26047 - RFB - Village Hall Elevator Repair & Modernization

RFB No. 26047
REQUEST FOR BID NO. 26047
Village Hall Elevator Repair & Modernization
https://www.wilmette.gov/bids.aspx
Request link to Pre-bid Meeting 05/11/2026
Email Purchase@wilmette.com 12:00 pm local time
Required Pre-bid Meeting 05/12/2026
10:30 am local time
Last Date/Time for Questions 05/19/2026
2:00 pm local time
Last Addendum Issued 05/21/2026
2:00 pm local time
Bids Due and Opened on 05/28/2026
DemandStar.com 2:00 pm local time
ILLINOIS PREVAILING WAGE ACT APPLIES TO THIS WORK
Submit Questions To: Submit Bids At:
purchase@wilmette.com www.DemandStar.com
Note: This cover sheet is an integral part of the bid documents and is, as are all of the following
documents, part of any contract executed between the Village of Wilmette and any successful Bidder.
Bidder Company Name
(please print)
Page 1
Village of Wilmette

RFB No. 26047
VILLAGE OF WILMETTE
Notice is hereby given that the Village of Wilmette ("Village") will receive bids on DemandStar.com
until 05/28/2026 at 2:00 pm, local time for the modernization of the Village Hall Elevator.
Bid Bond
A bid bond is required.
Required Pre-Bid Meeting
A Pre-Meeting for all Bidders will be held on 05/12/2026 starting at 10:30 A.M. at the Village Hall,
1200 Wilmette Avenue, Wilmette, IL 60091. Bidders must email Purchase@wilmette.com to receive
an invitation to the Pre-bid meeting before noon on 05/11/2026. Participation at the pre-bid meeting
is required to submit a bid.
Description of Work
The proposed work is officially known as Village Hall Elevator Repair & Modernization, as further
described in the Specifications section of this RFB.
Availability and Clarification of Documents
This RFB and any addendums will be posted on DemandStar.com and the Village's website at:
https://www.wilmette.gov/bids.aspx. The deadline for submitting questions is 2:00 pm local time
05/19/2026. Bidders will provide written acknowledgment of each addendum issued with their
submitted bid. Oral explanations will not be binding. No clarifications, interpretations or addenda
shall be issued after 2:00 pm local time on 05/21/2026. It is the sole responsibility of the Bidder to
check DemandStar.com and the Village' website to determine if an addendum has been posted.
Restriction Of Communication
Any questions related to this RFB must be submitted in writing to Cliff Ruemmler, Purchasing
Manager, at Purchase@wilmette.com. Questions received by the Village, including the Village's
responses will be consolidated and posted on DemandStar.com and the Village's website.
All other communications between a Bidder and Village staff, public official(s) and/or consultants
concerning any part of this solicitation is strictly prohibited. Failure to comply with this requirement
may result in the Village disqualifying the Bidder's bid.
Confidentiality
Bidders response, in its entirety, is subject to the Illinois Freedom of Information Act and no part of
the Bidder's bid will be considered confidential by the Village.
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Village of Wilmette

RFB No. 26047
BID PREPARATION AND SUBMISSION
Bid Bond
All bids must be accompanied by a bid bond in the form as provided in the RFB documents equal to
ten (10%) percent of the Total Base Bid Amount.
A scanned copy of the bid bond must be included in the pdf file submission on DemandStar.com. The
Village is currently not able to accept a certified check, bank cashier's check or electronic bid bond at
this time. The original bid bond must be mailed to the Village at the following address and received
no later than three (3) business days after the bid due date:
Purchasing Manager
RFB No. 26047
Wilmette Village Hall
1200 Wilmette Avenue
Wilmette, IL 60091
Preparation of Bid Documents
The Bidder shall prepare the bid on the attached bid forms furnished by the Village. All blank spaces
on the bid forms must be correctly completed. All signatures must be completed. The total bid
amount is to be shown in both words and figures where indicated. In case of a discrepancy between
words and figures, the words shall prevail, unless it clearly appears in the Village's opinion that the
words rather than the figures are in error. Bids containing omissions and/or alterations not called for
may be rejected.
Conditions
Bidders are responsible to become familiar with all conditions, instructions, and contract documents
governing this bid, including the Bond and Contract terms attached in Appendix One (1) and
Appendix Two (2). Submission of a bid will be considered specific evidence of having performed the
above. Any exceptions to the contract document that you may have must be included on the Bid
Exception Sheet. Once the award has been made, failure to have read all the conditions, instructions
and specifications of this RFB shall not be cause to alter the original bid or to request additional
compensation.
Conflict with Existing Village Contracts
This Work shall be treated as a separate contract and not performed in conjunction with any existing
contracts as currently held by the Bidder. Any Bidder that currently performs work for the Village under
an existing contract must agree to furnish additional crews (labor and equipment) to guarantee that
timeliness, quality and services currently rendered do not suffer in any way due to additional work
contained in the contract for this Work.
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Village of Wilmette

RFB No. 26047
Submission of Bids
All Bids must be submitted electronically through DemandStar.com by the specified opening date and
time of the bid. Bids submitted after the specified date and time will not be accepted. Mailed bids
and/or emailed bids to the Village will not be accepted without the prior written approval by the
Village. It is the sole responsibility of the Bidder to submit the pdf copy of the bid on
DemandStar.com.
Modify or Withdrawal of Bids
Bidders may modify, withdraw or cancel their bid at any time prior to the bid opening date and time by
deleting the bid document(s) attached to their submission on DemandStar.com. Mailed or emailed
requests to withdraw a bid arriving after the specified bid opening date and time will not be accepted
regardless of date/time stamp or post-marked time on the envelope. After the bid opening date and
time, no bid shall be withdrawn or canceled for a period of ninety (90) calendar days. The successful
Bidder shall not withdraw or cancel its bid after having been notified by the Purchasing Manager that
said bid has been accepted, subject to approval by the Village Manager or Village Board.
Qualifications and Experience of Bidders
Bidder's must have the following minimum experience:
a. Five (5) years' experience as a continuously operating entity engaged in the performance of
similar work.
b. Completed at least five (5) projects of similar size and natue to this project within the past two
(2) years.
Prevailing Wage
The proposed work described herein is covered by the Illinois Prevailing Wage Act. It is the Bidder's
responsibility to obtain current prevailing wage rate information from the Illinois Department of Labor.
Prevailing wage rate updates can be obtained from the Illinois Department of Labor's website at
https://www2.illinois.gov/idol/laws-rules/conmed/pages/prevailing-wage-rates.aspx.
Bid Tabulation
A summary bid tabulation will be posted to the Village's website (https://www.wilmette.gov/bids.aspx)
and on DemandStar.com generally within one business day of the bid opening. Copies of bid tabs
will not be distributed to individual companies.
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Village of Wilmette

RFB No. 26047
Consideration of Bids
The Work shall be awarded to the responsible Bidder who submits the responsive bid that is most
advantageous to the Village.
The Village reserves the right to waive any technicalities, irregularities or award in part or in whole or
to not award at all, reject any and all bids, and may order a re-advertisement for new bids or whatever
is in the best interest of the Village.
Failure on the part of the successful Bidder to execute a contract within thirty (30) calendar days of its
receipt or to provide an acceptable bond(s), if required, shall be considered just cause to withdraw the
award. In such case the bid security shall be forfeited as liquidated damages and not as a penalty.
If the bid does not meet the entire Village specifications but does substantially meet the requirements,
the Bidder should indicate, in writing on the Bid Exception Sheet, all deviations from the Specifications.
The Specifications included in this RFB are to be considered the minimum specifications to perform the
Work..
Disqualification of Bids
The following will be cause for disqualification of bids:
a. Prices excessively high and/or exceed monies available for the intended Work;
b. Failure to submit bid security or surety, if required;
c. Failure to offer to meet specified delivery and/or performance schedules;
d. Failure to price out the bid in conformance to the required format; or qualification of price to
protect the Bidder from unknown future market conditions;
e. Rights of the Village limited under any contract clause;
f. Reasonable basis to suspect either conflict of interest or collusion among Bidders;
g. Bidder fails to submit required information, literature, or affidavits with bid;
h. Late bids;
i. Failure of any authorized person to sign any required bid forms;
j. Bidder is prohibited by local, state or federal law from entering into public contracts;
k. Bidder is in arrears or is in default to the Village upon any debt or contract, or that is a
defaulter, as surety or otherwise, upon any obligation to the Village;
l. Bidder has failed to perform faithfully on any previous contract with the Village; and
m. Anything to be in violation of the procurement policies and procedures of the Village.
Competency of Bidder
The Bidder, if requested in writing, must present within five (5) business days, evidence satisfactory
to the Village of ability and possession of the necessary facilities, equipment, personnel, prior
experience, financial resources, and/or certificates of insurance.
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Village of Wilmette

RFB No. 26047
INSTRUCTIONS TO BIDDERS ON COMPLETING FORMS
VILLAGE HALL ELEVATOR REPAIR & MODERNIZATION
The following Bid Forms must be filled out completely, executed by an authorized agent and included
in the bid per the Submission of Bids instructions.
BID SUBMISSION FORMS, in this order
...... Bid Cover Sheet
...... Bidder Information Sheet
...... Base Bid Sheet
...... Alternate Bid Sheet
...... Specifications
...... Reference Form
...... Bid Exceptions Sheet
...... Bid Affirmation and Certification (signed)
...... Certification of Compliance (signed)
...... Bid Bond
SUCCESSFUL Bidder ONLY
The successful Bidder will be required to provide a performance bond and payment bond and
execute the Contract included in Appendix One and Two to this RFB. These documents SHOULD
NOT be completed at the time of bid submission.
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Village of Wilmette

RFB No. 26047
BIDDER INFORMATION SHEET
VILLAGE HALL ELEVATOR REPAIR & MODERNATION
Company Name:
DBA:
Address:
City, State, Zip:
Contact Name:
Phone Numbers:
Email:
Website:
Federal Employer Identification # (FEIN):
IL Secretary of State File #:
IL Department of Employment Security #:
IL Department of Revenue Registration #:
IL Department of Professional Regulation #:
Please include an explanation for any blank or "n/a" responses above. ____________________
_____________________________________________________________________________
The Village is required to make a good faith effort to collect and publish certain demographic information for all
vendors and subcontractors doing business with the Village. The Village is now required to report whether the
Village's vendors or subcontractors are a minority, women, or veteran-owned business as defined by the
Illinois Public Act 102-0265. In addition, if the vendor or subcontractor is self-certifying, the Village is required
to disclose if the business is certified as a small business under Small Business Administration standards.
Business Type Certified
Certified By(2)
(Select all the apply) (Circle All That Apply)
Minority-owned(1) Yes / No
Women-owned(1) Yes / No
Veteran-owned(1) Yes / No
Federal SBA Qualified Yes / No
(1)As defined by the Business Enterprise for Minorities, Women, and Persons with Disabilities Act (30 ILCS 575/).
(2)If Certified, provide the name of the certifying organization or state "self-certified".
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Village of Wilmette

RFB No. 26047
BASE BID SHEET
VILLAGE HALL ELEVATOR REPAIR & MODERNATION
___________________________________hereby agrees to furnish to the Village all necessary
equipment, materials and labor to complete the Work as outlined below in accordance with the
provisions, instructions and specifications of the Village for the prices as follows:
Base Bid - Elevator Modernization
Elevator $
Fire Alarm Panel $
Base Bid Subtotal Amount $
Builder Risk Policy Premium
(equal to 2 X's the Base Bid Subtotal Amount) $
Total Base Bid Amount $
TOTAL BASE BID AMOUNT IN WORDS
____________________________________________________
Bidder must attach a Detailed Schedule of Prices equaling the Base Bid Amount.
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Village of Wilmette

RFB No. 26047
ALTERNATE BID SHEET
VILLAGE HALL ELEVATOR REPAIR & MODERNATION
Alternate One - Replacement of the lift cylinder unit. $_____________
The Scope of Work for Alternate One includes replacement of the lift cylinder
unit which is original to the elevator unit. Bidder is expected to provide all the
necessary parts, equipment, materials and labor to upgrade the Lift Cylinder
Unit to current code.
Bidder shall provide a Detailed Schedule of Prices of parts and equipment
expected to be supplied, including manufacturer, make and model, quantity
and cost for the lift cylinder replacement.
Alternate Two - Rehabilitation of Elevator Car's Interior $_____________
The Scope of Work for Alternate Two includes rehabilitation of the car's
interior (i.e., floor, ceiling, walls, lighting) to a modern aesthetic.
The Village may allocate up to $20,000 for the purpose of rehabilitating the
elevator car's interior. Bidder should provide the following information:
1. Color images of potential elevator upgrades.
2. Description of interior upgrade(s) proposed.
3. Detailed Schedule of Prices
Alternate Three - Replacement of the Exterior Entrance Doors $_____________
The Scope of Work for Alternate Three includes replacement of the exterior
entrance doors for floors 1 and 2. The cab's interior and exterior doors are
original to the elevator's installation date (1975).
Bidder shall provide a Detailed Schedule of Prices of parts and equipment
expected to be supplied, including manufacturer, make and model, quantity
and cost for the Exterior Doors.
Total Alternate 1, 2 & 3 Bid Amounts $_____________
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Village of Wilmette

RFB No. 26047
SPECIFICATIONS
VILLAGE HALL ELEVATOR REPAIR & MODERNATION
The following Specifications and other provisions shall govern the performance of the proposed Work
and will be made a part of the Contract.
Project Background
This project entails the repair and modernization of the Village Hall sole elevator. The hydraulic
elevator is original to the construction of the building (Village Hall 1975), and the microprocessor
controller was last replaced in 1984. The controller, or control system, monitors and manages all key
functions of the elevator, everything from door opening speed to travel times between floors. Each
controller is unique, and custom built to the specifications of each elevator.
In early 2025, a temporary repair was made due to a short in the main control board which was
discovered during a monthly safety inspection. The repair took one week to troubleshoot, and the
Village's contractor was able to complete the repair (single relay). Afterwards, the Village's contractor
informed staff that it could fail again with very little or no warning, and replacement was
recommended as OEM parts are no longer available and there are no assurances the issue could be
successfully troubleshooted a second time. Downtime has a direct impact on public ADA access to
the second floor (i.e., Village Manager's Office and Park District), and public meetings. Over the past
ten (10) years, on a handful of occasions the elevator has become physically stuck or does not latch
correctly, rendering it inoperable. It requires regular adjustments which is attributed to the age of the
control system and its components.
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Village of Wilmette