County of McHenry
2200 N Seminary Ave, Woodstock IL 60098
Request for Proposal 20-53
Construction Management Software
October 2, 2020
This Request for Sealed Proposal (RFP) is for the purpose of contracting with a qualified vendor to provide a web-
based application for construction management and contract administration for McHenry County Division of
Transportation (MCDOT), subject to continuing need, and availability of funds as outlined within this document. All
requirements are according to specifications enclosed herein.
The web-based construction management software shall allow entry and retrieval of construction data by PC’s via
secure internet connection. The software must be able to interface with MS Office suite programs and shall be
accessible to field employees working in a variety of physical locations.
Any communication regarding this request for proposal between the date of issue and date of award is required to
go through the Buyer listed below (or the Purchasing Administrative Specialist). Unauthorized contact with other
McHenry County staff or officers is strictly forbidden.
GENERAL REQUIREMENT: This is a Request for Sealed Proposal (see attached). Proposal will be opened and evaluated
in private and proposal information will be kept confidential until an award is made.
The complete proposal must be submitted as follows:
One (1) original must be submitted by mail, and One (1) .pdf Electronic version must be uploaded at this link
This is a multi-year contract:
Year 1, from 12/1/20-11/30/21, Implementation, training and go live, estimated February 1, 2021
Year 2 through 5, from 12/1/21-11/30/25, annual cost for ongoing support and maintenance services
Note: All dates are tentative at this time. The SOW and contract terms will be mutually agreed upon.
Mailing Address: McHenry County Government Center, Attn: RFP 20-53 Purchasing Department
2200 N Seminary Avenue, Woodstock IL 60098
Electronic Submissions may be uploaded at this link
Contact Person: Djuana M. Leonard, C.P.M., Procurement Specialist, firstname.lastname@example.org
Submission Due Date and Time: No Later than 9:00 a.m., (CST) December 18, 2020
Proposals received after the submittal time will be rejected and returned unopened to the sender.
SCHEDULE OF EVENTS
October 2, 2020
November 13, 2020
November 18, 2020
Questions due via email to email@example.com no later than 12:00 p.m. (CST)
Questions answered via addendum and posted on County website no later than 4:00 p.m. (CST)
December 18, 2020
Proposals due no later than 9:00 a.m. (CST)
Recommendation, Notification to Successful Vendor, Contract execution, Installation &
REQUEST FOR PROPOSALS
Request for Proposals (RFP) is a method of procurement permitting discussions with responsible vendor and
revisions to proposals prior to award of a contract. Proposals will be opened and evaluated in private. Award
will be based on the criteria set forth herein.
RECEIPT and HANDLING of PROPOSALS
Proposals shall be opened in private by the Evaluation Committee to avoid disclosure of contents to competing
EVALUATION of PROPOSAL
The proposals submitted by vendors shall be evaluated solely in accordance with the criteria set forth in the
DISCUSSION of PROPOSAL
The Evaluation Committee may conduct discussions with any offeror who submits an acceptable or potentially
acceptable proposal. Vendors shall be accorded fair and equal treatment with respect to any opportunity for
discussion and revision of proposals. During the course of such discussions, the Evaluation Committee shall not
disclose any information derived from one proposal to any other vendor.
The County of McHenry reserves the right to negotiate specifications, terms, and conditions, which may be
necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the RFP
and the offeror's proposal be incorporated in full or in part as Contract Documents. This implies that this RFP
and all responses, supplemental information, and other submissions provided by the vendor during discussions
or negotiations may be held by the County of McHenry as contractually binding on the successful Vendor.
NOTICE of UNACCEPTABLE PROPOSAL
When the Evaluation Committee determines a vendor's proposal to be unacceptable, such vendor shall not be
afforded an additional opportunity to supplement its proposal.
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TERMS AND CONDITIONS
This Request for Proposal is issued pursuant to applicable provisions of the McHenry County Purchasing
Ordinance, amended August 1, 2019. This ordinance is incorporated by reference into this RFP as if it were
contained herein. If you would like a copy of this ordinance, an updated copy is available here.
The County of McHenry reserves the right at any time and for any reason to cancel this Request for Proposal,
to reject any or all proposals, or to accept an alternate proposal. The County reserves the right to waive any
immaterial defect in any proposal. Unless otherwise specified by the offeror, the County has no less than one
hundred and twenty (180) days to accept. The County may seek clarification from a vendor at any time and
failure to respond promptly is cause for rejection. The County may require submission of best and final offers.
The County of McHenry will not be liable in any way for any costs incurred by respondents in replying to this
Award shall be made by the McHenry County DOT to the most responsive and responsible vendor whose
proposal is determined to be the most advantageous to the County, taking into consideration price and the
evaluation criteria set forth herein below.
CRITERIA for SELECTION
The following criteria and point system shall be used by the selection team to determine the firm or individual(s)
most qualified and best suited to perform the work:
1. Qualifications & Experience
Vendor’s capability in all respects to perform fully the contract
requirements as described. This includes total criteria score for
meeting software specifications and ranking score.
This refers to the proposed price for the products and services listed
in the RFP.
3. Compliance with RFP
This refers to the adherence to all conditions and requirements of the
This refers to providing 3 professional references also includes the
vendor’s experience with projects of similar nature, size, complexity.
Total 200 points
The County reserves the right to apply the evaluation criteria in any manner it deems necessary and to evaluate
each firm separately or comparatively, using these criteria in any weight or application importance to determine
the firm most qualified and best-suited for this project.
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Vendor shall comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended and any rules and
regulations promulgated in accordance therewith. Including, but not limited to the Equal Employment Opportunity
Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), 775 ILCS 5/1-102, which is incorporated herein
by reference, and constituting of a written EEO Policy and a workforce profile that demonstrates its EEO practices.
Furthermore, the Vendor shall comply the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq.,
as amended. The Vendor must have a written sexual harassment policy, which meets Illinois State Statutes, 775
The Vendor represents and warrants to the County of McHenry that neither it nor any of its principals, shareholders,
members, partners or affiliates, as applicable, is a person or entity named as a Specially Designated National and
Blocked Person (as defined in Presidential Executive Order 13224) and that it is not acting, directly or indirectly, for
or on behalf of a Specially Designated National and Blocked Person. The Vendor further represents and warrants to
the County of McHenry that the Vendor and its principals, shareholders, members, partners, or affiliates, as
applicable, are not directly or indirectly, engaged in, and are not facilitating, the transactions contemplated by this
Agreement on behalf of any person or entity named as Specially Designated National and Blocked Person. The
Vendor hereby agrees to defend, indemnify and hold harmless the County of McHenry, the Corporate Authorities,
and all County of McHenry elected or appointed officials, officers, employees, agents, representatives, engineers
and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and expenses (including
reasonable attorneys’ fees and costs) arising from or related to any breach of the foregoing representation and
PROCUREMENT OF GREEN PRODUCTS AND TECHNOLOGIES
As approved by the McHenry County Board in April 2008, it is in the interest of public health, safety and welfare
and the conservation of energy and natural resources to use and promote environmentally responsible
products. The County should strive to influence private purchases through the example of using government
specifications and standards that are green or environmentally friendly when making its purchases.
Whenever available and cost-justified, the County should purchase those materials including the purchase of
recycled products containing post-consumer materials rather than residual materials resulting from the
processing or manufacturing from another product. To the extent practicable, all products standards shall
emphasize functional or performance criteria, which do not discriminate against the use of, recycled materials.
McHenry County should cooperate to the greatest extent feasible with other governments and organizations
to develop a comprehensive, consistent, and effective procurement effort intended to stimulate the market for
recycled products, reusable products, products designed to be recycled, and other environmentally responsible
McHenry County shall continue to participate in and shall encourage other public jurisdictions to participate
with the County in the purchase of products containing recycled content. Participation in such cooperative
systems shall be aimed at obtaining maximum practical recycled content in County purchases, to obtain best
available price for products with recycled content, to facilitate or encourage lower prices industry-wide and to
encourage development of industries and markets dealing with recycled content products.
This contract shall be offered for purchases to be made by other counties and governmental units within the State
of Illinois as authorized by the Government Joint Purchasing Act. All purchases and payments made under this
authority shall be made directly by the governmental unit to the Vendor. The County of McHenry shall not be
responsible in any way for such purchase orders or payments. All terms and conditions of this contract shall apply
to all orders placed by another governmental unit.
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RIGHT TO PROTEST
Any actual or prospective bidder or Contractor who is aggrieved in connection with the solicitation or award of a
Contract may protest to the Director of Purchasing. Any protest must be submitted in writing within ten (10)
calendar days from the issuance of the solicitation, addendum, and notice of award or other decision by the
Should the vendor require any additional information about this RFP, please email Purchasing@mchenrycountyil.gov
any questions by the deadline outlined in the schedule of events. Any and all changes to these specifications are valid
only if they are included by Written Addendum to all vendors. No interpretation of the meaning of the plans,
specifications, or other contract documents will be made orally. If required, all addenda will be emailed to vendor if a
Notice of Intent to Bid has been completed and submitted to the Purchasing Office. In addition, all addenda are
posted on the County of McHenry’s website. Failure of the vendor to receive any such addendum or interpretation
shall not relieve the vendor from obligation under this RFP as submitted. All addenda so issued shall become part of
the RFP documents. Failure to request an interpretation constitutes a waiver to later claim that ambiguities or
misunderstandings caused by a vendor to improperly submit a proposal.
Response to these questions will be made by means of an addendum. Only the Director of Purchasing has the
authority to issue an addendum. Addenda are written instruments issued by the County prior to the date for receipt
of proposals, which modify or interpret the RFP by addition, deletions, clarifications or corrections.
Prior to the receipt of proposals, addenda will be delivered to all who are known to have received a Notice of
RFP/Bid. Each vendor shall ascertain prior to submitting a proposal that all addenda issued have been received and,
by submission of a proposal, such act shall be taken to mean that such vendor has received all addenda and that
the vendor is familiar with the terms thereof and understands fully the contents of the addenda.
The County of McHenry is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax, and Federal
The Vendor shall furnish the County with an itemized invoice. Payment shall be made in accordance with
applicable provisions of the "Local Government Prompt Payment Act."
The selected Vendor will be required to assume responsibility for all services offered in this proposal. The County
will consider the selected Vendor to be the sole point of contact with regard to contractual matters, including
payment of any and all charges resulting from the contract.
Any contract resulting from this RFP may not be assigned, in whole or in part without written consent of the
County. If the Vendor attempts to make such an assignment without the written consent of the County, the
Vendor shall nevertheless remain legally responsible for all obligations under the Contract.
INTERPRETATION or CORRECTION of REQUEST for PROPOSALS
Vendors shall promptly notify the Director of Purchasing of any ambiguity, inconsistency, or error, which they
may discover upon examination of the Request for Proposals. Interpretations, corrections, and changes to the
Request for Proposals will be made by addendum. Interpretations, corrections, or changes made in any other
manner will not be binding.
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