specifications for grounds management services bid # … and summaries... · consolidated school...

CONSOLIDATED SCHOOL DISTRICT 158 Revised 10/11/2013

SPECIFICATIONS FOR GROUNDS MANAGEMENT SERVICES BID # 2013-04

Notice Sealed bids will be received until 2:30 p.m., prevailing time, on Tuesday, November 12, 2013, by the Board of Education of Consolidated School District 158, McHenry and Kane Counties, Illinois at in the District 158 Administration Center, 650 Academic Drive, Algonquin, Illinois 60102 for Grounds Management Bid #2013-04. A MANDATORY pre-bid meeting for the Grounds Management bid will be held Tuesday, October 29, 2013 at 9:30 a.m. at District 158 Administrative Center, 650 Academic Drive, Algonquin, Illinois 60102. Proposals complying with the bid documents will be received for the projects until the specified closing time. Bids shall be submitted on or before the specified closing time in an opaque sealed envelope marked “Bid # 2013-04 - Grounds Management Services" on the outside and addressed to: Dr. John Burkey, Superintendent of Schools, Consolidated School District 158, Administration Center, 650 Academic Drive, Algonquin, Illinois 60102. Bids shall be opened publicly and the contents announced at the specified closing time and at the location immediately above. Bids received after stated time will not be accepted and will be returned unopened. All bids submitted shall be valid for a period of at least (90) ninety days from the date of bid opening. The only alterations, which may be allowed, will be those approved by the Board of Education. No immediate decision shall be rendered concerning the bids submitted at time of opening.

Bid Bond in the amount of 10% of the bid amount must accompany bid for a complete bid package.

The Bidder shall be actively engaged in work of the nature of the project for which bid is submitted as described in the bid specifications and shall have adequate equipment and personnel to do the work. Each Bidder shall submit with their proposal, a list of no less than five (5) projects, from five different clients, completed within the last three years, related to the type of work specified in the particular bid specification. The Board of Education of Consolidated School District 158 reserves the right to reject any or all bids or parts thereof, to waive any irregularities or informalities in the bidding procedures and to award the contracts in a manner serving the best interest of the school district. All bidders must comply with the applicable Illinois Law requiring the payment of prevailing wages by all contractors working on public projects, and bidders must comply with the Illinois Statutory requirements regarding labor and bidding, including Equal Opportunity Laws. All bidders must comply with the Illinois Statutory requirements regarding labor and bidding service work including, including Equal Opportunity Laws. All bidders interested in providing a proposal must submit a completed copy of the “Intent to Provide Bid Form” to the Consolidated School District 158 Operations and Maintenance Office no later than 3:30 pm seven days prior to the bid due date in order to insure that bidder is notified of any Addenda to the Bid Specifications in a timely manner to afford the bidders an opportunity to provide a complete bid. Bidding documents will be on file and may be obtained from the Consolidated School District 158 website (www.district158.org) or by calling the office of the Director of Operations and Maintenance, 650 Academic, Algonquin, Illinois 60102, telephone (847) 659-6163, fax (847) 659-6126. Douglas G. Renkosik, Director of Operations and Maintenance Consolidated School District 158 650 Academic Drive Algonquin, Illinois 60102

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GENERAL CONDITIONS See “Instructions to Bidders and General Conditions” later in this document. When a bidder signs the bid form, the bidder acknowledges having read and agrees to all the conditions and terms listed in this document. In addition, the bidder must sign and include copies of the forms from that document with the bid form for a complete bid. A Bid Bond in the amount of 10% of the Base Bid for mowing services is required to be submitted with the bid. Requirements for the bid bond are specified in the “Instructions to Bidders and General Conditions”.

SCOPE OF WORK The scope of services to be provided as a part of this bid shall include.............

• Turf care - including mowing, trimming, and aeration • Athletic fields management - including turf care and limited field preparation for events (both seasonal and per

event) • Irrigation systems management - including all three campus' • Trash and debris pickup • Ornamental tree and shrub management • Aeration of turf • Over-seeding of turf • Playground safety surface care • Detention and retention pond management services

Bid shall include all labor, material, and equipment costs and administrative services to provide the services described here-in during each contract year’s season beginning on March 15th and ending on November 15th. Bidders shall provide a qualifications statement with the bid which includes copies of all applicable licensures, professional affiliations and certifications. Proper precautions when working on site to protect any and all amenities on the property including utilities will be taken by the Contractor. Any damages caused by the Contractor's operation will be reported immediately to the Consolidated School District 158 authorized agent by the Contractor. Any damages caused by Contractor's actions shall be corrected and / or paid for by the Contractor at no additional cost to the School District. All Personnel provided by the Contractor, including subcontractor(s) shall be competent, experienced, courteous, properly dressed with identifiable uniforms and skilled in high profile landscape and athletic field management. Contractor is to provide corporate support having the ability to provide landscape design consultation, develop landscape management specifications (maintenance and installation), and develop athletic field management specifications (construction, renovation, management). Provide training in all areas of responsibility including Landscape management, athletic field management, “Right to Know Training”, Safe Landscape Management Operations, and Integrated Pest Management. Management Service Provider must also be able to demonstrate and track training, work orders, and landscape management records on a computerized system.

TURF CARE Contractor shall furnish all labor, equipment, and materials for mowing of turf on District 158 properties as described in this specification. Included are the following properties…………………

• Harmony Road Campus • Reed Road Campus • Square Barn Road Campus

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Sketches of the campus properties are included for reference later in these specifications.

MOWING AND TRIMMING IN GENERAL AREAS FREQUENCY OF TURF MOWING The bidder shall provide, as a part of the bid prices all mowing services as required to care for all Turf on School District 158 Property and some Village R.O. W. contiguous with School District 158 property during the annual season. The annual season shall start March 15th and end on November 15th. The bidder shall provide, as a part of the bid as many mowing operations per week as is required for the mowing of all turf grass areas to maintain grass blade height as specified later in this specification. It shall be the contractor’s responsibility to maintain the turf such that there are no visible clippings left behind of the surface of the turf at any time. All cost associated with changes of frequency of mowing and/or collection and proper off-site disposal of clippings shall the included in the bid price for annual services. Successful bidder must be able to provide adequate manpower and satisfactorily operating equipment in order to provide a quality turf management program (as recommended by the Department of Agriculture) while meet the demands the seasons place on potentially accelerated turf growth patterns. SCHEDULE FOR MOWING Bidders shall submit a proposed routine weekly schedule for the mowing seasons with their bid. This schedule shall identify which day of the week each section of turf area is planning to be mowed. It is the contractor’s responsibility to maintain that schedule. It is the contractor’s responsibility to adjust it’s crews working hours during each programmed work day such that there is no interference with District 158’s normal activity schedule on the property. Contractor shall remain sensitive and make accommodation for avoiding noise near the school buildings while the District educational process is taking place inside. If inclement weather prohibits a contractor from mowing on any working day, the contractor shall promptly attend mowing on the next fair day. Contractor shall make necessary adjustments in work production to catch up on missed mowing (due to weather) within three days of inclement weather day(s). When such a condition arises, the contractor shall notify the Operations and Maintenance Office of the need and schedule for the additional mowing operations prior to executing this added work.

The base bid price shall include monthly mowing of the following brush areas including:

• Just east of Chesak • Area west of the Huntley High School between door 3 and door 7 and the loop drive on Harmony Campus • ROW at north extension Academic Drive on Square Barn Road Campus. • Area between Conley and Mackeben Schools at south end of turf area south of bus lot for these schools • ROW along north edge of loop drive between Martin and Marlowe Schools on Reed Road Campus

See the site plans for more information on locations. EXECUTION OF MOWING In all cases, contractor shall adequately staff the mowing operation such that no more than 1/3rd of the grass blade length shall be cut off at any particular mowing event. The contactor shall perform as many mowing events per week as may be required to meet the requirements of this specification at no additional cost to the School District as a part of the base bid for services. Grass blade height - maintain grass blade between 3 (three) and 4 (four) inch long

(the longer being during heat-drought stress periods) As a part of the base bid, the contractor shall collect grass clippings as needed to avoid any visible grass clippings left behind on the surface of the turf. Contractor shall include the costs for hauling and off-site disposal fees of collected clippings as needed at no additional cost to the School District as a part of the base bid. All off-site disposals shall be done in accordance with the requirements of the latest Illinois and U.S. E.P.A. regulations.

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The bid price shall provide for all labor costs of mowing around all obstructions on School District property including any which may be added by the School District during the term of the contract. TRIMMING Trimming must be done around buildings, fences, walls, and other amenities as a part of the bid. This work can be done with mechanical means such as a “weed eater” or by chemical means only if the following requirements are met. Contactors who prefer chemical means of trim control must first provide the District with a proposal for this process for review and approval by the District. The proposal must include…..

• Copies of Product Literature and Manufacturer’s MSDS sheets for chemical being proposed which is acceptable to the District

• Copies of Illinois Commercial Applicator’s license for on-site supervisor of the proposed application. This on-site supervisor must be on-site at all times, directly supervising the application.

• Chemical means is only allowed along fence rows. • If by chemical means, the width of vegetation control application is limited to no more than 4 inches • Vegetation control will not be used or will be suspended in areas where erosion is a concern of the

property owner. • All debris shall be removed from turf, walks and other hard surfaces immediately following completion

of edging. LINE TRIMMING (Weed Eating) Line trimming shall be performed in all areas inaccessible to mowers. These areas may include but are not limited to areas along raised walks, curbs, mulch bed edges, light bollards, sign posts, fences and other fixed objects. Line trimming shall not be performed near the base of any living plant. The same care in operation described for mowing shall be employed for line trimming. Line trimming shall be performed each time lawn is mowed. The same care in operation described for mowing shall be employed for edging.

MOWING AND TRIMMING REQUIREMENTS ON ATHLETIC FIELD AREAS Bidder shall make provisions in bid to accommodate the special scheduling for mowing selected athletic fields. The selected athletic fields shall include:

Huntley High

• Two baseball diamonds • Three softball diamonds • Football practice fields • Two soccer fields • All natural turf areas in the track event areas surrounding the synthetic turfed stadium

Marlowe Middle School

• One softball diamond • One double soccer field area • One football stadium and surrounding track event areas

Heinemann Middle School

• One softball diamond • One double soccer field area • One football stadium and surrounding track event areas

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These selected athletic fields shall be cut one to three days prior to competition events as weather permits (to provide time for personnel to cut lines and paint fields). The bid price shall include all mowing services for the athletic fields as required to meet this specification and maintain the turf with no visible clippings on the surface of the turf. Grass blade height - maintain grass blade height as directed by the authorized District representative during the

particular athletic program season and other times during the contractor year at a grass blade height between 3 (three) and 4 (four) inches tall.

Mowing: Consolidated School District prefers, but does not re quire the grounds management service contractor cut the competition Athletic fields with Reel mowers with a minimum of seven (7) blades per reel. Bed knifes will be sharpened and adjusted with adequate frequency to ensure that grass blades are cut not torn. Rotary mowing can be substituted for a reel mower. Directional mowing will be implemented. Frequency of mow is based entirely on the growth rate of the turf. No more than one third of the total leaf surface will be removed with each mowing. If weather does not permit mowing according to plant growth and this growth exceeds one third-rule, turf will be cut twice, with height adjusted so as not to remove more than one third with first cut, then mowed the following day at pre-determined height. Inspect and police fields in advance of mowing. Remove all foreign materials before mowing. Inspect field for any mechanical irregularities that may affect or impact quality of cut, such as irrigation head level, divots from events or other deficiencies.

Practice fields will be mowed in accordance with the above outline. All other procedures outlined for premium athletic fields will be followed for these fields.

Clippings will be left on fields at all times unless they pose a health threat to the turf or reduce the aesthetics of the field.

Mowing will be performed through-out the year as long as active growth occurs on the fields or surrounding areas. All turf / lawns will be maintained in accordance with the requirements this bid specification document at all times. Edging: All curbs, walks and track edges will be edged at each mowing event. All debris will be blown or removed immediately after completing task. Trimming: Trim around hard structures (i.e. goalposts, foul poles, dugouts) and all other non-living fixed objects with a non-filament line trimmer. Fence lines will be treated with herbicides to reduce growth in and around base but not to exceed four inches (4”) on either side of fence. Clean up: Thorough clean up after each work detail performed is mandatory. No debris is to be left on turf, lawns, ornamental plant beds, fields, tracks, roadways or any other areas.

TRASH AND DEBRIS PICKUP Contractor is responsible for policing and collection of refuse on District property including all turf areas, all playground areas, and all paved areas on days of turf management events. The contractor shall collect all refuse and dispose of in District 158 dumpsters on the property where appropriate. The contractor shall, prior to mowing any site, police the entire area and pickup all trash, glass, and debris on the turf areas, tree and shrub mulch beds, and all concrete and asphalt paved areas of the property. Included in the refuse collection task by the contractor shall be removal of all refuse from on-site, exterior trash receptacles beyond eight (8) feet from any entrance to the school and replacement of can liners The requirements for cleanup of refuse after athletic events

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as a part of this contract are only for Consolidated School District 158 sponsored events. Any events sponsored by renters of the property are the responsibility of the renter to cleanup unless the District specifically asks the Grounds Management Service contractor for this extra service at an extra cost to the School District. The refuse collection task as described in the previous paragraph shall also include providing these trash and refuse collection services on the athletic fields………………………..

1. At each mowing event 2. Prior to each schedules athletic event 3. Collection and bagging of the refuse no later than within two hours after completion of the athletic event and

roundup of refuse bags for delivery into the School District dumpster no later than two hours prior to the next schedules athletic event date or noon the next calendar day, whichever is sooner. The base bid shall include up to 9 man-hours of labor to refuse pick-up and trash receptacle can liner replacement after each scheduled Huntley High athletic event in the stadium. All collected refuse shall be relocated to School District 158 dumpsters at as many locations as required.

4. Surveillance of refuse conditions on the property shall be provided by the contractor on at least a once per day basis during the term of the contract as a part of the bid. The bid shall provide for no less than 2 hours of refuse and debris collection on a daily basis as needed over and above the time required for trash and debris cleanup after scheduled athletic events.

No litter of any type shall be mowed so as to detract from the site. Contractor shall clean up the site again should any debris be hit by mowers. Debris shall be cleaned by the contractor.

DETENTION AND RETENTION POND MANAGEMENT SERVICES As a part of the base bid the contractor shall provide equipment and labor for the removal and off-site disposal of aquatic vegetation at storm water inlet and outlet pipes at the detention and retention ponds at Reed Road and Square Barn road campus. The contractor shall provide two workers for four days per year in support of this effort. Direction on the specific plan of action will be determined in a conference with the School District representative.

AERATION General turf areas shall be core aerated once per year as a part of the base bid in the late fall. Athletic field will be core aerated a minimum of two times per year as a part of the base bid. The Athletic Fields shall be core aerated once in spring son after the Huntley High baseball season ends, and once in the fall soon after the end of the Huntley High soccer season. Equipment to be used shall have hollow tines. Cores will not be collected on native soil fields but redistributed on the field by dragging and breaking up. Number of holes upon completion for core aeration will be 21 to 30 per square foot using a 5/8” coring tine to a minimum depth of 4”. Athletic fields to have the added value service of aeration completed as specified here-in shall include:

At Huntley High School • Two baseball diamonds • Three softball diamonds • Two soccer fields • One football practice field • All track event areas around the synthetic turf stadium

At Marlowe Middle School

• One softball diamond (every other year) • One football stadium field and surrounding track event areas • One soccer field area (every other year)

At Heinemann Middle School

• One softball diamond (every other year)

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• One football stadium field and surrounding track event areas • One soccer field area (every other year)

OVERSEEDING Over-seeding twice per year in the selected athletic fields shall be completed as a part of the base bid price as follows:

• First mow turf ½ to 1 inch shorter than the usual mow • Using a slit seeding machine, install grass seed at a depth of between ½ and ¾ inches below the top of the root

zone of adjacent turf. • The over-seeding shall be done once in early spring and once in early August of each year.

The selected athletic fields to receive this added value service as a part of the base bid shall include:

At Huntley High School

• Two baseball diamonds • Three softball diamonds • Two soccer fields • One football practice field • All track event areas around the synthetic turf stadium

At Marlowe Middle School


At Heinemann Middle School


FERTILIZER/HERBICIDE/PESTICIDE APPLICATIONS Routine scheduled fertilization, herbicide, and insecticide application services shall be provided on School District 158 property by another service contract . If this contractor elects to request chemical application in lieu of mechanical trimming, provided this work is managed in accordance to the requirements outlined in the “Trimming” section, the following requirements for management of a herbicide application shall be met prior to such an application being approved by School District 158. The Contractor’s supervisor and applicators must have active licensure from the State of Illinois for commercially applying fertilizer, herbicide, and pesticides on School District 158 grounds as required by State Statute. The Contractor shall deliver, to the School District 158 O&M Office at the commencement of each contract year, legible copies of unexpired State licenses to the School District for all personnel who will be on-site actively engage in the fertilizer and herbicide application work described in this specification. Contractor shall provide a minimum of five business days advanced notice to the School District of each specific, planned application event to allow adequate time for the District to notify all concerns parties on the District’s Registry. The advanced notifications shall include the following:

• Specific manufacturer and product name for all products to be applied • Copies of manufacturer’s product literature and Safety Data Sheets for all products to be applied • Dilution rates and rate or application for all products to be applied • Specific areas of applications to be applied

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• Specific dates and alternate rain/wind dates for proposed applications Contractor shall provide the School District with a written report after the Application event no later two business days after the application event. The report shall include ………………….

• copies of all material procurement receipts for all materials applied to School District 158 property • rates of application by area • identification of equipment utilized for the application process • applicators’ and supervisors’ name and Ill. Dept. of Ag. license number

ATHLETIC FIELDS MANAGEMENT The base bid shall include care for athletic fields as described here-in. The contractor’s bid shall include all labor, equipment, and material costs to provide for the services described here-in unless specified otherwise in this specification.

Baseball and Softball fields Preparation before each Game Year-Round None required

Season Prep In Fall Remove high ridge (lip) around edge of skinned infield areas by cutting out one sod roll width of turf with a sod cutting Machine, cutting down grade of subsoil to receive a new roll of sod with top of root zone to match adjacent grade of top of skinned surface. This process shall be completed on one ball diamond per year to be selected by the School District. Remove 3 (three) batting cage nets. In Spring Install 3 (three) batting cage nets.

Tennis Preparation for events None required. Seasonal Care In Fall Rollup wind screens and tie-up onto fence. In Spring Install wind screens. Track Preparation before each event At Huntley High none required. At Marlowe and Heineman Middle Schools the following setup work shall be provided as a part of the base bid. Layout and paint shot put and discus throw area initially and then on an “as needed” basis. Set-up trash cans.

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Sweep/blow off track surface as needed.

Seasonal Care In Spring Set-up nets on discus areas. At Middle Schools only, remove weeds from and fill sand pits for long jump and shop put areas. Inspect and report any maintenance needs on the take-off boards at the track event stations. In Fall Take-down nets on discus area seven post system

Soccer Preparation before each event None required Seasonal Preparation None required Stadium Preparation before each event (at Huntley High only for Football, Soccer, and Track) Set-out rugs on track surface (for player traffic) – allow 2 men for ½ hour per event Empty/Set-out (many) trash cans.

Seasonal care In Spring None required. In Summer (at all three locations Start irrigation of middle school stadiums (in ground systems) and football practice fields at Huntley High (water wheel provided by school district and maintained by the contractor).

In Fall Remove any benches and trashcans from fields at the end of the season and relocate to D158 storage location. Winterize outside irrigation systems.

School District 158 Athletic Events frequency Athletic Events shall be held at any/all of the three campuses. The number of occurrences of school athletic events during the 2014 season (both spring and fall) which each bidder shall support with the base bid for services shall include…………….. At High School – Harmony Campus Location Baseball/Softball 93 events per year Soccer Fields 32 events per year Football 40 events per year excluding youth league events

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Track 9 events per year At Heinemann Middle School – Square Barn Campus Location Track 5 events per year At Marlowe Middle School – Reed Road Campus Location Track 5 events per year The base bid shall include all costs to provide the grounds management services for all athletic events that may arise during the contract year at no additional charge to the School District. The School District will not accept or pay any additional costs or expect credit for any reductions in the number of occurrences of school athletic events during the contract year unless the School District adds or deletes an athletic program or a grade level of an athletic program during the contract term. Special Requirements for Baseball and Softball Fields The skinned infields on District 158 ball diamonds are a mixture of clay, sand, and turface. As a part of the Grounds Management Services Contract, the Contractor shall provide up to 48 cubic yards of clay and sand mixture (“infield mix”) on Huntley High ball diamonds and 12 cubic yards of clay and sand mixture (“infield mix”) on one of the Middle School softball diamonds per season for maintenance of the School District's baseball and softball diamonds. In addition, as a part of the Grounds Management Services Contract, the Contractor shall provide five pallets per season of Quick dry for baseball and softball diamond for preparation of the fields for game day events as needed when fields are wet. The contractor shall not store this material on-site for game day preparation. Be advised that the School District has no location on-site for storage of the quick dry. Skinned surfaces will be repaired each fall to remove deficiencies in surface, lipping at grass lines and any holes around home plate and base of mound. A minimum of one pallet of mound clay shall be provided for rebuilding pitchers mounds each season as a part of the base bid. Materials needed to make repairs on fields are to be supplied by contractor. Calcined, Vitrified or Diatomaceous clay (; i.e. “turface”) are the only products to be used on skinned surfaces. As a part of the base bid, the bidder shall provide turface for seasonal preparation of skinned infields on ball diamonds. The bidder shall provide 6 pallets of turface per season (i.e. one pallet per ball diamond including five at Huntley high and one of the two middle school softball diamonds ) as a part of the base bid. Colors for all products to be used will be coordinated with existing field conditions. The Huntley High varsity baseball infield mix is a red colored wapacau blend. The material and labor costs for adding infield dirt mix, if required is contractor's responsibility for maintenance only. This does not include field renovation. Pitchers mound and home plate area will be reconstructed each year to meet specifications of baseball \ softball or coach’s specifications as a part of the base bid at no additional cost to the School District. IRRIGATION SYSTEMS MANAGEMENT Manage all existing Irrigation for athletic fields. *At Harmony Road Campus Football Practice Fields The fields to be irrigated at Huntley High School shall include two practice fields using the hose reel systems owned by

School District 158. Fuel for the water wheels at Huntley High is to be provided by the Grounds Management Service contractor as a part of the bid. Last year's use is documented by the present contractor as listed as 46 gallons of fuel. As a part of the service contract cost, the Grounds Management Services contractor shall be responsible for minor repairs to irrigation equipment other than equipment replacement due to contractor's negligence.

*At Square Barn Road and Reed Road Campus - in-ground automated irrigation systems

Operation and maintenance of the irrigation systems is to be managed by the contractor to maintain the turf in a healthy neat appearance at all times. Scheduling of irrigation will not disrupt normal activities scheduled for the fields. Clocks (where applicable) for irrigation times must be managed based on need of turf and/or soil conditions on the

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athletic fields. Contractor is responsible for all head adjustments and clean out to insure proper operation. System winterization and spring charging is the responsibility of the contractor. Weekly inspections will be conducted to ensure operational efficiency and that no water is being wasted. One irrigation audit per year per field will be conducted. Minor irrigation repair and maintenance will be the financial responsibility of contractor, this includes any repairs that are not vandal related, new construction, or any repair deemed an act of God such as circuit boards burnt due to electrical storms. Labor and material costs for normal wear and tear is included in the base bid price.

EQUIPMENT REQUIREMENTS Contractor shall provide and maintain equipment which ...............

• mows lawns uniformly and without damage to the turf. Contactor shall maintain good mufflers on equipment such that mowing operation is not disruptive to the educational process taking place inside the buildings. Contractor shall maintain sharp blades and good tires on equipment so that grass blades are not damages. Contractor is responsible for periodic checks on its equipment to maintain safety for its operators, other individuals and amenities on the property.

• provides adequate and timely care of athletic field preparation without damaging amenities Contractor shall utilize transportation equipment which is safe and adequate for mobilizing equipment to and from site. Contractor shall furnish a list of equipment which is to be utilized to provide turf care service with the bid. This list shall include ……….. Manufacturer Model Year of manufacture Horsepower (where applicable) This list shall include equipment which is to be used for transport and equipment to be used for turf care. Safe Use of Equipment All equipment shall be used in a safe manner by the contractor’s employees at all times. When mowing or trimming in the presence of users of Consolidated School District 158 property, the contractor’s employees shall either mow an area of the site that will not affect the user's activities, or when possible, request the users suspend their activity temporarily so that the workers may finish. At no time during the execution of the mowing services, shall the contractor’s equipment be in motion within 100 feet of any student or staff member on the property. Should the contractor’s equipment be approached by a member of the student or staff such that they impede upon that 100 foot safety zone, the contractor shall shut down the equipment until the students or staff are at least 100 feet away. Other requirements for safe use are as follows……..

1. All guards and shields shall remain in place on equipment to protect the workers, public, and the amenities on the Consolidated School District 158 properties.

2. Mow in such a manner that any debris is being thrown away from any users that may be present at the site and away from the buildings where feasible.

3. Contractor shall provide copies of all daily maintenance logs for equipment used on Consolidated School District 158 property upon request.

4. Equipment shall be kept in such condition that gas or oil are not leaking onto Consolidated School District 158 property.

5. Equipment shall not be fueled or oiled in grass areas or athletic field areas. Equipment shall be moved to hard surface areas for refueling. Contractor shall be responsible for cleanup of any spills.

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The contractor shall provide a copy of it’s written safety program to the Consolidated School District 158 prior to the first mowing each year. The contractor shall submit documentation to the School District as evidence of a regular schedule of safety training for it’s employees. ORNAMENTAL TREE AND SHRUB MANAGEMENT Ornamental Tree and Shrub Management Program to be provided as a part of the bid will include annual pruning, annual restock of ground cover surrounding, and weed management around and within local ground cover for all ornamental trees and shrubs. The goal of the management program is to maintain the original design intent (or re-establish through corrective pruning), promote flowering, fill space allocated but not to permit encroachment of pedestrian or vehicle areas. Pruning and thinning will be conducted annually by the contractor as a part of the bid. This work shall be conducted utilizing acceptable horticultural practices with the intent of retaining the plant’s natural shape and the original design intent. This may include seasonal pruning to induce the onset of flower buds for those plants grown for flower displays. Dead heading (Rhododendrons) certain plants just after flower will aid in maintaining natural shape. Pruning will be conducted by means of natural selective or shearing edges and tops to maintain neat uniform appearance. Single specimen shrub, natural appearance shall maintain natural branching structure of the shrub, pruning only to promote healthy, natural development. These plantings can be selectively pruned to reduce size, re-invigorate or remove unhealthy limbs / branches, these plants are not to be sheared. Hedges will be sheared frequent enough to maintain a neat – tight manicured appearance. Adherence to seasonal growth will be strictly managed to ensure that shrub is not sheared too late during the season so as to ensure that all new growth has hardened off before the onset of cold weather. Hedges will be sheared using sound horticultural practices. Plants in a hedge shall be allowed to grow together with branches touching. Sides of hedge shall be tapered with the lower branches longer than the branches on the upper portion of the plants. Fertilizer shall be applied by others. As a part of the bid the contractor shall maintain all mulch bed material on the property. Mulch around all trees and shrubs will be replenished by the contractor each spring. The mulch beds shall establish a vegetative cover over the intended area of which they were planted. Areas containing ground covers will be kept weed free by means of mechanical and selective judicial use of herbicides. Trees The goal of the tree management program is to maintain the original design intent and keep trees confined to their defined growing spaces through judicial pruning. Three are three main categories of trees, Shade, Ornamental, and Evergreen, each having their own distinct cultural management characteristics. Shade tree pruning shall be completed by the contractor annually during late winter or early spring while the plants are dormant. Exceptions to this rule are birch, maple, alder, locust and elm, which shall be pruned after June 1st but before the end of November. Diseased, dead or damaged limbs should be removed immediately. Trees along streets, parking lots, and pedestrian paths / walkways will have branches removed to maintain the bottom of the tree canopy approximately eight feet (8’) above the grounds. This must be in scale with the tree as it matures. Staking or guying of trees shall be removed after one full growing season (this applies to all trees). Suckers and water sprouts shall be removed as needed (this applies to all trees). Ornamental Trees

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Ornamental trees are grown for growth habit, foliage, flowers, or decorative bark. Before pruning commences each tree should be identified then design intent and growth habit must studied before pruning starts. Heavy pruning to improve overall structure or shape shall be completed in late fall winter or early spring when tree is dormant. No more than one third (1/3) of the tree’s crown shall be removed in any given year. Light pruning to improve appearance shall be completed immediately after flowering for flowering trees. Shearing is not acceptable unless it is the original design intent. Branched to the ground: Maintain and preserve as many lower branches as possible. As lower branches bow to the ground maintain, maintain a twelve inch minimum space between lawn, under-story planting and mulch. Multi-stem with crown maintained at specific height: Maintain and preserve 3, 5, or 7 major stems from the base of the plant. Remove all limbs necessary to maintain the bottom of the tree canopy according to design intent or use sound horticultural judgment. Single-stem with crown at specific height: Maintain a single trunk much like a shade tree. Remove all branches necessary to maintain the bottom of the tree canopy according to design intent or use sound horticultural judgment. Open, natural crown: Maintain the natural branching structure of the tree, pruning only to promote healthy, natural development. Evergreen Trees All evergreen trees on site shall be pruned to maintain the original design intent or managed with acceptable horticultural practices. Evergreen tree pruning shall be completed just after new shoots (candles) elongate but before they harden off and become woody. To create a dense, compact appearance cut back new growth (candle) on the central leader to approximately one half of its original length. Then remove an equal amount of each candle on side shoots. In every cluster of candles the center candle shall be longer than the side candles when pruning / shearing is complete. If central leader is damaged, create a new one by supporting the most dominant side shoot in a vertical position with a splint. The splint shall be removed as soon as the leader is able to hold an upright position on its own. There are several appearances that can be used for the maintenance of evergreen trees; they are branched to the ground, branched at a specific height, sculptured appearance and dense compact form. Branched to the ground: Maintain and preserve as many lower branches as possible. As lower branches bow to the ground, maintain a twelve inch minimum space between lawn, under-story plants or mulch. Branched at a specific height: Remove all necessary limbs to maintain the bottom of the tree canopy at a designated height from the ground or surface. Ground clearance must be uniform for like trees. Sculptured appearance: Remove all irregular branching to create an even, uniform edge to the outermost tips of the branches. Dense, compact form: Prune leader and side shoots annually, to create a uniform, dense appearance and compact form. Maintenance of mulched beds, ornamental beds and tree rings. All mulched beds and tree rings shall maintain a fresh, neat, crisp look and be weed free. Mulch shall be added to / replaced annually. All mulched areas where applicable shall maintain a clean defined edge that separates lawn from bed / tree ring. Mulching / cultivating shall take place in during the dormant season or as needed. Beds / tree rings shall receive mulch annually using an approved organic (or where applicable an in-organic mulch) to ensure that beds / tree rings maintain a neat clean appearance. Beds will be periodically edged mechanically during the active growing season to ensure encroachment of lawn does not occur. A minimum depth of two inches of mulch and a maximum of three inches is acceptable for shrubs and tree rings. Perennials shall have no more than one inch of mulch. Grounds covers should only receive mulch only when soil is exposed. Once grow in is complete mulching shall cease.

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Beds / tree rings shall remain weed free through means of mechanical weeding. Bed lines / tree rings shall maintain uniformity and be proportional to the plants / tree in which the bed surrounds. Cultivation of mulch beds / tree rings shall be employed prior to adding new mulch. No cultivating shall take place under drip line of shrubs or evergreen trees. Ornamental trees and shade trees can be lightly cultivated to within twelve inches of trunk when branched up. Debris created during edging, mulching process shall be removed.

PLAYGROUND SAFETY SURFACE CARE The bid shall include care for playground safety surface as described here-in: While each weekly mowing is done, the contractor shall level the wood chip safety surfaces in each elementary school playground. The contractor will be responsible for providing the labor and material to restock the wood fiber safety surface materials twice per contract year including………….

1. during spring break. 2. in the first two weeks of August

As a part of the base bid, the bidder shall provide no less than 200 cubic yards of material as needed to be handled with the each restocking event. The materials to be used will conform with CPSC, ASTM, and ADA standards for oriented wood fiber safety surfaces for playground safety. SPECIAL REQUIREMENTS Failure to comply with this section in particular, can result in termination of contract.

• Public Contact On occasion, the contractor may come in contact in some manner by the general public. The employees shall be instructed to politely inform the citizens to direct their comments and/or questions to the Operations and Maintenance Office at 650 Academic Drive, Algonquin, IL., or call 847-659-6163.

• Final Appearance Mowing patterns will be such that there are no visible signs of grass clippings on the top of the grass blades. Trees, shrubs and other plants shall not be damaged by lawn care equipment.

• Credit Rating Contractor’s credit rating shall be such that it shall be obstructed in the procurement of equipment, fuel, parts, and/or supplies for the execution of the work required here-in.

• Equipment, Supplies, Repairs Contractor shall be responsible for the purchase and transportation of equipment, fuel, supplies, and parts. The School District shall have no responsibility for handling, procurement, or storage of any of the above. Bidders shall provide an hourly rate sheet for equipment and operators and labor as a part of a complete bid.

• Manpower Bidders shall provide a staffing plan with the bid as a part of a complete bid.

• Subletting Contract It is mutually understood and agreed that the contractor shall not assign, transfer, convey, sublet, or otherwise dispose of his/her contract or right, title or interest therein, or power to execute such Contract, to any other person, form or corporation, without previous written consent of the School District. In no

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case shall such consent relieve the Contractor from his/her obligation, or change the terms of the Contract.

• School District Equipment available for contractor use in order to fulfill this contract only At Huntley High, a Water Wheel is available for use by the contractor for watering management as required by the weather.

• Area of School District property not included in this contract. The Butterfly Garden Area between Chesak and Martin Elementary Schools shall not to be maintained by the bidder as a part of this bid.

• Care of Athletic Fields for Outside Organization Use The District encourages the Grounds Management Services contractor to coordinate services which maybe required by renters of School District property directly. These services are outside of the contract requirements. Should the need arise, the School District will pass on all costs for care of the Athletic Fields by renters as billed from the contractor for all outside organizations’ requirements for the care of the athletic fields.

• Questions about the bid specification No questions about the bid specifications will be entertained later than within seven days of the bid opening.

• Storage of Contractor Equipment on School District property Storage space to be made available to the successful bidder for materials and equipment to be used for the specific service requirements of School District 158 only include sharing of a 5 ' x 12 ' space with the irrigation system controller, water meter and backflow preventer assembly at each middle school.

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THIS SAMPLE CONTRACT WHICH SUCCESSFUL BIDDER SHALL SIGN AS A PART OF THE SERVICES TO BE PROVIDED

AGREEMENT dated ______________________by and between Consolidated School District 158 (hereinafter referred to as "The District") and Successful Bidder. BACKGROUND The District desires to contract with Successful Bidder for the performance of Grounds Management Services to be performed at all district locations. AGREEMENT

1. Services to be Provided by Successful Bidder will provide Grounds Management Services (hereinafter referred to as “Services”) for Consolidated School District 158 at its facilities specified in Attachment A and according to the specifications set forth in (Attachment A.) In performing such Services, Successful Bidder will do the following:

A. Furnish a management team to ensure the Services are accomplished in accordance with the terms and conditions set forth herein.

B. Furnish, train, manage and direct all Successful Bidder employees in the performance of Services. District shall have the right, upon written notice to Successful Bidder, to require the replacement of any Successful Bidder employee performing services on Consolidated School District 158 property as a part of this contract whose continued presence, in the opinion of the District, is not in the best interest of Consolidated School District 158 or its' employees. All Successful Bidder employees who provide services under this Agreement shall comply with all applicable laws, ordinances, rules and regulations in the performance of Service provided under this Agreement, including but not limited to, all applicable Consolidated School District 158 policies and procedures, rules and regulations in effect at the time, all laws governing appropriate visa and work authorization, any and all applicable Consolidated School District 158 policies regarding background information, pre-employment testing and any other applicable requirements deemed appropriate by Consolidated School District 158.

C. Provide additional services (non-repetitive in nature) similar to, but not included in, the Services from time to time as agreed by the parties.

2. The following costs will be paid by Successful Bidder :

A. All wages and salaries, including regular pay and, to the extent applicable, vacation pay, sick pay, bereavement pay and legal holiday for Successful Bidder’s employees working in Consolidated School District 158.

B. The cost of social security taxes, State and Federal unemployment insurance premiums, general liability and umbrella insurance premiums, and workers compensation premiums, and, to the extent applicable, medical, life and dental insurance premiums (if any), other applicable fringe benefits, related administrative costs and payroll based Federal, State and local taxes payable on behalf of Successful Bidder’s employees working at the districts facilities. Successful Bidder shall indemnify and hold harmless Consolidated School District 158 from any claim for payment of such items relating to wages and/or salaries paid by Successful Bidder under this Agreement.

C. The cost of any required uniforms for Successful Bidder employees. D. The cost of manuals, forms, training aids, office supplies and long distance telephone calls needed in

performing the Services. E. The cost of Successful Bidder’s supporting operations management, human resources accounting, legal,

training and development and general administrative functions. F. The cost of maintaining and repairing equipment owned by Successful Bidder needed to perform the

Services. G. The cost of all supplies requires as a part of Services.

3. Costs to be Paid by Consolidated School District 158: The following costs will be paid by Consolidated School

District 158:

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A. The cost of any additional services outside the scope of the base bid specifications as may be requested by Consolidated School District 158.

4. Payments to Successful Bidder:

In consideration of Successful Bidder’s performance of it’s obligations under this Agreement, Consolidated School District 158 shall make payments to Successful Bidder as described

A. Contract Price: The contract prices shall be according to Successful Bidder’s Base Bid for Grounds Management Services

for the following base bid period as outlined in Section 5. Term and Termination of Agreement: , subsection A. Initial Term, shall be at the prices provided in Successful Bidder’s bid; copy attached. At the sole discretion of School District 158, the contract may be extended for two successive years beyond the Base Bid contract period at rates which shall be determined as follows: As stated in Section D later in this subsection (; 5.D Contract Renewal) of this contract.

B. Description of Services: Services shall include duties as outlined in the bid specifications; copy attached, including:

● Bid specification #2013-04 dated _________ included___ pages 1 thru _____. ● Addendum Number ____ dated ______ pages 1 thru ____. ● Post Bid Opening Response from Successful Bidder from District 158. ● Scope Review Questions in e-mail form with response dates _______ and _________.

All additional services will be approved by Consolidated School District 158 prior to work being done at rates quoted.

C. Payment Terms: One twelfth of the base bid together with charges for any ancillary work authorized in writing shall be invoiced each month. Each payment for Services shall be made no later than net 45 days from date of invoice

D. Contract Renewal: At the sole discretion of Consolidated School District 158, provided Successful Bidder has provided services satisfactorily to the Board of Education of Consolidated School District 158, the service may be continued for up to two successive one year terms beyond end of the original, three year contract term for a maximum contract length of five years. Consolidated School District 158 will notify the Bidder of intent to renew for continued service by March 31st prior to commencement of the next year. Any increase in price during the renewal term shall be less than both: (1) five percent (5%; and (2) the Consumer Price Index for All Urban Consumers CPI-U) for the prior calendar year issued by the Bureau of Labor Statistics of the United States Department of Labor for the prior calendar year

5. Term and Termination of Agreement:

A. Initial Term: The term of this Agreement shall commence March 15, 2014 and shall expire on November 15, 2016, unless extended in accordance with the provisions listed above in section 5.D unless terminated by either party by at least ninety (90) days prior written notice given at any time after the end of the initial term and renewals with board approval.

B. If, in the sole opinion of the District, the Contractor is not satisfactorily performing the Services in

accordance with the requirements of this Agreement, the District shall exercise the commencement of a Cure Process as outlined here-in. The work shall be performed to the satisfaction of the Board of Education. If, in the sole opinion of the District, the Contractor is not satisfactorily performing the Services in accordance with the requirements of this Agreement, the District shall exercise the commencement of a fourteen (14) day cure period during which time the Contractor is required to cure the Deficiency(s) and provide proof of cure satisfactory to District 158. The District reserves the right to simultaneously commence a sixty (60) day notice of termination. Both the exercise of the cure period as

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well as the termination provisions shall be in writing. On or before the end of the fourteen (14) days Cure Period, District shall reasonably determine that either (1) the service deficiencies have been corrected, in which case the Agreement will continue in full force and effect subsequent to the Cure Period, or (2) the service deficiencies have not been corrected, in which event District may terminate this Agreement in accordance with the sixty (60) day termination notice. In the event that the District does not act pursuant to either (1) or (2) above, the service deficiencies shall be deemed corrected and the Agreement shall continue in full force and effect thereafter.

C. Failure to adhere to any material term of this Agreement which is not service oriented and governed by

subparagraph 5.B. above shall be grounds for immediate termination by Consolidated School District 158.

D. The Board of Education or Contractor may cancel this agreement upon one-hundred and twenty (120)

days written notice without cause. E. In the event of termination, the contract sum shall be prorated through the termination date.

6. Insurance to be carried by Successful Bidder: Successful Bidder shall procure and maintain during the term

of the Agreement, at Successful Bidder’s sole expense insurance as outlined in the bid specifications.

7. Force Majeure: Neither party shall be liable for the failure to perform their respective obligations under this Agreement when such failure is caused by fire, explosion, water, act of God or unavoidable accident, civil disorder or disturbance, strikes, vandalism, war, riot, sabotage, weather or energy related closing, governmental rules or regulations, or like causes beyond the reasonable control and without the fault or negligence of such party, or for real or personal property destroyed or damaged sue to such causes.

8. Notices: All notices, requests, demands, and other communications hereunder shall be in writing and shall be deemed to have been duly given if delivered personally or if sent by courier, registered or certified mail, return receipt requested properly addressed and postage prepaid, or by overnight mail by a reputable carrier, and addressed as follows:

To: Successful Bidder 1234 Mower Road Anytown, USA. 12345 Attention: President To Customer: Consolidated School District 158 650 Academic Drive Algonquin, IL. 60102 Attention: Superintendent of Schools

Or at any other address as may be given by either party to the other by notice in writing pursuant of this Section. 9. Execution of Contract: The parties to the Agreement have executed this Agreement as of the day and year first

written above.

Successful Bidder Consolidated School District 158 By _________________________ By ___________________ Title _______________________ Title__________________ Date _______________________ Date__________________

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BID FORM Page 1 of 5

Bidder’s Name:________________________

Bid For: GROUNDS MANAGEMENT SERVICES – Bid # 2013-04

Bid Prices: Base Bid for Three Years: 3/15/14 thru 11/15/16 $_________________ The breakdown of the base bid is as follows…. Year 1- 3/15/14 thru 11/15/14 $_____________ Year 2- 3/15/15 thru 11/15/15 $_____________ Year 3- 3/15/16 thru 11/15/16 $_____________ The bidder includes management of turf at the campus' including.......... Harmony Road ____________ acres Reed Road Campus ____________ acres Square Barn Road Campus ____________ acres For a complete bid, the bidder must include the following documents on their company letterhead:

1. An hourly rate sheet for costs for each piece of equipment with operator and hand laborers. The unit prices stated shall include all costs for the bidder to Consolidated School District 158 for that service.

2. A complete staffing plan for manpower proposed to meet the requirements of the bid specification including workers, supervisors, and the program administrators.

Bidder acknowledges having received and read Addenda(s) ____ thru ____ and understands the bid prices above include all requirements of these addenda.

By signing the bid form, the Bidder acknowledges having received, dead, and agrees to all the terms and conditions in the bid specifications and the “Instructions to Bidders and General Conditions” (; a separate document. In addition, the bidder understands that the bid will be considered incomplete unless the forms which are a part of the “Instructions to Bidders and General Conditions” are completed and attached to this bid form. _______________________________ _______________________________________ Company Name Officers Signature _______________________________ _______________________________________ Street Address Officer’s Printed Name _______________________________ _______________________________________ City, State, Zip Code Officer’s Official Title _______________________________ _______________________________________ Telephone Number Fax Number _______________________________________ E-mail address

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CERTIFICATE OF ELIGIBILITY TO BID

(contractor), pursuant to Section 33E-11 of the Illinois Criminal Code of 1961 as amended, hereby certifies that neither (he, she, it) nor any of (his, her, its) partners, officers, or owners of (his, her, its) business has been convicted in the past five (5) years of the offense of bid-rigging under Section 33E-3 of the Illinois Criminal Code of 1961 as amended and that neither (he, she, it) nor any of (his, her, its) partners, officers or owners of (his, her, its) business has ever been convicted of the offense of bid-rotating under Section 33E-4 of the Illinois Criminal Code of 1961 as amended. Date Name of Contractor/Company Street Address City, State, Zip Title of Officer Name of Officer (Please Print) Signature of Officer

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CERTIFICATE OF COMPLIANCE

TO THE ILL. DEPARTMENT OF HUMAN RIGHTS REGULATIONS

For this bid to receive consideration by the Board of Education of Consolidated School District

#158, Algonquin, Illinois, the following certificate must be signed by an official of your

company and returned with your bid. This is to certify that our company is in compliance with

the provisions of the Illinois Department of Human Rights Regulations.

Signed: Signature By: Printed Name Title: Date:

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Equipment List

Name of Contractor (Bidder) EQUIPMENT TO BE UTILIZED FO THE COMPLETION OF THIS WORK INCLUDES.................. Equipment Type Quantity to be Provided Manufacturer and Model Age 1. ____________________________________________________________________________________ 2. ____________________________________________________________________________________ 3. ____________________________________________________________________________________ 4. ____________________________________________________________________________________ 5. ____________________________________________________________________________________ 6. ____________________________________________________________________________________ 7. ____________________________________________________________________________________ 8. ____________________________________________________________________________________ 9. ____________________________________________________________________________________ 10. ____________________________________________________________________________________ 11. ____________________________________________________________________________________ 12. ____________________________________________________________________________________ 13. ____________________________________________________________________________________ 14. ____________________________________________________________________________________ 15. ____________________________________________________________________________________ 16. ____________________________________________________________________________________ 17. ____________________________________________________________________________________ 18. ____________________________________________________________________________________ 19. ____________________________________________________________________________________

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Name of Contractor (Bidder)

REFERENCE SHEET Please submit the names of five different School Districts, Colleges or Companies for whom you have done work in the last four years. 1. Name Address City Contact Person Telephone ( ) 2. Name Address City Contact Person Telephone ( ) 3. Name Address City Contact Person Telephone ( ) 4. Name Address City Contact Person Telephone ( ) 5. Name Address City Contact Person Telephone ( )

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HARMONY ROAD CAMPUS GROUNDS MANAGEMENT PLAN dgr 09-30-13

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= grounds management boundary

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BB=baseball diamond SB=softball diamond D=discus SP=shot put SF=soccer field

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CONSOLIDATED SCHOOL DISTRICT 158 Revised 9/30/2013 SPECIFICATIONS FOR GROUNDS MANAGEMENT SERVICES BID # 2013-04

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SCHOOL DISTRICT 158 Algonquin, IL 60102

INSTRUCTIONS TO BIDDERS AND GENERAL CONDITIONS

1. GENERAL

A. Bidders shall prepare their submission in compliance with the instructions in this package. ALL BIDS MUST

BE SUBMITTED ON THE BID PROPOSAL FORM PROVIDED IN THIS PACKAGE. B. Facsimile copies of bids are not accepted C. Bids must be submitted in a sealed envelope. They should be addressed to the Superintendent of Schools,

School District 158 Administration Center, 650 Academic Drive, Algonquin, IL 60102. D. The sealed envelope with the bid should be marked in the lower left hand corner with the District bid number

noted. E. A completed copy of the Intent to Provide Bid form must be completed, signed and submitted no later than due

date listed on the form which is located later within this document. F. The following MUST be included in the returned bid response as a part of a complete bid. These forms must be

fully completed, signed, and notarized as required on forms: i. One complete paper copy of the Bid Proposal Form which includes

1. Bid Price page 2. Certificate of Eligibility To Bid 3. Certificate of Compliance To The Illinois Department of Human Rights 4. Hold Harmless Agreement 5. Equipment list 6. Reference List

ii. Bid Bond if required on page 2 in the specification; G. Bids will not be accepted after the scheduled date and time of the bid opening. H. On supply or equipment bids, prices quoted shall include delivery to the School District Building as indicated on

the specifications. I. All bids must be typed or written in pen. Pencil is not acceptable. BIDS WRITTEN IN WITH PENCIL WILL

BE REJECTED. J. The District reserves the right to reject any or all bids. Bid awards will not necessarily be made on the basis of

price alone: suitability to purpose, design, quality, past service, date of delivery, responsibility and other factors deemed to be in the best interest of the District may also be considered. The District shall be the sole judge of these factors. In all instances, the decision rendered by the School Board shall be final and not subject to contest by others.

2. EXCEPTIONS

Any exceptions to these conditions or deviations from the specifications must be submitted in writing and attached to the bid form.

3. FIRM BID PRICES

Prices, terms and conditions must be firm for a period of sixty days from the date of the bid unless otherwise agreed to by DISTRICT 158 and the bidder.

4. EXEMPTION FROM TAXES

DISTRICT 158 is exempt from Federal, State, and Municipal taxes.

5. INVESTIGATION OF BIDDERS

Contractors or suppliers who are bidding work for School District 158 shall submit at least five references, name, addresses, and phone numbers of the last five school projects done in the last four years. These should be from managers of commercial buildings or school buildings and preferably in the northwest suburban area. The five references must be for five different projects. The Board of Education reserves the right to reject any bid if it is determined that the bidder is not qualified to accomplish the work described in the specifications in an acceptable manner.

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6. RESERVATION OF RIGHTS BY THE DISTRICT

The Board of Education reserves the right to reject any or all bids and award the bid in the best interest of the District.

7. DEPARTMENT OF HUMAN RIGHTS REGULATIONS

All bidders must abide by and attest to the fact that they are in compliance with the Illinois Human Rights Act as amended effective July 1, 1993 (formerly the Fair Employment Practice Commission). The D.H.R. (formerly F.E.P.C.) number must be on the bid form. Bidders who do not have a D.H.R. number can satisfy this requirement by signing the enclosed Certificate of Compliance and submitting it with the bid.

8. ELIGIBILITY TO CONTRACT

Vendor, pursuant to Section 5/10-20.21(b) of the School Code, with submission of its bid certifies that neither it, nor any of its partners, or officers or owners: A. Have been convicted in the past five (5) years of the offense of bid-rigging under Section 33E of the

Illinois Criminal Code of 1961, 720 ILCS 5/33E -1 et seq., as amended; B. Have ever been convicted of the offense of bid-rotating under Section 33E-4 of the Illinois Criminal Code

of 1961, as amended; C. Have ever been convicted of bribing or attempting to bribe an officer or an employee of the State of

Illinois; or D. Have made an admission of guilt of any of the above conduct which is a matter of record. Vendor acknowledges that the School Board may declare any contract awarded pursuant to this bid void if this certification is false.

9. CRIMINAL BACKGROUND INVESTIGATIONS

Vendor hereby represents, warrants and certifies that no officer or director of vendor has any knowledge that any employee thereof has been convicted of committing or attempting to commit any one or more of the following offenses set forth in Section 5/21-23a of the Illinois School Code or who falsifies, or omits facts from his or her employment documents.

Vendor agrees that it shall not employ any person who has or may have direct, daily contact with the pupils of any school in the district, and for whom a criminal background investigation has not been conducted pursuant hereto, and further represents and agrees that all employees or applicants who may have direct contract with employees shall be required to furnish a written “Authorization for Criminal Background Information” on forms provided by the district authorizing the Board of Education to request a criminal background investigation of said person pursuant to 105 ILCS 5/10-21-9 as amended by P.A. 96-1452 and to receive criminal history record information pursuant thereto to determine if the applicant has been convicted of committing or attempting to commit any of the criminal or drug offenses enumerated above. Vendor further agrees to submit with said authorization for any costs and expenses associated with the criminal background investigation.

Vendor further represents, warrants and certifies that no employee or applicant with respect to whom the criminal investigation reveals any conviction for committing and/or attempting to commit any of the above enumerated offenses, including the Sex Offender Registry Act, and the Statewide Child Murder and Violent Offender Against Youth Database shall be employed thereby in any position that involves or may involve contact with the students of the school district.

10. NONDISCRIMINATION

Vendor, certifies with submission of a bid, that it does not engage in discriminatory practices regarding employment or delivery of or access to services and programming and that it fully complies with the requirements of federal and State civil rights laws, including but not limited to: the Illinois Civil Rights Act of 2003, P.A. 93-0425; Illinois Human Rights Act, 775 ILCS 5/1-101 et seq.; the Americans with Disabilities Act,

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42 U.S.C.12101 et seq., and the Rehabilitation Act of 1973, as amended, 29 USC 701 et seq., as well as the rules and regulations promulgated there under.

Vendor acknowledges that the School Board may declare any contract awarded pursuant to this bid void if this certification pursues false.

11. INSURANCE REQUIREMENTS A. School District 158 will only accept carriers on the contractor’s Certificate of Insurance that have an A.M.

Best's rating of no lower than A-7. B. The successful bidder shall expressly bind himself/herself to defend and save the District harmless from all

suits or actions of every name and description including Scaffolding Act Liability. Successful bidder shall carry insurance, in company or companies acceptable to the District, for Worker’s Compensation, Commercial General Liability, and Automobile liability.

C. Each bidder shall submit as part of the bid, a certification of insurance in force to meet the above specifications. That certificate shall name CONSOLIDATED SCHOOL DISTRICT 158 as an additional insured and shall state that all insurance listed above is primary. CONSOLIDATED SCHOOL DISTRICT 158 shall be notified 30 days prior to any material change in the insurance.

D. Workman's Compensation - Statutory • e.l. - each occurrence $1,000,000 • e.l. - disease –each employee $1,000,000 • e.l. – disease – policy limit $1,000,000

E. Comprehensive General Liability Insurance: The successful bidder shall maintain at all times during the contract Comprehensive Liability Insurance (including Broad Form Property Damage) with limits for combined bodily injury and property damage of not less than $1,000,000 for each occurrence and not less than $2,000,000 aggregate.

F. Comprehensive Auto Liability Insurance: The successful bidder shall maintain at all times during the contract Comprehensive Auto Liability with limits for combined bodily injury and property damage of not less than $1,000,000 for each occurrence and not less than $1,000,000 aggregate.

G. Excess Liability: An umbrella policy is required with minimum lists of $5,000,000 per occurrence ( see Notes at end of document for variations in this limit for different forms of contracted services) and will apply to both bodily injury and property damage. The umbrella policy shall apply over all primary coverage and limits of liability as listed in the preceding section. The umbrella coverage must be as broad as the primary policies and must be free of any restrictions that do not appear in the underlying policies.

H. Owned/Rented Equipment Insurance: The Contractor shall secure, pay for and maintain whatever Fire or Extended Coverage Insurance deemed necessary to protect the Contractor against loss of owned or rented capital equipment and tools, including any tools owned by mechanics, and any tools, equipment, scaffoldings, staging, towers and forms owned or rented by the Contractor. The requirement to secure and maintain such insurance is solely for the benefit of the Contractor; Contractor shall require same coverage of Subcontractor. Failure of the Contractor to secure such insurance or to maintain adequate levels of coverage shall not obligate District 158, or their agents and employees for any losses of owned or rented requirement. It is expressly understood and agreed that District 158 shall have no responsibility therefore, the Contractor secures such insurance the insurance policy shall include a waiver of subrogation clause as follows: “It is agreed that in no event shall this insurance company have any right of recovery against District 158 or their agents.”

I. Contractor’s Obligation: The procuring of the insurance required under this Contract shall be considered solely as securing Contractor’s obligation or liabilities assumed under the Contract. Contractor shall remain fully liable and responsible for all such obligations, whether or not the insurance provided by the Contractor is approved by District 158.

There will be no “Waivers of Subrogation” permitted on the insurance policy or contract between DISTRICT 158 and the contractor. A copy of the Certificate of Insurance shall be furnished to the Director of Operations and Maintenance before the work begins.

CERTIFICATE OF INSURANCE FORM The following wording must appear in the section, Description of Operations/Locations/Vehicles/Restrictions/Special Items:

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School District #158 is named as additional insured as their interests may appear with respect to General Liability. Work cannot begin nor will any payments be issued until the Certificate of Insurance has been received with School District #158 being named as additional insured.

12. FORCE MAJEURE

The parties to any contract shall be excused from performance during the time and to the extent that they are prevented from obtaining goods or performing services by acts of God, fire, or power failure or reduction, provided that: satisfactory evidence thereof is presented to the District, and provided further that it is satisfactorily established that the non-performance was not due to the fault or negligence of the party not performing. The scheduled completion date stipulated in these specifications shall be adjusted by a period of time equal to such time lost because of the stated condition.

13. SIGNATURE CONSTITUTES ACCEPTANCE

The signing of the bid form shall be construed as acceptance of all the provisions contained herein.

14. BID BOND

Each bid shall be accompanied by a bid bond in the amount of 10% of the total amount bid issued by a properly licensed commercial surety. The bid bond shall be given as a guarantee that the bidder will supply the items in accordance with specifications and prices bid. Bid security in the form of a Cashier Check will be accepted in lieu of a bid bond. The cashiers check or irrevocable letter of credit from bidder’s bank on their letterhead signed by authorized bank officer, must be in the amount equal to 10% of the bid. Bid security in the form of a a bid bond issued by a surety having a “Best” rating of A- or better and licensed to conduct business in the state where the Project is located and named in the current list of “Surety Companies Acceptable on Federal Bonds” as published in the Federal Register by the Audit Staff Bureau of Accounts, U.S. Treasury Department. The successful bidder’s bond will be retained by the District until a contract is signed and full delivery and installation is complete.

15. PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND

A 100% performance and payment bond MAY BE REQUIRED for all of the scope of work in this bid. The Bonds must be issued by a properly licensed commercial surety having a “Best” rating of A- or better. The bidder shall deliver said bond to the Owner not later than the date of execution of the Contract.. Proof that installation labor has been completed in compliance with the State of Illinois guidelines concerning the rate of Prevailing Wages must be furnished to the District before such performance and payment bond will be released. The District will consider proposals to provide an institutional letter of credit in lieu of a performance bond. Such proposals must include disclosure of the terms of the letter of credit for review and consideration by the District. Under no circumstances shall the District be obligated to accept a letter of credit rather than a proper performance and payment bonds. The Performance and Payment Bonds shall extend for a period of four years after the date of final inspection and acceptance of the Work by the Owner, and are not intended to include the additional warranty period(s) specified for the Work.

16. PAYMENTS

On District projects, a 10% retainer fee will be held if applicable, until all punch list items are completed and approved by the Director of Operations and Maintenance. The School District #158 processes checks once a month. The deadline for receiving invoices is the Friday before the last Thursday of the month preceding the payment month. Payment shall be considered for approval at the regular Board meeting (generally the third Thursday of the month). Payment will follow meeting approval.

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17. LIEN WAIVERS

Waivers of lien from prime contractor, prime contractor’s supplier(s), subcontractor(s), and subcontractors’ supplier(s) must accompany each request for payment. Contractor must furnish the names of all subcontractors and a schedule of values with each pay request. Partial waivers must list a dollar amount. All final waivers must state “Paid in Full” in place of a dollar amount. Final payment will not be released until final waivers marked “Paid in Full” are submitted for all subcontractors, suppliers and prime contractor. All waivers must be accompanied by a sworn statement listing subcontractors and suppliers, the amounts of their contracts and the amounts requested.

18. EXAMINATION OF SITE

Before submitting a bid, the contractor should visit the site and is responsible for knowing the conditions affecting the work. Failure to visit the site(s) shall not be accepted as a valid reason for any changes by the successful bidder.

19. SAFETY

The contractor is responsible for making sure that all conditions are safe for pedestrians and workers. Any precautionary measures such as warning signs, barricades, etc., that might be necessary shall be at the expense of the contractor and provided for in the quoted price.

20. WORKMANSHIP

All work under this contract shall be performed in a skillful and workmanlike manner. District 158 may, in writing, require the Contractor to remove from the work any employee the District deems incompetent, careless, or otherwise objectionable.

21. DEBRIS DISPOSAL

Contractors shall not use DISTRICT 158’s refuse dumpsters for debris brought to the jobsite or created at the jobsite by the contractors work onsite. This includes material container debris.

22. CLEAN-UP

The contractor is responsible for keeping the job site clean at all times. Also, after the job is completed, he is responsible for removing all tools, equipment, excess material and debris from the site and leaving the area in a clean condition that meets the approval of the Director of Operations and Maintenance or his designee. Final cleaning shall be completed to the School District’s satisfaction.

23. CHANGE IN SCOPE

Contractors and sub contractors must receive prior written approval from DISTRICT 158’s Operations and Maintenance Office before proceeding with any work which is a change in scope and/or additional cost (a change order) to DISTRICT 158.

24. BID SUMMARIES

Bid Summaries will be mailed within three business days after the Board approves the lowest responsible bid.

25. MATERIAL SAFETY DATA SHEETS

All contractors performing work in DISTRICT 158 Buildings shall submit, to the Operations and Maintenance Office, copies of Material Safety Data Sheets (MSDS) on all building materials to be used in accordance with the Illinois Department of Labor’s Hazardous Communication Program Regulations prior to the commencement of work. Contractors must maintain a legible copy of these MSDS sheets on file at the job site at all times while construction is in progress. Periodic District checks may be performed, contractor must be able to furnish information on demand. Contractor must provide adequate control measures to protect the occupants of the building before, during, and after the use of any building materials which contain hazardous

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ingredients. Contractors who must use building materials which contain hazardous ingredients must review with and get approval on the intended control measures prior to the commencement of the work.

In addition, all contractors who are to perform work at DISTRICT 158 facilities must make their employees aware of DISTRICT 158’s Hazardous Communication Program. DISTRICT 158 has a copy of all MSDS sheets on products at the building which the District has purchased. The binder containing those MSDS sheets is in the health office of each building. If any contractor’s employee would like a copy of DISTRICT 158’s Hazardous Communication Plan procedure or a particular MSDS sheet of a particular material the DISTRICT 158 has delivered to the site from a source other than the contractor, please see the custodians at the building to get a copy duplicated.

26. SUBSTITUIONS

A. The materials, products, and equipment described in the Contract Documents establish a standard of required function, dimension, appearance, and quality to be met by any proposed substitution.

B. A Contractor only (not distributor, representative, or other person in like capacity) may request of the Owner a statement a minimum of 5 days prior to bid opening, concerning acceptability of any material or device which the Contractor is uncertain of as to compliance with the Contract Documents. It shall be the sole responsibility of the Contractor to transmit such requests in writing only in a full and complete manner accompanying the request with all data necessary for qualification of the article and at such a date as to allow reasonable time for the examination thereof. Such data may include structural analysis, drawings, including specific details pertaining to the Project, Project Manual and modifications, and any other information deemed necessary by the Owner/Architect/Engineer. All costs incidental to the submission of this data are to be borne by the submitting Contractor.

C. The Owner will examine such requests to the extent possible, but there shall be no guarantee that all requests can be examined, nor will the Owner/Architect/Engineer examine requests accompanied by inadequate data, that are received too late to be qualified, or are received after the last Addendum to the Project Manual has been issued.

D. If the Owner approves any proposed substitutions, such approval will be set forth in an Addendum. Bidders shall not rely upon approvals made in any other manner. Approved substitutions may include modifications to submitted material deemed necessary by the Owner/Architect/Engineer to conform to the established standard of required function, dimension, appearance and quality set forth in the Contract Documents and shall be binding with regard to the performance of the Work, if accepted.

27. CONTACT WITH STUDENTS

When School is in session, construction personnel shall have absolutely no contact with students. Any expense to be incurred for the contractor to meet the following access limitations shall be a part of the contractor’s bid. A. On days when school is in session the trades should not be allowed into areas where students are during the

school day. Therefore the bidder shall plan all work that needs to take place in halls and other rooms (like running power to the space, etc.) to be done other than during school hours.

B. Emergency access to student occupied school areas is only allowed if the tradesmen enter the front door and proceed to the main office directly, sign in and get a visitors badge before entering or if a District employee accompanies the tradesman at all times.

C. If tradesmen must be in student occupied areas alone where they may have direct contact due to extenuating circumstances, those tradesmen must have a full criminal background check completed by the State of Illinois and District ID badges prior to gaining access. The background checks will be at the bidder’s expense and the badges will be purchased from the District by the bidder at the published District employee replacement cost at the time of the purchase.

D. For contractors that have frequent need to access and work in areas of the buildings where the possibility of direct student contact is often necessary, the contractor should have his affected employees submit to the fingerprint and background checks.

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Intent to Provide Bid Form This form acknowledges receipt of this RFP and states whether the supplier intends to submit or not submit a Bid. The District requires a response, to this section, from all potential bidders receiving this Bid Specification no later than 3:30 p.m. seven days prior to the bid due date. Bid Name and #:

Company Name/Address:

Bidder’s Primary Contact for this Bidding Process: (Please list main contact and alternate):

NAME PHONE NUMBER FAX NUMBER E-MAIL ADDRESS

___ We DO plan to submit a proposal for this project. ___ We DO NOT plan to submit a proposal

We would appreciate an indication of the reason(s) for declining to submit a proposal (if

applicable):

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________ _____________________________________ ____________________________________ Authorized Signature Date _____________________________________ ____________________________________ Printed Name Title

Bidders shall return this form to the attention of Doug Renkosik at the CSD 158 Operations and Maintenance Office via fax (847) 659-6126 AND/OR email to [email protected] and [email protected] no later than due date listed on page one of the bid form.

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