Company Name: _____________________
RFQ 2016- R0008
REQUEST FOR QUALIFICATIONS
News Bureau Photographer
AT
COLLEGE of DuPAGE
COMMUNITY COLLEGE DISTRICT NO. 502
RESPONSES DUE: Tuesday, September 15, 2015 at 2:00 p.m. CST
In the event of office closure due to inclement weather, bid deadline will be extended to the next
business day at the same time.
DELIVER QUALIFICATIONS TO:
COLLEGE of DuPAGE
PURCHASING DEPARTMENT
BID/QUALIFICATION BOX
BIC ROOM 1540
425 FAWELL BLVD.
GLEN ELLYN, ILLINOIS 60137
ISSUED BY THE
PURCHASING DEPARTMENT
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RFQ 2016-R0008
Purchasing Department
425 Fawell Boulevard
Glen Ellyn, Illinois 60137-6599
http://www.cod.edu
PHONE (630) 942-2217
FAX
(630) 942-3750
August 27, 2015
REQUEST FOR QUALIFICATION
Qualifications for News Bureau Photographer will be received by the College of DuPage, District 502, at
the office of the Purchasing Manager, Berg Instructional Center (BIC) Building, Room 1540, 425 Fawell
Blvd, Glen Ellyn, IL 60137, until 2:00 PM CST, Tuesday, September 15, 2015, at which time they will be
reviewed for consideration. In the event of office closure due to inclement weather, RFQ deadline will
be extended to the next business day at the same time.
Any qualification received after the date and time stated above will be returned unopened. College of
DuPage shall not be responsible for qualifications that are not received at the specific office location
indicated above by the stated deadline. It is solely, the Respondent’s responsibility, to ensure that
adequate time is allowed for timely and accurate delivery.
No qualification shall be withdrawn for a period of sixty (60) days after the qualification closing date without
the consent of the College.
REQUESTS FOR INFORMATION/CLARIFICATION
If any Respondent submitting a qualification for this project is in doubt as to the true meaning of the
specifications or other documents or any part thereof, Respondent shall request clarification from the
Buyer. Questions must be submitted in writing and be directed via email to: purchasing@cod.edu no later
than Tuesday, September 8, 2015 at 2:00pm. Questions for which answers are provided will be
communicated to plan holders via addendum.
The College of DuPage reserves the right to reject any qualification if it is not deemed suitable for the
purpose for which it is intended. The Respondent acknowledges the right of the Owner to reject any or all
qualifications and to waive any informality or irregularity in any qualification received. In addition, the
Respondent recognizes the right of the Owner to reject a qualification if the Respondent failed to submit
the data required by the qualification documents, or if the qualification is in any way incomplete or
irregular.
REGULATIONS
The Respondent, warrants that they are familiar with and they shall comply with all Federal, State, and
Local Laws, statutes, ordinances, rules and regulations and the orders and decrees of any courts or
administrative bodies or tribunals in any manner affecting the performance of the Contract, including,
without limitation, Workmen’s Compensation Laws, minimum salary and wage statutes and regulations,
laws with respect to permits and licenses and fees in connection therewith, laws regarding maximum
working hours and laws and regulations with respect to use of explosives. No plea of misunderstanding or
ignorance thereof will be considered. Whenever required, the Contractor, or Subcontractor, shall furnish
the college with satisfactory proof of compliance with said Federal, State and Local Laws, statutes,
ordinances, rules, regulations, orders, and decrees.
EQUAL EMPLOYMENT OPPORTUNITY
In the hiring of employees for the performance of work under the Contract and any subcontract thereunder,
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no Contractor or Subcontractor shall, by reason of race, color, sex, religion, national origin, ancestry, age,
marital status, disability, unfavorable military discharge or sexual orientation discriminate against any
citizen of the United States, in the employment of Labor or workers, who are qualified and available to
perform work to which the employment is related. Neither shall any Contractor or Subcontractor, or any
person on behalf of either, discriminate against or intimidate any employee hired for the performance of
work under this Contract on account of race, color, sex, religion, national origin, ancestry, age, marital
status, disability, unfavorable military discharge or sexual orientation.
EXCEPTIONS TO SPECIFICATIONS
All prospective Respondents must read the specifications and College agreement terms and conditions
attached to this RFQ carefully. Any exceptions, including additions and/or deletions to the specifications,
terms or conditions presented must be clearly stated and summarized as a separate section in the
qualification response. Each Contractor shall submit a detailed summary statement of any and all
exceptions taken to any part of this qualification with reference to the specific document, section and/or
paragraph(s) involved. It shall be mutually understood that the Respondent shall comply with all
specifications, terms, and conditions of the qualification documents unless specifically excluded in their
qualification response. Unfamiliarity with the College's agreements, operations, and facilities shall not
relieve the successful Contractor from the necessity of providing, without cost to the College, any materials
or performing any labor or service that may be required to carry out the intent of the resulting agreements.
Respondent’s signature shall be construed as acceptance of, and willingness to comply with, all provisions
of the qualification and resulting agreements unless noted.
ERROR IN QUALIFICATION
Where a Respondent claims to have made a mistake in the response to the request for qualification, such
mistake must be called to the attention of the College of DuPage within twenty-four (24) hours after the
qualification closing date. Within forty-eight (48) hours of the qualification closing date, Respondent shall
submit to the College of DuPage original documentary evidence to the College’s designated contracting
officer with a detailed explanation of how the mistake was made. Failure to conform to this requirement
precludes the Respondent from withdrawing its qualification based upon a qualification mistake. If such
notice, proof and explanations have been tendered, and the contracting officer is convinced that a bona
fide mistake has been made, the contracting officer may recommend to the Board of Trustees that the
respondent be allowed to withdraw its qualification and recommend that the qualification be awarded to the
next qualification accepted by the selection committee. If the Board determines by majority vote, that the
qualification has a bona fide error, no award will be made upon such qualification.
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INSTRUCTIONS TO RESPONDENTS
DEFINITIONS
QUALIFICATION WARRANTIES
The submission of a Qualification shall constitute a warranty that: (i) Respondent has carefully and
thoroughly reviewed the Request for Qualification documents and has found them complete and free from
ambiguities and sufficient to describe the work; (ii) Respondent and all employees it intends to use in the
performance of this Contract are skilled and experienced in the type of work or services called for by the
request for qualification Documents; and (iii) neither the Respondent nor any of its employees, agents,
suppliers or subcontractors have relied on any verbal representations from the College, or any of the
College's employees, agents, or consultants, in preparing the Qualification.
SUBMISSION OF QUALIFICATIONS
All Respondents shall submit either:
1.
One (1) original and two (2) copies of the entire RFQ including this entire RFQ packet,
unbound and unstapled, and any required items to be submitted according to the
Specifications and Evaluation Criteria indicated in this RFQ, in a sealed envelope, and shall
deliver them to Bid box located at: College of DuPage, Room BIC 1540, 425 Fawell Blvd.,
Glen Ellyn, Illinois 60137, attention Purchasing Manager, no later than the date and hour for
the Qualification Closing date as shown in the legal advertisement. The envelope submitted
by the responder shall carry the following information on the face of the envelope:
Responder’s name, address, subject matter of Qualification, advertised date of Qualification
Closing and the hour designated for Qualification Closing as shown in the legal advertisement.
When hand delivering qualifications, Vendors will need to allow sufficient time to locate
available parking and report to the stated location. The college will not be responsible nor
make allowances for any delays in delivery of qualifications.
2.
An electronic submission of the completed RFQ packet and any required items to be
submitted according to the Specifications and Evaluation criteria indicated in this RFQ to
purchasing@cod.edu no later than the date and time listed in these documents.
QUALIFICATIONS TO CONFORM TO REQUIREMENTS OF LEGAL ADVERTISING
The College will not entertain or consider any Qualifications: (i) received after the time specified in the legal
advertisements; (ii) not accompanied by the required qualification deposit, if applicable; or (iii) in any other
way failing to comply fully with the conditions stated in the legal advertisement.
COMPETENCY OF QUALIFICATION
No Qualification will be accepted from or Contract awarded to a Respondent that is in arrears or is in
default to the College upon any debt or Contract, or that is a defaulter, as surety or otherwise upon any
obligation to said College, or has failed to perform faithfully any previous contract with the College.
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CONSIDERATION OF QUALIFICATIONS
The College reserves the right to reject or accept any or all request for qualifications, to extend the request
for qualifications period, to waive technicalities in the Contract Documents and/or to direct that the project
be abandoned prior to award of the Contract.
WITHDRAWAL OF QUALIFICATIONS
Respondents may withdraw their Qualifications at any time prior to the time specified in the legal
advertisement as the date and hour set for the Qualification closing. However, no responder shall
withdraw, cancel or modify its qualification for a period of ninety (90) calendar days after said advertised
Qualification closing.
NOTICES
All communications and notices between the College and Respondents regarding the Contract Documents
shall be in writing delivered or delivered to the physical address or email address listed in the RFQ
documents, or delivered via email. Notices to the Respondents shall be addressed to the name and
address or email address provided by the Respondents; notices to the Purchasing Manager shall be
addressed to Purchasing Department, College of DuPage, Room BIC 1540, 425 Fawell Blvd., Glen Ellyn,
Illinois 60137, or purchasing@cod.edu .
DISQUALIFICATION
Under no circumstances are respondents to contact or discuss this RFQ with any College of DuPage
employee, other than using the methods outlined in this RFQ, any of the information contained herein or
about this project in general. Respondents are strictly forbidden from visiting the College’s locations or
approaching any College employee, vendor, contractor or subcontractor for any information related to this
RFQ or this project without the direct knowledge and authorization in writing in advance from the
Purchasing Manager or Buyer. Violation of these provisions may subject the respondent to immediate
disqualification.
USE OF THE COLLEGE OF DUPAGE NAME
Vendors will not use the College of DuPage name or logo in any form or any manner whatsoever without
prior written permission from College of DuPage.
END OF SECTION
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REQUIREMENTS
College of DuPage regularly employs freelance photographers to execute a variety of projects, including
special events, athletics, academic programming, portraits, and interior and outdoor campus and building
shots.
To ensure ample coverage, we are assembling a pool of freelance photographers who are able and willing
to take jobs on our main campus in Glen Ellyn and at area off-site locations. The following key
qualifications are required to be considered.
Please include the following information in the order presented below:
A.
Company Profile
1. Company Name:
2. Company Address:
3. Contact Name:
4. Phone Number:
5. Email Address:
6. Number of Years in Business:
7. Number of Employees:
B.
1.
2.
3.
4.
C.
1.
D.
1.
2.
3.
4.
E.
1.
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Relevant Experience and Capabilities
List colleges, universities and/or other agencies and clients.
List and describe required notice for assignments and turnaround time for assignments.
List general contract terms regarding image ownership.
Provide 3 (three) references, including pertinent contact information for all references.
Organization of Photography Team
List team members who will be assigned to potential projects for College of DuPage. For
each photographer, please provide:
a. Job title
b. Years’ experience
c. Educational and professional qualifications of each team member
(Degree/Certification)
d. Experience and any applicable past project list of each team member
e. Web address for portfolio of work for each team member
College of DuPage News Bureau Requirements for Freelance Photographers
All photos are immediately the property of College of DuPage; no additional charges for
future use of these photos can be incurred by the photographer/companies we employ.
Turnaround is required within 24 to 72 hours of the assigned shoot. These photos are to
be uploaded to the College’s FTP location.
Photographers must be available to for assignments during regular work house, as well
as evenings and weekends.
College of DuPage does not work on an annual contract basis with freelance
photographers; we require electronic invoicing for each assignment.
Respondent Approach
Identify what is unique about your approach to photography that your company will bring
to College of DuPage.
2. Detail why your firm is currently the best available to provide the requested services to
the College of DuPage.
CERTIFICATIONS
THE UNDERSIGNED IS CAUTIONED TO CAREFULLY READ THESE CERTIFICATIONS PRIOR TO SIGNING THE
SIGNATURE PAGE. SIGNING THE SIGNATURE PAGE SHALL CONSTITUTE A WARRANTY BY THE UNDERSIGNED
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 UNDERSIGNED IS NOTIFIED THAT IF THE COLLEGE LEARNS THAT ANY OF THE FOLLOWING
CERTIFICATIONS WERE FALSELY MADE, THAT ANY CONTRACT ENTERED INTO WITH THE UNDERSIGNED
SHALL BE SUBJECT TO TERMINATION.
A.
Human Rights Act. To the extent required by law, Contractor shall abide by
the Illinois Human Rights Act, 775 ILCS 10/0.01 et seq.
B.
Drug Free Workplace. To the extent required by law, Contractor shall abide with the
requirements of the Drug Free Workplace Act 30 ILCS 580.1 et seq.
.
C. Non-debarment. By executing this agreement Contractor certifies that it has not been
debarred from public contracts in the State of Illinois for violating either 33E-3 or
33E-4 of
the Public Contracts Act, 720 ILCS 5/33E-1 et seq.
D. Fair Employment Practice: Company is in compliance with all State and Federal laws
regarding Fair Employment Practice as well as all rules and regulations. Yes______
No________
ADVICE
MINORITY/WOMAN-OWNED, DISADVANTAGED BUSINESS? YES_____ NO_____. If yes, please
attach copy of certification and advise certification number and expiration date below:
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