Access_Control_and_Cameras_Project_(Addendum_#1_Revision).pdf

FY2025-RFP-123

ACCESS CONTROL AND CAMERAS PROJECT

City of Urbana

400 South Vine Street

Urbana, IL 61801

RELEASE DATE: March 17, 2025

DEADLINE FOR QUESTIONS: April 7, 2025

RESPONSE DEADLINE: April 14, 2025, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/urbanaillinois

Access Control and Cameras Project

I. Advertisement of Legal Notice II. Introduction

III. Instructions IV. Scope of Work V. Proposal Content and Format Requirements

VI. Vendor Submittals & Confirmations VII. Evaluation Phases

VIII. Insurance Requirements IX. Standard Terms & Conditions

Title: Access Control and Cameras Project

1. Advertisement of Legal Notice

Urbana Free Library Department

REQUEST FOR PROPOSAL (RFP):

The City of Urbana will receive proposals for the following:

Access Control and Cameras Project

The Urbana Free Library is seeking assistance to replace existing cameras and update card access. Additional recommendations for additional cameras and card access locations, and management of systems.

Proposals are required to be submitted via the City of Urbana's Procurement Portal at https://procurement.opengov.com/portal/urbanaillinois/projects/153427 until 11:59 pm on Monday, April 14, 2025. RFP instructions and selection procedures may also be obtained from the City of Urbana's

Procurement Portal.

Leon Wilson

IT Manager

The Urbana Free Library

Publication Date: Monday, March 17, 2025 https://procurement.opengov.com/portal/urbanaillinois/projects/153427

2. Introduction

2.1. Summary

This text will be included in emailed notifications to vendors when you post your procurement.

This document is a Request for Proposal for vendors to accurately price a replacement for The Urbana Free

Library’s current security camera system, storage for video footage generated by the security camera system, upgrade of the Library’s proxy card access server, possible proxy card access terminal replacements, and possible integrations of the two systems with each other. The Urbana Free Library (TUFL) is comparing its options based on price, features, implementation approach, and ongoing support capabilities and costs.

2.2. Contact Information

Leon Wilson

IT Manager

210 W Green St

Urbana, IL 61801

Email: ldwilson@urbanafree.org

Phone: (217) 531-7054

Department:

Urbana Free Library

Department Head:

Rachel Fuller

Executive Director

2.3. Timeline

Project Publish Date March 17, 2025

Pre-Proposal Meeting (Mandatory) March 31, 2025, 12:30pm

Agenda

The Lewis Auditorium

Question Submission Deadline April 7, 2025, 5:00pm

Proposal Submission Deadline April 14, 2025, 11:59pm mailto:ldwilson@urbanafree.org tel:(217)531-7054 https://government-project.s3.amazonaws.com/153427/cf1ef8e4-1c6e-4a8d-9f06-e2414b696455_Pre-Proposal_Agenda.pdf

3. Instructions

3.1. Submission & Opening

All submittals shall be provided in the format requested in a direct and concise manner. Submittals are required to be submitted via the City’s e-Procurement Portal by the date/time prescribed in this request. Any submittals received after the date and time specified in the request shall not be considered and will not be opened. It is the responsibility of the prospective vendors to ensure their submittal is complete in accordance with the requirements of this request in the City’s e-Procurement Portal, by the specified time and date.

Submittals received after the time and date will not be accepted.

3.2. Pre-Submittal Meeting

A mandatory pre-submittal meeting will be held on Monday, March 31, 2025 at 12:30 pm at The Lewis

Auditorium.

3.3. Definitions

A. The term “City” refers to the City of Urbana except when a request is issued by the Urbana Free

Library, in which case it shall mean “City of Urbana on behalf of the Urbana Free Library”

B. A prospective Contracting Agency will be referred to as the “Vendor”, “Bidder”, “Contractor”, “Respondent”, “You”, or “Consultant.”

C. “Request”, “Invitation”, or “Solicitation” shall refer to this document that specifics the goods/services sought by the City.

D. “Proposal”, “Response”, or “Bid” shall refer to all proposals, bids, quotes, and/or qualifications submitted in response to the request or invitation.

E. “Time” shall refer to all time limits designated as days within these documents and shall be interpreted to mean calendar days unless otherwise specified.

F. A “Calendar Day” is every day on the calendar.

3.4. Public Records and Requests for Confidential Treatment

A. Proposals become the property of the City and, along with late submissions, will not be returned to the proposing party. Your proposal will be open to the public under the Illinois Freedom of

Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your proposal that City treat certain information as exempt.

B. A request for confidential treatment will not supersede the City’s legal obligations under FOIA. The

City will not honor requests to exempt entire proposals, and it shall be your responsibility as the proposing party to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to FOIA or other law or rule, the

City shall disclose the successful proposer’s name, the substance of the proposal, and the price.

C. If you request exempt treatment of portion(s) of your proposal, you must submit an additional copy of your proposal with such exempt information redacted. This copy must state the general nature of the material redacted and shall retain as much of the proposal as possible. You, the proposing party, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment.

D. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records. Additionally, you warrant that the copy or duplication of your proposal pursuant to a request for public records will not violate the rights of any third party.

E. Any restriction on the use of proprietary information contained within a proposal shall be clearly stated as such within the proposal. The City will only be able to comply with a request for confidentiality to the extent allowed by law.

3.5. Responsibilities of Respondent

A. It shall be the responsibility of each Respondent to be fully familiar with the instructional, technical, legal, and other requirements or conditions contained in and included with this Request and any associated addenda. No plea of error or ignorance by a Respondent regarding this information shall be accepted.

B. Should a Respondent find discrepancies or omissions in the specifications or other contract documents or be in doubt as to the meaning of any specification or term, the Respondent shall notify the City at least two (2) business days prior to the deadline for submission.

C. The Contractor shall indicate in its submittal whether subcontractors may be used for any portion of the work and, if so, furnish a written list of all proposed subcontractors and the nature of the Work being provided.

D. The successful respondent shall be capable of providing any additional documentation required

(typically any required insurance certificates or bonds) and an executed contract in an approved form within fifteen (15) days from the date of the Notice of Award.

3.6. Questions

All questions pertaining to this request shall be submitted in writing through the OpenGov Procurement

Question & Answer Tab via the City’s e-Procurement Portal until the date/time prescribed in this request. Please include the section title for each question, if applicable, in order to ensure that the questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders/consultants following this solicitation on the City’s e-Procurement Portal.

3.7. Addenda

Any addenda shall be posted on the City’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this procurement. Failure of any bidder/consultant to receive any such addenda or interpretation shall not relieve such bidder/consultant from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

3.8. Withdrawal of Bid/Proposal

Bids/Proposals may be withdrawn through the City’s e-Procurement Portal; the responding firm may

“unsubmit” their bid/proposal in OpenGov Procurement prior to the submission deadline. After withdrawing a previously submitted bid/proposal, the responding firm may submit another bid/proposal at any time prior to the submittal deadline. All proposals submitted in response to this Request shall be irrevocable for a period of Ninety (90) days after the Proposal's due date and may not be withdrawn by the https://procurement.opengov.com/portal/urbanaillinois/projects/153427 https://procurement.opengov.com/portal/urbanaillinois/projects/153427

Vendor during this period. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids/proposals following the submittal deadline, or to cancel awards or contracts based on bid/proposal mistakes, will be submitted in writing and will be supported by a written determination made by the City procurement contact.

3.9. City’s Rights Reserved

The City reserves the right to reject any and all submittals, or any part therof, and to waive any technicalities or informalities deemed to be in the best interests of the City. Any such decision shall be considered final. The City may request additional information and/or conduct interviews/discussions with any respondent who submits an acceptable or potentially acceptable submittal to verify they are a responsible bidder. Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submittals. During the course of such discussions, the City shall not disclose any information derived from one proposal to any other respondent. The City reserves the right to negotiate final specifications, terms and conditions, which may be necessary or appropriate to the accomplishment of the purpose of this solicitation. The City may require the solicitation and the respondent’s submittal be incorporated in full or in part as Contract Documents. This implies that the solicitation and all responses, supplemental information, and other submissions provided by the respondent during discussions or negotiations may be held by the City as contractually binding on the successful respondent. When the City determines a respondent’s submittal to be unacceptable, such respondent shall not be afforded an additional opportunity to supplement its submittal. The City will not be liable in any way for any costs incurred by respondents in replying to this solicitation.

3.10. No Bid

Anyone whom is not submitting a proposal for the work but wishes to receive final tabulations or award information should “Follow” the project to receive automated notifications pertaining to this solicitation.

4. Scope of Work

4.1. The Purpose of This Document

This document is a Request for Proposal for vendors to accurately price a replacement for The Urbana Free

Library’s current security camera system, storage for video footage generated by the security camera system, upgrade of the Library’s proxy card access server, possible proxy card access terminal replacements, and possible integrations of the two systems with each other. The Urbana Free Library (TUFL) is comparing its options based on price, features, implementation approach, and ongoing support capabilities and costs.

This detailed document aims to expose all costs and difficulties, avoiding surprises during the project that could generate change orders and delays. Additionally, multiple vendors will be able to access this document for their pricing via the OpenGov Portal. Questions related to the RFP must be asked via the OpenGov

Portal, and questions and answers will be shared with all vendors.

Only completed submissions submitted via the OpenGov Portal by the deadline will be considered for review.

4.2. Expectations for Proposal Responses

Vendors are asked to provide the following:

A. A document highlighting the complete plan for the Library. What will be done, changed, added, or removed? The reasoning behind the vendor’s selections of hardware and software. A list of recommendations suitable for our environment. A list of potential issues, shortcomings, and benefits with different examples.

B. Pricing: Vendors are expected to provide, in a digital spreadsheet, all costs expected for the proposed equipment, as well as optional add-ons and alternatives. These costs include, but are not limited to, the cost of professional services, the number of units of equipment, one-time fees, disposal, and ongoing fees. TUFL welcomes proposals containing multiple variations of hardware and support types that meet our specifications.

4.3. Current Systems

TUFL’s current security camera system is self-hosted, serving the main Library building and the Library

Annex next door. We currently have 3 DVRs for live viewing and backups. The total combined storage of the

DVRs is 6 TB, allowing about three weeks for backups before overwrites. We currently have 44 cameras, all using coax cables for signal and power. About half are mounted inside the building, while the rest are installed outside on exterior walls.

TUFL’s current card access system comprises 16 HID proximity readers. Fourteen readers are located inside the main building, and two readers are installed outside in the entryways. Notable reader locations are for our dumbwaiter, which travels between three floors to transport books and library materials. Additionally, our

Lobby elevator, by default, travels from the Lower Lobby to the First Floor. Staff must use the proxy reader inside the elevator to access the Ground and Second Floors. We need that continued functionality as well as the ability to turn it off so the public can travel between all floors.

TUFL’s network comprises one primary server/network room and a second network closet. We have dual

ISPs coming to our location. All network connectivity only comes in at the TUFL main building. One provider is the ICN Ethernet fiber connection. ICN is the Illinois Century Network – so TUFL’s ISP is actually the State of Illinois. The current Internet bandwidth through ICN is 200 MB. Our second ISP is

VOLO Fiber, which current networking equipment limits to 1 GB.

Server Room

TUFL’s primary data center is a server room in the main building. The server room is where the current security systems are managed and installed.

Data Network

A. The current network has extremely high reliability of above 99.99%.

B. The network is primarily used for data, video, and other cloud-based Web applications.

C. Current firewalls/routers – Aruba router and Fortigate router that are self-managed.

D. Current core switching – All switches are L2 Aruba switches.

E. TUFL will ensure sufficient switch ports in each building to accommodate all cameras.

Logical Network

A. Multiple VLANS are used on the network. All buildings are segmented with multiple VLANs for better traffic management. There is a plan to segment the network further for the new security systems.

B. TCP/IP is used on the WAN and LAN.

4.4. Current Building Floor Plans

TUFL invites all vendors to come onsite to make better recommendations and plans in a pre-bid meeting, but here are the current floor plans(https://urbanafreelibrary.org/about-us/floor-plan) :

4.5. Scope of Work

TUFL is looking for a “turnkey” solution to replace current security cameras with 4K POE cameras and to upgrade our access card server and possibly terminals. In addition to replacing current hardware, we are soliciting recommendations to improve the viewing coverage of all Library properties. Proposals should include a five-year maintenance and support agreement, the cost of cameras, installation of cameras, licensing, and software with both live and historical views available (minimum 15-day retention).

Additionally, proposals should include the cost of possible terminal replacements and additions, server, software, installation, and licensing. All hardware and software upgrade(s) and maintenance should be included in the five-year agreement cost. Lastly, the Library is interested in possibly integrating access control and security camera systems.

• Security Cameras

A. System Configuration

1. The vendor must be responsible for all camera hardware, licensing, installation, mounting, pulling old cables, running new ethernet, and equipment configuration.

2. The vendor must work with the Library’s IT Manager to configure networking equipment and logical networking.

a. Cameras will be placed in the appropriate VLAN, and DHCP will be used for addressing.

3. The vendor must supply the specifications for the camera model(s), including the warranty and any special maintenance requirements.

4. The vendor must configure all cameras’ frame and compression rates to balance quality, storage, and bandwidth utilization.

5. The vendor must assist TUFL in identifying the best strategic placement of cameras and camera type.

6. Cloud storage vs. on-site and must have user-access control. SSO and MFA if cloud, and AD integration if self-hosted.

7. The final specific camera locations will be determined via a site survey provided by the vendor in consultation with TUFL.

B. Support and Maintenance

1. 10-year hardware warranty on all hardware products and 5-year software updates.

2. Vendor must provide training to select staff.

C. Requirements for All Indoor and Outdoor Cameras

1. Up to 4K image resolution (3840 x 2160).

2. IP67 rating.

3. IK8 vandal rating or above.

4. Operating temperature must be -22º to 150º F (-30º to 65º C).

5. Infrared illumination for night visibility.

6. Production of 24 FPS or more.

7. Image stabilizing.

8. Standard RJ45 connectivity, including POE, to receive power.

9. Motion detection.

10. Capability to perform computer vision analytics.

• Card Access

A. System Configuration

1. The vendor must be responsible for all access terminal hardware, licensing, installation, mounting, pulling old cables, and equipment configuration.

2. The vendor must work with the IT Manager to configure a server if needed.

3. The vendor must supply the specifications for the hardware, including the warranty and any special maintenance requirements.

4. The vendor must assist TUFL in identifying the best strategic placement of access terminals.

5. The vendor will conduct a site survey in consultation.

B. Support and Maintenance

1. 10-year hardware warranty on all hardware products and 5-year software updates.

2. Vendor must provide training to select staff.

C. Requirements for Card Access System

1. Server/Software Management

a. Management software must be compatible with Windows Server 2019 and above.

b. Support and maintenance for 5 years.

2. Door Access

a. All doors must have an electronic locking mechanism that defaults to lock when power is lost.

b. The system must use badge access with RFID.

c. All doors must have a physical key for backup access.

d. All access must be logged and monitored. Logs must, at minimum, include access location, time, and user-identifiable information.

e. Access terminals must be able to create user permission groups that allow or restrict staff to different areas.

f. Operating temperature must be -22º to 150º F (-30º to 65º C).

g. Must be tamper-resistant.

4.6. Implementation

Project Overview

A. From a “Day Zero” date, provide a Project Plan that begins at the point of contract signing, continues through TUFL’s process to purchase equipment, and then shows the implementation process through to final acceptance.

B. As support to the Project Plan, provide a list of meetings during the project and indicate which will be in-person and which will be remote. These answers should align with the expected travel costs listed in the Pricing Spreadsheet.

C. Describe how the implementation will be staged to minimize the disruption to business operations. TUFL service hours are Monday through Thursday, 9 AM – 9 PM; Friday and

Saturday, 9 AM – 6 PM; and Sunday, 1 PM – 5 PM. Describe how the installation and rollout will be staged ahead of Cutover.

D. Describe the Cutover plan. TUFL would prefer for Cutover to occur outside of regular business hours.

E. Review and either acknowledge acceptance of or propose changes to the Division of Work.

4.7. Division of Work

Tasks performed primarily by TUFL staff:

A. Modification and configuration of TUFL’s data network needed to support the system.

1. Purchasing, installing, and configuring POE switches at all locations.

B. Gathering end-user information for locations or equipment.

Tasks performed primarily by the Vendor, with support from TUFL staff:

A. Providing, programming, installing, and connecting all equipment necessary to provide a fully functioning security camera and access system.

B. Running required cabling for all equipment.

C. End-user and system administration training.

D. Providing “post-Cutover” support.

4.8. Solution Overview Q&A

In your response, please answer these questions in addition to providing the information requested:

Vendor Information

A. Provide information concerning the Vendor’s number of years in business and also the number of years implementing the proposed system.

B. Provide written assurance from the manufacturer of the proposed system that the Vendor is an authorized distributor in good standing. Provide information on any certifications/designations issued by the manufacturer to the Vendor or members of its staff.

C. Provide three (3) references from similarly-sized libraries (preferred) or entities that are similarly sized in terms of the number of buildings and users.

D. Disclose any (i) formal complaints filed or initiated against the Vendor with any state or federal agency; (ii) litigation pending against the Vendor related to the Vendor’s performance with projects similar to the one requested in this document; (iii) judgments entered against Vendor in connection with Vendor’s performance in projects similar to the one requested in this document and the amount of each such judgment; (iv) felony criminal conviction in connection with undertaking a project similar to the one requested in this document; and (v) any state or federal administrative order or decree entered against.

4.9. Implementation Expectations

This section is a series of Yes/No questions regarding the implementation of the camera and card access systems. You are asked to mark Yes/No for each Vendor task in a Word or PDF submitted with the proposal. Optional additional comments can be added to the Word or PDF.

Installation

A. Install, configure, and test the camera system.

B. Help set up on-premise storage (if selected).

C. Help set up cloud storage solution (if selected).

D. Remove and dispose of existing cameras and wiring.

E. Install, configure, and test access terminals and server.

F. Properly cover, plaster/mud, and prepare for paint all wall surfaces that are worked on by the Vendor.

Training

A. Provide select TUFL staff with virtual or in-person training for general use of the system (e.g., pulling and exporting footage, navigating between cameras, DVR, or NVR, etc.).

B. Provide select TUFL staff with virtual or in-person training on system administration.

C. Provide instructional materials as electronic files.

Solution Testing

A. Test that all components are installed and configured according to current manufacturer standards.

B. Test that all installations are performed in accordance with applicable building, safety, and any governmental certification codes and regulations.

4.10. Service and Maintenance

A. TUFL expects to utilize in-house staff to make changes to camera settings, video storage, and card access management.

B. State the address of the service and repair center(s) that will install the systems and provide maintenance.

C. Describe the process for support on a 27x7x365 basis. Are there hours when support is unavailable?

D. Describe the process to request Moves, Adds, and Changes of Service.

E. Provide a copy of the maintenance contract, either from the Vendor or Manufacturer. The contract should state the number of years of the maintenance contract’s duration.

F. What warranty terms are included as part of the purchase cost?

G. What charges apply for the replacement of failed equipment during the maintenance contract?

H. What charges apply for the upgrade of equipment during the maintenance contract?

4.11. Service Requirements

Confirm that you agree to the following requirements in the contract, or describe why you cannot meet these requirements after installation and training are complete:

A. A two-hour maximum response time by the Vendor is required for a major outage or total system failure. A major outage is defined as:

1. All cameras fail not due to TUFL’s misconfiguration, network outage, or power outage.

2. All access card readers fail not due to TUFL’s misconfiguration, network outage, or power outage.

B. A next-business-day on-site response time for normal maintenance calls.

C. The Vendor must be willing to take responsibility for diagnosing equipment problems and notifying the Internet Service Provider(s) should the trouble be determined to exist in the ISP’s facilities.

4.12. Pricing

Please provide pricing in a spreadsheet listing the following:

• One-time non-recurring charges o Examples: Professional services, initial fees, traveling fees, etc.

• Annual recurring charges o Examples: Maintenance contracts, licensing, etc.

• Equipment o Examples: types of cameras, access terminals, cabling, etc.

• Other o Examples: disposal, staff training, change requests, etc.

The spreadsheet should include individual items, totals by line items, and grand total for the proposal.

4.13. Evaluation

Several key criteria will be considered to ensure a comprehensive and fair assessment of vendor proposals.

• Technical expertise of the vendor, including their ability to perform the required tasks, their experience, qualifications, and knowledge.

• Cost, encompassing the overall expense of the proposal, potential hidden costs, and long-term financial implications.

• Approach and methodology are also evaluated, focusing on the processes and strategies of the vendor plans to implement.

• Compliance with mandatory requirements and regulations.

Finally, the overall fit of the proposal is considered, ensuring it aligns with the TUFL’s goals and specific needs. These criteria are organized into an evaluation scorecard to standardize scoring.

5. Proposal Content and Format Requirements

The respondents shall submit a copy of their Proposal for the project. Each copy shall include the information outlined below:

A. Company Description: A brief description of the company along with any proposed subcontractors, if applicable.

B. Understanding: A brief discussion of your understanding of the goods/services being requested.

C. Approach: Discuss how your company will approach delivery of requested goods/services.

D. Experience & References: Provide a summary of your experience along with three (3) applicable references you’ve provided similar goods or services to that are being requested. References should be from goods/services provided within the last five (5) years.

E. Team: Identify key staff that will be assigned to provide the goods/services along with applicable

Companies may include any other considerations and information they believe to be related and relevant provided their proposal does not exceed any prescribed page limits. However, please submit succinct and structured documentation that is responsive to what is being requested. Extraneous marketing materials should not be included with the submittal.

Page Number Limit: As many as needed.

6. Vendor Submittals & Confirmations

6.1. Proposal*

DO NOT INCLUDE COST INFORMATION HERE

*Response required

6.2. Cost Proposal*

*Response required

6.3. Do you have an existing Equal Employment Opportunity (EEO) Certification with City of Urbana, Illinois?*

☐ Yes

☐ No

*Response required

When equals "Yes"

6.3.1. Upload Equal Employment Opportunity (EEO) Certification with City of Urbana, Illinois* *Response required

When equals "No"

6.3.2. Upload Equal Employment Opportunity (EEO) Packet*

Please download the below EEO Workforce Statistics form, complete it, and then upload the results with your response.

You will also need to include the following two policies with your EEO Workforce Statistics Form:

• Sexual Harassment Policy

• Organization's EEO Statement

Models of a Sexual Harassment Policy and EEO Statement may be found below.

• EEO_Workforce_Statistics.pdf

• model-eeo-statement-urbana-...

• model-policy-sexual-harassm...

*Response required

6.4. Would you be utilizing subcontractors for this project?

☐ Yes

☐ No

When equals "Yes"

6.4.1. Subcontractor(s) Information*

Please include the following for each subcontractor:

https://government-project.s3.us-west-2.amazonaws.com/57976/2600c1ca-8ef7-424d-b7f9-823fc478ce18_EEO_Workforce_Statistics.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GXKQHIES%2F20250402%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250402T162158Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEG8aCXVzLXdlc3QtMiJIMEYCIQDWIPSEMDMumBCOeayjBm0%2FnvFIWUYEkuofm1r1pOnMKwIhALbKM9dK60cM7N28h5fgXKieSDhM74XGrL0hu9EMpGhrKowFCNj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwE0lzurDrrxyJT15Aq4ATvnLbqRVm1JiI6ZdeWAG7sAKRcZeftCJKCWC%2BIeCDJe4DGipwvmR08gMGeddlPiVRbcvMOfakN5%2BY3Qk66mmXJSqajX%2FRRURAmZEBtimDiK7L7FIJhadgQQTZPM0fr7K0XVTtsnDIwK%2BH9tZ1%2BbLW9lwQ2ElQmIqqbi0o2a3z4hLlsYyj7z1fXD79AKZ%2Bkh6%2B5vRlxThV65mXWmZHwA9LKCgcjSmZA2znnqLQZM%2BIvDR41CM%2BUwxL2mK1pYt1oYdLd%2B%2BsUtyLMgVt6tVVebnH1d5bsXNqwgO%2FSTCOkS5e8ZsTiCvIUmWwOEXRSOt5lFxH6dzmzxov0zyTS4U3gjEb7XivhejWNFhzIweP1Sz%2B4zuZW2Jw9PA9Dh9hpXeW1M8sm0chWM0MWznz5RiiLg7EVd3%2FqIVobCcfLhGFHDONJryBl8VssIh0ejMzPvy31vshCr1oyXSHRcBZQJ%2BHZwId1BsnIYVilNx16R2XBTh5qI7RDsKKlfhjUAb3lztUKuVtho6iHEQP6znDPremV4FsFDKX%2FAJGL41Oue%2Bn95qJYvIDRPfl3aSRncCGV0DuFXNut5ZpoMCGa088cKnhh9tenxuAjeEMUotmajT%2BcB5f1kwL49RgqYya4ilyi3DJdWyW8ihnZv33R35XZc2YXnO1cnyeQRwOVPag%2BcVVGvY0U%2FP%2Fx8mm1XqJDTdFnGfFEgDtVl7QIdUmOTZCm%2BdEf%2BxnNgg2JLuHuSFXephxZOCYGd%2FEcgNXCNpYiJ8ZBKK4QujZs4Cs%2BWLAA%2FvG1t35pANerPUMeCH7smSQX6IdzyvLnazCMpLW%2FBjqaAbvtQ5116%2F0VRjmsw2Q8fmS1OC3T8q1Reyx85oXySo86r0o8qjSAZsonhdfXIND3xgSs79TcKqzkpvUxv86owMs5GKnqD5ipYCSwVBDR0X55CPM%2BHwAArbEOxuzzRmJrV9R7%2BGQF1GiO5J0vRKJt4FRDYN8Ndu%2BDRAd%2FEcaNnQMYogurS43xIJIgHk6%2FN8oITWjxXYdsOP4dbGk%3D&X-Amz-Signature=abfcad62870424b330f26333c87cbebb70344f04c8be503ed02623c78e2850de&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22EEO_Workforce_Statistics.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/57976/65a7045e-f6cf-4e42-b1df-9a19a1c535b0_model-eeo-statement-urbana-hrc.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GXKQHIES%2F20250402%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250402T162158Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEG8aCXVzLXdlc3QtMiJIMEYCIQDWIPSEMDMumBCOeayjBm0%2FnvFIWUYEkuofm1r1pOnMKwIhALbKM9dK60cM7N28h5fgXKieSDhM74XGrL0hu9EMpGhrKowFCNj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwE0lzurDrrxyJT15Aq4ATvnLbqRVm1JiI6ZdeWAG7sAKRcZeftCJKCWC%2BIeCDJe4DGipwvmR08gMGeddlPiVRbcvMOfakN5%2BY3Qk66mmXJSqajX%2FRRURAmZEBtimDiK7L7FIJhadgQQTZPM0fr7K0XVTtsnDIwK%2BH9tZ1%2BbLW9lwQ2ElQmIqqbi0o2a3z4hLlsYyj7z1fXD79AKZ%2Bkh6%2B5vRlxThV65mXWmZHwA9LKCgcjSmZA2znnqLQZM%2BIvDR41CM%2BUwxL2mK1pYt1oYdLd%2B%2BsUtyLMgVt6tVVebnH1d5bsXNqwgO%2FSTCOkS5e8ZsTiCvIUmWwOEXRSOt5lFxH6dzmzxov0zyTS4U3gjEb7XivhejWNFhzIweP1Sz%2B4zuZW2Jw9PA9Dh9hpXeW1M8sm0chWM0MWznz5RiiLg7EVd3%2FqIVobCcfLhGFHDONJryBl8VssIh0ejMzPvy31vshCr1oyXSHRcBZQJ%2BHZwId1BsnIYVilNx16R2XBTh5qI7RDsKKlfhjUAb3lztUKuVtho6iHEQP6znDPremV4FsFDKX%2FAJGL41Oue%2Bn95qJYvIDRPfl3aSRncCGV0DuFXNut5ZpoMCGa088cKnhh9tenxuAjeEMUotmajT%2BcB5f1kwL49RgqYya4ilyi3DJdWyW8ihnZv33R35XZc2YXnO1cnyeQRwOVPag%2BcVVGvY0U%2FP%2Fx8mm1XqJDTdFnGfFEgDtVl7QIdUmOTZCm%2BdEf%2BxnNgg2JLuHuSFXephxZOCYGd%2FEcgNXCNpYiJ8ZBKK4QujZs4Cs%2BWLAA%2FvG1t35pANerPUMeCH7smSQX6IdzyvLnazCMpLW%2FBjqaAbvtQ5116%2F0VRjmsw2Q8fmS1OC3T8q1Reyx85oXySo86r0o8qjSAZsonhdfXIND3xgSs79TcKqzkpvUxv86owMs5GKnqD5ipYCSwVBDR0X55CPM%2BHwAArbEOxuzzRmJrV9R7%2BGQF1GiO5J0vRKJt4FRDYN8Ndu%2BDRAd%2FEcaNnQMYogurS43xIJIgHk6%2FN8oITWjxXYdsOP4dbGk%3D&X-Amz-Signature=7dc05e7391bcd2b8f71879a1e49dfd280dee33180cd64196512b9b94942456a4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22model-eeo-statement-urbana-hrc.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/57976/737fdb1b-3b32-4260-83f9-0d9d4a808da1_model-policy-sexual-harassment-employment.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GXKQHIES%2F20250402%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250402T162158Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEG8aCXVzLXdlc3QtMiJIMEYCIQDWIPSEMDMumBCOeayjBm0%2FnvFIWUYEkuofm1r1pOnMKwIhALbKM9dK60cM7N28h5fgXKieSDhM74XGrL0hu9EMpGhrKowFCNj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwE0lzurDrrxyJT15Aq4ATvnLbqRVm1JiI6ZdeWAG7sAKRcZeftCJKCWC%2BIeCDJe4DGipwvmR08gMGeddlPiVRbcvMOfakN5%2BY3Qk66mmXJSqajX%2FRRURAmZEBtimDiK7L7FIJhadgQQTZPM0fr7K0XVTtsnDIwK%2BH9tZ1%2BbLW9lwQ2ElQmIqqbi0o2a3z4hLlsYyj7z1fXD79AKZ%2Bkh6%2B5vRlxThV65mXWmZHwA9LKCgcjSmZA2znnqLQZM%2BIvDR41CM%2BUwxL2mK1pYt1oYdLd%2B%2BsUtyLMgVt6tVVebnH1d5bsXNqwgO%2FSTCOkS5e8ZsTiCvIUmWwOEXRSOt5lFxH6dzmzxov0zyTS4U3gjEb7XivhejWNFhzIweP1Sz%2B4zuZW2Jw9PA9Dh9hpXeW1M8sm0chWM0MWznz5RiiLg7EVd3%2FqIVobCcfLhGFHDONJryBl8VssIh0ejMzPvy31vshCr1oyXSHRcBZQJ%2BHZwId1BsnIYVilNx16R2XBTh5qI7RDsKKlfhjUAb3lztUKuVtho6iHEQP6znDPremV4FsFDKX%2FAJGL41Oue%2Bn95qJYvIDRPfl3aSRncCGV0DuFXNut5ZpoMCGa088cKnhh9tenxuAjeEMUotmajT%2BcB5f1kwL49RgqYya4ilyi3DJdWyW8ihnZv33R35XZc2YXnO1cnyeQRwOVPag%2BcVVGvY0U%2FP%2Fx8mm1XqJDTdFnGfFEgDtVl7QIdUmOTZCm%2BdEf%2BxnNgg2JLuHuSFXephxZOCYGd%2FEcgNXCNpYiJ8ZBKK4QujZs4Cs%2BWLAA%2FvG1t35pANerPUMeCH7smSQX6IdzyvLnazCMpLW%2FBjqaAbvtQ5116%2F0VRjmsw2Q8fmS1OC3T8q1Reyx85oXySo86r0o8qjSAZsonhdfXIND3xgSs79TcKqzkpvUxv86owMs5GKnqD5ipYCSwVBDR0X55CPM%2BHwAArbEOxuzzRmJrV9R7%2BGQF1GiO5J0vRKJt4FRDYN8Ndu%2BDRAd%2FEcaNnQMYogurS43xIJIgHk6%2FN8oITWjxXYdsOP4dbGk%3D&X-Amz-Signature=269441310889567397972f9b6afed1c2b33f9087684b8df3940cf7f34ffd3863&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22model-policy-sexual-harassment-employment.pdf%22&x-id=GetObject

• Name

• Phone Number

• Email

• Type of Work Being Performed

*Response required

6.5. By confirming, the vendor certifies that they have read and understood the request and are authorized to submit a response on behalf of the company.*

☐ Please confirm

*Response required

6.6. Vendor Representations and Additional Duties Form

6.6.1. Does the vendor agree to the following?*

The Vendor agrees that following representations and additional duties are a material part of the contract.

The vendor, having been duly sworn under oath, certifies and agrees as follows:

A. None of the Vendor or its partners, officers, owners, employees, or agents have been barred from contracting with a unit of State or local government in the past five years as a result of a conviction for bid rigging, in violation of 720 ILCS 5/33E-3 or any similar offense of any state or the United

States which contains the same elements as this offense. 720 ILCS 5/33E-11.

B. None of the Vendor or its partners, officers, owners, employees, or agents have ever been barred from contracting with a unit of State or local government as a result of a conviction for bid rotating, in violation of 720 ILCS 5/33E-4 or any similar offense of any state or the United States which contains the same elements as this offense. 720 ILCS 5/33E-11.

C. If the Vendor holds any elected or appointed office under the laws or Constitution of this State, the

Vendor is in compliance with the Public Officer Prohibited Activities Act. 50 ILCS 105/3.

D. The Vendor is not a municipal officer with a prohibited financial interest in this contract, directly in the officer’s own name or indirectly in the name of any other person, association, trust, or corporation, in accordance with 65 ILCS 5/3.1-55-10.

E. If the Vendor employs commercial motor vehicle operators, the Vendor is in compliance with the

Federal Highway Administration rules for controlled substances and alcohol use and testing. 49 CFR

Parts 40 and 382.

F. During the term of this contract, the Vendor shall comply with (a) Urbana City Code Section 2-119, which prohibits employment discrimination by contractors and vendors with the City; (B) the Equal

Employment Opportunity provisions of Ill. Admin. Code tit. 44, § 750; and (C) Article 2 of the

Illinois Human Rights Act, 775 ILCS 5/2-101 et seq., including without limitation the requirement that the Vendor have a written sexual harassment policy in conformance with 775 ILCS 5/2-105.

G. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor has filed with the City and made available to the general public a copy of the Vendor’s written substance abuse prevention program, which meets or exceeds the requirements of 820 ILCS 265/15.

H. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor shall use United States produced steel products, in compliance with 30 ILCS 565/4.

I. If this contract involves the construction, addition to, or alteration of public works, the Vendor shall employ laborers in compliance with the Veterans Preference Act (330 ILCS 55/0.01 et seq.) and the

Employment of Illinois Workers on Public Works Act (30 ILCS 570/0.01 et seq.).

J. The Vendor shall comply with all applicable provisions of the Prevailing Wage Act, which requires the payment of the prevailing rate of wage to all laborers, workers, and mechanics employed by or on behalf of a public body in the construction, demolition, maintenance, or repair of public works. 820

ILCS 130/0.01 et seq. The prevailing wage rates are established and revised by the Department of

Labor and are available at www.state.il.us/agency/idol/rates/rates.htm.

K. The Vendor shall obtain from all subcontractors to be used in the performance of this contract a sworn statement agreeing to the representations and additional duties contained on this document. The Vendor shall maintain the sworn statements on file for the duration of this contract and shall promptly provide them to the City upon request. If a subcontractor is or becomes ineligible for a contract with the City, the Vendor promptly shall terminate its subcontract upon the

City’s request. The Vendor shall include adequate provisions in all subcontracts to allow it to terminate such subcontracts as required herein.

The representations contained on this document are true, complete, and correct in all respects. The representations contained herein are continuing. If any such representation is no longer true or correct, the

Vendor promptly shall notify the City in writing.

☐ Yes

☐ No

*Response required

When equals "No"

6.6.2. If you disagree with a statement, please state the statement and explain why. * *Response required

6.6.3. Please select one statement, in accordance with 65 ILCS 5/11-42.1-1* ☐ The Vendor is not delinquent in the payment of any tax administered by the Department of Revenue unless the Vendor is contesting, in accordance with the procedures established by the appropriate revenue

Act, its liability for the tax or the amount of tax.

☐ The Vendor has entered into an agreement with the Department of Revenue for the payment of all such taxes that are due and is in compliance with the agreement.

*Response required https://www.state.il.us/agency/idol/rates/rates.htm

7. Evaluation Phases

A. Proposals will be reviewed by the City’s evaluation team with individual and aggregate scoring to be informative, not determinate. Ultimately, evaluation team will make a recommendation for award based on scoring and deliberation of the group.

B. After evaluation (and interviews, if deemed necessary), the City will negotiate final terms of a formal contract with the respondent that offers the best overall solution. If the preferred respondent is unable to execute a contract with acceptable terms to the City, the City will begin contract negotiations with the next best respondent provided evaluation team supports the award.

C. General Criteria for Evaluation Includes:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Content, understanding, and approach of the scope of work requested.

N/A N/A

2. Qualifications and experience of the respondent N/A N/A

3. Qualifications and experience of key staff providing goods and services.

N/A N/A

4. Completeness of the proposal N/A N/A

5. Readiness and capacity to complete scope of work within specified schedule N/A N/A

6. Ability of Vendor to provide future assistance/maintenance with requested goods or services

N/A N/A

7. Cost effectiveness N/A N/A

8. Insurance Requirements

The following table details insurance requirements for City contracts, which generally apply to purchases over

$10,000. All contractors performing work on the City’s premises should provide insurance, even for contracts of less than $10,000. These requirements apply when a vendor or contractor is performing work for the City, but not to purchases of only materials or supplies. Other exceptions may be approved as described below.

This section will be updated from-time-to-time.

Requirements and Insurance Certificates.

1. The City of Urbana and its officers and employees will be named as additional insured parties on all policies.

2. The City’s interests as additional insured parties will be on a primary and non-contributory basis on all policies and noted as such on insurance certificates.

3. All policies will be written on an occurrence basis (no “claims made” policies).

4. Insurance certificates will be provided prior to the City’s execution of a contract.

5. Contractor or vendor provides an insurance certificate that details coverage described above and requires notification to the City if a policy is cancelled or not renewed.

6. The contractor must require all subcontractors to have the same coverage. This requirement will be included in the contract terms, but no verification is required.

Custody of Insurance Certificates. Each department will hold insurance certificates in a centralized location and maintain a listing of insurance policies and expiration dates. The listing will be reviewed on a monthly basis to ensure that no policies for current projects will lapse within the next 60 days. Written notice will be made to each vendor or contractor with uncompleted work on a contract for whom a policy will lapse within the next 60 days, and staff will follow up to ensure compliance.

Inspection. Because of the liability to the City associated with inadequate or lapsed insurance, the listing and insurance certificates will be available for inspection by the Finance Director or City Attorney upon request.

Exceptions to Requirement. Because of potential liability for the City, insurance requirements will be waived only with written agreement of the Finance Director and City Attorney.

9. Standard Terms & Conditions

These standard terms and conditions shall govern the final contractual obligation of the successful respondent to provide requested goods and services unless supplemental terms and conditions are included which supersede specific individual standard terms and conditions or alternative terms and conditions are negotiated and agreed upon by both parties post-award, prior to final contract execution.

9.1. Prices

The prices for goods and services are complete and shall include all equipment, labor, materials, shipping, handling, installation, and other charges unless specifically denoted otherwise. Where prices are given in both words and figures, the words shall govern. If there is a discrepancy between the total amount and a unit price, the unit price shall govern.

9.2. Delivery

Vendor shall complete delivery of goods or services in accordance with the provisions of the request. If a time has not been specified in the request, then delivery should be provided no more than 30 days after the date of the issuance of the purchase order. Each shipment of goods shall include a separate invoice.

9.3. Payment

If payment terms are not indicated, the City shall make payment no more than 30 days after receipt of an invoice, pay application, or pay request that has been approved by authorized City representative. Vendor shall list applicable purchase order number on all invoices and packing lists.

9.4. Tax Exemption

The City is exempt from paying federal excise tax, state and local retailers’ occupation tax, state and local service occupation tax, use tax, service use tax, and sales tax. The City’s tax exempt number will be furnished to the successful respondent upon execution of a final contract.

9.5. Inspection; Rejection; Acceptance

Before making payment, the City may inspect all goods delivered and services performed and reject those that are defective or nonconforming. The City may return rejected goods and goods supplied in excess quantities to the Vendor at the Vendor’s risk and expense. The Vendor shall promptly correct all work or services identified to be defective or nonconforming, whether observed before or after completion of the services.

The Vendor is responsible for all costs of correcting such defective or nonconforming goods or services, including costs associated with repairing any damage, re‐performing the services, and incurred due to the

Vendor’s inadequate performance.

9.6. Warranties

In addition to all warranties provided by law and unless specified otherwise in the request, the Vendor warrants that the goods delivered pursuant to this request (a) conform to the descriptions and specifications contained herein; (b) are fit for the purpose for which such goods are ordinarily employed and any particular use the City has specified to the Vendor; (c) are new, unused, and safe for their intended purpose; (d) are free from any security interests, liens, claims, or encumbrances; (e) comply with all applicable federal, state, and municipal laws; (f) do not infringe upon or violate any copyrights or patents, unless the City has furnished the designs used on the goods; and (g) will operate for a reasonable period under normal use.

9.7. Cancellation

The time for delivery of goods or performance of services pursuant to this request is of the essence. The City may cancel any or all of the contract without liability if the Vendor: (a) fails to meet price, quantity, quality, or delivery requirements; (b) ceases to operate in the normal course of business; (c) declares bankruptcy or otherwise is subject to legal proceedings concerning creditor relief; (d) applies for or is subject to appointment of a receiver; or (e) makes any assignment for the benefit of creditors. The City also reserves the right to cancel for any other reason permitted by the Uniform Commercial Code.

9.8. Default

If the City initiates suit for any default of the Vendor and the City substantially prevails in any such suit, the

Vendor shall pay the City’s costs to enforce the terms of this P.O., including court costs and reasonable attorneys’ fees.

9.9. Indemnification

Except for claims based solely upon the negligence, gross negligence, or willful, wanton, or intentional misconduct of the City, its officers, agents, or employees, the Vendor shall INDEMNIFY and DEFEND the

City and its officers, agents, and employees against all claims, including attorneys’ fees, arising from (a) any defect in the goods or services that existed at the time of delivery to the City; (b) the Vendor’s breach of any warranty; or (c) the Vendor’s performance or failure to perform the provisions of this P.O.

9.10. Risk of Loss

The Vendor shall bear the risk of loss, injury, or destruction of the goods or services specified in the final contract until delivery to the specified destination and the City’s inspection and acceptance.

9.11. Independent Contractor

The City and successful respondent are independent contractors with respect to each other, and nothing in this request or final contract creates an association, partnership, joint venture, or agency relationship between them.

9.12. Force Majeure

Neither party will be deemed to be in default for performance delays caused by floods, earthquakes, fires, epidemics, pandemics, wars, riots, or other civil disturbances. The City may cancel the contract after determining such delay will prevent successful performance of work associated with contractual terms and conditions.

9.13. Assignment; Subcontractors

The Vendor shall not assign or subcontract its rights without the City’s prior written approval. All Work performed for the Contractor by any subcontractor will be pursuant to an appropriate written agreement which specifically binds the subcontractor to the applicable terms and conditions of the Contract Documents, but no contractual relationship shall exist between any subcontractor and City.

9.14. Variations; Entire Agreement:

RESERVED

9.15. Governing Law

All applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the scope of work shall apply to and deemed included in the final Contract. The parties shall construe this contract according to Illinois law and the Urbana City Code and shall initiate and maintain any action to interpret or enforce this contract in the Sixth Judicial Circuit Court, Champaign

County, Illinois.

9.16. Nonwaiver

Either party’s failure to enforce any provision of this contract will not be deemed a waiver of future enforcement of that or any other provision.