MEP Relocation and Sidewalk Vault Fill

SECTIONI
REQUESTFORBIDS
INSTRUCTIONS AND SPECIFICATIONS FOR:
120 N. Oak Park Avenue - MEP Relocation and Sidewalk Vault Fill
Bid Number: 25-201
Issuance Date: 6/25/2026
The Village of Oak Park (VOP) will receive bids from qualified contractors to relocate existing MEP
equipment and fill an existing sidewalk vault, at 120 N. Oak Park Avenue, Oak Park, Illinois, 60301
(hereinafter referred to as the "Project"). Bids will be accepted at the Public Works Center, 201
South Blvd., Oak Park, IL 60302 Monday through Thursday, 8:30 a.m. to 4:00 p.m. and on Friday
8:30 a.m. to 12:00 p.m. local time until 4:00 p.m. on Monday, July 20, 2026. The public bid opening
will be held at the Oak Park Public Works building, 201 South Blvd., Oak Park, IL, 60302, 2nd
Floor conference room at 4:15 p.m. on July 20, 2026.
There will be two pre-bid meetings during the bid process, the first will be a mandatory pre-bid
meeting at 120 N. Oak Park Avenue, Oak Park, IL on Tuesday, July 7, 2026, at 9 a.m., and the
second, a non-mandatory pre-bid meeting at 120 N. Oak Park Avenue on Tuesday, July 9, 2026 at
9 a.m. Prospective bidders are encouraged to attend the pre-bid meetings to inspect site conditions
and obtain other pertinent information about the scope of work. Bids received from bidders who
do not send a representative to the mandatory pre-bid meeting on July 7 will not be accepted.
Specifications and bid forms may be obtained at http://www.oak-park.us/bid or at the
Public Works Center at the address listed above or by calling 708-358-5700.
The Village of Oak Park Board of Trustees reserves the right to accept or reject any and all bids or
to waive technicalities, or to accept any item of any bid. Information is available from the Village
Engineer, Bill McKenna at 708-358-5700 or bmckenna@oak-park.us.
Do not detach any portion of this document. Upon formal award to the successful bidder, a
written agreement will be executed for the Project in substantially the form attached.
Q&A
Questions on the contract documents or plan drawings during the bid process shall be submitted to
Lauren Wojcik, lwojcik@oak-park.us. All questions are due by July 10 at 4:00 p.m.

Submission of Bids
The bid shall be submitted on the bid form included herewith. The bid shall be submitted in a
sealed envelope marked "BID: 25-201 120. N Oak Park Avenue - MEP Relocation and Sidewalk
Vault Fill", shall bear the return address of the bidder, and shall be addressed as follows:
TO: Bill McKenna
Village Engineer
Department of Public Works
201 South Blvd.
Oak Park, IL 60302
2

SECTION II
BID INSTRUCTIONS, TERMS AND CONDITIONS
Preparation and Submission of Bid
All bids must be delivered to the Public Works Center by the specific time indicated on the cover
page. Bids arriving after the specified time will not be accepted. Mailed bids that are received by
the Village after the specified hour will not be accepted regardless of the post-marked time on
the envelope. Bids must be signed by an officer of the company who is authorized to enter into
agreements on behalf of the company. Bids shall be sealed in an envelope and marked as stated
on the cover page.
Bid Bond
The Bidder shall provide a bid bond in the amount of ten percent (10%) of the total bid price. The
attached form may be used or the bidder may provide cash or a certified check in the amount
specified. Bid bond amounts shall be based on all proposed work where estimated amounts have
been provided by VOP. Do not include unit price amounts where work is "On-Demand" or "As
Required". The bid bonds, cash or checks will be returned once the selected bidder has entered
into an Agreement for this work and provided the contract bond in the amount of 100% of the
total contract cost.
Contract Bond
The successful bidder shall, within ten (10) calendar days after award of the bid, furnish a contract
bond in the amount of 100% of the total contract cost. The bond shall ensure faithful
performance of the work, and the payment for materials, labor and of the subcontractors. The
bond shall be with a surety or sureties with a rating of "A" or better by A.M. Best and Company
and such sureties shall be approved by VOP. Bonds in the form of certified or cashier's check
shall be made payable to the Village of Oak Park. The contract bond shall be furnished in the
same number of copies as the number of copies of the Agreement to be executed. See section
XII for a sample copy of the contract bond.
Contract Term
The initial contract term shall be from the date of award to February 5, 2027. The Village has the
right to extend the contract term if a contract extension is warranted. The bidder shall commence
work for the Project within fourteen (14) days of receipt of a notice to proceed from the Village
Engineer or his designee. All work shall be completed in accordance with the detailed
specifications set forth herein, unless the Village Engineer grants an extension.
Bid Alternate #1: If the alternate proposal is accepted, the contract term shall be from the date
of award to November 6, 2026. All work as described in the contract and project documents shall
remain the same if the alternate bid is to be accepted. The Village has the right to extend the
contract term if a contract extension is warranted. The bidder shall commence work for the
Project within fourteen (14) days of receipt of a notice to proceed from the Village Engineer or
his designee. All work shall be completed in accordance with the detailed specifications set forth
herein, unless the Village Engineer grants an extension.
3

Recertification
If the Village extends the contract for any period of time, the bidder shall provide the Village with
a renewed certification in the form in Section V indicating that it continues to be eligible to
contract with units of local government. If a contractor or subcontractor is not able to certify
that it continues to meet all requirements, it shall provide a detailed explanation of the
circumstances leading to the change in certification status.
4

Award of Agreement
The Agreement will be awarded in whole or in part to the responsible bidder whose bid,
conforming to the request for bids, will be most advantageous to the Village; price and other
factors considered.
Costs of Preparation
The Village will not be responsible for any expenses incurred in preparing and submitting a bid
or entering into the applicable Agreement.
Taxes not Applicable
The Village of Oak Park, as an Illinois municipality, pays neither Illinois Sales Tax nor Federal Excise
Tax (State Tax Exemption Identification Number VOP - E9998-1823-06 and PDOP - E9997-9934-
07). Contractors should exclude these taxes from their prices.
Withdrawal of Bids
Any contractor may withdraw its bid at any time prior to the time specified in the advertisement
as the closing time for the receipt of bids, by signing a request therefore. No contractor may
withdraw or cancel its bid for a period of sixty (60) calendar days after the advertised closing time
for the receipt of bids. The successful contractor may not withdraw or cancel its bid after having
been notified that the bid was accepted by the VOP.
Investigation of Contractors
The VOP will make such investigations as are necessary to determine the ability of the contractor
to fulfill bid requirements. If requested, the contractor should be prepared to present evidence
to the VOP of ability and possession of necessary facilities and financial resources to comply with
the terms of the attached specifications and bids. In addition, the contractor shall furnish the
VOP with any information the VOP may request, and shall be prepared to show completed work
of a similar nature to that included in its bid. The VOP reserves the right to visit and inspect the
premises and operation of any contractor.
Rejection of Contractor
The VOP will reject any bid from any person, firm or corporation that appears to be in default or
arrears on any debt, agreement or the payment of any taxes. The VOP will reject any bid from a
contractor that failed to satisfactorily complete work for the VOP under any previous agreement.
Conditions
Contractors are advised to become familiar with all conditions, instructions and specifications
governing the work. Contractors shall be presumed to have investigated the work site, conditions
and scope of the work before submitting a bid.
Compliance with Applicable Laws
The bidder will strictly comply with all ordinances of the VOP and Village Code and laws of the
State of Illinois.
5

Governing Law
All agreements entered into by the VOP are governed by the laws of the State of Illinois without
regard to conflicts of law. Any action brought to enforce an agreement with the VOP must be
brought in the state and federal courts located in Cook County, Illinois.
Subletting of Agreement
No agreement awarded by the VOP shall be assigned or any part sub-agreement without the
written consent of the Village or as noted in the contractor's bid. In no case shall such consent
relieve the contractor from its obligations or change the terms of the Agreement.
Interpretation of Agreement Documents
Any contractor with a question about this bid may request an interpretation thereof from the
VOP. If the VOP changes the bid, either by clarifying it or by changing the specifications, the VOP
will issue a written addendum, and will email a copy of the addendum to all prospective bidders.
The VOP will not assume responsibility for receipt of such addendum. In all cases, it will be the
bidder's responsibility to obtain all addenda issued. Bidders will provide written
acknowledgment of receipt of each addendum issued with the bid submission.
Minority Business and Women Business Enterprise Requirements
The VOP, in an effort to reaffirm its policy of non-discrimination, encourages the efforts of
contractors and subcontractors to take affirmative action in providing for Equal Employment
Opportunity without regard to race, religion, creed, color, sex, national origin, age, handicap
unrelated to ability to perform the job or protected veteran's status.
Licenses and Permits
The contractor shall be responsible for becoming a licensed contractor in the Village. The
contractor shall also be responsible for obtaining any and all required permits from the Village's
Development Customer Services Department (Building Permits Division). The Village shall waive
all permit fees. All work will be performed according to the standards set forth in the applicable
building codes and standards, including mechanical, fire, plumbing, electric, accessibility, or any
other applicable codes in force in the Village of Oak Park and State of Illinois.
Agreement
The selected bidder shall enter into an Agreement with the Village of Oak Park to complete the
Project in a form substantially similar to the Agreement attached hereto. The Agreement shall
be executed by the contractor and returned, together with the contract bond within ten (10)
calendar days after the Agreement has been issued to the contractor. The contractor shall
execute three copies of the Agreement. One fully executed copy will be returned to the
contractor. See Section XIII for a sample copy of the agreement.
6

Notice to Proceed
Work shall begin within fourteen (14) days from the Notice to Proceed from the Village Engineer
or his designee. All work shall be completed in accordance with the detailed specifications set
forth herein, unless granted an extension.
Fees and Cost
In the event any action is brought to enforce any agreement entered into by the VOP, or to collect
any unpaid amount from the VOP, each party bears the responsibility of paying its own attorneys'
fees and costs.
Dispute Resolution
The VOP does not agree to the mandatory arbitration of any dispute.
Village of Oak Park Logo or Likeness Use
The official logo of the Village of Oak Park is not to be used in any form. Use of the Village logo
is strictly prohibited by law and such use could subject the proposer to disqualification or
termination of contract.
Hold Harmless
See Section XIII - Agreement.
Insurance
See Section XIII - Agreement.
Termination of Agreement
See Section XIII - Agreement.
SECTION III
GENERAL SPECIFICATIONS
Scope of Work
The Village of Oak Park is seeking bids from qualified contractors to relocate existing MEP
equipment, including fire suppression, plumbing, heating, ventilating and air-conditioning
(HVAC), electrical, in addition to the abandonment and fill of an existing sidewalk vault which
work shall include saw cutting, removals, installation of treated timber, formwork, lightweight
cellular concrete fill; and all appurtenant work thereto. See detailed specifications and design
documents/drawings as prepared by Kluber Architects (MEP Relocation) and Lochner (Sidewalk
Vault Fill).
Responsibility of Contractor
The selected contractor shall furnish all labor, supervision, tools, equipment, materials and
supplies, and other means necessary for performing and completing the work, including debris
hauling, and shall obtain and pay for any required permits (permit fees to be waived by VOP).
7

Extent of Services, Alterations, Omissions and Extra Work
The VOP reserves the right to award the contract to the lowest qualified and responsible bidder.
The Village reserves the right to increase or decrease the quantity of any item or portion of the
work, or to omit portions of the work as may be deemed necessary.
Job Site Conditions
To the fullest possible extent, the contractor shall maintain doorways for all business located at
116-136 N Oak Park Avenue throughout the duration of the project. Contractor will take all
necessary actions as directed by the Village in that regard.
The contractor shall coordinate all work in active tenant spaces in the basement of 120 N. Oak
Park Avenue with the engineer and respective tenant as to limit the amount of disruption to their
operations as much as possible.
Material Storage: The contractor shall be responsible for the storage and safety of his own
materials. The Village assumes no liability whatsoever for any material damaged or stolen on the
premises. Any damage to, or loss by theft or vandalism of any material, appurtenance, or
appliance, after such has been applied, connected or installed on the property, shall be the sole
responsibility of the contractor until the project is completed and accepted by the Village.
Materials shall only be stored in locations approved by the engineer.
Job Site Access: The contractor shall only occupy the space in which is necessary to complete the
work, including at street level and within the 120 N Oak Park Avenue building.
Safety Precautions: The contractor is solely responsible for implementing effective safety
precautions on and around the work site to protect workers and other persons who might be
affected and shall exercise every precaution at all times for the protection of the property. The
contractor shall not leave any combustible materials or other fire hazards overnight or allowed
them to accumulate. The contractor shall abide by all applicable laws, standards, and regulations
that apply to the completion of the work, including EPA and OSHA safety standards and
regulations.
Damage to Property: Contractor shall repair, at no additional cost to the Village, all damage to
property including at street level and within the work area caused by the contractor resulting
from his work. Where repair of existing work is called for, such patching and replacement shall
be made to blend with existing work so that the patch or replacement will be inconspicuous after
finishing.
Daily Clean-up: The contractor shall keep the premises clean and orderly during the course of the
work and all debris shall be removed on a continuous basis.
8

Contractor's Representative
The contractor shall have at all times a competent foreman or superintendent on the job that
shall have full authority to act for the contractor, and to receive and execute orders from the
Village Engineer or appointed representative. Any instructions given to such superintendent or
person executing work for the contractor shall be binding on the contractor as though given to
him personally. Contractor's representative must be proficient in the use and interpretation of
the English language.
Mandatory Qualifications for Contractor's Personnel
Crews shall include at least one (1) supervisor during any given shift.
1. No more than 50% of the crew may be trainees at any one time.
2. Supervisors must be fluent in the English language and capable of reading and writing
English.
3. Technicians employed by the contractor selected shall be fully trained and skilled in safe
and proper techniques. Specific training required must follow the OSHA standards (see below).
4. The contractor selected shall provide sufficient documentation, if requested by the
Village, to demonstrate adequate training has been provided upon commencement of the
agreement. Contractor selected shall submit statement outlining training program and method
of verifying employee competency. Failure to do so may be ample cause for rejection of proposal.
The use of technicians who are not adequately trained may be sufficient grounds for termination
of the agreement.
5. The Village reserves the right to require immediate removal of any employee of the
contractor selected deemed unfit for service for any reason. This right is non-negotiable and the
contractor selected agrees to this condition by accepting this agreement. The contractor selected
shall have enough qualified personnel to replace a terminated employee within 24 hours. Failure
to do so can result in the termination of the agreement.
Workers
The contractor shall employ competent laborers and shall replace at the request of the Village
Engineer any incompetent, unfaithful, abusive or disorderly workers in their employ. Only
workers expert in their respective branches of work shall be employed where special skill is
required. Inappropriate behavior or examples of unproductive work effort will not be tolerated.
The Village has the right to require a contractor's employee to be immediately removed from the
work crew if the above behavior is exhibited.
Time of Work
Bidder shall only work on weekdays, (Monday through Friday), from 7:30 a.m. to 4:00 p.m.
Weekend work will only be allowed with the approval of the engineer. No work will be allowed
on legal holidays as recognized by the Village, except as authorized by the Village Engineer.
9

Method of Payment
The Village will pay monthly, all undisputed invoices within 30 days of approval as provided in
the Local Government Prompt Payment Act, 50 ILCS505/4. The maximum interest rate for any
payment not made within 30 days of approval is 1%.
10