Generator Maintenance and Repair Services

SECTION I
REQUEST FOR BIDS (RFB)
INSTRUCTIONS AND SPECIFICATIONS FOR:
Generator Maintenance and Repair Services
Project Number: 26-126
Issuance Date: October 7, 2026
The Village of Oak Park (Village) is accepting bids from qualified generator service contractors
for annual preventative maintenance including load banking services, as well as, fixed hourly
rates for planned and emergency work. The Public Works Department will review and evaluate
the bids. Any agreement awarded as a result of this RFB will be executed by the Village
Manager as authorized by the Village Board.
Sealed bids will be accepted at the Oak Park Public Works Center, 201 South Blvd., Oak Park,
IL 60302, Monday through Friday, 7:30 a.m. to 4:00 p.m., local time until 3:00 p.m. on
Wednesday, October 21, 2026.
Specifications and bid forms may be obtained at http://www.oak-park.us/bid or by calling the
Public Works Center at 708.358.5700.
There will not be a formal "bid opening" for the contract. Electronic signatures will be
accepted on all documents.
The Village Board reserves the right to accept or reject any and all bids, to waive technicalities,
or to accept any item of any bid. Information is available from Bennett Blankenship, Senior
Pumping Station Operator, at 708.358.5748 or bblankenship@oak-park.us.
Submission of Bids:
Bid shall be submitted on the Bid form included herewith. Bids shall be submitted on official
company letterhead. The bid shall be submitted in a sealed envelope marked "Bid: 26-126;
Generator Maintenance and Repair Services", shall bear the return address of the bidder, and
shall be addressed as follows:
To: Bennett Blankenship
Senior Pumping Station Operator
Public Works Department
201 South Blvd.
Oak Park, IL 60302
Do not detach any portion of this document. Upon formal award to the successful Bidder, a
written agreement will be executed for the Project in substantially the form attached.
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SECTION II
BID INSTRUCTIONS, TERMS AND CONDITIONS
Preparation and Submission of Bid
Bids must be submitted on the forms furnished and delivered to the Public Works Center by
the specific time indicated on the cover page. Bids arriving after the specified time will not be
accepted. Mailed Bids that are delivered after the specified hour will not be accepted
regardless of the post-marked time on the envelope. Bids must be signed by an officer of the
company who is authorized to enter into agreements on behalf of the company.
Contract Term
The initial contract term shall be from the date of award to December 31, 2027. The Village
has the right to renew the contract on an annual basis for two (2) optional one-year terms
(January 1 to December 31).
Contract Renewal
The Village will have the right to renew the contract for two (2) additional one (1) year terms
with all terms and conditions, other than price, remaining the same. The Village will allow the
Bidder to increase or decrease the contract price for each annual renewal.
Upon written request from the Bidder, on or before October 20 of each year of the Agreement,
the cost of the services provided under the Agreement may be adjusted as follows:
The contractor shall submit a request for adjustment to the Village based upon the average
of the published monthly Index (as defined below) for the period October through September
for the previous year. The Index shall be the United States Department of Labor, Bureau of
Labor Chicago Statistics, Revised Consumer Price Index for all Urban Wage Earners for
Chicago-Naperville-Elgin, IL-IN-WI (all items, 1982-84 = 100).
Notwithstanding anything contained in this Request for Proposals to the contrary, an annual
adjustment shall not be greater than five percent (5.0%) of the previous year's cost for services
provided under this Agreement in any year.
Any applicable adjustment shall take effect on January 1st.
Recertification
If the Village renews the contract for an additional one-year term, the Proposer will provide the
Village with a renewed certification in the form of Section V indicating that it continues to be
eligible to contract with units of local government. If a contractor or subcontractor is not able
to certify that it continues to meet all requirements, it shall provide a detailed explanation of
the circumstances leading to the change in certification status.
Award of Contract
The agreement will be awarded in whole or in part to the responsible contractor whose Bid,
conforming to the request for Bids, will be most advantageous to the Village; price and other
factors considered.
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Notice to Proceed
Maintenance and repair services shall begin within seven (7) days from the Notice to Proceed
from the Water & Sewer Superintendent or Senior Pumping Station Operator. All work shall be
completed in accordance with the detailed specifications set forth herein this document.
Costs of Preparation
The Village will not be responsible for any expenses incurred in preparing and submitting a
Bid or entering into the applicable agreement.
Taxes not Applicable
The Village of Oak Park as an Illinois municipality pays neither Illinois Sales Tax nor Federal
Excise Tax (State Tax Exemption Identification Number E9998-1823-06). Contractors should
exclude these taxes from their prices.
Contractor's Certification
Contractors and all proposed subcontractors must complete the Bidder Certification in
Section V of this RFB. If the Contractor submits a false certification, the Village will disqualify
the Contractor from contracting, or if a contract has already been executed, it will be deemed
void. If the false certification is made by a subcontractor, then the Contractor's submitted bid
will not be declared void if the Contractor terminates the subcontract upon the Village's
request after a finding that the subcontract's certification was false
Withdrawal of Bids:
Any contractor may withdraw its Bid at any time prior to the time specified in the advertisement
as the closing time for the receipt of Bids, by signing a request therefore. No contractor may
withdraw or cancel its Bid for a period of sixty (60) calendar days after the advertised closing
time for the receipt of Bids. The successful contractor may not withdraw or cancel its Bid after
having been notified that the Bid was accepted by the Village Board of Trustees.
Investigation of Contractors
The Village will make such investigations as are necessary to determine the ability of the
contractor to fulfill Bid requirements. If requested, the contractor should be prepared to
present evidence to the Village of Oak Park of ability and possession of necessary facilities
and financial resources to comply with the terms of the attached specifications and Bids. In
addition, the contractor shall furnish the Village with any information the Village may request,
and shall be prepared to show completed work of a similar nature to that included in its Bid.
The Village reserves the right to visit and inspect the premises and operation of any contractor.
Rejection of Contractor
The Village will reject any Bid from any person, firm or corporation that appears to be in default
or arrears on any debt, agreement or the payment of any taxes. The Village will reject any Bid
from a contractor that failed to satisfactorily complete work for the Village under any previous
agreement.
Prevailing Wage
This work will require conformance with prevailing wage laws.
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Conditions
Contractors are advised to become familiar with all conditions, instructions and specifications
governing the work. Contractors shall be presumed to have investigated the work site,
conditions and scope of the work before submitting a Bid.
Compliance with Applicable Laws
The bidder will strictly comply with all ordinances of the Village of Oak Park and Village Code
and laws of the State of Illinois.
Governing Law
All agreements entered into by the Village of Oak Park are governed by the laws of the State
of Illinois without regard to conflicts of law. Any action brought to enforce an agreement with
the Village of Oak Park must be brought in the state and federal courts located in Cook County,
Illinois.
Subletting of Agreement
No agreement awarded by the Village of Oak Park shall be assigned or any part sub-agreement
without the written consent of the Village of Oak Park or as noted in the contractor's Bid. In
no case shall such consent relieve the contractor from its obligations or change the terms of
the agreement.
Interpretation of Agreement Documents:
Any contractor with a question about this Bid may request an interpretation thereof from the
Village no later than 8:00 A.M. on Wednesday, October 14, 2026. If the Village changes the
Bid, either by clarifying it or by changing the specifications, the Village will issue a written
addendum. The Village will not assume responsibility for receipt of such addendum. In all
cases, it will be the contractor's responsibility to obtain all addenda issued. Contractors will
provide written acknowledgment of receipt of each addendum issued with the Bid submission.
Minority Business and Women Business Enterprise Requirements
The Village of Oak Park, in an effort to reaffirm its policy of non-discrimination, encourages
the efforts of contractors and subcontractors to take affirmative action in providing for Equal
Employment Opportunity without regard to race, religion, creed, color, sex, national origin, age,
handicap unrelated to ability to perform the job or protected veteran's status.
Licenses and Permits
The contractor shall be responsible for becoming a licensed contractor with the Village and
shall follow all appropriate and required codes.
Agreement
The selected bidder shall enter into an agreement with the Village to complete the project in
a form substantially similar to the agreement attached hereto. The agreement shall be
executed by the contractor and returned within ten (10) calendar days after the agreement
has been mailed to the contractor. The contractor shall execute three copies of the
agreement. One fully executed copy will be returned to the contractor. See Section XI for a
sample copy of the agreement.
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Fees and Cost
In the event any action is brought to enforce any agreement entered into by the Village of Oak
Park, or to collect any unpaid amount from the Village of Oak Park, each party bears the
responsibility of paying its own attorneys' fees and costs.
Familiarity with Scope of Services, Terms Conditions and Requirements
Contractors shall familiarize themselves with the full contents of this RFB and all conditions
which affect their Bid or ability to complete the contract. Once a Bid has been submitted, the
Contractor's failure to have read and understand all the conditions, instructions and
specifications of this Request for Bids shall not be cause to alter the terms of the contract or bid.
Dispute Resolution
The Village of Oak Park does not agree to the mandatory arbitration of any dispute.
No Collusion
The Contractor must disclose any person, firm or entity that has an interest in this contract,
including subcontractors. If at any time it shall be found that Contractor has colluded with
any other person, firm, or corporation in procuring this Contract, then Contractor shall be liable
to the Village for all loss or damage that the Village may suffer thereby, and this Contract shall,
at the Village's option, be null and void.
Defaulted Contractors
The Village of Oak Park will not award a contract to any person or entity that has breached or
failed to perform under any contract with the Village or which owes any debt to the Village.
Village of Oak Park Logo or Likeness Use
The official logo of the Village or Park District of Oak Park is not to be used in any form. Use
of the Village or Park District logo is strictly prohibited by law and such use could subject the
proposer to disqualification or termination of contract.
Safety Precautions
The contractor is solely responsible for implementing effective safety precautions on and
around the work site to protect workers and other persons who might be affected and shall
exercise every precaution at all times for the protection of the property, including installation
of appropriate traffic control. The contractor shall not leave any combustible materials or other
fire hazards overnight or allowed them to accumulate. The contractor shall abide by all
applicable laws, standards, and regulations that apply to the completion of the work, including
EPA and OSHA safety standards and regulations. The Bidder shall exercise every precaution
at all times for the protection of the persons and properties. The safety provisions of all
applicable laws and ordinances shall be strictly observed. Any practice obviously hazardous
in the opinion of the Water and Sewer Superintendent or his designee shall be immediately
discontinued by the Bidder upon their receipt of instructions from the Water and Sewer
Superintendent or his designee, to discontinue such practice.
Damage to Property
Contractor shall repair, at no additional cost to the Village, all damage to Village property
caused by the contractor resulting from their work.
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Change Orders
Change Orders: Changes in the Work may be agreed to after execution of the agreement, and
without invalidating the agreement, if the change order is in writing and signed. Any changes
to the scope of work which result in an increase in the agreement price will be subject to an
agreement addendum which must be signed by both parties. Any such change order will be
prepared by the Village. The contractor may only proceed with the change upon receipt of the
written change order signed by the Village.
Emergency Changes: Contractor may perform work not included in the scope of work if
necessary to remedy a condition that poses an immediate threat to persons or property. Work
of this nature shall be carried out only to the extent of bringing the condition under control.
The Village shall be notified immediately. A change order will then be negotiated and executed
for the work performed, and for work remaining, if any.
Minor Changes (Field Orders): The Village may verbally authorize minor changes in the scope
of work in order to prevent a delay in the progression of the work. These field orders may not
involve a change in the agreement price or be inconsistent with the scope of work.
Changes Due to Unknown Conditions: The contractor is not responsible for changes in the
work that are due to conditions that were not reasonably observable or conditions that have
changed. In such cases, the contractor shall notify the Village and a change order will be
negotiated.
Correction of Work Prior To Final Payment
The Village has the right to stop work if the contractor fails to carry out the work in a manner
acceptable to the Village. If the Village deems the contractor's work unacceptable, at the
Village's election, the contractor shall do one of the following:
1. Promptly repair or replace the defective work, without expense to the Village, including
costs associated with repairing any damage to property caused by the replacement
work; or;
2. If the Village deems it unacceptable to have the contractor correct work which has
been incorrectly done, a deduction from the agreement price shall be made based on
the costs to the Village to have the work repaired. Such a deduction from the
agreement price shall in no way affect the Village's other remedies or relieve the
contractor from responsibility for defects and related damage occurring as a result of
defective or unacceptable work.
Reporting Requirements
The following forms must be completed in their entirety, notarized and included as part of the
Bid document. Failure to respond truthfully to any question on the list or failure to cooperate
fully with further inquiry by the Village of Oak Park will result in disqualification of your Bid.
Alterations, Omissions and Extra Work
The Village of Oak Park reserves the right to increase or decrease the quantity of any item or
portion of the work, or to omit portions of the work as may be deemed necessary.
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Responsibility of Contractor
The selected contractor shall furnish all labor, supervision, tools, equipment, materials and
supplies, and other means necessary for performing and completing the work, including
debris hauling, and shall obtain and pay for any required permits.
Bidder's Representative
The Bidder shall have at all times a competent foreman or superintendent on the job that
shall have full authority to act for the Bidder, and to receive and execute orders from the
Village Manager or appointed representative. Any instructions given to such superintendent
or person executing work for the Bidder shall be binding on the Bidder as though given to him
personally. Bidder's representative must be proficient in the use and interpretation of the
English language.
Mandatory Qualifications for Contractor's Personnel
* No more than 50% of the crew may be trainees at any one time.
* The Village reserves the right to require immediate removal of any employee of the
contractor selected deemed unfit for service for any reason. This right is non-negotiable
and the contractor selected agrees to this condition by accepting this agreement. The
contractor selected shall have enough qualified personnel to replace a terminated
employee within 24 hours. Failure to do so can result in the termination of the
agreement. Failure of the contractor selected or his/her employees to comply with all
applicable laws, regulations and rules shall permit the Village to immediately terminate
this agreement without liability.
Workers
The Bidders shall employ competent laborers and shall replace, at the request of the Water &
Sewer Superintendent or his designee, any incompetent, unfaithful, abusive, or disorderly
workers. Only workers expert in their respective branches of work shall be employed where
special skill is required. Inappropriate behavior or examples of unproductive work effort will
not be tolerated. The Village has the right to require a Bidder's employee to be immediately
removed from the work crew if the above behavior is exhibited.
Regarding FOIA Requirements
By submitting a bid or otherwise responding in any way to this request for bids, the bidder
acknowledges the following:
1. This public body is subject to the Freedom of Information Act, 5 ILCS 140/1, et seq.
("FOIA"), and any and all information submitted by the bidder to this public body is
subject to disclosure to third parties in accordance with FOIA.
2. If the bidder intends for the public body to withhold the bidder's trade secrets,
commercial information, or financial information from disclosure to a third party in
response to a FOIA request, the bidder must include with its bid submittal a written
notification specifically identifying such information, along with a statement that
disclosure of such information will cause competitive harm to the bidder, as provided
by FOIA Section 7(1)(g), 5 ILCS 140/7(1)(g). Any content not so marked by the bidder
at the time of bid submittal will be presumed to be open to public inspection. The
bidder may be required to substantiate the basis for its claims at a later time.
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3. Notwithstanding timely notice received from a bidder in accordance with Section
7(1)(g), the public body reserves the right, in its sole discretion and subject only to
applicable law, to withhold or release the subject information in response to a FOIA
request.
Living Wage/Minimum Wage
See Section XI - Agreement.
Hold Harmless
See Section XI - Agreement.
Insurance
See Section XI - Agreement.
Termination of Agreement
See Section XI - Agreement.
Page 8 of 35

SECTION III
DETAILED SPECIFICATIONS
Annual Preventative Maintenance Specifications
Introduction
Currently, the Village has two diesel generators. Generator #1 is a stationary unit located
inside of the Village's Central Pumping Station at 102 N. Lombard Ave Oak Park, IL 60302.
Generator #2 is a mobile unit fixed to a semi-trailer, housed inside of the Village's Public Works
Center. For distinction purposes, these units shall be referred to as: stationary generator and
mobile generator.
Background
A. Stationary Generator
* Make: Caterpillar
* Serial Number: 5NAO5823
* Model Number: SR-4
* Generator Set: 3412
* Three Phases/ 480V/714Amps/594KVA/475KW
* Built: 1987
B. Mobile Generator
* Make: Caterpillar
* Serial Number: AFN01274
* Model Number: SR4B
* Generator Set: 3412
* Three Phases/ 480V/872Amps/906KVA/725KW
* Built: 2005
C. Stationary Generator
* Make: Caterpillar
* Serial Number: CATDG300LKJ200301
* Model Number: DG300 GC
* Generator Set:
* Three Phases/480V/451 AMP/375KVA/300KW
* Built: 2023
Time of Work
Annual preventative maintenance and load banking services shall be performed during
regular Village business hours, 6:30 AM to 3:00 PM weekdays.
Scope of Work
Certified technician(s) shall perform recommended annual routine maintenance and
inspection services to aforementioned Village-owned generators; the following items shall be
serviced:
Page 9 of 35

General
* Grease serviceable bearings
* Safety equipment
* Fluid levels
* Fault and alarms
* Fluid Leaks
* Seals
Cooling System
* Radiator/Heat Exchanger
* Drive belts; observe deflection and alignment
* Coolant properties
* Hoses, valves, and connections
* Water pump
* Fans, pulley and belt
* Thermostat(s)
* Space heater (inspect for sediment)
* Laboratory analyzed coolant sample
Batteries and Starting System
* Check proper operation of battery charger; verify voltage and amperage
* Cable connections and terminations
* Check electrolyte level and specific gravity
* Perform battery load test
* Alternator
* Starting Motor
Fuel System
* Tank levels and gauges
* Verify day tank controls and pump operations
* Fuel lines, connections, and fittings
* Verify fuel pressure and gauge; dynamic and static
* Governor and controls
* Replace fuel filters
Air Induction and Exhaust
* Inspect air filter
* Intake system
* Exhaust system and manifold
* Air filter service indicator
* Turbocharger
* Valves and rotators
* Louvers
Page 10 of 35