Request for Proposals For Janitorial Services Contract from ...

(VCH 1/13)

VILLAGE OF CLARENDON HILLS

Request for Proposals For

Janitorial Services Contract from March 1, 2019 to February 28, 2020

(With Two Options for Renewal)

February 8, 2019 10:00 am

Proposals Due: Village Hall

1 N. Prospect Avenue

Obtain information from and submit proposals to:

Peter Nickell Assistant to the Village Manager

Village of Clarendon Hills 1 N. Prospect Avenue

Clarendon Hills, Illinois 60514-1292 (630) 286-5402

Note: This cover sheet is an integral part of the contract documents, and is, as are all of the following documents, part of any contract executed between the Village of Clarendon Hills and the successful firm.

Janitorial Services RFP 2019

TABLE OF CONTENTS

Page

Notice to Bidders ................................................................................ 3 General Provisions ............................................................................. 4 Special Provisions and Request for Proposal .................................. 10 Cleaning Services Specifications……………………………………….11 Proposal Form...………………………………………………..Proposal 1 Appendix 1 - Sample Form of Contract …………….……….Proposal 3 Appendix 2 - Vendor’s Certification Form ............................ Proposal 5 Exhibit 1- Sample Insurance Requirements ...................... . Proposal 6


VILLAGE OF CLARENDON HILLS NOTICE TO BIDDERS

The Village of Clarendon Hills will accept sealed proposals until Friday, February 8, 2019 at 10:00 am for the provision of JANITORIAL SERVICES at which time the bids will be publicly opened and read at Village Hall located at 1 N. Prospect Ave, Clarendon Hills, IL 60514 The contract term for these services will extend from March 1, 2019 to February 28, 2020 with two (2) options for annual renewal. Any proposal submitted MUST be signed by an individual authorized to bind the offer. All proposals submitted without such signature will be deemed non-responsive, and will not be acceptable. Specific instructions and specifications are stated within the Request for Proposals (the “RFP”) which can be located on the village website at www.clarendonhills.us/bids The Village of Clarendon Hills reserves the right to reject any or all proposals, to waive any and all technicalities, or to accept the proposal deemed most advantageous to the Village of Clarendon Hills.

By Order of the President and the Board of Trustees Village of Clarendon Hills DuPage County, Illinois __________________________________ Dawn Tandle Village Clerk

Published: January 25, 2019

http://www.clarendonhills.us/bids


GENERAL PROVISIONS

Definitions The term "VILLAGE" whenever used in the specifications shall be construed to mean the Village of Clarendon Hills, DuPage County, Illinois. The term "VENDOR" whenever used in the specifications shall be construed to mean the firm submitting a Proposal to the Village of Clarendon Hills.

Preparation of Proposal The Proposal Form must be signed by an authorized agent of the VENDOR. If the VENDOR is a corporation, the corporate seal, must be affixed. If the firm is a partnership, all partners shall execute the Proposal, unless one partner has been authorized to sign for the partnership.

Submission of Proposal Three (3) copies of the VENDOR’S sealed bid proposal shall be submitted to:

Vicki Pries Executive Assistant

Village of Clarendon Hills 1 N. Prospect Avenue

Clarendon Hills, Illinois 60514-1292 (630) 286-5401

Proposals shall be clearly labeled: Proposal for Janitorial Services. Proposals may be withdrawn or canceled at any time prior to the proposal due date and time by submitting a written and signed request to withdraw or cancel. After the proposal due date and time, no proposal shall be withdrawn or canceled for a period of ninety (90) calendar days. The successful VENDOR shall not withdraw or cancel its proposal after having been notified by the Village Manager or his designee that said Proposal has been accepted by the Village Board. Prices shall cover a period of thirty-six (36) months.

Conditions VENDORS are advised to become familiar with all conditions, instructions, and specifications governing this RFP and where applicable, the VENDOR shall inspect the site and conditions pertinent to the work involved. Failure to make such an inspection shall not excuse the VENDOR from performance of the duties and obligations imposed under the terms of the executed contract. Once the award has been made, failure to have read all the conditions, instructions and specifications of the executed contract shall not be cause to alter the original Proposal or to request additional compensation.


Term of Contract The contract term for these services will be March 1, 2019 (03/01/2019) to February 28, 2020 (02/28/2020) with two (2) options for annual renewal with the consent of the VILLAGE.

Consideration of Proposals No proposal will be accepted from or contract awarded to any person, firm or corporation that:

is in arrears or is in default to the Village of Clarendon Hills upon any debt or contract, or

that is a defaulter, as surety or otherwise, upon any obligation to said VILLAGE, or

that has failed to perform faithfully any previous contract with the VILLAGE.

The VILLAGE shall accept the proposal that is in the best interest of the VILLAGE to accept. The VENDOR, if requested, must present within ten (10) working days, evidence satisfactory to the Village Manager of its ability and possession of necessary facilities, financial resources, and adequate insurance to comply with the terms of these specifications and contract documents. The Village Manager or his designated agent shall represent and act for the VILLAGE in all matters pertaining to this proposal and contract in conjunction therewith. The VILLAGE reserves the right to accept or reject any and all proposals or to waive technicalities and to disregard any informality on the proposal, when in its opinion the best interest of the VILLAGE will be served by such actions. Written notification of award of contract will be mailed to the successful VENDOR within three (3) working days of the President and Board of Trustee’s decision.

QUALIFICATIONS OF PROPOSING CONTRACTOR: The prospective contractor must be satisfactory to the VILLAGE from the standpoint of such matters as experience, length of time in business, reliability and demonstrated ability to provide the services required by the specifications. A qualified contractor must satisfy the following requirements:

a. Maintain a permanent place of business. b. Have adequate manpower and equipment to perform the services in an expeditious and

adequate manner. c. Have satisfactorily furnished services of similar size and scope for a period of at least 12

months. d. Have satisfactorily furnished services of similar size and scope within the past three years. e. Provide no less than three current reference contacts for services of similar size and scope.

These references are to be submitted as part of the Proposal.

Disqualification of Proposals The following will be cause for disqualification of proposals:

a. Failure to offer to meet specified delivery or performance schedules; b. Failure to cost out the Proposal in conformance to the required format; c. Rights of the VILLAGE limited under any contract clause; d. Reasonable basis to suspect either conflict of interest or collusion among firm(s); e. VENDOR fails to submit required information, literature, or affidavits with Proposal; f. Late proposals;


g. Failure of any authorized person to sign Proposal; and: h. VENDOR is prohibited by local, State or Federal law from entering into public contracts.

Bid rigging Prior to execution of a contract, the selected VENDOR will be required to submit certification attesting to compliance with 720 ILCS 5/33E-1 et seq.

Relationship Between Vendor And Village VENDOR shall serve as the VILLAGE’S service provider. This relationship is that of a buyer and seller of professional services and it is understood that the parties have not entered into any joint venture or partnership with the other. The VENDOR shall not be considered to be the agent of the VILLAGE. The VENDOR shall render janitorial services in accordance to generally accepted and currently recognized janitorial practices and principles. The VENDOR shall strive to conduct services under this contract in a manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing in the same locality under similar conditions as of the date of this contract. Each party shall designate one person to act with authority in its behalf. The person designated shall review and respond promptly to communications received from the other party.

Contract Amount and Prices Unit prices shall be shown for each unit itemized within the submitted Proposal. Other available services/staff will be included as a separate fee schedule unless otherwise stated in the Proposal. For the VENDOR’S services described herein, the VILLAGE agrees to pay and agrees to accept a fee based on the fee structure negotiated for janitorial services contained in the Proposal. Fees are not to exceed the negotiated amount as approved by the VILLAGE.

Invoicing and Payment Invoices must be submitted on a monthly basis for services rendered. Invoices should be directed to the Village of Clarendon Hills, Accounts Payable, 1 North Prospect Avenue, Clarendon Hills, Illinois 60514 for payment in net thirty (30) days.

Changes The VILLAGE reserves the right by written amendment to make changes in requirements, amount of work, or janitorial service time schedule adjustments. The VENDOR and the VILLAGE shall negotiate appropriate adjustments acceptable to both parties to accommodate any changes.

Suspension of Services The VILLAGE may, at any time, by written order to the VENDOR, require the VENDOR to stop all, or any part, of the services required by the executed contract. Upon receipt of such an order the VENDOR shall immediately comply with its terms and take all steps to minimize the occurrence of costs allocable to the services covered by the order. The VILLAGE will pay for costs associated with suspension provided they are deemed reasonable by the VILLAGE.


Termination of Contract The VILLAGE reserves the right to terminate the whole or any part of this contract, upon ten (10) calendar days written notice to the VENDOR. The VILLAGE further reserves the right to cancel the whole or any part of the contract if the VENDOR fails to perform any of the provisions in the contract or fails to make delivery within the time stated. The VENDOR will not be liable to perform if situations arise by reason of strikes, acts of God or the public enemy, acts of the VILLAGE, fires or floods. Costs of termination incurred by the VENDOR before the termination date will be reimbursed by the VILLAGE only, if prior to the effective termination date, the VILLAGE receives from the VENDOR a list of actions necessary to accomplish termination and the VILLAGE agrees in writing that those actions be taken. Upon receipt of the termination notice the VENDOR shall stop all work until said agreement is reached.

Insurance

(A) During the term of the contract, the VENDOR shall provide the following types of insurance in not less than the specified amounts:

1. Comprehensive General Liability - $1,000,000.00 per occurrence;

2. Auto Liability - Combined Single Limit Amount of $1,000,000.00 on any VENDOR

owned, and/or hired, and/or non-owned motor vehicles engaged in operations within the scope of this contract;

3. Workers Compensation - Statutory; Employers Liability $1,000,000.00 (the policy shall

include a 'waiver of subrogation');

4. Umbrella Coverage - $2,000,000.00 (this shall apply to General Liability, Auto Liability and Professional Liability, except if the amount for Professional Liability exceeds these combined limits, then Umbrella Coverage does not need to apply to Professional Liability); and

5. Professional Liability - $1,000,000.00.

(B) The VENDOR shall furnish to the VILLAGE satisfactory proof of coverage of the above insurance requirements, by a reliable insurance company or companies, before commencing any work. Such proof shall consist of certificates executed by the respective insurance companies and filed with the VILLAGE. Said certificates shall contain a clause to the effect that, for the duration of the contract, the insurance policy shall not be canceled, expire or changed so as to the amount of coverage without written notification provided thirty (30) days in advance to the VILLAGE. In addition, said certificates shall list the VILLAGE and its officers, agents and employees as additional insureds on all required insurance policies except the policy for professional liability.


Indemnification The VENDOR shall indemnify, defend and save harmless the VILLAGE, its officers, agents, employees, representatives and assigns, from lawsuits, actions, costs (including attorneys' fees), claims or liabilities of any character brought because of any injuries or damages received or sustained by any person, persons, or property on account of negligent act or omission or any willful misconduct of said VENDOR, its officers, agents and/or employees arising out of, or in performance of any of the provisions of the contract, including any claims or amounts recovered for any infringements of patent, trademark or copyright; or from any claims or amounts arising or recovered under the "Worker's Compensation Act" or any other law, ordinance, order or decree. In connection with any such claims, lawsuits, actions or liabilities, the VILLAGE, its officers, agents, employees, representatives and their assigns shall have the right to defense counsel of their choice. The VENDOR shall be solely liable for all costs of such defense and for all expenses, fees, judgments, settlements and all other costs arising out of such claims, lawsuits, actions or liabilities.

Compliance with Laws The VENDOR shall, at all times, observe and comply with all laws, ordinances and regulations of the Federal, State, local and VILLAGE governments, which may in any manner affect the preparation of proposals or the performance of the contract.

Compliance with OSHA Standards The VENDOR shall comply with all applicable requirements and standards as specified by the Occupational Safety and Health Act for duration of the contract.

Permits and Licenses The VENDOR shall obtain, at its own expense, all permits and licenses which may be required to complete the contract, and/or required by municipal, state, and federal regulations and laws.

Taxes The VILLAGE is exempt, by law, from paying the following taxes: Federal Excise Tax, Illinois Retailer's Occupation Tax, Use Tax and Municipal Retailers' Occupation Tax on materials and services purchased by the VILLAGE. A copy of the VILLAGE Tax-Exempt letter will be provided to the successful VENDOR when requested.

Non-Discrimination

A. VENDOR shall, as a party to a public contract

1. Refrain from unlawful discrimination in employment and undertake affirmative action to assure equality of employment opportunity and eliminate the effects of past discrimination;

2. By submission of this Proposal, the VENDOR certifies that it is an "equal opportunity

employer" as defined by Section 2000(e) of Chapter 21, Title 42, U.S. Code Annotated and Executive Orders #11246 and #11375 (42 U.S.C., Section 2000 (e)); Exec. Order No. 11246, 30 F.R. 12319 (1965); Exec. Order No. 11375, 32 F.R. 14303 (1967) which are incorporated herein by reference. The Equal Opportunity Clause, Section 6.1 of the Rules and Regulations of the Department of Human Rights of the State of Illinois, is a material part of any contract awarded on the basis of this Proposal.


B. It is unlawful to discriminate on the basis of race, color, sex, national origin, ancestry, age, marital status, physical or mental handicap or unfavorable discharge for military service. VENDOR shall comply with standards set forth in Title VII of the Civil Rights Act of 1964, 42 U.S.C. S2000 et seq. and The Human Rights Act of the State of Illinois (775 ILCS 5/1 - 101).

Force Majeure The VILLAGE shall not be liable for any fault or delay caused by any contingency beyond their control including but not limited to acts of God, wars, strikes, walkouts, fires, natural calamities, or demands or requirements of other governmental agencies.

Venue The parties hereto agree that for purposes of any lawsuit(s) between them concerning the contract, its enforcement, or the subject matter thereof, venue shall be in DuPage County, Illinois, and the laws of the State of Illinois shall govern the cause of action.


SPECIAL PROVISIONS AND REQUEST FOR PROPOSAL FOR JANITORIAL SERVICES

Mandatory Pre Bid Meeting A mandatory Pre Bid Meeting will take place on Friday, February 1, 2019 at 10:00 am starting at the Village Hall (1 N. Prospect Ave, Clarendon Hills, Illinois). The Pre Bid Meeting will consist of a walkthrough of all facilities in which janitorial services shall be provided as well as answer any questions VENDORS may have regarding the proposed work.

Clarification of Contract Documents Any VENDOR in doubt as to the true meaning of any part of the contract documents, may obtain information from the VILLAGE regarding clarification of the Proposal. Information furnished by the VILLAGE shall be made in writing and furnished to all VENDORS who are submitting Proposals. The information shall also be placed on file and be made available to the public per the Freedom of Information Act. Any VENDOR in doubt of the true meaning of this document must submit to the Village Manager a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Such interpretation will be made only by an addendum duly issued by the Village Manager. In the event that a written addendum is issued, either as a result of a request for interpretation or the result of a change in the specifications initiated by the VILLAGE, a copy of such addendum will be mailed to all VENDORS who were sent the RFP and made available to the public. VENDORS will provide written acknowledgment of receipt of each addendum issued with the Proposal submission. Oral explanations will not be binding. No clarifications, interpretations or addenda shall be issued after thirty (30) working days prior to proposal due date. In the event that a written addendum is issued, either as a result of a request for interpretation or the result of a change in the specifications initiated by the VILLAGE, a copy of such addendum will be provided to all COMPANIES who were sent the RFP and made available to the public. COMPANIES will provide written acknowledgment of receipt of each addendum issued with the Proposal submission. Oral explanations will not be binding.

Time The articles of the contract shall remain in effect for a period of not less than ninety (90) days after the delivery of the final product. The VENDOR agrees to begin work when requested by the VILLAGE and to complete all work stated in the scope of services with the project schedule.


CLEANING SERVICES SPECIFICATIONS

A. COMMUTER STATION/SHELTERS: Contact Person: Christine Boone- 630-286-4751 E-mail address: [email protected]

Consisting of one (1) station and three (3) shelters. The station is located on the south side of the Burlington Northern Railroad tracks, east of Prospect Avenue on the north side of Ann Street.

The Station is located on the south side just east of the Prospect Avenue crossing

Two (2) shelters are located on the south side of the tracks and one (1) is on the north side

of the tracks. They are all just east of Prospect Avenue.

CLEANING SERVICES FOR STATION

TUESDAY, THURSDAY, SATURDAY

Sweep and wet mop all floors.

Sweep clean debris from the concrete sidewalk and platform areas within 25 feet of the station.

Empty Trash containers inside station.

Wipe/dust all benches.

CLEANING SERVICES FOR THREE (3) SHELTERS

ONCE A WEEK

Sweep floor/ground area (including benches)

Clean Benches, Clean cobwebs, Empty trash containers

WINDOW CLEANING AT STATION AND THREE (3) SHELTERS

EVERY TWO (2) MONTHS- (Jan, Mar, May, Jul, Sept, Nov)

Wash all glass (inside and out) at the main commuter station, the westbound shelter and two (2) eastbound shelters.

GENERAL REQUIREMENTS Trash is to be deposited in the dumpster behind the police station. The service at the commuter stations should not be provided during commuter rush hours, from 6 am to 9 am.


B. VILLAGE HALL CLEANING SERVICES

Contact Person – Vicki Pries 630-286-5401 E-mail address: [email protected]

TUESDAY, THURSDAY, AND SATURDAY

Scrub and rinse with clean water, tile floors in the foyers, hallways and washrooms.

Empty garbage cans. Trash should be deposited in the outdoor trash totes at the Village Hall.

Empty recycling bins and dispose of other packing or paper type materials in the recycling totes located at the Village Hall.

Thoroughly clean and sanitize all washroom fixtures including sinks, lavatories, and faucets.

Refill washroom towels, toilet tissue dispensers and hand soap.

Clean and sanitize drinking fountain.

Vacuum carpeting in all general/private offices, meeting rooms, kitchenette and hallways.

Clean all surfaces (desks, counters, telephones, doorknobs, bookshelves, windowsills, tables and hand railings) in general and private offices, meeting rooms, and workrooms.

Straighten chairs in boardroom and wipe down table tops.

Clean all surfaces in kitchenette/lunch room and inside the microwave.

Sanitize sink in kitchenette/lunchroom.

EVERY TWO (2) MONTHS

Clean cobwebs from walls and ceilings, and dust from vents.

Dust window coverings.

Wash walls where dirty (around light switches, door handles, door frames, and corners.)

CARPET CLEANING SEMI-ANNUAL

Carpet shampoo extraction of all areas semi-annually

TRIANNUAL Once every four months wash all glass inside and out.

GENERAL REQUIREMENTS

It is required that all work at the Village Hall be provided during non-business hours. Business hours for Village Hall are 8 am to 5 pm Monday- Friday.

SCHEDULING:

Semi-annual work must be scheduled by notifying the designee contact person with sufficient advance notice of at least fourth eight (48) hours prior to performing work.


C. POLICE STATION (Industrial type building located @ 448 Park Ave) Contact Person: Kelly Green: 630-286-5461 E-mail address: [email protected]


Sweep, scrub and rinse with floor cleaner all tile floors including the shower room (2) and washrooms (6).

Vacuum carpeting including all runners and locker room.

Clean and sanitize (4) water fountains

Thoroughly, clean, disinfect and sanitize washroom fixtures including sinks, toilets, counters, bench and wipe down lockers in locker rooms.

Refill washroom towel and toilet tissue dispensers and set out hand soap.

Clean and sanitize all surfaces (desks, counters, etc.) Clean internal window between reception room and the lobby, and the door between the vestibule and lobby.

Empty garbage cans throughout the building. Trash should be deposited in the outdoor trash dumpster at the Police Station.

Empty recycling bins and dispose of other packing or paper type materials in the appropriate recycling toters located at the police station.

Clean and sanitize all surfaces in the kitchenette/lunch room including tables and sink.

ONCE PER WEEK

Sweep and mop basement stairway and basement hallway.

Damp mop floor of lock-up area.

Clean and sanitize sinks and toilets in lock-up dust bars.

QUARTERLY ( JANUARY, APRIL, JULY, AND OCTOBER)

Wash walls and doors where dirty (i.e., around light switches, doorways, etc.)

Clean cobwebs from walls and ceilings and dust from vent.

Damp wipe all vents.

TRI-ANNUALLY

Wash glass inside and out) all windows, including office windows), which includes foyer, offices, kitchen, and bathroom areas.

Dust and wash blinds on all windows.

SEMI-ANNUALLY

Carpet shampoo extraction of all areas semi-annually

Strip and wax tile floors, bathrooms, locker rooms & hallways once semi-annually

mailto:[email protected]


SCHEDULING Notice for quarterly, tri-annual and semi-annual work should be given to the Police Chief or designee and is subject to approval with sufficient advance notice of at least fourth eight (48) hours prior to performing work.


D. PUBLIC WORKS (Industrial Building Located at 452 Park Avenue) Contact Person: Christine Boone 630-286-4751 E-mail address: [email protected]


Sweep, scrub/wash, and rinse with floor cleaner all tile floors in offices, hallways, kitchen and four bathrooms.

Clean and sanitize two water fountains.

Empty wastepaper baskets and dispose of other packing or paper type materials as directed in all offices, rooms throughout building. Trash is to be deposited in the outdoor trash dumpster and recycle containers located in the back of facility.

Thoroughly clean, sanitize and disinfect washroom fixtures including sinks, toilets, faucets, counters, bench.

Wipe down/disinfect lockers in locker rooms, including stall doors, latches on lavatory doors.

Refill washroom towel and toilet tissue dispensers and refill hand soap as needed in kitchen and bathrooms.

Clean and sanitize all surfaces (desks, counters, kitchen tables, sink, file cabinets, telephones, doorknobs, light switches, etc.) in all area offices.

Vacuum carpeting in all offices and in the workout room.

Wet damp mop rubber floor mats in workout room.

Sanitize, disinfect, and clean workout room equipment, mirrors, shelves, T.V, Stereo/Radio, phone etc.

QUARTERLY (Jan, April, July, Oct.)

Clean and sanitize walls and doors where dirty (i.e. around light switches, doorways, etc.)

Dust blinds and window coverings and window sills in all areas including workout room window sills.

Damp wipe vents and mirrors in all areas including workout room.

SEMI-ANNUALLY (Jan and July)

Strip and wax tile floors in all offices, bathrooms and hallways.

Shampoo carpeted areas, including workout area (around the equipment).

TRI-ANNUALLY

Wash glass inside and out (all windows, including office windows), which includes foyer, offices, kitchen, bathroom areas.

Dust and Wash blinds on all windows.

mailto:[email protected]


SCHEDULING

Quarterly, triannual and semi-annual work must be scheduled by notifying the designee contact person with sufficient advance notice of at least fourth eight (48) hours prior to performing work .


EQUIPMENT AND SUPPLIES: Proposal prices shall include all cleaning materials, equipment and supplies such as strippers, waxes, all-purpose cleaners, glass cleaners, disinfect cleaners, etc. The VILLAGE has the right to approve these supplies. Proposal prices shall not include the cost of consumable paper towels, toilet paper, trashcan liners, hand soap. The VILLAGE may elect to purchase these items through the successful cleaning service contractor or may purchase them directly.

SUBMITTAL

The VENDOR’S Proposal should include all the requested information in the required format.

The VENDOR’S Proposal should include a detailed schedule that meets the VILLAGE’S

requirements.

If the VILLAGE’s schedule cannot be met, then the VENDOR shall include an alternate schedule.

SELECTION AND PROJECT SCHEDULE Tentative Selection Schedule

Request for Proposal Issued 1/25/19

Mandatory Walkthrough 2/1/19

Proposal Due 2/8/19

Village Board Approval 2/19/19

Begin Work 3/1/19

Proposal Format The name of the VENDOR and the location of the office which will have responsibility for this submittal must be indicated along with the name, address and phone number of a contact person responsible for and knowledgeable of the Proposal. Please address all proposal requirements in the attached format. You may refer to your Statement of Qualifications in lieu of repeating résumés.

(VCH 1/13)

Proposal Page 1

VILLAGE OF CLARENDON HILLS PROPOSAL FORM

We __________________________________hereby agree to furnish to the VILLAGE, Janitorial

(Vendor Name)

Services in accordance with provisions, instructions, and specifications of the VILLAGE. The Proposal

Form must be signed by an authorized agent. If the VENDOR is a corporation, the corporate seal must be

affixed.

The successful VENDOR will be required to agree to and sign the VILLAGE’S contract and VENDOR’s

Certification Form. They are provided for the VENDOR’S information in Appendices 1 & 2.

This Proposal shall be binding for ninety (90) days following the scheduled proposal due date.

PROPOSAL FORM APRIL 1, 2019

TO MARCH 31, 2020

APRIL 1, 2020 TO MARCH 31, 2021

APRIL 1, 2021 TO MARCH 31, 2022

COMMUTER STATION AND SHELTERS MONTHLY COST*

VILLAGE HALL MONTHLY COST

POLICE STATION MONTHLY COST

PUBLIC WORKS MONTHLY COST

TOTAL ANNUAL COST*

*The Village has plans to demolish and reconstruct a new station and shelters in Fall of 2019 –

therefore there may not be a station to tend to during the process, therefor no payment will be rendered during this time.

Proposal Page 2

VILLAGE OF CLARENDON HILLS PROPOSAL FORM (CONTINUED)

My signature certifies that the Proposal as submitted complies with all terms and conditions as set forth in the Notice of Request For Proposals for Janitorial Services. I/We hereby certify that I/We am/are authorized to sign as an agent(s) of the VENDOR: If an individual or partnership, all individual names of each partner shall be signed:

By ...................... : ________________________________________ Print Name ........ : ________________________________________ Position/Title ..... : ________________________________________ By ...................... : ________________________________________ Print Name ........ : ________________________________________ Position/Title ..... : ________________________________________ VENDOR Name : ________________________________________ Address line 1 ... : ________________________________________ Address line 2 ... : ________________________________________ Telephone ......... : ________________________________________

If a corporation, an officer duly authorized should sign and attach corporate seal PLACE CORPORATE SEAL HERE

By ...........................: __________________________________ Print Name ..............: __________________________________ Position/Title ...........: __________________________________ VENDOR Name ......: __________________________________ Address line 1 .........: __________________________________ Address line 2 .........: __________________________________ Telephone ...............: __________________________________

Proposal Page 3

APPENDIX 1


CONTRACT This contract is made this ______ day of ____________, 2019, between and shall be binding upon the

Village of Clarendon Hills, an Illinois municipal Corporation hereinafter referred to as the "VILLAGE" and

(_________________), hereinafter referred to as the "VENDOR" and its successors.

Witnessed, that in consideration of the mutual promises of the parties delineated in the contract documents,

the VENDOR agrees to perform the services and the VILLAGE agrees to pay for the following services as

set forth in the “Specifications for Bid” section of the Request for Proposals

1. This contract shall embrace and include all of the applicable contract documents listed below as if

attached hereto or repeated herein:

a. Janitorial Services Request for Proposal consisting of the following:

i) Cover Sheet

ii) Table of Contents

iii) General Provisions

iv) Special Provisions

b. Required Certificates and Signatures and Certificate of Insurance

c. VENDOR’S Proposal Dated ___________

2. The VILLAGE agrees to pay, and the VENDOR agrees to accept as full payment for the services

which are the subject matter of this contract in accordance with the General Provisions.

3. This Contract represents the entire agreement between the parties and may not be modified without

the written approval of both parties.

Proposal Page 4

IN WITNESS WHEREOF, the VILLAGE by Len, Village President, and the VENDOR have hereunto

set their hands this ______ day of ___________ 2019.

If an individual or partnership, all individual names of each partner shall be signed or if a corporation, an

officer duly authorized shall sign here:

Accepted this ______ day of ____________, 2019. Individual or Partnership ______ Corporation ______ _______________________________________ ________________________________ By Position/Title _______________________________________ _________________________________ By Position/Title ____________________________________________________________________________ Print VENDOR Name

THE VILLAGE OF CLARENDON HILLS, ILLINOIS Accepted this ______ day of ____________, 2019.

______________________________________ Len Austin, Village President

Attest: ______________________________________ Dawn Tandle, Village Clerk

Proposal Page 5

APPENDIX 2


VENDOR'S CERTIFICATION

____________________________________, having been first duly sworn depose and states as follows: (Officer or Owner of VENDOR)

___________________________________________, having submitted a proposal for Janitorial Services (Name of VENDOR)

to the Village of Clarendon Hills, hereby certifies that said VENDOR: 1. Has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105(A) (4). 2. Is not delinquent in the payment of any tax administered by the Illinois Department of Revenue, or if it

is: a. it is contesting its liability for the tax or the amount of tax in accordance with procedures

established by the approve Revenue Act; or b. it has entered into an agreement with the Department of Revenue for payment of all taxes

due and is currently in compliance with that agreement.

By: _______________________________________ Authorized Agent of VENDOR

Subscribed and sworn to

before me this ___________ day of ____________, 2019.

________________________ Notary Public

Proposal Page 6

EXHIBIT 1


INSURANCE REQUIREMENTS/SAMPLE

This checklist is provided to assist you in completing the insurance requirements necessary prior to providing services to the Village. Attached are samples of:

Certificate of Insurance (Exhibit D),

Primary and Noncontributory Other Insurance Condition (Exhibit C); and

Endorsements (Exhibits A and B). All above mentioned form are required and must be submitted on ISO (Insurance Service Office) forms. If you have any questions feel free to contact Christine Boone @630-286-4750. Certificate of Liability Insurance Accord Form Exhibit D: ______ Certificate of Insurance Limits: General Liability, Automobile liability, Excess Umbrella liability, Workers compensation and employee's liability minimums as indicated on Exhibit D. ______ Description of Operations/locations vehicles/exclusions added by endorsement/special provisions: List locations and description of job/project. No endorsements or additional forms modify or limit coverage provided to additional insured Coverage provided to the Village of Clarendon Hills is primary as indicted on Exhibit D. _______ Certificate Holder: Must Read: Village of Clarendon Hills, its officials, employees, agents and volunteers as additional insured as indicated on Exhibit D. _______ Cancellation Notice Recipient: As indicated on Exhibit D; Village of Clarendon Hills must be added to the policy provisions to receive Notice of Cancellation. Exhibit C: CG20 01 04 13: Primary and Noncontributory Other Insurance Condition.

Endorsement: Either one of the following samples will be acceptable and must include the policy number typed on schedule along with naming the "Village of Clarendon Hills, its officials, employees, agents and volunteers. Enclosed sample: CG 20 10 07 04 (Exhibit A) Enclosed sample: CG 20 26 07 04 (Exhibit B)

Proposal Page 7

EXHIBIT A

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EXHIBIT B

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EXHIBIT C

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EXHIBIT D

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