1-ESC Server Room ITB .docx.pdf

SCHOOL DISTRICT U-46

INVITATION TO BID (ITB)

for

EDUCATIONAL SERVICES CENTER (ESC)

SERVER ROOM

Dry Fire Suppression System and HVAC Upgrade

U-46 Project No. 335-25

September 8, 2025

INVITATION TO BID

DISTRICT PROFILE

School District U-46 serves 11 communities across 90 square miles within Chicago’s northwest suburbs, including Bartlett, Elgin, Hanover Park, South Elgin, Streamwood and Wayne and portions of Carol Stream, Hoffman Estates, St. Charles, Schaumburg, and West Chicago. The District is located approximately 45 minutes west of downtown Chicago, and includes communities within Cook, DuPage, and Kane counties. District boundaries are NOT contiguous with county, city, village boundaries. During the 2023-2024 school year, more than 35,000 preschoolers through 12th graders attend the 57 District schools and programs. With a renowned Dual Language program, our vibrant student population lists 95 home languages, and more than half of our students are from Hispanic families. Nearly 40 percent of our students are English Learners with more than 11,000 students developing bilingualism and biliteracy skills in our U-46 classrooms. On any given day, children are speaking both English and Spanish as they discuss concepts in language arts, math, science, and more.

KEY TERMS

Invitation to Bid: A business document referred to as an ITB that announces the initiation of the procurement process, describes the need, and solicits proposals from qualified contractors. The ITB process is used to gather information without committing to purchase until the best product or service is identified.

Bonfire eProcurement System: Online bidding/RFP portal that U-46 utilizes to administer the bidding process. U-46 requires all vendors who intend to submit a proposal to register through the U-46 Bonfire eProcurement System (Bonfire). During the bidding process, Bonfire is the sole avenue by which potential vendors will receive all documents, addenda and/or clarifications published in connection with this bid.

KEY DATES

Bid Published in Bonfire September 8, 2025 @ 8:00 AM CST

Mandatory Pre-Bid Meeting September 15, 2025 @ 3:30 PM CST

Vendor Questions Due in Bonfire Portal September 17, 2025 @ 12:00 PM CST

Responses Issued by District in Bonfire Portal September 23, 2025 @ 12:00 PM CST

Bid Submissions Due September 29, 2025 @ 3:00 PM CST

Anticipated Approval by Board of Education November 3, 2025

Anticipated Date of Purchase Order November 17, 2025 https://u-46.bonfirehub.com/login https://u-46.bonfirehub.com/login

Invitation to Bid (ITB)

Attached, you will find a solicitation by the Board of Education for: EDUCATIONAL SERVICES CENTER

(ESC) SERVER ROOM

If you are interested in submitting a bid proposal, please observe the following:

1. The Invitation to Bid (ITB) is being published by:

School District U-46 355 E. Chicago Street Elgin, IL 60120

THE BID PROPOSAL MUST BE SUBMITTED ON OR BEFORE:

September 29, 2025 @ 3:00 PM CST

School District U-46 utilizes Bonfire, an electronic bidding system. Please use the following link to participate in this bid:

BONFIRE

The Bid opening will be held via Zoom Meeting on the date and time indicated above. The link for the public bid opening is posted in Bonfire under “Public Files.

2. All bidders must attend a mandatory pre-bid meeting on September 15, 2025 @ 3:30 PM CST located at 355 E. Chicago Street, Elgin, Illinois 60120. Parking may be limited so plan accordingly.

Additional parking is available on the street if the lot is full. Plan on meeting outside the building by Door 1 before we begin the tour.

3. Questions regarding this bid must be submitted via the electronic bidding portal on or before September 17, 2025 @ 12:00 PM CST. District administration will issue corresponding responses by September 23, 2025 @ 12:00 PM CST. Please note that questions will not be answered in any other format.

4. The District will not be liable for costs incurred by bidders responding to this ITB. All vendors agree to provide all necessary information, and additional information when requested, at their own expense, provided that no vendor supplying any such information shall be allowed, in any way to change the structure originally submitted in its bid proposal or in any way materially alter or add to the solutions originally proposed after the bid submission window closes.

5. All bid submittals must be uploaded into the Bonfire website ONLY. NO BID WILL BE ACCEPTED IN

ANY OTHER FORMAT.

6. School District U-46 welcomes and values the participation of minority-owned and women-owned businesses and enterprises. Thus, companies that are committed to diversity and inclusion is encouraged to participate in the bid process.

7. The District reserves the right to increase or decrease quantities within this bid.

https://u-46.bonfirehub.com/portal/?tab=openOpportunities

8. Bids signed for a partnership must be signed by all the partners, or an attorney-in-fact. If signed by an attorney-in-fact, there must be attached to the bid submission a power of attorney authority to sign the proposal executed by the partners. All forms must be filled in completely and signed when responding back to this bid. Bids not signed will be dismissed. Contract documents between the Owner and Contractor will be executed after Board approval.

9. District administration, in determining the responsibility of any proposer, may take into account other factors in addition to financial responsibility, such as past records of transactions with the proposer, experience, adequacy of equipment, ability to complete performance within necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competence, skills, efficiency, facilities, resources and location of the proposer as related to prompt reply to service needs, parts pickup, and ease of communications. The proposer shall, if and upon the district’s request, supply such information as current auditor’s financial statement, insurance certification and any other necessary information to allow U-46 to determine their qualifications and responsibility.

10.Bids may be withdrawn any time prior to the bid opening. No proposals shall be withdrawn for a period of 90 days after the bid opening.

11. In the event Contractor is deemed irresponsible by the District for any reason, including but not limited to, performance issues in connection with a previous contract award, it will be the sole discretion of the District as to whether Contractor is eligible for the current bid or future contract award.

12.Negligence on the part of the submitter in preparing the bid confers no right of withdrawal of the submission after the bid opening. This includes errors in misunderstanding of the specifications.

13.No responsibility will be attached to any person for premature opening of a bid submission not properly addressed or identified. Bids not signed by individuals making them, must have attached thereto a power of attorney evidencing authority to sign the bid submission in the name of the person for whom it is signed.

14.The District reserves the right at any time and for any reason to cancel a bid, accept or reject any or all bids or any portion thereof, or to accept an alternate offer.

15.The District reserves the right to waive any minor informality defect in any bid submission.

16.The District may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection.

17.Services that allow for contract extensions must be mutually agreed upon by both the District and the

Vendor. Such extensions may be subject to increases not to exceed the Consumer Price Index (CPI) based on the most recent tax levy.

18.The District will evaluate all bids and will submit a recommendation to the Board of Education to award the bid to the lowest responsive and responsible Bidder whose proposal, conforming to the solicitation and specifications, will be most advantageous to the District. The successful Bidder will be notified upon Board approval. All other bidders will be notified via “Public Notice” in the electronic bidding portal.

19.The Board of Education reserves the right to award this bid on an item basis and/or to a sole provider

OR multiple providers at their sole discretion.

20.Unless otherwise specified, the District will award or reject a bid within 90 days.

21.Successful bidder(s) must ensure that all shipments include itemized packing lists with the U-46 PO# on the packing list along with the shipping label.

22.Successful bidder(s) must submit separate invoices for each purchase order. Information on each invoice must cover only what is included within that specific purchase order.

23.These documents shall constitute the entire agreement between the parties upon the final award of the Contract by the Board of Education. No change in, addition, or waiver of terms, conditions, and specifications herein shall be binding on the Board unless approved in writing by the Board.

24.Be advised all documents submitted for this bid will be of public record.

Bid Attachment (s)

● Supplemental Docs (located in Bonfire under Public Files) o Project Manual o U-46 General Terms and Conditions o Drawings ESC Sever Room