26B-2490 - PC REPLACEMENT PROJECT - DoIT - REVISED 26B-2490 - ADDENDUM ONE

Winnebago County - Purchasing Department
404 Elm Street Room 202
Rockford, Illinois 61101
(815) 319-4380
Purchasing@purchasing.wincoil.gov
INVITATION
26B-2490 ISSUE DATE 9/22/26
FOR BIDS
IFB TITLE PC REPLACEMENT PROJECT
IFB DUE DATE 10/16/2026 DUE TIME (CST) 10:00 AM
BOND
SUBMIT ONE (1) ORIGINAL BID NONE
REQUIRED
You are hereby invited to submit your Bid for PC REPLACEMENT PROJECT for the County of
Winnebago Department of Information Technology (DoIT). The completed original Bid solicitation,
and the required number of copies, must be received in a sealed envelope that has your name
and address in the UPPER left corner and the attached Bid Return Label filled in and attached on
the LOWER left corner.
Bids must be delivered by the date and time listed under Schedule of Events to:
Winnebago County Purchasing Department
404 Elm Street - Room 202
Rockford, IL 61101
OVERVIEW OF THE COUNTY OF WINNEBAGO
The County of Winnebago is a unit of local government in the State of Illinois with a current
population of almost 300,000 as estimated by the US Census Bureau, within its 519 square miles.
It is the 7th most populous County in Illinois. The governing body is the County Board, which is
comprised of twenty members. The County has eighteen (18) constructed facilities in various
locations totaling approximately 1,684,230 SF.
BID AWARD CRITERIA
The PC Replacement Project may be awarded to multiple vendors. Each specified item will be
awarded to the responsive and responsible bidder offering the lowest bid price for that item.
GENERAL REQUIREMENTS
This is an Invitation for Bid. Bids will be opened and read aloud publicly on the Bid Opening Due
Date and Time.
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WHERE TO FIND THE SOLICIATION AND ANY ADDENDA
The solicitation and any addenda can be obtained at the County's official site for all Bids:
https://wincoil.gov/departments/purchasing-department
SUBMISSION DATE AND TIME
No later than 10:00 AM (CST) on October 16, 2026 - Bids received after the submittal time will
be rejected. (Refer to Schedule of Events)
CONTACT PERSON: Jenna Smith, Purchasing Coordinator - purchasing@purchasing.wincoil.gov
REVISED SCHEDULE OF EVENTS
9/22/2026 IFB Solicitation is made available
10/1/2026 Questions emailed to purchasing@purchasing.wincoil.gov by 12:00 PM
10/8/2026 Questions answered via Addendum sent and posted on website by 4:00 PM
10/16/2026 IFB submittals due by 10:00 AM
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SECTION ONE: GENERAL CONDITIONS
AMERICANS WITH DISABILITIES ACT
The Bidder will comply with all applicable provisions of the Americans with Disabilities Act
(Public Law 101-336, 42 USC 12101-12213) and all applicable Federal Regulations under the Act,
including 28 CFR Parts 35 and 36.
CANCELLATION
The County of Winnebago reserves the right to cancel any Contract in whole or in part without
penalty due to failure of the Bidder to comply with terms, conditions and specifications of their
awarded Contract.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION
The Bidder certifies, by submission of this Bid or acceptance of this Contract, that neither it nor
its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any Federal department or agency.
It further agrees by submitting this Bid that it will include this clause without modification in all
lower tier transactions, solicitations, bids, contracts, and subcontracts. Where the Bidder or any
lower tier participant is unable to certify to this statement, it shall attach an explanation in their
bid response.
Additionally, for all new Bidder's and Bidder's to be paid, the Purchasing Department will review
the Federal and State Excluded Parties List System prior to requesting the Bidder be created in
our accounting system.
CHANGES
The County of Winnebago reserves the right to make any desired change in the specifications
after the same shall have been put under contract; but the change so made, with the price to be
added or deducted from the contract price, therefore, shall be agreed upon in advance between
County and the successful Bidder.
The Purchasing Department shall issue to the successful Bidder a written change order to the
original contract; such change orders shall be binding upon both parties thereto and shall in no
way invalidate or make void the terms of the original contract not modified by such change.
COMMENCEMENT OF WORK
The successful Contractor must not commence any billable work prior to the County's execution
of the contract, issuance of a purchase order or until all required documents have been
submitted. Work done prior to these circumstances shall be at the Contractor's risk.
COMPLIANCE WITH LAWS
All services, work and materials that in any manner affect the production, sale, or payment for
the product or service contained herein must comply with all Federal, State, County and
Municipal laws, statutes, regulations, codes, ordinances and executive orders in effect now or
later and whether or not they appear in this document, including those specifically referenced
herein. The successful Bidder must be authorized to do business in the State of Illinois, and must
be able to produce a Certificate of Good Standing with the State of Illinois upon request.
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The Bidder must obtain all licenses, certificates and other authorizations required in connection
with the performance of its obligations hereunder, and Bidder must require any and all
Subcontractors to do so. Failure to do so is an event of disqualification and/or default and may
result in the denial of this Bid and/or termination of this Agreement.
In the event Federal or State funds are being used to fund this Contract, additional certifications,
attached as addenda, will be required. Lack of knowledge on the part of the Bidder will in no way
be cause for release of this obligation. If the County becomes aware of violation of any laws on
the part of the Bidder, it reserves the right to reject any Bid, cancel any Contract and pursue any
other legal remedies deemed necessary.
COST OF THE BID
Expenses incurred in the preparation of Bids in response to this IFB is the Bidder's sole
responsibility. There is no expressed or implied obligation by the County to reimburse any
individual or firm for any costs incurred in preparing or submitting Bids, providing additional
information when requested by the County, or for participating in any selection interviews.
DISPUTES
In case of disputes as to whether or not an item or service quoted or delivered meets
specifications, the decision of the Director of Purchasing, or authorized representative, shall be
final and binding to all parties.
ENTIRE AGREEMENT
These Standard Terms and Conditions of the Bid shall apply to any contract or order awarded as
a result of this Bid except where special requirements are stated elsewhere in the Bid; in such
cases the special requirements shall apply. Further, the written contract and/or order with
referenced parts and attachments shall constitute the entire agreement and no other terms and
conditions in any document, acceptance, or acknowledgement shall be effective or binding
unless expressly agreed to in writing by the contracting authority.
DEVIATIONS, EXCEPTIONS OR ALTERNATES
Deviations, exceptions or alternates from terms, conditions, or specifications shall be described
fully, on Bidder's letterhead, signed, and attached to the Invitation for Bid. In the absence of
such statement, the Bid shall be accepted as in strict compliance with all terms, conditions, and
specifications and the Bidder shall be held liable. Bidders are cautioned to avoid making
deviations and exceptions to the specifications, which may result in rejection of their Bid. If
deviations, exceptions or alternates are submitted, it is the County Director of Purchasing's sole
and final decision whether specifications have been met and will be considered for award.
FREEDOM OF INFORMATION
Any responses and supporting documents submitted in response to a Bid will be subject to
disclosure under the Illinois Freedom of Information Act. The County will assume that all
information provided in a Bid is open to inspection or copying by the public unless clearly marked
with the appropriate exception that applies under the Freedom of Information Act.
Additionally, if providing documents that you believe fall under an exception to the Freedom of
Information Act, please submit both an un-redacted copy along with a redacted copy which has
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all portions redacted that you deem to fall under a Freedom of Information Act exception.
GOVERNING LAWS AND REGULATIONS
The Bidder is required to be familiar with and shall be responsible for complying with all Federal,
State, and local laws, ordinances, rules, and regulations that in any manner affect the work.
Knowledge of occupational license requirements and obtaining such licenses for the County of
Winnebago and municipalities within the County are the responsibility of the Bidder.
HOLD HARMLESS CLAUSE
The Bidder covenants and agrees to indemnify, hold harmless and defend the County of
Winnebago, its Board members, officers, employees, agents and servants from any and all claims
for bodily injury, including death, personal injury, and property damage, including damage to
property owned by County, and any other losses, damages, and expenses of any kind, including
attorneys' fees, costs and expenses, which arise out of, in connection with, or by reason of services
provided by the Bidder or any of its Sub-consultant(s) in any tier, occasioned by the negligence,
recklessness, or intentionally wrongful conduct of the Bidder, or its Sub-consultant(s) in any tier,
their officers, employees, servants or agents. In the event that the completion of the project (to
include the work of others) is delayed or suspended as a result of the Bidder's failure to purchase
or maintain the required insurance, the Bidder shall indemnify the County from any and all
increased expenses resulting from such delay.
Should any claims be asserted against the County by virtue of any deficiency or ambiguity in the
plans and specifications provided by the Bidder, the Bidder agrees and warrants that Bidder shall
hold the County harmless and shall indemnify it from all losses occurring thereby and shall
further defend any claim or action on the County's behalf.
INDEMNITY
The Bidder shall, at all times, fully indemnify, hold harmless, and defend the County of
Winnebago and their officers, agents, and employees from and against any and all claims and
demands, actions, causes of action, and cost and fees of any character whatsoever made by
anyone whomsoever on account of or in any way growing out of the performance of this Contract
by the Bidder and its employees, or because of any act or omission, neglect or misconduct of the
Bidder, its employees and agents or its Subcontractors including, but not limited to, any claims
that may be made by the employees themselves for injuries to their person or property or
otherwise, and any claims that may be made by the employees themselves or by the Illinois
Department of Labor for the Bidder's violation of the Illinois Prevailing Wage Act (820 ILCS 130/1
et seq.).
Such indemnity shall not be limited by reason of the enumeration of any insurance coverage or
bond herein provided. Nothing contained herein shall be construed as prohibiting the County of
Winnebago and their officers, agents, or its employees, from defending through the selection
and use of their own agents, attorneys and experts, any claims, actions or suits brought against
them.
The Bidder shall likewise be liable for the cost, fees and expenses incurred in the County of
Winnebago's or the Bidder's defense of any such claims, actions, or suits. The Bidder shall be
responsible for any damages incurred as a result of its errors, omissions or negligent acts and for
any losses or costs to repair or remedy construction as a result of its errors, omissions or negligent
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acts.
NON-COLLUSION
The Bidder, by its officers, agents or representatives present at the time of filing this IFB, say that
neither they nor any of them, have in any way directly or indirectly, entered into any arrangement
or agreement with any other Bidder's, or with any public officer of the County of Winnebago,
Illinois, whereby, the Bidder has not paid or is to pay to such Bidder or public officer any sum of
money, anything of value or has not directly or indirectly entered into any arrangement or
agreement with any other Bidder(s). Whereby, no inducement of any form or character other
than that which appears upon the face of the IFB will be suggested, offered, paid or delivered to
any person whomsoever to influence the acceptance of the said IFB or understanding of any kind
whatsoever, with any person whomsoever to pay, deliver to, or share with any other person in
any way or manner, any of the proceeds on the Contract sought by this IFB.
PROMPT PAYMENT ACT
The Bid should provide that all payments are subject to Local Governmental Prompt Payment
Act.
PROTEST
Firms wishing to protest any IFB and/or awards shall notify the Director of Purchasing in writing
within five (5) calendar days after the IFB due date/opening. The notification should include the
IFB number, the name of the firm protesting and the reason why the firm is protesting the IFB.
The Director of Purchasing will respond to the protest within five (5) calendar days.
RESERVATION OF RIGHTS
The County of Winnebago reserves the right to reject any or all Bids failing to meet the County
specifications or requirements and to waive technicalities. If, in the County's opinion, the lowest
Bid is not the most responsible Bid, considering value received for monies expended, the right is
reserved to make awards as determined solely by the judgment of the County. Intangible factors,
such as the Bidder's reputation and past performance, will also be weighed.
The Bidder's failure to meet the mandatory requirements of the IFB will result in the
disqualification of the Bid from further consideration.
The County further reserves the right to reject all Bids and obtain goods or services through
intergovernmental or cooperative agreements, or to issue a new and revised IFB.
Submission of a Bid confers no rights on the Bidder to a selection or to a subsequent Contract.
All decisions on compliance, evaluation, terms and conditions shall be made solely at the County
of Winnebago's discretion and shall be made in the best interest of the County.
SUBSTANCE ABUSE PREVENTION
The Substance Abuse Prevention on Public Works Act, Public Act 95-0635, prohibits the use of
drugs and alcohol, as defined in the Act, by employees of the contractor and by employees of all
approved subcontractors while performing work on a public works project. The
contractor/subcontractor hereby certifies that it has a superseding collective bargaining
agreement or makes the public filing of its written substance abuse prevention program for the
prevention of substance abuse among its employees who are not covered by a collective
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bargaining agreement dealing with the subject as mandated by the Act.
Bidders and their subcontractors (if applicable) certifies that the entity has signed collective
bargaining agreements that are in effect for all of its employees, and that deal with the subject
matter of Public Act 95-0635, or certifies that the contracting entity has in place for all of its
employees not covered by a collective bargaining agreement a written substance abuse
prevention program that deals with subject of the Act, and will attach the substance abuse
prevention program that meets or exceeds the requirements of Public Act 95-0635.
TERMINATION, CANCELLATION AND DAMAGES
The County may terminate based on the Bidder's breach or default. Unless the breach or default
creates an emergency, as determined in the County's sole discretion, the Bidder shall be given
notice and a five (5) day opportunity to cure before the termination becomes effective.
If the County terminates this Contract because of the Bidder's breach or default, the County
shall have the right to purchase items or services elsewhere and to charge the Bidder any
additional cost incurred, including but not limited to the cost of cover, incidental and
consequential damages and the cost of re-bidding. The County may offset these additional costs
against any sums otherwise due to the Bidder under this Bid or any unrelated Contract.
The County of Winnebago may terminate any Contract or agreement resulting from this IFB at
any time for any reason by giving at least thirty (30) days' notice in writing to awarded Bidder. If
the Contract is terminated by the County as provided herein, the Bidder will be paid a fair
payment as negotiated with the County for the work completed as of the date of termination.
BIDDER'S RESPONSIBILITY FOR SERVICES PROPOSED
The Bidder must thoroughly examine and will be held to have thoroughly examined and read
the entire IFB document. Failure of Bidder's to fully acquaint themselves with existing
conditions or the amount of work involved will not be a basis for requesting extra compensation
after the award of a Contract.
WITHDRAWAL OF BIDS
Bids may be modified or withdrawn by an authorized representative of the Bidder or by formal
written notice prior to the final due date and time specified for Bid submission. Submitted Bids
will become the property of the County of Winnebago after the Bid submission deadline.
However, no Bidder shall withdraw or cancel their Bid for a period of sixty (60) days after said
advertised closing time for the receipt of Bids; the successful Bidder shall not withdraw or cancel
their Bid after having been notified by the Director of Purchasing that said Bid has been accepted
by the County Board.
The Bidder, by signing the Bid Form, acknowledges, understands and abides by all of the above
"Requirements for Bidding and Instructions to Bidders".
END OF SECTION ONE: GENERAL CONDITIONS
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SECTION TWO: INSTRUCTION TO BIDDERS
1.1 INTRODUCTION/BACKGROUND
The County of Winnebago is in the process of replacing approximately 350 PC's where the
warranty has or is soon to expire. Please find the quantities and information on the Bid
Specifications page.
1.2 COPIES OF IFB DOCUMENTS
* Only complete sets of IFB solicitation documents should be used for preparing bids. The
County does not assume any responsibility for errors or misinterpretations resulting from
the use of incomplete sets.
* Complete set of IFB documents must be obtained on the County's website at:
https://wincoil.gov/departments/purchasing-department
* Submitted Bids MUST include all forms and requirements as called for in the Invitation for
Bids. Failure to include all necessary forms and licenses will result in a non-responsive bid.
1.3 EXAMINATION OF IFB DOCUMENTS
* Each Bidder shall carefully examine the IFB and other documents, and inform himself
thoroughly regarding any and all conditions and requirements that may in any manner
affect cost, progress, or performance of the work to be performed under the bid. Ignorance
on the part of the Bidder shall in no way relieve him/her of the obligations and
responsibilities assumed under the bid.
* Should a Bidder find discrepancies or ambiguities in, or omissions from, the specifications,
or should he/she be in doubt as to their meaning, he/she shall at once notify the County by
email at purchasing@purchasing.wincoil.gov by the Schedule of Events deadline.
1.4 INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA
No oral interpretations will be made to any Bidder as to the meaning of the documents. Any
inquiries or requests for interpretation must be received in writing by the date specified, in the
Schedule of Events, emailed to purchasing@purchasing.wincoil.gov
All such changes or interpretation will be made in writing in the form of an addendum and, if
issued, shall be posted on the County's website no later than five (5) business days prior to the
established Bid due date. It shall be the Bidder's sole responsibility thereafter to find and download
the addendum.
Each Bidder MUST acknowledge receipt of such addenda on the Bid Signature Form. All addenda
are a part of the documents and each Bidder will be bound by such addenda, whether or not
received by him/her. It is the responsibility of each Bidder to verify that he/she has received all
addenda issued before bids are opened.
1.5 PREPARATION OF BIDS
Signature of the Bidder: The Bidder must sign the bid forms in the space provided for the signature.
If the Bidder is an individual, the words "Doing Business As", or "Sole Owner" must appear
beneath such signature. In the case of a Partnership, the signature of at least one of the partners
must follow the firm name and the words "Member of the Firm" should be written beneath such
signature.
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If the Bidder is a limited liability company, the title of person signing the Bid on behalf of the limited
liability company must be stated and evidence of his authority to sign the Bid must be submitted.
1.6 SUBMISSION OF BIDS
A. Bids shall be submitted to the County of Winnebago at the designated location not later
than the time and date for receipt of bids indicated in the IFB solicitation, or any
extension thereof made by Addendum. The County's representative authorized to open
the bids will decide when the specified time has arrived and no Bids received thereafter
will be considered. Bids received after the time and date for receipt of Bids will be
returned unopened.
B. Winnebago County Purchasing Department receives bids by paper only. Please DO NOT
email or fax bids.
C. Each Bidder shall submit with his Bid the required evidence of his qualifications and
experience.
1.7 REQUIRED COUNTY FORMS
Bidder shall complete and execute the forms specified in the IFB (Bid Signature Form and
References), failure to provide executed documents may result in Bidder being determined to be
not fully responsive to the IFB.
1.8 MODIFICATION OF BIDS
Written modification will be accepted from firms if addressed to the entity and address indicated
in the Request for Bids and received prior to Bid due date and time. Prior to the time and date
designated for receipt of Bids, any Bid submitted may be modified by delivery to the County
Purchasing Department of a complete Bid as modified.
All emails shall be marked "Modified Bid" delivery shall comply with requirements for the original
bid.
1.9 RESPONSIBILITY FOR BID
The Bidder is solely responsible for all costs of preparing and submitting the bid, regardless of
whether a contract award is made by the County. Unless otherwise specified by the Bidder, the
County has no less than one hundred twenty (120) day to make a final selection.
1.10 RECEIPT AND OPENING OF BIDS
The properly identified Bids received on time will be opened by the County Purchasing
Department. Any Bid not received by the Purchasing Department on or before the deadline for
receipt of bids designated in the solicitation or Addendum(s) will not be opened.
1.11 AWARD OF CONTRACT
A. The County reserves the right to waive any informality in any bid, or to re-advertise for all
or part of the work contemplated. If bids are found to be acceptable, written notice will be
given to the selected Bidder of the award of the contract. The County reserves the right to
reject any and all bids.
B. If the award of a contract is annulled, the County may award the contract to another
Bidder(s), or the work may be re-advertised or may be performed by other qualified
personnel as the County decides.
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C. A contract will be awarded to the Bidder(s) deemed to provide the services which are in the
best interest of the County.
D. The County also reserves the right to reject the bid of a Bidder who has previously failed to
perform properly or to complete contracts of a similar nature on time.
1.12 SUBCONTRACTORS
If applicable all subcontractors shall be identified on the form contained herein. Contractor shall
require that the subcontractor comply with all Prevailing Wage Act requirements. The County of
Winnebago reserves the right to reject any or all subcontractors.
1.13 ACCURACY DISCLAIMER
The Contractor shall thoroughly acquaint himself with the services required for the bid to fully
understand the facilities, difficulties and restrictions attending to the execution of the bid. The
Contractor will be allowed no additional compensation for his failure to be so informed.
1.14 CERTIFICATE OF INSURANCE AND INSURANCE REQUIREMENTS
The Bidder shall be responsible for all necessary insurance coverage as indicated below.
Certificates of Insurance must be provided to the County of Winnebago within fifteen (15) days
after award of contract or acceptance of the bid, with the County of Winnebago listed as
additional insured as indicated. If the proper insurance forms are not received within the fifteen
(15) day period, the contract may be awarded to the next selected Bidder/Bidder. Policies shall
be written by companies licensed to do business in the State of Illinois and having an agent for
service of process in the State of Illinois. Companies shall have an A.M. Best rating of VI or better.
MINIMUM ACCEPTABLE
TYPE OF INSURANCE - GROUP C
LIMITS OF LIABILITY
Workers Compensation Statutory
Employers Liability
A. Each Accident $1,000,000
B. Each Employee-disease $1,000,000
C. Policy Aggregate-disease $1,000,000
Commercial General Liability
A. Per Occurrence $1,000,000
B. General Aggregate $1,000,000
1. General Aggregate- Per project $1,000,000
2. General Aggregate - Products/ Completed Operations $1,000,000
Business Auto Liability $2,000,000
General Umbrella Excess Liability $5,000,000
The County of Winnebago shall be named as an Additional Insured on the General
Liability and Vehicle Liability policies.
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