Village of Lincolnwood REQUEST FOR QUALIFICATIONS (RFQ) MUNICIPAL ENGINEERING SERVICES Response Due Date: Friday, March 21, 2014, 4:00 p.m. Send Sealed Qualifications to: Timothy C. Wiberg Village Manager Village of Lincolnwood 6900 N. Lincoln Ave. Lincolnwood, IL 60712 Submit Questions To: Douglas Petroshius Assistant Village Manager Village of Lincolnwood dpetroshius@lwd.org
A. PURPOSE The Village of Lincolnwood invites qualified, licensed professional engineering Firms and individuals to submit their Qualifications for Municipal Engineering Services. The Village seeks Firms and/or an individual to propose the ideal service delivery model for the Village s outsourced service arrangement. For the purpose of this RFQ Village means Village of Lincolnwood and Firm means the engineering Firm or individual submitting a response to this RFQ. Qualified Firms shall provide services based on the Project Scope and Submittal Requirements sections provided below. B. BACKGROUND The Village of Lincolnwood is located approximately 10 miles north of downtown Chicago and serves as the gateway to Chicagoland s North Shore. It is an ethnically diverse community of 12,590 residents, with tree-lined streets, beautiful neighborhoods and parks, an excellent school system, and prosperous business community. The Village s departments are the Village Manager s Office, Finance, Police, Fire, Public Works, Parks and Recreation, and Community Development. More information regarding the Village in general can be found at www.lincolnwoodil.org. The Village receives engineering services through a private contract service arrangement. The Firm that is selected to fill this role shall assign a Professional Engineer to serve as the Village Engineer. For over 20 years the Village contracted with a private engineering Firm in an off-site, outsourced service arrangement. This Firm fulfilled the responsibilities of Village Engineer and performed much of the Village s engineering consulting, design, and construction observation work. In 2012 the Village transitioned to a different model. This model consisted of one individual serving as Village Engineer. This Village Engineer maintained an office in the Village s Public Works building, with a computer and maintained regular on-site weekly hours so as to provide the Village with a part-time staff presence. The Village Engineer provides all engineering services except design, construction observation, and other work requiring manpower such as traffic studies. C. PROJECT OBJECTIVE The Village has identified strengths and weaknesses with both Village engineering models and seeks the input of experienced engineering Firms to develop the ideal engineering model for the Village. After the RFQ process has concluded the desired model will be defined by the Village and the Village will conduct an RFP process with three to five Firms that participated in the RFQ process. D. PROJECT SCOPE See Section G. Submittal Requirements for more information. There are two parts to this RFQ. First, Firms must demonstrate that they have the qualifications to serve as the Village Engineer. Page 1 of 5
Second, Firms must propose the ideal service delivery model based on the Village s size, projects and programs, and background. More than one model can be proposed. Below are the services the Village has received through its outsourced model: 1. Grant writing and submittal 2. Street, sidewalk, curb and gutter replacement design 3. Sanitary sewer, pond, or basin design work 4. Watermain, distribution, and facilities design work 5. Landscaping, park, and green space design work 6. Obtaining necessary permits from regulatory agencies 7. Capital project estimates for budget purposes 8. Assist with obtaining utility easements 9. Assist with developer agreements 10. Prepare and bid Village capital projects as required 11. Construction management and inspection as required 12. Develop maps and Record Drawings for the Village as needed by project 13. Liaison to Illinois Department of Transportation, Cook County, Northwest Municipal Conference Technical Committee 14. National Pollutant Discharge Elimination System Stormwater Ordinance Management 15. Responding to neighborhood drainage and grading complaints 16. General municipal engineering design and assisting with GIS layer development 17. Attend Village Board, Plan Commission, Zoning Board, Traffic Commission, and staff meetings as required 18. Traffic studies 19. Create and Administer Village Engineering Standards and Specifications 20. Assist Village staff as needed The Village anticipates engineering and oversight is required for the following projects that the Village is actively involved in or anticipates in 2014-15. An asterisk indicates projects that the Village has already contracted with an assigned engineering Firm. In such instances the next Village engineering Firm would oversee the work already in progress: 4500 W. Touhy Ave. Mixed Use Development Review (Formerly Purple Hotel Site) Congestion Mitigation and Air Quality Grant for a Bicycle Overpass* over Touhy Ave. Union Pacific Right-of-way Acquisition* for a bicycle path Union Pacific Right-of-way Bicycle Path Construction Sewer Improvement/Repair* Street Light Replacement* Pratt Avenue Resurfacing* Residential Street Resurfacing Planning Stormwater Berms and Restrictors* Public Works Yard Expansion Construction* Cook County Crawford Avenue Reconstruction* New Water Transmission Page 2 of 5
E. LICENSES Each party submitting Qualifications shall possess all necessary federal, state, and local licenses as are required by law, and shall furnish satisfactory proof to the Village upon request that the licenses are in effect during the entire period of the contract. F. SCHEDULE OF EVENTS Below is an estimated schedule of events. Qualifications will be reviewed and evaluated by Village staff and Village Board members before the contract award. Event Date (2014) RFQ Issued February 7 Deadline for Questions February 28 at 4:00 p.m. Answers from Village Distributed March 7 Deadline for Submittal of March 21 at 4:00 p.m. Qualifications Staff Review of Qualifications March 24 April 4 Selection Committee Interviews April 7 April 18 Request for Proposal Process May - July Following the sealed response opening, staff will review the responses and will notify submitters of any additional schedules as deemed necessary and will notify all Firms of review status in a timely manner. G. SUBMITTAL REQUIREMENTS All Qualifications must be signed by an authorized official. Qualifications that contain omissions, erasures, alterations, or additions not called for, conditional or alternate cost Qualifications unless called for, or that contain irregularities of any kind may be rejected. All Qualifications must be submitted to the Village of Lincolnwood, no later than Friday, March 21, 2014 at 4:00 p.m. Provide three paper copies and one electronic copy (by CD or USB flash drive) of the RFQ Response sealed in one envelope and plainly marked with the title MUNICIPAL ENGINEERING SERVICES. The proposal must be shipped via United States Postal Service, Federal Express, or United Parcel Service or may be dropped off in person at the Village Hall: Timothy C. Wiberg Village Manager Village of Lincolnwood 6900 N. Lincoln Ave. Lincolnwood, IL 60712 Qualifications shall not exceed 20 pages. The Village is not interested in brochures, boilerplate filler, or general information that is not relevant to this process. Firms submitting Qualifications are advised to provide a clear and responsive approach to Page 3 of 5
addressing all issues noted in this RFQ. The Qualifications shall include the following and be organized in the order in which they appear below: 1) Firm Description A title page that includes the following information: name of Firm, mailing address, telephone number, fax number, e-mail address, name of contact person, location of branch offices, if any. Provide a brief history of the Firm. Indicate if your Firm, ownership, management or employees have ever been involved in litigation or had complaints file for improper practices with the Illinois Department of Professional Regulations or any other state or federal regulatory authority? Please explain. 2) Project Team Names and qualifications of specific project staff who are qualified to act in the primary role of Village Engineer and supporting roles. Also provide a brief description of relevant projects in which the staff has played a central role. Provide an organizational chart clearly delineating individual responsibilities. 3) Experience A description of experience and expertise in providing engineering services for similar communities with experience in water, sewer, streets, stormwater, and general municipal engineering services. 4) Proposed Engineering Model(s) An understanding of the Village s need for Municipal Engineering Services and the role the Village Engineer should play. Specific example and insights will be useful in this section. 5) Completed Work References Provide three (3) municipal references including current contact name and phone number where the Firm provides similar services. 6) Exceptions Indicate any exceptions taken to the terms and conditions, contractual, and other requirements defined in the RFQ. If exceptions are taken, cite the paragraph involved, the exception taken, and state alternative language acceptable to the Firm. Alternative language is subject to negotiations and/or approval. Page 4 of 5
H. EVALUATION CRITERIA Firms will be evaluated and ranked by the Village based on the following: 1) Responsiveness to submission requirements 2) Qualifications of the Firm 3) References 4) Ability to provide services as stipulated in the RFQ The Village reserves the right to undertake such investigations as it deems necessary to verify qualifications. K. CONFIDENTIALITY The Village Manager shall examine the Qualifications to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified. After award of contract by the Village Board, all responses, documents and materials submitted by the Firm pertaining to this RFQ will be public information and will be made available for inspection, unless otherwise determined by the Village Manager. All data, documentation and innovations developed as a result of these contractual services shall become the property of the Village. Based upon the public nature of these RFQ s, a Firm must inform the Village in writing of the exact materials in the offer which cannot be made part of the public record in accordance with the Illinois Freedom of Information Act. L. QUESTIONS AND ADDENDA Any questions posed during the bidding process must be made in writing via e-mail directly to Douglas Petroshius at dpetroshius@lwd.org. Questions regarding this RFQ will not be entertained via telephone. Any questions submitted and answers will be posted to the Village website as soon as possible in the form of an addendum which will be revised as questions are posed. Questions regarding this RFQ may be submitted until 2/28/2014 at 4:00 p.m. Page 5 of 5