PARK PAVILION & SHADE STRUCTURES STAINING REQUEST FOR BIDS

PARK PAVILION & SHADE STRUCTURES STAINING REQUEST FOR BIDS
GLEN CARBON PARKS DEPARTMENT
This is a Request for Bids (RFB) from the Village of Glen Carbon for the staining and repairs
of pavilions and shade structures within the parks grounds.
Request for Bid: Park Pavilion and Shade Structure Staining
1. General Information
* Issuer: Village of Glen Carbon
* Issuing Department: Street Department
* Point of Contact:
Steve Kalert - Operations Manager
* Site Address: Glen Carbon, Illinois
* Proposal Submission Address: 151 N. Main Street, Glen Carbon, IL 62034
* Email: skalert@glencarbonil.gov
* Proposal Due Date: August 5, 2026, at 3:00 P.M.
2. Introduction
The Village of Glen Carbon is committed to preserving and maintaining its parks
infrastructure and seeks proposals from qualified and licensed contractors to repair, prep,
and restain the pavilions and shade structures as listed below. The selected contractor will
ensure that all work is completed per the requested specifications.
3. Scope of Work
The successful proposer shall furnish all labor, equipment, tools, parts, and materials
required to perform the following services. All work must be completed prior to December
1, 2026.
3.1. Initial Assessment and Site Visit
An initial site visit is recommended for all interested contractors to evaluate the extent of
the project. The site visit should be completed by July 29, 2026. Coordinate with TJ
Mattison, Parks Superintendent at tjmattison@glencarbonil.gov or (618) 288-2650.
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* Confirmation of approximate square footage of areas as listed below:
Schon Park
Pavilion 1 24'x15'
Pavilion 2 24'x15'
Shade Port 1 12'x8'
Shade Port 2 12'x8'
Greenspace North
Shade Port 1 12'x8'
Shade Port 2 12'x8'
Shade Port 3 12'x8'
Shade Port 4 12'x8'
Village Hall Park
Pavilion 1 16'x16'
Pavilion 2 32'x16'
Cottonwood Park
Pavilion 1 40'x20'
Museum
Pavilion 1 24'x21'
Greenspace East
Shade Port 1 12'x8'
Shade Port 2 12'x8'
* Review of existing structures condition.
* Identification of any extenuating circumstances.
3.2. Coordination
* Prior to beginning work in a specific location, the contractor will ensure area is
secure from any pedestrian activities and secure area to create a controlled working
environment.
3.3. Preparation and Finishing of Structures
* Contractor shall repair any damaged wood to match existing materials.
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* Perform complete surface preparation including but not limited to cleaning,
scraping, and sanding all wood for stain application to the manufacturer's
specification.
* Protect adjacent appurtenances and other surfaces with tarps, plastic sheeting,
and tape.
* Apply Bear Premium Cedar Semi-Transparent Waterproofing Exterior Wood Stain
and Sealer or approved equal.
3.4. Site Refurbishment
* Any damage, staining, or debris from preparation and/or staining to adjacent
concrete or asphalt must be effectively cleaned and returned to existing condition
prior to the beginning of work.
4. Method of Measurement
* Approximate lengths and widths of the structures are listed in Section 3.1.
* Total bid price shall include the cost of all labor, materials, and equipment
necessary to provide the work as listed in Sections 3.2 through 3.4, including
coordination, preparation, refurbishment, and disposal of materials, and site
remediation.
5. Proposal Requirements
Proposals must be submitted in a sealed envelope clearly marked "RFB: Park Pavilion and
Shade Structure Staining" and addressed to Steve Kalert, Operations Manager.
Submissions must include:
1. Cover Letter: A brief letter expressing interest and confirming the proposer's ability
to meet all requirements.
2. Proposed Pricing: Total price to complete the work using the approved bid sheet.
3. References: A minimum of three professional references from similar or closely
related work.
4. Proposal Guaranty
6. Proposal Guaranty
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Each proposal shall be accompanied by a bank cashier's check or a properly certified
check for not less than five percent (5%) of the bid amount.
Check's accompanying proposals shall be made payable to the Village of Glen Carbon.
The proposal guaranty checks of all, except the two lowest responsible, will be returned
promptly after the proposals have been checked, tabulated, and the relation of the
proposals established. Proposal guaranty checks of the two lowest bidders will be
returned as soon as the contract of the successful bidder has been properly executed and
approved.
7. Submission Deadline
All proposals must be received by August 5, 2026, at 3:00 P.M. turned into Village Hall
Finance Office in an envelope marked RFB: Park Pavilion and Shade Structure
Staining. Late proposals will not be accepted. Bids will be opened and publicly read
aloud on August 5, 2026, at 3 P.M. at Village Hall-151 N. Main St. Glen Carbon, IL
62034.
8. Evaluation and Award
The Village of Glen Carbon reserves the right to reject any or all proposals and to waive any
informalities. The Village intends to award the contract to the lowest responsive bid,
dependent on qualifications.
9. Additional Information
The Village of Glen Carbon is a municipality of the State of Illinois. A copy of the most
recently adopted Prevailing Wage ordinance is available for review on Illinois Department
of Labor Department's official website. In the performance of this contract, the contractor
is hereby put on notice that the contractor may be required to comply with the Prevailing
Wage ordinance of the Village of Glen Carbon, and it is the responsibility of the contractor
to ensure full compliance with the Prevailing Wage ordinance as may be required.
The Contractor is advised that the prevailing rate of wages may be revised by the Illinois
Department of Labor and such revisions are available on the Department's official website.
IT IS THE DUTY OF THE CONTRACTOR TO PAY PREVAILING RATE OF WAGES AS MAY BE
REVISED FROM TIME TO TIME.
That the Project Labor Agreement ("Agreement") will be used by all contractors doing
business with the Village on any construction project, except those projects that are
estimated to be less than $20,0000 or financed with Motor Fuel Tax ("MFT") funds. A copy
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of the most recently adopted resolution is available for review in the office of the village
clerk.
The bid shall be awarded through a Service Contract with the contractor and Village. All
requirements of the Service Contract, including insurance requirements must be met to
proceed. If the apparent low bidder is unable to meet the requirements of the Service
Contract, the village shall offer the project to the next lowest bidder.
For any questions regarding this RFB, please contact Steve Kalert, Operations Manager at
skalert@glencarbonil.gov or (618) 288-2663.
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PARK PAVILION AND SHADE STRUCTURE STAINING
Park Structure Staining & Repairs Total Lump Sum Price
$_____________________
Contractor's License No.:_______________________________ Evidence of Bidder's ability to
obtain a State Contractor's License and a covenant by Bidder to obtain said license within
the time for acceptance of bids.
Bidder accepts all of the terms and conditions of the RFB. This Bid will remail subject to
acceptance for 60 days after the bid opening, or for such longer period of time that Bider
may agree to in writing upon request of Owner.
The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into a Service
Contract with Owner in the form included in the RFB to perform all work as specified or
indicated in the RFB document for the price and within the time indicated in this Bid.
By: (Bidding Entity) ________________________________________________________________
[Signature] _________________________________________________
[Printed name] ______________________________________________
(If Bidder is a corporation, a limited liability company, a partnership, or a joint venture,
attach evidence of authority to sign.)
Attest:
[Signature] _________________________________________________
[Printed name] _____________________________________________
Title: ______________________________________________________
Submittal Date:____________________________________________
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SERVICE CONTRACT
THIS AGREEMENT made and concluded this day of August , 2026 between the
Village of Glen Carbon acting by and through its President and Board of Trustees,
hereinafter known as Village, and ________________________ his/her executors,
administrators, successors or assigns, hereinafter known as Contractor.
WITNESSETH: That for and in consideration of the payment of and agreements
mentioned in the proposal hereto attached, the Contractor shall furnish all labor and
materials to complete the work or project which is the subject of said attachment as
described in the Contract, Bid or Proposal attached hereto and made a part hereof.
WITNESSETH: It is also understood and agreed that the attached Service Contract, Bid
or Proposal, together with all specifications contained therein and all other documents
relevant to this project, for the PAVILION AND SHADE STRUCTURE STAINING
for the Village of Glen Carbon, Illinois, together with all of the obligations and
agreements hereinafter set forth are all essential elements of the Agreement between the
parties. In the event that any provision hereinafter set forth conflicts with any provision
contained in the Contract, Bid or Proposal attached hereto the provisions hereinafter set
forth shall prevail. Those provisions are as follows:
1. Compensation/Payments. The Village shall pay for goods and services provided
by the Contractor pursuant to the Agreement a sum not to exceed $_________
for the proposal. Payments will be made in accordance with the Village Accounts
Payable cycle. The Village shall not be required to pay any interest or late charges on any
amount owed to Contractor.
2. INSURANCE. Before starting the work or activity which is the subject of this
agreement, (including delivering any Goods), ____________________________ shall
procure and maintain at its own cost and expense insurance coverage set forth below
Commercial General Liability coverage (equivalent in coverage to ISO form CG 00 01)
of not less than:
Each Occurrence Limit $1,000,000
Personal Advertising Injury Limit $1,000,000
Products/Completed Operations Aggregate $2,000,000
General Aggregate Limit $2,000,000
(other than Products/Completed Operations)
The policy must include:
A. Premises and Operations coverage with no explosions, collapse, or
underground damage exclusion (XCU).
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B. Products and Completed Operations coverage. Subcontractor agrees to
maintain this coverage for the greater of ten (10) years following
completion of its work or the longest applicable statute of limitations and
the statue of repose during which any action may be filed against the
primary insured or additional insured.
C. Standard ISO CG 00 01 Contractual Liability coverage, or its equivalent,
and a Separation of Insureds clause. The policy shall not include an Insured
vs. Insured exclusion.
D. An Additional Insured Endorsement (ISO form CG 20 10 and CG 20
37) providing ongoing and completed operations coverage naming as
additional insured: "Village of Glen Carbon, including its officials,
employees, and authorize volunteers."
E. There shall be no exclusions for continuing or progressive losses not known
to exist prior to policy inception.
F. Coverage must be on an "occurrence" form. "Claims Made" and "Modified
Occurrence" forms are not acceptable.
G. Such coverage as is afforded by this policy for the benefit of the additional
insured(s) is primary and any other coverage maintained by such additional
insured(s) shall be non-contributing with the coverage provided under this
policy.
H. The CGL policy may not be subject to a self-insured retention (SIR) or
deductible that exceeds $10,000. Any and all SIRs must be susceptible of
being satisfied under the CGL policy through payments made by additional
insureds, co-insurers, and/or insureds other than the First Named Insured.
3. Termination. This Agreement may be terminated at any time upon the mutual
written consent of both parties with no penalty. In addition to the foregoing, the Village
may, at its sole discretion, terminate this Agreement with no penalty if: (1) Contractor
fails to provide services required pursuant to this Agreement within the time specified by
the Village, or any extension granted by same; or (2) Contractor fails to perform any of
the provisions of this Agreement.
4. Limitation of Liability. Any provision in the Agreement that limits the liability of
Contractor, whether limiting direct damages, economic damages, non-economic
damages, consequential damages or otherwise, is null and void. Furthermore, any
provision that disclaims any warranties, whether express or implied, is null and void.
The Contractor shall be liable for any damages at law or equity.
5. Taxpayer ID. The Contractor's federal employer identification number (FEIN) is
___________________.
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6. Taxes. The Village shall not be required to pay any taxes associated with the
Agreement, and any provision requiring the Village to pay such taxes is null exempt
documents.
7. Indemnification. The Village shall not indemnify Vendor against any action, or
inaction, of the Village, its agents, employees, officers or representatives.
8. Hold Harmless and Indemnity Agreement. The Contractor agrees to save and
keep the Village of Glen Carbon, including its Officials, Agents and Employees, free and
harmless from all liability including but not limited to, losses, damages, costs, attorneys'
fees, expenses, causes of action, claims or judgments resulting from claimed injury,
death, damage to property or loss of use of property or any person or legal entity arising
out of or in any way connected with the performance of work or work to be performed
under this Contract to complete the TRAIL SEALING PROJECT except as to the
negligence of the Village of Glen Carbon or its employees as to which this Hold
Harmless and Indemnity Agreement shall not apply. The Contractor shall indemnify the
Village of Glen Carbon for any costs, expenses, judgements and attorneys' fees paid or
incurred, by or on behalf of the Village of Glen Carbon, its Officials, Agents or
Employees or by agents of the Village of Glen Carbon acting pursuant to insurance
policies or self-insurance policies provided for the benefit of the Village of Glen Carbon.
The Contractor shall further hold harmless the Village of Glen Carbon, its Officials,
Agents and Employees from liability or claims for any injuries to or death of the
Contractor's employees or Subcontractor's employees, arising out of or in any way
connected with the work and work to be performed under this Contract, including
protection against any claim of the Contractor or Subcontractor for any payments under
any worker's compensation law or any expenses of or any payments made by any
worker's compensation insurance carrier on behalf of said Contractor or Subcontractor
and the Contractor shall indemnify the Village of Glen Carbon for any costs, expenses,
judgments and attorneys' fees with respect to any above referenced worker's
compensation claim incurred or paid by the Village of Glen Carbon or paid on its behalf
or behalf of its Officials, Agents or Employees by insurance purchased or self-insurance
provided by the Village of Glen Carbon.
In the event the Village of Glen Carbon's machinery or equipment is used by the
Contractor or any Subcontractor in the performance of the work to be performed under
this Contract, such machinery or equipment shall be considered as being under the sole
custody and control of the Contractor or Subcontractor during the period of such use by
the Contractor or Subcontractor, and if any person or persons in the employ of the Village
of Glen Carbon should be used to operate said machinery or equipment, during the period
of such use, such person or persons shall be deemed to be an employee or employees of
the Contractor of Subcontractor.
The Village of Glen Carbon is a municipality of the State of Illinois. By state statute, the
Village of Glen Carbon is required to adopt a Prevailing Wage ordinance each year. A
copy of the most recently adopted Prevailing Wage ordinance is available for review in
the office of the village clerk. In the performance of this contract, the contractor is hereby
put on notice that the contractor may be required to comply with the Prevailing Wage
ordinance of the Village of Glen Carbon, and it is the responsibility of the contractor to
ensure full compliance with the Prevailing Wage ordinance as may be required.
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The Contractor is advised that the prevailing rate of wages may be revised by the Illinois
Department of Labor and such revisions are available on the Department's official
website. IT IS THE DUTY OF THE CONTRACTOR TO PAY PREVAILING RATE OF
WAGES AS MAY BE REVISED FROM TIME TO TIME.
That the Project Labor Agreement ("Agreement") and will be used by all contractors
doing business with the Village on any construction project, except those projects that
are estimated to be less than $20,0000 or financed with Motor Fuel Tax ("MFT") funds.
A copy of the most recently adopted resolution is available for review in the office of the
village clerk
9. Arbitration. The Village shall not be required to submit to binding arbitration,
and any reference to mandatory arbitration contained in the Agreement is null and void.
10. Law Governing. This Agreement shall be governed by and construed in accordance
with the laws of the State of Illinois.
11. Venue. In the event a suit or action is brought by any party under this Agreement
to enforce any of its terms, or in any appeal therefore, it is agreed that any such action
shall be brought in the Circuit Court of Madison County, Illinois.
12. Attorney Fees. In the event a, suit or action is brought by any party under this
Agreement to enforce any of its terms, or in any appeal therefore, it is agreed that the
prevailing party shall be entitled to reasonable attorneys' fees to be fixed by the trial court
and/or appellate court.
13. Modifications Must Be in Writing. This Agreement may not be changed orally. All
modifications of this Agreement must be in writing and must be signed by each party.
14. Agreement Binding. This Agreement shall be binding upon the heirs, executors,
administrators, successors and assigns of the parties hereto.
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