The Vendor shall service, repair, and provide parts and supplies for the Department for the maintenance of District 6 chain-link fences and gates. Maintenance shall include but not limited to all maintenance, repair, replacement, and adjustment of equipment in response to conditions discovered during routine inspection by the Department, equipment breakdown, improper operations or occupant complaint. The Vendor must occupy an office and be engaged primarily in the provision of Fencing Services for no less than three (3) years. A designated representative of the Department shall meet with the Vendor and arrive at an agreement on the work to be performed and the timetable for performing the work. The Vendor shall administer and enforce any warranties already in existence or future warranties provided by the equipment supplies. The Vendor shall perform all work so that all warranties are maintained in full force and effect. If equipment repairs or replacement is covered by a warranty that includes cost of parts, equipment, and labor the Vendor shall not be entitled to additional reimbursement from the Department. Vendor shall perform work while the building is occupied; therefore, reasonable care shall be taken to provide adequate safe access to the Department personnel and public. The Vendor shall remove potential hazards in the environment resulting from the Vendor’s work or provide proper protection by placing appropriate warning signs such as signs, cones or barricades. Traffic Control and Protection shall be per Illinois Department of Transportation Standard Specifications and expenses; therefore, included in the hourly cost of the work being performed. The Vendor shall supply all necessary items needed to perform the scope of this contract and shall not use any State property such as tools, equipment, ladders, extension cords, etc. to perform any work under the contract. When on-site, all equipment, materials, and supplies shall be stored and handled in a manner approved by the Department, meeting State and Federal requirements on Fire and Safety precautions. All materials provided by the Vendor shall be new, unless otherwise approved by Department Staff, and in the accordance with the standards specified. Prior to award the vendor may be asked to submit to the Department price lists for commonly used parts and materials (excluding miscellaneous hardware and supplies) that vendor expects to use in performance of this contract. The Department shall review and approve the price list(s) found to be reasonable and will require the vendor to purchase necessary parts and materials from the approved sources. In cases where the vendor is required to acquire parts and supplies from alternate sources and at higher prices than approved list(s), the vendor shall receive the Department's approval of the cost prior to purchase. The vendor shall be compensated at the vendor's actual cost. The vendor shall submit Vendor Cost Invoices for parts and materials as proper documentation of costs upon billing the Department. Work shall be done in accordance with current trade practices and shall be completed in compliance with applicable state and local codes such as those listed in the BOCA National Building Code 1999, and Uniform Mechanical Code 2018, National Electrical Code 2020 NFPA-70, Illinois State Plumbing Code 2018 (Section 890 of Title 77 of the Illinois Administrative Code), and additionally any other local city ordinance or local amendments that have been added to the above. The Vendor shall report the existence of a defective equipment, controls, instruments and accessories, which may require the replacement or repairing. This information shall be given to the facility manager or their designee, and shall include: Defective item Location of the defective item Nature of the defect and impact on the building Detailed breakdown of the material and labor cost for replacement The replacement shall be made at once if authorized in writing by the Department Facilities Manager or Engineer. If the replacement is not in stock, Vendor shall order at once and make installation as soon as possible.
