www.collinsvillerec.com 10 Gateway Drive, Collinsville, Illinois 62234 (618) 346-PLAY(7529) (618) 346-7530 (fax) INVITATION TO BIDDERS Notice is hereby given the Collinsville Area Recreation District ( CARD ) is accepting proposals for the following project: MOWING SERVICES CONTRACT FOR CARD PARKS/PROPERTIES Specifications and bid information may be obtained at www.collinsvillerec.com or contacting the Collinsville Area Recreation District at (618) 346-7529 weekdays between 8:30 AM and 5:00 PM. Sealed proposals will be received on or before Friday, December 12, 2014 at 10:00 AM at the Collinsville Area Recreation District Activity Center located at 10 Gateway Drive, Collinsville, IL 62234. Project proposals will be publicly opened and read aloud at that time. The sealed envelope containing the bid must be clearly marked on the outside "SEALED BID for Mowing Services. Attention Executive Director. The envelope should bear on the outside the name of the bidder and their address. Proposals received after the time specified will be eliminated from consideration. A bid bond executed by the bidder in an amount equal to five percent (5%) of the total proposal shall be submitted with each proposal. The successful bidder will be required to provide a 100% Performance and Payment Bond. It is anticipated that the project will be awarded to the lowest responsible bidder, however the Collinsville Area Recreation District reserves the right to accept or reject any or all bids, or parts of bids, or to waive any informalities in the bidding process.
SPECIFICATIONS AND BID INFORMATION SCOPE OF WORK Collinsville Area Recreation District intends to establish a service agreement with a vendor/contractor who has the ability to supply grass mowing and trimming services at the following District sites: PROPERTY MOWING ACREAGE TOTAL ACREAGE CARD Activity Center/Splash City Waterpark 10 Gateway Drive, Collinsville, IL Pleasant Ridge Park 1345 Pleasant Ridge Road, Maryville, IL Schnuck Memorial Park 401 Camelot Drive, Collinsville, IL Woodland Park 302 Pine Lake Road, Collinsville, IL Glidden Park 1374 Branch Street, Collinsville, IL Morris Hills Park North Crown Road, Collinsville, IL Jaycee Sports Complex 198 Complex Drive, Collinsville, IL Willoughby Heritage Farm 631 Willoughby Ln, Collinsville, IL 62234 Tara Lane Residence/Property 6155 Tara Lane, Collinsville, IL 62234 5 10 14 50 3 10 33 50 23 30 1 2 12 17 4 6 4 17 SPECIFICATIONS Grass will be cut to 3.5 inch height. Trimming should include weed eating, around large structures (e.g. pavilions and bathrooms) as well as around sidewalks, fencing, lakes, trees, etc. Grass trimming and debris generated from mowing and weed eating is to be blown/removed from all concrete sidewalks, parking lots, ball courts, pavilions, etc. Page 2
Mowing Schedules: All sites are to be mowed weekly, beginning May 1, 2015. However, mowing needs may be adjusted as necessary at CARD s discretion. During the early spring, typically from May 1 st to June 1 st, the schedule may be adjusted to compensate for the "rainy season" and heavy growth. The schedule may be re-adjusted in the late summer when growth slows. Schedules, listing dates and approximate mowing times are to be submitted by the contractor(s) at the request of CARD or designee each month. Trimming Schedules: Weed eating around large structures, sidewalks, and fencing should be performed weekly or in accordance with mowing schedule. Weed eating around lakes should be performed every other week or in accordance with every other mowing. Weed eating around trees, guardrails, picnic tables, etc. should be performed on an as needed basis. EVALUATION CRITERIA Award of proposal shall be made to the lowest responsive and responsible vendor, meeting the specifications set forth herein. The company selected will be the one with the best overall proposal, the best contract pricing with the least contingencies, with best knowledge of the business, as well as meeting CARD's service requirements/specifications. CARD will review written proposals and intends to make its selection based on these written proposals. In addition to the quoted price, the following is a partial list of the criteria that may be used in our determination of vendor responsibility and responsiveness: A. Superior quality and adherence to specifications as a qualified vendor; B. Experience with park districts or other municipalities of similar size and complexity; C. Company's reputation; D. Pricing structure; (The pricing structure should include individual pricing or cost estimates for each of the nine outlined parks/properties.) E. References from a minimum of three municipalities or businesses CARD reserves the right to accept or reject any or all proposals; to request resubmission of proposals; to waive irregularities in the proposals; such as shall best serve the requirements and interests of CARD. The mowing agreement between CARD and the contractor(s) is contingent upon budget allotments and is subject, with notification, to restrictions or cancellation if budget adjustments are deemed necessary by the Board of Park Commissioners. The Board of Park Commissioners intend to make a decision regarding the bid proposals at the Regular Board Meeting on Tuesday, December 16, 2014. TERMS OF AGREEMENT The initial term of the contract shall be from May 1, 2015 through October 2015. CARD and the vendor may renew the original agreement for additional one-year periods at the discretion of CARD. A service agreement, prepared by CARD and approved by the Board of Park Commissioners, shall become the document that authorizes the work to commence. Each Page 3
section contained herein, any addenda and your response shall also be incorporated by reference into the resulting agreement. SERVICE AND SITE MODIFICATIONS CARD reserves the right to add and/or delete services or make site modifications during the term of this agreement. Should a service requirement or site be deleted or modified, payment to the contractor will be reduced proportionally, in accordance with the proposal price to the amount of service reduced. Should additional services be required from this contract, prices for such additions will be negotiated between the contractor and CARD. INTERPRETATION OR CORRECTION OF REQUEST FOR PROPOSALS Proposers shall promptly notify CARD of any ambiguity, inconsistency or error which they may discover upon examination of the Request for Proposal. Interpretations, corrections and changes to the Request for Proposal will be made by written addendum and sent to all prospective proposers who have notified CARD in writing of their intent to submit a proposal. It is the responsibility of prospective proposers to so notify CARD if they want to be included on the list of prospective proposers who are to receive addenda. Interpretation, corrections or changes made in any other manner will not be binding. DISCUSSION OF PROPOSALS CARD may conduct discussions with any proposer who submits a proposal. During the course of such discussions, CARD shall not disclose any information derived from one proposal to any other proposer. RESERVED RIGHTS CARD reserves the right at any time and for any reason to cancel this Request for Proposal or any portion thereof, to reject any or all proposals, or to accept an alternate proposal. CARD reserves the right to waive any immaterial defect in any proposal. CARD may seek clarification from a proposer with respect to its proposal at any time and failure to respond promptly is cause for rejection. INCURRED COSTS CARD will not be liable, under any circumstance, for any costs incurred by respondents in replying to this Request for Proposal. COMPLIANCE WITH APPLICABLE LAWS AND CRIMINAL BACKGROUND CHECKS The contractor shall be required to certify compliance with applicable federal, state and local laws. The contractor will be required to meet all federal state and local regulations including but not limited to those pertaining equal employment opportunity and unlawful discrimination. Page 4
The contractor will be required to perform criminal background checks on all employees working at CARD sites and will be required to certify that no employee has been convicted of a crime that would make him/her ineligible under applicable state statutes if employed by CARD. The criminal background checks will be paid for by the contractor and are not reimbursable by CARD. ADDITIONAL INFORMATION Should the proposer require additional information about this proposal and/or would like to schedule a time to tour the facilities/locations named in this request, please contact Kevin Brown, Superintendent of Parks, at kbrown@collinsvillerec.com no less than seven (14) days prior to the bid closing date. ANY and ALL changes to this Request for Proposal are valid only if they are included by written Addendum to all prospective proposers who have notified CARD of intent to submit a proposal as provided above. No interpretation of the provisions of this Request for Proposal or service agreement documents will be made orally. Failure of any proposer to receive any such addendum or interpretation shall not relieve the proposer from obligation under its proposal as submitted. All addenda so issued shall become part of the proposal documents. Failure to request an interpretation in writing constitutes a waiver to later claim that ambiguities or misunderstandings caused a proposer to improperly submit a proposal. DOCUMENTS TO BE SUBMITTED WITH PROPOSAL Submittal Form (attached) and Signature Page Three references Any Supplemental material you have to reflect service offerings with additional fees/prices. A Completed Price Sheet Identifying service agreement cost Copies of Contractor Qualifications Proof of insurance A bid bond executed by the bidder in an amount equal to five percent (5%) of the total proposal shall be submitted with each proposal. Proposals lacking these completed forms may be eliminated from the review or selection process. Proposal must be received in the CARD Activity Center by Friday, December 12, 2014 at 10:00 am. Late proposals will not be accepted and will be returned unopened. Name of the Proposal: Deadline for Submittal: Sealed Proposal Submitted To: Mowing Services CARD Friday, December 12, 2014 at 10:00 a.m. Collinsville Area Recreation District 10 Gateway Drive Collinsville, IL 62234 Attention: Interim Executive Director Page 5
RESPONSIBILITY AND DEFAULT The contractor shall be required to assume responsibility for fulfillment of all items listed in this Request for Proposal. The successful proposer shall be considered the sole point of contact for purposes of this service agreement. CHANGE IN STATUS The proposer shall notify CARD immediately of any change in its status resulting from any of the following: Proposer is acquired by another party Proposer becomes insolvent Proposer, voluntary or by operation law, becomes subject to the provisions of any chapter of the Bankruptcy Act Proposer ceases to conduct its operations in normal course of business CARD shall have the option to terminate its service agreement with the proposer immediately on written notice based on any such change in status, violation of obligation, and/or failure to meet requirements of contract. Hold Harmless Clause The proposer agrees to indemnify, save harmless and defend CARD, its Board of Park Commissioners, officers, employees and agents, and each of them against and hold it and them harmless from any and all damages, lawsuits, claims, demands, liabilities, losses, and expenses; including court costs and reasonable attorney s and paralegal fees arising out of or resulting from the acts, errors, omissions, conduct or operation of proposer, provided that any such claim, damage, loss, or expense (1) is attributable to bodily injury, sickness, disease, or death arch injury to or destruction of tangible property, including the loss of use resulting there from, and (2) is caused or is claimed or alleged to have been caused, in whole or in part, by any negligent act, error, or omission, conduct, or operation of proposer, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable; or (3) is caused or is claimed to have been caused, in whole or in part, by any service rendered by proposer, its agents, employees, or subcontractors. Proposer shall at all times during the term of the agreement subscribe to and comply with the workers compensation laws of the state of Illinois and pay such premiums as may be required thereunder for coverage with limits of not less than those required by state law, naming CARD under a waiver of subrogation clause. Insurance (Subject to Change) During the term of the agreement, the following insurance coverage shall be kept in full force and the cost shall be a direct operating cost. Page 6
A. Workers Compensation: As required by Illinois law B. Employers Liability Coverage: $1,000,000.00 C. Commercial General Liability Coverage: Including bodily injury, personal injury liability, property damage, contractual liability, and products coverage: $2,000,000 Per occurrence and $2,000,000 in the aggregate D. Comprehensive Automobile Liability Insurance: $1,000,000 combined single limit E. Umbrella or Excess Liability: Additional$10,000,000. Coverage is to apply excess of general liability, employers liability, and automobile liability policies. F. Personal Property Insurance: All risk coverage on a replacement cost basis for appropriate limit of insurance equal to replacement cost. Qualifications of Coverages: A. The insurance company must be licensed to do business in the state of Illinois. B. The insurance company must have an A.M. Best Rating of A+: X1 or higher. C. All coverage should be evidenced by a certificate of insurance. D. All coverage must contain a thirty (30) day notice of cancellation or reduction to the additional insured. All policies, with the exception of the workers compensation, and comprehensive automobile shall name CARD as additional named insured. The policies shall further provide that CARD shall not be liable to repay the insurer any deductible amounts. LAW GOVERNING This proposal and any license resulting there from shall be governed by and construed according to the laws of the State of Illinois and Madison and St. Clair Counties. SIGNATURE AND LEGIBILITY The proposer shall clearly print or type its legal name and address, and the signature of the person with authority to bind the proposer shall be clearly and legibly written in the space provided with the title of the signatory clearly printed or typed. FREEDOM OF INFORMATION ACT Contractors are hereby notified that pursuant to 5 ILCS 140/7 (2) any record of a contractor that relates directly to a governmental function being performed by the contractor pursuant to this service agreement is considered a public record of CARD for purposes of the Freedom of Information Act, and upon request of CARD s FOIA Officer, contractor shall within two (2) business days turn over to the FOIA Officer any record requested that is in possession of the contractor. Page 7
PROPOSAL TO THE COLLINSVIILE AREA RECREATION DISTRICT BOARD OF PARK COMMISSIONERS FOR MOWING SERVICES The Proposer further certifies that the official name or title and the business address of the Proposer to be considered as of the making of this proposal is as follows: (Please complete in ink, and print or type) NAME OF PROPOSER (please print): TITLE: ADDRESS OF PROPOSER: CITY, STATE and ZIP: PHONE NUMBER: ( ) FAX NUMBER: ( ) CELL PHONE NUMBER: E-MAIL: DATED THIS DAY OF, 20 SIGNATURE: PROJECT: MOWING SERVICES CONTRACT FOR CARD PARKS/PROPERTIES REFERENCES MUST SUBMIT THREE COMPANIES/ORGANIZATIONS FOR WHICH MOWING SERVICES WERE PROVIDED BY THE PROPOSER WITHIN THE PAST THREE YEARS. NAME COMPANY ADDRESS PHONE SERVICE PROVIDED NAME COMPANY ADDRESS PHONE SERVICE PROVIDED Page 8
NAME COMPANY ADDRESS PHONE SERVICE PROVIDED NAME COMPANY ADDRESS PHONE SERVICE PROVIDED NAME COMPANY ADDRESS PHONE SERVICE PROVIDED In submitting this proposal, it is understood that CARD reserves the right to reject any or all proposals, to accept an alternate proposal, and to waive any informalities in any proposal. Page 9
PROPOSER QUALIFICATIONS Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Fax: E-Mail: 1. # of Years in Business: # of Employees 2. Annual Sales # 3. # of Business Locations & Addresses 4. What is your current staff and organization structure? 5. What distinguishes your firm from your peers in the industry? 6. Within the past ten (10) years, has your firm, any officer or other individual employed by your firm, been the subject of any administrative or judicial proceeding for alleged violations of any law, or any rule or regulation of any governmental body. If yes, please provide a detailed explanation of the proceeding, including the nature of the charge or claim, the disposition of the matter and the specific individuals/entities involved. 7. Within the past ten (10) years, has your firm been the subject of any other type of claim, including by way of example and not limitation, for breach of contract? If yes, please provide a detailed explanation of the proceeding, including the caption, claimant, court or other dispute forum, nature and disposition of the claim. 8. Has your firm ever been terminated prior to completion of its services from any project? If yes, please provide a detailed explanation, including the identities of all entities and individuals involved, the nature of the services which your firm was to provide, the individuals who were assigned to prove the services and the reason given for the termination. Page 10