Wesselman Park Tennis Court Lighting

City of Evansville
Invitation For Bids
IFB-508-04-2026
Wesselman Tennis Court Lighting Improvements
Issue Date: June1, 2026
Issued By: City of Evansville
Parks and Recreation Department
100 E. Walnut Street
C.K. Newsome Building
Evansville, IN 47713
Transmitted Via: Email and Posting on Website:
https://www.evansvillegov.org/city/department/division.php?structureid=133
Plan Holder List: Contractors obtaining a bid package should send an email to:
Paul Bouseman at pabouseman@evansville.in.gov letting him know that
they have obtained a package
Proposals Due: Wednesday June 17, 2026 at 12:00 Noon CST
1 NW Martin Luther King Jr. Blvd.
Evansville, IN 47708
Room 301

VENDOR INSTRUCTIONS
1. INTRODUCTION
A. The Board of Park Commissioners (the "Board") by and through the City of Evansville (the "City"), is soliciting
competitive sealed bids from qualified contractors of the Installation of two new irrigation systems for two separate
city golf courses.
B. Your company, among others, is invited to submit a bid on a competitive basis in the format described. The bid
documents establish requirements and defines responsibilities of the proposing vendor (hereinafter "Vendor,"
"Respondent," or "Contractor") to install the first phase of a multiuse, accessible trail.
2. GENERAL REQUIREMENTS
The responsibilities of the Contractor include, but shall not be limited to, the following:
A. The Contractor shall purchase all items needed to provide services.
B. The Contractor will furnish all tools and labor required for service.
C. The Contractor shall coordinate with Paul Bouseman, Deputy Director for time and space to complete
all work required.
D. Contractor will be responsible for any needed traffic control (vehicular and/or pedestrian) during
construction.
E. Contractor must possess the required local licensing that pertain to work on this project at the time of bid
opening, per Evansville Municipal Code 3.95.030.
F. Prime Contractors are required to be designated as a Responsible Bidder at the time of bid submission
for any bid over $150,000 per Evansville Municipal Code 3.95.040. Submittal requirements of
subcontractors may be provided immediately after bid award, but prior to the execution of a contract.
G. Contractor must have a written drug testing program in place at the time of bid submission for any bid
over $10,000 per Evansville Municipal Code 3.95.020.
H. Awarded Contractor must carry the required insurance throughout the bidding process until completion
of this project listed in the General Conditions.
3. RESPONSE INSTRUCTIONS
The submitted bid must follow the rules and format established within this Invitation to Bid. Adherence to these
rules will ensure a fair and objective analysis of all quotes. Failure to complete any portion of this request may
result in rejection of a bid.
4. Pre-Bid Conference
A Mandatory Pre-bid Conference will be conducted on June 8, 2026, at 1:00 pm, local time in the Snack Bar
Room in the CK Newsome Center at 100 E. Walnut. All prospective bidders must attend this conference and will
be deemed unresponsive if not represented.
5. CONTACT WITH MUNICIPALITY EMPLOYEES
To ensure a fair and objective evaluation of all bids, Vendors are required to submit all inquiries in writing to
Paul Bouseman at his dcrook@evansville.in.gov email should be titled: Wesselman Tennis Court Lighting
Upgrades

Inquiries shall be submitted no later than eight (8) days prior to the stated opening time and date. This is to allow
for ample time to respond and disseminate to all perspective parties.
All changes in specifications shall be in writing in the form of an addendum and furnished to all contractors.
Verbal information obtained otherwise will not be considered in awarding of quotes. No changes to
specifications will be permitted within seven (7) days prior to the bid opening.
6. ACCESS BID DOCUMENTS
Before submitting a bid, vendors shall examine the specifications in order to understand all existing conditions
and limitations.
7. COSTS OF BID PREPARATION AND SUBMISSION
Each vendor shall be responsible for all costs incurred in order to prepare and submit their response to this IFB.
8. BID BOND
A. Each bid shall be accompanied (in the same envelope) by a bid bond or certified check, made payable to
the "CITY OF EVANSVILLE", in an amount equal to five percent (5%) of the total bid submitted.
No bid may be withdrawn after the opening of bid without the consent of the Evansville Board of Parks
Commissioner for a period of thirty (30) days after the scheduled time of opening bids.
9. PUBLIC OPENING PROCEDURES
A. No award will be made or implied at this time, unless otherwise indicated.
B. Only the following information will be given:
* Vendor name and amount of bid
C. Bids or related documents may not be reviewed at the bid opening. No discussion of any nature
concerning brand names, deliveries, samples, etc. can be entered into between any Purchasing
Department personnel and any Vendor during or after the bid opening until the evaluation of bids have
been completed and a recommendation for award has been made.
D. A copy of the bid tabulation will be available to review in the Purchasing Department upon completion
of the recommended award.
E. Vendors who wish to review or request copies of bids may do so by contacting the Purchasing
Department at 812-436-4915. A copy fee will be charged for copies.
10. ACCESS TO PUBLIC RECORDS
A. All submissions may be considered public documents under applicable laws and may be subject to
disclosure. Some bid records are public as soon as received by the City, others become public at bid
opening, and others at bid award. Contractor recognizes and agrees that City will not be responsible or
liable in any way for any losses that the Contractor may suffer from the lawful disclosure of information
or materials to third parties.
B. Any materials requested to be treated as confidential documents, proprietary information, or trade
secrets must be clearly identified and readily separable from the balance of the bid submission. Such
designations will not necessarily be conclusive, and Contractor may be required to justify why such
material should not, upon written request, be disclosed by the City under the applicable public records

act.
C. City will endeavor to provide at least two (2) business days' notice to the Contractor of a public records
request for material submitted pursuant to this IFB (Invitation for Bid). The City will then release the
document in accordance with the City's policy for responding to such requests unless both of the following
are true:
i. the Contractor responds to the notice with any objection to the production of the document within
two (2) business days of receipt of the notice; and
ii. the Contractor agrees in writing to indemnify City, in a form acceptable to City, in the event a
challenge is brought for withholding a public record based on Contractor having designated it a trade
secret.
11. BID FORMAT AND FORMS
Each bid will be prepared in the format specified, incorporating the additional forms provided at the end of this
document, and be submitted in a sealed envelope.
The bidder shall give the unit prices in both written form and numerical form for each item. In the event of a
discrepancy between written prices and numerical prices the written price form will take precedence and will be
used in computing the total project cost.
Submit one (1) original and one (1) electronic copy on a flash drive in a Windows-compatible and searchable
format such as PDF. Bids must be clear, concise, typewritten, and must be signed in ink by the official authorized
to bind the submitter to its provisions.
The contents of this bid will become incorporated within any contract signed by the Board and the provider of
service. Do not retype this bid. Instead, respond on a separate page and cite the section number for each
response. All areas of the request must be addressed in the same sequence cited in the Bid instructions in order
that proper consideration is given to the bid. Bids submitted without information or incomplete content will
result in the bid being removed from consideration.
12. DELIVERY OF BIDS
The submittals must be sealed and clearly labeled:
SEALED BID ENCLOSED
IFB-508-04-2026
Wesselman Tennis Court Lighting Improvements
1 NW Martin Luther King, Jr. Blvd, Room 323
Evansville, Indiana 47708
Bid Open Date: June 17, 2026
It is the sole responsibility of the vendor to see that their bid is received in the proper time. Any bids received
after the bid opening date and time shall be eliminated from consideration and returned to the Vendor
unopened.
Bids must be delivered by 11:45am CDT on June 17, 2026 to the following address:
Purchasing Department

1 NW Martin Luther King, Jr. Blvd, Room 323
Evansville, Indiana 47708
NOTE: Any bids submitted after 11:45am on June 17, 2026, but before the scheduled opening at 12:00
PM CDT shall be delivered to Room 312 Civic Center, 1 NW Martin Luther King Jr. Blvd., Evansville,
Indiana 47708.
BID EVALUATION
1. EVALUATIONS
The bid selected shall be the lowest responsive and responsible bidder that provides the most comprehensive
approach that meets the stated requirements. The Board reserves the right to award on a line-item basis.
2. RIGHT TO DISCUSSIONS
The agency reserves the right to conduct discussions with Respondents for the purpose of clarification to assure
full understanding of, and responsiveness to, the solicitation requirements. The agency further reserves the
right to excuse technical defects in a bid when, in its sole discretion, such excuse is beneficial to the agency.
3. RIGHT OF REFUSAL
The Board reserves the right to reject any one or all bids, or any part of any bid, to waive any irregularities in any
bid, and to award the purchase in the best interest of the Board /City. Furthermore, the City reserves the right to hold
the bid of the three (3) lowest Vendors for a period of sixty (60) calendar days from and after the time of the bid
opening.
4. AWARD OF CONTRACT
It is the intent of the Board to enter into a contract with a provider that will emphasize administrative
efficiencies, and possess the capacity, infrastructure and organizational competence to perform required
functions necessary for managed care under this bid.
Award recommendations are contingent upon an initial evaluation of the Contractor's qualifications to
determine if the Contractor is a quality service provider. The Contractor's policies and procedures may be
evaluated as a further determination of quality.
The process of evaluating each Contractor's bid may involve interviews with a random sampling of the
Contractor's current and previous customers. This is not an exclusive criterion for awarding the contract.
It is anticipated that contract(s) will be awarded on or before July 1st, 2026.
5. SUBCONTRACTORS
The Board intends to contract with one prime Contractor who will be solely responsible for contractual
performance. In the event the prime Contractor utilizes one or more subcontractors, the prime Contractor will
assume any and all responsibility for performance of services by the subcontractor(s). Additionally, the City of
Evansville must be named as a third-party beneficiary in all subcontracts.

A list of all subcontractors proposed to take part in the performance of the contract must be provided to the
City of Evansville for approval prior to contract execution. This request may require that sufficient financial or
background information pertaining to included subcontractors be provided.
The City of Evansville reserves the right to limit and/or reject any and all subcontractors.
6. E-VERIFY PROGRAM
Pursuant to Indiana Code 22-5-1.7-11 (b)(2) the Contractor shall provide documentation that it has enrolled and
is participating in the E-Verify Program (see Indiana Legal Employment Declaration form). Contractor is required
to submit proof from the E-Verify Program that it is currently enrolled in the Program. An example of
confirmation is the confirmation e-mail received from E-Verify that the Contractor has successfully enrolled in
E-Verify.
7. MINORITY & WOMEN BUSINESS ENTERPRISE UTILIZATION
The City of Evansville and Vanderburgh County is committed to achieving significant utilization of Minority and
Women Business Enterprises (M/WBE) in the community's purchasing efforts. Goals have been established to
provide an atmosphere of equal opportunity for all vendors to participate in procurement opportunities
including the purchasing of products, services and public works contracts. (See Board of Public Safety/City of
Evansville Municipal Code 3.90.110-180)
8. TAXES
The City of Evansville is exempt from federal, state, and local taxes and will not be responsible for any such taxes
in connection with the award or performance of this contract.
9. LICENSES AND PERMITS
The successful Vendor or Vendors shall furnish the City of Evansville upon request any and all documentation
regarding licenses, permits, certifications and/or registrations required by the laws and regulations of the City
of Evansville, Vanderburgh County, the State of Indiana and the United States of America.
The Provider certifies that it is now and will remain in good standing with the aforementioned governmental
agencies and that it will maintains its licenses, permits, certifications and/or registrations in force during the term
of the contract/agreement with the City of Evansville, Vanderburgh County, Indiana.
10. CHOICE OF LAW AND VENUE
Any and all actions or proceedings arising out of, or related to, this bid and any resulting contract shall be
governed by and construed in accordance with the laws of the State of Indiana. Submission of this bid by Vendor
constitutes consent and stipulation to jurisdiction and venue in the courts of Vanderburgh County, Indiana,
concerning all litigation and proceedings arising out of or related to this bid and any resulting contract.
11. CONTRACTOR'S ACKNOWLEDGMENT
The Contractor shall comply with the provisions as set forth in Indiana Code 5-16-13, et al. as required by Indiana
Code 5-16-13-7. Additionally, Contractor shall execute the attached "Contractor's Acknowledgement" and
return to Owner prior to the commencement of any Work.
12. SPECIFICATIONS:

See Construction Documents.
LENGTH OF CONTRACT
The Contract shall be awarded by action of The Evansville Board of Parks Commissioners
The Board of Park Commissioners shall furnish the Bidder receiving award with a notice of award and three signed copies of
the contract. The Contractor shall sign all three copies, returning two to the Evansville Board of Public Commissioners along
with the required Proof of Insurance. The Contractor shall have Ten (10) Calendar Days from the notice of award to submit
all required documents to execute this contract. If all requirements are not met within the specified time period, the
Contractor's Bid Bond accompanying this bid, and the proceeds thereof, shall be paid into the general fund of the City of
Evansville, unless a mutual resolution is met by both parties due to an unforeseen incident involving this bid. When all these
requirements have been met, the Department of Parks and Recreation may issue the Contractor a notice to proceed. The
Contractor shall commence work within ten (10) days after issuance of the notice to proceed.
The Contractor shall be required to guarantee the improvements for a period of three (3) years from the date of final
acceptance against all defects in materials and workmanship and shall agree that during the guarantee period specified they
will, at own expense, make all repairs which may become necessary.
In case repairs become necessary, the Owner shall give written notice to the Contractor to make the repairs. In case of failure
of the Contractor to commence the repairs within ten (10) days after notice, the Owner may cause the repairs to be made,
and may thereupon recover the reasonable cost of the repairs so made from the Contractor, together with the cost of the
supervision and inspection thereof.
The Owner shall have ninety (90) days after the expiration of the guarantee period in which to notify the Contractor of any
repairs necessary on the date of expiration.
13. Project Schedule
The Bid Package will be available to Bidders on June 1st, 2026.
Original reference drawings are available from the Owner upon request.
Bid Meeting will be at 1:00 pm, June 8, 2026, at CK Newsome Community
Center
Sealed Bids are due June 17, 2026.
The Contract will be awarded to the Successful Bidder by July 1, 2026.
The Successful Bidder will commence work within 10 days of notice to
proceed
Any reference made to any manufacturer or brand name is not to be construed as a limiting factor in the bid, but is
meant to show the minimum scope and quality of the product to be quoted. Contractor can submit approved equals
for items that vary from those requested.

Note - If the project cost exceeds budget, project may award by individual location(s) or rejected in total.
A. The Contractor is to provide to the City of Evansville a copy of its "Random Drug Testing Program and Contractor's
Licenses" as provided for in Chapter 3.95 of the City of Evansville Municipal Code if the quote is $10,000 or more
or if under $10,000 the contractor is to provide the City of Evansville a copy of its "Contractor's Licenses and
Random Drug Testing Program" which is to include at a minimum random drug testing of at least the five (5) drug
panel tests as provided for in Chapter 3.95 (a copy of which is attached) in Title 3 of the City of Evansville
Municipal Code at the time of the quote.
B. A coverage limit of not less than General Aggregate: $5,000,000, Products & Completed Operations Aggregate,
Not Less Than $5,000,000; Personal & Advertising Injury, Not Less Than $1,000,000; Each Occurrence Not Less
Than $750,000; Fire Damage (Any one fire) Not less Than $50,000; Medical Expense (Any one person), Not Less
Than $5,000.
The evidence of insurance coverage shall be endorsed and provided to City of Evansville, prior to start of the
project showing City of Evansville as additional insured.
Other insurance requirements are listed in Section XI under "Scope of Services."
C. Notice to Proceed & Schedule of Work:.
NOTE: If work is not completed in the time schedule set above, a $100 per day penalty in liquidated damages will
be assessed against the Contractor for each day work does not meet the guideline as specified unless a mutual
resolution is met by both parties due to an unforeseen incident involving this bid.
D. Final Inspection & Invoicing: Upon completion of the work, Contractor shall schedule an inspection with owner
and architect. After inspection, a list of items needing additional work or correction will be provided to the
Contractor. Upon completion of these items, the Contractor shall request another inspection. This process will
be repeated until all work is deemed acceptable to the City. The last inspection shall constitute the final
inspection and acceptance of the work by the City (the "Final Inspection"). Until the Final Inspection, no part of
the work will be accepted. Only upon Final Inspection may the Contractor submit an invoice for the contract
amount as modified by any written change orders.
E. Responsibility of Damage: Pavement, sidewalks, vehicles, yard ruts, office equipment, building structure
including walls, traffic signal equipment, traffic signs, pedestrians, vehicular, other traffic, etc. shall be protected
against damage or disfigurement from material or equipment used in the removal and/or installation of the
equipment. Contractor shall be responsible for all damages accordingly. Contractor shall be responsible to keep
working area clean of debris.
14. WARRANTY REQUIREMENTS
A. Warranty - 1 year one entire project.
15. QUALIFICATIONS
* Minimum Qualifications
* Contractor and their employees must present themselves in a professional manner
at all times. Shirts are to be worn at all times. Offensive clothing and language will not be
tolerated
* The use of alcohol or illegal drugs will not be tolerated.
.

* Statement of Experience
* Contractor must submit three (3) local letters of references.
* Contractor must submit list of manpower to be utilized.
* Contractor must submit length business has been in existence doing this type of work.
* Non-Compliance
* The Contractor also agrees that should the Contractor fail to comply with the terms
of the contract, Contractor will be given four (4) days to bring in such non-compliance to
compliance. If Contractor fails to correct such non-compliance, the City may do one or more
of the following:
* Terminate the contract and pay the Contractor only to the date of termination
less any amounts owed to the City by the Contractor.
* Use its own workers or hire another contractor to remedy the breach and
withhold from payments due the Contractor the cost of such corrective
measures.
* Any other remedy allowed at law or equity.
16. INVOICE SUBMISSION
B. The invoice submitted for payment must include the following:
1. Name "Evansville Parks and Recreation" on the invoice(s).
2. All invoices must be itemized. Must have company name, address, phone number.
3. Invoices must have an invoice number and not duplicate any others.
17. INSURANCE
* The Contractor shall procure and keep in force during the term of the contract general liability insurance
that shall protect it and the Owner (as an additional insured) and any subcontractors performing work
under the contract against claims for damage for personal injury, occupational sickness or disease,
including accidental death, as well as the claims for property damage, which may arise from operations
under the contract, whether such operations be by Contractor or by any subcontractor(s), or by any one
directly or indirectly employed by either of them, in the amount of at least ($1,000,000) one million dollars
combined single limit for each occurrence. Contractor shall carry worker's compensation insurance
coverage in amounts required by Indiana law for all of its employees who perform work under the contract.
* The City of Evansville shall be named as additional insured on such general liability insurance. Certificates
of insurance must be presented to the Board of Public Works or its designated representative (Purchasing
Department) prior to the commencement of the contract.
18. DAMAGE TO PREMISES
* If the property or contents is damaged in any way whatsoever by reason of any act or omission of the
Contractor or its employees, the Contractor shall immediately repair at its own cost and expense the
building, structure, wall, fence, equipment, etc., as damaged.
* Upon failure of the Contractor to make such repairs, the Board of Park Commissioners and/or the City of
Evansville may repair such damage at the cost and expense of the Contractor and shall have the right to
terminate the contract.

SUPPLEMENT TO THE GENERAL CONDITIONS
FOR MINORITY AND WOMEN BUSINESS ENTERPRISE PROGRAM
Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) Goals
It is a goal of the City of Evansville-Vanderburgh County ("Owner") to promote the utilization of
MBEs and WBEs during and as part of each contract for the purchase of goods, supplies, services
and construction work, in an effort to meet or exceed the participation goals established in the
MBE/WBE Utilization Plan of 12% participation of MBEs and 7% participation by WBEs.
Each bidder shall identify, as part of its bid the MBE and WBE businesses that would perform
work should the bid be accepted, a description of the work which each subcontractor/supplier
would perform and the dollar amount of the work which each would perform. The City's Contract
Compliance Officer, as part of the Plan, shall actively promote the meaningful participation of MBE
and WBE businesses, in the performance of the work by contractors.
PRE-CONSTRUCTION / BIDDING PHASE
Bidder Requirements:
Before and during the pre-construction and bidding phases of the Project and subject to the
public construction and public procurement laws applicable to the Project, bidders shall actively
promote meaningful participation of MBEs and WBEs in the Project, requiring them to:
1. Provide written notice of contracting opportunities to known MBEs and WBEs in
sufficient time to allow them to participate. Bidder's must allow M/WBE's no fewer than
ten (10) business days to respond to bid notice;
2. Contact and/or follow-up with MBEs and WBEs interested in participation. Prime
Contractors who are:
- Challenged with sourcing MBE/WBE subcontractors,
- Have MBE/WBE goal deficiencies, or
- Have MBE/WBE participation barriers
are required to coordinate a meeting with the City of Evansville Contract Compliance
Officer and/or the City/County Purchasing Department. The meeting purpose will
consist of a discussion and potential recommendations of appropriate action steps to
achieve the MBE/WBE goals. This meeting must take place at least three (3) business
days prior to the final bid submission. All information reported by contractors will be
verified for accuracy.
If a Purchasing Department Coordination meeting is not completed by the prime
contractor, the contractor's bid will be considered non-responsive and will not be
accepted for final submission.
In addition, the Participation Evaluation Worksheet (Form A) included in the bid
package is required to be submitted with each bid.
3. Consider unbundling Bid Packages into economically feasible units to facilitate MBE
and WBE participation. Unit prices shall be given for supplies and equipment;
M/WBE-1