Pond Maintenance Assessments RFP

Village of Pingree Grove, IL
CONTRACT DOCUMENTS
AND PROJECT SPECIFICATIONS
FOR
Pond Maintenance Assessments
Due at 11:30am on July 22, 2026

Village of Pingree Grove, IL
INDEX
ADVERTISEMENT REQUESTING PROPOSALS ................................................................................................ 3
INSTRUCTIONS TO BIDDERS ............................................................................................................................... 4
PROPOSAL ................................................................................................................................................................. 7
OVERVIEW, TERMS, & SPECIFICATIONS ........................................................................................................ 8
CONTRACT .............................................................................................................................................................. 13

Village of Pingree Grove, IL
ADVERTISEMENT REQUESTING PROPOSALS
The Village of Pingree Grove ("Village") is seeking proposals from qualified firms to perform Pond
Maintenance Assessments as outlined in this document. The purpose of this project is to evaluate existing
pond conditions and develop standardized operating procedures and long-term maintenance
recommendations for the Village's pond system. The resulting assessment and maintenance framework will
be used to support efficient, proactive, and cost-effective maintenance of the Village's existing and future
ponds. All requirements are enclosed within.
Proposals to be submitted in duplicate, in a sealed envelope with the words "Pond Maintenance
Assessments Proposal" clearly marked on it, will be received by the Village of Pingree Grove, Illinois until
11:30 a.m. on July 22, 2026 at the Municipal Center located at 555 Reinking Road, Pingree Grove, IL
60140; Immediately following, they will be publicly opened and read aloud in the Village's Board Room.
To attend the public opening, please use the public entrance at the northeast corner of the Municipal Center.
Instructions and specifications are available on the Village of Pingree Grove's website.
https://www.villageofpingreegrove.org/bids.aspx
To the extent required by applicable law, all laborers, workers, and mechanics employed in the performance
of work under this project shall be paid wages not less than the prevailing rates of wages, including fringe
benefits, as determined by the Illinois Department of Labor for Kane County pursuant to the Illinois
Prevailing Wage Act (820 ILCS 130/1 et seq.), as amended, or as otherwise required by a court of competent
jurisdiction.
The Village of Pingree Grove, Illinois reserves the right to reject any or all proposals and waive
technicalities. Submissions may withdraw their proposal if a request is presented.

Village of Pingree Grove, IL
INSTRUCTIONS TO BIDDERS
The successful Bidder shall submit a copy of their insurance policy listing the Village of Pingree Grove as
an additional insured.
If any Bidder is in doubt as to the meaning of any part of the specifications, or other contract documents,
they may submit to the Public Works Director, Pat Doherty, or their designee(s), a written request for an
interpretation. The Public Works Director or their designee(s), will give an interpretation of the matter in
question by issuing an "Addenda". The Public Works Director, or their designee(s), will not respond to
written requests for interpretation that are received less than 5 business days before the bid opening.
Bids, which are not signed by individuals making them, should have attached thereto a power of attorney
evidencing authority to sign the bid on behalf of the person for whom it is signed.
Bids which are signed for a partnership should be signed by all of the partners or by an attorney in-fact. If
signed by an attorney-in-fact, there should be attached to the bid a power of attorney evidencing authority
to sign the bid, executed by the partners.
Bids which are signed for a corporation should give the correct corporate name thereof and the signature of
the president or other authorized officer of the corporation manually written below the corporate name
following the word "By________________". If such a bid is manually signed by an official other than the
president of the corporation, a certified copy of a resolution of the board of directors evidencing the
authority of such official to sign the bid should be attached to it. Such a bid should also bear the attesting
signature of the secretary of the corporation and the impression of the corporate seal.
Submission of a bid is conclusive assurance and warranty that the Bidder has examined the materials, visited
the site and understands all requirements for the performance of the work. The bidder will be responsible
for all errors in the proposal resulting from failure or neglect to conduct an in-depth examination. The
Village of Pingree Grove will, not be responsible for any additional cost, expenses, losses or changes in
anticipated profits resulting from such failure or neglect of the bidder.
Bidders shall not take advantage of any errors or omissions in the proposal and advertised contract.
Any errors discovered in the bids received shall be corrected using the unit price submitted. The contract
will be awarded after these adjustments are made.
1. QUALIFICATIONS OF BIDDERS: To demonstrate qualifications to perform the Work, each Bidder
must prepare to submit no less than three to five (3-5) customer references for similar work performed;
preferably from other government or public sector organizations.
2. INTERPRETATIONS, ADDENDA, AND OPTIONAL PRE-BID MEETING: All questions about
the meaning or intent of the Contract Documents are to be directed to the Public Works Director at
pdoherty@pingreegrove.org. Interpretations or clarifications considered necessary by the Public
Works Director, or their designee(s), in response to such questions will be issued by Addenda and
posted on the Village of Pingree Grove website https://www.villageofpingreegrove.org. Only
questions answered by formal written addenda will be binding. Oral and other interpretations or
clarifications will be without legal effect. Addenda may also be issued to modify the Bidding
Documents as deemed advisable by Owner. There will also be an optional pre-bid meeting held by
the Owner at 555 Reinking Road, Pingree Grove, IL 60140 at 10:30am on July 8, 2026. Bidders
are encouraged to attend.

Village of Pingree Grove, IL
3. CONTRACT TIME & DURATION: Formal Award will be following formal approval at the soonest
available Village Board of Trustees Meeting following the bid opening; Board meetings are held the
1st and 3rd Monday of each month.
4. LIQUIDATED DAMAGES: N/A
5. SUBSTITUTE OR "OR-EQUAL" ITEMS: Any substitutions from the bid form or documents for
consumable products implemented and scope &/or schedule of services are subject to the approval of
the Village's Director of Public Works at pdoherty@pingreegrove.org.
6. BID FORM: All Bids must be made on the required Bid Form. The Bid Form is included with the
Bidding Documents.
All blanks on the Bid Form must be completed using the fillable PDF version, by ink, or typewriter.
The Bid shall contain an acknowledgement of receipt of all Addenda (the numbers of which must be
filled in on the Bid Form).
7. MODIFICATION AND WITHDRAWAL OF BIDS: If, within twenty-four hours after Bids are
opened, any Bidder files a duly signed, written notice with Owner and promptly thereafter
demonstrates to the reasonable satisfaction of Owner that there was a material and substantial mistake
in the preparation of its Bid, that Bidder may withdraw its Bid and Bid security will be returned.
Thereafter, that Bidder will be disqualified from further bidding on the Work to be provided under the
Contract Documents.
8. All Bids shall remain open for sixty days for acceptance by Owner after the day of the Bid opening.
9. AWARD OF CONTRACT: Owner reserves the right to reject any and all Bids, to waive any and all
informalities and to negotiate contract terms with the Successful Bidder, and the right to disregard all
nonconforming, non-responsive or conditional Bids. Discrepancies between words and figures will be
resolved in favor of words. Discrepancies between the indicated sum of any column of figures and the
correct sum thereof will be resolved in favor of the correct sum.
10. BID EVALUATION: Owner shall consider the qualifications of the Bidders, whether or not the Bids
comply with the prescribed requirements, and alternates and unit prices if requested in the Bid Forms.
Owner may consider the qualifications and experience of Subcontractors and other persons and
organizations (including those who are to furnish the principal items of material or equipment)
proposed for those portions of the Work as to which the identity of Subcontractors and other persons
and organizations must be submitted as provided in the Supplementary Conditions. Operating costs,
maintenance considerations, performance data and guarantee of materials and equipment may also be
considered by Owner.
Owner may conduct such investigations as deemed necessary to assist in the evaluation of any bid and
to establish the responsibility, qualifications and financial ability of the Bidders, proposed
Subcontractors and other persons and organizations to do the work in accordance with the Contract
Documents to Owner's satisfaction within the prescribed time.
Owner reserves the right to reject the Bid of any Bidder who does not pass any such evaluation to
Owner's satisfaction.
A conditional Bid will not be accepted.

Village of Pingree Grove, IL
11. AWARD: If the contract is to be awarded, it will be awarded to the lowest, responsive, responsible
Bidder whose evaluation by Owner indicates that the award will be in the best interests of the Owner.
If the contract is to be awarded, Owner will give the Successful Bidder a Notice of Award within sixty
days after the day of the Bid opening.
12. SIGNING OF AGREEMENT: When Owner gives a Notice of Award to the Successful Bidder, at
least three unsigned counterparts of the Agreement and all other Contract Documents will accompany
it. Within fifteen days thereafter Awarded Bidder shall sign and deliver at least three counterparts of
the Agreement to Owner with all other Contract Documents attached. Within ten days thereafter
Owner will deliver all fully signed counterparts to Awarded Bidder

Village of Pingree Grove, IL
PROPOSAL
The following proposal is hereby made to the Village of Pingree Grove, Illinois, hereinafter called the
Owner.
Proposal is submitted in duplicate by______________________________________________________
___________________________________________________________________________________
The undersigned hereby proposes and agrees to furnish all the necessary labor, materials, equipment, tools
and services necessary to perform the "Pond Maintenance Assessments" in accordance with the
Specifications and Procedural documents attached.
In submitting this proposal the undersigned declares that the only persons or parties interested in the
Proposal as principals are those named herein and that the Proposal is made without collusion with any
other person, firm, or corporation.
The Undersigned acknowledges receipt of the following Addenda.
Addendum No. Date Initials
____________ ___________ ___________
____________ ___________ ___________
____________ ___________ ___________
The Undersigned, or a representative for the undersigned, attended the optional walk through/prebid
meeting on July 8, 2026
Yes: __________ No: __________
The Undersigned declares that he has examined the Contract Documents and is familiar with the local
conditions at the site where the work is to be performed and with the conditions affecting the Contract
requirements and understands that in making this Proposal he waives all right to plead any
misunderstanding regarding the same.
The undersigned further agrees to prosecute the work in such a manner and with sufficient materials,
equipment, and labor as will ensure its completion by the completion date, it being understood and agreed
that the completion within the time limit is an essential part of the Contract.
The undersigned hereby proposes and agrees to furnish all necessary labor, materials, equipment, tools and
services necessary to perform the "Pond Maintenance Assessments" as described in the contract documents.
_______________________ __________________________ ____________
Name Signature Date

Village of Pingree Grove, IL
OVERVIEW, TERMS, & SPECIFICATIONS
OBJECTIVE
The Village of Pingree Grove, Illinois (Owner) is seeking proposals from qualified firms (Bidder) to
provide the professional services necessary to conduct an assessment of the level of service needed to
maintain the sixteen (16) ponds owned by the Village of Pingree Grove. The goal of the pond assessment
is twofold: to evaluate the ponds' current and future conditions, and to provide options for short, medium,
and long-term maintenance strategies, such as dredging, erosion control, and chemical treatment. Services
shall be in full accordance with the specifications, terms, and conditions contained within this Request for
Proposal (RFP).
GOALS
The assessments of each pond should evaluate pond conditions, including sediment accumulation and
overall functionality, determine the need for dredging or other corrective measures, and identify short,
medium, and long-term sustainable maintenance strategies within the Village's pond system.
Recommended maintenance strategies may include, but are not limited to, dredging, shoreline stabilization,
sediment forebays, aquatic vegetation management, erosion control measures, water quality improvements,
stormwater best management practices (BMPs), structural enhancements, and other maintenance
approaches intended to improve long-term performance and cost-effectiveness.
PROJECT SCOPE
The Village of Pingree Grove is seeking an experienced firm to simultaneously perform assessments of
sixteen (16) ponds of varying sizes owned by the Village.
The selected consultant will undertake a comprehensive assessment study that addresses both the
technical and environmental aspects of pond maintenance. The scope includes evaluating conditions such
as sediment accumulation, assessing whether dredging may be necessary, and identifying a long-term and
sustainable maintenance strategy for the Village's pond system.
A. Site Assessment
* Perform a high-level site assessment to document existing conditions, including shoreline
erosion patterns, general topography, and observable environmental constraints. This may
include reviewing available bathymetric data and conducting limited field reconnaissance
sufficient to inform conceptual alternatives.
B. Short, Medium, and Long Term Maintenance
* Develop maintenance plans for 1 year, 5 year, and 10+ year terms. The Village wants to
establish cost-effective solutions for the overall maintenance of the ponds.
C. Dredging and Major Maintenance
* The Village is particularly interested in identifying anticipated long-term major
maintenance needs and associated lifecycle costs, including but not limited to dredging and
other capital-intensive maintenance activities. The Village seeks recommendations for
sustainable management strategies and maintenance approaches that maximize long-term
cost effectiveness and minimize future operational and capital expenditures.

Village of Pingree Grove, IL
D. Cost-Estimations
* For each maintenance strategy please provide best approximation of cost with
implementation cost included.
* Short, medium, long term maintenance strategies including minor and major maintenance
strategies approximate price.

Village of Pingree Grove, IL