Stephenson County, Illinois

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1 Stephenson County, Illinois REQUEST FOR PROPOSALS For EXTERIOR CLEANING OF STEPHENSON COUNTY COURTHOUSE Bids Due: Sealed proposals are due and must be received in the Stephenson County Administrator s Office, 50 West Douglas Street, Suite 1002, Freeport, Illinois, no later than 3:00 p.m. (central time) on Friday, July 31,

2 STEPHENSON COUNTY, ILLINOIS REQUEST FOR PROPOSALS PURPOSE Stephenson County, Illinois, is seeking sealed proposals from qualified companies to clean the exterior of the Stephenson County Courthouse in Freeport, Illinois. Questions about specifications may be obtained by contacting Stephenson County Administrator John Light at (815) , or visiting the County website at Sealed proposals are due and must be received in the County Administrator s Office, 50 West Douglas Street, Suite 1002, Freeport, Illinois, no later than 3:00 p.m. (central time) on Friday, July 31, No bids will be accepted after the time indicated. Sealed bids will be opened and publicly read at the Public Property & Safety Committee Meeting at 6:30 p.m. (central time), on Tuesday, August 4, 2015 or at such later time and place as may then be fixed. The Stephenson County Board reserves the right to reject any or all proposals and to waive technicalities or irregularities. SCOPE OF SERVICES Stephenson County is requesting proposals to clean the exterior of the Stephenson County Courthouse which involves the removal of exhaust stains and other build up from the façade. Included in the pricing should be the repair or caulking of windows, doors or panels which may be necessary to properly protect and seal the building. GENERAL TERMS AND CONDITIONS General Conditions This is not an offer to contract. Acceptance of a proposal does not commit Stephenson County to award a contract nor does it limit our right to negotiate in our own best interest. Contractor to provide all equipment and materials to complete job. Contractor is responsible for repairing any damage to the building or grounds in the process of cleaning the building and obtaining any necessary permits from the City of Freeport to complete the work. Right of Rejection Stephenson County reserves the right to accept or reject any and all responses to this RFP. Stephenson County also reserves the right to enter into discussions and/or negotiations with one or more qualified suppliers at the same time. Right of Negotiation 2

3 Stephenson County reserves the right to negotiate with the lowest and/or best proposer after proposal opening and establishment of the low cost/responsible bidder, before the contract is awarded and/or after contract award. Stephenson County reserves the right to negotiate the exact terms and conditions of the contract with the selected proposer. Codes & Regulations Proposer must comply with all applicable State and Federal Laws. Termination of Contract Stephenson County may, at any time they deem necessary, terminate this agreement with thirty (30) days written notice, for any justifiable reason, such as discontinued use of gas service to buildings, negotiation of better price with another supplier, breach of contractual obligations, without incurring penalties or additional fees. Certificate of Insurance The successful supplier will be required to show evidence of adequate insurance coverage by furnishing the County a certificate of insurance which meets the minimum requirements of the Stephenson County Certificate of Insurance Policy. The policy states: Before a contract signed, or any work commenced, contractors doing business with the County are required to provide proof of insurance satisfactory to the County and documentation evidencing that the vendor maintains insurance that meets the following minimum requirements: I. General Liability Insurance of not less than $1,000, combined single limit per occurrence for bodily injury and property damage, $2,000, aggregate. II. III. IV. Personal and Advertising Injury of not less than $1,000, per occurrence. Worker s Compensation and Employer s Liability Insurance, of not less than 500/500/500, covering all employees and subcontractors of Contractor as required by law in the State of Illinois. Automobile Liability Insurance of not less than $1,000, is required in the event motor vehicles are used by the Contractor in the performance of the Agreement. V. In the event Contractor is a licensed professional, and is performing professional services under Agreements with the County, professional liability (for example, errors and omissions) is required with a limit of liability of not less than $1,000, per occurrence, $3,000, aggregate. VI. VII. Contractor shall furnish a certificate of insurance satisfactory to the County as evidence that the insurance required above is being maintained. The certificate of insurance must include the following provisions: 3

4 1. Stephenson County must be named as an additional insured under the Vendor s General Liability insurance. This provision shall apply to all liability policies except worker s compensation and professional liability insurance policies. 2. The Contractor shall not cancel insurance coverage. Insurance shall be kept in force during the duration of the contract. 3. When entering into a contractual agreement with the County, the Vendor shall agree to indemnify and hold harmless the County, their officers and employees, from and against any and all claims, losses, judgments, liabilities or claims for attorneys fees arising out of or resulting from Contractor s performance of its duties pursuant to the contract. 4. The Vendor s insurance coverage shall be primary insurance as respects the County, its officers, officials, employees and volunteers. 5. Any failure of the contractor to comply with the reporting provisions of the policies shall not affect the contractors obligations provided to the County, its officers, officials, employees, or volunteers under this agreement. 6. Contractor s obligations shall not be limited by the forgoing insurance requirements and shall survive expiration of any agreements with the County. Indemnification The supplier shall agree to indemnify and hold harmless the County, their officers and employees, from and against any and all claims, losses, judgments, liabilities or claims for attorneys fees arising out of or resulting in whole or in part from the acts, errors, omissions or negligence of the supplier and/or supplier s employees or agents. The duty to indemnify shall survive the expiration of the contract. Disclosure Vendor shall note any and all relationships that might be a conflict of interest and include such information with the bid. METHOD OF BIDDING Sealed proposals are due and must be received no later than 3:00 pm (CST) on Friday, July 31, 2015 at the following address: Stephenson County Administrator s Office Attn: John Light, County Administrator Stephenson County 50 W. Douglas Street 4

5 Suite 1002 Freeport, IL Proposals will be delivered in a sealed envelope to the previously stated address and will be clearly marked on the outside of the envelope the following information: PROPOSAL FOR EXTERIOR CLEANING OF COUNTY COURTHOUSE. Each proposal shall include a letter of transmittal which bears the signature of an authorized representative of the supplier. Proposals may be delivered by express mail, regular mail, or in person. Faxed or ed proposals are not acceptable. Stephenson County will not be responsible for late mail deliveries and no proposals will be accepted if received after the time stipulated in this RFP. FORMAT FOR RESPONSE To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the proposal be organized in the format specified. 1. Profile of the Vendor Please provide a brief overview of your company. 2. Draft Plan of Action 3. References a) How you would proceed in cleaning the exterior of the building b) Timeline outlining the project and steps from start to finish 4. Proposed Pricing 5

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