village of orland park RFP 26-058 - Centennial Park Dugout Renovations (1).pdf

REQUEST FOR PROPOSALS

#26-058

Centennial Park Dugout Renovations

ISSUED

August 7, 2026

SUBMISSION DEADLINE

August 28, 2026

11:00 A.M.

Office of the Village Clerk

14700 S. Ravinia Ave.

Orland Park, IL 60462

TABLE OF CONTENTS

I. INSTRUCTIONS TO PROPOSERS

● Overview

● Project Details

● Submission Requirements

● Evaluation of Proposals

● Submittal Checklist

II. ATTACHMENTS

● Scope of Work ................................................................... under separate cover

● Local Vendor Purchasing Policy ............................................ under separate cover

● General Terms and Conditions ............................................ under separate cover

● Sample Agreement .............................................................. under separate cover

● Exhibit A-Site Overheads…………………………………………under separate cover

● Exhibit B-Project Manual………………………………………….under separate cover

III. REQUIRED BID SUBMISSION DOCUMENTS

● Proposal Summary Sheet ..................................................... under separate cover

● Certificate of Compliance .................................................... under separate cover

● References .......................................................................... under separate cover

● Insurance Requirements ....................................................... under separate cover

● Business Relationship Disclosure Form………….............……..under separate cover

● Responsible Bidder Ordinance Compliance Affidavit……….…under separate cover

SECTION I – INSTRUCTIONS TO PROPOSERS

RFP #26-058

OVERVIEW

The Village of Orland Park (“Village”) is requesting proposals to renovate baseball field dugouts on Fields

1 through 5 at Centennial Park. The project will upgrade facilities to enhance safety, accessibility, and player comfort, including installation of new sideline fencing, construction of updated retaining walls, and addition of modern shade structures. All improvements will ensure full ADA compliance, providing accessible and inclusive amenities for all users. (“Project”). The work to be performed by the successful proposer shall be complete on or before April 1, 2027, unless otherwise extended by mutual written agreement of the parties.

SUBMISSION DEADLINE

Proposals must be submitted not later than 11:00 a.m, local time, on August 28, 2026. No consideration will be given to proposals received after the stated date and time. Proposals submitted must include all information and documents as requested in this Request for Proposals. No oral or electronic proposals sent by facsimile or via email, will be accepted or considered. All proposals received after the submittal deadline will be rejected and returned unopened. Failure to follow these instructions may result in rejection of the proposal.

Proposals will be opened and evaluated in private and proposal information will be kept confidential until an award is made.

THE VILLAGE RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS AND TO WAIVE ANY

IRREGULARITIES.

QUESTION INFORMATION

All questions related to this proposal must be submitted online through BidNet Direct, no later than 12:00 p.m. local time on August 19, 2026. No oral comments will be made to any Proposer as to the meaning of the proposal documents. Any and all questions will be answered through BidNet Direct in an addendum after the question period closes. This policy affords all parties submitting proposals the same information.

Before the submission deadline, the Village will make available to the public answers to questions or any modifications or additions to this Project or RFP in the form of an Addendum to be posted on the Village’s page on BidNet Direct. Answers to questions will not be mailed to potential proposers.

In order to receive notification of any Addenda, please “FOLLOW” the solicitation on BidNet Direct to ensure that you receive notification of any addenda that may be issued.

Proposers will not be relieved of obligations due to failure to examine or receive documents, visit the

BidNet Direct website or become familiar with conditions or facts of which the Proposer should have been aware and the Village will reject all claims related thereto. Information other than in the form of a written

Addendum issued by the Village from any officer, agent, or employee of the Village or any other person shall not affect the risks or obligations assumed by the Proposer or relieve him from fulfilling any of the conditions and obligations set forth in this RFP. In the event of conflict with the original RFP documents, addenda shall govern to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

PRE-PROPOSAL TEAMS MEETING

A pre-proposal Teams meeting, at which attendance is Optional but recommended. Meeting details:

August 12, 2026, at 11:00am Online.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/223305031652331?p=ae7ScPjRnmJl2XJvex Meeting ID: 223 305 031 652 331 Passcode: RF6cH9aP

Need help? | System reference

Dial in by phone +1 872-212-5559,,794267010# United States, Chicago Find a local number Phone conference ID: 794 267 010#

PROJECT DETAILS

Scope of Work

The Scope of Work for this RFP #26-058 is attached under separate cover as Exhibit B-Project Manual.

SUBMISSION REQUIREMENTS

Bond

Each proposal must be accompanied by a proposal deposit, as earnest money, in the form of a bid bond, a certified check or cashier's check, drawn on a responsible bank, made payable to the Village of Orland

Park for ten percent (10%) of the total amount of the proposal price. After Contract award, the Village will return deposits to unsuccessful Proposers. Bid Bond is Applicable.

Responsible Bidder Ordinance Requirements

In the manner and to the extent required by 1-16-7 (Construction Bidding and Contracts) of the Village

Code, this solicitation is subject to the Responsible Bidder Ordinance requirements for Village public works projects with a value of $25,000 or more. Each Contractor must comply with the specific criteria set forth therein and submit acceptable evidence of compliance, in addition to any other requirements as determined from time to time by the Village for the specific type of work to be performed.

Contractor must meet all of the requirements per amended Village Code Section 1-16-7, including participation in apprenticeship and training programs applicable to the work to be performed on the project, which are approved by and registered with the United States Department of Labor’s Office of

Apprenticeship or the Illinois Apprenticeship Office, including evidence that any applicable

Apprenticeship Programs must have graduated at least five (5) apprentices in each of the preceding five

(5) years for each of the construction crafts the Contractor will perform on the project. Contractor must directly perform at least twenty-five (25) percent of the services identified in the public works contract it is seeking to be awarded. RBO is Applicable.

Other

Each Proposer is responsible for reading this RFP and determining that the Specifications describe the

Project in sufficient detail. Proposers shall notify the Village of any inappropriate service, brand name, component, or equipment called for by the Village in this RFP and shall note in its proposal the adjustments made to accommodate such deficiencies.

After proposals have been opened, no Proposer shall assert that there was a misunderstanding concerning the nature of the Project or the quantities and specifications of the material/equipment/items to be delivered, and no such claim shall relieve a Proposer from its obligation to perform. All proposals must be made only on the forms provided by the Village and must be made in accordance with this RFP, which is on file and may be obtained for examination in the Clerk’s Office at the above address and are made part of this notice as though fully set forth herein.

Technical Proposal

In addition to the required forms in Section III of this RFP, Proposers must include the information requested as part of the Project Details of this RFP (the “Technical Proposal”) with their submittal.

Each proposal submitted to the Village of Orland Park shall include, without limitation, the following information in narrative and/or outline form:

Experience: Describe the experience of the company and your involvement in projects of similar size and scope. Include the names of at least three (3) references and provide address and telephone information for each reference. The vendors grant the Village permission to contact said references and ask questions regarding prior work performance.

Operating History: Provide background information on your company that will permit the Village to determine the capability of the vendor to meet all contractual requirements.

Qualifications: List the abilities, qualifications, licenses and experience of the persons who would be assigned to the engagement and their experience on similar contracts.

Proposed Fee: The submitted proposal shall include a scope of work pricing sheet (pricing guide). These prices shall include all permits, insurance, goods/materials, equipment, plant/laboratory facilities, work, transportation, documentation and expense necessary to perform the work in accordance with the

Specifications included in this request for proposal. The submitted proposal price shall not include any amount for sales or use taxes, or any other tax from which the Village is exempt.

Required Forms

Proposers shall provide all the information requested in Section III of this RFP.

1. Proposal Summary Sheet – The Proposal Summary Sheet must be completed, signed and submitted with the proposal. Prices must include all permits, insurance, equipment, work and expense necessary to provide the Project. The submitted price(s) shall not include any amount for sales or use taxes, or any other tax from which the Village is exempt. The Proposal Summary Sheet is attached under separate cover.

2. Certificate of Compliance – The Certificate of Compliance must be completed, signed, and submitted with the proposal. The Certificate of Compliance is attached under separate cover.

3. References – The References form must be completed and submitted with the proposal. Proposers shall provide three (3) references for which they have performed similar work. By providing this information, Proposers grant Village permission to contact said references and ask questions regarding prior work performance. Village may use the information gained from Proposer’s references to further evaluate Proposer responsibility. The References form is attached under separate cover.

4. Insurance Requirements – The Insurance Requirements must be completed, signed and submitted with the proposal. Proposers may submit with the proposal a current policy Certificate of

Insurance showing the insurance coverages the proposer currently has in force. Insurance

Requirements is attached under separate cover.

5. Business Relationship Disclosure Form – The Business Relationship Disclosure Form must be completed, signed and submitted with the proposal. The Business Relationship Disclosure Form is attached under separate cover.

6. Responsible Bidder Ordinance Compliance Affidavit - The Responsible Bidder Ordinance

Compliance Affidavit must be completed and submitted with the proposal. Failure to comply with all submission requirements may result in a determination that the contractor is not responsible under Village Code and will not be recommended for award to the Village Board.

Submission

Proposers may submit three (3) complete, sealed and signed hardcopies. One (1) hardcopy shall be an original unbound version, marked “Original” and must contain original signatures. Two (2) hardcopies shall be complete, identical, bound copies of the proposal. Proposers must submit all proposals in a sealed envelope labeled RFP #26-058 - Centennial Park Dugout Renovations in the lower left-hand corner. All sealed proposals must be submitted to Village of Orland Park, Office of the Village Clerk, 14700 South Ravinia Avenue, Orland Park, Illinois 60462.

Or

Proposers may choose to submit one (1) copy electronically through BidNet Direct.

Either form of submissions must be received no later than 11:00 a.m., local time, on August 28, 2026.

No consideration will be given to proposals received after the stated date and time. The proposal shall include all requested information, forms, certifications and addendum acknowledgements (if applicable) in each copy in order to be considered responsive.

Withdrawal of Proposals

Once submitted, no proposal may be withdrawn without the Village's consent, but it may be superseded by a subsequent timely proposal. Any proposal received after the time and date specified for opening, or any postponement thereof, will not be considered. Proposals shall be irrevocable for at minimum sixty

(60) calendar days after the Village opens them.

EVALUATION OF PROPOSALS

The Village of Orland Park will evaluate proposals based on prices, vendor's qualifications, and additional factors deemed relevant.

The Village of Orland Park retains the right to accept any proposal, any part or parts thereof or reject all proposals. The Village reserves the right to waive minor informalities or irregularities in the proposals received, to accept any proposal deemed advantageous to the Village. Conditional proposal, or those which take exception to the Contract documents without prior written approval from the Village, may be considered non-responsive and may be rejected.

The Village may make such investigations as it deems necessary to determine the ability of the Proposer to perform the work in conformity with the Proposal and Contract documents, and the Proposer shall furnish to the Village all such information and data for this purpose as the Village may request.

SUBMITTAL CHECKLIST

In order to be responsive, each Proposer must submit the following items by 11:00 A.M. August 28, 2026:

1. A Technical Proposal as described in this RFP.

2. Bid Bond for ten percent (10%) of the bid price. Include the original document in the unbound bid copy. Bid Bond is Applicable.

3. Responsible Bidder Ordinance (RBO). Attach certifications and supporting documents as proof if

RBO applicable. RBO is Applicable.

4. Signed and completed Required Forms from Section III:

a. Proposer Summary Sheet

b. Certificate of Compliance

c. Three (3) References

d. Insurance Requirements Form and policy specimen Certificate of Insurance

e. Business Relationship Disclosure Form

f. Responsible Bidder Ordinance Compliance Affidavit

5. Proposers may submit three (3) complete, sealed and signed hardcopies. One (1) hardcopy shall be an original unbound version, marked “Original” and must contain original signatures. Two

(2) hardcopies shall be complete, identical, bound copies of the proposal. Proposers must submit all proposals in a sealed envelope labeled RFP #26-058 - Centennial Park Dugout Renovations in the lower left-hand corner. All sealed proposals must be submitted to Village of Orland Park, Office of the Village Clerk, 14700 South Ravinia Avenue, Orland Park, Illinois 60462.

Or

Proposers may choose to submit one (1) copy electronically through BidNet Direct.

Please contact BidNet Direct at 800-835-4603 if you experience trouble with your submission.