city of springfield UE27-17 Integrated Resource Plan.pdf

Agenda No. __________________

Ordinance No. ________________

CITY OF

Springfield ILLINOIS

CONTRACT BOOK

SECTION I -- INTRODUCTION SECTION V: -- PRICING

SECTION II -- INSTRUCTIONS TO BIDDERS SECTION VI: -- CERTIFICATIONS

SECTION III -- SCOPE OF CONTRACT SECTION VII: -- ADDENDA

SECTION IV -- TERMS & CONDITIONS SECTION VIII: -- CONTRACT

MISTY BUSCHER, MAYOR

CONTRACT INDEX NO:_RFP UE27-17 ______

CONTRACT NAME: Integrated Resource Plan____

NAME OF BIDDER:

ADDRESS OF BIDDER:

CITY OF SPRINGFIELD, ILLINOIS

300 S. SEVENTH STREET,

ROOM #200

SPRINGFIELD, ILLINOIS 62701

SECTION I

1. INTRODUCTION

1.1 Summary

The City of Springfield, Illinois ("City") is accepting sealed bids for RFP UE27-17 – Integrated Resource Plan. Bids must be submitted via the City's Bid Portal by Thursday, August 20, 2026, at 3:00 p.m. local time.

Department: Office of Public Utilities Bid Security: N/A

1.2 Background

Springfield, the capital city of Illinois and seat of Sangamon County, has a population of 114,394 as of the 2020 census. The city's economy is driven by government agencies, healthcare, and medicine, with historical significance as the home of Abraham Lincoln from 1837 to 1861. Key attractions include the Abraham Lincoln Presidential Library and Museum, Lincoln Home, Old State Capitol, Lincoln-Herndon Law Offices, Lincoln Tomb, and historic Route 66.

1.3 Contact Information

Purchasing Agent Email: Purchasing@springfield.il.us 300 S. Seventh Street Phone: (217) 789-2191 Springfield, IL 62701

1.4 Timeline

The following timeline is a guide for planning purposes. The City reserves the right to adjust as needed:

Bid Released: July 23, 2026 Pre-Bid Meeting: N /A Pre-Bid Meeting/Site Visit: N/A Pre-Bid Location: N/A Questions Due to City: August 10, 2026, 12:00 p.m.

Response from City: August 12, 2026, 4:30 p.m.

Bids Due/Opening: August 20, 2026, 3:00 p.m.

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Integrated Resource Plan

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SECTION II

2. INSTRUCTIONS TO BIDDERS

2.1 Vendor Registration

Prospective bidders must register as vendors on the City of Springfield website at:

https://www.springfield.il.us/Registration/Options.aspx.

Registration enables receipt of bid opportunities and electronic submission of responses.

2.2 Retrieval of Bid/Proposal Documents

Bidders are responsible for accessing bid documents and addenda on the City’s website:

https://www.springfield.il.us/departments/OBM/OBMHome.aspx?Purchasing.

2.3 Submission of Bids/Proposals

Unless otherwise specified, bids must be submitted electronically via the City’s website in PDF format. All required documents (addenda, certifications, insurances, guarantees, bonds, etc.) must be included and complete.

2.4 Pre-Bid Meeting Attendance

Some bids may require a pre-bid meeting, which could be mandatory or non-mandatory.

For mandatory meetings, only attendees may submit bids. Meeting details will be posted on the City’s website.

2.5 Questions

Submit questions in writing via the Question/Answer Tab on the City's website by the specified deadline. Include the relevant section title for clarity. Responses will be posted on the website with sufficient time for bid preparation.

2.6 Addenda

Addenda will be posted on the City's website. Bidders are responsible for incorporating all addenda into their submissions. Failure to acknowledge addenda does not relieve bidders of their obligations under the contract.

2.7 Withdrawal of Bid

Bids may be withdrawn via the City's website prior to opening. After opening, bids cannot be withdrawn for 90 days without the City’s consent, except as permitted by regulation. Post-opening corrections or withdrawals require a written determination by the Purchasing Agent.

2.8 Rejection of Bids

The City reserves the right to reject any or all bids, waive technicalities, and accept the bid deemed in its best interest. Such decisions are final.

2.9 Bid Opening

Telephone, fax, email, or verbal offers will not be accepted. Bids will be publicly opened and read at the specified time. Late submissions will not be accepted.

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SECTION III

3. SCOPE OF WORK/PURCHASE

RFP UE27-17

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SPECIFICATIONS FOR

INTEGRATED RESOURCE PLAN

1. INTRODUCTION

City Water, Light & Power (CWLP) is soliciting proposals for development of an Integrated Resource Plan (IRP). This work, at a minimum, must comply with 220 ILCS 31 – the Municipal and Cooperative Electric Utility Transparent Planning Act. City Water, Light & Power (CWLP), a department of the City of Springfield, Illinois, is a municipally owned and operated utility providing electric and water services to the City of Springfield and surrounding communities. CWLP provides electric service to approximately 68,000 customer meters, serving residential, commercial, and industrial customers within its service territory. In addition to electric operations, CWLP owns and operates a fully integrated water system that provides drinking water to approximately 160,000 people across Springfield and several surrounding communities.

CWLP is a vertically integrated electric utility with ownership and operational responsibility for generation, transmission, and distribution assets. The utility currently operates:

• A 200 MW coal-fired generating unit (Dallman Unit 4), placed into service in 2009 and fueled by Illinois coal

• Approximately 144 MW of peaking generation capacity, including oil-fired and dual-fuel units

Following the completion of a prior Integrated Resource Plan, three legacy coal-fired units were retired in 2020 and 2021 as part of CWLP’s transition toward a more modern and flexible resource portfolio.

CWLP is a member of the Midcontinent Independent System Operator (MISO) as both a Transmission Owner and a load serving entity. CWLP also operates as a Local Balancing Authority within MISO. The utility is directly interconnected with the Ameren Commonwealth Edison transmission systems at multiple locations, including a 345 kV interconnection at the Lanesville substation, which connects CWLP’s 138 kV system to the broader regional transmission network.

CWLP maintains requirements across multiple reliability and planning functions and is registered with the North American Electric Reliability Corporation (NERC) in roles that include, but are not limited to:

• Generation Owner

• Generation Operator

• Transmission Owner

• Transmission Operator

• Transmission Planner

• Load Serving Entity

• Resource Planner

• Distribution Provider

As a municipally owned, vertically integrated utility operating within a regional transmission organization, CWLP’s planning requirements differ from those of distribution-only utilities or investor-owned utilities. The Integrated Resource Plan developed under this RFP must reflect these operational realities, including coordination between generation resources, transmission capability, market participation, and long-term load serving obligations.

2. PURPOSE AND GENERAL SCOPE

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CWLP intends to select a vendor to manage the entire scope of developing an IRP for a 20-year resource outlook. CWLP will provide oversight, input data, review and final approval of methodologies to be used, and review of IRP results. The vendor will provide overall project management, development and refinement of load forecasts model inputs, model construction and execution, all public engagement desired by CWLP and required by law, complete documentation and reporting, and regulatory analysis and coordination. All activities shall, at minimum, meet requirements of 220 ILCS 31.

3. SCOPE OF SERVICES

Load forecasting Vendor shall develop a complete series of load forecasts for a 20-year forward period that reflect multiple scenarios as outlined in 220 ILCS 31. Load forecasts shall utilize varying assumptions regarding electrification, economic growth, new regulation, and major new customers, to an extent which is sufficient for capacity planning. Any demographic or economic indices used as a basis for load forecasts shall be identified; localized to the CWLP service area to the extent possible; and have a sufficient history to assess relative accuracy over time. All assumptions and methodologies utilized in preparing load forecasts shall be documented as part of the final IRP report. Load forecasts and associated documentation shall address or include the following specific requirements from 220 ILCS 31:

(A) all relevant underlying assumptions;

(B) (i) historical analysis of hourly loads consistent with NERC and MISO reporting requirements; (ii) known or projected changes to future loads; and (iii) growth forecasts and trends by customer class or load type;

(C) analysis of the annual capacity and energy impact of any demand-side programs, and energy efficiency programs both current and projected;

(D) any reserve margin or other obligations placed on the utility by MISO or other entity responsible for reliability standards under State or federal law;

(E) a comparison of past load forecasts and actual realized load and a brief narrative description of any unforeseen events to which any discrepancy may be attributed.

Vendor shall include a description of the Vendor’s approach to load forecasting as part of the Proposal

Study Inputs and Resource Scenarios CWLP will provide operating and cost information for existing CWLP units and power purchase agreements. Vendor, in consultation with CWLP, will propose various future resource scenarios to be studied as part of the IRP. Vendor shall include in the Proposal the development of up to seven (7) resource scenarios. Vendor shall include a reasonable budgetary estimate per scenario for the development of additional scenarios above and beyond these seven scenarios. Alternately, vendor shall clearly denote If the development of additional scenarios is incorporated in the base proposal or if a different pricing structure is proposed for the additional scenarios. Vendor shall also incorporate public comment in this process as required in 220 ILCS 31. Vendor shall propose appropriate resource types to be considered for study and develop varying scenarios for input parameters for each studied resource type and portfolio and work with CWLP to finalize the scenarios following public input. Existing CWLP resources shall be studied in one or more of the scenarios. Additionally, per 220 ILCS 31:

“Each utility shall consider and include, as part of its integrated resource plan, technically feasible least-cost portfolio scenarios, consistent with RTO reliability obligations, for constructing or procuring renewable energy resources to meet 40% of its energy needs by 2030, meeting the emissions reductions requirements under Public Act 102-662, and supplying 100% of its total projected load through carbon-free resources in combination with storage resources and demand-side programs by 2045.”

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Vendor shall include a description of the vendor’s approach to developing study inputs and resource scenarios as part of the Proposal

Modeling and Analysis Vendor shall develop complete and accurate computer models for study and analysis of the developed scenarios. Models shall be based on generally-accepted mathematical and statistical principles. Models shall take into account the following additional parameters:

• Transmission topology, constraints, limits, and planned improvements;

• Transmission reliability impacts and operational requirements for the CWLP system;

• Known generation additions or retirements impacting CWLP, including the estimated time range of impact;

• MISO capacity and planning reserve margin requirements;

• MISO resource accreditation policies;

• Seasonal considerations for transmission ratings, capacity requirements, resource accreditation, etc.;

• Federal and State environmental/regulatory requirements

Study results shall be analyzed to develop recommended portfolios to meet forecasted load for the 20 year study period. Each scenario shall be fully evaluated for the range of inputs developed and analyzed for cost, reliability/availability, and relevant risk (regulatory, fuel supply, etc.). Vendor shall provide a detailed standalone analysis for each scenario as well as a differential analysis in comparison with other scenarios. Vendor shall recommend a preferred portfolio and a five-year action plan based on this analysis. Specifically, the five-year action plan shall be a plan for meeting the forecasted load that reasonably minimizes customer cost taking into account load, fuel price, and regulatory uncertainty, that ensures reliability consistent with MISO obligations, and meets State and federal environmental law. The action plan shall:

(A) Identify any generation or storage resources reasonably anticipated to be removed from service in the 5 years following the date on which the integrated resource plan is due to be completed.

(B) Determine whether given forecasted load growth or unit retirements, or both, CWLP will need to procure additional accredited capacity and energy, and provide a quantitative estimate of any such gap between forecasted load and supply-side resources.

(C) Provide a narrative description of the process for evaluating possible resources to secure additional needed capacity and energy.

(D) Provide a narrative description of the processes for assessing the economic value of existing generation; and consistent with these processes, explain whether any currently operating units could be replaced by other resources at lower cost to ratepayers while maintaining reliability.

(E) Identify a preferred portfolio of generation resources, which may include storage, and demand-side programs that, in CWLP’s judgment, meets its forecasted load and complies with State and federal environmental law, while minimizing ratepayer cost to the extent reasonably achievable in the planning period covered by the action plan. The portfolio shall incorporate any accredited capacity or other reliability requirements of any regional transmission organization of which CWLP is a member.

(F) Describe any anticipated capital expenditures in excess of $1,000,000 at existing generation facilities and the reason for such expenditures.

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Vendor shall include a description of the proposed modeling approach and proposed analysis methodology as part of the Proposal

Public Engagement Vendor shall develop a comprehensive public engagement plan in support of the IRP. As part of this plan, Vendor shall, at a minimum, conduct two (2) public meetings and support at least two Springfield City Council presentations as part of the IRP. One meeting shall be an initial meeting to obtain public input to the IRP process prior to development of the preliminary IRP. This meeting shall describe the proposed processes for developing the integrated resource plan and the core assumptions and constraints. A second meeting shall be to allow stakeholders to ask questions, have those questions answered, and provide public comment in response to the posted preliminary IRP. This meeting shall present the proposed preferred portfolio, and describe any planned retirements, capital expenditures on existing generation resources likely to exceed $1,000,000, and planned construction. Public meetings will be in full compliance with 220 ILCS 31 requirements, including but not limited to:

• Meetings shall be conducted in person with remote access.

• Vendor shall make a representative available to address questions about the preliminary integrated resource plan.

• Meetings shall be held at times accessible for working residents

• Meetings shall be recorded and transcribed or captioned by the Vendor

Vendor shall support at least two evening Springfield City Council presentations in person and be prepared to speak to the Mayor and Alderman, along with CWLP staff, to present the required information. One presentation will be regarding the inputs, process, and overall methodology for the IRP, and one presentation will be regarding the results, analysis, and recommendations from the preliminary IRP.

Vendor shall be responsible for all arrangements and facilitation for public meetings, including venue, logistics, scheduling, meeting format, materials, agendas, and audiovisual and recording services. CWLP staff will assist as appropriate and provide potential options for venues, but Vendor will ultimately be responsible for identifying the appropriate resources. Vendor shall present a complete plan for each meeting to CWLP for approval sixty (60) days prior to the intended date of the meeting.

Vendor shall be responsible for hosting the preliminary IRP posting via a public website and providing the link to CWLP. Vendor shall also host and manage all public comment required under 220 ILCS 31, including receiving, compiling, and summarizing all comment received both at required public meetings and via public comment submission. Vendor shall analyze public comment, provide response to public comment for review and approval by CWLP, and make recommendations to CWLP for incorporation in the IRP where appropriate. Vendor shall include all public comment received in the final IRP report.

In addition to required public meetings and presentations described above, vendor shall propose a plan to achieve broad public engagement throughout the development of the IRP. This plan shall include strategies which:

• Use multiple channels to reach a wide range of stakeholder groups;

• Provide opportunities for functional input in the IRP development process;

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• Partner with community organizations where appropriate;

• Ensure ongoing outreach and education throughout the process

The vendor shall maintain a record of all public engagement, including responses and input to all public or community sessions, and shall provide analysis and recommendations to CWLP based on this information. The Vendor shall provide outreach materials, presentations, and other similar materials to support these efforts through channels such as, but not limited to, public meetings, news media, advertising, and social media.

Vendor shall include a proposed plan for public engagement meeting the above requirements as part of the Proposal. Vendor shall include costs for Vendor personnel to prepare and conduct the two meetings and two presentations in the proposal. Additionally, Vendor shall estimate direct pass-through costs to CWLP for the following items; no markup shall be permitted:

• Travel, accommodations, meals, and incidental expenses for Vendor personnel

• Venue rental and setup costs

• Local audiovisual and recording services

Additionally, Vendor shall include in the proposal an estimate of all costs to conduct:

• One additional public meeting of similar scope to those described above

• One additional Springfield City Council presentation of similar scope to those described above

Costs for each of these additional activities shall be separate optional line items in the Proposal above and beyond the total Proposal cost.

Deliverables Vendor shall provide the following deliverables as part of this project:

• A proposed methodology and inputs for the IRP study for CWLP review and approval per the requirements described above;

• All load forecasts in a tabular electronic format acceptable to CWLP;

• Electronic files containing the models used for simulation of the resource scenarios utilized in the IRP. These files shall be complete and contain all parameters and data needed to execute subsequent study of the scenarios or verification of the study results. Vendor shall provide model data in an electronic document or tabular file format, to the extent practical for the software in question, as requested by CWLP;

• All public engagement activities as described above;

• A draft preliminary IRP for review with CWLP staff prior to posting for public comment

• A preliminary IRP for public posting and comment;

• A final IRP document meeting the requirements of 220 ILCS 31 and containing, at a minimum:

(1) A list of all electricity generation facilities owned by CWLP. For each such facility, the integrated resource plan shall report:

(A) general location;

(B) ownership information, if ownership is shared with another entity;

(C) type of fuel;

(D) the date of commercial operation;

(E) expected useful life;

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(F) expected retirement date for any resource expected to retire within the next 8 years, and an explanation of the reason for the retirement;

(G) nameplate, maximum output, and accredited capacity;

(H) total MWh generated at the facility during the previous calendar year;

(I) the date on which the facility is anticipated to be fully depreciated; and

(J) any known and measurable compliance obligations, or compliance obligations reasonably expected to apply within the next 8 years, and an estimate of reasonably anticipated expenditures intended to meet those obligations.

(2) A list of all power purchase agreements to which CWLP is a party, whether as purchaser or seller, including the following, if specified: the counterparty, general location and type of generation resource providing power per the agreement, date on which the agreement was entered into, duration of the agreement, and the energy and capacity terms of the agreement;

(3) A list of any sale transactions of any capacity to any purchaser;

(4) A list of any demand-side programs and known distributed generation;

(5) A narrative description of all existing transmission facilities owned by CWLP, in whole or in part, that identifies anticipated transmission constraints or critical contingencies, and identification of the regional transmission organization, if any, that exercises operational control over the transmission facility;

(6) A description of all transmission investment costs, disaggregated by expenditure, related to interconnection costs and other transmission system upgrades associated with a new generating resource or increased injection rights from an existing generating resource costing greater than $1,000,000 over the term of the agreement;

(7) A copy of the most recent FERC Form 1 filed by the utility. If no such FERC Form 1 has been filed, the utility shall provide Form EIA 860, Form EIA 861, Form EIA 412, or information applicable to the utility included in the sections of FERC Form 1 or Form EIA 412 relating to electric operating revenues, sales for resale, electric operating and maintenance expenses, purchased power, common utility plant and expenses, and electric energy accounts for the prior calendar year. The utility shall not be required to disclose any information required to be protected from disclosure by the regional transmission organizations;

(8) All load forecasts described above, including assumptions, inputs, and methodologies;

(9) The five-year action plan described above;

(10) A description of all models, methodologies, and data sources used in performing the integrated resource planning process;

(11) a listing of all programs, grants, loans, or tax benefits for which CWLP has applied for or plans to apply for pursuant to the federal Inflation Reduction Act of 2022 and shall state whether CWLP has applied for or otherwise used the program, grant, loan, or tax benefit.

(12) All public comment received.

The Vendor may advise or CWLP may request inclusion of additional items or materials in the final IRP. The final IRP report shall be annotated to specifically indicate compliance with 220 ILCS 31 requirements such that compliance can be readily identified within the document.

Vendor shall acknowledge these requirements and list proposed deliverables in the Proposal

Regulatory Compliance, Schedule, and Execution of Work

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Vendor shall incorporate 220 ILCS 31 requirements into all aspects of work executed. Vendor shall additionally monitor developments, changes, and updates in the regulatory/legislative environment that may impact development of the IRP prior to completion of the process. Vendor shall support final submission of the IRP to the Illinois Power Agency and be available to address any required follow-up or additional requests from the Illinois Power Agency arising from the submission.

Vendor shall develop a proposed schedule of activities for execution of the IRP process, including milestones for the project. This schedule shall detail required inputs and deliverables by CWLP as well as expected deliverables from the Vendor. The proposed schedule shall be specific to the week for each activity and begin at Authorization to Proceed from CWLP. Vendor shall include all public posting dates/windows, public meetings, and public comment periods in this schedule. Vendor shall be responsible for managing the execution of the schedule and informing CWLP of all required deadlines.

All activities under this project shall be complete no later than December 31, 2027. Proposed milestones shall include, but are not limited to the following. Anticipated preliminary dates for these milestones have been included for guidance in schedule development.

Preliminary Target Date Proposed Milestone September 2026 Authorization to Proceed from CWLP

October 2026 Project Kickoff October/November 2026 Initial Data Request

February 2027 Initial Public Meeting May 2027 Draft Preliminary IRP Submission to CWLP July 2027 Preliminary IRP Posting

August 2027 Preliminary IRP Public Meeting October/November 2027 Submission of Final IRP to the Illinois Power Agency

Vendor shall appoint a project manager or project lead to serve as principal contact on the project. This individual shall be employed directly by the Vendor and have the authority and resources to direct execution of the project in a timely and efficient manner. Should this project manager leave the employ of the Vendor during the course of the project, Vendor shall promptly appoint a new project manager and ensure the project continues without unreasonable delay.

Vendor shall meet regularly with CWLP staff during execution of the project and work with CWLP staff to obtain required information, review and approval as needed. Vendor shall establish a recurring scheduled meeting for this purpose at the request of CWLP.

Vendor shall be subject to confidentiality requirements as appropriate and shall execute a Non- Disclosure Agreement as required by CWLP before commencing work on the project. Vendor shall also be subject to CWLP requirements for data security, retention, and destruction. Prior to commencing work, the Vendor and CWLP shall meet to discuss all data to be provided to the Vendor, the security protocols and requirements for handling such data, and the process for requesting, documenting, and approving additional data requests. Vendor shall be liable for proper handling of such data and any breach or loss for failure to do so. Vendor shall include a description of their standard data security protocols as part of the Proposal.

Services shall be invoiced by Vendor on a milestone basis. Vendor shall provide detailed reports

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• Authorization to Proceed 15%

• Initial Data Request 20%

• Draft Preliminary IRP Submission to CWLP 25%

• Preliminary IRP Public Meeting 20%

• Submission of Final IRP to Illinois Power Agency 20%

Vendor shall provide week-level proposed schedule, description of proposed project management process, and proposed payment milestones as part of the Proposal

4. VENDOR QUALIFICATIONS

Vendor shall, at a minimum, meet the requirements of Section 1-30 of 220 ILCS 31. Specifically, vendor shall meet the following requirements:

• Vendor shall have direct previous experience preparing integrated resource plans for utilities;

assembling power supply plans or portfolios for utilities;

• Vendor shall directly employ one or more employees with an graduate degree in economics, mathematics, engineering, risk management, or a related area of study;

• Vendor shall possess a minimum of 10 years of experience in the electricity sector;

• Vendor shall demonstrate expertise in wholesale electricity market rules, market planning, market development, and market modeling. This includes, but is not limited to, expertise in current and ongoing FERC Order implementation into RTO markets, RTO governing documents, including, but not limited to, transmission planning processes, and resource planning;

• Vendor shall possess expertise in interpreting wholesale electricity market rules, including those established by the Federal Energy Regulatory Commission and regional transmission organizations;

• Vendor shall demonstrate adequate resources to perform and fulfill the required functions and responsibilities;

Additionally, the preferred vendor will meet the following requirements:

• Experience directly conducting public engagement for resource planning activities pursuant to regulatory requirements;

• Experience with resource planning or resource adequacy processes in the MISO market

• Specific experience preparing IRPs for fossil generation-owning utilities;

• Specific experience preparing IRPs for municipal electric systems or electric cooperatives.

• Experience with large-scale stochastic modeling methods

• Experience modeling and evaluating a wide range of generation/resource technologies including renewable generation, emerging technologies, and demand-side management systems

Should the Vendor propose to use subcontractors or consultants for a portion of the proposed work, Vendor shall fully identify the subcontractors or consultants as part of the Proposal as well as the proposed scope of their work within the project. Any such subcontractors or consultants shall meet the same Vendor requirements listed above as they relate to the proposed scope of work. CWLP reserves the right to review and approve any subcontractors or consultants to be utilized in performance of the

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Vendor shall provide the following as part of the Proposal:

• A statement of Vendor qualifications addressing years of experience, practice expertise in RTO markets and resource adequacy, sufficiency of firm resources to execute the Proposal, and other requirements listed above;

• Resume or CV of all principal/primary staff to be utilized for the project;

• A proposed scope of work for each subcontractor or consultant to be utilized, a statement of their qualifications specifically addressing the proposed scope of work per the requirements listed above, and resume or CV of all principal/primary subcontractor or consultant staff to be utilized for the project;

• References, including contact information, for at least three (3), preferably more, generation-owning electric utilities for which the Vendor has performed an IRP in the last five (5) years;

• Example IRP reports for at least three (3), preferably more, generation-owning electric utilities for which the Vendor has performed an IRP in the last five (5) years;

• References, including contact information, for at least three (3), preferably more, municipal electric systems or electric cooperatives for which the Vendor has performed an IRP in the last five (5) years;

• Example IRP reports for at least three (3), preferably more, municipal electric systems or electric cooperatives for which the Vendor has performed an IRP in the last five (5) years.

• References and example IRP reports may simultaneously satisfy the above categories (generation-owning electric utilities, municipal electric systems or electric cooperatives) if applicable.

5. PROPOSAL EVALUATION

Proposals shall be evaluated by CWLP staff based on the submission requirements listed above. Vendor shall determine the format of the proposal, but all elements listed shall be included. Vendor shall provide a total cost for the project as identified in Section 3 with the additional line items for additional public meetings or presentations listed separately. Proposals will be evaluated on the following basis:

• Vendor experience and qualifications: 50%

• Proposed project methodology: 30%

• Proposed project cost: 20%

The City of Springfield reserves the right to accept the Vendor's proposal that is, in their judgment, the best and most favorable to the interest of the City and residents and to accept any item in the Vendor's proposal or a portion thereof; to reject any and/or all Vendor proposals; to accept and incorporate corrections, clarifications or modifications following the opening of the Vendor’s proposals; to waive irregularities and informalities in the process or in any Vendor's proposal submitted; and award based on initial offer alone.

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SECTION IV

4. TERMS AND CONDITIONS

4.1. Ex Parte Communication

Please note that to insure the proper and fair evaluation of a proposal or bid, the City of Springfield prohibits ex parte communication (i.e., unsolicited) initiated by the Bidder to a City Official (i.e. City Aldermen, Mayor, etc.) or Employee evaluating or considering the proposal/bid prior to the time a selection has been made. Communication includes but is not limited to fax, phone calls, email and personal visit. Communication between Bidder and the City shall be directed in writing to the Purchasing Agent or designated contact person only. The Purchasing Agent will obtain the information or clarification needed. Ex parte communication may be grounds for disqualifying the offending Bidder from consideration or award of the proposal/bid and repeat offenders may be disqualified from future projects.

4.2 Bid Security

The City will not consider bids covering only a portion of the Specifications except as specifically required or permitted therein. In case of any conflict between the bidder's proposal and the Specifications contained in Section III, the Specifications contained therein shall be controlling.

(a) Bids will not be considered unless they are accompanied by bid security in the form of a Certified Check, Cashier's Check, Bank Draft, Bank Money Order or a Satisfactory Bid Bond payable to the City of Springfield, Illinois, in the amount or percentage stated in Section I – Introduction as a guarantee that the bidder will enter into a contract with the City if the bid is accepted.

(b) Bids and bid security shall be delivered in a separate sealed envelope marked and addressed as provided in article 2 above. All bid security must be identified with the Contract Index Number.

(c) A permanent bid bond, or annual bid bond, may be placed on file with the Office of Budget and Management, in lieu of delivering said bond with the proposal.

(d) Bid security will be returned to all bidders upon award of contract, or rejection of bids.

(e) The City reserves the right to retain the lowest responsible bidders bid security for failure to enter into a contract.

4.3. Withdrawal of Bid

No bidder may withdraw its bid for a period of ninety (90) days from the date of opening bids.

4.4. Delivery & Payment Terms

All materials shall be delivered DDP, Incoterms® 2020 Springfield, IL FREIGHT PREPAID.

Delivery will be considered in making the award and the Bidders/Consultants shall state, in the

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If payment terms are not indicated, terms of NET 45 days shall be applied by the City. Payment terms to apply after receipt of invoice or final acceptance of the products/services, whichever is later.

Payment terms offering less than 20 days for payment will not be considered.

4.5. Full Pricing and Contingencies

Please quote your best net price including delivery and discounts to meet the approval of the City.

Prices shall be stated in units of quantity specified. No additional charges shall be passed to the City, including any applicable taxes, delivery or surcharges. Prices quoted shall be the final cost to the City. The City shall hold the successful Bidder/Consultant to the bid pricing. Additional charges for contingencies discovered by the Bidder/Consultant at any time after the date of the opening of this bid may not be considered for payment by the City.

4.6. Substitutions

The Specification may, in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.7. Bid Evaluation

Bids will be evaluated and awarded to the lowest responsible, responsive Bidder. The quality of the services, conformity with the specifications, suitability to the requirements, delivery terms including length of time for delivery, qualifications and references will be taken into consideration in making an award. The City will be the sole judge of acceptability of any products offered.

4.8. Quality

The scope of work or specification is intended to procure a quality product or service. Quality must be proven to the satisfaction of the City to meet or exceed requirements as set forth in the scope of work. Items shall be manufactured according to the highest traditions of the industry and shall meet all commercial standards of quality. The City will be the sole judge of acceptable products/services.

Unacceptable products/services will be rejected and suitable price adjustments be made.

It is the bidder’s task to be familiar with the referenced items and to offer only products/services of equal or greater quality. Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, may be returned at the Bidder’s risk and expense.

4.9. Recourse for Unsatisfactory Materials

Payment shall be contingent upon the City’s inspection of and satisfaction with completed work. Any defective work or materials, non-conformance to bid specifications, damaged materials, or unsatisfactory installation shall be corrected to the City’s satisfaction by the successful bidder/consultant at no additional charge.

4.10. Investigation

Consultants must acquaint themselves with the policies of the City and may do so by contacting the Purchasing Agent. All questions as to the meaning of the scope of work must be resolved prior to the

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4.11. Proof of License, Permit, Etc.

Consultants must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work/specifications section. It is the Consultant’s responsibility to inquire about requirements of performing the job with the requesting department contact person.

4.12. Waiver

(a) In awarding a contract pursuant to sealed competitive bidding, the City Council may waive any variation from the bid requirements or defect in a bid which does not materially affect the competitive nature of the bid, is not in violation of any ordinance, statute or law and does not prejudice the rights of the public.

(b) The City Purchasing Agent may request clarification of a bid or any part thereof. Clarification shall mean the communication between the City and the bidder regarding the bid. Such communication shall not change the bid, the competitive nature of all bids or violate any ordinance, statute or law.

4.13. Specifications

The Specification may in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.14. Default By Bidders/Consultants/Contractor

In the event of default by Bidder/Consultants/Contractor, the City reserves the right to procure the services from other sources, and hold the Bidders/Consultants/Contractors liable for any excess costs occasioned thereby. Additionally, a contract shall not be assignable by the Bidders/Consultants/Contractors in whole or in part without the written consent of the City of Springfield.

4.15. Performance and Payment Bond

(a) The City may require Contractors to furnish a satisfactory performance bond and a bond for the payment of all materials used and for all labor performed in such work with good and sufficient sureties in amounts up to one hundred percent of the contract sum. In such case the Contractor shall also include in the bond a provision guaranteeing the faithful performance of any prevailing wage requirement.

(b) If, in the opinion of the City Purchasing Agent, such bonding is in the public interest the requirement shall be set forth in the Specifications contained in Section II of this booklet.

(c) When required by the Specifications, the Contractor shall furnish said bond within fourteen (14) calendar days after notification of the bid award. Failure to furnish a performance bond and a payment bond within the period specified shall be cause for rejection of the bid and any bid security may be retained by the City as payment for damages

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4.16. Termination

Failure to comply with the terms and conditions as herein stated shall be cause for termination of the contract. The City will provide a written notice of unsatisfactory performance and the Bidder/Consultant or Bidders/Consultants will be allowed adequate time, typically thirty (30) days, to take corrective action and accomplish satisfactory performance. If at the end of the stated time to correct, the City may deems that the Bidder/Consultant or Bidders'/Consultants' performance is still unsatisfactory, the contract may be terminated. The exercise of its right of termination shall not limit the City’s right to seek any other remedies allowed by law. The City's may also terminate the contract immediately if the applicable federal, state or City funding sources terminate or suspend funds, fail to appropriate funds, or otherwise make funds available for the contract.

4.17. Rejection of Bids, Waivers or Irregularity

The City reserves the right to reject any or all bids, to waive irregularities, and to accept that bid which is considered to be in the best interest of the City. Any such decision shall be final. Any and all bids received in response to an advertisement may be rejected by the Mayor.

4.18. Prevailing Wage

See Addendum 7.1. (If Addendum 7.1 is not attached, this Section does not apply)

4.19. Responsible Bidder

To be considered a responsible bidder on a construction contract, a bidder must comply with all of the following requirements and present satisfactory evidence of that compliance to the appropriate construction agency:

(1) The bidder must comply with all applicable laws concerning the bidder’s entitlement to conduct business in Illinois.

(2) The bidder must comply with all applicable provisions of the Prevailing Wage Act.

(3) The bidder must comply with Subchapter VI (“Equal Employment Opportunities”) of Chapter 21 of Title 42 of the United States Code (42 USC 2000e and following) and with Federal Executive Order No. 11246 as amended by Executive Order No. 11375.

(4) The bidder must have a valid Federal Employer Identification Number or, if an individual, a valid Social Security Number.

(5) The bidder must have a valid certificate of insurance showing the following coverages:

general liability, professional liability, product liability, workers’ compensation, completed operations, hazardous occupation, and automobile.

(6) The bidder and all bidder’s subcontractors must participate in applicable apprenticeship and training programs approved by and registered with the United States Department of Labor’s Bureau of Apprenticeship and Training.

(7) For contracts with the City of Springfield, the City may establish additional requirements for responsible bidders. These additional requirements, if established, shall be set forth together with the other criteria contained in the invitation for bids, and shall appear in the appropriate volume of the Illinois Procurement Bulletin.

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(8) The bidder must submit a signed affidavit stating that the bidder will maintain an Illinois office as the primary place of employment for persons employed in the construction authorized by the contract.

(9) The bidder must not have any judgment or convictions of any federal, state or local law or regulation. The bidder must also disclose any pending case pertaining to a violation of any federal, state or local law or regulation.

4.20. Local Preference Policy

In accordance with the requirements of Section 38.45 of the City Purchasing Code, it is the policy of the City of Springfield to afford local vendors preference in the selection of the successful bidder if (1) the lowest bidding vendor is a responsible bidder and (2) the lower responsible bidders are not local vendors and (3) the lowest bidding local vendors bid is higher than the nonlocal vendor by no more than five (5) percent in the case of a city local vendor or by no more than three (3) percent in the case of a county local vendor.

Definitions - As used in this section the following definition shall apply unless the context otherwise requires: A local vendor means a bidder has established and maintained a physical presence in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, by virtue of the ownership or lease of all or a portion of a commercial building for a period of not less than twelve consecutive months prior to the submission of a bid; and the local vendor employs a minimum of two full-time employees at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, and those employees spend the majority of their work time at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, in the case of a county local vendor; and the local vendor is legally authorized to conduct business within the State of Illinois and the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor.

This provision shall not be applied to a contract if the funding source prohibits it through law, rule or regulation.

4.21. Local Labor Policy

See Addendum 7.3. (If Addendum 7.3 is not attached, this Section does not apply).

4.22. Security

The Bidder/Consultant represents and warrants to the City that neither it nor any of its principals, shareholders, members, partners or affiliates, as applicable, is a person or an entity named as a Specially Designated National and Blocked Person (as defined in Presidential Executive Order 13224) and that it is not acting, directly or indirectly, for or on behalf of a Specially Designated or Blocked Person. The Bidder/Consultant further represents and warrants to the City that the Bidder/Consultant and its principals, shareholders, members, partners, or affiliates as applicable, are not directly or indirectly, engaged in, and are not facilitating, the transactions contemplated by this Agreement on behalf of any person or entity named as Specially Designated National and Blocked Person. The Bidder/Consultant hereby agrees to defend, indemnify and hold harmless the City of Springfield, and all City elected or appointed officials, officers, employees, agents, representatives, engineers and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and

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4.23. Indemnification

Bidder/Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Bidder's/Consultant’s legal counsel unacceptable, then Bidder/Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation. The Bidder/Consultant shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of Illinois and will survive termination of this Agreement.

4.24. Multi-year Contracts

The City's fiscal year ends on the last day of February. The City's obligations on multi-year contracts and contracts extending from one fiscal year to another shall terminate immediately and without further payment being required if the City Council or applicable federal/state funding sources fail to appropriate, or otherwise make available, funds for the contract.

4.25. Severability

If any provision of this contract or any applications thereof is held invalid, such invalidity shall not affect other provisions or applications which can be given effect without such invalid provision or application.

4.26. Choice of Law and Forum

This contract is to be construed in accordance…