25-33 Farm Land Lease,101025.pdf

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REQUEST FOR PROPOSAL

Request for Proposal: 25-33

Proposal Description: Farm Land Lease

Issue Date: October 15, 2025

Questions Due: October 24, 2025

Proposal Due Date: October 30, 2025, 10:30 AM CDT

To All Prospective Proposers:

You are hereby invited to submit your bid for services to be furnished and delivered, to the address specified herein.

All bids may be received in sealed envelopes, or via BidNet.com electronically.

All bids are subject to staff analysis and Board approval. The Greater Rockford Airport Authority (Authority) reserves the right to accept or reject any and all bids received and waive any and all technicalities.

There will be no pre-bid conference for this bid.

Proposals are due to:

Greater Rockford Airport Authority 60 Airport Drive

Rockford, IL 61109-2902

Direct any and all inquiries about this RFP to rfp@flyrfd.com .

mailto:rfp@flyrfd.com

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Instructions to Bidders

1.1 Bid Preparation

Bids must be submitted on the required forms specified within these contract documents and shall conform to the terms and conditions set forth in the “Instructions to Bidders,” “General Terms and Conditions” and “Special Terms and Conditions” of the contract. Bids submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Bids may be modified or withdrawn prior to the time specified for the opening of bids. Bids shall be filled out legibly with all erasures, strikeovers and corrections initialed in ink by the person signing the bid.

1.2 Bid Execution

If the Bidder is a corporation, the President shall execute the bid. If the bid is executed by other than the President, a certified copy of that section of the corporate by-laws or other authorization by the corporation, which permits the person to execute the bid for the corporation, shall be submitted. If the Bidder is a partnership, all partners shall execute the bid, unless one partner has been authorized to sign for the partnership, in which case, evidence of such authority satisfactory to the Deputy Director/Finance & Administration shall be submitted. If the Bidder is a sole proprietor, the owner shall execute the bid. A “Partnership” or “Sole Proprietor” operating under an Assumed Name shall be registered with the Illinois County in which located, as provided in the Illinois Compiled Statutes, 805/ILCS 405/1.

1.3 Bid Submission

The Greater Rockford Airport Authority must receive all bids by the specified opening time of the bid. Bids arriving after the specified time will not be accepted and will be returned unopened. All bids may be submitted in sealed envelopes with the following information explicitly shown (centered both vertically and horizontally on the envelope): name and address of bidder and bid number; or electronically on line via BidNet.com, making sure the electronic spreadsheet information is included. Further, the sealed envelope must be clearly marked “SEALED BID.” The Bidder shall be responsible for the delivery of the bid before the date and hour set forth for the opening of bids. Further questions may be directed to the potential contractors prior to a decision on this lease.

1.4 Error in Bid

Bidders are cautioned to verify their bids before submission. Negligence on the part of the Bidder in preparing the bid confers no right for withdrawal or modifications of the bid after it has been opened. In case of error in the extension of prices in the bid, the unit price will prevail.

1.5 Variances and Deviations

Variances and deviations shall be described fully on the Bid Form. In the absence of such statement, the bid shall be considered as if submitted in strict compliance with all terms, conditions, and specifications; the Proposer shall be held liable. Proposers are cautioned to avoid making variances and deviations to the specifications, which may result in rejection of their bid.

1.6 Reserved Rights

Greater Rockford Airport Authority reserves the right at any time and for any reason to cancel this Invitation to Bid, accept or reject any or all bids or any portion thereof, or to accept an alternate bid. The Authority reserves the right to waive any immaterial defects or irregularities in any bid. The Authority may seek clarification from any Bidder at any time and failure to respond promptly is cause for rejection. The Authority has sixty (60) days to accept the bid.

1.7 Interpretation or Correction of Bidding Documents

Bidders shall promptly notify the Authority no later than one (1) week before bid opening of any ambiguity, inconsistency or error, which they may discover upon examination of the bidding documents.

Interpretations, corrections and changes will be made by written addendum. Each bidder shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the bid. Oral explanations will not be binding.

1.8 Incurred Costs

The Authority will not be liable for any costs incurred by Bidders in replying to this Request for Proposal.

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1.9 No Bid Response

If your firm declines to bid on this invitation, but desires to remain on the Authority’s Bidders’ List for future invitations, please submit a letter or email requesting to remain on the Bidders’ List.

1.10 Basis of Award

It is the intent of the Authority to award a contract to the best responsible bidder meeting specifications.

Proposals will be scored utilizing rating factors listed in Section 3.5. The Authority reserves the right to award multiple contracts based on services provided by bidders and related scoring criteria.

1.11 Pre-Bid Conference

For this proposal, no pre-bid conference is planned.

End of Instructions to Bidders

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General Terms and Conditions

2.1 Non-Discrimination

Contractor shall comply with the Illinois Human Rights Act, 775, ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference. Furthermore, the Contractor shall comply with the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended.

During the performance of this Contract, the Contractor agrees that it shall not discriminate against any worker, employee or applicant, or any member of the public, on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap, or sexual orientation. Upon request of the Authority, the Contractor also agrees to submit in writing an affirmative action plan demonstrating compliance with equal employment opportunity laws and policies. Contractor further agrees that this clause will be incorporated by the Contractor in all contracts entered into with suppliers or materials or services, sub-Contractors and all labor organizations furnishing skilled, unskilled and craft union skilled labor, or any other person or organization performing services in connection with this Contract.

2.2 Drug-Free Workplace

The Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS 580/1, et seq.

2.3 Tax Exemption

The Greater Rockford Airport Authority is not subject to Federal Excise Tax. Per Illinois Compiled Statutes, 35 ILCS 120/2-5, the Greater Rockford Airport Authority is exempt from state and local taxes. Our exempt number is E9992-3521.

2.4 Warranties

Contractor warrants that all goods and services furnished hereunder will conform in all respects to the terms of this solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Contractor warrants that said goods and services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. The Authority may return any nonconforming or defective items to the Contractor or require correction or replacement of the item at the time the defect is discovered, all at the Contractor’s risk and expense. Acceptance shall not relieve the Contractor of its responsibility.

The Contractor further agrees, upon written notice from the Authority, to promptly and without charge, make changes, corrections and/or replacement, to the satisfaction of the Authority, which may be required to make good all defects in design and material under its intended use, for a period of three (3) years, with the three

(3) year period commencing on the date of acceptance by the Authority. The Contractor shall receive no compensation for cost in replacement of goods or workmanship.

2.5 Indemnification

Contractor agrees to indemnify, save harmless and defend the Greater Rockford Airport Authority, its agents, servants, Commissioners, and employees, and each of them against and hold it and them harmless from any and all lawsuits, claims, demands, liabilities, losses or expenses, including court costs and attorneys’ fees, for or on account of any injury to any person, or any death at any time resulting from such injury, or any damage to any property, which may arise or which may be alleged to have arisen, in whole or in part, out of or in connection with the work covered by this contract. The foregoing indemnity shall apply except if such injury, death or damage is caused directly and solely by the negligence or other fault of the Greater Rockford Airport Authority, its agents, servants, Commissioners, or employees or any other person indemnified hereunder. This indemnification obligation is not limited by, but is in addition to the insurance obligations, which may be contained in this contract. The provision of this paragraph shall not be waived.

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2.6 Termination and Default

Time is of the essence on this contract and if delivery of acceptable items or rendering of services is not completed by the time promised, the Authority reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Contractor, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Contractor with any or all losses incurred. The Authority shall be entitled to recover its attorney’s fees and expenses in any successful action by the Authority to enforce this contract. No Fault Termination of services is granted to either party with a 90-day written notice.

2.7 Royalties and Patents

Contractor shall pay all royalties and license fees. Contractor shall defend all suits or claims for infringement of any patent, copyright or trademark rights and shall hold the Authority harmless from loss on account thereof.

2.8 Regulatory Compliance

Contractor represents and warrants that the goods or services furnished hereunder (including all labels, packages and containers for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services.

Pursuant to Illinois Municipal Code 65 ILCS 5/11-42.1-1, by signing this bid the Contractor certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue.

All Contractor and subcontractors, by signing this bid, agree that all individuals assigned to the project(s) concerning this bid are in compliance with: (a) providing health and welfare and retirement benefits, (b) correctly classifying employees, and (c) meeting the minimum workers’ compensation requirements.

The Contractor certifies that they are not barred from bidding on this contract as a result of engaging in or being convicted of: (a) bid-rigging in violation of Section 3; or (b) bid-rotating in violation of Section 4, of the Illinois Criminal Code of 1961, as amended [720 ILCS 5/33E-3 and 4].

2.9 Discounts

Prices quoted must be net after deducting all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later. The Authority is a member of Sourcewell and OMNIA buying groups and welcomes any independent contract pricing.

2.10 Inspections

The Authority shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Authority. Any items rejected shall be removed from the premises of the Authority and/or replaced at the entire expense of the Contractor.

2.11 References

To allow the Authority to evaluate the experience of the Contractor, as it relates to this purchase, the Contractor must submit a minimum of three (3) references of organizations that have purchased similar services. Failure to include references may result in bid disqualification.

2.12 Law Governing

This contract shall be governed by and construed according to the laws of the State of Illinois.

End of General Terms and Conditions

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Special Terms and Conditions

3.1 Pricing

The price quoted for each item is the full price to be paid to the Greater Rockford Airport Authority.

Lump sums of half the annual amount will be due twice a year to GRAA on November 1 and March 1 of each calendar year.

3.2 Contract Period

The acreage being offered for leas shall be five-year term with two additional two year options available. This option may be offered at one year options at the discretion of GRAA. The lease year will be established as March 1 of each year.

3.3 Specifications

GRAA is seeking a Dollar per Acre per Year bid relative to tillable acres that are designated for agricultural purposes located and owned by GRAA. The total tillable acres are approximately 486.2, divided as to 42.4 acres available as Hay Crop areas, and 443.8 acres available as Row Crop areas.

Refer to Attachment 1 and the full drawing as included in this bid packet. Immediately after harvest of row crops, the successful bidder will till all row crop areas in an effort to cover any grain present after harvest.

3.4 Farming Equipment

A list of all farming equipment which are currently owned or leased by you or your company, including tractors, trailers, plow equipment, seeders, harvesters, etc.,. shall be included on the Bid Form.

3.5 Evaluation Criteria

Criterial by which all proposals will be evaluated include the highest revenue to GRAA; base location of the farming business; past performances as determined by any means possible by GRAA; and any other information that becomes available to GRAA. GRAA reserves the right to retain all proposals submitted and make the decision based on the best interests of GRAA.

3.6 Insurance

During the term of the agreement, the Vendor will, at its own expense, have in effect the coverages listed below, as applicable. The vendor shall also require the same from all of its subcontractors engaged in the work.

Commercial General Liability:

Coverage should include premises operations, products and completed operations, broad form property damage, contractual liability, independent contractors, and personal and advertising injury with minimum limits of $1,000,000 limit per occurrence for bodily injury and property damage; $2,000,000 aggregate with defense outside the limits. Any aggregate limit must apply per project/per location and must be unimpaired. The policy shall include your company and its subsidiaries, affiliates, officers, directors and employees as additional insureds. The coverage provided by the additional insured endorsement shall be primary without right of contribution by any coverage carried by your company and its subsidiaries, affiliates, officers, directors and employees. The policy shall include a waiver of subrogation endorsement in favor of your company and its subsidiaries. The policy shall contain a severability of interest clause for all additional insureds with no cross suits liability exclusion.

Coverage shall not contain an exclusion for bodily injury or property damage after work is completed or is put to its intended use. Products and completed operations coverage must be maintained for a period of 2 years after final completion of the work.

Proof of insurance shall be provided to GRAA on an annual basis.

End of Special Terms and Conditions

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Proposal Form

Full Name of Contractor: _______________________________________________

Business Address: _________________________________________________

City, State, Zip: _________________________________________________

Telephone Number: _____________________ Fax: ______________________

Email: _________________________________________________

Contract Person: _________________________________________________

FEIN: _________________________________________________

The undersigned, being duly sworn, certifies that he/she is:

The Owner/ a Member of the an Officer of the a Member of the Sole Proprietor Partnership Corporation Joint Venture

Further, the Contractor declares that the only person or parties interested in these proposal principals are those named herein.

Further, the undersigned hereby certifies that they have read and understand the contents of this proposal and agree to furnish at the prices shown any or all of the items above, subject to all instructions, conditions, specifications, warranties and attachments, including Addenda No. _______, and ________ issued thereto, except only to the extent that the Contractor has taken express written exception in this proposal, hereto.

Failure to have read all the provisions of this proposal shall not be cause to alter any resulting contract or request additional compensation.

Further, by signing this proposal document, the Contractor hereby certifies that they are not barred from proposing on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended.

Further, by signing this proposal document, the Contractor hereby certifies that pursuant to Illinois Compiled Statutes, 65 ILCS 5/11-42-1, the Contractor is not delinquent in the payment of any tax administered by the Department of Revenue.

Further, Contractor has registered as a business entity with the State Board of Elections and acknowledges a continuing duty to update the registration pursuant to Section 20-160 of the Judicial Branch Procurement Code (same as section 20-160 of the Illinois Procurement Code (30 ILCS 500/20-160)).

Further, the Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS 580.1 et seq.

Authorized Signature: ________________________________

Typed/Printed Name: ________________________________

Title: _________________________________

Date: ________________________________

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Proposal Submission List

Please submit final information electronically on the Excel Spreadsheet included in this Bid Packet. This page is for reference only.

Bidder's Name:

Business Address:

Price per acre per year - Row Crop $

Price per acre per year - Hay Crop $

Equipment:

Please list specific pieces of farming equipment, including tractors, trailers, plow equipment, seeders, harvesters, etc. List only those which are currently owned or leased by you or your company.

Proof of ownership may be requested. Attach additional sheets if necessary.

Description Year Make/Model Type Size # of Pieces

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Attachment 1, Farmland Lease Areas

Also see full drawing as attached