REQUEST FOR PROPOSAL ( RFP ) FOR TAXICAB DISPATCH APPLICATION E-HAIL PROGRAM. Required for use and distributed by:

Transcription

1 REQUEST FOR PROPOSAL ( RFP ) FOR TAXICAB DISPATCH APPLICATION E-HAIL PROGRAM Required for use and distributed by: CITY OF CHICAGO (Department of Business Affairs and Consumer Protection) All proposals and other communications must be addressed and returned to: Attn: Taicab Dispatch App Program Department of Business Affairs and Consumer Protection Public Vehicles Operations BACPPV@cityofchicago.org W. Ogden, First Floor Chicago, IL A Pre-Proposal Conference will be held on May 15, 2015 at 3:00 P.M. Central Standard Time (CST), at the Department of Business Affairs and Consumer Protection, 121 N. LaSalle Street, City Hall, Room 805, Hearing Room, Chicago, IL Attendance is Non-Mandatory, but encouraged. PROPOSALS MUST BE RECEIVED NO LATER THAN 4:00 P.M., CENTRAL TIME, ON JUNE 5, 2015 RAHM EMANUEL MAYOR MARIA GUERRA LAPACEK COMMISSONER, BACP Page 1 of 58

2 TABLE OF CONTENTS Page I. GENERAL INVITATION... 5 II. BACKGROUND FOR TAXICAB DISPATCH APPLICATION E-HAIL PROGRAM. 6 III. GENERAL INFORMATION AND GUIDELINES Communications Between the City of Chicago and Respondents Deadline and Procedures for Submitting Proposals RFP Information Resources Procurement Timetable Transparency Website: Trade Secrets Addenda City s Rights to Reject Proposals No Liability for Costs Prohibition on Certain Contributions.- Mayoral Eecutive Order No False Statements Inspector General and Legislative Inspector General Duty to Report Corrupt Activity Format of Proposals...13 IV. ADDITIONAL INFORMATION, PROPOSAL REQUIREMENTS, AND EVALUATION PROCESS Required Contents of Proposal Evaluating Proposals...20 EXHIBIT SCOPE OF SERVICES FOR E-HAIL TAXICAB DISPATCH SERVICE APPLICATION PROGRAM EXHIBIT MANDATORY AND PREFERRED FUNCTIONALITY FOR E-HAIL TAXICAB DISPATCH SERVICE APPLICATION PROGRAM EXHIBIT ITEMIZED COST PROPOSAL (CHARGES TO BE IMPOSED ON TAXICAB LICENSE HOLDERS, TAXICAB DRIVERS, AND/OR PASSENGERS) EXHIBIT INSURANCE REQUIREMENTS AND INSURANCE CERTIFICATE FOR E-HAIL TAXICAB DISPATCH APPLICATION EXHIBIT E-HAIL TAXICAB DISPATCH APPLICATION PROGRAM RULES EXHIBIT COMPANY PROFILE INFORMATION EXHIBIT ONLINE CITY OF CHICAGO ECONOMIC DISCLOSURE STATEMENT AND AFFIDAVIT (EDS) AND APPENDIX A INSTRUCTIONS AND ATTACHMENT A, ONLINE EDS ACKNOWLEDGEMENT EXHIBIT Page 2 of 58

3 AGREEMENT Agreement Attachment A Additional Terms and Conditions Page 3 of 58

4 EXHIBITS Ehibit 1: Ehibit 2: Ehibit 3: Ehibit 4: Ehibit 5: Ehibit 6: Ehibit 7: Ehibit 8: Scope of Services for E-Hail Taicab Dispatch Service Application Program Mandatory and Preferred Functionality of Applications for E-Hail Taicab Dispatch Service Application Program Itemized Cost Proposal (Charges to Be Imposed on Taicab License Holders, Taicab Drivers, and/or Passengers) Insurance Requirements and Insurance Certificate Taicab Dispatch Application Program Rules Company Profile Information Online City of Chicago Economic Disclosure Statement and Affidavit and Appendi A (EDS) Instructions and Attachment A, Online EDS Acknowledgement Agreement Agreement Ehibit A: Additional Terms and Conditions Page 4 of 58

5 REQUEST FOR PROPOSAL ( RFP ) for TAXICAB DISPATCH APPLICATION E-HAIL PROGRAM I. GENERAL INVITATION The Taicab Dispatch Application E-Hail Program seeks to designate internetenabled applications that will dispatch City of Chicago licensed taicabs pursuant to requirements listed in this RFP. The City of Chicago recognizes the traveling public and commuters increasing desire to request and pay for taicab services using internet-enabled and software based technology ( E-Hail ). The goal of the Taicab Dispatch Application E-Hail Program (the Program ) is to improve the eperience of the taicab riding public by promoting modern methods of procuring taicab services that are reliable, secure, and easy to use by the general public. The City of Chicago (the City ) acting through its Department of Business Affairs and Consumer Protection ( BACP ) invites the submission of proposals in response to this Request for Proposals ( RFP ) for inclusion in a select group of E-Hail applications. For purposes of this RFP, Commissioner means the Commissioner of BACP. Department means BACP. Respondent means the companies or individuals that submit proposals in response to this RFP. Selected Respondent or Contractor means the chosen awardee(s). Proposal will refer to the documents submitted in response to this RFP. Period of Designation or Designation means the time during which Respondent is required by the City to perform the Services. By submitting a Proposal in Response to this RFP, Respondents agree that, if selected, they will meet the requirements described in this RFP and comply with all applicable laws, including rules and regulations promulgated by the Commissioner. Page 5 of 58

6 II. BACKGROUND FOR TAXICAB DISPATCH APPLICATION E-HAIL PROGRAM Pursuant to Section of the Municipal Code, the City shall establish a Program by which it will require City of Chicago licensed taicabs to accept dispatches through internet-enabled applications and allow passengers to electronically hail City of Chicago licensed taicabs. The purpose of this RFP is to qualify one or more such electronic hailing applications ( E-Hail App or App or Application ) that best meet the requirements of the City as eligible for use with this Program. The taicab industry is not prohibited from using applications other than E-Hail Apps designated pursuant to this RFP; however, use of any non-designated application will not satisfy the Program requirements that taicabs must use at least one of the City-designated Applications. The Period of Designation for any E-Hail App selected by the Commissioner under this RFP will be for one (1) year and three (3) optional etension periods of one (1) year each, to be eercised in the sole discretion of the Commissioner. The Commissioner, in her discretion, may terminate designation pursuant to the rules that she promulgates for the Program. Ehibit 5 contains preliminary rules that will be promulgated by the Commissioner that will govern the entities whose applications are selected pursuant to this RFP; the Commissioner may amend them from time to time in her discretion. The rules govern, among other things, required functionality for the E-Hail Apps, reporting requirements to the City, prohibitions, and prescriptions regarding contracts between the E-Hail App providers and the taicab companies. The Commissioner has the right to make changes to the Program in accordance with Section Once selected by the City, the entities providing the E-Hail Apps must sign the Agreement included as Ehibit 8. The City reserves the right to impose by regulation liquidated damages on any entity that breaches the Agreement during the designation period. The functionalities that are required to be provided by the E-Hail Apps, and the functions to be provided by the entities providing them, are described more fully in the pages that follow. Entities with preeisting E-Hail Apps are encouraged to respond. Nothing in this RFP should be construed to permit or encourage Respondents to assign penalties to taicab drivers. III. GENERAL INFORMATION AND GUIDELINES 3.1 Communications Between the City of Chicago and Respondents A. Submission of Questions or Requests for Clarifications All questions or requests for clarification must be in writing, sent by with subject line heading of Questions Regarding the City E-Hail App Program and directed to the Department of Business Affairs and Consumer Protection at BACPPV@cityofchicago.org, and must be received no later than 4:00 p.m. Central Time, on May 22, 2015.]}Respondents are encouraged, but not required, to submit questions one (1) week prior to the scheduled Pre-Proposal Conference. Page 6 of 58

7 No telephone calls will be accepted unless the questions are general in nature. B. Pre-Proposal Conference The City will hold a Pre-Proposal Conference in the Department of Business Affairs and Consumer Protection, Room 805, Hearing Room, City Hall 121 N. LaSalle Street, Chicago, Illinois, at 3:00 p.m.,}central Time on May 15, All parties interested in bidding on this RFP are urged to attend. The City requests that all parties planning on attending the Pre-Proposal Conference notify BACPPV@cityofchicago.org prior to the Pre-Proposal Conference. The communication shall include the names, titles, address and phone number of each attendee. The City will answer questions and clarify the terms of the RFP at the Pre- Proposal Conference. The City may respond both to questions posed on the day of the conference and to questions ed prior to the deadline for receipt of questions per Section 3.1.A. 3.2 Deadline and Procedures for Submitting Proposals 1. To be assured of consideration, Proposals must be received by the City of Chicago at the address listed in below no later than 4:00 P.M. Central Time on June 5, The City may, but is not required to accept Proposals that are not received by the date and time set forth in Section 3.1 above. Only the Commissioner has the authority to determine whether to accept or return late Proposals. Failure by a messenger delivery service or printing service to meet the deadline will not ecuse the Respondent from the deadline requirement. It is Respondent's sole responsibility to ensure that the Proposal is received as required. 3. Proposals must be delivered to the following address: ATTN: E-Hail Taicab Dispatch Application Program RFP City of Chicago Department of Business Affairs and Consumer Protection Public Vehicles Operations 2350 W. Ogden, First Floor Chicago, Illinois Respondent must submit 1 original hardcopy, 5 duplicate hardcopies, 1 electronic searchable pdf format copy, and 1 redacted electronic pdf copy. Electronic copies must be stored and delivered on an USB flash drive clearly labeled with RFP respondent s name. The original documents must be clearly marked as ORIGINAL, and must bear the original signature of an authorized corporate agent on all documents requiring a signature. Copies must be eact duplicates of the ORIGINAL. Respondent must enclose all documents in sealed envelopes or boes. Page 7 of 58

8 5. The outside of each sealed envelope or bo must be labeled as follows: Proposal Enclosed Request for Proposal (RFP) for E-Hail Taicab Dispatch Application Program Due: 4:00 p.m. Central Time, June 5, 2015 Submitted by: (Name of Respondent) Package of 6. The City s opening of Respondent s sealed envelope(s) or package(s) containing a Proposal shall neither be deemed nor constitute acceptance by the City of Respondent s Proposal. The City reserves the right to open and inspect all such sealed envelope(s) or package(s), regardless if the same were submitted by the due date and time specified in this RFP, for any purpose, including without limitation, determining the particular RFP to which Respondent has responded, determine if a Proposal was submitted by the date and time specified in this RFP. 3.3 RFP Information Resources Respondents are solely responsible for acquiring the necessary information or materials. Information for preparing a response to this RFP can be located in the following areas of the City s website: Pre-Bid/Proposal Conference Attendees, and Addenda and Ehibits, if any. 3.4 Procurement Timetable The timetable for the RFP solicitation is summarized below. Note that these are target dates and are subject to change by the City. Key Activity City Issues RFP Pre-Proposal Conference Target Date Monday, May 4, 2015 Friday, May 15, 2015 at 3:00 p.m. (CST) BACP Hearing Room Suite 805 City Hall 121 N. LaSalle St., Chicago, IL Post-Conference Questions Due Friday, May 22, 2015 Addendum Response to Clarifying Questions Proposals Due Friday, May 29, 2015 Friday, June 5, 2015 by 4:00 p.m. (CST) Page 8 of 58

9 3.5 Transparency Website: Trade Secrets Consistent with the City's practice of making available all information submitted in response to a public procurement, all proposals, any information and documentation contained in them, any additional information or documentation submitted to the City as part of this solicitation, and any information or documentation presented to City as part of negotiation of a contract or other agreement may be made publicly available through the City's Internet website. However, Respondents may designate those portions of the Proposal which contain trade secrets or other proprietary data ("Data") which Respondents desires remain confidential. To designate portions of the Proposal as confidential, Respondent must: A. Mark the cover page as follows: "This Proposal includes trade secrets or other proprietary data. B. Mark each sheet or Data to be restricted with the following legend: "Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this RFP." C. Provide a USB flash drive with a redacted copy of the entire Proposal or submission in.pdf format for posting on the City's website. Respondent is responsible for properly and adequately redacting any Data which Respondent desires remain confidential. If entire pages or sections are removed, they must be represented by a page indicating that the page or section has been redacted. Failure to provide a USB flash drive with a redacted copy may result in the posting of an un-redacted copy. Indiscriminate labeling of material as "Confidential" may be grounds for deeming a Proposal as non-responsive. All Proposals submitted to the City are subject to the Freedom of Information Act. The City will make the final determination as to whether information, even if marked "confidential," will be disclosed pursuant to a request under the Freedom of Information Act or valid subpoena. Respondent agrees not to pursue any cause of action against the City with regard to disclosure of information. 3.6 Addenda If it becomes necessary to revise or epand upon any part of this RFP, an addendum will be posted at and disseminated via Public Vehicle Industry Notices sent from BACPPV@cityofchicago.org prior to the Proposal due date. BACPPV@cityofchicago.org to sign-up for BACP s Public Vehicle Industry Notices. Each addendum is incorporated as part of the RFP documents, and the prospective Respondent should acknowledge receipt. Respondents are solely responsible for acquiring the necessary information or materials from the Department of Business Affairs and Consumer Protection. Page 9 of 58

10 Any addenda will be posted at the Department of Business Affairs website: An addendum to this RFP may include, but will not be limited to, the following: 1. Responses to questions and requests for clarification sent to the Department of Business Affairs and Consumer Protection; or 2. Responses to questions and requests for clarification raised at the Pre-Proposal Conference; or 3. Responses to questions and requests for clarification which were sent in by the deadline for submission of questions; all in accordance with the provisions of this RFP. 3.7 City s Rights to Reject Proposals The City reserves the right to terminate the RFP process at any time. In addition, the City reserves the right to reject any and all Proposals that do not conform to the requirements set forth in this RFP; or that do not contain at least the information required by this RFP. If no Respondent is selected through this RFP process, then the commissioner may utilize any other method available under her authority to obtain the Services described in this RFP or as may otherwise be so required. 3.8 No Liability for Costs The City is not responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors, or other interested parties in connection with the RFP process, including but not limited to costs associated with preparing the Proposal and/or participating in any conferences, demonstrations, or oral presentations. 3.9 Prohibition on Certain Contributions - Mayoral Eecutive Order No No Contractor or any person or entity who directly or indirectly has an ownership or beneficial interest in Contractor of more than 7.5% ("Owners"), spouses and domestic partners of such Owners, Contractor s Subcontractors, any person or entity who directly or indirectly has an ownership or beneficial interest in any Subcontractor of more than 7.5% ("Subowners") and spouses and domestic partners of such Sub-owners (Contractor and all the other preceding classes of persons and entities are together, the "Identified Parties"), shall make a contribution of any amount to the Mayor of the City of Chicago (the "Mayor") or to his political fundraising committee during (i) the bid or other solicitation process for this Contract or Other Contract, including while this Contract or Other Contract is eecutory, (ii) the term of this Contract or any Other Contract between City and Contractor, and/or (iii) any period in which an etension of this Contract or Other Contract with the City is being sought or negotiated. Contractor represents and warrants that since the date of public advertisement of the specification, request for qualifications, request for proposals or request for information (or any combination of those requests) or, if not competitively procured, from the date the City approached the Contractor or the date the Contractor approached the City, as applicable, Page 10 of 58

11 regarding the formulation of this Contract, no Identified Parties have made a contribution of any amount to the Mayor or to his political fundraising committee. Contractor shall not: (a) coerce, compel or intimidate its employees to make a contribution of any amount to the Mayor or to the Mayor s political fundraising committee; (b) reimburse its employees for a contribution of any amount made to the Mayor or to the Mayor s political fundraising committee; or (c) bundle or solicit others to bundle contributions to the Mayor or to his political fundraising committee. The Identified Parties must not engage in any conduct whatsoever designed to intentionally violate this provision or Mayoral Eecutive Order No or to entice, direct or solicit others to intentionally violate this provision or Mayoral Eecutive Order No Violation of, non-compliance with, misrepresentation with respect to, or breach of any covenant or warranty under this provision or violation of Mayoral Eecutive Order No constitutes a breach and default under this Contract, and under any Other Contract for which no opportunity to cure will be granted. Such breach and default entitles the City to all remedies (including without limitation termination for default) under this Contract, under Other Contract, at law and in equity. This provision amends any Other Contract and supersedes any inconsistent provision contained therein. If Contractor violates this provision or Mayoral Eecutive Order No prior to award of the Contract resulting from this specification, the CPO may reject Contractor s bid. For purposes of this provision: "Other Contract" means any agreement entered into between the Contractor and the City that is (i) formed under the authority of MCC Ch. 2-92; (ii) for the purchase, sale or lease of real or personal property; or (iii) for materials, supplies, equipment or services which are approved and/or authorized by the City Council. "Contribution" means a "political contribution" as defined in MCC Ch , as amended. "Political fundraising committee" means a "political fundraising committee" as defined in MCC Ch , as amended False Statements In accordance with Chapter 1-21 of the Municipal Code, (a) For the purposes of this section, a person knowingly makes a false statement of material fact when that person (i) makes a statement of material fact with actual knowledge that the statement was false, or (ii) makes a statement of material fact with knowledge of facts or information that would cause a reasonable person to be aware that the statement was false when it was made, or (iii) signs, certifies, attests, submits or otherwise provides assurances, or causes any other person to sign, certify, attest, submit or otherwise provide assurances, that a statement of material fact is true or accurate in deliberate ignorance or reckless disregard of the truth or falsity of the statement. For purposes of this section, a person who fails to make a reasonable investigation to determine the accuracy, truthfulness or completeness of any Page 11 of 58

12 material fact acts in deliberate ignorance or reckless disregard of the truth or falsity of the material fact. (b) any person who knowingly makes a false statement of material fact to the city in violation of any statute, ordinance or regulation, or who knowingly makes a false statement of material fact to the city in connection with any application, report, affidavit, oath, or attestation, including a statement of material fact made in connection with a bid, proposal, contract or economic disclosure statement or affidavit, is liable to the city for a civil penalty of not less than $ and not more than $1,000.00, plus up to three times the amount of damages which the city sustains as a result of the violation; the city s litigation and collection costs and attorney s fees; and, any other penalty provided for in the Municipal Code. (c) Any person who signs, certifies, attests, submits or otherwise provides assurances to the city, or causes any other person to sign, certify, attest, submit or otherwise provide assurances to the city, that a statement of material fact made in connection with any application, report, affidavit, oath, attestation or other document submitted to the city is accurate, true or complete, shall make a reasonable investigation to determine the accuracy, truthfulness or completeness of such statement of material fact. (d) When any person signs, certifies, attests, submits or otherwise provides assurances to the city, or causes any other person to sign, certify, attest, submit or otherwise provide assurances to the city, that a statement of material fact made in connection with any application, report, affidavit, oath, attestation or other document submitted to the city is accurate, true or complete, and that statement of material fact is not accurate, true or complete, a rebuttable presumption shall be created that such person has not made a reasonable investigation to determine the accuracy, truthfulness or completeness of such statement of material fact. (e) Any person who aids, abets, incites, compels or coerces the doing of any act prohibited by Chapter 1-21 shall be liable to the city for the same penalties for the violation Inspector General and Legislative Inspector General It is the duty of any bidder, proposer or Contractor, all Subcontractors, every applicant for certification of eligibility for a City contract or program, and all officers, directors, agents, partners and employees of any bidder, proposer, Contractor, Subcontractor or such applicant to cooperate with the Inspector General or the Legislative Inspector General in any investigation or hearing, if applicable, undertaken pursuant to MCC Ch or 2-55, respectively. Contractor understands and will abide by all provisions of MCC Ch and All subcontracts must inform Subcontractors of this provision and require understanding and compliance with them. Page 12 of 58

13 3.12 Duty to Report Corrupt Activity Pursuant to MCC , it is the duty of the Contractor to report to the Inspector General, directly and without undue delay, any and all information concerning conduct which it knows to involve corrupt activity. Corrupt activity means any conduct set forth in Subparagraph (a)(1), (2) or (3) of Section of the MCC. Knowing failure to make such a report will be an event of default under this Contract. Reports may be made to the Inspector General s toll free hotline, 866-IG-TIPLINE ( ) Format of Proposals Proposals must be prepared on 8 ½" X 11" letter size paper (preferably recycled), printed double-sided, and bound on the long side. The City encourages using reusable, recycled, recyclable and chlorine free printed materials for bids, proposal, reports and other documents prepared in connection with this solicitation. Epensive papers and bindings are discouraged, as no materials will be returned. Respondent must submit 1 original hardcopy, 5 duplicate hardcopies, 1 electronic searchable pdf format copy, and 1 redacted electronic pdf copy. Electronic copies must be stored and delivered on an USB flash drive clearly labeled with RFP respondent s name. Respondents are advised to adhere to the submittal requirements of the RFP. Failure to comply with the instructions of this RFP will be cause for rejection of the non-compliant Proposal. Respondent must provide information in the appropriate areas throughout the RFP. While the City recognizes that Respondents provide costs in varying formats, compliance with the enclosed costing structure in Ehibit 3 is required to facilitate equitable comparisons. The detailed Proposal evaluated by the City must include a response to all requirements in this RFP. By submitting a response to this RFP, you are acknowledging acceptance of the Program and its terms. Cover must indicate that the Proposal is for E-Hail Taicab Dispatch Application Program. Sections should be separated by labeled tabs and organized in accordance with subject matter sequence as set forth below. Each page of the Proposal must be numbered in a manner so as to be uniquely identified. Proposals must be clear, concise and well organized. Respondent is strongly discouraged from including advertisement or materials not related specifically to the focus of this RFP. IV. ADDITIONAL INFORMATION, PROPOSAL REQUIREMENTS, AND EVALUATION PROCESS 4.1 Required Contents of Proposal At a minimum, the Proposal must include the following items: Cover Letter Respondent must submit a cover letter signed by an authorized representative of the entity committing Respondent to adhere to the Program requirements. The cover letter must: Page 13 of 58

14 (i) (ii) (iii) (iv) Indicate the number of years the company/organization has been in business, and provide an overview of the eperience and background of the company/organization. Identify the legal name of the company/organization, its headquarters address, its principal place of business, its legal form (i.e., corporation, joint venture, limited liability company or partnership, etc.), and the names of its principals or partners and authority to do business in Illinois with the most recent documents filed with and obtained from the Secretary of State. Indicate the name, telephone number(s) and address of the principal contact for this project. Acknowledge receipt of Addendum issued by the City, if any Eecutive Summary Respondent must provide an eecutive summary which eplains its understanding of the City s intent and objectives for the Program and how its Proposal would achieve those objectives. The summary must discuss Respondent s strategy and methodology for successfully implementing and managing the E-Hail Taicab Dispatch App Services Professional Qualifications and Specialized Eperience of Respondent and Team Members Committed to this Project If Respondent proposes that major portions of the work (such as customer service, IT, or record keeping) will be performed by different team members (e.g. joint venture partners, subcontractors, etc.), Respondent must provide the required information as described below for each such team member. A. Company Profile Information (See Form in Ehibit 6) Identify participants in Respondent s Team. For eample if Respondent is a business entity that is comprised of more than one legal participant (e.g., Respondent is a general partnership, joint venture, etc.), then Respondent must identify or cause to be identified all participants involved, their respective ownership percentages, and summarize the role, degree of involvement, and eperience of each participant separately. If Respondent has a prime contractor/subcontractor relationship instead, this information regarding role, involvement and eperience is also required for any subcontractor that is proposed to provide a significant portion of the work. Provide a chronological history of all mergers and/or acquisitions involving the Respondent team members, including all present and former subsidiaries or divisions and any material restructuring activities, if applicable. Include any such forthcoming actions, if such disclosure Page 14 of 58

15 has already been made generally available to the public and is permitted by law. If Respondent is a joint venture, 1 attach a copy of the joint venture agreement signed by an authorized officer of each joint venture partner. Each partner must eecute: (i) (ii) Separate Economic Disclosure Statement and Affidavit ( EDS ) completed by each partner and one in the name of the joint venture as shown in Ehibit 7. Insurance certificate in the name of the joint venture business entity. B. Business License/Authority to do Business in Illinois Respondent must provide copies of appropriate licenses or certifications required of any individual or entity performing the Services described in this RFP in the City of Chicago, County of Cook and State of Illinois, for itself, its partners and its subcontractors, including evidence that Respondent is authorized by the Secretary of State to do business in the State of Illinois. Provide copies with the Proposal submission. These requirements will vary depending upon the circumstances of each Respondent. See the Department of Business Affairs and Consumer Protection (BACP) website for additional information: If required by law, Respondents are required to have an Illinois Business License. See the State of Illinois, Department of Business Services website for additional information: ( Additionally, visit the State of Illinois Division of Professional Regulation for information regarding the State of Illinois Professional Certifications: Without limiting the foregoing, please note that Selected Respondent must obtain a City of Chicago two-way dispatch license and submit a copy of such license to the Commissioner prior to the commencement of the Period of Designation. Selected Respondent will not receive Designation without submitting proof of such license. 1 For purposes of this RFP, joint venture means a combination of two or more business enterprises, proposing to perform as a single business enterprise, in which each joint venture partner contributes property, capital, efforts, skill and knowledge. Joint ventures must have an agreement in writing specifying the terms and conditions of the relationship between the partners and their respective roles in the project. Page 15 of 58

16 4.1.4 Functionality of Application/Telephone Dispatch Service Required and preferred functionality of the E-Hail App and related services are described in a Table in Ehibit 2. The first column of the Table describes required functionality of the system. The system must meet each such requirement for mandatory functionality. The second column of the Table describes preferred functionality of the system. In its evaluation, the City will consider plans for mandatory or preferred features that are in development as long as the Respondent provides an itemized timeline with dates for when features in development will be fully operational and implemented. For each feature for which Respondent wishes to receive consideration, Respondent must use the last column in Table 1 to indicate whether the feature is available at the time of submission of the Proposal or in development; if the latter, Respondent must indicate when the feature will be available and fully operational. Proposals will be evaluated as described in Section For any functionality to be developed, Respondent must include a narrative describing the actions it will take to achieve the functionality. Although not required, it is highly desired that Selected Respondent provide telephone dispatch as a means of providing broad community accessibility to taicab service. Respondent must indicate in its Proposal whether it plans to provide telephone dispatch. Any plans for telephone dispatch, including when such dispatch would be operational, must be described in the Proposal Implementation and Management Plan Respondent must provide a comprehensive and detailed implementation and management plan which must demonstrate Respondent s capacity to successfully implement and manage the E-Hail Taicab Dispatch App and ability to comply with the Program requirements as described in this RFP. The management plan must address, but not be limited to, the following areas: A. Service Delivery All responses should, at a minimum, address the functional specifications of your E-Hail Taicab Dispatch App and your plan for delivery of related services, including providing dedicated personnel and reports to the City and training to drivers, as outlined in Ehibit 1. The plan should detail how the services will be administered and how your policies and procedures will address the specific components. Page 16 of 58

17 B. Approach to Implementing Services Describe your policies and procedures for quality control/checks, project management, response time, project support & reporting/recommendation services, including your approach to overcoming obstacles, if any, and troubleshooting to resolve problems. C. Dedicated Resources Describe equipment, personnel, software/hardware technologies and other resources available for implementing any proposed services. D. Data Requirements Selected Respondent must keep and make available to the City such data and records as are required of taicab medallion license holders. For reference, see MCC , , , , , and Taicab Licensee Rules and Regulations. Each Respondent s proposal must describe how it will meet these requirements, including providing the following information. Respondent s proposal should, at a minimum describe how privacy will be protected and how the data can be accessed by the City of Chicago, including: Frequency of updates (must be at least daily with data no more than 48- hours old); Method of access, such as API or making available through SFTP; and a description of the data format that will be provided. 2 A description of the authentication protocol that will be required to access the data Itemized Cost Proposal The Respondent must provide pricing as outlined in Ehibit 3 in order for the Respondent s Proposal to be considered responsive to this section. The City of Chicago will provide no compensation to any selected entity pursuant to this RFP. Any compensation shall be epected to be obtained from other sources; the respondents must, in Ehibit 3, identify any and all charges that would be levied on medallion holders, drivers, customers of the cabs or any others. Proposals that fail to include cost proposal information in Ehibit 3 will be 2 Widely-available, widely-used, open file formats, such as Comma-separated values (CSV), JavaScript Object Notation (JSON), or Etensible Markup Language (XML) are preferred. Other formats may be proposed, but justifications must be provided on the reasonableness of the format, including but not limited to: Ability to easily import data into various databases and applications Recognition of the file format as a widely-used standard, including recognition of the format by Internet Engineering Task Force, International Organization for Standardization, World Wide Web Consortium, or other large, widely-recognized standards-setting bodies. Page 17 of 58

18 rejected as incomplete and deemed non-responsive. Preference will be given to cost proposals that minimize costs to passengers, drivers, and medallion holders and that do not overly burden any one group, particularly those required to participate in the program. During the Period of Designation, the Selected Respondent may only assess those charges that are set forth on Attachment F to the Agreement (attached hereto as Ehibit 8), which charges may be less than those in Respondent s proposal, if such is negotiated with Respondent, but in no event may be more than the charges set forth in Respondent s proposal. The charges may be modified only consistent with epress permission granted by the Commissioner pursuant to regulation Financial Statements Respondent must provide a copy of its audited financial statements for the last three years. Respondents that are comprised of more than one entity must include financial statements for each entity. The City reserves the right to accept or reject any financial documentation other than the financial statements requested by this section. If Respondent is unable to provide audited financial statements, state the reasons in your Proposal response and provide financial documentation in sufficient detail to enable the City to assess the financial condition of your company. Sufficient alternate documentation would be un-audited financial statements from those Respondents not required to have their financial statements audited. At a minimum, the statements need to be the balance sheets and income statements (or equivalent) for the requested three years. Assets/liabilities and income/ epenses must be presented in adequate detail for the City to assess the financial condition of the Respondent Economic Disclosure Statement and Affidavit ( EDS ) and Appendi A Respondent shall complete an Economic Disclosure Statement and Affidavit and Appendi A. See Online City of Chicago EDS Instructions and Attachment A Online EDS Acknowledgement in Ehibit 8. If Respondent is a business entity other than a corporation, then each member, partner, etc., of Respondent must complete an EDS, as applicable, per the instructions on the EDS form. In addition, any entity that has an interest in Respondent or in one or more of its members, partners, etc., and is required pursuant to the Municipal Purchasing Act for Cities of 500,000 or More Population (65 ILCS 5/ ) or Chapter of the Municipal Code of Chicago to provide a disclosure must submit a completed and eecuted EDS as an entity holding an interest in an Applicant as described in the EDS. All affidavits must be notarized. The EDS now includes Ehibit B, a hardcopy of which must be submitted to the City and contains questions regarding building scofflaws and problem landlords. Upon completion of Online EDS, Respondent shall submit a copy of 3 documents with their Proposal: 1) Certificate of Filing printed from system, 2) hardcopy of the eecuted Attachment A, Online EDS Acknowledgement form, and 3) hardcopy of Ehibit B in lieu of hardcopy EDS forms. The Respondent submitting as the prime must submit the above referenced EDS documents with its Proposal. Subcontractors may be asked, at the City s discretion, to provide an EDS during the evaluation process. Page 18 of 58

19 4.1.9 Legal Actions Respondent must provide a listing and a brief description of all legal actions brought by or against Respondent or any division, subsidiary or parent entity of Respondent, or (ii) any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation, together with any fines and penalties, for the past five years. A non-eclusive list of such legal actions includes the following in which Respondent or an above-mentioned related party has been: A. A debtor in bankruptcy; or B. A respondent in an administrative action for deficient performance on a project or in violation of a statute or related to service reliability; or C. A plaintiff or defendant in any civil or criminal action; or D. A named insured of an insurance policy for which the insured has paid a claim related to deficient performance under a contract or in violation of a statute or related to service reliability; or E. A principal of a bond for which a surety has provided contract performance or compensation to an obligee of the bond due to deficient performance under a contract or in violation if a statute or related to service reliability; or F. A defendant or respondent in a governmental inquiry or action regarding accuracy of preparation of financial statements or disclosure documents. The City reserves the right to request similar legal action information from Respondent s team members during the evaluation process Insurance Respondent should include a statement that they can comply with the City s insurance requirements. Prior to Designation, the selected Respondent will be required to submit evidence of insurance in the amounts specified in the attached Ehibit References Respondent must provide a minimum of three references for the company and/or corporate officers. Name and contact information (telephone and address) must be listed for each reference Agreement Respondent must eecute the Agreement, attached as Ehibit 8, providing that, if selected by the City of Chicago, the Respondent will maintain compliance with the requirements, specifications, and conditions stated in this RFP as long as an E-Hail Program selected member. City reserves the right to remove a selected E-Hail program member when the selected member fails to maintain attested compliance. Page 19 of 58

20 Marketing Plan Respondent must submit as part of its Proposal a marketing plan describing how it would market the use of its E-Hail App to the public and taicabs. 4.2 Evaluating Proposals Evaluation and Selection Process An Evaluation Committee will be comprised; it will include representatives from the Department of Business Affairs and Consumer Protection and representatives of other City departments, including but not limited to the Department of Information and Technology (DoIT), the Mayor s Office for People with Disabilities (MOPD), the Mayor s Office, and the Department of Procurement Services. Each department shall contribute an equal number of members to the EC. The EC will evaluate the proposals based upon the Evaluation Criteria set forth in this RFP. As part of its evaluation, the EC will consider the submission regarding functionality of the App. The EC may take into consideration whether mandatory or preferred functionality is already in eistence, or whether the Respondent indicates that it will be developed; if the latter, the EC may take into consideration the timetable for development, as well as materials pertaining to the likelihood of development during the timeframe reflected in the Proposal. The EC reserves the right to prefer proposals that offer applications with mandatory and preferred functions already part of the App at the time of submission of the Proposal, rather than proposals that will require development work. The Evaluation Committee may ask Respondents for oral presentations, product demonstrations, or pilots to assist in making its final evaluation. The Evaluation Committee will then select a proposal or proposals, and forward that recommendation to the Commissioner. The EC may also submit a recommendation to reject any or all proposals. The Commissioner may select one or more Respondents recommended favorably by the Evaluation Committee. The Commissioner will notify the Respondent(s) that they have been selected, or, that the City wishes to select the Respondent upon completion of functionality in development. The Respondent will then be required to sign a document (Functionality Document), detailing the functionality that Respondent will be required to maintain for the Period of Designation. If Respondent does not develop the functionality in the timeframe described in the Proposal, or such shorter term as required by the Commissioner, the condition for designation will not be met, and the designation of that Respondent s App will not occur. Once Respondent believes that it has achieved the functionality contained in its Proposal, it shall notify the Commissioner, and Respondent shall perform such tests, at such frequency, to demonstrate to the Commissioner that the App has the promised functionality. Such functionality will then be detailed in a Functionality Document, to which Respondent must adhere during the term of the designation. The City reserves the right to enlist independent consulting services to assist with the evaluation of all or any portion of the Proposal responses as it deems necessary. Page 20 of 58

21 4.2.2 Evaluation Criteria The Evaluation Committee will review the Respondent's Proposal to determine overall responsiveness and completeness of the Proposal with respect to the components outlined in the RFP using the following criteria (not necessarily listed in order of importance): A. Professional and Technical Competence: Ability to meet performance obligations described in this RFP and preferred and required functionality of the E-Hail Tai Dispatch App outlined in Ehibits 1 and 2. Professional Qualifications and Specialized Eperience of Respondent and its Team to providing services to large municipalities. Professional Qualifications and Specialized Eperience of Respondent s Key Personnel (and Team Members) and Local Availability of Key Personnel committed to the City of Chicago. Past and Current Performance of the Respondent (and Team members) in terms of quality and costs of services. The Committee may solicit from any available sources relevant information concerning the Respondent s record of performance. B. Quality, Comprehensiveness and Adequacy of the proposed Implementation and Management Plan. The Evaluation Committee will review each Proposal for the Respondent s understanding of the objectives of the Program and how these objectives may be best accomplished through Respondent s E-Hail Taicab Dispatch App and related services. C. Pricing/Cost Proposal. The City will consider structure, completeness and adequacy of cost as per the Itemized Cost Proposal, Ehibit 3. Preference will be given to cost proposals that minimize costs to passengers, drivers, and medallion holders and that do not overly burden any one group, particularly those required to participate in the program,. D. Legal Actions - The EC will consider any legal actions, if any, by or against Respondent and any division, subsidiary or parent company of Respondent, or against any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation. E. Financial Stability The EC will consider the financial condition of Respondent. Respondent must be financially stable to ensure performance over the duration of the contract. F. Compliance with Laws, Ordinances, and Statutes. The EC will consider Respondent s compliance with all laws, ordinances, and statutes governing the Page 21 of 58

22 Program. See Online City of Chicago EDS Instructions and Attachment A, Online EDS Acknowledgement form in Ehibit 7. G. Adherence to Program Rules. The EC will consider Respondent s willingness to adhere to Program rules and prohibitions. H. Conflict of Interest The EC will consider any information regarding Respondent, including information contained in Respondent s Proposal, that may indicate any conflicts (or potential conflicts) of interest which might compromise Respondent s ability to satisfactorily perform the proposed Services or undermine the integrity of the competitive procurement process. If any Respondent has provided any services for the City in researching, consulting, advising, drafting, or reviewing of this RFP or any services related to this RFP, such Respondent may be disqualified from further consideration. I. References. The EC will consider Respondent s references. J. Agreement. The EC will consider Respondent s willingness to agree that it will maintain compliance with the terms and conditions of the Program. K. Dedicated Resources. The EC will consider the resources available to Respondent for implementing the E-Hail Tai Dispatch App and related services. L. Data Requirements. The EC will consider Respondent s ability to meet data and reporting requirements described in this RFP. M. Insurance. The EC will evaluate Respondent s willingness to procure and maintain required insurance. N. Marketing Plan. The EC will evaluate the adequacy and potential impact of Respondent s Marketing Plan. Page 22 of 58

23 EXHIBIT 1 SCOPE OF SERVICES FOR E-HAIL TAXICAB DISPATCH SERVICE APPLICATION PROGRAM General Service Requirements for E-Hail Taicab Dispatch Service Application Program: 1) Communication with City of Chicago/BACP a. Emergency Telephone Number. Selected Respondent must maintain and provide to the Department a telephone number at which the City of Chicago/Department of Business Affairs & Consumer Protection (BACP) can reach the Selected Respondent s management or ownership within sity (60) minutes on a 24-hour-per-day basis seven days a week. b. Electronic Mail ( ) Address. Selected Respondent must maintain and provide to BACP an address at which the BACP can send, and Selected Respondent can receive, communication on a 24-hour-per-day basis seven days a week. If the Selected Respondent receives an communication which requires a response to BACP, Selected Respondent must respond to the communication within twentyfour (24) hours of receiving the request or as directed in the request. c. Reporting. Selected Respondent must maintain data and provide reports to BACP as described in Section 4.1.5(D) of this RFP. 2) Communication with the Public a. Selected Respondent must ensure Dispatch operators communicating with the public are trained in customer service skills to serve all members of the public. b. Selected Respondent must develop and implement an outreach and marketing program that meets with the Commissioner s approval for promoting the E-Hail Taicab Dispatch Service to the public. 3) Coordinated and Timely Requests for E-Hail Taicab Dispatch Service a. A request for service means a request for taicab transportation service placed by telephone or electronic/digital mode or other accessible and usable means of communication by a member of the general public. b. Selected Respondent must maintain equipment for a uniform two-way dispatch service to communicate to all taicab drivers. Page 23 of 58