Janitorial Service

Board President Board Trustee
Richard T. Pollack Ginger Haas
Board Vice President Board Trustee
Benjamin W. Bernsten Brad Long
Board Clerk/Treasurer Executive Director
Richard Mowris Christopher T. Baer Y
FOUR RIVERS SANITATON AUTHORITY L
REQUEST FOR PROPOSALS #26-206
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JANITORIAL SERVICE
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Date: March 24, 2026
Name of Proposing Firm: ________________________________________ __________
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Address: _____________________________________________________________
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City: _________________________________ State: ___________ Zip: ___________
Phone: ___________________________ Fax: ____________S___________________
Email: _________________________________ O
Proposal Due Date and Time: 4:00 p.m., April 14, 2026
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Proposals will be accepted until the specified due date and time. Any proposal delivered
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after the due date and time will be refused.
Mandatory Pre-Proposal Meeting: Y U
Performance Bond: N
Bid Bond: Y P
Prevailing Wage: N
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PLEASE MARK THE RETURN SEALED ENVELOPE:
1. Proposal Due Date and Time
2. Title of Job E
3. Proposal Number
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SEND PROPOSALS TO:
Four Rivers Sanitation Authority
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3501 Kishwaukee Street
Rockford, IL 61109
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If the proposer chooses to hand-deliver their proposal, it must be deposited in the Bid Box in the
Rmain lobby or handed to the Customer Service receptionist of the Graceffa Administration
Building, 3501 Kishwaukee Street, Rockford, IL 61109, between the hours of 8:00 A.M. and 4:00
OP.M., Monday through Friday, except for holidays.
FPROPOSALS WILL NOT BE ACCEPTED BY FAX OR EMAIL.
The Illinois Department of Human Rights registration number must be provided with the
proposal on the proposal due date.
Proposal results are available after contracts are awarded at the Regular Meeting of the
Board of Trustees, held on the fourth Monday of the month. Please call 815-387-7425 or visit
fourrivers.illinois.gov
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SECTION I
NOTICE
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REQUEST FOR PROPOSALS #26-206
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JANITORIAL SERVICE
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NOTICE
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FOUR RIVERS SANITATION AUTHORITY
REQUEST FOR PROPOSALS #26-206
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JANITORIAL SERVICE
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Four Rivers Sanitation Authority (FRSA, Authority) will receive sealed and signed proposals for
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Janitorial Service. Proposals must be submitted to the Four Rivers Sanitation Authority
Graceffa Administration offices located at 3501 Kishwaukee Street, Rockford, Illinois 61109
until 4:00 p.m., April 14, 2026.
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The scope of this proposal involves providing janitorial service in buildings throughout the FRSA
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Plant, Graceffa Administration Building, and North Facility.
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Each bid must be accompanied by cash or a certified or bank cashier's check on a solvent bank
or trust company, drawn to the order of the Four Rivers Sanitation Authority, or an acceptable Bid
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Bond on the form attached, in an amount not less than ten percent (10%) of the total bid price.
This sum is a guarantee that, if the proposal is accepted, a contract will be entered into.
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Copies of the RFP for review purposes only arRe available through the Four Rivers Sanitation
Authority website fourrivers.illinois.gov. Proposal documents for submittal are available by
contacting Purchasing at purchasing@foUurrivers.illinois.gov or (815) 387-7425. For more
information, visit the Four Rivers Sanitation Authority website at fourrivers.illinois.gov.
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The Authority will conduct a MANDATORY pre-proposal meeting and building tour at 10:00
A.M, March 31, 2026. The meeting will begin in the Board room of the Graceffa Administration
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Building at 3501 Kishwaukee St., Rockford, IL 61109.
No proposal is to be withdrawn without the consent of the Authority for sixty (60) days after
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the closing time of receiving the proposals.
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Four Rivers SanVitation Authority reserves the right to reject any or all proposals, or any part
thereof, or to accept any or all proposals, or any part thereof, or to waive any formalities in any
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proposals, deemed in the best interest of the Four Rivers Sanitation Authority.
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The Authority will confirm any award decision in writing, to the successful offeror.
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Lisa Mittel
Assistant Director of Management Services
Four Rivers Sanitation Authority
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SECTION II
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GENERAL SPECIFICATIONS AND INSTRUCTIONS
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REQUEST FOR PROPOSALS #26-206
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JANITORIAL SERVICE
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GENERAL SPECIFICATIONS AND INSTRUCTIONS
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FOUR RIVERS SANITATION AUTHORITY
REQUEST FOR PROPOSALS #26-206
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JANITORIAL SERVICE
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2.1 Important Dates
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* Proposal Release Date: March 24, 2026
* Mandatory Pre-Proposal Meeting & Walkthrough: 10:00 A.M., March 31, 2026
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* Last Day to Accept Questions: April 7, 2026
* Last Day to Issue Addenda: April 9, 2026
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* Proposal Due Date: 4:00 P.M., April 14, 2026
* Interviews: TBD S
* Anticipated Award Date: April 27, 2026
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2.2 Proposal Preparation
Where applicable, the respondent must submit their proposal on the forms the Authority
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provides in this document. The respondent must complete all applicable blanks.
Respondent may submit additional information as they believe necessary on their
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stationery, under signature of the authorized representative who completes this
document's forms.
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If this Request for Proposals contains inconsistencies or contradictions between sections,
Section III - Detailed SpecificationsP supersede Section II - General Specifications, which
supersede Section I - Notice. No warranty is made or implied as to information
contained in these specifications.
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An authorized officer or individual must sign the proposal. The authorized signature must
be the individual owner of a proprietorship, a general partner of a partnership, or the
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corporation officer who is authorized to sign for a firm and whose title is affixed.
All prices and notaItions must be in ink or typewritten. The respondent may cross out
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mistakes and type corrections adjacent to the point of error. The person who signs the
proposal must initial such corrections, in ink. If the Authority finds a respondent's entry
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to be illegible, it may, at its sole discretion, reject the proposal.
2.3 RSubmission of Proposals
The Authority will not receive proposals in an electronic format, by e-mail or internet or
by facsimile. The respondent must return their proposal, clearly marked as "Request for
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Proposal #26-206: Janitorial Service". The Authority cannot ensure that the sealed
proposal will not be prematurely opened if the respondent does not properly label
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their proposal envelope.
Proposals sent via USPS or other package delivery service should be addressed to:
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Four Rivers Sanitation Authority
3501 Kishwaukee Street
Rockford, IL 61109
If the respondent chooses to hand-deliver their proposal, it must be deposited in the Bid
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Box or handed to the Customer Service receptionist in the lobby of the Graceffa
Administration Building, 3501 Kishwaukee Street, Rockford, IL 61109, between the hours
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of 8:00 A.M. and 4:00 P.M., Monday through Friday, except for holidays.
The Authority cannot represent or guarantee that any information submitted in response Lto
the Invitation to Bid will be confidential. If the Authority receives a request for any document
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submitted in response to the Invitation to Bid, the Authority's sole responsibility will be to
notify respondent of a request for such document to allow the respondent to seek protection
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from disclosure in a court of competent jurisdiction. No documentation will be provided under
FOIA until the contract has been awarded.
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2.4 Bid Security
Each bid must be accompanied either by cash, an original certifiedE or bank cashier's check
on a solvent bank or trust company, or a bidder's bond (form attached) from acceptable
surety, drawn to the order of the Four Rivers Sanitation AuthSority in an amount of not less
than ten percent (10%) of the bid price, issued by a surety company licensed to conduct
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business in the State of Illinois and named in the current list of "Surety Companies
Acceptable On Federal Bonds" as published in the Federal Register by the Audit Staff
Bureau of Accounts, U.S. Treasury Department. PFailure to provide a Bid Security in the
amount specified will constitute sufficient cause for rejection of the bid.
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Within three (3) days after the opening of bids, the bid securities of all but the three lowest
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bidders will be returned. The bid security of the remaining two unsuccessful bidders will
be returned within three (3) days after the execution of the contract, or, if no such contract
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has been executed, within sixty (60) days after the date of opening of bids. The bid security
of the successful bidder will be returned only after he has duly executed the contract and
furnished the required insuWrance.
2.5 Illinois Department of Human Rights Registration Number
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All proposers, regardless of location, must provide an Illinois Department of Human
Rights Registration Number with the proposal on the due date. This number must be
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written or typed on the line in the Fair Employment Affidavit of Compliance (included in
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the documents you receive). The following link may be used to access the website where
the numbEer can be obtained: https://dhr.illinois.gov/public-contracts.html
2.6 RExceptions
Exceptions to any part of the requirements stated in this request must be clearly identified
as exceptions. The stated exceptions and any alternatives offered must be included in
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Section 3 at the specific point at which the exception is taken (see "Proposal Response
Format").
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Submission of a Proposal indicates acceptance by the Proposer of the conditions
contained in this Request for Proposals, unless clearly and specifically noted in the
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Proposal submitted and confirmed in the contract between FRSA and the Proposer
selected.
2.7 Proposal Response Format
Submit three hard copies of the proposal and one copy on a flash drive. Proposal format
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should conform to that prescribed below:
Section 1 - Required Documents Y
1. Proof of required insurance (COI, additional insured endorsements)
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2. Qualification Form
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3. Proposal Form
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4. Fair Employment Practices Affidavit of Compliance
5. Forms of Affidavit
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Section 2 - Executive Summary/Overview
Executive Summary - An executive summary deEtailing the Proposer's
competence, qualifications, past experience, and number of years providing
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Janitorial Service as described in this RFP. The summary should explain the
Proposer's understanding of the Authority's intent and objectives and how their
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Proposal would achieve those objectives.
Section 3 - Main Body of Response
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Include a complete copy (all pages and content) of this RFP document and
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Specifications document with all sections completed. Proposers must provide
a complete, point-by-point response whereby the proposer responds to or
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acknowledges all proposal specifications, requirements and contract terms.
Incomplete documents may be deemed unresponsive and therefore eliminated
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from consideration.
2.8 Taxes
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This Authority is exempt, by law, from paying Federal Excise Tax and Illinois Retailers'
Occupational Tax. Therefore, the respondent must exclude those taxes from their
proposal. The Authority's tax exemption number is E9992-3696. The respondent must
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include all applicable taxes in their proposal price.
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2.9 Withdrawal of Proposals
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At any time prior to the scheduled proposal deadline, the respondent may withdraw their
proposal. In order to do so, they must submit a written request to the Director of
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Management Services.
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2.10 Acceptance of Proposals/Form, Preparation, and Presentation of Proposals
If the proposal contains any omissions, erasures, alterations, additions or items not called
for in the itemized proposal, or contains irregularities of any kind, such may constitute
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sufficient cause for rejection of proposal. In case of any discrepancy in the unit price or
amount proposed for any item in the proposal, the unit price as expressed in figures will
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govern.
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The Authority may reject all or part of any or all proposals, for any reason. The Authority
may accept all or part of any proposal or waive any formalities if it decides such action is
in the Authority's best interest.
The Authority will only consider proposals that conform to the intent of this document. The
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Authority will reject proposals that contain one or more exceptions if the Authority
determines that non-conforming proposals deviate from the intent of these specifications.
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The Authority's decision is final, and the Authority's procurement procedures contain no
appeal provision.
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2.11 Laws and Regulations
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The respondent who is awarded the contract must comply with all laws of the United
States of America, the State of Illinois, and all lawful regulations of the Four Rivers
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Sanitation Authority and the respective cities and villages in which the professional
service and material supplied is to be performed respecting labor and compensation and
all other statutes, ordinances, rules and regulations applicable and haSving the force of the
law.
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A. Illinois Regulations
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1. In accordance with Illinois Public Act 102-0265, the Four Rivers Sanitation Authority is
required to make a good faith effort to collect Oand publish certain demographic
information provided by vendors and subcontractors doing business with the Authority.
The Act requires FRSA to report whether a Pvendor or subcontractor is a minority,
women, or veteran-owned business as defined by Illinois Law. In addition, the
Authority is required to disclose if the buRsiness is certified as a small business under
federal Small Business Administration standards. The successful proposer will be
required to provide this information Uupon contract award.
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2. Public Act 96-929 (30 ILCS 570) provides that Illinois residents be employed on Illinois
public works projects, provided there has been a period of excessive unemployment
(5%) in the State of IlliWnois as defined in the Act; and, further, that Illinois workers are
available and capable of performing the particular type work involved.
3. Public Act 101-02E21 requires that any party to a contract adopt and promulgate written
sexual harassment policies that include, as a minimum, the following information:
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a. tVhe illegality of sexual harassment
b. the definition of sexual harassment under Illinois State law
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c. a description of sexual harassment, utilizing examples
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d. my (our) organization's internal complaint process including penalties
e. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights and the Illinois Human Rights
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Commission
O f. directions on how to contact the Department and the Commission
g. protection against retaliation as provided by Section 6-101 of the Illinois
F Human Rights Act
Upon request, this information must be provided to the Illinois Department of Human
Rights and Authority.
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4. With regard to nondiscrimination in employment, the Contractor for this project will be
required to comply with the Illinois Fair Employment Practices Commission's Rules and
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Regulations.
5. The Contractor for this project must comply with the Occupational Safety and Health AcLt.
6. The Contractor for this project must comply with the Federal Drug-Free WorkplaNce Act.
7. Americans with Disabilities Act - The Contractor for this project will comply with all
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applicable requirements of the Americans with Disabilities Act of 1990 (ADA). The
Contractor will hold harmless and indemnify Four Rivers Sanitation Authority
(AUTHORITY) and their representatives from all:
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a) suits, claims, or actions
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b) costs, either for defense (including but not limited to reasonable attorney's fees and
expert witness fees) or for settlement S
c) damages of any kind (including but not limited to actual, punitive, and compensatory
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damages)
relating in any way to or arising out of the ADAP, to which said firm is exposed or which
it incurs in the execution of the contract.
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2.12 Terms
A. Payments to the Successful Respondent. If the Authority receives an acceptable
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invoice for conforming materials prior to the fifth day of the month, the Authority will issue
payment before the fifth day of the succeeding month. If received on or after the fifth day
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of the month, payment will be issued the following month.
B. Default. In case of default, the Authority will procure the materials and service
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described in this Request for Proposals from other sources. The Authority to hold the
defaulting successful respondent responsible for any excess cost incurred. The defaulting
successful respondeEnt must make such payment no more than sixty (60) calendar days
after the Authority notifies the successful respondent, in writing, of such an occurrence.
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C. Delivery Hours. Unless otherwise specified, all items must be delivered to: Four
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Rivers Sanitation Authority, 3333 Kishwaukee Street, Rockford, Illinois, 61109, Monday
through FEriday, between the hours of 7:30 A.M. and 3:00 P.M., excluding holidays.
In the unlikely event that the Authority is picketed by its employees or by a third party, or
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if any labor-management dispute between the Authority and its employees or third parties
becomes known to the successful bidder, then in such event and during the course of any
such picketing or labor-management dispute, the successful bidder must continue to carry
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out the terms and conditions of this contract as if such pickets were not present or such
Olabor-management dispute did not exist.
D. F.O.B. Point and Shipping Charges. All prices must be quoted F.O.B. destination,
F Four Rivers Sanitation Authority, 3333 Kishwaukee St., Rockford, Illinois, 61109. All
shipping, handling and freight charges must be included in the proposal amount.
E. Use of Authority Name Prohibited. In the absence of the Authority's written
permission, the successful respondent must not use the Authority's name in any form or
medium of public advertising.
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2.13 Quantities Estimated Only
The estimated quantities of the various items of work and materials, as set forth in the bid
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form, is approximate only and is given solely to be used as a uniform basis for the
comparison of bids. The quantities actually required to complete the contract work may be
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less or more than so estimated, and if awarded a contract for the work specified, the
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Contractor further agrees that they will not make any claim for damages or for loss of profits
or for an extension of time because of a difference between the quantities of the various
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classes of work assumed for comparison of bids and quantities of work performed.
2.14 Investigation
It is the responsibility of the respondent to make any and all investigaStions necessary to
become thoroughly informed of what is required and specified in the proposal. No plea of
ignorance by the respondent of conditions that exist or that may hEereafter exist as a result
of failure or omission on the part of the respondent to make necessary examinations and
investigations will be accepted on a basis for varying the reqSuirements of the Authority or
the compensation of the respondent.
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2.15 Addenda and Interpretation
No interpretation of the meaning of the Plans, Specifications, or other Contract Documents
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will be made to any proposer orally. Requests for interpretation must be emailed to
Purchasing@fourrivers.illinois.gov or mailedR to Four Rivers Sanitation Authority, 3501
Kishwaukee Street, Rockford, Illinois, 61109. Any and all such interpretations and any
supplemental instructions will be in the foUrm of written addenda. To be given consideration,
such request must be received at least five (5) business days prior to the proposal due date.
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If the Authority issues written addenda, such addenda become part of the contract
documents. Not less than three (3) business days prior to the proposal due date, the
Authority will post the addeWnda, if any, on its website at fourrivers.illinois.gov, and distribute
the addenda via email to each recipient of the specifications, at either the:
* Email address to which the Authority emailed the original RFP document; or
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* Corrected email address prospective proposer furnished
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A proposer that does not receive the Authority's addenda, and who has previously
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submitted a proposal, is not relieved from any obligation in the proposal they submitted.
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2.16 Contract Form
No more than ten (10) business days following the contract award, the successful
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respondent must submit a completed Contract Form to the Authority's Assistant Director
of Management Services. The Contract Form is part of this Request for Proposals. By
their mutual agreement, the successful respondent and Authority may supplement this
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contract form or replace it with an alternative document. If the successful respondent fails
to complete the agreed upon Contract Form within the specified time, they are in material
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default.
F 2.17 Contract Termination
A. Respondent's Unacceptable Performance. If the successful respondent fails to
provide materials and service in conformity with this Request for Proposals, the Authority
will notify them in writing. If the successful respondent fails to correct the performance
deficiency to the Authority's satisfaction within five (5) working days after they receive the
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