1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED:

The Illinois Department of Natural Resources requires services that include labor, materials and equipment to perform pump and drive maintenance and repairs at Jake Wolf Fish Hatchery in Topeka, IL on an as-needed basis as determined by Department staff for the three year period.

1.1.1 The Vendor shall provide general, and emergency, materials and supplies needed to complete all work.

1.1.2 Vendor shall have trained staff capable of diagnosing problems and the expertise and ability to provide materials, labor and equipment necessary for the installation, maintenance and repairs of pumps including turbine, centrifugal, vertical sewage, etc. and electrical drives/motors at Jake Wolf Fish Hatchery. All work must comply with existing plumbing and electrical codes.

1.1.3 Vendor shall notify Hatchery personnel if, while in the progress of work, a problem shall arise that warrants assistance from other types of trades. The Department has other trades on contract which are familiar with Hatchery facilities and can provide the best price.

1.1.4 Vendor shall perform all work during normal working hours Monday through Friday (8:00 a.m. to 4:00 p.m.) unless the Vendor is contacted for an after-hour emergency call-out. Services shall begin at check-in to the Hatchery. There shall be no portal to portal charges except for emergency services.

1.1.5 Vendor shall service the Hatchery facilities on a 24 hour, 7 days per week basis, if requested.

1.1.6 Vendor shall meet with the Hatchery Manager or designee before starting any project. lf a project is deemed anything other than general maintenance or minor repair by both parties, a written estimate shall be provided by the Vendor and written approval/authorization by the Department is required prior to work commencing.

1.1.7 Vendor shall provide necessary contact information (phone numbers, cell phone numbers and pager numbers) so the Department can make contact during normal work hours as well as outside of business hours for notification of emergency work.

1.1.8 Scheduled maintenance notification ls 24 hours in advance at which time an appointment is made.

1.1.9 Response time to an emergency call shall be no more than two (2) hours. Response time begins with the receipt of the call from the Hatchery. It shall be the Vendor's responsibility to promptly notify the Hatchery if for any reason the Vendor cannot meet the response time. If the emergency response exceeds two (2) hours, the Hatchery has the option of contacting another Vendor. The Vendor shall be allowed to charge one (1) hour for actual one-way travel time when work to be performed is of any emergency nature. Vendor shall be familiar with the equipment and systems to be serviced and shall maintain an adequate inventory of standard repair parts, accessories and supplies.

1.1.10 The Vendor shall report the existence of any defective equipment, controls, instruments and/or accessories which require replacement or repairing. This information shall be given to the Hatchery Manager or designee and shall include the location of the defective item and the impact on the Hatchery operation.

1.1.11 The Vendor shall be responsible for coordinating work with utility companies and other contractors and government agencies so that interference between activities shall be avoided.

1.1.12 The Vendor shall administer and enforce any warranties already in existence or future warranties provided by equipment suppliers. The Vendor shall perform all work so that all warranties are maintained in full force and effect. If equipment repairs/replacement is covered by warranty that includes the cost of parts, equipment and labor, the Vendor is not entitled to additional reimbursement from the Department. All such warranties, existing under this contract as of the date of expiration, termination or cancellation will survive the termination, expiration or cancellation of this contract, for such length of time necessary to comply with the warranty.

1.1.13 Vendor shall ensure work performed is in accordance with existing NEC codes and current trade practices, and in compliance with applicable state, city and county codes, including but not limited to NEPA, NFPA and OSHA.

1.1.14 The Vendor shall take necessary precautions to protect the public from potential hazards associated with construction activities at the work site. Precautions may include, but not be limited to, placing appropriate warnings such as signs, cones, construction fencing or barricades.

1.1.15 The Vendor shall coordinate access and parking at the work location with Department staff or the Facility Manager. The Vendor shall coordinate with Department staff or the Facility Manager an area for staging operations and storage of materials, if needed. Driveways must be kept open and clear during work hours, unless otherwise approved by Department staff or the Facility Manager. The Vendor shall make reasonable efforts to protect driveways, lawns, shrubs and other vegetation.

1.1.16 Job site shall be kept clean of all unwanted residue, debris, material, empty cans and boxes, tools and equipment, etc. at the end of each working day.

1.1.17 Vendor shall use PPE when operating motorized lifts and boom lifts per OSHA Guidelines as it applies to 29 CFR 1910.178(1).

1.1.18 The Vendor shall supply all items needed for each job and shall not use any State property such as tools, equipment, ladders, extension cords, etc. All equipment, materials and supplies shall be stored and handled in a manner approved by the Department, meeting appropriate fire and safety precautions.

1.1.19 The Vendor shall ensure all work is in compliance with the Illinois Underground Utility Facilities Damage Prevention Act, 220 ILCS 50. If required before starting work at a repair site, the Vendor shall call J.U.L.I.E. at 800·892 0123.

1.1.20 Vendor is advised that asbestos containing materials (ACM) and/or suspected asbestos containing materials may be present in the facilities. Vendor and employees are cautioned not to engage in any work activities which may disturb, remove or damage any materials which may contain asbestos in performing the required service.

Any contact, removal, replacement or repair of such material must be authorized by the ·Illinois Department of Natural Resources and must be performed by a licensed asbestos abatement contractor approved by the Department. The Department strictly follows all Illinois Asbestos Abatement Authority, Illinois Environmental Protection Agency (IEPA), United States Environmental Protection Agency (USEPA}, Illinois Department of Public Health and Capital Development Board (COB) regulations and codes.

Should there be an accidental disturbance or damage to asbestos containing materials by the Vendor or his/her employees, said disturbance shall be immediately reported to the Facility Manager or designee.

1.1.21 The Vendor shall apply for and obtain all project permits, licenses, and regulatory approvals required by the local municipal/county government; the cost thereof shall be included as part of Payment to the contractor under this Agreement.

1.1.22 Vendor shall maintain general liability and workers compensation insurance. (See Section 11 of attached Terms and Conditions).

1.1.23 Jake Wolf Fish Hatchery Contact Person Paul Brown

25410 Fish Hatchery Road Topeka, IL 61567 Phone: 309-968-7531

1.2. MILESTONES AND DELIVERABLES: Vendor shall not perform services, provide supplies or incur expenses in amount exceeding the amount shown in this contract, unless the State has authorized a higher amount in writing prior to the Vendor performing the services, providing the supplies, or incurring the expenses.

1.3. VENDOR/ STAFF SPECIFICATIONS:

1.3.1 Vendor shall have a minimum of three years' experience in the maintenance and repair of commercial pump and drive systems and should provide documentation of experience at time of bid.

1.3.2 Vendor shall provide the required equipment, staff and supplies needed for completion of the contract.

1.3.3 Vendor shall comply with provisions of the Prevailing Wage Act, which applies to the wages of laborers, mechanics and other workers employed in any public works.

1.3.4 Vendor shall have trained staff capable of diagnosing problems and making the necessary repairs to the pumps and motors at the facility and in well buildings.

1.4. TRANSPORTATION AND DELIVERY: Not applicable to this contract.

1.5. SUBCONTRACTING

Vendor is not allowed to utilize subcontractors for this contract.

For purposes of this section, subcontractors are those specifically hired to perform all or part of the work covered by the contract. lf subcontractors will be utilized, Vendor must identify below the names and addresses of all subcontractors it will be entering into a contractual agreement that has an annual value of $50,000 or more 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 to the extent the information is known that each subcontractor is expected to receive pursuant to the Contract. Attach additional sheets as necessary.

1.5.1. Will subcontractors be utilized? No

1.5.2. All contracts with the subcontractors identified above must include the Standard Certifications completed and signed by the subcontractor.

1.5.3. If the annual value of any the subcontracts is more than $50,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.5.4. If the subcontractor is registered in the Illinois Procurement Gateway {IPG) and the Vendor is using the subcontractor's Standard Certifications or Financial Disclosures and Conflicts of Interest from the IPG, then the Vendor must also provide to the State a completed Forms B for the subcontractor.

1.5.S. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor will be required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to this Contract. Any subcontracts entered into prior to award of the Contract are done at the sole risk of the Vendor and subcontractor{s).

1.6. BID DURATION: Bids shall be good for ninety (90) calendar days after the submittal date, or for an extended period, agreed to in writing by the bidder and IDNR.

1.7. 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: Jake Wolf Fish Hatchery, Topeka, IL (Mason County).

Value of services performed at this location: 100%

2. PRICING

The contract for this bid is for a 3-year term.

2.1.1 Pricing shall be in the following format: The State will compensate Vendor in this format.

Normal Working Hours Monday - Friday

Per Hour

After Hours and Saturdays

Sundays and Holidays

"'Replacement parts and other materials are to be billed at the vendor's cost plus 20% mark up.

2.1.2 All materials provided by the Vendor shall be new, unless otherwise stipulated, and compliant with applicable manufacturer's specifications. Replacement parts and other materials may be billed at Vendor's cost plus a maximum 10 percent markup. The Vendor shall provide copies of material suppliers' invoices to verify costs.

Bid Submittal Date and Time Refer to the BIDBUY solicitation for the bid date and time.

Questions ALL QUESTIONS PERTAINING TO THE SCOPE OF WORK OR THE BIDBUY PROCEDURES SHOULD BE DIRECTED TO nicole.bergee@illinois.gov.