City Of Chicago Solicitation #74294,4

Specification Number: 1303128 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

Work Service Solicitation #74294,4 (RFP)

Specification Number:1303128

Required for use by: CHICAGO DEPARTMENT OF AVIATION

Bid/Proposal Submittal Date and Time: 03:00 PM Central Time, 16-OCT-2026

Deadline for Questions: 02:00 PM Central Time, 11-AUG-2026 Buyer: KNIGHT JR, DERRICK Email Address: derrick.knightJr@cityofchicago.org Phone Number: 312-744-8214 Pre-Solicitation Conference Date and Time: 10:00 AM Central Time, 04-AUG-2026 Pre-Solicitation Conference Location: 10510 W. Zemke Road and Via Microsoft Teams Link Site Visit Date & Time: N/A Site Visit Location: N/A

Please submit your response to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow 3 business days to complete registration.

Specification Number: 1303128 Page 2 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

1.5 Response Rules

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

Specification Number: 1303128 Page 3 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

1 Header Information

1.1 General Information

Title Support & Maintenance of the Supervisory Monitoring System Fire

Alarm Monitoring Amendment Date 05-OCT-2026 09:40:56

Amendment Description

Extending bid opening date to 10/16/26

Preview Date 29-JUL-2026 12:29:00 Open Date 29-JUL-2026 12:29:00 Close Date 03:00 PM Central

Time, 16-OCT-2026 Award Date Not Specified

Time Zone Central Time Buyer KNIGHT JR, DERRICK Quote Style Sealed Email derrick.

knightJr@cityofchicago.org Event Work Service Outcome Work Services Standard PO

1.2 Terms

Ship-To Address 085- O'HARE

11601 W. TOUHY

Chicago, IL 60666 United States

Bill-To Address 085- O'HARE

11601 W. TOUHY

Chicago, IL 60666 United States

Payment Terms IMMEDIATE Carrier FOB Freight Terms

1.3 Requirements

<B>KEY RFP/RFQ PARAMETERS</B>

CITY BUSINESS PREFERENCE:

Type No Response Required

LOCAL MANUFACTURE PREFERENCE:

Type No Response Required

VETERAN BUSINESS ENTERPRISE:

Type No Response Required

BUSINESS ENTERPRISE FOR PEOPLE WITH DISABILITIES

Type No Response Required CONTRACT SPECIFIC GOALS: MBE 28%, WBE 8%, and VBE 2%.

Type No Response Required FUNDING SOURCE: Other.

Type No Response Required DPS UNIT: Aviation

Type No Response Required CONTRACT TERM: (36 Months)

Type No Response Required PRE-SUBMITTAL CONFERENCE: Strongly Encouraged but non-mandatory, 08/04/2026 at 10:00 am, at

Specification Number: 1303128 Page 4 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

<B>KEY RFP/RFQ PARAMETERS</B>

10510 W. Zemke Road and VIA Microsoft Teams Link. https://teams.microsoft.

com/meet/233441999314680?p=pWXaEuBZIpvTVID58C

Type No Response Required Enter the EDS number from your EDS Certificate and attach the certificate. (Go to online EDS website:

https://webapps.cityofchicago.org/EDSWeb)

Circle one from the response values below:

YES

NO

<B>PRICE SCHEDULE (RFP/RFQ)</B>

“Price Schedule” has been revised. This is a “System Required Line”. In order to be able to submit your qualifications in the e-procurement system, you must enter .01 in the “Quote Price/ Unit Price” field. This is an e- procurement system requirement. Do not enter your proposed pricing. Price will not be considered for evaluation purposes.

Circle one from the response values below:

YES

NO

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

COVER LETTER INFORMATION

Circle one from the response values below:

YES

NO

ACCEPTANCE OF MASTER CONSULTING AGREEMENT TERMS (TASK ORDER RFQ)

Circle one from the response values below:

YES

NO

EXECUTIVE SUMMARY

Circle one from the response values below:

YES

NO

COMPANY PROFILE INFORMATION

Circle one from the response values below:

YES

NO

COMPANY REFERENCES INFORMATION

Circle one from the response values below:

YES

NO

PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND

TEAM MEMBERS

Circle one from the response values below:

YES

NO

PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE AND LOCAL

Specification Number: 1303128 Page 5 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

AVAILABILITY - KEY PERSONNEL/RESUMES (FORMS A, B, C, D)

Circle one from the response values below:

YES

NO

IMPLEMENTATION MANAGEMENT PLAN (Service Delivery, Organization Chart Resources, Approach)

Circle one from the response values below:

YES

NO

COST PROPOSAL/COMPENSATION SCHEDULE (Use cost proposal template provided)(EXHIBIT

Circle one from the response values below:

YES

NO

LOCAL AND OTHER PREFERENCES: ADJUSTMENTS TO THE COST PROPOSAL AND

AFFIDAVITS (CITY FUNDED ONLY)

Circle one from the response values below:

YES

NO

MBE/WBE COMPLIANCE PLAN (SCHEDULE D, SCHEDULE C & CERTIFICATION LETTERS)

Circle one from the response values below:

YES

NO

LETTER OF COMMITMENT TO MEET MBE AND WBE GOALS (TASK ORDER RFQ)

Provide your answer below

FINANCIAL STATEMENTS (__ Years)

Circle one from the response values below:

YES

NO

LEGAL ACTIONS (Material legal actions, if any, for the past 5 years)

Circle one from the response values below:

YES

NO

CERTIFICATE OF INSURANCE

Circle one from the response values below:

YES

NO

CONFLICT OF INTEREST

Specification Number: 1303128 Page 6 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

Circle one from the response values below:

YES

NO

REDACTED COPY OF PROPOSAL

Circle one from the response values below:

YES

NO

1.4 Attachments

Name Data Type Description Attachment 01: Supervisory Monitoring System and Fire Alarm Monitoring System

File

Attachment 02: Addendum

File

Attachment 03: RFI 02 File Attachment:04: Addendum

File

1.5 Response Rules

Solicitation is restricted to invited suppliers Suppliers are allowed to view other suppliers' contract terms, notes and attachments Suppliers are allowed to respond to selected lines X Suppliers are required to respond with full quantity on each line X Suppliers are allowed to provide multiple responses Buyer may close the solicitation before the Close Date Buyer may manually extend the solicitation while it is open

Specification Number: 1303128 Page 7 Type of Funding: MIXED CITY

AND FEDERAL

Title: Support & Maintenance of the Supervisory Monitoring System Fire Alarm Monitoring

2 Price Schedule

2.1 Line Information

Display Rank As No indicator displayed

Ranking Price Only Cost Factors None

Line Item, Rev Target Quantity

Unit Unit Price Amount

1 CDA REQUEST

FOR NEW RFP FOR

SUPPORT AND

MAINTENANCE OF

THE SUPERVISORY

MONITORING

SYSTEM AND FIRE

ALARM

MONITORING

SYSTEM

60,000,0

USD

2.2 Line Details

2.2.1 Line 1 CDA REQUEST FOR NEW RFP FOR SUPPORT AND MAINTENANCE OF THE

SUPERVISORY MONITORING SYSTEM AND FIRE ALARM MONITORING SYSTEM

Category 93817. Start Price (USD) Not Specified Need-By Date Not Specified Target Price (USD) Not Specified

Ship-To Address 085- O'HARE

11601 W. TOUHY

Chicago, IL 60666 United States

RFP for Support & Maintenance of the Supervisory Monitoring System and Fire Alarm Monitoring System

Specification No. 1303128

REQUEST FOR PROPOSAL ("RFP") FOR

Support & Maintenance of the Supervisory Monitoring System and Fire Alarm Monitoring

System Specification No. Insert 1303128

RFQ 74294

Required for use by:

CITY OF CHICAGO

Department of Aviation

This RFP distributed by:

CITY OF CHICAGO

Department of Procurement Services

Please submit your Proposals to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow three (3) business days to complete registration.

All other communications must be addressed and returned to:

Sharla D. Roberts, Chief Procurement Officer

Attention: Derrick Knight Jr Senior Procurement Specialist Department of Procurement Services 121 North LaSalle Street, Suite 806

Chicago, Illinois 60602 derrick.knightjr@cityofchicago.org

Pre-Proposal Conference Call will be held on August 4th,2026 at 10510 W. Zemke and Via

Microsoft Teams Link at 10:00 A.M Central Time.

Pre-Registration must be arranged in advance of the scheduled Pre-Proposal Conference Call.

Attendance at the pre-proposal conference is non mandatory but strongly encouraged .

PROPOSALS MUST BE RECEIVED NO LATER THAN 3:00 P.M., CENTRAL TIME, ON 09/01/2026

BRANDON JOHNSON

MAYOR

SHARLA D. ROBERTS

CHIEF PROCUREMENT OFFICER

TABLE OF CONTENTS

I. GENERAL INVITATION

A. Purpose of the Request for Proposal B. Background C. Internet Access to this RFP

II. DEFINITIONS

III. SCOPE OF SERVICES

A. Description of Services B. Contract Term

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Submission of Questions or Requests for Clarifications

2. Pre-Proposal Conference

B. Deadline and Procedures for Submitting Proposals C. RFP Information Resources D. Procurement Timetable E. Transparency Website: Trade Secrets

V. PREPARING PROPOSALS: REQUIRED INFORMATION

A. Format of Proposals B. Required Contents of Proposal

1. Cover Page

2. Table of Contents

3. Cost Proposal/Schedule of Compensation

4. MBE/WBE/VBE Participation Goals

5. Economic Disclosure Statement and Affidavit (“EDS”) and Attachment A: Online EDS

Acknowledgement

6. Legal Actions

7. Insurance

8. Financials

9. Disclosure of Conflicts of Interest

10. Sexual Harassment Policy Affidavit

11. Exceptions to the Sample

VI. EVALUATING PROPOSALS

A. Evaluation Process B. Evaluation Criteria

VII. SELECTION PROCESS

VIII. ADDITIONAL DETAILS OF THE RFP PROCESS

A. Clarifications and Addenda B. City’s Rights to Reject Proposals C. No Liability for Costs D. Prohibition on Certain Contributions - Mayoral Executive Order No. 2011-4 E. False Statements F. Title VI Solicitation Notice G. Policy Prohibiting Sexual Harassment (Section 2-92-612 of the Chicago Municipal Code) H. Protests

TABLE OF EXHIBITS

Appendix 1 eProcurement

Exhibit 1 Scope of Services

Exhibit 2 Schedule of Compensation

Exhibit 3 Economic Disclosure Statement Affidavit and Attachment A

Exhibit 4 Special Conditions Regarding Minority, Women, and Veteran- Owned Business Enterprise (MBE/WBE/VBE) Commitment for Commodities and Service Contracts, including:

1. Attachment B: Sample Letter to Assist Agencies

2. Schedule B: Affidavit of Joint Venture (MBE/WBE)

3. Schedule C-1: MBE/WBE Letter of Intent to Perform as Subcontractor, Supplier, and/or Consultant

4. Schedule C-V: Letter of Intent from VBE to Perform as Subcontractor, Supplier and/or Consultant

5. Schedule D-1: Affidavit of MBE/WBE Goal Implementation Plan

MBE/WBE Utilization Report

6. Schedule D-V: Compliance Plan Regarding VBE Utilization

Exhibit 5 Insurance Requirements

Exhibit 6 List of Equipment and Systems to be Maintained

Exhibit 7 Items Within the Scope of Monthly Fixed Fee

Exhibit 8 Industry Standards and Guidelines

Exhibit 9 My COI

Exhibit 10 Sexual Harassment Policy Affidavit (Section 2-92-612)

Exhibit 11 Sample City Terms and Conditions

REQUEST FOR PROPOSAL (“RFP”)

for

Supervisory & Maintenance of the Supervisory Monitoring System and Fire Alarm Monitoring System

I. GENERAL INVITATION

A. Purpose of the Request for Proposal

The City of Chicago ("City"), acting through its Department of Aviation (“CDA”), seeks a qualified Respondent that can perform all hardware/software/communications/networks upgrades including the related preventative maintenance, installations, training and support services for the Supervisory Monitoring System (“SMS”),the Fire Alarm Systems (“FAS”), and related controls.

B. Background

This Agreement’s scope of work includes all of the facilities of Chicago O'Hare International Airport complex served by CDA. The Contractor shall determine with CDA the exact boundaries. This includes, but is not limited to, the following buildings:

• O'Hare Airport Domestic Terminal Buildings and Tunnels

• Consolidated Rental Car Facilities

• The Heating & Refrigeration (H & R) Plant

• Bus/Shuttle Center/Elevated Parking Structure

• All CDA Outlying Buildings

• O'Hare Airport International Terminal 5 Building 325 and Tunnels*

The Contractor must perform all hardware/software/communications/networks upgrades including the related corrective and preventative maintenance, installations, training, and software support services for the Building Automation System (“BAS”) and the FAS and related controls. These shall be performed in a professional and satisfactory manner following, at minimum, CDA requirements, industry practices, guidelines, and Standards, National Electrical Manufacturers Association (“NEMA”) Standards Publication SB 2-2016 (or the latest edition), the latest edition of National Fire Protection Association (“NFPA”) 72, Americans with Disabilities Act (“ADA”), the City of Chicago's Mayor's Office for People with Disabilities (“MOPD”), and the requirements of the City of Chicago Building Code, the City of Chicago Electrical Code, ASHRAE, and any authorities having jurisdiction. Refer to the attached excerpts from various Codes, Standards, and sample industry guidelines. Minimum qualifications but not limited to would include the ability to program, modify and edit BAS & FAS programs. Be design BAS certified, Tridium certified, Siemens FAS certified and has an agreement with A Siemens parts distributor.

This Contract includes the on-going maintenance of BAS and FAS, related controls, hardware and software upgrades including, but not limited to:

• Graphics

• BACnet Panel Installation

• Software Installation and Update Equipment such as controllers and integral panel components including

• Equipment such as controllers and integral panel components including, but not limited to-electro-pneumatic switches and transducers

• Ensure CDA network data security by updating software patches, passwords, and firewalls

• Review CISA advisories. Work on the mitigations for any BAU controllers with current security issues, vulnerabilities, and exploits surrounding ICS.

All major service and equipment replacement and/or upgrades not covered under liner 24 shall be documented and presented for CDA approval prior to purchase or installation. Approval for minor service and equipment replacement and/or upgrades previously authorized by CDA is not required as it is included in the monthly corrective and Preventative Maintenance, Testing and Monitoring services as specified in this contract.

The Contractor must provide the services listed in the following sections in accordance with the attached Exhibit(s). Exhibit 1 lists (but not limited to) all maintained equipment and systems.

All corrective, preventative and monitoring labor hours including all parts, materials and all incidental costs provided under this contract shall be included in the monthly fee proposed by the Contractor. This contract requires the Contractor to become fully responsible for the BAS and the FAS and related controls including the corrective and preventative maintenance, testing and monitoring as specified in the Scope of Services.

C. Internet Access to this RFP

All materials related to the RFP may be downloaded from the Department of Procurement Service's ("DPS") website at the following URL: http://www.cityofchicago.org/eProcurement.

Click on "Current Bids." In order to receive notice of clarifications and addenda, Respondents must log-in to iSupplier, search for the solicitation number, open the solicitation for review, and accept the disclaimer.

RFP Document Holders are listed on the Bid & Bond Room Opportunity Take Out List. The Opportunity Take Out List is public information and is posted to the DPS website at www.cityofchicago.org/TOL. To find Opportunity Take Out lists, go to “Get Started Online,” and search by the specification number.

All Respondents are responsible for obtaining all RFP materials. The City accepts no responsibility for the timely delivery of materials or for alerting Respondents on posting to the DPS website information related to this RFP.

Respondent must read Appendix I eProcurement for more details regarding electronic access to RFP abstract and documents to be submitted electronically and uploaded as attachments to your proposed submission.

II. DEFINITIONS

The following defined terms have the meanings specified below.

NOTE: If a defined term is used only once, then it may be defined within the context in which it appears in that paragraph or section.

“Addendum” means any revision(s) to the RFP Documents issued by the Chief Procurement Officer prior to the due date for submitting proposals.

“Agreement” or “Contract” means the City of Chicago’s Professional Services Agreement, including all exhibits attached to it and incorporated in it by reference, and all amendments, modifications, or revisions made in accordance with its terms, as attached in this RFP in Exhibit 8.

“Chief Procurement Officer” or “CPO" means the Chief Procurement Officer of the City of Chicago and any representative duly authorized in writing to act on her behalf.

“Clarification” means the City’s response to questions submitted by Respondents which do not revise the requirements of the RFP.

“Commissioner” means the Commissioner of the City of Chicago Department of Aviation, and any representative authorized in writing to act on the City Commissioner’s behalf.

“Contractor” or “Consultant” means the Respondent awarded a contract pursuant to this RFP process.

“Department” or “ CDA ” means the City of Chicago Department of Aviation

“EC” means the Evaluation Committee appointed to review and assess all Proposals and make its recommendations to the Commissioner concerning its evaluations.

"iSupplier" refers to the City's eProcurement computer system for electronic bidding and providing Contractors with access to contract, ordering and payment information for their City contracts.

“Proposal” is the written content and documents submitted by a Respondent in response to this RFP.

“Respondent” means the primary entity which submits a Proposal in response to this RFP and may include subcontractors and other affiliates.

“Selected Respondent” means the awardee of the Agreement from this RFP.

“Services” means performance of all tasks, activities and deliverables as described in detail in Exhibit 1, Scope of Services and performed by qualified and licensed personnel of the selected Contractor from this RFP.

“Subcontractor” means any person or entity with whom the Contractor contracts to provide any part of the goods, services or work to be provided by Contractor under the Contract, including subcontractors of any tier, suppliers and materialmen, whether or not in privity with the Contractor.

III. SCOPE OF SERVICES

A. Description of Services

The Respondent will provide the City with hardware/ software/ communications/ networks upgrades including the related maintenance, installation, training, and software support services for the SMS and the FAS and related Controls.

The services that the City seeks to acquire are described in detail in the Scope of Services, Exhibit 1.

B. Contract Term

Any contract awarded pursuant to this RFP shall be for a base contract of three (3) years.

Contract Extension Option: The City has the option to extend the term of this Contract for five

(5) additional twelve (12) months beyond the initial three (3) year term, subject to acceptable performance by the Contractor and contingent upon the appropriation of sufficient funds for the procurement of services provided for in this Contract.

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Submission of Questions or Requests for Clarifications

Respondents must communicate only with the Department of Procurement Services. All questions or requests for clarification must be in writing, submitted via online discussion in iSupplier and directed to the attention of Derrick.Knightjr@cityofchicago.org derrick.knightjr@cityofchicago.org, Department of Procurement Services, Room 806, City Hall and must be received no later than 2:00 p.m. Central Time, on 08/11/2026. Respondents are encouraged, but not required, to submit questions prior to the scheduled Pre-Proposal Conference.

All questions and requests for clarification must be submitted via online discussion in iSupplier. The subject line of the iSupplier online discussion must clearly indicate that the contents are “Questions and Request for Clarification” about the RFP and are “Not a Proposal” and must refer to “Request for Proposal (“RFP”) for Support & Maintenance of the Supervisory Monitoring System and Fire Alarm Monitoring Systems, Specification No. 1303128.” No telephone calls will be accepted unless the questions are general in nature.

2. Pre-Proposal Conference

The Pre-Proposal Conference will be conducted in person. Attendance at the Pre-Proposal Conference is non-mandatory but strongly encouraged. All interested Attendees must register in advance of the Pre-Proposal Conference Call. Same day registration is not allowed. Pre- Registration must be arranged in advance of the scheduled 08/04/2026 10:00am Pre-Proposal Conference Call Day.

Attendees must send an e-mail to Derrick Knight Jr at Derrick.Knightjr@cityofchicago.org.

E-mail Subject line must read: RFP for Support and Maintenance of the Supervisory Monitoring System and Fire Alarm Monitoring System. Registered Attendees will receive e-mail confirmation with directions.

The City will answer questions and clarify the terms of the RFP at the Pre-Proposal Conference.

The City may respond both to questions posed on the day of the conference and to questions sent via online discussion in iSupplier prior to the conference. Anything stated at this Pre-Proposal Conference is not intended to change the solicitation document. Any changes will be in writing in the form of an Addendum issued by the Department of Procurement Services.

B. Deadline and Procedures for Submitting Proposals mailto:Derrick.Knightjr@cityofchicago.org

1. To be assured of consideration, Proposals must be submitted electronically to the Department of Procurement Services no later than 3:00 P.M. Central Time on 09/01/2026. Respondents must submit all required information by uploading attachments to the electronic RFP submission in iSupplier. iSupplier vendor portal registration is required. Allow three (3) business days to complete registration.

2. The City may, but is not required to, accept Proposals that are not received by the date and time set forth in Section IV.B.1 above. Only the Chief Procurement Officer is empowered to determine whether to accept or return late Proposals.

3. Submit your Proposals to: http://www.cityofchicago.org/eProcurement

Combining multiple PDF attachments is strongly encouraged to minimize the number of uploaded attachments. Only proposals submitted electronically, as described in this section, will be accepted.

C. RFP Information Resources

Respondents are solely responsible for acquiring the necessary information or materials. Information for preparing a response to this RFP can be located in the following areas of the City’s website:

www.cityofchicago.org/Procurement:

• Search MBE/WBE Directory Database

• Pre-Bid/Proposal Conference Attendees

• Addenda and Exhibits, if any.

D. Procurement Timetable

The timetable for the RFP solicitation is summarized below.

Note that these are anticipated dates and are subject to change by the City. Final dates will be established prior to advertisement.

Key Activity

Target Date

City Issues RFP 07/29/2026

Pre-Proposal Conference (Non Mandatory but attendance is strongly)

08/04/2026 at 10:00am at 10510 W. Zemke Road

RFP Questions Due 08/11/2026 at 2:00 am

Proposals Due 09/01/2026 at 3:00 pm

E. Transparency Website: Trade Secrets

Consistent with the City'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 the City as part of this solicitation, and any information or documentation presented to City as part of negotiation of a contract or other agreement may be made http://www.cityofchicago.org/Procurement publicly available through the City's Internet website. However, Respondents may designate those portions of the Proposal which contain trade secrets or other proprietary data ("Data") which Respondents desires remain confidential.

To designate portions of the Proposal as confidential, Respondent must:

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

2. 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."

3. Upload with your Proposal Submittal a redacted copy of the entire Proposal or Submission as one .pdf format file for posting on the City's website. Respondent is responsible for properly and adequately redacting any Data, which Respondent 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 upload a redacted copy may result in the posting of an un-redacted copy.

Indiscriminate labeling of material as "Confidential" may be grounds for deeming a Proposal as non-responsive.

All Proposals submitted to the City are subject to the Freedom of Information Act. The City 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 or valid subpoena. Respondent agrees not to pursue any cause of action against the City with regard to disclosure of information.

V. PREPARING PROPOSALS: REQUIRED INFORMATION

Each Proposal must contain all the following documents and must conform to the following requirements.

A. Format of Proposals

The Proposal shall be submitted as an electronic Proposal. The electronic Proposal shall be one file that is a word-searchable pdf file.

B. Required Contents of Proposal

Proposal content must be clear, concise and well organized. Respondents are strongly discouraged from including marketing or promotional materials not related specifically to the focus of this RFP. Respondents are advised to adhere to the submittal requirements of the RFP. Failure to comply with the instructions of this RFP may be cause for rejection of the non-compliant Proposal. Respondent must provide information in the appropriate areas throughout the RFP. By submitting a response to this RFP, you are acknowledging that if your Proposal is accepted by the City, your Proposal and related submittals may become part of the Agreement. While the City recognizes that Respondents provide costs in varying formats, compliance with the enclosed Schedule of Compensation (Exhibit 2) is required to facilitate equitable comparisons.

At a minimum, the Proposal must include the following items:

1. Cover Page

The Proposal must begin with a cover page bearing the name and address of the Respondent and the name and number of this RFP. Any confidential, proprietary information of trade secret claims must be outlined on the cover page.

2. Table of Contents

A table of contents for the Proposal should follow the cover page.

3. Schedule of Compensation

Respondents must complete the Schedule of Compensation included in Exhibit 2. This includes completing the Staffing Plan, Budget, Compensation, and Schedule A (Key Personnel).

Respondents must provide pricing in the format and content as outlined in Exhibit 2The Schedule of Compensation shall include (i) the Respondent’s proposed monthly fixed fee for recurring services, and (ii) labor rates, material costs, and other pricing components for services to be compensated on an actual cost basis.

Proposals that fail to include the complete Schedule of Compensation information in Exhibit 2 will be rejected as incomplete and deemed non-responsive.

For purposes of comparing costs among Respondents, Respondents must not deviate from the format outlined in Exhibit 2. The City reserves the right to negotiate final pricing with the Selected Respondent.

4. Experience and Capabilities

a. Narrative

Each Respondent must provide a brief narrative (minimum of 5 pages) explaining their general understanding of the Scope of Services and methodology they will use to provide the services described in the Scope of Services.

b. Prior Experience

Each Respondent must demonstrate relevant experience performing support and maintenance services for supervisory monitoring systems (SMS) and/or fire alarm monitoring systems (FAS) of similar size and complexity.

Respondent must submit a minimum of three (3) projects performed within the last five (5 years) that are similar in scope to the services described in the Scope of Services.

Experience may include work performed as a prime contractor or subcontractor.

For each project, Respondents must provide:

• Project description

• Scope of services performed

• Project duration (start and end dates)

• Client name and location

Failure to provide the required minimum project experience may result in the Respondent being deemed non-responsive.

c. Key Personnel

Respondents must include a list of key personnel, with copies of resumes for all key personnel, who will be dedicated to performing the Scope of Services. Respondent shall indicate each person’s area of responsibility and expertise. If there are specific requirements identified within the Scope of Services that the Respondent does not have experience and qualifications to perform, that information must be explained in the Proposal. Also, the Respondent must indicate who will have the role of Account Supervisor. All resumes submitted should support each resource's qualifications to perform the Services.

Respondents must identify any licensed professional engineers proposed to perform services under this contract, including their discipline and proof of current licensure in the State of Illinois.

d. References

All Proposals must contain at least three (3) references for projects of comparable size and scope to the services described in the Scope of Services. References must be for services performed within the last ten (10) years, as a primary contractor or subcontractor.

For each reference, Respondents must provide the following information:

• Client/Company Name

• Project location

• Description of Services provided

• Contract Value (or approximate value)

• Project Start and End Dates

• Client Contract Name

• Client Contract Title

• Phone Number and Email Address

The City reserves the right to contact references to verify the Respondent’s experience and performance.

5. Staff Plan

Respondents must provide a detailed staffing plan consistent with the requirements outlined in Exhibit 2, Schedule A.

6. User Support Services and Training Plan

Respondents must provide a detailed description of their proposed user support services and training approach for systems identified in Exhibit 1, Scope of Services.

The submittal must include, at a minimum:

• Description of ongoing and day-to-day support services

• Approach to system updates, enhancements, and software support

• Help desk or support structure, including response times and escalation procedures

• Training approach for CDA staff, including initial and ongoing training

Approach to monitoring system performance and maintaining service quality.

7. Documentation indicating Status as the Manufacturer, Authorized Dealer, or Authorized

Distributor for the Supervisory Monitoring System (SMS) and Fire Alarm System (FAS)

Equipment

With the Proposal, Respondent must provide documentation that confirms it Is he manufacturer of, or an authorized dealer or authorized distributor of the manufacturer of, the

Supervisory Monitoring System (SMS) and Fire Alarm System (FAS) equipment.

8. MBE/WBE/VBE Participation Goals

Provide a compliance plan delineating the various anticipated categories and/or disciplines of work/services to be provided by MBE/WBE/VBE firms. This plan must include Schedule C-

1s, D-1s, C-Vs, and D-Vs, as applicable. On the Schedule, please ensure you provide the names and dollar values for the prospective MBE/WBE/VBE firms that you plan to use to fulfill the minimum participation goals of 28% MBE, 8% WBE, and 2% VBE for the project.

Respondents are required to provide Schedule C-1s, D-1s, C-Vs, and D-Vs, as applicable, indicating their commitment to meet the MBE, WBE and/or VBE requirements or you must demonstrate that you have made Good Faith Efforts to meet the minimum participation goals.

9. Economic Disclosure Statement and Affidavit (“EDS”) and Attachment A: Online EDS

Acknowledgement.

Respondent shall complete an Economic Disclosure Statement and Affidavit, Attachment A:

Online EDS Acknowledgement. See Online City of Chicago EDS Instructions and Attachment

A: Online EDS Acknowledgement, in Exhibit 3. If Respondent is a business entity other than a corporation, then each member, partner, etc., of Respondent must complete an EDS, as applicable, per the instructions on the EDS form. In addition, any entity that has an interest in

Respondent or in one or more of its members, partners, etc., and is required pursuant to the

Municipal Purchasing Act for Cities of 500,000 or More Population (65 ILCS 5/8-10-8.5) or

Chapter 2-154 of the Municipal Code of Chicago to provide a disclosure must submit a completed and executed EDS as an “entity holding an interest in an Applicant” as described in the EDS. All affidavits must be notarized. Upon completion of Online EDS, Respondent shall upload a copy of 2 documents with their Proposal: 1) Certificate of Filing printed from system and 2) a copy of the executed Attachment A, Online EDS

Acknowledgement form.

The Respondent submitting as the prime must submit the above referenced EDS documents with its Proposal. Subcontractors may be asked, at the City’s discretion, to provide an EDS during the evaluation process.

10. Legal Actions Respondent must provide a listing and a brief description of all material legal actions, together with any fines and penalties, for the past 5 years in which (i) Respondent or any division, subsidiary or parent entity of Respondent, or (ii) any member, partner, etc., of Respondent if

Respondent is a business entity other than a corporation, has been:

a) A debtor in bankruptcy; or

b) A plaintiff or defendant in a legal action for deficient performance under a contract or violation of a statute or related to service reliability; or

c) A respondent in an administrative action for deficient performance on a project or in violation of a statute or related to service reliability; or

d) A defendant in any criminal action; or

e) A named insured of an insurance policy for which the insured has paid a claim related to deficient performance under a contract or in violation of a statute or related to service reliability; or

f) A principal of a bond for which a surety has provided contract performance or compensation to an obligee of the bond due to deficient performance under a contract or in violation if a statute or related to service reliability; or

g) A defendant or respondent in a governmental inquiry or action regarding accuracy of preparation of financial statements or disclosure documents.

The City reserves the right to request similar legal action information from Respondent’s team members during the evaluation process.

11. Insurance

Respondent should include a statement that they can comply with the City’s insurance requirements. Prior to contract award, the Selected Respondent will be required to submit evidence of insurance in the amounts specified in the attached Exhibit 5.

Respondent, if selected, shall register with the City’s online insurance certificate portal.

Respondent shall provide a current and valid email address for both the contractor and the contractor’s insurance agent or provider. The Selected Respondent is responsible for ensuring the submission of a certificate of insurance (COI) through the City’s online insurance certificate portal prior to award of a contract.

A Respondent selected for contract negotiation and award who fails to fulfill the requirement to register and submit a COI through the City’s online insurance certificate portal may be deemed nonresponsive and the City may choose to instead engage a different Respondent for contract negotiation. If a Respondent is unable to register and submit the COI through the City’s online insurance certificate portal and instead submits a printed insurance certificate prior to contract award, the City may accept a paper COI provided that written justification is provided explaining the Respondent’s good faith efforts to comply with the terms of this section and the reasons why the submission could not be completed. Instructions for registering and submitting COIs are available at the following URL: http://www.cityofchicago.org/COI.

12. Financials

Respondent must provide a copy of its audited financial statements for the last 3 years.

Respondents that are comprised of more than one entity must include financial statements for each entity. Upload into your Proposal one (1) complete copy of the requested financial statements marked and separated by year for the requested period. The City will not accept a web link. Respondents are required to provide required financial statements in sufficient detail for the City to assess its financial condition as part of their proposal submission. The City http://www.cityofchicago.org/COI reserves the right to accept or reject any financial documentation other than the financial statements requested by this section.

If Respondent is unable to provide audited financial statements, state the reasons in your Proposal response and provide financial documentation in sufficient detail to enable the City to assess the financial condition of your company.

Sufficient alternate documentation would be un-audited financial statements from those Respondents not required to have their financial statements audited. At a minimum, included in the financial statements needs to be balance sheets and income statements (or equivalent) for the requested three years. Assets/liabilities and income/ expenses must be presented in adequate detail for the City to assess the financial condition of the Respondent.

13. Disclosure of Conflicts of Interest

The City expects that the Respondent will not have any conflicts of interests (including, but not limited to, any conflicts based on Respondent’s participation in other City contracts). The Respondent, and to the best of its knowledge, its subcontractors if any, shall presently have no interest and will not acquire any interest, direct or indirect, in any enterprise, project or contract which would conflict in any manner or degree with the performance of the work, services or goods to be provided hereunder. Without limiting the foregoing, Respondent shall have no direct or indirect interest in, or be under common control with respect to, any entity that is an applicant with respect to any program for which Respondent is performing services for the City under the Agreement awarded under this RFP. In the performance of the Contract, no person having any such interest will be employed, either by Respondent or any subcontractor, to perform any work or services under the Contract or have access to confidential information.

Respondent should include in its Proposal a description of any actual or potential conflicts of interest.

14. Sexual Harassment Policy Affidavit

Respondent shall, as prescribed by the Chief Procurement Officer, attest by affidavit (in the form of the “Sexual Harassment Policy Affidavit” Exhibit 7 attached hereto) that Respondent has a written policy prohibiting sexual harassment that shall include, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment; and (iii) the legal recourse available for victims of sexual harassment.

15. Exceptions to the Sample Professional Services Agreement

Respondent must identify any exceptions or objections it has to the City’s sample Professional Services Agreement ("PSA"), a copy of which is attached hereto as Exhibit 8. The City may from time to time revise the PSA. The City will not accept or entertain any exceptions or objections to the PSA at any time after Proposal submittal except and only to the extent the City subsequently makes a material change to a substantive provision of the PSA.

VI. EVALUATING PROPOSALS

A. Evaluation Process

The Department of Procurement Services and an Evaluation Committee (“EC”), which will include the representatives from the Department of Aviation, the Department of Procurement Services and may include representatives of other departments of the City will review and evaluate the Proposals, as described below.

The City of Chicago seeks to prevent all Conflicts of Interest regarding procurement decisions. Conflicts of Interest arise when an EC member participates personally and substantially in official matters where they have a financial interest. No member of the EC is permitted to have any personal interest, direct or indirect, in the contract arising from this RFP. If an EC member believes a Conflict of Interest exists, they should immediately notify DPS and recuse themselves from all procurement decisions.

In evaluating Proposals, during Phase I, the Department of Procurement Services will first consider the completeness and responsiveness of the Respondent’s Proposal. After Phase I, the Proposals will then move to the EC for further evaluation.

The Proposal evaluation process is organized into three phases:

Phase I - Preliminary Proposal Assessment Phase II - Proposal Evaluation Phase III - Site Visits, System/Product Demonstrations and/or Oral Presentations (if necessary)

Phase I - Preliminary Proposal Assessment

Phase I will be completed by DPS and will involve an assessment of the Respondent’s compliance with and adherence to all submittal requirements requested in Section V. B, Required Content of the Proposal.

Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the Chief Procurement Officer, be rejected from further consideration due to “non-responsiveness” and rated Non-Responsive. Proposals providing responses to all sections will be eligible for detailed analysis in Phase II, Proposal Evaluation.

As part of this evaluation, DPS will determine whether Respondents have passed or failed any evaluation criteria designated as pass/fail. These criteria include, but are not limited to, the following: compliance with MBE/WBE/VBE requirements, Economic Disclosure Statement and Affidavit, Conflicts of Interest, Financials, and Legal Actions.

The criteria evaluated in Phase I on a Pass/Fail basis include the following items:

A. MBE/WBE/VBE Participation Goals (Pass/Fail) Respondents must attach an MBE/WBE/VBE Commitment letter on your company letterhead addressed to the Chief Procurement Officer stating your company commitment to achieving a minimum of 28% MBE, 8% WBE, and 2% VBE direct participation goal of the total dollar value of the Contract. Failure to commit to meeting this requirement or to provide documentation demonstrating good faith efforts shall result in failing this requirement.

B. Economic Disclosure Statement and Affidavit (“EDS”) and Attachment A: Online EDS Acknowledgement (Pass/Fail) DPS will consider Respondent’s compliance with all laws, ordinances, and statutes governing the contract. See Online City of Chicago EDS Instructions and Attachment A, Online EDS Acknowledgement form in Exhibit 3.

C. Legal Actions (Pass/Fail)

DPS will consider any legal actions, if any, against Respondent and any division, subsidiary or parent company of Respondent, or against any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation.

D. Insurance (Pass/Fail) DPS will review Respondent’s commitment to comply with the City’s insurance requirements in Exhibit 5 should it be awarded a contract be awarded pursuant to this RFP.

E. Conflicts of Interest (Pass/Fail)

DPS will consider any information regarding Respondent, including information contained in Respondent’s Proposal, that may indicate any conflicts (or potential conflicts) of interest which might compromise Respondent’s ability to satisfactorily perform the proposed Services or undermine the integrity of the competitive procurement process.

F. Financials(Pass/Fail)

DPS will consider the financial condition of Respondent. Respondent must be financially stable to ensure performance over the duration of the contract

G. Sexual Harassment Policy Affidavit (Pass/Fail)

DPS will consider whether the Sexual Harassment Policy affidavit has been completed in its entirety.

H. Exceptions City’s Terms and Conditions (Pass/Fail) Respondent’s exceptions to the City’s Standard Terms and Conditions will be assessed. A Respondent that takes material objections to the City's terms and conditions may fail this requirement and its Proposal may be rejected.

I. Documentation indicating Status as the Manufacturer, Authorized Dealer, or Authorized

Distributor for the Supervisory Monitoring System (SMS) and Fire Alarm System (FAS)

Equipment (Pass/Fail)

With the Proposal, Respondent must provide documentation that confirms it Is he manufacturer of, or an authorized dealer or authorized distributor of the manufacturer of, the

Supervisory Monitoring System (SMS) and Fire Alarm System (FAS) equipment. Failure to provide this documentation shall result in the Proposal failing this requirement.

Phase II - Proposal Evaluation

In Phase II, the EC will evaluate the extent to which a Respondent’s Proposal meets the requirements set forth in the RFP. Phase II will include a detailed analysis of the Respondent’s qualifications, experience, proposed implementation and management plan, cost proposal, and other factors based on the evaluation criteria outlined in Section VI. B, Evaluation Criteria.

As part of the evaluation process, the EC will review the information required by Section V, for each Proposal received. The EC may also review other information gained by checking references and by investigating the Respondent’s financial condition.

The City reserves the right, after advertisement of the RFP, to refine the Scope of Services, with appropriate notice. Further, if, upon receipt of Proposals, the City wishes to make refinements to the Scope of Services, it may, depending upon the circumstances, provide the revision to all Respondents and invite revised proposals from the Respondents based upon the revised Scope of Services.

The City reserves the right to seek clarification of any information that is submitted by any Respondent in any portion of its Proposal or to request additional information at any time during the evaluation process.

Any material misrepresentation made by a Respondent may void the Proposal and eliminate the Respondent from further consideration.

The City reserves the right to enlist independent consulting services to assist with the evaluation of all or any portion of the Proposal responses as it deems necessary.

B. Evaluation Criteria

In Phase II, the Evaluation Committee will review the Respondent's Proposal to determine overall responsiveness and completeness of the Proposal with respect to the components outlined in the RFP using the following criteria as applicable:

The following criteria, and corresponding maximum number of points a respondent may earn, are below.

1. Past Performance (25%)

2. Proposed Maintenance and Monitoring (25%)

3. User Support and Training (15%)

4. Staffing Requirements (15%)

5. Schedule of Compensation/Cost Proposal (20%)

The criteria above in Section B, Evaluation Criteria, totals to 100%. Each criterion is graded on a scale of 1 to 10. The most qualified Respondent will have the highest score summing all four criteria listed below.

1. Past Performance (25%): Respondent’s detailed description of past experience for providing supervisory monitoring systems (SMS) and fire alarm monitoring systems (FAS) of comparable size and scope to the Chicago Department of Aviation will be considered. The description should include the Respondent’s previous capacity to perform these Services as described Exhibit 1, Scope of Services.

a. Under this criterion, the City will evaluate the Respondent’s demonstrated experience, performance, and reliability in performing similar services.

b. Consideration will be given to the Respondent’s quality of work, ability to meet project requirements, adherence to schedules, and overall client satisfaction.

c. The City may consider information obtained from references to evaluate the Respondent’s past performance, reliability, and quality of services provided.

2. Proposed Maintenance and Monitoring (25%): Respondent’s detailed description, and project understanding and approach to providing 1) comprehensive hardware/software/communications/networks upgrades, including the related corrective and preventative maintenance, installations and related service coverage for all component systems defined Exhibit 1, Scope of Service; 2) mandated and/or recommended periodic and routine inspections and tests of the BAS and FAS in accordance with the requirements as detailed in Exhibit 1, Scope of Services; and 3) inspection and tests as outlined in Exhibit 1, Scope of Services.

reporting requirements as outlined in Exhibit 1, “Scope of Services” will be evaluated.

3. User Support Services and Training (15%): Respondent’s must provide a detailed description of their proposed user support services and monitoring of systems’ networks as found in Exhibit 1, Scope of Services.

a. Under this criterion, each Respondent’s proposed support services will be evaluated based on ongoing, day-to-day…