REQUEST FOR PROPOSAL (RFP) FOR

DESIGN/BUILD SERVICES FOR LANDSCAPING IMPROVEMENTS AT THE PUBLIC SAFETY BUILDING IN GALESBURG, IL

Kraig Boynton, Purchasing Agent

City of Galesburg 55 W. Tompkins St. Galesburg, IL 61402

RFP Circulation Date: June 9, 2014

PROPOSALS DUE NO LATER THAN 11:00 A.M., July 9, 2014 (4 COPIES) TO THE ATTENTION OF KRAIG BOYNTON, PURCHASING AGENT.

CITY OF GALESBURG PURCHASING

55 West Tompkins Street Galesburg, IL 61401

Phone: 309/345-3678

REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES

FOR DESIGN/BUILD SERVICES FOR LANDSCAPING IMPROVEMENTS TO THE PERIMETER OF THE PUBLIC SAFETY BUIDING

IN GALESBURG, ILLINOIS

The City of Galesburg is seeking Requests for Proposals (RFP) to provide design/build services for landscaping improvements to various sections of the perimeter of the Galesburg Public Safety Building located at 150 S. Broad St., in Galesburg, IL. If you are interested in pursuing the work as outlined herein, please submit your proposal to Kraig Boynton, Purchasing Agent, 55 West Tompkins Street, Galesburg, IL 61401 no later than 11:00 a.m. local time July 9, 2014.

GENERAL INFORMATION:

The City of Galesburg has received a grant to improve the appearance of the land surrounding the Galesburg Public Safety Building. This project will include a potential four projects dependent on how far grant dollars will go. The City has a total budget of $40,000. These projects include:

Project Area 1

• Masonry ground sign (approximately 4’ high and 12’ long) similar to attached drawingconcept. Sign shall be lighted from the front.

• Two aluminum flagpoles sized for area (approximately 16’ high). Flagpoles will be lighted.

• Concrete/brick pad and walk areas as per drawing. Maltese cross to be laid into the pad at grade.

• Landscaping as per drawing with trees and shrubbery. Tress minimum 2 ½” diameter. Shrubberyto provide screening for existing diesel tank.

• Planting area around pad with perennial/ornamental grass and flowers.

Project Area 2

• Provide landscaping on north end of building to include deciduous tree(s), shrubbery along thenorth side of the apparatus ramp, and optional planting area at west end of area.

Project Area 3

• Replace the existing spirea with hardy shrubbery or other alternative.

Project Area 4

• Provide shrubbery along south edge of drive, ornamental trees in the east end of the area alongbuilding, and optional planting at southwest corner of area.

For all work listed above, submission shall include cost of: 1)permits and associated fees, 2) preparation of site, 3) completion of tasks listed in projects, 4) any formal meetings for public comment and/or council approval, and 5) job related construction clean up.

This work shall be covered by a written contract between the City of Galesburg and firm selected to provide these services. The firm shall have a design professional on staff or shall hire a sub-firm with background in park and recreation development to help with this project.

Site inspections can be arranged by contacting Mr. Kraig Boynton, Purchasing Agent, at 309-345-3678.

It is critical to complete this project in a timely manner. Time is of the essence. The selected firm will be expected to have available staff to begin work soon after award and available staff to begin work soon after award and complete the work in a timely manner.

Firms submitting proposals shall submit a “Not to Exceed” dollar amount for each of the phases listed herein, while actual costs will be based upon hourly rates of the various disciplines including but not limited to architectural/landscape architectural, mechanical, electrical and structural engineers and any other services required of the project. Certified payrolls will be required for this project.

SCOPE OF WORK:

The Proposal Area

The proposed project areas are shown on the topographical map included and labeled accordingly. In addition, a sample of the intended layout for project area 1 is attached as well as a sign sample

For all the tasks above, the following shall be incorporated into submitted pricing:

• Design development including hardscape elements, grading and softscape plantings.• One review meeting with the City to determine final layout approval. Note: Final design must

meet the approval of Galesburg Community Development.• Construction upon approval (including any permits and fees)

Additional Services A. Prepare additional graphics that may be required to deem necessary by the city or outside review

parties to better convey images of proposed landscape improvements. These may include site sections, elevations, interpretive signage details, and or perspectives of the proposed landscape median designs and their surrounding context.

B. Any public hearings or meetings that the firm is required or asked to attend regarding this proposal’s scope of services.

C. Any additional meeting other than those specified above. D. Planting verification (tag trees at nursery, etc.) E. Materials not furnished by the city are deemed necessary to conduct the work such as digital,

print or reproducible originals or copies of property surveys, utilities, topographic and spot elevation maps, prints, photographs, reprints, aerial survey, etc. of the project area as well as adjacent properties.

SUBMITTALS Firms responding to this RFP shall submit the following as part of their proposal:

1. Name, size and description of firm. 2. Location of main office where work will be accomplished. 3. Qualifications and previous experience with similar projects. 4. Resumes of key personnel who would be assigned to this project. 5. Names, addresses and phone number of references associated with previous work experience. 6. Completed “Certificate of Compliance” (see attachment). 7. Completed “Proposal Form” (see attachment) – Provide in a separate sealed envelope - 8. Any additional comments or information you may believe to be relevant. 9. Items 1 through 8 for each sub-firm.

Proposals will be ranked upon the professional qualifications (Item 1 through 5, above) and time required to complete the work. The cost of professional services, although required as a part of the proposal, does not enter into the ranking process. It will however, determine whether the desired services are affordable within our budget constraints after the proposal effectively addressing our needs is selected. Applicable cost documents should be placed in a separate sealed envelope and labeled “Pricing for Landscaping Project at PSB.” The outer label of this envelope should clearly state the name and address of the contractor. Note: While four copies of the proposal are required to be submitted; only one copy of the pricing shall be required for submittal.

LANDSCAPING IMPROVEMENTS AT PSB PROJECT INFORMATION SHEET

If adequate space is not provided for a complete response, please attach additional pages as necessary and identify by number. Proposals will not be considered responsive unless all requests for information are provided. Please us such terms as none, not applicable, unknown, etc. if requested information does not pertain or cannot be provided.

1. Please indicate the response that best describes your business __________ Sole Proprietor _____________ Partnership _____________Corporation __________Other (please explain)

2. Firm Name: _______________________________________________________

Address: _________________________________________________________ Telephone: ________________________________________________________

FAX: ____________________________________________________________ First Date in Business: _______________________________________

3. Is your Firm involved in any proceedings that may affect the ability of the firm to continue under the current firm name for the duration of the project? ______________Yes ____________No If yes, please explain (use additional page)

4. Is your firm up for sale? ______________ Yes ____________No If yes, please explain (use additional page)

5. Primary Staff to be assigned to the project:

(Please indicate college degree and certifications, if any, of personnel listed). Owner/Partner: ______________________________________________________ Project Supervisor: ___________________________________________________ Principal Professional(s): ______________________________________________

Other Significant Technicians and Employees to be assigned: ______________________________________________________ ______________________________________________________ Please provide resume for project supervisor and principal professionals to be assigned at time of proposal submission for personnel listed above.

6. Estimated project hours of work reflected I the lump sum proposal are as follows: A. Owner/Partner: _____________________________ Hours

B. Professionals: ______________________________ Hours

C. Technicians: _______________________________ Hours

D. Clericals: __________________________________Hours E. Others (Please identify) _______________________Hours

__________________________________________ Hours

7. Experience: Please indicate below the experience of the individuals in Item 5 from your firm pertaining to the specific type of work listed. Please restrict projects listed to those projects performed by the individuals identified for the project. Please list professional service projects directly involving public renovation similar to work requested for this project where staff identified in Section 5 have provided professional services: Name of Unit/Company Project Contact Person Phone # Total Fee A. ____________________________________________________________________

B. ____________________________________________________________________ C. ____________________________________________________________________

(If more than three projects have been performed, please list the top three that you feel are most comparable to the scope of work being requested. Do not list projects over 5 years old). List any other professional services projects that you feel may indicate the ability of your firm to perform he work requested (use additional pages(s) if necessary).

8. If it becomes necessary to preform extra work the following hoarsely rates will apply:

A. Owner/Partner: ___________________________/hour B. Professionals ______________________________/hour

C. Technicians_______________________________/hour

D. Clericals__________________________________/hour

E. Others – Specify ___________________________/hour

Rates quoted should be inclusive of all expenses including, but not limited to personnel services, fringe benefits, overhead and profit required by the firm. Please list any expense rates that may apply to extra work. If no expense rates are indicated, no expenses will be allowed. Expenses and Charge Back Rates:

______________________________________________________________________

______________________________________________________________________ 9. Please identify all subcontractors and work to be performed. Please provide a separate Project

Information Sheet for each subcontractor.

______________________________________________________________________

______________________________________________________________________ 10. If one or more subcontractors are proposed, it all compensation for fees of the subcontractor

included in the fee reflected in the Proposed Cost Summary?

Yes _______ No______ If no, please explain _________________________________________________________________ __________________________________________________________________

11. Have all items requested been included with your proposal? _______Yes ______No _________________________________________________________________________

_________________________________________________________________________

12. Please provide a tentative timeline of the project. Utilize appropriate benchmarks in developing

the timeline.

I certify that all information provided above is complete, accurate and to the best of my knowledge, true. I further certify that I am fully authorized by the firm identified in Item 2 of this form to execute this information sheet on behalf of that firm. I hereby state that I have read, understand and agree to be bound by all terms of this Request for Proposal document. Firm: __________________________________________ By: ____________________________________________ Name: __________________________________________ Position: _______________________________________ Telephone: _____________________________________ Facsimile: _____________________________________ E-mail: ________________________________________

PROVIDE IN SEPARATE SEALED ENVELOPE

LANDSCAPING IMPROVEMENTS AT PSB PROPOSAL COST SUMMARY

I, the undersigned, certify that I have read and fully understand all of the specifications supplied by the City in this Request for Proposals. I propose to provide professional services as specified in the Request for Proposals for the total sum of: _______________________________________________________________________________ I propose the following payment schedule by percent of total compensation for each phase:

1. Project 1 - _____percent of total compensation

2. Project 2 – Increase to _____percent of total compensation

3. Project 3 – Increase to ____percent of total compensation

4. Project 4 – Increase to ____percent of total compensation

5. I would propose to meet the timetable for project completion as provided in my proposal. If you cannot submit a proposal in the format requested, please attach a schedule of total compensation that will cover any and all expenses and services related to the project. I hereby state that I have the authority to submit this proposal which will become a binding contract if accepted by the city. I further state that I have not communicated with nor otherwise colluded with any other person or firm, nor have I made any agreement with nor offered or accepted anything of value from an official or employee of the city that would tent to destroy or hinder free competition. I hereby state that I have read, understand, and agree to be bound by all terms of this Request for Proposal document. Signed: _________________ Name: _____________________ Title: ______________________ Date: ______________________ Firm Name: ___________________________________________________ Address: ___________________________ Telephone: __________________ E-Mail: ____________________________________________________________

PROVIDE IN SEPARATE SEALED ENVELOPE

LANDSCAPING IMPROVEMENTS AT PSB PROJECT PROPOSAL FORM

Name of Offeror: Business Address: Contact Person: ____________________________ E-mail Address: ___________________________ Telephone No. _____________________ Date of Proposal _____________________ The offeror above mentioned declares and certifies: First - That this proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a proposal for the same purpose, and is in all respects, fair and without collusion or fraud. Second - That no officer, employee or person whose salary is payable in whole or in part from the City of Galesburg, Illinois is directly or indirectly interested in this proposal or in any portion of the profits thereof. Third - That said offeror has carefully examined the instructions to offerors and the Specifications, and will if successful in this proposal, furnish and deliver at the prices proposed/negotiated the services for which this proposal is made. Fourth - That the prices quoted in separate sealed envelope for this project are net and exclusive of all taxes from which the City of Galesburg is exempt. Fifth - That the cost of the professional services which meet the requirements as set forth in the Instructions and the Specifications aforementioned is: Sixth - That said bidder has executed the Certificate of Compliance and has submitted herewith.

PROVIDE IN SEPARATE SEALED ENVELOPE

BASIS OF COMPENSATION:

Project 1 as outlined in submitted proposal: $______________________ Project 2 as outlined in submitted proposal: $______________________ Project 3 as outlined in submitted proposal: $______________________ Project 4 as outlined in submitted proposal: $______________________

"Total Proposal-Not to Exceed." $ __________________________

Firm _______________________________ Phone_______________________ By _______________________________ Title ________________________ Address_______________________________ State and Zip__________________ Subscribed and sworn to before me this ___________ day of ________________________________, 2014. ____________________________________ Notary Public

SPECIAL PROVISIONS TO COVER

CONTRACTOR'S AND MUNICIPAL VENDORS The Contractor, or Municipal Vendor, shall not commence work under this contract until he has obtained all insurance required under this paragraph, and such insurance has been approved by the City; nor shall the Contractor allow any sub-contractor to commence work on his sub-contract until all similar insurance required of the sub-contractor has been approved by the City.

COVERAGE LIMITS 1) Comprehensive General Liability Bodily Injury $500,000 each occurrence $500,000 aggregate Property Damage $500,000 each occurrence $500,000 aggregate OR

$1,000,000

Combined Single Limit Comprehensive Form Premises-Operations Explosion Collapse Hazard Underground Hazard Products/Completed Operations Contractual Insurance* Broad Form Property Damage Independent Contractors *See separate Hold Harmless Agreement for Contractors and Municipal Vendors.

COVERAGE LIMITS 2) Automobile Liability Bodily Injury $300,000 each person $500,000 each accident 3) Property Damage $100,000 OR $500,000 Combined Single Limit Comprehensive Form Hired Non-Owned Workers' Compensation

A. Statutory

B. $500,000 each accident 4) Excess Liability - Umbrella Form Although not a minimum requirement unless specifically stated, all contractors should seriously consider an umbrella policy of at least $1,000,000. The above insurance requirements are minimum insurance requirements, however, the City of Galesburg, Illinois reserves the right to demand specific insurance requirements for specific contracts. The contractor, prior to execution of the contract, shall file with the City copies of completed certificates of insurance, satisfactory to the City, to afford protection against all claims for damages to public or private property, and injuries to persons, arising out of and during the progress of the work to its completion, being whenever the improvement called for by the contract shall have been completely performed on the part of the contractor and all parts of the work have been approved and accepted by the City, and the final payment made. The policy of insurance shall include the City as an additional insured or provide separate coverage with an Owner's Protective policy. All such insurance must include an endorsement whereby the insurer agrees to notify the City at least 30 days prior to non-renewal, reduction, or cancellation. The contractor shall cease operations on the project if the insurance is cancelled or reduced below the required amount of coverage. All costs for insurance as specified herein will not be paid for separately, but shall be considered as incidental to the contract.

RETURN WITH BID

TO THE CITY OF GALESBURG, ILLINOIS CERTIFICATE OF COMPLIANCE

EMPLOY-MENT

SUPER- VISORY

SALES OFFICE SKILLED SEMI-SKILLED

NON-SKILLED

WHITE

BLACK

OTHER

MALE

FEMALE (PLEASE FILL IN THE NUMBER OF EMPLOYEES IN EACH CLASS)

1. THE CONTRACTOR OF COMPANY WILL NOT DISCRIMINATE AGAINST ANY EMPLOYEES OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, CREED, COLOR, SEX, AGE, NATIONAL ORIGIN, HANDICAPPING CONDITION UNRELATED TO ABILITY TO PERFORM THE JOB; AND, WILL TAKE AFFIRMATIVE ACTION TO ENSURE THAT APPLICANTS ARE EMPLOYED WITHOUT REGARD TO THEIR RACE, CREED, COLOR, SEX, AGE, HANDICAP OR NATIONAL ORIGIN. SUCH ACTION SHALL INCLUDE, BUT NOT BE LIMITED TO, THE FOLLOWING: EMPLOYMENT, UPGRADING, DEMOTION OR TRANSFER, RECRUITMENT OR RECRUITMENT ADVERTISING, LAYOFF OR TERMINATION, RATES OF PAY OR OTHER COMPENSATION, AND SELECTION FOR TRAINING, INCLUDING APPRENTICESHIP. THE CONTRACTOR OR COMPANY AGREES TO POST, IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS NON-DISCRIMINATION CLAUSE. 2. THE CONTRACTOR OR COMPANY WILL, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES OR ON THEIR BEHALF, STATE THAT ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO RACE, CREED, COLOR, SEX, AGE, HANDICAPPING CONDITION UNRELATED TO ABILITY OR NATIONAL ORIGIN. THE SAME SHALL HOLD TRUE WHEN RECRUITMENT SOURCES ARE USED TO SECURE APPLICANTS. 3. THE CONTRACTOR OR COMPANY AGREES TO NOTIFY ALL OF ITS SUBCONTRACTORS OF THEIR OBLIGATION TO COMPLY WITH THE NON-DISCRIMINATION POLICY. 4. In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, 1990. BY: __________________________________ BIDDER

RETURN WITH BID CITY OF GALESBURG

MUNICIPAL VENDORS HOLD HARMLESS AGREEMENT

All vendors doing business with the City of Galesburg, Illinois, shall read and agree to sign this Hold Harmless Agreement. In lieu of the vendor signing this agreement, the City will accept being named as an additional insured on the vendor’s general liability policy only as respects specific operations performed by the vendor on behalf of or on the premises of the City of Galesburg, Illinois.

“In consideration of your permitting us, our servants, our agents, employees and representatives from time to time to enter upon or to place or maintain equipment upon premises owned or controlled by you for the purposes of servicing our account, we agree to indemnify and hold harmless the City and its’ agents and employees from and against all claims for personal injury or property damage, including claims against the City, its’ agents or servants, and all losses or expenses, including attorney’s fees that may be incurred by the City in defending such claims, rising out of or resulting from the performance of the work and caused in whole or in part by any negligent act or omission of the Municipal Vendor, or anyone directly or indirectly employed by the Municipal Vendor or anyone for whose acts any of them may be liable, the indemnification obligation under this paragraph shall not be limited in anyway by any limitation on the amount or type of damages, compensation or benefits payable by or for the Municipal Vendor, under Workers’ Compensation Acts, Disability Acts, or other Employee Benefit Acts.”

Subscribed and sworn to before me this , 20

_______________________ Person, Firm, or Corporation

________________________________ Notary Public

OR FAX TO: 309-343-4765

completely as possible to ensure proper payment to you. Please return completed form as soon as possible to The City of Galesburgat the above address or fax number. Please call 309-345-3674 with any questions.

BUSINESS NAME:

INDIVIDUAL NAME:(for Sole Proprietors as appears on Social Security Card)

BUSINESS ADDRESS:

CITY, STATE, ZIP:

YOUR TAXPAYER IDENTIFICATION NUMBER:

OR, YOUR SOCIAL SECURITY NUMBER:

PLEASE CHECK APPROPRIATE BOX:

Individual/Sole Proprietor Corporation Partnership Other

YOUR COMPANY PROVIDES:

Legal Services Services Materials Other

ARE YOU SUBJECT TO BACKUP WITHHOLDING?Yes No

PERSON TO CONTACT:

PHONE NUMBER:

UNDER PENALTY OF PERJURY, I CERTIFY THAT THE INFORMATION PROVIDED ABOVE IS CORRECT AND COMPLETE.

Signature Date

Title

ENTERED INTO SYSTEM VENDOR NUMBER:

CITY OF GALESBURGATTN: A/P55 W TOMPKINS STGALESBURG, IL 61401

The following information is needed to complete your vendor file and to comply with IRS requirements. Please fill out this form as

THIS FORM IS BASED ON IRS REQUIRMENTS FOR THE SAME ESSENTIAL INFORMATION AS A W-9

RETURN TO:

FOR OFFICE USE ONLY

If using SSN, enter the name on the card above as Individual Name.)

(FEIN or business tax ID. No.)

Only required to be submitted if your firm is the awarded vendor.

City of Galesburg

Operating Under Council – Manager Government Since 1957

The City of Galesburg will no longer be issuing checks for vendor payments. The City will pay vendors through ACH by automatically depositing payments to a bank checking/savings account (once a month) or payment to vendors can be made by credit card at the time of purchase. In order to process your next payment, please fill out the following information and provide a copy of a void check. Please mail to City of Galesburg, Accounts Payable, P.O. Box 1589, Galesburg, IL 61402-1589 or fax the completed form and a void check, if the funds are being deposited to a checking account, to the fax number listed below. Vendor Name: Address: City, State, Zip Code: ________________________________________ Phone Number: Email Address: Bank Name: Checking/Savings Acct Number: (Please indicate type of account by circling Checking or Savings) Bank Routing Number: Signature: Payment information will be e-mailed to you approximately 2 days prior to the funds being credited to your bank account. If you have any questions, please contact me. Tifani Miller Accounts Payable City of Galesburg 309/345-3674 309/343-4765 fax

City Hall • 55 West Tompkins Street • Galesburg, IL 61401 • 309/ 343-4181