7-Point of sale RFP Final.docx

REQUEST FOR PROPOSALS (RFP) #WM2624

POINT OF SALE SYSTEM

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, Thursday, November 19, 2026.

Pre-Proposal Conference: A pre-proposal conference is scheduled for Friday, October 23, 2026, at 12:00 p.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/92108359995?pwd=CeGWw3hjlqapz6SGRibuMNaZ797VIg.1

Meeting ID: 921 0835 9995

Passcode: 129432

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 Wednesday, October 28, 2026, by 12:00 p.m., Central Time.

Contents

RFP #WM2624

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

1. BACKGROUND

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. INTENT TO SUBMIT

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, November 17, 2026, by 12:00 p.m. If proposers fail to declare their intent, they must do so as part of their submission.

3. BUSINESS GOALS AND OBJECTIVES

The City Colleges of Chicago (CCC) is soliciting proposals from Vendors (“Vendor”) qualified to provide services to be procured.

CCC intends to award one thirty-six (36) month contract for the requested services with an additional two (2) one-year renewal options.

4. SCHEDULE

CCC anticipates the following schedule.

5. SCOPE OF SERVICES

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.

5a. Purpose and general requirements

Washburne Culinary & Hospitality Institute (WCHI) seeks an enterprise-grade Point-of-Sale (POS) solution to support instructional operations, retail food service, full-service restaurant operations, catering activities, inventory management, and hospitality student learning experiences. The solution must support multiple business units and profit centers while providing centralized reporting and administrative oversight.

5b. Enterprise Solution Requirements The proposed POS platform shall provide the following capabilities:

Multi-Location & Reporting

· Support multiple profit centers with consolidated (roll-up) reporting.

· Ability to generate customized and ad hoc reports.

· Export functionality for financial and operational reporting.

· Real-time sales and performance dashboards.

Scalability

· Ability to add:

· Fixed terminals

· Mobile terminals

· Handheld ordering devices

· Additional locations and revenue centers

· Compatible mounting options for stationary terminals.

Payment Processing

· Integrated credit card processing across multiple profit centers.

· PCI-compliant payment processing.

· End-to-end encryption and current security standards.

· Contactless payment support including:

· Apple Pay

· Google Pay

· Tap-to-pay credit/debit cards

Security & User Access

· Layered security architecture.

· Role-based user permissions.

· Configurable access levels for:

· Administrators

· Faculty

· Managers

· Student workers

· Front-of-house staff

· Catering personnel

System Maintenance

· Automatic online tax rate updates.

· Regular software updates and security patches.

· Cloud-based administration and system management.

· Vendor technical support and customer service.

Digital Ordering & Catering

· Integrated online ordering platform for Sikia Café.

· Secure online payment processing.

· Catering order management module.

· Event billing and invoicing capabilities.

Inventory Management

· Built-in inventory control system.

· Ingredient-level inventory tracking.

· Menu-item depletion functionality.

· Purchase and usage reporting.

· Inventory valuation and adjustment tools.

5c. Sikia Restaurant Operational Requirements Front-of-House & Guest Experience:

Reservation & Seating Management

· Host stand terminal (1).

· Interactive seating chart functionality.

· Table status monitoring.

Reservation Platform Integration The POS system should integrate with one or more of the following reservation platforms:

· OpenTable

· Resy

· Tock

Guest Services

· Guest profile management.

· Reservation history tracking.

· Customer relationship management (CRM) integration.

Tableside Service Preferred but not required:

· Handheld ordering devices.

· At-table credit card processing.

· Wireless payment acceptance

5d. Kitchen & Bar Operations The system must support production routing and printer management for the following stations:

Kitchen Management

· Menu routing by station.

· Modifier management.

· Order tracking and status updates.

· Course firing capabilities.

5e. POS Hardware Requirements Fixed Equipment

· Cash drawer (1) Note: Cash acceptance is currently not utilized but hardware should be available if future operational needs change.

Mobile Equipment (Preferred)

· Handheld terminals (5).

· Protective shock-resistant cases.

· Integrated or portable receipt printers.

· Ability to email receipts directly to guests.

· Long battery life suitable for restaurant service periods.

5f. System Functionality & Controls Menu & Inventory Controls

· Item countdown functionality for limited-quantity products.

· Automatic item deactivation when inventory is exhausted.

· Real-time menu updates.

Cloud-Based Administration

· Centralized cloud management.

· Remote menu updates.

· Employee profile management.

· Pricing updates.

· Reporting access.

Workforce Management

· User activity tracking and audit logs.

Transaction Controls

· Ability to disable tipping functionality.

· Ability to enable tipping functionality when required for special events.

· Electronic receipt options.

Scholarship Fund Contribution

· Optional checkout prompt allowing customers to contribute to:

· Student scholarship fund

· Student success initiatives

· Customizable donation amounts.

· Donation reporting and tracking.

5g. Vendor Requirements

Vendors should provide:

· Implementation timeline

· Training plan

· Data migration strategy

· Warranty information

· Technical support structure

· References from higher education, hospitality, restaurant, or culinary institutions

· Pricing for:

· Software licensing

· Hardware

· Payment processing

· Implementation

· Training

· Ongoing support and maintenance

· Offline Mode

· PCI/DSS Attestation and/or SOC report

· CCC Ownership of data with export at contract end

· Uptime support of SLA’s

5.1. INTERROGATORIES

· Please see the attachments section in Euna for interrogatories

6. SPECIAL TERMS AND CONDITIONS

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.

6.2. 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.

6.3. 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.

6.4. 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.

6.5. 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 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.

6.6. 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.

7. SUBMITTAL REQUIREMENTS (Required Proposal Content) 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)).

e. Identify the category for which you are proposing:

Category 1: Student Services, Title IX, and Administrative Services Category 2: Human Resources or both.

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, including the proposed Implementation strategy and pricing for each good and service requested under section 5 of this RFP.

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.

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*

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:

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

a. Submit Schedule A;

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

c. 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 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. Additionally, each third party must meet the requirements set forth in the RFP and submit all required documents, including but not limited to the Letter of Intent, Reference Questionnaire and the documents in the Appendices. CCC reserves the right to reject any third party and accept only the prime proposer.

If not a Joint Venture, simply state “[Company X] is not proposing as a Joint Venture.

7.9 Interrogatories and Fee/Cost Proposal

In response to this Section,

a. Proposers must download the required interrogatories/pricing proposal template, from EUNA;

b. Complete the pricing proposal in the required format and upload it back to EUNA under the Interrogatories and Fee/Cost Proposal section.

Each pricing proposal must carefully consider the scope of services, requirements, and conditions affecting this Request for Proposal. Each pricing proposal must identify and detail any and all other pricing structures, cost or fees (i.e. licensing, professional/consulting services, on-going maintenance, etc.) required to successfully meet the goals of the solicitation.

CCC will not pay nor reimburse any travel, hotel costs, parking, presentation reproduction costs, etc. to the awarded vendor.

Please note, should additional work be required, which is beyond the scope of this RFP but is related and germane to the overall RFP and contract, the contractor will be requested to submit a written proposal and upon approval. If approved by Procurement Services and the Board of Trustees, the parties will work to execute a contract amendment to authorize the work.

7.10 Financial Statements

Proposers are required to provide copies of audited/non-audited financial statements for the three (3) previous fiscal years or audited/non-audited tax returns signed by preparer and the most recent quarterly report must be provided. Financial Statements must include auditor’s letter of opinion, auditor’s notes, balance sheet and statements of income/loss. Each prime or joint venture partner must submit this information. CCC will also accept as alternative information in substitute of Financial Statements, three (3) years of Profit/Loss Income Statements and Balance Sheets. The City Colleges of Chicago reserves the right to accept alternative information and/or documentation submitted by Proposers.

7.11 Insurance Requirements

Prior to contract award, the selected Proposer will be required to submit evidence of insurance in the appropriate amounts. However, with its Proposal, the Proposer is required to provide a statement on their company letterhead stating their agreement to meet all insurance requirements by CCC.

7.12 Legal Actions

List and briefly describe any and all legal actions for the past three (3) years in which Proposer has been:

a. a debtor in bankruptcy,

b. a defendant in a lawsuit for deficient performance under a contract or agreement,

c. a Respondent in an administrative action for deficient performance,

d. a defendant in a criminal action.

If no Legal actions are identified, simply state “[Company X] has no pending legal actions in which our firm will experience any significant impact to this contract.”

7.13 CCC Ethics Orientation Contractors/Vendors

Contractors or vendors doing business with the City Colleges of Chicago, are required to comply with the CCC Ethics Policy available at: https://www.ccc.edu/wp-content/uploads/NewVendor-EthicsOrientation.pdf In response to this RFP section, Proposers must review the CCC Ethics Orientation Contractors/Vendors Policy, sign and attach the CCC Ethics Orientation Contractors/Vendors Acknowledgement form.

7.14 Disclosure

The Proposer will disclose any professional or personal financial interest which could be a possible conflict of interest in representing the District.

The Proposer shall further disclose arrangements to derive additional compensation from various investment and reinvestment products, including financial contracts.

If information is not listed in the Economic Disclosure Statement, Proposers must further disclose information.

If no conflicts of interest are identified, simply state “[Company X] has no conflict of interest.”

7.15 Debarment

Proposers must disclose that neither the vendor nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in a contract or agreement with any federal, state, county or local department or agency.

If proposer has no debarment history, simply state “[Company X and/or its principals] has no debarment history.”

7.16 Economic Disclosure Statement

Proposers must complete an Economic Disclosure Statement and Affidavit available the CCC Website.

The Economic Disclosure forms must be completed by the Prime contractor and all subcontractors in its entirety and notarized. Privately held firms and not-for-profit organizations must disclose their board of directors/corporate officers. All firms must disclose owners and the percentage(s) of ownership information on page 3 of 9, #2). Failure to provide complete ownership information may cause a proposal to be deemed as non-responsive.

7.17 IRS W-9 Form

Proposers must sign and submit a current IRS W-9 Form. The latest IRS W-9 form is available at https://www.irs.gov/

7.18 Addenda

Failure to obtain clarifications and/or addenda from the EUNA Portal shall not relieve Proposers from being bound by additional terms and conditions in the clarification and/or addenda, if any, or from considering additional information contained therein in preparing their proposals.

Note that there may be multiple clarifications and/or addenda. Any harm to a Proposer resulting from failure to review published addenda shall not be valid grounds for protest against award(s) made under this RFP.

All addenda will become a part of the Proposal and must be signed by an authorized proposer representative and returned in response to this section of the Proposal. Failure to sign and return any and all addenda acknowledgements may be grounds for rejection.

Failure to submit addenda that addresses pricing proposal changes shall be deemed non-responsive. All addenda issued will be posted to the EUNA system.

The Addenda Acknowledgement Form is available in Appendix I of this document.

8. EVALUATION CRITERIA

8.1. Responsiveness of Proposal

Proposals will be reviewed for compliance with and adherence to all submittal requirements requested in this RFP. Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the Vice Chancellor of Business and Procurement Services or designee, be rejected from further consideration due to “Non-Responsiveness” and rated Non-Responsive.

8.2. Qualitative Criteria

1. Financial Statements;

2. Insurance Requirements;

3. Legal Actions;

4. CCC Ethics Orientation;

5. Disclosure;

6. Debarment;

7. Joint Ventures;

8. Economic Disclosure Statements;

9. Special Terms and Conditions;

10. W-9 Form;

11. Addenda.

Discussions may be conducted with Proposers who submit responses determined to have a reasonable possibility of being selected. All Proposers shall be accorded fair and equal treatment with respect to the RFP process. FAILURE TO SUBMIT A RESPONSE AND/OR DOCUMENTATION THAT ADDRESSES EACH AND EVERY PARAGRAPH CITED IN THIS SECTION MAY DEEM A PROPOSAL NON-RESPONSIVE. PROPOSALS THAT ARE DEEMED NON-RESPONSIVE WILL NOT BE FURTHER CONSIDERED. A review of these documents will determine responsibility.

8.3. Technical Evaluation

An Evaluation Committee, which will include CCC representatives, will review proposals in accordance with the evaluation criteria. The Committee will submit its recommendation to the department lead.

The lead will review and make a recommendation to the Chancellor and the Board of Trustees. Responses to this RFP will be evaluated according to the following criteria:

a. Functionality and system capabilities;

b. Ease of use and training requirements;

c. Integration capabilities;

d. Reporting and analytics;

e. Security and compliance standards;

f. Implementation methodology;

g. Vendor experience;

h. MBE/WBE compliance.

This RFP does not commit City Colleges of Chicago to negotiate a contract, enter into an agreement nor obligate it to pay for any costs incurred in the preparation or submission of any proposal or in anticipation of a contract or agreement. City Colleges of Chicago reserves the right to reject all proposals, and to do business with any one or more of the firms responding to this RFP. The City Colleges of Chicago at its discretion, may also reject any or all proposals, cancel, and reissue this RFP.

CCC reserves the right to seek clarification of information submitted in response to this RFP and/or to request additional information during the evaluation process. CCC may also request that any short-listed finalists conduct oral presentation and/or demonstrations of their services and system.

9. GENERAL INSTRUCTIONS

9.1. Time for Receiving Proposals

Proposals shall be submitted no later than the date and time indicated on the cover page of this RFP. Late submittals will not be considered.

9.2. Communications and Inquiries

Questions regarding this RFP will be submitted via EUNA no later than the date stated in the SCHEDULE section of this RFP.

9.3. Pre-proposal Conference (if applicable)

CCC will hold a Pre Proposal conference call on the date, time and location indicated on the cover page. Representatives of CCC will be present to answer any questions regarding the goods or services requested or proposal procedures. If a mandatory pre-proposal conference or site inspection is required, the Proposer must sign the pre-proposal conference or site inspection sign in sheet.

9.4. Preparatory Cost

All costs incurred in the preparation and presentation of the Proposals shall be wholly borne by each Proposer.

9.5. Contract Award

The successful proposer will be required to enter into a Professional Service Agreement with the Board of Trustees of Community College District No. 508, which incorporates as part of the agreement, this RFP and the proposer’s response to the RFP. City Colleges of Chicago reserves the right to award to multiple vendors.

9.6. Contract Term

Services will begin upon execution of a professional service agreement and the issuance of a Purchase Order(s), for the term specified in the Business Goals and Objectives section of this RFP, and at the discretion of the CCC Board of Trustees.

9.7. Conflicts

In the event of conflict between the Contractor’s terms and conditions and those of City Colleges of Chicago, City Colleges of Chicago’s terms and conditions may take precedence.

9.8. Withdrawal of Proposals

Proposers may withdraw their proposals at any time prior to the time specified as the closing time for the receipt of proposals. However, no proposer shall withdraw or cancel his proposal for a period of one hundred-eighty (180) calendar days after said closing time for the receipt of proposals nor shall the successful proposer(s) withdraw, cancel or modify its proposal after having been notified by the City Colleges of Chicago that said proposal has been accepted.

9.9. Ownership and Confidentiality

Consistent with the CCC’s practice of making available all information submitted in response to a public procurement, all proposals, any information and documentation contained therein, any additional information or documentation submitted to CCC as part this RFP, and any information or documentation presented to CCC as part of negotiation of a contract or other agreement may be made publicly available through the CCC’s Internet website.

However, Proposers may designate those portions of a Proposal which contain trade secrets or other proprietary data ("Data") which Proposer desires remain confidential.

To designate portions of an RFP as confidential, Proposer must:

a. Mark the cover page as follows: "This proposal includes trade secrets or other proprietary data.”

b. Mark each sheet or Data to be restricted with the following legend: "Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this RFP."

c. Optionally, proposers may provide a redacted copy of the entire proposal or submission in PDF format via EUNA clearly labeled REDACTED. Proposer is responsible for properly and adequately redacting any Data which Proposer desires remain confidential. If entire pages or sections are removed, they must be represented by a page indicating that the page or section has been redacted. Failure to provide a USB with a redacted copy may result in the posting of an un-redacted copy.

d. Provide a written explanation of the basis under which each redacted item has been deemed confidential, making reference to the Illinois Freedom of Information Act (5 ILCS 140/1 et seq.).

Indiscriminate labeling of material as "Confidential" may be grounds for deeming a proposal as nonresponsive.

All Proposals submitted to CCC are subject to the Freedom of Information Act. CCC will make the final determination as to whether information, even if marked "confidential," will be disclosed pursuant to a request under the Freedom of Information Act, valid subpoena, or other legal requirement. Proposer agrees not to pursue any cause of action against CCC with regard to disclosure of information.

9.10. Addenda to this RFP

If the City Colleges of Chicago determines that this RFP should be modified before the date set for receipt of proposal, CCC will inform all prospect Proposers by distributing an Addendum via EUNA.

10. APPENDIX – I ADDENDA ACKNOWLEDGEMENT FORM

ADDENDA ACKNOWLEDGEMENT FORM

As required by the RFP, Proposers must submit this acknowledgement form with their response.

Addendum No.:

Addendum No.:

Addendum No.:

Addendum No.:

Addendum No.:

Addendum No.:

Company Name:

Representative’s Name and Title:

*Signature:

Date:

*Electronic Digital ID signatures are acceptable.

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