northbrook park district PM-2290-Contract-Mowing-Central-Final.pdf

Northbrook Park District Page 1

Project Manual Bid Packet and Specifications

August 13, 2026

Contract Mowing Service – Central Bid #2290 Various Locations

Northbrook, IL 60062

Bid Submission Deadline:

September 3, 2026, at 1:00 pm CST

Bid Question Due

August 27, 2026, by 1:00 pm CST at

Northbrook Park District 545 Academy Drive

Northbrook Park District Page 2

TABLE OF CONTENTS

Advertisement to Bid 3

Invitation to Bid 4

Bidding Information, Contract Requirements & General Conditions Instructions to Bidders 5-13 Bidders Checklist 14 Special Conditions 15 Mowing Schedule 16,17 General Conditions 18-21 Contractor’s Affidavit of Payment of Debts and Claims (AIA G706, 1994) 22 Notice of Award (Sample) 23 Notice to Proceed (Sample) 24 Bid Form 25-27 Subcontractors and Suppliers List 28 Contractor Compliance and Certifications Attachment 29-31 Affidavit of Experience 32

Specifications Mowing and Maintenance Specifications 33-36 Site Locations 37 Additional Site and Mowing Frequencies 38

Exhibits Site Maps Exhibit A Sample Mowing and Maintenance Services Agreement Exhibit B Contractor Compliance and Certification Exhibit C Insurance and Indemnity for Mowing Services Exhibit D

Northbrook Park District Page 3

ADVERTISEMENT FOR BID

The NORTHBROOK PARK DISTRICT (the “Owner” or “District”) does hereby invite sealed bids for Contract Mowing Service – Central #2290.

The Project Manual may be obtained beginning August 13,2026, during the District’s normal business hours of 9am-5pm at the District’s Administrative Office, 545 Academy Drive, Northbrook, Illinois 60062, or by sending an email request to Shea Anthony: santhony@nbparks.org, or by downloading from the District’s website: https://www.nbparks.org/about/bids/. Each bid must be placed in a sealed opaque envelope and must be clearly marked “Bid Officer-Northbrook Park District, Contract Mowing Service – Central #2290” and addressed to the Northbrook Park District, 545 Academy Drive, Northbrook, Illinois 60062. Sealed bids will be received until September 3, 2026, at 1:00 pm, at which time the bids will be opened and publicly read aloud in the District's Conference Room at 545 Academy Drive, Northbrook, Illinois 60062.

The Northbrook Park District Board of Park Commissioners reserves the right to waive all technicalities, to accept or reject any or all bids, to accept only portions of a bid and reject the remainder without disclosure for any reason.

Bids shall not include federal excise tax or state sales tax for materials to be incorporated in or totally consumed in the prosecution of the Work. A tax exemption certificate will be furnished by the District at the request of the Bidder, for use in connection with this Project only.

The Work of this Project is subject to the Illinois Prevailing Wage Act, 820 ILCS 130/0.01 et seq. A prevailing wage determination has been made by the Illinois Department of Labor for public works projects in Cook County. The Contract entered into for the Work will be drawn in compliance with said law, and proposals should be prepared accordingly and provide for payment of all laborers, workmen and mechanics needed to perform the Work at no less than the prevailing rate of wages (or the prevailing rate for legal holiday and overtime work) for each craft, type of worker or mechanic.

All bids must be accompanied by cashier’s check or bid bond payable to the order of the District for ten percent (10%) of the amount of the bid as provided in the Instructions to Bidders. No proposals or bids will be considered unless accompanied by such bond or check.

The Contractor(s) selected also will be required to comply with all applicable federal, state and local laws, rules, regulations and executive orders, including but not limited to those pertaining to equal employment opportunity.

Northbrook Park District Dated: August 13, 2026 To appear in Daily Herald on August 13, 2026

Northbrook Park District Page 4

INVITATION TO BID

Date: August 13, 2026

Re: #2290 - Contract Mowing Service – Central

Dear Bidder:

Sealed bids for Contract Mowing Service – Central Bid #2290 will be received by the Northbrook Park District. Each bid must be placed in an opaque, sealed envelope and clearly marked Northbrook Park District, #2290 Contract Mowing Service – Central. The envelope shall be addressed and delivered to the Northbrook Park District, 545 Academy Drive, Northbrook, Illinois 60062. Bids will be received until Thursday September 3, 2026 at 1:00 pm CST, and immediately thereafter, the bids will be publicly opened and read aloud at 545 Academy Drive, Northbrook, Illinois. Bids submitted after the closing time will be rejected. No responsibility shall be attached to any person for premature opening of a bid not properly identified.

The Northbrook Park District (“Owner” or “Park District”) reserves the right to waive all technicalities, to accept or reject any or all bids, to accept only portions of a bid and reject the remainder. Owner will award the Contract to the lowest most responsible and responsive Bidder, as determined by Owner. In considering the Bidder’s responsibility, the Owner may evaluate, among other factors, the ability of the Bidder to provide experienced labor sufficient in numbers to timely and properly complete the Work, the financial capability of the Bidder, and the performance of the Bidder on other projects.

Bids shall not include federal excise tax or state sales tax for materials to be incorporated in or totally consumed in the prosecution of the Work. A tax exemption certificate will be furnished by the Park District at the request of the Bidder. The Park District’s tax exemption number shall be used only by the successful Bidder for the Work of this Project. After the bid opening, no bid may be withdrawn, and all bids shall remain firm for sixty (60) days.

The Contractor(s) selected also will be required to comply with all applicable federal, state and local laws, rules, regulations and executive orders, including but not limited to those pertaining to equal employment opportunity.

All bids must be accompanied by a cashier’s check or bid bond, payable to the order of the Northbrook Park District for ten percent (10%) of the amount of the bid, as provided in the Instructions to Bidders. No proposals or bids will be considered unless accompanied by such bond or check.

Northbrook Park District Page 5

INSTRUCTIONS TO BIDDERS

Date: August 13, 2026

Bid Request: Central Mowing Service - Central

Bid Number: 2290

Address for Submission of Bids: Attention: Bid Officer Northbrook Park District 545 Academy Drive Northbrook, Illinois 60062 Contract Mowing Service – Central Bid #2290

Bid Deadline and Opening: September 3, 2026, at 1:00 pm CST

The Northbrook Park District and Owner are one and the same. Please direct any questions regarding this Project to Bill Meyer, Superintendent of Grounds and Golf Maintenance – wmeyer@nbparks.org. The words "Contractor" and “Bidder” shall mean the party bidding for or entering the Contract for the performance of the Work covered by the written Specifications and Drawings, and their legal representatives or authorized agents.

I. Preparation and Submission of Bid Proposal

a. The Project Manual is available in printed format from the District’s Administrative Office, 545 Academy Drive, Northbrook, Illinois 60062, Monday-Friday, 9:00 a.m. – 5:00 p.m. or may be downloaded from the District’s website: https://www.nbparks.org/about/bids/.

b. Each bid must be placed in a sealed opaque envelope and delivered or mailed to the address set forth above. Sealed bids for this Project shall be delivered or mailed in time for delivery to the foregoing no later than the bid deadline set forth above. Oral bids or oral modifications to bids will not be considered. It is the sole responsibility of the Bidder to see that its bid is received in proper time. No faxed or e-mail bid or modification of a bid will be considered.

The Park District is not responsible for the premature opening of bids not marked as required. Any bid opened prematurely due to the failure of the Bidder to mark the envelope in accordance with these Bid Documents will be considered non-responsive.

c. Each bid shall be made on the Bid Form furnished by the District. The Bid Form shall be executed properly, and all writing, including all signatures, shall be with blue or black ink.

Failure to use the Bid Form provided could result in rejection of the bid.

e. All applicable blank spaces on the "Bid Form" shall be fully completed, including the List of

Subcontractors and the Bidder’s Reference List, and all amounts shall be in words as well as in figures where applicable. The Bidder shall specify in figures, in the places provided, a price for each of the separate items called for in the Bid Form.

d. The bid shall bear the legal name of the business organization. The signatures shall be in longhand and executed by a duly authorized official of the Bidder's organization and the name

Northbrook Park District Page 6 of the official and title shall be typed below the signature.

e. Erasures, interlineations, corrections, or other changes on the "Bid Form" shall be explained or noted over the signature of the Bidder. No bid submitted with deviations or reservations from the full contract called for will be considered.

f. Bidders’ prices are to include the delivery of all materials, including plant, equipment, supplies, tools, scaffolding, transportation, insurances, bonds, warranties, and all other items and facilities, and the performance of all labor and services necessary for the proper completion of the Work, except as may be otherwise expressly provided in the Contract Documents. Bids shall not include federal excise tax or state sales tax for materials to be incorporated in or totally consumed in the prosecution of the Work. A tax exemption certificate will be furnished by the Park District upon request of the Bidder.

g. Bidder must acknowledge all Addenda received in the spaces provided on the Contractor Bid

Form. By submitting a bid, Bidder indicates that all considerations issued by Addendum are incorporated in the bid.

h. Attached to the Bid Form will be one or more certifications regarding the Bidder’s compliance with applicable laws. Failure of a Bidder to complete/submit a required certification may be the basis for immediate rejection of that Bidder’s bid. The successful Bidder’s certifications shall become a part of the Contract with the Park District.

II. Requirement of Bidders

a. Bidders must be able to demonstrate that they: 1) have experience in performing and have successfully performed and are still actively engaged in performing work similar in kind and scope to the Work of the Project, and 2) are able to show that they have adequate laborers and materials to successfully complete the Work as indicated in the Bid Documents and within the time required by the Bid Documents. The Contractor shall not have been debarred or determined ineligible for public contracts by any governmental agency.

b. The following forms must be completed and attached to the Bidder’s bid proposal. Failure to do so may result in disqualification of the Bidder.

i. Required Bidder Information Form:

a) List all construction projects your organization has in progress, giving the name of the project, project description, project address, owner and telephone number, architect and telephone number, contract amount, percent complete, and scheduled completion date.

b) List all administrative proceedings and litigation filed by or against Bidder in the past five (5) years, including the name and case number, name/jurisdiction of the court or administrative agency, and a summary of each claim/case, including current status and, if no longer pending, the disposition. The foregoing includes but is not limited to information regarding any proceedings and actions taken by any governmental agency to debar or disqualify the Bidder from bidding on public contracts, including the name of the agency

Northbrook Park District Page 7 initiating the proceeding/action, the nature of the proceeding/action, the claimed basis for the proceeding/action, and the current status or disposition of the proceeding/action.

ii. Affidavit of Experience Form: List at least three (3) projects your organization has completed in the past five (5) years, which are comparable in scope and size to this Project, giving the name of the project, project description, project address, owner and telephone number.

iii. Subcontractor and Supplier’s List Form: Provide a list of anticipated subcontractors and suppliers, if any, including their firm names, addresses and telephone numbers for this Project. All subcontractors and suppliers to be used shall be approved by the Owner. If the Contractor subcontracts any part of the Work for this Project, the Contractor shall not under any circumstances be relieved of his liabilities and obligations; any subcontractor or supplier for this Project will be recognized only in the capacity of an employee of the Contractor.

iv. Other required submittals include: Bid Form, Contractor’s Compliance and

Certification Attachment/Substance Abuse Prevention Program Certification. Failure of a Bidder to complete/submit these documents may be the basis for immediate rejection of that Bidder’s bid.

The Park District reserves the right to require of any Bidder such information to verify the Bidder's qualifications and financial status and to withhold formal signing of the contract until such information is received.

III. Examination of Site, Drawings and Specifications

a. Each Bidder shall visit the site(s) of the proposed Work and fully acquaint itself with existing conditions and shall undertake such additional inquiry and investigation as the Bidder shall deem necessary so that the Bidder may fully understand the requirements, facilities, possible difficulties and restrictions attending the execution of the Work under the Contract. Bidder shall thoroughly examine and be familiar with all of the Bid Documents, including but not limited to the Drawings and the written Specifications. Any conflicts or discrepancies found between or among Bid Documents, including but not limited to the Drawings and written Specifications and the site conditions, or any errors, omissions or ambiguities in the Drawings or written Specifications shall be immediately reported to the Park District and written clarification requested prior to submission of a bid.

b. The failure or omission of any Bidder to obtain, receive or examine any form, instrument or information, to visit the Project site(s) and become knowledgeable with respect to conditions existing there, or to seek needed clarification shall in no way relieve any Bidder from any obligations with respect to the Bidder’s bid. By submitting a bid, the Bidder agrees, represents and warrants that the Bidder has undertaken such investigation as the Bidder deemed necessary, has examined the site(s) and the Bid Documents, has obtained all needed clarifications, and where the Bid Documents indicate in any part of the Work that a given result be produced, that the Bid Documents are adequate and the required result can be produced as

Northbrook Park District Page 8 indicated in the Specifications and Drawing(s). Once the award has been made, failure to have undertaken and completed the foregoing tasks shall not be cause to alter the original Contract or to request additional compensation.

IV. Acceptance or Rejection of Bids

a. The Park District may accept the bid of, and award the Contract for the Work to, the lowest responsive and responsible Bidder, as determined by and in the sole discretion of the Park District.

b. The Owner reserves the right to: (1) reject all bids; (2) reject only certain bids that are non-conforming or non-responsive to the bid requirements; (3) accept only a portion, part or specific items of Work of all and reject others, as the Owner shall in its sole discretion determine to be in its best interest; and/or (4) award the Contract to the responsible Bidder submitting the lowest bid responsive to the bidding requirements. No bid will be accepted from or Contract awarded to any person, firm or corporation that is in arrears or is in default to the Park District upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to said Park District or that has failed to perform faithfully any previous contract with the Park District.

c. In the event of a rejection of a portion, part or certain items of Work of all bids, the bid of each Bidder shall automatically be deemed reduced by the amount of such rejected part or item at the unit price or other cost designated therefore by that Bidder on its submitted Contractor Bid Form. The successful Bidder so selected may not refuse to enter into a Contract with the Owner on the basis that the Owner awarded a Contract for less than all portions or items of the Work specified in the Bid Documents. The Northbrook Park District Board of Park Commissioners reserves the right to waive any technicalities or irregularities and to disregard any informality on the bids and bidding when, in its opinion, the best interest of the Park District will be served by such actions and in accordance with applicable law.

V. Surety

a. All bids must be accompanied by a bid bond or bank cashier’s check, payable to the

Northbrook Park District for ten percent (10%) of the amount of the bid and drawn on a responsive and responsible bank doing business in the United States. All bids not accompanied by a bid security, when required, will be rejected.

b. The bid security of all except the three (3) lowest responsive and responsible Bidders will be returned after the decision to accept or reject bids by the Northbrook Park District Board of Park Commissioners. The bid security of the three (3) lowest responsive and responsible Bidders will be returned after: i)the successful Bidder has executed and returned to the Park District the Contract presented for the Work; and ii) the Park District’s acceptance of a Performance Bond, Labor and Materials/Payment Bond and a certificate of insurance naming the Northbrook Park District as the certificate holder and an additional insured as required by these Bid Documents.

Northbrook Park District Page 9

c. Prior to beginning Work, the successful Bidder shall furnish a Performance Bond and Labor and Materials/Payment Bond in the amount of 110% of the Contract Sum, using a form similar to the AIA-A312-2010 form, or its current equivalent, or one acceptable to Owner, cosigned by a surety company licensed to conduct business in the state of Illinois and with at least an “A” rating and a financial rating of at least “X” in the latest edition of the Best Insurance Guide. Said bonds shall guarantee: the faithful performance of the Work in accordance with the Contract; the payment of all indebtedness incurred for labor and materials; and correction of Work. The cost of each bond shall be included in the Contract Sum. The Bidder and all subcontractors shall name the Park District as an obligee on all bonds. Said bonds shall meet the requirements of the Illinois Public Construction Bond Act, 30 ILCS 550/0.01 et seq., and any further amendments thereto. Bidder shall include in its Performance Bond and Labor and Material Payment Bond such language as shall guarantee the faithful performance of the Prevailing Wage Act as required in these Bid Documents.

The Performance Bond and Labor and Material Payment Bond will become a part of the Contract. The failure of the successful Bidder to enter into the Contract and supply the required bonds and evidence of insurance within ten (10) days after the Contract is presented for signature, or within such extended period as the Park District may grant, shall constitute a default, and the Park District may either award the Contract to the next responsible Bidder or re-advertise for bids. In the event of a default, the Owner need not return the defaulting Bidder’s bid surety and may charge against the defaulting Bidder for the full difference between the amount for the Bid and the amount for which a Contract for the Work is subsequently executed, irrespective of whether the amount thus due exceeds the amount of the defaulting Bidder’s bid surety, provided that the District’s retention of the bid guarantee shall not preclude the District from holding the Bidder fully liable for any and all damages which are in excess of said partial liquidated damages, and which shall otherwise be incurred by the District, including reasonable attorneys’ fees, arising from the Bidder’s failure to enter into the Contract and to deliver the same back to the District within the ten (10) day period.

VI. Withdrawal of Bid

Bidders may withdraw or cancel their bids at any time prior to the advertised bid opening time by signing and submitting a request for said withdrawal. After the bid opening time, no bid shall be withdrawn or canceled for a period of sixty (60) calendar days.

VII. Award of Contract

a. Owner will award the Contract to the lowest most responsible and responsive Bidder, as determined by Owner. In considering the Bidder’s responsibility, the Owner may evaluate, among other factors, the ability of the Bidder to provide experienced labor sufficient in numbers to timely and properly complete the services, conformity with the Specifications, serviceability, quality, and the financial capability of the Bidder, and the performance of the Bidder on other projects.

b. Bids will be awarded to one Bidder for the entire Project or to any series of Bidders for an appropriate portion of the Project. If specified in the Bid Form, awards will be based upon the submitted unit prices.

Northbrook Park District Page 10

c. The Owner shall have the right to accept Alternates in any order or combination, and to determine the low Bidder on the basis of the sum of the Base Bid and Alternates accepted.

d. The acceptance of a bid will be by a Notice of Award, signed by a duly authorized representative of the Park District; no other act by the Park District shall constitute the acceptance of a bid. The acceptance of a bid by the Park District shall bind the successful Bidder to execute and perform the Work of the Contract. The successful Bidder to whom the Contract is awarded by the Park District shall sign and deliver to the Park District for execution by the Park District all required copies of the Contract, along with all required insurance and surety documents within ten (10) days after presentation to the Bidder of the Contract for signature. In case the Bidder shall fail or neglect to do so, the Bidder will be considered as having abandoned the Contract, and as being in default to the Owner. The Owner may thereupon re-advertise or otherwise award said Contract and forfeit the Bid Security.

e. The Advertisement for Bid, Invitation to Bid, Instructions to Bidders, General Conditions, Supplementary and/or Special Conditions, if any, Drawings, Specifications, Contractor Bid Forms, Addenda, if any, Contractors Compliance and Certifications Attachment, Substance Abuse Certification, and the Prevailing Wage Determination and Supersedes Notice comprise the Bid Documents. The Bid Documents, together with the Mowing and Maintenance Service Agreement substantially in the same form included in these Bid Documents, Performance Bond and Labor and Material Payment Bonds, if required, and proof of insurance comprise the Contract Documents.

VIII. Interpretation of the Contract Documents

a. The Park District shall in all cases determine the amount or quantity of the several kinds of

Work which are to be paid for under this Contract and shall decide all questions which may arise relative to the execution of the Contract on the part of the Contractor, and all estimates and decisions shall be final and conclusive. The Park District shall have the right to make alterations in the lines, grades, plans, forms or dimensions of the Work herein contemplated either before or after the commencement of the Work. If such alterations diminish the quantity of the Work to be done, they shall not constitute a claim for damage or for anticipated profits on the Work dispensed with, or if they increase the amount of Work, such increase shall be paid according to the quantity actually done and at the price or prices stipulated for such Work in the Contract. The Park District reserves the right to approve an equal to or superior to product or equipment required under the Specifications or to reject as not being an equal to or superior to the product or equipment required under the Specifications. If the Bidder is in doubt as to the interpretation of any part of the Bid Documents or finds errors, discrepancies or omissions from any part of the Contract Documents, the Bidder must submit a written request for interpretation thereof not later than five (5) days prior to opening of bids to the Park District. Address all communications to William Meyer at the Park District. If an error or omission is discovered in the Bid Documents after the bid opening, the Park District reserves the right: i) to determine whether to require the submission of new bids; or ii) if the error or omission is of such a nature that it was reasonably discoverable upon a careful review of the Bid Documents, to award the Contract to the lowest responsive and responsible Bidder as determined by the

Northbrook Park District Page 11

Park District and to require that Contractor to perform the Work in accordance with an issued correction by the Park District and for the amount bid by the Contractor. Such decisions are final and not subject to recourse. Errors and omissions made by the Bidder cannot be corrected after the bid opening.

IX. Addenda

a. Any interpretation, correction or addition to the Bid Documents will be made by written

Addendum and will be delivered to each prime Bidder of record. The written Addenda constitute the only interpretations of the Bid Documents; the Park District accepts no responsibility for any other claimed interpretations or communications.

b. It is the responsibility of each Bidder to verify that it has received all Addenda prior to submitting a bid. It is also the responsibility of each Bidder to verify that all subcontractors and material suppliers whose prices are incorporated in the Bidder’s bid are familiar with the Bid Documents in their entirety, including all Addenda issued up to the time of bid opening.

c. In the event a conflict or omission is discovered in the Bid Documents after the issuing of the last Addendum such that an interpretation cannot be issued by the Park District prior to bidding, the Bidder is directed to estimate on and provide the quantity and quality of material and labor consistent with the overall represented and indicated Work so as to provide all materials, equipment, labor and services necessary for the completion of the Work in accordance with the Bid Documents.

X. Substitutions during Bidding

a. Unless otherwise indicated, brand names in the Specifications are used for the purpose of establishing a grade or quality. Bidders proposing to use an alternate that is equal or superior in every respect to that required by the Specifications must request approval in writing to the Park District at least seven (7) business days prior to the bid opening and mark the item as “or approved equal.”

b. Additionally, Bidders requesting approval for use of an alternate must provide certification by the manufacturer that the substitute proposed is equal to or superior in every respect to that required by the Contract Documents and that its in-place performance will be equal to or superior to the product or equipment specified in the application indicated. The Bidder, in submitting the request for substitution, waives the right to additional payment or an extension of Contract Time because of the failure of the substitute to perform as represented in the request for substitution.

c. The Park District may request additional information or documentation necessary for evaluation of the request for substitution.

d. The Park District will notify all Bidders of record regarding whether the proposed substitute has been accepted by means of an Addendum to the Bid Documents. Park District approval of a substitute during bidding does not relieve the Contractor of the responsibility to submit required shop drawings and to comply with all other requirements of the Contract

Northbrook Park District Page 12

Documents, including but not limited to proper performance of all components of the Work and suitability for the uses specified.

e. Bids proposing alternates not previously approved by the Park District will be considered non-responsive and rejected. The Park District reserves the right to determine whether a substituted selection, in its judgment, is equal to or of better quality and therefore an acceptable alternate. Such decisions are final and not subject to recourse.

XI. Bid Proposal Sum

a. Bidders shall include the following costs as part of their bid proposal:

i. The cost of materials, labor, equipment, and services either specified or necessary for the implementation of the Work. Subcontracted labor, equipment or materials should be clearly identified.

ii. The cost of any material and/or labor which is not specifically described, but which is necessary to complete the Work in accordance with the Contract Documents, including Project administration costs.

iii. The cost of transportation, insurances, bonds, warranties, permits and all other facilities necessary for the proper completion of the Work, except as may be otherwise expressly provided in the Contract Documents.

XII. Partial Bids

a. The District reserves the right to award only portions of bids and reject the remainder. In the event only a portion of the bid is awarded, Contractor must complete all Work for that portion awarded in compliance with the Specifications.

XIII. Contract

a. The accepted Bidder is required to enter into a written contract with the Northbrook Park

District, substantially in the same form included in these Bid Documents. For purposes of this Project Manual, the Contract is also referred to as the “Agreement.”

XIV. Tax Exemption

a. The Northbrook Park District is not subject to federal excise or Illinois retailer’s occupation tax. Bids shall not include federal excise tax or state sales tax for materials to be incorporated in or totally consumed in the prosecution of the Work. A tax exemption certificate will be furnished by the Park District at the request of the Bidder. The Park District’s tax exemption number shall be used only by the successful Bidder for the Work of this Project.

XV. Postponement of Date for Opening Bids

Northbrook Park District Page 13

a. The Northbrook Park District reserves the right to postpone the bid deadline date and opening of bids and will give written notice of any such postponement to each interested party in accordance with applicable law.

XVI. FOIA Requirements

By submitting a bid or otherwise responding in any way to this request for bids, the Bidder acknowledges the following:

a. The Park District is subject to the Freedom of Information Act, 5 ILCS 140/1, et seq. ("FOIA"), and any and all information submitted by the Bidder to the Park District is subject to disclosure to third parties in accordance with FOIA.

b. If the Bidder intends for the Park District to withhold the Bidder's trade secrets, commercial information, or financial information from disclosure to a third party in response to a FOIA request, the Bidder must include with its bid submittal a written notification specifically identifying such information, along with a statement that disclosure of such information will cause competitive harm to the Bidder, as provided by FOIA Section 7(1)(g), 5 ILCS 140/7(1)(g). Any content not so marked by the Bidder at the time of bid submittal will be presumed to be open to public inspection. The Bidder may be required to substantiate the basis for its claims at a later time.

c. Notwithstanding timely notice received from a Bidder in accordance with Section 7(1)(g), the

Park District reserves the right, in its sole discretion and subject only to applicable law, to withhold or release the subject information in response to a FOIA request.

END OF SECTION

Northbrook Park District Page 14

BIDDERS CHECKLIST

Please make sure you have all the items completed before submitting your SEALED bid.

Site Examination

Completed Bid Form

Signed Addenda

Required Bidder Information Form

Affidavit of Experience Form

Subcontractors and Suppliers List Form

Contractor Compliance and Certifications Attachment Form

Substance Abuse Prevention Program Certification

Bid Security (Bid Bond or Bank Cashier Check) – 10% of Contract Sum

Submission of Bid

• Bid must be placed in a sealed opaque envelope and clearly marked:

Bid Officer - Northbrook Park District Bid #2290 Contract Mowing Service - Central

Due September 3, 2026, by 1:00 PM CST Opening Immediately After

• If delivering by mail, the sealed bid shall be placed in a mailing envelope (USPS, FedEx, UPS, etc.) and addressed and delivered to:

Bid Officer - Northbrook Park District 545 Academy Drive

Northbrook, Illinois 60062

Northbrook Park District Page 15

SPECIAL CONDITIONS

I. Liquidated Damages

Time is of the essence to the Contract. If the Contractor fails to achieve Substantial Completion of the Work by the Substantial Completion date(s) established in the Contract Documents and/or as established in the approved construction schedules, as may be adjusted by extensions of time contained in fully-executed Change Orders, if any (the “Scheduled Date(s) of Substantial Completion”), the Contractor shall be liable to and shall pay the Owner the amount of $250 per calendar day for each and every such day between the Scheduled Date(s) of Substantial Completion and the actual date(s) of Final Completion, and the Owner may set off and deduct such amounts from payments due, or which may later become due, to the Contractor.

The parties stipulate and agree that this provision is fair and reasonable, and the per day rate established in this Section is fair and reasonable, considering the nature of the harm that may be incurred by the Owner as a result of such delay, and the difficulty or impossibility of ascertaining, calculating, and/or proving the actual damages resulting from such delay. The parties stipulate and agree that this Section is a valid and enforceable liquidated delay damages clause and is not a penalty. The liquidated damages clause contained in this Section shall be Owner’s sole and exclusive remedy against Contractor for delay.

II. Non-Waiver

The following shall not constitute a waiver of the Contractor's obligation to pay liquidated damages: a) Owner’s acceptance of or payment for any portion of the Work; or b) authorization or approval by Owner for Contractor to complete the Work or any portion thereof.

III. Additional Costs/Claims of Other Parties

The Owner's right to recover liquidated damages is for Contractor’s failure to complete the Project on time only and such damages shall be in addition to and not a substitute for any right of recovery for additional costs incurred by Owner due to Contractor’s failure to perform the Contract for other reasons. Nor shall the Owner's right to recover liquidated damages be a substitution for or bar to recovery of any additional compensation the Owner may be obligated to pay the Architect, Engineer and/or any separate contractor(s) performing work on the Project due to Contractor's failure to perform the Contract.

IV. Other Rights and Remedies

The rights and remedies of the Owner herein provided are in addition to any other rights and remedies provided under the Contract or by operation by law.

Northbrook Park District Page 16

MOWING SCHEDULE

I. Completion of Work

The Term of the Contract will be for a three-year period, 2027 to 2029. Yearly service will run from on or about April 1 to November 30.

II. Schedule

The Contractor will provide to Owner a weekly mowing schedule that allocates adequate personnel and equipment to complete the entire weekly mowing in three (3) days, Tuesday through Thursday. The Contractor must maintain this schedule with the ability to use Fridays and Saturdays to catch up on time lost due to unsuitable weather or turf conditions.

If Coast Guard Park is part of the contract, the contractor will mow the fenced in Dog Park at Coast Guard Park during the scheduled service days and times. The scheduled service days are on Mondays and Thursdays. The scheduled service hours are from 7:00 am to 9:30 am.

If Meadowhill Aquatic Center or Sports Center Pool is part of the contract, the contractor will mow areas during the scheduled service times. The scheduled service times are 7:00 am to 9:00 am.

If Village Green is part of the contract, the contractor will be required to perform service on Thursday’s.

If Schools are part of the contract, the contractor will mow the school district at a time before or after school when there are no students present or at a time approved by the school.

• Field Jr. High School: before 8:30 am or after 3:30 pm

• Greenbriar School: before 8:30 am or after 3:30 pm

• Hickory Point School: before 8:00 am or after 3:15 pm

• Maple Jr. High School: between 11:30 am and 1:30 pm

• Meadowbrook School: before 8:30 am or after 3:30 pm

• Shabonee School: before 8:15 am or after 3:30 pm

• Wescott School: before 8:40 am or after 3:10 pm

• Westmoor School: before 7:45 and work out from building

• Wood Oaks Jr. High School: before 8:15 or after 3:50

Due to the noise ordinance, mowing will not be able to start before 7:00 am.

*The Contractor will notify the Owner of any changes to the schedule.

Cancellation of a scheduled weekly mowing, or any portion of the mowing, is permitted by the Owner if any part of the scheduled mowing is determined to be unnecessary or undesirable by the Owner.

Incompletion of any portion of the scheduled weekly work by the end of the week deemed necessary will not be paid in full for that location. The Owner agrees to provide notice of cancellation by noon of the day preceding scheduled work to be canceled.

Northbrook Park District Page 17

Inclement Weather Rescheduling:

• Contractor may cancel all or part of a scheduled mowing due to inclement weather. It is the responsibility of the Contractor to contact the Owner on or before 9:00 a.m. of the day to be canceled, when such cancellation is desired.

• Inclement weather shall be defined as weather that both the Contractor and Owner agree makes the accomplishment of quality work unfeasible, unusually time consuming, or potentially dangerous, or harmful. In the event mutual agreement cannot be reached for a particular mowing, the inclement weather determination shall be made by the Contractor.

However in the event the Owner feels the Contractor abuses this provision, the Owner reserves the right to cancel this Contract.

• Any part of a scheduled mowing that is canceled due to inclement weather shall be rescheduled by the Contractor to a date within three calendar days (including weekends) of the cancellation.

• Any portion of a mowing that is canceled and not rescheduled shall not result in a mowing charge.

• In the event of on-going wet weather, the Contractor and the Owner will negotiate a strategy to accomplish the necessary work.

• Contractor will return calls and respond within two (2) hours.

In areas of poor drainage which adversely affect the work of the Contractor, the Contractor shall be responsible for informing the Owner of the affected area. The Owner will have discretionary authority to waive work quality standards in areas which both the Owner and the Contractor agree are problematic.

III. Maintenance Schedule Submittal

a. Within seven (7) calendar days of Notice to Proceed, Contractor shall submit and review with the Owner a formal maintenance schedule identifying the sequencing of events.

b. Contractor shall graphically chart the order (by bar chart) and interdependence of all activities necessary to complete the Work, and the sequence in which each activity is to be accomplished, as planned by the Contractor, his project office and field superintendents in coordination with all the subcontractors whose work may have an impact on the schedule.

GENERAL CONDITIONS

Northbrook Park District Page 18

The following General Conditions shall apply to the Turf Mowing and Maintenance Project (the "Project") for the Northbrook Park District.

I. Payment

a. Terms for payment are governed by the Local Government Prompt Payment Act, 50 ILCS

505/1, et.seq., and in accordance with the Contract Documents.

b. Request for Payment should be made in accordance with the Contract Documents and should include the following information:

i. Name, address and phone number of the Bidder

ii. Invoice number

iii. Itemized statement of services

iv. Any payment discount terms offered

v. Complete W-9

vi. Waivers of Lien and Sworn Affidavits

vii. Any other documents as required by the Contract Documents

c. The Park District shall pay Contractor for only that portion of the Work completed each week. In the event any portion of the Work is not completed during a week, the Contract Sum will be abated accordingly using the above prices.

II. Performance of Work and Warranty

Contractor agrees to perform all Work in a good and workmanlike manner in accordance with the Contract Documents. Contractor shall not interfere in any way with and shall cooperate fully with other contractors used by Park District for any other work at the Project sites. Contractor shall not perform any Work at any school district site while students are in attendance.

III. Term of Contract

The term of the Contract will be for a three-year period. The contract will commence on or about April 1, 2027, and ends on or about November 30, 2029.

IV. Insurance

a. Contractor shall procure and maintain, for the duration of the Contract, insurance against claims for death, injuries to persons, or damages to property that may arise from or in connection with the performance of Work hereunder by the Contractor, his agents, representatives, employees or subcontractors of the types and in the amounts listed below.

Northbrook Park District Page 19

i. Commercial General and Umbrella Liability Insurance

1. The Contractor shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Project location. CGL insurance shall be written on Insurance Services Office (ISO) Occurrence Form CG 00 01 or a substitute form providing equivalent coverage and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury, advertising injury and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). Owner shall be included as an insured under the CGL, using ISO additional insured endorsement CG 20 10 or a substitute providing equivalent coverage under the commercial umbrella, if any. This insurance shall apply as primary.

ii. Business Auto and Umbrella Liability Insurance

1. The Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto, including owned, hired and non-owned autos. Business auto insurance shall be written on Insurance Services Office (ISO) Form CA 00 0 I, CA 00 05, CA 00 12 or a substitute form providing equivalent liability coverage equivalent to that provided in the 1990 and later editions of CA 00 01.

iii. Workers Compensation Insurance

1. The Contractor shall maintain workers compensation as required by statute and employers liability insurance. The commercial umbrella and/or employer’s liability limits shall not be less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease. If the Owner has not been included as an insured under the CGL using ISO additional insured endorsement CG 20 10 under the Commercial General and Umbrella Liability Insurance required in this Contract, the Contractor waives all rights against Owner and its officers, officials, employees, volunteers and agents for recovery of damages arising out of or incident to the Contractor’s work.

iv. General Insurance Provisions

1. Evidence of Insurance

a. Prior to beginning Work, Contractor shall furnish Owner with a certificate of insurance and applicable policy endorsements, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above. All certificates shall provide for 30 days written notice to Owner prior to the cancellation or material change of insurance

Northbrook Park District Page 20 referred to therein. Written notice to Owner shall be by certified mail, return receipt requested. Failure of Owner to demand such certificate, endorsement or other evidence of full compliance with these insurance requirements or failure of Owner to identify a deficiency from evidence that is provided shall not be construed as a waiver of Contractor’s obligation to maintain such insurance. Owner shall have the right, but not the obligation, of prohibiting Contractor or any subcontractor from entering the Project site until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by Owner. Failure to maintain the required insurance may result in termination of this Contract at Owner’s option. Contractor shall provide certified copies all insurance policies required above within ten (10) days of Owner’s written request for said copies.

2. Acceptability of Insurers

a. For insurance companies that obtain a rating from A.M. Best, that rating should be no less than a VII, using the most recent edition of the A.M. Best’s Key Rating Guide. If the Best’s rating is less than a VII or a Best’s rating is not obtained, the Owner has the right to reject insurance written by an insurer it deems unacceptable.

3. Cross-Liability Coverage

a. If Contractor’s liability policies do not contain the standard ISO separation of insureds provision, or a substantially similar clause, they shall be endorsed to provide cross-liability coverage.

4. Deductibles and Self-Insured Retentions

a. Any deductibles or self-insured retentions must be declared to the

Owner. At the option of the Owner, the Contractor may be asked to eliminate such deductibles or self-insured retentions as respects to the Owner, its officers, officials, employees, volunteers and agents or required to procure a bond guaranteeing payment of losses and other related costs including but not limited to investigations, claim administration and defense expenses.

5. Subcontractors

a. Contractor shall cause each subcontractor employed by Contractor to purchase and maintain insurance of the type specified above.

When requested by the Owner, Contractor shall furnish copies of certificates of insurance evidencing coverage for each subcontractor.

V. Indemnification

Northbrook Park District Page 21

a. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Northbrook Park District and its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses including but not limited to legal fees (attorney's and paralegal's fees and court costs), arising out of or resulting from the performance of the Contractor's work, provided that any such claim, damage, loss or expense (i) is attributable to bodily injury, sickness, disease, or death, or injury to or destruction of tangible property, other than the work itself, including the loss of use resulting there from and (ii) is caused in whole or in part by any wrongful or negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except to the extent it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph.

The Contractor shall similarly protect, indemnify and hold and save harmless the Northbrook Park District, its officers, officials, employees, volunteers and agents against and from any and all claims, costs, causes, actions and expenses including but not limited to legal fees, incurred by reason of Contractor's breach of any of its obligations under, or the Contractor's default of, any provision of the Contract.

VI. Damaged Property

Contractor shall be responsible for all costs to restore the job sites to their original condition or better, including but not limited to all costs to repair or replace all private and public property damaged, moved, or otherwise displaced in the performance of the Work. No additional compensation will be allowed for this Work and any cost involved shall be considered incidental to the Contract.

If a dispute arises between the Contractor and any subcontractors as to their responsibility for cleaning up as required, the Park District may clean up and charge the cost thereof to the Contractor.

VII. Disposal of Waste Materials and Clean-up

At the completion of any Work performed, the Contractor shall remove all rubbish, tools, and equipment from the sites and adjoining premises, leaving the area in a neat and clean condition, and shall repair or replace any damaged property. No additional compensation will be allowed for this Work and any cost involved shall be considered incidental to the Contract.