Springinsguth_Road_Improvements_(Addendum_#1_Revision).pdf

PROJECT REQUEST

2024-RFP-066

SPRINGINSGUTH ROAD IMPROVEMENTS

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: July 26, 2024

DEADLINE FOR QUESTIONS: August 9, 2024

RESPONSE DEADLINE: August 16, 2024, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

PROJECT REQUEST

Springinsguth Road Improvements

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. Evaluation Criteria V. Insurance Requirements

VI. Terms and Conditions VII. Vendor Questionnaire

Attachments:

A - RFP - Springinsguth Road

Project Request #2024-RFP-066 Title: Springinsguth Road Improvements

1. Legal Notice

1.1. Village of Schaumburg - Request for Proposal

The Village of Schaumburg, IL will accept electronic proposals via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2024-RFP-066, Springinsguth Road Improvements.

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

Proposals will be received until 4:00 pm on Friday, August 16, 2024. All proposals will be made publicly available after submission deadline.

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

All questions regarding this Legal Notice and the actual proposal specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Friday, August 9, 2024 by 4:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to firms following this solicitation on the Village's e-

Procurement Portal.

Purchasing Division

2. Introduction

2.1. Summary

The Village of Schaumburg, IL will accept proposals via the Village's e-Procurement Portal, OpenGov https://procurement.opengov.com/portal/villageofschaumburg for 2024-RFP-066, Springinsguth Road

Improvements to be received no later than Friday, August 16, 2024, 4:00 pm. Proposals submitted after the specified time will not be accepted.

2.2. Background

The Village of Schaumburg Department of Transportation is seeking the assistance of a Consulting

Engineer for Phase I Engineering Services for the Springinsguth Road Improvements project between

Weathersfield Way and Schaumburg Road. Springinsguth Road is under the jurisdiction of the Village of

Schaumburg.

The Village is anticipating full-depth reconstruction of Springinsguth Road within the project limits. In addition to pavement reconstruction, the project will consider drainage, lighting, and bicycle and pedestrian improvements.

Refer to the Request for Proposals (RFP) document under the Attachments section to prepare and submit your proposal.

2.3. Contact Information

Sidney Kenyon

Director

101 Schaumburg Ct

Schaumburg, IL 60193

Email: skenyon@schaumburg.com

Phone: (847) 923-3859

Department:

Transportation

Department Head:

Sidney Kenyon

Department Director

2.4. Timeline

Release Project Date July 26, 2024

Question Submission Deadline August 9, 2024, 4:00pm

Bid Submission Deadline August 16, 2024, 4:00pm mailto:skenyon@schaumburg.com tel:(847)923-3859

3. Instruction to Proposers

3.1. Intent

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

Transportation to establish relationships with vendors for Springinsguth Road Improvements.

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

3.2. Contract Documents

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

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

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

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

3.3. Interpretation of Contract Documents

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

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Friday, August 9, 2024 by 4:00 pm. Interpretations and supplemental instructions will be electronically distributed to firms following this solicitation on the Village’s e-Procurement Portal.

3.4. Electronic Proposal Documents

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

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

Paper submissions will not be accepted.

3.5. Withdrawal of Proposal

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

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

3.6. Firm Qualifications

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

3.7. Preparation of Proposal

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

4. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Key Personnel Points Based 10 (20% of Total)

2. Qualifications of the Firm and Team Points Based 10 (20% of Total)

3. Project Approach Points Based 20 (40% of Total)

4. Relevant Experience Points Based 10 (20% of Total)

5. Insurance Requirements

5.1. Insurance

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

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

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

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

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

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

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

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

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

Excess Liability coverage of $2,000,000.

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

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

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

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

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

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

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

6. Terms and Conditions

6.1. Compliance with Laws

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

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

6.2. Alternate

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

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

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

6.3. Freedom of Information Act (FOIA)

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

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

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

6.4. Confidentiality

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

6.5. Proposal Review

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

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

6.6. Form of Contract

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

6.7. Proposal Results

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

6.8. Delivery

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

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

6.9. Inspections

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

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

6.10. Payment

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

6.11. Period of Unemployment

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

6.12. Toxic Substance

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

6.13. Guarantees and Warranties

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

Village before final payment on the contract is issued.

6.14. Termination of Contract

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

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

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

6.15. Hold Harmless Agreement (Contractual Liability)

The Proposer shall, without regard to the availability or unavailability of any insurance either of the

Village or the Proposer , indemnify and save harmless, the Village, its officials, and its employees, against any and all damages, liabilities, losses, and expenses, including reasonable attorneys’ fees and administrative expenses recoverable under applicable law, to the extent arising, out of or caused by, the

Proposer's negligent or wrongful acts or omissions in the performance of, or failure to perform, the

Services or any part thereof, except to the extent caused by the negligence of the Village.

* Special Requirement: If the Proposer is an architectural firm or engineering firm, said Proposer shall file a certificate of insurance for professional liability, errors and omissions coverage subject to final acceptance by the Village of said coverage.

7. Vendor Questionnaire

7.1. Authorized Person(s)*

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

Name

Title

Phone Number

Email Address

*Response required

7.2. Equal Employment Opportunity Clause*

EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices

Commission as a material term of all public contracts.

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

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

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

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

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

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

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

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

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

Contracts.

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

Commission’s Rules and Regulations for Public Contracts.

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

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

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

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

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

☐ Please confirm

*Response required

7.3. Alternates*

Please provide any proposed substitution to the specifications in this solictation for consideration by the

Village of Schaumburg. If you will not be requesting any alternates, please provide a document stating that.

*Response required

7.4. Bid Sheet*

By submitting a response to this solicitation, the authorized person(s), confirms having examined the specifications and all conditions affecting the specified project, offer to furnish all services, labor, and incidentals specified for the price as provided with their response.

The Proposer certifies that they are not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid rigging or bid rotating, (720ILCS 5/33E-1, et seq.) and is not delinquent in any taxes to the Illinois Department of Revenue. (65ILCS 5/11-42.1-1)

It is understood that the Village reserves the right to reject any and all Proposals and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than sixty (60) days.

The Proposer proposes to complete the following project as more fully described in the specifications for the following: in this solicitation document.

☐ Please confirm

*Response required

7.5. Subcontractor Utilization*

If it is the Contractor’s intention to utilize a subcontractor(s) to fulfill the requirements of this contract, the Village must be advised of the subcontractor’s company name, address, telephone and fax numbers, and a contact person’s name at the time of Proposal submittal.

☐ Please confirm

*Response required

7.6. Subcontractor*

Will you be utilizing a subcontractor?

☐ Yes

☐ No

*Response required

7.7. Subcontractor Information*

Please provide the following information for each subcontractor that will be utilized on this project:

Subcontractor's Company Name

Address

Telephone

Email Address

Contact Person's Name at the time of Proposal Submittal

If no subcontractor will be utilized, please type "N/A".

*Response required

7.8. Indemnification*

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

☐ Please confirm

*Response required

7.9. Not Barred by Law*

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

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

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

☐ Please confirm

*Response required

7.10. Not Delinquent in Payment*

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

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

☐ Please confirm

*Response required

7.11. Drug-Free Workplace*

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

☐ Please confirm

*Response required

7.12. Substance-Abuse Program*

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

☐ Please confirm

*Response required

7.13. Illinois Human Rights Act*

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

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

☐ Please confirm

7.14. Detail Exceptions Sheet*

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

DETAIL EXCEPTIONS SHEET MUST BE SUBMITTED WITH THE BID RESPONSE.

Please download the below documents, complete, and upload.

• Detail_Exceptions_Sheet.pdf

*Response required

7.15. Provide 3 Municipal Government References*

Project Name: _______________________

Year Completed: _____________________

Location and Agency: _________________

Contact Person Name and Number: _____

7.16. Upload any Proposal Documents *

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