Advertising,_Media_Planning_and_Media_Buying_Services.pdf

PROJECT REQUEST

2025-RFP-049

ADVERTISING, MEDIA PLANNING AND MEDIA BUYING SERVICES

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: June 25, 2025

DEADLINE FOR QUESTIONS: July 11, 2025

RESPONSE DEADLINE: July 18, 2025, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/villageofschaumburg

PROJECT REQUEST

Advertising, Media Planning and Media Buying Services

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. Scope of Work V. Evaluation Criteria

VI. Insurance Requirements VII. Terms and Conditions

VIII. Supplemental Conditions IX. Vendor Questionnaire

Project Request #2025-RFP-049 Title: Advertising, Media Planning and Media Buying Services

1. Legal Notice

1.1. Village of Schaumburg - Request for Proposal

The Village of Schaumburg, IL will accept electronic proposals via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2025-RFP-049, Advertising, Media Planning and Media Buying Services.

Specifications and all Contract Documents are available via the Village’s e-Procurement Portal, OpenGov. Prices quoted must be valid for a minimum of 90 days from the date of the bid opening.

Proposals will be received until 1:00 pm on Friday, July 18, 2025.

The Village of Schaumburg reserves the right to reject any and all proposals or to waive any technicalities, discrepancies, or information in the bids. The Village of Schaumburg does not discriminate in admission, access to, treatment, or employment in its programs and activities.

All questions regarding this Legal Notice and the actual proposal specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Friday, July 11, 2025 by 1:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to firms following this solicitation on the Village's e-

Procurement Portal.

Purchasing Division

2. Introduction

2.1. Summary

The Village of Schaumburg, IL will accept proposals via the Village's e-Procurement Portal, OpenGov https://procurement.opengov.com/portal/villageofschaumburg for 2025-RFP-049, Advertising, Media

Planning and Media Buying Services to be received no later than Friday, July 18, 2025, 1:00 pm.

Proposals submitted after the specified time will not be accepted.

The Village of Schaumburg (hereinafter the “Village”) is seeking proposals from qualified and interested vendors to satisfy a need for advertising, media planning, and media buying services to educate the public and increase awareness of the Village’s brand to a variety of audiences within and outside of

Schaumburg.

The Village is seeking a full-service agency partner that will focus on helping the Village build its brand through:

• A comprehensive advertising campaign that features fresh, targeted creative, and

• Strategic media planning and execution

Elements of this project will include:

1. Strategic, research based recommendations for creative and integrated marketing, media planning and media buying recommendations

2. Development and production of results-driven creative (online, mobile, etc.)

3. Management of the production of various creative concepts and delivery to media outlets as required

4. Determine efficient and effective media mix, recommending appropriate media channels to adhere to campaign goals

5. Integration of analytic tools to measure and report on the impact of executed media strategies and tactics

6. Post-buy reporting and analysis

The primary purpose of the Village of Schaumburg is to provide high-quality services and programs to residents, businesses and visitors. In partnership with the community, the mission of the Village of

Schaumburg is to provide the highest quality municipal service to our customers through thoughtful planning, fiscal responsibility, and accessible, responsive, and proactive leadership resulting in a continuously improving quality of life.

The Village has been in existence for almost 70 years and is committed to maintaining and advancing its position as a leader in serving the community. The Village recently completed a Community Perception

Study as well as the National Community Survey – both of which offer detailed analysis and sentiment about Schaumburg. This information can be used to drive messaging and continue to advance

Schaumburg’s brand.

It is envisioned that campaigns will have two distinct objectives with the following goals:

Generally promote and generate positive awareness for Schaumburg

• Reinforce the Village’s position as a premiere community of Chicago’s northwest suburbs

• Promote the Village’s many assets and amenities and introduce potential visitors to all that

Schaumburg has to offer

• Strengthen public perception of the quality of life that is offered to residents, businesses and visitors in Schaumburg

Promote business opportunities to spur investment and economic development growth

• Promote Schaumburg’s office opportunities to attract new companies to reduce the office vacancy rate from 30% to 25%

• Raise awareness of the new 390 West Gateway Park TIF District to attract new industrial users and redevelopment

• Coordinate with Economic Development’s marketing efforts to increase investment in 90 North

Schaumburg and build off the newly-developed “The Center of It All” campaign and website:

www.90northschaumburg.com

The contracted agency will work closely with the Village’s Communications & Outreach Department as well as the Economic Development Department, serving as an agency partner to assist in advertising, media planning, and media buying for key markets.

2.2. Background

Village Background

Located just 30 miles outside Chicago and about 11 miles west of O’Hare International Airport, Schaumburg is the premier suburban business destination in Illinois. In the past 60-plus years with vision and thoughtful planning, Schaumburg has transformed from a small farming community into a thriving economic center that is home to more business in Illinois than any other community outside of Chicago.

Our businesses provide support to the community’s 75,000 residents, 80,000 employees and the northwest suburbs by offering professional and high-quality services and goods.

Beyond this distinction as the economic center of the northwest suburbs, Schaumburg is a community of neighbors with first-rate services and amenities offering those who live here a high quality life.

Schaumburg offers a variety of unique opportunities that can satisfy anyone’s particular craving.

Residents can attend a concert or the Farmers Market in the Town Square, take in theater and other shows at the Al Larson Prairie Center for the Arts, visit the Trickster Gallery (Native-owned and operated art gallery), discover family fun at Legoland Discovery Center, enjoy minor league baseball at Boomers

Stadium, or utilize any of the nationally recognized Schaumburg Park District facilities. Additionally, the

Schaumburg Township District Library is the second largest public library in Illinois with more than one million visitors each year. Additional information about the village can be obtained by visiting www.schaumburg.com.

http://www.90northschaumburg.com/ https://www.schaumburg.com/

Target Audiences

Throughout its branding process, the Village performed extensive research and obtained data from a variety of individuals to help understand current perceptions of Schaumburg. Targeted audiences included in the research process were the following: Elected officials; employees, Schaumburg residents and businesses (community); external influencers; and visitors and non-visitors to Schaumburg and the

Chicago area.

The comprehensive final report of branded analysis, which includes all research and data findings, will be provided to the contracted agency to assist in developing an overall plan of advertising and media strategy for the Village.

Creative Deliverables

As part of the Village’s branding process, creative deliverables such as conceptual ads, sample marketing materials, and other pieces were developed, reviewed and approved by the Village of Schaumburg.

Received deliverables were provided as a guideline to help launch the Village’s brand to internal and external audiences. The selected contracted agency will be given all approved creative deliverables for reference and to serve as the foundation of additional creative material development going forward.

Project Timelines

The Village estimates the following timelines as part of the project:

RFP Process*

Summer 2025: Solicitation issued; proposals received and reviewed; and contract awarded.

Anticipated Execution of Contract*

Early Fall 2025: Discovery and Kick-off meetings

Fall 2025: Development, presentation and review of strategy plan; plan revisions/approvals;

development of creative deliverables

Early 2026: In market advertising begins

*All timelines are estimates and are subject to change

2.3. Contact Information

Project Contact:

Allison Albrecht

Director of Communications & Outreach

101 Schaumburg Ct.

Schaumburg, IL 60193

Email: aalbrecht@schaumburg.com

Phone: (847) 923-4710

Procurement Contact:

Jillian Ostman

Purchasing Supervisor

101 Schaumburg Court

Schaumburg, IL 60193 mailto:aalbrecht@schaumburg.com tel:(847)923-4710

Email: jostman@schaumburg.com

Phone: (847) 923-4529

Department:

Communications Department

Department Head:

Allison Albrecht

Department Director

2.4. Timeline

Release Project Date June 25, 2025

Question Submission Deadline July 11, 2025, 1:00pm

Bid Submission Deadline July 18, 2025, 1:00pm mailto:jostman@schaumburg.com tel:(847)923-4529

3. Instruction to Proposers

3.1. Intent

The intent of this Request for Proposal is to enable the Village of Schaumburg's Department of

Communications Department to establish relationships with vendors for Advertising, Media Planning and Media Buying Services.

This Request for Proposal is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

3.2. Contract Documents

Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, proposal notice, proposal sheet, and addendum, if any, as specified herein shall form the

“Contract Documents.” For the purpose of this proposal, the word “Village” shall refer to the Village of

Schaumburg, and the word “Firm” shall refer to any person, company, or entity submitting a proposal.

Any work shown or described in one of the documents shall be construed as if described in all the documents.

3.3. Interpretation of Contract Documents

Each request for interpretation of the Contract Documents shall be made in writing through the

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Friday, July 11, 2025 by 1:00 pm. Interpretations and supplemental instructions will be electronically distributed to firms following this solicitation on the Village’s e-Procurement Portal.

3.4. Electronic Proposal Documents

Firms intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village. The firm, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement

Portal. Addenda notifications will be emailed to all persons on record as following this Proposal. Failure of any firm to receive any such addenda or interpretation shall not relieve such firm from any obligation under their proposal as submitted. All addenda so issued shall become part of the contract documents.

Paper submissions will not be accepted.

3.5. Withdrawal of Proposal

Proposals may be withdrawn through the Village's e-Procurement Portal, the responding firm may

“unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the opening. Firms may withdraw or cancel their proposal, in written form, at any time prior to the advertised proposal opening time.

https://procurement.opengov.com/signup

3.6. Firm Qualifications

No award will be made to any proposal or firm who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such investigations as it deems necessary. The proposal shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

3.7. Preparation of Proposal

The Proposal submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the firm to the terms of the proposal.

4. Scope of Work

4.1. Agency Requirements

The Village is seeking a full-service agency to become a strategic creative partner and support marketing led communications, advertising, promotional, and digital efforts for creative, production, advertising and other deliverables. The Village is considering agencies with proven records in developing and executing category leading, forward thinking, and high-impact strategies, projects, and campaigns that drive measurable success for our various audiences.

Qualified agencies must:

• have at least five years’ experience with expertise and capabilities in advertising, media planning and media buying;

• provide key services as part of a set of core competencies including strategy/planning, account services, brand activation, creative development, production, success measurement, media planning and buying for traditional and non-traditional media platforms and in on- and off-line environments;

• be proficient in developing creative solutions that align with the current and evolving brand platform, design style, and messaging platforms;

• have demonstrated excellence in all forms of creative, advertising and messaging within integrated, cross-channel campaigns;

• be able to work closely and as part of a collaborative, cohesive team with other partners, service providers and sub-contracted organizations.

• demonstrate knowledge and experience working with the regional Chicagoland media market

4.2. Scope of Work

The scope of work may include, but is not limited to:

ACCOUNT MANAGEMENT

• Detailed monitoring and timely reporting for billings, estimates and invoices

• Frequent meetings to communicate project status, manage client/agency expectations, discuss upcoming project/campaign requirements and opportunities, and other functions as required for the success of MIHS and its projects/campaigns

• Budget and cost management

• Success monitoring and tracking to determine future efforts and optimizations that will continue to drive sustainable gains across multiple years

CREATIVE/DESIGN

• Advertising (television, radio, print, outdoor, directories, etc.)

• Direct Mail

• Video concepts, storyboarding, scripting, and development (TV, online, internal)

• Events and signage

• Promotional and collateral materials (internal and external)

PRODUCTION

• Motion (TV, radio, online, other video includes both filming and motion graphics)

• Still photography (art direction, color correction, compositing, and Photoshop work)

• Music composition

• Digital

• Editing and post-production work

MEDIA STRATEGY PLANNING/BUYING

• Defining media objectives, strategies, reach, coverage, frequency, etc.

• Television (includes online channels), Radio (includes online channels [Pandora, etc.]), YouTube, Outdoor and Transit, Print, Digital (PPC, Display, Remarketing, etc.) and Social Media (Paid

Facebook, Twitter, etc.)

• Varying durations, units, sizes and frequencies based on strategy and outcome goals

• Multi-variant and dynamic creative executions

• Technology integrations (i.e. geo-targeting, geo-fencing, etc.)

• Post-buy auditing and reconciliation of media programs

4.3. Budget

The anticipated not to exceed total budget for this project for the current fiscal year (ends April 30, 2026) is $255,000. This is the total budget that includes both media buys/advertising as well as any professional services provided to the agency. This total will be used to administer both campaigns

(general Schaumburg advertising as well as advertising to spur economic development). It is the intent, but is not guaranteed, that the Village will conduct a multi-year advertising campaign. Future advertising budgets will be determined on a year-to-year basis.

4.4. Required Elements of the Proposal

Proposals should include the following components presented in the order shown below:

• Agency legal name, primary address, and main RFP contact name and information

• Year formed and demonstration of company’s experience in advertising, media planning and media buying

• A summary detailing the agency’s understanding of the work to be completed and interest in the project

• Background and experience of staff – a summary of the background and experience of the project lead and organization, to include:

o Qualifications of key personnel assigned to the project o Organizational structure (i.e. creative, production and training departments or ability to outsource)

• Detail and familiarity, experience and relationships with local market media outlets, channels, firms and individuals

• Samples of related/comparable past projects that would serve as examples of experience and expertise necessary for this work. Please include not more than three recent examples demonstrating applicant’s success to produce strategic advertising, media planning and successful media buying services for similar clients. Please describe elements such as:

o Sample Creative Work and Process – how was plan developed for the client, what was strategy, what defined overall success of the campaign, etc.

o How was campaign monitored, executed and optimized to achieve client goals and expectations

• Breakdown of proposed fee schedule and billing methodology to include total cost and estimated hours on developing advertising and media strategy plan. The table presented below is the minimum acceptable budget format. Additional detail and breakdown of proposed costs may be provided if applicable.

Category % of Total Budget Commission % or Hourly Rate

Strategic Planning

Production/Creative

Media Buying/Placement

Research/Analytics

Travel & Administration

Agency Fees

Other

TOTAL

5. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Overview of Organization

Include information about company size and staff. Provide information that staff assigned to the account will be knowledgeable and seasoned in their respective areas of expertise.

Points Based 10 (10% of Total)

2. Qualifications and Experience

A key point of the selection process is to work with an agency that had at least 5 years of experience in working with various clients in a comparable work scope. In addition, it is preferred if the agency has prior community marketing experience (municipal experience) since we're a community that has unique services/attributes.

Points Based 25 (25% of Total)

3. Approach to the Project

Since developing the strategy of the village’s advertising efforts is the foundation of and likely one of the most essential pieces of the process, it is important to select an approach that will provide the best “fit” for our organization and its goals.

Points Based 25 (25% of Total)

4. Knowledge & Success with Various Media

Markets

The preferred agency has to provide knowledge and success with a variety of media markets, and an agency with marketing professionals should be expected to apply its proposed strategy in any market, whether they are based from the Chicago area or elsewhere.

It is preferred if the agency can demonstrate knowledge of target audiences, demographics and other information related to the

Chicagoland media market.

Points Based 20 (20% of Total)

5. Cost

While the overall budget is being provided, the

Village will be reviewing project cost breakdowns, hourly rates, and agency fees as the intent is to minimize overhead costs to allow for as much net budget to go toward the media plan/advertisements.

Points Based 15 (15% of Total)

6. Client Feedback

Additional reviews may be conducted of agency clients to obtain information about their experiences working with the agency.

Points Based 5 (5% of Total)

6. Insurance Requirements

6.1. Insurance

The proposal will provide certificates of insurance evidencing the following types and limits of insurance.

The certificates of insurance will specifically address each of the requirements noted below. Each insurance company shall be acceptable to the Village. The General Liability coverage shall name the

Village of Schaumburg as additional insured. All insurance noted below is primary and in no event will be considered contributory to any insurance purchased by the Village. All insurance noted below will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance notice, via certified mail.

The Proposal will provide written Proof of Endorsement, with the General Liability policy number on the endorsement.

A. Comprehensive General Liability including Products Liability/Completed Operations insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, including Broad Form

Contractual Liability insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, subject to the terms and conditions of the policy. A copy of the policy may be required.

B. Automobile Liability insurance, in an amount not less than $1,000,000 combined single limit.

Said insurance is to be extended to cover hired and non-owned vehicles.

C. Umbrella or Excess Liability coverage, the Contractor shall provide evidence of Umbrella or

Excess Liability coverage of $2,000,000.

D. Workers’ Compensation is to be provided as required by statute, by an insurance company licensed to write worker’s compensation in the State of Illinois. Employer’s Liability, in an amount not less than $500,000 each accident, $500,000 disease – policy limit, and $500,000 disease – each employee.

E. Insurance Rating – All insurance policies required by this contract shall be underwritten by insurance companies with a minimum A. M. Best rating of A:VII.

F. A certificate of insurance is required as evidence of coverage, with the Village of Schaumburg named as an additional insured. The certificate will include an “Additional Insured

Endorsement”. The same full insurance coverage provided to the named insured, whether it is the contractor or a sub-contractor, shall be provided to the Village without any limitations or endorsements that might limit or exclude coverage. If insurance is canceled for any reason whatsoever the Village will be given not less than thirty (30) days prior written notice.

Any and all deductibles or other forms of retention are the responsibility of the Contractor. All deductibles or other forms of retention are subject to the approval of the Village. Contractor will disclose to the Village in writing the amounts of any deductible or self-insured retentions on the insurance required under this contract.

Contractor waives any right of subrogation it may have or later acquire against the Village.

The firm shall not commence work under this contract until they have obtained all insurance required under this section and such insurance has been approved by the Village, nor shall firm allow any subcontractor to commence work on their subcontract until the same insurance has been obtained by the subcontractor. The firm and their subcontractor(s) shall maintain all insurance required under paragraphs A through D of this Section for not less than one (1) year after completion of this contract.

7. Terms and Conditions

7.1. Compliance with Laws

The proposer shall at all times observe and conform to all laws, ordinances, and regulations of the

Federal, State, and local governments, which may in any manner affect the preparation of proposals or the performance of the contract.

7.2. Terms of Contract

The initial term of this contract shall be for one (1) year to begin on award, subject, however, to the right of the Village to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the contractor. The Village invokes the right to cancel the contract for poor performance, and/or for other issues that the Village deems unacceptable or below the standard specified in the contract. In the event of such cancellation, the Contractor shall be entitled to receive payment for services and work performed, and materials, supplies, and equipment furnished under the terms of the contract prior to the effective date of such cancellation, but will not be entitled to receive any damages on account of such or any further payment whatsoever. Upon normal expiration of the contract, the

Contractor shall continue, at the sole option of the Village, to provide services on a month by month basis, under the same terms and conditions, for a period not to exceed four (4) months.

This contract may be renewed for three (3), one (1) year optional extensions. The optional years will automatically renew providing the Village of Schaumburg has not notified the vendor by written notice, not less than ninety (90) days prior to the contract expiration date, of the Village’s intent to re-solicit new proposals.

A one-time economic adjustment for labor, material, and equipment costs may be negotiated for each one year extension to the contract after the initial one year contract period. This economic adjustment may not exceed the published local Consumer Price Index (CPI) for the previous twelve month period.

The contracted vendor shall be responsible for notifying the Village (by written notice) of any requested increase not less than ninety (90) days prior to expiration of the contract year.

This contract places no obligation on the Village to appropriate funds for this service beyond the initial fiscal year term of the contract and is dependent upon sufficient funds being appropriated each fiscal year by the Village for this work.

7.3. Alternate

Any reference in these specifications to manufacturer’s name, trade name, or catalog number (unless otherwise specified) is intended as a standard only. The Village’s written decision of approval or disapproval of a proposed substitution shall be final.

Alternate proposals will be considered only if received at the time stated for receipt of the proposal.

Proposers are cautioned that, if an alternate proposal(s) involves an increase in the proposal Sum, the proposal Deposit, if required, shall be ample or be increased to cover the alternate proposal Sum or the entire proposal may be rejected.

7.4. Freedom of Information Act (FOIA)

The Village is required by 5 ILCS 140 - Freedom of Information Act to comply with freedom of information requests (FOIA) within five (5) business days of a record request. All contractors used by the

Village may be in possession of records covered by this act and therefore will be required to provide the

Village with those records upon request and within the time frame of the Act.

7.5. Confidentiality

As a public agency, the Village is required to adhere to Freedom of Information Act. If a responding firm intends to request confidentiality on any portion of a proposal, the submittal shall also include a redacted copy of the proposal. Limited redactions will be considered. However, entire full redaction of proposal submittals will not be considered for award. If a redacted copy is not provided, the original submittal may be released by the Village as received.

7.6. Proposal Review

The Village reserves the right to reject any or all proposals and/or to waive any irregularities or disregard any informality in the proposal when, in its opinion, the best interest of the Village will be served by such action. Furthermore, the Village reserves the right to award each item to a different proposer, or all items to a single proposer unless otherwise noted on in this solicitation. The Village may determine as follows: 1) an equal or alternative is a satisfactory substitute; 2) an early delivery date is entitled to more consideration than price; 3) an early delivery date is to be disregarded because of the reputation of the proposer for not meeting delivery dates; 4) a Proposer is not a responsible Proposer; and 5) what exceptions or deviations from written specifications will be accepted.

No proposals will be accepted from or contract awarded to any person, firm, or corporation that is in arrears or is in default to the Village upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Village, or had failed to perform faithfully any previous contract with the Village.

7.7. Form of Contract

The form of contract between the Village and the successful Proposer will be a purchase order referencing the proposal specification, the proposal submitted by the successful Proposer, and the resulting purchasing order.

7.8. Proposal Results

Following the proposal opening, bid tabulations will be posted on the Village’s e-Procurement Portal. Bid tabulations posted on-line represent “as read” submittals at time of the proposal opening. They do not represent contract award. Final awards will be posted when approved.

7.9. Delivery

Where applicable, all materials shipped to the Village must be shipped F.O.B. delivered, designated location, Schaumburg, Illinois. If the delivery is made by truck, arrangements must be made in advance by the Proposer, with concurrence by the Village, for receipt of the materials. The materials must be delivered where directed. Truck deliveries will be accepted at the Public Works Facility between 7:00 a.m. and 3:30 p.m. and at all other Village locations 8:00 a.m. and 4:00 p.m., weekdays only.

NOTE: The Public Works Facility does have a raised loading dock. All other Village locations do not have access to a raised loading dock. Deliveries requiring removal from the delivery truck via a forklift provided by the Village must be arranged with the Village twenty-four (24) hours in advance of the expected delivery date.

7.10. Inspections

The Village shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Village. Any items rejected shall be removed from the premises of the

Village and/or replaced at the entire expense of the successful Proposer.

7.11. Payment

Payment shall be made within 30 days of invoice receipt and approval, unless otherwise specified in the agreed upon contract. All invoices must include the PO number associated with the order and shall be submitted to the Village of Schaumburg, Accounts Payable Division, 101 Schaumburg Court, Schaumburg, IL 60193. If prevailing wage is a requirement of the contract, the invoice must include IDOL filing certificate and waivers. Failure to submit all documentation as specified may result in delay of invoice payment.

7.12. Period of Unemployment

30 ILCS 570 - Employment of Illinois Workers on Public Works Act must be adhered to in entirety by the awarded contractor. This act requires the use of Illinois workers on Public Works projects during periods of excess unemployment, which means any month immediately following 2 consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded 5% as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures.

7.13. Toxic Substance

Prior to delivery of any material which is caustic, corrosive, flammable, or dangerous to handle, the supplier will provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid. (Materials Safety Data Sheet).

7.14. Guarantees and Warranties

All guarantees and warranties required shall be furnished by the Proposer and shall be delivered to the

Village before final payment on the contract is issued.

7.15. Termination of Contract

The Village reserves the right to terminate in whole or any part of this contract, upon written notice to the Proposer, in the event of default by the Proposer. Default is defined as failure of the Proposer to perform any of the provisions of this contract or failure to make sufficient progress so as to endanger performance of this contract in accordance with its terms. In the event of default and termination, the

Village may procure, upon such terms and in such a manner as the Village may deem appropriate, supplies, or services similar to those terminated.

The Proposer shall be liable for any excess costs for such similar supplies or service unless evidence is submitted to the Village that, in the sole opinion of the Village, clearly proves that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Proposer .

8. Supplemental Conditions

9. Vendor Questionnaire

9.1. Authorized Person(s)*

Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

Name

Title

Phone Number

Email Address

*Response required

9.2. Equal Employment Opportunity Clause*

EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices

Commission as a material term of all public contracts.

During the performance of this contract, the contractor agrees as follows:

A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or ancestry; and further, that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such under utilization.

B. That, if it hires additional employees in order to perform this contract, or any portion hereof, it will determine the availability (in accordance with the Commission’s Rules and Regulations for

Public Contracts) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized.

C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin, or ancestry.

D. That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the contractor’s obligations under the Illinois Fair

Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the contractor in its efforts to comply with such Act and Rules and Regulations the contractor will promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations there under.

E. That it will submit reports as required by the Illinois Fair Employment Practices Commission’s

Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission’s Rules and Regulations for Public

Contracts.

F. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the

Commission’s Rules and Regulations for Public Contracts.

G. That it will include verbatim or by reference the provisions of paragraphs 1 through 7 of this clause in every performance subcontract as defined in Section 2.10 (b) of the Commission's

Rules and Regulations for Public Contracts so that such provision will be binding upon every such subcontractor; and that it will also include the provisions of paragraphs 1,5, 6, and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission’s Rules and

Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the contractor will be liable for compliance with applicable provisions of this clause by all its subcontractors; and further it will promptly notify the contracting agency and the Illinois Fair Employment Practices

Commission in the event any subcontractor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the Commission to be non-responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

The Village of Schaumburg does not discriminate on the basis of disability status in admission or access to, or treatment or employment in, its programs and activities.

☐ Please confirm

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9.3. Indemnification*

The Proposer hereby agrees to protect, defend, indemnify, and save harmless the Village against loss, damage, or expense from any suit, claim, demand, judgment, cause of action, or shortage initiated by any person whatsoever, arising or alleged to have arisen out of work described herein, except that in no instance shall the Proposer be held responsible for any liability, claim, demand, or cause of action attributable solely to the negligence of the Village.

☐ Please confirm

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9.4. Not Barred by Law*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not barred by law from submitting a Proposal to the

Village for the project contemplated herein because of a conviction for prior violations of either Illinois

Compiled Statutes, 720 ILCS 5/33E-3 (Proposal Rigging) or 720 ILCS 5/33-4 (Proposal Rotating).

☐ Please confirm

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9.5. Not Delinquent in Payment*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not delinquent in payment of any taxes to the Illinois

Department of Revenue in accordance with 65 ILCS 5/11-42.1.

☐ Please confirm

*Response required

9.6. Drug-Free Workplace*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, provides a drug free workplace pursuant 30 ILCS 580/1, et seq.

☐ Please confirm

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9.7. Substance-Abuse Program*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 265/1 et. seq., Public Act 095-0635

☐ Please confirm

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9.8. Illinois Human Rights Act*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is in compliance with the Illinois Human Rights Act 775

ILCS 5/1.101, et seq. including establishment and maintenance of sexual harassment policies and program.

☐ Please confirm

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9.9. Detail Exceptions Sheet*

Any exceptions must be clearly noted on the Detail Exceptions Sheet(s). Failure to do so may be reason for rejection of the bid. It is not our intention to prohibit any potential Bidder from bidding by virtue of the specifications, but to describe the material and services actually required. The Village reserves the right to accept or reject any or all exceptions.

DETAIL EXCEPTIONS SHEET MUST BE SUBMITTED WITH THE BID RESPONSE.

Please download the below documents, complete, and upload.

• Detail_Exceptions_Sheet.pdf

*Response required

9.10. Provide 3 Municipal Government References*

Project Name: _______________________

Year Completed: _____________________

Location and Agency: _________________

Contact Person Name and Number: _____

9.11. Upload any Proposal Documents *

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