Community Unit School District #308
Oswego, Illinois
Bid for Mowing Services
Bid for Mulch Bed Management
DUE: Thursday, March 26th, 2015 at 10:00 a.m.
Contact for Technical Questions:
Steve Weaver
District Grounds Supervisor
SD308
PHONE NO.: 630-327-4905
EMAIL:
BID PREPARED BY:Bill Baumann
Director of Operations
SD308
71Stonehill Road
Oswego, Illinois 60543
PHONE NO.: 630-636-3171
EMAIL:
Requests for site visits or questions regarding this bid should be directed to SteveWeaver, District Grounds Supervisor at 630-327-4905
~ or ~
Kathy DeRose, Assistant to Bill Baumann at 630-636-3170
Terms and Conditions
SCOPE OF WORK
Community Unit School District #308 (SD308) intends to establish a service agreement with a contractor(s) who has the ability to supply mowing services for eight (8) school district campuses and Contractor(s) who has the ability to supply mulch bed management services for ALL School District campuses. Contractor(s) shall comply with all applicable federal, state, local and municipal statutes, ordinances, etc.
- See attached list of building locations
SPECIFICATIONS FOR EACH MOWING
Entire grounds around all schools are to be mowed. Grass will be cut to 3 inch height. Mowing shall include all trim work, including string trimming, within the property lines of the schools. This includes, but is not exclusive to, trimming around trees, shrubs, flowerbeds, buildings, sidewalks, playground equipment, parking lots, ditches, creeks, signs, light poles, curbs, fences (including varsity football field fence), etc. Grass trimming and debris generated from mowing and weed eating is to be removed from all concrete sidewalks and steps around the school buildings. Mowing contractor(s) will be responsible for removing trash before mowing on school grounds. Mowing contractor(s) will not be responsible for keeping varsity football field mowed.
Mowing Schedules
All campuses are to be mowed weekly but mowing needs may be adjusted as necessary at the School District’s or its designee’s discretion. During the early spring, typically from April 1st to June 1st, the schedule may be adjusted to compensate for the “rainy season” and heavy growth. The schedule may be re-adjusted in the late summer when growth slows.
Schedules, listing dates and approximate mowing times are to be submitted by the contractor(s) at the request of the School District or designee prior to the mowing season. Any schedule changes must be reported to designee. Prior to each mowing, a representative of the mowing contractor(s) is to check in at the school main office with the Principal or Assistant Principal to make them aware that the contractor is on the campus. This is necessary and important to ensure student and faculty safety.
Schedules need to be flexible to accommodate special school events and to ensure student safety. Designee will notify contractor(s) of special events. Mowing contractor(s) will accommodate the schools in all circumstances.
A work ticket will be provided to the contractor(s) describing work to be completed and is to be signed by the Building Engineer after each scheduled mowing. If Building Engineer is not available, a Building Administrator may sign. A copy is to be left at each building as a record of completed work. If mowing is performed over the weekend, a signature must be obtained the following work day. Signed work tickets will be required to justify invoicing.
Equipment
Mowing equipment is to be kept in good working order at all times. This includes level mowing decks and all safety features designed to be used with equipment according to manufacturer’s recommendations. Blades on all mowing equipment are to be kept sharp and in good working condition. Equipment may be periodically checked by the School District or its designee to ensure even cutting and safe operation. The School District reserves the right to request repairs or corrections to any mowing equipment necessary to assure public safety and satisfactory results.
References
Contractor(s) are required to furnish three (3) references for mowing and three (3) references for mulch bed management from school districts or businesses of similar size with bid.
It is understood and agreed that the contractor(s) will perform other similar duties not specifically listed in the schedule that may be required to ensure that service is adequately provided to the desired level of the contracting entity (SD308) and meets professional standards. The contractor shall maintain staffing levels appropriate to maintain optimum conditions of service. If the level of service at any time is considered to be unacceptable to SD308, the contractor will be required to take whatever measures are required, at their cost, to maintain optimum conditions of service within 24 hours.
EVALUATION CRITERIA
Award of proposal shall be made to the lowest responsive and responsible contractor(s), meeting the specifications set forth herein. The company selected will be the one with the best overall proposal, the best contract pricing with the least contingencies, with best knowledge of the business, as well as meeting the District’s service requirements/specifications. The District will review written proposals and intends to make its selection based on these written proposals. In addition to the quoted price, the following is a partial list of the criteria that may be used in our determination of contractor(s) responsibility and responsiveness:
- Superior quality and adherence to specifications as a qualified contractor(s);
- Experience with school districts of similar size and complexity;
- Company’s reputation and past work history with SD308;
- Pricing structure;
The School Board reserves the right to accept or reject any or all proposals; to request resubmission of proposals; to waive irregularities in the proposals; award to more than one (1) contractor; such as shall best serve the requirements and interests of SD308. The mowing and mulch bed management agreements between SD308 and the contractor(s) is contingent upon budget allotments and is subject, with notification, to restrictions or cancellation if budget adjustments are deemed necessary by the Board. In the event that a bidder should withdraw a bid or default after a bid is awarded, the resulting action will be determined by SD308 and is subject to Board policy.
SD308 will present the recommended proposal at the April 13, 2015 school board meeting.
SPECIFICATIONS FOR MULCH BED MANAGEMENT
- Edge all mulch beds and tree wells.
- Re-mulch all beds and tree well 1 time per year at 3” depth.
- Mulch shall be double shredded brown hardwood.
- Weed all beds and tree wells.
- Shrubs shall be pruned to a uniform natural look.
- All ornamental grass shall be cut to a 10” height in late fall.
- Perennials shall be reduced (cut) in late fall to a height of 4” – 5”.
- All beds, sidewalks and parking lots shall be cleaned of debris after each visit.
- Beds shall receive pre-emergent granular herbicide treatment.
TERMS OF AGREEMENT
The initial term of the mowing contract shall be from date ofcontract signing through November 1, 2015. The initial term of the bed management contract shall be from date of signing through December 1, 2015.
SD308 and the contractor(s)may renew the original agreement for two (2) additional one-year periods at the discretion of SD308 per verbal authorization from SD308 Director of Operations.
SD308 will not enter into agreements other than this bid document prepared by SD308, which will incorporate by reference all terms, conditions and instructions as stated.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the initial period and the Contractor(s) requests a price increase or decrease, the contractor(s) shall provide sufficient written certification and documentation to substantiate the request. The increase cannot exceed the CPI (Consumer Price Index) at the time. SD308 reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost, the future performance of the contract.
ADDITIONS/DELETIONS OF SERVICE
SD308 reserves the right to add and/or delete services during the term of this agreement. Should a service requirement be deleted, payment to the contractor will be reduced proportionally, in accordance with the proposal price to the amount of service reduced. Should additional services be required from this contract, prices for such additions will be negotiated between the contractor(s) and SD308.
CONTRACT ADMINISTRATOR
The contract administrator shall be the Director of Operations for SD308. During the term of the agreement, should any specific school personnel request a change of scope or function of the agreement, such request shall be reported to the Director of Operations, prior to any changes being made. Any additions or deductions must be processed with a formal change order through the Director of Operations.
TERMS OF PAYMENT
SD308’s procurement card program allows authorized employees to purchase goods and services using a MasterCard. Preferred method of payment will be by MasterCard.
Purchases authorized under this agreement that are not charged to the SD308 MasterCard account will be processed through Electronic Payment / ACH Credit and will require the contractor(s) to complete an ACH Credit Authorization Form – allowing the school district the authority to initiate credit entries to the contractor(s) account(s). SD308 will also accept invoices for payment. Invoices must include dates services were provided, as well as signed work tickets. Payments to be made via a method other than MasterCard will be subject to applicable deadlines for processing at the first regularly scheduled monthly school board meetings only.
HOLD HARMLESS AND INDEMNITY
Insurance: The District reserves the right to require evidence of insurance covering the delivery of all equipment of the successful contractor(s) in the following limitations:
Workman’s Compensation Limit $ 500,000.00
Comprehensive Auto & General Liability:
Personal Injury $1,000,000.00
Property Damage $1,000,000.00
Comprehensive Auto & General Liability:
Non-ownership per occurrence $1,000,000.00
Umbrella Liability – Not Less Than $3,000,000.00
SD308 must be named as an additional insured. Certificates of Insurance acceptable to SD308 shall be filed with SD308 prior to commencement of work. The insurance shall be as specified or as required by law, whichever coverage is greater.
Safety: All equipment and supplies furnished shall meet all applicable regulations of the prevailing Codes and applicable safety regulations of the Division of Industrial Safety of the State of Illinois and Health and Safety Code of the State of Illinois.
Defense: The contractor(s) shall assume the defense of and shall pay, indemnify and save harmless the District, its agents and employees, from all suits, actions, claims, damages, losses and costs of every kind and description to which they or their agents or employees may be subjected by reason of injury, including death, to persons, or damage to property resulting from our growing out of any act of commission or omission by the contractor(s), its agents or employees, or its subcontractors.
Said defense will be applicable in connection with any activity, including any removal, relocation, construction, installation or maintenance work, service or operation being undertaken or performed by or for the contractor(s) whether on or off the site or any portion thereof, whether such suits, actions, claims, damages, or its agents and employees, or by other persons, corporations or legal entities to whom the district or its agents and employees, may be liable.
Assignment: The contractor(s) shall not assign or transfer by operation of law or otherwise any or all of these rights, burdens, duties or obligations without the prior, written consent of SD308.
MISCELLANEOUS
Taxes: The Board is exempt from paying Illinois Use Tax, Illinois Retailer’s Occupation Tax, Federal Excise Taxes, and any federal transportation tax.
Waivers: A waiver by the Board of any breach or failure to enforce any of the terms, conditions, or specifications of the Proposal Documents shall not in any way affect, limit, or waive the Board’s right thereafter to enforce and compel strict compliance with every term, condition, and specification thereof.
Default: If any contractor(s) fails to fulfill any or all terms and conditions of the bid Documents, said contractor(s) shall be declared to be in default, and shall be subject to any and all other remedies available to the Board.
Compliance with Applicable Law: The contractor(s) shall at all times observe and comply with all laws, ordinances, regulations, and codes of the Federal, State, County, and other local government agencies, which may in any manner affect the preparation Illinois Prevailing Wage Act, the Illinois Human Rights Act, and the Equal Employment Opportunity Act.
Assignment: The contractor(s) shall not delegate, assign, or subcontract the performance of any obligation hereunder to any third party without the prior written consent of the BOARD.
Surcharges: Surcharges (i.e. fuel surcharges) shall NOT be allowed to be added to invoices as an additional line item.
DOCUMENTS REQUIRED TO BE SUBMITTED WITH THIS PROPOSAL
- Submittal Form (attached) and Signature Page
- Bidder Certification
- Certification of Compliance with Illinois Drug Free Workplace Act
- Certifications of Compliance with SD308 Smoking/Tobacco Policy
- Three references for mowing and three references for bed management from school districts/institutions of similar size and complexity.
Proposal must be received in the Operations Services Building by Thursday, March 26th, 2015 at
10:00 am. Late proposals will not be accepted and will be returned unopened.
Name of the Proposal:Mowing Services – SD308
Mulch Bed Management – SD308
Deadline for Submittal:Thursday, March 26th, 2015 at 10:00 am.
Sealed Proposal Submitted To:Bidfor Mowing Services & Mulch Bed Management
William Baumann
SD308Operations Department
71Stonehill Road
Oswego, IL 60543
Method of Submittal:Mail Delivery or In Person
BID SUBMITTAL FORM – MOWING & TRIMMING
PRICE PER MOWING * STRING
SCHOOL CONTACT (as defined under “Specifications”) TRIMMING
Brokaw Early LearningCenter / Maria Lopez $ ______$ ______1000 Fifth Street / 551-9607
Oswego, IL 60543
Churchill Elementary / Mike Hosler $______$ ______
520 Secretariat Lane / 636-3807
Oswego, IL 60543
Homestead Elementary / Darrin Tackitt $ ______$ ______
2830 Hillsboro Blvd. / 636-3107
Aurora, IL 60504
The Wheatlands Elementary / Larry Byrnes $ ______$ ______
2290 Barrington Dr. / 636-3507
Aurora, IL 60504
Wolf's Crossing Elementary / Bill Lehmann $ ______$ ______
3015 Heggs Rd. / 636-3707
Aurora, IL 60503
Bednarcik Jr. High / Bob Spencer $ ______$ ______
3025 Heggs Rd. / 636-2507
Aurora, IL 60503
Plank Jr. High / Wayne Lehmann $ ______$ ______
510 Secretariat Lane / 551-9407
Oswego, IL 60543
OswegoEastHigh School / Joe Mikalajunas $ ______$ ______
1525 Harvey Road / 636-2207
Oswego, IL 60543
TOTAL $ ______$______
* In the event ONLY string trimming is needed, please provide a price for string trimming and debris removal.
BID SUBMITTAL FORM – BED MANAGEMENT
bEGINNING aPRIL
pERFORM sPRING VISIT July Visit oct/nov visit
(Includes Items 1, 2, 3, 4, 8 & 9 (Includes Items 4, 5, 8 & 9 (Includes Items 4, 6, 7 & 8
of Mulch bed management specs) of Mulch bed management specs)of Mulch bed management specs)
Boulder Hill Elementary / $ ______$ ______$ ______163 Boulder Hill Pass
Montgomery, IL 60538
Brokaw Early Learning Center / $______$ ______$ ______
1000 Fifth Street
Oswego, IL 60543
Churchill Elementary / $ ______$ ______$ ______
520 Secretariat
Oswego, IL 60543
East View Kindergarten Center / $ ______$ ______$ ______
4209 Route 71
Oswego, IL 60543
Fox Chase Elementary / $ ______$ ______$ ______
260 Fox Chase Drive North
Oswego, IL 60543
Grande Park Elementary / $ ______$ ______$ ______
26933 Grande Park Boulevard
Plainfield, IL 60585
Homestead Elementary / $ ______$ ______$ ______
2830 Hillsboro Boulevard
Aurora, IL 60503
Hunt Club Elementary / $ ______$ ______$ ______
4001 Hunt Club Drive
Oswego, IL 60543
BID SUBMITTAL FORM – BED MANAGEMENT (cont.)
bEGINNING aPRIL
pERFORM sPRING VISIT July Visit oct/nov visit
(Includes Items 1, 2, 3, 4, 8 & 9 (Includes Items 4, 5, 8 & 9 (Includes Items 4, 6, 7 & 8
of Mulch bed management specs) of Mulch bed management specs)of Mulch bed management specs)
Lakewood Creek Elementary / $ ______$ ______$ ______2301 Lakewood Creek Drive
Montgomery, IL 60538
Long Beach Elementary / $______$ ______$ ______
67 Long Beach Road
Montgomery, IL 60538
Old Post Elementary / $ ______$ ______$ ______
100 Old Post Road
Oswego, IL 60543
Prairie Point Elementary / $ ______$ ______$ ______
3650 Grove Road
Oswego, IL 60543
Southbury Elementary / $ ______$ ______$ ______
820 Preston Lane
Oswego, IL 60543
The Wheatlands Elementary / $ ______$ ______$ ______
2290 Barrington Drive West
Aurora, IL 60503
Wolf’s Crossing Elementary / $ ______$ ______$ ______
3015 Heggs Road
Aurora, IL 60503
Bednarcik Jr. High / $ ______$ ______$ ______
3025 Heggs Road
Aurora, IL 60503
BID SUBMITTAL FORM – BED MANAGEMENT (cont.)
bEGINNING aPRIL
pERFORM sPRING VISIT July Visit oct/nov visit
(Includes Items 1, 2, 3, 4, 8 & 9 (Includes Items 4, 5, 8 & 9 (Includes Items 4, 6, 7 & 8
of Mulch bed management specs) of Mulch bed management specs)of Mulch bed management specs)
Murphy Jr. High / $ ______$ ______$ ______26923 Grande Park Boulevard
Plainfield, IL 60585
Plank Jr. High / $______$ ______$ ______
510 Secretariat Lane
Oswego, IL 60543
Thompson Jr. High / $ ______$ ______$ ______
440 Boulder Hill Pass
Oswego, IL 60543
Traughber Jr. High / $ ______$ ______$ ______
570 Colchester
Oswego, IL 60543
Oswego East High School / $ ______$ ______$ ______
3015 Heggs Rd.
Oswego, IL 60543
Oswego High School / $ ______$ ______$ ______
4250 Route 71
Oswego, IL 60543
Transportation Center / $ ______$ ______$ ______
55 Stonehill Road
Oswego, IL 60543
Oswego 308 Center / $ ______$ ______$ ______
61 Franklin Street
Oswego, IL 60543
TOTAL $ ______$ ______$ ______
Certification by Bidder
The undersigned hereby certifies that the Bidder is not barred from bidding on this contract as a result of a violation of either the bid-rigging or bid-rotating provisions of Article 33E of the Criminal Code of 1961, as amended.
Name of Bidder (Please Print)Submitted by (Signature)
Title
The undersigned hereby certifies that the Bidder is in compliance with the Title 7 of the 1964 Civil Rights Act as amended and the Illinois Human Right Act as amended under Compliance with Legislation in Instructions to Bidder.
Name of Bidder (Please Print)Submitted by (Signature)
Title
Certifications of Compliance with
Illinois Drug Free Workplace Act
The undersigned, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (30ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that it is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act.
Name of Bidder (Please Print)Submitted by (Signature)
Title
Certificate Regarding Sexual Harassment Policy