HomeMy WebLinkAboutBTClubFacilityLeasingFinal
VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164
REQUEST FOR PROPOSAL
BATH & TENNIS CLUBHOUSE FACILITY LEASING
March 2023
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TABLE OF CONTENTS
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 2
A. NOTICE – POSTED ON THE VILLAGE W EBSITE MARCH 2, 2023 .............................................................. 2
B. PROJECT DESCRIPTION ...................................................................................................................... 3
C GENERAL TERMS AND CONDITIONS ..................................................................................................... 6
SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 13
A. DOCUMENTS/INFORMATION TO BE SUBMITTED ................................................................................... 13
B. PROPOSAL ....................................................................................................................................... 14
C. REFERENCES ................................................................................................................................... 15
E. PROPOSERS CERTIFICATION ............................................................................................................. 17
D. SEXUAL HARASSMENT POLICY .......................................................................................................... 19
SECTION 3. REVIEW PROCESS ............................................................................................................. 20
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 20
B. BASIS OF AWARD ............................................................................................................................. 20
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Section 1. Request for Proposals
A. Notice – posted on the Village Website March 2, 2023
Village of Oak Brook Request for Proposals Bath & Tennis Clubhouse Facility Leasing March 2023
The Village of Oak Brook is soliciting proposals for the Bath & Tennis Clubhouse Facility Leasing
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 Thursday, March 23, at 2:00 P.M. prevailing
time. Proposals received after the submittal time will be rejected and returned unopened to the
sender.
A pre-submittal meeting and facility tour will be held at 10:00 am on Friday, March 10, 2023, at
the Bath and Tennis Club, 800 Oak Brook Road, Oak Brook Illinois, 60523. Attendance at this
meeting is strongly recommended for firms interested in submitting a proposal in response to this
request. This meeting is an opportunity to ask questions concerning the specifications.
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 leasing of the Bath
& Tennis Clubhouse Facility. The facility is currently used as a banquet facility with food
service for all different types of events, such as weddings, showers, business meetings, etc.
The proposer may use the facility as a banquet hall or propose another operation and use of
the leased premises as mutually agreed upon. Attached is the floor plan showing areas
available for lease, common/shared areas, and Village exclusive areas. The approximate
square footage of the facility is 3,867. Also, attached is a map of major roads and
surrounding uses and the 2023 proposed hours of operation for the Bath & Tennis Club Pool.
The Bath & Tennis Club, located at 800 Oak Brook Road, in Oak Brook consists of the Oak
Brook Room (primary banquet room), the Saddle Club II Room (can be used separately or
in conjunction with the Oak Brook Room) a Pond Room (adjacent to the Oak Brook Room)
and a Covered Veranda. The Clubhouse has a full kitchen, two full bars (one each in the Oak
Brook and Saddle Club II Rooms), a Bridal changing room, and ancillary storage rooms. The
entire Clubhouse can accommodate parties of up to 200 guests for plated service or 300
guests for a cocktail reception.
Village owned furniture and Equipment at the Bath & Tennis Clubhouse include the following:
Hospitality Suite/Bridal Suite
• Couch, 2 chairs, small table with lamp
• Cordless microphone
Rental Equipment
• Podium, Cordless microphone, Screen
• 2 Easels
• 60” round tables (approx. 30)
• 8’ rectangle tables (approx.15)
• Cocktail tables (approx.10)
• White garden chairs (approx. 240)
• Green banquet folding chairs (approx.. 180)
• Glasses (approx. 700)
• Various size plates (approx. 900)
• Silverware (approx. 950)
Kitchen
• Refrigerator
• 1-Stove
The Village is a non-home rule municipality with a population of 8,702. The Village operates
many operations and departments to serve the needs of its residents and the greater
populace that serve as the community of the Village, including the Business and Corporate
Community.
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2. Scope of Services
The successful lessee will enter into a five (5) year lease agreement with the Village of Oak
Brook with three (3) additional five (5) year lease renewals thereafter. Terms of the agreement
include, but are not limited to the following minimum requirements:
A. The Lessee must obtain and maintain all necessary permits, certificates and licenses.
B. The successful Lessee will be required to submit to the Village a $2,000.00 Security
Deposit to guarantee performance under the terms of a lease agreement.
C. If alcoholic beverages, including beer and wine, are sold or dispensed on the leased
premises at any time during the term of the lease or any extension thereof, the Lessee
covenants at all times to comply with all laws of the State of Illinois and Village of Oak Brook
governing the sale of such beverages; including obtaining an appropriate class of liquor
license.
D. The Lessee covenants to fully stock and adequately staff the Bath & Tennis
Clubhouse during the term of this lease and any extension thereof for the operation and use
of the leased premises as mutually agreed upon. The Lessee shall hire, train and evaluate
employees it deems necessary to staff the operation adequately.
E. The Lessee covenants to pay all taxes levied on all equipment, goods or other
personal property it owns and uses in connection with the leased premises during the term
of this lease or any extension thereof. The leased premises are presently exempt from
property taxes but should the proposed use trigger a property tax, the user shall be solely
liable for such taxes. All sales taxes are to be collected locally and subject to both the state
and local sales tax rates.
F. The Lessee covenants not to discriminate with respect to employment, hiring, and
use and enjoyment of the Bath & Tennis Clubhouse on the basis of race, color, creed,
religion, age, sex, marital status, national origin, or physical or mental disability in violation of
the laws of the United States or of the State of Illinois, nor otherwise to commit any unfair
employment practice prohibited by law, except that the Lessee may base an adverse hiring,
termination or other employment action upon physical or mental disability if the Lessee
affirmatively establishes that the disability prevents satisfactory performance of the work
involved. The Lessee further covenants to take affirmative action to promote
nondiscrimination, to display the provisions of this nondiscrimination clause conspicuously in
the restaurant and to incorporate these nondiscrimination provisions in all contracts executed
with suppliers of materials and services.
G. The Lessee covenants not to assign this lease in whole or in part or sublet all or any
part of the leased premises, or to use or permit the use of the leased premises for any
purposes other than those mutually agreed upon without the Lessor’s prior written consent.
Such consent shall not be unreasonably withheld. The prohibition against assignment or
subletting shall be construed to cover any assignment or subletting by operation of law. The
Lessee shall remain liable under this lease and shall not be released from performing any of
its terms and covenants under this lease.
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H. In order to qualify for consideration in the award of the lease or management contract
for the subject facility, a responding firm or firm’s proposed staff member(s) must:
• Have a minimum of three (3) years of experience, within the last ten (10) years with
successful services similar to the services proposed for the facility.
• Demonstrate the necessary line of credit or financial resources required to equip and
operate the restaurant during the contract period.
• Demonstrate a competent record of employment or history of contract service in the
operation of a similar business as verified and supported by references, letters, and
other necessary evidence from employers and/or public agencies.
• Proof of competency in the following areas:
a. Basic bookkeeping; posting, preparation of a trial balance, preparation of
financial statements, control of cash and bank reconciliation statements.
b. Salesmanship: fundamentals of retail, wholesale, and/or service selling;
merchandise and sales presentation; principles of self-management; sales
demonstration.
c. Personnel management: the guidance and control of personnel; interviewing;
training; job analysis; performance evaluation; supervisory problems with
subordinate personnel.
d. Operations: Licenses, or ability to obtain the same, as required , for the proposed
operations
I. The Village will be responsible for payments of utilities (gas, electric, water) and garbage
disposal costs at the Bath & Tennis Clubhouse facility.
J. The Village will be responsible for exterior maintenance including landscaping, exterior
painting, and parking.
K. The Village will be responsible for all roof and window leaks at the Bath & Tennis Clubhouse
facility.
L. The successful lessee will be responsible for signage and advertising for the proposed use.
M. The successful lessee will be responsible for interior modifications, furnishings, décor, daily
interior upkeep, etc. at the Bath & Tennis Clubhouse.
N. The successful lessee will be responsible for operations and staffing at the Bath & Tennis
Clubhouse.
O. The successful lessee will be responsible for janitorial services in their exclusive areas of the
Bath & Tennis Clubhouse facility.
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3. Agreement
The successful lessee 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 lease agreement, which may be enforced by the
Village.
4. Agreement Extension
The initial lease agreement for Bath & Tennis Clubhouse facility will be for five (5) years. .
At the conclusion of the initial five (5) year term, the Village of Oak Brook reserves the right
to renew the lease agreement for three (3) additional five (5) year terms. Determination will
be made solely by the Village of Oak Brook with the concurrence of the successful lessee.
5. Questions about the RFP
Questions and inquiries concerning this RFP may be directed to:
Greg Summers
Village Manager
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523
gsummers@oak-brook.org
All questions regarding this RFP must be directed in writing to Greg Summers, Village Manager,
gsummers@oak-brook.org. Questions will be accepted until 12:00 p.m. CST on Monday,
March 13, 2023.
All questions and responses will be compiled and submitted to all Proposers electronically in one
general response memorandum by the end of business day, Friday, March 17, 2023. 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.
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: “Bath & Tennis Clubhouse Facility Leasing ”.
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.
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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 upon a mutually agreed timeline 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) 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.
b) The Village reserves the right to request clarification of information submitted and
request additional information as needed.
c) The requirements of this RFP shall be included in the agreement 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 from any act or omission of the Village's officers, officials, employees, volunteers and/or
agents.
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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.
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 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:
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.
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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. Each insurance
policy shall name the Village, its officers, officials and employees, volunteers and agents
as additional Insureds. Insurance is to be placed with insurers with a Best's rating of no
less than A: VII.
Each Insured shall furnish the Village with certificates of insurance and with original
endorsements effecting coverage required by this provision. The certificate and
endorsements for each insurance policy are to be signed by a person authorized by that
insurer to bind coverage on its behalf. The certificates and endorsements are to be on
forms approved by the Village and shall be subject to approval by the Village Attorney
before work commences. The Village reserves the right to require complete, certified
copies of all required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies or shall
furnish separate certificates and endorsements for each subcontractor. All coverages
for subcontractors shall be subject to all of the requirements stated herein.
5. Safety
The 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.
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7. 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.
8. Non-Discriminating
The Vendor, its employees and subcontractors, agrees not to commit unlawful discrimination
and agrees to comply with applicable provisions of the Illinois Human Rights Act, the U.S. Civil
Rights Act and Section 504 of the Federal Rehabilitation Act, and rules applicable to each.
9. Negotiations
The Village reserves the right to negotiate specifications, terms, and conditions which may be
necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may
require the entire proposal be made an integral part of the resulting contract. This implies that
all responses, supplemental information, and other submissions provided by the 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 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.
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12. 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.
13. 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.
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;
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• 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.
14. 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.
15. 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 “Bath & Tennis Clubhouse Facility Leasing”
on or before Thursday, March 23, 2023 at 2:00 p.m. prevailing time. Any proposal received after
this date and time will be rejected and returned unopened.
A pre-submittal meeting and facility tour will be held at 10:00 am on Friday, March 10, 2023, at
the Bath and Tennis Club, 800 Oak Brook Road, Oak Brook Illinois, 60523. Attendance at this
meeting is strongly recommended for firms interested in submitting a proposal in response to this
request. This meeting is an opportunity to ask questions concerning the specifications.
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.
Bath & Tennis Clubhouse Facility Leasing
Monthly Lease Amount Proposed for 2023 $
Monthly Lease Amount Proposed for 2024 $
Monthly Lease Amount Proposed for 2025 $
Monthly Lease Amount Proposed for 2026 $
Monthly Lease Amount Proposed for 2027 $
The Village reserves the right to renew the lease agreement for two (2) additional five (5) renewals
under the same terms and conditions of the original agreement. The lessee, however, shall have
the privilege of rejection to the renewal of the agreement period. Note: The successful lessee may
request an economic adjustment to the renewal of the lease agreement. The economic adjustment
must be requested prior to the authorized renewals and shall not exceed the annual CPI from the
prior twelve month term.
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:
“Bath & Tennis Clubhouse Facility Leasing ”
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 _____________, 2023.
_____________________________
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 , 2023
___________________________________
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, satisfaction of previous clients, proposed lease 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
proposers 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 agreement 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 agreement price or the nature and extent of
services to be provided. The results of such negotiations shall be incorporated into the final
agreement between the Village and its consultant.
B. Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be
interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or technical
error and to accept any proposal deemed most favorable to the interests of the Village. The Village
will review proposals based on the following criteria:
1) Compliance with RFP. Adherence to all conditions and requirements of the RFP.
2) Understanding of the Project. The proposer’s understanding of the engagement, the Village’s
objectives, and the nature and scope of services involved.
3) Services to be Provided. The exact type and nature of the proposer’s venture and how they
plan to execute the proposal.
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 proposer and its track record for a venture of a similar nature.
• The education, qualifications, and experience of the proposer.
• The availability of necessary personnel and other resources to successfully complete the
venture.
5) Costs. Proposed agreement price.
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6) Ability, capacity and skill to fulfill the agreement as specified.
7) Ability to provide the services, without delay or interference.
8) Character, integrity, reputation, judgment, experience and efficiency.
9) Quality of performance on previous agreements.
10) Previous and existing compliance with laws and ordinances relating to the agreement.
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 agreement.
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 a proposer with the experience, commitment, vision,
financial ability, and technical competence necessary to enter into a lease agreement for the
Bath & Tennis Clubhouse Facility.
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ATTACHMENT A
Pool Hours of Operation 2023
(Proposed)
LAP POOL WADING POOL DIVING WELL BEACH
EARLY SEASON
May 27 – 29* 10:00 am – 7:00 pm 10:00 am – 6:00 pm 10:00 am – 7:00 pm 12:00 pm – 6:00 pm
May 30 – June 2 4:00 pm – 8:00 pm 4:00 pm – 8:00 pm 4:00 pm – 8:00 pm 4:00 pm – 6:00 pm
REGULAR SEASON
June 3 – August 13
Mon – Fri 11:00 am – 8:00 pm 10:30 am – 6:00 pm 11:00 am – 8:00 pm 12:00 pm – 6:00 pm
Sat – Sun 10:00 am – 8:00 pm 10:00 am – 6:00 pm 10:00 am – 8:00 pm 12:00 pm – 6:00 pm
EXCEPTION
July 3rd & 4th 10:00 am – 5:00 pm 10:00 am – 5:00 pm 10:00 am – 5:00 pm Closed
LATE SEASON
Aug 14 – Sept 3
Mon – Fri 4:00 pm – 8:00 pm 4:00 pm – 8:00 pm 4:00 pm – 8:00 pm 4:00 pm – 6:00 pm
Sat – Sun 10:00 am – 7:00 pm 10:00 am – 6:00 pm 10:00 am – 7:00 pm 12:00 pm – 6:00 pm
September 4** 10:00 am – 7:00 pm 10:00 am – 6:00 pm 10:00 am – 7:00 pm 12:00 pm – 6:00 pm
LAP SWIM
ALL SEASON
Mon – Fri 6:00 am – 9:00 am
*Memorial Day is May 29, 2023
**Labor Day is September 4, 2023
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ATTACHMENT B
(Bath & Tennis Clubhouse Floor Plan and Surrounding Road Map)