village of glencoe 26-015 RFQ Glencoe Clubhouse Signage.pdf

Village of Glencoe Request for Qualifications: Glencoe Golf Club Signage Due: August 7, 2026, 10:00 AM CST

Response Submission Information

Project Name: Glencoe Golf Club Signage RFQ Number: 26-015

Due Date: August 7, 2026 Time: 10:00 AM CST

Attention: Stella Nanos, General Manager Department: Glencoe Golf Course

Submit Response by E-mail to: stellan@glencoegolfclub.com

Request for Qualifications Response

Company Name: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ___________________________________________ State: ______________________ Zip: _____________

RESPONSE ON: Glencoe Golf Club Signage, per the specifications herein.

NOTE TO RESPONDERS: Any and all exceptions to these specifications MUST be clearly and completely stated in writing within the response sheet. Attach additional pages if necessary. Please be advised that any exceptions to these specifications may cause your response to be disqualified.

GENERAL TERMS AND CONDITIONS

Section 1: Intent It is the intent of the Village of Glencoe (“Village”) to contract with a consultant (“Consultant”) for all necessary labor, expenses and materials to complete the Glencoe Golf Club Signage for the Village of Glencoe’s new Clubhouse. This request for qualifications will select a consultant to assist the Village with final design and permitting for new Glencoe Golf Club signage. Responders should be qualified to complete the fabrication and installation of approved signage.

Section 2: Evaluation/Acceptance of Responses The Village will review all responses and evaluate them based upon the evaluation criteria described within Section 3. The Village will commence contract negotiations with the highest qualified firm. Pricing for design and permitting will be negotiated with the selected consultant. Pricing for fabrication and installation to be determined based on final design.

Section 3: Additional Information and Technical Questions Responders are invited to submit a letter of intent to stellan@glencoegolfclub.com. Responders submitting a letter of intent will receive a copy of all questions and answers submitted by all responders, and any subsequent amendments to this request for response. Responders should also submit questions via email to Stella Nanos, stellan@glencoegolfclub.com. Questions are due no later than July 30, 2026 at 5:00 PM CST. Answers to the questions will be provided on August 3, 6:00 PM CST.

Section 4: Insurance, Hold Harmless and Indemnification In addition to other standard contractual terms the Village needs, the Village will require the selected consultant to comply with indemnification, hold harmless and insurance requirements as outlined below:

Consultant shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the Village.

The Consultant shall procure and maintain, for the duration of this agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the contractor. Insurance shall meet or exceed the following unless otherwise approved by the Village.

A. Minimum Levels of Insurance

1. Comprehensive or Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Worker’s Compensation coverage as required by the Industrial Insurance Laws of the State of

Illinois.

B. Other Provisions The policies are to contain, or be endorsed to contain, the following provisions:

1. General or Commercial Liability and Automobile Liability Coverages

a. The Village, its officials, employees and volunteers are to be covered as additional insureds with respect to: liability arising out of activities performed by or on behalf of the contractor; products and completed operations of the contractor; premises owned, leased or used by the contractor; or automobiles owned, leased, hired or borrowed by the contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officials, employees or volunteers.

b. The contractor’s insurance shall be primary insurance with respect to the Village, its officials, employees and volunteers. Any insurance or self-insurance maintained by the Village, its employees or volunteers shall be excess of the contractor’s insurance and shall not contribute with it.

c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officials, employees or volunteers.

d. Coverage shall state that the contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

2. All Coverages

a. Each insurance policy required by this clause shall state that coverage shall not be canceled by either party except after thirty (30) days prior written notice has been given to the Village.

3. Acceptability of Insurers

a. Insurance is to be placed with insurers with a current Bests’ rating of A- or better, or with an insurer acceptable to the Village.

4. Verification of Coverage

a. Contractor shall furnish the Village with certificates of insurance and copies of actual insured endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf and shall name the Village, its officials, employees and agents as “additional insureds” except for coverages identified above.

The certificates are to be received and approved by the Village before work commences. The Village reserves the right to require complete, certified copies of all required insurance policies at any time.

5. Subcontractors

a. Contractor shall include all subcontractors as insured under its policies or shall require subcontractors to provide their own coverage. All coverages for subcontractors shall be subject to all of the requirements stated herein.

Section 5: Other Terms No Collusion In submitting this response, the Proposer declares that the only person or party interested in the response as principals are those named herein, and that the response is made without collusion with any other person, firm or corporation.

Engagement The Proposer further understands and agrees that if their response is accepted, the individual will enter into an engagement with the Village to provide the services with fifteen (15) days of receiving notice of the selection.

Payment

All payments for the Services will be made by the Village in conformance with the requirements of the Local Government Prompt Payment Act (50 ILCS 505).

Prevailing Wages In accordance with the Prevailing Wage Act, 820 ILCS 130/0.01 et seq., not less than the prevailing rate of wages for similar work in the locality in which the Work is to be performed shall be paid to all laborers. A copy of Owner's ordinance ascertaining the prevailing rate of wages in effect as of the date of the Invitation for Bidder's Proposals, is included in the Bid Package. If the Illinois Department of Labor revises the prevailing rate of hourly wages to be paid, the revised rate shall apply to the Contract.

Glencoe Golf Club Signage

Section 1: Background The Village of Glencoe is a mature community with a population of approximately 8,800. It is located in the North Shore region of northern Cook County along Lake Michigan, approximately 24 miles north of downtown Chicago.

The Village is bounded by the City of Highland Park to the north, the Village of Winnetka to the south, the Cook County Forest Preserve District and Village of Northbrook to the west, and Lake Michigan to the east. The Village is a home rule, special charter municipality which operates under the council-manager form of government. The Village is a full-service community, with a consolidated Public Safety Department (police, fire and EMS); Public Works Department; Development Services; Finance; Golf operations; as well as the functions of the office of the Village Manager/Clerk.

The Glencoe Golf Club is constructing a new clubhouse. Monument signage for the new clubhouse is required at various locations to replace existing signage to align with the new clubhouse architecture.

The Village reserves the right to award the entire service package in whole or in part based upon its best interest regarding qualifications, availability, and professional references.

Section 2: Scope of Work The clubhouse at the Glencoe Golf Club was demolished and is currently being replaced. As part of this project, new monument signage needs to be designed, permitted and constructed. Timeframe of construction will be dependent on permit approvals. Daily schedule of work to be coordinated with the Golf Course General Manager.

Final design, permitting, fabrication and installation of monument signs and all associated sitework, including landscaping and electrical, for the following locations:

Location Approx Size Verbiage Site Electrical

1 Parking Lot Eastern Driveway 6’ x 2’ Stack Stone

“Glencoe Golf Club” + FPCC logo Provided

2 Westley/Hohlfelder Road 10’ x 2’ Stack Stone

“Glencoe Golf Club Open to the Public” + FPCC logo

None

3 Westley/Green Bay Road 12’ x 2’ Stack Stone

“Glencoe Golf Club Open to the Public- Restaurant & Events” + FPCC logo

None

See Exhibit A for site map of locations. See Exhibit B for stack stone design.

The scope of the work includes the following:

1. Design, Fabrication, and Installation

a. The Contractor shall visit the project site prior to their submittal of their response in order to satisfy their self as to the existing conditions under which, in the course of the work, they will be obliged to operate or that will in any manner affect the work under this contract.

b. In coordination with the Glencoe Golf Club, final design drawings should be prepared for the three monument signs at the parking lot entrance, intersection of Westley and Hohlfelder, and intersection of Westley and Green Bay Road.

c. Final design of signage must be compliant with all Village of Glencoe signage codes and Forest Preserves of Cook County requirements.

d. Final design must incorporate Forest Preserves of Cook County logo. Trajan-Pro Bold is the font.

e. Internal lighting shall be high energy efficient. The Village of Glencoe will provide electric service to the sign at location 1. Electric supply for locations 2 & 3 need to be explored, but are not required.

f. All labor and materials for the construction of monument signage for the Glencoe Golf Club. The scope of work includes all necessary workmanship to satisfactorily complete the work as required by the contract documents.

g. Before the commencement of the Work, the Contractor is responsible for obtaining a Signage Permit from the Village of Glencoe Development Services Department and approval from Forest Preserve of Cook County.

2. Utility Locates

a. The Contractor shall be responsible for contacting J.U.L.I.E. before any digging.

b. The Contractor shall be responsible for safely securing the operational area to prevent injury and public access.

c. Contractor shall stake sign locations 72 hours prior to installation for review by

General Manager prior to installation.

3. Site Work & Restoration

a. Signs shall be installed plumb and level.

b. Contractor shall remove and legally dispose all spoils offsite.

c. Contractor shall remove indicated existing monument signs and footings completely.

d. Contractor shall restore all turf and planting areas damaged. Repair turf with topsoil, straw blanket and seed.

e. The Owner shall perform a final inspection of work and supply the Contractor with a punch list if necessary. All punch list items shall be completed prior to approval by Owner for final payment.

Section 3: Response Requirements Include firm qualifications, three past project examples of similar scope and size, description of the qualified project team, staff availability, proposed project schedule and overall project approach. Consultant to be selected based on response requirements. Pricing for design and permitting will be negotiated with the selected consultant. Pricing for fabrication and installation to be determined based on final design.

The Consultant’s response shall be submitted via email in electronic format (.pdf) not later than 10:00 A.M. on Friday, August 7, 2026. All submitted information shall be organized generally as listed below. There is 10 pdf page limitation (5 page front and back hard copy).

Cover letter (optional) Understanding of responsibilities and scope of services Firm Qualifications Three relevant project qualifications and experience Key staff qualifications and relevant experience Statement of Availability Summary statement (optional)

Section 4: RFQ Schedule The Village anticipates following the schedule described below to issue the request for issuing and reviewing this request for qualifications, and completing the project:

Phase Anticipated Date Issue request for Qualifications June 5, 2026 Deadline for questions July 30, 2026 Answers to questions provided August 3, 2026 Responses due August 7, 2026 Award August 20, 2026 Project completed January 1, 2027

Section 5: Response Submission Responses must be submitted by email to stellan@glencoegolfclub.com and are due by Friday August 7, 2026 at 10:00 AM CST. It is the sole responsibility of respondents to the Request for Response to deliver the response by the stated deadline. Each response must be submitted with all required documentation.

Section 6: Right to Reject Responses Submission of a response indicates acceptance by the firm of conditions contained in this request for responses unless clearly and specifically noted in the response submitted. The Village of Glencoe reserves the right without prejudice to reject any or all responses.

Section 7: Questions Please direct questions or concerns related to this RFQ to:

Stella Nanos General Manager Phone: 847-835-3330 stellan@glencoegolfclub.com

Exhibit A

Logos to be included: digital high-resolution copies are available upon request.

Exhibit B

Example design standard of stacked stone: CAD files are available upon request. Images below are not to scale.

Example design standard lettering: CAD files are available upon request. Images below are not to scale.