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HomeMy WebLinkAboutSANS and Virtual Network Server Hardware Platform UpgradeVILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164 REQUEST FOR PROPOSAL SAN and Virtual Server Hardware Platform Upgrade March 2022 TABLE OF CONTENTS SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1 A. NOTICE – POSTED ON VILLAGE WEBSITE MARCH 10, 2022. ................................................................... 1 B. PROJECT DESCRIPTION ....................................................................................................................... 2 C. GENERAL TERMS AND CONDITIONS .................................................................................................. 5 SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 11 A. GENERAL INFORMATION ..................................................................................................................... 11 B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................... 11 C. REFERENCES ................................................................................................................................ 13 D. CONSULTANTS CERTIFICATION ....................................................................................................... 14 E. SEXUAL HARASSMENT POLICY ........................................................................................................... 16 SECTION 3. REVIEW PROCESS ............................................................................................................. 17 A. EVALUATION OF PROPOSALS AND SELECTION ..................................................................................... 17 B. BASIS OF AWARD ............................................................................................................................... 17 Page 1 Section 1. Request for Proposals A. Notice – posted on Village website March 10, 2022. Village of Oak Brook Request for Proposals SAN and Virtual Server Hardware Platform Upgrade March 2022 The Village of Oak Brook invites proposals from qualified proposers that have experience in Upgrading SAN and a Virtual Server Hardware Platform. Proposals should be addressed to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 The closing date and time for receipt of proposals is Thursday, March 24, 2022 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, of which this legal notice is a part, is on file for inspection and may be downloaded from the Village’s website at www.oak-brook.org or picked up at the Reception Area, Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523, between the hours of 8 A.M. and 4:30 P.M., Monday through Friday. There is no charge for the package. Questions about this RFP should be addressed to Ejaz Khan, Information Technology Assistant Director, 630-368-5172 or ekhan@oak-brook.org. The Village reserves the right to reject any or all proposals, waive or not to waive any irregularities therein, and to accept the proposal considered being in the best interest of the Village. The Village also reserves the right to split the award. Page 2 B. Project Description I. Introduction The Village of Oak Brook is requesting proposals from qualified proposers for the upgrade of SAN and a Virtual Server Hardware Platform. The majority of the Village’s servers, network equipment, phone systems and voicemail are housed in the centralized data center at the Butler Government Center. These systems provide critical services for the Village and operate 24 hours a day, 365 days a year. The Village currently hosts 24 plus Microsoft Windows servers ranging from 2012R2 to 2019. The applications running on the application servers are primarily middleware servers for client server applications, while some are web- based (IIS). The Village currently uses DELL servers, switches and SAN for Virtualization platform, however is open to alternative standards and recommendations provided they meet the server hardware specifications and performance requirements outlined below. II. Scope of Services The Village is looking to replace its 7- year old Virtualization Host Solution running industry standard operating systems on shared hardware. The replacement solution will include at least three (3) Host Servers, a minimum of one (1) storage area network (SAN) device, two (2) redundant switches and a backup server solution as detailed in section 2.0 Specifications and Guidelines. The Village encourages proposers to provide solutions, which will maximize the existing budget while meeting best practices and all the requirements outlined in this RFP. Proposers are welcome to submit proposals on individual portions of this RFP (for example, only on SAN devices) however; preference may be given to a proposal that includes a full solution. Proposals covering the entire package, should list pricing for each individual section. Project Budget The budget for this project will not be disclosed at this time. The scope of work may have to be adjusted to ensure that the cost of the services remains within the budget. The proposer shall identify possible changes in the Scope of Work proposed, if necessary, in order to keep the work within budget. Specifications and Guidelines In preparation for this Request for Proposals, the Village has undergone a HP Self-Guided Assessment Report. While this document is not available for general release, the Village has provided some hardware and software guidelines for proposers to help ensure a successful implementation. It is our intention that the selected solution will meet or exceed all of the stated criteria. Hardware Requirement Proposals must include a quantity of Four (4) standalone rack mount servers by CISCO, HP, Dell or Lenovo/IBM, a SAN solution and two (2) Switches to provide redundancy and efficiency. Proposals are not limited to the hardware specifications below, but should meet or exceed their capabilities. Page 3 QTY Description 3 VMware Host Servers Dell PowerEdge R650 Server 10x2.5 Front Storage SAS/SATA Backplane Trusted Platform Module 2.0 V3 2.5" Chassis with up to 10 Hard Drives (SAS/SATA), 3 PCIe Slots, 2 CPU Dual Intel Xeon Gold 6330 2G, 28C/56T, 11.2GT/s, 42M Cache, Turbo, HT (205W) DDR4-2933 Additional Processor Selected Heatsink for 2 CPU configuration (CPU more than 165W) 3200MT/s RDIMMs PERC H755 SAS Front Power Saving Dell Active Power Controller 4 High Performance Fans for 2 CPU Dual, Hot-plug, Redundant Power Supply (1+1), 1400W, Mixed Mode Riser Config 0, 2CPU, Half Length, Low Profile, 3 x16 Slots, SW GPU Capable PowerEdge R650 Motherboard iDRAC9, Enterprise 15G Intel X710-T4L Quad Port 10GbE BASE-T, OCP NIC 3.0 Luggage Tray x8 and x10 Chassis, R650 Quick Sync 2 (At-the-box mgmt) Cable Management Arm ReadyRails Sliding Rails Without Cable Management Arm or Strain Relief Bar R650 Ship 4x3.5, 10x2.5, 8x2.5 NVMe R650 Dell/EMC label (BIS) for 2.5" Chassis Custom Configuration ProSupport and 4Hr Mission Critical Initial, 36 Month(s) (4) 64GB RDIMM, 3200MT/s, Dual Rank (2) 480GB SSD SATA Read Intensive 6Gbps 512 2.5in Hot-plug AG Drive, 1 DWPD Intel X710-T4L Quad Port 10GbE BASE-T Adapter, PCIe Low Profile 1 Backup Server Dell PowerEdge T640 Server PowerEdge T640 MLK Motherboard V2 Trusted Platform Module 2.0 Chassis with up to 18 x 3.5" SAS/ SATA Hard Drives, Rack Configuration PowerEdge T640 CE, CCC, BIS Marking Single or Dual Intel Xeon Silver 4208 2.1G, 8C/16T, 9.6GT/s, 11M Cache, Turbo, HT (85W) DDR4-2400 Performance Optimized PERC H730P Adapter RAID Controller, 2GB iDRAC9,Enterprise iDRAC Group Manager, DisablediDRAC,Factory Generated Password On-Board Dual-Port 10GbE LOM Dual, Hot-plug, Redundant Power Supply (1+1), 1100W Rack Standard Bezel for T640 Rack Quick Sync 2 (At-the-box-mgmt) Power Saving Dell Active Power ControllerReadyRails Sliding Rails With Page 4 Cable Management Arm No Systems Documentation, No OpenManage DVD Kit ProSupport and 4Hr Mission Critical Initial, 36 Month(s) 3200MT/s RDIMMs (2) 32GB RDIMM, 3200MT/s, Dual Rank 8Gb BASE (2) 480GB SSD SATA Mix Use 6Gbps 512 2.5in Hot-plug AG Drive,3.5in HYB CARR, 3 DWPD, (6 or more) 12TB 7.2K RPM NLSAS 12Gbps 512e 3.5in Hot-plug Hard Drive Intel X710 Quad Port 10GbE BASE-T Adapter, PCIe Full Height Power Cord - C13, 3M, 125V, 15A Jumper Cord - C13/C14, 4M, 250V, 12A UEFI BIOS Boot Mode with GPT Partition 1 SAN Dell EMC ME4024 Storage Array - Approx. 56TB Total Usable Capacity w/ RAID 6 (34.92TB FLASH / 21.83TB 10K SAS 10Gb iSCSI BaseT 8 Port Dual Controller Rack Rails 2U ME Series 2U Bezel Power Supply, 580W, Redundant ProSupport Mission Critical: 4-Hour 7x24 On-Site Service with Emergency Dispatch, 3 Years ProSupport Mission Critical: 7x24 HW/SW Technical Support and Assistance, 3 Years Dell Hardware Limited Warranty (12) 3.84TB SSD SAS Read Intensive 12Gbps 512 2.5in Hot-plug AG Drive (12) 2.4TB 10K RPM SAS 12Gbps 512e 2.5in Hot-plug Hard Drive C13 to C14, PDU Style, 10 AMP, 13 Feet (4m) Power Cord, Argentina Powercord,125 Volt,15Amp,10 Foot, C13 to NEMA 5-15 2 Switch Dell EMC Switch S4112T, 12 x 10GBaseT, 3 x 100GbE QSFP28, IO to FAN, 2 x AC PSU, OS10 VLT Tech Sheet Document OS10 Enterprise, S4112T Dell Dell Networking Dual Tray, one Rack Unit, 4-post rack only, S4112 Critical:7x24 HW/SW Technical Support and Assistance, 3 Years 3 Years ProSupport OS10 Enterprise Software Support-Maintenance Dell Networking, Cable, SFP+ to SFP+, 10GbE, Copper Twinax Direct Attach Cable, 0.5 Meter VMWARE Requirements The Village has VMware vSphere 6.5 ESS+ KIT F/3 HOSTS Server as its virtualization software. The successful Proposal must include and identify the associated licensing costs of any additional vSphere to support three (3) physical hosts and a minimum of 24 virtual servers, as well as room for growth. Page 5 Backup-DR Solution Requirements The Village currently uses Veeam Backup version 10.01.4854 to back up Virtual Hosts to a standalone server. Please identify a recommended backup solution, with off-site DR option, following industry best practices. Professional Services The proposal must include personal assistance with the installation, migration of both virtual servers and file shares, SAN, and backup solution. Please identify any hourly or daily costs associated with professional services, and indicate the services available. Alternate Solution Proposers may submit alternate proposals, which must meet or exceed the required specifications included within this RFP. III. Questions about this RFP Questions and inquiries concerning this RFP may be directed to: Ejaz Khan Information Technology Assistant Director Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 630-368-5172 ekhan@oak-brook.org The deadline to submitting questions will be Friday, March 18, 2022 at 12:00 pm. The Village will then send a Q&A to all proposers and post on the Village website by the end of day, Monday, March 21, 2022. Please submit all your questions via email to Ejaz Khan, ekhan@oak-brook.org. C. General Terms and Conditions 1. PREPARATION AND SUBMISSION OF PROPOSALS: a. The proposal shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the Proposal and the Project Name: “SAN and Virtual Server Hardware Platform Upgrade”. b. Proposers may attach separate sheets to the proposal for the purpose of explanation, exception, alternate proposal and to cover unit prices, if needed. Page 6 c. Proposers may withdraw their proposal either personally or by written request at any time before the hour set for the proposal deadline, and may resubmit it. No proposal may be withdrawn or modified after the receipt of proposals except where the award of contract has been delayed for a period of more than one hundred and twenty (120 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 his proposal is accepted, he is to furnish and provide all necessary machinery, tools, apparatus, and other means to do all of the work and to furnish all of the materials specified in the contract, except such materials as are to be furnished by the owner (Village), in the manner and at the time therein prescribed, and in accordance with the requirements therein set forth. f. The proposer further agrees to execute all documents within this Request for Proposals, obtain a Certificate of Insurance for this work and present all of these documents to the Village within 15 days after the receipt of the Notice of Award and the Contract. g. The proposer further agrees to begin work not later than 10 days after receipt of the Notice to Proceed, unless otherwise provided, and to execute the work in such a manner and with sufficient materials, equipment and labor. h. By submitting a proposal, the 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. 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) 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. c) Any contract or agreement resulting from the acceptance of this proposal by the Village shall be on forms either supplied by or approved by the Village Attorney. 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. d) The Village reserves the right to request clarification of information submitted and request additional information as needed. Page 7 e) The requirements of this RFP will be included in the contract with the selected firm. 3. 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. 4. 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. 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 Page 8 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. 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, Page 9 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. 5. 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. 6. 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. 7. EXECUTION OF DOCUMENTS The Proposer, in signing his Proposal overall 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 that 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 that 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 an official other than the President of the Corporation manually signs such Proposal, a certified copy of a resolution of the board of directors evidencing the authority of such official to sign the Proposal should be attached to it. Such Proposal shall also bear the attesting signature of the Secretary of the corporation and the impression of the corporate seal. Page 10 The Contract shall be deemed as have been awarded when formal notice of award shall have been duly served upon the intended awardee. 8. NON-DISCRIMINATING: The 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. 9. NEGOTIATIONS: The Village reserves the right to negotiate specifications, terms, and conditions that 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. 10. 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. 11. PROPOSER RESPONSIBILITIES: The selected Proposer will be required to assume responsibility for all services offered in this proposal. The Owner 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. 12. DEFAULT: The contract may be canceled or annulled by the Owner 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. 13. 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 Page 11 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. 14. 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. Section 2. Proposal Instructions A. General Information Four (4) copies of the proposal shall be submitted in a sealed envelope to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 and clearly marked on the outside of the envelope “Village of Oak Brook SAN and Virtual Server Hardware Platform Upgrade” on or before 2:00 p.m. Thursday, March 24, 2022. Any proposal received after this date and time will be refused. B. Documents/Information to be submitted: Detailed cost Spreadsheet and Narrative (please provide separate pricing for SAN and Virtual Server Platform) References Consultants Certification Sexual Harassment Policy Page 12 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 contract and are not included in this RFP. Additional Information and Comments • Include any other information you believe to be pertinent but not specifically mentioned elsewhere. Page 13 C. References 1. Company Name: Address: Phone #: Contact: 2. Company Name: Address: Phone #: Contact: 3. Company Name: Address: Phone #: Contact: 4. Company Name: Address: Phone #: Contact: 5. Company Name: Address: Phone #: Contact: Page 14 D. Consultants Certification The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make this certification on behalf of the proposer for the construction, product, commodity, or service briefly described as follows: “SAN and Virtual Server Hardware Platform Upgrade” 1) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled Statutes, 1993, the proposer is not barred from bidding on this contract as a result of a conviction for the violation of State of Illinois laws prohibiting bid rigging or bid-rotating. 2) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the Illinois Compiled Statutes, 1993, the proposer is not delinquent in the payment of any tax administered by the Illinois Department of Revenue. 3) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled Statutes, 1993, the proposer has a written sexual harassment policy in place including the following information: a) An acknowledgment of the illegality of sexual harassment. b) The definition of sexual harassment under State law. c) A description of sexual harassment, utilizing examples. d) The Consultant’s internal complaint process including penalties. e) The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission. f) Directions on how to contact the Department or the Commission. This business firm is: (check one) _____ Corporation _____ Partnership _____ Individual Firm Name: Address: City, State, ZIP: Signature: Name Printed: Title: Telephone: Date: Page 15 ATTEST: ___________________________ -SEAL- SUBSCRIBED AND SWORN TO before me this ______ day of _____________, 2022. _____________________________ Notary Public Page 16 E. Sexual Harassment Policy hereinafter referred to as “Consultant” having submitted a bid/proposal for to the Village of Oak Brook, DuPage/Cook Counties, Illinois, hereby certifies that said Consultant has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105(A)(4) including the following information: 1) An acknowledgment of the illegality of sexual harassment. 2) The definition of sexual harassment under State law. 3) A description of sexual harassment, utilizing examples. 4) The 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 consultant 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 ____________, 2022. ___________________________________ Notary Public Page 17 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, and the proposal that best meets the needs of the Village. This proposal is not intended to be detailed; it is intended to be an expression of interest in providing services for the project, as well as to provide background information on the firm and its professional qualifications. Firms will be contacted during the evaluation if further information is needed. The Village may choose to interview one or more firms before final selection is made. This Request for Proposal does not commit the Village to award a contract, to pay any costs incurred in the preparation of a proposal based on this request, or to procure or contract for services. All proposals submitted in response to this Request for Proposal become the property of the Village. The Village reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with qualified consultants, or to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the Village to do so. The Village may require the consultant selected to participate in negotiations concerning contract price or the nature and extent of services to be provided. The results of such negotiations shall be incorporated into the final contract between the Village and its consultant. B. Basis of Award Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be interviewed by the Village, after which a selection will be made. The Village reserves the right to reject any or all proposals, 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, and current and future needs. 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 proposal and contract requirements, and the integrity and reliability, which will assure good faith performance. This criterion includes: • The experience of the firm and its record on projects of a similar nature. • Personnel 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. Page 18 5) Costs. Proposed contract price. 6) Ability, capacity and skill to fulfill the services 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) Oral interview (at the Village’s option). 17) Demonstrated experience in assisting governmental entities with this type of project.