Well_11_-_Maintenance,_Repair_and_Rehabilitation_(Addendum_#2_Revision).pdf

INVITATION FOR BID

2026-IFB-057

WELL 11 - MAINTENANCE, REPAIR AND REHABILITATION

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: September 4, 2026

DEADLINE FOR QUESTIONS: September 18, 2026

RESPONSE DEADLINE: October 9, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

INVITATION FOR BID

Well 11 - Maintenance, Repair and Rehabilitation

I. Legal Notice II. Introduction

III. Instruction to Bidders IV. Scope of Work V. Insurance Requirements

VI. Bid Sheet(s) VII. Terms and Conditions

VIII. Supplemental Conditions - Construction Bids IX. Vendor Questionnaire

Attachments:

A - 3033 - Well 11

B - 2024 Well 11 Test

C - Schaumburg 11 TV Survey

D - IMG_0197

E - IMG_0198

F - IMG_0199

Invitation for Bid #2026-IFB-057 Title: Well 11 - Maintenance, Repair and Rehabilitation

1. Legal Notice

1.1. 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-057, Well 11 -

Maintenance, Repair and Rehabilitation.

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, October 9, 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, September 18, 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

2. Introduction

2.1. 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-057, Well 11 -

Maintenance, Repair and Rehabilitation to be received no later than Friday, October 9, 2026, 10:00 am.

Bids submitted after the specified time will not be accepted.

2.2. Background

Schaumburg is the largest center of economic development in the State of Illinois, outside the City of

Chicago. In addition to the 9.5 million square feet of retail and restaurant space, the village has over 12 million square feet of office space and 13.5 million square feet of industrial space.

With a daytime population of 150,000, thousands of businesses, 30 hotels, over 200 restaurants, highly educated workforce, superb location and high quality of life, Schaumburg is 'The Place for Business’.

2.3. Contact Information

Project Contact:

Josh Orin

Superintendent

714 S. Plum Grove Rd.

Schaumburg, IL 60193

Email: jorin@schaumburg.com

Phone: (847) 923-6632

Procurement Contact:

Jillian Ostman

Purchasing Supervisor

101 Schaumburg Court

Schaumburg, IL 60193

Email: jostman@schaumburg.com

Phone: (847) 923-4529

Department:

Engineering and Public Works

Department Head:

Mike Hall

Department Director

2.4. Timeline

Release Project Date September 4, 2026 https://procurement.opengov.com/portal/villageofschaumburg mailto:jorin@schaumburg.com tel:(847)923-6632 mailto:jostman@schaumburg.com tel:(847)923-4529

Question Submission Deadline September 18, 2026, 10:00am

Bid Submission Deadline October 9, 2026, 10:00am

3. Instruction to Bidders

3.1. 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 Well 11 - Maintenance, Repair and

Rehabilitation.

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.

3.2. 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.

3.3. 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, September

18, 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.

3.4. 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.

3.5. 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.

3.6. 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 https://procurement.opengov.com/signup judgment on these matters shall be final, conclusive, and binding. The Village may make such 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.

3.7. 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.

4. Scope of Work

4.1. Scope of Work

The Bidder shall supply all required supervision, skilled labor, transportation, new materials, apparatus, and tools necessary for the entire and proper completion of the work. The Bidder shall supply, maintain, and remove all equipment for the performance of the work and be responsible for the safe, proper, and lawful construction, maintenance, and use of the same. This work shall be completed to the satisfaction of the Village. The Bidder shall provide adequate protection of the job site to protect the general public from any injury as a result of the job. The Bidder shall provide all safeguards and suitable barricades to protect 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.

4.2. 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.

4.3. General

Well No. 11 is approximately 265 feet deep. The existing pumping assembly consists of a 75 HP, 10-inch, 460-volt Byron Jackson submersible motor coupled to a 5-stage Byron Jackson 11MQL bronze bowl assembly. The assembly was previously installed on approximately 198 feet of 8-inch threaded-and-coupled (T&C) column pipe.

The existing motor, bowl assembly, column pipe, electrical cable, and associated down-hole equipment have already been removed from the well. The existing motor and bowl assembly are currently being stored by the Village and are available for contractor inspection.

The existing column pipe and submersible electrical cable shall not be reused.

This project intends to rehabilitate the existing submersible motor; inspect, evaluate, and, if appropriate, rehabilitate and reuse the existing bowl assembly; replace the column pipe and electrical cabling; provide new water-level monitoring equipment; replace the existing MCC; reinstall the pumping assembly; and return Well No. 11 to reliable and fully operational condition.

4.4. Qualifications

The Contractor shall meet the following minimum qualifications. The Village of Schaumburg reserves the right to request documentation necessary to verify compliance with any of the requirements listed below.

• Flowserve / Byron Jackson Authorization and Service Capability: The Contractor shall provide a current letter, issued on Flowserve letterhead, confirming that the Contractor is authorized to sell, distribute, service, and/or repair Flowserve equipment applicable to this project, including

Byron Jackson equipment. The letter shall specifically confirm the Contractor's authorization and capability to perform the rehabilitation of the Byron Jackson motor included in the scope of work.

• Mercury Seal Removal and Disposal: The Contractor shall demonstrate the capability to safely remove, handle, transport, and properly dispose of mercury-containing seals associated with the

Byron Jackson motor. All removal, handling, transportation, and disposal activities shall be performed in accordance with applicable federal, State of Illinois, and local environmental and hazardous-material requirements. The Contractor shall provide appropriate documentation of disposal upon completion of the work.

• Project Management Experience: The Contractor's proposed project management team shall have a minimum of 40 years of combined relevant experience in projects of similar scope and complexity. Experience used to satisfy this requirement must be attributable to current, full-time employees of the Contractor. Experience of outside consultants, subcontractors, or temporary personnel shall not be included in meeting this requirement.

• Heavy-Lift Equipment Capability: The Contractor shall demonstrate access to and the capability to provide lifting equipment capable of safely handling loads of at least 100,000 pounds. The

Contractor shall provide applicable equipment specifications and layback/load charts demonstrating the proposed equipment's lifting capacity and operating limitations.

• Comparable Project Experience: The Contractor shall provide a minimum of three (3) successfully completed projects of similar size, scope, complexity, and well/pump depth to the work described in this solicitation. For each project, the Contractor shall provide the owner's name, project description, completion date, approximate well/pump depth, and contact information for a reference.

• On-Premises Machine Shop: The Contractor shall maintain an on-premises machine shop with the equipment, tooling, facilities, and qualified personnel necessary to perform repairs associated with the project, including pump bowl inspection and repairs.

• Mobilization and Availability: The Contractor shall have the personnel, equipment, facilities, and other resources necessary to commence work within fifteen (15) calendar days following issuance of the Notice to Proceed by the Village of Schaumburg, unless otherwise authorized in writing by the Village.

• Illinois Licensed Pump Installation Contractor: The Contractor shall employ, on a full-time basis, at least one individual holding the applicable current and valid State of Illinois license required to perform the pump installation work included in this project. The Contractor shall provide evidence of the applicable license with its proposal. Consultants, subcontractors, or temporary personnel shall not be used to satisfy this minimum qualification.

4.5. Existing Equipment Inspection

Inspect the removed motor and bowl assembly currently in Village storage. Document the equipment's condition before rehabilitation and identify any deficiencies or damage requiring corrective work.

The contractor shall verify equipment dimensions, model information, connections, pump configuration, electrical characteristics, and other information necessary to complete the work.

4.6. Existing Submersible Motor Rehabilitation

Rehabilitate the existing 75 HP, 10-inch, 460V Byron Jackson submersible motor for continued service.

The rehabilitation shall include complete inspection, disassembly, cleaning, electrical and mechanical testing, replacement of worn or deteriorated components as necessary, reassembly, and final testing.

Following inspection and prior to performing work outside the specified rehabilitation, the contractor shall provide the Village with a written condition report identifying deficiencies, recommended repairs, and any additional costs requiring Village authorization.

Upon completion, provide documentation of all work performed and final motor test results.

4.7. Existing Bowl Assembly Inspection and Rehabilitation

Completely inspect the existing 5-stage Byron Jackson 11MQL bronze bowl assembly to determine its suitability for continued service.

The inspection shall include disassembly as necessary to evaluate the condition of bowls, impellers, shafts, bearings/bushings, wear surfaces, suction components, and other internal components.

The contractor shall provide the Village with a written inspection report identifying:

o Condition of major components;

o Measured clearances where applicable;

o Components recommended for repair or replacement;

o Estimated remaining serviceability;

o Recommended rehabilitation work; and o Whether the contractor recommends reuse of the existing bowl assembly.

No significant bowl assembly repair or replacement beyond the base inspection shall proceed without prior Village authorization.

If determined to be suitable for continued service, rehabilitate as authorized, reassemble, and prepare the bowl assembly for reinstallation.

4.8. New Column Pipe

Furnish and install approximately 198 feet of new 8-inch threaded-and-coupled column pipe suitable for potable-water well service.

Provide all new couplings, fittings, hardware, supports, and miscellaneous components necessary for a complete installation.

None of the previously removed column pipe shall be reused.

The contractor shall verify the final pump setting and required column length with the Village prior to installation.

4.9. New Submersible Motor Cable

The Contractor shall furnish and install a new submersible power cable from the wellhead to the rehabilitated motor.

The cable shall be properly sized for the existing 75 HP, 460V motor, installed length, motor starting method, and applicable electrical requirements.

The Contractor shall provide all cable supports, terminations, splices, seals, and associated materials required for a complete installation.

Existing down-hole electrical cable shall not be reused.

4.10. Airline Replacement

The Contractor shall furnish and install a new airline with the pumping assembly for manual determination and verification of the water level within Well No. 11.

The historical installation utilized an approximately 198-foot airline. The Contractor shall verify the appropriate final airline length based upon the final pump setting.

The airline shall:

• Be constructed of 1/4" or 3/8" copper tubing for continuous potable-water well service;

• Be securely attached and supported along the column assembly;

• Be installed so that it does not interfere with the pump, motor cable, water-level transducer, or other well components;

• Terminate at an accessible location at the wellhead; and

• Include the fittings and connections necessary to permit manual water-level measurements.

The Contractor shall accurately measure and document the final installed airline length. The airline length and established wellhead reference point shall be included in the project closeout documentation and permanently identified at the wellhead where practical.

4.11. Electronic Water-Level Monitoring System

The Contractor shall furnish and install a permanent electronic water-level monitoring system capable of continuously measuring the water level within Well No. 11 during both static and pumping conditions.

The system shall include a submersible pressure transducer or other Village-approved water-level sensing device, associated signal cable, mounting hardware, conduit, surge protection, signal conditioning, and all components necessary for a complete and operational installation.

The system shall:

• Continuously measure water level within the well;

• Provide water-level readings expressed in feet below an established wellhead reference point;

• Measure both static and pumping water levels;

• Provide an output signal compatible with the Village's existing SCADA system;

• Provide water-level information to the new MCC/operator interface, where applicable;

• Permit SCADA monitoring, trending, and historical recording of well water levels;

• Allow the Village to monitor changes in static water level, pumping water level, and drawdown over time; and

• Be installed in a manner that permits future removal, calibration, maintenance, and replacement without requiring removal of the well pump.

The Contractor shall coordinate the required measurement range, sensor installation depth, signal type, and SCADA requirements with the Village before ordering equipment.

Following installation, the electronic water-level measurement shall be checked and calibrated against an independent manual water-level measurement. The established measuring point and initial readings shall be documented.

4.12. Wellhead-to-MCC Replacement

The Contractor shall remove and replace the existing electrical conductors between the wellhead and the MCC.

New conductors shall be appropriately sized for the rehabilitated 75 HP, 460V motor and installed in accordance with applicable electrical requirements.

The Contractor shall inspect and verify the condition and routing of existing conduit prior to installation of new conductors.

Any existing conduit determined to be unsuitable for reuse shall be reported to the Village. Replacement or modification beyond the base scope shall not proceed without Village authorization.

4.13. Controls, Instrumentation, and SCADA Integration

The Contractor shall remove the existing MCC and furnish and install a new MCC suitable for the operation, control, and protection of the rehabilitated 75 HP, 460V submersible motor.

Prior to ordering equipment, the Contractor shall field-verify the existing electrical service, voltage, available fault current, motor starting method, control requirements, existing instrumentation, SCADA connections, and other field conditions affecting the MCC design.

The new MCC shall include, at minimum, all required:

• Disconnecting means;

• Motor starter/control equipment;

• Short-circuit and overcurrent protection;

• Motor overload protection;

• Phase-loss and phase-unbalance protection;

• Control power;

• Hand-Off-Automatic (HOA) controls;

• Pump run/status indication;

• Alarm indication; and

• Required connections to existing Village control and SCADA systems.

The new MCC shall be compatible with the Village's existing electrical distribution and control systems.

Continuous power must be maintained to the existing PLC and Cl2 analyzer.

4.14. Controls, Instrumentation, and SCADA Integration

The Contractor shall reconnect and integrate the new MCC and associated equipment with the Village's existing controls, instrumentation, alarms, and SCADA system.

At a minimum, the Contractor shall coordinate the following available operating information with the

Village's SCADA system, as applicable to existing or new instrumentation:

• Pump run/status;

• Pump failure/alarm;

• Motor electrical status and applicable alarms;

• Well water level;

The new electronic water-level signal shall be configured for display, monitoring, and historical trending through SCADA.

4.15. Pump Reassembly and Installation

Following completion and Village approval of the motor and bowl rehabilitation work, the Contractor shall assemble and reinstall the pumping equipment using the new column pipe, new submersible electrical cable, new airline, and new electronic water-level monitoring equipment.

The Contractor shall verify the final pump setting prior to installation and shall properly support, secure, and terminate all equipment at the wellhead.

The installation shall be performed in a manner that protects the well from contamination and damage.

4.16. Startup and Performance Testing

Following installation, the Contractor shall perform complete startup and operational testing of Well No.

11.

Testing shall include, at minimum:

• Static water level prior to pump startup;

• Pumping water level;

• Calculated drawdown;

• Pumping rate in GPM;

• Discharge pressure;

• Motor voltage by phase;

• Motor amperage by phase;

• Voltage and amperage imbalance;

• Verification of water-level transducer operation;

• Comparison of electronic water-level readings with manual measurements;

• Verification of MCC controls and protective devices; and

• Verification of applicable SCADA indications, alarms, and trends.

The October 7, 2024 well test documented pumping rates of approximately 881 to 1,038 GPM, with a reported static water level of approximately 33 feet and pumping levels of approximately 48 to 53 feet.

These values shall be considered historical operating information and not guaranteed post-rehabilitation performance criteria.

The Contractor shall provide the Village with a written report documenting all final testing and operating conditions.

4.17. Project Closeout Documentation

Upon completion of the project, the Contractor shall provide the Village with complete closeout documentation, including:

• Motor rehabilitation report;

• Motor electrical and mechanical test results;

• Bowl assembly inspection report;

• List of repaired and replaced components;

• Final pump setting;

• Final installed column pipe length;

• Final airline length and reference point;

• Water-level transducer manufacturer, model, range, installation depth, and calibration information;

• Initial static and pumping water-level readings;

• Final pump performance test results;

• MCC drawings and equipment documentation;

• Protective-device settings;

• Electrical test results;

• SCADA/control documentation;

• Equipment warranties;

• Operation and maintenance information; and

• Record/as-built drawings reflecting modifications made as part of the project, paper and digital

5. Insurance Requirements

5.1. 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.

6. 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).

BASE BID - REQUIRED PRODUCTS

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Rehab-75HP Byron Jackson 10"

Submersible

1 LS

2 Disassemble and inspect existing 5-stage Byron Jackson 11MQL bronze bowl assembly; provide written condition report, measurements, and repair recommendations

1 LS

3 Bowl assembly rehabilitation allowance – work only as authorized by the Village.

1 Allowance

4 8” T&C Pipe, Epoxy Coated, 2 coats

ID/OD with API Couplings

198 LF

5 Furnish and install new submersible motor power cable, complete with supports, connections, and terminations

1 LS

6 Furnish and install new water-level measuring airline, complete

1 LS

7 Furnish and install permanent electronic water-level transducer and associated equipment

1 LS

8 Remove and replace electrical conductors from wellhead to MCC

1 LS

9 Controls, instrumentation, and SCADA integration, including new water-level signal

1 LS

Line Item Description Quantity Unit of

Measure Unit Cost Total

10 Reassemble and reinstall pump/motor assembly, including new column, cable, airline, and water-level equipment

1 LS

11 Startup, performance testing, water-level testing, electrical testing, and

SCADA verification

1 LS

12 Closeout documentation, O&M manuals, test reports, warranties, and as-built documentation

1 LS

13 8" Surge Valve 1 LS

14 Disinfection of Well 1 LS

15 Well motor soft starter. 1 LS

TOTAL

BID ALTERNATES

Line Item Description Quantity Unit of

Measure Unit Cost Total

16 Submersible Motor Replacement 1 LS

17 Complete Replacement of Bowl

Assembly.

1 LS

18 Remove existing MCC and furnish/install complete new MCC for

Well No. 11

1 LS

19 Replacement of peristaltic Pump 1 LS

TOTAL

7. Terms and Conditions

7.1. 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.

7.2. 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.

7.3. 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.

7.4. 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.

7.5. 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.

7.6. 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.

7.7. 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.

7.8. 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.

7.9. 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.

7.10. 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.

7.11. 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.

7.12. 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).

7.13. 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.

7.14. 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.

8. Supplemental Conditions - Construction Bids

8.1. Examination of Premises, Measurements, and Elevations

The Bidder shall verify all measurements relative to the work, shall be responsible for the correctness of same. The Bidder will examine the site and the premises and satisfy themselves as to the existing conditions under which the Bidder will be obligated to operate. Failure of the Bidder to notify the

Village, in writing, of any condition(s) or measurement(s) making it impossible to carry out the work as shown and specified, will be construed as meaning no such conditions exist and no additional moneys will be added to the contract. The successful Bidder must notify all utility companies that are a part of

J.U.L.I.E. of the responsibility of each utility company to locate its utilities. The Village will not accept any liability or pay any additional costs in the event any unknown utilities are uncovered which may result in the redesign, delay, or need for additional equipment on the job site.

No claim whatsoever will be allowed to any contract for changes, extra work, or material, not included in the Bidder’s original bid, or for a greater amount of money than the contract states is to be paid, for any reason, including, but not limited to subsurface or latent physical conditions, or unknown physical conditions at the site. The Bidder is responsible for making a full examination of the site of the proposed work, and bid documents, specifications, general conditions, plans, special provisions, and contract forms before submitting their bid. The Bidder is responsible for fully informing themselves as to the quality and quantity of materials required, and the character of the work to be performed.

8.2. 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 Bidder 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 bidding.

8.3. 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 bid, and the Village shall be entitled to forfeiture of the certified check, bank draft, or Bid Bond accompanying the bid that is required, not as a penalty, but as liquidated damages. In the event of failure of a Bidder 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 Bidder approved by the Village.

8.4. Bid Security

Each bid shall be accompanied by a bid security in the amount of 10% of the total amount bid. Bid 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 Bid 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, October 9, 2026, 10:00 am to:

Village of Schaumburg

Purchasing Division

1000 Woodfield Rd

Schaumburg, IL 60173

Electronically produced bid security, with digital signature and notary stamp, will be acceptable. Bids not accompanied by a bid security will be rejected. The bid security of the unsuccessful Bidders (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 Bid Security. The bid security of the accepted

Bidder, (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 Village’s estimation, the contract has been satisfactorily completed. When the bid security is submitted in the form of a bid bond, the bond will become null and void following the award of contract and the Village’s receipt of the Performance Bond, if required by the specifications. Should the Bidder fail to fulfill the contract as set forth, the bid security shall become payable to the Village as liquidated damages.

8.5. Performance Security

The successful Bidder shall furnish as performance security a Performance Bond acceptable to the

Village prior to the start of any work. The bond shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the Village, may be submitted as performance security, instead of a Performance Bond.

8.6. Waiver of Lien

Where applicable, a Waiver of Lien and Contractor’s Affidavit must be submitted by the Bidder, verifying that all subcontractors and material invoices have been paid prior to the Village approving final payment.

9. Vendor Questionnaire

9.1. 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

9.2. 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

9.3. 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, October 9, 2026 addressed to:

Village of Schaumburg

Purchasing Division

Jillian Ostman

1000 Woodfield Rd

Schaumburg, IL 60173

Please have the Bidder Name, Contract Title ("Well 11 - Maintenance, Repair and Rehabilitation"), and

Contract Number ("2026-IFB-057") listed clearly on the outside of the envelope.

*Response required

9.4. Performance Security*

The successful Bidder shall furnish as performance security a Performance Bond acceptable to the

Village prior to the start of any work. Each of the bonds shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. For contract awards that are less than $100,000.00, a Letter of

Credit, in a form suitable to the Village, may be submitted as performance security, instead of a

Performance Bond.

☐ Please confirm

*Response required

9.5. 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

9.6. Subcontractor Utilization*

If it is the Contractor’s intention to utilize a subcontractor(s) to fulfill the requirements of this contract, the Village must be advised of the subcontractor’s company name, address, telephone and fax numbers, and a contact person’s name at the time of bid submittal.

☐ Please confirm

*Response required

9.7. Subcontractor*

Will you be utilizing a subcontractor?

☐ Yes

☐ No

9.8. Subcontractor Information*

Please provide the following information…