Asphalt Milling Services

NOTICE TO BIDDERS
INVITATION TO BID #26-41
ASPHALT MILLING SERVICES
Issue Date: March 12, 2026
Last Date for Questions: No later than March 19, 2026, at 11:00 am (CST)
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Due Date: No later than March 26, 2026, at 11:00 am (CST)
Bid Opening: March 26, 2026, at 11:00 am (CST) at Wheaton City Hall located at 303 W. Wesley
Street, Wheaton IL 60187 in the Conley Meeting Room (lower level).
Prevailing Wages: All Contracts for the Construction of Public Works are subject to the Illinois
Prevailing Wage Act (820 ILCS 130/1-12).
DOES APPLY DOES NOT APPLY

To be considered responsive, the following documents shall be included with your submittal:
Bid Bond 10% (Original Required)
Cost Proposal Form (Exhibit D)
Notice of Deviations Form (Exhibit E)
Listing of Subcontractors (Exhibit F)
References Form (Exhibit G)
Vendor Certification Form (Exhibit H)
Vendor Information Reporting Form (Exhibit I)
W-9 Form
The successful Vendor will be required to submit the following additional documents:
* Certificate of Insurance with signed endorsements
* Performance and Payment Bonds
* Signed Agreement
Page 1 of 1
Notice to Bidders

EXHIBIT A
INVITATION TO BID #26-41
ASPHALT MILLING SERVICES
INTRODUCTION
The City of Wheaton is accepting bids from qualified and responsible Contractors to provide all
materials, labor, equipment, supervision, and services necessary to mill approximately 18,000
square yards of asphalt roadways.
TERM OF CONTRACT
The contract term shall begin upon execution of the contract and shall continue its initial term
for one (1) year. The City may elect to extend the term of the contract for two (2) additional one-
year terms.
SCOPE OF SERVICES
The contractor shall furnish all labor, equipment, tools, materials, etc. necessary to remove
approximately 18,000 square yards of asphalt from roadways. HMA Pavement shall be milled at
a nominal depth of two (2) inches or as specified by the Engineer. The Contractor shall also
provide traffic control and flaggers. The contractor is responsible for chipping and butt joints, as
well as sweeping.
For location of milling areas, it is typically 4 to 6 City streets that are within the city limits of
Wheaton. The intention is to try to keep the milling locations close together so that there is less
need for remobilization.
The City will work with the Contractor to develop a preliminary schedule. All work will be
released incrementally based on the City's priorities and budget availability. Upon notification
by the City, the Contractor shall begin work within seven (7) business days. Work will be released
any time after May 1, 2026, so that all work will be completed by September 1, 2026.
Contractor Requirements
Contractor shall submit the following documents with their bid submittal:
* IDOT Pre-Qualifications
* IDOT Affidavit of Availability
* Certificate of Insurance
* List of references
1. The Contractor shall follow all applicable articles of Section 440 of the Illinois Department
of Transportation (IDOT) 'Standard Specifications for Road and Bridge Construction'
(Adopted January 1, 2022) and 'Supplemental Specifications and Recurring Special
Provisions' (Adopted January 1, 2026), hereinafter referred to as the 'Standard
Specifications'.
2. For bidding purposes, the Contractor shall assume the depth of pavement removal will
be between 1.5 to 2.0 inches, or as specified by the Engineer, with a pavement lane width
between 7 feet and 15 feet.
Page 1 of 3
Scope of Services

EXHIBIT A
INVITATION TO BID #26-41
ASPHALT MILLING SERVICES
3. The Contractor shall provide all traffic control necessary for safe operation during
construction.
4. The Contractor shall perform all work in phases.
a. This will include remobilization of equipment to perform this work.
b. The Contractor shall be compensated for each re-mobilization of equipment to
begin the next phase of work.
c. The Engineer shall provide the Contractor a minimum of one (1) week notice prior
to the commencement of each phase.
d. The Contractor shall have seven (7) working days to advance to the next phase.
5. Work shall be paid for based on the Contractor unit price per Square Yard for HMA
Pavement Removal.
6. Price shall include all removal and disposal of materials, labor and equipment necessary
to perform this work. The contractor is responsible for sweeping.
7. The Contractor shall keep work areas free of waste materials.
8. Traffic Control and re-mobilization shall be paid for separately.
9. All milling will be curb to curb.
Traffic Control and Protection
1. Traffic control shall follow all applicable Articles of Section 701 of the Standard
Specification.
2. This work shall be paid for at the contract unit price per LUMP SUM for TRAFFIC CONTROL
AND PROTECTION.
3. The Contractor shall keep all traffic control in place until paving operations performed by
others is complete.
4. The Engineer reserves the right to include additional traffic control if field conditions
necessitate additional signage.
5. All butt joints shall be ramped with cold patch and shall have papered joints for easy
removal by other forces.
6. The Contractor shall make sure all edges are saw cut and square.
Page 2 of 3
Scope of Services

EXHIBIT A
INVITATION TO BID #26-41
ASPHALT MILLING SERVICES
7. The Contractor shall be responsible for making additional repairs in the event the edges
are irregular.
8. No additional compensation shall be given for request for papered joints, saw cutting butt
joints, old patch additional signage, and maintenance of signage. The work shall be
considered included in this line item.
Remobilization
1. The Contractor shall be compensated for remobilization to return to the site per each
phase.
2. The line item shall include the mobilization to and from the site and shall be paid for at
the Contractor unit price per EACH for REMOBILIZATION.
3. Price shall include all materials, labor, and equipment.
4. The anticipated number of mobilizations is between 1 and 2.
Work Hours
Monday - Friday 7:00 am-4:00 pm. No work allowed on weekends or holidays.
Page 3 of 3
Scope of Services

EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
Solicitations are open to all business firms actively engaged in providing the materials, equipment,
and services specified and inferred. Active engagement will be verified via references. These General
Instructions Regarding the Solicitation of Construction and Contracted Services apply to all
solicitations for contracted services by the City of Wheaton and shall be incorporated as part of the
written and signed Agreement with the successful Bidder along with any addenda items which are
issued, unless otherwise specified.
For solicitations involving the IDOT "Standard Specifications for Road and Bridge Construction":
Section 102 of the IDOT "Standard Specifications for Road and Bridge Construction," (the "Standard
Specifications"), Adopted January 1, 2022, pertaining to the advertisement, bidding, award, and
contract execution shall not apply to this solicitation and contract. Where these General Instructions
Regarding the Solicitation of Contracted Services (the "Solicitation Instructions") are inconsistent
with any provision of the IDOT Bureau of Local Roads and Streets Special Provision for Bidding
Requirements and Conditions for Contract Proposals, these Solicitation Instructions shall control.
A. DEFINITIONS:
The following words and phrases, when used in these General Instructions Regarding Solicitations of
Construction and Contracted Services document shall have the meanings as specified herein.
A-1) Agreement: The written contract between the City and the Bidder covering the work or services
to be performed, which includes all other documents that are attached to the Agreement or
incorporated by reference and made a part thereof. It shall be understood that the words
"Contract" and "Agreement" are synonymous in these documents.
A-2) Proposal or Bid: The complete and properly signed bid to do the work or services for the sum
stipulated therein, submitted in accordance with the bidding or proposal documents. It shall be
understood that the words "bid", and "proposal" are synonymous in these instructions and in
the Invitation to Bid documents.
A-3) Bidder/Proposer: The person, firm, or corporation submitting a bid or proposal.
A-4) City: The City of Wheaton, Illinois, an Illinois Municipal Corporation.
A-5) Offer: A signed Proposal or Bid that is timely delivered to the City.
A-6) Solicitation: The City's request for an offer from a Bidder for the provision of work, services
and/or goods. It shall be understood that the words "solicitation" and "invitation to bid" are
synonymous in these instructions and in the Invitation to Bid documents.
B. SOLICITATION PROCESS:
The City intends to award a contract to a Bidder who has the experience and equipment to
successfully complete the project or provide the service solicited. The Bidder shall be responsible for
performing all work or services as outlined in the specifications contained within the Invitation to Bid
and shall provide and furnish all labor, materials, equipment and supplies, vehicles, and
transportation services required to perform and complete the required work or service in strict
accordance with the Invitation to Bid documents. The Proposer desiring to furnish a Proposal or Bid
for such work or services shall submit a sealed Bid in accordance with these General Instructions
Page 1 of 17
General Instructions Regarding the Solicitation of Construction and Contracted Services
Revised January 2026

EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
Regarding the Solicitations of Construction and Contracted Services and all accompanying
documents.
B-1) Documents:
a) The City of Wheaton's website is the official source for all documents related to this
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solicitation. The City is not responsible for documents distributed by any other source. The
City will not transmit solicitation documents to prospective Bidders by way of a facsimile
machine.
b) It is the responsibility of the Bidder to seek clarification of any requirement that may not be
clear. This includes a review of all solicitation documents.
c) Questions concerning this request shall be submitted via e-mail to the attention of the
Procurement Officer by the last date for questions as reflected on the Notice to Bidders
document. A written response in the form of an addendum will be posted on the City's
website for all Proposers to download. It is the responsibility of the Proposer to review all
addendums.
d) Any interpretation, correction or change of the solicitation documents will be made by
published Addendum on the City's website. Interpretations, correction, and changes to the
solicitation documents made in any other manner will not be binding.
e) Bidders shall acknowledge the receipt of any addendum.
B-2) The Cone of Silence:
a) The Cone of Silence is designed to protect the integrity of the procurement process by
shielding it from undue influences.
b) 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 City staff, City consultants, City legal counsel, City agents, or
elected officials.
c) 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.
B-3) Exceptions to the Cone of Silence:
Exceptions to the Cone of Silence include:
a) Written communications directed to the Procurement Officer.
b) All communications occurring at pre-bid meetings.
c) Oral presentations during finalist interviews, negotiation proceedings, or site visits.
d) Oral presentations before publicly noticed committee meetings.
e) Contractors already on contract with the City to perform services for the City are allowed
discussions necessary for the completion of an existing contract.
f) Procurement of goods or services for emergency situations.
B-4) Investigation:
a) The Bidder shall carefully examine all forms included in the solicitation package.
b) It shall be the responsibility of the Bidder to make any and all investigations necessary to
become thoroughly informed of what is required and specified in the solicitation.
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General Instructions Regarding the Solicitation of Construction and Contracted Services
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EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
c) The Bidder shall inspect in detail the site of the proposed work or services and familiarize
himself or herself with all the local conditions affecting the work or services and the detailed
requirements of delivery, installation, or construction.
i) If the site of the work is an area restricted from the general public, an opportunity will
be provided for Bidders to perform this inspection.
ii) If the site of the work is an area open to the general public, the Bidder may perform
their inspection at a time of their choosing.
d) No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist,
because of failure or omission on the part of the Bidder to make the necessary examinations
and investigations, will be accepted as a basis for varying the requirements of the City or
the compensation to the Bidder.
e) The submission of a Proposal shall be considered conclusive evidence that the Proposer has
investigated and is satisfied as to all conditions to be encountered in performing the work
or service, and is fully informed as to the character, quality, quantities, and costs of the
work or services to be performed and materials to be furnished, and as to the requirements
of the solicitation.
B-5) Offers:
a) Offers including goods or equipment must include Manufacturer's warranties, and/or
guarantees.
b) Offers including service during the warranty/guarantee period must include, in writing, any
restrictions, and/or associated costs.
c) FORMAL OFFERS must be submitted on the forms provided, completed in ink or
typewritten, with all blank spaces filled in, properly signed in ink in the proper spaces and
submitted in a sealed envelope and delivered to: City of Wheaton 303 W. Wesley St.-1st
Floor Finance Counter, Wheaton, IL 60187 prior to the bid opening date and time.
d) Bidders may attach separate sheets of paper for the purpose of explanation, exception, or
alternate proposal and to cover required unit prices. All such attachments must be no larger
than 8.5 x 11 inches.
e) No erasures are permitted. Mistakes may be crossed out and corrections typed adjacent,
initialed, and dated in ink by the person signing the offer.
f) Offers must reference the project name and date of the Bid opening. Documents should
not utilize binders, folders, or papers larger than 8.5 x 11.
g) Bids shall be identified as such on the outside of the sealed envelope by marking the
envelope "SEALED BID" and with the following information: Company name, address, item,
or service proposing, date and time of opening.
h) Delivery of an offer is acceptance of the City's Agreement. Proposals containing terms and
conditions contrary to those specified may be considered non-responsive.
i) The City shall not accept an offer which is based upon any other offer, contract, or reference
to any other document or numbers not included in the solicitation documents.
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General Instructions Regarding the Solicitation of Construction and Contracted Services
Revised January 2026

EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
B-6) Order of Precedence:
a) Wherever requirements are in conflict, the order of precedence shall be as follows: City
Agreement, City Specifications, City Special Terms and Conditions, City General Terms and
Conditions.
b) City requirements take precedence over Bidder's offer.
B-7) Signatures as Offer:
a) Solicitation documents, including but not limited to completed bid certification forms, shall
be signed by an officer or employee of the Bidder having the authority to bind the company
or firm by signature. All signatures must be properly done in ink in the proper spaces.
i) Individuals or sole proprietorships shall be signed by a person with the authority to
enter into legal binding contracts. Said individual shall use his/her usual signature.
ii) Partnerships shall be signed with the partnership name by one of the members of the
partnership, or an authorized representative, followed by the signature and title of the
person signing.
iii) Corporations shall be signed with the name of the corporation, followed by the
signature and title of the person authorized to bind it in the matter, and shall be
attested to by the corporate secretary or other authorized officer of the corporation.
b) The timely delivery of a signed bid is an offer to contract with the City based on the terms,
conditions and specifications contained in the City's Invitation to Bid.
c) If the offer is accepted, the Bidder shall be responsible for all errors in the offer resulting
from the Bidder's failure to comply with these instructions and the City shall not be
responsible for any charge for extra work or change in anticipated profits resulting from
such failure or neglect.
d) An accepted offer shall become part of the Agreement entered into between the City and
Bidder.
B-8) Modification/Withdrawal of Offers:
a) A Bidder may correct, modify, or withdraw its offer by making a request in writing to the
City Procurement Officer prior to the time and date of bid opening.
b) All corrections and modifications must be delivered to the City Procurement Department in
a sealed envelope with a notation on the envelope indicating that it contains a modification
or correction to the original offer submitted, and identifying the bid by name, number, and
opening date.
c) Offers may not be withdrawn or revised after the due date without the approval of the
Procurement Officer.
d) Negligence in preparing an offer confers no right of withdrawal or cancellation after
opening / due date.
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General Instructions Regarding the Solicitation of Construction and Contracted Services
Revised January 2026

EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
B-9) Timeframe and Consequences:
a) It is the sole responsibility of the Bidder to ensure that the offer is received by the City
Procurement Department prior to the bid opening date and time stated on the Notice to
Bidders.
b) Late offers will not be accepted or opened. Offers arriving after the specified bid opening
date and time, whether sent by mail, courier, or in person, will not be accepted and will be
refused and returned unopened. Any offer submitted to any other office or department of
the City and received by the Procurement Department after the deadline for receipt of bids
shall not be accepted. Mailed offers which are delivered after the specified bid opening
date and time will not be accepted regardless of postmarked time on the envelope.
c) Unless otherwise specified in the solicitation, offers shall be binding for ninety (90) calendar
days following the due date.
d) No responsibility will attach to the City Procurement Officer or to the City for the premature
or non-opening of an offer not properly addressed and identified, except as otherwise
provided by law.
B-10) Public Openings:
a) Formal sealed offers will be publicly opened at the time and location stated. The
Procurement Officer shall read the name of the Bidder and the offered price. After the
opening an apparent low bid will be announced. The award will be based on analysis of
costs, deviations, City budget, and approval by the City Council.
b) The City shall make every effort to publish the Results of Openings on the City's website
within approximately three (3) business days.
c) Bidders are encouraged to attend all openings and to offer constructive suggestions for
improvements to the solicitation process, to increase competition, and ways in which the
City may achieve greater savings and increased transparency.
d) Despite the reading of offers at a public opening, if the offers are thence rejected and thus
subject to rebid, the read results will not be published and will be exempt from FOIA
requests.
C. REQUIREMENTS:
C-1) Brand Names or Equal:
a) Specifications are prepared to describe the goods and services which the City deems to
be in its best interests to meet its performance requirements. These specifications shall
be considered the minimum standards expected of the contractor.
b) If an offer does not indicate deviations or alternatives to the specifications, the City shall
assume the offer is fully compliant with all specifications.
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General Instructions Regarding the Solicitation of Construction and Contracted Services
Revised January 2026

EXHIBIT A
GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF
CONSTRUCTION AND CONTRACTED SERVICES
c) Specifications are not intended to exclude potential contractors. Any reference in the
City's specifications to a brand name, manufacturer, trade name, catalog number or the
like is descriptive, not restrictive, indicating materials that are satisfactory.
d) Consideration of other makes and models will be considered, provided the Bidder submits
a request for pre-approval by the last date for questions stated on the Notice to Bidders.
The Bidder should state exactly what they propose and attach a cut sheet, illustration or
other descriptive matter which will clearly indicate the character of the item. A written
response in the form of a public addendum will be published on the City's website.
C-2) Quantities:
a) All quantities represent an estimate of the quantity of the work to be done and/or
materials to be ordered. It is given as a basis for comparison of offers and to determine
the awarding of the Contract.
b) The City does not expressly or by implication agree that the actual quantities involved will
correspond to the published estimate. The Bidder accepts that the quantities stated are
estimates only and will not hold the City bound to said number.
c) The City reserves the right to modify the estimates, or remove them in their entirety,
whichever is in the best interests of the City.
C-3) Bid Bonds:
a) When specifically requested by the City, the Bidder shall provide a Bid Bond / Bid Deposit
of 10% of the full Contract price. NOTE: for solicitations involving IDOT specifications and
special provisions, this amount supersedes any amount specified by the Illinois
Department of Transportation's Bureau of Local Roads and Streets ("BLRS") Special
Provisions for Bidding Requirements and Conditions for Contract Proposals as may be
incorporated on IDOT Form BLR 12200 and as may otherwise be incorporated as a special
provision in the contract documents.
b) If a Bid Bond (preferred), an original shall be submitted with the bid. If in the form of a
certified check or a bank cashier's check, it is made payable to the City of Wheaton. Checks
will be retained by the City until an award is fully executed, at which time the checks will
be promptly returned to the unsuccessful Bidders.
c) The Bid Deposit check of the successful Bidder will be retained until the Contract has been
executed and all required documents, including a Performance Bond if requested, are
received.
d) The Bid Deposit check of the successful Bidder shall be forfeited to the City if the Bidder
withdraws its offer, or neglects, refuses or is unable to enter into a Contract within five
(5) business days after Notice of Award.
e) If the Bidder chooses to use a Bid Bond, the Bid Bond must be in compliance with all bond
requirements mandated by the State of Illinois.
C-4) Deviations to Requirements and Alternative Offers:
a) If the Bidder is unable to meet most of the specifications but believes their
product/work/services will meet the needs of the City, the Bidder should submit an
Alternate Bid and include material specification sheets, performance data, or other
documentation justifying consideration.
Page 6 of 17
General Instructions Regarding the Solicitation of Construction and Contracted Services
Revised January 2026