2026 Park Naturalization Enhancements_Round Lake Beach_Specs.pdf

Village of Round Lake Beach | 2026 Site Naturalization Enhancements | Bid Package

VILLAGE OF ROUND LAKE BEACH

Invitation to Bid 2026 Site Naturalization Enhancements

Bid Package, Contract Documents, and Technical Specifications

Owner: Village of Round Lake Beach

Project: 2026 Site Naturalization Enhancements

Location: 934 Hillwood Circle, Round Lake Beach, IL 60073 709, 711, 713, & 715 Oakwood Drive, Round Lake Beach, IL 0073

Bid Release Date: 9/8/2026

Pre-Bid Meeting Date: 9/15/2026

Pre-Bid Meeting Time: 9 a.m. (CST)

Bid Opening Date: 9/23/2026

Bid Opening Time: 10 a.m. (CST)

Bid Opening Location: 911 N. Lotus Drive Round Lake Beach, IL 60073

Bid Deposit: Yes, 10% of Bid

Performance Bond: Yes

Award Notification: 9/30/2026

Final Completion Date: Substantial Completion Fall of 2026 & Tree/Shrub Final Plantings Spring of 2027

Submit Bids & All Correspondence to:

Village of Round Lake Beach Attn: Steve Fritz

911 N. Lotus Drive Round Lake Beach, IL 60073

Note: This cover sheet is an integral part of the contract documents and is, as are all of the following documents, part of any contract executed between the Village of Round Lake Beach and any successful bidder. Do not detach any portion of this document. Invalidation may result.

INVITATION TO BID FOR

VILLAGE PARK NATURALIZATIONS

The Village of Round Lake Beach invites you to bid on an anticipated contract for 2026 SITE NATURALIZATION ENHANCEMENTS (hereinafter referred to as the “Project”). The Project can generally be described as the conversion of select turf grass to native prairie, native seed installation, native plant plug installation, tree plantings, shrub plantings, signage installations, bench installations, and crushed limestone path installation.) The scope of the Project shall include all equipment, materials, labor, training, warranties and construction and/or installation services necessary to implement the contemplated construction.

BID DEADLINE: Bid proposals must be received prior to 9/23/2026 at 10 a.m. All bids must be enclosed within an opaque envelope showing the Bidder’s name and address, project being bid on and shall be clearly marked with the notation “2026 SITE NATURALIZATOIN ENHANCEMENTS SEALED BID ENCLOSED” and directed to the attention of Steve Fritz, Public Works Director, Village of Round Lake Beach.

PRE-BID MEETING: All Bidders are encouraged to attend and participate in a non-mandatory pre-bid conference to be held on 9/15/2026 at 911 N. Lotus Drive, Round Lake Beach, IL 60073.

PRE-BID QUESTIONS: All Bidders are encouraged to submit pre-bid questions. Questions must be received prior to 9/25/2026 at 3:00 pm.

NOTICE: Bid proposals must be received, until the Bid Deadline. Upon opening and examining the submitted Bid Proposals, the Village anticipates awarding the Contract for the Work on the Project to the Bidder (or Bidders as the case may be) determined to be the lowest responsible Bidder. The Village of Round Lake Beach reserves the right to waive any irregularities, technicalities, informalities, and other nonmaterial variances contain in any Bid Proposal and to reject all Bids. The Village reserves the right to hold any received Bid Proposal for a period of ninety (90) days from the opening date set forth above.

BID SECURITY: Yes, 10% of Bid

CONTRACT SECURITY: The successful Bidder will be required to provide performance and payment bonds covering the full amount of the Contract Price or Contract Sum securing full and faithful performance of the Contract and the payment for all labor material furnished by the Bidder or anyone furnishing such under the Bidder’s contract or a subcontract of any tier. The successful Bidder will also be required to comply with the requirements under Illinois and federal law applicable to a public works project, including the Illinois Prevailing Wage Act.

CONTRACT DOCUMENTS: Complete digital bidding documents are available at Planet Bids at https://vendors.planetbids.com/portal/83670/bo/bo-search. If addenda are issued, the addenda will be posted on the Village’s website and is to be signed/acknowledged of receipt as part of the submitted bid documents.

PROJECT MANAGER: The Village of Round Lake Beach project manager is Steve Fritz and can be reached at

(847) 546-2351 or by email at sfritz@roundlakebeachil.gov regarding the project.

INSTRUCTIONS TO BIDDERS

DEFINITIONS

The following terms shall be interpreted to have the meanings referenced below for the purposes of these Bid Documents. The meaning of these terms as defined below shall be consistent with interpretation of such terms set forth in the Contract Documents for this Project. Upon the execution of any Contract between the Bidder and the Village for the Work on the Project, the definitions of these terms as provided in the Contract Documents shall govern and control in the event of any inconsistency or contradiction in the meaning of these terms as used in these Bid Documents.

Addendum/Addenda. A written or graphic instrument or instruments issued prior to the opening of Bids which clarify, correct, or change the Bid Documents by addition, deletions, clarifications or corrections.

Agreement. The written instrument which is evidence of the agreement between the Village and successful Bidder covering the Work as described and set forth in the Contract Documents for the Project.

Alternate Bid. An Alternate Bid (or Alternate) is an amount stated in the Bid to be added or deducted from the amount of the Base Bid if the corresponding change in Project scope or materials or methods of construction described in the Bid Documents is accepted.

Bid Documents. Bid Documents shall include the Notice to Bidders published in the newspaper advertising this Project, Request for Bids to which these instructions are attached, these Instructions to Bidders, the Bid Proposal form attached hereto, and the proposed Contract Documents for the Project, including any Addenda issued prior to the receipt of the Bid Proposals.

Bid or Bid Proposal. The offer or proposal of a Bidder submitted on the prescribed form setting forth the prices for the Work to be performed.

Bidder. The individual or entity who submits a Bid directly to the Village of Round Lake Beach.

Base Bid. Base Bid is the sum stated in the Bid for which the Bidder offers to perform the Work described as the base, to which Work may be added or deducted for sums stated in any such Alternate Bids.

Contract. Contract shall include the entire and integrated written agreement between the Village of Round Lake Beach and the successful Bidder concerning the Work. The Contract Documents shall form the Contract.

Contract Documents. Contract Documents shall include those documents which are defined as being the Contract Documents in the Standard General Conditions of the Construction Contract or other such document provided as part of the Bid Documents.

Owner. All references to Owner contained herein shall mean the Village of Round Lake Beach.

Village. The Village shall be interpreted to mean the Village of Round Lake Beach, an Illinois municipal corporation.

Work. The entire construction of the various separately identifiable parts thereof required to be provided under the Contract Documents. Work includes and is the result of performing or providing all labor, services, and documentation necessary to produce such construction, and furnishing, installing, and incorporating all materials and equipment into such construction, all as required by the Contract Documents.

GENERAL TERMS, CONDITIONS & INSTRUCTIONS

REQUIREMENTS OF BIDDER

The successful Bidder will be required to (a) enter into a fully executed Contract with the Village of Round Lake Beach in the form provided with these Bid Documents covering the matters set forth in the Contract Documents for the completion of the Work on the Project.

PREPARATION OF PROPOSAL

Copies of Bid Documents. Complete digital bidding documents are available at https://vendors.planetbids.com/portal/83670/bo/bo-search. You may download the digital documents on the website’s Bid Opportunities page.

A complete set of Bid Documents shall be used by each Bidder in preparing its Bid and neither the Village or Landscape Architect assumes any responsibility for errors or misinterpretations resulting from the use of an incomplete set of Bid Documents.

Interpretation of Correction of Bid Documents. Bidders shall promptly notify the Village and/or the Landscape Architect of any ambiguity, inconsistency or error which they may discover upon examination of the Bid Documents or the site and local conditions. Bidders requiring clarification or interpretation of the Bid Documents shall make a written request to the Village or its designated representative at least three (3) days prior to the date for the receipts of the Bids. Any interpretation, correction or change to the Bid Documents will be made through the issuance of an Addendum.

Bidders shall not rely upon any interpretation, correction or change to the Bid Documents not made through an Addendum.

Addenda. All issued Addenda will be posted on the Village’s website and be sent to all bidders who are known by the Village to have received a complete set of the Bid Documents. Copies of all issued Addenda shall be made available for inspection at the location wherever the Bid Documents are on file for that purpose. No Addendum will be issued later than three (3) days prior to the deadline for the receipt of Bids or withdrawing the request for Bids. Each Bidder shall confirm prior to submitting the Bid that it has received all issued Addenda and shall acknowledge receipt of any such issued Addenda in the submitted Bid Proposal.

SUBMISSION OF PROPOSAL AND BID DEPOSIT

Bid Documents will be received by the Village of Round Lake Beach via physically submitted bids in opaque envelopes, until the Bid Deadline. To access the electronic bid form, download the project documents here: https://vendors.planetbids.com/portal/83670/bo/bo-search

If Bidder is a corporation, the President and Secretary shall execute the Bid and the corporate seal shall be affixed. In the event the Bid Proposal is executed by an individual other than the President, Bidder must attach to Bid Proposal a certified copy of that section of corporate By Laws or other authorization by the corporation which permits such individual to execute the Bid Proposal for the corporation.

If Bidder is a partnership, all partners shall execute the Bid Proposal, unless one partner has been authorized to sign for the partnership, in which case, evidence of such authority satisfactory to the Director of Public Works shall be submitted with the Bid Proposal.

Each Bid Proposal shall be accompanied by the required bid security provided herein.

BID DEPOSIT

When required on the cover sheet, all Bids shall be accompanied by a bid deposit in the amount of ten percent (10%) of the base bid amount. Bid deposits shall be in the form of a bid bond, cash, a certified check or cashier's check drawn on a responsible bank doing business in the United States and shall be made payable to the Village of Round Lake Beach. All Bids not accompanied by a bid deposit, when required, will be rejected.

The bid deposits of all except the three (3) lowest responsive and responsible Bidders on each contract will be returned within fourteen (14) calendar days after the opening of the Bids. The bid deposit of the accepted Bidder will be returned after acceptance by the Village of satisfactory performance and payment bonds where such bonds are required or completion of Project where no performance bond is required.

The remaining bid deposits of each of the unsuccessful Bidders will be returned within fourteen (14) days after the Village Board has awarded the Contract. Any Bidder awarded the Contract by the Village shall forfeit its bid deposit upon its failure to execute the Contract or provide the necessary performance and payment bonds for the Contract.

BID WITHDRAWAL

Bidders may not withdraw their Bid after the Bid opening without the approval of the Director of Public Works of the Village of Round Lake Beach. Requests to withdraw a Bid must be in writing and properly signed. A Bidder may, however, without prejudice, modify or withdraw its Bid by written request, provided the request is received by the Village’s Public Works Director prior to the scheduled Bid opening and at the address to which Bids were to be submitted. Following withdrawal or modification of its Bid, Bidder may submit a new Bid, provided it is received by the Village’s Public Works Director prior to the bid due date. No Bid will be opened which is received after the time and date scheduled for the Bids to be received.

PERFORMANCE BOND

When required by the cover sheet, upon the award of the Contract, the successful Bidder must furnish and provide the Village with satisfactory Performance and Labor and Material Payment Bonds in the amount of one hundred percent (100%) of the Contract Sum or Contract Price. Said Bonds shall be in a form acceptable to the Village, shall be deposited with the Village at the time of execution of the Contract. The execution of any Contract between the Village and the successful Bidder shall be contingent upon the successful Bidder providing the Village such required Performance and Payment Bonds. As evidence of capability to provide such security for performance, each Bidder shall submit with its Bid Proposal either a letter executed by its surety company indicating the Bidder's performance bonding capability, or a letter from a bank or savings and loan within the Chicago metropolitan area indicating its willingness and intent to provide a letter of credit for the Bidder. Failure to furnish the required Performance and Payment Bonds within the time specified may be cause for rejection of the Bid.

EXAMINATION OF BID DOCUMENTS AND SITE CONDITIONS

Prior to submitting any Bid Proposal, each Bidder shall carefully examine the Contract Documents for the Project, fully inform him or herself of existing conditions and limitations on the Project site and include in the Bid Proposal all sums sufficient to provide all Work required under the Contract Documents to complete the Work on the Project. By submitting a Bid, each Bidder represents and acknowledges that he/she/it has examined in detail the Contract Documents and has determined that the Contract Documents and existing conditions are sufficient and/or satisfactory for the completion of the Work for the amount contained in its respective Bid Proposal.

CATALOGS

Each Bidder shall submit when necessary, or when requested by the Director of Public Works, catalogs, descriptive literature and detailed drawings fully detailing features, designs, construction, finishes, operational manuals and the like not covered in the Specifications, necessary to fully illustrate and describe the material or Work proposed to be furnished. When equipment requires installation, the successful Bidder shall submit detailed shop drawings to the Director of Public Works for the Village's approval.

Drawings shall show the characteristics of equipment and installation details.

SPECIAL HANDLING

Prior to delivery of any product which is caustic, corrosive, flammable or dangerous to handle, the supplier will provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid before delivery. Supplier shall also notify the Village and provide material safety data sheets for all substances used in connection with this Contract which are defined as toxic under the Illinois Toxic Substances Disclosure to Employees Act. Failure or delay in providing data sheets may result in disqualification of your offer.

DELIVERY

All materials shipped to the Village of Round Lake Beach must be shipped F.O.B. delivered, designated location, Round Lake Beach, Illinois. If delivery is made by truck, arrangements must be made in advance by the successful Bidder in order that the Village may arrange for receipt of the materials. The materials must then be delivered where directed and may be required to be inside delivery. Truck deliveries will be accepted between 8:30 a.m. and 3:30 p.m. on weekdays only. No deliveries will be accepted on Saturdays, Sundays, or holidays.

TRAINING, DEMONSTRATIONS AND SHOP DRAWINGS

Training will be required by the Bidders to the Village of Round Lake Beach employees if deemed necessary by the Village. Bidders are required, if requested, to present a demonstration of the item being bid if the Village feels it has insufficient knowledge of the item's operation or performance capability.

Such demonstrations and training must be at "no charge" to the Village and must be at a site convenient and agreeable to the affected Village personnel.

PRICES

Unit prices shall be shown for each unit on which there is a Bid and shall include all packaging, crating, freight and shipping charges and cost of unloading supplies at destination unless otherwise stated in the Bid Proposal.

COMPLIANCE WITH LAWS

The Bidder shall at all times observe and comply with all federal, State, municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the preparation of the Bid Proposal or the performance of the Work on the Project.

TAXES

The Bidders acknowledge that the Village of Round Lake Beach is a tax exempt entity under the laws of the State of Illinois and that the Village, as part of its undertakings under this Contract, shall provide to the successful Bidder all certificates of exemptions and tax exempt numbers needed to entitle the successful Bidder to purchase material and other items to be used on the Work or incorporated into the Work on a tax exempt basis, said exemptions specifically to include but not be limited to the “Illinois Retailers Occupation Tax” (sales tax). The successful Bidder shall warrant that all material costs and scheduled values have been calculated so as to give the Village its full benefit of its tax exempt status, and the successful Bidder shall require that all subcontracts include a requirement that subcontractors purchase materials so as to give the Village the full benefit of its tax exempt status. The Village shall not be liable for, and shall not be entitled to a credit against the Contract Price or Contract Sum for any sales tax paid by the successful Bidder or any subcontractor of any tier which is shown to have been charged to the Village as part of the Contract Price or Contract Sum, as a component of the schedule of values, as a unit price, or otherwise.

PREVAILING WAGES

The Work under required under the anticipated Project calls for the construction of a “public work” within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (“the Act”). The successful Bidder and all subcontractors are required to pay wage rates in accordance with the Act to all laborers, workers and mechanics. The Village of Round Lake Beach has adopted the prevailing wages as determined by the IDOL for Lake County, effective September 1, 2017, as revised. The prevailing rate of wages are revised by the IDOL and are available on the IDOL website, www.state.il.us/agency/idol.

The successful Bidder and all subcontractors are responsible for checking the IDOL’s website for revisions to the prevailing wage rates. In the event that the IDOL should revise the prevailing rate of wages, then the revised rates shall apply to this Contract. In no case shall any revision in the rates of prevailing wages result in an increase in the total Contract Price or Contract Sum. All bonds provided by the successful Bidder under the terms of this Contract shall include such provisions as will guarantee the faithful performance of the successful Bidder’s obligations under this clause and under the Prevailing Wage Act, 820 ILCS 130/1 et seq. The successful Bidder and each of its subcontractors participating on the Project shall make and keep those records required under Section 5 of the Prevailing Wage Act.

No later than the 15th day of each calendar month, the successful Bidder shall submit a certified payroll to the IDOL ‘s electronic data base set up pursuant to 820 ILCS 130/5.1 to verify the payment of prevailing wages as required under the Prevailing Wage Act. No later than the 15th day of each calendar month, the successful Bidder shall also file with the Village of Round Lake Beach, by email at sfritz@roundlakebeachil.gov, a copy of the email confirmation received by the successful Bidder from the IDOL showing that the monthly payroll has been submitted to the IDOL data base, which email from IDOL should include a copy of the certified payroll submitted to IDOL by the successful Bidder. Such payroll shall record for each laborer, mechanic and other worker employed on the project by the successful Bidder and any subcontractor the name of the worker, address, telephone number, social security number, classification or classifications, actual hourly wages paid for each pay period, hours worked per day and the starting and ending time of work each day. The certified payroll shall also include a statement signed by the successful Bidder or subcontractor which avers that: (i) such records are true and accurate; (ii) the hourly rate paid to each worker is not less than the general prevailing rate of hourly wages required by the Illinois Prevailing Wage Act, 820 ILCS 130/1 et seq.; and (iii) the successful Bidder or subcontractor is aware that filing a certified payroll that he or she knows to be false is a Class A misdemeanor.”

COMPLIANCE WITH OSHA STANDARDS

Equipment supplied to the Village must comply with all requirements and standards as specified by the Occupational Safety and Health Act. All guards and protectors as well as appropriate markings will be in place before delivery. Items not meeting any OSHA specifications will be refused.

INDEMNIFICATION

The Bidder shall indemnify, defend and save harmless the Village of Round Lake Beach, its officers, agents, employees, representatives and assigns, from lawsuits, actions, costs (including attorneys' fees), claims or liabilities of any character as allowed by law, brought because of any injuries or damages received or sustained by any person, persons, or property on account of any act or omission, neglect or misconduct of said Bidder, its officers, agents and/or employees arising out of, or in performance of any of the provisions of the Contract, including any claims or amounts recovered for any infringements of patent, trademark or copyright; or from any claims or amounts arising or recovered under the "Worker's Compensation Act" or any other law, ordinance, order or decree. In connection with any such claims, lawsuits, actions or liabilities, the Village of Round Lake Beach, its officers, agents, employees, representatives and their assigns shall have the right to defense counsel of their choice. The Bidder shall be solely liable for all costs of such defense and for all expenses, fees, judgments, settlements and all other costs arising out of such claims, lawsuits, actions or liabilities.

PERMITS AND LICENSES

The successful Bidder shall obtain, at its own expense, all permits and licenses which may be required to complete the Contract, and/or required by municipal, state, and federal regulations and laws.

SUBLETTING OF CONTRACT

No Contract awarded by the Village of Round Lake Beach shall be assigned or any part sub contracted without the written consent of the Director of Public Works. In no case shall such consent relieve the successful Bidder from his obligation or change the terms of the Contract.

GUARANTEES AND WARRANTIES

The Bidder warrants to the Village that materials and equipment furnished under the Contract will be of good quality and new unless otherwise required or permitted by the Contract Documents, that the Work will be free from defects in material and workmanship for one year (1) from the date of issuance of the final payment by the Village and deficiencies shall be corrected by the successful Bidder immediately upon notification from the Village and that such Work will conform with the requirements of the Contract Documents. Work not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective. If required by the Village, the Bidder shall furnish satisfactory evidence as to the kind and quality of material and equipment. This section shall not act as a waiver by the Village of any non-warranty related claims.

TERMINATION OF CONTRACT

The Village reserves the right to terminate the whole or any part of this Contract, upon written notice to the successful Bidder, in the event that sufficient funds to complete the Contract are not appropriated by the Village of Round Lake Beach.

The Village further reserves the right to terminate the whole or any part of this Contract, upon ten (10) days' written notice to the successful Bidder, in the event of default by the successful Bidder. Default is defined as failure of the successful Bidder to perform any of the provisions of this Contract or failure to make sufficient progress so as to endanger performance of this Contract in accordance with its terms. In the event of default and termination, the Village will procure, upon such terms and in such manner as the Director of Public Works may deem appropriate, supplies or services similar to those so terminated. The successful Bidder shall be liable for any excess costs for such similar supplies or service unless acceptable evidence is submitted to the Director of Public Works that failure to perform the Contract was due to cause beyond the control and without the fault or negligence of the successful Bidder.

COMPETENCY OF BIDDER

Upon request Bidder should supply the Village with information pertaining to financial stability, available equipment, prior experience and conflicting working schedules which will be used in determining the lowest responsible Bidder.

CONSIDERATION OF PROPOSALS

No Bid Proposal will be accepted from or Contract awarded to any person, firm or corporation that is in arrears or is in default to the Village of Round Lake Beach upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to said Village, or that has failed to perform faithfully any previous contract with the Village.

The Village of Round Lake Beach shall intend on awarding the Contract to the lowest responsible Bidder on the basis of the Bid that is in the best interest of the Village to accept. In awarding the Contract, in addition to price, the Village shall consider the following:

a. The ability, capacity, and skill of the Bidder to perform the Contract to provide the service required;

b. Whether the Bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

c. The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;

d. The quality of performance of previous contracts of services;

e. The previous and existing compliance by the Bidder with laws and ordinances relating to the contract or service;

f. The sufficiency of the financial resources and ability of the Bidder to perform the Contract or provide the service;

g. The quality, availability, and adaptability of the supplies or contractual services to the particular use required;

h. The ability of the Bidder to provide future maintenance and service for the use of the subject of the Contract;

i. The number and scope of conditions attached to the Bid;

j. Responsiveness to the exact requirements of the invitation to bid;

k. Ability to work cooperatively with the Village and its administration; and

l. Past records of the Bidder's transaction with the Village or with other entities as evidence of the

Bidder's responsibility, character, integrity, reputation, judgment, experience, efficiency, and cooperativeness.

The Village may reject any and all Bids, and may order a re-advertisement for new bids.

The Bidder, if requested, must present within three (3) working days, evidence satisfactory to the Director of Public Works of ability and possession of necessary facilities, financial resources, and adequate insurance to comply with the terms of these specifications and Contract Documents.

The Director of Public Works shall represent and act for the Village in all matters pertaining to this proposal and contract in conjunction therewith. The Village reserves the right to accept or reject any and all proposals or to waive technicalities, or to accept or reject any item of any proposal, and to disregard any informality on the bids and bidding, when in its opinion the best interest of the Village will be served by such actions.

The Bid award shall be made to the lowest responsible Bidder who submits the responsive bid that is determined to be most advantageous to the public, in the Village’s sole discretion. In determining the responsibility of any Bidder, the Village may take into account other factors in addition to financial responsibility such as past records of its or other entities' transactions with the Bidder, experience, ability to work cooperatively with the Village and its administration, adequacy of equipment, ability to complete performance within the necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competency, skill, efficiency, facilities, and resources. Written notification of award of Contract will be mailed to each Bidder within ten (10) working days of the Mayor and Board of Trustees' decision.

PERFORMANCE REFERENCES

All Bidders shall supply three (3) names, addresses, telephone numbers and names of persons to contact as performance references, of current accounts.

Company Name:

Address:

City, State, Zip:

Contact Person:

Telephone Number:

Dates of Service/Award Amount:

Type of Work Performed:

Municipality:

City, State, Zip:

Contact Person:

Telephone Number:

Municipality:

City, State, Zip:

Contact Person:

Telephone Number:

DISQUALIFICATION OF BIDS

The following will be cause for disqualification of a submitted Bid:

a. Prices excessively high and/or exceed monies available for the intended purchases;

b. Failure to submit bid deposit or surety;

c. Failure to offer to meet specified delivery or performance schedules;

d. Failure to price out the Bid in conformance to the required format; or qualification of price to protect the Bidder from unknown future market conditions;

e. Rights of the purchasing agency limited under any contract clause;

f. Bidder currently listed among "debarred" bidders list. "Debarred" bidders list is a list of vendors who have not complied with the rules and regulations of Village contracts. If you have any questions, please contact Steve Fritz, Director of Public Works;

g. Reasonable basis to suspect either conflict of interest or collusion among bidders;

h. Bidder fails to submit required information, literature, samples, or affidavits with bid;

i. Late bids;

j. Failure of any authorized person to sign bid; and

k. Bidder is prohibited by local, state or federal law from entering into public contracts.

CANCELLATION

The Village reserves the right to cancel the whole or any part of the Contract if the Bidder fails to perform any of the provisions in the Contract or fails to make delivery within the time stated.

DEFAULT

In case of the default by the Bidder, the Village will procure articles or services from other sources and hold the Bidder responsible for any excess cost incurred as provided for in Article 2 of the Uniform Commercial Code.

INSURANCE

The successful Bidder shall carry worker's compensation and commercial general liability insurance in the amounts set forth below and furnish the Village with Certificates of Insurance and endorsements prior to commencing with Work. All such insurance shall be carried with companies satisfactory to the Village.

The Bidder shall have the following obligations with regard to insurance coverage for the Work under the Contract:

a. All Certificates of Insurance required to be obtained by the Bidder shall provide that coverages under the policies named shall not be canceled, modified, reduced or allowed to expire without at least Thirty (30) Days prior written notice given to the Village. All certificates evidencing coverage extended beyond the date of final payment shall be provided at the time of the final Pay Request. All Certificates of Insurance shall name the Village of Round Lake Beach and its officers, agents and employees as additional insured on a primary non-contributory basis. The actual additional insured endorsement shall be attached to the certificate of insurance.

b. All insurance required of the Bidder shall state that it is Primary and Non-Contributory Insurance as to all additional insureds with respect to all claims arising out of operations by or on their behalf.

If additional insureds have other applicable insurance coverages, those coverages shall be regarded as on an excess or contingent basis.

c. The Bidder shall require that each of its Subcontractors and each of their subcontractors of any tier obtain insurance of the same character as that required of Bidder, unless the Village authorizes such lesser amount of coverage, naming the same additional insureds and subject to the same restrictions and obligations as set forth for the Bidder’s insurance in the Contract Documents.

d. Under no circumstances shall the Village be deemed to have waived any of the insurance requirements of this Contract by any act or omission, including, but not limited to:

a. allowing work by Bidder or any subcontractor of any tier to start before receipt of Certificates of Insurance;

b. failure to examine, or to demand correction of any deficiency, of any certificate of insurance received.

The Bidder agrees that the obligation to provide insurance is solely the Bidder’s responsibility and cannot be waived by any act or omission of the Village.

e. The purchase of insurance by the Bidder under this Contract shall not be deemed to limit the liability of the Bidder in any way, for damages suffered by the Village in excess of policy limits or not covered by the policies purchased.

f. The Bidder shall notify the Owner, in writing, of any possible or potential claim for personal injury or property damage arising out of the work of this Contract promptly whenever the occurrence giving rise to such a potential claim becomes known to the Bidder.

g. The Bidder shall provide insurance acceptable to the Village. Such insurance shall include the following coverages in the following amounts:

a. Worker's Compensation (including occupational disease and employer's liability insurance) covering liability of its employees and employees of its subcontractors in accordance with the law of the State of Illinois, including the Illinois Worker’s Compensation Act, as amended. A waiver of subrogation shall be provided to the Village and the Waiver of subrogation attached to the certificate of insurance.

b. Commercial General Liability (including Premises-Operations; Independent Contractor’s;

Products and Completed Operations: Broad Form Property Damage):

i. Bodily Injury & Property Damage $1,000,000 each occurrence Combined Single Limit $2,000,000 aggregate

ii. Covering the following hazards:

X(Explosion) C(Collapse)

U(Underground)

iii. Products and Completed Operations Insurance shall be maintained for a minimum of two years after final payment and the Contractor shall continue to provide evidence of such coverage to the City on an annual basis during the two-year period.

c. Umbrella Excess Liability:

$4,000,000 over Primary Commercial General Liability Insurance

$10,000 Retention

d. Automobile Liability (owned, non-owned, hired):

Bodily Injury & Property Damage $1,000,000 each occurrence combined single limit

h. The Bidder further agrees to cause contractual liability endorsements to be issued by the insurance companies and attached to the above-mentioned policies to include under the coverage therein extended an obligation on the part of the insurers to insure against Bidder’s contractual liability hereunder and to indemnify the Village and Agent against loss, liability, costs, expenses, attorney's fees and court costs, and further agrees that said coverage shall be afforded therein against all claims arising out of the operation of any structural work law or law imposing liability arising out of the use of scaffolds, hoists, cranes, stays, ladders, supports or other mechanical contrivances.

Endorsements to the Certificates of Insurance shall include as additional named insured the following:

a. The Village of Round Lake Beach and its officers, agents and employees.

NON-DISCRIMINATION

a. Bidder/Supplier shall, as a party to a public contract

a. Refrain from unlawful discrimination in employment and undertake affirmative action to assure equality of employment opportunity and eliminate the effects of past discrimination;

b. By submission of this proposal, the bidder/supplier certifies that he is an "equal opportunity employer" as defined by Section 2002(e) of Chapter 21, Title 42, U.S. Code Annotated and Executive Orders #11246 and #11375 (42 U.S.C., Section 2002 (e)); Exec. Order No.

11246, 30 F.R. 12319 (1965); Exec. Order No. 11375, 32 F.R. 14303 (1967) which are incorporated herein by reference. The Equal Opportunity Clause, Section 6.1 of the Rules and Regulations of the Department of Human Rights of the State of Illinois, is a material part of any contract awarded on the basis of this proposal.

b. It is unlawful to discriminate on the basis of race, color, sex, national origin, ancestry, age, marital status, physical or mental handicap or unfavorable discharge for military service. Bidder/supplier shall comply with standards set forth in Title VII of the Civil Rights Act of 1964, 42 U.S.C. S2002 et seq. and The Human Rights Act of the State of Illinois (775 ILCS 5/1 - 101).

VENUE

The parties hereto agree that for purposes of any lawsuit(s) between them concerning the Contract, its enforcement, or the subject matter thereof, venue shall be in Lake County, Illinois, and the laws of the State of Illinois shall govern the cause of action.

CERTIFICATIONS FOR SUBMISSION OF BID

Certification to Enter into Public Contracts – 720 ILCS 5/33E-1. Bidder certifies that it is not barred from contracting with any unit of state or local government as a result of a violation of either Section 33E- 3 or 33E-4 of the Illinois Criminal Code or any similar offense of any State of the United States which contains the same elements as the Illinois offenses of bid-rigging or bid rotating. Bidder shall execute the attached Certificate at Exhibit “A.”

Payments to Illinois Department of Revenue. Bidder certifies that it is not delinquent in payment of any taxes to Illinois Department of Revenue – 65 ILCS 5/11-42.1-1. Bidder shall execute the attached Certificate at Exhibit “B.”

SPECIFIC TERMS, CONDITIONS & INSTRUCTIONS

FOR

2026 SITE NATURALIZATION ENHANCEMENTS

(PLACE ITEMS TO BE PURCHASED HERE)

(PLACE BID SPECIFICATIONS HERE)

LIQUIDATED DAMAGES

The Contractor shall commence work under this Contract upon written Notice to Proceed from the Village and shall complete all work on this project within 160 calendar days from the date of the Notice to Proceed, unless additional time is granted in accordance with Article 108.08 of the Standard Specifications. Time is of the essence of this Contract and Contractor agrees to achieve completion within the contract time by all proper and appropriate means including working overtime without additional compensation.

Should the Contractor fail to complete all work by this date, the Contractor shall be liable to pay the Village liquidated damages per calendar day in accordance with Article 108.09 of the Standard Specifications.

SUB-CONTRACTOR INFORMATION (if applicable)

(ATTACH ADDITIONAL PAGES AS NEEDED)

Name: _____________________ # Years in Business:

Address: ________ # Years used by Contractor:

Services provided by Sub-Contractor:

Address: _____ # Years used by Contractor:

Address: _____ # Years used by Contractor:

BID PROPOSAL

Proposal for Contract Document. We hereby agree to furnish to the Village of Round Lake Beach the 2026 SITE NATURALIZATION ENHANCEMENTS in accordance with provisions, instructions, and specifications of the Village of Round Lake Beach for the prices as follows:

Base Bid

IDOT PAY

ITEM NO.

ITEM UNIT QTY. UNIT COST COST

67100100 MOBILIZATION L SUM 1

MX033293 SEDIMENT CONTROL, SILT FENCE LF 400

Z0023203 SEDIMENT CONTROL, DRAINAGE STRUCTURE INLET FILTER EACH 1

20100110 TREE REMOVAL (6 TO 15 UNITS DIAMETER) UNIT 6

K0029632 WEED CONTROL, NON-SELECTIVE & NON-RESIDUAL L SUM 1

20200100 EARTH EXCAVATION CU YD 71

35101400 AGGREGATE BASE COURSE, TYPE B (CA-6) TON 76

40200800 AGGREGATE SURFACE COURSE, TYPE B TON 25

MX033727

PIPE UNDERDRAINS, PERFORATED CORRUGATED

POLYETHYLENE TUBING 4” DIA.

LF 18

- BENCH (SPECIAL) EACH 4

- RUSTIC LOG BENCH EACH 9

MONUMENT SIGN INCLUDING CONCRETE FOOTING

(SPECIAL)

EACH 2

25000100 SEEDING, CLASS 1 ACRE 0.11

25100630 EROSION CONTROL BLANKET SQ YD 547

- LOW PROFILE PRAIRIE SEED MIX INSTALLATION SF 4,269

- WET-MESIC SEED MIX INSTALLATION SF 9,775

K0013030

PERENNIAL PLANTS, WETLAND TYPE, 2" DIAMETER BY 4"

DEEP PLUG

EACH 500

C2C11752

SHRUB, VIBURNUM DENTATUM CHRISTORS BLUE MUFFIN

VIBURNUM), 2' HEIGHT, CONTAINER

EACH 5

B2000962

TREE, AMELANCHIER LAEVIS (ALLEGHENY SERVICEBERRY),

4' HEIGHT, CLUMP FORM, B&B

EACH 4

A2002820

TREE, CATALPA SPECIOSA (NORTHERN CATALPA), 2-1/2"

CALIPER, B&B

EACH 1

A2005020

TREE, GYMNOCLADUS DIOICUS (KENTUCKY COFFEETREE),

2-1/2" CALIPER, B&B

EACH 1

A2006420 TREE, QUERCUS ALBA (WHITE OAK), 2-1/2" CALIPER, B&B EACH 2

A2007120 TREE, QUERCUS RUBRA (RED OAK), 2-1/2" CALIPER, B&B EACH 1

A2004412

TREE, GINKGO BILOBA (GINKGO), 2-1/2" CALIPER, BALLED

AND BURLAPPED

EACH 1

F30180Y2

SEEDLING-TAXODIUM DISTICHUM (COMMON BALD

CYPRESS), 2-YEAR OLD, BARE ROOT

EACH 25

F30130Y2

SEEDLING-QUERCUS BICOLOR (SWAMP WHITE OAK), 2-YEAR

OLD, BARE ROOT

EACH 25

K0013030

PERENNIAL PLANTS, WETLAND TYPE, 2" DIAMETER BY 4"

DEEP PLUG

EACH 500

- 24” HT. TREE PROTECTION TUBE (SPECIAL) EACH 50

K0036118 MULCH PLACEMENT CU YD 7

Base Bid Total:

CONTRACTOR INFORMATION

Company Name: ________________________________

Address: ______________________________________

Provide costs to perform Bid Alternate work. The Bidder shall be responsible for determining the Contract Documents the effects of each additive on the Contract Time and the Contact Sum. The Village reserves the right to accept or reject any additives, in any order, and to award or amend the Contract accordingly within 60 days of the Notice of Award unless otherwise indicated in the Contract Documents. Acceptance or non-acceptance of any additives by the Village shall have no effect on the Contract Time.

Bid Alternates

IDOT PAY

ITEM NO.

ITEM UNIT QTY. UNIT COST COST

20100110 TREE REMOVAL (6 TO 15 UNITS DIAMETER) UNIT 6

- CEDAR SPLIT RAIL FENCE REMOVAL LF 168

X6640624 RUSTIC CEDAR SPLIT RAIL FENCE 4’ HT. LF 152

- METAL LANDSCAPE EDGING (SPECIAL) LF 1,300

INTERPRETIVE SIGN INCLUDING CONCRETE FOOTING

(SPECIAL)

EACH 4

- EDUCATIONAL SIGN (SPECIAL) EACH 12

X4240112 FLAGSTONE SIDEWALK SF 36

Bid Alternate Total:

BID PROPOSAL (CONTINUED)

Delivery of the item(s) will be within ________ day(s) following notification of bid award.

State length and terms of warranty(s): _____________________________________________

Signed on this _____ day of ____________, 20__.

If an individual or partnership, all individual names of each partner shall be signed:

By .........................: ________________________________________

Print Name ...........: ________________________________________ Position/Title ........: ________________________________________

By .........................: ________________________________________

Print Name ...........: ________________________________________ Position/Title ........: ________________________________________

Company Name ...: ________________________________________ Address line 1 ......: ________________________________________ Address line 2 ......: ________________________________________ Telephone .............: ________________________________________

If a corporation, an officer duly authorized should sign and attach corporate seal

PLACE CORPORATE SEAL HERE

By ...............................: __________________________________ Print Name .................: __________________________________

Position/Title ..............: __________________________________

Company Name .........: __________________________________

Address line 1 ............: __________________________________

Telephone ...................: __________________________________

No additional charges over the total net bid price will be made during the specified Bid/Contract period.

The Village of Round Lake Beach is exempt from sales or federal tax; therefore, do not include in bid price.

All bid prices shall be shown as F.O.B. destination Round Lake Beach, Illinois, unless otherwise stated.

INSTRUCTION TO BIDDERS ON FILLING OUT FORMS

BIDDERS MUST PROPERLY FILL OUT THE FOLLOWING FORMS:

1. The Bid Proposal Form must be signed by an authorized agent. The seal, if applicable, must be affixed. The unit price(s), amount(s), delivery date(s), date of signature, warranty(s) and any other relevant information must be stated. The question concerning compliance with specifications must also be answered.

2. The Performance Reference Form located in the body of the general terms, conditions and instruction section must also be properly filled out.

IF THESE TWO FORMS ARE NOT PROPERLY FILLED OUT, THE BID MAY BE REJECTED.

The successful bidder will be required to agree to and sign the Village of Round Lake Beach contract and exhibits (certification under 720 ILCS 5/33E-11, sexual harassment policy, Illinois Department of Revenue tax compliance certification, contractor certification related to the Federal Highway Administration Rules on Controlled Substances and Alcohol Use and Testing, and payroll certification) that follow this page. These documents need not be completed at the time the bid is submitted. They are provided at this time for the bidder's information.

CONTRACT DOCUMENT

This agreement is made this day of , 20 between and shall be binding upon the Village of Round , an Illinois municipal Corporation hereinafter referred to as (the "Village") and ( __________________ ) hereinafter to as (the "Contractor") and its successors.

Witnessed, that in consideration of the mutual promises of the parties delineated in the contract documents, the Contractor agrees to perform the services and the Village agrees to pay for the following services as set forth in the contract documents:

the conversion of select turf grass to native prairie, native seed installation, native plant plug installation, tree plantings, shrub plantings, signage installations, bench installations, and crushed limestone path installation.

1. This contract shall embrace and include all of the applicable contract documents listed below as if attached hereto or repeated herein:

a. Specification and Contract Document for 2026 SITE NATURALIZATION ENHANCEMENTS , consisting of the following:

i. Cover Sheet

ii. Table of Contents

iii. Invitation to Bid on Contract Document Legal Notice

iv. Specific Terms, Conditions and Instructions and Blue Prints

v. Bid Proposal Form

vi. Plans and Specifications

vii. All issued Addenda

viii. Certificate of Eligibility to Enter into Public Contracts

ix. Required Performance and Payment Bonds

x. Required Insurance Certificates

xi. All other Modifications issued after the execution of the Contract. A Modification is (1) a written amendment to the Contract signed by both parties, (2) a Change Order, (3) a Construction Change Directive or (4) a written order for a minor change in the work issued by the Landscape Architect.

b. The Contractor's Bid Proposal Dated .

c. Required Performance and Payment Bonds and Certificate of Insurance

2. The Village agrees to pay, and the Contractor agrees to accept as full payment for the items, and installation of the same, which are the subject matter of this contract the total sum of $ ________ paid in accordance with the provisions of the Local Government Prompt Payment Act.

3. The Contractor represents and warrants that it will comply will all applicable Federal, State and local laws concerning prevailing wage rates and all Federal, State and local laws concerning equal employment opportunities.

4. The Contractor shall commence work under this Contract upon written Notice to Proceed from the Village and shall complete work on this project within 180 calendar days from the date of the Notice to Proceed.

Time is of the essence of this Contract and Contractor agrees to achieve completion within the contract time by all proper and appropriate means including working overtime without additional compensation.

5. Bonds required to guarantee performance and payment for labor and material for this work shall be in a form acceptable to the Village and shall provide that they shall not terminate on completion of the work, but shall be reduced to ten percent (10%) of the contract sum upon the date of final payment by the Village for a period of one (1) year to cover a warranty and maintenance period which Contractor agrees shall apply to all material and workmanship for one (1) year from the date of issuance of the final payment by the Village.

6. Pursuant to the provisions of Section 5 of the Mechanics' Lien Act of Illinois, prior to making any payment on this contract the Village demands that the Contractor furnish a written statement of the names of all parties furnishing labor and/or materials under this Contract and the amounts due or to become due on each.

This statement must be made under oath or be verified by affidavit. Final payment shall not be issued by the Village nor shall any retained percentage become due until releases and waivers of lien have been supplied as the Village designates.

7. In executing this Contract, Contractor agrees that it has examined the site of the work and the…