REQUEST FOR PROPOSALS (RFP) FOR
FENCING FOR TOWN’S VEHICLE IMPOUND LOT
I. PURPOSE OF THE REQUEST FOR PROPOSALS
The Town of Cicero, Illinois (the “Town”) is located approximately seven (7) miles west of Chicago’s loop, and is bordered by Interstate 290 and Interstate 55. Interstate 290 intersects with Interstate 294 west of the Town, giving residents from Chicago’s southern and northern suburbs, along with visitors from Indiana and Wisconsin, easy access to the Town. The Town is also easily accessible from Chicago’s western suburbs via Interstate 88.
The Town is a home rule municipality, governed by a full-time Town President, a Town Clerk and a seven (7) member Board of Trustees. The current Town President is Larry Dominick who was reelected in 2017 to a four (4) year term ending in 2021.
Currently the Town operates its own in-house towing service and vehicle impound lot. The fencing to secure the Town’s vehicle impound lot is in need of replacement. The purpose of this RFP is to select one or more “Respondents” who possess the requisite expertise and capability to provide the following goods and services to the Town:
1. Provide and install security fencing for the Town’s vehicle impound lot located at 4606 W. 21st Place, Cicero, IL 60804 (the “Property”).
2. The fence should be 8’ in height and consist of chain link style fencing topped with six (6) strands of barbed wire with v-arms to include approximately 560’ of fencing with 90% privacy slats properly installed. The fencing should also include a cut of existing fence approximately 18’.
3. One (1) power gate or manual gate are also needed for the Property. Respondents are required to provide an estimate for a power gate and a manual gate.
4. The Town would also consider an option of approximate 18’ Standard and Aluminum frame cantilever gate (two different types).
II. SCOPE OF SERVICES
The purpose of this RFP is to select one or more Respondents with the experience and capability to provide materials and services to install fencing for the Town’s vehicle impound lot.
1. Provide and install security fencing for the Town’s vehicle impound lot located at 4606 W. 21st Place, Cicero, IL 60804 (the “Property”).
2. The fence should be 8’ in height and consist of chain link style fencing topped with six (6) strands of barbed wire with v-arms to include approximately 560’ of fencing with 90% privacy slats properly installed. The fencing should also include a cut of existing fence approximately 18’.
3. One (1) power gate or manual gate are also needed for the Property. Respondents are required to provide an estimate for a power gate and a manual gate.
4. The Town would also consider an option of approximate 18’ Standard and Aluminum frame cantilever gate (two different types).
The Town reserves the right to: (1) reject all proposals (the “Proposals”) submitted, in whole or in part and (2) in its sole and absolute discretion, to cancel or modify this RFP in whole or in part, without further notice.
III. REQUESTS FOR CLARIFICATION
Respondents should address all communications to Barrett Marlar, Director of Towing Services. All questions or requests for clarification must be in writing, sent by mail, email to bmarlar@thetownofcicero.com or fax to (708) 222-8223 and must be received no later than 5:00 PM on August 5, 2020. The Town shall not be responsible for the delay in the transmission of any request for clarification or other communication. Answers to all questions and/or requests for clarification will be posted on the Town’s website and available to ALL respondents on August 11, 2020.
3.1 Deadline and Procedures for Submitting Proposals
A. Deadline
Proposals must be received by Barrett Marlar, Director of Towing Services (addressed as set forth in Section 3.1(B)) no later than 3:00 PM, local time, on August 13, 2020. Late Proposals will not be considered and will be rejected and destroyed. The Town will not be responsible for any delays in the delivery, receipt or handling of Proposals.
B. Procedures for Submitting Proposals
Proposals must be delivered to the following address:
Town of Cicero,
Attn: Barrett Marlar, Director of Towing Services
4949 W. Cermak Rd.
Cicero, IL 60804
Respondent must submit one (1) original and five (5) copies in hardcopy format. In addition, Respondent must submit six (6) copies of the Proposals on a CD-ROM or flash drive in .pdf format. The original document must clearly be marked and must bear the original signature of an authorized agent. Respondent must enclose all documents in a sealed container. Proposals submitted via facsimile or electronic mail will not be accepted and will be rejected and destroyed.
All submissions are subject to the Illinois Freedom of Information Act (5 ILCS 140/1, et seq.)
3.2 Confidentiality
To the extent allowed by applicable law, the Respondent may designate as confidential those portions of the Proposals that contain trade secrets or other proprietary data that must remain confidential.
IV. SUBMISSION REQUIREMENTS
4.1 Required Content
At a minimum, the following information must be included in all Proposals:
A. Cover Letter
The Respondent must submit a cover letter committing the Respondent to provide the desired services, in accordance with the terms and conditions of a contract that may be awarded subsequent to the RFP and in compliance with all applicable laws, orders, rules and regulations. The cover letter must also:
(i) Outline the number of years the Respondent has been in business, provide an overview of the experience and background of the Respondent and the key personnel committed to this project; and
(ii) Identify the legal name of the Respondent, the address of its headquarters, its principal place of business, its legal form (e.g., corporation, joint venture, limited partnership, etc.), the names of its principal or partners and its authority to conduct business in Illinois; and
(iii) Indicate the contact information (name and telephone number(s)) of the principal contact for oral presentation, interviews or negotiations; and
(iv) The cover letter must be signed by an authorized representative of the Respondent;
(v) Indicate that Respondent is not legally barred from performing the applicable services;
(vi) Include Respondent’s affirmative acknowledgment of the terms of the RFP;
(vii) Indicate that Respondent is not indebted to the Town.
(viii) Contain an affirmative statement that there is no “conflict of interest” between the Town and the Respondent.
B. Executive Summary
The Respondent must provide an executive summary that explains its understanding of the Town’s intent and objectives. The summary must discuss the Respondent’s plan for achieving and implementing the desired services.
C. Professional Qualifications and Specialized Experience of Respondent
(i) Company Profile Information (See Form in Exhibit 1)
The Respondent must complete the company profile information questionnaire that is attached hereto and incorporated herein as Exhibit 1.
(ii) Company References (See Form in Exhibit 2)
The Respondent should provide at least two (2) client references for services substantially similar to the desired services. All client reference information must be verified and supported. References must be aware that they are being used and agreeable to an interview by the Town. This information shall be provided by completing the form attached hereto and incorporated herein as Exhibit 2.
(iii) Municipal Client References (See Form in Exhibit 3)
The Respondent must provide contact information for all municipalities to which the Respondent currently provides the desired services. All municipal client reference information must be verified and supported. Municipal client references must be aware that they are being used and agreeable to an interview by the Town. This information shall be provided by completing the form attached hereto and incorporated herein as Exhibit 3.
(iv) Business License/Authority to do Business in Illinois
The Respondent must provide copies of appropriate licenses or certifications required of any individual or entity performing the desired services. The Respondent must provide evidence that it is authorized to do business in Illinois.
(v) Certificate of Good Standing/Proof of Insurance
The Respondent must provide a copy of its Certificate of Good Standing or other documentation sufficient to show that they are legally authorized to do business in the State of Illinois. Respondent must also provide proof of insurance.
D. Professional Qualifications and Experience of Key Personnel
(i) Key Personnel
The Respondent must provide a list of the individuals who will be dedicated to performing the desired services as well as individuals with ownership rights, e.g. directors, members, etc.
(ii) Areas of Expertise
The Respondent must indicate each person’s areas of expertise, as well as which person will have primary responsibility for various tasks or aspects of the desired services.
(iii) Past Experience
The Respondent must submit personnel profiles with past experience for each of the key personnel. This must include a description of each individual’s role and responsibilities on recent projects similar in scope, type and magnitude to the desired services.
(iv) Revocation or Suspension of License or Certification
The Respondent must disclose whether Respondent has had any business license or certification revoked or suspended in any state within the last ten (10) years.
(v) Litigation History
The Respondent must disclose any pending lawsuits, and/or any lawsuits filed in the past five (5) years.
E. Project Management/Implementation Plan
The Respondent must provide a detailed summary of its plan for providing the desired services.
F. Compensation Proposal
The Respondent must provide an explanation of its proposed compensation model by addressing, at a minimum, the topics indicated on Exhibit 4, attached hereto and incorporated herein. The Respondent must disclose any charges or fees not included in its base price that the Town would incur. Proposals that fail to include the compensation information requested in Exhibit 4 will be deemed non-responsive and rejected as incomplete.
G. Certification
Each Respondent must certify on Exhibit 5, attached hereto and incorporated herein, that the Proposal is true and accurate, and that to the best of Respondent’s knowledge, the Proposal is not misleading or fails to include relevant information.
H. Non-Collusion Affidavit
A Respondent must submit a notarized Non-Collusion Affidavit, attached hereto and incorporated herein as Exhibit 6, certifying that the Respondent has not colluded with any other entity in the submission of the Proposal.
V. EVALUATION CRITERIA
The Town reserves the right to require in-person interviews with some or all the Respondents. In evaluating the Proposals, the Town’s selection will be based upon those factors deemed necessary to promote the best interests and welfare of the Town including, without limitation, the following:
A. Professional and Technical Competence
The Respondent’s ability to provide the desired services, including capacity to achieve the project goals and objectives described in this RFP.
B. Professional Qualifications and Specialized Experience of Respondent and Team
The Respondent’s experience in providing services similar to the desired services on projects of similar scope and magnitude. The Town will consider the past and current performance of the Respondent (and team members) on other contracts in terms of quality of services and compliance with performance schedules. The Town may solicit from current and/or previous clients, including other government agencies, units of local government or any available sources, relevant information relating to the Respondent’s record of performance.
C. Quality, Comprehensiveness and Adequacy
The Town will review the quality, comprehensiveness and adequacy of the proposed project management/implementation plan for providing the desired services including the staffing plan, local availability and commitment of personnel who will manage and oversee the project.
D. Compensation
The Town will consider the competitiveness and adequacy of the proposed compensation model for the desired services.
E. Competency of Respondent
No Proposal may be accepted from or contract awarded to any Respondent who is in arrears or in default to the Town upon any debt or contract and the same will be rejected. Prior failure of a Respondent to perform faithfully on any previous contract or work for the Town may be grounds for rejection. The Respondent must not have been suspended or debarred from doing business with the state and/or federal government. The Respondent, if requested, shall present evidence of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of this RFP. Such evidence shall be presented within a specified time and to the satisfaction of the Town.
VI. REJECTION OF PROPOSALS
6.1 Selection does not Guarantee the Award of a Contract
This RFP shall not create any legal obligation of the Town to evaluate any Proposal that is submitted or to enter into any contract or any other agreement with a Respondent that submits a response except on terms and conditions that the Town deems, in its sole and absolute discretion, to be satisfactory and desirable.
The Town reserves the right to reject all Proposals received and the right to waive non-material formalities and technicalities according to the best interests of the Town. Any Proposals submitted shall be binding for ninety (90) calendar days following the Town’s opening and review of the same. The Town reserves the right to select a single Respondent or multiple Respondents to perform the desired services. The Town reserves the right to terminate the desired services provided by the Respondent at any time and to ask for any additional information regarding a submitted proposal at any time. Any work provided by the Respondent will be in compliance with a contract to be entered into subsequent to this RFP.
By submitting a Proposal, the Respondent acknowledges its understanding of the requirements of this submission and agrees to be bound to the same.
All incomplete responses received will be rejected.
6.2 No Liability for Costs
The Town is not responsible for costs or damages incurred by interested parties in connection with the RFP process. This includes, but is not limited to, costs associated with preparing the Proposals and of participating in any interviews, site visits, demonstrations, oral presentations and negotiations.
VII. CONTRACT AWARD
1. The Respondent’s Proposal must be complete to be considered for the award.
2. The Town reserves the right to qualify, accept or reject any or all Respondents and accept any Proposal deemed to be in the best interest of the Town. The Town reserves the right to accept or reject any or all Proposals and waive irregularities or technicalities in any Proposal when in the best interest of the Town. The Town reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of the RFP.
3. Award, if made, shall be in the form of a contract.
4. If, after reward of a contract is made, the Town determines the Respondent is unable to provide sufficient service, the Town reserves the right to reject and relet or otherwise contract out for the services.
5. The award of a contract does not guarantee that the need will arise with respect to the successful Respondent’s services and the Town reserves the right to decline the use of the services sought herein and is in no way bound to any minimum usage requirements with regard to said services.
VIII. COMMITMENT TO DIVERSITY
As a unit of local government under the Constitution of the State of Illinois, the Town is committed to encouraging diversity in the performance of work for and by the Town. Please refer to Exhibit 7, attached hereto and incorporated herein, which provides a link to Section 2-870 of The Code of Ordinances of the Town of Cicero, Illinois for more information.