Vendor Questions and IDOT Answers Bid 54251 (2)~1.docx

B-54251- Naperville 4 Stall Portable Restrooms-Vendor Questions/IDOT Responses.

1. The bid requires vendors to be licensed under 77 Ill Adm. Code 905.135 before the opening date. If a prime vendor and a licensed Portable Sanitation Business performs the rental and service as a subcontractor approved under section 3 of the Standard Terms, is the subcontractor’s license acceptable, and where should the copy be included with the bid.

Answer- If the primary vendor is working with a subcontractor to fulfill this contract; please include with their bid in BidBuy either the prime or subcontractor’s license, whichever is applicable

2. The Bid Solicitation describes a rental with a fixed term of 7 months (quantity 7, unit MON). The specification refers to “line Item#1”, “each unit”, quantities are estimated only and all orders on as needed basis”. Is the award one trailer for the whole term, with the price entered as a monthly rate?

Answer-Yes, we are expecting the rental to be no more than 7 months (or upon PO execution), but it could be less, which is why we stated quantities are estimated.

3. The Bid Solicitation requires a temperature-controlled trailer, but the specifications does not mention climate control. Please confirm the requirement and the temperature range expected.

Answer- Temperature range from 65 to 75 degrees Fahrenheit

4. who supplies electrical power and water at 28 W 731 Ogden Avenue, Naperville? Please confirm the available service (voltage and amperage) the distance from the placement area to the nearest connection, and whether the vendor must supply a generator or water tank, Answer-Vendor will not need to provide a generator IDOT will provide power for the trailer (110 Volt available with 15 amps) and IDOT will also supply the water connection. Vendor will need to supply the water tank if one is needed for the trailer.

5. Is there a maximum trailer length or footprint for the placement location, and is the ground paved and level?

Answer- The ground is paved and fairly level. The space we have available can accommodate a 19-foot trailer.

6. If the contract is executed after 11/1/26, will the 7-month term be pro-rated?

Answer- the pricing is setup for a monthly pricing based on how many months we have the trailer in use not to exceed 5/31/27.

7. Does Prevailing Wage apply to the cleaning and sanitizing service visits under this contract?

Answer- Yes,

8. Is there an incumbent vendor for this service?

Answer- No Incumbent Vendor

9. Is the vendor responsible for winterization and freeze protection during the term, and will the Department provide reasonable access for service visits?

Answer-Vendor will be responsible for winterization and freeze protection. IDOT will provide for service visits during normal business hours 6:30 AM-3:00 PM Monday through Friday

10. If a subcontractor carries the required limits and names the State of Illinois as additional insured, will it’s certificate of insurance be accepted?

Answer-A certificate of insurance is acceptable as it shows that the State of Il is an additional insured.

11. Will the bid tabulation be posted on BidBuy after award?

Answer- The Bid Tab will be posted once the bid is awarded, since this is a small purchase a Notice of Award however will not be published.

12. Will the trailer be placed outdoors in an open area, or in an enclosed or covered location (for example a garage, shed or loading dock)? Since the term runs through the winter (11/1/26 to 5/31/27), this affects the heating and freeze protection a vendor must price.

Answer- The trailer will be placed outdoors between two buildings

13. Utilities: Will IDOT provide access to electrical power and water connections for the trailer?

Answer- yes, IDOT will provide access to electrical power and water connection

14. Relocation- The specifications mention relocation charges. Is a relocation anticipated during the rental period, or should we just provide a separate rate for this service?

Answer- No trailer relocation is anticipated

15. Should my quote be submitted through BidBuy, or is there another preferred method?

Answer- Vendors are to submit their quotes in BidBuy along with their proposed trailer specifications

16. Can you please confirm what kind of license is required to be considered as responsive for this opportunity?

Answer-Please see the specifications in the item tab. Vendors shall provide proof of licensing with their bid proposals.

17. Does the trailer need to have an ADA stairs and ADA compliant stall?

Answer- Yes, it will need ADA stairs. No, it will not need an ADA compliant stall.

18. The site map outlines an area between two buildings. Is this the intended placement location for the trailer? If so, what are its dimensions (width and length)?

Answer- yes, sit can accommodate a 19’ trailer 19, What is the clear width and height of the route from Ogden Avenue to that location, including any gates, tight turns or overhead lines, so that a vendor can confirm a trailer will fit and be towed in?

Answer- Clear height of the route is 13 ft 6 inches and clear width of 10 ft. Best approach to come onto the property is from the South on Ogden Ave. There are no turn lanes from the North and the turn is rather tight.

20. What is the ground surface at the placement location (gravel, soil, grass or paved)? Will the department prepare it, or is the vendor expected to level and stabilize the area?

Answer- Ground surface is paved asphalt. Vendor is expected to do any necessary leveling and stabilization for the trailer itself.

21 What are the site access hours and requirements for delivery and for the twice-weekly service visits (gate, check-in or safety requirements)?

Answer- Site access hours are 6:30 AM – 3:00 PM. Check ins will need to be completed inside the first building when you pull on site on the left hand side. You will need to fill out the sign in sheet checking in and will need to check out in the same office before leaving.

22. The placement location appears to be next to the railroad right of -way. Are there any restrictions on staging, towing or working at that location?

Answer- No known restrictions

23. After the award, what delivery date does the Department expect, and who will meet the vendor at the site?

Answer- We want delivery to be as soon as possible after the award. There is a Operations Supervisor on site, Mike Eurkaitis who you can meet at the site.

24. Is an ADA accessible trailer (accessible stall, ramp or stairs) required, or is a standard 4-stall trailer acceptable? If ADA access is required, is a ramp mandatory, or are ADA compliant stairs and a lift acceptable?

Answer- ADA compliant stairs for trailer are needed. Ramp and lift are not needed for the trailer. Standard 4-stall trailer is acceptable.

25. Should the bid price for the 7-month rental be a single all-inclusive monthly price (rental, service, delivery, set-up, pick-up, winterization and supplies), or should delivery and pick-up be priced as separate one-time lines?

Answer- Pricing in BidBuy is setup for all-inclusive monthly pricing with delivery, pickup or any other costs included in the monthly pricing 26.Does the stall layout have to be a particular mix (for example separate men’s and women’s sides, or four unisex stalls)? Is a particular trailer size, age or model required?

Answer- Separate stalls for men and women. 2 stalls for men and 2 stalls for women. No particular trailer size age or model is required.

27. May the Department end the rental early, and if so, how much notice is required? Will the monthly price be pro-rated for a part month at the start or the end of the term?

Answer- No. The department will not end the rental early. End date will be 5/31/27.

28. Is there an option to extend the rental beyond 5/31/27 at the same monthly price if the Department needs the trailer longer?

Answer- No, the term of the contract is expected to run until 5/31/27.

29.How will the vendor be paid? Please confirm that invoices are submitted monthly, to whom, and the expected payment terms?

Answer- Invoices are to be submitted monthly per the specifications. Standard State of Illinois payment terms.

30. How many people are expected to use the trailer each day, and for how many hours a day? This affects the servicing and supplies a vendor must price.

Answer- There will be a minimum of 40 employees. This facility is a 24/7 facility during snow & ice season.

31. May a general contractor submit a bid using a licensed Illinois Portable sanitation Business as its subcontractor for all rental, delivery, cleaning, servicing, and waste removal activities, or must the prime contractor independently hold the license?

Answer- Yes, but subcontractors can hold the license but the prime needs to identify the subcontractor and submit licenses with their proposals.

32. Will IDOT provide electrical power and water connections at the designated location, or must the vendor supply these independently?

Answer- IDOT will provide electrical power and water connections.

33. Are there any specific trailer size, height, or access restrictions at the designated installation area?

Answer- No.

34. Does IDOT require a fully ADA accessible restroom stall. Or specifically ADA compliant stairs as described in the solicitation?

Answer- ADA compliant stairs are required. But a ADA accessible restroom stall is not.

35. Could you confirm the exact date, and time bids are due for this solicitation?

Answer-Bid is scheduled to be opened on 11/5/26 at 10AM.