RFP #1112-05 Bid Specifications - City of Urbana

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Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 12 of 34 Selection Process The City will select a contractor utilizing a Quality Based Selection (QBS) process. Critical factors in that selection will include responsiveness of the proposal to this RFP, description of approach to the services, relevant project experience, qualifications of the responding firms and principal assigned staff, readiness to undertake the required services, ability to execute an acceptable written contract, and client references. The City reserves the right to reject any or all proposals, and to request written clarification of proposals and supporting materials. Interviews may be conducted with one or more responsible entities that have submitted proposals in order to clarify certain elements, if such information cannot be satisfactorily obtained over the telephone or via e-mail. The City of Urbana will require that each respondent provide certain statistical data concerning employee composition on race, color, job description and compensation. This information will be reviewed by the City Human Relations Commission to determine compliance with the City’s Equal Employment Opportunity ordinance. The required forms are included as part of the RFP and must be completed and returned with the proposal. Certification/approval by the Urbana Human relations Commission will be required prior to entering into any contract. Financial Stability The contractor shall be financially solvent. The City reserves the right to request information to determine solvency. Award Proposals will be evaluated by an Evaluation Committee. The Evaluation Committee shall have sole power and discretion to determine the qualifications, responsibility and capabilities of Contractors, the reasonableness of price, and other factors. Any decision in this respect shall be binding. Proposals will be evaluated in closed session. INSTRUCTIONS TO CONTRACTORS Proposal Package All sections and attachments of this RFP package are integral to the desired scope of services, and submitted proposals shall take into account the comprehensive nature of the work required. The specifications included in this package describe the services and equipment which the City feels are necessary to meet the performance requirements of the City, and shall be considered the minimum standards expected of the Contractor. The City shall require the successful Contractor to fully comply with the specifications. The Contractor will be chosen based on qualifications, ability to meet the city’s tree inventory and tree inventory software needs. Confidentiality After award of a contract, all responses, documents, and materials submitted by the Contractor pertaining to this RFP will be considered public information and will be made
Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 13 of 34 available for inspection in accordance with the Illinois Freedom of Information Act. However, upon request from the Contractor, the City will determine the validity of written requests for nondisclosure of trade secrets and other proprietary data so identified. Separate Sealed Envelope for Price Sheet The price sheet component of this proposal shall be provided in a separate sealed envelope to be viewed only after contractor selection and shall be used only as a basis for negotiation of final contract amounts. Price sheets of all other contractors other than selected contractor will not be opened unless negotiation of selected contractor is unsuccessful at which time the next selected contractor will be chosen. Proposal Delivery Procedures Sealed proposals shall be delivered to the Office of the Director of Public Works, 706 South Glover Avenue, Urbana, Illinois, 61802, by 1:30 p.m., local time, Friday July 13 2012. Sealed envelopes shall be clearly labeled "Proposal for Street and Public Property Tree Inventory and Tree Inventory Data Management Software System, RFP # 1112-05 with the following information: Contractor's name and address; date and time of proposal opening. Withdrawal of Proposals A written request for the withdrawal of a proposal may be granted if the request is received by the Public Works Director prior to the specified time of proposal opening. However, after a proposal is opened, it will be binding for a period of ninety (90) calendar days. Non-Acceptance of Proposals No proposal shall be accepted from, or contract awarded to, any person, firm or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or has failed to faithfully perform any previous contract with the City. Proposal Opening Procedures The opening of all proposals shall commence immediately after the stated delivery date and time in the second floor conference room of the Public Works Center, 706 South Glover Avenue, Urbana, Illinois, and the names of all Contractors submitting proposals shall be publicly read. All potential Contractors and the public may attend the proposal opening. The City shall then take all proposals under review. Reserved Rights The City reserves the right, at any time and for any reason, to cancel this Request For Proposals, to reject any or all proposals, or to accept an alternate proposal. The City reserves the right to waive any immaterial defect in any proposal. The City may seek clarification from a Contractor at any time and failure to respond promptly is cause for rejection.
Page 1 and 2: Request Date 6/24/2012 CITY OF URBA
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RFP #1112-05 Bid Specifications - City of Urbana

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