CITY OF PARK RIDGE

505 Butler Place Park Ridge, IL 60068 Tel: 847-318-5200 www.parkridge.us

INVITATION FOR BIDS

HOLIDAY LIGHTS INSTALLATION

PW-26-17

NOTICE TO BIDDERS

The City of Park Ridge is soliciting bids to provide holiday lights and decorations at several Work Sites in the City’s Uptown and South Park Business Districts for the 2026-2027 Holiday Season. All bids shall include design, equipment, installation, maintenance, and removal.

Bid documents can be obtained from on the City’s website (www.parkridge.us/purchasing) and Euna OpenBids (www.demandstar.com). All responses must be received via OpenBids or in-person at Park Ridge City Hall, Finance Department, 505 Butler Place, Park Ridge, IL prior to the Due Date and Time set forth below. Responses transmitted by fax or email will not be accepted. Responses received in person must be in a sealed envelope marked and clearly labeled: Company Name and Address, Solicitation Number, and Project Title.

Infrequent or first-time users of electronic bidding are encouraged to upload their responses at least 24 hours prior to bid opening. The City is not responsible for submittal errors or incomplete bid submissions.

For technical issues or concerns, bidders may contact OpenBids support directly at hello@eunasolutions.com.

VIRTUAL BID OPENING

Click here to join the Virtual Bid Opening (via Microsoft Teams) from your computer or mobile device.

Bids will be opened and read publicly at City Hall on the due date and time set forth below.

Any communication regarding this invitation between the date of issue and date of award is to be in writing and directed to procurement@parkridge.us. Answers to questions submitted in writing may be distributed as an addendum. If a plan holder chooses not to submit a proposal, please fill out the enclosed NO BID form and return it to the email above.

ACTION DATE TIME

Invitation for Bids Issued August 27, 2026 -

Questions Due September 2, 2026 3:00 P.M.

Final Q&A Addendum Published September 4, 2026 3:00 P.M.

Bid Response Due Date September 10, 2026 10:00 A.M.

Anticipated Contract Award October 2026

GENERAL CONDITIONS AND INSTRUCTIONS

1. GENERAL

Throughout this document, “City of Park Ridge,” “City,” and “Owner” shall be synonymous and mean the City of Park Ridge. The words “bid,” “proposal,” “bidder,” “proposer,” “vendor,” “firm,” “contractor,” and “supplier” may be used in the alternative in these General Conditions and Instructions as intended and described by the Scope of Work. The phrases “request for proposal,” “invitation for bids,” “request for quotes,” “request,” “invitation,” and “solicitation” may also be used in the alternative.

2. EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITE BY BIDDER

The Bidder shall, before submitting its Bid, carefully examine the plans, specifications, contract documents, Bid, and bond and insurance requirements and visit the site to verify conditions under which work will be performed. Each Bidder is responsible for reading the bid documents and familiarizing itself with all requirements. Failure of a Bidder to do so shall not relieve the Bidder of any obligation with respect to said bid. If the Bidder’s bid is accepted, it shall be responsible for, and the City will make no allowance for any errors in their Bid resulting from its failure or neglect to comply with these instructions.

3. QUALIFICATIONS OF BIDDER

The City may take any action deemed necessary to investigate the qualifications of each Bidder. The City reserves the right to qualify or disqualify Bidders as a result of lack of similar project experience and/or any other information obtained from the project reference form, references listed thereon, or publicly available information. Bidders must also demonstrate that they have sufficient resources (i.e. capital, laborers, sub-contractors, etc.) to accomplish all tasks required within the schedule for the contract. In the event there are additional eligibility requirements described in the Special Conditions or Specifications, such requirements shall be supplemental to and not in limitation of this provision.

4. PREPARATION OF BID

The Bidder shall prepare their Bid on the attached Bid Form or alternatively include all required information in the Bidder’s proposal package if a Bid Form is not included. Unless otherwise stated, all blank spaces on the Bid page(s), applicable to the subject specification, must be correctly filled in. Either a unit price or a lump sum price, as the case may be, must be stated for each item, either typed in or written in ink, in figures, and, if required, in words. In the event of an error on the Bid page in which there is a conflict between the unit price and the extended price or the total bid price, the City may exercise its reasonable discretion to ascertain the actual price of the bid.

If the Bidder is a corporation, the President and Secretary shall execute the Bid, and the Corporate Seal shall be affixed. In the event that the Bid is executed by an officer other than the President, sufficient evidence of such signatory’s authority shall be submitted. If the Bidder is a partnership, majority owning partners or general partners shall execute the Bid, unless one partner has been authorized to sign for the partnership, in which case sufficient evidence of such authority shall be submitted. If the Bidder is a limited liability company, the manager shall execute the Bid, unless another officer has been authorized to sign for the company, in which case sufficient evidence of such authority shall be submitted.

Each Bid must contain all required certifications and signatures. In addition, if any addenda are issued by the City, the Bidder shall be required to acknowledge receipt of the formal addendum on the Bid form or proposal, as applicable. Failure of a Bidder to acknowledge any of the addenda issued or submit essential required documents contained in the solicitation shall deem its bid non-responsive; provided, however, that the City in reliance upon its home rule powers, may choose to waive this requirement if the City determines from the context of the Bid that the Bidder has considered the terms and conditions of the addendum.

The Bid submitted must not contain erasures, interlineations, or other corrections unless each correction is suitably authenticated by affixing in the margin immediately opposite the correction the surname or surnames of the person or persons signing the bid.

Modifications of bids already submitted will be considered if received at the office designated in the Invitation to Bid by the time set for opening of bids. Unless called for, alternate bids will not be considered. No compensation will be allowed due to any difficulties which the Bidder could have discovered or reasonably known prior to bidding.

5. SUBMISSION OF BID

All prospective Bidders shall submit their Bid in the manner specified in the Notice to Bidders by the specified due date and time of the bid. Bids received beyond the date and hour set for the bid opening will not be considered.

Submission of a bid will be considered presumptive evidence that the Bidder has visited the sites and is conversant with local facilities and difficulties, the requirements of the documents and of pertinent State or Local Codes, the state of Labor and Material Markets, and has made due allowance in the bid for all contingencies. Include in bid all costs of labor, material, equipment, allowance, fees, permits, guarantees, applicable taxes, insurance and contingencies, with overhead and profit necessary to produce a complete project, or to complete those portions of the work covered by the Specifications on which the Bid is made including all trades, without further cost to the Owner. Unless otherwise described in the Special Conditions or Specifications, Bidders shall be responsible to obtain all permits and arrange for all inspections. No unsolicited supplemental information will be accepted and will be returned without being considered by the City.

6. WITHDRAWAL OF BID

A Bidder may withdraw their Bid at any time prior to the time specified in the notice as the closing time for receipt of bids. However, no Bidder shall withdraw, cancel or modify their Bid for a period of sixty

(60) calendar days after the specified closing time for the receipt of bid. Where this contract is subject to approval by another agency, such as the Federal Government or the State of Illinois, then the Bidder shall not withdraw, cancel or modify their Bid for a period of ninety (90) calendar days after the specified closing time for the receipt of bids.

7. CONSIDERATION OF BIDS

No Bid will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Park Ridge upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or had failed to perform faithfully any previous contract with the City. The Bidder, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents.

Each Bidder shall submit where necessary, or when requested by the Procurement Officer, catalogs, descriptive literature or detailed drawings fully detailing features, designs, construction, appointments, finishes and the like not covered in the specifications, necessary to fully describe the material or work they propose to furnish.

The City of Park Ridge reserves the right to disregard any informality in the bids and bidding, to waive technicalities, or to reject any and all bids when, in the opinion of the City Council, the best interest of the City will be served by such action.

8. ACCEPTANCE OF BIDS

The City will accept one of the bids or reject all bids within sixty (60) calendar days, or within ninety (90) calendar days where approval by other agencies is required, from the date of opening of bids, unless the successful Bidder, upon request of the City, extends the time of acceptance to the City. The contract will be awarded based on the City’s independent assessment of the bid by reference to the evaluation criteria described in the bid solicitation. Where no evaluation criteria are specified, the contract will be awarded to the lowest responsible and responsive bidder whose bid is most favorable to the City’s interests. The City may rely on any information presented in the bid and any publicly available information to assess the qualifications, responsiveness and responsibility of a bid.

In addition to price, the City may consider: (1) compliance with bid and contract requirement including bonds and insurance; (2) ability, capacity, and skill to perform; (3) adequacy of facilities, equipment, materials, financial resources, organization, and staffing; (4) character, integrity, reputation, judgment, experience, and efficiency; (5) quality of past performance; (6) compliance with past contracts and applicable laws; (7) ability to provide future maintenance and service; (8) conditions or exceptions placed on the bid.

9. INTERPRETATION OF CONTRACT DOCUMENTS

Any Bidder in doubt as to the true meaning of any part of the specifications and contract documents may submit to the Procurement Officer a written request for an interpretation thereof by the deadline described in the Notice to Bidders. No oral comments will be made to any Bidder as to the meaning of the General or Special Conditions or any other contract documents and any inadvertently made are hereby disclaimed and void. The person submitting the request shall be responsible for its prompt delivery. Questions received after the deadline described in the Notice to Bidders cannot be considered.

Such interpretation will be made only in the form of a written addendum duly issued by Procurement Officer. A copy of such addendum will be posted on the City’s website and DemandStar. Failure on the part of the prospective Bidder to receive a written interpretation prior to the time of the opening of bids will not be grounds for withdrawal of their Bid. The Bidder shall acknowledge receipt of each addendum issued.

Addenda may modify or interpret the Bidding Documents and will become part of the Contract Documents when the Contract is executed. Subsequent addenda shall govern over prior addenda only to the extent specified.

Any references in these specifications to manufacturer's name, trade name, or catalog number (unless otherwise specified) is intended to be descriptive but not restrictive and only to indicate articles or materials that will be satisfactory. Bids on other makes and catalogs will be considered, provided each Bidder clearly states on the face of their Bid exactly what is proposed to be furnished. Unless so stated in the Bid, it shall be understood that the Bidder intends to furnish the item specified and does not propose to furnish an "equal". The City hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the Bidder proposes to furnish which contains minor or major variations from specification requirements.

10. CHANGES:

Illinois law (720 ILCS 5/33E-9) requires that aggregate changes in excess of $25,000 or aggregate extensions greater than one hundred eighty (180) days must comply with the Criminal Code. Likewise, Illinois law (50 ILCS 525/5) expresses for a change order that authorizes or necessitates any increase in the contract price that is 50% or more of the original contract price or that authorizes or necessitates any increase in the price of a subcontract under the contract that is 50% or more of the original subcontract price, then the portion of the contract that is covered by the change order must be resubmitted for bidding in the same manner for which the original contract was bid. Upon approval, the Procurement Officer shall issue to the successful contractor 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.

11. FAIR EMPLOYMENT

Bidder’s signature on the Bid Form will be construed as acceptance of and willingness to comply with all provisions of the acts of the General Assembly of the State of Illinois relating to wages of laborers and discrimination and intimidation of employees. Provisions of said acts are herein incorporated by reference and become a part of this Bid and Specifications

12. DRUG FREE WORKPLACE ACT

At the time of contract, the Contractor will make certification required in the Contract and will comply with all provisions of the Drug Free Workplace Act that are applicable to the Company. False certification or violation of the requirements of the Drug Free Workplace Act may result in sanctions including but not limited to suspension of the Contract with the City, termination of the Contract and debarment of contracting with the City for at least one (1) year but not more than five (5) years.

13. HAZARD COMMUNICATION

All on-site contractors shall be informed of chemical hazards to which their employees could possibly be exposed while working for the City. Upon request, this information is made available to the contractors and their subcontractors by the prime contractor. It is the contractors and subcontractor’s responsibility to train their own employees on Hazardous Communications and the handling of hazardous materials. It is the responsibility of the contractor to inform the City of any hazardous substances brought and stored on City property. The contractor must also provide a Safety Data sheet for such chemicals.

14. WARRANTY/GUARANTEE

The Bidder warrants to the City that the labor shall be first class and conform to the requirements of the Specifications and shall be performed by persons qualified in their respective trades. Materials furnished under the Contract will be of good quality and new unless otherwise required or permitted under the Specifications, and that materials will be free from defects not inherent in the quality required or permitted. Work and materials not conforming to the Specifications, including substitutions not properly approved and authorized, may be considered defective and will be rejected by the City. This warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the Bidder, improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage.

Unless otherwise described in the specifications, materials provided under this agreement will be guaranteed for a period of one year, or the term of the manufacturer’s warranty, whichever is greater.

Unless otherwise described in the specifications, labor provided under this agreement will be guaranteed for a period of one year.

15. NON-BARRED BIDDING

The Bidder must certify that it is not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid-rigging or bid rotating by executing the included certification as required by 720 ILCS 5/33E-11.

16. ILLINOIS FREEDOM OF INFORMATION ACT (FOIA)

Contractor understands that amendments to the Illinois Freedom of Information Act (P.A. 96-0542), which took effect January 1, 2010, requires the Contractor to produce to the City any of its company records and documents which are in any way related to the performance of services under this agreement and not exempt from disclosure within five (5) business days of the City’s receipt of a request for said records. Accordingly, the Contractor. agrees to be bound by the provisions of the Illinois Freedom of Information Act (5 ILCS 140/1 et seq.), and agrees to deliver to the City all records in its possession relating to this agreement within three (3) business days of a request by the City for said records. Contractor agrees to reimburse the City any fees, fines, or costs incurred by or assessed against the City for its failure to deliver requested records in the possession of the Contractor, and which the Contractor failed to deliver to the City within three (3) business days of its receipt of a request from the City to do so. An e-mail request for records and documents sent during business hours will be considered received by the Contractor on the day sent. The Contractor shall not be entitled to receive any wages, fees, or costs of any kind from the City for the production of documents and records in response to a Freedom of Information Act request.

17. INSPECTION OF MATERIALS

The City shall have a right to inspect any materials or equipment to be used in carrying out this contract.

The Contractor shall be responsible for the contracted quality and standards of all materials, equipment, components or completed work finished under this contract up to the time of final acceptance by the City. Materials, equipment, components or completed work not complying therewith may be rejected by the City and shall be removed and replaced by the Contractor at no cost to the City.

18. INDEMNITY

To the fullest extent permitted by law, the Contractor shall waive any right of contribution against the City and shall indemnify and hold harmless the City and the Architect/Engineer and their officers, officials, employees, volunteers and agents from and against all claims, damages losses and expenses, including, but not limited to, legal fees (attorney’s and paralegal’s fees, expert fees and court costs), arising out of or resulting from the performance of the Contractor’s work provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or injury to or destruction of property, other than the work itself, including the loss of use resulting therefrom, or is attributable to misuse or improper use of patent, trademark or copyright protected material or otherwise protected intellectual property, to the extent it is caused by any wrongful or negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Such obligation shall not be construed to negate, abridge or otherwise reduce any other right to indemnity that the Owner would otherwise have. The Contractor shall similarly, protect, indemnify and hold and save harmless, the Owner, its officers, officials, employee, volunteers and agents against and from any and all claims, costs, causes, actions and expenses, including, but not limited to, legal fees, incurred by reason of Contractor’s breach of any of its obligations under, or Contractor’s default of any provisions of the Contract. The indemnification obligations under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the Contractor or any subcontractor under Workers’ Compensation or Disability Benefit Acts or Employee Benefit Act.

19. SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS

No contract shall be assigned or any part of the same subcontracted without the prior written consent of an authorized agent of the City; but in no case shall such consent relieve the Contractor from their obligation or change the terms of this contract. The Contractor shall not transfer or assign any contract funds or claims due or to become due without the prior written approval of an authorized agent of the City having first been obtained. The unauthorized transfer or assignment of any contract funds in whole or in part, or any interest therein, which shall be due or to become due to the Contractor, shall cause the annulment of said transfer or assignment so far as the City is concerned.

20. CONFLICT OF INTEREST

The Bidder covenants that to the best of its knowledge no member of the governing body of the City, and no other officer, employee, or agent of the City who exercises any functions or responsibilities in connection with the solicitation or approval of this contract, shall have or does have any personal interest, direct or indirect, in this contract.

The Bidder covenants that it presently has no interest and shall not acquire any interest, direct or indirect, in the work to which this contract pertains which would conflict in any manner or degree with the performance of its services hereunder. The Bidder further covenants that in the performance of this contract, it shall not employ any officer, employee, or agent of the City who exercises any functions or responsibilities in connection with the solicitation or approval of this contract.

21. COMPLETION

Bidder shall complete the services within the timeline set forth in the Bid Documents. Failure of the Bidder to complete these services in accordance with the Specifications shall constitute a breach of the Contract.

22. TERMINATION, CANCELLATION AND DAMAGES

This contract may be terminated for convenience upon mutual agreement of both parties. The City may terminate based on the Contractor’s breach or default. Unless the breach or default creates an emergency situation, as determined in the City’s sole discretion, the Contractor shall be given notice and a five (5) day opportunity to correct before the termination becomes effective.

If the City terminates this Contract because of the Contractor’s breach or default, the City shall have the right to purchase items or services elsewhere and to charge the Contractor with any additional cost incurred, including but not limited to the cost to cover, incidental and consequential damages and the cost of re-bidding. The City may offset these additional costs against any sums otherwise due to the Contractor under this bid or any unrelated contract

Upon such termination, Contractor shall be entitled to payment only as follows: (1) the actual cost of the work completed in conformity with this Agreement; plus, (2) any additional costs actually incurred by Contractor as are permitted by the prime contract and approved by City. The Contractor shall not be entitled to any claim or claim of lien against City for any additional compensation or damages in the event of such termination and payment

If the City of Park Ridge fails to appropriate funds to enable continued payment of yearly or multi-year Contracts the City may cancel, without termination charges, provided Contractor received at least thirty

(30) days prior written notice of termination.

23. TAX EXEMPTION

Federal Excise Tax does not apply to materials purchased by the City of Park Ridge by virtue of Exemption Certificate No. 36-600-6041. Illinois Retailers' Occupation Tax, Use Tax, and Municipal Retailers' Occupation Tax do not apply to materials or services purchased by the City of Park Ridge by virtue of Statute. Illinois Tax Exemption Identification No. E9998-1408-05. The prices quoted herein shall comply with all Federal Laws and Regulations.

24. PAYMENTS

Payment terms shall be in accordance with the provisions of the Local Government Prompt Payment Act, 50 ILCS 505/1 et seq., after receipt by the City of the Contractor’s invoice.

25. QUANTITIES

The quantities shown herein are estimated for canvassing purposes only, and as such may not represent the actual quantities required during the life of any contract made pursuant to these specifications.

Nothing herein shall be construed as an obligation of the City to order or pay for any services other than the amount determined to meet the actual requirements of the City. The right to increase or decrease the quantities shown herein, at any time during the life of this contract, is reserved to the City. The City will only be obligated to pay for such quantities as may be ordered and accepted by the City from time to time.

26. PRICING

Pricing shall remain consistent with the original terms accepted by the City for the term of the contract.

27. PUBLIC RELATIONS

The Contractor shall endeavor at all times to maintain good public relations and to present the City in a positive light. Any action by the Contractor which damages the City’s good will shall be considered a breach of this Agreement.

INSURANCE REQUIREMENTS

Prior to commencing any work or furnishing materials, the successful bidder shall provide the City a certificate of insurance evidencing the required coverages and limits specified below. All insurance shall be issued by a responsible insurer acceptable to the City, licensed to do business in the State of Illinois and rated at least A:VII by A.M. Best. Each policy shall include an endorsement requiring at least thirty

(30) days’ prior written notice to the City of Park Ridge of cancellation or reduction in coverage. All required insurance shall be maintained in full force and effect for the duration of the contract and until all work has been approved and accepted by the City.

1. Worker’s Compensation: Statutory coverage for all persons whom the contractor may employ directly or through subcontractors in carrying out the work under this contract. Such insurance shall hold the City free and harmless of all personal injuries of all persons whom the contractor may employ directly or through subcontractors.

Employer’s Liability: $1,000,000 minimum liability for each accident/injury and disease.

2. Commercial General Liability: including bodily injury and property damage. Coverage shall be provided in the following minimum amounts:

$2,000,000.00 General Aggregate $1,000,000.00 Each Occurrence Bodily Injury and Property Damage $1,000,000.00 Products-Completed Operations Aggregate $1,000,000.00 Personal and Advertising Injury

3. Commercial Automobile Liability, Owned, Non-owned and Hired: including bodily injury and property damage, which may arise from the use of motor vehicles engaged in various operations under this contract. Coverage shall be provided in the minimum amount of $1,000,000 each accident for Combined Single Limit.

4. Umbrella Liability: $2,000,000 minimum per occurrence. The scope of coverage provided by the

Umbrella or Excess policy shall follow form with the general liability policy.

The City of Park Ridge shall be named as an additional insured on all liability policies required herein.

The Contractor is solely responsible for obtaining and maintaining the required insurance, and such responsibility shall not be waived by any act or omission of the City. The Contractor shall require all subcontractors to maintain the required insurance and, upon request, shall provide the City with certificates of insurance and applicable policy endorsements.

The surety companies, other signers of any required bonds, and the insurance companies shall familiarize themselves with all of the conditions and provisions of these specifications and contract documents, and hereby waive all rights of special notification of any change or modification of this contract in regard to the scope of the work, time of completion, cancellation or termination, or of any other act or acts by the City of Park Ridge or its authorized employees and agents under the terms of this contract. Failure to notify the previously mentioned surety or insurance companies of change or modification shall in no way relieve the surety or insurance companies of their obligations under this contract.

PREVAILING WAGE

☒ The Illinois Prevailing Wage Act does not apply to this contract.

☐ The Illinois Prevailing Wage Act applies to this contract. This contract calls for the construction of “public work,” within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. The Contractor shall comply therewith and pay, and require every Subcontractor to pay, the prevailing rates of wages as established by the Illinois Department of Labor for each craft or type of work needed to execute the contract in accordance with 820 ILCS 130/.01 et seq. Contractor shall prominently post the current schedule of prevailing wages at the Contract site and shall notify immediately in writing all of its Subcontractors, of all changes in the schedule of prevailing wages. Any increases in costs to Contractor due to changes in the prevailing rate of wage during the terms of any contract shall be at the expense of Contractor and not at the expense of the Owner. Change orders shall, however, be computed using the prevailing wage rates applicable at the time the change order work is scheduled to be performed.

Contractor shall be solely responsible to maintain accurate records as required by the prevailing wage statute and to obtain and furnish all such records to Owner or Department of Labor as required by Statute including certified payroll or, in lieu thereof, a certified letter stating that the Contractor is exempt from the application of the Act. Contractor shall be solely liable for paying the difference between prevailing wages and any wages actually received by laborers, workmen and/or mechanics engaged in the Work and in every way defend and indemnify Owner against any claims arising under or related to the payment of wages in accordance with the Prevailing Wage Act. The Owner agrees to notify the Contractor or Subcontractor of the pendency of any such claim, demand, lien, or suit.

The Illinois Department of Labor publishes the prevailing wage rates on its website at:

https://labor.illinois.gov/laws-rules/conmed/current-prevailing-rates.html

The Contractor is advised that the Department revises the prevailing wage rates, and the Contractor/subcontractor has an obligation to check the Department’s web site for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor’s website.

The Contractor shall also:

(1) Insert into each subcontract and the project specifications for each subcontract, a written stipulation that the subcontractor shall not pay less than the prevailing rate of wages to all laborers, workers, and mechanics performing work under the contract.

(2) Require each subcontractor to insert into each lower-tiered contract and the project specifications for each lower tiered subcontract, a stipulation that the subcontractor shall not pay less than the prevailing rate of wages to all laborers, workers, and mechanics performing work under the contract.

HOLIDAY LIGHTS INSTALLATION

PW-26-17

STATEMENT OF WORK

OVERVIEW

The City of Park Ridge is soliciting bids to provide holiday lights and decorations at several Work Sites in the City’s Uptown and South Park Business Districts for the 2026-2027 Holiday Season. All bids shall include design, equipment, installation, maintenance, and removal.

TERM OF CONTRACT

The initial term of this Contract shall take effect on or about October 6, 2026, following approval by the Park Ridge City Council, and expire on October 5, 2027, subject, however, to the right of the City to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the Contractor.

In the event of such cancellation, the Contractor shall be entitled to receive payment for services and work performed, and materials, supplies and equipment furnished under the terms of the Contract prior to the effective date of such cancellation but will not be entitled to receive any damages on account of such or any further payment whatsoever.

EXTENSION OF CONTRACT

Upon mutual agreement, this Contract may be extended for up to two (2), one (1) year periods under the same terms, conditions, and pricing as accepted by the City for the initial contract term. The Contractor shall notify the City at least sixty (60) days prior to the expiration of the contract whether or not they are agreeable to such extension. The total contract shall not exceed three (3) years.

QUANTITIES

The quantities shown herein are estimated for canvassing purposes only, and as such may not represent the actual quantities required during the life of any contract made pursuant to these specifications.

Nothing herein shall be construed as an obligation of the City to order or pay for any services other than the amount determined to meet the actual requirements of the City. The City reserves the right to increase or decrease the quantities shown herein, at any time during the life of this contract. The City will only be obligated to pay for such quantities ordered by the City. The quantities indicated are yearly approximate averages.

INSTALLATION SITES

A. Uptown Park Ridge

• Main Street: Fairview Avenue to Main Street, Main Street from South Prospect to Prairie, South Prospect to Garden Street.

o Approximately 25 trees of various sizes and species along South Fairview Avenue, Main Street, and South Prospect Avenue.

o 8 Honeylocust trees branch wrapped (optional) o 17 trees of various sizes and species outer-wrapped o Decorate 38 pedestrian Street Light Poles with garland and lights (optional)

• Library/Summit: Park Ridge Public Library, Summit Avenue between Touhy Avenue and Prospect.

See MAP AREA.

o Approximately 54 trees of various sizes and species along perimeter of Library and

Summit Avenue near Metra.

o 8 River birch trees branch-wrapped at corner of Prospect Avenue and Touhy Avenue.

o 45 trees of various sizes and species outer-wrapped o 1 tree determined by the City to be outer wrapped with purple-colored lights o Decorate 22 pedestrian Street Light Poles with garland and lights (optional)

• Uptown Northwest Hwy: Northwest Highway between Meacham Avenue and South Washington

Avenue, Touhy Avenue between Meacham Avenue and South Prospect Avenue, Summit Avenue between Northwest Highway and Touhy Avenue, South Prospect Avenue between Northwest Highway and Summit, Summit Avenue from Prospect to Euclid. See Tree Locations #90-206.

o Approximately 117 trees of various sizes and species along Northwest Highway, South Prospect Avenue, Summit Avenue, and Touhy Avenue.

o Outer-wrap trees.

o Decorate 14 pedestrian Street Light Poles (optional)

B. South Park Business District

• Devon Avenue: Devon Avenue between Cumberland Avenue and Courtland Avenue.

o Approximately 9 trees of various sizes and species along Devon Avenue in the center median.

o Outer-wrap trees.

OPTIONAL ROOF LIGHTING SITES

• Main Street: Install soft white LED lights along rooflines from 15 South Fairview Avenue to Main Street, Main Street west to South Prospect Avenue, and South Prospect Avenue north to 130 S Prospect (approximately 830 feet). From Fairview to Prairie (approximately 220 feet).

• South Prospect/Summit: Install soft white LED lights along rooflines from 15 South Prospect Avenue south to Summit Avenue, and Summit Avenue east to 59 South Summit Avenue (approximately 550 feet).

• Devon Avenue: Install soft white LED lights along rooflines of buildings on south side of Devon Avenue from 701 Devon Avenue to 817 Devon Avenue (approximately 890 feet).

SCHEDULE OF WORK

A pre-decorating meeting shall be conducted with the awarded Contractor no later than October 15, 2026, to finalize locations of trees, light poles, and facilities to be decorated.

Contractor agrees to perform the Work diligently and continuously at the Work Site(s) specified and shall carry out the Work in accordance with the following schedule (“Schedule of Work”):

Task Deadline Pre-Decorating Meeting October 15, 2026 Lighting and Decorations Installed and Lit November 22, 2026

Lighting Disconnected Week of January 25, 2026

Removed January 25, 2026 – February 8, 2026

Maintenance As Requested

SCOPE OF SERVICES

EQUIPMENT SPECIFICATIONS

Lights/Lamps used at Work Sites shall comply with the following specifications:

• Each strand or grouping of Lights/Lamps shall be made up of 100 lights (referred to as a “Set”)

• Sets shall be warm-white color (subject to change)

• Commercial-grade LED with 6” (inch) spacing

• 5mm wide-angle, fully rectified, long life, internal-fused, and UL-approved for outdoor use.

Contractor must supply all code compliant electrical wiring and extension cords necessary to light all trees described. Extension cords shall be 14-gauge wire and UL-outdoor rated, plugged into electrical outlets at the base of the trees or light poles. Some trees or roof lights may require wiring from a more distant power source. City and/or private businesses will provide power to roof lights.

Contractor will be responsible for testing each outlet prior to installation and report to the City outlets that need maintenance.

Contractor shall provide all necessary light sets, labor, equipment, and material for installation.

If optional roof lighting is accepted, Contractor shall obtain written permission from property owners to access building, install/remove lighting, and allow use of electricity.

INSTALLATION

The vendor shall install holiday lights on parkway trees, streetlight poles, and roof lines (optional) in the specified Work Sites located in the City’s Uptown and South Park Business Districts. Appendix A describes each tree location, species, diameter, and wrapping style (described below).

Outer-Wrapping: Individually wrap each tree crown and trunk with lights and space light sets no more than six inches (6”) apart.

Branch-Wrapping: Individually wrap tree trunks beginning twelve inches (12”) above ground level and primary branches, or “leaders,” of each tree to their tips. Space light sets evenly through the tree with no more than six inches (6”) between each set.

Pedestrian Street Light Poles: Individually wrap pedestrian streetlight poles with lights and green garland to height of twelve (12) feet. Install green wreath on top of pole.

Lighting Density: Utilize the below table to determine lighting density. In the instance that either tree diameter or crown spread do not conform to the below table, Contractor shall use their professional judgement to determine adequate lighting density.

Diameter (inches) Crown Spread (ft) Minimum # of 100-light Sets

2.0 - 5.0 5 5

5.5 - 7.0 12 10

7.5 - 10.0 20 15

10.5 - 12.5 24 20

12.5 - 15 35 25

15+ 50 40

MAINTENANCE

The Contractor shall supply all labor and equipment needed in order to maintain light sets in working order throughout the duration of the contract including replacement of bulbs, wiring, or fuses, as needed. Response time to Maintenance requests shall be no more than 24 hours.

REMOVAL

The Contractor shall supply all labor and equipment in order to remove and dispose of all light sets and equipment. Removal of holiday lights shall occur during the time indicated in the Schedule of Work.

GENERAL CONDITIONS

1. Existing lighting must remain in operation 100 percent of the time. At no time shall the street lighting be inoperable or allowed to be placed out of service.

2. Before submitting a Bid, Bidders shall carefully examine the site, fully inform themselves as to all existing conditions, and shall include in the Bid a sum to cover the cost of all such items affecting the work.

3. No Bidder to whom a Contract is awarded shall be allowed extra compensation on account of any matter or thing which Bidder could have made himself/herself aware of prior to Bidding.

4. All cutting, patching, and repair for damage resulting from the work is to be the responsibility of the Contractor.

5. All rubbish resulting from work by the Contractor is to be removed from the site and legally disposed of.

6. Grounds must be protected against damage that might result from this work. Any damage caused by the Contactor shall be his responsibility and shall be repairs at his expense.

7. Following the removal of any lights and decorations, all lights and decorations shall remain the property of the Contractor.

BID FORM

Total bid price shall include all costs for furnishing, installation, maintenance, and removal of all holiday lights and decorations.

A. Uptown Main Street Lighting Item Description Price

1 Outer-wrap lighting of 25 trees $

B. Library Lighting

1 Outer-wrap lighting of approximately 46 trees $

2 Branch-wrap lighting of approximately 8 trees $

C. Uptown Northwest Hwy Lighting

1 Outer-wrap lighting of 117 trees $

D. South Park Street Lighting

1 Outer-wrap lighting of 9 median trees $

Total Base Bid (A+B+C+D) $___________________

E. Optional Pole & Branch-Wrap Tree Lighting

1 Pedestrian Light Pole Garland/Lighting - 74 poles $

2 Branch-wrap lighting of 1 tree @ Uptown Northwest Hwy $

3 Branch-wrap lighting of 8 trees @ Uptown Main Street Lighting $

Total Optional Pole & Branch Wrapping (E)

F. Optional Roof Lighting

1 Main Street $

2 South Propsect/Summit Avenue $

3 Devon Avenue $

Total Optional Roof Lighting (F) $___________________

FORM A

CONTRACT EXECUTION

TO BE EXECUTED BY OWNER / SOLE PROPRIETOR

Signature of Proprietor: ____________________________________________________

Doing Business As: _______________________________________________________

Business Address: ________________________________________________________

TO BE EXECUTED BY A PARTNERSHIP/LIMITED LIABILITY COMPANY

Partnership Name: ________________________________________________________

Business Address: ________________________________________________________

Signatures and Addresses of All Members of the Partnership/Managers of the LLC:

1)______________________________________________________________________

2) ______________________________________________________________________

TO BE EXECUTED BY A CORPORATION

Corporate name: __________________________________________________________

Address: ________________________________________________________________

State of Incorporation: _____________________________________________________

Names of Officers of the Corporation:

President: Secretary:

Vice President: Treasurer:

The undersigned agrees to perform the Scope of Work according to the terms and conditions of the Contract Documents, including the Bid Proposal and pricing hereby submitted, and I understand that any conflict between the Contract Documents and the Proposal will be resolved in favor of the Contract Documents.

• The undersigned hereby acknowledges having received a full Bid Document including ADDENDA

NUMBERS________________________ (if applicable)

Signature Date

Print Name Title

FORM B

CONTRACTOR CERTIFICATIONS / AFFIDAVIT

Please certify the following by signing below:

A. CERTIFICATION TAX COMPLIANCE

Bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue or the City of Park Ridge, or if it is:

(1) it is contesting its liability for the tax or the amount of tax in accordance with procedures established by the appropriate Revenue Act; or

(2) it has entered into an agreement with the Department of Revenue for payment of all taxes due and is currently in compliance with that agreement.

B. CERTIFICATION - SEXUAL HARASSMENT POLICY

The undersigned, on behalf of the entity making this Bid or bid, certified that a written sexual harassment policy is in place, pursuant to Public Act 87-1257, effective July 1, 1993, 775 ILCS 5/2- 105 A. This Act has been amended to provide that every party to a public contract must have a written sexual harassment policy that includes, at a minimum, the following information:

1. The illegality of sexual harassment;

2. The definition of sexual harassment, under State law;

3. A description of sexual harassment, utilizing examples;

4. The vendor’s internal complaint process including penalties;

5. The legal recourse, investigative and complaint process available through the Department of

Human Rights and the Human Rights Commission;

6. Directions on how to contact the Department and Commission;

7. Protection against retaliation as provided by 6-101 of the Act.

C. ILLINOIS DRUG FREE WORKPLACE STATEMENT

1. Notify employees that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in the workplace.

2. Specifying the actions that will be taken against employees for violating this provision.

3. Notifying the employees that, as a condition of their employment to do work under the contract with the City, the employee will:

a. Abide by the terms of the statement.

b. Notify the undersigned of any criminal drug stature conviction for a violation occurring in the workplace not later than five (5) days after such a conviction.

4. Establishing a drug free awareness program to inform employees about:

a. The dangers of drug abuse in the workplace.

b. The policy of maintaining a drug-free workplace.

c. Any available drug counseling, rehabilitation, or employee assistance program.

d. The penalties that may be imposed upon an employee for drug violations.

5. The undersigned shall provide a copy of the required statement to each employee engaged in the performance of the contract with the City and shall post the statement in a prominent place in the workplace.

6. The undersigned will notify the City within ten (10) days of receiving notice of an employee’s conviction.

7. Make a good faith effort to maintain a drug free workplace through the implementation of these policies.

8. The undersigned further affirms that within thirty (30) days after receiving notice of a conviction of a violation of the criminal drug statue occurring in the workplace, he shall:

a. Take appropriate action against such employee up to and including termination; or

b. Require the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program approved for such purposed by a federal, state, or local health, law enforcement, or other appropriate agency.

D. BID RIGGING / ANTI-COLLUSION AFFIDAVIT

The undersigned does hereby certify to the City, its Council Members, officers and employees that neither I nor employees of the company are barred from bidding on the contract for which this bid is submitted, as a result of violation of either Section 33E-3 ("Bid-rigging") or Section 33E-4 ("Bid-rotating") of Article 33E of the Criminal Code of 1961 of the State of Illinois approved July 28, 1961, as amended.

E. CERTIFICATION - EQUAL EMPLOYMENT OPPORTUNITY

The Contractor and all subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. The Contractor also agrees that all of the Contractors employees are authorized to work in the United States. Contractor shall comply with all terms of the Equal Employment Opportunity Clause of the Illinois Fair Employment Practices Commission.

The Contractor shall take affirmative action to ensure that all applicants are employed, and that employees are equally treated during employment, without regard to their race, religion, color, sex, or national origin. Such action shall include, but not to be limited to the following:

1. Employment, upgrading, demotion and transfer.

2. Recruitment or recruitment advertising.

3. Layoff or termination.

4. Rates of pay or other forms of compensation.

5. Selection for training including apprenticeship.

The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of non-discrimination.

The Contractor and all subcontractors shall, in all solicitations or advertisements for employees placed by them or on their behalf; state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin.

F. GENERAL LAW COMPLIANCE

All project construction Work shall comply with all State and Municipal Laws and Regulations, and with all Local Ordinances and Rules pertaining to this Work. Such Laws, Regulations, Ordinances and Rules shall be considered a part of these Specifications.

All successful Contractors must comply with the provisions of the Illinois Human Rights Act (Act) dealing with equal employment opportunities (Section 2-105,775 ILCS5/2-105) including equality of employment opportunity and the regulations of the Department of Human Rights of the State of Illinois and also must provide for the adoption and implementation of written Sexual Harassment Policies. The Contract with the successful Bidder will provide for this requirement. The Statutory provisions setting forth what such policies shall include as a minimum under the Act are on file with the City and available to the Contractor upon request.

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