REQUEST FOR PROPOSALS (RFP) #MWJ2601

TRAVEL MANAGEMENT SERVICES – DISTRICT WIDE

Issued: December 12, 2025

The District will only accept proposals electronically uploaded to the CCC EUNA Procurement System (formerly

Bonfire) at: https://ccc.bonfirehub.com/portal/?tab=openOpportunities

City Colleges of Chicago will issue email alerts via EUNA for all published RFPs.

EUNA Vendor Support: access the EUNA Customer Hub

Proposal Due Date: Proposals must be submitted in the CCC EUNA Procurement portal no later than 12:00 p.m., CST, Tuesday, January 20, 2026.

Pre-Proposal Conference: A virtual pre-proposal conference is scheduled for Thursday, December 18, 2025, at

2:00 p.m., CST, to discuss the Scope of Services and the Minority and Women Business Enterprise Contract

Participation Plan (MBE/WBE).

ZOOM MEETING LINK: https://cccedu.zoom.us/j/93498893710?pwd=DbdcowIpbdCbbPhZapxQAYqfWE6KSz.1

Meeting ID: 934 9889 3710 Passcode: 147200

Questions: All questions regarding this solicitation should be submitted via the CCC EUNA Portal at:

https://ccc.bonfirehub.com/portal/?tab=openOpportunities.

Questions Deadline: The deadline for submitting final questions via EUNA is Friday, December 19, 2025, by

3:00 p.m., CST.

https://ccc.bonfirehub.com/portal/?tab=openOpportunities https://customer.eunasolutions.com/public/s/ https://cccedu.zoom.us/j/93498893710?pwd=DbdcowIpbdCbbPhZapxQAYqfWE6KSz.1 https://ccc.bonfirehub.com/portal/?tab=openOpportunities

RFP #MWJ2601

RFP Title: Travel Management Services

C I T Y C O L L E G E S O F C H I C A G O

Contents

1. BACKGROUND

2. INTENT TO SUBMIT

3. BUSINESS GOALS AND OBJECTIVES

4. SCHEDULE

5. INTENT AND SCOPE OF SERVICES

6. SPECIAL TERMS AND CONDITION

6.1. Insurance Requirements

6.2. Federal/State Funding

6.3. Participation by other Local Government Agencies

6.4. Payment

6.5. Termination

6.6. Indemnity

6.7. Non-Discrimination

7. SUBMITTAL REQUIREMENTS (Required Proposal Content)

7.1 Table of Contents

7.2 Cover Letter

7.3 Executive Summary

7.4 Response to the Scope of Services

7.5 Qualifications of the Proposer and References

7.6 Proposed Team Structure/Key Personnel

7.7 MBE/WBE Participation (Subcontracting or Teaming)

7.8 Joint Ventures

7.9 Fee/Cost Proposal

7.10 Financial Statements

7.11 Insurance Requirements

7.12 Legal Actions

7.13 CCC Ethics Orientation Contractors/Vendors

7.14 Disclosure

7.15 Debarment

7.16 Economic Disclosure Statement

7.17 IRS W-9 Form

7.18 Addenda

8. EVALUATION CRITERIA

8.1. Responsiveness of Proposal

8.2. Qualitative Criteria

8.3. Technical Evaluation

9. GENERAL INSTRUCTIONS

9.1. Time for Receiving Proposals

9.2. Communications and Inquiries

9.3. Pre-proposal Conference (if applicable)

9.4. Preparatory Cost

9.5. Contract Award

9.6. Contract Term

9.7. Conflicts

9.8. Withdrawal of Proposals

9.9. Ownership and Confidentiality

9.10. Addenda to this RFP

10. Adenda Acknowledgement Form

1 . B A C K G R O U N D

City Colleges of Chicago (CCC) consists of seven (7) community colleges which are all located within the city limits of Chicago. In addition, there are five (5) satellite locations that are affiliated with the colleges. A seven-member board of trustees, who are appointed by the Mayor of Chicago, governs the system. The chief administrative officer of the system is the Chancellor, who is appointed by the Board of Trustees. Each college has its own President, who reports to the Chancellor, and its own administrative staff which is responsible for policy administration in the areas of human resources and staff development, finance, academic affairs, administrative services and information technology. Each of these areas is headed by a Vice Chancellor that reports to the Chancellor.

2 . I N T E N T T O S U B M I T

Vendors who intend to submit a proposal in response to this solicitation should indicate their intent to submit in the EUNA portal, https://ccc.bonfirehub.com/portal/?tab=openOpportunities , no later than Tuesday, January 20, 2026, by 12:00 p.m., CST. If proposers fail to declare their intent, they must do so as part of their submission.

Link to: How do I submit my intent to bid?

3 . B U S I N E S S G O A L S A N D O B J E C T I V E S

The City Colleges of Chicago (CCC) is soliciting proposals from Vendors (“Vendor”) qualified to provide travel services on an as-need basis and to coordinate certain travel related services. The travel agency will provide travel-related services including but not limited to securing reservations for airlines, railroads, rental cars, bus companies, hotels, and other owners or contractors providing accommodations, transportation, and/or other travel-related services.

CCC intends to award a contract upon execution of a professional service agreement and the issuance of a Purchase Order, for a period April 2, 2026 through June 30, 2029, with an option to renew for an additional two (2) one-year periods or one (1) two-year option, at the discretion of the CCC Board.

https://cccedu.sharepoint.com/sites/FinanceOnboarding/Procurement/Procurement/Documents%20and%20Templates/How%20do%20I%20submit%20my%20intent%20to%20bid?

4 . S C H E D U L E

CCC anticipates the following schedule.

Activity Estimated Date RFP posted to the procurement portal 12/12/2025 Pre-Proposal conference 12/18/2025 @2pm Proposer’s Questions Deadline 12/19/2025 by 3pm CCC response to Proposer’s Questions 12/23/2025 Intent to Submit Proposal 01/13/2026 Proposal Due Date 01/20/2026 by 12pm

5 . I N T E N T A N D S C O P E O F S E R V I C E S

The RFP and all attachments are available for download from the City Colleges of Chicago EUNA Portal, https://ccc.bonfirehub.com/portal/?tab=openOpportunities. Proposers are responsible for checking the EUNA Portal for required forms, templates, clarifications, and/or addendums.

INTENT

The City Colleges of Chicago (CCC) is soliciting proposals from Vendors (“Vendor”) qualified to provide Travel Management Services. It is our intent to award to a qualified firm(s) selected through this RFP process and enter into an agreement with a firm most capable of performing/providing the requested services as described in this Request for Proposal (RFP).

SCOPE OF SERVICES

The travel agency will supply travel-related services, domestic and international, including but not limited to securing reservations for airlines, railroads, rental cars, bus companies, hotels, and other owners or contractors providing accommodations, transportation, or other travel-related services. Provide total travel management, supplier negotiations (air/car), online booking tool or website, reconciliation reports, and transition of CCC’s current travel services to the new agency travel services. Provide a dedicated concierge or specifically assigned Agency representative to CCC and the CCC customers.

REQUIREMENTS

- Office Hours

To begin no later than 8:00 A.M. and end no later than 6:00 P.M. (CST), Monday through Friday, excluding legal holidays. Changes may be made to the hours of operation during the course of business, if mutually agreed upon in writing between the CCC and the travel agency. Provide weekend hours for assistance with travel issues or if issues require escalation for resolution.

- Dedicated Phone Line for CCC users/travelers/travel arranges to call.

- Online Booking Tool/Website o Provide branded logo and online booking tools for corporate travel.

o Ability of the online tool/website to accommodate CCC specific messaging (pop-up) and link to CCC travel policy.

o Set up various levels of system users and profiles, such as authorized travelers, travel arrangers, and travel approvers.

o Search functionality and categorization expects the online booking tool to search and categorize search results, included but not limited to the lowest- cost options that meet the traveler’s needs.

If an Authorized Traveler selects a fare that is not the lowest cost, this must be identified to a Travel Approver and in reporting to CCC.

Describe how the search tools provide search results for airlines, hotels, and car rentals.

Does the online tool aid travelers in booking international travel or should international travel be booked with an agent?

o Online help desk from 8am to 6pm (CST), Monday to Friday, excluding legal holidays.

o Within 24-hour response time during business hours for requests for assistance from email correspondence or voice messages o Provide virtual training during implementation for the online booking tool.

o Provide support for CCC users which will include additional virtual and on demand training tools for new users/employees, such as videos, written instructions, etc.), assistance with the use of and navigation within the online tool, assistance with retrieving forgotten passwords, establishing profiles, setting travel arranger access to authorize or delegate travel permissions and other appropriate assistance as needed.

o Manage and update the online booking tool/website on a regular basis.

o Communicate to CCC any pertinent information regarding software changes or updates to the online booking tool/website.

o There will not be a limit to the number of CCC users.

o Must be able to provide ADA accommodations upon request

- Itinerary

Agency should provide a complete itinerary. A complete itinerary should include, but not limited to, passenger’s origin, destination, carrier and identifying number, time of departure and arrival, class or service, price, “record locator”, and travel consultant who made the reservation. In addition, seat assignments (when applicable), ground and hotel arrangements and free worldwide emergency 800 number (for use in unexpected situations in route).

Group Travel – Domestic Travel

Agency is required to provide travel agents with experience in booking groups. Group travel may include domestic and international travel for teams and/or sporting events.

o Group Airport Check-In: May ask to provide an agent to assist with group check-in at airports.

o Names Changes: Assist with changing passenger names on group issued airline tickets.

o Available to provide last minute travel arrangements.

- Group Travel – Athletic Team Travel

Agency is required to provide travel agents with experience in booking group and athletic team travel. Group travel will include domestic and international travel for teams and/or sporting events. For team travel, Respondents must be familiar with and abide by the league association rules and regulations related to athletic travel.

o Group Airport Check-In: May ask to provide an agent to assist with group check-in at airports.

o Names Changes: Assist with changing passenger names on group issued airline tickets.

o Available to provide last minute changes to existing travel arrangements (i.e. extended stay or early returns) o Provide last-minute travel arrangements for flights, hotels, and ground transportation when a team's playoff schedule is determined with little notice.

o Offer flexible booking options designed for unpredictable sports schedules, including the ability to change itineraries and cancel bookings with reduced fees, which is essential for ongoing playoff advancement or early elimination.

o Manage the logistics for the athletic team under a unified plan, ensuring everyone can travel or return to Chicago efficiently based on the outcome of a game or series.

Provide a sample itinerary, identify if booked via the online tool, agent, or other group travel details and offerings.

- Group Travel – Study Abroad

Agency is required to provide travel agents with experience in booking group.

o Group Airport Check-In: May ask to provide an agent to assist with group check-in at airports.

o Names Changes: Assist with changing passenger names on group issued airline tickets.

o Provide advance information on specific required travel documents, tests, vaccinations, warnings, etc. related to the international travel destination.

o Ability to provide last minute travel arrangements due to special situations that occur such as an illness occurs during the trip or other out of the ordinary circumstances.

Provide a sample itinerary, identify if booked via the online tool, agent, or other group travel details and offerings.

- Arrange Group Tours or Destination Tours as Requested for Any Type of Travel (Individual/Group) o Tours for domestic or international travel o Assist with providing tour operators who can create/develop itinerary selections for group to choose from for the travel dates.

o Arrange or assist with obtaining catering arrangements for the group or for the group tours, including caterers who can accommodate any dietary restrictions.

Provide a sample itinerary.

- Concierge Type Services o Whole package: flights, accommodations, transportation, restaurants/meals, excursions, activities, tours, experiences, etc.

o Domestic and international travel o For individuals and groups

Provide sample itinerary.

- Authorized Travel Service Providers

Agency must be authorized to provide travel services for various airlines, hotels, ground transportation, and car rental providers. Provide a response to identify the number of airlines, hotels, and car rental providers available from your company. (Please see separate Excel file titled “MWJ2601 - Appendix II– Authorized Travel Service Providers”. Complete and upload in Euna with entire pdf proposal file and in an Excel file version.)

- Voids, Cancellations, Unused Tickets, & Refunds

Agency will process any voids, cancellations, and unused tickets in a timely manner. Inform CCC of the Agency policies in place for voids, cancellations, unused tickets, and refunds.

- International Rate Desk

Agency will provide to CCC, at no additional charge, an “International Rate Desk” dedicated to assist travelers with complex itineraries. Aid international travelers in determining the travel requirements for the destination country. For example, if a passport, visa, or vaccination(s) are required, this information should be available to the traveler prior to making the reservation. In addition, the Agency should be able to book multiple legs of international travel.

- Annual Business Review

CCC and the Agency shall conduct a mandatory annual business review. Discuss agreement activity, pertinent issues arising during the year and to address business strategies and activities planned in the subsequent year.

- Emergency Service/Emergency Travel Assistance

A comprehensive emergency service shall be provided through the Agency. Agency must make clear on its itineraries how to access the emergency service. Agency will disclose all details and workings of the emergency service to Client, and updates shall be provided to Client as they arise. The Agency’s toll-free number shall be listed on all itineraries.

o It is expected that travelers requiring emergency assistance will receive priority attention over standard travel inquires and reservations.

o It is expected that this service will include the ability to re-book for missed/cancelled flights, assistance locating lodging when reserved lodging is no longer available and assistance with ground transportation when a reserved rental car or ground transportation reservation is no longer available.

o Additional emergency travel related assistance may include help in locating medical facilities while traveling, wallet and/or credit card loss/theft assistance, and any other services that the Agency provides to travelers in an emergency.

Provide a copy of your company’s policy on the handling of emergency travel activities

- Implementation/Transition Plan

Provide a plan that identifies the process and timeline for any transition of systems to on-board CCC to the Agency’s online booking tool and other travel services. Be specific and describe action items and responsible parties, programming, testing, training, etc. If there are pre-determined areas of concern or assumptions, describe those areas, as well. CCC expects that any transition to new systems to be fully implemented in 90 days, or less.

- Support o Account Management Services

Agency agrees to assign a specific dedicated Account Manager to CCC, who will function as Account liaison for CCC travelers/planners and the CCC travel manager.

Account manager will assist the CCC executives and their travel planners.

- Reporting o Provide CCC with standard monthly reports at no additional charge. The monthly reports can be provided, accessed, or made available in the online tool or sent via email to the CCC travel manger.

Provide the following reports, but not limited to, advance purchase analysis, lost savings, executive summary, airline report by carrier, hotel report and usage, top travelers, car rentals, and unused ticket report.

Is ad-hoc reporting capabilities available, as needed?

- Pricing Proposal

Any specific pricing within the above scope of services must be included in the pricing proposal. (See separate Excel file titled “Appendix III – Pricing Proposal”).

5.1. INTERROGATORIES

(NONE)

6 . S P E C I A L T E R M S A N D C O N D I T I O N

6.1. Insurance Requirements

The Proposer shall procure and maintain at all times, at Proposers own expense, until final acceptance of the Work covered by this Agreement, and if required to return during the warranty period, the types of insurance specified below, with insurance companies authorized to do business in the State of Illinois covering all operations under this Agreement, whether performed by the Proposer or by subcontractors.

The kinds and amounts of insurance required are as follows:

1. Worker's Compensation and Occupational Disease Insurance. Workers Compensation and Occupational Disease Insurance, in accordance with the laws of the State of Illinois, or any other applicable jurisdiction, covering all employees who are to provide a service under this contract.

Employer’s liability coverage with limits of not less than $1,000,000.00 each accident or illness shall be included.

2. Commercial Liability Insurance (Primary and Umbrella). Commercial Liability Insurance or equivalent with limits of not less than $5,000,000.00 per occurrence, combined single limit, for bodily injury, personal injury, and property damage liability. Products/completed operations, explosion, collapse, underground, independent contractors, broad form property damage and contractual liability coverages are to be included. City Colleges of Chicago is to be named as an additional insured without recourse or right of contribution for any liability arising from this work.

3. Automobile Liability Insurance. When any motor vehicles are used in connection with work to be performed, the Contractor shall provide Automobile Liability Insurance with limits of not less than $10,000,000.00 per occurrence combined single limit, for bodily injury and property damage. The City Colleges of Chicago is to be named as an additional insured.

(Note: $10M may be satisfied with Primary and Umbrella or Excess Policy.)

4. Cyber Liability. A Cyber and Privacy Policy shall be maintained with limits of not less than $5,000,000.00 to address liability for a data breach which may result in the compromise of personal data pertaining to District Trustees, Employees, Students, Administrators, Staff, Visitors and Guests.

The Policy shall cover a variety of expenses associated with data breaches, including, but not limited to:

notification costs, credit monitoring, costs to defend claims by state regulators, fines and penalties, and loss resulting from identity theft.

5. Fidelity, EPLI and Professional Liability (E&O). Professional liability insurance covering errors, omissions or negligent acts must be maintained with limits of not less than $5,000,000.00. Coverage must include contractual liability. When policies are renewed or replaced, the policy retroactive date must coincide with, or precede, start of work on this Agreement. A claims-made policy, which is not renewed or replaced, must have an extended reporting period of two (2) years.

The Contractor will furnish City Colleges of Chicago original Certificates of Insurance evidencing the required coverage to be in force on the date of this contract, and Renewal Certificates of Insurance, or such similar evidence, if the coverage has an expiration or renewal date occurring during the term of this contract. All insurance certificates shall name the Board of Trustees of Community College District No. 508, County of Cook and State of Illinois, and officers, directors, agents, students, employees, vendors, and volunteers as additional insured on a primary, non-contributory basis.

The Contractor shall submit evidence of insurance prior to contract award. The failure of City Colleges of Chicago to obtain such evidence from Proposer before permitting Proposer to commence work shall not be deemed to be a waiver by City Colleges of Chicago, and the Proposer shall remain under continuing obligation to maintain the insurance coverage.

The insurance herein specified shall be carried until all work required to be performed under the terms of the Agreement is satisfactorily completed and formally accepted. Failure to carry or keep such insurance in force may constitute a violation of the Agreement, and City Colleges of Chicago maintains the right to stop work until proper evidence of insurance is provided.

The insurance shall provide for 60 days prior written notice to be given to City Colleges of Chicago Procurement and Business Services Department in the event coverage is substantially changed, canceled, or non-renewed.

The Proposer shall require all subcontractors to carry the insurance required herein, or Proposer may provide the coverage for any or all subcontractors, and, if so, the evidence of insurance submitted shall so stipulate.

Any and all deductibles on referenced insurance coverage shall be borne by Proposers.

Proposer expressly understands and agrees that any insurance coverage and limits furnished by Proposer shall in no way limit the Proposer’s liabilities and responsibilities specified within the contract documents or by law.

The Proposer and each subcontractor agree that insurer shall waive their rights of subrogation against City Colleges of Chicago.

The Proposer expressly understands and agrees that any insurance maintained by City Colleges of Chicago shall apply in excess of and not contribute with insurance provided by the Proposer under the contract.

If the Proposer, or its subcontractors desire additional coverage, higher limits of liability, or other modifications for its own protection, the Proposer and each of its subcontractors, shall be responsible for the acquisition and cost of such additional protection.

City Colleges of Chicago maintains the right to modify, delete, alter or change these requirements.

6.2. Federal/State Funding

If funding for the Deliverables in this Subgrant Agreement derive from federal funding sources, then the terms set forth in this Addendum/Section shall apply and are hereby incorporated into the Subgrant Agreement. For purposes of this section, references to the “CCC” mean Chicago City Colleges and all its offices. References to “Entity” refers to “Subgrantee/Subgrantee”. References to “Contract” or “Agreement” refers to this Subgrant Agreement.

1. Compliance with Federal Law, Regulations, and Executive Orders. Entity will comply with all applicable federal statutes, regulations, executive orders, and other federal requirements in carrying out any project supported by federal funds. The Entity recognizes that federal laws, regulations, policies, and administrative practices may be modified from time to time and those modifications may affect project implementation. The Entity agrees that the most recent federal requirements will apply to the project.

2. Debarment and Suspension. Entity is not presently debarred, suspended, proposed, for debarment, declared ineligible or voluntarily excluded form covered transactions by any federal Agency or agency;

b) within a three-year period preceding this Agreement have not been convicted of or had a civil judgment rendered against it for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction or contract under a public transaction, violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records making false statements, receiving stolen property; c) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offences enumerated in subsection (b), above; d) have not within a three-year period preceding this Agreement had one or more public transactions (federal, state, or local) terminated for cause or default.

3. Lobbying and Political Activities. In signing this Agreement, Entity certifies, to the best of his or her knowledge and belief, that:

a. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with awarding any federal contract, the making of any federal grant, the making federal loan, the entering into any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

b. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress relating to this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.

c. The undersigned shall require that the language of the foregoing two subsections be included in the award documents for all subcontracts at all tiers and that all subcontractors shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Entity certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Entity understands and agrees that the provisions of 31 U.S.C. Chap.

38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

4. DHS Seal, Logo, and Flags. Entity shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA preapproval.

5. Records Retention. Entity shall maintain for three (3) years from the date of submission of the final expenditure report, adequate books, all financial records and, supporting documents, statistical records, and all other records pertinent to the Subaward, adequate to comply with 2 C.F.R. § 200.333, unless a different retention period is specified in 2 C.F.R. § 200.333. If any litigation, claim or audit related to the purchases contemplated herein is started before the expiration of the retention period, the records must be retained until all litigation, claims or audit exceptions involving the records have been resolved and final action taken.

6. No Obligation by Federal Government. The Federal Government is not a party to this Agreement and is not subject to any obligations or liabilities to the non-Federal entity, Entity, or any other party pertaining to any matter resulting from the Agreement.

7. Program Fraud and False or Fraudulent Statements or Related Acts. Entity acknowledges that 31 U.S.C.

Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Entity’s actions pertaining to this Agreement.

6.3. Participation by other Local Government Agencies

Other local government agencies (“Local Government Agencies”) may be eligible to purchase Services pursuant to the terms and conditions of this Contract if such agencies are authorized, by law or their governing bodies, to execute such purchases, and if such authorization is allowed by the City Colleges of Chicago’s District Director of Business & Procurement Services, and if such purchases have no significant net adverse effect on the City Colleges of Chicago and result in no observed diminished ability on the Bidder to provide the Services to the City Colleges of Chicago or user departments pursuant to such purchases. Local Government Agencies shall include without limitation: City of Chicago, Chicago Park District, Chicago Public Schools, Chicago Transit Authority, Chicago Housing Authority, Chicago Board of Elections, Metropolitan Pier & Exposition Authority (McCormick Place, Navy Pier), and the Municipal Courts. All purchases and payment transactions shall be made directly between the Bidder and the requesting Local Government Agency; City Colleges of Chicago shall not be responsible for payment of any amounts owed by any Local Government Agency to Bidder. The City Colleges of Chicago assumes no authority, liability or obligation on behalf of any Local Government Authority.

6.4. Payment

The selected proposer will not be entitled to demand or receive payment under this Agreement until all of the stipulations, provisions and conditions set forth in the Agreement have been complied with. Invoice(s) should be transmitted to the Accounts Payable Department via e-mail (preferred method) to accountpayableservices@ccc.edu or in duplicate hard copy to CCC, Accounts Payable Department, 3901 S.

State Street, Chicago, IL 60609. CCC offers expedited payment terms to its suppliers for accepting electronic payments, as follows:

Net 15 days or less - CCC utilizes an electronic payment method leveraging unique and secure card-less payment accounts which allows for placement of funds for approved payment transactions on a Visa Single Use Account (“SUA”) administered through U.S. Bank via the Payment Plus program.

Net 45 days - CCC also utilizes Automatic Clearing House (“ACH”) as a method to pay suppliers. This requires completion of a form indicating Bank routing and account number information authorizing CCC to deposit funds into your Bank account.

Net 60 days – CCC will issue traditional checks to suppliers unable to accept one of the preferred electronic methods.

6.5. Termination

1. Termination for Convenience. This contract can be terminated upon ten (10) days written notice by

City Colleges of Chicago on the grounds of Proposer’s violation of any terms and conditions of the Contract, procedures or guidelines or inadequacy of Proposer’s performance or if there is no further need for the requirements. In the event that no funds or insufficient funds are appropriated and budgeted in any fiscal period of the City Colleges of Chicago for payments to be made under this agreement, then the City Colleges of Chicago will notify the contractor of such occurrence and this agreement shall terminate on the earliest of the last day of the fiscal period for which sufficient appropriation was made or whenever the funds appropriated for payment under this Agreement are exhausted. No payments will be made or due to the contractor under this contract beyond those amounts appropriated and budgeted by the City Colleges of Chicago to fund payment under this contract.

City Colleges of Chicago may terminate this Contract, or any portion of the Services to be performed under it, at any time for convenience by a notice in writing from CCC to the Proposer when the Contract may be deemed no longer in the best interest of CCC.

2. Termination for Default. Subject to Section 10(a) herein, this Agreement may also be terminated for default. Each of the following shall constitute an event of default by Consultant (“Default”).

a. Any material misrepresentation, whether in the inducement or in the performance, made by the Consultant to the Institution; and

b. A breach of a representation or warranty contained in this Agreement; and

c. The insolvency, bankruptcy or committing of any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors; and

d. Failure to comply with or perform any material provision of this Agreement; and

e. Failure or refusal to provide enough properly skilled personnel, adequate supervision, or adequate materials and equipment of the proper quality to perform the Services;

f. Causing, by any action or omission, the stoppage, delay of, or interference with, the work of any other Consultant or subconsultant.

If a court of competent jurisdiction rules that termination of this Agreement by the Institution for default of Consultant was wrongful, then the termination shall be deemed to have been a termination for convenience

3. Curable and Incurable Defaults. Time-sensitive defaults (e.g., failure to meet deadlines) are not curable unless the Institution, in its sole and absolute discretion, extends the deadline. Such extension, however, does not relieve Consultant of liability for any damages the Institution may suffer. Consultant shall cure any default that is not time-sensitive with ten (10) calendar days after Consultant is given notice of the default.

4. Remedies. In addition to any other remedies contained herein, the Institution may invoke any or all of the following remedies for a Default:

a. Complete the Services at Consultant’s expense, either directly or through the use of contractors and subcontractors; or

b. Receive a refund or withhold all or any portion of the Fee; or

c. Demand specific performance, an injunction or any other appropriate equitable remedy; or

d. Terminate this Agreement.

5. Right to Offset. All costs incurred by the Institution due to: (i) termination of this Agreement for default; or (ii) Consultant’s performance of the Services; or (iii) Institution’s exercise of any of the remedies available herein, may be offset by: (i) any credits due to or overpayments made by the Institution; or (ii) any payments due to Consultant for Services completed. If such amount offset is insufficient to cover those excess costs, Consultant shall be liable for and promptly remit to the Institution the balance upon written demand. This right to offset is in addition to and not a limitation on any other remedies available to the Institution.

No remedy hereunder is exclusive of any other remedy, but each remedy shall be cumulative and in addition to any other remedies at law, in equity or by statute existing now or hereafter. No delay or omission to exercise any right or power accruing upon any Default shall impair any such right or power nor shall it be construed to be a waiver of any Default or acquiescence therein, and every such right and power may be exercised periodically and as often as may be deemed expedient. If the Institution considers it to be in the Institutions best interest, it may choose not to declare a default or terminate the Agreement. The parties acknowledge that this provision is solely for the benefit of the Institution and that if the Institution permits Consultant to continue providing Services despite one or more events of default, the Consultant is in no way relieved of any of its duties and obligations under the Agreement and the Institution does not waive or relinquish any of its rights.

6. Additional Provisions. The parties further agree the following provisions:

a. Cooperation with Successors. If this Agreement expires or is terminated for any reason, Consultant shall use its best efforts to assure an orderly transition to Institution and to the successor consultant, if any. Consultant must make an orderly demobilization of its own operations, provide the Services uninterrupted until the effective day of such termination or expiration, and otherwise comply with the reasonable requests and requirements of the Institution in connection with the termination or expiration.

6.6. Indemnity

Notwithstanding any other terms and conditions, including any obligations regarding insurance coverage, Vendor agrees to defend, indemnify, save and hold harmless fully the Board of Trustees of Community College District No. 508, its colleges, satellite campus’, officers, employees, agents, students, volunteers and contractors against any and all claims, suits or judgments, costs or expenses, including attorney’s reasonable fees, (collectively (“Loss”)) in connection with this Agreement. This indemnification obligation does not extend to that portion of a Loss caused by Institution’s negligence, as determined by a court of competent jurisdiction in a final, non-appealable judicial order. The firm must acknowledge in their submission their willingness to indemnify City Colleges of Chicago.

The requirements listed below are mandatory for protecting the interests of the City Colleges of Chicago.

1. The successful Proposer shall indemnify and hold CCC harmless from all providers’ performance or failure of performance under the resulting contract.

2. The successful Proposer shall keep CCC free and clear from all liens asserted by any person or firm for any reason arising out of the furnishing of services or materials by or to the provider.

3. The action of the successful Proposer with third parties is not binding upon CCC.

Minimum Wage

Effective December 11, 2014, City Colleges of Chicago (CCC) adopted Mayoral Executive Order 2014-1 which provides for a fair and adequate Minimum Wage to be paid to employees of CCC contractors and subcontractors performing work on CCC contracts. A copy of the Order may be downloaded from the Chicago City Clerk's website at:

https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html#:~:text=Starting %20July%201%2C%202024%20the,with%204%20or%20more%20workers.

The selected Proposers must comply with Mayoral Executive Order 2014-1 and any applicable regulations issued by the Vice Chancellor of Business and Procurement Services. The minimum wage in Chicago (for city contracts) is posted to the City’s website:

https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html

The Minimum Wage must be paid to:

a. All employees regularly performing work on CCC property or at a CCC jobsite.

b. All employees whose regular work entails performing a service for CCC under a CCC contract.

The Minimum Wage is not required to be paid to employees whose work is performed in general support of contractors’ operations, does not directly relate to the services provided to CCC under the contract, and is included in the contract price as overhead, unless that employee's regularly assigned work location is on CCC property or at a CCC jobsite. It is also not required to be paid by employers that are 501(c)(3) not-for-profits.

Except as further described, the Minimum Wage is also not required to be paid to categories of the Illinois Minimum Wage Law, 820 ILCS 105/1 et seq., in force as of the date of this Contract or as amended.

Nevertheless, the Minimum Wage is required to be paid to those workers described in subsections 4(a)(2)(A) and 4(a)(2)(B) of the Illinois Minimum Wage Law.

Additionally, the Minimum Wage is not required to be paid to employees subject to a collective bargaining agreement that provides for different wages than those required by Mayoral Executive Order 2014-1, if that collective bargaining agreement was in force prior to December 11, 2014, or if that collective bargaining agreement clearly and specifically waives the requirements of the order.

If the payment of a prevailing wage is required and the prevailing wage is higher than the Minimum Wage, then the Contractor must pay the prevailing wage.

Prevailing Wage

As required by the Illinois Revised Statutes, Chapter 48, Sections 39s-1 -39s-11, Prevailing Wage Act, as amended, requires that all wages paid to laborers, workers or mechanics performing work under this https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html#:%7E:text=Starting%20July%201%2C%202024%20the,with%204%20or%20more%20workers https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html#:%7E:text=Starting%20July%201%2C%202024%20the,with%204%20or%20more%20workers https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html contract be in accordance with the general prevailing hourly rate of wages for persons engaged in the construction of public works in this locality as determined by the Department of Labor of the State of Illinois. The Contractor and its subcontractors shall provide all labor compliance data via CCC’s electronic monitoring system, LCPTracker at https://fortifyv2.lcptracker.net/ Payroll information and labor hours shall be submitted weekly in the system. Failure to properly and timely record certified payroll data in LCPTracker will delay vendor payments.

6.7. Non-Discrimination

A Contractor, in performing under this Agreement, shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, creed, color, sex, age or national origin, nor otherwise commit an unfair employment practice.

This article will be incorporated by Contractor in all agreements entered into with supplier of materials or services, Contractors and Subcontractors and all labor organizations, furnishing skilled, unskilled and craft union skilled labor, or who may perform any such labor or services in connection with this contract.

Attention is called to Executive Order 11246 issued September 24, 1965, 3 CFR p. 567, 1966; The Civil Rights Act of 1964, Pub. L. 88-352, July 2, 1964, 78 Stat. 241 et sub; to the

State Acts approved July 28, 1961, Ill. Rev. Stat. 1967, CH. 38, Secs. 13-3 to 13-4 inclusive; July 8, 1933, Ill. Rev. Stat. 1967, CH. 29, Secs. 17 to 24 inclusive: July 21, 1961, Ill. Rev. Stat. 1967, CH. 48, Secs. 851 to 866 inclusive, and July 26, 1967, Ill. Rev. Stat. 1967, CH. 48, Secs. 881 to 887 inclusive, and an ordinance passed by the City Council of the City of Chicago, August 21, 1945, page 3877 to the Journal of the Proceeding.

When requested to demonstrate compliance, the Contractor and Subcontractors will furnish such reports and information as requested by the Chicago Commission on Human Relations.

https://fortifyv2.lcptracker.net/

7 . S U B M I T T A L R E Q U I R E M E N T S ( R e q u i r e d P r o p o s a l C o n t e n t )

Proposers are required to submit proposals in two formats in EUNA (formerly Bonfire), https://ccc.bonfirehub.com/portal/?tab=openOpportunities:

a. Full PDF proposal response, excluding excel files;

b. Upload each response section (submittal requirements) separately into EUNA (pdf and Excel files where indicated)

7.1 Table of Contents

To provide uniformity and to facilitate comparison of proposals, CCC is requesting that all proposals include a table of contents. CCC reserves the right to waive minor variances or irregularities.

7.2 Cover Letter

Please limit this to one page. The cover letter must contain the following information on company letterhead:

a. Proposer’s commitment to provide the required services at the proposed price and schedule, indicating that the offer is valid for one hundred-eighty (180) days from proposal deadline due date.

b. Contact Person’s Name, Title and contract information (for this RFP);

c. Acknowledgement that it has read and understands this RFP’s Terms and Conditions;

d. Signatures by a principal and if applicable, a joint venture partner (wet ink signature(s)).

7.3 Executive Summary

Please limit this section to 2 pages. The Executive Summary shall include the following sections:

a. Brief project overview;

b. Key team members and Partners (subcontractors and/or partners) and respective project alignment;

c. Brief statement of the proposed team’s strengths.

7.4 Response to the Scope of Services

This section must provide a detailed response to the Scope of Services Section of this RFP in PDF format.

Include required sample itineraries and MWJ2601 - Appendix II– Authorized Travel Service Providers Excel file.

7.5 Qualifications of the Proposer and References

Firms must meet the following requirements:

a. Proposer has been in business for a total of at least two (2) full calendar years.

b. Proposer must be registered with the Office of the Illinois Secretary of State with a status of Good Standing. Please use this link https://apps.ilsos.gov/corporatellc for status. If not available at the time of submittal, NOTE that proposers must be registered with the Office of the Illinois Secretary of State to receive an award.

c. Proposers shall remain in Good Standing while doing business with City Colleges of Chicago.

Proposers responding to this request must have experience providing the services defined in the Scope of Services Section of this RFP and submit the following as evidence:

a. Proposer must include a description of the organization’s background as follows:

a. Legal Name;

b. Assumed Names if any;

c. Legal form (e.g. sole proprietor, partnership, corporation, joint venture);

d. If a subsidiary, provide the same information about the Parent Company as required in this table format;

e. Date and State where formed;

f. Number of employees;

g. Number of years in business;

h. Relevant Certifications;

i. Is Proposer authorized to conduct business in Illinois? if so, provide a copy of the Office of the

Illinois Secretary of State Certificate of Good Standing. If no, please explain.

b. Provide at least three (3) relevant references in the required format below, from clients using similar services from your firm. All references shall be from projects performed during the last five (5) years.

i. Contract/Project Name*

ii. Name of the organization*

iii. Name of the contact person (title, email and phone number)*

iv. Project dollar value*

v. Prime or subcontractor?*

vi. Contract Period*

vii. Project Scope* https://apps.ilsos.gov/corporatellc

viii. Proposer’s role/scope (succinct description)* *Required information

7.6 Proposed Team Structure/Key Personnel

The Proposer may be comprised of one or more firms as to assure the overall success of the contract. The proposer must present the following:

a. Team chart or table that clearly identifies each team member, specifying their role in the project (this should be more detailed than the information provided in the executive summary), and including MBE, WBE and/or other subcontractors category.

b. Chronological resumes for key personnel.

CCC reserves the right to reject any key personnel proposed if it is determined not to be in CCC’s best interest.

The evaluation of proposals includes the qualifications of the personnel proposed; therefore, proposers must name key personnel as part of their response. Key Personnel must not be replaced during the project without the approval of CCC.

7.7 MBE/WBE Participation (Subcontracting or Teaming)

Proposer must concisely describe the role of subcontractors, MBE and WBE partners in alignment with the scope of services. In addition, Proposer must complete all the required MBE and WBE schedules as described in this section.

City Colleges of Chicago (CCC) has adopted a Minority and Women Business Enterprise (MBE/WBE) Plan to ensure that MBEs and WBEs shall have maximum feasible opportunities to participate on City Colleges of Chicago contracts. Said plan establishes the following goals:

a. MBE Participation goal: 25%

b. WBE Participation goal: 7%

Proposers can access and review the Policy and the Plan for the Minority and Women Business Enterprise Participation.

In response to this section, Proposers must:

a. Describe the role of subcontractors, MBE and WBE partners in alignment with the scope of services;

b. Submit Schedule A;

c. Submit Schedules C, C-1, or D (as applicable);

d. Submit Letters from MWBE certifying agencies.

https://www.ccc.edu/wp-content/uploads/services_Documents_Procurement_MWBE_Certification.pdf https://www.ccc.edu/wp-content/uploads/services_Documents_Procurement_MWBE_Certification.pdf

Schedule A may include direct or indirect participation in the provision of the services requested in the RFP. Proposers requesting a waiver must include a narrative addressing the good faith efforts with its Schedule D.

7.8 Joint Ventures

If submitting a proposal as a Joint Venture, a copy of the executed Joint Venture Agreement must be provided as well as the Federal Identification Number as a joint venture.

If a subcontractor wishes to be considered separately for a portion of the services, such firm should submit a separate submittal in response to this RFP.

A firm may propose both as a joint venture and independently as a single Proposer. If a joint venture response is rejected, no firm which has participated in the joint response can be considered to provide services unless it has separately submitted a response. Similarly, two (2) or more firms may submit responses as a prime proposer and subcontractor(s) relationship. In the event of such an arrangement, the CCC reserves the right to reject any subcontractor and accept only the prime proposer. CCC will not accept a subcontractor and reject the primary proposer.

In accordance with Proposer’s joint ventures provisions, CCC may award a single contract to the prime proposer, including any primary proposer who identifies a subcontractor that will perform a portion of the services, or a single contract to a legally established joint venture.

If a prime proposer is proposing a joint solution that requires CCC to execute a contract with a third party and/or pay a third party directly, the proposal must clearly indicate why it is necessary for CCC to directly contract and/or pay the third party. The proposal must include the capability/scope/ and pricing for each third party as well as the third party’s proposed contractual documents.