Bulk Wood Grinding Services

The City of Urbana, Illinois Public Works - Operations Department is soliciting competitive bids through an Invitation to Bid (ITB) for bulk wood grinding services at the Landscape Recycling Center located at 1210 East University Avenue, Urbana, Illinois. The procurement seeks a qualified vendor to grind approximately 10,000 cubic yards of accumulated bulk wood into mulch product covering an area of 100 feet by 275 feet using a 6-inch demo screen or city-approved equivalent. The vendor must provide all necessary equipment, labor, and fuel to complete the grinding operation, with the City supplying site operators to relocate finished ground material during the process. Work must be completed within 45 days of the scheduled start date, with the grinding schedule coordinated between the vendor and city staff. Key deadlines include a non-mandatory pre-submittal meeting and site inspection on March 11, 2026 at 10:00 AM, a question submission deadline of March 19, 2026 at 5:00 PM, and electronic bid submission through the City's procurement portal by March 24, 2026 at 2:30 PM. Award will be made to the lowest responsible bidder demonstrating a fully responsive submittal based on bid tabulation and review of vendor qualifications and responsiveness to solicitation requirements. An optional alternate bid is available for complete removal of bulk wood, requiring vendors to specify the intended use of materials in their Statement of Qualifications.

There are no designated set-asides or restrictions limiting bidder eligibility to specific enterprise classifications. However, all contractors must comply with prevailing wage requirements under the Illinois Prevailing Wage Act, employment of Illinois workers on public works projects, veterans preference requirements, and substance abuse prevention program requirements. Successful respondents must provide a performance bond equal to 100 percent of the contract price within 15 calendar days of the Notice of Award and maintain comprehensive insurance coverage naming the City and its officers and employees as additional insured parties on a primary and non-contributory basis. Vendors must also certify compliance with various state and local regulations addressing bid rigging, employment discrimination, prohibited financial interests, and tax obligations. The pricing proposal requires vendors to submit a unit cost for grinding the entire onsite amount with ground material remaining on site, and optionally propose pricing for removal of bulk wood. No incumbent vendor information or budget range is specified in the solicitation; award value will be determined by the lowest responsive bid submitted.