Golf Course Maintenance Services

Transcription

1 Village of Buffalo Grove Golf Course Maintenance Services 2014 Request for Proposals and Contract Documents Prepared by Finance Department 12/2/2014

2 TABLE OF CONTENTS REQUEST FOR PROPOSAL... 2 INSTRUCTIONS TO PROPOSERS... 4 PUBLIC CONTRACT STATEMENTS... 5 SCHEDULE OF PRICES... 6 PROPOSAL SPECIFICATIONS... 9 PERFORMANCE AND PAYMENT BOND GENERAL CONDITIONS OF THE CONTRACT CONTRACT APPENDIX A. ACH PAYMENTS APPENDIX B. COURSE LOCATIONS

3 REQUEST FOR PROPOSAL Village of Buffalo Grove Golf Course Maintenance Services RECEIPT OF PROPOSALS Sealed Proposals for Golf Course Maintenance Services are invited and will be received by the Village of Buffalo Grove (hereinafter referred to as The Village) at 50 Raupp Boulevard (Office of the Village Clerk), Buffalo Grove, Illinois on or before, but not later than 10:00 A.M. Local Time on Wednesday, January 7, Proposals will not be publically opened and read aloud. Each Proposer shall be required to submit one original and two copies of their respective Proposal in a sealed envelope or box. Sealed envelopes or packages containing Proposals shall be marked or endorsed: Proposal for Village of Buffalo Grove, Illinois Golf Course Maintenance Services SITE VISIT All Proposers are required to visit both golf courses. Interested parties will meet at 1:30 p.m. on Tuesday, December 16, 2014 at the Buffalo Grove Golf Course, 48 Raupp Boulevard, Buffalo Grove, Illinois and then travel to the Arboretum Golf Course site. A sign in sheet will be available and must be completed. GENERAL DESCRIPTION OF WORK The Village of Buffalo Grove owns and operates two 18-hole golf courses, driving ranges, golf and practice teaching areas known as the Arboretum Golf Course (Arboretum) and Buffalo Grove Golf Course (BGGC). The Village of Buffalo Grove wishes to evaluate proposals to assume maintenance of the golf course greens and turf for both golf courses. For information on how to receive a copy of the Proposal Package contact the Office of the Village Clerk at:

4 HOLDING OF PROPOSALS No Proposal shall be withdrawn after Wednesday, January 7, 2015 at 10:00 AM without the consent of the Village, for a period of sixty (60) days. QUALIFICATION OF PROPOSERS It is the intention of the Village to award a contract only to the Proposer who furnishes satisfactory evidence that they have the requisite qualifications and ability and that they have sufficient capital and facilities to enable them to complete the work successfully and promptly, and to complete the work within the time named in the Contract Documents. The Village may make such investigations as it deems necessary to determine the qualifications and ability of the Proposers to perform the work, and the Proposer shall furnish to the Village all the information and data for this purpose as the Village may request. The Village reserves the right to reject any and all Proposals if the evidence submitted by, or investigation of a Proposer fails to satisfy the Village that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein or if the Village decides not to proceed with this project. Conditional Proposals will not be accepted. PROPOSAL QUESTIONS All comments or concerns regarding this Proposal shall be addressed to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org. All such s must contain Golf Course Maintenance Services in the subject line of the . This will allow for responses to go to all Proposers in the event that the question has a pertinent relevance to all those involved. All such questions must be received no later than seven (7) calendar days before the Proposals are due. If a Proposer selects not to submit a proposal for this project after receiving the Proposal and Contract documents the Village requests that the Proposer submit a reason for choosing not to submit a proposal to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org AWARD OF CONTRACT The Village reserves the right to award a contract which in its judgment is in the best interest of the Village. The Village reserves the right to select which Items listed in the Schedule of Prices shall be included in the contract, including the right to accept or reject any or all proposals, or any part thereof; waive any minor defects, irregularities; and to decide not to award any contract. 3

5 INSTRUCTIONS TO PROPOSERS 1. Proposal to be made on Schedule of Prices form which is included in the Contract Documents. 2. Public Contract Statements must be signed, notarized and submitted with the Proposal documents. 3. Proposers shall at the time of making its Proposal, and as part of its Proposal, submit a list of all the subcontractors and equipment suppliers with whom it proposes to contract, and the class of work or equipment to be performed or furnished by each. Such list shall not be added to, nor altered, without the written consent of the Village. The Village reserves the right to approve any and all subcontractors and no subcontractor shall be allowed to do work unless they are listed in the Proposers Proposal, or in a subsequent written statement to the Village. 4. Performance and Payment Bond and Proof of Insurance coverage must be on file with the Village of Buffalo Grove before work can be started. The Village of Buffalo Grove must be named as additional insured on the Contractor s general comprehensive liability policies. 5. Proposer shall not under any circumstances be relieved of its liabilities and obligations as set forth in the Contract documents. All transactions of the Village shall be with the Proposers. Subcontractors shall be recognized only in such capacity. 6. Proposer is to provide a detail of the Proposers experience in performing golf course maintenance. 7. Proposer shall provide with the proposal a minimum of three (3) local government references. 8. Proposer shall submit a description of how they expect to address items listed in the Proposal Specifications. 9. The Village reserves the right to award a contract which in its judgment is in the best interest of the Village. The Village reserves the right to select which Items listed in the Schedule of Prices shall be included in the contract, including the right to accept or reject any or all proposals, or any part thereof; waive any minor defects, irregularities; and to decide not to award any contract. 10. Each Proposer shall submit with its Proposal a statement of the address of it s permanent place of business. 11. Any Proposer may be required by the Village to submit additional data to satisfy the Village that such Proposer is prepared to fulfill the Contract, if it is awarded to them. 12. Proposers shall inform themselves of all the conditions under which the work is to be performed. 13. Proposers shall provide all information and complete the signature block on page 8 hereof. 14. The Proposer to whom a contract is awarded will not be allowed any extra compensation by reason of any matters or things concerning which the Proposer did not inform itself prior to submitting it s proposal. The successful Proposer must employ, so far as possible, such methods and means in the carrying out of this work as will not cause any interruption or interference with any other Village activity. 4

6 VILLAGE OF BUFFALO GROVE PUBLIC CONTRACT STATEMENTS The Village of Buffalo Grove is required to obtain certain information in the administration and awarding of public contracts. The following Public Contract Statements shall be executed and notarized. CERTIFICATION OF CONTRACTOR/PROPOSERS PUBLIC CONTRACT STATEMENTS In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires the following certification be acknowledged: The below-signed Proposers/contractor hereby certifies that it is not barred from Bidding or supplying any goods, services or construction let by the Village of Buffalo Grove with or without Bid, due to any violation of either Section 5/33 E-3 or 5/33 E-4 of Article 33E, Public Contracts, of the Chapter 720 of the Illinois Compiled Statutes, as amended. This act relates to interference with public contracting, Bid rigging and rotating, kickbacks, and Biding. CERTIFICATION RELATIVE TO 65 ILCS 5/ In order to comply with 65 Illinois Complied Statutes 5/ , the Village of Buffalo Grove requires the following certification: The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless it is contesting, in accordance with the procedures established by the appropriate revenue Act, its liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein: (1) is a Class A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts paid to it under the contract. CONFLICT OF INTEREST The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics requirements of the Village: The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this (Proposal or purchase order) that none of the following Village Officials is either an officer or director of supplier or owns five percent (5%) or more of the Supplier: the Village President, the members of the Village Board of Trustees, the Village Clerk, the Village Treasurer, the members of the Zoning Board of Appeals and the Plan Commission, the Village Manager and their Assistant or Assistants, or the heads of the various departments within the Village. If the foregoing representation and warranty is inaccurate, state the name of the Village official who either is an officer or director of your business entity or owns five percent (5%) or more thereof: (Official) Print Name of Contractor/Proposers/Supplier Signature Title Subscribed and Sworn to before me this day of, Notary Public Notary Expiration Date 5

7 SCHEDULE OF PRICES Village of Buffalo Grove Golf Course Maintenance Services TO: THE VILLAGE OF BUFFALO GROVE, ILLINOIS FULL NAME OF PROPOSER: MAIN BUSINESS ADDRESS: PLACE OF BUSINESS: The undersigned, declares that it has carefully examined the proposed work, the Contract Documents, and all other documents referred to or mentioned in the Contract Documents and it proposes and agrees, if this Proposal is accepted, that it will contract with the Village, in the form of the Contract attached, to complete the Work titled Golf Course Maintenance Services, and that it will take in full payment therefore the sums set forth in the following Schedule of Prices. SCHEDULE OF PRICES A. The Proposer agrees to provide golf course maintenance services for a 10 month golf season at the Buffalo Grove Golf Course at $ per season. B. The Proposer agrees to provide golf course maintenance services for a 10 month golf season at the Arboretum Golf Course at $ per season. C. The Proposer agrees to provide golf course maintenance services for a 10 month golf season at the Arboretum Golf Course and Buffalo Grove Golf Course at $ per season. Option D. The Proposer agrees to provide parking lot snow removal services at the Buffalo Grove Golf Course at $ per season up to 38 inches and $ per inch above 38 inches. Option E. The Proposer agrees to provide parking lot snow removal services at the Arboretum Golf Course at $ per season up to 38 inches and $ per inch above 38 inches. Option F. The Proposer agrees to provide parking lot snow removal services at the Arboretum Golf Course and Buffalo Grove Golf Course at $ per season up to 38 inches and $ per inch above 38 inches. 2nd year contract option - the above payments shall be adjusted by percent (+/-). 3rd year contract option - the above payments shall be adjusted by percent (+/-). 4th year contract option - the above payments shall be adjusted by percent (+/-). 5th year contract option the above payments shall be adjusted by percent (+/-). 6

8 REFERENCE LISTING Contact Name: Municipality: Dates Employed: to Phone Number or address: Contact Name: Municipality: Dates Employed: to Phone Number or address: Contact Name: Municipality: Dates Employed: to Phone Number or address: Contact Name: Municipality: Dates Employed: to Phone Number or address: 7

9 SCHEDULE OF PRICES Village of Buffalo Grove Golf Course Maintenance Services SUBCONTRACTOR LISTING Proposer, intends to employ the following listed subcontractors for the following enumerated classes of work and is not to alter or add to such list without the written consent of the Village. SUBCONTRACTOR CLASS OF WORK Date Legal Entity (Sign here) By (Print Name) Phone 8

10 VILLAGE OF BUFFALO GROVE Golf Course Maintenance Services PROPOSAL SPECIFICATIONS Each Proposer shall submit as part of its proposal a Management Plan, setting out how it proposes to maintain each golf course. The management plan shall address all of the maintenance standards listed below, include a staffing level for 12 months, position descriptions and organizational chart, and a plan for minor capital projects using proposed staff. The Village will review all proposals and likely select the Proposer whose proposal is most responsive to the Village of Buffalo Grove s goals and whose plan provides a realistic means of maintaining the courses to our current standards Maintenance Standards 1) Greens and Practice Putting Greens: a. Mowing: Greens and practice putting greens shall be mowed on a daily basis or with a frequency according to the weather. Approximate mowing heights and dates: Arboretum: Opening Day to April April 26 to October October 16 to Closing Day Mowing speed should average a minimum stimpmeter reading of 10.0 feet. Buffalo Grove Golf Course: Opening Day to April April 26 to October October 16 to Closing Day Mowing speed should average a minimum stimpmeter reading of 10.0 feet. b. Top-dress all greens and practice greens at least twice per season and as needed to maintain a smooth surface. c. Fertilization: All greens and practice putting greens shall be fertilized in order to maintain color and growth. d. Weed Control: All greens and practice greens shall be maintained to minimize foreign grasses and weeds. e. Aerification: All greens and practice greens shall be aerified as required by wear factors and/or weather but not less than once per season. 9

11 1) Greens and Practice Putting Greens: (cont.) f. Hole Location: The hole locations will be changed in a daily rotation that will divide the green into 6 sections and will vary the pattern to attain the least amount of wear to the green. The frequency of cup changing may vary due to weather and amount of play. g. Rolling: Greens shall be rolled 4 times per week. (Arboretum only) h. Green Collars and Approaches: The putting green collars will be maintained to practice putting green specifications as listed above with the exception of the mowing height, which will be at approximately 0.45 inch throughout the growing season. 2) Tees (all areas used for tee surfaces): a. Mowing: Tees shall be mowed 3 times weekly or as determined by growth and/or weather. The mowing height will be approximately 0.38 inch at the Arboretum and 0.75 inch at the Buffalo Grove Golf Course. b. Top-dress: All tees shall be top-dressed as necessary to fill divots and level tee surfaces. c. Weed Control: All tees shall be maintained to minimize foreign grasses and weeds. d. Fertilization: All tees shall be fertilized in order to maintain growth and color. e. Aerification: All tees shall be aerified as required by wear factors and/or weather. f. Divots: Divots shall be filled twice per week for all par 3 tees, and once per week for all other tees. Buckets with a mixture of loam(seed shall be placed at all par 3 holes with a suitable scoop for filling divots. Bare areas of tees shall be regenerated by removing top soil, adding loam and seeding. Tee markers shall be moved on a daily basis to reduce wear, lengthen or shorten the hole, or to compensate for unfavorable weather conditions. 3) Fairways: a. Mowing: Fairways shall be mowed 3 times weekly or as determined by growth and/or weather. Approximate mowing heights and dates: Arboretum: Opening Day to Closing Day 0.45 inch Buffalo Grove Golf Course: Opening Day to April 25 April 26 to October 15 October 16 to Closing Day 1.0 inch 0.75 inch 1.0 inch b. Mowing Directions: Mowing directions will be alternated to avoid grain development. c. Aerification: All fairways shall be aerified as required by wear factors and/or weather. d. Weed Control: All fairways shall be maintained to minimize foreign grasses and weeds. e. Fairway Collars: The mowing height will be approximately 1-1/4 inch. Two passes with the mower will be made around the fairway portion of the collar and 1 pass around the green portion of the collar. In areas between the bunkers and the collars, a narrower pass may be made to accommodate this narrow passage. 10

12 4) Irrigation (all equipment required to irrigate greens, tees and fairways): a. The golf course shall be irrigated as necessary to support proper growth of the golf course. b. Preventative Maintenance: The Contractor shall provide ongoing preventive maintenance to the irrigation equipment and pump systems as recommended by the manufacturers of the various equipment and as described in these specifications. c. Winterization: The Contractor shall winterize the system using compressed air. The system shall be blown out in such a manner to ensure that all water is evacuated from the system. Blow out should move from the pump house outward. Isolation valves as needed to prevent water from re-entering pipes already winterized. All drains shall be opened for water to drain out and re-closed for the winter. The Contractor will be responsible for all repairs and replacement to irrigation equipment due to improper winterization. 6) Edging: a. All edges of sidewalks, porches, and cart paths must be kept. Edging of valve boxes, meter boxes, etc., shall be done as needed to make sure that there is no obstruction of play from growth in these areas. 7) Sand Traps: a. All sand traps shall be edged as necessary to maintain a neat lip, raked, and tilled with fresh sand to maintain a 4 inch depth on slopes and a 5 inch depth at the bottom. An approximate 1 inch lip will be maintained around the edge of the bunker from the top of the sand to the soil line. 8) Trash and Debris Removal: a. Trash and debris removal shall be taken care of on a daily basis. 9) Animal Control: a. Animal control is necessary in order to prevent wild animals from coming and damaging the golf course property. 11

13 10) Equipment: a. Maintenance Equipment: The contractor shall be responsible for providing all maintenance equipment necessary for the maintenance of each golf course. A list of proposed equipment shall be included in the proposal response. b. Equipment Storage: All equipment proposed to be used for golf course maintenance must be stored at the designated equipment facility at each course. At the termination of the contract the Contractor shall have 14 calendar days to remove all maintenance equipment. c. Equipment Purchase: The Village of Buffalo Grove has attached an inventory of equipment currently owned by the Village (Appendix C.). It must be noted in the proposal If the proposer elects to purchase this equipment from the Village. Terms of the equipment purchase must be clearly stated in the proposal. 11) Material: a. General: The Contractor will be responsible for providing all materials, including, but not limited to, such items as sprays, forestry equipment, sod, grass seed, loam, sand, fertilizers, gravel, herbicides, s, signs, litter baskets, testing kits, etc., as needed for the maintenance of each golf course. The Contractor will be responsible for proper storage of all chemicals in accordance with all applicable laws and regulations, including, without limitation, the State of Illinois and OSHA regulations. b. Markers and golf equipment: The CONTRACTOR will be responsible for furnishing litter baskets, rakes, hazard stakes and painted lines, signage, tee markers, hole cups, flags and flag poles, hole indicators, out-of-bounds markers and painted lines and the general equipment for golf needs. 12) Pesticides: a. At least one worker and one supervisor shall be required to have an Illinois Pesticide Applicators license and be experienced in the use of pesticides on golf courses. Workers shall also have experience with fertilizer applications and general knowledge of types of fertilizer available. All treatments shall be made under the direction of the Golf Course Superintendent. Workers shall be required to keep records of all applications made to the golf courses. 13) Snow Removal Option: a. Snow/ice removal shall consist of the Contractor using 1/2- or 1-ton pickups with to remove all snow/ice from the surface of the parking lots. After the Contractor removes snow/ice from the parking lot, the Village shall apply rock salt to parking lot pavement surfaces. Remove snow/ice from all walks, ramps, and steps out to the parking lot to ensure clear access from the parking lot to the Club House facilities 12

14 Schedule Routine course maintenance is expected to take place between the hours of: Weekdays 5:30 a.m. 2:00 p.m. (Monday Friday) Weekends 5:00 a.m. 8:00 a.m. (Saturday Sunday) Snow removal is expected to take place on an as needed basis. Contract Term The Village will enter into a one (1) year contract with four (4) possible one (1) year extensions from the date of award. At the end of any contract term, The Village of Buffalo Grove reserves the right to extend this contract for a period of up to sixty (60) days for the purpose of securing a new contract. The Village may cancel services with the Proposer as set forth in Termination of the Contract, item 13 as listed in the General Conditions of the Contract, without incurring any termination fees. Definitions Stimpmeter: The Stimpmeter is a device used to measure the speed of a golf course putting green by applying a known force to a golf ball and measuring the distance traveled in feet. When referred to as a "stimp speed", public courses traditionally have greens rolling at a 10.0 when using a Stimpmeter. Top Dress: To apply material to (as land or a road) without working it in. In most cases, the golf course is Top Dressed with sand (dry) once the area is aerified to alleviate root compaction. The sand works its way into the soil/root structure which helps with a healthy root recovery. Fertilization: A practice of applying a, herbicide, or material to promote healthy growth of turf. This application is done on a monthly basis depending on conditions to prevent a weakened root structure of varieties of turf. Weed Control: Usually done by spraying weed controlling chemicals to prevent the area of turf from being overtaken by weeds. This would include the spraying of s, herbicides, and or pesticides depending on location and growing conditions. Aerification: A process typically done twice a season that relieves soil compaction, it provides a method to improve the soil mixture around the highest part of a green's roots and it reduces or prevents the accumulation of excess thatch. The areas on a golf course that are traditionally aerifed are the greens, tee boxes, as well as fairways. 13

15 Evaluation and Selection Criteria Proposals will be evaluated by a selection committee made up of Village staff, which will subsequently present its recommendation to the Buffalo Grove Village Council. The recommendation for the successful Vendor will be based on the following: 20 % Vendor s experience, capacity and capability to provide the required equipment and maintenance services in a professional, timely, reliable and secure manner. 20 % Vendor s understanding of the Village s technical requirements and demonstrated ability to meet or exceed the same. 35 % The cost of providing the services. 10 % Ability to interact productively with Village staff, as required. 15 % Information obtained through reference checks. 14

16 PERFORMANCE AND PAYMENT BOND Bond Number: KNOW ALL MEN BY THESE PRESENTS, That as Principal, and as Surety, are held and firmly bound unto the full and just sum of Dollars ($ ), lawful money of the UNITED STATES OF AMERICA for the payment of which sum of money well and truly to be made, we bind ourselves, heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents; WHEREAS, The Principal has entered into a certain written Contract, dated day of, 2015, with the for Contract., as described in the foregoing NOW THE CONDITIONS OF THIS OBLIGATION ARE SUCH that if the said Principal shall in all respects will and truly keep and perform the said Contract, and shall pay all sums of money due or to become due, for any labor, materials, apparatus, fixtures or equipment furnished for the purpose of construction of the work provided in said Contract, and shall remove and replace any defects in workmanship or materials which may be apparent or may develop within a period of one (l) year from the date of final acceptance, then this obligation shall be null and void; otherwise it shall remain in full force and effect. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the work to be performed thereunder of the specifications accompanying the same shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the specifications. 15

17 IN WITNESS WHEREOF, we have hereunto set our hands and seal this day of, (SEAL) (SEAL) (SEAL) (SEAL) Principal WITNESS: (If Individual or Firm) ATTEST: (If Corporation) (SEAL) (SEAL) Surety ATTEST: (Surety) 16

18 GENERAL CONDITIONS OF THE CONTRACT 1. Contract Security The Contractor shall furnish a Performance and Payment bond in an amount at least equal to l00 percent of the aggregate amount of the Contract as security for the faithful performance of the Contract and for the payment of all persons performing labor and furnishing materials in connection with this Contract. 2. Contractor s Insurance Proposer (hereinafter sometimes referred to as contractor ) shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance: Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability occurrence form CG 0001 with the Village named as additional insured, on a form at least as broad as the ISO Additional Insured Endorsement CG 2010 and CG Insurance Service Office Business Auto Liability coverage form number CA 0001, Symbol 01 "Any Auto." 3. Workers' Compensation as required by the Labor Code of the State of Illinois and Employers' Liability insurance. B. Minimum Limits of Insurance: Contractor shall maintain limits no less than: 1. Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate shall be twice the required occurrence limit. Minimum General Aggregate shall be no less than $2,000,000 or a project/contract specific aggregate of $1,000, Business Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers' Liability: Workers' Compensation coverage with statutory limits and Employers' Liability limits of $500,000 per accident. 4. Environmental Impairment/Pollution Liability: $1,000,000 combined single limit per occurrence for bodily injury, property damage and remediation costs 17

19 C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the Village. At the option of the Village, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as it respects the Village, its officials, agents, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigation, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages: The Village, its officials, agents, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officials, agents, employees and volunteers. 2. The Contractor's insurance coverage shall be primary as respects the Village, its officials, agents, employees and volunteers. Any insurance or self-insurance maintained by the Village, its officials, agents, employees and volunteers shall be excess of Contractor's insurance and shall not contribute with it. 3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officials, agents, employees and volunteers. 4. The Contractor's insurance shall contain a Severability of Interests/Cross Liability clause or language stating that Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5. If any commercial general liability insurance is being provided under an excess or umbrella liability policy that does not follow form, then the Contractor shall be required to name the Village, its officials, employees, agents and volunteers as additional insureds 6. All general liability coverages shall be provided on an occurrence policy form. Claims-made general liability policies will not be accepted. 7. The contractor and all subcontractors hereby agree to waive any limitation as to the amount of contribution recoverable against them by the Village. This specifically includes any limitation imposed by any state statute, regulation, or case law including any Workers Compensation Act provision that applies a limitation to the amount recoverable in contribution such as Kotecki v. Cyclops Welding 18

20 E. All Coverages: Each insurance policy required by this paragraph shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Village. F. Acceptability of Insurers Insurance is to be placed with insurers with a Best's rating of no less than A-, VII and licensed to do business in the State of Illinois. G. Verification of Coverage Contractor shall furnish the Village with certificates of insurance naming the Village and the its officials, agents, employees, and volunteers as additional insured's and with original endorsements, affecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Village before any work commences. The Village reserves the right to request full certified copies of the insurance policies and endorsements. H. Subcontractors Contractor shall include all subcontractors as insured's under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for subcontractors shall be subject to all of the requirements stated herein. I. Assumption of Liability The contractor assumes liability for all injury to or death of any person or persons including employees of the contractor, any subcontractor, any supplier or any other person and assumes liability for all damage to property sustained by any person or persons occasioned by or in any way arising out of any work performed pursuant to the Contract. 19

21 J. Indemnity/Hold Harmless Provision 1. To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify and hold harmless the Village, its officials, agents and employees against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, cost and expenses, which may in anywise accrue against the Village, its officials, agents and employees arising in whole or in part or in consequence of the performance of this work by the Contractor, its employees, or subcontractors, or which may in anywise result therefore, except that arising out of the sole legal cause of the Village, its agents or employees, the Contractor shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the Village, its officials, agents and employees in any such action, the Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance policies required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Village, its officials, agents and employees as herein provided. 2. Kotecki Waiver. In addition to the requirements set forth above, the Contractor (and any subcontractor into whose subcontract this clause is incorporated) agrees to assume the entire liability for all personal injury claims suffered by its own employees and waives any limitation of liability defense based upon the Worker's Compensation Act and cases decided there under. Contractor agrees to indemnify and defend the Village from and against all such loss, expense, damage or injury, including reasonable attorneys' fees, which the Village may sustain as a result of personal injury claims by Contractor s employees, except to the extent those claims arise as a result of the Village s own negligence. 3. Retention of Payments: The Contractor further agrees that to the extent that money is due the Contractor by virtue of this contract as shall be considered necessary in the judgment of the Village, may be retained by the Village to protect itself against said loss until such claims, suits, or judgments shall have been settled or discharged and/or evidence to that effect shall have been furnished to the satisfaction of the Village. 4. Patent Fees and Royalties: Contractor shall indemnify and hold harmless the Village and anyone directly or indirectly employed by either of them from and against all claims, damages, losses, and expenses (including attorneys fees and court and arbitration costs) arising out of any infringement of patent rights or copyrights incident to the use in the performance of the work or resulting from the incorporation in the work of any invention, design, process, product, or device not specified in the Contract Documents, and shall defend all such claims in connection with any alleged infringement of such rights. 20

22 5. Certificate of Authority and Surety Certificate The Contractor shall furnish the Village with a current Certificate of Authority or Surety Certificate issued by the Illinois Department of Insurance (IDOI) for the bonding company that they are using. The Contractor shall also furnish the Village with a current Certificate of Authority issued by the Illinois Department of Insurance (IDOI) for the insurance company that they are using. 6. Specifications The Specifications and any work shown thereon shall be executed the same as if specifically mentioned herein. Should any discrepancy In the specifications appear, the ruling of the Village of Buffalo Grove Golf Course Superintendent (Golf Course Superintendent ) on the interpretation thereof shall be final and binding. It is the intention of these Specifications to provide for this service in a complete, thorough and workman-like manner. The Contractor to whom the work is awarded shall furnish all materials, labor, tools, appliances, appurtenances, and all things necessary to complete the work in accordance with these Specifications, and anything omitted that may be interpreted as reasonably necessary to such completion is to included in the services to be rendered. 7. Changes If the Golf Course Superintendent deems it proper or necessary in the execution of the work to make any alteration which will increase or diminish the quantity of labor or material or the expense of the work, even to the elimination of one or more items, such alteration shall not annul or vitiate the Contract hereby entered into. The elimination of any part of the work shall not increase the unit price for any of the remaining work. The value of any work added shall be based on the rates and prices named in the Contract, and Proposal, when such rates and prices cover the class of work added, otherwise the value shall be determined by mutual Contract between the Village and Contractor, before such work shall be commenced. 8. Extra Work No claim whatsoever will be allowed the Contractor for changes, extra work or material not completed or necessary for the completion of the work described, or for a greater amount of money than is hereby stipulated to be paid, unless the change in or addition to the work requiring additional outlay by the Contractor is first ordered in writing by the Golf Course Superintendent, and the price therefore agreed to in writing. Minor changes or small modifications in the specifications which may be made to suit some special condition or situation shall not be construed as a precedent for like changes at other times, nor shall such modifications be construed by the Contractor as removing the work from the classification given in the Proposal, and placing it under the category of "Extra Work". 21

23 9. Notice of Starting Work The Contractor shall notify the Golf Course Superintendent forty-eight (48) hours before beginning any work on this Contract each year, or of its intention so to do; in case of a temporary suspension of the work he shall give a similar notice before resuming same. 10. Supervision The Golf Course Superintendent shall have override power to superintend and direct the work, and the Contractor shall perform all of the work herein specified, to the entire satisfaction, approval and acceptance of the Golf Course Superintendent. 11. Contractor's Representative The Contractor shall have at all times a competent supervisor or superintendent, who shall have full authority to act for the Contractor and to receive and execute orders from the Golf Course Superintendent, and any instructions given to such superintendent or person, executing work for the Contractor, shall be binding on the Contractor as though it was personally given to the Contractor. 12. Workers The Contractor shall employ competent staff and shall discharge, at the request of the Golf Course Superintendent, any incompetent, unfaithful, abusive or disorderly workers in its employ. None but staff expert in their respective branches of work shall be employed where special skill is required. 13. Termination of Contract This Agreement may be terminated, in whole or in part, by either party if the other party substantially fails to fulfill its obligations under this Agreement through no fault of the terminating party; or the Village may terminate this Agreement, in whole or in part, for its convenience. However, no such termination may be effected unless the terminating party gives the other party: (1) not less than ninety (90) calendar days written notice by certified mail of intent to terminate, and (2) an opportunity for a meeting with the terminating party before termination. If this Agreement is terminated by either party, the contractor shall be paid for services performed to the effective date of termination, including reimbursable expenses. 14. Request for Payment The Village will make payment for completed work pursuant to Local Government Prompt Payment Act. (50 ILCS 505/1 et seq.) All work performed under this contract shall be billed on a monthly basis. 22

24 15. Automated Clearing House Payment The Village prefers to pay all vendors via Automated Clearing House payments (ACH). ACH payments will be processed to checking and savings accounts. Appendix A. (ACH Authorization Form) should be completed to enable the Village to process your payment. In addition to the ACH Authorization form, a cancelled check or preprinted deposit slip with your account information will be required to complete the documentation needed and ensure the Village processes the payment properly. After the Bid/RFP award please forward the completed form to apfinance@vbg.org or fax to Once payments have been approved and processed an notification will be sent to the designated account on your ACH authorization form indicating when the funds were transferred, the amount transferred, and the invoice number that pertains to the payment. 16. Freedom of Information Act Within five (5) business days after the Village s Notice to the Contractor of the Village s receipt of a request made pursuant to the Illinois Freedom of Information Act [ILCS 140/1 et seq. herein FOIA ], the Contractor shall furnish all requested records in the Contractor s possession which are in any manner related to this Contract, including but not limited to any documentation related to the Village and associated therewith. The Contractor shall not apply any costs or charge any fees to the Village or any other person, firm or corporation for its procurement and retrieval of such records in the Contractor s possession which are sought to be copied or reviewed in accordance with such FOIA request or requests. The Contractor shall defend, indemnify and hold harmless the Village including its several departments and including its officers and employees and shall pay all of the Costs associated with such FOIA request or requests including Costs arising from the Contractor s failure or alleged failure to timely furnish such documentation and/or arising from the Contractor s failure or alleged failure otherwise to comply with the FOIA, whether or not associated with the Contractor s and/or the Village s defense of any litigation associated therewith. In addition, if the Contractor requests the Village to deny the FOIA request or any portion thereof by utilizing one or more of the lawful exemptions provided for in the FOIA, the Contractor shall pay all Costs in connection therewith. As used herein, in the Contractor s possession includes documents in the possession of any of the Contractor s officers, agents, employees and/or independent contractors; and Costs includes but is not limited to attorneys fees, witness fees, filing fees and any and all other expenses whether incurred by the Village or the Contractor. 23

25 VILLAGE OF BUFFALO GROVE CONTRACT GOLF COURSE MAINTENANCE SERVICES THIS CONTRACT, made this day of, 2015, by and between the VILLAGE OF BUFFALO GROVE (hereinafter called the Village ) a Municipal Corporation acting through its President, and Board of Trustees, and Proposer awarded the contract. hereinafter called the "Contractor." W I T N E S S E T H WHEREAS, the Village has heretofore solicited Proposals for all the work and services and for the doing of all things included within the hereinafter specified service, and the Village of Buffalo Grove did award the Contractor a contract for said services: NOW THEREFORE, for and in consideration of their mutual promises, covenant undertaking and Contract, the parties hereto do hereby agree as follows: ARTICLE I - WORK TO BE DONE BY THE CONTRACTOR Contractor agrees, at its own cost and expense, to do all work and to furnish all the labor, materials, equipment and other property to do, construct, install, and complete all the works and services included, all in full accordance with and in compliance with and as required by the hereinafter specified Specifications and Contract Documents for said works and services, and to do, at its own cost and expense, all other things required of the Contractor by said Contract Documents. 24

26 ARTICLE II - CONTRACT DOCUMENTS The Contract Documents herein mentioned include all of the Contract Documents, including but not limited to the following: 1. Village of Buffalo Grove Golf Course Maintenance Services 2. The General Conditions of the Contract 3. The Contract 4. The Specifications 5. Public Contract Statements 6. Schedule of Prices 7. Insurance Certificates and Insurance Policies mentioned or referred to in the foregoing documents 8. Any and all other documents or papers included or referred to in the foregoing documents all of which documents are on file in the Office of the Village Clerk, 50 Raupp Boulevard, Buffalo Grove, Illinois, all said documents being hereby incorporated herein and made a part herein by reference the same as if set forth herein. ARTICLE III - CONTRACT AMOUNT The Contractor agrees to receive and accept the unit price as set forth in the Schedule of Prices as full compensation for furnishing all materials and equipment and for doing all the work contemplated and embraced in the Contract; also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the execution of the work until its acceptance by the Village, and for all risks of every description connected with the work; also for well and faithfully completing the work, and the whole thereof, in the manner and according to and in compliance with the Specifications and Contract Documents and the requirements of the Village Golf Course Superintendent. 25

27 ARTICLE IV CONFLICT BETWEEN COMPONENT PARTS OF CONTRACT In the event that any provision in any of the following component parts of this Contract conflicts with any provision in any other of the following component parts, the provision in the component part which follows it numerically except as may be otherwise specifically stated applies. Said component parts are the following: 1. General Conditions of Contract 2. Proposal Documents and Specifications 3. Schedule of Prices 4. The Contract This Contract is intended to conform in all respects to applicable statutes of the State in which the work is to be constructed, and if any part or provision of this Contract conflicts therewith, the said statute shall govern. ARTICLE V The Village agrees with said Contractor to employ, and does hereby employ, the said Contractor to provide the materials and do all the work, and do all other things hereinabove mentioned, according to the terms and conditions hereinabove contained or referred to, for the prices aforementioned, and hereby contracts to pay the same at the time, in the manner and upon the conditions set forth or referred to in the Specifications and Contract Documents; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. 26

28 ARTICLE VI MISCELLANEOUS PROVISIONS A. Contractor shall comply with all applicable laws, regulations and rules promulgated by any federal, state, local, or other governmental authority or regulatory body pertaining to all aspects of the Work, now in effect, or which may become in effect during the performance of the Work. The scope of the laws, regulations, and rules referred to in this paragraph includes, but is in no way limited to, the Illinois Human Rights Act, Illinois Equal Pay Act of 2003, Occupational Safety & Health Act along with the standards and regulations promulgated pursuant thereto (including but not limited to those safety requirements involving work on elevated platforms), all forms of traffic regulations, public utility, Interstate and Intrastate Commerce Commission regulations, Workers Compensation Laws, Public Construction Bond Act, Prevailing Wage Laws, Public Works Preference Act, Employment of Illinois Workers on Public Works Act, USA Security Act, federal Social Security Act (and any of its titles), and any other law, rule or regulation of the Illinois Department of Labor, Department of Transportation, Illinois Environmental Protection Act, Illinois Department of Natural Resources, Illinois Department of Human Rights, Human Rights Commission, EEOC, and the Village of Buffalo Grove. B. Contractor shall comply with the provisions of the Illinois Public Works Employment Discrimination Act and the Illinois Human Rights Act/Equal Opportunity Clause which, pursuant to Illinois law, are deemed to be part of this Contract. The relevant provisions will be fully incorporated into the Contract by reference and set forth in full. C. Contractor agrees to furnish all documentation related to this Agreement and any documentation related to the Village required under an Illinois Freedom of Information Act (ILCS 140/1 et. seq.) ( FOIA ) request within five (5) days after Village issues notice of such request to Contractor. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay all reasonable costs connected therewith (including, but not limited to reasonable attorney s and witness fees, filing fees and any other expenses) for the Village to defend any and all causes, actions, causes of action, disputes, prosecutions, or conflicts arising from Contractor s, actual or alleged violation of the FOIA or Contractor s failure to furnish all documentation related to a request within five (5) days after Village issues notice of a request. Furthermore, should Contractor request that Village utilize a lawful exemption under FOIA in relation to any FOIA request thereby denying that request, Contractor agrees to pay all costs connected therewith (such as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend the denial of the request. The defense shall include, but not be limited to, challenged or appealed denials of FOIA requests to either the Illinois Attorney General or a court of competent jurisdiction. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay all costs connected therewith (such as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend any denial of a FOIA request by Contractor s request to utilize a lawful exemption to the Village. 27

29 VILLAGE OF BUFFALO GROVE CONTRACT Golf Course Maintenance Services CONTRACTOR BY TITLE ATTEST: BY TITLE THE VILLAGE OF BUFFALO GROVE VILLAGE MANAGER. 28

30 Accounts Payable Department Phone Fax AUTHORIZATION FOR ACH DEPOSIT OF VENDOR PAYMENT Please , fax or mail completed & signed form along with a voided check or voided deposit slip (savings account) to: BGFinance@vbg.org Fax: or Mail: Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove, IL Payee/Vendor Name: Address: Contact Name: Contact (for ACH notification): Complete this section for new enrollments or for financial institution or account changes Select one: New Enrollment Financial institution of Account Change Bank Name: Branch (if applicable): City, State Zip: Transit/Routing Number: Bank Account Number: Account Type (check one): Checking Account Savings Account I certify that the information above is true and correct, and that I, as a representative for the above name d company, hereby authorize the Village of Buffalo Grove Account Payable to electronically deposit payments to the designated bank account. This authority remains in full force until The Village of Buffalo Grove Accounts Payable receives written notification requesting a change or cancellation. Signature: Date: Name (printed): Title: For Village of Buffalo Grove use only Vendor Number: Date Received:

31 Buffalo Grove Golf Club - Landscaping and Maintenance Layout µ Putting Green Tee Box Fairway Water Feature Driving Range Parking Golf Course Area Course Feature Area (In Acres) Buffalo Grove Golf Club Driving Range Putting Green Tee Box Fairway Water Features (Ponds, Lakes, ect.) Parking Lot Total Course Features Area (In Acres) Total Golf Club Area (In Acres) ,100 Feet

32 The Arboretum Club - Landscaping and Maintenance Layout µ Putting Green Tee Box Fairway Water Feature Driving Range Parking Golf Course Area Course Feature Area (In Acres) Driving Range Putting Green Tee Box Fairway Water Features (Ponds, Lakes, ect.) Parking Lot Total Course Features Area (In Acres) Total Golf Club Area (In Acres) The Arboretum Club ,800 Feet

33 APPENDIX C. EQUIPMENT LIST BUFFALO GROVE GOLF CLUB Vehicle Description Equipment Lift John Deere Walking Mower - 05 Senior Tire Picker - 06 Carryall II Ezgo Bar cart-98 Toro Greens master 1992 Toro Greens master 2006 Toro Greens master 2006 Toro Greens master 2003 John Deere Tee Mower 2004 John Deere 2653 A 2006 John Deere Fairway Mower 2003 Jacobsen LF Toro Groundmaster 2003 Toro Groundmaster Toro Groundmaster John Deere Progator 2004 John Deere ProGator 2006 Toro Workmaster 1980 John DeereTractor John Deere Turf Gator 2004 John Deere Turf Gator 2006 Cushman GA60 A 1994 John Deere Aircore Ford F Ford 3415 Tractor 1994 John Deere Tractor 2000 Club Car

34 Club Car 2006 Vrismo Flail mower 2003 Turfco Meter Mat 1998 Sod Cutter 1993 Toro MultiPro Sprayer 2003 Smithco 300gal 1993 Lawn Genie L Buffalo Turbine Blower (tractor attachment) 2000 Progressive mower Toro SandPro Olathe Chipper 1986 AST PT Surface 2009 TraiImaster Trailer 1988 Redi-haul Trailer1999 Karcher Pressure Washer 2002 Toro Aerator 2008 Toro Aerator-1990 Express Dual (reel grinder 1998 AngleMaster - 98 (bed knife grinder1998 ARBORETUM GOLF COURSE Chevrolet 1 Ton 1991 AngleMaster - 02 (bed knife grinder) Express Dual 2000 (reel grinder) 2002 Toro Greens master 2004 Toro Greens master Toro Green master Toro Greens master Jacobsen Greens V 2000 Jacobsen Greens V 2000 Toro Greens Mower 2009 Toro Greens Mower

35 Toro 62 in. Deck Mower 3280D2007 Toro 62 in. Deck Mower 3280D Toro Groundmaster 3500D 2003 Progressive 120 rough mower John Deere 2653A 2006 John Deere TC125 sweeper 2001 Toro Workmaster 1983 John Deere Turf GatorUtility 2004 Toro Workmaster 1989 John Deere Turf Gator 2004 Bannerman Turf Slicer 2006 Club Car 2005 Club Car 2005 Chevrolet K John Deere Progator 2001 John Deere Progator 2005 Toro SandPro 2004 John Deere 4600 Tractor 2001 Sand Trap Rake 1997 Dakota Top Dresser 2004 SDI Sprayer 1989 John Deere Gal. Sprayer 1998 John Deere Aerator 2000 John Deere Aerator 2000 BA-400Slicer/ Aerator 2000 Befco Green Rite Toro Thatching 1989 Deere Top Dresser 2006 Toro Sand Pro 1995 John Deere Walking Mower 2004 Lely WFR Trailer Spreader 2006 Lely WFR Trailer

36 Lely Broadcast Spreader 2006 Lawn Genie 1997 Lowe 6 in. Trench 1994 Tip Green's Spiker/Seeder 2002 Karcher Pressure Washer 2003 Buffalo Turbine Blower (tractor attachment) 2000 Ryan sod cutter2003 CG25S fork lift

37 VILLAGE OF BUFFALO GROVE Finance Department Fifty Raupp Blvd. Buffalo Grove, IL Phone Fax Golf Course Maintenance Services ADDENDUM #1 TO: FROM: Prospective Proposers and Other Interested Parties Village of Buffalo Grove Finance Department ISSUE DATE: December 16, 2014 SUBJECT: ADDENDUM #1 Note: This Addendum is hereby declared a part of the original proposal documents and in case of conflict, the provisions in the following Addendum shall govern. The following changes and clarifications shall be made to the RFP Documents for the Golf Course Maintenance Services. Q1. Can the Village provide an equipment list with hour meter readings at the pre proposal meeting: A1. Attached Q2. Can the Village provide current staffing with job titles, rate of pay and benefits at the pre proposal meeting: A2. Attached Q3. What is the intention of the Village regarding the sale of small tools, shop tools, office eqpt, product inventory etc. that is not included in Appendix C A3. The Village would be open to selling these items in a similar fashion to equipment listed in Appendix C. Q4. Who is responsible for salting walks, ramps, and steps? A4. Village Staff would apply de-icing material to walks, ramps, and steps.

38 VILLAGE OF BUFFALO GROVE PROSPECTIVE PROPOSERS ARE TO ACKNOWLEDGE RECEIPT OF ADDENDUM #1. PLEASE FAX BACK TO THE VILLAGE OF BUFFALO GROVE AT , ATTENTION: Purchasing Manager, Brett Robinson. ALSO, PLEASE INCLUDE AND NOTE THIS ADDENDUM IN YOUR PROPOSAL. PROSPECTIVE PROPOSER: SIGNED: DATE: