Wireless System Upgrade

The Village of Hoffman Estates invites you to submit a sealed proposal for: Wireless System Upgrade/Update The enclosed proposal form(s) must be used in submitting the proposal. Proposal must be addressed as follows: Village of Hoffman Estates Information Technology Department Wireless System Upgrade/Update 1900 Hassell Road Hoffman Estates, Illinois 60169 Proposals will be received until - 3:30PM CDT, Tuesday, September 19, 2023. Interested vendors must attend a mandatory pre-proposal meeting on 9/5/2023 at 1:00 p.m. at the Hoffman Estates Village Hall located at 1900 Hassell Rd., Hoffman Estates IL 60169. The required Contractor's Certification forms must be completed and returned with the proposal. The Village reserves the right to reject any or all proposals if the evidence submitted by, or investigation of, such vendor(s) fails to satisfy the Village that such vendor(s) is properly qualified to carry out the obligations of the contract and to complete work contemplated therein.

The Village of Hoffman Estates further reserves the right to waive any minor irregularities or minor defects in the proposal, which do not affect the price nor constitute some type of substitution for a designated item, and to accept the proposal, which is in the best interest of the Village. Conditional proposals will not be accepted. Strikeouts or addition of conditions or provisions or insertion of substitutes shall be reason for rejecting a proposal without any specification of reason for the rejection. Any request for information shall be made to Darek Raszka, Director of Information Technology by email at RFP@vohe.org, but the response may not be used as a condition to any proposal being submitted. Sincerely, Darek Raszka Director of Information Technology Page 4 Public Notice NOTICE TO Vendors The Village of Hoffman Estates is accepting sealed proposals for: Wireless System Upgrade/Update Sealed proposals will be accepted until 3:30PM CDT, Tuesday, September 19, 2023 at the Hoffman Estates Village Hall. RFP Documents and Scope of Work will be available on Friday, August 25, 2023, after 12:00PM. Proposal specifications will be available through our website at http://www.hoffmanestates.org. To obtain proposal specifications, please follow these instructions:  Go to: http://www.hoffmanestates.org  Go to Business tab  Click on RFPs area for the document  Download the RFP in PDF format  Download W-9 Form from http://www.irs.gov/pub/irs-pdf/fw9.pdf and complete  Submit with your response Direct any questions to Darek Raszka, Director of Information Technology at RFP@vohe.org. http://www.hoffmanestates.org/ http://www.hoffmanestates.org/ http://www.irs.gov/pub/irs-pdf/fw9.pdf mailto:RFP@vohe.org Page 5 Proposed Project Timeline TIMELINE - AS OF 8/25/2023 ACTION DATE TIME LOCATION SPECIFICATIONS RELEASED 8/25/2023 12:00PM www.hoffmanestates.org PRE-PROPOSAL VENDOR MEETING 9/5/2023 1:00PM Hoffman Estates 1900 Hassell Road Hoffman Estates IL SITE TOUR (weather permitting) 9/5/2023 2:00PM Begins at 1900 Hassell SITE TOUR (if needed) 9/6/2023 9:00AM Begins at 1900 Hassell PROPOSAL DEADLINE 9/19/2023 3:30PM Hoffman Estates 1900 Hassell Road Hoffman Estates IL Page 6 Instructions to Vendor 1. GENERAL a. Proposal shall be hardcopy, signed and submitted in an envelope properly marked with the title of the proposal and date and time of opening. Unsigned proposals will be rejected. Note, this document is your response. b. Seal and deliver proposals to the Information Technology Department on or before the time scheduled for the opening. Late proposals will not be opened nor considered. c. All proposals shall be made using the forms response areas included in this RFP document. d. The Village Board is not subject to Federal Excise Tax or Illinois Retailers Occupational Tax. e. Prices quoted shall include all charges for packing, transportation and delivery to the locations designated on the proposal specification and installation as called for in the proposal specifications. f. Correspondence shall be addressed to the Director of Information Technology, Darek Raszka. g. Oral, telephonic, telegraphic, facsimile or electronically transmitted bids will not be accepted. 2. ERRORS AND OMISSIONS All proposals shall be submitted with each space properly completed. The special attention of vendors is directed to the policy that no claim for relief because of errors or omissions in the proposal will be considered, and vendors will be held strictly to the proposals as submitted. Should a vendor find any claimed discrepancies in, or omissions from, any of the documents, or be in doubt as to their meanings, vendor shall advise the purchasing official first orally, followed by written (FAX, Email attachm