4-Paper Bid 2526.pdf

INVITATION TO BID

PAPER

Bid 2025 2026 1: Paper

All bids must be submitted through the District’s Bonfire portal at

CCSD59.bonfirehub.com/login no later than:

Wednesday, October 15, 2025 at 11:00 A.M., CST

A virtual public bid opening will be held through Zoom at 11:30 A.M. on October 15, 2025.

Denise Del Real

Purchasing Coordinator DelReal.Denise@ccsd59.org

847-593-4344

1001 Leicester Road - Elk Grove Village, IL 60007 P: (847) 593-4300 | F: (847) 593-4410 | ccsd59.org mailto:DelReal.Denise@ccsd59.org

SECTION I. INSTRUCTIONS TO BIDDERS

1. BID SCHEDULE/TIMELINE

10/04/25 Bid Notification/Packets Released 10/10/25 Deadline to Submit Question 10/15/25 Bid Submission Due/Bid Opening 11/13/25 Board of Education – Discussion 12/11/25 Board of Education – Action 12/12/25 Notification Letters Announcing Award of Bid

2. GENERAL INFORMATION

A. Bids shall be submitted through the District's Bonfire Interactive portal CCSD59.bonfirehub.com/login.

B. All bids must be submitted on the forms included with this bid packet through the District’s Bonfire interactive portal. Unsigned or late bids will not be considered. No faxed or emailed bid documents will be accepted.

C. Any interpretation of the proposed documents will be made only by addendum issued by the School District. Addendum will be emailed through the Bonfire portal to each person downloading bid information. Bidders shall acknowledge receipt of each addendum issued in the space provided during the Bonfire submission process. Oral explanations will not be binding.

D. Community Consolidated School District 59 is exempt from all Federal, State and Municipal taxes. Tax Exempt #E9997-7451

E. All correspondence shall be directed to the Purchasing Coordinator through the Bonfire portal.

3. ERRORS AND OMISSIONS

A. All proposals shall be fully completed when submitted. The signing of the Bid Proposal Form shall be construed as acceptance of all provisions contained herein. All bids shall be deemed final, conclusive and irrevocable. No claim for relief because of errors or omissions in the bidding will be considered. Bidders will be held strictly to the proposals as submitted.

B. It is understood that the bidder has bid in strict accordance with the specifications, unless indicated by the bidder. Any explanation or statement that the bidder wishes to make may be uploaded on the District’s Bonfire interactive portal. Bidder acknowledges that any variation from the specifications will be grounds for the Board of Education to reject the bid, although the Board may accept the bid with the variation, if determined to be in the best interest of the District.

C. Should a bidder find any discrepancies in, or omission from, any of the documents, or be in doubt as to its meanings, they shall advise the Purchasing Coordinator who will issue the necessary clarifications to all prospective bidders by means of addenda.

D. In the event of pricing errors, the unit cost(s) listed will prevail and be considered accurate.

E. After the submission of the proposal, no complaint or claim of any misunderstanding in regard to items listed for bidding will be entertained from either party.

F. No faxed or emailed bids will be accepted.

4. SAMPLES

Bidders may be required to furnish samples upon request at no additional charge.

5. QUANTITIES

When so indicated, quantities shown may be estimates only. Actual orders may be more or less depending on actual requirements at the time of purchase. All items shall be new unless otherwise specified.

6. ITEM SPECIFICATIONS AND SUBSTITUTIONS

Where specifications indicate a particular brand or manufacturer’s catalog number, it shall be understood to mean that brand or equal, unless “no substitutions” is specified. When offering alternates they must be identified by brand name, and catalog number and manufacturer’s literature must be included.

7. WITHDRAWAL OF BIDS

Bids may be withdrawn through the Bonfire portal PRIOR to the time and date established for the bid opening. No bid shall be withdrawn without the consent of Community Consolidated School District 59’s Board of Education AFTER the scheduled bid opening.

8. INVESTIGATION AND REFERENCE CHECKS

A. Community Consolidated District 59 will make such investigation as is necessary to determine the ability of the bidder to fulfill bid requirements.

B. The Board of Education reserves the right to reject any bid if it is determined that the bidder is not properly qualified to carry out the obligations of the contract.

9. RESERVATION OF RIGHTS BY THE DISTRICT

A. The Board of Education reserves the right to reject any and all bids or portions of bids, and to waive informalities of irregularities in any bid, and to award the contract in the best interest of the School District, considering conformity with specifications, terms of delivery, quality, and serviceability. The contract will be awarded, if at all, to the lowest responsible bidder meeting specifications as determined by the Board of Education. While the financial responsibility of the bidder is a significant concern, the Board of Education is equally concerned with the proven ability of the bidder to satisfactorily perform the contract so that the service will be provided in accordance with proposed contract documents.

B. The Board reserves the right to award each item to different bidders or all items to a single bidder unless otherwise noted on the bid request.

C. The Board reserves the right to determine whether:

i. An equal or alternate is a satisfactory substitute

ii. Delivery date is entitled to more consideration than price

iii. A bidder is not a responsible bidder

iv. What exceptions or deviations from the written specifications will be accepted

10. AWARD OF CONTRACT

All bids will be awarded upon approval of the Board of Education. The successful bidder will be required to enter into a contract incorporating the terms and conditions of this bid document.

11. SIGNATURE CONSTITUTES ACCEPTANCE

The signing of these forms will indicate the bidder’s compliance with all bid specifications and included terms and conditions. Signatures shall be in longhand and executed by a principal duly authorized to make contracts.

12. EXAMINATION OF DOCUMENTS AND SITES

After opening of bids, no additional allowance will be made for changes in project scope and/or price due to work that would have been apparent by examination of the documents and sites. Each bidder shall be held to represent that it has made the examination in complete detail and has determined that the documents and existing conditions are sufficient, adequate, and satisfactory for its completion of the work.

13. DAMAGES TO PROPERTY

While on District premises, extreme care must be taken not to damage vehicles, lawns, landscaping, plants or any other fixtures, structures, or equipment. Any damages caused by the contractor shall be repaired or replaced at the discretion of the District. The District may authorize necessary repairs using current/preferred vendors. Such repairs and/or replacements will be the sole responsibility of the contractor. The District may reserve the right to withhold payment for unpaid damages.

14. INSURANCE

In cases of ongoing deliveries, the successful bidder shall carry insurance, in company or companies acceptable to the District. Should additional limits be required for a specific project/purchase, it will be noted in the attached specifications.

Within ten (10) days after the bid award, Certificate(s) of Insurance, the additional insured endorsement and the waiver of subrogation endorsements shall be submitted to the District Purchasing Coordinator. The contractor and each subcontractor shall provide and maintain insurance during the term of the contract for the protection of the contractor and Community Consolidated School District 59, the types of coverage listed below.

A. Commercial General Liability General Aggregate: $2,000,000 Products/Completed Operations Aggregate: $2,000,000 Personal & Advertising Injury: $1,000,000 Each Occurrence: $1,000,000 per occurrence Fire Damage: $50,000 any one fire Medical Expense: $10,000 any one person

B. Automobile Liability Any Auto, Hired Autos, Non-Owned Autos Combined Single Limit $1,000,000

C. Workers’ Compensation (Statutory) Each accident: $500,000 Each employee: $500,000 Policy Limit: $500,000

D. Umbrella/Excess Liability (if appropriate) Electrical, HVAC, Plumbing, Steel, Elevator, and Asbestos Abatement Contractors: $5,000,000 All Other Subcontractors: $1,000,000

E. Professional Liability (if appropriate) Each Occurrence: $1,000,000 Aggregate: $1,000,000

F. Asbestos Liability (if appropriate) Each Occurrence: $1,000,000 Aggregate: $1,000,000

Each Contractor and subcontractor shall have the following endorsement added to their General Liability Policy:

It is agreed that the “Persons Insured” provision is amended to include as an Insured Person or organization ______________________ (the Contractor), Community Consolidated School District 59, and their respective directors, officers, partners, employees and agents but only with respect to liability arising out of the operations performed for such Insured by or on behalf of the Names Insured using ISO Endorsement CG20 10 11 85 or its equivalent.

It is further understood that any insurance carried by any additional insured shall be in excess of any coverage provided by any contractor or subcontractor.

Each Contractor and subcontractor shall furnish Community Consolidated School District 59, before commencing work, Certificates of Insurance (Accord Form 25-S) evidencing compliance with the minimum requirements listed above. The following language shall be struck from the cancellation section of the Certificate: "endeavor to", "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents, or representatives". Each Certificate will not be cancelled or reduced without thirty (30) days prior written notice to Community Consolidated School District 59.

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Owner and their agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (i) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself) including the loss of use resulting therefrom and (ii) is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.

Such obligation shall not be construed to negate, abridge or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in the Paragraph.

Each party to the Agreement mutually agrees to waive its rights, as well as the rights of its subsidiaries and affiliates, of recovery for loss or damage to each respective party’s building, equipment, improvements or other property whatsoever because of fire, explosion, or any other cause normally covered in standard form endorsements. The School District shall keep its buildings, including its contents, and other property insured against loss or damage by fire, explosion and similar casualties.

The contractor shall provide such insurance naming Community Consolidated School District 59 as “Additional Named Insured” and shall state that all insurance listed above is primary and noncontributory.

All such insurance shall not be cancelable without thirty (30) days prior written notice being given to the District.

15. DISTRICT EMPLOYEES

Each bidder shall affirm that no Board of Education member, officer or employee of Community Consolidated School District 59 or their immediate family members, is interested financially in the proposed contract.

16. HOLD HARMLESS AND INDEMNIFICATION

The contractor shall assume all liability for, and shall protect, defend, indemnify, and hold harmless the Board of Education and its members individually, their officers, employees, servants, and agents from and against all claims, actions, suits, judgments, costs, losses, expenses, and liabilities of whatsoever kind or nature including reasonable legal fees incurred by owner arising out of:

A. Any infringement (actual or claimed) of any patents, copyrights, or trade names by reason of any work performed or to be performed by the contractor under this contract or by reason of anything to be supplied by the contractor pursuant to this contract.

B. Bodily injury, including death, to any person or persons (including contractor’s officers, employees, agents, and servants) or damage to or destruction of any property, including the loss of use thereof:

i. Caused in whole or in part by any act, error, or omission by the contractor or any subcontractor or anyone directly or indirectly employed by any of them regardless of whether or not it is caused in part by a party to be indemnified hereunder.

ii. Arising directly or indirectly out of the presence of any person in or about any part of the project size or the streets, sidewalks, and property adjacent thereto.

iii. Arising directly or indirectly out of the use, misuse, or failure of any machinery or equipment used directly or indirectly in the performance of this contract.

17. GOVERNING LAW

The contract shall be governed and construed in accordance with the laws of the State of Illinois. If any provision hereof shall be held to contravene any applicable law, such provision shall be deemed reformed to the extent of conforming to said law, and in all other respects the terms hereof shall remain in full force and effect.

18. BIDDER’S AGREEMENT

The bidder hereby declares understanding, agreement, and certification of compliance to provide the products to the School District, at the prices quoted, in accordance with all terms and conditions, requirements, and specifications of the original bid specifications, and any issued addenda. The bidder further agrees that the language of this document shall govern in the event of a conflict with

(1) his/her bid or (2) any subsequent purchase order between the bidder and the School District.

The bidder further agrees that upon receipt of an authorized purchase order or when an authorized official of the School District countersigns this document, a binding contract shall exist between the bidder and the School District. This document combined with amendments, the bidder's proposal, its required submittals, and the purchase order, if any, shall comprise the binding contract.

19. TERMS AND CONDITIONS

A. On items where the manufacturer is not stated, or where an alternative to stated name brands are quoted, vendor must indicate this on the Bid Proposal Page by the item being bid.

B. After examination of bid proposals, samples of specific items may be requested for evaluation at no charge.

C. If an alternate is accepted but later performance is determined unsatisfactory, the vendor must provide a product satisfactory and approved by the District.

D. All items will be awarded by categories as indicated on the enclosed Bid Proposal Page. No other groupings or combinations will be considered. The State Contract may be awarded by the District for any category.

E. Private label brands being proposed must be indicated on the Bid Proposal Page and samples must be provided when requested.

20. DELIVERY REQUIREMENTS

A. All prices must be quoted F.O.B. destination and shall include all freight, handling, packing, transportation and delivery charges. Shipments will become the property of the consignee after delivery and acceptance.

B. All items to be delivered to Community Consolidated School District 59’s warehouse located at 1001 Leicester Road, Elk Grove Village, Illinois 60007. Vendor must push pallets to the back of the trailer. The District will unload from the back with electric pallet jack.

C. Items marked with an (*) shall be delivered throughout the school year in 400 case truckload quantities. The School District shall notify the successful bidder when shipment is required. The successful bidder must have at least 400 cases to be delivered within three (3) business days.

D. All other items shall be delivered at various times throughout the school year. The School District reserves the right to determine the quantities and delivery dates for each shipment.

E. Quantities shown are good faith estimates and every attempt will be made to take all shipments by December 31, 2025.

F. The right is reserved to reject any and all bids and to terminate the contract if delivery is excessively slow.

21. BID PRICES, TERMS, AND CONDITIONS

A. All discounts must be reflected in the final price. No additional discounts will be considered when determining the award of the bid.

B. Prices, terms, and conditions must be firm for a period of sixty (60) days from date of the bid opening. This is to allow owner time for evaluation, approval by the Board of Education and issuance of purchase order.

C. On those items where delivery will be accepted over an extended period of time, bid price must remain firm for all deliveries until the entire quantity stated in bid is received.

D. The School District is not liable for sales tax and will sign exemption certificates as presented for any items carrying a federal excise tax.

E. In the event of pricing errors, the unit costs listed will prevail and will be considered accurate.

22. INVOICING AND PAYMENT

A. Invoicing for services will be accepted upon delivery of product.

B. Payment will be made during the week following the first Board of Education meeting occurring eight or more working days after presentation of invoices for completed work.

SECTION II. CERTIFICATIONS

1. CERTIFICATION - The undersigned bidder or contractor hereby certifies that he/she is not barred from bidding on this contract as a result of a violation of either the bid-rigging or bid-rotation provision of Article 33E of the Criminal Code of 1961 as amended. The bidder also certifies that he/she has read, understands and agrees that acceptance by Community Consolidated School District 59 of the bidder’s offer by issuance of a purchase order and/or contract will create a binding contract. School District 59 may declare the contract void if the certification is false.

2. NON-COLLUSION AFFIDAVIT - The undersigned bidder or agent states that he has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting, nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Bidder further states that no person, firm or corporation has, or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale.

3. FAIR EMPLOYEE PRACTICES - It shall be mandatory that the contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy or unfavorable discharge from military service; and further that he will comply with all provisions of the Illinois Fair Employee Practices Commission as required by the Rules and Regulations for Public Contract and that he will comply Equal Employment Opportunities provisions in Section 2-105 of the Illinois Human Rights Act (775 ILCS 5/2-105).

4. TOXIC SUBSTANCE - The successful bidder must comply with the Toxic Substance Act

(PA83-240a). This Act requires that a Material Safety Data Sheet be provided for any product containing one or more toxic substances covered in this Act. The MSDS shall accompany delivery or have been submitted prior to delivery. Payment to vendor will not be made until MSDS is provided.

5. SEXUAL HARASSMENT CLAUSE - Each bidder must certify that he has complied with the requirements of section 2-105 of the Illinois Human Rights Act (Public Act 87-1257) effective July 1, 1993, with respect to sexual harassment policies. The terms of that law, as applicable, are hereby incorporated into this contract. District 59 is in compliance with this law.

6. NO SMOKING CLAUSE - Bidder agrees that he, his employees and subcontractors, will abide by the

District 59 no smoking policy on all District 59 sites.

7. DRUG-FREE WORKPLACE - Each bidder must certify compliance with the Drug-Free Workplace

Requirement, which stipulates the prohibition of the unlawful manufacture and distribution, dispensing, possession, or use of a controlled substance while on District 59’s premises or while performing work for the district.

8. COMPLIANCE - The bidder is directed that all applicable state laws, municipal ordinances, district policies, and the rules and regulations of all authorities having jurisdiction over any aspect of the herein described project shall apply to the contract throughout, and will be deemed to be included in the contract the same as though herein written in full.

9. BID MODIFICATION - In accordance with Illinois law, once the bids have been opened, such bids may not be modified in any way without written approval of Community Consolidated School District

59. All bidders will be bound by any and all math calculations, misquotes of any kind. Once the bids have been accepted, they may not be modified or rescinded without the approval of Community Consolidated School District 59.

CERTIFICATIONS STATEMENT

By signing this document, I state and declare that the Bidder/Contractor listed below is in compliance, and will comply with all of the Certifications listed herein.

Name (Please Print) ___________________________________________________________________

Title ________________________________________________________________________________

Signature ___________________________________________________________________________

Company ___________________________________________________________________________

Address _____________________________________________________________________________

City, State, Zip _______________________________________________________________________

Telephone ___________________________________ Fax ___________________________________

Email ___________________________________________________ Date ______________________

SECTION III. CHECKLIST FOR BIDDERS

❑ Have you carefully reviewed all specifications?

❑ Have you properly completed all portions of the Bid Proposal Pages including total price?

❑ Have you signed the Bid and Certification Form?

❑ Have you verified prices to ensure there are no errors?

❑ Have you provided business references (if required)?

❑ Have you made arrangements to provide samples if required?

The contractor shall provide such insurance naming Community Consolidated School District 59 as “Additional Named Insured” and shall state that all insurance listed above is primary and noncontributory. All such insurance shall not be cancelable without thirty (30) days prior written notice being given to the District.