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COOK COUNTY HEALTH AND HOSPITALS SYSTEM (CCHHS)

TITLE: Parking Management

REQUEST FOR PROPOSAL (RFP) # H18-0001

GENERAL DESCRIPTION: Proposer will provide management services for the combined

parking facilities for John H. Stroger, Jr. Hospital, Provident Hospital, Ruth M. Rothstein

Core Center, allocated spaces in the Juvenile Temporary Detention Center Garage and

the 13th and Leavitt Street lot.

DATE ISSUED: December 13th, 2017

QUESTIONS DUE DATE: January 12th, 2018 by 2:00 PM CST.

RESPONSE DUE DATE: January 23rd, by 2:00 PM CST.

Responses to this proposal shall be delivered between the hours of 8:00 a.m. (CST) and

2:00 p.m. (CST) to:

Cook County Health and Hospitals System C/O John H. Stroger, Jr. Hospital of Cook County 1969 West Ogden Ave., lower level Room # 250-A Chicago, IL 60612

Attention: Supply Chain Management Department

Please note that it takes approximately 20 minutes to pass security and walk to room

250A.

Delivery of proposals must include the Proposal Acknowledgement Form included at the

end of the document.

MANDATORY PREPROPOSAL CONFERENCE: The mandatory pre-proposal meeting and site inspections for all proposers for the John H. Stroger, Jr. Hospital campus will be held at Monday, January 8, 2018 at 10:00 AM Department of Building and Grounds 1969 West Ogden Avenue, Room LL- 280 (Basement) Chicago, Illinois 60612. For any questions, please contact Mr. Jim DeLisa (312) 864-2815. The mandatory pre-proposal meeting and site inspections for all proposers for the Provident Hospital of Cook County will be held at Monday, January 8, 2018 at 2:00 PM By Garage (Cashier Office) 500 East 51st Street, Chicago, Illinois 60615. For any questions, please contact Mr. Jim DeLisa (312) 864-2815. All questions regarding this RFP should be directed to [email protected],

where the subject of the email should reference the RFP # and Title.

The RFP and related addenda will be posted at the http://www.cookcountyhhs.org

website under the “Doing Business with CCHHS” tab.

mailto:[email protected]

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Table of Contents 1. Background ....................................................................................................................................................... 5

2. Schedule ............................................................................................................................................................ 5

3. CCHHS Requirements: ...................................................................................................................................... 5

3.1 Scope ..................................................................................................................................................... 5

3.2 Contract Periods ................................................................................................................................... 5

3.3 Award of Contract ................................................................................................................................ 5

3.4 Inquires .................................................................................................................................................. 5

3.5 Service Locations ................................................................................................................................... 6

3.6 Facility Sizes .......................................................................................................................................... 6

3.8 Maintenance of Equipment and Maintenance Agreements............................................................... 7

3.9 Facility Maintenance, Housekeeping and Repair Plan; Annual Structural Engineering Inspection .... 7

3.10 Contingency Plan ................................................................................................................................ 8

3.11 Transition and Continuity of Service on Expiration of Contract ....................................................... 8

3.12 Operations Plan .................................................................................................................................. 8

3.13 Supplies ............................................................................................................................................... 8

3.14 CCHHS Rights ...................................................................................................................................... 8

3.15 Uniforms ............................................................................................................................................. 9

4. Description of Work ......................................................................................................................................... 9

4.1 Security ............................................................................................................................................... 10

4.2 Snow and Ice Control ......................................................................................................................... 10

4.3 Signage ............................................................................................................................................... 11

4.4 Power Sweeper ................................................................................................................................... 11

4.5 Contractor Administrative Responsibilities ....................................................................................... 11

4.6 Personnel ............................................................................................................................................ 14

4.7 Standard Operating Procedures Manual ........................................................................................... 17

5. Annual Inspections ......................................................................................................................................... 18

6. Parking Facility Maintenance & Schedule (By the Contractor) .......................................................... 19

7. Security Requirements ......................................................................................................................... 19

8. Automated Walk -Up Cashier ................................................................................................................ 20

9. Required Proposal Content .............................................................................................................................. 21

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9.1 Cover Letter ................................................................................................................................................... 21

9.2 Executive Summary ....................................................................................................................................... 21

9.3 Response to Scope of Work ........................................................................................................................... 21

9.4 Qualifications of the Proposer ....................................................................................................................... 21

9.5 Subcontracting or teaming and MBE/WBE Participation ................................................................................ 23

9.6 Financial Status .............................................................................................................................................. 23

9.7 Conflict of Interest ......................................................................................................................................... 23

9.8 Insurance Requirements ................................................................................................................................ 23

9.9 Contract ........................................................................................................................................................ 23

9.10 Legal Actions ................................................................................................................................................ 23

9.11 Economic Disclosure Statement ................................................................................................................... 24

9.12 Pricing Proposal Submission ......................................................................................................................... 24

9.13 Addenda ...................................................................................................................................................... 24

10. Evaluation and Selection Process .................................................................................................................. 24

10.1 Evaluation Process ..................................................................................................................................... 24

10.2 Right to Inspect ............................................................................................................................................ 24

10.3 Consideration for Contract ........................................................................................................................... 25

11. Evaluation Criteria......................................................................................................................................... 25

11.1 Responsiveness of Proposal ......................................................................................................................... 25

11.2 Reasonableness of Overall Price................................................................................................................... 25

11.3 Other Qualitative Criteria ............................................................................................................................. 25

11.4 Instructions to Proposers ........................................................................................................................... 25

12. Number of Copies .......................................................................................................................................... 25

12.1 Format ......................................................................................................................................................... 26

12.2 Time for submission ..................................................................................................................................... 26

12.3 Packaging and Labeling ................................................................................................................................ 26

12.4 Timely delivery of Proposals ........................................................................................................................ 26

12.5 Availability of Documents ............................................................................................................................ 26

12.6 Questions and Inquiries ............................................................................................................................... 26

12.7 MBE/WBE Participation Goals ...................................................................................................................... 27

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12.8 Pre-proposal Conference (if Applicable) ....................................................................................................... 27

12.9. Alteration/Modification of Original Documents .......................................................................................... 27

12.10 Cost of Proposer Response ......................................................................................................................... 27

13. Proposer’s Responsibility for Services Proposed ........................................................................................... 27

13.1 RFP Interpretation ....................................................................................................................................... 28

13.2 Errors and Omissions ................................................................................................................................... 28

13.3 Proposal Material......................................................................................................................................... 28

13.4 Confidentiality and Response Cost and Ownership ...................................................................................... 28

13.5 Awards ......................................................................................................................................................... 28

13.6 CCHHS County Rights ................................................................................................................................... 28

13.7 Cancellation of RFP; Requests for New or Updated Proposals ..................................................................... 29

14. Definitions ..................................................................................................................................................... 29

15. Proposal Acknowledgement Form ................................................................................................................ 30

16. Mandatory Pre-Proposal Conference – H18-0001............................................................................. 31

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1. Background The Cook County Health and Hospitals System (“CCHHS” or “System”) is a unit within Cook County government. The

CCHHS provides a full continuum of health care services through its seven operating entities, referred to as System

Affiliates. System Affiliates provide a broad range of services from specialty and primary care to emergency, acute,

outpatient, rehabilitation and preventative care. CCHHS services are offered without regard to a patient’s economic

status or ability to pay.

The System operates John H. Stroger, Jr. Hospital of Cook County, which is a tertiary, acute care hospital and

Provident Hospital of Cook County, a community acute care hospital. The System also operates: 1. the Ambulatory

and Community Health Network, a system of sixteen (16) clinics offering primary care services and specialty care

services at the Stroger Central Campus and in medically underserved areas and schools; 2. the Cook County

Department of Public Health, the certified local public health department for most parts of suburban Cook County,

which provides limited clinical services, as well as communicable disease control, environmental health and

prevention and education services; 3. Cermak Health Services of Cook County, a health facility operated within the

confines of the Cook County Department of Corrections which provides health screening, primary and specialty care

for detainees; 4. Ruth M. Rothstein Core Center, a comprehensive care center for HIV and other infectious diseases;

and 5. Oak Forest Health Center of Cook County.

2. Schedule CCHHS anticipates the following schedule.

Activity Estimated Date

RFP posted to the website December 13th, 2017

Mandatory Pre-Proposal Conference Monday, January 8th, 2018 for Stroger at 10:00 AM. Monday January 8th, 2018 for Provident at 2:00 PM.

Proposer Inquiry Deadline January 12th, 2018 @ 2:00 PM

CCHHS response to Inquiries – Tentative

Week of January 15th, 2018

Proposal Due Date January 23rd, 2018 by 2:00 PM.

Evaluation of Proposals – Tentative February, 2018

3. CCHHS Requirements:

3.1 Scope CCHHS seeks a Contractor to provide management for the combined parking facilities for John H. Stroger, Jr. Hospital Campus, Wood Street Lot inclusive of Provident Hospital, the Ruth M. Rothstein CORE Center lots and the Provident Hospital Garage, monitor a maximum of 500 parking spaces at the Juvenile Temporary Detention Center and the lot at 13th and Leavitt Street.

3.2 Contract Periods The period of the contract shall be for thirty-six (36) months of operations upon award of this contract by the Cook County Health and Hospitals System. Contract will include two (2) one (1) year renewal options.

3.3 Award of Contract This contract may be awarded in part or in whole. CCHHS reserves the right to award this contract in the best interest of CCHHS.

3.4 Inquires For inquiries after award of the contract, please contact: Mr. Jim DeLisa

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John H. Stroger, Jr. Hospital of Cook County

3.5 Service Locations John H. Stroger, Jr. Hospital Parking Structure (Wood Street parking lot) 1800 W. Polk Street Chicago, IL 60612

Provident Hospital

500 East 51st Street

Chicago, IL 60615

Ruth M. Rothstein Core Center (2 lots)

2020 W. Harrison Street

Chicago, IL 60612

Juvenile Temporary Detention Center Garage (monitoring a maximum of 500 spaces.)

1100 S. Hamilton Avenue

Chicago, IL 60612

Lot at 13th and Leavitt Street

1350 South Leavitt Street

Chicago, IL 60608

3.6 Facility Sizes Prior to submitting a proposal, the Contractor shall become familiar with the parking facilities including the parking

garage by thoroughly reviewing plans, specifications and other documentation.

The Garage and Parking Spaces are Located as follows:

JHSH Parking Garage - 1,458 spaces

Wood Street Parking Lot- 450 spaces

Provident Hospital Garage 750 spaces

CORE Center- 139 spaces

13th & Leavitt Lot ~90 Spaces

JTDC Garage allotment- 500 spaces

Parking Total Space- 3,297 spaces

3.7 Mandatory Pre Proposal Conference

The mandatory pre-proposal conference for all proposers and is scheduled for Monday, January 8th, at 10:00

AM at the John H. Stroger, Jr. Hospital of Cook County, 1901 W. Harrison Street - room LL-280, Chicago, Illinois

60612.

For Provident Hospital of Cook County scheduled Monday, January 8th, at 2:00 PM 500 E. 51st Street, Chicago, IL 60615

Garage (Cashier Service Office)

Failure to attend the Pre-Proposal and Site Inspection shall be cause for disqualification of the proposal. At that time,

specific proposer questions will be entertained, specifications will be clarified, and a walk-through of the Garage and

Parking Lots will be conducted. It is the responsibility of the proposer to review and become acquainted with the

contract details prior to proposing. No additional allowances will be granted due to lack of knowledge of such

conditions.

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3.8 Maintenance of Equipment and Maintenance Agreements The Contractor shall be responsible for maintenance and repairs of all equipment located within the parking facility,

(i.e. duress intercom to Business office, power sweeper). Current equipment can be used. Contractor shall be

responsible for all maintenance fees. It shall be the Contractor's responsibility to secure and keep current all

maintenance agreements necessary for the period of the Contractor's contract. It shall be the Contractor's

responsibility to supervise and coordinate all of the existing and new maintenance agreements. The requirements

are for a turnkey solution inclusive of Custodial and Security.

3.9 Facility Maintenance, Housekeeping and Repair Plan; Annual Structural Engineering Inspection The CCHHS will be responsible for all structural repairs to the JHSH parking garage and the Core Center parking lots,

unless otherwise specified herein. Structural repairs will include repairs to concrete due to cracking, de-laminations,

spalling and scaling. Contractor shall be responsible for damages caused by its employees or employees of its

subcontractors, or by persons gaining access to the parking facilities. (Cook County Capital Planning Department is

responsible for large capital improvements/repairs.)

Contractor shall provide an annual inspection and report with respect to the JHSH parking garage, by an Illinois

licensed structural engineer with experience in parking garage construction, restoration and repair. CCHHS reserves

the right to approve the Contractor's selection of the structural engineer. Contractor shall give CCHHS notice of the

time and date for the annual inspection. CCHHS reserves the right to attend and participate in the inspection walk

through. The engineering report shall be submitted to the CCHHS in triplicate.

Prior to commencement of operational services, the Contractor shall develop and implement a maintenance,

housekeeping and facility servicing program plan. This program shall provide general maintenance and janitorial

services to all areas of the JHSH parking garage and the Wood Street parking lot, Core parking lot, Provident parking

garage, the 13th and Leavitt St. Lot, and the allotment of JTDC spaces to be managed, including washrooms (for

employee use only), storage areas and offices, as applicable. The program shall, at a minimum, include all the items

identified in RFP Section 5, Annual Inspections and provide for performance of these items at least as frequently as

set forth in Section5. Contractor shall submit the program to the CCHHS for approval. The maintenance schedule

provided shall be a minimum requirement.

Contractor shall provide all additional trash receptacles and other equipment necessary to keep the interior and

exterior of the JHSH parking garage, the Wood Street lot, the Core parking lot Provident parking garage and the

allotment of JTDC spaces in first class condition. Contractor shall provide refuse disposal services for prompt removal

of all trash and debris. With regard to equipment and supplies, the Contractor shall be responsible to comply with

all manufacturers’ maintenance requirements so as to assure all warranty requirements are met. Contractor shall

provide the CCHHS with monthly, quarterly and annual reports as requested on aspects of the maintenance and

housekeeping program. (Current trash receptacles are Cook County owned.)

Contractor shall provide preventive maintenance and repair to all elements of the facilities. All maintenance, repairs

and graffiti removal shall be completed in such a manner as to leave the item, material and/or equipment in its

original condition or state, as when the parking facility contract was executed. The CCHHS reserves the right to

inspect preventative maintenance and repairs performed by the Contractor and correct same at the Contractor's

expense if not satisfactory. All repairs shall be completed promptly upon their recognition by Contractor but no later

than 24 hours after notification to Contractor. With regard to critical systems such as security systems, elevators,

and fire protection, the Contractor shall provide maintenance/repair within four (4) hours, twenty-four (24) hours

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per day, and seven (7) days a week. A written explanation shall be provided if such repairs are not completed within

a four (4) hour period.

Prior to commencement of operational services, Contractor shall provide the CCHHS with updated MSDS

documentation for all chemicals to be used at the parking facilities. The documentation shall be provided to the

Hospital Safety Department seventy-two (72) hours prior to the use of any new chemical. Subject to CCHHS

approval, the Contractor shall develop and implement a plan for removal of vehicles abandoned in the parking

facilities.

3.10 Contingency Plan Prior to commencing operational services, the Contractor shall prepare and submit to the CCHHS for approval a

contingency plan which provides for service in the event of strikes by the Contractor's employees, riots, fire, power

failure, or other catastrophic events that may curtail or impact on the normal operation of the parking facility.

3.11 Transition and Continuity of Service on Expiration of Contract Continuity of Service is critical to CCHHS. Upon termination of this contract, the Contractor shall cooperate with

transition to any successor contractor. Contractor shall furnish phase-in training to a new contractor and exercise

best efforts and cooperation for an orderly and efficient transition.

With the exception of keycards, parking tickets and tokens, the Contractor shall be the owner of all supplies used for

this contract. Contractor shall be free to negotiate with the successor contractor as to terms and conditions for sale

or transfer of ownership of supplies. CCHHS shall own all other items including, but not limited to equipment,

reports, studies, maintenance contracts and documentation. Contractor shall promptly provide these items to the

CCHHS upon the termination of the Contract and shall not be entitled to final payment until all items have been

tendered.

3.12 Operations Plan Not less than fourteen (14) days prior to commencement of operational services, Contractor shall submit an

operation plan to the CCHHS for approval. The plan shall include, but not be limited to, details and schedule for

hiring and staffing, and a schedule for the implementation of revenue control and coordination. The operation plan

shall include documentation of training for all on-site personnel. The CCHHS may request any additional information

necessary to ensure the proper operation of the facilities.

3.13 Supplies The Contractor shall provide all supplies used in the performance of this agreement, including, without limitation,

the following:

a. Access keycards, parking tickets and tokens as needed

b. Washroom sundries including paper towels, toilet paper, soap, etc.

c. Parking gate arms

d. Maintenance and replacement parts for electric vehicles and motorized sweeper

e. Fuel for the motorized sweeper

f. Miscellaneous supplies for parking operations and submittal forms

g. Cleaning supplies in conformance with all applicable regulations and requirements for the protection of the

environment, and the health and safety of employees and the public. The Contractor shall provide the

CCHHS with evidence of compliance with OSHA.

3.14 CCHHS Rights In addition to any right retained by the CCHHS by these contract documents, CCHHS will retain the following rights:

a. To set all hours of operation.

b. To set all parking fees and to revise fees for the Facility as required.

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c. To own title to all equipment required to be purchased for the operation of the facilities.

d. To make any alterations or additions to the premises.

e. To approve the hiring or retention of the Contractor's personnel.

f. To have unlimited access to the facilities for any purpose.

g. Transfer of title to all equipment shall be at the end of contract term.

3.15 Uniforms Contractor shall provide uniforms and badges for all on-site personnel. Prior to commencement of operational

services, the Contractor shall submit a description of the uniforms proposed to be worn by on-site personnel for

CCHHS approval.

4. Description of Work Contractor shall provide complete management and operational services for the John H. Stroger, Jr. Hospital of Cook

County. CCHHS parking garage consisting of both the existing garage structure (1,458 spaces) and the Wood Street

parking lot (450 spaces), Provident Hospital parking garage (750 monitoring space), the Core Center parking lot

located at the Ruth M. Rothstein Core Center (139 spaces), the 13th & Leavitt Lot, and the projected allotment of

JTDC parking garage space (500 maximum monitoring spaces.)

JOHN H. STROGER, JR. HOSPITAL OF COOK COUNTY PARKING GARAGE

(Existing Garage and Wood Street lot)

Management/Operational Services: Contractor shall furnish all labor, training, materials, equipment, supplies and

expertise necessary for the management, maintenance and operational services for the JHSH parking garage

facilities as further provided in contract documents.

The existing John H. Stroger, Jr. Hospital Parking Facility is a 1,458-space, off-street, self-park, multi-level public

parking facility. Office space for use by the Contractor is located on the ground level of garage on the Polk Street

side, near the southwest corner. The parking garage will be staffed and operated twenty-four (24) hours per day,

three hundred sixty five (365) days per year, including holidays. The parking garage will be used for both monthly

and transient patrons. Eligibility and cost for monthly parking privileges, accessed by keycard, will be determined by

CCHHS. Fees for transient parking will also be set by CCHHS.

THE WOOD STREET LOT is adjacent to the JHSH parking garage on a flat lot containing 450 spaces and is currently

used by monthly parkers.

THE JUVENILE TEMPORARY DETENTION CENTER is located at 1100 S. Hamilton Ave (W. Roosevelt Road). A planned

allotment of up to 500 spaces maximum shall be managed / monitored. Access shall be by key card. Contractor’s

responsibility with regard to this lot will be managing a keycard system, by which up to 500 JTDC monthly pass

holders who are required to work may access the JHSH parking lot for free on weekends.

RUTH M. ROTHSTEIN CORE CENTER PARKING LOT

Contractor shall furnish all labor, training, materials, equipment, supplies and expertise necessary for the

management, maintenance and operational services for the Core Center parking lots. Security for the adjoining the

Ruth M. Rothstein Core Center, with a capacity of 139 parking spaces, shall be provided by the John H. Stroger, Jr.

Hospital Police Department. Contractor shall not be responsible for the cost of utilities for the Core Center parking

facilities.

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The Core Center parking lots are primarily used for employee parking with limited patient parking. Employee access

shall be by keycard and patient access by the use of tokens issued by the Core Center (or by other methods as

approved by the CCHHS). The Contractor will assign a lot attendant/cashier to the Core Center parking lot during

operating hours Monday through Friday from 7:30 a.m. to 5:30 p.m.

PROVIDENT HOSPITAL OF COOK COUNTY PARKING GARAGE

Contractor shall furnish all labor, training, materials, equipment, supplies and expertise necessary for the

management, security, maintenance and operational services for the Provident Hospital parking garage facilities as

further provided herein.

4.1 Security

Contractor shall provide the services of a Private Security Contractor or Private Security Contractor Agency

licensed or certified by the State of Illinois in accordance with the Private Detective, Private Alarm, Private

Security and Locksmith Act of 1993, 225 ILCS 446.

The Security Contractor shall monitor the JHSH parking garage security system and patrol the JHSH parking

garage in compliance with the requirements for security operations set forth in section 6.

Security services shall be provided twenty four (24) hours per day, three hundred sixty five (365) days per

year, including holidays.

There shall be a minimum of two (2) unarmed security officers assigned in the JHSH parking garage, one (1)

detailed to the security office and one (1) on Security Tours, and one (1) additional officer at Provident

patrolling on a continuous basis throughout the parking garage. The lot at 13th and Leavitt should have one

(1) unarmed security guard on site for 16 hours per day, 5 AM through 9 PM on weekdays. All security

officers shall be available to respond to calls for security assistance.

Contractor shall assign security officers to perform security services only and shall not utilize them to

perform any other responsibilities required by this contract to be performed by the Contractor.

Specifications of the current security system can be provided upon award of contract.

Proposer shall include in its proposal, a unit cost, per service hour, (inclusive of all labor costs, overhead and profit)

to provide additional security services over and above the services described in the foregoing paragraph, if so elected

by the CCHHS. Proposer shall separately provide costs for unarmed security officers. Should the CCHHS request,

the Contractor shall provide additional security officers in compliance with all terms of this contract. Contractor shall

be compensated for such additional service based solely upon the unit price per hour submitted in the proposal.

Unit costs for such services shall remain fixed for the entire term of the contract.

Contractor shall review all parking garage systems and facilities and prepare a Security Monitoring Plan. The Security

Monitoring Plan shall be prepared and submitted to the CCHHS before commencement of parking garage operations.

Upon the occurrence of any incident involving security in the JHSH parking garage facility, the Contractor shall

immediately notify the John H. Stroger, Jr. Hospital of Cook County Police Department. Monitoring information can

be provided to contractor upon an award of contract.

4.2 Snow and Ice Control The Contractor shall keep the facilities (JHSH Parking garage, the Wood Street lot, Provident Hospital garage, Core

Center, 13th and Leavitt) including surrounding driveways, walks and the approaches to the buildings from the

parking facilities free from snow and ice and shall promptly remove all accumulations of same to the CCHHS's

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satisfaction. No parking space shall be obstructed by snow or ice resulting in a patron being unable to use said parking

space. Contractor shall have available, at a minimum, the following equipment for snow removal:

a. Heavy-duty truck, mounted with snow plow or grader with protective cushions on shoes of blade

b. Truck for hauling snow from the Facilities when accumulation reaches shall be required during extreme

conditions and any associated cost for such services billed separately.

The Contractor shall be prohibited from the use of salts (no chemicals with sodium chloride or calcium chloride

whatsoever) within or on the JHSH parking garage facility, Wood Street lot and the Core Center lot. Salt tracked in

by vehicles parking in the facility shall be washed off the decks, by using the wash-down system. Contractor shall

provide for snow and ice control on the exterior sidewalks so as not to damage the surfaces. The Contractor shall

repair or replace at its own expense all surfaces damaged due to snow and ice control.

4.3 Signage Contractor shall repair broken signs and install signs as needed for traffic control and communication.

4.4 Power Sweeper The Contractor shall provide a power sweeper with the following options:

a. Audio back-up alarm

b. Cab assembly with OHG

c. Cab heater/defroster (gas)

d. Flashing light on engine shroud

e. High dump feature

f. Snow blade with hydraulic kit

g. Polypropylene and wire brushes

The Contractor shall maintain the vehicle in good working order at all times and service the vehicle in accordance

with the manufacturer's recommendations.

4.5 Contractor Administrative Responsibilities Contractor shall submit all reports, studies, records and other documentation required by this contract to the Cook

County Health and Hospitals System Director of Facilities or such other person as the CCHHS may designate.

Contractor shall obtain and keep current throughout the term of the contract, assignment to contractors at its own

expense, all licenses and permits required to open and operate the parking facilities.

Contractor shall comply with Hospital policies and regulations which apply to the John H. Stroger, Jr. Hospital of Cook

County Hospitals and Provident Hospital facilities. Copies of such policies and regulations shall be available from the

JHSH Department of Human Resources.

Within ten (10) days following the Notice of Award, Contractor shall develop a Parking Utilization Plan based on

three (3) shifts of staff parking. The Utilization Plan shall make recommendations for maximizing the parking capacity

of the Stroger parking garage, on a floor by floor basis, and the Provident parking lot. Contractor shall include in the

cost of management/operations services any technical expertise required for this task and the cost of pavement

striping required to implement Contractor’s Utilization Plan. Contractor should endeavor to reach a target capacity

of 1,500 vehicles.

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Contractor shall develop and/or provide a computerized database sufficient for administration of keycard usage and

capable of real time reports on garage occupancy by type of parker. The database shall be subject to CCHHS approval

and must be capable of cross-matching the Contractor's data on keycard usage and CCHHS's data on keycard

distribution. Contractor shall, at the Contractor’s expense, within 90 days of contract start, provide connection

between the Contractor’s database and the JHSH parking database for information only usage by CCHHS

Administration and Parking Services employees. Within 180 days of contract start, the Contractor shall implement a

program which produces electronic exception lists between the CCHHS payroll deduction report and the Contractor’s

parking usage list.

Monthly, the Contractor shall complete an electronic match between the Contractor’s list of keycard holders and

the CCHHS’s payroll deduction report and shall provide an exception report to the hospital parking administrator. If

necessary, prior to electronic capability, Contractor shall perform this monthly reconciliation manually and provide

an exception report as indicated.

Collection-Payment-Accounting for Revenues

The Contractor shall be responsible for the collection and deposit of cash revenues. Contractor shall modify as

required, the keycard reader, gate operator or other parking control devices to provide for issuance of a date and

time stamped parking ticket for cash transactions at the parking garage and also for the acceptance and tracking of

entry/exit by keycard and token usage for both the JHSH garage and Core, Provident and JTDC Center lot. All cash

transactions shall be accounted for through the issuance of a date and time stamped receipt which shall identify the

cashier issuing the receipt. In addition, Contractor will maintain an automated "Walk up Cashier" at the entry to the

Hospital.

a. Revenue - Daily deposits of all amounts collected shall be deposited into Contractor’s account. Contractor

shall provide the CCHHS with copies of the daily bank deposit slips along with corresponding cashier shift

reports together with a management control report which shall be in a format acceptable to the CCHHS.

The Contractor shall provide an accounting of all transactions during the relevant shifts. The deposit

amount must equal parking fees due, as shown, on the management control report, including any City

parking taxes collected. Contractor shall be responsible for replenishing any reconciling difference

between the amount deposited, amount collected and amount due per the management control reports.

By the 15th of the month, following the month in which the amounts were deposited, the Contractor shall

remit to the CCHHS, the monthly revenues collected less any taxes paid. An itemized summary report shall

accompany the Contractor’s remittance to the CCHHS, listing taxes paid, daily receipts, daily discrepancies,

and total remittance. In addition to forwarding the payment and summary to the CCHHS, the Contractor

shall forward a copy of the itemized summary listing to the John H. Stroger, Jr. Hospital of Cook County

designated representative.

b. Taxes - The Contractor shall be responsible for the payment of any parking tax assessment to the City of

Chicago and the County of Cook. Contractor shall prepare the required parking tax returns, and submit

payment to the appropriate taxing body on a timely basis. Copies of all tax returns shall be a part of the

documentation submitted with itemized summary information as indicated in section (a) above.

Contractor shall be responsible for any amounts due as a result of a failure to pay City of Chicago parking

taxes in a timely manner.

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c. Reports - Contractor shall use and maintain forms, report formats, and accounting procedures acceptable

to the CCHHS for all required reports. All records, receipts, invoices and other documents relative to the

operation of these facilities shall be routinely available for audit and inspection by the CCHHS including

the CCHHS Internal Audit Department. The Contractor shall prepare the following reports and records:

1. Monthly continuous audit control of revenues, cash deposits, parking tickets, overage/shortages,

permit sales.

2. Monthly submission of bank deposit slips, daily cashier shift reports, and weekly and monthly facility

reports in a manner described by the CCHHS and to the designated CCHHS office.

3. Monthly reports on all personnel and time records, payroll and payroll taxes to comply with all required

regulations.

4. Monthly parking utilization report for keycard users (by name) and daily parking statistics.

Submission of Reports/Statements – Contractor shall prepare and submit reports/statements in accordance with

the following:

a. All reports relative to the deposit of funds and the management and general operations of the parking

facilities shall be forwarded monthly to the Office of the Executive Director of Facilities, or other designee,

of John H. Stroger, Jr. Hospital of Cook County.

b. Reports on damage, theft and/or injury arising from the operation of the Facility shall be submitted to the

Office of the Executive Director of Facilities, or other designee, of John H. Stroger, Jr. Hospital of Cook

County within twenty-four (24) hours, and to the Hospital's Chief of Hospital Police within one (1) hour of

the incident, with a copy submitted along with the monthly report.

c. Contractor shall submit a monthly, quarterly and annual report to the Hospital Safety Committee through

the Executive Director of Facilities in a format to be approved by the Hospital Safety Committee.

Records

Financial Records - The Contractor shall maintain financial records for a period of three (3) years subsequent to each

transaction day. Such records shall, at a minimum, correlate, for monthly keycard patrons, the number of active

access keycards with the usage activity of each such card; and correlate, for transient parking activity for ticket/cash

transactions, the number of tickets issued, with the time parked and revenue generated; and for token usage the

number of tokens used per day. The records shall meet both standard parking industry and generally accepted

accounting principles. The reports shall include, but not be limited to, daily cashier reconciliation reports by lane and

supervisory daily summary reports. Monthly reports shall summarize income and expenses of the Facility. The

consolidated monthly statements shall have a year-to-date comparison of the previous year's activity and identify

the percent deviation and dollar deviation from the prior year. The Contractor shall no later than the tenth (10th)

day of each month to provide to the CCHHS a statement of profit and loss for the previous month.

Exception Transactions – The Contractor shall keep exception transactions to a minimum and shall rigorously follow

up on all atypical parking activity. To demonstrate and document rigorous follow up, the Contractor shall list all

exception transactions by cashier, by lane, daily, and state the nature and findings of the follow up on an exception

transaction form. Exception transactions shall be defined as insufficient funds, lost tickets, mutilated or unreadable

ticket transactions, disputed fee transactions and "no charge" transactions (voided tickets). No later than one week

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prior to the commencement of management/operational services under this Contract, Contractor shall submit to

the CCHHS a form for reporting exception transactions and investigations, and shall, upon the CCHHS's approval for

same, utilize such form.

Access Control System Accountability - The Contractor acknowledges the potential for abuse through anti-pass back

violations. The Contractor shall keep anti-pass back violations to a minimum and within the "Daily Supervisor's

Report" document, investigate and state actions taken relative to each violation. The Contractor shall document all

anti-pass back attempts by parking patrons or keycard holders, and report in writing to the CCHHS Executive Director

of Facilities the results of its investigation thereof. To control potential abuse through "floating" access keycards

which have not been paid for, Contractor shall randomly, not less than weekly, print a list of all keycard usage activity

and correlated CCHHS's list of paid keycard holders. Contractor shall promptly deactivate any keycard which is not

reflected on CCHHS's list of paid keycard holders. Contractor shall investigate and report any unusual keycard usage,

including situations where one keycard is used for entry/exit on successive shifts.

4.6 Personnel The Contractor shall provide management and operating personnel to perform the functions of supervision, exit

booth operations, maintenance, accounting, record keeping and other activities as required in order to provide

effective and efficient continuous operation of the parking facility at all times during the term of the contract. Failure

of the contractor's employees to report for work must be compensated by assignment of properly qualified

replacements. Contractor shall submit a list of trained "back-up" personnel. Contractor shall:

1. Provide necessary training to ensure that all employees of the Contractor are fully

trained and competent to perform their duties.

i. Ensure that employees discharge their duties in a courteous and efficient manner with the highest

standards of integrity and service to users of the parking facility.

ii. Ensure that employees are trained in the safe, proper, and legal use of all materials, supplies and

equipment, and in the proper use of all safety clothing, gear and equipment.

iii. At the Contractor’s expense, provide not less than two (2) hours of training to its employees, prior

to assigning them to perform any work under this Contract, on the recognition and prevention of

sexual harassment and other forms of discrimination in the workplace.

iv. Prior to commencement of operational services, Contractor shall provide and coordinate with the

JHSH Executive Director of Facilities or designee, a schedule for the training and orientation of all

employees who will be deployed to perform services under this contract. Within seven (7) days prior

to commencement of training, Contractor's full time parking garage Manager and any shift

Managers shall be available on a daily basis for orientation, coordination of scheduling, and

commencement of training. Within seven (7) days prior to commencement of contract, all cashiers

and maintenance workers shall be given basic orientation and training as herein provided. Basic

orientation and training for supervisors, cashiers and maintenance workers shall consist of not less

than twelve (12) hours of training in the following areas: emergency procedures at the facility;

operation of the parking access and revenue control system and safety systems; safety instruction;

deposit procedures; cashiering procedures (for cashiers); maintenance responsibilities and

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procedures (for supervisors and maintenance workers); communications procedures; reporting

structure; customer service relations, including assistance to persons with disabilities; and

neighborhood geography. Contractor shall submit, with their proposal, a detailed plan to

accomplish all of the training requirements identified herein.

v. In addition to the basic training required above, each of the Contractor’s employees shall complete

a one (1) day Hospital orientation program.

2. Contractor shall supply uniforms and name tags which shall be worn by all non-management on-site

personnel. Contractor shall submit a proposed uniform style and color to the CCHHS for approval. All

employees shall wear name tags attached to the uniform in a readily visible location.

3. Contractor's on-site personnel shall wear a photo identification badge issued by the Cook County

Health and Hospitals System.

4. Contractor shall provide a complete employee roster to the Executive Director of Facilities or designee

which shall be promptly revised as personnel turnover occurs.

5. Contractor shall maintain daily staffing charts which shall be provided to the Executive Director of

Facilities or designee on a monthly basis.

6. Contractor shall at all times control the actions of its employees and take prompt action to discharge

and/or prosecute any employee whose conduct the Contractor or the CCHHS finds detrimental to the

interest of the CCHHS.

7. The CCHHS retains the right to approve the hiring or the retention of any of Contractor's employees.

8. Contractor shall abide by all Federal, State and local regulations concerning employment.

Home Office Facilities - The Contractor shall maintain a local office separate from the JHSH parking facility, for

general management, and as required for necessary office work including billing, purchasing, correspondence,

reporting, accounting and other similar services. Contractor shall disclose to the CCHHS, the location of such facility,

telephone number, facsimile number and hours of normal business operation at such facility.

Parking Facility Staffing - The Contractor shall be responsible for maintaining adequate on-site staffing for the proper

operation and maintenance of the parking facilities. Contractor shall at all times provide adequate supervision for

each shift including weekends and holidays. At a minimum, Contractor shall provide the following personnel:

Full-Time Manager - The full-time manager shall have a minimum of five (5) years prior experience managing parking

facilities comparable to the CCHHS's JHSH facilities. Contractor shall submit the full-time manager's resume to the

CCHHS for acceptance. The full-time manager shall have the following responsibilities:

1. The Full-Time Manager shall serve as the daytime supervisor and have the authority, on behalf of

the Contractor, to manage the operations, training, and scheduling, of the Contractor's personnel

at the Facility, and shall oversee the recruitment and interviewing of new personnel to be assigned

to the performance of duties under this Contract. The Manager shall be responsible for developing

and implementing written operations policies and procedures which ensure the highest standards

of service and maintenance required by this Contract; maintaining the quality of the Contractor's

service; formulating creative customer service; reviewing and acting on parking patron complaints;

reviewing and acting on issues of fiscal integrity, including, but not limited to, reviewing cashier

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reports, preparing supervisory reports, and reviewing exception transactions; responding to

concerns of the CCHHS in the proper execution of Contract responsibilities; and related follow-up

on potential fiscal irregularities, parking patron concerns and CCHHS personnel requirements.

2. The Full-Time Manager shall be available to meet weekly, or more frequently as needed, with the

CCHHS’s designee regarding any matters relating to the performance of parking management

services under this Contract, including the manager's recommendations regarding hours of

operation and staffing levels. The Manager shall be available for phone calls via a paging device

for any emergency response or as deemed necessary by the Cook County or Contractor's

administrative staff.

3. The Full-Time Manager shall ensure that all funds collected are properly accounted for, held for

safekeeping, and deposited on a daily basis.

4. The Full-Time Manager shall ensure, and certify in writing, that all employees are properly trained

and are updated on a frequent and regular basis on procedures, including emergency procedures.

The Manager shall ensure that all employees are in proper uniform and performing their

responsibilities in compliance with this contract.

5. The Full-Time Manager shall review daily reports of operations and exception transactions; ensure

invoices and backup documentation are properly and timely completed; inspect the Facility on a

daily basis; cooperate with the CCHHS in conducting scheduled or unscheduled inspections and

audits as the CCHHS may from time to time require; promptly correct any and all deficiencies in

the Contractor's services; and report any problems to the CCHHS Parking Operations designee.

6. The Full-Time Manager shall cooperate with and follow the directions of the CCHHS Parking

designee in all matters related to the security of the Facility, and shall schedule photo sessions for

each new employee (and from time to time for all employees, if so directed by the CCHHS), for the

issuance of new or replacement identification badges. The Manager shall ensure that the

Contractor's employees cooperate with the Contractor’s security in all matters related to the

security of the Facility.

7. The Full-Time Manager shall ensure all employees of the Contractor comply with rules, regulations,

and procedures of CCHHS, and shall take prompt and effective corrective action in the event of

violations by any employee.

Cashiers - Full and part-time cashiers, as required, to service parking patrons promptly during all operating hours,

especially peak activity periods. The Contractor shall, from time to time, evaluate the efficiency of the cashiering

schedule and shall recommend reductions or increases in staffing and changes in the schedule. For the purpose of

the monthly management fee submitted with the Proposal, Contractor shall include the cost of the equivalent of

having one cashier on site at all times, twenty four (24) hours a day, three hundred sixty five (365) days per year,

including holidays. Cashiers shall be:

1. Well-groomed and present a neat and clean appearance in the appropriate uniform while on

duty;

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2. Courteous and attentive when dealing with parking patrons or other members of

the general public;

3. Tactful and capable of responding to parking patron's concerns;

4. Possess emotional and mental stability;

5. Able to speak, read, write, and comprehend English with sufficient fluency to interpret

instructions, converse with parking patrons, write cashier reports, operate a cashier terminal,

have sufficient mathematical skills to manually process revenue transactions (in the event of

failure of the revenue control system to perform such actions), and be capable of providing clear

and coherent assistance to parking patrons and the general public;

6. Acquire a thorough knowledge of the Parking Facility's operations and procedures;

7. Routinely cooperate with and follow the Contractor's cashiering practices and procedures;

8. Have passed a criminal history background check.

Custodial/Maintenance- The Contractor shall provide custodial/maintenance personnel as required to perform

routine housekeeping and maintenance duties. Maintenance workers shall be fully trained in the safe and proper

operation of equipment and use of cleaning materials. The custodial maintenance personnel shall be:

1. Well-groomed and in the appropriate uniform while on duty;

2. Courteous and attentive when dealing with parking patrons or other members of the general

public;

3. Possess emotional and mental stability;

4. Tactful and capable of responding to parking patrons' concerns;

5. Able to speak, read, write, and comprehend English with sufficient fluency to interpret

instructions, converse with parking patrons, and be capable of providing clear coherent assistance

to parking patrons;

6. Acquire a thorough knowledge of maintenance functions, responsibilities and requirements;

7. Routinely cooperate with and follow Contractor's maintenance practices and procedures;

8. Able to perform routine maintenance for all parking surfaces, offices, pedestrian areas, storage

areas, employee locker areas, lavatories and drive aisles within the Facility in a neat, clean and safe

"first-class" condition; and

9. Have passed a criminal history background check.

Customer Service - Contractor shall provide equipment and service to parking customers, free of charge, for battery

starts and inflating of tires. Contractor shall develop and implement, subject to CCHHS approval, a customer service

program to provide for delivery of the required customer services and for other services offered to parking patrons.

Patron Parking Assistance- Valet In an effort to maximize garage space utilization, CCHHS may request that the

Contractor provide the services of patron parking attendants. Any such services including maternal valet service shall

be “Additional Services” not included in the monthly management fee. Proposer shall provide the hourly unit cost

for Patron Parking Assistance, inclusive of all labor, costs and expenses including insurance, profit and overhead.

Contractor shall track usage of Patron Parking service hours requested by the CCHHS and shall include the amount

payable by the CCHHS therefore in its monthly invoices, setting forth the number of hours used and the total charge

applicable to this service.

4.7 Standard Operating Procedures Manual Contractor shall prepare and maintain an up-to-date comprehensive Standard Operating

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Procedures Manual [Manual] which shall be the property of the CCHHS for use in any manner

deemed appropriate by the CCHHS. The Contractor shall submit three (3) copies of the Manual

to the CCHHS. The Manual shall include, at a minimum, details of parking operations including:

a. General operating and management policies.

b. Procedures for control, accounting, auditing and report processing.

c. Revenue handling and processing.

d. Employee hiring, training, and performance standards.

e. Staffing schedules, position descriptions and duties.

f. Customer service and emergency procedures.

g. Contractor's home office support.

h. Any other item deemed necessary and approved by the CCHHS.

5. Annual Inspections The structural engineering firm shall conduct annual inspections and testing of the parking

facility or facilities to review existing conditions and to recommend repair solutions to effectively

extend the life span of the structure. The annual inspection shall be started and completed in

the Spring of each year, beginning in May. Each annual inspection shall include the following:

A. Review of available plans/documents related to the construction and subsequent repairs of the parking

garage.

B. A walk-through of the structures using AutoCAD diagrams provided by the CCHHS Facility Operations

Director Details and conditions that will be observed include:

1. Cracks:

a. Structural and/or non-structural

b. Leaking Cracks

2. Spalls and/or de-laminations indicating deteriorated concrete.

3. Deterioration which may indicate a structural deficiency or possible loss of pre-stressing forces

in any area.

4. Observations of the effectiveness of patched materials in the study area.

5. Observations of the construction, expansion, and control joints to determine the extent of

leakage.

6. Observation of leaks from the floors above.

7. Inspection of all sealants.

8. Identifying the specific location(s) and number of areas showing evidence of water

Pooling.

9. Examination of the condition of the stairwells and elevator enclosures, office areas, etc., also, as part of this required annual task, a chain drag technique is to be used to determine the detailed extent of de-laminations (horizontal cracks) of the floor slabs.

C. Selection of seventy (70) chloride content power samples to test for chloride contents at random locations on the parking decks. Locations to be tested shall be approved by the CCHHS.

D. Preparation of a draft report which presents the technical approach, process and findings resulting from the annual inspection. The report must outline the structural review of the slab or precast double tees, and the effects of the deterioration. The report shall present alternative repair/maintenance programs and present a recommended action plan.

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E. The action plan should provide a recommended priority of repairs, along with a projection of related costs for budget purposes. Three (3) copies of the draft Annual Inspection report must be submitted by the Contractor for review.

F. A meeting with the CCHHS will be held to discuss the Annual Inspection report findings and recommended action plan, as well as associated projected costs related to specific action items identified.

G. Based upon the above results of item E, the Contractor must submit to the CCHHS three (3) copies of a final Annual Inspection report and one reproducible set of drawings (min. 24" x 36"), along with one computer disk of said drawings.

6. Parking Facility Maintenance & Schedule (By the Contractor) A. Cleaning

a. Power sweeping all floors Daily

b. Power washing all floors Spring & Fall

c. Trash Pick-up (on site & in facility) Daily, as needed

d. Empty trash receptacles Daily, as needed

e. Washrooms - Floors, fixtures, walls Daily

h. All glass including window walls and door frames Monthly

i. Cleaning of glass in highly traveled areas Weekly

j. Parking control equipment Weekly

k. De-greasing of floors using high pressure water Semi-Annually

l. General removal of cobwebs, infestations, etc. Weekly

B. Security Monitoring System

a. Test and repair all audio control boxes Daily

b. Inspect and repair all CCTV cameras Daily

c. Test and repair elevator cab communications and alarms Daily

C. Parking Control Equipment

a. Check and repair operation Each shift

b. Maintenance As necessary

D. Signage

a. Check all signs monthly

b. Clean all signs Semi-Annually

c. Replace broken signs as needed

7. Security Requirements Minimum Qualifications of Personnel

On-site security personnel shall have a valid "Permanent Employee Registration Card" issued by the Illinois

Department of Professional Registration in accordance with section 80 of the Private Detective, Private Alarm,

Private Security and Locksmith Act of 1993, 225 ILCS 446/80. Contractor shall obtain a copy of the Permanent

Employee Registration Card for all on-site security personnel, and maintain a copy of such record for CCHHS

inspection.

Training

The Contractor and the Security Contractor shall provide adequate on-the-job training to assure security personnel

knowledge of, and compliance with, the regulations and responsibilities set forth in this contract. Training shall be

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given for each new officer assigned to the facility. Each employee shall sign a checklist setting forth the scope by

subject of the training received.

Before assignment to the JHSH parking garage, security personnel shall have completed introductory training

including, but not limited to, the following: first aid, report writing, fire safety, use of fire extinguishers, accident

investigation (both personal injury and motor vehicle), basic knowledge of citizen's arrest procedure, and basic

understanding of the circumstances that would require contacting the City of Chicago Police Department and the

JHSH Police. Training shall also familiarize the security personnel with the various systems in the garage including

CCTV, audio surveillance systems, lighting, fire and sound alarms, elevators, parking gates, public restrooms, facility

keys, other garage personnel, and special procedures.

Regulations and Other Security Requirements

1. All security personnel shall be equipped with portable two-way radio units and a flashlight. Spare

batteries and/or battery charger for the two-way radios and flashlights shall be available at all times.

2. Contractor shall provide a security monitoring plan which will establish a security tour route with check

stations located throughout the garage and a security tour schedule for the patrolling security officer.

Security tours covering the entire parking garage shall be conducted and completed, at a minimum, on

one (1) hour intervals. Failure on the part of security personnel to check in at each station during each

security tour shall be cause for the CCHHS's request to remove the security officer. Contractor shall devise

a method, acceptable to the CCHHS, which will document compliance with this regulation and provide an

audit trail for testing as required.

3. Contractor shall develop and implement a plan for 24-Hour monitoring of the parking garage security

systems.

4. Contractor shall be responsible for supervision of on-site security personnel. Should security personnel fail

to perform security functions in accordance with the requirements of this contract, Contractor shall take

immediate steps to obtain replacement on-site security personnel or to replace the security contractor.

5. Contractor shall provide uniforms for all on-site security personnel. Uniforms shall be visibly labeled as

parking facility security, and must be maintained so as to present a neat appearance. Security personnel

must wear orange safety vests or belts at all times while conducting security tours of the parking garage

facility.

6. Contractor shall be responsible for making any repairs necessary to the security systems including the

CCTV and radio surveillance systems, within four (4) hours of discovering defective, damaged or non-

working equipment or system components.

8. Automated Walk -Up Cashier The Contractor shall be responsible for the installation and activation, on the 1st floor, in or adjacent to the

elevator lobbies of the JHSH garage, a twenty four (24) hour walk-up automated cashiering system. The Contractor

shall be responsible for the replacement or re-engineering of the exit scanners to include acceptance of tokens,

magnetic strip cards, or other methods of allowing vehicles to exit at any parking garage entrance [rather than one

staffed cashier booth lane which creates congestion at peak exit times]. All non-keycard holders will need to use

the walk-up cashier system to pay for parking prior to returning to their vehicles. The walk-up cashier system must

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also allow for the processing of ATM transactions to pay for parking fees, if necessary. The proposer is expected to

provide a full turnkey solution with their response.

9. Required Proposal Content This RFP provides potential proposers with sufficient information to enable them to prepare and submit proposals.

This RFP also contains the instructions governing the submittal of a proposal and the materials to be included

therein, including the CCHHS requirements, which must be met to be eligible for consideration. All proposals must

be complete as to the information requested in this RFP in order to be considered responsive and eligible for

award. Proposers providing insufficient details will be deemed non-responsive. The CCHHS is not obligated, either

to purchase the full services or the products proposed by the proposer, nor to enter into an agreement with any

one proposer.

CCHHS expects all responses to reflect exceptional quality, reasonable cost and overall outstanding service.

Any page of a Proposal that Proposer asserts to contain confidential proprietary information such as trade secrets

shall be clearly marked “CONFIDENTIAL PROPRIETARY INFORMATION” at the top of the page in at least one-half

inch (“1/2”) size letters. The specific portions of the page are asserted to contain a trade secret shall be noted as

such.

However, the proposer is hereby warned that any part of its Proposal or any other material marked as confidential,

proprietary, or trade secret, can only be protected to the extent permitted by Illinois Statutes.

Proposals shall not contain claims or statements to which the Proposer is not prepared to commit contractually. The information contained in the Proposal shall be organized as described in this section.

9.1 Cover Letter Please limit this to one page. The cover letter shall be signed by an authorized representative of the Proposer.

The letter shall indicate the Proposer’s commitment to provide the services proposed at the price and schedule

proposed. Do not forget to sign your cover letter.

9.2 Executive Summary Please limit this section to 2 pages. The executive summary should include:

a. Brief description of the proposer’s capability to provide the described services;

b. Key team members and Partners (subcontractors) and respective project alignment;

c. Company Organization chart;

d. Brief statement of your company strengths.

9.3 Response to Scope of Work This section must address the detail scope requirements in Section 4

9.4 Qualifications of the Proposer Proposers responding to this request must have experience providing the required services.

a. Proposer must include a description of the organization’s track record as follows:

Company Profile (Prime only)

1. Legal Name

2. Assumed Names if any

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3. Legal form (e.g. sole proprietor, partnership, corporation, joint venture)

4. If a subsidiary, provide the same information about the Parent Company as required in this table format.

5. Date and State where formed

6. Proposer's principals/officers including President, Chairman, Vice Presidents, Secretary, Chief Operating Officer, Chief Financial Officer, and related contact information.

7. Point of Contact for this RFP including contact information.

8. Proposer Business background and description of current operations

9. Number of employees

10. Number of years in business

11. Relevant Certifications

12. Proposer's Federal Employee Identification Number (or Social Security Number, if a sole proprietorship)

13. Is Proposer authorized to conduct business in Illinois? Please provide Registration Number issued by the Illinois Secretary of State, and attach Cook County Assumed Business Name Certificate, if applicable.

14. Describe any merger or acquisition discussions in which the Proposer is involved.

15. Other key information that may assist the County understand “track record.”

b. Proposer must submit three (3) letters of recommendation from similar organizations, where similar

services have been provided by the proposer. The letters must be dated within the last 12 months.

c. Provide at least three (3) relevant references in the required table format below, from clients using similar

services from your firm. If partners/subcontractors plan to perform a major part of the scope, they

should also provide three (3) references in alignment with their proposed Contract role.

Contract/Project Name*

Name of the organization*

Name of the contact person (title, email and phone number)*

Project dollar value*

Prime or subcontractor?*

Contract Period*

Project Scope*

Proposer’s role/scope (succinct description)*

*Required information

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9.5 Subcontracting or teaming and MBE/WBE Participation The Proposer may be comprised of one or more firms as to assure the overall success of the project. The proposer

must present a team chart that clearly identifies each team member and specify their role in the project (this

should be more detailed than the information provided in the executive summary). For each subcontractor,

provide the name of the firm(s), brief company background, level of participation, MBE or WBE if applicable, the

type of services each resource, from each firm, will provide. For each MBE/WBE certified firm proposed, provide

the appropriate information in The Economic Disclosure Statement Forms (in a separate envelop). MBE/WBE

Participation Goals for this procurement are stated in section 12.7 of this document.

9.6 Financial Status a. Provide the audited financial statements for the last three fiscal years. Include the letter of opinion, balance

sheet, schedules, and related auditor’s notes. Summary format and links to online financials are allowed. If applicable, submit the financial report of your parent company.

b. State whether the Proposer or its parent company has ever filed for bankruptcy or any form of Reorganization under the Bankruptcy Code, and, if so, the date and case number of the filing.

c. State whether the Proposer or its parent company has ever received any sanctions or is currently under investigation by any regulatory or governmental body.

9.7 Conflict of Interest Provide information regarding any real or potential conflict of interest. Failure to address any potential conflict of

interest upfront may be cause for rejection of the proposal.

If no conflicts of interest are identified, simply state “[Company X] has no conflict of interest.”

9.8 Insurance Requirements Prior to contract award, the selected Proposer will be required to submit evidence of insurance in the appropriate

amounts. However, with its Proposal, the Proposer is required to provide a statement on their company

letterhead stating their agreement to meet all insurance requirements by CCHHS.

The standard Insurance Requirements captured in the sample Contract General Terms and Conditions (GC-03) shall

be modified to meet the needs of the future project.

9.9 Contract Sample Contract General Terms and Conditions are available in the http://www.cookcountyhhs.org/about-cchhs/doing-business-with-cchhs/bids-rfp/ website. Execution of the Contract is not required at the time the qualifications are submitted. However if the proposer disagrees with any Contract provisions, or is proposing alternate language, it shall include the language for consideration by submitting the proposed redlines on the sample Contract General Terms and Conditions document. CCHHS will not consider any exceptions or proposed alternate language to the Contract General Terms and Conditions if the proposer does not include these objections or alternate language with the proposal. CCHHS shall not be deemed to have accepted any requested exceptions by electing to engage a Proposer in negotiations of a possible Contract.

9.10 Legal Actions Provide a list of any pending litigation in which the Proposer may experience significant financial settlement and

include a brief description of the reason for legal action.

http://www.cookcountyhhs.org/about-cchhs/doing-business-with-cchhs/bids-rfp/



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If no Legal actions are identified, simply state “[Company X] has no pending legal actions in which our firm will

experience any significant impact to this contract.”

9.11 Economic Disclosure Statement Execute and submit the Economic Disclosure Statement (“EDS”).

The EDS form can be found at http://www.cookcountyhhs.org/about-cchhs/doing-business-with-cchhs/bids-rfp/

The EDS must be submitted with the pricing proposal in a separate envelope.

9.12 Pricing Proposal Submission Submit your pricing proposal in a separate sealed envelope clearly marked with the RFP number and the label

“Pricing Proposal.” Proposers are required to submit one (1) original, three (3) copies and one (1) electronic copy

(CD only).

The pricing proposal must include any supplemental or renewal option period pricing or schedules offered by the

Proposer. Proposers should include elements or references to the pricing proposal only in this section and

separate the pricing proposal according to the Instructions above.

The CCHHS makes no guarantee that the services or products identified in this RFP will be required. The Proposer must provide sufficient pricing details to permit CCHHS to understand the basis for the proposal. The CCHHS is neither obligated to purchase the full quantities proposed by the proposer, nor to enter into an agreement with any one proposer.

9.13 Addenda Since all addenda become a part of the Proposal, all addenda must be signed by an authorized proposer

representative and returned with the Proposal. Failure to sign and return any and all addenda

acknowledgements shall be grounds for rejection of the Proposal.

Addenda issued prior to the Proposal due date shall be made available via CCHHS website:

http://www.cookcountyhhs.org.

10. Evaluation and Selection Process

10.1 Evaluation Process Proposals will be evaluated by a RFP Evaluation Committee which may invite one or more Proposers to make presentations and/or demonstrations. The evaluation committee, at its option, may request that all or a shortlisted group of proposers engage in proactive pricing feedback, submit clarifications, schedule a site visit of their premises (as appropriate), provide additional references, respond to questions, or consider alternative approaches.

10.2 Right to Inspect CCHHS reserves the right to inspect and investigate thoroughly the establishment, facilities, equipment, business

reputation, and other qualification of the proposer and any proposed subcontractors and to reject any proposal

regardless of price if it shall be administratively determined that in CCHHS’s sole discretion the proposer is

deficient in any of the essentials necessary to assure acceptable standards of performance. CCHHS reserves the

right to continue this inspection procedure throughout the life of the Contract that may arise from this RFP.


http://www.cookcountyhhs.org/

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10.3 Consideration for Contract Any proposed contract including all negotiations shall be subject to review and approval of CCHHS management

and / or CCHHS legal. Proposed Contracts are also subject to review by the Cook County Office of Contract

Compliance.

Following finalization of contract documents to the satisfaction of CCHHS executive management, CCHHS shall

secure appropriate reviews and may approve the proposed Contract for execution in its sole discretion. The

identity of the successful Proposer shall be posted on the website.

11. Evaluation Criteria

11.1 Responsiveness of Proposal Proposals will be reviewed for compliance with and adherence to all submittal requirements requested in this RFP. Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the System Director of Supply Chain Management or designee, be rejected from further consideration due to “Non-Responsiveness” and rated Non-Responsive.

11.2 Reasonableness of Overall Price Price will be evaluated separately for overall reasonableness and competitiveness. This criterion represents 30% of

the score.

11.3 Other Qualitative Criteria The System Director of Supply Chain Management may at his own discretion reject a proposal from further

consideration due to “Non-Responsiveness,” if a proposal does not completely address the following:

1. MWBE Utilization Plan (EDS forms);

2. Financial Statements;

3. Legal Actions;

4. Conflict Interest;

5. Contract Terms and Conditions (objections and/or suggested alternate language);

6. Complete References;

7. Addenda acknowledgement (See Addenda Section).

11.4 Instructions to Proposers These instructions to Proposers contain important information and should be reviewed carefully prior to providing

the Required Proposal Content. Failure to adhere to the procedures set forth in these instructions, failure to

provide positive acknowledgement that the Proposers will provide all services and products or failure to provide

acceptable alternatives to the specified requirements may lead to disqualification of the submitted proposal.

12. Number of Copies Proposers are required to submit one (1) original paper copy, one (1) electronic copy (USB flash drive only please)

and three (3) paper copies no later than the time and date indicated in the RFP.

NOTE: the pricing proposal and EDS must be submitted separate from the rest of the response.

Each submission must then be separated in two (2) parts:

1. Full response except for Pricing and EDS;

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2. Pricing and EDS in a separate envelop (or electronic file).

Please see the Receipt Acknowledgement form at the end of this file for the form required at delivery time.

12.1 Format Hardcopies of the proposals should be submitted in 3-ring binders only. Material should be organized following

the order of the Required Proposal Content Section separated by labeled tabs. Expensive paper and bindings are

discouraged since no materials will be returned. Numbered titles and pages are required.

CCHHS reserves the right to waive minor variances.

12.2 Time for submission Proposals shall be submitted no later than the date and time indicated on the cover page of this RFP. Late

submittals will not be considered.

12.3 Packaging and Labeling The outside wrapping/envelope shall clearly indicate the RFP Title, Number, Proposer’s Name, Proposers Address

and Point of Contact information. The Price Proposal and EDS shall be submitted in a separate sealed envelope.

The envelope shall clearly identify the content as “Price Proposal”. All other submission requirements shall be

included with the Technical Proposal.

12.4 Timely delivery of Proposals The proposal(s) must be either delivered by hand or sent to CCHHS through U.S. Mail or other available courier

services to the address shown on the cover sheet of this RFP. Include the RFP number on any package delivered or

sent to CCHHS and on any correspondence related to the Proposal. If using an express delivery service, the

package must be delivered to the designated building and drop box. Packages delivered by express mail services

to other locations might not be re-delivered in time to be considered. CCHHS assumes no responsibility for any

Proposal not so received.

12.5 Availability of Documents CCHHS publishes competitive bid, RFP, and other procurement notices, as well as award information, at:

http://www.cookcountyhhs.org under the “Doing Business with CCHHS” tab. Proposers intending to respond to

any posted solicitation are encouraged to visit the web site above to ensure that they have received a complete

and current set of documents.

12.6 Questions and Inquiries Questions regarding this RFP will be submitted in writing to the contact email listed on the cover page of this RFP

no later than the date stated in the Schedule.

Question must be submitted in the following format, preferably in excel.

ID Vendor Name RFP Section Question

1.

2.

3.

4.

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Should any proposer have questions concerning conditions and specifications, or find discrepancies in or omissions

in the specifications, or be in doubt as to their meaning, they should notify the Supply Chain Management Office

via the email provided on the cover sheet no later than the date stated on the Schedule and obtain clarification

prior to submitting a Proposal. Such inquires must reference the proposal due date and CCHHS RFP number.

12.7 MBE/WBE Participation Goals Consistent with Cook County, Illinois Code of Ordinances (Article IV, Division 8, Section 34-267), the office of

Contract Compliance established a goal that MBE/WBE firms retained as subcontractors receive a minimum 25%

MBE and 10% WBE of this procurement. The proposer shall make good faith efforts to utilize MBE/WBE certified

firms as subcontractors. In the event that the proposer does not meet the MBE/WBE participation goal stated by

CCHHS for this procurement, the proposer must nonetheless demonstrate that it undertook good faith efforts to

satisfy the participation goal. Evidence of such efforts may include, but shall not be limited to, documentation

demonstrating that the proposer made attempts to identify, contact, and solicit viable MBE/WBE firms for the

services required, that certain MBE/WBE firms did not respond or declined to submit proposals for the work, or

any other documentation that helps demonstrate good faith efforts. Failure by the proposer to provide the

required documentation or otherwise demonstrate good faith efforts will be taken into consideration by CCHHS in

its evaluation of the proposer’s responsibility and responsiveness.

12.8 Pre-proposal Conference CCHHS will hold a Pre-Proposal conference call on the date, time and location indicated on the cover page.

Representatives of CCHHS will be present to answer any questions regarding the goods or services requested or

proposal procedures. If a mandatory pre-proposal conference is required, the Proposer must sign the pre-pro

conference or site inspection sheet and include a copy of this sign-in sheet in the response to the RFP.

12.9. Alteration/Modification of Original Documents The proposer certifies that no alterations or modifications have been made to the original content of this Bid/RFP

or other procurement documents (either text or graphics and whether transmitted electronically or hard copy in

preparing this proposal). Any alternates or exceptions (whether to products, services, terms, conditions, or other

procurement document subject matter) are apparent and clearly noted in the offered proposal. Proposer

understands that failure to comply with this requirement may result in the proposal being disqualified and, if

determined to be a deliberate attempt to misrepresent the proposal, may be considered as sufficient basis to

suspend or debar the submitting party from consideration from future competitive procurement opportunities.

12.10 Cost of Proposer Response All costs and expenses in responding to this RFP shall be borne solely by the Proposer regardless of whether the

Proposer’s Proposal is eliminated or whether CCHHS selects to cancel the RFP or declines to pursue a contract for

any reason. The cost of attending any presentation or demonstration is solely the Proposer’s responsibility.

13. Proposer’s Responsibility for Services Proposed The proposer must thoroughly examined and read the entire RFP document. Failure of proposers fully to acquaint

themselves with existing conditions or the amount of work involved will not be a basis for requesting extra

compensation after the award of a Contract.

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13.1 RFP Interpretation Interpretation of the wording of this document shall be the responsibility of CCHHS and that interpretation shall be

final. The specifications in this document provide sufficient information for proposers to devise a plan and

provide pricing. Minor variations from those specifications will be considered as long as proposers identify any

instance in which their services specifications differ from those set forth in the proposal documents.

13.2 Errors and Omissions The proposer is expected to comply with the true intent of this RFP taken as a whole and shall not avail itself of any

errors or omission to the detriment of the services or CCHHS. Should the proposer suspect any error, omission, or

discrepancy in the specifications or instructions, the proposer shall immediately notify CCHHS in writing, and

CCHHS will issue written corrections or clarifications. The proposer is responsible for the contents of its Proposals

and for satisfying the requirements set forth in the RFP. Proposer will not be allowed to benefit from errors in the

document that could have been reasonably discovered by the proposer in the process of putting the proposal

together.

13.3 Proposal Material The Proposal material submitted in response to the RFP becomes the property of CCHHS upon delivery to the

Supply Chain Management Office and may become part of a contract.

13.4 Confidentiality and Response Cost and Ownership All information submitted in response to this RFP shall be confidential until CCHHS has executed a Contract with

the successful Proposer or has terminated the RFP process and determined that it will not reissue the RFP in the

near future. Following such actions, the contents of Proposals submitted in response to this RFP may be disclosed

in response to requests made pursuant to the provisions of the Illinois Freedom of Information Act ("FOIA"). If a

Proposer wishes to preserve the confidentiality of specific proprietary information set forth in its Proposal, it must

request that the information be withheld by specifically identifying such information as proprietary in its Proposal.

CCHHS shall have the right to determine whether it shall withhold information upon receipt of a FOIA request, and

if it does so pursuant to a Proposer request, the Proposer requesting confidential treatment of the information

shall bear the costs of asserting that there is a proper exemption justifying the withholding of such information as

proprietary in any court proceeding which may result. This notwithstanding, Proposer is on notice that the CCHHS

is subject to the FOIA and that any documents submitted to the CCHHS by the Proposer may be released pursuant

to a request under the FOIA.

13.5 Awards CCHHS may, at its discretion evaluate all responsive Proposals. CCHHS reserves the right to make the award on an

all or partial basis or split the award to multiple proposers based on the lowest responsible proposers meeting the

specifications, terms and conditions. If a split award impacts the outcome of the project it must be so stated in the

proposal.

13.6 CCHHS County Rights CCHHS reserves the right to reject any and all offers, to waive any informality in the offers and, unless otherwise

specified by the proposer, to accept any item in the offer. CCHHS also reserves the right to accept or reject all or

part of your Proposal, in any combination that is in the best interest of CCHHS.

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13.7 Cancellation of RFP; Requests for New or Updated Proposals CCHHS, in its sole discretion, may cancel the RFP at any time and may elect to reissue the RFP at a later date.

CCHHS may also issue an Addendum modifying the RFP and may request supplemental information or updated or

new Proposals.

14. Definitions The following definitions shall apply to this RFP:

"Addendum” or “Addenda" shall refer to a one or more documents issued to Registered Proposers in hard or soft

copy by which modifies this Request for Proposal or provides additional information.

“Board” or “System Board” shall refer to the Board of Directors of the Cook County Health and Hospitals System.

"Contract" shall mean a properly executed Contract that has been negotiated between CCHHS and a Proposer for

some or all of the Deliverables described in this RFP.

“Contractor(s)” shall mean the individuals, businesses or entities that have submitted a Proposal and have

negotiated a contract that has been properly executed on behalf of the Contractor and CCHHS.

"County" shall mean the County of Cook, Illinois, a body politic and corporate.

“Deliverables” shall refer to the items, supplies, equipment or services that will be provided pursuant to any

Contract entered into as a result of this RFP.

“General Conditions” shall mean the terms and conditions the form can be found at

http://www.cookcountyhhs.org/about-cchhs/doing-business-with-cchhs/bids-RFP/. "Proposal" shall mean the

document(s) submitted by Proposer(s) in response to this RFP that constitute a Proposer's offer to enter into

contract with the CCHHS under terms consistent with this RFP, subject to the negotiation of a contract and

approval by the Board.

"Proposer(s)" shall mean the individuals or business entities, if any, submitting a Proposal in response to this RFP.

"Procurement Director" or “System SCM Director” shall mean the System Director of Supply Chain Management

who serves as chief procurement officer for the CCHHS.

"Request for Proposals" or "RFP" shall refer to this solicitation of Proposals by CCHHS which may lead to the

negotiation of a contract and the recommendation that the CCHHS authorize a Contract with a Proposer.

“Solution” the specific configuration of Deliverables that is submitted in a Proposal to meet the needs and goals of

the CCHHS as articulated in this RFP.

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15. Proposal Acknowledgement Form This acknowledgement of receipt should be signed by a representative of Supply Chain Management located at

Stroger Hospital, 1969 W. Ogden Avenue, lower level (LL) Room 250A, Chicago IL, 60612.

The outside wrapping shall clearly indicate the RFP Number and Title, Proposer’s Name, Proposers Address and

Point of Contact information. Prefill the first two lines prior to submission.

Solicitation Number and Title:

Vendor Name:

Accepted By:

Date:

Time (if time machine is not available, hand write the time):

A.M P.M

Proposals shall be submitted no later than the date and time indicated on the cover page of the RFP. Late


Proposers must cut this sheet in two. SMC will time-stamp top and bottom sections. SCM will keep one section

and the Proposer will keep the other section.

PROPOSAL RECEIPT ACKNOWLEDGEMENT FORM

This acknowledgement of receipt should be signed by a representative of Supply Chain Management located at

Stroger Hospital, 1969 W. Ogden Avenue, lower level (LL) Room 250A, Chicago IL, 60612.

The outside wrapping shall clearly indicate the RFP Number and Title, Proposer’s Name, Proposers Address and

Point of Contact information. Prefill the first two lines prior to submission.

Solicitation Number and Title:

Vendor Name:

Accepted By:

Date:

Time (if time machine is not available, hand write the time):

A.M P.M

Proposals shall be submitted no later than the date and time indicated on the cover page of the RFP. Late


Proposers must cut this sheet in two. SMC will time-stamp top and bottom sections. SCM will keep one section

and the Proposer will keep the other section.

Tim

e St

amp

Her

e

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16. Mandatory Pre-Proposal Conference – H18-0001

SCHEDULED FOR Monday, January 8th, 2018 AT 10:00 AM

John H. Stroger, Jr. Hospital of Cook County

This is to verify that, on this date, I have attended a site inspection as required by the above numbered Request for

Proposal.

I have contacted the person named in the contract or their assignee and am satisfied with the conditions as

specified at all these locations.

Any unforeseen conditions not specified in the contract and as found by my Site Inspection are shown on the front

of this form and/or attached sheets.

___________________________________

NAME (TYPED AND SIGNATURE)

___________________________________

. COMPANY

___________________________________

OFFICIAL CAPACITY

___________________________________

TELEPHONE NUMBER (Area Code)

NOTE: THIS FORM MUST BE FILLED IN COMPLETELY AND RETUREND WITH THE PROPOSAL.

FAILURE TO COMPLETE THIS FORM SHALL BE CAUSE FOR DISQUALIFICATION Of PROPOSAL.

INSPECTION CONFIRMED BY: _____________________________________

DATE: _____________________________________

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Mandatory Pre-Proposal Conference – H18-0001

SCHEDULED FOR Monday, January 8th, 2018 AT 2:00 PM

Provident Hospital of Cook County

This is to verify that, on this date, I have attended a site inspection as required by the above numbered Request for

Proposal.

I have contacted the person named in the contract or their assignee and am satisfied with the conditions as

specified at all these locations.

Any unforeseen conditions not specified in the contract and as found by my Site Inspection are shown on the front

of this form and/or attached sheets.

___________________________________

NAME (TYPED AND SIGNATURE)

___________________________________

. COMPANY

___________________________________

OFFICIAL CAPACITY

___________________________________

TELEPHONE NUMBER (Area Code)

NOTE: THIS FORM MUST BE FILLED IN COMPLETELY AND RETUREND WITH THE PROPOSAL.

FAILURE TO COMPLETE THIS FORM SHALL BE CAUSE FOR DISQUALIFICATION Of PROPOSAL.

INSPECTION CONFIRMED BY: _____________________________________

DATE: _____________________________________