Glencoe Golf Club Croquet Short Game Area

Response Submission Information
Project Name: Glencoe Golf Club Croquet Court/Short Game Area RFP Number:
Due Date: Friday, May 29, 2026 Attention: Time: 11:00 a.m. CST
Margaret Schwarz, Assistant CFO Department: Glencoe Golf Club
Submit Proposal by Mail or Drop Off to: Village of Glencoe, 675 Village Court, Glencoe, Illinois 60022,
Attention: Stella Nanos, 847-835-3330
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: _________________________________________________________________________________
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 contractor ("Contractor") for all necessary
labor, expenses and materials to complete the Short Game and Croquet Court Construction for the Village of
Glencoe Golf Club. The lowest qualified bidder will be selected, and work will be dispersed on an as needed basis.
Section 2: Proposal Price
Proposer shall offer pricing on the Village's pricing sheet Exhibit A. Proposers must note any items which the
Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the term of the
agreement. Proposal pricing shall be all-inclusive of all meetings, telephone calls, transportation, mobilization,
materials, supplies, labor, equipment and any other costs required to fulfill the scope of work as identified herein.
Section 3: Execution of Proposal
Proposals shall be signed by an Authorized Officer or Agent of the Offeror. If the Offeror is a corporation, the
proposal shall bear the name of the corporation and be signed by the President and Secretary of the corporation.
Should the proposal be signed by an Officer(s) other than the President and Secretary of the corporation, the
proposal must be accompanied by an affidavit authorizing such Officer(s) to bind the corporation.
Section 4: Additional Information and Questions
Questions related to specifications and items covered in this invitation to bid may be directed to the Golf Club
General Manager, Stella Nanos at: stellan@glencoegolfclub.com .
Section 5: Insurance, Hold Harmless and Indemnification
In addition to other standard contractual terms identified in this document, the Village will require the selected
Contractor to comply with indemnification, hold harmless and insurance requirements as outlined below:
Contractor 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 Contractor in performance of this Agreement, except for injuries and damages
caused by the sole negligence of the Village.
The Contractor 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: $2,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage.
2. Property Damage insurance to the extent of $100,000/$500,000 including coverage for XCU.
3. Employers Liability insurance of $2,000,000.
4. Bodily Injury insurance of $200,000/$500,000.
5. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and
property damage for owned vehicles and non-owned vehicles.
6. 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 coverage for
subcontractors shall be subject to all of the requirements stated herein.
Section 6: Evaluation/Acceptance of Proposals
The Village will review all proposals and make a final selection based on pricing quoted and compliance with all of
the bid proposal requirements. 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-bid proposal; accept any item of any proposal;
reject any and all proposals; or waive irregularities and informalities in any proposal submitted or in the invitation to
bid 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: Award of Agreement
A. Reservation of Rights. The Village reserves the right to accept the Offeror's Proposal that is, in
their judgment, the best and most favorable to the interests of each of the Village and the
public; to reject any and all Offeror's Proposals; to accept and incorporate corrections,
clarifications or modifications following the opening of the Offeror's Proposals when to do so
would not, in the Village's opinion, prejudice the bidding process or create any improper
advantage to any Offeror; and to waive irregularities and informalities in the bidding process or in
any Offeror's Proposal submitted; provided, however, that the waiver of any prior defect or
informality shall not be considered a waiver of any future or similar defects or informalities, and
Offerors should not rely upon, or anticipate, such waivers in submitting their Offeror's Proposals
or until the Village affirmatively and in writing reject such Offeror's Proposal.
B. Time of Award. It is anticipated that the award of the Agreement, if awarded, will be made within
30 days following the opening of the Offeror's Proposals. Should administrative difficulties be
encountered after the opening of the Offeror's Proposals, including the annulment of any award,
that may delay an award or subsequent award beyond such 30-day period, the Village may accept
any Offeror's Proposal for which the date for acceptance has been extended as provided in
Section 7 of these General Instructions to Offerors in order to avoid the need for re-
advertisement. No Offeror shall be under any obligation to extend the date for acceptance of its
Proposal. Failure of one or more of the Offerors to extend the date for acceptance of its Offeror's
Proposal shall not prejudice the right of the Villages to accept any Offeror's Proposal for which the
date for acceptance has been extended.
Section 8: Notice of Award; Effective Date of Award
If the Agreement is awarded by the Village, such award shall be effective when a Notice of Award, in the form
included in this Invitation to Bid, has been delivered to the successful Offeror. The Village will prepare two
copies of the Agreement based upon the successful Offeror's Proposal and will submit them to the successful
Offeror with the Notice of Award.
Section 9: Other Terms
A. No Collusion
Contractor hereby represents that the only persons, firms, or corporations interested in this Agreement as
principals are those disclosed to the Village prior to the execution of this Agreement, and that this Agreement is
made without collusion with any other person, firm, or corporation. If at any time it shall be found that
Contractor has, in procuring this Agreement, colluded with any other party, then Contractor shall be liable to the
Village for all loss or damage that the Village may suffer thereby, and this Agreement shall, at the Village's
option, be null and void.
B. Engagement Term
The Offeror further understands and agrees that if their proposal is accepted, the Contractor will enter into an
engagement with the Village to provide the services within fifteen (15) days ("Commencement Date") of
receiving notice of the selection. The Agreement shall be in until the project's completion. Completion is
defined as the Village and Contractor agree there are no more outstanding items, and the Barrier Netting
Installation is complete.
Village of Glencoe Request for Proposals: Glencoe Golf Club Croquet Court/Short Game
Area Due: Friday, May 29, 2026
Page 4

C. Payment
All payments for the Services provided under this Agreement 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.
A. Prevailing Wage
This contract requires that the Prevailing Rate of Hourly Wages be paid to all persons employed to perform this
work. All contractors and subcontractors rendering services under this contract must comply with all
requirements of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq., including but not limited to, all wage,
notice and record keeping duties.
Village of Glencoe Request for Proposals: Glencoe Golf Club Croquet Court/Short Game
Area Due: Friday, May 29, 2026
Page 5

Section 1: Background
The Village of Glencoe is a mature community with a population of approximately 8,900. It is 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 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 that includes all public infrastructure management as well as
building, zoning and planning functions; Finance; Golf operations; as well as the functions of the office of the Village
Manager/Clerk.
Section 2: Licensing and Qualifications
Contractor represents that it, its employees, agents and subcontractors shall hold all required licenses, permits,
qualifications and certificates, and have duly registered and otherwise complied in all respects with all applicable federal,
state and local laws, regulations and ordinances applicable to the performance of the services provided under this
Agreement.
Section 3: Working Hours
The Contractor shall abide by the Village's standard working hours and if any exception is needed will discuss that with the
Golf Club General Manger.
Section 4. Safety Standards
Contractor shall perform all Work in compliance with all applicable federal, state, and local laws and regulations, including
but not limited to, the following: All equipment used under this contract shall be maintained in good operating condition
and be appropriately licensed and inspected by the State of Illinois. Any hazardous work practice(s) being conducted as
determined by the General Superintendent shall be immediately discontinued by the Contractor upon receipt of either
written or verbal notice by the General Superintendent or his designee to discontinue such practice(s). The Contractor shall
not continue any work which it considers dangerous and shall immediately notify the General Superintendent if such is the
case.
Section 5. Safety of Persons
Contractor shall comply with all applicable federal, state, and local safety laws, regulations and codes. Contractor shall
oversee, and responsible for, maintaining the site and performing the Work, so as to prevent accidents or injury to persons
on, about, or adjacent to the site where the Work is being performed. Contractor shall maintain and implement, and ensure
that all Subcontractors maintain and implement, an appropriate safety/loss prevention program for the protection of the life
and health of employees and persons nearby. Contractor is fully responsible and assumes liability for the failure of
Subcontractors to comply with the requirements herein.
Section 6. Inspections
The Village shall have the right to inspect, or to have inspected by its representative, any work, material, component
equipment, supplies, services, or completed Work specified herein before acceptance. Any of said items not complying with
the Agreement Documents are subject to rejection. Any items rejected shall be removed from the site and replaced at the
sole expense of the Contractor. Contractor will make every effort and means available to facilitate the inspection of the
Work. Any work or material, which may be determined by a Village to be defective, must be rebuilt, replaced, or removed at
the Contractor's own expense. Any omission to reject or condemn any Work or material at the time of its construction or
arrival at the worksite shall not be construed to mean an acceptance of the Work.
Village of Glencoe Request for Proposals: Glencoe Golf Club Croquet Court/Short Game Area
Due: Friday, May 29, 2026
Page 6

Contractor shall not be relieved of obligations to perform the Work in accordance with the Agreement Documents either by
the actions of the Village or its representative in the administration of the Agreement, or by tests, inspections or approvals
required or performed by persons other than the Contractor. Contractor shall maintain a clean work area and at the end of
each day make sure that all debris and scrap materials no longer needed for the Work are removed from the work areas.
Section 7. Submission of Invoices
Contractor shall submit invoices as soon as possible after completion of the Work. Invoices shall provide a detailed
breakdown of the amount billed, including the name, title, rate of pay, hours worked and services rendered by each
individual during the period stated. Invoices shall be submitted in duplicate and shall reflect all prior amounts billed and paid
to date.
Section 8. Warranty
Contractor warrants to the Village that all materials and equipment furnished under this Contract shall be new and of the
most suitable grade for the purpose intended and that all Work shall be of good quality, free from faults and defects and in
conformance with the Contract Documents. Contractor warrants that the Work shall be done in a workmanlike manner in
strict accordance with the Contract Documents and guarantees that the labor, material, and equipment will be free of
defects for the period stated in the Contract Documents, but in no event less than one (1) year from the date of Substantial
Completion.
Section 9: Proposal Submission
Proposals may be submitted by mail to Stella Nanos, General Manager, 675 Village Ct., Glencoe, IL 60022 and are due by
May 29, 2026, at 11:00 a.m. CST. Alternatively, bid may be submitted in a sealed envelope marked "Glencoe Golf Club
Short Game and Croquet Court Construction" in the lower left-hand corner and addressed to:
Village of Glencoe
Attention: Stella Nanos, General Manager
Glencoe Golf Club
675 Village Court, Glencoe, IL 60022
It is the sole responsibility of respondents to the Invitation to Bid to deliver the proposal by the stated deadline. Each proposal
must be submitted with all required documentation.
Village of Glencoe Request for Proposals: Glencoe Golf Club Croquet Court/Short Game Area
Due: Friday, May 29, 2026
Page 7

Technical Specifications for
Short Game and
Croquet Court Construction
Project Contact:
Stella Nanos, General Manager
Glencoe Golf Club
621 Westley Road, Glencoe, IL, 60022
(847)835-3330
stellan@glencoegolfclub.com
Date: 5/12/2026

Glencoe Golf Club - Short Game and Croquet Court
Specifications
5-12-26
PROJECT DESCRIPTION
SHORT GAME AREA AND CROQUET COURT
AT GLENCOE GOLF CLUB
NOTE: If there are discrepancies between the Owner's front end language and these technical
specifications, then the Owner language shall prevail.
PROJECT DESCRIPTION: The project consists of the construction of a golf course short game
practice area and professional croquet court per the attached plan prepared on 2-28-26 (Exhibit
A). The Owner is actively engaged in the construction of a new clubhouse building, and the
short game and croquet court are being built adjacent and simultaneous to the new structure.
The responsibilities of Owner and Contractor are listed here:
OWNER RESPONSIBILITY:
* Erosion control, permitting, tree protection
* All demolition, removals and site preparation
* All subgrade fill placement and rough shape to within 6" of finish grade
* Storm sewer installation
* Provision of topsoil for finish work
* All restoration outside of the limits shown on plan
* Grow-in
CONTRACTOR / BIDDER RESPONSIBILITY:
* Finish shaping of all subgrade surfaces within work limits
* Installation of all 4" solid N-12 draintile, tie-in to storm sewer
* Installation of all 4" perforated N-12 draintile and gravel backfill in features
* Installation of 12" N-12 plastic catch basins
* Installation Owner-approved greenmsix to 8" depth on green and croquet court
* Installation of Better Billy Bunker liner and sand in bunker
* Replace topsoil to minimum 6" depth around all features, Owner provided
* Install irrigation
* Finish grade, prep and seed greens and fairways to Owner-specified bentgrass
* Finish grade, prep and sod bluegrass roughs
* Final cleanup, punchlist and hand-off to Owner
KEY DATES:
* Bid docs available: 5/12/2026
* Bids due: 5/29/2026
* Construction start date: 7/15/2026
* Substantial completion date: 8/21/2026
Page 1

Glencoe Golf Club - Short Game and Croquet Court
Specifications
5-12-26
CONTRACTOR QUALIFICATION FORM
SHORT GAME AREA AND CROQUET COURT
AT GLENCOE GOLF CLUB
The Contractor bidding the project shall be actively engaged in work of the nature described in the
Plan(s) and Specifications. He/she must be able to demonstrate that he/she has adequate personnel
and materials to perform the work within the specified time limit. The Contractor, whether self-
performed or sub-contracted, must have satisfactorily completed renovation projects of similar scope
within the past five (5) years to that included in this contract, specifically including golf course shaping,
feature construction, irrigation installation and turf restoration.
Contractor's Information
Business Name & Address: __________________________________________________________
Contact Person Name & Title: _______________________________________________________
Contact Phone: ______________ Email: _______________________________________________
Contractor has been in business under present business name for ____ years, from ______ to ________
Number of years in golf course construction and/or renovation business ___________
Contractor Experience and References
On a separate sheet, provide the following work samples and related references:
A. Company profile and list of the five (5) most recently completed construction projects of similar scope
in the last five (5) years, including Owner's name and phone number, brief description of work
performed by Contractor and relevant sub-contractors. If non-golf work such as irrigation, paving,
etc. shall be self-performed by Contractor, provide experience in those disciplines as well.
B. On a separate sheet, provide listing of all anticipated sub-contractor work to be performed on the
project, including relevant company info, similar project experience (per above requirements), and
references.
(Submit with Bid)
Page 2