Scope of Work - Small 1~24.docx

ILLINOIS DEPARTMENT OF NATURAL RESOURCES

SMALL PURCHASE PROCUREMENT

SCOPE OF WORK & PROJECT REQUIREMENTS

Date: 10/11/2023 File# 4-23-044B

LOCATION: Governor Coles State Memorial 1511 Lewis Rd, Edwardsville, Il 62025 Madison County

PROJECT TITLE: Cleaning, Joint sealing, and Repointing Repairs to Monument

PROJECT NARRATIVE:

The Governor Coles Monument is located on the corner of Lewis Road and State Route 157 within the Valley View Cemetery, Edwardsville, Illinois in Madison County. Edward Coles was the second governor of Illinois. A former slave owner from Virginia, Coles became an abolitionist and won the 1822 gubernatorial election as the candidate of the anti-slavery forces. He helped defeat a call for a constitutional convention to consider the legalization of slavery in Illinois. The memorial, which stands at Valley View Cemetery, was erected in 1928 and 1929 and contains a square bas-relief bronze portrait of Coles, sculpted by Leon Hermant. Coles is buried in Philadelphia, Pennsylvania.

The Illinois Department of Natural Resources (IDNR) is seeking bids for services to improve the appearance and prolong the life of the stone at the Governor Coles Monument. Construction services are needed for cleaning the stone monument, joint sealant repairs at the base of the entrance stairs, resetting stone at stair boundary wall, as well as re-pointing the mortar joints of the monument. Over the course of time the monument being exposed to the elements, it has become covered with environmental grime and biological growth such as moss, lichens and mold. The joint sealants and mortar have also deteriorated to the point of no longer being functional. Cleaning the surface stone and re-pointing the mortar joints will greatly improve the aesthetics of the monument as well as prolong the life of the stone.

SCOPE OF WORK:

Work in this contract shall include cleaning the entire monument limestone surface with an approved limestone & marble cleaning compound (such as a Biological Solution), removal of existing mortar joints within the monument and tuckpointing (re-pointing) all mortar joints within the monument. Work in this contract shall also include removal and replacement of existing elastomeric joint sealant of the stone stairway leading to the monument. A section of the stone stairway wall shall also be re-set within this contract. Work shall include:

· Cleaning the entire monument limestone surface, front, back, top, sides, and stone viewing platform.

· Removal of mortar from mortar joints, for tuckpointing (repointing) of new masonry joints (entire monument, including viewing platform and its steps).

· Reset and mortar loose end stones at base of stair wall.

· Grouting of voids underneath stairs with an approved non-shrink grout

· Removal and replacement of elastomeric sealant (stairway)

The Contractor shall submit a Means & Methods statement to the Illinois Department of Natural Resources Project Manager with details on removal and replacement operations including (but not limited to): means, methods, sequence of removal, tools, and equipment. No power tools shall be used for joint and sealant removal or mortar removal unless the Contractor demonstrates that proposed usage of power tools will not deface or damage the surface in any way and is approved by the DNR PM. All cleaning shall be hand applied with stiff fiber- bristle brushes. All approvals by the DNR PM must be obtained prior to the beginning of work.

Project access shall be through the Valley View Cemetery.

Notes:

1. For cleaning the historic limestone, the gentlest means possible must first be used, these include hand scrubbing with a stiff fiber-bristle brush (no metal bristle brushes are allowed).

2. Avoid overcleaning, aim for achieving 85% clean. Most damage occurs when attempting to clean the last 15%.

3. Pressure washing may not exceed 400psi, must use a fan-tip spray nozzle and must be held at a distance of at least 12” from the limestone surface.

ATTACHMENTS:

The following documents are included:

1) Attachment A – Site Location

2) Attachment B – Site Photos

3) Attachment C- Stone & Masonry Restoration-Cleaning & Pointing

4) Attachment D- Moisture & Thermal Protection, Section 07920 Sealants & Caulking

PROJECT SPECIFICATIONS & REQUIREMENTS:

A. Project Specifications:

See Attachments:

Attachment C: Division 4-Masonry-Section 04523-Stone & Masonry Restoration, Cleaning & Pointing Attachment D: Division 7-Thermal and Moisture Protection-Section 07920-Sealants & Caulking.

1) The awarded contractor must have 3 years of experience in the commercial masonry industry and maintenance of historic limestone structures. The successful bidder shall be able to provide documentation of completion of at least 3 projects similar in size and scope to this one prior to Bid Award.

2) Contractor General Conditions:

a. Every effort shall be made to limit the disruption to cemetery visitors to the greatest extent possible, especially in the case of any ceremonies being held in the general vicinity of the monument.

b. The contractor shall contact Valley View Cemetery prior to starting work and daily thereafter for a schedule of funerals. The Contractor shall not schedule any work during a conflicting funeral. In the event of a conflicting funeral within the immediate area of the Monument, the contractor shall cease all work operations until the funeral procession and guests have departed the cemetery.

c. The Contractor shall furnish their own work trailer and secured equipment storage.

d. The Contractor shall furnish their own trash dumpster for all garbage and debris associated with the construction project.

e. The Contractor shall, at all times, keep the premises free from accumulation of waste material or rubbish caused by their employees or Work and at the Completion of the project and shall remove all rubbish from the construction site including all tools, scaffolding, demolition debris, and surplus materials. The Contractor shall leave the work area "broom clean" or its equivalent at the end of the project. The Contractor shall repair and otherwise make good any damage caused by the work and leave the premises in the equivalent of the original condition. Once all the construction is complete, the contractor is required to clean-up all construction debris and haul off site (to be disposed of in an environmentally appropriate manner compliant with Illinois codes and regulations). The cost of all cleanup and repair or replacement of damaged surfaces shall be considered incidental to the Contract, and no additional compensation will be made.

f. The Contractor is responsible for verifying the locations of existing utilities. Where unmarked utility lines, underground obstructions or piping may be uncovered on the premises, the Contractor shall notify the Utility Company having jurisdiction thereof and take all necessary measures to prevent interruption of services that may be damaged or interrupted through Contractor's own negligence and be responsible for immediate repair and/or restoration at his expense. Prior to trenching or excavating, contact JULIE (Joint Utility Locating Information for Excavation 1-800-892-0123) and the Site Superintendent (Brad Winn – (618-251-5811); see below for additional contact information) to aid in locating all existing utilities.

g. The successful bidder shall sign a Contract which will, in its terms, follow the provisions of these general conditions regarding payments, responsibility, liability, etc., and which will, by reference, include these provisions as Contract Documents. It shall be understood that this contract will be based on the quoted lump sum proposal. Bids will be awarded based on Lump Sum Amount.

h. maintain the temporary fencing and traffic control devices used and remove them from the site once they are no longer needed.

i. All Contractor employees shall abide by State Park policies and maintain a professional conduct respecting all Monument visitors and staff.

B. Project Instructions and Notes:

1) Work Completed by Prime Contractor:

A minimum of fifty-one percent (51%) of the work shall be completed by the Prime Contractor on this project. Pursuant to (30 ILCS 500/1-15.17) the Contractor is the person having a contract with the Illinois Department of Natural Resources.

2) Coordination of Work Activities:

All work activities and entry to the site must be coordinated with the site superintendent.

3) Independent Testing:

The Contractor shall pay all independent laboratory testing if needed.

4) Contractor’s Licensing and/or Certifications:

Contractor shall be responsible for compliance with all applicable contractor and trades person licensing with the appropriate State agency.

5) Extended Warranty:

Workmanship, materials, and equipment subject to seasonal loads will be in conformance with the contract and free from defects for a period of two years, commencing from the goods acceptance date.

6) Product Data:

Submit for the approval of the DNR Project Manager product data for the following items prior to starting work or ordering items:

a) Manufacturer’s color chart for joint sealant.

b) Manufacturer’s product data sheet for mortar.

Duration Bids shall be good for ninety (90) calendar days after the Bid Opening Date.

In accordance with 820 ILCS 130/5, the contractor and sub-contractor(s) shall make and keep, for a period of 5 years from the date of the last payment made on or after January 1, 2014 (the effective date of Public Act 98-328) on a contract or subcontract for public works, records of all laborers, mechanics, and other workers employed by them on the project.

No later than the 15th day of each calendar month, the contractor shall file a certified payroll for the immediately preceding month with the Department of Natural Resources.

5) Employment of Public Workers on Public Works:

In a period of excessive unemployment rates, State contractors (1) constructing or building any public works or (2) cleaning-up and disposing on-site of hazardous waste, and that clean-up or on-site disposal is funded or financed in whole or in part with State funds or funds administered by the State, are required to employ at least 90% Illinois laborers on such project. For projects involving clean-up and on-site disposal of hazardous waste, emergency response or immediate removal activities are excluded. This requirement applies to all labor whether skilled, semi-skilled or unskilled, whether manual or non- manual.

A period of excessive unemployment rates is defined as any month immediately following two consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded 5% as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures.

Any public works project financed in whole or in part by federal funds administered by the State of Illinois is covered under the provisions of this requirement, to the extent permitted by any applicable federal law or regulation. 30 ILCS 570.

Contractors may receive an exception from this requirement by submitting a request and supporting documents certifying that Illinois laborers are either not available or are incapable of performing the particular type of work involved. The certification must: (a) be submitted to the agency within the first quarter of the Contract Term; (b) provide sufficient support that demonstrates the exception is met; (c) be signed by an authorized signatory of the contractor; and (d) be approved by the agency.

6) Small Business Set-Aside The Contractor awarded the project must be registered as a small business, as required by the Small Business Set-Aside Program. (For complete requirements, to become registered, or to certify your business is in the Small Business Set-Aside Program, visit the Illinois Procurement Gateway (IPG) at https://ipg.vendorreg.com/ or call (217) 782-1270.

Pursuant to Title 44 Illinois Admin. Code 1.4545(g)(2), a small business awarded a contract procured as a small business set-aside may subcontract no more than 49% of the value of the contract to a business not registered in the Small Business Set-Aside Program.

7) Apprenticeship-in-Training When applicable, the contractor and all subcontractors must be participants in apprenticeship and training programs that are both approved by and registered with the U.S. Department of Labor’s Bureau of Apprenticeship and Training. The program(s) must be in the same trade(s) in which the contractor or subcontractor performs work. For information on how to participate in or set up a program, contractors may call the U.S. Department of Labor at 312/596-5508 or visit their website http://www.doleta.gov/oa/ .

8) Illinois Office The bidder must certify that the bidder will maintain an Illinois office as the primary place of employment for persons employed in the construction authorized by the contract.

11) Performance Bond/Labor and Material Payment Bond Pursuant to the Public Construction Bond Act (30 ILCS 550/), a performance bond and a labor and material payment bond covering the faithful performance of the contract and the payment of all obligations arising thereunder, shall be required if the project cost exceeds $50,000. Each bond shall be in the full amount of the contract. The bond must be from a surety licensed to do business within the State of Illinois and acceptable to IDNR.

12) Minority Contractor Opportunity Initiative The State requires a fee of $15 to cover Expenses related to the administration of the Minority Contractor Opportunity Initiative. Any Vendor awarded a contract under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) of $1000 or more 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.

13) Permits and Licenses Permits and licenses necessary for the execution of the work shall be secured and paid for by the Contractor.

14) Utilities Before starting excavation, establish location and extent of underground utilities occurring in the work area. Contractor shall contact Joint Utility Locating Information for Excavators (J.U.L.I.E.) 800-892-0123.

15) Highway Permits The Contractor is responsible for contacting the appropriate County Superintendent(s) of Highways and/or other appropriate local officials concerning the proposed work activities on the project as they may relate to use of the County and local road system. Coordination of any activities of concern to the County or Township shall be the responsibility of the Contractor. Special attention shall be given to load limits and seasonal restrictions.

16) New Products Unless otherwise specifically provided in the contract documents, all materials, equipment and products incorporated in the work under the contract shall be new and of a suitable grade for the purpose intended.

18) Specified Materials Bids shall be based on providing all products/materials exactly as required by the project specifications. Contractor may select from the list of acceptable manufacturers, offer an “equal” product and provide proof of its capabilities to meet the project specifications or, for products specified only by reference or performance standards, select any product which meets or exceeds the specified standards, by any manufacturer, subject to the approval of DNR.

19) Final Cleaning Contractor shall clean-up all work related debris and construction materials and properly dispose off-site. The Contractor shall repair and otherwise make good any damage caused by the work and leave the premises in the equivalent of the original condition.

20) Warranties The Contractor warrants that all work provided under the contract will be in conformance with the contract and free from defects in workmanship, materials, and equipment for a period of two years from the goods acceptance date. See Section B. Project Instructions and Notes, for any extended warranties that may apply.

21) Change Orders Any change order authorized under this Section shall be made in writing. Any person employed by and authorized by any unit of State or local government to approve a change order to any public contract who knowingly grants that approval without first obtaining from the unit of State or local government on whose behalf the contract was signed, or from a designee authorized by that unit of State or local government, a determination in writing that (1) the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed, or (2) the change is germane to the original contract as signed, or (3) the change order is in the best interest of the unit of State or local government and authorized by law, commits a Class 4 felony. The written determination and the written change order resulting from that determination shall be preserved in the contract's file which shall be open to the public for inspection. This Section shall only apply to a change order or series of change orders which authorize or necessitate an increase or decrease in either the cost of a public contract by a total of $25,000 or more or the time of completion by a total of 180 days or more. A change order shall be executed by the State agency and vendor evidencing the change. All changes shall be approved by the CPO, or designee, and be accompanied by a written determination that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed and the change is germane to the original contract as signed.

22) Inducement Resolution All or a portion of this project may be paid or reimbursed from the proceeds of tax-exempt bonds subsequently issued by the State.

23) Payment Payments, including late payment charges, will be paid in accord with the State Prompt Payment Act and rules when applicable, 30 ILCS 540/; 74 III. Adm. Code 900. This shall be the Contractor’s sole remedy for late payments by the State. Payment terms contained in Contractor’s invoice(s) shall have no force or effect.

27) Questions ALL QUESTIONS PERTAINING TO THE SCOPE OF WORK OR THE BIDBUY PROCEDURES, MUST BE DIRECTED TO Frederick.Murphy@Illinois.gov ALL QUESTIONS MUST BE SUBMITTED IN WRITING NO LATER THAN THREE (3) BUSINESS DAYS BEFORE THE BID DATE.

28) Project Contacts: The following individuals are listed as project contacts during the construction phase. The Bidder may not communicate directly with any of these individuals during the bidding process. All communication during the bidding phase must be directed to the Frederick.Murphy@Illinois.gov email address.