Project Information

Bid Title

Crossing Guard Services

Issuing Agency

Village of Glencoe

Location

Illinois

Published Date

Apr 6, 2026

Closing Date

Apr 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-007

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
26-007 Crossing Guard Services	April 03, 2026 12:00 PM	April 17, 2026 11:00 AM

Attachment Preview

Response Submission Information

Project Name: Crossing Guard Services

RFP Number: 26-007

Due Date: April 17, 2026

Time: 11:00 a.m. CDT

Attention: Margaret Schwarz, Assistant CFO

Department: Public Safety Department

Submit Proposal to Demandstar: https://network.demandstar.com/ or by mail to Village of Glencoe, 675 Village

Ct., Glencoe, IL 60022

Request for Proposal Response

Company Name: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ___________________________________________ State: ______________________ Zip: _____________

PROPOSAL ON: Crossing Guard Services, per the specifications herein.

2026-2027 School Year

2027-2028 School Year

Scope of Work

Total Not-To-Exceed Price:

$

$

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

writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to

these specifications may cause your proposal to be disqualified.

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services

Due: April 17, 2026

Page 1

GENERAL TERMS AND CONDITIONS

Section 1: Intent

It is the intent of the Village of Glencoe (“Village”) in order to retain the services of a qualified Contractor

(“Contractor”) to provide school Crossing Guard services on behalf of the Village for seven (7) locations in support

of District 35 West, Central, and South Schools as part of a two-year signed agreement with the Village to include

the 2026-2027 and 2027-2028 regular school years. Additional extensions of the initial two-year agreement are

anticipated upon mutual agreement. A formal scope of services is included in the request, and the Village is

seeking input on the process within submitted proposals which will ensure a successful outcome for the services.

Section 2: Proposal Price

The Proposer shall offer pricing on the Village’s pricing sheet (page 1 of this document). Proposers must note any

items which the Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the

term of the agreement, and Proposers 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

reimbursable costs required to fulfill the scope of work as identified herein.

Section 3: Additional Information and Technical Questions

Proposers should also submit questions via email to Margaret Schwarz at the email address

mschwarz@villageofglencoe.org. Questions are due no later than April 10, 2026, 4:30 p.m. CDT. Answers to the

questions will be provided on April 13, 2026, by 4:30 p.m. CDT. All changes to these specifications are valid only if

they are included in a written addendum from the Village to all Proposers.

Section 4: Silence of Specifications

The apparent silence of specifications as to any detail or apparent omission from a detailed description concerning

any portion of this document shall be interpreted as meaning that only the best commercial material or practice

shall prevail.

During the period beginning with the issuance of the solicitation document through the execution of the award

document, bidders are prohibited from all communications regarding this solicitation with Village staff, Village

consultants, Village legal counsel, Village agents, or elected officials. Any attempt by a bidder to influence a

member or members of the aforementioned may be grounds to disqualify the bidder from participation in this

solicitation.

Exceptions

• Written communications directed to the Assistant Chief Financial Officer, who serves as the Village’s

Purchasing Coordinator.

• All communications occurring at pre-bid meetings.

• Oral presentations during finalist interviews, negotiation proceedings or site visits.

Section 5: 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 all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the acts,

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services

Due: April 17, 2026

Page 2

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: $1,000,000 combined single limit per

occurrence for bodily injury, personal injury and property damage.

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

property damage.

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

Illinois.

4. Excess/Umbrella insurance coverage: $9,000,000 Per Occurrence, $9,000,000 Aggregate

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

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 in excess of the Contractor’s

insurance and shall not contribute with 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 the 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.

b. The General Commercial Liability and Excess/Umbrella policies obtained by

Contractor shall include coverage sufficient to cover claims relating to sexual

misconduct. Contractor agrees to name Customer, the District, and their officers,

employees and directors as Additional Insureds on Contractor's General Commercial

Liability, Auto liability, and Excess/Umbrella insurance policies.

3. Acceptability of Insurers

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services

Due: April 17, 2026

Page 3

a. Insurance is to be placed with insurers with the 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 its policies or shall require

subcontractors to provide their own coverage. All coverage for subcontractors shall

be subject to all the requirements stated herein.

6. Indemnification

a. Contractor shall, without regard to the availability or unavailability of any insurance,

either of Customer or Contractor, indemnify, hold harmless, and defend Customer,

the District and all of their officials, employees, agents, and attorneys against

lawsuits, claims, demands, damages, liabilities, losses, and expenses, including

attorneys' fees, but only to the extent that such lawsuits, claims, demands, damages,

liabilities, losses and expenses arise from the negligent acts, errors or omissions or

wrongful misconduct of Contractor or Contractor's Service Personnel during the

performance of, or failure to perform, the Services or any part thereof,, except to the

extent caused by the negligence of Customer or the District. Notwithstanding

anything to the contrary herein, Contractor shall not be obligated to indemnify, hold

harmless or defend Customer, the District or their officials, employees, agents and

attorneys from and against any lawsuits, claims, demands, damages, liabilities, losses

and expenses arising out of any slips, trips or falls on or near the location of services,

except to the extent caused by sole and direct negligent acts, errors or omissions of

Contractor.

Section 6: Evaluation/Acceptance of Proposals

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

ability, resources and staffing to enable it to perform the scope of work successfully. In making the decision as to

whether to select a Contractor, the Village will consider the following factors (listed in no particular order):

1. Prior experience performing similar work.

2. Ability, capacity and skill to fulfill the services as specified.

3. References from prior or current clients.

4. Village's prior experience with the Contractor, if applicable.

5. Compliance with RFP specifications.

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

reputation, and expertise of the Proposer.

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services

Due: April 17, 2026

Page 4

The Village may accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village

and to the public; reject the low-price proposal; accept any item of any proposal; reject any and all proposals; or waive

irregularities and informalities in any proposal submitted or in the request for proposals process. As a point of

reiteration, the Village reserves the right to accept in whole or in part any item of any proposal. The waiver of any

prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers

should not rely on, or anticipate, any waivers in submitting their proposals.

Section 7: Other Terms

No Collusion

In submitting this proposal, the Proposer declares that the only person or party interested in the proposal as principals

are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.

Engagement

The Proposer further understands and agrees that if their proposal is accepted, the individual will engage the Village

to provide the services within seven (7) days of receiving notice of the selection. This would follow any required

approvals by the Village Board or Village Staff per the Village’s Procurement Policy.

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).

All costs incurred with the submission of proposals are solely those of the proposer. The Village, Trustees and/or

staff will not reimburse any expenses of those proposers. Proposers accept all risks of late delivery of mailed

proposals regardless of fault. Facsimile and other electronically transmitted proposals will not be considered. All

proposals and accompanying documentation will become the property of the Village of Glencoe. After the

execution of the agreement, any alterations to existing fees or additional fees imposed must be approved by the

Village in the form of an addendum to the agreement. All addenda are subject to the review of legal counsel.

Confidentiality

Proposals and other documents submitted shall be examined to determine the validity of any written requests for

nondisclosure of proprietary or confidential information. After award of a contract, all responses, documents, and

materials submitted by the respondent pertaining to this RFP will be considered public information unless

otherwise determined by legal counsel. All data, documents and other information developed because of this

contractual agreement shall become the property of the applicable municipality. Based on the public nature of

RFP’s, a respondent must inform the Village, in writing, of the exact materials in the submittal which it believes

are proprietary or confidential and should not be made part of the public record in accordance with the Illinois

Freedom of Information Act. The respondent will be financially responsible for all expenses of the municipality,

its public officials, consultants, employees, agents and representatives in defending the denial of access to such

material pursuant to a Freedom of Information Act request.

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-007 Crossing Guard Services

Due: April 17, 2026

Page 5

Commodity Codes

• NAICS 561612Security Guards and Patrol Services

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