1-NC2621-Audio Visual Equipment and Services - Classroom Updates RFP (Final).pdf

REQUEST FOR PROPOSALS (RFP) NC2621

AUDIO VISUAL EQUIPMENT AND SERVICES – CLASSROOM UPDATES

The District will only accept proposals electronically uploaded to the 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. Central Time, Tuesday, September 8, 2026.

Pre-Proposal Conference: A pre-proposal conference is scheduled for Wednesday, August 12, 2026 at 11:00 a.m. to discuss the Scope of Services and the Minority and Women Business Enterprise Contract Participation

Plan (MBE/WBE).

MEETING LINK:

https://cccedu.zoom.us/j/98355581615?pwd=I8VKz8V7Mw6EbpnWGTlRQLyCL2ggeb.1

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 Monday, August 17, 2026, by

12:00 p.m, Central Time.

https://ccc.bonfirehub.com/portal/?tab=openOpportunities https://customer.eunasolutions.com/public/s/ https://cccedu.zoom.us/j/98355581615?pwd=I8VKz8V7Mw6EbpnWGTlRQLyCL2ggeb.1

RFP #NC2621

Audio Visual Equipment and Services – Classroom Updates

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. SCOPE OF SERVICES

5.1. INTERROGATORIES

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/Interrogatories

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. APPENDIX I – ADDENDA ACKNOWLEDGEMENT FORM

APPENDIX II - AUDIO VISUAL SPECIFICATIONS (SEE SEPARATE EXCEL FILE)

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 Friday, September 4, 2026, by 12:00 p.m. If proposers fail to declare their intent, they must do so as part of their submission.

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 goods and services.

CCC intends to award one thirty-six (36) month contract. The installation will take place during years one through three with warranty periods extending beyond installation for an additional one to two years or until warranty expires for the services requested with an additional two (2) one-year renewal options.

The business goal of this procurement is to establish one or more qualified audiovisual technology partners capable of supporting CCC’s district-wide instructional, administrative, and operational needs through reliable equipment, professional integration services, responsive technical support, and cost-effective pricing. The selected vendor(s) will help CCC modernize and maintain multimedia classrooms and related technology environments in the seven colleges, and satellite locations across the district.

CCC seeks to achieve the following business objectives:

1. Enhance the student and faculty experience by delivering modern, reliable audiovisual capabilities that support rich multimedia instruction, collaboration, videoconferencing, and technology-enabled learning across CCC facilities.

2. Standardize audiovisual design, installation, and support through vendor-provided technical design, equipment configuration, programming, commissioning, documentation, and manufacturer-authorized training for CCC technical staff.

3. Improve operational reliability and service continuity by requiring defined service levels, rapid response times, preventive maintenance, repair support, advance replacement processes, and documented escalation procedures for equipment issues.

4. Maximize fiscal value and purchasing efficiency by establishing competitive pricing, cost-plus structures, volume and educational discounts, transparent rate cards, and incentives that support planned investments across FY27, FY28, and FY29.

5. Strengthen asset visibility and lifecycle management by requiring accurate inventories, asset tagging, serial number tracking, warranty expiration data, software license renewal tracking, and accessible ordering and reporting information.

6. Support scalability and future technology needs by allowing CCC to procure additional hardware, software, services, upgrades, and related audiovisual technologies as instructional and operational requirements evolve.

7. Promote accountability and governance through management meetings, contract performance reporting, audit support, written notification of adverse conditions, and adherence to CCC approval, ordering, delivery, and invoicing requirements.

4 . S C H E D U L E

CCC anticipates the following schedule.

Activity Estimated Date RFP posted to the procurement portal August 5, 2026 Pre-Proposal conference August 12, 2026 Proposer Questions Deadline August 17, 2026 CCC response to Proposer Questions– Tentative August 26, 2026 Intent to Submit Proposal September 4, 2026 Proposal Due Date September 8, 2026

5 . 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 addenda.

Current State/Pain points

CCC currently supports a large and growing audiovisual environment across the District Office, seven colleges, and satellite locations, including more than 500 multimedia classrooms. The scale, age, variety, and distributed nature of this environment create operational challenges that require consistent vendor partnership, standardized delivery practices, and improved lifecycle management.

• Inconsistent room standards and configurations: Audiovisual spaces vary by campus, room type, equipment age, and instructional need, which can create uneven user experiences and increase troubleshooting complexity.

• Limited asset visibility: CCC requires more consistent room-by-room inventories, asset tags, serial numbers, warranty information, software license records, firmware versions, configuration files, and lifecycle data to support planning and accountability.

• Reactive support model: Equipment failures, compatibility issues, software updates, and configuration changes can disrupt instruction, meetings, and campus operations when support, escalation, and preventive maintenance are not clearly defined.

• Growing demand for multimedia and hybrid-capable spaces: Faculty, students, staff, and guests increasingly rely on high-quality presentation, collaboration, videoconferencing, recording, and wireless sharing capabilities.

• Need for coordinated procurement and pricing: CCC must manage planned investments across multiple fiscal years while ensuring competitive pricing, transparent rate cards, documented discounts, and efficient Statement of Work development.

• Documentation and knowledge transfer gaps: CCC requires reliable as-built documentation, user instructions, administrative training, uncompiled control code, configuration files, and repeatable support procedures to reduce dependency on individual vendors or staff.

Future State /Desired Outcomes

Through this procurement, CCC seeks to establish a scalable, standards-based audiovisual support and integration model that improves reliability, user experience, operational efficiency, and long-term value across the District.

• Standardized and modernized audiovisual environments: CCC expects consistent design, installation, configuration, commissioning, and documentation practices that support predictable room performance and easier support across all campuses.

• Improved instructional and meeting experiences: Classrooms should support reliable multimedia instruction, collaboration, videoconferencing, wireless presentation, and hybrid engagement for students, faculty, staff, and visitors.

• Proactive maintenance and reduced downtime: Vendor services should include preventive maintenance, remote diagnostics, service desk coordination, rapid response, loaner or replacement equipment where appropriate, and documented escalation paths.

• Complete lifecycle and asset management: CCC expects accurate, accessible, and regularly updated asset inventories, warranty records, software and firmware tracking, configuration data, service history, and replacement planning information.

• Transparent and efficient procurement execution: Vendors should provide clear pricing schedules, cost-plus structures, volume and educational discounts, rate cards, SOW templates, and reporting that support timely decision-making and fiscal stewardship.

• Stronger governance and accountability: CCC expects defined service levels, performance reporting, management meetings, audit support, written notices of adverse conditions, and compliance with CCC approval, ordering, delivery, invoicing, and asset tracking requirements.

• Sustainable knowledge transfer: Vendors must provide training, user guides, administrative documentation, as-built drawings, and applicable programming or configuration files so CCC technical staff can support, maintain, and scale the environment effectively.

Functional Business Requirements

“Must have” requirements are required for proposal responsiveness and contract performance unless otherwise approved in writing by CCC. “Nice to Have” requirements are preferred capabilities that may strengthen a proposal but are not mandatory minimum requirements.

Requirement Category

Requirement Classification

Vendor Qualifications

Demonstrated experience delivering audiovisual equipment, integration, support, and maintenance services at the scale required by large educational institutions, governmental agencies, or comparable distributed organizations.

Must Have

Turnkey Delivery

Ability to provide technical design, equipment recommendations, procurement support, installation, configuration, programming, commissioning, documentation, training, and post-implementation support.

Must Have

Districtwide Support

Capability to support CCC’s District Office, seven colleges, satellite locations, and more than 500 multimedia classrooms, with capacity to scale as needs grow.

Must Have

Service Responsiveness

Initial vendor response to service requests must occur within four hours of notification, with proposed service levels for business hours, evenings, weekends, holidays, emergency response, and escalation.

Must Have

Account Management

Dedicated account and customer service representatives responsible for order support, issue resolution, communications, and CCC relationship management.

Must Have

Pricing Transparency

Provision of Cost per unit, Shipping/processing, Warranty, installation, programming, removal of legacy AV equipment and estimated Annual software, if applicable.

Must Have

Asset and Inventory Tracking

Room-by-room inventory tracking, asset tagging, serial number tracking, warranty expiration tracking, license renewal tracking, service history, and reporting in Excel or .csv format as requested by CCC.

Must Have

Knowledge Transfer

Manufacturer-authorized training, user guides, administrative documentation, as-built drawings, configuration files, and uncompiled programming/code for installed audiovisual and room control systems.

Must Have

Preventive Maintenance Documentation

Preventive maintenance documentation that includes manufacturer-recommended service intervals, inspections., diagnostics, firmware/software updates, cleaning, testing, documentation, and issue reporting

Must Have

Enhanced Support Capabilities

Remote diagnostic lab, unlimited end-user retraining, loaner equipment for extended repairs, after-hours emergency service desk support, and advance replacement coordination.

Nice to Have

Innovation and Roadmapping

Recommendations for emerging audiovisual technologies, lifecycle refresh strategies, standardized room models, reporting dashboards, and future-ready classroom or meeting space designs.

Nice to Have

TECHNICAL REQUIREMENTS AND SPECIFICATIONS

Proposed solutions must meet the following technical requirements and specifications, in addition to all equipment, software, installation, integration, support, repair, maintenance, delivery, invoicing, and pricing requirements stated elsewhere in this solicitation. For technical equipment requirements please reference Appendix II – Audio Visual Specifications.

1. Equipment condition and warranty: All equipment must be new, not refurbished or rebuilt, and warranted for at least one year or the manufacturer-recommended term, whichever is longer.

2. Classroom technologies: Supported technologies include, but are not limited to, interactive displays, control and switching systems, dedicated desktop computers, ceiling loudspeakers and microphones, PTZ cameras, document cameras, wireless presentation gateways, and videoconferencing systems.

3. Computer minimum specifications: Multimedia room computers must include, at minimum, a 512 GB SSD hard drive, 16 GB RAM, i5 processor or better, network capabilities, and USB connectivity.

4. Control and switching systems: Proposed systems must support high-definition presentation, reliable signal routing from multiple inputs and sources to one or more displays, and room control programming consistent with CCC standards.

5. Wireless presentation: Wireless presentation gateways must allow authorized users and guests to securely and wirelessly present content in multimedia-capable rooms.

6. Software configuration: All software options must be pre-configured, installed, tested, and documented before delivery, with any additional charges clearly stated as flat-rate options.

7. Software lifecycle tracking: Vendor must maintain software license renewal information, software and firmware revision levels, renewal notifications, and compatibility information in a tracking database accessible by CCC.

8. Configuration data: Vendor must provide and maintain as-built drawings, uncompiled control system configuration files, compiled code extracted from system controllers where applicable, system configuration files, IP address lists, and software/firmware revision data for critical system components.

9. Installation and commissioning: Installations must include approved technical design, approved equipment lists, setup, installation, integration, configuration/programming, commissioning, testing, use case documentation, decommissioning and removal of legacy AV equipment, and how-to instructions. Vendors must work with City Colleges Admin Services if alterations are necessary to building materials.

10. Network Standards and Topology: Vendor must adhere to City Colleges network standards and proper network topology stated by City Colleges infrastructure and information technology teams. Vendor must adhere to proper hostname conventions designed by City Colleges

11. Support and escalation: Vendor support must include centralized service desk coordination, ticket lifecycle management, certified field service technicians, phone and onsite support, emergency support options, response-time commitments, and documented escalation paths.

12. Security and change control: Software updates, firmware updates, configuration changes, and system-wide updates must be coordinated with CCC resources and implemented in a manner consistent with CCC security policy and operational change-control expectations.

13. Returns, replacements, and RMA processing: Vendor must support returns, replacement of defective or dead-on-arrival equipment, RMA processing, shipment tracking, advance replacement where available, installation of replacement units, and return of failed units to the manufacturer.

5.1. INTERROGATORIES

1. Vendor must confirm that proposal can meet the business functional and technical requirements listed above.

2. Vendors must provide examples or scenarios of audio-visual buildouts similar to what is being asked for this solicitation.

3. Vendors must provide adequate documentation on how items will be sourced on a large scale.

4. Vendors must provide supporting documentation of adequate knowledge on programming and network topology regarding audio visual build outs.

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 $1,000,000.00 per occurrence combined single limit, for bodily injury and property damage. The City Colleges of Chicago is to be named as an additional insured.

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. Technology Errors and Omissions. Company shall maintain coverage with limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) in the aggregate for errors and omissions in conjunction with professional services inclusive of assumption of contractual liability. This coverage must include Privacy/Network Coverage and security/privacy must not be excluded. The policy shall have a retroactive date effective with commencement of professional services and have an extended reporting period of not less than two (2) years following completion of such professional services. Subcontractors performing technical services for Company must maintain limits of not less than One Million Dollars ($1,000,000) per occurrence with the same terms herein, if Company is not providing coverage for its subcontractors.

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. 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 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 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 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

https://www.chicago.gov/city/en/depts/bacp/supp_info/minimumwageinformation.html https://fortifyv2.lcptracker.net/

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.

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 will be required to submit proposals in two formats:

a. Full PDF response, excluding excel files;

b. Each response section (submittal requirement) separately into EUNA (formerly Bonfire).

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/Interrogatories

This section must provide a detailed response to the Scope of Services Section of this RFP in PDF format. This section should also include a response to the interrogatories in section 5.1.

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);

https://apps.ilsos.gov/corporatellc

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*

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.

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.

MBE/WBE instructions.

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…