Agenda No. __________________

Ordinance No. ________________

CITY OF

Springfield ILLINOIS

CONTRACT BOOK

SECTION I -- INTRODUCTION SECTION V: -- PRICING

SECTION II -- INSTRUCTIONS TO BIDDERS SECTION VI: -- CERTIFICATIONS

SECTION III -- SCOPE OF CONTRACT SECTION VII: -- ADDENDA

SECTION IV -- TERMS & CONDITIONS SECTION VIII: -- CONTRACT

MISTY BUSCHER, MAYOR

CONTRACT INDEX NO:_ UW27-07-34 ______

CONTRACT NAME: Submersible Non-Clog ____ _Wastewater Pump_

NAME OF BIDDER:

ADDRESS OF BIDDER:

CITY OF SPRINGFIELD, ILLINOIS

300 S. SEVENTH STREET,

ROOM #200

SPRINGFIELD, ILLINOIS 62701

SECTION I

1. INTRODUCTION

1.1 Summary

The City of Springfield, Illinois ("City") is accepting sealed bids for UW27-07-34 – Submersible Non-Clog Wastewater Pump. Bids must be submitted via the City's Bid Portal by Thursday, August 20, 2026, at 2:00 p.m. local time.

Department: Office of Public Utilities Bid Security: N/A

1.2 Background

Springfield, the capital city of Illinois and seat of Sangamon County, has a population of 114,394 as of the 2020 census. The city's economy is driven by government agencies, healthcare, and medicine, with historical significance as the home of Abraham Lincoln from 1837 to 1861. Key attractions include the Abraham Lincoln Presidential Library and Museum, Lincoln Home, Old State Capitol, Lincoln-Herndon Law Offices, Lincoln Tomb, and historic Route 66.

1.3 Contact Information

Purchasing Agent Email: Purchasing@springfield.il.us 300 S. Seventh Street Phone: (217) 789-2191 Springfield, IL 62701

1.4 Timeline

The following timeline is a guide for planning purposes. The City reserves the right to adjust as needed:

Bid Released: July 28, 2026 Pre-Bid Meeting: N/A Pre-Bid Meeting/Site Visit: N/A Pre-Bid Location: N/A Questions Due to City: August 10, 2026, 12:00 p.m.

Response from City: August 12, 2026, 4:30 p.m.

Bids Due/Opening: August 20, 2026, 2:00 p.m.

Anticipated Award Date: October 6, 2026

UW27-07-34

Submersible Non-Clog Wastewater Pump

1 of 31 July 28, 2026

SECTION II

2. INSTRUCTIONS TO BIDDERS

2.1 Vendor Registration

Prospective bidders must register as vendors on the City of Springfield website at:

https://www.springfield.il.us/Registration/Options.aspx.

Registration enables receipt of bid opportunities and electronic submission of responses.

2.2 Retrieval of Bid/Proposal Documents

Bidders are responsible for accessing bid documents and addenda on the City’s website:

https://www.springfield.il.us/departments/OBM/OBMHome.aspx?Purchasing.

2.3 Submission of Bids/Proposals

Unless otherwise specified, bids must be submitted electronically via the City’s website in PDF format. All required documents (addenda, certifications, insurances, guarantees, bonds, etc.) must be included and complete.

2.4 Pre-Bid Meeting Attendance

Some bids may require a pre-bid meeting, which could be mandatory or non-mandatory.

For mandatory meetings, only attendees may submit bids. Meeting details will be posted on the City’s website.

2.5 Questions

Submit questions in writing via the Question/Answer Tab on the City's website by the specified deadline. Include the relevant section title for clarity. Responses will be posted on the website with sufficient time for bid preparation.

2.6 Addenda

Addenda will be posted on the City's website. Bidders are responsible for incorporating all addenda into their submissions. Failure to acknowledge addenda does not relieve bidders of their obligations under the contract.

2.7 Withdrawal of Bid

Bids may be withdrawn via the City's website prior to opening. After opening, bids cannot be withdrawn for 90 days without the City’s consent, except as permitted by regulation. Post-opening corrections or withdrawals require a written determination by the Purchasing Agent.

2.8 Rejection of Bids

The City reserves the right to reject any or all bids, waive technicalities, and accept the bid deemed in its best interest. Such decisions are final.

2.9 Bid Opening

Telephone, fax, email, or verbal offers will not be accepted. Bids will be publicly opened and read at the specified time. Late submissions will not be accepted.

UW27-07-34

2 of 31 July 28, 2026

SECTION III

3. SCOPE OF WORK/PURCHASE

SPECIFICATIONS FOR

SUBMERSIBLE NON-CLOG WASTEWATER PUMP

1. SCOPE

Furnish one (1) submersible non-clog wastewater pump. The pump shall be equipped with a submersible electric motor connected for operation on a 480 volt, 3 phase, 60 hertz wire service, with 75 feet of electric cable suitable for submersible pump applications.

The power cable shall be sized according to National Electric Code (NEC) and Insulated Cable Engineers Association (ICEA) Standards. The pump shall be supplied with a 90° connection elbow with a standard 8”, 250 lb flange. The pump with accessories shall be capable of delivering 2,000 GPM at 68 feet of head (TDH), shut off head shall be a minimum of 92 feet. The pumped liquid will be lime blowdown sludge from the Water Treatment Plant and scrubber sludge from the Power Plant. The liquid temperature ranges from 35°F to 105°F.

All prices quoted by the bidders shall be firm in accordance with Section I of this contract and delivery time after awarding of contract shall be stated in the bidder’s contract.

Items shall be delivered DDP, Incoterms® 2020 to the Office of Public Utilities, Water Filtration Plant, 3100 Stevenson Drive, Springfield, Illinois 62703. Delivery shall be made only after receipt of a purchase order from the City Purchasing Agent.

INTERPRETATION TO BIDDER

A prospective bidder, who is in doubt as to the meaning of any part of the Contract Documents, or of any addenda, may submit to the Purchasing Agent a written request for interpretation.

Such requests shall be addressed to: Office of the Purchasing Agent Email to: Purchasing@springfield.il.us Phone: (217) 789-2191

Any such interpretation will be made by addendum. The City of Springfield will not be responsible for any explanation or interpretation of proposed documents other than by addendum. Any addenda will become part of the Contract Documents.

The City of Springfield, Office of Public Utilities reserves the right to determine the lowest and best bid, to reject any and all bids, and to waive any irregularities contained in the bids.

UW27-07-34

3 of 31 July 28, 2026

GENERAL INFORMATION

The Notice, Instruction to Bidders, Terms and Conditions, Addenda and the Scope of Work & Drawings set forth in this document will be the prevailing conditions of this Contract. Any exceptions to these terms and conditions must be addressed with respect to the specific page, paragraph and number and added to the proposal section of this Contract. Any Terms and Conditions submitted otherwise will not be considered or accepted for award of bid.

2. Products

Materials and Equipment A. The pumps and equipment covered by this Section are intended to be standard pumping equipment of proven ability as manufactured by reputable companies having long experience in the production of such pumps and equipment. The pumps and equipment furnished shall be designed and constructed in accordance with the best practice and methods.

B. All parts shall be designed and proportioned as to have liberal stiffness and to be specially adapted to for the work to be done.

C. Brass or stainless-steel nameplates giving the name of the manufacturer, the rated capacity, head, speed, serial number, horsepower, voltage, amperage, and all other pertinent information shall be attached to each pump.

D. Pumps shall be supplied by Flygt, ABS, or approved equal.

2.2 Submersible Pumps

A. Submersible wastewater pumps with “Angle Flow” non-clogging radial flow design impellers. Each pump shall be equipped with a submersible electric motor connected for operation on existing electrical service with 75 feet of submersible cable (SUBCAB) suitable for submersible pump applications. The power cable shall meet NEC and ICEA standards for submersible pumps and have P-MSHA approval. The pumps shall be supplied with a discharge.

B. Submersible pumps and motors shall be designed specifically for raw stormwater use, including totally submerged operation during a portion of each pumping cycle and shall meet the requirements of National Electrical Code (NEC) for such units. Pump motor cords shall be designed for flexibility and serviceability under conditions of extra hard usage and shall meet the requirements of the NEC for flexible cords in sewage pumping stations. Ground fault interruption protection shall be used to de-energize the circuit in the event of any failure in the electrical integrity of the cable.

C. Pumps shall be manufactured by companies whose management system is registered to ISO-9001:2000. All pumps supplied shall have a factory direct manufacturing and repair facility within 325 miles of the City of Springfield IL.

D. Pumps furnished shall be totally submersible electric operated pumps of the sizes, number, and capacities shown below. The motors shall be non-overloading at any point on the pump curve, from shut-off to zero head conditions, and shall be of the specified 50 horsepower, operating at 480 volt, 3 phase. The pump, UW27-07-34

4 of 31 July 28, 2026 discharge elbow, and associated mounting hardware shall be as manufactured by the pump manufacturer.

E. Pump Design

• The pump shall be furnished as one complete pump system, all the system components supplied by one manufacturer. The pump shall be vertical, submersible, solids handling type pump, designed to handle gritty sludge and raw stormwater, and shall be capable of passing 3”-in.

spherical solids. The pump base shall have an 8-inch flanged outlet connection. The design shall be such that the pump unit will be automatically connected to the discharge piping when lowered into place on its mating discharge connection, permanently installed in the manhole. The pump shall be easily removable for inspection or services, requiring no bolts, nuts, or other fastenings to be disconnected. For this purpose, there shall be no need for personnel to enter the manhole. It shall be fitted with a lifting loop of adequate strength to permit raising and lowering the pump for inspection or removal. A stainless-steel chain or cable shall be attached to this lifting loop and extended to the top of the wet well. The pump, with its appurtenances and cable, shall be capable of continuous submergence underwater without loss of watertight integrity to a depth of 100-feet.

F. Pump Construction

• All major parts, such as the stator casing, oil casing, sliding bracket, volute and impeller shall be gray iron. All exposed bolts and nuts shall be stainless steel.

• A wear ring system shall be installed to provide efficient sealing between the volute and impeller. The impeller shall be gray cast iron of non-clogging design coated with an acrylic dispersion zinc phosphate primer, capable of handling solids, fibrous material, and other matter found in normal stormwater applications. The impeller shall be dynamically balanced. Static and dynamic balancing operations shall not deform or weaken it. The impeller shall be retained with a non-corroding Allen head bolt.

• The pump shall be provided with a mechanical rotating shaft seal system running in an oil reservoir having separate lubricated seal faces.

No seal damage shall result from operating the pumping unit out of its liquid environment. The seal system shall not rely upon the pumped media for lubrication. Provision for determining the condition of the lower seal unit without disassembly of the pump shall be provided.

• Installation of the pump unit to the discharge connection shall be the result of a simple linear downward motion of the pump unit guided by no less than two guide bars. No other motion of the pump unit, such as tilting or rotating, shall be required.

• The motor cable entry water seal design shall be such that precludes specified torque requirements to ensure a water-tight and submersible seal. Pump motor cable shall be suitable for submersible pump applications, and this shall be indicated by a code or legend permanently embossed on the cable. Cable sizing shall conform to NEC

UW27-07-34

5 of 31 July 28, 2026

Specifications for pump motors and shall be of adequate size to allow motor voltage conversion without replacing the cable. Pump power cable shall be continuous without splices from the pump to the control cabinet. The cable shall be at least 75 feet in length.

• All mating surfaces of major parts shall be machined and fitted with nitrile O-rings where water-tight sealing is required. No other sealing compounds shall be required nor used.

• Each pump shall have a low flow capacity of 2000 GPM at a total head of 68 feet when operating at 1185 RPM with a pump efficiency of 80%.

Pump motor shall be a minimum of 50 horsepower. The pump and motor shall be UL-listed, FL- listed, or ETL-listed suitable for Class 1 Division 1 Group D hazardous location. A Fairbanks 8” D5434 meets the requirements of this special provision.

G. Pump Assembly Configuration

• Cooling System- Motors are cooled by the surrounding environment or pumped media. Pumps requiring jackets for recirculation of either pumped media or internally reticulated cooling fluid of any type are not acceptable.

• Cable Entry Seal- Cable leads are to enter at the top of the motor and are to allow cable-to-motor connection to be accomplished in the field without soldering. All power and control lead wires are to be double sealed as it enters the motor in such a manner that cable wicking will not occur. This sealing system shall consist of a rubber grommet followed by epoxy that is high in adhesive qualities and has a low coefficient of expansion. Each cable wire is to have a small section of insulation removed to establish a window area of bare wire and each wire is to be untwisted and surrounded by epoxy potting material. A cable strain relief mechanism shall be an integral part of this sealing system. Cable sealing system shall be capable of withstanding an external pressure test of 1200 PSI as well as a cable assembly pull test as required by Underwriters Laboratories. Singular grommet or other similar sealing systems are not acceptable. The motor and cable shall be capable of continuous submergence underwater without loss of water-tight integrity to a depth of 65 feet or greater. Leads are connected to a water-tight fully O-ringed terminal board.

Total grommets or other similar sealing systems are not acceptable.

Motor shall be supplied with 75 feet of multiconductor type RHW or Re Neoprene power cable and control cable. Cable sizing shall conform to NEC specifications.

H. Electric Motor

• Motor shall be rated for Class 1, Division 1, Group D.

• The pump motor shall be a NEMA B design, induction type with a squirrel cage rotor, shell type design, housed in an air filled, watertight chamber. The stator windings shall be insulated with moisture resistant

UW27-07-34

6 of 31 July 28, 2026

Class F insulation. The stator-winding and lead shall be insulated with moisture resistant Class F insulation for continuous duty capable to minimum of ten (10) starts per hour. Motor shaft shall be 416 stainless steel: the rotor and shaft together is to be dynamically balanced to meet NEMA vibration limits: all hardware to be stainless steel.

• Thermal switches set to open at 311F shall be embedded in the stator end coils to monitor the temperature of each phase winding. These thermal switches shall be used in conjunction with and supplemental to external motor overload protection and shall be connected to the control panel. The motor and pump shall be produced by the same manufacturer.

• The combined service factor shall be a minimum of 1.15. The motor shall have a voltage tolerance of plus or minus 10%. The motor shall be designed for operations up to 40° C (104° F) ambient and with a temperature rise not to exceed 80°C. A performance chart shall be provided showing curves for torque, current power, power factor, input/output kW and efficiency. This chart shall also include data on starting and no-load characteristics.

• Power and control leads shall be terminated on a sealed terminal board.

The terminal boards and its bronze lugs shall be O-ring sealed.

• The motor horsepower shall be adequate so that the pump is non-overloading throughout the entire pump performance curve from shut-off through run-out. Pumps shall be sized based on the total hydraulic capacity based on test data, reduction in the head range or chopped pump curves are not acceptable.

I. Bearings-

• The pump shaft shall rotate on two sets of bearings. Motor bearings shall be permanently grease lubricated. The lower bearing shall compensate for axial thrust and radial forces. The lower shaft bearing shall be locked in place to prevent movement and to take thrust loads.

Bearing shall be prelubricated at the factory.

J. Mechanical Seal-

• Pump shall be provided with two separate tandem-mounted mechanical seals to prevent the pumped liquid from entering the rotor/stator cavity are to ensure reliability of operation. The upper and lower seals are mounted to rotate in the same direction.

• The lower mechanical seal mating surfaces are to be immersed in an oil bath, sealing the pump volute chamber from the oil cavity. Oil in this cavity shall also lubricate the upper mechanical seal faces. Seal faces of both the upper and lower mechanical seals shall be held in contact by independent polymeric elastomer bellows, which act as a spring mechanism. Seals require neither maintenance nor adjustment but shall be easily inspected and replaced. Pressure generated by the pump assists in sealing the mating surfaces of the lower seal.

• Component material for the upper seal shall consist of a composite elastomer body, carbon steel snap ring, Buna-O-ring, carbon rotating face and ceramic stationary face. Lower seal component construction

UW27-07-34

7 of 31 July 28, 2026 shall include a composite elastomer body, stainless steel clamp and set screws, Buna-O-ring, silicon carbide rotating face and tungsten carbide stationary face.

K. Two moisture detection probes shall be installed so that they will detect moisture in either the seal or stator cavity measuring resistivity between the probes. They shall be wired internally to the control cable connection at the top of the motor. Float type devices located in the rotor/stator area or single probe to ground moisture detectors measuring continuity are not acceptable. O-ring sealed inspection plugs shall be provided in the mechanical seal oil chamber for ease of inspection, draining, and filling of oil.

L. The motor shall be able to operate unsubmerged up to 15 minutes without damage while pumping under load.

M. Seal lubricant shall be FDA Approved nontoxic.

N. Pump Shaft-

• Pump and motor shaft shall be the same unit. The shaft shall be 416 stainless steel. The use of stainless steel sleeves will not be considered equal to stainless steel shafts.

O. Impeller-

• The impeller shall be one piece, single suction, enclosed single vane, radial flow design with well rounded leading vane edges and thick hydrofoil shape which prevents the accumulation of solids and stringy material through the impeller. Impeller shall be of the balanced non clogging type matched to its constant velocity equalizing pressure volute and made of close-grained cast-iron conforming to ASTM A48 CL30. It is to be dynamically balanced and secured to the shaft by means of a key and fastener. Wiper vanes are not allowed. The impeller waterways and clearance between the impeller periphery and volute cutwater shall be capable of passing a 3” spherical solid. There shall be provisions for adjustable shims behind the impeller to maintain clearance between the impeller and suction head wear rings. Semi open impellers or impellers without hard metal wear rings are not accepted. Impeller shall be designed to be fully trimmable. Semi open type impellers or impellers that will not accept wear rings are not allowed.

• The impeller should be capable of handling solids, fibrous material, heavy sludge, and other matter normally found in storm water up to 3%.

• Wear rings should be provided on both the impeller and fronthead so that clearances can be maintained throughout the life of the rings and minimize recirculation. Impeller wear rings shall be of the axial or face type. Fronthead wear rings shall be of the axial or face type. Wear rings shall be attached to the impeller and fronthead using an interference fir and Loctite. Wear rings shall be stainless steel, with the impeller wear ring approximately 50 Brinell softer than the fronthead wear ring. Wear

UW27-07-34

8 of 31 July 28, 2026 ring clearance adjustment shall be attained through impeller adjustment shims. Axial wear rings constructed of:

- Front Head: Stainless Steel A743-CA40 Or A276-410 with minimum BHN 300-350

- Impeller: Stainless Steel A743-CA15 Or A276-410 minimum BHN 190-241

P. Volute-Suction Cover-

• Volute is to be cast with extra thick walls made of close-grained cast-iron conforming to ASTM A48, Class 30. The pump volute shall be a single piece with smooth passages of sufficient size to pass any solids that may enter the impeller. Inlet discharge size shall be as specified.

Spiral grooved suction volute insert plates that act as the impeller enclosing shroud and wear surface are not acceptable.

• The volute shall be provided with a replaceable hard metal insert/wear ring, which shall be fully axially field adjustable. Ensure effective sealing between the impeller and volute housing. Non-hardened or elastomer or rubber coated metal or stainless-steel wear rings are not acceptable.

• The pump discharge shall be provided with an integrally cast flange. The seal between the pump discharge and discharging piping shall be watertight.

Q. Discharge base-

• A rigid combination discharge base elbow to support the total weight of the pumping unit shall be provided. The base is to be bolted directly to the floor with the 90 degree 125lb. ANSI flange discharging vertically.

R. Protection-

• All stators shall incorporate thermal switches in series to monitor the temperature of each phase winding. The thermal switches shall open at 311°F, stop the motor and activate alarm.

• A leakage sensor shall be available to detect water below the upper seal and in the stator housing.

SITE TESTS

The pump shall be tested at start-up. Voltage, current, and other significant parameters shall be recorded. The manufacturer shall provide a formal test procedure and forms for recording data.

PUMP TEST

The pump manufacturer shall perform the following inspections and tests on each pump before shipment from factory:

1. Impeller, motor rating, and electrical connections shall be checked for compliance with the customer’s specifications.

2. A motor and cable insulation test for moisture content or insulation defects shall be made.

UW27-07-34

9 of 31 July 28, 2026

3. Prior to submergence, each pump shall be run dry to establish correct rotation and mechanical integrity.

4. The pump shall be run submerged in a minimum of six (6) feet of water.

5. After operational test No. 4, the insulation test (No. 2) is to be performed again.

6. Dynamically balance the entire assembly.

A written report stating the foregoing steps have been done shall be supplied with each pump at the time of shipment.

DELIVERY, HANDLING AND STORAGE

A. All parts shall be properly protected so that no damage or deterioration will occur during a prolonged delay from the time of shipment.

B. Factory assembled parts and components shall not be dismantled for shipment.

C. Finished surfaces of all exposed pump openings shall be protected by wooden blanks, strongly built and securely bolted thereto.

D. Finished iron or steel surfaces not painted shall be properly protected to prevent rust and corrosion.

E. Afte hydrostatic or other tests have been completed all entrapped water shall be drained prior to shipment and proper care shall be taken to protect parts from the entrance of water during shipment, storage, and handling.

F. Each box or package shall be properly marked to show its net weight in addition to its contents.

PUMP WARRANTY

The pump manufacturer shall warrant the unit being supplied to the owner against defects in workmanship and material for a period of 15 months under the Industrial- Permanent Installation Warranty Policy under normal use, operation and service. The warranty shall be in printed form.

DOCUMENTATION

The manufacturer shall supply two sets of standard Submittal Drawings, Operating and Maintenance Instruction Manuals and Parts Lists. Standard submittal shall consist of:

1. Pump Outline Drawings

2. Control Data

3. Access Frame

4. Typical Installation Guides

5. Technical Manuals

6. Parts List

UW27-07-34

10 of 31 July 28, 2026

SECTION IV

4. TERMS AND CONDITIONS

4.1. Ex Parte Communication

Please note that to insure the proper and fair evaluation of a proposal or bid, the City of Springfield prohibits ex parte communication (i.e., unsolicited) initiated by the Bidder to a City Official (i.e. City Aldermen, Mayor, etc.) or Employee evaluating or considering the proposal/bid prior to the time a selection has been made. Communication includes but is not limited to fax, phone calls, email and personal visit. Communication between Bidder and the City shall be directed in writing to the Purchasing Agent or designated contact person only. The Purchasing Agent will obtain the information or clarification needed. Ex parte communication may be grounds for disqualifying the offending Bidder from consideration or award of the proposal/bid and repeat offenders may be disqualified from future projects.

4.2 Bid Security

The City will not consider bids covering only a portion of the Specifications except as specifically required or permitted therein. In case of any conflict between the bidder's proposal and the Specifications contained in Section III, the Specifications contained therein shall be controlling.

(a) Bids will not be considered unless they are accompanied by bid security in the form of a Certified Check, Cashier's Check, Bank Draft, Bank Money Order or a Satisfactory Bid Bond payable to the City of Springfield, Illinois, in the amount or percentage stated in Section I – Introduction as a guarantee that the bidder will enter into a contract with the City if the bid is accepted.

(b) Bids and bid security shall be delivered in a separate sealed envelope marked and addressed as provided in article 2 above. All bid security must be identified with the Contract Index Number.

(c) A permanent bid bond, or annual bid bond, may be placed on file with the Office of Budget and Management, in lieu of delivering said bond with the proposal.

(d) Bid security will be returned to all bidders upon award of contract, or rejection of bids.

(e) The City reserves the right to retain the lowest responsible bidders bid security for failure to enter into a contract.

4.3. Withdrawal of Bid

No bidder may withdraw its bid for a period of ninety (90) days from the date of opening bids.

4.4. Delivery & Payment Terms

All materials shall be delivered DDP, Incoterms® 2020 Springfield, IL FREIGHT PREPAID.

Delivery will be considered in making the award and the Bidders/Consultants shall state, in the

UW27-07-34

11 of 31 July 28, 2026 spaces provided, expected delivery after receipt of Purchase Order. Failure to meet said delivery promises without prior consent of the City Purchasing Agent may be considered a breach of faith.

If payment terms are not indicated, terms of NET 45 days shall be applied by the City. Payment terms to apply after receipt of invoice or final acceptance of the products/services, whichever is later.

Payment terms offering less than 20 days for payment will not be considered.

4.5. Full Pricing and Contingencies

Please quote your best net price including delivery and discounts to meet the approval of the City.

Prices shall be stated in units of quantity specified. No additional charges shall be passed to the City, including any applicable taxes, delivery or surcharges. Prices quoted shall be the final cost to the City. The City shall hold the successful Bidder/Consultant to the bid pricing. Additional charges for contingencies discovered by the Bidder/Consultant at any time after the date of the opening of this bid may not be considered for payment by the City.

4.6. Substitutions

The Specification may, in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.7. Bid Evaluation

Bids will be evaluated and awarded to the lowest responsible, responsive Bidder. The quality of the services, conformity with the specifications, suitability to the requirements, delivery terms including length of time for delivery, qualifications and references will be taken into consideration in making an award. The City will be the sole judge of acceptability of any products offered.

4.8. Quality

The scope of work or specification is intended to procure a quality product or service. Quality must be proven to the satisfaction of the City to meet or exceed requirements as set forth in the scope of work. Items shall be manufactured according to the highest traditions of the industry and shall meet all commercial standards of quality. The City will be the sole judge of acceptable products/services.

Unacceptable products/services will be rejected and suitable price adjustments be made.

It is the bidder’s task to be familiar with the referenced items and to offer only products/services of equal or greater quality. Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, may be returned at the Bidder’s risk and expense.

4.9. Recourse for Unsatisfactory Materials

Payment shall be contingent upon the City’s inspection of and satisfaction with completed work. Any defective work or materials, non-conformance to bid specifications, damaged materials, or unsatisfactory installation shall be corrected to the City’s satisfaction by the successful bidder/consultant at no additional charge.

4.10. Investigation

Consultants must acquaint themselves with the policies of the City and may do so by contacting the Purchasing Agent. All questions as to the meaning of the scope of work must be resolved prior to the

UW27-07-34

12 of 31 July 28, 2026 bid submission deadline. It is the Consultant’s responsibility to check with Central Purchasing Department prior to submitting their bid to ensure that they have received all Addenda issued.

4.11. Proof of License, Permit, Etc.

Consultants must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work/specifications section. It is the Consultant’s responsibility to inquire about requirements of performing the job with the requesting department contact person.

4.12. Waiver

(a) In awarding a contract pursuant to sealed competitive bidding, the City Council may waive any variation from the bid requirements or defect in a bid which does not materially affect the competitive nature of the bid, is not in violation of any ordinance, statute or law and does not prejudice the rights of the public.

(b) The City Purchasing Agent may request clarification of a bid or any part thereof. Clarification shall mean the communication between the City and the bidder regarding the bid. Such communication shall not change the bid, the competitive nature of all bids or violate any ordinance, statute or law.

4.13. Specifications

The Specification may in some areas, be unique to a particular brand of product or type of service. If this situation exists, equal consideration will be given to all Bidders/Consultants whose items, in the opinion of the City, meets or exceeds performance in these areas.

4.14. Default By Bidders/Consultants/Contractor

In the event of default by Bidder/Consultants/Contractor, the City reserves the right to procure the services from other sources, and hold the Bidders/Consultants/Contractors liable for any excess costs occasioned thereby. Additionally, a contract shall not be assignable by the Bidders/Consultants/Contractors in whole or in part without the written consent of the City of Springfield.

4.15. Performance and Payment Bond

(a) The City may require Contractors to furnish a satisfactory performance bond and a bond for the payment of all materials used and for all labor performed in such work with good and sufficient sureties in amounts up to one hundred percent of the contract sum. In such case the Contractor shall also include in the bond a provision guaranteeing the faithful performance of any prevailing wage requirement.

(b) If, in the opinion of the City Purchasing Agent, such bonding is in the public interest the requirement shall be set forth in the Specifications contained in Section II of this booklet.

(c) When required by the Specifications, the Contractor shall furnish said bond within fourteen (14) calendar days after notification of the bid award. Failure to furnish a performance bond and a payment bond within the period specified shall be cause for rejection of the bid and any bid security may be retained by the City as payment for damages

UW27-07-34

13 of 31 July 28, 2026

4.16. Termination

Failure to comply with the terms and conditions as herein stated shall be cause for termination of the contract. The City will provide a written notice of unsatisfactory performance and the Bidder/Consultant or Bidders/Consultants will be allowed adequate time, typically thirty (30) days, to take corrective action and accomplish satisfactory performance. If at the end of the stated time to correct, the City may deems that the Bidder/Consultant or Bidders'/Consultants' performance is still unsatisfactory, the contract may be terminated. The exercise of its right of termination shall not limit the City’s right to seek any other remedies allowed by law. The City's may also terminate the contract immediately if the applicable federal, state or City funding sources terminate or suspend funds, fail to appropriate funds, or otherwise make funds available for the contract.

4.17. Rejection of Bids, Waivers or Irregularity

The City reserves the right to reject any or all bids, to waive irregularities, and to accept that bid which is considered to be in the best interest of the City. Any such decision shall be final. Any and all bids received in response to an advertisement may be rejected by the Mayor.

4.18. Prevailing Wage

See Addendum 7.1. (If Addendum 7.1 is not attached, this Section does not apply)

4.19. Responsible Bidder

To be considered a responsible bidder on a construction contract, a bidder must comply with all of the following requirements and present satisfactory evidence of that compliance to the appropriate construction agency:

(1) The bidder must comply with all applicable laws concerning the bidder’s entitlement to conduct business in Illinois.

(2) The bidder must comply with all applicable provisions of the Prevailing Wage Act.

(3) The bidder must comply with Subchapter VI (“Equal Employment Opportunities”) of Chapter 21 of Title 42 of the United States Code (42 USC 2000e and following) and with Federal Executive Order No. 11246 as amended by Executive Order No. 11375.

(4) The bidder must have a valid Federal Employer Identification Number or, if an individual, a valid Social Security Number.

(5) The bidder must have a valid certificate of insurance showing the following coverages:

general liability, professional liability, product liability, workers’ compensation, completed operations, hazardous occupation, and automobile.

(6) The bidder and all bidder’s subcontractors must participate in applicable apprenticeship and training programs approved by and registered with the United States Department of Labor’s Bureau of Apprenticeship and Training.

(7) For contracts with the City of Springfield, the City may establish additional requirements for responsible bidders. These additional requirements, if established, shall be set forth together with the other criteria contained in the invitation for bids, and shall appear in the appropriate volume of the Illinois Procurement Bulletin.

UW27-07-34

14 of 31 July 28, 2026

(8) The bidder must submit a signed affidavit stating that the bidder will maintain an Illinois office as the primary place of employment for persons employed in the construction authorized by the contract.

(9) The bidder must not have any judgment or convictions of any federal, state or local law or regulation. The bidder must also disclose any pending case pertaining to a violation of any federal, state or local law or regulation.

4.20. Local Preference Policy

In accordance with the requirements of Section 38.45 of the City Purchasing Code, it is the policy of the City of Springfield to afford local vendors preference in the selection of the successful bidder if (1) the lowest bidding vendor is a responsible bidder and (2) the lower responsible bidders are not local vendors and (3) the lowest bidding local vendors bid is higher than the nonlocal vendor by no more than five (5) percent in the case of a city local vendor or by no more than three (3) percent in the case of a county local vendor.

Definitions - As used in this section the following definition shall apply unless the context otherwise requires: A local vendor means a bidder has established and maintained a physical presence in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, by virtue of the ownership or lease of all or a portion of a commercial building for a period of not less than twelve consecutive months prior to the submission of a bid; and the local vendor employs a minimum of two full-time employees at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor, and those employees spend the majority of their work time at the location in the city, in the case of a city local vendor, or in Sangamon County, Illinois, in the case of a county local vendor; and the local vendor is legally authorized to conduct business within the State of Illinois and the city, in the case of a city local vendor, or in Sangamon County, Illinois, outside the city, in the case of a county local vendor.

This provision shall not be applied to a contract if the funding source prohibits it through law, rule or regulation.

4.21. Local Labor Policy

See Addendum 7.3. (If Addendum 7.3 is not attached, this Section does not apply).

4.22. Security

The Bidder/Consultant represents and warrants to the City that neither it nor any of its principals, shareholders, members, partners or affiliates, as applicable, is a person or an entity named as a Specially Designated National and Blocked Person (as defined in Presidential Executive Order 13224) and that it is not acting, directly or indirectly, for or on behalf of a Specially Designated or Blocked Person. The Bidder/Consultant further represents and warrants to the City that the Bidder/Consultant and its principals, shareholders, members, partners, or affiliates as applicable, are not directly or indirectly, engaged in, and are not facilitating, the transactions contemplated by this Agreement on behalf of any person or entity named as Specially Designated National and Blocked Person. The Bidder/Consultant hereby agrees to defend, indemnify and hold harmless the City of Springfield, and all City elected or appointed officials, officers, employees, agents, representatives, engineers and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and

UW27-07-34

15 of 31 July 28, 2026 expenses (including reasonable attorneys’ fees and costs) arising from or related to any breach of the foregoing representation and warranties.

4.23. Indemnification

Bidder/Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Bidder's/Consultant’s legal counsel unacceptable, then Bidder/Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation. The Bidder/Consultant shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of Illinois and will survive termination of this Agreement.

4.24. Multi-year Contracts

The City's fiscal year ends on the last day of February. The City's obligations on multi-year contracts and contracts extending from one fiscal year to another shall terminate immediately and without further payment being required if the City Council or applicable federal/state funding sources fail to appropriate, or otherwise make available, funds for the contract.

4.25. Severability

If any provision of this contract or any applications thereof is held invalid, such invalidity shall not affect other provisions or applications which can be given effect without such invalid provision or application.

4.26. Choice of Law and Forum

This contract is to be construed in accordance with the laws of the State of Illinois and any legal proceeding of any kind shall be filed in the Circuit Court of Sangamon County, Springfield, Illinois.

4.27. Execution of Contract

(a) The successful bidder will be required to execute the Contract Execution Page on the form provided in Section 8 of this booklet with signature acknowledged and signed in the manner set forth here.

1) In case of a corporation, the full legal name of the corporation and title of the officer signing must be stated, and any officer signing must be thereunto duly authorized to bind the corporation (the City reserves the right to require a certified copy of that section of Corporate Bylaws or other authorization by the Corporation which permits the person to execute the offer for the Corporation).

2) In the case of a partnership, the signature of at least one of the general partners must follow the firm name, using the term "member of the firm" or similar designation.

UW27-07-34

16 of 31 July 28, 2026

3) In case of a sole proprietorship, the signature of the owner must follow the firm name using the term "doing business as," "sole owner," or similar designation.

4) In all cases the name of the individual signing shall be typed or printed below the signature.

(b) The City reserves the right to require of any bidder, such information necessary to satisfy the City of the bidder's qualifications and to withhold formal signing of the contract until such information is received.

4.28. Freedom of Information Act

Contractor acknowledges that the Freedom of lnformation Act, 5 ILCS 140/1 et seq. (the "ACT") places an obligation on the City to produce certain records that may be in possession of the Contractor and the Contractor’s bid documents after a final award has been made. Contractor shall comply with the 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.

4.29. Preference to Veterans

In accordance with the provisions of 330 ILCS 55/1 et seq,. in all employment to fill positions in the construction, addition to, or alteration of all public works contracted for by the City of Springfield, preference shall be given to persons who were engaged in the military or naval service of the United States in times of war and who were honorably discharged therefrom, and all persons who were engaged in such military or naval service during any of said times of war, who are now or may hereafter be on inactive or reserve duty in such military or naval service, who were honorably discharged therefrom, not including, however, persons who were convicted by court martial of disobedience of orders, where such disobedience consisted in the refusal to perform military service on the ground of alleged religious or conscientious objections against war. But such preference shall be given only to those persons who are found to possess the business capacity necessary for the proper discharge of the duties of such employment. No person contracting for such public works is required to give preference to veterans, not residents of the City, over residents thereof, who are not veterans.

4.30. Employment of Illinois Workers on Public Works Projects

(a) In accordance with the provisions of 30 ILCS 570/1 et seq,. whenever there is a period of excessive unemployment in Illinois, every Contractor on a public works project or improvement shall employ only Illinois laborers on such project or improvement provided that other laborers may be used when Illinois laborers as defined in this Act are not available, or are incapable of performing the particular type of work involved, if so certified by the Contractor and approved by the City Purchasing Agent.

UW27-07-34

17 of 31 July 28, 2026

(b) A "period of excessive unemployment" as defined by this Act means any month immediately following two consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded five percent as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures.

(c) Commitment for Equal Employment Opportunity – Contractor shall adhere to the provisions of Chapter 93 of the 1988 City of Springfield Code of Ordinances, as amended, and particularly Section 93.09 regarding prohibition of unfair employment practices, and Section

93.13 regarding affirmative action programs.

Pursuant to Article VII, Chapter 38, Sections 38.62 and 38.63, of the Code of Ordinances of the City of Springfield, the City has a policy to promote and encourage: (1) the continuing economic development of minority and female owned and operated businesses; and (2) that minority and female owned and operated businesses participate in the City’s procurement process as both prime and subcontractors. The Contractor shall adhere to all such provisions of Chapter 38 as relates to Equal Employment Opportunity and Affirmative Action.

(d) Preference for Domestic Products - In accordance with the requirement of Section 38.35 of the City Purchasing Code authorizing the Purchasing Agent to "take into account other pertinent considerations" in the award of contracts, it is the policy of the City of Springfield that when all other financial considerations of bids are substantially equal, preference shall be afforded in the selection of the successful bidder to companies that offer domestic products. Pursuant to the Steel Products Procurement Act, 30 ILCS 565/1 et seq., all steel products used or supplied in the performance of public works contracts or subcontracts thereto involving an expenditure of $500.00 or more shall be manufactured in the United States.

(1) Definitions - As used in this section the following definitions shall apply unless the context otherwise "Product" means any article, material or supply, whether manufactured or non-manufactured, that is to be acquired by the City.

"Domestic Product" means a non-manufactured product that has been mined or produced in the United States, or a manufactured product determined to be domestic in accordance with the rules for determination of origin prescribed below “United States" means the several States, the Commonwealth of Puerto Rico, the District of Columbia, Guam, American Samoa, the Virgin Islands, and the Commonwealth of Northern Mariana Islands.

"Substantially Equal" means that the successful bid is within two percent (2%) of the next lowest responsible bid. However, the bids shall not be substantially equal where the two percent difference is equal to or greater than Ten Thousand Dollars ($10,000.00).

(2) Determination of Origin - In order for a manufactured product to be considered a domestic product the cost of the domestic components must exceed fifty percent (50%) of the cost of all its components, and the final assembly of the components to form the end product must take place in the United States.

18 of 31 July 28, 2026

In determining the origin of components, each component must be treated as either entirely domestic or entirely foreign, based on the place where the component is mined, produced, or manufactured.