Traffic signal cabinet controller replacement

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INVITATION TO BID
INSTRUCTIONS AND SPECIFICATIONS FOR:
Village of Oak Park Street Lighting
Traffic Signal Cabinet Controller Replacement Project
Bid Number: 26 - 116
Issuance Date: 5/28/2026
The Village of Oak Park will receive Bids from qualified contractors to upgrade the existing
traffic signal controllers. Bids will be accepted at the Public Works Center, 201 South Blvd.,
Oak Park, IL 60302 Monday through Friday, 7:30 a.m. to 2:00 p.m. until Friday June 19th,
2026. Bids will be reviewed in private (no public bid opening) and the results of the review
will be presented to the Village Manager of the Village of Oak Park.
Bids must be enclosed in a sealed envelope marked
"Village of Oak Park Traffic Signal Cabinet Controller Replacement Project 26-116"
Specifications and Bid forms may be obtained at the Public Works Center at the address listed
above, by calling 708-358-5743 or by e-mail request to tfulton@oak-park.us.
The Village of Oak Park 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 Street and
Street Lighting Superintendent Tom Fulton, at 708-358-5743.
In responding to this Request for Proposals, 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.
The documents constituting component parts of their agreement, comprised of pages, are
the following:
Do not detach any portion of this document. Upon formal award to the successful
contractor, a written agreement will be executed in substantially the form attached.
Submission of Bids
The Bid shall be submitted on the Bid form included herewith. The Bid shall be submitted
in a sealed envelope and shall bear the return address of the contractor, and shall be
addressed as follows:
TO: Tom Fulton, Street and Street Lighting Superintendent
Department of Public Works
201 South Blvd.
Oak Park, IL 60302

SECTION I
BID INSTRUCTIONS, TERMS AND CONDITIONS and REFERENCES
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.
Contract Bond
The successful contractor shall, within ten (10) calendar days after award of the Bid, furnish
a contract bond in the amount of one hundred percent (100%) of the contract price. 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 the Village. Bonds
in the form of certified or cashier's check shall be made payable to the Village of Oak Park,
Illinois. The contract bond shall be furnished in the same number of copies as the number
of copies of the agreement to be executed.
Bid Bond
The contractor 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 contractor may provide cash or a certified
check in the amount specified. The Bid bonds, cash or checks will be returned once the
selected contractor has entered into an agreement for this work and provided the Contract
bond in an amount of one hundred percent (100%) of the total approved Bid price.
Award of Agreement
The agreement will be awarded in whole or in part to the responsible contractor 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 E9998-1823-06). Contractors
should exclude these taxes from their prices.
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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 Village Board of
Trustees.
Investigation of Contractors
The Village 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 Village of Oak Park 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 Village with any information the Village may
request, and shall be prepared to show completed work of a similar nature to that included
in its Bid. The Village reserves the right to visit and inspect the premises and operation of
any contractor.
Rejection of Contractor
The Village 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 Village will
reject any Bid from a contractor that failed to satisfactorily complete work for the Village
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 contractor will strictly comply with all ordinances of the Village of Oak Park and Village
Code and laws of the State of Illinois.
Governing Law
All agreements entered into by the Village of Oak Park 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 Village of Oak Park must be brought in the state and federal courts located in Cook
County, Illinois.
Subletting of Agreement
No agreement awarded by the Village of Oak Park shall be assigned or any part sub-
agreement without the written consent of the Village of Oak Park 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.
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Interpretation of Agreement Documents:
Any contractor with a question about this Bid may request an interpretation thereof from the
Village. If the Village changes the Bid, either by clarifying it or by changing the specifications,
the Village will issue a written addendum, and will mail a copy of the addendum to all
prospective contractors. The Village will not assume responsibility for receipt of such
addendum. In all cases, it will be the contractor's responsibility to obtain all addenda
issued. Contractors will provide written acknowledgment of receipt of each addendum
issued with the Bid submission.
Minority Business and Women Business Enterprise Requirements
The Village of Oak Park, 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.
Agreement
The selected contractor shall enter into an agreement with the Village to complete the work
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 mailed to the contractor. The contractor shall
execute three copies of the agreement. One fully executed copy will be returned to the
contractor.
Notice to Proceed
Work shall begin within fourteen (14) days from the Notice to Proceed from the Village's
Street and Street Lighting Superintendent. All work shall be completed in accordance with
the detailed specifications set forth herein, unless the Street and Street lighting
Superintendent grants an extension.
Fees and Cost
In the event any action is brought to enforce any agreement entered into by the Village of
Oak Park, or to collect any unpaid amount from the Village of Oak Park, each party bears the
responsibility of paying its own attorneys' fees and costs.
Dispute Resolution
The Village of Oak Park does not agree to the mandatory arbitration of any dispute.
Hold Harmless
See attached form Agreement.
Insurance
See attached form Agreement.
Termination of Agreement
See attached form Agreement.
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SECTION II
DETAILED SPECIFICATIONS
Scope of Work
The existing Traffic Signal Cabinet that serves the intersection of Lake Street and Harvey Avenue is
in need of modernization. This includes:
Upgrade existing hardware components:
A. 55" Steel Cabinet Super P Special front and rear door with double hood and built on UPS cabinet
b. 16 Position TS2 Back panel
c. 16 Channel Detector Rack with Interface
d. EDI MMU2 and new program card
e. Cabinet Power Supply
f. 3 - Bus Interface Unit
g. Load switch quantity to match to existing
h. Flasher(s) quantity to match existing
i. Flash Relay quantity to match existing
j. 2 Channel Rack Mount Loop Detectors SS that matches existing quantity
k. Fiberoptic Transceiver With 3 Modems
l. 1 - 464 Discriminator
The cabinet shall have an Alpha Systems brand Uninterruptable Power Supply that matches other
power supplies the Village of Oak Park has installed. The existing Cobalt controller shall be
transferred to the new cabinet and reused, and all fiber optic communications in existing cabinet shall
be transferred and reused.
Existing cabinet with components shall be returned to the Village of Oak Park Public Works Center.
Interested contractors are encouraged to visit the above project location in order to get a more
accurate assessment of the conditions. Village of Oak Park Street Lighting Electricians are also
available to meet if desired.
The selected contractor shall furnish all labor, supervision, supplies, tools, equipment, vehicles and
other means necessary or proper for performing and completing the work. The selected contractor
shall be responsible for the cleaning up of the job site and shall repair or restore all structures,
pavement and property that may be damaged or disturbed during performance of the work to the
satisfaction of the Village of Oak Park.
All work and components to meet NEMA and IDOT District 1 standards.
The agreement and work shall be carried out in conformance with the laws and regulations of the
Village of Oak Park and these specifications.
Interested contractors are encouraged to visit the above project locations in order to get a
more accurate assessment of the conditions. Village of Oak Park Street Lighting Electricians
are also available to meet if desired.
.
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Licenses and Permits
The contractor shall be responsible for becoming a licensed contractor with the Village and
shall follow all appropriate and required codes.
Alterations, Omissions and Extra Work
The Village of Oak Park 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
Material Storage: The contractor shall be responsible for the storage and safety of his own
materials. The Village assumes no liability whatever 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 Village property, shall
be the sole responsibility of the contractor until the project is completed and accepted by
the Village.
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 Village property 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.
Method of Payment
The Village of Oak Park will pay monthly all undisputed invoices billed at the rates set forth
in the contractor's Bid 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%.
Certified Payroll
Contractor shall be solely responsible to maintain accurate records reflecting its payroll for
its employees who perform any of the Work for the Village pursuant to this Contract and
shall submit certified payroll records to the Village's Director of Public Works at any time
during the term of this Contract. Contractor shall provide said certified payroll records within
seven (7) days upon the request of the Director of Public Works.
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Change Orders
Change Orders: Changes in the Work may be agreed to after execution of the agreement,
and without invalidating the agreement, if the change order is in writing and signed. Any
changes to the scope of work which result in an increase in the agreement price will be
subject to an agreement addendum which must be signed by both parties. Any such change
order will be prepared by the Village. The contractor may only proceed with the change upon
receipt of the written change order signed by the Village.
Emergency Changes: Contractor may perform work not included in the scope of work if
necessary to remedy a condition that poses an immediate threat to persons or property.
Work of this nature shall be carried out only to the extent of bringing the condition under
control. The Village shall be notified immediately. A change order will then be negotiated
and executed for the work performed, and for work remaining, if any.
Minor Changes (Field Orders): The Village may verbally authorize minor changes in the scope
of work in order to prevent a delay in the progression of the work. These field orders may
not involve a change in the agreement price or be inconsistent with the scope of work.
Changes Due to Unknown Conditions: The contractor is not responsible for changes in the
work that are due to conditions that were not reasonably observable or conditions that have
changed. In such cases, the contractor shall notify the Village and a change order will be
negotiated.
Any change which results in a total agreement price in excess of $10,000 must be approved
by the Village of Oak Park Board of Trustees.
Correction of Work Prior To Final Payment
The Village has the right to stop work if the contractor fails to carry out the work in a manner
acceptable to the Village. If the Village deems the contractor's work unacceptable, at the
Village's election, the contractor shall do one of the following:
1. Promptly repair or replace the defective work, without expense to the Village,
including costs associated with repairing any damage to property caused by the
replacement work; or;
2. If the Village deems it unacceptable to have the contractor correct work which has
been incorrectly done, a deduction from the agreement price shall be made based on
the costs to the Village to have the work repaired. Such a deduction from the
agreement price shall in no way affect the Village's other remedies or relieve the
contractor from responsibility for defects and related damage occurring as a result of
defective or unacceptable work.
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 Director of Public Works or appointed representative. Any instructions given to such
superintendent or person executing work for the contractor shall be binding on the
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contractor as though given to him personally. Contractor's representative must be proficient
in the use and interpretation of the English language.
Workers
The contractors shall employ competent laborers and shall replace, at the request of the
Street & Street Lighting Superintendent 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
Contractor shall only work on weekdays, (Monday through Friday), from 6:30 a.m. to 4:00
p.m. No work will be allowed on weekends or on legal holidays as recognized by the Village
of Oak Park, except as authorized by the Streets Superintendent.
Dispute Resolution
All disputes, including collection disputes, shall be brought in the Circuit Court of Cook
County, Illinois. This agreement shall be interpreted in accordance with the laws of the State
of Illinois. In any dispute resolution process, each party shall bear its own costs, including
attorney's fees. Any purported agreement between the parties that states terms contrary to
this paragraph M will be deemed per se invalid.
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. 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.
Failure of the contractor selected or his/her employees to comply with all applicable laws,
regulations and rules shall permit the Village to immediately terminate this agreement without
liability.
Prevailing Wage
This work will require conformance with prevailing wage laws. See paragraph 18. in the
Independent Contractor Agreement at the end of this RFP.
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BID FORM (Pricing)
The undersigned proposes to furnish all labor and materials required to complete the Work in
accordance with the attached specifications and at the prices indicated below.
PRICE OF SITE $________________
24-Hour Emergency Call-back Number:
(_____) _______________________
Bid Signature:
State of ) County of )
,
(Type Name of Individual Signing)
being first duly sworn on oath deposes and says that the contractor on the above Bid is organized as indicated below and that all
statements herein made on behalf of such Contractor and that their deponent is authorized to make them, and also deposes and says that
deponent has examined and carefully prepared their Bid from the agreement specifications and has checked the same in detail before
submitting this Bid; that the statements contained herein are true and correct.
Signature of contractor authorizes the Village of Oak Park to verify references of business and credit at its
option.
Signature of contractor shall also be acknowledged before a Notary Public or other person authorized by law to
execute such acknowledgments.
Dated: /____/2026
Organization Name (Seal - If Corporation)
By:
___________________________________ ____________________________________
Authorized Signature Address
_______________________________________
Telephone
Subscribed and sworn to before me this day of , 2026.
________________________________ in the State of _____________________. My Commission
Notary Public
Expires on ____/____/_______
In compliance with the above, the undersigned offers and agrees, if his/her Bid is accepted within ninety (90)
calendar days from date of opening, to furnish any or all of the items upon which prices are quoted, at the price
set opposite each item, delivered at the designated point within the time specified above.
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MUNICIPAL QUALIFICATION REFERENCE SHEET
MUNICIPALITY
ADDRESS
CONTACT
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WORK
PERFORMED
MUNICIPALITY
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CONTACT
PHONE
WORK
PERFORMED
MUNICIPALITY
ADDRESS
CONTACT
PHONE
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PERFORMED
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