Project Information

Bid Title

Request for Bids for Bituminous Asphalt Materials ("Hot Mix")

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Jan 27, 2026

Closing Date

Feb 20, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Bids for Bituminous Asphalt Materials ("Hot Mix")
Category:	Northbrook Engineering & Public Works Bids
Status:	Open
Bid Recipient:	Jean Paul Soens, Management Analyst

Description: The Village of Northbrook (“Village”) is accepting bids for Bituminous Asphalt Materials ("Hot Mix") for performing maintenance activities and repairs, utility restorations, and street patching. Publication Date/Time: 1/27/2026 1:30 PM Closing Date/Time: 2/20/2026 10:00 AM Contact Person: Scott Lemke - Street/Forestry Supervisor scott.lemke@northbrook.il.us (847) 664-4114 Related Documents: Hot Mix Asphalt_Request for Quotation_FY 26-27_01.27.26

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PUBLIC WORKS DEPARTMENT

January 27, 2026

REQUEST FOR QUOTATION (“REQUEST”)- DUE DATE: FEBRUARY 20, 2026

The Village of Northbrook (“Village”) is accepting bids for "BITUMINOUS ASPHALT

MATERIALS" for performing maintenance activities and repairs, utility restorations, and

street patching.

Responses Due: 10:00 A.M. on February 20, 2026 (bid opening to occur immediately

afterward)

Duration: May 1, 2026 through April 30, 2027.

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

All quantities are estimates based on previous year’s purchases. Both items listed

below will be picked up by the Village from the vendor’s facility listed below. All

material must conform to the latest revision of the "Standard Specifications for

Road and Bridge Construction" published by the Illinois Department of

Transportation. Please list plant or yard and contact information for that facility that

is closest to the Village of Northbrook.

Note to Bidders: 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: Scott Lemke, Street/Forestry Supervisor at (847) 664-4114.

Item

Bituminous asphalt surface

1.

course (Class 1) 3/8”

Bituminous asphalt binder

2.

course (Class 1) 3/4”

Estimated

Quantity

430

20

U/M

Ton

Ton

Unit Price

$

$

Extended Price

$

$

Plant or Yard Name

Phone

Plant or Yard Address

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, February 20, 2026, to 655 Huehl

Road, Northbrook, Illinois 60062, Attention: Jean Paul Soens, Management Analyst. Clearly

mark remitting quotation "SEALED QUOTE – BITUMINOUS ASPHALT MATERIALS " and be

sure quotation is signed by authorized representative. NO FAXED OR EMAILED BIDS

WILL BE ACCEPTED. Bids shall be publicly read on Friday, February 20, 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, and 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

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

b) Employer's Liability:

$500,000 ea. accident-injury

$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 $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 Contractors.

- 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.)

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

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

parties shall be named as additional insureds on the following policies

Additional Insured

Policy or Policies

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

shall indemnify, save harmless, and defend the Village against all damages, liability, claims,

losses, and expenses (including attorneys' fees) that may arise, or be alleged to have arisen,

out of or in connection with the Vendor's performance.

PENALTIES. If this Request is accepted, Vendor proposes, and agrees, that Vendor shall be

solely liable for any fines or civil penalties that are imposed by any governmental or quasi-

governmental agency or body that may arise, or be alleged to have arisen, out of or in

connection with Vendor's performance of, or failure to perform, the work or services

contemplated in this Request or any part thereof.

NON-EXCLUSIVE BID: This bid may be awarded to multiple bidders and is non-exclusive.

INSPECTION/TESTING/REJECTION The Village shall have the right to inspect all or any part

of the Materials and to reject all or any part of the Material that is, in the Village's judgment,

defective or damaged or that in any way fails to confirm strictly to the requirements of this

Request for Quotation and the Village, without limiting its other rights or remedies, may

require correction or replacement at Vendor's cost, replace or cause to be replaced all

Material necessary to complete or correct all or any part of the Material that is defective,

damaged, or nonconforming and charge vendor with any excess cost incurred thereby, or

cancel all or any part of any order or this Request for Quotations. Material so rejected may

be returned or held at Bidder's expense and risk.

COMPLIANCE WITH LAWS Vendor agrees to be bound by all applicable federal, state, and

local laws, orders, rules, and regulations, as they may be modified or amended from time to

time.

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

Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction
• NAICS 324121Asphalt Paving Mixture and Block Manufacturing

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