city of champaign janitorial services.pdf

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Janitorial Services for the Champaign City Building, 205 W Park Ave., Public Works, Parking Services, and Main Fire Invitation To Bid Public Works Department

Project ID: 262710

Release Date: Thursday, October 22, 2026 · Due Date: Wednesday, November 4, 2026 1:00pm

Posted Thursday, October 22, 2026 7:45am

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1. INSTRUCTIONS TO BIDDERS

1.1. GENERAL PRODUCT DESCRIPTION

1.2. Project Manager

1.3. TIMELINE

1.4. CDAP Workforce Participation Goals

The City of Champaign is soliciting competitive sealed bids from qualified contractors to provide comprehensive janitorial cleaning services at five (5) City facilities. Services shall include routine cleaning, sanitizing, floor care, waste and recycling collection, and periodic cleaning activities in accordance with the specifications contained in the

Invitation to Bid.

The initial contract term shall be January 1, 2027, through December 31, 2027, with three (3) additional one-year renewal options at the City's discretion.

Project Manager Contact Information: Mike Anderson, 702 Edgebrook Drive, Champaign, IL 61820, mike.anderson@champaignil.gov

Bid Release Date: October 22, 2026

Mandatory Pre-Bid Building Walk-Through

(Mandatory):

October 30, 2026, 9:00am

City Building, 102 N. Neil Street, Champaign, IL 61820

Question Submission Deadline: November 1, 2026, 12:00pm

Bid Submission Deadline: November 4, 2026, 1:00pm

Procurement Responses Awards Checklists Subscriptions Network TG

10/23/26, 3:38 PM Project Detail https://procurement.opengov.com/portal/cityofchampaign/projects/316456/document 1/6 https://procurement.opengov.com/ https://procurement.opengov.com/vendors/261395/proposals https://procurement.opengov.com/vendors/261395/awards https://procurement.opengov.com/vendors/261395/checklists https://procurement.opengov.com/vendors/261395/my-subscriptions https://procurement.opengov.com/vendors/261395/open-bids

1.5. Standard Terminology

1.6. Receipt and Form of Bids

A workforce participation goal of 20% minority employees and 15% female employees.

Workforce participation goals refer to the percentage of minority and female individuals employed on a project.

Responding Vendors will be required to show that they have met the above diversity goals (if checked) or that they have made, or commit to making, good faith efforts to reach those goals. Sufficiency of good faith efforts may vary depending on the type of contract, the type of products and/or services to be provided, and the duration of the contract. Additional information is contained in the Request for Proposals and attached documents.

For additional information about Champaign Diversity Advancement Program (CDAP) goals, contact Adonis Fuller, Purchasing/Compliance Specialist, by email at adonis.fuller@champaignil.gov.

The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.

The term “City” refers to the City of Champaign, except that when a Request is issued by METCAD or the Champaign Public Library, it shall mean “City of Champaign on behalf of” the relevant agency. A prospective Contracting Agency will be referred to as the “Vendor”, "Bidder" or “Contractor”. “Proposal” or "Bid" shall refer to all proposals, bids, quotes, and/or qualifications submitted in response to the Request or Bid. "Time" shall refer to all time limits designated as days within these documents and shall be interpreted to mean calendar days unless otherwise specified. A calendar day is every day on the calendar.

A. Any bid received by the City Clerk after the date and time specified in the

Invitation to Bid shall not be considered and shall be returned to the Bidder unopened.

B. All bids and accompanying data must be submitted in conformity with, be based upon, and be subject to all the requirements of the contract documents.

The following documents must be submitted as part of the bid:

1. The Bid Form

2. Bid Security (Applicable to this Contract: No)

3. Disclosure Affidavit

4. Affirmative Action Compliance Forms OR Certificate of Approval

5. CDAP Utilization/Good Faith Efforts Form (Applicable to this Contract:

Yes)

6. Accessibility Requirements Form and Voluntary Product Accessibility

Template (VPAT) (Applicable to this Contract: No)

7. Any other documents required by the Specifications

C. All required documents shall be enclosed in an opaque envelope sealed and clearly labeled with:

1. Name, Address and Phone Number of the Bidder

2. Project Title and Number (see Invitation to Bid)

10/23/26, 3:38 PM Project Detail https://procurement.opengov.com/portal/cityofchampaign/projects/316456/document 2/6

1.7. Examination of Job Site and Contract Documents

1.8. Addenda

3. Bid Opening Date and Time (see Invitation to Bid)

If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City of Champaign, c/o

City Clerk, 102 North Neil Street, Champaign, IL 61820. The exterior envelope must also contain the Project Title, Number and Bid opening date and time.

Please note Bid Security Requirements in section "Bid Security".

D. All blank spaces in the Bid documents must be filled in by using a typewriter, indelible ink, or word processor. Where amounts are given in both words and figures, the words will govern. If there is a discrepancy between the total amount and unit price, the unit price will govern. The signer must initial any changes.

E. The Bidder must sign the Bid Form. If the Bidder is a corporation, the Bid Form must bear the name of the corporation and be signed by an officer authorized to bind the corporation. If the Bidder is a partnership or limited liability company (LLC), the Bid Form must bear the name of the partnership or LLC and be signed by a partner or member.

A. Each Bidder must examine the site of the proposed work and review any plans and/or project specifications, including any addenda, so that the Bidder may fully understand the difficulties and restrictions attending the execution of the work contemplated under the contract and satisfy themselves of the accuracy of the bid amount and estimate. The failure or omission of any Bidder to do any of the foregoing shall in no way relieve the Bidder from any obligation with respect to its bid.

B. Bidders shall thoroughly examine and be familiar with the general conditions and all other contract documents.

C. Should a Bidder find discrepancies or omissions in the specifications or other contract documents or be in doubt as to the meaning of any requirement or term, the Bidder shall notify the City at least five (5) business days prior to the deadline for submission. The City will send written instructions in the form of an addendum to all Bidders if the information is deemed necessary by the City in submitting bids. The City will not be responsible for any oral instructions.

The failure of the Bidder to request clarification prior to submitting the bid waives the Bidder’s right to claim any ambiguity or discrepancy in the documents.

D. The selected Bidder will be required to execute and submit original contract documents to the City.

Should the City issue any addenda to the bid documents, the Bidder shall submit acknowledgement of receipt of the addenda on the Bid Form and the bid shall be based on all addenda. Any addenda issued by the City shall be considered part of the bid documents and failure to submit acknowledgement of the receipt of all addenda may be cause for the City to reject the bid.

https://procurement.opengov.com/portal/cityofchampaign/projects/316456/document 3/6

1.9. Bid Prices Net

1.10. Equal Opportunity in Purchasing Ordinance and Illinois Human Rights Act

1.11. Conditional Bids

1.12. Withdrawal/Modification of Bid Before Opening

1.13. Award of Bid; Request to Withdraw After Bid Opening

Bid prices shall be net, including therein transportation and handling charges F.O.B.

City of Champaign, and shall further include all charges of whatsoever sort for labor, materials, utility costs, and all other charges contained in or required by the work or materials designated in the contract documents.

A. The Bidder shall comply with the Equal Opportunity in Purchasing Ordinance of the City of Champaign (Article IV of the Champaign Municipal Code, 1985, as amended). Pursuant to the Ordinance, the Bidder must have on file a Certificate of Approval or an Affirmative Action Form plus an approved Affirmative Action

Plan before a bid can be awarded to the Bidder. Inquiries concerning this requirement may be directed to the Equity and Engagement Department, 205

W. Park Avenue, Champaign, IL 61820 or by telephone at (217) 403-8830.

B. The Bidder shall comply with the Illinois Human Rights Act, (775 ILCS 5/1-101, et seq). Particular attention is drawn to the provisions of 775 ILCS 5/2-105 as it relates to public contracts.

A conditional or qualified bid or bid combination not authorized by the bid documents will not be accepted.

A. Prior to the time and date designated for receipt of bids, any bid submitted may be withdrawn upon written request to the City Clerk provided said request is received by the City Clerk prior to the time and date designated for receipt of bids. The Bidder must sign such request. If a request is submitted by facsimile, the original hard copy of the request must be mailed and postmarked on or before the date set for receipt of bids.

B. Bidders who have withdrawn bids may still submit a bid up to the time designated for the receipt of bids provided that they are then fully in conformance with these Instructions to Bidders.

A. The City intends to award the contract to the lowest responsive, responsible

Bidder within one hundred twenty (120) calendar days after the actual bid opening date. During this period, the bid constitutes an irrevocable offer subject to acceptance by the City and the Bidder may not withdraw or attempt to change its bid.

B. If a contract is not awarded within the time period specified above, a Bidder may file a written request to withdraw its bid, bid bond and security, and the City will them permit such withdrawal. Until the bid is withdrawn as provided in this section, the City may accept the bid.

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1.14. Reservation of Rights

1.15. Qualifications of Bidder

1.16. Insurance Requirements

1.17. Applicability of Laws

1.18. Veteran’s Preference Act and Employment of Illinois Workers on Public Works Act

1.19. Local Preference

A. The City of Champaign reserves the right to reject any and all bids, waive any formality or technicality in the bids, or to extend any of the time limits set forth herein as the City, in its sole discretion, deems necessary.

B. The City of Champaign is not obligated to accept the lowest bid and may award the contract in any manner in which it determines the interests of the City will best be served. The City will use Sections 12.5-38 and 39 of the Champaign

Municipal Code, 1985, as amended, for guidance, and any other criteria that may be included in the contract documents.

The City may make such investigations as it deems appropriate to determine the ability of the Bidder to perform the work, and the Bidder shall furnish the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

If work will be performed on City property, or if professional services are sought, the successful Bidder shall submit the required certificates of insurance as specified in the

General Conditions within fourteen (14) days of the Notice of Award and prior to execution of the contract by the City. Bidders shall be familiar with the insurance requirements specified in the General Conditions or as modified by specifications.

All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout.

The Contractor shall comply with the Veterans Preference Act (330 ILCS 55/1 et seq.,) and the Employment of Illinois Workers on Public Works Act (30 ILCS 570- 0.01 et seq) in the employment and appointment to fill positions in the construction, addition to, or alteration of any public works.

Local vendors may be given a preference depending on the amount of the contract and the amount of the difference between the bid of the lowest responsible local

Bidder and that of the lower, responsible, non-local Bidder, as provided in Section 12.5-

34 of the Champaign Municipal Code, 1985, as amended.

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1.20. Taxes

1.21. Rights to Submitted Materials

1.22. Public Records and Requests for Confidential Treatment

1.23. Proprietary Information

Bids shall include applicable taxes. The City is exempt from Illinois sales tax and

Federal Excise Taxes.

All bids, responses, inquiries, or correspondence relating to or in reference to this

Invitation to Bid, and all reports, charts, displays, and other documentation submitted by the Bidder shall become the property of the City when received and shall not be returned to the Bidder. The City reserves the right to use the material or any ideas submitted in this bid in response to the Invitation to Bid whether amended or not.

Selection or rejection of any bid does not affect this right.

Bids become the property of the City and, along with late submissions, will not be returned to the Bidder. Your bid will be open to the public under the Illinois Freedom of

Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your bid that City treat certain information as exempt. A request for confidential treatment will not supersede the City’s legal obligations under FOIA. The

City will not honor requests to exempt entire bids, and it shall be your responsibility as the Bidder to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to FOIA or other law or rule, the City shall disclose the successful Bidder's name, the substance of the bid, and the price. If you request exempt treatment of a portion(s) of your bid, you must submit an additional copy of your bid with such exempt information deleted. This copy must state the general nature of the material redacted and shall retain as much of the bid as possible. You, the Bidder, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records.

Additionally, you warrant that the copy or duplication of your bid pursuant to a request for public records will not violate the rights of any third party.

Any restrictions on the use of information contained within a bid shall be clearly stated as such within the bid. The City will only be able to comply with a request for confidentiality to the extent allowed by law.

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