Parking Garage Maintenance

BID DOCUMENTS
FOR
2026 PARKING GARAGE MAINTENANCE
CITY OF GENEVA, ILLINOIS
CONTRACTOR'S NAME___________________________
STREET ADDRESS_______________________________
CITY__________________________ STATE___________
APRIL 2026
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CITY OF GENEVA: 2026 PARKING GARAGE MAINTENANCE
INDEX
SECTION PAGES
Cover Page 0
Index 1
Notice to Bidders 2
Instructions to Bidders 4
Special Provis ions 6
Proposal 13
Signature Page 14
Schedule of Prices 15
Affidavit of Experience 16
Certification for Bid 17
Certification of Compliance with Section 11-42.1-1
Of the Illinois Municipal Code 18
Certification of a Drug Free Workplace 19
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City of Geneva
2026 PARKING GARAGE MAINTENENCE
NOTICE TO BIDDERS
Time and Place of Opening of Bids
Contractors shall submit complete bids in single, sealed envelopes with the words "2026 PARKING
GARAGE MAINTENENCE" clearly marked on them. Bids will be received by the City of Geneva,
Illinois until 10:00 a.m. on Monday; April 27, 2026 at the office of the City Administrator, located at 22
South First Street, Geneva, IL 60134, at which time the bids will be publicly opened and read aloud.
Proposals submitted after the time specified will be returned to the bidder unopened. Bids that are not
complete will not be read out loud after opening and will be returned.
Description of Work
For all work included in this contract all the materials, labor, equipment, and incidentals needed to
complete the work as described herein shall be included in the cost.
This work includes the removal and replacement of approximately 5,000 sq ft of traffic topping at the
parking garage located at 597 Third Street in Geneva, Illinois. The Contractor shall use MasterSeal
Traffic 2500 traffic topping. The material shall be applied according to the manufacturer's specifications.
The Contractor shall also remove and replace the existing expansion joint on the 3rd floor.
Bidders Instructions
1) Plans and specifications are available on the City's web page: www.geneva.il.us/bids.aspx;
Contact person: C. Elton Orozco 630-232-1279; corozco@geneva.il.us
2) Bidders shall submit two (2) complete copies of their Bids.
3) All proposals shall be accompanied by a proposal guaranty equaling an amount not less than 5%
of the bid amount. This guaranty may be in the form of a Bid Bond or cashier's check made out
to the City of Geneva with the name of the project clearly written in the notes.
4) The City of Geneva, Illinois reserves the right to reject any or all bids and waive technicalities.
5) The quantities appearing in the summary of quantities are approximate and are prepared for
comparison of bids. Payment to the Contractors will be made only for in place quantities and for
work completed & accepted and/or for materials furnished and used for this project and according
to the contract. The scheduled quantities of work to be done and materials to be furnished may be
increased, decreased or omitted as hereinafter provided.
6) Submission of a bid is conclusive assurance and warranty that the bidder has examined the plans,
specifications, visited the site and understands all requirements for the performance of the work.
The bidder shall be responsible for all errors and omissions in their bid package including those
resulting from failure or neglect to conduct an in-depth examination of the site, the plans and the
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City of Geneva
2026 PARKING GARAGE MAINTENENCE
specifications. In no case will the City be responsible for any cost, expenses, losses or changes in
anticipated profits resulting from any errors and omissions.
7) The bidder shall not take advantage of any errors or omissions in the bid documents.
8) Bidders may withdraw their proposal providing the bidder makes a request to withdraw their
proposal in writing or in person before scheduled date and time for the bids to be opened.
9) All employees and suppliers working on this project shall be paid no less than the prevailing
wage determined by the Illinois Department of Labor at the time of the bid opening or as adjusted
thereafter.
10) The Contractor shall certify that he/she is not in violation of, nor has been convicted for a
violation of the Illinois Public Construction Act.
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INSTRUCTIONS TO BIDDERS
By submitting a bid, the Contractor is affirming that he/she has carefully read and examined all of the
contract documents and the site and is aware of the requirements necessary to complete more than 50% of
the work with his/her own forces and as otherwise listed in this contract. The Contractor shall comply
with all applicable laws.
All Bidders shall submit a five (5%) percent bid bond, and the successful Bidder shall submit a contract
bond for the full amount (100%) of his bid. In both cases the guarantor shall be a surety company duly
authorized to do business in the State of Illinois. A cashier's check for the amounts listed above can be
submitted in lieu of the bonds.
The Bidder shall list the unit price for each line item, the total cost for each line item and the total bid
amount. If there is a discrepancy, the overall cost will be recalculated using the unit prices submitted. The
Bidder shall be responsible for all errors and/or omissions in his submittal.
Only complete proposals which are made out upon the supplied proposal forms will be considered. The
proposal forms shall not be separated from the complete set of documents.
Wherever removal is specified in this contract, the disposal of same shall be included in the unit price.
Bidders in doubt as to the true meaning of any part of the contract documents shall submit to the Engineer
a written request for an interpretation thereof. The Engineer will give an interpretation of the matter in
question by issuing an "Addenda" and sending same to each person receiving a set of these contract
documents. Interpretations requested less than 72 hours before the scheduled bid opening does not allow
enough time for a written response and will not be responded to. All Addenda shall be submitted with the
proposals.
After the contract has been awarded by the City Council, the Contractor shall receive a Notice of Award.
After the award, the Contractor shall then have a maximum of 15 business days to submit the necessary
documentation, the Contractor may be required by the City, to furnish any or all of the following
information:
a. His performance record
b. Address and description of his plant or permanent place of business
c. An itemized list of his equipment
d. His financial statement
e. Other information showing the Bidder is able to complete this project
A Notice to Proceed will be issued when the Contractor has submitted all necessary documentation. No
site work will be allowed before the Notice to Proceed is issued.
Bids and Contracts shall be signed by the Contractor, partners in a Partnership, or the president of the
Corporation making the submission. A proxy having Power of Attorney who can show proof that they are
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duly authorized to sign on the behalf of the entity making the submission may also sign the documents on
their behalf. In the case of a corporation bids shall also bear the attested signature of the secretary of the
corporation and the impression of the corporate seal.
The City does not guarantee the existence, non-existence, or locations of any structures, nor the character
of any sub-surface material which may be shown on the plans. The inclusion of such structures or
materials is based on the best data available. When necessary the City shall complete a soil testing on all
the local streets listed in the bid documents. Bidders are allowed to review the results of this testing.
The unit prices submitted by the Contractor shall be guaranteed for more than 60 days after the bid
opening
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City of Geneva
2026 PARKING GARAGE MAINTENENCE
SPECIAL PROVISIONS
FOR
CITY OF GENEVA
2026 PARKING GARAGE MAINTENENCA
These Special Provisions, the "Standard Specifications for Road and Bridge Construction," adopted
January 1, 2022, (hereinafter referred to as the Standard Specifications); the Supplemental Specifications
and Recurring Special Provision that current on the date of invitation for bids indicated on the check sheet
included herein, the current edition of the "Manual on Uniform Traffic Control Devices for Streets and
Highways" (MUTCD). All the above shall govern the construction of this project. If there are any
conflicts with the above the most stringent shall apply.
INCLUDED CONSTRUCTION COSTS
All costs associated with any work (material, equipment and/or labor) that are not listed as a line item but
are germane to the completion of this project or any part thereof, shall be included in the unit price
submitted. The cost associated to complete the work in a manner that is acceptable to the owner and as
specified by the product specifications, shall also be included in the bid price.
DESCRIPTION OF IMPROVEMENT
This work includes the removal and replacement of approximately 5,000 square feet of traffic topping at
the parking garage located at 597 Third Street in the City of Geneva, Illinois. The Contractor shall remove
the existing coating down to the substrate before applying the three coats of extra heavy duty MasterSeal
Traffic 2500 (gray color) or an acceptable equal approved by the Owner. A coat with UV protection shall
be applied to the areas exposed to direct sunlight.
Cracks that are 1/16 inch or wider shall be routed primed and sealed before the coating is applied to the
entire surface. Cracks that are less than 1/16 inch shall have a detail coat applied before the entire surface
is coated.
Existing termination cuts shall be cleaned out before the new coating is applied. Where there is no
termination joints one shall be cut in no deeper than 1/8 of an inch.
Also included in this project the removal and replacement of the 3-inch expansion joint on the third floor
of the parking garage. The Contractor shall remove the existing expansion joint including the embedded
flange and install a new winged expansion joint system; Thermaflex TCR 300 or equivalent shall be
acceptable but prior approval by the Owner is required..
CONSTRUCTION SCHEDULE
The Contractor shall submit a construction schedule at the preconstruction meeting in substantial
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conformance with the projected milestone dates listed below but no later than within 48 hours after the
pre-construction meeting. No on-site work (including the staging of any equipment or materials on the
site) shall be allowed before the Notice to Proceed is issued:
Item Date Comment
Bid Opening April 27, 2026 10:00AM @ City Hall
City Council Award May 4, 2026
Notice of Award May 5, 2026
Preconstruction Meeting May 12, 2026 1:00 PM @ Geneva P.W.
Notice to proceed May 18, 2026 Tentative
The Contractor shall have 10 working days to complete this project. One (1) week before the scheduled
start date the Contractor shall place a variable message board on the ramp going up to the second floor to
inform the public that the two upper floors of the parking garage will be closed. The message board shall
show the date the upper floors will be closed and the date they will be reopened.
The Contractor has two timeframes in which to complete the work:
OPTION 1
Place message board on May 5th
Possible start date May 12th
Work shall be completed by June 5th
OPTION 2
Place message board on June 29th
Possible start date July 6th
Complete site work July 24th.
At the preconstruction meeting the Contractor will let the Owner know which option he will choose to get
the work done.
Inclement weather typical for this area, shall not be an acceptable reason for an extension of the contract
time.
GENERAL
The City of Geneva has limited funds available to complete this project. Therefore, Contractors are
hereby notified that the City of Geneva reserves the right to waive technicalities, delete part(s) of this
contract or reject all bids. The aforementioned deletions shall not alter the contract unit prices. The
Contractor shall be compensated at the contract unit price for any allowable quantity increase. If there is a
change to a line item and this change was determined to cause a delay such that the Contractor is not able
to complete the work within the time specified in this contract, additional time will be allowed by the
Engineer. However, this additional time will only be allowed to complete the additional work, unless the
additional work becomes or is a controlling item.
At the pre-construction meeting the Contractor shall provide a list of the intended suppliers and
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City of Geneva
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subcontractors for this project. THE CITY OF GENEVA SHALL APPROVE ALL
SUBCONTRACTORS ON THE PROJECT. THE CITY OF GENEVA RESERVES THE RIGHT TO
REJECT THE USE OF ANY SUBCONTRACTOR DUE TO PAST PERFORMANCE OR DUE TO
HIS/HER INABILITY TO PERFORM IN THE PAST AS REQUIRED. No additional compensation
shall be allowed if a Subcontractor is rejected.
Should the Contractor fail to meet any of the completion deadlines listed above or as they have been
revised, the Contractor shall be liable to the City of Geneva, and liquidated damages will be assessed
according to Section 108.09 of the Standard Specifications for each calendar day of overrun.
Starting on the date of final payment, the Contractor shall provide the City with a one-year maintenance
bond for all work done under this contract. The Contractor shall secure a maintenance bond for 10% of
the awarded contract amount plus any additional work. No additional compensation will be allowed to
secure this bond. If any corrective work is needed within this one (1) year warranty period, no
compensation will be allowed to complete this work.
After the bids are opened if there is any discrepancy with the bid amount, the unit price(s) submitted and
related quantities will be used to recalculate the total bid amount.
Typically, all onsite construction activities shall be conducted between the hours of 7:00 a.m. and 5:00
p.m. Monday to Friday but the Contractor may be allowed to work on Saturdays. The City Ordinance also
allows for longer workdays. During extremely high temperatures the City may allow earlier starts. No
scheduled work will be done on Sundays and holidays observed in the State of Illinois. Any work allowed
outside of the approved time period listed above shall be done only if written permission is granted by the
Engineer. Any day on which work is not allowed, construction equipment shall NOT be started,
cleaned, serviced, removed from or dropped off within the construction limits, the staging area, or
on any other street in the City of Geneva.
At the preconstruction conference the Contractor shall designate an employee to be project superintendent
and a contact person who should be contacted in cases of emergency twenty-four (24) hour per day. If the
superintendent and the emergency contact are the same person, the Engineer will be supplied with two
telephone numbers by which this person can be reached. If the project superintendent is not the 24-hour
contact-person he/she shall also supply the Engineer with a twenty-four (24) hour phone number. THE
CITY OF GENEVA RESERVES THE RIGHT TO REJECT ANY PROJECT SUPERINTENDENT,
FOREMAN, OR CONTACT PERSON DUE TO PAST PERFORMANCE, CONFLICTS, OR THE
INABILITY TO PERFORM THE WORK REQUIRED.
No compensation will be allowed for any item of work which was not marked for removal, field
measured, inspected and/or approved by the Engineer. No additional payment will be made for removal
and/or replacement beyond field markings.
The Contractor shall monitor the material for quantities being placed to assure there is no
unreasonable shortage or excess. The Contractor shall be paid ONLY for the allowable quantity of
items measured in place paid for at the unit prices specified in the contract for each item. If the
Contractor delivers and places additional materials or quantities on site, no compensation will be
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allowed for any cost associated with the excess. If the Contractor does not deliver and place the
necessary amount of material as required by the contract for a particular item, the unit price for
that item shall be discounted by the allowable percentage in the Standard Specifications unless
designated otherwise in the contract documents.
PREVAILING WAGE REQUIREMENTS
Please be aware of the following two requirements of the Illinois Department of Labor for the Contractor
and every Subcontractor working on public improvement projects in Illinois. There will be no exception
to these public acts under this contract. Starting from the date the notice to proceed is issued, the
Contractor and the Subcontractor will submit certified payroll records every calendar month for work
done on this project as stated below.
A. CERTIFIED PAYROLL REQUIREMENTS (PUBLIC ACT 94-0515): Effective August 10,
2005, Contractors and Subcontractors on public works projects must submit certified payroll
records on a monthly basis to the public body in charge of the construction project, along with a
statement affirming that such records are true and accurate, that the wages paid to each worker
are not less than the required prevailing rate and that the Contractor is aware that filing records he
or she knows to be false is a Class B misdemeanor.
The certified payroll records must include for every worker employed on the public works project
the name, address, telephone number, social security number (the last four (4) digits is sufficient),
job classification, hourly wages paid in each pay period, number of hours worked each day, and
starting and ending time of work each day. These certified payroll records are considered public
records, and public bodies must make these records available to the public under the Freedom of
Information Act, with the exception of the employee's address, telephone number, and social
security number. Any Contractor who fails to submit a certified payroll or knowingly files a false
certified payroll is guilty of a Class B misdemeanor.
B. INCREASED PENALTIES FOR PREVAILING WAGE VIOLATION (PUBLIC ACT 94-0488):
Effective January 1, 2006, penalties for violations of the Prevailing Wage Act will be 50% of the
underpaid amounts for second or subsequent violations. An additional penalty of 5% of the
underpayment penalty must be paid to workers for each month the wages remain unpaid.
For violations that occur after January 1, 2006, the debarment period-during which Contractors
are ineligible for public works contracts-increases from 2 years to 4 years if two notices of
violation are issued/serious violations occur within a 5-year period. In addition, a new monetary
penalty of $5,000 may be assessed against Contractors who retaliate against employees who
report violations or file complaints under the Prevailing Wage Act.
FREEDOM OF INFORMATION ACT
Contractor acknowledges that the Freedom of Information Act, 5 ILCS 140/1 et seq. (the "Act") places an
obligation on the City of Geneva to produce certain records that may be in the possession of the
Contractor. Contractor shall comply with the record retention and documentation requirements of the
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