1 | P a g e

County of Kane

PURCHASING DEPARTMENT

KANE COUNTY GOVERNMENT CENTER

Tim Keovongsak, CPPB 719 S. Batavia Avenue, Bldg. A.

Director of Purchasing Geneva, Illinois 60134 Telephone: (630) 232-5929

REQUEST FOR PROPOSAL

RFP #26-041-TK – Cloud-Based Road Improvement Impact Fee Management System DATE: October 2, 2026

The County of Kane (“County”) and the Kane County Division of Transportation (KDOT) are soliciting proposals for a non-proprietary, open-source-based and cloud-based Road Improvement Impact Fee Management System that County staff can fully administer and configure without consultant assistance and without recurring software license or subscription fees.

The system shall provide an applicant self-service portal for submitting applications and documents and tracking status; automate review, approval, invoicing, receipt, and reporting workflows; calculate fees accurately using effective-dated ordinance provisions and fee schedules; integrate with the County’s existing Paymentus payment platform; and maintain a permanent, auditable record of every submission, calculation, approval, and payment. Proposers shall offer consultant-provided hosting or deployment within County infrastructure, and the County will own all custom-developed source code and retain the ability to relocate the system.

All functionality required by this RFP shall be included in the implementation price.

Separately identified hosting charges and charges under the County’s existing Paymentus agreement are permissible.

Kane County reserves the right to review, accept, and reject any or all proposals if deemed not in the best interests of Kane County or if they do not meet the specified minimum requirements and submittal documents.

EVENT: LOCATION: DATE: TIME:

Deadline for Exceptions to Proposal Language and Specification Inquiries.

Must be submitted in writing to:

Purchasing@kanecountyil.gov

10/14/26

11:00 am

Proposal Due Date.

Proposals must be submitted electronically to https://www.bidnetdirect.com/illinois/kanecounty

10/22/26 3:30 pm

RFP 26-041-TK

Cloud-Based Road Impact Fee Management System

2 | P a g e

SUBMITTAL REQUIREMENTS, DOCUMENTS CHECKLIST, & ACKNOWLEDGMENT

RFP RESPONSE FORM COMPLETED WITH AUTHORIZED SIGNATURE

RFP RESPONSE SHALL BE SUBMITTED ELECTRONICALLY AT:

http://www.bidnetdirect.com/illinois/kanecounty

ONE (1) REDACTED COPY in PDF to comply with the Illinois Freedom of Information Act, if applicable.

DOCUMENTS REQUIRED IN THE STATEMENT OF WORK/SPECIFICATIONS -

Sections I–VIII.

ADDENDA NUMBER ACKNOWLEDGED

PRICING or FEE STRUCTURE (INCLUDING UNIT PRICES, WHERE REQUIRED)

REFERENCES

PROOF OF CERTIFICATE OF INSURANCE

COMPLETED CONTRACTOR DISCLOSURE FORM (SIGNED & NOTARIZED). Reference attachment for sample.

COMPLETED FAMILIAL DISCLOSURE FORM (SIGNED & NOTARIZED). Reference attachment for sample.

EXCEPTIONS TO THE COUNTY’S GENERAL TERMS, CONDITIONS, OR

REQUIREMENTS

Such exceptions may be considered in the evaluation and award processes. The

County will be the sole determiner of the acceptability of any exception. Any exceptions submitted may render the submission non-responsive to the requirements listed.

PLEASE NOTE:

This is an electronic submittal. Proposals received after the submission date and time will be rejected and returned unopened. There will be no public opening of proposals.

An original RFP response (with all required documents) shall be submitted electronically to https://www.bidnetdirect.com/illinois/kanecounty and one (1) redacted copy marked as “Redacted Copy” (if applicable) to comply with the Illinois Freedom of Information Act. Please upload your complete Proposal response through Bidnet Direct prior to the due date and time: Thursday, October 22, 2026, at 3:30 p.m.

CONTACT PERSON: Tim Keovongsak, CPPB purchasing@KaneCountyIL.gov

DISCLAIMER: To the extent that you have obtained these documents from a source other than Bidnet Direct, please be advised that these documents may not include all updates, including, but not limited to, addendums, clarifications, and due-date extensions. for all updates to documents, please visit https://www.bidnetdirect.com/illinois/kanecounty - All attachments are for reference purposes.

3 | P a g e

ALL QUESTIONS PERTAINING TO THIS RFP AND/OR THE SCOPE OF SERVICES SHOULD BE

DIRECTED TO THE PURCHASING OFFICE AS LISTED ON THE COVER SHEET, NO LATER THAN

11:00 A.M., OCTOBER 14, 2026. E-mail to: PURCHASING@KANECOUNTYIL.GOV

RFP RESPONSES SHALL BE SUBMITTED

ELECTRONICALLY THROUGH BIDNET DIRECT

LATE PROPOSALS WILL BE REJECTED

4 | P a g e

INSTRUCTIONS TO OFFERORS

COUNTY OF KANE

COMPETITIVE SELECTION PROCEDURE - PROPOSAL

TERMS AND CONDITIONS

A. REQUEST FOR PROPOSALS

A.01 Definition:

Request for Proposals (RFP) is a method of procurement permitting discussions with responsible offerors and revisions to proposals prior to award of a contract.

Award will be based on the criteria set forth herein.

A.02 Proposal Opening:

Sealed proposals will be received at the Kane County Purchasing Department until the date and time specified, at which time the names of offerors will be read aloud and recorded on an abstract. Contents of the sealed proposals will be opened and evaluated in private, with proposal information kept confidential until an award is made. Late proposals shall be rejected and returned unopened to the sender. Kane County does not prescribe the method by which proposals are to be delivered; therefore, it cannot be held responsible for any delay, regardless of the reason, in delivery of the proposals. (Reference Special

Conditions/Provisions Sections for instruction)

A.03 Proposal Preparation:

Proposals must be submitted in the format listed in submittal instructions and all information and certifications called for must be furnished. Proposals submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Proposals may be modified or withdrawn prior to the time specified for the opening of proposals. Proposals shall be filled out legibly in ink or typewritten with all erasures, strikeovers and corrections initialed in ink by the person signing the proposal. The proposal shall include the legal name of the Vendor, the complete mailing address, and be signed in ink by a person or persons legally authorized to bind the Vendor to a contract. Name of person signing should be typed or printed below the signature.

A.04 Proposal Envelopes:

Envelopes containing proposals must be sealed and addressed to the County of Kane, Purchasing Department. The name and address of the Vendor and Invitation Number must be shown in the upper left corner of the envelope.

A.05 Addenda:

A.05.1 Addenda are written instruments issued by the County prior to the date for receipt of proposals which modify or interpret the RFP by addition, deletion, clarifications, or corrections.

5 | P a g e

A.05.2 Prior to the receipt of proposals, addenda will be mailed or delivered to all who are known to have received a complete Request for Proposals.

A.05.3 After receipt of proposals, addenda shall be distributed only to offerors who submitted proposals, and those offerors shall be permitted to submit new proposals or to amend those submitted.

A.05.4 Each offeror shall ascertain prior to submitting a proposal that all addenda issued have been received and acknowledge on the proposal response form, by submission of a proposal, such act shall be taken to mean that such offeror has received all addenda, and that the offeror is familiar with the terms thereof and understands fully the contents of the addenda.

A.06 Evaluation of Proposals:

The proposals submitted by offerors shall be evaluated solely in accordance with the criteria set forth in the RFP. The Proposals shall be categorized as:

A.06.1 Acceptable;

A.06.2 Potentially Acceptable; that is, reasonably susceptible of being made acceptable; or A.06.3 Unacceptable.

A.07 Discussion of Proposals:

A.07.1 The Evaluation Panel may conduct discussions with any offeror who submits an acceptable or potentially acceptable proposal.

Offerors shall be accorded fair and equal treatment with respect to any opportunity of discussion and revision of proposals. During the course of such discussions, the Evaluation Panel shall not disclose any information derived from one proposal to any other offeror.

A.07.2 During the initial discussion, the offeror shall be prepared to give an oral presentation covering the following topics:

(a) The specific services to be provided;

(b) Qualifications of the offeror, experience of personnel, etc;

(c) The working relationship to be established between the

County and the offeror, including, but not limited to, what each party should expect from the other.

(d) A review of the costs associated with this project.

A.08 Negotiations:

The County of Kane reserves the right to negotiate specifications, terms and conditions which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the offeror during

6 | P a g e discussions or negotiations will be held by the County of Kane as contractually binding on the successful offeror.

A.09 Notice of Unacceptable Proposal:

When the Evaluation Panel determines an offeror’s proposal to be unacceptable, such offeror shall not be afforded an additional opportunity to supplement its proposal. The decision of the Evaluation Panel shall be final.

A.10 Confidentiality:

The County’s Director of Purchasing shall examine the proposals to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified. After award of the contract, all responses, documents, and materials submitted by the offeror pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by the Director of Purchasing. All data, documentation and innovations developed as a result of these contractual services shall become the property of the County of Kane. Based upon the public nature of these RFP’s, an offeror must inform the County, in writing, of the exact materials in the offer which cannot be made a part of the public record in accordance with the Illinois Freedom of Information Act.

A.10.1 Confidential information submitted by the Vendor shall be labeled and shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act.

A.11 Proprietary Information:

Under the Illinois Freedom of Information Act, all records in the possession of Kane County are presumed to be open to inspection or copying, unless a specific exception applies. 5 ILCS 140/1.2 One exception is “[t]rade secrets and commercial or financial information obtained from a person or business where the trade secrets or commercial or financial information are furnished under a claim that they are proprietary, privileged or confidential, and that disclosure of the trade secrets or commercial or financial information would cause competitive harm to the person or business, and only insofar as the claim directly applies to the records requested.” 5 ILCS 140/7(1)(g). The County will assume that all information provided to us in a bid or proposal is open to inspection or copying by the public unless clearly marked with the appropriate exception that applies under the Freedom of Information Act. Additionally, if providing documents that you believe fall under an exception to the Freedom of Information Act, please submit both an un-redacted copy along with a redacted copy which has all portions redacted that you deem to fall under a Freedom of Information Act exception.

7 | P a g e

A.12 Interpretation or Correction of Documents:

Vendors shall promptly notify the County of any ambiguity, inconsistency or error they may discover upon examination of the specification documents.

Interpretations, corrections and changes will be made by addendum.

A.13 Variances:

State or list by reference any variations to specifications, terms and conditions.

B. TERMS AND CONDITIONS

B.01 Authority:

This Request for Proposals is issued pursuant to applicable provisions of the Kane County Purchasing Department.

B.02 Errors in Proposals:

Offerors are cautioned to verify their proposals prior to submission. Negligence on the part of the offeror in preparing the proposal confers no right for withdrawal or modification of the proposal.

B.03 Reserved Rights:

The County of Kane reserves the right at any time and for any reason to cancel this Request for Proposals, or to accept an alternate Proposal. The County reserves the right to award one or more contracts for their services specified herein. The County reserves the right to waive any immaterial defect in any proposal. Unless otherwise specified by the offeror, the County has one hundred twenty (120) days to accept. The county may seek clarification from any offeror at any time and failure to respond promptly is cause for rejection.

Kane County reserves the right to compare pricing submitted to any and all known national joint purchasing cooperatives in order to obtain the lowest pricing available in the current market place for this contract award. The list of joint purchasing cooperatives is not all inclusive and may include other joint purchasing cooperatives Kane County is not currently aware of at the present time. Kane County reserves the right to award a contract to the lowest responsive, responsible vendor for said product or service after reviewing all joint purchasing cooperative pricing available for Kane County to participate in their program.

State of Illinois Central Management Services (CMS) Omnia Partners (formerly US Communities & National IPA) Sourcewell, TIPS, and BuyBoard

B.04 Incurred Costs:

The County of Kane will not be liable in any way for any costs incurred by respondents in replying to this RFP.

8 | P a g e

B.05 Award:

Proposals will be evaluated and negotiated by the Evaluation Panel. The

Evaluation Panel shall have the authority and discretion to determine the qualifications, responsibility and capabilities of offerors, the reasonableness of price, and other factors (where applicable): (a) adherence to all conditions and requirements of the proposal specifications; (b) price; (c) qualifications of the Vendor, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

B.05.1 Confidential information submitted shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act. The Evaluation Panel’s final recommendation and reports shall be forwarded to the appropriate committees of the Kane County Board for consideration and award of the contract.

B.06 Criteria for Selection:

All proposals will be evaluated based on the criteria as stated on the specification.

B.07 Pricing:

The price for the contract is to be held firm for the term of the contract.

B.08 Taxes:

The County of Kane is exempted from paying Illinois Retailers Occupation Tax and Federal Excise Tax.

B.09 Warranty:

Vendor expressly warrants that all goods and services (real property and all structures thereon) will conform to the drawings, materials, performance and any other specifications, samples or other description furnished by the County, and will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship. Vendor agrees that these warranties shall run to Kane County, its successor, assigns, customers and users of the products or services and that these warranties shall survive acceptance of the goods or performance of the services.

B.10 Indemnity:

Vendor agrees to save, hold harmless, defend and indemnify the County of Kane and its Officers, Agents and Employees from any and all liability or loss incurred by the County of Kane resulting from Vendor’s noncompliance with any laws or regulations of any governmental authority having jurisdiction over Vendor’s performance of this contract and Vendor’s violation of any of the terms and conditions of this agreement, and from the Vendor’s negligence arising from, in

9 | P a g e any manner and in any way connected with, the terms and conditions of this Agreement and arising from the Vendor’s performance thereunder.

Vendor shall provide to the County of Kane proof of adequate insurance coverage to satisfy the indemnification provisions herein.

B.11 Equal Employment Opportunity:

The equal employment opportunity clause required by the Illinois Human Rights Act is hereby incorporated by reference in all contract made by the County of and in all bid specifications therefore furnished by the County to all Vendors, contractors and subcontractors.

The County of Kane, State of Illinois, represents that it and the employing agencies responsible to it, conform to the following:

We do not discriminate against any employee or applicant for employment because of race, creed, color, age, disability, religion, sex, national origin/ancestry, sexual orientation, marital status, veteran status, political affiliation, pregnancy, or any other legally protected status. We will take whatever action is necessary to ensure that applicants and employees are treated appropriately regarding all terms and conditions of employment. We will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

We will, in all solicitations or advertisements for employees placed by or on behalf of the employing agencies, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, age, sex, marital status, military status, sexual orientation, pregnancy or unfavorable discharge from military service. (Ordinance No. Res.

No. 82-90, 6-10-80; Res. No. 81-79, 6-9-81; Res. No. 82-90, 6-8-82; Res. No.

05-303, 9-23-05). State law references—Illinois Human Rights Act, 775ILCS 5/1- 101 et seq.

B.12 Default:

If delivery of services is not completed by the time promised, the County reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by the Contractor.

B.13 Payments:

B13.1 The payment terms for this contract will be made on a monthly basis by the County of Kane.

B13.2 The County of Kane requests all payments being made to vendors be done as direct deposits through an Automated Clearing House (ACH).

All vendors being awarded a contract shall complete an authorization agreement form prior to award. The ACH form and registration information on this program can be located on the County’s Web site under County

10 | P a g e

Forms and Templates for New Vendor Information on the Purchasing Department page - http://web.kane/SitePages/purchasing.aspx

B.14 Eligibility:

By signing the proposal response form, the Vendor hereby certifies that they are not barred from bidding on this contract as a result of a violation of Article 33E, Public Contracts of the Illinois Criminal Code of 1961, as amended (Illinois Complied Statutes, 720 ILCS 5/33E-1).

Prohibition to Award Contracts to Parties Debarred or Suspended:

No contract may be awarded to parties listed on the federal government Excluded Parties List System in the System for Award Management (SAM), on the State of Illinois’ list of sanctioned persons maintained by the Agency’s Office of Inspector General, or on the County’s own list of parties suspended or debarred from doing business with the County.

Debarment:

Debarment is the process of determining that a contractor is ineligible to received contract awards based upon a preponderance of evidence, usually a conviction.

Debarment is usually three (3) years in length. The name of the debarred contractor may be published as ineligible on the System for Award Management (SAM), which is a website administered by the U. S. General Services Administration, or on the list of sanctioned providers maintained by the State of Illinois Office of Inspector General.

Suspension:

Suspension is the process of determining that a contractor is ineligible to receive contract awards based upon adequate evidence, usually an indictment.

Suspension is a temporary measure having a 12-month limit. It is usually used pending completion of an investigation or legal proceedings. The name of the suspended contractor will be published as ineligible on the System for Award Management (SAM), which is a website administered by the U. S. General Services Administration, or on the list of sanctioned providers maintained by the State of Illinois Office of Inspector General.

B. 15 Communication during the Procurement Process:

In an effort to create a more competitive and unbiased procurement process, the

County desires to establish a single point of contact through the solicitation process. Therefore, from the issue date of any solicitation until the due date of the solicitation, all requests for clarification or additional information regarding the solicitation, or contact with County personnel concerning this solicitation or the evaluation process must only be through the Purchasing Department staff.

Inquires will be collected by the Purchasing Department staff who will then submit the inquiries to the Department Head responsible for the procurement.

Responses by the Department Head to the inquiries will be submitted to the Purchasing Department staff who will then distribute the responses to all vendors responding to the solicitation. In this way it will be assured that all vendors

11 | P a g e participating in the process will be receiving the same information. No contact regarding this solicitation with other County employees, agents of the County or elected officials is permitted unless expressly authorized by the Purchasing Director. A violation of this provision is cause for the County to reject the Bidder’s proposal. If it is later discovered that a violation has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this solicitation.

B. 16 CERTIFICATE OF INSURANCE REQUIRED BY KANE COUNTY

Contractor to furnish and deliver prior to commencement of work, a completed Certificate of Insurance satisfactory to the requirements of County of Kane containing:

B.16.1 The Contractor and all Subcontractors shall provide a Certificate of Insurance naming the Owner (Kane County) as certificate holder and as additional insured. The certificate shall contain a 30-day notification provision to the owner (Kane County) prior to cancellation or modification of the policy.

B.16.2 Commercial General Liability insurance including Products/Completed Operations, Owners and Contractor Protective Liability and Broad Form Contractual Liability. The exclusion pertaining to Explosion, Collapse and Underground Property Damage hazards eliminated. The limit of liability shall not be less than the following:

General Aggregate $2,000,000 Products and Completed Operations $2,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $1,000,000 Or - Combined Single Limit $1,000,000

B16.2.1 Products and Completed Operation coverage is to remain in force for a period of two years after the completion of project.

B16.3 Business Automotive Liability Insurance including owned, hired and non-owned automobiles, and/or trailer and other equipment required to be licensed, with limits of not less than the following:

Each Person for Bodily Injury $1,000,000 Each Occurrence for Bodily Injury $1,000,000 Each Occurrence for Property Damage $1,000,000 Or - Combined Single Limit $1,000,000

B16.4 Statutory Worker's Compensation insurance shall be in accordance with the provisions of the laws of the State of Illinois, including

12 | P a g e

Occupational Disease Act provisions, for employees at the site of the project, and in case work is sublet, the Contractor shall require each Subcontractor similarly to provide this insurance. In case employees are engaged in work under this contract and are not protected under the Workers Compensation and Occupational Disease Act, the Contractor shall provide, and shall cause Subcontractor to provide, adequate and suitable insurance for the protection of employees not otherwise provided.

B16.5 Umbrella Liability:

Aggregate Limits $5,000,000

B16.6 Professional Liability policy to cover all claims arising out of the Consultant’s operations or premises, Sub-consultant’s operation or premises, anyone directly employed by the Consultant or Sub-consultant, and the Consultant’s obligation of indemnification under this Contract.

Limits:

Aggregate $1,000,000

Vendor to furnish a copy of the Endorsement showing Kane County, as an additional named insured on the General Liability, Auto, and Umbrella/Excess policies.

The Sub-Grantee and Contractor shall cease operations on the project if the insurance is cancelled or reduced below the required amount of coverage.

C. CONTRACTOR DISCLOSURE

C.01 Prior to award, every contractor or vendor who is seeking or who has obtained contracts or change orders to contracts or two (2) or more individual contracts with Kane County resulting in an amount greater than Fifteen Thousand Dollars ($15,000) shall disclose to the Kane County Purchasing Department, in writing all cumulative campaign contributions, (which includes multiple candidates) made within the previous twelve (12) months of awarding of the contract made by that contractor, union, or vendor to any current officer or countywide elected officer whose office the contract to be awarded will benefit.

Disclosure shall be updated annually during the term of a multi-year contract and prior to any change order or renewal requiring Board level approval. For purposes of this disclosure requirement, “contractor or vendor” shall include owners, officers, managers, insurance brokers, lobbyists, agents, consultants, bond counsel and underwriters counsel, subcontractors corporations, partnerships, associations, business trusts, estates, trustees, and/or beneficiaries under the control of the contracting person, and political action committees to which the contracting person has made contributions.

13 | P a g e

C.02 All contractors and vendors who have obtained or are seeking contracts with Kane County must disclose the following information which shall be certified and attached to the application or document. Penalties for knowingly violating disclosure requirements will potentially result in immediate cancellation of the contract, and possible disbarment from future County contracts:

C.02.1 Name, address and percentage of ownership interest of each individual or entity having a legal or a beneficial interest of more than five percent (5%) in the applicant. Any entity required by law to file a statement providing substantially the information required by this paragraph with any other government agency may file a duplicate of such statement;

C.02.2 Names and contact information of their lobbyists, agents and representatives and all individuals who are or will be having contact with County employees or officials in relation to the contract or bid.

This information disclosure must be updated when any changes to the information occurs.

C.02.3 Whenever any interest required to be disclosed in paragraph (a) above is held by an agent or agents, or a nominee or nominees, the principals for whom such agents or nominees hold such interest shall also be disclosed. The application of a spouse or any other party, if constructively controlled by another person, or legal entity as set forth above, shall state the name and address and percentage of beneficial interest of such person or entity possessing such constructive control and the relationship under which such control is being or may be exercised.

Whenever a stock or beneficial interest is held by a corporation or other legal entity, such shareholder or beneficiary shall also make disclosure as required by paragraph C.02.1 above.

C.02.4 A statement under oath that the applicant has withheld no disclosures as to economic neither interests in the undertaking nor reserved any information, data or plan as to the intended use or purpose for which it seeks County Board or other county agency action.

C.03 All disclosures and information shall be current as of the date upon which the application is presented and shall be maintained current until such time as Kane County shall take action on the application. Furthermore, this information shall be maintained in a database by the Purchasing Department, and made available for public viewing.

C.04 Notwithstanding any of the above provisions, the County Purchasing Department with respect to contracts awarded may require any such additional information

14 | P a g e from any applicant which is reasonably intended to achieve full disclosure relevant to the application for action by the County Board or any other County agency.

C.05 Any failure to comply with the provisions of this section shall render any ordinance, ordinance amendment, County Board approval or other County action in behalf of the applicant failing to comply voidable at the option of the County Board or other County agency involved upon the recommendation of the County Board Chairman or the majority of the County Board.

D. LAW GOVERNING:

D.01 This contract shall be governed by and construed according to the laws of the State of Illinois.

E. Illinois Non-Appropriation Clause:

A forfeit clause is provided pursuant to the Illinois Non-Appropriation Clause of funds for government entities that if funds or budgets are not approved, service may be cancelled. No early cancellation penalties will be assessed, but the customer must be given 30-day notice of intent to cancel.

F. Termination for Cause:

This Contract may be terminated by the County at any time upon thirty (30) days written notice, or by either party in the event of substantial failure to perform in accordance with the terms hereof by the other party through no fault of the terminating party. This Contract is also subject to termination by either party if either party is restrained by state or federal law of a court of competent jurisdiction from performing the provisions of this Agreement. Upon such termination, the liabilities of the parties to this Contract shall cease, but they shall not be relieved of the duty to perform their obligations up to the date of termination. Mailing of such notice, as and when above provided, shall be equivalent to personal notice and shall be deemed to have been given at the time of mailing.

If this Contract is terminated due to the County's substantial failure to perform, the Contractor shall be paid for labor and expenses incurred to date, subject to setoff for any damages, losses or claims against the County resulting from or relating to Contractor’s performance or failure to perform under this agreement.

In the event of termination by the County upon notice and without cause, upon completion of any phase of the Basic Services, fees due the Contractor for services rendered through such phase shall constitute total payment for services. In the event of such termination by the County during any phase of the Basic Services, the Contractor will be paid for services rendered during the phase on the basis of the proportion of work completed on the phase as of the date of termination to the total work required for that phase.

15 | P a g e

In the event of any such termination, the Contractor also will be reimbursed for the charges of independent professional associates and contractors employed by the Contractor to render Basic Services, and paid for all unpaid Additional Services and Reimbursable Expenses not in dispute.

Reimbursable expenses mean the actual expenses incurred by the Contractor or the Contractor’s independent professional associates or contractors, directly or indirectly in connection with the Project.

G. Litigation

Vendors are required to disclose if they have been a party to any lawsuits or arbitration proceedings involving their services within the last five years. Provide status or outcome of any such proceedings disclosed.

H. Holidays

Kane County is closed for business on the following holidays: New Year’s Day; Martin Luther King, Jr. Day; Lincoln’s Birthday, Washington’s Birthday, Spring Holiday, Memorial Day, Juneteenth, Independence Day; Labor Day, Columbus Day; Veteran’s Day, Thanksgiving Day, Day following Thanksgiving Day, Christmas Day.

I. RESPONSIBLE BIDDER REQUIREMENTS (If Applicable - TBD)

On August 8, 2023, the Kane County Board approved a Responsible Bidder Ordinance 23-340, which requires additional information and documentation from responders bidding on public works construction projects.

Included in this bid package is a Responsible Bidder Requirements Form. This document must be filled out and returned with the (bid/proposal). Failure to comply with all submission requirements set forth in Kane County Ordinance No. 23-340 is grounds for the County of Kane to determine that a submission is incomplete, which may result in a determination that Contractor is not a responsible bidder. In accordance with Kane County Ordinance No. 23-340, a Contractor that is actively classified as “pre-qualified” or “qualified” by the Purchasing Department is exempt from the comprehensive submission requirements and is not required to submit a Responsible Bidder Requirements Form.

16 | P a g e

STATEMENT OF WORK

For

CLOUD-BASED ROAD IMPROVEMENT IMPACT FEE MANAGEMENT SYSTEM

I. GENERAL OVERVIEW / PROJECT DESCRIPTION

The County of Kane (“County”) and the Kane County Division of Transportation (KDOT) are soliciting proposals from qualified and experienced vendors for a non-proprietary, open-source Road Improvement Impact Fee Management System.

Kane County administers the Road Improvement Impact Fee Program under the Illinois Road Improvement Impact Fee Law (605 ILCS 5/5-901 et seq.) and the County’s impact fee ordinance, assessing and collecting fees from applicants based on land use, service area, and ordinance dates, and administering credits, discounts, exemptions, individual assessments, payment agreements, and refunds. The County seeks a non-proprietary, open-source-based Road Improvement Impact Fee Management System that County staff can fully administer and configure without consultant assistance and without recurring software license or subscription fees. The system shall provide an applicant self-service portal for submitting applications and documents and tracking status;

automate review, approval, invoicing, receipt, and reporting workflows; calculate fees accurately using effective-dated ordinance provisions and fee schedules; integrate with the County’s existing Paymentus payment platform; and maintain a permanent, auditable record of every submission, calculation, approval, and payment. Proposers shall offer consultant-provided hosting or deployment within County infrastructure, and the County will own all custom-developed source code and retain the ability to relocate the system.

All functionality required by this RFP shall be included in the implementation price.

Separately identified hosting charges and charges under the County’s existing Paymentus agreement are permissible.

The County prefers consultant-provided hosting but reserves the option to host the solution within County infrastructure or with another County-designated provider. The County will select the initial hosting arrangement before deployment. The County shall be able to move the complete solution to County infrastructure or another County-designated provider without purchasing a new application license or materially rebuilding the application. Proposals shall identify transition procedures, required assistance, and associated rates. The consultant shall provide current source code, deployment instructions, database documentation, configurations, and complete exports of County data, documents, and audit records in documented, usable formats.

For consultant-provided hosting, the proposal shall clearly identify responsibility for hosting infrastructure, security monitoring, backups, recovery, and software security updates. These technical hosting responsibilities shall be distinguished from daily administration of the impact fee program, which will remain with County staff.

17 | P a g e

The consultant shall provide training and documentation sufficient for County staff to independently administer and configure the system. Assistance with future modifications, enhancements, troubleshooting, or integration changes shall be available on an optional, separately authorized basis. Proposals shall identify applicable hourly rates or other pricing without requiring a recurring support subscription.

The County shall own all custom-developed source code, configurations, database schemas, integrations, and documentation created under this contract. Pre-existing and third-party components shall be identified in the proposal, together with their licenses, and shall provide the County with perpetual rights to use, modify, and maintain the delivered solution and engage another consultant to perform those services.

Complete source code and supporting materials shall be maintained in a County-controlled repository and delivered throughout implementation. Source-code escrow alone will not satisfy this requirement.

II. INTENT OF SPECIFICATIONS

The intent and purpose of the specifications and requirements outlined below are to procure the best offers for a Cloud-Based Road Improvement Impact Fee Management System. The specified requirements are only for the purpose of establishing pertinent information to assist Kane County and KDOT in its evaluation and selection process of the best offer and most qualified Vendor(s) that best meet the County’s objectives, contract requirements, and to efficiently deliver and perform the required services.

Vendors are encouraged to respond to this request for proposal and address the following (Sections I – VIII) in their entirety. Vendors are to include their company profile, statement of qualifications, proposed scope of work, service program and offers, proposed cost and detailed fee structures, project management and support team, equipment, and other pertinent information, as specified within this proposal document.

The criteria used for the consideration and selection of a successful Vendor, equipment, and other pertinent requirements shall be the sole judgment of the County and the Kane County Division of Transportation.

The successful Vendor identified from this procurement will be recommended for contract negotiation and will enter into a service agreement pending Kane County Division of Transportation, the parent committee, and full Kane County Board approval.

III. GENERAL GOALS & OBJECTIVES

The County seeks a solution that:

• Places primary responsibility on applicants for application submission, document uploads, required certifications, supporting documentation, site development approval documentation, and status monitoring.

18 | P a g e

• Provides applicants with a centralized location to submit information, upload documents, monitor status, respond to comments, access invoices and receipts, and view outstanding requirements.

• Automates application routing, review workflows, notifications, approvals, invoice generation, payment tracking, and receipt generation.

• Utilizes configurable checklists and document requirements to help ensure applications are complete prior to County review.

• Reduces the need for County staff to manually enter data, collect documents, track application status, respond to routine inquiries, and manage application-related correspondence.

• Establishes a clear and permanent record of submissions, approvals, communications, and actions taken by both applicants and County staff.

• Improves transparency, accountability, consistency, and efficiency throughout the administration of the Road Improvement Impact Fee Program.

The County strongly prefers solutions that streamline administration and reduce staff workload through workflow automation, applicant self-service functionality, configurable business processes, and centralized information management.

IV. SCOPE OF SERVICES

The proposed solution shall include the software platform, implementation, data migration, testing, training, documentation, and deployment under the County-selected hosting arrangement.

A. Software Platform

The proposed software platform shall support the following functions and business processes:

1. Applicant Portal and Workflow Management

• Online application, document submission, and applicant self-service portal.

• Application status tracking, workflow milestones, and visibility into outstanding requirements, comments, approvals, and next steps.

• Automated notifications and communications.

• County review workflows and approval routing.

• Comment tracking and applicant responses.

2. Document Management, Certifications, and Approval Records

• Configurable application checklists and required documentation.

• Identification and tracking of outstanding application requirements, missing documentation, and required applicant actions.

19 | P a g e

• Document upload, storage, and version control.

• Documentation and retention of site development approval dates and supporting approval documents submitted by applicants.

• Electronic applicant certifications and acknowledgements regarding the completeness and accuracy of submitted information.

• Permanent electronic record retention and audit history.

• Utilization of current parcel and property information from authoritative data sources, including parcel identification through PIN, address, owner search, or other available methods.

3. Impact Fee Administration

• Calculation of impact fees based on land use, site development approval date, applicable ordinance provisions, fee schedules, approved credits, approved discounts, and approved individual assessments, with clear presentation of applicable calculations, assumptions, and requirements.

• Credit agreement administration and tracking of original credit amounts, credits applied, remaining balances, and supporting approvals..

• Discount applications and approvals.

• Refund tracking and audit records.

• Service-area identification and assignment.

• Exemption requests and determinations.

• Effective-dated ordinance provisions and fee schedules, including applicable historical versions.

• Payment agreements and installment tracking, where applicable.

4. Financial Management and Payment Processing

The proposed solution must integrate with the County’s existing Paymentus payment platform. Paymentus integration is a mandatory requirement and shall not be treated as an optional module, enhancement, or alternative payment solution.

The proposed software platform shall support:

• Invoice generation and tracking.

• County review and approval of invoices prior to issuance.

• Paymentus integration for payment processing, payment status updates, and reconciliation.

• Automated payment status updates and payment tracking.

• Receipt generation and tracking.

• County review and approval of receipts prior to issuance.

20 | P a g e

• Financial audit history and reporting.

5. Reporting and Dashboards

• Applicant and staff dashboards.

• Application status reporting.

• Fee assessment and collection reporting.

• Credit and discount reporting.

• Outstanding invoice and payment reporting.

• Custom and audit reports.

• Reporting by service area, land-use classification, and assessment and payment dates.

B. Implementation, Data Migration, Training, and Support Services

Target Implementation Schedule and Go-Live Date

The County’s desired go-live date for the new Road Improvement Impact Fee Management System is mid-late 2027. Proposals should include an implementation schedule that supports this target, including key milestones for system configuration, Paymentus integration, data migration, testing, staff training, applicant-facing rollout, and production go-live. Proposals shall identify a specific proposed production go-live date, County decisions and third-party dependencies affecting that date, and the anticipated date of final acceptance.

V. SUPPLEMENTAL INFORMATION

PROPOSAL REQUIREMENTS

• Description of the proposed software solution, including major functions, modules, and user roles.

• Description of applicant portal functionality, County review workflows, dashboards, reports, notifications, and configurable checklists/business rules.

• Description of parcel/property data source(s) and update frequency.

• Description of the proposed Paymentus integration approach, including how invoices, payments, payment status updates, receipts, and reconciliation information will be exchanged between the proposed system and Paymentus.

• Implementation schedule.

• Project team, company qualifications and relevant experience.

• Client references.

21 | P a g e

Proposers shall also provide a written explanation demonstrating their understanding of the Illinois Road Improvement Impact Fee Law, 605 ILCS 5/5-901 et seq., and the Kane County Road Improvement Impact Fee Program, including the County ordinance, Comprehensive Road Improvement Plan, fee schedules, and procedures. The response shall explain how these requirements affect calculations, applicable dates, service areas, exemptions, credits, discounts, individual assessments, payments, refunds, and records.

Proposers shall identify the team member responsible for this analysis and describe that individual’s relevant qualifications. A general statement that the system will comply with applicable law is insufficient.

ADDITIONAL GENERAL SYSTEM REQUIREMENTS

The system will allow authorized County staff to modify forms, fields, checklists, document requirements, fee schedules, calculation parameters, notifications, approval workflows, and reports through an administrative interface without programming or consultant assistance. Configuration changes shall support effective dates, testing before publication, approval controls, version history, and restoration of prior configurations. Changes shall preserve historical assessments and the rules and calculations supporting them.

The system will provide exportable records and reports suitable for audit, public records, and financial reconciliation purposes.

The cloud-based impact fee management system, including all public-facing and staff interfaces, websites, forms, documents, reports, and third-party components, shall conform to WCAG 2.1 Level AA and comply with Title II of the Americans with Disabilities Act and all other accessibility requirements applicable to Kane County, Illinois, at implementation and throughout the contract term.

SECURITY AND HOSTING RESPONSIBILITIES

The solution shall provide multifactor authentication for staff and administrative accounts, role-based permissions, separation of applicant records, security logging, and scanning of uploaded files for malicious content.

Proposals shall identify responsibility for hosting infrastructure, application and dependency security updates, vulnerability remediation, backups, recovery testing, and incident response under the consultant hosting option.

Proposers shall specify hosting availability, support coverage, incident notification and response times, security-update timeframes, backup frequency and retention, recovery time, and maximum potential data loss following an outage. The agreed commitments shall be incorporated into the contract.

22 | P a g e

Payment credentials shall be handled through Paymentus. The impact fee application shall not store payment card numbers or card security codes.

COST PROPOSAL REQUIREMENTS

The cost proposal shall present: (1) the fixed one-time implementation price covering all services necessary to deliver, test, and deploy the completed solution in the County-selected hosting environment; (2) the optional consultant-hosting price for each of Years 1 through 5 and the five-year hosting subtotal, following production go-live; and (3) the combined implementation and five-year consultant-hosting total.

Hosting costs shall be itemized by year and shall identify any initial setup charges, included services, usage or storage limits, overage rates, and proposed price increases.

Any costs already included in the implementation price shall not be charged again under the hosting option.

Optional technical assistance, future enhancements, and transition assistance shall be priced separately and excluded from the evaluated five-year total unless the County specifies an allowance for consistent proposal comparison.

The delivered integration shall not require recurring connector, licensing, subscription, access, or per-transaction fees beyond charges under the County’s separate Paymentus agreement. Continued operation of the integration shall not be contingent upon purchasing consultant maintenance or support services.

Any future changes to the integration necessitated by changes to Paymentus or County requirements may be separately scoped and priced, subject to County approval.

The cost proposal shall separately itemize:

• Development, configuration, and implementation: All costs necessary to deliver the required functionality, including development, configuration, testing, deployment, project management, and the one-time Paymentus integration.

• Data migration: Data conversion, migration of existing records and documents, validation, reconciliation, and correction of migration errors.

• Training and documentation: Staff and administrator training, user guides, technical documentation, source code delivery, and deployment and administration instructions.

• Consultant-hosted option: Initial hosting…