CITATION MANAGEMENT SYSTEM

Location:	Illinois
Posted:	May 8, 2025
Due:	May 28, 2025
Agency:	Park Ridge City
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies 70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Publication URL:	To access bid details, please log in.

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CITY OF PARK RIDGE

505 Butler Place

Park Ridge, IL 60068

Tel: 847-318-5200

www.parkridge.us

REQUEST FOR PROPOSALS (RFP)

CITATION MANAGEMENT SYSTEM

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NOTICE TO PROPOSERS

The City of Park Ridge is accepting proposals from qualified firms to implement a comprehensive

software and hardware citation solution for parking and municipal code citations with the ability to

streamline the adjudication process. RFP documents can be obtained from the City’s website

(www.parkridge.us/purchasing) and DemandStar (www.demandstar.com). Proposals will be accepted via

DemandStar or in-person at Park Ridge City Hall, Finance Department, 505 Butler Place, Park Ridge,

Illinois on or before May 28, 2025, at 10:00 A.M. Submit Technical and Cost Proposals separately.

Proposals submitted in person must be received in a sealed envelope marked and clearly labeled:

RFP #: FN-25-02

Title: CITATION MANAGEMENT SYSTEM

Due: MAY 28, 2025, 10:00 A.M.

Proposer’s Name:

Proposals transmitted by fax or email will not be accepted. Any communication regarding this invitation

between the date of issue and date of award is to be in writing and directed to procurement@parkridge.us

or by calling 847-318-7948. Answers to questions submitted in writing may be distributed as an

addendum to the solicitation documents.

ACTION

Public Notice Advertised

Questions Due In Writing to Procurement

E-mail: procurement@parkridge.us

Final Answers Published

(available at parkridge.us)

Proposals Due by:

Est. Approval by Committee of the Whole

Est. Approval by City Council

DATE

May 8, 2025

May 15, 2025

TIME

4:30 P.M.

May 20, 2025

May 28, 2025

July 2025

4:30 P.M.

10:00 A.M.

PROCUREMENT CONTACT

Brandon Naser

procurement@parkridge.us

847-318-7948

GENERAL CONDITIONS AND INSTRUCTIONS

1. GENERAL

Throughout this document, “City of Park Ridge” and “City” shall be synonymous and mean the City of Park

Ridge. The words “bidder,” “proposer,” “vendor,” “firm,” “contractor,” and “consultant” may be used in the

alternative in these General Conditions and Instructions as intended and described by the Scope of Work.

The phrases “request for proposal,” “invitation for bids,” “request for quotes,” “request,” “invitation,”

“solicitation,” “bid,” and “proposal” may also be used in the alternative.

2. EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITE BY BIDDER

The Bidder shall, before submitting its Bid, carefully examine the plans, specifications, contract

documents, Bid, and bond and insurance requirements and visit the site to verify conditions under which

work will be performed. Each Bidder is responsible for reading the bid documents and familiarizing itself

with all requirements. Failure of a Bidder to do so shall not relieve the Bidder of any obligation with

respect to said bid. If the Bidder’s bid is accepted, it shall be responsible for, and the City will make no

allowance for, any errors in their Bid resulting from its failure or neglect to comply with these instructions.

3. QUALIFICATIONS OF BIDDER

The City may take action deemed necessary to investigate the qualifications of each Bidder. The City

reserves the right to qualify or disqualify Bidders as a result of lack of similar project experience and/or

any other information obtained from the project reference form, references listed thereon, or publicly

available information. Bidders must also demonstrate that they have sufficient resources (i.e. capital,

laborers, sub-contractors, etc.) to accomplish all tasks required within the schedule for the project. In the

event there are additional eligibility requirements described in the Special Conditions or Specifications,

such requirements shall be supplemental to and not in limitation of this provision.

4. PREPARATION OF BID

The Bidder shall prepare their Bid on the attached Bid Form or alternatively include all required

information in the Bidder’s proposal package if a Bid Form is not included. Unless otherwise stated, all

blank spaces on the Bid page(s), applicable to the subject specification, must be correctly filled in. Either

a unit price or a lump sum price, as the case may be, must be stated for each item, either typed in or

written in ink, in figures, and, if required, in words. In the event of an error on the Bid page in which there is

a conflict between the unit price and the extended price or the total bid price, the City may exercise its

reasonable discretion to ascertain the actual price of the bid. If the Bidder is a corporation, the President

and Secretary shall execute the Bid, and the Corporate Seal shall be affixed. In the event that the Bid is

executed by other than the President, sufficient evidence of such signatory’s authority shall be submitted.

If the Bidder is a partnership, majority owning partners or general partners shall execute the Bid, unless

one partner has been authorized to sign for the partnership, in which case sufficient evidence of such

authority shall be submitted.

Each Bid must contain all required certifications and signatures. In addition, if any addenda are issued by

the City, the Bidder shall be required to acknowledge receipt of the formal addendum on the Bid form.

Failure of a Bidder to acknowledge any of the addenda issued or submit essential required documents

contained in the solicitation shall deem its bid non-responsive; provided, however, that the City in reliance

upon its home rule powers, may choose to waive this requirement if the City determines from the context

of the Bid that the Bidder has considered the terms and conditions of the addendum.

The Bid submitted must not contain erasures, interlineations, or other corrections unless each correction

is suitably authenticated by affixing in the margin immediately opposite the correction the surname or

surnames of the person or persons signing the bid.

Modifications of bids already submitted will be considered if received at the office designated in the

Invitation to Bid by the time set for opening of bids. Unless called for, alternate bids will not be

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CITATION MANAGEMENT SYSTEM

considered. No compensation will be allowed due to any difficulties which the Bidder could have

discovered or reasonably known prior to bidding.

5. SUBMISSION OF BID

All prospective Bidders shall submit their Bid in the manner specified in the Notice to Bidders by the

specified due date and time of the bid. Bids received beyond the date and hour set for the bid opening will

not be considered.

Submission of a bid will be considered presumptive evidence that the Bidder has visited the sites and is

conversant with local facilities and difficulties, the requirements of the documents and of pertinent State

or Local Codes, the state of Labor and Material Markets, and has made due allowance in the bid for all

contingencies. Include in bid all costs of labor, material, equipment, allowance, fees, permits, guarantees,

applicable taxes, insurance and contingencies, with overhead and profit necessary to produce a complete

project, or to complete those portions of the work covered by the Specifications on which the Bid is made

including all trades, without further cost to the Owner. Unless otherwise described in the Special

Conditions or Specifications, Bidders shall be responsible to obtain all permits and arrange for all

inspections. No unsolicited supplemental information will be accepted or considered by the City.

6. WITHDRAWAL OF BID

A Bidder may withdraw their Bid at any time prior to the time specified in the notice as the closing time for

receipt of bids. However, no Bidder shall withdraw, cancel or modify their Bid for a period of sixty (60)

calendar days after the specified closing time for the receipt of bid. Where this contract is subject to

approval by another agency, such as the Federal Government or the State of Illinois, then the Bidder shall

not withdraw, cancel or modify their Bid for a period of ninety (90) calendar days after the specified

closing time for the receipt of bids

7. CONSIDERATION OF BIDS

No Bid will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is

in default to the City of Park Ridge upon any debt or contract, or that is a defaulter, as surety or otherwise,

upon any obligation to the City, or had failed to perform faithfully any previous contract with the City. The

Bidder, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability

and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the

terms of these specifications and contract documents.

Each Bidder shall submit where necessary, or when requested by the Procurement Officer, catalogs,

descriptive literature or detailed drawings fully detailing features, designs, construction, appointments,

finishes and the like not covered in the specifications, necessary to fully describe the material or work

they propose to furnish.

The City of Park Ridge reserves the right to disregard any informality in the bids and bidding, to waive

technicalities, or to reject any and all bids when, in the opinion of the City Council, the best interest of the

City will be served by such action.

8. ACCEPTANCE OF BIDS

The City will accept one of the bids or reject all bids within sixty (60) calendar days, or within ninety (90)

calendar days where approval by other agencies is required, from the date of opening of bids, unless the

successful Bidder, upon request of the City, extends the time of acceptance to the City. The contract will

be awarded based on the City’s independent assessment of the bid by reference to the evaluation criteria

described in the bid solicitation. Where no evaluation criteria are specified, the contract will be awarded

to the lowest responsible and responsive bidder. The City may rely on any information presented in the

bid and any publicly available information to assess the qualifications, responsiveness and responsibility

of a bid.

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9. INTERPRETATION OF CONTRACT DOCUMENTS

Any Bidder in doubt as to the true meaning of any part of the specifications and contract documents may

submit to the Procurement Officer a written request for an interpretation thereof. No oral comments will

be made to any Bidder as to the meaning of the General or Special Conditions or other any contract

documents. The person submitting the request shall be responsible for its prompt delivery. Questions

received less than 48 hours prior to Bid Due Date cannot be considered. Such interpretation will be made

only in the form of a written addendum duly issued by the Procurement Officer. A copy of such addendum

will be emailed to all registered Bidders. Failure on the part of the prospective Bidder to receive a written

interpretation prior to the time of the opening of bids will not be grounds for withdrawal of their Bid. The

Bidder shall acknowledge receipt of each addendum issued in the space so provided in the Bid.

Addenda may modify or interpret the Bidding Documents and will become part of the Contract

Documents when the Contract is executed. Subsequent addenda shall govern over prior addenda only to

the extent specified.

Any references in these specifications to manufacturers’ name, trade name, or catalog number (unless

otherwise specified) is intended to be descriptive but not restrictive and only to indicate articles or

materials that will be satisfactory. Bids on other makes and catalogs will be considered, provided each

Bidder clearly states on the face of their Bid exactly what is proposed to be furnished. Unless so stated in

the Bid, it shall be understood that the Bidder intends to furnish the item specified and does not propose

to furnish an "equal". The City hereby reserves the right to approve as an equal, or to reject as not being

an equal, any article the Bidder proposes to furnish which contains minor or major variations from

specification requirements.

10. CHANGES:

Illinois law (720 ILCS 5/33E-9) requires that changes in excess of $10,000 or extensions greater than

thirty (30) days must comply with the Criminal Code. Likewise, Illinois law (50 ILCS 525/5) expresses for

a change order that authorizes or necessitates any increase in the contract price that is 50% or more of

the original contract price or that authorizes or necessitates any increase in the price of a subcontract

under the contract that is 50% or more of the original subcontract price, then the portion of the contract

that is covered by the change order must be resubmitted for bidding in the same manner for which the

original contract was bid. The Procurement Officer shall issue to the successful contractor a written

change order to the original contract; such change orders shall be binding upon both parties thereto and

shall in no way invalidate or make void the terms of the original contract not modified by such change

11. TAX EXEMPTION

Federal Excise Tax does not apply to materials purchased by the City of Park Ridge by virtue of Exemption

Certificate No. 36-600-6041. Illinois Retailers' Occupation Tax, Use Tax, and Municipal Retailers'

Occupation Tax do not apply to materials or services purchased by the City of Park Ridge by virtue of

Statute. Illinois Tax Exemption Identification No. E9998-1408-05. The prices quoted herein shall comply

with all Federal Laws and Regulations.

12. FAIR EMPLOYMENT

Bidder’s signature on the Bid Form will be construed as acceptance of and willingness to comply with all

provisions of the acts of the General Assembly of the State of Illinois relating to wages of laborers and

discrimination and intimidation of employees. Provisions of said acts are herein incorporated by

reference and become a part of this Bid and Specifications

13. DRUG FREE WORKPLACE ACT

At the time of contract, the Contractor will make certification required in the Contract and will comply with

all provisions of the Drug Free Workplace Act that are applicable to the Company. False certification or

violation of the requirements of the Drug Free Workplace Act may result in sanctions including but not

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limited to suspension of the Contract with the City, termination of the Contract and debarment of

contracting with the City for at least one (1) year but not more than five (5) years.

14. HAZARD COMMUNICATION

All on-site contractors shall be informed of chemical hazards to which their employees could possibly be

exposed while working for the City. Upon request, this information is made available to the contractors

and their subcontractors by the prime contractor. It is the contractors and subcontractor’s responsibility

to train their own employees on Hazardous Communications and the handling of hazardous materials. It

is the responsibility of the contractor to inform the City of any hazardous substances brought and stored

on City property. The contractor must also provide a Safety Data sheet for such chemicals.

15. WARRANTY/GUARANTEE

The Bidder warrants to the City that the labor shall be first class and conform to the requirements of the

Specifications and shall be performed by persons qualified in their respective trades. Materials furnished

under the Contract will be of good quality and new unless otherwise required or permitted under the

Specifications, and that materials will be free from defects not inherent in the quality required or

permitted. Work and materials not conforming to the Specifications, including substitutions not properly

approved and authorized, may be considered defective and will be rejected by the City. This warranty

excludes remedy for damage or defect caused by abuse, modifications not executed by the Bidder,

improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage.

Unless otherwise described in the specifications, materials provided under this agreement will be

guaranteed for a period of one year, or the term of the manufacturer’s warranty, whichever is greater.

Unless otherwise described in the specifications, labor provided under this agreement will be guaranteed

for a period of one year.

16. NON-BARRED BIDDING

The Bidder must certify that it is not barred from bidding on this contract as a result of a conviction for

the violation of state laws prohibiting bid-rigging or bid rotating by executing the included certification as

required by 720 ILCS 5/33E-11.

17. ILLINOIS FREEDOM OF INFORMATION ACT (FOIA)

Contractor understands that amendments to the Illinois Freedom of Information Act (P.A. 96-0542),

which took effect January 1, 2010, requires the Contractor to produce to the City any of its company

records and documents which are in any way related to the performance of services under this

agreement and not exempt from disclosure within five (5) business days of the City’s receipt of a request

for said records. Accordingly, the Contractor. agrees to be bound by the provisions of the Illinois

Freedom of Information Act (5 ILCS 140/1 et seq.), and agrees to deliver to the City all records in its

possession relating to this agreement within three (3) business days of a request by the City for said

records. Contractor agrees to reimburse the City any fees, fines, or costs incurred by or assessed against

the City for its failure to deliver requested records in the possession of the Contractor, and which the

Contractor failed to deliver to the City within three (3) business days of its receipt of a request from the

City to do so. An e-mail request for records and documents sent during business hours will be

considered received by the Contractor on the day sent. The Contractor shall not be entitled to receive any

wages, fees, or costs of any kind from the City for the production of documents and records in response

to a Freedom of Information Act request.

18. INSPECTION OF MATERIALS

The City shall have a right to inspect any materials or equipment to be used in carrying out this contract.

The Contractor shall be responsible for the contracted quality and standards of all materials, equipment,

components or completed work finished under this contract up to the time of final acceptance by the

City. Materials, equipment, components or completed work not complying therewith may be rejected by

the City and shall be removed and replaced by the Contractor at no cost to the City.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Description	Opening Date/Time	Closing Date/Time
CITATION MANAGEMENT SYSTEM FN-25-02	May 08, 2025 8:00 AM	May 28, 2025 10:00 AM

CITATION MANAGEMENT SYSTEM

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