LANDSCAPING REMOVAL & REPLACEMENT

INVITATION FOR BIDS (IFB) NO. DCH-C311892-26
LEWIS COURT
LANDSCAPING REMOVAL & REPLACEMENT
PROJECT
Housing Authority of the County of DeKalb
Issued March 16, 2026

INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
Table of Contents
Invitation For Bid ........................ .................................................. 03
1.0 Housing Authority Reservation Rights................................................ 04
2.0 Project Overview .......................................................................... 06
3.0 Bid Format ................................................................................. 08
3.0.1 Bid Tab Submittal ............... ................................................ 08
3.18 Required Tabs & Forms Table ............................................... 16
4.0 Bid Evaluation ............................................................................. 16
5.0 Contract Award ........................................................................... 18
6.0 Prompt Action by Successful Bidders ............................................... 20
7.0 Additional Considerations............................................................... 23
8.0 Recap of Attachments ................................................................... 24
Bid Form Attachment A
Scope of Work Attachment B
Bid Bond Form Attachment C
Section 3 Requirements Attachment D
Profile of Firm Form Attachment E
Non-Collusive Affidavit Form Attachment F
Hold Harmless Form Attachment G
Non-Segregated Facilities Form Attachment H
Equal Employment Opportunity Certificate Form Attachment I
Davis Bacon Wage Rate Determination Attachment J
5369 & 5369A Forms Attachment K
5370EZ Form Attachment L
50071 Attachment M
Certificate of Payments to Influence Federal Transactions
Drawing (Landscaping Design Plan) Attachment N
Sample Contract Document Attachment O
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
HACD CONTACT PERSON: Randy Bourdages
rbourdages@dekcohousing.com
815-758-2692 ext. 122 ............(Office)
815-739-0010 ..........................(Cell)
HOW TO OBTAIN THE IFB DOCUMENTS: 1. Access http://www.dekcohouisng.com
2. Select the Procurement
3. Scroll down and download IFB NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL &
REPLACEMENT PROJECT
4. Download and save the IFB to your computer.
IFB RELEASE DATE: Monday, March 16, 2026,
PRE-BID CONFERENCE: (JOB WALK) Tuesday March 31, 2026 @ 10:00 AM
720 14TH Street DeKalb IL 60115 - Parking Lot
NOTE: JOB WALK ATTENDANCE IS NOT MANDATORY
BUT HIGHLY ENCOURAGED. PLANS WILL NOT BE
PROVIDED FOR THIS PROJECT, EACH POTENTINAL
BIDDER MUST TAKE THEIR OWN MEASUREMENTS.
Prospective bidders should attend the pre-bid
conference (job walk). The purpose is to consider
prospective bidders' questions and concerns on
the proposed project(s).
DEADLINE FOR SUBMITTING QUESTIONS / Wednesday, April 15, 2026
REQUEST FOR INTERPRETATIONS: (RFI's)
BID SUBMITTAL DEADLINE - BID OPENING: Wednesday April 22, 2026 @ @2:30 pm
310 N 6th Street
DeKalb IL 60115
Bids shall be submitted to the Housing Authority of
DeKalb County. (HACD), HACD Central Office is located at
310 N 6th Street, DeKalb, IL 60115; Attention: Randy
Bourdages. Bids shall be promptly opened in public at
said address.
NOTE: HACD reserves the right to deviate from Notices of any such decisions or modifications will be
this timeline and/or modify the Scope of Work located at: http://www.dekcohouisng.com
at any time!
**This is a Davis-Bacon Wages Job** Wage Determination: IL20260065 01-02-2026 MOD 0
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
INVITATION FOR BIDS (IFB) NO. DCH-C311892-26
HOUSING AUTHORITY RESERVATION OF RIGHTS:
1.0 Right to Reject, Waive, or Terminate the IFB. HACD reserves the right to reject any or all bids,
to waive any informality in the IFB process, or to terminate the IFB process at any time, in its
sole and absolute discretion, if deemed by HACD to be in its best interests.
1.1 Right to Not Award. HACD reserves the right not to award a contract pursuant to this IFB.
1.2 Right to Terminate. HACD reserves the right to terminate a contract awarded pursuant to this
IFB, at any time for its convenience upon five (5) calendar day's written notice to the successful
bidder(s).
1.3 Right to Determine Time and Location. HACD reserves the right to determine the days, hours,
and locations that the successful bidder(s) shall provide the services called for in this IFB.
1.4 Right to Determine Financial Responsibility and Viability. HACD reserves the right to require of
bidder information regarding financial responsibility and viability or such other information as
HACD determines is necessary to ascertain whether a bid is in fact the lowest responsive and
responsible bid submitted.
1.5 Right to Retain Bids. HACD reserves the right to retain all written bids submitted to HACD in
response to this IFB, and not permit withdrawal of same for a period of 60 calendar days
subsequent to the deadline for receiving said bids. HACD may permit the withdrawal of bids
when requested in writing by the bidder and such request is approved in writing by HACD
Contracting Officer (CO) in his/her sole and absolute discretion.
1.6 Right to Reject Any Bid. HACD reserves the right to reject and not consider any bid that does
not meet the requirements of this IFB, including but not necessarily limited to incomplete bids
and/or bids offering alternate or non-requested services.
1.7 No Obligation to Compensate. HACD shall have no obligation to compensate any bidder for any
costs incurred in responding to this IFB.
1.8 Right to Amend Prior to Award. HACD reserves the right to, prior to award, revise, change,
alter or amend any of the instructions, terms, conditions, and/or specifications identified within
the IFB documents issued, within any attachment or drawing, or within any addenda issued. All
addenda will be posted on the Housing Authority of the County of DeKalb 's website at
www.dekcohouisng.com and/or Housing Agency Marketplace System (hereinafter, the "noted
Internet System" or the "System"). Such changes that are issued before the bid submission
deadline shall be binding upon all prospective bidders. HACD reserves the right to amend the
contract any time prior to contract execution.
1.9 Right to Issue New Bids. In the event HACD rejects all bids submitted, HACD reserves the right
to re-advertise this IFB for new bids, to modify this IFB and re-advertise for new bids or to
proceed to have the work completed otherwise.
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
1.10 Right to Cancel Award. HACD reserves the right to, without any liability; cancel the award of
any bid(s) at any time before the execution of the contract documents by all parties.
1.11 Right to Revise Quantities. HACD reserves the right to reduce or increase estimated or actual
quantities in whatever amount necessary without prejudice or liability to HACD under the
following conditions:
1.11.1 Funding is not available.
1.11.2 Legal restrictions are placed upon the expenditure of monies for this category of
service or supplies; or,
1.11.3 HACD's requirements in good faith change after the award of the contract.
1.11.4 Right to Require Additional Information. HACD reserves the right to require additional
information from all prospective bidders to determine level of responsibility. Such
information shall be submitted in the form and time frame required by HACD.
1.12 Right to Require Accurate Timesheets. HACD reserves the right to require the successful bidder
to keep accurate timesheets for all employees assigned to perform any project, task, or
assignment resulting from this IFB and any resulting contract.
1.13 Right to Contact. HACD reserves the right to contact any individuals, entities, or organizations
that have had a business relationship with the bidder regardless of their inclusion in the
reference section of the bid submittal.
1.14 Right to Seek Restitution. In the event any contract resulting from this IFB is prematurely
terminated due to nonperformance and/or withdrawal by the successful bidder, HACD reserves
the right to seek monetary restitution (to include but not limited to withholding of monies
owed) from the successful bidder to cover costs for interim services and/or cover the difference
of a higher cost (difference between the terminated successful bidder's rate and new
company's rate) beginning the date of successful bidder's termination through the contract
expiration date.
1.15 Right to Amend Prior to Contract Execution. HACD reserves the right to amend the contract
any time prior to contract execution.
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
2.0 PROJECT OVERVIEW: The Housing Authority of the County of DeKalb (HACD) is soliciting bids from
qualified, licensed, and bonded contractors to provide landscaping services for the removal of old
landscaping ground material and replace them with new plants and ground material as specified in the
landscape design drawings. The Scope of Work and specifications can be found under Attachment B
on page 24.
2.1 Construction Planning: The units will be occupied by tenants during the project so the contractor
will need to take that into consideration as they are working outside of these units. HACD requires
the successful bidder to have a complete plan schedule in place before commencing work and to
have that plan approved by the project manager or their contracting officer at least ten (10)
working days before the projected start date. The project can start once contractor receives the
Notice to Proceed.
2.2 GENERAL SPECIFICATIONS OF THE PROJECT:
2.2.1 The work under this IFB shall be performed at Lewis Court, located at 720, 730, 760,
802 14th Street & 1428 Lewis Street DeKalb, IL 60115, which is located within the
County of DeKalb, State of Illinois and shall include furnishing all labor, equipment,
tools, supplies, services, and incidentals, and performing all work necessary for the
2.2.2 Refer to the complete Scope of Work and specifications sheet listed under Attachment
B, attached hereto, and incorporated herein by this reference.
2.2.3 Measurements: The Prospective bidder will be provided with drawings that will
include the layout for the landscaping project for this project.
2.2.4 Waste: The Successful bidder is to ensure proper dumping of all waste and
components from the site in an approved, legal landfill. The successful bidder shall
provide a cleared site free of all debris, contractor equipment, etc., off-site daily. HACD
refuse containers may be used for disposal of any waste material from the old
landscaping material such as plants, mulch and not limited too.
2.2.5 Barriers: Provide as required to prevent public entry to construction areas and to
protect existing facilities and adjacent properties from damage from construction
operations.
2.2.6 Noise Control: Conform to requirements of CAL-OSHA. Confine construction activities
which utilize equipment and power tools, or which produce similar levels of noise,
between 7:00 AM to 5:00 PM, Monday through Friday.
2.2.7 Dust Control: Provide positive methods and apply dust control materials to minimize
raising dust from construction operations and provide positive means to prevent
airborne dust from dispersing into the atmosphere.
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
2.3 Field Verification: Successful bidder is responsible to field verify existing conditions and promptly
notify the HACD if discrepancies in and omissions from the plans, specifications or other contract
documents are found in the field, including unforeseen conditions that may affect the successful
completion of the project and/or work. Contractors will have access to the job site during the
scheduled job walk.
2.4 Explanations and Interpretations to Prospective Bidders: Any prospective bidder desiring an
explanation or interpretation of the solicitation, specifications, drawings, etc., must request it at
least ten (10) calendar days before the scheduled time for bid opening. Requests may be oral or
written. Oral requests must be confirmed in writing. The only oral clarifications that will be
provided will be those clearly related to solicitation procedures, i.e., not substantive technical
information. No other oral explanation or interpretation will be provided. Any information given a
prospective bidder concerning this solicitation will be furnished promptly to all other prospective
bidders as a written amendment to the solicitation, if that information is necessary in submitting
bids, or if the lack of it would be prejudicial to other prospective bidders. Any information obtained
by, or provided to, a bidder other than by formal amendment to the solicitation shall not
constitute a change to the solicitation.
2.5 Interpretation of the Documents: Discrepancies in and omissions from the plans, specifications or
other contract documents, or questions as to their meaning shall, at once, be brought to the
attention of HACD. Any interpretation of the documents will be made only by amendment duly
issued and a copy of such amendment will be mailed or delivered to each person or firm receiving
a set of such documents. HACD will not be responsible for any other explanations or
interpretations. Should anything in the scope of the work or any of the sections of the
specifications be of such nature as to be apt to cause disputes between the various trades
involved, such information shall be promptly called to the attention of HACD.
2.6 Amendments to the IFB: If this solicitation is amended, then all terms and conditions which are
not modified remain unchanged. Bidders shall acknowledge receipt of any amendment to this
solicitation by signing and returning the amendment, or by letter, telegram, or facsimile, if those
methods are authorized in the solicitation. HACD must receive acknowledgement by the time and
at the place specified for receipt of bids. Bids which fail to acknowledge the bidder's receipt of any
amendment may result in the rejection of the bid if the amendment(s) contained information
which substantively changed HACD' requirements. Amendments will be on file in the offices of the
HACD at least 7 calendar days before bid opening.
2.7 Caution to Bidders: Prospective bidders are cautioned not to merely examine the plans and
specifications in making their bid, since requirements are imposed upon the bidder by various
other portions of this IFB and the Contract Documents.
2.8 Federal Funding: This project is being financed with Community Development Block Grant funds
from the U.S. Department of Housing and Urban Development (24 CFR Part 570) and subject to
certain requirements including: compliance with Section 3 (24 CFR Part 75) Economic
Opportunities requirements; payment of Federal Davis-Bacon prevailing wages; Federal Labor
Standards Provisions (HUD 4010); Executive Order #11246; and others. Information pertaining to
the Federal requirements is on file with the County of DeKalb Department of Housing and
Workforce Solutions.
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
3
BID FORMAT:
3.0 Bid Submittal Process: All bidders will submit the documentation/ information seal bid by the due
date specified on page 3, HACD will notify the winning bidder within five (5) business days after
bids have been received.
3.1 Bidder's Security: Bids in excess of twenty-five thousand dollars ($25,000) shall be
accompanied by a bid guarantee of not less than ten percent (10%) of the amount of the bid,
including the aggregate of all separate bid items and schedules covered by the bid, which may be:
bid bond, money order, certified check or bank draft, U.S. Government Bonds at par value, or a bid
bond secured by a surety company acceptable to the U.S. Government and authorized to do
business in the state where the work is to be performed. The Form of Bid Bond (Attachment C)
must be fully completed, executed, and notarized where provided thereon and submitted under
tab 3 (above) as a part of the bid submittal. Said check or bond shall be made payable to HACD
and shall be given as a guarantee that the Bidder, if awarded the Work, will enter into an
Agreement with HACD and will furnish the necessary insurance certificates, Payment Bond, and
Performance Bond. Each of said bonds and insurance certificates shall be in the amounts of stated
in the Standard Specifications or Special Provisions. In case of refusal or failure of the successful
Bidder to enter into said Agreement, the check or Bid Bond, as the case may be, shall be forfeited
to HACD. If the Bidder elects to furnish a Bid Bond as its security, the Bidder shall use the Bid Bond
from bound herein, or one conforming substantially to it in form.
3.2 Davis-Bacon Act Wage Determination: For all construction contracts awarded by in excess of
$2,000, when required by Federal Grant Program legislation, Contractor hereby agrees to comply
with the Davis-Bacon Act (40 U.S.C., 276a to 276a-7) as supplemented in. Department of Labor
Regulations (29 CFR Part 5). Therefore, by submitting a bid, each bidder is thereby agreeing to and
verifying that he/she will not pay his/her employees less than the wage rate listed in the following
table. Therefore, it shall be mandatory upon the contractor to whom the contract is awarded, and
upon each subcontractor under him, to pay all laborers and workmen employed in the execution
of the contract not less than the applicable wage rates for each craft or type of laborer or
workman so employed.
3.3
Mod. Revision Date
General Decision Number Number
IL20260065 0 1-02-2026
3.4 Wage Decision Effective Date ("Lock-In" Date): General wage decisions shall be locked-in on the
date bids are opened (bid opening date) provided that the contract is awarded within 90 days after
bid opening. However, if the contract is awarded more than 90 days after the bid-opening, the
contract award date "locks-in the wage decision. For contracts, purchase orders or other
agreements for which there is no bid opening or award date, the construction start date is the
lock-in date (HUD Handbook 1344.1, REV 2).
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
3.5 Prevailing Wages: Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates,
including the per diem wages applicable to the work, and for holiday and overtime work, including
employer payments for health and welfare, pension, vacation, and similar purposes, in the County
of DeKalb in which the work is to be done, have been determined by the Director of the
Department of Industrial Relations, State of Illinois. These wages are set forth in the General
Prevailing Wage Rates for this project, available from the Illinois Department of Industrial
Relations' Internet web site at www.dir.ca.gov.
Future effective prevailing wage rates which have been predetermined and are on file with the
Illinois Department of Industrial Relations, are referenced but not printed in the general prevailing
wage rates.
The Federal minimum wage rate requirements, as predetermined by the Secretary of Labor, are
set forth in the books issued for bidding purposes, referred to herein as Project Bid Documents
(Special Federal Provisions), and in copies of this book which may be examined at the office
described above where the project plans, special provisions, and proposal forms may be seen.
Addenda to modify the minimum wage rates, if necessary, will be issued to holders of the Project
Bid Documents.
3.6 Preemption of State Prevailing Wage Requirements: A prevailing wage rate (including basic hourly
rate and any fringe benefits) determined under State law to be prevailing with respect to an
employee in any trade or position employed under this contract shall be inapplicable to a contract
or HACD performed work item for the development, maintenance, and modernization of a project
(24 CFR Part 965.101).
3.7 Public Works Registration Program: SB 854 was signed into law on June 20, 2014, and became
effective immediately, made several significant changes to laws pertaining to the administration
and enforcement of prevailing wage requirements by the Department of Industrial Relations (DIR).
The fees collected through this new program will be used to fund all of DIR's public works
activities, including compliance monitoring and enforcement, the determination of prevailing wage
rates, public works coverage determinations, and hearing enforcement appeals. Contractors will
be subject to a registration and annual renewal fee that has been set initially at $300. The fee is
non-refundable and applies to all contractors and subcontractors who intend to bid or perform
work on public works projects (as defined under the Labor Code). Contractors will apply and pay
the fee online and must meet minimum qualifications to be registered as eligible to bid and work
on public works projects. Under the new program, contractors and subcontractors will be required
to register before bidding and entering into public works contracts on state and local public works
projects. To implement the program, the DIR has established an online registration system
(www.dir.ca.gov/Public-Works/PublicWorks.html) which went live on July 1, 2014. Only
contractors who have registered through the program may bid on public works projects beginning
March 1, 2015 and may enter into public works contracts beginning April 1, 2015. (See Update
Below).
3.8 Public Works Registration Program Update: SB 96 was enacted on June 27, 2017. Amongst other
things, the bill makes changes to Labor Code sections 1725.5, 1771.1 and 1773.3 and Public
Contract Code section 4104. Moving forward, DIR notification of an award of a public project will
only be required for projects greater than $25,000 for construction, alteration, demolition,
installation, or repair work, or projects greater than
$15,000 for maintenance work. The law also now requires that bidders provide the DIR registration
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INVITATION FOR BID (IFB) NO. DCH-C311892-26
LEWIS COURT LANDSCAPING REMOVAL & REPLACEMENT PROJECT
numbers for all subcontractors listed in a bid for a project.
3.9 Bid Submission: All bids must be submitted and time-stamped received in the designated HACD
office no later than the submittal deadline stated herein (or within any ensuing amendment). A
total of one (1) original signature copy (marked "ORIGINAL" and "SEALED BID") of the bid submittal
shall be placed unfolded in a sealed package and addressed to:
Housing Authority of the County of DeKalb (HACD)
Attention: Randy Bourdages, Contracting Officer
310 N 6th Street DeKalb IL 60115
The package exterior must clearly include the following, "IFB No. DCH-C311892-26 Lewis Court
Landscaping Removal & Replacement Project" and must have the bidder's name and return
address. Bids received after the published deadline will not be accepted. Email delivery shall not be
a substitute for or waive physical delivery of the bid by the deadline.
Bid Acceptance Period: The acceptance period is the number of calendar days available to
HACD for awarding a contract from the date specified in this solicitation for receipt of bids. HACD
requires a minimum acceptance period of ninety 90 calendar days. A bid allowing less than HACD's
minimum acceptance period will be rejected.
3.10 Submission Conditions: DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR
REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Bidders
are not allowed to change any requirements or forms contained herein, either by making or
entering onto these documents or the documents submitted any revisions or additions; and if any
such additional marks, notations or requirements are entered on any of the documents that are
submitted to HACD by the bidder, such may invalidate that bid. If, after accepting such a bid, HACD
decides that any such entry has not changed the intent of the bid that HACD intended to receive,
HACD may accept the bid and the bid shall be considered by HACD as if those additional marks,
notations or requirements were not entered on such.
By accessing the noted Internet Site, registering and downloading these documents, each
prospective bidder that does so is thereby agreeing to confirm all notices that HACD delivers to
him/her as instructed, and by submitting a bid, the bidder is thereby agreeing to abide by all terms
and conditions published herein and by amendment pertaining to this IFB.
3.11 Submission Responsibilities: It shall be the responsibility of each bidder to be aware of and to
abide by all dates, times, conditions, requirements and specifications set forth within all
applicable documents issued by HACD, including the IFB document, the documents listed in the
attachments section, and any amendments and required attachments submitted by the bidder. By
virtue of completing, signing and submitting the completed documents, the bidder is stating
his/her agreement to comply with the all conditions and requirements set forth within those
documents. Written notice from the bidder not authorized in writing by the CO to exclude any of
HACD requirements contained within the documents may cause that bidder to not be considered
for award.
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