| Bid Title: Proposal for Interior LED Lighting Upgrade/Conversion | |
| Category: RFP | |
| Status: Open |
| Description: 1. Introduction The Yorkville Public Library is seeking qualified and experienced vendors to submit proposals for upgrading its current lighting system to energy-efficient LED lighting. The goal is to enhance energy efficiency, reduce maintenance costs, and improve the quality of lighting throughout the library. As part of this initiative, Yorkville Public Library is also interested in taking advantage of available incentives through ComEd’s energy efficiency programs. 2. Project Goals and Objectives • Energy Efficiency: Reduce the library’s overall energy consumption by utilizing LED lighting. • Maintenance Reduction: Minimize maintenance by installing long-lasting LED fixtures. • User Experience: Improve the comfort, safety, and aesthetic appeal of the library through enhanced lighting. • Sustainability: Support the library’s commitment to sustainability through environmentally friendly lighting choices. • Financial Savings: Maximize cost savings by applying for and securing available ComEd incentives. 3. Scope of Work Contractor’s work scope includes but is not limited to providing all labor, equipment, materials and incidentals to complete all upgrades in accordance with the contract documents and applicable codes. All work is to be performed as shown in the plans and specifications. Contractors are expected to provide the following services: A. Site Assessment: o Conduct a comprehensive assessment of the current lighting system. o Fixtures identified in Exhibits A and B shall be replaced with Phillips LED lamps, Phillips EvoKit Click LED Retrofit Kits, and compatible drivers. Replacement fixtures and controls located within the area of Work shall match fixtures and controls recently replaced within the library. Reference Exhibit A Estimated fixtures and bulb types. B. Installation: o Ensure all new fixtures comply with local codes and energy efficiency standards. o Provide a detailed schedule of installation. C. ComEd Incentive Application: o Assist the library in identifying applicable ComEd energy efficiency incentives for the LED lighting upgrade. o Complete the necessary paperwork and documentation required for the application process. o Provide support and guidance to ensure the library maximizes its savings through the program. o Note: In the event that the ComEd incentive is incorrectly calculated by the contractor, the library shall not be responsible for covering any resulting shortfall. Furthermore, no change orders will be permitted or accepted due to the contractor’s miscalculation of the ComEd incentive. D. Disposal of Old Fixtures: o Safely remove and dispose of old lighting fixtures in compliance with environmental regulations. 4. Proposal Requirements Proposals should include the following: • Executive Summary: Overview of the vendor’s approach to meeting the goals of the project. • Company Profile: A brief description of the company, including relevant experience and qualifications. • Project Plan: Detailed outline of the project timeline, key milestones, and deliverables if applicable. • Budget: Comprehensive budget, with the bid amount reflecting the cost after the proposed ComEd incentive. • ComEd Incentive Strategy: A specific plan outlining how the vendor will assist in applying for ComEd incentives on behalf of the Library, including an estimation of potential savings. • References: At least three references from similar projects. • Warranty: Information on warranties for products and services. 5. Additional Contractor Responsibilities • Verification of Scope Quantities: It is the responsibility of the contractor to independently verify all quantities by reviewing the building plans and conducting on-site assessments. The library will not be responsible for any discrepancies or miscounts in the proposed scope of work. Contractors must submit proposals based on verified quantities. o Note: The library reserves the right to accept or reject change orders for potential quantity discrepancies, depending on the accuracy of the contractor’s initial assessment. 6. The Selected Contractor Must Agree to the Terms in the Attached Rider as a Condition of Bidding o See page 18 OBTAINING THE RFQ DOCUMENT The RFP document will be available beginning Monday, June 2, 2025 at 12:30 PM on the online marketplace, “DemandStar”: https://network.demandstar.com/ which is also linked on the United City of Yorkville’s website under “Purchasing”. Attached is a link with more detail: Request for Proposal Document Publication Date/Time: 6/2/2025 12:30 PM Closing Date/Time: 6/30/2025 10:00 AM Qualifications: No award will be made to any Contractor who cannot satisfy the Library that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Library’s decision or judgment on these matters shall be final and binding. The Library may make such investigations as it deems necessary. The Contractor shall furnish to the Library all information and data the Library may request for the purpose of investigation. Miscellaneous: All questions concerning this solicitation shall be submitted via e-mail to Facilities Manager before the date stated above. A written response in the form of a public addendum will be published on the City & Library’s website by the said date above. Contact with anyone other than the Facilities Manager for matters relative to this solicitation during the solicitation process is prohibited. Contact for this proposal: Jesus Navarro, Facilities Manager, jnavarro@yorkville.il.us 630-553-8544. SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE. The Library Board reserves the right to accept or reject any and all proposals, to waive technicalities and to accept or reject any item of any proposal. The person or firm submitting the proposal shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and City which may in any manner affect the proposal. |
