Well No. 12 Booster Pump Assembly Replacements

Request for Bids
Village of Cary
Well No. 12 Booster Pump Assembly Replacements
June 10, 2026
This Request for Sealed Bids (RFB) is for the purpose of contracting with a qualified firm to
Provide all labor, equipment, appurtenances, and materials necessary for the removal and
replacement of two (2) booster pump assemblies including the pumps, motors, automatic
control valves, electrical disconnects, and power connections. This work may include securing
permits; site restoration; traffic control; testing and all other work necessary for installation of
complete and functional booster pumps and motors meeting IEPA and Village standards as
shown, specified, or required.
Any communication regarding this RFB 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.
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.
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
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Contact Person:
Caty Ward
Capital Projects Manager
cward@caryillinois.com | (847) 639-0003 x 8106
SUBMISSION DATE AND TIME:
By 11:00 AM (CST), Thursday, June 25, 2026
Bids received after the submittal time will be rejected and returned unopened to the sender.
Schedule of Events
06/10/2026 RFB Available on DemandStar/Euna OpenBids
06/18/2026 Mandatory Contractor Site Visit at 286 Moders Road, Cary, IL 60013 at 10:00 AM
06/19/2026 Contractor Questions Submitted via Email to cward@caryillinois.com by 12:00 PM.
06/22/2026 Vendor Questions Answered via Addendum on DemandStar/Euna OpenBids by 5:00
PM
06/25/2026 Bids Due by 11:00 AM (CST) 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.
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.
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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 constituting 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."
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,
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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.
PRE-BID SITE VISIT
A pre-bid site visit to Well No. 12, located at 286 Moders Road, Cary, IL 60013 is being held on June
18, 2026, at 10:00 AM. Attendance at the pre-bid site visit is mandatory. Bids from contractors not
represented at the site visit will be deemed non-responsive and rejected. Contractors will be
required to sign in at the site visit. Bidders shall submit any questions resulting from the site visit to
the Contact Person. An addendum will be issued by the deadline as outlined in the schedule of
events including, but not limited to, questions or clarifications resulting from the site visit.
Contractor acknowledges that existing conditions may vary from available records and shall verify
field conditions prior to bidding. No additional compensation shall be granted for conditions
reasonably observable during the mandatory site visit.
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.
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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 is
familiar with the terms thereof and understands fully the contents of the addenda.
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.
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
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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.
All equipment shall be delivered, stored, handled, and installed in a manner that prevents
damage. The Village reserves the right to reject any equipment that is damaged during
manufacturing, shipment, unloading, storage, handling, installation, or testing. Any equipment
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.
STARTUP AND COMMISSIONING
The Contractor shall provide complete startup and commissioning services for all new equipment
installed under this Contract. Startup and commissioning shall be performed by qualified
personnel experienced with the equipment being installed and shall include, at a minimum:
* Verification of proper equipment installation and alignment.
* Verification of all electrical connections, motor rotation, grounding, and disconnect operation.
* Verification of automatic control valve operation and control settings.
* Functional testing of all pumps, motors, controls, disconnects, and associated appurtenances.
* Verification that each pump assembly operates at the specified performance requirements.
* Inspection for vibration, excessive noise, leaks, overheating, or abnormal operating conditions.
* Adjustment and calibration of equipment as necessary to achieve proper operation.
* Demonstration of system operation to Village personnel.
The Contractor shall coordinate all startup and commissioning activities with the Utilities
Superintendent or their designee and shall provide a minimum of seventy-two (72) hours advance
notice prior to any startup activities
Within five (5) business days following completion of startup and commissioning, the Contractor
shall submit a written Startup and Commissioning Report to the Village. The report shall include,
at a minimum:
* Date of startup and commissioning.
* Personnel performing the startup.
* Equipment model and serial numbers.
* Motor voltage and amperage readings.
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*Pump operating pressures and flow conditions.
*Verification of proper operation of control valves and electrical disconnects.
*Identification of any deficiencies discovered and corrective actions taken.
* Written certification that the equipment has been installed, tested, and is operating in
accordance with the manufacturer's recommendations and the requirements of the Contract
Documents.
Final payment shall not be made until the Startup and Commissioning Report has been submitted
and accepted 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,
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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.
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 firm 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 firm and assigned
personnel must be included.
Each firm 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
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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.
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
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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 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
(e) 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,
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