Network Consultant Proposal

Document Sample
Network Consultant Proposal Powered By Docstoc
					                            VILLAGE OF OAK BROOK
                            REQUEST FOR PROPOSAL



 VILLAGE-WIDE WIRELESS NETWORK – CONSULTING SERVICES
                          (WIRELESS NETWORK CONSULTANT)




                      PROPOSAL RECEIPT DATE/TIME:
                               June 22, 2007
                               3:00 PM CST
                                  PLACE
                                Village Hall
                           Village of Oak Brook
                           1200 Oak Brook Road
                            Oak Brook, IL 60523

                                     CONTACT
                                     Bruce Kapff
                                Purchasing/IT Director
                                     630-368-5162
                                bkapff@oak-brook.org




C:\Documents and Settings\bkapff\My Documents\word\RFP\WIRELESS_NETWORK_CONSULTANT_RFP_6-4-07.doc
6/8/2007 9:18 AM
                                                     VILLAGE OF OAK BROOK
                                           WIRELESS NETWORK CONSULTANT
                                                             Request for Proposal
1.0 INTRODUCTION ...................................................................................................................................................1
   1.1 REQUEST FOR PROPOSALS ...........................................................................................................................1
   1.2 INTRODUCTION ...............................................................................................................................................2
   1.3 VILLAGE BACKGROUND...............................................................................................................................2
   1.4 PROJECT BACKGROUND ...............................................................................................................................3
2.0 PROJECT OBJECTIVE ..........................................................................................................................................3
3.0 PROJECT SCOPE...................................................................................................................................................4
   PHASE I – BUSINESS PLAN ..................................................................................................................................4
   PHASE II – REQUEST FOR PROPOSAL ASSISTANCE ......................................................................................8
4.0 GENERAL CONDITIONS .....................................................................................................................................8
   4.1 GENERAL TERMS AND CONDITIONS .........................................................................................................8
   4.2 SUBMISSION REQUIREMENTS ...................................................................................................................14
   4.3 VILLAGE DOCUMENTS ................................................................................................................................14
   4.4 PROCUREMENT SCHEDULE........................................................................................................................14
   4.5 PROPOSAL FORMAT .....................................................................................................................................15
     A. TRANSMITTAL LETTER ............................................................................................................................15
     B. VILLAGE FORMS.........................................................................................................................................15
     C. EXECUTIVE SUMMARY.............................................................................................................................15
     D. PROPOSED PROJECT APPROACH ............................................................................................................16
     E. COMPANY BACKGROUND........................................................................................................................16
     F. COMPANY EXPERIENCE............................................................................................................................16
     G. PROJECT TEAM ORGANIZATION ............................................................................................................16
     H. PROJECT MANAGEMENT..........................................................................................................................17
     I. PROJECT PLAN..............................................................................................................................................17
     J. PROJECT COST..............................................................................................................................................17
     K. EXCEPTIONS TO THE RFP.........................................................................................................................17
5.0 VENDOR EVALUATION PROCESS .................................................................................................................17
   5.1 Evaluation of Proposals and Selection...............................................................................................................17
   5.2 Basis of Award .................................................................................................................................................18
APPENDICES.............................................................................................................................................................20
   Appendix A - Proposal – Wireless Network Consultant .........................................................................................21
   Appendix B - Contractors Certification...................................................................................................................22
   Appendix C - Sexual Harassment Policy.................................................................................................................23
   Appendix D. References..........................................................................................................................................24




                                                                             i
                                 VILLAGE OF OAK BROOK
                             WIRELESS NETWORK CONSULTANT
                                    Request for Proposal

1.0 INTRODUCTION

1.1 REQUEST FOR PROPOSALS
Notice – published in Daily Herald June 8, 2007

                                 Village of Oak Brook
                                 Request for Proposals
                              Wireless Network Consultant
                                       June 2007
The Village of Oak Brook is soliciting proposals for a Wireless Network Consultant.


                        PROPOSAL RECEIPT DATE/TIME:
                                 June 22, 2007
                                 3:00 PM CST
                                    PLACE
                                  Village Hall
                             Village of Oak Brook
                             1200 Oak Brook Road
                             Oak Brook, IL 60523
Proposals should be addressed to:

                            Bruce Kapff
                            Purchasing/IT Director
                            Village of Oak Brook
                            1200 Oak Brook Road
                            Oak Brook, IL 60523

The closing date and time for receipt of proposals is June 22, 2007, 3:00 P.M. prevailing time.
Proposals received after the submittal time will be rejected and returned unopened to the sender.

A complete proposal package, of which this legal notice is a part, is on file for inspection and
may be downloaded from the Village’s website at www.oak-brook.org/purchasing or picked up
at the Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523, between the
hours of 9 A.M. and 5 P.M., Monday through Friday. There is no charge for the package.

The Village reserves the right to reject any or all proposals, waive or not to waive any
irregularities therein, and to accept the proposal considered to be in the best interest of the
Village.




                                            1
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL



1.2 INTRODUCTION

The Village of Oak Brook is soliciting proposals for Village-Wide Wireless Network Consulting
Services (Wireless Network Consultant). The selected consultant will have substantial
experience assisting similarly-sized municipalities with municipal wireless broadband networks
and recent references to support this experience.

The Village desires to complete this project in the most cost effective and professional manner
possible. It should be noted:

1. This document is a Request for Proposal (RFP). As such, the Village reserves the right to
   negotiate with Vendors throughout the procurement to get the best price and business terms.
   Furthermore, this is a fixed fee and expenses RFP.
2. The Village reserves the right to reject any or all proposals if it determines that select
   proposals are not responsive to the RFP or if the proposals themselves are judged not to be in
   the best interest of the Village. It reserves the right to meet with Vendors at any time to
   gather any additional information during the Vendor Evaluation process, as required.
3. All inquiries concerning this procurement are to be directed via Email to: bkapff@oak-
   brook.org Vendors will receive electronic copies of all questions and related responses.
   Attempts to contact other Village personnel during this procurement are strictly prohibited
   and may result in disqualification.
4. The Village will request presentations from short-listed vendors. After the presentations, the
   Village will conduct scoping sessions with short-listed Vendors to further clarify the costs
   and scope of the proposals. In addition, items such as costs, hours, the utilization of payments
   based on milestone/deliverables and retainage, and other items are expected to be negotiated
   before final award.
5. All Vendors submitting proposals agree that their pricing is valid for a minimum of 120 days
   after proposal submission to the Village.
6. All Vendors participating in this process recognize that the finalist firm shall be required to
   develop a Statement of Work with the Village that will be incorporated into the contract.
   Vendors will not be compensated for this or any part of the procurement process.


1.3 VILLAGE BACKGROUND

The Village is a non-home rule municipality with a population of 8,702 (daytime population
estimated at 80,000). The Village provides a full range of services including public safety
(police, fire, and emergency medical service), public works, a water utility, engineering and a
free public library. In addition, the Village owns the Oak Brook Sports Core, consisting of 3
swimming pools, banquet facilities, outdoor tennis courts, and an 18 hole public golf course.

The Village is a premier community, with spacious, prestigious residential areas and a beautiful
commercial district. Oak Brook serves as the headquarters for many national and international
companies and organizations, including McDonalds’s Corporation, Ace Hardware, Federal

                                                2
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
Signal Corporation, Blistex and Lions Club International. The Village also offers the Oakbrook
Center which is one of the most prestigious and striking outdoor shopping destinations in the
Chicago area. Oakbrook Center has six major department stores and over 160 upscale shops.


1.4 PROJECT BACKGROUND

The Village recently received a proposal from a local firm for the creation of a public safety
wireless network that could be expanded to include general public use. Our Village Board has
directed staff to solicit proposals from qualified consulting firms with experience in this area.
The anticipated work to be performed by the selected consultant will include helping Village
departments determine their needs for a Wireless Network, gathering input from and meeting
with community groups interested in Wireless Network services, preparation of an RFP for
selection of a Wireless Network vendor, reviewing proposals submitted, assisting in negotiating
the final contract and providing other related assistance.

The Village’s goal is to investigate what areas of the Village might benefit from the provision of
wireless broadband services, including residents, visitors, businesses and governmental agencies.
The following is a list of additional representatives that have expressed an interest in a potential
Village Wireless Network:

   •   Oakbrook Center
   •   McDonald’s Corporation
   •   Local Schools
   •   Public Library
   •   Park District
   •   Homeowner’s Associations
   •   Others

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified consultants
to assist the Village of Oak Brook in developing a business plan for the potential deployment of
a Village-wide wireless broadband network. While Vendors are encouraged to use this
document as a framework, the Village also recognizes and encourages Vendors to make
improvements that provide for better results.


2.0 PROJECT OBJECTIVE

Our mission is to define the most financially viable and sustainable municipal high speed
wireless network option to address the Village Public Safety requirements and to increase digital
inclusion and economic advancement to the citizens, businesses and visitors to the Village of
Oak Brook.




                                                 3
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
Specific objectives to achieve our mission include the following:

   •    Defining the specific Public Safety requirements;

   •    Conducting a thorough needs assessment of the Village and other stakeholders including
        other residents, businesses, academic, health care and other governments;

   •    Directing a thorough technology due diligence process;

   •    Identifying partners and assets(i.e. infrastructure, people, technology, community groups
        and others) that contribute to the success of our mission:

   •    Objectively exploring and evaluating the most effective business model, funding and
        technology options; and,

   •    Creating a final business plan with directives, guidelines and recommendations for high
        speed wireless network that meets the Village and constituent needs identified.


3.0 PROJECT SCOPE

The Scope of this project consists of two Phases:

        Phase I – Business Plan
        Phase II – Request for Proposal Assistance

PHASE I – BUSINESS PLAN

Phase I of the project will include the following deliverables:

A. Best Practices Session/Report – The Consultant will conduct a Village focus group session
and present a Summary Report on “Best Practices” in municipal high-speed broadband
installations. The document will include information necessary to provide staff and executives a
framework for all significant aspects of a municipal wireless broadband initiative. This focus
group session and report should be a compilation of ideas and approaches on how best to
implement municipal wireless based on experiences statewide, nationwide and internationally.
This may include, but is not limited to:

   1.   Public Safety initiatives
   2.   Village government applications
   3.   Digital inclusion opportunities
   4.   Ownership and financing
   5.   Technical aspects including radio spectrum and coverage
   6.   Service portfolio for the public and for government operations
   7.   Risks and common pitfalls
   8.   Marketing and communication

                                                 4
                                 VILLAGE OF OAK BROOK
                             WIRELESS NETWORK CONSULTANT
                                 REQUEST FOR PROPOSAL



B. Public Safety Requirements – The Consultant will prepare a document that identifies,
organizes and analyzes Public Safety wireless broadband requirements within the Village,
adjoining communities and other regional public safety organizations. A primary goal will be
improved officer and fire fighter safety. Additional benefits include enhanced public service and
increased productivity. System security is a most critical requirement. Representative
applications may include the following:

   •   Computer Aided Dispatch
   •   Records Management
   •   Video
   •   Digital Images
   •   Locator Chips
   •   Security and Surveillance
   •   License Plate Recognition
   •   Neighborhood Watch
   •   Alarms
   •   Others

C. Stakeholder Requirements - The Consultant will prepare a document that identifies,
organizes and analyzes municipal wireless broadband requirements within the Village. The goal
of this assessment is to capture a comprehensive perspective of wireless broadband across the
organization. Additionally, it is to be used to prioritize the needs and objectives for wireless
broadband throughout the Village. The assessment must address the needs of each of the
stakeholder groups and include all the significant elements of a wireless broadband initiative.
The elements of these requirements shall include, at a minimum, the items below:

   1. Levels, speeds and types of service
   2. Cost of service/free and fee-based services
   3. Governmental agencies’ requirements
   4. Public Safety (life safety, non-life safety)
   5. Library and community centers
   6. Community and special events
   7. Privacy and security requirements
   8. Outdoor and indoor access
   9. Disaster preparedness
   10. Municipal broadband staffing and governance

D. Municipal Wireless Benefits and Partnerships – Using the Stakeholders Requirements as a
foundation, the consultant will compile a list of municipal broadband opportunities and benefits.
Working with staff, the Consultant will categorize and prioritize municipal broadband wireless
benefits for each of the stakeholder groups. Also, the Consultant will include partnership
opportunities and recommendations on fostering these types of relationships. These partnerships
may include interdepartmental, interagency, public-private and other types of partnerships that
may enhance the value of a municipal broadband initiative.

                                               5
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL

E. Broadband Services and Service Model Considerations - The Consultant will prepare a
draft document that identifies and analyzes risks and exposures to the Village with respect to the
financial foundation of the service provider(s) and the demand placed by the public for municipal
broadband wireless services.

The focus of this effort is two-fold. One examines the role of wireless broadband services in a
larger portfolio of services available to the local public (and businesses). The purpose is to look
at any “gaps” in service and to evaluate the type of demand for wireless broadband anticipated in
the village. The analysis will cover the following issues and any additional ones the consultant
identifies.

   1.   Assessment of demand within the coverage area for wireless services
   2.   Costs and profitability of free and fee-based service offerings
   3.   Types of services and future offerings
   4.   Network neutrality

The second portion of this task is to examine how wireless broadband services will be funded,
and evaluate the sustainability of the model including evaluation of any risk to the Village should
the system prove to be financially unviable. The analysis is anticipated to include the following
items:

   1. Revenue sources
   2. Ad revenue
   3. Fee services
   4. Funding sources
   5. Public funding
   6. Anchor tenancy
   7. Costs
   8. Start-up costs
   9. Capital Expenditure costs
   10. Operational costs
   11. Replacement/upgrade costs
   12. Public Assets
   13. Mounting assets
   14. Backhaul assets

F. Technical Considerations - The Consultant will prepare a draft document that identifies and
analyzes the technical issues associated with a municipal broadband initiative and public safety
networks. Risks and exposures to the Village should be clearly identified and explained along
with providing mitigation recommendations.

The consultant will provide a summary including all significant technical considerations and
risks. The analysis will cover the following issues and additional ones that may be uncovered
through the stakeholder and best practices efforts.



                                                6
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
   1.   Interference
   2.   Coverage and anticipated “dark” areas
   3.   Radio Spectrums
   4.   Availability
   5.   Physical properties (bandwidth, distance, etc.)
   6.   Environmental Concerns
   7.   In-building access
   8.   Mitigating technology obsolescence
   9.   Industry standards

G. Legal Landscape Survey - The Consultant will prepare a draft document that identifies and
analyzes the legal issues, at a high level, that may effect and direct the implementation of a
municipal broadband wireless system.

The consultant will conduct a survey of the legal and legislative issues that may affect
implementation and ongoing operation of the municipal wireless broadband system. The
analysis will cover the following issues and any additional ones the consultant identifies:

   1.   Current legislation such as the Telecommunications Acts
   2.   Pending state and federal legislation
   3.   Court rulings and pending decisions
   4.   Privacy
   5.   Security

H. Strategic Framework - The Consultant will prepare a draft document that identifies and
analyzes risks and exposures to the Village with respect to a financial foundation and the need by
the public for municipal broadband wireless services. The issues and recommendations will be
documented in an overall assessment report.

The Village recognizes that in order to be successful, an organization must support the ongoing
issues of providing services that meet stakeholder expectations. The Consultant will prepare a
strategic planning document that provides a framework so the anticipated issues are addressed,
and flexibility is provided in the future that allows the system to continue to focus on delivering
services that meet business needs.

The strategic analysis will be a document that outlines critical business drivers and identifies
policy and other significant issues including the following:

   1.   Governance
   2.   Ongoing funding
   3.   Communication and public information
   4.   Citizen involvement and direction

I. Final Report, Recommendations and Direction - The Consultant will prepare and submit a
final report that includes each of the documents outlined in the prior tasks. These reports, along



                                                 7
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
with a presentation to the stakeholders, will serve as the final deliverable for this phase of the
engagement.

PHASE II – REQUEST FOR PROPOSAL ASSISTANCE

Based on the Village’s acceptance and approval of the Phase I Final Report, the Consultant will
assist the Village with the following tasks:

   1. Prepare RFP for Wireless Network.

   2. Conduct pre-proposal meeting with potential vendors.

   3. Review proposals submitted and create a shortlist of 2 to 4 vendors.

   4. Develop a detailed analysis of the finalist vendors.

   5. Assist the Village in negotiating the cost and terms of contract and maintenance
      agreement with the selected vendor.

   6. Attend Village Board meetings as needed.


4.0 GENERAL CONDITIONS

4.1 GENERAL TERMS AND CONDITIONS

      1.     PREPARATION AND SUBMISSION OF PROPOSALS:

           a. The proposal shall be submitted in an opaque sealed envelope on or before the time
              stated and shall bear the name of the individual, firm, or corporation submitting the
              Proposal and the Project Name: “Wireless Network Consultant.”

           b. Proposers may withdraw their proposal either personally or by written request at any
              time before the hour set for the proposal opening, and may resubmit it. No proposal
              may be withdrawn or modified after the receipt of proposals except where the award
              of contract has been delayed for a period of more than one hundred twenty (120)
              days.

           c. In submitting this proposal, the proposer further declares that the only person or
              party interested in the proposal as principals are those named herein, and that the
              proposal is made without collusion with any other person, firm or corporation.

           d. The proposer further understands and agrees that if his proposal is accepted, he is to
              furnish and provide all necessary machinery, tools, apparatus, and other means to do
              all of the work and to furnish all of the materials specified in the contract, except


                                                 8
                            VILLAGE OF OAK BROOK
                        WIRELESS NETWORK CONSULTANT
                            REQUEST FOR PROPOSAL
        such materials as are to be furnished by the owner (Village), in the manner and at the
        time therein prescribed, and in accordance with the requirements therein set forth.

     e. The proposer further agrees to execute all documents within this Proposal Package,
        obtain a Certificate of Insurance for this work and present all of these documents to
        the Village within fifteen (15) days after the receipt of the Notice of Award.

     f. The proposer further agrees to begin work not later than ten (10) days after receipt of
        the Notice to Proceed, unless otherwise provided, and to execute the work in such a
        manner and with sufficient materials, equipment and labor.

     g. By submitting a proposal, the proposer understands and agrees that, if his proposal is
        accepted, and he fails to enter into a contract forthwith, he shall be liable to the
        Village for any damages the Village may thereby suffer.

     h. The contracted firm shall not assign any interest in the contract and shall not transfer
        any interest without prior written consent of the Village.

     i. No report, information, or data given to or prepared by the contracted firm shall be
        made available to any individual or organization without the prior written approval
        of the Village Manager.

2.     CONDITIONS:

     a. The Village is exempt from Federal excise tax and the Illinois Retailer's Occupation
        Tax. This proposal cannot include any amounts of money for these taxes.

     b. Any contract or agreement resulting from the acceptance of this proposal by the
        Village shall be on forms either supplied by or approved by the Village's Legal
        Department. The Village reserves the right to reject any agreement that does not
        conform to the Request for Proposal and any Village requirements for agreements
        and contracts.

     c. The Village reserves the right to request clarification of information submitted
        and request additional information as needed.

     d. The requirements of this RFP will be included in the contract with the selected
        firm.

3.     PAYMENT:

        The Village authorizes the payment of invoices on the second and fourth Tuesday of
        the month. For consideration on one of these dates, payment request must be
        received and approved no later than fourteen (14) days prior to the second or fourth
        Tuesday of the month. Payments will be based on approved deliverables and
        milestones.


                                            9
                         VILLAGE OF OAK BROOK
                     WIRELESS NETWORK CONSULTANT
                         REQUEST FOR PROPOSAL
4.   INDEMNIFICATION:

     The Vendor shall protect, indemnify, save, defend and hold forever harmless the
     Village and/or its officers, officials, employees, volunteers and agents from and
     against all liabilities, obligations, claims, damages, penalties, causes of action, costs
     and expenses, including without limitation court costs, insurance deductibles and
     attorney's fees and expenses, which the Village and/or its officers, officials,
     employees, volunteers and agents may incur, suffer or sustain, or for which the
     Village and/or its officers, employees and agents may become obligated by reason
     for any accident, injury to or death of persons or loss of or damage to property, or
     civil and/or constitutional infringement of rights (specifically including violations of
     the Federal Civil Right Statutes), arising indirectly or directly in connection with or
     under, or as a result of, this or any Agreement by virtue of any act or omission of
     any of the Contractor's officers, employees, subcontractors, and/or agents, provided
     that the Contractor shall not be liable for claims, obligations, damages, penalties,
     causes of action, costs and expenses arising solely by any act or omission of the
     Village's officers, officials, employees, volunteers and/or agents.

     The Vendor shall hold the Village harmless for any and all claims for labor,
     material, apparatus, equipment, fixtures or machinery furnished to the contractor for
     the purpose of performing the work under the contract; and the payment of all direct
     and indirect damages to any person, firm, company or corporation suffered or
     sustained on account of the performance of such work during the time the contract is
     in force.

5.   INSURANCE:

     Certificates of Insurance and Additional Insured Endorsement shall be presented to
     the Village within fifteen (15) days after the receipt by the contractor of the Notice
     of Award and the unexecuted contract, it being understood and agreed that the
     Village will not approve and execute the contract nor will the bid guarantee be
     returned until acceptable insurance certificates are received and approved by the
     Village.

     Each Vendor performing any work pursuant to a contract with the Village of Oak
     Brook (hereinafter referred to as "Insured") shall be required to carry such insurance
     as specified herein. Such Vendor shall procure and maintain for the duration of the
     contract or permit insurance against claims for injuries to persons or damages to
     property which may arise from or in connection with the performance of the work
     under the contract, either by the Vendor, or their agents, representatives, employees
     or subcontractors.

     A Vendor shall maintain insurance with limits no less than:

     A.      General Liability - $2,000,000 combined single limit per occurrence for
             bodily injury, personal injury and property damage, provided that when the


                                        10
                    VILLAGE OF OAK BROOK
                WIRELESS NETWORK CONSULTANT
                    REQUEST FOR PROPOSAL
        estimated cost of the work in question does not exceed $5,000, the required
        limit shall be $500,000;

B.      Automobile Liability (if applicable) - $1,000,000 combined single limit per
        accident for bodily injury and property damage;

C.      Worker's Compensation and Employer's Liability - Worker's Compensation
        limits as required by the Labor Code of the State of Illinois and Employer's
        Liability limits of $1,000,000 per accident.

Any deductibles or self-insured retention must be declared to and approved by the
Village. At the option of the Village, either the insurer shall reduce or eliminate
such deductible or self-insured retention as respects the Village, its officers, officials,
employees and volunteers; or the Insured shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses to the extent of such deductible or self-insured retention.

The policies shall contain, or be endorsed to contain, the following provisions:

D.      General Liability and Automobile Liability Coverage -

     (1) The Village, its officers, officials, employees and volunteers are to be
         covered as additional Insureds as respects: liability arising out of activities
         performed by or on behalf of the Insured; premises owned, occupied or used
         by the Insured. The coverage shall contain no special limitations on the
         scope of protection afforded to the Village, its officers, officials, employees
         volunteers or agents.

     (2) The Insured's insurance coverage shall be primary insurance as respects the
         Village, its officers, officials, employees, volunteers and agents. Any
         insurance or self-insurance maintained by the Village, its officers, officials,
         employees, volunteers or agents shall be in excess of the Insured's insurance
         and shall not contribute with it.

     (3) Any failure to comply with reporting provisions of the policies shall not
         affect coverage provided to the Village, its officers, officials, employees,
         volunteers or agents.

     (4) The Insured's insurance shall apply separately to each covered party against
         whom claim is made or suit is brought except with respect to the limits of the
         insurer's liability.




                                    11
                          VILLAGE OF OAK BROOK
                      WIRELESS NETWORK CONSULTANT
                          REQUEST FOR PROPOSAL
       E.     Worker's Compensation and Employer's Liability Coverage

              The policy shall waive all rights of subrogation against the Village, its
              officers, officials, employees, volunteers and agents for losses arising from
              work performed by the insured for the Village.

       Each insurance policy shall be endorsed to state that coverage shall not be
       suspended, voided, canceled by either party, reduced in coverage or in limits except
       after thirty (30) days prior written notice by certified mail has been given to the
       Village. Each insurance policy shall name the Village, its officers, officials and
       employees, volunteers and agents as additional Insureds. Insurance is to be placed
       with insurers with a Best's rating of no less than A: VII.

       Each Insured shall furnish the Village with certificates of insurance and with original
       endorsements effecting coverage required by this provision. The certificate and
       endorsements for each insurance policy are to be signed by a person authorized by
       that insurer to bind coverage on its behalf. The certificates and endorsements are to
       be on forms approved by the Village and shall be subject to approval by the Village
       Attorney before work commences. The Village reserves the right to require
       complete, certified copies of all required insurance policies, at any time.

       Each Insured shall include all subcontractors as Insureds under its policies or shall
       furnish separate certificates and endorsements for each subcontractor. All coverages
       for subcontractors shall be subject to all of the requirements stated herein.

6.    EQUAL OPPORTUNITY:

       The Vendor will not discriminate against any employee or applicant for employment
       because of race, color, religion, sex, ancestry, national origin, place of birth, age or
       handicap unrelated to bona fide occupational qualifications.

       The Vendor, its employees and subcontractors, agrees not to commit unlawful
       discrimination and agrees to comply with applicable provisions of the Illinois
       Human Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal
       Rehabilitation Act, and rules applicable to each.

 7.   EXECUTION OF DOCUMENTS

       The Vendor, in signing his Proposal on the whole or on any portion of the work,
       shall conform to the following requirements:

       Proposals signed by an individual other than the individual represented in the
       Proposal documents shall have attached thereto a power of attorney evidencing
       authority to sign the Proposal in the name of the person for whom it is signed.




                                         12
                         VILLAGE OF OAK BROOK
                     WIRELESS NETWORK CONSULTANT
                         REQUEST FOR PROPOSAL
      Proposals which are signed for a partnership shall be signed by all of the partners or
      by an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the
      Proposal a power of attorney evidencing authority to sign the proposal, executed by
      the partners.

      Proposals which are signed for a corporation, shall have the correct corporate name
      thereof and the signature of the President or other authorized officer of the
      corporation manually written below the corporate name.

      If such Proposal is manually signed by an official other than the President of the
      Corporation, a certified copy of a resolution of the board of directors evidencing the
      authority of such official to sign the Proposal should be attached to it. Such
      Proposal shall also bear the attesting signature of the Secretary of the corporation
      and the impression of the corporate seal.

      The Contract shall be deemed as have been awarded when formal notice of award
      shall have been duly served upon the intended awardee.

8.   NEGOTIATIONS:

      The Village reserves the right to negotiate specifications, terms, and conditions
      which may be necessary or appropriate to the accomplishment of the purpose of the
      RFP. The Village may require the entire proposal be made an integral part of the
      resulting contract. This implies that all responses, supplemental information, and
      other submissions provided by the offeror during discussions or negotiations will be
      held by the Village as contractually binding on the successful offeror.

9.   INCURRED COSTS:

      The Village will not be liable in any way for any costs incurred by respondents in
      replying to this RFP. Contractor agrees to comply with all laws, ordinances, and
      rules of the Village and the State of Illinois.

10. VENDOR RESPONSIBILITIES:

      The selected Vendor will be required to assume responsibility for all services
      offered in this proposal. The Owner will consider the selected Vendor to be the
      sole point of contact with regard to contractual matters, including payment of any
      and all charges resulting from the contract.

11. DEFAULT:

      The contract may be canceled or annulled by the Owner in whole or in part by
      written notice of default to the Vendor upon nonperformance or violation of
      contract terms. An award may be made to another offeror with services similar to
      those so terminated. Failure of the Vendor to deliver services within the time


                                        13
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
               stipulated on his offer, unless extended in writing by the Owner, shall constitute
               contract default.

4.2 SUBMISSION REQUIREMENTS

To facilitate evaluation of the proposals, the entire proposal, must be submitted in hard copy and
in an electronic format (CD-ROM) using Microsoft Word. The proposal should be submitted in
an envelope clearly marked on the outside:
       “Proposal – Wireless Network Consultant” on or before 3:00 PM., June 22, 2007
Four (4) Hard Copies and One Electronic Copy of MS Word are to be submitted to:
                                      Bruce Kapff
                                      Purchasing Director
                                      Village of Oak Brook
                                      1200 Oak Brook Road
                                      Oak Brook, IL 60523

   NOTE: Email submissions are NOT acceptable.
Proposals must be presented in a professional manner. Proposals shall be organized and sections
tabbed in the order prescribed in Section 4.5. Each Vendor must submit adequate documentation
to certify the Vendor's compliance with the Village's requirements.

4.3 VILLAGE DOCUMENTS
Vendors must also submit the following documents signed and notarized.

       A. Proposal Form (Appendix A)
       B. Contractor’s Certification (Appendix B)
       C. Sexual Harassment Policy (Appendix C)

4.4 PROCUREMENT SCHEDULE

The following is a planned procurement schedule. The Village specifically reserves the right to
revise this schedule as required.
        EVENT                                          DATE
        RFP Release Date                               6/8/07
        Questions Submitted                            6/15/07 5:00 PM CST
        Proposals Due                                  6/22/07 4:00 PM CST
        Vendor Presentations (as needed)               Week of July 2,2007
        Contract Board Approval                        7/10/07




                                                14
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
4.5 PROPOSAL FORMAT

In order for an evaluation committee to adequately compare proposals and evaluate them
uniformly and objectively, all proposals must be submitted according to the following format.
Proposals shall be prepared as simply as possible and provide a straightforward, concise
description of the Vendor's capabilities to satisfy the requirements of the RFP. Emphasis shall be
concentrated on accuracy, completeness and clarity of responses. All parts, pages, figures and
tables shall be numbered and clearly labeled. It is important that Vendors use the format
provided by the Village and NOT their own format. Vendors who do NOT use the Village's
prescribed format may be considered non-compliant.
The format is presented below along with the minimum information that should be contained in
each section. Each section should be clearly identified and contain all of the information
necessary to respond to the information required without reference to any other part of the
proposal. The responses should emphasize services and experiences that most closely match
those requested by the Village. While the Vendor should provide enough information to fully
respond to each section, proposals should be as concise as possible.
The Vendor’s response must demonstrate an understanding of the requirements by providing
what was asked for or citing how the Vendor has achieved the requirements in its normal
business practices.

A. TRANSMITTAL LETTER

Include a cover letter summarizing your understanding of the RFP. Indicate who will be the
Vendor's authorized representative; give name, title, address, e-mail address, phone and fax. The
person identified shall be empowered to make binding commitments for the Vendor.

B. VILLAGE FORMS

Include the required Village forms.

       A. Proposal Form (Appendix A)
       B. Contractor’s Certification (Appendix B)
       C. Sexual Harassment Policy (Appendix C)

C. EXECUTIVE SUMMARY


This part of the response for the RFP shall be limited to a brief narrative highlighting the
Vendor's overall proposal and a summary of the features and benefits of the proposed solution.
The summary shall minimize technical jargon and shall be oriented toward non-technical
personnel.




                                               15
                                   VILLAGE OF OAK BROOK
                               WIRELESS NETWORK CONSULTANT
                                   REQUEST FOR PROPOSAL



D. PROPOSED PROJECT APPROACH

Each Vendor shall describe their proposed project approach to developing the required
deliverables for Phases I and II. Graphics and illustrations are recommended where appropriate.
Vendors should also support their proposed approach with representative examples from other
client sites, as well as generally accepted industry research.

E. COMPANY BACKGROUND

Each Vendor shall provide the following information about all of the firms/companies included
in the Vendor's solution so that the Village can evaluate the Vendor's ability and financial
stability to support the commitments set forth in response to the RFP. The Village, at its option,
may require a Vendor to provide additional support and/or clarify requested information.
All firms shall outline their company's background, including:
   1. How long the company has been in business.
   2. A brief description of the company size and organization.
   3. How long the company has been providing high speed broadband consulting services
   4. The number of customer sites using high speed broadband.
   5. Most recent audited financial statements.
Financial viability of the firm will be a factor regarding the assignment of the award.

F. COMPANY EXPERIENCE

Describe your experience and involvement in at least five similar installations for both technical
and functional aspects that support your ability to provide the skills and services proposed. Note
the areas of participation of the specific personnel who will be assigned to the Village
project. It is the Village’s requirement to receive references for past work for those consultants
that will be handling the Village project. Please provide the name of each referenced firm,
project description, number of users, system modules included, contact person, telephone
number, fax number, e-mail address and approximate beginning and ending dates of your
involvement for these references.

Vendors shall provide a complete list of all clients and five (5) specific client references that are
in similar size and complexity to this procurement. Vendors should complete and submit
Appendix D – References.

G. PROJECT TEAM ORGANIZATION


Provide a description of the proposed Project Team Organization, including proposed Village
staff involvement required for this engagement.


                                                 16
                                   VILLAGE OF OAK BROOK
                               WIRELESS NETWORK CONSULTANT
                                   REQUEST FOR PROPOSAL
H. PROJECT MANAGEMENT

Vendors shall describe their Firm’s standards for project management to insure the timely
completion of this engagement.

I. PROJECT PLAN

Vendors shall provide a detailed project plan for the completion of all required deliverables,
recognizing that payment will be based on the approval of all of the interim and final
deliverables. The Village desires to move forward with this project as rapidly as possible, while
still maintaining the highest professional standards. Vendors shall propose a Plan that produces
the required Business Plan and RFP in the most timely and efficient manner possible.

J. PROJECT COST

Vendors shall provide a not-to- exceed Professional Fees and Expenses Cost. A detailed work
plans should be presented in Section “J” by Phase and Task/Deliverable, including hours and
professional fees. The Total Cost should be presented on Appendix A.

K. EXCEPTIONS TO THE RFP

If the Vendor takes exception to any requirement in this RFP or appendices, such exceptions
must be listed in the proposal. All exceptions shall be clearly identified in this section by
reference to section and page number of the RFP and written explanation shall include the scope
of the exceptions, the ramifications to the Village and the description of the advantages or
disadvantages to the Village as a result of these exceptions. The Village, in its sole discretion,
may reject any exceptions or specifications within the proposal.

5.0 VENDOR EVALUATION PROCESS

5.1 Evaluation of Proposals and Selection

The proposals received will be evaluated by the Village on the basis of professional
qualifications, previous experience on similar projects, key personnel assigned to the project,
satisfaction of previous clients on work performed for them, current billing rates of the firm, and
the proposal that best meets the needs of the Village. Firms will be contacted during the
evaluation if further information is needed. The Village may choose to interview one or more
firms before final selection is made.

This Request for Proposal does not commit the Village to award a contract, to pay any costs
incurred in the preparation of a proposal based on this request, or to procure or contract for
services. All proposals submitted in response to this Request for Proposal become the property
of the Village. The Village reserves the right to accept or reject any or all proposals received as
a result of this request, to negotiate with qualified Vendors, or to cancel in part or in its entirety
the Request for Proposal, if it is in the best interest of the Village to do so. The Village may
require the proposer selected to participate in negotiations concerning contract price or the nature


                                                 17
                                  VILLAGE OF OAK BROOK
                              WIRELESS NETWORK CONSULTANT
                                  REQUEST FOR PROPOSAL
and extent of services to be provided. The results of such negotiations shall be incorporated into
the final contract between the Village and the proposer.

5.2 Basis of Award

Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be
interviewed by the Village, after which a selection will be made.

The Village reserves the right to reject any or all proposals and to waive any informality or
technical error and to accept any proposal deemed most favorable to the interests of the Village.
The Village will review proposals based on the following criteria:

   A. Compliance with RFP. Adherence to all conditions and requirements of the RFP.

   B. Understanding of the Project. The proposer’s understanding of the engagement, the
      Village’s objectives, and the nature and scope of the work involved.

   C. Services to be Provided. The exact type and nature of the proposer’s proposed services
      and how they accomplish the objectives of the project.

   D. Qualifications of the Offeror. The proposer’s capability in all respects to perform fully
      all contract requirements, and the integrity and reliability which will assure good faith
      performance. This criterion includes:
           • The experience of the firm and its record on projects of a similar nature.
           • The availability of necessary personnel and other resources to successfully
              complete the project specified herein on a timely basis.

   E. Costs. Proposed contract price.

   F. Ability, capacity and skill to fulfill the contract as specified.

   G. Ability to supply the commodities; provide the services or complete the construction
      promptly, or within the time specified, without delay or interference.

   H. Character, integrity, reputation, judgment, experience and efficiency.

   I. Quality of performance on previous contracts.

   J. Previous and existing compliance with laws and ordinances relating to the contract.

   K. Sufficiency of financial resources.

   L. Quality, availability and adaptability of the commodities, services or construction, in
      relation to the Village’s requirements.

   M. Ability to provide future maintenance and service under the contract.


                                                 18
                             VILLAGE OF OAK BROOK
                         WIRELESS NETWORK CONSULTANT
                             REQUEST FOR PROPOSAL
N. Number and scope of conditions attached to the proposal.

O. Record of payments for taxes, licenses or other monies due the Village.




                                           19
                       VILLAGE OF OAK BROOK
                   WIRELESS NETWORK CONSULTANT
                       REQUEST FOR PROPOSAL



APPENDICES

A. PROPOSAL
B. CONTRACTOR’S CERTIFICATION
C. SEXUAL HARRASSMENT POLICY
D. REFERENCES




                                20
                                    VILLAGE OF OAK BROOK
                                WIRELESS NETWORK CONSULTANT
                                    REQUEST FOR PROPOSAL

     Appendix A - Proposal – Wireless Network Consultant

In compliance with this Request for Proposals, and subject to all conditions thereof, the
undersigned offers and agrees, if this proposal is accepted, to furnish and install as outlined
herein for the Village of Oak Brook at the amount indicated, subject to modification through
negotiations.


Total Professional Fees – Phase I Business Plan                        $
Total Professional Fees – Phase II RFP Assistance                      $
Out-of-Pocket Expenses                                                 $



Total Professional Fees and Expenses                                   $




Firm Name:_______________________________________________________

Address:_________________________________________________________

City, State, ZIP:___________________________________________________

Signature:_______________________________________________________

Name Printed:____________________________________________________

Title:___________________________________________________________

Telephone:___________________________Date:_______________________

If a Corporation:

                ATTEST:

                ____________________________
                         Secretary




                                                  21
                                         VILLAGE OF OAK BROOK
                                     WIRELESS NETWORK CONSULTANT
                                         REQUEST FOR PROPOSAL

      Appendix B - Contractors Certification

The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make this certification on
behalf of the bidder for the construction, product, commodity, or service briefly described as follows:

                                     “Wireless Network Consultant”
(A)      The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled Statutes, 1993,
         the bidder is not barred from bidding on this contract as a result of a conviction for the violation of State of
         Illinois laws prohibiting bid-rigging or bid-rotating.

(B)      The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the Illinois Compiled
         Statutes, 1993, the bidder is not delinquent in the payment of any tax administered by the Illinois Department of
         Revenue.

(C)      The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled Statutes,
         1993, the bidder has a written sexual harassment policy in place including the following information:

                  1.        An acknowledgment of the illegality of sexual harassment.
                  2.        The definition of sexual harassment under State law.
                  3.        A description of sexual harassment, utilizing examples.
                  4.        The contractor’s internal complaint process including penalties.
                  5.        The legal recourse, investigative and complaint process available through the Illinois
                            Department of Human Rights and the Human Rights Commission.
                  6.        Directions on how to contact the Department or the Commission.

         This business firm is: (check one)
         _____ Corporation                     _____ Partnership _____ Individual

         Firm Name: __________________________________________________

         Address: ___________________________________________________

         City, State, ZIP:____________________________________________

         Signature:___________________________________________________

         Name Printed:________________________________________________

         Title:_______________________________________________________

         Telephone:__________________________Date:____________________


                                                                  ATTEST:

                                                                  ___________________________
                                                                                 -SEAL-
SUBSCRIBED AND SWORN TO
before me this ______ day
of _____________, 20__.

_____________________________
       Notary Public

                                                            22
                                         VILLAGE OF OAK BROOK
                                     WIRELESS NETWORK CONSULTANT
                                         REQUEST FOR PROPOSAL


     Appendix C - Sexual Harassment Policy


                                                                  hereinafter referred to as “Contractor” having
submitted a bid/proposal for                                                                   to the Village of Oak
Brook, DuPage/Cook Counties, Illinois, hereby certifies that said Contractor has a written sexual harassment policy in
place in full compliance with 775 ILCS 5/2-105(A)(4) including the following information:


1.   An acknowledgment of the illegality of sexual harassment.
2.   The definition of sexual harassment under State law.
3.   A description of sexual harassment, utilizing examples.
4.   The contractor’s internal complaint process including penalties.
5.   The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights
      and the Human Rights Commission.
6.   Directions on how to contact the Department or the Commission.
7.   An acknowledgment of protection of a complaint against retaliation as provided in Section 6-101 of the Human
     Rights Act.

Each contractor must provide a copy of such written policy to the Illinois Department of Human Rights upon request.


                                                       By:
                                                                 Authorized Agent of Contractor


Subscribed and sworn to
before me this _____ day
of ____________, 20___.


___________________________________
Notary Public




                                                           23
                                       VILLAGE OF OAK BROOK
                                   WIRELESS NETWORK CONSULTANT
                                       REQUEST FOR PROPOSAL

     Appendix D. References


Your Company Name:
                         (Please Print)

     The Vendor shall list five (5) current municipal references with needs similar to the Village
     of Oak Brook for whom Vendor has provided comparable services. Please include company
     name, address, telephone number, year(s) employed by referenced firms, contact person, and
     type of work you performed for that entity.

1.    Company Name/Municipality:



Address:



Phone: (          )


Contact Person:
Type of Work and Date Performed:




2.    Company Name/Municipality:



Address:



Phone: (          )


Contact Person:
Type of Work and Date Performed:




3.    Company Name/Municipality:



Address:



                                                24
                                       VILLAGE OF OAK BROOK
                                   WIRELESS NETWORK CONSULTANT
                                       REQUEST FOR PROPOSAL

Phone: (          )


Contact Person:
Type of Work and Date Performed:




4.    Company Name/Municipality:



Address:



Phone: (          )


Contact Person:
Type of Work and Date Performed:




5.    Company Name/Municipality:



Address:



Phone: (          )


Contact Person:
Type of Work and Date Performed: :

                                                                 _______




                                               25

				
DOCUMENT INFO
Description: Network Consultant Proposal document sample