INVITATION FOR BID

2026-IFB-051

SNOW REMOVAL OF CUL-DE-SACS

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: July 24, 2026

DEADLINE FOR QUESTIONS: July 31, 2026

RESPONSE DEADLINE: August 7, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/villageofschaumburg

INVITATION FOR BID

Snow Removal of Cul-de-sacs

I. Introduction II. Legal Notice

III. Scope of Work IV. Bid Sheet(s) V. Instruction to Bidders

VI. Vendor Questionnaire VII. Insurance Requirements

VIII. Terms and Conditions IX. Supplemental Conditions

Attachments:

A - Attachment A - List of Cul de Sacs

B - Snow & Ice - Cul-de-sacs Maps

Invitation for Bid #2026-IFB-051 Title: Snow Removal of Cul-de-sacs

1. Introduction

1.1. Summary

The Village of Schaumburg, IL will accept sealed bids via the Village's e-Procurement Portal, OpenGov

(https://procurement.opengov.com/portal/villageofschaumburg) for 2026-IFB-051, Snow Removal of

Cul-de-sacs to be received no later than Friday, August 7, 2026, 10:00 am. Bids submitted after the specified time will not be accepted.

1.2. Contact Information

Adam Domek

HEO

714 S Plum Grove Road

Schaumburg, IL 60193

Email: adomek@schaumburg.com

Phone: (847) 404-1851

Department:

Engineering and Public Works

Department Head:

Mike Hall

Department Director

1.3. Timeline

Release Project Date July 24, 2026

Question Submission Deadline July 31, 2026, 10:00am

Bid Submission Deadline August 7, 2026, 10:00am mailto:adomek@schaumburg.com tel:(847)404-1851

2. Legal Notice

2.1. Village of Schaumburg - Invitation for Bid

The Village of Schaumburg, IL will accept electronic bids via the Village's e-Procurement Portal, OpenGov

(https://procurement.opengov.com/portal/villageofschaumburg) for 2026-IFB-051, Snow Removal of

Cul-de-sacs.

Specifications and all Contract Documents are available via the Village’s e-Procurement Portal, OpenGov. Prices quoted must be valid for a minimum of 90 days from the date of the bid opening.

Bids will be received until 10:00 am on Friday, August 7, 2026. All bid tabulations will be made publicly available after submission deadline.

The Village of Schaumburg reserves the right to reject any and all bids or to waive any technicalities, discrepancies, or information in the bids. The Village of Schaumburg does not discriminate in admission, access to, treatment, or employment in its programs and activities.

All questions regarding this Legal Notice and the actual bid specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Friday, July 31, 2026 by 10:00 am. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the Village's e-Procurement

Portal.

Purchasing Division

3. Scope of Work

3.1. Scope of Work

The Bidder shall provide all required supervision, skilled labor, transportation, new materials, apparatus, and tools necessary for the complete and proper execution of the work. The Bidder shall supply, maintain, and remove all equipment required for the performance of the work and be responsible for the safe, proper, and lawful construction, maintenance, and use of the same.

The scope of work primarily involves maintaining traffic flow in all designated cul-de-sacs at all times, including 24-hour service on weekdays, Saturdays, Sundays, and holidays.

The contractor shall provide snow removal on all cul-de-sacs listed on Attachment A. The Village will provide snow removal on all streets adjacent to these cul-de-sacs. The term "cul-de-sac" is defined as the throat or straight portion of the cul-de-sac as well as the bubble or round portion of the cul-de-sac. The contractor may also be called upon to load and haul snow from these cul-de-sacs when conditions warrant the removal and hauling of snow

This work shall be completed to the satisfaction of the Village. The Bidder shall provide adequate protection of the job site to ensure the general public is protected from any injury resulting from the job. The Bidder shall implement all necessary safeguards and suitable barricades to protect the public and adjacent property.

The Village is not responsible for site safety. The Bidder is solely and exclusively responsible for construction means, methods, technologies, and site safety.

Equipment: The Bidder shall submit with their bid a list of company equipment, including model numbers and plow sizes, available for snow removal on this job. The following equipment is suggested, not required, as a minimum because it has completed the snow removal within the expected time frame in previous years:

• 2 - Four Wheel-Drive (4 WD) SUV/Pickup type trucks with plows

• 9 - Rubber tired End Loader with reversible snowplow and 2 cubic yard bucket, minimum 6 cylinders 172 horsepower engine, 50-gallon fuel tank, and a minimum 8’ turning radius to the front corner of the bucket

List additional equipment available in the event of heavy snowfall, or equipment issues, such as graders, end loaders (include bucket capacity), dump trucks, etc.

Proof of possession of all required equipment and proof of insurance coverage is required prior to award of the contract. Submittals shall indicate whether the equipment is owned, leased, or financed. Should the equipment be leased, submittals shall include a copy of the lease agreement. All equipment must be available for use throughout the term of the contract, as the need is determined by the Village.

BID MAY BE CONSIDERED “NON-RESPONSIVE” IF THESE REQUIREMENTS ARE NOT FULFILLED.

Mechanical Support and Equipment Availability: The Contractor shall maintain the capability to promptly repair or replace any equipment that becomes inoperable during snow removal operations. Throughout all active snow events, the Contractor shall have qualified mechanical support available and sufficient replacement equipment to minimize operational delays.

If any equipment becomes disabled, the Contractor shall immediately notify the Village. If the equipment cannot be returned to service within one (1) hour, the Contractor shall provide replacement equipment of equal or greater capability, unless otherwise approved by the Village.

Mechanical breakdowns shall not relieve the Contractor of the obligation to meet the response times, completion times, or other performance requirements established under this contract.

Protection of Public and Private Property: The contractor shall exercise all necessary caution to protect pedestrian traffic and to protect all public and private property from injury or damage caused by the contractor’s operations.

The contractor shall assume responsibility for all damage to property (including curbs, parkway trees, grass area, utilities, mailboxes, and driveways) caused by equipment used for removal of snow. All damage shall be the responsibility of the contractor to repair, replace, or reimburse the resident. Documentation showing that the damage has been repaired, or the claim has been resolved, shall be provided to the village upon request.

Upon notification by the Village of a damaged mailbox, the Contractor shall contact the affected property owner within ten (10) calendar days to coordinate repair, replacement, or cost reimbursement.

The Contractor may satisfy this requirement by either:

A. Performing or arranging for the repair or replacement of the damaged mailbox and related components at no cost to the property owner; or

B. Reimbursing the property owner directly for reasonable costs incurred by the property owner to repair or replace the damaged mailbox, provided such costs are supported by receipts, invoices, or other documentation acceptable to the Contractor and the Village.

All repairs, replacements, or reimbursements shall be completed no later than April 30 following the winter season during which the damage occurred, unless otherwise approved in writing by the Village. Any repairs or mailbox replacements shall be completed in accordance with the USPS mailbox construction standards.

Any practice obviously hazardous in the opinion of the Director, or representative, shall be immediately discontinued by the contractor upon receipt of either written or oral notice to discontinue such practice. The

Village is not responsible for site safety. The contractor is solely and exclusively responsible for site safety.

Accidents: In the event of accidents of any kind, the contractor shall immediately notify the Director or representative, and the Police Department, to secure an accident report and shall provide a full accounting of all details of the accident. The contractor shall furnish the Village with copies of all reports of such accidents at the same time that the reports are forwarded to any other interested parties.

Prosecution of Work: The proper timing and use of equipment are essential in maintaining the continuous, expeditious, and safe operation of snow removal in the cul-de-sacs. Consequently, it is imperative that all equipment is in good operating condition at all times so as to ensure maximum working efficiency and prevent unnecessary failures. Time is of the essence in arriving at the scene to commence snow removal efforts. To ensure uninterrupted snow removal operations in cul-de-sacs, callouts shall be answered promptly, and extraordinary effort shall be exerted by the contractor to render service. The Contractor shall perform snow removal operations in a timely manner to allow the Village sufficient time to complete deicing operations following the completion of plowing.

The contractor shall prosecute the work in the following manner:

A. The contractor shall always maintain a force of qualified personnel sufficient to perform the work required and described herein. The force of qualified personnel shall be sufficient to respond to emergency calls which may be received at any time. Personnel must be activated and equipment operational at the site within one hour after notification by the Village. The Contractor shall be legally authorized to perform the work described in this Contract and shall comply with all applicable federal, state, and local laws, regulations, and ordinances. The Contractor and all personnel performing work under this Contract shall possess and maintain all licenses, certifications, permits, and endorsements required to operate the equipment and perform the services specified herein.

B. The contractor shall submit, in writing, the name, address and telephone number of the person in their organization to whom instructions may be given by the Director, or authorized representative, on a 24-hour per day basis. One designated supervisor in the contractor's organization shall always be on the job site and available during snow plowing operations.

C. The Department of Engineering & Public Works - Emergency Operation Center (EOC) will notify the contractor whenever a storm warning from the Village’s weather forecasting service is received stating that a plowable amount of snow (1 inch or more) is forecast. The contractor shall respond by mobilizing all personnel and equipment at the site at a pre-arranged time or within a maximum of 1 hour after being notified by the Director or authorized representative.

D. It shall be the responsibility of the contractor to have the supervisor report to the EOC at the start and completion of each operation. A form to verify hours worked and equipment used will be provided by the

Village and will be signed by both the contractor and the appropriate Village representative as a prerequisite for payment.

E. After finishing one complete clearing pass cycle through the cul-de-sac section, the contractor may be told to start a second complete clearing cycle immediately and to continue plowing depending on weather conditions. The contractor shall be prepared to continue plowing or start up plowing again whenever snow accumulates to a depth of 1” or more on the paved area.

F. Snow removal is accomplished by plowing the snow to the curb in the designated cul-de- sacs. Care shall be taken so that no residential driveway or public sidewalk crossing shall be blocked by an amount of snow greater than the windrow of snow through the throat of the cul-de sac. There is to be no excessive stacking of snow at the corners higher than the normal windrow. The snow shall be carried out to the curb line of the streets.

G. The Village may choose to furnish GPS tracking devices for use during snow removal operations under this contract. The Contractor shall be responsible for maintaining one Village-issued GPS tracking device with each piece of equipment assigned to perform work under this contract.

H. GPS devices shall remain active, powered, and operational at all times while equipment is mobilized, traveling to and from work locations, or actively engaged in snow removal operations.

I. The Contractor shall not remove, disable, tamper with, shield, or otherwise interfere with the operation of any GPS tracking device provided by the Village. Any equipment substitution during a snow event shall require the GPS device to be transferred to the replacement equipment prior to commencing operations. The

Contractor shall immediately notify the Village of any equipment substitution or GPS device malfunction.

J. GPS data may be utilized by the Village to verify mobilization times, route completion, equipment utilization, compliance with contract requirements, and the resolution of resident inquiries or complaints.

The Village may also use this data to provide the public with mapping information showing the status and completion of cul-de-sac snow removal operations.

K. The Contractor shall be responsible for the care and custody of all Village-issued GPS devices during the contract period. Any loss or damage resulting from negligence or misuse by the Contractor shall be repaired or replaced at the Contractor's expense.

Type of Operation: Depending on snowfall conditions, the following snow removal operations will be initiated in the 431 single family cul-de-sacs:

OPERATION #1: For snow accumulations less than 5 inches, the Contractor shall provide sufficient personnel and equipment to complete all designated cul-de-sacs within twelve (12) hours after snow removal operations begin.

OPERATION #2: For snow accumulations in excess of 5 inches and less than 9 inches, the Contractor shall provide sufficient personnel and equipment to complete all designated cul-de-sacs within twelve (12) hours after snow removal operations begin.

OPERATION #3: For snow accumulations of 9 inches or more, the Contractor shall provide sufficient personnel and equipment to complete all designated cul-de-sacs within eighteen (18) hours after snow removal operations begin.

If stored snow within the cul-de-sacs reaches an undesirable height as determined by the Director of

Engineering & Public Works, the contractor may be required to load and haul the snow to another location and will be paid in accordance with the hourly equipment rental rates noted on the Bid Sheet for Operation

#3.

Depth of snow accumulation is measured at the time each plowing operation commences. It is not the total accumulation of snow at the end of the storm.

Method of Payment: All charges for snow removal will start when equipment begins operation in the designated cul-de-sacs and end when the operation is complete. No separate charge for transportation of equipment, downtime, repair or maintenance to or from the site, will be allowed.

The contractor shall be paid based on the number of complete clearing passes of all cul-de- sacs for

Operations #1 and #2 as described in TYPE OF OPERATION above. Payment for a partial clearing operation will be prorated based on the percentage of cul-de-sacs cleared.

Supervision is required and shall be included in the cost per clearing pass.

The contractor shall be paid on an hourly equipment rental rate basis for Type of Operation OPERATION #3 above. The contractor shall submit an hourly cost for each piece of equipment provided on their equipment list (including the cost of the operator) in the space provided on the Bid Sheet. Any charges for premium time shall be noted in the appropriate area on the form. Supervision, equipment operators, and labor shall be included in all hourly rates.

Exceptions: Any exceptions to the specifications of this bid document shall be noted on the Detail Exceptions

Sheet and included with the bid submittal.

Bid Sheet:

NOTICE TO BIDDERS: Failure to complete the following Bid Sheet(s) may be cause for rejection of your submittal. Bidders are required to bid on all groups.

NOTE: Unit prices shall include the cost of delivery (if applicable).

3.2. Licensing and Permits

The successful Bidder and their subcontractor(s) must be licensed with the Village and shall obtain all required building permits prior to the start of any work. The Village will waive applicable Village permit fees for the specific contract. Permit application forms may be obtained from the Community

Development Department and license application forms may be obtained from the Finance Department.

4. Bid Sheet(s)

NOTICE TO BIDDERS: Failure to complete the following Bid Sheet(s) may be cause for rejection of your submittal. If you are not bidding on an entire group, please provide $0.00 as the cost for such items.

NOTE: Unit prices shall include the cost of delivery (if applicable).

OPERATIONS 1 & 2 (COST PER CYCLE)

Complete clearing of all cul-de-sac snow accumulation, measured at time of each plowing operation. It is not the total accumulation of snow at the end of the storm. This is charged per cycle.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 OPERATION 1 - Cost per complete clearing pass of less than 5 inches of snow accumulation, measured at the time of each plowing operation.

Provide cost for 1 cycle

1 Lump Sum

2 OPERATION 2 - Cost per complete clearing pass in excess of 5 inches and less than 9 inches of snow accumulation, measured at the time of each plowing operation. Provide cost for 1 cycle.

1 Lump Sum

TOTAL

OPERATION 3 (HOURLY COST)

Clearing in excess of 9 inches of snow accumulation, measured at time of each plowing operation. It is not the total accumulation of snow at the end of the storm. This is the hourly cost of the equipment and operator.

Line Item Description Quantity Unit of

Measure Unit Cost Total

3 4x4 Pickup 1 $ / Hour

4 Dump Truck with Plow (min. 25,000

GVW)

1 $ / Hour

5 4WD End Loader (Rubber tired - min

75/HP/1.5CY Bucket or Plow) 1 $ / Hour

Line Item Description Quantity Unit of

Measure Unit Cost Total

6 Dump Truck Only (Min. 25,000 GVW) 1 $ / Hour

7 Semi-trailer Truck 1 $ / Hour

8 Telescoping-boom Hydraulic

Excavator (Gradall) 1 $ / Hour

TOTAL

5. Instruction to Bidders

5.1. Intent

The intent of this Invitation for Bid is to enable the Village of Schaumburg's Department of Engineering and Public Works to establish relationships with vendors for Snow Removal of Cul-de-sacs.

This Invitation to Bid is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

5.2. Contract Documents

Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, bid notice, bid sheet, and addendum, if any, as specified herein shall form the “Contract

Documents.” For the purpose of this bid, the word “Village” shall refer to the Village of Schaumburg, and the word “Bidder” shall refer to any person, company, or entity submitting a bid. Any work shown or described in one of the documents shall be construed as if described in all the documents.

5.3. Interpretation of Contract Documents

Each request for interpretation of the Contract Documents shall be made in writing through the

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Friday, July 31, 2026 by 10:00 am. Interpretations and supplemental instructions will be electronically distributed to bidders following this solicitation on the Village’s e-Procurement Portal.

5.4. Electronic Bid Documents

Bidders intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village. The Bidder, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement

Portal. Addenda notifications will be emailed to all persons on record as following this ITB. Failure of any bidder to receive any such addenda or interpretation shall not relieve such bidder from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

5.5. Withdrawal of Bid

Bids may be withdrawn through the Village's e-Procurement Portal, the responding firm may

“unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the bid opening. Bidders may withdraw or cancel their bid, in written form, at any time prior to the advertised bid opening time.

5.6. Bidder’s Qualifications

No award will be made to any Bidder who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such https://procurement.opengov.com/signup investigations as it deems necessary. The Bidder shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

5.7. Preparation of Bid

The Bidder’s submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the Bidder to the terms of the bid. The bid must be executed by a person having the legal right and authority to bind the Bidder.

6. Vendor Questionnaire

6.1. Authorized Person(s)*

Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

Name

Title

Phone Number

Email Address

*Response required

6.2. Equal Employment Opportunity Clause*

EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices

Commission as a material term of all public contracts.

During the performance of this contract, the contractor agrees as follows:

A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or ancestry; and further, that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such under utilization.

B. That, if it hires additional employees in order to perform this contract, or any portion hereof, it will determine the availability (in accordance with the Commission’s Rules and Regulations for

Public Contracts) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized.

C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin, or ancestry.

D. That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the contractor’s obligations under the Illinois Fair

Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the contractor in its efforts to comply with such Act and Rules and Regulations the contractor will promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations there under.

E. That it will submit reports as required by the Illinois Fair Employment Practices Commission’s

Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission’s Rules and Regulations for Public

Contracts.

F. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the

Commission’s Rules and Regulations for Public Contracts.

G. That it will include verbatim or by reference the provisions of paragraphs 1 through 7 of this clause in every performance subcontract as defined in Section 2.10 (b) of the Commission's

Rules and Regulations for Public Contracts so that such provision will be binding upon every such subcontractor; and that it will also include the provisions of paragraphs 1,5, 6, and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission’s Rules and

Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the contractor will be liable for compliance with applicable provisions of this clause by all its subcontractors; and further it will promptly notify the contracting agency and the Illinois Fair Employment Practices

Commission in the event any subcontractor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the Commission to be non-responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

The Village of Schaumburg does not discriminate on the basis of disability status in admission or access to, or treatment or employment in, its programs and activities.

☐ Please confirm

*Response required

6.3. Bid Security *

Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of ten percent

(10%) of the total bid price, payable to Village of Schaumburg, Illinois, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement.

Please upload a copy of your bid bond/cashier's check. Bidder must also submit an original copy of the bid guarantee to be received no later thanFriday, August 7, 2026 addressed to:

Village of Schaumburg

Purchasing Division

Jillian Ostman

1000 Woodfield Rd

Schaumburg, IL 60173

Please have the Bidder Name, Contract Title ("Snow Removal of Cul-de-sacs"), and Contract Number

("2026-IFB-051") listed clearly on the outside of the envelope.

*Response required

6.4. Bid Sheet*

By submitting a response to this solicitation, the authorized person(s), confirms having examined the specifications and all conditions affecting the specified project, offer to furnish all services, labor, and incidentals specified for the price as provided with their response.

The Bidder certifies that they are not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid rigging or bid rotating, (720ILCS 5/33E-1, et seq.) and is not delinquent in any taxes to the Illinois Department of Revenue. (65ILCS 5/11-42.1-1)

It is understood that the Village reserves the right to reject any and all bids and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than sixty (60) days.

The bidder proposes to complete the following project as more fully described in the specifications for the following: in this solicitation document.

☐ Please confirm

*Response required

6.5. Indemnification*

The Bidder hereby agrees to protect, defend, indemnify, and save harmless the Village against loss, damage, or expense from any suit, claim, demand, judgment, cause of action, or shortage initiated by any person whatsoever, arising or alleged to have arisen out of work described herein, except that in no instance shall the Bidder be held responsible for any liability, claim, demand, or cause of action attributable solely to the negligence of the Village.

☐ Please confirm

*Response required

6.6. Not Barred by Law*

By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not barred by law from submitting a bid to the Village for the project contemplated herein because of a conviction for prior violations of either Illinois Compiled

Statutes, 720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating).

☐ Please confirm

*Response required

6.7. Not Delinquent in Payment*

By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not delinquent in payment of any taxes to the Illinois Department of Revenue in accordance with 65 ILCS 5/11-42.1.

☐ Please confirm

6.8. Drug-Free Workplace*

By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, provides a drug free workplace pursuant 30 ILCS 580/1, et seq.

☐ Please confirm

*Response required

6.9. Substance-Abuse Program*

By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 265/1 et. seq., Public Act 095-0635

☐ Please confirm

*Response required

6.10. Illinois Human Rights Act*

By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is in compliance with the Illinois Human Rights Act 775 ILCS 5/1.101, et seq. including establishment and maintenance of sexual harassment policies and program.

☐ Please confirm

*Response required

6.11. Detail Exceptions Sheet*

Any exceptions must be clearly noted on the Detail Exceptions Sheet(s). Failure to do so may be reason for rejection of the bid. It is not our intention to prohibit any potential Bidder from bidding by virtue of the specifications, but to describe the material and services actually required. The Village reserves the right to accept or reject any or all exceptions.

DETAIL EXCEPTIONS SHEET MUST BE SUBMITTED WITH THE BID RESPONSE.

Please download the below documents, complete, and upload.

• Detail_Exceptions_Sheet.pdf

*Response required

6.12. Provide 3 Municipal Government References*

Project Name: _______________________

Year Completed: _____________________

Location and Agency: _________________ https://government-project.s3.us-west-2.amazonaws.com/7998/765d8853-9d7d-4d01-b4d9-dda54159cee8_Detail_Exceptions_Sheet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BHVVQBSX%2F20260724%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260724T204003Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEQaCXVzLXdlc3QtMiJIMEYCIQCfv7bfqv6DHFBFmrN4XvN%2F9mOQNpm9IvGMImvzOpTfYgIhAKBv2hHFJbVgBJBfTC%2Fc3AdhP0jOE3DpIoaqo15OSZdlKowFCA0QAhoMODkyMzY0Njg3NjcyIgz2a1uh7ed7m7cnGGYq6QSGPOG5Sa%2F3yRYrGkSeBEM6Uok4CvXVpfvCgDZ4bdseVC2mpgGXTD42KOJOtE2FsarFFpxxWISDucMuO7a%2FzhF4HJKPKCdUl5Tf2IzFMwDpS4jLKgOARBVCHwIM2ncykWveQfN6dfQp2iETyZ6RD7BWizLubX9LGc3RWtPjVjKHK1lJsoTPbxSG78NI%2BcpD9Nm1oey7QdK8UkDiv6lv8QbISupGvL%2B0%2BdYleWWhYIhCtZD3LqfdJ0MLmq9f3NFfMvhKtSnMhKYL%2BRTyYZcXd9yknApDN3Hi0MFNFZQHqtjH7VsILdZSmpwFpYUTMuAFUwr5e%2FPSdqQFCX0I0%2FyqArZqtayk9kwyr3cZTyQJ5fddEphFbQqgvVaIFh2uBqloh4FjfRRql9jiFgtu97VBiwxq7oXpa8DPsQRhmjBf8igMEDW7PwBY9%2BU7e5jVKu6NoSPrO8rN2091JkRj2tiscVdQ7CRyE5yBBWT%2FNTk2hPZNCQJGRfLOmeQk6%2BcA5VtivKeElQb1K1sLTLsmUT71kBnaYOiEEGQQvhL3vi28D60zgjpqW4pwPl2SJcQXxm6d5Z4OWkVJtwQCEGf8rEyVuVGdHhSaHIrTDgqscQg6clH8SK%2BjdrzGp2aDq7Q8pAv4aaHGuCBpim26LqgbrKKR5WsHlhl%2BPwevqIDuEEQkcsglKSNkt0dMLZ4NHXmnwDESBuoiq0r1D%2B6zh7wyXJr%2B1%2BD6xql4rkbQf9jevty60zkAoo2pJQsOjtoxIPr9XGMUDgMIjswu%2BgNRWe1qypMNXdf0zD1VPI1Dm3DlHcaMd%2BcS8JNHhzcKKGpDVjCS%2BI7TBjqYAcRW7mytkQsJp5irJ3CwY8jm52rPu8ZABNF7bQZC2u%2Fy1IKBV9dSUUlyBXkMVRryzJuwgXgsSqTHvbIH7LWUGnTvhp%2Fk7FM7M8kdr9LdEmad63mMFMkUF2O3O2KTF2xlNEBVsotIreQ6KyRX1VwwM%2B938bI6DZDeWaqDD8S4by%2BoQ2OGY9HunMsWxEHHhMhN2w9wyWMTFP3C&X-Amz-Signature=37d539ad3cdee42a6ea28188b4a45d2f4336e915ed271d232ced09753cdb30f0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Detail_Exceptions_Sheet.pdf%22&x-id=GetObject

Contact Person Name and Number: _____

6.13. Upload any additional project docs (not required)

7. Insurance Requirements

7.1. Insurance

The Bidder will provide certificates of insurance evidencing the following types and limits of insurance.

The certificates of insurance will specifically address each of the requirements noted below. Each insurance company shall be acceptable to the Village. The General Liability coverage shall name the

Village of Schaumburg as additional insured. All insurance noted below is primary and in no event will be considered contributory to any insurance purchased by the Village. All insurance noted below will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance notice, via certified mail.

The Bidder will provide written Proof of Endorsement, with the General Liability policy number on the endorsement.

A. Comprehensive General Liability including Products Liability/Completed Operations insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, including Broad Form

Contractual Liability insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, subject to the terms and conditions of the policy. A copy of the policy may be required.

B. Automobile Liability insurance, in an amount not less than $1,000,000 combined single limit.

Said insurance is to be extended to cover hired and non-owned vehicles.

C. Umbrella or Excess Liability coverage, the Contractor shall provide evidence of Umbrella or

Excess Liability coverage of $2,000,000.

D. Workers’ Compensation is to be provided as required by statute, by an insurance company licensed to write worker’s compensation in the State of Illinois. Employer’s Liability, in an amount not less than $500,000 each accident, $500,000 disease – policy limit, and $500,000 disease – each employee.

E. Insurance Rating – All insurance policies required by this contract shall be underwritten by insurance companies with a minimum A. M. Best rating of A:VII.

F. A certificate of insurance is required as evidence of coverage, with the Village of Schaumburg named as an additional insured. The certificate will include an “Additional Insured

Endorsement”. The same full insurance coverage provided to the named insured, whether it is the contractor or a sub-contractor, shall be provided to the Village without any limitations or endorsements that might limit or exclude coverage. If insurance is canceled for any reason whatsoever the Village will be given not less than thirty (30) days prior written notice.

Any and all deductibles or other forms of retention are the responsibility of the Contractor. All deductibles or other forms of retention are subject to the approval of the Village. Contractor will disclose to the Village in writing the amounts of any deductible or self-insured retentions on the insurance required under this contract.

Contractor waives any right of subrogation it may have or later acquire against the Village.

The Bidder shall not commence work under this contract until they have obtained all insurance required under this section and such insurance has been approved by the Village, nor shall Bidder allow any subcontractor to commence work on their subcontract until the same insurance has been obtained by the subcontractor. The Bidder and their subcontractor(s) shall maintain all insurance required under paragraphs A through D of this Section for not less than one (1) year after completion of this contract.

8. Terms and Conditions

8.1. Terms of Contract

The initial term of this contract shall be for one (1) year to begin on award, subject, however, to the right of the Village to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the contractor. The Village invokes the right to cancel the contract for poor performance, and/or for other issues that the Village deems unacceptable or below the standard specified in the contract. In the event of such cancellation, the Contractor shall be entitled to receive payment for services and work performed, and materials, supplies, and equipment furnished under the terms of the contract prior to the effective date of such cancellation, but will not be entitled to receive any damages on account of such or any further payment whatsoever. Upon normal expiration of the contract, the

Contractor shall continue, at the sole option of the Village, to provide services on a month by month basis, under the same terms and conditions, for a period not to exceed four (4) months.

This contract may be renewed for three (3), one (1) year optional extensions. The optional years will automatically renew providing the Village of Schaumburg has not notified the vendor by written notice, not less than ninety (90) days prior to the contract expiration date, of the Village’s intent to re-solicit new bids.

A one-time economic adjustment for labor, material, and equipment costs may be negotiated for each one year extension to the contract after the initial one year contract period. This economic adjustment may not exceed the published local Consumer Price Index (CPI) for the previous twelve month period.

The contracted vendor shall be responsible for notifying the Village (by written notice) of any requested increase not less than ninety (90) days prior to expiration of the contract year.

This contract places no obligation on the Village to appropriate funds for this service beyond the initial fiscal year term of the contract and is dependent upon sufficient funds being appropriated each fiscal year by the Village for this work.

8.2. Compliance with Laws

The Bidder shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and local governments, which may in any manner affect the preparation of bids or the performance of the contract.

8.3. Freedom of Information Act (FOIA)

The Village is required by Public Act 96-542 to comply with freedom of information requests (FOIA) within five (5) business days of a record request. All contractors used by the Village may be in possession of records covered by this act and therefore will be required to provide the Village with those records upon request and within the time frame of the Act.

8.4. Confidentiality

As a public agency, the Village is required to adhere to Freedom of Information Public Act 96-542. If a responding firm intends to request confidentiality on any portion of a bid, the submittal shall also include a redacted copy of the bid. Limited redactions will be considered. However, entire full redaction of bid submittals will not be considered for award. If a redacted copy is not provided, the original submittal may be released by the Village as received.

8.5. Bid Review

The Village reserves the right to reject any or all bids and/or to waive any irregularities or disregard any informality in the bids and bidding when, in its opinion, the best interest of the Village will be served by such action. Furthermore, the Village reserves the right to award each item to a different Bidder, or all items to a single Bidder unless otherwise noted on in this solicitation. The Village may determine as follows: 1) an equal or alternative is a satisfactory substitute; 2) an early delivery date is entitled to more consideration than price; 3) an early delivery date is to be disregarded because of the reputation of the

Bidder for not meeting delivery dates; 4) a Bidder is not a responsible Bidder; and 5) what exceptions or deviations from written specifications will be accepted.

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 Village upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Village, or had failed to perform faithfully any previous contract with the Village.

8.6. Form of Contract

The form of contract between the Village and the successful Bidder will be a purchase order referencing the bid specification, the bid submitted by the successful Bidder, and the resulting purchasing order.

8.7. Bid Results

Following the bid opening, bid tabulations will be posted on the Village’s e-Procurement Portal. Bid tabulations posted on-line represent “as read” submittals at time of the bid opening. They do not represent contract award. Final awards will be posted when approved.

8.8. Delivery

Where applicable, all materials shipped to the Village must be shipped F.O.B. delivered, designated location, Schaumburg, Illinois. If the delivery is made by truck, arrangements must be made in advance by the Bidder, with concurrence by the Village, for receipt of the materials. The materials must be delivered where directed. Truck deliveries will be accepted at the Public Works Facility between 7:00 a.m. and 3:30 p.m. and at all other Village locations 8:00 a.m. and 4:00 p.m., weekdays only.

NOTE: The Public Works Facility does have a raised loading dock. All other Village locations do not have access to a raised loading dock. Deliveries requiring removal from the delivery truck via a forklift provided by the Village must be arranged with the Village twenty-four (24) hours in advance of the expected delivery date.

8.9. Inspections

The Village shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Village. Any items rejected shall be removed from the premises of the

Village and/or replaced at the entire expense of the successful Bidder.

8.10. Prevailing Wage

Not less than the Prevailing Wages as found by the Illinois Department of Labor (IDOL) or determined by the court on review shall be paid to laborers, workmen, and mechanics performing work under this contract. Current standards are available on the Illinois Department of Labor website at www.state.il.us/agency/idol/ (820 ILCS 130/1 et. seq.) (Wages of employees on Public Works –

Prevailing Wage Act, Illinois Revised Statutes, Chapter 48, Section 39S-1 et seq.) Contractors are responsible for paying prevailing wage, when required, based on the most current IDOL standards, throughout the term of the contract.

In 2018, the Illinois General Assembly passed legislation to make changes to the certified payroll portion of the Prevailing Wage Act. When Governor Pritzker took office in 2019, SB 203 was signed into law (PA

100-1177). Prior to the law, certified payrolls were submitted to the local or state public body funding the project. Under the new law, the Illinois Department of Labor is charged with developing and maintaining an online portal where all prevailing wage construction contractors file their certified payrolls with the department, otherwise known as Certified Transcript of Payroll portal.

820 ILCS 265/15 requires the successful contractor, before work commences, to file with the Public Body certification that they have a substance-abuse program and provide drug testing.

8.11. Payment

Payment shall be made within 30 days of invoice receipt and approval, unless otherwise specified in the agreed upon contract. All invoices must include the PO number associated with the order and shall be submitted to the Village of Schaumburg, Accounts Payable Division, 101 Schaumburg Court, Schaumburg, IL 60193. If prevailing wage is a requirement of the contract, the invoice must include IDOL filing certificate and waivers. Failure to submit all documentation as specified may result in delay of invoice payment.

8.12. Period of Unemployment

Public Act 30 ILCS 570 Employment of Illinois Workers on Public Works Act must be adhered to in entirety by the awarded contractor. This act requires the use of Illinois workers on Public Works projects during periods of excess unemployment, which means any month immediately following 2 consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded 5% as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures. Due to the COVID-19 pandemic, this provision is currently applicable.

8.13. Toxic Substance

Prior to delivery of any material which is caustic, corrosive, flammable, or dangerous to handle, the supplier will provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid. (Materials Safety Data Sheet).

8.14. Guarantees and Warranties

All guarantees and warranties required shall be furnished by the Bidder and shall be delivered to the

Village before final payment on the contract is issued.

8.15. Termination of Contract

The Village reserves the right to terminate in whole or any part of this contract, upon written notice to the Bidder, in the event of default by the Bidder. Default is defined as failure of the Bidder to perform any of the provisions of this contract or failure to make sufficient progress so as to endanger performance of this contract in accordance with its terms. In the event of default and termination, the

Village may procure, upon such terms and in such a manner as the Village may deem appropriate, supplies, or services similar to those terminated. The Bidder shall be liable for any excess costs for such similar supplies or service unless evidence is submitted to the Village that, in the sole opinion of the

Village, clearly proves that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Bidder.

9. Supplemental Conditions

9.1. Change Orders

After the contract award, changes in or additions to the work and/or a change in the amount of money to be paid to the firm must be the result of an approved change order first ordered by the Director of the lead department and approved by the Village Manager and/or the Village Board.

50 ILCS 525/5 require the successful contractor verify any change order request you receive from a subcontractor will not exceed 49% of your original subcontract amount. Any needed change order that will increase the subcontract by 50% or more will require your opening up that portion of the work to competitive Proposal.

9.2. Failure to Execute

Failure to execute the contract shall, at the option of the Village, constitute a breach of the agreement made by acceptance of the proposal, and the Village shall be entitled to forfeiture of the certified check, bank draft, or proposal Bond accompanying the proposal that is required, not as a penalty, but as liquidated damages. In the event of failure of a Proposer to whom an award of contract has been made, to execute the contract and furnish a Performance Bond within ten (10) days after notification of award, such award may be nullified and an award may be made to the next lowest responsive and responsible

Proposer approved by the Village.

9.3. Bid Security

Each proposal shall be accompanied by a proposal security in the amount of 10% of the total amount proposal. proposal security shall be in the form of a certified check or cashier’s check, drawn on a responsible bank doing business in the United States and made payable to the Village of Schaumburg, or a proposal Bond by a surety company which is satisfactory to the Village and is qualified to do business in Illinois.

Electronic copies are acceptable for submission, with the original being submitted no later than Friday, August 7, 2026, 10:00 am to:

Village of Schaumburg

Purchasing Division

1000 Woodfield Rd

Schaumburg, IL 60173

Electronically produced proposal security, with digital signature and notary stamp, will be acceptable.

proposals not accompanied by a proposal security will be rejected. The proposal security of the unsuccessful Proposers (if in the form of a certified check or cashier’s check) will be returned after the contract is awarded, or earlier, if the Village does not deem it necessary to retain the proposal Security.

The proposal security of the accepted Proposer, (if in the form of a certified check or cashier’s check) will be returned either upon execution of a contract and submittal of a performance bond, if required by the specifications or, where no performance bond is required, when, in the…