TECHNOLOGY SOLUTION FOR MANAGEMENT OF LIFE SAFETY SYSTEMS

Finance Department Central Services Division City of Rockford, Illinois USA 425 East State Street Rockford, Illinois 61104-1068 USA 779-348-7164-voice 800-380-7175-fax www.rockfordil.gov THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR SUBMISSION. FAILURE TO SUBMIT THIS PAGE WILL RESULT IN DISQUALIFICATION OF VENDORS BID OR PROPOSAL. Form 4 Table of Contents  Request for Proposals Section 1 Bid Instructions and Contract Conditions  City of Rockford-RFP and Contract General Conditions (Local Funds) Section 2 Required Forms  City of Rockford Equal Employment Opportunity Certifications  City of Rockford Subcontractor Utilization Form  City of Rockford Vendor Workforce Data Form  City of Rockford Subcontractor Workforce Data Form  Acknowledgement of Stormwater Management Ordinance  Acknowledgement of Addendum  W-9 Form Section 3 General and Special Provisions  General Provisions  Special Provisions  Bid

Form Form 4 Section 1 RFP Instructions and Contract Conditions Form 4 1 of 12 CITY OF ROCKFORD, ILLINOIS—RFP AND CONTRACT GENERAL CONDITIONS (LOCAL FUNDS) The following shall be made part of the terms and conditions of the contract (“Contract”) entered into between the City of Rockford (City) and Vendor (also referred to herein as “proposer,” “awarded vendor,” and “contractor”) if awarded the contract. Vendor’s submission of a proposal constitutes acceptance of these Conditions: 1. Pricing. The proposer shall insert price for all bid items and all other information requested in these specifications. The price shall be the full, delivered cost to the City of Rockford with no additions. 2. Total versus "Per Item" Awards. The City generally awards contracts on a lump sum basis. However, the City may choose to award a contract to more than one proposer. Therefore, each proposer must submit pricing for each item indicated on the bid forms. 3. Delivery of Merchandise. Delivery terms will always be Freight-On-Board (FOB) Destination. The City of Rockford accepts no responsibility for the condition of any merchandise purchased prior to acceptance by City Personnel. Failure to comply with this requirement may constitute rejection of the bid. 4. Acceptance of Merchandise at Delivery. The City of Rockford reserves the right to refuse acceptance of delivered merchandise that differs substantially from the specifications in the invitation to bid or as otherwise permitted by Illinois law. 5. Prompt Payment Act. The City of Rockford intends to comply with the Local Government Prompt Payment Act (50 ILCS 505/1 et seq.). The awarded vendor will be paid upon submission of invoices to: City of Rockford Accounts Payable, 425 East State Street, Rockford, IL 61104. 6. W-9 Request for Taxpayer Identification Number. Prior to issuance of a purchase order, the successful bidder will be required to supply the City of Rockford with a federal W-9 Request for Taxpayer Identification Number and Certification. Failure to comply with this requirement will be considered a violation of contract terms, for which the City may bar Vendor from bidding for a period of up to three (3) years. 7. Legal Compliance. Vendor will at all times observe and comply, and will cause its subcontractors to observe and comply, with all applicable federal, state, and local laws, ordinances, rules, regulations, and executive orders, now existing or hereinafter in effect, which may in any manner affect the performance of this contract. Provisions required by law, ordinance, rules, regulations, or executive order to be inserted in this contract will be deemed inserted, whether or not they appear in it. In no event will failure to insert such required provisions prevent the enforcement of applicable law. Lack of knowledge of applicable law on the part of Vendor will in no way be cause for release of this obligation. If the City becomes aware of violation of any laws, ordinances, rules and regulations on the part of Vendor or subcontractor, it reserves the right to reject any bid, cancel any contract, and pursue any other legal remedies deemed necessary. Form 4 2 of 12 Vendor must pay all required taxes and obtain all licenses, certificates, or other authorization required in connection with the performance of its obligation hereunder, and Vendor must require all subcontractors to also do so. Failure to do so may result in rejection of Vendor’s bid, cancellation of an award to Vendor, or termination of this contract with Vendor. By entering into a contract with the City, Vendor certifies that to the best of its knowledge, its principals and any subcontractor used in the performance of this contract meet City requirements and have not violated any City ordinance, code, state, federal, or local rules or regulations, and have not been subject to any debarment, suspension, or other disciplinary action by any government agency. Additionally, if at any time Vendor becomes aware of such information, it must immediately disclose it to the City. 8. Legal Requirements. This contract sets forth the entire final agreement between the City of Rockford and the proposer and shall govern the respective duties and obligations of the parties. The validity of this contract, and any disputes arising from the contract, shall be governed by the laws of the State of Illinois. Any litigation under this agreement shall be resolved in the trial courts of Winnebago County, State of Illinois. Should a provision of this contract be declared invalid by a court of competent jurisdiction, it shall not affect the validity of the remaining provisions of the contract. 9. Safety. Prevention of accidents at any project is the sole responsibility of Vendor and its subcontractors, agents, and employees. Vendor, its subcontractors, agents, and employees shall be fully and solely responsible for the safety of this project. Vendor shall retain exclusive and direct control over the acts or omissions of its subcontractors, agents and employees, and any other persons performing portions of the work and not directly employed by the awarded vendor. 10. Criminal Background Check. When necessary for the protection of citizens and/or City staff, the City may require an awarded vendor to conduct a criminal background check on all of its personnel who will have direct contact with City facilities or residents/businesses served under this contract. Personnel are defined as representatives, agents, employees, subcontractors, or anyone else who will be utilized to fulfill obligations under this contract. Criminal background checks, at a minimum, shall consist of a county level felony and misdemeanor check for each county in which the personnel resided in the last ten (10) years. The awarded vendor shall notify the City of any of its personnel who have been convicted of a felony or misdemeanor prior to commencing any work under this contract. At the City's discretion, personnel with any felony or misdemeanor convictions which raise a concern about the safety of building, property, or City staff/resident's personal security, or is otherwise job related (as determined by the City) shall not perform work under this contract. Once given notice that a background check(s) will be required, it must be completed within fourteen (14) calendar days so as to not delay work to be completed. 11. Control of the Work. With respect to Vendor's own work, the City shall not have contractual, operational, and/or supervisory control over and/or charge of the work and shall not be responsible for construction means, methods, techniques, sequences, procedures, and programs in connection Form 4 3 of 12 with the awarded vendor's work, since these are solely the vendor's responsibility under the agreement. The City shall not be responsible for the awarded vendor's failure to carry out the work in accordance with the agreement's terms and conditions. The City shall not have control over and/or charge of acts or omissions of the awarded vendor, its subcontractors, and/or their agents or employees, or any other person performing portions of the work not directly employed by the awarded vendor. The awarded vendor shall be considered to be an "independent contractor" pursuant to Illinois law. 12. Bid Bond. When required on the cover sheet, a bid bond for not less than five (5) percent of the bid amount must accompany all bids as a guarantee that if the bid is accepted, the bidder will execute and file the proper contract. A bank cashier's check, bank draft, or certified check equal to the amount specified is acceptable in lieu of a bid bond. Bid bonds of the two lowest firms will be retained until the contract is awarded. 13. Performance and Payment Bond. When required by the specifications herein, the awarded vendor shall furnish a performance and payment bond equal to the amount of the contract, acceptable to the City, within fourteen (14) calendar days after notification of contract award. Failure to furnish the required bond within the time specified may be cause for rejection of the bid and any bid deposit may be retained by the City as liquidated damages and not as a penalty. 14. Taxes. No charge will be allowed for taxes from which the City of Rockford, Illinois is exempt. The City of Rockford, Illinois is not liable for the Illinois Retailers' Occupation Tax, the Service Occupation Tax or the Service Use Tax. The City is exempt from the Federal Excise and Transportation Tax. 15. Withdrawal of Proposal. Firms may withdraw or cancel their proposal at any time prior to the advertised Request for Proposal opening date and time. After the opening time, no proposal shall be withdrawn or cancelled. All proposals shall be firm and valid for a period of sixty (60) calendar days. If a proposer to whom a contract is awarded refuses to accept the award, the City may, at its discretion, suspend the proposer for a period of time up to three (3) years. 16. Subcontracting. Vendor shall provide information for all subcontractors and leased operators of equipment in the required Subcontractor Utilization Form. Information contained in this form must be complete and accurate, to the best of Vendor’s estimating ability at the time of proposal, and will be relied upon by the City in projecting Minority and Women Business Enterprise subcontractor utilization for awarded City contracts. Any changes in subcontractor utilization from that which is provided on the Subcontractor Utilization Form must be made immediately in writing by submitting a new form to the City’s Equal Opportunity Compliance Officer and the City Project Manager or designee. When subcontractors are used, Vendor must pay subcontractors for satisfactory performance no later than thirty (30) days after receipt of each payment from the City. Form 4 4 of 12 17. Termination of Contract. The City of Rockford reserves the right to terminate the contract in its entirety or in portions, upon written notice to Vendor for convenience, if the Rockford City Council does not appropriate sufficient funds to complete the contract, or in the event of default by Vendor. Default is defined as failure of the awarded vendor to perform any of the provisions of this contract or failure to make sufficient progress so as to endanger performance of this contract in accordance with its terms. The City’s written notice of termination shall specify the effective date of termination. Vendor shall discontinue providing goods or services after such effective date, and the City shall not be liable for goods or services provided by Vendor thereafter. In the event of default, the City may purchase the product(s) and/or service(s) from other sources and hold the defaulting company responsible for any excess costs occasioned thereby. The City may require payment of liquidated damages for non-performance. Should default be due to failure to perform or because of a request for a price increase, the City reserves the right to remove the firm from the City's bidder list and place the firm on the City’s debarred list for a period of up to three (3) years. 18. Late Bids and Proposals. Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from further consideration. It shall be solely Vendor's risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to Vendor at their request and expense. 19. Equal Employment Opportunity. Vendor shall comply with all applicable equal employment opportunity statutes, regulations, and ordinances including but not limited to the City’s Equal Opportunity Employment (EOE) Ordinance (City of Rockford Code of Ordinances, Chapter 11, Article IV); the Illinois Human Rights Act (775 ILCS 5/101 et seq.), the Illinois Department of Human Rights (IDHR) Rules and Regulations for Government Contracts (44 Ill. Admin. Code, Chapter X, Section 750), the Discrimination in Public Contracts Act (775 ILCS 10/0.01 et seq.), Title VII of the Civil Rights Act of 1964, as amended (§ 7, 42 U.S.C. § 2000e et seq.); the Age Discrimination in Employment Act of 1967, as amended (29 USC §.621 et seq.); Title I of the Americans with Disabilities Act of 1990, as amended (42 USC 12111-12117); the Equal Pay Act of 1963, as amended; and the Uniformed Services Employment and Reemployment Rights Act of 1994, as amended (38 USC §§ 4301-4335). Pursuant to IDHR’s Rules and Regulations and the City’s EOE Ordinance, the awarded vendor shall comply with the following terms and conditions during the performance of this contract: a) Vendor will not discriminate against any employee, including apprentices, or applicant for employment, including training programs, because of race, color religion, sex, sexual orientation, gender identity, marital status, order of protection status, status as a survivor of domestic violence or human trafficking, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, military status, or unfavorable discharge from military service; and, further, that Vendor will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any underutilization. Form 4 5 of 12 b) If Vendor hires additional employees in order to perform this contract or any portion of this contract, Vendor will determine the availability (in accordance with Section 750) of minorities and women in the areas from which Vendor may reasonably recruit and will hire for each job classification for which employees are hired in a way that minorities and women are not underutilized. c) In all solicitations and advertisements for employees placed by Vendor on its behalf, Vendor will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, gender identity, marital status, order of protection status, status as a survivor of domestic violence or human trafficking, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, military status, or an unfavorable discharge from military service. d) Vendor will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising the labor organization or representative of the Vendor’s obligations under the Illinois Human Rights Act and Section 750 of the Illinois Department of Human Rights Rules and Regulations. If any labor organization or representative fails or refuses to cooperate with the Vendor in its efforts to comply with the Act and Part 750, Vendor will promptly notify the Illinois Department of Human Rights and the City of Rockford and will recruit employees from other sources when necessary to fulfill its obligations under the contract. e) Vendor will submit reports as required by Part 750, furnish all relevant information that may be requested by the Illinois Department of Human Rights or the City of Rockford, and in all respects comply with the Act, the Department’s Rules and Regulations, and the City of Rockford’s Equal Opportunity Employment Ordinance. Vendor’s failure to complete the City’s required Equal Employment Opportunity Certifications or Vendor and Subcontractor Workforce Data Forms will result in disqualification of Vendor’s bid or proposal. f) Vendor will permit access to all relevant books, records, accounts, and work sites by personnel of the City of Rockford and the Illinois Department of Human Rights for purposes of investigation to ascertain compliance with the Act, IDHR’s Rules and Regulations, and City of Rockford EOE Ordinance. g) Vendor will include verbatim or by reference the Equal Employment Opportunity Clause (44 Ill. Admin. Code, Chapter X, Appendix A) in every subcontract awarded under which any portion of the contract obligations are undertaken or assumed, so that the provisions will be binding upon the subcontractor. In the same manner as with other provisions of this contract, Vendor will be liable for compliance with applicable provisions of this clause by subcontractors. Further, Vendor will promptly notify the City of Rockford and the Illinois Department of Human Rights if any subcontractor fails or refuses to comply with the provisions of sections (a) through (f) of this paragraph. Vendor shall not utilize Form 4 6 of 12 any subcontractor declared by the Illinois Human Rights Commission to be ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations. 20. Restrictive or Ambiguous Specifications. It is the responsibility of the proposing firm to review the Request for Proposal specifications and to notify the Central Services Manager if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or Request for Proposal procedures must be received by the Central Services Division not less than seventy-two hours prior to the time set for the opening. In the event a contract term is not defined within the contract document, the term will be given its ordinary dictionary definition. 21. Proposal or Award Protest. Firms wishing to protest proposals or awards shall notify the Central Services Manager in writing within seven (7) days after the proposal opening. The notification should include the RFP number, the name of the firm protesting, and the reason why the firm is protesting. The Central Services Manager will respond to the protest within seven (7) calendar days. A successful protest may result in the reversal of a previously awarded contract. 22. Disputes. In case of disputes as to whether or not an item or service quoted or delivered meets specifications, the decision of the Central Services Manager or authorized representative shall be final and binding to all parties. The Central Services Manager has the right to waive technicalities as they see fit. The Central Services Manager may request a written recommendation from the head of the department using the equipment or service being procured. 23. Exceptions. Any deviations from these specifications shall be noted and submitted with the bid. Failure to address deviations from specifications may result in bid rejection. 24. Acceptance/Rejection of Proposals. The City of Rockford reserves the right to accept or reject any or all bids or proposals at any time, for any reason, including but not limited to the Rockford City Council not appropriating sufficient funds to purchase equipment or complete the contract. The City may make awards in any manner deemed in the best interest of the City. 25. Prevailing Wage. When indicated on the cover page of the invitation to bid, this contract calls for the construction of a "public work," within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. ("the Act"). The Act requires awarded vendors and subcontractors to pay laborers, workers, and mechanics performing services on public works projects no less than the "prevailing rate of wages" (hourly cash wages plus fringe benefits) in the county where the work is performed. Prevailing wage rates are determined by the Illinois Department of Labor and posted on the Department’s website at: https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/Rates.aspx (a) The Act does apply to owner-operators. Form 4 7 of 12 (b) When applicable, all awarded vendors and subcontractors rendering services under this contract must comply with all requirements of the Act, including but not limited to all wage, notice, recordkeeping, and filing of certified payroll requirements. (c) Under the Act, it is mandatory upon Vendor to insert into each subcontract a written stipulation to the effect that not less than the prevailing rate of wages shall be paid to all laborers, workers and mechanics performing work under this contract. It is also the Vendor’s responsibility under the Act to verify and pay current wage rates, as the Department may change them from time to time. (d) It is Vendor’s obligation to understand what the Act requires, and to comply accordingly. Failure on the part of the City to provide proper written notice regarding the applicability of the Prevailing Wage Act does not relieve Vendor or subcontractors of the obligation to comply with the Act when applicable, nor does it relieve them of their obligation to pay back wages when owed. (e) Vendor and all subcontractors shall make all records required under the Prevailing Wage Act available for inspection, copying, or transcription by authorized representatives of the City of Rockford or Department of Labor. Vendor shall further permit such representatives to interview employees during working hours on the job. If Vendor or subcontractor fails to submit the required records or make them available, the City may take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds. Furthermore, failure to submit the required records upon request may be grounds for debarment action. 27. Substance Abuse Prevention. Before Vendor commences work on a public works project, it must have in place a written program which meets or exceeds the program requirements in the Substance Abuse Prevention on Public Works Projects Act (820 ILCS 265/1 et seq.), to be filed with the City and made available to the general public, for prevention of substance abuse among its employees. This program must include pre-hire, random, reasonable suspicion, and post- accident drug and alcohol testing, as required by the Substance Abuse Prevention on Public Works Projects Act. 26. Certified Payroll. All Certified Payroll reports required to be submitted under the Prevailing Wage Act, 820ILCS 130, as directed by the State of Illinois (https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/Prevailing-Wage-Portal.aspx). No paper copies or non-conforming Certified Payroll reports will be accepted. A copy of proof of submission, including the reported wage information, must be submitted to the City with the request for payment. The City reserves the right to withhold payment due to the awarded vendor until the vendor complies with this or any other provision of the Act. Form 4 https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/Prevailing-Wage-Portal.aspx 8 of 12 28. Apprenticeship Requirement. For construction contracts over $50,000, Vendor must participate in apprenticeship and training programs approved and registered with the United States Department of Labor's Bureau of Apprenticeship and Training for all Trades that will be in Vendor's (or his subcontractor's) employment, with each worker receiving the required apprenticeship/training appropriate to his trade. Owners or work performed by owners is not exempt from the apprenticeship and training requirement. 29. Indemnification. To the fullest extent permitted by law, Vendor shall indemnify and hold harmless the City, its officers, representatives, elected and appointed officials, agents, and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from Vendor's performance of work under this agreement, and indemnifies and agrees to defend and hold harmless the City against any and all losses, claims, damages, and expenses arising from the work performed hereunder of the erection, construction, placement, or operation of any scaffold, hoist, crane, stay, ladder, support, or other mechanical contrivance in connection with such work including but not limited to losses, claims, damages, and expenses arising pursuant to claims asserted against the City pursuant to theories premised upon sections 343 and 414 of the Restatement (Second) of Torts. This indemnification agreement shall not be limited in any way by any limitations on the amount or type of damages, compensation, or benefits payable by or for Vendor under the Illinois Workers’ Compensation Act (820 ILCS 305/1 et seq.), disability benefit acts, or other employee benefit acts, and serves as an express agreement to waive the protection of Kotecki v. Cyclops Welding Corp., 146 Ill.2d 155, 585 N.E.2d 1023 (1991) in Illinois. Further, Vendor agrees that it is solely responsible for compliance with all safety laws applicable to the work performed hereunder, including but not limited to the Occupational Safety and Health Act (29 USC Ch. 15 §651 et. seq.) and the Contract Work Hours and Safety Standards Act (40 USC Ch. 37 §3701 et seq.) and all standards and regulations which have been or shall be promulgated by the agencies which administer the Acts. Under no circumstances shall Vendor, its subcontractors, agents, and employees be required to indemnify the City for its own negligence. 30. Insurance Requirements. Upon execution of the contract, and prior to Vendor commencing any work or services with regard to the project, Vendor shall carry commercial general liability insurance, umbrella liability insurance, and automobile liability insurance on ISO form CG 00 01 10 01 (or a substitute form providing equivalent coverage) and Vendor shall provide the City with a Certificate of Insurance and Additional Insured Endorsement on ISO form CG 20 10 11 85 (or substitute form providing equivalent coverage) or on the combination of ISO forms CG 20 IO 10 0 l and CG 20 3 7 1001 (or substitute forms providing equivalent coverage) naming the City as Additional Insured thereunder. Additional insured coverage shall apply as primary insurance and be noncontributory with respect to any other insurance afforded to the City. All coverage shall be placed with an insurance company duly admitted in the State of Illinois and shall be reasonably Form 4 9 of 12 acceptable to the City. All awarded vendor insurance carriers must maintain an A.M. Best rating of "A-" or better. Coverage shall be afforded to the additional insured whether or not a claim is in litigation. The insurance coverage required above shall be of sufficient type, scope and duration to ensure coverage for the City for liability related to any manifestation date within the applicable statutes of limitation and/or repose which pertain to any work performed by or on behalf of the City in relation to the contract. The following insurance requirement shall apply to the successful firm for the duration of the contract unless explicitly waived by the Central Services Manager: a) Commercial General Liability. The coverage available to the City, as Additional Insured, shall not be less than $1 million each occurrence, $2 million general aggregate (subject to a per project general aggregate provision applicable to the project), $2 million products/completed operations aggregate and $1 million personal and advertising injury limits. Such insurance shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). b) Umbrella Liability. The coverage available to the City, as Additional Insured, shall not be less than $2 million each occurrence, $2 million general aggregate. Such insurance shall cover liability arising from premises, operations, independent contractors, products- completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). c) Automobile Coverage. The coverage available to the City, as Additional Insured, shall include comprehensive automobile bodily injury and property damage liability coverage for a minimum amount of $1 million each occurrence, $2 million general aggregate d) Workers Compensation. Vendor shall maintain during the life of this contract statutory workmen's compensation and employer's liability insurance for all his employees engaged in work on the job site. e) Insurance Certificates. Each Certificate of insurance shall provide that the insurer must give the City at least thirty (30) days' prior written notice of cancellation and termination of the City's coverage thereunder. Not less than two weeks prior to the expiration, cancellation or termination of any such policy, Vendor shall supply the City with a new and replacement Certificate of Insurance and Additional Insured endorsement as proof of renewal of said original policy. Said new and replacement endorsements shall be similarly endorsed in favor of the City as set forth above. All subcontractors to be utilized by Vendor shall provide Ownership with a Certificate of Insurance naming City of Rockford as additional insured prior to commencement of work by said subcontractor. 31. Conflict of Interest. Each proposer affirms, by submission of a response to this bid or request for proposals, it has no interest and will not acquire any interest in any enterprise, project, or contract that would conflict in any manner of degree with the performance of the work, services, Form 4 10 of 12 or goods to be provided hereunder. Proposer further affirms that no person having such an interest will be employed to perform any work or services under the contract, and that no employee of the City of Rockford is directly or indirectly interested in the bid or proposal for any reason of personal gain. 32. Non-Waiver. The failure by the City to require performance of any provision shall not affect the City's right to require performance at any time thereafter, nor shall a waiver of any breach or default of this contract constitute a waiver of any subsequent breach or default or a waiver of the provision itself. 33. Professional Services Selection Act. The City of Rockford intends to comply with 50 ILCS 510/.0.01 et seq. governing the selection of professional services. Any reference in these terms and conditions to supplying pricing or price as a determining factor in selection do not apply for services covered by said act. 35. Acceptance or Rejection of Bids and Proposals. The City of Rockford reserves the right to accept or reject any and all proposals and to waive technicalities in submitted bids or proposals. 36. Minority and Women Business Enterprise Policy. It is the policy of the City of Rockford to strongly encourage and promote the award of subcontracts to ready, willing, and able Minority and Women Business Enterprises (MWBEs) certified with the City. The City strongly encourages proposers, when preparing proposals, to contact certified MWBEs regarding potential subcontracting opportunities. The City requires information regarding Vendor’s good faith efforts to identify MWBE subcontractors on the Subcontractor Utilization Form required to be completed and submitted with Vendor’s proposal. An up-to-date list of the City’s certified MWBEs can be found at https://rockfordil.gov/city-departments/finance/central-services/purchasing/. Form 4 34. Compliance with Stormwater Management Ordinance and IEPA General Construction Permit. Vendor must comply with the City's Stormwater Management Ordinance and Illinois EPA’s General Construction Permit. For work performed on the stormwater system, including projects only requiring erosion and sediment control measures, acknowledgement of receipt of the Stormwater Management Ordinance and IEPA’s General Construction Permit is required. It is also required that Vendor retain all invoices, work orders and/or other records of work performed in drainage areas for three (3) years beyond the end of the consent decree, 12/31/2023. These records are subject to audit and are to be made available immediately upon request by the City or the Federal and State Environmental Protection Agency (EPA). Additionally, there may be other records provided that Vendor will be required to keep on file upon request of the City. Violation of this section and with the City's Stormwater Management Ordinance may result in a fine. Additional information can be found at: https://rockfordil.gov/city-departments/public-works/engineering-division/stormwater- environmental-team/ https://rockfordil.gov/city-departments/public-works/engineering-division/stormwater-environmental-team/ 11 of 12 37. Veterans Preference. Vendor shall comply with the Veterans Preference Act (330 ILCS 55/1 et seq.) in its employment to fill positions for the construction, addition to, or alteration of public works contracted for by the City. This Act requires that preference shall be given to veterans who possess the business capacity necessary for the proper discharge of the duties of employment. Vendor is not required to give preference to veterans who are not residents of the City of Rockford over City residents who are not veterans. A person who has been a member of the Illinois National Guard shall be given priority over a person who has been a member of the National Guard of any other state. Veterans under the Act are defined as persons who have been members of the armed forces of the United States or who, while citizens of the United States, were members of the armed forces of allies of the United States in time of hostilities with a foreign country, and have served under one or more of the following conditions: a) The veteran served a total of at least six (6) months; b) The veteran served for the duration of hostilities regardless of the length of engagement; c) The veteran served in the theater of operations but was discharged on the basis of a hardship; or d) The veteran was released from active duty because of a service connected disability and was honorably discharged. Vendor shall insure that the preceding provision is inserted in all subcontracts entered into to furnish labor for the construction, addition to, or alteration of public works in connection with this contract. 38. Non-barred Bidder. Vendors affirms, by submission of a response to this invitation to bid or request for proposals, that Vendor is not barred from bidding on this contract as a result of a conviction for violation of state law prohibiting bid rigging or rotating. 39. City Debarment. The City of Rockford reserves the right to bar Vendor from future bidding opportunities with the City if false information is submitted as part Vendor’s bid response or proposal, Vendor has committed any violation of law, or Vendor fails to comply with the terms and conditions of this contract. 40. Non-Assignment. Neither this Contract nor any of the rights, interests or obligations under the Agreement shall be assigned, in whole or in part, by written agreement, merger, consolidation, operation of law, or otherwise by either party without the prior written consent of the other party. 41. Governing Law. This Contract shall be governed by and construed and enforced in accordance with the laws of the State of Illinois, excluding its choice of law rules and, to the extent applicable, the copyright laws of the United States of America. In the event of a dispute under this Contract, the parties agree to submit to the exclusive jurisdiction of the state courts of, and federal courts sitting in, the State of Illinois. Form 4 12 of 12 42. Severability. In the event that any clause, provision, or portion of these General Conditions or any part thereof shall be declared invalid, void, or unenforceable by any court having jurisdiction, such invalidity shall not affect the validity or enforceability of the remaining portions. 43. Local Business Adjustment to Bid Award. For Public Works or Construction contracts the use of local business adjustment (up to a maximum 5 percent of the contract price, but not more than $20,000 whichever is less) may be authorized. To receive the local business adjustment the bidder must meet the qualifications of a local bidder (described below) and request the local business adjustment be implemented for that bid. The downward adjustment shall then be applied automatically to the local bidder’s bid if doing so will cause the local bidder’s bid to match the bid of a non-local bidder who would otherwise be the lowest qualified bidder. Any bidder requesting application of the local bidder adjustment shall acknowledge and agree to the potential of the reduction in their overall bid at the time of its bid submission. Should a bidder requesting the local business adjustment be declared the lowest bidder and thereafter decline to be awarded the project, that bidder shall be prohibited from requesting the application of a local business adjustment for a period of one year. In instances where more than one local bidder requests local business adjustment, the adjustment will be applied to the next lowest local bidder only, however, if the next lowest bidder did not request the adjustment, then the local bidder who did elect would get the adjustment and award. A local bidder is an individual or entity that (1) has established a place of business within Winnebago, Boone, Ogle, or Stephenson County; (2) has paid a minimum of $5,000 in sales tax in Winnebago County during the 12 months prior to bid submission; and (3) can demonstrate that at least 50% of its employees reside within Winnebago, Boone, Ogle, or Stephenson County. A bidder that requests local business adjustment is certifying that they are in compliance with the above description. If the City determines the bidder is not in compliance the bidder may be barred from bidding for a period of up to three years. Form 4 15 Section 2 Required Forms Form 4 City of Rockford EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION with the City of Rockford, it is subject to and will comply with all applicable equal employment opportunity statutes, regulations, and ordinances including but not limited to: the City’s Equal Opportunity Employment (EOE) Ordinance (City of Rockford Code of Ordinances, Chapter 11, Article IV); the Illinois Human Rights Act (775 ILCS 5/101 et seq), the Illinois Department of Human Rights Rules and Regulations for Government Contracts (44 Ill. Admin. Code, Chapter X, Section 750), and the Discrimination in Public Contracts Act (775 ILCS 10/0.01 et seq.), Title VII of the Civil Rights Act of 1964, as amended (§ 7, 42 U.S.C. § 2000e et seq.); the Age Discrimination in Employment Act of 1967, as amended (29 USC §.621 et seq.); Title I of the Americans with Disabilities Act of 1990, as amended (42 USC 12111-12117); the Equal Pay Act of 1963, as amended; the Uniformed Services Employment and Reemployment Rights Act of 1994, as amended (38 USC §§ 4301-4335); and, for federally-funded construction contracts (only), Executive Order 11246, as amended, and relevant U.S. Department of Labor regulations regarding equal employment opportunity for federally assisted construction contracts (see 41 CFR Part 60). 2. Discrimination Prohibited. Vendor certifies that it is its policy to provide equal employment opportunity and that it prohibits discrimination against any employee or applicant for employment due to race, color religion, sex, sexual orientation, gender identity, marital status, order of protection status, status as a survivor of domestic violence or human trafficking, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, military status, or unfavorable discharge from military service. Further, Vendor will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any underutilization, as is required by the Illinois Department of Human Rights Rules and Regulations for Government Contracts. 3. Non-Segregated Facilities. Vendor certifies that it provides facilities at its place of business without segregation except where separate facilities for a person of the opposite sex are required. Vendor also certifies that it will, to the greatest extent possible, not assign employees to work at any location where facilities are so segregated and that it will insert into its subcontracts the provisions of this paragraph for work performed under this contract and obtain the same certification from subcontractors. 4. Government Exclusion, Debarment, or Suspension. Vendor certifies that it is not subject to any exclusion, debarment, suspension, or other disciplinary action by any government agency including but not limited to the U.S. Government, State of Illinois, Illinois Human Rights Commission, Illinois Department of Labor, or any other federal or state agency or political subdivision. Additionally, if at any time Vendor is subject to such exclusion, suspension, or debarment during the contract period, Vendor certifies that it will immediately disclose this information to the City’s EOC Officer. 1 of 6 All bidders seeking to do business with the City of Rockford must complete this certification. Failure to sign this Certification will result in disqualification of Vendor’s bid or proposal. Questions regarding EEOs should be addressed to City of Rockford Equal Opportunity Compliance (EOC) Officer, at (779) 348-7392. 1. Compliance with EEO Law. Vendor acknowledges and certifies that, if awarded a contract Form 4 City of Rockford EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION 5. Subcontracting. Vendor certifies that, if awarded a public contract with the City of Rockford, it will include verbatim or by reference the provisions of the City’s General Conditions Equal Employment Opportunity paragraph 19 in every subcontract awarded under which any portion of the contract obligations are undertaken or assumed. For federally funded construction contracts, the conditions described in paragraph (8) of the “Equal Opportunity Clause for Federally Assisted Construction Contracts” and paragraph (2) of the “Standard Federal Equal Employment Opportunity Construction Contract Specifications” must also be included in every subcontract. Vendor acknowledges that it is responsible for the compliance of all of its subcontractors with this provision. Vendor also certifies it will not utilize any subcontractor excluded, debarred, suspended, or otherwise disciplined by any government agency including but not limited to the U.S. Government, State of Illinois, Illinois Human Rights Commission, Illinois Department of Labor, or any other federal or state agency or political subdivision, and that it will notify the City’s EOC Officer if any subcontractor fails to comply with such provision. 6. MWBE Procurement Policy. Vendor understands that it is the policy of the City of Rockford to encourage and promote the award of subcontracts to ready, willing, and able Minority and Women Business Enterprises (MWBEs) certified with the City. The City strongly encourages bidders, when preparing bids or proposals, to contact certified MWBEs regarding potential subcontracting opportunities. Vendor certifies that it has worked in good faith to comply with this policy by contacting MWBE businesses for subcontracting opportunities when possible (list can be found at https://rockfordil.gov/city-departments/finance/central- services/purchasing/). For federally funded construction projects (only), Vendor further certifies it has demonstrated good faith efforts to meet the women and minority subcontracting goals set forth in the “Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity.” Signature of Vendor Date 2 of 6 Form 4 https://rockfordil.gov/city-departments/finance/central-services/purchasing/ https://rockfordil.gov/city-departments/finance/central-services/purchasing/ City of Rockford SUBCONTRACTOR UTILIZATION FORM Vendor Name: Project Name: Bid or RFP Number: Total Proposal/Bid Amount (over the full term of the contract): Vendor Contact Name: Contact Phone: Contact Email: Subcontractor Name MBE or WBE? (Y/N) Amount % of Total Proposal/Bid Scope of Work Vendor Certification Status: Minority Business Enterprise Women Business Enterprise None Section II--Subcontractor Utilization Will subcontractors be used? Yes (complete rest of form) No (proceed to Section V) Section III—Subcontractor Selection Please list information for ALL subcontractors Vendor believes it will use. Vendor may make changes or Section I—Vendor/Prime Contractor Information Is this an update to a previously submitted Subcontractor Utilization Form? Yes No If more than six subcontractors will be used, please complete the Subcontractor Utilization Form--Supplement. 3 of 6 THIS FORM MUST BE COMPLETED EVEN IF YOU DO NOT PLAN TO USE SUBCONTRACTORS (COMPLETE SECTIONS I, II, AND V IF YOU DO NOT PLAN TO USE SUBCONTRACTORS). additions to its list of subcontractors by submitting an updated form to the City’s EOC Officer after award, if needed. All Vendors seeking to do business with the City of Rockford must provide information about all subcontractors that will be used. A Subcontractor is any person or business that supplies any of the work, transportation or labor services, supplies, equipment, or materials under a contract with Vendor. Failure to complete this form will result in disqualification of Vendor’s bid or proposal. Questions regarding EEOs should be addressed to City of Rockford Equal Opportunity Compliance (EOC) Officer, at (779) 348-7392. Form 4 kdomingu Highlight City of Rockford SUBCONTRACTOR UTILIZATION FORM If Vendor plans to use subcontractors, but has not yet identified some or all of the subcontractors to be used, please explain why: Section IV—MWBE Subcontractors Contacted It is the policy of the City of Rockford to encourage and promote the award of subcontracts to qualified and available Minority and Women Business Enterprises (MWBEs) certified with the City. The City strongly encourages bidders, when preparing bids or proposals, to contact certified MWBEs regarding potential subcontracting opportunities (a list of MWBEs can be found at https://rockfordil.gov/city- departments/finance/central-services/purchasing/). Please list the MWBEs Vendor has contacted regarding subcontractor opportunities for this proposal/bid (MWBE subcontractors selected and listed in Section III do not need to be listed again here): MWBE Business Name Method of Contact (e.g. phone, email) Why not used? Section V—Signature The undersigned certifies that the information provided herein is truthful, accurate, and complete. Further, Vendor acknowledges that if it is awarded the contract, this information must be kept up to date by Vendor. According to the City’s General Conditions Paragraph 16, any changes in subcontractor utilization must be immediately made in writing by submitting a new form to the City’s Equal Opportunity Compliance Officer (contact information provided at the top of this form). A complete and accurate list of subcontractors will be required prior to beginning work on the project, if awarded. ___________________________________________________________________________________ Name Title ___________________________________________________________________________________ Signature Date If more than six subcontractors will be used, please complete the Subcontractor Utilization Form--Supplement. 4 of 6 Form 4 https://rockfordil.gov/city-departments/finance/central-services/purchasing/ https://rockfordil.gov/city-departments/finance/central-services/purchasing/ City of Rockford VENDOR WORKFORCE DATA FORM Part I: Vendor Information Vendor Name: Bid or RFP Number: Project Name: IDHR Number1: Expiration: Date: Estimated Duration of Work: Vendor’s EEO Contact Name: Contact Email: Title: Contact Phone: Part II: Vendor Workforce Data Please provide the number of individuals employed by Vendor in each category below (report all employees, not just those who will work under the contract). Definitions of the EEO Job Categories are included with this form. W - White B - Black H – Hispanic/Latino A - Asian AI - American Indian, Alaskan or Hawaiian Native Tw—Two or more race/ethnicity T – Total Officials and Managers Professional Workers Technicians Sales Workers Administrative Support Workers Craft Workers Operatives Laborers and Helpers Service Workers TOTAL 1 Bidders must have an Illinois Department of Human Rights Eligibility Number if 1) bidder employs 15 or more persons, AND 2) if the bid or proposal will total more than $100,000. JOB CATEGORY MALE FEMALE W B H A AI Tw T W B H A AI Tw T TOTAL 5 of 6 The City must collect information in an effort to monitor Vendor’s compliance with the Illinois Human Rights Act, Illinois Department of Human Rights Rules and Regulations, and City of Rockford Equal Employment Opportunity Ordinance. Failure to complete this form will result in disqualification of Vendor’s bid or proposal. Questions regarding EEOs should be addressed to City of Rockford Equal Opportunity Compliance (EOC) Officer, at (779) 348-7392 Form 4 kdomingu Highlight City of Rockford SUBCONTRACTOR WORKFORCE DATA FORM Part I: Identification Subcontractor Name: Bid Number: Project Name: IDHR Number: Expiration: Date: Estimated Duration of Work: Subcontractor’s EEO Contact Name: Contact Email: Contact Phone: W - White B - Black H – Hispanic/Latino A - Asian AI - American Indian, Alaskan or Hawaiian Native Tw—Two or more race/ethnicity T – Total JOB CATEGORY MALE FEMALE W B H A AI Tw T W B H A AI Tw T TOTAL Officials and Managers Professional Workers Technicians Sales Workers Administrative Support Workers Craft Workers Operatives Laborers and Helpers Service Workers TOTAL Part II: Subcontractor Workforce Data Please provide the number of individuals employed by subcontractor in each category below (report all employees, not just those who will work under the contract). Definitionsof the EEO Job Categories are included on the next page of this form. 6 of 6 This form is required if Vendor will be using one or more subcontractors to complete work or perform services for the City. A Workforce Data Form must be completed for each subcontractor. Questions regarding EEOs should be addressed to City of Rockford EqualOpportunity Compliance (EOC) Officer, at (779) 348-7392 Form 4 Job Category Descriptions Officials and Managers: Jobs occupied by administrative and managerial personnel who set broad policies, exercise overall responsibility for execution of these policies, and direct individual departments or special phases of a firm’s operations. Includes: officials, executives, middle management, plant managers, department managers, superintendents, salaried supervisors who are members of management, and purchasing agents and buyers. Professionals: Jobs requiring bachelor or graduate degree and/or professional certification or comparable experience. Includes: accountants and auditors, architects, chemists, computer programmers, designers, editors, engineers, lawyers, scientists, registered professional nurses, personnel and labor relations specialists, physicians, and surveyors. Technicians: Jobs requiring a combination of basic scientific knowledge and manual skill which is often obtained through 2 years of post-high school education or through equivalent on-the-job training. Includes: drafters, surveying and mapping technicians, engineering aides, junior engineers, mathematical aides, emergency medical technicians, and licensed practical nurses. Sales Workers: Jobs engaging wholly or primarily in direct selling. Includes: advertising agents and sales workers, insurance agents and brokers, real estate agents and brokers, stock and bond sales workers, securities, commodities, and financial services sales agents, demonstrators, sales workers and sales clerks, grocery clerks, and cashiers/checkers. Administrative Support Workers: Jobs involving non-managerial tasks providing administrative and support assistance, primarily in office settings. Includes: office support, bookkeepers, accounting and auditing clerks, dispatchers, data entry workers, collectors (bills and accounts), messengers and office helpers, shipping and receiving clerks, typists and secretaries, telephone operators, and legal assistants. Craft Workers: Jobs requiring higher skill in areas including: construction (building trades craft workers and their formal apprentices); natural resource extraction workers; installation, maintenance and part replacement of equipment, machines and tools; and some production occupations that are distinguished by the high degree of skill and precision. Includes: boilermakers; brick & stone masons; carpenters; electricians; painters; glaziers; plumbers, pipefitters & steam fitters; roofers; elevator installers; earth drillers; oil & gas rotary drill operators; blasters & explosive workers; mechanics; electric & electronic equipment repairers; millwrights; and tool & die makers. Operatives: Jobs involving operation of machines, factory-related processing equipment, or equipment to facilitate the movement of people or materials. These occupations require intermediate skill level and usually do not require more than several months of training. Includes: machine operators; electrical & electronic equipment assemblers; semiconductor processors; testers; graders & sorters; bridge & lock tenders; truck, bus or taxi drivers; industrial truck & tractor (forklift) operators; conveyor operations; and hand packers & packagers. Laborers and Helpers: Jobs requiring limited skills and brief training to perform tasks that require little or no independent judgment. Includes: production & construction worker helpers; construction laborers; refuse & recyclable materials collectors; landscapers, grounds maintenance workers, and laborers performing lifting, digging, mixing, loading and pulling operations. Service Workers: Jobs in food service, personal service, cleaning service, and protective service occupations. Skill may be acquired through formal training, job-related training or direct experience. Includes: food service workers; medical assistants and other healthcare support occupations; transportation attendants; cleaners; janitors; porters; transit and railroad; police and fire fighters; guards; private detectives and investigators. Form 4 Acknowledgement of Stormwater Management Ordinance and IEPA General Construction Permit (ILR10) Requirements By indicating below, we acknowledge receipt of the Stormwater Management Ordinance and IEPA’s General Construction Permit, if applicable. Both documents can be found on the City of Rockford website at: https://rockfordil.gov/city-departments/public-works/engineering-division/stormwater-environmental- team/ The IEPA General Construction permit can also be located at: https://www2.illinois.gov/epa/topics/forms/water-permits/storm-water/Pages/general-permits.aspx I have been provided access to the City of Rockford Stormwater Management Ordinance and the Illinois EPAs General Construction Permit and agree to comply with the terms outlined therein. ______________________________________________________________________________ Person, Firm or Corporation ______________________________________________________________________________ Authorized Signature Form 4 By indicating below, we acknowledge receipt of the addenda listed. Addendum Date Addendum Date Addendum Date Addendum Date Addendum Date Person, Firm or Corporation Authorized Signature Acknowledgement of Addenda The City of Rockford may respond to requests for information or pro-actively provide more information by posting addenda to bid packages on the City website. The City and its personnel are not responsible for notifying potential vendors of any addenda to bid packages posted to the City's website. TheCity may, but isnot required to, provide notification of new addenda via one or more of the same methods by which the original bid request was posted. Vendors who fail to account for information or requests included in these addenda may have their bids disqualified. THEREFORE, IT IS EXTREMELY IMPORTANT THAT POTENTIALVENDORS MONITOR THE CITY WEBSITE FOR ANY ADDENDA TO THE ORIGINAL BID PACKAGES. Form 4 https://rockfordil.gov/city-departments/finance/central-services/purchasing/addenda/ https://rockfordil.gov/city-departments/finance/central-services/purchasing/addenda/ Form 4 Form 4 Form 4 Form 4 Form 4 Form 4 Section 3 Bid/RFP Specifications Form 4 Fire Prevention Software 1 | P a g e TECHNOLOGY SOLUTION FOR MANAGEMENT OF LIFE SAFETY SYSTEMS RFP NO: 1222-FD-125 SPECIFICATIONS 1.0 General Scope The City of Rockford Fire Department is seeking proposals from qualified firms to provide a cloud based solution to track, manage, and enforce the service and maintenance of fire alarms, hood/duct system maintenance and inspection, and other life safety systems within the City of Rockford. 2.0 General Requirements 2.1 Firm Qualifications. No contract shall be awarded except to responsible firms capable of providing the City with high quality services. Before being considered for the award of contract, firms may be required to show evidence of the necessary experience, facilities, equipment, and ability to provide the services requested in this document. The City of Rockford shall make the final determination as to the firm’s ability to provide the desired services. 2.2 Evaluation of Firms. The City’s evaluation team will assess the qualifications of firms based on their proposals. The City also reserves the right to interview representatives of firms, request documents as needed, and review the quality of similar services provided to other clients in order to determine which firm will be awarded the contract. 2.2.1 Evaluation Team. An evaluation team will be used to assess each proposal. This evaluation team will consist of personnel from the Finance and Fire Departments. 2.2.2 Evaluation Criteria. There will be five (5) criteria used to assess each firm’s proposal. The first three items will be valued at 25 points, the fourth item will be valued at 15 points and the last item valued at 10 points for a maximum of 100 points. The following criteria will be used to evaluate the proposals:  The reports that will be available to the City of Rockford Fire Department online and viewable with real-time data.  The strength of the vendor’s experience in driving compliance with the fire code for other municipalities.  Detailed description of procedures to be used.  The cost breakdown of all charges to the City of Rockford and local businesses.  Location where the administrative support and customer service center will be performed and the available services will also be considered. Preference is for a call center that is open during normal business hours to the City of Rockford (8:00 a.m. to 5:00 p.m. Central) and one that offers services that will most likely be of benefit to our citizens and businesses. 2.2.3 Basis of Award. Each member of the evaluation team (see 2.2.1) shall evaluate each proposal and any other information that is used to evaluate the firm’s ability (see 2.2.2) to provide quality services to the City. 2.3 Interview Process. Oral presentations to supplement the proposal, for the purpose of clarification, may be required of the selected firms. The time and place of the interview will be determined after proposals are reviewed. The vendor will provide a demonstration platform to better experience the use and functionality of the system. Fire Prevention Software 2 | P a g e 2.4 Contract Length. The vendor that receives the award for this Request for Proposal (RFP) shall provide these services for a one-year period upon approval of a contract. The parties to this agreement shall also have the option to renew this contract for four (4) additional one-year terms. Renewals are based upon the mutual consent of both parties, such consent being stated in writing sixty days (60) days in advance of the renewal of the contract. 2.5 Contacts. All questions shall be directed to Vishruti Patel, Financial Analyst, at Vishruti.Patel@rockfordil.gov . Any oral communications will be considered unofficial and non-binding. 3.0 Specific Requirement 3.1 General Overview: The City of Rockford has conducted fire service since 1881. We are currently using paper and manual data entry to manage our fire alarm system, hood/duct maintenance and service, and other life safety systems. We desire a contracted service to assist with the management and data entry of the various reports. 3.2 Services to be Performed: 3.2.1 Manage and host a web/cloud based service to allow reporting, management, and tracking of compliance of fire safety systems/inspections. 3.2.2 Provide a system that allows Rockford Fire Department Fire Prevention staff to directly communicate with business/property owners and life safety system service contractors. 3.2.3 Provide a system that allows for fire prevention staff to access, review, and download a copy of life safety system service reports. 3.2.4 Provide data that can integrate into our current FirstDue software fire prevention and pre-planning database. This shall include but is not limited to contact information, maintenance results. 3.2.5 Provide real time analytics of total properties and those that in or out of compliance. 3.2.6 Provide initial and ongoing training for Rockford Fire Department staff on the system. 3.2.7 Provide initial and ongoing training for inspection, testing, and maintenance companies who will be utilizing the system. 3.2.8 Provide documentation and feedback to businesses whose data is maintained by the system. 3.2.9 Provide review of submitted service reports and contact business/property owner to educate and notify of required repairs. 3.2.10 Create, update, and maintain a business & contractor contact list. Contractor list should also include state license number. 3.3 Security Requirements: 3.3.1 If applicable, the system shall be PCI DSS, v3.2.1 complaint upon Go-Live and upgraded to PCI DSS v4.0 no later than March 31, 2024. 3.3.2 Secure transmission of data using Secure Socket Layer (SSL) encryption. 3.3.3 Encryption of data at rest. The system shall be NIST-FIPS compliant with 2022 Advanced Encryption Standard (AES-256). 3.3.4 Data center locations must be hosted in the United States. 3.3.5 Backup and Restore capabilities must be tested regularly and available to customer on a 24 hour/7 day a week/365 days a year basis. 3.4 System Availability Requirements : 3.4.1 System shall remain highly available and meet Service Legal Agreement (SLA) of 99.999% availability on a 24 hour/7 day a week/365 days a year basis. Fire Prevention Software 3 | P a g e 3.4.2 There shall be no bandwidth limitations/throttling of cloud-based solution. 3.4.3 All data shall remain the property of the City of Rockford, regardless of physical location. 3.5 Detailed Requirements: 3.5.1 Firm must have minimum of 4-years of work with departments of similar size and complexity. 3.5.2 Firm must provide training in-person for Rockford Fire Prevention staff. 3.5.3 Firm must provide training in-person or virtual for contractors and business owners to ensure an understanding and accurate data submittal. 3.5.4 Firm must retain bi-lingual staff to ensure the City’s diverse demographic is serviced. 3.5.5 Firm must employ staff who are trained and experienced in fire and life safety systems and commonly referenced ICC and NFPA codes. 3.5.6 Firm must have a comprehensive customer service training program and formal quality assurance program in place. 3.5.7 Firm will provide a demonstration platform to better experience the use and functionality of the system. 4.0 Information to be submitted 4.1 Data about company, including length of time in business and number of years providing similar service to municipalities. List at least three other municipalities that you previously or currently contracted with, including contact information for reference. 4.2 Complete summary of costs for various services being proposed (all-inclusive). Include the services provided for in the cost provided. Any additional costs or set-up fees are to be listed separately. Include estimate of costs based on a three-year contract in addition to two, one-year renewals. 4.3 Location (city and state) where billing functions, customer service, data processing, and main offices are located. For out of town vendors, it is required that you provide a toll free number for customers to contact with questions regarding billing statements. E-mail contact as a customer communication tool is highly preferred. 4.4 Detailed description of billing policies and procedures to be used (i.e., billing cycle, special features, age analysis, criteria for turning to collections, etc.). 4.5 Sample of monthly reports the City will receive. Also, provide copies of any type of optional reports available by request, along with any additional charge information for supplemental reports. 4.6 Identify an individual in your firm (title and phone number) that would be principally responsible for addressing the City’s concerns or questions. 4.7 Provide list of staff and certifications. 4.8 Provide list of languages spoken with your firm. 4.9 Provide the City’s involvement in any billing process. Fire Prevention Software 4 | P a g e 4.10 Description of refund process. 4.11 Provide an original of your proposal and an electronic copy on USB.