Request for Proposals - Village of Northbrook

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VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS

OWNER:

Village of Northbrook

1225 Cedar Lane

Northbrook, Illinois 60062

Owner will receive sealed proposals for the Work generally described as follows:

Heating, Ventilation, and Air Conditioning (HVAC) System Maintenance, Inspection, and Repair Services

TO BE SUBMITTED TO: Northbrook Public Works, 655 Huehl Road, Northbrook, Illinois 60062, attention

Erik Jensen, Assistant to the Village Manager at Public Works, BEFORE 10:00 A.M., Thursday, October 10,

2019.

INSTRUCTIONS TO BIDDERS

Preparation of Proposals. All proposals for the Work shall be made only on the blank Contract/Proposal form

attached to this Request for Proposals and shall be complete with a price for each and every item named in the

Schedule of Prices section of the Contract/Proposal form. All proposals must be signed by an authorized official.

Proposals that contain omissions, erasures, alterations, or additions not called for, conditional or alternate bids unless

called for, or that contain irregularities of any kind may be rejected. Proposals must include the attached reference

form with their submittal.

Clarifications. Owner reserve the right to make clarifications, corrections, or changes in this Request for Proposals at

any time prior to the time proposals are opened. All bidders or prospective bidders will be informed of said

clarifications, corrections, or changes.

Delivery of Proposals. Each proposal shall be submitted in a sealed envelope plainly marked with the title of the

contract and bidder’s full legal name and shall be addressed and delivered to the place and before the time set forth

above. Proposals may be delivered by mail or in person. Proposals received after the time specified above will be

returned unopened.

Bid Security. Each Bidder's Proposal shall be accompanied by a security deposit of at least ten percent of the

Bidder's Price Proposal in the form of (1) a Cashier's Check or Certified Check drawn on a solvent bank insured by

the Federal Deposit Insurance Corporation and payable without condition to Owner or (2) a Bid Bond in the form

included in the Bid Package from a surety company licensed to do business in the State of Illinois with a general

rating of A- and a financial size category of Class X or better in Best's Insurance Guide.

Insurance. The successful Bidder will be required to furnish certificates and policies of insurance as required by Section 4-

B of the Contract upon award of the Contract. Each Bidder's Proposal must be accompanied by a letter from Bidder's

insurance carrier or its agent certifying that said insurer has read the requirements set forth in the Contract and will issue

the required certificates and policies of insurance upon award of the Contract to Bidder.

MANDATORY Pre-Bid Conference. All bidders must attend a pre-bid meeting walk-though on Thursday, October 3 at

8 a.m. at the Northbrook Public Works Center, 655 Huehl Road. After the pre-bid meeting all bidders will visit the

Work Sites to view the area of work, gather additional information, and ask specific questions. Attendance shall be taken

at the Work Site to ensure that all contractors and subcontractors have visited the Work Site. Representatives of the

Village will be present to discuss the work and answer questions. Owner reserves the right to reject all bidder’s proposals

submitted by bidders who fail to attend.

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Prevailing Wages. All Bidders are hereby noticed that this Contract is subject to the Prevailing Wage Act, 820 ILCS

130/0.01 et seq. The Successful Bidder shall not pay less than the prevailing wage to all laborers, workmen and mechanics

performing work under this Contract and shall comply with the requirements of the Illinois Wages of Employees on

Public Works Act.

Opening of Proposals. Proposals will be publicly opened and read at the time and place specified above. Bidders, their

authorized agents, and interested parties are invited to be present.

Withdrawal of Proposals. No proposal shall be withdrawn for a period of 45 days after the opening of any proposal.

Rejection of Proposals. Proposals that are not submitted on the Contract/Proposal form or that are not prepared in

accordance with these Instructions to Bidders may be rejected. If not rejected, Owners may demand correction of

any deficiency and accept the deficiently prepared proposal upon compliance with these Instructions to Bidders.

Acceptance of Proposals. Proposals submitted are offers only and the decision to accept or reject is a function of

quality, reliability, capability, reputation, and expertise of the bidders.

Owner reserve the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of

Owner and to the public; to reject the low price proposal; to accept any item of any proposal; to reject any and all

proposals; and to waive irregularities and informalities in any proposal submitted or in the request for proposal

process; provided, however, the waiver of any prior defect or informality shall not be considered a waiver of any

future or similar defect or informality. Bidders should not rely upon, or anticipate, such waivers in submitting their

proposal.

Upon acceptance of the successful Bidder’s proposal by Owner, the successful Bidder’s proposal, together with

Owner’s notification of acceptance in the form attached to this Request for Proposals, shall become the contract for

the Work.

DATED this 27th day of September, 2019.


By: Richard A. Nahrstadt

Village Manager

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CONTRACT/PROPOSAL FOR

HVAC MAINTENANCE, INSPECTION, AND REPAIR SERVICES

Full Name of Bidder (“Bidder”)

Principal Office Address

Local Office Address

Contact Person Phone E-Mail

TO: Northbrook Public Works

655 Huehl Road

Northbrook, Illinois 60062

Attention: Erik Jensen, Assistant to the Village Manager

Bidder warrants and represents that Bidder has carefully examined the Work Site described below and its environs and

has reviewed and understood all documents included, referred to, or mentioned in this bound set of documents, including

Addenda Nos. ________ [if none, write “NONE”], which are securely stapled to the end of this Contract/Proposal.

1. Work Proposal

A. Contract and Work: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall, at its

sole cost and expense, provide, perform, and complete, in the manner specified and described, and upon the terms and

conditions set forth, in this Contract/Proposal and Owner’s written notification of acceptance in the form included in

this bound set of documents, all of the following, all of which is herein referred to as the “Work”:

1. Labor, Equipment, Materials and Supplies: Provide, perform, and complete, in the manner specified and

described in this Contract/Proposal and Specifications (Attachment A), all necessary work, labor, services,

transportation, equipment, materials, supplies, information, data, and other means and items necessary for the

periodic inspections and maintenance of HVAC systems located at thirteen (13) public buildings owned by

the Village of Northbrook (the “Work Sites”);

2. Permits: Procure and furnish all permits, licenses, and other governmental approvals and authorizations

necessary in connection therewith;

3. Bonds and Insurance: Procure and furnish all bonds and all insurance certificates specified in this

Contract/Proposal;

4. Taxes: Pay all applicable federal, state, and local taxes;

5. Miscellaneous: Do all other things required of Bidder by this Contract/Proposal; and

6. Quality: Provide, perform, and complete all of the foregoing in a proper and workmanlike manner, consistent

with highest standards of professional and construction practices, in full compliance with, and as required by

or pursuant, to this Contract/Proposal, and with the greatest economy, efficiency, and expedition consistent

therewith, with only new, undamaged, and first quality equipment, materials, and supplies.

B. Prevailing Wages: In accordance with the Prevailing Wage Act, 820 ILCS 130/0.01 et seq., not less than the

prevailing rate of wages for similar work in the locality in which the Work is to be performed shall be paid to all

laborers performing work under this contract. The Act requires contractors and subcontractors to pay laborers,

workers and mechanics performing services on public works projects no less than the current “prevailing rate of

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wages” (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The

Department publishes the prevailing wage rates on its website at http://labor.illinois.gov/. The Department revises the

prevailing wage rates and the contractor/subcontractor has an obligation to check the Department’s website for

revisions to prevailing wage rates. For information regarding current prevailing wage rates, Bidder shall refer to the

Illinois Department of Labor’s website. Bidder and any subcontractors rendering services under this contract must

comply with all requirements of the Act, including but not limited to, all wage requirements and notice and record

keeping duties

C. Performance Standards: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that all Work shall be

fully provided, performed, and completed in accordance with the specifications attached hereto and by this reference

made a part of this Contract/Proposal.

D. Responsibility for Damage or Loss: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that

Bidder shall be responsible and liable for, and shall promptly and without charge to Owner repair or replace, damage

done to, and any loss or injury suffered by, Owner, the Work, the Work Site, or other property or persons as a result of

the Work.

E. Inspection/Testing/Rejection: Owner shall have the right to inspect all or any part of the Work and to reject all or

any part of the Work that is, in Owner’s judgment, defective or damaged or that in any way fails to conform strictly to

the requirements of this Contract/Proposal and Owner, without limiting its other rights or remedies, may require

correction or replacement at Bidder’s cost, perform or have performed all Work necessary to complete or correct all or

any part of the Work that is defective, damaged, or nonconforming and charge Bidder with any excess cost incurred

thereby, or cancel all or any part of any order or this Contract/Proposal. Work so rejected may be returned or held at

Bidder’s expense and risk.

2. Contract Price Proposal: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall take in

full payment for all Work and other matters set forth under Section 1 above, including overhead and profit; taxes,

contributions, and premiums; and compensation to all subcontractors and suppliers, the compensation set forth in

Appendix C. Owner reserves the right to award either the base bid OR base bid and option #1 at its sole discretion.

The total cost of materials shall be determined and agreed upon on a case by case basis.

A. Basis for Determining Prices: It is expressly understood and agreed that:

1. All prices stated in the Schedule of Prices are firm and shall not be subject to escalation or change;

2. Owner is not subject to state or local sales, use, and excise taxes, that no such taxes are included in the

Schedule of Prices, and that all claim or right to claim any additional compensation by reason of the payment

of any such tax is hereby waived and released; and

3. All other applicable federal, state, and local taxes of every kind and nature applicable to the Work are

included in the Schedule of Prices; and

4. The approximate quantities set forth in the Schedule of Prices for each Unit Price Item are Owner’s estimate

only, that Owner reserve the right to increase or decrease such quantities, that payment for each Unit Price

Item shall be made only on the actual number of acceptable units of such Unit Price Item in full compliance

with this Contract/Proposal, and that all claim or right to dispute or complain of any such estimated quantity,

or to assert that there was any misunderstanding in regard to the nature or amount of any Unit Price Item to be

provided or performed, is hereby waived and released.

B. Time of Payment: It is expressly understood and agreed that all payments shall be made in accordance with the

following schedule:

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The Bidder shall submit to Owner monthly a written request for payment based on the amount of Work

completed and services provided since the previous request for payment. Requests for payment must be

submitted no later than the first day of each month for consideration and approval of payment by Owner at the

Board of Trustee meetings normally held on the second and fourth Tuesday of each month. Each request for

payment for preventative maintenance services shall invoice all buildings on a single invoice with each

building itemized. Requests for payment for any other work (i.e. non-preventative maintenance work) shall be

invoiced by building and provide a service ticket per unit. All requests for payment shall be submitted in an

electronic PDF format and include, as applicable, copies of all approved work, certified payrolls and any other

required documents as directed. Improper or incomplete requests for payment will not be submitted to

Owner’s Board of Trustees for payment until all disputes have been resolved or removed from the request for

payment.

All payments may be subject to deduction or set off by reason of any failure of Bidder to perform under this

Contract/Proposal. Each payment shall include Bidder’s certification of the value of, and partial or final waivers

of lien covering, all Work for which payment is then requested and Bidder’s certification that all prior payments

have been properly applied to the payment or reimbursement of the costs with respect to which they were paid.

3. Contract Time Proposal

A. If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall commence the Work within

10 days following Owner’s acceptance of this Contract/Proposal provided Bidder shall have furnished to Owner

all bonds and all insurance certificates and policies of insurance specified in this Contract/Proposal (the

“Commencement Date”). If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall

perform the Work diligently and continuously and shall complete the Work in accordance with the schedule

approved pursuant to the Specifications.

4. Financial Assurance

A. Bid Security:

1. Required Bid Security. Every Bidder's Proposal shall be accompanied by bid security in the form of a

Cashier's Check, Certified Check or Bid Bond as specified in the Invitation for Bidder's Proposals ("Bid

Security"), which Bid Security shall stand as a guaranty that (1) Bidder will submit all additional

information requested by Owner; (2) if such Bidder's Proposal is accepted, Bidder will timely file the

Bonds and the certificates and policies of insurance required by the Contract; and (3) if such Bidder's

Proposal is accepted, Bidder will timely execute the Contract, the Contractor's Certification, and all other

required documentation related to the Contract.

2. Return of Bid Security. Bid Security submitted in the form of Cashier's Checks or Certified Checks will

be returned within five days after execution of the Contract by Owner. Bid Bonds will not be returned

unless otherwise requested by Bidder.

3. Liquidated Damages. If a Bidder fails to timely submit all additional information requested by Owner, or

if the successful Bidder fails to timely and properly submit all required Bonds, certificates and policies of

insurance, or if the successful Bidder fails to timely and properly execute the Contract, the Contractor's

Certification, and all other required documentation related to the Contract, it will be difficult and

impracticable to ascertain and determine the amount of damage that Owner will sustain by reason of any

such failure. For such reason, every Bidder shall, by submitting its Bidder's Proposal, be deemed to agree

that Owner shall have the right, at its option in the event of any such default, to retain or recover as

reasonably estimated liquidated damages, and not as a penalty, the entire amount of the Bid Security or

ten percent (10%) of the Bidder's Price Proposal, whichever is greater, or to exercise any and all equitable

remedies it may have against the defaulting Bidder.

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B. Insurance: If this Contract/Proposal is accepted and for each year in which this Contract/Proposal is renewed,

Bidder proposes, and agrees, that Bidder shall provide certificates of insurance evidencing the minimum

insurance coverage and limits set forth below within 10 days following Owner’s acceptance, or the execution of

any renewal, of this Contract/Proposal. Such policies shall be in form, and from companies, acceptable to Owner.

The insurance coverage and limits set forth below shall be deemed to be minimum coverage and limits and shall

not be construed in any way as a limitation on Bidder’s duty to carry adequate insurance or on Bidder’s liability

for losses or damages under this Contract/Proposal. The minimum insurance coverage and limits that shall be

maintained at all times while providing, performing, or completing the Work are as follows:

1. Workers’ Compensation and Employer’s Liability

Limits shall not be less than:

Worker’s Compensation: Statutory

Employer’s Liability: $500,000 ea. Accident injury

$500,000 ea. Employee disease

$500,000 disease-policy

Such insurance shall evidence that coverage applies to the State of Illinois.

2. Comprehensive Motor Vehicle Liability

Limits for vehicles owned, non-owned or rented shall not be less than:

$1,000,000 Bodily Injury and Property Damage Combined Single Limit

3. Comprehensive General Liability


$1,000,000 Bodily Injury and Property Damage Combined Single Limit.

Coverage is to be written on an “occurrence” basis.

Coverage to include:

- Premises Operations

- Products/Completed Operations

- Independent Contractors

- Personal Injury (with Employment Exclusion deleted)

- Broad Form Property Damage

Endorsement

- “X,” “C,” and “U”

- Contractual Liability

Contractual Liability coverage shall specifically include the indemnification set forth below.

4. Umbrella Liability


$2,000,000 Bodily Injury and Property Damage Combined Single Limit.

This Policy shall apply in excess of the limits stated in 1, 2, and 3 above.

C. Indemnification: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall indemnify,

save harmless, and defend Owner against all damages, liability, claims, losses, and expenses (including attorneys’

fee) that may arise, or be alleged to have arisen, out of or in connection with Bidder’s performance of, or failure to

perform, the Work or any part thereof, or any failure to meet the representations and warranties set forth in

Section 6 of this Contract/Proposal.

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D. Penalties: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall be solely liable for

any fines or civil penalties that are imposed by any governmental or quasi-governmental agency or body that may

arise, or be alleged to have arisen, out of or in connection with Bidder’s performance of, or failure to perform, the

Work or any part thereof.

5. Firm Proposal

All prices and other terms stated in this Contract/Proposal are firm and shall not be subject to withdrawal,

escalation, or change provided Owner accept this Contract/Proposal within 45 days after the date this sealed

Contract/Proposal is opened.

6. Bidder’s Representations and Warranties

In order to induce Owner to accept this Contract/Proposal, Bidder hereby represents and warrants as follows:

A. The Work: The Work, and all of its components, shall be of merchantable quality; shall be free from any latent or

patent defects and flaws in workmanship, materials, and design; shall strictly conform to the requirements of this

Contract/Proposal, including, without limitation, the performance standards set forth in Subsection 1B of this

Contract/Proposal; and shall be fit, sufficient, and suitable for the purposes expressed in, or reasonably inferred

from, this Contract/Proposal and the warranties expressed herein shall be in addition to any other warranties

expressed or implied by law, which are hereby reserved unto Owner.

B. Compliance with Laws: The Work, and all of its components, shall be provided, performed, and completed in

compliance with, and Bidder agrees to be bound by, all applicable federal, state, and local laws, orders, rules, and

regulations, as they may be modified or amended from time to time.

C. Not Barred: Bidder is not barred by law from contracting with Owner or with any other unit of state or local

government as a result of (i) a delinquency in the payment of any tax administered by the Illinois Department of

Revenue unless Bidder is contesting, in accordance with the procedures established by the appropriate revenue

act, its liability for the tax or the amount of the tax as set forth in 65 ILCS 5/11-42.1-1; or (ii) a violation of either

Section 33E-3 or Section 33E-4 of Article 33 of the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq.

D. Qualified: Bidder has the requisite experience, ability, capital, facilities, plant, organization, and staff to enable

Bidder to perform the Work successfully and promptly and to commence and complete the Work within the

Contract Price and Contract Time Proposals set forth above.

7. Acknowledgments

In submitting this Contract/Proposal, Bidder acknowledges and agrees that:

A. Reliance: Owner are relying on all warranties, representations, and statements made by Bidder in this

Contract/Proposal.

B. Reservation of Rights: Owner reserve the right to reject any and all proposals, reserve the right to reject the low

price proposal, and reserve such other rights as are set forth in the Instructions to Bidders.

C. Acceptance: If this Contract/Proposal is accepted, Bidder shall be bound by each and every term, condition, or

provision contained in this Contract/Proposal and in Owner’s written notification of acceptance in the form

included in this bound set of documents.

D. Remedies: Each of the rights and remedies reserved to Owner in this Contract/Proposal shall be cumulative and

additional to any other or further remedies provided in law or equity or in this Contract/Proposal.

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E. Time: Time is of the essence of this Contract/Proposal and, except where stated otherwise, references in this

Contract/Proposal to days shall be construed to refer to calendar days.

F. No Waiver: No examination, inspection, investigation, test, measurement, review, determination, decision,

certificate, or approval by Owner, whether before or after Owner’s acceptance of this Contract/Proposal; nor any

information or data supplied by Owner, whether before or after Owner’s acceptance of this Contract/Proposal; nor

any order by Owner for the payment of money; nor any payment for, or use, possession, or acceptance of, the

whole or any part of the Work by Owner; nor any extension of time granted by Owner; nor any delay by Owner in

exercising any right under this Contract/Proposal; nor any other act or omission of Owner shall constitute or be

deemed to be an acceptance of any defective, damaged, or nonconforming Work, nor operate to waive or

otherwise diminish the effect of any representation or warranty made by Bidder; or of any requirement or

provision of this Contract/Proposal; or of any remedy, power, or right of Owner.

G. Severability: The provisions of this Contract/ Proposal shall be interpreted when possible to sustain their legality

and enforceability as a whole. In the event any provision of this Contract/Proposal shall be held invalid, illegal,

or unenforceable by a court of competent jurisdiction, in whole or in part, neither the validity of the remaining

part of such provision, nor the validity of any other provisions of this Contract/Proposal shall be in any way

affected thereby.

H. Amendments: No modification, addition, deletion, revision, alteration, or other change to this Contract/Proposal

shall be effective unless and until such change is reduced to writing and executed and delivered by Owner and

Bidder.

I. Assignment: Neither this Contract/Proposal, nor any interest herein, shall be assigned or subcontracted, in whole

or in part, by Bidder except upon the prior written consent of Owner.

J. Governing Law: This Contract/Proposal, and the rights of the parties under this Contract/Proposal shall be

interpreted according to the internal laws, but not the conflict of law rules, of the State of Illinois.

8. Related Experience

Please list three organizations for whom the CONTRACTOR has recently completed projects comparable to the

Work.

Name of Organization:

Address:

Contact Name: ____________________________________________________________________________

Phone Number:

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Address:

Contact Name: ____________________________________________________________________________

Phone Number:


Address:

Contact Name: ____________________________________________________________________________

Phone Number:

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DATED this _________ day of __________________, 2019.

Bidder’s Status: ( ) ____________Corporation ; ( ) ___________ Partnership; ( ) Individual Proprietor

(State) (State)

Bidder’s Name:

Doing Business As (if different):

Signature of Bidder or Authorized Agent:

(corporate seal Printed Name: if corporation)

Title/Position:

Bidder’s Business Address:

Bidder’s Business Telephone: __________________________ Facsimile:

If a Corporation, Limited Liability Company, or Partnership, list all Officers, Members, or Partners:

NAME TITLE ADDRESS

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ACCEPTANCE

The Contract/Proposal attached hereto and by this reference incorporated herein and made a part hereof is hereby accepted

by the order of Village of Northbrook (“Owner”) this ____day of ____________, 2019.

This Acceptance, together with the Contract/Proposal attached hereto, constitutes the entire and only agreement between

the parties relating to the accomplishment of the Work and the compensation therefore and supersedes and merges any

other prior or contemporaneous discussions, agreements, or understandings, whether written or oral, and shall prevail over

any contradictory or inconsistent terms or conditions contained in any purchase order, acceptance, acknowledgment,

invoice, or other standard form used by the parties in the performance of the Contract/Proposal. Any such contradictory

or inconsistent terms or conditions shall be deemed objected to by Owner without further notice of objection and shall be

of no effect nor in any circumstances binding upon Owner unless accepted by Owner in a written document plainly

labeled “Amendment to Contract/Proposal.” Acceptance or rejection by Owner of any such contradictory or inconsistent

terms or conditions shall not constitute acceptance of any other contradictory or inconsistent terms or conditions.

(SEAL)

Attest/Witness: VILLAGE OF NORTHBROOK

By: By:

Debbie Ford Richard A. Nahrstadt

Title: Village Clerk Title: Village Manager

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APPENDIX A

SPECIFICATIONS FOR

HVAC MAINTENANCE, INSPECTION, AND REPAIR SERVICES

General Objective. The primary objective of these specifications is to define the conditions under which HVAC units at

the OWNER’S thirteen (13) facilities are to be maintained, inspected, and repaired under this Contract/Proposal.

Scope of Services. The successful CONTRACTOR shall furnish all supervision, labor, tools, equipment, lifts and

materials necessary to complete the work as outlined in this scope of services.

PART 1. - GENERAL PROVISIONS

1.1 Administration and Additional Work. The CONTRACTOR will be under the direct administration of the

DIRECTOR OF PUBLIC WORKS (DIRECTOR) or his/her designee. Any alterations or modifications of the work

performed under this contract shall be made only by written agreement between the CONTRACTOR and the DIRECTOR

and shall be made prior to commencement of the altered or modified work. No claims for any extra work or materials

shall be allowed unless pre-authorized by written agreement prior to commencement of said work.

1.2 Work Crew Supervision and Certification. The CONTRACTOR shall provide qualified supervision of each crew

at all times while working under this contract. Each supervisor must be able to converse in the English language and shall

be authorized by the CONTRACTOR to accept and act upon all directives issued by the DIRECTOR or his designee.

Failure of the Supervisor to act on said directives shall be sufficient cause to give notice that the CONTRACTOR is in

default of the contract unless such directives would create potential personal injury, property damage or safety hazards.

All HVAC technicians must hold all appropriate certifications for the type of work they are performing. Proof of

certifications shall be provided to the OWNER.

1.3 Protection of Public and Private Property. The CONTRACTOR shall exercise all necessary caution to protect all

public and private property from injury or damage caused by the operations of the CONTRACTOR. Any practice

obviously hazardous in the opinion of the DIRECTOR or his designee shall be immediately discontinued by the

CONTRACTOR upon receipt of either written or oral notice to discontinue such practice. The CONTRACTOR shall

comply with all applicable OSHA, IDOL, and other Federal and State safety standards.

1.4 Observance of Laws, Ordinances and Regulations. The CONTRACTOR at all times during the term of this

contract, shall observe and abide by all Federal, State, and local laws which in any way affect the conduct of the work and

shall comply with all decrees and orders of courts of competent jurisdiction.

The CONTRACTOR shall comply fully and completely with any and all applicable State and Federal statutes, rules and

regulations as they relate to hiring, wages, and any other applicable conditions of employment, including but not limited

to the Illinois Prevailing Wage Act, 820 ILCS 130/0.01 et seq.

1.5 Scope of Work. The CONTRACTOR shall perform preventative maintenance, including the cleaning, repair, lubrication, and other related

maintenance on specified equipment at regular intervals to keep equipment and their systems in proper working order.

Repair work outside of the normal preventative maintenance will be determined on a case by case basis during an

assessment by the CONTRACTOR and DIRECTOR.

A. Base Scope of Work

1. Triannual Scheduled Preventative Maintenance. During the triannual scheduled preventative

maintenance, the CONTRACTOR shall perform the following procedures:

i. Spring Preventative Maintenance

1. Check general system operation performance of all major components

2. Lubricate fan motor, bearings, and all moving parts, as required with the proper

lubrication

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3. Check dampers, linkage, economizers and enthalpy controls

4. Check and inspect for oil and refrigerant leaks and levels and sight glass/moisture

indicator. Top off refrigerant to maintain the manufacturer’s recommended levels.

Reported any major leaks.

5. Check operating and safety controls

6. Check pressures and temperatures

7. Inspect fans, motors, and starters

8. Check and tighten electrical and refrigerant connections

9. Check and adjust belts, drives, and pulleys

10. Replace belts (to be provided by OWNER)

11. Replace filters (to be provided by OWNER)

12. Check bearings, pumps, and seals

13. Check controls on temperature system

14. Clean humidifiers & replace the water panel (Fire Stations 10, 12 & Red Center)

15. Check voltage and amp draw on all loads

16. Clean condensing drains and pans on rooftop units, recharge P-traps & U-bend traps

17. Clean combustion chambers, pilots, and burners

18. Check flue for proper draft

19. Check for proper gas input

20. Check boiler water condition by testing during for sodium nitrate level

21. Install any and all appropriate chemicals to manufacturer’s recommended levels.

22. Check and replace missing screws & hardware retaining RTU exterior doors and panels

23. All other preventative maintenance activities recommended by manufacturer

ii. Fall Preventative Maintenance

1. Check general system operation performance of all major components

2. Lubricate fan motor, bearings, and all moving parts, as required

3. Check dampers, linkage, economizers and enthalpy controls

4. Check and inspect for oil and refrigerant leaks and levels and sight glass/moisture

indicator. Top off refrigerant to maintain the manufacturer’s recommended levels. Major

leaks excluded.

5. Check operating and safety controls

6. Check pressures and temperatures

7. Inspect fans, motors, and starters

8. Check and tighten electrical and refrigerant connections

9. Check and adjust belts, drives, and pulleys

10. Replace filters (to be provided by OWNER)

11. Check bearings, pumps, and seals

12. Check controls on temperature system

13. Clean humidifiers & replace the water panel (Fire Stations 10, 12 & Red Center)

14. Check voltage and amp draw on all loads

15. Clean condensing drains and pans on rooftop units, recharge P-traps& U-bend traps

16. Clean combustion chambers, pilots, and burners

17. Check flue for proper draft

18. Check for proper gas input

19. Check & straighten water unit heater coil fins and clean as needed.

20. Check boiler water condition by testing during for sodium nitrate level

21. Install any and all appropriate chemicals

22. Check compressor and oil level. Include oil and filter change

23. Clean ice machines including in line filter

24. Check all heating elements

25. Inspect condensers and clean all condensing and evaporative coils

26. Check and replace missing screws & hardware retaining RTU exterior doors and panels

27. All other preventative maintenance activities recommended by manufacturer

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iii. Summer Coil Cleaning 1. Pressure wash condenser coils

2. Straighten all coil fins as needed

2. Quarterly Preventative Maintenance Services: During the quarterly scheduled preventative maintenance,

the CONTRACTOR shall perform the following procedures:

i. Complete all preventative maintenance and inspections for the Liebert and Mitsubishi units, as

applicable, at Village Hall, the Police Station and the Water Treatment Plant per the

manufacturers’ guidelines/recommendations.

3. Annual Preventative Maintenance Services: During the annual scheduled fall preventative maintenance

for the radiant heaters located at Fire Stations 10 and 12, the CONTRACTOR shall perform the following

procedures:

i. Motor Maintenance:

1. Blower Motor- Lubricate with 3-4 drops of SAE oil if unit has oil ports

ii. Full Inspection:

1. Vent pipe system- Check all terminations and connections, inspect vent for leakage or

damage.

2. Combustion intake system- Check for blockage and/or leakage. Check terminations.

3. Heat exchanger- Check integrity for structural failure, corrosion and/or buildup within the

tube exchanger passageways.

4. Burner- check for proper ignition, burner flame, and flame sense. Flame should extend

directly outward from burner without floating or lifting.

5. Wiring- Check electrical connections for tightness or corrosion. Check wires for damage

6. Gas connection: Inspect integrity of heater connection. Check for leaks, damage fatigue,

or corrosion.

7. Reflectors- Inspect the integrity of reflectors for damage, separation, missing or

misaligned sections. Clean both sides of the reflector with a soap and water solution. Use

metal polish if the reflectors are severely dirty.

4. Non-Scheduled Maintenance. Non-scheduled maintenance refers to work that is necessary above and

beyond the scheduled preventative maintenance. Repairs of certain deficiencies may or may not constitute

an emergency. If a request is identified as an emergency, the CONTRACTOR is required to be on site to

begin repair work within two (2) hours after the initial service request call. If the request is not an

emergency, the CONTRACTOR should schedule the work during regular business hours at a time

agreeable with the DIRECTOR, but generally within three (3) business days, or when replacement parts

become available.

B. Optional Scope of Work:

1. RED Center Quarterly Preventative Maintenance Services: During the quarterly scheduled preventative

maintenance, the CONTRACTOR shall perform the following procedures:

i. Complete all preventative maintenance and inspections for the four (4) Liebert units at the

Regional Emergency Dispatch (RED) Center located at Fire Station 12 per the manufacturers’

guidelines/recommendations.

1.6 Reports and Proposals. Contractor shall complete and furnish electronic PDF reports for each maintenance or service

call with the invoice. A copy of each report shall be presented with time and materials maintained (if used outside of the

parameters of the annual charge). Reports shall include, but not limited to:

1. Date and time of notification was received from the Village.

2. Date and time of arrival at location.

3. Type and model of equipment serviced.

4. Repair time.

13

5. Description of the repair/maintenance.

6. Readings of all gauges, levels, and other readings inspected.

7. Date and time equipment became operational.

8. Part(s) ordered (if applicable).

9. Recommended non-emergency maintenance outside of the regular PM

Follow up proposals shall be provided within a one week for non-emergency issues found during inspections and service

calls. A proposal shall be given within one day for all emergency and critical repairs.

Failure to provide reports and documentation identified could result in termination of the Agreement.

1.7 Location and Schedule of Work. Location of the work shall occur at the facilities outlined in Attachment B. Work

will be scheduled during the following times:

1. Base Scope of Work:

o Triannual Preventative Maintenance Services:

Spring Pre-Season Preventative Maintenance (March 15 – April 30)

Summer Coil Cleaning (June 15 – July 15, after Cottonwood seed drop)

Fall Pre-Season Preventative Maintenance (September 15 – October 15). Unit heaters to be done

at same time.

o Quarterly Preventative Maintenance Services:

Quarterly at a mutually agreed upon time

o Annual Preventative Maintenance Services:

Fire Station 10 Radiant Heaters: Same time as fall pre-season preventative maintenance in even

years (2020, 2022, etc.) as applicable

Fire Station 12 Radiant heaters: Same time as fall pre-season preventative maintenance in odd

years (2021, 2023, etc.) as applicable

2. Optional 1 Scope of Work:

o Quarterly Preventative Maintenance Services:

Quarterly at a mutually agreed upon time

The CONTRACTOR shall provide 48 hour notice prior to scheduling work at the OWNER’s facilities. The

CONTRACTOR shall schedule all work with the Facilities Supervisor. The CONTRACTOR shall check in with front

office personnel before accessing any part of the facilities.

1.8 Concurrent Operations. The contract is a non-exclusive contract with the OWNER. The OWNERS reserve the

right to use other contractors or its own employees to perform work similar to that being performed under the terms of this

contract.

1.9 Working Hours. The CONTRACTOR will be allowed to schedule its normal work hours between 7:00 AM and

3:30 PM Monday through Friday. Work during other hours will be allowed only as authorized by the DIRECTOR or his

designee.

1.10 Licenses and Permits. Pursuant to Section 1.A (2) of the Contract/Proposal, the CONTRACTOR shall, at its

expense, procure all necessary licenses and permits needed to conduct the Work required under the terms of this contract.

1.11 Subcontracts. The CONTRACTOR will not be allowed to subcontract work under this contract unless prior written

approval is granted by the DIRECTOR. The SUBCONTRACTOR, if approved, shall be bound by the conditions of the

contract between the OWNERS and the CONTRACTOR.

1.12 Legal Responsibility and Insurance.

A. Notice to Proceed. The CONTRACTOR shall not commence work under this contract until a notice to proceed has

been provided by the OWNERS.

14

B. Additional Insured. All insurance provided by the CONTRACTOR as required by Section 4 of the Contract/Proposal,

shall be by an insurance carrier having at least an “A-” rating as defined by the Bests Key Rating Guide for coverage

required, with the OWNERS named as an additional insured for all coverage, other than Worker’s Compensation and

Employer’s Liability coverage. The Certificate of Insurance shall reflect the actual amount of insurance in force, not

just the minimum requirement of the Contract.

B. Accident Notification. In the event of accidents, or incidents of any kind that may lead to claims for damage or

injury, which involve the general public and/or private or public property, the CONTRACTOR shall immediately

notify the DIRECTOR or his designee and shall provide a full accounting of all details of the accident.

1.13 Acceptance of Bid.

The OWNER reserves the right to accept or reject and all bids and to waive informalities. Those submitting bids are

encouraged to contact us to discuss any specific subject or problem, situation that may have been overlooked in the

specification or concern that needs further clarification prior to the bid opening. One successful bidder will receive

notification of successful bid upon acceptance of the bid by the Village Manager.

1.14 Term of Agreement. The initial term of this agreement shall be from November 1, 2019 until October 31, 2020.

Upon written notice, the OWNER reserves the right to transfer remainder of work to second lowest qualified bidder as

agreed.

1.15 Renewal of Agreement. The OWNER reserves the right, but shall be under no obligation, to offer to renew the term

of the agreement by one year periods for a maximum of four (4) additional years, if approved and accepted in writing by

both the CONTRACTOR and OWNER.

OWNER shall notify CONTRACTOR of his desire to renew the Contract for an additional project year on or about

September 1st of that project year. Contractor shall notify OWNER not later than September 15th whether or not he will

enter into a renewal of the Contract with OWNER at the adjusted Unit Prices for that year. If the Contract is not renewed

for any project year, it shall not be renewable for any subsequent project year.

1.16 Payment Escalation.

In the event this agreement is extended in accordance with Section 1.14, the CONTRACTOR may raise the price for

services to be performed under the extended agreement by giving written notice to the OWNER. The increase shall not

exceed the annual average increase in the Chicago-Naperville-Elgin Consumer Price Index for all urban consumers

(available through the Bureau of Labor Statistics 312-353-1880 or www.bls.gov) for the previous twelve month period.

Only one increase shall be allowed in any agreement extension period. The OWNER may elect to rebid the service in the

event of such notice but shall be obligated to rebid if a notice of price increase exceeds the Consumer Price Index for the

Chicago Metropolitan Area.

PART 2. - FORFEITURE

The OWNERS retain the right to terminate this contract at any time for cause of unsatisfactory workmanship and/or

performance, or the refusal or neglect of the CONTRACTOR to prosecute the work with the work force sufficient for its

completion within the specified times or for failure of the CONTRACTOR to proceed with the work in accordance with

the requirements and conditions of the specifications. Should the CONTRACTOR fail to meet the specifications and

deadlines set forth, OWNERS reserves the right to notify CONTRACTOR in writing within 15 days that their services are

not in compliance and termination of services has been initiated. A penalty of $100.00 per day will be assessed and

deducted from payment until which time the work is completed according to the specifications or CONTRACTOR

terminates services with the Village of Northbrook.

Issuance of the notice by the OWNER shall be indication of the intentions of the OWNER to take the work out of the

control of the CONTRACTOR and to re-let the work to other contractors. The cost of completing all the work and all

expenses incurred by the OWNER in completing the contract shall be charged to the CONTRACTOR and shall be

deducted and paid by the OWNER out of such monies as may be due or may become due to said CONTRACTOR. Any

http://www.bls.gov/

15

deficiencies of monies required to complete the contract by others shall be paid to the OWNER by the CONTRACTOR

forthwith and the bondsman will be held liable for any such deficiency. Should it become necessary for the OWNER to

declare the contract in default, such default shall in no case relieve the CONTRACTOR or its bondsman of any of the

conditions of the contract..

APPENDIX B

LIST OF EQUIPMENT BY FACILITY

1

Key: D. D. = Direct Drive, P = Pleat

Building: Civic Center

Address: 2002 Walters Avenue

Unit # Location Description Manufacturer Model # Serial # Belt Filters # of Filters

1 Mechanical Room

West Side

Furnace

Condenser

Carrier

Carrier

58STA110-14112

38ER036500

4610A16746

S441835

D. D.

-

16x25x1 – P

-

1

-

2 Mechanical Room

West Side

Furnace

Condenser

Carrier

Carrier

58G5150-3

38ER060500

Y3A46891

Q441930

D. D.

-

25x25x1 – P

-

1

-

3 Mechanical Room

West Side

Furnace

Condenser

Payne

Trane

PG8MAA060155ADJA

TTA3060D3000CA

0609A16587

12085KH94F

D. D.

-

25x25x1 – P

-

1

-

Building: Fire Station #10

Address: 650 Huehl Road

Unit # Location Description Manufacturer Model # Serial # Belt Filter # of Filters

1 Mechanical Room Furnace Trane XE 80 TUD080C924B0 - D. D. P 16x20x1 - P 1

2 Mechanical Room

West Side

Furnace

Condenser

Trane

Trane

TUH2B060A936VAA

4TTB3030G1000AA

12331J547G

13141NJ7AF

D. D.

-

P 16x25x1 – P

-

1

-

3 West Side RTU Trane VHC060F3RHAO6EOA 134110903L D. D. P 16x25x2 - P 4

4 Apparatus Bay N. Infrared

Tube Heater

Re-Verber-Ray HL3-20-75N 1603LYAL166693

0007

- - -

5 Apparatus Bay S. Infrared

Tube Heater


0005

- - -

6 Shop/Tool Room Ice Machine Manitowoc QY0134A 310184728 - - -

APPENDIX B


2

Building: Fire Station 11

Address: 740 Dundee Road


1 N. E. corner of

Storage Building

Package

Unit

Carrier 48TJE005-311GA 1000G20720 D. D. 16x25x2 - P 2

2

Basement Mech Rm

East side

Furnace

Condenser

Trane XE70

TUS080B948A0

TTA036A300A0

D46632093

D22228953

- 12x24x1- P 2

3 Fireman's Quarters-

Northeast Roof

West RTU Trane YCH180B3H0HB 341101318D B68 20x25x2 &

20x20x2 - P

4 &

2

4 Administration-

Southeast Roof

East RTU Trane YCD210C3HAEA 340101228D B68 20x25x2 &

20x20x2 - P

4 &

2

5 DC's Office –

Southeast Roof

Middle

RTU

Trane YSC120A3RHA17G0A 340101043L A33 20x25x2 - P 4

6 Mechanical Room Boiler &

Pumps

Ray Pak H3-1125 907298671 - - -

7 Mechanical Room Ice

Machine

Manitowoc SY0504A 110714802 - - -

Building: Fire Station #12

Address: 1840 Shermer Road


1 Mechanical Room Furnace Ruud R801PA075417MSA W451808044 D. D. 16x25x1 - P 1

2 Mechanical Room

West Side

Furnace

Condenser

Trane

Trane

TUH2B060A936VAA

4TTB3030G1000AA

13412M5J7G

13141NNYAF

D. D.

-

16x25x1 – P

-

1

-

3 West Side RTU Trane YHC060F3RHA06E0A 134110917L D. D. 16x25x2 - P 4

4 Apparatus Bay N. Infrared

Tube Heater


0006

- - -

5 Apparatus Bay S. Infrared

Tube Heater


0004

- - -

6 Shop/Tool Room Ice Machine Manitowoc QY0134A 31076251 - - -

APPENDIX B


3

Building: RED Center



1 Mechanical Room

East Side

Furnace

Condenser

Carrier

Carrier

CK5BXA048021AAAA 1601X76030 D. D. 16x25x1 1

2 Mechanical Room

East Side

Furnace

Condenser

Carrier

Carrier

CK5BXA060024AAAA 1601X76913 D. D. 16x25x1 1

38CKC048300 2901E19458 - - -

38CKC060300 2401E11406 - - -

Option 1 E. side Server Rm.

North Side

Air Handler

Condenser

Liebert-

primary

BU067A-CAE14500

DCSF 083-P

N08L740306

0849C17771

A40 (1) 28 1/2 x 29 1/2 x 2

P?

1

Option 1 S. side Server Rm.

North Side

Air Handler

Condenser

Liebert-

Backup

DME027E

5000-4

0217N62977

LR25312

TBD TBD TBD

Building: Fleet Maintenance

Garage

Address: 1227 Cedar Lane


1 West Wing Unit Heater Sterling TSUG-TF300AINS111 ? n/a - -

2 West Wing Unit Heater Lennox LF3-330 5874K00067 n/a - -

3 East Wing Unit Heater Reznor UDAP125 ? n/a - -

4 East Wing Unit Heater Lennox LF3-300 5878M15750 n/a - -

5 East Wing Unit Heater Reznor UDAP125 BBE79Y2N64294X

or BPL30622

n/a - -

6 Exterior- N. Side Heater Sterling EIP-PV80B7B03K41R5EB3J3 P100104463900-001 B52 20x20X2

- P

6

7 Roof MUA Reznor HRP300-8RPBL600 EBGB66Y3N01223

8 Roof Fan Unit RPBL600-8-6-2 3BGB151NF11 3X59

APPENDIX B


4

Building: Police Station

Address: 1401 Landwehr Road

Unit # Location Description Manufacturer Model # Serial # Belt Filter # of

Filters

1 Rooftop RTU Trane YHC102F3RZAOHDE00A1 163612124L D. D. 20x25x2 - P 4

2 Rooftop RTU Trane YHC92F3RZAOHD 163612064L D. D. 20x25x2 - P 4



5 Rooftop RTU Trane YHD210G3RVA04D 163610360P BX81 (1) 20x20x2 - P 12

6 Rooftop RTU Trane YCD330BEPN1A2EC4O C16H05604 BX103 (1) 16x20x2 - P 3

7 Rooftop RTU Trane YHD210G3RVA04DH00 16636103640 BX81 (1) 20x20x2 - P 12

8 Rooftop RTU Trane OAKD180F3-D1A1AOJL OA254575-1-1 D. D. 18x20x2 - P 9

9 Sally Port (Garage) Unit Heater Reznor UDBS-250 BPE3062027841 YES (2) - -

10 Generator Room Unit Heater Reznor F50-3 AWD31K5N25697 - - -

11 Basement-Garage MUA Reznor ADF700-3 BNE82V1N11085CAMV9 BX77 (2) 12x20x2 2

12 Sally Port Closet Ex. Fan for

Basement

? 3 phase, 3 HP Motor No info available A70

13 911 Server/Roof A/C Unit Liebert Cond: PFH020A-PL75896

Evap: DME020E-PC75198

Y15CG16418

Y15C306805

-

-

-

washable

-

1

14 Switchgear Room A/C unit Carrier Cond: 24ABB330A510

Evap: FB4CNF030

0611E09420

1311A69260

-

-

-

washable

-

1

15 NE Basement Ramp Boiler Prestige PT250 05631092 - - -

16 Main Break Rm. Ice Machine Ice-O-Matic HISU090FA 14011320014229 - - -

N/A Basement Telco BAS Trane No Service Needed - - -

APPENDIX B


5

Building: Public Works

Center

Address: 655 Huehl Road


1 Rooftop RTU York/Johnson

Control

V33AE8426CDHFL000

1A

N0A9557220 BX56

(4)

20x25x2 - P &

16x25x2 - P

6 &

4

2 East Wing Unit Heater #1 Modine HD100AS0111 39010017093009-

1201

- - -

3 East Wing Unit Heater #2 Modine HD100AS0111 - - - -

4 East Wing Unit Heater #3 Modine HD100AS0111 - - - -

5 East Wing Unit Heater #4 Modine HD100AS0111 39010017093009-

1198

- - -

6 West Wing Unit Heater #6 Trane GPAB-0100-0A J81A-18174 - - -

7 West Wing Unit Heater #7 Trane GPAB-0100-0A No data plate - - -

8 West Wing Unit Heater #8 Reznor UDAP-200 BPA3062007988 - - -

9 West Wing Unit Heater #9 Trane GPAB-0100-0A - - - -

10 West Wing Unit Heater #10 Reznor UDAP-200 BPA3062004369 - - -

11 West Wing Unit Heater #11 Trane GPAB-0100-0A J80L-18304 - - -

12 Main Hallway Ice Machine Manitowoc ID0302A-161 1101136598 - - -

13 Fire Pump Room Elec. UH Qmark MUH0381 - - - -

Building: Metra Train

Station



1 North Attic Air Handler

Duct Heater

Trane HBACZODBDDO

GDND017AEF2000A

A97M48688

A97M48968

AX55

-

20x25x1 - P

-

1

-

2 South Attic Air Handler

Duct Heater

Trane HBAC20DBD00

GDND017AEF2000A

A97M48687

A97M48969

AX55

-

20x25x1 - P

-

1

-

APPENDIX B


6

Building: Village Hall

Address: 1225 Cedar Lane


Filters

1 South East Exterior Condenser Trane RAUCC80EEN320DF 010 C03H07690 - - -

2 Basement

Mechanical Room

Supply Air McQuay LSL141DH 3VE00540-04 (3) B100 20x20x2 - P 24

3 Basement

Mechanical Room

Return Air McQuay LYF128DH 3VE00729-04 (3) B68 - -

4 1st Floor IT Room

North East Exterior

Air Handler

Condenser

Liebert DSO28ASC0E18TTA

DCDF 205-Y

C11D8E0009

1115C34467

181030P8

-

16x25x4 - P

-

5

-

5 Basement

Mechanical Room

Boiler Bryan CL75-W-FD-B0 68566 - - -

6 Basement

Mechanical Room

Boiler Bryan CL75-W-FD-B0 68565 - - -

7 & 8 Basement

Mechanical Room

Boiler Pump &

Motor 1 and 2

Taco

Marathon

BB2508 7.9 B5B2EL0

WVA184TTDR7026DG L

-

Frame 184T

- - -

9 - 15 7 units throughout Unit Heater Reed National RW1120-04 - - 31.75x9

washable

1

16 1st Fl. Public Hall Ice Machine Scotsman 6U0515GA-1A 817133071149 - - -

APPENDIX B


7

Building: Water Treatment

Plant

Address: 750 Dundee Road


1 North Roof RTU Carrier 48T0A0G0CED12A2A6A 3217P99282 TBD 20x20x2 P 4

2 Server Room

North Roof, unit

Split-Sys. H.P.

Condenser

Mitsubishi PKA-A30KA7

PUY-A30NHA7

73M00251

7XU01796A

- Vacuum or

wash

2

3 Server Room

North Roof, unit

Split-Sys. H.P.

Condenser

Mitsubishi PKA-A30KA7

PUY-A30NHA7

7xM01238

62Uz00792B

- Vacuum or

wash

2

4 Boiler Room Boiler & allied

Pump

Burnham V910A 64776024 4L450 &

3L300

- -

5 Boiler Room Boiler & allied

Pump

Lochnivar CBN0645-F9 E957223 4L530 &

3L300

- -

6 1963 Plant- Hall Torrivent Trane Unit # 17 316050

- -

7 1963 Plant- Filter Torrivent Trane Unit # 19 316051

- -

8 Unit Heater Modine PAH90AF - -

-

9 Unit Heater Modine PAH90AF -

10 Unit Heater Reznor UDAP100 -


12 Unit Heater Modine PAH90AF - - -



15 Unit Heater Reznor UDAP100 - - -



18 Unit Heater Reznor FE100 - - -


21 Unit Heater Modine PAH150SF - - -

22-40 Various locations Hot Water

Coils

-

41-43 Recycle Building Elec. Unit

Heaters

Berko (1)

Qmark (2)

HUH548A

MUH35A

-

-

-

-

-

-

Note: four of the hot water unit heaters have belts. (4L450, 4L530, 3L300)

APPENDIX B


8

Building: West Side

Reservoir

Address: 3339 Walters Avenue


Filters

1 Main Floor Furnace Bryant 311AAV060155 4504A33822 D. D. 14x20x1 P 1

Building: Lakefront Pump

Station

Address: 1195 Sheridan Road,

Glencoe


Filters

1 Chemical Room Unit Heater Modine PAH90AF - - - -

2 Pump Room Unit Heater Modine PAH90AF - - - -

3 Pump Room Unit Heater Modine PAH90AF - - - -

Building: Old Grainger Bld.


Unit # Location Description Manufacturer Model # Notes:

Multiple Throughout

Bld/Roof

RTU’s, Boilers,

UH, etc

Multiple Multiple Facility will be handled using T&M pricing.

1

APPENDIX C

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM MAINTENANCE,

INSPECTION, AND REPAIR SERVICES

PRICING SHEET

A. Base Scope of Work:

Schedule of Prices for Triannual Preventative Maintenance Services

Facility Spring PM Fall PM Summer Coil

Cleaning Total

1 Civic Center

2 Fire Station 10

3 Fire Station 11

4 Fire Station 12

5

Fleet

Maintenance

Garage

N/A N/A

6

Lakefront

Pump Station N/A N/A

7 Police Station

8

Public Works

Center

9

RED Center

Office Units

10 Train Station N/A N/A

11 Village Hall

12

Water

Treatment

Plant

13

West Side

Reservoir N/A N/A

Total Annual Cost for Triannual Services:

2

Schedule of Prices for Quarterly Preventative Maintenance Services

Facility Service Cost Services Per

Year Total

1 Village Hall Liebert Unit 4

2 Police Station Liebert Unit 4

3 Water Treatment Plant Mitsubishi Units 4

Total Annual Cost for Quarterly Services:

Schedule of Prices for Annual Preventative Maintenance Services

Item Service Cost

Per Unit

Units Serviced

Per Year Total

1 Radiant Heater 2

Total Annual Cost for Radiant Heater Services:

Schedule of Prices for Non-Scheduled Maintenance Services

Item Cost

1

Hourly Rate Regular Time (7:00 am to 5:00 pm

Weekdays)

2

Hourly Rate Non- Regular Time (5:00 pm to 7:00 am

Weekdays + Saturdays)

3 Hourly Rate Premium Time (Sundays + Holidays)

4 Mobilization (including mileage and standard tools)

5 Maximum Markup for Materials

B. Optional Scope of Work:

Option 1: Schedule of Prices for Red Center Liebert Unit Quarterly Preventative Maintenance Services

Item Service Cost Services Per

Year Total

1 Liebert Units 4

Total Annual Cost for Liebert Services:

Note to bidders: Owner reserves the right to award either the base bid OR base bid and Option #1 at its sole discretion.


CONTRACT FOR HVAC MAINTENANCE, INSPECTION, AND REPAIR SERVICES

BID BOND

1

KNOW ALL MEN BY THESE PRESENTS: that

,

(Here insert full name and address of Bidder)

as Principal, hereinafter called Bidder, and

,

(Here insert full name and address of Surety)

as Surety, a corporation organized and existing under the laws of the State of , hereinafter called Surety,

are held and firmly bound unto Village of Northbrook, 1225 Cedar Lane, Northbrook, Illinois 60062, as Obligee, hereinafter called

Owner, in the full and just sum of Dollars ($ ), for the payment of which

sum of money well and truly to be made, Bidder and Surety bind themselves, their heirs, executors, administrators, successors and

assigns, jointly and severally, firmly by these presents.

WHEREAS, Bidder has submitted a Bidder's Proposal dated _________________, to Owner entitled "Contract For HVAC

Maintenance, Inspection, and Repair Services- Bidder's Proposal" (the "Proposal"), the terms and conditions of which are by this

reference incorporated herein as though fully set forth herein.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH THAT if Bidder shall timely submit all additional

information that is required of it and, if the Proposal shall be accepted by Owner, Bidder shall (1) timely submit all the Bonds and all

the certificates and policies of insurance required of it, (2) timely execute the Contract Agreement and the Contractor's Certification,

in the form included in the bound Bid Package, and all other required documentation related to the Contract, and (3) in all other

respects, perform the agreement created by Owner's acceptance of the Proposal, then this obligation shall be null and void; otherwise it

shall remain in full force and effect.

Surety, for value received, hereby stipulates and agrees that the obligations of Surety under this bond shall be in no way impaired or

affected by any extension of the time within which Owner may accept the Proposal, and Surety does hereby waive notice of any such

extension. Owner shall have no obligation to actually incur any expense or correct any deficient performance of Bidder in order to be

entitled to receive the proceeds of this bond. No right of action shall accrue on this bond to or for the use of any person or corporation

other than Owner or the heirs, executors, administrators or successors of Owner.

Signed and sealed this day of , 2019.

Attest/Witness: PRINCIPAL

By: ______________ By: ______________

Title: ______________ Title: ______________

Attest/Witness: SURETY

By: ______________ By: ______________

Title: ______________ Title: ______________

Request for Proposals - Village of Northbrook

Documents