HomeMy WebLinkAbout6.5 Motion to accept bid for 2020 holiday tree lighting contractItem Cover Page
wubject Motion to accept bid for 2020 holiday tree
lighting contract in an amount not to exceed
$35,F2000
Fiscal Impact
Dollar Amount
Budget Source
Category
Type
Information
Information.
September 1, 2020 - REGULAR MEETING OF THE MOUN
PROSPECT VILLAGE BOARD - I
true
$35,200
General Fund
CONSENT AGENDA
Consent
Funding is included in the 2020 budget for contractual installation, and later removal, of
white holiday lights on selected Village -owned parkway trees in the downtown area. To
facilitate this work, staff has prepared bid specifications to procure contractual performance
of the work.
The specifications describe a one-year contract, which may be extended for up to two (2)
additional one (1) year periods beyond the termination date by mutual, written agreement
between the Village and the contractor. To extend the contract, the contractor must agree
to hold their prices at the same rate as the previous year. The Village reserves the right to
re -bid the contract at the end of any contract period.
For the 2020 contract, 216 Village -owned trees will be lit. The attached map depicts the
proposed project area.
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light strands is not included in this proposed contract. The contractor will be provided with
new strands of lights from existing Village inventory. Generally, new light strands are
procured annually by staff at the end of each holiday season when prices are reduced for
C.Aearance. Lights strands for the upcoming holiday season were procured earlier this year at
.? cost of $9,600.
Eight (8) bid invitations were distributed to local contractors. The bid was also placed on
the Village's website utilizing DemandStar online bid services. Four (4) sealed bids were
opened on August 19, 2020. Bid results are as follows:
Vendor
Price per Strand
2020 Total Cost*
McFarlane Douglass and
Companies I
$12-80
$ 32,000.00
Kinnucan
$14-39
$ 35,975-00
Illuminating Design
$27-50
68,750-00
Tiles and Styles
Non -Responsive
The apparent low cost bidder is McFarlane Douglass and Companies of Burr Ridge,,
Illinois. McFarlane Douglass has not performed this type of work for the Village in
the past. HoweveG as required as part of the bid submittal, references were
provided with their submittal. McFarlane Douglass has completed similar contracts
for the Village of Lisle, Highland Park, Hinsdale, and a number of private
companies. Reference checks with these communities, and companies,, indicate
that all of their work has been acceptable. It is the opinion of staff that McFarlane
Douglass is qualified and capable to successfully execute this proposed contract. A
copy of McFarlane Douglass"s bid submittal is attached.
Tiles and Styles did not complete the required bid form correctly rendering the bile'
submittal non-responsive.
The cost to install and remove holiday lights in 2019 was $14.75 per strand.
McFarlane Douglass current rate represents an approximate 13% reduction in cost
compared to last year.
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Staff recommends in! ! a 10%• ! - project awar! to allow for
,Auantity variances and unanticipated conditions. In this instance., a 100/0
contingency added to the lowest cost bid would result in a total contract award of
$35,200-00 i Bid: $32,000-00 • !- $3,200.00 Total
Recommended Award: $35,,200.00).
Staff recommends that the Village Board accept the lowest cost,, responsive bid for
the 2020 Holiday Light• r Removal Contract• -• by
McFarlane Douglass and Companies of Burr Ridge,, Illinois in an amount not to
exceed $35,200. Staalso recommends that the Village Board authorize staff to
cost,execute up to two (2) one (l) -year contract extensions provided the work is
performed satisfactorily and McFarlane Douglass agrees to hold prices.
Expenditures in 2021 and 2022 will be limited to funding allocated in approved
future budgets.
Alternatives
1. Accept lowest responsive i r 2020 Holidayr i i Contract, as
submittedi in an amount not to exceed
$35,200.
2. Action i ion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost,, responsive bid for
the 2020 Holiday Tree Lighting Contract as submitted by - Douglass anr
Companies of !!e, Illinois in an amount notto exceed $35,200.also
Villagerecommends that the ! authorize staff to execute r to two one
(l) -year contract extensions provided McFarlane Douglass agrees not to raise
prices and work is performed satisfactorily. Expenditures in extended terms will be
limited to funds authorized in future budgets.
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ATTACHMENTS
McFarlane Douglass Bid Submittal.pdf
BID HOLIDAY LIGHTS 2020.pdf
HOLIDAY LIGHTS MAP 2018 (002).pdf
143 Tower Drim Buff RkIge, 160527 www.mcfadanedouglass.com
BW -339.2900 InfoOmdarlamAougim.com
630-325.2399 Fax
!II!!1I IIIIIIq
-70
a
Holiday Tres Lighting Contract
2020
Mount Prospect Public Works
Mr. Douglas Glebei
McFarlane Douglass & Co.
dngiebel@mcfarianedouglass.com
Office: (630) 325-5335
Cell: (630) 514-3017
Fax: (630) 325-2399
71,
Overview and history
McFarlane Douglass & Companies was founded in 1984 by Douglas Giebel and
was created to fill a niche in the Interior Landscape business offering
personalized service, unique designs and high quality materials and service.
From its humble beginnings in the basement of the ie 1'; family home, the
company grew exponentially to what it is today, the 7th ranked interior
landscape business in the United States (Source: Interior cape Magazine,
2006). As time when on, McFarlane Douglass & Companies moved into
exterior landscaping to fill the landscape requirements of customers with
exterior planters and beds. Today McFarlane Douglass has developed into a
comprehensive landscaping, interiorscape, and holiday decorating company.
McFarlane Douglass Exterior Tree Lighting Displays have no parallel in the industry
and we have been chosen for many years to install lights at many of the most iconic
public spaces in the Chicago land area such as O'Hare Airport, Midway Airport and
Daley Plaza.
The quality of our work can be seen as well in many Municipalities and Villages in the
suburban area. McFarlane Douglass' installations are guaranteed throughout the
season and our crews are highly trained in our trademark way of installing light
strands.
More than twenty five years of success in the display business is the result of a
dedicated team of qualified professionals including designers, engineers,
manufacturing department, installation supervisors, installation crew, drivers and
riggers.
We owe this major achievement to the loyalty of our customers who have
honored us with their business throughout the years, and to our solid team of
qualified professionals who day after day represent the Company with care
and efficiency.
McFarlane Douglass takes pride in its accomplishments and it is our goal to
serve our customers with the respect and dedication that they deserve.
Our warehouse (60,000 qft.) is located at 143 Tower Drive in Burr Ridge,
Illinois. We serve the City of Chicago and surrounding counties within a 76
mile radius.
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0 Exhibit A - Proposal Form
Exhibit B - Contract
Exhibit E - Bid Security
Exhibit F - Bid Sheet (Attachments A & B)
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* Exhibit I - Minority Business Certificate
Oj Exhibit J - Illinois Business License
0 Exhibit K - Illinois Good Standing Cercat,,-.r,
0 Exhibit M - Examples of Exterior Tree Lightin!&
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"Name of firm:
McFarlane Douglass & Co
Current Street Addr=:
143 Tower Drive
Burr Ridge,, IL 60527
MW
............ . . . . . . . . . . . ............. 1"I . . . . . . . . . . . . . . . . ..............................
• Website address:
r M
• SBA cateaorv: NAILS CODE 561730
0 Dunn"s N : 61-557-1627
• Federal Tax ID: 36-3329990
• Minority Status: CeAified as Minority Business by City of Chicago
• G�Nraff *Ical c ovet e: Chicago and surrounding areas
0 j: 70 full time and 30 seasonal employees
"IdAR/
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EXHIBIT A
(Upon award of contract, to be
attached to HOLIDAY TREE
LIGHTING CONTRACT 2020 as
Exhibit A)
Proposal Form
*0~11
Villaae of Mount Prospect
-HOLIDAY TREE LIGHTING CONTRACT 2020
OWNER INFORMATION
Owner Name: Mr. Dowla Giebel 11 Date Of Birth: 1/05/1949
Address:- 1345 Turvey Road Downers Grove, Illinois 60515
Business Name:B
&
Business Address-, 143 Tower Drive Burr Rid a Illinois 60527
O�
Home Phone, I . ...... (6300 514-3017 Business Phone: (630) 325-5335
This Business is a: 0 Individual Proprietorship
■Joint Venture
■Partnership
Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name Address Date of Birth
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? n 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? FN YES F-1 NO
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If yes, explain in full on a separate sheet of paper.
Aave any complaints against the business been filed with the Illinois Commerce Commission, the
Office of the Illinois Attorney General, or any other governmental body during the period of one
year prior to the date of this proposal? [:]YES RX NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental body, and
may take into consideration any complaints and/or pending complaints made against the
business or owner.
In submitting this Proposal Form requesting award of the Village of Mount Prospect HOLIDAY
TREE LIGHTING CONTRACT 2020, 1 hereby certify that:
I will not assign or subcontract holiday light installation or removal services for the Village
without prior written approval of the Corporate Authorities of the Village of Mount Prospect;
2. Neither 1, nor any person who will be working on my behalf, has been convicted under the
laws of Illinois or any other state of an offense which under the laws of this state would be a
felony involving the theft of property, violence to persons, or criminal damage to property.
Please note that in the case of a person whose last conviction was more than two years past,
and can demonstrate a compelling showing that he/she is nevertheless fit, such person or
operator may be approved by the Village Manager if otherwise eligible;
3. 1 am not barred by law from contracting with the Village because of a conviction for prior
violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS
5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating));
4*1 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, el
,g) I
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (7`75 ILLS 5/2-101, et se ),and
the Rules and Regulations of the Illinois Department of HumanRights, 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;
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.
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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 HOLIDAY TREE LIGHTING CONTRACT 2020, 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 HOLIDAY TREE
LIGHTING CONTRACT 2020.
Name of Company McFarlane Douglass &.,,,,,Companies
Bid Submitted By, Mr. Douglas Giebel
Position in Company President I
Phone No. 514-3017 Date 8/19/20
Bidder must use the official firm name and authorized representative must sign,
RE
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McFarlane Douglass has recently been awarded the contract for
Exterior Tree Lighting for the Village of Hinsdale for the second year.
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VILLAGE OF MOUNT PROSPECT
HOLIDAY TREE LIGHTING CONTRACT 2020
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 —1 an located at
Illinois, (hereinafter the "Contractor").
1. GENERAL As stated in the bid document.
2. SPECIFICATIONS As stated in the bid document.
3. CION'TRACTOR 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 the following. -
a. Provide a drug free workplace pursuant to the Illinois Drug Free Workplace
Act (30 ILLS 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 5/2-101, et
seci.), 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;
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d. Comply with the Americans with Disabilities Act; and
e. Comply with the provisions of the EQUAL EMPLOYMENT OPPORTUNI
CLAUSE required by the Illinois Department of Human Rights as a mated
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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.
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5) That it will submit reports as required by the Department's Rules, furnish
all relevant information as may from time to time be requested by the Department
or the contracting agency, and in all respects comply with the Illinois Human Rights
Act and the Department's Rules.
6) That it will permit access to all relevant books, records, accounts and work
sites by personnel of the contracting agency and the Department for purposes of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department's Rules.
7) That it will include verbatim or by reference the provisions of this clause in
every subcontract it awards under which any portion of the contract obligations are
undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
contractor will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the contractor will not utilize any subcontractor declared by
the Illinois Human Rights Commission to be ineligible for contracts or subcontracts
with the State of Illinois or any of its political subdivisions or municipal corporations.
With respect to the two types of subcontracts referred to under paragraph 7 of th
Equal Employment Opportunity Clause above, following is an excerpt of Sectio
750.30 of the Department of Human Right's Rules and Regulations for Publi
Contracts: I
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.
ij. LOG BO 'ORDS & REPORTS REQUIRED
I RIEIC I I
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.
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8. HOLD HARMLESSAGREEMEN1, (CONTRACTUAL LIABILITY)
Contractor assumes full responsibility for the acts and omissions of its employees
and agents while engaged in performing services under the Contract. Contractor
agrees, to the greatest extent permitted by Illinois law, to protect, indemnify, save
and hold forever harmless the Village, its officers, appointed and elected officials,
Mayor and Board of Trustees, employees, volunteers, attorneys and agents from
and against any and all liabilities, obligations, claims, losses, damages, penalties,
and costs and expenses resulting from any suit, claim, demand, judgment, or
cause of action initiated by any person, including Contractor and its officers,
officials, employees, subcontractors, volunteers and agents, arising out of,
connected with, or in any way associated with the performance of services covered
by this Contract or the equipment used in connection therewith.
9", CONTRACTOR'S LIABILIT Y INS 'U'RANCE
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. CONTRACTTERMINATION
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,9) for immediate termination,
failure of Contractor to perform any aspect of this Contract properly and/or to
provide proper treatment to the general public, in the sole discretion of the Vilage,
is cause for immediate termination of the Contract without prior notice.
11. LENGTH OF CONTRACT
This Contract shall be in effect beginning October 1, 2020, and shall remain in
effect until January 31, 2021, unless terminated by either party under the
conditions specified in Section 10, Contract Termination. Upon satisfactory
completion of the initial one year term of the contract the Contract may be extended
for up to two (2) additional one (1) year periods beyond the termination date by
mutual, written agreement between the Village and the Contractor. The Contractor
must agree to hold their prices at the same rate as the previous year. The Village
reserves the right to re -bid the contract at the end of any contract period.
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12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT" REQUEST
The Illinois Freedom of Information Act (FOIA), 5 ILCS 140/1 et seq., applies to
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public records in fine possession of a party with wViioi-n the Viiiaigo, 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 coilating and reviewing the infu(-rnation.
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 FOLK" ) 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 (inc: ludin but not cirri iced to, attomey'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 Conti act.
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. SEVERAR11,1TY
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 1.,ft.1i.th f,.,h,,e terms and conaflitions of the CoMtract.
17. WAIVER OF BREACH
If either party waives a breach of any provision of this Contract by the other party,
that waiver will not operate or be construed as a waiver of any subsequent breach
by either party or prevent either party from enforcing such provisions.
18. MERGER -AMENDMENT
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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,
ora! o r w r e. n. N amen, d. Ame a er Ing f. or rn o fd. io f i rC..--:..1f
icn of this. Contract shall be effective
unless reduced to writing and executed by the parties.
19. CO U1"'q1TER-'?r-`/A`RTS
This Contract may be executed in several counterparts each of which shall be an
origirial and all of w'n"uh shall const"tute but one and the sari-einsturnent.
20. EFFECTIVE DATE
The Effective Date of this Contract shall be the date executed by the Village
1-
President, and attested 0 . y 'tile "v"I'llage Clerk.
In Witness thereof, the said parties have executed and signed this contract
on ) 2 0 2U'** -
Karen Araganos,
Village Clerk
Cofpoi-ia
ORM-1
Secretary
(Corpor=ate Seal)
0 OFFICIAL SEAL
FF'C''L SEAL
LUCINAA NUNEZ
f3
I rNOTARY PU,L,C, STATE OF ILLINOIS
WCOM 'IS S UG.
M P1 RES, AUG 07�o 2023
51,ON 0
WCOMMISSIONEX
VILLAGE OF MOUNT PROSPECT, an
Illinois Nlunic;ipal Corporation
0,
BY,
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BID FORM
HOLIDAY TREE LIGHTING CONTRACT 2017 Village of Mount Prospect
Department of Public Works
FROM: McFarlane Doug -lass & CoM, anies
143 Tower Drive Burr RLiog iois 60527.
......... . . . .. ..................................... .
(hereinafter called "Bidder")
TOA- Office of the Village Manager, 3rd Floor
50 South Emerson Street
Mount Prospect, Illinois 60056
(hereinafter called "Village" or "Village of Mount Prospect")
HOLIDAY TREE LIGHTING CONTRACT 2020
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
Bid Packet Information
Instructions for Bidders
General Conditions and Special Provisions
Specifications
General Conditions
Proposal Form
Bid Form
Affidavit — Bid Certification Form
Bid Security
Bid Sheet
Contract Document
Attachment A — Tree Lighting Table
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
,tocuments.
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.
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In submitting this bid, the Bidder understands that the Village reserves the right to add to
or subtract from the estimated quantities.
The Village intends to award one (1) contract (if at all) for the items bid. If written notice
of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time
before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the
prescribed form and furnish payment and performance bonds, or letter of credit, and the
insurance certificates required by the Bid Documents to the Village within ten (10)
business days after receipt.
The Bidder, and as successful bidder/contractor upon award of the contract, understands
and agrees to the following:
1) The contractor agrees to provide all required services and items and material to the
Village as noted in the Bid Documents and comply with the requirements of the Bid
Documents.
2) The contractor agrees to comply with all applicable federal and state laws, rules and
regulations, and county and municipal ordinances, as described in the General
Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
providAd below:
♦ 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 lefting. 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 one -thousand dollars ($1000) in form of (check one):
Bid Bond Certified Check X Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders".
W
21
1) Bid Form
2) Affidavit —Bid Certification Form
3) Bid Security
4) BID SHEET(S) — HOLIDAY TREE LIGHTING CONTRACT 2020
5) List of required references and equipment
Abb
Date: 8/19/20
Contact Information:
Telephone: % 0391,325-53- -.1, �
Email: d nq iebeKOmcfarlanedow lass. co m
9101
22
01-4111 M1 N
:J•
Company/Firm Name: McFarlane Douglass i.
Address: 143 Tower Drive Burr R.idg,e, Illinois 60527
As a condition of entering into a contract with the Village of Mount Prospect, and under
oath and penalty of peiJury and possible termination of contract rights and debarment, the
undersigned, Dow ebel being first duly sworn on oath, deposes
MAW t1as Gi
and states that he or she is President (sole owner,
partner, joint ventured, President, Secretary, etc.) Of
McFarlane Dogglass and has the authority to make all
(Name of Company)
certifications required by this affidavit.
Section I Non-Collusio
9
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 Bild 'iRiaging, andl RotatJM
The undersigned further states that McFarlane Doualass & Cqmpanies
(Name of Company)
is not barred from bidding or contracting as a result of a conviction for violations of state
laws prohibiting bid rigging or bid rotating or any similar offense of any state of the United
States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS
5/33E-32 33E-4.
Section Ill DrMg-Fre,e6 Wo!tplace
The undersigned further states that McFarlane Doualass & CO nies
(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 Pavment
The undersigned further states that McFarlane Douglass & Com anies Is
(Name of Company)
M
23
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 H4rassment P21M
Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A)7
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 McFarlane Douglass_ & Companies has
(Name of Company)
a written sexual harassment policy in place in full compliance with 775 ILLS 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.
41
The undersigned certli 'that all info rmaAlon contained in this Affidavit is true and correct.
Name Printed:
Signature
na Nunez
Title: HR Manager
;.;igned and sworn to before me this 19th day 20 2Q
My commission expires:
Notary Public
W
24
BID SECURITY
Included with this bid is a bank cashier's check, certified check or bid bond in the amount
of one -thousand dollars ($'1,000) by McFarlane Douglass & Companies, 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.
-bid
SUBMITTED THIS ......19th IMP DAY OF Auaust 20 2Q
SEAL (if corporation)
McFarlane ou lass& Companies,
I Im"M - N
........ ............. .
Bidder's Agent and Agent's Title
President
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 111.ipgi0
W
25
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26
HOLIDAY TREE LIGHTING CONTRACT 2020
The undersigned herewith submits a bid on a Holiday Tree Lighting Contract 2020 in
accordance with the attached documents. All bids are to be delivered to the office of the
Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois, 60056,
prior to 1:00p.m. on August 19, 2020.
SCHEDULE OF PRICES
We will perform the services as outlined HOLIDAY TREE LIGHTING CONTRACT
for sums as follows:
Bid Price to Install (using the wrapping method) and later remove Lights,
Cords and Tees as detailed in specifications.
Price per White
Incandescent
Strand
Extended Cost
X 2500 strands
Total Combined Bid Price for all work in 2020
32,000.00
Submitted this 19th day of, Ay2ust ,, 2020.
I'll, ,*0 .......... '-
Mark outside of envelope: " HOLIDAY TREE LIGHTING CONTRACT 2,020" and
deliver to the Village Manager's office at 50 South Emerson Street 3rdFloor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., WEDNESDAY, August 19, 2020.
McFadane Doqg!qss & COMPqWS-__
Name of Company/Firm
a
Phone: .1§10L.514-3017 or L61Q), 325-5335
Kc
27
st In
Date submitted: Augu 1. 1.9, 2020
None
Mr. Douglas, Giebel
COMPANY OWNER
143 Tower Drive Burr Ridg@�J!,Jinois 60527
CITY, STATE., ZIP
0
00 161 ilk-�
August 1 2020
DATE
Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of
the envelope, "Sealed Bid for HOLIDAY' TREE LIGHTING CONTRACT 2020."
91
w
CUMENT HAS AN ARTIFICIAL WA:rERMARK PRINTED ON THE BACK THE FRONT OF THE OFFICIAL CHECK, DOCUMENTHAS A MIORII-PRINT SIGNATURE LINE ABSENCE OF THESE FEATURES 111111 INDICAI'F--- A GOPY
ISSUED BY: MO'NE"(GRAM PAYMENT SYSTEMS,'INC.
PD, f,,X)X 9476, MINNEAPOLIS, MN 55480 7 0 10 b*47 0' 4
e y'BA41%N'wK`
DRAWEE: 8,UFAvo ENA ULA,OK DATE 08/19/2020
,.emitter NASAW DCLAS AND ASSOCIATES
One Thousand Dollars and Zero Cents
49-55
--1.
AMOUNT 1031
$1,000.00
DRAWER: BUSEY BANK
VILLAGE OF MOUNT PROSPECT
R
110 70 10 Fm 7B 4 411 ` 'me LO 3 LOOS S LINNO L ( 00 L 2 M 19 9E111"
"gr9w. Me PAR
Remitter NASAW DOULAS AND ASSOCIATES
,*One Thousand Dollars and Zero Cents
VILLAGE OF MOUNT PROSPECT
AMOUNT
z1hi 1000.00
:11
w
TTACHMENT A
TREE LIGHTING TABLE 2019
9M
a
Tree
Puma Location
Think
Crown
es
# Of
#
Dia
Spread
Strands
10
0
Train Station Ado �q NVVHVVY
10-5
30
[_VVhite As. --- - -- - -----
. . ......... . ........ ...............
26
11
Train Station Along
9.5
29
White Ash
19
12
F:1
Train Station Along NVMW
10.5
31
White Ash
26
13
Train Station Alo!N NWHWY
11
32
White Ash
19
4
Train Station Alon NVVHM
g,
9
27
7 White Ash
25
15
Train Station Pqqng NVVHWY
11
31
Ash 1 ff
!i White As
18
16
Train Station Alon NWHWY
j------- ------------------ -
10
25
White Ash
27
24
West Side ofMa I+a Sit10
.. .. ....
14
Columnar Ma
11
25
West Side of Me breet
4,5
10
Columnar M�&
8
26
West Side of Maple Street
5
9
Oak
3
27
Vilest Side of Maple Street
9
--- 13
. ..........
Columnar Maple
18
28
West Side of Maple Street
9.5
16 . . . .......Cc�lurnnar
Ma le
17
29�
West Side of le Street
0
0
NO TREE
0
30
West Side of M & Street
10
15
TREE TBD
11
31�!
West Side of
7 1
20
Crabapple
15
32 —,
West Side of M 1 Street
5.5 1
18
C'.' e
9 . ..
33
Northwest Hig
6.5
20l
e, - -- ----------------
1 13 .... .....
34
Northwest Hi by av
10.5
20
Columnar Maple
16
35
Northwest Hi hen aj
12
16
7cournnar Bila le
18�
36
Northwest Highway
9-5
16
Columnar M2ple
13
37 _,orthwest
L Highwa ...
9-5 1
21
Al - ------------
11
38�
Northwest Higqny
9.5
22
NAM
CLe!��ale
13
39
Northwest Highway
10.5
32
C ra b a Ilea
11
40
Northwest H!qhway
5
18
1 Yeflowwood
3
41
Northwest HiqLwav - - - ----- ----
6 .
. .... ............ 18
Yellowwood
3
42
i East Side of Emerson
2
7.5
Hackbegy
3
43
East Side of Emerson
2.5
10
Hackben,
3
44
East Side of Emerson
2.5
8
3
45
East Side of Emerson
3-2
11
M!pbeM
I....
5
...... .
46
East Side of Emerson
5
14
M. abe, Maple
4
47
East Side of Emerson
4.5
12
Mi alae "le
48
East Side of Emerson
4
12
M"be_M_a!P!e
3
49
East Side of Emerson
5
15
M, be Mb
#ple
5
50
East Side of Emerson
6.5
12
Tree Lilac
4
51
East Side of Emerson
5
15
Linden
6
52
East Side of Emerson
4.5
11
Linden
-- -------------6
53
East Side of Emerson ............
4
9
Linden
6
54
East Side of Emerson
3.5
6
Linden
6
55
iEast Side of Emerson
2
10
kcust
4
56
East Side of Emerson
3.5
10
linden
6
57
East Side of Emerson
4
9.5
Linden
6
58
East Side of Emerson
5.5
10
Linden
6
59
East Side of Emerson
5
12
Linden
60
East Side of Emerson
W4.
5
5.5
14
Linden
6
61
East Side of Emerson
5
12
Tree Lilac
5
62
South Side of Central
2
5H,ar3
. ... ...............
63.
South Side of Central
5
M"!jeMle
3
64
West Side of Emerson
................2
4
10.5
22
Pear
16
65
West Side of Emerson
7
15
i Pear
15
66
West Side of Emerson
7-5
19
Pear
14 ------- -- ---
67
West Side Emerson
7.5
18
Pear
20
68
West Side Emerson 0
9
_29
Hone locust
16
69
West Side Emerson
6�1
25
Hone locust
14
.0
.LO
West Side Emerson
7
24,111,111,
W%
11
l_ 71
West Side Emerson
6
235
Honeylocust
1
72 A
North Side of Busse
8
25
Honeylocust
20
73
North Side of Busse
5
18
Honipylocust
10
74 .
North Side of Busse
JE5.5]E
22E
Honeykcust
17
9M
a
76
North Side of Busse
4
M' be AAa �Iej
4
76
North Side of Busse
4
11
M!yabe Ma le
'R
5
77
North Side of Busse
10.5
28
White Ash
27
78
North Side of Busse
i 2
5
A'1111['11011311 All le
4
79
East Side of 83
. . .......... . . . .... ....... . . . . -8 - ----- ---- ---
27
H2nwjlocust
16
80
East Side of 83
a
25
Hone locust
23
81
East Side of 83
8
28
Hone locust
18
82
East Side of 83
_f 10.5 1
32
Hone locust
23
83
East Side of 83
924
White Ash
16
84
East Side of 83
12.5
32
White Ash
30
East Side of 83
10.5
24
White Ash
17
t85
86
East Side of 83
10.5
25
White Ash
24
87
8
East Side of 83
8
26
Harte
15
88
East Side of 83
1132
. . ..................
Hoqa!2cust...
24
89
East Side of 83
f 12 F
31
Hon,lo'cust
19
90
East Side of 83
11
. . .....................
31
Ylocust -----------------
23
91
East Side of 83
17-8 1
23
Hack _y ... ....
11
92
East Side of 83
8.5
20
Hackben
8
93
East Side of 83
9
27
Hackbqa
. ....... . . .......
14
94
East Side of 83
7.5
17
Hack berry
..........
15
95
South Side of Central
7
17
Hackben
96
South Side of Central
9
18
Pear ............... . .15
15
97
South Side of Central
9.5
20
Pear
15
..... 98
South Side of Central
7
14
Pear
15-
99
South Side of Central
9
16
Pear
15
100
South Side of Central
9
17
Pear
15
101
South Side of Central
10-A
19
Pear
15
'02 102
West Side Emerson
8.5
18
M"beM,pple
13
103
1 '3
West Side Emerson
2.5
5
M�fabe Maple
3
104
West Side Emerson
5.5
19
M" abe Maple
8
105
West Side Emersm
5.5
16
M` aloe M le
106
West Side Emerson
6
18
M!be Maple ------ ------------------
-- 6
107
West Side Emerson
4.5—
11
Tree Lilac
8
108
West Side Emerson
5
11
Tree Lilac
5
109
West Side Emerson
110�
29
twnti-0cwt
20
110
North Side of NWHWY
5
16
Linden
6
111
North Side of NWFAW
6,5
12
Linden
6
112
North Side of NWHWY
5
10
linden
6
113
North Side of NWHWY
5 I
10
Linden
6
114
North Side of NWHWY
2
5
3
115
North Side of NWHWY
4.5
11
Linden
6
116
North Side of NV*M
5
13
linden
6
117
East Side of 83
9
18
Linden
6
118
East Side of 83
9
17
Linden
119
South Side of Busse
2
8
GiNp
3
120
South Side of Busse
1.5
10
Gi
3
121
South Side of Busse
3.5
9
G L*m
3
122
South Side of Busse
3.5
10
Gin4o,
3
123
South Side of Busse
5
7
Ginkgo
3
124
West Side of 83
9.5
21
Had(be"
13
125
West Side of 83
8
Hackberr y ------- ------
15
126
West Side of 83
12
31
White Ash
19
127--oi
West Side of 83............... ... .......
2
7
TUI Tree
4
128
West Side of 83
10.5
28
White Ash
19
1 129
West Side of 83
12
31 - - -----------
--White Ash
26
F1:3
:Q....-
West Side of 83
6
20
FMaple
8
131
West Side of 83
11.5
29
White Ash
16
132
West Side of 83
............
4
10
I Gintqo
4
133.-
-West Side of 83
4
12
Gink2o
4
134
West Side of 83
4
10
Gi!!2te'. ------
3
173L
South Side of Pros Ave
14.5
37t
i 47
174
South Side of Pros Ave
2
5
. .... ........... .
!12nlocust
4
175
South Side of Pros Ave
3.5
19
Han locust
6
176
South Side of Pros Ave
5.5
26
Hon locust
8
177
South Side of Prospect Arne
10
34
U-0nnflocust
22
178
South Side of PTM?td Ave
2
10
Hcmwwe_vv t
4
w
31
179
South Side, of
14.5
27
Honeylocust,
22
Ave180 South Side of Prosp2q V
19
47
U2nlocust
29
181
1
South Side of Prospect Ave
17
44
62
182
South Side of Ergs t Ave
_p
12-5
23
locust
Honmmmmmmmm
18
183'-'
South Side Of P
Pros Ave
.......... . ..
4.5
44
HonLmylocust
33
184
South Side of Pros'p2d Ave
-- 5
19
-A
Hon�maylocust
8
185
South Side of Prospect Ave
7.5
32
Hone locust
22
186
South Side of Pros Ave
6
25
Fl2nqjflocust
9
187
South Side of Pros pqq,Ave
2
3
..... Hadcbegy
3
188
South Side of-Pros Ave
:20
0
[�.5
54
Hon locust .......................
. . . . ------ 62
189
South Side of Pros eot Ave
4.5
20�neylocust
8
190
South Side of Pros Ave
3
14
Hone locust
6
191
South Side of Prosp2qAve
14
39
H29e locust
y
25
192
West Side of Emerson
2.5
. ..........
9
Hackberry
0
193
West Side of Emerson
13
32
Hone locust
25
194
East Side of Emerson
13
26
HTn1ocust
24
195
East Side of Emerson 40.001, M0
3
10
M' be Mle
4
196
North Side of Pros Dect Ave
J_ 16.51
39
Pear
26
197
North Side of Pros mct Ave
14
36
Pear
31
198
North Side of Prog]!20 Ave
16
43
Pear
27
199
North Side of Prospect Ave
15.5
43
Pear
33
200
North Side of _Pros Ave
17 I
44
Pear
26
201
North Side ofsped Ave
_f �ro
17
42
Nar
33
202
Pros Ave Center Islands
10-5
20
Pear
22
203
Prosect Ave Center Islands
p
10.5
26
Pear
15
204
Prospect Ave Center Islands
9
22
Pear
23
205
Prosp2ct Ave Center Islands
6.5
19 - - -------
I Pear
13
206
Prosptict Ave Center Islands
is
30
Pear
23
207
Pros ct Ave Center Islands
12.5
32
Pear
23
208
ProsDect Ave Center Islands
10 I28
Pear
25
209
Pros pect Ave Center Islands
7-516
Pear
13
210
Pros Ave Center Islands
6.5 L18
1 Pear21
211,111,111,111,111,
Prosp2ct Ave Center Islands
15.5
37
Pear ............ -------- - -
26
212
Prospect Ave Center Islands
10-5
28
0%01
Pear
21
2,13
Prosp2ct Ave Center Islands
4
9
Linden
3
214
Prosp2ct Ave Center islands
3
7
linden
2
215
Prosl?2ct Ave Center Islands
j 3
7
Linden
3
216
Pros cd Ave Center Islands
.......... ... 1-5
3
Linden
2
RIII1
Ll
TOLiSJ
2208
m
32
TTACHMENT B -- LIGHTING METHODS
WRAPPED METHOD
a
33
FIRM NAME: Midway & O'Hare Airports
ADDRESS: Chicago, Illinois
SITE DESCRIPTION: Exterior Holiday Tree Lighting
PHONE NUMBER: (773) 838-0619 or (773) 896-554
CONTACT PERSON: Felipe Najar
TITLE: General Manager of Facilities/Grounds
FIRM NAME: Village of Lisle
ADDRESS: 925 Burlington Avenue Lisle, Illinois 60532
SITE DESCRIPTION: Exterior Holiday Tree Lighting
PHONE NUMBER: (630) 271-4134
CONTACT PERSON: Joe Catalano
TITLE: Procurement Service Manager
FIRM NAME: Village of Hinsdale
ADDRESS: 19 East Chicago Avenue Hinsdale, Illinois 6052-�-,
SITE DESCRIPTION: Exterior Holiday Tree Lighting
PHONE NUMBER: (630) 789-7383
CONTACT PERSON: Richard Roehn
TITLE: Superintendent of Public Service
01
MCFAR4 OP ID:
CERTIFICATE OFLIABILITY m
r
• rM r
INSURANCE
0811812020
1
fill
-k " r
t • r
IMPORTANT: If the cortfficate holder Is an ADDITIONAL INSURED, the pol"les) must be etulorsi4 If SUBROGAT1001 15 WAIVED, subject to
the torms and conditions of the policy, certain pies may require an endorsernent A stabunent on tilds cm fiffcate does not confer righft to the
cartificate holder in Neu
1such9 r ti y6 - Zvi,
Insurance Agei Aw
n�' I Park, 9� m I0 �N �1 '!Mr
Ord y,
MOO.`K"Ment
Nsu"D s ;,.Asse Ltd
#wMcf:Arlane Douglass
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MUM C: A p-
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C011i CERTIFICATE,REVISION A
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CISIRTi
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DELIVERED I
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i
AM r
019M2010 ACORD CORrlghft reserived.
ACORD • (2010105) The ACORD name # logo registered of
35
I
S�14
O.F PROCUREMENI ERVJ('E,(31
C'T rr Y 0 F C'H I C'IA, GX 10
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Douglas N. Giebel
Nassaw/Douglass & Associates, Ltd., d/b/a McFarlane/Douglass and Co.
143 Tower Drive
Burr Ridge, IL 60527
We are pleased to inform you that Nassaw/Douglass & Associates, Ltd., d/b/a
McFarlane/Doug lass and Co. has been recertified as a Minorityl-Owned Business
Enterpnose (I'MBE") by the City of ChicagoThis (MBE) certification is valid until
2/11/2022; however your firm's certification must be revalidated annually. In the past the
City has provided you with an annual letter confirming your cercation; such letters will
no longer be issued. As a consequence, we require you to be even more diligent 'in
filing your annual No -Change Affidavit 60 days before your annual anniversary date.
It #
is now your responsibility to check the City's certification directory and verify your
certification status. As a condition of continued certification during the five year period
stated above, you must file an annual No -Change Affidavit. Your firm's annual No -
Change Affidavit is due by 2/11/2018, 211/2019, 2/112020, and 2/11/2021. Please
remember, you have an affirmative duty to file your NoChange Affidavit 60 days prior
to the. date. of e.y.piratin.n. Failure to. file vour annual NO-r-hange Affidavit may result i.n.
of law a a
the suspension or rescission of your certification.
Your firm's five year certification will expire on 2/V2022. You have an affirmative duty
to file for recertification 60 days prior to the date of the five year anniversary date.
Therefore, you must file for recertification by 121112021.
It 'I's important to note that you also have an ongoing affirmative duty to notify the City of
any changes in ownership or control of your firm, or any other fact affecting your firm's
eligibility for certification w1thin 10 days of such change. These changes may include
but are not limited to a change of address, change of business structure, change in
ownership or ownership structure, change of business operations, gross receipts and or
personal net worth that exceed the program threshold. Failure to provide the City with
timely notice of such changes may result in the suspension or rescission of your
certification. In addition, you may be liable for civil penalties under Chapter i-22 , V"False
Claims", of the Municipal Code of Chicago. I I
t P, I It() � "" I f I 1 -1 1
J I Q ) G �, ( ,, I � (_ 11 11 r 01I
N01VP I T Ll,�z 4.14, 1 H4 (",IrO TL.L N 60609
1) 0 N111 111��d
36
12-0
i1assaw/Douglass & Associates, Ltd., d/b/a McFarlane/Douglass & Co. Page 2 of 2
Please note — you shall be deemed to have had your certification lapse and will be
ineligible to participate as a (MBE) if you fail too.
0 File your annual No -Change Affidavit within the required time period;
a Provide financial or other records requested pursuant to an audit within the
required time period;
0 Notify the City of any changes affecting your firm's certification within 10 days of
such change; or
,ol File your recertification within the required time period.
Please be reminded of your contractual obligation to cooperate with the City wit
respect to any reviews, audits or investigation of its contracts and affirmative actio
programs. We strongly encourage you to assist us in maintaining the integrity of ou
programs by reporting instances or suspicions of fraud or abuse to the City's Inspecto
General at chiwcagoinspectorgeneral,org, or 866.-IGmTIPLINE (866 754),
Be advised that if you or your firm is found to be involved in certification, bidding and/or
contractual fraud or abuse, the City will pursue decertification and debarment. In
addition to any other penalty imposed by law, any person who knowingly obtains, or
knowingly assists another in obtaining a contract with the Citv bv falsely representing
the 'Individual or entity, or the individual or entity assisted is guilty of s#
punishable by 'incarceration in the county jail for a period not to exceed six months, or a
fine of not less than $5,000 and not more than $10,000 or both.
Your firm's name will be listed in the City's Directory of Minority and Women -Owned
Business Enterprises in the specialty area(s) of:
NAICS Code(s):
661730 w Landscape contractors (except construction)
561730 - Landscape installation services
541410 - Decorating consulting services.; interior
Tour firm's participation on City contracts will be credited only toward Minority -Owned
Business Enterprise goals 'in your area(s) specialty. While your participation on City
contracts is not limited to your area of specialty, credit toward goals will be given only
for work that is self -performed and providing a commercially useful function that is done
in the approved speciailry category.
Thank you for your interest in the City's Minority and Women -Owned Business
Enterprise (MBENVBE) Program.
. . .................. . . ...
0
Rich ''L,J er,
First Dvp Lity' Procurement Officer
RB/Ij
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37
liq
if not, contact us immediately.
If yes, cut along the dotted line (fits a standard 5 x 7" frame). Your authorization must
be visibly displayed at the address listed. Do not discard - your Illinois Business
Authorization is an important tax document that provides you the authorization to
legally do business in Illinois. I
M,
143 TOWER DR
BURR RIDGE IL 60527-5771
C .e e*0"" 0, rtificate of R-egistlt
Expiration Date:
11/30/2020 Sales and use taxes and fees
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.tile N -umber 5359-747-5
a to w,hom, these Pmsents Shal'l' Come! 0 ina,,,,,
I, Jesse White, Secretary of State of the State of Illinois, do hereby
certify that I am the keeper of the records of the Department of
Business Services. I certify that
NASAW/DOUGLASS & ASSOCIATES, LTD, A DOMESTIC CORPORATION,
INCORPORATED UNDER THE LAWS OF THIS STATE ON SEPTEMBER 24,1984, APPEARS
TO HAVE COMPLIED WITH ALL THE PROVISfONS OF 4_'HE BUSINESS CORPORATION
ACT OF THIS STATE,, AND AS OF THIS DATEIS IN GOOD STANDING AS A DOMESTIC
CORPORATION IN T14E STATE OF ILLINOIS.
hi, T�as��,Ojny I hereto set
my hand and cause to be affixed the Great Seal of
&IF
the State of Illinois, this 3RD
day of AUGUST AD. 2020
Authentication #.- 2021603636 verifiable until 0810312021
Authenticate at: hftp://www.cyberdriveiNinois.mm
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To
McFarlane Douglass exterior tree lighting crew members utilize equipment such as scissor lifts, XM lifts and ladder
to complete the installation and removal of tree lighting. Safety for our customers, crews and the general public is
our number one priority, therefore our crews members are subject to mandatory training once a year to ensure
safety procedures are continuously being maintained. I
M
41
42
43
Bid Request
for
Holiday Tree Lighting Contract 2020
BID OPENING: Wednesday, August 19, 2020 — 1:00 p.m. local time
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
x
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NOTICE TO BIDDERS
Bid for
Holiday Tree Lighting Contract 2020
Sealed bids will be received until Wednesday, August 19, 2020 — 1:00 p.m. in the office
of the Village Manager, 3rd Floor, 50 S. Emerson Street, Mount Prospect, Illinois 60056,
in a separate, sealed envelope please submit bid clearly marked "Sealed Bid for Holiday
Tree Lighting Contract 2020".
Plans and specifications may be obtained on the Village's website at
www.mountprospect.org/bids
Offers may not be withdrawn for a period of ninety (90) days after the bid date without the
consent of the Board of Trustees.
Any Bid submitted unsealed, unsigned, sent via email or fax or received subsequent to
the aforementioned date and time, will be disqualified and returned to the bidder.
The Village reserves the right in its sole discretion,
thereof, to waive any irregularities technicalities and
to award the contract in a manner best serving the
about these bid specifications should be directed to
Dave Hull at 847-870-5640.
Village Manager
Mike Cassady
August 4, 2020
to reject any and all bids or parts
informalities in bid procedures and
interests of the Village. Questions
Forestry/Grounds Superintendent
45
Holiday Tree Lig-hting Contract 2020
Table of Contents
Section
Page
Notice to Bidders
1
Table of Contents
2
Bid Packet Information
3
Instructions to Bidders
6
Specifications
9
General Conditions
12
Proposal Form - Exhibit A
20
Bid Form
24
Affidavit — Proposal Certification Form
27
Bid Security
29
Bid Sheet
30
Contract - Exhibit B
32
Attachment A — Tree Lighting Table
38
Attachment B — Lighting Methods
g g
41
K
io
VILLAGE OF MOUNT PROSPECT
HOLIDAY TREE LIGHTING CONTRACT 2020
BID PACKET
The Village of Mount Prospect is seeking proposals for its:
HOLIDAY TREE LIGHTING CONTRACT FOR 2020
PROJECT SCOPE
The Contractor shall provide, at a minimum, the following work:
The Village of Mount Prospect is seeking a contractor to install and later remove white
incandescent lights, using the wrapping method, on approximately 216 trees on public
property in the downtown area in 2020. The Village will supply all light strands,
extension cords, tees and electric tape; contractor will supply all labor and equipment.
Contractors are asked to submit a price per strand for installation and later remove
lights, cords, and tees as detatiled in the specifications. Approximately 2,500 strands
are expected to be required each year. The Village reserves the right to increase or
reduce the amount of the lights installed depending upon funds available. The bid
award will be based on the lowest qualified contractor.
This Contract shall be in effect beginning October 1, 2020 and shall remain in effect
until January 31, 2021, unless terminated by either party under the conditions specified
in Section 10, Contract Termination. Upon satisfactory completion of the initial one year
term of the contract the Contract may be extended for up to two (2) additional one (1)
year periods beyond the termination date by mutual, written agreement between the
Village and the Contractor. The Contractor must agree to hold their prices at the same
rate as the previous year. The Village reserves the right to re -bid the contract at the
end of any contract period.
1. RECEIPT OF PROPOSALS
Sealed bid proposals to provide the installation and later removal of white lights in
the downtown area must be received in the Village Manager's Office, at 50 South
Emerson Street 3rd Floor, Mount Prospect, Illinois 60056, no later than 1:00p.m.
on August 19, 2020. 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
prices read aloud thereafter on the same date at the Mount Prospect Village Hall,
50 South Emerson Street, Mount Prospect, Illinois.
9
En
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 "HOLIDAY TREE LIGHTING CONTRACT — 2020" 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 HOLIDAY TREE LIGHTING CONTRACT 2020 (Exhibit B).
4. AWARD OF CONTRACT TO SUCCESSFUL BIDDER
The Village of Mount Prospect will be the sole interpreter of all bid documents, and
reserves the right to make its own assessment of bids received; to reject any and
all bids; to waive irregularities and technicalities in the bids; to further negotiate
details of the contract with the low bidder after award of the contract; and to award
the contract based upon its consideration of the following criteria as well as
relevant statutory provisions:
a) Lowest responsible bidder.
b) The ability, capacity, and skill of the bidder to perform the contract to provide
the service required.
c) Whether the bidder can perform the contract or provide the service
promptly, or within the time specified, without delay or interference.
4
d) The character, integrity, reputation, judgment, experience, and efficiency of
the bidder.
e) The quality of performance of previous contracts.
f) The previous and existing compliance by the bidder with laws and
ordinances relating to the contract.
g) The sufficiency of the financial resources and ability of the bidder to perform
the contract and provide the service.
h) The ability of the bidder to provide future maintenance and service.
i) The number and scope of conditions attached to the bid.
j) Whether the bidder has a place of business in the Village.
k) Responsiveness to the exact requirements of the invitation to bid.
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 — Bid
Certification Form, the Bid Security Form, the Bid Sheet and "HOLIDAY TREE
LIGHTING CONTRACT 2020" (Exhibit B). The successful bidder will be required
to execute the HOLIDAY TREE LIGHTING CONTRACT 2020 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.
5
WO
VILLAGE OF MOUNT PROSPECT
INSTRUCTIONS TO BIDDERS
To be entitled for consideration, bids must be made in accordance with the following
instructions:
1. The Village of Mount Prospect reserves the right to reject any or all bids, or any
part thereof, or to accept any bid or any part thereof, or to waive any information
in any bid when, it its opinion, the best interest of the Village will be served by such
action.
2. Bidders may withdraw or cancel their bid, in written form, at any time prior to the
advertised bid opening time. Any bid submitted will be binding for 90 calendar days
after the date of bid opening. No plea of ignorance by the bidder as to the
conditions that exist or that may exist hereafter as a result of failure or omission on
the part of the bidder to make the necessary examinations and/or investigations
will be accepted as a basis for varying the requirements of the Village or the
compensation to the bidder.
3. Bids must be signed by an authorized official of the organization submitting the bid
with the name of the official and his/her title typed below the signature.
4. All bidders must submit the following information on or before the deadline for bid
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 contract, including a statement of the items of
equipment which the bidder proposes to use on the project. This list of items is to
include a statement noting which of these items of equipment the bidder owns, and
separately those items which he does not own but is certain he will be able to rent
or otherwise procure for use on the project
5. Bidders shall include with their bid, on a separate attachment to the bid, the names
of three (3) references regarding their qualifications by experience, ability,
personnel and equipment to perform the services required by the bid
specifications. The references must include company name, address, contact
person and telephone number. The Village reserves the right to reject bids not
accompanied by the required references.
6. All bidders agree that a complete background investigation of the principals of the
bidder and all employees who will perform the required services on behalf of the
bidder will be made. Bidders agree to cooperate with the appropriate Village
personnel to supply all the necessary information to complete the background
inquiries. The Village, at its complete discretion, may disqualify any Bidder,
including a low Bidder, and may void any contract previously entered into based
upon its background investigation.
7. No bid will be accepted from or contract awarded to any person, firm or corporation
that is in arrears or is in default to the Village upon any debt or contract, or that is
a defaulter, as surety or otherwise, upon any obligation to the Village or has failed
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to perform faithfully any previous contract with the Village within two (2) years prior
to the date of the invitation to bid.
8. All bid submittals must include a signed Bid Certification Form (copy attached)
certifying non -collusion in the bid, and that the bidder is in compliance with
Sections 33E-3 and 33E-4 of the Illinois Criminal Code regarding bid rotating and
bid rigging (720 ILCS 5/33E-3 and 5/33E-4); compliance with the Illinois Drug Free
Workplace Act (30 ILCS 580/1 et seq.; that it is not delinquent in the payment of
taxes (65 ILCS 5/11-42.1); and that it has a written sexual harassment policy in
place in full with the Illinois Human Rights Act (775 ILCS 5/2-105, as amended).
9. Any bidder in doubt as to the true meaning of any part of the Specifications or other
did documents shall submit a written request for interpretation to Dave Hull, no
later than five (5) calendar days prior to the date set for the opening of the bid. Any
questions received after that time may be answered at the discretion of the Village.
In the event that the Village finds a question to be adequately addressed in the
existing bidding documents, the question may be answered in writing by directing
the requesting bidder to the applicable provision(s) in the existing bid documents.
No further clarifications or interpretations will be issued.
Bidders will acknowledge receipt of any addendum issued by so noting on the bid
sheet. Oral explanations are not binding.
10. Prices shall be provided for each service required to be performed under the
contract.
11.All equipment and material bid shall be in accordance with all applicable federal,
state and local laws, rules and regulations in effect at the time of the bid.
12. Bids will be considered on equipment or material complying substantially with the
specifications, provided each deviation is stated and the substitution is described,
including technical data when applicable, in a letter attached to the bid. The Village
reserves the right to determine whether such substitutions or deviations are within
the intent of the specifications and will reasonably meet the service requirements
of the applicable Village Department. Brand names which may be mentioned in
the specifications do not indicate a preference and are used only as a reference to
the type and quality of materials or equipment desired.
13. The brand name and/or manufacturer of each item proposed must be clearly
stated. Guarantee and/or warranty information must be included with this bid.
14. Unless otherwise directed by the Specifications, all materials, equipment and
services provided will meet standards or requirements which would normally be
anticipated in common practice. The bidder guarantees that all applicable federal,
state and local 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 Village.
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15.All municipal, county, and State of Illinois sales taxes and federal excise taxes,
which are NOT applicable to sales to the Village of Mount Prospect, must be
excluded from bid prices.
16. Prices shall be stated in units when applicable and quotation made on each item
separately. In case of conflict, unit price shall govern.
17. Bidders must be sure to specify any terms which they wish to offer in the space
provided. Cash discounts will be deducted from the base bid in determining the
low bidder.
18.A bid deposit in the amount of one -thousand dollars ($1,000), 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
bidders. The bid performance deposit check of the successful bidder will be
retained until surety bonding requirements have been satisfied and proof of
insurance coverage is provided.
19. In case of default by the bidder, the Village may procure the services from other
sources and may deduct the cost of such services from the unpaid balance due
the bidder, or may collect against the bond or surety for excess costs so paid, and
the prices paid by the Village shall be considered the prevailing market price at the
time such purchase is made.
20. The bidder shall hold the Village, its officers, employees and agents, harmless from
liability of any nature or kind on account of the Village's use of any copyrighted or
uncopyrighted composition, trade secrets, secret process, proprietary rights,
patented or unpatented invention, article or appliance furnished or used under the
bid specifications.
21.The successful bidder is specifically denied the right of using in any form or
medium the name of the Village for any advertising, promotion or reference unless
express written permission is granted by the Village.
22. The opaque envelope containing the bid shall be marked plainly, "SEALED BID for
HOLIDAY TREE LIGHTING CONTRACT 2020", 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:
HOLIDAY TREE LIGHTING CONTRACT 2020
Dave Hull, Forestry/Grounds Superintendent
Mount Prospect Public Works Department
1700 West Central Road
Mount Prospect, Illinois 60056
Phone: 847.870.5640 Email: dhull@mountprospect.org
E'9
52
SPECIFICATIONS
SPECIFICATIONS - GENERAL
1. For year one, it is expected that this contract will be awarded on October 1, 2020,
and work may begin October 5, 2020. For year one, all work related to
installation of lights must be completed so that all trees are lit by 7:OOam on
November 19, 2020.
2. If the Village and the Contractor mutually agree to extend the contract additional
years the dates will be: For year two, installation work may begin after October
17 2021 and must be completed by 7:00 a.m. on November 18, 2021. For year
three, installation work may begin after October 1, 2022, and must be completed
by 7:00 a.m. on November 17, 2022.
3. Removal of lights and cords must be done between January 7 and January 31
each year, following the installation.
4. A penalty of $500 per day will be assessed for failure to fully complete installation
or removal by the specified dates.
5. The contractor shall consult with the Public Works Director, or authorized
representative; concerning the details and scheduling of the work contemplated
herein, and shall be governed by decisions of the Public Works Director, or
authorized representative.
6. All work must be to the satisfaction to the Public Works Director, or authorized
representative, and any question as to proper procedures or quality of
workmanship will be resolved by the same.
7. It is the intent of the Village to have 216 trees decorated as part of this contract.
However, the Village reserves the right to eliminate certain trees from the
contract, or reduce the number of strands required per tree, so the final contract
amount does not exceed the funds available.
8. Contractor will be required to submit proof of possession of a valid Mount
Prospect business license or contractor's license before work begins.
9. Lights for trees on Prospect Avenue between Route 83 and Emerson are to be
installed in the evening after 8:OOPM or on the weekends in order to minimize
conflicts with area businesses.
10. The Village will issue the necessary extension cords and tees to the contractor
and record the quantities. The contractor shall be responsible for returning all
cords and tees after light removal. The Village will deduct, from any amounts
due the contractor, the purchase price of cords or tees that are not returned.
SPECIFICATIONS — INSTALLATION
1. The Village will supply contractor with all necessary lights, extension cords, tees
and electric tape or tieing. (Lights shall be new, factory -tested light strands.
Cords shall be new and used of varying lengths).
2. Light strands shall be installed, by using the wrapping method, around individual
branches in such a way that the entire tree crown is evenly lit (not just outer
perimeter or crown).
3. The contractor shall make sure all installed strands are lit and properly
functioning by using a generator.
4. Quantities of strands required per tree shall be as shown in the attached Tree
Lighting Table unless specified otherwise by the Public Works Director or
10
53
authorized representative. If during installation, a particular tree appears to need
slightly more or fewer strands than listed, contractor shall contact Public Works
Director or authorized representative for permission to vary from table.
5. Installation of each strand must begin with the female end so the male end can
be plugged into the next strands or into the female end of a tee.
6. No more than 6 strands of incandescent lights may be installed in a series; after
that tees must be used to connect multiple series of 6 strands.
7. When more than one tee is joined together, the resulting combination must end
with one unused male plug.
8. Extension cords shall be plugged into the electrical outlet designated on maps
and tree lighting table.
9. All connections shall be either firmly wrapped with electric tape, or tautly tied. If
contractor ties the ends, as opposed to taping, the contractor will be responsible
for any ends coming unconnected.
10. Cords hanging over sidewalks must be secured so they are taut and hanging no
lower than 9' above walks.
11. During the process of installation the Village will inspect every tree for quality.
The contractor will be given a list of trees where it is determined additional
strands are needed. Contractor will need to install requested additional strands
as directed by the Village at the current contractred rate per strand. This work to
be done before final installation deadline.
12. The white incandescent light strands are composed of 50 lights at 6 inch spacing
on 22 guage green wire.
SPECIFICATIONS — REMOVAL
1. All lights, cords, tees and tape shall be removed without damage to trees.
2. Light strands may be cut, and all removed strands must be returned to Public
Works for recycling.
3. Cords and tees shall be returned to Village neatly wrapped.
4. All debris from the removal of light strands shall be removed by the contractor.
SPECIFICATIONS - OTHER
Hours of Work — For this contract, upon submission of a letter to the Village Manager
requesting same, the contractor will be authorized to work around the clock. This
authorization may be rescinded during the contract if the Village receives noise
complaints. According to Village code, no work is allowed on Sundays or Holidays.
Sodded Areas
No vehicles of any kind shall be placed, parked, or operated upon or over any sodded
areas at any time except as authorized by the Public Works Director or authorized
representative.
Obstruction of Streets and Right -of -
The Contractor shall arrange to keep sidewalks open for traffic when possible, and
block portions of the streets only when absolutely necessary. The Contractor shall
schedule work so that the public may have the use of the streets a maximum amount of
time. The Contractor is to erect warning signs, traffic cones, arrow boards and furnish
adequate barricades, wherever required.
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GENERAL CONDITIONS
A. Award of Contract; Performance; Payment
1. The Village will issue a Notice of Award to the successful bidder, advising
that it has been awarded the contract. Within ten (10) business days of
delivery of the Notice of Award, by personal service or registered or certified
U.S. Mail, postage prepaid and receipt requested, the contractor shall
execute the contract, attached to the Bid Documents, and furnish the Village
with the required bonds and certificate of insurance.
2. 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. Completion Dates
For year one, it is expected that this contract will be awarded on October
1, 2020, and work may begin October 5, 2020. For year one, all work
related to installation of lights must be completed so that all trees are lit
and functioning by 7:00am on November 19, 2020.
If the Village and the contractor mutually agree to extend the contract for
additional years at current prices, the installation dates will be as follows
for years two and three:
For year two, installation work may begin after October 1, 2021 and must
be completed by 7:00 a.m. on November 18, 2021.
For year three, installation work may begin after October 1, 2022, and
must be completed by 7:00 a.m. on November 17, 2022.
Removal of lights and cords must be done between January 7 and
January 31 each year.
4. Contractor shall record actual # of strands installed on each tree, and
submit those records to the Village with request for payment, after all
lights, cords and tees are installed. Payment due shall be calculated by
multiplying actual # of strands installed times bid price per strand. Once
all strands are installed to specifications and properly functioning,
contractor shall invoice the Village in the following manner:
a. After installation is completed, 85% of contract amount shall be invoiced
by contractor and paid by Village (minus any penalties).
b. After removal is completed and cords/tees returned, 15% of contract
amount shall be invoiced by contractor and paid by Village (minus any
penalties).
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5. The Contractor shall submit with each payment request a properly
completed Contractor's Affidavit setting out, under oath, the name, address
and amount due or to become due, of Contractor, each subcontractor,
vendor, supplier or other appropriate party included in its cost, and for every
party listed a full or partial waiver of lien, as appropriate. Beginning with the
second payment request, and with each succeeding payment request, the
Contractor shall submit Contractor's Affidavits and partial waivers of lien for
each subcontractor and supplier showing that the amount paid to date to
each is at least equivalent to the total value of that subcontractor's work,
less retainage, included on the previous payment request.
6. If final payment is requested, the Contractor shall submit a properly
completed Contractor's Affidavit setting out, under oath, the name, address
and amount due or to become due, of Contractor, each subcontractor,
vendor, supplier or other appropriate party included in its cost, and a full
and final waiver of lien for the full amount of the Work, less retainage. The
Contractor shall assign over to the Village all manufacturers' and suppliers'
warranties respecting any part of the Work.
7. The Village reserves the right to alter the scope of the required services to
be performed, add such incidental services as may be necessary and
increase or decrease the services to be performed to accord with such
changes, including the deduction or cancellation of any one or more or the
services. Such changes shall not be considered as a waiver of any
condition of the contract nor to invalidate any of the provisions thereof.
8. The performance of the required services shall be done under the
supervision of the Village's Director of Public Works or his/her 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.
9. If the contractor fails to begin providing the services within the specified
time, or fails to perform these services in accordance with the terms of the
approved schedule or performs the services in a manner unacceptable to
the Village, or if the contractor becomes insolvent or is declared bankrupt,
or makes an assignment for the benefit of creditors, or from any other cause
fails to perform the required services in a manner required by the contract,
the Village shall give notice to the contractor and its surety in writing
specifying such failure, delay, neglect, refusal or default, and if the
contractor, within a period of ten (10) calendar days after the giving of such
notice, does not proceed in accordance therewith, then the Village shall
have the full power and authority to declare the contract and the contractor
in default, and to forfeit the rights of the contractor in the contract.
10. All costs and charges incurred by the Village, together with the cost of
performing the required services shall be deducted from any monies due or
which may become due to the contractor under the contract. Following any
payment due and received by the Village from the contractor's surety
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following default, if the expense so incurred by the Village is less than the
sum paid to the Village by the surety under this contract for the performance
of required services during the contract period, the surety shall be entitled
to receive the excess difference paid to the Village. When such contractor
default costs incurred by the Village exceeds the sum paid to the Village for
the performance of the required services under the contract, the contractor
and the surety shall be liable and shall pay to the Village the full cost of such
additional expenses.
B. Performance of the Required Services
1. The contractor shall exercise every precaution at all times for the protection
of persons and properties. The safety provisions of all applicable laws and
ordinances shall be strictly observed. Any practice obviously hazardous, in
the opinion of the Director of Public Works or his authorized representative,
shall be immediately discontinued by the contractor upon his receipt of
instructions from the Director of Public works or an authorized
representative to discontinue such practice.
2. The performance of services under the contract includes the furnishing of
all supervision, labor, materials, tools, equipment and incidentals of every
kind and description necessary, in accordance with the contract documents.
3. The performance of services shall be subject at all times to inspection by
the Village or its inspectors, and the contractor will be held strictly to the
diligent execution of the contract. The Village or its inspectors shall be
furnished with such information and assistance by the contractor as is
required to make a complete and detailed inspection. Completed
performance of services not complying with the contract may be rejected by
the Village and shall be performed again by the contractor at no expense to
the Village.
4. Except where the Specifications indicate otherwise, the Village is not
responsible for providing any tools, equipment, or storage under the
contract in order to permit the completion of any contractual obligations
under the contract.
5. The contractor shall provide an adequate number of competently trained
personnel with sufficient supervision to perform the services required, and
the contractor shall provide identification of its personnel if requested by the
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 may be required by law. The Village reserves the right to
inspect the equipment that will be used prior to the award of the bid.
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C.
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.
Bond; Insurance; Indemnification
1. Insurance Requirements. In the submission of a bid, the bidder is certifying
that it has all the insurance coverage required by law or that would normally
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 $1,000,000 $3,000,000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $1)0007000 $1)0001000
Property Damage $1,000,000 $1,000,000
Workers Compensation
Employee Claims
Employers Liability
Statutory for Illinois
$1,000,000 per accident
2. Indemnification. The contractor shall indemnify and save harmless the
Village, its officers, employees and agents from any and all liability, losses
or damages, including attorneys fees and costs of defense, the Village may
suffer as a result of claims, demands, suits, actions or proceedings of any
kind or nature, including workers' compensation claims, in anyway resulting
from or arising out of the operations of the contractor under the contract,
including operations of subcontractors; and the contractor shall, at his own
expense, appear, defend and pay all attorneys fees and all costs and other
expenses arising therefrom or incurred in connection therewith; and, if any
judgments shall be rendered against the Village in any such action, the
contractor shall, at his own expense, satisfy and discharge same. The
contractor expressly understands and agrees that any bonds, letters of
credit or insurance protection required by the contract, or otherwise
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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, composition, trade secrets, secret process,
proprietary rights, patented or unpatented invention, article or appliance
furnished or used under the bid Specifications.
D. Compliance with Laws
1. If, at any time, it shall be found that the person, firm or corporation to
whom the contract has been awarded has, in presenting any
proposal or proposals, unlawfully colluded with any other party or
parties, then the contract so awarded shall be null and void, and the
consultant and his sureties shall be liable to the Village for all loss or
damage which the Village may suffer thereby, and the Village may
advertise for new bids for performance of the required services.
2. The contractor shall, at all times during the life of this contract,
observe and abide by all federal, state and local laws which in any
way affect the conduct of the work and with all decrees and orders
of courts or agencies of competent jurisdiction. Likewise, said
contractor shall be governed by all municipal ordinances and
regulations which in any way affect the conduct of the work. The
contractor shall indemnify and save harmless the Village, its officers,
agents and employees against any claim or liability arising from or
based on his violation of any law, ordinance, regulation, decree or
court order.
The bidder and contractor, as the successful bidder, shall comply
with all applicable federal, state and local laws, including, but not
limited to, the following:
a. Bid Rigging/Rotating. By submitting a bid, the contractor
certifies that no owner, officer or director is barred from
contracting with any unit of state or local government as a
result of violating the bid rigging or bid rotating provisions
contained in 720 ILCS 5/33E-3 & 33E-4.
b. Tax Payment. The contractor certifies that it is not delinquent
in the payment of any taxes to the Illinois Department of
Revenue pursuant to 65 I LCS 5/11-42.1-1.
C. Drug Free Workplace Act. The contractor will comply with the
requirements of the Drug Free Workplace Act if the contract
is $5,000 or more, and it has more than 24 employees at the
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time of entering into the contract pursuant to 30 ILCS 580, et
seq.
d. Preference to Veterans Act. The contractor will comply with
the Preference to Veterans Act, 330 ILCS 55, et seq.
f. Non -Discrimination. The contractor will comply with the
Illinois Public Works Employment discrimination Act, 775
ILCS 10/1, et seq.
g. Equal Employment Opportunity_. The contractor will comply
with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-
101, et seq.), including establishment and maintenance of a
sexual harassment policy as required by Section 2-105 that
will be produced to the Village upon request, and the Rules
and Regulations of the Illinois Department of Human rights,
including the EQUAL EMPLOYMENT OPPORTUNITY
CLAUSE, that is a material term of all public contracts, as set
forth in Exhibit B.
h. Compliance with Freedom of Information Act Request.
Section 7 of the Illinois Freedom of Information Act (FOIA), 5
ILCS 140/7, applies to public records in the possession of a
party with whom the Village has contracted. The Village will
have only a very short time from receipt of a FOIA request to
comply with the request and there is a significant amount of
work required to process a request including collating and
reviewing the information. The bidder/contractor
acknowledges the requirements of FOIA and agrees to
comply with all requests made by the Village for public records
(as that term is defined by Section 2(c) of FOIA) in the
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, attorneys 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. General Guaranty. Neither partial or final payment, nor any provision
in the contract, nor partial or entire use of the product/Work
embraced in the contract by the Village or the Public shall constitute
an acceptance of work not done in accordance with the contract, or
relieve the contractor of liability in respect to any express warranties
or responsibility for failure to comply with the terms of those contract
documents.
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F. Miscellaneous Contract Requirements
1. Contract Alterations. No amendment of a contract shall be valid
unless made in writing and signed by the Village President, Village
Manager or their authorized representative.
2. Licenses and Permits. The contractor shall procure at its own
expense all the necessary licenses and permits in connection with
the work under the contract.
I Nonassi nability. The contractor shall not assign the contract, or any
part thereof, to any other person, firm or corporation without the
previous written consent of the Village. Such assignment shall not
relieve the contractor from its obligations or change the terms of the
contract unless agreed by the Village at its sole discretion.
4. Notices. All notices required by the contract shall be given in writing.
5. Taxes. The contractor shall pay all federal, state and local taxes as
may be applicable on all materials, labor and services furnished by it
under the contract, and the amounts of such taxes shall be included
in the unit prices bid.
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EXHIBIT A
(Upon award of contract, to be
attached to HOLIDAY TREE
LIGHTING CONTRACT 2020 as
Exhibit A)
Proposal Form
Village of Mount Prospect
HOLIDAY TREE LIGHTING CONTRACT 2020
OWNER INFORMATION
Owner Name:
Address:
Business Name:
Business Address:
Home Phone:
This Business is a:
Date Of Birth:
Business Phone:
F-1 Individual Proprietorship
F-1 Joint Venture
F-1 Partnership
F-1 Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name Address Date of Birth
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? F-1 YES
If yes, explain in full detail on a separate sheet of paper.
F-1 NO
Does the business currently hold a license or have a contract with any other municipality for
service? F-1 YES F-1 NO
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If yes, explain in full on a separate sheet of paper.
Have any complaints against the business been filed with the Illinois Commerce Commission, the
Office of the Illinois Attorney General, or any other governmental body during the period of one
year prior to the date of this proposal? ❑ YES ❑ NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental body, and
may take into consideration any complaints and/or pending complaints made against the
business or owner.
In submitting this Proposal Form requesting award of the Village of Mount Prospect HOLIDAY
TREE LIGHTING CONTRACT 2020, 1 hereby certify that:
1. I will not assign or subcontract holiday light installation or removal services for the Village
without prior written approval of the Corporate Authorities of the Village of Mount Prospect;
2. Neither I, nor any person who will be working on my behalf, has been convicted under the
laws of Illinois or any other state of an offense which under the laws of this state would be a
felony involving the theft of property, violence to persons, or criminal damage to property.
Please note that in the case of a person whose last conviction was more than two years past,
and can demonstrate a compelling showing that he/she is nevertheless fit, such person or
operator may be approved by the Village Manager if otherwise eligible;
3. 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 sec .), 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;
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.
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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 HOLIDAY TREE LIGHTING CONTRACT 2020, 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 HOLIDAY TREE
LIGHTING CONTRACT 2020.
Name of Company
Bid Submitted By
Position in Company
Phone No.
Date
Bidder must use the official firm name and authorized representative must sign.
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FROM:
BID FORM
HOLIDAY TREE LIGHTING CONTRACT 2017 Village of Mount Prospect
Department of Public Works
(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")
HOLIDAY TREE LIGHTING CONTRACT 2020
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
Bid Packet Information
Instructions for Bidders
General Conditions and Special Provisions
Specifications
General Conditions
Proposal Form
Bid Form
Affidavit— Bid Certification Form
Bid Security
Bid Sheet
Contract Document
Attachment A — Tree Lighting Table
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.
24
In submitting this bid, the Bidder understands that the Village reserves the right to add to
or subtract from the estimated quantities.
The Village intends to award one (1) contract (if at all) for the items bid. If written notice
of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time
before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the
prescribed form and furnish payment and performance bonds, or letter of credit, and the
insurance certificates required by the Bid Documents to the Village within ten (10)
business days after receipt.
The Bidder, and as successful bidder/contractor upon award of the contract, understands
and agrees to the following:
1) The contractor agrees to provide all required services and items and material to the
Village as noted in the Bid Documents and comply with the requirements of the Bid
Documents.
2) The contractor agrees to comply with all applicable federal and state laws, rules and
regulations, and county and municipal ordinances, as described in the General
Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
provided below:
Addendum
No.
Addendum Date
Acknowledgement by Bidder or Authorized
Representative
Date
Acknowledged
Failure to acknowledge receipt, as provided above, may be considered sufficient grounds
for disqualification of the bidder and rejection of his/her bid submittal. A record of all
Addenda and copies of same will be available to all qualified bidders from the Village of
Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect,
Illinois two (2) days prior to the letting. It shall be the 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 one -thousand dollars ($1000) in form of (check one):
Bid Bond Certified Check Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders' .
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This Bid Submittal contains the following:
1) Bid Form
2) Affidavit— Bid Certification Form
3) Bid Security
4) BID SHEET(S) — HOLIDAY TREE LIGHTING CONTRACT 2020
5) List of required references and equipment
Respectfully submitted:
Name of Firm/Bidder:
By: _
Title:
Date:
Contact Information:
Official Address:
Telephone:
Email:
(Signature)
ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS ALONG WITH THE AFFIDAVIT - BID
CERTIFCATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKED
ENVELOPE.
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AFFIDAVIT — BID CERTIFICATION FORM
Bidder:
Company/Firm Name:
Address:
As a condition of entering into a contract with the Village of Mount Prospect, and under
oath and penalty of perjury and possible termination of contract rights and debarment, the
undersigned, being first duly sworn on oath, deposes
and states that he or she is (sole owner,
partner, joint ventured, President, Secretary, etc.) of
and has the authority to make all
(Name of Company)
certifications required by this affidavit.
Section I Non -Collusion
The undersigned certifies that this bid is genuine and not collusive or a sham, that said
bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any
bidder or person, to put in a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in
the proposed contract.
Section II Bid Rigging and Rotating
The undersigned further states that
(Name of Company)
is not barred from bidding or contracting as a result of a conviction for violations of state
laws prohibiting bid rigging or bid rotating or any similar offense of any state of the United
States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS
5/33E-3) 33E-4.
Section III Drug Free Workplace
The undersigned further states that
(Name of Company)
provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1,
et seq., and has, to the extent not covered by a collective bargaining agreement that deals
with the subject of the Substance Abuse Prevention in Public Works Projects Act, 820
ILCS 265/1 et seq., a substance abuse prevention program that meets or exceeds these
requirements of that Act.
Section IV Tax Payment
The undersigned further states that
(Name of Company)
27
is
not delinquent in payment of any taxes to the Illinois Department of Revenue, in
accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned
understands that making a false statement regarding delinquency in taxes is a Class A
Misdemeanor and, in addition, voids the contract and allows the municipality to recover
all amounts paid to the individual or entity under the contract in civil action.
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; (III) a description of sexual harassment, utilizing examples; (IV) the
vendor's internal complaint process including penalties; (V) the legal recourse,
investigative and complaint process available through the Department (of Human Rights)
and the Commission (Human Rights Commission); (VI) directions on how to contact the
Department and Commission; and (VII) protection against retaliation as provided by
Section 6-101 of the Act. (Illinois Human Rights Act)."
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
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:
Signature
Name Printed:
Signed and sworn to before me this day of
My commission expires:
Notary Public
Title:
, 20
2s
70
BID SECURITY
Included with this bid is a bank cashier's check, certified check or bid bond in the amount
of one -thousand dollars ($1,000) 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.
-bid
SUBMITTED THIS DAY OF , 20
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 authorized officer.
If a corporation, note here the state of incorporation:
Incorporated under the laws of the State of
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BID SHEET
HOLIDAY TREE LIGHTING CONTRACT 2020
The undersigned herewith submits a bid on a Holiday Tree Lighting Contract 2020 in
accordance with the attached documents. All bids are to be delivered to the office of the
Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois, 60056,
prior to 1:00p.m. on August 19, 2020.
SCHEDULE OF PRICES
We will perform the services as outlined HOLIDAY TREE LIGHTING CONTRACT
for sums as follows:
Bid Price to Install (using the wrapping method) and later remove Lights,
Cords and Tees as detailed in specifications.
2020
Price per White $
Incandescent
Strand
X 2500 strands
Extended Cost $
Total Combined Bid Price for all work in 2020
Ll�
Submitted this day of
.2020.
Mark outside of envelope: " HOLIDAY TREE LIGHTING CONTRACT 2020" and
deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., WEDNESDAY, August 19, 2020.
Name of Company/Firm
Address of Company/Firm
Phone:
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Date submitted:
2020
Also note any exceptions to the specifications.
COMPANY OWNER
ADDRESS CITY, STATE, ZIP
PHONE #
SIGNATURE
, 2020
DATE
Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of
the envelope, "Sealed Bid for HOLIDAY TREE LIGHTING CONTRACT 2020."
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VILLAGE OF MOUNT PROSPECT
HOLIDAY TREE LIGHTING CONTRACT 2020
THIS AGREEMENT (hereinafter the "Contract") is entered
Village of Mount Prospect, an Illinois home rule municipality
and , an
Illinois, (hereinafter the "Contractor").
1. GENERAL As stated in the bid document.
2. SPECIFICATIONS As stated in the bid document.
I owlIa:�
into by and between the
(hereinafter the "Village"),
located at
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 the Village.
In addition, Contractor is required to comply with all federal, state, county and
municipal laws and ordinances, including the following:
a. Provide a drug free workplace pursuant to the Illinois Drug Free Workplace
Act (30 1 LCS 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 ILCS 5/2-101, et
seq.), and the Rules and Regulations of the Illinois Department of Human
Rights, including establishment and maintenance of a sexual harassment
policy as required by Section 2-105 of that Article and Act;
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d. Comply with the Americans with Disabilities Act; and
e. Comply with the provisions of the EQUAL EMPLOYMENT OPPORTUNITY
CLAUSE required by the Illinois Department of Human Rights as a material
term of all public contracts, which states as follows:
Title 44, Part 750, Section 750, APPENDIX A, Illinois Administrative Code,
Equal Employment Opportunity 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.
33
75
5) That it will submit reports as required by the Department's Rules, furnish
all relevant information as may from time to time be requested by the Department
or the contracting agency, and in all respects comply with the Illinois Human Rights
Act and the Department's Rules.
6) That it will permit access to all relevant books, records, accounts and work
sites by personnel of the contracting agency and the Department for purposes of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department's Rules.
7) That it will include verbatim or by reference the provisions of this clause in
every subcontract it awards under which any portion of the contract obligations are
undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
contractor will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the contractor will not utilize any subcontractor declared by
the Illinois Human Rights Commission to be ineligible for contracts or subcontracts
with the State of Illinois or any of its political subdivisions or municipal corporations.
With respect to the two types of subcontracts referred to under paragraph 7 of the
Equal Employment Opportunity Clause above, following is an excerpt of Section
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 awritten 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.
34
76
8. HOLD HARMLESS AGREEMENT (CONTRACTUAL LIABILITY)
Contractor assumes full responsibility for the acts and omissions of its employees
and agents while engaged in performing services under the Contract. Contractor
agrees, to the greatest extent permitted by Illinois law, to protect, indemnify, save
and hold forever harmless the Village, its officers, appointed and elected officials,
Mayor and Board of Trustees, employees, volunteers, attorneys and agents from
and against any and all liabilities, obligations, claims, losses, damages, penalties,
and costs and expenses resulting from any suit, claim, demand, judgment, or
cause of action initiated by any person, including Contractor and its officers,
officials, employees, subcontractors, volunteers and agents, arising out of,
connected with, or in any way associated with the performance of services covered
by this Contract or the equipment used in connection therewith.
9. CONTRACTOR'S LIABILITY INSURANCE
Contractor shall not commence with the performance of services under this
Contract until it has obtained all insurance required hereunder and such insurance
has been approved by the Village. Certificates of such insurance shall be filed with
the Village prior to commencing work. Additionally, Contractor will provide the
Village with a letter from the insurance carrier that the Village will be notified within
thirty (30) days of the pending cancellation of any policy relating to this Contract.
Each insurance company shall be subject to approval by the Village, and the
respective policies shall name the Village as an additional named insured.
Approval of the insurance by the Village shall not relieve or decrease the liability
of Contractor hereunder. Such insurance is primary and in no event will be
considered contributory to any insurance purchased by the Village. Such
insurance will not be canceled, reduced, or materially changed without providing
the Village thirty (30) days advance written notice, via certified mail.
Contractor shall maintain all insurance required under subsections a through h of
this Section for not less than one (1) year after completion of this contract.
10. CONTRACT TERMINATION
The Village and Contractor reserve the right to terminate the Contract at any time
upon ten (10) days advance written notice to the other party. In addition to the
provisions set forth in Section General conditions (A,9) for immediate termination,
failure of Contractor to perform any aspect of this Contract properly and/or to
provide proper treatment to the general public, in the sole discretion of the Vilage,
is cause for immediate termination of the Contract without prior notice.
11. LENGTH OF CONTRACT
This Contract shall be in effect beginning October 1, 2020, and shall remain in
effect until January 31, 2021, unless terminated by either party under the
conditions specified in Section 10, Contract Termination. Upon satisfactory
completion of the initial one year term of the contract the Contract may be extended
for up to two (2) additional one (1) year periods beyond the termination date by
mutual, written agreement between the Village and the Contractor. The Contractor
must agree to hold their prices at the same rate as the previous year. The Village
reserves the right to re -bid the contract at the end of any contract period.
35
77
12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST
The Illinois Freedom of Information Act (FOIA), 5 ILCS 140/1 et seq., applies to
public records in the possession of a party with whom the Village has contracted.
The Village will have only a very short period of time from receipt of a FOIA request
to comply with the request, and there is a significant amount of work required to
process a request including collating and reviewing the information.
Contractor acknowledges the requirements of FOIA and agrees to comply with all
requests made by the Village for public records (as that term is defined by Section
2(c) of FOIA) in its possession and to provide the requested public records to the
Village within two (2) business days of the request being made by the Village.
Contractor agrees to indemnify and hold harmless the Village from all claims,
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 other party,
that waiver will not operate or be construed as a waiver of any subsequent breach
by either party or prevent either party from enforcing such provisions.
18. MERGER - AMENDMENT
36
This Contract sets forth the entire understanding of the parties relative to the
subject hereof and supersedes any and all prior agreements, express or implied,
oral or written. No amendment or modification of this Contract shall be effective
unless reduced to writing and executed by the parties.
19. COUNTERPARTS
This Contract may be executed in several counterparts each of which shall be an
original and all of which shall constitute but one and the same instrument.
20. EFFECTIVE DATE
The Effective Date of this Contract shall be the date executed by the Village
President, and attested by the Village Clerk.
In Witness thereof, the said parties have executed and signed this contract
on
Attest:
Karen Araganos,
Village Clerk
Corporate Name:
Attest:
Secretary
(Corporate Seal)
, 2020.
Its
VILLAGE OF MOUNT PROSPECT, an
Illinois Municipal Corporation
37
79
ATTACHMENT A
38
TREE LIGHTING TABLE 2019
Tree
#
Primary Location
Trunk
Dia
Crown
Spread
Species
# of
Strands
10
Train Station Along NW HWY
10.5
30
White Ash
26
11
Train Station Along NW HWY
9.5
29
White Ash
19
12
Train Station Along NW HWY
10.5
31
White Ash
26
13
Train Station Along NW HWY
11
32
White Ash
19
14
Train Station Along NW HWY
9
27
White Ash
25
15
Train Station Along NW HWY
11
31
White Ash
18
16
Train Station Along NW HWY
10
25
White Ash
27
24
West Side of Maple Street
10
14
Columnar Maple
11
25
West Side of Maple Street
4.5
10
Columnar Maple
8
26
West Side of Maple Street
5
9
Oak
3
27
West Side of Maple Street
9
13
Columnar Maple
18
28
West Side of Maple Street
9.5
16
Columnar Maple
17
29
West Side of Maple Street
0
0
NO TREE
0
30
West Side of Maple Street
10
15
TREE TBD
11
31
West Side of Maple Street
7
20
Crabapple
15
32
West Side of Maple Street
5.5
18
Crabapple
9
33
Northwest Highway
6.5
20
Crabapple
13
34
Northwest Highway
10.5
20
Columnar Maple
16
35
Northwest Highway
12
16
Columnar Maple
18
36
Northwest Highway
9.5
16
Columnar Maple
13
37
Northwest Highway
9.5
21
Crabapple
11
38
Northwest Highway
9.5
22
Crabapple
13
39
Northwest Highway
10.5
32
Crabapple
11
40
Northwest Highway
5
18
Yel I owwood
3
41
Northwest Highway
6
18
Yellowwood
3
42
East Side of Emerson
2
7.5
Hackberry
3
43
East Side of Emerson
2.5
10
Hackberry
3
44
East Side of Emerson
2.5
8
Hackberry
3
45
East Side of Emerson
3.2
11
Miyabe Maple
5
46
East Side of Emerson
5
14
Miyabe Maple
4
47
East Side of Emerson
4.5
12
Miyabe Maple
6
48
East Side of Emerson
4
12
Miyabe Maple
3
49
East Side of Emerson
5
15
Miyabe Maple
5
50
East Side of Emerson
6.5
12
Tree Lilac
4
51
East Side of Emerson
5
15
Linden
6
52
East Side of Emerson
4.5
11
Linden
6
53
East Side of Emerson
4
9
Linden
6
54
East Side of Emerson
3.5
6
Linden
6
55
East Side of Emerson
2
10
Honeylocust
4
56
East Side of Emerson
3.5
10
Linden
6
57
East Side of Emerson
4
9.5
Linden
6
58
East Side of Emerson
5.5
10
Linden
6
59
East Side of Emerson
4.5
12
Linden
6
60
East Side of Emerson
5.5
14
Linden
6
61
East Side of Emerson
5
12
Tree Lilac
5
62
South Side of Central
2
5
Hackberry
3
63
South Side of Central
2
5
Miyabe Maple
3
64
West Side of Emerson
10.5
22
Pear
16
65
West Side of Emerson
7
15
Pear
15
66
West Side of Emerson
7.5
19
Pear
14
67
West Side Emerson
7.5
18
Pear
20
68
West Side Emerson
9
29
Honeylocust
16
69
West Side Emerson
6
25
Hone locust
14
70
West Side Emerson
7
24
Honeylocust
11
71
West Side Emerson
6
23
Hone locust
15
72
North Side of Busse
8
25
Honeylocust
20
73
North Side of Busse
5
18
Honeylocust
10
74
North Side of Busse
5.5
22
Honeylocust
17
38
75
North Side of Busse
2
4
Miyabe Maple
4
76
North Side of Busse
4
11
Miyabe Maple
5
77
North Side of Busse
10.5
28
White Ash
27
78
North Side of Busse
2
5
Miyabe Maple
4
79
East Side of 83
8
27
Honeylocust
16
80
East Side of 83
8
25
Honeylocust
23
81
East Side of 83
8
28
Honeylocust
18
82
East Side of 83
10.5
32
Honeylocust
23
83
East Side of 83
9
24
White Ash
16
84
East Side of 83
12.5
32
White Ash
30
85
East Side of 83
10.5
24
White Ash
17
86
East Side of 83
10.5
25
White Ash
24
87
East Side of 83
8
26
Honeylocust
15
88
East Side of 83
11
32
Honeylocust
24
89
East Side of 83
12
31
Honeylocust
19
90
East Side of 83
11
31
Honeylocust
23
91
East Side of 83
8
23
Hackberry
11
92
East Side of 83
8.5
20
Hackberry
18
93
East Side of 83
9
27
Hackberry
14
94
East Side of 83
7.5
17
Hackberry
15
95
South Side of Central
7
17
Hackberry
15
96
South Side of Central
9
18
Pear
15
97
South Side of Central
9.5
20
Pear
15
98
South Side of Central
7
14
Pear
15
99
South Side of Central
9
16
Pear
15
100
South Side of Central
9
17
Pear
15
101
South Side of Central
10
19
Pear
15
102
West Side Emerson
8.5
18
Miyabe Maple
13
103
West Side Emerson
2.5
5
Miyabe Maple
3
104
West Side Emerson
5.5
19
Miyabe Maple
8
105
West Side Emerson
5.5
16
Miyabe Maple
9
106
West Side Emerson
6
18
Miyabe Maple
6
107
West Side Emerson
4.5
11
Tree Lilac
8
108
West Side Emerson
5
11
Tree Lilac
5
109
West Side Emerson
10
29
Honeylocust
20
110
North Side of NWHWY
5
16
Linden
6
111
North Side of NWHWY
6.5
12
Linden
6
112
North Side of NWHWY
5
10
Linden
6
113
North Side of NWHWY
5
10
Linden
6
114
North Side of NWHWY
2
5
3
115
North Side of NWHWY
4.5
11
Linden
6
116
North Side of NWHWY
5
13
Linden
6
117
East Side of 83
9
18
Linden
6
118
East Side of 83
9
17
Linden
6
119
South Side of Busse
2
8
Ginkgo
3
120
South Side of Busse
1.5
10
Ginkgo
3
121
South Side of Busse
3.5
9
Ginkgo
3
122
South Side of Busse
3.5
10
Ginkgo
3
123
South Side of Busse
5
7
Ginkgo
3
124
West Side of 83
9.5
21
Hackberry
13
125
West Side of 83
8
21
Hackberry
15
126
West Side of 83
12
31
White Ash
19
127
West Side of 83
2
7
Tulip Tree
4
128
West Side of 83
10.5
28
White Ash
19
129
West Side of 83
12
31
White Ash
26
130
West Side of 83
6
20
Maple
8
131
West Side of 83
11.5
29
White Ash
16
132
West Side of 83
4
10
Ginkgo
4
133
West Side of 83
4
12
Ginkgo
4
134
West Side of 83
4
10
Ginkgo
3
173
South Side of Prospect Ave
14.5
37
Honeylocust
47
174
South Side of Prospect Ave
2
5
Honeylocust
4
175
South Side of Prospect Ave
3.5
19
Hone locust
6
176
South Side of Prospect Ave
5.5
26
Honeylocust
8
177
South Side of Prospect Ave
10
34
Honeylocust
22
178
South Side of Prospect Ave
2
10
Honeylocust
4
39
179
South Side of Prospect Ave
14.5
27
Honeylocust
22
180
South Side of Prospect Ave
19
47
Honeylocust
29
181
South Side of Prospect Ave
17
44
Honeylocust
62
182
South Side of Prospect Ave
12.5
23
Hone locust
18
183
South Side of Prospect Ave
14.5
44
Honeylocust
33
184
South Side of Prospect Ave
5
19
Hone locust
8
185
South Side of Prospect Ave
7.5
32
Honeylocust
22
186
South Side of Prospect Ave
6
25
Honeylocust
9
187
South Side of Prospect Ave
2
3
Hackberry
3
188
South Side of Prospect Ave
20.5
54
Honeylocust
62
189
South Side of Prospect Ave
4.5
20
Honeylocust
8
190
South Side of Prospect Ave
3
14
Honeylocust
6
191
South Side of Prospect Ave
14
39
Honeylocust
25
192
West Side of Emerson
2.5
9
Hackberry
0
193
West Side of Emerson
13
32
Honeylocust
25
194
East Side of Emerson
13
26
Honeylocust
24
195
East Side of Emerson
3
10
Miyabe Maple
4
196
North Side of Prospect Ave
16.5
39
Pear
26
197
North Side of Prospect Ave
14
36
Pear
31
198
North Side of Prospect Ave
16
43
Pear
27
199
North Side of Prospect Ave
15.5
43
Pear
33
200
North Side of Prospect Ave
17
44
Pear
26
201
North Side of Prospect Ave
17
42
Pear
33
202
Prospect Ave Center Islands
10.5
20
Pear
22
203
Prospect Ave Center Islands
10.5
26
Pear
15
204
Prospect Ave Center Islands
9
22
Pear
23
205
Prospect Ave Center Islands
6.5
19
Pear
13
206
Prospect Ave Center Islands
15
30
Pear
23
207
Prospect Ave Center Islands
12.5
32
Pear
23
208
Prospect Ave Center Islands
10
28
Pear
25
209
Prospect Ave Center Islands
7.5
16
Pear
13
210
Prospect Ave Center Islands
6.5
18
Pear
21
211
Prospect Ave Center Islands
15.5
37
Pear
26
212
Prospect Ave Center Islands
10.5
28
Pear
21
213
Prospect Ave Center Islands
4
9
Linden
3
214
Prospect Ave Center Islands
3
7
Linden
2
215
Prospect Ave Center Islands
3
7
Linden
3
216
Prospect Ave Center Islands
1.5
3
Linden
2
1636
4207
TOTAL
2208
40
TTACHMENT B - LIGHTING METHODS
LOOPED METHOD
WRAPPED METHOD
41
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