Show Urban Forestry Consultant
| Agency: | The Village of Oak Park |
|---|---|
| State: | Illinois |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16279045349306466 |
| Posted Date: | Nov 29, 2023 |
| Due Date: | Dec 13, 2023 |
| Source: | Members Only |
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Urban Forestry Consultant
The Village is accepting proposals from qualified consultants for the purpose of providing urban forestry consulting and inspection services for 2024. Bids will be accepted until 2 p.m. local time on Wed., Dec. 13, 2023.
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REQUEST FOR PROPOSALS (RFP)
24-106 Urban Forestry Consulting and Inspection Services
for the Public Works Department
Issued November 29, 2023
Due December 13, 2023
The Village of Oak Park (“the Village”) is requesting qualifications to identify
consultants to assure that it is receiving the optimum level of services at a
competitive price.
Responses shall be returned on or before December 13, 2023 at 2:00 PM to:
Village of Oak Park
Forestry Division of the Public Works Department
Attn: RFP for 24-106 Urban Forestry Consulting and Inspection Services
for the Public Works Department
201 South Blvd
Oak Park, IL 60302
Section I.
General Requirements
A. Introduction and Mandatory Terms
The Village requests the services of a qualified Consultant for the purpose of providing
urban forestry consulting and inspection services for the Department of Public Works
for 2024. Please fill out the appropriate form(s) for all sections being submitted for
consideration.
The Village will receive responses Monday through Friday, 8:30 A.M. to 4:00 P.M. at the
Public Works Center until 2pm on December 13, 2023, Village of Oak Park, 201 South
Blvd, Oak Park, Illinois, 60302. Each Consultant shall provide a hard copy of their
response in a sealed envelope titled "24-106 Urban Forestry Consulting and Inspection
Services for the Public Works Department.” It is the responsibility of the consultant to
notify the Village their intent of submitting a proposal so that they are on the RFP-
holder list in case of addenda being issued. Email addresses for primary team members
must be provided within the proposal.
All additional questions must be submitted via email to gjones@oak-park.us no later
than 10:00 A.M. on December 7, 2023. Responses will be provided to the known list of
RFP recipients.
Responses will be reviewed and evaluated, and all information regarding status will be
kept confidential until a decision is made and a recommendation provided to the Village
Manager for approval.
Other inquiries regarding this RFP shall be directed to: Grant Jones, Forestry
Superintendent, at gjones@oak-park.us.
B. Presentation of Request for Qualifications
The Village reserves the right to select a short list of Consultants at its own discretion to
present their qualifications, respond to questions, and supply supplemental information.
C. Consultant Notification
Consultants will be notified in writing of further questions and/or decisions.
D. Award of Agreement
An agreement or equivalent agreement may be executed once one or more
respondents are found to be qualified, a selection of the most qualified is determined by
the evaluation committee, and Village Manager approves of the award.
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Any agreement with a selected Consultant or Consultants must be reviewed and
approved by the Village Attorney, may be approved, authorized and executed by the
Village Manager. The Consultants are advised that Village staff, other than the Village
Manager, have no authority to sign agreements or modify existing agreements on behalf
of the Village and that any such agreements are null and void.
E. Taxes Not Applicable
The Village as a municipality pays neither federal excise tax nor Illinois retailer’s
occupational tax.
F. Interpretation of the Request for Proposal Document
Any Consultant in doubt as to the true meaning of any part of this document may
request an interpretation thereof from the Village or its representative. The person
requesting the interpretation shall be responsible for its prompt delivery. At the
request of the Consultant or in the event that Village management deems the
interpretation to be substantive, the interpretation will be made by written addendum
duly issued by the Village.
In the event that a written addendum is issued, either as a result of a request for
interpretation or the result of a change in the requested RFP specifications initiated by
the Village, a copy of such addendum will be provided to the known list of RFP
recipients. The Village will not assume responsibility for receipt of such addendum. In
all cases it will be the Consultants' responsibility to obtain all addenda issued.
G. Competency of Consultant
No submission will be accepted from, or agreement awarded to, any person, firm or
corporation that is in arrears or is in default upon any debt or agreement. The
Consultant, if requested, must present evidence of ability and possession of necessary
facilities, and financial resources to comply with the terms of the scope of services.
H. Subletting of Contract
In order that the Village may be assured that only qualified and competent subcontractors
and/or sub-consultants will be employed on the proposed project, each consultant shall
submit with their proposal a list of subcontractors and/or sub-consultants who would be
called upon to perform the work. The consultant shall have determined to their own
satisfaction that a listed subcontractor and/or sub-consultant has been successfully
engaged in this particular type of work for a reasonable length of time and is qualified
both technically and financially to perform that pertinent phase of the work for which
they are listed.
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No contract awarded by the Village of Oak Park shall be assigned or any part
subcontracted without the written consent of the Village of Oak Park. In no case shall
such consent relieve the bidder selected from their obligations or change the terms of the
contract.
I. Compliance with Applicable Laws
The Consultant will strictly comply with all Ordinances and codes of the Village of Oak
Park and applicable federal and state law.
J. Term of Agreement
The initial agreement shall be on the earlier of January 1, 2024, or the last date signed
by both parties, whichever is later, and shall continue until December 31, 2024 or until
the completion of the term of the agreement, whichever is sooner.
The Village will have the right to renew the contract for two (2) additional one (1) year
terms with all terms and conditions, other than price, remaining the same. The Village
will allow the Bidder to increase or decrease the contract price for each annual renewal.
Upon written request from the Bidder, on or before October 20 of each year of the
Agreement, the cost of the services provided under the Agreement may be adjusted as
follows:
1) The contractor shall submit a request for adjustment to the Village based upon
the average of the published monthly Index (as defined below) for the period
October through September for the previous year. The Index shall be the United
States Department of Labor, Bureau of Labor Chicago Statistics, Revised
Consumer Price Index for all Urban Wage Earners for Chicago-Naperville-Elgin, IL-
IN-WI (all items, 1982-84 = 100).
2) Notwithstanding anything contained in this Request for Proposals to the
contrary, an annual adjustment shall not be greater than five percent (5.0%) of
the previous year's cost for services provided under this Agreement in any year.
3) Any applicable adjustment shall take effect on January 1st.
K. Payments
The Village shall pay the consultant on a monthly basis based on the services provided
during the month. Payment to the consultant shall be made within 30 days of the
receipt of an invoice for services as outlined in the proposal. A detailed summary of
costs will be submitted to the Village for review and approval. The summary of costs
shall include the work performed and corresponding hours, fees and out-of-pocket
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expenses. Total payments shall not exceed the amount submitted on the Proposal
Form, unless prior approval is received from the Village. Invoices shall be mailed to the
Forestry Superintendent located at the Village of Oak Park, 201 South Boulevard, Oak
Park, Illinois 60302. All invoices will be paid within 30 days of approval. Charges for late
payments must be in accordance with the Local Government Prompt Payment Act, 50
ILCS 505/1, requiring a maximum interest penalty of 1% per month or portion thereof.
L. Termination of Contract
The Village reserves the right to terminate any multi-year agreement if the Village’s
Board of Trustees fails to appropriate funds for this purpose in any subsequent fiscal
year. All funds for payments after December 31st of the current fiscal year are subject
to appropriation by the Village for this purpose.
The Village further reserves the right to terminate the whole or any part of this
agreement, upon written notice to the consultant, in the event of default by the
consultant. Default is defined as failure of the consultant to perform any of the
agreement or failure to make sufficient progress so as to endanger performance of this
agreement in accordance with its terms. In the event of default and termination, the
Village will procure upon such terms and in such manner as may be deemed appropriate
services similar to those so terminated. The consultant shall be liable for excess costs
for such similar services unless acceptable evidence is submitted that failure to perform
the agreement was due to causes beyond the control and without the fault of
negligence of the consultant.
M. Consultant Personnel Assigned to the Village of Oak Park Account(s)
The Village reserves the right to accept or reject any staff designated by the Consultant.
If no suitable replacement staff is provided, the Village reserves the right to terminate
the agreement.
N. Confidentiality
The Consultant shall keep the Village’s employee and all related data confidential.
O. Insurance Requirements
The selected Consultant must purchase and maintain for the length of the agreement,
the lines of insurance described in this section. All insurance coverage shall be on an
occurrence basis. The Consultant shall provide evidence of such insurance to the Village
together with its proposal, and will provide evidence that the Village has been added as
a named insured, where applicable, before commencement of the services and on an
annual basis thereafter. Certificates of Insurance shall contain a clause stating that the
coverage afforded by the policies listed will not be canceled or materially altered, except
after forty-five (45) days advance written notice to the Village. The Consultant shall
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