Project Information

Bid Title

Underground Utility Repair Services

Issuing Agency

Village of Glencoe

Location

Illinois

Published Date

Nov 6, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-023

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
25-023 Underground Utility Repair Services	November 07, 2025 7:00 AM	November 25, 2025 11:00 AM

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Response Submission Information

Project Name: Underground Utility Repair Services

RFP Number: 25-023

Due Date: November 25, 2025

Time: 11:00 a.m. CST

Attention: Donald Kirk, General Superintendent

Department: Public Works

Submit Proposal by E-mail, Fax or Mail to: Village of Glencoe, Department of Public Works, 675 Village Court,

Glencoe, Illinois 60022, Attention: Donald Kirk, 847-461-1154, dkirk@villageofglencoe.org

Invitation to Bid Response

Company Name: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ___________________________________________ State: ______________________ Zip: _____________

I have read and understand compliance sections in regard to submitting the proposal.

Signed: ____________________________________________________ Date: ___________________________

Print Name: _________________________________________________________________________________

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 Invitation to Bid: Underground Utility Repair Services

Due: Tuesday, November 25, 2025

Page 1

GENERAL TERMS AND CONDITIONS

Section 1: Intent

It is the intent of the Village of Glencoe (“Village”) to contract with a water and sewer contractor (“Contractor”)

for all necessary labor, expenses and materials to complete Underground Utility Repair Services for the Village of

Glencoe. The lowest qualified bidder will be selected and work will be dispersed on an as needed basis.

Section 2: Proposal Price

Proposer shall offer pricing on the Village’s pricing sheet. 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.

Proposal pricing shall be all-inclusive of all meetings, telephone calls, transportation, mobilization, materials,

supplies, labor, equipment and any other costs required to fulfill the scope of work as identified herein.

Section 3: Execution of Proposal

Proposals shall be signed by an Authorized Officer or Agent of the Offeror. If the Offeror is a corporation, the

proposal shall bear the name of the corporation, and be signed by the President and Secretary of the corporation.

Should the proposal be signed by an Officer(s) other than the President and Secretary of the corporation, the

proposal must be accompanied by an affidavit authorizing such Officer(s) to bind the corporation.

Section 4: Additional Information and Questions

Questions related to specifications and items covered in this invitation to bid may be directed to Public Works

General Superintendent Donald Kirk at: dkirk@villageofglencoe.org.

Section 5: Insurance, Hold Harmless and Indemnification

In addition to other standard contractual terms identified in this document, 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.

Village of Glencoe Invitation to Bid: Underground Utility Repair Services

Due: Tuesday, November 25, 2025

Page 2

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 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 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 its policies or shall

require subcontractors to provide their own coverage. All coverages for

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

Section 6: Evaluation/Acceptance of Proposals

The Village will review all proposals and make a final selection based on pricing quoted and compliance with all of

the bid proposal requirements. 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-bid proposal; accept any item of any proposal;

reject any and all proposals; or waive irregularities and informalities in any proposal submitted or in the invitation to

bid process. 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.

Village of Glencoe Invitation to Bid: Underground Utility Repair Services

Due: Tuesday, November 25, 2025

Page 3

Section 7: Award of Agreement

A. Reservation of Rights. The Village reserves the right to accept the Offeror's Proposal that is, in

their judgment, the best and most favorable to the interests of each of the Village and the

public; to reject any and all Offeror’s Proposals; to accept and incorporate corrections,

clarifications or modifications following the opening of the Offeror’s Proposals when to do so

would not, in the Village’s opinion, prejudice the bidding process or create any improper

advantage to any Offeror; and to waive irregularities and informalities in the bidding process or in

any Offeror's Proposal submitted; provided, however, that the waiver of any prior defect or

informality shall not be considered a waiver of any future or similar defects or informalities, and

Offerors should not rely upon, or anticipate, such waivers in submitting their Offeror's Proposals

or until the Village affirmatively and in writing reject such Offeror’s Proposal.

B. Time of Award. It is anticipated that the award of the Agreement, if awarded, will be made within

30 days following the opening of the Offeror’s Proposals. Should administrative difficulties be

encountered after the opening of the Offeror’s Proposals, including the annulment of any award,

that may delay an award or subsequent award beyond such 30-day period, the Village may accept

any Offeror’s Proposal for which the date for acceptance has been extended as provided in

Section 7 of these General Instructions to Offerors in order to avoid the need for re-

advertisement. No Offeror shall be under any obligation to extend the date for acceptance of its

Proposal. Failure of one or more of the Offerors to extend the date for acceptance of its Offeror’s

Proposal shall not prejudice the right of the Villages to accept any Offeror’s Proposal for which the

date for acceptance has been extended.

Section 8: 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 Offeror. The Village will prepare two

copies of the Agreement based upon the successful Offeror’s Proposal and will submit them to the successful

Offeror with the Notice of Award.

Section 9: Other Terms

A. No Collusion

Contractor 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

Contractor has, in procuring this Agreement, colluded with any other party, then Contractor 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.

B. Engagement Term

The Offeror further understands and agrees that if their proposal is accepted, the Contractor 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 period, subject to acceptable

performance by the Contractor, and by mutual agreement of the Village and the Contractor.

Contractor will be permitted to increase the rates and charges that comprise the Agreement Price each year on

the anniversary of the Commencement Date by a percentage not to exceed the percentage increase in the

Village of Glencoe Invitation to Bid: Underground Utility Repair Services

Due: Tuesday, November 25, 2025

Page 4

Consumer Price Index for All Urban Consumers (CPI-U) for the Chicago-Gary–Kenosha, IL, IN, WI Area issued by

the United States Department of Labor between January 15 of the preceding calendar year and January 15 of

the current calendar year; provided however that no increase in the Agreement price shall exceed 3%. The

Contractor must provide the Village with written notice of the proposed increase in the Agreement Price no

later than 90 days prior to the anniversary of the Commencement Date.

C. Payment

All payments for the Services provided under this Agreement 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 Contractor, if necessary. The

Village will not reimburse or assist Contractor in obtaining reimbursement for any state or local sales, use, or

excise taxes paid by Contractor. Contractor shall be required to reimburse the Village for any such taxes paid.

Failure of Contractor to comply with the provisions of this Section shall entitle the Village to withhold or recover

from Contractor the costs thereof.

D. Prevailing Wage

This contract requires that the Prevailing Rate of Hourly Wages be paid to all persons employed to perform this

work. All contractors and subcontractors rendering services under this contract must comply with all

requirements of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq., including but not limited to, all wage,

notice and record keeping duties.

Village of Glencoe Invitation to Bid: Underground Utility Repair Services

Due: Tuesday, November 25, 2025

Page 5

Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 237990Other Heavy and Civil Engineering Construction

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