Resolution 2024-42 Resolution No. 2024-42
A RESOLUTION APPROVING A PROPOSAL FROM GJOVIK FORD,INC. TO THE
UNITED CITY OF YORKVILLE, KENDALL COUNTY,ILLINOIS FOR VEHICLE
MAINTENANCE
WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City") is a duly
organized and validly existing municipality of the State of Illinois pursuant to the 1970 Illinois
Constitution and the Illinois Municipal Code, as from time to time amended (the "Municipal
Code") (65 ILCS 5/65-1-1-2, etseq.); and
WHEREAS, the City's Municipal Code provides that the City may approve service
contracts that have not been competitively bid by a two-thirds affirmative vote of the City Council;
and
WHEREAS, Gjovik Ford, Inc., of Plano, Illinois ("Gjovik") submitted a proposal to the
City, a copy of which is attached hereto, (the "Proposal"), for the maintenance of City vehicles
for a term commencing upon acceptance and terminating April 30, 2025; and
WHEREAS, Gjovik has performed maintenance service on City vehicles since 2021 and
was found to be most reliable and provided excellent service; and
WHEREAS,the prices quoted in said Proposal are deemed to be the most reasonable; and
WHEREAS, the Mayor and City Council (the "Corporate Authorities")have determined
that it is in the best interests of the health and safety of the City and its residents to waive the
competitive bidding requirement and to extend the contract with Gjovik as set forth in the Proposal.
NOW,THEREFORE,BE IT RESOLVED by the Mayor and City Council of the United
City of Yorkville, Kendall County, Illinois:
Section 1.The recitals set for above are incorporated into this Resolution as if fully restated
herein.
Section 2. In consideration of the foregoing recitals, the competitive bidding requirement
is waived, and the Director of Public Works is hereby authorized and directed to accept said
proposal for a term commencing upon acceptance and terminating April 30, 2025.
Section 3. This Resolution shall be in full force and effect upon its passage and approval
as provided by law.
Resolution No.2024-42
Page 1
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
241h day of September, A.D. 2024.
CI Y CLERK
KEN KOCH ABSENT DAN TRANSIER AYE
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, Kendall County, Illinois
this DIT"day of _ j-effl �, A.D. 2024.
MAYOR
Attest:
ye-"
7(� CLERK
Resolution No. 2024-42
Page 2
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
TABLE OF CONTENTS
GENERALCONDITIONS................................................................................................4
SPECIALCONDITIONS................................................................................................ 11
SCOPE OF SERVICES / TECHNICAL SPECIFICATIONS........................................... 18
PROPOSALFORMAT ..................................................................................................24
BIDDER CERTIFICATIONS..........................................................................................26
MANAGEMENT INFORMATION...................................................................................27
PRICEPROPOSAL.......................................................................................................28
DETAILEXCEPTION SHEET.......................................................................................30
REFERENCES..............................................................................................................31
CONTRACT ..................................................................................................................32
21 =yam
United City of Yorkville,Illinois
Requested Proposal for Fleet
Maintenance Services
8/29/2024
GENERAL CONDITIONS
These General Conditions apply to all proposals requested and accepted by the City
and become a part of the contract unless otherwise specified. Bidders or their
authorized representatives are expected to fully inform themselves as to the conditions,
requirements, and specifications before submitting proposals. The City assumes that
the submission of a proposal means that the Bidder has familiarized himself with all
conditions and intends to comply with them unless noted otherwise.
1. Examination of Proposal Forms, Specifications, and Site
The Bidder shall carefully examine the proposal forms which may include the invitation
to the proposal, instruction to Bidders, general conditions, special conditions, plans,
specifications, proposal form, bond, contract, and any addenda to them, and sites of the
proposed work (when known) before submitting the proposal. The Bidder shall verify all
measurements relative to the work, shall be responsible for the correctness of the
same. The Bidder will examine the site and the premises and satisfy themselves as to
the existing conditions under which the Bidder will be obligated to operate. Failure of the
Bidder 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 sums of money will be added to the contract.
The submission of the proposal shall be considered conclusive evidence that the Bidder
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 Bidder 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.
2. Scope of Work
The Bidder shall supply all required supervision, skilled labor, transpiration, new
materials, apparatus, and tools necessary for the entire and proper completion of the
work. The Bidder shall supply, maintain and remove all equipment for the performance
of the work and be responsible for the safe, proper and lawful construction,
maintenance and use of the same. This work shall be completed to the satisfaction of
the City. The Bidder shall provide adequate protection of the job site to protect the
general public and adjacent property. The City is not responsible for site safety. The
Bidder is solely and exclusively responsible for construction means, methods,
technologies and site safety.
41
United City of Yorkville,Illinois
Requested Proposal for Fleet
Maintenance Services
8/29/2024
3. Interpretation of Proposal Documents
Questions regarding proposal documents, discrepancies, omissions, or intent of the
specifications or plans shall be submitted in writing to the Purchasing Manager at
cparker@yorkville.il.us by the date listed in the legal notice and cover page. Any
interpretations of the Contract Documents will be made only by addendum and posted
on the Demandstar portal. The City will not be responsible for any other explanations for
interpretations of the Contract Documents.
4. Completeness
All information required by the Request for Proposal must be supplied to constitute a
responsive proposal. The Bidder's submittal shall include the completed Proposal Sheet
found in the contract documents. The City will strictly hold the Bidder to the terms of the
proposal. The proposal must be executed by a person having the legal right and
authority to bind the Bidder.
5. Error in Proposals
When an error is made in extending total prices, the unit proposal price and/or written
words shall govern. Otherwise, the Bidder is not relieved from errors in proposal
preparation. Erasures in proposals must be explained over the signature of the Bidder.
6. 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 Purchasing Manager prior to the specified time of
opening. After the opening, the Bidder cannot withdraw or cancel his proposal for a
period of forty-five (45) calendar days, or such longer time as stated in the proposal
documents.
7. Bidder's Qualifications
No award will be made to any Bidder who cannot satisfy 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 Bidder
shall furnish to the City all information and data the City may request for the purpose of
investigation.
8. Work Restrictions
The Bidder shall complete the work required as soon as practicable. The only exception
to this requirement will be extenuating circumstances as may be accepted by the City.
5 !P a g e
United City of Yorkville.Illinois
Requested Proposal for Fleet
Maintenance Services
8/29/2024
Requests for exceptions due to extenuating circumstances must be made in writing to
the City within 48 hours of the occurrence. The City's decision on extenuating
circumstances will be final.
9. Price
Unit prices shall be shown for each unit on which there is a proposal as well as the
aggregate price and shall include all packing, crating freight and shipping charges, and
cost of unloading at the destination unless otherwise stated in the proposal.
Unit prices shall not include any local, state, or federal taxes. The City is exempt, by
law, from paying State and City Retailer's Occupation Tax, State Service Occupation
and Use Tax and Federal Excise Tax. The City will supply the Bidder with its tax
exemption number.
Cash discounts will not be considered in determining the overall price but may be used
in an overall evaluation.
10.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 Bidder, 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.
11.Award or Rejection
The City reserves the right to cancel invitations for bids or requests for proposals
without penalty when it is in the best interest of the Village. Notice of cancellation shall
be sent to all individuals or entities solicited.
12.Execution of Contract
The Bidder 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 Bidders, including
61Pa5
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
the specifications, will constitute part of the legal contract between the United City of
Yorkville and the Bidder.
13.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 Bidder, in the event that sufficient funds to complete
the Contract are not appropriated by the City Council or in the event of default by the
Bidder. Default is defined as the failure of the Bidder 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 City
may deem appropriate, supplies or services similar to those so terminated.
The Bidder shall be liable for any excess costs for such similar supplies or services
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 Bidder.
14.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.
15.Contract Alterations
No amendment of a contract shall be valid unless made in writing and signed by the
City Administrator or his authorized agent.
16.Nonassignability
The Bidder 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 Bidder from his obligations or change the terms of the
contract.
17.Execution of Documents
The Bidder, in signing the Proposal on the whole or any portion of the work, shall conform
to the following requirements:
• Proposals signed by an individual other than the individual represented in the
Proposal documents shall have attached thereto a power of attorney evidencing
authority to sign the Proposal in the name of the person for whom it is signed.
7 1 P a g e
United City of Yorkville,Illinois
Requested Proposal for Fleet
Maintenance Services
8/29/2024
• Proposals that are signed for a partnership shall be signed by all of the partners
or by an attomey-in-fact. If signed by an attomey-i n-fact, there shall be attached to
the Proposal a power of attorney evidencing authority to sign the Proposal,executed
by the partners.
• Proposals that are signed for a corporation shall have the correct corporate name
thereof and the signature of the President or other authorized officer of the
corporation manually written below the corporate name.
• If such Proposal is manually signed by an official other than the President of the
Corporation, a certified copy of a resolution of the board of directors evidencing
the authority of such official to sign the Proposal should be attached to it.
Such Proposal shall also bear the attesting signature of the Secretary of the
corporation and the impression of the corporate seal. If the Proposal is signed for a
limited liability company, it should have the correct legal name and be signed by
the managing member or other person with authority.
• Proposals received from any listed Bidder in response to an invitation for
proposals shall be entered on the abstract of Proposals and rejected. Proposals,
quotations, or offers received from any listed Bidder shall not be evaluated for an
award or included in the competitive range, nor shall discussions be conducted
with a listed offer or during a period of ineligibility. If the period of ineligibility
expires or is terminated prior to award, the City may, but is not required to,
consider such proposals, quotations, or offers.
18.Default
The City may terminate a contract by written notice of default to the Bidder if:
• fails to make delivery of the materials or perform the services within the time
specified in the proposal, or
• fails to make progress so as to endanger performance of the contract, or
• fails to perform work outlined in the contract within a reasonable amount of time.
If the City terminates the contract, the City may procure supplies or services similar to
those so terminated, and the Bidder shall be liable to the City for any excess costs for
similar supplies and services unless the Bidder provides acceptable evidence that
failure to perform the contract was due to causes beyond the control and without the
fault or negligence of the Bidder.
19.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 Bidder at no
8I`
United City of Yorkville,Illinois
Requested Proposal for Fleet
Maintenance Services
8/29/2024
cost to the City.
20.Permits and Licenses
The Bidder 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.
21.Notification of Work
Upon receiving the notice to proceed from the City or its designee, the Bidder shall
notify the City or its designee 48 hours prior to commencement of work.
22.Payment
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. Invoices shall be
paid by the City pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1
et seq.).
23.Guarantees and Warranties
All guarantees and warranties required shall be furnished by the Bidder and shall be
delivered to the City before the final payment on the contract is issued.
24.Insurance
(A)The Bidder shall furnish to the City satisfactory proof of coverage of the insurance
requirements stated in the Special Conditions, by a reliable company or companies,
before commencing any work. Such proof shall consist of certificates executed by
the respective insurance companies and filed with the City. Said certificates shall
contain a clause to the effect that, for the duration of the contract, the insurance
policy shall be canceled, expire or changed so as to the amount of coverage only
after written notification 30 days in advance to the City. In addition, said certificates
shall list the City and its officers, agents, and employees as additional insureds on all
required insurance policies except the policy for professional liability.
(B)If the Bidder shall require subcontractors, if any, not protected under the Bidder 's
policies, to take out and maintain insurance of the same nature in amounts, and
under the same terms, as required of the Bidder.
25.Indemnification
The Bidder shall indemnify, defend and save harmless the City, its officers, agents,
employees, representatives and assigns, from lawsuits, actions, costs (including
91r -
United City of Yorkville.Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
attorneys' fees), claims or liabilities of any character brought because of any injuries or
damages received or sustained by any person, persons, or property on account of
negligent act or omission or any willful misconduct of said Bidder, its officers, agents
and/or employees arising out of, or in performance of any of the provisions of the
Contract, including any claims or amounts recovered for any infringements of patent,
trademark or copyright; or from any claims or amounts arising or recovered under the
"Worker's Compensation Act" or any other law, ordinance, order or decree. In
connection with any such claims, lawsuits, actions or liabilities, the City, its officers,
agents, employees, representatives, and their assigns shall have the right to defense
counsel of their choice. The Bidder shall be solely liable for all costs of such defense
and for all expenses, fees,judgments, settlements and all other costs arising out of
such claims, lawsuits, actions or liabilities.
26.General Guarantee
Neither the final certificate of payment nor any provision in the Bidder Documents, nor
partial or entire occupancy of the premises by the City, shall constitute an acceptance of
work not done in accordance with the Contract Documents or relieve the Bidder of
liability in respect to any express warranties or responsibility for faulty materials or
workmanship. The Bidder 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) year
from the date of final acceptance of the work unless a longer period is specified. The
United City of Yorkville will give notice of observed defects with reasonable promptness.
The Bidder shall guarantee all materials and workmanship as defined by the
Performance Bond, Labor and Material Payment Bond, and Maintenance Bond
requirements.
Unless otherwise amended in writing by the Director of Public Works, the date of the
Start of any Guarantees, Warranties and Maintenance Bonds shall be coincident with
the Date of Acceptance of the entire project.
27.Waiver of Lien
Where applicable a waiver of lien and Bidder's affidavit must be submitted by the
Bidder, verifying that all subcontractors and material invoices have been paid prior to
the City approving final payment.
28.Other Entity Use
Although this solicitation is specific to the City, Bidders have the option of allowing this
offer, if awarded by the City to the Bidder, to be available to other government agencies
within the Kane, Will and Kendall Counties. If the successful Bidder and the interested
entity/agency mutually agree on the Terms and Conditions, inclusive of pricing, both
parties may perform business under the authority of this solicitation and contract.
101P a`�
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
SPECIAL CONDITIONS
The City's fleet consists of approximately 50 cars and trucks that would be covered
under this maintenance agreement. The goal of the United City of Yorkville is to ensure
their safe operation by having an effective preventative maintenance program,
including for general repairs. Vehicle & equipment repairs, modification, preventive
maintenance inspections and/or other work under this contract shall be performed at the
Bidder's site.
The City has established minimum specifications, which include special and specific
vehicle maintenance requirements to assure the safe operation of the city's fleet
vehicles. The Bidder shall provide industry certified mechanics, shop(s), service trucks,
mechanic's tools, lifts, and any waste disposal for vehicle fluids and/or materials, as well
as any vehicle fluid spill clean-up as needed for all work performed at the shop. The
Bidder shall furnish all necessary supervision, labor, tools and parts and supplies
necessary to provide the service for the City's fleet in accordance with Manufacturer's
recommendations in order to maintain factory warranties and any extended
warranties.
These services will continue on each City vehicle covered by this contract until it is
disposed of by the City. The City may add vehicles or remove vehicles from its list
during the term of this agreement at the discretion of the City. Any vehicles added to the
contract shall be offered the same bid prices as in the original bid.
1. Term
The initial contract term shall be thru April 3, 2025. This contract will commence on
September 24, 2024. The contract shall be contingent upon the completion and
submittal of all required documents. This contract shall remain in effect until the
completion of services, provided that the services rendered by the Bidder during the
contract period are satisfactory and that City funding is available as appropriated on an
annual basis. However, in the event funding is not appropriated on an annual basis
during any particular year within the contract period, the contract may be canceled
upon thirty (30) days written notice to the Bidder. In such an event, the City shall only
be responsible for the reasonable value of services performed prior to the effective date
of termination.
2. Options to Renew
Prior to, or upon completion, of that initial term, the City shall have the option to
renew this contract for an additional three (3) one-year renewals.
Prior to completion of each exercised contract term, the City may consider an
adjustment to the price based on the Consumer Price Index (CPI). It is the Bidder 's
responsibility to request any pricing adjustment under this provision. For any
adjustment to commence on the first day of any exercised
111Pa c
United City of Yorkville. Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
option period, the Bidder 's request for adjustment should be submitted 60 days prior to
expiration of the then current contract term. The Bidder adjustment request should not
be in excess of the relevant pricing index change. If adjustment request is not received
from the Bidder , the City will assume the Bidder has agreed that the optional term may
be exercised without pricing adjustment. Any adjustment request received after the
commencement of a new option period may not be considered.
The City reserves the right to negotiate lower pricing for the additional term(s) based on
market research information or other factors that influence price. The City reserves the
right to apply any reduction in pricing for the additional term(s) based on the downward
movement of the applicable index.
The City reserves the right to reject any price adjustments submitted by the Bidder
and/or to not exercise any otherwise available option period based on such price
adjustments. Continuation of the contract beyond the initial period, and any option
subsequently exercised, is a City prerogative, and not a right of the Bidder . This
prerogative will be exercised only when such continuation is clearly in the best interest
of the City.
Should the Bidder decline the City's right to exercise the option period, the City may
consider theBidder in default which may affect the Bidder 's eligibility for future
contracts.
3. Method of Award
Award of this contract will be made to the lowest responsive, responsible Bidder . If a
Bidder fails to submit an offer for all items within the group, its offer for that specific
group will be rejected. Failure to perform as noted may result in the Bidder being
deemed in breach of contract. The City may terminate the contract for default. The
geographic allocation of the proposer's facility will be taken into consideration during the
evaluation process.
4. Minimum Requirements
The awarded Bidder must meet the following minimum requirements.
• Must be ASE certified in medium / light duty truck repair and automobiles.
• Have a fully equipped and well-established company as required in this
solicitation and which may be verified by on-site inspection within six (6) miles of
the City limits.
• Bidder must be able to show a minimum of five (5) years of experience in Fleet
Maintenance Repair,
• Facility must provide security in the form of a fenced lot, or inside of a secure
building, for no less than four (4) standard sized vehicles simultaneously.
Must provide at least 3 public or private sector clients' references of clients which
121Page
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
the bidder has provided similar services listed within this bid.
• The Bidder (s) is required to have the capabilities to perform routine, scheduled,
unscheduled, and any major component overhaul, rebuilding, repairing and
replacement capabilities.
• Bidder shall perform drug test screening on all employees and provide pass/fail
results to the City, upon request.
• The Bidder must be open at a minimum of Monday through Friday from 8am—4pm
with preference given for facilities that also have weekend hours.
• Successful bidder must agree to give preference to Yorkville Police Department
vehicles for repairs with a diagnosis and estimate within 24 hours. Repairs must
follow as soon as authorization is granted, and parts arrive. No repairs are allowed
without prior authorization.
• The Bidder must have a minimum of four (4)full time certified technicians on staff
with a minimum of two on duty at all times during normal business hours.
• The Bidder must have at minimum one technician that is certified in transmission
repairs.
• The Bidder must remain open all year, no allowance for vacation closure.
• The Bidder must provide timely transportation services for pickup or drop off of
vehicles for repair.
• The Bidder will be given preference if they are able to provide free towing services
for all City Vehicles within a 10-mile radius of the City limits.
5. Price
If the Bidder is awarded a contract under this solicitation, the prices proposed by the
Bidder shall remain fixed and firm during the term of contract.
6. Delivery
All Bidders shall quote prices based on F.O.B. Destination and shall hold title to the
goods until such time as they are delivered to, and accepted by, an authorized City
representative.
7. Insurance
Comprehensive General Liability with minimum limits of Two Million Dollars
($2,000,000.00) per occurrence combined single limit for Bodily Injury Liability and
Property Damage Liability. Coverage must be afforded on a form no more restrictive
than the latest edition of the Comprehensive General Liability policy, without restrictive
endorsements, as filed by the Insurance Services Office, and must include:
• Premises and Operation
• Independent Bidders
• Broad Form Property Damages
• Broad Form Contractual Coverage applicable to this specific Contract, including
133 i ' a2e
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
any holdharmless and/or indemnification agreement.
Personal Injury Coverage with Employee and Contractual Exclusions removed,
withminimum limits of coverage equal to those required for Bodily Injury Liability
andProperty Damage Liability.
Business Automobile Liability with minimum limits of One Million Dollars (1,000,000.00)
per occurrence combined single limit for Bodily Injury Liability and Property Damage
Liability. Coverage must be afforded on a form no more restrictive than the latest edition
of the Business Automobile Liability policy, without restrictive endorsements, as filed by
the Insurance Services Office, and must include:
• Owned Vehicles;
• Hired and Non-Owned Vehicles;
• Employers' Non-Ownership.
Before starting the Work, the Bidder will file and make sure that all certificates of
insurance required by this document and by the Contract are in the City's possession.
These certificates shall contain a provision that the coverage afforded under the policies
will not be canceled or materially changed until at least thirty (30) days prior written
notice has been given to the City by certified mail. The City shall be named as an
additional insured on the above-referenced policies.
The Bidder agrees that if any part of the Work under the Contract is sublet, they will
require the subcontractor(s) to carry insurance as required, and that they will require the
subcontractor(s) to furnish to them insurance certificates similar to those required by the
City in this section.
A. Cancellation and Re-Insurance:
If any insurance should be canceled or changed by the insurance company or should
any insurance expire during the period of this contract, the Bidder shall be responsible
for securing other acceptable insurance for the coverage specified in this section in
order to maintain coverage during the life of this Contract. All deductibles must be
declared by the Bidder and must be approved by the City. At the option of the City,
either the Bidder shall eliminate or reduce such deductible or the Bidder shall procure a
Bond, in a form satisfactory to the City, covering the same.
B. Garage Liability coverage
For Garage Operations with minimum limits of not less than One Million Dollars
($1,000,000) per occurrence. If the insurance includes a general aggregate limit, that
limit shall apply separately to this Agreement or shall be at least three times the
required per occurrence limit.
Garage keeper's Legal Liability with minimum limits of not less than One Million Dollars
141Page
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
($1,000,000) per occurrence. If the insurance includes a general aggregate limit, that
limit shall apply separately to this Agreement or shall be at least three times the
required per occurrence limit.
8. Monthly Invoices Payments
Cut-off date is the close of the last business day of the month. Bidder shall submit by
the 10th day of the following month Bidder's completed Statement of Services/Invoice.
Should the 10th fall on a weekend or holiday, Bidder shall submit his application on the
next workday.
Bidder is advised that processing of invoices must follow this schedule, as the City has
funding requirements and other payment obligations which may prevent payment of late
Statement of Services for that month's billing cycle. A late Statement of Services with a
recommendation for payment will be paid in the next month's billing cycle.
9. Warranty
A. Type of Warranty Coverage Required
In addition to all other warranties that may be supplied by the Bidder , the Bidder shall
warrant its products and/or service against faulty labor and/or defective material, for a
minimum period of one (1) year after the date of acceptance of the labor, materials
and/or equipment by the City. This warranty requirement shall remain in force for the full
one (1) year period; regardless of whether the Bidder is under contract with the City at
the time of defect. Any payment by the City on behalf of the goods or services received
from the Bidder does not constitute a waiver of these warranty provisions.
B. Correctina Defects Covered Under Warranty
The Bidder shall be responsible for promptly correcting any deficiency, at no cost to the
City, within 1 calendar day after the City notifies the Bidder of such deficiency in writing.
If the Bidder fails to honor the warranty and/or fails to correct or replace the defective
work or items within the period specified, the City may, at its discretion, notify the Bidder
, in writing, that the Bidder may be debarred as a City Bidder and/or subject to
contractual default if the corrections or replacements are not completed to the
satisfaction of the City within 1 calendar day of receipt of the notice. If the Bidder fails to
satisfy the warranty within the period specified in the notice, the City may (a) place the
Bidder in default of its contract, and/or (b) procure the products or services from another
Bidder and charge the Bidder for any additional costs that are incurred by the City for
this work or items; either through a credit memorandum or through invoicing.
10.Deficiencies In Work To Be Corrected By The Bidder (Not Under Warranty)
The Bidder shall promptly correct any and all apparent or latent deficiencies and/or
15 1'
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
defects in work and/or any work that fails to conform to the contract documents;
regardless of the fabrication, installation or completion status of the overall task. All
corrections shall be made within five (5) calendar days after such rejected defects,
deficiencies, and/or non-conformances are verbally reported to the Bidder by the City's
project administrator, who may confirm all such verbal reports in writing. The Bidder
shall bear all costs of correcting such rejected work. If the Bidder fails to correct the
work within the period specified, the City may at its discretion, notify the Bidder in
writing, that the Bidder is subject to contractual default provisions if the corrections are
not completed to the satisfaction of the City within five (5) calendar days of receipt of the
notice. If the Bidder fails to correct the work within the period specified in the notice, the
City shall place the Bidder on default, obtain the services of another Bidder to correct
the deficiencies, and charge the incumbent Bidder for these costs; either through a
deduction from the final payment owed to the Bidder or through invoicing. If the Bidder
fails to honor this invoice or credit memo, the City may terminate the contract for default.
A. Delay Penalties:
Should the Bidder fail to make repairs within (5) working days (excluding Saturday,
Sunday and Federal Holidays) from the date of the agreement to repair; or fail to supply
parts needed to the City or other mutually agreed on repair facility within (5)working
days from the date of order; then a delay charge of$200.00 per day (excluding
Saturday, Sunday and Holidays) for each (8) hour day delay or part thereof, exclusive of
Saturdays, Sundays and Holidays, shall be charged to the Guaranteed Maximum Cost
of Repairs.
11.Labor, Materials, And Equipment Shall Be Supplied By The Bidder
Unless otherwise provided in Section 3 (entitled "Technical Specifications"), of this
solicitation the Bidder shall furnish all labor, material and equipment necessary for
satisfactory contract performance. When not specifically identified in the technical
specifications, such materials and equipment shall be of a suitable type and grade for
the purpose of the warranty. All material, workmanship, and equipment shall be subject
to the inspection and approval of the City's Project Manager.
12.Labor And Material Charges
The Bidder shall provide the City with labor and materials in strict accordance with all
solicitation requirements on an as needed, when needed basis. Accordingly, the Bidder
shall indicate the cost of this labor and materials on the submittal form included within
this solicitation. The Bidder shall not offer an overtime hourly labor rate that exceeds 1
1/2 times the value of the regular hourly labor rate. If non-compliance in either regard is
evident either from the offer itself or from subsequent evaluation proceedings, the offer
shall be considered non-responsive and ineligible for award. No parts, accessories, or
supplies shall be used which might void the vehicle manufacturer's warranty.
161 � _
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
13.Materials Shall Be New And Warranted Against Defects
The Bidder hereby acknowledges and agrees that all materials, except where recycled
content is specifically requested, supplied by the Bidder in conjunction with this
solicitation and resultant contract shall be new, warranted for their merchantability, and
fit for a particular purpose. In the event any of the materials supplied to the City by the
Bidder are found to be defective or do not conform to specifications: (1) the materials
may be returned to the Bidder at the Bidder 's expense and the contract cancelled or (2)
the City may require the Bidder to replace the materials at the Bidder 's expense.
14.Purchase Of Other Items Not Listed Within This Solicitation Based On Price
Quotes:
While the City has listed all major items within this solicitation which are utilized by City
departments in conjunction with their operations, there may be similar items that must
be purchased by the City during the term of this contract. Under these circumstances, a
City representative will contact the primary Bidder to obtain a price quote for the similar
items. If there are multiple Bidder s on the contract, the City representative may also
obtain price quotes from these Bidder s. The City reserves the right to award these
similar items to the primary contract Bidder , another contract Bidder based on the
lowest price quoted, or to acquire the items through a separate solicitation.
15.Work Acceptance
This project will be inspected by an authorized representative of the City. This
inspection shall be performed to determine acceptance of work, appropriate invoicing,
and warranty conditions.
16.Drug And Alcohol Testing
The Bidder's employees must not possess, distribute, consume, use or cause to be
used, any controlled substance or alcohol on the Work sites. Any Bidder employee
under the influence of alcohol or a controlled substance must not be permitted to
perform any Work under the Contract. Any Bidder or Bidder employee found to be in
violation of this requirement will be permanently prohibited from performing any Work
under this Contract. Actions taken under this Article must not relieve the Bidder of the
obligation to provide sufficient personnel to perform adequate and timely Service as
required in this Contract.
171Page
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
SCOPE OF SERVICES /TECHNICAL SPECIFICATIONS
1. Scope of Services
Preventative Maintenance (PM) - Scheduled inspection of the vehicle based on either
time or mileage. PM's are scheduled for either 3 months or 3,000 miles, whichever
comes first. Select vehicles due to their unique service are performed more frequently.
A Preventative Maintenance consists of a visual inspection of the vehicle for damage or
missing parts, functional testing of components, lubrication, tire rotation, and servicing
as needed. The following should be performed:
Action
Component *reflects additional charge over PM rate
Visual inspect vehicle for damage or Advise accordingly
missing parts
Verify function of dashboard warning
indicators during prove out (key in
crank mode) advise if any warning Advise accordingly
indicators are continuously on. Record
idle miles for Police units
i Check horn & lights for operation. *Repair as needed
Tires - Inspect for unusual wear or *Replace as needed.
thread at or below 4/32nd of an inch
Rotate tires (if spare is new, rotate into
service) and inflate to manufacturers Part of PM
recommendations
Parking and service brake Inspect for proper operation and advise
accordingly.
Inspect coolant, brake, power steering, Top off fluids and advise of any concerns.
transmission, rear axle, and washer *Any Level 3 leak,fluid leaking on the ground
fluid. must be repaired.
Check oil level and condition prior to
Engine oil changing it. Advise of any concerns. Next
change oil and filter. Fill to top of full line on
dipstick_
Check and Adjust Drive Belts Advise accordingly
Inspect wiper blade and washer pump *Replace as needed.
Air Filter *Replace as needed
181E v
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
Battery terminals Service (part of PM)
Transmission fluid and fuel filter *Replace at 30,000 mile intervals
Check Engine Cooling System, Hoses *Replace as needed.
And Clamps
Check Exhaust System Advise accordingly
1 Check Air Condition System, Freon Advise accordingly
Level
B. TECHNICAL REQUIREMENTS
Replacement Parts — Replacement parts should be New Original Equipment unless
noted otherwise or agreed upon for a specific repair or authorized by the City
representative. Where an O.E. has multiple lines, the premium line should be used
(Example: Motorcraft use Super Duty, AC Delco use OE Service).
Exceptions
1. Motor Oil must be of premium grade and meet Ford Motor Company's
specifications for 5W-20 or 5W-30 Synthetic Blend for gasoline engines and 15W
40 Super Duty for diesel engines. Going forward, manufacturers may switch to a
full synthetic. Provision for price adjustments will be noted below.
2. Brakes on Ford Motor Company vehicles should be Motorcraft Super Duty when
available or Motorcraft. For marked patrol units use Ford Original Equipment
pads, not Motorcraft.
3. Transmission/ Rear Axle Fluid / Refrigerant/ Brake Fluid — Must be of high
quality and meet O.E. manufacturer's specifications.
4. Wiper Blades— High quality refill (Anco or Trico is acceptable), for GM AC Delco
Advantage line is preferred.
5. Misc. supplies— hose clamps, wire connectors, etc. must be of high quality.
Minimum Requirements: Technicians must be certified by either the respective vehicle
manufacturer or ASE certified for the repairs being performed.
Bidder must have an ASE Certified Master Mechanic, on staff, for automobile and light
trucks, mechanics shall have the following ASE certifications:
• Al Engine Repair
19 a
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/2912024
• A2 Automatic Transmission/Transaxle
• A3 Manual Drive Train & Axles
• A4 Suspension & Steering
• A5 Brakes
• A6 Electrical/Electronic Systems
• A7 Heating and Air Conditioning
• A8 Engine Performance
Bidder shall be responsible for the appearance of all working personnel assigned to the
project (clean and appropriately dressed at all times).
All employees of the Bidder shall be considered to be at all times the sole employees of
the Bidder, under the Bidder's sole direction, and not an employee or agent of the City
of Sunny Isles Beach.
Tires —The City purchases Goodyear tires using the State of Illinois Contract and
pricing. The facility shall provide tires accordingly, as needed. The city will pay for the
mounting, balance, tire valves, and disposal of old tires upon usage at State of Illinois
rate. The city will not be responsible for any other fees or charges.
Shop Equipment—The facility shall have sufficient high-quality tools and equipment to
service late model vehicles (brake lathe, tire changer, tire balancer, alignment, tire
pressure monitor tools, and OBDII diagnostic equipment).
Repairs - Before providing repair work, cost estimates shall be provided to Fleet
Management detailing parts and labor required for the repair. No additional repairs will
be allowed unless first authorized by Fleet Management.
• If a cost estimate for repair appears unreasonable in view of prior cost
experience and other prevailing estimates, the City reserves the right to obtain
services from another source.
• In no case shall the charge for labor exceed the bid price per hour times the
numbers of hours quoted at such time repairs were performed.
2. Hours Of Operation
Bidder shall at a minimum, provide for the operation of the facility six (6) days per week,
from 7:30 a.m. to 5:00 p.m. Monday through Friday, 7:30a.m to 12:00 p.m. Saturday
except for any federal holidays.
3. Protection
A. The Bidder shall be solely responsible for City vehicles and equipment while in
their possession for maintenance and/or repairs.
20IPa��
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
B. Vehicles left at Bidder's facility during non-business hours to complete service
must be stored in a secure area.
C. The Bidder must take all necessary precautions for the safety of employees in
the performance of the Work on, about or adjacent to the premises, and must
comply with all applicable provisions of Federal, State, and local laws, including,
but not limited to the requirements of the Occupational Safety and Health Act of
1970 (OSHA), and amendments thereto, to prevent accidents or injury to persons
on, about or adjacent to the premises where the Work is being performed.
4. Estimates
Bidder shall provide written "not to exceed" estimates on any repair. The estimate will
include the estimated number of hours, hourly rate, estimated material cost and
completion date. It will be the Bidder's responsibility to ensure they have all the
equipment and materials to provide accurate estimates. No work shall be performed by
the Bidder before authorization is provided by the City Representative.
5. Hourly Rate
The hourly rates quoted shall include full compensation for labor, equipment use, and
any other cost to the Bidder .
6. Quality Of Parts To Be Furnished
Parts furnished to the City shall meet or exceed the quality of the parts furnished
originally for the equipment (OEM). However, if the original manufacturer has updated
the quality of the parts for current production, parts supplied under this contract shall
equal or exceed the updated quality. Failure to provide items of such quality will be
cause for rejection and / or return of said item. The burden of proof and cost of analysis
will be the Bidder's. There will be no reboxing of parts.
Rebuilt/ remanufactured parts will have been dismantled and reconstructed as
necessary: all internal and external parts cleaned and made free from rust and
corrosion; all impaired, defective, or substantially worked parts restored to a sound
condition or replaced with new, rebuilt, or unimpaired used parts; all missing parts
replaced with new, rebuilt, or unimpaired used parts; and such other operations
performed as are necessary to put the product in sound working condition. Rebuilt or
used parts must conform to the manufacturer's reconditioning tolerances.
Costs for lubricants, grease, and other similar materials used to maintain or repair city
fleet vehicles shall be included in the parts cost incurred by the Bidder and ultimately to
be part of the targeted operating budget costs in accordance with the provisions of this
agreement.
211F, aw -
United City of Yorkville.Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
7. Performance Standards
The Bidder needs to be fully aware of the fact that City departments that rely on
vehicles to perform their functions operate in a highly competitive environment and time
for maintenance and repair work is of the essence. With this in mind, the Bidder will
meet the performance standards noted below during the term of this agreement.
The Bidder will be expected to maintain these performance standards at all times. Labor
disputes, strikes, and other events, except those beyond the Contactors' control will not
relieve the Bidder of meeting these standards.
8. Vehicle Turnaround Time Standards
The following percentages of all maintenance and repair work must be completed within
24 hours of the vehicle's delivery to the garage or within 24 hours of notification of
maintenance requirements (excluding weekends and non-working holidays):
General Fleet Vehicles 85% of the time
One-Ton or Smaller Vehicles 80% of the time
Larger than One-Ton Vehicles 75% of the time (Includes Construction Equipment
& other specialty equipment)
No more than 5% of all vehicles will be out of services for maintenance or repair for
more than 48 hours per trip to the garage with the following exceptions:
• Accident or Vandalism Repair: If the cost of repair is less than $2,000, the repair
must be completed within ten (10) calendar days of the damage notification. If
the cost of repair is $2,000 or greater, the repair must be accomplished within
twenty (20) calendar days from the date of damage notification.
• Vehicles awaiting repair authorization from the City: In cases where the Bidder is
awaiting repair authorization from the City to proceed with a given repair, the
period from which turnaround time is measured will begin with the City's
authorization to process with the repair.
• Major component overhauls or replacements: Major component overhauls or
replacements within the first four (4) months of the initial contract year will require
written authorization from the City. The amount of time allowed for these repairs
will be decided by the City as a function of the need for the vehicle and the
nature of the repair.
• Vehicles Exempted by the City: In instances where the City decides that it would
22lP aae
United City of Yorkville, Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
be in the City's best interest to temporarily waive vehicles turnaround
performance standards for all or selected vehicles, the City will provide the
Bidder written notification of this decision including specification of the time
period for which these standards will be relaxed.
The Bidder is responsible for notifying the representative of user departments by
telephone, email or in person when any vehicle will be out-of-service for maintenance or
repair for more than 24 hours.
9. Rework
All re-work must be performed within 24 hours after City notification of corrective action.
1 Q.Ad Hoc Reports
The Bidder may be required to assist in the generation of any ad hoc reports as the City
or any of its user departments may request. In addition, some users may require copies
of repair orders when vehicles are picked up to document costs incurred that are eligible
for Federal reimbursement. All such requires must go through the City Representative.
231Pa -
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
PROPOSALFORMAT
Proposers must submit one (1) completed proposal packet including the entire RFP
packet. Be sure that the individual signing the Proposal is authorized to commit the
organization to the Proposal as submitted. The City reserves the right to request
additional data or material to support Proposals. All material submitted in response to
the RFP will become the property of the City.
LABEL EACH SECTION AS NUMBERED
The proposal must be in the following format. Failure to submit all documentation in
response to items #1 through #9 of this section may result in the proposal being
deemed non-responsive and may result in the proposer's bid not being considered, in
the City's Sole Discretion.
1. Company Information
• All Proposers must provide the following:
o Name of Agency/Company (including any "Doing Business As" names)
o Company Locations.
o Internet Web Site Address (if any).
o Details of Entity Business Structure (Corporation, Partnership, LLC).
o Date Founded.
o Home office address, telephone number, and local address and phone
number.
c List of any outstanding litigation that would threaten the viability of the
bidder or the performance of this contract.
o Proof of insurance.
o Indication of how long it would take to implement service after authorized
to begin.
o Hours of operation
2. Qualifications
• Include licenses and certificates such as the ASE Certified Master Mechanic.
• A schedule of proposed services. The schedule should include the Proposer's
understanding of the issues and tasks of the project at hand.
3. Staffing
Relevant experience and qualifications of key personnel, including key personnel of
subcontractors, that will be assigned to this project as well as experience and
qualifications. The size and experience of the company staff pool from which staff
assigned to the contract can be drawn. The composition of the staff team should
24 a
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
include:
• The names of the employees in the area responsible for this contract
• Their function in the company.
The name of the person who will be responsible for the coordination of work.
4. Proposal Submittal Forms
The following items must be completed and included in proposal submittal:
• Bidder Certifications
• Management Information Sheet
• Price Proposal
• Detail Exception Sheet
• References
• Contract
The City retains the right to request any additional information pertaining to the
Proposer's ability, qualifications and procedures used to accomplish all work under the
contract as it deems necessary to ensure safe and satisfactory work.
251Pave
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
BIDDER CERTIFICATIONS
The undersigned Bidder;
A. Certifies that it is not barred from contracting or contracting with the City as a result
of a violation of either Paragraph 33E-3 (Bid rigging) or 33E-4 (Bid rotating) of Act
5, Chapter 720 of the Illinois Complied Statutes regarding criminal interference
with public contracting; and
B. Swears under oath that it is not delinquent in the payment of any tax administered
by the Illinois Department of Revenue as required by Chapter 65, Act 5, paragraph
11-42.1 of the Illinois Complied Statutes; and
C. States that is has a written sexual harassment policy as required by the Illinois
Human Rights Act (775 ILCS 5/2-105(A) (4) a copy of which shall be provided to
the City upon request; and
D. Agrees to comply with the requirements of the Illinois Human Rights Act regarding
Equal Employment Opportunities as required by Section 2-105 of the Illinois
Human Rights Act (775 ILCS 5/2-105) and agrees to comply with the Equal
Employment Opportunity Clause, Section 750, Part 750, Chapter X, Subtitle B of
Title 44 of the Illinois Administrative Code incorporated herein by reference; and
E. Agrees to comply with current applicable regulations of the Americans with
Disabilities Act; and
F. Agrees to comply with the civil rights standards set forth in Title VII of the Civil
Rights Act as mandated in Executive Order No. 11246, U.S.C.A. Section 2000e
n.114 (September 24, 1965); and
G. Agrees to provide a drug-free workplace pursuant to the Drug-Free Workplace Act
(30 ILCS 580/1 et seq.) (25 or more employees under a contract of more than
$5,000 or for individuals only when greater than $5,000).
Gjovik Ford Inc.
Business Name
Brian Redmond
Printed Name idder
08/29/2024
Signature of Authorized Representative Date
26 1 P a
United City of Yorkville, Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
MANAGEMENT INFORMATION
Proposers and their subcontractor must have prior successful experience performing
maintenance and repair services on automobiles, trucks and other vehicles, must be
licensed to conduct business in the State of Illinois, and must possess all permits,
licenses, certifications, approvals, equipment, materials, and staff necessary to perform
and/or carry out the requirements of the contract. Please supply the information
requested below. Attach additional sheets, if necessary, to provide required
information.
Gjovik Ford Inc.
Business Name
12950 E US Route 34 Plano, IL 60545
Address City, State, Zip Code
Brian Redmond (630)925-7602
Contact Person Telephone Number
QUESTIONAIRE:
Number of years company has been in
the business of vehicle maintenance and 34 Years
repairs services:
Number of repair employees: 11
Hours of operation: M-F 7:30-6pm
Have you included copies of ASE All are Base Certified, Master Certified, or
Certified Master Mechanic certificates for Senoir Master Certified through Ford Motor
your technicians? Company.
p Y•
Proximity to United City of Yorkville City 4 miles
Hall (800 Game Farm Road)
t
Has your shop ever been a subject of
Better Business Bureau action? No
How many bays are available for 18
vehicles?
27 1 a`
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
PRICE PROPOSAL
UNIT PRICE: Unit price should be numeric. Unit price left blank will be deemed "no bid"
ands price of$0 will be deemed" included at no charge."
GROUP #1 - CARS AND TRUCKS UP TO 1% TON
Preventive Maintenance per Section 3.1
A Indicate the actual Posted Shop Labor $ 189.95
Rate
B Percentage Discount from the Posted 34%
Shop Labor Rate
C Discounted Hourly Shop Labor Rate $ 125.00
AND
Percentage Discount off the O.E.M. / MSRP Cost + 25%
List for parts
FLAT RATE SERVICES
No. Description Extended Cost
D Alignment of Front Axle Only (complete) $ 89.95
E Alignment of Front and Single Rear Axle (complete) $ 139.95
F Oil Change $ 60.00
(Up to 5 quarts of Oil and Oil Filter
F.1 Synthetic Oil Change $ 88.00
(Up to 5 quarts of Oil and Oil Filter)
I
GROUP #2 -TRUCKS OVER 1%TON
Preventive Maintenance per Section 3.1
A Indicate the actual Posted Shop Labor $ 209.95
Rate
B Percentage Discount from the Posted 35%
Shop LaborRate
C Discounted Hourly Shop Labor Rate $ 135.00
2 8 1 P a g e
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
AND
Percentage Discount off the O.E.M. / MSRP List Cost + 25%
for parts
FLAT RATE SERVICES
No. Description Extended Cost
D Alignment of Front Axle Only (complete) $ 109.95
E Alignment of Front and Single Rear Axle (complete) $ 109.95
F Oil Change $ 60.00
(Up to 5 quarts of Oil and Oil Filter
F.1 Synthetic Oil Change $ 88.00
(Up to 5 quarts of Oil and Oil Filter
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.
Gjovik Ford Inc.
Business Name
Brian Redmond
Printed Na Bidder
08/29/24
Signature of Authorized Representative Date
291Page
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
DETAIL EXCEPTION SHEET
Any exception must be clearly noted on this sheet. Failure to do so may be the reason
for the rejection of the proposal. It is not our intention to prohibit any potential Bidder from
contracting by virtue of the specifications, but to describe the material(s) and service(s)
actually required.
the City reserves the right to accept or reject any or all exceptions.
Bidder's exceptions are:
Parts Discount excludes Engine and Transmission assemblies. No SaturdayService hours
301
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
REFERENCES
Enter below current business references for whom you have performed work similar to
that required by this proposal.
Reference No. 1
Kendall County Sheriff's Office
Business Name
1102 Cornell Lane Yorkville, IL 60560
Address City, State, Zip Code
Andy Peters (630)553-7500 Ext# 1136
Contact Person Telephone Number
Aug 2017-Present Fleet maintenence/Warranty Repairs
Dates of Service Nature of Work
Reference No. 2
Little Rock Fox Fire Protection
Business Name
300 Mitchell Dr. Plano, IL 60545
Address City, State, Zip Code
Dave Jordan (630)669-4984
Contact Person Telephone Number
March 2005-Present Fleet Maintenence/Warranty Repairs
Dates of Service Nature of Work
Reference No. 3
Door Distributers
Business Name
5429 W Roosevelt Rd. Cicero, IL 60804
Address City, State, Zip Code
Kevin Holmes (708)780-0777
Contact Person Telephone Number
June 2018-Present Fleet Maintenece and Repairs
Dates of Service Nature of Work
311Paa .
United City of Yorkville,Illinois
Requested Proposal for
Fleet Maintenance Services
8/29/2024
CONTRACT
This CONTRACT ("Contract') made and entered into this 24th day of September
2024, by and between the United City of Yorkville, Kendall City, an Illinois
Municipal Corporation, hereinafter referred to as the
"City" and _Gjovik Ford Inc. hereinafter referred to as the "Bidder"
and its successors.
WITNESSETH:
WHEREAS, the City has solicited proposals for all labor and materials necessary
to complete the work specified in the Request for Proposals for the Landscape
Maintenance Services for the Fleet Maintenance Services.
WHEREAS, the City has found that the Bidder is the lowest responsible Bidder for
said work and has awarded the Bidder this contract for said work; and
WHEREAS, the entire proposal packet together with all exhibits, terms, and
conditions to become a part of this contract unless otherwise specified all of which are
made a part hereof and herein called the "Contract Documents". The City assumes that
submission of a proposal means that the person submitting the proposal has familiarized
themselves with all conditions and intends to comply with them unless noted otherwise.
NOW, THEREFORE, for and in consideration of their mutual promises and
agreements, the parties hereto do hereby agree as follows:
1. The Bidder agrees to furnish all materials, supplies, tools, equipment, labor and other
services necessary to commence and complete the work in accordance with the
specifications, conditions, and prices stated in the proposal packet.
2. The City will pay the Bidder in the amounts, manner and at times as set forth in the
Contract Documents.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, this Contract as of the day and year first above
written:
UNITED CITY OF YORKVILLE: CONTRACTOR:
By: By:
Mayor Signature c.
4,�,
Print Name and Title
Attest: Witness: ----
Cit Clerk neSS
32 Pa c