School Crossing Guard Services

The Village of Schaumburg, IL will accept sealed bids via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2026-IFB-019, School Crossing Guard Services to be received no later than Friday, April 17, 2026, 1:00 pm. Bids submitted after the specified time will not be accepted.

Background

Schaumburg is the largest center of economic development in the State of Illinois, outside the City of Chicago. In addition to the 9.5 million square feet of retail and restaurant space, the village has over 12 million square feet of office space and 13.5 million square feet of industrial space.

With a daytime population of 150,000, thousands of businesses, 30 hotels, over 200 restaurants, highly educated workforce, superb location and high quality of life, Schaumburg is 'The Place for Business’.

Project Details

• Reference ID: 2026-IFB-019
• Department: Police Department
• Department Head: Bill Wolf (Police Chief / Department Director)

Important Dates

• Questions Due: 2026-04-13T17:00:00.000Z

Evaluation Criteria

• Village of Schaumburg - Invitation for Bid —

  The Village of Schaumburg, IL will accept electronic bids via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2026-IFB-019, School Crossing Guard Services.

  Specifications and all Contract Documents are available via the Village’s e-Procurement Portal, OpenGov. Prices quoted must be valid for a minimum of 90 days from the date of the bid opening.

  Bids will be received until 1:00 pm on Friday, April 17, 2026. All bid tabulations will be made publicly available after submission deadline.

  The Village of Schaumburg reserves the right to reject any and all bids or to waive any technicalities, discrepancies, or information in the bids. The Village of Schaumburg does not discriminate in admission, access to, treatment, or employment in its programs and activities.

  All questions regarding this Legal Notice and the actual bid specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Monday, April 13, 2026 by 12:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the Village's e-Procurement Portal.

   

  Village of Schaumburg
  Purchasing Division

• Scope of Work —

  The Village of Schaumburg Police Department is seeking a qualified contractor to provide for School Crossing Guard Services.  This is a (3) three year contract with option to renew for (2) two years.  The Village of Schaumburg (hereafter Village) has a total of (13) thirteen Crossing Guard posts each school day.  Prospective bidders shall submit a bid including all costs associated with the management and daily operation of the crossing guard program.  The bid shall include providing crossing guard coverage at each designated crossing in accordance with the Schaumburg School District 54 school calendar as well as daily supervision of the crossing guards.  The successful bidder (hereafter Contractor) shall be prepared to begin School Crossing services on the first calendar day of the School District 54 2026/27 school year.  It shall be the Contractor's responsibility to obtain the school calendar and schedule accordingly.  

• Intent —

  The intent of this Invitation for Bid is to enable the Village of Schaumburg's Department of Police Department to establish relationships with vendors for School Crossing Guard Services.

  This Invitation to Bid is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

• Examination of Premises, Measurements, and Elevations —

  The Bidder shall verify all measurements relative to the work, shall be responsible for the correctness of same. The Bidder will examine the site and the premises and satisfy themselves as to the existing conditions under which the Bidder will be obligated to operate. Failure of the Bidder to notify the Village, in writing, of any condition(s) or measurement(s) making it impossible to carry out the work as shown and specified, will be construed as meaning no such conditions exist and no additional moneys will be added to the contract. The successful Bidder must notify all utility companies that are a part of J.U.L.I.E. of the responsibility of each utility company to locate its utilities. The Village will not accept any liability or pay any additional costs in the event any unknown utilities are uncovered which may result in the redesign, delay, or need for additional equipment on the job site.

  
  No claim whatsoever will be allowed to any contract for changes, extra work, or material, not included in the Bidder’s original bid, or for a greater amount of money than the contract states is to be paid, for any reason, including, but not limited to subsurface or latent physical conditions, or unknown physical conditions at the site. The Bidder is responsible for making a full examination of the site of the proposed work, and bid documents, specifications, general conditions, plans, special provisions, and contract forms before submitting their bid. The Bidder is responsible for fully informing themselves as to the quality and quantity of materials required, and the character of the work to be performed.

• Change Orders —

  After the contract award, changes in or additions to the work and/or a change in the amount of money to be paid to the firm must be the result of an approved change order first ordered by the Director of the lead department and approved by the Village Manager and/or the Village Board.
  50 ILCS 525/5 require the successful contractor verify any change order request you receive from a subcontractor will not exceed 49% of your original subcontract amount. Any needed change order that will increase the subcontract by 50% or more will require your opening up that portion of the work to competitive Proposal.

• Definitions of Terms —
  1. Contract Time: The number of working days or calendar days or combination allowed for completion of the Contract, including authorized time extensions.
  2. Contractor: The individual, firm, partnership, joint venture, or corporation contracting with the Village for performance of prescribed work.
  3. Village: The Village of Schaumburg.
  4. Engineer: The Village of Schaumburg Director of Engineering and Public Works or designee employed by the Village as the awarding agency or authorized representative of the Village.
  5. Plans: The approved plans, profiles, typical cross sections, working drawings, and supplemental drawings, or exact reproductions thereof, which show the location, character, dimensions, and details of the work to be done.
  6. Special Provisions: Additions and revisions to the Standard and Supplemental Specifications covering conditions unique to an individual Contract.
  7. Specifications:The body of directions, provisions, and requirements contained herein, or in any supplement adopted by the Village, together with written agreements and all documents of any description made or to be made pertaining to the method or manner of performing and paying for the work, the quantities, and the quality of materials to be furnished under the Contract.
  8. Subcontractor: As hired by the Contractor, an individual, firm, partnership, or corporation who, with the written consent of the Engineer, assumes obligation for performing specified work.
  9. Utility: The privately, publicly, or cooperatively owned lines, facilities and systems for producing, transmitting, or distributing communications, power, electricity, light, heat, gas, oil, crude products, water, steam, waste storm water not connected with highway drainage, and other similar commodities, including publicly owned fire and police signal systems and street lighting systems, which directly or indirectly serve the public or any part thereof. The term “utility” shall also mean the utility company, inclusive of any wholly owned or controlled subsidiary.
  10. Work: Work shall mean the furnishing of all labor, materials, tools, equipment, and other incidentals necessary or convenient to the successful completion of the project and the carrying out of all duties and obligations imposed by the Contract. Work may also be used in context to describe, in whole or in part, the completed facilities to be constructed, altered or removed, as detailed in the Contract. The Engineer will have exclusive authority to determine the intent and remaining of the usage of this term wherever it appears in the Contract.
• Insurance —

  The Bidder will provide certificates of insurance evidencing the following types and limits of insurance. The certificates of insurance will specifically address each of the requirements noted below. Each insurance company shall be acceptable to the Village. The General Liability coverage shall name the Village of Schaumburg as additional insured. All insurance noted below is primary and in no event will be considered contributory to any insurance purchased by the Village. All insurance noted below will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance notice, via certified mail.

  The Bidder will provide written Proof of Endorsement, with the General Liability policy number on the endorsement.

  1. Comprehensive General Liability including Products Liability/Completed Operations insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, including Broad Form Contractual Liability insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, subject to the terms and conditions of the policy. A copy of the policy may be required.
  2. Automobile Liability insurance, in an amount not less than $1,000,000 combined single limit. Said insurance is to be extended to cover hired and non-owned vehicles.
  3. Umbrella or Excess Liability coverage, the Contractor shall provide evidence of Umbrella or Excess Liability coverage of $2,000,000.
  4. Workers’ Compensation is to be provided as required by statute, by an insurance company licensed to write worker’s compensation in the State of Illinois. Employer’s Liability, in an amount not less than $500,000 each accident, $500,000 disease – policy limit, and $500,000 disease – each employee.
  5. Insurance Rating – All insurance policies required by this contract shall be underwritten by insurance companies with a minimum A. M. Best rating of A:VII.
  6. A certificate of insurance is required as evidence of coverage, with the Village of Schaumburg named as an additional insured. The certificate will include an “Additional Insured Endorsement”. The same full insurance coverage provided to the named insured, whether it is the contractor or a sub-contractor, shall be provided to the Village without any limitations or endorsements that might limit or exclude coverage. If insurance is canceled for any reason whatsoever the Village will be given not less than thirty (30) days prior written notice.

  Any and all deductibles or other forms of retention are the responsibility of the Contractor. All deductibles or other forms of retention are subject to the approval of the Village. Contractor will disclose to the Village in writing the amounts of any deductible or self-insured retentions on the insurance required under this contract.

  Contractor waives any right of subrogation it may have or later acquire against the Village.

  The Bidder shall not commence work under this contract until they have obtained all insurance required under this section and such insurance has been approved by the Village, nor shall Bidder allow any subcontractor to commence work on their subcontract until the same insurance has been obtained by the subcontractor. The Bidder and their subcontractor(s) shall maintain all insurance required under paragraphs A through D of this Section for not less than one (1) year after completion of this contract.

• Change Orders —

  After the contract award, changes in or additions to the work and/or a change in the amount of money to be paid to the Bidder must be the result of an approved change order first ordered by the Director of the lead department and approved by the Village Manager and/or the Village Board.
  50 ILCS 525/5 require the successful contractor verify any change order request you receive from a subcontractor will not exceed 49% of your original subcontract amount. Any needed change order that will increase the subcontract by 50% or more will require your opening up that portion of the work to competitive bidding.

• Bidders Qualifications —

  If requested, the interested Bidder must provide a detailed statement regarding the business and technical organization of the Bidder that is available for the work that is contemplated. Information pertaining to financial resources, experiences of personnel, previously completed projects, plant facilities, and other data may also be required to satisfy the Village of Schaumburg that the Bidder is equipped and prepared to fulfill the Contract should the Contract be awarded to him. The competency and responsibility of Bidders and of their proposed subcontractors will be considered in making awards.

  
  If requested by the Village, the Bidder shall include a complete list of all equipment and manpower available to perform the work intended on the Plans and Specifications. The list of equipment and manpower must prove to the Village that the Bidder is well qualified and able to perform the work, and it shall be taken into consideration in awarding the Contract. The list shall be included with the sealed bid package.

  
  The Village may make such investigations as it deems necessary, and the Bidder shall furnish to the Village under oath, if so required, all such information and data for this purpose as the Village may request. A responsible Bidder is one who meets all of the following requirements:

  1. Have adequate financial resources or the ability to secure such resources.
  2. Have the necessary experience, organization, and technical qualifications, and has or can acquire, the necessary equipment to perform the proposed Contract.
  3. Is able to comply with the required performance schedule or completion date, taking into account all existing commitments.
  4. Has a satisfactory record of performance, integrity, judgment, and skills.
  5. Is qualified and eligible to receive an award under all applicable laws and regulations.

  If the Bidder possesses a current Illinois Department of Transportation “Certificate of Eligibility” with an amount for the work specified at least equal to the minimum amount of qualification indicated on the Legal Notice or as described within the Contract Documents, they may choose to provide the Village a copy of the certificate in lieu of providing the above mentioned Bidders Qualification requirements.

• Compliance with Laws —

  The Bidder shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and local governments, which may in any manner affect the preparation of bids or the performance of the contract.

• Terms of Contract —

  The initial term of this contract shall be for three (3) year to begin on award, subject, however, to the right of the Village to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the contractor. The Village invokes the right to cancel the contract for poor performance, and/or for other issues that the Village deems unacceptable or below the standard specified in the contract. In the event of such cancellation, the Contractor shall be entitled to receive payment for services and work performed, and materials, supplies, and equipment furnished under the terms of the contract prior to the effective date of such cancellation, but will not be entitled to receive any damages on account of such or any further payment whatsoever. Upon normal expiration of the contract, the Contractor shall continue, at the sole option of the Village, to provide services on a month by month basis, under the same terms and conditions, for a period not to exceed four (4) months.

  This contract may be renewed for two (2) years, one (1) year optional extensions. The optional years will automatically renew providing the Village of Schaumburg has not notified the vendor by written notice, not less than ninety (90) days prior to the contract expiration date, of the Village’s intent to re-solicit new bids.

  A one-time economic adjustment for labor, material, and equipment costs may be negotiated for each one year extension to the contract after the initial one year contract period. This economic adjustment may not exceed the published local Consumer Price Index (CPI) for the previous twelve month period. The contracted vendor shall be responsible for notifying the Village (by written notice) of any requested increase not less than ninety (90) days prior to expiration of the contract year.

  This contract places no obligation on the Village to appropriate funds for this service beyond the initial fiscal year term of the contract and is dependent upon sufficient funds being appropriated each fiscal year by the Village for this work.

• Failure to Execute —

  Failure to execute the contract shall, at the option of the Village, constitute a breach of the agreement made by acceptance of the proposal, and the Village shall be entitled to forfeiture of the certified check, bank draft, or proposal Bond accompanying the proposal that is required, not as a penalty, but as liquidated damages. In the event of failure of a Proposer to whom an award of contract has been made, to execute the contract and furnish a Performance Bond within ten (10) days after notification of award, such award may be nullified and an award may be made to the next lowest responsive and responsible Proposer approved by the Village.

• Contract Documents —

  Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, bid notice, bid sheet, and addendum, if any, as specified herein shall form the “Contract Documents.” For the purpose of this bid, the word “Village” shall refer to the Village of Schaumburg, and the word “Bidder” shall refer to any person, company, or entity submitting a bid. Any work shown or described in one of the documents shall be construed as if described in all the documents.

• General Requirements —

  The Contractor will provide a school crossing guard each school day at
  (13) pre-determined locations within the Village. The Village shall retain the right to determine school crossing guard locations and the number of school crossing guards to be provided at each school. Any addition or subtractions to the list of crossing guard locations will result in an increase or decrease of billable hours at the hourly price quoted in original bid.

  Crossing guards will be present at the designated school. posts for the opening and. closing times each day, allowing adequate time to ensure all students, parents and staff are crossed safely. The Contractor will be responsible for contacting the school district, obtaining a school schedule and providing specific post times for service each school year.

  A trained and experienced field supervisor will manage the crossing guards and the crossing guard program. The cost of the field supervisor shall be included in bid price. The supervisor shall be responsible for daily oversight at all times school crossing guards are on duty and will be
  required to be in the field, initiating on-site field visits. The supervisor will be identifiable and available to police staff.

  The Contractor shall provide a roster of the names for all crossing guards including their assigned posts, substitute crossing guards and any/all supervisors associated with this contract.  The roster shall be provided no later than (7)'days prior to the start of the school year and will be updated by the Contractor as changes occur. The report shall be submitted to the Police Department Traffic Unit supervisor by email.

  Minimum Standards/Requirements for Crossing Guards
  • Must be physically and mentally capable of performing duties of crossing guard
  • Able to communicate clear and effective directions to children and adults
  • Ability to remain alert, calm and able to exercise good judgement during daily operations as well as potential emergency situations

  
  Minimum Standards/Requirements for Crossing Guard Supervisor
  • Supervisor shall meet all of the above requirements
  • Shall demonstrate the ability to manage and evaluate the school crossing guards
  • Shall have the skills and knowledge necessary to properly handle complaints and route traffic safety concerns brought forward by the school crossing guards

  Hiring and Recruitment

  All recruitment, hiring/interviewing and background procedures will
  be the responsibility of the Contractor. The Contractor shall provide documentation to the Police Department Traffic Unit supervisor that a fingerprint criminal background check has been completed on each individual crossing guard, substitute crossing guard and supervisor, including checks for sexual predator and sex offender status. The required fingerprint background check shall be conducted at no cost to the Village, no more than 45 days before the official start date of each school year. The Contractor shall provide a copy of the background check results for each individual employee to the Police Department Traffic Unit supervisor.  This shall be accomplished prior to any crossing guard being deployed. The Chief of Police shall retain authority to reject a potential crossing guard based on results of the background check.  The Contractor shall mandate that all employees assigned to this contract report any criminal charges brought against them immediately. Upon notification, the Contractor shall immediately contact and report to the police department.

  
  Training 

  The Contractor will ensure all crossing guards, substitute crossing guards and supervisors receive proper training prior to being deployed in any capacity. The Contractor will provide documentation of training completion for each employee to the Police Department Traffic Unit supervisor.  Training curriculum shall include traffic control and
  instruction on basic traffic laws; classroom and field instruction on crossing children safely; recognition of dangerous/hazardous situations including emergency reporting procedures (injuries, traffic accidents, suspicious activity); knowledge of scope of authority and limitations
  of assigned position; customer service skills.  Annual refresher training shall be provided to all crossing guards, substitute crossing guards and
  supervisors associated with this contract, prior to the start of each new school year.  Documentation of this training will be provided to the Village annually, no later than (7) days prior to the start of the new school year. 

  Equipment and Uniforms: All equipment and uniform items for school crossing guards, including any costs associated with purchase, maintenance or replacement, will be the responsibility of the Contractor. At a minimum, this will include a reflective stop sign no smaller
  than 13 inches in diameter, a whistle, a mini Cade to be placed in the street, a fluorescent safety vest with the words "School Crossing Guard" clearly visible and a high visibility rain coat, also with the words "School Crossing Guard" visible. 

  Required attire for school crossing guards will be conservative in nature. Attire shall be kept neat and professional and appropriate to the position of School Crossing Guard. Revealing clothing or any outerwear, t -shirts and/or sweatshirts with inappropriate slogans or advertising will not be
  acceptable.

  
  Traffic and Safety Violation Reporting 

  The Contractor must provide a procedure for reporting traffic and safety violations observed by the crossing guards to the police department shall be prepared by the Contractor.  The Contractor will assume all responsibility for handling complaints about school crossing guards or the program itself, with the exception of those that require immediate/emergency police follow up. The Contractor shall create a reporting procedure for handling, responding to and documenting actions regarding all complaints received. The report shall include the date of
  complaint, post location, guard name, type of complaint, action taken and total number of complaints for that reporting period. A report of all complaints will be provided to the police department Traffic Unit supervisor quarterly, or upon request. It shall be the Contractor's responsibility to make sure all complaints of a criminal nature or emergency safety related issues are brought to the police department's attention immediately. 

  Prohibited Acts 

  Any school crossing guards provided by the Contractor shall be prohibited from the following while performing the duties of school crossing guard:
  • Smoking/use of tobacco products
  • Listening to audio/multimedia device
  • Use of any electronic communication device other than for emergency situations

  Invoices/Billing

  Monthly invoices for services rendered shall be submitted directly to the
  Village of Schaumburg Police Department Traffic Unit supervisor.  . 

   

   

• Bid Security —

  Each proposal shall be accompanied by a proposal security in the amount of 10% of the total amount proposal. proposal security shall be in the form of a certified check or cashier’s check, drawn on a responsible bank doing business in the United States and made payable to the Village of Schaumburg, or a proposal Bond by a surety company which is satisfactory to the Village and is qualified to do business in Illinois.

  Electronic copies are acceptable for submission, with the original being submitted no later than Friday, April 17, 2026, 1:00 pm to:

  Village of Schaumburg
  Purchasing Division
  Atcher Municipal Center
  101 Schaumburg Ct
  Schaumburg, IL 60193

  Electronically produced proposal security, with digital signature and notary stamp, will be acceptable. proposals not accompanied by a proposal security will be rejected. The proposal security of the unsuccessful Proposers (if in the form of a certified check or cashier’s check) will be returned after the contract is awarded, or earlier, if the Village does not deem it necessary to retain the proposal Security. The proposal security of the accepted Proposer, (if in the form of a certified check or cashier’s check) will be returned either upon execution of a contract and submittal of a performance bond, if required by the specifications or, where no performance bond is required, when, in the Village’s estimation, the contract has been satisfactorily completed. When the proposal security is submitted in the form of a proposal bond, the bond will become null and void following the award of contract and the Village’s receipt of the Performance Bond, if required by the specifications. Should the Proposer fail to fulfill the contract as set forth, the proposal security shall become payable to the Village as liquidated damages.

• Current School Locations and Times —

  Campanelli Elementary School
  310 S. Springinsguth Road
  - Front of school                                                                                                   - Weathersfield Way west of Springinsguth

  Edwin Aldrin Elementary School
  617 Boxwood Drive
  - Front of school/east end

  Elizabeth Blackwell Elementary School                                                     345 N. Walnut Lane
  - Front of school/west end

  Enders-Salk Elementary School
  345 N. Salem Drive
  - Front of school

  Everett Dirksen Elementary School
  116 W. Beech Drive
  - Front of school

  Herbert Hoover Elementary School
  315 N. Springinsguth Road
  - Front of school

  Michael Collins Elementary School
  407 Summit Drive
  - Summit Drive and Langley Drive
  - Weathersfield Way and Summit Drive

  Nathan Hale Elementary School
  1300 W. Wise Road
  - Wise Road and Braintree Drive
  - Springinsguth and Hartmann

  Thomas Dooley Elementary School
  622 Norwood Lane
  - Norwood Lane and Lowell Lane

  Jane Addams Jr. High School
  700 N. Springinsguth Road
  - Springinsguth Road in front of Atcher Island —just south of school

  Current hours:
  All Elementary Schools
  8:00 a.m. to 8:45 a.m.
  2:50 p.m. to 3:20 p.m.
  Jane Addams Jr. High School
  7:00 a.m. to 7:45 a.m.
  2:10 p.m. to 2:40 p.m.
  Early Release (every Wednesday)
  Elementary Schools - 2:20 p.m. to 2:50 p.m.
  Jane Addams Jr. High School—1:40 p.m. to 2:10 p.m. 

• Basis of Payment —

  The Contractor shall submit with each payment request the Certified Payroll case file number and Contractor’s Partial Waiver of Lien for the full amount of the requested payment. All invoices must include the PO number associated with the order and shall be submitted to the Village of Schaumburg, Accounts Payable Division, 101 Schaumburg Court, Schaumburg, IL 60193. The Contractor’s request for final payment shall include the Contractor’s Certified Payroll case file number and Final Waiver of Lien which shall be for the full amount of his contract, including any change orders thereto, and Final Waivers of Lien from all subcontractors and suppliers for which Final Waivers of Lien have not previously been submitted. Failure to submit Certified Payroll case file numbers and Waivers of Lien as specified may result in a delay of invoice payment

• Failure to Execute — Failure to execute the contract shall, at the option of the Village, constitute a breach of the agreement made by acceptance of the bid, and the Village shall be entitled to forfeiture of the certified check, bank draft, or Bid Bond accompanying the bid that is required, not as a penalty, but as liquidated damages. In the event of failure of a Bidder to whom an award of contract has been made, to execute the contract and furnish a Performance Bond within ten (10) days after notification of award, such award may be nullified and an award may be made to the next lowest responsive and responsible Bidder approved by the Village.
• Interpretation of Contract Documents —

  Each request for interpretation of the Contract Documents shall be made in writing through the OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Monday, April 13, 2026 by 12:00 pm. Interpretations and supplemental instructions will be electronically distributed to bidders following this solicitation on the Village’s e-Procurement Portal.

• Alternate —

  Any reference in these specifications to manufacturer’s name, trade name, or catalog number (unless otherwise specified) is intended as a standard only. The Village’s written decision of approval or disapproval of a proposed substitution shall be final.
  
  Alternate bids will be considered only if received at the time stated for receipt of the bids. Bidders are cautioned that, if an alternate bid(s) involves an increase in the Bid Sum, the Bid Deposit, if required, shall be ample or be increased to cover the alternate Bid Sum or the entire bid may be rejected.

• Performance Security —

  The successful firm shall furnish as performance security a Performance Bond acceptable to the Village prior to the start of any work. The bond shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. The Labor and Material Bond shall serve as security that all wages are paid and materials provided for the work are paid by the successful firm. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the Village, may be submitted as performance security, instead of a Performance Bond.

• Freedom of Information Act (FOIA) —

  The Village is required by Public Act 96-542 to comply with freedom of information requests (FOIA) within five (5) business days of a record request. All contractors used by the Village may be in possession of records covered by this act and therefore will be required to provide the Village with those records upon request and within the time frame of the Act.

• Project Acceptance Procedures —

  Upon completion of the final inspection and the correction of any noted deficiencies, a written letter of acceptance will be sent to the Contractor. Final invoicing will only be prepared and processed once the letter of acceptance has been distributed. All final pay item quantities shall be agreed upon between the Engineer and the Contractor, and a final invoice shall be submitted by the Contractor, complete with all required waivers of lien and surety. Approval of the final pay estimate by the Director of Engineering and Public Works shall constitute acceptance of the project by the Village of Schaumburg, and written notice of such action shall be given to the Contractor. The date of approval of the final pay estimate shall be the Date of Acceptance, and shall also be the date of the Start of Guarantee.

• Electronic Bid Documents —

  Bidders intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village. The Bidder, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this ITB. Failure of any bidder to receive any such addenda or interpretation shall not relieve such bidder from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.

• Bid Security —

  Each bid shall be accompanied by a bid security in the amount of 10% of the total amount bid. Bid security shall be in the form of a certified check or cashier’s check, drawn on a responsible bank doing business in the United States and made payable to the Village of Schaumburg, or a Bid Bond by a surety company which is satisfactory to the Village and is qualified to do business in Illinois.

  Electronic copies are acceptable for submission, with the original being submitted no later than Friday, April 17, 2026, 1:00 pm to:

  Village of Schaumburg
  Purchasing Division
  Atcher Municipal Center
  101 Schaumburg Ct
  Schaumburg, IL 60193

  Electronically produced bid security, with digital signature and notary stamp, will be acceptable. Bids not accompanied by a bid security will be rejected. The bid security of the unsuccessful Bidders (if in the form of a certified check or cashier’s check) will be returned after the contract is awarded, or earlier, if the Village does not deem it necessary to retain the Bid Security. The bid security of the accepted Bidder, (if in the form of a certified check or cashier’s check) will be returned either upon execution of a contract and submittal of a performance bond, if required by the specifications, or where no performance bond is required, when, in the Village’s estimation, the contract has been satisfactorily completed. When the bid security is submitted in the form of a bid bond, the bond will become null and void following the award of contract and the Village’s receipt of the Performance Bond, if required by the specifications. Should the Bidder fail to fulfill the contract as set forth, the bid security shall become payable to the Village as liquidated damages.

• Waiver of Lien —

  Where applicable, a Waiver of Lien and Contractor’s Affidavit must be submitted by the firm, verifying that all subcontractors and material invoices have been paid prior to the Village approving final payment.

• General Guarantee —

  Neither the final certificate of payment nor any provision in the Contract Documents, nor partial or entire occupancy of the premises by the Village, shall constitute an acceptance of work not done in accordance with the Contract Documents or relieve the Contractor of liability in respect to any express warranties or responsibility for faulty materials or workmanship. The Contractor shall remedy any defects in the work and pay for any damage to other work resulting therefrom, which shall appear within a period of 1 year from the date of final acceptance of the work unless a longer period is specified. The Village will give notice of observed defects with reasonable promptness. The Contractor shall guarantee all materials and workmanship as defined by the Performance Bond.

  
  Unless otherwise amended in writing by the Director of Engineering and Public Works, the date of the Start of any Guarantees, Warranties, and Maintenance Bonds shall be coincident with the Date of Acceptance of the entire project.

• Confidentiality —

  As a public agency, the Village is required to adhere to Freedom of Information Public Act 96-542. If a responding firm intends to request confidentiality on any portion of a bid, the submittal shall also include a redacted copy of the bid. Limited redactions will be considered. However, entire full redaction of bid submittals will not be considered for award. If a redacted copy is not provided, the original submittal may be released by the Village as received.

• Performance Security —

  The successful Bidder shall furnish as performance security a Performance Bond acceptable to the Village prior to the start of any work. The bond shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the Village, may be submitted as performance security, instead of a Performance Bond.

• Withdrawal of Bid —

  Bids may be withdrawn through the Village's e-Procurement Portal, the responding firm may “unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the bid opening. Bidders may withdraw or cancel their bid, in written form, at any time prior to the advertised bid opening time.

• Bidder’s Qualifications —

  No award will be made to any Bidder who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such investigations as it deems necessary. The Bidder shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

• Waiver of Lien — Where applicable, a Waiver of Lien and Contractor’s Affidavit must be submitted by the Bidder, verifying that all subcontractors and material invoices have been paid prior to the Village approving final payment.
• Termination of Contract —

  The Village reserves the right to terminate the whole or any part of this Contract, upon written notice to the Contractor, in the event that sufficient funds to complete the Contract are not appropriated by the Board of Trustees of the Village.

  The Village further reserves the right to terminate the whole or any part of this Contract, upon written notice to the Contractor, in the event of default by the Contractor, in accordance with section 108.10 of the Standard Specifications.

  Default is defined as failure of the Contractor to perform any of the provisions of this Contract, or failure to make sufficient progress so as to endanger performance of this Contract in accordance with its terms. In the event of default and termination, the Village may procure, upon such terms and in such manner as the Village may deem appropriate, supplies or services similar to those so terminated. The Contractor shall be liable for any excess costs for such similar supplies or service unless acceptable evidence is submitted to the Village that failure to perform the Contract was due to causes beyond the control and without the fault or negligence of the Contractor.

• Bid Review —

  The Village reserves the right to reject any or all bids and/or to waive any irregularities or disregard any informality in the bids and bidding when, in its opinion, the best interest of the Village will be served by such action. Furthermore, the Village reserves the right to award each item to a different Bidder, or all items to a single Bidder unless otherwise noted on in this solicitation. The Village may determine as follows: 1) an equal or alternative is a satisfactory substitute; 2) an early delivery date is entitled to more consideration than price; 3) an early delivery date is to be disregarded because of the reputation of the Bidder for not meeting delivery dates; 4) a Bidder is not a responsible Bidder; and 5) what exceptions or deviations from written specifications will be accepted.
  
  No bid will be accepted from or contract awarded to any person, firm, or corporation that is in arrears or is in default to the Village upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Village, or had failed to perform faithfully any previous contract with the Village.

• Preparation of Bid —

  The Bidder’s submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the Bidder to the terms of the bid. The bid must be executed by a person having the legal right and authority to bind the Bidder.

• Form of Contract —

  The form of contract between the Village and the successful Bidder will be a purchase order referencing the bid specification, the bid submitted by the successful Bidder, and the resulting purchasing order.

• Notification of Work —

  The Contractor shall notify the Engineer or project manager forty-eight (48) hours prior to commencement of work and twenty-four (24) hours prior to each inspection.

• Bid Results —

  Following the bid opening, bid tabulations will be posted on the Village’s e-Procurement Portal. Bid tabulations posted on-line represent “as read” submittals at time of the bid opening. They do not represent contract award. Final awards will be posted when approved.

• Permits —

  The Village shall obtain all the necessary permits to facilitate construction of the project, unless otherwise specified in the Contract Documents. The Contractor shall comply with all requirements of the necessary permits for the project.

• Cleaning —

  During construction, the Contractor and their subcontractors shall remove from the premises, rubbish, waste material, and accumulations, and shall keep the premises clean. The Contractor shall keep the premises clean during construction to the satisfaction of the Engineer.

• Delivery —

  Where applicable, all materials shipped to the Village must be shipped F.O.B. delivered, designated location, Schaumburg, Illinois. If the delivery is made by truck, arrangements must be made in advance by the Bidder, with concurrence by the Village, for receipt of the materials. The materials must be delivered where directed. Truck deliveries will be accepted at the Public Works Facility between 7:00 a.m. and 3:30 p.m. and at all other Village locations 8:00 a.m. and 4:00 p.m., weekdays only.
  
  NOTE: The Public Works Facility does have a raised loading dock. All other Village locations do not have access to a raised loading dock. Deliveries requiring removal from the delivery truck via a forklift provided by the Village must be arranged with the Village twenty-four (24) hours in advance of the expected delivery date.

• Business/Resident Notification —

  The Contractor shall not close any street, private entrance, limit access to Village facilities or disrupt utility service without the consent of the Engineer, or representative of the Engineer, and the proper notification of the affected parties.

• Inspections —

  The Village shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Village. Any items rejected shall be removed from the premises of the Village and/or replaced at the entire expense of the successful Bidder.

• Use of Fire Hydrants —

  No fire hydrants shall be used to obtain water for non-emergency use. Water can be purchased and obtained at the Village of Schaumburg Public Works Building, 714 S. Plum Grove Road.

• Prevailing Wage —

  Not less than the Prevailing Wages as found by the Illinois Department of Labor (IDOL) or determined by the court on review shall be paid to laborers, workmen, and mechanics performing work under this contract. Current standards are available on the Illinois Department of Labor website at www.state.il.us/agency/idol/ (820 ILCS 130/1 et. seq.) (Wages of employees on Public Works – Prevailing Wage Act, Illinois Revised Statutes, Chapter 48, Section 39S-1 et seq.) Contractors are responsible for paying prevailing wage, when required, based on the most current IDOL standards, throughout the term of the contract.
  
  In 2018, the Illinois General Assembly passed legislation to make changes to the certified payroll portion of the Prevailing Wage Act. When Governor Pritzker took office in 2019, SB 203 was signed into law (PA 100-1177). Prior to the law, certified payrolls were submitted to the local or state public body funding the project. Under the new law, the Illinois Department of Labor is charged with developing and maintaining an online portal where all prevailing wage construction contractors file their certified payrolls with the department, otherwise known as Certified Transcript of Payroll portal.
  
  820 ILCS 265/15 requires the successful contractor, before work commences, to file with the Public Body certification that they have a substance-abuse program and provide drug testing.

• Payment —

  Payment shall be made within 30 days of invoice receipt and approval, unless otherwise specified in the agreed upon contract. All invoices must include the PO number associated with the order and shall be submitted to the Village of Schaumburg, Accounts Payable Division, 101 Schaumburg Court, Schaumburg, IL 60193. If prevailing wage is a requirement of the contract, the invoice must include IDOL filing certificate and waivers. Failure to submit all documentation as specified may result in delay of invoice payment.

• Period of Unemployment —

  Public Act 30 ILCS 570 Employment of Illinois Workers on Public Works Act must be adhered to in entirety by the awarded contractor. This act requires the use of Illinois workers on Public Works projects during periods of excess unemployment, which means any month immediately following 2 consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded 5% as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures. Due to the COVID-19 pandemic, this provision is currently applicable.

• Toxic Substance —

  Prior to delivery of any material which is caustic, corrosive, flammable, or dangerous to handle, the supplier will provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid. (Materials Safety Data Sheet).

• Guarantees and Warranties —

  All guarantees and warranties required shall be furnished by the Bidder and shall be delivered to the Village before final payment on the contract is issued.

• Termination of Contract —

  The Village reserves the right to terminate in whole or any part of this contract, upon written notice to the Bidder, in the event of default by the Bidder. Default is defined as failure of the Bidder to perform any of the provisions of this contract or failure to make sufficient progress so as to endanger performance of this contract in accordance with its terms. In the event of default and termination, the Village may procure, upon such terms and in such a manner as the Village may deem appropriate, supplies, or services similar to those terminated. The Bidder shall be liable for any excess costs for such similar supplies or service unless evidence is submitted to the Village that, in the sole opinion of the Village, clearly proves that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Bidder.

• Hold Harmless Agreement (Contractual Liability) —

  The Bidder shall, without regard to the availability or unavailability of any insurance either of the Village or the Bidder, indemnify and save harmless, the Village, its officials, and its employees, against any and all damages, liabilities, losses, and expenses, including reasonable attorneys’ fees and administrative expenses recoverable under applicable law, to the extent arising, out of or caused by, the Bidder’s negligent or wrongful acts or omissions in the performance of, or failure to perform, the Services or any part thereof, except to the extent caused by the negligence of the Village.
  
  * Special Requirement: If the Bidder is an architectural firm or engineering firm, said Bidder shall file a certificate of insurance for professional liability, errors and omissions coverage subject to final acceptance by the Village of said coverage.

Submission Requirements

• Authorized Person(s) (required) —

  Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

  Name
  Title
  Phone Number
  Email Address

• Equal Employment Opportunity Clause (required) —

  EQUAL EMPLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices Commission as a material term of all public contracts.

  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, or ancestry; 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 (in accordance with the Commission’s Rules and Regulations for Public Contracts) 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, or ancestry.
  4. That it will send to each labor organization or representative of 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 Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. 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 Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations there under.
  5. That it will submit reports as required by the Illinois Fair Employment Practices Commission’s Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission’s Rules and Regulations for Public Contracts.
  6. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the Commission’s Rules and Regulations for Public Contracts.
  7. That it will include verbatim or by reference the provisions of paragraphs 1 through 7 of this clause in every performance subcontract as defined in Section 2.10 (b) of the Commission's Rules and Regulations for Public Contracts so that such provision will be binding upon every such subcontractor; and that it will also include the provisions of paragraphs 1,5, 6, and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission’s Rules and Regulations for Public Contracts 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 contracting agency and the Illinois Fair Employment Practices Commission in the event any subcontractor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the Commission to be non-responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

  The Village of Schaumburg does not discriminate on the basis of disability status in admission or access to, or treatment or employment in, its programs and activities.

• Alternates (required) —

  Please provide any proposed substitution to the specifications in this solictation for consideration by the Village of Schaumburg. If you will not be requesting any alternates, please provide a document stating that.

• Bid Security (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of ten percent (10%) of the total bid price, payable to Village of Schaumburg, Illinois, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement.

  Please upload a copy of your bid bond/cashier's check. Bidder must also submit an original copy of the bid guarantee to be received no later thanFriday, April 17, 2026 addressed to:

  Village of Schaumburg
  Purchasing Division
  Jillian Ostman
  Atcher Municipal Center
  101 Schaumburg Ct
  Schaumburg, IL 60193

  Please have the Bidder Name, Contract Title ("School Crossing Guard Services"), and Contract Number ("2026-IFB-019") listed clearly on the outside of the envelope.

• Performance Security (required) —

  The successful Bidder shall furnish as performance security a Performance Bond acceptable to the Village prior to the start of any work. Each of the bonds shall be in the sum of 100% of the contract amount. The performance bond shall: 1) serve as security for faithful performance of the work; and 2) guarantee the work against defective workmanship and material for a period of not less than one (1) year following acceptance of the work. For contract awards that are less than $100,000.00, a Letter of Credit, in a form suitable to the Village, may be submitted as performance security, instead of a Performance Bond.

• Bid Sheet (required) —

  By submitting a response to this solicitation, the authorized person(s), confirms having examined the specifications and all conditions affecting the specified project, offer to furnish all services, labor, and incidentals specified for the price as provided with their response.

  The Bidder certifies that they are not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid rigging or bid rotating, (720ILCS 5/33E-1, et seq.) and is not delinquent in any taxes to the Illinois Department of Revenue. (65ILCS 5/11-42.1-1)

  It is understood that the Village reserves the right to reject any and all bids and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than sixty (60) days.

  The bidder proposes to complete the following project as more fully described in the specifications for the following: in this solicitation document.

• Subcontractor Utilization (required) —

  If it is the Contractor’s intention to utilize a subcontractor(s) to fulfill the requirements of this contract, the Village must be advised of the subcontractor’s company name, address, telephone and fax numbers, and a contact person’s name at the time of bid submittal.

• Subcontractor (required) —

  Will you be utilizing a subcontractor?

• Subcontractor Information (required) —

  Please provide the following information for each subcontractor that will be utilized on this project:

  Subcontractor's Company Name
  Address
  Telephone
  Email Address
  Contact Person's Name at the time of Bid Submittal

  If no subcontractor will be utilized, please type "N/A".

• Indemnification (required) —

  The Bidder hereby agrees to protect, defend, indemnify, and save harmless the Village against loss, damage, or expense from any suit, claim, demand, judgment, cause of action, or shortage initiated by any person whatsoever, arising or alleged to have arisen out of work described herein, except that in no instance shall the Bidder be held responsible for any liability, claim, demand, or cause of action attributable solely to the negligence of the Village.

• Not Barred by Law (required) —

  By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not barred by law from submitting a bid to the Village for the project contemplated herein because of a conviction for prior violations of either Illinois Compiled Statutes, 720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating).

• Not Delinquent in Payment (required) —

  By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is not delinquent in payment of any taxes to the Illinois Department of Revenue in accordance with 65 ILCS 5/11-42.1.

• Drug-Free Workplace (required) —

  By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, provides a drug free workplace pursuant 30 ILCS 580/1, et seq.

• Substance-Abuse Program (required) —

  By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 265/1 et. seq., Public Act 095-0635

• Illinois Human Rights Act (required) —

  By submitting a response to this solicitation, the bidder hereby certifies that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that on behalf of the organization, is in compliance with the Illinois Human Rights Act 775 ILCS 5/1.101, et seq. including establishment and maintenance of sexual harassment policies and program.

• Detail Exceptions Sheet (required) —

  Any exceptions must be clearly noted on the Detail Exceptions Sheet(s). Failure to do so may be reason for rejection of the bid. It is not our intention to prohibit any potential Bidder from bidding by virtue of the specifications, but to describe the material and services actually required. The Village reserves the right to accept or reject any or all exceptions.

  DETAIL EXCEPTIONS SHEET MUST BE SUBMITTED WITH THE BID RESPONSE.

  Please download the below documents, complete, and upload.

• Provide 3 Municipal Government References (required) —

  Project Name: _______________________

  Year Completed: _____________________

  Location and Agency: _________________

  Contact Person Name and Number: _____

• Upload any additional project docs (not required)
• Alternates (required) —

  Will alternates be permitted for this project?

• Prevailing Wage (required) —

  Does this project require Prevailing Wage?

• Architectural/Engineering Firm (required) —

  Will this project require an architectural or engineering firm to bid?

• Construction Bid (required) —

  Is this a Construction Bid?

• Engineering Bid (required) —

  Is this an Engineering Bid?

• If this is not a construction or engineering project, please mark yes. (required)
• If you answered No to Question 3 and 4 select all that apply to your project. —

  If you Require A Bid Security, Select Options 1, 3, 4 and 5

  If you Require A Performance Security Select Option 2, 3 and 4

   

  If your project does not require any of the below options, please leave this question blank.

• Initial Term (required) —

  What is the initial term of the contract resulting from this solicitation?

  Use the following format: one (1) year

• Contract Extensions (required) —

  Will the contract resulting from this solicitation have contract extensions available?

• Extension Term (required) —

  Please provide the contract extension term.

  Use the following format: three (3)

  If no extensions are permitted, please type "N/A".

• Subcontractors (required) —

  Will subcontractors be permitted on this project?

Questions & Answers