Technical Rescue Equipment

Background

The Urbana Fire Department is seeking to purchase Paratech rescue equipment that will complement our existing inventory of equipment. The challenge faced is we are purchasing equipment in accordance with available funding. Vendors submitting a proposal should be motivated to provide high quality customer service. The proposal we are requesting should include pricing for the exact equipment listed as well as any additional anticipated costs associated with the purchase of equipment.

Project Details

• Reference ID: FY2026-RFP-188
• Department: Fire
• Department Head: Tal Prendergast (Interim Chief)

Important Dates

• Questions Due: 2026-06-01T21:00:00.000Z

Evaluation Criteria

• Content, understanding, and approach of the scope of work requested. (20 pts) —

  Were all aspects of the RFP followed?

  Did the bid include the exact items listed in the pricing proposal?

• Qualifications and experience of the respondent (20 pts)
• Qualifications and experience of key staff providing goods and services. (20 pts)
• Cost effectiveness (20 pts)

Submission Requirements

• Confirmation of Understanding & Authorization (required) —

  By confirming, vendor is certifying that they have read and understand the provisions of this procurement and are authorized to submit response on behalf of the company.

• Confirmation of Insurance Requirements (required) —

  By confirming, vendor is certifying that they have fully read and are capable of providing any required Insurance at the limits required in accordance with the costs included in their submission.  Vendor also certified that they understand that failure to meet these requirements post award may lead to cancellation of award.

  Any consideration for alternative limits should have been submitted in writing through the OpenGov Procurement Question & Answer Tab prior to submission.

• Proposal (required) —

  DO NOT INCLUDE COST INFORMATION HERE

• Vendor, or their applicable service center, is located within 150-mile radius of the Urbana Public Works Department located at 706 S. Glover Avenue Urbana, IL 61802. (required)
• Input address of vendor or service center to perform future service/maintenance work. (required)
• Vendor Spec Sheet and Pricing Breakdown (required) —

  Upload the spec sheet for the vehicle/equipment for proposed vehicle, and pricing breakdown.

• Photos of actual vehicle/equipment proposed (Optional)
• Cost Proposal (required)
• Statement of Qualifications (required)
• Would you be utilizing subcontractors for this project?
• Subcontractor(s) Information (required) —

  Please include the following for each subcontractor:

  • Name
  • Phone Number
  • Email 
  • Type of Work Being Performed
• W-9 (required)
• Equal Employment Opportunity (EEO) Certification with City of Urbana —

  Find information regarding EEO at: Vendors and Contractors | Urbana, IL 

  or e-mail ohre@urbanail.gov

  The EEO Certification does not require a response under Vendor Submittals and Confirmations section to submit. 

  If a vendor’s submittal is going to independently exceed cost thresholds requiring EEO Certification with the City alone or taken in combination with other contractual work with the City in the current fiscal year, a contract cannot be executed prior to EEO approval.

  If an applicant is going to be close to the threshold, we encourage them to proactively upload the EEO paperwork as the City’s Human Relations Commission (HRC), that evaluates and grants certifications, only meets once per month and requires new applications to be submitted for review 3 weeks prior to meetings for review.

  Should an award be made to an uncertified vendor that requires certification, the award may be conditional upon awarded vendor obtaining required EEO certification within a prescribed time frame.  Failure to meet this award condition may result in award cancellation. 

• xx —

  x

• Upload Equal Employment Opportunity (EEO) Packet
• Vendor Representations and Additional Duties Form
• Does the vendor agree to the following? (required) —

  The Vendor agrees that following representations and additional duties are a material part of the contract. The vendor, having been duly sworn under oath, certifies and agrees as follows:  

  1. None of the Vendor or its partners, officers, owners, employees, or agents have been barred from contracting with a unit of State or local government in the past five years as a result of a conviction for bid rigging, in violation of 720 ILCS 5/33E-3 or any similar offense of any state or the United States which contains the same elements as this offense.  720 ILCS 5/33E-11.  
  2. None of the Vendor or its partners, officers, owners, employees, or agents have ever been barred from contracting with a unit of State or local government as a result of a conviction for bid rotating, in violation of 720 ILCS 5/33E-4 or any similar offense of any state or the United States which contains the same elements as this offense.  720 ILCS 5/33E-11.
  3. If the Vendor holds any elected or appointed office under the laws or Constitution of this State, the Vendor is in compliance with the Public Officer Prohibited Activities Act.  50 ILCS 105/3. 
  4. The Vendor is not a municipal officer with a prohibited financial interest in this contract, directly in the officer’s own name or indirectly in the name of any other person, association, trust, or corporation, in accordance with 65 ILCS 5/3.1-55-10.
  5. If the Vendor employs commercial motor vehicle operators, the Vendor is in compliance with the Federal Highway Administration rules for controlled substances and alcohol use and testing.  49 CFR Parts 40 and 382. 
  6. During the term of this contract, the Vendor shall comply with (a) Urbana City Code Section 2-119, which prohibits employment discrimination by contractors and vendors with the City; (B) the Equal Employment Opportunity provisions of Ill. Admin. Code tit. 44, § 750; and (C) Article 2 of the Illinois Human Rights Act, 775 ILCS 5/2-101 et seq., including without limitation the requirement that the Vendor have a written sexual harassment policy in conformance with 775 ILCS 5/2-105. 
  7. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor has filed with the City and made available to the general public a copy of the Vendor’s written substance abuse prevention program, which meets or exceeds the requirements of 820 ILCS 265/15. 
  8. If this contract involves the construction, reconstruction, alteration, repair, improvement, or maintenance of public works, the Vendor shall use United States produced steel products, in compliance with 30 ILCS 565/4.
  9. If this contract involves the construction, addition to, or alteration of public works, the Vendor shall employ laborers in compliance with the Veterans Preference Act (330 ILCS 55/0.01 et seq.) and the Employment of Illinois Workers on Public Works Act (30 ILCS 570/0.01 et seq.).
  10. The Vendor shall comply with all applicable provisions of the Prevailing Wage Act, which requires the payment of the prevailing rate of wage to all laborers, workers, and mechanics employed by or on behalf of a public body in the construction, demolition, maintenance, or repair of public works.  820 ILCS 130/0.01 et seq.  The prevailing wage rates are established and revised by the Department of Labor and are available at www.state.il.us/agency/idol/rates/rates.htm. 
  11. The Vendor shall obtain from all subcontractors to be used in the performance of this contract a sworn statement agreeing to the representations and additional duties contained on this document.  The Vendor shall maintain the sworn statements on file for the duration of this contract and shall promptly provide them to the City upon request.  If a subcontractor is or becomes ineligible for a contract with the City, the Vendor promptly shall terminate its subcontract upon the City’s request. The Vendor shall include adequate provisions in all subcontracts to allow it to terminate such subcontracts as required herein.

  The representations contained on this document are true, complete, and correct in all respects.  The representations contained herein are continuing.  If any such representation is no longer true or correct, the Vendor promptly shall notify the City in writing. 

• If you disagree with a statement, please state the statement and explain why. (required)
• Please select one statement, in accordance with 65 ILCS 5/11-42.1-1 (required)
• Does this response have any proprietary information? (required) —

  Refer to Public Records and Requests for Confidential Treatment under Instructions.

• Upload Redacted Response (required)
• Acknowledgment of FOIA Requests (required) —

  By confirming, the vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements.

• Are you familiar with or have you reviewed current City Purchasing Policy information to ensure compliance? (required) —

  Please review existing purchasing policy information to ensure you are compliant.

  Purchasing Flow Charts

  Purchasing Policies

• General Description (required) —

  Fill in the blank with a general description of the goods or services being requested.

• Pre-Submittal Meeting (required)
• Will this solicitation have a public bid/proposal opening? (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
  • Choose Option 3 for construction with IDOT funding, according to IDOT requirements.
• Method of Award (Select One) (required) —

  Requests for Proposals are typically used for more flexible award criteria like consideration for qualifications, experience, approach, and schedule in addition to costs.  Cost could still be the sole consideration though using Lump Sum or Line Item awards.

  Best Value Awards:

  1. If an award is made, it shall be to the submittal that offers the best overall value as determined by a City evaluation team.  
  2. If deemed necessary, City may opt to conduct subsequent interviews with any respondents they deem necessary.

  Lump Sum Awards:

  1. If an award is made, it will be made to the Vendor with the lowest, lump sum pricing proposal.
  2.  Unit price proposals shall be tabulated and cumulated to determine lowest, lump sum pricing proposal.
  3. Lump sum shall include any selected alternative bids (if applicable).  

  Line Item Awards:

  1. If awards are made, they shall be made to vendors based on individual line items.
  2. Awards will be made Vendors based on the lowest unit cost submitted for individual line items.
  3. The City may opt to issue a primary, backup, or no award of individual line items.
  4. Awards may be made to multiple vendors.
• Does this solicitation require Statement of Qualification? (required)
• What level of insurance is required for this procurement? (required) —

  The following table details insurance requirements for City contracts, which generally apply to purchases over $10,000. All contractors performing work on the City’s premises should provide insurance, even for contracts of less than $10,000. These requirements apply when a vendor or contractor is performing work for the City, but not to purchases of only materials or supplies. Other exceptions may be approved as described below. This section will be updated from-time-to-time.

  Purchases are classified as high, medium or low risk. The risk levels are defined in the following table –

  Tier 1 – High Risk	Tier 2 – Medium Risk	Tier 3 – Low Risk
  Requires a contract with High Risk insurance language found in OpenGov Procurement. Must have the certificate of insurance (COI) in hand and “additional insured” language must appear on the COI. Certificate must include project name and location. Attach COI to requisition.	Requires a contract with Medium Risk insurance language found in OpenGov Procurement. Insurance certificate does not have to be in hand, but must be available upon request.	Purchase Order Terms & Conditions are sufficient. Must note that PO is, “Subject to terms and conditions on reverse,” and ensure that vendor is provided a copy of the PO.
  All construction contracts, regardless of cost including: 1) any contract where contractor will use cranes, rigging, scaffolding, and/or erection equipment; 2) any contract where work is performed on the City’s premises; 3) janitorial services	All professional services including, but not limited to, accounting, financial, legal, consulting must have Professional / Errors & Omissions Liability coverage. Services provided by licensed medical/dental/clinic psychology professionals must have Professional Liability – Medical Malpractice Coverage.	All other services, unless a specific risk has been identified, in which case it must be addressed in consultation with the HR & Finance Director and City Attorney.
  Contracts involving hazardous materials such as abatement, hauling, etc. shall require vendor to carry Pollution Liability with limits of $1M per occurrence and $2M aggregate.	Purchases where services require access to the City’s information technology infrastructure or services involving the sharing or transfer of personal data or sensitive data with outside entities require vendor to provide $3M of cyber risk coverage.	Includes inter-agency agreements or other agreements between the City and other governmental agencies.
  Vendors providing charter transportation services.

• Special Insurance (required) —

  Select any/all special insurance coverages that may apply to this solicitation.

• Are there any bonding requirements? (required) —

  Bonding Requirements are not required for following procurements: 

  • Fleet vehicles & equipment

  Bid and proposal bonds are used to ensure that a bidder or proposer follows through on commitments made in a proposal or bid to execute a contract on the terms specified in the solicitation and bid or proposal. The terms “bond” and “guarantee” are sometimes used interchangeably. 

  Bid and Proposal Bonds or Guarantees

  Bids over $25,000 must require a bid bond secured by a cashier’s or certified check, letter of credit, or an insurance company licensed to do business within the State of Illinois. The bond should be in an amount equal to at least 5% of the bid or proposal. Higher amounts may be required at the department head’s discretion. A proposal bond may also be required at the discretion of the department head. The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required, or attempt to withdraw the bid or proposal prior to the beginning date of the contract.  Exceptions to these requirements can only be made as follows:

  Purchase Amount	Approvals
  Up to $10,000	Department Head
  Over $10,000 to $25,000	Finance Director
  Over $25,000	City Administrator

  The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required or attempt to withdraw the bid or proposal prior to the beginning date of the contract.

   Each department will hold bid or proposal bonds and maintain an updated listing of all bid or proposal bonds. Any cashier’s or certified check will be held in a secure location and returned by department staff to the bidder or proposer as soon as the City has entered into a contract with a vendor.

  Performance Bonds or Guarantees

  Performance bonds are used to guarantee performance of a contract and are in effect throughout the term of the contract.

  Construction and demolition contracts with a cost over $25,000 must require payment bonds (performance and labor and material payment bond) written for the duration of the contract. The performance bond should be conditioned on full completion of the contract, according to its terms, and payment for materials and labor used in such completion, for 100% of the contract price. The bond should be in the form of a bond issued by an insurance company licensed to do business in the State of Illinois, cashier’s check, or letter of credit. The security should be provided to the City with other contract documents, prior to the City’s execution of the contract document. Department staff is responsible for verifying that the proper security has been provided.   The City may require performance bonds for other types of contracts at the department head’s discretion. 

  Each department will hold performance bonds and maintain a listing of all performance bonds and the form in which security was provided. Any security provided in the form of a cashier’s check will be submitted to the Financial Services Manager, who will deposit these amounts into the City’s bank account and maintain a record of these deposits. At completion of the project, the department will notify the Financial Services Manager in writing that the project has been completed to the City’s requirements and the Financial Services Manager will issue a City check to the vendor within 30 days 

   

• Select applicable bonding requirement (required)
• Supplementary Terms & Conditions (required) —

  The section should be utilized if you have a need to:

  • Modify any Standard Terms & Conditions
  • Utilize recurring supplementary conditions
  • Add new/special supplementary conditions
• Do any of the recurring supplementary terms and conditions apply to this purchase/contract? (check all that apply) (required) —

  Should a specific type of purchase/contract have a recurring supplementary condition that you would like included in the template, you can contact an Open Gov Procurement administrator to inquire about developing and including it in this section.

• Will the contract *definitely* be less than the EEO threshold (25K - 30K)? (required) —

  This refers to the City’s requirement to obtain employment information from vendors and obtain approval of vendors from the Human Relations Commission. Applies to construction projects $25,000 and over, and other purchases $30,000 and over. Also applies to cumulative, individual purchase from the same vendor.

  If you are not sure, say "No."