Giant City Horse Stable Concession Contract~1.docx

The following information will become the contract between the awarded Vendor and the Illinois Department of Natural Resources. Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

Illinois Department of Natural Resources Contract Giant City Horse Stable Concession

27-422DNR-REALT-B-53328

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. GOAL:

IDNR is seeking a Vendor to operate a horse stable concession at Giant City State Park located in Makanda, Illinois. Through IDNR programs and in conjunction with the Vendor, the Illinois Department of Natural Resources seeks to improve overall visitor satisfaction by ensuring high quality visitor services while broadening the economic base of the region and the communities of the surrounding parks.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

Vendor shall be required to have the concession operation open to the public for the purpose of serving guests at the stable as per the hours/dates listed in Section 1.4. The Vendor must offer guided trail rides, hand-led pony & horse rides, and horseback riding lessons. Vendor shall offer Native Illinois Firewood and Bagged Ice for sale at the campground at the Park.

1.3. AUTHORIZED SUPPLIES AND/OR SERVICES:

The Vendor at Giant City State Park will be authorized to charge a fee for horseback and pony rides on designated trails, therapeutic riding, horse care training, hayrides, and riding lessons. The Vendor is also authorized to sell non-alcoholic beverages (nothing in glass containers), souvenirs, novelties, newspapers, postcards, photographs, and horse-riding apparel & equipment, Native Illinois Firewood and bagged ice at the Stables Location.

The Site Superintendent shall determine the designated route for any rides offered. Vendor is not authorized to sell animals on IDNR property.

The Site Superintendent and/or Concession Manager have absolute discretion to approve the types, items and quality of all merchandise sold and services rendered at the concession.

1.4. HOURS OF OPERATION:

1.4.1. REQUIRED HOURS OF OPERATION: Vendor must have the concession open to the public for the hours listed below unless the park is closed for an unforeseen reason. Hours may be waived or altered with the Site Superintendent and Concession Manager’s prior approval.

April 1 – October 31: 9:00 a.m. – 6:00 p.m.

1.4.1.1. All trail rides must be finished & equine returned to stable prior to sunset.

1.4.1.2. The Vendor and/or Site Superintendent may determine that the riding trails shall be closed due to inclement weather or if the trails are not suitable for riding.

1.4.2. OPTIONAL HOURS OF OPERATION: Vendor may also be open 7 days per week, year-round from 9:00 a.m. – 6:00 p.m. with prior written permission of the Site Superintendent and Concession Manager. Please note that the portions and/or all of the concession may be required to be closed during hunting season and/or for park activities. The Site Superintendent shall notify the Vendor of these dates as soon as they are aware of the required closure. Additional hours will also require prior written permission of the Site Superintendent and Concession Manager.

1.5. MILESTONES AND DELIVERABLES:

1.5.1. Vendor shall submit monthly documentation reporting gross receipts and Vendor shall pay the percentage due for the monthly reserve payment for each month the concession is in operation to IDNR on or before the 25th of the following month. Reserve payments are to be paid in accordance with Section 5.3 of this contract. Nonpayment of monthly reserve payment shall be considered cause for cancellation of the Contract if Vendor has not paid within thirty (30) days after due date.

The term “gross receipts” includes the total of all sales and rentals made by Vendor from the operation of the Concession except as herein otherwise stipulated.

The following shall not be considered as gross receipts:

1. Sales tax collected from customers for direct remittance to a taxing authority.

2. Income derived from the sale of Vendor-owned equipment not ordinarily held for sale to the general public.

3. Refunds.

4. Amounts paid for credit card fees.

It is further understood that Federal or State Income Tax is not a deduction from gross receipts for rental purposes.

Each sale, charge or business transaction upon installments of a contract shall be treated as a gross receipt for the full price or charge in the month during which such sale, business transaction or contract for services is performed.

Using forms furnished by IDNR, a report of sales and rentals, as well as proof of required reserve payment deposit must be forwarded to IDNR no later than the 25th day of the month following the previous month’s operation. Paperwork may be either emailed to Frederick.Murphy@Illinois.gov or mailed to the following address:

Attn: Concession Manager, ORCP Department of Natural Resources One Natural Resources Way, 2nd Floor Springfield, IL. 62702

1.5.2. Vendor shall provide IDNR with a Profit and Loss Statement for the preceding calendar year no later than May 1ˢᵗ of the following year for each year the Contract is in effect. This document shall reflect all business transactions (gross receipts) on or from the leased premises during the year.

1.5.3. Vendor shall submit to the Site Superintendent and Concession Manager the selling price of all goods sold and services rendered at the concession in writing within 30 days of contract execution and no later than March 15th of each year of the contract. The approved price list and rental fees shall be posted in clearly visible places about the premises and accessible to the public. All prices charged to the public by the Vendor must be competitive with comparable facilities in the area. IDNR shall determine whether the prices charged to the public are competitive with comparable facilities in the area and may determine that prices need to be reduced and/or altered.

Any proposed increase in prices or rental fees during the term of the Contract and all renewals must be submitted to the Concession Manager in writing for prior approval. Vendor shall receive approvals in writing prior to any increase—approvals shall not be unreasonably withheld.

1.5.4. Vendor shall submit all required licenses to the Site Superintendent and Concession Manager prior to opening for the 2027 season and no later than March 15th for each year of the contract.

1.5.5. All property/equipment left by Vendor two weeks after conclusion of the Contract shall be considered abandoned and shall be considered State Property from that moment forward.

1.5.6. For the duration and upon conclusion of Contract, Vendor shall be responsible for all missing equipment that is State Property as listed in the updated inventory list provided by IDNR to the Vendor annually. Vendor shall be required to replace all missing items at Vendor’s expense, and the items will become property of IDNR.

1.5.7. Vendor shall take all reasonable precautions for safety of, and shall provide all reasonable protection to prevent damage, injury or loss to: (i) persons performing services and obligations on behalf of the Vendor; (ii) anyone rightfully within the Premises, including, without limitation, members of the public and employees of IDNR; (iii) members of the public receiving goods or services offered by Vendor; or (iv) the property of IDNR, members of the public, or Vendors on or adjacent to the Premises.

1.5.8. Vendor shall notify IDNR of any incidents and/or accidents that occur at the concession no later than 24 hours after the incident/accident occurred. Vendor shall supply IDNR with the name and contact information of the person(s) involved; IDNR shall then write up an incident report.

1.6. VENDOR/STAFF MANDATORY REQUIREMENTS:

1.6.1. OPERATION

1.6.1.1. Vendor shall submit the proposed name of the concession as well as any slogans or logos to the Site Superintendent and Concession Manager for prior approval to ensure that it is in the best interest of IDNR.

1.6.1.2. Vendor shall submit samples and have approval in writing by the Site Superintendent prior to placing any sign or advertisement upon any location of property. The Site Superintendent shall then submit the proposal to the Region Land Manager for approval and ensure that it complies with the IDNR’s sign manual regulations.

The Site Superintendent shall have the right to remove any sign or signs that have been erected which did not receive prior written approval at the expense of the Vendor and without notification to the Vendor. All approved signs erected by Vendor shall be the responsibility of Vendor and will be kept in good condition by Vendor. Good condition means that the signs will be clean, not peeling, fading, and torn/broken.

1.6.1.3. Vendor shall be required to advertise through social media and/or with a website within 30 days of contract execution and for the duration of the contract. This advertisement shall include, but not limited to, the services offered by the concession operation as well as the hours of operation.

If Vendor chooses to advertise through social media, the Vendor shall request account(s) through the Concession Manager—Vendor shall not create their own media accounts. The account(s) will be issued by the IDNR Communications Office, and the Vendor shall be granted administrative access to the account(s).

If vendor already has social media accounts created from previous contracted term at this concession, IDNR Communications Office will be granted administrator access.

Any Website or social media account relating to an IDNR concession contract shall not be allowed to advertise and/or add links to additional businesses on these social media accounts unless there is a current contract with IDNR for these other locations/businesses.

1.6.1.4. Vendor is required to post hours of operation for the concession in clearly visible places for the benefit of the visitors to the area within twenty (25’) feet of the main concession building. All patrons shall be permitted to enter the public portion of the premises freely, and to enjoy the convenience and privileges accorded to the patrons of the concession.

1.6.1.5. Vendor shall provide all supplies, labor, supervision, maintenance, equipment, tools, materials, and incidentals necessary to open, operate and maintain the concession.

1.6.1.6. Vendor shall provide equines in sufficient numbers and quality to provide for proper operation of the concession; however, vendor shall not exceed 25 equines on park premises. Vendor shall provide a list of all equines to be kept on park premises within 30 days of execution and by March 15th of each year of the contract. List of equines shall include information of each animal including age, sex, color and purpose for operation. Vendor shall submit updated list as needed due to any changes.

1.6.1.7. Vendor shall not construct any temporary or permanent structure or improvement at the facility without prior written permission from the Site Superintendent.

1.6.1.8. Vendor may not disturb any of the natural habitat, aquatic life or wildlife on the permitted area or any area adjacent to the permitted area due to business operations. Vendor will be responsible for remediation as determined by the department.

1.6.1.9. Vendor shall take all reasonable precautions for safety of, and shall provide all reasonable protection to prevent damage, injury or loss to: (i) persons performing services and obligations on behalf of the Vendor; (ii) anyone rightfully within the Premises, including, without limitation, members of the public and employees of IDNR; (iii) members of the public receiving goods or services offered by Vendor; or (iv) the property of IDNR, members of the public, or Vendors on or adjacent to the Premises.

1.6.1.10. Vendor agrees to operate the interior of the concession as a non-smoking facility. Outdoor events must receive prior approval from the Site Superintendent to allow smoking at outdoor events. Outdoor smoking must be within a designated smoking area and is prohibited within 15 feet of any entrance, exit, windows that open, or ventilation intake of a public place or place of employment as per Public Act 95-0017.

1.6.1.11. Vendor shall be allowed to bring one (1) mobile home, one (1) shed and one (1) portable car shelter to the premises; however, Vendor shall provide the type and quality of the mobile home as well as the VIN number to the Site Superintendent; the Site Superintendent must pre-approve the mobile home, shed and portable car shelter in writing prior to being moved onto the Premises. The mobile home shall be for the exclusive use of the Vendor and immediate members of their family or for the use of the authorized manager of the concession. Other employees will not be permitted to use the mobile home for housing.

It shall be the Vendor’s responsibility to ensure that the mobile home conforms to all State, County and Local rules and regulations. Vendor shall be responsible for all maintenance and repair of the mobile home with personal funds not reserve account funds. Vendor shall provide all maintenance to and around mobile home including but not limited to tree removal, mowing, fire extinguishers, flower beds, porch(es), weed control, etc.

1.6.1.12. Vendor shall be responsible for electricity, gas, internet, telephone, trash, alarm, fire extinguishers, pest control and all other utility services not listed in this contract that are necessary for the proper operation of the concession and/or any needs for the Vendor’s mobile home for the duration of the contract. Vendor shall not sell personal property that is unaffiliated with the concession operation on the concession premises.

1.6.1.13. Vendor shall care for animals in a publicly acceptable and humane manner in accordance with the Humane Care for Animals Act as per

50 ILCS 70.

1.6.1.14. Vendor shall follow all laws with regards to Illinois Equine Infectious Anemia Control Act 510 ILCS 65/1-20. As per 510 ILCS 65/4 and 510 ILCS 65/4.2. All Equidae more than 12 months of age either entering into the State of Illinois or being sold or transferred shall be accompanied by a Certificate of Veterinary Inspection and shall show proof of a negative EIA test.

1.6.1.15. Vendor shall allow authorized representatives of the State or local Department of Public Health and the County Animal Control to enter upon the premises for inspection, and the Vendor shall comply with any recommendations made. Failure to comply with such recommendations may result in the termination of the contract.

1.6.1.16. Vendor shall require all equine riders to read and sign a waiver of liability prior to entering any equine areas. Vendor shall also go through all safety protocols and procedures before departure for the trail ride.

1.6.1.17. Vendor shall post the Warning sign as per 745 ILCS 47/25 in a “clearly visible location on or near stables, corrals, or arenas where the equine professional conducts equine activities.” The sign shall be in black letters with each letter at minimum of one (1”) inch in height and shall state:

"WARNING

Under the Equine Activity Liability Act, each participant who engages in an equine activity expressly assumes the risks of engaging in and legal responsibility for injury, loss, or damage to person or property resulting from the risk of equine activities."

1.6.1.18. Vendor shall have available, at the discretion of the Site Superintendent, one horse stall for IDNR departmental use for boarding and pasture turnout. This does not include additional amenities including grooming, feed, maintenance, veterinary/medical needs or other necessary items required to care for the horse.

1.6.1.19. Vendor shall only sell Illinois Native Firewood located within 50 miles of the concession. Any firewood transported more than 50 miles from the source must be treated firewood in its original packing and accompanied by a label approved by the Department of Agriculture stating that the firewood has been heat treated as per the US Department of Agriculture guidelines.

1.7. MAINTENANCE

1.7.1.1. Vendor shall provide all janitorial supplies, services and pest control required to properly clean and operate the concession.

1.7.1.2. Vendor agrees to pick up and dispose of all refuse and litter lying on the ground within a one hundred (100’) foot radius from the boundary of the concession as identified with Attachment A including but not limited to the stable, pastures, trails, and the location of the mobile home whenever needed and at the close of business each day of operation.

1.7.1.3. Vendor is required to repair and/or replace any piece of equipment owned by the Vendor if it is broken or not functioning properly to the equipment manufacturer’s specifications to ensure that the public receives a positive impression of the leased premises. The Site Superintendent and/or the Concession Manager reserve the right to determine if Vendor-owned equipment is to be repaired and/or replaced within the public’s view.

1.7.1.4. Any IDNR property or equipment needing repaired or replaced as a result of improper or negligent use by Vendor or any of its employees, contractors or agents will be replaced at Vendor’s own expense and will become property of IDNR.

1.7.1.5. All interior and exterior areas of the concession buildings shall always be kept free of cobwebs, dust and the exterior shall be kept free of all nests including but not limited to birds, wasps and hornets.

1.7.1.6. Vendor shall be responsible for snow removal from the premises; IDNR shall be responsible for snow removal from the roads for uninterrupted ingress/egress to the concession.

1.7.1.7. Vendor shall be responsible for all interior decorating and painting of the concession buildings with prior written approval of the Site Superintendent and Concession Manager. Paint colors are to be pre-approved by IDNR; IDNR shall supply paint so long as there are not enough monies in the Reserve Account.

Vendor, at vendor’s expense and not funded by the reserve account, shall provide maintenance to the interior of the stall barn as a result of operating the concession, including but not limited, to the normal wear and tear of the stalls, gates, retention walls, latches & locks, electrical & plumbing fixtures inside or adjacent to stalls, gravel base, hay storage, doors and walkways throughout the stable.

1.7.1.8. Vendor shall be responsible for all repair and replacement and provide regular maintenance and installation of all fencing, posts, gates, and gate hardware within the concession premises to always ensure safety and security of the equines and park visitors. Reserve accounts may be used if enough monies are available.

1.7.1.9. Vendor shall provide maintenance to the equestrian trails including but not limited to the removal of fallen limbs and the trimming and pruning of trees to ensure that the tallest equine and rider can ride through without being injured. Vendor shall, at vendor’s expense and not funded by the reserve account, maintain trails to prevent erosion by adding gravel to wet areas, adding and maintaining culverts, installing and maintenance of water bars, and/or working to redirect the water flow away from trail paths. In the event there are alterations to the trails, including creating alternate trail routes and/or redirecting of water, Vendor shall work with the Site Superintendent for an approved CERP prior to performing the work.

All major trail work shall be at the discretion of the Site Superintendent and IDNR.

1.7.1.10. Vendor shall be responsible for continuous animal waste removal from the stable, corrals and pasture. Vendor shall remove all animal waste from the site.

1.7.1.11. Vendor shall be responsible for following the Illinois Dead Animal Disposal Act (225 ILCS 610) as regulated by the Illinois Department of Agriculture when any equine is deceased on the concession premises.

1.7.1.12. Vendor shall ensure that all animals within the premises have adequate food, pasture grass, and clean water at all times.

1.7.1.13. Vendor shall be responsible, at vendor’s expense and not funded by the reserve account, for all pasture and corral management, including the use of best management practices. This shall include but not be limited to: routine mowing, rotational grazing to prevent bare soil conditions, reseeding, fertilizing, spraying of weeds, use of gravel and rip rap for soil stabilization and water control features such as drainage pipes and culverts.

1.7.1.14. The Vendor shall be responsible for purchasing, installation, maintenance, and storage of the shade cloth (if chosen to use) and all cables and pulleys necessary to operate the shade cloth.

1.7.1.15. The vendor shall not have any personnel property, equipment, vehicles, or recreation vehicles not used for the concession operation encumbering the site. On site storage of equipment will be allowed only for necessity of concession operations.

1.7.1.16. Vendor shall mow the entire concession, at vendor’s expense and not funded by the reserve account, as described in Section 5.1 Premises including but not limited to lawns, pastures, corrals, trails, fencelines, and buffers to pastures and trails. Vendor shall also maintain and weed all flower beds within two hundred (200) feet of the concession buildings.

1.7.1.17. Vendor will be responsible for all refuse removal from the site resulting from the concession operation. Location of Vendor’s dumpster, if one is used, shall be approved by the Site Superintendent.

1.7.2. BIOSECURITY: See Attachment B for the Illinois Department of Agriculture’s biosecurity measures.

1.7.3. FISCAL RESPONSIBILITIES

1.7.3.1. Vendor shall pay all taxes levied or assessed on the Premises including property taxes, and all taxes and license fees growing out of or in connection with the operation of the Concession, whether or not measured by gross revenue from such business. This concession is over one (1) acre and is applicable to property taxes pursuant to 35 ILCS 200/15-55.

1.7.3.2. Vendor shall provide proof of insurance during the term of the Contract and all Renewals and will name IDNR as additional insured as stated in Section 4.11 of this contract.

1.7.3.3. Vendor shall agree to accept cash, debit and credit cards for all concession transactions. It shall be the Vendor’s responsibility to install the equipment to be used for these forms of payments.

Vendor hereby agrees that a full, true and correct account shall be kept of all financial transactions for the operation of all Concession activities conducted pursuant to the Contract. All records shall be kept in accordance with Generally Accepted Accounting Principles; all records must be supported by source documents such as sales slips, cash register tapes, purchase invoices, or such other documents IDNR may deem necessary. Duplicate deposit slips will be kept on file, and all accounts resulting from the Contract shall be paid by check, cash, money order or credit card.

1.8. IDNR RESPONSIBILITIES

1.8.1. OPERATION

1.8.1.1. IDNR shall provide water for the concession and mobile home for the duration of the contract.

1.8.1.2. IDNR will allow Vendor to host activities on the premises and will be exempt from any Activity Permit Fees required (Title 17, Part 110, Section 110.4) and exempt from any Permit-to-Sell fees for said events. The Vendor is required to request permission from the Site Superintendent at a minimum 30-days in advance of plans to host events to ensure there isn’t a conflict with an IDNR site event and to ensure that it is in the park’s best interest. The insurance and liability for the event(s) will be assumed under the general liability and insurance mandated by Section 4.11 of this agreement.

1.8.1.3. IDNR shall provide the Vendor a list of IDNR owned equipment annually by March 15th of each year. In addition, at least once a year, a physical inventory of IDNR’s equipment will be taken by IDNR. Vendor shall be responsible for any discrepancies found in the inventory of IDNR and will be required to replace any missing inventory at the Vendor’s expense and will become property of IDNR.

1.8.1.4. Any IDNR property or equipment needing repaired or replaced as a result of improper or negligent use by Vendor or any of its employees, contractors or agents will be replaced at Vendor’s own expense and will become property of IDNR.

1.8.1.5. IDNR shall supply and ensure that all fire extinguishers (excluding vendor mobile home) are up to date as per OSHA standards if there are not enough monies in the Reserve Account. Per OSHA standards, the travel distance for employees to any extinguisher should be 50 feet or less, and the extinguishers should be located between 3 ½ - 5’ from the floor and mounted on brackets or in wall cabinets.

1.8.2. MAINTENANCE

1.8.2.1. IDNR shall be responsible for the maintenance and repair of the concession building, including mechanical, plumbing / electrical (excluding interior of stall barn) , and HVAC (heating, ventilation, and air conditioning) systems in the event that there are not enough monies in the Reserve Account.

1.8.2.2. IDNR shall be responsible for all exterior decorating and painting of the concession buildings.

1.8.2.3. Vendor shall be responsible for maintenance of parking lots, sidewalks and roads; except, when necessary to close an area or road due to construction in the park, repair of roads and sidewalks, flooding, or other conditions beyond the anticipation or control of IDNR. IDNR will be responsible to provide materials in the case the reserve account does not have sufficient funds.

1.8.2.4. IDNR shall be responsible for maintenance of shrubs and trees for the equestrian trails. Vendor shall be responsible for shrubs and trees within all other leased areas.

1.9. VENDOR QUALIFICATIONS

1.9.1. Any utilized subcontractor must fulfill a distinct element of the work of the contract, which is carried out by actually performing, managing and supervising the work involved in the contract. To comply with this requirement, any utilized subcontractors must have an office within 150 miles radius of the Concession location.

1.10. SUBCONTRACTING: Subcontractors are not allowed.

1.11. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Vendor shifts any such work outside the United States.

· Location where services will be performed:

· Value of services performed at this location: 100%

2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is firm.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.2.1. Vendor shall submit pricing on BidBuy Line Items. The Unit of Measure that the Vendor shall submit in BidBuy is the percentage (%) of gross receipts that the Vendor will pay into the Reserve Account for each year of the contract (all 5 years) and renewal terms (all 20 years). BidBuy will show the line item as “Net Unit Cost” and “Total Cost” in dollars ($), but the actual Unit of Measurement is percentage (%).

The percentage of gross receipts for each year will be entered by the State into the contract prior to execution of the contract. Percentages will be taken from Line Items in BidBuy.

IDNR will accept a percentage of Gross Receipts to be deposited into the Reserve Account. IDNR anticipates that a fair reserve payment percentage shall be no less than 5% of gross receipts for all years of the contract and renewals.

The bid will be awarded to the Vendor who has submitted the highest percentages in the initial term. Any renewal percentages must be at minimum the highest percentage from the initial term.

2.3. RENEWALS: If the contract is renewed, the price shall be at the same rate as for the initial contract term, unless a different compensation or formula for determining the renewal compensation is stated in this section.

3. TERM AND TERMINATION

3.1. TERM OF THIS CONTRACT: The contract will have an initial term of April 1, 2027, or commencing upon signature of the Governor, whichever is later, and end on December 31, 2031.

In no event will the maximum total term of the contract, including the initial term, any renewal terms, and any extensions, exceed twenty-five (25) years per 20 ILCS 805/805-330. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

3.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s): A total of twenty (20) years in any one of the following manners:

3.2.1. One renewal covering the entire renewal allowance;

3.2.2. Individual one-year renewals up to and including the entire renewal allowance;

3.2.3. Any combination of full or partial year renewals up to and including the entire renewal allowance.

Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided in the pricing section. The State may renew the contract for any or all of the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

3.3. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.4. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.5. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Vendor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540; 74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and Federal tax exemption information.

4.1.6.2. Vendor shall send required Documents to the address listed below or the documents may be emailed to: Frederick.Murphy@illinois.gov

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this section, subcontractors are those with contracts with an annual value exceeding $100,000 and who are specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the Standard Illinois Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses, the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract, and the general type of work to be performed. 30 ILCS 500/20-120.

4.4. AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of the procuring Agency, the Auditor General, the Executive Inspector General, the Chief Procurement Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

4.5. TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract. Vendor shall continue to perform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the State.

4.6. NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that Party’s right to exercise or enforce that or other rights in the future.

4.7. FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration.

4.8. CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the State or to which it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period of this contract or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction. The foregoing obligations shall not apply to confidential data or information lawfully in the receiving Party’s possession prior to its acquisition from the disclosing Party; received in good faith from a third Party not subject to any confidentiality obligation to the disclosing Party; now is or later becomes publicly known through no breach of confidentiality obligation by the receiving Party; or that is independently developed by the receiving Party without the use or benefit of the disclosing Party’s confidential information.

4.9. USE AND OWNERSHIP: All work performed or supplies created by Vendor under this contract, whether written documents or data, goods or deliverables of any kind, shall be deemed work for hire under copyright law and all intellectual property and other laws, and the State of Illinois is granted sole and exclusive ownership to all such work, unless otherwise agreed in writing. Vendor hereby assigns to the State all right, title, and interest in and to such work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work including any so-called "moral rights" in connection with the work. Vendor acknowledges the State may use the work product for any purpose. Confidential data or information contained in such work shall be subject to the confidentiality provisions of this contract.

4.10. INDEMNIFICATION AND LIABILITY: The Vendor shall indemnify and hold harmless the State of Illinois, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys’ fees and expenses, arising out of: (a) any breach or violation by Vendor of any of its certifications, representations, warranties, covenants or agreements; (b) any actual or alleged death or injury to any person, damage to any real or personal property, or any other damage or loss claimed to result in whole or in part from Vendor’s negligent performance; (c) any act, activity or omission of Vendor or any of its employees, representatives, subcontractors or agents; or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, copyright, trade secret, or trademark) rights of a third party. In accordance with Article VIII, Section 1(a),(b) of the Constitution of the State of Illinois and 1973 Illinois Attorney General Opinion 78, the State may not indemnify private parties absent express statutory authority permitting the indemnification. Neither Party shall be liable for incidental, special, consequential, or punitive damages.

4.11. INSURANCE: Vendor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

4.12. INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of, or joint venturer with the State. All payments by the State shall be made on that basis.

4.13. SOLICITATION AND EMPLOYMENT: Vendor shall not employ any person employed by the State during the term of this contract to perform any work under this contract. Vendor shall give notice immediately to the Agency’s director if Vendor solicits or intends to solicit State employees to perform any work under this contract.

4.14. COMPLIANCE WITH THE LAW: The Vendor, its employees, agents, and subcontractors shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations, orders, Federal circulars and all license and permit requirements in the performance of this contract. Vendor shall be in compliance with applicable tax requirements and shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary for the performance of this contract.

4.15. BACKGROUND CHECK: Whenever the State deems it reasonably necessary for security reasons, the State may conduct, at its expense, criminal and driver history background checks of Vendor’s and subcontractor’s officers, employees or agents. Vendor or subcontractor shall immediately reassign any individual who, in the opinion of the State, does not pass the background check.

4.16. APPLICABLE LAW:

4.16.1. PREVAILING LAW: This contract shall be construed in accordance with and is subject to the laws and rules of the State of Illinois.

4.16.2. EQUAL OPPORTUNITY: The Department of Human Rights’ Equal Opportunity requirements are incorporated by reference. 44 Ill. Adm. Code 750.

4.16.3. COURT OF CLAIMS; ARBITRATION; SOVEREIGN IMMUNITY: Any claim against the State arising out of this contract must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505. The State shall not enter into binding arbitration to resolve any dispute arising out of this contract. The State of Illinois does not waive sovereign immunity by entering into this contract.

4.16.4. OFFICIAL TEXT: The official text of the statutes cited herein is incorporated by reference. An unofficial version can be viewed at (www.ilga.gov/legislation/ilcs/ilcs.asp).

4.17. ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under Federal or State antitrust laws relating to the subject matter of this contract, then upon request of the Illinois Attorney General, Vendor shall assign to the State all of Vendor’s rights, title and interest to the claim or cause of action.

4.18. CONTRACTUAL AUTHORITY: The Agency that signs this contract on behalf of the State of Illinois shall be the only State entity responsible for performance and payment under this contract. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs in addition to an Agency, he/she does so as approving officer and shall have no liability to Vendor. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs a master contract on behalf of State agencies, only the Agency that places an order or orders with the Vendor shall have any liability to the Vendor for that order or orders.

4.19. EXPATRIATED ENTITIES: Except in limited circumstances, no business or member of a unitary business group, as defined in the Illinois Income Tax Act, shall submit a bid for or enter into a contract with a State agency if that business or any member of the unitary business group is an expatriated entity.

4.20. NOTICES: Notices and other communications provided for herein shall be given in writing via electronic mail whenever possible. If transmission via electronic mail is not possible, then notices and other communications shall be given in writing via registered or certified mail with return receipt requested, via…