SLED Opportunity · ILLINOIS · CITY OF URBANA
AI Summary
City of Urbana seeks bids for routing, cleaning, and sealing cracks in Portland cement concrete pavement at various locations. The project requires compliance with IDOT standards, insurance, bonding, and submission via the City's e-Procurement Portal by April 21, 2026.
This project consists of routing, cleaning, and sealing cracks in existing Portland cement concrete pavement in various locations.
| Event | Date | Location |
|---|---|---|
| Bid Opening Location | Join: https://teams.microsoft.com/meet/28737764908595?p=U2HpdUp0KR5qwkkHCp Meeting ID: 287 377 649 085 95 Passcode: kc9E922s Dial in by phone +1 872-201-6563,,385038442# United States, Chicago Phone conference ID: 385 038 442# |
| Bodily Injury & Property Damage - Each Occurrence | $1,000,000 |
| Bodily Injury & Property Damage - General Aggregate | $2,000,000 |
| Products-Completed Operations Aggregate | $2,000,000 |
| Personal & Advertising Injury Liability | $1,000,000 |
Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include contractual liability and a waiver of subrogation.
All submittals shall be provided in the format requested in a direct and concise manner. Submittals are required to be submitted via the City’s e-Procurement Portal by the date/time prescribed in this request. Any submittals received after the date and time specified in the request shall not be considered and will not be opened. It is the responsibility of the prospective vendors to ensure their submittal is complete in accordance with the requirements of this request in the City’s e-Procurement Portal, by the specified time and date. Submittals received after the time and date will not be accepted.
The apparent silence of the specifications as to any detail or apparent omission from it as to a detailed description concerning point shall be interpreted as meaning that only the best commercial material or practice shall prevail and that only items of the best materials or workmanship are to be used.
| Bodily Injury & Property Damage - Each Occurrence | $1,000,000 |
| Bodily Injury & Property Damage - General Aggregate | $2,000,000 |
| Products-Completed Operations Aggregate | $2,000,000 |
| Personal & Advertising Injury Liability | $1,000,000 |
Vendors shall name the City of Urbana and its officers and employees as additional insured (for contractors, additional insured status must be provided via CG 2010 07/04 and CG 2037 07/04 for two (2) years from completion of the project), on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include contractual liability and a waiver of subrogation.
Vendor shall be located within XX miles of Urbana City Hall 400 S. Vine Street Urbana, IL 61802.
Insurance shall be according to Article 107.27 of the IDOT Standard Specifications for Road and Bridge Construction and the following special provisions.
Insurance must be placed with companies with an A.M. Best Rating of A- VIII or better.
For “Employers Liability” (part (a)(2) of Article 107.27 of the Standard Specifications), change the coverage limit to $1,000,000 for each category. Coverage will include a waiver of subrogation in favor of the City of Urbana.
Add the following requirements to “Commercial General Liability” (part (b) of Article 107.27 of the Standard Specifications):
(4) Personal and Advertising Injury Liability Limit: $1,000,000.
Contractor shall name the City of Urbana and its officers and employees as additional insured (additional insured status must be provided via CG 2010 07/04 and CG 2037 07/04 for two (2) years from completion of the project), on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Contractor. Coverage will include contractual liability and a waiver of subrogation.
Add the following requirements to “Commercial Automobile Liability” (part (c) of Article 107.27 of the Standard Specifications):
Contractor shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Contractor. Coverage will include a waiver of subrogation.
Add the following requirements to “Umbrella Liability” (part (d) of Article 107.27 of the Standard Specifications):
(1) General Aggregate Limit: $5,000,000
(2) Each Occurrence Limit: $5,000,000
Pollution Liability. When the services provided under this contract include any potential pollution/environmental risk or losses caused by pollution conditions, including mold and asbestos, that may arise from the Contractor’s work, Contractor shall maintain pollution liability insurance coverage at minimum limits as indicated below for itself, and its employees and agents. When a claims-made policy is renewed or replaced, the policy retroactive date must coincide with, or precede commencement of services by Contractor under this Contract. A claims-made policy that is replaced by an occurrence based policy or not renewed must have an extended reporting period of at least two years.
Pollution Liability: $1,000,000 per occurrence and $2,000,000 annual aggregate
Contractor shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Contractor. Coverage will include a waiver of subrogation.
All goods, equipment, and materials must be of current date (latest model or supply) and meet specifications. This provision excludes the use of surplus, re-manufactured or used products, either in part or in whole, except where the specifications explicitly provide therefore. Further, the Vendor warrants that it has lien free title to all equipment, supplies or materials purchased under the terms of this Contract.
Vendor, or their applicable service center, shall be located within 150 miles of the Urbana Public Works Department located at 706 S. Glover Avenue Urbana, IL 61802 for any ongoing service or warranty work.
| Coverage A (Statutory Benefits) | Illinois Statutory |
| Coverage B (Employer’s Liability) | $1,000,000 each disease $1,000,000 each employee $1,000,000 policy limit |
Coverage will include a waiver of subrogation in favor of the City of Urbana.
Submittals shall be opened publicly through an electronic procurement system in the presence of one or more witnesses at the time and place designated.
| Coverage A (Statutory Benefits) | Illinois Statutory |
| Coverage B (Employer’s Liability) | $500,000 each disease $500,000 each employee $500,000 policy limit |
Coverage will include a waiver of subrogation in favor of the City of Urbana.
If there is any special funding (like grants) associated with this purchase/contract, special funding requirements for using those funds should be incorporated in this section. Typically, these can be found in special funding agreements and may require compliance with additional state/federal acts, certifications, diversity inclusion goals/requirements, etc.
Where quantities are specifically stated, the Vendor shall deliver, and the City shall pay for only such quantities as therein stated.
A mandatory pre-submittal meeting will be held on NO VALUE at NO VALUE at NO VALUE.
Automobile Liability, when any owned, hired, or non-owned motor vehicles are used in connection with work to be performed, Vendor must provide Automobile Liability insurance with limits of not less than:
| Automobile Liability | $1,000,000 combined single limit |
Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include a waiver of subrogation.
Automobile Liability, when any owned, hired, or non-owned motor vehicles are used in connection with work to be performed, Vendor must provide Automobile Liability insurance with limits of not less than:
| Automobile Liability | $1,000,000 combined single limit |
Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include a waiver of subrogation.
Umbrella/Excess Liability, to follow form over General Liability, Automobile Liability, and Employer’s Liability with limits of not less than:
| Umbrella/Excess Liability | $5,000,000 each occurrence $5,000,000 general aggregate |
An optional pre-submittal meeting will be held on NO VALUE at NO VALUE at NO VALUE. Attendance is not required but highly encouraged.
Liquor Liability, when a Vendor will distribute, sell, serve or provide alcoholic beverages, Vendor must provide Liquor Liability insurance with limits of not less than:
| Liquor Liability | $1,000,000 combined single limit |
Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City insurance or self-insured program. Coverage will include a waiver of subrogation.
The prices for goods and services shall be complete and shall include all equipment, labor, materials, shipping, handling, installation, and other charges unless specifically denoted otherwise. Where prices are given in both words and figures, the words shall govern.
If unit pricing is utilized and there is a discrepancy between the total amount and a unit price, the unit price shall govern. Vendor shall provide all goods and services in accordance with the pricing included in Vendor’s response unless otherwise provided for in the Contract Documents.
Vendor shall complete delivery of goods or services in accordance with the provisions of the solicitation. Each shipment shall include a separate invoice.
When the services provided under this contract include any professional services, Vendors shall maintain professional liability insurance coverage at minimum limits as indicated below, for itself, and its employees and agents to include coverage for acts, errors, and/or omissions related to the rendering or failure to render such professional services. When a claims-made policy is renewed or replaced, the policy's retroactive date must coincide with, or precede the commencement of services by Vendors under this Contract. A claims-made policy that is replaced by an occurrence-based policy or not renewed must have an extended reporting period of at least two years.
When Vendors provide medical-related services, the policy shall include coverage specific to medical malpractice.
| Professional Liability /Errors and Omissions |
$1,000,000 per claim $3,000,000 annual aggregate
|
Umbrella/Excess Liability, to follow form over General Liability, Automobile Liability, and Employer’s Liability with limits of not less than:
| Umbrella/Excess Liability | $5,000,000 each occurrence $5,000,000 general aggregate |
No Pre-Submittal meeting is required for this procurement.
If payment terms are not indicated, the City shall make payment no more than 30 days after receipt of an invoice, pay application, or pay request that has been approved by authorized City representative. Vendor shall list applicable P.O. number on all invoices and packing lists.
When the services provided under this contract include any professional services, Vendors shall maintain professional liability insurance coverage at minimum limits as indicated below, for itself, and its employees and agents to include coverage for acts, errors, and/or omissions related to the rendering or failure to render such professional services. When a claims-made policy is renewed or replaced, the policy's retroactive date must coincide with, or precede the commencement of services by Vendors under this Contract. A claims-made policy that is replaced by an occurrence-based policy or not renewed must have an extended reporting period of at least two years.
When Vendors provide medical-related services, the policy shall include coverage specific to medical malpractice.
| Professional Liability /Errors and Omissions | $1,000,000 per claim $3,000,000 annual aggregate |
Cyber, when any services require access to the City’s information technology infrastructure or the sharing or transfer of personal or sensitive data with outside entities, Vendors shall maintain cyber liability coverage to cover claims involving security breach, system failure, data recovery, cyber extortion, information theft, damage to or destruction of electronic information, and release of private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses. Coverage to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, sharing, transferring, or accessing private, confidential or protected information. Vendors shall maintain cyber liability insurance with limits of not less than:
| Cyber | $3,000,000 per claim |
The City is exempt from paying federal excise tax, state and local retailers’ occupation tax, state and local service occupation tax, use tax, service use tax, and sales tax. The City’s tax exempt number will be furnished to the successful respondent upon execution of a final contract.
Pollution Liability – When the services provided under this contract include any potential pollution/environmental risk or losses caused by pollution conditions, including mold and asbestos, that may arise from the Vendor’s work, Vendor shall maintain pollution liability insurance coverage at minimum limits as indicated below for itself, and its employees and agents. When a claims-made policy is renewed or replaced, the policy retroactive date must coincide with, or precede commencement of services by Vendors under this Contract. A claims-made policy that is replaced by an occurrence-based policy or not renewed must have an extended reporting period of at least two years.
| Pollution Liability | $1,000,000 per claim $2,000,000 annual aggregate |
Vendors shall name the City of Urbana and its officers and employees as additional insured on a primary and non-contributory basis to any City of Urbana insurance or self-insured program, for liability arising out of the activities of Vendors. Coverage will include a waiver of subrogation.
Before making payment, the City may inspect all goods delivered and services performed and reject those that are defective or nonconforming. The City may return rejected goods and goods supplied in excess quantities to the Vendor at the Vendor’s risk and expense. The Vendor shall promptly correct all work or services identified to be defective or nonconforming, whether observed before or after completion of the services. The Vendor is responsible for all costs of correcting such defective or nonconforming goods or services, including costs associated with repairing any damage, re‐performing the services, and incurred due to the Vendor’s inadequate performance.
In addition to all warranties provided by law and unless specified otherwise in the request, the Vendor warrants that the goods delivered pursuant to this request:
All questions pertaining to this request shall be submitted in writing through the OpenGov Procurement Question & Answer Tab via the City’s e-Procurement Portal until the date/time prescribed in this request. Please include the section title for each question, if applicable, in order to ensure that the questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders/consultants following this solicitation on the City’s e-Procurement Portal.
The time for delivery of goods or performance of services pursuant to this request is of the essence. The City may cancel any or all of the contract without liability if the Vendor: (a) fails to meet price, quantity, quality, or delivery requirements; (b) ceases to operate in the normal course of business; (c) declares bankruptcy or otherwise is subject to legal proceedings concerning creditor relief; (d) applies for or is subject to appointment of a receiver; or (e) makes any assignment for the benefit of creditors. The City also reserves the right to cancel for any other reason permitted by the Uniform Commercial Code.
Any addenda shall be posted on the City’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this procurement. Failure of any bidder/consultant to receive any such addenda or interpretation shall not relieve such bidder/consultant from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.
If the City initiates suit for any default of the Vendor and the City substantially prevails in any such suit, the Vendor shall pay the City’s costs to enforce the terms of the P.O., including court costs and reasonable attorneys’ fees.
Bids/Proposals may be withdrawn through the City’s e-Procurement Portal; the responding firm may “unsubmit” their bid/proposal in OpenGov Procurement prior to the submission deadline. After withdrawing a previously submitted bid/proposal, the responding firm may submit another bid/proposal at any time prior to the submittal deadline. If an award is made, the City shall do so within ninety (90) calendar days of the actual submission deadline. During this 90-day period, the submissions constitutes an irrevocable offer subject to acceptance by the City and the Vendor may not withdraw or attempt to change its submittal. After such time has elapsed, the Vendor may withdraw the proposal if it has not been selected prior to the request to withdraw. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids/proposals following the submittal deadline, or to cancel awards or contracts based on bid/proposal mistakes, will be submitted in writing and will be supported by a written determination made by the City procurement contact.
The City reserves the right to reject any and all submittals, or any part therof, and to waive any technicalities or informalities deemed to be in the best interests of the City; any such decision shall be considered final. In order to verify responsible vendor status, the City may request additional information and/or conduct interviews/discussions with any respondent who makes an acceptable or potentially acceptable submittal. The City may make such investigations as it deems appropriate to determine the ability of the Vendor to perform the work, and the Vendor shall furnish the City all such information and data for this purpose as the City may request. The City reserves the right to reject any submittal if the evidence submitted by, or investigation of such Vendor fails to satisfy the City that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.
Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submittals following opening of submittals. During the course of such discussions, the City shall not disclose any information derived from one proposal to any other respondent.
The City may require the solicitation and the respondent’s submittal be incorporated in full or in part as Contract Documents. This implies that the solicitation and all responses, supplemental information, and other submissions provided by the respondent during discussions or negotiations may be held by the City as contractually binding on the successful respondent. When the City determines a respondent’s submittal to be unacceptable, such respondent shall not be afforded an additional opportunity to supplement its submittal. The City will not be liable in any way for any costs incurred by respondents in replying to this solicitation.
Except for claims based solely upon the negligence, gross negligence, or willful, wanton, or intentional misconduct of the City, its officers, agents, or employees, the Vendor shall INDEMNIFY and DEFEND the City and its officers, agents, and employees against all claims, including attorneys’ fees, arising from:
Successful Vendor shall provide any required conditional award items and information as may be required within fourteen (14) days from the Notice of Award and prior to execution of the contract by the City to avoid delays and potential award cancellation. Prospective vendors shall be familiar with the requirements in this solicitation related to, but not limited to, insurance and bonding requirements.
The Vendor shall bear the risk of loss, injury, or destruction of the goods or services specified in the final contract until delivery to the specified destination and the City’s inspection and acceptance.
Anyone part who does not submit a proposal for the work but who wishes to receive final tabulations or award information may “Follow” the project to receive automated notifications pertaining to this solicitation.
The City and successful respondent are independent contractors with respect to each other, and nothing in this request or final contract creates an association, partnership, joint venture, or agency relationship between them.
Neither party will be deemed to be in default for performance delays caused by floods, earthquakes, fires, epidemics, pandemics, wars, riots, or other civil disturbances. The City may cancel the contract after determining such delay will prevent successful performance of work associated with contractual terms and conditions.
The Vendor shall not assign or subcontract its rights without the City’s prior written approval. All Work performed for the Vendor by any subcontractor will be pursuant to an appropriate written agreement which specifically binds the subcontractor to the applicable terms and conditions of the Contract Documents, but no contractual relationship shall exist between any subcontractor and City.
All applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the scope of work shall apply to and deemed included in the final Contract. The parties shall construe this contract according to Illinois law and the Urbana City Code and shall initiate and maintain any action to interpret or enforce this contract in the Sixth Judicial Circuit Court, Champaign County, Illinois.
Either party’s failure to enforce any provision of this contract will not be deemed a waiver of future enforcement of that or any other provision. A waiver of any provision of this contract is valid only if in writing and signed by the parties.
Vendor shall comply with:
The obligations set forth in the paragraphs entitled Warranties, Default, Indemnification, and Governing Law shall survive the termination of the contract.
The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission. The City’s name or logo shall not be used in any form of advertising without the City’s prior written permission.
The City will notify the Successful Respondent of their final selection for award; said notice will include subsequent award conditions and request for any additional documentation required for execution of contract.
Any modifications or amendment to an existing contract or agreement shall be mutually agreed upon in writing and signed by both the Vendor and authorized City representative.
Vendors must provide proof of conformance with any applicable Federal/State/Local permits, licenses, certifications, etc., as stated in the scope of work. It is the Vendor’s responsibility to inquire about requirements with Procurement Contact.
Vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements
Disputes concerning a question of fact arising under this Contract that are not disposed of by agreement between the Vendor and the City’s authorized representative shall be decided by the Mayor. The decision of the Mayor or the Mayor’s designee for the determination of such decisions shall be final and conclusive unless determined by a court of competent jurisdiction to have been fraudulent, or capricious, or arbitrary, or so grossly erroneous as necessarily to imply bad faith or not supported by substantial evidence. In connection with any proceeding under this clause, the Vendor shall be afforded an opportunity to be heard and to offer evidence in support of its position. Pending final decision of a dispute hereunder, the Vendor shall proceed diligently with the performance of the Contract and in accordance with the decision of the Mayor or Mayor’s designee, whichever was last issued.
In the event of a default, the non-defaulting party shall be entitled to all available remedies, whether in law or in equity.
By confirming, vendor is certifying that they have read and understand the provisions of this procurement and are authorized to submit response on behalf of the company.
By confirming, vendor is certifying that they have fully read and are capable of providing any required Insurance at the limits required in accordance with the costs included in their submission. Vendor also certified that they understand that failure to meet these requirements post award may lead to cancellation of award.
Any consideration for alternative limits should have been submitted in writing through the OpenGov Procurement Question & Answer Tab prior to submission.
Please upload the following proposal documents:
Please upload the following proposal documents:
Please upload the Schedule of Prices (BLR 12201) proposal document.
Please upload the following proposal documents:
Upload the spec sheet for the vehicle/equipment for proposed vehicle, and pricing breakdown.
Please upload your SOQ based on instructions provided in section Statement of Qualifications
Refer to Public Records and Requests for Confidential Treatment under Instructions.
By confirming, the vendor understands that the submittal is subject to FOIA and the City is required to share information that is subject to FOIA requirements.
Find information regarding EEO at: Vendors and Contractors | Urbana, IL
or e-mail ohre@urbanail.gov
The EEO Certification does not require a response under Vendor Submittals and Confirmations section to submit.
If a vendor’s submittal is going to independently exceed cost thresholds requiring EEO Certification with the City alone or taken in combination with other contractual work with the City in the current fiscal year, a contract cannot be executed prior to EEO approval.
If an applicant is going to be close to the threshold, we encourage them to proactively upload the EEO paperwork as the City’s Human Relations Commission (HRC), that evaluates and grants certifications, only meets once per month and requires new applications to be submitted for review 3 weeks prior to meetings for review.
Should an award be made to an uncertified vendor that requires certification, the award may be conditional upon awarded vendor obtaining required EEO certification within a prescribed time frame. Failure to meet this award condition may result in award cancellation.
The Vendor agrees that following representations and additional duties are a material part of the contract. The vendor, having been duly sworn under oath, certifies and agrees as follows:
The representations contained on this document are true, complete, and correct in all respects. The representations contained herein are continuing. If any such representation is no longer true or correct, the Vendor promptly shall notify the City in writing.
Please review existing purchasing policy information to ensure you are compliant.
Fill in the blank with a general description of the goods or services being requested.
Will this procurement lead to a construction contract that uses the Illinois Department of Transportation (IDOT) Standard Specifications for Road and Bridge Construction as its basis?
Review Chapter 12 of the IDOT Bureau of Local Roads and Streets Manual for an explanation of the types of contracts and proposals. Choose only one option.
Will this procurement lead to construction that is funded through the Illinois Department of Transportation (IDOT), including State Motor Fuel Tax (MFT) or State grant funding?
Invitation to Bids are designed to be a competitive sealed bidding process, where the award is generally made to the responsible bidder who submitted the lowest responsive bid.
Lump Sum Awards:
Line Item Awards:
Best Value Awards:
IDOT Standard Specifications for Road and Bridge Construction. Include either Local Roads and Streets Recurring Special Provision LRS 6 or LRS 7, according to the type of contract. Select this option for a construction contract with IDOT Standard Specifications as its basis.
The following table details insurance requirements for City contracts, which generally apply to purchases over $10,000. All contractors performing work on the City’s premises should provide insurance, even for contracts of less than $10,000. These requirements apply when a vendor or contractor is performing work for the City, but not to purchases of only materials or supplies. Other exceptions may be approved as described below. This section will be updated from-time-to-time.
Purchases are classified as high, medium or low risk. The risk levels are defined in the following table –
Tier 1 – High Risk | Tier 2 – Medium Risk | Tier 3 – Low Risk |
Requires a contract with High Risk insurance language found in OpenGov Procurement. Must have the certificate of insurance (COI) in hand and “additional insured” language must appear on the COI. Certificate must include project name and location. Attach COI to requisition. | Requires a contract with Medium Risk insurance language found in OpenGov Procurement. Insurance certificate does not have to be in hand, but must be available upon request. | Purchase Order Terms & Conditions are sufficient. Must note that PO is, “Subject to terms and conditions on reverse,” and ensure that vendor is provided a copy of the PO. |
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All construction contracts, regardless of cost including: 1) any contract where contractor will use cranes, rigging, scaffolding, and/or erection equipment; 2) any contract where work is performed on the City’s premises; 3) janitorial services
| All professional services including, but not limited to, accounting, financial, legal, consulting must have Professional / Errors & Omissions Liability coverage. Services provided by licensed medical/dental/clinic psychology professionals must have Professional Liability – Medical Malpractice Coverage. | All other services, unless a specific risk has been identified, in which case it must be addressed in consultation with the HR & Finance Director and City Attorney. |
Contracts involving hazardous materials such as abatement, hauling, etc. shall require vendor to carry Pollution Liability with limits of $1M per occurrence and $2M aggregate. | Purchases where services require access to the City’s information technology infrastructure or services involving the sharing or transfer of personal data or sensitive data with outside entities require vendor to provide $3M of cyber risk coverage. | Includes inter-agency agreements or other agreements between the City and other governmental agencies. |
Vendors providing charter transportation services. |
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Select any/all special insurance coverages that may apply to this solicitation.
Bonding Requirements are not required for following procurements:
Bid and proposal bonds are used to ensure that a bidder or proposer follows through on commitments made in a proposal or bid to execute a contract on the terms specified in the solicitation and bid or proposal. The terms “bond” and “guarantee” are sometimes used interchangeably.
Bid and Proposal Bonds or Guarantees
Bids over $25,000 must require a bid bond secured by a cashier’s or certified check, letter of credit, or an insurance company licensed to do business within the State of Illinois. The bond should be in an amount equal to at least 5% of the bid or proposal. Higher amounts may be required at the department head’s discretion. A proposal bond may also be required at the discretion of the department head. The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required, or attempt to withdraw the bid or proposal prior to the beginning date of the contract. Exceptions to these requirements can only be made as follows:
| Purchase Amount | Approvals |
| Up to $10,000 | Department Head |
| Over $10,000 to $25,000 | Finance Director |
| Over $25,000 | City Administrator |
The security will be held to ensure good faith on the part of the bidder or proposer to be applied as liquidated damages should the bidder or proposer fail to execute and submit all required contract documents within the time required or attempt to withdraw the bid or proposal prior to the beginning date of the contract.
Each department will hold bid or proposal bonds and maintain an updated listing of all bid or proposal bonds. Any cashier’s or certified check will be held in a secure location and returned by department staff to the bidder or proposer as soon as the City has entered into a contract with a vendor.
Performance Bonds or Guarantees
Performance bonds are used to guarantee performance of a contract and are in effect throughout the term of the contract.
Construction and demolition contracts with a cost over $25,000 must require payment bonds (performance and labor and material payment bond) written for the duration of the contract. The performance bond should be conditioned on full completion of the contract, according to its terms, and payment for materials and labor used in such completion, for 100% of the contract price. The bond should be in the form of a bond issued by an insurance company licensed to do business in the State of Illinois, cashier’s check, or letter of credit. The security should be provided to the City with other contract documents, prior to the City’s execution of the contract document. Department staff is responsible for verifying that the proper security has been provided. The City may require performance bonds for other types of contracts at the department head’s discretion.
Each department will hold performance bonds and maintain a listing of all performance bonds and the form in which security was provided. Any security provided in the form of a cashier’s check will be submitted to the Financial Services Manager, who will deposit these amounts into the City’s bank account and maintain a record of these deposits. At completion of the project, the department will notify the Financial Services Manager in writing that the project has been completed to the City’s requirements and the Financial Services Manager will issue a City check to the vendor within 30 days
The section should be utilized if you have a need to:
Should a specific type of purchase/contract have a recurring supplementary condition that you would like included in the template, you can contact an Open Gov Procurement administrator to inquire about developing and including it in this section.
This refers to the City’s requirement to obtain employment information from vendors and obtain approval of vendors from the Human Relations Commission. Applies to construction projects $25,000 and over, and other purchases $30,000 and over. Also applies to cumulative, individual purchase from the same vendor.
If you are not sure, say "No."
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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