Project Information

Bid Title

Glencoe Golf Club Audio Visual Equipment

Issuing Agency

Village of Glencoe

Location

Illinois

Published Date

Dec 9, 2025

Closing Date

Dec 23, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-025

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
25-025 Glencoe Golf Club Audio Visual Equipment	December 09, 2025 1:00 PM	December 23, 2025 11:00 AM

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Response Submission Information

Project Name: Glencoe Golf Club Audio Visual Equipment

Due Date: Tuesday, December 23, 2025

Attention: Margaret Schwarz, Assistant CFO

Submit Proposal to: mschwarz@villageofglencoe.org

RFP Number: 25-025

Time: 11:00 a.m. CST

Department: Glencoe Golf Club

Request for Proposal Response

Company Name: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ___________________________________________ State: ______________________ Zip: _____________

I have read and understand compliance sections in regards to submitting the proposal.

Signed: ____________________________________________________ Date: ___________________________

Print Name: _________________________________________________________________________________

Village of Glencoe Request for Proposals: Glencoe Golf Club Audio Visual Equipment

Due: Tuesday, December 22, 2025

Page 1

NOTE TO PROPOSERS: Any and all exceptions to these specifications MUST be clearly and completely stated in

writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to these

specifications may cause your proposal to be disqualified.

GENERAL TERMS AND CONDITIONS

Section 1: Intent

It is the intent of the Village of Glencoe (“Village”) to contract with a vendor (“Vendor”) for all necessary

equipment, labor, expenses and materials to furnish the Glencoe Golf Club Audio Visual Equipment.

Section 2: Proposal Price

Proposer shall offer pricing on a separate sheet that must remain firm for the term of the agreement, and

Proposers must propose a line-item proposal for each piece of equipment with a total not-to-exceed price. The

not-to-exceed price shall be all-inclusive of all meetings, telephone calls, transportation, materials, supplies, labor,

equipment and any other costs required to fulfill the scope of work as identified herein. Proposers must note any

items which the Proposer cannot perform.

Section 3: Additional Information and Technical Questions

Proposers should also submit questions via email to Assistant Chief Financial Officer Margaret Schwarz

mschwarz@villageofglencoe.org by Monday December 15, 2025. Any and all changes to these specifications are

valid only if they are included by written addendum from the Village to all Proposers. Proposers will receive a

copy of all questions and answers submitted by all proposers, and any subsequent amendments to this request

for proposal.

Section 4: Silence of Specifications

The apparent silence of specifications as to any detail or apparent omission from a detailed description concerning

any portion of this document shall be interpreted as meaning that only the best commercial material or practice

shall prevail.

During the period beginning with the issuance of the solicitation document through the execution of the award

document, bidders are prohibited from all communications regarding this solicitation with Village staff, Village

consultants, Village legal counsel, Village agents, or elected officials. Any attempt by a bidder to influence a

member or members of the aforementioned may be grounds to disqualify the bidder from participation in this

solicitation.

Exceptions

• Written communications directed to the Assistant Chief Financial Officer, who serves as the Village’s

Purchasing Coordinator.

• All communications occurring at pre-bid meetings.

• Oral presentations during finalist interviews, negotiation proceedings or site visits.

Section 5: Insurance, Hold Harmless and Indemnification

In addition to other standard contractual terms the Village needs, the Village will require the selected vendor to

comply with indemnification, hold harmless and insurance requirements as outlined below:

Vendor 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

Village of Glencoe Request for Proposals: Glencoe Golf Club Audio Visual Equipment

Due: Tuesday, December 22, 2025

Page 2

the acts, errors or omissions of the Vendor in performance of this Agreement, except for injuries and damages

caused by the sole negligence of the Village.

The Vendor 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 vendor, his agents, representatives, employees or subcontractors. The cost of such insurance

shall be paid by the vendor. Insurance shall meet or exceed the following unless otherwise approved by the Village.

A. Minimum Levels of Insurance

1. Comprehensive or Commercial General Liability: $2,000,000 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 vendor; products and completed operations of the vendor; premises owned,

leased or used by the vendor; or automobiles owned, leased, hired or borrowed by

the vendor. The coverage shall contain no special limitations on the scope of

protection afforded to the Village, its officials, employees or volunteers.

b. The vendor’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 vendor’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 vendor’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. Vendor 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

Village of Glencoe Request for Proposals: Glencoe Golf Club Audio Visual Equipment

Due: Tuesday, December 22, 2025

Page 3

commences. The Village reserves the right to require complete, certified copies of all

required insurance policies at any time.

5. Subcontractors

a. Vendor 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 6: Evaluation/Acceptance of Proposals

The Village intends to select a Vendor that furnishes satisfactory evidence that it has the requisite experience,

ability, resources and staffing to enable it to perform the scope of work successfully. In making the determination

as to whether to select a Vendor, the Village will consider the following factors (listed in no particular order):

1. Prior experience performing similar work.

2. Ability, capacity and skill to fulfill the services as specified.

3. References from prior or current clients.

4. Village's prior experience with Vendor, if applicable.

5. Audio Visual System reliability

Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability,

reputation, and expertise of the Proposer.

The Village may accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village

and to the public; reject the low price proposal; accept any item of any proposal; reject any and all proposals; or waive

irregularities and informalities in any proposal submitted or in the request for proposals process. The waiver of any

prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers

should not rely on, or anticipate, any waivers in submitting their proposals.

Section 7: Other Terms

No Collusion

In submitting this proposal, the Proposer declares that the only person or party interested in the proposal as principals

are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.

Engagement

The Proposer further understands and agrees that if their proposal 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). The Village is exempt from state and local sales, use, and excise

taxes. A letter of exemption will be provided to Contractor, if necessary. The Village will not reimburse or assist

Contractor in obtaining reimbursement for any state or local sales, use, or excise taxes paid by Contractor.

Contractor shall be required to reimburse the Village for any such taxes paid. Failure of Contractor to comply

with the provisions of this Section shall entitle the Village to withhold or recover from Contractor the costs

thereof.

Village of Glencoe Request for Proposals: Glencoe Golf Club Audio Visual Equipment

Due: Tuesday, December 22, 2025

Page 4

GLENCOE GOLF CLUB AUDIO VISUAL EQUIPMENT

Section 1: Background

The Village of Glencoe is seeking sealed bids from qualified and responsible bidders for the design, installation

and procurement of the audio and visual system for the Glencoe Golf Clubhouse, located at 621 Westley Road,

Glencoe, IL 60022.

The project includes the design and installation of a network-based matrix system that will give the client the

ability to route any signal to any TV within multiple spaces, surround sound speakers, a projector, a microphone

system, iPad for overall control features. The system will also provide audio distribution and control, allowing for

wireless control of source/input selection and volume in each zone. The finished trim installation is required to

be part of the bid. All rough-in work will be completed by project contractors. Bidders must agree to coordinate

with other subcontractors to ensure cohesive installation.

Section 2: Audio Visual Scope of Work

Clients provided floor plans, reflected ceiling plans, and elevations where appropriate which locate and specify

the following:

• Speakers in clubhouse lobby, simulator room, golf shop, corridor hallway, bar, main dining, private event

space, the western patio, outdoor space to the north of the building, toilet rooms and turn stand area.

• Wireless microphone/ presentation hub in main dining and private dining- integrate projector into main

dining room and commercial tv display in private dining. Fully integrate with audio sound systems.

• Include hardware for commercial TV displays in the bar, simulator room, golf shop, turn stand, and

private dining room as well as projector and recessed elevator drop-down mount.

• Provide network based-matrix system giving the ability to switch signals from multiple inputs to multiple

devices.

• Integrate commercially approved media sources with system.

• Supply tablet control devices. Integrate full AV control applications with tablets.

• Design, build, and integrate Application based control system for all AV inputs.

• Coordinate with the networking consultants from Ubiquiti, project architects FGMA, and Project

Manager WB Olson.

The Village of Glencoe requires professional services from reputable and experienced vendors to provide audio

visual equipment for the Golf Club as described in this request for proposals. The Proposal shall include the

equipment purchase, installation and training of the system.

The Village reserves the right to award the entire service package in whole or in part based upon its best interest

regarding price, convenience and professional references.

Village of Glencoe Request for Proposals: Glencoe Golf Club Audio Visual Equipment

Due: Tuesday, December 22, 2025

Page 5

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 334310Audio and Video Equipment Manufacturing

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