CURRENT OPPORTUNITIES

Access to the following is via the Village of Carol Stream's QuestCDN CUSTOM PRIVATE INTERFACE.

Department of Engineering Services

• None.

Department of Public Works

• None. 

Administration Department

• None.

SEALED BID PROCEDURES

The Department of Engineering Services is currently piloting an electronic bidding process using QuestCDN's VirtuBid™/vBid™. Interested bidders will need to register with QuestCDN (free). Once registered, bidders will have access to the following via the Village's QuestCDN Custom Private Interface:

Bidders should contact QuestCDN Customer Support at (952) 233-1632 or by email for any assistance or technical issues related to the QuestCDN website, such as registration, downloading and working with digital bid packages, and the electronic bidding process (aka VirtuBid™, aka vBid™).

BID PACKETS

• Bidders may preview the digital Bid Packet at no cost prior to deciding to become a Planholder. 
• To be considered a Planholder, Bidders must register with QuestCDN and purchase the digital Bid Packet for a nominal fee.
  • Bidders who choose to submit their Sealed Bids as hard copies in lieu of the electronic bid process are still required to register and purchase the digital Bid Packet. Hard copies of the Bid Packet will not be provided.
• Planholders will receive automatic notice of addenda and other Bid Packet updates via QuestCDN.
• Submit questions to the Engineering Services Department.

SUBMITTING

• Bids submitted electronically must be via QuestCDN's VirtuBid™/vBid™ platform by the submittal deadline.
• Bids submitted as hard copies must present their Sealed Bids to the Village Hall by the submittal deadline.
• There is no charge for submitting either electronically or as a hard copy.

PUBLIC BID OPENING

• The Sealed Bids, both electronic and hard copy, will be publicly opened immediately after the submittal deadline.
• The public will have the option of attending either in-person or virtually:
  • In-person: Village Hall @ 500 N. Gary Avenue. Check with the Finance counter upon arrival for the specific room.
  • Virtual: A link will be provided on the day of the bid opening. 

CLOSED OPPORTUNITIES - FINAL BID TABS

The bid opening dates have already passed for the following solicitations.

• 2024 Tree Trimming Services
  • Final Bid Results Posted 11/13/2024 (Bid Tabulation)

• 2024 Crackfill Project - 25-00000-01-GM (Quest eBidDoc #9131710)
  • Final Bid Results Posted 05/28/2024 (Bid Tabulation)

• 2024 Pavement Patching Project (Quest eBidDoc #9131712)
  • Final Bid Results Posted 05/28/2024 (Bid Tabulation)

• Klein Creek Trail - WRC Pedestrian Bridge (Quest eBidDoc: 9043925)
  • Final Bid Results Posted 05/01/2024 (Bid Tabulation) 

• 2024 Flexible Pavement Project (Quest eBidDoc #9041805)
  • Final Bid Results Posted 04/10/2024 (Bid Tabulation)

• 2024 Drainage Improvements Project (Quest eBidDoc #9041810)
  • Final Bid Results Posted 04/10/2024 (Bid Tabulation)

• 2023 Crackfill Project - 24-00000-02-GM (Quest eBidDoc #8590627)
  • Final Bid Results Posted 08/02/2023 (Bid Tabulation)

• 2023 Pavement Patching Project (Quest eBidDoc #8590623)
  • Final Bid Results Posted 08/02/2023 (Bid Tabulation)

• Klein Creek Trail - Kuhn to Thunderbird/Bennett (Quest eBidDoc #8592738)
  • Preliminary Bid Results Posted 08/02/2023 (Bid Tabulation)

• Fair Oaks Road Resurfacing Project - 23-00068-00-RS(Quest eBidDoc #8510734)
  • Final Bid Results Posted 05/23/2023 (Bid Tabulation)

• Klein Creek Streambank Stabilization - Section III (Quest eBidDoc #8258147)
  • Final Bid Results Posted 04/18/2023 (Bid Tabulation)

• 2023 Flexible Pavement Project - 24-00000-01-GM (Quest eBidDoc #8422705)
• Final Bid Results Posted 04/18/2023 (Bid Tabulation)

• Water Pump Stations Generator Replacement (Quest eBidDoc #8352823)

• Fair Oaks Road Guardrail and Culvert Replacement (Quest eBidDoc #8284354)
  • Final Bid Results Posted 10/4/2022 (Bid Tabulation)

• 2022 Drainage Improvements Project (Quest eBidDoc #8281707)
• Final Bid Results Posted 09/08/2022 (Bid Tabulation)

• 2022 Crackfill Project - 23-00000-01-GM (Quest eBidDoc# 8258686)
• Final Bid Results Posted 08/03/2022 (Bid Tabulation)

• Morton Road Reconstruction Project - 22-00067-00-WR (Quest eBidDoc# 8202534)
• Final Bid Results Posted 05/27/2022 (Bid Tabulation)

• Klein Creek Streambank Stabilization - Section I (Quest eBidDoc# 8113431)
• Final Bid Results Posted 04/27/2022 (Bid Tabulation)
• PRE-BID PRESENTATION RECORDING AVAILABLE HERE (NON-MANDATORY)

• 2022 Flexible Pavement Project (Quest eBidDoc #8113423)
• Final Bid Results Posted 02/23/2022 (Bid Tabulation)

• 2021 Drainage Improvements Project (Quest eBidDoc #7993341)
• Final Bid Results Posted 08/31/2021 (Bid Tabulation)

• 2021 Pavement Patching Project (Quest eBidDoc #7965708)
• Final Bid Results Posted 08/26/2021 (Bid Tabulation)

• 2021 Crackfill Project - 22-00000-01-GM (Quest eBidDoc #7952268)
• Final Bid Results Posted 08/12/2021 (Bid Tabulation)

• Sanitary Sewer Extension - 250 N. Gary Avenue (Quest eBidDoc #7594876)
• Final Bid Results Posted 03/16/21 (Available under "Project Results")

• 2021 Flexible Pavement Project - 21-00000-01-GM (Quest eBidDoc #7600104)
• Final Bid Results Posted 03/18/21 (Bid Tabulation)

PURCHASING PROCESS AND PROCEDURES

Per § 5-8-1 of the Carol Stream Municipal Code of Ordinances (CSMC):

"the Village Manager, or such person designated by him or her, shall have among his or her duties the purchasing of all supplies, materials, fuel, equipment and services for use by all departments, commissions and agencies of the village, except where provisions to the contrary are made by the corporate authorities. Such purchases shall be made in accordance with the provisions of this article."

The Village of Carol Stream strives to ensure that taxpayers receive the maximum value of each dollar spent by purchasing quality goods and services at the lowest possible cost. All qualified vendors are encouraged to bid.

In addition to complying with all Federal, State and local requirements concerning ethical conduct, all Village employees involved in the procurement process also subscribe to the Village's Code of Ethics.

The Village contracts or buys equipment and services related to the operation and maintenance of all Village departments and their facilities in accordance with the Village's Procurement Ordinance (CSMC § 5-8), the Village's Purchasing Procedures Manual and the Statutes of the State of Illinois.

• Purchases under $25,000 require a minimum of three quotations with award recommended to the lowest, responsible bidder.
• Purchases $25,000 or greater:
  • Invitation for Bids: Except as provided in § 5-8-14, contracts for public works construction projects or Motor Fuel Tax funded expenditures for more than $25,000 and purchases of goods or services for more than $25,000, except those for professional services, shall be made on the basis of awarding of contracts to the lowest responsible bidder after advertising for bids has taken place.  By a two-thirds vote of the trustees elected, this requirement of bidding may be waived.
  • Request for Proposal/Request for Qualifications: The Request for Proposal (RFP) is the document used to secure offers when the procurement is of an estimated value of $25,000 or more and when competitive sealed bidding is not practical or advantageous. In some instances, an RFP is used when precise specifications cannot be developed and price is not the major factor to be evaluated by the Purchasing Agent. The Request for Qualifications (RFQ) is the document used to obtain a statement of qualifications from bidders before the final bid document is issued. After eliminating respondents who do not meet the criteria of the RFQ, the bid document is issued to those certified as qualified.

AWARD OF VILLAGE PROCUREMENTS

Please note the following procurements do not require formal award recommendations for approval. These items are approved administratively by the Purchasing Agent and the Director of Finance, then documented in the Village's financial software.

• Purchases under $2,500
• Purchases based upon quotes under $25,000
• Purchases from approved cooperatives under $25,000
• Purchases under Section § 5-8-14 of the Village's Municipal Code of Ordinances.

PREVAILING WAGE NOTICE

Pursuant to Section 130/9 of the Illinois Prevailing Wage Act (820 ILCS 130/0.01 et seq.), the Village of Carol Stream hereby gives notice that prevailing wages for laborers, mechanics and other workers engaged in public works for the Village of Carol Stream shall be the  prevailing rate of wages for construction work in DuPage County as determined by the Illinois Department of Labor. 

BID DEPOSITS (aka Bid Guaranty, aka Bid Security)

When required in the Bid Documents, a Bid Deposit shall be provided in the amount therein requested. The procedures shall generally conform to Section § 5-8-8  BID DEPOSITS of the Village's Municipal Code of Ordinances.

LABOR AND MATERIAL BOND (aka Payment Bond)

When required by the Contract Agreement, a Labor and Material Bond shall be provided in the amount therein requested. The procedures shall generally conform to Section § 5-8-11  LABOR AND MATERIAL BOND REQUIRED FOR PUBLIC WORKS CONTRACT of the Village's Municipal Code of Ordinances:

1. In making contracts for public work of any kind to be performed in the village, the contractor for such work shall furnish, supply and deliver a bond with good and sufficient sureties to the village in the amount determined by the corporate authorities. Such bond shall be conditioned for the completion of the contract, for the payment of material used in such work and for all labor performed in such work, whether by subcontractor or otherwise.
2. Each bond is deemed to contain the following provisions whether such provisions are inserted in such bond or not: “The principal and sureties on this bond agree that all the undertakings, covenants, terms, conditions and agreements of the principal and the village will be performed and fulfilled and to pay all persons, firms and corporations having contracts with the principal or with sub-contractors, all just claims due them under the provisions of such contracts for labor performed or materials furnished in the performance of the contract on account of which this bond is given, when such claims are not satisfied out of the contract price of the contract on account of which this bond is given, after final settlement between the village and the principal has been made.”
3. The bond required by this section may be acquired from the company, agent or broker of the contractor’s choice, subject to the right of reasonable approval or disapproval by the corporate authorities.

PERFORMANCE BOND

When required by the Contract Agreement, a Performance Bond shall be provided in the amount therein requested. The procedures shall generally conform to Section § 5-8-12  PERFORMANCE BOND REQUIRED of the Village's Municipal Code of Ordinances:

1. In making contracts for public work of any kind to be performed in the village, the contractor for such work shall furnish, supply and deliver a performance bond in the full amount of the contract to the corporate authorities.
2. Such bond may be required to further stipulate such provisions as will guarantee the faithful performance that the general prevailing rate of wages will be paid to all laborers, workers and mechanics employed by or on behalf of the village engaged in the construction of public works, as provided by statute.

OTHER PROCUREMENT ACTIONS

Contracts or Purchases Without Bid

Refer to Section § 5-8-14 of the Village's Municipal Code of Ordinances.

Disposition of Village Property

 Refer to Section § 5-8-15 of the Village's Municipal Code of Ordinances.

VILLAGE PROCUREMENT FORMS AND TEMPLATES

FORM_Governmental Compliance Certifications_Public Works Projects

FORM_Contract Agreement

TAC_Construction Agreement - Small Projects (As Of 6-6-2017)

TAC_Professional Services Agreement