Fitness Equipment Bid - Vendor Bid Response Form (Updated 10/21/26)

INSTRUCTIONS FOR BIDDERS
FITNESS EQUIPMENT BID
I. Bid Documents
The Bid Documents include the Legal Advertisement Notice, Invitation for Bid, Instructions
to Bidders, Certifications Form, and Bid Form. Upon the award and execution of a
purchase order, pursuant to the Bid Documents, the Bid Documents become the Contract
Documents.
II. Bid Submission
Bid shall be submitted in an envelope properly marked with the title of bid, date, and
time of opening.
Seal and deliver to Arlington Heights District 25, 1200 S. Dunton Ave., Arlington
Heights, IL 60005, on or before the time scheduled for the opening. A facsimile bid
received via phone lines will not be accepted as a legitimate bid. The School
District cannot assume responsibility for delayed postal deliveries and does not
recognize postmarks as representing the fact that a bid has been "received" by the
School District before the specified deadline. Bids received after the time
specified in the Invitation to Bid will not be considered.
Bids must be submitted only on the bid form provided. Failure to do so shall be
cause for rejection. Please return the form completely filled in with unit prices,
extensions, and Brand Name. All bids must have extended total costs.
Unsigned or late bids will not be accepted.
Arlington Heights School District 25 is exempt from Federal, State and Local taxes.
Bid submission should include item specifications and warranty information
for each piece of equipment
Each bidder shall include freight (quoted F.O.B. Destination), delivery (with
liftgate), and assembly/installation on the bid form provided. Deliveries will be
to:
South Middle School, 400 S. Highland, Arlington Heights, IL 60005
Thomas Middle School, 1430 N. Belmont, Arlington Heights, IL 60004.
The successful bidder shall assume full responsibility for all freight claims.
Shipment shall become the property of the consignee after delivery and acceptance.
Correspondence shall be addressed to Sandy Voss, Director of Business
Operations at svoss@sd25.org.
Bids are available for inspection in the Business Office after award of order.
Each bidder shall include with their bid proposal a current catalog and detailed
specifications if items bid are on a brand other than specified.
The individual that sign the Bid Form on behalf of the Bidder, by their signature,
represents and warrants to the District that such individual is authorized to execute
Page-1

bids and contracts on behalf of the Bidder, and that the Bidder agrees and shall be
bound to all of the terms and conditions of the Bid Documents and, upon execution
by the District, the Contract Documents.
III. Specifications
In general, if a particular brand of an item is requested, it has been designated for its
proven performance and/or compatibility with equipment already in use. When
offering an alternative it must be of equal quality, size and style and must be
identified by brand name, catalog number, and have manufacturers' literature
and warranty included. All suppliers are required to have a sample available for
inspection within 10 miles of schools within 2 business days of bid opening. It shall
be at the discretion of the school district whether an alternate is acceptable.
Mention of a particular product or products of one or more manufacturers is not
intended to preclude the possible approval of equivalent products of other
manufacturers.
For bids involving the furnishing of equipment or other goods that are subject to
manufacturer warranties that require sale of installation by authorized dealers or
distributors, the Bidder must be the manufacturer or an authorized dealer/distributor
of the proposed manufacturer and be capable of providing genuine parts,
assemblies, and/or accessories as supplied by the manufacturer. Further, the
Bidder must be capable of furnishing original product warranty and manufacturers
related services such as project information, product recall notices, etc.
IV. Errors and Omissions
All proposals shall be submitted with each space properly completed. The special attention
of bidders is directed to the policy that no claim for relief because of errors or omissions in
the bidding will be considered. Bidders will be held strictly to the proposals as submitted.
In case of a discrepancy between the unit cost and the extended total, the unit cost shall
prevail.
Should a bidder find any discrepancies in, or omissions from, any of the documents, or be
in doubt as to their meanings, he/she shall advise Sandy Voss at svoss@sd25.org who will
issue the necessary clarifications to all prospective bidders by means of an addendum.
Written clarification must be submitted by Wednesday, August 30, 2026. An addendum will
be issued, as needed, to all prospective bidders. In case of a discrepancy between the unit
cost and the extended total, the unit cost shall prevail.
V. Firm Bid
All bids will be considered to be firm for a period of sixty (60) days from the date established
for the bid opening. School District 25 reserves the right to award each item to a different
bidder or all items to a single bidder.
VI. Withdrawal of Bids
Page-2

Bids may be withdrawn by letter, facsimile, or in person prior to the time and date
established for the opening of bids. Bidder may not withdraw or cancel or modify it
Bid for a period of sixty (60) calendar days after the advertised closing time for the
receipt of bids.
VII. Investigation of Bidders
The Business Office will make such an investigation as is necessary to determine the ability
of the bidder to fulfill the bid requirements. The bidder shall furnish such information as
may be requested and shall be prepared to show completed installations of equipment,
types of services or supplies similar to that included in this bid. The Board of Education
reserves the right to reject any bid if it is determined that the bidder is not properly qualified
to carry out the obligations of this contract.
VIII. Compliance with Legislation
It shall be mandatory upon the contractor(s) to whom the contract is awarded and
upon any subcontractor thereof to pay all laborers, workmen and mechanics
employed by them not less than the general prevailing rate of wages in the locality
for each craft of type of workmen or mechanic needed to perform such work and the
general prevailing rate for legal holiday and overtime work as ascertained by the
Department of Labor.
It shall be mandatory that the contractor will not discriminate against any employee
or applicant for employment because of race, color, religion, sex, nation of origin or
ancestry; and further that they will comply with all provisions of the Illinois Fair
Employment Practices Commission as required by the Rules and Regulations for
public contracts.
The following statutes also govern the work: The Illinois Human Rights Act
(including the requirement that every party to a public contract shall have adopted a
written sexual harassment policy).
IX. Exceptions
Any exemptions to these conditions or deviations from written specifications must be in
writing and attached to the bid form.
X. Contract Award
The District will evaluate bids and will award a contract to the lowest responsible bidder
whose bid, conforming to the solicitation and specifications will be most advantageous to
the District. Determination of the lowest responsible bidder conforming to the specifications
shall not be restricted to price quotation alone, but will include such other factors as (a)
qualifications of the bidder, including past performance, financial responsibility, general
reputation, experience, service capabilities, and facilities; (b) delivery or completion date;
(c) product appearance, workmanship, finish, feel, overall quality, and results of product
testing; (d) maintenance costs and warranty provisions; and (e) other such related items.
The District is interested in obtaining the best overall value and reserves the right to make a
selection based on its judgment of the bid that is best suited for the purpose intended.
Page-3

XI. Reservation of Rights by the District
The District reserves the right to (1) reject any or all bids, (2) accept other than the
lowest bidder, (3) waive irregularities or, (4) to accept the bid or any portion of the
bid, which is considered to be in the best interest of the District.
The District reserves the right to determine the lowest responsible bidder on the
basis of an individual item, group of items or in any way determined to be in the best
interests of the District. A written award or acceptance of a bid mailed or otherwise
furnished to the successful Bidder within the time for acceptance specified in the bid
shall result in a binding contract without further action by either party.
XII. Delivery, Installation and Removal of Existing Equipment
All items are to be delivered and installed based upon an agreed upon schedule
with the District, but no later than June 30, 2026.
The successful bidder will be responsible for removing and disposing of existing
equipment from schools.
XIII. Signature Constitutes Acceptance
The signing of these bid forms shall be construed as acceptance of all provisions contained
herein.
XIV. Assignment
Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of its contract or its
right, title or interest therein, its power to execute such contract, to any other person, firm or
corporation, without the prior written consent of the District, but in no case shall such
consent relieve the Bidder from its obligation, or change the terms of the Contract. The
Bidder must notify the District, in writing, of the name of any proposed assignee and the
reason for the assignment; consent to which is solely in the District's discretion.
XV. Governing Law and Jurisdiction
This Contract will be governed in accordance with the laws of the State of Illinois without
regard to choice of law principles. In State court, the venue shall be in the County of Cook.
If in Federal Court, the Contract hereby irrevocably submits, and will cause its
subcontractors to submit, to the original jurisdiction of Federal courts located in the County
of Cook, State of Illinois.
XVI. Indemnity
Contractor must defend, indemnify, keep and hold harmless the District, its officers,
representatives, elected and appointed officials, agents and employees from and
against any and all losses (as defined below), including those related to: injury,
death or damage of or to any person or property; any infringement or violation of
property right (including any patent, trademark or copyright); failure to pay or
perform or cause to be paid or performed Contractors covenants and obligations as
and when required under this Contract or otherwise to pay or perform its obligations
Page-4

to any subcontractor; the District's exercise of its rights and remedies under this
Contract; and injuries to or death of any employee of Contractor or any
subcontractor under any workers compensation statute.
Losses means, individually and collectively, liabilities of every kind, including
monetary damages and reasonable costs, payments and expenses (such as but not
limited to , court costs and reasonable attorneys fees and disbursements), claims,
demands, actions, suits, proceedings, fines, judgements or settlements, any or all of
which in any way arise out of or relate to the negligent or otherwise wrongful errors,
acts or omissions of Contractor, its employees, agents or subcontractors.
At the District's option, Contract must defend all suits brought upon all such Losses
and must pay all costs and expenses incidental to them, but the District has the
right, at its option, to participate, at its own cost, in the defense of any suit, without
relieving Contractor of any of its obligations under this Contract. Any settlement
must be made only with the prior written consent of the District, if the settlement
requires any action on the part of the District.
The indemnities in this section survive expiration or termination of this Contact for
matters occurring or arising during the term of this Contract or as the result of or
during the Contractor's performance of work or services beyond the term.
Contractor acknowledges that the requirements set forth in this section to indemnify,
keep and save harmless and defend the District are apart from and not limited by
the Contractor's duties under this Contract.
Page-5

ARLINGTON HEIGHTS SCHOOL DISTRICT 25 BID FORM - FITNESS EQUIPMENT BID
South Middle School
Product ALTERNATE ALTERNATE
Product Model Product Description Qty Price Extended Price
Category Model** Description**
Cardio Treadmill T-LS-LED Matrix Lifestyle LED 6
Matrix Indoor Cycle
Cardio Spin bike CXM-04 8
CXM
Cardio Elliptical E-LS-LED Matrix Lifestyle LED 6
Upper body bike- With
UBCM+100047328 Matrix Upper Body
Cardio Console, Adjustable 1
7+10000504175 Cycle w/UBCM
Cranks, and Universal
ramp
Cardio Recumbent bike R3XM Matrix Recumbent Bike 1
Strength* Leg Extension/Leg Curl Matrix Versa 1
Strength* Leg Press/Calf Press Matrix Versa 1
Pec Fly/Rear Delt STD
Strength* Matrix Versa Duals 1
Stack
Strength* Lat Row STD Stack Matrix Versa Duals 1
Multi-press STD Stack
Strength* VS-S131-02B1 Matrix Versa Duals 1
(Flat/Incline/Shoulder)
Strength* Functional trainer GO-FT3 / GO-FT4 Matrix Go Series 2
Strength Connexus TRX anchor GFT-TRXAK Connexus 1
Strength Connexus Edge GFTEDG Connexus 1
*Strength equipment to be priced with matte black frames and red upholstery, colors to
be confirmed by District prior to order. **ALTERNATES: Please review Instructions for South Middle School Total Equipment Price:
Bidders - Section III
1

Description Qty Price Extended Price
Freight/Shipping (FOB Desination):
Delivery, Install & Extraction of Existing:
South Middle School Total Delivery, Install & Removal Price:
South Middle School Total Price (Equipment &
Delivery/Install/Removal):
Thomas Middle School
Product ALTERNATE ALTERNATE
Machine Model Brand Qty Price Extended Price
Category Model** Description**
Cardio Spin bike 9-7340-QINTP0 Schwinn AC Sport 12
**ALTERNATES: Please review Instructions for Bidders - Section III South Middle School Total Equipment Price:
Description Qty Price Extended Price
Freight/Shipping (FOB Desination):
Delivery, Install & Extraction of Existing:
Thomas Middle School Total Delivery, Install & Removal Price:
Thomas Middle School Total Price (Equipment &
Delivery/Install/Removal):
Company Name: __________________________________________________
Printed name and title of person authorizing this bid: ______________________________________________________________
Authorized Signature: _______________________________________________________________________
Date : ____________________________________
Please attach business card
2

ARLINGTON HEIGHTS SCHOOL DISTRICT 25
Fitness Equipment Bid
CERTIFICATIONS
1. CERTIFICATION - The undersigned bidder or contractor hereby certifies that he/she is not barred from bidding on this contract as
a result of a violation of either the bid-rigging or bid-rotation provision of Article 33E of the Criminal Code of 1961 as amended.
The bidder also certifies that he/she has read, understands and agrees that acceptance by Arlington Heights School District 25 of
the bidder's offer by issuance of a purchase order and/or contract will create a binding contract. District 25 may declare the
contract void if the certification is false.
2. NON-COLLUSION AFFIDAVIT - The undersigned bidder or agent states that he/she has not, nor has any other member,
representative, or agent of the firm, company, corporation or partnership represented by him/her, entered into any combination,
collusion or agreement with any person relative to the price to be bid by anyone at such letting, nor to prevent any person from
bidding nor to induce anyone to refrain from bidding, and this bid is made without reference to any other bid and without any
agreement, understanding or combination with any other person in reference to such bidding. Bidder further states that no person,
firm or corporation has, or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such
sale.
3. PREVAILING WAGE - The undersigned bidder of contractor hereby certifies to be in compliance with Public Act 94-0515, which
amends the Illinois Prevailing Wage Act effective August 10, 2005. This Act requires the contractor or subcontractor to certify the
wages paid to all laborers, mechanics, and other workers, will not be less than a general hourly rate of pay required by law. Details
at http://www.state.il.us/agency/idol/rates/rates.HTM.
4. FAIR EMPLOYEE PRACTICES - It is mandatory that the contractor will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, or ancestry; and further that he will comply with all provision of the
Illinois Fair Employee Practices Commission as required but the Rules and Regulations for Public Contract.
5. TOXIC SUBSTANCE The successful bidder must comply with the Toxic Substance Act (PA83-240a). This Act requires that a
Material Safety Data Sheet be provided for any product containing one or more toxic substances covered in this Act. The MSDS
shall accompany delivery or have been submitted prior to delivery. Payment to vendor will not be made until MSDS is provided.
6. SEXUAL HARRASSMENT CLAUSE - Each bidder must certify that he has complied with the requirements of section 2-105 of the
Illinois Human Rights Act (Public Act 87-1257) effective July 1, 1993, with respect to sexual harassment policies. The terms of that
law, as applicable, are hereby incorporated into this contract. District 25 is in compliance with this law.
7. NO SMOKING CLAUSE - Bidder agrees that he, his employees and sub contractors, will abide by the District 25 no smoking policy
on all District 25 sites.
8. DRUG-FREE WORKPLACE - Each bidder must certify compliance with the Drug-Free Workplace Requirement, which stipulates
the prohibition of the unlawful manufacture and distribution, dispensing, possession, or use of a controlled substance while on
District 25's premises or while performing work for the district.
By signing this document, I state and declare that the Bidder/Contractor listed below and I are in compliance, and comply with
all of the Certifications listed herein.
__________________________________________ ____________________________________________
Signature Bidder/Contractor
__________________________________________ ____________________________________________
Firm Phone/Fax
__________________________________________ ____________________________________________
Address E-mail
__________________________________________ ____________________________________________
City, State, Zip Date
1