Engineering Services - Control Valve Replacement

REQUEST FOR PROPOSAL #26-77
ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
Issue Date: April 9, 2026
Last Date for Questions: No later than April 23, 2026, at 11:00 am (CST)
Due Date: No later than April 30, 2026, at 11:00 am (CST)
Prevailing Wages: Prevailing Wage Act (820 ILCS 130/1-12)
DOES APPLY
DOES NOT APPLY
To be considered responsive, the following documents shall be included with your submittal:
Bid Bond 10% (Original)
Fee Proposal Form (Exhibit D)
Notice of Deviations Form (Exhibit E)
Listing of Subcontractors, Consultants and Agents Form (Exhibit F)
Vendor Certification Form (Exhibit G)
Vendor Information Reporting Form (Exhibit H)
The successful Vendor will be required to submit the following additional documents:
* Certificate of Insurance with signed endorsements
* Signed Agreement
* Vendor Information Form
Page 1 of 1
Notice to Bidders

EXHIBIT A
REQUEST FOR PROPOSAL #26-77
ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
INTRODUCTION
The City of Wheaton is seeking proposals from qualified professional engineering firms to prepare specifications
for the replacement of control valves and associated piping at three water pumping stations throughout the
City, and to provide construction administration services.
COMPLETION DATE
Design services are expected to be completed within 60 days after signing an agreement. The City desires
completion of specifications by July 2026, with the intent to award the project by August 2026, and completion
of the project by December 2026.
PROJECT BACKGROUND
The City of Wheaton is a wholesale customer of the DuPage Water Commission (DWC). The City is supplied
through three (3) Pressure Adjusting Stations. Each Pressure Adjusting Station utilizes a control valve to maintain
a constant upstream pressure, closing as a check valve on pressure reversal. The existing control valves are 14",
Model 428CP, by Bailey Valve Inc.
The Pressure Adjusting Stations which contain the control valves were constructed in 1990 and are located at:
* 615 Countryside Dr.
* 210 Reber St.
* 1586 S. President St.
SCOPE OF SERVICES
It is anticipated the project will include, but may not be limited to, the following:
* Design Services
Conduct all design activities related to the replacement of the control valves and assist in the
o
development of select solicitation documents.
Prepare bidding documents including drawings and specifications as required to procure
o
contractor bids/proposals.
* Construction Bid Assistance
Assist the Procurement Officer in answering requests for information during the bidding phase.
o
Review submittals to determine technical responsiveness and provide a recommendation for
o
award.
* Construction Administration
Attend and conduct a pre-construction meeting. Prepare agenda and issue meeting minutes.
o
Review and approve submittals from Contractor, including but not limited to work schedule
o
and technical submittals.
Review and respond to requests for information, review proposed field changes and prepare
o
recommendations for change orders.
Page 1 of 3
Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-77
ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
Review and approve the Contractor's requests for payments and advise the City of amounts
o
due and payable to the Contractor.
Provide construction observation when notified by the Contractor that the project is
o
substantially complete. Prepare punch list during substantial completion.
Prepare final acceptance.
o
* Project Close-Out
Coordinate a one-year anniversary inspection site visit with the City's Project Manager and
o
report findings to the City.
Certify project completion at final project closeout.
o
COMPENSATION
Fees for engineering services shall be based on a not-to-exceed basis using an hourly rate of direct staff time.
Direct costs shall be charged at the actual rate incurred with no markup. A summary of anticipated hours and
fees shall be included in the proposal.
EVALUATION OF PROPOSALS
Responses will be reviewed by City staff. The firm to be recommended for the award will be the one whose
proposal is determined to be the most advantageous to the City.
PROPOSAL REQUIREMENTS
1. Statement of Similar Projects
Provide references for projects completed for which your firm has provided similar services, particularly any
work performed for government agencies. Provide project title, date of completion, description of work
performed, address, phone number, and contact person.
2. Project Manager and Experience
Identify a project manager who will oversee the project. Provide a list of similar past projects completed by
the proposed project manager.
3. Compensation
Complete the enclosed Fee Proposal by providing a not-to-exceed cost for completing the project. Include
a summary of anticipated hours and proposed fee for each phase.
DUE DATE FOR WRITTEN QUESTIONS
All questions, either administrative or technical, shall be submitted via email to Anthony Sperkowski at
asperkowski@wheaton.il.us no later than April 23, 2026, at 11:00 am (CST).
ADDENDA
All questions, clarifications or revisions regarding this request for proposal will be issued via a written addendum
and published on the City's website and on DemandStar. Each Vendor shall acknowledge receipt of any addenda
Page 2 of 3
Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-77
ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
on the Fee Proposal Form. Each Vendor, by acknowledging receipt of any addenda, is responsible for the content
of the addenda and any changes to the bid. Failure to acknowledge issued addenda may cause the bid submittal
to be rejected.
RFP SUBMITTAL
Sealed proposals, clearly marked "Engineering Services - Control Valve Replacement" must be submitted to the
following address no later than April 30, 2026, at 11:00 am (CST). Late submissions will not be accepted.
Submit a hard copy proposal to:
City of Wheaton
Attn: Anthony Sperkowski
303 W. Wesley Street
1st Floor Finance Counter
Wheaton, IL 60187-0727
All hard copy proposals shall be submitted in a sealed package marked with the following information:
* RFP Name & Number
* RFP Closing Date
* RFP Closing Time
* Vendor Name and address
It is the sole responsibility of the Vendor to ensure that their proposal is delivered by the stated opening
date/time. The City is not responsible for misdirected packages.
CONFIDENTIAL INFORMATION
Vendors claiming any portion of their bid as proprietary or confidential must specifically identify what
documents or portions of documents they consider confidential. Failure to do so may result in information
becoming public record.
COSTS INCURRED IN RESPONDING
All costs incurred by the Vendor for bid preparation and participation in this competitive procurement will be
the sole responsibility of the Vendor. The City will not reimburse any Vendors for such cost.
The City of Wheaton reserves the right to reject any or all bids received. This RFP does not constitute a binding
obligation on the part of the City to award a contract.
Page 3 of 3
Scope of Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
Solicitations are open to all qualified firms actively engaged in providing the services specified and inferred.
Active engagement will be verified via references.
1) SOLICITATION PROCESS:
a) Request for Proposal: The City of Wheaton solicits qualified firms for Professional Services. Firms are
qualified based on:
i) A public formal Request for Qualifications (RFQ) or Request for Proposal (RFP).
ii) Prior experience with the City's facilities, equipment, infrastructure, or issue at hand.
b) A formalRFQ or RFP is submitted to qualified firms.
c) It is the responsibility of the Proposer to seek clarification of any requirement that may not be clear.
Questions concerning this request shall be submitted via e-mail to the attention of the Procurement
Officer by the last date for questions as reflected on the Notice to Bidders. A written response in the
form of an addendum will be posted on the City's website for all Proposers to download. It is the
responsibility of the Proposer to review all addendums.
d) Proposers shall acknowledge the receipt of any addendum on their proposal.
2) THE CONE OF SILENCE:
a) The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from
undue influences.
b) During the period beginning with the issuance of the RFQ or RFP through the execution of the award
document, Proposers are prohibited from all communications regarding this request with City staff, City
consultants, City legal counsel, City agents, or elected officials.
c) Any attempt by a Proposer to influence a member or members of the aforementioned may be grounds
to disqualify the Proposer from participation in this solicitation.
d) Exceptions to the Cone of Silence:
* Written communications directed to the Procurement Officer.
* All communications occurring at pre-bid meetings.
* Oral presentations during finalist interviews, negotiation proceedings, or site visits.
* Oral presentations before publicly noticed committee meetings.
* Firms already on contract with the City to perform services for the City are allowed discussions
necessary for the completion of an existing contract.
* Procurement of goods or services for emergency situations.
3) INVESTIGATION:
a) It shall be the responsibility of the Proposer to make any and all investigations necessary to become
thoroughly informed of what is required and specified.
b) If the site of the work is an area restricted from the general public, an opportunity will be provided for
Proposers to perform this inspection.
c) If the site of the work is an area open to the general public, the Proposer may perform their inspection
at a time of their choosing.
Page 1 of 7
General Instructions Regarding Solicitations for Professional Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
4) PROPOSALS:
a) Proposals must reference the project name and date of the RFQ or RFP. Documents should not utilize
binders, folders, or papers larger than 8.5 x 11.
b) Delivery of a proposal is acceptance of the City's Agreement. Proposals containing terms and conditions
contrary to those specified may be considered non-responsive.
5) SIGNATURES AS OFFER:
a) Under the conditions of the Uniform Commercial Code, the signing of the proposal by the Proposer
constitutes an offer. If accepted by the City, the offer becomes part of the Agreement.
b) Offers by:
* Individuals or sole proprietorships shall be signed by a person with the authority to enter into legal
binding contracts. Said individual shall use his/her usual signature.
* Partnerships shall be signed with partnership name by one of the members of the partnership, or an
authorized representative, followed by the signature and title of the person signing.
* Corporations shall be signed with the name of the corporation, followed by the signature and title of
person authorized to bind it in the matter.
6) WITHDRAWAL OF OFFERS:
a) Offers may be withdrawn at any time prior to the due date. Requests to withdraw an offer shall be in
writing, properly signed, and received by the Procurement Officer prior to the due date.
b) Offers may not be withdrawn after the due date without the approval of the Procurement Officer.
c) Negligence in preparing an offer confers no right of withdrawal after opening / due date.
7) TIMEFRAME AND CONSEQUENCES:
a) Offers must be received before the designated time.
b) Offers received after the designated time will be returned to the sender without review. Offers received
late that may be attributed to delays by overnight delivery services, or by delivery services trying to
deliver when offices are closed, will be considered late, and returned to the sender.
c) Unless otherwise specified in the solicitation, offers shall be binding for ninety (90) calendar days
following due date.
8) RECEIPT OF FORMAL OFFERS:
a) Formal offers by sealed envelope will be opened at the time and location stated.
9) TAXES:
a) The City is exempt by law from paying sales tax on goods, equipment, and products permanently
incorporated to the project, from State and City Retailer's Occupation Tax, State Service Occupation Tax,
State Use Tax and Federal Excise Tax.
b) The City's Sales Tax Exemption Number is E99974312.
Page 2 of 7
General Instructions Regarding Solicitations for Professional Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
10) EVALUATION OF OFFERS:
a) Rejection of Offers: The City reserves the right to reject any and all offers in whole or in part according
to the best interests of the City.
b) Receipt of One (or too few) offers: If the City receives one or too few proposals, as defined by the City,
the City may reschedule the due date. The offers received will either be:
* returned unopened to the Proposer for re-submittal at the new due date and time, or
* if there are no changes in requirements, and pending Agreement with the Proposer, held until the
new due date and time.
c) If the request was publicly broadcast, and the City did not receive any proposals, the City may negotiate
with any interested parties.
11) DETERMINING RESPONSIVENESS OF THE PROPOSAL:
a) Responsive proposals are inclusive of, but not restricted to: received prior to the due date and time,
completed as stated in the solicitation request, inclusive of all requirements, able to meet delivery
requirements, accepting of all Agreement terms and conditions.
b) The degree to which a proposal meets the requirements is determined solely on the judgment of the
proposal evaluation team.
12) CLARIFICATION OF OFFERS:
a) The City may conduct discussions with Proposers to further clarify the offer as may be necessary.
Clarifications shall be documented by the Proposer and submitted (email or fax) within three (3) business
days.
13) CONFIDENTIAL INFORMATION:
a) Proposals are subject to Illinois State FOIA requirements including the following exemptions:
* (5 ILCS 140/7) (From Ch. 116, par. 207) Sec. 7.
* Exemptions. (1) The following shall be exempt from inspection and copying: (g) Trade secrets and
commercial or financial information obtained from a person or business where the trade secrets or
commercial or financial information are furnished under a claim that they are proprietary, privileged
or confidential, and that disclosure of the trade secrets or commercial or financial information would
cause competitive harm to the person or business and only insofar as the claim directly applies to
the records requested.
b) Proposers considering requests to be proprietary and confidential should submit an additional redacted
offer. Failure to do so may result in information becoming available to the public.
14) SELECTION PROCESS:
a) An evaluation team will review all proposals based on weighted requirements. The evaluation team shall
be composed of City staff and other Subject Matter Experts as required.
b) Interviews may be conducted with Proposers on the short list. Said Proposers may be required to submit
additional data during the interview process. Revisions to proposals may be permitted after initial
submission and interview, but before award, for the purpose of obtaining best and final offers.
Page 3 of 7
General Instructions Regarding Solicitations for Professional Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
c) Proposers may be required to provide references. The City reserves the right to contact said references
or other references that may be familiar with the Proposer. The City reserves the right to eliminate a
Proposer who has not demonstrated the required years of service within the required specialty.
d) The City reserves the right to negotiate the price and any other term with the Proposer offering the best
and final offer. Any oral negotiations must be confirmed in writing prior to award.
e) If a negotiated Agreement cannot be reached with the front runner, the City may proceed to negotiate
with the second best and final offer.
f) The City's determination of award for best overall value will consider the following non-exclusive list:
available project management resources, soft costs of Agreement management; and training costs.
15) AWARD:
a) Award is based on the best overall value to the City; and deemed most advantageous to the City, based
on the totality of lawful considerations, price and other factors considered.
b) While numeric evaluations may be used in some aspects of the process to identify strengths and
weaknesses of proposals, and to establish a ranking, the final decision will be a business decision by the
City and will not be based on a numerical score. A recommendation to award will document the basis
for the award decision.
c) The City shall make every effort to award within ninety (90) days from the opening date.
d) The City reserves the right to award by phase, part or portion of a phase, any line item or option
regardless of order listed.
16) REQUIREMENTS IF AWARDED THE WORK:
a) Insurance:
* The successful Proposer, if awarded by Agreement, will be required to carry insurance acceptable to
the City.
* Certificates of Insurance, Endorsements, and a Waiver of Subrogation must be submitted with the
execution of the order.
* The Proposers obligation to purchase stated insurance cannot be waived by the City's action or
inaction.
17) SECURITY CLEARANCE:
a) Background checks inclusive of finger printing may be required for service providers working in secured
areas. Service providers will submit a list of employees' names to the Project Manager who will
coordinate the background checks with the police department.
b) Anyone with a background history showing a conviction for a felony; theft history of any kind, sex offense
history, or any crime involving moral turpitude, illegal drug or narcotics use, sale or possession, or anyone
showing a felony charge pending, or who has any outstanding warrants of any type, including
misdemeanor traffic or felony warrants, may be subject to arrest, and will not be allowed to work under
this Agreement.
Page 4 of 7
General Instructions Regarding Solicitations for Professional Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
18) AUDIT:
a) The successful Proposer may be audited by the City or an agent of the City. Audits may be at the request
of federal or state regulatory agencies, other governmental agencies, courts of law, consultants hired by
the City or other parties which in the City's opinion requires information. Data, information, and
documentation will include, but not be limited to, original estimate files, change order estimate files,
detailed worksheets, subcontractor proposals, supplier quotes and rebates, and all project related
correspondence, and subcontractor and supplier change order files.
19) PROTESTS:
a) Right to Protest. Any actual or prospective, bidder, proposer, offeror, or vendor ("protesting party") who
believes they have been adversely affected in connection with a City-issued solicitation, evaluation of a
bid or proposal, or award of a contract may initiate a pre-bid, pre-award, or post-award protest. A
protesting party has no right to protest the cancellation of ITBs or RFPs and protests relating to the
rejection of all bids or proposals.
* A pre-bid protest shall be submitted in writing to the Procurement Officer no later than five (5)
business days before the due date for bids or proposals.
* A pre-award protest shall be submitted in writing to the Procurement Officer no later than five (5)
business days after the due date for bids or proposals or notification that the protesting party's
status as a bidder or proposer has changed.
* A post-award protest shall be submitted in writing no later than three (3) business days after the
date the bid award is posted on the City's website or online forum.
b) Contents of Protest. Protests must include: the name, address, phone number, e-mail address of the
protesting party; appropriate identification of the solicitation; if an award has been initiated, the award
document number (if available); justification or grounds for the protest, with specificity of the local,
state, and federal law, regulation or procedure that is alleged to be violated; precise statement(s) of
the relevant facts; identification of the issue to be resolved; the protesting party's argument and
supporting documentation; information establishing the timeliness of the protest; and the signature of
the protesting party. Issues not raised by the protesting party in the protest are deemed waived and
may not be raised after a final determination has been made. Protests that do not meet the time or
content requirements may be rejected by the Procurement Officer. The Procurement Officer is not
obligated to postpone contract awards to allow a protesting party time to correct a deficient protest
unless otherwise required by federal law or regulation.
c) Protest Bond. The protesting party shall, at the time of submitting any protest to the City, furnish at its
sole expense a protest bond in the form of a cashier's check payable to the City of Wheaton, in an
amount equal to five percent (5%) of the City's estimate of the total contract award amount, or, if the
amount of the contract award cannot be reasonably determined at that time, then in the amount of
one thousand two hundred and fifty dollars ($1,250.00). In those circumstances when the contract
award cannot be reasonably determined, the City, by the determination of its City Attorney, may
require a protest bond in an amount not to exceed ten thousand dollars ($10,000.00) if one thousand
two hundred and fifty dollars ($1,250.00) is inadequate under the facts presented. If the City increases
Page 5 of 7
General Instructions Regarding Solicitations for Professional Services

EXHIBIT A
RFP #26-77 ENGINEERING SERVICES - CONTROL VALVE REPLACEMENT
GENERAL INSTRUCTIONS REGARDING SOLICITATIONS FOR PROFESSIONAL SERVICES
the required protest bond amount, the protesting party shall have five (5) business days in which to
pay the City, in the form of a cashier's check, the difference between the one thousand two hundred
and fifty dollars ($1,250.00) and the new amount of protest bond. The protest bond shall serve as a
guarantee of the validity and accuracy of the protest.
i) If the protest is upheld, the bond shall be returned to the protesting party.
ii) If the protest is denied, the bond shall be used by the City to recover any administrative costs and
damages incurred as a result of the protest and/or resulting delay in the contracting for goods
and services which were the subject of the solicitation.
iii) Failure to submit a compliant protest bond with the written protest shall be deemed a waiver of
the protest and jurisdictional deficiency in the protest that forfeits the right to protest.
iv) Failure to pay any additional amount of protest bond required shall be deemed a waiver of the
right to maintain a protest.
d) Respondent party response.
* A respondent party is a person who has the right to respond to a protesting party's protest and
shall be an actual bidder, proposer, prospective bidder or prospective proposer in the procurement
involved whose direct economic interest would be affected by the award of the contract or by the
failure to award the contract; and who demonstrates compliance with the bid protest procedures,
the terms on the invitation for bids, and the contract documents (if bid) or request for proposals
(RFP), as applicable (hereinafter "respondent party").
* After receiving notice of the protest from the City, the respondent party shall have five business
(5) days to respond in writing to a protest to provide the Procurement Officer with supplemental
information. A respondent party may request, and the Procurement Officer may allow an
additional period of time to respond if the protest is complicated and/or the documentation is
voluminous. In no event will the additional time exceed 5 business days.
* The failure of a respondent party to respond to a protest, or to any portion of it, shall not be
deemed to be an admission of any allegation in the protest, but shall be deemed to constitute a
waiver of the opportunity to respond to such allegation(s), if any, at this stage in the process.
e) Stay of Procurement.
i) Upon timely receipt of a protest and after examination of the issues surrounding the protest, the
Procurement Officer, in consultation with the City Attorney, will determine whether the protest
has merit and if the solicitation, evaluation, or award shall be stayed, or if other further action is
necessary to protect the interests of the City.
ii) If the contract performance has already begun, the Procurement Officer, in consultation with the
City Attorney, will determine whether the performance of the contract should be suspended. A
contract may not be suspended if the work or supplies are necessary to protect the interests of the
City.
f) Final Determination. The Procurement Officer, in consultation with the City Attorney, will provide a
written decision to the protesting party as expeditiously as possible, but no later than thirty (30) business
days after receiving all relevant information. The Procurement Officer's decision shall become final on
Page 6 of 7
General Instructions Regarding Solicitations for Professional Services