HomeMy WebLinkAbout5.3 Bid: Salt Brine and Calcium Chloride11/29/2017 BoardDocs® Pro
Agenda Item Details
Meeting Nov 21, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Subject
5.3 Motion to accept bid for salt brine and calcium chloride in an amount not to exceed
Unit Unit Price
$27,650.
Type
Action (Consent)
Preferred Date
Nov 21, 2017
Absolute Date
Nov 21, 2017
Dollar Amount
27,650.00
Budgeted Yes
Budget Source General Fund and Motor Fuel Tax Fund
Recommended Action Accept the lowest cost responsive bid to supply salt brine and calcium chloride pre -wetting
agents for the 2017/2018 winter season at cost not to exceed $27,650.
Backaround
For many years, the Public Works Department has purchased and applied liquid pre -wetting chemicals to augment the
effectiveness of road salt during snow and ice control operations. Spraying these chemicals on road salt as it is spread
from trucks helps to jump-start the melting process. These chemicals also play an important role in lowering the effective
melting range of road salt. Notably, chemicals containing chlorides help salt to melt at temperatures as low as zero
degrees Fahrenheit.
To facilitate the procurement of these materials, staff prepared detailed bid specifications and solicited bids from four (4)
industrial chemicals suppliers and posted a public notice on the Onvia Demandstar website (online bidding house).
Bid Results
Sealed bids were opened at 1:00 PM on November 6, 2017 and read aloud. Three (3) bids were received. The results
are noted in Table 1 below. Table 2 depicts current prices for bid materials purchased through current joint purchasing
contracts.
Table 1: Bid Results
Bidder quantity
Description
Unit Unit Price
Total
Gasaway Distributors 40,000
Brine
Gallons 0.4075
$16,300
.............................................................................................................................................................................................................................................................................................................................................................................................
20,000
.............................................................................................................................................................................................................................................................................................................................................................................................
Calcium Chloride
Gallons 0.5675
$11,350
Bid Total:
.............................................................................................................................................................................................................................................................................................................................................................................................
$27,650
.................B.rLn.e..............................................................G.a.l.l.o.ns...
...Solutions,
.......Ln.c..................... �49,999
SNI
0..5.5.0.0..............................2.Z....o.o.o.....
$ ,
2.0....0.0.0.................C.a.1.c.1.u.m....C.h.1.o.n
e.......G.a.1.1.o.n.s....N.o....B.L
..........................N.Q....B.l..............
Silcalco, LTD 40,000 Brine Gallons No Bid No Bid
2.0....0.0.0 ................ LC.a.l.cl.u.m...C.h.l.o.r l.a.e......�Gallons 0.60.8.3 .....V � V
http://www.boarddocs.com/il/vomp/Board.nsf/Public 1/2
11/29/2017
Total Bid:
State of Illinois CMS (State Bid) 40,000 Brine
20,000 Ca cium
Chloride
Discussion
BoardDocs® Pro
n Unit Unit Totall
Price
..........................................................................................................................
Gallons 0.4300 $17,20C
Gallons0.6100 $12,20C
allons No Bid No Bid
allons 0.6083 $12,166
The lowest cost bidder for both salt brine and calcium chloride is Gasaway Distributors of Romeoville, Illinois (Gasaway).
Gasaway was the only bidder to supply pricing for both chemicals and the unit prices for each were lower than
competitive bids. In addition, Gasaway's unit costs are lower than rates available on current joint purchasing contracts
administered by the Suburban Purchasing Cooperative (Northwest Municipal Conference) and the State of Illinois Central
Management Services (CMS). Gasaway has successfully fulfilled similar contracts for the Village of Mount Prospect in the
past. Gasaway's references indicated that the firm has successfully fulfilled similar contracts for several other Chicago
area municipalities.
Alternatives
1. Accept lowest cost bid for salt brine and calcium chloride.
2. Action at discretion of the Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid to supply salt brine and calcium chloride
pre -wetting agents for the 2017/2018 winter season for an amount not to exceed $27,650.
Liquid Snow and Ice Control Material Bid- 2017-2018 - Bid Specs.pdf (110 KB)
Salt Brine and Calcium Chloride - 2017_2018 - GASAWAY DISTRIBUTORS. pdf (3,998 KB)
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will
be no separate discussion of those items unless a Board member or member from the audience so requests, in which the
item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
Accept the monthly financial report for October 2017.
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
http://www.boarddocs.com/il/vomp/Board.nsf/Public 2/2
Village of Mount Prospect Public Works
Request for Bids
For
Salt Brine & Calcium Chloride Solutions
Bid due date/time: November 6, 2017 - 1:00 P.M.
Village of Mount Prospect Public Works
Request for Bids
Description: Salt Brine & Calcium Chloride Solutions
Bid due date/time: November 6, 2017 at 1:00 p.m.
Sealed bids will be received for Salt Brine & Calcium Chloride (Liquid). Bids will be
received no later than 1:00 p.m. local time on November 6, 2017 at the office of Village
Manager, Village of Mount Prospect, 3rd Floor, 50 South Emerson Street, Mount Prospect,
Illinois 60056, and then publicly read aloud.
Please place your bid in a sealed envelope clearly marked "SEALED BID — Salt Brine &
Calcium Chloride Solutions" and with the following information: company's name,
address, item bid, date and time of opening.
Bidder is submitting pricing to supply liquid salt brine and calcium chloride throughout the
2017/2018 winter season.
Bid deposit is waived and not required. No payment/performance bond is required.
Bid packages are available for download from the Village of Mount Prospect website
www.mountprospect.org/bids.
The Village of Mount Prospect reserves and affirms the right to reject any or all bids, have
pre -determined pre -qualifications, to waive any and all informalities, technicalities and
irregularities in the bids, and to make an award based on the best interests of the Village.
FA
VILLAGE OF MOUNT PROSPECT
GENERAL CONDITIONS TO BIDDERS
AND INSTRUCTION TO BIDDERS
THE GENERAL TERMS AND CONDITIONS WHICH FOLLOW APPLY TO ALL PURCHASES
AND BECOME A DEFINITE PART OF EACH FORMAL INVITATION TO BID, PURCHASE
ORDER, OR CONTRACT ISSUED BY THE VILLAGE OF MOUNT PROSPECT ("VILLAGE"),
UNLESS OTHERWISE SPECIFIED. BY SUBMITTING A BID, THE BIDDER AGREES TO BE
BOUND BY THESE TERMS AND CONDITIONS. BIDDERS OR THEIR AUTHORIZED
REPRESENTATIVES ARE EXPECTED TO FULLY INFORM THEMSELVES OF THE
CONDITIONS, REQUIREMENTS, AND SPECIFICATIONS BEFORE SUBMITTING BIDS,
FAILURE TO DO SO WILL BE AT THE BIDDER'S OWN RISK AND THE BIDDER CANNOT
SECURE RELIEF ON THE PLEA OF ERROR.
1.0 BIDDING PROCEDURES
1.01 PROPOSAL FORMS: Proposals shall be submitted on the forms provided properly
completed in ink, signed in the appropriate places, and submitted in a sealed envelope.
All information required by the Bid Documents must be supplied to constitute a responsive
bid. The person signing the proposal must initial all erasures or revisions to the proposal.
If the Bidder wishes to qualify its bid or make special stipulations thereto, such
qualifications or stipulations shall be stated on standard letterhead size sheets of paper,
separate from the proposal form but included with the sealed proposal.
1.02 SUBMISSION OF BIDS: All bid/proposals must be delivered to the Office of the Village
Manager, third floor, 50 S. Emerson Street, Mount Prospect, IL 60056. All bids submitted
must be received in an envelope by the Manager's office before the time specified for
opening the bid. Bids must be identified as such on the outside of the sealed envelope.
This can be done by label as may be provided by the Village, or by marking the envelope
"SEALED BID — Salt Brine & Calcium Chloride Solutions" and with the following
information: company's name, address, date and time of opening. Bids received prior to
the opening will be securely kept, unopened. The Village Clerk or his/her agent will decide
when the specified time for the bid opening has arrived, and bids will be opened as soon
as practical after the assigned time. Formal sealed bids, amendments thereto, or requests
for withdrawal of bids received after the time specified for the bid opening will not be
considered. No responsibility will attach to the Village for the premature or non -opening
of a bid not properly addressed and identified in a sealed envelope, except as otherwise
provided by law. No faxed or e-mailed bids will be allowed or accepted.
1.03 ADDENDUM: Bidders shall acknowledge the receipt of any addendum interpreting the
Specifications in the Bid Documents.
1.04 SAMPLES: Requested samples or drawings shall be delivered at no cost to the Village.
The Village will not be responsible for damages to samples. Samples will be removed by
the Bidder within (30) thirty days after notification. Samples must be submitted prior to the
time set for the opening of the bid.
1.05 NO BID RESPONSE: In the event you do not submit a bid, return the Statement of No
Bid, attached hereto as Exhibit 4, with an explanation as to why you are unable to submit
a bid and clearly mark the proposal "No Bid". Failure to submit a bid or correspondence
indicating why a bid is not being submitted may result in your company being removed
from the Village Bid List.
1.06 QUESTIONS: General inquiries concerning the bid may be submitted to Scott Moe,
Public Works Streets/Buildings Superintendent, 1700 W. Central Road, Mount Prospect,
Illinois 60056, phone # 847-870-5640, fax # 847-253-9377 or e-mail to
smoe(@mountprospect.org. Questions requiring a clarification or interpretation of the
Specifications, as described in Section 4.00 of these Instructions, shall be submitted to
the Public Works Streets/Buildings Superintendent, at the address above, in writing at
least five business days prior to the bid opening. If necessary, a written response will be
issued to all bidders in the form of an addendum. Whenever the answer to the question
is contained in the bid documents, the Bidder shall be directed to the provision within the
general conditions which responds to the question. The Village will not be responsible for
any other explanation of the Specifications made prior to the bid opening.
1.07 BIDS BINDING FOR 90 DAYS: Unless otherwise specified, all formal bids submitted
shall be binding for ninety (90) calendar days following the date of the bid opening unless.
Bids submitted that are noted to be binding for less than 90 days may be deemed non-
responsive at the sole discretion of the Village.
1.08 BID PROPOSAL FOR ALL OR PART: Unless otherwise specified, bids shall be
submitted for all of the work or items for which the bids are requested.
1.09 ALTERNATE PROPOSALS: The Specifications describe the goods and/or service which
the Village deems to be necessary to meet its performance requirements. Bidders
desiring to bid on items which deviate from the stated Specifications, but which they
believe to be equal, may do so, but all Specification deviations must be clearly noted on
the Bid Sheet. The Village reserves the right to rule upon Specification deviation in a
manner that best meets the needs of the Village. If a Bidder wishes to submit more than
one bid, each bid after the first is to be considered an ALTERNATE. These bids must be
placed in SEPARATE envelopes. The envelopes and Bid Sheet must be plainly marked,
"ALTERNATE BID".
1.10 WITHDRAWAL OF BIDS: A written request for withdrawal of a bid will be granted if the
request is received by the Village prior to the specified time of the bid opening. After the
opening, the Bidder may not withdraw or cancel its bid for a period of one hundred and
eighty (180) calendar days, or such longer time as stated in the Bid Documents.
1.11 BID OPENING: Bids will be received in the office of the Village Manager, 3rd floor, Village
of Mount Prospect, 50 South Emerson Street, Mount Prospect, Illinois, 60056, until the date
and time set for the bid opening; the bids will be opened and read aloud. Bidders are
encouraged to attend all openings and to offer constructive suggestions for improvements
to bid format.
1.12 BID CERTIFICATION: All bid submittals must include a signed Affidavit - Bid Certification,
a copy of which is attached hereto as Exhibit 3, certifying, among other things, that the
Bidder is in compliance with Sections 33E-3 and 33E-4 of the Illinois Criminal Code
regarding bid rotating and bid -rigging.
4
Illinois State Law Article 33E-3 and 33E-4 states that it is unlawful to participate in bid -
rigging and/or bid rotating. Therefore, all bidders must certify that they are not barred from
bidding on the Contract as a result of a violation of State Law 33E-3 and/or 33E-4,
prohibiting bid -rigging and bid rotation. It is necessary that this be done under oath.
Therefore, the affidavit must be notarized.
1.13 CONSIDERATION OF BID: No bid will be accepted from or contract awarded to any
person, firm or corporation that is in arrears or is in default to the Village upon any debt or
contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Village
or failed to perform faithfully any previous contract with the Village.
The bidder, if requested, shall present, within 48 hours, evidence satisfactory to the Village
of performance ability and possession of necessary facilities, pecuniary resources and
adequate insurance to comply with the terms of the Bid and Contract Documents.
1.14 Bid Documents: For purpose of this bid, the Bid Documents shall include the Request for
Bids for Salt Brine and Liquid Calcium, including the General Conditions to Bidders and
Instructions to Bidders and attachments, as well as any addendums that may be issued.
2.00 AWARDING THE BID
2.01 CRITERIA FOR AWARDING BID/RESERVATION OF RIGHTS: Bidders shall make all
investigations necessary to thoroughly inform themselves regarding the equipment or
supplies to be furnished in accordance with the bid. No plea of ignorance by the Bidder of
conditions that exist or that may hereafter exist as a result of failure or omission on the part
of the Bidder to make the necessary examinations and investigations will be accepted as a
basis for varying the requirements of the Village of the compensation to the Bidder. Any
exceptions not taken by the Bidder shall be assumed by the Village to be included.
A contract will be awarded to the lowest responsible Bidder complying with the Bid
Documents only when it is in the best interest of the Village to accept the bid. The Village
shall be the sole judge of compliance with the Bid Documents and reserves the right to accept
or reject any and/or all bids or parts thereof, have pre -determined pre -qualifications, to waive
any and all informalities, technicalities and irregularities in the bids, and to make an award
based on the best interests of the Village.
2.02 NOTICE OF AWARD:
2.03 AWARD OF ALL OR PART: Unless otherwise specified by the Village, the Village
reserves the right to make an award on all items, or on any of the items according to the
best interests of the Village
2.04 ACCEPTANCE: After the Village's acceptance and award of the bid, the successful
Bidder will enter into a written contract with the Village that will include the requirements
of this General Conditions and Instructions to Bidders, and all other portions of the Bid
Documents, including the Specifications (hereinafter collectively the "Contract"). For
purposes of this bid, the successful Bidder, who enters into a Contract with the Village,
shall be the "Vendor".
5
4.00 SPECIFICATIONS
4.01 SPECIFICATIONS: The items subject to this bid are Salt Brine & Liquid Calcium Chloride
Solution. The Specifications for such materials, including quantity, are described on the
Specifications and Bid Sheet, which are attached hereto as Exhibits 1 and 2 (the
"Specifications"). All equipment and material bids shall be in accordance with all
applicable Federal, State and local laws, rules and regulations in effect at the time of
bid.
4.02 BRAND NAME; WARRANTY: The brand name and/or manufacturer of each item
proposed must be clearly stated. Guarantee and/or warranty information must be
included with the bid.
4.03 NEW GOODS, FRESH STOCK: Unless otherwise specifically stated, new commodities,
fresh stock, latest model, design or package, shall be provided.
4.04 TRADE NAME USED BY VILLAGE: Unless otherwise stated, any reference in the
Specifications to a detailed manufacturer is for descriptive, not restrictive purposes,
indicating articles that are satisfactory. Bids on other makes and catalogs will be
considered, provided the Bidder clearly states exactly what the Bidder proposes to furnish;
or forwards with the bid, a cut, illustration, or other descriptive matter which will clearly
indicate the character of the article covered by the bid and that it meets the intended
requirements.
4.05 TRADE NAME USED BY BIDDER: Where the Bidder identifies an item by manufacturer's
name, trade name, catalog number, or reference, the Bidder shall furnish the item so
identified and shall not propose to furnish an "equal" unless the proposed "equal" is
definitely indicated within the bid.
4.06 PROPOSED EQUIVALENTS: The manufacturer and model specified is provided to
indicate the quality minimums expected by the Village. Where Specifications provide
detailed information regarding certain manufacturers and models, equivalent products
shall be accepted for consideration. Equivalent products shall be equivalent as to quality,
function, design, features and overall warranty of products proposed. It shall be the
determination of the Village's user department or designee to judge and conclude if a
product is acceptable as an equivalent. All products proposed as part of this purchase
shall be designed specifically for the intended use. If no particular brand, model, or make
is specified, and if no data are required to be submitted with the bid, the Specifications
may require the Bidder to submit working drawings or detailed descriptive data sufficient
for the Village to determine if each requirement of the Specifications is being complied
with prior to manufacture or shipment.
4.07 SPECIAL CONDITIONS: Wherever special conditions/requirements are written into the
Specifications or Special Provisions which are in conflict with conditions stated in these
Instructions to Bidders, the conditions stated in the Specifications or Special
Provisions/Requirements shall take precedence.
4.08 PERMITS AND LICENSES: The successful Bidder shall obtain, at its own expense, all
permits and licenses that may be required to complete the Contract (where applicable).
4.09 COMPLIANCE WITH FREEDOM OF INFORMATION ACT
Section 7 of the Illinois Freedom of Information Act (FOIA) applies to public records in the
possession of a party with whom the Village has contracted. The Village will have only a
very short period of time from receipt of a FOIA request to comply with the request, and
there is a significant amount of work required to process a request including collating and
reviewing the information.
The successful Bidder/Vendor acknowledges the requirements of FOIA and agrees to
comply with all requests made by the Village for public records (as that term is defined by
Section 2(c) of FOIA) in its possession and to provide the requested public records to the
Village within two (2) business days of the request being made by the Village. The
undersigned agrees to indemnify and hold harmless the Village from all claims, costs,
penalty, losses and injuries (including but not limited to, attorney's fees, other professional
fees, court costs and/or arbitration or other dispute resolution costs) arising out of or
relating to its failure to provide the public records to the Village under the Contract.
5.00 PRICE
5.01 NET PRICES: Bid prices, unless otherwise specified in the Specifications, must be net,
including transportation and handling charges fully prepaid by the Vendor to delivery point.
Unit prices shall not include any local, state or federal taxes.
5.02 PRICE REDUCTION: If at any time after the date of the bid or offer, the Vendor makes a
general price reduction in any material covered by the Contract, an equivalent price
reduction shall apply to the contract for the remaining Contract period (or until the price is
further reduced). Such price reduction shall be effective at the same time and in the same
manner as the reduction in the price to Vendor's customers generally. For purpose of this
provision, a "general price reduction" shall mean any horizontal reduction in the price of
an article or service offered (1) to Vendor's customers generally, or (2) in the Vendor's
price schedule for the class of customers, i.e., wholesalers, jobbers, retailers, etc., which
was used as the basis for bidding on this contract. An occasional sale at a lower price
would not be considered a "general price reduction" under this provision. The Vendor
shall invoice the Village at such reduced prices indicating on the invoice that the reduction
is pursuant to the "Price Reduction" provision of the Contract documents. The Vendor, in
addition, shall within ten calendar days of any general price reduction notify the Village of
such reduction by letter. Failure to do so may result in termination of the Contract. Cash
discounts will not be considered in determining overall price, but may be used in an overall
evaluation.
5.03 TAX EXEMPTION: Illinois Retailers Occupation Tax, Use Tax and Municipal Retailer's
Occupation Tax do not apply to materials or services purchased by the Village. The
Village is exempt, by law, from paying state and village retailer's occupation tax, service
occupation tax, and federal excise tax. The Village will supply the successful Bidder with
its tax exemption number.
5.04 ERRORS IN BID PRICES: When an error is made in extending total prices, the unit bid
price will govern. Erasures or changes in bids must be initialed by the Bidder.
6.00 QUANTITIES
6.01 SPECIFIC BID QUANTITIES: Where quantities are specifically stated, acceptance will
bind the Village to order and pay for, at Contract prices, all such supplies or services
delivered that meet the Specifications and conditions of the Contract.
6.02 REQUIREMENTS OR ESTIMATED BID QUANTITIES: On "Requirements or Estimated
Bid Quantities," acceptance will bind the Village to pay for, at unit bid prices, only quantities
ordered and delivered. Any reference to forecasted or estimated quantities within the
bidding documents is intended to inform the bidder of approximate annual requirements.
7.00 DELIVERY PROVISIONS
7.01 PLACING OF ORDER: Orders against Contract will be placed with the Vendor on a
purchase order executed and released by the Village. Telephone, facsimile or electronic
orders placed directly with the Vendor by the Public Works Department may be authorized
by the Village only after execution of a blanket purchase order.
7.02 Delivery of Order: Orders placed must be delivered to the Public Works facility (1700 W
Central Rd, Mount Prospect, IL) within 72 hours of the order being placed. The 72 hours
includes weekdays and weekends.
7.03 RESPONSIBILITY FOR MATERIALS SHIPPED: The Vendor shall be responsible for the
materials or supplies covered by this Contract until they are delivered at the designated
point. Rejected materials or supplies must be removed by and at the expense of the
Vendor promptly within (5) five calendar days after notification or rejection. The Vendor
shall be responsible for rejected goods after notice of rejection.
7.04 DELIVERY FAILURES//DEFAULT: In the event of the Vendor's nonperformance or
breach of the Contract terms, the Contract may be canceled, in whole or in part, upon the
Village's written notice of default and the Vendor's failure to cure such default within ten
(10) calendar days of the notice. The Vendor shall be liable to the Village for all costs
incurred in completion of the Contract.
In the event any defects or imperfections in the materials or workmanship to be furnished
by the Vendor appear within the period of one (1) year from the date of completion of all
the work or delivery of all the materials or supplies contemplated by the Contract, and
acceptance by the Village, the Vendor will, upon notice from the Village (which notice may
be given by letter to the Vendor at its business address shown on the bid or Contract),
repair and make good at its own cost and such defects or imperfections and replace any
defective or imperfect materials or workmanship with other materials or workmanship
satisfactory to the Village, and furnish all such new materials and labor as may be
necessary to do so. In the event of the failure, refusal or delay of said workmanship or
materials, the Village may do so or have same done by others, and the Vendor and surety
or sureties on its bond given for the faithful performance of the Contract shall be liable to
the Village for all damages and expense occasioned by such failure, refusal or delay.
The Vendor may not be liable in damages for delay in performance when such delay or
failure is the result of fire, flood, strike, the transporting carrier, act of God, or by any other
circumstances which are beyond the control of the Vendor. Under such circumstances,
however, the Village may, at its option, cancel the Contract.
K,
7.05 INSPECTION OF GOODS: Inspections and acceptance of materials or supplies will be
made after delivery. Final inspection shall be conclusive except as regards latent defects,
fraud, or such gross mistakes as to amount to fraud. Final inspection and acceptance or
rejection of the materials or supplies will be made as promptly as practicable. All delivered
materials shall be accepted subject to inspection and physical count.
7.06 PACKING SLIPS OR DELIVERY TICKETS: All shipments or deliveries shall be
accompanied by packing slips or delivery tickets and shall contain the following
information for each item delivered:
(a) Purchase order number
(b) Name of the article and stock number
(c) Quantity ordered
(d) Quantity shipped
(e) Quantity back ordered
(f) Name of the Vendor
8.00 GENERAL RESPONSIBILITY PROVISIONS
8.01 REQUIREMENT OF BIDDER: The successful Bidder shall, within fifteen (15) days after
notification of the award: a) enter into a contract in writing with the Village covering all matters
and things as are set forth in these General Conditions and Instructions to Bidders, the
Specifications and its bid; and b) carry insurance as described in Section 8.07 of these
Instructions.
8.02 TERM OF CONTRACT: This contract shall be in effect from the date of signing
through May 21, 2018.
8.03 COMPLIANCE WITH ALL LAWS: All work under the Contract must be executed in
accordance with all applicable federal, state and local laws, ordinances, rules and
regulations.
8.04 CONTRACT ALTERATIONS: No amendment of a Contract shall be valid unless made
in writing and signed by both parties.
8.05 GENERAL GUARANTY: Bidder/Vendor agrees to:
(a) Save the Village, its agents, and employees harmless from liability of any nature or
kind for the use of any copyrighted or un -copyrighted composition, secret process,
patented or unpatented invention, article, or appliance furnished or used in the
performance of the Contract which the Bidder is not the patentee, assignee, licensee, or
owner; and
(b) Protect the Village against latent defects in materials or workmanship and to repair or
replace any articles damaged or marred in transit or during delivery; and
(c) Neither the final certificate of payment, nor any provision in the Contract, nor partial or
entire use of the equipment/product embraced in the Contract by the Village or the public
shall constitute an acceptance of work not done in accordance with the contract, or relieve
the Bidder/Vendor of liability in respect to any express warranties or responsibility for
failure to comply with the terms of those Contract Documents; and
PC
(d) By submitting a bid, Bidder expressly warrants that materials furnished under
the Contract will be of good quality.
8.06 NOTICES: All notices required under the Contract shall be given in writing. Notices to the
Village shall be as follows:
Village of Mount Prospect
Public Works Department
1700 W. Central Road
Mount Prospect, Illinois 60056
Attn: Director of Public Works
Notice to the Vendor shall be at the address set forth on the Bid Sheet.
Notice shall be effective upon the date of receipt by personal service or as evidenced by
a valid return receipt. The name and/or address to which notice is required may be
amended at any time by written notice to the other Party as provided herein.
8.07 ASSIGNMENT: Assignment of the Contract or any part thereof, or any funds to be received
thereunder by the Vendor shall be subject to the written approval and sole discretion of the
Village. Such assignment shall not relieve the Vendor from its obligations or change the term
of the Contract.
8.08 INSURANCE: At the Vendor's expense, the Vendor shall secure and maintain in effect
throughout the duration of the Contract, insurance in adequate limits to cover all locations
of the Vendor's operations. The Vendor shall furnish certificates of insurance to the Village
prior to proceeding with the obligation for services or purchases under this bid.
The Bidder/Vendor understands and agrees that any performance bond or insurance
protection required by the Contract or otherwise provided by Bidder/Vendor, shall in no
way limit the responsibility to indemnify, keep and save harmless, and defend the Village
as herein provided.
Unless otherwise specified, the limits of liability for the insurance required shall provide
coverage for not less than the following amounts, or greater where required by law:
a. Comprehensive General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury, death and property damage.
Minimum general aggregate shall be no less than $3,000,000. A copy of
the policy may be required.
b. Automobile Liability: $1,000,000 single limit per accident for bodily injury
with a minimum aggregate of $1,000,000. $1,000,000 single limit per
accident for property damage with a minimum aggregate of $1,000,000.
Said insurance is to be extended to cover hired and non -owned vehicles.
C. Workers' Compensation: is to be provided as required by State statue, by
an insurance company licensed to write worker's compensation coverage
in the State of Illinois.
d. Employer's liability: $1,000,000 per accident.
10
e. Insurance Rating: All insurance policies required by this contract shall be
underwritten by insurance companies with a minimum A.M. Best rating of
A: VII.
Vendor shall maintain all insurance required under subsections a through e of this
Section for not less than one (1) year after completion of the Contract.
8.09 INDEMNITY: The Bidder (Vendor), throughout the duration of the Contract, shall
indemnify and save harmless the Village of Mount Prospect, its officers, agents and
employees from any and all liability, losses or damages, including attorney's fees and
costs of defense, the Village may suffer as a result of claims, demands, suits, actions or
proceedings of any kind or nature, including worker's compensation claims, in any way
resulting from or arising out of the operations of Vendor under the Contract, including
operations of subcontractors; and the Vendor shall, at its own expense, appear, defend
and pay all fees of attorneys and all costs and other expenses arising there from or
incurred in connection therewith; and, if any judgments shall be rendered against the
Village in any such action, the Vendor shall, at its own expense, satisfy and discharge
same.
8.10 MATERIAL SAFETY DATA SHEETS: Federal law requires that chemical manufacturers
and importers must develop an MSDS for each hazardous chemical they produce or import,
and must provide the MSDS automatically at the time of the initial shipment of a hazardous
chemical to a downstream distributor or user, or anytime the chemical makeup of the product
is changed. Distributors must also ensure that downstream employers are similarly provided
an MSDS.
If the above paragraph applies to this bid, the Vendor must submit Material Data Sheets
which include information regarding the specific chemical identity of the hazardous
chemical(s) involved and the common names. In addition, information must be provided on
the physical and chemical characteristics of the hazardous chemical; known acute and
chronic health effects and related health information; exposure limits; whether the chemical
is considered to be a carcinogen by NTP, IARC, or OSHA; precautionary measures;
emergency and first-aid procedures; and the identification of the organization responsible for
preparing the sheet.
8.11 EQUAL EMPLOYMENT OPPORTUNITY: The Equal Employment Opportunity Clause,
44 IL. Adm. Code 750 Appendix A, which is set forth below, is incorporated by reference
into every bid specification and contract. Every Vendor (contractor) and subcontractor
shall comply with the provisions of the Equal Employment Opportunity Clause.
In the event of the contractor's noncompliance with the provisions of this Equal
Employment Opportunity Clause, the Illinois Human Rights Act or the Illinois Department
of Human Rights Rules and Regulations, the contractor may be declared ineligible for
future contracts or subcontracts with the State of Illinois or any of its political subdivisions
or municipal corporations, and the contract may be canceled or voided in whole or in part,
and such other sanctions or penalties may be imposed or remedies invoked as provided
by statute or regulation. During the performance of this contract, the contractor agrees as
follows:
11
(a) That it will not discriminate against any employee or applicant for employment because
of race, color, religion, sex, marital status, national origin or ancestry, age, physical or
mental disability unrelated to ability, or an unfavorable discharge from military service; and
further that it will examine all job classifications to determine if minority persons or women
are underutilized and will take appropriate affirmative action to rectify any such
underutilization.
(b) That, if it hires additional employees in order to perform this contract or any portion
hereof, it will determine the availability (in accordance with the Department's Rules and
Regulations) of minorities and women in the area(s) from which it may reasonably recruit
and it will hire for each job classification for which employees are hired in such a way that
minorities and women are not underutilized.
(c) That, in all solicitations or advertisements for employees placed by it or on its behalf,
it will state that all applicants will be afforded equal opportunity without discrimination
because of race, color, religion, sex, marital status, national origin or ancestry, age,
physical or mental disability unrelated to ability, or an unfavorable discharge from military
service.
(d) That it will send to each labor organization or representative of workers with which it
has or is bound by a collective bargaining or other agreement or understanding, a notice
advising such labor organization or representative of the contractor's obligations under the
Illinois Human Rights Act and the Department's Rules and Regulations. If any such labor
organization or representative fails or refuses to cooperate with the contractor in its efforts
to comply with such Act and Rules and Regulations, the contractor will promptly so notify
the Illinois Department of Human Rights and the contracting agency and will recruit
employees from other sources when necessary to fulfill its obligations there under.
(e) That it will submit reports as required by the Illinois Department of Human Rights Rules
and Regulations, furnish all relevant information as may from time to time be requested
by the Department or the contracting agency, and in all respects comply with the Illinois
Human Rights Act and the Department's Rules and Regulations.
(f) That it will have written sexual harassment policies that shall include, at a minimum,
the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual
harassment under State law; (iii) a description of sexual harassment, utilizing examples;
(iv) an internal complaint process including penalties; (v) legal recourse, investigative and
process available through the Illinois Department of Human Rights and the Illinois Human
Rights Commission; (vi) directions on how to contact the Department and Commission;
(vii) protection against retaliation. A copy of the policies shall be provided to the
Department upon request.
(g) That it will permit access to all relevant books, records, accounts and work sites by
personnel of the contracting agency and the Illinois Department of Human Rights for
purposes of investigation to ascertain compliance with the Illinois Human Rights Act and
the Department's Rules and Regulations.
(h) That it will include verbatim or by reference the provisions of this clause in every
subcontract it awards under which any portion of the contract obligations are undertaken
or assumed, so that such provisions will be binding upon each subcontractor. In the same
manner as with other provisions of the contract, the contractor will be liable for compliance
12
with applicable provisions of this clause by such subcontractors; and further it will promptly
notify the contracting agency and the Illinois Department of Human Rights in the event
any subcontractor fails or refuses to comply therewith. In addition, the contractor will not
utilize any subcontractor declared by the commission to be ineligible for contracts or
subcontracts with the State of Illinois or any of its political subdivisions or municipal
corporations.
9.00 PAYMENT
9.01 INVOICES: Unless otherwise authorized by the Village, Vendor must submit single
invoice copies for each purchase order immediately upon completion of shipment, or
services. Partial payments may be acceptable if previously approved. If shipment is made
by freight or express, original bill of lading, properly receipted, must be attached to invoice.
Mail all invoices to:
VILLAGE OF MOUNT PROSPECT
Public Works Department, Accounts Payable
1700 W. Central Road
Mount Prospect, IL 60056
The Village provides payment in compliance with the Illinois Prompt Payment Act (50 ILCS
505/1 et seq.).
13
EXHIBIT 1
SPECIFICATIONS and Other Conditions
Failure to comply with any of these requirements is sufficient cause for rejection of
proposed Salt Brine & Calcium Chloride (Liquid). The Village of Mount Prospect reserves
the right to accept only those materials that are in full compliance with the specifications
and deemed most advantageous to its interests.
Delivery shall be FOB to the Village of Mount Prospect Public Works facility, 1700 West
Central Road, Mount Prospect, Illinois 60056. Deliveries shall be made within 72
hours from the date and time of order and consist of 4000 gallons or more of the
material.
LIQUID SALT BRINE (SODIUM CHLORIDE 22 - 24%)
DESCRIPTION
Liquid sodium chloride for winter time usage is typically a concentration 22-24
%. It is an odorless, slightly alkaline, water -white fluid. It is widely used for deicing.
Water soluble green dye is available for identification purposes.
PHYSICAL PROPERTIES
Appearance
Odor
Specific Gravity
Density
Lowest effective deicing temperature
CHEMICAL PROPERTIES
Chemical
a
TYPICAL ANALYSIS
Sodium
Calcium
Magnesium
Potassium
Total chlorides
Green, clear
None
1.185 to 1.215
9.90 —10.15 lbs per gallon
10°F
NaCl
slightly alkaline
69,000 ppm
NMT ..... 38,400 ppm
NMT .... 6,500 ppm
NMT .... 29,000 ppm
175,000 ppm
LIQUID CALCIUM CHLORIDE 32 %
14
DESCRIPTION
Liquid calcium chloride for winter time usage is typically a concentration 31.5-32.5 %. It
is an odorless, slightly alkaline, water -white fluid. It is widely used for deicing and as an
accelerator for ready -mix concrete curing. Water Soluble blue dye is available for
identification purposes.
PHYSICAL PROPERTIES
Appearance
Odor
Specific Gravity
Density
Lowest effective deicing temperature
CHEMICAL PROPERTIES
Chemical
In
CaCI
Clear, colorless water white liquid
None
1.295 to 1.32
10.98 — 10.99 lbs per gallon
-20°F
slightly alkaline
Impurities Alkali Chlorides < 0.1
Magnesium as MgCl <I%
15
EXHIBIT 2
Salt Brine & Calcium Chloride Solutions
Bid Sheet
The undersigned herewith submits a bid on Salt Brine & Calcium Chloride Solutions
in accordance with the attached documents. All bids are to be delivered to the office of
the Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois,
60056, prior to 1:OOp.m. on November 6, 2017.
SCHEDULE OF PRICES
We will perform the services as outlined Salt Brine & Calcium Chloride Solutions
for sums as follows:
Description
Estimated
Unit of
Unit Price
Total $
Quantity
Measure
(Column B)
Amount
(Column A)
(Column A x
Column B
Liquid Salt
40,000
Gallon
Solution
22-24%
Liquid Calcium
20,000
Gallon
Chloride
32%
Total (Total $ Amount Liquid Salt + Total $ Amount Liquid
Calcium Chloride)
Total Village Salt Brine & Calcium Chloride Solutions Contract:
$ per year
Submitted this day of , 2017.
Name of Company/Firm
16
Date submitted:
Address of Company/Firm
Phone:
, 2017
Also note any exceptions to the specifications.
COMPANY
ADDRESS
SIGNATURE
Ii_1�1►11d
CITY, STATE, ZIP
PHONE #
2017
DATE
Note: All bids to remain firm for ninety (90) days. Be sure to mark the outside of
the envelope, "Sealed Bid for Salt Brine & Calcium Chloride Solutions."
QUOTE IS VALID FOR MINIMUM 90DAYS
(unless otherwise noted - as days)
I understand that the Village reserves the right to waive any irregularities, technicalities, and
informalities, contained in any bid and to reject any and all bids.
The Village will award on one or more items, based on lowest responsible price/bid for that specific
individual item.
17
By signing this bid, I certify that I have the authority to submit this bid on behalf of the named
Bidder.
Date
Signature
Printed Name
Title
Company
Telephone_
Email
18
Vendor
Name
Address
EXHIBIT 3
VILLAGE OF MOUNT PROSPECT
AFFIDAVIT — BID CERTIFICATION FORM
As a condition of entering into a contract with the Village of Mount Prospect, and under
oath and penalty of perjury and possible termination of contract right and debarment, the
undersigned, being first duly sworn on oath, deposes
and states that he or she is (sole owner,
partner, joint ventured, President, Secretary, etc..) of
(hereinafter referred to as Vendor)
(Name of Company)
and has the authority to make all certifications required by this affidavit.
Section I
Non Collusion
The undersigned certifies that this bid is genuine and not collusive or sham, that said
bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any
bidder or person, to put in a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in
the proposed contract.
Section II
Bid Rigging and Rotatinq
The undersigned hereby certifies the Vendor is not barred from bidding or contracting as
a result of a conviction for violations of state laws prohibiting bid rigging or bid rotating or
any similar offense of any state of the United States, as provided in Sections 33E-3 and
33E-4 of the Illinois Criminal Code, 720 ILCS 5/33E-3, 33E-4.
19
Page 2 - AFFIDAVIT — BID CERTIFICATION FORM
Section III
Illinois Drug Free Workplace Act
The undersigned further states that the Vendor provides a drug free workplace pursuant
to Illinois Statues, 30 ILCS 580/1, et seq and provides compliance with necessary
requirements.
Section IV
Tax Payment
The undersigned further states that the Vendor is not delinquent in payment of any taxes
to the Illinois Department of Revenue, in accordance with Illinois Compiled Statues, 65
ILCS 5/11-42.1. The undersigned understands that making a false statement regarding
delinquency in taxes is a Class A Misdemeanor and, in addition voids the contract and
allows the municipality to recover all amounts paid to the individual or entity under the
contract in civil action.
It is expressly understood the foregoing statements and representations and promises
are made as a condition to the right of the bidder to receive payment under any award
made under the terms and provisions of this bid.
Section V
SEXUAL HARASSMENT POLICY
Pursuant to Public Act 87-1257, effective July 1, 1993, 775 ILCS 5/2-105 (A) has been
amended to provide that every party to a public contract must:
"Have written sexual harassment policies that shall include, at a mini -mum, the following
information: (1) the illegality of sexual harassment; (11) the definition of sexual harassment
under State law; (III) a description of sexual harassment, utilizing examples; (IV) the
vendor's internal complaint process including penalties; (V) the legal recourse,
investigative and complaint process available through the Department ( of Human Rights)
and the Commission (Human Rights Commission); (VI) directions on how to contact the
Department and Commission; and (VII) protection against retaliation as provided by
Section 6-101 of the Act. (Illinois Human Rights Act). (emphasis added)
Pursuant to 775 ILCS 5/1-103 (M) (2002), a "public contract" includes:
20
Page 3 - AFFIDAVIT — BID CERTIFICATION FORM
...every contract to which the State, any of its political subdivisions or any municipal
corporation is a party."
, having submitted a bid for
(Name of Company)
Water Meters and Accessories to the Village of Mount Prospect, hereby certifies that
said Vendor has a written sexual harassment policy in place in full compliance with 775
ILCS 5/2-105 (A) (4).
The undersigned certifies that all information contained in this Affidavit is true and correct.
Signed by:
(Name)
(Title)
Signed and sworn to before me
this day of , 201_
Notary Public
My commission expires:
21
EXHIBIT 4
VILLAGE OF MOUNT PROSPECT
STATEMENT OF NO BID
We, , have declined to bid on your Bid for
for
reason(s):
because of the following
Specifications are too "tight" i.e. geared toward brands or manufacturers only.
Insufficient time to respond to the invitation to bid/request for quotation.
We do not carry this product or equivalent.
Our schedule would not permit us to perform.
Unable to meet required specifications.
Specifications unclear. (Use remarks)
Other. (Use remarks)
Remarks:
Vendor:
Signature:
Title:
Date:
22
Village of Mount Prospect Public Work?4
Request for Bids I
Wescription'. Salt Brine & Calcium Chloride SolutiorM
Sealed bids will be received for Salt Brine & Calcium Chloride (Liquid). Bids will be
received no later than 1:00 p.m. local time on November 6, 2017 at the office of
Village Manager, Village of Mount Prospect, 3rd Floor, 50 South Emerson Street, Mount
Prospect, Illinois 60056, and then publicly read aloud.
Please place your bid in a sealed envelope clearly marked "SEALED BID — Salt Brine &
Calcium Chloride Solutions" and with the following information: company's name,
2ddress, item bid, date and time of opening.
Bidder is submitting pricing to supply liquid salt brine and calcium chloride throughout
the 2017/2018 winter season,
1T,Tj7,M P111 I
I III ;I11 III III Will I 1 11111 1111111�31!
1111150AT!
EXHIBIT 2
Salt Brine & Calcium Chloride Solutions
Bid Sheet
The undersigned herewith submits a bid on Salt Brine & Calcium Chloride Solutions
in accordance with the attached documents. All bids are to be delivered to the office of
the Village Manager at 50 South Emerson Street 3 rd Floor, Mount Prospect, Illinois,
60056, prior to 1:00p.m. on November 6, 2017.
We will perform the services as outlined Salt Brine & Calcium Chloride Solutions
for sums as follows:
Descri tiara siii-m- —ati
. ........ . --- . . ............... .....
. .Unit of Unit Price
Total $
Quantity
Measure (Column 13)
Amount
(Column A)
(Column A x
. ..............
.. . ........ . . ....... ------- . ....... . ... .....
Column.
. -------- — --------
.......... . .. . . ....... . . ... - .
Liq.. .uid Salt 40,000
Solution
Gallon
22-24%
.. 20,000
1.3q -6i -d7 —C a 1—c i6"m
.... ....
Gallon
. . ........
Chloride
1W
32%
Total (Total $ Amount Liquid Salt + Total $ Amount Liquid
6? der
Calcium Chloride)
. ......... 111- . .. ..... —11, . ........
. .......
Total Village Salt Brine & Calcium
Chloride Solutions Contract:
$
year
Submitted this A day of /V4xX&024wV4?,- 2017.
,AV Ov &W Ww W . czoofw7
in
Phone: 0 e
Date submitted: IV2017
Also note any exceptions to the specifications.
� �09-111k
0=4
A
20
DD
Note:
CITY, STATE, ZIP PHONE04
V -
SIGNATURE DATE
Note: All bids to remain firm for ninety (90) days. Be sure to mark the outside of
the envelope, "Sealed Bid for Salt Brine & Calcium Chloride Solutions."
QUOTE IS VALID FOR MINIMUM 90DAYS
(unless otherwise noted - as days)
I understand that the Village reserves the right to waive any irregularities, technicalities, and
informalities, contained in any bid and to reject any and all bids.
The Village will award on one or more items, based on lowest responsible price/bid for that
specific individual item.
17
By signing this bid, I certify that I have the authority to submit this bid on behalf of the named
Bidder.
Title R� ,
Company
Telephone
e)
E m a i I
EXHIBIT 3
VILLAGE OF MOUNT PROSPECT
AFFIDAVIT - BID CERTIFICATION FORM
Address
As a condition of entering into a contract with the Village of Mount Prospect, and under
oath and penalty of perjury and possible termination of contract right and debarment,
the undersigned, A bein2 first duly sworn on oath,
deposes and states that he or she is
(solei owner, partner, joint ventured, President, Secretary, etc. of
(hereinafter referred to as Vendor)
(Name of Company)
and has the authority to make all certifications required by this affidavit.
Section I
Non Collusion
The undersigned certifies that this bid is genuine and not collusive or sham, that said
bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any
bidder or person, to put in a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any
other bidder, or to secure any advantage against any other bidder or any person
interested in the proposed contract.
Section 11
Bid Rigand Rotatin
-gingq
The undersigned hereby certifies the Vendor is not barred from bidding or contracting
as a result of a conviction for violations of state laws prohibiting bid rigging or bid
rotating or any similar offense of any state of the United States, as provided in Sections
33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS 5/33E-3, 33E-4.
ID
Section III
Illinois Drug Free Workplace Act
The undersigned further states that the Vendor provides a drug free workplace pursuant
to Illinois Statues, 30 ILCS 580/1, et seq and provides compliance with necessary
requirements.
Section IV
Tax Payment
The undersigned further states that the Vendor is not delinquent in payment of any
taxes to the Illinois Department of Revenue, in accordance with Illinois Compiled
Statues, 65 ILCS 5/11-42.1. The undersigned understands that making a false
statement regarding delinquency in taxes is a Class A Misdemeanor and, in addition
voids the contract and allows the municipality to recover all amounts paid to the
individual or entity under the contract in civil action.
It is expressly understood the foregoing statements and representations and promises
are made as a condition to the right of the bidder to receive payment under any award
made under the terms and provisions of this bid.
Section V
SEXUAL HARASSMENT POLICY
Pursuant to Public Act 87-1257, effective July 1, 1993, 775 ILCS 5/2-105 (A) has been
amended to provide that every party to a public contract must:
"Have written sexual harassment policies that shall include, at a mini -mum, the following
information: (1) the illegality of sexual harassment; (11) the definition of sexual
harassment under State law; (111) a description of sexual harassment, utilizing
examples; (IV) the vendor's internal complaint process including penalties; (V) the legal
recourse, investigative and complaint process available through the Department ( of
Human Rights) and the Commission (Human Rights Commission); (VI) directions on
how to contact the Department and Commission; and (VII) protection against retaliation
as provided by Section 6-101 of the Act. (Illinois Human Rights Act). (emphasis added)
Pursuant to 775 ILCS 5/1-103 (M) (2002), a "public contract" includes:
NE
5 1 11711 11� MISFIT • 11 ii 5] 1 1 1111 203j=
...every contract to which the State, any of its political subdivisions or any municipal
corporation is a party."
, having submitted a bid for
(fOame of (`ompany)
to the Village of Mount Prospect, hereby certifies that
said Vendor has a written sexual harassment policy in place in full compliance with 775
ILLS 5/2-105 (A) (4).
The undersigned certifies that all information contained in this Affidavit is true and
correct.
"X,
Signed by:X)L.--*.
(Name) 1),4704.h
(Title)
Signed and sworn to before me
this 3re,4 day of A, 2011.
Notary Public
�EaESA A 3()NES
(-)FFCml- SEAL,
'Public, cit lllinoi5
Notary :�Mm�.,sion Expi�'es
C, jure 21, 20'21 1
My commission expires:
�e la Va /
W