Refuse Collection Contract: On-Street Receptacles and City Facilities

City-wide refuse collection contract for on-street trash and recycling cans and City facilities.

Background

Bid Questions? Contact: Will Orris, Champaign Public Works, 702 Edgebrook Drive, Champaign, IL 61820, william.orris@champaignil.gov

Project Details

• Reference ID: 252630
• Department: Public Works Department
• Department Head: Terry Lusby, Jr. (Director)

Evaluation Criteria

• GENERAL PRODUCT DESCRIPTION —

  City-wide refuse collection contract for on-street trash and recycling cans and City facilities.

• Project Manager —

  Project Manager Contact Information: Will Orris, Champaign Public Works, 702 Edgebrook Drive, Champaign, IL 61820, william.orris@champaignil.gov

• TIMELINE —

  Bid Release Date:	March 17, 2026
  Question Submission Deadline:	March 27, 2026, 10:00am
  Bid Submission Deadline:	April 2, 2026, 10:00am

• CDAP Subcontracting Goals —

  A utilization goal of TBD% MBE (Minority Business Enterprise) and TBD% WBE (Woman Business Enterprise).  Utilization goals refer to the percentage of work performed by MBE or WBE subcontractors on the project.

  Responding Vendors will be required to show that they have met the above diversity goals (if checked) or that they have made, or commit to making, good faith efforts to reach those goals.  Sufficiency of good faith efforts may vary depending on the type of contract, the type of products and/or services to be provided, and the duration of the contract.  Additional information is contained in the Request for Proposals and attached documents.

  For additional information about Champaign Diversity Advancement Program (CDAP) goals, contact Adonis Fuller, Purchasing/Compliance Specialist, by email at adonis.fuller@champaignil.gov.

  The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.

• CDAP Workforce Participation Goals —

  A workforce participation goal of 20% minority employees and 15% female employees.  Workforce participation goals refer to the percentage of minority and female individuals employed on a project.

  Responding Vendors will be required to show that they have met the above diversity goals (if checked) or that they have made, or commit to making, good faith efforts to reach those goals.  Sufficiency of good faith efforts may vary depending on the type of contract, the type of products and/or services to be provided, and the duration of the contract.  Additional information is contained in the Request for Proposals and attached documents.

  For additional information about Champaign Diversity Advancement Program (CDAP) goals, contact Adonis Fuller, Purchasing/Compliance Specialist, by email at adonis.fuller@champaignil.gov.

  The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.

• CDAP Good Faith Efforts Narrative —

  A description of good faith efforts to obtain or promote MBE/WBE utilization and/or minority and female employee participation in your workforce and projects.

  The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.

• Champaign Diversity Advancement Program (CDAP) Goals - Not Applicable to This Project —

  Champaign Diversity Advancement Program (CDAP) goals are not applicable to the purchase or project.

   

  The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest.

• Standard Terminology —

  The term “City” refers to the City of Champaign, except that when a Request is issued by METCAD or the Champaign Public Library, it shall mean “City of Champaign on behalf of” the relevant agency.  A prospective Contracting Agency will be referred to as the “Vendor”, "Bidder" or “Contractor”.  “Proposal” or "Bid" shall refer to all proposals, bids, quotes, and/or qualifications submitted in response to the Request or Bid.  "Time" shall refer to all time limits designated as days within these documents and shall be interpreted to mean calendar days unless otherwise specified.  A calendar day is every day on the calendar.

• Receipt and Form of Bids —
  1. Any bid received by the City Clerk after the date and time specified in the Invitation to Bid shall not be considered and shall be returned to the Bidder unopened.
  2. All bids and accompanying data must be submitted in conformity with, be based upon, and be subject to all the requirements of the contract documents.  The following documents must be submitted as part of the bid:
     1. The Bid Form
     2. Bid Security (Applicable to this Contract: Yes)
     3. Disclosure Affidavit 
     4. Affirmative Action Compliance Forms OR Certificate of Approval 
     5. CDAP Utilization/Good Faith Efforts form (Applicable to this Contract: Yes)
     6. Any other documents required by the Specifications
  3. All required documents shall be enclosed in an opaque envelope sealed and clearly labeled with:
     1. Name, Address and Phone Number of the Bidder
     2. Project Title and Number (see Invitation to Bid)
     3. Bid Opening Date and Time (see Invitation to Bid)
        If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City of Champaign, c/o City Clerk, 102 North Neil Street, Champaign, IL  61820.  The exterior envelope must also contain the Project Title, Number and Bid opening date and time.
        Please note Bid Security Requirements in section "Bid Security".
  4. All blank spaces in the Bid documents must be filled in by using a typewriter, indelible ink, or word processor.  Where amounts are given in both words and figures, the words will govern.  If there is a discrepancy between the total amount and unit price, the unit price will govern. The signer must initial any changes.
  5. The Bidder must sign the Bid Form.  If the Bidder is a corporation, the Bid Form must bear the name of the corporation and be signed by an officer authorized to bind the corporation.  If the Bidder is a partnership or limited liability company (LLC), the Bid Form must bear the name of the partnership or LLC and be signed by a partner or member.
• Examination of Job Site and Contract Documents —
  1. Each Bidder must examine the site of the proposed work and review any plans and/or project specifications, including any addenda, so that the Bidder may fully understand the difficulties and restrictions attending the execution of the work contemplated under the contract and satisfy themselves of the accuracy of the bid amount and estimate.  The failure or omission of any Bidder to do any of the foregoing shall in no way relieve the Bidder from any obligation with respect to its bid.
  2. Bidders shall thoroughly examine and be familiar with the general conditions and all other contract documents.
  3. Should a Bidder find discrepancies or omissions in the specifications or other contract documents or be in doubt as to the meaning of any requirement or term, the Bidder shall notify the City at least five (5) business days prior to the deadline for submission.  The City will send written instructions in the form of an addendum to all Bidders if the information is deemed necessary by the City in submitting bids.  The City will not be responsible for any oral instructions.  The failure of the Bidder to request clarification prior to submitting the bid waives the Bidder’s right to claim any ambiguity or discrepancy in the documents.
  4. The selected Bidder will be required to execute and submit original contract documents to the City.
• Addenda —

  Should the City issue any addenda to the bid documents, the Bidder shall submit acknowledgement of receipt of the addenda on the Bid Form and the bid shall be based on all addenda.  Any addenda issued by the City shall be considered part of the bid documents and failure to submit acknowledgement of the receipt of all addenda may be cause for the City to reject the bid.

• Bid Prices Net —

  Bid prices shall be net, including therein transportation and handling charges F.O.B. City of Champaign, and shall further include all charges of whatsoever sort for labor, materials, utility costs, and all other charges contained in or required by the work or materials designated in the contract documents.

• Bid Security —
  1. Bidders shall submit with each bid a bid bond reflecting TEN PERCENT (10%) OF THE INITIAL CONTRACT YEAR of the total bid amount in the form contained in the bid documents.  The bond shall be secured by a certified check, letter of credit, bank draft, bank cashier’s check or surety licensed to do business in the State of Illinois and be made payable to the City of Champaign for the same amount.  Bid security deposited by the successful Bidder shall be retained or drawn on not as a penalty, but as liquidated damages in the event that Bidder fails to deliver fully executed contract documents, performance security, or certificates of insurance to the City within fourteen (14) calendar days from the date the City sends the Notice of Award to the Bidder.  By submission of the bid, the Bidder acknowledges the impracticability of calculating the actual damages which would be suffered by the City and agrees that the sum posted represents reasonable liquidated damages.
  2. Bidders must submit original bid checks or bonds so that such bid security is received in the Office of the City Clerk by the bid due date and time.  Failure to do so may result in a bid being declared non-responsive.  If mailing, bid security checks or bonds must be enclosed in an opaque, sealed envelope and clearly labeled with the name, address, and phone number of the Bidder; the project title and number; and the bid opening date and time.
  3. Copies of the bid checks or bonds can also be uploaded to the eProcurement Portal. 
  4. The City Clerk shall hold the bid security of the successful Bidder until all required contract documents have been submitted.  Bid checks securing the bid bond, other than that submitted by the successful Bidder, shall be released to the respective Bidder upon request after a reasonable period of time after award of a contract or rejection of the bid.
• Equal Opportunity in Purchasing Ordinance and Illinois Human Rights Act —
  1. The Bidder shall comply with the Equal Opportunity in Purchasing Ordinance of the City of Champaign (Article IV of the Champaign Municipal Code, 1985, as amended).  Pursuant to the Ordinance, the Bidder must have on file a Certificate of Approval or an Affirmative Action Form plus an approved Affirmative Action Plan before a bid can be awarded to the Bidder.  Inquiries concerning this requirement may be directed to the Equity and Engagement Department, 205 W. Park Avenue, Champaign, IL  61820 or by telephone at (217) 403-8830.
  2. The Bidder shall comply with the Illinois Human Rights Act, (775 ILCS 5/1-101, et seq).  Particular attention is drawn to the provisions of 775 ILCS 5/2-105 as it relates to public contracts.
• Conditional Bids —

  A conditional or qualified bid or bid combination not authorized by the bid documents will not be accepted.

• Withdrawal/Modification of Bid Before Opening —
  1. Prior to the time and date designated for receipt of bids, any bid submitted may be withdrawn upon written request to the City Clerk provided said request is received by the City Clerk prior to the time and date designated for receipt of bids.  The Bidder must sign such request.  If a request is submitted by facsimile, the original hard copy of the request must be mailed and postmarked on or before the date set for receipt of bids.
  2. Bidders who have withdrawn bids may still submit a bid up to the time designated for the receipt of bids provided that they are then fully in conformance with these Instructions to Bidders.
• Award of Bid; Request to Withdraw After Bid Opening —
  1. The City intends to award the contract to the lowest responsive, responsible Bidder within one hundred twenty (120) calendar days after the actual bid opening date.  During this period, the bid constitutes an irrevocable offer subject to acceptance by the City and the Bidder may not withdraw or attempt to change its bid. 
  2. If a contract is not awarded within the time period specified above, a Bidder may file a written request to withdraw its bid, bid bond and security, and the City will them permit such withdrawal.  Until the bid is withdrawn as provided in this section, the City may accept the bid.
• Reservation of Rights —
  1. The City of Champaign reserves the right to reject any and all bids, waive any formality or technicality in the bids, or to extend any of the time limits set forth herein as the City, in its sole discretion, deems necessary.
  2. The City of Champaign is not obligated to accept the lowest bid and may award the contract in any manner in which it determines the interests of the City will best be served.  The City will use Sections 12.5-38 and 39 of the Champaign Municipal Code, 1985, as amended, for guidance, and any other criteria that may be included in the contract documents.
• Qualifications of Bidder —

  The City may make such investigations as it deems appropriate to determine the ability of the Bidder to perform the work, and the Bidder 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 bid if the evidence submitted by, or investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

• Payment and Performance Bond —

  The successful Bidder will be required to furnish a Payment and Performance Bond as required by the General Conditions within fourteen (14) days of the Notice of Award. Bidders shall be familiar with the Performance Bond requirement contained in the contract documents.

• Insurance Requirements —

  If work will be performed on City property, or if professional services are sought, the successful Bidder shall submit the required certificates of insurance as specified in the General Conditions within fourteen (14) days of the Notice of Award and prior to execution of the contract by the City.  Bidders shall be familiar with the insurance requirements specified in the General Conditions or as modified by specifications.

• Applicability of Laws —

  All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout.

• Prevailing Wage Act —
  1. Illinois Prevailing Wage Act

  This contract is subject to the Illinois Prevailing Wage Act (820 ILCS 130/1 et seq), as amended to date, unless superseded by the Davis-Bacon Act or otherwise stated.  The City has adopted the prevailing wage rates established by the Illinois Department of Labor.  A copy of the prevailing wage rates as determined by the City of Champaign, Illinois, is available from the City Clerk's Office, City of Champaign, 102 North Neil Street, Champaign, Illinois or on the Department of Labor's website at https://www2.illinois.gov/idol.  The contractor shall pay its workers not less than the prevailing rates so determined and comply with the Act’s requirements, including but not limited to the keeping of accurate records showing the names and occupation of all laborers, workers and mechanics employed on this contract.  The records shall show the actual hourly wages paid to each such person.  Should the rates change during the contract period, the Contractor shall pay its workers not less than the rates in effect.

• Federal Davis-Bacon Act —

  B. Federal Davis-Bacon Act
  
  To the extent it is applicable, the Bidder shall comply with the Federal Davis-Bacon Act rather than the Illinois Prevailing Wage Act referred to above.

• Veteran’s Preference Act and Employment of Illinois Workers on Public Works Act —

  The Contractor shall comply with the Veterans Preference Act (330 ILCS 55/1 et seq.,) and the Employment of Illinois Workers on Public Works Act (30 ILCS 570- 0.01 et seq) in the employment and appointment to fill positions in the construction, addition to, or alteration of any public works.

• Local Preference —

  Local vendors may be given a preference depending on the amount of the contract and the amount of the difference between the bid of the lowest responsible local Bidder and that of the lower, responsible, non-local Bidder, as provided in Section 12.5-34 of the Champaign Municipal Code, 1985, as amended.

• Taxes —

  Bids shall include applicable taxes.  The City is exempt from Illinois sales tax and Federal Excise Taxes.

• Rights to Submitted Materials —

  All bids, responses, inquiries, or correspondence relating to or in reference to this Invitation to Bid, and all reports, charts, displays, and other documentation submitted by the Bidder shall become the property of the City when received and shall not be returned to the Bidder. The City reserves the right to use the material or any ideas submitted in this bid in response to the Invitation to Bid whether amended or not. Selection or rejection of any bid does not affect this right.

• Public Records and Requests for Confidential Treatment —

  Bids become the property of the City and, along with late submissions, will not be returned to the Bidder. Your bid will be open to the public under the Illinois Freedom of Information Act (“FOIA”) (5 ILCS 140) and other applicable laws and rules, unless you request in your bid that City treat certain information as exempt. A request for confidential treatment will not supersede the City’s legal obligations under FOIA. The City will not honor requests to exempt entire bids, and it shall be your responsibility as the Bidder to show the specific grounds under FOIA or other law or rule that support exempt treatment. Regardless the application of any exemptions pursuant to FOIA or other law or rule, the City shall disclose the successful Bidder's name, the substance of the bid, and the price. If you request exempt treatment of a portion(s) of your bid, you must submit an additional copy of your bid with such exempt information deleted. This copy must state the general nature of the material redacted and shall retain as much of the bid as possible. You, the Bidder, shall be responsible for any costs associated with the City’s defense of your request for exempt treatment. Further, you agree to allow the City to facilitate evaluation, or to respond to requests for public records. Additionally, you warrant that the copy or duplication of your bid pursuant to a request for public records will not violate the rights of any third party.

• Proprietary Information —

  Any restrictions on the use of information contained within a bid shall be clearly stated as such within the bid. The City will only be able to comply with a request for confidentiality to the extent allowed by law.

Submission Requirements

• REQUIRED DOCUMENTS
• Bid Form (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Bid Bond (required) —

  Please select the document below that best applies to your Bid Bond, download the document, complete, and upload as PDF or Word File only.

   

• Disclosure Affidavit (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Affirmative Action Forms (required) —

  1) If you have a current unexpired City of Champaign Affirmative Action Certificate, please upload (as a PDF).

  OR

  2) If you already have an affirmative action plan - Please download the Affirmative Action Form below, complete, and upload as PDF or Word File only.

  OR

  3) If you need to create an affirmative action plan - Please download the Affirmative Action Plan below, complete, and upload as PDF or Word File only.

• Dual Representation Affidavit (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP Form: D-17 (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP Form: D-18 (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP Form: D-19 (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Bid Proposal (required) —

  Please upload your response to the specifications as PDF or Word File only.

• Project Manager's contact information for posting questions (required) —

  Ex: Name, Office Address, Email Address

• Are you uploading Specifications? (required) —

  Answer "Yes" if planning to upload your specifications. Otherwise, answer "No" if you plan to manually enter or copy/paste specifications.

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Is this purchase above the administrative limit ($35,000)? (required)
• Is Affirmative Action applicable to this bid? (required) —

  Affirmative Action is typically required for purchases above $35,000.00.

• Is CDAP applicable to this project? (required) —

  If you have not already contacted the Compliance Officer for CDAP goals, please do so.

• Select the CDAP Form applicable to this project (required) —

  If you have not contacted the compliance officer, please do so to know which CDAP form to use.

• Which of the following diversity goals apply to this project? (required) —

  If Utilization and Workforce goals are applicable, please select both options below. If only Good Faith Efforts, select Option 3. Not Applicable should only be selected if CDAP is not required or has been waived.

• Enter the utilization goal % for MBE (required) —

  Ex: 10 (Do not insert the percentage sign)

• Enter the utilization goal % for WBE (required) —

  Ex: 5 (Do not insert the percentage sign)

• Enter the workforce participation goal % for minority employees (required) —

  Ex. 20 (Do not insert the percentage sign)

• Enter the workforce participation goal % of female employees (required) —

  Ex: 15 (Do not insert the percentage sign)

• Is a Bid Bond applicable to this project? (required)
• Bid Bond Percentage (required) —

  Please fill in the blank:

  Bidders shall submit with each bid a bid bond reflecting ________ of the total bid amount in the form contained in the bid documents. 

  Answer Format: [Percentage in word] (XX%)
  Example: TEN PERCENT (10%)

• Is a Payment or Performance Bond applicable to this project? (required)
• Which type of project is this for? (required) —

  Select the type of project.

• Is the Prevailing Wage Act applicable to this project? (required)
• Is the Federal Davis-Bacon Act applicable to this project? (required)
• Days to award Bidder (required) —

  Please fill in the blank:

  The City intends to award the contract to the lowest responsive, responsible Bidder within ______ calendar days after the actual bid opening date. 

  Answer Format: [Number of Days in words] (XXX)
  Example: one hundred twenty (120)

• Is D-9 Dual Representation Affidavit required as part of this bid? (required) —

  Please confirm with Legal.

• Which Contract or Agreement is applicable to this project or purchase? (required) —

  If unsure which contract to use, please contact the Legal Department.