Resolution 2023-25Resolution No. 2023-25
A RESOLUTION OF THE UNITED CITY OF YORKVILLE, ILLINOIS APPROVING A
JANITORIAL PROFESSIONAL SERVICES AGREEMENT WITH UNI-MAX
MANAGEMENT CORP.
WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City"), is a duly
organized unit of government of the State of Illinois within the meaning of Article VII, Section
10 of the 1970 Illinois Constitution; and
WHEREAS, the City published a request for proposals for professional janitorial services
for City buildings; and
WHEREAS, after a thorough review of said proposals received and a determination as to
the qualifications of the bidders, it has been determined that Uni-Max Management Corp. is the
lowest 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. The recitals set forth above are incorporated into this Resolution as if fully
restated herein.
Section 2. That the Janitorial Professional Services Agreement, by and between the City
and Uni-Max Management Corp. attached hereto as Exhibit A and made a part hereof by reference,
is hereby approved, and the Mayor and City Clerk are hereby authorized to execute said agreement
on behalf of the United City of Yorkville.
Section 3. That this Resolution shall be in full force and effect from and after its passage
and approval as provided by law.
Resolution No. 2023-25
Page 1
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
251h day of July, A.D. 2023.
CI CLERK
KEN KOCH AYE DAN TRANSIER ABSENT
ARDEN JOE PLOCHER AYE CRAIG SOLING AYE
CHRIS FUNKHOUSER AYE MATT MAREK AYE
SEAVER TARULIS AYE RUSTY CORNEILS AYE
APPROVED by me, as Mayor of the United City of Yorkville endall County, Illinois
this day of_ A-u I�-r— , A.D. 2023. I L
Attest:
IT CLERK
MAYOR
Resolution No. 2023-25
Page 2
UNITED CITY OF YORKVILLE, ILLINOIS
651 PRAIRIE POINTE DRIVE, YORKVILLE, ILLINOIS 60560
REQUEST FOR PROPOSALS
The United City of Yorkville, Illinois will accept proposals for:
Professional Janitorial Services
Proposals will be received at the United City of Yorkville City Administration Office, located at 651 Prairie
Pointe Drive, Yorkville, Illinois 60560 until Friday, July 14, 2023 at 10:00 a.m.
General questions regarding this Request for Proposals shall be directed to Jesus Navarro, Facilities Manager at
630-553-8544. All detailed questions concerning the actual specifications are to be forwarded by email to
jnavarro(a)yorkville.il.us not less than ten (10) business days prior to the scheduled closing date.
Return eriginal two duplicate copies of proposal OR email the proposal information in a *.doc (Microsoft
Word) or *.pdf (Abode Acrobat) to:
Jesus Navarro
United City of Yorkville
651 Prairie Pointe Drive
Yorkville, IL 60560
j navarroAyorkville. il.us
The UNITED CITY OF YORKVILLE will receive proposals Monday thru Friday, 8:00 A.M. to 4:30 P.M. at
Yorkville City Hall, 651 Prairie Pointe Drive, Yorkville, IL 60560.
SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE.
The City Council reserves the right to accept or reject any and all proposals, to waive technicalities and to
accept or reject any item of any proposal.
The person or firm submitting the proposal shall at all times observe and conform to all laws, ordinances, and
regulations of the Federal, State, and City which may in any manner affect the proposal.
General Overview
The City of Yorkville (herein called the "City") is seeking a janitorial services provider (herein called the
"Contractor") to perform high quality professional Janitorial Services for its municipal facilities beginning on
August 1, 2023. These facilities are: City Hall (651 Prairie Pointe Drive), Police Department (651 Prairie
Pointe Drive), Public Works Facility (610 Tower Lane), Parks and Recreation Office (651 Prairie Pointe Drive),
201 W. Hydraulic Street, Van Emmon Activity Center (102 E. Van Emmon Street), Library (902 Game Farm
Road), Preschool Building (702 Game Farm Road), Concession Stands (Bridge Park and Beecher Park) and the
Parks and Recreation Maintenance Facility (185 Wolf Street). The nature of the service requested is ongoing
high -quality cleaning and maintenance of these facilities after and during normal working hours to ensure that
employees may work in a healthy environment, to maintain a positive and professional appearance of staff and
public areas and to preserve the quality and conditions of the buildings.
Business hours for the City Hall and Police Department are 8:00 a.m. to 4:30 p.m. Monday through Friday, with
frequent evening meetings in the City Council Chambers and Conference Room. Services for the City Hall and
Police Department will include the offices (when unlocked), kitchens, break rooms/areas, hallways, restrooms,
locker room, showers, and other general spaces. The Public Works Facility operates 7:00 a.m. to 3:30 p.m.
Monday through Friday. Services at the Public Works facility will be limited to offices, break rooms/areas,
hallways, restrooms, etc. and will not include cleaning of service bays, storage areas and other general spaces.
The Parks and Recreation Office operates 8:00 a.m. to 4:30 p.m. Monday through Friday and have an
operational preschool during the school year. Services will be limited to the offices, break rooms/areas,
hallways, restrooms, etc. and will not include cleaning of the preschool. The Parks and Recreation Maintenance
Facility operates 7:00 a.m. to 3:30 p.m. Monday through Friday. Services will be limited to the offices, break
rooms/areas, hallways, restrooms, etc and will not include cleaning of service bays, storage areas and other
general spaces. The Van Emmon Activity Center services will be limited to the first floor. There are 2
concession stands bathrooms that will be cleaned April through October. The Library business hours are
Monday through Thursday 9:00 a.m. to 7:00 p.m., Friday 9:00 a.m. to 5:00 p.m., Saturday 9:00 a.m. to 4:00
p.m., with frequent evening programs in the Michelle Pfister Meeting Room until 8:30 p.m. Services for the
Library will include all offices, public spaces, all bathrooms, kitchen, break room, Board Room, study rooms,
Quiet Reading Room, Local History Room, hallways, employee work rooms, Children's Programming Room,
and the Michelle Pfister Large Meeting Room including kitchen, office, and bathrooms.
Total Square Footage
1. City Hall, Police Station, Parks and Recreation-42,000 sq ft
2. Library-40,000 sq ft
3. Preschool Building -
4. Public Works Facility - 2,000 sq ft
5. Parks and Recreation Maintenance Building - 1,200 sq ft
6. Hydraulic Building - 1,400 sq ft
7. Van Emmon Activity Center - 14,000 sq ft.
8. Beecher Concession Stand - 576 sq ft
9. Bridge Concession Stand - 720 sq ft
Note: The building area listed represents the overall building size, except for the Public Works and Parks and
Recreation Maintenance Building which represents the approximate area to be serviced.
Pre -Bid Conference
There will be an optional pre -bid conference at the City Hall beginning at 10:00 a.m. on June 23, 2023, at which
time staff will answer proposal questions and provide a tour of all the locations. Contractor's representatives
are encouraged to bring measuring devices, cameras and other portable equipment that will help them in
calculating actual square footage of areas to be serviced under this proposal.
The building tour schedule is as follows:
1. City Hall/Police/Parks and Rec -651 Prairie Pointe: 10:00 a.m.
2. Library —902 Game Farm Road: 10:15 a.m.
3. Beecher Concession Stand — 901 Game Farm Road: 10:25 a.m.
4. Preschool — 702 Game Farm Road: 10:30 am
5. Public Works Facility — 610 Tower Lane: 10:45 a.m.
6. Hydraulic Building — 201 W. Hydraulic: 10:50 a.m.
7. Parks and Recreation Maintenance Building — 185 Wolf Street: 11:00 a.m.
8. Van Emmon Activity Center — 102 E. Van Emmon Street: 11:15 a.m.
9. Bridge Concession Stand — 3651 Kennedy Road: 11.30 a.m.
Services and Materials to be Provided
The Contractor agrees to furnish the labor, equipment, cleaning supplies, incidental items, and supervision necessary
provide high quality janitorial services at all municipal buildings. The City, at its own expense, will provide paper
towels, toilet paper and hand soap. Contractor shall assist City staff in monitoring these supply quantities and will
notify City staff of shortages.
Work shall be completed during the following times:
1. City Hall
2. Modest cleaning (trash removal, spot cleaning, etc...) can be done during business hours (8:00
a.m. — 4:30 p.m.).
a. ALL intense cleaning (dusting, vacuuming, bathrooms, etc...) should be done outside of normal
business hours.
b. NO cleaning should occur upstairs in City Hall between 5:30 p.m. and 10:00 p.m. on nights
when there are Council or Committee Meetings. A meeting schedule will be forwarded onto the
Contractor.
3. Police Department
a. 8:00 a.m. to 4:30 p.m.
4. Public Works Facility
a. 7:00 a.m. to 3:00 p.m.
5. Library
a. All cleaning completed before 8:30 a.m. or after 8:30 p.m.
6. Preschool
a. All cleaning completed before 8:00 a.m. or after 4:00p.m.
7. Parks and Recreation Maintenance Building
a. All cleaning completed before 7:00 a.m. or after 3:30 p.m.
8. 201 W. Hydraulic
a. All cleaning completed before 7:00 a.m.or after 4:30 p.m.
9. Van Emmon Activity Center
a. All cleaning completed before 3:30 pm or after 8:00 p.m.
10. Beecher Concession Stand
a. 7:00 a.m. to 3:00 p.m.
11. Bridge Concession Stand
a. 7:00 a.m. to 3:00 p.m.
Work shall be completed on the following days:
1. City Hall
a. shall be maintained five (5) days per week per week, Monday, Tuesday, Wednesday, Thursday,
and Friday
2. Police Department
a. shall be maintained five (5) days per week, Monday, Tuesday, Wednesday, Thursday, and Friday
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3. Public Works Department
a. shall be maintained two (2) days per week, Wednesday and Friday
4. Library
a. shall be maintained six (6) days per week, Monday, Tuesday, Wednesday, Thursday, Friday and
Sunday
5. Parks and Recreation Maintenance Building
a. shall be maintained two (2) days per week, Wednesday and Friday
6. Preschool Building
a. Shall be maintained three (3) days per week, Monday, Wednesday and Friday
7. 201 W. Hydraulic
a. Shall be maintained one (1) day per week, Tuesday.
8. Van Emmon Activity Center
a. shall be maintained one (1) day per week, Tuesday.
9. Concession Stands
a. shall be maintained two (2) days per week, Monday and Friday, April through October
Upon award of contract, a regular, fixed schedule will be submitted by the contractor for City approval.
Contractor must be on -site performing the specified janitorial services during the approved schedule periods.
The schedule cannot change without City consent.
Additional approval must be given by Police Personnel to enter certain areas of the Police Facility (evidence
areas, some offices, etc.). Contractor staff may not enter those areas until approval is given and access provided
by Police. The Chief of Police, or his designee, shall work with the contractor to arrange for such approval so
contractor staff may complete the work as required.
Supervisory Inspections
During the term of this agreement, a contractor's supervisor shall be on site and shall visit all City facilities to
be cleaned at a minimum of one day per week during the City's regular business hours to ensure that all
facilities are properly cleaned and maintained. In addition, said supervisor shall complete and submit on a
weekly basis a "Site Inspection Form" confirming the work performed, work quality, the level of cleanliness
and, if applicable, areas of improvement. Completed "Site Inspection Form" shall be emailed to the City
Administrator or his designee no later than the Monday following the completion of a work week. Failure to
submit the form on time in one week does not alleviate the contractor's obligation to submit that week's form,
nor does it excuse the contractor from submitting future forms.
The form shall be developed by the contractor and submitted with the bid submittal. The form shall be
approved by the City prior to use and may require editing per the City's direction. Editing/revising the
document shall be the contractor's responsibility and shall be considered incidental to the cost of the contractual
work.
The supervisor shall be responsible for scheduling and meeting with the Facility Manager or his designee a
minimum of once per month at the City to hold a Contract Status meeting to review the Site Inspection Forms,
current status, previously agreed upon improvements, future improvements to be made and generally discuss
contract issues. The City will work with the contractor to schedule meeting days and times in advance, on days
when the contractor will be on site for site inspections or other work.
Task List and Frequency
Daily Cleaning
1. Empty all trash receptacles, including entrance containers. Sanitize and reline.
4
2. Empty pre -separated recycle materials (paper, cans, etc) into on -site recycling collection bins (provided
by the City). Do not mix or dispose of recycling materials with regular trash. Clean individual
recycling receptacles, sanitize, and reline.
3. Spot clean all entrance glass, service counter glass and doors to remove finger prints and smudges.
4. Spot clean lobby furniture and straighten reading materials and pamphlets.
5. Vacuum traffic lanes of all carpeted areas, runners, floor mats and elevator floor.
6. Dust mop and spot mop hard surface floors.
7. Clean and sanitize drinking fountains.
8. Clean conference room tables and chairs.
9. Clean locker room
10. Clean and disinfect showers.
11. Restroom Cleaning
a. Empty all trash and sanitary receptacles. Sanitize and reline.
b. Re -stock all towels, tissue, sanitary products, and hand soaps.
c. Dust all partitions, mirror frames and product dispensers
d. Sanitize areas around soap and towel dispensers, basins, toilets and urinals.
e. Thoroughly clean and sanitize all fixtures, toilets, urinals, sinks, shower stalls, and associated
fixtures.
f. Clean all mirrors and glass.
g. Dust mop, sanitize, and damp mop hard surface floors.
h. Damp wipe and spot clean doors and frames (front and back). Sanitize door handles and push
plates.
12. Kitchen/Break Areas
a. Empty all trash and sanitary receptacles. Sanitize and reline.
b. Wash and disinfect countertops, tables, chairs, sinks, interior and exterior of microwave, exterior
of refrigerators, and other appliances.
c. Refill all soap and towel dispensers.
d. Dust mop, sanitize and damp mop hard surface floors.
Weekly Cleaning
1. Complete detailed vacuum of all carpeted floors.
2. Dust mop, sanitize and damp mop all hard surface and synthetic/rubber tile floors.
3. Complete dust all horizontal surfaces including desktops, counters, cabinets, book cases, chairs, tables,
window sills, ledges, computer screens and PCU's, telephones, keyboards, Contractor shall dust only
cleared areas and shall not move to rearrange items on desktops.
4. Sanitize telephones.
5. Sanitize light switch plates and door frames to remove finger prints and smudges.
6. Complete glass cleaning of all display cases.
Monthly Cleaning
1. High dust all areas not reached during nightly and weekly dusting. Height limitation of no greater than
12 feet above floor level or adjacent stair.
2. Dust blinds.
3. Dust wall hangings.
General Items
1. Contractor personnel will notify or contact staff of any irregularities such as defective plumbing,
unlocked doors, burned out light bulbs, and lights left on.
2. Contractor personnel will turn off all lights except those to be left on, close windows, and secure
building.
3. Contractor staff shall not use City facilities such as break rooms, food preparation equipment, etc. for
personal use while performing this contract. Work breaks, meals and other rest periods shall be taken
off premises. This does not apply to restroom facilities which may be used by contractor staff for the
intended use.
New City Hall & Police Cleaning Checklist
Offices, Hallways, Conference Rooms & Staircases
Daily
Weekly
Monthly
Annually
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard and rubber floors.
X
Vacuum carpets, including under tables/desks
X
Wipe and sanitize door handles.
X
Clean and sanitize water fountain.
X
Elevator — Sweep and mop floor.
X
Elevator — Wipe down walls.
X
Vestibules — Vacuum floor ands of clean glass.
X
Vestibules — Clean all windows thoroughly.
X
Clean all doors, in door windows and door side windows.
X
Council Chambers — Clean windows to rooms 335 and 338.
X
Fitness Area — Clean Mirrors
X
Clean and sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Clean windowsills.
X
Clean cubicle glass partitions.
X
Clean full interior window walls.
X
Deep clean all flooring. (Carpet, LVT, Epoxy, VCT, andQuartz)
X
Clean window blinds.
X
Rest Rooms & Locker Rooms Public & Staff)
Daily
Weekly
Monthly
Annually
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Wipe down baby changing tables.
X
Clean showers.
X
Clean ADA grab bars.
Clean mirrors.
X
Dust ceiling vents/grills.
X
Strip and Wax VCT Floors.
X
Deep clean all flooring. (Carpet, LVT, Epoxy, Quartz, strip and wax
VCT)
X
Kitchen Areas
Daily
Weekly
Monthly
Annually
Empty trash receptacles.
X
Restock paper products.
X
Sanitize sinks and faucets.
X
Wipe down all tabletops.
X
Wipe down chairs/stools.
X
Clean outside of microwaves and refrigerator.
X
Sweep and mop -floors.
X
Deep clean all flooring. (Carpet, LVT, Epoxy, VCT, andQuartz)
X
Clean window blinds.
X
Department Counters
Dail
Weekly
Monthly
Annually
Empty trash receptacles.
X
Wipe down counter tops.
X
Clean front counter windows Both Sides
X
Library Cleaning Checklist
General Library areas (entry, meeting room,
1st & 2nd floor areas, study rooms, quiet
reading room, genealogy room, board room,
hildren's program room, all staff areas
Daily
Weekly
Monthly
2 x year
Annually
Empty trash receptacles, pick up trash on floors
r tabletops
Dust or wipe down table tops and chairs
Vacuum carpets incl under tables/desks and
traffic mats
Vacuum and mop all hard floor surfaces
Sanitize all water fountains
Wipe fingerprints/smudges off doors and
windows
Clean entrance doors and windows
Dust high/low areas and remove cobwebs
Dust ceiling vents/grills
Rest Rooms(public and staff)
Emptyall trash receptacles
Thoroughly sanitize sinks, commodes, urinals,
countertops, partitions, grab bars, changing tables
Restock paper products
Clean minors and all faucets/knobs/handles
Sweep/vacuum/mopSweep/vacuum/mop all floors
Sanitize all doors and handles into restrooms
Sanitize hand dryer Ix
Kitchen Areas(meeting room and staff)
Fmpty trash receptacles
Restock paper products
Thoroughly sanitize sinks and faucets
Wipe down outside of fridge
Clean inside and outside of microwaves
Wipe down all table tops
Wipe down chairs and table pedestals
Sweep/vacuum/mopSweep/vacuum/mop floor
Staff offices/desks/department counters
Empty trash receptacles
Gently dust/wipe down desks taking precaution
o not move any papers
lean smudges from doors, frames and interior
windows
Dust bookshelves gently taking precaution not to
move books and other items on shelves
Yorkville Preschool Cleaning Checklist
Preschool Rooms Offices and Hallways
Daffy
Weekly
Monthly
Annually
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard floors.
X
Wipe and sanitize door handles.
X
Clean all doors and door windows.
X
Sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Rest Rooms
Daily
Weekly
Monthly
Annually
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Public Works Cleaning Checklist
Offices Hallways and Lunchroom
Daily
Weekly
Monthly
Annually
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard and rubber floors.
X
Wipe and sanitize door handles.
X
Clean and sanitize water fountain.
X
Clean all doors and door windows.
X
Clean and sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Clean outside of microwaves and refrigerator.
X
Strip and Wax VCT Floors.
X
Rest Room
Daily
Weekly
Monthly
Annually
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Strip and Wax VCT Floors.
X
201 W. Hydraulic Cleaning Checklist
201 W. Hydraulic
Weekly
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard and rubber floors.
X
Wipe and sanitize door handles.
X
Clean all doors and door windows.
X
Sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Rest Room
Weekly
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Van Emmon Cleaning Checklist
Van Emmon First Floor
Weekly
Monthl
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard and rubber floors.
X
Wipe and sanitize door handles.
X
Clean all doors and door windows.
X
Sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Sweep and Dust Staircases
X
Rest Room
Weekly
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Parks Maintenance Building Cleaning Checklist
Offices Hallways and Lunchroom
Daily
Weekly
Monthly
Annually
Empty trash receptacles, sanitize and reline.
X
Dust and wipe down table -tops and chairs.
X
Sweep and mop all hard and rubber floors.
X
Wipe and sanitize door handles.
X
Clean and sanitize water fountain.
X
Clean all doors and door windows.
X
Clean and sanitize all phones.
X
Wipe and sanitizes light switches.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Clean outside of microwaves and refrigerator.
X
Strip and Wax VCT Floors.
X
Rest Room
Daily
Weekly
Monthly
Annually
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust high/low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Strip and Wax VCT Floors.
X
Concession Stand Cleaning Checklist
10
Rest Rooms
Dail
Empty trash receptacles and reline.
X
Clean and sanitize sink, toilet, and countertop.
X
Restock Paper Products
X
Clean mirrors, faucets/knobs/handles.
X
Sweep and mop all hard floor.
X
Dust hi low areas and remove cobwebs.
X
Dust ceiling vents/grills.
X
Scheduled Holidays Buildings Will Be Closed
Select City Buildings will be closed on the following days each year: New Year's Day, Martin Luther King,
Jr.'s Birthday, President's Day, Good Friday, Memorial Day, July 4, Labor Day, Thanksgiving Day, the Friday
after Thanksgiving, Veteran's Day, Christmas Eve and Christmas Day.
Janitorial service will not be required on these days at the City Hall, Public Works and Parks and Recreation Facilitie
and pricing should reflect this. The contractor may propose an alternative schedule for Holiday weeks. Upon
submittal, the City shall consider the request and instruct the Contractor on how to proceed.
UNITED CITY OF YORKVILLE, ILLINOIS
SPECIAL CONDITIONS
1. Persons submitting proposals Qualifications. If requested, the interested Person submitting the proposal
must provide a detailed statement regarding the business and technical organization of the Person submitting the
proposal that is available for the work that is contemplated. Information pertaining to financial resources,
experiences of personnel, previously completed projects, and other data may also be required to satisfy the City
that the Person submitting the proposal is equipped and prepared to fulfill the Contract should the Contract be
awarded to him. The competency and responsibility of Persons submitting proposals and of their proposed
subcontractors will be considered in making awards.
Contractor shall submit employee identification information necessary for City staff to perform background
checks on Contractor's employees, including the Contractor/Company Owner, Supervisors, etc. Such
information may include but is not limited to date of birth, driver's license number, address, and other
identifying information. The City reserves the right to ban Contractor employees from performing the proposal
work based on the results of the background check, and no Contractor employees may begin proposed work
until approved by the City. Contractor shall supply such information prior to any employee beginning proposed
work.
If requested by the City, the Person submitting the proposal shall include a complete list of all equipment and
manpower available to perform the work intended on the Plans and Specifications. The list of equipment and
manpower must prove to the City that the Person submitting the proposal is well qualified and able to perform
the work, and it shall be taken into consideration in awarding the Contract.
The City may make such investigations as it deems necessary, and the Person submitting the proposal shall
furnish to the City all such information and data for this purpose as the City may request. A responsible Person
submitting the proposal is one who meets all of the following requirements:
• Have adequate financial resources or the ability to secure such resources.
• Have the necessary experience, organization, and technical qualifications, and has or can acquire, the
necessary equipment to perform the proposed Contract.
• Is able to comply with the required performance schedule or completion date, taking into account all
existing commitments.
• Has a satisfactory record of performance, integrity, judgment, and skills.
• Is qualified and eligible under all applicable laws and regulations.
If the Person submitting the proposal possesses a current Illinois Department of Transportation "Certificate of
Eligibility" with an amount for the work specified at least equal to the minimum amount of qualification
indicated on the Legal Notice he may choose to provide the City a copy of the certificate in lieu of providing the
above mentioned Persons submitting proposals Qualification requirements.
2. Basis of Payment: The City shall make monthly payments for services performed under this contract,
pending receipt of the contractor's monthly invoice.
3. General Guarantee: The Contractor shall remedy any defects in the work and pay for any damage to
other work resulting therefrom, which shall appear within a period of one (1) month. The United City of
Yorkville will give notice of observed defects with reasonable promptness.
12
4. Termination of Contract: The United City of Yorkville reserves the right to terminate the whole or any
part of this Contract, upon written notice to the Contractor, in the event that sufficient funds to complete the
Contract are not appropriated by the corporate authorities of the United City of Yorkville.
The United City of Yorkville further reserves the right to terminate the whole or any part of this Contract, upon
written notice to the Contractor, in the event of default by the Contractor. Default is defined as failure of the
Contractor 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
United City of Yorkville may procure, upon such terms and in such manner as the United City of Yorkville may
deem appropriate, supplies or services similar to those so terminated.
The Contractor shall be liable for any excess costs for such similar supplies or service unless acceptable
evidence is submitted to the United City of Yorkville that failure to perform the Contract was due to causes
beyond the control and without the fault or negligence of the Contractor.
13
UNITED CITY OF YORKVILLE, ILLINOISGENERAL CONDITIONS
These General Conditions apply to all proposals requested and accepted by the City and become a part of the
contract unless otherwise specified. Persons submitting proposals, or their authorized representatives are
expected to fully inform themselves as to the conditions, requirements, and specifications before submitting
proposals. The City assumes that submission of a proposal means that the person submitting the proposal has
familiarized himself with all conditions and intends to comply with them unless noted otherwise.
Forms — All proposals must be submitted on the forms provided, complete with all blank spaces filled in
and properly signed in ink in the proper spaces. All proposal forms may be obtained from the City Hall,
651 Prairie Pointe Drive, Yorkville, Illinois 60560 and when completed delivered to the same Office
prior to the proposal closing date and time. Persons submitting proposals may attach separate sheets for
the purpose of explanation, exception, or alternative proposal and to cover required unit prices.
2. Submittal of Proposal — Proposals must be submitted to United City of Yorkville, Jesus Navarro,
Facilities Manager, 651 Prairie Pointe Drive, Yorkville, IL 60560.
Examination of Proposal Forms, Specifications, and Site — The person submitting the proposal shall
carefully examine the proposal forms which may include the request for proposal, instruction to Persons
submitting proposals, general conditions, special conditions, plans, specifications, proposal form, bond,
and any addenda to them, and sites of the proposed work (when known) before submitting the proposal.
The person submitting the proposal shall verify all measurements relative to the work, shall be responsible
for the correctness of same. The person submitting the proposal will examine the site and the premises
and satisfy themselves as to the existing conditions under which the person submitting the proposal will be
obligated to operate. Failure of the person submitting the proposal to notify the City, in writing, of any
condition(s) or measurement(s) making it impossible to carry out the work as shown and specified, will be
construed as meaning no such conditions exist and no additional moneys will be added to the contract.
The submission of the proposal shall be considered conclusive evidence that the person submitting the
proposal has investigated and is satisfied as to all conditions to be encountered in performing the work,
and is fully informed as to character, quality, quantities, and costs of work to be performed and materials
to be furnished, and as to the requirements of the proposal forms. If the proposal is accepted, the person
submitting the proposal will be responsible for all errors in his proposal resulting from his failure or
neglect to comply with these instructions, and the City shall not be responsible for any charge for extra
work or change in anticipated profits resulting from such failure or neglect.
4. Scope of Work — The person submitting the proposal shall supply all required supervision, skilled labor,
transportation, new materials, apparatus, and tools necessary for the entire and proper completion of the
work. This work shall be completed to the satisfaction of the City.
Completeness — All information required by the Request for Proposal must be supplied to constitute a
responsive proposal. The Person submitting the proposal shall include the completed Proposal Sheet. The
City will strictly hold the person submitting the proposal to the terms of the proposal. The proposal must
be executed by a person having the legal right and authority to bind the person submitting the proposal.
6. Error in Proposals — When an error is made in extending total prices, the unit proposal price and/or
written words shall govern. Otherwise, the person submitting the proposal is not relieved from errors in
proposal preparation. Erasures in proposals must be explained over signature of person submitting the
proposal.
14
7. Withdrawal of Proposals — A written request for the withdrawal of a proposal or any part thereof may be
granted if the request is received by the Director of Parks and Recreation prior to the Closing Date.
Person submitting the Proposal Interested in More than One Proposal — Unless otherwise specified, if
more than one proposal is offered by any one party, by or in the name of his or their agent, partner, or
other persons, all such proposals may be rejected. A party who has quoted prices on work, materials, or
supplies to other Persons submitting proposals is not thereby disqualified from quoting prices to other
Persons submitting proposals or from submitting a proposal directly for the work, materials, or supplies.
9. Person submitting the Proposal's qualifications — No award will be made to any person submitting the
proposal who cannot satisfy to the City 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 City's decision or judgment on these matters shall be final and
binding. The City may make such investigations as it deems necessary. The person submitting the
proposal shall furnish to the City all information and data the City may request for the purpose of
investigation.
10. Proposal Award for All or Part — Unless otherwise specified, proposals shall be submitted for all of the
work or items for which proposals are requested. The City reserves the right to make award on all items,
or any of the items, according to the best interests of the City.
18. Consideration of Proposal — No proposal will be accepted from or contract awarded to any person, firm
or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter,
as surety or otherwise, upon any obligation to the City or had failed to perform faithfully any previous
contract with the City.
The person submitting the proposal, if requested, shall present within 48 hours evidence satisfactory to the
City of performance ability and possession of necessary facilities, pecuniary recourses and adequate
insurance to comply with the terms of these specifications and contract documents.
19. Execution of Contract — The successful person submitting the proposal shall, within fourteen (14) days
after notification of the award: (a) enter into a contract in writing with the City covering all matters and
things as are set forth in the specifications and his proposal and (b) carry insurance acceptable to the City,
covering public liability, property damage, and workmen's compensation.
After the acceptance and award of the proposal and upon receipt of a written purchase order executed by
the proper officials of the City, this Instruction to Persons submitting proposals, including the
specifications, will constitute part of the legal contract between the United City of Yorkville and the
successful person submitting the proposal.
21. Compliance with All Laws — All work under the contract must be executed in accordance with all
applicable federal, state, and local laws, ordinances, rules, and regulations which may in any manner
affect the preparation of the proposal or performance of the contract.
22. Compliance with the Substance Abuse Prevention on Public Works Proiects Act — The Contractor
and its Subcontractors shall comply with the Substance Abuse Prevention on Public Works projects Act
(820 ILCS 265/1 et seq.) and prior to commencing work on a "public works" project (as defined in the
Prevailing Wage Act) file with the City its program to comply with the Act or file that portion of its
collective bargaining agreement that deals with the matters covered by the Act.
A,
23. Equal Employment Opportunity — During the performance of the contract and/or supplying of
materials, equipment, and suppliers, person submitting the proposal must be in full compliance with all
provisions of the Acts of the General Assembly of the State of Illinois relating to employment, including
equal opportunity requirements.
24. Contract Alterations — No amendment of a contract shall be valid unless made in writing and signed by
the City Administrator or his authorized agent.
25. Notices — All notices required by the contract shall be given in writing.
26. Nonassianability — The Contractor shall not assign the contract, or any part thereof, to any other person,
firm, or corporation without the previous written consent of the City Administrator. Such assignment
shall not relieve the Contractor from his obligations or change the terms of the contract.
27. Indemni — To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify,
and hold harmless the City, its officials, agents, and employees, against all injuries, deaths, loss, damages,
claims, patent claims, suits, liabilities, judgments, cost, and expenses, which may in anywise accrue
against the City, its officials, agents, and employees, arising in whole or in part or in consequence of the
performance of this work by the Contractor, its employees, or subcontractors, or which may anywise
result therefore, except that arising out of the sole legal cause of the City, its agents, or employees, the
Contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and
other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be
rendered against the City, its officials, agents, and employees, in any such action, the Contractor shall, at
its own expense, satisfy and discharge the same.
Contractor expressly understands and agrees that any performance bond or insurance policies required by
this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to
indemnify, keep, and save harmless and defend the City, its officials, agents, and employees as herein
provided.
28. Insurance — In submission of a proposal, the person submitting the proposal is certifying that he has all
insurance coverages required by law or would normally be expected for person submitting the proposal's
type of business. Commercial General Liability Insurance: Contractor shall provide commercial general
liability insurance policy that includes products, operations and completed operations (with no exclusion
for sexual abuse or molestation). Limits should be at least: Bodily injury & property damage with an
occurrence limit of $1,000,000: Personal & advertising injury limit of $1,000,000 per occurrence: General
aggregate limit of $2,000,000 (other than products and completed operations): Products and completed
operations aggregate limit of $2,000,000. The policy shall name the City as an additional insured. Such
coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way
to any insurance or self- insured retention carried by the City. Such coverage shall contain a broad form
contractual liability endorsement or similar wording within the policy form.
29. Default — The City may terminate a contract by written notice of default to the Contractor if:
a. The Contractor fails to perform the services within the time specified in the proposal, or
b. fails to make progress so as to endanger performance of the contract, or
c. fails to provide or maintain in full force and effect, the liability and indemnification coverages or
performance bond as required.
16
If the City terminates the contract, the City may procure supplies or services similar to those so
terminated, and the Contractor shall be liable to the City for any excess costs for similar supplies and
services, unless the Contractor provides acceptable evidence that failure to perform the contract was due
to causes beyond the control and without the fault or negligence of the Contractor.
30. Inspection — The City shall have a right to inspect, by its authorized representative, any material,
components, or workmanship as herein specified. Materials, components, or workmanship that has been
rejected by the authorized representative as not in accordance with the terms of the specifications shall be
replaced by the Contractor at no cost to the City.
31. Supplementary Conditions — Wherever special conditions are written into the specifications or
supplementary conditions which are in conflict with conditions stated in these Instructions to Person
submitting the proposal, the conditions stated in the specifications or supplementary conditions shall take
precedence.
32. Permits and Licenses — The successful person submitting the proposal and their subcontractor(s) shall
obtain, at their own expense, all permits and licenses which may be required to complete the contract.
Fees for all City permits, and licenses shall be waived.
33. Person submitting the proposal's Certification — - In compliance with the Illinois State Law that
requires each person submitting the proposal to file a certification regarding proposal rigging and proposal
rotating and that it is not delinquent in its taxes.
34. Chanze 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 person submitting the proposal must be the result of an approved
change order first ordered by the Director of the lead department and approved by the City Administrator
and/ or City Council.
35. Time of Completion — The successful person submitting the proposal shall completely perform its
proposal in strict accordance with its terms and conditions within the number of consecutive calendar days
after notification of award of the contract as stated in the proposal.
36. Pa went — Payment will be made within thirty (30) days after acceptance of the job by the City after the
completion of the work as covered within the contract documents.
37. Guarantees and Warranties — All guarantees and warranties required shall be furnished by the
successful person submitting the proposal and shall be delivered to the City before final payment on the
contract is issued.
38. Waiver of Lien — where applicable a waiver of lien and contractor's affidavit must be submitted by the
successful person submitting the proposal, verifying that all subcontractors and material invoices have
been paid prior to the City approving final payment.
17
PROPOSAL
Note: The Person submitting the proposal must complete all portions of this Proposal
The undersigned, having examined the specifications, and all conditions affecting the specified project, offer to
furnish all services, labor and incidentals specified for the price below.
It is understood that the City reserves the right to reject any and all proposals and to waive any irregularities and
that the prices contained herein will remain valid for a period of not less than ninety (90) days.
I (We) propose to complete the following project as more fully described in the specifications for the following:
Bidding Company Name: OW 1 ' K W*� \ACi.y , ,Year 1
Location
Daily
Weekly
Monthly
Total
Hours
Price
Hours
Price
Hours
Price
City
Hall/Police
�(�(�
2,c
�(� (�
2 S0
2S$
Department
Beecher
Concession
Z
2-
k J
Stand
Public Works
Facility
2,�O
vr�
O
Library
`7 S
1
0
-7 Zq
1 �{ SO
2 Y100
Building
Parks and
Recreation
l
2 �
r1
G
S- �
� ,
2
Maintenance
Building
Van
Activimmon
2 i �
2 g
Center
Bridge
Concession
n
C '
r 2
Stand
Hydraulic
Building
Preschool
2
t S-0+27t
6 -!no
Building
18
Year 2 (City Option):
Location
Dailv
We kIv
Mo thly
Total
Hours
Price
Hours
Price
Hours
Price
City
Hall/Police
20
�O
8 G
Department
Beecher
Concession
l
`�
Stand
Public Works
Facility`
-��
"�
S.�,(,� n
Library
Building
k�
—79
2106
�-7Z
Parks and
_
_ _
Recreation
Maintenance
2-
�- �
t�
2-7L ,U
Building
Van E
Activity
�
Center
21
Bridge
Concession
2-
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_
Stand
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(.
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Buildin
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Y
Preschool
Buildingt
2
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26
-?0 2
19
SUBCONTRACTOR ACKNOWLEDGEMENT
If it is the Contractor's intention to utilize a subcontractor(s) to fulfill the requirements of the Contract, the
City must be advised of the subcontractor's company name, address, telephone and fax numbers, and a
contact person 's name at the time of proposal submittal.
YES NO
Will you be utilizing a subcontractor?
If yes, have you included all required
information with your proposal submittal?
Provide the name, contact information, and value of work for each and every subcontractor which will be
employed on this project.
Subcontractor No. 1
Business Name
Address
Telephone Number
Nature of Work Subcontracted
Village, State, Zip Code
Value of Work Subcontracted
20
Subcontractor No. 2
Business Name
Address
Village, State, Zip Code
Telephone Number
Value of Work Subcontracted
Nature of Work Subcontracted
Subcontractor No. 3
Business Name
Address
Village, State, Zip Code
Telephone Number
Value of Work Subcontracted
Nature of Work Subcontracted
If additional sheets are needed, please make copies.
21
REFERENCES
General Information, the list below current business references for whom you have performed work similar to
that required by this proposal.
Reference No. 1
k-WLk w S
Business Name
5 I�c� tc,Y,� I,A,eAs,� 5 wps , `1 I
Address Village, State, Zip�ode
`10g — 2 !1 L — I
Contact Person Telephone Number
ZOj- 202 3 >e Y)6ev\- 31 Z02 3
Dates of Service
Reference No. 2
Business N
Address Vilage, State, Zip Code
�i 0,2W � 30 - - ) I q 610-7
Contact Person Telephone Number
Dates of
Secti4—
22
Reference No. 3
Business Name
Address
Contact Person
0 i I - a-3
Dates of Service
If additional sheets are needed, please make copies.
Village, State, Zip Code
Telephone Number
23
CONTRACTOR PROPOSAL AGREEMENT
I hereby certify 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
The Person submitting the proposal is not barred by law from submitting a proposal to the City for the
project contemplated herein because of a conviction for prior violations of either Illinois Compiled
Statutes, 720 ILCS 5/33E-3 (Proposal Rigging) or b720 ILCS 5/33-4 (Proposal Rotating); and that
The Person submitting the proposal is not delinquent in payment of any taxes to the Illinois Department of
Revenue in accordance with 65 ILCS 5/11-42.1; and that
The Person submitting the proposal provides a drug free workplace pursuant to 30 ILCS 580/1, et seq., and
that
The Person submitting the proposal certifies they have a substance -abuse program and provide drug testing
in accordance with 820 ILCS 130/11G, Public Act 095-0635; and that
The Person submitting the proposal is in compliance with the Illinois Human Rights Act 775 ILCS 511.101
et seq. including establishment and maintenance of sexual harassment policies and program.
Signed
Print Name
Title
;) tv
Company Name
Date
24