HomeMy WebLinkAbout6.3 Motion to accept the bid for the HVAC Maintenance Contract submitted by Bedco Mechanical of Glenview, Illinois for an amount not to exceed $51,269.M+awn �'xytlts=e
Item Cover Page
Subject Motion to accept the bid for the HVAC Maintenance Contract
submitted by Bedco Mechanical of Glenview, Illinois for an
amount not to exceed $51,269.
Meeting July 9, 2024 - /COMMITTEE OF THE WHOLE OF THE MOUNT
PROSPECT VILLAGE BOARD
Fiscal Impact (Y/N) Y
Dollar Amount $51,269.00
Budget Source General Fund
Category CONSENT AGENDA
Type Action Item
Information
Bids were recently opened for monthly HVAC (heating, ventilation, and air-conditioning)
maintenance services for all Village -owned buildings. The scope of work includes (15) village -
owned or maintained buildings, requiring regular inspection and maintenance. Bidders
submitted an annual cost to maintain all equipment listed in the bid specifications. Bidders
also submitted an hourly rate for service calls, assuming 300 hours of service annually.
The specifications described awarding the contract for calendar years 2024 through 2026. A
provision was included allowing the contract to be extended for two (2), one (1) - year
extensions if both the contractor and the Village agree.
BID RESULTS
Five (5) bids were publicly opened by the Village Clerk on June 3, 2024, at 1:00 P.M. The bid
results are summarized below and delineated on the attached bid result summary sheet.
Bidder
2024
2025
2026
3 -Year
Total
Total
Total
Total
Bedco
$51,269
$71,953
$74,397
$197,619
Mechanical
Total
$83,401
$75,308
$76,745
$235,354
Mechanical
McDonough
Mechanical
$78,319
$99,486
$103,393
$281,198
Cahill
j $104,692
j $104,692
j $190,192
j $3181576
Heating
YMI Group $130,703 $208,906 $212,043 $551,652
Discussion
The lowest bidder, Bedco Mechanical Inc.(Bedco), has provided scheduled maintenance and
emergency service work to the Village for the last twenty-one (21) years. Bedco responded in
a timely manner and all the work was done in an acceptable manner.
The annual maintenance fee covers quarterly inspections on all units, which includes changing
belts, checking oil, bearings, pressures, fluid levels, condensers, changing filters, and
correcting any problems found within the scope of inspection. The bids were also based on an
average annual call back for non-scheduled work or emergency services, which averaged 300
hours per year over the last several years.
The proposed contract represents an approximately 9.2% increase for the three (3) year
contract period. Since this contract was last awarded, the Village has increased the number of
facilities by adding Fire Station 11. Considering the three (3) years between the last time the
contract was awarded, and the increased scope, the 9.2% increase is justifiable
(approximately 3% per year).
Alternatives
1. Accept the lowest responsible bid for HVAC maintenance contract as submitted by
Bedco Mechanical of Glenview, Illinois.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends acceptance of the lowest qualified bid as submitted by Bedco Mechanical
Inc. of Glenview, Illinois for the HVAC Maintenance Contract at an amount not to exceed
$51,269 in 2024, $71,953 in 2025, and $74,397 in 2026.
Staff also recommends that the Village Board authorize up to two (2) one (1) -year contract
extensions if both the contractor and the Village agree to hold year 3 (2026) pricing.
Attachments
1. HVAC Bid Results Summary
2. HVAC Maintenance 2024 BID
3. HVAC Maintenance 2024 - BEDCO BID
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Bid Request
for
HVAC Maintenance
• Opening:
Monday, June 3, 2024, at 1:00 P.M. local time
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
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Bid •
HVAC Maintenance
Sealed bids will be received by 1:00 am. on June .3. 2024, in the office of the Office of
the Village Manager, 3rd Floor, 50 S. Emerson Street, Mount Prospect, Illinois 60056, in
a separate, sealed envelope. Please submit the bid clearly marked "Sealed Bid for
HVAC Maintenance."
Plans and specifications may be obtained from the Village of Mount Prospect website
www.mountprospect.org/bids.
Offers may not be withdrawn for a period of ninety (90) days after the bid date without the
consent of the Board of Trustees.
Any Bid submitted unsealed, unsigned, sent via email or fax, or received subsequent to
the aforementioned date and time will be disqualified and returned to the bidder.
The Village reserves the right, in its sole discretion, to reject any and all bids or parts
thereof, to waive any irregularities, technicalities, and informalities in bid procedures, and
to award the contract in a manner best serving the interests of the Village.
HVAC Maintenance 3
BID PACKET
PROJECT SCOPE
The contractor shall provide, at a minimum, the following:
• Perform a complete preventive maintenance inspections on all forced air units (2)
times per year. Work to preformed in the months of April and October. Please
schedule in writing the dates that units will inspected
• Perform filter inspection and belt inspection (4) times a year on AHU's. Supply and
replace Mery 8 filters as needed. Supply replacement belts and install has needed
or re -torque as needed. Please schedule in writing dates that units will be
completed. This work to be completed in February, May, July and October
• Power wash and supply all chemicals needed to clean condenser coils listed on
Attachment B during the 2nd or 31d week of June. Please schedule in writing dates
that units will be completed.
• Complete required preventive maintenance on all circulating pumps annually per
OEM guidelines which includes but not limited to greasing, alignment checks,
pump safeties interlocks and checking tightness of electrical connections
associated with circulating pump. See equipment list. Please schedule in writing
dates that units will be completed. This work to be completed in September or
October
• Perform annual hot water boiler preventive maintenance per OEM
recommendation. Which includes but not limited to: complete burner cleaning,
adjustments of burner train for proper operating efficiency, flushing of water side,
check safeties for proper operations, inspection of boiler via removing the hand
hole and re -installing cover with new gasket, Material needed for this should be
included in PM contract. Work needs to be competed between August and
September
• July of 2025 - Village Hall Boiler needs to be opened per OEM recommendation
and give a in depth PM. Inspection Labor to be included in this contract, but send
quote for material before work begins
• Perform closed loop preventive maintenance in regards to checking proper
operations of expansion tanks and operations of fill controls. Also check freeze
protection levels and submit finding in writing. Work needs to be completed in
September and after the boiler inspection is complete
• Perform preventive maintenance of all exhaust fans listed in Attachment "B" twice
a year. This includes: belt replacement, greasing, cleaning of blades/motor and
checking tightness of all electrical connections associated with exhaust fan
operations. Please schedule in writing dates that units will be completed. Work
needs to be competed in the months of March and September
HVAC Maintenance
• Perform annual OEM preventive maintenance on humidifiers listed on Attachment
B. Include Labor and Material to replace Canister annually in St #12 and PD
Humidifier. This work to be completed in October of each year.
• Additional Services may be included in the attachments to this agreement.
• Provide written documentation of recommended equipment that may need
overhauling or replacement. Please include budget pricing with this document.
• Provide (4) hour minimum response time to all emergency calls for service with a
qualified technician.
• In order for preventive maintenance invoices to be process, we will need all
equipment log sheets to be completed and turned in with the invoice.
INSPECTION MAINTENANCE SCHEDULE
The inspection maintenance services included in this agreement shall be performed
quarterly; invoices shall be quarterly also, after the service is performed. The current
quarterly filter changes are scheduled for October, January, April and July, with AC startup
in April (2024, 2025, 2026) and heating startup in October (2024, 2025 and 2026).
-iv
The contractor will assume responsibility for all damage to property caused by equipment
used for maintenance to the HVAC systems. All damage will be the responsibility of the
contractor to repair.
Emergency repair service, if requested by the Village, will be provided on a preferential
basis. Response and service within four (4) hours is expected. Should the needed repair
not be deemed an emergency, the Contractor and Village may agree to postpone repairs
to normal working hours.
Emergency service before/after normal working hours will be at the agreed upon overtime
rate stated on the proposal form.
Repair workmanship is to be guaranteed for 90 days from the date of repair.
HVAC Maintenance
INSPECTION AND MAINTENANCE SERVICES LIST
The following list outlines all service work to be performed on a quarterly basis
through the term of the contract.
HVAC
EQUIPMENT
Ind,
Not
Incl,
N/A
HVAC
EQUIPMENT (cont'd)
Incl.
Not
Incl.
N/A
BELTS
AIR HANDLING UNITS cont'd
Check for wear
J
(.'heck and clean drain pans
Check tension & alignment
Check economizer operation
Replacement
Grease anything with a fitting
BEARINGS
AIR COOLED CONDENSERS
Lubrication
Brush clean as needed
Replacement
Power wash as needed
Check for proper operation
OIL
Check for proper level-
Air Cooled Chillers
Chemical analysis
Check/record operating pressures
Check/record voltage and amperage
COMPRESSORS
Check Glycol Reading
CheckJrecord operating pressures
J
Check safety/operating controls
Check/record voltage and amperage
Check crankcase heaters
Repair or replace as needed
Power Wash Coils in 2nd week of
June
Check safety/operating controls
Verify Software is up to date
Check crankcase heaters
CIRCULATING PUMPS
Check/lubricate hearings
REFRIGERANT
Check drive couplings
Add or replace as needed, as per terms
conditions
Check seals
Check for proper charge
Recovery per Clean Air Act
AIR FILTERS
Mery 8 Filters — replacement
AIR HANDLING UNITS
FIEPA Filters replacement
Check damper operations
Bag Filters replacement
Check fans wheels, drives & pulleys
Check UV Operations
Check and record motor operation
Special Application Filters
HVAC Maintenance
AIR CONDITIONING
--Fn—el.
--i�OiTN/TAAIR
Ind.
CONDITIONING
N
EQU UIPMEN �L�N �I
!Q-ULPM
Ind.
Nat
Ind.
N/A
HEATING EQUIPMENT
HUMIDIFIERS
BOILERS
Steam -- check & repair as needed
Prepare boiler for annual inspection—
Change Steam Tank yearly
Periodic cleaning of burner & tubes
OTHER
Burner adjustment
Check/tighten electrical connections
Check safety controls
Check heating coils
Check/adjust boiler auxiliary
Clean/flush water side of boiler
Check heat exchanger
VFD - Clean the heat sync and filters
Remove boiler hand hole covers for
Inspection and reinstall w/-new xaskets
Check/clean low water cutoff
Boiler -- Combustion analyze Ix year
FURNACES
Check & lubricate fan & drive
Check & inspect heat exchanger
Check and adjust burger, pilot, &safety
devices
Clean furnace, once per year
Thermostats --- Test cps and change
battery I x a year
HVAC Maintenance
LIST OF VILLAGE HVAC EQUIPMENT
The following is a list of all equipment (by building) included in this contract.
Police Headquarters - 911 E. Kensing-ton Rd
TYPE OF
EQUIPMENT
MAKE
MODEL NO.
SERIAL
NO.
SIZE
LOCATION
OF EQUIP
AH -1
Trane
CSAA080UAL,00
I" Fir Mech
Chiller
Trane
RTAF180EUAI-11..IXUA2NT3XINXNCCVICAPXXXAXI
Parking
Lot
Rm
Boiler 2
1�ypak
1.17-1506
I" Fir Mech
Rin
Computer Rm, A/C
Stulz
COS- I 20 -AR -U -EC
Server Room
Squad Garage Heater I
Cambridge
M5950
Garage
Squad Garage Heater 2
Cambridge
M5950
Garage
Squad Garage Heater 3
Cambridge
M5950
Garage
Squad Garage Heater 4
Cambridge
M5950
Garage
Squad Garage Exh I
COOK
24-EP6-24Ep624D I I
Garage
Squad Garage Exb 2
COOK
24-E P6-24Ep624D 1, 1
Garage
Squad Garage Exh 3
COOK
24-EP6-24Ep624D I I
Garage
Squad Garage Exh 4
COOK
24-EP6-24Ep624Dl1
Garage
Pistol Range Air
Make-up Unit
D�nkin
Mech Room
Pistol Range A/C
Dan, -m
MPS040F
Outside
Ground Level
Chill Water Pump 3
B/G
C-3510 SSFW7
I" Fir Mech
Room
HVAC Maintenance
Chill Water Pump 4
B/G
C-3510 SSFW7
SERIAL NO.
LOCATION
OF EQUIP
I" Fir Mcch
Room
Boiler Water Pump I
B/G
C-3510 SSFW7
Roof
RTU #2
I't Fir Mech
Room
Boiler Water Pump 2
B/G ---C
351b FW 7
RTU #3 ---6a—r�i—er--4-'8l-CDB
185000
I't Fir Mcch
Room
3019P22496
Roof
RTU #4
Ca—rder "—
—48FCDBO4A2M62W—OAO
2919C88454
Fire Station #13 — 111 E. Rand Rd
TYPE OF
EQUIPMENT
NIAKE
MODEL NO.
SERIAL NO.
LOCATION
OF EQUIP
RTU #1 —Ta—rrier
EQUIPMENT
48VL-C2406030
719C36130
Roof
RTU #2
--�—arrier --4-8LC—DB2-4E3
M-' 6AIROA0
3019P22503
Roof
RTU #3 ---6a—r�i—er--4-'8l-CDB
185000
I 7E3M6AROAO
3019P22496
Roof
RTU #4
Ca—rder "—
—48FCDBO4A2M62W—OAO
2919C88454
Roof
Computer Rm A/C (CRAC) —T—arrier
38MAQB30R-3
5TON
Basement Roof
---�r—ecision
Boiler
DAY
PCWI-108C-480-150
Basement
EF -1
Green
Heck
GB -240
App Floor Roof
TRAIN STATION - 13 E. Northwest Highway
TYPE OF
MAKE
MODEL NO.
SERIAL
H.P OR
LOCATION
EQUIPMENT
NO.
TONS
OF EQUIPT.
FURNACE
NIGHT/
185000
ATTIC
DAY
AIR COND
NIGHT/
5TON
OUTSIDE
DAY
UNIT
HVAC Maintenance
VILLAGE HALL - 50 S. Emerson Street
TYPE OF
MAKE
MODEL NO.
SERIAL NO.
H.P
LOCATION
EQUIPMENT
OR
OF EQUIPT.
TONS
HEAT COOL
CARRIER
48A7S035ERM65GHS
41.23`U46066
35
ROOF
RTU #1
HEAT COOL
CARRIER
48A7SO30EQM65Gfl
4323046148
30
ROOF
S
RTU #2
HEAT COOL
CARRIER
48A7SO25EPM65GI-IS
432046132
25
ROOF
RTU #3
HEAT COOL
CARRIER
48A7SO20EPM65GHS
4423046164
20
ROOF
RTU #4
HEAT COOL
CARRIER
48A7SO25EPM65G]IS
432046133
25
ROOF
RTU #5
EXHAUST
PENN
DXC18B
3,500
ROOF
FANS
CFM
INLINE FANS
PENN
SX 1 OOBC AND
900,
Through out
SX 155BC
1,000,
building vents
1,200,
1,500
3,120
CFM
BOILER
BRYAN
CLM180-W-FD(BO)
91226
250
ROOF
degre
e
boiler
VAV UNITS
TITUS
AIR DUCTS
Model
52 units
DESV
Fin Tube
NEXUS
Valves
HVAC Maintenance 10
VILLAGE HALL - 50 S. Emerson Street (continued)
PUMPS
Bell &
Seriesl 510 base
CQ8068-
Roof
Gossett
mounted centrifugal
01,130
Pump
PUMPS
Bell &
Series80 In-line
CQ8069-
Roof
Gossett
mounted centrifugal
01,130
Pump
AC-2
STRATEG
OHS-084-DRCU-0
ACCU-2
CHEC
ROOF
IC AIR
K
INTE
RNAL
HUMI
DIFIE
R
AC-2
STRATEG
OHS-084-DRC
AC-2
3rd floor hall
IC AIR
ceiling ctv
AC-1
STRATEG
OHS-032-RCU-0
ACCU-1
CHEC
parking garage
IC AIR
K
INTE
RNAL
HUMI
DIFIE
R
AC-1
STRATEG
OHS-032-AHU-LP
AC-1
Basement data
IC AIR
processing
Suspended
Marley-
MUH Series
5 @
Unit Heaters
Q'Mark
3kw/3
(6)
50cfm
1 @
20kw/
1,320
cfm
Ceiling (6)
Marley-
CUH Series
3 @
Mounted
Q'Mark
5kw/3
Heaters
96cfm
HVAC Maintenance 11
FIRE STATION 11 —1415 E ALGONQUIN RD
TYPE OF
MAKE
MODEL NO.
Location
3 @
LOCATION
EQUIPMENT
Roof Top Unit #1
Trane
YSC048EI HA
4kw/2
HEAT/COOL
TRANS
OU000000000
2392S2J1q
Roof Top Unit #2
83cfm
YHC033A3EH
Chemical
NEPTUN
DBNL-5 Chemical
N/A
Roof Top Unit #3
Water
E
Pot Feeder
AlR00000000
Treatment
Roof Top Unit #4
Carrier
48TCEA07AA
Roof
Chemical
CUNO
5DC1 Filter Vessel
N/A
Carrier
48TCEA04A2
Water
ASAAOAOAO
Exhaust Fan 5
Treatment
G -090 -VG
Roof — Belt driven
FIRE STATION 11 —1415 E ALGONQUIN RD
TYPE OF
MAKE
MODEL NO.
Location
EQUIPMENT
LOCATION
EQUIPMENT
Roof Top Unit #1
Trane
YSC048EI HA
Roof
HEAT/COOL
TRANS
OU000000000
2392S2J1q
Roof Top Unit #2
Trane
YHC033A3EH
Roof
OBH
AlR00000000
Roof Top Unit #3
Trane
YHC043A3EH
Roof
AlR00000000
Roof Top Unit #4
Carrier
48TCEA07AA
Roof
SAOAOAO
Roof Top Unit #5
Carrier
48TCEA04A2
Roof
ASAAOAOAO
Exhaust Fan 5
Green heck
G -090 -VG
Roof — Belt driven
TYPE OF
MAKE
MODEL NO.
SERIAL NO.
H.P OR
LOCATION
EQUIPMENT
TONS
OF EQUIPT.
HEAT/COOL
TRANS
YCC030F1 M
2392S2J1q
ROOF
OBH
RTU (1)
HVAC Maintenance 12
WELL HOUSE #5 -112 E. Highland
TYPE OF
TRANE
YCCO-48F3H
2242MG02
H.P OR
ROOF
HEAT/COOL
OBH
H
OF EQUIPT.
BOILER
RTU (2)
CGa6PIDN
175,000
BOILER ROOM
HEAT/COOL
TRANS
YCC030F1 M
2392YSX1 H
ROOF
TACO
007-F5
OBH
1/25 hp
BOILER ROOM
RTU (3)
HEAT/COOL
TRANS
YCC030F1M
2392X4X1H
OBH
RTU (4)
HEAT/COOL
TRANS
YCC042F3M
23952YJlH
OBF
RTU (5)
HEAT/COOL
TRANS
YCCO24171LO
241R5S2H
BH
RTU (B)
AMU 1
TITAN
TA -18 -NG-
8571
HRH
AMU 2
TITAN
TA -9 -NG -HRH
8572
AMU 3
RENZOR
HUMIDIFER
CARNES
HCAGBU010
509851.001
208 volt,
FIRE DEPT
1 phase
WELL HOUSE #5 -112 E. Highland
TYPE OF
MAKE ---
MODEL NO.
SERIAL NO.
H.P OR
LOCATION
EQUIPMENT
TONS
OF EQUIPT.
BOILER
WEIL
CGa6PIDN
175,000
BOILER ROOM
McLAIN
BTU
PUMP
TACO
007-F5
1/25 hp
BOILER ROOM
. : 1 0 ; 01 1 ^ i -I j= -
SERIAL NO LOCATION
TYPE OF MAKE MODEL NO. H P OR
HVAC Maintenance 13
EQUIPMENT
TONS
OF EQUIPT.
AHU WVFD
CARRIER
MECHANICAL
ROOM
BOILER
Internek
V903A
65928165
MECHANICAL
ROOM
POWER
Power Fail
JR15A-10 w
MECHANICAL
BURNER
CSD1 120v
ROOM
controls
RETURN FAN
CARRIER
MECHANICAL
ROOM
VFD
PUMP
ORUNFOS
16-20966-
1971227768
MECHANICAL
13008
ROOM
CONDENSING
TRANS
BTA036D30
836288267
4 tan
ROOF PUBLIC
UNIT
WORKS
0A0
FURNACE
TRANE
TUP160A960
160000
TRAINING
A0
ROOM
(btu)
CONDENSING
TRANE
TTA060A300
850217307
5 ton
TRAINING
UNIT
A0
ROOM
ROOF
RTU HEAT
TRANE
NA
MAIN GARAGE
ONLY
RTU HEAT
(7) Sterling's
MAIN GARAGE
ONLY
AIR COOLED
CARRIER
30 TON
ROOF
CHILLER
FURNACE
TRANE
STORAGE
ROOM
AIR MAKE UP
COL -MET
EH-354OK11
30486
ROOF
MECHANICS
AREA
HEAT/COOL
YORK
D6CG048N0
NBDMO1288
125000
ROOF
RTU
9906A
9
(btu)
HVAC Maintenance
14
LIST OF EQUIPMENT continued
TYPE OF
MAKE
MODEL
SERIAL NO.
H.P
LOCATION
EQUIPMENT
NO.
NO.
OR
OF EQUIPT.
FURNACE
LENOX
G26 -Q3-
5899HO127
TONS
BASEMENT
UNIT HEATER
REZNOR
UDBS225-
131,179Y91\115732
WASHBAY
AC
LENOX
2
x
SOUTH
UNIT HEATER
REZNb—R--"'—UDBS-225-
1
B—IJ79Y91\115733
WASHBAY
2
x
NORTH
UNIT HEATER
REZNOR
UDBS200-
BIJ79Y8N15672
WASHBAY
2
X
EAST
UNIT HEATER
REZNOR
UDBS200
BIJ79Y8N15771
WASHBAY
2
X
WEST
10 S. Pine Street
TYPE OF
MAKE
MODEL
SERIAL
H.P OR
LOCATION
EQUIPMENT
NO.
NO.
TONS
OF EQUIPT.
FURNACE
LENOX
G26 -Q3-
5899HO127
BASEMENT
FC 1
75-6
5
EQUIP. ROOM
AC
LENOX
HS29-36-
5801 E5310
SIDE OF THE
1
1
BUILDING
FIRE STATION 14 - 2000 E. Kensington
TYPE OF -
MAKE .-
MODEL NO.
SERIAL
H.P OR
LOCATION
EQUIPMENT
NO.
TONS
OF EQUIPT.
AIR HANDLER
TRANS
4TEC3F36B
9344PN91V
1ST FLOOR
FC 1
EQUIP. ROOM
1 OOBAA
HVAC Maintenance 15
AIR HANDLE
TRANE
4TEC3F2
FC2
EQUIP. R
1000A
JST
FC 3
EQUIP. ROOM
1000AA
--
AIR HANDLER
TRANE
4TEC3Fl8B
934408DlV
JST FLOOR
EQUIP. ROOM
AIR HANDLER
TRANE
4TEC3F24B
93440801V
ND
2 FLOOR
2 N" FLOOR
BOILER
KNIGHT
KBN 500
609H100955
2 " FLOOR
23
EQUIP. ROOM
BOILER.
KNIGHT
K13N 500
6091-1100928
ND
2 FLOOR
62
EQUIP. ROOM
HW B2
BOILER
KNIGHT
K13N 500
609H 100992
2 ') FLOOR
44
EQUIP. ROOM
IIW B3
ND FLOOR
EQUIP. ROOM.
EQUIP. ROOM
OC,',OVB
FLOOR.
AH I
GLYCOL PUMP
AXIOM
SHOO
09 -7512 -SF
NE APPART.
FLOOR
HVAC Maintenance
16
FIRE STATION 14 - 2000 E. Kensington (continued)
TYPE OF
MAKE
MODEL NO.
SERIAL
H.P OR
LOCATION
EQUIPMENT
NO.
TONS
OF EQUIPT.
SPLIT SYSTEM
SANYO
KSI,271
02024-94
SE APPART.
FLOOR
AIR HANDLER
WORKSHOP
SPLIT SYSTEM
SANYO
CL11271
01212-94
EAST SIDE
BUILDING
CONDENSOR
SPLIT SYSTEM
LIEBERT
2'" FLOOR
COMPUTER
AIR HANDLER
ROOM
CRU
LIEBERT
PFH027A-PL7
0941N16426
SEFORNTOF
CONDENSOR
BUILDING
AIR HANDLER
TRANE
4TEC3F18B
93440801
BASEMENT
GRAY WATER
FC 7
1 OOOAA
ROOM
CONDENSING
TRANE
4TT3036B
93155895F
NORTHSIDE
UNIT XR 13
1 OOOAA
WEST END
CONDENSING
TRANE
4TTR3024B
8435RGCIF
NEXT UNIT
UNIT XR 13
1 OOOAA
EAST
CONDENSING
TRANE
4TT3036B
93155945F
NEXT UNIT
UNIT XR 13
1 OOOAA
EAST
CONDENSING
TRANE
4TT3024A
8433WWF5F
NEXT UNIT
UNIT XR 13
1 OOOAA
EAST
CONDENSING
TRANE
4TT3048B
9313M314F
NEXT UNIT
UNIT XR 13
1 OOOAA
EAST
CONDENSING
TRANE
4TT3024A
8433WDI-15F
NORTHSIDE
UNIT XR 13
1 OOO.AA
EAST END
EXHAUST FAN
COOK
225SOI
006SC78033-
APPART. FLR
EF3
225501B
00/0001801
NORTHWEST
EXHAUST FAN
UNKNOWN
I -JOSE TOWER
EF4
TOP
HVAC Maintenance 17
FIRE STATION 14 - 2000 E. Kensington (continued)
TYPE OF
MAKE
MODEL NO.
SERIAL NO.
H.P OR
LOCATION
EQUIPMENT
TONS
OF EQUIPT.
EXHAUST FAN
UNKNOWN
ELEVATOR
EF 1.
ROOM
BASEMENT
EXHAUST FAN
UNKNOWN
APPART. FLR
EF6
BREATHING
AIR
TOILET EX FAN
UNKNOWN
ROOF
TE -1
KITCHEN
UNKNOWN
ROOF
EXHAUST FAN
KT -I
SUPPLY AIR
GEAR
HANDLER FOR
WASHER
APPARATUS
ROOM
FLOOR
APPARATUS
FLOOR
EXHAUST FAN
NW CORNER
FOR
APPARATUS
APPARATUS
FLOOR
FLOOR
I B & G PUMP
B & G
2" BRONZE
1/6 HP
N
2 " FLOOR
EQUIPMENT
ROOM
WATER
A. O.
HWG 125
128433-LO9
N
2 " FLOOR
HEATER DWT I
SMITH
EQUIPMENT
ROOM
GLYCOL PUMP
BERKLEY
541--30HI0SD
1/2 lip
2ND FLOOR
EQUIPMENT
ROOM
HVAC Maintenance 18
HEAT
TRIANGLE
NA
NA
NA
APPART. FLR
EXCHANGER
TUBE
NO.
TONS
NORTHEAST
fix I
WILO
TOP 5.1.5X30
PN2067561/
TONS
APPART, FLR.
PUMP CP2
WILO
TOP 5TR-30
PN2059004/0
APPART. FLR
PUMP CP3
WILO
1.5X3-40
510
NORT14EAST
FIRE STATION 14 - 2000 E. Kensington (continued)
TYPE QF
MAKE
MODEL NO.
SERIAL
H.P OR
LOCATION
EQUIPMENT
NO.
TONS
OF EQUIPT.
PUMP CP4
WILO
TOP 5.1.5X30
PN2067561/
TONS
APPART, FLR.
3 BTU's
CARRIER
48HJ004007
09W34
NORTHEAST
PUMP CP3
WILO
1.5X3-40
PN2085593/
APPART. FLR
09W26
NORTHEAST
1711 ALGONQUIN ROAD (Community Connections Center)
TYPE OF
MAKE
MODEL NO.
SERIAL
H.P OR
LOCATION
NO.
EQUIPMENT
TONS
OF EQUIPT.
3 BTU's
CARRIER
48HJ004007
L081i 1. 0091
ROOF
1720 W. CWNTRAL ROAD (EOC building)
TYPE OF
MAKE
MODEL NO.
SERIAL
H.P OR
LOCATION
NO.
EQUIPMENT
TONS
OF EQUIPT.
BOILER
KNIGHT
KBN 210
L081i 1. 0091
BOILER ROOM
LEADER
543
HVAC Maintenance 19
BOILER
KNIGHT
KBN 210
8091110094
BOILER ROOM
MEMBER
509
Elevator Room
AIR HANDLER
TRANE
VA
MCC130 10 —
K091-127417
BOILER ROOM
AIR HANDLER
OADUA
ROOM
CHILLER
MUTIVAIR
MPL-A 2200
T09 N 52789
WEST SIDE
ECA.OEI/CHP.
SS B-ES.MT
PUMP
B & G ---T-0936-33—
BOILER ROOM
01.190
2 PUMPS
GRUNDFOS
TYP UPS 26-
BOILER ROOM
99 -PC
1720 W. CWNTRAL ROAD (EOC building) continued
GLYCOL PUMP
Carrier
GMP KIT 1/3
1261
BOILER ROOM
& TANK
Elevator Room
SPLIT SYSTEM
SANYO
KS 1.271
01084.91
COMPUTER
AIR HANDLER
ROOM
CONDENSOR
SANYO
CL 1271
0096994
WEST SIDE
301 S. MAPLE (Parking Garagel
Split System
Carrier
40MKCB
LL Level
100,000 Btu
Elevator Room
Split System
Carrier
40MKCB
Ll. Level
A/C
Electrical Room
101 and 103 S. MAPLE (Historical Society)
4 Residential
Trane / Carrier
Attic -
100,000 Btu
Basement -- 3
Furnace w 3 ton
A/C
HVAC Maintenance 20
HVAC Maintenance
21
Jan
Feb
Mar Apr May
Jun Jul
Aug
Sept
Oct
Nov Dec
Forced Air Units
"Major
V
PM"
Forced Air Filter
Belt Inspection.
'P
Change if
needed
Powerwashing of
Condenser Coils
2nd /3rd week of
Month
Circulating Pump
Inspections
Boiler Inspection
Closed Loop
Inpsection.
Control Air
Compressor
Maintenance
Exhaust Fan
Inspections
Humidifer
Inspections
VH Boiler in
K
IM
depth inspection
/Y\
HVAC Maintenance
21
MPPW HVAC Forced Air Preventive Maintenance Log
Circle one:VH / PD /Public Works/ St #13 / St #12 / St#14/ CCC / RR/ 10 Pine /5t #11
Circle one: R.T.U. UNIT # 1 2 3 4 5 6 7 8 or
Please complete (1) sheet per unit per preventive maintenance inspection and turn in to
PW
I
ME
YEAR: 20
Spring
Summer Fall Winter
Date & Initials
Outside Air Temp
Check T-Stat Operations, verify all
modes work with RTU
Tighten Electrical Connections
Check Compressor Operations
Check Compressor Heater
Amp Reading
Volt Reading
Hose Down Condenser Coils (inside
and out) *2nd/3rd week of June
Inspect Condenser Motor
Record Low Side Press. with A/C
ON
Discharge temp while A/C ON
Record High Side Press with A/C ON
Condenser Fan Temp while A/C On
Check Refrigeration Lines. (Repair
Insulation, Clean oil leaks. Etc-)
Check Indoor Blower (Replace Belts
as needed / Grease if Req Etc-)
Do we have spare belts on site?
Clean Evaporator Coil
HVAC Maintenance
22
Clean Condensate Pan & P -Trap
Empty P -Trap, prevent drain line
from freezing
Verify Economizer is working
properly
Check Filters, Change if needed
Clean Fresh Air Intake Filter Screen
Check Induction Motor Operation
Check H -Exchanger for cracks
Check Heat Ignition System/Flame
Verify Extra Igniters are in Stock on
Site
Wipe Down Unit Inside and Out,
Clean bearing area from excessive
grease.
Perform General Housekeeping
"Please place notes on back
1. RECEIPT OF PROPOSALS
Sealed bid proposals must be received in the Village Manager's Office at 50 South
Emerson Street, 3rd Floor, Mount Prospect, Illinois 60056, no later than 1:00 12.m.
on June 3. 2024. Bids arriving after that time will not be accepted. Mailed bids,
which are delivered after the specified hour, will not be accepted regardless of the
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 will be 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 "HVAC Maintenance" and the date of the bid opening "June
3, 2024." No proposal will be considered unless it is submitted on the bid proposal
form, Exhibit A, included in this bid packet.
HVAC Maintenance
23
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 HVAC Maintenance (Exhibit B).
4. AWARD OF CONTRACT TO SUCCESSFUL BIDDER
The Village of Mount Prospect will be the sole interpreter of all bid documents and
reserves the right to make its own assessment of bids received to reject any and
all bids to waive irregularities and technicalities in the bids, to negotiate further
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.
HVAC Maintenance
24
h) The ability of the bidder to provide future maintenance and service.
i) The number and scope of conditions attached to the bid.
j) Whether the bidder has a place of business in the Village.
k) Responsiveness to the exact requirements of the invitation to bid.
1) Ability to work cooperatively with the Village and its staff.
m) Past records of the bidder's transactions with the Village or with other
entities as evidence of the bidder's responsibility, character, integrity,
reputation, judgment, experience, efficiency, and cooperativeness.
n) Such other factors as would be in the best interest of the Village and its
operations.
The Village of Mount Prospect may make such inspections as it deems necessary,
including the right to inspect all bidder worksites related to the bid.
5. CONTRACT
The specifications and terms for the 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 the Contract (Exhibit
B). The successful bidder will be required to execute work 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.
HVAC Maintenance
25
I ILI
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 bid opening date. 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 the 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
HVAC Maintenance
26
within two (2) years prior to the date of the invitation to bid.
8. All bid submittals must include a signed Bid Certification Form (copy attached)
certifying non -collusion in the bid and that the bidder is in compliance with
Sections 33E-3 and 33E-4 of the Illinois Criminal Code regarding bid rotating and
bid rigging (720 ILLS 5/33E-3 and 5/33E-4); compliance with the Illinois Drug Free
Workplace Act (30 ILLS 580/1 et seq.; that it is not delinquent in the payment of
taxes (65 ILLS 5/11-42.1); and that it has a written sexual harassment policy in
place in full with the Illinois Human Rights Act (775 ILLS 5/2-105, as amended).
9. Any bidder in doubt as to the true meaning of any part of the Specifications or other
documents shall submit a written request for interpretation to Scott Moe no later
than five (5) calendar days prior to the date set for the opening of the bid. Any
questions received after that time may be answered at the discretion of the Village.
In the event that the Village finds a question to be adequately addressed in the
existing bidding documents, the question may be answered in writing by directing
the requesting bidder to the applicable provision(s) in the existing bid documents.
No further clarifications or interpretations will be issued.
Bidders will acknowledge receipt of any 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 bids 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 that
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 that 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.
HVAC Maintenance
27
15. All municipal, county, and State of Illinois sales taxes and federal excise taxes,
which are NOT applicable to sales to the Village of Mount Prospect, must be
excluded from bid prices.
16. Prices shall be stated in units when applicable, and quotations should be 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 to use the name of the
Village in any form or medium for any advertising, promotion, or reference unless
express written permission is granted by the Village.
22. The envelope containing the bid shall be marked plainly, *SEALED BID — HVAC
Maintenance," and the date, June 3, 2024, of the bid opening.
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 someone with the legal right and authority to bind the bidder.
HVAC Maintenance
28
Questions about this Request for Bids should be directed to:
Mount Prospect Public Works Department
Attn:
• Moe
1700 West Central `•.•
Mount Prospect, Illinois 60056
.101,hone: 847.870.5640 Email: smoe@mountprospect.orq
HVAC Maintenance 29
A. Award of Contract; Performance; Payment
1. The Village will issue a Notice of Award to the successful bidder, advising that
it has been awarded the contract. Within ten (10) business days of delivery of
the Notice of Award, by personal service or registered or certified.
2. 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.
3. 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.
4. Substantial Performance for the 2024 contract needs to be completed by
October 31, 2024, with Final Completion by November 30, 2024. The same
due dates apply for contract extensions.
5. The Contractor shall submit with each payment request a properly completed
Contractor's Affidavit setting out, under oath, the name, address and amount
due or to become due, of Contractor, each subcontractor, vendor, supplier or
other appropriate party included in its cost, and for every party listed a full or
partial waiver of lien, as appropriate. Beginning with the second payment
request, and with each succeeding payment request, the Contractor shall
submit Contractor's Affidavits and partial waivers of lien for each
subcontractor and supplier showing that the amount paid to date to each is at
least equivalent to the total value of that subcontractor's work, less retainage,
included on the previous payment request.
6. If final payment is requested, the Contractor shall submit a properly
completed Contractor's Affidavit setting out, under oath, the name, address
and amount due or to become due, of Contractor, each subcontractor,
vendor, supplier or other appropriate party included in its cost, and a full and
final waiver of lien for the full amount of the Work, less retainage. The
Contractor shall assign over to the Village all manufacturers' and suppliers'
warranties respecting any part of the Work.
a. Annual Compensation Adjustment; The Base Contract Price will be
adjusted on an annual basis equal to the average monthly percentage
change of the Chicago CPI -U for the previous twelve month period with 2%
minimum and 4% maximum protections. The rate adjustment shall take effect
each year beginning on April 1, 2025.
7. The Village reserves the right to alter the scope of the required services to be
performed, add such incidental services as may be necessary and increase
HVAC Maintenance 30
or decrease the services to be performed to accord with such changes,
including the deduction or cancellation of any one or more or the services.
Such changes shall not be considered as a waiver of any condition of the
contract nor to invalidate any of the provisions thereof.
8. The performance of the required services shall be done under the supervision
of the Village's Director of Public Works or his/her designee who shall decide
all questions that arise as to the quality and acceptability of materials
furnished, services performed, manner of performance, acceptable fulfillment
of the contract, compensation and the disputes and mutual rights between
contractors under the Specifications.
9. If the contractor fails to begin providing the services within the specified time,
or fails to perform these services in accordance with the terms of the
approved schedule or performs the services in a manner unacceptable to the
Village, or if the contractor becomes insolvent or is declared bankrupt, or
makes an assignment for the benefit of creditors, or from any other cause
fails to perform the required services in a manner required by the contract,
the Village shall give notice to the contractor and its surety in writing
specifying such failure, delay, neglect, refusal or default, and if the contractor,
within a period of ten (10) calendar days after the giving of such notice, does
not proceed in accordance therewith, then the Village shall have the full power
and authority to declare the contract and the contractor in default, and to
forfeit the rights of the contractor in the contract.
10. All costs and charges incurred by the Village, together with the cost of
performing the required services shall be deducted from any monies due or
which may become due to the contractor under the contract. Following any
payment due and received by the Village from the contractor's surety
following default, if the expense so incurred by the Village is less than the
sum paid to the Village by the surety under this contract for the performance
of required services during the contract period, the surety shall be entitled to
receive the excess difference paid to the Village. When such contractor
default costs incurred by the Village exceeds the sum paid to the Village for
the performance of the required services under the contract, the contractor
and the surety shall be liable and shall pay to the Village the full cost of such
additional expenses.
B. Performance of the Required Services
1 The contractor shall exercise every precaution at all times for the protection
of persons and properties. The safety provisions of all applicable laws and
ordinances shall be strictly observed. Any practice obviously hazardous, in
the opinion of the Director of Public Works or his authorized representative,
shall be immediately discontinued by the contractor upon his receipt of
instructions from the Director of Public works or an authorized representative
to discontinue such practice.
HVAC Maintenance 31
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.
6. The contractor shall always 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.
7. Liquidated Damages for Inexcusable Delay.
Time is of the essence. The Contractor agrees that all work included in
connection with this project must be completed by the Final Performance
Date, or sooner, after receipt of Notice To Proceed. It is hereby
acknowledged and agreed by both parties that the damages to the Village
are not readily ascertainable but that the failure to timely complete this
Work will materially and significantly damage the safety and well-being
of the Village, its staff and the public, and that therefore a sum of 1,000.00
per day is a fair and reasonable damage estimate to compensate the
Village for any such delay. If the Contractor fails to fully complete the
Work in that time, then and in this event, the Contractor further expressly
HVAC Maintenance 32
agrees that, for each day this Work and this contract shall remain
uncompleted after that date, the Village may deduct the sum of $1,000.00
per day after the Final Performance Date, from the contract price as
payment to the Village, by the Contractor of the liquidated damages
sustained by reason of failure of the Contractor to complete the Project
on or before the time aforesaid.
8. Provided, however, that if the completion of this contract is delayed by the
Village, by general strikes, acts of God, or casualty beyond the control of the
Contractor, then and in such event, the time of completion of this contract
shall be extended for such additional time as shall be caused by such delay.
9. Provided, always, however, that the Contractor shall, at the time of such
delay, if any, demand of the Village, in writing, such additional time within
which to complete the performance of the Contract. The Contractor will be
required to notify the Village within three (3) days of such delay, stating the
reason for same. If the Contractor does not notify the Village in writing, within
three (3) days of the delay, no request for extension of time will be approved.
C. Insurance; Indemnification bidder is
1. Insurance Requirements. In the submission of a bid, the
certifying that it has all the insurance coverage required by law or that
would normally be expected for the bidder's type of work. In addition, the
bidder is certifying that, as the successful bidder/contractor, upon
execution of the contract, it will provide insurance of such types and in
such amounts as may be necessary to protect itself and the interests of
the Village against all hazards or risks of loss contemplated by the
contract. The Village shall be named as an additional insured on all
applicable insurance policies. Satisfactory certificates of insurance shall
be filed with the Village upon execution of the contract. The certificates
shall state that thirty (30) days advance written notice will be given to the
Village before any policy covered thereby is changed or canceled.
Insurance coverage shall be in the following minimum amounts:
Limit/ Limit/
Type of Insurance Ea. Occurrence Aggregate
General Liability
Bodily Injury $1,000,000 $3,000,000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $1,000,000 $1,000,000
Property Damage $1,000,000 $1,000,000
2. Indemnification. The contractor shall indemnify and save harmless the
HVAC Maintenance 33
Village, its officers, employees and agents from any and all liability,
losses or damages, including attorney's fees and costs of defense, the
Village may suffer as a result of claims, demands, suits, actions or
proceedings of any kind or nature, including workers' compensation
claims, in any way 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
attorney's fees and all costs and other expenses arising therefrom or
incurred in connection therewith; and, if any judgments shall be rendered
against the Village in any such action, the contractor shall, at his own
expense, satisfy and discharge same. The contractor expressly
understands and agrees that any bonds, letters of credit or insurance
protection required by the contract, or otherwise provided by the
contractor, shall in no way limit the responsibility to indemnify, keep and
save harmless and defend the Village as herein provided.
The contractor agrees to defend and hold harmless the Village from and
against all demands, claims, suits, costs, expenses, damages and
adjustments based upon any infringement of any patent relating to
goods specified in the contract, and on account of the Village's use of
any copyrighted or uncopyrighted, 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
HVAC Maintenance 34
that no owner, officer, or director is barred from contracting with
any unit of state or local government as a result of violating the bid
rigging or bid rotating provisions contained in 720 ILCS 5/33E-3 &
33E-4.
b. Tax Payment. The contractor certifies that it is not delinquent in the
payment of any taxes to the Illinois Department of Revenue
pursuant to 65 ILCS 5/11-42.1-1.
c. Drug Free Workplace Act. The contractor will comply with the
requirements of the Drug Free Workplace Act if the contract is
$5,000 or more, and it has more than 24 employees at the time of
entering into the contract pursuant to 30 ILCS 580, et seq.
d. Preference to Veterans Act. The contractor will comply with the
Preference to Veterans Act, 330 ILCS 55, et seq.
e. Non -Discrimination. The contractor will comply with the Illinois
Public Works Employment Discrimination Act, 775 ILCS 10/1, et
seq.
f. 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.
g. Compliance with Freedom of Information Act Request. Section 7 of
the Illinois Freedom of Information Act (FOIA), 5 ILCS 140/7,
applies to public records in the possession of a party with whom
the Village has contracted. The Village will have only a very short
time from receipt of a FOIA request to comply with the request, and
there is a significant amount of work required to process a request,
including collating, and reviewing the information. The
bidder/contractor acknowledges the requirements of FOIA and
agrees to comply with all requests made by the Village for public
records (as that term is defined by Section 2(c) of FOIA) in the
undersigned's possession and to provide the requested public
records to the Village within two (2) business days of the request
being made by the Village. The bidder/contractor agrees to
indemnify and hold harmless the Village from all claims, costs,
penalties, losses, and injuries (including but not limited to attorney's
fees, other professional fees, court costs, and/or arbitration or other
dispute resolution costs) arising out of or relating to its failure to
HVAC Maintenance 35
provide public records to the Village under the contract.
E. Work Guaranty
1. General Guaranty. Neither partial or final payment, nor any provision in
the contract, nor partial or entire use of the product/Work embraced in
the contract by the Village, or the Public shall constitute an acceptance
of work not done in accordance with the contract or relieve the contractor
of liability in respect to any express warranties or responsibility for failure
to comply with the terms of those contract documents.
Unless otherwise expressly provided in the Specifications, in the event
any defects or imperfections in the materials or workmanship to be
furnished by the contractor herein appear within the period of two (2)
years from the date of completion of all the Work and acceptance thereof
by the Village, the contractor will, upon notice from said Village (which
notice may be given by letter to said contractor to the business address
of the contractor shown in the proposal), repair and make good at his
own cost any such defects or imperfections and replace any defective or
imperfect materials or workmanship with other materials or workmanship
satisfactory to said Village, and furnish all such new materials and labor
as may be necessary to do so; and in the event of the failure, refusal or
delay of said workmanship or materials said Village may do so or have
same done by others, and said contractor and surety or sureties on the
bonds given for the faithful performance of the contract shall be liable to
the Village for all damages and expenses occasioned by such failure,
refusal or delay. All details of warranties shall be included with the bid.
Warranty work shall be at no additional expense to the Village.
Manufacturer warranties and guaranties shall be submitted with the bid
and shall be considered a part of the contract where such specifications
meet the minimum bid Specifications.
2. Maintenance Bond. A maintenance bond or a maintenance letter of
credit is required. This maintenance bond or maintenance letter of credit
amount shall consist of ten percent (10%) of the final project cost; it shall
be posted by the contractor with the Village upon completion of all Work;
and it shall be valid and effective for a period of two (2) years after the
final acceptance of such Work by the Village for the purpose of
guaranteeing against and securing the correction of any defect in
material or workmanship furnished for such improvements, latent in
character and not discernible at the time of final inspection or
acceptance by the Village of Mount Prospect.
F. Miscellaneous Contract Requirements
1. Contract Alterations. No amendment of a contract shall be valid unless
HVAC Maintenance 36
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. Nonassiqnatil . 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.
HVAC Maintenance 37
Have any complaints against the business been filed with the Illinois Commerce
Commission, the Office of the Illinois Attorney General, or any other r govern mental
body during the period of one year prior to the date of this propo EIYESF-� NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental
body, and may take into consideration any complaints and/or pending complaints
made against the business or owner.
In submitting this Proposal Form requesting award of the Village of Mount Prospect for
the Concrete Flatwork, I hereby certify that:
1 1 will not assign or subcontract Concrete Services for the Village without
prior written approval of the Corporate Authorities of the Village of Mount
Prospect;
2. Neither 1, nor any person who will be working on my behalf, has been
convicted under the laws of Illinois or any other state of an offense which
under the laws of this state would be a felony involving the theft of
property, violence to persons, or criminal damage to property. Please
note that in the case of a person whose last conviction was more than
two years past, and can demonstrate a compelling showing that he/she
is nevertheless fit, such person or operator may be approved by the
Village Manager if otherwise eligible;
3. 1 am not barred by law from contracting with the Village because of a
conviction for prior violations of either Sections 33E-3 or 33E-4 of the
Illinois Criminal Code of 1965 (720 ILCS 5/33E-3 (Bid Rigging) or 720
ILCS 5/33-4 (Bid Rotating));
4. 1 am not delinquent in payment of any taxes to the Illinois Department of
Revenue pursuant to Section 11-42.1-1 of the Illinois Municipal Code (65
ILCS 5/11-42.1-1) or in any payment, fee or tax owed to the Village;
5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act
(30 ILCS 580/1, et seq.);
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS
5/2-101, et seq.), and the Rules and Regulations of the Illinois
Department of Human Rights, including establishment and maintenance
of a sexual harassment policy as required by Section 2-105 of that Article
and Act;
7. 1 shall comply with the Americans with Disabilities Act;
HVAC Maintenance
39
EXHIBIT A
(Upon award of contract, to be attached to Concrete Flatwork as Exhibit A)
QWNER INFORMATION
Owner Name:
Address
Business Name:
Business Address:-
(60 5
Home Phone: Business Phone:
CK2-11ei?'
F-1 Individual Proprietorship
R Joint Venture
■Partnership
corporation
If applicable, give names, addresses, and dates of birth of all partners, officers,
directors.
Has the applicant, business, or member of the business ever had a —
license or contract revoked, suspended, or cancelled? M YES X NO
If yes, explain in full detail on a separate sheet of paper.
Does the business currently hold a license or have a contract with any other Village
for[4 YES F-1 NO
If yes, explain in full on a separate sheet of paper.
HVAC Maintenance
38
Does the business currently hold a contract with any other Villages fear HVAC
Service (page 38)?
Yes. Bedco Mechanical specializes in providing maintenance and T&M work to a
variety of Villages and Municipalities. Currently, Bedco holds a contract with the
City of Des Plaines, Elmhurst, Fox Lake, Grayslake, Rosemont, and South
Holland. Additionally, Bedco also has contracts with the Elmhurst Park District
and the Elk Grove Park District.
Have any complaints against the business been filed with the Illinois Commerce
Commission, the Office of the Illinois Attorney General, or any other overnmantal
.
H
body during the period of one year prior to the date of this pr YES NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct Its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental
body, and may take Into consideration any complaints and/or pending complaints
made against the business or owner.
In submitting this Proposal Form requesting award of the Village of Mount Prospect for
the Concrete Flatwork, I hereby certify that:
1 1 will not assign or Subcontract Concrete Services for the Village without
prior written approval of the Corporate Authorities of the Village of Mount
Prospect;
2. Neither 1, nor any person who will be working on my behalf, has been
convicted under the laws of Illinois or any other state of an offense which
under the laws of this state would be a felony involving the theft of
property, violence to persons, or criminal damage to property, Please
note that in the case of a person whose last conviction was more than
two years past, and can demonstrate a compelling showing that he/she
is nevertheless fit, such person or operator may be approved by the
Village Manager if otherwise eligible;
3. 1 am not barred by law from contracting with the Village because of a
conviction for prior violations of either Sections 33E-3 or 33E-4 of the
Illinois Criminal Code of 1965 (720 ILCS 5/33E-3 (Bid Rigging) or 720
ILCS 5/33-4 (Bid Rotating));
4. 1 am not delinquent in payment of any taxes to the Illinois Department of
Revenue pursuant to Section 11-42.1-1 of the Illinois Municipal Code (65
ILCS 5/11-42.1-1) or in any payment, fee or tax owed to the Village;
5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act
(30 ILCS 580/1, et seq.);
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS
5/2-101, et seq.), and the Rules and Regulations of the Illinois
Department of Human Rights, including establishment and maintenance
of a sexual harassment policy as required by Section 2-105 of that Article
and Act;
7. 1 shall comply with the Americans with Disabilities Act;
HVAC Maintenance
39
8. 1 shall comply with the Illinois Public Works Employment Discrimination
Act (775 ILLS 10/1 et seq.); and
9. All of the information I have provided in this Application has been truthfu'
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 agree to abide by the conditions set forth therein. My signature below indicates my
acceptance of all such conditions and my bid for the award of the HVAC Maintenance
bid.
Name of Company:
REUMMEM=
Phone Number:
Date: 5�0'd
-Tc
f, -,- k d �"�i �-
"
The bidder must use the official firm name, and the authorized representative must sign.
HVAC Maintenance
40
Village of Mount Prospect Public Works Department
HVAC Maintenance
FROM:— d Ie t, f- ( 11 qvi , (c, I
M; R -. I Is Is -
TO: Office of the Village Manager, 3rd 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 the
required services and with the Bid Documents which include:
Notice to Bidders
Table of Contents
General Conditions
Specifications
Bid •
rfvmrrrT.
Bid Security
Bid Sheet
• 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
:•r` acknowledges it understands all the requested services for which it has submitted
a bid.
The •r` 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.
HVAC Maintenance
41
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 describe(v
in the General Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
provided below:
Addendum Addendum Date Acknowledgement by Bidder or Authorized Date
No. Representative Acknowledged
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 (110%) percent of the amount bidrm of (check one):
Bid Bond Certified Check �� Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders".
HVAC Maintenance
42
1) Bid Form
2) Affidavit — Bid Certification Form
3) Bid Security
4) Bid Sheet(s) — Concrete Flatwork
Name of Firm/Bidder:
RM
Date:
All
17rlf,je, -
Contact Information:
Official Address:
S- q t � C, 11, / ( ri
6 06,
w
Telephone:
Email: �k Vi4 (4
j
ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS (PAGES 39-51) ALONG WITH THE AFFIDAVIT —
BID CERTIFICATION FORM AND BID SECURITY SHALL BE SUBMITTED IN A SEALED MARKED ENVELOPE.
HVAC Maintenance
43
Company/Firm Name:
.,r
rC 1 Ck4
4 mow, ( 1 61 1 �It V11 �V I J
I - #
# # 1111 R 11111111111 1111 1111
undersigned, A, A f A-4 "L , being first duly sworn on oath, deposes
and states that he or she is V r (sole owner,
partne joint ventured, President, Secretary, etc.)
Of ", , d 10 �fA e& 0' '�Ij and has the authority to make
(Name of Company)
certifications required by this affidavit.
R• z".1 q -11M M-1
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 sharn bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in
the proposed contract.
Section 11 Bid Rigging and Rotating
Cl�
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
I
,aws 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.
6 A 110 M 2=- W -M IT41
The undersigned further states that � � � (C '/� 9 ( �-c .0 ('� I
(Name of Company)
HVAC Maintenance
44
requirements of that Act.
The undersigned further states that is
(Name of Company)
not delinquent in payment of any taxes to the Illinois Department of Revenue, in
accordance with Illinois Compiled Statues, 65 ILCS 5111-42.1. 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 Village 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 )(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
tre 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.
T'
Signed By:
Title:
M
contained in this Affidavit is true and correct.
nature
HVAC Maintenance
45
Zrlrn•=
a
Signed and sworn to before me this day of 2024.
Number Mont
My commission expires:
N
- A - - -
ARAN A CRUZ
Official
Official Seal
Notary Public State of Illinois
otar y P. b ji,
My C.""ni"i on E.
My Couirnission Expires Aug 16, 2026
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Included with this bid is a bank cashier's check, certified check or bid bond in the amount
of 7, q1A , being ten percent (10%) of the total amount bid by
ed ec Ae t the bidder, in favor of the Village of Mount
Prospect. It is hereby agreed that, should bidder be awarded the contract for services
contemplated under this bid and fail or refuse to execute a contract for the performance
of said services, or to provide the required payment and performance bonds, or letter of
credit, and certificate of insurance, then this security, in the amount stipulated above, shall
be forfeited and may be retained by the Village of Mount Prospect as liquidated damages
and not as a penalty. All bids to remain firm for a period of ninety (90) days after bid
opening date. rd
SUBMITTED THIS - i DAY OF T&A ,2024.
SEAL (if corporation)
Bidder:
C(
Bidder's Agent Agent's Title
Title py-r.�, / � , -f
Note: If bidder is a partnership, the bid must be signed by at least two of the partners. 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 T t 0
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attacnea aocuments.—All Dias are io Be 5
50 South Emerson Street 3rd, Floor, Mount Prospect, Illinois, 60056, prior to 1:00 p.m.
on Monday, June 3, 2024.
SCHEDULE OF PRICES
We will perform the services as outlined in the HVAC Maintenance sheets for sums as
follows:
EQUIPMENT
Village Hall
LISTED ABOVE
July 1 s 2024 to Jan
Dec 31st 2024 ; Dec
Is' 2025 to
31s' 2025
Jan
Dec
Ill 2026 to
31st 2026
Police Headquarters
Fire Station #12
Fire Station #13
Fire Station #14
Public Works
Emergency Ops I�IIIICenter
Community Connection Center
Train Station
--- -------
10 S Pine
Fire Station #11
301 S Maple
101 / 103 S Maple
Total Price for Year
IA
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Submitted this day of (AI 2024.
For all bids to remain firm for thirty (90) days. Mark outside of the envelope: "Concrete
Flatwork" and deliver to the Village Manager's office at 50 South Emerson Street 3rdFloor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., Monday, June 3, 2024- A
/ I ( (' � Ck"l 4
Name of Company/Firm
6C05
Address of Company/Firm
'A
Phone:
Date submitted: 2024
Also, note any exceptions to the specifications.
� ,-"4
Company Owner
Address City, State, Zip Phone #
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CONTRACT
Village of Mount Prospect
HVAC Maintenance
THIS AGREEMENT (hereinafter the "Contract") is entered into by and between the
Village of Mount Prospect, an Illinois home rule Villa (hereinafter the "Village"), and
f*0 re an H V4(' C� "( _, located at
6 Illinois, (hereinafter the "Contractor").
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 tinder this
Contract. The existence of this Contract does not exempt such individuals from
compliance with such laws or ordinances, nor does it convey any special rights
or privileges upon those individuals.
Contractor shall meet all applicable licensing requirements of the Village.
In addition, Contractor is required to comply with all federal, state, county and
municipal laws and ordinances, including the following:
a. Provide a drug free workplace pursuant to the Illinois Drug Free Workplace
Act (30 ILCS 580/1, et seq.);
b. Comply with the Illinois Public Works Employment Discrimination Act (775
ILCS 10/1 et seq.);
c. Comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et
seq.), and the Rules and Regulations of the Illinois Department of Human
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
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term of all public contracts, which states as follows:
Title 44, Part 760, Section 750, APPENDIX A, Illinois Administrative Code, Equa!
Employment Opportunity Clause
In the event of contractor's non-compliance with the provisions of this Equal Employment
Opportunity Clause, the Illinois Human Rights Act or the Rules and Regulations of the
Illinois Department of Human Rights ("Department"), contractor may be declared
ineligible for future contracts or subcontracts with the State of Illinois or any of its political
subdivisions or municipal corporations, and the contract may be cancelled or voided in
whole or in part, and such other sanctions or penalties may be imposed or remedies
invoked as provided by statute or regulation. During the performance of this contract, the
contractor agrees as follows:
1 ) That it will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, marital status, national origin or ancestry, age,
physical or mental handicap unrelated to ability, or an unfavorable discharge from military
service; and further that it will examine all job classifications to determine if minority
persons or women are underutilized and will take appropriate affirmative action to rectify
any such underutilization.
2) That, if it hires additional employees in order to perform this contract or any portion
thereof, it will determine the availability (in accordance with the Department's Rules) of
minorities and women in the area(s) from which it may reasonably recruit and it will hire
for each job classification for which employees are hired in such a way that minorities and
women are not underutilized.
3) That, in all solicitations or advertisements for employees placed by it or on its
behalf, it will state that all applicants will be afforded equal opportunity without
discrimination because of race, color, religion, sex, marital status, national origin or
ancestry, age, physical or mental handicap unrelated to ability, or an unfavorable
discharge from military service.
4) That it will send to each labor organization or representative of workers with which
it has or is bound by a collective bargaining or other agreement or understanding, a notice
advising such labor organization or representative of the contractor's obligations under
the Illinois Human Rights Act and the Department's Rules. If any such labor organization
or representative fails or refuses to cooperate with the contractor in its efforts to comply
with such Act and Rules, the contractor will promptly so notify the Department and the
contracting agency and will recruit employees from other sources when necessary to fulfill
its obligations thereunder.
5) That it will submit reports as required by the Department's Rules, furnish all
relevant information as may from time to time be requested by the Department or the
contracting agency, and in all respects comply with the Illinois Human Rights Act and the
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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 t#
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 contractorwill 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.
A66", I :� �e9 ; o
rai,A 7 f the...
1961 'I'll ra
WON,
Title ", Part 760, 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. LOGBOOK, 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.
•M •'
PAYMENT
Payment under the Contract will be made in accordance with the Illinois Local
Government Prompt Payment Act, 50 ILCS 505/1 et seq.
HVAC Maintenance 52
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 tinder subsections a through h of
this Section for not less than one (1) year after completion of this contract.
10. CONTRACT TERMINATION
The Village and Contractor reserve the right to terminate the Contract at any time
upon ten (10) days advance written notice to the other party. In addition to the
provisions set forth in Section General conditions (A,6) for immediate termination,
failure of Contractor to perform any aspect of this Contract properly and/or to
provide proper treatment to the general public, in the sole discretion of the Village,
is cause for immediate termination of the Contract without prior notice.
11. LENGTH OF CONTRACT
This Contract shall be in effect beginning July 1, 2024, and shall remain in effect
until December 31, 2026, with an optional two (2) one (1) year extensions, unless
terminated by either party under the conditions specified in Section 10, Contract
Termination. The two (2) one (1) year extensions must be mutually agreed upon
by the Village and the contractor by December 31 of the preceding year. An
annual compensation adjustment of the base contract price will be made on an
annual basis equal to the average monthly percentage change of the Chicago
CPI -U for the previous twelve-month period with 2% minimum and 4% maximum
protections. The rate adjustment shall take effect each year beginning on
January 1, 2027.
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12. COMPLIANCE WITH FREEDOM OFINFORMATION 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 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 au I'll [-It- I ' -` I R1
requests made by the Village for public records (as that term is defined by Secti•
2(c) of FOIA) in its possession and to provide the requested public records to t
Village within two (2) business days of the request being made by the Villag
Contractor agrees to indemnify and hold harmless the Village from all claim
costs, penalty, losses, and injuries (including but not limited to, attorney's fee, -
other professional fees, court costs and/or arbitration or other dispute resoluti•
costs) arising out of or relating to its failure to provide the public records to t
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 Co.k, 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. INTERPRETATIOR
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 this day of 2024,
HIM
M
Karent Agoranos, Village Clerk Corporate Name:
BY: IV
—4-4�—
Attest: %.
Secretary (Corporate Seal)
HVAC Maintenance 55
Industrial & Commercial H.V.A.C. Services
546 Zenith Drive Glenview, IL 60025 -- (847) 297-2665 --lax: ('847) 297- 5 177 - BedcoSalesLail.com
,&m_
Elmhurst Park District
Angela Ferrentino, Director of Facilities — (630) 675-4979 — Aferrentino@epd.org
186 S West Ave, Elmhurst, IL 60126
Village of Fox Lake
Mikaela Urbanik-, Public Works — (847) 587-8570 — Urbanikm(i_�foxlake.org
66 Thillen Drive Fox Lake, 11, 60020
Village of Rosemont
Bryan McMullin, Buildings Manager- (847) 209-5992- McMullinB oavillageofrosemont.org
27 Jennie Finch Way, Des Plaines, IL 60018
Village of Elmhurst
Andy Czorniak, Building Maintenance Supervisor — (630) 530-3313 - Andy. Czomiak(&elmhtwst.org
985 S Riverside Dr, Elmhurst, IL 60126
"SERVICE IS OUR MAIN BUSINESS"
BEDCMEC-01 i
CERTIFICATE OF LIABILITY INSURANCE'`''°°'�"�„�,
41,a41,2nnn
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer ri hts to the certificate holder In lieu of such endorsement(s).
PRODUCER M�CT
AssursdPartners of IL, LLC
25 Northwest Point Blvd. Ste 625
Elk Grove Vlllaae. IL 600t�7
INSURED
Bedco Mechanical, Inc
546 Zenith Drive
Glenview, IL 60025
758.1000
COVERAGES CERTIFICATE NUMBER: 053124 REVISION NUMBER -
758»1200
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
...____.._..._ _ w,..._._ _.. _.__._.___
_..__ , __ . LTR
INSR TYPE OF INSURANCE ADDL $IIBR POLICY NUMBER POLICY EFF POLICY' EXP LIWBT$
A
X COMMERCIAL GENERAL LIABILITY
EACH OCCURRENCE
$ 1,000,000
_.
CLAIMS -MADE X OCCUR
CPA94'70056
12/19/2023
12/19/2024
DAMAGE TO RENTED �_..._.__.._...__._...___..._._
__.._._.._._..__
100,000
MED EXP An one meson
10,000
_.._......___..,_..__._.......__.._...__.___.._.....:..._. ._.
PERSONAL & ADW INJURY
$ 1,000,000
GEWL AGGREGATE LIMIT APPLIES PER:
GENERAL AGGREGATE
$ 2,000,000
POLICY' X RqLOC
_._._ PIECT _�
PRODUCTS ..CDAAPJOP_AGG_.._.._.
_._
�`,0, 000
OTHER
B
AUTOMOBILE
LIABYLrT1(
COMBINED SINGLE LIMIT
AFAA'�5"l tl..._......__ .,.._ ._........
_$_........... ..... __....._1,iiii(i,ili)tl
X
ANY AUTO
1000144020
12/1912023
12/1912024
BODILY INJURY_(Per
AUTOppS ONLY µ AUTNO5UyyL�pEDpp
BO�pILY0PE.IN
AUTOS AU�TO50NLY
�Pe c#d nI AMAGE.__._
$
ONLY __.
B
X
_ ._
UMBRELLA LM X OCCUR
EACH OCCURRENCE
__._..___..__......_.__.w..._..._._.._..__..._
$ 2,000,000
_-
EXCESS uAS CLAIMS -MADE
CXL9470066
12/19/2023
12/19/2024
AGGREGATE
..._._.___._.._..___..___. ....._
2,000,000
DED RETENTION $
$
C.
WORKERS COMPENSATION
AND EMPLOYER$" LIABILITY
XPER OTH.
__.._ 5TATU.151 LR
_._,...._._......_
Y i N
ANY PROPRIETORIPARTNER/EXECUTIVE
FIC, EM EXCLUDED? N
NIA
TWC4346385
12/19/2023
12/19/2024
E.L EACH ACCIDENT _
- - -
600,000
....•.- --
andatary [n Nt4i
SOii,ii0i
If Se, describe under
E.L DISEASE - EA EMPLOYEE
_......._._.___.__.._ „
$
500,000
DESCRIPTION OF OPERATIONS below
E.L. DISEASE • POLICY LIMIT
$
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Addklonal Remarks Schedule, may be attached if more space IS required)
Proof of insurance.
CERTIFICATE HOLDER CANCELLATION
ACORD 25 (2016103) 01988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Villa of Mount Prospect
p
50 S. Emerson
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
Mount Prospect, IL 60056
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016103) 01988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD