RFP #1112-05 Bid Specifications - City of Urbana
RFP #1112-05 Bid Specifications - City of Urbana
RFP #1112-05 Bid Specifications - City of Urbana
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Request Date 6/24/2012<br />
CITY OF URBANA, ILLINOIS<br />
REQUEST FOR PROPOSALS<br />
<strong>RFP</strong> # 1112-<strong>05</strong><br />
SPECIFICATIONS AND GENERAL TERMS AND CONDITIONS FOR:<br />
STREET AND PUBLIC PROPERTY<br />
TREE INVENTORY AND TREE INVENTORY DATA<br />
MANAGEMENT SOFTWARE<br />
Requesting Department:<br />
Department <strong>of</strong> Public Works<br />
706 S. Glover Avenue<br />
<strong>Urbana</strong>, Illinois 61802<br />
Contact Person : Mike Brunk (217) 384-2393<br />
The original plus two (2) copies <strong>of</strong> your proposal(s) MUST be submitted to the<br />
Requesting Department at or before the date and time specified below to receive full<br />
consideration:<br />
Submission Due Date and Time:<br />
Mandatory Pre-proposal Meeting:<br />
<strong>Bid</strong> Bond:<br />
FRIDAY July13, 2012 – 1:30 p.m.<br />
None<br />
None Required<br />
All proposals submitted in response to this Request shall be irrevocable for a period <strong>of</strong><br />
One Hundred Twenty (120) days after the Proposal due date and may not be withdrawn<br />
by the Contractor during this period. After such time has elapsed, the Contractor may<br />
withdraw the proposal if it has not been selected prior to the request to withdraw. Such<br />
withdrawal shall be requested in writing.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 2 <strong>of</strong> 34<br />
The <strong>City</strong> reserves the right to waive technicalities or to accept or reject any proposal or combination<br />
<strong>of</strong> proposals based upon the <strong>City</strong>’s determination <strong>of</strong> its best interest.<br />
STREET AND PUBLIC PROPERTY<br />
TREE INVENTORY AND TREE INVENTORY DATA MANAGEMENT SOFTWARE<br />
SPECIFICATIONS<br />
For the<br />
CITY OF URBANA, Illinois<br />
SCOPE OF PROJECT<br />
GENERAL:<br />
The <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> (hereinafter "<strong>City</strong>"), Illinois, is seeking proposals to procure a<br />
STREET AND PUBLIC PROPERTY TREE INVENTORY AND web based<br />
TREE INVENTORY DATA MANAGEMENT SOFTWARE SYSTEM that<br />
includes the USDA’s i-tree s<strong>of</strong>tware suite. The <strong>City</strong> intends to enter into a<br />
contract with a qualified and responsible firm for the purchase <strong>of</strong> such an<br />
inventory and s<strong>of</strong>tware system. Any firm (hereinafter "Contractor" or “Vendor”)<br />
desiring to be considered to provide such proposed services shall submit<br />
proposals in accordance with the instructions and format <strong>of</strong> the attached Request<br />
For Proposals (<strong>RFP</strong>) documents.<br />
The intent <strong>of</strong> these specifications is to outline the minimum acceptable<br />
requirements for a comprehensive citywide street and park tree inventory for the<br />
<strong>City</strong>. One company must perform all tasks required for the inventory<br />
projects; no subcontractors shall be permitted.<br />
Proposals must include the performance <strong>of</strong> a complete, computerized street tree<br />
inventory. The inventory must locate, identify, and assess each public tree and<br />
provide maintenance and planting data in a spreadsheet and electronic formats.<br />
The proposals shall include the installation <strong>of</strong> tree management s<strong>of</strong>tware. The tree<br />
management s<strong>of</strong>tware program shall provide inventory data management, work<br />
history tracking and analysis, maintenance and planting cost analysis, and a<br />
mapping component and visual representation <strong>of</strong> the inventory data. Proposals<br />
shall also include the USDA’s i-tree s<strong>of</strong>tware suite. Comprehensive training on<br />
use <strong>of</strong> all the s<strong>of</strong>tware shall be provided.<br />
DATA DELIVERY FORMAT<br />
All tree inventory data shall be delivered in i-Tree Streets, Micros<strong>of</strong>t Excel,<br />
Access and ESRI shapefile format as well incorporated into a tree management<br />
s<strong>of</strong>tware program.<br />
The inventory must be performed using GPS equipment or other GIS-compatible<br />
data collection hardware that is no older than 3 years and accurate to within 2 feet<br />
<strong>of</strong> the geographic center <strong>of</strong> the tree trunk.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 3 <strong>of</strong> 34<br />
All geospatial data shall be delivered in an ESRI-compatible personal or file<br />
geodatabase and pdf format. Photography shall be delivered in the JPEG and<br />
PDF format.<br />
The tree inventory shall be delivered in the following coordinate system: Illinois<br />
State Plane Coordinates East Zone 1983 North American Datum (NAD83) 2007<br />
Adjustment.<br />
The contractor shall provide a full metadata reference for all delivered data. All<br />
accompanying metadata shall be compiled to the current standard endorsed by the<br />
Federal Geographic Data Committee (FGDC).<br />
MINIMUM QUALIFICATIONS OF CONTRACTOR<br />
1. Contractor must have completed a minimum <strong>of</strong> six (6) tree inventory projects<br />
similar in scope in the last three (3) years.<br />
2. Each person employed to collect tree data for this proposal shall be a Certified<br />
Arborist and have the necessary qualifications for completing tree inventory data<br />
collection. It is required that the successful contractor have no less than three (3)<br />
Certified Arborists as designated by the International Society <strong>of</strong> Arboriculture on<br />
staff, and that these pr<strong>of</strong>essionals have been employed for the company at least<br />
one year. Preference will be given to contractors with staff having a four (4) year<br />
degree in urban forestry or a related field <strong>of</strong> study, or having a combination <strong>of</strong><br />
knowledge and experience at least equal to such qualifications.<br />
3. Contractor must be able to perform the inventory services without delay from<br />
other projects and commitments, and be able to expand the field staff within a<br />
two-week period if needed and desired by the <strong>City</strong>.<br />
SCOPE OF WORK<br />
Task 1: Tree Inventory<br />
Contractor shall inventory all trees located on the public rights-<strong>of</strong>-way and other<br />
public properties in the designated section(s) <strong>of</strong> the city.<br />
At a minimum, the information collected for each tree shall include:<br />
1. Location— Identify the location <strong>of</strong> each tree and/or site. Street tree locations<br />
should be organized by management area number, street address, street name,<br />
sequential tree site number, block side, or corner location. Other location<br />
information to be included are mini park names and <strong>City</strong> parking lot numbers in<br />
place <strong>of</strong> street addresses. Parking lot trees are to have locations described in a<br />
nine grid system that includes N, NE, E SE, S, SW, W, NW and C for Center area<br />
and be numbered in a clockwise fashion from the most northern point <strong>of</strong> each grid<br />
area.<br />
2. Species—Trees are identified by genus and species using both botanical and<br />
common names and by cultivars where appropriate.<br />
3. Tree Size—Diameter is measured to the nearest inch in one-inch size classes at 4-<br />
1/2 feet above the ground, or diameter-breast-height (DBH).
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 4 <strong>of</strong> 34<br />
4. Stems—The number <strong>of</strong> stems on trunks splitting less than one foot above ground<br />
level is recorded.<br />
5. Condition—The general condition <strong>of</strong> each tree is rated according to the following<br />
categories adapted from the International Society <strong>of</strong> Arboriculture’s rating<br />
system:<br />
Excellent 100%<br />
Good 80%<br />
Fair 60%<br />
Poor 40%<br />
Critical 20%<br />
Dead 0%<br />
6. Primary Maintenance Need. The following primary maintenance needs will be<br />
determined based on ANSI A300 standard specifications:<br />
‣ Removal. Trees designated for removal have defects that cannot be costeffectively<br />
or practically treated. The majority <strong>of</strong> the trees in this category<br />
have a large percentage <strong>of</strong> dead crown. All trees with safety risks that<br />
could be seen as potential threats to persons or property and seen as<br />
potential liabilities to the client would be in this category. Large dead and<br />
dying trees that are high liability risks as well as those that pose minimal<br />
liability to persons or property (such as trees in poor locations or<br />
undesirable species) will be identified in this category. Priority <strong>of</strong> work<br />
should depend upon the Risk associated with the individual trees.<br />
‣ Large Tree Clean. These trees require selective removal <strong>of</strong> dead, dying,<br />
broken, and/or diseased wood to minimize potential risk. Priority <strong>of</strong> work<br />
should be dependent upon the Risk associated with the individual trees.<br />
Trees in this category are large enough to require bucket truck access or<br />
manual climbing. Includes trees above 45ft.<br />
‣ Medium Tree Clean These trees require selective removal <strong>of</strong> dead, dying,<br />
broken, and/or diseased wood to minimize potential risk. Priority <strong>of</strong> work<br />
should be dependent upon the Risk associated with the individual trees.<br />
Trees in this category may require some manual climbing but are<br />
generally not large enough to reserve pruning for bucket truck access.<br />
Includes trees above 20ft and below 45ft.<br />
‣ Small Tree Clean. These trees require selective removal <strong>of</strong> dead, dying,<br />
broken, and/or diseased wood to minimize potential risk. Priority <strong>of</strong> work<br />
should be dependent upon the Risk associated with the individual trees.<br />
These trees are small growing, mature trees that can be evaluated and<br />
pruned from the ground.<br />
‣ Young Tree Train. These are young trees that must be pruned to correct or<br />
eliminate weak, interfering, or objectionable branches in order to<br />
minimize future maintenance requirements. These trees, up to 20 feet in<br />
height, can be worked with a pole pruner by a person standing on the<br />
ground.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 5 <strong>of</strong> 34<br />
‣ Stump Removal. This category indicates a stump that should be removed.<br />
any stump 4”or greater in diameter be specified for removal.<br />
‣ Plant Tree. During the inventory, vacant planting sites will be identified<br />
by street, address and site number. The size <strong>of</strong> the site is designated as<br />
small, medium, or large (indicating the ultimate size that the tree will<br />
attain), depending on the growing space available and the presence <strong>of</strong><br />
overhead wires. Planting sites are determined based on 40 foot spacing<br />
from existing trees, and minimums <strong>of</strong> 15 feet from driveway approaches<br />
and street lights, 75 feet from intersections, 35 feet from overhead<br />
electrical conductors/poles and 5 feet from all other utility structures.<br />
7. Secondary Maintenance Need. The following secondary maintenance needs will<br />
be determined based on ANSI A300 standard specifications:<br />
‣ Raise. Trees requiring pruning to remove low branches that interfere with<br />
vehicular, pedestrian or bicycle traffic and their respective site lines. The<br />
following clearance standards shall be used; 9 feet over sidewalks and<br />
public/park turf areas that need grounds maintenance equipment access, 16<br />
feet over roads for Traffic clearance, and 10 feet over driveways and<br />
buildings.<br />
‣ Reduce. Selective pruning to decrease height and/or spread <strong>of</strong> the crown in<br />
order to provide clearance for special needs such as electric utilities and<br />
lighting.<br />
‣ Thin. The selective removal <strong>of</strong> water sprouts, epicormic branches, and live<br />
branches to reduce density.<br />
‣ Utility. Selective pruning to prevent the loss <strong>of</strong> service, comply with<br />
mandated clearance laws, prevent damage to equipment, avoid access<br />
impairment, and uphold the intended usage <strong>of</strong> the facility/utility space.<br />
‣ Restoration. Selective pruning to improve the structure, form, and<br />
appearance <strong>of</strong> trees that have been severely headed, vandalized, or<br />
damaged.<br />
‣ None. No secondary maintenance is recommended for the tree. This will<br />
be used as the default value when Primary Maintenance equals Removal,<br />
Stump Removal, or Plant Tree.<br />
8. Risk Assessment. A risk rating will be assigned using an assessment protocol<br />
based on the USDA Forest Service Community Tree Risk Rating System.<br />
‣ Probability <strong>of</strong> Failure (1 – 4 points). Identifies the most likely failure and<br />
rates the likelihood that the structural defect(s) will result in failure based<br />
on observed, current conditions.<br />
‣ Size <strong>of</strong> Defective Part (1 – 3 points). Rates the size <strong>of</strong> the part most likely<br />
to fail. If the trunk is the part most likely to fail, tree will recommended<br />
for removal and the DBH value will be used for the size <strong>of</strong> the defective<br />
part.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 6 <strong>of</strong> 34<br />
‣ Probability <strong>of</strong> Target Impact (1 -3 points). Rates the use and occupancy <strong>of</strong><br />
the area that would be struck by defective part.<br />
‣ Other Risk Factors (0 -2 points). This category is used if pr<strong>of</strong>essional<br />
judgment suggests the need to increase the risk rating. It is especially<br />
helpful to use when tree species growth characteristics become a factor in<br />
risk rating. For example, some tree species have growth patterns that make<br />
them more vulnerable to certain defects such as weak branch unions<br />
(silver maple) and branching shedding (beech). This optional subjective<br />
risk rating is used if pr<strong>of</strong>essional judgment suggests the need to increase<br />
the total risk rating and invoke immediate corrective action. For example,<br />
trees with a numeric risk rating <strong>of</strong> 9 or 10 would be identified as high<br />
priority trees to receive corrective treatments first. An inspector may wish<br />
to increase a tree’s risk rating from 8 to 9 as a means <strong>of</strong> ensuring the tree<br />
will receive immediate corrective treatment. The total risk rating should<br />
not exceed 10 points.<br />
9. Risk Rating. Generally, trees with the highest numeric risk ratings should receive<br />
corrective treatment first. The overall risk rating <strong>of</strong> the tree will be indicated,<br />
based on the sum <strong>of</strong> above risk assessment field values. See the formula below:<br />
‣ None- Numeric Risk Rating equals 0.<br />
‣ Low- Numeric Risk Rating equals 3 or 4.<br />
‣ Moderate- Numeric Risk Rating equals 5 or 6.<br />
‣ High- Numeric Risk Rating equals 7 or 8.<br />
‣ Severe- Numeric Risk Rating equals 9 or 10.<br />
10. Observations—General observations warranting recognition include, but are not<br />
limited to, the following:<br />
Cavity/Decay *<br />
Improperly Pruned<br />
Pest Problem<br />
Remove Hardware<br />
Grate/Guard<br />
Serious Decline<br />
Poor Location<br />
% <strong>of</strong> root, trunk and or branch injury*<br />
Improperly Installed<br />
Nutrient Deficiency<br />
Girdling/Damaged Root System* Signs <strong>of</strong> Stress<br />
Improperly Mulched<br />
Mechanical Damage*<br />
Poor Structure<br />
Notable characteristics*<br />
Notable/ Tree<br />
Utility Line Contact<br />
* Photos capturing noteworthy observations shall be included with a limited<br />
amount <strong>of</strong> trees to photo log 1) only the most predominant wounds/problems that<br />
are desirable to monitor and 2) any unique easily photographed feature <strong>of</strong> notable<br />
trees. (photos are optional and may or may not be included in contract)
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 7 <strong>of</strong> 34<br />
11. Further Inspection— Trees in this category require an annual inspection for<br />
several years.<br />
12. Clearance Requirements—Pruning necessary to meet clearance standards over<br />
streets, sidewalks, driveways, structures and street lights is noted where branches<br />
are considered to be interfering with the movement <strong>of</strong> vehicles or pedestrians or<br />
where they are obstructing signs, streetlights, or traffic lights and visibility<br />
triangle site lines. Each clearance deficiency shall have its own letter code.<br />
13. Hardscape Damage—Tree roots causing cracking or lifting <strong>of</strong> sidewalk pavement<br />
one inch or more are noted. Categories = 1/2”-1” = Light (roots just starting to<br />
affect sidewalk; 1”- 2 1/2”= Moderate; over 2 1/2”= Severe<br />
14. Aboveground Utilities—The inventory indicates the presence <strong>of</strong> overhead utilities<br />
at the tree site and defines whether it includes Electricity or is Communications<br />
only. Also indicate whether tree is clear “cl”(>10ft <strong>of</strong> clearance) <strong>of</strong> utilities, not<br />
clear “ncl”(
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 8 <strong>of</strong> 34<br />
percentage <strong>of</strong> the notable private trees being readily noticeable from the street side <strong>of</strong><br />
private properties.<br />
For the purposes <strong>of</strong> providing guidelines within this <strong>RFP</strong> for defining notable trees<br />
the following criteria shall be used:<br />
Notable Tree Designation shall be based on any one or combination <strong>of</strong> the following<br />
characteristics:<br />
Size - all trees having a 48” and larger dbh and or in the top 1% <strong>of</strong> street<br />
tree sizes<br />
Rarity – one <strong>of</strong> a kind type tree due to species type or other characteristic<br />
and or all tree species that make up less than 1% <strong>of</strong> the public tree<br />
population<br />
Historic or Notable Event - any documented association with historic<br />
event <strong>of</strong> 75 or more years and or a more recent event <strong>of</strong> notable worth as<br />
determined by <strong>City</strong> Arborist.<br />
Age – all trees that are potentially 100 years old based on average<br />
comparison <strong>of</strong> species by circumference and or a minimum <strong>of</strong> 75 years old<br />
when adjacent to historically designated homes.<br />
Special Ecological Value - for soil stabilization, important genetic<br />
resource, provides critical habitat for important plant or animal species<br />
(Small Leaf Tulip Tree at 802 W. Nevada would qualify here or under<br />
rarity)<br />
Location – any tree considered a valued focal point as determined by <strong>City</strong><br />
Arborist and or known locally as a landmark or association with a<br />
landmark<br />
Aesthetics - any tree with a distinct or unusually appealing visual<br />
characteristic as determined by the inventory arborist and verified by the<br />
<strong>City</strong> Arborist<br />
All trees designated as notable have to be healthy, structurally sound and safe to the<br />
public and likely to survive existing conditions for a minimum <strong>of</strong> 10 years. A listing<br />
<strong>of</strong> problematic trees will be provided to the contractor and are not to be considered<br />
for notable tree listing.<br />
Task 2: Urban Forestry Management Plan<br />
Create an Urban Forestry Management Plan. The Plan will present a brief overview <strong>of</strong><br />
inventory findings. It will discuss major trends identified in the inventory, including<br />
species composition, maintenance requirements, and conditions. A detail <strong>of</strong> definitions,<br />
information, and data collection methods used to conduct the inventory will be<br />
documented. Tree population characteristics that affect management, especially species<br />
diversity, urban forest condition, and maintenance requirements, additional specific<br />
trends, observations, and concerns noted during data collection will be discussed. An<br />
estimated multi-year budget will also be provided for the activities that will constitute a<br />
comprehensive urban forest management program.<br />
Appendices will be provided that include:<br />
1. A complete set <strong>of</strong> important references for the future; pruning guidelines;<br />
recommended tree species.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 9 <strong>of</strong> 34<br />
2. A sample comprehensive tree ordinance.<br />
3. A sample tree preservation ordinance.<br />
4. Sample specifications for contracting tree work.<br />
5. A total tree site listing by alphabetized street address and site number.<br />
6. A tree inventory workbook that includes the recommendation for priority.<br />
removal, pruning or training.<br />
A field workbook CD will be provided and include the following reports:<br />
1. A listing <strong>of</strong> all tree removals listed by management area, address and in order<br />
<strong>of</strong> risk rating starting with most severe.<br />
2. A listing <strong>of</strong> all tree prunes with a risk rating <strong>of</strong> 7 or higher listed by<br />
management area, address and in order <strong>of</strong> severity.<br />
3. A listing <strong>of</strong> all young trees needing training by management area and address.<br />
4. A listing <strong>of</strong> all ash trees listed in order <strong>of</strong> risk rating<br />
5. A listing <strong>of</strong> all ash trees listed by management area and address<br />
6. A listing <strong>of</strong> all trees located under primary electric overhead utility lines that<br />
are noted as having utility line contact and listed as conflicting (< 10ft <strong>of</strong><br />
clearance) and organized by address.<br />
7. A listing <strong>of</strong> all trees located under all overhead utility lines by address.<br />
8. A listing <strong>of</strong> trees recommended for further inspection and monitoring.<br />
9. A listing <strong>of</strong> “Notable” trees as defined by <strong>Urbana</strong>’s notable tree criteria.<br />
10. A listing <strong>of</strong> all trees over 48” in diameter<br />
11. A listing <strong>of</strong> all trees species under 1% <strong>of</strong> the total tree population<br />
12. A listing <strong>of</strong> all stumps by management area and address<br />
13. A listing <strong>of</strong> all tree planting sites by management area and address<br />
14. A listing <strong>of</strong> all hardscape damage by management area, address and in order<br />
<strong>of</strong> severity.<br />
15. A total tree site listing by alphabetized street address and site number.<br />
To be listed as an option the following workbooks will be provided in printed format on<br />
“Powerpaper” or comparable industrial strength synthetic waterpro<strong>of</strong>, tear resistant laser<br />
paper and in a durable all weather cover with spiral coil binding. (optional, may or may not be<br />
included in contract)<br />
1. 2 copies <strong>of</strong> a total tree site listing by alphabetized street address and site<br />
number.<br />
2. 2 copies <strong>of</strong> a listing <strong>of</strong> all tree prunes with a risk rating <strong>of</strong> 7 or higher listed by<br />
management area then address then risk rating with the most severe first.<br />
Task 3: Tree Inventory Management S<strong>of</strong>tware<br />
A Tree Inventory Data Management S<strong>of</strong>tware program will be provided. The<br />
s<strong>of</strong>tware program required by the <strong>City</strong> will be a web based s<strong>of</strong>tware package,<br />
accessible by Micros<strong>of</strong>t Internet Explorer 8.0 and higher. The inventory s<strong>of</strong>tware will<br />
be capable <strong>of</strong> supporting a tree inventory that has Geographic Information Systems<br />
(GIS) data associated with it, as well as supporting a Tree Inventory that does not<br />
have GIS data associated with it.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 10 <strong>of</strong> 34<br />
The s<strong>of</strong>tware program will be specifically designed for ease <strong>of</strong> use, and consist <strong>of</strong> an<br />
administration center, query system that supports any combination <strong>of</strong> available data<br />
fields, a calls module, a work order and work history module, and a reporting system<br />
that has customizable reports that can be saved. The s<strong>of</strong>tware shall be sufficiently<br />
flexible to allow easy setup <strong>of</strong> custom data fields not found in the inventory such as<br />
routine/preventative pruning and or clearance pruning by management area. The<br />
s<strong>of</strong>tware shall allow customizing a data field and the ability to mass edit the data by<br />
management area. For example it is desirable to log the date that routine/preventative<br />
pruning has been completed for an entire management area. It would also be<br />
desirable to define the next scheduled routine pruning cycle for a management area<br />
by adding the preferred cycle time (10 years) to the last date routine pruning was<br />
completed for a management area. The s<strong>of</strong>tware should easily allow the changing <strong>of</strong><br />
these data fields in order to change schedules from time to time to make up for<br />
unforeseen circumstances. The s<strong>of</strong>tware shall be capable <strong>of</strong> providing more than one<br />
customizable data field that can be mass edited without affecting the other data fields.<br />
With available GIS data, a mapping window will be used to display and manage the<br />
geographically referenced tree inventory data, and to track tree work and maintenance<br />
history. On the primary map page, points representing the individual trees contained<br />
within the inventory database will be displayed, along with various basemap layers.<br />
The map page must provide the user with the basic functions <strong>of</strong> GIS: zoom, pan,<br />
label, and identify. The data must be able to be manipulated directly on the<br />
mapadd, delete, move, edit tree points. The s<strong>of</strong>tware program must provide the<br />
user with a visual representation <strong>of</strong> the tree inventory.<br />
Minimum S<strong>of</strong>tware and Hardware requirements, for client access, are:<br />
<br />
<br />
Windows XP Service Pack 3, with Internet Explorer 8.0 on a Core 2 Dual<br />
processor, 2GB RAM, 250 GB hard drive<br />
Window 7 x64, Internet Explorer 9 on a i5 processor, 8 GB RAM, 250 GB<br />
hard drive<br />
The s<strong>of</strong>tware should require no additional hardware.<br />
The web interface should use standard browser ports and be managed using an SSL<br />
connection. If contractor supplied s<strong>of</strong>tware will be required, port must be<br />
configurable to use a proxy server.<br />
Tree attributes should be exportable for use in Excel and Access and the tree shapefile<br />
should be exportable for use in Arcview and other ESRI products now or in the<br />
future.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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TIMETABLE FOR PROJECT<br />
The anticipated selection <strong>of</strong> the contractor shall be mid July, 2012. The tree<br />
inventory work shall be initiated during the summer <strong>of</strong> 2012 and complete by March<br />
2013.<br />
QUALITY CONTROL<br />
‣ The contractor must have college-educated, pr<strong>of</strong>essional arborists conduct the<br />
inventory. All managing inventory arborists must be Certified Arborists through<br />
the International Society <strong>of</strong> Arboriculture; no students or temporary employees<br />
will be allowed.<br />
‣ During the inventory process, extensive quality control algorithms must be<br />
applied on a daily basis. These quality control checks will verify the accuracy<br />
and completeness <strong>of</strong> the tree inventory data. The contractor’s must run specific<br />
analysis s<strong>of</strong>tware on the collected data to ensure consistency and accuracy.<br />
‣ In addition to computerized quality checks and control, a senior inventory arborist<br />
must be on-site regularly to field-check the data collected by other staff to assure<br />
adherence to <strong>City</strong> work specifications and national industry standards.<br />
‣ The <strong>City</strong> may further test the accuracy <strong>of</strong> the contractor’s GPS and GIS equipment<br />
and mapping capabilities <strong>of</strong> staff by requiring the contractor to collect location data on<br />
known reference points in the <strong>City</strong>.<br />
‣ The contractor must assure the <strong>City</strong> that if any errant tree site location is detected, that<br />
is due to contractor error or equipment malfunctions, the correction responsibility<br />
belongs to the contractor and will be promptly remedied.<br />
INFORMATION TO BE PROVIDED BY THE CITY<br />
1. Street maps <strong>of</strong> the area to be inventoried.<br />
2. Right-<strong>of</strong>-way width or other information that will enable the contractor to<br />
determine if trees are located on public property.<br />
3. GIS data layers and digital orthophotographs <strong>of</strong> the <strong>City</strong>.<br />
EVALUATION OF PROPOSALS<br />
Requests For Proposals<br />
Request For Proposals is a method <strong>of</strong> procurement permitting discussions with<br />
responsible Contractors and revisions to proposals prior to award <strong>of</strong> a contract. The<br />
Evaluation Committee may conduct discussions with any Contractor who submits an<br />
acceptable or potentially acceptable proposal. Contractors shall be accorded fair and<br />
equal treatment with respect to any opportunity for discussion and revision <strong>of</strong> proposals.<br />
During the course <strong>of</strong> such discussions, the Evaluation Committee shall not disclose any<br />
information derived from one proposal to any other Contractor.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Selection Process<br />
The <strong>City</strong> will select a contractor utilizing a Quality Based Selection (QBS) process.<br />
Critical factors in that selection will include responsiveness <strong>of</strong> the proposal to this <strong>RFP</strong>,<br />
description <strong>of</strong> approach to the services, relevant project experience, qualifications <strong>of</strong> the<br />
responding firms and principal assigned staff, readiness to undertake the required<br />
services, ability to execute an acceptable written contract, and client references. The <strong>City</strong><br />
reserves the right to reject any or all proposals, and to request written clarification <strong>of</strong><br />
proposals and supporting materials.<br />
Interviews may be conducted with one or more responsible entities that have submitted<br />
proposals in order to clarify certain elements, if such information cannot be satisfactorily<br />
obtained over the telephone or via e-mail.<br />
The <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> will require that each respondent provide certain statistical data<br />
concerning employee composition on race, color, job description and compensation. This<br />
information will be reviewed by the <strong>City</strong> Human Relations Commission to determine<br />
compliance with the <strong>City</strong>’s Equal Employment Opportunity ordinance. The required<br />
forms are included as part <strong>of</strong> the <strong>RFP</strong> and must be completed and returned with the<br />
proposal. Certification/approval by the <strong>Urbana</strong> Human relations Commission will be<br />
required prior to entering into any contract.<br />
Financial Stability<br />
The contractor shall be financially solvent. The <strong>City</strong> reserves the right to request<br />
information to determine solvency.<br />
Award<br />
Proposals will be evaluated by an Evaluation Committee. The Evaluation Committee<br />
shall have sole power and discretion to determine the qualifications, responsibility and<br />
capabilities <strong>of</strong> Contractors, the reasonableness <strong>of</strong> price, and other factors. Any decision in<br />
this respect shall be binding. Proposals will be evaluated in closed session.<br />
INSTRUCTIONS TO CONTRACTORS<br />
Proposal Package<br />
All sections and attachments <strong>of</strong> this <strong>RFP</strong> package are integral to the desired scope <strong>of</strong><br />
services, and submitted proposals shall take into account the comprehensive nature <strong>of</strong> the<br />
work required. The specifications included in this package describe the services and<br />
equipment which the <strong>City</strong> feels are necessary to meet the performance requirements <strong>of</strong><br />
the <strong>City</strong>, and shall be considered the minimum standards expected <strong>of</strong> the Contractor. The<br />
<strong>City</strong> shall require the successful Contractor to fully comply with the specifications. The<br />
Contractor will be chosen based on qualifications, ability to meet the city’s tree inventory<br />
and tree inventory s<strong>of</strong>tware needs.<br />
Confidentiality<br />
After award <strong>of</strong> a contract, all responses, documents, and materials submitted by the<br />
Contractor pertaining to this <strong>RFP</strong> will be considered public information and will be made
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available for inspection in accordance with the Illinois Freedom <strong>of</strong> Information Act.<br />
However, upon request from the Contractor, the <strong>City</strong> will determine the validity <strong>of</strong><br />
written requests for nondisclosure <strong>of</strong> trade secrets and other proprietary data so identified.<br />
Separate Sealed Envelope for Price Sheet<br />
The price sheet component <strong>of</strong> this proposal shall be provided in a separate sealed<br />
envelope to be viewed only after contractor selection and shall be used only as a basis for<br />
negotiation <strong>of</strong> final contract amounts. Price sheets <strong>of</strong> all other contractors other than<br />
selected contractor will not be opened unless negotiation <strong>of</strong> selected contractor is<br />
unsuccessful at which time the next selected contractor will be chosen.<br />
Proposal Delivery Procedures<br />
Sealed proposals shall be delivered to the Office <strong>of</strong> the Director <strong>of</strong> Public Works,<br />
706 South Glover Avenue, <strong>Urbana</strong>, Illinois, 61802, by 1:30 p.m., local time, Friday<br />
July 13 2012. Sealed envelopes shall be clearly labeled "Proposal for Street and Public<br />
Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware System, <strong>RFP</strong> #<br />
1112-<strong>05</strong> with the following information: Contractor's name and address; date and time <strong>of</strong><br />
proposal opening.<br />
Withdrawal <strong>of</strong> Proposals<br />
A written request for the withdrawal <strong>of</strong> a proposal may be granted if the request is<br />
received by the Public Works Director prior to the specified time <strong>of</strong> proposal opening.<br />
However, after a proposal is opened, it will be binding for a period <strong>of</strong> ninety (90)<br />
calendar days.<br />
Non-Acceptance <strong>of</strong> Proposals<br />
No proposal shall be accepted from, or contract awarded to, any person, firm or<br />
corporation that is in arrears or is in default to the <strong>City</strong> upon any debt or contract, or that<br />
is a defaulter, as surety or otherwise, upon any obligation to the <strong>City</strong>, or has failed to<br />
faithfully perform any previous contract with the <strong>City</strong>.<br />
Proposal Opening Procedures<br />
The opening <strong>of</strong> all proposals shall commence immediately after the stated delivery date<br />
and time in the second floor conference room <strong>of</strong> the Public Works Center, 706 South<br />
Glover Avenue, <strong>Urbana</strong>, Illinois, and the names <strong>of</strong> all Contractors submitting proposals<br />
shall be publicly read. All potential Contractors and the public may attend the proposal<br />
opening. The <strong>City</strong> shall then take all proposals under review.<br />
Reserved Rights<br />
The <strong>City</strong> reserves the right, at any time and for any reason, to cancel this Request For<br />
Proposals, to reject any or all proposals, or to accept an alternate proposal. The <strong>City</strong><br />
reserves the right to waive any immaterial defect in any proposal. The <strong>City</strong> may seek<br />
clarification from a Contractor at any time and failure to respond promptly is cause for<br />
rejection.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Insurance Provisions<br />
(a)<br />
(b)<br />
(c)<br />
(d)<br />
(e)<br />
(f)<br />
(g)<br />
General Requirement. During the term <strong>of</strong> this Agreement, at its own cost<br />
and expense, the Contractor shall maintain in full force and effect insurance<br />
policies as enumerated below.<br />
Policy Form. All policies save for the pr<strong>of</strong>essional liability shall be<br />
written on an occurrence basis. Pr<strong>of</strong>essional liability insurance can be either<br />
claims made or occurrence basis policies.<br />
Additional Insured. The <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> and its <strong>of</strong>ficers and employees<br />
shall be named as additional insured parties on the general liability policy and<br />
included as additional insured parties on the automobile liability policy. The<br />
<strong>City</strong>'s interests as additional insured parties shall be on a primary and noncontributory<br />
basis on all policies and noted as such on the insurance certificates.<br />
Qualification <strong>of</strong> Insurers. All policies will be written with insurance carriers<br />
qualified to do business in the State <strong>of</strong> Illinois rated A-VIII or better in the latest<br />
Best's Key Rating Guide.<br />
Form <strong>of</strong> Policy. All policies shall be written on the most current Insurance<br />
Service Office (ISO) or National Council on Compensation Insurance (NCCI)<br />
form or a manuscript form if coverage is broader than the ISO or NCCI form.<br />
Time <strong>of</strong> Submission; Certificate <strong>of</strong> Insurance. At or before the time <strong>of</strong> execution<br />
<strong>of</strong> this agreement and prior to commencing any work activity on the project, the<br />
Contractor shall provide the <strong>City</strong> Arborist with certificates <strong>of</strong> insurance showing<br />
evidence the insurance policies noted below are in full force and effect and giving<br />
the <strong>City</strong> at least 30 days written notice prior to any change, cancellation, or nonrenewal<br />
except in the case <strong>of</strong> cancellation for non-payment <strong>of</strong> premium, in which<br />
case notice shall be 10 days. The Contractor shall provide any renewal<br />
certificates <strong>of</strong> insurance automatically to the <strong>City</strong> Arborist at least 30 days prior to<br />
policy expiration. The Contractor shall upon request <strong>of</strong> the <strong>City</strong> Arborist provide<br />
copies <strong>of</strong> any or all insurance policies.<br />
Types and Limits <strong>of</strong> Insurance.<br />
1. Workers' Compensation:<br />
Coverage A: Statutory Limits<br />
Coverage B: One hundred thousand dollars ($100,000) employer's liability<br />
limits for each accident or per disease, per employee. Said policies shall be<br />
endorsed to cover any disability benefits or Federal compensation acts if<br />
applicable.<br />
2. General Liability: Combined single limits <strong>of</strong> at least one million dollars<br />
($1,000,000) per occurrence. General Liability Insurance shall include:
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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a. Products and completed operations coverage.<br />
b. Contractor's Protective coverage.<br />
c. Personal Injury Liability coverage.<br />
3. Automobile Liability: Combined single limits <strong>of</strong> at least one million<br />
dollars ($1,000,000) per occurrence. Auto liability shall include hired and nonowned<br />
autos.<br />
4. Pr<strong>of</strong>essional Liability: A pr<strong>of</strong>essional liability errors and omissions policy with<br />
limits <strong>of</strong> at least one million dollars ($1,000,000) per claim, with an aggregate <strong>of</strong><br />
three million dollars ($3,000,000). If said policy is written on a claims made<br />
basis, the retroactive date <strong>of</strong> the policy must predate the date <strong>of</strong> this agreement.<br />
In addition, the policy term must extend one year beyond completion date <strong>of</strong> this<br />
agreement.<br />
5. Self-insured: If a self-insured retention or deductible is maintained on any <strong>of</strong> the<br />
policies, the Contractor shall provide the amount <strong>of</strong> the self-insured retention or<br />
deductible to the <strong>City</strong> Arborist. Such deductibles shall be subject to approval by<br />
the <strong>City</strong>. Such approval shall not be unreasonably withheld. The Contractor will<br />
be held solely responsible for the amount <strong>of</strong> such deductible and for any coinsurance.<br />
(h)<br />
Insurance Not A Limitation. The insurance coverage and requirements<br />
contained in this Section shall not be construed to be a limitation <strong>of</strong> liability for<br />
the Contractor.<br />
Indemnity/Hold Harmless<br />
To the fullest extent allowed by law, Contractor shall indemnify and save harmless the<br />
<strong>City</strong> against any and all damages to property or injuries to or death <strong>of</strong> any person or<br />
persons, including property and employees or agents <strong>of</strong> the <strong>City</strong>, and shall defend,<br />
indemnify and save harmless the <strong>City</strong> from any and all claims, demands, suits, actions or<br />
proceedings <strong>of</strong> any kind or nature, including Worker’s Compensation claims, and<br />
including the cost <strong>of</strong> defending same including costs and attorney’s fees, <strong>of</strong> or by anyone<br />
whomsoever, in any way resulting from or arising out <strong>of</strong> the operations <strong>of</strong> the Contractor<br />
or the Contractors employees or subcontractors and acts <strong>of</strong> omissions <strong>of</strong> employees or<br />
agents <strong>of</strong> Contractor or subcontractors, unless caused solely by the <strong>City</strong>, its <strong>of</strong>ficers or<br />
employees. The <strong>City</strong> shall have the right to estimate the amount <strong>of</strong> such claims,<br />
demands, suits, actions, or proceedings for damage or injuries and pay the same, and any<br />
amounts so paid shall be deducted from the money due the Contractor under this<br />
Contract, as may be considered necessary by the <strong>City</strong>, shall be retained by the <strong>City</strong> until<br />
such claims, demands, suits, actions, or proceedings shall have been settled or otherwise<br />
disposed <strong>of</strong>, and satisfactory evidence to that effect furnished to the <strong>City</strong>.<br />
Default and Termination<br />
A. In the event the Contractor voluntarily petitions for bankruptcy or is adjudged<br />
bankrupt or makes a general assignment for the benefit <strong>of</strong> creditors or if a receiver
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is appointed on account <strong>of</strong> the Contractor’s insolvency or in the event that any <strong>of</strong><br />
the provisions <strong>of</strong> this Contract are violated by the Contractor or by any <strong>of</strong> its<br />
subcontractors or the <strong>City</strong> reasonably believes such violation is likely, the <strong>City</strong><br />
may terminate the Contract immediately by sending written notice to the<br />
Contractor.<br />
B. Additionally, the <strong>City</strong> may serve notice upon the Contractor <strong>of</strong> intention to<br />
terminate unless certain remedial actions are taken. Unless within five (5) days<br />
after the serving <strong>of</strong> such notice upon the Contractor such violation shall cease and<br />
arrangements satisfactory to the <strong>City</strong> for correction be made, the Contract shall<br />
upon expiration <strong>of</strong> said five (5) days cease and terminate with no further notice.<br />
C. After termination, the <strong>City</strong> may take over the work and prosecute the same to<br />
completion at the expense <strong>of</strong> the Contractor, and the Contractor shall be liable to<br />
the <strong>City</strong> for any excess cost occasioned to the <strong>City</strong> thereby, and in such event the<br />
<strong>City</strong> may take possession <strong>of</strong> and utilize in completing the work, such materials<br />
and equipment including those <strong>of</strong> the Contractor as may be on the site <strong>of</strong> the work<br />
and necessary therefore.<br />
D. Contractor shall be responsible for all costs incurred by the <strong>City</strong> to enforce any<br />
provision <strong>of</strong> this Contract and /or to remedy a Contractor default or breach <strong>of</strong> this<br />
Contract, including all court costs and reasonable attorney’s fees.<br />
<strong>City</strong>’s Right to Withhold Certain Amounts and Make Application There<strong>of</strong><br />
In addition to the payments to be retained by the <strong>City</strong> under the other provisions <strong>of</strong> these<br />
General Conditions, the <strong>City</strong> may withhold a sufficient amount <strong>of</strong> any payment otherwise<br />
due to the Contractor to cover the following:<br />
1) For claims arising in and from the performance <strong>of</strong> the work on the project under<br />
this Contract.<br />
2) For defective work not remedied.<br />
3) For failure <strong>of</strong> the Contractor to make proper payments to its subcontractors and<br />
suppliers.<br />
The <strong>City</strong> shall disburse and shall have the right to act as agent for the Contractor in<br />
disbursing such funds as have been withheld pursuant to this paragraph to the party or<br />
parties who are entitled to payment therefrom (including the <strong>City</strong>). The <strong>City</strong> will render<br />
to the Contractor a proper accounting <strong>of</strong> all such funds disbursed on behalf <strong>of</strong> the<br />
Contractor.<br />
Method <strong>of</strong> Payment<br />
A. Payment (if only one payment is allowed): Payment will be made by the <strong>City</strong><br />
after complete performance <strong>of</strong> the Contract in accordance with all provisions<br />
there<strong>of</strong> and upon subsequent receipt by the <strong>City</strong> <strong>of</strong> a properly executed invoice<br />
together with waivers <strong>of</strong> liens from all suppliers and subcontractors. Such invoice
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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shall be accompanied by waivers <strong>of</strong> liens or the equivalent from suppliers <strong>of</strong> work<br />
or materials stating that such work or materials have been paid for by the Vendor.<br />
Such invoice shall be paid by the <strong>City</strong> within sixty (60) days <strong>of</strong> its receipt, except<br />
for those sums allowed to be withheld pursuant to the Contract. To the extent<br />
allowed by law, the Vendor agrees that it shall not attempt to enforce provisions<br />
<strong>of</strong> the Local Government Prompt Payment Act in regards to this Contract.<br />
B. Payment (if more than one payment is anticipated.):<br />
1. The Contractor may submit to the <strong>City</strong> applications for partial payment for<br />
work performed and materials incorporated in the work. Such<br />
applications shall be accompanied by waivers <strong>of</strong> liens or the equivalent<br />
from suppliers <strong>of</strong> work or materials stating that such work or materials<br />
have been paid for by the Contractor. By submitting an application for<br />
payment, the Contractor warrants that all employees, subcontractors, and<br />
material suppliers have been paid to date for the labor and materials<br />
contained in the application. Only one application <strong>of</strong> partial payment may<br />
be submitted in any thirty (30) day period.<br />
2. Not later than sixty (60) days following the submission <strong>of</strong> the application<br />
for payment, the <strong>City</strong> shall pay the Contractor for the amount <strong>of</strong> the work<br />
contained in the application which has been found by the <strong>City</strong> to have<br />
been actually performed less ten percent (10%) <strong>of</strong> such amount which<br />
shall be retained until final payment, less other deductions authorized to be<br />
retained by other sections <strong>of</strong> these General Conditions.<br />
3. After final inspections by the <strong>City</strong>, the Contractor shall prepare its<br />
application for final payment and submit it to the <strong>City</strong> for its approval.<br />
The application for final payment shall contain the total cost <strong>of</strong> the work<br />
as set forth in the proposal less all previous payments to the Contractor<br />
and be adjusted by the cost <strong>of</strong> all authorized change orders. Such<br />
application shall have attached thereto final lien waivers or the equivalent<br />
for all labor and materials incorporated into the work from all persons<br />
having supplied labor and materials under this Contract. The <strong>City</strong> shall<br />
pay to the Contractor, not later than sixty (60) days after such application<br />
is made, the amount which the <strong>City</strong> finds to be due and owing less<br />
deductions authorized by these General Conditions.<br />
4. When the work is substantially completed, the Contractor shall notify the<br />
<strong>City</strong> Arborist that the work will be ready for final inspection on a definite<br />
date.<br />
Additional Payments Not Allowed<br />
It is mutually understood and agreed that the Contractor shall not assign, transfer, convey,<br />
sublet or otherwise dispose <strong>of</strong> this Contract or any part here<strong>of</strong> without the written consent<br />
<strong>of</strong> the Public Works Director. No assignment <strong>of</strong> this Contract shall be valid unless it
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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shall contain a provision that the funds to be paid to the assignee under the assignment<br />
are subject to a prior lien for services rendered or materials supplied for the performance<br />
<strong>of</strong> the work called for in said Contract in favor <strong>of</strong> all persons, firms, or corporations<br />
rendering such services or supplying such materials.<br />
MISCELLANEOUS PROVISIONS<br />
Warranty/Service<br />
The <strong>RFP</strong> should fully detail any and all warranty terms and conditions. Additionally,<br />
state the cost, terms and conditions for any available service contracts that extend beyond<br />
the base warranty.<br />
References<br />
The Contractor shall submit a list <strong>of</strong> 6 (six) similar units sold in the Midwest within the<br />
past three years, with name, address and telephone number <strong>of</strong> a contact person.<br />
Resume<br />
The Contractor shall submit the résumés <strong>of</strong> certified arborist field staff that will be<br />
utilized for this proposal.<br />
Exhibit D<br />
EEO CONTRACT COMPLIANCE POLICY STATEMENT<br />
(1) Non-discrimination pledge. The contracting entity shall not discriminate against any<br />
employee during the course <strong>of</strong> employment or applicant for employment because <strong>of</strong> race,<br />
color, creed, class, national origin, religion, sex, age, marital status, physical or mental<br />
disability, personal appearance, sexual orientation, family responsibilities, matriculation,<br />
political affiliation or any other legally protected group status.<br />
(2) Notices. The contracting entity shall post notices regarding non-discrimination in<br />
conspicuous places available to employees and applicants for employment. The notices<br />
shall be provided by the <strong>City</strong>, setting forth the provisions <strong>of</strong> the nondiscrimination<br />
pledge.<br />
(3) Solicitation and ads for employment. The contracting entity shall, in all solicitations<br />
and advertisements for employees placed by or on behalf <strong>of</strong> the contracting entity state<br />
that all qualified applicants will receive consideration for employment as provided for in<br />
the <strong>City</strong>'s Human Rights Ordinance. An advertisement in a publication may state "This is<br />
an Equal Opportunity Employer," which statement shall meet the requirements <strong>of</strong> this<br />
section.<br />
(4) EEO Compliance. The contracting entity shall make good faith efforts to ensure<br />
compliance with the goals and procedures <strong>of</strong> these Policies and Procedures.
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(5) Review <strong>of</strong> employment practices. The <strong>City</strong> may periodically review the employment<br />
practices and procedures <strong>of</strong> contracting entities to determine compliance with the<br />
provisions <strong>of</strong> this article, and require such entities to file the appropriate reports as<br />
required by these Policies and Procedures.<br />
(6) Notice to other agencies. The <strong>City</strong> shall, in appropriate cases, notify the concerned<br />
contracting agency, the Illinois Department <strong>of</strong> Human Rights, the United States<br />
Department <strong>of</strong> Justice, or other appropriate federal, state or city agencies whenever it has<br />
reason to believe that practices <strong>of</strong> any contracting entity have violated any provision <strong>of</strong><br />
law relating to human rights.<br />
CITY CONTRACTORS:<br />
(1) Employment relations. The contracting entity shall send prior to the effective date <strong>of</strong><br />
the contract to each labor union, employment service agency, or representative <strong>of</strong><br />
workers with which the contracting entity has a collective bargaining agreement or other<br />
contract or understanding, a notice as set forth in section (2) advising the labor union,<br />
worker representative, employment service agency <strong>of</strong> the contracting entity's<br />
commitment under the non-discrimination pledge.<br />
(2) Access to books. The contracting entity shall permit access to all books, records and<br />
accounts pertaining to its employment practices by the Human Relations Office or<br />
designee for purposes <strong>of</strong> investigation to ascertain compliance with this provision.<br />
(3) Reports. The contracting entity shall provide periodic compliance reports to the<br />
Human Relations Office, upon request. Such reports shall be within the time and in the<br />
manner proscribed by the <strong>City</strong> and describe efforts made to comply with the provisions <strong>of</strong><br />
this policy.<br />
(4) Inspections. The contracting entity shall fully cooperate with any on-site inspections<br />
conducted by the <strong>Urbana</strong> Human Relations Officer or his designee. Such inspections<br />
shall include an interview with the on-site supervisor as well as a count <strong>of</strong> on-site<br />
workforce composition. Such inspections shall be conducted at least once per month for<br />
any and all <strong>City</strong> contracted worksites.<br />
(5) Subcontractors. The contractor shall include the provisions <strong>of</strong> the foregoing<br />
paragraphs in every subcontract so that the provisions will be binding upon each<br />
subcontractor.<br />
(6) Provisional Certification. Should the Human Relations Commission identify<br />
significant areas <strong>of</strong> concern in regards to equal employment opportunity, the contracting<br />
entity may be issued a provisional certification. This certification is intended to provide<br />
the contracting entity with an opportunity to improve its efforts towards increasing<br />
diversity within its workforce. While on provisional certification, the Human Relations<br />
Commission may request additional documentation that demonstrates the contracting<br />
entities’ good faith efforts towards achieving equal employment opportunity.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 20 <strong>of</strong> 34<br />
"Good Faith Effort" means documented actions reasonably calculated to meet an<br />
established hiring goal or to correct or eliminate deficiencies or deviations from accepted<br />
equal employment opportunity practices or those practices recommended or required by<br />
the United States Office <strong>of</strong> Federal Contract Compliance Programs or its successors, or<br />
Uniform Guidelines on Employee Selection Procedures promulgated by the United States<br />
Equal Opportunity Commission or its successor.<br />
Contractors receiving a “provisional certification” shall document and submit all good<br />
faith efforts to improve EEO compliance. Upon review, the Contractor shall provide, at<br />
minimum the following information: (1) total positions vacated, (2) total positions filled,<br />
(3) total applicants for vacant positions, (4) total minority applicants for vacant positions,<br />
(5) total female applicants for vacant positions and (6) any and all “good faith efforts” to<br />
either recruit or increase the representation in the applicant pool <strong>of</strong> qualified minority and<br />
women applicants. Some methods <strong>of</strong> increasing these pools are listed below. While the<br />
Contractor is under no obligation to implement any <strong>of</strong> the measures provided below,<br />
good faith implementation <strong>of</strong> such efforts will be strongly favored by the Commission in<br />
evaluating the Contractor’s compliance program.<br />
1. Ensure and maintain a working environment free <strong>of</strong> harassment, intimidation, and<br />
coercion at all sites, and in all facilities at which the Contractor’s employees are<br />
assigned to work. The Contractor shall specifically ensure that all supervisory<br />
personnel are aware <strong>of</strong> and carry out the Contractor’s obligation to maintain such<br />
a working environment, with specific attention to minority or female individuals<br />
working at such sites or in such facilities.<br />
2. Disseminate the Contractor’s EEO Statement and Sexual Harassment Policy:<br />
a. by providing notice <strong>of</strong> the policies to unions and training programs and<br />
requesting their cooperation in assisting the Contractor in meeting<br />
EEO/AA obligations;<br />
b. by including it in any policy manual and collective bargaining agreement;<br />
by publicizing it in the company newsletter, annual reports, etc.;<br />
c. by specific review <strong>of</strong> the policy with all management personnel and with<br />
all minority and female employees at least once a year; and<br />
d. by posting the company EEO/AA policy statement on bulletin boards<br />
accessible to all employees at each location where construction work is<br />
performed.<br />
3. Disseminate the Contractor’s EEO policy commitment externally by including it<br />
in any advertising in the news media, specifically including minority and female<br />
news media. Provide written notification to and discuss the Contractor’s EEO<br />
policy with other Contractors and Subcontractors with whom the Contractor does<br />
or anticipates doing business.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Page 21 <strong>of</strong> 34<br />
4. Provide immediate written notification to the <strong>Urbana</strong> Human Relations Office<br />
when the union or unions with which the Contractor has a collective bargaining<br />
agreement has not referred to the Contractor a minority person or woman sent by<br />
the Contractor, or when the Contractor has other information that the union’s<br />
referral process has impeded the Contractor’s efforts to meet its obligations.<br />
5. The Contractor shall designate a responsible <strong>of</strong>ficial to monitor all employment<br />
related activity to ensure that the company EEO policy is being carried out, to<br />
submit reports relating to the provisions here<strong>of</strong> as may be required by the <strong>City</strong> and<br />
to maintain records. Records shall at least include for each employee the name,<br />
address, telephone numbers, construction trade, union affiliation if any, employee<br />
identification number when assigned, race, gender, status, hours worked per week<br />
in the indicated trade, rate <strong>of</strong> pay, and locations at which the work was<br />
performed. Records shall be maintained in an easily understandable and<br />
retrievable form; however, to the degree that the existing records satisfy the<br />
requirement, Contractors shall not be required to maintain separate records.<br />
6. Encourage present minority and female employees to recruit other minority<br />
persons and women and, where reasonable, provide after school, summer and<br />
vacation employment to minority and female youth both on the site and in other<br />
areas <strong>of</strong> a Contractor’s work force.<br />
7. Establish and maintain a current list <strong>of</strong> minority and female recruitment sources,<br />
provide written notification to minority and female recruitment sources and to<br />
community organizations when the Contractor or its union have employment<br />
opportunities available, and maintain all records <strong>of</strong> the organizations’ responses.<br />
8. Maintain a current file <strong>of</strong> the names, addresses and telephone number <strong>of</strong> each<br />
minority and female <strong>of</strong>f-the-street applicant and minority <strong>of</strong> female referral from<br />
a union, a recruitment source or community organization and <strong>of</strong> what action was<br />
taken with respect to each such individual. If such individual was sent to the<br />
union hiring hall for referral and was not referred to the Contractor by the union<br />
or, if referred, not employed by the Contractor, this shall be documented in the<br />
file with the reason therefore, along with whatever additional actions the<br />
Contractor may have taken.<br />
9. Develop on-the-job training opportunities and/or participate in training programs<br />
for the area which expressly include minorities and women, including upgrading<br />
programs and apprenticeship and trainee programs relevant to the Contractor’s<br />
employment needs. The Contract shall provide notice <strong>of</strong> these programs to the<br />
sources complied under paragraph 6.<br />
10. Conduct an annual review <strong>of</strong> the company’s EEO policy obligations under these<br />
specifications with all employees having any responsibility for hiring, assignment,<br />
lay<strong>of</strong>f, termination or other employment decisions including specific review <strong>of</strong><br />
these items with on-site supervisory personnel such as Superintendent, general<br />
foremen, etc., prior to the initiation <strong>of</strong> construction work at any job site. A
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Page 22 <strong>of</strong> 34<br />
written record shall be made and maintained identifying the time and place <strong>of</strong><br />
these meetings, persons attending, subject matter discussed, and dispositions <strong>of</strong><br />
the subject matter.<br />
DETERMINATION OF NON-COMPLIANCE<br />
In the event that a contractor (1) fails to comply with the above subsections and/or (2)<br />
fails to demonstrate good faith efforts to achieve workforce diversity or (3) fails to<br />
comply with any provision <strong>of</strong> city, state or federal law relations to human rights, the <strong>City</strong><br />
will take the followings actions:<br />
1. Notify the Contractor that the Human Relations Commission has made initial<br />
determination non-compliance. Such notification shall specific the nature and<br />
type <strong>of</strong> non-compliance.<br />
2. Provide an opportunity for the Contractor to submit additional documentation <strong>of</strong><br />
good faith efforts<br />
3. Determine a date on which the Human Relations Commission’s initial<br />
determination will be reviewed. Such review will generally occur at the regularly<br />
scheduled Human Relations Commission meeting immediately subsequent to the<br />
meeting at which the initial determination <strong>of</strong> non-compliance was made. At this<br />
meeting, the Contractor will be given the opportunity to provide public input<br />
regarding its compliance efforts. Interested members <strong>of</strong> the public will also have<br />
the opportunity to <strong>of</strong>fer opinions regarding the Contractor’s compliance efforts.<br />
At the conclusion <strong>of</strong> the discussion, the Human Relations Commission will<br />
determine by simple majority vote whether the Contractor is in compliance.<br />
4. If the Human Relations Commission determines that the Contractor is not in<br />
compliance with EEO standards, the Chair <strong>of</strong> the Human Relations Commission<br />
shall report such non-compliance to the Mayor pursuant to Section 2-119(c)(3)<br />
and (4) <strong>of</strong> the <strong>Urbana</strong> <strong>City</strong> Code. The above-referenced Code states in part:<br />
(3) The commission on human relations chairperson shall inform a<br />
noncomplying person <strong>of</strong> the nature and extent <strong>of</strong> noncompliance. If<br />
the noncompliance persists, the chairperson <strong>of</strong> the human relations<br />
commission, the mayor and the noncomplying person shall<br />
together examine the charges <strong>of</strong> noncompliance and, if the mayor<br />
concurs in the findings <strong>of</strong> noncompliance, the noncomplying<br />
person shall be ineligible to contract with, sell materials or<br />
services to, or maintain financial relations with the city.<br />
Noncompliance by a person already under contract shall be<br />
deemed a material breach <strong>of</strong> contract.<br />
(4) Any person held ineligible under subsection (c)(3) above or the<br />
human relations commission, if not in concurrence with the ruling<br />
<strong>of</strong> the mayor, may appeal in writing to the city council, provided
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such appeal is filed with the city clerk at least five (5) days prior to<br />
the council meeting at which such appeal will be considered. The<br />
city council, on the basis <strong>of</strong> written appeal and <strong>of</strong> the report <strong>of</strong> the<br />
mayor, shall affirm, amend or reverse the action <strong>of</strong> the mayor.<br />
REMEDIES FOR NON-COMPLIANCE<br />
(7) Remedies. In the event that any contracting entity fails to comply with the above<br />
subsections, or fails to comply with or make good faith efforts to comply with this policy<br />
or any provision <strong>of</strong> city, state or federal law relating to human rights, after the <strong>City</strong> has<br />
provided written notice to the contracting entity <strong>of</strong> such failure to comply and provided<br />
the contracting entity with an opportunity to present its explanation to the Human<br />
Relations Commission relative to such failure to comply, then the <strong>City</strong>, at its option, may<br />
declare the contracting entity to be in default <strong>of</strong> this agreement and take, without election,<br />
any or all <strong>of</strong> the following actions specified in Section 2-119(c)(3) <strong>of</strong> the <strong>Urbana</strong> <strong>City</strong><br />
Code.
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 24 <strong>of</strong> 34<br />
CITY OF URBANA<br />
STREET AND PUBLIC PROPERTY<br />
TREE INVENTORY AND TREE INVENTORY DATA<br />
MANAGEMENT SOFTWARE PROPOSAL<br />
(PRICE SHEET TO BE ENCLOSED IN SEPARATE ENVELOPE)<br />
Proposal for Street and Public Property Tree Inventory and Tree Inventory Data<br />
Management S<strong>of</strong>tware. We hereby agree to furnish to the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> a Street and<br />
Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware System<br />
in accordance with provisions, instructions, and specifications <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> for<br />
the prices as follows:<br />
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware System<br />
being bid:<br />
________________________________________________________________________<br />
$________________________________________________________________________<br />
(Based on an estimated 18,000 total tree, stump and planting sites<br />
Total purchase price for a Street and Public Property GIS-Based Tree Inventory<br />
$__________________________________________<br />
Additional per site price should inventory exceed the estimated 18,000 total sites<br />
$___________________________________________<br />
Total purchase price for Web based Tree Inventory Data Management S<strong>of</strong>tware System:<br />
$___________________________________________<br />
Total purchase price for a Tree Management Plan<br />
$__________________________________________<br />
Total purchase price for on-site training with one year unlimited phone support<br />
OPTIONAL ADDITIONS<br />
$__________________________________________<br />
Additional per tree price for including photos <strong>of</strong> predominant tree problems and or notable tree<br />
features (listed on page 6 under #10. Observations)<br />
$__________________________________________<br />
Per tree price for including the optional notable tree data (listed on page 7)<br />
$__________________________________________<br />
Total purchase price for optional printed workbooks (listed on page 9)
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 25 <strong>of</strong> 34<br />
CITY OF URBANA<br />
STREET AND PUBLIC PROPERTY<br />
TREE INVENTORY AND TREE INVENTORY DATA<br />
MANAGEMENT SOFTWARE PROPOSAL<br />
(CONTINUED)<br />
No additional charges over the total proposal price will be made during the specified <strong>Bid</strong>/Contract<br />
period. The <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> is exempt from sales or federal tax; therefore, do not include in bid price.<br />
Delivery <strong>of</strong> the item(s)/completion <strong>of</strong> work will be within ________ day(s) following notification <strong>of</strong> bid<br />
award.<br />
State length and terms <strong>of</strong> warranty(s): _____________________________________________<br />
____________________________________________________________________________<br />
Is your bid in compliance with specifications: ___ Yes ___ No<br />
If answer is no, list deviations on the provided "Specification Deviation" Form.<br />
Signed on this _____ day <strong>of</strong> ____________, ________.<br />
If an individual or partnership, all individual names <strong>of</strong> each partner shall be signed (attached additional<br />
sheet if required):<br />
By .................................................:<br />
Print Name ...................................:<br />
Position/Title ................................:<br />
Company Name ...........................:<br />
Address line 1 ..............................:<br />
Address line 2 ..............................:<br />
Telephone .....................................:<br />
________________________________________<br />
________________________________________<br />
________________________________________<br />
________________________________________<br />
________________________________________<br />
________________________________________<br />
________________________________________<br />
If a corporation, an <strong>of</strong>ficer duly authorized should sign and attach corporate seal<br />
PLACE CORPORATE SEAL HERE<br />
By ............................................... :<br />
Print Name .................................. :<br />
Position/Title .............................. :<br />
Company Name .......................... :<br />
Address line 1 ............................. :<br />
Telephone ................................... :<br />
__________________________________<br />
__________________________________<br />
__________________________________<br />
__________________________________<br />
__________________________________<br />
__________________________________
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 26 <strong>of</strong> 34<br />
CITY OF URBANA<br />
STREET AND PUBLIC PROPERTY<br />
TREE INVENTORY AND TREE INVENTORY DATA<br />
MANAGEMENT SOFTWARE<br />
SPECIFICATION DEVIATION<br />
We deviated from the desired specifications <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> in the following areas.<br />
As best as can be ascertained, there are no other deviations from those listed below:<br />
(IF ADDITIONAL SPACE IS REQUIRED, PLEASE USE THE BACK OF THIS<br />
PAGE)<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
_____________________________________________________________<br />
___________________________<br />
Signature <strong>of</strong> <strong>Bid</strong>der<br />
___________________________<br />
Date
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong><br />
Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
Page 27 <strong>of</strong> 34<br />
CITY OF URBANA<br />
STREET AND PUBLIC PROPERTY TREE INVENTORY AND<br />
TREE INVENTORY DATA MANAGEMENT SOFTWARE<br />
REFERENCES<br />
All bidders shall supply 6 (six) names, addresses, telephone numbers and names <strong>of</strong><br />
municipalities to contact as performance references, or current accounts.<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
Municipality Name: .............:<br />
Address ................................:<br />
<strong>City</strong> & State .........................:<br />
Telephone Number ..............:<br />
Person To Contact ...............:<br />
Title/Position .......................:<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________<br />
____________________________________
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
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CITY OF URBANA, ILLINOIS<br />
PURCHASING CERTIFICATION FORM (Rev. 4/06)<br />
The <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> requires all vendors doing business at the above levels with the <strong>City</strong><br />
to comply with certain local, state and federal requirements. By signing below, the<br />
vendor certifies, that it is familiar with and are in compliance with all <strong>of</strong> the legislative<br />
acts summarized below. False certification on this form, or the failure to fully comply<br />
with all <strong>of</strong> the requirements <strong>of</strong> these acts, may result in the termination <strong>of</strong> any contract,<br />
debarment from future contacts from either the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>, State <strong>of</strong> Illinois or any<br />
other governmental agency, and may subject the vendor to other legal actions.<br />
DRUG FREE WORKPLACE ACT: An act to create a drug free workplace and<br />
prevent the unlawful manufacture, distribution, dispensation, possession, or use <strong>of</strong> a<br />
controlled substance by anyone while involved in the performance <strong>of</strong> a contract for the<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong>. (30 ILCS 580/1 et. seq.)<br />
CERTIFICATION OF COMPLIANCE: An act to insure that all contracts for goods,<br />
services or construction are obtained only through an independent noncollusive<br />
submission <strong>of</strong> <strong>of</strong>fers, the vendor must certify that it is not barred from contracting with<br />
any unit <strong>of</strong> the State <strong>of</strong> Illinois or any Illinois local governmental agency as a result <strong>of</strong><br />
any bid-rigging or bid-rotating. (720 ILCS 5/33E 1 et. seq.)<br />
DELINQUENT TAXPAYERS: An act to certify that any vendors doing business with<br />
the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong> are not delinquent in the payment <strong>of</strong> any tax administered by the<br />
Illinois Department <strong>of</strong> Revenue. (65 ILCS 5/11-42.1-1)<br />
SIGNATURES (COMPLETE APPROPRIATE SECTION)<br />
INDIVIDUAL[ ]<br />
PARTNERSHIP [ ] CORPORATION [ ] (check one)<br />
Name <strong>of</strong> the Business________________________________________<br />
Signed By: _________________________________________________<br />
Printed Name: ______________________________________________<br />
Business Address: ___________________________________________<br />
Business Phone Number: ______________________________________<br />
Date:______________________________________________________
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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CITY OF URBANA<br />
HUMAN RELATIONS DIVISION<br />
400 SOUTH VINE ST.<br />
URBANA, ILLINOIS 61801<br />
(217) 384-2466 (phone); 384-2426 (fax)<br />
terent@city.urbana.il.us<br />
Office Use Only (9/09)<br />
Requested by:<br />
Approved by:<br />
Certification<br />
Date:<br />
Certificate Expiration Date:<br />
Date:<br />
Date:<br />
EQUAL EMPLOYMENT OPPORTUNITY (E.E.O.) WORKFORCE STATISTICS FORM<br />
Please complete the sections below as instructed. Failure to properly complete this form may<br />
result in a delay or denial <strong>of</strong> eligibility to bid or do business with the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>.<br />
Section I. Identification<br />
1. Company Name and Address:<br />
Name:<br />
d/b/a:<br />
Address:<br />
<strong>City</strong>/State/Zip:<br />
Telephone Number(s) include area code:<br />
Check one <strong>of</strong> the following<br />
Corporat<br />
ion<br />
FEI Number:<br />
Partnership<br />
Individual<br />
Proprietorship<br />
Social Security Number:<br />
Limited<br />
Liability Corp.<br />
2. Name and Address <strong>of</strong> the Company’s Principal Office (answer only if not the same as<br />
above)<br />
Name:<br />
Address:<br />
<strong>City</strong>/State/Zip<br />
3. Major activity <strong>of</strong> your company (product or service):<br />
4. Project on which your company is bidding (if known):
Street and Public Property Tree Inventory and Tree Inventory Data Management S<strong>of</strong>tware<br />
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Request for Proposals <strong>RFP</strong> <strong>#1112</strong>-<strong>05</strong><br />
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SECTION II. Policies and Practices<br />
Description <strong>of</strong> EEO Policies and Practices YES NO<br />
A. Is it the Company’s policy to recruit, hire, train, upgrade, promote and discipline<br />
persons without regard to race, color, creed, class, national origin, religion, sex, age,<br />
marital status, mental and/or physical disability, personal appearance, sexual<br />
preference, family responsibilities, matriculation, political affiliation, prior arrest,<br />
conviction record, or source <strong>of</strong> income <br />
B. Has someone been assigned to develop procedures, which will assure that the EEO<br />
policy is implemented and enforced by managerial, administrative, and supervisory<br />
personnel If so, please indicate the name and title <strong>of</strong> the <strong>of</strong>ficial charged with this<br />
responsibility.<br />
Name: _________________________________<br />
Title: _________________________________<br />
Telephone: _________________________________<br />
Email: _________________________________<br />
C. Does the company have a written Equal Employment Opportunity plan or<br />
statement Note: If no, a copy <strong>of</strong> an E.E.O statement is enclosed. You must attach<br />
an EEO Statement in order to be considered eligible to do business with the<br />
<strong>City</strong> <strong>of</strong> <strong>Urbana</strong>. Questions (217) 384-2466 or terent@city.urbana.il.us.<br />
D. Has the company developed a written policy statement prohibiting Sexual<br />
Harassment You must attach a copy <strong>of</strong> your company’s Sexual Harassment<br />
Policy in order to be considered eligible to do business with the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>.<br />
E. Have all recruitment sources been notified that the company will consider all<br />
qualified applicants without regard to race, color, creed, class, national origin,<br />
religion, sex, age, marital status, mental and/or physical disability, personal<br />
appearance, sexual preference, family responsibilities, matriculation, political<br />
affiliation, prior arrest, conviction record, or source <strong>of</strong> income<br />
F. If advertising is used, does it specify that all qualified applicants will be considered<br />
for employment without regard to race, color, creed, class, national origin, religion,<br />
sex, age, marital status, mental and/or physical disability, personal appearance,<br />
sexual preference, family responsibilities, matriculation, political affiliation, prior<br />
arrest, conviction record, or source <strong>of</strong> income<br />
G. Has the contractor notified all <strong>of</strong> its sub-contractors <strong>of</strong> their obligations to comply<br />
with the Equal Opportunity requirements either in writing, by inclusion in<br />
subcontracts or purchase orders<br />
H. Is the company a state certified minority/women owned business If yes, please<br />
attach a copy <strong>of</strong> state certification.<br />
I.<br />
Does the company have collective bargaining agreements with labor organizations<br />
J. Have the labor organizations been notified <strong>of</strong> the company’s responsibility to<br />
comply with the Equal Employment Opportunity requirements in all contracts with<br />
the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>
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SECTION III. Employment Information<br />
Please complete the company work force analysis on the bottom <strong>of</strong> this page. Use the number <strong>of</strong> employees as <strong>of</strong> the most recent payroll<br />
period. You must complete this form in its entirety, as instructed and submit your organization’s (1) EEO Statement and (2) Sexual<br />
Harassment Policy in order to be eligible to do business with the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>. For detailed descriptions <strong>of</strong> the Job Classifications<br />
see attached descriptions. If minorities and females are currently under-represented in your workforce, please attach a copy <strong>of</strong> an<br />
explanation <strong>of</strong> your plan to recruit and hire qualified minorities and females.<br />
TABLE A – TOTAL CONTRACTOR/VENDOR WORKFORCE<br />
Job Categories<br />
Officials & Mgrs<br />
Pr<strong>of</strong>essionals<br />
Technicians<br />
Sales Workers<br />
Office & Clerical<br />
Craft Workers<br />
(Skilled)<br />
Operatives<br />
(Semi-Skilled)<br />
Laborers<br />
(Unskilled)<br />
Service Workers<br />
Black or<br />
Overall Totals<br />
White (Not <strong>of</strong><br />
Hispanic Origin)<br />
African-<br />
American (Not <strong>of</strong><br />
Hispanic Origin)<br />
Hispanic or<br />
Latino<br />
Asian or Pacific<br />
Islander<br />
American Indian<br />
or Alaskan<br />
Native<br />
M F M F M F M F M F M F<br />
TOTAL<br />
M = MALE, Column B is sum <strong>of</strong> Rows D, F, H, J and L.<br />
F = FEMALE, Column C is sum <strong>of</strong> Rows E, G, I, K and M.<br />
Date <strong>of</strong> above Data:______________________________<br />
TABLE B* – EMPLOYEES TO BE ASSIGNED TO CONTRACT<br />
Job Categories TOTAL<br />
EMPLOYEES<br />
BLACK<br />
EMPLOYEES<br />
HISPANIC<br />
EMPLOYEES<br />
Officials & Mgrs<br />
Pr<strong>of</strong>essionals<br />
Technicians<br />
Sales Workers<br />
Office & Clerical<br />
Craft Workers<br />
(Skilled)<br />
Operatives<br />
(Semi-Skilled)<br />
Laborers<br />
(Unskilled)<br />
Service Workers<br />
OTHER MINORITY<br />
EMPLOYEES<br />
M F M F M F M F<br />
Totals included under Table<br />
B should be a projection <strong>of</strong><br />
numbers <strong>of</strong> persons to be<br />
employed in the<br />
performance <strong>of</strong> the <strong>City</strong><br />
contract.<br />
For Contractors:<br />
Data provided in Table B<br />
will be verified by worksite<br />
inspections.<br />
TOTAL
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SECTION IV. Certification<br />
By signing below, the company certifies that it has answered all <strong>of</strong> the foregoing<br />
questions truthfully to the best <strong>of</strong> its knowledge and belief and agrees that it/he/she will<br />
comply and abide by the <strong>City</strong> <strong>of</strong> <strong>Urbana</strong>’s Code <strong>of</strong> Ordinances (Section 2-119).<br />
______________________ ___________________________ __________________<br />
Signature Typed Name and Title Tel.<br />
Number<br />
Date<br />
SECTION V. Verification<br />
Prior to submitting this form, please check the answers to the following questions to<br />
verify your completion <strong>of</strong> this form:<br />
1. Did you fill in all <strong>of</strong> the appropriate boxes in the table in Section III, including<br />
the “TOTAL” row<br />
YES ________<br />
NO ___________<br />
2. Have you enclosed your company’s EEO statement.<br />
YES _________<br />
NO ___________<br />
3. Have you enclosed your company’s Sexual Harassment policy.<br />
YES _________<br />
NO ___________
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DEFINITIONS OF TERMS LISTED ON THE WORKFORCE STATISTICS FORM<br />
DESCRIPTION OF RACE/ETHNIC CATEGORIES<br />
Race /ethnic designations as used by the Department do not denote scientific definitions <strong>of</strong> anthropological origins.<br />
For the purposes <strong>of</strong> this report, an employee may be included in the group to which he or she appears to belong,<br />
identifies with, or is regarded in the community as belonging. However, no person should be counted in more than<br />
one race/ethnic group. The race/ethnic categories for this report are:<br />
White (Not <strong>of</strong> Hispanic origin). All persons having origins in any <strong>of</strong> the original peoples <strong>of</strong> Europe, North Africa or<br />
the Middle East.<br />
Black <strong>of</strong> African-American (Not <strong>of</strong> Hispanic origin). All persons having origins in any <strong>of</strong> the Black racial groups<br />
<strong>of</strong> Africa.<br />
Hispanic or Latino. All persons <strong>of</strong> Mexican, Puerto Rican, Cuban, Central <strong>of</strong> South American, or other Spanish<br />
culture or origin, regardless <strong>of</strong> race.<br />
Asian or Pacific Islander. All persons having origins any <strong>of</strong> the original peoples <strong>of</strong> the Far East, Southeast Asia, the<br />
Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the<br />
Philippine Islands and Samoa.<br />
American Indian or Alaskan Native. All persons having origins in any <strong>of</strong> the original peoples <strong>of</strong> North America,<br />
and who maintain cultural identification through tribal affiliation or community recognition.<br />
DESCRIPTION OF JOB CATEGORIES<br />
Each employee should be counted in only one job category. Select the category containing the jobs most similar to<br />
that performed by the employee. The jobs listed in each category are intended to provide an example, not a complete<br />
list, <strong>of</strong> all job titles falling into that category.<br />
Officials and managers. Occupations requiring administrative and managerial personnel who set broad policies,<br />
exercise overall responsibility for execution <strong>of</strong> these policies, and direct individual departments or special phases <strong>of</strong><br />
firm’s operations. Includes: <strong>of</strong>ficials, executives, middle management, plant managers, department managers, and<br />
superintendents, salaried supervisors who are members <strong>of</strong> management, purchasing agents and buyers, railroad<br />
conductors and yard masters, ship captains, mates and other <strong>of</strong>ficers farm operators and managers, and kindred<br />
workers.<br />
Pr<strong>of</strong>essionals. Occupations requiring either college graduation or experience <strong>of</strong> such kind and amount as to provide<br />
a comparable background. Includes: accountants and auditors, airplane pilots and navigators, architects, artists,<br />
chemists, designers, dietitians, editors, engineers, layers, librarians, mathematicians, natural scientist, registered<br />
pr<strong>of</strong>essional nurses, personnel and labor relations specialist, physical scientist, physicians, social scientist, teachers,<br />
surveyors and kindred workers.<br />
Technicians. Occupations requiring a combination <strong>of</strong> basic scientific knowledge and manual skill which can be<br />
obtained through 2 years <strong>of</strong> post high school education, such as is <strong>of</strong>fered in many technical institutes and union<br />
colleges, or through equivalent on-the-job training. Include: computer programmers, drafters, engineering aides,<br />
junior engineers, mathematical aides, licensed, practical or vocational nurses, photographers, radio operators,<br />
scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical science), and kindred<br />
workers.<br />
Sales. Occupations engaging wholly or primarily in direct selling. Includes: advertising agents and sates workers,<br />
insurance agents and brokers, real estate agents, and brokers, stock and bond sales workers, demonstrators, sales<br />
workers and sales clerks, grocery clerks, and cashiers/checkers, and kindred workers.<br />
Office and clerical. Includes all clerical-type work regardless <strong>of</strong> level <strong>of</strong> difficulty, where the activities are<br />
predominantly non manual though some manual work not directly involved with altering or transporting the products<br />
is included. Includes: bookkeepers, collectors (bills and accounts), messengers and <strong>of</strong>fice helpers, <strong>of</strong>fice machine<br />
operators (including computer), shipping and receiving clerks, stenographers, typists and secretaries, telegraph and<br />
telephone operators, legal assistants, and kindred workers.
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Craft workers (skilled). Manual workers <strong>of</strong> relatively high skill level having a thorough and comprehensive<br />
knowledge <strong>of</strong> the processes involved in their work. Exercise considerable independent judgment and usually receive<br />
an extensive period <strong>of</strong> training. Includes: the building trades, hourly paid supervisors and lead operators who are not<br />
members <strong>of</strong> occupations, compositors and typesetters, electricians, engravers, painters (construction and<br />
maintenance), motion picture projectionists, pattern and model makers, stationary hand painters, coaters, bakers,<br />
decorating occupations, and kindred workers.<br />
Operatives (semiskilled). Workers who operate machine or processing equipment or perform other factory-type<br />
duties <strong>of</strong> intermediate skill level which can be mastered in a few weeks and require only limited training. Includes:<br />
apprentices (auto service and stitchers, dryers, furnace workers, heaters, laundry and dry cleaning operatives,<br />
milliners, mine operatives and laborers, motor operators, oilers and greasers (except auto), painters (manufactured<br />
articles), photographic process workers, truck and tractor drivers, knitting, looping, taping and weaving machine<br />
operators, welders and flame cutters, electrical and electronic equipment assemblers, butchers and meatcutters,<br />
inspectors, testers and graders, handpackers and packagers, and kindred workers.<br />
Laborers (unskilled). Workers in manual occupations which generally require no special training who perform<br />
elementary duties that may be learned in a few days and require the application <strong>of</strong> little or no independent judgment.<br />
Includes: garage laborers, car washers and greasers, groundskeepers and gardeners, farmworkers, stevedores, wood<br />
choppers, laborers performing lifting, digging, mixing, loading and pulling operation and kindred workers.<br />
Service workers. Workers in both protective and nonprotective service occupations. Includes: Attendants (hospital<br />
and other institutions, pr<strong>of</strong>essional and personal service, including nurses aides, and orderlies), barbers, charworkers<br />
and cleaners, cooks, counter and fountain workers, elevator operators, firefighters and fire protection, guards,<br />
doorkeepers, stewards, janitors, police <strong>of</strong>ficers and detectives, porters, waiters and waitresses, amusement and<br />
recreation facilities attendants, guides, ushers, public transportation attendants, and kindred workers.