HomeMy WebLinkAbout7. Village Manager's Report 02/15/2011Village of Mount Prospect
Fire Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FIRE CHIEF
DATE: FEBRUARY 3, 2011
SUBJECT: AUDIOVISUAL SYSTEMS FOR THE EMERGENCY
OPERATIONS CENTER — BID RESULTS
The Fire Department is requesting Village Board approval to award a contract for the
furnishing, delivery, and installation of audio /visual systems for the Emergency
Operations Center (EOC) in an amount not to exceed $95,153.
Background
In 2010, the Fire Department hired an audio /visual systems consultant to prepare bid
specifications and drawings for the audio /visual systems at the Emergency Operations
Center (EOC). The audio /visual systems are a vital component of the EOC, providing
staff with the necessary tools to effectively manage and oversee any local emergency
situation. The audio /visual system is one of the last large purchases needed to make
the EOC fully functional for the Village.
The audio /visual systems will operate equipment in three rooms of the EOC including
the Command Room, Multi- Purpose Room, and Break Out Room. Some of the
important features and /or functionality of the systems are as follows:
• Projector in the Command Room (will project onto existing screen on south wall)
• Work Station in the Command Room where systems controls will be located
• Ability to control the media /images displayed on all of the LCD monitors in the
Command Room, Multi- Purpose Room, and Break Out Room
• Ceiling speakers in the Command Room and Multi- Purpose Room
• DVD players in both the Command Room and Multi- Purpose Room
For a comprehensive list of all of the system components see Attachment 1 —
Emergency Operations Center (EOC) Audio/Visual Equipment List.
Audio /Visual Systems for the Emergency Operations Center — Bid Results
February 3, 2011
Page 2
Bid Results
The bid documents were sent to twelve (12) audio /visual vendors for review and the bid
notice and bid specifications were posted both on the Village's website and in a local
newspaper. Eight (8) bids were received on January 25, 2011 and the results are as
follows
Advanced Communications Inc.
$ 95,153.00
Interstate Electronics Company
$ 95,950.00
Frostline Inc.
$ 99,085.65
Sound Incorporated
$107,379.00
Sensory Technologies
$109,243.00
Midwest Computer Products Inc.
$110,591.00
United Visual, Inc.
$111,454.00
Pentegra Systems LLC
$137,955.00
Staff reviewed all of the bids received and determined that Advanced Communications
Inc. is the lowest responsible bidder for the audio /visual systems project. Advanced
Communications has completed numerous municipal projects in the Chicago area
including: Hoffman Estates, Elk Grove, Glenview, Orland Park, Highland Park and
Streamwood.
Recommendation
I recommend Village Board approval of a contract for the audio /visual systems for the
Emergency Operations Center (EOC) to Advanced Communications Inc. of Michigan
City, Indiana in an amount not to exceed $95,153. There are sufficient funds in the
Phase I Project accounts for this purchase.
John J. Malcolm
JM /cl
Attachment
M: \1 Archives \01 January\EOC AV System VB Memo - CL (2- 3- 11).docx
ATTACHMENT 1 AUDIO, VIDEO, & CONTROL SYSTEMS
EMERGENCY OPERATIONS CENTER (EOC) AUDIO /VISUAL EQUIPMENT LIST
2.1 COMMAND ROOM —SOUND REINFORCEMENT SYSTEM
A. Digital Signal Processor:
1. Biamp AudiaFLEX (1 unit)
a. Provide with input and output cards as required
b. VOIP -2 Voice Card (1 unit)
C. PA2 amplifier card (1 unit)
d. IP2 mic /Line cards (6 units)
e. OP2e mic /line output cards (4 units)
B. Power Amplifiers:
1. Crown CTs 600 power amplifier (2 units)
C. Loudspeakers:
1. Directional Speakers
a. James Loudspeakers 62CA8 (program sources) (2 units)
i. Angled ceiling speaker
ii. 6.5" low frequency driver
2. Ceiling Speakers
a. James Loudspeakers 62CS (4 units)
i. Flush mount ceiling loudspeaker
ii. 6.5" low frequency driver
3. Install ceiling speakers in recessed enclosures unless otherwise noted
4. Provide with tile support brackets as needed
5. Color as per Architect
D. Input /Output Panel Wall Mounted (replace existing 3 -gang plate):
1. Provide wall panel connector plates with connectivity as shown on drawings
2. Custom plates by ProCo, Whirlwind, or Panel Crafters.
3. Plate to be laser etched aluminum
4. Utilize FSR CI -5BWPA active VGA amplifier for all panel mounted HD -15 and 3.5mm audio
connections
a. Built in cable equalization
b. Balanced audio output.
5. Plate color as per Owner's request
6. Provide detail of all custom plates with submittals
E. Equipment Rack (located in MDF room):
1. MAP ERK -3525 or approved equal. (qty as required)
a. Vented top.
b. LACE cable lacer strips
i. Cables are not to be laced to rack rails or equipment
C. Locking rear door vented at bottom only.
d. All equipment racks to adhere to appropriate methods of thermal management
i. Provide blank and /or vented rack panels as necessary
ii. Provide magnetic vent blockers as necessary
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1 AUDIO, VIDEO, & CONTROL SYSTEMS
F. Power Sequencing: Middle Atlantic Modular Power System.
1. MPR -SEQ Sequencing Controller (1 unit)
2. RLM -20 -1C stand alone power module (1 unit)
3. Use existing power strip on site (as required)
G. EMI /RFI Surge Protection
1. Provide New Frontier Electronics Surge -X unit(s) for DSP protection.
2. Provide EFI Electronics surge protection for amplifiers.
H. Source Devices:
1. Flash Drive Recorder
a. Denon PMD -580 (1 unit)
b. Provide with 8GB Flash Card (1 unit)
2. Convert stereo output to mono output via RDL TX -LC2 series audio combiner
3. Provide signal attenuation (pad) as necessary to achieve desired signal level.
Wireless Microphones
1. Shure UHF -R Series
a. Shure UR -4 Series Receiver
(1 unit)
i. Diversity Receiver
ii. Includes power supply and antenna distribution
b. Shure UR -1
(1 unit)
C. Shure Body Pack Transmitter
(1 unit)
i. Standard Beltpack transmitter
d. Countryman B6 lavalier microphone
(lunit)
e. Countryman E6i Earset microphone
(lunit)
i. Provide with (1) Countryman EarClip per unit
2. Antennas to be remotely mounted as per drawings
3. Provide antenna amplification as necessary
4. Operating frequencies shall be selected so as to avoid interference.
Tuning & Training
1. Provide minimum of four (4) hours of formal instruction to Owner. Training blocks to be min. of 1
hour in length.
K. Cable
1. Provide the following cable as specified on the drawings and in this specification
2. Provide Plenum rated cable where required
3. Loudspeaker cable
a. West Penn 227 (12 -2 unshielded) plenum if required
4. Mic /Line cable
a. West Penn 452 (22 -2 shielded) plenum if required
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1
2.2 COMMAND ROOM —VIDEO SYSTEMS
A. Projector
AUDIO, VIDEO, & CONTROL SYSTEMS
1. Christie Digital DHD -800 Video /Data Projector (1 unit)
a. 8000 lumen 16:10 aspect ratio
b. Provide with long throw lens as required (1 unit)
C. Provide with wired remote control system.
d. Provide with Peerless ceiling mount and extension column for fixed installation.
B. Projection Screen:
1. Installed by Owner
2. Provide with wired low voltage controller for motorized screen
C. Signal Routing & Transport
1.
Crestron DM- MD16X16 Digital Media Matrix
(1 unit)
2.
DMC- CAT -DSP DM CAT input card
(2 units)
3.
DMC -HD -DSP HDMI Input card
(2 units)
4.
DMCO -22 DM CAT output card
(2 units)
5.
DM -RMC -100 -1 DM room controller and receiver
(1 unit)
6.
DM- RXI -1G DM wall plate receiver
(6 units)
7.
DM -TX- 200 -2G DM wall plate transmitter — HDMI & VGA
(1 unit)
8.
DM -TX- 400 -3G DM wall plate transmitter— HDMI, VGA, and video
(1 unit)
9.
Provide break out and adaptor cables as necessary
10.
Installer must be Crestron DMC -E certified at time of bid.
D. Source Devices
1. Blu -Ray Player
a. Pioneer BCP -V6000 (1 unit)
2. Digital Tuner
a. Contemporary Research 232 -ATSC+ HDTV Tuner (1 unit)
E. Broadband Video System
1. Provide Blonder Tongue signal amplification, splitters, and taps as required
2. Drawings detailing device locations, cable types, cable lengths, tap settings, amplifier settings, etc.
to be included with submittal drawings.
F. Flat Panel Displays
1. LG Commercial 55LD520C 55" LCD TV's (6 units)
2. Provide with Peerless ST -660 series tilt wall mount (6 units)
3. Cable TV's as per drawings
4. LCD TV's provided and installed by owner
G. Miscellaneous Equipment:
1. Interconnect cables as required
H. Training
1. Provide minimum of four (4) hours of formal instruction to Owner. Training blocks to be min. of 1
hour in length.
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1
AUDIO, VIDEO, & CONTROL SYSTEMS
Cable
1. Provide the following cabling for video distribution as per drawings
a. Belden 1695A Coax
b. Crestron DM -CBL Digital Media Cable
C. Serial data cable stranded shielded pair cable, as necessary according to good engineering
practice.
d. Verify cable type to be adequate for length of signal run
2. Provide plenum rated cable as required.
2.3 COMMAND ROOM —CONTROL SYSTEM
A. Control System Processor
1. Crestron PR02 Control processor
a. Card frame
2. Provide processor with all accessories for required interconnection
a. 1/0 cards, frames, internet connectivity, external power supply
b. Provide connectivity as shown on drawings.
B. User Interface
1. Crestron TPS -6X
a. 6" wireless touch screen LCD
b. Provide with desktop docking station
2. Provide with CEN- HPRFGVV wall mounted wireless access point
(lunit)
(2 units)
C. Programming:
1. Contractor to provide system programming by a Crestron certified CAIP
2. Control menus are to be laid out as per architect and approved by consultant.
3. Control system to interface with and control all components as laid out on the drawings.
D. Devices to Control
- Audio DSP
- All Playback Devices
- Projector
- Projector Screen
- Lighting (if required)
- Recording Device
- All Displays
- Video Matrix
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1 AUDIO, VIDEO, & CONTROL SYSTEMS
2.4 MULTI - PURPOSE ROOM —AUDIO SYSTEM
A. Input /Output Panel
1. Provide wall panel connector plates with connectivity as shown on drawings
2. Custom plates by ProCo, Whirlwind, or Panel Crafters.
3. All plates to be laser etched aluminum
4. Utilize FSR CI -5BWPA active VGA amplifier for all panel mounted HD -15 and 3.5mm audio
connections
a. Built in cable equalization
b. Balanced audio output.
5. Plate color as per architect
6. Provide detail of all custom plates with submittals
B. Equipment Racks
1. MAP SRSR -2 -12 rail rack to be mounted in existing cabinet. (qty as required)
a. LACE cable lacer strips
i. Cables are not to be laced to rack rails or equipment
b. Provide blank and /or vented rack panels as necessary
C. Power Sequencing: Middle Atlantic Modular Power System.
1. MPR -SEQ Sequencing Controller (1 unit)
2. RLM -20 -1C Stand alone power module (1 unit)
3. Use existing power strip on site (as required)
D. EMI /RFI Surge Protection
1. Provide New Frontier Electronics Surge -X unit(s) for DSP protection.
2. Provide EFI Electronics surge protection for amplifiers.
E. Tuning & Training
1. Provide minimum of two (2) hours of formal instruction to Owner. Training blocks to be min. of 1
hour in length.
2.5 MULTI - PURPOSE ROOM — VIDEO SYSTEM
A. Signal Routing & Transport
1.
Crestron DM -MD8x8 Digital Media Matrix
(1 unit)
2.
DMC- CAT -DSP DM CAT input card
(3 units)
3.
DMC -HD -DSP HDMI Input card
(2 units)
4.
DMCO -20 DM CAT output card
(1 units)
5.
DM -RMC -100 -1 DM room controller and receiver
(2 units)
6.
DM- RXI -1G DM wall plate receiver
(6 units)
7.
DM -TX- 200 -2G DM wall plate transmitter — HDMI & VGA
(1 unit)
8.
DM -TX- 400 -3G DM wall plate transmitter— HDMI, VGA, and video
(1 unit)
9.
Provide break out and adaptor cables as necessary
10.
Installer must be Crestron DMC -E certified at time of bid.
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1
B. Source Devices
1. Blu -Ray Player
a. Pioneer BCP -V6000
2. Digital Tuner
a. Contemporary Research 232 -ATSC+ HDTV Tuner
C. Flat Panel Displays
1. LG 60PS60C 60" Plasma with RS232 control
2. Provide with Peerless ST -670 series tilt wall mount
3. LCD TV's provided and installed by owner
D. Miscellaneous Equipment:
1. Interconnect cables as required
(1 unit)
(1 unit)
(2 units)
(2 units)
E. Training
1. Provide minimum of two (2) hours of formal instruction to Owner. Training blocks to be min. of 1
hour in length.
F. Cable
1. Provide the following cabling for video distribution as per drawings
a. Belden 1695A Coax
b. Crestron DM -CBL Digital Media Cable
C. Serial data cable stranded shielded pair cable, as necessary according to good engineering
practice.
d. Verify cable type to be adequate for length of signal run
2. Provide plenum rated cable as required.
2.6 MULTI - PURPOSE ROOM — CONTROL SYSTEM
A. Control System Processor
1. Crestron PR02 Control processor
a. Card frame
2. Provide processor with all accessories for required interconnection
a. 1/0 cards, frames, internet connectivity, external power supply
b. Provide connectivity as shown on drawings.
B. User Interface:
1. Crestron TPS -6X
a. 6" wireless touch screen LCD
b. Provide with desktop docking station
2. Provide with CEN- HPRFGVV wall mounted wireless access point
(lunit)
(1 unit)
C. Programming:
1. Contractor to provide system programming by a Crestron certified CAIP
2. Control menus are to be laid out as per architect and approved by consultant.
3. Control system to interface with and control all components as laid out on the drawings.
AUDIO, VIDEO, & CONTROL SYSTEMS
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
ATTACHMENT 1
D. Devices to Control
- TV Displays
- DVD Player
- Video Matrix Switching
2.7 BREAK OUT ROOM —VIDEO SYSTEM
A. Flat Panel Displays
1. LG 47LD450C 47" Commercial LCD display
2. Provide with Peerless ST -670 series tilt wall mount
3. LCD TV's provided and installed by owner
2.8 SLEEP /CHANGING ROOMS —VIDEO SYSTEM
A. Flat Panel Displays
1. LG 32CH300C 32" LCD display
2. Provide with Peerless ST -635 series tilt wall mount
3. LCD TV's provided and installed by owner
2.9 COMMON WORKSTATION DESK
AUDIO, VIDEO, & CONTROL SYSTEMS
(1 unit)
(1 unit)
(2 units)
(2 units)
A. Marshall Furniture MDGR -55
1. Portable Custom Work Station
2. Wood finish by Owner
3. Heavy duty casters, keyboard drawer, equipment rack space, wire access & black work surface
4. Refer to drawing detail
Mount Prospect Emergency Operations Center Audio, Video, & Control Systems
Rev. 12/29/2010 Div. 11130
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
(P.
TREE CTIY USA
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: JANUARY 26, 2011
SUBJECT: BID RESULTS - SHADE TREE FURNISHING AND PLANTING - $87,808.00
BACKGROUND
Bids were recently opened for the provision and installation of parkway trees. As in the past, bid
prices were sought for 1 -1/2 ", 2 ", 2 -1/2" and larger trees. We also asked bidders to quote prices for
"enhanced planting sites" - larger pits with amended backfill - which we may order on a small number
of trees being planted in very poor soil. Bid prices are good through December, 2011.
BID RESULTS
Sealed bids for this contract were opened on January 17, 2011. Fourteen invitational bids were mailed
and a notice to bidders was published in a local newspaper. Twelve bids were received. It should be
noted that no one bidder submitted the low price on all sizes /species requested.
DISCUSSION
At this time, we do not know the exact quantity, sizes and species we will need to order during the
coming year. However, from the bid results it appears that there will be enough trees available to
supply our planting programs.
In the 2011 budget, the accounts normally used for parkway tree planting were drastically reduced
from previous years. Subsequently, this year there will be no Cost Share tree planting program.
However, funds totaling $57,808.00 were budgeted for risk replacement trees, new construction
plantings, Com Ed and accident replacements, as well as a small number of reforestation and
beautification plantings.
Additionally, we have applied for a $30,000.00 Emerald Ash Borer restoration grant. We will learn in
February if we will receive those funds. If successful, we will plant approximately 164 replacements
for removed ash trees. We will need to pay for these plantings using Village funds, then receive
reimbursement afterwards.
Note that we are not recommending buying trees from Brancato Landscaping, Inc., B & B Permanent
Seeding, Mario Gambino and Sons Landscaping, Inc. or Mike Greco Landscaping, Inc. Brancato did
not submit the required equipment list. Gambino and Sons did not submit the required equipment list
nor did they submit any references. Neither B & B Permanent Seeding nor Mike Greco submitted their
permanent place of business statements, equipment lists and their four required municipal references.
All other bidders have met our bid specifications.
HAAForestry\WORD \2011\PLANT\Memo -Plant Recommend 2011.doc
Page 2 of 2
BID RECOMMENDATION
There is a total of $57,808.00 in various tree planting accounts in the 2011 budget, as follows: Tree
Replacement -Cost Recovery Account (page 254, acct. # 001.80.82.83.0.000.576.004) $25,653.00; Tree
Replacement - Public Account (page 257, acct. #001.80.82.84.0.356.576.002) $5,230.00; Reforestation
Account (page254, acct. # 001.80.82.83.0.000.576.001) $6,604.00; Tree Replacement — Village
Account (page 254, acct. # 001.80.82.83.0.000.576.003) $20,321.00.
Additionally, if we receive the requested grant funds, we will be asking for a budget amendment to add
$30,000.00 to acct. # 001.80.82.83.0.000.576.010 (EAB Reforestation). (This account was started in
2008, funded but then cut in 2009, and not funded in 2010 or 2011.) Including the grant funds, a
maximum total of $87,808.00 would be available for 2011 tree plantings.
I recommend splitting the contract award among Huffman Landscape, ASE Elini- Scapes, Inc., Clauss
Brothers Inc., JSV Landscaping, Sanfilippo Landscape, Inc., Arthur Weiler, Inc., KGI Landscaping
Company, and Karlstedt Landscape, Inc. Total expenditures for all purchases will not exceed
$87,808.00, and each tree will be ordered from the lowest bidder for that particular size and species.
Sandy Clark
I concur:
GLEN R. ANDLER
Director of Public Works
H: \FORESTRY \WORD \2011 \PLANT MEMO -PLANT RECOMMEND 201 LDOC
INTEROFFICE MEMORANDUM
(P.
TREE CITY USA
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: FEBRUARY 8, 2011
SUBJECT: BID RESULTS —TURF MOWING— $60,000.00
BACKGROUND
Sealed bids for turf mowing in 2011 were opened on January 31, 2011. This contract is for the
mowing of publicly owned sites during the calendar years 2011 through 2013.
BID RESULTS
Twelve invitational bids were mailed and a notice was published in a local newspaper. Nine bids
were received. Bid results to mow 127 sites totaling 2,201,032 square feet are shown below.
Contractor
Lundstrom's Nursery Inc.
Northwest Landscape Services Inc
Zenith Landscaping
Milieu Design, Inc.
Gilio Landscape Contractors
Sebert Landscaping Co.
American Landscaping Co.
San Filippo Landscape
TNT Landscape Const., Inc.
2011 Total
$59,001.60
$59,377.80
$59,406.60
$68,620.80
$70,842.01
$95,640.00
$93,070.50
$161,163.60
$3,437,550.00*
*Apparent Bidding Error
2011 -2013 Total Cost
$177,004.80
$178,133.40
$178,219.80
$210,082.80
$216,246.03
$286,920.00
$293,317.80
$513,010.80
$10,625,580.00*
DISCUSSION
The bid totals above are based on an expected 30 weekly mowings per year, but we have the
ability to add or subtract mowing as determined by turf growth.
The low bidder, Lundstrom's Nursery Inc., has performed satisfactorily on multiple Village
contracts since 1993, including turf mowing, landscape maintenance, and plow damage
restoration.
Mount Prospect Public Works Department
H: \Forestry \Grounds \Word \2011 \Memo -Turf Mow Bid - 2011.doc
Page 2 of 2
BID RECOMMENDATION
Funds are available for this contract in the 2011 budget. I recommend award of a three year
mowing contract to the low bidder, Lundstrom's Nursery Inc. Year one will be in an amount not
to exceed $60,000.00. Years two and three will be in whatever amount is approved by the
Village Board in the 2012 and 2013 budgets.
Sandy Clark
I concur:
Glen R. Andler, Director of Public Works
HAForestry\Grounds \Word \2011\1\4emo -Turf Mow Bid - 2011.doe
Mn�mt Prospect
Mount Prospect Public Works Department
m
INTEROFFICE MEMORANDUM TREE MY UM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: JANUARY 17, 2011
SUBJECT: BID RESULTS - PARKWAY TREE STUMP REMOVALS - $55,000.00
BACKGROUND
Sealed bids for parkway tree stump removals were opened on January 17, 2011. This contract requires grinding
tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area with topsoil and grass seed. We
also included a provision which will allow us to extend the contract for a second year at the same bid prices, if
both the contractor and Village agree.
BID RESULTS
Fifteen invitational bids were mailed and a notice was published in a local newspaper. Five bids were received.
Bid results are as follows:
Company
Powell Tree Care, Inc.
Winkler's Tree & Landscaping, Inc.
Steve Piper & Sons, Inc.
R.W. Hendricksen Co.
Kramer Tree Specialists
Price Per Diameter Inch
0 -24"
$6.97
$7.41
$8.75
$11.84
$15.00
Price Per Diameter Inch
25" +
$7.07
$7.41
$9.00
$11.84
$19.00
DISCUSSION
At this time we do not know how many stumps will need removal, however we typically have to remove
approximately 400 -500 stumps per year. In the bid specifications we estimated that 7000 diameter inches of
stumps would need removal, with 3000 inches in the 0 -24" size class range and 4000 inches in the 25" and larger
size class. The specifications were written to allow us to assign stumps throughout the year, up to the amount
budgeted.
The low bidder, Powell Tree Care, Inc., has worked satisfactorily for us in the past on our Parkway Removal
Contracts (2007, 2008 and 2009) and our Ash Tree and Stump Removal Contract in 2008 . They also performed
commendably in our response to the August 23, 2007 windstorm.
BID RECOMMENDATION
There is $55,000.00 allocated for contractual stump removal in the 2011 budget (Page 254, Account
#001.80.82.83.0.000.576.007). I recommend award of a two -year contract to the lowest qualified bidder, Powell
Tree Care, Inc. Year one will be in an amount not to exceed $55,000.00. If year one is successful, and a contract
extension is agreed to by the Village and the contractor, year two will be in whatever amount is appropriated in
the 2012 budget.
Sandy Clark
I concur:
Glen R. Andler
Director of Public Works
H:AForestry \WORD \2011 \STUMP \MEM0 - STUMP RECOMMEND 2011.doe
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
(P.
TREE CITY USA
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: FEBRUARY 9, 2011
SUBJECT: BID RESULTS — EAB INSECTICIDE TREATMENT - $20,000
BACKGROUND
On January 31, 2011, sealed bids were opened for contractual treatment of selected Ash trees in
attempt to prevent their infestation by the Emerald Ash Borer. As authorized by the Village Board
in 2009, we have been treating these trees annually with the hope that we will be able to preserve a
small population of high quality Ash trees in our parkways. Previously, we have treated these trees
with a product called Imidacloprid. This year, due to recent research, we decided to also seek prices
for two additional promising insecticides, Tree -Age and Xytect. We also included a provision
which will allow us to extend the contract for a second year at the same bid prices, if both the
contractor and Village agree.
BID RESULTS
Eleven invitational bids were mailed and a notice was published in a local newspaper. Eight bids
and one "no bid letter" were received. The bid results were as follows:
H:AForestry \WORD \2011 \EAB INSECTICIDE BID - MEMO.doe
Base Bid (Imidacloprid)
Alternate Bid (Tree -age)
Alternate Bid (Xytect)
Tree Care Company
Price /DBH inch
Price /DBH inch
Price /DBH inch
Winkler's Tree Service
$ 1.29
No Bid
No Bid
TruGreen
$ 1.49
$
3.90
$
1.69
Davey Tree Co.
$ 1.75
No Bid
$
1.75
Autumn Tree Care Experts
$ 1.92
$
9.00
$
2.24
Spring Green Lawn Care
$ 2.00
No Bid
No Bid
Kramer Tree Specialists
$ 2.25
$
11.00
$
3.00
McGinty Bros., Inc
$ 5.00
$
9.25
No Bid
Arborworks, LLC
$ 8.00
$
12.50
$
7.75
"No Bid" letter
Nels J. Johnson
H:AForestry \WORD \2011 \EAB INSECTICIDE BID - MEMO.doe
Page 2 of 2
BID DISCUSSION
The bid specifications identified approximately 800 trees, totaling approximately 11,488 diameter
inches, which we expected to need treatment at the time the specifications were prepared. The
specifications allow us to split the contract between contractors using different products.
As far as insecticides to be used, Xytect has recently been recognized as a more effective option for
trees over 15" in diameter than Imidacloprid. In certain research studies, Tree -Age has been the
most effective at killing EAB larvae in infested trees, but, as can be seen from the bid results, it is
more expensive and has some other drawbacks such as higher toxicity to humans. Therefore we are
recommending treatment of trees up to 15" in diameter with Imidacloprid, and trees 16" and over
with Xytect.
We are currently in the process of remeasuring all trees needing treatment. We expect that
treatment of the smaller trees with Imidacloprid by the low bidder, Winkler's, will cost $7998.00
(6200 diameter inches x $1.29 /inch). We expect that treatment of the larger trees with Xytect by the
low bidder, TruGreen, will cost $11,999.00 (7 100 diameter inches x $1.69 /inch).
The low bidders, Winkler's Tree Service and TruGreen, have both worked satisfactorily for us in
the past. Winkler's has performed multiple tree trimming and removal contracts. TruGreen has
performed multiple fertilization and pesticide application contracts, including our 2009 and 2010
EAB Insecticide Treatment contract.
BID RECOMMENDATION
There are funds available for this contract in the 2011 Budget. I recommend award of a possible
two -year contract for Imidacloprid treatment to the low bidder, Winkler's Tree Service, in an
amount not to exceed $8000.00. Additionally, I recommend award of a possible two -year contract
for Xytect treatment to the low bidder, TruGreen, in an amount not to exceed $12,000.00.
In both cases, if year one is successful, and a contract extension is agreed to by the Village and the
contractor, year two will be in an amount not to exceed whatever is appropriated for this purpose in
the 2012 budget.
Sandy Clark
I concur.
Glen R. Andler
Director of Public Works
H: \FORESTRY \WORD \2011 \EAB INSECTICIDE BID - MEMO.DOC
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: MICHAEL DALLAS, ADMINISTRATIVE ANALYST
CHRISTINA LOOMIS, ADMINISTRATIVE PROJECT ANALYST
DATE: JANUARY 25, 2011
SUBJECT: FIRE STATION #14 — SIGNS AND DIGITAL DISPLAY RFP
PURPOSE
Staff requests the Village Board reject all proposals received in response to the Village's Fire Station
#14 — Signs and Digital Display request for proposals (RFP).
BACKGROUND
The Village completed construction of the new Fire Station #14 in the fall of 2010 and was shortly
thereafter notified that the facility had received a LEED "Gold" certification from the U.S. Green
Building Council. LEED stands for Leadership in Energy and Environmental Design and is a set of
standards for environmentally sustainable design, construction, and operation of buildings. As the
first LEED rated municipal building in the Village, staff believes the fire station can act as a beacon
of inspiration to the community to build or remodel to a more energy efficient standard. To support
this vision, staff began developing a signage program that would help illustrate and describe the
facility's major LEED features. In conjunction with the signage program, the Fire Department plans
to establish regular tours of the fire station so that residents and community organizations can visit
the facility and learn more about LEED and the building's features.
In 2010, the Village adopted an Energy Strategy Plan that outlines several short and long -term goals
to address energy efficiency and conservation, one of which is to establish a Sustainability
Education Program designed to educate residents and businesses on energy efficiency, recycling,
and water conservation. To support the implementation of the program, the Village received a grant
from the U.S. Department of Energy's (DOE) Energy Efficiency and Conservation Block Grant
Program (EECBG). The Village received approval from the DOE to fund the fire station's signage
program as a part of the Sustainability Education Program.
Staff used the grant's guidelines and budget parameters to create a Request for Proposals (RFP)
document for both static and digital signage (See Attachment A). The RFP was issued on
November 29, 2010. Proposals were due for the signage project on January 10, 2011 to the Fire
Department.
In total, five (5) proposals were received from the following companies, one of which was
immediately determined to be unresponsive:
• ASI (Chicago, IL)
• Direct Sign Systems (Oswego, IL)
• EDE Corporation (Chicago, IL) — unresponsive
• FASTSIGNS Arlington Heights (Arlington Heights, IL)
• Port Angel Corporation (Arlington Heights, IL)
Fire Station #14 — Signs and Digital Display RFP
January 25, 2011
Page 2
DISCUSSION
Staff from the Fire Department and Village Manager's Office completed a thorough review of the
remaining four (4) proposals, taking into account the RFP's evaluation criteria. This review
ultimately led staff to the conclusion that none of the proposals met the standards as outlined in the
RFP for the following main reasons:
1. All proposals exceed the Village's project budget;
2. Most proposals fail to show a strong understanding of the RFP's scope of work as it relates
to the digital display;
3. Most proposals fail to provide a minimum number of qualified references /similar completed
projects;
4. Most proposals note an on -going maintenance cost for the digital display (a cost with no
available funding source).
RECOMMENDATION
For the aforementioned reasons, staff requests the Village Board reject all proposals received in
response to the Village's Fire Station #14 — Signs and Digital Display request for proposals (RFP).
NEXT STEPS
Staff from the Fire Department and Village Manager's Office is working on a scaled back plan for
moving forward with the LEED signage program. The new project will include interior and exterior
static signage as well as an exhibit wall in the main lobby. Staff has already requested proposals
from two vendors to complete the design work and is hoping to sign a contract with a vendor in the
next few weeks. Once the design work is complete staff plans to go out to bid for the manufacturing
and installation of the signage.
Michael Dallas
Administrative Analyst
MD/CL
c: David Strahl, Assistant Village Manager
John Malcolm, Fire Chief
Christina Loomis
Administrative Project Analyst
I: \Facilities Study - Phase I Projects \Fire Station 14 \LEED \LEED Signage Program \LEED Signage RFP VB Memo - CL (1- 25 -11)
rev.docx
VILLAGE OF MOUNT PROSPECT
50 South Emerson Street
Mount Prospect, Illinois 60056
Fire Station 14 —Signs and Digital Display
Request for Proposals
Issued: November 29, 2010
Proposal Due Date: January 10, 2011
e
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
TABLE OF CONTENTS
Page
I .
Purpose ........................................................................... ...............................
1
II .
Background .............................................................. ...............................
1
III
Scope of Work ........................................................... ...............................
1
IV .
Warranty ................................................................. ...............................
5
V.
Pre - Proposal Meeting .................................................. ...............................
5
VI.
Qualifications and Workload ............................................ ...............................
5
VII
Licenses .................................................................. ...............................
6
VIII.
Project Schedule ......................................................... ...............................
6
IX.
Evaluation of Proposals ................................................ ...............................
6
X.
Fee and Award of Contract .............................................. ...............................
6
XI.
Proposal Submission .................................................... ...............................
7
XII.
Disqualification of Proposals ................................................... ...............................
8
XIII.
Instructions to Bidders .................................................. ...............................
8
XIV.
RFP Clarifications and Questions ..................................... ...............................
9
XV .
Miscellaneous ................................................................................... ...............................
9
XVI
Contact Information .......................................................................... ...............................
9
AppendixA— Bid Sheet ............................................... ...............................
10
Appendix B — Bid Certification Form ................................. ...............................
12
Appendix C — Instructions to Bidders ................................ ...............................
13
Appendix D — Equal Employment Opportunity Clause ............ ...............................
20
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
PROJECT DEADLINES
MILESTONE
DATE
1.
RFP Issuance
November 29, 2010
2.
Pre - Proposal Meeting
December 10, 2010, 10 am -12 pm. central time
3.
Deadline for Clarification Questions
December 15, 2010, 5:00 p.m. central time
4.
RFP Addendum Released (answers to questions)
December 17, 2010
5.
Vendor Proposals Due
January 10, 2011, 2:00 p.m. central time
e
s
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
I. PURPOSE
The Village of Mount Prospect (hereinafter "VILLAGE ") is seeking proposals from qualified
vendors (hereinafter "VENDOR") to design and install signs and a digital display at Fire Station #14,
located at 2000 East Kensington Road, Mount Prospect, Illinois, 60056, that must describe and
illustrate the new facility's Leadership in Energy and Environmental Design (LEED) features.
II. BACKGROUND
New Fire Station
In 1971, the VILLAGE acquired a fire station on the north side of town to house its firefighters on a
temporary basis. That facility served the community as Fire Station #14 until 2010, when it was
demolished and replaced by a new, much larger facility. The VILLAGE hired SRBL Architects to
design the new station to a LEED Gold standard. According to the United States Green Building
Council, LEED is
an internationally recognized green building certification system, providing third -party
verification that a building or community was designed and built using strategies aimed at
improving performance across all the metrics that matter most: energy savings, water
efficiency, COz emissions reduction, improved indoor environmental quality, and
stewardship of resources and sensitivity to their impacts.
As a result, the facility boasts features that utilize less energy, conserve water, and provide a healthier
work environment for employees.
Energy Efficiency and Conservation Block Grant (,EECBW
In 2009, the VILLAGE received the United States Department of Energy's Energy Efficiency and
Conservation Block Grant. Initially, the grant was used to create and adopt the VILLAGE's first -
ever Energy Strategy Plan. The Plan established several short and long -term sustainability goals to
help reduce the VILLAGE's and community's energy demands. One of the Plan's short -term goals
is to develop a comprehensive sustainability program that is designed to educate residents and
businesses on energy efficiency, recycling, and water conservation. Upon adoption of the Plan in
early 2010, the Village Board obligated the remaining grant funds towards the Plan's short -term
goals, one ofwhich is education.
Sig
The VILLAGE and its Fire Department intend to use its new LEED designed fire station as a model
facility to educate and inspire the community to build or remodel to a more energy efficient standard.
Facility tours will be conducted on a regular basis to support this mission. Importantly, signage
inside the facility and around the immediate site will be used as a tool to describe and illustrate the
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 2of25
building's LEED features. A combination of both static signs and a digital display will be used to
meet this requirement. The EECBG funds will support this project.
III. SCO PE O F WO RK
This section outlines and describes the VILLAGE's requirements and expectations as it relates to the
VENDOR's approach to design and install static signs and a digital display at Fire Station #14,
located at 2000 East Kensington Road, Mount Prospect, Illinois, 60056, which must describe and
illustrate the new facility's Leadership in Energy and Environmental Design (LEED) features. At a
minimum the VENDOR shall do the following:
A. STATIC SIGNS: Design and install static signs designed to meet the following minimum
requirements below. These requirements below are subject to change by the VILLAGE during
final contract negotiations and implementation.
1. Type:
a. Exterior — Master A large master sign shall be designed and installed to provide an
overview of the fire station's LEED design, what LEED is, a LEED feature "way -
finding" map with icons, and brief descriptions of each LEED feature. The "way -
finding" map should only include the station's exterior LEED features (which include
the site /grounds). A sentence or two shall be included on the sign to encourage visitors
to tour the inside of the station.
b. Exterior — LEED Feature and Inside — LEED Feature Smaller signs shall be designed
and installed to describe and illustrate each of the fire station's LEED features.
2. Location: The information below describes the approximate /proposed location where the
signs may be installed. See attachment for approximate /proposed location.
a. Exterior— Master This sign should be located on the south -west side of the fire station,
close to the sidewalk that leads to the main entrance and the parking lot.
b. Exterior — LEED Feature and Inside — LEED Feature In general, these signs will be
located at the approximate location of each LEED feature. If the feature is an overall
site or facility feature, an appropriate location will be agreed to by the VILLAGE and
VENDOR during implementation.
3. Design:
a. Consistent All signs must be consistent and look professional.
b. Text: The signs shall provide adequate space to describe the LEED feature and its
benefits.
c. Illustrations The signs shall illustrate the LEED feature and how itworks.
d. LEED Feature Icon Each sign shall have an icon clearly representing its LEED
feature. The icon must also be identified on the Master sign.
e. Village Logo: Each sign shall contain the Village's logo.
f. LEED Logo: Each sign shall contain the U.S. Green Building Council Logo.
g. EECBG The Exterior - Master sign shall have a disclaimer noting that the signs were
funded by the U.S. Department of Energy's Energy Efficiency and Conservation Block
Grant.
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
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4. Material:
a. Exterior - Master and Exterior — LEED Feature The signs must be designed and
manufactured using a material that is durable, weather and sun resistant. The material
must also be consistent with the fire station's aesthetics.
b. Inside — LEED Feature The signs must be designed and manufactured using a material
that is durable. The material must also be consistent with the fire station's aesthetics.
c. Recycled While not a requirement, the VILLAGE would prefer a static sign that is
manufactured from recycled materials. The recycled material must meet the rest of the
standards within this RFP, including durability, weather and sun resistance, and design
aesthetics.
5. Number:
a. Exterior— Master 1 sign
b. Exterior —LEED Feature: Minimum 9 signs.
c. Inside — LEED Feature Minimum 7 signs.
6. Size: The signs' approximate size is wholly dependent on their text and illustrations.
a. Exterior — Master At a minimum, the larger master sign shall be approximately 4 feet
tall x 6 feet wide.
b. Exterior — LEED Feature and Inside — LEED Feature At a minimum, the outdoor
LEED feature signs shall be at least 1 feet tall x 2 feet wide.
7. Install:
a. Exterior - Master and Exterior — LEED Feature: The Exterior signs must be installed on
a durable, weather resistant post /mount, consistent with the fire station aesthetics. It is
preferred that the signs be installed on a vertical angle.
b. Inside — LEED Feature: The inside signs shall be installed directly to a wall using
material consistent with the fire station's aesthetics.
8. Examples of LEED Features: Where appropriate, the signs should incorporate a physical
piece of material highlighted as a LEED feature. For example, cutaways of flooring could be
incorporated into the sign to permit visitors to examine the material.
B. DIGITAL DISPLAY: Design and install a digital display designed to meet the following
minimum requirements below. These requirements below are subject to change by the
VILLAGE during final contract negotiations and implementation.
1. Type: At a minimum, a large digital display shall be designed and installed to provide an
overview of the fire station's LEED design, what LEED is, a "way- finding" map of the site
and station with all LEED features clearly identified with icons, and detailed descriptions of
each LEED feature. Since the sign is a digital display, it should provide the capability to
display other media types in addition to text and pictures.
2. Hardware:
a. Non -2r4rieta" The digital display should be a non - proprietary display.
b. HD: The digital display should be a high- definition display.
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 4 of 25
c. Energy Efficiency It should be manufactured to an energy efficient technology
standard, preferably Energy Star.
d. Size: Preferably, the digital display should be at least the same size as a 50 inch wide flat -
screen television.
e. Audio The display must provide audio capabilities.
3. Interactive: The VENDOR must provide both an interactive (touch screen) and non-
interactive display proposal.
4. Design:
a. Consistent Each digital display page must be consistent and look professional.
b. Text: Each digital display page shall provide adequate space to describe the LEED
feature and its benefits.
c. Illustrations The display shall illustrate each of the facility's and site's LEED features
and how theywork. This can be done through pictures, video, or other means.
d. LEED Feature Icon The display should utilize the LEED feature icons created for the
static signs.
e. Village Logo The display shall include the Village's logo.
f. LEED Logo The display shall contain the U.S. Green Building Council Logo.
g. EECBG The display shall have a disclaimer noting that the display was funded by the
U.S. Department of Energy's Energy Efficiency and Conservation Block Grant.
h. Template Design templates should be available for all pages within the digital display.
i. Icons Icons should be integrated throughout the digital display pages to guide users to
important information and limit the overuse of text information. The design of the
icons should be consistently designed and scaled.
5. Number: Only one (1) digital display shall be designed and installed.
6. Location: This digital display should be located in the fire station's main lobby (first floor).
7. Install: The display should be installed using hardware appropriate for the size and weight
of the display. It should also be consistent with the aesthetics of the station's interior.
8. Content Management System: The digital display should use a content management
system that permits the VILLAGE to have complete control over the display's content. It is
preferred, but not required, that the content management system be a Commercial Off -The-
Shelf (COTS) solution.
a. Access: Preferably, the content management system should be accessible via an Internet
browser in order to manage the system remotely.
b. Ease of Use The content management system should be easy for the administrator and
editor(s) to navigate the system with little to no intervention from the VENDOR after
installation and training. Content templates are required and wizards" are preferable.
c. Edit The system administrator and editor(s) shall have the ability to move content,
whether text, pictures, videos, or other media types anywhere within the display's pages.
The system administrator and editor should be able to preview the sign's changes before
it is made pennanent.
d. Media Types The digital display should support all standard content types (e.g.
Windows Office suite file types, movie file types (.avi, .mpg, .mp4, .flv, .wmv, .mov),
digital photo file types, sound file types (.wav, .mp3, wma, mpa, .ra).
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 5 of 25
e. Interactive For an interactive display, the pages should not be limited to opening a new
screen every time a link or media type is selected.
f. Maintenance /Licenses Preferably, the content management system should not require
any annual maintenance or license fees to operate the system.
g. Securi : The software must have the ability to control user access via user accounts and
passwords. Integration with Microsoft Active Directory is preferred.
9. Hosted: The system shall be hosted on the Village's servers or equipment.
10. Data, Power, and Network Connectivity: The system should be designed so that the
display is connected to the VILLAGE's network infrastructure (Cisco) via CAT 6 cabling.
The VENDOR must note whether servers, network muting equj�?mernt,, or other
devices must be connected to the displav to operate.
C. DIGITAL SIGN DISPLAY /EXHIBIT AREA: The immediate area around the digital
display shall combine static sign components in various ways to produce a complete
display /exhibit and educational experience.
1. How Visitors Can Apply LEED Features To Their Home or Business: The digital
sign display /exhibit area should incorporate static sign components that describe how a
homeowner or business can incorporate a LEED feature into their facility or adopt some
sustainable practice to their lifestyle. These sign components should be installed using posts
that set them apart from the wall.
2. Examples of LEED Features: Where appropriate, the digital sign display /exhibit area
should incorporate physical pieces of material highlighted as the facility's LEED features.
For example, cutaways of flooring could be incorporated into the sign component to permit
visitors to examine the material. This cost should be separated in the proposal.
3. LEED Certification: The digital sign display /exhibit area should display the U.S. Green
Building Council's LEED certificate or plaque.
4. Monolith: A VENDOR must propose a digital sign /exhibit area where the digital display is
attached to the wall. If it wishes, a VENDOR may also propose a monolith digital
display /exhibit as an alternative.
D. PROJECT PLANNING AND COMMUNICATION: In light of the design criteria and
required features, the VENDOR is expected to work with the VILLAGE to develop a sign
design that best meets the needs of the VILLAGE. The VILLAGE expects that the VENDOR
and VILLAGE will work together to plan and organize information, which most likely will
include planning sessions, regular meetings, and continued communication throughout the
duration of the project. The proposal must include the Contractor's methodology for project
implementation.
The Contractor is expected to maintain timely and regular communication with the Village
during the development process.
E. TRAINING: The VENDOR must train VILLAGE system administrators and end -users on
how to operate the digital display's content management system. All system documentation
must be provided.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 6 of 25
F. INSTALLATION: The VENDOR is responsible for all work associated with the signs and
digital display system's installation including mounting, drilling, boring, cabling, set -up,
configuration, and calibration. This includes any contractor's license, permit fees, and other
requirements associated with installing any of the system equipment, wiring, or material.
The VILLAGE prefers that all wiring installed in this project be hidden from view whenever
possible, safely secured above ceilings or within walls, and placed in conduits or cable
management devices. Wiring is not permitted to he across the top of ceiling tiles. Surface
raceways must be used to hide and protect wiring in areas where wire cannot be otherwise
hidden from view.
IMPORTANTLY: All proposed data and electrical wiring schemes must be approved by
the VILLAGE prior to installation All electrical work requires a permit and contractor's
license and is the sole responsibility of the VENDOR. Installation must be completed in a
professional manner according to industry standards.
IV. WARRANTY
The VENDOR shall provide a minimum one (1) year warranty for the signs and digital display
system and all of its components. The VENDOR shall submit its warranty plan details, including
specific response times (# of hours, weekday versus weekend, after business hours, etc),
clarifications, exceptions, and pricing, to its proposal).
V. PRE-PROPOSAL MEETING (MANDATORY)
All interested VENDORS must attend a mandatory pre- proposal meeting on Friday, December
10, 2010, starting at 10:00 AM at the Mount Prospect Fire Station #14 (lobby), 2000 East
Kensington Road, Mount Prospect, Illinois, to visit the site of the proposed work, to familiarize
themselves with the project, and to pose questions or request additional information. Any failure by
the VENDOR to do so will not relieve them from responsibility for successfully performing the
work. The Village assumes no responsibility for any misunderstanding or representations concerning
conditions made by its officers or employees prior to the execution of this contract, unless such
understanding or representations made are specifically incorporated into the contract. No additional
allowance will be granted because of lack of knowledge or such conditions.
Attendance at the Pre - Proposal Meeting is mandatory Failure to attend the pre - proposal
meeting shall be grounds for rejecting a proposal In order to best accommodate attendees it is
preferred that responders contact Christina Loomis, Administrative Analyst at 847 - 818 -5256 or via
email at cloomisnmountprospect.org (email is preferred) of their intention to attend prior to the
meeting.
VI. QUALIFICATIONS AND WORKLOAD
In addition to addressing the requirements outlined in the Scope of Work, the proposal should
include statements setting forth the VENDOR's line of business, organizational structure, summary
of past experience, including experience with municipal or educational projects, and specific
descriptions (including pictures) of at least five (5) completed projects that are similar in subject, size,
and complexity to the scope of services specified herein. At least one (1) completed project with a
local government, education organization, library, or museum is preferred, but not required. These
descriptions must include contact information for reputable references that can attest to the
VENDOR's representations.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 7 of 25
If the VENDOR cannot supply any examples of similar projects, then it should provide conceptual
drawings based on Section III - Scope of Work and at least five (5) completed projects that represent
both static signs and a digital display.
VENDORS selected as finalists maybe expected to address more detailed issues regarding financial
and other specifics of the firm and operations. These same finalists may be expected to participate in
interviews with a selection panel. A description of the VENDOR's current project workload must
be included.
VII. LICENSES
The VENDOR submitting a proposal shall possess all necessary federal, state, and local licenses as
are required by law, and shall furnish satisfactory proof to the VILLAGE upon request that the
licenses are in effect during the entire period of the Contract.
VIII. PROJECT SCHEDULE
The proposal must state the proposed timeline for completion of the project including sign and
digital display system design, installation, testing and training.
IX. EVALUATION OF PROPOSALS
A. EVALUATION CRITERIA: The award of any contract may be made to the VENDORwho
submits a proposal which is in the best interest of the VILLAGE as evaluated by VILLAGE
staff, subject to the execution of a written contract with VENDOR approved by the VILLAGE
Board of Trustees. The following criteria listed below will be used to evaluate the proposals:
• Cost,
• Scope of Work, as proposed by VENDOR;
• Experience with projects of similar size and scope;
• Conceptual drawings (if submitted based on Section VI requirements);
• Qualifications and workload;
• Project schedule as proposed by VENDOR,
• References;
• Demonstration of digital display and content management system (see below);
• Warranty.
B. DEMONSTRATION: The VENDOR must demonstrate its proposed digital display
(including touch screen solution) and content management system as a part of the evaluation
process.
X. FEE AND AWARD OF CONTRACT
A. Proposals should include a total not -to- exceed contract proposal amount The proposal must be
firm for acceptance for a period of ninety (90) days, and prices quoted must be firm for the
entire contract period. At a minimum, the cost proposal must be broken down according to
Appendix A (Bid Sheet).
B. Upon selection, the final contract amount may be subject to negotiation to determine exact
scope of services to be provided and final contract fee amount and a contract outlining all
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 8 of 25
relevant terms shall be executed by both parties. The VILLAGE reserves the right to negotiate
with more than one potential awardee after the submission of all proposals. Selection does not
guarantee award of the contract
C. In the event the VENDOR and the VILLAGE fail to agree to a contract, the VILLAGE will
choose from the remaining proposals or issue another Request for Proposals. Award of a
contract shall not be final until a written contract has been entered into between the VENDOR
and the VILLAGE Board of Trustees.
D. The VILLAGE reserves the right to accept any submittal, or any parts or parts thereof, or to
reject any, some or all submittals.
E. The VILLAGE reserves the right, at its sole discretion, to cancel or modify this RFP in part or in
its entirety. The VILLAGE will not reimburse VENDORS for any costs incurred in preparation
or submission of the proposal. All proposals are made at the sole cost of the VENDOR.
Proposed fees should not include or consider the costs incurred in preparation of the proposal.
F. Partial payment shall be made upon completion of benchmarks stated within the contract and
upon certification by the Village that said payment is due for work properly completed in
accordance with the terms of the contract. A percentage of the total agreed to contract will also
be retained until the project is complete.
XI. PROPOSAL SUBMISSION
A. All Proposals MUST be received at the address below no later than 2:00 PM central time on
Monday, January 10, 2011
Village of Mount Prospect
Fire Department
Attention: Christina Loomis, Administrative Analyst
112 East Northwest Highway
Mount Prospect, IL 60056
Late proposals WILL NOT be accepted.
B. Proposals should be hand delivered or mailed. Emailed or faxed proposals WILL NOT be
accepted. VENDORS are to submit all materials together in a sealed packet and clearly mark on
the Exterior of the package "Mount Prospect Fire Station #14 Signs and Digital Display
Proposal."
C. VENDOR must submit five (5) copies of the proposal and one electronic cony
D. The following information MUST be addressed in the proposal:
1. Brief Description of Company.
2. An executive summary detailing your company's understanding of the project and the
company's interest in the project.
3. Requirements identified in the Scope of Work.
4. Describe workflow process and, in particular, the process to design and install the signs,
digital display, and digital display /exhibit area; install and test the digital display system; and
train end users on how to use the digital display.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 9 of 25
5. A timeline indicating expected completion of the Project. Key steps should be briefly
described.
6. Qualifications and Workload (See Section VI)
7. Necessary Licenses (See Section VII)
8. References — names and phone numbers of references for at least five (5) similar projects.
9. Detailed Cost Proposal (see Appendix A) — Include an Equipment List
10. Copy of Warranty/ Service Agreement (first year)
11. Bid Certification Form (see Appendix B)
12. Bidders Qualifications (See paragraph 27 of Instructions to Bidder, Appendix C)
E. Proposals must be signed by an authorized official of the VENDOR, along with the name of the
official and his /her tide typed below the signature.
F. The submission of a Proposal grants permission to the VILLAGE to make inquiries concerning
the VENDOR, its principals, officers and directors to any persons or firms the VILLAGE
deems appropriate.
XII. DISQUALIFICATION OF PROPOSALS
More than one proposal from an individual, firm, or partnership, a corporation or an association
under the same or different names for the same work described herein will not be considered.
Reasonable grounds for believing that any party is interested in more than one proposal for the work
contemplated will cause the rejection of all proposals in which said party is interested. If there are
reasonable grounds for believing that collusion exists among the parties submitting proposals, the
proposals of the participants in such collusion will not be considered.
XIII. INSTRUCTIONS TO BIDDERS
VENDOR shall complywith the Instructions to Bidders, attached hereto and incorporative herein as
Exhibit C. VENDOR ( "Bidder ") is expected to fully inform itself as to the conditions, requirements,
and Specifications before submitting bids. Failure to do so will be at the bidder's own risk.
Submitting a bid is an assumption that the vendor is familiar with all conditions and intends to
complywith them unless otherwise noted.
XIV. RFP CLARIFICATIONS AND QUESTIONS
If any VENDOR contemplating submitting a proposal is in doubt as to the true meaning of any part
of this RFP, they may submit to the VILLAGE a written request for an interpretation thereof. The
VENDOR submitting the request will be responsible for its prompt delivery. Any interpretation will
be made only by an addendum. Failure on the part of the prospective proposal responder to receive
a written interpretation before the submission deadline will not be grounds for withdrawal of
proposal. The VENDOR will acknowledge receipt of each addendum issued by stating so in their
proposal. No oral explanation or instruction of any kind or nature whatsoever given before the
award of a contract to a VENDOR shall be binding. In the event it is evident to a VENDOR
responding to this RFP that the VILLAGE has omitted or misstated a material requirement to this
RFP and /or the services required by this RFP, the responding Vendor shall advise the contact below
of such omission or misstatement.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 90 of 25
All inquiries regarding this proposal must be written and should be emailed to:
Village o f M ount Pro sp ect
Fire Department
ATTN: Christina Loomis, Administrative Analyst
112 East Northwest Highway
Mount Prospect, IL 60056
Phone: 847.818.5256
E -mail: cloomis@mountprospect.org
Inquiries regarding the proposal will be accepted up to December 15, 2010, at 5:00 PM central
time. Responses to questions (via an addendum to this RFP) will be emailed to VENDORS that
attend the pre - proposal meeting, as well as posted at www.mountprospect.org .
XV. MISCELLANEOUS
A. The VENDOR is specifically denied the right of using in any form or medium the name of the
VILLAGE of Mount Prospect for any advertising, promotion or reference, unless express
written permission is granted by the VILLAGE.
B. The VILLAGE reserves the right to designate alternative personnel of the VENDORwhen the
VILLAGE is dissatisfied with the performance of assigned personnel after the work commences.
C. Any contract negotiated through these procedures shall be subject to approval by the VILLAGE
of Mount Prospect Board of Trustees and shall not become effective until a written contact has
been entered into by the parties.
XVI. CONTACT INFORMATION
Questions about the RFP should be directed to Christina Loomis, Administrative Analyst at
clo omis &,mountp ro sp ect.o rg.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 9 9 of 25
APPENDIX - BID SHEET
Please include a detailed breakdown of proposed bid amount, including all major steps as deemed appropriate
by VENDOR. Ata minim the following cost breakdown must be provided:
A. Static Sign Design and Installation — Exterior— Master Si'n
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
INSTALLATION >',
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
B. Static Sign Design and Installation (PER SIGN) — Exterior - LEED Feature Suns
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
INSTALLATION''
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
'
$
MINIMUM #OFSIGNS
C TOTAL
x9
=
C. Static Sign Design and Installation (PER SIGN) — Interior - LEED Feature Suns
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
HOURS
RATE
LABOR COST
$
INSTALLATION >'
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
' SIGN SUBTOTAL
$
MINIMUM #OFSIGNS
C V.11
x7
=
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display BFP
Nozember 98, 2090
Page 92 of 25
D. Digital Display Design and Installation
DIGITAL DISPLAY DESIGN AND INSTALLATION COST PROPOSED BID
#OF
DESIGN
HRLY
LABOR COST
$
HOURS
RATE
SYSTEM «
# OF
HRLY
LABOR COST
$
CONFIGURATION
HOURS
RATE
EQUIPMENT
#OF
HRLY
' INSTALLATION
HOURS
RATE
LABOR COST
$
TRAINING
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
E. Digital Sign Display /Exhibit Area Design and Installation
DIGITAL SIGN DISPLAY AREA DESIGN AND INSTALLATION'' COST PROPOSED BID
AMOUNT
DESIGN
HOURS
RATE
LABOR COST
$
INSTALLATION >
LABOR COST
$
HOURS
RATE
EQUIPMENT COST** $
LEED FEATURE
EXAMPLES $
C =
F. Project Total
PROPOSED BID
AMOUNT
1. STATIC SIGN DESIGN AND INSTALLATION `' 3 4` ` `
SUBTOTAL''
$
2. STATIC SIGN DESIGN AND INSTALLATION Ts`k T'Ts`I�T(3Tt - T,ds`f,T)Tsds ffTTf .TPp
SUBTOTAL''
$
3. STATIC SIGN DESIGN AND INSTALLATION _ ? °' 1
SUBTOTAL''
$
4. ` DIGITAL DISPLAY DESIGN AND INSTALLATION SUBTOTAL
$
S. `ss DIGITAL SIGN DISPLAY AREA DESIGN AND INSTALLATION SUBTOTAL »),
$
PROJECT TOTAL (DO NOT EXCEED)
6. IS THERE A DIGITAL DISPLAY SYSTEM LICENSE OR MAINTENANCE
REQUIREMENT? IF SO, HOW MUCH?
$
** VENDORS must include a separate equipment list and cost sheet for all equipment, supplies,
material, wiring, etc noted above under each "EQUIPMENT COST" item AND separate them by
their cost areas.
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
SYSTEM «
# OF
HRLY
LABOR COST
$
CONFIGURATION
HOURS
RATE
EQUIPMENT
#OF
HRLY
' INSTALLATION
HOURS
RATE
LABOR COST
$
TRAINING
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 93 of 23
G. BID SHEET TERMS AND CONDITIONS
By submitting a proposal in response to the RFP, the VENDOR agrees to the following:
1. VENDOR agrees to and accepts all terms listed in the RFP and guarantees that VENDOR is capable
of providing services as described and in concurrence with the conditions listed in the RFP.
2. VENDOR agrees to and accepts that the selection of a proposed bid by the VILLAGE is not a
guarantee of contract for the amount proposed in VENDORbid, nor is selection a guarantee of any
contract. Final contract is conditional on agreement of final scope of work and final negotiated fee
amount.
3. VENDOR guarantees that all work provided in proposal is original and does not infringe in anyway
upon the rights of others and that VENDOR can perform all obligations in compliance with all
federal, state, and local laws, rules, and regulations.
4. By submitting the proposal the VENDOR relinquishes all rights to submitted proposals or the ideas
contained therein and the VILLAGE reserves the right to retain all submitted proposals and to use
any ideas and any proposal submitted, regardless of whether or not the proposal is selected. All
materials submitted in response to the RFP shall become property of the VILLAGE and will not be
returned.
VENDOR:
Name and tide:
Signature: Date
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 94 of 25
APPENDIX B - BID CERTIFICATION FORM
(Compliance with 720 ILCS 5/33)
I /We hereby certify that is not barred from bidding on this
(name of bidder)
contract as the result of a violation of either Article 33E -3 or Article 33E -4 of State Statute 720 ILCS 5/33.
Signed: Date:
Name:
Tide:
Subscribed and sworn to before me
This _ _ day of _ _ 2011
Notary Public
720ILCS 5/33
Section 5/33E-3 Bid - rigging. Sec. 33E -3. Bid - rigging. Aperson commits the offense of bid - rigging when he knowingly agrees
with any person who is, or but for such agreement would be, a competitor of such person concerning any bid submitted or not
submitted by such person or another to a unit of State or local government when with the intent that the bid submitted or not
submitted will result in the award of a contract to such person or another and he either (1) provides such person or receives from
another information concerning the price or other material term or terms of the bid which would otherwise not be disclosed to a
competitorin an independent noncollusive submission of bids or (2) submits abid that is of such aprice orothermaterial term or
terms that he does not intend the bid to be accepted.
Bid - rigging is a Class 3 felony. Any person convicted of this offense or any similar offense of any state or the United
States which contains the same elements as this offense shall be barred for 5 years from the date of conviction from contract ing
with any unit of State or local government. No corporation shall be barred from contracting with any unit of State or local
government as a result of a conviction under this Section of any employee or agent of such corporation if the employee so
convicted is no longer employed by the corporation and: (1) it has been finally adjudicated not guilty or (2) if it demonstrates to
the governmental entity with which it seeks to contract and that entity finds that the commission of the offense was neither
authorized, requested, commanded, norperformed by a director, officer or ahigh managerial agent in behalf of the corporation as
provided in paragraph (2) of subsection (a) of Section 5 -4 of this Code.
Section 5/33E -4 Bid Rotating. A person commits the offense of bid rotating when, pursuant to any collusive scheme or
agreement with another, he engages in a attem over time (which, for the purposes of this Section, shall include at least 3 contract
bids within a period of 10 years, the most recent of which occurs after the effective date of this amendatory Act of 1988) of
submitting sealed bids to units of State or local government with the intent that the award of such bids rotates, or is distributed
among, persons or business entities which submit bids on a substantial number of the same contracts. Bid rotating is a Class 2
felony. Any person convicted of this offense or any similar offense of any state or the United States which contains the same
elements as this offense shall be permanently barred from contracting with any unit of State or local government. No corporation
shall be barred from contracting with any unit of State or local government as a result of a conviction under this Section of any
employee or agent of such corporation if the employee so convicted is no longer employed by the corporation and: (1) it has been
finally adjudicated not guilty or (2) if it demonstrates to the governmental entity with which it seeks to contract and that entity
finds that the commission of the offense was neither authorized, requested, commanded, nor performed by a director, officer or a
high managerial agent in behalf of the corporation as provided in paragraph (2) of subsection (a) of Section 5 -4 of this Code.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 95 of 25
APPENDIX C - INSTRUCTIONS TO BIDDERS
The general rules and conditions that follow apply to all bids requested and accepted by the VILLAGE of
Mount Prospect unless otherwise specified. Bidders or their authorized representatives are expected to fully
inform themselves as to the conditions, requirements, and Specifications before submitting bids. Failure to
do so will be at the bidder's own risk. Submitting of a bid is an assumption that vendor has become
familiarized with all conditions and intends to complywith them unless noted otherwise.
FORMS
Bid forms are furnished by the VILLAGE. All bids must be submitted on the forms provided,
complete and intact, properly signed in ink in the proper spaces, and submitted in a sealed envelope.
All bids must be delivered to the appropriate VILLAGE representative prior to the bid opening date
and time to be considered. Anything else to be considered in the bid process must be in addition to
the bid forms provided.
Bids must be identified as such on the Exterior of the sealed envelope. This can be done by label as
may be provided by the VILLAGE, or by marking the envelope "SEALED BID" and with the
following information: company's name, address, item bid, date and time of opening.
2. ALTERNATE MULTIPLE BIDS /SPECIFICATIONS
The Request for Proposal states the specifications being bid (the "Specifications "). Those
Specifications describe the services that the VILLAGE feels are necessary to meet the performance
requirements of the VILLAGE. It is not the desire or the intent to eliminate or exclude any bidder
from bidding because of minor deviations, alternates or changes.
Bidders desiring to bid on services which deviate from these Specifications, but which they believe
are equivalent, are requested to submit alternate bids. However, alternate bids must be clearly
indicated as such, and deviations from the applicable Specifications should be plainly noted. The bid
must be accompanied by complete specifications for the services offered. Any questions regarding
the Specifications, drawings, etc., shall be referred to that individual so referenced in the
Specifications section of the Bid Document. Vendors wishing to submit a secondary bid must
submit it as an alternate bid. There is to be only one bid per envelope.
The VILLAGE shall be the sole and final judge unequivocally as to whether any substitute is of
equivalent or better quality. This decision is final and will not be subject to recourse by any person,
firm or corporation.
RECEIVING OF BIDS
Bids received prior to the time of opening will be securely kept, unopened. The Department
Director or his /her designee, whose duty it is to open the bids, will decide when the specified time
has arrived, and no bid received thereafter will be considered. No responsibility will be attached to
the VILLAGE or its representatives for the premature or non - opening of a bid not properly
addressed and identified, except as otherwise provided by law.
4. LATE BIDS
Bids arriving after the specified time, whether sent by mail, courier, or in person, will not be
accepted. These bids will either be refused or returned unopened. It is the bidder's responsibility for
timely delivery regardless of the method used. Mailed bids which are delivered after the specified
hour will not be accepted regardless of post marked time on the envelope.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 96 of 25
5. BIDS BY FAX
Bids must be submitted on the original forms provided by the VILLAGE completely intact as issued.
Facsimile machine transmitted bids will not be accepted, nor will the VILLAGE transmit bid
documents to prospective bidders byway of a facsimile machine.
6. ERROR IN BIDS
When an error is made in extending total prices, the unit bid price will govern. Otherwise, the bidder
is not relieved from errors in bid preparation. Erasures in bids must be explained over signature of
bidder.
7. WITHDRAWAL OF BIDS
A written request for the withdrawal of a bid or any part thereof may be granted if the request is
received by the Director of the requesting Department prior to the specified time of opening. After
the opening, the bidder cannot withdraw or cancel his bid for a period of sixty (60) calendar days, or
such longer time as stated in the bid documents.
8. CONSIDERATION OF BID
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 had failed to perform faithfully any previous
contract with the VILLAGE.
The bidder, if requested, shall present, within 48 hours, evidence satisfactory to the VILLAGE of
performance ability and possession of necessary facilities, pecuniary resources and adequate
insurance to complywith the terms of these Specifications and contract document
PRICES
Unit prices shall be shown for each unit on which there is a bid, and shall include all packing, crating,
freight, and shipping charges, and cost of unloading at the destination unless otherwise stated in the
bid.
Unit prices shall not include any local, state or federal taxes. The VILLAGE is exempt, by law, from
paying state and village retailer's occupation tax, service occupation tax, and federal excise tax. The
VILLAGEwill supply the successful bidderwith its tax exemption number.
Cash discounts will not be considered in determining overall price, but may be used in an overall
evaluation
10. AWARD OR REJECTION
The VILLAGE reserves the right to reject and /or award any and all bids or parts thereof and to
waive formalities and technicalities according to the best interests of the VILLAGE. Any bid
submitted will be binding for sixty (60) days subsequent to the date of the bid opening.
Bidders shall make all investigations necessary to thoroughly inform themselves regarding the
equipment or supplies to be furnished in accordance with the bid. No plea of ignorance by the
bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part
of the bidder to make the necessary examinations and investigations will be accepted as a basis for
varying the requirements of the VILLAGE of the compensation to the bidder. Any exceptions not
taken by the bidder shall be assumed by the VILLAGE to be included.
A contract will be awarded to the lowest, qualified and responsible bidder complying with the
conditions of the contract documents only when it is in the best interest of the VILLAGE to accept
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 97 of 25
the bid. The VILLAGE shall be the sole judge of compliance with the specifications and reserves
the right to accept or reject any and /or all bids or parts thereof.
11. PAYMENT
Payment will be made within thirty (30) days after acceptance of the services rendered and bidder's
compliance with all stipulations relating to the bid /contract.
12. REQUIREMENT OF BIDDER
The successful bidder shall, within ten (10) days after notification of the award: a) enter into a
contract in writing with the VILLAGE covering all matters and things as are set forth in the
Specifications and his bid; and b) carry insurance acceptable to the VILLAGE, covering public
liability, property damage andworkers compensation.
13. COMPLIANCE WITH ALL LAWS
All work under the contract must be executed in accordance with all applicable federal, state and
local laws, ordinances, rules and regulations, including, to the extent applicable:
A. The Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.);
B. The Americans with Disabilities Act, and
C. The Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.)
14. CONTRACT ALTERATIONS
No amendment of a contract shall be valid unless made in writing and signed by the VILLAGE
President, VILLAGE Manager, or their authorized representative.
15. NOTICES
All notices required by the contract shall be given in writing.
16. NON - ASSIGNABILITY
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 his obligations or change the terms of the contract.
17. INDEMNITY
The contractor shall indemnify and save harmless the VILLAGE, its officers and employees from
any and all liability, losses or damages, including attorneys fees and costs of defense, the VILLAGE
may suffer as a result of claims, demands, suits, actions or proceedings of any kind or nature,
including workers' compensation claims, in any way resulting from or arising out of the operations of
the contractor under this contract, including operations of subcontractors; and the contractor shall,
at his own expense, appear, defend, and pay all fees of attorneys 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 performance bond 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.
18. EQUAL EMPLOYMENT OPPORTUNITY
The Equal Employment Opportunity Clause, 44 ILL. Adm. Code 750,which is found at the end of
this Exhibit (Appendix D), is incorporated by reference into every bid specification and contract.
Every contractor and subcontractor shall comply with the provisions of the Equal Employment
Opportunity Clause.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 98 of 25
19. REQUIRED INSURANCE
In submission of a bid, the bidder is certifying that he has all insurance coverages required by law or
would normally be expected for bidder's type of business. In addition, the bidder is certifying that he
has at least the following insurance coverages:
Limit/ Limit/
Type of Insurance Ea. Occurrence Aggregate
General Liability
Bodily Injury $1,000,000 $3,000,000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $1,000,000 $1,000,000
Property Damage $1,000,000 $1,000,000
Workers Compensation
Employee Claims Statutory for Illinois
Employers Liability $1,000,000 per accident
Professional liability insurance with limits not less than $1,000,000 each claim with respect to
negligent acts, errors and omissions in connection with professional services to be provided under
the contract, with a deductible not -to- exceed $50,000 without prior written approval.
The bidder is to grant the VILLAGE an "additional insured" and "loss payee" status on all
applicable insurance policies and provide the VILLAGE with original endorsements affecting
coverage required by this clause. Said policies will not be cancelled unless the VILLAGE is provided
a thirty (30) day written notice. Nothing contained in the insurance requirement shall be construed
as limiting the extent of the contractor's responsibilities for payment of damages resulting from his
operations under this agreement.
The VENDOR shall not commence work under the approved 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.
20. BID PERFORMANCE DEPOSIT
When a bid performance deposit is required, it will be so stated elsewhere within this bid package
along with the amount required. The deposit is to be in the form of a 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, atwhich time the checks will be promptly returned to the unsuccessful bidders. The
bid performance deposit check of the successful bidderwill be retained until the services have been
rendered or completed /installed and found to be in compliance with the specification or until surety
bonding requirements have been satisfied and proof of insurance coverage is provided in accordance
with the Special Provisions Section of these Specifications.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 99 of 25
21. ACCEPTANCE
After the award of the bid and execution of a written contract, these instructions to bidders, and all
other portions of the bid documents, including the Specifications, will constitute part of the legal
contract between the VILLAGE of Mount Prospect and the successful bidder.
22. DEFAULT
The VILLAGE may terminate a contract by written notice of default to the contractor if the
contractor:
a. Fails to make delivery or perform the services within the time frame specified in the
Specifications, or
b. Fails to make progress so as to endanger performance of the contract, or
c. Fails to provide or maintain in full force and effect, the liability and indemnification coverage
or performance bond as is required.
If the VILLAGE terminates the contract, the VILLAGE may procure services similar to those so
terminated, and the contractor shall be liable to the VILLAGE for any excess costs for similar
services, unless the contractor provides acceptable evidence that failure to perform the contract was
due to causes beyond the control and without the fault or negligence of the contractor.
23. SPECIAL CONDITIONS
Wherever special conditions /requirements are written into the Specifications or Special Provisions
which are in conflict with conditions stated in these Instructions to Bidders, the conditions stated in
the Specifications or Special Provisions/ Requirements shall take precedence.
24. PERMITS AND LICENSES
The successful bidder shall obtain, at his own expense, all permits and licenses that may be required
to complete the contract (where applicable).
25. GENERAL GUARANTY
Neither the final certificate of payment nor any provision in the contract nor partial or entire use of
the product / improvement embraced in this 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 liab ility
in respect to any express warranties or responsibility for failure to comply with the terms of those
contract documents.
It is expressly agreed by the parties hereto that in the event any defects or imperfections in the
materials or workmanship to be furnished by the contractor herein appear within the period of one
year from the date of completion of all the work mentioned herein and acceptance thereof by the
VILLAGE of Mount Prospect, 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 his bond given for the
faithful performance of this contract shall be liable to the VILLAGE of Mount Prospect for all
damages and expenses occasioned by such failure, refusal or delay.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 20 of 25
26. PREVAILING WAGES
All laborers and mechanics employed by contractors and subcontractors on construction work for
this project shall be paid wages at rates no less than those prevailing on similar construction in the
locality as determined by the Secretary of Labor in accordance with the Davis -Bacon Act, as
amended (40 U.S.C. 276a -5), and shall receive overtime compensation in accordance with and subject
to the provisions of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 -333), and the
contractors and subcontractors shall comply with all regulations issued pursuant to these Acts and
with other applicable federal laws and regulations pertaining to labor standards. The Secretary of
Labor has, with respect to the labor standards specified in this Section, the 1950 (5 U.S.C. 133Z -15)
and Section 2 of the Act of June 13, 1934, as amended (40 U.S.C. 276c).
To the extent applicable, the Contractor shall comply with the requirements of Section 5 of the
Prevailing Wage Act (820 ILCS 130/5). The Contractor shall require each Trade Contractor, and all
Subcontractors and Sub - Subcontractors participating on the Project to make and keep those records
required under Section 5 of the Prevailing Wage Act (820 ILCS 130/5). In conformance with the
Act, each contractor and /or subcontractor, or other entity performing Work on the Project, shall
maintain records of all laborers, mechanics and other workers employed by them on this Project,
including the following information on each worker: (1) name; (2) address; (3) telephone number
when available; (4) social security number; (5) classification or classifications; (6) hourly wages paid in
each pay period; (7) number of hours worked each day; and (8) starting and ending times of each day.
These records shall be kept by the participating contractor and subcontractor for a period of not less
than three (3) years. Each participating contractor and subcontractor shall submit a monthly certified
payroll to the Owner consisting of the above - referenced information as well as a statement signed by
the participating contractor or subcontractor that certifies: (a) the records are true and accurate; (b)
the hourly rates paid to each worker is not less than the general prevailing rate of hourly wages
required under the Prevailing Wage Act; and (c) the contractor or subcontractor is aware that filing a
certified payroll that he or she knows to be false is a Class B misdemeanor. Contractor shall include
the above - referenced certified statement from each applicable Trade Contractor, Subcontractor
and /or Sub - Subcontractor referenced in each Application for Payment."
Not less than the prevailing wage shall be paid for labor on the work to be done as required by law.
27. BIDDERS QUALIFICATIONS
All bidders must submit the following information on or before the time at which the bid is required
to be submitted:
a. The location of the bidder's permanent place of business.
b. Evidence of ability to provide an efficient and adequate plan for executing the work.
c. A list of similar projects carried out by the bidder.
d. A list of projects the bidder presently has under contract.
d. Any additional evidence tending to show that the bidder is adequately prepared to fulfill the
contract.
28. BID CERTIFICATION FORM
All bid submittals must include a signed Bid Certification Form (copy included in Bid Documents)
certifying that the bidder is in compliance with Sections 33E -3 and 33E -4 of the Illinois Criminal
Code regarding bid rotating and bid - rigging.
Illinois State Law Article 33E -3 and 33E -4 states that it is unlawful to participate in bid - rigging
and /or bid rotating. Therefore, all bidders must certify that they are not barred from bidding on the
contract as a result of a violation of State Law 33E -3 and /or 33E-4, prohibiting bid - rigging and bid
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 29 of 25
rotation. It is necessary that this be done under oath. Therefore, the form included with the bid
submittal sheets must be notarized.
29. DEVIATIONS
Unless denoted "No Substitution ", the VILLAGE's minimum required Specifications may be
exceeded. However, vendors must list all specification deviations and provide a description and /or
catalog sheet that fully describes that which they propose to furnish, in lieu of that specified. Final
bid acceptance shall be based upon that bid deemed most favorable to the interests of the VILLAGE
after all bids have been examined and canvassed.
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: MICHAEL DALLAS, ADMINISTRATIVE ANALYST
CHRISTINA LOOMIS, ADMINISTRATIVE PROJECT ANALYST
DATE: JANUARY 25, 2011
SUBJECT: FIRE STATION #14 — SIGNS AND DIGITAL DISPLAY RFP
PURPOSE
Staff requests the Village Board reject all proposals received in response to the Village's Fire Station
#14 — Signs and Digital Display request for proposals (RFP).
BACKGROUND
The Village completed construction of the new Fire Station #14 in the fall of 2010 and was shortly
thereafter notified that the facility had received a LEED "Gold" certification from the U.S. Green
Building Council. LEED stands for Leadership in Energy and Environmental Design and is a set of
standards for environmentally sustainable design, construction, and operation of buildings. As the
first LEED rated municipal building in the Village, staff believes the fire station can act as a beacon
of inspiration to the community to build or remodel to a more energy efficient standard. To support
this vision, staff began developing a signage program that would help illustrate and describe the
facility's major LEED features. In conjunction with the signage program, the Fire Department plans
to establish regular tours of the fire station so that residents and community organizations can visit
the facility and learn more about LEED and the building's features.
In 2010, the Village adopted an Energy Strategy Plan that outlines several short and long -term goals
to address energy efficiency and conservation, one of which is to establish a Sustainability
Education Program designed to educate residents and businesses on energy efficiency, recycling,
and water conservation. To support the implementation of the program, the Village received a grant
from the U.S. Department of Energy's (DOE) Energy Efficiency and Conservation Block Grant
Program (EECBG). The Village received approval from the DOE to fund the fire station's signage
program as a part of the Sustainability Education Program.
Staff used the grant's guidelines and budget parameters to create a Request for Proposals (RFP)
document for both static and digital signage (See Attachment A). The RFP was issued on
November 29, 2010. Proposals were due for the signage project on January 10, 2011 to the Fire
Department.
In total, five (5) proposals were received from the following companies, one of which was
immediately determined to be unresponsive:
• ASI (Chicago, IL)
• Direct Sign Systems (Oswego, IL)
• EDE Corporation (Chicago, IL) — unresponsive
• FASTSIGNS Arlington Heights (Arlington Heights, IL)
• Port Angel Corporation (Arlington Heights, IL)
Fire Station #14 — Signs and Digital Display RFP
January 25, 2011
Page 2
DISCUSSION
Staff from the Fire Department and Village Manager's Office completed a thorough review of the
remaining four (4) proposals, taking into account the RFP's evaluation criteria. This review
ultimately led staff to the conclusion that none of the proposals met the standards as outlined in the
RFP for the following main reasons:
1. All proposals exceed the Village's project budget;
2. Most proposals fail to show a strong understanding of the RFP's scope of work as it relates
to the digital display;
3. Most proposals fail to provide a minimum number of qualified references /similar completed
projects;
4. Most proposals note an on -going maintenance cost for the digital display (a cost with no
available funding source).
RECOMMENDATION
For the aforementioned reasons, staff requests the Village Board reject all proposals received in
response to the Village's Fire Station #14 — Signs and Digital Display request for proposals (RFP).
NEXT STEPS
Staff from the Fire Department and Village Manager's Office is working on a scaled back plan for
moving forward with the LEED signage program. The new project will include interior and exterior
static signage as well as an exhibit wall in the main lobby. Staff has already requested proposals
from two vendors to complete the design work and is hoping to sign a contract with a vendor in the
next few weeks. Once the design work is complete staff plans to go out to bid for the manufacturing
and installation of the signage.
Michael Dallas
Administrative Analyst
MD/CL
c: David Strahl, Assistant Village Manager
John Malcolm, Fire Chief
Christina Loomis
Administrative Project Analyst
I: \Facilities Study - Phase I Projects \Fire Station 14 \LEED \LEED Signage Program \LEED Signage RFP VB Memo - CL (1- 25 -11)
rev.docx
VILLAGE OF MOUNT PROSPECT
50 South Emerson Street
Mount Prospect, Illinois 60056
Fire Station 14 —Signs and Digital Display
Request for Proposals
Issued: November 29, 2010
Proposal Due Date: January 10, 2011
e
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
TABLE OF CONTENTS
Page
I .
Purpose ........................................................................... ...............................
1
II .
Background .............................................................. ...............................
1
III
Scope of Work ........................................................... ...............................
1
IV .
Warranty ................................................................. ...............................
5
V.
Pre - Proposal Meeting .................................................. ...............................
5
VI.
Qualifications and Workload ............................................ ...............................
5
VII
Licenses .................................................................. ...............................
6
VIII.
Project Schedule ......................................................... ...............................
6
IX.
Evaluation of Proposals ................................................ ...............................
6
X.
Fee and Award of Contract .............................................. ...............................
6
XI.
Proposal Submission .................................................... ...............................
7
XII.
Disqualification of Proposals ................................................... ...............................
8
XIII.
Instructions to Bidders .................................................. ...............................
8
XIV.
RFP Clarifications and Questions ..................................... ...............................
9
XV .
Miscellaneous ................................................................................... ...............................
9
XVI
Contact Information .......................................................................... ...............................
9
AppendixA— Bid Sheet ............................................... ...............................
10
Appendix B — Bid Certification Form ................................. ...............................
12
Appendix C — Instructions to Bidders ................................ ...............................
13
Appendix D — Equal Employment Opportunity Clause ............ ...............................
20
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
PROJECT DEADLINES
MILESTONE
DATE
1.
RFP Issuance
November 29, 2010
2.
Pre - Proposal Meeting
December 10, 2010, 10 am -12 pm. central time
3.
Deadline for Clarification Questions
December 15, 2010, 5:00 p.m. central time
4.
RFP Addendum Released (answers to questions)
December 17, 2010
5.
Vendor Proposals Due
January 10, 2011, 2:00 p.m. central time
e
s
VILLAGE OF MOUNT PROSPECT
Fire Station 14 —Signs and Digital Display
Request for Proposals
(2010)
I. PURPOSE
The Village of Mount Prospect (hereinafter "VILLAGE ") is seeking proposals from qualified
vendors (hereinafter "VENDOR") to design and install signs and a digital display at Fire Station #14,
located at 2000 East Kensington Road, Mount Prospect, Illinois, 60056, that must describe and
illustrate the new facility's Leadership in Energy and Environmental Design (LEED) features.
II. BACKGROUND
New Fire Station
In 1971, the VILLAGE acquired a fire station on the north side of town to house its firefighters on a
temporary basis. That facility served the community as Fire Station #14 until 2010, when it was
demolished and replaced by a new, much larger facility. The VILLAGE hired SRBL Architects to
design the new station to a LEED Gold standard. According to the United States Green Building
Council, LEED is
an internationally recognized green building certification system, providing third -party
verification that a building or community was designed and built using strategies aimed at
improving performance across all the metrics that matter most: energy savings, water
efficiency, COz emissions reduction, improved indoor environmental quality, and
stewardship of resources and sensitivity to their impacts.
As a result, the facility boasts features that utilize less energy, conserve water, and provide a healthier
work environment for employees.
Energy Efficiency and Conservation Block Grant (,EECBW
In 2009, the VILLAGE received the United States Department of Energy's Energy Efficiency and
Conservation Block Grant. Initially, the grant was used to create and adopt the VILLAGE's first -
ever Energy Strategy Plan. The Plan established several short and long -term sustainability goals to
help reduce the VILLAGE's and community's energy demands. One of the Plan's short -term goals
is to develop a comprehensive sustainability program that is designed to educate residents and
businesses on energy efficiency, recycling, and water conservation. Upon adoption of the Plan in
early 2010, the Village Board obligated the remaining grant funds towards the Plan's short -term
goals, one ofwhich is education.
Sig
The VILLAGE and its Fire Department intend to use its new LEED designed fire station as a model
facility to educate and inspire the community to build or remodel to a more energy efficient standard.
Facility tours will be conducted on a regular basis to support this mission. Importantly, signage
inside the facility and around the immediate site will be used as a tool to describe and illustrate the
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 2of25
building's LEED features. A combination of both static signs and a digital display will be used to
meet this requirement. The EECBG funds will support this project.
III. SCO PE O F WO RK
This section outlines and describes the VILLAGE's requirements and expectations as it relates to the
VENDOR's approach to design and install static signs and a digital display at Fire Station #14,
located at 2000 East Kensington Road, Mount Prospect, Illinois, 60056, which must describe and
illustrate the new facility's Leadership in Energy and Environmental Design (LEED) features. At a
minimum the VENDOR shall do the following:
A. STATIC SIGNS: Design and install static signs designed to meet the following minimum
requirements below. These requirements below are subject to change by the VILLAGE during
final contract negotiations and implementation.
1. Type:
a. Exterior — Master A large master sign shall be designed and installed to provide an
overview of the fire station's LEED design, what LEED is, a LEED feature "way -
finding" map with icons, and brief descriptions of each LEED feature. The "way -
finding" map should only include the station's exterior LEED features (which include
the site /grounds). A sentence or two shall be included on the sign to encourage visitors
to tour the inside of the station.
b. Exterior — LEED Feature and Inside — LEED Feature Smaller signs shall be designed
and installed to describe and illustrate each of the fire station's LEED features.
2. Location: The information below describes the approximate /proposed location where the
signs may be installed. See attachment for approximate /proposed location.
a. Exterior— Master This sign should be located on the south -west side of the fire station,
close to the sidewalk that leads to the main entrance and the parking lot.
b. Exterior — LEED Feature and Inside — LEED Feature In general, these signs will be
located at the approximate location of each LEED feature. If the feature is an overall
site or facility feature, an appropriate location will be agreed to by the VILLAGE and
VENDOR during implementation.
3. Design:
a. Consistent All signs must be consistent and look professional.
b. Text: The signs shall provide adequate space to describe the LEED feature and its
benefits.
c. Illustrations The signs shall illustrate the LEED feature and how itworks.
d. LEED Feature Icon Each sign shall have an icon clearly representing its LEED
feature. The icon must also be identified on the Master sign.
e. Village Logo: Each sign shall contain the Village's logo.
f. LEED Logo: Each sign shall contain the U.S. Green Building Council Logo.
g. EECBG The Exterior - Master sign shall have a disclaimer noting that the signs were
funded by the U.S. Department of Energy's Energy Efficiency and Conservation Block
Grant.
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
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4. Material:
a. Exterior - Master and Exterior — LEED Feature The signs must be designed and
manufactured using a material that is durable, weather and sun resistant. The material
must also be consistent with the fire station's aesthetics.
b. Inside — LEED Feature The signs must be designed and manufactured using a material
that is durable. The material must also be consistent with the fire station's aesthetics.
c. Recycled While not a requirement, the VILLAGE would prefer a static sign that is
manufactured from recycled materials. The recycled material must meet the rest of the
standards within this RFP, including durability, weather and sun resistance, and design
aesthetics.
5. Number:
a. Exterior— Master 1 sign
b. Exterior —LEED Feature: Minimum 9 signs.
c. Inside — LEED Feature Minimum 7 signs.
6. Size: The signs' approximate size is wholly dependent on their text and illustrations.
a. Exterior — Master At a minimum, the larger master sign shall be approximately 4 feet
tall x 6 feet wide.
b. Exterior — LEED Feature and Inside — LEED Feature At a minimum, the outdoor
LEED feature signs shall be at least 1 feet tall x 2 feet wide.
7. Install:
a. Exterior - Master and Exterior — LEED Feature: The Exterior signs must be installed on
a durable, weather resistant post /mount, consistent with the fire station aesthetics. It is
preferred that the signs be installed on a vertical angle.
b. Inside — LEED Feature: The inside signs shall be installed directly to a wall using
material consistent with the fire station's aesthetics.
8. Examples of LEED Features: Where appropriate, the signs should incorporate a physical
piece of material highlighted as a LEED feature. For example, cutaways of flooring could be
incorporated into the sign to permit visitors to examine the material.
B. DIGITAL DISPLAY: Design and install a digital display designed to meet the following
minimum requirements below. These requirements below are subject to change by the
VILLAGE during final contract negotiations and implementation.
1. Type: At a minimum, a large digital display shall be designed and installed to provide an
overview of the fire station's LEED design, what LEED is, a "way- finding" map of the site
and station with all LEED features clearly identified with icons, and detailed descriptions of
each LEED feature. Since the sign is a digital display, it should provide the capability to
display other media types in addition to text and pictures.
2. Hardware:
a. Non -2r4rieta" The digital display should be a non - proprietary display.
b. HD: The digital display should be a high- definition display.
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 4 of 25
c. Energy Efficiency It should be manufactured to an energy efficient technology
standard, preferably Energy Star.
d. Size: Preferably, the digital display should be at least the same size as a 50 inch wide flat -
screen television.
e. Audio The display must provide audio capabilities.
3. Interactive: The VENDOR must provide both an interactive (touch screen) and non-
interactive display proposal.
4. Design:
a. Consistent Each digital display page must be consistent and look professional.
b. Text: Each digital display page shall provide adequate space to describe the LEED
feature and its benefits.
c. Illustrations The display shall illustrate each of the facility's and site's LEED features
and how theywork. This can be done through pictures, video, or other means.
d. LEED Feature Icon The display should utilize the LEED feature icons created for the
static signs.
e. Village Logo The display shall include the Village's logo.
f. LEED Logo The display shall contain the U.S. Green Building Council Logo.
g. EECBG The display shall have a disclaimer noting that the display was funded by the
U.S. Department of Energy's Energy Efficiency and Conservation Block Grant.
h. Template Design templates should be available for all pages within the digital display.
i. Icons Icons should be integrated throughout the digital display pages to guide users to
important information and limit the overuse of text information. The design of the
icons should be consistently designed and scaled.
5. Number: Only one (1) digital display shall be designed and installed.
6. Location: This digital display should be located in the fire station's main lobby (first floor).
7. Install: The display should be installed using hardware appropriate for the size and weight
of the display. It should also be consistent with the aesthetics of the station's interior.
8. Content Management System: The digital display should use a content management
system that permits the VILLAGE to have complete control over the display's content. It is
preferred, but not required, that the content management system be a Commercial Off -The-
Shelf (COTS) solution.
a. Access: Preferably, the content management system should be accessible via an Internet
browser in order to manage the system remotely.
b. Ease of Use The content management system should be easy for the administrator and
editor(s) to navigate the system with little to no intervention from the VENDOR after
installation and training. Content templates are required and wizards" are preferable.
c. Edit The system administrator and editor(s) shall have the ability to move content,
whether text, pictures, videos, or other media types anywhere within the display's pages.
The system administrator and editor should be able to preview the sign's changes before
it is made pennanent.
d. Media Types The digital display should support all standard content types (e.g.
Windows Office suite file types, movie file types (.avi, .mpg, .mp4, .flv, .wmv, .mov),
digital photo file types, sound file types (.wav, .mp3, wma, mpa, .ra).
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
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e. Interactive For an interactive display, the pages should not be limited to opening a new
screen every time a link or media type is selected.
f. Maintenance /Licenses Preferably, the content management system should not require
any annual maintenance or license fees to operate the system.
g. Securi : The software must have the ability to control user access via user accounts and
passwords. Integration with Microsoft Active Directory is preferred.
9. Hosted: The system shall be hosted on the Village's servers or equipment.
10. Data, Power, and Network Connectivity: The system should be designed so that the
display is connected to the VILLAGE's network infrastructure (Cisco) via CAT 6 cabling.
The VENDOR must note whether servers, network muting equj�?mernt,, or other
devices must be connected to the displav to operate.
C. DIGITAL SIGN DISPLAY /EXHIBIT AREA: The immediate area around the digital
display shall combine static sign components in various ways to produce a complete
display /exhibit and educational experience.
1. How Visitors Can Apply LEED Features To Their Home or Business: The digital
sign display /exhibit area should incorporate static sign components that describe how a
homeowner or business can incorporate a LEED feature into their facility or adopt some
sustainable practice to their lifestyle. These sign components should be installed using posts
that set them apart from the wall.
2. Examples of LEED Features: Where appropriate, the digital sign display /exhibit area
should incorporate physical pieces of material highlighted as the facility's LEED features.
For example, cutaways of flooring could be incorporated into the sign component to permit
visitors to examine the material. This cost should be separated in the proposal.
3. LEED Certification: The digital sign display /exhibit area should display the U.S. Green
Building Council's LEED certificate or plaque.
4. Monolith: A VENDOR must propose a digital sign /exhibit area where the digital display is
attached to the wall. If it wishes, a VENDOR may also propose a monolith digital
display /exhibit as an alternative.
D. PROJECT PLANNING AND COMMUNICATION: In light of the design criteria and
required features, the VENDOR is expected to work with the VILLAGE to develop a sign
design that best meets the needs of the VILLAGE. The VILLAGE expects that the VENDOR
and VILLAGE will work together to plan and organize information, which most likely will
include planning sessions, regular meetings, and continued communication throughout the
duration of the project. The proposal must include the Contractor's methodology for project
implementation.
The Contractor is expected to maintain timely and regular communication with the Village
during the development process.
E. TRAINING: The VENDOR must train VILLAGE system administrators and end -users on
how to operate the digital display's content management system. All system documentation
must be provided.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 6 of 25
F. INSTALLATION: The VENDOR is responsible for all work associated with the signs and
digital display system's installation including mounting, drilling, boring, cabling, set -up,
configuration, and calibration. This includes any contractor's license, permit fees, and other
requirements associated with installing any of the system equipment, wiring, or material.
The VILLAGE prefers that all wiring installed in this project be hidden from view whenever
possible, safely secured above ceilings or within walls, and placed in conduits or cable
management devices. Wiring is not permitted to he across the top of ceiling tiles. Surface
raceways must be used to hide and protect wiring in areas where wire cannot be otherwise
hidden from view.
IMPORTANTLY: All proposed data and electrical wiring schemes must be approved by
the VILLAGE prior to installation All electrical work requires a permit and contractor's
license and is the sole responsibility of the VENDOR. Installation must be completed in a
professional manner according to industry standards.
IV. WARRANTY
The VENDOR shall provide a minimum one (1) year warranty for the signs and digital display
system and all of its components. The VENDOR shall submit its warranty plan details, including
specific response times (# of hours, weekday versus weekend, after business hours, etc),
clarifications, exceptions, and pricing, to its proposal).
V. PRE-PROPOSAL MEETING (MANDATORY)
All interested VENDORS must attend a mandatory pre- proposal meeting on Friday, December
10, 2010, starting at 10:00 AM at the Mount Prospect Fire Station #14 (lobby), 2000 East
Kensington Road, Mount Prospect, Illinois, to visit the site of the proposed work, to familiarize
themselves with the project, and to pose questions or request additional information. Any failure by
the VENDOR to do so will not relieve them from responsibility for successfully performing the
work. The Village assumes no responsibility for any misunderstanding or representations concerning
conditions made by its officers or employees prior to the execution of this contract, unless such
understanding or representations made are specifically incorporated into the contract. No additional
allowance will be granted because of lack of knowledge or such conditions.
Attendance at the Pre - Proposal Meeting is mandatory Failure to attend the pre - proposal
meeting shall be grounds for rejecting a proposal In order to best accommodate attendees it is
preferred that responders contact Christina Loomis, Administrative Analyst at 847 - 818 -5256 or via
email at cloomisnmountprospect.org (email is preferred) of their intention to attend prior to the
meeting.
VI. QUALIFICATIONS AND WORKLOAD
In addition to addressing the requirements outlined in the Scope of Work, the proposal should
include statements setting forth the VENDOR's line of business, organizational structure, summary
of past experience, including experience with municipal or educational projects, and specific
descriptions (including pictures) of at least five (5) completed projects that are similar in subject, size,
and complexity to the scope of services specified herein. At least one (1) completed project with a
local government, education organization, library, or museum is preferred, but not required. These
descriptions must include contact information for reputable references that can attest to the
VENDOR's representations.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 7 of 25
If the VENDOR cannot supply any examples of similar projects, then it should provide conceptual
drawings based on Section III - Scope of Work and at least five (5) completed projects that represent
both static signs and a digital display.
VENDORS selected as finalists maybe expected to address more detailed issues regarding financial
and other specifics of the firm and operations. These same finalists may be expected to participate in
interviews with a selection panel. A description of the VENDOR's current project workload must
be included.
VII. LICENSES
The VENDOR submitting a proposal shall possess all necessary federal, state, and local licenses as
are required by law, and shall furnish satisfactory proof to the VILLAGE upon request that the
licenses are in effect during the entire period of the Contract.
VIII. PROJECT SCHEDULE
The proposal must state the proposed timeline for completion of the project including sign and
digital display system design, installation, testing and training.
IX. EVALUATION OF PROPOSALS
A. EVALUATION CRITERIA: The award of any contract may be made to the VENDORwho
submits a proposal which is in the best interest of the VILLAGE as evaluated by VILLAGE
staff, subject to the execution of a written contract with VENDOR approved by the VILLAGE
Board of Trustees. The following criteria listed below will be used to evaluate the proposals:
• Cost,
• Scope of Work, as proposed by VENDOR;
• Experience with projects of similar size and scope;
• Conceptual drawings (if submitted based on Section VI requirements);
• Qualifications and workload;
• Project schedule as proposed by VENDOR,
• References;
• Demonstration of digital display and content management system (see below);
• Warranty.
B. DEMONSTRATION: The VENDOR must demonstrate its proposed digital display
(including touch screen solution) and content management system as a part of the evaluation
process.
X. FEE AND AWARD OF CONTRACT
A. Proposals should include a total not -to- exceed contract proposal amount The proposal must be
firm for acceptance for a period of ninety (90) days, and prices quoted must be firm for the
entire contract period. At a minimum, the cost proposal must be broken down according to
Appendix A (Bid Sheet).
B. Upon selection, the final contract amount may be subject to negotiation to determine exact
scope of services to be provided and final contract fee amount and a contract outlining all
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 8 of 25
relevant terms shall be executed by both parties. The VILLAGE reserves the right to negotiate
with more than one potential awardee after the submission of all proposals. Selection does not
guarantee award of the contract
C. In the event the VENDOR and the VILLAGE fail to agree to a contract, the VILLAGE will
choose from the remaining proposals or issue another Request for Proposals. Award of a
contract shall not be final until a written contract has been entered into between the VENDOR
and the VILLAGE Board of Trustees.
D. The VILLAGE reserves the right to accept any submittal, or any parts or parts thereof, or to
reject any, some or all submittals.
E. The VILLAGE reserves the right, at its sole discretion, to cancel or modify this RFP in part or in
its entirety. The VILLAGE will not reimburse VENDORS for any costs incurred in preparation
or submission of the proposal. All proposals are made at the sole cost of the VENDOR.
Proposed fees should not include or consider the costs incurred in preparation of the proposal.
F. Partial payment shall be made upon completion of benchmarks stated within the contract and
upon certification by the Village that said payment is due for work properly completed in
accordance with the terms of the contract. A percentage of the total agreed to contract will also
be retained until the project is complete.
XI. PROPOSAL SUBMISSION
A. All Proposals MUST be received at the address below no later than 2:00 PM central time on
Monday, January 10, 2011
Village of Mount Prospect
Fire Department
Attention: Christina Loomis, Administrative Analyst
112 East Northwest Highway
Mount Prospect, IL 60056
Late proposals WILL NOT be accepted.
B. Proposals should be hand delivered or mailed. Emailed or faxed proposals WILL NOT be
accepted. VENDORS are to submit all materials together in a sealed packet and clearly mark on
the Exterior of the package "Mount Prospect Fire Station #14 Signs and Digital Display
Proposal."
C. VENDOR must submit five (5) copies of the proposal and one electronic cony
D. The following information MUST be addressed in the proposal:
1. Brief Description of Company.
2. An executive summary detailing your company's understanding of the project and the
company's interest in the project.
3. Requirements identified in the Scope of Work.
4. Describe workflow process and, in particular, the process to design and install the signs,
digital display, and digital display /exhibit area; install and test the digital display system; and
train end users on how to use the digital display.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 9 of 25
5. A timeline indicating expected completion of the Project. Key steps should be briefly
described.
6. Qualifications and Workload (See Section VI)
7. Necessary Licenses (See Section VII)
8. References — names and phone numbers of references for at least five (5) similar projects.
9. Detailed Cost Proposal (see Appendix A) — Include an Equipment List
10. Copy of Warranty/ Service Agreement (first year)
11. Bid Certification Form (see Appendix B)
12. Bidders Qualifications (See paragraph 27 of Instructions to Bidder, Appendix C)
E. Proposals must be signed by an authorized official of the VENDOR, along with the name of the
official and his /her tide typed below the signature.
F. The submission of a Proposal grants permission to the VILLAGE to make inquiries concerning
the VENDOR, its principals, officers and directors to any persons or firms the VILLAGE
deems appropriate.
XII. DISQUALIFICATION OF PROPOSALS
More than one proposal from an individual, firm, or partnership, a corporation or an association
under the same or different names for the same work described herein will not be considered.
Reasonable grounds for believing that any party is interested in more than one proposal for the work
contemplated will cause the rejection of all proposals in which said party is interested. If there are
reasonable grounds for believing that collusion exists among the parties submitting proposals, the
proposals of the participants in such collusion will not be considered.
XIII. INSTRUCTIONS TO BIDDERS
VENDOR shall complywith the Instructions to Bidders, attached hereto and incorporative herein as
Exhibit C. VENDOR ( "Bidder ") is expected to fully inform itself as to the conditions, requirements,
and Specifications before submitting bids. Failure to do so will be at the bidder's own risk.
Submitting a bid is an assumption that the vendor is familiar with all conditions and intends to
complywith them unless otherwise noted.
XIV. RFP CLARIFICATIONS AND QUESTIONS
If any VENDOR contemplating submitting a proposal is in doubt as to the true meaning of any part
of this RFP, they may submit to the VILLAGE a written request for an interpretation thereof. The
VENDOR submitting the request will be responsible for its prompt delivery. Any interpretation will
be made only by an addendum. Failure on the part of the prospective proposal responder to receive
a written interpretation before the submission deadline will not be grounds for withdrawal of
proposal. The VENDOR will acknowledge receipt of each addendum issued by stating so in their
proposal. No oral explanation or instruction of any kind or nature whatsoever given before the
award of a contract to a VENDOR shall be binding. In the event it is evident to a VENDOR
responding to this RFP that the VILLAGE has omitted or misstated a material requirement to this
RFP and /or the services required by this RFP, the responding Vendor shall advise the contact below
of such omission or misstatement.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 90 of 25
All inquiries regarding this proposal must be written and should be emailed to:
Village o f M ount Pro sp ect
Fire Department
ATTN: Christina Loomis, Administrative Analyst
112 East Northwest Highway
Mount Prospect, IL 60056
Phone: 847.818.5256
E -mail: cloomis@mountprospect.org
Inquiries regarding the proposal will be accepted up to December 15, 2010, at 5:00 PM central
time. Responses to questions (via an addendum to this RFP) will be emailed to VENDORS that
attend the pre - proposal meeting, as well as posted at www.mountprospect.org .
XV. MISCELLANEOUS
A. The VENDOR is specifically denied the right of using in any form or medium the name of the
VILLAGE of Mount Prospect for any advertising, promotion or reference, unless express
written permission is granted by the VILLAGE.
B. The VILLAGE reserves the right to designate alternative personnel of the VENDORwhen the
VILLAGE is dissatisfied with the performance of assigned personnel after the work commences.
C. Any contract negotiated through these procedures shall be subject to approval by the VILLAGE
of Mount Prospect Board of Trustees and shall not become effective until a written contact has
been entered into by the parties.
XVI. CONTACT INFORMATION
Questions about the RFP should be directed to Christina Loomis, Administrative Analyst at
clo omis &,mountp ro sp ect.o rg.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 9 9 of 25
APPENDIX - BID SHEET
Please include a detailed breakdown of proposed bid amount, including all major steps as deemed appropriate
by VENDOR. Ata minim the following cost breakdown must be provided:
A. Static Sign Design and Installation — Exterior— Master Si'n
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
INSTALLATION >',
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
B. Static Sign Design and Installation (PER SIGN) — Exterior - LEED Feature Suns
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
INSTALLATION''
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
'
$
MINIMUM #OFSIGNS
C TOTAL
x9
=
C. Static Sign Design and Installation (PER SIGN) — Interior - LEED Feature Suns
STATIC SIGN DESIGN AND INSTALLATION COST
PROPOSED BID
AMOUNT
DESIGN
HOURS
RATE
LABOR COST
$
INSTALLATION >'
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
' SIGN SUBTOTAL
$
MINIMUM #OFSIGNS
C V.11
x7
=
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display BFP
Nozember 98, 2090
Page 92 of 25
D. Digital Display Design and Installation
DIGITAL DISPLAY DESIGN AND INSTALLATION COST PROPOSED BID
#OF
DESIGN
HRLY
LABOR COST
$
HOURS
RATE
SYSTEM «
# OF
HRLY
LABOR COST
$
CONFIGURATION
HOURS
RATE
EQUIPMENT
#OF
HRLY
' INSTALLATION
HOURS
RATE
LABOR COST
$
TRAINING
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
E. Digital Sign Display /Exhibit Area Design and Installation
DIGITAL SIGN DISPLAY AREA DESIGN AND INSTALLATION'' COST PROPOSED BID
AMOUNT
DESIGN
HOURS
RATE
LABOR COST
$
INSTALLATION >
LABOR COST
$
HOURS
RATE
EQUIPMENT COST** $
LEED FEATURE
EXAMPLES $
C =
F. Project Total
PROPOSED BID
AMOUNT
1. STATIC SIGN DESIGN AND INSTALLATION `' 3 4` ` `
SUBTOTAL''
$
2. STATIC SIGN DESIGN AND INSTALLATION Ts`k T'Ts`I�T(3Tt - T,ds`f,T)Tsds ffTTf .TPp
SUBTOTAL''
$
3. STATIC SIGN DESIGN AND INSTALLATION _ ? °' 1
SUBTOTAL''
$
4. ` DIGITAL DISPLAY DESIGN AND INSTALLATION SUBTOTAL
$
S. `ss DIGITAL SIGN DISPLAY AREA DESIGN AND INSTALLATION SUBTOTAL »),
$
PROJECT TOTAL (DO NOT EXCEED)
6. IS THERE A DIGITAL DISPLAY SYSTEM LICENSE OR MAINTENANCE
REQUIREMENT? IF SO, HOW MUCH?
$
** VENDORS must include a separate equipment list and cost sheet for all equipment, supplies,
material, wiring, etc noted above under each "EQUIPMENT COST" item AND separate them by
their cost areas.
AMOUNT
DESIGN
LABOR COST
$
HOURS
RATE
SYSTEM «
# OF
HRLY
LABOR COST
$
CONFIGURATION
HOURS
RATE
EQUIPMENT
#OF
HRLY
' INSTALLATION
HOURS
RATE
LABOR COST
$
TRAINING
LABOR COST
$
HOURS
RATE
EQUIPMENT COST**
$
C
$
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 93 of 23
G. BID SHEET TERMS AND CONDITIONS
By submitting a proposal in response to the RFP, the VENDOR agrees to the following:
1. VENDOR agrees to and accepts all terms listed in the RFP and guarantees that VENDOR is capable
of providing services as described and in concurrence with the conditions listed in the RFP.
2. VENDOR agrees to and accepts that the selection of a proposed bid by the VILLAGE is not a
guarantee of contract for the amount proposed in VENDORbid, nor is selection a guarantee of any
contract. Final contract is conditional on agreement of final scope of work and final negotiated fee
amount.
3. VENDOR guarantees that all work provided in proposal is original and does not infringe in anyway
upon the rights of others and that VENDOR can perform all obligations in compliance with all
federal, state, and local laws, rules, and regulations.
4. By submitting the proposal the VENDOR relinquishes all rights to submitted proposals or the ideas
contained therein and the VILLAGE reserves the right to retain all submitted proposals and to use
any ideas and any proposal submitted, regardless of whether or not the proposal is selected. All
materials submitted in response to the RFP shall become property of the VILLAGE and will not be
returned.
VENDOR:
Name and tide:
Signature: Date
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display RFP
Nozember 98, 2090
Page 94 of 25
APPENDIX B - BID CERTIFICATION FORM
(Compliance with 720 ILCS 5/33)
I /We hereby certify that is not barred from bidding on this
(name of bidder)
contract as the result of a violation of either Article 33E -3 or Article 33E -4 of State Statute 720 ILCS 5/33.
Signed: Date:
Name:
Tide:
Subscribed and sworn to before me
This _ _ day of _ _ 2011
Notary Public
720ILCS 5/33
Section 5/33E-3 Bid - rigging. Sec. 33E -3. Bid - rigging. Aperson commits the offense of bid - rigging when he knowingly agrees
with any person who is, or but for such agreement would be, a competitor of such person concerning any bid submitted or not
submitted by such person or another to a unit of State or local government when with the intent that the bid submitted or not
submitted will result in the award of a contract to such person or another and he either (1) provides such person or receives from
another information concerning the price or other material term or terms of the bid which would otherwise not be disclosed to a
competitorin an independent noncollusive submission of bids or (2) submits abid that is of such aprice orothermaterial term or
terms that he does not intend the bid to be accepted.
Bid - rigging is a Class 3 felony. Any person convicted of this offense or any similar offense of any state or the United
States which contains the same elements as this offense shall be barred for 5 years from the date of conviction from contract ing
with any unit of State or local government. No corporation shall be barred from contracting with any unit of State or local
government as a result of a conviction under this Section of any employee or agent of such corporation if the employee so
convicted is no longer employed by the corporation and: (1) it has been finally adjudicated not guilty or (2) if it demonstrates to
the governmental entity with which it seeks to contract and that entity finds that the commission of the offense was neither
authorized, requested, commanded, norperformed by a director, officer or ahigh managerial agent in behalf of the corporation as
provided in paragraph (2) of subsection (a) of Section 5 -4 of this Code.
Section 5/33E -4 Bid Rotating. A person commits the offense of bid rotating when, pursuant to any collusive scheme or
agreement with another, he engages in a attem over time (which, for the purposes of this Section, shall include at least 3 contract
bids within a period of 10 years, the most recent of which occurs after the effective date of this amendatory Act of 1988) of
submitting sealed bids to units of State or local government with the intent that the award of such bids rotates, or is distributed
among, persons or business entities which submit bids on a substantial number of the same contracts. Bid rotating is a Class 2
felony. Any person convicted of this offense or any similar offense of any state or the United States which contains the same
elements as this offense shall be permanently barred from contracting with any unit of State or local government. No corporation
shall be barred from contracting with any unit of State or local government as a result of a conviction under this Section of any
employee or agent of such corporation if the employee so convicted is no longer employed by the corporation and: (1) it has been
finally adjudicated not guilty or (2) if it demonstrates to the governmental entity with which it seeks to contract and that entity
finds that the commission of the offense was neither authorized, requested, commanded, nor performed by a director, officer or a
high managerial agent in behalf of the corporation as provided in paragraph (2) of subsection (a) of Section 5 -4 of this Code.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 95 of 25
APPENDIX C - INSTRUCTIONS TO BIDDERS
The general rules and conditions that follow apply to all bids requested and accepted by the VILLAGE of
Mount Prospect unless otherwise specified. Bidders or their authorized representatives are expected to fully
inform themselves as to the conditions, requirements, and Specifications before submitting bids. Failure to
do so will be at the bidder's own risk. Submitting of a bid is an assumption that vendor has become
familiarized with all conditions and intends to complywith them unless noted otherwise.
FORMS
Bid forms are furnished by the VILLAGE. All bids must be submitted on the forms provided,
complete and intact, properly signed in ink in the proper spaces, and submitted in a sealed envelope.
All bids must be delivered to the appropriate VILLAGE representative prior to the bid opening date
and time to be considered. Anything else to be considered in the bid process must be in addition to
the bid forms provided.
Bids must be identified as such on the Exterior of the sealed envelope. This can be done by label as
may be provided by the VILLAGE, or by marking the envelope "SEALED BID" and with the
following information: company's name, address, item bid, date and time of opening.
2. ALTERNATE MULTIPLE BIDS /SPECIFICATIONS
The Request for Proposal states the specifications being bid (the "Specifications "). Those
Specifications describe the services that the VILLAGE feels are necessary to meet the performance
requirements of the VILLAGE. It is not the desire or the intent to eliminate or exclude any bidder
from bidding because of minor deviations, alternates or changes.
Bidders desiring to bid on services which deviate from these Specifications, but which they believe
are equivalent, are requested to submit alternate bids. However, alternate bids must be clearly
indicated as such, and deviations from the applicable Specifications should be plainly noted. The bid
must be accompanied by complete specifications for the services offered. Any questions regarding
the Specifications, drawings, etc., shall be referred to that individual so referenced in the
Specifications section of the Bid Document. Vendors wishing to submit a secondary bid must
submit it as an alternate bid. There is to be only one bid per envelope.
The VILLAGE shall be the sole and final judge unequivocally as to whether any substitute is of
equivalent or better quality. This decision is final and will not be subject to recourse by any person,
firm or corporation.
RECEIVING OF BIDS
Bids received prior to the time of opening will be securely kept, unopened. The Department
Director or his /her designee, whose duty it is to open the bids, will decide when the specified time
has arrived, and no bid received thereafter will be considered. No responsibility will be attached to
the VILLAGE or its representatives for the premature or non - opening of a bid not properly
addressed and identified, except as otherwise provided by law.
4. LATE BIDS
Bids arriving after the specified time, whether sent by mail, courier, or in person, will not be
accepted. These bids will either be refused or returned unopened. It is the bidder's responsibility for
timely delivery regardless of the method used. Mailed bids which are delivered after the specified
hour will not be accepted regardless of post marked time on the envelope.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 96 of 25
5. BIDS BY FAX
Bids must be submitted on the original forms provided by the VILLAGE completely intact as issued.
Facsimile machine transmitted bids will not be accepted, nor will the VILLAGE transmit bid
documents to prospective bidders byway of a facsimile machine.
6. ERROR IN BIDS
When an error is made in extending total prices, the unit bid price will govern. Otherwise, the bidder
is not relieved from errors in bid preparation. Erasures in bids must be explained over signature of
bidder.
7. WITHDRAWAL OF BIDS
A written request for the withdrawal of a bid or any part thereof may be granted if the request is
received by the Director of the requesting Department prior to the specified time of opening. After
the opening, the bidder cannot withdraw or cancel his bid for a period of sixty (60) calendar days, or
such longer time as stated in the bid documents.
8. CONSIDERATION OF BID
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 had failed to perform faithfully any previous
contract with the VILLAGE.
The bidder, if requested, shall present, within 48 hours, evidence satisfactory to the VILLAGE of
performance ability and possession of necessary facilities, pecuniary resources and adequate
insurance to complywith the terms of these Specifications and contract document
PRICES
Unit prices shall be shown for each unit on which there is a bid, and shall include all packing, crating,
freight, and shipping charges, and cost of unloading at the destination unless otherwise stated in the
bid.
Unit prices shall not include any local, state or federal taxes. The VILLAGE is exempt, by law, from
paying state and village retailer's occupation tax, service occupation tax, and federal excise tax. The
VILLAGEwill supply the successful bidderwith its tax exemption number.
Cash discounts will not be considered in determining overall price, but may be used in an overall
evaluation
10. AWARD OR REJECTION
The VILLAGE reserves the right to reject and /or award any and all bids or parts thereof and to
waive formalities and technicalities according to the best interests of the VILLAGE. Any bid
submitted will be binding for sixty (60) days subsequent to the date of the bid opening.
Bidders shall make all investigations necessary to thoroughly inform themselves regarding the
equipment or supplies to be furnished in accordance with the bid. No plea of ignorance by the
bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part
of the bidder to make the necessary examinations and investigations will be accepted as a basis for
varying the requirements of the VILLAGE of the compensation to the bidder. Any exceptions not
taken by the bidder shall be assumed by the VILLAGE to be included.
A contract will be awarded to the lowest, qualified and responsible bidder complying with the
conditions of the contract documents only when it is in the best interest of the VILLAGE to accept
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 97 of 25
the bid. The VILLAGE shall be the sole judge of compliance with the specifications and reserves
the right to accept or reject any and /or all bids or parts thereof.
11. PAYMENT
Payment will be made within thirty (30) days after acceptance of the services rendered and bidder's
compliance with all stipulations relating to the bid /contract.
12. REQUIREMENT OF BIDDER
The successful bidder shall, within ten (10) days after notification of the award: a) enter into a
contract in writing with the VILLAGE covering all matters and things as are set forth in the
Specifications and his bid; and b) carry insurance acceptable to the VILLAGE, covering public
liability, property damage andworkers compensation.
13. COMPLIANCE WITH ALL LAWS
All work under the contract must be executed in accordance with all applicable federal, state and
local laws, ordinances, rules and regulations, including, to the extent applicable:
A. The Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.);
B. The Americans with Disabilities Act, and
C. The Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.)
14. CONTRACT ALTERATIONS
No amendment of a contract shall be valid unless made in writing and signed by the VILLAGE
President, VILLAGE Manager, or their authorized representative.
15. NOTICES
All notices required by the contract shall be given in writing.
16. NON - ASSIGNABILITY
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 his obligations or change the terms of the contract.
17. INDEMNITY
The contractor shall indemnify and save harmless the VILLAGE, its officers and employees from
any and all liability, losses or damages, including attorneys fees and costs of defense, the VILLAGE
may suffer as a result of claims, demands, suits, actions or proceedings of any kind or nature,
including workers' compensation claims, in any way resulting from or arising out of the operations of
the contractor under this contract, including operations of subcontractors; and the contractor shall,
at his own expense, appear, defend, and pay all fees of attorneys 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 performance bond 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.
18. EQUAL EMPLOYMENT OPPORTUNITY
The Equal Employment Opportunity Clause, 44 ILL. Adm. Code 750,which is found at the end of
this Exhibit (Appendix D), is incorporated by reference into every bid specification and contract.
Every contractor and subcontractor shall comply with the provisions of the Equal Employment
Opportunity Clause.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 98 of 25
19. REQUIRED INSURANCE
In submission of a bid, the bidder is certifying that he has all insurance coverages required by law or
would normally be expected for bidder's type of business. In addition, the bidder is certifying that he
has at least the following insurance coverages:
Limit/ Limit/
Type of Insurance Ea. Occurrence Aggregate
General Liability
Bodily Injury $1,000,000 $3,000,000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $1,000,000 $1,000,000
Property Damage $1,000,000 $1,000,000
Workers Compensation
Employee Claims Statutory for Illinois
Employers Liability $1,000,000 per accident
Professional liability insurance with limits not less than $1,000,000 each claim with respect to
negligent acts, errors and omissions in connection with professional services to be provided under
the contract, with a deductible not -to- exceed $50,000 without prior written approval.
The bidder is to grant the VILLAGE an "additional insured" and "loss payee" status on all
applicable insurance policies and provide the VILLAGE with original endorsements affecting
coverage required by this clause. Said policies will not be cancelled unless the VILLAGE is provided
a thirty (30) day written notice. Nothing contained in the insurance requirement shall be construed
as limiting the extent of the contractor's responsibilities for payment of damages resulting from his
operations under this agreement.
The VENDOR shall not commence work under the approved 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.
20. BID PERFORMANCE DEPOSIT
When a bid performance deposit is required, it will be so stated elsewhere within this bid package
along with the amount required. The deposit is to be in the form of a 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, atwhich time the checks will be promptly returned to the unsuccessful bidders. The
bid performance deposit check of the successful bidderwill be retained until the services have been
rendered or completed /installed and found to be in compliance with the specification or until surety
bonding requirements have been satisfied and proof of insurance coverage is provided in accordance
with the Special Provisions Section of these Specifications.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 99 of 25
21. ACCEPTANCE
After the award of the bid and execution of a written contract, these instructions to bidders, and all
other portions of the bid documents, including the Specifications, will constitute part of the legal
contract between the VILLAGE of Mount Prospect and the successful bidder.
22. DEFAULT
The VILLAGE may terminate a contract by written notice of default to the contractor if the
contractor:
a. Fails to make delivery or perform the services within the time frame specified in the
Specifications, or
b. Fails to make progress so as to endanger performance of the contract, or
c. Fails to provide or maintain in full force and effect, the liability and indemnification coverage
or performance bond as is required.
If the VILLAGE terminates the contract, the VILLAGE may procure services similar to those so
terminated, and the contractor shall be liable to the VILLAGE for any excess costs for similar
services, unless the contractor provides acceptable evidence that failure to perform the contract was
due to causes beyond the control and without the fault or negligence of the contractor.
23. SPECIAL CONDITIONS
Wherever special conditions /requirements are written into the Specifications or Special Provisions
which are in conflict with conditions stated in these Instructions to Bidders, the conditions stated in
the Specifications or Special Provisions/ Requirements shall take precedence.
24. PERMITS AND LICENSES
The successful bidder shall obtain, at his own expense, all permits and licenses that may be required
to complete the contract (where applicable).
25. GENERAL GUARANTY
Neither the final certificate of payment nor any provision in the contract nor partial or entire use of
the product / improvement embraced in this 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 liab ility
in respect to any express warranties or responsibility for failure to comply with the terms of those
contract documents.
It is expressly agreed by the parties hereto that in the event any defects or imperfections in the
materials or workmanship to be furnished by the contractor herein appear within the period of one
year from the date of completion of all the work mentioned herein and acceptance thereof by the
VILLAGE of Mount Prospect, 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 his bond given for the
faithful performance of this contract shall be liable to the VILLAGE of Mount Prospect for all
damages and expenses occasioned by such failure, refusal or delay.
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 20 of 25
26. PREVAILING WAGES
All laborers and mechanics employed by contractors and subcontractors on construction work for
this project shall be paid wages at rates no less than those prevailing on similar construction in the
locality as determined by the Secretary of Labor in accordance with the Davis -Bacon Act, as
amended (40 U.S.C. 276a -5), and shall receive overtime compensation in accordance with and subject
to the provisions of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 -333), and the
contractors and subcontractors shall comply with all regulations issued pursuant to these Acts and
with other applicable federal laws and regulations pertaining to labor standards. The Secretary of
Labor has, with respect to the labor standards specified in this Section, the 1950 (5 U.S.C. 133Z -15)
and Section 2 of the Act of June 13, 1934, as amended (40 U.S.C. 276c).
To the extent applicable, the Contractor shall comply with the requirements of Section 5 of the
Prevailing Wage Act (820 ILCS 130/5). The Contractor shall require each Trade Contractor, and all
Subcontractors and Sub - Subcontractors participating on the Project to make and keep those records
required under Section 5 of the Prevailing Wage Act (820 ILCS 130/5). In conformance with the
Act, each contractor and /or subcontractor, or other entity performing Work on the Project, shall
maintain records of all laborers, mechanics and other workers employed by them on this Project,
including the following information on each worker: (1) name; (2) address; (3) telephone number
when available; (4) social security number; (5) classification or classifications; (6) hourly wages paid in
each pay period; (7) number of hours worked each day; and (8) starting and ending times of each day.
These records shall be kept by the participating contractor and subcontractor for a period of not less
than three (3) years. Each participating contractor and subcontractor shall submit a monthly certified
payroll to the Owner consisting of the above - referenced information as well as a statement signed by
the participating contractor or subcontractor that certifies: (a) the records are true and accurate; (b)
the hourly rates paid to each worker is not less than the general prevailing rate of hourly wages
required under the Prevailing Wage Act; and (c) the contractor or subcontractor is aware that filing a
certified payroll that he or she knows to be false is a Class B misdemeanor. Contractor shall include
the above - referenced certified statement from each applicable Trade Contractor, Subcontractor
and /or Sub - Subcontractor referenced in each Application for Payment."
Not less than the prevailing wage shall be paid for labor on the work to be done as required by law.
27. BIDDERS QUALIFICATIONS
All bidders must submit the following information on or before the time at which the bid is required
to be submitted:
a. The location of the bidder's permanent place of business.
b. Evidence of ability to provide an efficient and adequate plan for executing the work.
c. A list of similar projects carried out by the bidder.
d. A list of projects the bidder presently has under contract.
d. Any additional evidence tending to show that the bidder is adequately prepared to fulfill the
contract.
28. BID CERTIFICATION FORM
All bid submittals must include a signed Bid Certification Form (copy included in Bid Documents)
certifying that the bidder is in compliance with Sections 33E -3 and 33E -4 of the Illinois Criminal
Code regarding bid rotating and bid - rigging.
Illinois State Law Article 33E -3 and 33E -4 states that it is unlawful to participate in bid - rigging
and /or bid rotating. Therefore, all bidders must certify that they are not barred from bidding on the
contract as a result of a violation of State Law 33E -3 and /or 33E-4, prohibiting bid - rigging and bid
Village of Mount Prospect —Fire Station #14 —Signs and Digital Display REP
Nozember 98, 2090
Page 29 of 25
rotation. It is necessary that this be done under oath. Therefore, the form included with the bid
submittal sheets must be notarized.
29. DEVIATIONS
Unless denoted "No Substitution ", the VILLAGE's minimum required Specifications may be
exceeded. However, vendors must list all specification deviations and provide a description and /or
catalog sheet that fully describes that which they propose to furnish, in lieu of that specified. Final
bid acceptance shall be based upon that bid deemed most favorable to the interests of the VILLAGE
after all bids have been examined and canvassed.
Village of Mount Pro spea —Fire Station #14 —Signs and Digital Display R -P
Nozember 98, 2090
Page 22 of 25
APPENDIX D — EQUAL EMPLOYMENT OPPORTUNITY CLAUSE
EQUAL EMPLOYMENT OPPORTUNITY
In the event of the contractor's non - compliance with the provisions of this Equal Employment Opportunity
Clause, the Act or the Rules and Regulations of the Department , the 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 contractmay be cancelled or voided in whole or in part, and 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 he or she will not discriminate against any employee or applicant for employment because of race, color,
religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status, age, physical or
mental disability unrelated to ability, sexual orientation, military status or an unfavorable discharge from
military service; and, further, that he or she will examine all job classifications to determine if minority persons
or women are underutilized and will take appropriate affirmative action to rectify any underutilization.
2. That, if he or she hires additional employees in order to perform this contract or any portion of this contract,
he or she will determine the availability (in accordance with the Department's Rules and Regulations) of
minorities and women in the areas from which he or she may reasonably recruit and he or she will hire for
each job classification for which employees are hired in a way that minorities and women are not
underutilized.
3. That, in all solicitations or advertisements for employees placed by him or her or on his or her behalf, he or
she will state that all applicants will be afforded equal opportunity without discrimination because of race,
color, religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status, age,
physical or mental disability unrelated to ability, sexual orientation, military status or an unfavorable discharge
from military service.
4. That he or she will send to each labor organization or representative of workers with which he or she has or is
bound by a collective bargaining or other agreement or understanding, a notice advising the labor organization
or representative of the contractor's obligations under the Act and the Department's Rules and Regulations. If
any labor organization or representative fails or refuses to cooperate with the contractor in his or her efforts to
comply with the Act and Rules and Regulations, the contractor will promptly notify the Department and the
contracting agency and will recruit employees from other sources when necessary to fulfill its obligations
under the contract.
5. That he or she will submit reports as required by the Department's Rules and Regulations, 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 Act and the Department's Rules and Regulations.
6. That he or she will permit access to all relevant books, records, accounts and work sites by personnel of the
contracting agency and the Department for purposes of investigation to ascertain compliance with the Act and
the Department's Rules and Regulations.
That he or she will include verbatim or by reference the provisions of this clause in every subcontract awarded
under which any portion of the contract obligations are undertaken or assumed, so that the provisions will be
binding upon the 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 subcontractors; and further it will
promptly notify the contracting agency and the Department in the event any subcontractor fails or refuses to
comply with the provisions. In addition, the contractor will not utilize any subcontractor declared by the
Illinois Human Rights Commission to be ineligible for contracts or subcontracts with the State of Illinois or
any of its political subdivisions or municipal corporations.
(Source: Amended at 32 Ill. Reg. 16484, effective September 23, 2008)