Request for Proposal For Installation, Care and Maintenance of Landscape and Plant Materials at Specified Locations Issued By: The Village of Hainesville 100 N. Hainesville Road Hainesville, Illinois 60030 Issue Date: April 1st, 2013 9:00 a.m. thru April 9th, 2013 5:00 p.m. Response Date: April 18th, 2013 5:00 p.m. l
The Village of Hainesville ("Hainesville" or "Village") invites landscaping contractors to submit proposals for Installation, Care and Maintenance of Landscape and Plant Materials at Specified Locations in accordance with the requirements, terms, and conditions of this Request for Proposal (RFP). Mandatory Pre-Proposal Meeting: All contractors interested in submitting a proposal for this project must attend a mandatory pre-proposal meeting at the Village Hall, 100 N. Hainesville Road, Hainesville, Illinois on April 10th, 2013, beginning at 10:00 a.m. Following a brief discussion of the project, attendees will visit all sites depicted on Exhibit A. 1.0 - Objective The Village is seeking a contractor to undertake the updating and renovation of the plants and landscaping materials in several subdivision entrances, street islands, outside the Village Hall, and adjacent to Village boundary entry signs, as depicted on the map attached hereto as Exhibit A. Currently, the landscaping at those locations includes plants designed to create a "prairie look". Those plants do not create the appearance desired by the Village and are not appropriate because they are intolerant to conditions which occur at those locations, such as snowplowing, application of salt to the Villages streets, and shallow concrete islands. The Village desires to have the landscaping at those locations updated, leaving in place plants which are appropriate, both in terms of durability and aesthetics, and removing plant species which are either intolerant to the conditions or aesthetically inappropriate. Further the Village desires certain levels of ongoing maintenance and care for the plants at the prescribed locations. 2.0 - Scope of Work A. Initial Work The contractor shall make a thorough examination of the current conditions of landscaping at each site depicted on the attached Exhibit A and shall create an inventory list of the name and quantity of each plant that should remain, each plant that should be removed, and a list of new plants recommended for installation. Additionally, the contractor shall identify damaged and/or unhealthy plants and recommend appropriate action to rehabilitate or remove such plants as necessary. 2
B. Removal of Plant Materials/Planting New Materials Prior to removal or installation of any plant and landscaping materials, Village will review Contractor's inventory lists and recommendations. After mutual agreement on which plants are to be removed or rehabilitated and which new plants are to be installed, Contractor will proceed with the removal, rehabilitation, and installation. C. Maintenance/Care Once the initial removal/installation process has been completed within a mutually agree upon timeline, and all work is approved and accepted by the Village, the care and maintenance schedule will commence in accordance with the following schedule: Bi-Weekly: 1. Edging 2. Pruning back any plant material overhanging curbs. 3. Removing litter and leaves from islands and open spaces. 4. Removing broken or fallen branches from trees. Removing sucker growth from the bottom of trees. 5. Removing weeds. 6. Smoothing the much layer. 7. Checking plants for stress or disease. Replacing any plants that meet conditions for replacement at contractor's expense. Contractor shall first seek Village authorization prior to removing or replacing any dead or missing plants for which the Village will incur additional costs. Monthly: 1. Adding new mulch as needed. 2. Applying granular fertilizer and weed control as ppropriate. 3 Planting annual color plants for spring/summer and fall bloom. 4. Pruning shrubs to maintain proper shape. Pruning trees or shrubs that may interfere with public safety. 5. Pruning perennial bulbs back to ground level as soon as leaf blades yellow and wilt due to cold temperatures. Apply three (3) inches of mulch on ground surface over bulbs to insulate from cold temperatures. 3
NOTE: Watering and any gator bag refill will be performed by the Village Public Works Department. 3.0 - Pricing The Village will accept proposals based on a price not to exceed $15,000 for the provision of all work and materials described in the Request for Proposal. 4.0 - Terms and Conditions Contractor shall comply with all applicable laws, regulations, and rules promulgated by any Federal, State, County, Municipal and or other governmental unit or regulatory body now in effect during the performance of the work. By way of example, the following are included within the scope of the laws, regulations and rules referred to in this paragraph, but in no way to operate as a limitation on the laws, regulations and rules with which Contractor must comply, are all forms of Workers Compensation Laws, all terms of the Equal Employment Opportunity Clause of the Illinois Fair Employment Practices Commission, the Illinois Preference Act, the Social Security Act, Statutes relating to contracts let by units of government, all applicable Civil Rights and Anti-Discrimination Laws and Regulations, and traffic and public utility regulations. To the fullest extent permitted by law, Contractor shall agree to waive any and all rights of contribution against the Village and to indemnify and hold harmless the Village and its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses, including, but not limited to, legal fees (attorney's and paralegal's fees, expert fees and court costs) arising out of or resulting from the performance of the Contractor's work, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or injury to or destruction of property, other than the work itself, including the loss of use resulting therefrom, or is attributable to misuse or improper use of trademark or copyright protected material or otherwise protected intellectual property, to the extent it is caused in whole or in part by any wrongful or negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Such obligation shall not be construed to negate, abridge or otherwise reduce any other right to indemnity which the Village would otherwise have. The Contractor shall similarly, protect, indemnify and hold and save harmless, the Village, its officers, officials, employee, volunteers and agents against and from any and all claims, costs, causes, actions and expenses, including, but not limited to, legal fees, incurred by reason of Contractor's breach of any of its obligations under, or Contractor's 4
default of any provisions of the Contract. The indemnification obligations under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the Contractor or any subcontractor under Workers' Compensation or Disability Benefit Acts or Employee Benefit Acts. Contractor shall be required to keep in force, to the satisfaction of the Village, at all times during the performance of any work referred to above, Workers Compensation and Employer's Liability Insurance, Commercial General Liability Insurance, and Automobile Insurance in at least the type and amounts as follows: 1. Workers'Compensation: a. State: Statutory b. Applicable Federal (e.g., Longshoremen's): Statutory c. Employer's Liability $500,000.00 Per Accident $500,000.00 Disease, Policy Limit $500,000.00 Disease, Each Employee 2. Commercial General Liability: a. $2,000,000.00 General Aggregate b. $1,000,000.00 Products Completed Operations Aggregate c. $1,000,000.00 Personal and Advertising Injury d. $1,000,000.00 Each Occurrence e. $ 50,000.00 Fire Damage (any one fire) f. $ 5,000.00 Medical Expense (any one person) 3. Business Automobile Liability (including owned, non-owned and hired vehicles): a. Bodily Injury: $1,000,000.00 Per Person $1,000,000.00 Per Accident b. Property Damage: $1,000,000.00 Per Occurrence 4. Umbrella Excess Liability: $2,000,000.00 over Primary Insurance Contractor shall have all policies of insurance purchased or maintained in fulfillment hereof name the Village as an additional insured thereunder and the Contractor shall provide 5
Certificates of Insurance and Policy Endorsements evidencing the coverages and the addition of the Village as an additional insured. No such policy of insurance shall have a deductible or self-insurance retention amount in excess of $5,000.00 per occurrence. All insurance shall be written on an "occurrence" basis rather than a "claims-made" basis. To the extent that the Prevailing Wage Act applies, Contractor shall pay and require every Subcontractor to pay prevailing wages as established by the Illinois Department of Labor for each craft or type of work needed to execute the contract in accordance with 820 ILCS 130/.01 et seq. Contractor shall prominently post the current schedule of prevailing wages at the Contract site and shall notify immediately in writing all of its Subcontractors, of all changes in the schedule of prevailing wages. Any increases in costs to Contractor due to changes in the prevailing rate of wage during the terms of any contract shall be at the expense of Contractor and not at the expense of the Village. Contractor shall be solely responsible to maintain accurate records as required by the prevailing wage statute and to obtain and furnish all such certified records to the Village of Hainesville as required by Statute. Contractor shall be solely liable for paying the difference between prevailing wages and any wages actually received by laborers, workmen and/or mechanics engaged in the Work and in every way defend and indemnify Village against any claims arising under or related to the payment of wages in accordance with the Prevailing Wage Act. The Illinois Department of Labor publishes the prevailing wage rates on its website at http://www.state.il.us/agency/idol/rates/rates.htm. The Department revises the prevailing wage rates and the Contractor/subcontractor has an obligation to check the Department's web site for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor's website. The Contractor, before commencing the Work, shall furnish a Performance Bond and a Labor and Material Payment Bond. The Performance Bond shall be in an amount equal to 100% of the full amount of the Contract Sum as security for the faithful performance of the obligation of the Contract Documents, and the Labor and Material Payment Bond shall be in an amount equal to 100% of the full amount of the Contract Sum as security for the payment of all persons performing labor and furnishing materials in connection with the Contract Documents. Such bonds shall be on standard AIA Documents, shall be issued by a surety satisfactory to the Village, and shall name the Village as a primary co-obligee. The cost of the bonds is to be included in the Proposal. The Performance Bond and Labor and Material Payment Bond will become a part of the Contract. Contractor agrees to maintain, without charge to the Village, all records and documents for projects of the Owner in compliance with the Freedom of Information Act, 5 ILCS 140/1 et seq. In addition, Contractor shall produce records which are responsive to a request received 6
by the Village under the Freedom of Information Act so that the Village may provide records to those requesting them within the time frames required. If additional time is necessary to compile records in response to a request, then Contractor shall so notify the Village and if possible, the Village shall request an extension so as to comply with the Act. In the event that the Village is found to have not complied with the Freedom of Information Act due to Contractor's failure to produce documents or otherwise appropriately respond to a request under the Act, then Contractor shall indemnify and hold the Owner harmless, and pay all amounts determined to be due including but not limited to fines, costs, attorneys' fees and penalties. 5.0 - Procedures Please deliver signed proposal on or before April 18th, 2013 by 5:00 p.m. or electronically by email to jeffgately@hainesville.org. Do not contact the Mayor or Trustees of the Village. Questions regarding this proposal should be directed to Jeff Gately, who will administer the process: Telephone: (847) 223-2032 Fax: (847)223-2274 Email: jeffgately@hainesville.org 6.0 - Other Information The Village reserves the right to reject any and all proposals, waive any, to negotiate with any or all companies submitting proposals and to enter into an agreement with any company for any services sought in this RFP. The Village reserves the right to later modify any portion of this request for proposals and to request additional specific information and submit additional questions in the discretion of the Village. All costs incurred by the Company in preparing a response to this proposal, including any meetings or visits, shall be at the Company's expense. Each Company shall be responsible for insuring that all Federal, State and Local laws are followed. Your response will become the property of the Village once received. All Contractors wishing to provide a proposal pursuant to this RFP must duly complete Attachment 1. 7
ATTACHMENT 1 VILLAGE OF HAINESVILLE PROPOSAL For Installation, Care and Maintenance of Landscape and Plant Materials at Specified Locations VENDOR QUALIFICATIONS Summary of Experience Company Name Address Phone # Fax# Email Year Company was founded Years in Landscape Maintenance Last Calendar Year Landscape Maintenance Volume Have you ever operated a landscaping business under another name? If so, list previous name References Complete and submit the following for three (3) projects of similar or greater complexity than the project specified: Name of Project Address of Project Owner Contact Person Telephone Email Contract Amount Description of Work 8
Reference #2 Name of Project Address of Project _ Owner Contact Person Telephone Email Contract Amount Description of Work Reference #3 Name of Project Address of Project _ Owner Contact Person Telephone Email Contract Amount Description of Work COST PROPOSAL Contractor proposes to perform the following services described in Article 2 of the Request for Proposal for the amounts listed below: A. Initial Work Lump sum amount $ B. Removal of Plant Materials/Planting New Materials Lump sum amount $ C. Bi-Weekly and Monthly Maintenance Lump sum amount $ I certify that I am authorized to submit this proposal on behalf of and hereby agree that, if selected, to enter into a contract with the Village of Hainesville in accordance with the terms of this proposal. Signature Date Title 9
EXHIBIT A Landscape Maintenance Site Map 10
VILLAGE OF HAINESVILLE January 21,2004 Scale 1" = 700' 1 - Island areas on Cranberry Lake Drive, as well as side areas by signs. 2 - Island area and east side area by sign. 3- Island 4- Island 5- Island 6 - Village Hall - plantings only, no mowing. *Hainesville Boundary Signs