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Resolution 2017-26 Resolution No. 2017- 9(0 A RESOLUTION AUTHORIZING A CONTRACT WITH BAUM PROPERTY MANAGEMENT, OF AURORA, ILLINOIS,FOR THE MANAGEMENT SERVICES OF FOX HILL AND SUNFLOWER ESTATES SUBDIVISIONS WHEREAS, the United City of Yorkville (the "City") is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, the City has previously advertised for bids on April 24, 2017 for the professional management of Fox Hill and Sunflower Estates subdivisions. These subdivisions are Special Service Areas (SSA) currently managed by the City and received six bids on May 26, 2017; and, WHEREAS, based upon a review of the bids received and determination as to the qualifications of the bidders, the corporate authorities of the United City of Yorkville have determined that Baum Property Management, of Aurora, Illinois, having submitted a bid in the amount of $5,400.00 for FY18, $5,670.00 for FY19, and $5,953.56 for FY20 is the lowest responsive and responsible bidder. NOW THEREFORE, BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1: That the bid submitted by Baum Property Management, in the amount not to exceed $5,400.00 for FY18, $5,670.00 for FY19, and $5,953.56 for FY20 is hereby accepted, and the Mayor and City Clerk are hereby authorized and directed on behalf of the United City of Yorkville to execute a CONTRACT WITH BAUM PROPERTY MANAGEMENT, OF AURORA, ILLINOIS, FOR THE MANAGEMENT SERVICES OF FOX HILL AND SUNFLOWER ESTATES SUBDIVISIONS, YORKVILLE, ILLINOIS as attached hereto and Resolution No.2017-a7b Page 1 made a part hereof as Exhibit A. Section 2: That this resolution shall be in full force and effect from and after its passage and approval according to law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ( � day of J(Ai-Y , 2017. -t>gptAj-y CITY CLERK CARLO COLOSIMO KEN KOCH JACKIE MILSCHEWSKI y ARDEN JOE PLOCHER \ CHRIS FUNKHOUSER JOEL FRIEDERS SEAVER TARULIS ALEX HERNANDEZ _ y Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 11 day of JULY , 2017. MvIk I Resolution No.2017-0 0 Page 2 UNITED CITY OF YORKVILLE SERVICES AGREEMENT FOR SPECIAL SERVICE AREAS(SSA) MANAGEMENT OF FOX HILL AND SUNFLOWER ESTATES THIS SERVICES AGREEMENT (the "AGREEMENT") is made and entered into on this day of , 2017, by and between the United City of Yorkville (CITY) and Baum / Property Management((CONTRACTOR)for scope of work set forth in Exhibit A("Services"). WITNESSETH that in consideration of the covenants herein, these parties agree as follows: SECTION 1. Background. The Public Works committee approved the use of a professional property management company to administer the mowing and maintenance contract for Fox Hill and Sunflower Subdivisions and provide the necessary oversight to the contractor along with detailed weekly documentation to the City that will ensure a quality product for the residents of these subdivisions. Currently,the City has always performed these duties and absorbed the cost, in time spent,to administer these contracts. SECTION 2. Notices: All notices, notices,requests,claims, demands and other official communications herein shall be in writing. Such notices shall be given(i)by delivery in person,(ii) by a nationally recognized commercial courier service; or(iii)by United States Postal Service, registered mail,postage prepaid and return receipt requested.Notices shall be effective upon actual delivery to the other Party at the following addresses: United City of Yorkville Attn: Eric Dhuse,Director of Public Works 800 Game Farm Rd Yorkville,IL 60560 (630)553-4350 Baum Property Management Attn: Mike Baum 540 W. Galena Blvd., Aurora,IL 60506 POBox 46 Aurora,IL 60507 (630)270-1825 SECTION 3. CONTRACT TERM.• The term of this Agreement will begin upon the full execution of this Agreement and expire April 30,2020,unless this Agreement is terminated as set forth herein. SECTION4. FEESCRTDULEANDPAYIVIENTS: The City shall pay the CONTRACTOR for the services performed or furnished,based upon the CONTRACTORS'S fees outlined in Exhibit A. The CONTRACTOR may submit monthly invoices for payment at the address set forth above, together with reasonable supporting documentation for services rendered, The CITY may require such additional supporting documentation as they reasonably deem necessary or desirable. Payments shall be due and owing by the CITY in accordance with the terms and provisions of the Local Government Prompt Payment Act, Illinois Compiled Statutes, Ch. 50, Sec. 505, et. seq.; SECTIONS. CONTRACTOR'SRESPONSIB&HY. CONTRACTOR shall perform the Services in accordance with the degree of professional skill, quality and care ordinarily exercised by members of the same profession currently practicing in the same location under comparable circumstances and as expeditiously as is consistent with professional skill and the orderly progress of the Project. SECTION 6. CONFIDENTIALITY: CONTRACTOR agrees that it and its employees assigned to the CITY will not disclose any information learned during the performance of this Agreement relating to the business of the CITY that is, in fact, confidential including, without limitation, all proprietary information and trade secrets of the CITY for any purpose, provided, however, CONTRACTOR and its employees may disclose such information under any of the following circumstances: (1) disclosure thereof in good faith by a Consultant in connection with the performance of Services or activities pursuant to any valid Work Order; (2) disclosure which Consultant is advised by counsel is required by a court or other governmental agency or competent jurisdiction, provided that Consultant first gives the CITY written notice and an opportunity to prevent such disclosure or otherwise seek protection of such information, or (3) disclosure by Consultant of any such information or data which is generally known within the industry or available from other persons who do not have a fiduciary duty or obligation of confidentiality to the CITY. Notwithstanding any other provision of this Agreement, the CITY acknowledges that CONTRACTOR and its employees are active, experienced and knowledgeable about the industry in which the CITY operate, and it is impossible for CONTRACTOR and its employees to learn information relating to the business of the CITY, or acquire ideas, know-how or technical knowledge during the Term arising out of any customized applications developed by CONTRACTOR for the CITY's specific use ("Application Development"), and not have it affect their understanding of the industry in which the CITY, its competitors and customers operate, and that such understanding may affect what CONTRACTOR and its employees do in the future within the industry, and the CITY does not expect nor request that CONTRACTOR and its employees forget what they have learned from the CITY which may be confidential. CONTRACTOR and its employees' promises of nondisclosure of the information is limited to direct express disclosure, whether written or verbal, of information which is confidential, in fact, to third parties. The parties acknowledge that the CITY is a unit of local government and that this Agreement must be approved by the CITY Council in a public meeting. The parties also agree that this Agreement is subject to the Illinois Freedom of Information Act and will be produced in response to a lawful request. SECTION 7. INDEPENDENT CONTRACTOR: There is no employee/employer relationship between the Contractor and the CITY. Contractor is an independent contractor and not the CITY's employee for all purposes, including,but not limited to,the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the Worker's Compensation Act (820 ILCS 305/1, et seq.).The CITY will not(i) provide any form of insurance coverage, including but not limited to health, worker's compensation, professional liability insurance, or other employee benefits, or(ii) deduct any taxes or related items from the monies paid to Contractor. The performance of the services described herein shall not be construed as creating any joint employment relationship between the Contractor and the CITY, and the CITY is not and will not be liable for any obligations incurred by the Contractor, including but not limited to unpaid minimum wages and/or overtime premiums, nor does there exist an agency relationship or partnership between the CITY and the Contractor. SECTION 8. Approval and Use of Subcontractors: The Contractor shall perform the Services with its own personnel and under the management, supervision, and control of its own organization unless otherwise approved by the CITY in writing. All subcontractors and subcontracts used by the Contractor shall be included on the attached disclosure and be acceptable to, and approved in advance by the CITY.The CITY's approval of any subcontractor or subcontract shall not relieve the Contractor of full responsibility and liability for the provision,performance, and completion of the Services in full compliance with,and as required by or pursuant to,this Contract. If the Contractor chooses to use subcontractors to perform any of the Services,the Services performed under any subcontract shall be subject to all of the provisions of this Contract in the same manner as if performed by employees of the Contractor. Every reference in this Contract to"Contractor"shall be deemed to also apply to all subcontractors of the Contractor.Every subcontract entered into by the Contractor to provide the Services or any part thereof shall include a provision binding the subcontractor to all provisions of this Contract. If any personnel or subcontractor fail to perform the part of the Services undertaken by it in a manner satisfactory to the CITY, the Contractor shall immediately upon notice from the CITY remove and replace such personnel or subcontractor. The CITY shall have no claim for damages, for compensation in excess of the contract price, or for a delay or extension of the contract time as a result of any such removal or replacement. SECTION 9. The parties hereto further mutually agree: 9.1 This Agreement may be terminated, in whole or in part, by either the CITY or the Contractor if the other party substantially fails to fulfill its obligations under this Agreement through no fault of the terminating party; or the CITY may terminate this Agreement, in whole or in part, for its convenience. However, no such termination may be effected unless the terminating party gives the other party (I) not less than thirty (30) calendar days written notice by certified mail of intent to terminate, and (2) an opportunity for a meeting with the terminating party before termination. If this Agreement is terminated by either party, the CONTRACTORS shall be paid for services performed to the effective date of termination. In the event of contract termination, the CITY shall receive reproducible copies of Drawings, Specifications, Reports, and other documents completed by the CONTRACTOR, if applicable. In the event of an emergency or threat to the life, safety or welfare of the citizens of the CITY, the CITY shall have the right to terminate this Agreement without prior written notice. 9.2 The CONTRACTOR agrees to defend, hold harmless and indemnify the CITY and each of its officers, agents and employees from any and all liability claims, demands, liabilities, losses, damages and/or expenses including court costs and reasonable attorney's fees to the extent that such claims, losses, damages or expenses are caused by the CONTRACTORS' negligent errors, willfull acts or omissions on the part of the CONTRACTOR during the performance of this Agreement. This provision shall survive completion, expiration, or termination of this Agreement. In the event claims, losses, damages or expenses are caused by the joint or concurrent negligence of the CONTRACTOR and the CITY they shall be borne by each party in proportion to its negligence. The CITY and CONTRACTOR agree that any claim made by either party arising out of any act of the other party, or any officer, director, or employee of the other party in the execution or performance of the Agreement, shall be made solely against the other party and not individually or jointly against such officer, director, or employees. 9.3 The CONTRACTOR will provide satisfactory proof of insurance naming the United City of Yorkville,together with its officers, agents,employees and engineers as additional primary,non- contributory named insureds prior to commencing work.All policies shall be written on a"per occurrence" basis. The CONTRACTOR shall procure and maintain insurance for protection from claims under worker's compensation acts,claims for damages because of bodily injury including personal injury,sickness or disease or death of any and all employees or of any person other than such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting therefrom, alleged to arise from the CONTRACTOR'S negligence in the performance of services under this Agreement. CONTRACTOR'S certificate of insurance shall contain a provision that the coverage afforded under the policy(s)will not be canceled or reduced without thirty(30)days prior written notice(hand delivered or registered mail)to the CITY. Contractor shall promptly forward new certificate(s)of insurance evidencing the coverage(s)required herein upon annual renewal of the subject policies.Failure of the Contractor to supply a valid certificate of insurance,or if a previously valid certificate of insurance has expired and is not replaced, is grounds for issuance of a stop work order until such time as a valid certificate of insurance is provided. Failure of the CITY to collect or demand a certificate of insurance shall not be deemed a waiver of the requirement to provide one. The limits of liability for the insurance required by this Subsection shall not be less than the following: Property Damage $1,000,000(each accident) Bodily Injury $1,000,000(each person) $1,000,000(each accident) Workmen's Compensation Insurance: All Liability imposed by Workmen's Compensation statute Employer's Liability Insurance $2,000,000 Contractual Liability Insurance $2,000,000 Completed Operations Insurance $ 500,000 Owned,Hired,and Non-Ownership Vehicle Bodily Injury and Property Damage to the following Limits: Commercial General Liability $2,000,000(each occurrence) Automobile Liability $2,000,000 combined single limit(each accident) Umbrella Liability $2,000,000(each occurrence) $2,000,000(aggregate) 9.4. Force Majeure. Whenever a period of time is provided for in this Agreement for the Contractor or the CITY to do or perform any act or obligation,neither party shall be liable for any delays or inability to perform if such delay is due to a cause beyond its control and without its fault or negligence including, without limitation: a)Acts of nature;b)Acts or failure to act on the part of any governmental authority other than the CITY or Contractor,including,but not limited to,enactment of laws,rules,regulations, codes or ordinances subsequent to the date of this Agreement;c)Acts or war;d)Acts of civil or military 4 1 P a g e authority; e)Embargoes; f)Work stoppages,strikes,lockouts,or labor disputes; g)Public disorders,civil violence,or disobedience;h)Riots,blockades,sabotage,insurrection,or rebellion; i)Epidemics or pandemics;j)Terrorist acts;k)Fires or explosions; l)Nuclear accidents;m)Earthquakes,floods, hurricanes,tornadoes, or other similar calamities;n)Major environmental disturbances;or o)Vandalism. If a delay is caused by any of the force majeure circumstances set forth above,the time period shall be extended for only the actual amount of time said party is so delayed.Further,either party claiming a delay due to an event of force majeure shall give the other party written notice of such event within three(3) business days of its occurrence or it shall be deemed to be waived. 9.5. Assignment: Neither the CITY nor the Contractor shall assign or transfer any rights or obligations under this Agreement. 9.6. Time is of the essence with respect to each provision hereof in which time is a factor 9.7. CONTRACTOR's or CITY's waiver of any term, condition, or covenant or breach of any term, condition, or covenant, shall not constitute a waiver of any other term, condition, or covenant, or the breach thereof. 9.8 Governing Law and Jurisdiction: The CONTRACTOR and the CITY agree that this Agreement and any legal actions concerning its validity, interpretation and performance shall be governed by the laws of the State of Illinois without regard to any conflict of laws provisions,which may apply the laws of other jurisdictions. It is further agreed that any legal action between the CONTRACTOR and the CITY arising out of this Agreement or the performance of the services shall be brought in a court of Kendall County in the State of Illinois. 9.9 Attorney's Fees: If litigation arises pursuant to this Agreement,the Court in such litigation shall award reasonable costs and expenses, including attorney fees,to the prevailing party. In awarding attorney fees,the Court shall not be bound by any Court fee schedule,but shall, in the interest of justice,award the full amount of costs, expenses,and reasonable attorney fees paid or incurred in good faith. 9.10 Additional Items: The CITY and Contractor further agree that A. If the Prevailing Wage Act Applies: Wage Rate Requirements: (1) The Contract shall be based upon payment by Contractor and his Subcontractor of wage rates not less than the prevailing hourly wage rate for each classification of worker engaged on the work as determined by the State of Illinois,Department of Labor. (2) A copy of the wage determination shall be posted by the Contractor in a conspicuous place at the site of the work where it can be easily seen by the workers. (3) The Contractor shall maintain certified time sheets and submit to the CITY with final invoice. (4) The Contractor will be required to sign a Wage Rate Requirement Certification. B. Prevailing Wage Some or all of the work herein may be subject to the provisions of Prevailing Wage Act, 820 ILCS 130/0.01 et.seq.,providing for the payment of prevailing rate wages to all laborers,workmen and mechanics engaged on work. The Contractor agrees that,prior to making any payments to its own laborers,workers,or mechanics or to any subcontractor it will determine whether it must legally pay wages in accordance with the Prevailing Wage Act,and if so legally required,pay the then-current prevailing rate of wage as determined by the Illinois Department of Labor and posted at: http//www.state.il.us/agency/idol/. The CITY may at any time inquire of the Contractor as to rates of wages being paid employees of the Contractor, and any subcontractor or material men,whereupon such information shall be promptly provided by the Contractor. The Contractor shall indemnify the CITY for any and all violations of the prevailing wage laws and any rules and regulations now and hereafter issued pursuant to said laws. The Contractor shall insert into each subcontract and into the project specifications for each subcontract a written stipulation requiring all laborers,workers and mechanics performing work under the contract to comply with the Prevailing Wage Act and to require each subcontractor to insert into each lower-tiered contract and into the project specification for each lower tiered subcontract a similar stipulation. C. Sexual Harassment: During the entire term of the contract,Contractor shall have in full force and effect a written Sexual Harassment Policy,which complies with the Illinois Human Rights Act(775-ILCS 5/1-101 et.seq.)including at least the following: 1)a statement on the illegality of sexual harassment;2)the definition of sexual harassment under Illinois Law;3)a description of sexual harassment,utilizing examples;4)an internal complaint process, including penalties; 5)the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights ("Department")and the Illinois Human Rights Commission("Commission");6) directions on how to contact the Department and the Commission; and 7)protection against retaliation as provided by Section 6-101 of the Act. D. Drug Free Workplace: In compliance with Illinois law, The Contractor certifies and agrees that it will provide a drug free workplace by: 1. Publishing a Statement: 2) Notifying employees that the unlawful manufacture,distribution,dispensing, possession, or use of a controlled substance, including cannabis,is prohibited in the Contractor's workplace. 3) Specifying the actions that will be taken against employees for violations of such prohibition. 4) Notifying the employee that,as a condition of employment on such Contract,the employee will: 5) Abide by the terms of the statement;and 6) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five(5)days after such conviction. 7) Establishing a drug free awareness program to inform employees about: 8) The dangers of drug abuse in the workplace; 9) The Contractor's policy for maintaining a drug free workplace; 10) Available counseling,rehabilitation, or assistance programs;and 11) Penalties imposed for drug violations. 12) Providing a copy of the Statement required by subsection(a)to each employee engaged in the performance of the Contract and to post the Statement in a prominent place in the workplace. 13)Notifying the contracting agency within ten(10)days after receiving notice of any violations as listed above. 14) Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program,by any employee who is so convicted,as required by Section 5 of the Drug Free Workplace Act. 15) Assisting employees in selecting a course of action in the event drug counseling, treatment,and rehabilitation are required and indicating that a trained referral team is in place. 16) Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act. 17) The Contractor will be required to sign a Drug Free Workplace Certification. E. Substance Abuse Prevention on Public Works Projects: Before a contractor or subcontractor commences work on a public works project as defined in 820 ILCS 130/2, the contractor or subcontractor shall have in place a written program which meets or exceeds the program requirements in the Substance Abuse Prevention on Public Works Projects Act,to be filed with the public body engaged in the construction of the public works and made available to the general public,for the prevention of substance abuse among its employees.The testing must be performed by a laboratory that is certified for Federal Workplace Drug Testing Programs by the Substance Abuse and Mental Health Service Administration of the U.S.Department of Health and Human Services.At a minimum,the program shall include all of the following: 1) A minimum requirement of a 9 panel urine drug test plus a test for alcohol. Testing an employee's blood may only be used for post-accident testing,however,blood testing is not mandatory for the employer where a urine test is sufficient. 2) A prohibition against the actions or conditions specified in 820 ILCS 265/10. 3) A requirement that employees performing the work on a public works project submit to pre-hire,random,reasonable suspicion,and post-accident drug and alcohol testing. Testing of an employee before commencing work on a public works project is not required if the employee has been participating in a random testing program during the 90 days preceding the date on which the employee commenced work on the public works project. 4) A procedure for notifying an employee who violates 820 ILCS 265/10,who tests positive for the presence of a drug in his or her system,or who refuses to submit to drug or alcohol testing as required under the program that the employee may not perform work on a public works project until the employee meets the conditions specified in subdivisions(2)(A)and(2)(B)of 820 ILCS 265/20. 9.11 Any provision or part thereof of this Agreement held to be void or unenforceable under any law shall be deemed stricken and all remaining provisions shall continue to be valid and binding upon the parties. The parties agree that this Agreement shall be refined to replace such stricken provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. 9.12 This Agreement contains and embodies the entire and integrated agreement between parties hereto and supersedes all prior negotiations,representations,or agreements, either written or oral. IN WITNESS WHEREOF the parties hereto have executed or caused to be executed by their duly authorized agents,this contract in DUPLICATE,each of which shall be deemed original,on the day and year first Xijtten. A Z -7/1-7/1-7 Un' d ity o r i le Date Attest Title bEp"?r ca _m n rnr� (Printed Name of Con actor) L � �� Address Date City State Zip Code Signatureesentative Title Date 8 1 P a g e WAGE RATE REQUIREMENTS CERTIFICATION [If applicable] GENERAL 1. The Contract shall be based upon payment by Contractor and his Subcontractor of wage rates not less than the prevailing hourly wage rate for each classification of worker engaged on the work as determined by the State of Illinois,Department of Labor. 2. The Prevailing Wage Law does not prohibit payment of more than the prevailing rate of wages nor does it limit the hours of work which may be performed by any worker in any particular period of time. 3. A copy of the wage determination shall be posted by the Contractor in a conspicuous place at the site of the work where it can be easily seen by the workers. 4. Th ontractor all intain certified time sheets and submit to the City with final invoice. -7/1-7117 Unite City rkville MAY©p, Date Attest Title leau.rr C(rY Ci e e4 1-3 (Printed f C ntract ) (Signature o e e resentative) 5 41) �, r o ^a(v Address I DRUG FREE WORKPLACE CERTIFICATION In compliance with State of Illinois Compiled Statutes,Chapter 30-580,The Contractor certifies and agrees that it will provide a drug free workplace by: Publishing a Statement: A. Notifying employees that the unlawful manufacture,distribution,dispensing,possession,or use of a controlled substance,including cannabis,is prohibited in the Contractor's workplace. B. Specifying the actions that will be taken against employees for violations of such prohibition. C. Notifying the employee that,as a condition of employment on such Contract,the employee will: 1. Abide by the terms of the statement;and 2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five(5)days after such conviction. D. Establishing a Drug Free Awareness Program to inform employees about: 1. The dangers of drug abuse in the workplace; 2. The Contractor's policy for maintaining a drug free workplace; 3. Available counseling,rehabilitation,or assistance programs; and 4. Penalties imposed for drug violations. E. Providing a copy of the Statement required by subsection(a)to each employee engaged in the performance of the Contract and to post the Statement in a prominent place in the workplace. F. Notifying the contracting agency within ten(10)days after receiving notice under part(B)of paragraph(3)of subsection(a)above from an employee or otherwise receiving actual notice of such conviction. G. Imposing a sanction on,or requiring the satisfactory participation in a Drug Abuse Assistance or Rehabilitation Program,by any employee who is so convicted,as required by Section 5 of the Drug Free Workplace Act. H. Assisting employees in selecting a course of action in the event drug counseling,treatment,and rehabilitation are required and indicating that a trained referral team is in place. I. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act. The undersigned affirms,under penalties of perjury,that he/she is authorized to execute this certification on behalf of the designated organization. (Printed name ol C ntract ) 4 o � Address ILI City State Zip ode Signature f.M_, entative Title Date NON-COLLUSION CERTIFICATE The Undersigned Bidder is not barred from bidding for this Contract as a result of a violation of either Section 33E-3 or Section 33E-4 of Chapter 38 of the Illinois Revised Statutes concerning bid rigging, rotating,kickbacks,bribery and interference with public contracts. (Printed Name of Contractor Ad ress V` b L-.) 0 City State Zip Code Signature esentative tlU 11D,1� -7 4- Title Date 111 P a g e ELIGIBLE CONTRACTOR AND SUBCONTRACTOR CERTIFICATE The Undersigned Bidder does not owe any fine,penalty,cost,tax,user charge, fee,judgement,financial contractual obligation or any other debt to the City as noted in Title 1,Chapter 4,Section 4 of The City Code regarding debts due and owing the City. (Priv ed Name of Con ractor) d Ad ress Qufvm - T tl (P City State Zip Code Sign(att th entative Title Date 12..1 P�a�g a STATE AND FEDERAL EQUAL OPPORTUNITY EMPLOYER CERTIFICATE The Undersigned Bidder agrees to comply with all State and Federal Equal Opportunity Employer laws. (Printed Name of Contractor) Address rr City State Zip Code Signatu esentative D w Ing `� 1 Title Date _—------------ 13 1 -----_ _131 Page SUBCONTRACTORS UNITED CITY OF YORKVILLE Provide the name,contact information,and value of work for each and every subcontractor which will be employed on this project. Subcontractor No. 1: Address: City, State,Zip Code: Telephone Number: Value of Work Subcontracted: Nature of Work Subcontracted: Subcontractor No. 2: Address: City, State,Zip Code: Telephone Number: Value of Work Subcontracted: Nature of Work Subcontracted: Subcontractor No.3: Address: City, State,Zip Code: Telephone Number: Value of Work Subcontracted: Nature of Work Subcontracted: If additional sheets are needed,please make copies. 14Page EXHIBIT A Scone of Work Contractor will provide professional property management services for"Fox Hill and Sunflower Estates subdivisions"(SSA areas). Contractor will administer the mowing and maintenance contract for those SSA areas and provide the necessary oversight to the contractor along with detailed weekly documentation to the City that will ensure a quality product for the residents of these subdivisions. The Contractor services may include the following but not be limited to the items below: 1. Bid preparation—follow a formal bid process to prepare a Request for Proposal (RFP). RFP's for the SSA can include but not be limited to trail maintenance (sealcoating and/or patching),pond naturalization, landscape maintenance, and entry sign monuments. Bid preparation of RFP documents include but is not limited to advertise in the local newspapers,answer bid questions,distribute addendums if necessary,hold bidder's meetings for questions, collect and open bids,prepare bid tabulation sheets,mail bid tabulation sheets to all bidders and meet with winning contractor to go over the specifications to make sure that all aspects of the contract are agreed upon. The City has the final approval on all contracts. 2. Preparing a budget for the SSA areas- complete a budget estimate for both SSA areas. This can include multiyear planning to pay for large projects such as pond naturalization and trail patching and sealing. 3. Resident calls—become the point of contact for the residents of Fox Hill and Sunflower Estates subdivisions. Handle all daily calls from residents. 4. Contractor interaction—interact with the landscape contractor on a weekly basis by email,phone or text 5. Maintain records of weekly reports at company's location for review, if necessary 6. Service level oversight—weekly drive through each SSA area and assess the quality of work that the contractor is providing, look for possible problems(weeds, lack of mulch,trees that need trimming, sign maintenance, etc.)and provide a bi-weekly report to the city. 7. Meet with the Director of Public Works quarterly to discuss issues and upcoming projects. 8. Manage special projects—special projects can include but not be limited to monument sign maintenance,trail patching and/or sealcoating and pond naturalization. 9. Approve invoices from contracted vendors and submit to the City for payment within seven(7)days after receipt. The City will pay invoices directly to the contracted vendor. Contractor Fees: Management fees will be for all Services described in the Specifications as noted above based on the flat monthly rate schedule below: Contract Dates Annual Fee Monthly Fee Contract Execution until April 30,2018 $5,400.00 $450.00 May 1,2018 - Aril 30,2019 $5,670.00 $472.50 May 1,2019—A ril 30,2020 $5,953.56 $496.13 11 P a g e �