RFP 24-06 Engineering Services for Route 38 Pedestrian Bridge
| Agency: | City of Wheaton |
|---|---|
| State: | Illinois |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD15369848716498648 |
| Posted Date: | Jan 2, 2024 |
| Due Date: | Jan 23, 2024 |
| Source: | Members Only |
| Bid Number: |
24-06
|
| Bid Title: |
RFP 24-06 Engineering Services for Route 38 Pedestrian Bridge
|
| Category: | City of Wheaton Bids - Professional Services & Consulting |
| Status: | Open |
|
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Attachment Preview
EXHIBIT A
NOTICE TO BIDDERS
REQUEST FOR PROPOSAL #24-06
ENGINEERING SERVICES FOR ROUTE 38 PEDESTRIAN BRIDGE
Issue Date:
January 2, 2024
Last Date for Questions:
January 16, 2024, at 11:00 am (CST)
Due Date:
January 23, 2024, at 11:00 am (CST)
Return submittal to:
City of Wheaton,
303 W. Wesley Street - 1st Floor Finance Counter
Wheaton, IL 60187
Attn: Tina Walters, C.P.M., Procurement Officer
The successful Vendor will be required to submit the following additional documents:
• Signed Agreement
• Certificate of Insurance with signed endorsements
• Vendor Information Form
Page 1 of 1
Notice to Bidders
EXHIBIT A
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
Solicitations are open to all qualified firms actively engaged in providing the services specified and inferred.
Active engagement will be verified via references.
1) SOLICITATION PROCESS:
a) Request for Proposal: The City of Wheaton solicits qualified firms for Professional Services. Firms are
qualified based on:
i) A public formal Request for Qualifications (RFQ) or Request for Proposal (RFP).
ii) Prior experience with the City’s facilities, equipment, infrastructure, or issue at hand.
b) A formal RFQ or RFP is submitted to qualified firms.
c) It is the responsibility of the Proposer to seek clarification of any requirement that may not be clear.
Questions concerning this request shall be submitted via e-mail to the attention of the Procurement
Officer by the last date for questions as reflected on the Notice to Bidders. A written response in the
form of an addendum will be posted on the City’s website for all Proposers to download. It is the
responsibility of the Proposer to review all addendums.
d) Proposers shall acknowledge the receipt of any addendum on their proposal.
2) THE CONE OF SILENCE:
a) The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from
undue influences.
b) During the period beginning with the issuance of the RFQ or RFP through the execution of the award
document, Proposers are prohibited from all communications regarding this request with City staff, City
consultants, City legal counsel, City agents, or elected officials.
c) Any attempt by a Proposer to influence a member or members of the aforementioned may be grounds
to disqualify the Proposer from participation in this solicitation.
d) Exceptions to the Cone of Silence:
• Written communications directed to the Procurement Officer.
• All communications occurring at pre-bid meetings.
• Oral presentations during finalist interviews, negotiation proceedings, or site visits.
• Oral presentations before publicly noticed committee meetings.
• Firms already on contract with the City to perform services for the City are allowed discussions
necessary for the completion of an existing contract.
• Procurement of goods or services for emergency situations.
3) INVESTIGATION:
a) It shall be the responsibility of the Proposer to make any and all investigations necessary to become
thoroughly informed of what is required and specified.
b) If the site of the work is an area restricted from the general public, an opportunity will be provided for
Proposers to perform this inspection.
c) If the site of the work is an area open to the general public, the Proposer may perform their inspection
at a time of their choosing.
Page 1 of 5
General Instructions Regarding Solicitations for Professional Services
EXHIBIT A
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
4) PROPOSALS:
a) Proposals must reference the project name and date of the RFQ or RFP. Documents should not utilize
binders, folders, or papers larger than 8.5 x 11.
b) Delivery of a proposal is acceptance of the City’s Agreement. Proposals containing terms and conditions
contrary to those specified may be considered non-responsive.
5) SIGNATURES AS OFFER:
a) Under the conditions of the Uniform Commercial Code, the signing of the proposal by the Proposer
constitutes an offer. If accepted by the City, the offer becomes part of the Agreement.
b) Offers by:
• Individuals or sole proprietorships shall be signed by a person with the authority to enter into legal
binding contracts. Said individual shall use his/her usual signature.
• Partnerships shall be signed with partnership name by one of the members of the partnership, or an
authorized representative, followed by the signature and title of the person signing.
• Corporations shall be signed with the name of the corporation, followed by the signature and title of
person authorized to bind it in the matter.
6) WITHDRAWAL OF OFFERS:
a) Offers may be withdrawn at any time prior to the due date. Requests to withdraw an offer shall be in
writing, properly signed, and received by the Procurement Officer prior to the due date.
b) Offers may not be withdrawn after the due date without the approval of the Procurement Officer.
c) Negligence in preparing an offer confers no right of withdrawal after opening / due date.
7) TIMEFRAME AND CONSEQUENCES:
a) Offers must be received before the designated time.
b) Offers received after the designated time will be returned to the sender without review. Offers received
late that may be attributed to delays by overnight delivery services, or by delivery services trying to
deliver when offices are closed, will be considered late, and returned to the sender.
c) Unless otherwise specified in the solicitation, offers shall be binding for ninety (90) calendar days
following due date.
8) RECEIPT OF FORMAL OFFERS:
a) Formal offers by sealed envelope will be opened at the time and location stated. The Procurement
Officer shall publish a list of all Proposers on the City’s website within three (3) business days.
9) TAXES:
a) The City is exempt by law from paying sales tax on goods, equipment, and products permanently
incorporated to the project, from State and City Retailer's Occupation Tax, State Service Occupation Tax,
State Use Tax and Federal Excise Tax.
b) The City's Sales Tax Exemption Number is E9997-4312-07.
Page 2 of 5
General Instructions Regarding Solicitations for Professional Services
EXHIBIT A
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
10) EVALUATION OF OFFERS:
a) Rejection of Offers: The City reserves the right to reject any and all offers in whole or in part according
to the best interests of the City.
b) Receipt of One (or too few) offers: If the City receives one or too few proposals, as defined by the City,
the City may reschedule the due date. The offers received will either be:
• returned unopened to the Proposer for re-submittal at the new due date and time, or
• if there are no changes in requirements, and pending Agreement with the Proposer, held until the
new due date and time.
c) If the request was publicly broadcast, and the City did not receive any proposals, the City may negotiate
with any interested parties.
11) DETERMINING RESPONSIVENESS OF THE PROPOSAL:
a) Responsive proposals are inclusive of, but not restricted to: received prior to the due date and time,
completed as stated in the solicitation request, inclusive of all requirements, able to meet delivery
requirements, accepting of all Agreement terms and conditions.
b) The degree to which a proposal meets the requirements is determined solely on the judgment of the
proposal evaluation team.
12) CLARIFICATION OF OFFERS:
a) The City may conduct discussions with Proposers to further clarify the offer as may be necessary.
Clarifications shall be documented by the Proposer and submitted (email or fax) within three (3) business
days.
13) CONFIDENTIAL INFORMATION:
a) Proposals are subject to Illinois State FOIA requirements including the following exemptions:
• (5 ILCS 140/7) (From Ch. 116, par. 207) Sec. 7.
• Exemptions. (1) The following shall be exempt from inspection and copying: (g) Trade 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.
b) Proposers considering requests to be proprietary and confidential should submit an additional redacted
offer. Failure to do so may result in information becoming available to the public.
14) SELECTION PROCESS:
a) An evaluation team will review all proposals based on weighted requirements. The evaluation team shall
be composed of City staff and other Subject Matter Experts as required.
b) Interviews may be conducted with Proposers on the short list. Said Proposers may be required to submit
additional data during the interview process. Revisions to proposals may be permitted after initial
submission and interview, but before award, for the purpose of obtaining best and final offers.
Page 3 of 5
General Instructions Regarding Solicitations for Professional Services
EXHIBIT A
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
c) Proposers may be required to provide references. The City reserves the right to contact said references
or other references that may be familiar with the Proposer. The City reserves the right to eliminate a
Proposer who has not demonstrated the required years of service within the required specialty.
d) The City reserves the right to negotiate the price and any other term with the Proposer offering the best
and final offer. Any oral negotiations must be confirmed in writing prior to award.
e) If a negotiated Agreement cannot be reached with the front runner, the City may proceed to negotiate
with the second best and final offer.
f) The City’s determination of award for best overall value will consider the following non-exclusive list:
available project management resources, soft costs of Agreement management; and training costs.
15) AWARD:
a) Award is based on the best overall value to the City; and deemed most advantageous to the City, based
on the totality of lawful considerations, price and other factors considered.
b) While numeric evaluations may be used in some aspects of the process to identify strengths and
weaknesses of proposals, and to establish a ranking, the final decision will be a business decision by the
City and will not be based on a numerical score. A recommendation to award will document the basis
for the award decision.
c) Except as otherwise stated, Proposers will be awarded within ninety (90) days from the opening date.
d) The City reserves the right to award by phase, part or portion of a phase, any line item or option
regardless of order listed.
16) REQUIREMENTS IF AWARDED THE WORK:
a) Insurance:
• The successful Proposer, if awarded by Agreement, will be required to carry insurance acceptable to
the City.
• Certificates of Insurance, Endorsements, and a Waiver of Subrogation must be submitted with the
execution of the order.
• The Proposers obligation to purchase stated insurance cannot be waived by the City’s action or
inaction.
17) SECURITY CLEARANCE:
a) Background checks inclusive of finger printing may be required for service providers working in secured
areas. Service providers will submit a list of employees’ names to the Project Manager who will
coordinate the background checks with the police department.
b) Anyone with a background history showing a conviction for a felony; theft history of any kind, sex offense
history, or any crime involving moral turpitude, illegal drug or narcotics use, sale or possession, or anyone
showing a felony charge pending, or who has any outstanding warrants of any type, including
misdemeanor traffic or felony warrants, may be subject to arrest, and will not be allowed to work under
this Agreement.
18) AUDIT:
a) The successful Proposer may be audited by the City or an agent of the City. Audits may be at the request
of federal or state regulatory agencies, other governmental agencies, courts of law, consultants hired by
Page 4 of 5
General Instructions Regarding Solicitations for Professional Services
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