City of Chicago - RFP for Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services lyrics

Request for Proposal ("RFP") for Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services Specification No. 112051 Required for use by: City of Chicago (Department of Law) This RFP distributed by: City of Chicago (Department of Procurement Services) All proposals and other communications must be addressed and returned to: Jamie L. Rhee, Chief Procurement Officer, Attention: Altha Riley 312-744-0762, Department of Procurement Services Bid and Bond Room - Room 301, City Hall, 121 North LaSalle Street Chicago, Illinois 60602 A Pre-Proposal Conference will be held on April 12th, 2013 at 10:00 a.m. Central Standard Time, in, City Hall, 11th Floor Room #1103, 121 North LaSalle Street, Chicago, Illinois 60602 Attendance is Non-Mandatory, but encouraged. Most RFPs have a conference where people interested in the RFP can ask questions prior to submitting proposals. Proposals must be received no later than 4:00 p.m., Central Time, on May 31, 2013 Altha Riley, Senior Procurement Specialist, (312) 744-0762 TABLE OF CONTENTS EXHIBITS Exhibit 1: Scope of Services and Time Limits for Performance Exhibit 2: Cost Proposal Exhibit 3: Company Profile Information Exhibit 4: Company References - Client Profile Exhibit 5: Online City of Chicago Economic Disclosure Statement (EDS), Online EDS Acknowledgement Exhibit 6: Contract Insurance Requirements and Insurance Certificate Exhibit 7: City of Chicago Sample Professional Services Agreement REQUEST FOR PROPOSAL ("RFP") MUNICIPAL CODE PRINTING, SALES, WEB HOSTING AND EDITING SUPPLEMENTATION SERVICES, Specification No. 112051 I. GENERAL INVITATION 1.1 Purpose of the Request for Proposal The City of Chicago ("City"), acting through its Department of Law, invites the submission of Proposals for Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services. If you have demonstrated experience in the areas listed above, and you are interested in making your services available to the City of Chicago, you are invited to respond to this RFP. For purposes of this RFP, Chief Procurement Officer ("CPO") means the Chief Procurement Officer for the City of Chicago. "Corporation Counsel" means the chief executive of the Department of Law for the City of Chicago. "Respondents" means the companies or individuals that submit Proposals in response to this RFP. The documents submitted will be referred to as "Proposals." The selected Respondent ("Contractor") shall perform all Services and functions a**ociated with Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services as required in this RFP. The Services contemplated are professional in nature. It is understood that the Contractor acting as an individual, partnership, corporation or other legal entity, is of professional status, licensed to perform in the State of Illinois and licensed for all applicable professional discipline(s) requiring licensing and will be governed by the professional ethics in its relationship to the City. It is also understood that all reports, information, or data prepared or a**embled by the selected Contractor under a contract awarded pursuant to this RFP are confidential in nature and will not be made available to any individual or organization, except the City without the prior written approval for the City. The Contractor must be financially solvent and each of its members if a joint venture, its employees, agents or subcontractors of any tier shall be competent to perform the services required under this RFP document. 1.2 Internet Access to this RFP Respondents may download the RFP and any future addenda from the City's DPS website at the following URL address: www.cityofchicago.org/bids. Paper copies will not be provided. This is a professional service RFP and the City expects qualified vendors to have full access to technology. The City also intends to cut its costs while adhering to environmentally conscious practices, therefore the City will not provide hard copies of this RFP or clarifications and/or addenda. After downloading the RFP, the Respondent must contact the Bid & Bond Room by emailing the Respondent's electronic business card or contact information to bidandbond@cityofchicago.org, referencing Specification No. 112051. Submission of electronic contact information will enable Respondents to receive any future clarifications and/or addenda related to this RFP. The City accepts no responsibility for the timely delivery of materials or for alerting Respondents on posting to the DPS website information related to this RFP. Under no circumstances shall failure to obtain clarifications and/or addenda relieve a Respondent from being bound by any additional terms and conditions in the clarification and/or addenda, or from considering additional information contained therein in preparing a Proposal. Furthermore, failure to obtain any clarification and/or addendum shall not be valid grounds for a protest against award(s) made under this RFP. II. SCOPE OF SERVICES 2.1 Description of Services The Scope of Services that the City seeks to acquire is described in Exhibit 1 of this RFP. The Respondent is expected to expand on this scope in the submitted Proposal, incorporating their expertise and proposed method or approach. 2.2 Term of Contract Any contract awarded pursuant to this RFP solicitation shall be for a base contract period of five (5) years with two (2) options by City to renew for a one (1) year period. III. GENERAL INFORMATION AND GUIDELINES 3.1 Communications Between the City of Chicago and Respondents A. Submission of Questions or Requests for Clarifications Respondents must communicate only with the Department of Procurement Services. All questions or requests for clarification must be in writing, sent by mail, email or fax at 312-744-7679, and directed to the attention of Altha Riley altha.riley@cityofchicago.org Department of Procurement Services, Room 806, City Hall. All questions must be received no later than 4:00 p.m. Central Time, on April 19, 2013. Respondents are encouraged, but not required, to submit questions one (1) week prior to the scheduled Pre-Proposal Conference. The face of each envelope or the cover sheet of the fax must clearly indicate that the contents are "Questions and Request for Clarification" about the RFP, and are "Not a Proposal" and must refer to "Request for Proposal ("RFP") for Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services RFP, Specification No. 112051. No telephone calls. A Respondent that deviates from any of these restrictions may be subject to immediate disqualification from this RFP process. B. Pre-Proposal Conference The City will hold a Pre-Proposal Conference in City Hall, 11th Floor Room 1103 121 North LaSalle Street Chicago, Illinois 60602 at 10:00 a.m. CST on April 12, 2013. All interested parties are invited to attend. The City will answer questions and clarify the terms of the RFP at the Pre-Proposal Conference. The City may respond both to questions raised on the day of the conference and to questions faxed or mailed prior to the deadline for receipt of questions per 3.1 A. 3.2 Deadline And Procedures for Submitting Proposals 1. To be a**ured of consideration, Proposals must be received by the City of Chicago in the City's Bid & Bond Room (Room 301, City Hall) no later than 4:00 p.m. Central Time on May 31, 2013. The Bid & Bond Room can be reached at telephone number 312-744-9773. 2. The City may, but is not required to accept Proposals that are not received by the date and time set forth in Section 3.2.1 above. Only the Chief Procurement Officer ("CPO") is empowered to determine whether to accept or return late Proposals. Failure by a messenger delivery service or printing service to meet the deadline will not excuse the Respondent from the deadline requirement. Hand-carried Proposals must be placed in the depository located in the Bid and Bond Room located in Room 301, City Hall. The time of the receipt of all Proposals to this RFP will be determined solely by the clock located in the Bid and Bond Room of City Hall. It is Respondent's sole responsibility to ensure that the Proposal is received as required. 3. Proposals must be delivered to the following address: Jamie L. Rhee, Chief Procurement Officer Department of Procurement Services Bid and Bond Room Room 301, City Hall 121 North LaSalle Street Chicago, Illinois 60602 4. Respondent must submit 1 hardcopy original, 4 electronic copies (on USB-drive or CD-ROM) original and 4 duplicate hard copies of the Proposal. The original documents must be clearly marked as "ORIGINAL", and must bear the original signature of an authorized corporate agent on all documents requiring signature. Respondent must enclose all documents in sealed envelopes or boxes. 5. The outside of each sealed envelope or package must be labeled as follows: Proposal Enclosed Request for Proposals (RFP) for Municipal Code Printing, Sales, Web Hosting, and Editing Supplementation Services Specification No. 112051 Due: 4:00 p.m. Central Time, May 31, 2013 Submitted by: (Name of Respondent) Package ____ of ____ 3.3 RFP Information Resources Respondents are solely responsible for acquiring the necessary information or materials. Information for preparing a response to this RFP can be located in the following areas of the City's website: www.cityofchicago.org/Procurement 3.4 Links to resources Search MBE/WBE Directory Database Pre-Bid/Proposal Conference Attendees Addendums and Exhibits, if any. Procurement Timetable The timetable for the RFP solicitation is summarized below. Note that these are target dates and are subject to change by the City. Key Activity - Target Date March 29, 2013 - City Issues RFP April 19, 2013 - Pre-Proposal Conference Pre-Conference Questions Due - April 12, 2013 Proposals Due - May 31, 2013 3.5 Confidentiality Respondent may designate those portions of the Proposal, which contain trade secrets or other proprietary data that must remain confidential. If a Respondent includes data that is not to be disclosed to the public for any purpose or used by the City except for evaluation purposes, the Respondent must: A. Mark the title page as follows: "This RFP Proposal includes trade secrets or other proprietary data ("data") that may not be disclosed outside the City and may not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate this Proposal. The data subject to this restriction are contained in sheets (insert page numbers or other identification)." The City, for purposes of this provision, will include any consultants a**isting in the evaluation of Proposals. If, however, a contract is awarded to this Respondent as a result of or in connection with the submission of this data, the City has the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the City's right to use information contained in the data if it is obtained from another source without restriction. B. Mark each sheet or data to be restricted with the following legend: "Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this Proposal." All submissions are subject to the Freedom of Information Act. IV. PREPARING PROPOSALS: REQUIRED INFORMATION Each Proposal must contain all of the following documents and must conform to the following requirements: 4.1 Format of Proposals Proposals must be prepared on 8 1/2 " X 11" letter size paper (preferably recycled),printed double-sided, and bound on the long side. The City encourages using reusable, recycled, recyclable and chlorine free printed materials for bids, proposal, reports and other documents prepared in connection with this solicitation. Expensive papers and bindings are discouraged, as no materials will be returned. Submit 1 hardcopy original, 4 electronic copies (on USB-drive or CD-ROM) and 4 duplicate hard copies of the Proposal. Sections should be separated by labeled tabs and organized in accordance with subject matter sequence as set forth below. Each page of the Proposal must be numbered in a manner so as to be uniquely identified. Proposals must be clear, concise and well organized. 4.2. Required Content of Proposals Respondents are advised to adhere to the submittal requirements of the RFP. Failure to comply with the instructions of this RFP may be cause for rejection of the non-compliant Proposal. Respondent must provide information in the appropriate areas throughout the RFP. By submitting a response to this RFP, you are acknowledging that if your Proposal is accepted by the City, your Proposal and related submittals may become part of the contract. At a minimum, the Proposal must include the following items: 1. Cover Letter Respondent(s) must submit a cover letter signed by an authorized representative of the entity committing Respondent to provide the Services as described in this RFP in accordance with the terms and conditions of any contract awarded pursuant to the RFP process. The cover letter must: (i) Indicate the number of years the entity has been in business, and provide an overview of the experience and background of the entity and its key personnel committed to the Chicago account. (ii) Identify the legal name of the entity, its headquarters address, its principal place of business, its legal form (i.e., corporation, joint venture, limited partnership, etc.), and the names of its principals or partners and authority to do business in Illinois. (iv) (iii) Indicate the name and telephone number(s) of the principal contact for oral presentation or negotiations. (v) Include a statement of any objections or comments, to the sample City of Chicago Professional Services Agreement containing some of the terms that the City requires as stipulated in Exhibit 7 of this RFP. (vi) Acknowledge receipt of Addendum issued by the City, if any. 2. Executive Summary Respondent must provide an executive summary which explain its understanding of the City's intent and objectives and how their Proposal would achieve those objectives. The summary must discuss Respondent's strategy and methodology for successfully implementing and monitoring the Services, approach to project management; strategies, tools and safeguards for ensuring performance of all required Services; equipment, software and firmware considerations; training and ongoing support; and any additional factors for the City's consideration. 3. Professional Qualifications and Specialized Experience of Respondent and Key Personnel Committed to the Chicago Account If Respondent proposes that major portions of the work will be performed by different key personnel, Respondent must provide the required information as described below for each such key personnel. A. Company Profile Information (See Form in Exhibit 3) Identify participants in Respondent's "Key Personnel." For example if Respondent is a business entity that is comprised of more than one legal participant (e.g., Respondent is a general partnership, joint venture, etc.) then Respondent must identify or cause to be identified all participants involved, their respective ownership percentages, and summarize the role, degree of involvement, and experience of each participant separately. If Respondent has a prime contractor/subcontractor relationship instead, this information regarding role, involvement and experience is also required for any subcontractor that is proposed to provide a significant portion of the work. Provide a chronological history of all mergers and/or acquisitions involving the Respondent key personnel, including all present and former subsidiaries or divisions and any material restructuring activities, if applicable. Include any such forthcoming actions, if such disclosure has already been made generally available to the public and is permitted by law. If Respondent is a joint venture, attach a copy of the joint venture agreement signed by an authorized officer of each joint venture partner. Each partner must execute: (i) Separate Economic Disclosure Statement and Affidavit ("EDS") completed by each partner and one in the name of the joint venture as shown in Exhibit 5. (ii) Insurance certificate in the name of the joint venture business entity. B. Company References/Client Profile (See Form in Exhibit 4) Respondent must provide a minimum of 3 references, preferably at least one from a municipality or government agency related to a contract of similar scope and magnitude as described in this RFP. Experience will not be considered unless complete reference data is provided. At a minimum, the following information must be included for each client reference: Client name, address, contact person name, telephone, and fax number. Description of services provided similar to the services outlined in Exhibit 1, Scope of Services of this RFP. Nature and extent of Respondent's involvement as the prime contractor. Identify services, if any, subcontracted, and to what other company. Total dollar value of the contract. Contract term (Start and Expiration). All client reference information must be supported and verified. Reference contacts must be aware that they are being used and agreeable to City interview for follow-up. The City may solicit from previous clients, including the City of Chicago, or any available sources, relevant information concerning Respondent's record of past performance. C. Business License/Authority to do Business in Illinois Respondent must provide copies of appropriate licenses or certifications required of any individual or entity performing the services described in this RFP in the City of Chicago, County of Cook and State of Illinois, for itself, its partners and its subcontractors, including evidence that Respondent is authorized by the Secretary of State to do business in the State of Illinois. Provide copies with the Proposal submission. These requirements will vary depending upon the circumstances of each Respondent. See the Department of Business Affairs and Consumer Protection (BACP) website for additional information: www.cityofchicago.org/businessaffairs If required by law, Respondents are required to have an Illinois Business License. See the State of Illinois, Department of Business Services website for additional information: (http://www.cyberdriveillinois.com/). Additionally, visit the State of Illinois' Division of Professional Regulation for information regarding the State of Illinois' Professional Certifications: http://www.idfpr.com/DPR/. D. Capacity to Perform City Program Respondent must provide a summary of current and future projects and commitments and include projected completion dates. Describe how any uncompleted projects and/or contractual commitments to other clients will affect your ability to deliver Services, capacity to perform within City's timeline and affect dedicated resources committed to the City's program. Identify what percentage of the Services will be performed utilizing your own workforce, equipment and facilities. What percentage of the work will be subcontracted? 4. Professional Qualifications and Specialized Availability of Committed Key Personnel. Respondent must provide a summary who will be dedicated to the Services described in this RFP. For each person identified, describe the following information: Title and reporting responsibility. Proposed role in this program, including the functions and tasks for which they will have prime responsibility (also indicate areas of secondary responsibility, if appropriate) Pertinent areas of expertise and past experience Base location (local facility, as applicable) Resumes or corporate personnel profiles which describe their overall experience and expertise. 5. Implementation Plan Respondent must provide a comprehensive and detailed plan for implementing Services as outlined in Exhibit 1, Scope of Services in this RFP. Each Respondent will be evaluated on its overall strategy, methodology, timetable and approach to service delivery and meeting the City's requirements. The implementation plan must include, but not be limited to, the following: A. Approach to Implementing Services The plan must address your approach to implementing and managing the Services described in this RFP. Describe your policies and procedures for implementing services for clients, quality control checks, and project management. Describe your program support and reporting/recommendation services, including your approach to overcoming obstacles, if any, and troubleshooting to resolve problems. B. Organization Chart Submit an organization chart which clearly illustrates all firms (joint venture partners, if any, subcontractors); their relationship in terms of proposed Services; and key personnel involved and the following information: (i) A chart which identifies not only the proposed organizational structure, but also key personnel by name and title. Staffing levels of each organizational unit should be estimated. (ii) The specific role of each of the firms in a team or joint venture for each task/work activity must be described. C. Dedicated Resources (i) Describe facilities, equipment, personnel, communication technologies and other resources available for implementing the proposed Services. (ii) Staffing requirements. Provide an a**essment of staffing needs for each major activity area by job title and function. The a**essment should include full-time equivalents for professional staff and supervisors committed to the City of Chicago. Specify if the a**igned personnel will be on a full or part-time basis. Specify how each employee turnover will be handled (i.e. Sick, vacation, leave of absence, etc.) 6. Cost Proposal The City is requesting information regarding the costs for the Services required. In Exhibit 2, provide detail for the price schedule options indicated. The Respondent is responsible for disclosing any charges or fees that the City would incur with the Respondent, before, during, and after the implementation. Proposals that fail to include complete cost information will be rejected as incomplete and deemed non-responsive. For purposes of comparing costs between Respondents, Respondent should not deviate from the compensation methods outlined in Exhibit 2. The City reserves the right to negotiate a final fixed price, terms, and conditions with the selected Respondent. 7. Minority and Women Business Enterprises Commitment The City of Chicago's Minority and Women Business Enterprise (MBE/WBE) program is designed to promote businesses that are owned at women and minorities. To qualify, a businesses must be at least 51% owned by a minority or woman. These businesses must also certify with the city before being able to participate in the program. The city will designate what percentage of this RFP is required to be conducted by MBE/WBEs. These can vary depending on the nature and size of the work to be done. See this site for more information. The Chief Procurement Officer has determined that the nature of the services to be provided under this Contract are such that neither direct nor indirect subcontracting opportunities will be practicable. Therefore, there will be no stated goals for MBE/WBE participation resulting from this Contract. This determination is being made pursuant to Section 2-92-450 of the Municipal Code of Chicago. 8. Financial Statements Respondent must provide a copy of last three (3) years financial statements. Respondents that are comprised of more than one entity must include financial statements for each entity. The City reserves the right to accept or reject any financial documentation other than the financial statements requested by this section. If Respondent is unable to provide audited financial statements, state the reasons in your Proposal response and provide financial documentation in sufficient detail to enable the City to a**ess the financial condition of your company. Sufficient alternate documentation would be un-audited financial statements from those Respondents not required to have their financial statements audited, at a minimum, the statements need to be the balance sheets and income statements (or equivalent) for the requested three years. Assets/liabilities and income/expenses must be presented in adequate detail for the City to a**ess the financial condition of the Respondent. 9. Economic Disclosure Statement and Affidavit ("EDS"). Respondent shall submit a completed and executed Economic Disclosure Statement and Affidavit and Appendix A. See Online City of Chicago EDS Instructions and Attachment A Online EDS Acknowledgement in Exhibit 5. If Respondent is a business entity other than a corporation, then each member, partner, etc., of Respondent must complete an EDS, as applicable, per the instructions on the EDS form. In addition, any entity that has an interest in Respondent or in one or more of its members, partners, etc., and is required pursuant to the Municipal Purchasing Act for Cities of 500,000 or More Population (65 ILCS 5/8-10-8.5) . or Chapter 2-154 of the Municipal Code of Chicago to provide a disclosure must submit a completed and executed EDS as an "entity holding an interest in an Applicant" as described in the EDS. All affidavits must be notarized. Upon completion of Online EDS, Respondent shall submit a copy of 2 documents with their proposal: 1) Certificate of Filing printed from system and 2) Hardcopy of the executed Attachment A, Online EDS Acknowledgement form in lieu of hardcopy EDS forms. Subcontractors may be asked, at the City's discretion, to provide an EDS during the evaluation process. 10. Legal Actions Respondent must provide a listing and a brief description of all material legal actions, together with any fines and penalties (i) Respondent or any division, subsidiary or parent entity of Respondent, or (ii) any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation, has been A) A debtor in bankruptcy; or B) A plaintiff or defendant in a legal action for deficient performance under a contract or violation of a statute or related to service reliability; or C) A respondent in an administrative action for deficient performance on a project or in violation of a statute or related to service reliability; or D) A defendant in any criminal action; or E) A named insured of an insurance policy for which the insured has paid a claim related to deficient performance under a contract or in violation of a statute or related to service reliability; or F) A principal of a bond for which a surety has provided contract performance or compensation to an obligee of the bond due to deficient performance under a contract or in violation if a statute or related to service reliability; or G) A defendant or respondent in a governmental inquiry or action regarding accuracy of preparation of financial statements or disclosure documents. The City reserves the right to request similar legal action information from Respondent's team members during the evaluation process. 11. Insurance Prior to contract award, the Contractor will be required to submit evidence of insurance in the amounts specified in the attached Exhibit 6. V. EVALUATING PROPOSALS An Evaluation Committee, which will include representatives from the Department of Law, Department of Buildings, Department of Housing and Economic Development, Clerk's Office and the Department of Procurement Services and may include representatives of other departments of the City ("Evaluation Committee" or "EC") will review and evaluate the Proposals, as described below. In evaluating Proposals, the EC will first consider the completeness and responsiveness of the Respondent's Proposal. The Proposal evaluation process is organized into three phases: Phase I - Preliminary Proposal Assessment Phase II - Proposal Evaluation Phase III - Site Visits and/or Oral Presentations (if necessary) Phase I - Preliminary Proposal Assessment Phase I will involve an a**essment of the Respondent's compliance with and adherence to all submittal requirements requested in Section 4.2., Required Content of the Proposal. Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the EC, be rejected from further consideration due to "non-responsiveness" and rated Non-Responsive. Proposals providing responses to all sections will be eligible for detailed an*lysis in Phase II, Proposal Evaluation. Phase II - Proposal Evaluation In Phase II, the EC will evaluate the extent to which a Respondent's Proposal meets the program objectives set forth in the RFP. Phase II will include a detailed an*lysis of the Respondent's qualifications, experience, proposed implementation plan, cost proposal and other factors based on the evaluation criteria outlined in Section V, Evaluating Proposals. As part of the evaluation process, the EC will review the information required by Section IV, for each Proposal received. The EC may also review other information gained by checking references and by investigating the Respondent's financial condition. The City reserves the right to seek clarification of any information that is submitted by any Respondent in any portion of its Proposal or to request additional information at any time during the evaluation process. Any material misrepresentation made by a Respondent may void the Proposal and eliminate the Respondent from further consideration. The City reserves the right to enlist independent consulting services to a**ist with the evaluation of all or any portion of the Proposal responses as it deems necessary. In addition, the Evaluation Committee will review the Respondent's Proposal to determine overall responsiveness and completeness of the Proposal with respect to the components outlined in the RFP using the following criteria (not necessarily listed in order of importance): A. Professional Competence: Professional Qualifications and Specialized Experience of Respondent and Key Personnel with emphasis on specific experience on projects of similar scope and magnitude as outlined in Exhibit 1, Scope of Services of the RFP. Past and Current Performance of the Respondent on other contracts in terms of quality of services and compliance with budgets and performance schedules. The Committee may solicit from current and/or previous clients including the City of Chicago, other government agencies, or any available sources, relevant information concerning the Respondent's record of performance. B. Professional Qualifications and Specialized Experience of Respondent's Key Personnel and Local Availability of Key Personnel with emphasis on specific experience on projects of similar scope and magnitude as outlined in Exhibit 1, Scope of Services of the RFP. C. Quality, Comprehensiveness and Adequacy of the proposed Implementation Plan including its responsiveness and understanding of the needs of the City of Chicago and how the City's program may be best accomplished. The Evaluation Committee will review each Proposal for the Respondent's understanding of the objectives of the Services and how these objectives may be best accomplished. Each Respondent will be evaluated on their overall strategy, methodology and approach to meeting the City's program objectives. D. Legal Actions The EC will consider any legal actions, if any, against Respondent and any division, subsidiary or parent company of Respondent, or against any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation. F. Financial Stability The EC will consider the financial condition of Respondent. Respondent must be financially stable to ensure performance over the duration of the contract. G. Compliance with Laws, Ordinances, and Statutes. The EC will consider Respondent's compliance with all laws, ordinances, and statutes governing the contract. H. Degree to which Respondent accepts City's Terms and Conditions in the sample Professional Services Agreement in Exhibit 7 enabling the City to successfully negotiate a contract. I. Cost Proposal relative to information provided in Exhibit 2. J. Conflict of Interest The EC will consider any information regarding Respondent, including information contained in Respondent's Proposal, that may indicate any conflicts (or potential conflicts) of interest which might compromise Respondent's ability to satisfactorily perform the proposed Services or undermine the integrity of the competitive procurement process. If any Respondent has provided any services for the City in researching, consulting, advising, drafting or reviewing of this RFP or any services related to this RFP, such Respondent may be disqualified from further consideration. SELECTION PROCESS After the Evaluation Committee ("EC") completes its review of Proposals in Phase II, it may submit to the Corporation Counsel of the Law Department and Chief Procurement Officer a recommended short list of Respondents (Phase III), or the EC may forego Phase III and submit a recommendation to select one Respondent, or a recommendation to reject any or all Proposals. Phase III- Oral Presentations and/or Site Visit If the EC submits a short list of Respondents for further review, then, in the sole discretion of the Chief Procurement Officer, those short-listed Respondents may be subject to a site visit and/or invited to appear before the Evaluation Committee for an oral presentation to clarify in more detail information what was submitted in Respondent's Proposal; and/or to ask Respondent to respond to additional questions. Afterwards, the Evaluation Committee will make a final evaluation, including a final ranking of the Respondents, and will submit a recommendation for one Respondent to the Corporation Counsel In this case the head of the Department of Law. If the Corporation Counsel makes a vendor selection recommendation, the recommendation will be forwarded to the Chief Procurement Officer for authorization to enter into contract negotiations with the selected Respondent. The City will require the selected Respondent to participate in contract negotiations. The City's requirement that the selected Respondent negotiate is not a commitment by the City to award a contract. If the City determines that it is unable to reach an acceptable contract with the selected Respondent, including failure to agree on a fair and reasonable cost proposal for the Services or any other terms or conditions, the Corporation Counsel may ask the Chief Procurement Officer to terminate negotiations with the selected Respondent, and to negotiate with any of the other qualified Respondents, until such time as the City has negotiated a contract meeting its needs. The City reserves the right to terminate this RFP solicitation at any stage if the Chief Procurement Officer determines this action to be in the City's best interests. The receipt of Proposals or other documents will in no way obligate the City of Chicago to enter into any contract of any kind with any party. VII. ADDITIONAL DETAILS OF THE RFP PROCESS 7.1 Addenda If it becomes necessary to revise or expand upon any part of this RFP, an addendum will be sent to all of the prospective Respondents listed on the "Take Out Sheet" prior to the Proposal due date. Prospective Respondents are automatically listed when they sign or leave a business card for a copy of the RFP package in the Bid and Bond Room. Each addendum is incorporated as part of the RFP documents, and the prospective Respondent must acknowledge receipt. The addendum may include, but will not be limited to, the following: Responses to questions and requests for clarification sent to the Department of Procurement Services according to the provisions of Section 3.1 A herein; or Responses to questions and requests for clarification raised at the Pre-Proposal Conference or by the deadline for submission of questions. 7.2 City's Rights to Reject Proposals The City of Chicago, acting through its Chief Procurement Officer, reserves the right to reject any and all Proposals that do not conform to the requirements set forth in this RFP; or that do not contain at least the information required by Section IV. If no Respondent is selected through this RFP process, then the Chief Procurement Officer may utilize any other procurement method available under the Municipal Purchasing Act and the Municipal Code of Chicago, to obtain the Services described here. 7.3 No Liability for Costs The City is not responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors or other interested parties in connection with the RFP process, including but not limited to costs a**ociated with preparing the Proposal and/or participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. 7.4 Prohibition on Certain Contributions - Mayoral Executive Order No. 2011-4 No Contractor or any person or entity who directly or indirectly has an ownership of beneficial interest in Contractor of more than 7.5% ("Owners"), spouses and domestic partners of such Owners, Contractor's Subcontractors, any person or entity who directly or indirectly has an ownership or beneficial interest in any Subcontractor of more than 7.5% ("Sub-owners") and spouses and domestic partners of such Sub-owners (Contractor and all the other preceding cla**es of persons and entities are together, the ("Identified Parties"), shall make a contribution of any amount to the Mayor of the City of Chicago (the "Mayor") or to his political fundraising committee during (i) the bid or other solicitation process for this Contract or Other Contract, including while this Contract or Other Contract is executory, (ii) the term of this Contract or any Other Contract between City and Contractor, and/or (iii) any period in which an extension of this Contract or Other Contract with the City is being sought or negotiated. Contractor represents and warrants that since the date of public advertisement of the specification, request for qualifications, request for proposals or request for information (or any combination of those requests) or, if not competitively procured, from the date the City approached the Contractor or the date the Contractor approached the City, as applicable, regarding the formulation of this Contract, no Identified Parties have made a contribution of any amount to the Mayor or to his political fundraising committee. Contractor shall not: (a) coerce, compel or intimidate its employees to make a contribution of any amount to the Mayor or to the Mayor's political fundraising committee; (b) reimburse its employees for a contribution of any amount made to the Mayor or to the Mayor's political fundraising committee; or (c) bundle or solicit others to bundle contributions to the Mayor or to his political fundraising committee. Employees can donate of their own volition, but the owner can't force his employees to donate to try to get around the "no donating rule" The Identified Parties must not engage in any conduct whatsoever designed to intentionally violate this provision or Mayoral Executive Order No. 2011-4 or to entice, direct or solicit others to intentionally violate this provision or Mayoral Executive Order No. 2011-4. Violation of, non-compliance with, misrepresentation with respect to, or breach of any covenant or warranty under this provision or violation of Mayoral Executive Order No. 2011-4 constitutes a breach and default under this Contract, and under any Other Contract for which no opportunity to cure will be granted. Such breach and default entitles the City to all remedies (including without limitation termination for default) under this Contract, under Other Contract, at law and in equity. This provision amends any Other Contract and supersedes any inconsistent provision contained therein. If Contractor violates this provision or Mayoral Executive Order No. 2011-4 prior to award of the Contract resulting from this specification, the CPO may reject Contractor's bid. For purposes of this provision: "Other Contract" means any agreement entered into between the Contractor and the City that is (i) formed under the authority of MCC Ch. 2-92; (ii) for the purchase, sale or lease of real or personal property; or (iii) for materials, supplies, equipment or services which are approved and/or authorized by the City Council. "Contribution" means a "political contribution" as defined in MCC Ch. 2-156, as amended. "Political fundraising committee" means a "political fundraising committee" as defined in MCC Ch. 2-156, as amended. 7.5 False Statements (a) 1-21-010 False Statements Any person who knowingly makes a false statement of material fact to the city in violation of any statute, ordinance or regulation, or who knowingly falsifies any statement of material fact made in connection with an application, report, affidavit, oath, or attestation, including a statement of material fact made in connection with a bid, proposal, contract or economic disclosure statement or affidavit, is liable to the city for a civil penalty of not less than $500.00 and not more than $1,000.00, plus up to three times the amount of damages which the city sustains because of the person's violation of this section. A person who violates this section shall also be liable for the city's litigation and collection cost and attorney's fees. The penalties imposed by this section shall be in addition to any other penalty provided for in the municipal code. (Added Coun. J. 12-15-04, p. 39915, ? 1) (b) 1-21-020 Aiding and Abetting. Any person who aids, abets, incites, compels or coerces the doing of any act prohibited by this chapter shall be liable to the city for the same penalties for the violation. (Added Coun. J. 12-15-04, p. 39915, ? 1) C 1-21-030 Enforcement. In addition to any other means authorized by law, the corporation counsel may enforce this chapter by instituting an action with the department of administrative hearings. (Added Coun. J. 12-15-04, p. 39915, ? 1) EXHIBIT 1 SCOPE OF SERVICES Exhibit 1 is Scope of Services The Services that the Contractor shall provide include but are not limited to, those described below. This description of Services is intended to be general in nature and is neither a complete description of the Contractor's Services nor a limitation on the Services which the Contractor is to provide. A. DESCRIPTION OF CODE SETS The Code Sets are published as three standalone versions, distinguished as follows: 1. BUILDING INDUSTRY VERSION CODE (three volume set organized within 3" swing hinge binders) The Building Industry Version Code is a compilation of the City of Chicago Building Code (City of Chicago Municipal Code Title 18) and related excerpts from other Titles of the City of Chicago Municipal Code. The Code includes 35 separate divisions; 27 which have active content and 8 which are reserved. Volume 1: 1,120 current page count Volume 2: 1,136 current page count Volume 3: 852 current page count TOTAL BUILDING CODE: 3,108 current page count 2. MUNICIPAL CODE (three volume set organized within 4"- 6" expandable post binders) The Municipal Code is the standard Code Set for the City of Chicago. The Code includes 18 separate titles; 17 which are active and one which is reserved. Volume 1: 2,078 current page count Volume 2: 1,806 current page count Volume 3: 2,264 current page count TOTAL MUNICIPAL CODE: 6,148 current page count 3. ZONING CODE (one volume set organized within 2" swing hinge binder) The Zoning Code comprises Title 16 and Title 17 of the City of Chicago Municipal Code, with Zoning and Land Use Related Tables and Index. Volume 1: 522 current page count TOTAL ZONING CODE: 522 current page count The Contractor will replicate content and format of all current versions of the Code Sets so that these may be reprinted as specified in the Agreement. The Contractor shall be able to immediately update the Code Sets by incorporating and publishing supplements containing new ordinances and amendments to the Code Sets enacted by the City Council of the City ("City Council"). The Contractor must also provide electronic versions of the Code Sets as specified herein. The City shall retain all rights to published materials pertaining to the Code Sets. Upon termination of the agreement, Contractor shall provide to the City electronic copies of all Code formats as requested by the City. Formats will be provided at no additional cost to the City. B. REPLICATION / REPRINTING OF ENTIRE CODE SET City to Furnish Source Document. The City will furnish Contractor with thee Source Document, hard copy format, as well as Folio Views, and Rich Text electronic formats for use in the reprinting of the current Code Set versions. Current Versions. The Contractor shall be able to reproduce copies of the entire most current versions of the Code Sets within ten (10) calendar days of entering into an agreement. There will be no charge to the City for this service. These shall be available for purchase by the City or the general public within fifteen (15) calendar days of entering into an agreement. If bound copies of the Code Sets are requested by any party, the Code Sets shall be bound as distinguishable from the sample Code Sets available or approved equivalent. Covers will be imitation leather in color, lettering and logo as distinguishable from sample Code Sets available. PRINTING OF CODE EXCERPTS Code Set excerpts shall be printed in velobound binder with black, eleven pin closeable spine, 50% recycled/30% post-consumer plastic. Covers will be clear plastic laminate, with square corners, minimum 7 mil, 50% recycled/30% post-consumer plastic. SUPPLEMENT SERVICE 1. General Procedures. Contractor shall maintain a loose leaf supplement service for ordinances of general applicability and amendments to the Code Sets pa**ed by the City Council. The Contractor shall create captions for the beginning of each Code Set section, briefly summarizing that section and shall create or update history notes that detail the history of the ordinance from enactment to the latest amendment or repeal. The Contractor shall update all notes, the table of contents, the code locator table that cross-references the current Code Set chapters with the 1990 version of the Code, the cross-reference table that cross-references the current Code sections with the 1990 version of the Code, and provides legislative history of the ordinances, the ordinance list that lists Code amendments and additions by date, and the cumulative index, as necessary. The Contractor shall review and proofread the supplements for typographical errors. The Corporation Counsel or his designee shall a**ist the Contractor in resolving all editorial questions that arise in preparation of the supplements. Contractor shall only accept claims of errata from the Corporation Counsel or his designee. The Contractor shall include with each supplement filing instructions for the user, which describe how to incorporate the supplement into the Code Sets. 2. Printing. The Contractor shall print supplements and shall make the supplements available for sale to the general public. 3. Ordinances/Amendments to be Furnished by the City. The City Clerk will serve as the official source for Contractor to obtain copies of new ordinances and amendments that are to be included in the Code Sets. The City Clerk will make available a packet of the proceedings to Contractor prior to each City Council meeting. However, Contractor is responsible for establishing protocols with the City Clerk to obtain such information and also verify that such information is accurate and that Contractor is notified of any edits or amendments to materials up through pa**age by City Council. Contractor is responsible for contacting th e appropriate City employee(s) to verify that no additional edits have been made to the respective journal proceedings before and up through pa**age of any respective actions contained in the journal proceedings. 4. Schedule. Contractor will publish supplements quarterly (03/31, 06/30, 09/30, 12/31), unless a different schedule is authorized in writing by the Corporation Counsel or his designee. Each internal subscriber shall receive the hard copy supplement(s) as prescribed on the distribution list. Contractor will work with City to ensure that the distribution list is updated prior to the distribution of each supplement interval. Each printed supplement will include the hard copy supplement's publication date. 5. Format. Contractor will keep the Code Sets up-to-date by the publication of Supplements which will contain the new ordinances and amendments retrieved from the City. Supplements shall be created in a format identical to the current format used for all Code Sets. To prepare the new ordinances and amendment for publication, Contractor will perform the content review, editorial work, typesetting, proofing, indexing and printing described more fully below. 6. Editorial Scrutiny. A member of the editorial staff of Contractor will study each new ordinance and perform the Services specified in this Agreement. 7. Supplement Editorial Work. A) Editorial Notes. Contractor will perform Editorial Work on all Supplements and will prepare and append appropriate editorial notes as deemed necessary by Contractor. Contractor will include as appropriate any State law references appended to the new ordinances or amendments by the Corporation Counsel or her designee. B) Index and Tables. When new ordinances or amendments necessitate changes in the Indexes, Tables of Contents and Comparative Tables, Contractor will prepare appropriate entries and print or reprint the necessary pages of the Indexes and Tables to include the new entry. C) Cross References and Footnotes. Contractor will prepare cross references and footnotes to tie together related sections of the Code Sets. Cross references within the text of an ordinance are the responsibility of the City. D) Historical Notes. Contractor will prepare a historical note for each section of the Code Sets affected by the ordinance or amendment. The note will identify the ordinance by reference to the date and pages of the of the City Council Journal of Proceedings in which it appears, together with any information regarding repeal, effective date, or other information pertaining to the scope or effect of the ordinance or amendment. E) Chapter an*lysis. When necessitated by new ordinances or amendments, Contractor will revise the detailed an*lysis that precedes each chapter of the Code Sets and that lists the articles, divisions, and sections contained therein. F) Indentation. Contractor will amend and provide a consistent indentation and numbering scheme when preparing supplements to the Code Sets, consistent with the current scheme provided. G) State Law References. When necessitated by new ordinances or amendments, Contractor will amend the statutory reference in the appendices area located in the back of the Code Sets. H) Tabular Matter. Contractor will include within the Supplements any tables, drawings, designs, Algebra formulae, or other material which require engraved cuts or special methods of reproduction at no additional cost to the City. I) Comparative Tables. When necessitated by new ordinances or amendments, Contractor will amend the comparative table listing the ordinances included in the Code Sets, in chronological sequence, and setting out the location of such ordinances in the Code Sets. J) Quick Reference Index. When necessitated by new ordinances or amendments, Contractor will amend the quick reference index in the index area located in the back of the Code Sets. Supplement Copies, Distribution &; Format A) Copies. Contractor will print and distribute supplements to all City of Chicago internal subscribers. The current count of subscribers is 46 for the Building Industry Code Set, 191 for the City of Chicago Municipal Code Set, and 137 for the Zoning Code Set. The City will not be responsible for payment of any shipping and handling charges. Distribution count is subject to change. Supplements shall be printed on 50 lb. white offset book paper, 30% postconsumer recycled or equivalent. B) Page Format. The page size and format for the Code Sets and supplements will be 8.5 x 11 inches, in a double-sided, double-column format. C) Fontage and Size. Contractor will print the Code Sets in a Times New Roman 11 font type with boldface catch lines. Notes, the code locator table, the cross-reference table and the ordinance list are in 10 point type, and the table of contents is in 10 point boldface type. The cumulative index is in 8 point type. D) Separator tabs. Contractor will furnish separator tab sheets (mylar tabs,printed both sides) with supplements for the respective bound Code Set, as needed. The tabs will reflect and will be placed at the beginning of the major divisions of the respective Code Set, including the table of contents, index and chapters. E) Instruction Sheet. Contractor will include within each Supplement a page of filing instructions for removal of the obsolete pages and insertion of the new pages. The latest ordinance included in the published Supplement will be noted in boldface type on the Instruction Sheet. F) Checklist. Contractor will prepare and keep current a checklist of up-to-date pages for the benefit of the user to allow instant determination of whether the user is relying on a page reflecting current ordinances. G) Shipment. Contractor shall deliver supplements to each subscriber on the distribution list the first business day subsequent to completion of the respective quarterly update. Contractor will guarantee receipt of shipment within five days of delivery and bear the costs of all shipping. Computerized Services 1. Conversion of Code Sets. The Contractor shall convert the Code Sets into electronic formats as specified in this Agreement and thereafter update the electronic versions of the Code Sets as it maintains supplementation of the Code Sets and maintain 100% accuracy, as specified in this Agreement. 2. Software. The Contractor will grant to the City all necessary software licenses that are at least perpetual and nonexclusive, including a license to use the FOLIO Views retrieval software or equivalent, including the programs, documentation and training materials. 3. Contractor Web Site Hosting. Contractor shall host and maintain a web based version of all Code Sets. The web based version of Code Sets will be in the same format as the hard copy of the Code Sets, including, but not limited to, the page, section and chapter breaks, table of contents, historical notes, footnotes, etc. The web based version of the Code Sets should read and print as if the enduser were viewing the hard copy document of the Code Sets as viewable in common PDF and Word page formats. The web based version should be compatible with and open in all commonly used browsers, including but not limited to Internet Explorer 7 (Windows) Internet Explorer 8 (Windows), Firefox 4+ (Mac/Windows), Safari 5+ (Mac/Windows), Chrome (does not need a version number as it is an auto-updating application - users will always have the latest version), (Mac/Windows), and OPERA. Contractor will ensure compatibility with future browser releases throughout the term of the agreement. The web based version should be accessible and functional both directly from the vendor's web page and via an embedded link from a City webpage. The City does not expect pages to break on the continuous scroll appearance/feature that would be viewable on a web based version, within chapters. Contractor shall format the Code Sets with an electronic index to locate and list the headings containing keywords of interest, which will allow users to quickly move from one instance of the desired reference to the next. Contractor will index the Code Sets with a full text searchable database, which will list keyword(s) search results by relevancy and hyper-linked title. If City decides that hosting by Contractor is unacceptable, Contractor must provide the City with a web based version of the Code Sets in HTML, XML, XHTML, NXT and any other electronic format as requested by the City. The City shall retain all rights to these versions, regardless as to who hosts the site. Contractor should include costs for one-time conversion, annual hosting and updates to the web based versions of the respective Code sets. 4. Web Version Update. Contractor will update all Web versions in collaboration with the standard quarterly update schedule. As new or revised ordinance are pa**ed and not yet incorporated within the Code, Contractor shall post the information within a dedicated area of the website until the Code has been supplemented with the updates. Contractor shall post this information within two business days of receipt. 5. CD-ROMS. Contractor will make available and distribute updated FOLIO and Word Perfect electronic versions of the Code Sets on CD-ROM to all internal subscribers in unison with hard copy supplement distribution. Contractor will also provide CD-ROMS to any other internal recipients as specified by the City. Contractor will guarantee receipt of shipment within five days of delivery and bear the costs of all shipping and reproduction charges. F. Contractor will set pricing for products and services at two separate tier levels. A City rate for purchases and services required by the City will be established at a static rate for the term of the contract. A general rate for purchases made by the public will be established at a variable rate. Contractor will be allowed to adjust the general rate to accommodate shifts in supplier costs such as paper and binders. Contractor is authorized to independently sell all print versions and CD-ROM versions to general public. G. Support. Contractor will make telephone and email support available to the City and to the public on an, at minimum, 8:00 am to 6:00 pm Central Standard Time basis. Contractor will not charge a fee for this provision of service. H. Optional Services. Respondents must include in their proposals provisions to provide optional services in addition to those previously stated. The City reserves the option to either exclude or include any or all of these services at its own discretion. 1. Provision of Code in alternative language formats. Contractor will provide all versions and supplementations to the Code in the following native language formats: Arabic, Chinese, Polish and Spanish. Specific language must be specified and Contractor must provide a disclaimer stating the approximate percentage of accuracy achieved through conversion and that the English language version shall supersede all other converted versions of the Code. All editing and supplementation services must be provided in accordance with the same schedule as the English language version. 2. Provision of Code in Mobile Optimized format compatible with electronic viewing using smartphones (android & iOS) and with devices such as iPads, Kindle, or similar electronic readers which require low maintenance and medium operating applications / systems. All Code versions must be compatible with such device, contained in a user friendly format, searchable, and have text resizing features. The intent for this format of the Code versions is to provide mobile format versions and reduce hard copy editions that are typically available in locations such as Aldermanic and City Department offices as quick reference, and to any individual who may randomly desire to access the Code version for general purpose when visiting the respective office.