Project Information

Bid Title

Landscaping Maintenance Services

Issuing Agency

Village of Glencoe

Location

Illinois

Published Date

Jan 5, 2026

Closing Date

Jan 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-001

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
26-001 Landscaping Maintenance Services	January 05, 2026 9:00 AM	January 22, 2026 11:00 AM

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Response Submission Information

Project Name: Landscaping Maintenance Services

ITB Number: 26-001

Due Date: January 22, 2026

Time: 11:00 am CST

Attention: Donald Kirk, Public Works General Superintendent Department: Public Works Department

Submit Proposal by Mail to: Village of Glencoe, Department of Public Works, 675 Village Court, Glencoe, IL

60022, Attention: Donald Kirk

Invitation to Bid Response

Company: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ____________________________________ State: ______________________ Zip: _____________

BID ON: Landscape Maintenance Services, per the specifications herein.

NOTE TO BIDDERS: Any and all exceptions to these specifications MUST be clearly and completely stated in writing

on the bid sheet. Attach additional pages if necessary. Please be advised that any exceptions to these specifications

may cause your bid to be disqualified.

Village of Glencoe Invitation to Bid: Landscape Maintenance Services

Due: Thursday, January 22, 2026

Page 1

GENERAL TERMS AND CONDITIONS

Section 1: Intent

It is the intent of the Village of Glencoe (“Village”) to contract with a Bidder (“Bidder”) for all necessary labor,

materials and equipment to complete landscape maintenance services (“Services”) for the Village of Glencoe.

Section 2: Bid Price

Bidder shall offer pricing on the Village’s pricing sheet. Bidders must note any items which the Bidder cannot

perform or intends to subcontract. Bid pricing must remain firm for the term of the agreement, and Bidders

must propose a not-to-exceed price. The not-to-exceed price shall be all-inclusive of all meetings, telephone

calls, transportation, materials, supplies, labor, equipment and any other costs required to fulfill the scope of

work as identified herein.

Section 3: Additional Information and Technical Questions

Questions related to specifications and items covered in this invitation to bid may be directed to Donald Kirk,

Public Works Superintendent at (847) 461-1154 or e-mail: dkirk@villageofglencoe.org

Section 4: Insurance, Hold Harmless and Indemnification

In addition to other standard contractual terms the Village needs, the Village will require the selected Contractor

to comply with indemnification, hold harmless and insurance requirements as outlined below:

Contractor shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless

from any and all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from

the acts, errors or omissions of the Contractor in performance of this Agreement, except for injuries and

damages caused by the sole negligence of the Village.

The Contractor shall procure and maintain, for the duration of this agreement, insurance against claims for

injuries to persons or damages to property which may arise from or in connection with the performance of the

work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such

insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise

approved by the Village.

A. Minimum Levels of Insurance

1. Comprehensive or Commercial General Liability: $2,000,000 combined single limit per

occurrence for bodily injury, personal injury and property damage.

2. Property Damage insurance to the extent of $100,000/$500,000 including coverage for XCU.

3. Employers Liability insurance of $2,000,000.

4. Bodily Injury insurance of $200,000/$500,000.

5. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and

property damage for owned vehicles and non-owned vehicles.

6. Worker’s Compensation coverage as required by the Industrial Insurance Laws of the State

of Illinois.

B. Other Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. General or Commercial Liability and Automobile Liability Coverages

a. The Village, its officials, employees and volunteers are to be covered as additional

insureds with respect to: liability arising out of activities performed by or on behalf

of the contractor; products and completed operations of the contractor; premises

Village of Glencoe Invitation to Bid: Landscape Maintenance Services

Due: Thursday, January 22, 2026

Page 2

owned, leased or used by the contractor; or automobiles owned, leased, hired or

borrowed by the contractor. The coverage shall contain no special limitations on the

scope of protection afforded to the Village, its officials, employees or volunteers.

b. The contractor’s insurance shall be primary insurance with respect to the Village, its

officials, employees and volunteers. Any insurance or self-insurance maintained by

the Village, its employees or volunteers, shall be excess of the contractor’s

insurance and shall not contribute to it.

c. Any failure to comply with reporting provisions of the policies shall not affect

coverage provided to the Village, its officials, employees or volunteers.

d. Coverage shall state that the contractor’s insurance shall apply separately to each

insured against whom claim is made or suit is brought, except with respect to the

limits of the insurer’s liability.

2. All Coverages

a. Each insurance policy required by this clause shall state that coverage shall not be

canceled by either party except after thirty (30) days prior written notice has been

given to the Village.

3. Acceptability of Insurers

a. Insurance is to be placed with insurers with a current Bests’ rating of A- or better, or

with an insurer acceptable to the Village.

4. Verification of Coverage

a. Contractor shall furnish the Village with certificates of insurance and copies of

actual insured endorsements affecting coverage required by this clause. The

certificates and endorsements for each insurance policy are to be signed by a

person authorized by that insurer to bind coverage on its behalf and shall name the

Village, its officials, employees and agents as “additional insureds” except for

coverages identified above. The certificates are to be received and approved by the

Village before work commences. The Village reserves the right to require complete,

certified copies of all required insurance policies at any time.

5. Subcontractors

a. Contractor shall include all subcontractors as insured under their policies or shall

require subcontractors to provide their own coverage. All coverage for

subcontractors shall be subject to all of the requirements stated herein.

Section 5: Evaluation/Acceptance of Bids

The Village intends to select a Bidder that furnishes satisfactory evidence that it has the requisite experience,

ability, resources and staffing to enable it to successfully perform the scope of services requested. In making the

determination as to whether to select a Bidder the Village will consider the following factors (listed in no

particular order):

• Bids should include the resume of the firm, location of the firm, references from past and present

clients, description of projects of similar scope and experience.

• The Village may conduct discussions with any Bidder who submits an acceptable or potentially

acceptable bid. Bidders shall be accorded fair and equal treatment with respect to any opportunity for

discussion and revision of bids. During the course of such discussions, the Village shall not disclose any

information derived from one bid to any other Bidder. The Village reserves the right to request the

Bidder provide additional information during this process.

Village of Glencoe Invitation to Bid: Landscape Maintenance Services

Due: Thursday, January 22, 2026

Page 3

• The Village reserves the right to negotiate specifications, terms and conditions which may be necessary

or appropriate to the accomplishment of the purpose of this ITB. The Village may require the ITB, and

the Bidder’s entire bid be made an integral part of the resulting contract. This implies that all responses,

supplemental information, and other submissions provided by the Bidder during discussions or

negotiations will be held by the Village as contractually binding on the successful Bidder.

• The Village may select the bid which, based on ability to meet the criteria, appears to be the most

advantageous, and who is best qualified to perform in accordance with the terms and conditions of the

Agreement.

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

reputation, and expertise of the Bidder.

Section 6: Notice of Award; Effective Date of Award

If the Agreement is awarded by the Village, such award shall be effective when a Notice of Award in the form

included in this Invitation to Bid has been delivered to the successful Bidder. The Village will prepare two copies

of the Agreement based upon the successful Bidder’s Bid and will submit them to the successful Bidder with the

Notice of Award.

Section 7: Other Terms

1. No Collusion

Bidder hereby represents that the only persons, firms, or corporations interested in this Agreement as principals are

those disclosed to the Village prior to the execution of this Agreement, and that this Agreement is made without

collusion with any other person, firm, or corporation. If at any time it shall be found that Bidder has, in procuring this

Agreement, colluded with any other party, then Bidder shall be liable to the Village for all loss or damage that the

Village may suffer thereby, and this Agreement shall, at the Village’s option, be null and void.

2. Engagement Term

The Offeror further understands and agrees that if their bid is accepted, the individual will enter into an engagement

with the Village to provide the services within fifteen (15) days (“Commencement Date”) of receiving notice of the

selection. The Agreement shall be in effect for a one (1) year period from the date of the award. The Agreement

may be renewed for two (2) additional one (1) year periods, subject to acceptable performance by the Bidder, by

mutual agreement of the Village and the Bidder. At the end of any contract term, the Village of Glencoe reserves

the right to extend this contract for a period of up to ninety (90) days for the purpose of getting a new Bidder in

place.

3. Payment

All payments for the Services will be made by the Village in conformance with the requirements of the Local

Government Prompt Payment Act (50 ILCS 505). The Village is exempt from state and local sales, use, and excise

taxes. A letter of exemption will be provided to Bidder, if necessary. The Village will not reimburse or assist Bidder in

obtaining reimbursement for any state or local sales, use, or excise taxes paid by Bidder. Bidder shall be required to

reimburse the Village for any such taxes paid. Failure of Bidder to comply with the provisions of this Section shall

entitle the Village to withhold or recover from Bidder the costs thereof.

4. Hold Harmless

The Bidder agrees to indemnify, save harmless and defend the Village of Glencoe and its elected and appointed

officials, employees, agents, Bidders, attorneys and representatives and each of them against and hold it and them

Village of Glencoe Invitation to Bid: Landscape Maintenance Services

Due: Thursday, January 22, 2026

Page 4

harmless from any and all lawsuits, claims, injuries, demands, liabilities, losses, and expenses; including court costs

and attorney’s fees for or on account of any injury to any person, or any death at any time resulting from such

injury, or any damage to property, which may arise or which may be alleged to have arisen out of, or in connection

with the Service covered by this project. The foregoing indemnity shall apply except if such injury is caused by the

willful and wanton conduct of the Village of Glencoe, its agents, servants, or employees or any other person

indemnified hereafter. The obligations of the Bidder under this provision shall not be limited by the limits of any

applicable insurance required of the Bidder.

5. Agreement Administration

For the purpose of the Agreement, the term Administrator shall jointly refer to the General Superintendent of Public

Works. The Agreement will be administered and direction given by the Superintendent. The Contractor shall

consult with the Superintendent or his appointed designee, concerning the details and scheduling of the work

contemplated herein, and shall be governed by decisions of the Superintendent. The Contractor shall meet with a

representative of the Village once a month or as needed to review contract performance. Performance issues shall

be submitted in writing or via e-mail for resolution in a timely manner.

6. Bid Bond

Not required.

7. Prevailing Wage

Prevailing wage is not required for this contract.

Village of Glencoe Invitation to Bid: Landscape Maintenance Services

Due: Thursday, January 22, 2026

Page 5

Commodity Codes

• NAICS 561730Landscaping Services

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