Finance DepartmentCentral Services Division

City of Rockford, Illinois USA425 East State Street

Rockford, Illinois 61104-1068 USA779-348-7164-voice 800-380-7175-fax

www.rockfordil.gov

Table of Contents

Request for Proposals

Section 1 Bid Instructions and Contract Conditions

City of Rockford-RFP and Contract General Conditions (Local

Funds)

Section 2 Required Forms

City of Rockford Equal Employment Opportunity Certifications

City of Rockford Subcontractor Utilization Form

City of Rockford Vendor Workforce Data Form

City of Rockford Subcontractor Workforce Data Form

Acknowledgement of Stormwater Management Ordinance

Acknowledgement of Addendum

W-9 Form

Section 3 General and Special Provisions

General Provisions

Special Provisions

Bid Form

Section 1RFP Instructions

andContract

Conditions

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CITY OF ROCKFORD, ILLINOIS—RFP AND CONTRACT GENERAL CONDITIONS(LOCAL FUNDS)

The following shall be made part of the terms and conditions of the contract (“Contract”) enteredinto between the City of Rockford (City) and Vendor (also referred to herein as “proposer,”“awarded vendor,” and “contractor”) if awarded the contract. Vendor’s submission of a proposalconstitutes acceptance of these Conditions:

1. Pricing. The proposer shall insert price for all bid items and all other information requested inthese specifications. The price shall be the full, delivered cost to the City of Rockford with noadditions.

2. Total versus "Per Item" Awards. The City generally awards contracts on a lump sum basis.However, the City may choose to award a contract to more than one proposer. Therefore, eachproposer must submit pricing for each item indicated on the bid forms.

3. Delivery of Merchandise. Delivery terms will always be Freight-On-Board (FOB) Destination.The City of Rockford accepts no responsibility for the condition of any merchandise purchasedprior to acceptance by City Personnel. Failure to comply with this requirement may constituterejection of the bid.

4. Acceptance of Merchandise at Delivery. The City of Rockford reserves the right to refuseacceptance of delivered merchandise that differs substantially from the specifications in theinvitation to bid or as otherwise permitted by Illinois law.

5. Prompt Payment Act. The City of Rockford intends to comply with the Local GovernmentPrompt Payment Act (50 ILCS 505/1 et seq.). The awarded vendor will be paid upon submissionof invoices to: City of Rockford Accounts Payable, 425 East State Street, Rockford, IL 61104.

6. W-9 Request for Taxpayer Identification Number. Prior to issuance of a purchase order, thesuccessful bidder will be required to supply the City of Rockford with a federal W-9 Request forTaxpayer Identification Number and Certification. Failure to comply with this requirement willbe considered a violation of contract terms, for which the City may bar Vendor from bidding for aperiod of up to three (3) years.

7. Legal Compliance. Vendor will at all times observe and comply, and will cause itssubcontractors to observe and comply, with all applicable federal, state, and local laws, ordinances,rules, regulations, and executive orders, now existing or hereinafter in effect, which may in anymanner affect the performance of this contract. Provisions required by law, ordinance, rules,regulations, or executive order to be inserted in this contract will be deemed inserted, whether ornot they appear in it. In no event will failure to insert such required provisions prevent theenforcement of applicable law. Lack of knowledge of applicable law on the part of Vendor willin no way be cause for release of this obligation. If the City becomes aware of violation of anylaws, ordinances, rules and regulations on the part of Vendor or subcontractor, it reserves the rightto reject any bid, cancel any contract, and pursue any other legal remedies deemed necessary.

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Vendor must pay all required taxes and obtain all licenses, certificates, or other authorizationrequired in connection with the performance of its obligation hereunder, and Vendor must requireall subcontractors to also do so. Failure to do so may result in rejection of Vendor’s bid,cancellation of an award to Vendor, or termination of this contract with Vendor.

By entering into a contract with the City, Vendor certifies that to the best of its knowledge, itsprincipals and any subcontractor used in the performance of this contract meet City requirementsand have not violated any City ordinance, code, state, federal, or local rules or regulations, andhave not been subject to any debarment, suspension, or other disciplinary action by anygovernment agency. Additionally, if at any time Vendor becomes aware of such information, itmust immediately disclose it to the City.

8. Legal Requirements. This contract sets forth the entire final agreement between the City ofRockford and the proposer and shall govern the respective duties and obligations of the parties.The validity of this contract, and any disputes arising from the contract, shall be governed by thelaws of the State of Illinois. Any litigation under this agreement shall be resolved in the trial courtsof Winnebago County, State of Illinois. Should a provision of this contract be declared invalid bya court of competent jurisdiction, it shall not affect the validity of the remaining provisions of thecontract.

9. Safety. Prevention of accidents at any project is the sole responsibility of Vendor and itssubcontractors, agents, and employees. Vendor, its subcontractors, agents, and employees shallbe fully and solely responsible for the safety of this project. Vendor shall retain exclusive anddirect control over the acts or omissions of its subcontractors, agents and employees, and any otherpersons performing portions of the work and not directly employed by the awarded vendor.

10. Criminal Background Check. When necessary for the protection of citizens and/or Citystaff, the City may require an awarded vendor to conduct a criminal background check on all ofits personnel who will have direct contact with City facilities or residents/businesses served underthis contract. Personnel are defined as representatives, agents, employees, subcontractors, oranyone else who will be utilized to fulfill obligations under this contract. Criminal backgroundchecks, at a minimum, shall consist of a county level felony and misdemeanor check for eachcounty in which the personnel resided in the last ten (10) years. The awarded vendor shall notifythe City of any of its personnel who have been convicted of a felony or misdemeanor prior tocommencing any work under this contract. At the City's discretion, personnel with any felony ormisdemeanor convictions which raise a concern about the safety of building, property, or Citystaff/resident's personal security, or is otherwise job related (as determined by the City) shall notperform work under this contract. Once given notice that a background check(s) will be required,it must be completed within fourteen (14) calendar days so as to not delay work to be completed.

11. Control of the Work. With respect to Vendor's own work, the City shall not have contractual,operational, and/or supervisory control over and/or charge of the work and shall not be responsiblefor construction means, methods, techniques, sequences, procedures, and programs in connection

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with the awarded vendor's work, since these are solely the vendor's responsibility under theagreement. The City shall not be responsible for the awarded vendor's failure to carry out the workin accordance with the agreement's terms and conditions. The City shall not have control overand/or charge of acts or omissions of the awarded vendor, its subcontractors, and/or their agentsor employees, or any other person performing portions of the work not directly employed by theawarded vendor. The awarded vendor shall be considered to be an "independent contractor"pursuant to Illinois law.

12. Bid Bond. When required on the cover sheet, a bid bond for not less than five (5) percent ofthe bid amount must accompany all bids as a guarantee that if the bid is accepted, the bidder willexecute and file the proper contract. A bank cashier's check, bank draft, or certified check equalto the amount specified is acceptable in lieu of a bid bond. Bid bonds of the two lowest firms willbe retained until the contract is awarded.

13. Performance and Payment Bond. When required by the specifications herein, the awardedvendor shall furnish a performance and payment bond equal to the amount of the contract,acceptable to the City, within fourteen (14) calendar days after notification of contract award.Failure to furnish the required bond within the time specified may be cause for rejection of the bidand any bid deposit may be retained by the City as liquidated damages and not as a penalty.

14. Taxes. No charge will be allowed for taxes from which the City of Rockford, Illinois isexempt. The City of Rockford, Illinois is not liable for the Illinois Retailers' Occupation Tax, theService Occupation Tax or the Service Use Tax. The City is exempt from the Federal Excise andTransportation Tax.

15. Withdrawal of Proposal. Firms may withdraw or cancel their proposal at any time prior tothe advertised Request for Proposal opening date and time. After the opening time, no proposalshall be withdrawn or cancelled. All proposals shall be firm and valid for a period of sixty (60)calendar days. If a proposer to whom a contract is awarded refuses to accept the award, the Citymay, at its discretion, suspend the proposer for a period of time up to three (3) years.

16. Subcontracting. Vendor shall provide information for all subcontractors and leasedoperators of equipment in the required Subcontractor Utilization Form. Information containedin this form must be complete and accurate, to the best of Vendor’s estimating ability at the timeof proposal, and will be relied upon by the City in projecting Minority and Women BusinessEnterprise subcontractor utilization for awarded City contracts. Any changes in subcontractorutilization from that which is provided on the Subcontractor Utilization Form must be madeimmediately in writing by submitting a new form to the City’s Equal Opportunity ComplianceOfficer and the City Project Manager or designee. When subcontractors are used, Vendor mustpay subcontractors for satisfactory performance no later than thirty (30) days after receipt of eachpayment from the City.

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17. Termination of Contract. The City of Rockford reserves the right to terminate the contractin its entirety or in portions, upon written notice to Vendor for convenience, if the Rockford CityCouncil does not appropriate sufficient funds to complete the contract, or in the event of defaultby Vendor. Default is defined as failure of the awarded vendor to perform any of the provisionsof this contract or failure to make sufficient progress so as to endanger performance of this contractin accordance with its terms. The City’s written notice of termination shall specify the effectivedate of termination. Vendor shall discontinue providing goods or services after such effective date,and the City shall not be liable for goods or services provided by Vendor thereafter. In the eventof default, the City may purchase the product(s) and/or service(s) from other sources and hold thedefaulting company responsible for any excess costs occasioned thereby. The City may requirepayment of liquidated damages for non-performance. Should default be due to failure to performor because of a request for a price increase, the City reserves the right to remove the firm from theCity's bidder list and place the firm on the City’s debarred list for a period of up to three (3) years.

18. Late Bids and Proposals. Regardless of cause, late bids and proposals will not be acceptedand will automatically be disqualified from further consideration. It shall be solely Vendor's riskto ensure delivery at the designated office by the designated time. Late bids and proposals willnot be opened and may be returned to Vendor at their request and expense.

19. Equal Employment Opportunity. Vendor shall comply with all applicable equalemployment opportunity statutes, regulations, and ordinances including but not limited to theCity’s Equal Opportunity Employment (EOE) Ordinance (City of Rockford Code of Ordinances,Chapter 11, Article IV); the Illinois Human Rights Act (775 ILCS 5/101 et seq.), the IllinoisDepartment of Human Rights (IDHR) Rules and Regulations for Government Contracts (44 Ill.Admin. Code, Chapter X, Section 750), the Discrimination in Public Contracts Act (775 ILCS10/0.01 et seq.), Title VII of the Civil Rights Act of 1964, as amended (§ 7, 42 U.S.C. § 2000e etseq.); the Age Discrimination in Employment Act of 1967, as amended (29 USC §.621 et seq.);Title I of the Americans with Disabilities Act of 1990, as amended (42 USC 12111-12117); theEqual Pay Act of 1963, as amended; and the Uniformed Services Employment and ReemploymentRights Act of 1994, as amended (38 USC §§ 4301-4335).

Pursuant to IDHR’s Rules and Regulations and the City’s EOE Ordinance, the awarded vendorshall comply with the following terms and conditions during the performance of this contract:

a) Vendor will not discriminate against any employee, including apprentices, or applicantfor employment, including training programs, because of race, color religion, sex, sexualorientation, gender identity, marital status, order of protection status, status as a survivorof domestic violence or human trafficking, national origin or ancestry, citizenship status,age, physical or mental disability unrelated to ability, military status, or unfavorabledischarge from military service; and, further, that Vendor will examine all jobclassifications to determine if minority persons or women are underutilized and will takeappropriate affirmative action to rectify any underutilization.

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b) If Vendor hires additional employees in order to perform this contract or any portion ofthis contract, Vendor will determine the availability (in accordance with Section 750) ofminorities and women in the areas from which Vendor may reasonably recruit and willhire for each job classification for which employees are hired in a way that minorities andwomen are not underutilized.

c) In all solicitations and advertisements for employees placed by Vendor on its behalf,Vendor will state that all applicants will be afforded equal opportunity withoutdiscrimination because of race, color, religion, sex, sexual orientation, gender identity,marital status, order of protection status, status as a survivor of domestic violence orhuman trafficking, national origin or ancestry, citizenship status, age, physical or mentaldisability unrelated to ability, military status, or an unfavorable discharge from militaryservice.

d) Vendor will send to each labor organization or representative of workers with which ithas or is bound by a collective bargaining or other agreement or understanding, a noticeadvising the labor organization or representative of the Vendor’s obligations under theIllinois Human Rights Act and Section 750 of the Illinois Department of Human RightsRules and Regulations. If any labor organization or representative fails or refuses tocooperate with the Vendor in its efforts to comply with the Act and Part 750, Vendor willpromptly notify the Illinois Department of Human Rights and the City of Rockford andwill recruit employees from other sources when necessary to fulfill its obligations underthe contract.

e) Vendor will submit reports as required by Part 750, furnish all relevant information thatmay be requested by the Illinois Department of Human Rights or the City of Rockford,and in all respects comply with the Act, the Department’s Rules and Regulations, and theCity of Rockford’s Equal Opportunity Employment Ordinance. Vendor’s failure tocomplete the City’s required Equal Employment Opportunity Certifications or Vendorand Subcontractor Workforce Data Forms will result in disqualification of Vendor’s bidor proposal.

f) Vendor will permit access to all relevant books, records, accounts, and work sites bypersonnel of the City of Rockford and the Illinois Department of Human Rights forpurposes of investigation to ascertain compliance with the Act, IDHR’s Rules andRegulations, and City of Rockford EOE Ordinance.

g) Vendor will include verbatim or by reference the Equal Employment Opportunity Clause(44 Ill. Admin. Code, Chapter X, Appendix A) in every subcontract awarded under whichany portion of the contract obligations are undertaken or assumed, so that the provisionswill be binding upon the subcontractor. In the same manner as with other provisions ofthis contract, Vendor will be liable for compliance with applicable provisions of thisclause by subcontractors. Further, Vendor will promptly notify the City of Rockford andthe Illinois Department of Human Rights if any subcontractor fails or refuses to complywith the provisions of sections (a) through (f) of this paragraph. Vendor shall not utilize

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any subcontractor declared by the Illinois Human Rights Commission to be ineligible forcontracts or subcontracts with the State of Illinois or any of its political subdivisions ormunicipal corporations.

20. Restrictive or Ambiguous Specifications. It is the responsibility of the proposing firm toreview the Request for Proposal specifications and to notify the Central Services Manager if thespecifications are formulated in a manner that would unnecessarily restrict competition. Any suchprotest or question regarding the specifications or Request for Proposal procedures must bereceived by the Central Services Division not less than seventy-two hours prior to the time set forthe opening. In the event a contract term is not defined within the contract document, the termwill be given its ordinary dictionary definition.

21. Proposal or Award Protest. Firms wishing to protest proposals or awards shall notify theCentral Services Manager in writing within seven (7) days after the proposal opening. Thenotification should include the RFP number, the name of the firm protesting, and the reason whythe firm is protesting. The Central Services Manager will respond to the protest within seven (7)calendar days. A successful protest may result in the reversal of a previously awarded contract.

22. Disputes. In case of disputes as to whether or not an item or service quoted or delivered meetsspecifications, the decision of the Central Services Manager or authorized representative shall befinal and binding to all parties. The Central Services Manager has the right to waive technicalitiesas they see fit. The Central Services Manager may request a written recommendation from thehead of the department using the equipment or service being procured.

23. Exceptions. Any deviations from these specifications shall be noted and submitted with thebid. Failure to address deviations from specifications may result in bid rejection.

24. Acceptance/Rejection of Proposals. The City of Rockford reserves the right to accept orreject any or all bids or proposals at any time, for any reason, including but not limited to theRockford City Council not appropriating sufficient funds to purchase equipment or complete thecontract. The City may make awards in any manner deemed in the best interest of the City.

25. Prevailing Wage. When indicated on the cover page of the invitation to bid, this contractcalls for the construction of a "public work," within the meaning of the Illinois Prevailing WageAct, 820 ILCS 130/.01 et seq. ("the Act"). The Act requires awarded vendors and subcontractorsto pay laborers, workers, and mechanics performing services on public works projects no lessthan the "prevailing rate of wages" (hourly cash wages plus fringe benefits) in the county wherethe work is performed. Prevailing wage rates are determined by the Illinois Department of Laborand posted on the Department’s website at:

https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/Rates.aspx

(a) The Act does apply to owner-operators.

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(b) When applicable, all awarded vendors and subcontractors rendering services under thiscontract must comply with all requirements of the Act, including but not limited to allwage, notice, recordkeeping, and filing of certified payroll requirements.

(c) Under the Act, it is mandatory upon Vendor to insert into each subcontract a writtenstipulation to the effect that not less than the prevailing rate of wages shall be paid to alllaborers, workers and mechanics performing work under this contract. It is also theVendor’s responsibility under the Act to verify and pay current wage rates, as theDepartment may change them from time to time.

(d) It is Vendor’s obligation to understand what the Act requires, and to complyaccordingly. Failure on the part of the City to provide proper written notice regardingthe applicability of the Prevailing Wage Act does not relieve Vendor or subcontractors ofthe obligation to comply with the Act when applicable, nor does it relieve them of theirobligation to pay back wages when owed.

(e) Vendor and all subcontractors shall make all records required under the PrevailingWage Act available for inspection, copying, or transcription by authorized representativesof the City of Rockford or Department of Labor. Vendor shall further permit suchrepresentatives to interview employees during working hours on the job. If Vendor orsubcontractor fails to submit the required records or make them available, the City maytake such action as may be necessary to cause the suspension of any further payment,advance, or guarantee of funds. Furthermore, failure to submit the required records uponrequest may be grounds for debarment action.

26. Certified Payroll. The Illinois Prevailing Wage Act requires any contractor and eachsubcontractor who participates in public works to file with the Illinois Department of Labor(IDOL)certified payroll for those calendar months during which work on a public works projecthas occurred. The Act requires certified payroll to be filed with IDOL no later than the 15th dayof each calendar month for the immediately preceding month through the Illinois Prevailing WagePortal—an electronic database IDOL has established for collecting and retaining certified payroll.The Portal may be accessed using this link: https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/Prevailing-Wage-Portal.aspx. The City reserves the right to withholdpayment due to Vendor until Vendor and its subcontractors display compliance with this provisionof the Act.

27. Substance Abuse Prevention. Before Vendor commences work on a public works project, itmust have in place a written program which meets or exceeds the program requirements in theSubstance Abuse Prevention on Public Works Projects Act (820 ILCS 265/1 et seq.), to be filedwith the City and made available to the general public, for prevention of substance abuse amongits employees. This program must include pre-hire, random, reasonable suspicion, and post-accident drug and alcohol testing, as required by the Substance Abuse Prevention on Public WorksProjects Act.

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28. Apprenticeship Requirement. For construction contracts over $50,000, Vendor mustparticipate in apprenticeship and training programs approved and registered with the United StatesDepartment of Labor's Bureau of Apprenticeship and Training for all Trades that will be inVendor's (or his subcontractor's) employment, with each worker receiving the requiredapprenticeship/training appropriate to his trade. Owners or work performed by owners is notexempt from the apprenticeship and training requirement.

29. Indemnification. To the fullest extent permitted by law, Vendor shall indemnify and holdharmless the City, its officers, representatives, elected and appointed officials, agents, andemployees from and against all claims, damages, losses and expenses, including but not limited toattorney's fees, arising out of or resulting from Vendor's performance of work under thisagreement, and indemnifies and agrees to defend and hold harmless the City against any and alllosses, claims, damages, and expenses arising from the work performed hereunder of the erection,construction, placement, or operation of any scaffold, hoist, crane, stay, ladder, support, or othermechanical contrivance in connection with such work including but not limited to losses, claims,damages, and expenses arising pursuant to claims asserted against the City pursuant to theoriespremised upon sections 343 and 414 of the Restatement (Second) of Torts.

This indemnification agreement shall not be limited in any way by any limitations on the amountor type of damages, compensation, or benefits payable by or for Vendor under the Illinois Workers’Compensation Act (820 ILCS 305/1 et seq.), disability benefit acts, or other employee benefit acts,and serves as an express agreement to waive the protection of Kotecki v. Cyclops Welding Corp.,146 Ill.2d 155, 585 N.E.2d 1023 (1991) in Illinois.

Further, Vendor agrees that it is solely responsible for compliance with all safety laws applicableto the work performed hereunder, including but not limited to the Occupational Safety and HealthAct (29 USC Ch. 15 §651 et. seq.) and the Contract Work Hours and Safety Standards Act (40USC Ch. 37 §3701 et seq.) and all standards and regulations which have been or shall bepromulgated by the agencies which administer the Acts.

Under no circumstances shall Vendor, its subcontractors, agents, and employees be required toindemnify the City for its own negligence.

30. Insurance Requirements. Upon execution of the contract, and prior to Vendor commencingany work or services with regard to the project, Vendor shall carry commercial general liabilityinsurance, umbrella liability insurance, and automobile liability insurance on ISO form CG 00 0110 01 (or a substitute form providing equivalent coverage) and Vendor shall provide the City witha Certificate of Insurance and Additional Insured Endorsement on ISO form CG 20 10 11 85 (orsubstitute form providing equivalent coverage) or on the combination of ISO forms CG 20 IO 100 l and CG 20 3 7 1001 (or substitute forms providing equivalent coverage) naming the City asAdditional Insured thereunder. Additional insured coverage shall apply as primary insurance andbe noncontributory with respect to any other insurance afforded to the City. All coverage shall beplaced with an insurance company duly admitted in the State of Illinois and shall be reasonably

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acceptable to the City. All awarded vendor insurance carriers must maintain an A.M. Best ratingof "A-" or better. Coverage shall be afforded to the additional insured whether or not a claim is inlitigation.

The insurance coverage required above shall be of sufficient type, scope and duration to ensurecoverage for the City for liability related to any manifestation date within the applicable statutesof limitation and/or repose which pertain to any work performed by or on behalf of the City inrelation to the contract. The following insurance requirement shall apply to the successful firm forthe duration of the contract unless explicitly waived by the Central Services Manager:

a) Commercial General Liability. The coverage available to the City, as Additional Insured,shall not be less than $1 million each occurrence, $2 million general aggregate (subject toa per project general aggregate provision applicable to the project), $2 millionproducts/completed operations aggregate and $1 million personal and advertising injurylimits. Such insurance shall cover liability arising from premises, operations, independentcontractors, products-completed operations, personal and advertising injury, and liabilityassumed under an insured contract (including the tort liability of another assumed in abusiness contract).

b) Umbrella Liability. The coverage available to the City, as Additional Insured, shall not beless than $2 million each occurrence, $2 million general aggregate. Such insurance shallcover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under aninsured contract (including the tort liability of another assumed in a business contract).

c) Automobile Coverage. The coverage available to the City, as Additional Insured, shallinclude comprehensive automobile bodily injury and property damage liability coveragefor a minimum amount of $1 million each occurrence, $2 million general aggregate

d) Workers Compensation. Vendor shall maintain during the life of this contract statutoryworkmen's compensation and employer's liability insurance for all his employees engagedin work on the job site.

e) Insurance Certificates. Each Certificate of insurance shall provide that the insurer mustgive the City at least thirty (30) days' prior written notice of cancellation and terminationof the City's coverage thereunder. Not less than two weeks prior to the expiration,cancellation or termination of any such policy, Vendor shall supply the City with a newand replacement Certificate of Insurance and Additional Insured endorsement as proof ofrenewal of said original policy. Said new and replacement endorsements shall be similarlyendorsed in favor of the City as set forth above. All subcontractors to be utilized by Vendorshall provide Ownership with a Certificate of Insurance naming City of Rockford asadditional insured prior to commencement of work by said subcontractor.

31. Conflict of Interest. Each proposer affirms, by submission of a response to this bid or requestfor proposals, it has no interest and will not acquire any interest in any enterprise, project, orcontract that would conflict in any manner of degree with the performance of the work, services,

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or goods to be provided hereunder. Proposer further affirms that no person having such an interestwill be employed to perform any work or services under the contract, and that no employee of theCity of Rockford is directly or indirectly interested in the bid or proposal for any reason of personalgain.

32. Non-Waiver. The failure by the City to require performance of any provision shall not affectthe City's right to require performance at any time thereafter, nor shall a waiver of any breach ordefault of this contract constitute a waiver of any subsequent breach or default or a waiver of theprovision itself.

33. Professional Services Selection Act. The City of Rockford intends to comply with 50 ILCS510/.0.01 et seq. governing the selection of professional services. Any reference in these termsand conditions to supplying pricing or price as a determining factor in selection do not apply forservices covered by said act.

34. Compliance with Stormwater Management Ordinance and Environmental ConsentDecree. Vendor must comply with the City's Stormwater Management Ordinance. For workperformed on the stormwater system, including projects only requiring erosion and sedimentcontrol measures, acknowledgement of receipt of the USEPA issued Environmental ConsentDecree is required. It is also required that Vendor retain all invoices, work orders and/or otherrecords of work performed in drainage areas for three (3) years beyond the end of the consentdecree, estimated to be 12/31/2022. These records are subject to audit and are to be made availableimmediately upon request by the City or the Federal and State Environmental ProtectionAgency (EPA). Additionally, there may be other records provided that Vendor will be required tokeep on file upon request of the City. Violation of this section and with the City's StormwaterManagement Ordinance may result in a fine. Additional information can be found athttps://rockfordil.gov/city-departments/public-works/engineering-division/stormwater-environmental-team/stormwater-consent-decree/.

35. Acceptance or Rejection of Bids and Proposals. The City of Rockford reserves the right toaccept or reject any and all proposals and to waive technicalities in submitted bids or proposals.

36. Minority and Women Business Enterprise Policy. It is the policy of the City of Rockfordto strongly encourage and promote the award of subcontracts to ready, willing, and able Minorityand Women Business Enterprises (MWBEs) certified with the City. The City stronglyencourages proposers, when preparing proposals, to contact certified MWBEs regardingpotential subcontracting opportunities. The City requires information regarding Vendor’s goodfaith efforts to identify MWBE subcontractors on the Subcontractor Utilization Form required tobe completed and submitted with Vendor’s proposal. An up-to-date list of the City’s certifiedMWBEs can be found athttps://rockfordil.gov/city-departments/finance/central-services/purchasing/.

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37. Veterans Preference. Vendor shall comply with the Veterans Preference Act (330 ILCS 55/1et seq.) in its employment to fill positions for the construction, addition to, or alteration of publicworks contracted for by the City. This Act requires that preference shall be given to veterans whopossess the business capacity necessary for the proper discharge of the duties of employment.Vendor is not required to give preference to veterans who are not residents of the City of Rockfordover City residents who are not veterans. A person who has been a member of the Illinois NationalGuard shall be given priority over a person who has been a member of the National Guard of anyother state.

Veterans under the Act are defined as persons who have been members of the armed forces of theUnited States or who, while citizens of the United States, were members of the armed forces ofallies of the United States in time of hostilities with a foreign country, and have served under oneor more of the following conditions:

a) The veteran served a total of at least six (6) months;b) The veteran served for the duration of hostilities regardless of the length of engagement;c) The veteran served in the theater of operations but was discharged on the basis of a

hardship; ord) The veteran was released from active duty because of a service connected disability and

was honorably discharged.

Vendor shall insure that the preceding provision is inserted in all subcontracts entered into tofurnish labor for the construction, addition to, or alteration of public works in connection with thiscontract.

38. Non-barred Bidder. Vendors affirms, by submission of a response to this invitation to bid orrequest for proposals, that Vendor is not barred from bidding on this contract as a result of aconviction for violation of state law prohibiting bid rigging or rotating.

39. City Debarment. The City of Rockford reserves the right to bar Vendor from future biddingopportunities with the City if false information is submitted as part Vendor’s bid response orproposal, Vendor has committed any violation of law, or Vendor fails to comply with the termsand conditions of this contract.

40. Non-Assignment. Neither this Contract nor any of the rights, interests or obligations underthe Agreement shall be assigned, in whole or in part, by written agreement, merger, consolidation,operation of law, or otherwise by either party without the prior written consent of the other party.

41. Governing Law. This Contract shall be governed by and construed and enforced inaccordance with the laws of the State of Illinois, excluding its choice of law rules and, to the extentapplicable, the copyright laws of the United States of America. In the event of a dispute under thisContract, the parties agree to submit to the exclusive jurisdiction of the state courts of, and federalcourts sitting in, the State of Illinois.

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42. Severability. In the event that any clause, provision, or portion of these General Conditionsor any part thereof shall be declared invalid, void, or unenforceable by any court havingjurisdiction, such invalidity shall not affect the validity or enforceability of the remaining portions.

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Section 2Required Forms

City of Rockford

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

with the City of Rockford, it is subject to and will comply with all applicable equal employment

opportunity statutes, regulations, and ordinances including but not limited to: the City’s Equal

Opportunity Employment (EOE) Ordinance (City of Rockford Code of Ordinances, Chapter

11, Article IV); the Illinois Human Rights Act (775 ILCS 5/101 et seq), the Illinois Department

of Human Rights Rules and Regulations for Government Contracts (44 Ill. Admin. Code,

Chapter X, Section 750), and the Discrimination in Public Contracts Act (775 ILCS 10/0.01 et

seq.), Title VII of the Civil Rights Act of 1964, as amended (§ 7, 42 U.S.C. § 2000e et seq.);

the Age Discrimination in Employment Act of 1967, as amended (29 USC §.621 et seq.); Title

I of the Americans with Disabilities Act of 1990, as amended (42 USC 12111-12117); the

Equal Pay Act of 1963, as amended; the Uniformed Services Employment and Reemployment

Rights Act of 1994, as amended (38 USC §§ 4301-4335); and, for federally-funded

construction contracts (only), Executive Order 11246, as amended, and relevant U.S.

Department of Labor regulations regarding equal employment opportunity for federally

assisted construction contracts (see 41 CFR Part 60).

2. Discrimination Prohibited. Vendor certifies that it is its policy to provide equal employment

opportunity and that it prohibits discrimination against any employee or applicant for

employment due to race, color religion, sex, sexual orientation, gender identity, marital status,

order of protection status, status as a survivor of domestic violence or human trafficking,

national origin or ancestry, citizenship status, age, physical or mental disability unrelated to

ability, military status, or unfavorable discharge from military service. Further, Vendor will

examine all job classifications to determine if minority persons or women are underutilized

and will take appropriate affirmative action to rectify any underutilization, as is required by

the Illinois Department of Human Rights Rules and Regulations for Government Contracts.

3. Non-Segregated Facilities. Vendor certifies that it provides facilities at its place of business

without segregation except where separate facilities for a person of the opposite sex are

required. Vendor also certifies that it will, to the greatest extent possible, not assign employees

to work at any location where facilities are so segregated and that it will insert into its

subcontracts the provisions of this paragraph for work performed under this contract and obtain

the same certification from subcontractors.

4. Government Exclusion, Debarment, or Suspension. Vendor certifies that it is not subject to

any exclusion, debarment, suspension, or other disciplinary action by any government agency

including but not limited to the U.S. Government, State of Illinois, Illinois Human Rights

Commission, Illinois Department of Labor, or any other federal or state agency or political

subdivision. Additionally, if at any time Vendor is subject to such exclusion, suspension, or

debarment during the contract period, Vendor certifies that it will immediately disclose this

information to the City’s EOC Officer.

All bidders seeking to do business with the City of Rockford must complete this certification.

Failure to sign this Certification will result in disqualification of Vendor’s bid or proposal.

Questions regarding EEOs should be addressed to: Michelle Vella, City of Rockford Equal

Opportunity Compliance (EOC) Officer, at michelle.vella@rockfordil.gov or (779) 348-7392.

1. Compliance with EEO Law. Vendor acknowledges and certifies that, if awarded a contract

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City of Rockford

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

5. Subcontracting. Vendor certifies that, if awarded a public contract with the City of Rockford,

it will include verbatim or by reference the provisions of the City’s General Conditions Equal

Employment Opportunity paragraph 19 in every subcontract awarded under which any portion

of the contract obligations are undertaken or assumed. For federally funded construction

contracts, the conditions described in paragraph (8) of the “Equal Opportunity Clause for

Federally Assisted Construction Contracts” and paragraph (2) of the “Standard Federal Equal

Employment Opportunity Construction Contract Specifications” must also be included in

every subcontract. Vendor acknowledges that it is responsible for the compliance of all of its

subcontractors with this provision. Vendor also certifies it will not utilize any subcontractor

excluded, debarred, suspended, or otherwise disciplined by any government agency including

but not limited to the U.S. Government, State of Illinois, Illinois Human Rights Commission,

Illinois Department of Labor, or any other federal or state agency or political subdivision, and

that it will notify the City’s EOC Officer if any subcontractor fails to comply with such

provision.

6. MWBE Procurement Policy. Vendor understands that it is the policy of the City of Rockford

to encourage and promote the award of subcontracts to ready, willing, and able Minority and

Women Business Enterprises (MWBEs) certified with the City. The City strongly encourages

bidders, when preparing bids or proposals, to contact certified MWBEs regarding potential

subcontracting opportunities. Vendor certifies that it has worked in good faith to comply with

this policy by contacting MWBE businesses for subcontracting opportunities when possible

(list can be found at https://rockfordil.gov/city-departments/finance/central-

services/purchasing/). For federally funded construction projects (only), Vendor further

certifies it has demonstrated good faith efforts to meet the women and minority subcontracting

goals set forth in the “Notice of Requirement for Affirmative Action to Ensure Equal

Employment Opportunity.”

Signature of Vendor Date

2 of 6

City of RockfordSUBCONTRACTOR UTILIZATION FORM

Vendor Name:

Project Name: Bid or RFP Number:

Total Proposal/Bid Amount (over the full term of the contract):

Vendor Contact Name: Contact Phone:Contact Email:

Subcontractor Name MBE orWBE?(Y/N)

Amount % of TotalProposal/Bid

Scope of Work

Vendor Certification Status: Minority Business Enterprise Women Business Enterprise None

Section II--Subcontractor Utilization

Will subcontractors be used? Yes (complete rest of form) No (proceed to Section V)

Section III—Subcontractor Selection

Please list information for ALL subcontractors Vendor believes it will use. Vendor may make changes or

Section I—Vendor/Prime Contractor Information

Is this an update to a previously submitted Subcontractor Utilization Form? Yes No

If more than six subcontractors will be used, please complete the Subcontractor Utilization Form--Supplement.

3 of 6

THIS FORM MUST BE COMPLETED EVEN IF YOU DO NOT PLAN TO USE SUBCONTRACTORS

(COMPLETE SECTIONS I, II, AND V IF YOU DO NOT PLAN TO USE SUBCONTRACTORS).

All Vendors seeking to do business with the City of Rockford must provide information about all subcontractors that will be used. A Subcontractor is any person or business that supplies any of the work, transportation or labor services, supplies, equipment, or materials under a contract with Vendor. Failure to complete this form will result in disqualification of Vendor’s bid or proposal. Questions regarding EEOs should be addressed to: Michelle Vella, City of Rockford Equal Opportunity Compliance (EOC) Officer, at michelle.vella@rockfordil.gov or (779) 348-7392.

additions to its list of subcontractors by submitting an updated form to the City’s EOC Officer afteraward, if needed.

City of RockfordSUBCONTRACTOR UTILIZATION FORM

If Vendor plans to use subcontractors, but has not yet identified some or all of the subcontractors to beused, please explain why:

Section IV—MWBE Subcontractors Contacted

It is the policy of the City of Rockford to encourage and promote the award of subcontracts to qualifiedand available Minority and Women Business Enterprises (MWBEs) certified with the City. The Citystrongly encourages bidders, when preparing bids or proposals, to contact certified MWBEs regardingpotential subcontracting opportunities (a list of MWBEs can be found at https://rockfordil.gov/city-departments/finance/central-services/purchasing/). Please list the MWBEs Vendor has contactedregarding subcontractor opportunities for this proposal/bid (MWBE subcontractors selected and listed inSection III do not need to be listed again here):

MWBE Business Name Method of Contact(e.g. phone, email)

Why not used?

Section V—Signature

The undersigned certifies that the information provided herein is truthful, accurate, and complete. Further,Vendor acknowledges that if it is awarded the contract, this information must be kept up to date byVendor. According to the City’s General Conditions Paragraph 16, any changes in subcontractorutilization must be immediately made in writing by submitting a new form to the City’s EqualOpportunity Compliance Officer (contact information provided at the top of this form). A complete andaccurate list of subcontractors will be required prior to beginning work on the project, if awarded.

___________________________________________________________________________________Name Title

___________________________________________________________________________________Signature Date

If more than six subcontractors will be used, please complete the Subcontractor Utilization Form--Supplement.

4 of 6

City of RockfordVENDOR WORKFORCE DATA FORM

Part I: Vendor Information

Vendor Name: Bid or RFP Number:

Project Name: IDHR Number1:Expiration:

Date: Estimated Duration of Work:

Vendor’s EEO Contact Name: Contact Email:

Title: Contact Phone:

Part II: Vendor Workforce DataPlease provide the number of individuals employed by Vendor in each category below (report allemployees, not just those who will work under the contract). Definitions of the EEO Job Categories areincluded with this form.

W - White B - Black H – Hispanic/Latino A - Asian AI - American Indian, Alaskan or Hawaiian NativeTw—Two or more race/ethnicity T – Total

Officials and Managers

Professional Workers

Technicians

Sales Workers

Administrative SupportWorkersCraft Workers

Operatives

Laborers and Helpers

Service Workers

TOTAL

1 Bidders must have an Illinois Department of Human Rights Eligibility Number if 1) bidder employs 15 or morepersons, AND 2) if the bid or proposal will total more than $100,000.

JOB CATEGORY MALE FEMALEW B H A AI Tw T W B H A AI Tw T TOTAL

) 348-7392.

The City must collect information in an effort to monitor Vendor’s compliance with the IllinoisHuman Rights Act, Illinois Department of Human Rights Rules and Regulations, and City ofRockford Equal Employment Opportunity Ordinance. Failure to complete this form will result indisqualification of Vendor’s bid or proposal. Questions regarding EEOs should be addressed to:Michelle Vella, City of Rockford Equal Opportunity Compliance (EOC) Officer, atmichelle.vella@rockfordil.gov or (779

5 of 6

City of RockfordSUBCONTRACTOR WORKFORCE DATA FORM

Part I: Identification

Subcontractor Name: Bid Number:

Project Name: IDHR Number:Expiration:

Date: Estimated Duration of Work:

Subcontractor’s EEO Contact Name: Contact Email:Contact Phone:

W - White B - Black H – Hispanic/Latino A - Asian AI - American Indian, Alaskan or Hawaiian NativeTw—Two or more race/ethnicity T – Total

JOB CATEGORY MALE FEMALEW B H A AI Tw T W B H A AI Tw T TOTAL

Officials and Managers

Professional Workers

Technicians

Sales Workers

Administrative SupportWorkersCraft Workers

Operatives

Laborers and Helpers

Service Workers

TOTAL

Part II: Subcontractor Workforce DataPlease provide the number of individuals employed by subcontractor in each category below (report all employees, not just those who will work under the contract). Definitionsof the EEO Job Categories are included on the next page of this form.

6 of 6

This form is required if Vendor will be using one or more subcontractors to complete work or perform servicesfor the City. A Workforce Data Form must be completed for each subcontractor. Questions regarding EEOs should be addressed to: Michelle Vella, City of Rockford EqualOpportunity Compliance (EOC) Officer, at (779) 348-7392 or michelle.vella@rockfordil.gov.

Job Category Descriptions

Officials and Managers: Jobs occupied by administrative and managerial personnel who set broad policies, exerciseoverall responsibility for execution of these policies, and direct individual departments or special phases of a firm’soperations. Includes: officials, executives, middle management, plant managers, department managers,superintendents, salaried supervisors who are members of management, and purchasing agents and buyers.

Professionals: Jobs requiring bachelor or graduate degree and/or professional certification or comparable experience.Includes: accountants and auditors, architects, chemists, computer programmers, designers, editors, engineers,lawyers, scientists, registered professional nurses, personnel and labor relations specialists, physicians, and surveyors.

Technicians: Jobs requiring a combination of basic scientific knowledge and manual skill which is often obtainedthrough 2 years of post-high school education or through equivalent on-the-job training. Includes: drafters, surveyingand mapping technicians, engineering aides, junior engineers, mathematical aides, emergency medical technicians,and licensed practical nurses.

Sales Workers: Jobs engaging wholly or primarily in direct selling. Includes: advertising agents and sales workers,insurance agents and brokers, real estate agents and brokers, stock and bond sales workers, securities, commodities,and financial services sales agents, demonstrators, sales workers and sales clerks, grocery clerks, andcashiers/checkers.

Administrative Support Workers: Jobs involving non-managerial tasks providing administrative and supportassistance, primarily in office settings. Includes: office support, bookkeepers, accounting and auditing clerks,dispatchers, data entry workers, collectors (bills and accounts), messengers and office helpers, shipping and receivingclerks, typists and secretaries, telephone operators, and legal assistants.

Craft Workers: Jobs requiring higher skill in areas including: construction (building trades craft workers and theirformal apprentices); natural resource extraction workers; installation, maintenance and part replacement of equipment,machines and tools; and some production occupations that are distinguished by the high degree of skill and precision.Includes: boilermakers; brick & stone masons; carpenters; electricians; painters; glaziers; plumbers, pipefitters &steam fitters; roofers; elevator installers; earth drillers; oil & gas rotary drill operators; blasters & explosive workers;mechanics; electric & electronic equipment repairers; millwrights; and tool & die makers.

Operatives: Jobs involving operation of machines, factory-related processing equipment, or equipment to facilitatethe movement of people or materials. These occupations require intermediate skill level and usually do not requiremore than several months of training. Includes: machine operators; electrical & electronic equipment assemblers;semiconductor processors; testers; graders & sorters; bridge & lock tenders; truck, bus or taxi drivers; industrial truck& tractor (forklift) operators; conveyor operations; and hand packers & packagers.

Laborers and Helpers: Jobs requiring limited skills and brief training to perform tasks that require little or noindependent judgment. Includes: production & construction worker helpers; construction laborers; refuse & recyclablematerials collectors; landscapers, grounds maintenance workers, and laborers performing lifting, digging, mixing,loading and pulling operations.

Service Workers: Jobs in food service, personal service, cleaning service, and protective service occupations. Skillmay be acquired through formal training, job-related training or direct experience. Includes: food service workers;medical assistants and other healthcare support occupations; transportation attendants; cleaners; janitors; porters;transit and railroad; police and fire fighters; guards; private detectives and investigators.

Acknowledgement of Stormwater Management Ordinance and Environmental Consent Decree

By indicating below, we acknowledge receipt of the Stormwater Management Ordinance and EnvironmentalConsent Decree. Both documents can be found on the City of Rockford website at https://rockfordil.gov/city-departments/public-works/engineering-division/stormwater-environmental-team/stormwater-consent-decree/

I have been provided access to the City of Rockford Stormwater Management Ordinance and theEnvironmental Consent Decree and agree to comply with the terms outlined therein.

Person, Firm or Corporation

Authorized Signature

By indicating below, we acknowledge receipt of the addenda listed.

Addendum Date

Addendum Date

Addendum Date

Addendum Date

Addendum Date

Person, Firm or Corporation

Authorized Signature

Acknowledgement of Addenda

Section 3Bid/RFP

Specifications

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 1

WATERMAIN CAPACITY-FIRE HYDRANT FLOW TESTING AND ASSESSMENT PROGRAMRFP NO.: 720-W-086

1.0 OVERVIEW

The City of Rockford is requesting proposals for a complete water main capacity-fire hydrant assessment andflow-testing program from an experienced professional services firm with extensive experience in waterdistribution system fire hydrant assessment, operation and information management to assess and evaluate allthe fire hydrants in the City of Rockford’s water distribution system, including GIS Verification and Updates.

The City of Rockford has two goals with this project:

1. Primary: Perform water main capacity-fire hydrant flow testing and assessment on the distribution systemto such an extent as to make recommendations for further study in target areas, based on hydraulicperformance.

2. Secondary: With 1,000 hydrants being actively tested, additional documentation required will be locations,physical information, and operational conditions of fire hydrants in the water distribution system throughthis program. Improve the operability of the fire hydrants by inspecting, trouble shooting, and reportinghydrant conditions. The information derived from this fire hydrant flow testing program shall be recordedand maintained in a secure, web-based database program compatible and up-loadable to the Utility’s GISsystem.

The City of Rockford is desirous of a professional services firm that will develop, plan and execute a watermaincapacity-fire hydrant flow testing and assessment program to: locate, inspect, assess, operate, record waterflow, mark, and perform simple maintenance as needed, calculate potential fire flow at 20 PSI, and create adeliverable database in a format suitable and compatible with the City of Rockford’s current GIS/Databasesystem. As a part of this program, fire hydrants requiring additional work (requiring backhoe excavation) inorder to bring them to full operability shall be inventoried and entered into a database work order system,compatible with the City, where they will be prioritized according to condition and criticality. Results will includeindividual reports of the location of all fire hydrants including the attribute data associated with that firehydrant. Recommendations for refining of the scope and value of an ongoing system-wide program will also bemade based on the overall evaluation of the criticality of every fire hydrant. The final report shall be submittedwithin thirty (30) days after completion of project in a detailed report. Periodic reports may be required asdetermined by the City of Rockford.

2.0 PROPOSAL REQUIREMENTS

2.1 Evaluation of Proposal. An evaluation team using set criteria will evaluate the proposals. Two (2) originals andone (1) electronic copy on a flash drive of the proposal shall be submitted. The evaluation team may consist ofrepresentatives from the Public Works, Information Technology, Fire and Finance Departments. Evaluationcriteria to be used are listed below, each with an assigned point value, for a total possible score of 100.

Scope of Work, Project Approach and Project Management 25 pointsFirm Experience 25 pointsExperience of Key Personnel 25 pointsProposal Price 25 points

No contract shall be awarded except to responsible firms capable of performing the class of product and servicedescribed. Before being considered for the award, firms may be required to show evidence of the necessaryexperience, facilities, equipment, ability and financial resources to perform the work in a satisfactory mannerand within the time stipulated. The City of Rockford shall make the final determination as to the firm’s abilityprovide the desired product and service.

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 2

2.2 Contract Length. The contract period shall be from the date of award through November 30, 2021 with thepossibility of four (4) one-year extensions.

2.3 Contact. All questions shall be submitted in writing by Tuesday, July 28, 2020 to Dajana Glisic, Financial Analystat dajana.glisic@rockfordil.gov. Any oral communications will be considered unofficial and non-binding.

2.4 Firm Experience. The proposer shall provide a company overview covering all the services provided. This shouldinclude its primary line of business, how long the company has been in business, and how long the company hasbeen providing fire hydrant assessment services with regard to this proposal.

The proposer will submit at least five (5) project references where the proposer has completed similar work insize and scope in the last three (3) years. This submittal will include the following:

A brief description of the work completed. Contracted amount. Time required completing the project. Findings of the project. Projected annualized cost saving to the CITY/UTILITY authorizing the project. Contact names, phone numbers, addresses, and e-mail addresses of the CITY/UTILITY authorizing the

project.

2.5 Experience of Key Personnel. The proposer shall provide the name of the assigned project staff for all activitieswith the City. Brief resumes of key personnel shall be provided including 2-3 recent projects.

2.5.1 Minimum Experience Required.

The Project Manager for this project shall have a minimum of six (6) years of continuous field andsupervisory experience in the areas defined within the project specifications. This person shall beonsite at project startup, make periodic onsite inspections of the worksite, monitor the projectprogression and be available to (in communication with) the Utility, the Director of InfrastructureMaintenance and the Project Leader to answer questions and assist with the successful completionof this project. This person shall be trained (certified where applicable) in traffic control – technician& flagging (MUTCD Standards), confined space entry, CPR and First Aid. The Project Manager willhave a minimum of an OSHA 10 Hour Card in General Industry (OSHA Standard 1910). An OSHA 30Hour Card is preferred.

A Project Engineer with a minimum of six (6) years of continuous field and supervisory experience inthe areas defined within the project specifications. This person shall be a professional engineer,make periodic onsite inspections of the worksite, monitor the project progression, review hydraulicand pressure issues and be available to (in communication with) the Utility, the Utility Supervisorand the Project Leader to answer questions and assist with the successful completion of this project.

The Project Leader for this project shall have a minimum of three (3) years of continuous fieldexperience in the areas defined within the project specifications. The Project Leader is required tobe onsite at all times during this project. This person shall be trained (certified where applicable) intraffic control – technician & flagging (MUTCD Standards), confined space entry, CPR and First Aid.The Project Leader will have an OSHA 10 Hour Card in General Industry (OSHA Standard 1910). TheProject Leader is required to be a part of and leading the GIS effort at all times during this project.This person shall be trained (certified where applicable) in GIS, GPS, CAD Mapping and DatabaseManagement.

A Field Technician is not required to have experience if the professional services firm has employedhim/her for less than one (1) year. However, the City prefers the Technician to have completed

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 3

training (certified where applicable) in traffic control and flagging (ATSSA and/or MUTCD Standards),confined space entry, CPR and First Aid within six (6) months of his/her hire date. TheTechnician/Laborer will also have an OSHA 10 Hour Card in General Industry (OSHA Standard 1910)within the same six (6) month period.

2.6 Project Approach and Project Management. The proposer shall complete a “Project Approach” summary,demonstrating their complete understanding of fire hydrant flow assessment, water main capacity, and GISmapping methodologies to be employed. This summary shall be a narrative describing the proposer’s plannedfire hydrant flow assessment evaluation methodology and approach to the project. A comprehensive projectmanagement plan and planned auditing techniques shall be outlined. Proposer shall account for potentialproblems to be expected and techniques to be employed for solving those problems especially in the area oflimited data, inoperable fire hydrants, and access to fire hydrants. Quality Control and Quality Assuranceprocedures shall be outlined in this section, thus insuring the accuracy of the analysis of the data.

The proposer will outline their proposed Project Management System relating to the objectives of the City ofRockford’s project. The Project Manager and Project Engineer’s responsibilities will be clearly spelled out as wellas the responsibilities of the two-person field team consisting of a Field Project Leader and a Field Technician,with task assignments clearly spelled out. This will identify who has the authority to speak on behalf of theproposer for progress reports, and any changes to the project that may affect the outcome and completion ofthe project.

2.7 Proposed Schedule. The proposer will submit as part of the proposal, a work schedule detailing the work plan.This will include a time and date estimate for each task session of the project. A calendar or Gantt chart timelinewould be helpful for detailing the work proposed. This schedule shall include time and dates from the kick-offmeeting to the submission of the final report. Interim reporting will be detailed as well as the day-to-day activitymonitoring.

2.8 Firm Price Proposal. The proposer shall provide a price proposal including a unit price (per fire hydrant) for thewatermain capacity-fire hydrant flow testing and assessment program. These unit prices will include all costsassociated with the watermain capacity-fire hydrant flow testing and assessment program for approximately1,000 fire hydrants in the distribution system.

3.0 SPECIFIC REQUIREMENTS

3.1 Safety. The City of Rockford is committed to the safety of its personnel and the general public. The proposermust comply with all the City’s safety requirements and those of the City, County, State and FederalGovernment. The submitting firm will provide their safety record (last three years) and a project safety plan. Asa part of the City’s Safety and Risk Management plans, Two Man Project Teams are required and will worktogether during the course of the project. The use of one-man project team is not acceptable and will beconsidered non-responsive as it relates to this Proposal.

The proposer will adhere to the following:

Proper PPE (personal protection equipment) shall be worn at all times. A class III reflective safety vest will beworn for all work. Class II is not acceptable.

The Project Team will follow all traffic safety rules, as is designated by the Utility, The Department of Labor,OSHA and the State Department of Transportation. Project personnel will be trained (certified wereapplicable) by an organization such as the AMERICAN TRAFFIC SAFTEY SERVICES ASSOCIATION (ATSSA), inTraffic Control and Safety (MUTCD Standards).

The Project Team will follow all procedures regarding Work Place First Aid & CPR, as is designated by theUtility, The Department of Labor and OSHA. Project personnel will be trained (certified where applicable) in

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 4

First Aid & CPR. The Project Manager, Project Engineer, and the Project Leader will be trained in accordance with OSHA

Standard 1910 (General Industry) and be in possession of an OSHA 10 Hour or 30 Hour Card.

4.0 DETAILED REQUIREMENTS

4.1 Scope of Services to be Provided. The proposer shall develop, plan and execute a program to locate, inspect,assess, operate, record water flowed, mark, grease, create a deliverable database in a format suitable andcompatible with the City’s current GIS/Database system platform, and create work orders for fire hydrants in aGIS based data collection/asset management program. This program will address all fire hydrants throughoutthe City’s water distribution system.

Engineering Assessment of fire-flow and water main capacities with recommendations for further study intarget areas, based on hydraulic performance.

Perform an analysis of the condition and criticality of each fire hydrant. This will be done based on the sizeof the water mains that feed the fire hydrant; proximity of critical services; location of the fire hydrant inrelation to roads or other structures; location of the fire hydrant in relation to water production plants,pump stations and/or water towers/storage tanks, and actual operability of the fire hydrant.

Inspection of all fire hydrants for appearance, accessibility, leakage and functionality in accordance with theAWWA M-17 manual, NFPA 291 and ISO requirements. Please see Appendix A for specific requirementsregarding the Fire Hydrant inspection, GIS/GPS, and documentation.

Operation of each of the located fire hydrants to such an extent as to insure its ability to operate and fully“flow” upon demand per Appendix A. Adherence to the AWWA M-17 manual, NFPA 291 and ISOrequirements is required.

Compilation of the fire hydrant information collected by means of a fire hydrant online/web, GIS baseddatabase with hard copy reproduction capabilities. The database shall be compatible with the majority ofGIS systems that support Open Database Connectivity (Appendix A).

Locations of all fire hydrants in such a manner that will allow their positions to be known and readily re-creatable by Utility personnel upon demand.

DOCUMENTATION AND COMMUNICATION

The proposer is expected to perform the following:

Information collected by the Project Team during the watermain capacity-fire hydrant flow testing andassessment program and any other information provided by the City shall be regarded as CONFIDENTIALand will not be shared without permission from the City.

Pressure gauges to record flow and pressure shall be tested weekly with testing records logged.

A fire hydrant assessment log of activity will be included with the final report that will include the following: Areas work performed in. Type of problems observed. Location of problems discovered. Mapping errors on the water atlas. Recommendations of fire hydrants installations for better fire suppression control. Fire hydrants to be assessed by criticality.

A Final report will be prepared at the completion of the project which will include all water main capacitytest results, fire hydrant assessment reports and other problems found in the system during the course ofthe watermain capacity-fire hydrant flow testing and assessment program that need the attention of the

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 5

City of Rockford Water Division. This final report shall be made available for submission to the WaterDivision within thirty (30) working days of the completion of the fieldwork.

The final deliverable shall be a complete fire hydrant database accessible by the City “on line” (web based)with appropriate users name and password. The database shall be available for at least one (1) monthfollowing project completion or until all test data is uploaded into the City’s GIS database and the City hasreceived hard copies.

Reports of fire hydrant assessment and capacity data shall be available from an export of the database intoExcel.

If requested, the Professional Services firm shall present findings of the watermain capacity-fire hydrantflow testing and assessment program to the City at a City Council Meeting at no additional charge.

ASSUMPTIONS AND SERVICES PROVIDED BY THE CITY OF ROCKFORD

The City of Rockford Water Division will furnish all maps, atlases, and records necessary to properly conductthe watermain capacity-fire hydrant flow testing and assessment program. Digital copies of the map(AutoCAD, ArcView) will be provided if available.

The City of Rockford Water Division will assist as necessary where traffic control may be extreme.

The City of Rockford Water Division will also make available, on a reasonable but periodic basis, certainpersonnel with a working knowledge of the water system who may be helpful with inoperable or difficult tooperate fire hydrants and for general information about the water system. This person will not need toassist the Project Team on a full time basis, but only on an “as needed” basis.

The Utility will assist, if needed, to locate all nonmetallic pipes within the service area.

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 6

APPENDIX A

GPS LOCATION Once the assets have been located, the Project Team will perform the following for assets that do not already

have accurate GPS coordinates. The Project Team will collect GPS Coordinates of all assets assessed using the above “Scope of Work”. The Project Team will work with the Utility to develop a “data dictionary” which will define the information to

be collected for each attribute. The Data dictionary shall have the following but not limited to:o Date and time the information was gathered.o The unique identifying number for each attribute consistent and compatible with system presently

employed by the Utility.o Location for each attribute referenced by Latitude and Longitude coordinates generated from the GPS

location based on the WGS 1984 datum.o Type of Attribute.o Offset information if the attribute needs to have the location determined by an offset coordinate due to

blocked signals from the GPS satellites.o Any other data required to be collected as part of the attribute data set as defined by the Data

Dictionary. This Data Dictionary will be assembled by the Project Team and the Utility. The accuracy of each GPS location will be sub-meter. GPS locations will need to have readings from at least four satellites in position and a reading from a local GPS

beacon, or five satellites for the position to be considered accurate as a differentially corrected GPS location. “PDOP” readings need to be less than six (6). “PDOP” readings greater than six (6) will not be considered as

accurate locations. “HDOP” readings need to be less than four (4). “HDOP” readings greater than four (4) will not be considered as

accurate locations. Position of the GPS satellites shall be given primary consideration. The position of the satellites shall be recorded

as part of the data. If the satellites are low on the horizon, it is expected that the project team will wait until theposition is better before attempting to gather the GPS position. Data collected with the satellites low on thehorizon and/or poorly distributed shall not be considered valid.

The information collected will either be compiled into the Pathfinder Office or TerraSync™ software database forpost-processing or will be real-time corrected in the field using a Trimble R1 receiver in conjunction withTrimble’s Fieldpoint RTX real-time correction service. The data has the capability to export into a formatacceptable to the Utility such as Microsoft Access, Microsoft Excel, .DXF file, .SHP file or .GDB file for use in theUtility’s GIS system.

DOCUMENTATION OF GPS LOCATIONSThe Project Team will provide a location report for each documented asset located, and/or a database, in a cloud-basedelectronic format agreed upon between the Utility and the Provider.

The GPS location data collected will be exported into a database for Utility use. The GPS data collected shall include but is not limited to the following information:

o Identifying number consistent and compatible with system presently employed by the Utility.o Location referenced by Latitude and Longitude coordinates using the WGS 1984 datum.o Location by street and cross-street names.o Type of structure.o Date and time data was collected.

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 7

GIS UpdatingThe Utility requires an Asset Management Program, Water Atlas Updating program to help improve records andinformation for the Utility’s distribution system.

The Utility will provide all relevant information to conduct the water atlas update program. All data will be provided inan electronic format. In the collection and review of the data, a hierarchical approach will be used.

Current information found in the water utility reports, maps, records, GPS data and files will be used as theinitial set of data. This information will be provided in an electronic format to the successful proposer.

Records such as, as-built drawings, installation records and related information will be made available forreference information for the Utility’s distribution system. Meeting with key Utility staff members to gatherinformation and knowledge about the water system will also be made available to the successful proposer whenneeded.

Base Maps will be provided by the Utility in an electronic format, preferably shapefiles or a file geodatabase forESRI. Base maps usually include county, street, and parcel information. The Provider will use this information asa reference for the data collection program.

System Verification of key assets and related appurtenances will be conducted to create a field verified atlaswhen necessary as determined by the Provider.

GPS Locations and coordinates of the water, waste water, or storm water system attributes will be provided bythe Utility in a suitable electronic format to the successful proposer.

Water mains on the updated atlas will be color coded based upon the size of main, valve structures will be colorcoded based upon operability, and hydrant structures will be color coded based upon flow rate and operability.

GIS Data Access will be available via an online/web, GIS-based system with access to our digital atlas and data. Asubscription fee for this service, if required, will be detailed on the price page of the RFP.

Photographs of each asset will be collected and stored within the online GIS system. These photographs willdisplay the visual condition as well as the location of the asset.

The Utility will receive the data in a format that best suits their needs, Excel, Access, file geodatabase, PMF(Published Map File), etc. on a flash drive after the project is completed.

DocumentationThe professional services firm will provide a fire hydrant assessment report for each fire hydrant located and providethe information in a fire hydrant report in an electronic format. The information will then be entered into a firehydrant online/web based database with hard copy reproduction capabilities. The report shall include, but not belimited to, the following fire hydrant information: Location and number. Physical damage or defect. Obstructions on or around the fire hydrant. Fire hydrant outlets face proper direction. Minimum ISO defined clearance between lowest outlet and ground. Auxiliary valve is present and visible. Condition of paint – correct color code. All outlets are cleaned and lubricated. Hydrant Status: Public or Private. Static pressure reading is taken. Operating stem is exercised and lubricated. Fire hydrant reflectors and markers are replaced and/or repaired.

Atlas Corrections and NotationsThe proposer will document and note any corrections needed on the Utility’s Atlas. These notations shall bedocumented as a part of the final report so the Utility can make corrections to their existing atlas.

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 8

Documentation and Operational Procedure Conduct a kick-off meeting with the Utility to cover the goals of the project and outline work procedures. The field

crew will meet daily or as agreed upon, with assigned Utility personnel to go over areas of the watermain capacity-fire hydrant flow testing and assessment program for the prior workday, and plan current day and areas to survey.

At the end of each day, or as requested, a list of any broken or inoperable fire hydrants will be turned in. Critical firehydrants that may be subject to breakage will be discussed as far as operation PRIOR to exercising to prevent loss offire protection.

Each step of the fire hydrant program will be identified and the fire hydrants assessed and operated will bedocumented in a written fire hydrant report detailing the entire process from start to finish.

Fire Hydrant Location The existence of all fire hydrants shown on the water maps will be verified by visual inspection. Fire hydrant Attributes will be located in such a manner that allows their positions to be known and readily accessed

by Utility personnel upon demand.

Fire Hydrant Appearance Condition of the paint. Verify color correctness, based on the utilities color scheme. Note the upright position of the fire hydrant. Note any evidence of being hit by a vehicle. Should bollards be installed to protect the fire hydrant? Should the fire hydrant be relocated away from traffic?

Fire Hydrant Accessibility Does the fire hydrant need to be [horizontally] raised, or lowered? Do the pumper port and nozzles face the correct direction? Does the fire hydrant need to be relocated? Is the soil surrounding the fire hydrant capable of supporting it

(important for proper breakaway)?

Fire Hydrant Functionality Are the nozzle/pumper threads in working condition? Do the nozzle/pumper ports require any maintenance or need to be replaced? Does the fire hydrant drain properly (dry-barrel)? Is the fire hydrant barrel still dry after pumping out the water and waiting a few minutes? Is it difficult to operate? Does it provide adequate fire-flow? Is the operating nut of the fire hydrant in good condition? Have the corners of the operating nut been rounded off (from people using a pipe wrench instead of a fire hydrant

key)? If it appears the fire hydrant has been illegally operated, should protective devices be installed to deter vandalism?

Water Main Capacity-Fire Hydrant Flow Testing and Assessment Program – Page 9

Fire Hydrant Inspection and Operation Procedure Check the fire hydrants appearance. Condition of paint and proper color-coding should be assessed. Does the fire hydrant need raised? Is it accessible and facing the correct direction? Repair or schedule a repair, as

necessary. Remove one nozzle/pumper cap and, using a listening device, check for main valve leakage. Repair or schedule a

repair, as necessary. Replace the nozzle/pumper cap, loose enough for air to escape. Open fire hydrant a few turns, allowing air to vent

from loose cap. Tighten cap. Open fire hydrant fully, checking for ease of operation. Repeatedly exercise the operating stem, as needed, to

remove buildup and promote better operation. If lubrication or stem replacement is required, perform or schedulethe necessary work.

With the fire hydrant fully pressurized, check for leakage around the flanges, nozzles/pumpers, seals, and operatingnut. Report to City of Rockford for repairs and maintenance.

Partially close the fire hydrant to open the drain outlets, and flush for 10 to15 seconds. Completely close the fire hydrant, and then open it a ¼ to ½ to relieve the pressure on the thrust bearing or packing. Remove a nozzle/pumper cap, and attach a diffuser. Flush the fire hydrant to remove foreign material. Close the fire hydrant and remove the diffuser. Place your hand over the nozzle/pumper to check for suction as the

water drains out of the barrel. For no-drain fire hydrants, the water must be pumped from the barrel. Check for fire hydrant leakage with a listening device. Remove all nozzle/pumper caps and inspect the threads. Clean and apply approved lubricant to caps and

nozzles/pumpers. Inspect cap chains for binding and ease of movement. Unbind, if able. Replace the caps and tighten them to the Utilities specification. Check operating nut lubrication and maintain as needed. Inspect breakaway device for damage. Verify GPS location of fire hydrant and correct location with new GPS point if necessary. Notify the Utility immediately of inoperable fire hydrants needing major repair. Due to the potential condition or deterioration of fire hydrants that may or may not have been operated in the past,

the service provider will not be held liable for any assets that fail or break, or the consequences of such failuresduring the operating procedures due to pre-existing conditions. Any assets that fail or break during operation will berepaired or replaced by the Utility.

The professional services firm shall notify the Utilities Director of their intent to operate a certain group of water firehydrants. Permission shall be obtained to perform the work, at least twenty-four (24) hours or one (1) working dayin advance of the intended start of that work.