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
