2026 Wayfinding Signage Fabrication and Installation

Request for Bids
Village of Cary
2026 Wayfinding Signage Fabrication and Installation
July 1, 2026
This Request for Bids (RFB) from qualified contractors for the purpose of fabricating and installing posted
wayfinding signage for the Village of Cary (Village), as per the specifications and standards provided
herein. The awarded contractor is to include the full sign assembly, including but not limited to signposts
and hardware, per the Design Intent Drawings enclosed herein.
Any communication regarding this request for bids between the date of issue and the date of award is
required to go through the Contact Person listed below. Unauthorized contact with other Village staff is
strictly forbidden.
BACKGROUND:
The Village of Cary developed a Wayfinding Signage Master Plan that includes destination identification
and directional signage for vehicles, bicycles, and pedestrians that directs visitors and residents to key
destinations. The objective of the master plan is to complement the environment and coordinate with
other street scape elements, create a strong first impression with visitors, boost visitor satisfaction, and
improve Cary's tourism business by encouraging exploration, longer stays and return visits.
The design intent drawings shall be used as guidance for the fabrication and installation of signs for the
Village of Cary to ensure that the design standards are correctly and consistently applied.
DEFINITIONS:
Village: Village of Cary and Owner of the 2026 Wayfinding Signage Fabrication and Installation project
Contractor/Firm: The company and/or installer intending to bid on the 2025 Wayfinding Signage
Fabrication and Installation contract and/or awarded the contract.
Subcontractor: Business or person contracted by the Contractor to carry out work included in the project
scope.
GENERAL REQUIREMENT:
This is a Request for Sealed Bids. Bids will be opened and read publicly. The Village reserves the right to
evaluate bids for completeness and qualifications. One (1) original copy is to be submitted at the address
below. No electronic submission is allowed.
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Mailing/Shipping Address:
Village of Cary
Attn: Caty Ward, Capital Projects Manager
755 Georgetown Drive
Cary, IL 60013
Drop-Off In-Person:
Same as Mailing Address.
8:30 am to 5:00 pm, Monday-Thursday, excluding holidays
8:30 am to 12:00 pm, Friday, excluding holidays.
Contact Person:
Caty Ward
Capital Projects Manager
cward@caryillinois.com | (847) 639-0003 x 8106
SUBMISSION DATE AND TIME:
By 11:30 AM (CSD), Thursday, July 23, 2025
Bids received after the submittal time will be rejected and returned unopened to the sender.
Schedule of Events
07/01/2025 RFB Available on DemandStar
07/16/2025 Questions Submitted via Email to cward@caryillinois.com by 12:00 PM
07/20/2025 Vendor Questions Answered via Addendum on DemandStar by 5:00 PM
07/23/2025 Bids Due by 11:30 AM (CSD) and Public Bid Opening at the Cary Municipal Center
GENERAL INFORMATION
TERMS AND CONDITIONS
RESERVED RIGHTS
The Village reserves the right at any time and for any reason to cancel this RFB and to reject any
or all bids, or to accept a portion of the bid or any alternate bid. The Village reserves the right to
waive any immaterial defect in any bid. Unless otherwise specified by the offeror, the Village has
no less than one hundred and twenty (120) days to accept. The Village may seek clarification
from the Contractor at any time and failure to respond promptly is cause for rejection. The
Village may require submission of the best and final offers.
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INCURRED COSTS
The Village will not be liable in any way for any costs incurred by respondents in replying to this
RFB.
AWARD
Award shall be made by the Village to the most responsive and responsible Contractor whose
bid is determined to be the most advantageous, taking into consideration price and the
evaluation criteria set forth herein below.
NON-DISCRIMINATION
Contractor shall comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended
and any rules and regulations promulgated in accordance therewith. Including, but not limited to
the Equal Employment Opportunity Clause, Illinois Administrative Code, Title 44, Part 750
(Appendix A), 775 ILCS 5/1-102, which is incorporated herein by reference, and consisting of a
written EEO Policy and a workforce profile that demonstrates its EEO practices. Furthermore, the
Contractor shall comply with the Public Works Employment Discrimination Act, 775 ILCS 10/0.01
et seq., as amended. The Contractor must have a written sexual harassment policy, which meets
Illinois State Statutes, 775 ILCS, 15/3.
SECURITY
The Contractor represents and warrants to the Village that neither it nor any of its principals,
shareholders, members, partners or affiliates, as applicable, is a person or entity named as a
Specially Designated National and Blocked Person (as defined in Presidential Executive Order
13224) and that it is not acting, directly or indirectly, for or on behalf of a Specially Designated
National and Blocked Person. The Contractor further represents and warrants to the Village that
the Contractor and its principals, shareholders, members, partners, or affiliates, as applicable,
are not directly or indirectly, engaged in, and are not facilitating, the transactions contemplated
by this Agreement on behalf of any person or entity named as Specially Designated National and
Blocked Person. The Contractor hereby agrees to defend, indemnify and hold harmless the
Village, the Corporate Authorities, and all Village elected or appointed officials, officers,
employees, agents, representatives, engineers and attorneys, from and against any and all
claims, damages, losses, risks, liabilities, and expenses (including reasonable attorneys' fees and
costs) arising from or related to any breach of the foregoing representation and warranties.
OSHA REQUIREMENTS
The Occupational Safety and Health Act of 1970 (OSHA) "guarantees workers the right to a safe
and healthful workplace". Under Section 5(a) (1) of the OSHA Act, the employer must "furnish to
each of his employees' employment and a place of employment which are free from recognized
hazards that are causing or likely to cause death or serious physical harm to his employees."
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There are times when the Village must hire entities and individuals (contractors) to perform
services. To this end, Contractors hired by the Village must perform their duties in a manner that
is compliant with all state and federal health and safety laws and industry guidelines. It is the
responsibility of the Contractor to ensure that their personnel and subcontractors comply with
all state and federal health and safety laws and regulations and industry guidelines, including,
but not limited to those set forth by: OSHA and related regulations, the Safety Inspection and
Education Act, the Health and Safety Act, the National Institute of Occupational Safety and
Health, the National Fire Protection Association, the Centers for Disease Control, American
Industrial Hygiene Association, the American Council of Governmental Industrial Hygienists, the
Environmental Protection Agency, and the Department of Transportation.
RIGHT TO PROTEST
Any actual or prospective bidder or Contractor who is aggrieved in connection with the
solicitation or award of a Contract may protest to the Contact Person. Any protest must be
submitted in writing within ten (10) calendar days from the issuance of the solicitation,
addendum, and notice of award or other decision by the Public Works Department.
ADDENDUM
Should the Contractor require any additional information about this Bid, please contact the
Contact Person with any questions by the deadline as outlined in the schedule of events. The
Contractor is solely responsible for ensuring that any question submitted to the Contact Person
via email has been received. If the Contact Person does not provide written confirmation of
receipt within twenty-four (24) hours after the Contractor's email submission, the Contractor
shall take appropriate action to verify receipt. The Contractor shall not assume that a question
has been received by the Contact Person unless and until the Contact Person provides
confirmation of receipt. ANY AND ALL changes to these specifications are valid only if they are
included by Written Addendum to All Bidders. No interpretation of the meaning of the plans,
specifications, or other contract documents will be made orally. Failure of the bidder to receive
any such addendum or interpretation shall not relieve the bidder from obligation under this Bid
as submitted. All addenda so issued shall become part of the bid documents. Failure to request
an interpretation constitutes a waiver to later claim that ambiguities or misunderstandings
caused by a bidder to improperly submit a bid.
Response to these questions will be made by means of an addendum and posted on OpenBids-
DemandStar. Only the Director of Public Works or someone designated by the Director of Public
Works has the authority to issue an addendum.
Addenda are written instruments issued by the Village prior to the date for receipt of bids, which
modify or interpret the Bid by addition, deletions, clarifications or corrections.
Prior to the receipt of bids, addenda will be posted. Each Contractor shall ascertain prior to
submitting a bid that all addenda issued have been received and, by submission of a bid, such
act shall be taken to mean that such Contractor has received all addenda and that the Contractor
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is familiar with the terms thereof and understands fully the contents of the addenda. The
Contractor shall sign all addenda issued and submit a signed copy of all addenda with their bid
package.
TAXES
The Village is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax, and Federal
Excise Tax.
PAYMENTS
Bidders are advised that this Project is subject to the requirements of the Employment of Illinois
Workers on Public Works Act (30 ILCS 570/) and the Illinois Prevailing Wage Act (820 ILCS 130/1-
12).
The Contractor shall furnish the Village, upon request, with an itemized invoice with IDOL
certified transcript of payroll, certifying prevailing wage requirements are met. Payment shall be
made in accordance with applicable provisions of the "Local Government Prompt Payment Act."
No extra work shall be performed and no additional compensation shall be due unless
authorized by written change order executed by the Village. Any rejected work shall be removed
and replaced at no cost to the Village. Village inspections shall not relieve the Contractor of
responsibility for defective work.
The bid price shall include all labor, supervision, equipment, materials, tools, mobilization,
transportation, testing, startup, commissioning, permits, bonds, insurance, restoration, disposal,
freight, overhead, profit, and all other work necessary to complete the project as specified. No
separate payment will be made for any item of work unless specifically identified as a separate
pay item in the Bid Form. All costs not specifically identified as a separate pay item shall be
considered incidental to the Contract and included in the Contractor's bid price.
The Village will hold 10% retainage on all progress payments until completion of 50% of the
contract. Upon 50% completion, the Village will reduce retainage on future progress payments
to 5%.
CONTRACTOR RESPONSIBILITIES
The selected Contractor will be required to assume responsibility for all services offered in this
bid. The Village will consider the selected Contractor to be the sole point of contact with regard
to contractual matters, including payment of any and all charges resulting from the contract.
Any contract resulting from this RFB may not be assigned, in whole or in part without written
consent of the Village. If the Contractor attempts to make such an assignment without the
written consent of the Village, the Contractor shall nevertheless remain legally responsible for all
obligations under the Contract.
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All materials shall be delivered, stored, handled, and installed in a manner that prevents
damage. The Village reserves the right to reject any materials that are damaged during
manufacturing, shipment, unloading, storage, handling, and installation. Any materials rejected
by the Village shall be removed and replaced by the Contractor at no additional cost to the
Village and without extension of the Contract Time unless approved in writing by the Village.
INTERPRETATION or CORRECTION of REQUEST for BIDS
Contractors shall promptly notify the Contact Person of any ambiguity, inconsistency, or error,
which they may discover upon examination of the Requests for Bids.
Interpretations, corrections, and changes to the Request for Bids will be made by addendum.
Interpretations, corrections, or changes made in any other manner will not be binding.
COMPLIANCE WITH LAWS
The bidder hereto covenants and agrees to comply with all applicable federal, state, and local
laws, codes, ordinances, rules and regulations. Failure to comply with the terms of this provision
shall constitute a breach of contract and permit the Village to terminate this (Request for Bids) in
accordance with the termination provisions stated herein.
RECOURSE for UNSATISFACTORY MATERIALS
Payment shall be contingent upon the Village's inspection of and satisfaction with completed
work. Any defective work or materials, non-conformance to bid specifications, damaged
materials, or unsatisfactory installation shall be corrected to the Village's satisfaction by the
successful bidder at no additional charge.
TERMINATION
Failure to comply with the terms and conditions herein stated shall be cause for cancellation of
the contract. The Village will give written notice of unsatisfactory performance, and the
Contractor will be allowed thirty (30) days to take corrective action and accomplish satisfactory
control. If at the end of the thirty days, the Village deems the Contractor's performance still
unsatisfactory, the contract shall be canceled. The exercise of its right of cancellation shall not
limit the Village's right to seek any other remedies allowed by law.
The successful bidder will agree that the resulting contract is made subject to available
budgetary appropriations and shall not create any obligation on behalf of the Village in excess of
such appropriations. In the event that no funds or insufficient funds are appropriated and
budgeted, this Contract shall terminate without penalty or expense to the Village thirty (30) days
after written notification of termination from the Village.
The successful bidder will agree that pursuant to requirements imposed under Illinois law, the
Village shall have 120 days after each election of Village board members to terminate this
Contract, without cause and without penalty.
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REJECTION of BIDS, WAIVER of IRREGULARITIES
The Village reserves the right to reject any or all bids, to waive irregularities, and to accept that
bid which is considered to be in the best interest of the Village. Any such decision shall be
considered final.
DELIVERY
Delivery will be considered in making the award and the bidders shall state, in the spaces
provided expected delivery after receipt of order. Failure to meet said delivery promises without
prior consent of the Village will be considered a breach of faith.
WORKMANSHIP
Items shall be manufactured according to the highest traditions of the industry and shall meet all
commercial standards of quality. The Village shall be the sole judge of acceptable products.
Unacceptable products will be rejected and suitable price adjustments made.
QUALIFICATIONS
Each contractor submitting an RFB for this project shall submit detailed information concerning
the professional qualifications of the individual(s) assigned to carry out this project. Relevant
project experience, logistical capabilities and other relevant support data regarding the
contractor and assigned personnel must be included.
Each contractor submitting a bid for this project must provide at least three (3) references where
projects of a similar nature have been successfully completed and implemented. These
references should provide the name and address of the entity where the project was completed
as well as a contact person.
TRAFFIC CONTROL
The Contractor shall coordinate in a manner approved by the Village that will cause as little
inconvenience to traffic as possible. The Contractor shall obtain, erect, maintain, and remove all
signs barricades, flagmen, and other traffic control devices as may be necessary for the purpose
of regulating, warning, or guiding traffic. Placement and maintenance of all traffic control
devices shall be the responsibility of the Contractor and in accordance with acceptable parts of
Article 107.14 of Standard Specifications and the Illinois Manual on Uniform Traffic Control
Devices for Streets and Highways. All traffic protection will be considered incidental to the cost
of the Contract and will not be paid for separately. Roadways shall remain open to two-way
traffic during construction. No roadway closures will be permitted without written consent from
the Director of Public Works. The Contractor shall be responsible for acquiring any traffic control
requirements, permits, permissions from Illinois Department of Transportation on any IDOT
maintained roadways and right of ways as well as McHenry County Department of
Transportation for any county-maintained roadways and right of ways.
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INSURANCE
General The successful bidder shall maintain for the duration of the contract, including warranty
period, and any extensions thereof, at bidder's expense, insurance that includes "Occurrence"
basis wording and is issued by a company or companies qualified to do business in the State of
Illinois that are acceptable to the Village, which generally requires that the company(ies) be
assigned a Best's Rating of A or higher with a Best's financial size category of Class XIV or higher,
in the following types and amounts:
a) Commercial General Liability in a broad form, to include, but not limited to, coverage for
the following where exposure exists: Bodily Injury and Property Damage,
Premises/Operations, Independent Contractors, Products/Completed Operations,
Personal Injury and Contractual Liability; limits of liability not less than:
$1,000,000 per occurrence and $2,000,000 in the aggregate;
b) Business Auto Liability to include, but not be limited to, coverage for the following where
exposure exists: Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-
Ownership; limits of liability not less than:
$1,000,000 per occurrence combined single limit for:
Bodily Injury Liability and Property Damage Liability;
c) Workers' Compensation Insurance to cover all employees and meet statutory limits in
compliance with applicable state and federal laws. The coverage must also include
Employer's Liability with minimum limits of $100,000 for each incident.
EVIDENCE of INSURANCE
The successful bidder agrees that with respect to the above-required insurance that:
a) The Village shall be provided with Certificates of Insurance evidencing the above
required insurance, prior to commencement of the contract and thereafter with
certificates evidencing renewals or replacements of said policies of insurance at least
fifteen (15) days prior to the expiration or cancellation of any such policies; the
Contractor shall additionally add the Village as an "additionally insured" on relevant
insurance policies;
b) The contractual liability arising out of the contract shall be acknowledged on the
Certificate of Insurance by the insurance company;
c) The Village shall be provided with thirty (30) days prior notice, in writing, of Notice of
Cancellation or material change and said notification requirement shall be stated on the
Certificate of Insurance;
d) Subcontractors, if any, comply with the same insurance requirements. In addition to
being named as an additional insured on the Certificate of Insurance, each liability policy
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shall contain an endorsement naming the Village as an additional insured. A copy of the
endorsement shall be provided to the Village along with the Certificate of Insurance; and
Village of Cary
755 Georgetown Drive
Cary, IL 60013
e) Insurance Notices and Certificates of Insurance shall be provided to:
Village of Cary
755 Georgetown Drive
Cary, IL 60013
The Contact Person shall be provided with Certificates of Insurance evidencing the above
required insurance prior to the commencement of this Agreement and thereafter with the
certificated evidencing renewals or changes to said policies of insurance at least fifteen (15) days
prior to the expiration or cancellation of any such policies.
The Village shall be named as additional insured on all liability policies, and the parties
acknowledge that any insurance maintained by the Village shall apply in excess of, and not
contribute to, insurance provided by successful bidder.
The contractual liability arising out of the Agreement shall be acknowledged on the Certificate of
Insurance by the insurance company. The Village shall be provided with thirty (30) days prior
notice, in writing, of Notice of Cancellation or material change, and said notification
requirements shall be stated on the Certificate of Insurance.
Acceptance or approval of insurance shall in no way modify or change the indemnity or hold
harmless clauses in this agreement, which shall continue in full force and effect.
HOLD HARMLESS CLAUSE
The Contractor agrees to indemnify, save harmless and defend the Village, their agents, servants,
and employees, and each of them against and hold them harmless from any and all lawsuits,
claims, demands, liabilities, losses and expenses, including court costs and attorney's fees, for or
on account of any injury to any person, or any death at any time resulting from such injury, or
any damage to property, which may arise or which may be alleged to have arisen out of or in
connection with the work covered by this contract. The foregoing indemnity shall apply except if
such injury, death or damage is caused directly by the willful and wanton conduct of the Village,
their agents, servants, or employees or any other person indemnified hereunder.
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CHOICE OF LAW AND VENUE
The bidder agrees that this bid has been executed and delivered in Illinois and that their
relationship and any and all disputes, controversies or claims arising under this bid or any
resulting contract shall be governed by the laws of the State of Illinois, without regard to
conflicts of laws principles. The bidder further agrees that the exclusive venue for all such
disputes shall be the Circuit Court of the 22nd Judicial Circuit of McHenry County, Illinois, and
the bidder hereby consent to the personal jurisdiction thereof.
EVALUATION
Evaluation of bids will be done by the Village staff. Bids will be evaluated on experience in doing
projects of a similar nature and adherence to specifications.
DIRECTIONS FOR SUBMISSION
Qualified individuals or contractors are to submit one (1) original of the completed bid along
with any support documentation.
All data and documentation submitted as part of this RFB shall become the property of the
Village. After award of this contract, all responses, documents, and materials contained in the
RFB shall be considered public information and will be made available for inspection in
accordance with the Illinois Freedom of Information Act.
All bids must be received no later than 11:30 AM on Thursday, July 23, 2026. Absolutely no bid
will be accepted after the time specified. Late bids shall be rejected and returned unopened to
the sender. The Village does not prescribe the method by which bids are to be transmitted;
therefore, it cannot be held responsible for any delay, regardless of reason, in the transmission
of bids.
ENVELOPES OR EMAILS ARE TO BE CLEARLY MARKED WITH THE RFB TITLE, TIME & DATE OF
OPENING.
SUBMITTAL
Submit one (1) bid, multiple bids will not be accepted. Provide a signed copy of each addendum
issued with bid proposal.
PRICING
The price offered shall be firm for at least 120 days after the latest time specified for submission
of bids and thereafter until written notice is received from bidder. A schedule of values must be
provided by the Contractor prior to work commencing.
FREIGHT
Freight is all inclusive unless otherwise stated.
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