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HUNTLEY COMMUNITY SCHOOL DISTRICT 158 Addendum No. 2 to the bid specifications for Life Safety Systems Inspections – Bid 2018-49

2-11-18

To All Bidders:

Following is Addendum No. 2 for Bid Specification for Life Safety Systems Inspections Bid# 2018‐49 for Huntley Community School District 158. Please acknowledge the addendum on your bid form. The Exhibit A : Bid Form portion of the bid package is revised. Please use the revised Exhibit A : Bid Form as a part of your bid package when submitting your Bid. The bids due date remain the same as published in the newspaper and the bid specifications. We look forward to seeing you at the bid opening.

Sincerely,

Douglas Renkosik Director of Operations and Maintenance

Addendum No.1 Items

1. See attached record copy of the number of fire extinguishers which were serviced in the summer of 2017 by location and type category. This is provided for reference but is not a final count on the number of fire extinguishers which might be on‐site at any given future contract year as it is subject to change at any time.

2. The following provides clarification regarding a bidder’s request for consideration subcontracting some of the services proposed in the bid. For the bid to be valid, the bidder shall perform more than 50% of the value of entire scope of this service contract with in‐house staff for the service contract to be qualified as an acceptable bid. The bidder shall name any proposed categories to be subcontracted and the particular name of the subcontractor with their bid package. Section 5 of the bid specification is deleted and replaced by the version of the sample service agreement included with this Addenda which includes terms and conditions for consideration of subcontracting of portions of the services outlined in the bid specifications and all addenda for this service agreement.

3. Each School named has one kitchen range hood. The inventory number listed in the bid specifications is for the number of canisters of fire suppression media that are connected to the piping system for the one hood in this location.

Documents attached to this Addenda which are a part of Addendum No. 2

1. Revised Section 5 of the bid Specifications – “Sample Form of Agreement between District 158 and Contractor”. 2. Revised Exhibit A; Bid Form of the Bid Specifications. 3. Inventory of fire extinguishers services in District158 in summer 2017

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SECTION 5

SAMPLE AGREEMENT BETWEEN DISTRICT 158 AND CONTRACTOR

This AGREEMENT is dated _______, ______ by and between Huntley Community School District 158 (hereinafter referred to as "Huntley Community School District 158 ") and Successful Bidder. BACKGROUND Huntley Community School District 158 contracts with Successful Bidder for the performance of Life Safety Systems Inspection Services to be performed at all district locations. The Bid Specifications for Life Safety Systems Inspection Services – Bid # 2018-49 is incorporated into this Agreement by reference and becomes a part of this Agreement. AGREEMENT I. Services to be Provided: SUCCESSFUL BIDDER will provide Life Safety Systems Inspection Services (hereinafter

referred to as “Services”) for Huntley Community School District 158 at its facilities specified in the Bid Specifications (copy attached) and accordance with to the specifications set forth here-in. In performing such Services, SUCCESSFUL BIDDER will do the following:

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

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

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

II. Costs to be paid by SUCCESSFUL BIDDER:

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

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

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

the Services. E. The cost of SUCCESSFUL BIDDER’s supporting operations management, human resources accounting, legal,

training and development and general administrative functions. F. The cost of pre-employment testing for SUCCESSFUL BIDDER employees including criminal background checks

as required by the bid specifications, District policies and procedures in effect as of the date of the Agreement and applicable law.

G. The cost of maintaining and repairing equipment owned by SUCCESSFUL BIDDER needed to perform the Services.



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H. The cost of all supplies requires as a part of Services. I. The cost for compliance with the Certification regarding Criminal Background Investigations.

III. Costs not covered as a part of this contract to be Paid by District: The following Successful Bidder’s costs will be paid by Huntley Community School District 158:

A. parts and labor for repairs to equipment over and above providing basic services outlined in this bid specification.

IV. Payments to SUCCESSFUL BIDDER: In consideration of SUCCESSFUL BIDDER’s performance of it’s obligations

under this Agreement, HUNTLEY COMMUNITY SCHOOL DISTRICT 158 shall make payments to SUCCESSFUL BIDDER as described

A. Contract Price: The contract prices shall be according to SUCCESSFUL BIDDER’s Base bid for ___________ Services for Contract Year 1; June 1, 2018 through May 30, 2019. : $ ____________________ and Hourly Rates for additional services shall be in accordance with the schedule of rates provided by SUCCESSFUL BIDDER with SUCCESSFUL BIDDER’s bid; copy attached. Contract Year 2; June 1, 2019 through May 30, 2020. : $ ____________________ and Hourly Rates for additional services shall be in accordance with the schedule of rates provided by SUCCESSFUL BIDDER with SUCCESSFUL BIDDER’s bid; copy attached. Contract Year 3; June 1, 2020 through May 30, 2021. : $ ____________________ and Hourly Rates for additional services shall be in accordance with the schedule of rates provided by SUCCESSFUL BIDDER with SUCCESSFUL BIDDER’s bid; copy attached.

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

Base bid specification dated _________ bid #2018-49 pages 1 thru ___ Addenda no. ____ dated ______ pages 1 thru ___ Post Bid Opening Response from Successful Bidder from District 158 Scope Review Questions in e-mail

form with response dates _______ and _________. All additional services will be approved by Huntley Community School District 158 prior to work being done at rates quoted.

C. Payment terms: Payments for base bid services together with charges for any ancillary work authorized in writing shall be invoiced upon delivery of written services reports for services to the School District Operations and Maintenance Office. Payment for Services shall be made no later than net 45 days from date of invoice. All invoices must be submitted to Huntley Community School District 158’s Finance Office by no later than the Tuesday before the first Thursday of each month to be paid in that month.

D. Contract Renewal: At the sole discretion of Huntley Community School District 158, provided Successful Bidder has provided services satisfactorily to the Board of Education of Huntley Community School District 158, the service may be continued for up to seven successive one year terms beyond the May 30, 2021. Huntley Community School District 158 will notify the Bidder of intent to renew for continued service by April 30th prior to commencement of the next year. Any increase in price during the renewal term shall be less than the consumer price index for Urban Wage Earners and Clerical Workers in the Chicago Metropolitan area for the prior calendar year issued by the Bureau of Labor Statistics of the United States Department of Labor.

V. Term and Termination of Agreement: A. Initial Term: The term of this Agreement shall commence upon the later of June 1, 2018 or an award of the

contract by Huntley Community School District 158 Board of Education and shall continue until May 30, 2021 and shall continue thereafter according to the provisions listed above in section IV, Part D unless terminated by either party by at least ninety (90) days prior written notice given at any time after the end of the initial term and renewals with board approval.

B. If, in the sole opinion of the District, the Contractor is not satisfactorily performing the Services in accordance with the requirements of this Agreement, the District shall exercise the commencement of a fourteen (14) day cure period during which time the Contractor is required to cure the Deficiency(s) and provide proof of cure satisfactory to District 158. The District reserves the right to simultaneously commence a sixty (60) day notice of termination. Both the exercise of the cure period as well as the termination provisions shall be in writing. On or before the end of the fourteen (14) days Cure Period, District shall reasonably determine that either (i) the service



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deficiencies have been corrected, in which case the Agreement will continue in full force and effect subsequent to the Cure Period, or (ii) the service deficiencies have not been corrected, in which event District may terminate this Agreement in accordance with the sixty (60) day termination notice. In the event that the District does not act pursuant to either (i) or (ii) above, the service deficiencies shall be deemed corrected and the Agreement shall continue in full force and effect thereafter.

C. Failure to adhere to any material term of this Agreement which is not service oriented and governed by subparagraph V, Part B. above shall be grounds for immediate termination by Huntley Community School District 158.

D. The Board of Education or Contractor may cancel this agreement upon thirty (30) days written notice without cause.

E. In the event of termination, the contract sum shall be prorated through the termination date.

VI. Insurance to be carried by SUCCESSFUL BIDDER: SUCCESSFUL BIDDER shall procure and maintain during the term of the Agreement, at SUCCESSFUL BIDDER’s sole expense, insurance as outlined in the Bid Specification Section 4 Instructions to Bidders and General Conditions Item 20.

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

VIII. Subcontracting The following terms and conditions shall apply to considerations for the contractor to assign some of the service work in this agreement to a subcontractor or this service agreement will be deemed invalid. A. The contractor shall, at all times, complete more than 50% of the work (by value) with its own staff B. All subcontractors must comply with all the requirements of the bid specifications and all addenda same as the

bidder including insurance requirements. C. A Subcontractor is a person or entity who has direct contract with the Contractor to perform a portion of the

Work at the site. D. Unless otherwise stated in the Contract Documents or the bidding requirements, the Contractor, as soon as

practical after award of the Contract, shall furnish in writing to District 158 the names of the Subcontractor for each of the principal portions of the Work. The Contractor shall not contract with any Subcontractor to whom District 158 has made reasonable and timely objection.

E. Contracts between the Contractor and Subcontractors shall (1) require each Subcontractor, to the extent of the Work to be performed by the Subcontractor, to be bound to the Contractor by the terms of the Contract Documents, and to assume toward the Contractor all the obligations and responsibilities, including the responsibility for safety of the Subcontractor’s Work, which the Contractor, by the Contract Documents, assumes toward District 158.

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

To: Successful Bidder Somewhere Rd.

Anytown, IL 00000-0000

To Customer: Huntley Community School District 158 650 Academic Drive Algonquin, IL. 60102

Or at any other address as may be given by either party to the other by notice in writing pursuant of this Section.



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Execution of Contract: The parties to the Agreement have executed this Agreement as of the day and year first written above.

Successful Bidder Huntley Community School District 158

By ____________________________________ By _____________________________________ Title __________________________________ Title____________________________________ Date __________________________________ Date____________________________________



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EXHIBIT A BID FORM Page 1 of 3

TO: HUNTLEY COMMUNITY SCHOOL DISTRICT #158 650 Academic Drive Algonquin, IL. 60102

FROM: ______________________________________ (Company Name)

FOR: Life Safety Systems Inspection Services

BASE BID: ANNUAL COST FOR INSPECTION SERVICES FOR ALL EQUIPMENT LISTED IN BASE BIDS A THRU F INCLUDING ANNUAL FIRE ALARM SYSTEM INSPECTION (INCLUDING CLEANING OF ALL SMOKE DETECTORS) FIRE PROTECTION SPRINKLER SYSTEM 5 YEAR SERVICE (SECOND AND THIRD YEAR TO BE REDUCED PER

DIFFERENCE IN BID PRICES LISTED ABOVE) FIRE EXTINGUISHERS INVENTORY AS STATED IN BID SPECIFICATIONS WITH UNIT COST FOR CHANGES IN FIRE

EXTINGUISHER COUNT TO REMAIN AT UNIT PRICE LISTED IN BASE BID E ABOVE KITCHEN FIRE SUPPRESSION SYSTEM SEMI-ANNUAL INSPECTION SERVICES

$____________________ PER YEAR DURING THREE YEAR PERIOD FOR ACCOUNTING PURPOSES ONLY, PLEASE BREAKDOWN YOU BASE BID PRICE INTO SEPERATED CATEGORIES AS LISTED BELOW. BASE BID –PART A: ANNUAL INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 FIRE ALARM SYSTEMS

$____________________ PER OCCURRENCE DURING THREE YEAR PERIOD

Name who will perform annual fire alarm inspections; bidder or a subcontractor?______________________________________________

If subcontractor, name that company:_________________________________________________________________________________

BASE BID –PART B: ONE YEAR INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 WET & DRY FIRE PROTECTION SPRINKLER SYSTEMS $____________________ PER OCCURRENCE DURING THREE YEAR PERIOD

Name who will perform one year wet and dry fire protection sprinkler system inspections; bidder or a subcontractor?___________________

If subcontractor, name that company:___________________________________________________________________________________

BASE BID –PART C: THREE YEAR INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 WET & DRY FIRE PROTECTION SPRINKLER SYSTEMS $____________________ PER OCCURRENCE DURING THREE YEAR PERIOD

Name who will perform three year wet and dry fire protection sprinkler system inspections; bidder or a subcontractor?__________________




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EXHIBIT A

BID FORM Page 2 of 3

BASE BID –PART D: FIVE YEAR INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 WET & DRY FIRE PROTECTION SPRINKLER SYSTEMS INCLUDING OBSTRUCTION TESTING. $____________________ PER OCCURRENCE DURING THREE YEAR PERIOD

Name who will perform five year wet and dry fire protection sprinkler system inspections; bidder or a subcontractor?__________________


BASE BID–PART E: ANNUAL INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 FIRE EXTINGUISHERS $_____________________ PER FIRE EXINGUISHER Unit price listed is fixed regardless of minor fluctuations in inventory at any time during the contract

Name who will perform fire extinguisher inspections; bidder or a subcontractor?_________________________________________________


BASE BID –PART F: SEMI-ANNUAL INSPECTION SERVICES OF ALL SCHOOL DISTRICT 158 KITCHEN EXHAUST HOOD FIRE SUPPRESSIONS SYSTEMS

$____________________ PER OCCURRENCE DURING THREE YEAR PERIOD

Name who will perform semi-annual kitchen exhaust hood fire suppression system inspections; bidder or a subcontractor?_______________


Optional Performance and Payment Bonds for First Year $___________________ Addenda No(s) thru have been received and are duly noted

If Bidder Product deviates from specifications in any manner, the Bidder must spell out specific deviations on attachment to bid.

I have carefully examined the instructions and specifications and have examined the sites where the work is to take place. If awarded a contract within ninety (90) days, I agree to furnish all labor and materials required to complete the work described in these documents in accordance with the terms that have been outlined. Company Name By (Sign Name) Address Title City State Zip Code ( ) ( ) Telephone No. Fax No.


HUNTLEY COMMUNITY SCHOOL DISTRICT 158 Addendum No.1 to the Specifications for Life Safety Systems Inspections Bid# 2018-49

2/11/18

EXHIBIT A

BID FORM Page 3 of 3

Preferred Billing Rates for Additional Services These rates are for the service company’s personnel and not subcontractors.

Bidder or Subcontractor’s Company Name:__________________________________________ SPECIAL NOTE: If bidder intends to subcontract any of the inspection services to be provided, the bidder shall provide additional copies of this page for each area of service to be subcontracted. If the bidder does NOT intend to subcontract any portion of the list of services to be provided in this service agreement, than the bidder need NOT provide additional copies of this form with rates for those subcontractor’s services.

Service Technician Labor Rates For ______________________ System Services (list specific life safety system name here) Contractor shall attached duplicates of this sheet for listing prices for different systems services if needed

1. Straight Time Hourly Rate including benefits, overhead and profit

$_____________ 2. Overtime Hourly Rate (time and one-half) including benefits, overhead and profit

$_____________

3. Double Time Hourly Rate including benefits, overhead and profit $_____________

Material Cost Mark-Up for repair parts ____________________%

Trip Charge for Service Calls $_____________

By signing this bid form, bidders understand that fuel surcharges will not be allowed as a part of service billing related to this contract.
