RFQ Generator B-36600 Revised.docx

The Menard Correctional Center is seeking bids for Generator maintenance and repairs for a period of 1 (one) year on the facilities 5 (five) generators located at Menard Correctional Center. Vendor shall provide properly trained work force, materials, tools, and testing equipment to maintain, inspect and repair as needed, all standby generators at Menard Correctional Center. All generators are to operate at peak performance.

See the specifications in section 1.1 of the attached contract. If you are interested in submitting a bid, complete the contract, and return this document via Bid Buy. Bids must be submitted NO LATER THAN May 24, 2023 at 11:00 AM.

City, State Zip: Menard, IL 62259

Bid Firm Time: Vendor’s Bid must remain firm for __120____ days from opening.

The State is not obligated to award a contract pursuant to this Request for Quote. If the State issues an award, the award will be made to the responsive and responsible vendor who submits the lowest price. The State will post a notice to the BidBuy system identifying the apparent low-cost vendor.

PRE-BID CONFERENCE:

Bidder Conference/Site Visit: XYes ☐No Mandatory Attendance: ☒Yes ☐No If attendance is mandatory, Bidder (current Vendor included) will be disqualified and considered Non-Responsive if Bidder does not attend, is not on time, leaves early or fails to sign the attendance sheet. Bidder must allow adequate time to accommodate security screenings at the site.

Date: May 16, 2023 Time: 10:00 a. m.

Location: Menard Correctional Center, 711 Kaskaskia Street, Menard, IL 62259

Registration: Bidders must confirm their attendance by email to Angela Huie-Eisenhauer at angela.m.huie-eisenhaeur@illinois.gov by May 15, 2023 at 3:00 pm . In your registration email provide the names of individuals who will be attending the Site Visit. Visits will be limited to three participants per vendor. Facial masks are mandatory.

STATE OF ILLINOIS

DEPARTMENT OF CORRECTIONS

REQUEST FOR QUOTE

Menard Correctional Center Menard Generator Contract

23-426DOC-MENAR-B-36600

State of Illinois Chief Procurement Office for General Services Contract V.23.3

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.

Contract includes BidBuy Purchase Order? (The Agency answers this question prior to contract filing.)

☐ Yes ☐ No Contract uses Illinois Procurement Gateway Certifications and Disclosures?

☐ Yes (IPG Certifications and Disclosures including IPG Active Registered Vendor Disclosure (formerly named Forms B)) ☒ No

1. DESCRIPTION OF SUPPLIES AND SERVICES

2. PRICING

3. TERM AND TERMINATION

4. STANDARD BUSINESS TERMS AND CONDITIONS

5. STATE SUPPLEMENTAL PROVISIONS

6. STANDARD ILLINOIS CERTIFICATIONS

7. FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST

8. CONTRACT SPECIFIC CERTIFICATIONS AND DISCLOSURES – “IPG Active Registered Vendor Disclosure (formerly called FORMS B)” (IF APPLICABLE)

9. PURCHASE ORDER FROM BIDBUY (IF APPLICABLE)

In consideration of the mutual covenants and agreements contained in this contract, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this contract to be executed by their duly authorized representatives on the dates shown on the following CONTRACT SIGNATURES page

STATE OF ILLINOIS

CONTRACT

ILLINOIS DEPARTMENT OF CORRECTIONS

Menard Correctional Center Menard Generator Contract

23-426DOC-MENAR-B-36600

VENDOR

Date:

STATE OF ILLINOIS

City, State ZIP: Menard, IL 62259

Printed Name: Anthony Wills

Official’s Title: Warden

Legal Printed Name: Click here to enter text.

Legal’s Title: Click here to enter text.

Fiscal’s Printed Name: Click here to enter text.

Fiscal’s Title: Click here to enter text.

Contract V.23.3

AGENCY USE ONLY NOT PART OF CONTRACTUAL PROVISIONS

· Agency Reference #: 23-426DOC-MENAR-B-36600

· Project Title: Menard CC Generator Contract

· Contract #:

· Procurement Method (IFB, RFP, Small Purchase, etc.): Small Purchase

· BidBuy / Bulletin Reference #:

· BidBuy / Bulletin Publication Date:

· Award Code: C

· Subcontractor Utilization? |_| Yes |_|No Subcontractor Disclosure? |_| Yes |_|No

· Funding Source:

· Obligation #:

· Other Preferences?

Contract V.23.3

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: Vendor shall provide inspections, testing of each generator system, necessary calibration, routine repair, and maintenance on all emergency generators at Menard Correctional Center on a basis beyond the capabilities of the Menard Correctional Center Maintenance Department.

1.1.1. Vendor shall provide the necessary trained workforce & or contract any proprietary services & repairs that are required to include: material, tools, testing equipment to ensure generators are operating at peak performance.

1.1.2. 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 invoiced cost. The Vendor shall provide copies of material suppliers' invoices to verify costs

1.1.3. Any emergency services that are needed between 3 PM and 7 AM or on weekends or holidays, the Vendor shall charge and approved overtime rate. Vendor must respond to any emergency call within 4 hours.

1.1.4. Generators listed below must be in compliance with the applicable NFPA requirements: load bank test, fuel analysis, coolant analysis.

MSU: Cummins, Model 5000DFFB S/N C950571111, 500 kw Antenna Hill: Onan, Model GGFB-3387532, S/N A000051884, 35 kw Boiler House: Caterpillar, Model SR4, S/N SRD00607, 1100 kw Boiler House: Caterpillar, Model SR4, S/N SRD00708, 2000 kw Hospital: Onan, Model 45.0 DYJ-15R/1, S/N E790415379, 45 kw

1.1.5. Fuel System Inspection per manufacturer recommendation.

1.1.5.1 Check level of main storage tank for proper operation.

1.1.5.2 Inspect fuel condition/perform fuel analysis

1.1.5.3 Drain water and sediment from day tank

1.1.5.4 Replace primary and secondary fuel filter elements, clean primary fuel filter (screen type)

1.1.5.5 Clean and/or replace fuel/water separator

1.1.5.6 Inspect and lubricate governor linkages

1.1.6. Lubricating Oil System per manufacturer recommendations

1.1.6.1 Inspect complete engine and lubricating system for signs of leakage

1.1.6.2 Inspect operation of blow-by pump

1.1.6.3 Drain and replace engine crankcase oil

1.1.6.4 Replace oil filters

1.1.6.5 Replace governor oil

1.1.6.6 Dispose of engine waste oil and filters in a legal and sentimentally safe way.

1.1.6.7 Clean crankcase breather filters, replace as needed per manufacturer recommendations

1.1.7. Coolant System Inspection per manufacturer recommendations

1.1.7.1 Check coolant level and correct if necessary. Perform an analysis of the coolant. If the fluid is dirty or contaminated, vendor shall replace with new fluid to manufacturer’s specified levels.

1.1.7.2 Visually check external condition of radiator/heat exchanger for debris/obstructions and signs of leakage.

1.1.7.3 Visually inspect water pump and water hoses for deterioration or leakage, replace as needed.

1.1.7.4 Inspect condition and proper operation of engine jacket water heater, intake and exhaust louvers and grill. Vendor shall inspect all fuel lines, hoses, and belts and replace as needed.

1.1.7.5 Adjust the thermostat settings as needed

1.1.7.6 Replace coolant filters and elements

1.1.8. Exhaust System Inspection per manufacturer recommendations.

1.1.8.1 Inspect muffler, pipes, and connections for leakage, replace as needed.

1.1.8.2 Inspect turbocharger shaft for excessive movement

1.1.9. Air Intake System Inspection per manufacturer recommendations.

1.1.9.1 Inspect air intake restrictions indicators

1.1.9.2 Visually inspect air intake system piping, hoses and clams for deterioration and leakage, replace as needed

1.1.9.3 Clean air pre-cleaner

1.1.9.4 Clean crankcase breather filters, replace as needed per manufacturer recommendations

1.1.9.5 Inspect the air cleaner elements

1.1.11 Engine Control System Inspection per manufacturer recommendations

1.1.11.1 Inspect all gauges, meters, and generator control cabinet

1.1.11.2 Check over-speed safety shutdown, engine starter, circuit breakers and electrical governor control.

1.1.11.3 Check engine charging/alternator system

1.1.11.4 Check battery charger operating system

1.1.12 Engine Ignition System Inspection per manufacturer recommendations

1.1.12.1 Inspect all ignition system wiring, ignition cap and rotor, and ignition points and condenser, replace as needed.

1.1.13 Generator System Inspection per manufacturer recommendations

1.1.13.1 Inspect main circuit breaker, generator windings and generator bearing

1.1.13.2 Inspect brushes and slip rings

1.1.13.3 Inspect all connections for tightness at the breaker, voltage regulator and generator windings

1.1.14 Transfer switch Inspection per manufacturer recommendations

1.1.14.1 Check operation of transfer switch

1.1.14.2 Test operation of switch under load conditions

1.1.14.3 Check operation of exerciser

1.1.14.4 Replace 2-Volt battery in transfer switch every 2 years or upon failure

1.1.15 Electrical System per manufacturer recommendations

1.1.15.1 Inspect batteries, check voltage, inspect/clean connection terminals and post as needed. Replace all generator batteries every 2 years or upon failure, to include inspection and testing of standby batteries & charging system per maintenance specs & replace as needed.

1.1.15.2 Replace Uninterrupted Power Source/Switch Gear Batteries every three (3) years

1.1.16 Perform Loadbank Test as indicated per manufacturer recommendations in accordance with National Fire Protection Association (NFPA) 110 standards

1.1.17 Contractor/Vendor shall provide a repair record for each repair or call-out service rendered. The report shall include nature of the call, repairs made, materials used, and labor used. The Chief Engineer shall sign the record and retain a copy of the said record for the facility.

1.1.18 Other than those services listed specifically in section 1.1, any additional charges for necessary repair, replacements or maintenance must be quoted by the vendor in writing (indicating the number of labor hours, standard contracted hourly rate & total dollar amount) and approved by the appropriate facility personnel prior to being performed by the Contractor/Vendor.

1.1.19 Per Article 35 of the Procurement Code, the Contractor shall include the names and addresses of all sub-Contractor and the expected amount of money each will receive under the contract. If this information changes during the contract, the Code requires the Contractor/Vendor to provide an update to the State.

1.1.20 Upon request of the facility, Contractor shall provide, remove and/or install any equipment, system controls, parts and materials related must be compatible with existing equipment at the facility and must be of original manufacture of an approved equal. All parts and/or equipment shall be provided at a percentage discount off Manufacturer’s List Price. The contractor will be responsible for shipping and/or delivery of the parts/equipment to the facility. Prices must be F.O.B. DESITNATION will all the transportation and handling included and paid by the Contractor/Vendor. The Agency may request Contractor to provide copies of material supplier’s invoices to verify cost.

1.1.21 If applicable, the use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. "Or equal" submissions will not be rejected because of minor differences in design, construction or features that do not affect the suitability of the product for its intended use. Burden of proof that the product is equal is on the bidder.

1.2. MILESTONES AND DELIVERABLES: Vendor and/or its technician shall expect to begin repair services within for desired date agreed upon between vendor and Chief Engineer after contract has been executed by Agency, unless there is another agreed upon time and date between Agency and Vendor.

1.3. VENDOR / STAFF SPECIFICATIONS:

1.3.1. The Chief Engineer and the Vendor shall coordinate all scheduled work with minimal interference to employees and individuals in custody. All planned service work under this Contract shall be performed during normal workdays, which are Monday through Friday, less holidays, between 7:00 a.m. and 3:00 p.m. Any services requested by the facility to be performed outside of these timeframes shall be reimbursed at the established overtime rate listed as per BidBuy Line Item. The Vendor shall send ONLY ONE Serviceman to perform service work unless additional servicemen are pre-approved by the Chief Engineer. All work performed shall be rendered in the presence of the Chief Engineer or his designee.

1.3.2. All security rules at the Menard Correctional Center will apply to employees of Vendor including vehicles, machinery, and hand tools. Failure to comply will result in termination of this agreement.

1.3.3. Employees and vehicles of Vendor will enter and exit through the Sally Port gate. (Vehicles are to be cleared prior to start of work.) Unattended vehicles must be locked at all times and at no time shall any vehicle be left unattended with the motor running or the key in the ignition.

1.3.4. The Vendor shall indicate the time and date of arrival at the work location on a Department of Corrections Form DOC-0134. The Vendor shall sign in upon arrival at and sign out prior to leaving the work location. This shall be the basis for hours worked. The sign-in/sign-out must be done in the presence of the Chief Engineer or designee. Employees of Vendor are also to wear temporary I.D. while on premises.

1.3.5. If required Vendor and its employees shall complete a Waiver to Search and Tool Form. All equipment and tools will be checked at entrance gate.

1.3.6. If applicable, Vendor shall provide a list of all toxic substances proposed for use in service at the institution. Before any service, the Material Safety Data sheets shall be supplied for all listed toxic substances. This will keep the institution in compliance with the Illinois Toxic Substance Disclosure to Employees Act which states, “Employees must obtain a Material Safety Data Sheet for each toxic substance used, produced, or stored in the workplace to which employees may be exposed.”

1.3.7. Invoices shall be submitted to the Menard Correctional Center Business Office on a complete services basis. Invoice shall be itemized, showing dates of service, hours worked, location of service, and type of service/parts rendered. Invoices shall not be billed for any taxes unless accompanied by proof that the State is subject to the tax. Vendor may request Agency’s Illinois tax exemption number and Federal tax exemption information.

1.3.8. The Vendor and their personnel, including volunteers, and sub-contractors shall be subject to a complete background investigation of the IDOC prior to the execution of this contract, before any personnel, volunteers or subcontractors begin to provide service for the IDOC post-execution of this contract, and at periodic times during this contract as determined by the Department. This request for information includes but is not limited to the disclosure of the name, date of birth and social security number of the Vendor and Vendor’s employees, volunteers, and sub-contractors to facilitate background checks of individuals. Vendor or Vendor’s employees must pass a security background check prior to being allowed on the premises.

1.3.9. All applicants for positions covered under this contract may be required to provide a urine sample as part of their background investigation. In addition, all Contractual Personnel who perform on-site services may be required to undergo a Urinalysis or Blood Test if there is reasonable suspicion to believe that they are under the influence or using controlled substances or marijuana; and shall be subject to random drug testing. Any contractual personnel that do not pass the urinalysis and/or blood test will not be allowed on-site at the facility

1.3.10. The Contractor/Vendor shall provide all appropriate Training Certification(s) to the facility prior to the start of the contract to certify that they are qualified and able to provide the necessary properly trained work force, materials, tools, and test equipment to repair, maintain, inspect, and calibrate all components related to the facility’s Emergency Generator Systems. If there is a proprietary system involved, the bidding Contractor/Vendor must prove that they are able to obtain and utilize any and all proprietary system computer software from the OEM provider to perform needed or regularly scheduled system updates.

1.3.11. This contract calls for the contraction of a “public work,” within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (“the Act”). The Act requires contractors and subcontractors to pay laborers, workers and mechanics performing service on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus amount for the fringe benefits) in the county where the work is performed. To comply with the requirements of the Act, Contractor/Vendor and Sub-Contractors are required to provide copies of their Certified Payroll records for all Prevailing Wage positions related to this contract to the IDOC facility Business Administrator on a monthly basis.

1.4. TRANSPORTATION AND DELIVERY: Prices for equipment must be F.O.B. DESTINATION with all transportation and handling included and paid by the Vendor. Vendor and its employees will not be reimbursed for travel and/mileage.

1.5. SUBCONTRACTING

Subcontractors are allowed.

1.5.1. Will subcontractors be utilized? |_| Yes |_| No

A subcontractor is a person or entity that enters into a contractual agreement with a total value of $100,000 or more with a person or entity who has a contract subject to the Illinois Procurement Code pursuant to which the person or entity provides some or all of the goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from a lessee of a State contract.

All contracts with subcontractors where the annual value of the subcontract is greater than $50,000 must include Standard Illinois Certifications completed by the subcontractor.

1.5.2. Please identify below subcontracts with an annual value of $100,000 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text If additional space is necessary to provide subcontractor information, please attach an additional page.

1.5.3. All contracts with the subcontractors identified above must include the Standard Illinois Certifications completed.

1.5.4. If the annual value of any the subcontracts is more than $100,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.5.5. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is 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 this Contract are done at the sole risk of the Vendor and subcontractor(s).

1.6. SUCCESSOR VENDOR

|_| Yes |X| No This contract is for services subject to 30 ILCS 500/25-80. Heating and air conditioning service contracts, plumbing service contracts, and electrical service contracts are not subject to this requirement. Non-service contracts, construction contracts, qualification-based selection contracts, and professional and artistic services contracts are not subject to this requirement.

If yes is checked, then the Vendor certifies:

(i) that it shall offer to assume the collective bargaining obligations of the prior employer, including any existing collective bargaining agreement with the bargaining representative of any existing collective bargaining unit or units performing substantially similar work to the services covered by the contract subject to its bid or offer; and

(ii) that it shall offer employment to all employees currently employed in any existing bargaining unit who perform substantially similar work to the work that will be performed pursuant to this contract.

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: Menard Correctional Security Center, 711 Kaskaskia Street, Menard, IL 62259 Value of services performed at this location: 100%

State of Illinois Chief Procurement Office for General Services Contract V.23.3

2. PRICING

2.1 FORMAT OF PRICING:

2.1.1 Vendor shall submit pricing in the format shown below, based on the terms and conditions set forth in section 1 of this Contract.

2.1.2 Pricing shall be submitted in the following format: As per the line items in BidBuy.

2.2 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 estimated.

2.3 EXPENSES ALLOWED: Expenses are not allowed.

2.4 VENDOR’S PRICING: Attach additional pages if necessary or if the format of pricing specified above in Section 2.1 requires additional pages.

2.4.1 Vendor’s Price for the Initial Term: As per the line items in BidBuy.

For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed pricing.

|_| If checked, see the attached BidBuy Purchase Order for the Vendor’s Price for the Initial Term.

2.5 MAXIMUM AMOUNT: The total payments under this contract shall not exceed $___________________ without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

State of Illinois Chief Procurement Office for General Services Contract V.23.3

3. TERM AND TERMINATION

3.1 TERM OF THIS CONTRACT: This is a one year contract. If a start date is not identified, the term shall commence upon the last dated signature of the Parties for one year.

For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed term.

3.1.1 In no event will the total term of the contract, including the initial term, any renewal terms and any extensions, exceed ten (10) years. 30 ILCS 500/20-60

3.1.2 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: N/A

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. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

State of Illinois Chief Procurement Office for General Services Contract V.23.3

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 invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

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 Certifications 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, 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 505/1. 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 receipted hand delivery, via courier (UPS, Federal Express or other similar and reliable carrier), or via facsimile showing the date and time of successful receipt. Notices shall be sent to the individuals who signed this contract using the contact information following the signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change its contact information.

4.21 MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by authorized representatives of the Parties. Any provision of this contract officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions shall be interpreted, as far as possible, to give effect to the Parties’ intent. All provisions that by their nature would be expected to survive, shall survive termination. In the event of a conflict between the State’s and the Vendor’s terms, conditions and attachments, the State’s terms, conditions and attachments shall prevail.

4.22 PERFORMANCE RECORD / SUSPENSION: Upon request of the State, Vendor shall meet to discuss performance or provide contract performance updates to help ensure proper performance of this contract. The State may consider Vendor’s performance under this contract and compliance with law and rule to determine whether to continue this contract, suspend Vendor from doing future business with the State for a specified period of time, or whether Vendor can be considered responsible on specific future contract opportunities.

4.23 FREEDOM OF INFORMATION ACT: This contract and all related public records maintained by, provided to, or required to be provided to the State are subject to the Illinois Freedom of Information Act (FOIA) notwithstanding any provision to the contrary that may be found in this contract. 5 ILCS 140.

4.24 SCHEDULE OF WORK: Any work performed on State premises shall be performed during the hours designated by the State and performed in a manner that does not interfere with the State and its personnel.

4.25 WARRANTIES FOR SUPPLIES AND SERVICES:

4.25.1. Vendor warrants that the supplies furnished under this contract will: (a) conform to the standards, specifications, drawing, samples or descriptions furnished by the State or furnished by the Vendor and agreed to by the State, including but not limited to all specifications attached as exhibits hereto; (b) be merchantable, of good quality and workmanship, and free from defects for a period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c) comply with all federal and state laws, regulations and ordinances pertaining to the manufacturing, packing, labeling, sale and delivery of the supplies; (d) be of good title and be free and clear of all liens and encumbrances and; (e) not infringe any patent, copyright or other intellectual property rights of any third party. Vendor agrees to reimburse the State for any losses, costs, damages or expenses, including without limitations, reasonable attorney’s fees and expenses, arising from failure of the supplies to meet such warranties.

4.25.2. Vendor shall ensure that all manufacturers’ warranties are transferred to the State and shall provide to the State copies of such warranties. These warranties shall be in addition to all other warranties, express, implied or statutory, and shall survive the State’s payment, acceptance, inspection or failure to inspect the supplies.

4.25.3. Vendor warrants that all services will be performed to meet the requirements of this contract in an efficient and effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall immediately reassign any individual who does not perform in accordance with this contract, who is disruptive or not respectful of others in the workplace, or who in any way violates the contract or State policies.

4.26 REPORTING, STATUS AND MONITORING SPECIFICATIONS: Vendor shall immediately notify the State of any event that may have a material impact on Vendor’s ability to perform this contract.

4.27 EMPLOYMENT TAX CREDIT: Vendors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 35 ILCS 5/216, 5/217. Please contact the Illinois Department of Revenue (telephone #: 217-524-4772) for information about tax credits.

State of Illinois Chief Procurement Office for General Services Contract V.23.3

5. STATE SUPPLEMENTAL PROVISIONS

|_| Agency Definitions Click here to enter text.

|_| Required Federal Clauses, Certifications and Assurances Click here to enter text.

|_| Public Works Requirements (construction and maintenance of a public work) 820 ILCS 130/4.

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|X| Prevailing Wage (janitorial cleaning, window cleaning, building and grounds, site technician, natural resources, food services, security services, and printing, if valued at more than $200 per month or $2,000 per year) 30 ILCS 500/25-60.

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|_| Agency Specific Terms and Conditions Click here to enter text.

|X| Other (COVID-19 PROTECTIONS) In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities.