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HomeMy WebLinkAbout09-0121 Golf Rose Animal Services Oc-o tak •RFP Nei.09-001—Animal Shelter Services Due January 21,209.9 at 11:0Q am City of Elgin,150 Dexter.Court,Elgin IL 60120- 5555'Ph:(847)931-5604 Fx:(847)931-5689 Bidder Name: 6:1'10l-1 Zcse ii-v11 i SLr,Cvtic_c s CITY OF ELGIN INVITATION FOR PROPOSALS INSTRUCTIONS TO BIDDERS The City of Elgin requests proposals on Animal Shelter Services for the Police Department. This bid process and award of the contract are made in conformance with Elgin Municipal Code Title 5. The City of Elgin reserves the right to reject any or all proposals, or any part thereof, or to accept any bid or any part thereof, or to waive informalities in any bid, if deemed to be in the best interest of the City. PLEASE SUBMIT BID IN DUPLICATE to City of Elgin Purchasing Department,150 Dexter Court,Elgin,IL 60120-5555. Prior to bid opening,a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction to the original bid submitted,and identifying the bid by name,number and opening date. Bid awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the City Council prior to the city's execution and delivery of a signed agreement to a bidder. Proposals must be signed by an authorized official of the contractors organization,and the name of the official and his title typed below the signature. Proposals must be sealed in an envelope clearly marked "SEALED BID", with bid name and due date written thereon. Faxed proposals will not be accepted. No bid may be withdrawn after the scheduled closing time for receipt of proposals for 60 days. Award shall be made within 60 days unless award date is extended. Purchases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax and any such taxes must not be included in the bid prices. Unless otherwise indicated in the Invitation for Bid,deliveries are FOB Elgin,Illinois. In the case of a conflict between unit price and extended price,unit price shall take precedence. If goods are not delivered or services are not performed within the time frame specified in the Invitation for Bid(or where no time is specified,within a reasonable time frame)the City of Elgin reserves the right to cancel the order or any part thereof. Proposals will be considered on goods complying substantially with specifications provided each deviation or alternative is identified and described in an attachment to the bid. The City of Elgin reserves the right to determine whether such deviations or alternatives are acceptable. Brand names that may be mentioned in specifications as used only as a reference to the type and quality of goods desired unless otherwise indicated. The selected bidder(s)must comply with all laws, rules and regulations pertaining to public contracts as adopted by the State of Illinois and the City of Elgin,including but not limited to the payment of prevailing wages. BID SUBMISSION REQUIREMENTS Proposals must contain: 1. A signed Tax/Collusion/Debarment Affidavit 2. A signed Agreement. If awarded a contract,a fully executed copy will be sent to you. 3. A completed Bidders Employee Utilization Form(if you employ 5 or more persons). 4. A signed Sexual Harassment Form. 5. Any other information or materials required in the specifications. Bid announcements can be found on the City of Elgin Home Page http://www.citvofelgin.org 1 The City Of Elgin requests proposals for animal control services and administration congruent with the City Of Elgin's Title 7 ordinance and the Illinois Animal Control Act and any other services requested by the City Of Elgin's administration pursuant to animal control. The City Of Elgin is looking for at least one location to impound stray or unwanted animals including Canine and Feline. The facility is to be constructed to the standards required by the State of Illinois for new kennels. The City Of Elgin Animal Control Staff must have 24 hour access to the facility. The facilities must have separate areas to segregate healthy from infirmed animals. All animals are expected to receive parasite control prior to entry into boarding facilities. The facility must be fully licensed by the Department of Agriculture, the Department of Professional Regulation, and the municipality in which they operate. Questions 1. How many cages does your facility have? c, 5 0 2. How many cages will your facility hold empty at a time? (11 I r) l rr u n'1 c�•0 3. What are your procedures for holding dogs and cats? (i.e.length of time before euthanasia,process for finding owners, etc.) Gre eraHH.+ we hold dogs fr r -1 day 5 be-Fore CtISPa+c h►'n5 -t �e animal it accordance, Wr+h +he. Ptn►rnal Corrhral Ac+. V1Je. May place acts In -}he lord newspaper S for -Fo►).r\ct does, and use our nerworl', -to suxroundincj muncipcXriies of found anivYlat LeAlef5 are also mailed +o ou ne.r5 in accordance 1111no►s Animal C on+(a 1 Ac-4- - See attached proposal fn r. actor ►o r p roceci u reA. 4. What type of parasite control do you give the animals? Vox►e5. Ni+enpy roan , 1rn‘dacIopr►c4 j 1ip non ► I , S-- me-(-hoprene , Se 1(Lyn ec+► n ) S1-ron5► d ) Dror\+cal ) LA-Pencurc ► iberr c►n) ern ►-l-rtvz . Each an mal ►s Pvaltca+ecl tampon er,-1-r./ -I13 cte-kr rvkinel -One app,opr►cc-+e. pcx(aci-h con-trol the I►s+ ctbz)ve Includes fommonL1 pr essri becl par(1st-t-e corl+ro i products . Please,. See o u-r proposal -Po:- more_ de+o t s . 2 2009 Pricing City of Elgin Citizens Boarding per night 35.00 3S.oc) Parasite Control I nci uded Vanes. See fetched Prtrosak Vaccines (if required) Dog 1'I S.oo Varies, See a,4±acied Prbposaf Cat * 11 .00 Vanes. See (a1 iached�roposa 1. Euthanasia and Disposal -Included Microchip $35. So Registration Are you willing to hold your prices in 2010? Yes No ;/ If not, what percentage of increase would you charge in 2010? 2"% In 2011? y .S% In 2012?H•c%In 2013 if renewed? i `( In 2014 if renewed? 4 % Bidder Name Ma,r L c'- k t L O P c s, Phone Number 8471 $0S- 21. 22_ For questions contact James Rog, Animal Control Officer at (847) 909- 5019. 4 CITY OF ELGIN AGREEMENT FOR RFP Number: 09-001 for: Animal Shelter Services for Police Department This Agreement is made and entered into this /(—day of , 2009, by and between the City of Elgin ("the CITY"), a municipal corporation organized and existing un r the laws of the State of Illinois, and c„„vc. A wmal Se r't C , incorporated in the state of Ilk%not S and having a principal place of business at 135G N• Rox-Ile Rc . �-c�.,�umbu r�s+- bO Yam("the CONTRACTOR"). ARTICLE I. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement,the Invitation for Proposals (IFB) including all documents referenced therein and the Contractor's bid response (bid) thereto incorporated by reference herein and made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the IFB and CONTRACTOR'S Bid. In the event there is a conflict between this Agreement and the bid documents, the bid documents shall supersede this Agreement. ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of THIS CONTRACT upon receipt of a fully executed contract from the City of Elgin. It shall end on February 12,2012 with a two one year options to renew at the City's discretion. ARTICLE III. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material misrepresentation made by the CONTRACTOR to the CITY,b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including,but not limited to,the following: (i) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR'S reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR'S reasonable control,(iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY,(iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory,(v) failure to comply with a material term of THIS CONTRACT,including,but not limited to the Affirmative Action requirements,and(vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen(14)days prior written notice. ARTICLE IV . DAMAGES. From any sums due to the CONTRACTOR for goods or services,the CITY may keep for its own the whole or any part of the amount for expenses,losses,and damages as directed by the Purchasing Director,incurred by the CITY as a consequence of procuring goods or services as a result of any failure, omission, or mistake of the CONTRACTOR in providing goods or services as provided in THIS CONTRACT. ARTICLE V. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, such clause shall be void(the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. ARTICLE VI. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry,national origin, place of birth, age or physical handicap which would not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any subcontractor to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment,screening,referral and selection of job applicants and prospective subcontractors. The CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby incorporated by reference,as if set out verbatim. ARTICLE VII. ASSIGNABILITY. The CONTRACTOR shall not assign,sell or transfer any interest in THIS CONTRACT without prior written consent of the CITY. ARTICLE VIII. AMENDMENTS. There shall be no modification of the CONTRACT,except in writing and executed with the same formalities of the original. ARTICLE IX. NOTICES. Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given when hand delivered or deposited in the U.S. mail, certified or registered, return receipt requested, addressed, if to 5 CONTRACTOR,at the address set forth above to the attention of the project manager or undersigned representative,and if to the City, to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided. ARTICLE X. INDEMNIFICATION. To the fullest extent permitted by law, Contractor agrees to and shall indemnify, defend and hold harmless the City,its officers,employees,boards and commissions from and against any and all claims, suits, judgments, costs,attorney's fees, damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise out of any acts or negligent acts or omissions of Contractor or Contractor's officers, employees, agents or subcontractors in the performance of this agreement, including but not limited to, all goods delivered or services or work performed hereunder. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify,defend and hold harmless, such action shall be defended by legal counsel of the City's choosing. ARTICLE XI. PUBLICITY. The CONTRACTOR may not use, in any form or medium,the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY. ARTICLE XII. APPROPRIATIONS. The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If, for any fiscal year during the term of the CONTRACT,sufficient funds for the discharge of the CITY'S obligations under the contract are not appropriated and authorized,then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when such appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages,penalties or other charges on account of such termination. ARTICLE XIII. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein; and this agreement shall supersede all previous communications,representations,or agreements,either verbal or written,between the parties. ARTICLE XVII. COMPLIANCE WITH LAWS. Notwithstanding any other provision of this CONTRACT it is expressly agreed and understood that in connection with the performance of this CONTRACT that the CONTRACTOR shall comply with all applicable Federal,State,City and other requirements of law,including,but not limited to,any applicable requirements regarding prevailing wages, minimum wage,workplace safety and legal status of employees. Without limiting the foregoing, CONTRACTOR hereby certifies,represents and warrants to the CITY that all CONTRACTOR'S employees and/or agents who will be providing products and/or services with respect to this CONTRACT shall be legal residents of the United States. CONTRACTOR shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this CONTRACT. The CITY shall have the right to audit any records in the possession or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the CONTRACTOR'S relevant records at no cost to the CITY." The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written. CONTRAtCTOR CITY OF ELGIN / ,.�1 c,c-11/ Livaf Name Olufemi olarin City Manager Title AO— isq(A( FEIN 6 if; ryP �� A „' 'Z ' °: �T i try kr, .•aI III%ti City of Elgin, Illinois Certification Requirements Please submit all required forms and documentation, fully completed and signed, with your proposal. No proposal will be accepted without this information. 1 To assure compliance with the City of Elgin's Affirmative Action Ordinance, all contractors and vendors. Herein referred to as"bidders", are requested to submit the following information: A. Workforce analysis using the enclosed Bidder's Employee Utilization form. B. Provide the information required in Item #3 on the employee utilization form if the answer to Question#2 on the form is "Yes". C. Provide a written commitment outlining the steps that the bidder plans to take in the area of recruitment and promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement.) 2. To assure compliance with the City of Elgin's Sexual Harassment Ordinance, all bidders must submit a signed sexual harassment form enclosed with the Invitation to Bid. 3. The undersigned certifies that the offerer is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. 4. The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a conviction for the violation of State law prohibiting bid-rigging or bid-rotating. 5. The successful bidder agrees that upon acceptance by the City of Elgin, the executed Invitation to Bid along with all instructions, conditions, and specifications attached thereto constitute a binding contract which may be enforced by the city. Signature/Title Company Name (2-1-" C.. Animal 521'v(Ce5 Address 1355 N Ale, Rcac1 SC cu, 44 bt ir) Ti_ 00 l ci Phone Number 13 ,5- 2.122. FEIN No. 26- i5902.C2 7 OF El.', .. vr gTED City of Elgin,Illinois Equal Employment Written Commitment Guideline The written commitment required in Item#4 of the Bidder's Employee Utilization Form shall: • Set out the name and phone number of the bidder's Equal Employment Officer. • Clearly identify the bidder's recruitment area and the percentage of minorities and females in the area's population and labor force. • Set out what the bidder has done and has set as a goal to ensure the recruitment of minority and female employees. • Set out the bidder's specific goals to recruit minorities and females for training programs or other similar opportunities available through the bidder's organization. • Indicate bidder's consent to submit to the City of Elgin,upon request,statistical data concerning its employee composition and recruitment efforts anytime during the term of the contract. • Show bidder's consent to distribute copies of the written commitment to all persons who participate in recruitment, screening,referral,and selection and hiring of job applicants for the bidder. • Clearly show that the bidder shall require all subcontractors,if any,to submit a written commitment complying with the above requirements of their affirmative action plan to the City of Elgin. • Clearly state the bidder agrees that: "Bidder(company name)shall not discriminate against any employee or applicant on the basis of race,color,religion, sex,national origin,age,place of birth,ancestry,marital status,or disability(physical or mental)which will not interfere with the performance of the job in question." Description of Groups for Classification Purposes White: all persons having origins in Europe,North America,or the Middle East Black: all persons having origins in any of the Black racial groups of Africa Hispanic: all persons of Mexican,Puerto Rican,Cuban,Central South American,or other Spanish culture or origin, regardless of race Asian American: all persons having origins in the Far East,Southeast Asia,the Indian subcontinent,or the Pacific Islands American Indian:all persons having origins in any of the original peoples of North America and who maintain cultural identification through tribal affiliation or community recognition 8 • • -c-OF..FCC�`.4 :'•G::'• „,FLUMINII . j i if At `.ram`••-.:.. � ��'' City of Elgin, Illinois Sexual Harassment - - Policies and Programs Effective July 1, 1993, every party to any contract with the City of Elgin and every eligible bidder is required to have written sexual harassment policies that include,at a minimum,the following information: • the illegality of sexual harassment • the definition of sexual harassment under state law • a description of sexual harassment,utilizing examples • a vendor's internal complaint process including penalties • the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission • directions on how to contract the department and commission • protection against retaliation as provided by Section 6-101 of the Human Rights Act I hereby affirm that the organization which I represent has in place sexual harassment policies which include the required information set fourth above, and I hereby agree to furnish the City of Elgin - Human Resources Department with a copy of these policies if they so request. Signature/Title �. Company ( oIF gcbC Animal SerVICeS Date 1-a0-0q Sexual harassment is defined as follows: "Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when(1) • submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, (2)submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile,or offensive working environment. Any questions by contracting patties or eligible bidders concerning compliance with these requirements should be directed to the City of Elgin-Human Resources Department at(847)931-5618. I hereby agree to fully indemnify and hold the City of Elgin harmless from any and all liability, loss or damage including costs of defense or claim,demands,costs of judgment against it arising from any sexual harassment complaint resulting from the act of any member of my organization in the performance of this contract. • Signature/Title L Company 60l-F RDse, Anitwtl Seri/lies Date !-g0--C 9 CITY OF ELGIN,ILLINOIS TAX/COLLUSION/DEBARMENT/PREVAILING WAGE/LEGAL STATUS OF EMPLOYEES AFFIDAVIT State of L-L-W Di . ss. County of L )O& y 1"l a IJ( a=0 , being first duly sworn, hereby deposes and states: (1) That s/he is the 'IPrC S idievt-i-" of the party making the foregoing bid. (2) That the bidder is not barred from contracting with any unit of local government for any reason, including but not limited to debarment as a result of a violation of 720 Illinois Compiled Statutes, Section 5/33E-3 or 5/33E-4,as amended. (3) That no collusion or agreement among other bidders or prospective bidders to bid a fixed price or otherwise restrain competition by agreement has taken place. (4) That the bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting any such tax. (5) That the bidder hereby certifies: [check all that apply] • bidder has not received any notices of violations of the Illinois Prevailing Wage Act(820 ILCS 130/0.01 et seq.) ■ in the event any such notice has been received by bidder, a copy of any such notice is attached hereto. • in the event that bidder has received such a notice,any documentation demonstrating the resolution of any such notice is attached hereto. • for each such notice received by bidder,the matter has been resolved as follows: (6) That the bidder hereby certifies that it shall comply with the provisions of the Prevailing Wage Act(820 ILCS 130/0.01 et seq). 10 (7) That the bidder hereby certifies, represents and warrants that all of bidder's employees and/or agents who will be providing products and/or services with respect to the subject bid and contract are and shall be legal residents of the United States, are and shall be legally authorized to perform any such applicable work and/or services. Signature of Bidder,if an individual: OFFICIAL SEAL M LOU KURZEJA NOTARY PUBLIC-STATE OF ILLINOIS MY COMMISSION EXPIRES 05.N4itz- ..--7L-1. Signature of Bidder,if a partnership: Subscribed and sw rn to Partner(indicate General or Limited) before me this 20 day of JczYuX -(v ,20O'( Signature of Bidder,if corporation: My commission expires: k- 40)1-ova4.4<fiy,t.) President Secretary Signature of Bidder,if a limited liability company: Member or Manager 11 „<„,,....„,„,,_„.,,„ „.„0,0„0„, c„ \ ,,,, Iv --,:•-•• 4.• a. \ , , , ,,,,r • ”, ., ,z., ' „„,,,,,,, ..__!.,,,„, :C ‘,.(6, ,-., —7.--i ,c110/.,--/ ,ATED VE '•••:. " City of Elgin, Illinois BIDDER'S EMPLOYEE UTILIZATION FORM This report is required by the City of Elgin and must be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action-City Contracts 1.Name and Address of Bidder . 2. Description of Project 6iolf f oSe nu'11QL SCi vices Animal.C,fall. S �i and 1355 M. R.oseite 66iriau,tnt,•r) -s-t-- 601°1S JOB CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female(All Employees Pacific Indians (M&F) Categories) Islanders % M / F M / F M / F M / F M / F Example:Managers 18 3 / 5 3 /2 4/0 0/1 0 /0 55.6% 44.4% (10/18) (8/18) o� �4%DViv� 1l`i Z� °'0 o�C? 0' 0 d/0 Q /a BIi0 �, Q t7.39 yin C)40.9 S°70 Terklni Clan3 +� L �� o "I�3 z0I2✓ i0 p°fo 100(% Qeeep+ron q °Iq `I° °1 o ©I o qI9 5 I 14 O( 0 01/0 O °/D 0 70 Llig 00% • O 0 c3,SI`o S7.'Z3°io TOTALS �1.-1 y I3q 21 • Signature o Co n icial Title Telephone Number Date Signed Page I ���4_-c- ?( Iae g41 885- 2.i22_ I -2lO-09 of 1 2. Have you ever been awarded a bid by the City of Elgin? Yes X No 3. If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that was submitted with your last successful bid along with a fully completed copy of this-form. 4. Please submit, according to the guideline provided in the attached document,a written commitment to provide equal employment opportunity. An Employee Utilization Form is required for any subcontractors. NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin,the City amongst other actions may cancel,terminate, or suspend the contract in whole or in part.