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Home My WebLink About5.3 Bid for 2018 Streetlight Painting ProjectBoardDocs® Pro Page I of 2 Agenda Item Details Meeting Jul 10, 2018 - SPECIAL MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Subject 5.3 Motion to accept bid for 2018 Streetlight Painting Project in an amount not to exceed $28,578. Access Public Type Action (Consent) Preferred Date Jul 10f 2018 Absolute Date Jul 10f 2018 Fiscal Impact Ye -2 Dollar Amount 28578.0f Budgeted Ye*1 Budget Source General Fund Recommended Action Accept the lowest cost, responsive bid for the 2018 Streetlight Painting Project submitted by Bill's Painting & Tuckpointing of Mount Prospect, Illinois in an amount not to exceed $28f 578. Public Content Information In 2013, staff began a program to clean and paint all of the black light poles, light fixtures, pedestrian poles, sign posts and electrical cabinets in the Downtown. The finished surfaces on these assets are beginning to show wear and paint degradation. Staff assessed the condition of 388 streetlights, 206 pedestrian lights, and 30 controller cabinets in the Downtown area. 2018 will mark the sixth year of the program. The scope of work this year will include painting the remaining tall streetlight poles along Central Road from Melas Park to Arthur Road. The proposed project area is depicted in thc ittached location map. The work from 2013 through 2017 addressed 302 items or about 48% of the assets. Staff estimates that this program will continue for six (6) more years. 70-T rol F 0 M- " wl The bid documents were sent to nine (9) area firms including contractors with exterior painting project experience and to all firms that previously bid on this project. The work was publicly advertised as required. A copy of the bid documents is attached. On June 18th 2018, the bids were publicly opened and read as required by Village Code. The following two (2) firm's submitted bids: Bidder Base Bid Alternate Bid Total Bill's Painting & Tuckpointing (BP&T), Mount Prospect $11,800.00 $10,380.00 $22,180.00 https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 7/10/2018 BoardDocs® Pro Page 2 of 2 Muscat Painting, East Dundee, IL $19,412.00 $17,556.00 $36,968.00 1 1 1 1 1 All bids were reviewed to ensure, that documents were properly signed and were submitted with appropriate bid security. Both bidders complied with all bid submittal requirements. Based on the review of the bids, the lowest responsible bidder is Bill"s Painting & Tuckpointing of Mount Prospect, Illinois (BP&T). BP&T"s price per pole has reduced by over $300.00 dollars when compared to costs incurred during the last two (2) years. A copy of BP&T's bid submittal is attached. BP&T has performed work for the Village in the past. Their projects include street light pole painting, the Village Hall parking garage painting project, and fire hydrant painting projects. All work has been performed satisfactorily. As part of their bid submittal, BP&T included a recommendation to utilize a longer lasting primer and paint system. Specifically, BP&T recommended utilizing a PPG PSX 700 2 -part primer and paint in lieu of the B54-150 Series Urethane Alkyd Enamel system specified in the contract documents. Staff"s research indicates that BP&T"s recommendation could render a more protective and longer lasting gloss finish. Potentially, pole painting frequency could be reduced and aesthetic appeal improved. However, incorporating thc recommended paint system will add an additional $3,800 to this year's project total. Staff concurs with BP&T"s recommendation. Staff is also recommending a 10% contingency to cover any unforeseen or unanticipated work. The total award would be $28,578.00 (Total base bid and alternate bid $22,180.00 plus proposed primer and paint $3,800 plus 10% Contingency of $2,598). Alternatives 1. Accept lowest cost, responsive bid for 2018 Streetlight Painting Project. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid for the 2018 Streetlight Painting Project submitted by Bill's Painting & Tuckpointing of Mount Prospect, Illinois in an amount not to exceed Administrative Content Executive Content 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. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 7/10/2018 SeIIl,.,V'III (,-.es20','."I,..8 I.I.I.I.° III::,�31 1 1',� IId I'll S-:)Ctf: 2 0" .1 .1. 8 �1aIIS- )s IIS-, (.' 1 3 9 K[::13) [::3id SIIS-)ecs.IIS-,)df K[3 G 7 -7 ) Administrative Content Executive Content 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. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 7/10/2018 BID SHEET EXTERIOR PAINTING SERVICES CONTRACT 2018 The undersigned Bidder herewith submits a bid on Exterior Painting Services 2018 accordance with the attached documents. All bids are to be delivered to the office of t Village Manager, third floor, 50 S. Emerson Street, Mount Prospect, Illinois, 60056, prio to 1,00 p.m. on Monday, June 18th 2018. 1 Bidder: 7- Co We will perform the services as outlined Exterior Painting Services 2018 for sums as follows: It is the intention of the Village of Mount Prospect to select on contractor, A contract will be awarded to the lowest responsible bidder who complies with the conditions of the bid documents. The contract will be awarded only if it is in the best interest of the Village to do so. The Village will award the contract for the base bid. However, the Village reserves the right to award any combination of the Base Bid and/or alternate, The Village shall be the sole judge of compliance with the Bid Documents and whether or not it is in the best interests of the Village to award the contract, Prices in the Base Bid will supersede other prices for any additional work (work not included in the Base Bid or Alternate) that may be ultimately approved by the Village, EN i4ark outside of envelope: "SEALED BID: EXTERIOR PAINTING SERVICES CONTRACT 2018," and deliver to the office of the Village Manager, third floor, S. Emerson Street, Mount Prospect, Illinois, 60056, by 1:00 p.m., MONDAY, Ju 1 Name of Cmpart/irm...._...___......._�. ..r .... Address of Compan/i 1rnrt Phone: *ate submitted: a X*j li!owrt ADDRESS PHONE# (-fY7) 01--jj 13 R00,0,0 Eomyn`+�Rf* LAIIINMIM oWmiAlZ11111111111 2016 SIGNATURE DATE 4*1 j t 100" email Note: All bids to remain firm for ninety (90) days. Be sure to mark the outside of the envelope, "Sealed Bid for Exterior Painting Services Contract 201811 0 PMrposalForm Village of Mount Pros ect Exterior Paintina Services Contract - 2018 vC... Xa - r ..... m _. Date Of Birth: 0900 vr/:IrAw f / y, .S_�c Business Name, ��' f 7` C« Business Address:/f/0 r,3� _�'..°��...��r �t«.red'�....�,,�.,.41r��a�o...n_.m%�.�"....:...d.....�,n'��'..��..... Horne Phone: C.d' 7 .. 7r.�w_ w �"3 "Business Phone.. (py7) This easiness is : Individual Proprietorship El Joint Venture [I Partnership Corporation If applicable, give names, addresses, and dates of birth of all partners, officers or directors. Name Address mate of Birth Has the applicant, business, or •- business ever had license or contract revoked, suspended or cancelled? YES NO ig Does the business currently hold a icense or have a contract with any other municipality for service? YES E] NO (41(fA A c V, rip�pA of moom f- emsper. If yes, explain in full on a separate sheet of paper. Have any complaints against the business been filed with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any other governmental body during the period of one year prior to the date of this proposal? 1=6 Please note, the Village reserves the right to conduct its own search with the Illinois Commerce Commission, the Illinois Attorney General, or any other governmental body, and may take into consideration any complaints and/or pending complaints made against the business or owner. �Iiliqpiiij 111pill 111111 111 11111pillipliq 111111IIIIII ijliiiiipiip��1111 liq 111111 �11111 iipiq� 11�1q� 111111111 1 I will not assign or subcontract Exterior Painting Services for the Village without prior written approval of the Corporate Authorities of the Village of Mount Prospect; 2. Neither 1, nor any person who will be working on my behalf, has been convicted under the laws of Illinois or any other state of an offense which under the laws of this state would be a felony involving the theft of property, violence to persons, or criminal damage to property. Please note that in the case of a person whose last conviction was more than two years past, and can demonstrate a compelling showing that he/she is nevertheless fit, such person or operator may be approved by the Village Manager if otherwise eligible; 3. 1 am not barred by law from contracting with the Village because of a conviction for prior violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating)); 4, 1 am not delinquent in payment of any taxes to the Illinois Department of Revenue pursuant to Section 11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/11-42.1-1) or in any payment, fee or tax owed to the Village; 5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act (30 ILLS 580/1, et se .j; �9. I shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et §g_q.), and e7� the Rules and Regulations of the Illinois Department of Human Rights, including st blishment and maintenance of a sexual harassment policy as required by Section 2-105 of that Article Mnd Act 8. 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILLS 10/1 et seq.); and M 9. All of the information I have provided in this Application has been truthful and given in good faith, I have read and understand the information provided with this Proposal Form, includin the Notice to Bidders, Instructions to Bidder, the General Conditions, the Specificatio and the Village of Mount Prospect Exterior Painting Services Contract - 2016, and agre to abide by the conditions set forth therein. My signature below indicates my acceptan of all such conditions and my bid for award of the Village of Mount Prospect Exteri Painting Services Contract - 2018, 10 Name of Company Bid Submitted By� Position in Company.,, ----V,- . ....... Phone No. CoY7J 99A -00'71C I gilli EMMEM 041 BID FORM Exterior ntin Services Contract 2018 Village of Mount Prospect Department of Public Works FROK It 7- Co TO" Office of the Village Manager, 3rd Floor 50 South Emerson Street Mount Prospect, Illinois 60056 (hereinafter called 'Village" or "Village of Mount Prospect") Exterior PaintOqq e _��et ic s Contract 2018 1 0 oil w w 0 0 w w Notice to Bidders Table of Contents Instructions for Bidders General Conditions and Special Provisions Specifications Bid Form Affidavit — Bid Certification Form Bid Security Bid Sheet — Exterior Painting Services Contract Contract Document Therefore, the Bidder hereby proposes to furnish all supervision, technical personn labor, materials, tools, equipment, and services (including all utility and transportati Q-ervices) required to perform the required services, all in accordance with the above listl iocurnents. Bidder agrees to perform all of the required services and provide the equipment and materials described in the Bid Documents. 11 4 Tmcrl it ria,67 slortiluet 2 bid W4 The Bidder will complete and provide all labor, equipment, materials and mobilization applicable) to perform the required services as incidental to the fixed item price for ea item proposed, In submitting this bid, the Bidder understands that the Village reserves the right to add to *r subtract from the estimated quantities. The Village intends to award one (1) contract (if at all) for the items bid. If written notice of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the prescribed form and furnish payment and performance bonds, or letter of credit, and the insurance certificates required by the Bid Documents to the Village within ten (10) business days after receipt. The Bidder, and as successful bidder/contractor upon award of the contract, understands and agrees to the following - 1) The contractor agrees to provide all required services and items and material to 0M, Village as noted in the Bid Documents and comply with the requirements of the Bid Documents. 2) The contractor agrees to comply with all applicable federal and state laws, rules and regulations, and county and municipal ordinances, as described in the General Conditions. All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces provided below: W01 M a I Mi ATZA 0 03 ROMI *I&"#] I I It's , r4a 1116TION16"4111*1 I 1 6 1 1411 Eltmona M MED 111 Al. STA I W contractor for failure to complete the said work in the designated time frame, calling t bonds, or taking such other action as may be available. I Security in the sum of $500.00 US Dollars in form of (check e): Bid Bond Certified Check Bank Cashier's Check is attached hereto in accordance with the "Instructions for Bidders". M] 2) ,affidavit — Bid certification Form ) Enid Security 4) FCD SHEET(S) — Exterior Fainting Services contract 2016 Name of Firm/Bidder: ' = By: .._�_ a,. ,.,,,_...w. _ _....... ..,., _._...._......_.,...,..,.,,.. _ _. . p (Signature) Date: �r-/...._..............._,...._w,_.�...,......�._.._...��_�.. �..��...�.��.�.�__.....,��..� ....._._ ��._.... .........�..�.. I i. *NE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS, ALONG WITH THE AFFIDAVIT - BI* CERTIFCATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKE*, L # : ..# .. k A *1. $ MM i ! 00 q y Company/Firm Name: M &AARQ91910MI jjir;�:m fITT undersigned, 7 .,..c ok- s o- 4 r being first duly sworn on oath, deposes and states that he • (sole partner, j int ventured, President, Secretary, etc.) of *P authorityand has the • make all of Company) certifications required by this affidavit. ;ection I Non -Collusion The undersigned certifies that this bid is genuine and not collusive or a 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 +1 r4�'�ection 11 w a" The undersignedfurther states that " (Namep. is not barred frombidding Mt s as a result of w conviction for• of state laws prohibiting • rigging or • • rotating or any similar offense of any state of ..i States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS s Section ! s s; The ,r undersigned (Name of +! ., provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1, 0 2018 STREETLIGHT PAINTING PROJECT MAP 1 BASE BID ! . ! !!. .. ! . ! . ! . W CENTRAL R D ! . ! !. . ! . ! !. . ! . ! . ! . 1 5 ! . ! . 8 9 ! . ! . 12 16 103 20 24 STREETLIGHT TO BE PAINTED (20) ! . MAP AS OF MAY 2018 BY JJP/PW F:\\Projects\\CASEY\\2018\\STREETLIGHT PAINTING\\BASE BID.mxd 2018 STREETLIGHT PAINTING PROJECT MAP 2 ALTERNATE BID ! . ! .! .! . ! .! . ! .! . W CENTRAL R D # 0 ! !.!!! ....! . !! .. ! . ! . STREETLIGHT TO BE PAINTED (18) ! . DISCONNECTS (1) # 0 MAP AS OF MAY 2018 BY JJP/PW F:\\Projects\\CASEY\\2018\\STREETLIGHT PAINTING\\ALT BID.mxd Bid Request for Exterior Painting Services 2018 BID OPENING: June 18th 2018 - 1:00 p.m. local time Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 NOTICE TO BIDDERS Bid for Exterior Painting Services 2018 The Village of Mount Prospect, Illionois does hereby invite sealed bids for Exterior Painting Services 2018 th Sealed bids will be received until 1:00 p.m. on June 18 2018 in the office of the Village Manager, 3rd Floor, 50 S. Emerson Street, Mount Prospect, Illinois 60056, In a separate, sealed envelope please submit bid clearly marked Exterior Painting Services 2018. The work includes a Base Bid plus pricing for Alternate Work that the Village of Mount Prospect may require the Contractor to perform during the contract period. Demandstar website using the following link www.mountprospect.org/bids. Offers may not be withdrawn for a period of ninety (90) days after the bid date without the consent of the Board of Trustees. Any Bid submitted unsealed, unsigned, sent via email or fax or received subsequent to the aforementioned date and time, will be disqualified and returned to the bidder. The Village reserves the right in its sole discretion, to reject any and all bids or parts thereof, to waive any irregularities technicalities and informalities in bid procedures and to award the contract in a manner best serving the interests of the Village. Village Manager Michael J. Cassady 1 Exterior Painting Services 2018 Table of Contents Section Page Notice to Bidders 1 Table of Contents 2 Bid Packet Information 3 Instructions to Bidders 6 Specifications 9 General Conditions 13 Proposal Form - Exhibit A 22 Bid Form 25 Affidavit Proposal Certification Form 28 Bid Security 30 Bid Sheet 31 Agreement/Contract - Exhibit B 33 Exhibits and Location Maps 39 2 VILLAGE OF MOUNT PROSPECT Exterior Painting Services 2018 BID PACKET INFORMATION PROJECT SCOPE The Contractor shall provide, at a minimum, the following work: Fulfill all items and requirements listed in the General Conditions and Specifications. Perform any and all additional work, as required by the Director of Public Works, for the unit costs indicated on the Bid Sheet. 1. RECEIPT OF PROPOSALS Sealed bid proposals to provide Exterior Painting Services must be received in rd the office of the Village Manager, 3 floor, 50 South Emerson St., Mount th Prospect, Illinois 60056, no later than 1:00 p.m. on Monday, June 18 2018. Bids arriving after that time will not be accepted. Mailed bids, which are delivered after the specified hour, will not be accepted regardless of postmarked time on the envelope. Electronic mail (email) and/or facsimile transmitted bids will not be accepted. 2. HOW TO SUBMIT A BID The bid proposal must be delivered in a sealed envelope to the Village Hall and marked Sealed Bid Exterior Painting Services and the date of the bid opening. No proposal will be considered unless it is submitted on the bid proposal form, Exhibit A, included in this bid packet. The bid proposal must be typewritten or legibly completed in ink. Any erasures or revisions in the bid proposal must be initialed by the person signing the proposal. Should a bidder wish to qualify his bid or make special stipulations thereto, such qualifications or stipulations shall be stated on standard letter size sheets of paper, separate from the proposal form but included within the sealed proposal. It will be the sole responsibility of the bidder to ensure that his or her bid reaches submissions set forth above. Any bid that is not sealed or marked as specified in the requirements for submitting a bid will be disqualified from the bidding process. 3. QUALIFICATION OF BIDDERS To be entitled to consideration, bids must be submitted in accordance with this Notice to Bidders and the "Village of Mount Prospect Instructions to Bidders", and on the Proposal Form (Exhibit A). In addition, bidders must be licensed to do business in the Village of Mount Prospect, and must furnish satisfactory evidence of their professional experience and ability to meet the performance requirements of the Exterior Painting Services 2018 (Exhibit B). 3 4. AWARD OF CONTRACT TO SUCCESSFUL BIDDER The Village of Mount Prospect will be the sole interpreter of all bid documents, and reserves the right to make its own assessment of bids received; to reject any and all bids; to waive irregularities and technicalities in the bids; to further negotiate details of the contract with the low bidder after award of the contract; and to award the contract based upon its consideration of the following criteria as well as relevant statutory provisions: a) Lowest responsible bidder. b) The ability, capacity, and skill of the bidder to perform the contract to provide the service required. c) Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference. d) The character, integrity, reputation, judgment, experience, and efficiency of the bidder. e) The quality of performance of previous contracts. f) The previous and existing compliance by the bidder with laws and ordinances relating to the contract. g) The sufficiency of the financial resources and ability of the bidder to perform the contract and provide the service. h) The ability of the bidder to provide future maintenance and service. i) The number and scope of conditions attached to the bid. j) Whether the bidder has a place of business in the Village. k) Responsiveness to the exact requirements of the invitation to bid. l) Ability to work cooperatively with the Village and its staff. m) entities reputation, judgment, experience, efficiency and cooperativeness. n) Such other factors as would be in the best interest of the Village and its operations. The Village of Mount Prospect may make such inspections, as it deems necessary, including the right to inspect all bidder worksites related to the bid. 5. CONTRACT The specifications and terms for award of this contract include all of those set forth in this Notice to Bidder, the Instructions to Bidder, the Proposal Form (Exhibit A), the Specifications, the General Conditions, the Bid Form, the Affidavit Bid Certification Form, the Bid Security Form, the Bid Sheet and Exterior Painting Services 2018 (Exhibit B). The successful bidder will be required to execute the Proposal Form will be attached to and incorporated into that Contract. 4 VILLAGE OF MOUNT PROSPECT INSTRUCTIONS TO BIDDERS To be entitled to consideration, bids must be made in accordance with the following instructions: 1. The Village of Mount Prospect reserves the right to reject any or all bids, or any part thereof, or to accept any bid or any part thereof, or to waive any information in any bid when, it its opinion, the best interest of the Village will be served by such action. 2. Bidders may withdraw or cancel their bid, in written form, at any time prior to the advertised bid opening time. Any bid submitted will be binding for 90 calendar days after the date of bid opening. No plea of ignorance by the bidder as to the conditions that exist or that may exist hereafter as a result of failure or omission on the part of the bidder to make the necessary examinations and/or investigations will be accepted as a basis for varying the requirements of the Village or the compensation to the bidder. 3. Bids must be signed by an authorized official of the organization submitting the bid with the name of the official and his/her title typed below the signature. 4. All bidders must submit the following information on or before the deadline for bid permanent place of business; (b) evidence of the ability to provide an efficient and adequate plan for executing the services requested; and (c) any additional evidence tending to show that the bidder is prepared adequately to fulfill the contract. 5. Bidders shall include with their bid, on a separate attachment to the bid, the names of three (3) references regarding their qualifications by experience, ability, personnel and equipment to perform the services required by the bid specifications. The references must include company name, address, contact person and telephone number. The Village reserves the right to reject bids not accompanied by the required references. 6. All bidders agree that a complete background investigation of the principals of the bidder and all employees who will perform the required services on behalf of the bidder will be made. Bidders agree to cooperate with the appropriate Village personnel to supply all the necessary information to complete the background inquiries. The Village, at its complete discretion, may disqualify any Bidder, including a low Bidder, and may void any contract previously entered into based upon its background investigation. 7. 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 has failed to perform faithfully any previous contract with the Village within two (2) years prior to the date of the invitation to bid. 8. All bid submittals must include a signed Bid Certification Form (copy attached) certifying non-collusion in the bid, and that the bidder is in compliance with Sections 33E-3 and 33E-4 of the Illinois Criminal Code regarding bid rotating and bid rigging (720 ILCS 5/33E-3 and 5/33E-4); compliance with the Illinois Drug Free Workplace Act (30 ILCS 580/1 et seq.; that it is not delinquent in the payment of taxes (65 ILCS 5 5/11-42.1); and that it has a written sexual harassment policy in place in full with the Illinois Human Rights Act (775 ILCS 5/2-105, as amended). 9. Any bidder in doubt as to the true meaning of any part of the Specifications or other did documents shall submit a written request for interpretation to Casey Botterman, Superintendent, no later than five (5) calendar days prior to the date set for the opening of the bid. Any questions received after that time may be answered at the discretion of the Village. In the event that the Village finds a question to be adequately addressed in the existing bidding documents, the question may be answered in writing by directing the requesting bidder to the applicable provision(s) in the existing bid documents. No further clarifications or interpretations will be issued. Bidders will acknowledge receipt of any addendum issued by so noting on the bid sheet. Oral explanations are not binding. 10. Prices shall be provided for each service required to be performed under the contract. 11. All equipment and material bid shall be in accordance with all applicable federal, state and local laws, rules and regulations in effect at the time of the bid. 12. Bids will be considered on equipment or material complying substantially with the specifications, provided each deviation is stated and the substitution is described, including technical data when applicable, in a letter attached to the bid. The Village reserves the right to determine whether such substitutions or deviations are within the intent of the specifications and will reasonably meet the service requirements of the applicable Village Department. Brand names which may be mentioned in the specifications do not indicate a preference and are used only as a reference to the type and quality of materials or equipment desired. 13. The brand name and/or manufacturer of each item proposed must be clearly stated. Guarantee and/or warranty information must be included with this bid. 14. Unless otherwise directed by the Specifications, all materials, equipment and services provided will meet standards or requirements which would normally be anticipated in common practice. The bidder guarantees that all applicable federal, state and local complied with in connection with the bid and any resultant contract or purchase by the Village. 15. All municipal, county, and State of Illinois sales taxes and federal excise taxes, which are NOT applicable to sales to the Village of Mount Prospect, must be excluded from bid prices. 16. Prices shall be stated in units when applicable and quotation made on each item separately. In case of conflict, unit price shall govern. 17. Bidders must be sure to specify any terms which they wish to offer in the space provided. Cash discounts will be deducted from the base bid in determining the low bidder. 6 18. A bid deposit in the amount of $500, payable to the Village, is required, unless otherwise stated in the bid package. The deposit must be in the form of a bid bond, certified check, or a bank cashi retained by the Village until the bid award is made, at which time the checks will be promptly returned to the unsuccessful bidders. The bid performance deposit check of the successful bidder will be retained until surety bonding requirements have been satisfied and proof of insurance coverage is provided. 19. In case of default by the bidder, the Village may procure the services from other sources and may deduct the cost of such services from the unpaid balance due the bidder, or may collect against the bond or surety for excess costs so paid, and the prices paid by the Village shall be considered the prevailing market price at the time such purchase is made. 20. The bidder shall hold the Village, its officers, employees and agents, harmless from uncopyrighted composition, trade secrets, secret process, proprietary rights, patented or unpatented invention, article or appliance furnished or used under the bid specifications. 21. The successful bidder is specifically denied the right of using in any form or medium the name of the Village for any advertising, promotion or reference unless express written permission is granted by the Village. 22. The opaque envelope containing the bid shall be marked plainly, *SEALED BID" Exterior Painting Services 2018 along with the SERVICES DESCRIPTION, and date of the bid opening. (See also Notice to Bidders requirements). 23. l shall include the completed Proposal Form. The Village will strictly hold the bidder to the terms of the Proposal Form. The Proposal Form must be executed by a person having the legal right and authority to bind the bidder. Questions about this Request for Bids should be directed to: Exterior Painting Services 2018 Attn. Casey Botterman, Superintendent Mount Prospect Public Works Department 1700 West Central Road Mount Prospect, Illinois 60056 Phone: 847.870.5640 Email: Cbotterman@mountprospect.org 7 SPECIFICATIONS 1. PROGRAM OVERVIEW The Village of Mount Prospect owns, maintains, and operates an extensive streetlighting system through- out the Village. The streetlight poles, bases, davits and fixtures, pedestrian street light posts and fixtures, streetlight controller cabinets/ electrical disconnects and other appurtenances to be sandblasted represent a variety of manufacturers and makes. The contractor shall provide all labor, equipment, materials and necessary traffic control to complete the sandblasting and painting. If necessary, the Village will barricade spaces ons, downtown street parking or commuter lots, to ensure access for the contractor and to minimize or eliminate any potential damage to vehicles. 2. SCOPE OF WORK The contractor shall be responsible for sandblasting and painting selected items. The Village will make every effort to identify all items for painting that are nearby one another, however the Village may require an item outside of the identified area be sandblasted and painted. The Contractor shall refer to the attachment and exhibits section for Painting Project Maps as reference to the items to be cleaned, prepped and painted under this Bid. 3. TECHNICAL SPECIFICATIONS All items shall be sandblasted and painted in accordance with these specifications. 3.1 Site Preparation and Protection The contractor shall place a protective barrier at the base of each item prior to sandblasting. A protective enclosure shall be placed on top of the barrier at the base and around the item to contain slag abrasive and prevent overspray. Any electrical cabinets will need to be completely dry and all electrical components properly protected prior to painting. Doors should be properly painted so that they open and close properly after painting. Contractor to verify operation of doors prior to painting and disclose any issues to the Village promptly. Any signage that needs to be removed from poles or posts shall be photographed to ensure that the same signage is replaced by the Contractor in the same spot and height. The backs of all signs shall be painted black, except for any inventory labels which shall be protected from paint by the Contractor. If necessary, the Village will barricade spaces in public parking areas, such as at or downtown, at the request of the contractor to ensure access to the item for the contractor and to minimize any damage to vehicles. The contractor must request this assistance from the Village at least 36 hours in advance. 8 3.1a Decorative Bases The decorative bases are to remain on the poll during both sandblasting and painting. 3.2 Sandblasting The contractor shall remove all paint from the items using sandblasting. Any paint remaining on the item shall be removed using a wire brush. All items shall be completely free of old paint and grime prior to application of primer or paint. Great care should be taken to eliminate the possibility of slag or other sandblasting debris from entering any fixtures, fixtures lenses, cabinets and/or disconnects. The doors on the cabinets and/or disconnects are to not be sand blasted. Sandblasting could cause warping to the doors. 3.3 Painting The Contractor is to use the best professional judgment and workmanship on determining the means and methods to accomplish this work. The contractor shall prime all items using Sherwin Williams Protective and Marine Coatings KEM BOND HS Primer (#B50AZ0008) or approved equal pursuant to the r the primer coat has completely dried, the contractor shall apply BLACK Sherwin Williams Pro Industrial Enamel (#B54B00155) specification for complete coverage. See attachments at the bottom of this sheet for specifications. Paint and primer shall be applied evenly to prevent drips. If paint or primer is applied using a spray method, the contractor shall not spray items on days when wind exceeds twenty (20) m.p.h., unless a protective enclosure is used. Great care should be taken to reduce any overspray into electrical cabinets and/or disconnects the items power will remain live and hazardous during all tasks. Items shall not be left unprimed for any period of time after sandblasting. After application of the primer coat and/or top coat of paint, the contractor shall place signage on or around the item indicating that there is wet paint. After the primer coat or top coat of paint is dry to the touch, the signage may be removed. Wet paint signage shall be approved by the Village before use. 3.4 Site Clean-Up The contractor shall remove all trash, excess materials, barriers, enclosures, wrappers, and debris and return the site to its original condition at the end of the day or after painting has been completed. Any paint spill shall be immiedately cleaned to the satisfaction of the village. 9 3.5 Damage Damage to the parkway caused by the contractor shall be repaired by the contractor to its original state prior to the final invoice being paid. Damage to the parkway shall include, but not be limited to, cracking of concrete, damage to brick paver driveways, paint spills, and tire ruts in the ground. The Contractor shall be responsible for the repair and restoration of any and all damage from paint spills and/or overspray. The contractor shall take all necessary precautions to prevent damage to trees, grounds, driveways, curbs, sidewalks, structures, or other private property on or adjacent to the work site. Any damage shall be reported in writing to the property owner 3.6. Scheduling of Work The contractor shall schedule all work with the Public Works Director or his designee. The sandblasting and painting of most items will be done during regular business hours, 7 am to 3 pm. In some instances, the contractor may be required to sandblast and paint items between the hours of 10 p.m. and 6 a.m. to avoid pedestrian and motor vehicle traffic. All items identified by the Village shall be st painted before December 31 2018. 3.7. Workzone Safety / Traffic Control The contractor shall be responsible for all work zone safety including proper traffic control when necessary. The contractor shall also be responsible for ensuring private and public property is not damaged while performing the work. Any damage shall be reported in writing to the property owner and the Public Works Department on the day of occurrence. Any damages shall be repaired at rence (unless demonstrable reason for a delay can be shown with the consent of the Village of Mount Prospect). The Contractor shall be responsible for furnishing, placing and maintaining traffic control and protection measures during the project. The work shall be done in accordance with all applicable sections of the Standard Specifications for Road and Bridge Construction, IDOT Standard Details, and Manual on Uniform Traffic Control Devices. All traffic control efforts shall be considered incidental and all costs included into the unit price. The roadways and sidewalk shall be open for all traffic at all times, except during work operations. Any short term activity that requires encroachment on the lane open to traffic shall be restricted to within the hours 9:00 AM to 3:30 PM unless otherwise approved by the Village. Lane closures and detours shall be in accordance with the applicable IDOT Traffic Control Standards and overnight lane closures will not be allowed. Detour plans shall be reviewed and approved by the Village prior to construction. 10 Here are links to applicable IDOT standards: http://www.idot.illinois.gov/Assets/uploads/files/Doing- Business/Standards/Highway-Standards/PDF/217-701602- 07_UrbanLnClosureMultiLn2WWithBidirectLeftTurnLn.pdf http://www.idot.illinois.gov/Assets/uploads/files/Doing- Business/Standards/Highway-Standards/PDF/217-701611- 01_UrbanHalfRoadClosureMultiLn2WWithMountableMed.pdf http://www.idot.illinois.gov/Assets/uploads/files/Doing- Business/Standards/Highway-Standards/PDF/217-701801- 06_SidewalkCornerOrCrosswalkClosure.pdf 4. PAYMENT AND PERFORMANCE BONDS A payment and performance bond will NOT be required for this project. 5. BID SURETY A bid deposit of $500 US Dollars will be required with each submitted bid. A certified check or bid bond in an amount of $500.00 US dollars, payable to the Village as a guarantee that the successful bidder will supply services as specified. The proceeds of any bid guarantee shall become the property of the Village if the successful bidder withdraws his bid or if on notice of award refuses or fails to sign a contract for the work. 6. RETAINAGE Payment retainage of 10% of work will be held in accordance with the General Conditions. 11 GENERAL CONDITIONS A. Award of Contract; Performance; Payment 1. The Village will issue a Notice of Award to the successful bidder, advising that it has been awarded the contract. Within ten (10) business days of delivery of the Notice of Award, by personal service or registered or certified U.S. Mail, postage prepaid and receipt requested, the contractor shall execute the contract, attached to the Bid Documents, and furnish the Village with the required bonds and certificate of insurance. 2. certificate of insurance, the Village will issue and send to the contractor a Notice to Proceed that will start the performance period. 3. Substantial Performance; Final Completion. (a) The Contract shall be substantially performed within one hundred twenty (120) days after the Notice to Proceed is effective (the Substantial can be used for the purposes for which it was intended, i.e., only punch list items remain. (b) Final completion shall be within thirty (30) days after the Substantial 4. This Contract shall be in effect until December 31st, 2018, unless terminated by either party under the conditions specified in Section 10, Contract Termination. However, if both the Village and the Contractor agree, the contract may be extended for one (1) additional year at the same bid prices. The Village will advise the Contractor of its wishes by mid-December 2018 for a possible extension into 2019. If an extension is offered, the contractor will need to st inform the Village of his decision no later than December 31, of that year. Additionally, if a contract is extended, the Contractor shall then be required to submit each year an updated certificate of insurance, proof of Mount Prospect business license or contractor's license and any required bonds. All contract deadlines will be one year later than those listed for year two. All awards are subject to future funding and budget approval by the Board of Trustees. Should the contract be terminated due to lack of funds, the Village will provide as much notice as possible and as soon as possible. 5. The Contractor shall submit with each payment request a properly completed 12 and amount due or to become due, of Contractor, each subcontractor, vendor, supplier or other appropriate party included in its cost, and for every party listed a full or partial waiver of lien, as appropriate. Beginning with the second payment request, and with each succeeding payment request, the d partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to less retainage, included on the previous payment request. 6. If final payment is requested, the Contractor shall submit a properly completed and amount due or to become due, of Contractor, each subcontractor, vendor, supplier or other appropriate party included in its cost, and a full and final waiver of lien for the full amount of the Work, less retainage. The warranties respecting any part of the Work. 7. The Village reserves the right to alter the scope of the required services to be performed, add such incidental services as may be necessary and increase or decrease the services to be performed to accord with such changes, including the deduction or cancellation of any one or more or the services. Such changes shall not be considered as a waiver of any condition of the contract nor to invalidate any of the provisions thereof. 8. The performance of the required services shall be done under the shall decide all questions that arise as to the quality and acceptability of materials furnished, services performed, manner of performance, acceptable fulfillment of the contract, compensation and the disputes and mutual rights between contractors under the Specifications. 9. If the contractor fails to begin providing the services within the specified time, or fails to perform these services in accordance with the terms of the approved schedule or performs the services in a manner unacceptable to the Village, or if the contractor becomes insolvent or is declared bankrupt, or makes an assignment for the benefit of creditors, or from any other cause fails to perform the required services in a manner required by the contract, the Village shall give notice to the contractor and its surety in writing specifying such failure, delay, neglect, refusal or default, and if the contractor, within a period of ten (10) calendar days after the giving of such notice, does not proceed in accordance therewith, then the Village shall have the full power and authority to declare the contract and the contractor in default, and to forfeit the rights of the contractor in the contract. 10. All costs and charges incurred by the Village, together with the cost of performing the required services shall be deducted from any monies due or which may become due to the contractor under the contract. Following any following default, if the expense so incurred by the Village is less than the sum paid to the Village by the surety under this contract for the performance of required services during the contract period, the surety shall be entitled 13 to receive the excess difference paid to the Village. When such contractor default costs incurred by the Village exceeds the sum paid to the Village for the performance of the required services under the contract, the contractor and the surety shall be liable and shall pay to the Village the full cost of such additional expenses. B. Performance of the Required Services 1. The contractor shall exercise every precaution at all times for the protection of persons and properties. The safety provisions of all applicable laws and ordinances shall be strictly observed. Any practice obviously hazardous, in the opinion of the Director of Public Works or his authorized representative, shall be immediately discontinued by the contractor upon his receipt of instructions from the Director of Public works or an authorized representative to discontinue such practice. 2. The performance of services under the contract includes the furnishing of all supervision, labor, materials, tools, equipment and incidentals of every kind and description necessary, in accordance with the contract documents. 3. The performance of services shall be subject at all times to inspection by the Village or its inspectors, and the contractor will be held strictly to the diligent execution of the contract. The Village or its inspectors shall be furnished with such information and assistance by the contractor as is required to make a complete and detailed inspection. Completed performance of services not complying with the contract may be rejected by the Village and shall be performed again by the contractor at no expense to the Village. 4. Except where the Specifications indicate otherwise, the Village is not responsible for providing any tools, equipment, or storage under the contract in order to permit the completion of any contractual obligations under the contract. 5. The contractor shall provide an adequate number of competently trained personnel with sufficient supervision to perform the services required, and the contractor shall provide identification of its personnel if requested by the reasonably detrimental or objectionable to the Village shall be transferred this option shall not be construed as placing the Village in charge of the performance of the services required under the contract, or as making the Village responsible for safety. All tools or equipment required to carry out the operations within the scope of the contract shall be provided by the contractor, and shall meet the standards of OSHA and the State of Illinois safety codes as may be required by law. The Village reserves the right to inspect the equipment that will be used prior to the award of the bid. 6. The contractor shall at all times have a competent person in charge of its work crew at the job site to whom the Village representative may issue 14 directives. Such person shall be competent in the English language. C. Bond; Insurance; Indemnification 1. Insurance Requirements. In the submission of a bid, the bidder is certifying that it has all the insurance coverage required by law or that would normally that, as the successful bidder/contractor, upon execution of the contract, it will provide insurance of such types and in such amounts as may be necessary to protect itself and the interests of the Village against all hazards or risks of loss contemplated by the contract. The Village shall be named as an additional insured on all applicable insurance policies. Satisfactory certificates of insurance shall be filed with the Village upon execution of the contract. The certificates shall state that thirty (30) days advance written notice will be given to the Village before any policy covered thereby is changed or canceled. Insurance coverage shall be in the following minimum amounts: Limit/ Limit/ Type of Insurance Ea. Occurrence Aggregate General Liability Bodily Injury $1,000,000 $3,000,000 Property Damage $1,000,000 $3,000,000 Contractual Ins. $1,000,000 $3,000,000 Automobile Liability Bodily Injury $1,000,000 $1,000,000 Property Damage $1,000,000 $1,000,000 Workers Compensation Employee Claims Statutory for Illinois Employers Liability $1,000,000 per accident 2. Indemnification. The contractor shall indemnify and save harmless the Village, its officers, employees and agents from any and all liability, losses or damages, including fees and costs of defense, the Village may suffer as a result of claims, demands, suits, actions or proceedings of any from or arising out of the operations of the contractor under the contract, including operations of subcontractors; and the contractor shall, at his own expense, appear, defend and pay all fees and all costs and other expenses arising therefrom or incurred in connection therewith; and, if any judgments shall be rendered against the Village in any such action, the contractor shall, at his own expense, satisfy and discharge same. The contractor expressly understands and agrees that any bonds, letters of credit or insurance protection required by the contract, or otherwise provided by the contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Village as herein provided. 15 The contractor agrees to defend and hold harmless the Village from and against all demands, claims, suits, costs, expenses, damages and adjustments based upon any infringement of any patent relating to goods copyrighted or un-copyrighted, composition, trade secrets, secret process, proprietary rights, patented or unpatented invention, article or appliance furnished or used under the bid Specifications. D. Compliance with Laws 1. If, at any time, it shall be found that the person, firm or corporation to whom the contract has been awarded has, in presenting any proposal or proposals, unlawfully colluded with any other party or parties, then the contract so awarded shall be null and void, and the consultant and his sureties shall be liable to the Village for all loss or damage which the Village may suffer thereby, and the Village may advertise for new bids for performance of the required services. 2. The contractor shall, at all times during the life of this contract, observe and abide by all federal, state and local laws which in any way affect the conduct of the work and with all decrees and orders of courts or agencies of competent jurisdiction. Likewise, said contractor shall be governed by all municipal ordinances and regulations which in any way affect the conduct of the work. The contractor shall indemnify and save harmless the Village, its officers, agents and employees against any claim or liability arising from or based on his violation of any law, ordinance, regulation, decree or court order. The bidder and contractor, as the successful bidder, shall comply with all applicable federal, state and local laws, including, but not limited to, the following: a. Bid Rigging/Rotating. By submitting a bid, the contractor certifies that no owner, officer or director is barred from contracting with any unit of state or local government as a result of violating the bid rigging or bid rotating provisions contained in 720 ILCS 5/33E-3 & 33E-4. b. Tax Payment. The contractor certifies that it is not delinquent in the payment of any taxes to the Illinois Department of Revenue pursuant to 65 ILCS 5/11-42.1-1. c. Drug Free Workplace Act. The contractor will comply with the requirements of the Drug Free Workplace Act if the contract is $5,000 or more, and it has more than 24 employees at the time of entering into the contract pursuant to 30 ILCS 580, et seq. 16 d. Preference to Veterans Act. The contractor will comply with the Preference to Veterans Act, 330 ILCS 55, et seq. f. Non-Discrimination. The contractor will comply with the Illinois Public Works Employment discrimination Act, 775 ILCS 10/1, et seq. g. Equal Employment Opportunity. The contractor will comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2- 101, et seq.), including establishment and maintenance of a sexual harassment policy as required by Section 2-105 that will be produced to the Village upon request, and the Rules and Regulations of the Illinois Department of Human rights, including the EQUAL EMPLOYMENT OPPORTUNITY CLAUSE, that is a material term of all public contracts, as set forth in Exhibit B. h. Compliance with Freedom of Information Act Request. Section 7 of the Illinois Freedom of Information Act (FOIA), 5 ILCS 140/7, applies to public records in the possession of a party with whom the Village has contracted. The Village will have only a very short 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 bidder/contractor 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 the o provide the requested public records to the Village within two (2) business days of the request being made by the Village. The bidder/contractor agrees to indemnify and hold harmless the Village from all claims, costs, penalties, losses and injuries (including but not limited to, fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide public records to the Village under the contract. E. Work Guaranty 1. Retainage. The Village shall retain ten percent (10%) from the payment on each invoice. Upon final completion of work that is to be accepted by the Village, and upon the presentation of a final invoice, the Village shall pay the amount it has retained. 2. General Guaranty. Neither partial or final payment, nor any provision in the contract, nor partial or entire use of the product/Work 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 contractor of liability in respect to any express warranties or 17 responsibility for failure to comply with the terms of those contract documents. Unless otherwise expressly provided in the Specifications, in the event any defects or imperfections in the materials or workmanship to be furnished by the contractor herein appear within the period of two (2) years from the date of completion of all the Work and acceptance thereof by the Village, the contractor will, upon notice from said Village (which notice may be given by letter to said contractor to the business address of the contractor shown in the proposal), repair and make good at his own cost any such defects or imperfections and replace any defective or imperfect materials or workmanship with other materials or workmanship satisfactory to said Village, and furnish all such new materials and labor as may be necessary to do so; and in the event of the failure, refusal or delay of said workmanship or materials said Village may do so or have same done by others, and said contractor and surety or sureties on the bonds given for the faithful performance of the contract shall be liable to the Village for all damages and expenses occasioned by such failure, refusal or delay. All details of warranties shall be included with the bid. Warranty work shall be at no additional expense to the Village. Manufacturer warranties and guaranties shall be submitted with the bid and shall be considered a part of the contract where such specifications meet the minimum bid Specifications. F. Miscellaneous Contract Requirements 1. Contract Alterations. No amendment of a contract shall be valid unless made in writing and signed by the Village President, Village Manager or their authorized representative. 2. Licenses and Permits. The contractor shall procure at its own expense all the necessary licenses and permits in connection with the work under the contract. 3. Nonassignability. The contractor shall not assign the contract, or any part thereof, to any other person, firm or corporation without the previous written consent of the Village. Such assignment shall not relieve the contractor from its obligations or change the terms of the contract unless agreed by the Village at its sole discretion. 4. Notices. All notices required by the contract shall be given in writing. 5. Taxes. The contractor shall pay all federal, state and local taxes as may be applicable on all materials, labor and services furnished by it under the contract, and the amounts of such taxes shall be included in the unit prices bid. 18 EXHIBIT A (Upon award of contract, this to be attached to Exterior Painting Services Contract as Exhibit A) Proposal Form Village of Mount Prospect Exterior Painting Services Contract - 2018 OWNER INFORMATION Owner Name: Date Of Birth: Address: Business Name: Business Address: Home Phone: Business Phone: This Business is a: Individual Proprietorship Joint Venture Partnership Corporation If applicable, give names, addresses, and dates of birth of all partners, officers or directors. Name Address Date of Birth Has the applicant, business, or member of the business ever had a __________________ license or contract revoked, suspended or cancelled? YES NO If yes, explain in full detail on a separate sheet of paper. 19 Does the business currently hold a license or have a contract with any other municipality for _____________ service? YES NO If yes, explain in full on a separate sheet of paper. Have any complaints against the business been filed with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any other governmental body during the period of one year prior to the date of this proposal? YES NO If yes, explain in full on a separate sheet of paper. Please note, the Village reserves the right to conduct its own search with the Illinois Commerce Commission, the Illinois Attorney General, or any other governmental body, and may take into consideration any complaints and/or pending complaints made against the business or owner. In submitting this Proposal Form requesting award of the Village of Mount Prospect Exterior Painting Services Contract, I hereby certify that: 1. I will not assign or subcontract Exterior Painting Services for the Village without prior written approval of the Corporate Authorities of the Village of Mount Prospect; 2. Neither I, nor any person who will be working on my behalf, has been convicted under the laws of Illinois or any other state of an offense which under the laws of this state would be a felony involving the theft of property, violence to persons, or criminal damage to property. Please note that in the case of a person whose last conviction was more than two years past, and can demonstrate a compelling showing that he/she is nevertheless fit, such person or operator may be approved by the Village Manager if otherwise eligible; 3. I am not barred by law from contracting with the Village because of a conviction for prior violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating)); 4. I am not delinquent in payment of any taxes to the Illinois Department of Revenue pursuant to Section 11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/11-42.1-1) or in any payment, fee or tax owed to the Village; 5. I provide a drug free workplace pursuant to the Drug Free Workplace Act (30 ILCS 580/1, et seq.); 6. I shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seq.), and the Rules and Regulations of the Illinois Department of Human Rights, including establishment and maintenance of a sexual harassment policy as required by Section 2-105 of that Article and Act 7. I shall comply with the Americans with Disabilities Act; 8. I shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.); and 20 9. All of the information I have provided in this Application has been truthful and given in good faith. I have read and understand the information provided with this Proposal Form, including the Notice to Bidders, Instructions to Bidder, the General Conditions, the Specifications and the Village of Mount Prospect Exterior Painting Services Contract - 2016, and agree to abide by the conditions set forth therein. My signature below indicates my acceptance of all such conditions and my bid for award of the Village of Mount Prospect Exterior Painting Services Contract - 2018. Name of Company ______________________________________ Bid Submitted By ____________________________________ Position in Company __________________________________ Phone No. ________________ Date _______________ Bidder must use the official firm name and authorized representative must sign. 21 BID FORM Exterior Painting Services Contract 2018_ Village of Mount Prospect Department of Public Works FROM: __________________________________________________________ __________________________________________________________ (hereinafter called "Bidder") rd TO: Office of the Village Manager, 3 Floor 50 South Emerson Street Mount Prospect, Illinois 60056 Exterior Painting Services Contract 2018 The bidders have familiarized themselves with the services to be performed and probable work conditions required under this Bid affecting the cost of the performance of the required services and with the Bid Documents which include: Notice to Bidders Table of Contents Instructions for Bidders General Conditions and Special Provisions Specifications Bid Form Affidavit Bid Certification Form Bid Security Bid Sheet Exterior Painting Services Contract Contract Document Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel, labor, materials, tools, equipment, and services (including all utility and transportation services) required to perform the required services, all in accordance with the above listed documents. Bidder agrees to perform all of the required services and provide the equipment and materials described in the Bid Documents. Bidder has bid on all items and has provided a price for all requested services. The Bidder acknowledges it understands all the requested services for which it has submitted a bid. 22 The Bidder will complete and provide all labor, equipment, materials and mobilization (if applicable) to perform the required services as incidental to the fixed item price for each item proposed. In submitting this bid, the Bidder understands that the Village reserves the right to add to or subtract from the estimated quantities. The Village intends to award one (1) contract (if at all) for the items bid. If written notice of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the prescribed form and furnish payment and performance bonds, or letter of credit, and the insurance certificates required by the Bid Documents to the Village within ten (10) business days after receipt. The Bidder, and as successful bidder/contractor upon award of the contract, understands and agrees to the following: 1) The contractor agrees to provide all required services and items and material to the Village as noted in the Bid Documents and comply with the requirements of the Bid Documents. 2) The contractor agrees to comply with all applicable federal and state laws, rules and regulations, and county and municipal ordinances, as described in the General Conditions. All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces provided below: Addendum Addendum Date Acknowledgement by Bidder or Authorized Date No. Representative Acknowledged Failure to acknowledge receipt, as provided above, may be considered sufficient grounds for disqualification of the bidder and rejection of his/her bid submittal. A record of all Addenda and copies of same will be available to all qualified bidders from the Village of Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect, Illinois two (2) days prior to the letting. It shall be the B fully advised of all Addenda prior to submitting its bid. Upon award of the contract, the Village will send Notice of Award to the successful Bidder, the Bidder must then execute the contract and provide the required bonds or letter of credit and certificate of insurance to the Village within ten (10) business days. The Village will then issue a written Notice to Proceed. Failure to complete the work in the designated time frame may result in the Director of Public Works withholding compensation due the 23 contractor for failure to complete the said work in the designated time frame, calling the bonds, or taking such other action as may be available. Security in the sum of $500.00 US Dollars in form of (check one): _____ Bid Bond ____ Certified Check _____ is attached hereto in accordance with the "Instructions for Bidders". 24 This Bid Submittal contains the following: 1) Bid Form 2) Affidavit Bid Certification Form 3) Bid Security 4) BID SHEET(S) Exterior Painting Services Contract 2016 Respectfully submitted: Name of Firm/Bidder: By: (Signature) Title: Date: Contact Information: Official Address: Telephone: Email: ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS, ALONG WITH THE AFFIDAVIT BID CERTIFCATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKED ENVELOPE. 25 VILLAGE OF MOUNT PROSPECT AFFIDAVIT BID CERTIFICATION FORM Bidder: Company/Firm Name: 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 rights 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 _________________________________________ and has the authority to make all (Name of Company) certifications required by this affidavit. Section I Non-Collusion The undersigned certifies that this bid is genuine and not collusive or a 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 Rotating The undersigned further states that _____________________________________ (Name of Company) 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. Section III Drug Free Workplace The undersigned further states that _____________________________________ (Name of Company) provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1, et seq., and has, to the extent not covered by a collective bargaining agreement that deals 26 with the subject of the Substance Abuse Prevention in Public Works Projects Act, 820 ILCS 265/1 et seq., a substance abuse prevention program that meets or exceeds these requirements of that Act. Section IV Tax Payment The undersigned further states that ______________________________________ is (Name of Company) 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. Section V Sexual Harassment Policy Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A), every party to a public contract must: "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) 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- subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M) (2002), The undersigned further states that ______________________________________ has (Name of Company) a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4). 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. The undersigned certifies that all information contained in this Affidavit is true and correct. Signed by: Title: ________________ Signature Name Printed: Signed and sworn to before me this ____ day of _________, 20__. 27 My commission expires: __________________________ Notary Public 28 BID SECURITY of $500 US Dollars by ________________________, the bidder, in favor of the Village of Mount Prospect. It is hereby agreed that, should bidder be awarded the contract for services contemplated under this bid and fail or refuse to execute a contract for the performance of said services, or to provide the required payment and performance bonds, or letter of credit, and certificate of insurance, then this security, in the amount stipulated above, shall be forfeited and may be retained by the Village of Mount Prospect as liquidated damages and not as a penalty. All bids to remain firm for a period of ninety (90) days after bid opening date. SUBMITTED THIS _____________ DAY OF ____________________________, 2016. SEAL (if corporation) Bidder: Title Note: If bidder is a partnership, the bid must be signed by at least two of the partners. Note: If bidder is a corporation, the bid must be signed by an authorized officer of the corporation, attested and sealed by the secretary or other authorized officer. If a corporation, note here the state of incorporation: Incorporated under the laws of the State of __________________________. 29 BID SHEET EXTERIOR PAINTING SERVICES CONTRACT 2018 The undersigned Bidder herewith submits a bid on Exterior Painting Services 2018 in accordance with the attached documents. All bids are to be delivered to the office of the Village Manager, third floor, 50 S. Emerson Street, Mount Prospect, Illinois, 60056, prior th to 1:00 p.m. on Monday, June 18 2018. Bidder: ______________________________________________________________ SCHEDULE OF PRICES We will perform the services as outlined Exterior Painting Services 2018 for sums as follows: Base Bid Est. Item Qty Description Price Each Total Streetlight pole, base, davit and fixture 1 20 Ea. color Black, Map 1 2 0 Ea. Streetlight controller cabinet TOTAL for Base Bid Alternate Work Streetlight pole, base, davit and fixture Alt 1 18 Ea. color Black, Map 2 Alt 2 1 Ea. Streetlight Controller Cabinet Total for Alternate Bid It is the intention of the Village of Mount Prospect to select on contractor. A contract will be awarded to the lowest responsible bidder who complies with the conditions of the bid documents. The contract will be awarded only if it is in the best interest of the Village to do so. The Village will award the contract for the base bid. However, the Village reserves the right to award any combination of the Base Bid and/or alternate. The Village shall be the sole judge of compliance with the Bid Documents and whether or not it is in the best interests of the Village to award the contract. Prices in the Base Bid will supersede other prices for any additional work (work not included in the Base Bid or Alternate) that may be ultimately approved by the Village. 30 Mark outside of envelope: "SEALED BID: EXTERIOR PAINTING SERVICES CONTRACT 2018," and deliver to the office of the Village Manager, third floor, 50 S. Emerson Street, Mount Prospect, Illinois, 60056, by 1:00 p.m., MONDAY, June th 182018. Name of Company/Firm Address of Company/Firm By: Phone: Date submitted: __________________, 2016 31 Also note any exceptions to the specifications. ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ COMPANY OWNER __________________________ _____________________________ __________________________ _____________________________ ___________________________ ____________________________ ADDRESS CITY, STATE, ZIP PHONE # _________________________________________________ ___________________________ ____________________, 2016 SIGNATURE DATE email Note: All bids to remain firm for ninety (90) days. Be sure to mark the outside of the 2018 32 EXHIBIT B- Agreement/Contract VILLAGE OF MOUNT PROSPECT EXTERIOR PAINTING SERVICES 2018 the Village of Mount Prospect, an Illinois home rule municipality (hereinafter and __________________, an _______________________, located at 1. GENERAL CONDITIONS- As stated in the bid document. 2. SPECIFICATIONS - As stated in the bid document. 3. CONTRACTOR RESPONSIBILITY FOR PROPERTY/HOLD HARMLESS Contractor agrees to defend and hold harmless the Village from and against all demands, claims, suits, costs, expenses, damages and adjustments based upon any infringement of any patent relating to goods specified in the contract, and on trade secrets, secret process, proprietary rights, patented of unpatented invention, article or appliance furnished or used under the proposal Specifications. 4. ADHERENCE TO LAWS Employees and agents of Contractor shall obey all federal, state, county and municipal laws and ordinances during the execution of their duties under this Contract. The existence of this Contract does not exempt such individuals from compliance with such laws or ordinances, nor does it convey any special rights or privileges upon those individuals. Contractor shall meet all applicable licensing requirements of the Village. In addition, Contractor is required to comply with all federal, state, county and municipal laws and ordinances, including the following: a. Provide a drug free workplace pursuant to the Illinois Drug Free Workplace Act (30 ILCS 580/1, et seq.); b. Comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.); c. Comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seq.), and the Rules and Regulations of the Illinois Department of Human 33 Rights, including establishment and maintenance of a sexual harassment policy as required by Section 2-105 of that Article and Act; d. Comply with the Americans with Disabilities Act; and e. Comply with the provisions of the EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Department of Human Rights as a material term of all public contracts, which states as follows: Title 44, Part 750, Section 750, APPENDIX A , Illinois Administrative Code, Equal Employment Opportunity Cla use EQUAL EMPLOYMENT OPPORTUNITY In the event of contractor's non-compliance with the provisions of this Equal Employment Opportunity Clause, the Illinois Human Rights Act or the Rules and Regulations of the Illinois Department of Human Rights ("Department"), 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 cancelled 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: 1) 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 handicap 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. 2) That, if it hires additional employees in order to perform this contract or any portion thereof, it will determine the availability (in accordance with the Department's Rules) 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. 3) 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 handicap unrelated to ability, or an unfavorable discharge from military service. 4) 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 34 Rules. 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, the contractor will promptly so notify the Department and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations thereunder. 5) That it will submit reports as required by the Department's Rules, 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. 6) That it will permit access to all relevant books, records, accounts and work sites by personnel of the contracting agency and the Department for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and the Department's Rules. 7) 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 such subcontractor. In the same manner as with other provisions of this contract, the contractor will be liable for compliance with applicable provisions of this clause by such subcontractors; and further it will promptly notify the contracting agency and the Department in the event any subcontractor fails or refuses to comply therewith. In addition, the contractor will not utilize any subcontractor declared by the Illinois Human Rights Commission to be ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations. With respect to the two types of subcontracts referred to under paragraph 7 of the Equal Employment Opportunity Clause above, following is an excerpt of Section Contracts: Title 44, Part 750, Section 750.30, Illinois Administrative Code, Subcontracts Each public contractor and subcontractor shall in turn include the Equal Employment Opportunity Clause set forth in Appendix A of this Part in each of its subcontracts under which any portion of the contract obligations are undertaken or assumed, said inclusion to be either verbatim or by reference so that the provisions of the clause will be binding upon such subcontractors. 5. FEE SCHEDULE The charges to be assessed by Contractor under this Contract are set forth in the fee schedule contained in Exhibit A. 6. LOG BOOK, RECORDS & REPORTS REQUIRED 35 The Contractor shall provide the Village with a written status report on its provision of services required by the Contract. This report shall be due before the tenth day of the following month. 7. METHODS OF PAYMENT Payment under the Contract will be made in accordance with the Illinois Local Government Prompt Payment Act, 50 ILCS 505/1 et seq. 8. HOLD HARMLESS AGREEMENT (CONTRACTUAL LIABILITY) Contractor assumes full responsibility for the acts and omissions of its employees and agents while engaged in performing services under the Contract. Contractor agrees, to the greatest extent permitted by Illinois law, to protect, indemnify, save and hold forever harmless the Village, its officers, appointed and elected officials, Mayor and Board of Trustees, employees, volunteers, attorneys and agents from and against any and all liabilities, obligations, claims, losses, damages, penalties, and costs and expenses resulting from any suit, claim, demand, judgment, or cause of action initiated by any person, including Contractor and its officers, officials, employees, subcontractors, volunteers and agents, arising out of, connected with, or in any way associated with the performance of services covered by this Contract or the equipment used in connection therewith. 9. CONTRACTOR'S LIABILITY INSURANCE Contractor shall not commence with the performance of services under this Contract until it has obtained all insurance required hereunder and such insurance has been approved by the Village. Certificates of such insurance shall be filed with the Village prior to commencing work. Additionally, Contractor will provide the Village with a letter from the insurance carrier that the Village will be notified within thirty (30) days of the pending cancellation of any policy relating to this Contract. Each insurance company shall be subject to approval by the Village, and the respective policies shall name the Village as an additional named insured. Approval of the insurance by the Village shall not relieve or decrease the liability of Contractor hereunder. Such insurance is primary and in no event will be considered contributory to any insurance purchased by the Village. Such insurance will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance written notice, via certified mail. Contractor shall maintain all insurance required under subsections a through h of this Section for not less than one (1) year after completion of this contract. 10. CONTRACT TERMINATION The Village and Contractor reserve the right to terminate the Contract at any time upon seven (10) days advance written notice to the other party. In addition to the 36 provisions set forth in Section General conditions (A,6) for immediate termination, failure of Contractor to perform any aspect of this Contract properly and/or to provide proper treatment to the general public, in the sole discretion of the Vilage, is cause for immediate termination of the Contract without prior notice. 11. LENGTH OF CONTRACT This Contract shall be in effect until December 31st, 2018, unless terminated by either party under the conditions specified in Section 10, Contract Termination. The Contract may be extended for up to one (1) year period beyond the termination date by mutual, written agreement between the Village and the Contractor. 12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST The Illinois Freedom of Information Act (FOIA), 5 ILCS 140/1 et seq., 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. Contractor 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. Contractor agrees to indemnify and hold harmless the Village from all claims, 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 this Contract. 13. Contractor shall not assign this Contract or any part thereof without the prior written consent of the Village. Approval, if any, for such assignment shall be made by the Corporate Authorities of the Village. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective assigns, legal representatives and successors in interest. 14. GOVERNING LAW This Contract shall be governed by and construed in accordance with the laws of the State of Illinois and applicable federal law. Venue shall only be proper in a court of competent jurisdiction located within the County of Cook, Illinois. 15. SEVERABILITY The invalidity or unenforceability of one or more of the terms or provisions contained in this Contract shall not affect the validity or enforceability of the remaining terms and provisions of this Contract so long as the material purposes of this contract can be determined and effectuated. 16. INTERPRETATION 37 Any headings of the Contract are for convenience of reference only and do not define or limit the provisions thereof. Words of gender shall be deemed and construed to include correlative words of other genders. Words importing the singular shall include the plural and vice versa, unless the context shall otherwise indicate. All references to any person or entity shall be deemed to include any person or entity succeeding to the rights, duties and obligations of such person or entity succeeding to the rights, duties and obligations of such person or entity in accordance with the terms and conditions of the Contract. 17. WAIVER OF BREACH If either party waives a breach of any provision of this Contract by the other party, that waiver will not operate or be construed as a waiver of any subsequent breach by either party or prevent either party from enforcing such provisions. 18. MERGER - AMENDMENT This Contract sets forth the entire understanding of the parties relative to the subject hereof and supersedes any and all prior agreements, express or implied, oral or written. No amendment or modification of this Contract shall be effective unless reduced to writing and executed by the parties. 19. COUNTERPARTS This Contract may be executed in several counterparts each of which shall be an original and all of which shall constitute but one and the same instrument. 20. EFFECTIVE DATE The Effective Date of this Contract shall be the date executed by the Village President, and attested by the Village Clerk. In Witness thereof, the said parties have executed and signed this contract on _______________________, 2018. 38 VILLAGE OF MOUNT PROSPECT, an Illinois Municipal Corporation BY: Attest: _____________________ Karen Agoranos, Village Clerk Corporate Name: BY: Its ________________________________ Attest: Secretary (Corporate Seal) 39 Exhibits and Attachments 40 PRIMER AND PAINT INFORMATION 41 42 LOCATION MAPS 43