Engineering Services - Stormwater Lift Station Rehabilitation - Lake A

NOTICE TO BIDDERS
RFP #26-62 ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
Issue Date: March 18, 2026
Last Date for Questions: March 30, 2026 at 11:00 am (CST)
Due Date: April 9, 2026 no later than 11:00 am (CST)
To be considered responsive, the following documents shall be included with your submittal:
Fee Proposal Form (Exhibit D)
Notice of Deviations Form (Exhibit E)
Listing of Subcontractors, Consultants and Agents Form (Exhibit F)
References Form (Exhibit G)
Vendor Certification Form (Exhibit H)
Vendor Information Reporting Form (Exhibit I)
W-9 Form
Return submittal to: City of Wheaton
Procurement Services
303 W. Wesley Street
Wheaton, IL 60187-0727
Attn: Tony Sperkowski
The successful Vendor will be required to submit the following additional documents:
* Certificate of Insurance with signed endorsements
* Signed Agreement
* W-9 Form
Page 1 of 1
Notice to Bidders

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
Introduction
The City of Wheaton is seeking proposals from qualified professional engineering firms to provide
comprehensive engineering design, permitting assistance, bid assistance, and construction oversight
services for the rehabilitation of the Lake "A" Storm Lift Station. This project specifically involves the design
and implementation of new controls in an outdoor enclosure, a new pump control panel, pump
replacement, and a variable frequency drive (VFD) pump motor control to optimize performance and
efficiency.
It is the intent of the City to hire a single highly qualified consultant that can provide the following
services:
* Project Management
* Preliminary and Final Professional Engineering Design Services
* Environmental Compliance and Permitting
* Bid Assistance
* Construction Oversight
Background
The City's Storm Sewer System includes lift stations to move stormwater runoff from low-lying areas to
higher elevations where it can flow by gravity. The Lake "A" lift station has been in service since the early
1970s and has reached the end of its useful life. Lake "A" provides critical rainfall storage and runoff control
to minimize flooding for areas on the east side of Wheaton near Lorraine and Elm, extending west to
President and Elm. The project is classified as a rehabilitation within the City's Capital Improvement Plan
(CIP).
Location
The project area is centered at the Lake "A" Storm Lift Station, serving the drainage basin between
Lorraine and Elm (east) and President and Elm (west) in Wheaton, Illinois.
Scope of Services
The selected qualified professional engineering firm will be responsible for the following scope of services
for the development of project drawings and specifications, as well as construction oversight.
* Engineering Design and Permitting:
Attend a kick-off meeting and secondary coordination meeting(s) with City staff.
o
Survey the proposed project site and establish baselines, benchmarks, and/or monuments
o
Vertical control for the project shall be DuPage County Datum (NAV88). Elevation data
shall be collected for the station site and immediate vicinity, including all relevant storm
Scope of Services
1

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
structures and utilities necessary to facilitate the control panel enclosure installation and
pump replacement. The surveyor shall arrange a utility coordination meeting to ensure
that all utilities are aware of the survey project and to ensure all utilities are properly
marked for the survey.
Provide the engineering and drafting services necessary to complete a finished set of civil
o
drawings for the following items:
Pump control panel and outdoor weatherproof enclosure system.
Variable Frequency Drive (VFD) integration and motor control upgrades.
Lift station pump(s) replacement.
SCADA integration with Mission Communications.
Site Restoration.
All drawings shall be completed with AutoCAD. The drawing sheet size shall be 24"x36".
o
Furnish an electronic copy of the final bid drawings to the City in both AutoCAD and Adobe
o
Acrobat "PDF" formats.
Prepare technical specifications for the project. Furnish electronic copies of the final
o
specifications to the City in Microsoft Word.
Provide signed and sealed electronic Adobe Acrobat "PDF" format and two (2) hard copy
o
final design drawings and specifications.
Provide a detailed cost estimate of the final design prior to bidding. Submit an electronic
o
copy and a hard copy of the cost estimate. The electronic copy must be in Microsoft Excel
format.
Obtain all required permits for the project with local and regulatory agencies, including,
o
but not limited to, DuPage County Stormwater Management Permit and City of Wheaton.
* Bidding Assistance:
The distribution of the drawings and specifications and project bidding will be conducted
o
directly by the City.
The Consultant will provide miscellaneous services during bidding, including clarification
o
of bidders' questions.
Scope of Services
2

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
* Construction Oversight and Administration:
Generate relevant construction notifications and communicate and/or coordinate with
o
impacted residents and/or adjoining property owners.
Attend a pre-construction meeting.
o
Review submittals from the Contractor.
o
Review Contractor's proposed construction schedule.
o
Review any shop drawing submittals.
o
Observe the progress and quality of the executed work.
o
Advise the City when it is necessary for the City to disapprove work due to
o
nonconformance to the contract documents.
Review the progress of the Contractor's schedule on a weekly basis.
o
Keep field notes containing reports on the quantity of hours on the job site, weather
o
conditions, list of visiting officials, activities observed, job decisions, as well as general
and specific observations.
Review applications for payment by the Contractor and forward them with
o
recommendations to the City.
Provide as-constructed drawings.
o
Deliverables
The firm shall provide the following deliverables:
* Submit drawings and specifications for staff review at 75% and 100%.
* Submit AutoCAD, Microsoft Excel, Microsoft Word, and Adobe Acrobat deliverables as detailed in
the Scope of Services section.
* Submit as-constructed drawings for the proposed lift station rehabilitation.
* Detailed estimate of probable construction costs for the proposed improvements.
* All construction documents, including, but not limited to, notices, special provisions, and
detailed unit price cost proposals.
Compensation
Fees for design engineering services and construction oversight will be based on a cost plus not to exceed
basis using an hourly rate times direct staff cost. Direct costs will be charged at the actual rate incurred
with no markup. A summary of the anticipated hours and fees will be included in the proposal.
Scope of Services
3

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
PROJECT TIMELINE
The anticipated timeline for this project is as follows:
* 75% Plan Completion: August 3, 2026
* Engineering Design Completion: October 30, 2026
* Bid Deadline: January 2027
* Contract Award: March 2027
* Construction Commencement: Spring 2027
Scope of Services
4

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
Project Location Map
Scope of Services
5

EXHIBIT A
CITY OF WHEATON
REQUEST FOR PROPOSAL #26-62
ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
Project Location Utilities
Scope of Services
6

EXHIBIT A
RFP #26-62 ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
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:
* A public formal Request for Qualifications (RFQ) or Request for Proposal (RFP).
* 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 in 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 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 #26-62 ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
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 the 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
the 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 the 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 into 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 #26-62 ENGINEERING SERVICES - STORMWATER LIFT STATION REHABILITATION - LAKE A
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) City staff will review proposals based on, but not limited to, the criteria specified in the Request for
Qualifications (RFQ) or Request for Proposal (RFP).
b) Interviews may be conducted with Proposers. 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