PUBLIC NOTICE NOTICE OF REQUEST FOR BIDS CITY OF HIGHWOOD, ILLINOIS ROADWAY SNOW REMOVAL AND SALT APPLICATION Notice is hereby given that the City of Highwood is seeking bids for Roadway Snow Removal and Salt Application, in accordance with specifications currently on file and which may be reviewed at Highwood's City Hall, located at 17 Highwood Avenue., Highwood, Illinois 60040 between 8:30 a.m. and 4:30 p.m., local time, Monday through Friday. Bid Specifications and Documents can be downloaded free of charge on the City s website at www.cityofhighwood.org. Sealed bids are due at the Highwood City Hall no later than 10:00 AM, local time, on Thursday, July 30 2015, at which time said bids will be opened and publicly read aloud. The City of Highwood reserves the right to reject any or all bids, to waive technicalities or to accept any bid which, in its judgment, will be in the best interest of the public. Bids may not be modified after submittal. Bids may be withdrawn by written request at any time before the hour set for the bid opening. No bids may be withdrawn after the bid opening. Only bids responsive to the specifications will be considered. Please direct all questions to Molly Keane, Administrative Assistant, at (847) 432-1924.
City of Highwood, Illinois 2015-2016 Request for Bids for Roadway Snow Removal and Salt Application City of Highwood, Illinois 17 Highwood Avenue Highwood, IL 60040 847.432.1924 348096_1
Invitation for Bidder s Proposal City of Highwood ( City ) 17 Highwood Avenue Highwood, IL 60040 Attn: Molly Keane, Admin Asst. I. Invitation to Bid The City invites sealed Bidder s Proposals for the Work described in detail in the Contract and generally described as: 2015/16 City of Highwood Request for Bids for Snow Removal and Salt Application Your attention is directed to the attached legal advertisement which appeared in the 2015 edition of the Lake County News Sun requesting sealed bid proposals for ROADWAY SNOW REMOVAL AND SALT APPLICATION. 1. The Bid Package The Bid Package consists of the following documents; 1. Invitation for Bidder s Proposals 2. General Instructions to Bidders 3. Bidder s Proposal 4. Bidder s Sworn Acknowledgement 5. Bidder s sworn Work History Statement 6. Contract, including all of its Attachments and Appendices, if any. 2. Inspection and Examination The Bid Package may be examined at the Highwood City Hall, 17 Highwood Ave., Highwood, IL 60040 during the hours of 8:30 AM and 4:30 PM. A bid packet may be downloaded free of charge on the City s website. www.cityofhighwood.org. Prospective bidders shall carefully examine the bid package and then inspect the defined work site and surrounding areas which may affect the contract, work site, and extent of work. The accepted Bidder s Proposal shall be responsible for any errors or omissions in their proposal including those resulting in the failure or neglect of proper examination of the work site and surrounding area. 3. Bid Opening All sealed Bidder s Proposals will be accepted until 10:00 AM, local time, on July 30, 2015 at the City of Highwood, 17 Highwood Ave., Highwood, IL 60040 at which time, or soon thereafter, all Bidder s Proposals will be publicly opened and read aloud. All Bidder s or their agents or designees are invited to be present at the bid opening. 2
4. Bid Security, Insurance & Performance Bond A. Bid Bond: A bid bond in the amount of $10,000 will be required and shall be submitted with the Proposal. B. Insurance: Upon award, the successful Bidder will be required to supply the City with Certificates of insurance, as required Section IV. and by the Contract. C. Performance Bond: A performance bond in the amount of $20,000 will be required, upon award. II. General Instructions for Bidders 1. Defined Terms: All terms capitalized in the Instructions to Bidders or supplemental documents included with the Bid Package are defined and shall have such defined meanings where used. 2. Implied Terms: Any necessary personnel, equipment, materials or supplies that are not directly or indirectly set forth in the Contract yet necessary for the completion of the work shall be understood by the Bidder and provided for within the Bidder s Proposal. 3. Information Provided by City: Any additional information relating to the conditions or streets shall be available to all prospective Bidders. Such information shall not be considered part of the Bid Package and the City assumes no liability for the accuracy of such information. 4. Addenda: An interpretation of the Bid Package documents shall not be valid without a duly issued Addendum by the City. All Addenda issued before the Bid Opening shall become part of the Bid Package. It is the responsibility of the Bidder to inquire, from time to time, on the availability of an addendum. Any request for clarification of the meaning of a part of the Bid Packet shall be submitted in writing to the City, prior to the scheduled Bid Opening. 5. Taxes & Benefits: The City is exempt from all state and local sales, use and excise tax. The Proposal shall not include any such taxes. The Proposal price shall include all other applicable federal, state, and local taxes for the work. 6. Permits and Licenses: The Bidders Price Proposal shall include the cost of obtaining all permits, license and any other approval/authorization required to complete the work. The City shall not be responsible for the application or obtaining of such items and will not provide additional compensation for such. 7. Preparation of Bidder s Proposal: A. All Bidders Proposals shall be made only on the blank Bidders Proposal Form included in the Bid Package. B. Entries on the form shall be typed or written legibly in ink. All prices shall be written by words and figures. In the case of any conflict, the written words shall prevail. Where an adding or multiplication error occurs, the unit price shall control. Proposals may be rejected if a requested price is not included. Blank entries shall be considered no charge bids. C. No alterations shall be made to the Bidders Forms. Any alterations or omissions may result in the rejection of the Bid. D. The following items shall be securely stapled to the Bid Proposal a. All Addenda documents b. The Sworn (sealed and notarized) Acknowledgement 3
c. Sworn Work History Statement d. Bid Bond (In the amount of $10,000) E. The Bidder s Proposal and all other documents related to the Bid and Contract shall be signed by the authorized persons of the entity as required below; 1. Corporations: Signed by the President or other authorized office and the attesting signature of the Secretary or their designee. 2. Partnerships: Signed by all of its general partners or by an attorney-in-fact. 3. Individuals: Signed by such individual or by an attorney-in-fact. 4. Joint Ventures: Signed by each signature of the joint venture or by an attorney-infact. 8. Submission of Bidder s Proposal One copy of each Bidder s Proposal, executed, with all other required documents, shall be submitted in a sealed envelope, addressed and delivered to the City by the date and time described within the Bid Packet. Any Bid Proposal received after such time shall be rejected and returned to the Bidder. Each sealed package shall be clearly marked 2015/16 City of Highwood Bids for Snow Removal and Salt Application on the outside of the package with the Legal Name of the Bidder visible. Upon submittal of a written request by the Bidder, the Proposal may be withdrawn prior to the opening of the Bids. The withdrawal of a bid shall not prevent the Bidder from submitting a new proposal. 9. Qualification of Bidders A. The City will award the Contract only to a Bidder which furnishes satisfactory evidence on experience, ability, capital, facilities, equipment, organization and staffing to perform the required work. This information includes, but is not limited to the information provided within the Company Overview Form. Additional information may be requested or required by the City of the Bidder prior to award. B. Final Determination will be made on the basis of the amount of the Price Proposals, experience, knowledge or any other relevant factors as determined by the City. C. Bidders must submit the following items with their bid proposals, to prove qualification to perform work; 1. Proof of eligibility to do business in the State of Illinois such as the IDOT Certificate of Eligibility 2. Address of the Bidders place of business 3. Number of years engaged in the contracting business and where incorporated. 4. Complete list of property and equipment to perform the work 5. A financial statement showing adequate resources to meet all obligations 6. Performance record with the description, location, point of contact and telephone numbers of similar projects completed within the last 5 years. 7. A list of present contracts, amounts, and completion dates 8. A list of Contract resulting in law suits or default 9. A statement of the Bidder whether or not he Bidder has every filed bankruptcy while under a contract of similar work or scope 10. The name of the responsible party and point of contact for the contract 11. A list of sub-contractors who will be used in completion of this contract 12. Any additional information which will assist the City in determining if the Bidder is adequately prepared for fulfill all provisions of the Contract D. The purpose of the Qualifications of Bidders is not to discourage Bidders of any type but to 4
ensure the City has all the necessary information to determine qualified bidders to perform the Work as described. The Bidder is hereby advised to carefully review portions of the Bid Form requiring any representations or certifications. The City s determination on qualifications shall be final. 10. Disqualification of Bidders A. Only one Bidder s Proposal shall be considered from any corporation, partnership, individual, or joint venture whether under the same or different names. B. Any reasonable grounds for collusion among any Bidders WILL NOT be considered. C. Any Bidder which is or has been in default of a contract with the City or is in arears of payment to the City WILL NOT be considered. 11. Award of Contract A. The City reserves the right to accept the Bidder s Proposal that it deems the most favorable and to reject any proposal including the lowest priced. The City further reserves the right to award multiple awards of the Contract. B. All Bidders Proposals are considered firm offers to enter into the Contract with the City unless rejected or acceptance of another Proposal. C. The City intends to award the Contract within 60 days following the opening. An extension beyond such 60 days may be issued by the City and notice will be provided to the Bidders if an extension is required. D. The City further reserves the right to reject all bids in its sole discretion. 12. Notice of Award & Effective Date If the Contract is awarded by the City, the award shall become effective when a Notice of Award has been delivered to the successful Bidder Effective Date of Award and a Contract has been executed by the City and successful bidder. The City will prepare three copies of the Contract based upon the Bidder s Proposal and submit them for execution, to the successful Bidder. III. Scope of Work & Basis for Proposal 1. The Contractor shall provide snow removal and salt application services to the City in the areas as described on the map attached to this bid packet. Attachment A. The total mileage of streets to be serviced is 6.6 miles. 2. The Contractor shall provide a level of service which keeps snow accumulation on arterial and other major routes at a maximum of 1.5 inches during a snow fall rate of 1 inch per hour as forecasted on a 24-hour basis. 3. Salt shall also be applied to streets after the plow makes an initial pass. 4. Arterial and major routes shall be serviced at a priority. 5. The period of this contract shall be from November 1, 2015 through April 1, 2016. 6. The Contractor shall be available on a 24-hour call during the period of the contract and shall provide the City with a 24-hour service number. 7. The contractor shall provide the City with a guaranteed response time for service as provided in their bid proposal and be able to mobilize as necessary to perform the standards as described in this section. 8. The contractor shall operate from their own facilities except to load salt from the City s designated facilities as determined in the pre-season meeting with City representatives. 9. The Contractor must notify the City of Highwood whenever a piece of crucial equipment, crucial to the level of service, is out of service. 10. The basis for proposal shall be provided with the following four scenarios; Option 1: A per push rate, for salting and/or snow plowing as needed to meet the performance standards as described above, based on the amount of snowfall. Option 2: A flat hourly rate for salting and/or snow plowing as needed to meet the 5
performance standards as described above, after 1 of snowfall. Option 3: A flat hourly rate for salting and/or snow plowing as needed to meet the performance standards as described above, after a flat rate, after 1.5 of snowfall. Option 4: A flat rate for salting and/or snow plowing for the entire season. 11. All proposals shall include all costs associated with the operation of the equipment and labor. Inclusive but not exclusive of fuel, maintenance, equipment repairs, insurance and salaries. IV. Insurance & Indemnification : The selected contractor shall not commence work under the Contract until it has obtained all insurance required herein and such insurance has been approved by the City. The Contractor shall furnish a copy of certificates, with the City named as an additional insured, showing the following minimum coverage in an insurance company acceptable to the City. Policy shall contain a waiver of subrogation clause in favor of the City. 1. Worker s Compensation & Employer s Liability: with limits not less than: a. Worker s Compensation: Statutory b. Employer s Liability: i. $500,000 injury-per occurrence ii. $500,000 disease-per employee iii. $500,000 disease-policy limit c. Such insurance shall evidence that coverage applies in the State of Illinois Article 107.02. 2. Comprehensive Motor Vehicle Liability: with a combined single limit of liability for bodily injury and property damage of not less than $1,000,000 for vehicles owned, non-owned, or rented. All employees shall be included as insured. 3. Comprehensive General Liability: with coverage written on an occurrence basis and with limits no less than: a. General Aggregate: $2,000,000 b. Bodily Injury: $500,000 per person $1,000,000 per occurrence, and c. Property Damage: $1,000,000 per occurrence, and $2,000,000 aggregate d. Other Coverage: Coverages shall include: Premises/Operations Independent Contractors Personal Injury (with Employment Exclusion deleted) Broad Form Property Damage Endorsement Blanket Contractual Liability (must expressly cover the indemnity provisions of the Contract) Bodily Injury and Property Damage X, C, and U exclusions shall be deleted Railroad exclusions shall be deleted if Work Site is within 50 feet of any railroad track. All employees shall be included as insured. 4. Umbrella Policy: The $2,000,000 required coverage and be in any combination of primary, excess, and umbrella policies. Any excess or umbrella policy must provide excess coverage over underlying insurance on a following-form basis such that when any loss covered by the primary policy exceeds the limits under the primary policy, the excess or umbrella policy becomes effective to cover such loss. 5. City as Additional Insured: City shall be named as an Additional Insured on the required 6
policies excluding worker s compensation. 6. Indemnification: Contractor shall indemnify and hold the City, its employees, officers and agents harmless for any and all liabilities and damages they may sustain as a result of any work done pursuant to the agreement, such indemnification shall be made a part of the agreement between the City and the Contractor. Bid Proposal Documents 1. Company Overview Company Name: Mailing Address: Primary Contact: Phone Number: Email: Company Location(s) [Attach an additional sheet, if necessary] 1. 2. 3. 4. Total Number of Employees: Total Pieces of Equipment Available Equipment List by Type and Number of Each Type [Attach an additional sheet, if necessary] Type Number Available 7
Additional details surrounding company which would impact your service deliver that you wish to provide the City. 2. Salt Storage: Does your company have the ability to store salt purchased by the municipality for use? Yes If yes, please provide the location No Guaranteed response time: hour(s) and minute(s) Option Year 1 Year 2 Year 3 Option 1: Proposed Per Push Rate $ per $ per $ per Option 2: Proposed Flat Rate after 1 Snowfall $ $ $ Option 3: Proposed Flat Rate after 1.5 Snowfall $ $ $ Option 4: Proposed flat rate for the entire season $ $ $ 8
References Contact Name Organization Phone Number Years & Services Provided 9
CITY OF HIGHWOOD BID PROPOSAL (CONTINUED) Delivery of the item(s) will be within day(s) following notification of bid award. State length and terms of warranty(s): Signed on this day of, 20. If an individual or partnership, all individual names of each partner shall be signed: By... : Print Name... : Position/Title... : By... : Print Name... : Position/Title... : Company Name... : Address line 1... : Address line 2... : Telephone... : If a corporation, an officer duly authorized should sign and attach corporate seal PLACE CORPORATE SEAL HERE By...: Print Name...: Position/Title... : Company Name...: Address line 1...: Telephone...: No additional charges over the total net bid price will be made during the specified Bid/Contract period. The City of Highwood is exempt from sales or federal tax; 10
therefore, do not include in bid price. CONTRACTOR'S (BIDDER) CERTIFICATION BID PROPOSAL (Name of Contractor/Bidder), having submitted a bid on a contract for (General description of item(s) bid on) to the City of Highwood, hereby certifies that said contractor/bidder is not barred from bidding or contracting with any unit of State or local government as a result of a violation of either Section 33E-3 or 33 E-4 of Article 33E of the Illinois Criminal Code or of any similar statute of another state or of a federal statute containing the same or similar elements. By: Authorized Agent of Contractor/Bidder Subscribed and sworn to before me this day of, 20. NOTARY PUBLIC The City of Highwood reserves the right to reject any or all bids, to waive technicalities in bidding, or to choose any combination of bids which are deemed to be in the best interest of the City of Highwood. 11
BIDDERS MUST PROPERLY FILL OUT THE FOLLOWING FORMS: 1. The Bid Proposal Form must be signed by an authorized agent. The seal, if applicable, must be affixed. The unit price(s), amount(s), delivery date(s), date of signature, warranty(s) and any other relevant information must be stated. The question concerning compliance with specifications must also be answered. 2. The Performance Reference Form must also be properly filled out. IF THESE TWO FORMS ARE NOT PROPERLY FILLED OUT, THE BID MAY BE REJECTED. The successful bidder will be required to agree to and sign the City of Highwood s contract form including exhibits (sexual harassment policy, Illinois Department of Revenue tax compliance certification, contractor certification related to the Federal Highway Administration Rules on Controlled Substances and Alcohol Use and Testing, and payroll certification) that follow this page. 12