Complete Bid Documents.pdf

Community Unit School District # 300

Purchasing Department 2605 Bunker Hill Drive Algonquin, IL 60102

847-551-8460 – PHONE

July 3, 2025

Dear Vendor, The Board of Education of Community Unit School District No. 300 (the “District”) invites you to submit a sealed bid for:

Contract Pricing for Musical Instruments and Equipment

The enclosed bid form(s) must be used in submitting your electronic bid via Bidnet.

Electronic bids will be received until 11:00AM CT, Thursday, July 24, 2025 at which time they will be publicly opened and read.

The required Contractor's Certification forms must be completed and returned with the bid.

It is the intention of the Board of Education to award the bid at the August 26, 2025 regular meeting. The Board of Education may make such investigations as deemed necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the District all such information for this purpose as the District may request. The District reserves the right to reject any or all bids if the evidence submitted by, or investigation of, such bidder(s) fails to satisfy the District that such bidder(s) is properly qualified to carry out the obligations of the contract and to complete work contemplated therein. District further reserves the right to waive any minor irregularities or minor defects in the bids, which do not affect the price nor constitute some type of substitution for a designated item, and to accept the bid, which is in the best interest of the District.

Conditional bids will not be accepted. Strikeouts or addition of conditions or provisions or insertion of substitutes shall be reason for rejecting a bid without any specification of reason for the rejection.

Any request for information shall be made to Diane C. White, Director of Purchasing, but the response may not be used as a condition to any bid being submitted.

Sincerely, Diane C. White Director of Purchasing / CUSD 300

PUBLIC NOTICE

NOTICE TO BIDDERS

The Board of Education of Community Unit School District No. 300 is accepting sealed bids for:

Contract Pricing for Musical Instruments and Equipment

Sealed bids will be accepted until 11:00 AM CT, Thursday, July 24, 2025 via BidNet.

A public Bid opening will be held virtually, via Google Meet. Meeting information will be supplied to potential suppliers via bid invitation.

Instruction to Bidders

Bids may be submitted via BidNet, District 300’s online bid submittal service.

A non-mandatory document review Pre-Bid meeting will be held virtually on Thursday, July 10, 2025 at 11:00 AM.

Bid specifications will be available on Thursday, July 3, 2025 after 4:00 PM.

To obtain bid specifications, please visit - www.d300.org/Purchasing - Click on Vendor Registration or Login. This Link will direct you to the District 300 BidNet website.

Questions regarding this legal ad should be directed to:

Community Unit School District #300

Diane C. White / Director of Purchasing 2605 Bunker Hill Dr.

Algonquin, IL 20102

847-5551-8460 bids.purchasing@d300.org

The Board of Education of Community Unit School District 300 reserves the right to reject any and all proposals or waive any bid irregularities.

http://www.d300.org/Purchasing mailto:bids.purchasing@d300.org

Timeline

Bid - Contract Pricing for Musical Instruments and Equipment

ACTION DATE TIME LOCATION

Establish Timeline Monday, 6/23/25 Purchasing

Specifications Finalized Wednesday, 7/2/25 Chris

Columbaro

Specifications Released Thursday, 7/3/25 4:00 PM CT BidNet

Legal Ad Thursday, 7/3/25 Daily Herald

Pre-Bid Meeting Thursday, 7/10/25 11:00 AM CT Google Meet

Q&A Deadline Thursday, 7/17/25 12 Noon CT BidNet

Bid Opening Thursday, 7/24/25 11:00 AM CT Google Meet

Evaluation Period Thursday, 7/24/25 - Friday, 8/1/25 Purchasing

Info to CFO Friday, 8/1/25 Frank Williams BOC Committee Meeting Tuesday, 8/12/25 Administration Workshop and BOE Meeting/Approval Tuesday, 8/26/25 Administration Contracts Released to Vendors Wednesday, 8/27/25 Purchasing

Instructions to Bidders

1. GENERAL

a. Bids shall be signed. Unsigned bids will be rejected.

b. Late bids will not be considered.

c. All bids MUST be completed in the EXCEL spreadsheet provided in the Bid

Response Form.

d. The District is not subject to Federal Excise Tax or Illinois Sales or Retailers Occupational Tax. Bids should not include sales or excise tax.

e. Prices quoted shall include all charges for packing, transportation, unforeseen casts (tarrifs), energy charges and delivery to the locations designated on the bid specification and installation if called for in the bid specifications.

f. Correspondence shall be addressed to the Director of Purchasing.

g. Bids are available for inspection in the purchasing office by appointment for 10 days after the date of the award of an order.

h. Oral, telephonic, telegraphic, or facsimile transmitted bids will not be accepted.

i. Electronic bids are to be submitted via BidNet.

j. The district will be using the CPI-U (Consumer Price Index - Urban) to determine the rate of increase/decrease. Vendor price increase/decrease notifications MUST be submitted in writing to the D300 Purchasing Office within 30 days of the December published CPI-U. Price increases/decreases will become effective on September 1, 2026.

2. ERRORS AND OMISSIONS

All bids shall be submitted with each space properly completed. The special attention of bidders is directed to the policy that no claim for relief because of errors or omissions in the bidding will be considered, and bidders will be held strictly to the bids as submitted. Should a bidders find any claimed discrepancies in, or omissions from, any of the documents, or be in doubt as to their meanings, bidder shall advise the purchasing official first orally, followed by written (FAX or letter) with specification of the claimed problems which must be received during regular working hours at least 10 days before the date set for bid opening so that a written notification can be prepared by any purchasing official, who will issue the necessary clarifications to all prospective bidders by means of addenda.

3. FIRM BID

All bids will be considered to be firm for a period of sixty (60) days from the date established for the opening of bids.

4. WITHDRAWAL OF BIDS

Bids may be withdrawn by letter, or telegram, or fax received by the district or in person prior to the time and date established for the opening of bids.

5. INVESTIGATION OF BIDDERS

a. The purchasing official will make such investigation as is necessary to determine the ability of the bidder to fulfill bid requirements. The bidder shall furnish such information as may be requested and shall be prepared to show completed installations of equipment, types of service or supplies similar to those included in the bid.

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. The Board of Education 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 District. Any such decision shall be considered final. All items bid shall be new unless otherwise specified in the requirements.

6. VENDOR APPLICATION AND W-9 FORM

The District requires that a current Vendor Application and W-9 form be included with your sealed bid. These forms can be found on the District website – www.d300.org. Go to Departments-Finance-Purchasing to download the vendor application and W-9 form.

7. Compliance with the Illinois Prevailing Wage Act

It shall be mandatory upon the bidder and upon any subcontractor thereof to pay all laborers, workmen, and mechanics employed by them not less than the general prevailing rate of wages as found by the District or Department of Labor for each craft or type of worker or mechanic needed to execute the contract and the general prevailing rate for legal holiday and overtime work as ascertained by the Illinois Department of Labor. The prevailing wage rates are revised by the Department of Labor periodically and are available on its website. The bidder shall comply with all provisions of the Illinois Prevailing Wage Act, 820 ILCS 130/0.01 et seq., applicable to the work.

Payment of any bidder shall not be processed without receipt of certified employee records required by 820 ILCS 130/5.

8. SIGNATURE CONSTITUTES ACCEPTANCE

The signing of these bid forms shall be construed as acceptance of all provisions contained herein.

9. CONTRACTS

The successful bidder will be required to enter into a contract incorporating the terms and conditions of this bid.

10. EQUAL EMPLOYMENT OPPORTUNITY

During the performance of this contract, (whether or not federal funds are involved) the bidder agrees as follows:

a. The bidder will not unlawfully discriminate against any employee or applicant for employment because of age, race, creed, color, sex, religion, ancestry, marital status, handicap, military status, unfavorable discharge from military service or national origin, as those terms are contained in the Illinois Human Rights Act (775ILCS 5/1-10 et. seq., hereinafter “unlawful discrimination”). The bidder will take affirmative action to ensure the applicants are employed, and that employees are treated equally during employment, without unlawful discrimination. Such action shall include but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The bidder agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

b. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the bidder, state that all qualified applicants will receive consideration for employment without unlawful discrimination.

11. COMPLETION DELIVERY TIME

If delivery time will exceed thirty (30) days after receipt of a purchase order, bidders state the delivery time by each respective item. All prices must be quoted FOB. Destination. Shipments shall become property of consignee after delivery and acceptance. Regardless of statements to the contrary, payment terms will begin no sooner than the date of delivery of goods.

12. EVALUATIONS

The District reserves the right to reject any and all bids, to waive any technicalities in the bidding and to award each item to a different bidder or all items to a single bidder unless otherwise noted on bid request, and to determine whether in the opinion of the District: (1) an early delivery date is entitled to more consideration than price, (2) an earlier delivery date is to be disregarded because of the reputation of the bidder for not meeting delivery dates, (3) a bidder is not a responsible bidder and should be disregarded. The District will authorize the release of purchase orders upon acceptance of bids.

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

13. EXAMINATION OF DOCUMENTS AND SITE

Before submitting a bid for work on any project, each bidder shall carefully examine the project site and the contract documents, fully inform itself of existing conditions and limitations of the project sites, rely entirely upon their own judgment in making the bid, and include in its own bid all sums sufficient to provide all work required by the contract documents. After opening of bids, no additional allowance will be made for changes in project scope and/or price due to work, which would have been apparent, by examination of the documents and sites. By submitting a bid, each bidder shall be held to represent that bidder has made the examination in complete detail and has determined beyond doubt that the documents and existing conditions are sufficient, adequate and satisfactory for completion of the work.

14. PERFORMANCE: LABOR AND MATERIAL PAYMENT BONDS IS NOT

REQUIRED OF THIS PROJECT

Within ten days after the date of the Notice of Award, the successful contractor shall enter into a formal contract with the District and shall provide a Performance Bond and a Labor and Material Payment Bond, each in the full amount of the contract. Each bond shall be in accordance with AlA. Document A31 1. The contractor shall pay the cost of premiums for said bonds. The bonds shall be signed and sealed by an authorized representative of the bonding company and authorized officer or representative of the contractor, and a certificate of the authority of those signing the bonds, if not officers, shall be attached thereto. The Performance Bond and the Labor and Material Payment Bond shall guarantee the performance of the duties placed on the contractor by the Prevailing Wage Act, as well as all other duties undertaken pursuant to the contract with the District, and shall indemnify the District from any liability or loss resulting to the District from any failure of the contractor fully to perform each or all of said duties. The Performance Bond and the Labor and Material Payment Bond herein provided shall be placed with a Surety company or companies having a policy holder’s rating not lower than “A” and a financial rating not lower than “AAA” in Best’s Insurance Guide (current edition).

15. BID SECURITY IS NOT REQUIRED OF THIS PROJECT

A Bid Bond or certified check made payable to the District in the amount of ten percent (10%) of the bid shall accompany each bid as a guarantee that the bidder, if awarded the contract, will furnish the required Performance Bond and Labor and Material Payment bonds, execute the contract and proceed with the work. Upon failure to do so, the bidder shall forfeit the check or the district shall be entitled to the principal amount of bid bonds as liquidated damages. No mistakes or errors on the part of the bidder shall excuse the bidder or entitle bidder to a return of the check or bid bond. No bidder may withdraw a bid for a period of 60 days after the date of opening thereof. The bid bonds or checks will, with the exception of those of the three lowest bidders, be returned within seven days after the opening of bids and the remaining checks or bid bonds will be returned when the contract is executed and all required bonds have been provided.

16. SERVICE POINTS

Building Name Address Delivery Hours Bell Times Liftgate Required Y/N

Administration Center 2550 Harnish Dr 7:00AM - 3:00PM N/A Y (847)551-8300 Algonquin, IL 60102 Algonquin Lakes Elementary 1401 Compton Drive 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)532-7500 Algonquin, IL 60102 Algonquin Middle School 520 Longwood Drive

7:00AM - 3:00PM 8:55AM - 3:40PM Y (847)532-7100 Algonquin, IL 60102

Big Timber Elementary School 1400 Ridgecrest Ave 7:00AM - 3:00PM 8:00AM - 2:15PM Y 847-552-6600 Hampshire, IL 60140 Carpentersville Middle School 100 Cleveland Avenue 7:00AM - 3:00PM 8:55AM - 3:40PM Y (224)484-2100 Carpentersville, IL 60110 Dundee-Crown High School 1500 Kings Road 7:00AM - 3:00PM 7:30AM - 2:58PM N (224)484-5000 Carpentersville, IL 60110 Dundee Highlands Elementary 407 South Fifth Street 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-4700 West Dundee, IL 60118 Dundee Middle School 4200 W. Main Street 7:00AM - 3:00PM 8:55AM - 3:40PM Y (224)484-4500 West Dundee, IL 60118 Eastview Elementary 540 Longwood Drive 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)532-7400 Algonquin, IL 60102 Gilberts Elementary 729 Paperbark Lane 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-5900 Gilberts, IL 60136 Golfview Elementary 124 Golfview Lane 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-2800 Carpentersville, IL 60110 Hampshire Elementary 321 Terwilliger Avenue 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)792-3400 Hampshire, IL 60140 Hampshire Middle School 560 South State Street 7:00AM - 3:00PM 8:55AM - 3:40PM Y (847)792-3200 Hampshire, IL 60140 Hampshire High School 1600 E. Big Timber Road 7:00AM - 3:00PM 7:30AM - 2:58PM N (847)792-3500 Hampshire, IL 60140 Jacobs High School 2601 Bunker Hill Drive 7:00AM - 3:00PM 7:30AM - 2:58PM Y (847)532-6100 Algonquin, IL 60102 Lake in the Hills Elementary 519 Willow Street 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)532-6900 Lake in the Hills, IL 60156 Lakewood School 1651 Ravine Lane 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-2600 Carpentersville, IL 60110 Liberty Elementary 6500 Miller Road 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-4800 Carpentersville, IL 60110 Lincoln Prairie Elementary 500 W. Harvest Gate 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)532-6600 Lake in the Hills, IL 60156 Meadowdale Elementary 14 Ash Street 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-2900 Carpentersville, IL 60110 Neubert Elementary School 1100 Huntington Drive 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)532-6800 Algonquin, IL 60102 Parkview Elementary 122 Carpenter Blvd. 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-2500 Carpentersville, IL 60110 Perry Elementary 251 Amarillo Drive 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-5600 Carpentersville, IL 60110 Sleepy Hollow Elementary 898 Glen Oak Drive 7:00AM - 3:00PM 8:00AM - 2:15PM Y (224)484-4900 Sleepy Hollow, IL 60118 Westfield Community School 2100 Sleepy Hollow Road 7:00AM - 3:00PM 8:00AM & 8:55AM Y (847)532-7600 Algonquin, IL 60102 2:15PM & 3:40PM Wright Elementary 1500 Ketchum Road 7:00AM - 3:00PM 8:00AM - 2:15PM Y (847)683-5700 Hampshire, IL 60140

17. WARRANTY

The bidder shall warrant the work services, and/or products to be free of defects in material and workmanship for a period of _1_ years. This warranty shall obligate the contractor to repair or replace the products at no additional charge to the District.

18. INSURANCE (REQUIRED)

The contractor shall provide and maintain insurance in the amounts outlined below with companies acceptable to the District:

MINIMUM INSURANCE REQUIREMENTS

General Liability General Aggregate $2,000,000 Products-Comp/OP Agg 2,000,000 Personal Injury 1,000,000 Each Occurrence 1,000,000 Fire Damage (Any one fire) 50,000 Medical Exp. (Any one person) 5,000

Excess Liability Each Occurrence 2,000,000 Aggregate 2,000,000 Automobile Liability Bodily Injury (each occ) 1,000,000 Property Damage (each occ) 1,000,000 Worker’s Compensation Statutory Limits Each Accident 500,000 Disease-Policy Limit 500,000 Disease-Each employee 500,000

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

With respect to the insurance required herein, the contractor shall provide such insurance naming the District, the Board of Education and its members individually, and its employees and agents as additional named insured. The contractor shall also purchase and maintain such insurance as will protect the District from and against all claims, damages, loss and expenses, including attorney’s fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense, (1) is attributable to bodily injury to or destruction of tangible property (other than the work itself), including the loss of use resulting there from, and (2) is caused in whole or in part by a negligent act or omission of the contractor, subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts they may be liable, regardless of whether or not it is caused in part by a party to whom insurance is afforded pursuant to this paragraph.

It is MANDATORY within ten (10) days after the bid award, that the Certificate(s) of Insurance shall be submitted to the insurance agent for the District.

19. TOTAL PRICE FOR ALL ITEMS BID

A total bid dollar amount, regardless of whether or not the bidder is bidding all items, must be entered in the appropriate section of the bid form before signing and submitting the bid.

20. HOLD HARMLESS AND INDEMNIFICATION

The contractor shall assume all liability for, and shall protect, defend, indemnify and hold harmless, the Board of Education, its members individually, 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:

-Caused in whole or in part by an act, error or omissions 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.

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

-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.

21. DAMAGE TO PROPERTY

In the event the bidder damages the District’s property, the bidder shall, at the bidder’s sole cost, restore the property or any surrounding area. Such restoration shall be to a condition at least equivalent to the condition of the affected area immediately before the destruction or damage. If the bidder does not repair such damage within 14 days after receiving written notice from the District, or such lesser time if the District determines the damage creates an emergency situation, the District may repair the damage and the bidder shall reimburse the District for the costs the District incurs within 14 days after the District provides a written invoice to the bidder.

22. LATE BIDS

Bids received after the time specified in the Invitation to Bid will not be opened or considered. The method of transmittal of the bid is at the bidder’s risk of untimely receipt by the Board of Education. The use of Board of Education equipment for transmission of bids is prohibited.

23. RECYCLED PRODUCTS

The District supports national and local efforts for recycling. Bidders are encouraged to offer recycled supplies and materials as bid alternatives. Notations are to be included as to the percentage of recycled products in each item.

24. PAYMENT

Payment to be made within 45 days after the project completion.

Does your company accept ACH payments?

Does your company accept credit cards?

Does your company allow discounts for early payments?

Discounts examples – 2% 10 days net 30 1% 20 days net 30

25. MANUALS

The successful bidder shall supply, at no cost to the District, a detailed service manual, parts list, and list of service locations.

26. CONTRACT DURATION

First year contract duration to be September 1, 2025 through August 31, 2026 with the possibility of two (2), one (1) year extensions upon administration approval.

27. PERSONNEL

If any person employed on the work site were, in the opinion of the District project manager, intemperate, disorderly, incompetent, willfully negligent or dishonest on the performance of his/her duties, he or she shall be directed by the contractor to cease work and vacate the job site immediately.

28. SEXUAL HARASSMENT

775 ILCS 5/2-105, Human Rights Act Requirement – Written Sexual Harassment Policies contained as follows: Bidder shall have written sexual harassment policies that shall include, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of sexual harassment, utilizing examples; (iv) the vendor’s internal complaint process including penalties; (v) the legal recourse, investigative and complaint process available through the Department and the Commission; (vi) directions on how to contact the Department and Commission; and (vii) protection against retaliation as provided by Section 6-101 of this Act. A copy of the policies shall be provided to the Department upon request.

29. QUALIFICATIONS

Vendor must be an authorized dealer and installer of products vendor is bidding

on. Vendor must supply a list of references of like products and installations.

Reference sheet is attached.

30. FINANCIAL STABILITY.

The District may require, upon request, evidence as to the financial stability of the contractor. Upon request, the contractor shall provide the following information to the District within 48 hours:

a. The name of any owner or co-owner, equity of each co-owner or corporate offices of the entity submitting the bid, and the name, address, and business telephone number of each such person.

b. The last financial statement and balance sheet of the bidder, including a specification in detail of all loans outstanding, or a copy of the last certified annual audit.

31. COMPLIANCE WITH LAWS.

Successful bidder shall at all times observe and comply with all laws, ordinances, regulations and codes of the federal, state, county and other local government agencies, which may in any manner affect the performance of the contract and in particular any such laws pertaining to safety.

32. GOVERNING LAW

The terms of this quote 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.

33. BID

The signing of the submittal form shall be construed as acceptance of all provisions contained herein. All bids shall be submitted with each space properly completed.

Any explanation or statement which the bidder wishes to make must be placed in the same envelope with the bid. Unless the bidder so indicates, it is understood that the bidder has submitted the bid in strict accordance with the specification requirements. The Bidder acknowledges that any variation from the specifications will be grounds for the District to reject the quote, although the District may accept the quote with the verification if, in its sole discretion, it determines that such bid is in the District’s best interest. All quotes shall be deemed final, conclusive and irrevocable. No claim for relief because of errors or omissions in the bidding will be considered, and bidders will be held strictly to the bids as submitted. Should a bidder find any discrepancies in, or omissions from any of the documents, or be in doubt as to their meanings, the bidder shall submit questions as provided in this document. Bidders must satisfy themselves upon examination of these specifications, as to the intent of the specifications. After the submission of the bid, no complaint or claim that there was any misunderstanding in regard to items listed for bidding will be entertained from a bidder.

34. BIDDER’S AGREEMENT

The bidder hereby declares understanding, agreement, and certification of compliance to provide the services, work, and/or products to the District, at the prices quoted, in accordance with all terms and conditions, requirements, and specifications contained in these documents, and any issued amendments. The contractor further agrees that the language of this document shall govern in the event of a conflict with (1) the bidder’s bid or (2) any subsequent purchase order between the bidder and the District. The bidder should, as a matter of clarity and assurance, also sign and submit all amendment(s) issued by the District related to this work. The bidder further agrees that upon receipt of an authorized purchase order or when an authorized official of the District countersigns this document, a binding contract shall exist between the bidder and the District. This document combined with amendments, the bidder’s bid, the required submittals, and the purchase order, if any, shall comprise the binding contract.

35. CANCELLATION – The District reserves the right to cancel this contract at any time for reasons of unsatisfactory services.

36. ADDITIONAL INFORMATION

Contact D300 Purchasing, (847) 551-8460, between the hours of 8:00AM and 4:30PM, or by email – bids.purchasing@D300.org.

mailto:bids.purchasing@D300.org

REFERENCES

LIST BELOW THE LAST FOUR (4) SCHOOL DISTRICTS OR OTHER

ORGANIZATIONS FOR WHICH YOU HAVE PROVIDED COMPARABLE GOODS.

1. ORGANIZATION: ___________________________________________________________

ADDRESS: ______________________________________________________________

CITY, STATE, and ZIP CODE:

TELEPHONE NUMBER/EMAIL:

CONTACT PERSON:

DATE OF SERVICES:

DOLLAR AMOUNT OF THE JOB:

2. ORGANIZATION:

ADDRESS:

CITY, STATE, and ZIP CODE:

TELEPHONE NUMBER/EMAIL:

CONTACT PERSON:

DATE OF SERVICES:

REFERENCES (CONT.)

3. ORGANIZATION:

CITY, STATE, and ZIP CODE:

TELEPHONE NUMBER/EMAIL:

CONTACT PERSON:

DATE OF SERVICES:

4. ORGANIZATION:

CITY, STATE, and ZIP CODE:

TELEPHONE NUMBER/EMAIL:

CONTACT PERSON:

DATE OF SERVICES:

OFFEROR’S NAME: ________________________________________

SIGNATURE: ___________________________________________

DATE: __________________________________________

CERTIFICATE OF BIDDER ELIGIBILITY

720 ILCS 5/33E-11 requires that all contractors bidding for public agencies in the State of Illinois certify that they are not barred from bidding on public contracts for bid rigging or bid rotation.

The following certification must be signed and submitted with bidder’s bid proposal. FAILURE

TO DO SO MAY RESULT IN DISQUALIFICATION OF THE BIDDER.

_______________________, as part of its bid for the _________________ work for Community Unit School District #300, Carpentersville, Illinois, of Cook, DeKalb, Kane, and McHenry Counties, Illinois certifies that said contractor is not barred from bidding on the aforementioned contract as a result of a violation of either 720 ILCS 5/33E-3 or 720 ILCS 5/33-E4.

CERTIFICATE OF COMPLIANCE WITH

ILLINOIS DRUG-FREE WORKPLACE ACT

_______________________, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies that it is not ineligible for award of this contract by reason of debarment for a violation of the

Illinois Drug-Free Workplace Act.

Firm: __________________________

By: ____________________________ (Signature)

(Printed Name & Title)

SUBSCRIBED and SWORN TO before me

This _________________ day of _______________, 2025.

NOTARY PUBLIC

CERTIFICATE REGARDING

SEXUAL HARASSMENT POLICY

__________________________, does hereby certify pursuant to Section 2-105 of the Illinois

Human Rights Act (775 ILCS 5/2-105) that it has a written sexual harassment policy that includes, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of sexual harassment, utilizing examples; (iv) an internal complaint process including penalties; (v) the legal recourse, investigative and complaint process available through the Department of Human Rights and

Human Rights Commission; (vi) directions on how to contact the Department of Human Rights and Human Rights Commission; and (vii) protection against retaliation.

EQUAL EMPLOYMENT OPPORTUNITY

__________________________, does hereby certify pursuant to Section 2-105 of the Illinois

Human Rights Act (775 ILCS 5/2-105) that it has a written equal employment opportunity policy that is in compliance with all terms and conditions of the Equal Employment Opportunity provisions of the Illinois Human Rights Act.

EMPLOYMENT OF ILLINOIS WORKERS ON PUBLIC WORKS

___________________ agrees if at the time the Agreement is executed, or if during the term of the Agreement, there is excessive unemployment in Illinois as defined in the Employment of Illinois Workers on Public Works Act, 30 ILCS 570/0/01 et seq., as two consecutive months of unemployment exceeding 5%, then _________________ agrees to employ Illinois laborers in accordance with the Employment of Illinois Workers on Public Works Act. An “Illinois laborer” is defined as any person who has resided in Illinois for at least thirty (30) days and intends to become or remain an Illinois resident.

NON-COLLUSION AFFIDAVIT

AFFIDAVIT: “I (we) hereby certify and affirm that my (our) proposal was prepared independently for this project and that it contains no fees or amounts other than that for the legitimate execution of this work as specified and that it includes no understanding or agreements in restraint of trade.”

The following affidavit must be signed and submitted with bidder’s bid proposal. FAILURE TO

DO SO MAY RESULT IN DISQUALIFICATION OF THE BIDDER.

_______________________, as part of its bid for the _________________ work for Community Unit School District #300, Carpentersville, Illinois certifies that said Contractor is not barred from bidding on the aforementioned contract as a result of a violation of the above Non-Collusion Affidavit.

COMMUNITY UNIT SCHOOL DISTRICT 300

VENDOR/CONTRACTOR CONFLICT OF INTEREST

__________________________, does hereby certify that they have read and fully understand the Vendor/Contractor Conflict of Interest Board Policy as stated below:

Anyone violating this provision could be subject to having their contract terminated at the sole discretion of the Board of Education.

Board Policy - Vendor/Contractor Conflict of Interest Any vendor or contractor doing $5,000 - $25,000 in business with the District within a fiscal year shall not contribute to any political campaign that directly affects the District while doing business for the District or for a period of two years after completion of business with the District. Further, the District will not enter into significant business with a vendor or contractor that has contributed to a political campaign that directly affects the District within two years prior to commencing business. Any vendor or contractor that participates and is awarded a contract through the competitive bidding process is exempt from this policy.

LEGAL REF.: 105 ILCS 5/10-20.19c, 5/10-20.21, 510-22.34c, and 5/19b-1 et seq.

820 ILCS 130/0.01 et seq.

CROSS REF: 2:100 (Board Member Conflict of Interest), 4:70 (Resource Conservation) 4:150

(Facility Management and Building Programs)

ADOPTED: February 10, 2003

(Printed Name & Title)

CRIMINAL BACKGROUND INVESTIGATIONS

Contractor hereby represents, warrants, and certified that no officer or director thereof has any knowledge that any employee thereof has been convicted of committing or attempting to commit “Criminal Code of 1961,” 720 ILCS, Sections 5/11-6 (Indecent solicitation of a child), 5/11-9 (Public indecency), 5/11-14 (Prostitution), 5/11-15 (Soliciting for a prostitute), 5/11-15.1 (Soliciting for a juvenile prostitute), 5/11-19 (Pimping), 5/11-19.1 (Juvenile pimping), 5/11-19.2 (Exploitation of a child), 5/11-20 (Obscenity), 5/11-20.1 (Sexual assault), 5/12-14 (Aggravated criminal sexual assault), 5/12-15 (Criminal sexual abuse), and 5/12-16 (Aggravated criminal sexual abuse), and/or those offenses defined in the “Cannabis Control Act,” 720 ILCS, 550/1 et seq. (except the “Illinois Controlled Substances Act, “ 720 ILCS 570/100 et seq., any of the offenses that would subject a certificated employee to suspension or revocation pursuant to Section 21-23a of the School Code or anyone found to be the perpetrator of sexual or physical abuse of any minor under 18 years of age pursuant to proceedings under Article II of the Juvenile Court Act of 1987 and/or any offense committed or attempted in any other state or against the laws of the United States, which if committed or attempted in this State, would have been punishable as one or more of the foregoing offenses.

Contractor further agrees that it shall not employ any person who have or may have direct, daily contact with the pupils of any school in the district, and for whom a criminal background investigation has not been conducted pursuant hereto, and further represents and agrees that all applicants for any such employment shall furnish with their applications the attached written “Authorization for Criminal Background Information” form authorizing the Board of Education to request a criminal background investigation of said applicant pursuant to Section 5/10-21.9 of the School Code of Illinois and to receive criminal history record information pursuant thereto to determine if the applicant has been convicted of committing or attempting to commit any of the criminal or drug offenses enumerated above. Contractor further agrees to submit with said authorization payment for any costs and expenses associated with the criminal background investigation.

Contractor further represents, warrants, and certifies that no applicant for employment with respect to whom the criminal investigation reveals any conviction for committing and/or attempting to commit any of the above enumerated offenses, shall be employed thereby in any position that involves or may involve contact with the students of the school district.

This certification is executed on the date hereinafter indicated by the designated contractor by its duly authorized officer.

By: _____________________________

Title: ____________________________

Dated: ___________________________

AUTHORIZATION FOR CRIMINAL BACKGROUND INVESTIGATION

The undersigned hereby authorizes the Board of Education of Community Unit School District 300, Carpentersville, Illinois to request a criminal background investigation from the Illinois State Police, pursuant to Section 5/10-21.9 of the School Code of Illinois, 105 ILCS 5/10-21.9 and to receive criminal history record information pursuant thereto.

(Printed or Typed Name of Applicant Employee)

Signature of Applicant or Employee

Dated:

Scope of Work

Contract Pricing of Musical Instruments and Equipment

Provide instruments and equipment necessary to twenty-five (25) schools in District 300. Pricing is to include delivery, materials and set up.

Additional Information

Contract pricing for instruments and equipment MUST be held and are effective 9/1/2025 –8/31/2026. Purchase Orders will be processed by individual sites, on an as needed basis.

All instruments must include a high quality case, mouthpiece and bow kit. Winds, percussion (except general music), and strings must be inspected, set up, and ready for students by an authorized service provider prior to being delivered to District 300. Instruments should not be direct shipped from the manufacturer.

Bid contract pricing to include all packaging, handling, delivery charges, and set up by authorized service provider.

Vendor to provide break level pricing in the supplied Response Form – Part B.

Vendor to provide product lead-time in the supplied Response Form – Part B.

Vendor to provide the authorized service provider contact information that will be utilized if you are awarded the contract to provide any type of music instrument. Please provide this information on bid response form – Part A.

If vendor is bidding an alternate product where substitutes are permissible, vendor is to provide a web link to the alternate(s) in the supplied Bid Response Form Part B.

All invoices must be submitted with the same pricing specified in the bid response form in order to expedite payment in a timely fashion.

Delivery

Inside delivery required. It is the expectation of District 300 that equipment will be received within 45 business days of receipt of purchase order.

Vendor Application Google Link https://docs.google.com/forms/d/e/1FAIpQLSd9mbvY5QgtYXX8Exw-pABtwKbcrGBHnKYqYfdzZX7G8xGCEA/viewform https://docs.google.com/forms/d/e/1FAIpQLSd9mbvY5QgtYXX8Exw-pABtwKbcrGBHnKYqYfdzZX7G8xGCEA/viewform https://docs.google.com/forms/d/e/1FAIpQLSd9mbvY5QgtYXX8Exw-pABtwKbcrGBHnKYqYfdzZX7G8xGCEA/viewform

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri nt o r ty p e.

S ee S p ec if ic

In st ru ct io n s on p ag e 3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign Here

Signature of U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

Cat. No. 10231X Form W-9 (Rev. 3-2024)

BID RESPONSE FORM – PART A

Contact Information For Order Placement Service Provider – Winds / Brass Name: Name:

Phone: Phone:

Email: Email:

Fax: Fax:

Service Provider - Percussion Service Provider - Strings

Name: Name:

Phone: Phone:

Email: Email:

Fax: Fax:

Vendor has received: Addendum #1 Yes _____ No _____ Addendum #2 Yes _____ No_____

COMMENTS AND ADDITIONAL INFORMATION

The undersigned hereby certifies that she/he has read, understands and agrees that acceptance by the Board of Education of the bidder’s offer by issuance of a purchase order(s) or other documents(s) will create a binding contract. Further, she/he agrees to fully comply with the specifications and other documentary forms and regulations made a part of this specific procurement of contract. The bidder must comply with all State and Federal Regulations including FEPC, the Illinois Laborer’s Act and the Illinois Prevailing Wage Act, with preference to Public Act 86-799 which states “…not less than the prevailing rate of wages as found by the public body or Department of Labor or determined by the court on review shall be paid to all laborers, workers and mechanics performing work under the contract.” The Illinois Department of Labor prevailing wages for the county where the project will be undertaken is posted online at https://www.illinois.gov/idol/Laws-Rules/CONMED/Pages/prevailing-wage-rates.aspx.

60 Days Name of Company/Corporation Length of time bid is firm

Street Address Bid Submitted by:

City, State, Zip Code Authorized Signature

Telephone Number Please Type or Print Name

Fax Number Illinois License Number

Email address - _________________________________________ https://www.illinois.gov/idol/Laws-Rules/CONMED/Pages/prevailing-wage-rates.aspx

1) Save the file with the following naming convention:

xxxxxxxxxyyyyyyyyyyyy.xls

“x” signifies the name of your company “y” signifies the bid name – i.e. music equipment.

5) Only write notes in the column labeled Vendor Comments.

4) If you are NOT bidding on an item we ask you type in the words NO BID (in capitals) under the column labeled Vendor Number for each item the NO BID pertains to.

3) Columns meant for your input have been left white, and are the following: G through Q

Saving and Submitting the Spreadsheet:

2) Columns meant as informational only are highlighted grey.

Entering Information into the Spreadsheet:

1) Once the spreadsheet is open fill in the Vendor Information Section at the top. All fields should be completed.

The contact person indicated on the spreadsheet will be the person we contact in the event we have a problem with the file.

COMMUNITY UNIT SCHOOL DISTRICT 300

SUPPLY BID – GUIDE TO FILLING OUT THE BID SPREADSHEET

The bid sheets are provided in a Microsoft Excel format. Much of the worksheet is informational. The following will provide instructions for entering your information as well as how to save and submit the spreadsheet with your bid. The pricing information is keyed by selecting the tab following the Bid Response Tab within the Excel workbook.

Bids are as indicated on the attached sheets are hereby presented to the Board of Education of Community Unit School District #300. It is understood that:

1. Where specifications indicate a particular brand name or manufacturer's catalog number, it shall be understood to mean “equal or better”, unless “No Substitute” is specified.

Alternate bids must be identified by brand name and catalog number.

2. The Board of Education reserves the right to reject any and all bids and to accept all or part of any bids submitted.

3. Separate purchase orders will be issued to the successful bidders for delivery to any of the district sites, located in Algonquin, Carpentersville, West Dundee, Lake in the Hills, and Sleepy Hollow.

4. Prices quoted shall include all charges for handling, transportation and delivery.

5. All items bid are F.O.B. destination.

6. Community Unit School District #300 is Tax Exempt.

Tax Exemption Number - E9996-0079-07.

Vendor has received Addendum ( IF APPLICABLE)

#1 - __________ #2 - ____________ #3______________

The undersigned hereby certifies that she/he has read, understands and agrees that acceptance by the Board of Education of the bidder’s offer by issuance of a purchase order(s) or other documents(s) will create a binding contract.