Request for Proposal (RFP) No. 2103-08021 for LiDAR Data

Rev 4/29/20

C O O K C O U N T Y G O V E R N M E N T Office of the Chief Procurement Officer

Request for Proposal (RFP) No. 2103-08021

for

LiDAR Data Acquisition

Proposals are due no later than 10:00 AM (Local Time – Chicago) on Wednesday, November 10, 2021. There will be a Non-mandatory pre-proposal conference on Monday, October 25, 2021 at 1:00 PM (Local Time – Chicago). Web Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk3NjM1MGMtOGUyZi00MDY2LWI3NDktNzkwOTI4ZmVhMTEz%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ede98460-682f-4278-93d2-05f79fdb56ab%22%7d Questions regarding the RFP should be submitted ONLY through below link by 5:00 PM (Local Time – Chicago) on Friday, October 29, 2021: https://forms.office.com/Pages/ResponsePage.aspx?id=rlVNi7RtBU6oXFnWolbNbmCE6e0vaHhCk9IF95_bVqtUNTRIV0VPQkZJQlhHSVBXMjdFWTNSOVAwQi4u Buyer Contact Information: Yaneth Lopez, Senior Contract Negotiator at [email protected] ___________________________________________________________________________________ Toni Preckwinkle Raffi Sarrafian Cook County Board President Chief Procurement Officer ___________________________________________________________________________________

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk3NjM1MGMtOGUyZi00MDY2LWI3NDktNzkwOTI4ZmVhMTEz%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ede98460-682f-4278-93d2-05f79fdb56ab%22%7d




https://forms.office.com/Pages/ResponsePage.aspx?id=rlVNi7RtBU6oXFnWolbNbmCE6e0vaHhCk9IF95_bVqtUNTRIV0VPQkZJQlhHSVBXMjdFWTNSOVAwQi4u


mailto:[email protected]

RFP No. 2103-08021 LiDAR Data Acquisition

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1 INTRODUCTION ................................................................................................................................................ 5

1.1 Overview ...................................................................................................................................................... 5

1.2 Purpose / Objectives .................................................................................................................................... 5

1.3 Cook County Background ............................................................................................................................. 5

2 SCOPE ............................................................................................................................................................... 6

2.1 Project Description....................................................................................................................................... 6

2.2 Scope of Services ......................................................................................................................................... 7

2.3 GIS Software ................................................................................................................................................. 7

2.4 GIS Database ................................................................................................................................................ 8

2.5 Standards and Considerations ..................................................................................................................... 8

2.6 Key Personnel .............................................................................................................................................. 9

2.7 Project Plan .................................................................................................................................................. 9

2.8 Phase One: Project Initiation ....................................................................................................................... 9

2.9 Phase Two: Pilot ......................................................................................................................................... 10

2.10 Contractor Responsibilities ........................................................................................................................ 11

2.11 County Responsibilities .............................................................................................................................. 11

2.12 Project Tracking ......................................................................................................................................... 11

2.13 Required Elements ..................................................................................................................................... 12

2.14 Geodatabase Design .................................................................................................................................. 13

2.15 LIDAR Data ................................................................................................................................................. 13

2.16 LIDAR Classification Codes ......................................................................................................................... 14

2.17 Digital Terrain Model (DTM) ...................................................................................................................... 15

2.18 Topographic Elevation Contours ................................................................................................................ 15

2.19 Quality Assurance ...................................................................................................................................... 16

2.20 Project Schedule ........................................................................................................................................ 16

2.21 Metadata .................................................................................................................................................... 17

2.22 Optional Data Layers (e.g. Bathymetry and/or other) ............................................................................... 17

2.23 Proposed Project Approach and Implementation Methodology .............................................................. 17

2.24 Project Task List and Timeline .................................................................................................................... 17

2.25 Data Confidentiality and Security .............................................................................................................. 17

2.26 Contract Performance Review and Acceptance ........................................................................................ 17

2.27 Invoicing and Payment ............................................................................................................................... 18


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2.28 Proposed Payment Schedule ..................................................................................................................... 18

2.29 Solution Ownership and Other Terms and Conditions .............................................................................. 19

2.30 Data Ownership ......................................................................................................................................... 19

2.31 Intellectual Property Ownership ................................................................................................................ 19

2.32 Other Terms and Conditions ...................................................................................................................... 19

2.33 Data Access and Retention ........................................................................................................................ 19

2.34 Transition Out and Exit Requirements ....................................................................................................... 19

3 RFP SCHEDULE ............................................................................................................................................... 20

4 INSTRUCTIONS TO PROPOSERS...................................................................................................................... 20

4.1 Instructions ................................................................................................................................................ 20

4.2 Availability of Documents .......................................................................................................................... 20

4.3 Non-Mandatory Pre-Proposal Conference ................................................................................................ 21

4.4 Intentionally Left Blank .............................................................................................................................. 21

4.5 Clarifications .............................................................................................................................................. 21

4.6 Submitting the Proposal Package .............................................................................................................. 21

4.7 Uniformity .................................................................................................................................................. 21

4.8 Proposal Material ....................................................................................................................................... 22

4.9 Addenda ..................................................................................................................................................... 22

4.10 Proposer’s Responsibility for Services Proposed ....................................................................................... 22

4.11 Errors and Omissions In the RFP ................................................................................................................ 22

4.12 RFP Interpretation...................................................................................................................................... 22

4.13 Confidentiality and Response Cost and Ownership ................................................................................... 22

4.14 Use of Subcontractors ................................................................................................................................ 23

4.15 MBE/WBE Participation Goals ................................................................................................................... 23

4.16 Proposer’s Disclosure and Conflict of Interest ..................................................................................... 23

4.17 Cook County RFP Format ..................................................................................................................... 23

4.18 Pricing ................................................................................................................................................. 23

4.19 Period of Firm Proposal ..................................................................................................................... 23

4.20 Awards ................................................................................................................................................. 23

4.21 Cook County Rights ............................................................................................................................. 24

4.22 Alteration/Modification of RFP Content .............................................................................................. 24

4.23 Recycling ............................................................................................................................................... 24


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5 EVALUATION AND SELECTION PROCESS ........................................................................................................ 24

5.1 Responsiveness Review ............................................................................................................................. 24

5.2 Acceptance of Proposals ............................................................................................................................ 24

5.3 Evaluation Process ..................................................................................................................................... 24

5.3.1 Proposer Presentations ...................................................................................................................... 24

5.3.2 Right to Inspect .................................................................................................................................. 25

5.3.3 Best and Final Offer............................................................................................................................ 25

5.4 Selection Process ....................................................................................................................................... 25

6 EVALUATION CRITERIA ................................................................................................................................... 25

6.1 Responsiveness of Proposal ....................................................................................................................... 25

6.2 Technical Proposal ..................................................................................................................................... 25

6.3 Pricing Proposal ......................................................................................................................................... 26

7 SUBMISSION OF PROPOSAL ........................................................................................................................... 26

7.1 Instructions for Submission ....................................................................................................................... 26

7.1.1 Instructions ........................................................................................................................................ 26

7.1.2 Time for Submission ........................................................................................................................... 26

7.1.3 Format ................................................................................................................................................ 26

7.1.4 Complete Proposals ........................................................................................................................... 26

7.1.5 Packaging and Labeling ...................................................................................................................... 26

7.1.6 Timely Delivery of Proposals .............................................................................................................. 26

7.1.7 Late Proposals .................................................................................................................................... 26

7.1.8 Schedule of Revisions to RFP Schedule .............................................................................................. 27

7.2 Submission Requirements ......................................................................................................................... 27

7.2.1 Cover Letter (Include with File #1 – Technical Proposal) .................................................................. 27

7.2.2 Executive Summary (Include with File #1 – Technical Proposal) ...................................................... 27

7.2.3 Qualifications of the Proposer (Include with File#1 – Technical Proposal) ...................................... 27

7.2.4 Propose Plan of Action, Implementation and Solution (Include with File#1 – Technical Proposal) . 27

7.2.5 Key Personnel (Include with File#1 – Technical Proposal) ................................................................ 27

7.2.6 Subcontracting or Teaming (Include with File#1 – Technical Proposal) ........................................... 27

7.2.7 MBE/WBE Participation (Include with File#2 – Price Proposal) ......................................................... 27

7.2.8 Financial Status (Include with File #1 – Technical Proposal) ............................................................. 28

7.2.9 Legal Actions (Include with File#1 – Technical Proposal) .................................................................. 28


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7.2.10 Conflict of Interest (Include with File#1 – Technical Proposal) ......................................................... 28

7.2.11 Economic Disclosure Statement (Include with File #2 – Price Proposal) ........................................... 28

7.2.12 Contract & IT Special Conditions (Include with File#1 – Technical Proposal) .................................... 28

7.2.13 Appendix I Pricing Proposal Form (Include with File#2 – Price Proposal) ......................................... 28

7.21.14 Appendix VII Identification of Subcontractor/Supplier/Sub-consultant (Include with File#2 – Price Proposal) .................................................................................................................................................... 28

7.21.15 Appendix V Addendum Acknowledgement Form (Include with File#1 – Technical Proposal) ...... 28

7.21.16 Appendix VI MBE/WBE Utilization Plan Forms .............................................................................. 29

7.21.17 Other (Include with File#1 – Technical Proposal) ................................................................................. 29

Appendix I Pricing Proposal Form Appendix II Instructions for Electronic Bid/Proposal/Qualification Submission Appendix III Economic Disclosure Forms Appendix IV Sample Contract Agreement Appendix V Addendum Acknowledgement Form Appendix VI MBE/WBE Utilization Plan Forms Appendix VII Identification of Subcontractor/Supplier/Subconsultant Form Appendix VIII Electronic Payables Program Appendix IX Cook County Travel Policy Appendix X Cook County IT Special Conditions Appendix XI Metadata for Sample Feature Class Appendix XII Map of Central Business District Appendix XIII Orthotile 2020, Small Area Tile Index & Large Area Tile Index


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1 INTRODUCTION 1.1 Overview

Cook County Government (the “County”), through the Office of the Chief Procurement Officer (“OCPO”) seeks proposals from qualified consultants to provide services to capture Light Detection and Ranging System (LIDAR) data in calendar year 2022 and the creation of County-wide digital elevation products. The LIDAR data will also be used for the creation of a new topographic database to be included in the Counties’ enterprise Geographical Information System (GIS). Moreover, these services will be of sufficient accuracy, precision, and utility to update and enhance an existing enterprise-wide GIS database that supports current and proposed applications involving public access, change detection for assessment use, land records management, planimetric mapping, infrastructure management, engineering, map production, and various land data analyses.

1.2 Purpose / Objectives The purpose of this RFP is to seek proposed consulting services that detail procedures, specifications, and costs in order to accomplish each of the following major tasks:

1. Global Positioning System (GPS) survey control to support LIDAR 2. Light Detection and Ranging System (LIDAR) point collection and classification 3. Digital Terrain Model (DTM) derived from LIDAR 4. Derivatives: Various interval topographic mapping, Complete tiled raster images; LAS dataset,

optional bathymetry of inland waterbodies 5. Geodatabase design 6. Federal Geographic Data Committee (FGDC)- Content Standard for Digital Geospatial Metadata

(CSDGM), Vers. 2 (FGDC-STD-001-1998) is the current version of this FGDC authored and endorsed standard.compliant metadata; Project Plan and Management.

Cook County intends to award one (1) contract with an expected term of one (1) year with one (1) one-year renewal option.

1.3 Cook County Background Formed on January 15, 1831 by an act of the Illinois State Legislature, Cook County is currently estimated to have 5.2 million residents, making it the second largest county and the 19th largest government body in the United States. It is a home rule county pursuant of Article VII, Section 6 of the Illinois State Constitution. It contains 132 municipalities, including the City of Chicago, 30 townships, 237 special districts, and 160 school districts. The County employs over 24,000 people and has an annual budget of approximately $6.18 billion. As mandated by State law, County government has three principal responsibilities, which include the protection of persons and property, the provision for public health services and the maintenance of County highways. The Cook County Board of Commissioners is the legislative body of county government, and the President is the Board’s Chief Executive Officer. There are eleven additional Cook County governmental offices, run by their independently Elected Officials.

• President of the County Board: The President is the Chief Executive Officer of the County and presides over the meetings of the County Board and directly supervises

https://www.fgdc.gov/standards/projects/metadata/base-metadata/index_html


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departments which provide a variety of direct and support services. The President is elected to a four-year term by citizens of the County.

• Board of Commissioners: The Cook County Board of Commissioners is the

governing policy board and legislative body of the county. It is comprised of 17 Commissioners, each serving a four-year term and is elected from single member districts. Each district represents approximately 300,000 residents.

• Elected Officials: Eleven independently elected officials run the additional Cook

County governmental offices that oversee many functions and services of county government. Information about Cook County leadership can be found at: www.cookcountyil.gov/agencies/

2 SCOPE

2.1 Project Description

LIDAR data captured through this project will be the basis for the creation, update and capture of other separately remotely sensed planimetric data including updates to roads, 3D buildings and footprints, tree inventory, hydrographic features and to provide an accurate Digital Terrain Model (DTM) for annually captured orthoimagery. The County intends to use this data for change detection from previous mission data for assessment purposes and to ensure adherence to building code enforcement. Its uses also include, ecology management, engineering, urban planning and transportation studies, watershed delineation and to provide improved flood and disaster modeling and mitigation efforts.

Previous Cook County LiDAR missions have held special consideration of the dense central business district (CBD) of the City of Chicago, and other areas where there are numerous tall structures that make the collection of data difficult to capture. Multiple swaths, with additional flight lines may be required to limit data collection voids within these areas. This would include the extended lakefront area of Chicago. A shapefile of the expected delivery tiling scheme including the CBD is included with this RFP as Appendix XIII, Small Area Tile Index (see file SmallAreaTileIndex.shp). A map of this area is also included in Appendix XII.

All LIDAR data is to be captured in ideal climactic and stable weather conditions to provide optimal collection, e.g., cloud free, low moisture, leaf off snow and ice free. These products will support the maintenance of various geospatial databases included in the Counties’ enterprise Geographical Information System (GIS). The County maintains its geospatial data according to the Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system, the authority is EPSG. Elevation values utilize the NAVD88 datum as the Counties’ standard.

The LIDAR proposed for collection is essential for vital operations involving county planning, inventory, infrastructure management, code enforcement, property assessment, regional security, environmental monitoring and assessment, emergency management, flood and disaster preparedness modeling and mitigation. The most current spatial data managed and accessed on the GIS platform has already been

http://www.cookcountyil.gov/agencies/


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proven to play a critical and integral role to the success of assessment staff, urban planners, engineers, ecologists, first responders, emergency personnel and remediation experts.

Cook County agencies that will directly benefit from this effort include the Bureau of Technology, Assessor’s Office, Board of Review, Department of Geographic Information Systems, Department of Transportation and Highways, Department of Emergency Management and Regional Security, Building and Zoning, Environment and Sustainability, Forest Preserve District, Public Health, and Planning & Economic Development, Sheriff.

Cook County’s most recent LiDAR capture was undertaken in 2017 as a part of a joint funding agreement with the United States Geological Survey (USGS) along with other Northeastern Illinois counties for the capture of 3DEP QL1 LiDAR data and derivative products including DEMs, additional classifications and one-foot topography and hydrographic breaklines.

See https://www.sciencebase.gov/catalog/item/5d694938e4b0c4f70cf23504.

The data proposed for this collection is also to conform to USGS QL1 requirements. See the following: https://www.usgs.gov/core-science-systems/ngp/ss/lidar-base-specification-online. Metadata from this project can also be found here: http://thor-f5.er.usgs.gov/ngtoc/metadata/fgdc-std-001-1998.dtd. GIS software is necessary to open this file.

New data from this 2022 proposed project deliverables in combination with county GIS hyperspectral and orthoimagery will enable a more refined delineation and update of a wide range of existing GIS data and allow for the creation and capture of new GIS layers. Currently existing publicly available Cook County data can be found here: https://hub-cookcountyil.opendata.arcgis.com/.

2.2 Scope of Services

All Proposers to this RFP should detail procedures, specifications, justification, and costs in order to accomplish the major tasks. Below is a summary of tasks that will need to be completed for this project:

1. Project Management 2. Survey control 3. LiDAR collection 4. Classification of data 5. Derivative products and services 6. Optional data collection and/or GIS updates 7. Metadata

2.3 GIS Software Cook County GIS department has adopted ArcGIS Enterprise, a GIS software suite produced by ESRI, Inc., and all of its affiliated products including ArcGIS Desktop (ArcMap, ArcCatalog), ArcSDE, ArcGIS Pro, ArcGIS Server, and ArcGIS Online as its standard platform in the server, desktop, and Internet/Intranet environments. This ensures the efficiency of data transfer and its overall manipulation across all departments. Moreover, the effective coordination of GIS activities significantly enhances the safeguards

https://www.sciencebase.gov/catalog/item/5d694938e4b0c4f70cf23504

https://www.usgs.gov/core-science-systems/ngp/ss/lidar-base-specification-online

http://thor-f5.er.usgs.gov/ngtoc/metadata/fgdc-std-001-1998.dtd

https://hub-cookcountyil.opendata.arcgis.com/


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on data integrity and quality control. Currently, Cook County is operating at an ArcGIS Enterprise version 10.8.1, with ArcGIS Desktop version of 10.8.1 and ArcGIS Pro 2.8.

These products will support the maintenance of various geospatial databases included in the County’s enterprise Geographical Information System (GIS), as well as provide public access via Cook County’s flagship standard web-based data viewing application, CookViewer - https://maps.cookcountyil.gov/cookviewer/. This along with other GIS applications and data hosted by Cook County can also be accessed at Cook Central: https://hub-cookcountyil.opendata.arcgis.com/

2.4 GIS Database Currently Cook County’s GIS records are stored and managed in an ArcGIS Enterprise Server 10.8.1 utilizing Microsoft SQL Server 2019 as the RDBMS. The SQL server maintains several geodatabases. The Counties maintain all its geospatial data according to the Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system. Elevation values utilize the NAVD88 datum as the County’s standard. Comprehensive Federal Geographic Data Committee (FGDC)-compliant metadata has been established as a standard and has been written for all major data layers.

The County based on its extant rich web-based applications, supports code development according to the good practices of its web services environment of Windows Server 2019, IIS, SQL Server, and Esri Server API products. Development frameworks utilize a range of platforms including HTML, JavaScript, React, Python, and .NET

The County currently have both Microsoft Windows 10 on personal machines and Windows Server 2016 and 2019 on server machines.” Cook County has a DEV, TEST/STAGING & PRODUCTION environment.

2.5 Standards and Considerations

The County encourages proposers to review the scientific literature to formulate an optimum solution or solutions. Unless otherwise noted, project specifications are based on the USGS's LiDAR Base Specification Heidemann, Hans Karl, September, 2019, LiDAR Base Specification Version 2.1: See U.S. Geological Survey NGP Standards and Specification Elevation Specifications Review Board Techniques and Methods, This specification is online and may be viewed at https://www.usgs.gov/core-science-systems/ngp/ss/elevation-specifications-review-board. These LiDAR specifications are required baseline specifications. For any item which is not specifically addressed, the reference Version 2.1 specification will be the required specification authority. This project is for a high-resolution data set of (Geiger Mode) LiDAR. Geiger Mode systems may not currently meet the USGS Lidar Base Specification, as that specification was written specifically to address linear mode lidar. Required attributes such as multiple returns, specified scan angles, and flagging overlapping points, are based on linear mode systems that collect data in a specific and different manner than the Geiger Mode technology. Attribution specific to linear mode technologies will not be considered in the assessment of the data. The project will adhere to all other specifications as noted above including adherence to minimum point density and associated vertical and relative accuracies. This project is for a high-resolution data set of LiDAR {Geiger Mode) of approximately 1,153 square miles for Cook County which includes a 300- foot buffer surrounding Cook County; see

https://maps.cookcountyil.gov/cookviewer/

https://www.usgs.gov/core-science-systems/ngp/ss/elevation-specifications-review-board

https://www.usgs.gov/core-science-systems/ngp/ss/elevation-specifications-review-board


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Attachment A for the project boundary. The LiDAR is to be collected at a USGS QL1 (20 points per square meter (ppsm) for the entire project). The Spatial Reference System shall be: Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system, the authority is EPSG. Elevation values utilize the NAVD88 datum as the Counties’ standard.

All labor associated with the County LiDAR missions will be done in facilities located in the United States and will be reflected in the cost schedule of Appendix I – Price Proposal Form.

The County requires the capture of the LiDAR data in the spring under leaf-off conditions under typical and standard climate and environmental specifications of aerial remote sensing. The Proposer will indicate their experience with the stringent traffic control that governs the airspace around O’Hare and Midway airports.

Proposers must document their ability to assume the scale of this project given their available resources (staff, equipment, fiscal) on balance with other similar potential projects to be undertaken during the project timeframe. A list of concurrent projects with contract dates must be provided to this end with the Proposal.

2.6 Key Personnel The proposer must identify the key personnel who will be committed to the project. The evaluation of proposals includes the qualifications of the personnel proposed; therefore, proposers will name key personnel as part of their proposal. Key personnel must include but are not limited to technical and operational leads, project management team, and proposer project owner/sponsor. Provide a chronological resume for each of the proposed key personnel. Each proposed key personnel shall have three (3) references. All key personnel must be committed to the project without competing priorities. Provide the time commitment for each proposed key personnel on this County project. Indicate the commitment level of proposed key personnel to other projects independent of this County project if any. The Chief Procurement Officer reserves the right to reject any key personnel proposed if it is determined to be in the County’s best interest to do so. Key Personnel must not be replaced during the project without the approval of the Chief Procurement Officer.

2.7 Project Plan The scope of work is to be enacted in accordance with the overall project plan noted in this section. This plan consists of three phases:

1. Phase One: Project initiation and assessment 2. Phase Two: Pilot 3. Phase Three: Production

2.8 Phase One: Project Initiation

Project initiation will begin after execution of the Contract by the Cook County Board of Commissioners. Agreement on administrative and communication procedures would follow. It will be required that during this phase, a requisite number of meeting(s) will be convened between the Contractor and the County.


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After these meeting(s), the Contractor will begin drafting a project plan manual, detailing both the technical and administrative procedures to be followed for the duration of this project. This phase should include any assessment of the various processes and data that will be integrated for this project. The County will review and develop this further, if required. Any subsequent drafts will be approved by the County prior to the commencement of Phase Two.

The Contractor will be responsible for the filing of flight plans and obtaining appropriate permissions from the FAA, and other agencies, if necessary. Due to the large areal extent of this project, the Contractor will submit a formal plan to the FAA well in advance of the actual flight to assist in its successful implementation. The Contractor must also coordinate their efforts with the local air traffic control (Chicago TRACON) also if necessary. Cook County can assist with this coordination as deemed necessary.

2.9 Phase Two: Pilot When the items in Phase One are accepted by the County, the Contractor will immediately proceed to a pilot phase to confirm the feasibility of the procedures and standards established at initiation.

The objectives of the pilot are to:

a. Execute and evaluate all procedures as specified; b. Select and approve procedures to be implemented in Phase Three; c. Finalize design characteristics; d. Identify problems and develop policy for their resolution; e. Evaluate and approve all specified products.

The pilot area will consist of three LIDAR tiles, as defined by Cook County’s present scheme from the 2003 photogrammetric mission. These tiles will include a wide range of landscapes under consideration for this project. All procedures will be developed and evaluated upon these sample tiles. Each tile is to be representative of one of the following:

1. Heavy urban – the Central Business District of Chicago 2. Typical suburban – an outlying municipality 3. Rural – undeveloped parcels, Forest Preserve District of Cook County holdings.

Upon receipt of the pilot data and findings, the County will review to ensure specification compliance, completeness, and accuracy. All procedures for correspondence and quality assurance will also be reviewed in this phase. The project plan manual, design considerations, and project schedule will be revised to incorporate the results identified during the study. When the County accepts final delivery of the pilot and all operating procedures are codified, the Contractor will be advised to begin Phase Three project production.

If significant and irreconcilable problems occur during Phase Two and are a result of the Contractor’s efforts, or lack thereof, the County then reserves the right to authorize payment for the work completed, and to cancel the remainder of this task of the Contract.


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Upon completion of the pilot, the manual will be amended to a near-final state, allowing for subsequent minor adjustments, which may result from the pilot. The Contractor will be responsible for updating the manual, should it be necessary. A final version will be delivered upon the completion of this project. The general objectives of Phase Three are as follows:

a. The production of LIDAR data and DTM for the remaining tiles comprising Cook County, per specifications

b. Acceptance of all project deliverables by the County c. All digital information is installed and operating as a fully integrated entity in the enterprise GIS d. All digital information is sufficiently prepared as a support for further photogrammetric services,

such as orthoimagery or bathymetry e. All source documents from the County have been returned. When all the above has been accomplished and accepted by the County, the project will be considered complete.

2.10 Contractor Responsibilities

In addition to the requirements identified in Article 3 of the Professional Services Agreement, the major responsibilities of the Contractor are as follows, but not limited to:

1. Development and documentation of procedures to meet Contract specifications 2. Production of all designated tasks as specified 3. Maintenance of any requisite database, quality, legal, and safety standards 4. Delivery of preliminary and final products as per schedule 5. Security of the County’s source materials 6. Regular conference calls and crew review meetings will be established 7. Coordinate to establish a site for management of all relevant project content 8. Correspondence with the County on all anomalous issues throughout project lifecycle 9. Provision of all labor, materials, equipment, tools, and other incidentals (except that provided by

the County) that are necessary to complete the project.

2.11 County Responsibilities The major responsibilities of the County are as follows: 1. Access to or provision of any relevant source materials as specified by the stewards of that

information 2. Provide notice to all standards, protocols, and procedures for compliance during the project 3. Review and approval of plan project manual, database design, project schedule, quality control

procedures, documentation, and all other deliverable products 4. Resolution of issues on a timely basis 5. Coordinate to establish a web-based site for management of all relevant project content 6. Execution and documentation of acceptance procedures on a timely basis 7. Quality assurance inspection of deliverables on a timely basis.

2.12 Project Tracking

The Contractor must comply with jointly agreed procedures of a content management site for tracking progress and documents for the duration of the project. This will be through Cook County’s SharePoint


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site. In addition, the Contractor will submit written monthly status reports to the County. These reports will include:

1. Work accomplished for each reporting period 2. Production goals for the next reporting period 3. Any product or document that is delivered 4. Meetings held, planned, or requested, including the minutes thereof 5. Current status of risks, issues or problems 6. Summary of approved project changes 7. Invoicing and payment 8. Other relevant information which must be reviewed and discussed.

In addition, during the requirements gathering task of the project, the Contractor will be required to submit weekly status reports. The final form and procedures of these reports will be established at project initiation. The Contractor is responsible for coordinating a project closure form with the Counties to document confirmation of deliverables, outstanding issues, and lessons learned to formally complete the contract.

2.13 Required Elements The County tentatively proposes the following items as project deliverables. The Proposer will submit appropriate and relevant information regarding each including attribution, (per attribute description tables as determined during project initiation which may include characteristics such as file format, approximate file size, media of delivery, storage requirements and plan, and other specifications. All pilot and final data to be delivered on non-returnable portable storage device(s). These specifications will ultimately be determined between the Contractor and the County during project initiation. Deliverables to include, but not be limited to:

a. Project Plan manual b. Geodatabase Design Document c. Raw point cloud data (Raw tiles only, Raw data by flight line is not a deliverable on this project) d. LAS dataset of classified LAS files including RGB values as provided by separately collected County

orthoimagery e. Reflectance Image f. Bare earth surface (Raster DEM) per County g. Ground Survey Control Report h. Survey Checkpoints i. QA/QC Assessment Project Report j. Metadata k. Small Area Tile Index for raw point cloud and LAS dataset, items c and d from above (Refer to –

Appendix XIII, SmallAreaTileIndex.shp as provided by the County, GIS software is required to view the attachment.)

l. Large Area Tile Index for all other spatial data to be delivered (Refer to Appendix XIII, LargeAreaTileIndex.shp as provided by the County, GIS software is required to view the attachment.)

m. Topographic Elevation Contours n. Breaklines


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2.14 Geodatabase Design

The Proposer will describe their approach to the database design for all proposed and any optional deliverable GIS feature classes for this project. The Proposal will include a high-level conceptual geodatabase design (GDB) strategy that will accommodate all proposed data sets including control points, LIDAR flight lines, breaklines, and contours (Cook County requires a minimum of one-foot contours but six inch is preferable, pricing for both should be included by the proposer). Contour annotation, spot elevations, and spot annotation are also to be included. The GDB will include, if pertinent, any data integrity and topological requirements, tabular fields, and cartographic requirements, standards and specifications. The Proposal will additionally include specifications to deliver a formal physical geodatabase design document.

2.15 LIDAR Data The County is requiring the generation of a LIDAR-derived digital terrain model (DTM) that meets the National Standard for Spatial Data Accuracy (NSSDA) for a minimum one-foot (1’) contour interval, a vertical accuracy of 0.6 ft (18.2 cm) with a RMSE of 0.3 ft (9.25 cm). The horizontal accuracy should be 3.8 ft (1.159 m) with a RMSE of 2.2 ft (67.0 cm) for the 95 percent (95%) confidence level. Additionally, the county is requesting pricing and specifications for the capture of data that will support six-inch and two-foot interval contour data. Cook County recognizes that adjustments to this standard may be needed for the proposed six-inch (6”) contour interval (proposers to detail this as necessary). The Proposal is to include the testing methodology to verify conformance with the NSSDA for the various collection types proposed.

A detailed approach will be proposed to include the following:

1. Specifications and methodology for the flight including the documentation of mission date(s), time, flight altitude, overlap and airspeed. The flight paths shall cover the study area satisfactorily including both parallel and cross flight lines to eliminate shadowing or void areas and allow for proper quality control. Discuss how various environmental conditions will be handled. Address any special considerations for areas of dense coverage such as locations containing heavy foliage and for areas with tall buildings throughout the county and for those within the Central Business District of Chicago;

2. Specifications for the data collector should include scan angle (if applicable), along-track and cross-track pulse spacing, pulse width and density, and number of returns;

3. Describe classification schema and process for the discrimination of first and last (and any additional) pulse returns (if applicable). Describe the post-processing algorithms used for vegetation or structure removal to ascertain bare earth requirements. “Bare earth” is defined as all points except, but not limited to, elevation points on bridges, buildings, other structures, and vegetation from the LIDAR-derived data;

4. Definition and resolution of data voids and data artifacts resulting from the mission; 5. Outline all quality control and quality assurance procedures to ensure the integrity of the LIDAR

mission; 6. Provide descriptions, specifications and calibration procedures of all equipment used in the


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mission.

The LIDAR data will be delivered in the American Society of Photogrammetry and Remote Sensing’s (ASPRS) LIDAR Data Exchange Format Standard (.LAS, version 1.4 R15 or the latest revision available) with all the required header fields. The LIDAR points will be classified as “ground” and “canopy” (not ground). It should also include flight line number and intensity values.

The Contractor shall use automated and manual filtering for bare earth creation, removing 95% or greater of artifacts, outliers, voids, systematic and random errors, noise, anomalies, human-made features and vegetation. The resulting DTM shall support the production of the proposed contours. The Contractor must deliver data with no data voids.

The data shall be delivered as a collection of feature classes that are tiled according to the scheme established in the 2017 LiDAR mission. A shapefile of the LIDAR tiling scheme will be made available as part of this RFP.

2.16 LIDAR Classification Codes

LIDAR Classification must adhere to the following standard: American Society for Photogrammetry & Remote Sensing (ASPRS) Standard Point Classes (Point Data Record Formats 6-10)

Value (Bits 0:4)

Meaning Notes

0 Created, Never Classified * 1 Unclassified 2 Ground 3 Low Vegetation 4 Medium Vegetation 5 High Vegetation 6 Building 7 Low Point (Noise) 8 Reserved 9 Water 10 Rail 11 Road Surface 12 Reserved 13 Wire – Guard (Shield) 14 Wire – Conductor (Phase) 15 Transmission Tower 16 Wire-Structure Connector e.g., insulators 17 Bridge Deck 18 High Noise 19 Overhead Structure e.g. conveyors, mining equipment, traffic lights 20 Ignored Ground e.g., breakline proximity 21 Snow 22 Temporal Exclusion Features excluded due to changes over time between data sources

– e.g., water levels, landslides, permafrost 23-63 Reserved


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64-225 User Definable * We are using both 0 and 1 as Unclassified to maintain compatibility with current popular classification software such as TerraScan. We extend the idea of classification value 1 to include cases in which data have been subjected to a classification algorithm but emerged in an undefined state. For example, data with class 0 is sent through an algorithm to detect human-made structures – points that emerge without having been assigned as belonging to structures could be remapped from class 0 to class 1. Highly accurate classifications are a goal of this project. Proposers are required to provide measurements as to what percentage of error are to be expected as a result of this project. Accurate classification of the LiDAR is of high importance to Cook County as this data will be used for the creation of other data sets. Cook County expects classification accuracies of at least 90% . The proposer will provide a methodology for attaining this level of accuracy.

2.17 Digital Terrain Model (DTM)

The County requires a hydro-enforced digital terrain model (DTM). The creation of the DTM shall utilize LIDAR-derived bare earth points and breaklines. The DTM must be capable of generating NSSDA- compliant the required contours. Breaklines shall be delineated to ensure the DTM is hydrologically correct. Breaklines will be captured for all hydrologic features and delineated according to the following specifications. The data shall be delivered as a collection of feature classes that are tiled according to the scheme established in the 2017 LiDAR mission. The shapefile of the DTM tiling scheme is available as part of this RFP (Appendix XIII, Large Area Tile Index, see file LargelAreaTileIndex.shp).

Hydrologic features with constant elevation such as lakes, reservoirs, etc. will be delineated as closed polygons with a single elevation value that reflects the water elevation at the time the data was captured. Water body features will be captured for features one-quarter acres in size or greater. No LIDAR points shall be contained within polygonal hydrologic features, e.g., reservoirs, lakes, and streams. Swimming pools will be excluded from the capture methodology.

Linear hydrographic features (streams, shorelines, canals, swales, embankments, etc.) will be delivered as breaklines with varying elevations. Linear and polygonal water features should all be connected so to allow water to flow downhill throughout the stream network. Hydrologic features will cut through all identifiable culverts and bridges. Breaklines will also be captured for all dams. These features will have z-values derived from the bare earth LiDAR data. For the double line breakline features, all the LIDAR points shall be removed for the area that falls inside of the double breaklines.

Road features, not including bridges and overpasses, shall be captured as edge of pavement breaklines as required to create a DTM capable of creating contours at the required intervals. In addition, other breaklines for transportation features should be collected as required for DTM development to meet the required contour specifications. These features will have z-values derived from the bare earth LIDAR data.

2.18 Topographic Elevation Contours Contours shall be generated from the DTM for a mapping scale of 1:1200 (one inch equal one hundred feet). Index contours will be established for multiples of five feet (5’), technically beginning with the five-foot contour line. The final contour lines shall have z-values for each contour line. Elevation values


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shall be assigned to contour lines as attributes. The contour lines will be smoothed and will meet cartographic quality.

The Proposer will provide a detailed compilation methodology, including interpolation strategies, smoothing algorithms and symbology plan. Contours must depict the general terrain including crown or cross slope of all paved areas and drainage flows. Contours must be continuous, uninterrupted lines; meaning that in general, contours cannot intersect or arbitrarily terminate. They shall end only as extensions beyond the project area limits. The Proposer will submit their methodology for the handling of contours around streams.

The Proposer will capture depressions in the topography. A depression contour is a localized contour that closes within the mapping limits (or obviously closes outside the mapping limits) such that the area enclosed by the contour is lower than the contour elevation. A procedural definition, capture methodology and symbology plan will be provided by the Proposer.

The Proposer will provide a methodology for the capture and display of spot elevations. Spot elevations are essential in the accurate depiction of the terrain. Typical candidate features include crests within closed contours, nadirs within closed depression contours, amidst widely spaced contours, and on various infrastructural elements such as intersections involving roadways & railroads, overpasses, and bridge decks. Spot elevations will also be captured for the surface height of discrete bodies of waters with constant elevation. Water elevations will not be acquired along streams.

An annotation plan for the display of the various contour elements is critical to effective cartography. The Proposer will fully specify the annotation plan to include font(s), type size, type placement (relative to features, orientation, and spacing thresholds), and masking, if necessary, for each element.

2.19 Quality Assurance

Proposers should provide a detailed description of the proposed Quality Assurance (QA) methodology adhering to best practices and clearly identifying control tasks and testing. The Counties expects this section to include at minimum: 1. High level proposed QA approach 2. Proposed review process 3. County responsibilities for each of the above including 4. Expected and optional deliverables in the format provided

2.20 Project Schedule

The Proposer will provide a detailed project schedule including all tasks and major milestones. The requirements of the LiDAR data capture in terms of seasonality must be clearly addressed and accommodated.


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2.21 Metadata Cook County is committed to documentation of its database and related information. This documentation supports the activities of its own users as well as those external to the County with whom data is shared. To this end, Cook County has adopted the FGDC, CSDGM standard for geospatial products for all data layers (including any optional data layers as proposed). An example of metadata for a typical Cook County SDE feature class is included as Appendix XI. FGDC,CSDGM-compliant metadata for the proposed feature classes will be required for this project. The Proposer will indicate the methodology to create the metadata. Metadata will be ultimately delivered in HTML, XML and TXT file formats, but working drafts during development and QA will be provided to the Counties in Microsoft Word.

2.22 Optional Data Layers (e.g. Bathymetry and/or other) a. Point or Polygon feature class, and b. FGDC-compliant metadata.

2.23 Proposed Project Approach and Implementation Methodology

Proposers should depict the proposed implementation strategy in a high-level diagram/table and include:

1. Brief description of proposed methodology, including a. the number of iterations and steps to completion b. weaknesses of proposed methodology (e.g., Agile leads to light documentation) and the

plan to address methodology weaknesses 2. Proposed project phases 3. Team roles and responsibilities, including subcontractors and required Cook County roles 4. Milestones 5. Critical success factors 6. Assumptions

2.24 Project Task List and Timeline

Limit this response to the project plan and related timeline. Proposers should provide detailed scope tasks/activities, organized in phases including, but not limited to, project management activities, key resources, and estimated hours per key activity. Microsoft Project files are acceptable as attachments but this section requires an easy to read format (a Gantt chart is helpful but do not insert long “black lines” for the last pages of MS project plans).

2.25 Data Confidentiality and Security

The Proposer must describe how they will reasonably protect the security, confidentiality and privacy of County data and of any individuals who may be considered data subjects as to the solution.

2.26 Contract Performance Review and Acceptance

Proposers should describe all expected contract performance metrics, an approach to collect and transfer all assets to the County, the required key staff to attend close out session(s),and expected close out activities. This close out plan should include at a minimum:


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1. List of all expected final documentation and respective acceptance criteria/process; 2. Vendor Performance Review expectations; 3. Final Project Lessons Learned review expectations; 4. Vendor Performance Review expectations as follows:

Contract Performance Review Item Description – Acceptance Criteria Acceptance Via

Project Plan

Pilot Project

LiDAR data

Optional products (data)

Metadata

Accuracy and QA of data and metadata

Project management and control

Project transition

Budget and schedule

2.27 Invoicing and Payment

Proposers are required to submit the pricing proposal separate from the technical proposal, see Section 7.2 of this Request for Proposals for details of this requirement and Appendix I for the Pricing Proposal form. The Proposer must clearly address the following topics relating invoicing and payments:

1. Pricing methodology – The Proposer shall clearly explain whether it seeks fixed fee payment(s), time and materials payments(s), or any other payment basis, including examples if necessary.

2. Milestone-based or deliverable-based payments – The Proposer shall describe how it shall invoice the County upon the County’s’ acceptance of deliverables or project milestones.

3. If the proposal calls for tendering deliverables of different types (e.g., initial mages vs. maintenance), the Proposer shall clearly explain the corresponding payment expectations.

4. The County’s payment terms are found within Appendix IV Sample Contract Agreement, see Article 5) Compensation.

2.28 Proposed Payment Schedule

Based on the pricing requirements provided in Section 7.2 of this RFP, the Vendor shall invoice the County for accepted deliverables at the end of each month for the month that acceptance is signed off. In the event a deliverable cannot be fully accepted by the County or is not accepted by the County, by no fault of the Vendor but by fault of the County or due to the County terminating the Agreement for convenience, the Vendor will submit an invoice to the County, based on a mutually agreed upon, fair and reasonable estimate of the percentage of completion of the deliverable in question. Deliverables for the first year and their associated costs should be documented in the attached pricing spreadsheet.


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2.29 Solution Ownership and Other Terms and Conditions Cook County Government aims to retain all rights to data products and duratives that are provided by the

vendor within the scope of this RFP.

2.30 Data Ownership

If a contract award is made through this Request for Proposals process, all County Data shall be the exclusive property of the County. The selected Proposer will treat County Data as Confidential Information.

2.31 Intellectual Property Ownership

Proposer’s deliverables may be considered “works made for hire” or otherwise assigned to or owned by the County. Proposer must state its agreement or must state any objection to this section. Specifically, the Proposer must address intellectual property ownership individually with respect to each of the following in its proposal:

1. LiDARAcquisition 2. Metadata 3. Project plansDocumentation 4. Other Deliverables

2.32 Other Terms and Conditions

If the proposer requires any additional terms, the proposal shall include a clear, high-level, plain language explanation. At a minimum, the explanation shall answer the following questions:

1. Does the proposer intend to impose upon the County any additional terms and conditions, such as end user license agreements, acceptable use policies, terms of service, product use agreements, or others?

2. Does the proposer want to reference its terms and conditions via URL or change its terms and conditions at a later date? Or would the proposer include copies of the additional terms and conditions as exhibits to a contract with the County?

3. Do any additional terms limit the proposer’s liabilities or the County’s’ remedies?

In an appendix, the proposal shall attach complete copies of any additional terms and conditions related to the proposal.

2.33 Data Access and Retention

The response must state whether Proposer will meet the following data-related system requirements:

1. At all times, the County shall be able to receive County data, associated metadata, and reasonably granular subsets thereof, as well as any associated files or attachments, from the System in a useable, encrypted format.

2. Upon termination of the contract and at the County’s written request, the Proposer shall destroy County Data, including backups and copies thereof, according to NIST standards or as otherwise directed by the County.

3. At no time may Proposer suspend or terminate County’s access to County Data or the System for breach of contract or term or condition relating to the System without giving the County reasonable notice and opportunity to cure according to the County’s dispute resolution process.

2.34 Transition Out and Exit Requirements

The proposal must describe its plan for transitioning Deliverables, County data, and any County intellectual property to the County at the termination of the proposed solution or services, including:


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1. How the aforementioned would be delivered to the County 2. Whether the Proposer would assist in transition to the County or successor vendor 3. How County data in contractor’s possession would be destroyed after transition 4. All assumptions and requirements, such as required time for transition or County participation

The Proposer must include any costs associated with transition out in the separate pricing proposal.

3 RFP SCHEDULE The County anticipates the following Schedule:

RFP posted to the County website October 18, 2021 Non-Mandatory Pre-Proposal conference October 25, 2021 Proposer inquiry deadline October 29, 2021 Response to inquiries (tentative) November 05, 2021 Proposal due date November 10, 2021

4 INSTRUCTIONS TO PROPOSERS 4.1 Instructions 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 County 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 County 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.

4.2 Availability of Documents The County will publish its competitive bid, RFP, and other procurement notices, as well as award information, at:

http://legacy.cookcountygov.com/purchasing/bids/listAllBids.php

Interested proposers should note that, unless otherwise stated in the bid or RFP documents, there is no charge or fee to obtain a copy of the bid documents and respond to documents posted for competitive solicitations. 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. Some procurement notices may provide a downloadable version of the pertinent documents and any amendments to them, that will be available to proposers after they have completed a simple registration process.

Any proposers receiving a copy of procurement documents from a bid referral service and/or other third party are solely responsible for ensuring that they have received all necessary procurement documentation, including amendments and schedules. The County is not responsible for ensuring that all or any procurement documentation is received by any proposer that is not appropriately registered with the County.



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4.3 Non-Mandatory Pre-Proposal Conference The County will hold a non-mandatory Pre-Proposal conference on the date and time indicated below. Representatives of the County will be available to answer any questions regarding the services requested or proposal procedures.

Click Link Below for Pre-Proposal Conference Sign-In:

Prospective proposers attending the Pre-Proposal Conference will sign in using the link below. This sign-in link will only be open during the hour slated for the Pre-Proposal Conference. Final list of Pre-Proposal Conference attendees will be made available publicly.

https://forms.office.com/Pages/ResponsePage.aspx?id=rlVNi7RtBU6oXFnWolbNbmCE6e0vaHhCk9IF95_bVqtUNkRXQ1dEWVhDT0ZXT0tIU0pNTkk3MVYzRy4u

Click Link Below to Join the live Non-Mandatory Pre-Proposal Conference:

Date: Monday, October 25, 2021 at 01:00 PM (Local Time – Chicago) Location: Microsoft Teams Meeting Web Link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk3NjM1MGMtOGUyZi00MDY2LWI3NDktNzkwOTI4ZmVhMTEz%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ede98460-682f-4278-93d2-05f79fdb56ab%22%7d 4.4 Intentionally Left Blank 4.5 Clarifications All Questions regarding this RFP will be submitted in writing ONLY through the link below:


4.6 Submitting the Proposal Package The Proposal and the Pricing Proposal shall be submitted to the OCPO electronically as per the instructions in Appendix II-Instructions for Submitting an Electronic Bid/Proposal/Qualification. OCPO will not accept hardcopy proposals. The Proposer remains responsible for ensuring that its Proposal is received at the time, date and manner specified. The County assumes no responsibility for any Proposal not so received. Late Proposals will not be accepted.

4.7 Uniformity To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly refer to the page number, section or other identifying reference in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP. The County reserves the right to waive minor variances or irregularities.










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4.8 Proposal Material The Proposal material submitted in response to the RFP becomes the property of the County upon receipt by the Office of the Chief Procurement Officer and will be part of any contract document for the goods or services which are the subject of this RFP.

4.9 Addenda 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 Office of the Chief Procurement Officer no later than Due Date to obtain clarification prior to submitting a Proposal. Such inquires must reference the proposal due date and the County RFP number.

Any clarification addenda issued to Proposer prior to the Proposal due date shall be made available to all proposers. Since all addenda become a part of the Proposal, the Addenda Acknowledgement Form (found in Appendix V) must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal opening date. Failure to sign and return any and all addenda acknowledgements may be grounds for rejection of the Proposal.

Interpretations that change the terms, conditions, or specifications will be made in the form of an addendum to the solicitation by the County. If issued, the County will post the addenda on the County website: http://legacy.cookcountygov.com/purchasing/bids/listAllBids.php. In the event there are any conflicts between the general terms and conditions and any special terms and conditions, the special terms and conditions shall take precedence.

4.10 Proposer’s Responsibility for Services Proposed The Proposer must thoroughly examine and will be held to have thoroughly examined and read the entire RFP. Failure of Proposers to fully 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.

4.11 Errors and Omissions In the RFP The Proposer is expected to comply with the intent of this RFP taken as a whole and shall not avail itself of any error or omission to the detriment of the services or the County. Should the Proposer suspect any error, omission, or discrepancy in the specifications or instructions, the Proposer shall immediately notify the County in writing, and the County 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 RFP that could have been reasonably discovered by the Proposer in the process of putting its proposal together.

4.12 RFP Interpretation Interpretation of the wording of this document shall be the responsibility of the County and that interpretation shall be final.

4.13 Confidentiality and Response Cost and Ownership From the date of issuance of the RFP until contract award, the Proposer must not make available or discuss its Proposal, or any part thereof, with any employee or agent of the County. The Proposer is hereby advised 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.



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4.14 Use of Subcontractors The Proposer’s response must include a description of which portion(s) of the work will be subcontracted out, the names and addresses of potential Subcontractors and the expected amount of money each will receive under the Contract. The County reserves the right to accept or reject any subcontractor if in the County’s sole opinion, it is in the best interest of the County.

4.15 MBE/WBE Participation Goals Consistent with Cook County, Illinois Code of Ordinances (Article IV, Section 34-267 through 272), the County has established a goal that MBE/WBE firms retained as subcontractors receive a minimum of 0% of the overall estimated expenditures for this procurement. To continue to promote and expand the participation of certified MBE/WBE firms, the proposer shall make good faith efforts to utilize MBE/WBE certified firms as subcontractors. In its response, a proposer shall state the name(s) of the MBE and WBE subcontractor(s) and the level of participation proposed for each MBE and WBE to be awarded a subcontract, and submit the MBW/WBE Utilization Plan Forms (included in this RFP in Appendix VI).

4.16 Proposer’s Disclosure and Conflict of Interest The Proposer must complete and return the enclosed "Economic Disclosure Statement Forms" along with their proposal. If further clarification is required on any of the information provided, the County reserves the right to make any necessary inquiry with a proposer for such purpose. Such inquiry, if made, may include a deadline by which time any necessary clarifying information must be submitted.

4.17 Cook County RFP Format All proposers will use this solicitation format for submitting their proposal. Variations or exceptions from the specifications and general conditions should be submitted in writing. Such variations or exceptions may be considered in evaluating the proposals received. Any exception taken must be noted and included with the proposal. Failure to comply with this requirement may cause a proposer’s proposal to be considered "nonresponsive."

4.18 Pricing All pricing and cost information requested in this solicitation should be provided by the proposer. While price is a factor in the evaluation of responses received, the relevant importance of pricing may vary based on the nature of the purchase and the related significance of other criteria as may be expressed elsewhere in this solicitation. In evaluating pricing, the County may give consideration to all cost of ownership factors relevant to determine the total final cost to the County, including but not limited to: administrative cost of issuing multiple awards. The County will be the sole determinant of the relevant and appropriate cost factors to be used in evaluating any Base or Alternate offers and/or Options.

4.19 Period of Firm Proposal Prices for the proposed service must be kept firm for at least one hundred and twenty (120) days after the time specified for submitting Proposals. Firm Proposals for periods of less than this number of days may be considered non-responsive. The Proposer may specify a longer period of firm price than indicated here. If no period is indicated by the Proposer in the Proposal, the price will be firm until written notice to the contrary is received from the Proposer.

4.20 Awards The County may, at its discretion evaluate all responsive Proposals. The County 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.


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4.21 Cook County Rights The County 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. The County also reserves the right to accept or reject all or part of your Proposal, in any combination that is economically advantageous to the County

4.22 Alteration/Modification of RFP Content The Proposer certifies that no alterations or modifications have been made to the content of this Bid/RFP or other procurement documents (either text or graphics). 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 basis to suspend or debar the proposer from future County procurement opportunities.

4.23 Recycling Packaging, which is readily recyclable, made with recyclable materials, and designed to minimize potential adverse effects on the environment when disposed of by incineration or in a landfill is desired to the extent possible. Product(s) offered which contain recycled materials may be acceptable provided they meet all pertinent specifications and performance criteria outlined in this RFP. If the product(s) offered are manufactured utilizing recycled materials, identify the percentage composition and nature of the recycled content within.

5 EVALUATION AND SELECTION PROCESS

5.1 Responsiveness Review County personnel will review all proposals to ascertain that they are responsive to all RFP requirements.

5.2 Acceptance of Proposals Chief Procurement Officer reserves the right to reject any or all Proposals or any part thereof, to waive informalities, and to accept the Proposal deemed most favorable to the County.

5.3 Evaluation Process An evaluation committee comprised of the County personnel will evaluate all responsive proposals in accordance with the evaluation criteria detailed below.

This evaluation process may result in a short-list of proposals. The evaluation committee, at its option, may request that all or short-listed proposers make a presentation, other customer testimonials, submit clarifications, schedule a site visit of their premises (as appropriate), provide a best and final offer, provide additional references, respond to questions, or consider alternative approaches.

5.3.1 Proposer Presentations The County reserves the right to, but is not obligated to, request and require that each Proposer provide a formal presentation of its Proposal at a date and time to be determined. If required by the County, it is anticipated that such presentation will not exceed four (4) hours. No Proposer will be entitled to present during, or otherwise receive any information regarding, any presentation of any other Proposer.


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5.3.2 Right to Inspect The County 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 the County’s sole discretion the Proposer is deficient in any of the essentials necessary to assure acceptable standards of performance. The County reserves the right to continue this inspection procedure throughout the life of the Contract that may arise from this RFP.

5.3.3 Best and Final Offer The County reserves the right to request a Best and Final Offer from finalist Proposer(s), if it deems such an approach necessary. In general, the Best and Final Offer will consist of updated costs as well as answers to specific questions that were identified during the evaluation of Proposals.

If the County chooses to invoke this option, Proposals will be re-evaluated by incorporating the information requested in the Best and Final Offer document, including costs, and answers to specific questions presented in the document. The specific format for the Best and Final Offer would be determined during evaluation discussions. Turnaround time for responding to a Best and Final Offers document is usually brief (i.e., five (5) business days).

5.4 Selection Process Upon review of all information provided by shortlisted proposers, the evaluation committee will make a recommendation for selection to the Chief Procurement Officer for concurrence and submission to the County elected officials. The County reserves the right to check references on any projects performed by the proposer whether provided by the proposer or known by the County. The selected proposal will be submitted for approval to the County Board. The County intends to select a proposal that best meets the needs of the County and provides the best overall value. Upon approval of the selected Proposer, a contract will be prepared by the County and presented to the Selected Proposer for signature.

6 EVALUATION CRITERIA 6.1 Responsiveness of Proposal Proposer is compliant with all the requirements of the RFP.

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 be rejected from further consideration due to “Non-Responsiveness” and rated Non-Responsive. The County at its discretion may wave non-material omissions or provide an opportunity to cure.

6.2 Technical Proposal Proposals will be reviewed and selected based on the following criteria:

1. Quality of the proposed Plan of Action, Project Approach, Project Management and Methodology,including implementation schedule, support in the post implementation phase and understandingof the County’s needs goals and objectives. (35%)

2. Qualifications and specialized experience for the Proposer to successfully perform the services for theCounty, as evidenced by the successful implementation of similar projects in at least three (3) large


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complex public sector organizations. Preferably city, county, state, or other government entities. (15%)

3. Qualifications and experience of the proposed key personnel as evidenced by relevant experience.See Section 2.6. (25%)

6.3 Pricing Proposal Pricing will be evaluated separately for overall reasonableness and competitiveness. This criterion represents

25% of the scorecard.

7 SUBMISSION OF PROPOSAL 7.1 Instructions for Submission

7.1.1 Instructions Proposers are required to electronically submit one copy of their proposal no later than the time and date indicated in the RFP.

a. File #1 (“TECHNICAL PROPOSAL”) will contain documents as noted in Section 7.2 SubmissionRequirements. Do not include any pricing information in this file.

b. File #2 (“PRICING PROPOSAL”) will contain documents as noted in Section 7.2 SubmissionRequirements.

7.1.2 Time for Submission Proposals shall be submitted no later than the due date and time indicated in this RFP. Late submittals may not be considered.

7.1.3 Format Material should be organized following the order of the submittal requirements.

7.1.4 Complete Proposals Proposers are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed nonresponsive. Nonresponsive proposals will not be considered.

7.1.5 Packaging and Labeling All electronically submitted files should be clearly marked to identify the 1) RFP solicitation number 2) Name of the proposer 3) Contents of the file (i.e. Price Proposal, Technical Proposal, MBE/WBE Utilization Plan Forms).

7.1.6 Timely Delivery of Proposals The Proposal, including the Technical Proposal and the Pricing Proposal must be submitted electronically to Cook County, Office of the Chief Procurement Officer as per the instructions in Appendix II-Instructions for Submitting an Electronic Bid/Proposal/Qualification. Include the RFP number on any correspondence related to the Proposal.

7.1.7 Late Proposals The proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified in this RFP. The County assumes no responsibility for any Proposal not so received, regardless of the cause of delay.


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7.1.8 Schedule of Revisions to RFP Schedule Should the Proposer consider that changes in the County’s RFP schedule are required; the Proposer shall submit a revised summary schedule with an explanation for the revision for the County’s review. The County will be under no obligation to accept revised schedules.

7.2 Submission Requirements

7.2.1 Cover Letter (Include with File #1 – Technical Proposal) 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.

7.2.2 Executive Summary (Include with File #1 – Technical Proposal) The executive summary should include a brief overview of the Services and the key personnel who will be responsible for the services to be provided. The Summary shall also identify the members of the team that comprise the Proposer. Indicate the organizational relationship of the team members and include an organization chart for the project.

7.2.3 Qualifications of the Proposer (Include with File#1 – Technical Proposal) Include a brief description of the organization’s track record, including history, number of employees, number of years in business, and a list of projects relevant to this RFP. Provide a list of references where relevant projects were implemented. Include the name of the contact person, name of the organization, project dollar value, address, telephone number and email address. Please provide at least three (3) references, preferably with municipal government projects. In addition, for each firm included in the proposal, provide at least three (3) references with relevancy to the project scope.

7.2.4 Propose Plan of Action, Implementation and Solution (Include with File#1 – Technical Proposal)

Provide a detailed proposed plan of action indicating how all requirements of Section 2 Scope, will be met and the methodology proposed recommendations and implementation plan to successfully meet the goals of the County. In addition, the proposed plan of action shall include key milestones, staff & schedule, and ability to deliver value with a solution evidenced by cost savings.

7.2.5 Key Personnel (Include with File#1 – Technical Proposal) Provide a chronological resume for each of the key personnel proposed. Each key personnel shall have three (3) references. In addition, provide the time commitment for each key personnel. Indicate the level of their commitment to other projects if any. See Section 2.6.

7.2.6 Subcontracting or Teaming (Include with File#1 – Technical Proposal) The proposer may be comprised of one (1) or more firms as to assure the overall success of the project. The firm shall identify each team member and specify their role. The Chief Procurement Officer reserves the right to accept or reject any of the team members if in the Chief Procurement Officer’s sole opinion replacement of the team member, based on skills and knowledge, is in the best interest of the County.

7.2.7 MBE/WBE Participation (Include with File#2 – Price Proposal) For each MBE/WBE certified firm proposed, provide the name of the MBE/WBE firm(s), level of participation, the role that the subcontractor(s) will perform, the type of services that it will provide, and a brief background and resumes of proposed personnel proposed and submit the MBE/WBE Utilization Plan Forms (see Appendix VI). The County may only award a contract to a responsible and responsive proposer. If the proposer does not meet the MBE/WBE participation goal stated by the County 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,


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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 the County in its evaluation of the proposer’s responsibility and responsiveness.

7.2.8 Financial Status (Include with File #1 – Technical Proposal) Provide the audited financial statements for the last three fiscal years. Include the letter of opinion, balance sheet, schedules, and related auditor’s notes.

7.2.9 Legal Actions (Include with File#1 – Technical Proposal) 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.

7.2.10 Conflict of Interest (Include with File#1 – Technical Proposal) 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.

7.2.11 Economic Disclosure Statement (Include with File #2 – Price Proposal) Execute and submit the Economic Disclosure Statement (“EDS”). In the event any further clarification is required on any of the information provided, the County reserves the right to make any necessary communication with the Proposer for such purpose. Such communication, if made, may include a deadline by which time any necessary clarifying information must be submitted.

7.2.12 Contract & IT Special Conditions (Include with File#1 – Technical Proposal) The Contract is provided for information only. Execution of the Contract is not required at the time the proposal is submitted. In the event you disagree with the Contract provisions, and/or IT Special Conditions, submit any exceptions to the standard contract and/or IT Special Conditions and include the rationale for taking the exception. If you are proposing alternate language, please include the language for consideration. 7.2.13 Appendix I Pricing Proposal Form (Include with File#2 – Price Proposal) Completion of Appendix I Price Proposal is a requirement for proposal submission. 7.21.14 Appendix VII Identification of Subcontractor/Supplier/Sub-consultant (Include with File#2 –

Price Proposal) Completion of Appendix VII Identification of Subcontractor/Supplier/Subconsultant Form is a requirement for proposal submission. 7.21.15 Appendix V Addendum Acknowledgement Form (Include with File#1 – Technical Proposal)

Any clarification addenda issued to Proposer prior to the Proposal due date shall be made available to all proposers. Since all addenda become a part of the Proposal, the Addenda Acknowledgement Form (found in Appendix V) must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal opening date. Failure to sign and return any and all addenda acknowledgements may be grounds for rejection of the Proposal.


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7.21.16 Appendix VI MBE/WBE Utilization Plan Forms (Include with File#2 – Price Proposal)

Completion of Appendix VI – MBE/WBE Utilization Plan Forms is a requirement for proposal submission.

7.21.17 Other (Include with File#1 – Technical Proposal)

Submit any information the Proposer deems pertinent to demonstrate its qualifications to perform the services being requested such as memberships in any professional associations.


Appendix I

Pricing Proposal Form

Proposers are required to submit the attached Pricing proposal separate from the Technical proposal. The pricing proposal must be submitted in electronic Excel format.

If your company has specific, unique and/or innovative ideas to implement this system that are outside of the parameters defined on the pricing proposal, please provide your firm’s recommendations on a separate sheet.


Appendix II

Instructions for Submitting an Electronic Bid/Proposal/Qualification

For electronic submissions, proposers shall use the following link to submit Bids/Proposals/Qualifications electronically:

https://www.cookcountyil.gov/service/online-solicitation-bid-submission

Follow these steps to submit your electronic submission: Step 1. Select the solicitation you are submitting a Bid/Proposal/Qualification for by clicking on the

corresponding solicitation number. Once a solicitation number has been selected, it will be highlighted:

Step 2. Enter your company information:

https://www.cookcountyil.gov/service/online-solicitation-bid-submission


Step 3. Enter your company’s point of contact information:

Use the section above to upload the required files for this Bid/RFP/RFQ. Please have ALL your files ready to upload when you submit your bid/Proposal, as you cannot save and continue later. At least one file is required to be uploaded with your Bid, Proposal or Qualifications package. To download fillable PDFs for many of the forms included in the solicitation, please visit: https://www.cookcountyil.gov/service/forms-affidavits The maximum file size is 75MB so Bids, Proposals, or Qualifications packages that exceed the allowable size limit may not upload properly. Please plan accordingly. If you have multiple files to upload, please put them together in a zip folder and upload the zip folder.

Successful submission of a Bid/Proposal/Qualification will result in an acknowledgement receipt e-

mail sent to the address provided under point of contact information.

https://www.cookcountyil.gov/service/forms-affidavits


Appendix III

Economic Disclosure Forms


Appendix IV

Sample Contract Agreement


Appendix V

Addendum Acknowledgement Form


Appendix VI

MBE/WBE Utilization Plan Forms


Appendix VII

Identification of Subcontractor/Supplier/Subconsultant Form


Appendix VIII

Electronic Payables Program


Appendix IX

Cook County Travel Policy


Appendix X

Cook County IT Special Conditions


Appendix XI

MetaData for Sample Feature Class

Cook County Metadata for 2019 Cook County Aerial Imagery

Identification_Information: Citation: Citation_Information: Originator: Cook County Board of Commissioners Publication_Date: 201907 Title: Cook County 2019 Aerial Imagery (Contract No. 1590-14847), 1:1,200-Scale (1" = 100') Tiled 4-band (R, G, B, NIR) Digital Orthoimagery for Cook County, Illinois. Raster Digital Data, Version 1.0. Published July 2019. Edition: 1.0 Geospatial_Data_Presentation_Form: raster digital data Publication_Information: Publication_Place: Chicago, Illinois Publisher: Cook County Board of Commissioners Online_Linkage: Not yet available online Description: Abstract: This digital geospatial file consists of a series of raster digital orthophoto images covering all of Cook County, Illinois. The images have a pixel resolution of 0.5 feet which generated an orthophotographic database with a mapping scale of 1" = 100'. The imagery for the "Countywide Flight" was collected between March 23, 2019 and April 9, 2019. . A digital orthoimage is a raster image of remotely sensed data that has had displacement in the image introduced by sensor orientation and terrain relief removed. Digital orthoimages combine the image characteristics of photography with the geometric qualities of maps. The normal orientation of this data is by lines (rows) and samples (columns). Each sample in this data set contains a series of pixels ordered from west to east with the order of the lines from north to south. The data set is tiled for dissemination into 5,347 separate tiles, each of which is 2500 feet on a side. This digital geospatial file has been orthorectified using survey control points obtained through both Airborne Global Positioning Systems and Ground Control Survey. This dataset is projected using the Transverse Mercator map projection. The grid coordinate system used is the Illinois State Plane Coordinate System, East Zone (Zone Number Zone 3776, FIPS 1201), NAD83(2011) (horizontal datum), with ground coordinates expressed in U.S. Survey Feet. Each tile consists of one GeoTiff file (.tif). Each tile is approximately 100MB in size resulting in a total of 522 GB for the region. Purpose: This data set was created to serve as part of a standard database for virtually all geospatial applications in Cook County, and is intended to support general location, planning, and cartography projects,


as well as general inventory and asset management, Census analysis and mapping, and geocoding by address. The orthophotos were created as a control and foundation for planimetric and cadastral data sets and to provide a visual baseline for Cook County. Supplemental_Information: The digital orthoimagery for Cook County, is stored as an image layer in SDE and is displayable in ArcInfo and ArcView. This image layer is a collection of georeferenced images mosaicked into a logically contiguous image and is in an RDBMS table. Time_Period_of_Content: Time_Period_Information: Range_of_Dates/Times: Beginning_Date: 20190323 Beginning_Time: unknown Ending_Date: 20190409 Ending_Time: unknown Currentness_Reference: ground condition Status: Progress: Complete Maintenance_and_Update_Frequency: Unknown Spatial_Domain: Bounding_Coordinates: West_Bounding_Coordinate: -88.294124 East_Bounding_Coordinate: -87.491292 North_Bounding_Coordinate: 42.178117 South_Bounding_Coordinate: 41.441012 Keywords: Theme: Theme_Keyword_Thesaurus: None Theme_Keyword: digital ortho-photograph Theme_Keyword: digital ortho Theme_Keyword: orthorectified image Theme_Keyword: digital image Theme_Keyword: digital ortho-photo Theme_Keyword: rectified photograph Theme_Keyword: rectified image Theme_Keyword: orthophoto Theme_Keyword: digital ortho-imagery Theme_Keyword: ortho-image Theme_Keyword: Color orthoimagery Theme_Keyword: Color orthophotographs Theme_Keyword: 4-band Theme_Keyword: four-band Theme: Theme_Keyword_Thesaurus: Metadata Service Theme Categories Theme_Keyword: Imagery, base maps, and land cover Theme_Keyword: Offline data Place: Place_Keyword_Thesaurus: U.S. Department of Commerce, 1987, Codes for the Identification of the States, the District of Columbia and the Outlying Areas of The United States, and Associated Areas (FIPS 5-2): Washington, DC, National Institute of Standards and Technology. Place_Keyword: Illinois Place: Place_Keyword_Thesaurus: Illinois Compiled Statutes, 70 ILCS 1705, State of Illinois, 1994 Place_Keyword: northeastern Illinois


Place: Place_Keyword_Thesaurus: None Place_Keyword: Chicago Place: Place_Keyword_Thesaurus: "Geographic Identification Code Scheme (PHC80-R5)." 1980 Census of Population and Housing, Bureau of the Census, U.S. Department of Commerce, April 1983. Place_Keyword: Cook County Temporal: Temporal_Keyword_Thesaurus: None Temporal_Keyword: 2019 Access_Constraints: Access to this feature dataset is available to county and municipal agencies. Editing privileges are restricted to authorized GIS staff members or its designees. Use_Constraints: Under no circumstances may the data be redistributed or made available over a network without explicit permission from the Cook County Bureau of Technology. It is required that the Cook County Board of Commissioners be cited in any products generated from the data. The following source citation must be included: "Cook County 2019 Aerial Imagery (Contract No. 1590-14847), 1:1,200-Scale (1" = 100') Tiled 4-band (R, G, B, NIR) Digital Orthoimagery for Cook County, Illinois. Raster Digital Data, Version 1.0. Published July 2019." Point_of_Contact: Contact_Information: Contact_Person_Primary: Contact_Person: Michael J. Hammer Contact_Organization: Cook County Bureau of Technology Contact_Position: GIS Coordinator Contact_Address: Address_Type: mailing and physical address Address: 69 W. Washington Street Address: Room 2430 City: Chicago State_or_Province: Illinois Postal_Code: 60602 Country: USA Contact_Voice_Telephone: 312-603-1776 Contact_Electronic_Mail_Address: [email protected] Hours_of_Service: 09:00 - 17:00, Central Time Zone, Monday - Friday, except holidays Contact_Instructions: Please contact during normal business hours. Data_Set_Credit: Digital ortho images were completed by Merrick & Company, Greenwood Village, Colorado. Aerial imagery was collected by Aerodata, Inc., Ann Arbor, Michigan [under the direction of Digital Aerial Solutions, LLC (DAS), Tampa, Florida]. Ground control and supplemental checkpoints were surveyed by American Surveying & Engineering, P.C., Chicago, Illinois using Global Positioning System (GPS) to support the ortho imagery processing and verifying the accuracy requirements of the digital orthoimagery. Native_Data_Set_Environment: GeoTIFF Data_Quality_Information: Attribute_Accuracy: Attribute_Accuracy_Report:


A differential rectification was performed using a set of algorithms that removed image displacement due to topographic relief and camera tip/tilt. This allowed each pixel in the image to be repositioned into its correct horizontal ground location. A rectified image file was produced in which each pixel represents a specific X-Y coordinate value on the ground. Tones and color balances of images were adjusted to minimize radiometric changes. Histograms were used to analyze and adjust the images as necessary. To ensure that orthophoto image files had consistent tonal balance, processes allowed for any combination of image files to be merged and viewed. A histogram and tonal match evaluation was part of our standard digital orthophoto processing routine. Histogram enhancements included linear contrast stretch, user selected contrast stretch, histogram normalization, and histogram clipping. Final image quality and geometric fit was reviewed prior to translation from Merrick's native Inpho environment to the GeoTIFF format. The translated images were then displayed to ensure that no errors occurred during translation. Logical_Consistency_Report: All orthoimagery specifications were validated by automated procedures of the vendor and manual systems by the County. Quality assurance for naming conventions, file format, and file size was performed with acceptable results. Completeness_Report: Each image was displayed onscreen (by Merrick), both individually and in conjunction with the surrounding mapsheet images to ensure completeness of coverage, edgematching, and tone matching. As part of that check, all panels or photo-id control points were compared to the measured coordinates during the survey to ensure meeting stated accuracy standards. When available, planimetry was overlaid with the image data to check specifically for correct fit, placement, and completeness of the data prior to the final formatting and delivery. Any discrepancies were noted and appropriate steps taken to correct any errors in placement or fit. Positional_Accuracy: Horizontal_Positional_Accuracy: Horizontal_Positional_Accuracy_Report: Positional Accuracy: Tested 0.18 feet horizontal accuracy at 95% confidence level (0.10 feet Radial RMSE) per the FDGC Geospatial Positioning Accuracy Standards, Part 3: National Standard for Spatial Accuracy (NSSDA). Quantitative_Horizontal_Positional_Accuracy_Assessment: Horizontal_Positional_Accuracy_Value: .18 Horizontal_Positional_Accuracy_Explanation: 0.18 feet at the 95% confidence level per the FDGC Geospatial Positioning Accuracy Standards, Part 3: National Standard for Spatial Accuracy (NSSDA). Lineage: Source_Information: Source_Citation: Citation_Information: Originator: Cook County Board of Commissioners Publication_Date: 201907 Title: Cook County 2019 Aerial Imagery Project (Contract No. 1590-14847), 1:6,350-Scale Tiled 4-band (R, G, B, NIR) "Unprocessed"


Digital Mapping Camera Images for Cook County, Illinois. Raster Digital Data, Version 1.0. Published July 2019. Edition: 1.0 Geospatial_Data_Presentation_Form: raster digital data Publication_Information: Publication_Place: Chicago, Illinois Publisher: Cook County Board of Commissioners Online_Linkage: Not yet available online Type_of_Source_Media: DVD-ROM Source_Time_Period_of_Content: Time_Period_Information: Range_of_Dates/Times: Beginning_Date: 20190323 Beginning_Time: unknown Ending_Date: 20190409 Ending_Time: unknown Source_Currentness_Reference: ground condition Source_Citation_Abbreviation: DMC-III_IMAGES_2019 Source_Contribution: Raw "unprocessed" DMC-III imagery used to extract final published dataset. Process_Step: Process_Description: The digital aerial imagery collection was performed with a fixed-wing aircraft using a large format 4-band (RGBN) digital frame metric camera. The camera for the county collection is a Leica DMC-III. Images were acquired covering the entire project area with image endlap of 80% and sidelap of 70%. The processing workflow is involves a rigorous Aerial triangulation (AT) followed by generating accurate and detailed 3D models, then finally generating top down, orthographic images of the models, which become the final orthophoto mosaic product. This resultant true ortho product eliminates building lean (i.e., radial displacement). The CBD area was collected with a Leica RCD30 Oblique camera system that contains four oblique 3-band cameras and one nadir 4-band camera. Using this "Pentacam" system greatly improves the quality of the true orthos in the CBD area. Source_Used_Citation_Abbreviation: Cook County 2019 Aerial Imagery Project (Contract No. 1590-14847), Photo-identified Control Points for Cook County, Illinois. Geodatabase Vector Digital Data, Version 1.0. Published July 2019. Process_Date: 201907 Source_Produced_Citation_Abbreviation: Digital_Orthos_2019 Process_Contact: Contact_Information: Contact_Person_Primary: Contact_Person: Doug Jacoby Contact_Organization: Merrick & Company Contact_Position: Project Manager Contact_Address: Address_Type: mailing and physical address Address: 5970 Greenwood Plaza Blvd City: Greenwood Village State_or_Province: Co Postal_Code: 80111 Country: U.S.A. Contact_Voice_Telephone: 303-353-3903 Contact_Electronic_Mail_Address: [email protected] Hours_of_Service: 08.00 to 17.00 MountainTime


Contact_Instructions: Business is conducted Monday through Friday, except on holidays. Cloud_Cover: 0 Spatial_Data_Organization_Information: Indirect_Spatial_Reference: Cook County, Illinois. Direct_Spatial_Reference_Method: Raster Raster_Object_Information: Raster_Object_Type: Pixel Row_Count: 5000 Column_Count: 5000 Spatial_Reference_Information: Horizontal_Coordinate_System_Definition: Planar: Map_Projection: Map_Projection_Name: NAD_1983_2011_StatePlane_Illinois_East_FIPS_1201_Ft_US Transverse_Mercator: Scale_Factor_at_Central_Meridian: 0.999975 Longitude_of_Central_Meridian: -88.333333 Latitude_of_Projection_Origin: 36.666667 False_Easting: 984250.000000 False_Northing: 0.000000 Planar_Coordinate_Information: Planar_Coordinate_Encoding_Method: coordinate pair Coordinate_Representation: Abscissa_Resolution: 0.5 Ordinate_Resolution: 0.5 Planar_Distance_Units: survey feet Geodetic_Model: Horizontal_Datum_Name: D_North_American_1983_2011 Ellipsoid_Name: Geodetic Reference System 80 Semi-major_Axis: 6378137.000000 Denominator_of_Flattening_Ratio: 298.257222 Vertical_Coordinate_System_Definition: Altitude_System_Definition: Altitude_Datum_Name: North American Vertical Datum of 1988 Altitude_Resolution: 0.000500 Altitude_Distance_Units: feet Altitude_Encoding_Method: Explicit elevation coordinate included with horizontal coordinates Distribution_Information: Distributor: Contact_Information: Contact_Person_Primary: Contact_Person: Michael J. Hammer Contact_Organization: Cook County Bureau of Technology Contact_Position: GIS Coordinator Contact_Address: Address_Type: mailing and physical address Address: 69 W. Washington Street Address: Room 2430 City: Chicago State_or_Province: Illinois Postal_Code: 60602 Country: USA Contact_Voice_Telephone: 312-603-1776


Contact_Electronic_Mail_Address: [email protected] Hours_of_Service: 09:00 - 17:00, Central Time Zone, Monday - Friday, except holidays Contact_Instructions: Please contact during normal business hours. Resource_Description: Cook County 2019 Aerial Imagery (Contract No.1590-14847), 1:1,200-Scale (1" = 100') Tiled 4-band (R, G, B, NIR) Digital Orthoimagery for Cook County, Illinois. Raster Digital Data, Version 1.0. Published July 2019. Distribution_Liability: Cook County Government Department of Geographic Information Systems GIS Maps/Data Disclaimer: All Cook County Government (Cook County) geospatial data and maps are copyrighted. By providing you with a copy of Cook County generated maps and geospatial data, via hardcopy, electronic media or online access, you are not entitled to repackage, resell or distribute this information without the written permission of the Cook County Board of Commissioners. While efforts have been made to be as accurate as possible, Cook County provides the data for your personal use "as is". The data is not guaranteed to be accurate, correct, or complete. Information provided should not be used as a substitute for legal, business, tax, or other professional advice. The viewer should contact appropriate regulating agencies to determine accuracy or suitability of the data for a particular use. Cook County, nor its staff, assume no liability whatsoever for any losses that might occur from the use, misuse, or inability to use its geospatial data, metadata, maps or websites. By making this information available, Cook County assumes no obligation to assist the user in interpreting, browsing or using the data, metadata, maps or any application. All material appearing on the web site, any form of electronic transmission and printed hardcopy is provided and transmitted without warranty of any kind and are subject to the terms on this disclaimer. Standard_Order_Process: Digital_Form: Digital_Transfer_Information: Format_Name: GeoTIFF Format_Version_Number: 10.0 Format_Specification: Each GeoTIFF file will contain the following tags and keys: ModelTiepointTag, ModelPixelScaleTag, GTModelTypeGeoKey, GTRasterTypeGeoKey, ProjectedCSTypeGeoKey, PCSCitationGeoKey and ProjLinearUnitsGeoKey Format_Information_Content: GeoTiff File_Decompression_Technique: No compression applied Transfer_Size: 522000 Digital_Transfer_Option: Offline_Option: Offline_Media: DVD-ROM Recording_Capacity: Recording_Density: 4.7 Recording_Density_Units: Gigabytes Recording_Format: DOS-Copy Compatibility_Information: Accessible on any computer capable of reading a DVD-ROM Fees: unknown Turnaround: Order dependent. Custom_Order_Process: Call the individual listed as the Contact_Person in the Distribution_Information section of this metadata record to find out


how to obtain this data set, the available formats, the available transfer media, compatibility, etc. This person will also be able to provide information about the fees associated with obtaining the data set. Technical_Prerequisites: Format compatibility is the user's responsibility. Available_Time_Period: Time_Period_Information: Range_of_Dates/Times: Beginning_Date: 201907 Ending_Date: unknown Metadata_Reference_Information: Metadata_Date: 201907 Metadata_Contact: Contact_Information: Contact_Person_Primary: Contact_Person: Doug Jacoby Contact_Organization: Merrick & Company Contact_Position: Project Manager Contact_Address: Address_Type: mailing and physical address Address: 5970 Greenwood Plaza Blvd City: Greenwood Village State_or_Province: Co Postal_Code: 80111 Country: USA Contact_Voice_Telephone: 303-353-3903 Contact_Electronic_Mail_Address: [email protected] Hours_of_Service: 08:00 - 17:00, Mountain Time Zone, Monday-Friday, except holidays Contact_Instructions: Please contact during normal business hours Metadata_Standard_Name: FGDC Content Standards for Digital Geospatial Metadata Metadata_Standard_Version: FGDC-STD-001-1998 Metadata_Time_Convention: local time Metadata_Access_Constraints: None Metadata_Use_Constraints: This metadata file is intended to accompany the geospatial data set identified and received from Cook County. It is not to be altered or summarized. Cook County does not support secondary distribution. If this geospatial data set was received from anyone besides the Cook County Bureau of Technology, this metadata file and the geospatial data set it describes may lack integrity.


Appendix XII

Map of the Central Business District within Cook County


Appendix XIII Orthotile 2020, Small Area Tile Index & Large Area Tile Index

Cook County Travel and Business Expenses Policy and

Procedures

Adopted: FY 2017

Appendix IX RFP No. 2103-08021 LiDAR Data Acquisition

Cook County Travel and Business Expenses Policy and Procedures

Contents INTRODUCTION .......................................................................................................................... 1

APPLICABILITY ........................................................................................................................... 1

GENERAL PRINCIPLES AND REQUIREMENTS ..................................................................... 1

LOCAL TRAVEL .......................................................................................................................... 2

Definitions................................................................................................................................... 2

Authorized Modes of Transportation for Local Travel ............................................................... 2

Local Travel Requirements ......................................................................................................... 3

Preferred Method of Travel .................................................................................................... 3

County-owned vehicles ........................................................................................................... 3

Personally Owned Vehicles .................................................................................................... 3

Reimbursement for Local Travel by Public Transportation ....................................................... 3

Mass Transit and Metra .......................................................................................................... 3

Taxicabs .................................................................................................................................. 4

Uber/Lyft, etc .......................................................................................................................... 4

Reimbursement for Local Travel by POV .................................................................................. 4

Parking and Tolls ........................................................................................................................ 4

Local Travel Reimbursement ...................................................................................................... 5

Approval and Submission of Local Transportation Expense Voucher ....................................... 5

NON-LOCAL TRAVEL ................................................................................................................ 6

Reasons for Non-Local Travel .................................................................................................... 6

Limits on Participants ................................................................................................................. 7

Non-Local Travel Approval Procedure ...................................................................................... 7

Travel Outside the Continental United States (U.S.) .................................................................. 8

Reimbursable Non-Local Travel Expenses ................................................................................ 8

County-owned vehicles. .......................................................................................................... 8

Personal Vehicles .................................................................................................................... 8

Car Rental ............................................................................................................................... 8

Common Carrier (Air, Train, Bus) ......................................................................................... 9

Ground Transportation (Taxis, Public Transportation, Livery Service) ................................. 9


Lodging ................................................................................................................................. 10

Meals and Incidental Expenses ............................................................................................. 10

Conference Registration Fees ............................................................................................... 10

Additional Reimbursable Expenses ...................................................................................... 11

Non-Reimbursable Non-Local Travel Expenses .................................................................. 11

Reimbursement for Non-Local Travel and Business Expenses ................................................ 12

Non-Local Travel Reimbursement Voucher ......................................................................... 12

Approval and Submission of Transportation Expense Vouchers ......................................... 13

APPENDIX 1 ............................................................................................................................ 15

Travel Expense Voucher ....................................................................................................... 15

APPENDIX 2 ............................................................................................................................ 16

Travel Request Form............................................................................................................. 16

APPENDIX 3 ............................................................................................................................ 17

Travel Reimbursement Voucher ........................................................................................... 17


Travel and Business Expenses Policy and Procedures (Final) June 2017

Page 1

INTRODUCTION The County of Cook (“County”) has a fiduciary responsibility to ensure County resources are used responsibly and that individuals do not incur inappropriate or excessive expenses, or gain financially from the County. As such, all persons who travel on behalf of the County are fiscally responsible and accountable for all County expenditures.

The purpose of the County’s travel and business expense policy and procedures is to provide guidelines for payment of authorized travel expenses in an efficient, cost effective manner, and to enable County travelers to successfully execute their local and non-local travel requirements at the lowest reasonable costs, resulting in the best value for the County.

All official travel should be prudently planned so that the County’s best interests are served at the most reasonable cost. Anyone traveling on County business is expected to exercise the same economy that a practical person would exercise when traveling on personal business.

Excessive costs or unjustifiable costs are not acceptable and will not be reimbursed. The individual requesting reimbursement is responsible for insuring that his/her expense and related reimbursement request complies with all applicable policies, is properly authorized, and is supported with necessary receipts and documentation.

Supervisors and department heads are accountable for use of County funds and must verify that all travel is budgeted and expenditures are charged to the proper account(s).

These guidelines and procedures described in this policy may not cover every possible situation. Travelers should contact supervisors and/or department heads for clarification as needed.

APPLICABILITY The Cook County Travel and Business Expense Policy and Procedures, and all associated requirements, applies to all County employees and all County officials, whether elected or appointed, who incur travel or business expenses while conducting official business on behalf of the County.

GENERAL PRINCIPLES AND REQUIREMENTS The County reimburses authorized travelers for reasonable and necessary expenses incurred in connection with approved travel on its behalf.

A necessary expense is one for which there exists a clear business purpose and is within the County’s expense policy limitations. A clear business purpose contains all information necessary to substantiate the expenditure including a list of attendees, if appropriate, and their



Page 2

purpose for attending, business topics discussed, or how the expenditure benefited the County.

Each county bureau and department is charged with the responsibility for determining the necessity, available resources and justification for the need and the method of travel.

All employees and supervisory staff should keep the following key points in mind when planning and/or approving travel on behalf of the County:

i. All official travel should be planned so that the best interests of the County areserved at the most reasonable cost;

ii. All official travel shall be by the most economical mode of transportationavailable considering travel time, cost and work requirements;

iii. Most travel must be authorized in advance by the traveler’s department head;iv. Each department head is responsible for ensuring that all travel on behalf of the

County complies with all applicable travel regulations;v. Employees must be authorized to commit the County’s resources, and are subject

to disciplinary action up to and including the termination of employment if properauthorization is not obtained;

vi. All travel authorizations must be documented by the process established withineach bureau or department as to how prior authorization for travel will bedocumented, e.g., travel request form, email;

vii. Under no circumstances should an individual approve his/her own expense report.viii. Travel related costs shall not be reimbursed from petty cash funds; and

ix. The County will not reimburse personal expenses.

LOCAL TRAVEL Definitions “Local travel” means travel that is performed for official purposes in and around the employee’s primary work location and does not entitle the traveler to lodging, meals or other travel related allowances.

“Primary work location” means the worksite to which the employee is assigned and reports to when not performing local travel.

Authorized Modes of Transportation for Local Travel Authorized modes of local transportation for conducting local official County business in preferred order are:

i. Public transportation, i.e., CTA, Pace, Metraii. County-owned vehicles, i.e., Shared Fleet or ZipCar;

iii. Taxicabs and ride sharing services; andiv. Personally owned vehicle.



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Local Travel Requirements Preferred Method of Travel

Public transportation is the preferred method of local travel. However, it is recognized that there are times when this mode of transportation may not be feasible due to location, timing, equipment/materials, and/or security reasons. In such cases, the use of a County-owned or personally owned vehicle (“POV”) for local travel may be approved by a department head. Use of a POV for local travel may not be approved solely to accommodate the traveler’s personal comfort or convenience.

County-owned vehicles The following requirements apply to local travel by means of a County-owned vehicle:

i. The department head has determined public transportation is not feasible or practical. ii. County owned vehicles are to be used only for County business. The use of

County-owned vehicles for personal use is prohibited. iii. Employees must follow the Vehicle Policy Ordinance, and any other rules, regulations or

other applicable requirements adopted by the Cook County Board of Commissioners or the Vehicle Steering Committee.

Personally Owned Vehicles

The following requirements apply to the use of a POV for local travel: i. County employees, with the prior written permission of their department head, may use

their POV to conduct official County business. Department heads shall only approve the use of POV for County business when it is in the best interest of the County to do so.

ii. POV use is in the County’s best interest when it is the least expensive option or the employee’s department head determines in writing that a less expensive mode of transportation is clearly not feasible or practical.

iii. Each bureau (or equivalent operating unit) is responsible for developing a process for approving and documenting the use of a POV for official travel.

A copy of the department head’s written approval for each instance of POV use must accompany each request for POV mileage reimbursement and related expenses.

Reimbursement for Local Travel by Public Transportation

Mass Transit and Metra Local official travel via mass transit, e.g., CTA, PACE, Metra, may be reimbursed as a transportation expense. A receipt is required for reimbursement.



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Taxicabs Employees may utilize a taxicab if advantageous to the County and necessary for urgent business. Reimbursement is limited to the metered fare. Tipping is at the traveler’s expense and not reimbursable. A receipt is required for reimbursement.

Uber/Lyft, etc. Employees may utilize Uber or a similar service if advantageous to the County and necessary for urgent business. In such cases, an employee may only use the service’s lowest-cost option, e.g., Uber X. Reimbursement for Uber and similar ride services is limited to the actual cost of the trip. A receipt is required for reimbursement.

Reimbursement for Local Travel by POV Reimbursement for POV mileage shall be subject to the following terms and conditions:

i. An employee shall not be reimbursed for commuting mileage, i.e., the distance betweenthe employee’s residence and the employee’ primary work location.

ii. When approved local travel starts and terminates at the employee’s primary worklocation, only the most direct route mileage (using the TEVS mileage calculator) fromthe primary work location to the site(s) visited and back to the primary work locationwill be reimbursed. In the event the employee’s work day ends at a site, the mileagefrom the last site to residence shall not be reimbursed.

iii. An employee driving a POV may start and terminate the field assignment at her/hishome or official workstation, at the discretion of the department head, provided thatwhere the assignment starts and/or terminates at the employee's home, mileage fromresidence to first location and last location to residence is deemed commuting mileageand shall not be reimbursed.

iv. The number of County business miles driven per month will be compensated at thestandard IRS deduction rate for business related transportation currently in effect andauthorized by the Bureau of Administration. IRS mileage rates adjusted midyear willnot be made retroactive. The IRS per-mile rate covers the total cost of operating aPOV for local travel or transportation away from home, including such items asgasoline, oil, maintenance, repairs, etc.

v. Any travel voucher for POV reimbursement that does not include a copy of the priorauthorization for POV travel shall not be processed for payment.

Parking and Tolls Employees can be reimbursed for parking and toll expenses when using a County owned vehicle or POV for County business. Parking and tolls shall be allowed for reimbursement if items are



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supported by receipts.

Local Travel Reimbursement Local travel expenses are reimbursed by means of a Travel Expense Voucher (TEV) on the Transportation Expense Voucher System (TEVS). A sample TEV is attached at Appendix 1.

All requests for local travel reimbursement must be generated from the TEVS. The Comptroller’s Office will not accept handwritten vouchers.

Employees are required to utilize the TEVS for all mileage reimbursement and other transportation expenses associated with local travel including tolls and parking. TEVS automatically calculates the distance for the most direct route between the two points of travel.

All TEV expenses for parking, tolls, taxi, and public transportation costs shall be supported by receipts for all items, individually.

TEVs prepared through the TEVS must be prepared and signed by the employee who has incurred the expense and signed by his/her department head (or a designated representative). The original local travel voucher shall be submitted to the Comptroller’s Office and a copy should be retained by the employee and by the department. Falsification of a TEV is considered a major cause infraction subject to disciplinary action up to and including discharge.

The traveler submitting the TEV is personally responsible for its accuracy and propriety. Local travel trip details are to be entered immediately following travel to eliminate possibility of errors. The TEV must be completed in its entirety.

Approval and Submission of Local Transportation Expense Voucher In order to be eligible for local travel reimbursement, the employee must submit the TEV by no later than the 20th day of the month following the month in which the travel expense was incurred, unless the failure to submit a voucher within the 20 day period is due to extraordinary circumstances.

The local transportation expense voucher shall then be reviewed and approved by the traveler’s department head (or a designated representative), or bureau chief (or equivalent) in the case of a department head, whose signature will represent his or her representation that he or she has reviewed the voucher and that the information contained on the voucher is complete and accurate.

Upon approving a TEV, a supervisor and department head (or a designated representative) are certifying:

i. Appropriateness of the expenditure and reasonableness of the amount;

ii. Availability of funds;

iii. Compliance with applicable reimbursement policies; and



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iv. Completeness and accuracy of documentation.

A department must submit the TEV to the Comptroller’s Office via TEVS by no later than the 60th day after the end of the month in which the travel expense was incurred. An employee who submits a voucher within the 20-day submission period will not be denied reimbursement for failure of his/her department to timely submit the voucher to the Comptroller’s office. A copy of the TEV shall be retained by the department.

Any TEV not prepared in accordance with these regulations, including the proper signatures, will be returned to the originator for corrections.

A request for reimbursement of an expense that does not comply with these guidelines may be denied and treated as a personal expense to the traveler and shall be deducted from the reimbursement due the traveler.

NON-LOCAL TRAVEL The following is not intended to cover routine local travel related to the performance of regular job duties and applies only to official travel that requires an overnight stay.

Before planning non-local travel to attend conferences, meetings, seminars or training sessions, every effort should be made to identify local options for comparable conferences, meetings, seminars or training sessions.

Travelers must verify that planned travel is eligible for reimbursement before making travel arrangements.

Non-local travel connected to and/or funded by a grant (or contract) must be made in accordance with the funding agency’s travel requirements. Reimbursement is made at whichever rate is lower, the County’s rate or the rate set out in the grant (or contract).

Reasons for Non-Local Travel The County recognizes the following activities as appropriate for non-local travel purposes:

i. Delivery of legislative testimony: ii. As a stipulation or condition of grant funding or otherwise required for County or

federal certification. iii. Presentation on behalf of the County at a conference or seminar. iv. Financial or tax audit. v. Site visits or operational evaluations related to departmental improvement efforts.

vi. Court proceedings or case preparation. vii. Law enforcement related investigations.

viii. Attendance at conferences, meetings, seminars or training sessions for which: the topic is of critical interest to the County; representation at the event is in the best interest of the County, and the topic is related to an employee’s



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professional development.

Non-local travel for any other purpose(s) requires the prior written approval of the traveler’s bureau chief (or equivalent).

Limits on Participants Attendance at conferences, meetings, seminars or training sessions held outside the Chicago Metropolitan Area is limited to two employees unless otherwise approved by the travelers’ bureau chief (or equivalent). (The Chicago Metropolitan Area is comprised of Cook County, DuPage County, Kane County, Kendall County, Lake County, McHenry County and Will County.)

Non-Local Travel Approval Procedure If the County has contracted with a travel management company, all travel arrangements are required to be secured through the County’s designated travel management company.

If the County has not contracted with a travel management company, travel arrangements are the responsibility of the traveler(s). In such cases, all travel should be by means of the most direct route and the least costly alternative consistent with the itinerary.

All travel outside the Chicago Metropolitan Area requires bureau chief (or equivalent) approval. A completed Travel Request Form (“TRF”) must be approved by the traveler’s department head and submitted to the bureau chief (or equivalent) as far in advance as possible, but no later than ten (10) business days prior to the date of non-local travel. A sample TRF is attached at Appendix 2.

Supporting documentation should be attached to the TRF. Supporting documentation includes, but is not limited to:

a. A cover memo from the department head justifying the benefit to the County that will result in the employee attending the conference, meeting, or training, etc.;

b. An agenda; and

c. The estimated travel cost (obtained either from the travel management company or prepared by the traveler, as the case may be).

The County is not obligated to reimburse employees for non-local travel expenses that do not comply with the applicable travel requirements or those not previously approved by the traveler’s bureau chief (or equivalent).

All expenses incurred during non-local travel are to be charged to the 190 account.

Non-local travel paid by a third party must adhere to these travel guidelines and the County’s Ethic’s rules.

Non-local travel shall not be reimbursed from petty cash funds.



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Travel Outside the Continental United States (U.S.) All requests for travel outside the continental U.S. must be submitted to the traveler’s executive department head, i.e., the chief administrative officer responsible for the policy and administration of the traveler’s department, as far in advance as possible, but not later than fifteen (15) business days prior to travel. The executive department head will seek approval from the President’s chief of staff or the chief of staff of the elected official for whom the employee works, as the case may be, and will notify the department of approval or denial.

Travelers should convert all foreign expenses to U.S. currency prior to submitting a Travel Reimbursement Voucher. Official documentation of the exchange rate at the time of travel (i.e., bank receipt) must accompany all original receipts.

Reimbursable Non-Local Travel Expenses County-owned vehicles.

Employees traveling on County business in a County-owned vehicle are entitled to reimbursement for any out of pocket gas expenditures, parking and toll expenses but not mileage reimbursement. Original receipts must be provided for all expenses.

Employees are responsible for all fines related to parking or moving violations issued while traveling on County business.

Personal Vehicles

Employees may use personal automobiles for non-local business travel within a 300-mile radius of Chicago.

Employees will be reimbursed at the IRS mileage rate, but in no event will the reimbursement exceed the cost of lowest available round trip coach airfare.

Mileage reimbursement includes full reimbursement for the cost of gas and general maintenance.

Parking and toll expenses will be reimbursed separately with original receipts.

Employee must carry liability and property damage insurance for business use of his or her vehicle and submit a copy of these insurance policies to the appropriate personnel within his or her department. The employee’s personal insurance is primary in the event of an accident.

Employees are responsible for all fines related to parking or moving violations issued while traveling on County business. Absolutely no exceptions will be made.

Note: Travelers are advised to refer to the County Vehicle Policy Ordinance for other rules and regulations regarding the use of county-owned and personal vehicles.

Car Rental Car rental will not be approved for travel within the Chicago Metropolitan Area. County Shared Fleet or ZipCar programs should be reserved for such travel.



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Car rental is a reimbursable expense only when transportation by common carrier cannot be utilized or is impractical.

Car rental will be reimbursed at the compact car rate unless the need for a larger car can be justified.

Daily rental rates, taxes, surcharges, gas and car rental insurance are all considered reimbursable items.

Only one car rental will be allowed per trip. This includes trips with multiple travelers unless previously authorized by the traveler’s bureau chief (or equivalent).

Employees are responsible for all fines related to parking or moving violations issued while traveling on County business. Absolutely no exceptions will be made.

Original receipts are required for reimbursement.

Common Carrier (Air, Train, Bus)

Reservations and ticket purchases should be made as far in advance as possible to take advantage of any available discount fares and/or government rates.

Tickets are to be booked at the most economical fare available that meets the requirement of the traveler’s agenda.

No traveler may select tickets on a specific carrier or airport for any reason while on County business, unless it is the most economical fare.

First-class and business upgrades are prohibited.

Electronic tickets are the only acceptable delivery method of tickets unless this option is not available.

Any charges incurred as a result of changes to an original airline reservation made prior to or during travel are subject to the prior written approval of the traveler’s bureau chief (or equivalent).


Ground Transportation (Taxis, Public Transportation, Livery Service)

Transportation to and from the airport is included in the ground transportation allowance in the reimbursement rate.

Shuttle service or public transportation is encouraged.

Limousine or livery service charges to and from airports and railroad stations are reimbursable, where such costs do not exceed the comparable taxi fare.

Uber, Lyft and other similar transportation services are permitted options, and may include



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surcharges and fees. Surcharges and fees may be reimbursable if the total cost is comparable to other ground transportation options, and must be clearly documented to substantiate reimbursement.

Livery service may be used if the cost is less than the cost of a taxi service or other means of transportation.

Gratuity for ground transportation is the sole responsibility of the traveler.


Lodging

Government rates should be requested.

Lodging costs will be reimbursed at the lesser of actual costs or the current federal travel allowance published by the General Services Administration Lodging Rates at: http://www.gsa.gov/portal/category/104711.

Hotel lodging within the Chicago metropolitan area is not a reimbursable expense.

Lodging costs greater than the published GSA rate require the prior written approval of the bureau chief (or equivalent).

All personal expenses must be paid for separately or deducted from the lodging bill before it is submitted for reimbursement.


Meals and Incidental Expenses

Employees shall receive the lesser of actual costs or the allowance for meals and incidental expenses allowance published by the General Services Administration at http://www.gsa.gov/portal/content/101518.

Employees will only receive 75% of the lesser of actual costs or applicable meals and incidentals expenses rate for the first and last day of the trip and 100% for the other days.

There will be no reimbursement for meals and incidental expenses beyond the above rates.

The value of any meal(s) included in registration fees shall, be deducted from the employee’s reimbursement.


Conference Registration Fees

Every effort should be made to take advantage of early registration or group rate discounts.

http://www.gsa.gov/portal/category/104711

http://www.gsa.gov/portal/content/101518



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Additional Reimbursable Expenses

Business-Related Expenses. Business-related expenses incurred while on County travel may be reimbursed at the discretion of the department head. Original receipts must be provided for reimbursement. Examples of acceptable reimbursable business expenses are:

i. Internet connections

ii. Sending or receiving faxes

iii. Photocopying

iv. Express mail services

Laundry. Employees traveling on County business for three or more consecutive days are entitled to reimbursement for laundry expenses up to a maximum of $10 per three-day period beginning with the fourth day. Original receipts are required for reimbursement.

Telephone Calls.

i. If the employee has a County-issued cell phone, that phone should be used for all business calls (unless there is no service).

ii. When possible, employees should avoid surcharges by using cell.

iii. For approved international travel, the traveler should contact the Bureau of Technology so that the traveler’s calling plan may be temporarily changed to the appropriate calling plan. Business calls may be reimbursed at the discretion of the department head.

iv. Original receipts are required for reimbursement for business calls made on a personal cell or other phone.

Incidentals. Reimbursement for other incidental expenses will be approved at the discretion of the department head. Original receipts are required to reimbursement traveler for incidentals not listed above.

Non-Reimbursable Non-Local Travel Expenses Non-reimbursable expenses include, but are not limited to, the following:

i. Additional hotel charges for upgrades, special "club" floors, late checkout or early check-in;

ii. Airline convenience fees (e.g., early check-in, seat upgrades, TSA pre-check)

iii. Alcoholic beverages;

iv. Amenities such as movies, health clubs, or in-room bars;

v. Cancellation charges (unless justified);



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vi. Child care, baby-sitting, house sitting, or pet sitting costs;

vii. Cost differential on premium and luxury car rentals or first or business class airline tickets;

viii. Entertainment, including, but not limited to, exercise facilities, movie rental, videos, games, or other non-business related items;

ix. Excess baggage fees;

x. Flight Insurance or other supplemental travel insurance, unless required for international travel and approved by the department head;

xi. Gasoline costs if mileage reimbursement is used;

xii. Laundry for trips less than three or more consecutive days;

xiii. Local transportation charges incurred for personal reasons;

xiv. Lost or stolen cash or personal property;

xv. Magazines, books, or other reading materials;

xvi. Meals included in the cost of registration fees and airfare;

xvii. Modifications to travel arrangements;

xviii. Personal items (e.g., toiletries, luggage, clothing, medications, etc.);

xix. Personal portions of a trip combined with business travel;

xx. Personal telephone calls;

xxi. Repairs, towing service, etc. for personal vehicle;

xxii. Snacks, beverages, etc. outside of a meal;

xxiii. Spouse, family member(s), and guest travel costs; and

xxiv. Traffic citations, parking tickets, and other fines.

Reimbursement for Non-Local Travel and Business Expenses

Non-Local Travel Reimbursement Voucher All claims for reimbursement of non-local travel expenses shall be submitted on the Travel Reimbursement Voucher (“TRV”) and shall be itemized in accordance with these regulations. A sample TRV is attached at Appendix 3.

The TRV shall show the purpose of travel, the dates of travel, the points of departure and destination, mode of transportation, and the cost of the transportation secured or mileage allowance if automobile is used.



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The TRV shall be supported by receipts in all instances for railroad and airplane transportation, for lodging, meals and incidental expense items, and all other items. With respect to travel to conferences, the conference program must be attached to the voucher.

The TRV shall be prepared and signed by the employee who has incurred the expenses.

The employee submitting the TRV is personally responsible for accuracy and propriety. Falsification of a TRV is considered a major cause infraction subject to disciplinary action up to and including discharge.

Any TRV that does not include a copy of the traveler’s approved TRF shall not be processed for payment.

Employees shall be reimbursed for airline, hotel, and conference registrations costs after expense is incurred. Airline and conference costs are reimbursable prior to flying or attending the conference as long as the employee shows those costs were paid. Lodging costs will be reimbursed after payment by the employee is made to the hotel.

Employees shall be reimbursed t for approved travel related expenses once the trip is complete and the voucher is submitted.

The County will reimburse employees for travel related costs incurred by the employee on their paycheck following the submittal and approval of the TRV.

Approval and Submission of Transportation Expense Vouchers In order to be eligible for reimbursement, the employee must submit the TRV by no later than the 20th day of the month following the month in which the travel expense was incurred, unless the failure to submit a voucher within the 20 day period is due to extraordinary circumstances.

The TRV shall then be reviewed and approved by the traveler’s department head (or a designated representative), whose signature will represent his or her representation that he or she has reviewed the voucher and that the information contained on the voucher is complete and accurate.

Upon approving a TRV, a department head (or a designated representative) and supervisors are certifying:

v. Appropriateness of the expenditure and reasonableness of the amount;vi. Availability of funds;

vii. Compliance with applicable reimbursement policies; andviii. Completeness and accuracy of documentation.

A department must submit the TRV to the Comptroller’s Office by no later than the 60th day after the end of the month in which the travel expense was incurred. An employee who submits a voucher within the 20-day submission period will not be denied reimbursement for failure of his/her department to timely submit the voucher to the Comptroller’s office. A copy of the



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TRV shall be retained by the department.

Any TRV not prepared in accordance with these regulations, including the proper signatures, will be returned to the originator for corrections.

A request for reimbursement of an expense that does not comply with these guidelines may be denied and treated as a personal expense to the traveler and shall be deducted from the reimbursement due the traveler.



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APPENDIX 1

Travel Expense Voucher



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APPENDIX 2

Travel Request Form



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APPENDIX 3

Travel Reimbursement Voucher

M/WBE Utilization Plan - Form 1 Revised: 01/29/2014

CONTRACT NO. 2103-08021

MBE/WBE UTILIZATION PLAN - FORM 1

BIDDER/PROPOSER HEREBY STATES that all MBE/WBE firms included in this Plan are certified MBEs/WBEs by at least one of the entities listed in the General Conditions – Section 19.

I. BIDDER/PROPOSER MBE/WBE STATUS: (check the appropriate line)

____ Bidder/Proposer is a certified MBE or WBE firm. (If so, attach copy of current Letter of Certification)

____ Bidder/Proposer is a Joint Venture and one or more Joint Venture partners are certified MBEs or WBEs. (If so, attach copies of Letter(s) of Certification, a copy of Joint Venture Agreement clearly describing the role of the MBE/WBE firm(s) and its ownership interest in the Joint Venture and a completed Joint Venture Affidavit – available online at www.cookcountyil.gov/contractcompliance)

____ Bidder/Proposer is not a certified MBE or WBE firm, nor a Joint Venture with MBE/WBE partners, but will utilize MBE and WBE firms either directly or indirectly in the performance of the Contract. (If so, complete Sections II below and the Letter(s) of Intent – Form 2).

II. Direct Participation of MBE/WBE Firms Indirect Participation of MBE/WBE Firms

NOTE: Where goals have not been achieved through direct participation, Bidder/Proposer shall include documentation outlining efforts to achieve Direct Participation at the time of Bid/Proposal submission. Indirect Participation will only be considered after all efforts to achieve Direct Participation have been exhausted. Only after written documentation of Good Faith Efforts is received will Indirect Participation be considered.

MBEs/WBEs that will perform as subcontractors/suppliers/consultants include the following:

MBE/WBE Firm: ____________________________________________________________________________

Address: __________________________________________________________________________________

E-mail: ___________________________________________________________________________________

Contact Person: ___________________________________ Phone: __________________________________

Dollar Amount Participation: $__________________________________________________________________

Percent Amount of Participation: _____________________________________________________________%

*Letter of Intent attached? Yes _______ No _______ *Current Letter of Certification attached? Yes _______ No _______

MBE/WBE Firm: ___________________________________________________________________________

Address: __________________________________________________________________________________

E-mail:____________________________________________________________________________________

Contact Person: ___________________________________ Phone: __________________________________

Dollar Amount Participation: $__________________________________________________________________

Percent Amount of Participation: _____________________________________________________________%

*Letter of Intent attached? Yes _______ No _______ *Current Letter of Certification attached? Yes _______ No _______

Attach additional sheets as needed.

* Letter(s) of Intent and current Letters of Certification must be submitted at the time of bid.

http://www.cookcountyil.gov/contractcompliance



MBE/WBE LETTER OF INTENT - FORM 2

M/WBE Firm: Certifying Agency:

Contact Person:

Address:

Certification Expiration Date:

Ethnicity: ________________________________________

City/State: Zip: _____________ Bid/Proposal/Contract #:

Phone: __________________ Fax: FEIN #: _________________________________________

Email:

Participation: [ ] Direct [ ] Indirect

Will the M/WBE firm be subcontracting any of the goods or services of this contract to another firm?

[ ] No [ ] Yes – Please attach explanation. Proposed Subcontractor(s):

The undersigned M/WBE is prepared to provide the following Commodities/Services for the above named Project/ Contract: (If more space is needed to fully describe M/WBE Firm’s proposed scope of work and/or payment schedule, attach additional sheets)

Indicate the Dollar Amount, Percentage, and the Terms of Payment for the above-described Commodities/ Services:

THE UNDERSIGNED PARTIES AGREE that this Letter of Intent will become a binding Subcontract Agreement for the above work, conditioned upon (1) the Bidder/Proposer’s receipt of a signed contract from the County of Cook; (2) Undersigned Subcontractor remaining compliant with all relevant credentials, codes, ordinances and statutes required by Contractor, Cook County, and the State to participate as a MBE/WBE firm for the above work. The Undersigned Parties do also certify that they did not affix their signatures to this document until all areas under Description of Service/ Supply and Fee/Cost were completed.

Signature (M/WBE) Signature (Prime Bidder/Proposer)

Print Name Print Name

Firm Name Firm Name

Date Date

Subscribed and sworn before me Subscribed and sworn before me

this ____ day of , 20____. this ____ day of , 20____.

Notary Public Notary Public _______________________________

SEAL SEAL



PETITION FOR WAIVER OF MBE/WBE PARTICIPATION – FORM 3

A. BIDDER/PROPOSER HEREBY REQUESTS:

FULL MBE WAIVER FULL WBE WAIVER

REDUCTION (PARTIAL MBE and/or WBE PARTICIPATION)

_____% of Reduction for MBE Participation _____% of Reduction for WBE Participation

B. REASON FOR FULL/REDUCTION WAIVER REQUEST

Bidder/Proposer shall check each item applicable to its reason for a waiver request. Additionally, supporting documentation shall be submitted with this request.

(1) Lack of sufficient qualified MBEs and/or WBEs capable of providing the goods or services requiredby the contract. (Please explain)

(2) The specifications and necessary requirements for performing the contract make it impossible oreconomically infeasible to divide the contract to enable the contractor to utilize MBEs and/or WBEs inaccordance with the applicable participation. (Please explain)

(3) Price(s) quoted by potential MBEs and/or WBEs are above competitive levels and increase cost ofdoing business and would make acceptance of such MBE and/or WBE bid economically impracticable,taking into consideration the percentage of total contract price represented by such MBE and/or WBEbid. (Please explain)

(4) There are other relevant factors making it impossible or economically infeasible to utilize MBE and/orWBE firms. (Please explain)

C. GOOD FAITH EFFORTS TO OBTAIN MBE/WBE PARTICIPATION

(1) Made timely written solicitation to identified MBEs and WBEs for utilization of goods and/or services;and provided MBEs and WBEs with a timely opportunity to review and obtain relevant specifications,terms and conditions of the proposal to enable MBEs and WBEs to prepare an informed response tosolicitation. (Attach of copy written solicitations made)

(2) Used the services and assistance of the Office of Contract Compliance staff. (Please explain)

(3) Timely notified and used the services and assistance of community, minority and women businessorganizations. (Attach of copy written solicitations made)

(4) Followed up on initial solicitation of MBEs and WBEs to determine if firms are interested in doingbusiness. (Attach supporting documentation)

(5) Engaged MBEs & WBEs for direct/indirect participation. (Please explain)

D. OTHER RELEVANT INFORMATION

Attach any other documentation relative to Good Faith Efforts in complying with MBE/WBE participation.

Cook County Office of the Chief Procurement Officer

Identification of Subcontractor/Supplier/Subconsultant Form

The Bidder/Proposer/Respondent (“the Contractor”) will fully complete and execute and submit an Identification of Subcontractor/Supplier/Subconsultant Form (“ISF”) with each Bid, Request for Proposal, and Request for Qualification. The Contractor must complete the ISF for each Subcontractor, Supplier or Subconsultant which shall be used on the Contract. In the event that there are any changes in the utilization of Subcontractors, Suppliers or Subconsultants, the Contractor must file an updated ISF.

Bid/RFP/RFQ No.: Date:

Total Bid or Proposal Amount: Contract Title:

Contractor: Subcontractor/Supplier/ Subconsultant to be added or substitute:

Authorized Contact for Contractor:

Authorized Contact for Subcontractor/Supplier/ Subconsultant:

Email Address (Contractor):

Email Address (Subcontractor):

Company Address (Contractor):

Company Address (Subcontractor):

City, State and Zip (Contractor):

City, State and Zip (Subcontractor):

Telephone and Fax (Contractor):

Telephone and Fax (Subcontractor):

Estimated Start and Completion Dates (Contractor):

Estimated Start and Completion Dates (Subcontractor):

Note: Upon request, a copy of all written subcontractor agreements must be provided to the OCPO.

Description of Services or Supplies Total Price of

Subcontract for Services or Supplies

The subcontract documents will incorporate all requirements of the Contract awarded to the Contractor as applicable. The subcontract will in no way hinder the Subcontractor/Supplier/Subconsultant from maintaining its progress on any other contract on which it is either a Subcontractor/Supplier/Subconsultant or principal contractor. This disclosure is made with the understanding that the Contractor is not under any circumstances relieved of its abilities and obligations, and is responsible for the organization, performance, and quality of work. This form does not approve any proposed changes, revisions or modifications to the contract approved MBE/WBE Utilization Plan. Any changes to the contract’s approved MBE/WBE/Utilization Plan must be submitted to the Office of the Contract Compliance.

Contractor

Name

Title

Prime Contractor Signature Date

⃝ OCPO ONLY: Disqualification

⃝ Check Complete

Contract #:

Version 1.0


ACH-1 8/2015

OFFICE OF THE COOK COUNTY COMPTROLLER ELECTRONIC PAYABLES PROGRAM (“E-PAYABLES”)

FOR INFORMATION PURPOSES ONLY

This document describes the Office of the Cook County Comptroller’s Electronic Payables Program (“E-Payables”). If you wish to participate in E-Payables, please contact the Cook County Comptroller’s Office, Accounts Payable, 118 N. Clark Street, Room 500, Chicago, IL 60602.

DESCRIPTION

To increase payment efficiency and timeliness, we have introduced E-Payables program, a new payment initiative to our accounts payable model. This new initiative utilizes a Visa purchasing card and operates through the Visa payment network. This is County’s preferred method of payment and your participation in our Visa purchasing card program will provide mutual benefits both to your organization and ours.

As a vendor, you may experience the following benefits by accepting this new payment type: • Improved cash flow and accelerated payment• Reduced paperwork and a more streamlined accounts receivable process

• Elimination of stop payment issues• Reduced payment delays• Reduced costs for handling paper checks• Payments settled directly to your merchant account

There are two options within this initiative:

3. Dedicated Credit Card – “PULL” Settlement

For this option, you will have an assigned dedicated credit card to be used for each payment. You will provide a point of contact within your organization who will keep credit card information on file. Each time a payment is made, you will receive a remittance advice via email detailing the invoices being paid. Each time you receive a remittance advice, you will process payments in the same manner you process credit card transactions today.

4. One-Time Use Credit Card – “SUGA” Settlement

For this option, you will provide a point of contact within your organization who will receive an email notification authorizing you to process payments in the same manner you process credit card transactions today. Each time payment is made, you will receive a remittance advice, via email, detailing the invoices being paid. Also, each time you receive a remittance advice, you will receive a new, unique credit card number. This option is ideal for suppliers who are unable to keep credit card account information on file.

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COOK COUNTY ECONOMIC DISCLOSURE STATEMENT

AND EXECUTION DOCUMENT INDEX

Section Description Pages

1 Instructions for Completion of EDS EDS i - ii

2 Certifications EDS 1– 2

3 Economic and Other Disclosures, Affidavit of Child

Support Obligations, Disclosure of Ownership Interest and Familial Relationship Disclosure Form

EDS 3 – 12

4 Cook County Affidavit for Wage Theft Ordinance EDS 13-14

5 Contract and EDS Execution Page EDS 15

6 Cook County Signature Page EDS 16

CONTRACT #:

SECTION 1 INSTRUCTIONS FOR COMPLETION OF

ECONOMIC DISCLOSURE STATEMENT AND EXECUTION DOCUMENT

This Economic Disclosure Statement and Execution Document (“EDS”) is to be completed and executed by every Bidder on a County contract, every Proposer responding to a Request for Proposals, and every Respondent responding to a Request for Qualifications, and others as required by the Chief Procurement Officer. The execution of the EDS shall serve as the execution of a contract awarded by the County. The Chief Procurement Officer reserves the right to request that the Bidder or Proposer, or Respondent provide an updated EDS on an annual basis.

Definitions. Terms used in this EDS and not otherwise defined herein shall have the meanings given to such terms in the Instructions to Bidders, General Conditions, Request for Proposals, Request for Qualifications, as applicable.

Affiliate means a person that directly or indirectly through one or more intermediaries, Controls is Controlled by, or is under common Control with the Person specified.

Applicant means a person who executes this EDS.

Bidder means any person who submits a Bid.

Code means the Code of Ordinances, Cook County, Illinois available on municode.com.

Contract shall include any written document to make Procurements by or on behalf of Cook County.

Contractor or Contracting Party means a person that enters into a Contract with the County.

Control means the unfettered authority to directly or indirectly manage governance, administration, work, and all other aspects of a business.

EDS means this complete Economic Disclosure Statement and Execution Document, including all sections listed in the Index and any attachments.

Joint Venture means an association of two or more Persons proposing to perform a for-profit business enterprise. Joint Ventures must have an agreement in writing specifying the terms and conditions of the relationship between the partners and their relationship and respective responsibility for the Contract

Lobby or lobbying means to, for compensation, attempt to influence a County official or County employee with respect to any County matter.

Lobbyist means any person who lobbies.

Person or Persons means any individual, corporation, partnership, Joint Venture, trust, association, Limited Liability Company, sole proprietorship or other legal entity.

Prohibited Acts means any of the actions or occurrences which form the basis for disqualification under the Code, or under the Certifications hereinafter set forth.

Proposal means a response to an RFP.

Proposer means a person submitting a Proposal.

Response means response to an RFQ.

Respondent means a person responding to an RFQ.

RFP means a Request for Proposals issued pursuant to this Procurement Code.

RFQ means a Request for Qualifications issued to obtain the qualifications of interested parties.

CONTRACT #:

EDS-i

INSTRUCTIONS FOR COMPLETION OF ECONOMIC DISCLOSURE STATEMENT AND EXECUTION DOCUMENT

Section 1: Instructions. Section 1 sets forth the instructions for completing and executing this EDS.

Section 2: Certifications. Section 2 sets forth certifications that are required for contracting parties under the Code and other applicable laws. Execution of this EDS constitutes a warranty that all the statements and certifications contained, and all the facts stated, in the Certifications are true, correct and complete as of the date of execution.

Section 3: Economic and Other Disclosures Statement. Section 3 is the County’s required Economic and Other Disclosures Statement form. Execution of this EDS constitutes a warranty that all the information provided in the EDS is true, correct and complete as of the date of execution, and binds the Applicant to the warranties, representations, agreements and acknowledgements contained therein.

Required Updates. The Applicant is required to keep all information provided in this EDS current and accurate. In the event of any change in the information provided, including but not limited to any change which would render inaccurate or incomplete any certification or statement made in this EDS, the Applicant shall supplement this EDS up to the time the County takes action, by filing an amended EDS or such other documentation as is required.

Additional Information. The County’s Governmental Ethics and Campaign Financing Ordinances impose certain duties and obligations on persons or entities seeking County contracts, work, business, or transactions, and the Applicant is expected to comply fully with these ordinances. For further information please contact the Director of Ethics at (312) 603-4304 (69 W. Washington St. Suite 3040, Chicago, IL 60602) or visit the web-site at cookcountyil.gov/ethics-board-of.

Authorized Signers of Contract and EDS Execution Page. If the Applicant is a corporation, the President and Secretary must execute the EDS. In the event that this EDS is executed by someone other than the President, attach hereto a certified copy of that section of the Corporate By-Laws or other authorization by the Corporation, satisfactory to the County that permits the person to execute EDS for said corporation. If the corporation is not registered in the State of Illinois, a copy of the Certificate of Good Standing from the state of incorporation must be submitted with this Signature Page.

If the Applicant is a partnership or joint venture, all partners or joint venturers must execute the EDS, unless one partner or joint venture has been authorized to sign for the partnership or joint venture, in which case, the partnership agreement, resolution or evidence of such authority satisfactory to the Office of the Chief Procurement Officer must be submitted with this Signature Page.

If the Applicant is a member-managed LLC all members must execute the EDS, unless otherwise provided in the operating agreement, resolution or other corporate documents. If the Applicant is a manager-managed LLC, the manager(s) must execute the EDS. The Applicant must attach either a certified copy of the operating agreement, resolution or other authorization, satisfactory to the County, demonstrating such person has the authority to execute the EDS on behalf of the LLC. If the LLC is not registered in the State of Illinois, a copy of a current Certificate of Good Standing from the state of incorporation must be submitted with this Signature Page.

If the Applicant is a Sole Proprietorship, the sole proprietor must execute the EDS.

A “Partnership” “Joint Venture” or “Sole Proprietorship” operating under an Assumed Name must be registered with the Illinois county in which it is located, as provided in 805 ILCS 405 (2012), and documentation evidencing registration must be submitted with the EDS.

CONTRACT #:

EDS-ii

Effective October 1, 2016 all foreign corporations and LLCs must be registered with the Illinois Secretary of State's Office unless a statutory exemption applies to the applicant. Applicants who are exempt from registering must provide a written statement explaining why they are exempt from registering as a foreign entity with the Illinois Secretary of State's Office.

SECTION 2

CERTIFICATIONS

THE FOLLOWING CERTIFICATIONS ARE MADE PURSUANT TO STATE LAW AND THE CODE. THE APPLICANT IS CAUTIONED TO CAREFULLY READ THESE CERTIFICATIONS PRIOR TO SIGNING THE SIGNATURE PAGE. SIGNING THE SIGNATURE PAGE SHALL CONSTITUTE A WARRANTY BY THE APPLICANT THAT ALL THE STATEMENTS, CERTIFICATIONS AND INFORMATION SET FORTH WITHIN THESE CERTIFICATIONS ARE TRUE, COMPLETE AND CORRECT AS OF THE DATE THE SIGNATURE PAGE IS SIGNED. THE APPLICANT IS NOTIFIED THAT IF THE COUNTY LEARNS THAT ANY OF THE FOLLOWING CERTIFICATIONS WERE FALSELY MADE, THAT ANY CONTRACT ENTERED INTO WITH THE APPLICANT SHALL BE SUBJECT TO TERMINATION.

A. PERSONS AND ENTITIES SUBJECT TO DISQUALIFICATION

No person or business entity shall be awarded a contract or sub-contract, for a period of five (5) years from the date of conviction or entry of a plea or admission of guilt, civil or criminal, if that person or business entity:

1) Has been convicted of an act committed, within the State of Illinois, of bribery or attempting to bribe an officer oremployee of a unit of state, federal or local government or school district in the State of Illinois in that officer's oremployee's official capacity;

2) Has been convicted by federal, state or local government of an act of bid-rigging or attempting to rig bids as definedin the Sherman Anti-Trust Act and Clayton Act. Act. 15 U.S.C. Section 1 et seq.;

3) Has been convicted of bid-rigging or attempting to rig bids under the laws of federal, state or local government;

4) Has been convicted of an act committed, within the State, of price-fixing or attempting to fix prices as defined by theSherman Anti-Trust Act and the Clayton Act. 15 U.S.C. Section 1, et seq.;

5) Has been convicted of price-fixing or attempting to fix prices under the laws the State;

6) Has been convicted of defrauding or attempting to defraud any unit of state or local government or school districtwithin the State of Illinois;

7) Has made an admission of guilt of such conduct as set forth in subsections (1) through (6) above which admission isa matter of record, whether or not such person or business entity was subject to prosecution for the offense oroffenses admitted to; or

8) Has entered a plea of nolo contendere to charge of bribery, price-fixing, bid-rigging, or fraud, as set forth in sub-paragraphs (1) through (6) above.

In the case of bribery or attempting to bribe, a business entity may not be awarded a contract if an official, agent or employee of such business entity committed the Prohibited Act on behalf of the business entity and pursuant to the direction or authorization of an officer, director or other responsible official of the business entity, and such Prohibited Act occurred within three years prior to the award of the contract. In addition, a business entity shall be disqualified if an owner, partner or shareholder controlling, directly or indirectly, 20% or more of the business entity, or an officer of the business entity has performed any Prohibited Act within five years prior to the award of the Contract.

THE APPLICANT HEREBY CERTIFIES THAT: The Applicant has read the provisions of Section A, Persons and Entities Subject to Disqualification, that the Applicant has not committed any Prohibited Act set forth in Section A, and that award of the Contract to the Applicant would not violate the provisions of such Section or of the Code.

B. BID-RIGGING OR BID ROTATING

THE APPLICANT HEREBY CERTIFIES THAT: In accordance with 720 ILCS 5/33 E-11, neither the Applicant nor any Affiliated Entity is barred from award of this Contract as a result of a conviction for the violation of State laws prohibiting bid-rigging or bid rotating.

C. DRUG FREE WORKPLACE ACT

THE APPLICANT HEREBY CERTIFIES THAT: The Applicant will provide a drug free workplace, as required by (30 ILCS 580/3).

CONTRACT #:

EDS-1

D. DELINQUENCY IN PAYMENT OF TAXES

THE APPLICANT HEREBY CERTIFIES THAT: The Applicant is not an owner or a party responsible for the payment of any tax or fee administered by Cook County, such as bar award of a contract or subcontract pursuant to the Code, Chapter 34, Section 34-171.

E. HUMAN RIGHTS ORDINANCE

No person who is a party to a contract with Cook County ("County") shall engage in unlawful discrimination or sexual harassment against any individual in the terms or conditions of employment, credit, public accommodations, housing, or provision of County facilities, services or programs (Code Chapter 42, Section 42-30 et seq.).

F. ILLINOIS HUMAN RIGHTS ACT

THE APPLICANT HEREBY CERTIFIES THAT: It is in compliance with the Illinois Human Rights Act (775 ILCS 5/2-105), and agrees to abide by the requirements of the Act as part of its contractual obligations.

G. INSPECTOR GENERAL (COOK COUNTY CODE, CHAPTER 34, SECTION 34-174 and Section 34-250)

The Applicant has not willfully failed to cooperate in an investigation by the Cook County Independent Inspector General or to report to the Independent Inspector General any and all information concerning conduct which they know to involve corruption, or other criminal activity, by another county employee or official, which concerns his or her office of employment or County related transaction.

The Applicant has reported directly and without any undue delay any suspected or known fraudulent activity in the County’s Procurement process to the Office of the Cook County Inspector General.

H. CAMPAIGN CONTRIBUTIONS (COOK COUNTY CODE, CHAPTER 2, SECTION 2-585)

THE APPLICANT CERTIFIES THAT: It has read and shall comply with the Cook County’s Ordinance concerning campaign contributions, which is codified at Chapter 2, Division 2, Subdivision II, Section 585, and can be read in its entirety at www.municode.com.

I. GIFT BAN, (COOK COUNTY CODE, CHAPTER 2, SECTION 2-574)

THE APPLICANT CERTIFIES THAT: It has read and shall comply with the Cook County’s Ordinance concerning receiving and soliciting gifts and favors, which is codified at Chapter 2, Division 2, Subdivision II, Section 574, and can be read in its entirety at www.municode.com.

J. LIVING WAGE ORDINANCE PREFERENCE (COOK COUNTY CODE, CHAPTER 34, SECTION 34-160;

Unless expressly waived by the Cook County Board of Commissioners, the Code requires that a living wage must be paid to individuals employed by a Contractor which has a County Contract and by all subcontractors of such Contractor under a County Contract, throughout the duration of such County Contract. The amount of such living wage is annually by the Chief Financial Officer of the County, and shall be posted on the Chief Procurement Officer’s website.

The term "Contract" as used in Section 4, I, of this EDS, specifically excludes contracts with the following:

1) Not-For Profit Organizations (defined as a corporation having tax exempt status under Section 501(C)(3) of the UnitedState Internal Revenue Code and recognized under the Illinois State not-for -profit law);

2) Community Development Block Grants;

3) Cook County Works Department;

4) Sheriff's Work Alternative Program; and

5) Department of Correction inmates.

CONTRACT #:

EDS-2

http://www.municode.com/

http://www.municode.com/

SECTION 3

REQUIRED DISCLOSURES

1. DISCLOSURE OF LOBBYIST CONTACTS

List all persons that have made lobbying contacts on your behalf with respect to this contract:

Name Address

2. LOCAL BUSINESS PREFERENCE STATEMENT (CODE, CHAPTER 34, SECTION 34-230)

Local business means a Person, including a foreign corporation authorized to transact business in Illinois, having a bona fide establishment located within the County at which it is transacting business on the date when a Bid is submitted to the County, and which employs the majority of its regular, full-time work force within the County. A Joint Venture shall constitute a Local Business if one or more Persons that qualify as a "Local Business" hold interests totaling over 50 percent in the Joint Venture, even if the Joint Venture does not, at the time of the Bid submittal, have such a bona fide establishment within the County.

a) Is Applicant a "Local Business" as defined above?

Yes: No:

b) If yes, list business addresses within Cook County:

c) Does Applicant employ the majority of its regular full-time workforce within Cook County?

Yes: No:

3. THE CHILD SUPPORT ENFORCEMENT ORDINANCE (CODE, CHAPTER 34, SECTION 34-172)

Every Applicant for a County Privilege shall be in full compliance with any child support order before such Applicant is entitled to receive or renew a County Privilege. When delinquent child support exists, the County shall not issue or renew any County Privilege, and may revoke any County Privilege.

All Applicants are required to review the Cook County Affidavit of Child Support Obligations attached to this EDS (EDS-5) and complete the Affidavit, based on the instructions in the Affidavit.

CONTRACT #:

EDS-3

4. REAL ESTATE OWNERSHIP DISCLOSURES.

The Applicant must indicate by checking the appropriate provision below and providing all required information that either:

a) The following is a complete list of all real estate owned by the Applicant in Cook County:

PERMANENT INDEX NUMBER(S):

(ATTACH SHEET IF NECESSARY TO LIST ADDITIONAL INDEX NUMBERS)

OR:

b) The Applicant owns no real estate in Cook County.

5. EXCEPTIONS TO CERTIFICATIONS OR DISCLOSURES.

If the Applicant is unable to certify to any of the Certifications or any other statements contained in this EDS and not explained elsewhere in this EDS, the Applicant must explain below:

If the letters, “NA”, the word “None” or “No Response” appears above, or if the space is left blank, it will be conclusively presumed that the Applicant certified to all Certifications and other statements contained in this EDS.

CONTRACT #:

EDS-4

A. I do not have judicially or administratively ordered child support obligations.

B. I have an outstanding judicially or administratively ordered obligation, but is paying it inaccordance with the terms of the order.

C. I am delinquent in paying judicially or administratively ordered child support obligations.

D. I am an authorized representative of the applicant. The applicant does not have any SubstantialOwners as described above.

Date:

Effective July 1, 1998, every applicant for a County Privilege shall be in full compliance with any Child Support order before such

Declaration of Child Support Obligations

• Applicant: any person or business entity, including all Substantial Owners, seeking issuance of aCounty Privilege or renewal of an existing County Privilege from the County. This term shall not include anypolitical subdivision of the federal or state government, including units of local government, and not-for-profitorganizations.

• County Privilege: any business license, including but not limited to liquor dealer’s licenses, packaged goodslicenses, tavern licenses, restaurant licenses, and gun licenses; real property licenses or lease; permit, includingbut not limited to building permits, zoning permits or approvals; environmental certificate; County HOME Loan;and contracts exceeding the value of $10,000.

• Substantial Owner: any person or persons who own or hold a twenty-five percent (25%) or more percentage ofinterest in any business entity seeking a County Privilege, including those shareholders, general or limited partners,beneficiaries and principals; except where a business entity is an individual or sole proprietorship, Substantialowner means that individual or sole proprietor.

All Applicants are required to complete this declaration and comply with the Child Support Enforcement Ordinance. An Applicant's signature on this form constitutes a certification that the information provided below is correct and complete, and that the individual signing this form has personal knowledge of such information.

Social Security Number (last four digits):

The undersigned Applicant understands that failure to disclose any judicially or administratively ordered child support debt will be grounds for denying, suspending, or revoking County Privilege(s); and, declares under penalty of perjury under the laws of the United States of America that the foregoing is true and correct.

Section A: Applicant Information:

Last Name:

Date of Birth: Section B: Child Support Obligation Information:The undersigned Applicant, being duly sworn on oath or affirmation hereby states that, “To the best of my knowledge”: (click check box left of questions “A”, “B”, “C”, or “D” as is appropriate)

Applicable law provides that every applicant for a County Privilege shall be in full compliance with any child support order before such applicant is entitled to receive or renew a County Privilege. When delinquent child support exists, the County

shall not issue or renew any County Privilege and may revoke any County Privilege.

Applicant Signature:

For Internal Office Use Only:

Contact Name:

Contact Email:

First Name:

This form must be completed by all Applicants seeking issuance or renewal of a County Privilege.

If Applicant is a business entity with no Substantial Owners,check Box D in Section B.If Applicant is a business entity with Substantial Owners as defined above, each Substantial Owner must complete and submit this declaration.Business Name:

Department Name:

Date Received:

Contract/Permit/Application Number: EDS-5

aliciawoppel

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COOK COUNTY DISCLOSURE OF OWNERSHIP INTEREST STATEMENT

The Cook County Code of Ordinances (§2-610 et seq.) requires that any Applicant for any County Action must disclose information concerning ownership interests in the Applicant. This Disclosure of Ownership Interest Statement must be completed with all information current as of the date this Statement is signed. Furthermore, this Statement must be kept current, by filing an amended Statement, until such time as the County Board or County Agency shall take action on the application. The information contained in this Statement will be maintained in a database and made available for public viewing. County reserves the right to request additional information to verify veracity of information contained in this statement.

If you are asked to list names, but there are no applicable names to list, you must state NONE. An incomplete Statement will be returned and any action regarding this contract will be delayed. A failure to fully comply with the ordinance may result in the action taken by the County Board or County Agency being voided.

"Applicant" means any Entity or person making an application to the County for any County Action.

“County Action” means any action by a County Agency, a County Department, or the County Board regarding an ordinance or ordinance amendment, a County Board approval, or other County agency approval, with respect to contracts, leases, or sale or purchase of real estate.

“Person” "Entity” or “Legal Entity" means a sole proprietorship, corporation, partnership, association, business trust, estate, two or more persons having a joint or common interest, trustee of a land trust, other commercial or legal entity or any beneficiary or beneficiaries thereof.

This Disclosure of Ownership Interest Statement must be submitted by :

1. An Applicant for County Action and

2. A Person that holds stock or a beneficial interest in the Applicant and is listed on the Applicant’s Statement (a “Holder”) must file aStatement and complete #1 only under Ownership Interest Declaration.

Please print or type responses clearly and legibly. Add additional pages if needed, being careful to identify each portion of the form to which each additional page refers.

This Statement is being made by the [ ] Applicant or [ ] Stock/Beneficial Interest Holder

This Statement is an: [ ] Original Statement or [ ] Amended Statement

Identifying Information:

Name

D/B/A: FEIN # Only:

Street Address:

City: State: Zip Code:

Phone No.: Fax Number: Email:

Cook County Business Registration Number: (Sole Proprietor, Joint Venture Partnership)

Corporate File Number (if applicable):

Form of Legal Entity:

[ ] Sole Proprietor [ ] Partnership [ ] Corporation [ ] Trustee of Land Trust

[ ] Business Trust [ ] Estate [ ] Association [ ] Joint Venture

[ ] Other (describe)

CONTRACT #:

EDS-6

Ownership Interest Declaration:

1. List the name(s), address, and percent ownership of each Person having a legal or beneficial interest (including ownership) ofmore than five percent (5%) in the Applicant/Holder.

Name Address Percentage Interest in Applicant/Holder

2. If the interest of any Person listed in (1) above is held as an agent or agents, or a nominee or nominees, list the name andaddress of the principal on whose behalf the interest is held.

Name of Agent/Nominee Name of Principal Principal’s Address

3. Is the Applicant constructively controlled by another person or Legal Entity? [ ] Yes [ ] No

If yes, state the name, address and percentage of beneficial interest of such person, and the relationship under which suchcontrol is being or may be exercised.

Name Address Percentage of Relationship Beneficial Interest

Corporate Officers, Members and Partners Information:

For all corporations, list the names, addresses, and terms for all corporate officers. For all limited liability companies, list the names, addresses for all members. For all partnerships and joint ventures, list the names, addresses, for each partner or joint venture.

Name Address Title (specify title of Term of Office Office, or whether manager or partner/joint venture)

Declaration (check the applicable box):

[ ] I state under oath that the Applicant has withheld no disclosure as to ownership interest in the Applicant nor reserved any information, data or plan as to the intended use or purpose for which the Applicant seeks County Board or other County Agency action.

[ ] I state under oath that the Holder has withheld no disclosure as to ownership interest nor reserved any information required to be disclosed.

CONTRACT #:

EDS-7

COOK COUNTY DISCLOSURE OF OWNERSHIP INTEREST STATEMENT SIGNATURE PAGE

Name of Authorized Applicant/Holder Representative (please print or type) Title

Signature Date

E-mail address Phone Number

Subscribed to and sworn before me My commission expires: this _______ day of ______, 20__.

X Notary Public Signature Notary Seal

CONTRACT #:

EDS-8

COOK COUNTY BOARD OF ETHICS 69 W. WASHINGTON STREET, SUITE 3040

CHICAGO, ILLINOIS 60602 312/603-4304 Office 312/603-9988 Fax

FAMILIAL RELATIONSHIP DISCLOSURE PROVISION

Nepotism Disclosure Requirement:

Doing a significant amount of business with the County requires that you disclose to the Board of Ethics the existence of any familial relationships with any County employee or any person holding elective office in the State of Illinois, the County, or in any municipality within the County. The Ethics Ordinance defines a significant amount of business for the purpose of this disclosure requirement as more than $25,000 in aggregate County leases, contracts, purchases or sales in any calendar year.

If you are unsure of whether the business you do with the County or a County agency will cross this threshold, err on the side of caution by completing the attached familial disclosure form because, among other potential penalties, any person found guilty of failing to make a required disclosure or knowingly filing a false, misleading, or incomplete disclosure will be prohibited from doing any business with the County for a period of three years. The required disclosure should be filed with the Board of Ethics by January 1 of each calendar year in which you are doing business with the County and again with each bid/proposal/quotation to do business with Cook County. The Board of Ethics may assess a late filing fee of $100 per day after an initial 30-day grace period.

The person that is doing business with the County must disclose his or her familial relationships. If the person on the County lease or contract or purchasing from or selling to the County is a business entity, then the business entity must disclose the familial relationships of the individuals who are and, during the year prior to doing business with the County, were:

• its board of directors,• its officers,• its employees or independent contractors responsible for the general administration of the entity,• its agents authorized to execute documents on behalf of the entity, and• its employees who directly engage or engaged in doing work with the County on behalf of the entity.

Do not hesitate to contact the Board of Ethics at (312) 603-4304 for assistance in determining the scope of any required familial relationship disclosure.

Additional Definitions:

“Familial relationship” means a person who is a spouse, domestic partner or civil union partner of a County employee or State, County or municipal official, or any person who is related to such an employee or official, whether by blood, marriage or adoption, as a:

ParentChildBrother SisterAuntUncleNieceNephew

Grandparent GrandchildFather-in-lawMother-in-lawSon-in-lawDaughter-in-lawBrother-in-law Sister-in-law

Stepfather Stepmother Stepson Stepdaughter Stepbrother Stepsister Half-brotherHalf-sister

CONTRACT #:

EDS-9

COOK COUNTY BOARD OF ETHICS FAMILIAL RELATIONSHIP DISCLOSURE FORM

A. PERSON DOING OR SEEKING TO DO BUSINESS WITH THE COUNTY

Name of Person Doing Business with the County:

Address of Person Doing Business with the County:

Phone number of Person Doing Business with the County:

Email address of Person Doing Business with the County:

If Person Doing Business with the County is a Business Entity, provide the name, title and contact information for the individual completing this disclosure on behalf of the Person Doing Business with the County:

B. DESCRIPTION OF BUSINESS WITH THE COUNTY Append additional pages as needed and for each County lease, contract, purchase or sale sought and/or obtained during the calendar year of this disclosure (or the proceeding calendar year if disclosure is made on January 1), identify:

The lease number, contract number, purchase order number, request for proposal number and/or request for qualification number associated with the business you are doing or seeking to do with the County:

The aggregate dollar value of the business you are doing or seeking to do with the County: $

The name, title and contact information for the County official(s) or employee(s) involved in negotiating the business you are doing or seeking to do with the County:

The name, title and contact information for the County official(s) or employee(s) involved in managing the business you are doing or seeking to do with the County:

C. DISCLOSURE OF FAMILIAL RELATIONSHIPS WITH COUNTY EMPLOYEES OR STATE, COUNTY OR MUNICIPAL ELECTED OFFICIALS

Check the box that applies and provide related information where needed

� The Person Doing Business with the County is an individual and there is no familial relationship between this individual and any Cook County employee or any person holding elective office in the State of Illinois, Cook County, or any municipality within Cook County.

� The Person Doing Business with the County is a business entity and there is no familial relationship between any member of this business entity’s board of directors, officers, persons responsible for general administration of the business entity, agents authorized to execute documents on behalf of the business entity or employees directly engaged in contractual work with the County on behalf of the business entity, and any Cook County employee or any person holding elective office in the State of Illinois, Cook County, or any municipality within Cook County.

CONTRACT #:

EDS-10

COOK COUNTY BOARD OF ETHICS FAMILIAL RELATIONSHIP DISCLOSURE FORM

� The Person Doing Business with the County is an individual and there is a familial relationship between this individual and at least one Cook County employee and/or a person or persons holding elective office in the State of Illinois, Cook County, and/or any municipality within Cook County. The familial relationships are as follows:

Name of Individual Doing Business with the County

Name of Related County Employee or State, County or Municipal Elected Official

Title and Position of Related County Employee or State, County or Municipal Elected Official

Nature of Familial Relationship*

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

If more space is needed, attach an additional sheet following the above format.

� The Person Doing Business with the County is a business entity and there is a familial relationship between at least one member of this business entity’s board of directors, officers, persons responsible for general administration of the business entity, agents authorized to execute documents on behalf of the business entity and/or employees directly engaged in contractual work with the County on behalf of the business entity, on the one hand, and at least one Cook County employee and/or a person holding elective office in the State of Illinois, Cook County, and/or any municipality within Cook County, on the other. The familial relationships are as follows:

Name of Member of Board of Director for Business Entity Doing Business with the County




_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

Name of Officer for Business Entity Doing Business with the County




_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

CONTRACT #:

EDS-11

Name of Person Responsible for the General Administration of the Business Entity Doing Business with the County




_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

Name of Agent Authorized to Execute Documents for Business Entity Doing Business with the County




_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

Name of Employee of Business Entity Directly Engaged in Doing Business with the County




_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

_____________________ _____________________ __________________________ _________________

If more space is needed, attach an additional sheet following the above format.

VERIFICATION: To the best of my knowledge, the information I have provided on this disclosure form is accurate and complete. I acknowledge that an inaccurate or incomplete disclosure is punishable by law, including but not limited to fines and debarment.

Signature of Recipient Date

SUBMIT COMPLETED FORM TO: Cook County Board of Ethics 69 West Washington Street, Suite 3040, Chicago, Illinois 60602 Office (312) 603-4304 – Fax (312) 603-9988 [email protected]

* Spouse, domestic partner, civil union partner or parent, child, sibling, aunt, uncle, niece, nephew, grandparent or grandchildby blood, marriage (i.e. in laws and step relations) or adoption.

CONTRACT #:

EDS-12

SECTION 4

COOK COUNTY AFFIDAVIT FOR WAGE THEFT ORDINANCE

I. Contract Information:

Contract Number:

County Using Agency (requesting Procurement):

II. Person/Substantial Owner Information:

Person (Corporate Entity Name): _________________________________________________________

Substantial Owner Complete Name:

FEIN# ________________________________

Date of Birth: E-mail address: __________________________________

Street Address:

City: Zip:

Home Phone: ( ) -

State:

III. Compliance with Wage Laws:

Within the past five years has the Person/Substantial Owner, in any judicial or administrative proceeding, been convicted of, entered a plea, made an admission of guilt or liability, or had an administrative finding made for committing a repeated or willful violation of any of the following laws:

Illinois Wage Payment and Collection Act, 820 ILCS 115/1 et seq., YES or NO

Illinois Minimum Wage Act, 820 ILCS 105/1 et seq., YES or NO

Illinois Worker Adjustment and Retraining Notification Act, 820 ILCS 65/1 et seq., YES or NO

Employee Classification Act, 820 ILCS 185/1 et seq., YES or NO

Fair Labor Standards Act of 1938, 29 U.S.C. 201, et seq., YES or NO

Any comparable state statute or regulation of any state, which governs the payment of wages YES or NO

If the Person/Substantial Owner answered “Yes” to any of the questions above, it is ineligible to enter into a Contract with Cook County, but can request a reduction or waiver under Section IV.

Effective May 1, 2015, every Person, including Substantial Owners, seeking a Contract with Cook County must comply with the Cook County Wage Theft Ordinance set forth in Chapter 34, Article IV, Section 179. Any Person/Substantial Owner, who fails to comply with Cook County Wage Theft Ordinance, may request that the Chief Procurement Officer grant a reduction or waiver in accordance with Section 34-179(d).

"Contract" means any written document to make Procurements by or on behalf of Cook County. "Person" means any individual, corporation, partnership, Joint Venture, trust, association, limited liability company, sole proprietorship or other legal entity.

"Procurement" means obtaining supplies, equipment, goods, or services of any kind.

"Substantial Owner" means any person or persons who own or hold a twenty-five percent (25%) or more percentage of interest in any business entity seeking a County Privilege, including those shareholders, general or limited partners, beneficiaries and principals; except where a business entity is an individual or sole proprietorship, Substantial Owner means that individual or sole proprietor.

All Persons/Substantial Owners are required to complete this affidavit and comply with the Cook County Wage Theft Ordinance before any Contract is awarded. Signature of this form constitutes a certification the information provided below is correct and complete, and that the individual(s) signing this form has/have personal knowledge of such information. County reserves the right to request additional information to verify veracity of information contained in this Affidavit.

CONTRACT #:

EDS-13

IV. Request for Waiver or Reduction

If Person/Substantial Owner answered “Yes” to any of the questions above, it may request a reduction or waiver in accordance with Section 34-179(d), provided that the request for reduction of waiver is made on the basis of one or more of the following actions that have taken place:

The Person/Substantial Owner must submit documentation to support the basis of its request for a reduction or waiver. The Chief Procurement Officer reserves the right to make additional inquiries and request additional documentation.

V. AffirmationThe Person/Substantial Owner affirms that all statements contained in the Affidavit are true, accurate and complete.

Signature: Date:_________________

Name of Person signing (Print): ______________________________ Title:_________________________

Subscribed and sworn to before me this day of , 20

X Notary Public Signature Notary Seal

Note: The above information is subject to verification prior to the award of the Contract.

CONTRACT #:

EDS-14

There has been a bona fide change in ownership or Control of the ineligible Person or Substantial Owner. YES or NO

Disciplinary action has been taken against the individual(s) responsible for the acts giving rise to the violation. YES or NO

Remedial action has been taken to prevent a recurrence of the acts giving rise to the disqualification or default. YES or NO

Other factors that the Person or Substantial Owner believe are relevant. YES or NO

SECTION 5

CONTRACT AND EDS EXECUTION PAGE

The Applicant hereby certifies and warrants that all of the statements, certifications and representations set forth in this EDS are true, complete and correct; that the Applicant is in full compliance and will continue to be in compliance throughout the term of the Contract or County Privilege issued to the Applicant with all the policies and requirements set forth in this EDS; and that all facts and information provided by the Applicant in this EDS are true, complete and correct. The Applicant agrees to inform the Chief Procurement Officer in writing if any of such statements, certifications, representations, facts or information becomes or is found to be untrue, incomplete or incorrect during the term of the Contract or County Privilege.

Execution by Corporation

Corporation’s Name President’s Printed Name and Signature

Telephone Email

Secretary Signature Date

Execution by LLC

LLC Name *Member/Manager Printed Name and Signature

Date Telephone and Email

Execution by Partnership/Joint Venture

Partnership/Joint Venture Name *Partner/Joint Venturer Printed Name and Signature


Execution by Sole Proprietorship

Printed Name Signature Assumed Name (if applicable)


Subscribed and sworn to before me this ____________day of _________, 20___.

My commission expires:

Notary Public Signature Notary Seal

*If the operating agreement, partnership agreement or governing documents requiring execution by multiple members, managers,partners, or joint venturers, please complete and execute additional Contract and EDS Execution Pages.

CONTRACT #:

EDS-15

SECTION 6 COOK COUNTY SIGNATURE PAGE

CONTRACT #:

EDS-16

ON BEHALF OF THE COUNTY OF COOK, A BODY POLITIC AND CORPORATE OF THE STATE OF ILLINOIS, THIS CONTRACT IS HEREBY EXECUTED BY:

Cook County Chief Procurement Officer Date

Assistant State's Attorney(Required on contracts over $1,000,000

Date

APPROVED AS TO FORM:

CONTRACT TERM & AMOUNT

Original Contract Term

Contract #

Renewal Options (If Applicable)

Contract Amount

Cook County Board Approval Date (If Applicable)