled Statutes, 1993, the proposer is not barred from bidding on this agreement 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
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D. Sexual Harassment Policy
hereinafter referred to as “Proposer” having
submitted a bid/proposal for to the Village of Oak
Brook, DuPage/Cook Counties, Illinois, hereby certifies that said Proposer 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 proposer’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 proposer must provide a copy of such written policy to the Illinois Department of Human Rights
upon request.
By:
Authorized Agent of Proposer
Subscribed and sworn to
before me this _____ day
of ____________, 2021
___________________________________
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 agreementfor
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 agreement price or the nature
and extent of services to be provided. The results of such negotiations shall be incorporated into
the final agreementbetween 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 proposer’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 Proposer. The proposer’s capability in all respects to perform fully all
agreement 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 agreementprice.
6) Ability, capacity and skill to fulfill the agreement 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.
16) The Village of Oak Brook will select an organization with the experience, commitment,
vision, financial ability, and technical competence necessary to operate and manage the
Sports Cores Fields