The_Barn_Exterior_Deck_and_Ramp_Installation_(Addendum_#1_Revision).pdf

REQUEST FOR QUALIFICATIONS

2023-RFQ-095

THE BARN EXTERIOR DECK AND RAMP INSTALLATION

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: December 8, 2023

DEADLINE FOR QUESTIONS: December 15, 2023

RESPONSE DEADLINE: December 29, 2023, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/villageofschaumburg

REQUEST FOR QUALIFICATIONS

The Barn Exterior Deck and Ramp Installation

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. Scope of Work V. Evaluation Criteria

VI. Insurance Requirements VII. Pricing Sheet(s)

VIII. Terms and Conditions IX. Supplemental Conditions X. Vendor Questionnaire

Attachments:

A - Special_Provisions

B - HUD Form 4010 -Federal Labor Standards Provisions

C - Davis-Bacon Act Wage Decisions IL20230020

D - Davis-Bacon Act Wage Decision IL20230020 - Landscaping

F - Schaumburg Senior Landscape Plan

H - HUD Form 4010 -Federal Labor Standards Provisions

I - Davis-Bacon Act Wage Decisions IL20230020

J - Davis-Bacon Act Wage Decision IL20230020 - Landscaping

K - BARN Exterior Deck Drawing Set_Issued for Bid 11.21.2023 (1)

L - Schaumburg Senior Landscape Plan (1)

Request for Qualifications #2023-RFQ-095 Title: The Barn Exterior Deck and Ramp Installation

1. Legal Notice

1.1. Village of Schaumburg - Request for Qualification

The Village of Schaumburg, IL will accept electronic Qualifications via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2023-RFQ-095, The Barn

Exterior Deck and Ramp Installation.

Specifications and all Contract Documents are available via the Village’s e-Procurement Portal, OpenGov

. Prices quoted must be valid for a minimum of 90 days from the date of the bid opening.

Qualifications will be received until 10:00 am on Friday, December 29, 2023. All Qualifications will be made publicly available after submission deadline.

The Village of Schaumburg reserves the right to reject any and all Qualification or to waive any technicalities, discrepancies, or information in the bids. The Village of Schaumburg does not discriminate in admission, access to, treatment, or employment in its programs and activities.

All questions regarding this Legal Notice and the actual Qualification specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Friday, December 15, 2023 by 4:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to firms following this solicitation on the Village's e-

Procurement Portal.

Purchasing Division

2. Introduction

2.1. Summary

The Village of Schaumburg, IL will accept Qualifications via the Village's e-Procurement Portal, OpenGov

(https://procurement.opengov.com/portal/villageofschaumburg) for 2023-RFQ-095, The Barn Exterior

Deck and Ramp Installation to be received no later than Friday, December 29, 2023, 10:00 am.

Qualifications submitted after the specified time will not be accepted.

2.2. Contact Information

Mark Rysavy

Facilities Division Manager

714 S. Plum Grove Road

Schaumburg, IL 60193

Email: mrysavy@schaumburg.com

Phone: (847) 923-6645

Department:

Engineering and Public Works

Department Head:

Mike Hall

Department Director

2.3. Timeline

Release Project Date December 8, 2023

Pre-Qualification Meeting (Mandatory) December 12, 2023, 10:00am

Agenda

The Barn

231 S. Civic Drive

Schaumburg, IL 60193

Start inside Teen Center on East Side of Building

(lower level)

Question Submission Deadline December 15, 2023, 4:00pm

Bid Submission Deadline December 29, 2023, 10:00am mailto:mrysavy@schaumburg.com tel:(847)923-6645 https://government-project.s3.amazonaws.com/69208/6309be47-edfe-4a99-aa27-64682f3ba267_docx.svg

3. Instruction to Proposers

3.1. Intent

The intent of this Request for Qualification is to enable the Village of Schaumburg's Department of

Engineering and Public Works to establish relationships with vendors for The Barn Exterior Deck and

Ramp Installation.

This Request for Qualification is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

3.2. Contract Documents

Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, Qualification notice, Qualification sheet, and addendum, if any, as specified herein shall form the “Contract Documents.” For the purpose of this Qualification, the word “Village” shall refer to the Village of Schaumburg, and the word “Firm” shall refer to any person, company, or entity submitting a Qualification. Any work shown or described in one of the documents shall be construed as if described in all the documents.

3.3. Interpretation of Contract Documents

Each request for interpretation of the Contract Documents shall be made in writing through the

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Friday, December

15, 2023 by 4:00 pm. Interpretations and supplemental instructions will be electronically distributed to firm following this solicitation on the Village’s e-Procurement Portal.

3.4. Electronic Qualification Documents

Firms intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://secure.procurenow.com/signup. This step is necessary to establish a communication link with the Village. The firm, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement

Portal. Addenda notifications will be emailed to all persons on record as following this Qualification.

Failure of any firm to receive any such addenda or interpretation shall not relieve such firm from any obligation under their Qualification as submitted. All addenda so issued shall become part of the contract documents. Paper submissions will not be accepted.

3.5. Withdrawal of Qualification

Qualifications may be withdrawn through the Village's e-Procurement Portal, the responding firm may

“unsubmit” their Qualification in OpenGov. After withdrawing a previously submitted Qualification, the responding firm may submit another Qualification at any time up to the deadline for submitting

Qualifications prior to the opening. Firms may withdraw or cancel their Qualification, in written form, at any time prior to the advertised Qualification opening time.

https://procurement.opengov.com/signup

3.6. Firm Qualifications

No award will be made to any Qualification or firm who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such investigations as it deems necessary. The Qualification shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

3.7. Preparation of Qualification

The Qualification submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the Qualification to the terms of the Qualification.

4. Scope of Work

4.1. Intent

The intent of this Request for Proposal is to enable the Village of Schaumburg's Department of

Engineering and Public Works to establish relationships with vendors to complete the installation of a new covered deck and ramp at the Village owned property known as "The Barn". Located at 231 S. Civic

Drive in Schaumburg, IL 60193 "The Barn" houses the Village's Senior Center on the main level and the

Teen Center in the lower level, and is historic in nature having served as the first Village Hall and Police

Station for the Village. This project will remove an existing small deck and stairs on the south side of the facility, and replace it with a larger deck and accessible ramp system.

This Request for Proposal is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

4.2. Contract Documents

Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, proposal notice, proposal sheet, and addendum, if any, as specified herein shall form the

“Contract Documents.” For the purpose of this proposal, the word “Village” shall refer to the Village of

Schaumburg, and the word “Firm” shall refer to any person, company, or entity submitting a proposal.

Any work shown or described in one of the documents shall be construed as if described in all the documents.

4.3. Interpretation of Contract Documents

Each request for interpretation of the Contract Documents shall be made in writing through the

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, the date and time listed in the bid advertisement. Interpretations and supplemental instructions will be electronically distributed to firms following this solicitation on the Village’s e-Procurement Portal.

4.4. Electronic Proposal Documents

Firms intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village. The firm, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement

Portal. Addenda notifications will be emailed to all persons on record as following this Proposal. Failure of any firm to receive any such addenda or interpretation shall not relieve such firm from any obligation under their proposal as submitted. All addenda so issued shall become part of the contract documents.

Paper submissions will not be accepted.

4.5. Withdrawal of Qualification

Proposals may be withdrawn through the Village's e-Procurement Portal, the responding firm may

“unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals https://procurement.opengov.com/signup prior to the opening. Firms may withdraw or cancel their proposal, in written form, at any time prior to the advertised proposal opening time.

4.6. Firm Qualifications

No award will be made to any proposal or firm who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such investigations as it deems necessary. The proposal shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

4.7. Preparation of Proposal

The Proposal submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the firm to the terms of the proposal.

4.8. Scope of Work

The purpose of this contract is to replace an aged and undersized deck and stair system with a larger deck and accessible ramp at the Village owned facility known as "The Barn". Work will include selective demolition and disposal; excavation; concrete foundation installation; wood structural framing;

composite decking, baluster, and handrail installation; roofing; downspouts and gutters; painting; and landscape installation.

All work shall conform to the construction documents dated November 21, 2023 and labelled issued for bid. The base bid for this project is to use treated lumber for all components of the project. An alternative bid request the use of composite decking, balusters, post covers, skirting, etc. with treated lumber limited to the required structural elements. Pricing shall be reflected in the included pricing sheets.

The contractor shall furnish all labor, equipment, parts, and materials, to complete the work according to the construction documents and contract requirements. The contractor shall provide the necessary transportation for workmen, materials, and equipment used to fulfill the terms of the contract. The rates shall include all vehicle charges, overhead and profit, administrative, and all other fees associated to the services.

4.9. Submittal and Evaluation

Prospective respondents are asked to provide a fixed, lump sum price, on the items listed, along with an alternate price for the use of composite materials. Submittals shall be submitted on the Detailed Cost

Sheet and Proposal Sheet only. Any exceptions to the specifications are to be noted on the Detail

Exception Sheet of this document.

The Village reserves the right to reject any or all of the proposals, to waive any and all technicalities, or to accept the proposal deemed most advantageous to the Village. Award will be made based on project understanding, firm experience and capabilities, and the overall value of the improvements. See section

5 for scoring criteria.

4.10. References

As evidence of past experience and work performance, the respondent must supply with their quotation a reference list of previous completed municipal projects, which will be used to verify the respondent’s qualifications to perform under the terms of this contract.

4.11. Contract Supervision

This contract will be under the administration of the Director of Engineering and Public Works (hereafter

Director). Supervision of the contract shall be provided by the Facilities Division Manager (hereafter

Manager) or by an authorized representative.

4.12. Hold Harmless

The contractor agrees to indemnify and save harmless the Village, including its elected or appointed officials, employees, and agents against any and all claims, loss damage, injury, liability, and court costs and attorney’s fees incident thereto, including any claims made by employees of the contractor or any of their subcontractors, as well as all other persons, resulting directly or indirectly from the work covered by this contract or the equipment used in connection therewith. It is understood that this agreement shall apply to any and all such claims whether resulting from the negligence or the intentional acts of the contractor, or otherwise. *(With the single exception of any claim, damage, loss, or expense arising solely out of professional services performed by the Village, its agents, or employees, including: 1) the preparation of maps, plans, opinions, reports, surveys, designs, or specifications, and 2) supervisory, inspection, or engineering services.

4.13. Communications

The Contractor shall provide phone and email contact information for all employees responsible for this project prior to work commencing. All communications regarding changes or clarifications of the scope of work after bid award shall be made in writing via email to the Village representative assigned to this project after award.

All contractors’ employees working on the Village’s contract shall be provided a cellular phone by the contractor, at the contractor's expense, the number of which shall be provided to the Village. The contractor is responsible to maintain a current list and provide said list to the Village any time a change is made.

4.14. Licenses and Permits

The contractor shall, at his/her expense, procure all necessary licenses and permits needed to conduct the work required under the terms of this contract. The Village will waive the cost of all required Village licenses, fees and permits, with the exception of those license and fees associated with securing a business license to conduct business within the Village.

A Building Permit will be applied for by Village Staff and shall be provided to the Contractor upon approval. No work shall begin until an approved permit has been received for the project.

4.15. Exceptions

Any exceptions to the specifications shall be noted on the Detail Exception Sheet and included at the time of submittal

5. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Overview of Organization and Experience

Introduction/description of the firm to include discussion regarding ability to serve as the successful firm for this work. (2 pages maximum)

a. Describe up to five (5) relevant local government examples of providing similar work, preferably in a specific municipal department in the Chicago Metropolitan area and/or other comparable Illinois municipalities.

b. Of those five (5), please specify client, location, scope of work, duration of work, and other relevant information.

c. Provide references for each of those five (5), including email and phone numbers.

Points Based 15 (15% of Total)

2. Contractor's Project Understanding

Contractor shall describe full understanding of the project as a whole. Include scope of demolition, reconstruction, and restorative landscaping, along with all required temporary facilities such as power, water, temporary fencing, and jobsite toilets.

Points Based 15 (15% of Total)

3. Value (Cost)

This item will be evaluated based on the values entered by the Contractor into the pricing sheets.

Points Based 70 (70% of Total)

6. Insurance Requirements

6.1. Insurance

The Qualification will provide certificates of insurance evidencing the following types and limits of insurance. The certificates of insurance will specifically address each of the requirements noted below.

Each insurance company shall be acceptable to the Village. The General Liability coverage shall name the

Village of Schaumburg as additional insured. All insurance noted below is primary and in no event will be considered contributory to any insurance purchased by the Village. All insurance noted below will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance notice, via certified mail.

The Qualification will provide written Proof of Endorsement, with the General Liability policy number on the endorsement.

A. Comprehensive General Liability including Products Liability/Completed Operations insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, including Broad Form

Contractual Liability insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, subject to the terms and conditions of the policy. A copy of the policy may be required.

B. Automobile Liability insurance, in an amount not less than $1,000,000 combined single limit.

Said insurance is to be extended to cover hired and non-owned vehicles.

C. Umbrella or Excess Liability coverage, the Contractor shall provide evidence of Umbrella or

Excess Liability coverage of $2,000,000.

D. Workers’ Compensation is to be provided as required by statute, by an insurance company licensed to write worker’s compensation in the State of Illinois. Employer’s Liability, in an amount not less than $500,000 each accident, $500,000 disease – policy limit, and $500,000 disease – each employee.

E. Insurance Rating – All insurance policies required by this contract shall be underwritten by insurance companies with a minimum A. M. Best rating of A:VII.

F. A certificate of insurance is required as evidence of coverage, with the Village of Schaumburg named as an additional insured. The certificate will include an “Additional Insured

Endorsement”. The same full insurance coverage provided to the named insured, whether it is the contractor or a sub-contractor, shall be provided to the Village without any limitations or endorsements that might limit or exclude coverage. If insurance is canceled for any reason whatsoever the Village will be given not less than thirty (30) days prior written notice.

Any and all deductibles or other forms of retention are the responsibility of the Contractor. All deductibles or other forms of retention are subject to the approval of the Village. Contractor will disclose to the Village in writing the amounts of any deductible or self-insured retentions on the insurance required under this contract.

Contractor waives any right of subrogation it may have or later acquire against the Village.

The firm shall not commence work under this contract until they have obtained all insurance required under this section and such insurance has been approved by the Village, nor shall firm allow any subcontractor to commence work on their subcontract until the same insurance has been obtained by the subcontractor. The firm and their subcontractor(s) shall maintain all insurance required under paragraphs A through D of this Section for not less than one (1) year after completion of this contract.

7. Pricing Sheet(s)

NOTICE TO VENDORS: Failure to complete the following Pricing Sheet(s) may be cause for rejection of your submittal. If you are not bidding on an entire group, please provide $0.00 as the cost for such items.

NOTE: Unit prices shall include the cost of delivery (if applicable).

BASE BID SCHEDULE

This bid table is to include base bid values for all construction to be completed with treated lumber and to be painted by Contractor per the Contract Documents.

Line Item Description Unit of Measure Unit Cost

1 Demolition and Disposal of Existing Roof, Porch, and

Foundations per Contract Documents Lump Sum

2 Construction of New Covered Deck and Ramp as per

Contract Documents Lump Sum

3 Restoration of Grass and Installation of Landscape

Design as per Contract Documents Lump Sum

ALTERNATE BID SCHEDULE

This alternate bid schedule is to include all structural elements to be constructed from treated lumber to be painted by Contractor, with the alternate to include composite material for decking, balusters, railings, post covers, and skirting per the Contract Documents.

Line Item Description Unit of Measure Unit Cost

4 Alternate to provide composite decking, balusters, railings, post covers, and skirting per Contract

Documents

Lump Sum

8. Terms and Conditions

8.1. Compliance with Laws

The proposer shall at all times observe and conform to all laws, ordinances, and regulations of the

Federal, State, and local governments, which may in any manner affect the preparation of Qualifications or the performance of the contract.

8.2. Alternate

Any reference in these specifications to manufacturer’s name, trade name, or catalog number (unless otherwise specified) is intended as a standard only. The Village’s written decision of approval or disapproval of a proposed substitution shall be final.

Alternate Qualifications will be considered only if received at the time stated for receipt of the

Qualification. proposer are cautioned that, if an alternate Qualification(s) involves an increase in the

Qualification Sum, the Qualification Deposit, if required, shall be ample or be increased to cover the alternate Qualification Sum or the entire Qualification may be rejected.

8.3. Freedom of Information Act (FOIA)

The Village is required by Public Act 96-542 to comply with freedom of information requests (FOIA) within five (5) business days of a record request. All contractors used by the Village may be in possession of records covered by this act and therefore will be required to provide the Village with those records upon request and within the time frame of the Act.

8.4. Confidentiality

As a public agency, the Village is required to adhere to Freedom of Information Public Act 96-542. If a responding firm intends to request confidentiality on any portion of a Qualification, the submittal shall also include a redacted copy of the Qualification. Limited redactions will be considered. However, entire full redaction of Qualification submittals will not be considered for award. If a redacted copy is not provided, the original submittal may be released by the Village as received.

8.5. Qualification Review

The Village reserves the right to reject any or all Qualifications and/or to waive any irregularities or disregard any informality in the Qualification when, in its opinion, the best interest of the Village will be served by such action. Furthermore, the Village reserves the right to award each item to a different proposer, or all items to a single proposer unless otherwise noted on in this solicitation. The Village may determine as follows: 1) an equal or alternative is a satisfactory substitute; 2) an early delivery date is entitled to more consideration than price; 3) an early delivery date is to be disregarded because of the reputation of the proposer for not meeting delivery dates; 4) a Proposer is not a responsible Proposer;

and 5) what exceptions or deviations from written specifications will be accepted.

No Qualifications will be accepted from or contract awarded to any person, firm, or corporation that is in arrears or is in default to the Village upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Village, or had failed to perform faithfully any previous contract with the Village.

8.6. Form of Contract

The form of contract between the Village and the successful Proposer will be a purchase order referencing the Qualification specification, the Qualification submitted by the successful Proposer, and the resulting purchasing order.

8.7. Qualification Results

Following the Qualification opening, bid tabulations will be posted on the Village’s e-Procurement

Portal. Bid tabulations posted on-line represent “as read” submittals at time of the Qualification opening. They do not represent contract award. Final awards will be posted when approved.

8.8. Delivery

Where applicable, all materials shipped to the Village must be shipped F.O.B. delivered, designated location, Schaumburg, Illinois. If the delivery is made by truck, arrangements must be made in advance by the Proposer, with concurrence by the Village, for receipt of the materials. The materials must be delivered where directed. Truck deliveries will be accepted at the Public Works Facility between 7:00 a.m. and 3:30 p.m. and at all other Village locations 8:00 a.m. and 4:00 p.m., weekdays only.

NOTE: The Public Works Facility does have a raised loading dock. All other Village locations do not have access to a raised loading dock. Deliveries requiring removal from the delivery truck via a forklift provided by the Village must be arranged with the Village twenty-four (24) hours in advance of the expected delivery date.

8.9. Inspections

The Village shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Village. Any items rejected shall be removed from the premises of the

Village and/or replaced at the entire expense of the successful Proposer.

8.10. Prevailing Wage

Not less than the Prevailing Wages as found by the Illinois Department of Labor (IDOL) or determined by the court on review shall be paid to laborers, workmen, and mechanics performing work under this contract. Current standards are available on the Illinois Department of Labor website at www.state.il.us/agency/idol/ (820 ILCS 130/1 et. seq.) (Wages of employees on Public Works –

Prevailing Wage Act, Illinois Revised Statutes, Chapter 48, Section 39S-1 et seq.) Contractors are responsible for paying prevailing wage, when required, based on the most current IDOL standards, throughout the term of the contract.

820 ILCS 130/5 requires the successful contractor submit a certified payroll to the village on a monthly basis for the contracts they have been awarded. You will need to submit this monthly certified payroll to the Village of Schaumburg, attention Accounts Payable, 101 Schaumburg Court, Schaumburg, IL 60193.

Failure of the Proposer to submit certified payrolls may delay progress payments and future payments.

820 ILCS 265/15 requires the successful contractor, before work commences, to file with the Public Body certification that they have a substance-abuse program and provide drug testing.

8.11. Payment

Payment shall be made within 30 days of invoice receipt and approval, unless otherwise specified in the agreed upon contract. All invoices must include the PO number associated with the order and shall be submitted to the Village of Schaumburg, Accounts Payable Division, 101 Schaumburg Court, Schaumburg, IL 60193. If prevailing wage is a requirement of the contract, the invoice must include IDOL filing certificate and waivers. Failure to submit all documentation as specified may result in delay of invoice payment.

8.12. Period of Unemployment

Public Act 30 ILCS 570 Employment of Illinois Workers on Public Works Act must be adhered to in entirety by the awarded contractor. This act requires the use of Illinois workers on Public Works projects during periods of excess unemployment, which means any month immediately following 2 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. Due to the COVID-19 pandemic, this provision is currently applicable.

8.13. Toxic Substance

Prior to delivery of any material which is caustic, corrosive, flammable, or dangerous to handle, the supplier will provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid. (Materials Safety Data Sheet).

8.14. Guarantees and Warranties

All guarantees and warranties required shall be furnished by the Proposer and shall be delivered to the

Village before final payment on the contract is issued.

8.15. Termination of Contract

The Village reserves the right to terminate in whole or any part of this contract, upon written notice to the Proposer , in the event of default by the Proposer. Default is defined as failure of the Proposer to perform any of the provisions of this contract or failure to make sufficient progress so as to endanger performance of this contract in accordance with its terms. In the event of default and termination, the

Village may procure, upon such terms and in such a manner as the Village may deem appropriate, supplies, or services similar to those terminated.

The Proposer shall be liable for any excess costs for such similar supplies or service unless evidence is submitted to the Village that, in the sole opinion of the Village, clearly proves that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Proposer .

9. Supplemental Conditions

9.1. Change Orders

After the contract award, changes in or additions to the work and/or a change in the amount of money to be paid to the firm must be the result of an approved change order first ordered by the Director of the lead department and approved by the Village Manager and/or the Village Board.

50 ILCS 525/5 require the successful contractor verify any change order request you receive from a subcontractor will not exceed 49% of your original subcontract amount. Any needed change order that will increase the subcontract by 50% or more will require your opening up that portion of the work to competitive Qualification.

9.2. Failure to Execute

Failure to execute the contract shall, at the option of the Village, constitute a breach of the agreement made by acceptance of the Qualification, and the Village shall be entitled to forfeiture of the certified check, bank draft, or Qualification Bond accompanying the Qualification that is required, not as a penalty, but as liquidated damages. In the event of failure of a Proposer to whom an award of contract has been made, to execute the contract and furnish a Performance Bond within ten (10) days after notification of award, such award may be nullified and an award may be made to the next lowest responsive and responsible Proposer approved by the Village.

9.3. Qualification Security

Each Qualification shall be accompanied by a Qualification security in the amount of 10% of the total amount Qualification. Qualification security shall be in the form of a certified check or cashier’s check, drawn on a responsible bank doing business in the United States and made payable to the Village of

Schaumburg, or a Qualification Bond by a surety company which is satisfactory to the Village and is qualified to do business in Illinois.

Electronic copies are acceptable for submission, with the original being submitted no later than Friday, December 29, 2023, 10:00 am to:

Village of Schaumburg

Purchasing Division

Atcher Municipal Center

101 Schaumburg Ct

Schaumburg, IL 60193

Electronically produced Qualification security, with digital signature and notary stamp, will be acceptable. Qualifications not accompanied by a Qualification security will be rejected. The Qualification security of the unsuccessful Proposers (if in the form of a certified check or cashier’s check) will be returned after the contract is awarded, or earlier, if the Village does not deem it necessary to retain the

Qualification Security. The Qualification security of the accepted Proposer, (if in the form of a certified check or cashier’s check) will be returned either upon execution of a contract and submittal of a performance and payment bonds, if required by the specifications or, where no performance or payment bond is required, when, in the Village’s estimation, the contract has been satisfactorily completed. When the Qualification security is submitted in the form of a Qualification bond, the bond will become null and void following the award of contract and the Village’s receipt of the Performance

Bond and Labor and Material Payment Bond, if required by the specifications. Should the Proposer fail to fulfill the contract as set forth, the Qualification security shall become payable to the Village as liquidated damages.

9.4. Performance Security

The successful firm shall furnish as performance security a Performance Bond and a Labor and Material

Payment Bond acceptable to the Village prior to the start of any work. Each of the bonds shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. The Labor and Material Bond shall serve as security that all wages are paid and materials provided for the work are paid by the successful firm. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the

Village, may be submitted as performance security, instead of a Performance Bond and a Labor and

Material Payment Bond.

9.5. Waiver of Lien

Where applicable, a Waiver of Lien and Contractor’s Affidavit must be submitted by the firm, verifying that all subcontractors and material invoices have been paid prior to the Village approving final payment.

10. Vendor Questionnaire

10.1. Authorized Person(s)*

Please provide the Unique Entity Identifier for the Company:

UEI:

Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

Name

Title

Phone Number

Email Address

*Response required

10.2. Equal Employment Opportunity Clause*

EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices

Commission as a material term of all public contracts.

During the performance of this contract, the contractor agrees as follows:

A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or ancestry; and further, that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such under utilization.

B. That, if it hires additional employees in order to perform this contract, or any portion hereof, it will determine the availability (in accordance with the Commission’s Rules and Regulations for

Public Contracts) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized.

C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin, or ancestry.

D. That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the contractor’s obligations under the Illinois Fair

Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the contractor in its efforts to comply with such Act and Rules and Regulations the contractor will promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations there under.

E. That it will submit reports as required by the Illinois Fair Employment Practices Commission’s

Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission’s Rules and Regulations for Public

Contracts.

F. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the

Commission’s Rules and Regulations for Public Contracts.

G. That it will include verbatim or by reference the provisions of paragraphs 1 through 7 of this clause in every performance subcontract as defined in Section 2.10 (b) of the Commission's

Rules and Regulations for Public Contracts so that such provision will be binding upon every such subcontractor; and that it will also include the provisions of paragraphs 1,5, 6, and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission’s Rules and

Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the contractor will be liable for compliance with applicable provisions of this clause by all its subcontractors; and further it will promptly notify the contracting agency and the Illinois Fair Employment Practices

Commission in the event any subcontractor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the Commission to be non-responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

The Village of Schaumburg does not discriminate on the basis of disability status in admission or access to, or treatment or employment in, its programs and activities.

☐ Please confirm

*Response required

10.3. Alternates*

Please provide any proposed substitution to the specifications in this solictation for consideration by the

Village of Schaumburg. If you will not be requesting any alternates, please provide a document stating that.

*Response required

10.4. Bid Security*

Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of ten percent

(10%) of the total bid price, payable to Village of Schaumburg, Illinois, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement.

Please upload a copy of your bid bond/cashier's check. Proposer must also submit an original copy of the bid guarantee to be received no later thanFriday, December 29, 2023 addressed to:

Purchasing Division

Jillian Ostman

Atcher Municipal Center

101 Schaumburg Ct

Schaumburg, IL 60193

Please have the Proposer Name, Contract Title ("The Barn Exterior Deck and Ramp Installation"), and

Contract Number ("2023-RFQ-095") listed clearly on the outside of the envelope.

*Response required

10.5. Performance Security*

The successful Proposer shall furnish as performance security a Performance Bond and a Labor and

Material Payment Bond acceptable to the Village prior to the start of any work. Each of the bonds shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. The Labor and

Material Bond shall serve as security that all wages are paid and materials provided for the work are paid by the successful Proposer. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the Village, may be submitted as performance security, instead of a Performance

Bond and a Labor and Material Payment Bond.

☐ Please confirm

*Response required

10.6. Bid Sheet*

By submitting a response to this solicitation, the authorized person(s), confirms having examined the specifications and all conditions affecting the specified project, offer to furnish all services, labor, and incidentals specified for the price as provided with their response.

The Proposer certifies that they are not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid rigging or bid rotating, (720ILCS 5/33E-1, et seq.) and is not delinquent in any taxes to the Illinois Department of Revenue. (65ILCS 5/11-42.1-1)

It is understood that the Village reserves the right to reject any and all Qualifications and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than sixty (60) days.

The Proposer proposes to complete the following project as more fully described in the specifications for the following: in this solicitation document.

☐ Please confirm

*Response required

10.7. Subcontractor Utilization*

If it is the Contractor’s intention to utilize a subcontractor(s) to fulfill the requirements of this contract, the Village must be advised of the subcontractor’s company name, address, telephone and fax numbers, and a contact person’s name at the time of Qualification submittal.

☐ Please confirm

*Response required

10.8. Subcontractor*

Will you be utilizing a subcontractor?

☐ Yes

☐ No

*Response required

10.9. Subcontractor Information*

Please provide the following information for each subcontractor that will be utilized on this project:

Subcontractor's Company Name

Address

Telephone

Email Address

Contact Person's Name at the time of Qualification Submittal

If no subcontractor will be utilized, please type "N/A".

*Response required

10.10. Indemnification*

The Proposer hereby agrees to protect, defend, indemnify, and save harmless the Village against loss, damage, or expense from any suit, claim, demand, judgment, cause of action, or shortage initiated by any person whatsoever, arising or alleged to have arisen out of work described herein, except that in no instance shall the Proposer be held responsible for any liability, claim, demand, or cause of action attributable solely to the negligence of the Village.

☐ Please confirm

*Response required

10.11. Not Barred by Law*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not barred by law from submitting a Qualification to the Village for the project contemplated herein because of a conviction for prior violations of either

Illinois Compiled Statutes, 720 ILCS 5/33E-3 (Qualification Rigging) or 720 ILCS 5/33-4 (Qualification

Rotating).

☐ Please confirm

10.12. Not Delinquent in Payment*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not delinquent in payment of any taxes to the Illinois

Department of Revenue in accordance with 65 ILCS 5/11-42.1.

☐ Please confirm

*Response required

10.13. Drug-Free Workplace*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, provides a drug free workplace pursuant 30 ILCS 580/1, et seq.

☐ Please confirm

*Response required

10.14. Substance-Abuse Program*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 265/1 et. seq., Public Act 095-0635

☐ Please confirm

*Response required

10.15. Illinois Human Rights Act*

By submitting a response to this solicitation, the Proposer hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is in compliance with the Illinois Human Rights Act 775

ILCS 5/1.101, et seq. including establishment and maintenance of sexual harassment policies and program.

☐ Please confirm

*Response required

10.16. Detail Exceptions Sheet*

Any exceptions must be clearly noted on the Detail Exceptions Sheet(s). Failure to do so may be reason for rejection of the bid. It is not our intention to prohibit any potential Bidder from bidding by virtue of the specifications, but to describe the material and services actually required. The Village reserves the right to accept or reject any or all exceptions.

DETAIL EXCEPTIONS SHEET MUST BE SUBMITTED WITH THE BID RESPONSE.

Please download the below documents, complete, and upload.

• Detail_Exceptions_Sheet.pdf

*Response required

10.17. Upload any documents for Qualification *

Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/7998/9368d5c1-3287-4c37-aeb0-e1cc95b36269_Detail_Exceptions_Sheet.pdf?AWSAccessKeyId=AKIARC2J5PZDCCU66EXN&Expires=1702478709&Signature=doSukQ%2FBNCF8XTy5v9LfPcYgFTc%3D&response-content-disposition=attachment%3B%20filename%3D%22Detail_Exceptions_Sheet.pdf%22