RFP_Lighting_Installations_MultiBuidlings_2025_FINAL.docx.pdf

CITY OF BLOOMINGTON DEPARTMENT OF:

Economic and Sustainable Development

401 N. Morton St.

Bloomington, IN 47404 www.bloomington.in.gov

REQUEST FOR PROPOSALS

For

MULTI-BUILDING LIGHTING INSTALLATIONS

RFP # 2025-ESD-009

RELEASE DATE: 8/11/2025

MANDATORY SITE MEETING DATE: 8/20/2025

SUBMITTAL DATE: 8/29/2025

http://www.bloomington.in.gov/ http://www.bloomington.in.gov/

PURPOSE:

The City of Bloomington Department of Economic and Sustainable Development is requesting proposals for a Lighting Installation project at the Banneker Community Center located at 930 W. 7th St., Animal Shelter Building located at 3410 S. Walnut St., the Sanitation Building located at 3406 S. Walnut St., Fire Station #4 located at 2201 E. Third Street, and Fire Station #5 located at 1987 S. Henderson St. in Bloomington, Indiana.

The purpose of this request is to provide interested parties with information to enable them to prepare and submit a proposal for the scope of services included in this request. The City of Bloomington Department of Economic and Sustainable Development (ESD) intends to use the results of this process to potentially award contracts for the Lighting Installation requested in this proposal.

PART I: GENERAL INFORMATION

1.1 BACKGROUND:

The City of Bloomington is located in Indiana. The Department of Economic and Sustainable Development (herein referred to as “ESD”) is part of the City of Bloomington municipal government.

ESD will provide funding for the Lighting Installation and select the Contractor. The selection of a Contractor shall be based on the evaluation of work history, experience, completeness of proposal documents, and other pertinent factors, in conjunction with the overall total cost.

If a contract is awarded, it will be approved and signed by the selected Contractor and the respective Board that is responsible for each building. The Banneker Community Center is maintained by the Parks and Recreation Department and the contract will be approved by the Board of Park Commissioners. The Department of Public Works maintains the Animal Shelter and Sanitation Buildings, Fire Station #4, and Fire Station #5, and the contract will be approved by the Board of Public Works.

1.2 SCOPE OF WORK:

FIRE STATION 4

2201 E. Third St.

LED Lighting Retrofit:

This project includes the retrofit of lighting fixtures in three areas in Fire Station 4.

Specifically, the work will involve:

● Retrofitting the four-foot 2-lamp strip fixture in the laundry room

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting the four-foot 2-lamp strip fixture in the water heater storage room

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting the four-foot 2-lamp strip fixture in the storage closet

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product Recycling all old ballasts and lamps 5-10% of extra stock lamps

FIRE STATION 5

1987 S. Henderson St.

LED Lighting Retrofit:

This project includes the retrofit of a portion of the light fixtures in Fire Station 5.

Specifically, the work will involve:

● Relamping the five decorative red outdoor fixtures above the west garage door

● [5] Rab Lighting: A19-10-E26-840-DIM or comparable product

● Retrofitting 22 four-foot 2-lamp strip fixtures mounted on the garage ceiling at 16-20ft

● [44] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting two four-foot 2-lamp strip fixtures mounted on the living room storage closet

● [4] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Relamping the 2-lamp fixture in the storage closet

● [2] Rab Lighting: A19-5-E26-840-DIM or comparable product

● Retrofitting two four-foot 2-lamp strip fixtures mounted on the bathroom ceiling

● [4] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Relamping the 4-lamp fan fixture in the bunk room

● [4] Rab Lighting: A19-5-E26-840-DIM or comparable product

● Retrofitting two four-foot 2-lamp strip fixtures mounted on the locker room ceiling

● [4] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Relamping the two 1-lamp security fixtures on the locker room ceiling at top of stairs

● [2] Rab Lighting: A19-5-E26-840-DIM or comparable product

● Retrofitting one four-foot 2-lamp strip fixture mounted on the storage closet ceiling

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting 16 four-foot 2-lamp strip fixtures mounted on the gym ceiling at 16-20ft

● [32] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Replacing one flood light outdoor fixture above the north garage door

● [1] Rab Lighting: WP2XFU40 or comparable product

● Relamping two outdoor red security fixtures on the south side of the building

● [2] Rab Lighting: A19-10-E26-840-DIM or comparable product

● Relamping two 6” can lights in vestibule

● [2] Rab Lighting: A19-10-E26-840-DIM or comparable product Recycling all old ballasts and lamps 5-10% of extra stock lamps

SANITATION BUILDING

3406 S. Walnut St.

LED Lighting Retrofit:

This project includes the retrofit of a portion of light fixtures in the Sanitation Building.

Specifically, the work will involve:

● Retrofitting one four-foot 2-lamp strip fixture in the IT room

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting two four-foot 2-lamp strip fixtures in the crow’s nest

● [4] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Relamping one 6” can light in shower

● [1] Rab Lighting: A19-10-E26-840-DIM or comparable product

● Retrofitting one 2x2 troffer fixture in the break room

● [2] Rab Lighting: T8-13-U6G-840-SD-HYB or comparable product

● Relamping one 6” can light in break room

● [1] Rab Lighting: A19-5-E26-840-DIM or comparable product

● Relamping three 6” can lights in office

● [3] Rab Lighting: A19-5-E26-840-DIM or comparable product

● Retrofitting one 2x2 troffer fixture in the office

● [2] Rab Lighting: T8-13-U6G-840-SD-HYB or comparable product

● Retrofitting one four-foot 2-lamp strip fixture mounted on the storage closet ceiling

● [2] Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● Retrofitting one 2x2 troffer fixture in the front hallway

● [2] Rab Lighting: T8-13-U6G-840-SD-HYB or comparable product

● Relamping two 6” can lights in the women’s bathroom

● [1] Rab Lighting: A19-10-E26-840-DIM or comparable product Recycling all old ballasts and lamps 5-10% of extra stock lamps

ANIMAL SHELTER

3410 S. Walnut St.

LED Lighting Retrofit:

This project includes the retrofit of a portion of light fixtures in the Animal Shelter.

Specifically, the work will involve:

Please see attached PDF file titled “Animal Shelter Bid Specifications” with details of all rooms and fixtures to be retrofitted Full material list:

● (9) Rab Lighting: A19-5-E26-840-DIM or comparable product

● (4) Rab Lighting: HIDFA-45S-EX39-8CCT-BYP/5SP or comparable product

● Rab Lighting: PAR38-16-940-40D-DIM or comparable product

● (2) Rab Lighting: PLC-9-O-840-HYB or comparable product

● (220) Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● (14) Rab Lighting: T8HO-40-96G-FA8-840-DE-BYP or comparable product

● (44) Rab Lighting: T8-9-24G-840-DE-BYP or comparable product Recycling all old ballasts and lamps 5-10% of extra stock lamps

BANNEKER COMMUNITY CENTER

930 W. 7th St.

LED Lighting Retrofit:

This project includes the retrofit of the majority of light fixtures in Banneker Community Center. Specifically, the work will involve:

Please see attached PDF file titled “Banneker CC Bid Specifications” with details of all rooms and fixtures to be retrofitted Full material list:

● (15) Rab Lighting: A19-10-E26-840-DIM or comparable product

● (170) Rab Lighting: T8-10.5-48G-840-DE-BYP or comparable product

● (4) Rab Lighting: T8-13-U6G-840-SD-HYB or comparable product Recycling all old ballasts and lamps 5-10% of extra stock lamps

1.3 GENERAL SPECIFICATION INFORMATION:

The normal business hours for the buildings are 8:00 a.m. to 5:00 p.m., but the buildings can and will be open at different times throughout the week for various meetings and gatherings. Some buildings, such as the fire stations and the animal shelter, have full staff 24/7 based on their operations. Contractors should plan accordingly and not overly disturb or interrupt operational tempos at these facilities while performing their work.

1.3.1 The buildings employs multiple forms of security including closed-circuit television, internet-based cameras, and electronic access card entry systems. Doors to the outside shall always be locked and shall not be propped open at any time. Electronic access cards will be assigned to the Contractor’s employees, or the employees will be required to sign out and sign in an access card to use while working at the facility.

1.3.2 The Contractor shall require all employees to personally sign and be responsible for electronic access cards used to gain access to work areas and facilities. This card shall only be used by the person who has signed for the card. Lost or Stolen keys or access cards shall be reported immediately to the Department staff member who provided the keys or access cards to the Contractor.

1.3.3 The Contractor shall not interfere with employee or public use of the facilities and shall conduct its operations as to offer the least possible obstruction and inconvenience or disruption to the area within which the services are performed.

1.3.4 The responder shall note in their proposal any special site preparation requirements i.e.

environmental considerations, and or storage requirements of equipment and supplies.

Responder is responsible for removal of all packaging material and debris at the end of each workday as well as at the end of the project.

1.3.5 Contractor shall supply all required miscellaneous and incidental equipment, including wire, nuts, bolts, connectors, power transformers (if required).

1.4 QUALIFICATIONS AND STAFFING:

Contractor shall be responsive, responsible, and have the financial capability, experience, and personnel to render the services requested.

1.4.1 Contractor shall mobilize construction forces necessary to perform the identified activities within 90 days after approval of the Work Plan and related submittals.

1.4.2 The use of staff who are not adequately trained may be sufficient grounds for termination of the contract.

1.4.3 The city reserves the right to suspend work by the Contractor, wholly or in part, for the necessary period due to the failure of Contractor or their staff, to carry out directions, or not consistently meeting the specifications and provisions included in this RFP, and any subsequent contract renewals that may be awarded as a result of this RFP.

1.4.4 Contractor employees shall not be allowed to bring family, friends, or pets (except service animals) on city properties covered under this contract. Contractor employees are also prohibited in the use or possession of the following items while on city property: weapons of any type, including but not limited to, guns, knives, batons, or clubs.

1.4.5 Contractor employees shall not be under the influence of alcohol or illegal drugs or possess any contraband that is classified as alcohol or illegal drugs. Any violation of this requirement and the Bloomington Police Department will be notified, and the contractor employee will be removed from city property immediately. City property also includes any parking areas and designated break or smoking areas.

1.4.6 The city reserves the right to require immediate removal of any employee from city property it deems unfit for service for any reason not contrary to law. This right is non-negotiable and the Contractor agrees to this condition by accepting the contract.

1.4.7 Failure of the Contractor or their employees to comply with all applicable laws, regulations and rules and specifications shall permit the city to terminate this contract without liability.

1.5 SELECTION PROCESS:

All proposals deemed responsive to this request will be reviewed. Selection of the successful Contractor will be based on multiple factors including, but not limited to, cost, experience, ability, capability, stability, and references.

1.5.1 The city may make an award, with the approval of the Board of Public Works and the Board of

Park Commissioners, to the Contractor who submits a proposal judged by the city to be the most advantageous.

1.5.2 The Contractor or an authorized agent may withdraw a proposal upon written request prior to the scheduled closing time for accepting proposals. Negligence on the part of the Contractor in preparing their proposal confers no right to withdraw his or her response after the scheduled closing time for filing proposals.

1.5.3 All proposals submitted shall remain open and valid until the proposal has been rejected, or accepted, and awarded. Furthermore, the city may reject any and all proposals, waive any irregularities or informalities in a proposal, and issue a new or modified request, or cancel the RFP if it is found to be in the best interest of the city.

1.5.4 Discussions and negotiations may take place with the short list of Contractors to ensure clarification and to obtain a best and final offer.

1.6 AWARD:

The city, through the Board of Public Works and the Board of Park Commissioners, may make an award to the Contractor who submits the proposal judged by the city to be the most advantageous. The city reserves the right to award on an all-or-none basis, or award to multiple Contractors if it is in the best interest of the city.

The award, if issued, will be issued at a subsequent meeting of the Board of Public Works and the Board of Park Commissioners.

1.6.1 The city reserves the right to rescind any award if it is determined the offer is not in the best interest of the city, or if errors, omissions, inaccuracies, non-compliance or any deficiencies are discovered after the award has been issued.

1.6.2 If the city determines that all proposals received should be rejected, Contractors shall be notified by the Assistant Director of Sustainability accordingly. The city may or may not resubmit the proposal request.

1.6.3 Results shall not be given over the telephone, or prior to the award of a contract.

1.6.4 Proposals may be withdrawn any time before the scheduled deadline for receipt of proposals;

no proposals may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

1.6.5 The city reserves the right to reject the submittal based on its assessment of the Contractor’s prior performance.

1.6.6 A City of Bloomington Public Servant is required to notify the Assistant Director of Sustainability prior to submitting a proposal for consideration to determine eligibility. State law IC 35-44.1-1-4 prohibits a Public Servant or their dependents from deriving a profit from a contract or a purchase from the government entity they serve unless certain disclosure requirements are met. A Public Servant who knowingly or intentionally executes a contract or purchase without full disclosure or proper approval from the government entity commits a conflict of interest, which is a Level 6 Felony, which is punishable by six (6) months to two and a half (2 ½) years in jail and/or up to a $10,000 fine.

1.7 KEY DEADLINE DATES:

Event Time Day Date

RFP Issuance Date N/A Monday 8/11/2025

Mandatory Pre-Proposal

Meeting 10:00 a.m. Local Time Wednesday 8/20/2025

RFP Inquiries Due 5:00 p.m. Local Time Friday 8/22/2025

City Responses Due 5:00 p.m. Local Time Wednesday 8/27/2025

Contract Compliance

Documents Due 5:00 p.m. Local Time Wednesday 8/27/2025

Proposal Submittal

Deadline 11:00 a.m. Local Time Friday 8/29/2025

Proposal Opening by ESD

4:00 p.m. Local Time

Friday

8/29/2025

The city reserves the right, at its sole discretion, to adjust the RFP key deadline dates as it deems necessary.

Any adjustment of the deadline dates shall constitute an RFP addendum. Any addenda shall be posted through the city’s OpenGov e-Procurement Portal and it is the responsibility of each Proposer to register on this site to receive any addenda or additional information posted regarding this proposal.

1.8 E-PROCUREMENT PORTAL:

The City of Bloomington has collaborated with OpenGov and is excited to announce we are transitioning from our current paper-based solicitation process to a fully automated web-based electronic solicitation platform.

This will allow us to issue bids, proposals and quote solicitations and accept vendor submissions electronically.

This Proposal is accessible on this portal and proposal submissions will ONLY be accepted through the e- Procurement Portal.

If you would like to be notified via email of future opportunities with City of Bloomington, click on or copy the link below into your web browser, and go to the city’s e-Procurement Portal hosted by OpenGov, click on the green “Subscribe” button under the city logo. There is never a cost for Vendors, Suppliers, or Contractors to register in OpenGov’s e-Procurement Portal. You will register twice, once for OpenGov then for the City of Bloomington Procurement Portal.

PART II: GENERAL CONDITIONS

2.1 SUBMISSION REQUIREMENTS:

Sealed proposals shall be submitted/uploaded to the City of Bloomington e-Procurement Portal to the project profile assigned to the RFP. Submittals will be due on or before 11:00 a.m. local time, August 29, 2025. No emailed or facsimile offers will be accepted. Sealed proposals will be opened through the portal, and each Proposer’s name will be read aloud by the Assistant Director of Sustainability at the City of Bloomington Council Chambers located at City Hall on August 29, 2025 at 4:00 p.m. local time. Proposals received after the deadline will not be considered.

Proposals shall include all of the information and completed forms shown below:

1. Company and Proposal Information

2. Proposal Cost Form and Reference Request Form - Exhibit A

3. E-Verify Employment Affidavit – Exhibit B

4. Non-Collusion Affidavit – Exhibit C

5. Living Wage Affidavit - Exhibit D

6. Contract Compliance Certification Form – Exhibit E

7. Sample Contract Agreement – Exhibit F

Any deviation from these requirements may result in your proposal being considered non-responsive, thus eliminating your company from further consideration.

2.2 PROPOSAL COSTS:

Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the city to reimburse any individual or company for any costs incurred in preparing or submitting proposals, or providing additional information when requested by the city, this includes, but is not limited to, costs for travel and per diem, attending interviews, providing presentations or demonstrations, and participating in contract negotiation sessions.

2.3 ACCEPTANCE OR REJECTION:

Submission of any proposal indicates acceptance of the conditions and requirements contained in the Request for Proposal unless clearly and specifically noted otherwise in the submittal documents. The City of Bloomington also reserves the right to reject any and all proposals, in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals.

2.4 COMPLIANCE:

The Contractor warrants and agrees that its performance under this contract will at all times comply with all local, state and federal laws, codes, rules, ordinances, and regulations.

2.5 PRE-PROPOSAL SITE MEETING (MANDATORY):

A mandatory pre-proposal meeting is scheduled for August 20, 2025, at 10:00 a.m. local time. The meeting will be held at City of Bloomington McCloskey Conference Room, City Hall, located at 401 N. Morton St., Bloomington, Indiana. All attendees must sign in at the meeting. Only Contractors and Firms who attend the pre-proposal meeting will be allowed to submit a proposal for consideration. The city will either respond to questions or document questions for later response. Any follow-up site visit questions should be submitted as per the instructions listed in Section 2.7.

2.6 INQUIRIES:

It is the responsibility of each Contractor to examine the RFP and to seek clarification if the Contractor does not understand any information or instructions.

Questions regarding the RFP must be submitted via the project link on the city’s e-Procurement Portal. The city assumes no liability for assuring accurate, complete, and on-time transmission and receipt. Inquiries must be submitted no later than 5:00 p.m. local time on August 22, 2025.

1. The city will respond to all inquiries within two (2) business days of submittal.

2. Submit inquiries to: The Project link on the e-Procurement Portal

2.7 ADDENDA:

If revisions become necessary, the city will provide written addenda. Any addenda issued by the city must be signed and submitted with the proposal documents submitted to the city. Contractors/Vendors registered with the OpenGov e-Procurement Portal will receive a notification via email to the email address used during registration of any addenda that is issued for this project.

2.8 PROPOSAL FORMAT:

In order to facilitate the evaluation of responses to this RFP, Contractors are required to prepare their proposals in accordance with the instructions outlined in this section. Each Contractor is required to submit the proposal in PDF format through the e-Procurement Portal. Companies whose proposal deviates from these instructions may be considered non-responsive and may be disqualified at the city's discretion.

Qualified Contractors interested in performing the work described in this Request for Proposal shall provide the following information presented in a clear, comprehensive, and concise manner illustrating the company’s capabilities and expertise:

2.8.1 Company Introductory Letter - Letter must state the name and title of the person(s) authorized to represent the company in any negotiations, the name(s) and titles(s) of persons authorized to sign any contract that may result from this RFP, the contact person’s name, mailing address, phone and fax numbers, and email address. A legal representative of the company authorized to bind the company in contractual matters must sign the Cover Letter and the Proposal.

2.8.2 Contractor Qualifications and Information– Provide a statement that documents the Contractor’s qualifications as it relates to the experience described in the Scope of Work. The response should also include the following:

a) Summary of the Contractor’s general qualifications, specific disciplines that are applicable to the proposed work, background, number of employees working full-time and part- time, and their qualifications, and a listing of office locations.

b) Outline the company’s capacity to carry out the scope of work requested. This shall include the number of work hours and staff dedicated to each facility.

c) Include a detailed listing of projects comparable in size to the City of Bloomington where the Contractor has provided full lighting replacement as requested in this RFP.

d) Contractors shall include how long they have been in business providing services to similar to locations comparable in scope and size.

e) Provide references from three (3) most recent projects, including detailed contact information for whom comparable services have been provided. List this information on the References Request Form (Page 2 of Exhibit A) provided in this information packet.

f) Contractor shall also provide information on all past contracts which were terminated for default in the last five (5) years through-out the United States. The Contractor shall include the reason for termination, the deficiencies as described and how they were remedied. The Contractor should also include any information pertinent to its position in regards to the terminations or defaults.

g) If the Contractor has experienced no terminations or defaults in the last five (5) years this should also be noted.

h) There is no guarantee, expressed or implied, that the optional proposals will be included in the final contract.

PART III: EVALUATION OF PROPOSALS

3.1 EVALUATION METHOD:

All proposals deemed responsive to this request will be evaluated. Representatives from the Department of Economic and Sustainable Development (ESD), Department of Public Works (DPW), Bloomington Fire Department (BFD), and Parks and Recreation Department will review each proposal and consider the qualifications and demonstrated experience of each respondent and the additional criteria listed in Evaluation Criteria Section 3.2. The award, if any, will be based upon the proposal that is determined to be the most advantageous to the city.

3.2 EVALUATION CRITERIA:

While cost is important, other factors are also significant. Consequently, the city may select a proposal other than the lowest cost proposal. The city’s goal is to choose the Contractor capable of providing quality service and experience that will help the city achieve the goals within a reasonable budget.

The evaluation of proposals will be based on the experience of each company (past and present), references, and understanding of proposal scope of work, proposal completion, and cost.

Discussions and negotiations may occur with the qualifying shortlist of Firms to ensure clarification, request additional information, and obtain the best and final offer (BAFO).

POINTS GRID

Possible Points

Responsiveness/Completion of Proposal

Were all the requested documents and information requested included with the proposal?

Experience/Qualifications

Firm's experience working within the requested Service arena;

firm's experience working with Municipalities and their ability to complete the Scope of Work on time, and on budget.

Proposed Solution and Scope of Services

Does the Firm understand what it will take to successfully achieve the goals and objectives of the requested services? How well does the Firm meet the technical and functional requirements as described in the Scope of Work?

Budget

Does the budget seem reasonable for the Scope of Work proposed;

does the budget provide the city good value?

Total Points Possible 100

PART IV: GENERAL REQUIREMENTS

4.1 VENDOR/CONTRACTOR/SERVICE PROVIDER REGISTRATION:

Upon notification of an award of a contract, a company must meet the vendor approval requirements of the city. Therefore the company shall received directly from the department buyer city Vendor Documents, which include a Substitute W-9 Form and Electronic Funds Transfer Form. Both forms must be completed and returned to the city staff member who provided the Vendor Documents. You may also include your company’s standard W-9 form in additional to the city’s substitute W-9 Form supplied in the Vendor Documents. Please contact the Controller’s office at 812.349.3474 if you have any questions.

4.2 PAYMENT PREFERENCE:

The City of Bloomington’s preferred method of payment is Electronic Funds Transfer (EFT). Payments processed through an EFT saves dollars by increasing efficiency and streamlining the payment process. This eliminates the cost of paper, printing, postage, paperwork, and time.

If awarded a contract, the company selected shall submit a completed EFT form with the substitute W-9 Form to the staff member who makes this request as soon as they have been notified of an award of a contract or order.

Please contact the Controller’s office at 812.349.3474 if you have any questions.

4.3 TAX EXEMPTION:

The City of Bloomington is exempt from payment of all state and federal sales taxes. Tax documents are available upon request.

4.4 INSURANCE:

If awarded a contract the Contractor shall maintain the minimum amount of insurance coverage shown below during the performance period of the service contract including any contract renewal periods. Certificates of Insurance listing City of Bloomington as the insured must be on file prior to commencement of work.

4.4.1 All insurance policies shall be issued by an insurance company authorized to issue such insurance in the State of Indiana.

4.4.2 Commercial General Liability (Occurrence Basis) bodily injury, personal injury, property damage, contractual liability, products-completed operations, Insurance coverage, with a minimum combined single limit coverage amount of $1,000,000 for each occurrence, and $2,000,000 in the aggregate.

4.4.3 Comprehensive Automobile Liability Insurance coverage, with a minimum combined single limit of $1,000,000 for each person, and $1,000,000 for each accident.

4.4.4 Worker’s Compensation Insurance coverage in accordance with the statutory requirements.

Umbrella Excess Liability insurance coverage with a minimum of $5,000,000 for each occurrence and $5,000,000 in the aggregate. The deductible on the Umbrella Liability shall not exceed $10,000.

4.4.5 The City of Bloomington, the Department, the officers, employees, and agents of each shall be named as additional insured under the General Liability Insurance and Automobile Liability Insurance policies. The policies shall stipulate that the insurance will operate as primary insurance and that no other insurance effected by the city will be called upon to contribute to a loss.

4.4.6 Computer Attack and Cyber Extortion

Computer Attack Limit – Annual Aggregate $1,000,000

Sublimits – Per Occurrence – Cyber Extortion $100,000 Computer Attack and Cyber Extortion Deductible – Per Occurrence $10,000

4.4.7 Network Security Liability

Network Security Liability Limit – Annual Aggregate $1,000,000

Network Security Liability Deductible – Per Occurrence $10,000

4.4.8 Electronic Media Liability

Electronic Media Liability – Annual Aggregate $1,000,000

Electronic Media Liability – Per Occurrence $10,000

4.5 WARRANTIES:

The Contractor warrants that all articles, equipment, materials, services or goods furnished or used in the performance of this contract shall be consistent with manufacturer’s specifications and shall be free from defects. Also, the Contractor shall warrant their work for the duration of the contract period, including any contract renewal options which are exercised.

The Contractor shall also warrant that all Services and Workmanship furnished under this contract shall conform to the methods, standards and best practices of the trade or industry they serve, and all work shall be performed by skilled and experienced staff or workers trained in the specific services covered by this contract.

4.6 AFFIDAVITS:

The selected Contractor shall also be required to execute E-Verify and Non-Collusion affidavits as required by Indiana State statues.

▪ E-VERIFY AFFIDAVIT (Exhibit B): Pursuant to Indiana Code 22-5-1.7-11, each Company is required to enroll in and verify the work eligibility status of all of its newly hired employees through the E-Verify program. An affidavit shall be signed and notarized which affirms that the Contractor does not knowingly employ an unauthorized alien. This affidavit is provided and should be submitted with your proposal.

▪ NON-COLLUSION AFFIDAVIT (Exhibit C): Pursuant to Indiana Code 5-22-16-6, each Company is required to affirm it has not, nor has any other member, representative, or agent of the Contractor, company, corporation or partnership represented by Company, entered into any combination, collusion or agreement with any person relative to the price to be offered by any person nor to prevent any person from making an offer nor to induce anyone to refrain from making an offer and that this offer is made without reference to any other offer. This affidavit is provided and should be signed, notarized, and submitted with your proposal.

▪ LIVING WAGE AFFIDAVIT (Exhibit D): Under Bloomington Municipal Code Chapter 2.28, the purpose of the Bloomington Living Wage Ordinance is to ensure that the city, city service Contractors and subcontractors, and beneficiaries of a city grant, tax abatement or other forms of subsidy or assistance pay a wage sufficient for a working family to meet basic needs in housing, child care, food, clothing, household items, transportation, health care, and taxes. This affidavit is provided and should be signed, notarized and submitted with your proposal.

4.7 Contract Compliance Certification (Exhibit E):

The city is implementing a temporary contract compliance policy that specifically covers what long-standing federal law protects: (1) nondiscrimination of protected classes; (2) anti-harassment; (3) grievance processes for discrimination and harassment; and (4) prohibition of retaliation. The following contract compliance policy will be used to satisfy the requirements in BMC §2.23.180 until such a time that the Common Council of the City of Bloomington considers new code regulations concerning contracting with the city.

All bidders, quoters, vendors, and grant recipients with the City of Bloomington for projects exceeding $10,000.00 must submit the attached Contract Compliance Certification form prior to entering into a contract with the city. The legal department will provide a letter acknowledging receipt of the certification form and providing a date for an annual review of the certification.

Anna Holmes, Contract Compliance Officer, may be contacted at (812) 349-3557, 8:00 a.m. to 5:00 p.m.

Monday through Friday. The Contract Compliance Certification Form is included in this RFP. It is strongly advised you also email a copy of the form to the Compliance Officer at anna.holmes@bloomington.in.gov at least 24 hours before proposals are due to enure your form is approved prior to the award of a contract. Also include a completed form with your proposal.

4.8 LIVING WAGE ORDINANCE (Exhibit D):

City of Bloomington’s Living Wage Ordinance 2.23 is applicable to this contract. The purpose of the Living Wage Ordinance is to ensure that the city, city service Contractors and subcontractors, and beneficiaries of a city grant, tax abatement or other forms of subsidy or assistance pay a wage sufficient for a working family to meet basic needs in housing, childcare, food, clothing, household items, transportation, health care, and taxes. For 2025, the Living Wage for covered employees is $16.22 per hour, or $2.43, may be in the form of the covered employer’s contribution to health insurance available to the covered employee. For 2026, the living wage will be $16.66 per hour, or $2.50, may be in the form of the covered employer’s contribution to health insurance available to the covered employee. It is the Contractor’s responsibility to ensure their staff is compensated accordingly. Contact the City Legal Department at (812) 349-3426 or legal@bloomington.in.gov to obtain the updated living wage compensation prior to the beginning of each year the contract is in effect. Contractors must complete and submit the Living Wage Affidavit (Exhibit D) provided in this packet with their proposal.

4.9 CONTRACT AGREEMENT (Exhibit E):

Contracts shall be reviewed and approved by the city Legal Department prior to being signed and awarded by the Board of Public Works Board members and Board of Park Commissioners members. If contracts are to be awarded from the results of the RFP, they will be submitted at the Board of Public Works’ and Board of Park Commissioners’ next scheduled meeting, or a subsequent meeting. Any award will require a properly executed Agreement, which is included in this packet. The contract includes the term of the contract, insurance requirements, and general terms and conditions. Submission of a proposal indicates acceptance of the terms and conditions contained within this agreement unless clearly noted in the submittal documents.

PART V: ADDITIONAL REQUIREMENTS

5.1 SMOKING

Smoking is prohibited in or near city buildings. There are designated areas for smoking at each facility location.

It is the responsibility of the Contractor to inform their employees of the designated areas. If there is not a designated area, then the employee may smoke in their personal vehicle. No smoking debris shall be discarded on or in city property, including planters, grassy areas, trash receptacles, or mulched areas. If there is not a smoking receptacle available at a location then the Contractor shall ensure the removal of the smoking debris from city property and discard accordingly.

5.2 DAMAGES

The Contractor shall be responsible for ensuring that all reasonable precautions are taken to protect furnishings, fixtures, equipment, computers, telephones, copying machines, flooring, window coverings, carpeting, fax machines, personal items, telecommunications and electrical equipment and cables, and all other physical objects in areas where work is occurring. Upon investigation of the cause and cost of damages, the Assistant Director of Sustainability shall contact the Contractor who shall be required to reimburse or replace damaged items.

mailto:legal@bloomington.in.gov

EXHIBIT A

CITY OF BLOOMINGTON PROPOSAL COST FORM

RFP #2025 – MULTI-BUILDING LIGHTING INSTALLATION

Form should be uploaded to the city's e-Procument Portal maintained by OpenGov along with the other required documents for this project.

https://procurement.opengov.com/ portal/bloomingtonin

Pricing shall include all costs, including labor and material and a breakdown of the cost of work by level.

Information detailing the cost per level can be included on an additional page, if necessary.

Item No. Description Cost

1. Replacement and installation of Lights for Banneker Community Center

2. Replacement and installation of Lights for Animal Shelter Building

3. Replacement and installation of Lights for Sanitation Building

4. Replacement and installation of Lights for Fire Station #4

5. Replacement and installation of Lights for Fire Station #5

Project Total:

FIRM/CONTRACTOR INFORMATION

(Please print legibly)

Company:

Name and Title:

Address:

Telephone: Fax:

E-Mail:

Signature:

(Must be signed by an authorized company representative.)

CITY OF BLOOMINGTON

REFERENCE REQUEST FORM

BUSINESS REFERENCES

Submit reference information for similar and comparable contracts relevant to the Scope of Work being requested. This list shall include customer contact information and the duration of contract for each reference supplied.

REFERENCES

Please provide three (3) customer references for

1. Contact Name:

Company Name:

Address:

Phone: Email Address:

Contract Term: Beginning Date: End Date:

2. Contact Name:

3. Contact Name:

STATE OF

COUNTY OF

) SS:

EXHIBIT B

AFFIDAVIT REGARDING E-VERIFY

The undersigned, being duly sworn, hereby affirms and says that:

1.The undersigned is the of .

(Job title) (Company name)

2. The company named herein that employs the undersigned has contracted with or is seeking to contract with the City of Bloomington to provide services.

3. The undersigned hereby states that, to the best of his/her knowledge and belief, the company named herein does not knowingly employ an “unauthorized alien,” as defined at 8 United States Code 1324a(h)(3).

4. The undersigned hereby states that, to the best of his/her knowledge and belief, the company named herein is enrolled in and participates in the E-verify program.

Signature

Printed name

STATE OF COUNTY OF )

Before me, a Notary Public in and for said County and State, personally appeared and acknowledged the execution of the foregoing this day of , 20 .

Notary Public

Printed name My Commission Expires:

County of Residence:

EXHIBIT C

NON-COLLUSION AFFIDAVIT

The undersigned offer or agent, being duly sworn on oath, says that he has not, nor has any other member, representative, or agent of the Firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be offered by any person nor to prevent any person from making an offer nor to induce anyone to refrain from making an offer and that this offer is made without reference to any other offer.

OATH AND AFFIRMATION

I affirm under the penalties of perjury that the foregoing facts and information are true and correct to the best of my knowledge and belief.

Dated this day of , 20 .

(Name of Organization)

By: _

(Name and Title of Person Signing)

STATE OF COUNTY OF )

Subscribed and sworn to before me this day of .

My Commission Expires:

Notary Public Signature

Resident of County Printed Name

Updated May 13, 2025 EXHIBIT D

To: Prospective Bidders/Vendors/Grant recipients

RE: Equal Employment Plan, Living Wage Ordinance, and Drug Testing Policy

FROM: Anna Lamberti Holmes, Assistant City Attorney/Contract Compliance Officer

EQUAL EMPLOYMENT OPPORTUNITY:

The City is implementing a temporary contract compliance process that covers specifically what long-standing federal law protects: (1) nondiscrimination of protected classes; (2) anti-harassment; (3) grievance processes for discrimination and harassment; and (4) prohibition of retaliation. The following contract compliance process will be used to satisfy the requirements in BMC §2.23.180 until such a time that the Common Council of the City of Bloomington considers new code regulations concerning contracting with the city.

All bidders, quoters, vendors, and grant recipients with the City of Bloomington for projects in excess of $10,000.00 must submit the attached contract compliance certification form prior to submitting a bid or as part of your bid packet by the bid deadline.

The attached contract compliance certification form (Exhibit E) replaces the previously required AAP and workforce breakdown form and must be on file in the legal department. The legal department will provide a letter acknowledging receipt of the certification form and providing a date for an annual review of the certification.

LIVING WAGE: Contractors that are considered “covered employers” under City Ordinance 2.28, otherwise known as the “Living Wage Ordinance” or “LWO,” are required to pay their covered employees at least a living wage.

Currently, the living wage is $16.22 per hour for covered employees. Up to 15% of that amount, or $2.43, may be in the form of the covered employer’s contribution to health insurance available to the covered employee.

If the city determines the successful bidder is a covered employer under the LWO, Contractor shall execute the Living Wage Ordinance Affidavit (Exhibit D); shall abide by the LWO by paying their employees a living wage and providing the city with information requested in the course of enforcing the LWO; and shall post the Living Wage Poster, provided on the last page of this packet, in areas frequented by their covered employees.

The attached flow chart provides guidance on whether the Contractor is a "covered employer."

DRUG TEST POLICY: Finally, please be aware that if you are submitting a bid for a public works project with an estimated cost of $150,000.00 or more, you will need to submit your company’s written drug testing plan with your bid. Your plan must comply with I.C. 4-13-18-1. Failure to do so may make you ineligible to be awarded a bid or contract. Please see your bid packet for more details.

If you have any questions, contact the city’s Legal Department at 812.349.3426 or email the City at legal@bloomington.in.gov. The office hours are Monday through Friday, 8-5.

mailto:legal@bloomington.in.gov

The City of Bloomington (CoB) Living Wage Ordinance (LWO) applies to three groups of employers:

1) The CoB;

2) Companies that provide services to the CoB through contracts or subcontracts; or

3) Organizations that receive CoB subsidies or grants.

As an employer under categories 2 or 3, you may or may not be subject to the LWO. To find out, follow the applicable flow chart, below, or contact the City Legal Department.

Companies that Provide Services to the CoB through Contracts or Subcontracts (“Agreement”)

Is the

Contract or

Subcontract worth at least

$10,000?

Are the services rendered on the following list:

1. Ongoing food service;

2. Janitorial/custodial;

3. Security;

4. Parking lot management or attendance;

5. Waste management;

6. Auto repair or maintenance;

7. Landscaping

8. Utility or building maintenance;

9. Carpentry;

10. Clerical or office services;

11. Street maintenance or repair;

12. Sidewalk construction, maintenance, or repair;

13. Laundry services;

14. Pest control; or

15. Resident and day shelter services.

You are not subject to the

Living Wage

Ordinance.

Are you a for-profit organization that employs 10 or more people, or a non-for profit that employs 15 or more people, as defined below?

“People” includes all full time, share time, temporary, and part time employees.

“People” does not include:

1. Those covered by common construction wage laws;

2. Someone less than 18 years old, hired as part of a school-to-work program or in seasonal or part-time work;

3. A student participating in a work-study program or as an intern;

4. A trainee participating for no more than 6 months in a training program;

5. Those employed as part of a governmentally funded vocational rehabilitation program;

6. Volunteers working without pay; or

7. Those exempted under section 14(c) of the Fair

Labor Standards Act due to their disabilities.

You are subject to the Living Wage

Ordinance.

Yes. Yes. Yes.

No.

No.

No.

You are not subject to the

Living Wage

Ordinance.

You are not subject to the

Living Wage

Ordinance.

Companies or Organizations that Receive CoB Subsidies or Grants

Is the Subsidy or Grant worth at least

$25,000?

Is the subsidy or grant of at least

$25,000 part of one of the following:

1. A tax abatement pursuant to Indiana Code

6-1.1-12.1;

2. A grant from the Business Investment

Incentive Loan Fund;

3. An expenditure from the Industrial

Development Fund (except those associated with the acquisition of right-of-way for and the design, financing, construction, and maintenance of publicly owned infrastructure serving a

Community Revitalization Enhancement

District (CRED) pursuant to Indiana Code

36-7-13);

4. A grant from the Community

Development Community Development

Block Grant Funds; or

5. A grant from the Jack Hopkins Social

Services Funding Program.

You are not subject to the

Living Wage

Ordinance.

Are you a for-profit organization that employs 10 or more people, or a non-for profit that employs 15 or more people, as defined below?

“People” includes all full time, share time, temporary, and part time employees.

“People” does not include:

1. Those covered by common construction wage laws;

2. Someone less than 18 years old, hired as part of a school-to-work program or in seasonal or part-time work;

3. A student participating in a work-study program or as an intern;

4. A trainee participating for no more than 6 months in a training program;

5. Those employed as part of a governmentally funded vocational rehabilitation program;

6. Volunteers working without pay; or

7. Those exempted under section 14(c) of the Fair

Labor Standards Act due to their disabilities.

You are subject to the Living Wage

Ordinance.

Yes. Yes. Yes.

No.

No.

No. You are not subject to the

Living Wage

Ordinance.

You are not subject to the

Living Wage

Ordinance.

EXHIBIT E

CONTRACT COMPLIANCE REQUIREMENTS

The following contract compliance requirements will be used to satisfy the requirements in BMC §2.23.180, until such a time that the Common Council of the City of Bloomington considers new code regulations concerning the contractual process.

I, ____________________ [Contractor], certify that ____________________________ [name of company] is in compliance with the contract requirements listed below:

● Follows all federal laws and regulations relating to equal employment opportunity.

● Follows all applicable federal anti-discrimination laws.

● Has a written harassment policy that includes: (1) a definition of harassment, (2) a designated person to receive and investigate harassment complaints through a grievance procedure, and (3) a provision prohibiting retaliation against someone for filing a harassment complaint.

● Does not operate any programs promoting DEI that violate any applicable federal anti-discrimination laws.

I understand that no portion of this contract should be construed to conflict with any portion of federal or state laws or regulations. To the extent any portion of the contract is held to be invalid, the remainder of the contract and the application of its provisions to any other persons or circumstances shall not be affected thereby.

I understand that if the City finds that this company/business/organization has misrepresented any certification of the above provisions, notwithstanding any other enforcement provisions, the City reserves the right to immediately and without equivocation terminate the contract and any obligations contained therein.

Signed/Title Date

EXHIBIT F

(SAMPLE AGREEMENT)

AGREEMENT BETWEEN THE CITY OF

BLOOMINGTON PUBLIC WORKS DEPARTMENT

AND

This Agreement, entered into on this day of , 2025, by and between the

City of Bloomington Economic and Sustainable Development Department (hereinafter referred to as

"Department"), and (hereinafter referred to as "Contractor"), WITNESSETH:

WHEREAS, the Department wishes to retain Contractor's services for Lighting Installation to be performed at Banneker Community Center, Animal Shelter Building, Sanitation Building, Fire

Station #4, and Fire Station #5;

WHEREAS, it is in the public interest that such Services be undertaken and performed; and

WHEREAS, Contractor is willing and able to provide such Services to the Department;

NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto agree as follows:

Article 1. Scope of Services: Contractor shall provide required Services for the Department as set forth in Exhibit A, Scope of Services. Exhibit A is attached hereto and incorporated herein by reference as though fully set forth.

Contractor shall diligently pursue its work under this Agreement and shall complete the Services as described in Exhibit A in a timely manner. Contractor shall perform all Services as expeditiously as is consistent with professional skill and care and the orderly progress of the work.

In the performance of Contractor's work, Contractor agrees to maintain such coordination with the

Department as may be requested and desirable, including primary coordination with the Public

Works Facilities and Operation Director.

Contractor agrees that any information or documents supplied by the Department pursuant to

Article 3, below shall be used by Contractor for this project only, and shall not be reused or reassigned for any purpose.

Article 2. Standard of Care: Contractor shall be responsible for completion of the Services in a manner to meet high…