HomeMy WebLinkAbout6.3 Motion to authorize staff to extend the current water meter services contract with HBK Water Meter Service, Inc. of Rolling Meadows, Illinois for up to two (2), one (1)-year periods provided there are no price changes and both parties agree to the extMr�GauC �'d'+rt;�iect
contractSubject Motion to authorize staff to extend the current water
meter services ...
of • ! Meadows,IllinoisY •: to two one
(l) -year periods provided there are no price changes
and both parties agree to the extension(s).
Meeting
Fiscal Impact
Dollar Amount
Budget Source
Category
Type
Information
September 20, 2022 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD -
true
$151,000.00
Water and Sewer Enterprise Fund
1rel 0[A40hrI�C]4L,I 1
Consent
The Village Board awarded a 2 -year contract for this work to HBK Water Meter
Services, Inc. of Rolling Meadows in 2020. The scope of work included water
meter replacements, testing, and repairs. It also included sump pump inspections
and surveys of water service line pipes to determine material type. The level of
activity is approximately 600-900 homes annually.
The contract documents provided for an initial 2 -year contract term and two (2),
one (1) -year contract extensions provided there were no changes in prices and
both parties agreed to the extension(s).
The initial term of this contract expires on December 31, 2022.
Staff's recommendation at the time of award only included the base contract term,
2021 through 2022. It did not specifically request authority to participate in two
(2), (1) -one year extensions. This was an unintended omission.
Staff now requests Village Board authority to participate in two (2), one (1) -year
extensions.
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HBK is a reputable company that has been performing this type of work for the
Village and scores of northern Illinois municipalities for over 35 years. In addition,
HBK has formally asked to extend the contract for the first one (1) -year period
without price increases.
It is the opinion of staff that the interests of the Village are the best served by
continuing in this contract. Given the current economic climate, it is highly unlikely
better pricing could be secured by letting a new bid for this work.
Alternatives
1. Authorize staff to extend the water meter services contract for up to two (2),
one (1) -year periods.
2. Action at the discretion of the Village Board.
Staff Recommendation
The Village Board authorizes staff to extend the current water meter services
contract with HBK Water Meter Service, Inc. of Rolling Meadows, Illinois for up to
two (2), one (1) -year periods provided there are no price changes and both
parties agree to the extension(s). Expenditures in 2023 and 2024 will be limited to
funds allocated for these purposes in authorized budgets.
ATTACHMENTS:
Water Meter Services Contract Bid Specifications 2020-2022 - Due 4-6-2020.pdf
2020 WATER METER SERVICES - HBK Proposal Form.pdf
MP Contract extension Itr.pdf
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Bid Request
for
Water Meter Services Contract 2020-2022
BID OPENING: Monday, April 6, 2020 —1 p.m. local time
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
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NOTICE TO BIDDERS
Bid for
Water Meter Services Contract 2020-2022
Sealed bids will be received until 1:00 p.m. on April 6, 2020 in the office of the Office of
the Village Manager, V Floor, 50 S. Emerson Street, Mount Prospect, Illinois 60056, in
a separate, sealed envelope please submit bid clearly marked "Sealed Bid for Water
Meter Services Contract 2020-2022."
The work includes a Base Bid plus pricing for Optional Work that the Village of Mount
Prospect may require the Contractor to perform during the contract period.
Plans and specifications may be obtained from the Village of Mount Prospect website
www.mountprosect.org/bids.
All work associated with the installation and replacement of water meters shall
comply with the Illinois Prevailing Wage Act, 820 ILCS 130/0.01 et seq. and the other
applicable laws and ordinances.
Offers may not be withdrawn for a period of ninety (90) days after the bid date without the
consent of the Board of Trustees.
Any Bid submitted unsealed, unsigned, sent via email or fax or received subsequent to
the aforementioned date and time, will be disqualified and returned to the bidder.
The Village reserves the right in its sole discretion, to reject any and all bids or parts
thereof, to waive any irregularities technicalities and informalities in bid procedures and
to award the contract in a manner best serving the interests of the Village.
Village Manager
Michael J. Cassady
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Water Meter Services Contract
2020-2022
Table of Contents
Section
Notice to Bidders
Table of Contents
Bid Packet Information
Instructions to Bidders
Specifications
General Conditions
Proposal Form - Exhibit A
Bid Form
Affidavit — Proposal Certification Form
Bid Security
Bid Sheet
Contract - Exhibit B
Page
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2
3
7
10
19
26
29
32
34
35
40
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VILLAGE OF MOUNT PROSPECT
WATER METER SERVICES CONTRACT 2020-2022
BID PACKET
The Village of Mount Prospect is seeking proposals for its:
WATER METER SERVICES CONTRACT FOR 2020-2022
PROJECT SCOPE
The Contractor shall provide, at a minimum, the following work:
• Fulfill all items and requirements listed in the General Conditions and
Specifications.
• Perform any and all additional work, as required by the Director of Public
Works, for the unit costs indicated on the Bid Sheet.
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C:1
1. RECEIPT OF PROPOSALS
Sealed bid proposals to perform meter exchanges and building sewer inspections
must be received in the Village Manager's Office, at 50 South Emerson Street V
Floor, Mount Prospect, Illinois 60056, no later than 1:OOp.m. on April 6, 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.
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 "WATER METER SERVICES CONTRACT 2020-2022" 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 Water Meter Services Contract 2020-2022 (Exhibit 8).
4. AWARD OF CONTRACT TO SUCCESSFUL BIDDER
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The Village of Mount Prospect will be the sole interpreter of all bid documents, and
reserves the right to make its own assessment of bids received; to reject any and
all bids; to waive irregularities and technicalities in the bids; to further negotiate
details of the contract with the low bidder after award of the contract; and to award
the contract based upon its consideration of the following criteria as well as
relevant statutory provisions:
a) Lowest responsible bidder.
b) The ability, capacity, and skill of the bidder to perform the contract to provide
the service required.
c) Whether the bidder can perform the contract or provide the service
promptly, or within the time specified, without delay or interference.
d) The character, integrity, reputation, judgment, experience, and efficiency of
the bidder.
e) The quality of performance of previous contracts.
f) The previous and existing compliance by the bidder with laws and
ordinances relating to the contract.
g) The sufficiency of the financial resources and ability of the bidder to perform
the contract and provide the service.
h) The ability of the bidder to provide future maintenance and service.
i) The number and scope of conditions attached to the bid.
j) Whether the bidder has a place of business in the Village.
k) Responsiveness to the exact requirements of the invitation to bid.
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.
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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 "WATER METER
SERVICES CONTRACT 2020-2022" (Exhibit B). The successful bidder will be
required to execute the Catch Basin and Inlet Cleaning Contract 2014-2015 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.
I.
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VILLAGE OF MOUNT PROSPECT
INSTRUCTIONS TO BIDDERS
To be entitled to consideration, bids must be made in accordance with the following
instructions:
1. The Village of Mount Prospect reserves the right to reject any or all bids, or any
part thereof, or to accept any bid or any part thereof, or to waive any information
in any bid when, it its opinion, the best interest of the Village will be served by such
action.
2. Bidders may withdraw or cancel their bid, in written form, at any time prior to the
advertised bid opening time. Any bid submitted will be binding for 90 calendar days
after the date of bid opening. No plea of ignorance by the bidder as to the
conditions that exist or that may exist hereafter as a result of failure or omission on
the part of the bidder to make the necessary examinations and/or investigations
will be accepted as a basis for varying the requirements of the Village or the
compensation to the bidder.
3. Bids must be signed by an authorized official of the organization submitting the bid
with the name of the official and his/her title typed below the signature.
4. All bidders must submit the following information on or before the deadline for bid
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.
5. Bidders shall include with their bid, on a separate attachment to the bid, the names
of three (3) references regarding their qualifications by experience, ability,
personnel and equipment to perform the services required by the bid
specifications. The references must include company name, address, contact
person and telephone number. The Village reserves the right to reject bids not
accompanied by the required references.
6. All bidders agree that a complete background investigation of the principals of the
bidder and all employees who will perform the required services on behalf of the
bidder will be made. Bidders agree to cooperate with the appropriate Village
personnel to supply all the necessary information to complete the background
inquiries. The Village, at its complete discretion, may disqualify any Bidder,
including a low Bidder, and may void any contract previously entered into based
upon its background investigation.
7. No bid will be accepted from or contract awarded to any person, firm or corporation
that is in arrears or is in default to the Village upon any debt or contract, or that is
a defaulter, as surety or otherwise, upon any obligation to the Village or has failed
to perform faithfully any previous contract with the Village within two (2) years prior
to the date of the invitation to bid.
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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 Kristina
Jakupovic, 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.
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.
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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 ten percent (10%) of the total bid amount, payable
to the Village, is required, unless otherwise stated in the bid package. The deposit
must be in the form of a bid bond, certified check, or a bank cashier's check. All
bid performance deposit checks will be retained by the Village until the bid award
is made, at which time the checks will be promptly returned to the unsuccessful
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" —
along with the WATER METER SERVICES CONTRACT 2020-2022, 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:
Water Meter Services Contract 2020-2022
Kristina Jakupovic, Administrative Superintendent
Mount Prospect Public Works Department
1700 West Central Road
Mount Prospect, Illinois 60056
Phone: 847.870.5640
Email: kjakupovic@mountprospect.org
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SPECIFICATIONS
The Village seeks the professional services of an Illinois licensed plumbing contractor
and staff to perform meter exchanges and building sewer inspections as outlined in this
scope of work. There will be varied number of water meters replaced annually (10 to 800)
under this Water Meter Services Contract 2020-2022. The Village reserves the right to
reduce or increase this amount depended upon availble funds.
Meter installations/replacements for the year shall be completed prior to November 30 for
each year of the contract. It is intended that this project be for a term of three (3) years
subject to annual funding by the village.
The Village shall provide all meters, encoded register heads and/or Badger Orion SE
Endpoint modules and cabling as needed to fulfill the quantity identified by the Village for
each year of contract.
The Contractor shall supply all labor and all other materials needed and used in a typical
meter exchange; i.e. pipe tape, washers, or gaskets, tape, wire seals, fittings, security
wire, security screws, etc. and staples or mounting screws or other mounting hardware,
as needed and/or applicable.
General Water Meter Installation/Replacement, Meter Testing and Building
Inspection Procedures
The contractor shall have, and maintain throughout the duration of the contract, a place
of business where he/she can be contacted in person or by phone during normal working
hours. The contractor shall also be required to furnish to the Village, upon request,
evidence of all licenses, permits, insurance, bonds, etc. required for the operation of a
business of this type.
Annually, or at more frequent intervals, the Village will indetify meters eligible for
replacement, meters eligble for testing and properties eligible for buidling inspections. A
list of these meters and/or building inspections will be transmitted to the contractor via
Cartegraph software and/or tabular list. Meters will be replaced based on criteria
determined by the Village. Prior to commencement of work the Village will supply a form
letter and sufficient paper with Village letterhead and any other supplies or materials that
may be needed. This will be mailed by the contractor to all water users scheduled for
replacement within the area using Village's mailing process. The contractor will be
responsible for copying the form letter onto Village letterhead. There shall be three letters
sent to customers, by the contractor, requesting appointments. A minimum of ten working
days will be observed between mailings. The Village will pay for all postage. A record of
each letter sent must be entered into Cartegraph within forty-eight (48) hours of the letter
being mailed. The Village will pay the Contractor for each mailing at the `per mailing' fee
identified on the Proposal sheet. The Village may atuhorize more than three (3) mailings
and will pay for each at the `per mailing' fee.
It will be the responsibility of the contractor to schedule and monitor all appointments. All
appointments must be scheduled in Cartegraph within twenty-four (24) hours of the
appointment being made. If, for any reason, a new meter cannot be installed, a meter
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tested, or building inspection completed the Administrative and Water/Sewer
Superintendents shall be notified and he/she will make a decision on the appropriate
solution.
All manpower, tools, equipment, vehicles, testing apparatus and plumbing supplies will
be furnished and maintained by the contractor. The Village will supply all new meters.
The contractor will be responsible for turning in all old meters to the Village.
Unsuccesful Attempts or Broken Appointments
The Contractor shall be reimbursed at the proposed flat unsucccesful/broken appointment
rate for each property where the Contractor has exhausted all attempts to obtain a meter
exchange and/or building inspection.
For appointments broken by the owner where the Contractor was not provided at least 24
hours notices by the property owner, the Village shall reimburse the Contractor the flat
rate as defined in the Scheduled of Prices. The Village shall not reimburse for more than
two (2) broken appointments per property.
A record of each unsuccesful or broken appointment must be entered in Carte -graph within
forty-eight (48) hours of the letter being mailed.
Monthly Summary Report
At the end of each month, the Contractor will supply the Village a monthly summary report
via email or fax outlining the previous month's activities.
• Number of meters replacements — listed by type.
• Number of Building Inspections completed.
• Address, Date of Re -inspection, along with type of violation corrected.
• Number of meters tested.
Number of violations found and type.
Number of re -inspections performed, with date and resolution.
Meter Exchanges
There will be a varied number of water meters replaced annually (10 to 800) under this
contract. The Village reserves the right to reduce or increase this amount dependent upon
available funds.
The Village has converted all meters in the Village from local read to AMR/AMI system
within the contract period and the Contractor is asked to prepare and propose fees for the
continuation of such services.
The Contractor shall provide a flat fee for the removal and exchange of each size of meter
with the installation of a new AMR encoded meter and associated Badger Orion SE
Endpoint module and wiring.
Meter installations/replacements shall be completed prior to November 30 for each year
of the contract.
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If a building has a corroded or weak pipes, the contractor shall notify Administrative and
Water/ Sewer Superintendents and request that the B -Box be located and checked for
operation 48 hours prior to the installation of the new water meter.
The Contractor shall be responsible for scheduling of appointments and the completed
meter replacement. The charges of this scheduling of appointments are incidental to the
contract and must be incorporated into the contractor's pricing per meter replacement.
The Contractor must immediately advise the Administrative and Water/Sewer
Superintendents of any request for a replacement that they are unable to satisfy.
INSTALLATION PROCEDURES
Meter Exchange - typical
1. Make appointment to service the meter.
2. Check B -BOX location.
3. Move furniture, boxes, etc. away from the meter.
4. Attempt to turn water off inside home first; if the internal water shut off cannot be
operated or is in poor condition then the Contractor shall request that the Village
perform an outside water service shutoff.
5. Remove old seal and meter.
6. Install new meter body and re -attach the Badger Orion SE Endpoint. If the Badger
Orion SE Endpoint is a cabled unit then mount radio transmitter, Badger Orion SE
Endpoint, as high as possible on the inside of the nearest exterior wall.
7. Check for proper operation and transmission.
8. Seal meter, register head and transmitter box as applicable.
9. Neatly place and install the AMR module cabling.
10. Install the AMR module at the highest point nearest the closest outside wall or
install AMR outside for best reception, if needed.
11. Return all moved furniture, boxes, etc. to their original positions.
12. Disconnect and/or remove any non -used exposed wiring from any old system, as
applicable.
13. Scrap all removed meter bodies
Charges
All meter bodies exchanged or installed under the terms of this contract will be charged
on a flat rate Meter Body Replacement fee per installation listed in the Schedule of Prices.
Record Keeping
All work performed shall be documented in the Cartegraph infrastructure management
software specified herein. The contractor shall use the Cartegraph system to maintain
accurate records of all work activities including, but not limited to, the date and location
of work performed, tasks performed, personnel and equipment assigned to each task,
materials used, meter serial numbers, problem identification, solution description, and
meter readings.
The Contractor shall take digital pictures of the existing water meter showing serial
number on lid or on the brass and also of the reading on the water meter at the time of
removal. These digital photos shall be attached to the Cartegraph work order as part of
the work order documentation. The Village may elect not to use this option for all
installations or not and request the credit.
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Water Meter Accuracy Program
Work performed under this category of the contract will include assisting the Village with
testing 2% of all meters of each size removed from service and 2% of all meters
purchased by the Village during the year. The testing needs to conform to the latest
AWWA meter testing guidelines.
Charges for Water Meter Accuracy Testing
All meters tested will be charged at the water meter test only flat rate as defined in the
Schedule of Prices.
Record Keeping
The contractor shall submit certified paper copies of all test records. In addition, the
contractor shall also document all testing activity, including results, on the Cartegraph
software system. It is the responsibility of the contractor to call attention to any test
reports, which in the opinion of the contractor warrant further action.
The contractor shall scan the certified meter test results and attach those results with the
Cartegraph work order as part of the work order documentation.
Water Meter Testing/Repair
Work performed under this category of the contract will include the testing, repair, and
calibration of 2", 3", 4" and 8" series, series compound, compound and single jet turbine
water meters.
Estimated number and size of meters slated for testing annually are as follows:
Total Number
of Meters
Testing Cycle
Size
Est. Qty. Annual
Testing
214
Every 4 years
2"
40
58
Every 3 years
3"
25
21
Every 2 Years
4"
10
1
Annually
8"
1
The Village reserves the right to reduce or increase the number of meters to be tested
dependent upon available funds and/or accounts.
Meter testing shall be completed prior to October 31St for each year of the contract.
All meters will be tested during normal working hours or at time set by contractor and
property owner. It will be the contractor's responsibility to schedule these tests as well as
to coordinate the water service shutoffs with the affected property owners. All water meter
testing performed where service cannot be interrupted shall be conducted at night or
weekends at no additional cost to the Village.
Testing will be performed as follows:
1. Test each meter to determine accuracy and general condition. If meter test results
conform to accuracy standards of the AWWA for repaired meters, no further work
shall be performed, and only a charge for the test may be made. However, since
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no inspection will be made of the working parts, the condition of the meter will not
be warranted.
2. If the initial meter test results do not conform to accuracy standards of the AWWA
for repaired meters, the meters shall be repaired and recalibrated, and a re -test
performed. A list of all parts used in the repair shall be created and submitted.
3. If the internal water shut-off cannot be operated, then the contractor shall contact
the Water/Sewer Superintendent for outside service line shut-off.
4. Reseal the meter.
5. Replace all moved furniture, boxes, etc. to their original positions.
6. The contractor shall be responsible for operating all valves before and after the
meters.
7. File a certified test report and separate itemized bill for each meter address.
Charges — Water Meter Testing/Repair
All meters tested will be charged at a water meter test only flat rate as defined in the
Schedule of Prices. If the meter needs repair then the proposed test — repair — retest flat
rate shall be charged as defined in the Schedule of Prices. The Contractor shall submit
an itemized cost list of all replacement parts used and these parts shall be invoiced at the
proposed percentage markup.
Record Keeping
The contractor shall submit certified paper copies of all test records. In addition, the
contractor shall also document all testing activity, including results, on the Cartegraph
software system. It is the responsibility of the contractor to call attention to any test
reports, which in the opinion of the contractor warrant further action.
The contractor shall scan the certified meter test results and attach those results with the
Cartegraph work order as part of the work order documentation.
Invoicing
The contractor shall also prepare separate invoices for each meter test. If the meter
requires repair, the contractor shall repair the meter and include the cost for any repair
materials with the appropriate parts markup identified on the Proposal sheet. The
repaired meter shall be subject to a re -test showing that the repair has brought the meter
back into compliance with the AWWA guidelines. These separate invoices shall be tallied
on a total summary invoice that shall be submitted monthly along with any individual repair
invoices. The Village will then use the testing and/or repair/re-testing invoices as exhibits
in charges to the customer.
Warranty on all Meter Repair Work
The Contractor shall be required to provide at least a one year minimum parts and labor
warranty on all repaired meters. The one year period shall be from the date of repair or
invoice whichever date is to the customer's benefit.
Private Building Surveys
The purpose of the Private Building Survey Program is three -fold. The main purpose is
a house-to-house sanitary sewer survey conducted to identify sources of ground water
and surface run-off water that enter the sanitary sewer from private property. These
excess waters can cause the sanitary sewers to overload and often result in sewage
backups into people's homes and can also cause overflows into the streets and waters
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of the state. A secondary purpose is to conduct a limited examination of how residential
water customers utilize potable water and identify what types of risks those uses may
present to the Village -owned water distribution system.
Mount Prospect has been required by the Metropolitan Water Reclamation District of
Greater Chicago (MWRDGC), to find illegal sewer connections and/or sources of such
water entering the sanitary sewer system and to see that these connections and/or
sources are eliminated. Similarly, a mandate by the Illinois Pollution Control Board
requires the Village to identify and protect the public water supply from contamination due
to backflow. Under the provisions of this contract the contractor shall be responsible for
conducting this private building survey concurrently with the water meter replacement or
meter testing unless otherwise directed by the Director of Public Works or their
designated representative.
An illegal sewer connection is one, which allows ground surface run-off from rain or
melting snow, or clear ground water, to enter the sanitary sewer. Typically these are
clearwater sump pumps connected directly to sanitary sewers or bypass valves that are
cross connections between clearwater plumbing and sanitary plumbing. State and local
regulations prohibit these illegal connections because the sanitary sewer is designed
solely to carry away wastewater.
The second part of this effort is where the Contractor shall identify and report the type of
water service line coming into the property—lead, copper or other?
Private Building Survey Report
During the same visit of any water meter replacement or water meter body exchange
work, the contractor will conduct surveys of the customer's internal sewer plumbing for
clear water connection to the sanitary sewer, as well as a limited survey questionnaire
pertaining to backflow/cross-connection prevention and the service line material survey.
The Village will provide a survey form for each property that includes all questions to be
asked prior to the commencement of work. The provided survey will be completed on
site during the inspection. The surveyor shall indicate the existing condition and any
deficiencies that were noted. The report shall also contain information regarding the
meter replacements.
The Village will provide such training to the contractor as it deems appropriate to fulfill the
survey requirements. The training will cover the process and method of private building
surveys. This training will be at no cost to the contractor or the Village and is incidental
to the contract.
Incorrect Private Building Survey Reports
Should the report, submitted by the contractor, prove to be incorrect then a flat fee of the
survey fee shall be assessed to the contractor for each incorrect survey report.
Private Building Survey – Deficiency Correction or Re -inspection
The contractor shall also be responsible for re-examining previously surveyed sites to
verify correction of deficiencies.
The Contractor shall be responsible for re-examining previous surveyed sites that were
not in compliance after notice of correction by property owner. Such re -surveys will only
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be done under prior authorization of the Water/Sewer Superintendent or their designated
representative.
Charges – Building Inspection /Surveys
All surveys and deficiency correction surveys will be charged at a flat fee per each survey
site as defined in the Schedule of Prices. Charges will be based on completing a survey
with a water meter installation, meter body exchange or completing of a survey only. Re -
inspections shall be paid to the Contractor at the rate identified on the Proposal Sheet.
Record Keeping
All work performed shall be documented in the Cartegraph infrastructure management
software specified herein. The contractor shall use the Cartegraph system to maintain
accurate records of all work activities.
OPTIONAL WORK
Residential/Small Water Meter Testing – Optional Work
The Contractor may be directed by the Water Superintendent to perform a bench test of
a 5/8", 3/4", 1" or 1-1/2" water meter. The Contractor shall propose a flat rate
residential/small water meter test fee to be charged for two scenarios—first, where the
Village brings the meter to the contractor or secondly, where the contractor has to remove,
install a temporary meter (provided by the Village), test and then re -install the water meter
(removing the temporary meter). All other meter test certifications and recordkeeping
requirements will apply to residential/small meter tests.
Remote Register Installation – Optional Work
The Contractor may be directed to install a remote register, new water meter and
associated wiring by the Village to aid the resident in their reading of the local meter. The
Village uses a Hersey meter combination for this remote register effort. The Village will
provide the meter, remote register and cabling. The Contractor shall propose a flat rate
remote register installation fee for this task.
Remote AMR ENDPOINT Installation – Optional Work
The Contractor may be directed to install an AMR endpoint outside on an exterior wall
and associated wiring by the Village. The Village will provide the endpoint, connectors
and cabling needed for this effort. The Contractor shall propose a flat rate Remote
AMR Endpoint installation fee for this task.
Other Terms
Solicitation
The Contractor, its agents or any other affiliated person or staff shall in no way solicit
any property owner or occupant of any property inspected within the Village for extra
work or services identified by the Contractor on behalf of the Village during the duration
of this contract.
Present Work Load
A complete tabulation of the Proposer's current project workload is to be included.
Each project shall be identified by name, type, size, duration, and personnel assigned.
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This requirement is not necessary if the firm has provided similar work to the Village
within the last five (5) years.
Personnel
Professional resumes, including education, work experience, professional credentials,
and employment status (e.g. full-time, part-time, years with the firm, job description) for
each main individual to be assigned to the project described herein should be provided.
This requirement is not necessary if the firm has provided similar work to the Village
within the last five (5) years.
Disqualification of Proposals
More than one proposal for the same work described herein from an individual, firm or
partnership, a corporation or an association under the same or different names, will not
be considered. Reasonable grounds for believing that any party is interested in more
than one proposal for the work contemplated will cause the rejection of all proposals in
which said party is interested. If there are reasonable grounds for believing that
collusion exists among the parties submitting proposals, the proposals for the
participants in such collusion will not be considered.
Licenses
Each party submitting a proposal shall possess all necessary federal, state, and local
licenses as are required by law, and shall furnish satisfactory proof to the Village upon
request that the licenses are in effect during the entire period of the Contract.
The contractor must be an Illinois licensed plumbing contractor and shall submit proof of
application or licensing with their submittal.
Ownership of Documents and Intellectual Property
Except as otherwise provided in the Agreement, software, documents and reports
prepared by the Consultant, as part of the Services performed, shall become the sole
and exclusive property of the Village of Mount Prospect upon payment.
However, the Consultant shall have unrestricted use of the information and or reports
for their internal use but not for any other purpose without the written consent of the
Village of Mount Prospect.
Independent Contractor
By accepting this agreement and providing services herein, the Consultant
acknowledges and agrees that it will be providing services to the Village of Mount
Prospect as an "independent contractor". The contractor must be an Illinois licensed
plumbing contractor and shall submit proof of application or licensing with their
submittal.
Payment and Performance Bonds
A payment and performance bond will be required for this project. The bonds shall be
furnished within seventy-two (72) hours after notification of award in an amount not to
exceed one hundred percent (100%) of the net Proposal price or award amount.
Proposal Deposit/Surety
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A Proposal deposit of $500 US Dollars will be required with each submitted Proposal. A
certified check or Proposal bond in an amount of $500.00 US dollars, payable to the
Village as a guarantee that the successful proposer will supply services as specified.
The proceeds of any Proposal guarantee shall become the property of the Village if the
successful proposer withdraws his Proposal or if on notice of award refuses or fails to
sign a contract for the work.
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GENERAL CONDITIONS
A. Award of Contract; Performance; Payment
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. PREVAILING WAGE. This contract calls for the construction of a "public
work" within the meaning of the Illinois Prevailing Wage Act, 820 ILCS
130/1, et seq., as amended (the "Act"). The Contractor and all
subcontractors are required to pay wage rates in accordance with the Act
to all laborers, workers and mechanics. The Village has adopted the
prevailing wages as determined by the Illinois Department of Labor ("IDOL")
for Cook County. The prevailing rate of wages is revised by the IDOL and
is available on the IDOL website,
www.state.i1.us/agency/idol/rates/rates.HTM. The Contractor and all
subcontractors are solely responsible for checking the Department's
website for revisions to prevailing wage rates. In the event that the IDOL
should revise the prevailing rate of wages, then the revised rates shall apply
to this Contract. In no case shall any revision in the rates of prevailing
wages result in an increase in the total Contract price.
All bonds provided by the Contractor under the terms of this Contract shall
include such provisions as will guarantee the faithful performance of the
Contractor's obligations under this clause and under the Prevailing Wage
Act, 820 ILCS 130/1 et. seq.
Contractor shall comply with all applicable provisions of the Prevailing Wage
Act, including, but not limited to, the requirements of Section 5 of the
Prevailing Wage Act, 820 ILCS 130/5. The Contractor, and all
Subcontractors and Sub -Subcontractors participating on the Project, shall
make and keep those records required under Section 5 of the Prevailing
Wage Act in paper or electronic format. In conformance with the Act, each
contractor and subcontractor, or other entity performing work on the project,
shall maintain records of all laborers, mechanics and other workers
employed by them on the project, including the following information on
each worker: (1) name; (2) address; (3) telephone number when available;
(4) social security number; (5) classification or classifications; (6) gross and
net wages paid in each pay period; (7) number of hours worked each day;
(8) starting and ending times of each day; (9) hourly wage rate; (10) hourly
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overtime wage rate; (11) hourly fringe benefit rates; (12) the name and
address of each fringe benefit fund; (13) the plan sponsor of each fringe
benefit, if applicable; and (14) the plan administrator of each fringe benefit,
if applicable. These records shall be kept by the participating contractor
and subcontractor for a period of not less than five (5) years from the date
of last payment on the contract or subcontract. No later than the 15th day
of each calendar month, each participating contractor and subcontractor
shall submit a monthly certified payroll to the Village consisting of the above -
referenced information as well as a statement signed by the participating
contractor or subcontractor that certifies: (a) the records are true and
accurate; (b) the hourly rates paid to each worker is not less than the
general prevailing rate of hourly wages required under the Prevailing Wage
Act; and (c) the contractor or subcontractor is aware that filing a certified
payroll that he or she knows to be false is a Class A misdemeanor.
4. The Village reserves the right to alter the scope of the required services to
be performed, add such incidental services as may be necessary and
increase or decrease the services to be performed to accord with such
changes, including the deduction or cancellation of any one or more or the
services. Such changes shall not be considered as a waiver of any
condition of the contract nor to invalidate any of the provisions thereof.
5. The performance of the required services shall be done under the
supervision of the Village's Director of Public Works or his/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.
6. If the contractor fails to begin providing the services within the specified
time, or fails to perform these services in accordance with the terms of the
approved schedule or performs the services in a manner unacceptable to
the Village, or if the contractor becomes insolvent or is declared bankrupt,
or makes 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.
7. All costs and charges incurred by the Village, together with the cost of
performing the required services shall be deducted from any monies due or
which may become due to the contractor under the contract. Following any
payment due and received by the Village from the contractor's surety
following default, if the expense so incurred by the Village is less than the
sum paid to the Village by the surety under this contract for the performance
of required services during the contract period, the surety shall be entitled
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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.
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 Ag_areaate
General Liability
Bodily Injury $1,000,000 $3,000,000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $1,000,000 $1,000,000
Property Damage $1,000,000 $1,000,000
Workers Compensation
Employee Claims
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 ILCS 5/11-42.1-1.
C. Drug Free Workplace Act. The contractor will comply with the
requirements of the Drug Free Workplace Act if the contract
is $5,000 or more, and it has more than 24 employees at the
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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
1 LCS 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. Fidelity Bond. A blanket fidelity bond for $100,000, a copy of which shall
be given to the Village, must cover all employees, as required by the
Village, depending on the services to be performed.
2. The Contractor shall be required to provide at least a one year minimum
parts and labor warranty on all repaired meters. The one year period
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shall be from the date of a repair or invoice whichever date is to the
customer's benefit.
F. Miscellaneous Contract Requirements
1. Contract Alterations. No amendment of a contract shall be valid
unless made in writing and signed by the Village President, Village
Manager or their authorized representative.
2. Licenses and Permits. The contractor shall procure at its own
expense all the necessary licenses and permits in connection with
the work under the contract.
3. Nonassignability. The contractor shall not assign the contract, or any
part thereof, to any other person, firm or corporation without the
previous written consent of the Village. Such assignment shall not
relieve the contractor from its obligations or change the terms of the
contract unless agreed by the Village at its sole discretion.
4. Notices. All notices required by the contract shall be given in writing.
5. Taxes. The contractor shall pay all federal, state and local taxes as
may be applicable on all materials, labor and services furnished by it
under the contract, and the amounts of such taxes shall be included
in the unit prices bid.
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EXHIBIT A
(Upon award of contract, to be
attached to Water Meter Services
Contract 2020-2022 as Exhibit A)
Proposal Form
Village of Mount Prospect
WATER METER SERVICES CONTRACT 2020-2022
OWNER INFORMATION
Owner Name:
Address:
Business Name:
Business Address:
Home Phone:
Business Phone:
This Business is a: ❑
Individual Proprietorship
❑
Joint Venture
❑
Partnership
❑
Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name
Address
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? ❑ YES
If yes, explain in full detail on a separate sheet of paper.
❑ NO
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Does the business currently hold a license or have a contract with any other municipality for
service? ❑ YES ❑ NO
If yes, explain in full on a separate sheet of paper. Have any complaints against the business been
filed with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any
other governmental body during the period of one year prior to the date of this proposal? ❑
YES ❑ NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental body, and
may take into consideration any complaints and/or pending complaints made against the
business or owner.
Services will be either full service cleaning, both inside and outside, or just outside cleaning.
In submitting this Proposal Form requesting award of the Village of Mount Prospect Catch Basin
and Inlet Cleaning Contract 2014-2015, 1 hereby certify that:
In submitting this Proposal Form requesting award of the Village of Mount Prospect Catch Basin
and Inlet Cleaning Contract 2014-2015, 1 hereby certify that:
1. 1 will not assign or subcontract window cleaning services for the Village without prior written
approval of the Corporate Authorities of the Village of Mount Prospect;
2. Neither 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
sea.);
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seg.), and
the Rules and Regulations of the Illinois Department of Human Rights, including
establishment and maintenance of a sexual harassment policy as required by Section 2-105
of that Article and Act;
7. 1 shall comply with the Americans with Disabilities Act;
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7. 1 shall comply with the Americans with Disabilities Act;
8. 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1
et seq.); and
9. All of the information I have provided in this Application has been truthful and given in
good faith.
I have read and understand the information provided with this Proposal Form, including
the Notice to Bidders, Instructions to Bidder, the General Conditions, the Specifications
and the Water Meter Services Contract 2020-2022, 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 Water Meter Services Contract 2020-
2022.
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
Water Meter Services Contract 2020-2022
Village of Mount Prospect
Department of Public Works
(hereinafter called "Bidder")
TO: Office of the Village Manager, V Floor
50 South Emerson Street
Mount Prospect, Illinois 60056
(hereinafter called "Village" or "Village of Mount Prospect")
Water Meter Services Contract 2020-2022
The bidders have familiarized themselves with the services to be performed and probable
work conditions required under this Bid affecting the cost of the performance of the
required services and with the Bid Documents which include:
Notice to Bidders
Table of Contents
Instructions for Bidders
General Conditions and Special Provisions
Specifications
Bid Form
Affidavit — Bid Certification Form
Bid Security
Bid Sheet — Water Meter Services Contract 2020-2022
Contract Document
Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel,
labor, materials, tools, equipment, and services (including all utility and transportation
services) required to perform the required services, all in accordance with the above listed
documents.
Bidder agrees to perform all of the required services and provide the equipment and
materials described in the Bid Documents, as follows:
Bidder has bid on all items and has provided a price for all requested services. The
Bidder acknowledges it understands all the requested services for which it has submitted
a bid.
The Bidder will complete and provide all labor, equipment, materials and mobilization (if
applicable) to perform the required services as incidental to the fixed item price for each
item proposed.
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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
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 ten (10%) percent of the amount bid in form of (check one):
Bid Bond Certified Check Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders".
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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) — Water Meter Services Contract 2020-2022
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 (Pages 23-33) ALONG WITH THE
AFFIDAVIT — BID CERTIFCATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED
MARKED ENVELOPE.
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34
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
partner, joint ventured,
(Name of Company)
certifications required by this affidavit.
President,
and
Section I Non -Collusion
(sole owner,
Secretary, etc.) of
has the authority to make all
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)
is
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35
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 Policv
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:
Title:
Signed and sworn to before me this day of , 2020.
My commission expires:
Notary Public
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36
BID SECURITY
Included with this bid is a bank cashier's check, certified check or bid bond in the amount
of , being ten percent (10%) of the total amount bid by
the bidder, in favor of the Village of Mount Prospect. It is
hereby agreed that, should bidder be awarded the contract for services contemplated
under this bid and fail or refuse to execute a contract for the performance of said services,
or to provide the required payment and performance bonds, or letter of credit, and
certificate of insurance, then this security, in the amount stipulated above, shall be
forfeited and may be retained
and not as a penalty. All bids
opening date.
SUBMITTED THIS
SEAL (if corporation)
by the Village of Mount Prospect as liquidated damages
to remain firm for a period of ninety (90) days after bid
DAY OF , 2014.
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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37
BID SHEET #1
WATER METER SERVICES CONTRACT 2020-2022
The undersigned herewith submits a bid on Catch Basin and Inlet Cleaning Contract
2014-2015 in accordance with the attached documents. All bids are to be delivered to
the office of the Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect,
Illinois, 60056, prior to 1:OOp.m. on April 6, 2020.
SCHEDULE OF PRICES
We will perform the services as outlined Water Meter Services Contract for sums
as follows:
METER INSTALLATION/REPLACEMENT
Meter Size
Installation Charge Per Meter
5/8" x 1/2" or x 3/4" M25 Badger AMR
$
3/4" M35 Badger AMR
$
1" M55 Badger AMR
$
1-1/2" Metron with Innov8 register
$
2" Metron with Innov8 register
$
3" Metron with Innov8 register
$
4" Metron with Innov8 register
$
WATER METER BODY EXCHANGE and ENDPOINT RE -INSTALL — 5/8", %" or 1"
Flat Fee per meter $
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38
BID SHEET #2
WATER METER SERVICES CONTRACT 2020-2022
WATER METER ACCURACY
Meter Size Meter Type Test Only Flat Rate
5/8"
PDM
$
3/4"
PDM
$
1"
PDM
$
1-1/2"
Metron SJ
$
2"
Metron SJ
$
3"
Metron SJ
$
4"
Metron SJ
$
8"
Metron SJ
$
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39
Meter Size
2"
2"
3"
3"
4"
4"
$„
BID SHEET #3
WATER METER SERVICES CONTRACT 2020-2022
WATER METER TESTING/REPAIR
Meter Type Test Only Flat Rate Repair Retest Fee
SJ $ $
Compound $ $.
SJ $ $
Compound
SJ
Compound
SJ
In -Shop Meter Testing
5/8", 3/4", 1", 1-1/2" Meters
Village to remove/install
water meter for Contractor
to test in their shop
5/855, 3/4", 1 ", 1-1 /2" Meters
Contractor to remove/install
temporary meter, bench test
then re -install meter
Flat Rate Fee
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40
BID SHEET #4
WATER METER SERVICES CONTRACT 2020-2022
WATER METER TESTING/REPAIR
Install Remote Register and Meter $
with up to 50' cabling
Install Remote AMR Endpoint $
with up to 50' cabling
Broken Appointment Fee $
Percentage markup on repair parts $
PRIVATE BUILDING SURVEYS/INSPECTIONS
PER SURVEY SITE PER SURVEY SITE RE -INSPECTION FEE PER MAILING FEE
W/METER OR METER W/O METER OR
BODY EXCHANGE METER BODY
EXCHANGE
Submitted this day of , 2020.
Mark outside of envelope: "WATER METER SERVICES CONTRACT 2020-2022,"
and deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., MONDAY, April 6, 2020.
Name of Company/Firm
Address of Company/Firm
in
Phone:
Date submitted: 12020
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41
Also note any exceptions to the specifications.
COMPANY
•.�11►11.3
ADDRESS CITY, STATE, ZIP
PHONE #
SIGNATURE
DATE
, 2020
Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of
the envelope, "Sealed Bid for WATER METER SERVICES CONTRACT 2020-2022."
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EXHIBIT B
VILLAGE OF MOUNT PROSPECT
WATER METER SERVICES CONTRACT 2020-2022
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 , an , located at
Illinois, (hereinafter the "Contractor").
1. GENERAL As stated in the bid document.
2. SPECIFICATIONS As stated in the bid document.
3. CONTRACTOR RESPONSIBILITY FOR PROPERTY/HOLD HARMLESS
Contractor agrees to defend and hold harmless the Village from and against all
demands, claims, suits, costs, expenses, damages and adjustments based upon
any infringement of any patent relating to goods specified in the contract, and on
account of the Village's use of any copyrighted or uncopyrighted, composition,
trade secrets, secret process, proprietary rights, patented of unpatented invention,
article or appliance furnished or used under the proposal Specifications.
4. 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
ILCS 10/1 et seq.);
C. Comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et
sea.), and the Rules and Regulations of the Illinois Department of Human
40
43
Rights, including establishment and maintenance of a sexual harassment
policy as required by Section 2-105 of that Article and Act;
d. Comply with the Americans with Disabilities Act; and
e. Comply with the provisions of the EQUAL EMPLOYMENT OPPORTUNITY
CLAUSE required by the Illinois Department of Human Rights as a material
term of all public contracts, which states as follows:
Title 44, Part 750, Section 750, APPENDIX A, Illinois Administrative Code,
Equal Employment Opportunity 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
41
44
will recruit employees from other sources when necessary to fulfill its obligations
thereunder.
5) That it will submit reports as required by the Department's Rules, furnish
all relevant information as may from time to time be requested by the Department
or the contracting agency, and in all respects comply with the Illinois Human Rights
Act and the Department's Rules.
6) That it will permit access to all relevant books, records, accounts and work
sites by personnel of the contracting agency and the Department for purposes of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department's Rules.
7) That it will include verbatim or by reference the provisions of this clause in
every subcontract it awards under which any portion of the contract obligations are
undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
contractor will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the contractor will not utilize any subcontractor declared by
the Illinois Human Rights Commission to be ineligible for contracts or subcontracts
with the State of Illinois or any of its political subdivisions or municipal corporations.
With respect to the two types of subcontracts referred to under paragraph 7 of the
Equal Employment Opportunity Clause above, following is an excerpt of Section
750.30 of the Department of Human Right's Rules and Regulations for Public
Contracts:
Title 44, Part 750, Section 750.30, Illinois Administrative Code, Subcontracts
Each public contractor and subcontractor shall in turn include the Equal
Employment Opportunity Clause set forth in Appendix A of this Part in each of its
subcontracts under which any portion of the contract obligations are undertaken or
assumed, said inclusion to be either verbatim or by reference so that the provisions
of the clause will be binding upon such subcontractors.
5. FEE SCHEDULE
The charges to be assessed by Contractor under this Contract are set forth in the
fee schedule contained in Exhibit A.
6. LOG BOOK, RECORDS & REPORTS REQUIRED
The Contractor shall provide the Village with a written status report on its provision
of services required by the Contract. This report shall be due before the tenth day
of the following month.
7. METHODS OF PAYMENT
Payment under the Contract will be made in accordance with the Illinois Local
Government Prompt Payment Act, 50 ILCS 505/1 et seq.
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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,6) for immediate termination,
failure of Contractor to perform any aspect of this Contract properly and/or to
provide proper treatment to the general public, in the sole discretion of the Vilage,
is cause for immediate termination of the Contract without prior notice.
11. LENGTH OF CONTRACT
This Contract shall be in effect beginning upon contract signing and remain in
effect until December 31, 2022, unless terminated by either party under the
conditions specified in Section 10, Contract Termination. The Contract may be
extended for up to two (2) successive one (1) year periods beyond the termination
date by mutual, written agreement between the Village and the Contractor.
43
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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
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
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If either party waives a breach of any provision of this Contract by the other party,
that waiver will not operate or be construed as a waiver of any subsequent breach
by either party or prevent either party from enforcing such provisions.
18. MERGER -AMENDMENT
This Contract sets forth the entire understanding of the parties relative to the
subject hereof and supersedes any and all prior agreements, express or implied,
oral or written. No amendment or modification of this Contract shall be effective
unless reduced to writing and executed by the parties.
19. COUNTERPARTS
This Contract may be executed in several counterparts each of which shall be an
original and all of which shall constitute but one and the same instrument.
20. EFFECTIVE DATE
The Effective Date of this Contract shall be the date executed by the Village
President, and attested by the Village Clerk.
In Witness thereof, the said parties have executed and signed this contract
on .2016.
AN
Attest:
Lisa Angell, Village Clerk
Corporate Name:
AW
Attest:
Secretary
(Corporate Seal)
Its
VILLAGE OF MOUNT PROSPECT, an
Illinois Municipal Corporation
45
48
EXHIBIT A
(Upon award of contract, to be
attached to Water Meter Services
Contract 2020-2022 as Exhibit A)
ProposalForm
• of • Prospec
.)LIATER METER SERVICES CONTRACT 2020-2022
OWNER INFORMATION
Owner Name: John P. and Sandra G. Grossi
UST*=
1428 Eddy Lane - Lake Zurich , Illinois 60047
HBK Water Meter Service , Inc.
847-833-9253
Business Phone: 847-202-4389
This Business is a: ❑ individual Proprietorship
El Joint Venture
❑ Partnership
Ox Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name Address
John P. Grossi 1428 Eddy Lane - Lake Zurich , Illinois 60047 01/25/1962
Sandra G. Grossi 1428 Eddy Lane - Lake Zurich , Illinois 60047
Roberto Magana 20Wildwood Trail - Cary, Illinois 60013
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? ❑ YES Fx] NO
If yes, explain in full detail on a separate sheet of paper.
liP&Q-1110013
M
50
Does the business currently hold a license or have a contract with any other municipality for
service? El YES El NO
If yes, explain in tuil on a separate 97• 7— •yi-V
filed with the Illinois Commerce Commissi I•
on I , 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? M
YES [j] NO
T 1 shall comply with the Americans with Disabilities Act;
M
51
7. 1 shall comply with the Americans with Disabilities Act;
1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1
et seq.); and
9. All of the information I have provided in this Application has been truthful and given in
good faith.
I have read and understand the information provided with this Proposal Form, including
the Notice to Bidders, Instructions to Bidder, the General Conditions, the Specifications
and the Water Meter Services Contract 2020-2022, 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 Water Meter Services Contract 2020-
2022
Name of Company I1BK water Meter Service, Inc.
Bid Submitted Bysandra G. Grassi
0 0 • a a 0 •.
Fff=
Phone No. 847-202-4389 Date 04/02/2020
Bidder must use the official firm name and authorized representative must sign.
00
52
BID FORM
Village of Mount Prospect
Department of Public Works
H BK Water Meter Service, Inc,
TO: Office of the Village Manager, arcs Floor
50 South Emerson Street
Mount Prospect, Illinois 60056
(hereinafter called "Village" or "Village of Mount Prospect")
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 thit
required services and with the Bid Documents which include:
Notice to Bidders
Table of Contents
Instructions for Bidders
General Conditions and Special Provisions
Specifications
Bid Form
Affidavit — Bid Certification Form
Bid Security
Bid Sheet — Water Meter Services Contract 2020-2022
Contract Document
Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel,
labor, materials, tools, equipment, and services (including all utility and transportation
services) required to perform the required services, all in accordance with the above listed
documents.
Bidder agrees to perform all of the required services and provide the equipment and
materials described in the Bid Documents, as follows:
Bidder has bid on all items and has provided a price for all requested services. The
Bidder acknowledges it understands all the requested services for which it has submitted
b i d.
The Bidder will complete and provide all labor, equipment, materials and mobation (if
applicable) to perform the required services as dental to the fixed item price for each
item proposed.
WO
53
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.
t) The contractor agrees to comply with all applicable federal and state laws, rules and
regulations, and county and municipal ordinances, as described in the General
Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
provided below:
Addendum
Addendum -Date
Acknowledgement by Bidder or Authorized
Date
No.�resentative
_2Acknowled ed.
03/18/2020
H13K Water Meter Service Inc.
03/18/2020
2
03/18/2020
MBK Water Meter Service Inc.
03/27/2020
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.
EO `• A
the Biddeontract 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 ten (10%) percent of the amount bid in form of (check one):
X Bid Bond Certified Check Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders".
Us
54
1) Bid Form
2) Affidavit - Bid Certification Form
3) Bid Security
4) BID SHEET(S) - Water Meter Services Contract 2020-2022
Respectfully submitted:
- -C r-:.-ID;AA-,-
N a
in
HBK Water Meter Service, Inc.
(6ignature)
Title: President
at 04/02/2020
Contact Information:
Official Address: 3701 Berdnick St. - Unit H
Rolling Meadows,11- 60008
U296=
847-202-4389
Email: sgrossi@hbkmeters-com
ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS (Pages 23-33) ALONG WITH THE
AFFIDAVIT — BID CERTIFCATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED
MARKED ENVELOPE.
91
55
Rrd�0 � .
P.O. Box 759 - Palatine, Illinois 60078
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, Sandra G. Grossi -, being first duly sworn on oath, deposes
and states that he or she is President (sole owner,
partner, joint ventured, President, Secretary, etc.) of
HBK Water Meter Service , Inc. and has the authority to make all
(Name of Company)
U
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.
33M agr
7T-7- Jugum, ugm#1 rang,
The undersigned further states that HBK Water Meter Service, Inc.
(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, 33&4
Section III Drug Free BqL 9W
T
The undersigned further states that HBK Water Meter Service , Inc
(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 HBK Water Meter Service, Inc.
(Name of Company)
2
0
56
not delinquent in payment of any taxes to the Illinois Department of Revenue, in
accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned
understands that making a false statement regarding delinquency in taxes is a Class A
Misdemeanor and, in addition, voids the contract and allows the municipality to recover
all amounts paid to the individual or entity under the contract in civil action.
Section V Sexual Harassment Policy
Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A),
every party to a public contract must:
"Have written sexual harassment policies that shall include, at a minimum, the following
information: (1) the illegality of sexual harassment; (11) the definition of sexual harassment
under State law; (111) a description of sexual harassment, utilizing examples; (IV) the
vendor's internal complaint process including penalties; (V) the legal recourse,
investigative and complaint process available through the Department (of Human Rights)
and the Commission (Human Rights Commission); (VI) directions on how to contact the
Department and Commission; and (VII) protection against retaliation as provided by
Section 6-101 of the Act. (Illinois Human Rights Act)."
A "public contract' includes: ...every contract to which the State, any of its political
subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M) (2002),
The undersigned further states that HBK water meter service, Inc.
MM
(Name of Company)
a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A)
(4).
It is expressly understood the foregoing statements and representations and promises
are made as a condition to the right of the bidder to receive payment under any award
made under the terms and provisions of this bid
The undersigned certifies that all information contained in this Affidavit is true and correct.
Signed by: Title: President
Signature
Name Printed: Sandra G. Grossi
,P
Signed and sworn to before me this �Y' day of 41voA 2020.
My commission expires:
Notary ublic
W!
57
Included with this bid is a bank cashier's check, certified check or bid bond in the amount
of $10270.00 being ten percent (10%) of the total amount bid by
HBK Water Meter Service, Inc. the bidder, in favor of the Village of Mount Prospect. I S
hereby agreed that, should bidder be awarded the contract for services contempl ' ated
or to provide the required payment and performance bonds, or letter of credit, and
certificate of�insurance, then this security, in the amount stipulated above, shall be
forfeited and may be retained by the Village of Mount Prospect as liquidated damages
and not as a penalty. All bids to remain firm for a period of ninety (90) days after bid
opening date.
April
SUBMITTED THIS - 2nd DAY OF 201*.
SEAL (if corporation)
HBK Water Meter Service , Inc.
Bidder:
HBK Water Meter Service, Inc.
Bidder's Agent and Agent's Title
Sandra G. Grossi
President
Title
NoteIf bidder is a corporation, the bid must be signed by an authorized officer of the
corporation, attested and sealed by the secretary or other authorized officer.
If a corporation, note here the state of incorporation:
Incorporated under the laws of the State of Illinois
34
58
I
The undersigned herewith submits a bid on Catch Basin and Inlet Cleaning Contract
2014-2015 in accordance with the attached documents. All bids are to be delivered to
the office of the Village Manager at 50 South Emerson Street 3 d Floor, Mount Prospect,
Illinois, 60056, prior to 1:00p.m. on April 6, 2020.
We will perform the services as outlined Water Meter Services Contract for sums
as follows:
Meter Size
Installation Charge Per Meter
-5/8-xi/2-o—rx3/4.-M26--Badger AMR ----$loo.00
3/4- M35 Badger AMR
100.00
IT'—M-55—Badger AMR
$__j1 5-00
1:1/2- —Metron with lnnov8 register
$ 175.00
2" Metron with Innov8 register
$ 248.00
_$375
Metron with Innov8 register
0-0
_Metron _with lnnov8_ —register
. . . ........
$ 470.00
I . . .......... I .. ... ..... ..... . . .... . ..... ------ . ...... . .. . . . ...... - -------- - - ------ --
WATER METER BODY EXCHANGE and ENDPOINT RE -INSTALL — 5/8", %" or I"
Flat Fee per meter $
105.00
W
59
m
A
1-1/2"
a
9
4"
0
BID SHEET #2
WATER METER SERVICES CONTRACT 2020-2022
WATER METER ACCURACY
Meter Type Test Only Flat Rate
PDM s 25M
PDM $ 25.00
PDM $ 33.00
-
Metron SJ $ 43.00
-
Metron SJ $ 13T00
Metron SJ $ 137.0
Metron SJ $ 160.00
Metron SJ $ 180.00
00
60
BID SHEET #3
WATER METER SERVICES CONTRACT 2020-2022
WATER METER TESTING/REPAIR
Meter Size Meter Type
Test Only Flat Rate
Repair Retest Fee
2" Si
$ 175.00
$
236.00
2" Compound
$ 175.00
$
236,00
3" Si
$ 175,00
$
236.00
3" Compound
$ 175.00
$
236.00
4" Si
$ 275,00
$
279.00
4" Compound
$ 275.00
$
279.00
_
8" Si
$ 320.00
$
311.00
In -Shop Meter Testing
Flat Rate Fe
1 -1 /2" Meters
Village to remove/install
water meter for Conti -actor
to test in their shop
3 . 5 .. . - 00
5/8", 1/4", 1 ", 1-1 /2" Meters
Contractor to remove/install.
ternporary meter, bench test 325.00
then re -install meter
W
1.1=
IKCWA�
$ 2.00
Install Remote, Red M
ter and Meter 2 0 —
with up to 50' cabling
Install Remote AMR Endpoint $ 125M
with up to 50' cabling
Broken Appointment 50M
.- Fee
Percentage markup on repair parts S 15%
PER SURVEY SITE
WIMETER OR METER
BODY EXCHANGE
PER SURVEY SITE
W/O METER OR
METER BODY
EXCHANGE
s 62.00
I
Submitted this 2nd day of April 2020.
PER MAILING FEE
t7l=
Mark outside of envelope: "WATER METER SERVICES CONTRACT 2020-2022,"
and deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., MONDAY, April 6, 2020.
Date submitted: -- April 2nd
HBK Water Meter Service, Inc.
Name of Company/Firm
P.O. Box 759 - Palatine, Illinois 60078
Address of Company/Firm
By.
r -- i « w
RM
9:1
Also note any exceptions to the specifications.
See attached
RKTI��
HBK Water Meter Service,
ADDRESS
P.O. Box 759
511 FA W13 q m m;
April 2nd
2020
SIGNATURE DATE
1p�K4 UT14 OEM*= ur. mu r, mi roTaTlygm 1:4 za ji In I mzim Zvi m *:Sow k, I d Zril" IW41YAI0
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July 28, 2022
Mr. Sean Dorsey
Director of Public Works
Village of Mount Prospect
1700 W. Central Rd.
Mount Prospect, Illinois 60056
Re: Water Meter Services Contract
Dear Sean,
HBK Water Meter Service, Inc. would like to request a one-year extension to our current
contract for Water Meter Services due to expire 12/31/2022 per contract terms with no price increase.
Thank you for opportunity to be of service to you.
Sincerely,
ri*�- a W A
N�W--O
Sandra G. Grossi
President
64