Active SLED Opportunity · ILLINOIS · CITY OF AURORA, IL
AI Summary
City of Aurora seeks bids for furnishing, delivery, and installation of three rooftop HVAC units at the Police Department Training and Support Building. Project includes removal of old units, installation of new high-efficiency units, ductwork, electrical work, and integration with existing building controls. Mandatory pre-proposal meeting on May 27, 2026. Bids due June 10, 2026, via electronic submission only.
The City of Aurora is soliciting bids from qualified contractors for the furnishing, delivery, and installation of three (3) new rooftop units (RTUs) as replacements for existing units of equivalent capacity and functionality serving the Training and Support Building (TAS) at the Aurora Police Department Headquarters, 1200 E. Indian Trail, Aurora, Illinois.
The existing rooftop units have reached the end of their service life and require replacement to provide reliable heating and cooling, maintain acceptable indoor air quality, and ensure continued operation of the Training and Support Building (TAS) at the Aurora Police Department Headquarters.
The City of Aurora is soliciting bids from qualified contractors for the furnishing, delivery, and installation of three (3) new rooftop units (RTUs) as replacements for existing units of equivalent capacity and functionality serving the Training and Support Building (TAS) at the Aurora Police Department Headquarters, 1200 E. Indian Trail, Aurora, Illinois.
1.1 ADVERTISEMENT
The word Advertisement shall mean and refer to the official notice as published in the City of Aurora, Illinois, electronic bidding platform inviting bids for the construction of this improvement.
1.2 A.S.T.M.
Wherever the letters A.S.T.M. are herein used, they shall be understood to mean the American Society of Testing Materials.
1.3 ATTORNEY
Wherever the word Attorney is used in these specifications or in the contract, it shall be understood to mean the Corporation Counsel of the City or designee.
1.4 BIDDER
Wherever the word Bidder is used, it shall be understood to mean the individual, firm, or corporation formally submitting a proposal for the work contemplated, or any portion thereof, acting directly or through an authorized representative.
1.5 BOARD
Wherever the word Board or a pronoun in the place of it occurs in these specifications, it shall be interpreted to mean the Board of Local Improvements of the City of Aurora, Illinois, and any of its authorized representatives provided, however, that such persons shall be understood to represent said Board to the extent of the special duties delegated to such representatives.
1.6 CITY CLERK
Wherever the term City Clerk is used herein, it shall be understood to mean the City Clerk of the City of Aurora, Illinois.
1.7 CITY COUNCIL OR COUNCIL
Wherever the term City Council, or Council, appears in these specifications it shall be taken to mean the City Council of the City of Aurora, Illinois.
1.8 CONTRACT
The term Contract shall be understood to mean the agreement covering the performance of the work covered by these general specifications, including the advertisement for bids, instructions to bidders, bid proposal, performance bond, these general specifications, supplemental specifications, special provisions, general and detailed Plans for the work, standard specifications referred to in the special provisions, all supplemental agreements entered into and all general provisions pertaining to the work or materials thereof, all of which are collectively referred to as the “Contract Documents”.
1.9 CONTRACTOR
Wherever the word Contractor occurs in these specifications, it shall be interpreted to mean the person or persons, firm, or corporation who submits a proposal and thereafter enters into the contract governed by these specifications as party or parties of the second part, and the agents, employees, workmen, heirs, executors, administrators, successors, or assignees thereof.
1.10 ENGINEER
Wherever the word Engineer is used in these specifications, it shall be interpreted to mean the City Engineer or his designee charged with directing and having charge of a portion of the project limited by the particular duties entrusted to him.
1.11 MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES
The MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES, latest edition, as adopted by the United States Department of Transportation Federal Highway Administration.
1.12 PAYMENT BOND
The term Payment Bond shall be understood to mean the bond executed by the Contractor and his surety guaranteeing the payment of all sums of money due for any labor, materials, apparatus, fixtures, or machinery furnished to such principal for the purpose of performing the contract work.
1.13 PERFORMANCE BOND
The term Performance Bond shall be understood to mean the bond, executed by the Contractor and his surety, guaranteeing complete execution of the contract.
1.14 PLANS
Wherever the word Plans is used in these specifications, it shall be understood to mean all drawings, sketches, and detailed Plans or reproductions thereof pertaining to the construction involved.
1.15 PROPOSAL
Wherever the word Proposal is used, it shall be taken to mean the written proposal of the bidder on the form furnished for the work contemplated.
1.16 PROPOSAL GUARANTY
The term Proposal Guaranty shall be understood to mean the security designated in the Advertisement for Bids or Notice to Contractors to be furnished by the bidder as a guaranty of good faith to enter into a contract for the work contemplated
1.17 SPECIFICATIONS
Wherever the word Specifications is used it shall be understood to include all directions and requirements contained herein or referred to hereby, together with all special provisions and written agreements made or to be made pertaining to the work involved. All articles referred to in these general specifications when not qualified otherwise than by numbers, shall be understood to be articles from these general specifications.
1.18 STANDARD SPECIFICATIONS FOR ROAD AND BRIDGE CONSTRUCTION
The STANDARD SPECIFICATIONS FOR ROAD AND BRIDGE CONSTRUCTION, latest edition, prepared by the Illinois Department of Transportation and adopted by said Department.
1.19 STANDARD SPECIFICATIONS FOR SEWER AND WATER MAIN CONSTRUCTION
The STANDARD SPECIFICATIONS FOR SEWER AND WATER MAIN CONSTRUCTION, latest edition, as adopted by the Illinois Society of Professional Engineers.
1.20 STANDARD SPECIFICATIONS FOR TRAFFIC CONTROL ITEMS
The STANDARD TRAFFIC SIGNAL SPECIFICATIONS, latest edition, as adopted by the Illinois Department of Transportation.
1.21 STATE
Wherever the word State is used herein, it shall mean the State of Illinois.
1.22 SURETY
The word Surety shall be understood to mean the individuals who are, or the corporate body which is bound with and for the Contractor for the acceptable performance of the contract, and for his payment of all debts pertaining to the work.
1.23 WORK
Wherever the word “Work” is used, it shall mean the work including all materials, labor, tools, appliances, equipment, and appurtenance necessary and incidental thereto to perform and complete everything specified or implied in the Plans, specifications, and in the contract documents, in full compliance with all the terms and conditions thereof and in a good and workmanlike manner.
In addition to all other labor requirements set forth in this proposal and in the Standard Specifications for Road and Bridge Construction, adopted by the Department of Transportation, during the performance of this contract, the Contractor for itself, its assignees, and successors in interest (hereinafter referred to as the “Contractor”) agrees as follows:
I. SELECTION OF LABOR
The Contractor shall comply with all Illinois statutes pertaining to the selection of labor.
II. EQUAL EMPLOYMENT OPPORTUNITY
During the performance of this contract, the Contractor agrees as follows:
(1) That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap or unfavorable discharge from military service, and further that it will examine all job, classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such under-utilization.
(2) That, if it hires additional employees in order to perform this contract or any portion hereof, it will determine the availability of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized.
(3) That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap or unfavorable discharge from military service.
(4) That it will send to each labor organization or representative of other workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the Contractor's obligations under the Illinois Human Rights Act and the Department's Rules and Regulations. If any such labor organization or representative fails or refuses to cooperate with the Contractor in its efforts to comply with such Act and Rules and Regulations, the Contractor will promptly so notify the Illinois Department of Human Rights and the City of Aurora and will recruit employees from other sources when necessary to fulfill its obligations thereunder.
(5) That it will submit reports as required by the Department of Human Rights Rules and Regulations, furnish all relevant information as may from time to time be requested by the Department or the City of Aurora, and in all respects comply with the Illinois Human Rights Act and the Department's Rules and Regulations.
(6) That it will permit access to all relevant books, records, accounts and work sites by personnel of the City of Aurora and the Illinois Department of Human Rights for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and the Department's Rules and Regulations.
(7) That it will include verbatim or by reference the provisions of this clause in every subcontract so that such provisions will be binding upon every such Subcontractor. In the same manner as with other provisions of this contract, the Contractor will be liable for compliance with applicable provisions of this clause by all its Subcontractors; and further it will promptly notify the City of Aurora and the Illinois Department of Human Rights in the event any Subcontractor fails or refuses to comply therewith. In addition, the Contractor will not utilize any Subcontractor declared by the Illinois Human Rights Commission to be ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.
The City of Aurora is soliciting bids from qualified contractors for the furnishing, delivery, and installation of three (3) new rooftop units (RTUs) as replacements for existing units of equivalent capacity and functionality serving the Training and Support Building (TAS) at the Aurora Police Department Headquarters, 1200 E. Indian Trail, Aurora, Illinois.
The existing rooftop units have reached the end of their service life and require replacement to provide reliable heating and cooling, maintain acceptable indoor air quality, and ensure continued operation of the Training and Support Building (TAS) at the Aurora Police Department Headquarters.
This Scope of Work (SOW) outlines the requirements, specifications, and expectations for the successful completion of this project, including the removal of existing units, installation of new high-efficiency RTUs, and all associated electrical, mechanical, and controls work required for proper operation. The selected contractor will be responsible for all labor, materials, equipment, permits, and licenses necessary to complete the project in accordance with this SOW, applicable codes, standards, and regulations.
The successful Bidder may be required to (a) enter into a fully signed contract in writing with the City of Aurora covering matters and things as are set forth in the Bid Proposal Package; and (b) carry insurance acceptable to the City covering public liability, property damage and workers compensation.
Installation of Roof Top Units to Include
Removal of Old Equipment
Project Management
The awarded vendor will be expected to provide project oversight for the entire term of the contract. This includes:
Work Hours
Monday - Friday from 7:00 am until 5:00 pm, unless prior arrangements have been made with the project manager
Work shall be scheduled and coordinated to maintain continuity of the Police Department operations
Completion Date
Project shall be completed no later than September 2026.
Final acceptance shall not be granted until the Contractor has demonstrated, to the City’s satisfaction, that all RTUs and associated controls are fully operational, properly integrated, and functioning in accordance with manufacturer requirements, contract documents, and City standards.
| Release Project Date: | May 18, 2026 |
| Pre-Proposal Meeting (Mandatory): | May 27, 2026, 11:00am 1200 E. Indian Trail Aurora, IL 60504 (Main Lobby) |
| Question Submission Deadline: | May 29, 2026, 11:00am |
| Question Response Deadline: | June 3, 2026, 11:00am |
| Response Submission Deadline: | June 10, 2026, 11:00am |
The site visit will start promptly at 11am Wednesday, May 27th, 2026 in the lobby at the Aurora Police Department Headquarters. There will be no late admissions. If the bidder is not present at the start of the meeting, they will not be allowed to participate in the solicitation
Effective: January 1, 1999
Revised: January 1, 2015
1. Prevailing Wages. All wages paid by the Contractor and each subcontractor shall be in compliance with The Prevailing Wage Act (820 ILCS 130), as amended, except where a prevailing wage violates a federal law, order, or ruling, the rate conforming to the federal law, order, or ruling shall govern. The Illinois Department of Labor publishes the prevailing wage rates on its website at www.state.il.us/agency/idol/rates/rates.htm. If the Illinois Department of Labor revises the prevailing wage rates, the revised prevailing wage rates on the Illinois Department of Labor’s website shall apply to this contract and the Contractor will not be allowed additional compensation on account of said revisions. The Contractor shall review the wage rates applicable to the work of the contract at regular intervals in order to ensure the timely payment of current wage rates. The Contractor agrees that no additional notice is required. The Contractor shall be responsible to notify each subcontractor of the wage rates set forth in this contract and any revisions thereto.
2. Payroll Records. The Contractor and each subcontractor shall make and keep, for a period of not less than five years from the date of the last payment on a contract or subcontract, records of all laborers, mechanics, and other workers employed by them on the project; the records shall include each worker’s employed by them on the project; the records shall include information required by 820 ILCS 130/5 for each worker. Upon seven business days’ notice, the Contractor and each subcontractor shall make available for inspection and copying at a location within this State during reasonable hours, the payroll records to the public body in charge of the project, its officers and agents, the Director of Labor and his deputies and agents, and to federal, State, or local law enforcement agencies and prosecutors.
3. Submission of Payroll Records. The Contractor and each subcontractor shall ,no later than the 15th day of each calendar month, file a certified payroll for the immediately preceding month with the public body in charge of the project, except that the full social security number and home address shall not be included on weekly transmittals. Instead the payrolls shall include an identification number for each employee (e.g., the last four digits of the employee’s social security number). The certified payroll shall consist of a complete copy of the payroll records except starting and ending times of work each day may be omitted
The certified payroll shall be accompanied by a statement signed by the Contractor or subcontractor or an officer, employee, or agent of the contractor or subcontractor which avers that: (i) he or she has examined the certified payroll records required to be submitted by the Act and such records are true and accurate; (ii) the hourly rate paid to each worker is not less than the general prevailing rate of hourly wages required; and (iii) the Contractor or subcontractor is aware that filing a certified payroll that he or she knows to be false is a Class A misdemeanor.
4. Employees Interviews. The Contractor and each subcontractor shall permit his/her employees to be interviewed on the job, during working hours, by compliance investigators of the Department or the Department of Labor.
2.1 AWARD OF CONTRACT
The decision of the award of the contract will be made as may be decided upon by the Council after bids have been opened and tabulated. The Contract shall be governed by the laws of the State of Illinois. No contract shall provide for arbitration of the parties.
2.2 FAILURE TO EXECUTE CONTRACT
In the event that said bidder fails or refuses to execute said contract and furnish said bonds within the period of five (5) days after mailing notice of such award or within such additional number of days as the City may determine, then the sum deposited as a proposal guaranty by said bidder on the work so awarded may be retained by the City as liquidated damages and not a forfeiture. It is hereby agreed that said sum is a fair estimate of the amount of damages that the City will sustain in case said bidder fails to enter into the contract and furnish bonds as herein provided, said actual damages being uncertain in amount and difficult to determine in the event of such failure or refusal by the bidder.
2.3 VENUE FOR LEGAL ACTION
The venue for any legal action that may arise from this agreement shall be in Kane County, Illinois.
2.4 WAIVER OF TRIAL BY JURY
The Contractor agrees to waive trial by jury for itself and all of its contracts with sub-Contractors shall contain a provision waiving trial by jury in the event of any legal action which may arise from this agreement with the City of Aurora as a party litigant.
The Director of Purchasing, or delegate, shall represent and act for the City in all matters pertaining to the bid proposal and Bid in conjunction thereto.
a. Bidders intending to respond to this Invitation to Bid (ITB) must register for a free account through the City of Aurora’s electronic procurement system, OpenGov Procurement Portal. Registration is required to establish a communication link with the City and to access solicitation documents. It is the sole responsibility of each Bidder to monitor the City’s e-Procurement System for the issuance of addenda or other solicitation-related information. Addenda notifications will be electronically transmitted to all registered plan holders. Failure of any Bidder to receive or acknowledge an addendum shall not relieve the Bidder of any obligation under its submitted bid. All addenda issued shall become part of the Contract Documents. Paper submissions will not be accepted.
b. Bids must be submitted electronically through the City’s e-Procurement System no later than the date and time specified in the solicitation. The official time for submission deadline purposes shall be the time displayed within the City’s e-Procurement System. Late submissions will not be accepted under any circumstances, including delays resulting from internet connectivity issues, technical difficulties, or user error. Bidders are strongly encouraged to submit responses well in advance of the deadline. All bids must include all required forms, certifications, affidavits, and addendum acknowledgments in order to be considered responsive.
c. Bids shall be submitted electronically using the forms and format provided within the City’s e-Procurement System. Failure to provide all required information, documentation, certifications, or acknowledgments may result in the bid being deemed non-responsive. Bids may be modified or withdrawn through the City’s e-Procurement System at any time prior to the submission deadline. Each submission shall include the Bidder’s legal business name and complete business address and shall be executed by an individual authorized to legally bind the Bidder.
d. The City of Aurora reserves the right to reject any or all bids, in whole or in part; waive minor informalities, technicalities, or irregularities; request clarification of bid information; and disregard any bid determined to be non-responsive, incomplete, conditional, or otherwise non-compliant with the requirements of this ITB. Unless otherwise specified, bids shall remain firm and irrevocable for a period of ninety (90) calendar days following the bid opening date. The City reserves the right to cancel this solicitation at any time without liability for any costs incurred by Bidders in the preparation or submission of bids. All costs associated with bid preparation and submission shall be borne solely by the Bidder.
e. Award shall be made to the lowest responsive and responsible Bidder whose bid conforms to the requirements of this ITB and is determined to be in the best interest of the City. In determining bidder responsibility, the City may consider factors including, but not limited to:
The City reserves the right to conduct such investigations as it deems necessary to evaluate the qualifications and responsibility of any Bidder. Bidders shall promptly furnish any information requested for this purpose.
3.1 INTENT OF PLANS AND SPECIFICATIONS
The true intent of the Plans and these specifications is to provide for the erection and completion in every detail of the work described herein, and it is understood that the Contractor will furnish all labor, materials, equipment, tools, transportation, and necessary supplies, such as may reasonably be required to execute the contract in a satisfactory and workmanlike manner and in accordance with the Plans, specifications, and terms of the contract. Both parties must stipulate any deviation from these requirements in writing.
3.2 SPECIAL WORK
Should any construction conditions which are not covered by the Plans and these specifications be anticipated or encountered during construction, Supplemental Specifications for such work will be prepared by the Engineer and shall be considered a part of these specifications, the same as though contained fully herein.
3.3 INCREASED OR DECREASED QUANTITIES
The right is reserved, without impairing the contract, to make such increase or decrease in the quantities of the work as may be considered necessary to complete fully and satisfactorily the work included in the contract. The compensation to the Contractor for such changes shall be adjusted as provided herein.
3.4 ALTERATIONS IN PLANS AND SPECIFICATIONS
The City reserves the right to make such changes in the Plans and in the character of the work as may be necessary or desirable to ensure completion in the most satisfactory manner, provided such changes do not materially alter the original Plans and specifications. Such changes shall not be considered as waiving or invalidating any conditions or provisions of the contract.
3.5 EXTRA WORK
The City reserves the right, without impairing the contract, to order the performance of such work, of a class not contemplated in the proposal as may be considered necessary to complete fully and satisfactorily the work included in the contract. The Contractor shall do such extra work when ordered and authorized in writing by the Engineer, and the Contractor shall be compensated for such extra work on the basis and in the amount as provided herein.
3.6 EASEMENTS, PERMITS, AND REGULATIONS
The Contractor shall keep himself fully informed of all Federal, State, Municipal and local regulations, private contracts, grants, easements, and permits, in any manner affecting the work herein specified and provided for. He shall at all times observe and comply with and cause all his Subcontractors, agents, and employees to observe and comply with each and all of the same. The Contractor does hereby assume any and all liability under the same and shall protect and indemnify the City and its officers and employees against any and all claims or liabilities arising from or based on the violation of, or failure to comply with either or all of the same.
3.7 FINAL CLEANING UP
Upon completion and before final acceptance of the work, the Contractor shall, in addition to the detailed work of grading, restoring ground surfaces, repairing roadways and pavements, and all other work specifically provided for in these specifications, remove all falsework, excess or useless excavated materials, rejected materials, rubbish, temporary buildings, temporary foundations, replace or renew any fences damaged, and restore in an acceptable manner all property, both public and private, which may have been damaged during the prosecution of the work, and shall leave the site of the work in a neat and presentable condition satisfactory to the Engineer.
The Bidder will be required to furnish a Performance and Payment Bond in the amount of one hundred percent (100%) of the full contract price, Public Liability Insurance, and Workers Compensation Insurance; all of which shall be acceptable to the City of Aurora.
The Bidder awarded the project will need to provide performance and payment bonds for one year with a letter attached from the bond company certifying that the bond may be automatically renewed for the second year.
The term Payment Bond shall be understood to mean the bond executed by the Bidder and his surety guaranteeing the payment of all sums of money due for any labor, materials, apparatus, fixtures, or machinery furnished to such principal for the purpose of performing the contract work.
The term Performance Bond shall be understood to mean the bond, executed by the contractor and his surety, guaranteeing complete execution of the contract.
Proof of liability insurance coverage through a reputable, recognized carrier shall be provided at the time of acceptance and signing of the contract and shall remain current for the duration of the contract.
The City of Aurora, by showing and substantiating sufficient proof of incompetence, negligence, poor or substandard workmanship which would cause unwarranted damage or deterioration of either premises, contents or appendages, reserves the right to terminate said Contractor without recourse from the City by successful Contractor.
4.1 AUTHORITY OF THE ENGINEER
The Engineer shall decide any and all questions which may arise as to the quality and acceptability of materials furnished and work performed, and as to the manner of performance and rate of progress of the work, and shall decide all questions which may arise as to the interpretation of the Plans and specifications, and all questions as to the acceptable fulfillment of the terms of the contract.
4.2 PLANS AND WORKING DRAWINGS
General drawings, showing such details as are necessary to give a comprehensive idea of the construction contemplated, will be shown in the general Plans, but the Contractor shall submit to the Engineer for approval such additional detailed shop drawings or working drawings, together with a detailed structural analysis of all component parts, as may be required for the construction of any part of the work and prior to the approval of such Plans, any work done or material ordered shall be at the Contractor's risk.
The contract price shall include the cost of furnishing all working drawings and the Contractor will be allowed no extra compensation for such drawings.
4.3 DEVIATIONS FROM THE PLANS
No deviation from the general Plans or the approved working drawings will be permitted without the written order of the Engineer. No allowance shall be made for work done other than is shown on the Plans, profiles and drawings, and provided for in the specifications.
4.4 COORDINATION OF SPECIFICATIONS AND PLANS
In the event of any discrepancy between the Plans and figures written thereon, the figures are to be considered as correct. In the case of any discrepancy between the Plans and the specifications, the Engineer shall determine which are to govern. If there is a discrepancy between the general specifications and the supplemental specifications, the supplemental specifications are to govern.
The Contractor shall take no advantage of any apparent error or omission in the Plans or specifications, but the Engineer shall be permitted to make such corrections and interpretations as may be deemed necessary for the fulfillment of the intent of the Plans and specifications.
4.5 ORDER OF WORK
The order of sequence of the execution and/or conduct of the work shall be subject to the approval and/or direction of the Engineer, which approval and/or direction shall not in any way relieve the Contractor of any responsibility in connection with the prosecution to completion of the work under contract.
4.6 COOPERATION BY CONTRACTOR
The Contractor shall conduct his operation so as to interfere as little as possible with those of other Contractors, Subcontractors, the public, or adjoining property owners on or near the work site. The Contractor shall at all times during his absence from the work site have a competent superintendent or foreman capable of reading and thoroughly understanding the Plans and specifications, as his agent on the work, who shall receive instructions from the Engineer or his authorized representative. The superintendent or foreman shall have full authority to execute the order and/or directions of the Engineer without delay and to promptly supply such materials, tools, plant equipment, and labor as may be required. The superintendent or foreman shall have a copy of the Plans and specifications on the job at all time.
4.7 CONSTRUCTION STAKES
Reference lines and grade points for the location, alignment, and elevation of each structure will be determined and established by the Engineer, but the Contractor shall assume full responsibility for the alignment, elevations, and dimensions of each and all parts of the work with reference to the lines, points, and grades as established by the Engineer. For all structures, the Engineer shall furnish the Contractor with centerline and/or center points and such benchmarks or other points as are necessary to lay out the work correctly. The Contractor shall check all lines, points, and grades which may be given by the Engineer supplementary to the centerline, points, and control bench marks aforesaid, and shall be responsible for the accuracy of all measurements for grades and alignment of the work with reference to the centerline and/or points and bench marks established by the Engineer.
The Contractor shall exercise proper care in the preservation of alignment, grade, and reference stakes set for his use, or that of the Engineer. If such stakes are injured, lost, or removed by the Contractor's operations, they shall be reset at his expense.
4.8 INSPECTION
The Engineer or his representative shall be allowed access to all parts of the work at all times and shall be furnished such information and assistance by the Contractor as may be required to make a complete and detailed inspection thereof. Such inspection may include mill, plant, or shop inspection and any material furnished under these specifications is subject to such inspection.
The Bidder awarded the contract will be not be required to furnish a Performance Bond or Payment Bond.
The Bidder will be required to furnish Public Liability Insurance, and Workers Compensation Insurance; all of which shall be acceptable to the City of Aurora.
Proof of liability insurance coverage through a reputable, recognized carrier shall be provided at the time of acceptance and signing of the contract and shall remain current for the duration of the contract.
The City of Aurora, by showing and substantiating sufficient proof of incompetence, negligence, poor or substandard workmanship which would cause unwarranted damage or deterioration of either premises, contents or appendages, reserves the right to terminate said Contractor without recourse from the City by successful Contractor.
Location: TAS Building in Aurora Police Headquarters, 1200 E. Indian Trail, Aurora, IL 60504
The 3 roof-top units that are currently on-site are as follows:
Unit #4
Manufacturer: AAON
Model: RM-008-3-0-BB02-349
Nominal Capacity: 8 Tons
Unit #5
Manufacturer: AAON
Model: RM-020-3-0-BA02-379
Serial Number: 200807-AMGP44489
Nominal Capacity: 20 Tons
Unit #6 (RTU6)
Manufacturer: AAON
Model: RM-010-3-0-BA02-354
Serial Number: 200808-AMGJ44471
Nominal Capacity: 10 Tons
5.1 SPECIFICATIONS FOR MATERIALS
All materials used in this work shall conform in all respects to the specifications therefore as herein set forth. Where a specification for material to be used in this work is not specifically set forth in these specifications, such material shall conform in all respects to the specifications as set forth in the A.S.T.M. Standards and/or Tentative Standards adopted and in effect on the date of receiving bids.
5.2 SUBSTITUTION OF MATERIALS AND EQUIPMENT
Wherever in these specifications or on the Plans for this work, materials or equipment are specified by trade names or catalog numbers of certain manufacturers, it is done for the purpose of establishing a standard of quality, durability, and/or efficiency, and not for any purpose of limiting competition. Wherever such definite reference is made in these specifications to any such material or equipment, is understood that any equivalent material or equipment may be provided, however, that the written approval and acceptance of the Engineer of such equivalent material or equipment must be obtained prior to its purchase and/or incorporation in any part of the work.
5.3 THE METHODS OF TESTING
All tests of materials or equipment used in the work shall be made in accordance with the methods described in these specifications or the method of test prescribed in any specification for material or equipment herein specifically referred to and designated to govern the quality of any material or equipment.
Where a method of test for any material or equipment is not specifically provided for, such material or equipment shall be tested in accordance with the methods prescribed and set forth in the A.S.T.M. Standards and Tentative Standards adopted and in effect on the date of receiving bids.
5.4 DEFECTIVE MATERIALS
All materials not conforming to the requirements of these specifications shall be considered as defective and all such materials, whether in place or not, shall be rejected and shall be removed immediately from the work by the Contractor at his expense unless otherwise permitted by the Engineer. No rejected materials, the defects of which have been subsequently corrected, shall be used until approval has been given. Upon failure on the part of the Contractor to immediately comply with any order of the Engineer relative to the provisions of this section, the Engineer shall have the authority to remove and replace such defective material and to deduct the cost of removal and replacement from any moneys due or which may become due to the Contractor.
Bids may be withdrawn or revised electronically through the City’s e-Procurement System at any time prior to the submission deadline. To revise a submitted bid, the Bidder must withdraw (“un-submit”) the original submission and resubmit the revised bid prior to the deadline for receipt of bids.
Bidders are solely responsible for ensuring the accuracy and completeness of their submissions prior to final submission. Negligence in the preparation of a bid shall not confer any right to withdraw or modify the bid after the bid opening.
No bid may be withdrawn after bid opening without the written approval of the Director of Purchasing. Requests for withdrawal shall be submitted in writing and signed by an individual authorized to bind the Bidder.
Bids received after the specified deadline will not be opened or considered.
Each Bidder shall deposit with Bid a Bid guarantee consisting of a bank draft, Bid bond, cashier’s check, or certified check drawn on a good and solvent National or State Bank and payable to the order of the City, in an amount not less than ten percent (10%) of the total amount of the Bid submitted, as a guaranty that in case the Bidder’s Bid is accepted, the Bidder shall within one day after the date of such acceptance and notification thereof, deliver to the City a contract signed and executed by the Bidder, proper insurance certificates and a Performance and Payment Bond in one hundred percent (100%) of the contract sum furnished by a responsible bonding company acceptable to and written upon forms prepared or approved by the City as security for payment of labor and materials and for the faithful performance of the contract and compliance with the provisions of law relating to the payment of prevailing rate of wages. Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days. All Bid deposits will be retained by the City until a Bid award is made, at which time the Bid deposit will be promptly returned to the unsuccessful Bidders. The Bid deposit of the successful Bidder will be retained until the equipment, goods or services have been received or completed and found to be in compliance with the specifications. Performance by the Bidder shall not be considered complete, until final inspection and acceptance by the City of the Bidder’s Work. Final inspection shall occur within 30 days after the actual completion of the Work. Execution of the contract is contingent upon receipt of an acceptable Performance and Payment Bond and any required certificates of insurance. Upon failure to meet the requirements of this paragraph, the Bidder shall forfeit the amount deposited as liquidated damages and no mistakes or errors on the part of the Bidder shall excuse the Bidder or entitle him to a return of the aforementioned amount.
6.1 BARRICADES, LIGHTS, AND SIGNS
The Contractor shall at his own expense and without further or other order provide, erect, and maintain at all times during the progress or suspension of the work, suitable barricades, fences, signs, or other adequate protection, and shall provide, keep, and maintain such lights, danger signals, and watchmen as may be necessary or as may be ordered by the Engineer to ensure the safety of the public, as well as those engaged in connection with the work. All barricades and obstructions shall be protected at night by signal lights, which shall be suitably placed and which shall be kept burning from sunset to sunrise. Barricades shall be of substantial construction, and shall be painted in such a way as to increase their visibility at night.
The Contractor shall be held responsible for all damage to the work due to failure of barricades, signs, lights, and watchmen to protect it, and whenever evidence of such damage is found prior to acceptance, the Engineer may order such damaged portion immediately removed and replaced by the Contractor without cost to the City if, in his opinion, such action is justified. The Contractor's responsibility for the maintenance of barricades, signs, and lights shall not cease until the project shall have been accepted.
6.2 USE OF EXPLOSIVES
The use of explosives shall be prohibited.
6.3 PROTECTION AND RESTORATION OF PROPERTY
It is understood that in the execution of the work herein provided for there may be interference with and/or damage to trees, shrubbery, crops, fences, railroad tracks, overhead structures such as poles, wires, cables, underground structures such as sewers, gas mains, telephone conduits and cables, water mains, drains, service connections, wires, pipes, conduits, located along, adjacent to, and/or crossing the locations of the work, and that it may be necessary to relocate or reconstruct certain of such structures, improvements, and installations and/or to make repairs to the same by reasons of doing the work herein provided for, and it is therefore particularly and specifically agreed that the Contractor, except as otherwise herein provided, shall do the work necessary for such relocation, reconstruction, and repair and shall bear and pay all of the cost and expense of such relocation, reconstruction, and/or repair of, and all damage done to any and all such pipe line and other structures, improvements, and installations, including service connections, if any, to adjacent property, existing at the date of the execution of the contract and/or existing, during the period of the work to be done under the contract, which may be interfered with, damaged, and/or necessarily relocated, reconstructed, or repaired in the performance of the work herein provided for, including the restoration and resurfacing of unpaved portions of public streets and alleys, rights-of-way, easements, and private property damaged or disturbed by the work, the same to be restored to as good condition as the same existed at the time of the commencement of any such work or relocation.
It is further agreed that the owners of any structures, improvements, installations, referred to in the preceding paragraph shall have the right to do the work or any part thereof necessary for the relocation, reconstruction, replacement, repair, and other work required by reason of any interference with and/or damage to such structures, improvements, installations, due to the prosecution of the work and upon completion of such work by them done, said owners may render bills to the Contractor for the cost and expense thereof, which bills shall be paid by the Contractor, without extra compensation therefore from the City, upon demand by said owners, or upon demand made by the City upon the Contractor for the payment thereof.
6.4 RESPONSIBILITY FOR DAMAGE CLAIMS
The Contractor agrees to indemnify and save harmless the City of Aurora, their agents, and employees from and against all loss and expenses (including costs and attorneys' fees) by reason of liability imposed by law or claims made upon the City of Aurora for damages because of bodily injury, including death at any time resulting therefrom sustained by any person or persons or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this work, whether such claims or injuries to persons or damage to property be due to the negligence of the Contractor, his Subcontractors or the City of Aurora.
The Contractor shall assume total risk and shall be responsible for any and all damages or losses caused by or in any way resulting from the work and provide all insurance necessary to protect and save harmless the City of Aurora and its employees. Said insurance shall include contractual liability equal to the limits hereinafter set forth.
The Contractor agrees to purchase a policy of insurance, which shall include the City of Aurora as an additional insured or provide separate coverage for the City with an owner's protective policy. All Insurance provided by Contractor, extending to owner as additional insurance, shall be primary and insurance maintained by owner shall be excess and not contributing with Contractor’s insurance. The minimum amounts of insurance shall be as follows, except that no restrictions on occurrence limits will be permitted:
Bodily Injury Liability Property Damage Liability
Each Occurrence Each Occurrence Aggregate
$3,500,000 $500,000 $7,000,000
The coverage and amounts above are minimum requirements and do not establish limits to the Contractor’s liability. Other coverage and higher limits may be provided at the Contractor’s option and expense.
Owner does not waive its subrogation rights against Contractor and/or any Subcontractor for damages due to losses to owner due to the fault or negligence of the Contractor and/or any Subcontractors during or as a result of the performance of the work.
All such insurance must include an endorsement whereby the insurer agrees to notify the City of Aurora at least thirty (30) days prior to non-renewal, reduction or cancellation. The Contractor shall cease operations on the project if the insurance is canceled or reduced below the required amount of coverage. All costs for insurance as specified herein will not be paid for separately, but shall be considered as incidental to the contract.
6.5 WORKERS COMPENSATION ACT
The Contractor further agrees to insure his employees and their beneficiaries and to provide the employees and the beneficiaries of any Subcontractor employed from time to time by him on said work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Illinois that is or may be in force in the State.
Such insurance shall be placed by said Contractor in a company or association (to be approved by the City and to be accepted by the Council thereof) authorized under the laws of the State of Illinois to insure the liability above specified.
Said Contractor hereby further agrees to indemnify, keep and save harmless said City from all action, proceedings, claims, judgments, awards, and costs, losses, damages, expenses, and attorney's fees which may in any way be brought against said City by reason of any accidental injuries or death suffered by any of his employees or the employees of any Subcontractor employed by him in and about the performance of the work provided for in the contract, and any and all liability resulting thereupon; and said Contractor, in case of any suit, action, or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of said City and indemnify the City therefore and pay the amount of any and all awards and final judgments and/orders rendered and entered therein, together with all loss, costs, damages, attorney's fees, and expenses incurred therein. Said Contractor shall be the sole employer of its employees and workers, and in no way so shall the City be considered a joint employer of same under any circumstance.
7.1 SUBLETTING OR ASSIGNMENT OF WORK
If the Contractor sublets the whole or any part of the work to be done under the contract, with or without the written consent of the City, he shall not, under any circumstances, be relieved of his liabilities and obligations. All transactions of the Engineer shall be with the Contractor; Subcontractors shall be recognized only in the capacity of employees or workmen and shall be subject to the same requirements as to character and competence. In case any party or parties, to whom any work under the contract shall have been sublet, shall disregard the directions of the Engineer or his duly authorized representatives, or shall furnish any unsatisfactory work or shall fail or refuse in any way to conform to any of the provisions or conditions of the contract, then in that case, upon the written order of the Engineer, the Contractor shall require said party or parties in default to discontinue work under the contract. Said work shall be corrected or made good and shall be continued and completed by the said Contractor or by such other party or parties as are approved by the Engineer, in the manner and subject to all of the requirements specified in the contract.
7.2 PROSECUTION OF WORK
The Contractor shall begin the work to be performed under the contract no later than ten (10) days after the execution and acceptance of the contract, unless otherwise provided. The work shall be conducted in such a manner and with sufficient materials, equipment and labor as is considered necessary to ensure its completion within the time specified in the contract. The Contractor shall solely be fully responsible for complying with state and local prevailing wage requirements in accordance with its Bidders Certification, and for all wage rate and hour regulations and applications
7.3 PAYMENT
BASIS OF PAYMENT
Payment of the CONTRACTOR for performance of the CONTRACT shall be made by the OWNER and shall be based on the value of the installation resulting from the CONTRACTOR’s operations.
The cost of all WORK incidental to the completion of the project in accordance with the Plans and Specifications, excepting authorized extra WORK, shall be included in the unit and lump sum prices stated in the CONTRACTOR’s accepted Proposal. The amount obtained by the summation of the products of the quantities of WORK performed or the respective unit or lump sum prices for several items listed in the proposal shall be payment in full, except for payment for authorized extra WORK, for delivering the completed project to the OWNER in accordance with the Plans and Specifications.
SUBMISSION OF BID BREAKDOWN
Within 10 days after the execution of this CONTRACT, the CONTRACTOR must submit to the ENGINEER in duplicate an acceptable breakdown of the lump sums and unit prices bid for items of the CONTRACT, showing the various operations to be performed under the CONTRACT, and the value of each of such operations, the total of such items to equal the total price bid. The CONTRACTOR shall also submit such other information relating to the bid prices as may be required and shall revise the bid breakdown as directed. Thereafter, the breakdown may be used for checking the CONTRACTOR’s applications for partial payments hereunder but shall not be binding upon the OWNER or the ENGINEER for any purpose whatsoever.
PARTIAL PAYMENTS
When not otherwise provided for under the Specifications for an item of WORK or a complete project, and if the rate of progress is satisfactory to the ENGINEER, partial payments will be made the CONTRACTOR by the OWNER during progress of construction. The amount of each partial payment shall be limited to ninety (90) percent (unless otherwise provided in the Instructions to Bidders) of the value of the WORK shown in the Engineer’s periodic estimate to have been done and installed in place by the CONTRACTOR subsequent to the time of commencing WORK or of making the last preceding partial payment on account of WORK done. An amount greater than ninety (90) percent of the value of a largely completed project may be paid the CONTRACTOR at the option of the OWNER.
The CONTRACTOR’s request for payment shall be in the form of an invoice, submitted to the OWNER through the ENGINEER, setting forth amounts due for WORK completed on payment items set forth in the CONTRACTOR’s Proposal, and shall be accompanied by:
requested on previous payment requests.
The CONTRACTOR’s request will be reviewed by the ENGINEER and if the ENGINEER is in agreement with the value of WORK completed, as requested by the CONTRACTOR, and if the request is accompanied by the CONTRACTOR’s Sworn Statement, Subcontractor and material suppliers waiver of lien as stated above, and by the CONTRACTOR’s waiver of lien, the ENGINEER will recommend payment to the OWNER.
Partial payment made to the CONTRACTOR by the OWNER for WORK performed shall in no way constitute an acknowledgement of the acceptance of the WORK nor in any way prejudice or affect the obligation of the CONTRACTOR, at his expense, to repair, correct, renew or replace any defects or imperfections in the construction of the WORK under CONTRACT and its appurtenances, nor any damage due or attributable to such defect, damage and the CONTRACTOR shall be liable to the OWNER for failure to correct the same as provided herein.
Payment in full or in part may be withheld for reasons which include but are not limited to: (1) the existence of defective work which is not remedied; (2) the existence of third party claims filed or reasonable evidence indicating probable filing of such claims; (3) the failure of the CONTRACTOR to make payments properly to Subcontractors or for labor, materials or equipment; (4) the existence of reasonable evidence that the WORK cannot be completed for the unpaid balance of the contract sum; (5) damage to the OWNER; (6) the existence of reasonable evidence that the WORK will not be completed within the CONTRACT time, and that the unpaid balance will not be adequate to cover actual or liquidated damages for the anticipated delay; or, (7) persistent failure to carry out the work in accordance with the contract documents. If within a reasonable time not to exceed 45 days CONTRACTOR has not remedied any condition for which payment in full has been withheld, then OWNER may make such payments as OWNER deems necessary to remedy such situation from said funds withheld and pay the balance to CONTRACTOR, or if, sums are still due to remedy the situation, CONTRACTOR will remit any balances due to OWNER within 10 days of notice of same.
ACCEPTANCE AND FINAL PAYMENT
Whenever the CONTRACT shall have been completely performed on the
part of the CONTRACTOR, and all parts of the WORK have been approved by the ENGINEER and accepted by the OWNER, including the resolution of all matters of dispute, a final estimate showing the value of the WORK will be prepared by the ENGINEER as soon as the necessary measurements and computations can be made, all prior estimates upon which payments have been made being approximate only and subject to corrections in the final payments.
The CONTRACTOR shall submit a final payment request showing the total quantities completed for the entire project and all previous payouts. This payment request shall be accompanied by a sworn affidavit listing all Subcontractors and material suppliers and the total payments to each. Final Waivers of Lien from the Subcontractors and material suppliers as well as the CONTRACTOR shall also be furnished at this time.
A final payment including all amounts of money shown by the final estimate to be due the CONTRACTOR shall be made by the OWNER as soon as practicable after the final acceptance of the WORK, provided the CONTRACTOR has furnished the OWNER satisfactory evidence that all sums of money due for labor, materials, apparatus, fixtures or machinery furnished for the purpose of performing the Contract have been paid or that the person or persons to whom the same may respectively be due have consented to such final payment.
It is the intent of the City to award the bid to the lowest responsive and responsible bidder meeting the specifications. Award will be based on factors including, but not limited to: (a) compliance with all terms and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, reputation, experience, service capabilities, and facilities; (d) delivery or completion schedule; (e) product quality, workmanship, and compliance with specifications; (f) maintenance costs and warranty provisions; and (g) residual or salvage value, where applicable.
Any bid that modifies, limits, restricts, or conditions the requirements of the bid documents shall be considered a conditional or qualified bid and will not be accepted. The City reserves the right to delete any item from the bid.
It shall be the responsibility of the Bidders to make any and all investigations necessary to become thoroughly informed of what is required and specified in the bid. No plea of ignorance by the Bidders of conditions that exist or may hereafter exist as a result of failure or omission on the part of the Bidder to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City of the compensation to the Bidder.
Each Bidder submitting a bid proposal is responsible for examining the complete Invitation to Bid Package and all Addenda, and is also responsible for informing itself of all conditions that might in any way affect the cost or the performance of any Work. Failure to do so will be at the sole risk of the Bidder, and no relief will be given for errors or omissions by the Bidder. If awarded the Bid, the Bidder will not be allowed any extra compensation by reason of any matter or thing concerning which such Bidder should have fully informed himself, because of his failure to have so informed himself prior to submitting the bid proposal. The submission of a bid proposal shall be construed as conclusive evidence that the Bidder has made such examination as is required in this section and that the Bidder is conversant with local facilities and difficulties, the requirements of the Invitation to Bid documents, and of pertinent, local, state and federal laws and codes, prevailing local labor and material markets, and has made due allowance in its bid proposal for all contingencies.
The price quoted for each item is the full purchase price, including delivery to destination and includes all transportation and handling charges, premiums on bonds, material or service costs and all other overhead charges of every kind and nature. Unless otherwise specified, prices shall remain firm for the duration of the purchase.
Unit prices shall not include any local, state or federal taxes. In case of mistake in extension of price, unit price shall govern.
The City reserves the right to require the Bidder to provide evidence of its ability to perform the Work in accordance with the Specifications. However, prequalification of Bidders shall not be required. The City may, at its discretion, disqualify a Bidder and reject its bid for cause. Reasons for such action may include, but are not limited to, the following:
The specifications set forth herein are intended to describe the goods and/or services determined by the City to best meet its operational and performance requirements. Bidders proposing alternate products, equipment, materials, or methods that deviate from the stated specifications but are believed to be equivalent must submit all requests for review, including complete supporting documentation, through the City’s e-Procurement System no later than the date and time specified for inquiries. All proposed deviations from the specifications must be clearly identified and fully described. Approval of any alternate or substitution shall be made solely at the discretion of the City and will be communicated through the issuance of an addendum via the City’s e-Procurement System. It is the responsibility of each Bidder to monitor the City’s e-Procurement System for addenda and other solicitation updates. The Purchasing Director reserves the right to reject any proposed alternate or deviation determined to constitute a material nonconformity with the requirements of this Invitation to Bid.
Prices quoted must be net after deducting all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later.
Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Proposer, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50 ILCS 505/1, et. seq.) upon receipt of the invoice.
Time, in connection with any discount offered, will be computed from the date of delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery.
Prices will be considered NET, if no payment discount is shown.
Invoices MUST contain the Purchase Order Number, as issued by the City.
The successful Bidder shall submit invoices via e-mail to:
or Mail to the following address:
City of Aurora
Attn: Purchasing Division
44 E. Downer Place
Aurora, IL 60507
The City of Aurora offers electronic funds transfer (EFT) payment to our vendors. EFT is fast, simple, safe and secure and is our preferred method of payment!
The City of Aurora is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service Occupation Tax, State Use Tax and Federal Excise Tax (per Illinois Revised Statutes, Chapter 120, Paragraph 44) upon City works and purchases. The City of Aurora’s Sales Tax Exemption Number is E9996-0842-07.
Bidders shall promptly notify the City of any ambiguity, inconsistency of error which they may discover upon examination of the bidding documents. Interpretations, corrections and changes will be made by addendum. Each bidder shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the bid.
Time is of the essence. If delivery of acceptable items or performance of services is not completed within the time specified, the City reserves the right, without liability and in addition to any other rights and remedies, to terminate the resulting contract by notice effective upon receipt by the Bidder with respect to any items not shipped or services not performed. The City may procure such items or services from other sources and hold the Contractor responsible for any excess costs incurred, as provided under Article 2 of the Uniform Commercial Code.
Materials and equipment are subject to inspection and approval at the City’s designated delivery location. The City reserves the right to reject and refuse acceptance of any items that do not conform to the Contract Documents, including specifications, drawings, and any applicable warranties, express or implied. Rejected materials or equipment shall be promptly removed by the Bidder, or at the Bidder’s expense, upon notice of rejection.
Bid Proposals must be signed by the Bidder with his/her usual signature. Bid Proposals by partnerships must be signed with the partnership name by all members of the partnership, or an authorized representative, followed by the signature and title of the person signing. Bid Proposals by corporations must be signed with the name of the corporation, followed by the signature and title of the person authorized to bind it in the matter.
When a corporation submits a Bid Proposal, its agent must present legal evidence that he has lawful authority to sign said Bid Proposal and that the corporation has a legal existence. In the event that any corporation organized and doing business under the laws of any foreign state is the successful Bidder, such corporation must present evidence before any Bid is executed that it is authorized to do business in the State of Illinois. Bidders by corporations must be executed in the corporate name by the President or a Vice President (or other corporate officer accompanied by evidence of authority to sign), and the signature must be attested by the Secretary or an Assistant Secretary, along with the corporate seal. The corporate address and state of incorporation must be shown below the signature. Bid Proposals by partnerships must be executed in the partnership name and signed by a partner whose title must appear under the signature, and the official address of the partnership must be shown below the signature. Any corrections to entries made on the Bid Proposal forms shall be initialed by the person signing the Bid Proposal. When requested by the City, satisfactory evidence of the authority of any signature on behalf of the Bidder shall be furnished.
Bidder warrants that all goods and services furnished hereunder will conform in all respects to the terms of the solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Bidder warrants that said goods and services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation.
The City reserves the right to require any Bidder to demonstrate the proposed item(s) when, in the City’s judgment, such demonstration is necessary to evaluate operational performance, functionality, or compliance with specifications. Demonstrations shall be conducted at a time and location mutually agreed upon by the Bidder and designated City representatives.
Bidders shall provide references for comparable projects completed for public and/or private sector clients. Reference information shall include the client or agency name, contact person, telephone number, project description, and date of project completion.
As a condition of contract award, the City reserves the right to conduct background investigations of the Bidder’s principals and any employees or subcontractors assigned to perform work under this contract. The Bidder shall cooperate fully with City personnel and provide all information reasonably requested to facilitate such investigation.
Based upon the results of such investigation, the City reserves the right to determine bidder responsibility, reject any bid, disqualify any Bidder, or terminate any contract award if deemed to be in the best interest of the City.
The City reserves the right to terminate the contract, in whole or in part, in the event the Contractor fails to comply with any term or condition of the contract or fails to deliver goods or services within the time specified.
The Bidder shall not be held liable for delays or failure to perform resulting from events beyond its reasonable control, including but not limited to strikes, labor disputes, acts of God, acts of public enemies, acts of the City, fires, floods, or other natural disasters.
The Bidder certifies, by submission of its bid, that it is not barred from bidding or contracting with the City pursuant to Article 33E of the Illinois Criminal Code of 2012, as amended (720 ILCS 5/33E-1 et seq.).
Bidders shall submit complete manufacturer product literature, technical specifications, performance data, and supporting documentation for all proposed rooftop units, accessories, controls, and related materials to demonstrate compliance with the requirements of this Invitation to Bid.
The successful Bidder shall, at its sole expense, obtain and maintain all permits, licenses, inspections, and approvals required for the performance and completion of the work.
Bidders shall submit all inquiries, including requests for alternates or substitutions regarding this bid, up to, but no later than the designated date and time as specified via the City’s E Procurement System, OpenGov. All answers to inquiries will be posted on the City’s E Procurement System. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted.
No questions will be accepted or answered verbally.
No questions will be accepted or answered after the cut-off date/time.
It is the responsibility of the interested bidder to ensure they have received addenda, if any issued.
The successful Bidder shall indemnify, defend, and hold harmless the City of Aurora and its officers, employees, and agents from and against any and all claims, demands, damages, losses, costs, and expenses, including reasonable attorney’s fees, arising from or related to any claim that the materials, equipment, processes, articles, or devices furnished or used in the performance of the Work infringe upon any patent, copyright, trademark, or other proprietary right.
Illinois Freedom of Information Act.
The Bidder acknowledges the requirements of the Illinois Freedom of Information Act (“FOIA”), 5 ILCS 140/1 et seq., and agrees to cooperate fully with the City of Aurora in responding to requests for public records, as defined in Section 2(c) of FOIA, that are in the Bidder’s possession or control and directly related to this solicitation or any resulting contract.
Upon request by the City, the Bidder shall provide such records within two (2) business days, or within such other timeframe as may be required to permit the City to comply with applicable law.
The Bidder further agrees to indemnify and hold harmless the City of Aurora, its officers, employees, and agents from and against any claims, damages, penalties, losses, costs, and expenses, including reasonable attorney’s fees and court costs, arising from the Bidder’s failure to timely provide records as required under this provision.
The Bidder shall at all times observe and comply with all Federal, State, Municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the conduct of the Work, and with all Federal, State and local laws and policies of non-discrimination, sexual harassment, prevailing wages and others applicable thereto; and all such orders or decrees as exist at the present and which may be enacted later, of bodies or tribunals having jurisdiction or authority over the Work, and no plea of misunderstanding or ignorance thereof will be considered. He shall indemnify and save harmless the City and all its officers, agents, employees and servants against any requirement, claim or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by himself or his employees.
This Bid shall be governed by and construed according to the laws of the State of Illinois.
At the Bidder’s expense, the Bidder shall secure and maintain in effect throughout the duration of this Bid, insurance of the following kinds and limits to cover all locations of the Bidder’s operations. The Bidder shall furnish Certificates of Insurance to the City before starting or within ten (10) days after the execution of the Bid, whichever date is reached first. All insurance policies shall be written with insurance companies approved by the City of Aurora and licensed to do business in the State of Illinois and having a rating of not less than A:VII, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the City. This provision shall also be stated on each Certificate of Insurance as: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will endeavor to mail 30 days written notice to the certificate holder named to the left”. Upon requested, the awardee of this Bid will give the City a copy of the insurance policies. The policies must be delivered to the City within two weeks of the request. The limits of liability for the insurance required shall provide coverage for not less than the following amount, or greater where required by law:
(1) Worker’s Compensation Insurance - Statutory amount.
(2) General Liability Insurance:
(a) $1,000,000 per occurrence and $2,000,000 general aggregate (combined single limit)
(b) $1,000,000 per occurrence for Personal Injury
(3) Auto Liability Insurance:
(a) Combined single limit not less than $1,000,000
(4) Umbrella excess liability of $4,000,000 per occurrence, $4,000,000 aggregate
The Bidder shall include the City as a primary, non-contributory additional named insured on the General, Auto Liability, and Umbrella insurance policies and indicate said status on any Certificates of Insurance provided to the City pursuant to this project. All insurance premiums shall be paid without cost to the City.
The Bidder agrees to indemnify and save harmless the City of Aurora, their elected officials, employees, agents and volunteers from and against all loss and expenses (including costs and attorneys' fees) by reason of liability imposed by law or claims made upon the City of Aurora for damages because of bodily injury, including death at any time resulting therefrom sustained by any person or persons or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this project work, whether such claims or injuries to persons or damage to property be due to the negligence of the Bidder or his Subcontractors. The Bidder shall assume total risk and shall be responsible for any and all damages or losses caused by or in any way resulting from the work and provide all insurance necessary to protect and save harmless the City of Aurora and its employees.
The Bidder agrees to a waiver of subrogation. Neither the Bidder nor its insurers shall have the right to pursue the City to recover its costs associated with a claim arising out of the provision of the services required.
WORKERS COMPENSATION ACT
The Bidder further agrees to insure his employees and their beneficiaries and to the employees and the beneficiaries of any subcontractor employed from time to time by him on said Work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Illinois that is or may be in force in the State.
Such insurance shall be placed by said Bidder in a company or association (to be approved by the City and to be accepted by the Council thereof) authorized under the laws of the State of Illinois to insure the liability above specified.
Said Bidder hereby further agrees to indemnify, keep and save harmless said City from all action, proceedings, claims, judgments, awards, and costs, loss, damages, expenses, and attorney’s fees which may in any way come against said City by reason of any accidental injuries or death suffered by any of his employees or the employees of any subcontractor employed by him in and about the performance of the Work provided for in the Bid, and any and all liability resulting thereupon; and said Bidder, in case of any suit, action, or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of said City and indemnify the City therefore, and pay the amount of any and all awards and final judgments and orders rendered and entered therein, together with all loss, costs, damages, attorney’s fees, and expenses incurred therein. Said Bidder shall be the sole employer of its employees and workers, and in no way shall the City be considered a joint employer of same under any circumstance.
PERSONNEL AND EQUIPMENT
The Bidder shall provide an adequate number of competently trained personnel with sufficient supervision to provide the services required, and the Bidder shall provide identification of its personnel if requested by the City.
Any Bidder’s employee whose employment is reasonably detrimental or objectionable to the City shall be immediately transferred from the premises upon the City’s request. The exercise of the option shall not be construed as placing the City in charge of the Work or making the City responsible for safety.
All on the road vehicles or equipment shall be identified by the Bidder’s name for purpose of identification.
All tools or equipment required to carry out the operations within the scope of the contract shall be provided by the Bidder, and shall meet the standards of the Federal Occupational Safety and Health Act and State of Illinois safety codes as may be required by law. The City reserves the right to inspect the equipment that will be used prior to award of Bid.
Pursuant to City of Aurora Ordinance O20-029, approved April 28, 2020, a “Local Business” is defined as a Bidder with a valid and verifiable physical business address located within the corporate boundaries of the City of Aurora for a minimum of twelve (12) months prior to the bid opening date, from which the Bidder regularly conducts business operations, including manufacturing, production, distribution, or the provision of services.
To qualify as a Local Business, the Bidder must:
The City of Aurora encourages minority business firms to submit Bidders and encourages the successful Bid Bidder to utilize minority businesses as sub-contractors for supplies, equipment, services and construction.
The Bidder shall begin the Work to be performed under the Bid as specified in the specifications after the execution and acceptance of the Bid, unless otherwise provided. The Work shall be conducted in such a manner and with sufficient materials, equipment and labor as is considered necessary to ensure its completion within the time specified in the Bid.
Bidder shall schedule its Work to meet the requirement of the City. Bidder shall perform the Work expeditiously in cooperation with the City’s agents, employees, Bidders and subcontractors. Bidder shall make no claim against City and no claim shall be allowed for any damages which may arise out of any delay caused by City, its agents, employees, Bidder or subcontractors. Bidder’s sole remedy for delay shall be an extension in the Bid time.
In the event of a conflict between the provisions of these Instructions to Bidders and those contained in the Special Conditions or Specifications, the provisions of the Special Conditions and Specifications shall prevail.
The Bidder represents and warrants that all goods, materials, equipment, and services furnished under this contract, including all labeling, packaging, and containers, shall comply with all applicable federal, state, and local laws, regulations, codes, and standards in effect at the time of delivery or performance, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, construction, manufacture, and intended use.
The Bidder shall provide all applicable Safety Data Sheets (SDS) in compliance with the Illinois Toxic Substances Disclosure to Employees Act.
Bidder represents and warrants that the goods or services furnished hereunder (including all labels, packages and container for said good) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services.
The Bidder shall exercise due care to avoid damage to existing structures, utilities, equipment, landscaping, pavement, and other public or private property located on or adjacent to the Project site.
The Bidder shall be solely responsible, at its own expense, for the repair, replacement, restoration, or reconstruction of any property damaged, disturbed, or affected as a result of the performance of the Work, unless otherwise specifically provided in the Contract Documents. Restoration shall return all affected areas or property to a condition equal to or better than that which existed prior to commencement of the Work.
Where relocation, disconnection, modification, or repair of existing utilities, service connections, or other facilities is required as a result of the Work, the Bidder shall coordinate such work with the applicable utility or property owner and shall bear all associated costs unless otherwise expressly stated in the Contract Documents.
Utility or facility owners reserve the right to perform such relocation, repair, or restoration with their own forces or designated contractors. Any costs incurred by such owners as a result of the Bidder’s operations shall be the responsibility of the Bidder and shall be paid without additional compensation from the City.
In accordance with Section 2-331(5) of the Aurora City Code, no Bidder shall be deemed responsible for contracts exceeding $25,000 unless the Bidder participates in apprenticeship and training programs approved and registered with the U.S. Department of Labor, Office of Apprenticeship.
The Bidder shall certify compliance within the Bidder’s Certification and shall include copies of all applicable program registration certificates with its bid.
The Bidder shall not subcontract all or any portion of the Work without the prior written consent of the City, unless otherwise expressly permitted by the Contract Documents. Approval of any subcontractor by the City shall not relieve the Bidder of any duties, obligations, or liabilities under the contract.
The Bidder shall remain fully responsible for the performance of all subcontractors and for ensuring that all subcontracted work complies with the requirements of the Contract Documents. All communications, instructions, and contractual matters shall be directed through the Bidder, and no subcontractor shall have any contractual relationship with the City.
If any subcontractor fails to perform satisfactorily, fails to comply with contract requirements, or disregards lawful direction issued by the City, the City may require the Bidder to remove and replace such subcontractor. The Bidder shall promptly correct any deficient work and complete the affected portion of the Work at no additional cost to the City.
The Bidder shall warrant that all work performed under the contract shall be free from defects in workmanship and materials for a period of one (1) year following final acceptance by the City. During the warranty period, the Bidder shall, at its sole expense and upon written notice from the City, promptly repair, replace, or correct any defective work, materials, or equipment necessary to ensure compliance with the Contract Documents. At the expiration of the warranty period, all work shall remain in satisfactory condition and in full conformance with the plans, specifications, and contract requirements.
The successful Bidder shall execute the contract in the form provided by the City, as may be modified or amended by the City, within five (5) calendar days of notice of award and receipt of the contract. The Bidder shall also submit all required documentation, including evidence of insurance, at or prior to contract execution. Failure to execute the contract and provide all required documentation within the specified time may result in withdrawal of the award.
Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days.
Project can start within how many working days upon receipt of purchase order?
Project will take an approximately how many working days after start?
Provide one (1) year labor warranty.
Provide additional details of manufacturer warranties (heat exchanger/compressor/parts etc.)
Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days.
Please download the below documents, complete, and upload.
Include Municipality, Address, Phone Number, Contact Person, Date of Project for each reference
Please provide the following information for each subcontractor. If you do not have subcontractors, please write "N/A"
Company:
Address:
City, State, Zip:
Phone Number:
Contact Person:
By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois Compiled Statutes, 720 ILCS 5/33E-1).
The Bidder's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Bidder, that this deponent is authorized to make them and that the statements contained herein are true and correct.
Bidder deposes, states and certifies that Bidder is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Bidder is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-42.1-1.
I/We hereby certify that:
A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.
B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.
C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all other equal employment requirements contained in Public Act 87-1257 (effective July 1, 1993) 775 ILCS 5/2-105 (A).
D. As applicable, I/We are in compliance with the most current “Prevailing Rate” of wages for laborers, mechanics and other workers as required by the State of Illinois Department of Labor.
E. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.
F. The Bidder is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.
G. As applicable, I/We will submit, for all contracts in excess of $25,000.00, a certificate indicating participation in apprenticeship and training programs approved and registered with the United States Department of Labor.
H. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.
Please download the below documents, complete, and upload.
Please provide verification letter like sample attached.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
A prospective contractor shall submit a compliant Certificate of Insurance (COI) with its bid or proposal, evidencing the coverage required for the project in accordance with City of Aurora Policy No. 2026-2502-002. All required insurance policies must remain in full force and effect for the duration of the project.
Upload IDOT prequalification as described in Check Sheet LRS6 in the “Supplemental Specifications and Recurring Special Provisions” in the categories appropriate for the type of work
proposed for this project.
COA General Specifications and the IDOT Employment Special Provisions
Where are we meeting for the site visit(s)?
This includes but not limited to: plumbing licenses, industry certifications, proof of safety training, IDOT Prequal., etc
This will be added by purchasing in the Vendor submissions in the next stage.
Would we like this option?
Please provide the anticipated
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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