2027 Auto/Truck Body & Collision Repair

SECTION I
REQUEST FOR BIDS
INSTRUCTIONS AND SPECIFICATIONS FOR:
Village of Oak Park
Bid Number: 26-113
2027 Auto/Truck Body and Collision Repair
Issuance Date: August 19, 2026
The Village of Oak Park will receive Bids from experienced vendors for auto/truck body and
collision repairs during the calendar year 2027 pursuant to this Request for Bids. Bids will be
accepted at the 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 Friday, September 18, 2026. Bids
may also be emailed to Ken Crowley, Superintendent of Fleet Services, kcrowley@oak-park.us
Specifications and bid forms may be obtained at http://www.oak-park.us/bid or at the Public
Works Center at the address listed above.
There will not be a formal "bid opening" for the contract. Electronic signatures will be accepted
on all documents.
The Village Board of Trustees reserves the right to accept or reject any and all bids or to waive
technicalities, or to accept any item of any bid. Information is available from the Fleet Services
Superintendent, Ken Crowley CAFM, CPFP, at 708-358-5700 or kcrowley@oak-park.us
Do not detach any portion of this document. Upon formal award to the successful Bidder, a
written agreement will be executed for the work in substantially the form attached.
Submission of Bids
The Bid shall be submitted on the Bid form included herewith. The Bid shall be submitted in
a sealed envelope marked "BID: 26-113, 2027 Auto/Truck Body and Collision Repair", shall
bear the return address of the bidder, and shall be addressed as follows:
TO: Ken Crowley CAFM, CPFP, Fleet Services Superintendent
Public Works Department
201 South Blvd.
Oak Park, IL 60302
In responding to this Request for Bids the official logo of the Village of Oak Park is not to be
used in any form. Use of the Village logo is strictly prohibited by law and such use could subject
the proposer to disqualification.

SECTION II
BID INSTRUCTIONS, TERMS AND CONDITIONS
Preparation and Submission of Bid:
All Bids must be 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
received by the Village 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. Bids shall be sealed in an
envelope and marked as stated on the cover page.
Contract Term
The initial contract term shall be from the date of award to December 31, 2027.
Contract Renewal
The term of this Contract may be extended in writing for up to two (2) additional one (1)-year
periods of time pursuant to the consent of the parties.
Rate Adjustment
The Contractor shall be permitted to adjust its rates subject to one (1) adjustment annually,
effective on the anniversary date of this Contract. Written notice to the Village from the
Contractor must be provided for any annual rate adjustment providing the basis for the
requested increase and supporting document justification within thirty (30) days prior to the
anniversary date. The annual adjustment shall be 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 Statistics, Revised
Consumer Price Index for all Urban Wage Earners for Chicago, Illinois - Gary, Indiana - Kenosha,
Wisconsin (all items, 1982-84 = 100). Notwithstanding anything contained herein to the
contrary, the annual adjustment shall not be greater than five percent (5%) of the previous year's
rates for services provided under this Contract in any year. If the Contractor fails to justify the
requested increase, the Village reserves the right to reject the request and terminate the
remaining term of this Contract.
Notice to Proceed
Work shall begin within fourteen (14) days from the Notice to Proceed from the Village. All
work shall be completed in accordance with the detailed specifications set forth herein this
document.
Recertification
If the Village renews the contract for an additional one-year term, the Bidder will provide the
Village with a renewed certification in the form in Section IX 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.
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Award of Agreement
The Agreement will be awarded in whole or in part to the responsible Bidder or Bidders whose
bids, conforming to the request for bids, will be most advantageous to the Village; price and
other factors considered.
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. Contractors should exclude these taxes from their prices.
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.
Conditions
Contractors are advised to become familiar with all conditions, instructions and specifications
governing the work. Contractors shall be presumed to have a familiarity with this category of
work. 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.
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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 3:00 P.M. on Friday August 28, 2026. If the Village changes the Bid,
either by clarifying it or by changing the specifications, the Village will issue a written
addendum and will post the Addenda on the Village website no later than 3:00 P.M. on
Monday, September 07, 2026. All bidders will be responsible for checking for any addenda.
The Village will not assume responsibility for receipt of such addenda. 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 on the sealed
bid envelope.
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.
Agreement
The selected bidder shall enter into an Agreement with the Village to complete the work 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 XII for a
sample copy of the agreement.
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.
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Dispute Resolution
The Village of Oak Park does not agree to mandatory arbitration of any dispute. All disputes,
including collection disputes, shall be brought in the Circuit Court of Cook County, Illinois. This
agreement shall be interpreted in accordance with the laws of the State of Illinois. In any
dispute resolution process, each party shall bear its own costs, including attorney's fees. Any
purported agreement between the parties that states terms contrary to this paragraph will be
deemed per se invalid.
Bid Notice 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. 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.
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SECTION III
GENERAL SPECIFICATIONS
Scope of Work
The Fleet Services Division within the Public Works Department in the Village of Oak Park
Illinois is requesting Bids for auto/truck body and collision repair in 2027. The Fleet Division
is responsible for the purchase, repairs, maintenance, warranty management, and disposal
of vehicles & heavy equipment for the Public Works, Police, Fire and Parks. The fleet consists
of 220 motorized units of equipment that consists of: sedans, vans, pick-up trucks, heavy fire
apparatus, emergency medical technician units, police cruisers, Class 8 trucks, and heavy
equipment.
Expected Benefits:
* Lower costs
* Standardized (OEM) parts
* Timely repair of Village vehicles and heavy equipment
* Pre-qualified vendor
The successful contractor will enter into an Independent Contractor Agreement with the
Village of Oak Park.
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.
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.
Method of Payment
The Village of Oak Park will pay monthly, all undisputed of invoices within 30 days of approval
as provided in the Local Government Prompt Payment Act, 50 ILCS505/4. The maximum
interest rate for any payment not made within 30 days of approval is 1%.
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.
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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.
Any Change which results in a total agreement price in excess of $10,000 must be approved
by the Village of Oak Park Board of Trustees.
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.
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 Public
Works Director 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.
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Workers
The bidders shall employ competent laborers and shall replace, at the request of the Public
Works Director any incompetent, unfaithful, abusive or disorderly workers in their employ.
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.
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.
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SECTION IV
DETAILED SPECIFICATIONS
Detail Scope of Services
Since every Village of Oak Park vehicle is critical to public safety, i.e., police, fire, street/utility
repair, it is imperative that all vendors demonstrate the ability to deliver prompt response,
reasonable repair times, and quality work.
During normal business hours, which are considered to be Monday through Friday, 7:30 AM
to 4:00 PM, the vendor shall respond to a request for estimate and/or pick up vehicle within
four hours after being contacted by Village of Oak Park Fleet Services. The vendor will be
expected to furnish a completed estimate within two (2) business days of request. If a
situation arises which delays the ability to complete the estimate, the vendor is required to
contact Fleet Services Management and provide a timeframe based on the situation.
The vendor shall perform service and supply OEM parts, unless otherwise requested, at the
rates provided by the vendor on the attached spreadsheet. Pricing shall remain firm for the
term of the contract. All repair requests shall be subject to prevailing time and cost allowances
for applicable vehicles currently listed in the Audatex Estimators' Guide, or a similar
estimators' guide for the insurance company standard flat rate and parts schedules.
The vendor shall provide pick-up and delivery services at the Village of Oak Park Fleet Services
facility for vehicles that are considered safe to operate. Vehicles that are inoperable will be
towed to the vendor. Towing for these vehicles shall be arranged by the Village of Oak Park
Fleet Services Division Management. Should the vendor be required to arrange towing, the
vendor shall use a towing company approved by the Village of Oak Park Fleet Services, and
the towing company will invoice the Village of Oak Park Fleet Services directly.
Pick-up and delivery will constitute the pick-up of vehicles at the Village of Oak Park Fleet
Services garage, 201 South Boulevard, and the prompt return of vehicle to the Fleet Services
facility after completion of repairs or services. The Village may, at its sole discretion, elect to
deliver and pick up vehicles under this Bid by mutual agreement. Vendor assumes liability for
any damage to any Village of Oak Park property while such property is in the vendor's
possession, or during transport between the vendor's facility and the Village of Oak Park Fleet
Services facility. All vehicles must be secured when at repair shop.
Operation of Village of Oak Park vehicles is limited to pick-up from the Village of Oak Park to
the vendors repair shop, test drive to ensure proper repair, and return to the Village of Oak
Park. At no time shall the vendor use any Village of Oak Park vehicles or equipment for any
other reason.
Repair Provisions
Estimates: For services requested by Fleet Services Management, a written estimate with the
number of hours, based on the shop hourly rate for the type of repair being done, and type of
parts required to perform the service shall be supplied by the vendor. If approved by the
Village, this shall become a ceiling as to the maximum cost for the particular repair order. In
the event that hidden damage is discovered during tear down, the vendor shall inform Village
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of Oak Park Fleet Services immediately. In no event shall the vendor proceed with new
additional work without the express consent of the Village of Oak Park Fleet Services.
Basis for Repair Cost: If the price offered by the vendor for the job is considered unreasonable
by the Village of Oak Park or otherwise subject to question based on cost experience, or for
any other reason, the Village may withdraw the service requirement for that job. The Village
of Oak Park reserves the right to obtain comparative quotes at any time during the term of the
contract.
Quality of Work: The vendor agrees that all work shall be performed by competent personnel,
experienced and qualified to work on the specified make of automotive equipment, and that
all work shall be performed in accordance with the best commercial practices and without
delays. The vendor must have available suitable modern equipment necessary for the
satisfactory execution of any repair job. Fleet Services Management will inspect each vehicle
prior to or after the vehicle is returned by the vendor. Based on the situation or vendor location
determination will be made in advance by mutual agreement, as to how final inspection will
occur. The vendor is expected to correct any deficiencies found after repairs are completed
without delay at no additional cost to the Village. Repeated quality control problems shall be
cause to terminate future repairs.
Parts and Materials: All material or parts furnished by the vendor and used on the repair of
equipment shall be new and conform to the original equipment manufacturer's specifications
unless otherwise approved, in advance, by the Village of Oak Park Fleet Services. Rebuilt
assemblies or sub-assemblies may be used in the repair of equipment only with prior approval
of the Village of Oak Park Fleet Services when such is standard industry practice, and the
rebuilt assembly or sub assembly carries the same warranty as a new assembly or sub
assembly. Vendor must apply the appropriate core credit to the repair. The vendor must reuse,
recycle or dispose of all associated wastes in an environmentally friendly and responsible
manner.
Installation of Village Supplied Materials or Parts: On occasion, the Village of Oak Park will
utilize materials or parts from retired vehicles as a cost savings measure. The vendor will be
expected to install these materials or parts at the same rate as new parts excluding any pre-
authorized repair/refinishing work to same.
The vendor shall submit invoices for all work completed at the time the repaired vehicle is
ready for pick-up or delivery.
Attached documents are just a snapshot of the vehicles used by the Village of Oak Park. Repair
needs that may be required beyond those commonly listed, shall be priced in a manner
consistent with the pricing schedule of the quoted services.
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