Project Information

Bid Title

NWRWRF Building 10 Rooftop HVAC Unit Replacement

Issuing Agency

Fox Lake village

Location

Illinois

Published Date

Oct 24, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	NWRWRF Building 10 Rooftop HVAC Unit Replacement
Category:	NWRWRF Building 10 Rooftop HVAC Unit Replacement Request for Proposal
Status:	Open

Publication Date/Time: 10/24/2025 12:00 AM Closing Date/Time: 11/24/2025 10:00 AM Submittal Information: See Attached Related Documents: NWRWRF Building 10 Rooftop HVAC Unit Replacement Request for Proposal

Attachment Preview

BUILDING 10 ROOFTOP HVAC UNIT REPLACEMENT - RFP

VILLAGE OF FOX LAKE

NORTHWEST REGIONAL WATER RECLAMATION FACILITY

(NWRWRF)

200 INDUSTRIAL AVE

FOX LAKE, ILLINOIS 60020

Issue Date: October 24, 2025

Questions Due Date (to be submitted via email only): November 7, 2025 at 3:30PM

Addendum(s) Issued by: November 14, 2025 at 3:30PM

Proposal Due Date: November 24, 2025 at 10:00AM

Bid Opening: November 24, 2025 at 10:00AM. Proposals will be opened at the NWRWRF located at

200 Industrial Ave, Fox Lake, IL 60020.

Contact for Inquiries and Submittals:

John Thompson

Executive Director

Village of Fox Lake - NWRWRF

200 Industrial Ave, Fox Lake, IL 60020

thompsoj@foxlake.org

VILLAGE OF FOX LAKE - NWRWRF

BUILDING 10 ROOFTOP HVAC UNIT REPLACEMENT

RFP

1. PURPOSE

The Village of Fox Lake is seeking competitive proposals from qualified companies with experience and

knowledge with HVAC system to replace one AAON rooftop HVAC unit for the Village of Fox Lake – NWRWRF.

2. BACKGROUND

The NWRWRF is a regional wastewater treatment facility located in the Village of Fox Lake Illinois. The plant

has a design average flow of 12 MGD and a maximum capacity of 30 MGD. There is an existing AAON rooftop

HVAC unit on building 10 that NWRWRF staff are looking to have replaced.

3. DEFINITIONS

A. Owner:

B. Contractor:

The Village of Fox Lake - NWRWRF

Company awarded the project

4. PROJECT OVERVIEW

A. Project Name:

B. Location:

C. Substantial Completion Date:

NWRWRF Building 10 Rooftop HVAC Unit Replacement

NWRWRF 200 Industrial Ave Fox Lake, IL 60020

April 30, 2026

5. SCOPE OF SERVICES

The Contractor shall furnish all materials, tools, equipment, and labor necessary to complete the scope of

services below:

A. Properly removal and dispose of the existing AAON rooftop unit.

B. Install a new AAON RNA-15 packaged rooftop unit, with HGRH coil.

C. Reconfiguration of the existing line and low voltage wiring.

D. Full start up, testing, and adjustments.

E. Note: existing controls to be re-used.

F. Note: Should any damage occur to the roof membrane or structure as a result of the work performed,

the Contractor shall repair such damage at no additional cost to the Owner.

G. Proposal cost shall include all project management, all field and administrative labor, replacement

components, crane services, standard and specialty tools/equipment, equipment rental, travel, and

living expenses.

H. The Contractor shall perform all work in a manner that does not interfere or negatively impact

treatment plant operations. Any issues brought to the Contractor’s attention shall be addressed

immediately.

I. A pre-construction meeting will be held at a time and date TBD prior to any work being performed.

The Contractor shall submit a work schedule to the Owner for review and approval at the

preconstruction meeting.

J. See attached Site Picture.

2|Page

VILLAGE OF FOX LAKE - NWRWRF

BUILDING 10 ROOFTOP HVAC UNIT REPLACEMENT

RFP

EXISTING ROOFTOP UNIT

SITE PICTURE

6. PROPOSAL REQUIREMENTS

The Proposal should include, at a minimum, the following:

A. A list of previous comparable projects within the last two years.

B. Minimum of three references from public sector projects, including contact information of the parties

for whom comparable work has been performed for in the past two years.

C. A lump sum cost for the aforementioned scope of services.

D. An anticipated project schedule with equipment lead times.

E. Any additional information which the Proposer considers necessary.

F. Litigation and claims history (previous five years)

G. The Contractor shall provide a bid guarantee in the form of a bid bond, certified check, cashier's check,

or other form acceptable to the Owner, in the amount of 10% of the bid price. Failure to execute the

contract and provide required performance and or construction bonds within 30 days of bid

acceptance will result in the forfeiture of the bid guarantee.

H. The Contractor shall guarantee and agree to hold their bid price for 45 days from the date of the bid

opening.

7. SUBMITTAL INSTRUCTIONS

Submit three printed copies to:

Village of Fox Lake – NWRWRF

John Thompson, Executive Director

200 Industrial Ave, Fox Lake, IL 60020

thompsoj@foxlake.org

Deadline: November 24, 2025 at 10:00AM. Late or incomplete proposals may be rejected.

3|Page

VILLAGE OF FOX LAKE - NWRWRF

BUILDING 10 ROOFTOP HVAC UNIT REPLACEMENT

RFP

8. SELECTION PROCESS

The proposal submitted will be the primary document upon which each Proposer will be evaluated on. All

proposals will first be screened to determine whether the Proposer has met the minimum requirements. The

Village reserves the right to accept or reject any and all proposals and all or part of a proposal and may waive

informalities, technical defects, and minor irregularities in the proposals received at the Village’s sole

discretion. It is the intent of the Village to award the project to the lowest responsible bidder.

9. GENERAL TERMS AND CONDITIONS

A. PRICES: All prices shall be clearly stated in the proposal. No other costs will be permitted to the vendor

beyond those stated in the proposal.

B. WARRANTIES: The OWNER shall be provided with a full manufacturer’s warranty as a condition of the

award. The warranty shall be stated in the proposal. The Contractor must provide the OWNER with

any and all instructions, manuals and directions for proper cleaning and maintenance of all equipment.

(The CONTRACTOR shall warrant against all defects in material and workmanship for a period of one

year.)

C. ERRORS AND OMISSIONS BY VILLAGE: No vendor shall be permitted to use to their advantage any

error or omission in this solicitation or specifications. If the vendor should have any questions or

desires a clarification or interpretation regarding any of the items specified, the vendor shall request

such clarification in writing and any such clarifications shall be made available to all vendors prior to

the date of submission.

D. LIQUIDATED DAMAGES: Substantial completion will be no later than April 30, 2026. Failure to have the

project substantially complete will result in $200/day in liquidated damages for each day beyond the

contracted completion date. Unless an agreement in writing between the Village and Contractor is

reached to extend the deadline.

10. SPECIFIC CONDTIONS

A. CHANGES AND EXTRAS

The OWNER may at any time by written order, and without notice to the sureties, make changes within

the general scope of this contract. If any change causes an increase or decrease in the cost or time

required for the performance of this contract, then an equitable adjustment shall be made in the

contract price. Such cost may be adjusted in writing only and must be signed by both CONTRACTOR

and OWNER. Likewise, any claim for extra charges by the CONTRACTOR must be agreed upon in writing

by the OWNER prior to beginning such work.

B. INDEMNIFICATION AND INSURANCE

The contractor shall indemnify, keep and save harmless the Village of Fox Lake and the NWRWRF and

its respective officers, agents and employees against all suits or claims that may be based on any injury

and/or death to persons or damage to property that may occur, or that may be alleged to have

occurred or that may be alleged to have occurred in the course of the performance of this contract by

the contractor, whether or not it shall be claimed that the injury was caused through a negligent act

or omission of the contractor or his employees; and the contractor shall, at his own expense, defend

any and all such actions and shall pay all charges of attorneys and all costs and other expenses arising

there from or incurred in connection therewith; and if any judgement shall be rendered against the

Village of Fox Lake or the NWRWRF or any of its respective officers, agents or employees in any such

action, the contractor shall, at his expense, satisfy and discharge the same.

4|Page

VILLAGE OF FOX LAKE - NWRWRF

BUILDING 10 ROOFTOP HVAC UNIT REPLACEMENT

RFP

The contractor shall at his own expense obtain and maintain during the life of this contract, Workers

Compensation Insurance and Public Liability and Property Damage Insurance, which shall protect the

contractor, the Village of Fox Lake and the NWRWRF and its respective officer, agents and employees,

and shall also protect any sub-contractors performing work under this contract, from claims for

damages for personal injury (including accidental death) as well as from claims for property damages

which may arise from the performance of work under this contract or by any sub-contractor or by

anyone directly or indirectly employed by the contractor or by any sub- contractor, and the amounts

of such insurance shall be:

Said insurance shall be written by a company or companies licensed to do business in the State of

Illinois and satisfactory to the OWNER. Before commencing any work here under, certificates

evidencing the maintenance of such insurance shall be furnished to OWNER and shall contain the

following statement:

• Comprehensive General Liability

o Bodily injury, including death

o Property Damage

• Comprehensive Automobile Liability

o Bodily injury, including death

o Property Damage

$1,000,000 per person

$1,000,000 each occurrence

$1,000,000 each occurrence

$2,000,000 aggregate

$1,000,000 per person

$1,000,000 each occurrence

$1,000,000 each occurrence

CONTRACTORS shall not subcontract the performance of any part of the work without requiring the

subcontractor to procure and maintain insurance in the forms and amounts approved by the OWNER.

Contractors must provide proof of construction bond in accordance with Illinois Statute (30 ILCS 550/)

Public Construction Bond Act.

C. CONTRACTOR’S RESPONSIBILTY

Nothing in these specifications shall be construed as placing the work under the specific direction or

control of the OWNER or relieving the CONTRACTOR from their liability as an independent

CONTRACTOR and, as such, They shall be solely responsible for the method, manner and means by

which they shall perform their work, including, but not limited to supervision and control of their own

personnel and scheduling of the work required to insure its proper and timely performance and they

shall exercise due care to prevent bodily injury and damage to property in the prosecution of the work.

Until the work is accepted, it shall be in the custody and under the charge and care of the

CONTRACTOR, and they shall take every necessary precaution against injury or damage to the work

by the action of all the elements, or from any other cause whatsoever. The CONTRACTOR shall restore

and make good at their own expense all injuries or damages to any portion of the work before its

completion and acceptance. Issuance of any estimate or partial payment to the CONTRACTOR for any

part of work done will not be considered as final acceptance of any work.

The CONTRACTOR agrees to assume and shall have full and sole responsibility for compliance with all

Federal, State or Municipal laws and regulation in any manner affecting the work to be performed by

the CONTRACTOR or subcontractors, including, without limiting the generality to the foregoing, the

laws of the State of Illinois.

5|Page

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.