Project Information

Bid Title

Water Sampling Testing Services

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Feb 27, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Water Sampling Testing Services
Category:	Northbrook Engineering & Public Works Bids
Status:	Open
Bid Recipient:	Jean Paul Soens, Management Analyst

Description: The Village of Northbrook is requesting quotations for water sampling testing services as further described in the RFQ document. Publication Date/Time: 2/27/2026 3:30 PM Closing Date/Time: 3/6/2026 10:00 AM Contact Person: Aaron Foley, Assistant Water Production Supervisor at aaron.foley@northbrook.il.us or (847) 664-4135. Scott Hodge, Water Distribution Supervisor at Scott.Hodge@northbrook.il.us or (847) 664-4116 Related Documents: Water Sample Testing Services_RFQ_02.27.26

Attachment Preview

PUBLIC WORKS DEPARTMENT

February 27, 2026

REQUEST FOR QUOTATION (“REQUEST”)- DUE DATE March 6, 2026

The Village of Northbrook (“Village”) is accepting bids for "Water Sample Testing

Services" in accordance with the EPA’s Safe Drinking Water Act.

Responses Due: 10:00 A.M. on March 6, 2026 (bid opening to occur immediately afterward)

Duration: April 15, 2026, through April 30, 2027.

Scope: The preferred vendor (“Vendor”) shall provide the testing services identified below

and complete the Schedule of Service and Prices in Attachment A:

All costs are based upon the IEPA monitoring periods of July 1, 2023 - December 31, 2023,

and January 1, 2024 - December 31, 2026.

 All proposers are expected to fully understand all U.S. and IEPA rules applicable to

the Village’s compliance, such as but not limited to: reporting, TCR/RTCR, DBPR, LCR,

UCMR.

 Quality Control and Quality Assurance: The qualified firm must demonstrate Quality

Control (QC) and Quality Assurance (QA) of all laboratory analyses. The lab shall

remain solely responsible for the quality of its Laboratory Testing Services and shall

render such services in accordance with generally accepted analytical and

environmental laboratory practice, EPA guidance documents, and professionally

recognized standards.

 Sample Transport: The qualified firm must be able to provide sample transport

service and chain of custody documentation for all samples, including travel blanks

and spike samples. The firm must be able to transport and preserve samples

according to EPA methods specified in 40 CFR 136 during the workweek and

emergencies. Samples must be cooled per EPA requirements.

 The Vendor shall provide all pre-cleaned sample containers complete with

preservatives, ice, chain of custody forms, and coolers for pickup. A sufficient number

of sample containers shall be delivered by the laboratory to the Village as requested.

 Per the Revised Total Coliform Rule (RTCR), the Village is required to collect for

coliform analysis a minimum of twenty (40) samples per month for a total of two

hundred and forty (480) samples per year. Please provide quote per sample as

additional coliform sampling may occur.

VILLAGE OF NORTHBROOK, PUBLIC WORKS DEPARTMENT 655 HUEHL ROAD, NORTHBROOK, IL 60062 | 847-272-4711 | NORTHBROOK.IL.US

 The Village is on reduced monitoring for Stage 2 Disinfection By-Products Rule

(DBPR) sampling. The Village is required to collect samples from one (1) site on a

quarterly basis. Please provide quote for DBPR samples.

 The Village will need to participate in Lead and Copper Rule Compliance Monitoring

for 2026 and 2027. The Village is required to collect a minimum of Sixty (60) samples

every six (6) months.

 The laboratory shall analyze all samples collected by the Village using appropriate

compliance standards and certify that the tests were performed in conformance

with testing protocols, analytical methods, and other required technical standards or

methodologies.

 The qualified firm must have the capability to submit results to the Village in an

electronic format acceptable to the Village. Results must be submitted promptly (i.e.,

within ten business days) following sample collection for daily and monthly analyses.

 Lab to automatically email shipping notices, sample acknowledgment, excursion

alerts, invoices, and final results. All compliance sample data must be electronically

uploaded to ensure the IEPA receives results the same day they are reported to the

Village.

 The Vendor is required to provide copies of all reports of lab tests and results in

electronic format.

 Responders are responsible for reviewing the Schedule of Services and Prices to

ensure that all IEPA-required testing and notification is included in the Proposal.

Responders should explicitly note and include any such sampling that is not listed in

the Schedule.

 Refer to the attached list of chemicals. Responders should review and indicate any

additions or deletions required to meet IEPA requirements. Additional unanticipated

monitoring would be billed at the unit cost rates listed above if required.

 The Vendor shall be responsible for all lost samples beginning at the time the Village

relinquishes them at pickup. If the Vendor loses a sample, the Vendor must replace

it at their own expense, including all costs associated with obtaining and analyzing

replacement samples.

All quotes shall include the pickup or shipping of bottles and coolers at NO

additional charge.

Note to Bidders: All quantities are tentative. The Village reserves the right to increase or

decrease quantities of Unit Price Items, that payment for each Unit Price Item shall be

made only on the actual number of acceptable units of such Unit Price Item in full

compliance with this Request, and that all claims or right to dispute or complain of any

such estimated quantity, or to assert that there was any misunderstanding in regard to the

nature or amount of any Unit Price Item to be provided or performed, is hereby waived and

released by bidder.

Questions: Aaron Foley, Assistant Water Production Supervisor at (847) 664-4135.

VILLAGE OF NORTHBROOK, PUBLIC WORKS DEPARTMENT 655 HUEHL ROAD, NORTHBROOK, IL 60062 | 847-272-4711 | NORTHBROOK.IL.US

Please remit quotation no later than 10:00 A.M. local time, March 6, 2026, to 655 Huehl

Road, Northbrook, Illinois 60062, Attention: Jean Paul Soens, Management Analyst, (847)

664-4128. Clearly mark remitting quotation "SEALED QUOTE – Water Sample Testing

Services " and be sure quotation is signed by authorized representative. NO FAXED OR

EMAILED BIDS WILL BE ACCEPTED. Bids shall be publicly read March 6, 2026, at 10:00

A.M. at 655 Huehl Road, Northbrook, IL.

Bids submitted are offers only and the decision to accept or reject is a function of quality,

reliability, capability, reputation, and expertise of the Vendor. The final award of a contract

is in the sole discretion of the Village Board of Trustees. Issuance of this Request does not

obligate the Village to pay any costs incurred by a Vendor in its submission of a bid or

making any necessary studies or designs for the preparation of that bid, or for procuring or

contracting for the services to be furnished under this Request.

The Village reserves the right to accept the bid that is, in its judgment, the best and most

favorable to the interests of the Village and to the public; to reject the low price bid; to

accept any item of any bid; to reject any and all bids; and to waive irregularities and

informalities in any bid submitted or in the request for quotation process; provided,

however, the waiver of any prior defect or informality shall not be considered a waiver of

any future or similar defect or informality. Vendors should not rely upon, or anticipate, such

waivers in submitting their bid.

Upon acceptance of the successful Vendor’s bid by the Village, the successful Vendor’s bid,

together with Village’s notification of acceptance, shall become the contract for the

Materials. Final acceptance and approval of the contract will be at the discretion of the

Village Board of Trustees.

______________________________________________________________________________

VENDOR NAME

DATE

ADDRESS

CONTACT PERSON

SIGNATURE

PHONE

FAX

E-MAIL

VILLAGE OF NORTHBROOK, PUBLIC WORKS DEPARTMENT 655 HUEHL ROAD, NORTHBROOK, IL 60062 | 847-272-4711 | NORTHBROOK.IL.US

Terms and Conditions

CONFLICT OF INTEREST

It shall be a breach of ethical standards for any Village employee to participate directly

or indirectly in procurement when the employee knows that:

 The Village employee or any employee’s family member* has financial interest

pertaining to the procurement

 A business or organization in which the Village employee, or any employee’s family

member, has a financial interest pertaining to the procurement

 Any other person, business, or organization with which the Village employee or any

employee’s family member is negotiating or has an arrangement concerning

prospective employment is involved in the procurement

 Village Employees who violate this standard will be subject to disciple in accordance

with applicable State, County and Village codes.

 Upon discovery of an actual or potential conflict of interest, a Village employee shall

promptly disqualify themselves and withdraw from further participation in the

transaction involved.

*Family member means a spouse, children and grandchildren, and their spouses, parents

and the parents of a spouse, brothers and sisters and their spouse Village of Northbrook.

INSURANCE

Vendors delivering materials to a facility of the Village of Northbrook or its worksites

shall meet the following requirements:

A. Insurance. If this Request is accepted, Vendor proposes and agrees that Vendor

shall provide certificates of insurance evidencing the minimum insurance

coverages and limits set forth below within 10 days following the Village's

acceptance of this Request. Such policies shall be in a form, and from companies,

acceptable to the Village and from companies with a general rating of A minus,

and a financial size category of Class X or better, in Best’s Insurance Guide. The

insurance coverages and limits set forth below shall be deemed to be minimum

coverages and limits and shall not be construed in any way as a limitation on

Vendor's duty to carry adequate insurance or on Vendor's liability for losses or

damages under this Request. The minimum insurance coverages and limits that

shall be maintained at all times while providing, performing, or completing the

and work or services on behalf of the Village are as follows:

1. Workers' Compensation and Employer's Liability with limits not be less than:

a.) Workers' Compensation: Statutory

b) Employer's Liability:

$500,000 ea. accident-injury

VILLAGE OF NORTHBROOK, PUBLIC WORKS DEPARTMENT 655 HUEHL ROAD, NORTHBROOK, IL 60062 | 847-272-4711 | NORTHBROOK.IL.US

$500,000 ea. employee-disease

$500,000 disease-policy

Such insurance shall evidence that coverage applies to the State of Illinois.

2. Business Automobile Liability with a combined single limit of liability for bodily

injury and property damage of not less than $1,000,000 for vehicles owned, non-

owned, or rented. All employees shall be included as insureds.

3. Commercial General Liability with coverage written on an “occurrence” basis

and with limits no less than:

$1,000,000 Bodily Injury and Property Damage Combined Single Limit.

Coverage is to be written on an “occurrence basis”:

Coverages shall include:

- Broad Form Property Damage Endorsement.

- Independent Vendors.

- Personal Injury (with Employment Exclusion deleted).

- "X," "C," and "U" exclusions shall be limited.

- Contractual Liability.

- All employees shall be included as insureds.

- Contractual Liability shall specifically include the indemnification set forth

below.

4. Umbrella Liability.

Limits shall not be less than:

$2,000,000 Bodily Injury and Property Damage Combined Single Limit.

This Policy shall apply in excess of the limits stated in 1, 2 and 3 above.

5. Owner as Additional Insured. Owner shall be named as an Additional Insured

on all policies except for Worker’s Compensation, Professional Liability and

Business Automobile Liability.

Each such additional Insured endorsement shall identify Owner as follows:

Village of Northbrook, including its Board Members and elected and appointed

officials, its officers, employees, agents, attorneys, consultants, and

representatives. Additional insured coverage shall be provided on

endorsements at least as broad as ISO form CG2010 or CG2026 (pre 2004

editions.)

6. Other Parties as Additional Insureds. In addition to the Owner, the following

parties shall be named as additional insureds on the following policies

VILLAGE OF NORTHBROOK, PUBLIC WORKS DEPARTMENT 655 HUEHL ROAD, NORTHBROOK, IL 60062 | 847-272-4711 | NORTHBROOK.IL.US

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