FY2027-RFP-214

EXECUTIVE SEARCH FIRM SERVICES

City of Urbana

400 South Vine Street

Urbana, IL 61801

RELEASE DATE: October 12, 2026

DEADLINE FOR QUESTIONS: October 19, 2026

RESPONSE DEADLINE: October 26, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Executive Search Firm Services

I. Advertisement of Legal Notice II. Introduction

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

VI. Vendor Submittals & Confirmations VII. Evaluation Criteria

VIII. Insurance Requirements IX. Standard Terms & Conditions X. Supplementary Terms & Conditions

Attachments:

A - CHRO RFP

Title: Executive Search Firm Services

1. 1. ............................................. Advertisement of Legal Notice

Executive Department

REQUEST FOR PROPOSAL (RFP):

The City of Urbana will receive proposals for the following:

Executive Search Firm Services

The City of Urbana is soliciting proposals from qualified, professional executive recruitment firms to provide executive recruitment services for the search for Chief Human Resources Officer. The intent of this RFP is to partner with an executive recruitment/search firm or firms experienced in executive recruitments to provide high quality service, delivering highly qualified, diverse, and well-vetted candidates. Proposers should submit proposals to conduct the search for Chief Human Resources Officer and provide pricing accordingly.

In addition, the selected Proposer may be requested to assist the City in conducting future searches and sourcing of Executive Management Team and/or Leadership Team level candidates as needed through Dec.

31, 2029. This will vary upon project, need, and situation. Scope and cost will be negotiated between the City and the consultant as the need arises. This arrangement does not provide exclusivity; the City also reserves to the right to enter into agreements with more than one search firm.

Proposals are required to be submitted via the City of Urbana's Procurement Portal at https://procurement.opengov.com/portal/urbanaillinois/projects/316145 until 5:00 pm on Monday, October 26, 2026. RFP instructions and selection procedures may also be obtained from the City of Urbana's

Procurement Portal.

Molly Lynch

Executive Assistant

City of Urbana

Publication Date: Monday, October 12, 2026 https://procurement.opengov.com/portal/urbanaillinois/projects/316145

2. 2. .......................................................................... Introduction

2.1. 2.1. Summary

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

The City of Urbana is soliciting proposals from qualified, professional executive recruitment firms to provide executive recruitment services for the search for Chief Human Resources Officer. The intent of this RFP is to partner with an executive recruitment/search firm or firms experienced in executive recruitments to provide high quality service, delivering highly qualified, diverse, and well-vetted candidates.

Proposers should submit proposals to conduct the search for Chief Human Resources Officer and provide pricing accordingly.

In addition, the selected Proposer may be requested to assist the City in conducting future searches and sourcing of Executive Management Team and/or Leadership Team level candidates as needed through Dec. 31, 2029. This will vary upon project, need, and situation. Scope and cost will be negotiated between the City and the consultant as the need arises. This arrangement does not provide exclusivity; the City also reserves to the right to enter into agreements with more than one search firm.

2.2. 2.2. Background

The City has newly budgeted for a Chief Human Resources Officer in FY2026-2027. This is a new position in the City’s staffing structure and in the Human Resources management function and structure.

Human Resources is a division of the City’s Executive Department and oversees and supports a broad range of centralized and decentralized human resources functions. The major functional activities of the division consist of recruitment and selection; benefits administration; labor and employee relations; HR risk management; and administration. Including the CHRO, the division staffs eight (8) full-time employees supporting a workforce with approximately 290 budgeted positions.

2.3. 2.3. Contact Information

Molly Lynch

Executive Assistant

136 W Main St

Floor 2

Urbana, IL 61801

Email: molly.lynch@urbanail.gov

Phone: (217) 328-8267

Department:

Executive

Department Head:

Darius White

City Administrator

2.4. 2.4. Timeline

Project Publish Date October 12, 2026

Question Submission Deadline October 19, 2026, 5:00pm mailto:molly.lynch@urbanail.gov tel:(217)328-8267

Proposal Submission Deadline October 26, 2026, 5:00pm

3. 3. ........................................................................... Instructions

3.1. 3.1. Submission

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

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

3.2. 3.2. Opening

Submittals shall be opened publicly through an electronic procurement system in the presence of one or more witnesses at the time and place designated.

3.3. 3.3. Pre-Submittal Meeting

No Pre-Submittal meeting is required for this procurement.

3.4. 3.4. Definitions

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

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

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

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

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

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

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

3.5. 3.5. Public Records and Requests for Confidential Treatment

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

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

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

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

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

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

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

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

3.6. 3.6. Responsibilities of Respondent

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

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

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

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

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

E. Unless specified otherwise, successful respondent shall execute a City provided or City approved contract. Contract documents shall incorporate all requirements/conditions established in the solicitation, along with Vendor submissions, other required documents post-award, contract, and any associated change orders.

3.7. 3.7. Questions

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

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

3.8. 3.8. Addenda

Any addenda shall be posted on the City’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this procurement. Failure of any bidder/consultant to receive any such https://procurement.opengov.com/portal/urbanaillinois/projects/316145 addenda or interpretation shall not relieve such bidder/consultant from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

3.9. 3.9. Proposer’s Cost

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to the City of Urbana.

3.10. 3.10. Exceptions

If a Proposer takes exception to any part of these specifications as written, or as amended by any addenda subsequently issued, they must do so in writing. Said exceptions must be submitted with the proposal.

Failure to do so will be construed as acceptance of all items of the specification.

3.11. 3.11. Proposals Become the Property of City Of Urbana

Proposals become the property of the City of Urbana and, along with later submissions, will not be returned to the proposing party. The City reserves the right to make use of any information or ideas contained in the proposal.

3.12. 3.12. Cancellation

This solicitation does not obligate the City to enter into a contract. The City retains the right to cancel this RFP at any time. No obligation, either expressed or implied, exists on the part of the City to make an award or to pay any cost incurred in the preparation or submission of a proposal.

3.13. 3.13. Customer Service

The City expects the selected Proposer(s) to deliver a high level of customer service regarding the provision of any service to the City, its employees, and its customers.

3.14. 3.14. Public Advertising

The Proposer is specifically denied the right to use the name of the City of Urbana for public advertising or reference in any form.

3.15. 3.15. Withdrawal of Bid/Proposal

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

“unsubmit” their bid/proposal in OpenGov Procurement prior to the submission deadline. After withdrawing a previously submitted bid/proposal, the responding firm may submit another bid/proposal at any time prior to the submittal deadline. If an award is made, the City shall do so within ninety (90) calendar days of the actual submission deadline. During this 90-day period, the submissions constitutes an irrevocable offer subject to acceptance by the City and the Vendor may not withdraw or attempt to change its submittal. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids/proposals following the submittal deadline, or to cancel awards or contracts based on bid/proposal mistakes, will be submitted in writing and will be supported by a written determination made by the City procurement contact.

3.16. 3.16. City’s Rights Reserved

The City reserves the right to reject any and all submittals, or any part therof, and to waive any technicalities or informalities deemed to be in the best interests of the City; any such decision shall be considered final. In order to verify responsible vendor status, the City may request additional information and/or conduct interviews/discussions with any respondent who makes an acceptable or potentially acceptable submittal. The

City may make such investigations as it deems appropriate to determine the ability of the Vendor to perform the work, and the Vendor shall furnish the City all such information and data for this purpose as the City may request. The City reserves the right to reject any submittal if the evidence submitted by, or investigation of such Vendor fails to satisfy the City that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submittals following opening of submittals. During the course of such discussions, the City shall not disclose any information derived from one proposal to any other respondent.

The City may require the solicitation and the respondent’s submittal be incorporated in full or in part as

Contract Documents. This implies that the solicitation and all responses, supplemental information, and other submissions provided by the respondent during discussions or negotiations may be held by the City as contractually binding on the successful respondent. When the City determines a respondent’s submittal to be unacceptable, such respondent shall not be afforded an additional opportunity to supplement its submittal. The City will not be liable in any way for any costs incurred by respondents in replying to this solicitation.

3.17. 3.17. Conditional Award

Successful Vendor shall provide any required conditional award items and information as may be required within fourteen (14) days from the Notice of Award and prior to execution of the contract by the City to avoid delays and potential award cancellation. Prospective vendors shall be familiar with the requirements in this solicitation related to, but not limited to, insurance and bonding requirements.

3.18. 3.18. No Bid

Anyone part who does not submit a proposal for the work but who wishes to receive final tabulations or award information may “Follow” the project to receive automated notifications pertaining to this solicitation.

4. 4. ....................................................................... Scope of Work

4.1. 4.1. SECTION II: SCOPE OF SERVICES – CHIEF HUMAN RESOURCES

OFFICER (CHRO)

The City has newly budgeted for a Chief Human Resources Officer in FY2026-2027. This is a new position in the City’s staffing structure and in the Human Resources management function and structure.

1.1 Description of the Human Resources Division

Human Resources is a division of the City’s Executive Department and oversees and supports a broad range of centralized and decentralized human resources functions. The major functional activities of the division consist of recruitment and selection; benefits administration; labor and employee relations; HR risk management; and administration. Including the CHRO, the division staffs eight (8) full-time employees supporting a workforce with approximately 290 budgeted positions.

2.2 Deliverables

Phase I – Pre-Recruitment Planning

A. Meet with City leadership prior to commencement of the recruitment to receive information and feedback regarding the expectations of the City, the priorities, opportunities and challenges for the position, and the professional, interpersonal, and leadership qualifications of the preferred candidates.

B. Meet with appropriate internal stakeholders to obtain information regarding expectations, challenges, requirements and responsibilities of the position.

C. Develop the recruitment timetable.

D. Offer revisions to job description based on current best practices.

Phase II – Recruitment of Qualified Candidates

A. Develop a comprehensive recruitment strategy that aligns with the City’s equal opportunity in employment statement and is designed to appeal to a diverse range of qualified applicants:

i. Conduct a regional or national recruitment and search for qualified candidates with an emphasis on diversity in the applicant pool, utilizing best practices for executive searches of this type with particular emphasis on direct outreach and personal contact. The selected Vendor shall be responsible for developing and implementing an advertising plan including preparing and placing recruitment notices as proposed to and agreed upon by the City. Vendor is responsible for target marketing and controlling costs associated with such marketing.

ii. Develop materials, including but not limited to a recruitment brochure, describing the position’s requirements, ideal candidate, and preferred attributes.

iii. Place advertisements for the open position.

iv. Communicate with interested applicants and respond to requests for information regarding the recruitment and selection process.

v. Develop a method for applications to be submitted directly to the Vendor’s website. At the end of the application period, all application and other documents/materials will be transferred to and become property of the City.

B. Develop a list of incumbent Chief Human Resources Officers, Human Resources Directors, and other qualified individuals who possess the attributes that the City is seeking. Directly recruit those individuals to apply for the Urbana Chief Human Resources Officer position.

Phase III – Application Screening

A. Complete an initial screening of applications against the City’s hiring criteria as described in the published recruitment profile.

B. Provide a summary of the initial screening along with a ranking of candidates for the City leadership team’s consideration.

Phase IV – Semi-Finalist Screening

A. Assist with the development of interview questions.

B. Schedule and facilitate phone or video interviews with each of the semi-finalists. Vendor will meet with the City leadership team to discuss the profiles of each semi-finalist and assist in deciding which candidates to invite for final interviews and condense the list as appropriate. Vendor will provide the City with well-written, detailed evaluations of each candidate, including academic and professional credentials.

C. Notify all candidates not selected as finalists for the position.

Phase V – Finalist Interviews

A. Assist with final interviews, including the development of interview questions.

B. Assist in the final evaluation of all candidate data and in the selection of the final candidate who will receive the job offer.

C. Secure authorizations and conduct thorough pre-employment checks on the proposed finalists, including, but not limited to verification of educational credentials, work history, general conduct, legal history, and social media activity. If there have been any position changes over the past 5-10 years that were not considered promotions, provide details on the circumstances of the change.

D. Conduct at least three initial professional reference checks on the proposed finalists.

E. Provide notification to all candidates not selected for the position.

Phase VI – Negotiation and Approved Contract with Final Choice Candidate

A. Assist with negotiating a compensation/benefits package for such candidate. Should the final candidate decline the job offer, Consultant will assist with identifying additional finalists until a final employment contract is reached or final acceptance of employment is received, as applicable.

VII. City’s Role:

The City’s roles and responsibilities include:

• All public and employee communications related to the recruitments;

• Final screening of all candidate materials and determining the candidates who will advance to the interview phase of the process;

• Coordination of the final selection process, including the scheduling of interviews and other activities such as travel and lodging arrangements, as necessary;

• Final selection of the preferred candidate to advance to contract negotiations;

• Negotiating the salary, benefits, and other terms and conditions of employment with the successful applicant; and

• Completing the onboarding process for the selected candidate.

The City may propose additional tasks as deemed necessary. Any additional services shall be compensated as agreed upon in the resulting contract with the City.

5. 5. ....................... Proposal Content and Format Requirements

SECTION III: PROPOSAL INSTRUCTIONS AND FORMAT

4.1 Introduction

To be considered responsive to this RFP, Proposer must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. The City of Urbana reserves the right to request additional information that, in City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract.

4.2. Key Dates

• Any questions, interpretations or clarifications, either administrative or technical, about this RFP must be directed in writing by Monday, October 19, 2026 at 5:00 p.m. CST to:

Molly.Lynch@UrbanaIL.gov.

• Proposals must be received by Monday, October 26, 2026 at 5:00 p.m. CT.

4.3. Delivery of Proposals

• Electronic submission of proposals via this platform; emailed proposals or proposals submitted via other means will not be accepted.

• Proposals must be received no later than the date and time specified in Section 4.2. LATE

PROPOSALS WILL NOT BE ACCEPTED.

• Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

• Responses should emphasize the Proposer’s demonstrated capability to perform work of this type.

4.4. Proposal Format and Content

Proposals shall adhere to the following format for organization and content:

A. Cover Letter - The cover letter shall include a statement of intent to perform the services and confirm that all elements of the RFP have been reviewed and understood. The letter should be signed by an individual who can bind the Proposer contractually.

B. Profile of Firm – This section shall include a brief description of the firm’s size as well as the organizational structure.

C. Qualifications of Firm – This section shall include a summary of the Proposer’s and any sub-consultants’ qualifications and previous experience on similar or related projects. Description should include pertinent project experience and successes in recruiting and placing candidates with diverse backgrounds in comparable positions, including department heads and police chiefs in municipalities, particularly those in similarly-situated municipalities.

D. Project Staff – Identify the key individuals who will work with the City, along with their contact information. The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the team. A project manager must be designated and an organizational chart showing the manager and all project staff must be included.

E. Project Approach – Proposals should include an explanation of the proposed course of action.

References should be made to the requirements of this RFP and plan for meeting those requirements. If you propose changes to the approach set forth in the Scope of Services, those changes should be specified clearly. Explain the proposed methodology that will be used and clearly demonstrate understanding of the objectives the project is intended to complete. This section should include a proposed project schedule, indicating how each task under the Scope of Services will be accomplished. This section should include proposed timetables for each phase of the proposed recruitment.

F. Fee Proposal – The cost proposal must describe both the total and detailed price to complete the scope of services. Fee structure shall include specific costs for services, fee payment schedule, and any applicable cost guarantees. It should include the reimbursement process for “other costs” associated with recruitment efforts that are expected to be reimbursed. All charges to complete a successful recruitment should be submitted and there should be no hidden costs.

Proposer should also include pricing differential for higher‐level executive and lower-level management position searches.

G. References – At least three (3) professional references that can be contacted for verification of the respondent’s experience and qualifications. The references should be public sector agencies for which the individual and/or firm has successfully placed candidates in executive positions, especially those pertaining to the specified vacancies, preferably from comparably sized organizations and/or communities. Each reference shall include the name, title, phone number, and email address of an individual who can speak to the efficacy, satisfaction, and other relevant details of the Vendor’s contract performance.

H. Exceptions/Deviations – State any exceptions to or deviations from the requirements of the RFP, segregating “technical” exceptions from the “contractual” exceptions. Where Proposer wishes to propose alternative approaches to meeting the City’s technical or contractual requirements, these should be thoroughly explained. If no contractual exceptions are noted, Proposer will be deemed to have accepted the contract requirements.

I. Addenda – acknowledgement of any addenda. This can be found in Exhibit A.

J. Equal Employment Opportunity (E.E.O.) Workforce Statistics Form. Each Proposer should also include other requested documents, including your corporate EEO Statement and the company’s Sexual Harassment Policy. The form and additional information can be found at Exhibit B.

K. Vendor Representations and Additional Duties (VRAD): Vendors are required to complete, sign, and return the attached VRAD form. By signing and returning the Certification, the undersigned individual certifies that they are familiar with and comply with the legislative acts summarized therein. This can be found at Exhibit C.

L. Proposed Agreements – All contract documents and warranties with which the City is expected to agree in the case of a contract award.

M. Additional Information - Any information that the Vendor believes the City should consider.

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

6. 6. ..................................... Vendor Submittals & Confirmations

6.1. 1. Confirmation of Understanding & Authorization* By confirming, vendor is certifying that they have read and understand the provisions of this procurement and are authorized to submit response on behalf of the company.

☐ Please confirm

*Response required

6.2. 2. Confirmation of Insurance Requirements* By confirming, vendor is certifying that they have fully read and are capable of providing any required

Insurance at the limits required in accordance with the costs included in their submission. Vendor also certified that they understand that failure to meet these requirements post award may lead to cancellation of award.

Any consideration for alternative limits should have been submitted in writing through the OpenGov Procurement Question &

Answer Tab prior to submission.

☐ Please confirm

*Response required

6.3. 3. Proposal*

DO NOT INCLUDE COST INFORMATION HERE

*Response required

6.4. 4. Cost Proposal* *Response required

6.5. 5. Statement of Qualifications* *Response required

6.6. 6. Would you be utilizing subcontractors for this project?

☐ Yes

☐ No

When equals "Yes"

6.6.1. 6.1. Subcontractor(s) Information* Please include the following for each subcontractor:

• Name

• Phone Number

• Email

• Type of Work Being Performed

*Response required

6.7. 7. W-9*

6.8. 8. Vendor Representations and Additional Duties Form

6.8.1. 8.1. Does the vendor agree to the following?* The Vendor agrees that following representations and additional duties are a material part of the contract.

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

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

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

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

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

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

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

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

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

Parts 40 and 382.

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

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

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

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

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

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

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

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

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

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

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

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

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

Vendor promptly shall notify the City in writing.

☐ Yes

☐ No

*Response required

When equals "No"

6.8.2. 8.1.1. If you disagree with a statement, please state the statement and explain why. * *Response required

6.8.3. 8.2. Please select one statement, in accordance with 65 ILCS 5/11-42.1-1* ☐ The Vendor is not delinquent in the payment of any tax administered by the Department of Revenue unless the Vendor is contesting, in accordance with the procedures established by the appropriate revenue

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

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

*Response required

6.8.4. 8.3. Does this response have any proprietary information?* Refer to Public Records and Requests for Confidential Treatment under Instructions.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.8.5. 8.3.1. Upload Redacted Response* *Response required

When equals "No"

6.8.6. 8.3.2. Acknowledgment of FOIA Requests* https://www.state.il.us/agency/idol/rates/rates.htm https://procurement.opengov.com/portal/urbanaillinois/projects/316145/document?section=undefined

By confirming, the vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements.

☐ Please confirm

7. 7. ................................................................ Evaluation Criteria

A detailed evaluation of the proposal will be conducted by the City. Evaluations will be based on at least the following criteria, not necessarily in the order provided or with equal weight given to each criterion.

The selected firm must comply with all applicable Federal, State, and local affirmative action and equal employment opportunity laws. The City may contact or interview vendors to obtain additional information following receipt of proposals.

The Proposer will be evaluated based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Compliance with the RFP requirements;

N/A N/A

2. Cost of the specified items or services; and

N/A N/A

3. Other criteria as set forth below:

A. The ability, capacity, and skill of the Proposer to meet the contract requirements and/or provide the services;

B. The capacity of the Proposer to meet the contract requirements and/or provide the services promptly or within the time specified, without delay or interference;

C. The character, integrity, reputation, judgment, experience, and efficiency of the Proposer, including but not limited to past performance record; default under previous contracts, whether or not such contracts were with the City;

competency; and failure to pay or satisfactorily settle all bills due for labor and material on former contracts;

D. The quality of performance by the Vendor of previous contracts;

E. The previous and existing compliance by the Vendor with laws and ordinances relating to the contract;

F. The sufficiency of the financial resources and financial ability of the Proposer to perform the contract;

G. Completion and approval of all required documents as specified; and H. Whether the proposal submitted meets the instructions, requirements, and specifications set forth in the RFP or qualifications and related documents.

N/A N/A

8. 8. ....................................................... Insurance Requirements

Insurance Vendor shall maintain for the duration of this contract a policy or policies of insurance with coverage and limits adequate to satisfy all liabilities relating to its performance of work, including but not limited to any liability Vendor may incur resulting from indemnification obligations pursuant to indemnification language below and under applicable law. The insurance shall be commensurate with usual and customary industry practices for similarly situated businesses. Vendor shall comply with applicable laws governing workers’ compensation and mandatory insurance for vehicles. The City reserves the right to request a certificate of insurance at any time.

Indemnification Vendor shall indemnify the City and its officers and employees against all demands, claims, damages, liabilities, expenses and reasonable attorney fees and costs arising out of the performance of this contract by Vendor, its employees, and agents. This indemnification obligation shall survive the termination or expiration of the contract and any order made under it.

9. 9. .............................................. Standard Terms & Conditions

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

9.1. 9.1. Silence of Specifications

The apparent silence of the specifications as to any detail or apparent omission from it as to a detailed description concerning point shall be interpreted as meaning that only the best commercial material or practice shall prevail and that only items of the best materials or workmanship are to be used.

9.2. 9.2. New Goods; Title

All goods, equipment, and materials must be of current date (latest model or supply) and meet specifications. This provision excludes the use of surplus, re-manufactured or used products, either in part or in whole, except where the specifications explicitly provide therefore. Further, the Vendor warrants that it has lien free title to all equipment, supplies or materials purchased under the terms of this Contract.

9.3. 9.3. Quantities

Where quantities are specifically stated, the Vendor shall deliver, and the City shall pay for only such quantities as therein stated.

9.4. 9.4. Prices

The prices for goods and services shall be complete and shall include all equipment, labor, materials, shipping, handling, installation, and other charges unless specifically denoted otherwise. Where prices are given in both words and figures, the words shall govern.

If unit pricing is utilized and there is a discrepancy between the total amount and a unit price, the unit price shall govern. Vendor shall provide all goods and services in accordance with the pricing included in Vendor’s response unless otherwise provided for in the Contract Documents.

9.5. 9.5. Delivery

Vendor shall complete delivery of goods or services in accordance with the provisions of the solicitation.

Each shipment shall include a separate invoice.

• Delay: Should the Vendor be delayed by the City for any cause, there shall be added to the time of completion a time equal to the period of such delay caused by the City. However, the Vendor shall not be entitled to claim damages or extra compensation for such delay or suspension.

• Point of Destination: All materials shipped to the City must be shipped F.O.B. to the designated location. If no location is designated, items shall be shipped to Urbana City Hall located at 400 S.

Vine Street Urbana, IL 61801. If delivery requires a City representative to be present to receive the delivery then arrangements must be made in advance by the Vendor to ensure City representative will be available and present at the time of delivery.

• Method and Containers: Unless otherwise specified, goods shall be delivered in commercial packages in standard commercial containers, so constructed as to insure acceptance by common or other carrier for safe transportation, at the lowest rate, to the point of delivery. Containers become the property of the City unless otherwise definitely specified by the Vendor.

• Delivery Failures: Failure of a Vendor to deliver within the time specified or within thirty (30) days of issuance of the Purchase Order if no time is specified, or failure to make replacements of rejected articles when so requested, immediately or as directed by the City, shall constitute authority for the

City to purchase in the open market articles of comparable grade to replace the articles rejected or not delivered. On all such purchases, the Vendor shall reimburse the City, within a reasonable time specified by the City, for any expense incurred in excess of Contract prices. Such purchases shall be deducted from Contract quantities. Should public necessity demand it, the City reserves the right to use or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the City.

9.6. 9.6. Payment

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

9.7. 9.7. Tax Exemption

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

9.8. 9.8. Inspection; Rejection; Acceptance

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

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

Vendor’s inadequate performance.

9.9. 9.9. Warranties

In addition to all warranties provided by law and unless specified otherwise in the request, the Vendor warrants that the goods delivered pursuant to this request:

A. Conform to the descriptions and specifications contained herein;

B. Are fit for the purpose for which such goods are ordinarily employed and any particular use the City has specified to the Vendor;

C. Are new, unused, and safe for their intended purpose;

D. Are free from any security interests, liens, claims, or encumbrances;

E. Comply with all applicable federal, state, and municipal laws;

F. Do not infringe upon or violate any copyrights or patents, unless the City has furnished the designs used on the goods; and

G. Will operate for a reasonable period under normal use.

9.10. 9.10. Cancellation

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

9.11. 9.11. Attorney's Fees

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

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

9.12. 9.12. Indemnification

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

City and its officers, agents, and employees against all claims, including attorneys’ fees, arising from:

A. Any defect in the goods or services that existed at the time of delivery to the City;

B. The Vendor’s breach of any warranty; or

C. The Vendor’s performance or failure to perform the provisions of this P.O.

9.13. 9.13. Risk of Loss

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

9.14. 9.14. Independent Contractor

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

9.15. 9.15. Force Majeure

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

9.16. 9.16. Assignment; Subcontractors

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

9.17. 9.17. Governing Law

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

County, Illinois.

9.18. 9.18. Nonwaiver

Either party’s failure to enforce any provision of this contract will not be deemed a waiver of future enforcement of that or any other provision. A waiver of any provision of this contract is valid only if in writing and signed by the parties.

9.19. 9.19. Requirements for Nondiscrimination, Equal Opportunity in Employment, Human Rights Guarantee, and Sexual Harassment Prevention

Vendor shall comply with:

A. Urbana City Code Section 2-119, which prohibits employment discrimination by contractors and vendors with the City;

B. The Equal Employment Opportunity provisions of Ill. Admin. Code tit. 44, § 750; and

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

5/2-105.

9.20. 9.20. Survival

The obligations set forth in the paragraphs entitled Warranties, Default, Indemnification, and Governing Law shall survive the termination of the contract.

9.21. 9.21. Use of City's Name

The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission. The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission.

9.22. 9.22. Notice of Award

The City will notify the Successful Respondent of their final selection for award; said notice will include subsequent award conditions and request for any additional documentation required for execution of contract.

9.23. 9.23. Change Orders

Any modifications or amendment to an existing contract or agreement shall be mutually agreed upon in writing and signed by both the Vendor and authorized City representative.

9.24. 9.24. Proof of license, permit, etc.

Vendors must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work. It is the Vendor’s responsibility to inquire about requirements with Procurement Contact.

9.25. 9.25. Confidentiality

Vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements

9.26. 9.26. Disputes and Remedies

Disputes concerning a question…