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Home My WebLink About5.6 Motion to waive rules requiring public bidding - Extension of Custodial Services Contract 10/17/2019 BoardDocs®Pro v „tllr' T-77 Agenda Item Details Meeting Oct 15, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Subject 5.6 Motion to waive the rules requiring public bidding and authorize a seven (7)-month extension of staff the existing Custodial Services Contract in an amount not to exceed $62,728. Access Public Type Action (Consent) Preferred Date Oct 15, 2019 Absolute Date Oct 15, 2019 Fiscal Impact Yes Dollar Amount 62,728.00 Budgeted Yes Budget Source General Fund Recommended Action Staff recommends that the Village Board waive the rules requiring public bidding and authorize a seven-month contract extension with Crystal Maintenance Services Corporation of Mount Prospect, Illinois for custodial services at Village-owned buildings in an amount not to exceed $62,728. Public Content Information This proposed contract extension provides for custodial services at all Village-owned buildings. To ensure sustainable public facilities, the Village has engaged in custodial services contract to maintain facilities consistent with established goals and objectives. The contract includes daily cleaning of all Village buildings including the Community Connections Center and Railroad Station. In addition, the contractor provides day porter services at Village Hall and Police/Fire Headquarters Building facilities. The current custodial services contract was approved by the Village Board on December 20, 2016. The approved contract was for a three-year term expiring on December 31, 2019. With the closing of the Police /Fire Headquarters Building and the opening of two (2) new facilities in May 2020, staff anticipates that the scope of services will change considerably. Notably, the new facilities are larger and will likely require a broader range of custodial services. However, neither the Fire Department Headquarters Building nor the Police Department Headquarters Building will be completed until May 2020. The time gap between the end of the existing custodial contract (December 31, 2019) and completion of the new public safety buildings (both are slated for completion in May 2020) is problematic because it precludes an opportunity to conduct tours and site visits for custodial contract bidders. A likely consequence is higher prices due to uncertainty about the scope of work. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/3 10/17/2019 BoardDocs®Pro To mitigate this circumstance, staff asked the existing custodial contractor, Crystal Maintenance Services Corporation of Mount Prospect, Illinois (Crystal Maintenance), to extend their contract at current prices. Crystal Maintenance has held the Village's cleaning services contract since 2000, winning a competitive bid process every three years, and has performed at an exceptional level. This extension will afford staff an opportunity to accurately inventory and quantify custodial services for the new public safety buildings. This information can be used to garner competitive bids. Staff will then seek competitive bids, via a formal public bidding process, for custodial services at all Village buildings spanning a multi-year term that will commence on or about termination of the Crystal Maintenance contract extension (August 1, 2020). Attached is a letter from Crystal Maintenance dated October 8, 2020 agreeing to extend the contract period. The terms and conditions of the original contract remain in place. In addition, The monthly cost remains unchanged. The cost per month is $8,147; totaling $57,026 for the seven-month extension period. Staff is also requesting a 10% contingency ($5,702) to address any unscheduled work that do not correspond to the planned cleaning services. A 10% contingency would bring the total contract extension amount to $62,728 ($57,026 base cost + $5,702 contingency). Alternatives 1. Authorize staff to extend custodial service contract with Crystal Maintenance for seven months. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board waive the rules requiring public bidding and authorize a seven-month contract extension with Crystal Maintenance Services Corporation of Mount Prospect, Illinois for custodial services at Village-owned buildings in an amount not to exceed $62,728. Mount Propsect - extention letter.pdf (64 KB) Cleaning Services Signed Contract 2017 - 2019 Awarded - Crystal Maintenance Services, Corp.pdf (421 KB) Cleaning Services Contract 2017 - 2019 Awarded - Crystal Maintenance Services, Corp.pdf (5,399 KB) MP Cleaning Services Contract 2017 - 2019 - Bid Specifications.pdf (28,908 KB) 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. Motion &Voting (not specified) Motion by Michael Zadel, second by William Grossi. Final Resolution: Motion Carries https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/3 10/17/2019 BoardDocs®Pro Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/3 rt ws- C 1699 Wall St*Suite 504* Mount Prospect*IL 60056 Phone(847)228-6555* Fax(847)228-6588 October 8, 2019 Village of Mount Prospect 50 S Emerson Mount Prospect, IL 60056 Re: Contract Extension Dear Mr. Fahey, I would like to thank Village of Mount Prospect for doing business with Crystal Mgnt & Maint Services, Corp. We value you as a customer and appreciate all the work you gave us. I would like to confirm that the price for janitorial services at Village of Mount Prospect will remain the same.The Agreement is on month—to—month basis beginning on January 01, 2020 until August 01, 2020. If you have any questions please let me know. I will be more than happy to answer them. Sincerely, Monika Talar General Manager Crystal Mgmt&Maint Services, Corp. 1699 Wall St,Suite 504 Mount Prospect, IL 60056 5 EXHIBIT B VILLAGE OF.MQUNT PROSELCT THIS AGREEMENT (hereinafter the "Contract") is entered into by and between the Village of Mount Prospect, an Illinois home rule municipality (hereinafter the "Village"), and and C ?y �,Oi [TO I id; =rdd a'U(� Si _Cz0 located at i69-ri ntc:,i SLS ii= t> Illinois, (hereinafter the"Contactor"). int j, Pkou Pi'c i IL 1. GENERAL 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 account of the Village's use of any copyrighted or uncopyrighted, composition, trade secrets, secret process, proprietary rights, patented of unpatented invention, article or appliance furnished or used under the proposal Specifications. 4. DHEREIC�T7 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 theVillage. In addition, Contractor is required to comply with all federal, state, county and municipal laws and ordinances, including thefollowing: 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, t ), 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; d. Comply with the Americans with Disabilities Act; and 53 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 Clause 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 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 54 5 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 750.30 of the Department of Human Right's Rules and Regulations for Public 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 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 55 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 ten (10) days advance written notice to the other party. In addition to the 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 Village, is cause for immediate termination of the Contract without priornotice. 11. LENGTH OF CONTRACT This Contract shall be in effect beginning January 1, 2017, and shall remain in effect until December 31, 2019, unless terminated by either party under the conditions specified in Section 10, Contract Termination. 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 theinformation. 56 d 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, 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 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 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 otherparty, 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. 57 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 2016. VILLAGE OF MOUNT PROSPECT, an Illinois Municipal Corporation BY: Attest: Karen Agoranos, 60puty Village Clerk Corporate Name: Q-Y S 10 L J1 f4 jVi j:-I Vat)IV Cid j BY: Its --L'C-z-LLV42 Attest: Secretary (Corporate Seal) 58 i "We Do It Crystal dean" Village of Mount Prospect Cleaning Services Proposal 50 S Emerson Street Mount Prospect, IL 50055 (r uuuuuuyuu P11 l . rJT Monika Talar (847) 228 - 5555 (847) 228 - 5588 Fax service@crystalmsc.com Table of Contents Welcome to Crystal Maintenance Services, Corp, ...... ... -4 Cover Letter..... ...... —5 Company Highlights.... ........ 6 Address Confirmation . .................. ....... 7 List of Equipment . ................... ......... ........ 8 Financial References . ........ 9 References ........ ........ ........ 10 List of Project Under Contract ....... 11 Environmental Statement...............----......... ....... Employee Training Program... ............ ............---........ Communication and Quality Assurance.......... 14 What is Green .............. ............. .....-15 Crystal Maintenance Green Clean Certificate... ............................ 16 Bloodborne Pathogens Certificate . ... 17 Certificate of Insurance..., ... 18 page 2 "WELCOME 70 Crystal Maintenance Services, Corp., is a full service cleaning contractor, serving Chicagoland area. We specialize in providing professional cleaning services to commercial building owners and managers. I Crystal Maintenance Services, Corp., will provide you with the standards of cleanliness that your building requires, at a price that makes sense. And price, while important, is only one of the factors that must be considered when choosing your cleaning contractor. What can Crystal Maintenance Services, Corp., do for you? 1. Provide you with a clean, safe, and healthy environment for your customers and employees. • Clean buildings project a first class image. • Clean buildings improve the longevity of the building. • Healthy buildings ensure a working environment free from contaminates. • Healthy buildings provide a safer workplace and decrease the number of workers comp claims due to slip/fall accidents and the spread of viruses. • Healthy buildings reduce the amount of sick time taken by employees working in the building. 2. Improve employee morale, • Clean buildings are proven to increase employee productivity. • Employees who work in a clean building are happier— and happy employees means reduced turnover, 3. Reduce costs and increase revenue. • Clean buildings are less expensive to maintain. • Clean buildings help to increase tenant satisfaction and reduce tenant turnover. • Clean buildings ensure that property values will remain high because having a clean building improves the longevity of the building. ,age 3 4. Offer you a full-service partnership for all your building maintenance needs, • With our service, you'll no longer have to worry about restroom and cleaning Supplies and equipment, because we manage it all for you and provide our own supplies and equipment. • We provide quick response to your needs and offer specialized cleaning services such as carpet spotting, carpet cleaning, hard floor care, window washing, and construction clean-up. • Our operation is fully automated. We track sales and costs of each building in order to measure productivity and efficiency. We use a computerized Telephone Timekeeping System that allows us to accurately track each employee's time and location and ensure proper coverage for each building. Our accounting system is also automated, ensuring accurate and timely billing. • We believe our most important asset is our people — the success of our business depends on them. Our people are well-trained and well- supervised. New employees are thoroughly screened, including criminal history checks. We believe that in order to achieve results for our customers, we need to keep our employees motivated to provide the best service available. Our employees are paid highly competitive wages; they participate in various incentive programs, and are rewarded for a job well done, pzige 4 I C R(Y.tAXCE SE(k'VICIES' C09 V(R p 1699 Wall ;fit.,Suite 504--- Mt. Prospect, IL 60056—(847)228—655 -- (347) 228_-658 fax 1 November 18, 2016 Village of Mount Prospect Mr. Scott Moe, Superintendent 56 S Emerson Street a Mount Prospect, IL 60056 Dear Mr. Moe, Thank you for the opportunity to provide you with a proposal for cleaning your building. Your desire to find the best-qualified contractor to partner with was most apparent in our initial meeting. I believe that you have before you a proposal that will exceed your high expectations. At Crystal Maintenance Services, Corp. we are proud to say that we do our job well and safely. We believe in achieving excellence in all that we do. We also believe in providing our customers with professional service so they can rest assured that their building is in good hands. At Crystal Maintenance Services, Corp. we guarantee that through efficient administration we will not only be,competitive in terms of cost, but also will most certainly be the best-qualified contractor for the task at hand. Thank you for the opportunity to bid on your cleaning needs. If you have any questions„ please don't hesitate to ask. Sincerely Monika Talar General Manager Crystal Maintenance Services, Corp. page 5 M COMR�NY HIGHLIGHTS Cr-ysttal Nlainteitance, Services, Cow-p. was established in 1993, State of Illinois incorporation and resides at: 1699 Wall Street, Suite 504, Lake Center Plaza, Mount Prospect, IL 60056 + Crystal's employees total number 116, they are all legally certified to work in the United States + Our Crew are thoroughly trained, uniformed, display a company I.D. badge & are able to communicate in English, * Crew's illnesses, vacation and no shows are thoroughly monitored by Crystal's Management and back filled by "special tasks group" that is always available for extra services. Each crew member is supposed to report to Crystal's Supervisor any situation that ftkes them unable to work. * Our New Equipment and Brand Name supplies will serve your facility and will remain in the designated area. + Floor & carpet refinishing services will be performed as specified, by "floor service crew" so the regular cleaning people are not disturbed. + Crystal's Account Representative will be always available to attend quality control inspections. + Bonding and public Insurance of $ 5,000,000.00 is carried to cover all of our operations for your protection. + List of references is submitted, we encourage you to check them. * Our telecommunication system is designed with Emergency Paging feature, available 24 hours a day, and 7 days a week to serve both: Customer & Contractor in a professional manner. page 6 Ci stat Wafntenane , .. ..9 Wah St,Suite 504„ Mt.Prospect, Gl 60056 Phone(847)228-6555, Fax(847)228-6588 i November 18, 2016 This letter is serving as a confirmation that. CZ. 'STAt, MANAGEMENT M I 'FENA C E SERVICES, CORP., maintains a Permanent place ofbusiness (and has been for the past 20 years) at. Lac Center Plaza 1699 Wall. St, SUitc 504 Mount Prospect, It. 60056 Telephone: (847) 228-6555 Fax: (547) 225-0588 ........ ...... • Cbrl,). 1699 Wall St,Suite 504,Mt,Prospect,11, 60056 Phone(847)228,6555,Fax(847)228-6588 LIST OF EQUIPMENT Below is the list ofequipment owned by CRYSTAL MANAGEMENT & MAINTENANCESERVICFS.CORP., which will used on the project to perform janitorial services at VILLAGE OF MC Cil' facilities: 6 • Commercial vacUL1111 cleaners • Portable, backpack and hand vacuum cleaners * Carpet cleaiiing machines and extractors • Hard surface floor machines • Floor polishers /buffers • Power washers • Bucket / wringers • Dolly trash containers • Feather dusters • Window washing equipment • Daily cleaning, equipment i.e.: mops- dry and wet, brooms, bonnets, sprayers, scrapers, sqUeegees, dusters • Floor signs page 8 Crp. ystafWaintenance Services, Cor ........................... 1699 Wall St,Suite 504,Mt,prospect, IL 60056 Phone(847)228.6555,Fax(847)228-6588 Financial References MB Financial 3959 North Lincoln Ave Chicago, 11., 60613 Contact: Bonnie R,oszczewski Phone: (773) 832-3142 HESCO 6633 N Milwaukee Ave Niles, 111, 60417 Phone: (800) 822-7467 KRANZ 582 Michigan St Elmhurst, IL 60126 Contact: Zane Zanner Phone: (630) 782-8941 I:age 9 REFRENCES City of Highland Park 1150 Half Day Road Highland Park, It., 60035 Contact: ('Juadalupe Gonzalez Phone: (847) 926-1139 Des Plaines Public I.Abrary 1501 E.Ilinwood St Des Plaines, IL. 60016 Contact- Gary Valente Phone: (847) 376-2781 Wage of Kenilworth 419 Richmond Road Kenilworth, 11. 60043 Contact: Patrick Brennan Phone: (847) 251-1666 page 10 ......... ......... LISTOF PROJECTS UNDER CONTRACT Des Plaines Public Library 1501 I'llinwood St Des Plaines, IL 60016 Total Sq. Ft. .._ 85,000.00 Sq. Ft. Janitorial services. Carpet Shampoo, Upholstery Cleaning Niles park District 6676 West, Howard St Niles, [L. 60714 Total Sq. Ft. -- 180,000.00 S,,1. Ft. Janitorial Services, (17arpet Shampoo, Floor Strip& Wax, I�loor Buff I Lake County (MAtiple Locations) 500 Winchester Road Libertyville, IL Total Sq, Ft. ---over 200,00('W Sq. Ft Janitorial Services. Carpet Shampoo, Floor Strip& Wax, I'loor Buff' Village of Winfield 27 W X165 .Jewell Rd Winfield, IL 60090 Total Sq. Ft. - Janitorial Services, Carpet Shampoo, Iloor Strip& Wax, Floor Bul'T City of I lighland Park 11501 lalf Day Road Highland Park, IL 60035 Total Sq. 85,000.00 Sq, Ft. Janitorial Services. Carpet Shampoo, Floor Strip& Wax, Floor Buff, Window Washing, Parking Structure Power Washing La Grange Public Libr,,,try 10 West Cossit L,a Grange. 11. 60525 '"fotal Sq. over 60,000,00 Sq. 1�`t. Janitorial services, Floor Strip & Wax. Floor Buff, Window Washing Elmwood Library • 10 Comi Parkway Elmwood park, IL 607014 Total Sq. Ft. -- Janitorial Services, ("arpet Shampoo. Floor Strip& Wax, Floor Buff: Window Washing Vernon Hills Park District 294 E'vergreen Nor Vernon I-lilts, IL Total Sq. It. - Janitorial `services, Flour Strip & IVa Village of Lisle 925 Burlington Ave Lisle, ll.. 60532 Total Sq. Ft. - 110,C11)Cl 00 Sq. Ft. Janitorial Services, C"arpet `shampoo, floor Strip & Wax, Floor Buff *And Man), More �mgEw 12 ................... ENVIRONMENTAL STATEMENT As a compan�v with over 23years (?f'experience in theJanitorial business we at' C R IS TA L 1A, 'AG E MEW T& MAI 7T.NANCE SER 1/1 CES CORPORA 71ON believe in respecting rind protecting the environment. Each (�four emj,.)lqyees is, (i proud.finnilJ,, member on hislher own and we also 6 consider CRYSTAL as our second finail y. Y6u spend a lot (?ftilne at work and especially here at CYstal we appreciate good working environment with the same etnployees it,,orkingfor years. For its, the idea ol"protecting world envit-onment derives, directl),,ftont the basic principles that have guided itsfi-ont the beginning ob s ,,. Out jectives have alwqy exlended beyondfinancial growth to include broader social goals. Foremost among these is promoting the health and well-being(?f lantilies - not only the jamilies (?1"todcq,, but also the,families (?ftomorrow - our children and children of our children, As a eoatpcn�y, we wi// al, �y our belie )p ,fin respecting and protecting the environment to a//phases ofour business. It is our goal to develop our services, so they are compatible with the environment and, beneficial cis you use them. One of the greatest challenges wefilce todqy, is making those vital decisions that will determine the quality oflily,*ensuing generations. We ivifl display leadership in pu,rsuit qfthis by bringing to all (�fourservices, supplies and munqfiucturing the technological innovations that promote clean air, clean water and clean earth....a better environtnentfin- us all. CRYWAL MANAGE'MEWT& AlfAINrP."IVANCES7-.';RVICE, " CORPORATION dedicates itselfand its employees to act, knowing that ive are part ol'a larger 13 EMPLOYVT TRAINING PROGRAM ('10,"S"FA L,"S employees at all tunes shall be courteous and present a neat and clean appearance and shall wear identifiabic work garments and identification to indicate that they, are employed by Crystal Maintenance Services., C.Orp, CRYST'A'L'S employees have knowledge ofMatcrial Safety Data Sheets, ot'all chemicals used for cleaning. CRYSTA LS employees shall always do their work during the hours described by Crystal's Supervisors accordingly to t'acility requirements. CRYSTAL'S employees shall keep all equipment being used for cleaning, in proper working order and let know area t'nanagers and supervisors about any, problerns regarding,those. CRYS'FA LIS Supervisors shall run periodic checks on equipment and replace any ifthose are not in proper working order, Crystal's Staff rules 1. Personal calls on office telephones are prohibited. 2. 13reaks and meals are to be taken in designated areas only. 3. No smoking is allowed in any facility. 4. All doors ShOUld be secured and locked at all times. Do not allow the public to enter through any of the door. 5. Report breakage ii-mriediately. 6. When leaving facility, make sure proper lights are left on. 7. Do not go into cabinets, closets, desks, drawers, or any storage areas it' you haven't been authorized to do so. 8. Report lost oi- stolen keys within 24 hours. No keys are to be duplicated. 9. When leaving a building, check every exterior door. 10. Set building security alarms as required �.mge 14 COMMUNICATION AND QUALITY ASSURANCE We have found that COMMUnication between the Customer and CRYS 1 A L NIA INTEN ANC F is the vehicle to ensure customer satisfaction. By securing a good communication network between the property management and Crystal's operating/supervision departments, our company can better meet your everyday needs. • Our Account f"Accutives are invariably available to handle any concerns you, may have • All of our Account lExecutives, as well as Our field supervisors, arc equipped with cell phones We believe that communication is multi-pronged and goes both ways. Thererorc CRYSTAL MAINTENANCE is continuously researching new methods of exchanging views and different opinions between Customersandour management • Our(duality Assurance program the key link between Customer and Operation personnel. We implement a pro ,ran otllace to face contact with real people to ensure that all services are provided to a complete satisfaction # Formal monthly or quarterly meetings and walk-through inspections are scheduled according to Your availability, • "Project Work" is pre-scheduled on our master calendar, this way ensuring that all tasks are performed in accordance with your cleaning specification. I CRYSTAL MAINTENANCE prides itselfon long term relationships achieved through Qualitw Service, Personnel Supervision, Great Communication and Client Satisfaction. We look forward to include your Company arnong our Valued Clients, page 15 1699 Wall St., Suite 504 Mount Prospect, IL 60056 Phone: (847)228-6555 Fax: (847)228-6588 crystal maintenancepameritech.new What is Green Cleaning"? kreen C�eank'Hg p thE! LJSEof effect�\ie cAear'Jrng pracbces ard products that �,,)rotect �numan heafth and the erivironment. IS your Why Green Cleanirig Products? 6,us2ness 0 Reduces Illness re a dy Less exposure to harsh chemicals means improved indoor air quality and lower illness rates in the to go green? workplace. 0 Improved Cleaning Efficiency Green cleaning products work just as well, if not (I)y,staf better, than traditional industrial products. 0 Environmentally Friendly ./Raititetiance Green products and methods reduce the negative impact of cleaning on the environment, such as indoor air quality. Many also have less packaging than traditional cleaning chemicals, which means less waste. Cost control Use of green products keeps costs down because fids a green they are concentrated, which means a small amount cleaning of chemical can go a long way. program for What is Crystal Maintr�maince Services Corp., Green Prograrn"? your We use microfiber cloths to keep dust from becoming 6usiness! airborne in your building. • We use microfiber mops and color-coded cloths that use less water and chemicals, and help prevent cross-contamination. We use vacuums that have NEPA filters to prevent /A dust and other contaminants from re-entering the air. I R-T,t SrrTA3 Want more information? Call us at (847) 228-6555 page 16 7:7 LM ON 4-0 cz > 21 ct �kf 14 ct FF 0 0 CL rr. 0 0 LO wrrw► C "".Y."" Lo E cJ7 C57 C C) eLo /�yy��! p"p ,(^ r— a �.,... Y"' d C,T.: CtZ C3. :5:. I.C.1 a C7 r i �..,. Cc d7 U. h. 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' under* * • MUM DESCRfPT1ON OF OPERATIONS I LOCATIONS I VEHIICLES(ACORD 101,Additional R#maft Schedule,may be attathed if more spaC4 I$requiI • i • Fox Valley "` 101 W Illinois Ave SHOULD ANY OF x+ DESCRIBED POLICIES BE CANCELLED BEFORE N + + THEREOF, + DELIVERED IN d-pra, IL 60506 ACCORDANCE WITH THE POUCY PROVISIONS. AUTHORIZED. •-i l l ••i « « « WIN ' i "ww w ,b W 4 Se w w, 'w w w w w ww w M.w Wr wn w Ww k w. w w Mw www ww ww•. wwww '", ww ww ww ww «, ww ww ww ww w "w ww` qw •'w wa. b ww Yc waw w 'wwW 4, w'w^'r�, yw So, hr�,wW w sw,w wu ww"w� wryw," wn" w'p Wb"'y; w�, w4.w 4w bM"y'�'WM rMeWr W'",, �wwwp Y,,,4 wrwwA % wn '�4"M' 4eW Mw,ww °N. w'wYw www ww"w w,ya ww o"d w qq�X��ww tititiMMM � w wM�ww � � bww w� Mwp Wiwi •+r, ., *1 �yy TMgp w WW, yyb Mme, M ,wG POW wV W w, fi "w. Mwr'�' ww ww°w•• "w rMMIXIMM 0� 1 w law* aw„ � � www w�w w w, W oll CLn� 14 44 4-0 IL ti 4, ww w. I � w w ww W w w �w. w w w` 4 ti w � k\ wxww yp IAw r r wry w " wb� ww "+ ww "'w ww "w µw ww 'ww 4. 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'Mw'� M w w.'w" �^w W«�' ww, 'wq; •'w,.wwwp 4"w., 'w a, ' EXHIBIT A (Upon award of contract, to be attached to Cleaning Services Contract 2017-2019 as Exhibit A) Pro2osalForm Viagg _qf MoLint Pro§22gj CLEANINQ 15ERA M 99NIRA-QT 2017-2019 OWNER INFORMATION Owner Name: ThLIAQ Address- Business Name: ( 03i-0t' 111(ov, 4j nv)� t"" C, co e i) Business Address: ("J V4 S Ll '3o tt Home Phone: (1091 ?501 - 8090 Business Phone: 41'1) 218 This Business is a: El Individual Proprietorship El Joint Venture Partnership Corporation If applicable, give names, addresses, and dates of birth of all partners, officers or directors, Name Address Has the applicant, business, or member of the business ever had a z license or contract revoked, suspended or cancelled? El YES NO If yes, explain in full detail on a separate sheet of paper. Does the business, currently hoI license or have a contract with any other municipality for CF)ju i IV service? ES El NO 40 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 "mental body during the period of one year prior to the date of this proposal? YES gRNO 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. Services will be either full service cleaning, both inside and outside, or just outside cleaning. In submitting this Proposal Form requesting award of the Village of Mount Prospect Cleaning Services Contract 2017-2019, 1 hereby certifythat: In submitting this Proposal Form requesting award of the Village of Mount Prospect Cleaning Services Contract 2017-2019, 1 hereby certify that: 1. I will not assign or subcontract window cleaning 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-, 1 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 ILCS 580/1, et 6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seg.), 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; T 1 shall comply with the Americans with Disabilities Act„ 41 7. 1 shall comply with the Americans with Disabilities Act; 8, 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.); and 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 Cleaning Services Contract 2017-2019, 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 Cleaning Services Contract 2017-2019. ............................ Name of Company Bid Submitted By Position in Company 1" (V c ,1) L rl 0 iv 6-1- Phone No. Z? gDateL Bidder must use the official firm name and authorized representative must sign. 42 BID FORM Cleaning Services Contract 2017-2019 Village of Mount Prospect Department of Public Works FROM: TP L tV F (hereinafter called "Bidder") TO: Office of the Village Manager, 3rd Floor 50 South Emerson Street Mount Prospect, Illinois 60056 (hereinafter called "Village" or"Village of Mount Prospect") Cleaning Services Contract 2017-2019 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— Cleaning Service 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, as follows: 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. 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. 43 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 No, Addendum-Pate Acknowledgement by Bidder or A ----- uthorized Date ....... ........................... ................ R�presentative Acknowledge ----- - —--------- ------------ ---.1............. ------- 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 Bidder's responsibility to become 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 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 five (5%) percent of the amount b form of (check one): Bid Bond Certified Check �kBank Cashier's Check is attached hereto in accordance with the "Instructions forBidders". 44 This Bid Submittal contains the following: 1) Bid Form 2) Affidavit- Bid Certification Form 3) Bid Security 4) BID SHEET(S) - Cleaning Services Contract 2017-2019 Respectfully submitted: Name of Firm/Bidder: o T S (V el r- (8i6nature) Title: �Z 14 Date: — 1l - r o Contact Information: NOf'001 IOC"Of)'- Official Address: Telephone: rye Email: 4's oLq'i( Cori C r ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS (Pages 43-52) ALONG WITH THE AFFIDAVIT - BID CERTIFICATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKED ENVELOPE. 45 AFFIDAVIT— BID CERTIFICATION FORM Bidder: Company/Firm Name: C'03io (- (161(vt Of) (m 'S � - Vicc'73 u)eP Vt7 W-"-(,� �L 0(X) J Address: C9 V1(t �S(� rI 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, (Cfv;v,'o4 T'jQ)Cy 1 being first duly sworn on oath, deposes and states that he or she is (sole owner, partner, joint ventured, President, Secretary, etc,) of 4) t' l"fwv(' ('47J and has the authority to make all (Name of Company) certifications required by this affidavit, Section I Ngn-QgIJU§ign 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 11 Bid Rigging and Rotating The undersigned further states that C P il� i L 11,(�J'Y e"' �J'`0 t);((-i, ("z) W (Name of Company) r 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 Workelace The undersigned further states that (..'(f•S L rJ&tv� d jfv,� (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 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 PaMM2131 The undersigned further states that C Q� k€P L H 6,tv T � N 0 E 2- (Narrie of Company) 46 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: (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)." A "public contract" includes: ...every contract to which the State, any of its political subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M)(2002), The undersigned further states that &Ar�OL PI�;-Wf d � .t 600' 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: , OFIVi;�VWL tIfdwl (-=d Signature Name Printed: �J- -F 0- L, Signed and sworn to before me this /$/*day of llo—tv41-41" 2016. My com m n expires: Notary Public F A OLGA MOGA NOTARY KXM SAM OF KLWX Mycomm"Wakes"Mmo 47 BID SECURITY Included with this bid is a bank cashier's check, certified check or bid bond in the amount of 18' 14 EO- 00 -, being five percent (5%) of the total amount bid by "�j: r 6C�2- yQ -, 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 E m L 2016. SEAL (if corporation) Cf I C I`i 6 1) 1 Ivi Bidder: fagq (joa Q 5 - rit, Bidder's Agent and Agent's Title E I'v i�0 L, N 14 IV o 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 ct I (V 0(S Is 48 BICC SHEET CLEANING :SERVICES CONTRACT 2017-2019 The undersigned herewith submits a bid on Cleaning Services Contract 2017-2019 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`1 Floor, Mount Prospect, Illinois, 60056, prior to 1*00p.m. on November 21„2016. It is the intention of the Village of Mount Prospect to select ONE 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 interests of the Village to do so. The Village reserves the right to award any combination of the Base Bid ANDIOR Alternate #1, Alternate #2, Alternate #3. 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 any of the three alternates) that may ultimately be approved by the Village. SCHEDULE OF PRICES We will perform the services as outlined on the Task Schedule sheets for sums as follows: (Base Bid, Alternate #1, Alternate #2, and Alternate #3) BASE BID: ----------- Year 1 -—-------- Location Unit Quantity Unit Price Total Village Hall Month 12 Z50,00 ow� W ------------------------ ............... .. ......... Village Hall Parking Structure Month 12 P-501 00 co) o(> ... ................ --------- .... .................. Police& Fire Building Month: 12 S-30" 00 Z)I o go ---------- Police& Fire Building Parking Structure LL` Month 12 0001()0 Railroad Depot Month 12 zgo-�X) 3 25 6a 00 .... ------------ Library Month 12 Z (2-0�(YJ -—--------- -------------..........--------- .......... ---' _ '�571_414C"' W-- Fire Station 12(Bi-Annual Floor Cleaning) Each 2 ?-M,00 4 00, ()0 -.....................1-......----------- ........... ------------------ - -1111-1--. ........... ............. -- - Fire Station 14(Bi-Annual Floor Cleaning) Each 2 z0a 00 4 oo,cYD ....................... ------------- Pistol Range Month 12 1 90� 00 2 1&0W ................. Public Works Month 12 '2 go, 6190,00 ...................... -------------- EOC(1720 Central Road) Month 12 1 Zoo Go .......... Community Connections Center Month 12 55�0'0'0 ...................... Total Base Bid-(2017) .......... ............ 49 Location Unit Quantity Unit Price Total _...w.... ........... Village Hall Month 12 ?5 2-15 _. _----------- _ _. _.. ._.._..... - _....—. .....a_ — Village Hall Parkins;Structure Month 12 'fit c0a 00 . Police& Fire Building Month 12 t o' ogc.co _.... .........a . _.. . _..... _.. ..__... .. ...._. Police&Fire Building Parking Structure Month 12 L,�� 0 .. .... .... .. ._....._.....-----_---_. ._ _....................... ......_.. t.......... __........_ Railroad Depot _......, Month 1 ..... . ........................._ .t_...w..._ . �0 ;5 t c ...... . ....... . �_.— .. Library Month 1.2 1 Zi... ...0 Fire Station 12 (Bi-Annual Floor Cleaning) Each 2zooL.(' _.....__......__............. ....._..._. _.. �,,, .,._,., :.. ...v_ __ __.-------------_- .... ..,. Cleaning) Each 2 ....,14(Bi-Annual Floor C ,.Fire Station _...... .. . ...... ....... . _.....� ... �.. .�a. 00 Month 12 . 0 (b0, 00 Pistol Range ........ ............. ---- ............._...._ . _... _.. . _.._, ....... . .(....�.. 50,00 I Public Works .....___...___.__ ...._ Month 12.. ...__ ........... ...._..w.. 00 .O...c(1720. Central.R....oa.d. ) Mont12 . .. ... .-_.._......__._. _ 12 Coirimunity Connections Center .. ...Month Total Base Bi ( 018) .�_._.._. ....�.__...� - ..._._.a.�..._�. .. ........ Year3 ......_...w............_..__ ......._.................................. .w..._..,m.m._M.._�..�.�..... .,...._. _._..�.. .�... Location Unit Quantity unit Price Total Village Hall Month Mo Cw, 00 .www _....................... 12 Z)9� m...... � .... .. ... . . Month 12 5 2 CO Village Half Parking„VStructure ............ _.............. ... ... .� r Police& Fire Building Month 12 4 Y ?1 ._._...._ _..._. ............. ...w... .. _L.`.... Police&Fire Building Parking Structure Month 11 _... 4_.._...._� Railroad Depot Month 12 'y 0,w b, ?)6a co --------- Library Month 12 � ( ....... (. L(. . .._ Fire Station 12 Bi-Annual Floor Cleaning) Each ...... . ....... .......... Fire Statin, _._..._....._..w... _.........._._..�..� . n 14(,BY-Annual Floor Cleaning) Each 2 ZOO, L L . CO PistoV Range Month 12 I.. .. _.w_. ._ 2– �_ ....o PublMc Works Month 12 EOC1720 Central Road)oad) Month 12 _...M .... .ww._ . Community Center .. . M....o...it Nhµ. 1_2 .... .. ..Total Base gid ( 019) ._....................._ _ .. 2 2�. . ° i 0 ALT.E.RNATE$ Alternate##1 Location year unit Quantity unit Prig Total . .._._......_. _w_w. ..._... (2017) Month 12 J L4 Gio, 0 Mount Prospect Library 2 Underground Parking Structure (2018) Month 12 i CO 14( ,vii (2019) Month 12 Alternate## Location Year unit Quantity Unit Prig Total Each(201.7) P c ( , . ... .�.. Mount Prospect Library 2 . Quarterly Carpet Cleaning (2018) Each 4 �C{, .� 0 00 i ...�...a.. i ._.� 490,00 (2010) i Location Year Unit Quantity Unit Price "Tragi Each . .. 6--. (2017) _ .. l rc r0 Mount Prospect Library 2 Each 68i-Monthly Window Cleaning (2018) �� P (2 3 Each 6 r i C . 00 BID SUMMARY: Cid items Total Cost(Years I- ) Saxe 8�d - ._............... Lf .... Alternate41....... .................. ... ..__._ .................._ Al # ... . ..ternate.....2.. ... _.. _. �._ ... . .......... __... ....._. Alternate#3 � a ` 0 . . ..................... . _......__...._.__.... _ ....� ....._ ............ .------- Submitted this 2.1 s day of N0 0 6 1 , 2016. 51 Mark outside of envelope: "CLEANING SERVICES CONTRACT 2017-2019,"and deliver to the Village Manager's office at 50 South Emerson Street 3"d Floor, Mount Prospect, Illinois, 60056, by 1:00 p.m., Monday, November 21, 2016. M-NT' Name of Company/Firm Pl%,�PECT � Address of Company/Firm By: Phone: Date submitted: NOVEMM!E* 2-1 2016 Also note any exceptions to the specifications. COMPANY OWNER ADDRESS CITY, STATE, ZIP PHONE # , 2016 SIGNATURE DATE Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the envelope, "Sealed Bid for CLEANING SERVICES CONTRACT 2017-2019." 52 EXHIBIT B VILLAGE OF MOUNT PROSPECT CLEANING SERVICES CONTRACT 2QJZ-2Q19 THIS AGREEMENT (hereinafter the "Contract") is entered into by and between the Village of Mount Prospect, an Illinois home rule municipality (hereinafter the "Village"), and I and located at , Illinois, (hereinafter the"Contractor'). 1. GENERAL As stated in the bid document. 2. SPECIFICATIONS As stated in the bid document. 1 '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 account of the Village's use of any copyrighted or uncopyrighted, composition, 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 thefollowing: 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 seg.), 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; d. Comply with the Americans with Disabilities Act; and 53 e. Comply with the provisions of the EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Department of Human 1191 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 Clause 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 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 54 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„ fallowing is an excerpt of Section 750.30 of the Department of Human Right's Rules and Regulations for Public Contractsr 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 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 ILLS 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 55 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 ( 0) 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 ten (10) days advance written notice to the other party, In addition to the 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 Village, is cause for immediate termination of the Contract without priornotice. 11. LENGTH OF CONTRACT This Contract shall be in effect beginning January 1, 2017, and shall remain in effect until December 31; 2019, unless terminated by either party under the conditions specified in Section 10„ Contract Termination. 12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST The Illinois Freedom of Information Act (FOIA), 5 ILLS 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 01 required to process a request including collating and reviewing the information. 56 Contractor acknowledges the requirements of FOR 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, 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 this Contract. 11 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 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. M 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, 57 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 2016. VILLAGE OF MOUNT PROSPECT, an Illinois Municipal Corporation BY: Attest: Karen Agoranos, Deputy Village Clerk Corporate Name: BY: Its Attest: Secretary (Corporate Seal) 58 MEE rl,11�1-1;111,,m � h e� d � l C.NO ill mamm ch or id ku f 5 kwr miai� � �ra� n IBMk r� � wirn�a ' � Quik w w� al :;kk ML11 s ��r � ��ry �p, �ui�x u' �a✓aa "� �ra� ��dryl{�r,"� rt�i' �. yl�l I f m dj LL GO ' My IIY WI uk lid � � * � �` r • � '� • w � �Ppm�nPi�l 'M � � ♦ � � r • � Ra�� ,.r r • ww ,r n� RS • • G � �I w 4'�1 r • � � * � r r tCS • r * 'r w _ r � w s - ------ ----- ...................... .......... ...................... .................................. ................................ i ........................... ..................-.... _....... ---------- ------- _._._._...'...........................__-------- .......... . ______. ............... ....... _........................................................ ........... .... ............, .... ......................... .............. .. __...... LCL. 0 c G C31 "c 0 .C1 C7 . U- M p o C Cly tll QD f17 4Cf c UY c GAJ 0.- E 0 C7 C7 1— � � C" 05 .) > = � � C 0 is »� = c - c 992 o � cz � E U7 `� -a c m , tom to � M � c � � � � c � � 0 � � � � O r tL7 G7 C3 C7 c C7 RS c1D • p ! LL �c� vaesi c� c cvCL '— C cs U t �.. . .. __----.... ...... . ......... _.. i . ............... ------------- ....... . ......................... ........... CL rn 0 0) . ' 0 4 c 405 c�7 4L7 CU ( O c 0 c � 0 (D ' tU c •>, X M U) CL cts cu Gy m ? c m m 0 c 1— rcj 1— cis v> O) o 2 p> a) * Z a n a c L. 0 � 0 0 m ...................... iuli Iliil '� c: 0 N ca �- c � C -C v cs 5 m00. U �? , 0 � ' E Q� " s �` zC5 m mo o m 0) c Q� CL RS -C c CL O `n Q�j N � GL U (D Z M 2) M C 0 , Z 4 res o Q Q7 Q) .0 C� c Mount Prosper ■r Bid Request for Cleaning Services Contract 2017-2019 BINS OPENING: Monday, November 21., 2016 - 1:00 p.m.. Racal time Mandatory pre-bid meeting, on Monday, November 14, 2016 at 9 a.m. at the Department at Public Works, 1700 W. Centrad lid, Mount Prospect, IL 60056. Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois60056-2229 NOTICE TiO BIDDERS Bid for Cleaning Services Contract 2017-2019 Sealed bids will be received until 1:00 p.m. on November 21, 2016 in the office of 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 "Sealed Bid for Cleaning Services Contract 2017-2019". 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. Plans and specifications may be obtained at the Village of Mount Prospect's nvia Demandstar website by using the following link- http://www.demandstar.com/supplier/bids/aigency_iinc/bid_list.asp?f=search&mi=2085 646. Offers may not be withdrawn for a period of ninety (901) days after the bid date without the consent of the Board of Trustees. Mandatory pre-bid meeting on Monday, November 14 at gam at the Department of Public Works, 17010 W. Central Rd, Mount Prospect, IL 60056, 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. Thee 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 blest serving the interests of the Village. Village Manager Michael J. Cassady Cleaning Services Contract: 2017-2019 Table of Contents Section Notice to Bidders Table of Contents 2 Bid P'acket Information 3 Instructions to Bidders 7 Specifications 11 General Conditions 32 Proposal Form - Exhibit A 410 Bid Form 43 Affidavit— Proposal Certification Form 46 1311d Security 48 Bid Sheet 49 Contract - Exhibit B 53 Appendix 59 2 VILLAGE OF MOUNT PROSPECT CLEANING SERVICES CONTRACT 2017-2019 BID PACKET The Village of IMount Prospect is seeking proposals for it's: gLEANING SERVICES CQNTRAgj FQffZQjZ-2Q19 PROJECT SCOPE • The Contractor shall provide a high quality facility cleaning service for all listed buildings that includes daily, weekly, monthly, quarterly and annual tasks. • Contractor shall provide adequate supervision and labor to complete all tasks as scheduled/described in bid document. • Required attendance to the mandatory pre-bid meeting on Monday, November 14, 2016 at gam at the lDepartment of Public Works, 1700 W. Central Rd,Mount Prospect, IL 60056. • 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 cleaning services must be received in the Village Manager's Office,, at 50 South Emerson Street 31`1 Floor, Mount Prospect, Illinois 60056, no later than 1:00p.m. on November 21, 2016. 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. All bid proposals will be publicly opened and Iprices read aloud thereafter on the same date at the Mount Prospect Village Hall, 50 South Emerson Street, Mount Prospect, Illinois. 2. HOW TO SUBMIT A BID The bid proposal must be delivered in a sealed envelope to the Village Hall and marked to the attention of the "Village Manager". The bid proposal must be clearly marked: Sealed Bid "CLEANING SERVICES CONTRACT 2017-2019" 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 the Mount Prospect Village Manager's Office on or before the deadline for bid 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 Cleaning Services Contract 2017-2019 (ExhibitB). 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 4 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 Iby 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. 1) Ability to work cooperatively with the Village and its staff. m) Past records of the bidder's transactions with the Village or with other entities as evidence of the bidder's responsibility, character, integrity, 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 5 Bid Certification Form, the Bid Security Form, the Bid Sheet and "CLEANING SERVICES CONTRACT 2017-2019" (Exhibit B). The successful bidder will be required to execute the Cleaning Services Contract 2017-2019 for the duration specified in that contract and the successful bidder's submitted Bid Proposal Form will be attached to and incorporated into that Contract. VILLAGE OF MOUNT PROSPECT INSTRUCTIONS TO BIDDERS To be entitled to conside ration, 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. Z 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 gpys 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. & 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 submittal: (a) the location of the bidder's 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 co�ntract, 5. Bidders shall include with their bid, on a separate attachment to the b�id, 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 naime, addiress, 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 oir has failed to perform faithfully any previous contract with the Village within two (2) years prior to the date of the invitation to bid. 7 8. All bid submittals must include a signed Bid Certification Form (copy attached) certifying neon-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 IILCS 5/33E-3 and 5/33E-4); compliance with the Illinois Drug Free Workplace Act (30 ILLS 58011 et seq.; that it is not delinquent in the payment of taxes (65 ILCS 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, asamended). 9. Any bidder in doubt as to the true imeaning of any part of the Specifications or other did documents, shall submit a written request for interpretation to Scott Moe, 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 addenduim issued by so noting on the bid sheet. Oral explainations 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 Ibid. 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 Ireferelnce to the type and quality of materials or equipment desired. 18.The brand name and/or Imalnufacturer 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 laws, including the federal Occupational Safety and Health Act ("OSHA"), are being complied with in connection with the bid and any resultant contract or purchase by the'Tillage. 8 16.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. 1&A bid deposit in the amount of five percent (5%) of the total bid amount, 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 cashier's check. All bid performance deposit checks will be retained by the Village until the bid award is made, at which time the checks will be promptly returned to the unsuccessful biddeirs. 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 liability of any nature or kind on account of the Village's use of any copyrighted or uncopyrilghted 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" —Cleaning Services Contract 2017-2019, and date of the bid opening. (See also Notice to Bidders requirements). 23.The bidder's submittal 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: Cleaning Services Contract 2017-201 9 Scott Moe, Superintendent Mount Prospect Public Works Department 1700 West Central Road Mount Prospect, Illinois 60056 Phone: 847,870.5640 Email- smoe@mountpirospect.org 10 aEECIFICATIONS CLEANIING SrTANiDARQS AND WWCIR'KMANSHIP A satisfactory or acceptable flog or carpet will not have dust, streaks, marks, and dirt in corners, behind doors or other furniture. Vacuuming equipment and/or treated dust mops will be used to keep floors clean. Satisfactory or acceptable wet mopping will present a clean floor free of streaks, smears and dried dirt. Safe, all'-purpose detergents will be used on all resilient flooring. Waxing and polishing will' be accomplished through the use of a thin coat evenly layered. Floors will be bright and clean under furniture as well as in the walk areas. No wax or polish will be allowed to dry on walls and baseboards. Some buildings have special surfaces, i.e. wood, imarmoleum, terrazzo, and require special cleaning procedures. The Contractor will comply with all these requirements. SECURITY AND SAFgTY The Cleaning Contractor shall schedule with the Police Department and pray for all employees to be finger printed and have their backgrounds checked by the Illinois State Police. This includes all employees working in any village building. This process takes 14 days (before the employee is allowed to work in any village building We recommend the Cleaning Contractor have several extra people on staff that have passed the security check for back up and sick day coverage. The Cleaning Contractor is to have fully trained' back-up day (porters to fill in for absent day porters as needed. These employees will also need to have their backgrounds checked, so we recommend you send them (before they are needed. All Contractor employees are responsible for consistent safety measures. They shall not place mops, brooms or equipment in traffic aisles or other locations in such a manner as to, create safety hazards. ''warning signs will be placed on wet or freshly waxed floors as needed. All Contractor supplies, equipment and machinery will be kept out of traffic aisles or other areas where they might be (hazardous, and will be secured, at the end of each work period, in storage areas provided for this purpose. Cloths, mops or brushes containing residues of wax or other combustible material and subject to spontaneous ignition will be discarded nightly. All dirt and debris resulting Brom work under the Contract will be disposed of daily. Other debris and recyclable materials will be deposited into designated refuse collection containers. Equipment storage areas will be kept orderly and clean. Storage areas will be kept free of hazardous materials of a combustible mature. Removal of empty containers will be performed oin a nightly basis. 'h 1 The Contractor will ensure that employees will have lights on only in areas where cleaning is in progress. All windows and doors will be secured at all times. C-QNIBACTOR'S REPRESENTATIVE The Contractor will employ well-trained and competent employees. All employees will wear company uniforms and display II.D. badges while on Village premises. The Cleaning contractor is to, supply day porters with enough clean good quality collared shirts to be worn during their shift. Shirts must have employee's 1"'t name and company name on the each shirt. Day porters must have cell phonies (provided by the Contractor) and respond to all emergency calls while on duty. The services of not less than one working supervisor competent in the English language), experienced in custodial services, will be provided nightly. Contractor's supervisor will schedule and coordinate all services, and functions as required by the Contract and as specified in the task schedules. The Village shall provide a copy of weekly check lists to be filled out by the cleaning crew foreman with dates last serviced for all weekly, monthly and quarterly services, noting what was accomplished for the current week. The Contractor and/or his/her designated supervisor will be available for biweekly reviews, discussion of complaints, etc. All complaints will be rectified within one scheduled workday. Contractor must supply a phone inumber for the purpose of registering complaints or special requests. OTHER REQU I RE M g HIq The Contractor shall provide, at his/heir expense, all materials (i.e. plastic liners, urinal screens, and toilet deodorizers in bathrooms, etc.), power tools, machines and equipment necessary to perform the work specified. Only industrial type materials and equipment are to be used. (Village to supply paper towels, toilet paper, toilet covers, sprays deodorizers and soap for hand soap dispensers.) The Contractor shall' furnish the Village, for review, a recommended list of materials and equipment to Ibe used. All materials, power tools, machines and equipment necessary to perform the, specified work must be approved by the Village. The Contractor shall determine the number of man-hours and supervisory hours necessary to provide the specified service (except the Village Hall and Police & Fire Building where there must be a minimum of 8 hours coverage in each building during the hours listed below), and shall include the cost of equipment and materials necessary to, provide the specified service and include this in the monthly bid price. The Library will be billed direct for the cleaning services provided under this contract for the Library building. 12 RE9jJjREj2 AQ13KING-DAYWHOURS 1) Village Hall cleaning crew: Monday through Friday, 6:00 PM to 4:00 AM; Day Porter, Monday through Friday, 7:30 AM to 4:00 PM. (Day porter is not responsible forany night cleaning duties unless requested by VOMP Staff), Floor care is to be completed only on a Saturday with 4 week notice approved from Village. 2) Police & Fire Building, Day Porter Monday through Friday, 6:00 AM tat 0:00 AM,the Day Porter works at the Railroad Depot from 10:00 AM — 11-310 AM and returns to the Police & Fire 11:30 AM to 2:30 PM. *Monday through Sunday the evening cleaning crew 16:00 PM to 4:00 AM. Floor care in the main building is to be completed only on a Sunday with 4 week notice approved from Village. Fire Station 13 Living Quarters bi-annual floor care on Saturdays 9:00 AM to 2:00 PM. 3) Railroad Depot- Monday through Friday, 12:00 AM to 5:00 AM and 10:00 AM to 11.30, AM (day porter from Police & F i re B u ildi ng). Saturday night cleaning during the months of May through September 12.00 AM — 5:00 AM 4) Library *Monday through Friday, 11:00 PM to 5:00 AM; *Saturday & Sunday,7.00 PM to 5:00 AM. 5) Pistol Range. Three times per week Monday, Wednesday and Friday 10:00 AM to 6-100 PM. (Not to be done by the day porters at Police& Fire or Village Hall) 6) Public Works Building: Monday through Friday, Start between 5:010 PM to 6:00 PM. Floor care is to be done on Saturdays after 12-.00PM. 7) Police and Fire Parking Structure. Power washing Saturdays 9:00 AM to 2:00 PM. 8) Village Hall Parking Structure: Power sweeping and power washing will be done over two nights Thursday and Friday night from 8:00 PM to 2:00 AM. 9) EO C at 1720W. Central Road: Clean by request aftermeetings (Roughly twice per week) Floor care same as Public Works, Saturdays after 12:00 IPM, 10)Ciommuinity Connections Center. Monday through Friday, 9:00 PM to 12:OOAM. Also every second Saturday of the month the building needs a cleaning after2:00 PM and before 8:00 AM on Monday. Floor care can be scheduled any nightafter 9:00 PW 1 1)Fire Station 14 at 2000 E. Kensington: Floor care bi-annual carpet cleaningonly Monday through Friday 9:00 AM to 5:00 PM. 12)Fire Station 12 at 16011 W. Golf Road: Floor care bi-annual floor care only Saturday 9:00 AM to 2:00 P,M • *Police & Fire Build ing and Library seven (7) day clean areas will be cleaned daily, regardless of holidays. • All work to be done during the days and hours outlined above, except for the Village-observed holidays as follows: 1) Thanksgiving Day 2) Day after Thanksgiving Day 3) Christmas Day 4) New Year's Day 5) Memorial Day 16) Independence Day 7) Labor Day 8) Presidents Day 13 TA$K SCI-IEDULE (al22endix tabip,,attaghgdj BaGse Bind MILLA.GE HALL BUILDING.—— 50 S. Emerson Street, approximately 48,800 square feet of office space and 4,400 square feet unfinished basement, for a total of 53,000 square feet. • All cleaning tasks required will be done between the hours of 0:00 IPM and 4:00 AM,. Monday through Friday, in the following areas. All night duties must be completed by night staff and nothing is to be left for day porter. Night cleaning staff has to work around any scheduled events. • Basement: General offices, washroom, storerooms, mailroom, lobbies, lunchrooms, stairways, and hallways. • First floor: Generaloffices, entrance, stairways, haulways, lobbies, community center (cleaned before 4 am daily), poolroom, meeting rooms, five (5)bathrooms, kitchens, and elevator. Detail vacuuming must be completed twice a week, but all high traffic areas need to be vacuumed nightly. • Second Floor: General offices, washrooms, lobby, storerooms, kitchens, stairways, and hallways. Detail vacuuming must be completed twice a week, but all high traffic areas need to be vacuumed nightly. • Third Floor; General offices, washrooms, storerooms, lobby, meeting rooms, kitchens, boardroom, stairways, and hallways. Detail vacuuming must be completed twice a week, but all (high traffic areas need to be vacuumed nightly. • VILLAGE BOARD ROOM DAILY 1. Check the Village Board Room for condition after evening meetings. Clean as outlined above„ and leave in proper order. 2. The glass top on conference table to be cleaned daily using cleaner supplied by the Village. dean Feather chairs weekly using Village approved cleaner. 3. Special cleaning, including all desktops, tables, chairs, file cabinets, shelves, and window sills, in the following offices: Mayor's office, Village Manager's office„ Assistant to the Village Manager's office, Administrative Assistant's office, (Public (Information Officer's office, and the fide room. • Night Cleaning includes- 1. ncludes:1. daily vacuuming of office space from wall to wall, including floor mats. . Washroom cleaning includes, Daily disinfectant cleaning of inside and outside of plumbing fixtures including sinks, toilets, partitions mirrors and paper product dispensers. Garbage bags to be changed out nightly. (Lastly wet mopping of floor with floor safe disinfectant cleaner is to be used with proper wet floor signs. 14 3. Interior glass to be cleaned as needed. 4. There needs to be different color rags, used for bathroom cleaning vs. office space cleaning, 5. Clean and sanitize all drinking fountains. 6. Coffee stations / Kitchenette s to be wiped down including counters and sinks. 7. Weekly dusting of cabinets, No desktop cleaning. 8. Monthly high dusting. 9. The Village of Mount Prospect takes recycling very seriously so the cleaning contractor while emptying containers throughout the building must use a clearly marked 55 gallon blue barrel for recycling and dispose of that material in the proper recycling container located in the parking garage. Failure to comply could result in termination of this cleaning contract. All garbage to be placed in gray or yellow 55 gallon barrel and disposed of properly. If the cleaning contractor finds garbage in a recycling container they can refuse pick up, but must notify P u blic Wo rks the next business d ay. DUT]g§ AND IJLITIES OF THE VILLAGE HALL DAY IPQRJIffl I[Mgnday Ingugh Eriday, 7:30 AM to 4:00 PM): (Possible Hours may change to 8:00 AM- 4:30 PM) • Daily Duties: 1, Day Porter must carry a contractor supplied cell phone. 2. Bring in newspapers and distribute to proper locations. 1 Check event calendar for any set-up in the Community Room,Executive Conference Room or Board room. Perform set-ups as needed, 4. Dust front desk area and all unobstructed horizontal surfaces. During their scheduled hours the Day Porter will be responsible for all activity/meeting set- ups scheduled for the Community Room and 3 d floor Village Board Room. 5. Walk both stairwells in the parking garage and pick up litter. 6. Wipe down the cab of the parking garage elevator. 7. Walk entire parking garage picking up litter and check/change garbage cans as needed. 8. Walk Village Hall girounds and litter pick, report any graffiti to Public /arks. 15 9. Check in with Human Service Department for any special assignments. 10.Wipe down all lobby doors which includes door handles and glass. 11.Make rounds of each bathroom twice a day and re-stock paper products as needed. Perform a touch up cleaning as needed. Make list of any lights or plumbing fixtures that need replacement or repair and report to PublicWoirks. 12.Make rounds of lunch room located in the basement twice a day andwipe, down counters, tables, and empty garbage cans as needed. 13.Make rounds of community room kitchen and wipe down counters,stove, microwave and refrigerator as needed. 14.Wipe down public areas of finance counters located in the main lobby twice a day. 15.Assist residents with, transporting items from the (building to their cars located in the parking garage. Items may include food for the food pantry, wheelchairs, commodes and other large items. 16.Clean items in lending closet as instructed by Human Service personal. 17.Provide snow and ice removal at all entrance/exits of Village Hall andfront steps. Also remove any ice or snow from stairwells in the parking garage. Public Works will supply shovels and salt as needed. 18.Keep all janitorial rooms neat and organized. 19.Clean up any spills that may occur during working hours. 20.Provide snow and ice removal at all entrance/exits. Public Works will supply shovels and salt as needed. Weekly Duties— Day porter to keep a written log of when these iternsweire completed 1. Inventory paper products and fill out supply request sheet for Public Works to pick up on Thursday. Z Re-stock supplies that Public Works drop off. 3. Set-up signage for blood donor program. 4. Water t h ree (3) potted plants located outside the main entrance. Public Works will supply equipment to water the 1plants. 5. Check all carpeting and spot clean carpets as needed. Village will supply small extraction machine. is 6. Detail dusting /vacuuming of boardroom and executive conference room, 7. Fill water pitchers for meeting in boardroom and empty when meeting is over. 8. Damp mop building stairwells which also includes wiping down all handrails. 9. Re-Stock copier paper as needed. 10.IKelep dumpster area clean and organized, • Monthly Duties — Day porter to keepa written log of when these items are completed. 1. Remove items from community room refrigerator and wipe down interior and exterior. 2. Run all community room utensils, dishes and board room water pitchers through, the dishwasher. I Dusting of all wall mounted fixtures in the parking garage VILLAGE HALL PARKIbIQ 15MI&JURE: 30 S. Emerson Street, approximately 141,200 square feet. (Monday through Friday, 7:30 AM to 4:00 PM) • Daily 1. Pick up trash on all levels, and scrape off chewing gum as needed. 2. Sweep out stairwells, and clean,elevator. 3. Remove snow from stairwells as needed. 4. Report all graffiti to Public Works. • Weekly 1. Power-sweep parking areas. • Three, Times a Year 1. After power-sweeping, pressure wash floor down with water, using degreaser as needed. (Spring, mid-sumimeir and late-fall), E!QLIQF, AN12 FIRE BUILDING: 112 East INorthwiest Highway, approximately 30,000 square feet, (23,600 square feet 7-,day clean and 6,400 square feet 5-daycleain). 17 • Work will be done between the hours of 6:00 PM and 4:00 AM, Monday through Sunday (by night crew); 6:00 AM to 10:00 AM and 11:36 AM to 2:30 IPM, Monday through Friday (by day porter). • Daily 1. Dust front desk area and all unobstructed horizontal surfaces. 2. Clean squad room nightly when there are no meetings in sessions. 1 Various meetings and functions are held each day in the meeting/conference irooms. The Contractor will be required to set up and take down tables and chairs as necessary for those events. Also during the day, the on-site day porter will be responsible for special cleaning needs. • Night cleaning duties Entire Police side and Fire Department Administrative area: 1. Daily vacuuming of office space from wall to wall, including floor imats. 2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product dispensers. Garbage bags to be changed out nightly. Lastly wet mopping of floor with floor safe disinfectant cleaner is to be used with proper wet floor signs. 3. Interior glass to, be cleaned as needed. 4. There ineeds to be different color rags used for bathroom cleaning vs. Office space cleaning. 5. Clean and sanitize all drinkiing fountains. 6. Coffee stations/ Kitchenettes to be wiped down including counters and sinks. 7. Weekly dusting of cabinets, No desktop cleaning. 8. Monthly high dusting. 9. The Village of Mount Prospect takes recycling very seriously so the cleaning contractor while empting containers thru out the building must use a clearly marked 55 gallon blue barrel for recycling and dispose of that material in the proper dumpster located in the parking garage. Failure to comply could result in termination of this, cleaning contract. All garbage is to be placed in gray or yellow 55 gallon barrel and disposed of properly. If the cleaning contract finds garbage in a recycling container they can refuse pick up, but must notify Public Works the next business day. • Day,Porter Daily Duties, Public Safety: 6:010AM-10:00AM and 11:30AM-2:30AM, 18 1. Walk entire parking garage and pick up litter and check/change garbage cans as needed. 2. Walk Public Safety grounds and littler pick, report any graffiti to PublicWoirks. I Wipe down all lobby doors which includes door handles and glass. 4. Make rounds of each bathroom twice a day and re-stock paper products as needed. Give bathrooms a touch up cleaning as needed. Make list of any lights or plumbing fixtures that need replacement or repair and report to Public Works. 5. Make rounds of lunch room, located in the basement twice a day and wipe down counters / tables, microwave, refrigerator and empty garbage cans as needed. 6. Make rounds of roll call room, record area and police admin area and wipe down counters, microwave and refrigerator as needed. 7. Empty paper shredder in investigation's by 91am daily. 8. Clean Booking /Cell Area daily and as ineeded with permission of Police Command Staff. 9. Wipe down public areas located in the main lobby of 1st and 2nd floor twice a day, 10.Provide snow and ice removal at all entrance/exits. Public Works will supply shovels and salt as needed. 11.Keep Janitorial room neat and organized. 12.Clean up any spills that may occur during working hours, 13.Perform other duties as required. Weekly Duties - Day porter to keep a written to of when these iternswere ,completed. 1. Inventory paper products and fill out supply request sheet for Public Worksto pick up on Thursday. 2. Clean locker room showers. I Ike-stock supplies that Public Works drops off. 4. Detail dusting /vacuuming of conference rooms and training rooms. 5. Damp mop building stairwells which also includes wiping down all handrails. 119 6. Keep dumpster area clean and organized. * Monthly Duties - Day porter to keep a written to of when these iternswere completed. 1. Dusting of cabinets in Records, Police Administration and Fire Administration. 2. Dusting of all wall mounted fixtures in the parking garage. 3, Clean covers on garage floor drains. * Daily Duties Railroad Depot: 1 O:OOAM to 11:30AM. 1. Clean Bathrooms and re-stock paper products. Z Dry mop and wet mop waiting room area, 1 Check / change garbage cans inside depot and on platform including center platform, 4. Sweep up all cigarette butts on platform. 5. Litter pick up on the platform and grounds around depot. 6. Perform other duties as required. 7. Keep Janitorial room neat and organized. 6 Weekly Duties - Day porter to keep a written log of when these itemswere completed. 1. Inventory paper products and fill out supply request sheet for Public Works to pick up on Thursday. 2. Use a blower supplied by VOMP to blow off platform. YOU MUST STAY AT LEAST 15 feet from the tracks at all times. 3. Keep dumpster area clean and organized, 0 Monthly Duties - Day_porter to keep a written log of when these iternswiere ,completed. 1. Pull out newspaper boxes and remove any garbage. P--QLI.QF. A FIRE PARKING STRUCTURE: 112 E. Northwest Highway adjacent to Police & Fire building. Aboveground parking lot, 14,000 square feet; ramp, 800 square feet; and underground parking garage, 20,400 square feet. 20 • DAILY 1. The day porter will pick up trash on all levels and scrape off chewing gum as needed, sweep stairwells, and report any graffiti to PublicWarks. • WEEKLY 1. Power-sweep parking areas. • THREE TIMES A YEAR 1. After power- sweeping, pressure wash floor down with water using degreaser as needed. (Spring, mild-summer and(late-fall) RAlLRQAj212F_EOT: 11 E. Northwest Highway, approximately 2,000 squairefeet. • Work will be done daily during two periods; first cleaning between 12.'OOAM to 5:100AM, and the second cleaning between 10:OOAM to 11:30PM, Monday through Friday. Also, from the month of May to September the station needs to be cleaned Saturday night between IOpm and 5airn. • Waiting area, coffee shop area, and washrooms. (Ticket office area not included in contract, and coffee shop owner to empty stock(boxes.) • Exterior: Platform around building, center track platform, walks, entrances and dumpster area — exterior trash receptacles. (Sweep cigarette butts twice daily, and used VAMP blower to blow off platform area as needed), • Daily 1. Empty all waste and recycling containers as needed, both interior, exterior and on the center platform. Clean exteriors of containers, and insert liners. Remove waste to proper disposal area. 2. Dust exposed areas such as stationmaster's counter, windowsills, etc. 3. Clean windowsills of coffee shop spills as necessary. 4. Spray and wipe chairs for dirt and/or beverage rings. 5. Clean and sanitize all washroom fixtures, 6. Spot-clean glass on entrance doors. 7. Mop floor at least twice daily, S. Clean walls of dirt, coffee stains, and graffiti. Report all graffiti incidents to Public Works. 9. Pick up debris (cigarette (butts) around exterior of building. 21 10. Sweep walks and areas in front of entrances. • Weekly 1. Vacuum out mat depressions as ineeded. • Bi-annual Duties (April and October) during night cleaning 1. Scrub the tile floor in the waiting area. • Night Cleaning Duties notes: 1. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside of plumbing fixtures including sinks, toilets, partitions, mirrors and Ipaper product dispensers. Garbage bags to be changed out nightly. Lastly wet mopping of floor with floor safe disinfectant cleaner is to be used with proper wet floor signs. 2. Interior glass to be cleaned as needed. & Wipe down furniture and garbage cans as needed, 4. Check/change garbage cans inside depot and on platform including center platform. 5. Dry mop and wet mop waiting room area, 61. Sweep up all cigarette butts on platform. 7. Litter,picks platform and grounds around depot. FIRE STATION 12: 1601 W. Golf Road, approximately 7,000 squarefeet. 1. Bi-annual floor care only. FIRE ST6,TI,QN 14: 2000 E. Kensington, approximately 2,000 squarefeet. 1. Bi-animal floor care only. PISTOL RANg2E: located in the basement of Fire Station 12, 1601 West Golf Road, approximately 3,000 square feet. Range, lobby, control room, washroom and stairway. 1. Clean washroom, report writing area, and remove any garbage. 22 2. Mop floors and vacuum carpets. 3. Sign Cleaning Log sheet, 4. Work will be done three times a week - Monday, Wednesday and Friday 10:00 AM to 6.00, PK Caution. There are traces of lead throughout the shooting rainge! Report writing area 1. Clean all walls, 2. Clean glass, in and out. 3. All general housekeeping tasks. 4. Vacuum carpeting. E!IJBLIC WORKS: 1700 West Central Road, approximately 5,000 squarefeet. 0 5:00 PM to 7,00 PM. Work is limited to areas in the main Public Works office area and fitness room located on the Mezzanine level of the Main Garage and includes only general housekeeping duties (including bi-annual floor) and any special meeting cleanups. 0 Perform daily cleaning tasks to the following Public Works areas: 0 Bi-annual floor care only: 3,100 square feet of resilient or hard floor surface and 4,750 square feet of carpeting. 0 Main office, waiting area, file room, Conference Rooms A, east office area and hallway (carpeting and tiles) and front and east entrainces. 0 Fitness room (Workout Area), Daily vacuuming of area, cleaning and sanitizing of sink and drinking fountain. Daily Garbage removal. Weekly - All workout equipment shall be wiped down with an approved anti-bacterial cleaner made for fitness equipment. 0 Public washroom (#15), women's locker room and lounge (#17), men's locker room (#27), west entrance and hallway (tile), custodial closet (#28), and other special requests. 0 Must start cleaning between 5:OOPM to 6:OOP'M. 1. Daily vacuuming of office space from wall to wall, including floor mats. 2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product dispensers,. Garbage bags to, be changed out nightly. Lastly wet 23 mopping of floor with floor safe disinfectant cleaner is to be used with proper wet floor signs. 3. Interior glass to be cleaned as needed. 4. There needs to be different color rags used for bathroom cleaning vs.Office space cleaning. 5. Clean and sanitize all drinking fountains. 6. Coffee stations / Kitchenettes to, be wiped down including counters and sinks. 7. Weekly dusting of cabinets, NO desktop cleaning. 8. Monthly high dusting. 9. The VOMP takes recycling very seriously so the cleaning contractorwhile empting containers thru out the building must use a clearly marked 55galloin blue barrel for recycling and dispose of that material in the piroperdumpster located in the parking garage. Failure to comply could result in termination of this cleaning contract. All garbage to be placed in gray or yellow 55 gallon barrel and disposed of properly. If the cleaning contract finds garbage in a recycling container they can refuse pick up, but must notify Public Works the next business day. ECSC: 1720 West Central Road, approximately 4,550 square feet. 7:100 PM to 9:010 PM (work can Ibe completed after Public Works building) Work is limited to areas designated and includes only general housekeeping duties (including bi-annual floor) and any special meeting cleanups. 1. Perform daily cleaning tasks: 2. All rooms, lobby, computer room, telephone room, two kitchens, locker room sleeping rooms, two bathrooms, hallways and carpeting and hard surface floors bi-annual. COMMUNITY CQNNECTI!2bj.5 QEbjjER: 1709 - "1713 West Algonquin Road, approximately 7,500 square feet. • Monday — Friday (full service), 9,O0PM to 12.00AM. Perform daily cleaning tasks to all offices, library, conference room, kitchen, two bathrooms and includes only general housekeeping duties (including bi-annual floor) and any special meeting cleanups. (Note: Village employees will do all setup and tear-downs of meetings.) 1. Daily vacuuming of office space from wall to wall, including floor mats. 24 2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product dispensers. Garbage bags to Ibe changed out nightly. Lastly wet mopping of floor with floor safe disinfectant cleaner is to be used with proper wet floor signs. 3. Interior glass to be cleaned as needed. 4. There needs to be different color rags used for bathroom cleaning vs. Office space cleaning. 5. Clean and sanitize all diriniking fountains. 6. Coffee stations I Kitcheniettes, to be wiped down including counters and sinks. 7. Weekly dusting of cabinets, NO desktop cleaning. 8. Monthly high dusting, 91. The VAMP takes recycling very seriously so the cleaning contractor while empting containers thru out the building must use a clearly marked 55 gallon blue barrel for recycling and dispose of that material in the proper dumpster located in the parking garage. Failure to comply could result in termination of this cleaning contract. All garbage is to be placed in gray or yellow 55 gallon barrel and disposed of properly. If the cleaning contract finds garbage in a recycling container they can refuse pick up, but must notify Public Works the next business day. *Once per month: window washing inside and outside. **Second Saturday of the month cleaning after ZOOPM and before 8:OOAM on Monday. CCC has requested an extra cleaning on a Saturday night once a month because they are open on the 2 ind Saturday of the month and they get a lot of visitors and the garbage and bathroom remain dirty until Monday night. LI&EAR : 10 S. Emerson Street, approximately 62,170 squairefeet. • Includes all general cleaning items (as listed) with several exceptions as,noted. • All work to be done *Monday through Friday, 11:00 PM to 5,00 AM and *Saturday & Sunday, 7:00 PM to 5:00 AM, except for the Library-observed holidays, as follows: 1) Thanksgiving Day 2) Easter Sunday 3) Christmas Day 4) Christmas Eve ((Dec. 24) 5) Memorial Day 6) Independence Day 7) Labor Day 8) New Year's Day 25 FLOORS • Daily 1. Vacuum all carpeted areas in specified public areas, including mats and mat depressions. This includes moving chairs. Remove stains with spot cleaner as needed. Z Mop all hard surfaces in the staff lounge, hall, and specified public areas, including stairways, lobbies and elevators. Mats should be removed prior to mopping and replaced when the floor is dry. • Weekly 1. Vacuum all enclosed areas under desks and tables (move tables if possible), also edges, using a crevice tool. All isles in book shelf areas to be vacuumed weekly. PUBLIC SERVICE DESKS • Weekly 1. Clean public desks. GLASS (INTERIOR, IPUBLIC AREAS ONLY) 0 Daily 1. Spot clean as needed up to 70 inches, including the interiors of all exterior windows. 2. Spot clean glass in all study rooms, main stair cases, and on the front lobby doors. 0 Monthly 1. Totally clean glass and ledges below glass, also removing any adhesives. 9ENERAIL HOUSEIKEERIbJQ7 All buildings unless otherwise stated. A. DAILY • Empty all waste containers, and insert new liners. Remove waste to proper disposal area. • Empty all recycling bins, and transport to central collection container, ((Does not include Library). 25 • Dust exposed areas (sides, fronts and tops) of tables, book shelves, desks, countertops, file cabinets, chairs, etc. for fingerprints and beverage rings. Items on these surfaces will not be disturbed. • Clean and sanitize drinking fountains. • ,Spot-clean all glass and glass partitions, including main entrance and office door sidelights. • Damp-clean top handrail on all stairways. • Empty exterior waste containers, and insert new liners. • Pick up debris around exterior of buildings, walks and stairways, Does not include the library, and does not include the parking lots. • Sweep walks at entrances, and vacuum all floor runners. (Does not include the library). B. TWICE WEEK • Remove fingerprints from doors, moldings, and around light switch plates, including the washrooms and lunchrooms. • Check all central recycling containers, empty if needed, and insert new liners. Put recycling materials into proper containers for recycling. (Does not include the library). • Dust all common area sills and unobstructed horizontal surfaces, • Diamp-wipe lower railings of all stairways. Low-dust all horizontal surfaces to a hand height (710"). • Dust sills, ledges, moldings, picture frames, and radiators (including washrooms and (lunchrooms). C. 'WEEKLY • Damp-clean and remove black marks from vinyl wall coverings. • Clean and sanitize telephones. • Damp-clean all desk chair mats. 0 Clean and polish all stainless railings with approved stainless cleaner. 27 High dust above hand height all horizontal surfaces (moldings, ledges, pipes, ducts, heating outlets, light fixtures where applicable (stairwells, etc.), including washrooms and lunchrooms. D. MONTHLY • Vacuum or dust diffuse outlets, walls, and ceilings for cobwebs. WASFlRQQMgjLO_QKF.R ROOMS AND QTHgIa SibIK AREAS A. DAILY • Clean, sanitize, and polish all vitreous fixtures including toilet bowls, urinals, and hand basins. • Clean and polish all chrome fittings. • Clean and sanitize toilet seats (both sidles) and all counter areas. • Clean mirrors. • Empty all waste containers, and insert liners. • ®amp-clean exterior of waste containers. • Dust tops of metal partitions. • Spot-clean Imetal partition doors including removal of any graffiti. • Spot-clean walls around sink and walls around and under towel cabinets and urinals. Clean and refill all dispensers; check for proper operation afterfilling. • Clean chrome fittings and floors of showers with quaternary disinfectant, • Mop all ceramic floors (Library only). • Replace urinal screens, and toilet deodorizers as needled. �B. 'WEEKLY • Damp-clean metal partition doors, and remove all graffiti where possible. C. M-QNIHLY • Dust tops of lockers. • Damp-clean all metal partitions. 28 0 Damp-clean fronts and sides of lockers in washrooms and in locker rooms. (Does not include the library). 0 DustIclean Winds, D. QUARTERLY 0 Clean and polish ceramic wall tiles. 0 Scrub a 11 restroom ceramic the floors with a machine a nd only use a ce raim ic safe cleaner(Library only), GLASS CLEANING —QAj,LY Clean interior and exterior glass on all partitions, entrance doors, and sidelights (transom areas not included). LUNCHRQQMj58&,bj[2IjbjQ AREA—DAILY • Empty garbage containers and recycling bins as needed. Dispose of inappropriate containers. • Damp-clean exterior of garbage containers. • Clean and sanitize drinking fountains. • Wash tabletops. • Clean chairs as needed. • Spot-clean front and sides of vending machines and other appliances. • Scour and wipe dry sink and countertops. Bi-AinniUsIl Flggr QI[a bIgICI Resilient Flooring and Hard surfaces * Remove any furniture or items. * Surfaces, need to be dry moped. * Floor needs to be strip and scrubbed with a machine while protecting the base board, * The edges and stairs should be done by hand, 29 • Floor needs to be neutralized. • Floor should be washed one more time and let dry. • Base boards need to be protected so wax will not be splashed on them. • Three (3) coats of a "wet look" 3m or equal wax to be applied.Allow proper dry times between coats. • Once floor is dry the contractor needs to put back any furniture oritems that were removed. C2rA1MjQTile • Remove furniture or Items. • Scrub floor with a machine and only use a ceramic safe cleaner. • Once floor is dry the contractor needs to put back any furniture or items thatwere removed. Maintel3ail3g.q 81012e2d Bu • Area to be thoroughly cleaned and furniture removed. • Area to be buffed using a 3M or equal buffing spray and pad. • Only High Speed Electric buffers will be allowed. NO gas powered buffers ,allowed. Canal Cleaning • Damp mop any floor protector mats. Remove any furniture or items. • Vacuum carpets thoroughly using a crevice tool for hard to reach areas. • Wipe down base boards. • Treat any stains with approved carpet cleaners. • Scrub and extract carpets using approved carpet cleaners. A steam orextraction machine must be used. • Once floor is dry the contractor needs to put back any furniture or items thatweire removed. Social INQ1Q tQr Eublir,MYorks 30 0 Late April or Early May Floor Cleaning * ALL VCT the must be zeroed out (completely stripped) and 4 to 5 coats of wax needs to be applied. 0 This includes the men's/women's locker room, lunch room, main hallway, closet, vehicle maintenance offices (2), Forestry/Grounds office,Water/Seweir office, Street/ Building office and Water Control Room. Public works wifl remove the furniture and put it back when the work is complete. PANELING A. MQbjjjjLY • Dust all paneled walls. B. BIANNUALLY • Polish all paneled walls with paneling with manufacturer's approved polish. ELEVATORS • Clean as outlined in general housekeeping schedule and proper floor care procedures. ALTERNATE #1 MQU,Nj PROSPECT LIBRABX U bjj2ERjQRQUND PARKING STRI&JU13F,, 10 S. Emerson Street, approximately 40,000 square feet. Same service as Village Hall Parking Structure. ALTERNATE #2 MOUNT PROSPECT LIBRARY: 10 S. Emerson Street. Quarterly Floor Care only. (Carpet and hard floor care including striping and waxing). ALTERNATE #3 MOUNT PROSPECT LIBRARY: 10 S. Emerson Street. Bi-monthly cleaning of the interior side of all exterior windows that are in maintained public areas. This will require moving furniture and having equipment to reach heights up to 16 feet. Required attendance at the mandatory pre-bid meeting on Monday, November 14 at 91arn at the Department of Public Works 1700W Central Rd, Mount Prospect, IL 60066. 31 GENERAL CONDITIQN§ A. Awgrd gf Contract: Uff2camam: Payment I The Village will issue a Notice of Award to the successful bidder, advising that it has been awarded the contract. Within teen (10) business days of delivery of the Notice of Award, Iby 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 blonds and certificate of insurance. 2. Upon the Village's receipt of the executed contract, required bonds and certificate of insurance, the Village will issue and send to the contractor a Notice to Proceed that will start the performance period. 3. PREVAILING WAGE. This contract calls for the construction of a "public work" within the meaning of the Illinois Prevailing Wage Act, 820 ILLS 130/1, et seq., as amended (the "Act"). The Contractor and all subcontractors are required to pay wage rates in accordance with the Act to all laborers, workers and mechanics. The Village has adopted the prevailing wages as determined by the Illinois Department of Labor ("IDOL") for Cook County. The prevailing rate of wages is revised by the IDOL and is available on the IDOL website, www.state.i1.us/a.geincy/idoI/rates/raties,HTM. The Contractor and all subcontractors are solely responsible for checking the Department's website for revisions to prevailing wage rates,. In the event that the IDOL should revise the prevailing rate of wages, then the revised rates shall apply to this Contract. In no case shall any revision in the rates of prevailing wages result in an increase in the total Contract price. All bonds provided by the Contractor under the terms of this Contract shall include such provisions as will guarantee the faithful performance of the Contractor's obligations under this clause and under the Prevailing Wage Act, 820 ILCS 130/1 et. seq. Contractor shall comply with all applicable provisions of the Prevailing Wage Act, including, but not limited to, the requirements of Section 5 of the Prevailing Wage Act, 8210 ILLS 130/5. The Contractor, and all Subcontractors and Sub-Subcontractors participating on the Project, shall make and keep those records required under Section 5 of the Prevailing Wage Act in paper or electronic format, In conformance with the Act, each contractor and subcontractor,, or other entity performing work on the project, shall maintain records of all laborers, mechanics and other workers employed by them on the project, including the following information on each worker: (1) name; (2) address-, (3) telephone number when available; (4) social security number; (5) classification or classifications; (6) gross and net wages paid in each pay period; (7) number of hours worked each day; (8) starting and ending times of each day; (9) hourly wage rate; (1 a) hourly overtime wage rate; (11) hourly fringe benefit rates; (12) the name and address of each fringe benefitfund; 32 (13) the plan sponsor of each fringe benefit, if applicable; and (14) the plan administrator of each fringe benefit, if applicable. These records shall be kept by the participating contractor and subcontractor for a period of not less than five (5) years, from the date of last payment oin the contract or subcontract. No later thain the 1 5th day of each calendar month, each participating contractor and subcontractor shall submit a monthly certified payroll to the Village consisting of the above referenced information as well as a statement signed by the participating contractor or subcontractor that certifies: (a) the records are true and accurate; (b) the hourly rates paid to each worker is not less than the general prevailing rate of hourly wages required under the Prevailing Wage Act; and (c) the contractor or subcontractor is aware that filing a certified payroll that he or she knows to be false is, a Class A misdemeanor, 4. 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. 5. The performance of the required services shall be done under the supervision of the Village's Director of Public Works or his/heir designee who 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. 6. 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 ain 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. 7. 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 payment due and received by the Village from the contractor's surety 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 33 shall be entitled 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. PerforrnancpgJ,Jh1@ IRgauired 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 Publicworks 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. 5The 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 Village. Any contractor's employee or representative whose employment is reasonably detrimental or objectionable to the Village shall be transferred immediately from the work site upon the Village's request. The exercise of 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 imay be required by law. The Village reserves the right to inspect the equipment that will be used prior to the award of the bid. 34 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 directives. Such person shall be competent in the English language. C. Insurance. Ind2g][Iffiggfign 1. Insurance Reguirements, In the submission of a bid, the bidder is certifying that it has all the iinsuirance coverage required by law or that would normally be expected for the bidder's type of work. In addition, the bidder is certifying 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 $1,0010,000 $3,000,000 Property Damage $1,000,1000 $3,000,000 Contractual Ins. $1,000,000 $3,0010,000 Automobile Liability Bodily Injury $1,000,000 $1,1000,000 Property IDamage $1,000,000 $1,000,1000 Workers Compensation Employee Claims Statutory for Illinois Employers Liability $1,000,000 per accident 4. Indemnification, The contractor shall indemnify and save harmless the Village, its officers, employees and agents 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 mature, including workers' compensation claims, in any way resulting from or aurisingi 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 attorney's 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 35 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. 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 specified in the contract, and on account of the Village's use of any copyrighted or uncopyrighted, colmpols,ition, trade secrets, secret process, proprietary rights, patented or unpatented invention, article or appliance furnished or used: under the bid Specifications. D. C2MI21ia,nce with L,aw§ 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. Z 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 taws, including, but not limited to, the following: ai. Bid Rigging/Rotat�ing. 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 irotating 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 to65 ILLS 5/11-X12.1-1. C. Drugi Free Workplace Act!, The contractor will comply with the requirements of the Drug Free Workplace Act if the 36 contract is $5,000 or more, and it has more than 24 employees at the time of entering into the contract pursuant to 30 1 LCS 580, et seq. d. Preference to Veterans Act. The contractor will comply with the Preference to Veterans Act, 330 ILCS 55, etseq. f. Non-Discrimination. The contractor will comply with the Illinois Public Works Employment discrimination Act, 775 ILCS 10/1, et seq. 9. 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 IDepartme,nt 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 undersigned's 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 bidder/contractor agrees to indemnify and hold harmless the Village from all claims, costs, penalties, 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 public records to the,Village under the contract. E. Work Guaranty: 1. ,(Fidelity Bond. A blanket fidelity bond for$100,000, a copy of which shall be given to the Village, must cover all employees, as required by the Village, depending on the services to be performed. 37 2. General Guaranty. Neither partial or final payment, nor any provision in the contract, nor partial or entire use of the product1work 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 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 Ibe 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 ContirAct Rggp,j,=gl3j§ 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. Nonassignabilit . 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. 38 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. 39 EXHIBIT A (Upon award of contract, to be attached to Cleaning Services Contract 2017-2019 as Exhibit A) Proj2osal Form Village of Mount Prospect CLEANING SERVICES CONTRACT 2017-2019 OWNER INFORMATION Owner Name: Address. Business Name: Business Address. Home Phone: Business Phone- This Business is a- El Individual Proprietorship El Joint Venture 0 Partnership El Corporation If applicable, give names, addresses, and dates of birth of all, partners, officers or directors. Name Address 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. Does the business currently hold a license or have a contract with any other municipality for service? El YES El NO 40 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? �7 YES INC 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. Services will be either full service cleaning, both inside and outside, or just outside cleaning. In submitting this Proposal Form requesting award of the Village of Mount ProspectCleaning Services Contract 2017-20,19, 1 hereby certify that: In submitting this Proposal Form requesting award of the Village of Mount Prospect Cleaning Services Contract 2017-2019, 1 hereby certify that: 1. I will not assign or subcontract window cleaning 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 1(720 ILLS 5/33E-3 (Bid Rigging) or 720 ILLS 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 ILLS 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 ILCS 580/1, et seq-); 6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seg.), 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. 1 shall comply with the Americans with Disabilities Act; 47 7. 1 shall compiy with the Americans with Disabilities Act; 8. 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.); and 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 Cleaning Services Contract 20,17-2019, and agree to abide by the conditions set forth theirein. My signature below indicates my acceptance of all such conditions and my bid for award of the Village of Mount Prospect Cleaning Services Contract 2017-20191, Name of Company Bid Submitted IBy Position in Company Phone No. Date Bidder must use the official firm name and authorized representative mustsigin. 42 BID FORM Cleaning Services Contract 2017-2019 Village of Mount Prospect Department of Public Works FROM: (hereinafter called"Bidder") TO, Office of the Village Manager, 3rd Floor 50 South Emerson Street Mount Prospect, Illinois, 60056 (hereinafter called "'Village" or "Village of Mount Prospect") Cleaning Services Contract 2017-2019 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—Cleaning Service 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, as follows: 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, 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. 43 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 (1 g) 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 No. AddenK—m-Date Acknowledgement by Bidder or Authorized Date Representative AcknowleLe ---------- 11 ------------- 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 Bidder's responsibility to become fu I ly advised of a I I 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 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 five 1(5%) percent of the amount bid in form of(check one): Bid Bond Certified Check — ,Bank Cashier's Check is attached hereto in accordance with the "Instructions for Bidders". 44 This Bid Submittal contains the following: 1), Bid Form 2) Affidavit- Bid Certification Form 3) Bid Security 4) BID SHEET(S) -Cleaning Services Contract 2017-2019 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 (Pages 43-52) ALONG WITH THE AFFIDAVIT - BID CERTIFICATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKED ENVELOPE. 45 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 hl2n-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 11 Bid Rigging and Rgfgfil3g 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 1 LCS 5/33E-3, 33E-4. Section III Dirug FE22 WQrkl2Ji1rp, The undersigned further states that (Name of Company) provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 5801/1, et seq., and has, to the extent not covered by a collective bargaining agreement that deals 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 thatAct. Section IV Jag f!slymenit The undersigned further states that is (Name of Company) 46 not delinquent in payment of any taxies, 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 Harassmgni Pgligy Pursuant to Section 2-1051(A) of the Illinois Human Rights Act, 775 ILCS 5/2-1105 (A), every party to a public contract must: "Have written sexual harassment policies that shall) include, at a minimum, the following information, (1) the illegality of sexual harassment; (11) the definition of sexual harassment under State law; (II 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); (Vii) directions on how to contact the Department and Commission, and (VII) protection against retaliation as provided by Section 6-1 101 of the Act. (Illinois Human RightsAct)." A "public cointralict"i" includes: ...every contract to which the State, any of its political 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 thisday"of 2016. My commission expires: Notary Public 47 BID SECURITY Included with this bid is a bank cashier's check, certified check or bid bond in the amount of , being five percent (5%) of the total amount bid 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: Bidder's Agent and Agent's Title 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 authorizeldofficeir. If a corporation, note here the state of incorporation. Incorporated under the laws of the State of 48 BID SHEET CLEANING SERVICES CONTRACT 2017-2019 The undersigned herewith submits a bid on Cleaning Services Contract 2017-2019 in accordance with the attached documents. All bids are to be delivered to the office of the Village Manager at 50 South Emerson Street 3d Floor, Mount Prospect, Illinois, 60056, prior to 1:00p.m. on November 21,2016. It is the intention of the Village of Mount Prospect to select ONE 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 interests of the Village to do so. The Village reserves the right to award any combination of the Base Bid ADIOR Alternate #1, Alternate #2, Alternate #3. 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 any of the three alternates) that may ultimately be approved by the Village. SCHEDULE OF PRICES We will perform the services, as outlined on the Task Schedule sheets for sums as follows- (Base Bid, Alternate #11, Alternate#2, and Alternate#3) BASE BID: Year 1 Location Unit Quantity Unit Price Total Village Hall Month 12 Village Hall Parking Structure Month 12 Police &Fire Building Month 12 Police&Fire Building Parking Structure month 12 Railroad Deipot month 12 ILibrary Month 12 Fire Station 12(Bi-Annual Floor Cleaning) Each 2 Fire Station 14(Bil-Annual Floor Cleaning) Each 2 Pistol Range Month 12 Public Works Month 12 EOC(1720 Central Road) Month 12 Community Connections Center Month 12 Total Base Bid-(21017) 49 Year 2 Location Unit Quantity Unit Price Total Village Hall Month 12 Village Hall Parking Structure i Month 12 Police&IFire Building Month 12 Police&Fire Building Parking Structure Month 12. Railroad Depot Month 12 Library Month 12 Fire Station 12(Bi-Annual Floor Cleaning) Each 2 Fire Station 14(Bi-Ai nnuall Floor Cleaning) Each 2 Pistol Range Month 12 Public Works Month 12 ECC(1720 Central Road) Month 12 C'ormimunity Connections Center Month 12 Total Base'Bid—(2018) Year 3 Location Unit Quantity Unit Price Total Village Hall Month 12 Village Hall Parking Structure Month 12 Police&Fire Building Month 12 Police&Fire Building IParking Structure Month 12 Railroad(Depot Month 12 Library Month 12. Fire Station 12(Bi-Annual Floor Cleaning) Each 2 Fire Station 14(Bi-Annual Floor Cleaning) Each 2 Pistol Range Month 12 Public Works Month 1.2 EOC(1720 Central Road) Month 12 Community Connections Center Month 12. Total Ease Bald—(2019) 50 ALTERNATES: Alternate#1 Location Year Unit Quantity Unit Price Total 1 Month (20'17) 12 7 Mount Prospect Library 2 'Underground Parking Structure (2018) Month 12 3 (2 3 Month 12 Alternate#2 Location Year Unit Quantity Unit Price Total 1 Each 4 (21717') Mount Prospect Library 2 Quarterly Carpet Cleaning (2018) Each 4 (2019 Each 4 Alternate#'3 Location Year Unit Quantity Unit Price Total 1 Each 6 (2017) Mount Prospect Library 2 Each 6 Bi-Monthly Window Cleaning (2018) 3 Each 6 (2019 BID SUMMARY Bid Items Total Cost(Years 1-3) Base Bid Alternate##1 Alternate##2 Alternate##3 Submitted this qday of m 2016. 51 Mark outside of envelope: "CLEANING SERVICES CONTRACT 201'7-2019,"'and deliver to the Village Manager's office at 50 South Emerson Street 3 Id Floor, Mount Prospect, Illinois, 60056, by 1:00 p.mi., Monday, November 21, 2016. Name of Company/Firm Address of Company/Firm By: Phone: Date submitted: , 2016 Also note any exceptions to the specifications. COMPANY OWNER ADDRESS CITY, STATE, ZIP PHONE # , 2016 SIGNATURE DATE Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the envelope, "Sealed IEid for CLEANING SERVICES CONTRACT 201'7-2019." 52 EXHIBIT B VILLAGE OF MOUNT PROSPECT Q L EAN I N Q SERVICE a Q-0 N TRACT 2017-2019 THIS AGREEMENT (hereinafter the "Contract") is entered into Iby and between the Village of Mount Prospect, an Illinois home rule municipality (hereinafter the °"Village"), ,and I and located at I Illinois, (hereinafter the'"Contractor"), 1. GENERAL As stated in the bid document, Z 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 account of the Village's use of any copyrighted or uncopyrighted, composition, 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 theVillage. In addition, Contractor is reqluired to comply with all federal, state, county and municipal laws and ordinances, including thefollowing: ,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 1 LCS 10/1 et seq.); C Comply with Article 2 of the Illinois Human Rights Act (775 ILLS 5/2-1101, et seg.), 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; d. Comply with the Americans with Disabilities Act, and 53 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 Clause 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 Regidlations of the Illinois Department of Human Rigihts ("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, imarital 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 areas) 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 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 54 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 snot 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 750.30 of the Department of Human Right's Rules and Regulations for Public 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. EEE 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 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 Ibe 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 55 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 snot 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 ten (10) days advance written notice to the other party. In addition to the 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 Village, is cause for immediate termination of the Contract without prilornotice. 11. LENGTH OF CONTRACT This Contract shall be in effect beginning January 1, 2017, and shall remain in effect until December 31, 2019, unless terminated by either party under the conditions specified in Section 101, Contract Termination. 12. ,COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST The Illinois Freedom of Information Act (FOIA), 5 ILCS 14011 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. 56 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, 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 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 pates 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. 116. INTERPRETATION 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 rigihts, 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 otherparty, 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. 13. 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. 57 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 thiscontract on 2016, VILLAGE OF MOUNT PROSPECT, an Illinois Municipal Corporation BY: Attest: Karen Agoiranos, Deputy Village Clerk Corporate Name: BY: Its Attest: Secretary (Corporate Seal) 58 u + d milli M MME 0:�" MMMMM1 m Vmill-JIm a M �F+ Q 40 Cnmill I wa i MEMM IN MENMEM LV MMMMIN 4 CL x n ®r U. 01111111 ' u� x m mammon IYy A. N w • w T � W r �`�,d��' � h��?, n'� f� I � is^ Y,G� m ,"F 1�, � ;✓�j�, ry9 f uFrf �,r k. r4 W d ^J ^Fd tri �+ � � t ?�:.f 71 �,�� "�'�"�yi°�'� l�ri �r' rd f✓1 r�.,.'��j �� -, �-` y r lr(� ;' �� ✓ rl,�} � �^�I, t� d � , l Wr 91,r r`rr 4 Who F �r I Ir I � J b r. f I r i l IN,go Lo" d � 1 i I I k N d� ygy N W � Ir E OcL ° rte . c. 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