Shelbyville SFWA flag poles SOW~1.docx

ILLINOIS DEPARTMENT OF NATURAL RESOURCES

SCOPE OF WORK & PROJECT REQUIREMENTS

Date: October 30,2023 File # 3-24-028

PROJECT TITLE: Shelbyville FWA – Purchase and Install New Three Flag Poles

PROJECT NARRATIVE AND SCOPE OF WORK:

The Shelbyville Fish and Wildlife Area office is in need of some aesthetic improvements and the Illinois Department of Natural Resources (IDNR), Office of Land Management wishes to install three tall flag poles with solar lighting for the Park to be more ‘welcoming’ to site visitors. The concept for these light poles is basically the same conceptural plan and layout which can be seen outside most State Owned Facilities. This project would require a Contractor/Vendor to research and purchase three folding flag poles, planned as being 2 at 20’ tall above ground and 1 at 25’ above ground. Also purchase three solar lights which will be mounted on top of the poles with the LED lights pointed downward to illuminate the flags. Complete installation would be included within this project.

The Shelbyville Fish and Wildlife Area office is located at 562 State HWY 121,Bethany, Il 61914 Moultrie County. Refer to Attachment A for additional location information. The location of the proposed flag poles will be located within the parking lot island in front of the office building. See Attachment B for general layout of the flagpoles.

ATTACHMENTS:

The following documents are included:

PROJECT SPECIFICATIONS & REQUIREMENTS:

A. Unless otherwise stipulated, the Contractor shall provide and pay for all materials, labor, tools, and equipment necessary for the execution of the Work.

B. IDNR will allow the Contractor to park any vehicles/equipment within the locked fenced adjacent the office compound area overnight and on weekends. This request must be coordinated with the Site Superintendent.

C. The flag poles themselves may be ordered and delivered directly to the Site, which also shall be coordinated with the Site Superinendent.

D. Contractor shall furnish his own trash dumpster for all garbage and debris associated with the construction project. Contractor shall, at all times keep the premises free from accumulation of waste material or rubbish caused by his/her employees or work and at the Completion of the Work, he/she shall remove all rubbish from and about the construction site, and all tools, waste and surplus materials, and shall leave the work area "broom clean" or its equivalent.

E. Contractor shall repair and otherwise make good any damage caused by this Work and leave the premises in the equivalent of the original condition.

F. Contractor shall be 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/her expense.

Prior to trenching or excavating, contact JULIE (Joint Utility Locating Information for Excavation 1-800-892-0123) and the Site Superintendent to aid in locating all existing utilities.

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

2. Layout Contractor/Vendor shall layout all work and establish all working lines, levels, elevations and measurements. The exact location of the poles and their associated footings shall be oriented as identified by the IDNR project manager. Final dimensions shall be verified by the Contractor/Vendor. Refer to Attachment B which provides basic layout

3. Grading The Contractor/Vendor shall remove vegetation and topsoil and save for later use, dispose of any unsuitable material off site. In addition, remove all exposed rock, tree roots, and other debris greater than 1-inch diameter from the sub-soil. Protect trees, shrubs and all utilities located within the construction zone.

4. Flag Pole Specifications

Taperer Aluminum Commercial Grade Flag Poles Three (3) Poles Required. All poles should be hindged to fold-down for maintenance purposes Height above Ground; two (2) at 20 feet, one (1) at 25 feet Place Taller Pole in Center of Other Two Satin Finished Aluminum Wind Rating over 100 MPH, Flagged Internal Halyard Cable or Rope System Locking Access for Operation / Tamper-Proof Complete with Rope and Swivel Snaps Weighed & Coated Counterweight with Retainer Ring All Manufacture Required Mounting Accessories Pole Dimensions:

Wall Thickness approx. 0.156 Location Layout to be Orientated by IDNR Set in Concrete Footings per Manufacture

5. Solar Light Specifications

LED Bulbs, Multiple Bulbs Brightness: 600 Lumen minimum Rechargable Commecial Battry Lifespan +/- 40,000 hours Runtime 10- 12 Hours Manufacturer Warranty Top of Pole Mounted, Lights Shining Downward Round Disk Style, Solar Panels above, Lighting below Automatic Dusk to Dawn Sensor Vandall Proof / Unbreakable Globe

6. Foundation / Footing Specifications

Set in Concrete to a Depth and Diameter as Recommended by Manufacture Concrete Footing Elevations set below Grade and Backfilled / Graded Restore any Disturbed Areas

7. Flag Specifications

Three Individual Flags Required (one of each) Types: American, State of Illinois & POW/MIA Some Manufactures Provide Flags with Pole Purchase Dimensions: 4 feet by 6 feet for 25 feet tall pole (American Flag) 3 feet by 5 feet per 20 feet tall poles (State of Illinois and POW/MIA Flags) 2 – ply, Printed Both Sides

8. Concrete

Class X Concrete, in accordance with Section 1020 of the IDOT Specifications shall be required with an average compressive strength of 3500 psi at 14 days, ¾” maximum size aggregate, maximum slump of 3 inches. Broom finish. All concrete shall be sealed once cured.

9. Solar Lighting and Poles The Contractor/Vendor shall provide and install the Solar light and poles as shown on the site diagram in Attachments C and D.

The Contractor/Vendor shall follow manufacturers installation instructions for footing details and shall submit product data from the manufacturer to the IDNR project engineer for review and approval, before ordering materials.

10. Final Grading Grading: General contractor shall provide final grading for all disturbed areas at the construction site. Remove stone, roots, weeds, grass, debris and other foreign material while spreading. Final grade shall be free of clumps larger than 1-inch diameter. Remove and properly dispose of all construction debris off site.

B. Project Instructions and Notes:

1) Coordination of Work Activities:

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

2) Deliverables and Staff Training:

Operation and Matenence Manuals provided by the manufacture shall be provided to the Site for future reference.

3) Independent Testing:

The Contractor shall pay all independent laboratory testing, if required.

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) Shop Drawings:

Submit for the approval of the DNR Project Architect/Engineer, shop drawings and product data for the following items:

a. Flag pole material specifications and/or cut sheets

b. Product Data: Product data and/or shop drawings shall be submitted for the solar lighting and programming operation, as well as mounting poles.

6) As-Built Markups:

N/A

8) Work Completed by Prime Contractor:

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

C. Project Requirements:

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) Small Business Set-Aside The contractor awarded the bid must be registered as a small business, as required by the Small Business Set-Aside program. (For complete requirements, to become registered, or certify your business in the Small Business Set-Aside Program, visit http://www.sell2.illinois.gov/sbsp/set_aside.htm. or contact the Department of Central Management Services’ small business coordinator at 1-866-455-2897.)

6) 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/ .

7) 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.

10) 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.d

11) 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.

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

13) 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.

14) 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.

15) 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.

17) 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.

18) 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.

19) 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 one year from the goods acceptance date.

20) Change Orders Change order shall be defined as a change in a contract term, other than as specifically provided for in the contract, which authorizes or necessitates any increase or decrease in the cost of the contract or the time for completion. 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. Change orders that increase or decrease the cost of a contract or an estimated contract by a total of $10,000 or more or the time of completion by more than 30 days shall be published on the Illinois Procurement Bulletin, pursuant to Section 15-25 of the Code and documented pursuant to Section 33E-9 of the Criminal Code of 2012, in advance of execution of the change order.

The DNR Architect/Engineer shall determine if the change was unforeseeable and/or germane to the original contract and that the price is fair and reasonable. When changes in or modifications to the work become necessary, the Contractor shall submit an itemized cost for the work and shall include appropriate documentation to support the cost for the labor, material, and equipment.

21) 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.

22) 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.

25) Bid Submittal Bids may be submitted electronically on BidBuy or by submitting the attached Bid Form to DNR.ENGBID@illinois.gov .

27) Questions

ALL QUESTIONS PERTAINING TO THE SCOPE OF WORK OR THE BIDBUY PROCEDURES, MUST

BE DIRECTED TO DNR.ENGBID@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 DNR.ENGBID@illinois.gov email address.

Project Architect/Engineer:

One Natural Resource Way Springfield, IL, 62702

Shelbyville FWA site superintendant

562 State HWY 121,Bethany, Il 61914

Billing: