CITY OF GENEVA ELECTRIC DEPARTMENT

1800 SOUTH STREET

GENEVA, IL 60134

SPECIFICATIONS AND CONTRACT DOCUMENTS 26-2

2026-2027

WOOD UTILITY POLES

(Material Only)

Bid Opening: 10:00 A.M. MONDAY, AUGUST 3, 2026

Bid Deposit: NOT REQUIRED

Performance Bond: NOT REQUIRED

Specifications: Attached

Return Bids To: City Administrator City of Geneva 22 South First Street Geneva, IL 60134

Please Mark the Return Envelope and specify the:

1. Bid Opening Date & Time

2. Title of Job

For Additional Information regarding bid, contact:

Jennifer Shelley Purchasing & Inventory Coordinator City of Geneva Electric Department 1800 South Street Geneva, IL 60134 630-232-1503

Please submit entire document in duplicate intact.

Thursday, July 16, 2026

NOTICE

DUPLICATE sealed BIDS submitted in a sealed envelope with the words "WOOD UTILITY POLES” marked on it, will be received by the City of Geneva , Illinois, until 10:00 A.M, Monday, August 3, 2026, at the Office of the Administrator, City of Geneva, 22 South First Street, Geneva, Illinois, 60134.

This material shall be provided in accordance with the specifications of the City of Geneva.

Contractors and Subcontractors shall pay not less than the prevailing Rate of Wages as found by the Department of Labor or as are determined by the Court of Appeal , Kane County, to all laborers, workman, and mechanics performing work under the Contract. A signed certification stating the above as well as the fact that the bidder is not barred from bidding as a result of a violation of either Section 33E-3 or 33E-4 of Chapter 720, Illinois Compiled Revised Statutes, [720 ILCS 5/33E-3 and 5/33E4 (2009)].

The City reserves the right to defer acceptance of any proposal for a period not to exceed ( 60 ) days after the date bids are received.

The City of Geneva reserves the right to reject any or all bids and waive technicalities.

Bid packages are available for download on the city’s website at https://www.geneva.il.us/bids.aspx or can be obtained by contacting Jennifer Shelley, Purchasing and Inventory Coordinator, City of Geneva, 1800 South Street, Geneva, IL 60134, or by calling 630-232-1503.

To be published in the Daily Herald on the following date:

Thursday, July 16, 2026

CITY OF GENEVA

BID PROPOSAL NO. 26-2 OPENING DATE: 8-03-2026

FOR: WOOD UTILITY POLES

OPENING TIME: 10:00 AM

DEPARTMENT: PUBLIC WORKS

QUANTITIES

SPECIFIC QUANTITIES ESTIMATED QUANTITIES

BID DEPOSIT REQUIREMENTS

NOT REQUIRED CHECK OR BID BOND $1000.00

PERFORMANCE BOND

NOT REQUIRED TO BE SUBMITTED

IN AMOUNT OF

OF CONTRACT TOTAL

SAMPLES

NOT REQUIRED TO BE SUBMITTED

WITH BID

DESCRIPTIVE LITERATURE & TECHNICAL DATA

NOT REQUIRED TO BE SUBMITTED WITH BID

INSTRUCTIONS TO BIDDERS

Bids shall be submitted to the City Administrator, City of Geneva, 22 South First Street, Geneva, IL 60134.

Bids shall be in sealed envelopes clearly marked as to what the bid pertains to as well as time and date of bid opening. Return address should be on outside of bid envelope.

Bids shall be submitted in DUPLICATE to the City of Geneva.

Bids shall be received on or before the time specified at which time the bids will be publicly opened and read aloud at the office of the City Administrator. Bids received after the specified time and date will be returned to the bidder unopened.

BIDS SHALL BE SUBMITTED ON CITY OF GENEVA BID FORMS INCLUDED IN THE

CONTRACT DOCUMENT (BID PACKAGE).

The manufacture or assembly of equipment shall be commenced within ten (10) calendar days after written notice to proceed and shall be completed within the time stated in the successful bidder's proposal.

The City reserves the right to consider such factors as time of completion or delivery, materials, method of construction, experience, and responsibility of the bidder and similar factors in determining which bid it deems to be in the City's best interest.

The City reserves the right to reject any or all of the bids, to waive informalities or technicalities in any bid and to accept the bid which it deems to be in the best interest of the City of Geneva.

A bid deposit will be required if indicated on the “NOTICE TO BIDDERS” form. Each bid MUST be accompanied by a Bid Bond signed by a surety company authorized to do business in Illinois, or by a cashier’s check or certified check in the amount of $1000.00. Any bid not accompanied by a required bid deposit may be rejected.

All bid deposits (except that of the lowest responsible bidder) will be returned after the lowest responsible bidder is determined by the City Council. The return of the bid deposit to the successful bidder or awardee will be contingent upon that bidder’s execution of a written contract with the City.

Any bidder may withdraw his or her bid by letter or telegraphic request or, with proper identification, by personally securing the bid proposal at any time prior to the time fixed for opening of bids and provided that written confirmation of any telegraphic withdrawal over the signature of the Bidder is placed in the mail and postmarked prior to the time set for bid opening.

Telephonic request to withdraw a bid will not be considered.

The City of Geneva is exempt from the Illinois Retailers Sales and Occupation Tax. An exemption certification will be furnished upon request.

Delivery of Goods F.O.B. Point- City of Geneva ELECTRIC UTILITY, 1800 South Street, Geneva, IL 60134 may be indicated in City's Purchase Order or Notice to Proceed. Should any goods be damaged during shipment, bidder shall repair or replace and damaged equipment or materials. Bidder shall negotiate on the City's behalf, at no cost to the City, with the carrier or other persons as required, to obtain compensation for such repair or replacement.

The City shall be notified 24 hours prior to any shipment of materials or equipment. Please call Jennifer Shelley at (630) 232-1503 during the hours of 7:00 AM to 3:00 P.M.

All deliveries are to be made during City of Geneva Electric Utility business hours of 7:00 AM to 11:30 A.M. and 12:30 P.M. to 3:00 P.M.

Each bidder shall submit a lump sum price for material or equipment covered by the specifications, together with any prices for alternate materials or equipment or other prices or data listed in the Form of Proposal or as specified.

ESCALATION CLAUSES ARE NOT ACCEPTABLE.

The bidder may at his option, base quotes on furnishing substitutions that are equivalent of any item described, named, or specified, provided the selection meets the quality and are direct equals to the item specified. Burden of proof that proposed substitutions are equivalent, rests with the bidder.

Submit separate prices, alternate prices, or adjusted prices for materials or equipment as requested in the Form of Proposal. Bidders may in addition, submit prices for a combination of these separately priced schedules. If submitting combination quotes, bidders must submit separate schedule bids. Each schedule will be independent and subject to acceptance or rejection without alteration or qualification.

The City may award Purchase Order on basis of separate quotes or combination bids.

Prepare bids in duplicate on Form of Proposal included herewith, one copy submitted to the City, one copy to be retained by the bidder.

A legally authorized representative of bidder shall sign the bid.

Submit manufacturer's specifications and descriptive data on proposed materials.

All laborers, workers, mechanics, etc., employed in any public work under this contract shall be paid in accordance with the Prevailing Wage Rates approved by the City of Geneva, Kane County, as attached to the project specifications.

A statement certifying that the bidder is not barred from bidding on the Project Specifications as a result of a violation of either Section 33E-3 or 33E-4 of Chapter 720, Illinois Compiled Statutes [720 ILCS 5/33E-3 and 5/33E-4 (2009)]. The certificate form is attached to the Project Specifications.

Bid results will be available on the City of Geneva website.

Absolutely no results will be given out over the telephone.

Questions regarding this Legal Notice, Instructions to Bidders, and Specifications should be directed to Jennifer Shelley, Purchasing and Inventory Coordinator, Geneva Electric Utility at

(630) 232-1503.

USE FORM OF PROPOSAL INCLUDED HEREIN

CERTIFICATION OF COMPLIANCE

The undersigned hereby certifies as follows:

1. That he has the authority and consent to make this certification on behalf of the bidder, (Name of Company)

2. That he has knowledge of the City of Geneva Codes pertaining to the disqualification of certain bidders.

3. That he knows that the bidder listed above is not disqualified from bidding under the aforementioned sections.

4. That he has knowledge of the City of Geneva ordinances relating to Fair Employment

Practices and knows and understands the contents thereof; he certifies hereby that it is the policy of the bidder to recruit, hire, train, upgrade, promote, and discipline its employees without regard to race, creed, color, religion, age, sex, or physical or mental impairment.

5. That said bidder is not barred from bidding on the aforementioned contract as a result of a violation of Sections 33E-3 or 33E-4 of Chapter 720, Illinois Compiled Statutes, [720 ILCS 5/33E-3 and 33E-4 (2009)].

6. That pursuant to Chapter 65, Section 11-42.1-1 [65ILCS 5/11-42.1-1] of the Illinois

Revised Statutes, the bidder is not delinquent in the payment of any taxes administered by the Department of Revenue.

7. That the contractor (either as an individual or company agrees to provide a drug free workplace as provided for by the “30 ILCS 580/1 et. seq.”

8. That all work under this contract shall comply with the Occupational Safety and Health

Act (OSHA) of 1975 as amended, and all other Federal, State, or Local statutes, rules, or regulations including all City of Geneva Safety Procedures affecting the work done under the contract.

9. That all work done under this contract shall comply with the Prevailing Wage Rate Act of the State of Illinois [820 ILCS 130/1 et. seq.] County of Kane, Illinois in effect at the time the work is performed.

10. Contractor acknowledges that the Freedom of Information Act, 5 ILCS 140/1 et seq. (the “ACT”) places an obligation on the City of Geneva to produce certain records that may be in possession of the Contractor. Contractor shall comply with the record retention and documentation requirements of the Local Records Retention Act, 50 ILCS 205/1 et seq.

and the Act and shall maintain all records relating to this Agreement in compliance with the Local Records Retention Act (complying in all respects as if the Contractor was, in fact, the City). Upon notice from the City, Contractor shall review its records promptly and produce to the City within two business days of said notice from the City the required documents which are responsive to a request under the Act. If additional time is necessary to comply with the request, the Contractor may request the City to extend the time to do so, and the City will, if time and a basis for extension under the Act permits, consider such extensions. In the event Contractor fails to produce the requested records or fails to produce the requested records within the time period required above and the City is assessed a fine, fee or penalty for failure to timely comply with Act do to Contractor’s actions, Contractor shall reimburse City for all fines, fee or penalties, including reasonable attorney’s fees, paid by the City.

By submission of this bid, I certify that the bid has been arrived at independently and has been submitted without collusion between or among any vendor of materials, supplies, equipment, or services.

Name of Corporation, Partnership, or Proprietor

Address

City State Zip

Telephone

Authorized Signature/Title

SUBSCRIBED AND SWORN to before me this ____________day of _______________ , 20_______ .

_____________________________________________Notary Public

My commission expires:__________________________

FORM OF PROPOSAL

Name of Bidder ______________________________________________________________

Address of Bidder _____________________________________________________________

Telephone No. of Bidder ________________________________________________________

To: City Administrator

City of Geneva 22 South First Street Geneva, IL 60134

The undersigned bidder, having examined the specifications of the following proposal, hereby proposes to provide the required labor, services, and materials described in this Form of Proposal, the Instruction to Bidders, and Specifications for the sum or sums stated hereinafter:

I. WOOD UTILITY POLES

FURNISH AND DELIVER _________________________________________________

AS SPECIFIED FOR THE SUM OF: ____________________(DOLLARS)

TO BE DELIVERED ON : __________________________________, 20_____________.

Prices contained herein are firm through _______________________________________ .

The undersigned bidder states that this proposal is made in conformity with the specifications and agrees that, in the event of any discrepancies between any conditions of this proposal and the specifications prepared by the City of Geneva, the provisions of the latter shall prevail.

The undersigned bidder certifies that this proposal is made in good faith, without collusion or connection with any other person or persons bidding for these services, labor and materials.

Signed by :

BIDDER: ______________________________________

BY : __________________________________________

TITLE : _______________________________________

DATE : _______________________________________

NOTICE : SUBMIT PROPOSALS ON PROPOSAL FORM ONLY

CITY OF GENEVA PUBLIC WORKS

ELECTRIC DIVISION

SIZE, TYPE AND QUANTITY OF WOOD UTILITY POLES

CLASS LENGTH SPECIES QUANTITY UNIT COST TOTAL COST

2 35’ WRC 5 ____________ ______________

1 40’ WRC 3 ____________ ______________

2 40’ WRC 10 ____________ ______________

1 45’ WRC 5 ____________ ______________

2 45’ WRC 5 ____________ ______________

1 50’ WRC 1 ____________ ______________

2 50’ WRC 1 ____________ ______________

CITY OF GENEVA ELECTRIC DEPARTMENT

WOOD POLE SPECIFICATIONS

1. SCOPE

1.1 This specification covers requirements for Western Red Cedar (Thuja plicata) poles that are to be full-length treated with pentachlorophenol by the thermal process.

1.2 Information pertaining to pole length and class, framing detail and class of treatment

(if other than Class S), shall be indicated on Quantity and Type page and Reference Standards Exhibit A.

2. MATERIAL

2.1 All wood poles shall meet or exceed the requirements of ANSI 05.1-1992 Standards “

American National Standard Specifications and Dimensions for Wood Poles”, or the latest revision thereof.

2.2 All poles shall be free of short crooks. The definition of a short crook is amended to read “ a localized deviation from straightness which, within any section, 5 feet or less in length, is no more than ¼ of the mean diameter of that crooked section”.

2.3 A sweep in two planes (double sweep) is prohibited.

3. SEASONING

3.1 All poles shall be air-seasoned before impregnation.

3.2 The moisture content shall be determined at a depth of ¾ inch below the surface at a point midway between the tip and butt ends of each pole and shall not exceed 25% in any pole. Tests shall be made using a resistance type moisture meter with insulated electrodes.

4. MANUFACTURING

4.1 The poles shall not be machine-shaved unless otherwise stated on the purchase order.

All knots shall be neatly trimmed close to the surface of the pole.

4.2 Each pole shall be incised for a distance of 4 feet above and 2 feet below the ground line.

4.3 Poles shall be branded on the face, showing the year of treatment, species, length and class. A metal tag shall be placed above the brand and on the butt end of each pole indicating the length and class. The metal tag on the face shall be countersunk below the surface of the pole.

5. PRESERVATION

5.1 The preservation shall be pentachlorophenol. The pentachlorophenol petroleum solution shall not contain less than 5% pentachlorophenol by weight as determined by AWPA standard A5-83. The pentachlorophenol shall conform to AWPA Standard P8-latest revision and the petroleum to AWPA Standard P9-latest revision, heavy petroleum solvent.

6. TREATMENT

6.1 Treatment shall be full-length by the thermal process and conform to the requirements of EEI TD-100, 1968. All treatment shall be Class S (Standard).

6.2 Each pole shall be tested for preservation penetration in the incised ground line area.

6.2.1 The minimum penetration for Class S treatment shall be 0.50 inch, unless sapwood depth is 0.50 inch in which case complete sapwood penetration must be obtained.

6.3 All poles having satisfactory penetration in the incised ground line area shall be tested for penetration at a point midway between the tip and butt ends of the pole. The minimum preservative penetration for Class S shall be 0.25 inch, unless the sapwood depth is less than 0.25 inch in which case complete sapwood penetration must be obtained.

7. SUPPLIER’S RESPONSIBILITY

7.1 A test report shall be supplied by the treating plant stating that the poles have been inspected and tested in accordance with these specifications and certifying that the poles meet the requirements of these specifications. This test report shall show the average depth of sapwood, depth of treatment penetration and retention of dry pentachlorophenol in the outer ½ inch of sapwood in the incised area. Also included in the report should be the preservative analysis, showing solution mixture, specific gravity and flash point temperature.

8. SHIPMENT

8.1 All packing slips and invoices from the successful bidder must contain the PO number.

8.2 At least a 24 hour advance notice must be given to Jennifer Shelley at 630-232-3273 prior to delivery of poles. Prices shall include a self –unloader. Poles can be unloaded between 7:00 a.m. to 11:30am or 12:30 p.m. to 3:00 p.m Monday through Friday.

Additional shipping costs resulting from failure to provide the 24 hour notice or from delivery of goods outside the specified times or for costs incurred because a self-unloader was not furnished shall be paid by the vendor.