Request for Quotes: Native Plant Materials for Sale on Consignment at the Forest Preserve District of DuPage County 2016 Native Plant Sale

Transcription

1 Request for Quotes: Native Plant Materials for Sale on Consignment at the Forest Preserve District of DuPage County 2016 Native Plant Sale

2 1. Description The Forest Preserve District of DuPage County (hereinafter District ) requests quotes from nurseries to extend an inventory of plant species that are native to DuPage County, Illinois, for sale on consignment to the general public during the District s annual Native Plant Sale. The District will enter into consignment contracts with nurseries based on the lowest per-unit price (delivered and labeled) for each plant and contingent upon the nursery s ability to deliver the requisite species and container sizes. Nurseries should only consider extending prices for those species for which there is a high probability for delivery of mature stock on Thursday, May 5, 2016 between 9:00 a.m. and 2:00 p.m. Nurseries may withdraw from participation upon written notification to the District at any time prior to entering into a consignment contract. All nursery stock material to be sold on consignment must originate from seed collected within 150 miles of DuPage County. In addition, nursery stock material shall not be treated with insecticides containing neonicotinoids, or neonics as they are commonly called. Lastly, all plants must be clearly and individually-labeled with the species common name, as well as the Latin genus and species nomenclature. The District reserves the right to refuse any damaged or immature stock in the interest of offering the highest quality native plant materials for sale to the general public. The District assumes no responsibility or liability for any refused nursery stock. 2. Purpose and Scope The purpose of this Request for Quotes is to ensure an equitable opportunity for participation by nurseries and to offer a competitive basis by which consignment contracts will be awarded. Submission of a proposal indicates acceptance by a nursery of the conditions contained in this Request for Quotes, unless otherwise clearly and specifically noted in the proposal submitted. All quotes extended must reflect the per-unit price (delivered and labeled) for each plant. Individual labels must include the species common name, as well as the Latin genus and species nomenclature. All plants to be considered for sale on consignment must be delivered in an alive, healthy, hydrated, hardened-off, and stable growing condition. Nurseries will be extended a consignment contract for those species for which the nursery has extended the lowest per-unit price (delivered and labeled) for the requested species and the unit size requested by the District. Should a nursery be unable to extend the total amount of inventory requested, the secondlowest per-unit price (delivered and labeled) will be used to fill the District s needs for inventory. After the conclusion of the Native Plant Sale, nurseries may elect to pick-up unsold inventory from the District, with the expense and liability of the pick-up being the sole responsibility of the nurseries. Alternatively, nurseries may elect to donate unsold inventory to the District by providing written notification to the District before or after the Sale. The District agrees to pay nurseries the per-unit cost provided for plants that have been damaged during the Sale and/or remain unsold as partial (broken) flats.

3 The 2016 Native Plant Sale is planned on the grounds of Mayslake Peabody Estate, which is located at 1717 West 31 st Street in Oak Brook, Illinois. The event schedule is as follows: Thursday, May 5, 2016: Nursery delivery of inventory between 9 a.m. and 2 p.m. Friday, May 6, 2016: Native Plant Sale open to public between 11 a.m. and 7 p.m. Saturday, May 7, 2016: Native Plant Sale open to public between 9 a.m. and 3 p.m. Monday, May 9, 2016: Nursery pick-up of unsold inventory between 9 a.m. and 2 p.m. The District shall be responsible for the following in support of the Native Plant Sale: 1. Promotion and advertising. 2. Receipt of pre-orders in advance of on-site sales on May 6, 2016 and May 7, Placement of tents, tables, signs, price lists, and checkout stations. 4. On-site staff to: - Unload, inventory, and stock native plant materials. - Organize presale orders for pick-up. - Water native plant materials between May 5, 2016 and May 9, Provide customer service, including expert guidance and interpretation. - Operate checkout stations with payment options to include cash, check, and credit card. - Inventory unsold native plant materials and communicate with nurseries about pick-up. 5. Payment of sales tax for all transactions completed on May 6, 2016 and May 7, Because of the year-to-year variability in available species, which is dependent upon seasonal growing conditions and nursery stock availability, the District does not guarantee to the public that all species ordered in advance will be delivered. Instead, presale orders will be filled to the extent that the native plant materials are available, with payment required at the time of pick-up during the two-day Sale. Any presale orders that are unclaimed will be offered for sale to the general public. 3. Proposal Submission Participating nurseries must complete and submit the Proposal for Consignment of Native Plant Materials for 2016 Native Plant Sale, which is enclosed and attached hereto as Attachment A (five pages). (An electronic copy of this document is available upon request to ) The District will accept proposals in sealed envelopes before 2:00 p.m. on Friday, March 18, Deliveries will be accepted in-person at: Forest Preserve District of DuPage County 3S580 Naperville Road Wheaton, Illinois Attention: BID ENCLOSED NATIVE PLANT SALE Chris Gingrich Deliveries will be accepted via mail at: Forest Preserve District of DuPage County P.O. Box 5000 Wheaton, Illinois Attention: BID ENCLOSED NATIVE PLANT SALE - Chris Gingrich

4 Proposals will be opened at 2:00 p.m. on Friday, March 18, 2016 at: Forest Preserve District of DuPage County 3S580 Naperville Road Wheaton, Illinois Proposals received after 2:00 p.m. on Friday, March 18, 2016 will not be accepted and will be returned to the sender unopened. 4. Evaluation Process Each participating nursery will be offered a consignment contract for the species, unit size, and number of units for which it has extended the lowest per-unit price (labeled and delivered). The District reserves the right, without prejudice, to reject any or all proposals and waive non-material defects. There is no expressed or implied obligation for the District to reimburse nurseries for any expenses incurred in preparing a proposal in response to this Request for Quotes. The District reserves the right to award contracts to multiple nurseries and to negotiate with lowest-cost providers for delivery of all native plant materials. 5. Contract Terms and Award Upon review of proposals, the District will enter into negotiations with the lowest responsible respondents that offer the species, unit size, and number of units for sale on consignment. If a satisfactory contract cannot be negotiated, or if a nursery withdraws from participation, then the District will negotiate with those respondents that extended the next lowest per-unit price (labeled and delivered). All contracts are subject to final review and approval by the District s legal counsel and Executive Director. It is anticipated that contracts will be offered no later than Friday, April 1, Inquiries Inquiries regarding this Request for Quotes should be directed to Chris Gingrich, Manager of Visitor Services and Experiences for the Forest Preserve District of DuPage County, at (630) or cgingrich@dupageforest.org.

5 Attachment A Page 1 of 5 Proposal for Consignment of Native Plant Materials for 2016 Native Plant Sale NURSERY CONTACT INFORMATION Nursery name: Nursery address: Authorized representative name and title: Authorized representative telephone number and address: Number of years the nursery has been in business: CERTIFICATIONS By signing below, the authorized representative named above acknowledges review of Attachment B - Consignment Contract Template included in this Request for Quotes and intends to enter into a consignment contract that includes the following conditions: a. Ability and willingness to provide the species, unit size, and number of units for sale on consignment at the 2016 Native Plant Sale. b. Ability and willingness to provide native plant materials with individual labels that include the species common name, as well as the Latin genus and species nomenclature. c. Ability and willingness to extend prices for native plant materials that originate from seed collected within 150 miles of DuPage County and are not treated with insecticides containing neonicotinoids, or neonics as they are commonly called. d. Ability and willingness to deliver native plant materials to Mayslake Peabody Estate on Thursday, May 5, 2016, between 9:00 a.m. and 2:00 p.m. in an alive, healthy, hydrated, hardened-off, and stable growing condition. e. Ability and willingness to pick-up unsold inventory on Monday, May 9, 2016 between 9:00 a.m. and 2:00 p.m., or to donate unsold inventory to the District by providing written notification before or after the Sale. The authorized representative further acknowledges the option to withdraw this proposal from consideration by submitting in writing to the District notice of intent to withdraw prior to entering into a consignment contract. Signature Date

6 Attachment A Page 2 of 5 Trees and Shrubs Scientific Name Common Name Unit Size Requested Price Per Unit (labeled and delivered) Available Aesculus glabra Ohio Buckeye 5- gallon 10 Amelanchier aborea Serviceberry 5- gallon 25 Asimina triloba Papaw 5- gallon 15 Carya ovata Shagbark Hickory 5- gallon 10 Ceanothus americanus New Jersey Tea 5- gallon 25 Cephalanthus occidentalis Buttonbush 5- gallon 10 Cercis canidensis Redbud 5- gallon 25 Cornus sericea Red Osier Dogwood 5- gallon 25 Hamamelis virginiana Witch Hazel 5- gallon 10 Hydrangea arborescens Wild Hydrangea 5- gallon 25 Hypericum kalmianum St. John's Wort 5- gallon 15 Lindera benzoin Spicebush 5- gallon 25 Ostrya virginiana Ironwood 5- gallon 15 Prunus Americana Wild Plum 5- gallon 15 Quercus alba White Oak 5- gallon 20 Quercus macrocarpa Bur Oak 5- gallon 20 Rosa blanda Early Wild Rose 5- gallon 10 Rosa setigera Illinois Rose 5- gallon 10 Rubus odoratus Purple Flowering Raspberry 5- gallon 20 Sambucus Canadensis Elderberry 5- gallon 20 Viburnum acerifolium Maple Leaf Viburnum 5- gallon 10 Viburnum prunifolium Blackhaw 5- gallon 10 Forbes and Grasses Scientific Name Common Name Unit Size Requested Price Per Unit (labeled and delivered) Available Ageratina altissima White Snakeroot 32- flat 2 Amorpha canescens Lead Plant 1- quart 100 Andropogon gerardii Big Bluestem 1- gallon 10 Andropogon gerardii Big Bluestem 32- flat 4 Anemone Canadensis Meadow Anemone 32- flat 3 Antennaria plantaginifolia Pussy Toes 32- flat 2 Aquilegia Canadensis Wild Columbine 1- gallon 15 Aquilegia Canadensis Wild Columbine 32- flat 6 Arisaema triphyllum Jack- in- the- Pulpit 1- pint 150 Asarum canadense Wild Ginger 1- Pint 80

7 Attachment A Page 3 of 5 Forbes and Grasses Scientific Name Common Name Unit Size Requested Price Per Unit (labeled and delivered) Available Asclepias incarnate Swamp Milkweed 32- flat 10 Asclepias sullivantii Prairie Milkweed 32- flat 8 Asclepias tuberosa Butterfly Weed 1- pint 200 Asclepias tuberosa Butterfly Weed 32- flat 15 Asclepias verticillata Whorled Milkweed 32- flat 5 Aster azureus Sky- Blue Aster 32- flat 4 Aster laevis Smooth Blue Aster 32- flat 4 Aster novae- angliae New England Aster 32- flat 5 Aster shorii Short's Aster 32- flat 3 Athyrium filix- femina Lady Fern 1- quart 100 Baptisia alba White Wild Indigo 1- pint 100 Baptisia leucophaea Cream Wild Indigo 1- pint 100 Bromus kalmia Prairie Brome 32- flat 3 Caltha palustris Marsh Marigold 32- flat 4 Camassia scilloides Wild Hyacinth 32- flat 2 Campanula Americana Tall Bellflower 32- flat 4 Campanula rotundifolia Harebell 32- flat 5 Carex pensylvanica Common Oak Sedge 1- pint 40 Carex pensylvanica Common Oak Sedge 32- flat 3 Carex rosea Curly- Styled Wood Sedge 32- flat 3 Chelone glabra Turtlehead 1- pint 75 Chelone glabra Turtlehead 32- flat 4 Clematis pitcher Leather Flower Clematis 1- quart 75 Coreopsis lanceolate Sand Coreopsis 1- gallon 10 Coreopsis lanceolate Sand Coreopsis 32- flat 4 Coreopsis palmate Prairie Coreopsis 32- flat 4 Dalea candida White Prairie Clover 32- flat 4 Dalea purpurea Purple Prairie Clover 1- pint 75 Dalea purpurea Purple Prairie Clover 32- flat 4 Deschampsia cespitosa Tufted Hair Grass 1- quart 50 Desmodium canadense Showy Tick Trefoil 32- flat 4 Dodecatheon meadia Shooting Star 1- pint 150 Echinacea palida Pale Purple Coneflower 32- flat 5 Echinacea purpurea Purple Coneflower 1- pint 75 Echinacea purpurea Purple Coneflower 32- flat 8 Eryngium yuccifolium Rattlesnake Master 32- flat 3 Eupatorium perfoliatum Common Boneset 32- flat 3 Eupatorium purpureum Purple Joe Pye Weed 32- flat 6 Eurybia macrophylla Big- Leaved Aster 32- flat 3 Filipendula rubra Queen of the Prairie 1- gallon 15 Filipendula rubra Queen of the Prairie 32- flat 2 Geranium maculatum Wild Geranium 1- quart 20 Geranium maculatum Wild Geranium 32- flat 6 Geum triflorum Prairie Smoke 1- gallon 75 Geum triflorum Prairie Smoke 1- pint 200 Geum triflorum Prairie Smoke 32- flat 7

8 Attachment A Page 4 of 5 Forbes and Grasses Scientific Name Common Name Unit Size Requested Price Per Unit (labeled and delivered) Available Heliopsis helianthoides False Sunflower 1- pint 50 Heliopsis helianthoides False Sunflower 32- flat 4 Hibiscus moscheutos Swamp Rose Mallow 1- gallon 20 Hibiscus moscheutos Swamp Rose Mallow 32- flat 2 Hydrophyllum virginianum Virginia Waterleaf 1- pint 75 Hystrix patula Bottlebrush Grass 32- flat 3 Iris versicolor Blue Flag 1- gallon 10 Iris versicolor Blue Flag 32- flat 10 Liatris aspera Rough Blazing Star 1- pint 10 Liatris aspera Rough Blazing Star 32- flat 7 Liatris pycnostachya Prairie Blazing Star 1- gallon 10 Liatris pycnostachya Prairie Blazing Star 32- flat 7 Liatris spicata Marsh Blazing Star 32- flat 4 Lilium michiganense Turk's Cap Lily 1- pint 75 Lilium michiganense Turk's Cap Lily 32- flat 9 Lobelia cardinalis Cardinal Flower 1- gallon 15 Lobelia cardinalis Cardinal Flower 32- flat 15 Lobelia siphilitica Great Blue Lobelia 1- gallon 15 Lobelia siphilitica Great Blue Lobelia 32- flat 10 Mertensia virginica Virginia Bluebells 1- gallon 50 Mertensia virginica Virginia Bluebells 1- pint 300 Monarda fistulosa Wild Bergamot 32- flat 5 Onoclea sensibilis Sensitive Fern 1- quart 50 Parthenium integrifolium Wild Quinine 32- flat 3 Penstemon digitalis Foxglove Beard Tongue 32- flat 4 Phlox divaricate Woodland Phlox 1- quart 200 Physostegia virginiana Obedient Plant 32- flat 3 Podophyllum peltatum May Apple 1- quart 100 Polemonium reptans Jacob's Ladder 1- gallon 20 Polemonium reptans Jacob's Ladder 32- flat 10 Polygonatum biflorum Smooth Solomon's Seal 1- pint 100 Pycnanthemum virginianum Common Mountain Mint 32- flat 5 Ratibida pinnata Yellow Coneflower 32- flat 4 Rudbeckia hirta Black- eyed Susan 32- flat 10 Rudbeckia subtomentosa Sweet Black- Eyed Susan 32- flat 5 Ruellia humilis Hairy Rullia 32- flat 4 Schizachyrium scoparium Little Bluestem Grass 32- flat 8 Scirpus atrovirens Dark Green Rush 32- flat 2 Silene regia Royal Catchfly 32- flat 5 Silene stellate Starry Campion 32- flat 3 Silphium laciniatum Compass Plant 32- flat 3 Silphium perfoliatum Cup Plant 32- flat 2 Silphium terebinthinaceum Prairie Dock 32- flat 2

9 Attachment A Page 5 of 5 Forbes and Grasses Scientific Name Common Name Unit Size Requested Price Per Unit (labeled and delivered) Number of Available Smilacina racemose Feathery False Solomon's Seal 1- pint 100 Smilacina stellate Starry False Solomon's Seal 1- pint 100 Solidago flexicaulis Zigzag Goldenrod 32- flat 2 Solidago rigida Stiff Goldenrod 32- flat 3 Solidago speciose Showy Goldenrod 32- flat 3 Solidago ulmifolia Elm- Leaved Goldenrod 32- flat 3 Sorghastrum nutans Indian Grass 32- flat 4 Sporobolus heterolepis Prairie Dropseed 32- flat 10 Tradescantia ohiensis Common Spiderwort 32- flat 5 Vernonia fasciculate Common Ironweed 32- flat 4 Veronicastrum virginicum Culver's Root 32- flat 3 Zizia aurea Golden Alexanders 32- flat 3

10 Attachment B Page 1 of 6 Consignment Contract Template CONTRACT NO [INSERT NUMBER] BETWEEN THE FOREST PRESERVE DISTRICT OF DU PAGE COUNTY AND [INSERT NURSERY NAME] THIS CONTRACT is made and entered into by and between the FOREST PRESERVE DISTRICT OF DU PAGE COUNTY, a body politic and corporate (hereinafter District ), and [INSERT NURSERY NAME] (hereinafter Consignor ). WITNESSETH: WHEREAS, the District and Consignor desire to work cooperatively in support of a Native Plant Sale (hereinafter Sale ), which shall be sponsored by the District; and WHEREAS, the purpose of the Sale is to not only educate the public about the importance of native ecosystems, but also provide an opportunity to encourage proliferation of native plant species within landscapes throughout DuPage County; and WHEREAS, Consignor has extended the lowest per-unit cost (delivered and labeled) for native plant materials as outlined in the Consignor s proposal, a copy of which is attached to, and made part of, this contract as Exhibit A; and WHEREAS, Consignor consents to deliver native plant materials before the Sale and pick-up (or donate to the District) unsold inventory after the Sale, subject to the Contract provisions contained herein. NOW, THEREFORE, in consideration of the mutual promises, terms, and conditions set forth herein, the parties agree as follows: 1. SCHEDULE AND RESPONSIBILITIES Native plant materials will be delivered by Consignor to Mayslake Peabody Estate on Thursday, May 5, 2016 between 9 a.m. and 2 p.m. The Sale is planned at Mayslake Peabody Estate on Friday, May 6, 2016 (11 a.m. 7 p.m.) and Saturday, May 7, 2016 (9 a.m. 3 p.m.), when native plant materials will be sold by the District to the general public at a price above the per-unit cost extended by Consignor.

11 Attachment B Page 2 of 6 All unsold native plant materials will be available for pick-up by Consignor from Mayslake Peabody Estate on Monday, May 9, 2016 between 9 a.m. and 2 p.m. Consignor may elect to donate unsold inventory to the District by providing written notification to the District before or after the Sale. The District will water native plant materials in its possession between May 5, 2016 and May 9, At the conclusion of the Sale, the District will prepare and deliver to Consignor an inventory report that includes the number of native plant materials delivered, sold, and available for pick-up (or donation) by Consignor. The payment due to Consignor from the District shall be detailed in an invoice from Consignor that includes the extended price, as outlined in the Consignor s proposal, of the native plant materials delivered to the District on Thursday, May 5, This amount shall be reduced by the extended price, as outlined in the Consignor s proposal, of the unsold native plant materials, regardless of whether the unsold materials are picked-up by Consignor or donated to the District. The District agrees to pay Consignor the per-unit cost for native plant materials that have been damaged during the Sale and/or remain unsold as partial (broken) flats. 2. NATIVE PLANT MATERIALS ORDER FORM A list of species, unit size, and price per unit is included and made part of this Contract as Exhibit B Native Plant Materials Order Form. Exhibit B details the baseline order that is subject to modification, depending on the amount of native plant materials available from Consignor and requested by the District. The Native Plant Materials Order Form shall be mutually agreed upon by Consignor and the District. 3. PAYMENT Payment is due in full to Consignor within 30 days after the District receives the final invoice from Consignor. 4. HOLD HARMLESS AND INDEMNIFICATION Consignor ("Indemnitor") shall defend, indemnify, keep, and hold harmless the District ("Indemnitee"), and all officers, agents, elected officials, and employees of the Indemnitee, from and against all liabilities, claims, causes of action, judgments, settlements, damages, costs, and expenses (including reasonable expert witness and attorney fees) that may at any time arise or be claimed by any person, governmental agency, company, corporation, or any other entity as a result of bodily injury, death, or property damage or as a result of any other claim or cause of action of any nature whatsoever arising from or in any manner connected with, directly or indirectly, the negligent or intentional acts or omissions of the Indemnitor in exercising its rights or carrying out its responsibilities as set forth in this Contract. The obligation on the part of Indemnitor under this Section shall survive the termination or expiration of this Contract. Attachment B

12 Page 3 of 6 5. INSURANCE Unless otherwise authorized in writing by the District, Consignor and each of its agents or subcontractors hired to perform any services provided for herein shall purchase and maintain during the term of this Contract insurance coverage which will satisfactorily insure Consignor and, where appropriate, the District against claims and liabilities which may arise out of the services referred to in this Contract. Such insurance shall be issued by companies authorized to do business in the State of Illinois and approved by the District. The insurance occurrence coverages shall include, but not necessarily be limited to, the following: (A) Workers Compensation insurance with limits as required by the applicable statutes of the State of Illinois. The Employer s Liability coverage under the Workers Compensation policy shall have limits of not less than $500,000 each accident/injury; $500,000 each employee/disease; $500,000 policy limit. (B) Commercial General Liability insurance protecting Consignor against any and all public liability claims which may arise in the course of performance of this Contract. The limits of liability shall be not less than $1,000,000 each occurrence bodily injury/property damage combined single limit and $2,000,000 aggregate bodily injury/property damage combined single limit. (C) Commercial Automobile Liability insurance covering Consignor s owned, non-owned, and leased vehicles which protects Consignor against automobile liability claims whether on or off of the District s premises, with coverage limits of not less than $1,000,000 per accident bodily injury/property damage combined single limit. (D) Umbrella or Excess Liability insurance with limits of not less than $1,000,000 per occurrence bodily injury/property damage combined single limit. The Umbrella or Excess coverage shall apply in excess of the limits stated in subparagraphs (B) and (C) above. Consignor shall provide to the District a Certificate of Insurance that identifies the Forest Preserve District of DuPage County as an additional insured party. Furthermore, upon request by the District, Consignor shall provide copies of all insurance policies and endorsements thereto evidencing the coverages stated above. The insurance certificates and policies shall provide that no cancellation or modification of the policies shall occur without at least 30 days written notice to the District. Consignor shall not commence any services under this Contract until evidence of the required insurance is received and approved by the District. 6. CONTRACT TERM The term of this Contract shall commence as of the date hereof and shall terminate on July 31, SCOPE OF CONTRACT The provisions set forth herein represent the entire agreement between the parties and may not be modified in any respect unless in writing and signed by the parties.

13 Attachment B Page 4 of 6 8. JURSIDICTION Any and all disputes or claims related to this contract shall be subject to the exclusive jurisdiction of the Eighteenth Judicial Court, DuPage County, Illinois. IN WITNESS WHEREOF, the parties have entered into this Contract as of the day of, FOREST PRESERVE DISTRICT OF DU PAGE COUNTY 3S580 Naperville Road Wheaton, IL [INSERT NURSERY NAME AND ADDRESS] BY: Executive Director BY: [INSERT TITLE] ATTEST: Secretary ATTEST:

14 Attachment B Page 5 of 6 EXHIBIT A: Proposal for Consignment of Wholesale Native Plant Materials for 2016 Native Plant Sale

15 Attachment B Page 6 of 6 EXHIBIT B: Native Plant Materials Order Form