Materials Testing (Re-Bid)

REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
Issue Date: August 21, 2026
Last Date for Questions: No later than August 28, 2026, at 11:00 am (CST)
Due Date: No later than September 4, 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)
Cost 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 #26-191
MATERIALS TESTING (RE-BID)
INTRODUCTION
The City of Wheaton is seeking proposals from qualified material testing firms to perform HMA
and PCC materials testing for Motor Fuel Tax and locally funded projects. Interested firms shall
have a minimum of five (5) years of testing experience and be qualified by the Illinois Department
of Transportation to perform field and laboratory analysis. Material testing will be performed on
an as-needed basis and ranges between $50,000 to $100,000 in aggregate annually.
CONTRACT TERM:
The initial contract will be effective for one year, with the option to renew for three (3) additional
one-year terms.
SCOPE OF WORK
The range of testing will include, but not limited to, the following tasks:
Field Inspection Services
* PCC and HMA Quality Assurance Testing
* Soil and Pavement Compaction Analysis
* Plant Inspection for PCC and HMA materials
* Mix Design Verification and Selection Recommendations
* Sr. Engineering Technician in the Field
* Nuclear Density Gauge
* Create and Deliver Cylinder Sets for Laboratory Analysis
Traffic Control
* Equipment Mobilization
* Arrow Board
* Flaggers (2 Person Crew)
Geotechnical Contract Drilling
* Drill Rig Daily Minimum
* Drill Rig Mobilization
* Soil Boring 5- feet deep
* Contract Drilling (sampling included)
* Contract Drilling (no sampling)
* Drill Crew Standby
* Coring Crew
* Coring Machine and Generator
* Coring-Per Core
* Hand Auger Crew
* Monitor Well Installation
Page 1 of 6
Scope of Work

EXHIBIT A
REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
Laboratory Testing
* Gradation, Unit weights and moisture of aggregate
* Asphalt content by ignition oven
* Extraction analysis of asphalt samples (no gradation)
* Extraction analysis of asphalt samples (with gradation)
* Gyratory compaction of asphalt samples
* Core density determination
* T.S.R. stripping test- tensile strength ratio
* Moisture of soil samples
* Atterberg limit (liquid and plastic limit)
* Unconfined compressive strength of selected soil samples
* Standard proctor test
* Modified proctor test
* Illinois bearing ratio (IBR)
* Visual Classification of soils (USCS)
* Combined hydrometer and sieve analysis (ASTM D 422)
* Fine Aggregate Sieve Analysis
* Course Aggregate Sieve Analysis
* Organic Content LOI (ASTM 2974)
* Organic Content- Wet Combustion (AASHTO T 194)
Ph Determination
* Combined Hydrometer and Sieve Analysis (ASTM D 422)
* Concrete Compressive Strength Testing
Administrative
* Word Processing
* Project Engineer
* Senior Project Engineer
* Principal Engineer
Testing Format
All projects will be tracked and invoiced separately along with associated test results.
Submitted reports shall follow the format for testing for the Illinois Department of Transportation
(IDOT). Material testing shall be in accordance with the IDOT, American Society of Testing and
Materials (ASTM), American Association of State Highway and Transportation Officials (AASHTO)
and City policy and procedures.
The City may designate the successful material testing firm to act as the Quality Assurance
manager hence the firm shall act as the QA manager, schedule appropriate QA/QC testing and
submit QA/QC reports to the Illinois Department of Transportation meeting project requirements
and project approval.
All reports shall be submitted in duplicate with original copies being sent to IDOT on MFT projects
Page 2 of 6
Scope of Work

EXHIBIT A
REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
and the City on local funded projects. All reports shall be collated and submitted to the City at
the completion of each project.
HOURS OF OPERATIONS
In general, all testing will occur during the hours of 6:00 AM (Plant) till 5:00 PM Monday thru
Friday, unless approved by the City or mandated hours per industry standards or manufacturers'
recommendation.
TENTATIVE SCHEDULE
* RFP Issued: August 21, 2026
* Last date for questions: August 28, 2026, at 11:00 am local time
* Bid Submissions Due: September 4, 2026, prior to 11:00 am (CST) local time
SUBMITTAL REQUIREMENTS
The City of Wheaton asks that your response include the following information, in tabbed
sections, for evaluation. Do not submit perforated pages, nor bind your proposal in anything
other than paper clips or binder clips.
1. Statement of Experience
A title page that includes the following information: name of firm, local address,
telephone number, email address, name of contact person, and location of branch offices.
Provide a current IDOT letter of approval in QA, lab and equipment.
All firms shall provide a certificate of proficiency in QC/QA test procedures and
documentation, as well as a plan to work with the contractor's QC representative to
obtain results and documentation, verify the contractor's results, and submit the entire
package to the City and IDOT.
2. Staff Capability/Resumes
Firms shall submit all resumes and statements of qualifications of key personnel
performing work for the City, which includes any State license or professional
certifications. Firms shall confirm if the same field personnel will respond to the City's
request for inspection services and QA needs or if personnel will differ on a day-to-day
basis.
3. Past Work Experience
Provide a list of clients, during the last five (5) years, for whom your firm has completed
similar projects. Include contact information, scope of services provided, and laboratory
and equipment used.
4. Written Statements to the following:
* Firms shall submit criteria for scheduling services, field personnel/inspector services,
and cancelation policy of a requested service.
* Firms shall submit a statement on how to handle possible conflict of interest situations
Page 3 of 6
Scope of Work

EXHIBIT A
REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
with developers, contractors or other groups working within the City's jurisdiction or
nearby areas.
* Provide a general timeframe for submitting hard copy reports and documentation.
Firms shall provide a statement of the primary mode of communication between the
City, IDOT and the QA consultant.
5. Pricing:
Complete the Fee Proposal and Scenario Worksheet and insert in this section.
6. Procurement Forms
Proposals shall include all required Procurement forms completed, signed and notarized.
EVALUATION OF PROPOSALS
Proposals will be evaluated by a selection team consisting of the Project Manager, Engineering
staff, and Subject Matter Experts. After proposals are reviewed, a recommendation of award
based on the proposal most closely meeting the needs outlined in this Scope of Work and
providing the best value for the City based on, but not limited to, the criteria below will be
submitted to City Council.
* Approach to planning, organizing, and managing the project.
* Recognition of items related to the project and understanding of the scope.
* Capability and experience on comparable projects through reference checks.
* Responsiveness to requirements, terms, and conditions for performance of the project.
* Identification of items recommended by the Contractor although not thoroughly outlined
in this Request for Proposal.
* While cost is not the determining factor for the selection of the Contractor, the City staff
must evaluate costs and value of services for successful selection of a Contractor.
WHERE TO SUBMIT PROPOSALS
Submit one (1) original copy, one (1) electronic copy in PDF format on a flash drive, and four (4)
copies to:
City of Wheaton
ATTN: Procurement Officer
303 W. Wesley Street
Wheaton, IL 60187-
0727
Your proposal must be received by September 4, 2026, at 11:00 am.
QUESTIONS
All questions concerning this RFP shall be submitted in writing, via email, to the Procurement
Officer at asperkowski@wheaton.il.us. The last day for questions is September 4, 2026, at 11:00
am local time.
Page 4 of 6
Scope of Work

EXHIBIT A
REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
CITY'S AGREEMENT (EXHIBIT B)
The attached 'Draft' Consulting Services Agreement is the City's standard agreement which
specifically outlines the contractual liabilities and shall be used for this project. In submitting a bid,
the Vendor agrees to enter into an agreement with the City of Wheaton utilizing the City's standard
Construction Services Agreement.
INSURANCE REQUIREMENTS (EXHIBIT C)
The Vendor must carry and maintain adequate insurance consistent with the requirements listed in
Exhibit C-Insurance Requirements. Provide a current Certificate of Insurance with bid as proof of
insurance.
PREVAILING WAGE
* Illinois Prevailing Wage Act 820 ILCS does apply.
METHOD OF PAYMENT
Partial payment based on progress
Invoices:
(a) A schedule of dates when pay requests must be submitted will be determined
at the kickoff meeting.
(b) All invoices must reflect the following applicable information: Agreement
number, name of the Project, Name of the Contractor, and the
services/deliverables with the price depicted in the same format as the offer.
(c) Lien waivers must be submitted with each invoice (if applicable).
(d) Retainage in the amount of ten percent (10%) of a payment request will be
deducted from the amount determined for the first fifty percent (50%) of the
Project. Retainage will be held until: i) all defective work has been remedied;
ii) all work is one hundred percent (100%) final and the City's project manager
has formally accepted the work; and iii) all waivers, liens, certified payrolls,
warranty documents and other required documentation are provided. If the
work is fifty percent (50%) completed, satisfactory and on schedule, upon the
discretion of the Project Manager, the City will continue to retain no less than
five percent (5%) of the total adjusted Agreement price.
All Invoices shall be emailed to Accounts Payable at AP@wheaton.il.us.
Project Close Out:
(a) Verification of quality and completion of service.
(b) Completion of Punch List and all areas of non-compliance or incomplete tasks.
(c) Review Liquidated Damages.
(d) Review Retainage.
(e) Final Payment: Prior to authorization of Final Payment, the following
documents must be submitted:
(i) Completed Waivers and Liens.
(ii) All Certified Payrolls (if applicable).
(iii) Documented completion of the Punch List.
Page 5 of 6
Scope of Work

EXHIBIT A
REQUEST FOR PROPOSAL #26-191
MATERIALS TESTING (RE-BID)
(iv) Statements of Warranty.
(v) Written approval of the City's Project Engineer.
Page 6 of 6
Scope of Work

EXHIBIT A
RFP #26-191 MATERIALS TESTING (RE-BID)
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 #26-191 MATERIALS TESTING (RE-BID)
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 #26-191 MATERIALS TESTING (RE-BID)
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).
Page 3 of 7
General Instructions Regarding Solicitations for Professional Services