Request for Proposal Evergreen Parking Garage Ejector Pump Replacement Project

Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
RFP Issued: July 15, 2026
Response Due: August 3rd, 2026 no later than 12:00pm
The Village of Arlington Heights, Illinois ("Requestor") is issuing a Request for Proposal ("RFP")
from qualified mechanical contractors to provide services related to the Evergreen Parking
Garage Ejector Pump Replacement Project located within the Evergreen Parking Garage,
Arlington Heights, Illinois ("Project").
The MANDATORY Pre-Proposal meeting will be held July 27th at 10:00 am, at 35 S Evergreen,
Arlington Heights, IL 60005. The Village of Arlington Heights must receive the proposal no
later than 12:00 P.M. (Noon) August 3rd. Proposals received after the closing time and date
will not be considered.

Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
PROJECT OVERVIEW
The Village of Arlington Heights owns and operates the Evergreen Parking Garage, which contains
a duplex wastewater ejector system serving various plumbing fixtures and drainage systems
within the facility. The existing ejector pumps have reached the end of their useful service life
and require replacement to maintain reliable operation and prevent service interruptions.
The Village is seeking qualified contractors to furnish, install, test, and commission a complete
duplex wastewater ejector pump replacement system including pumps, controls, valves,
accessories, startup, and commissioning.
The Project includes furnishing and installing:
* Two (2) new heavy-duty submersible sewage ejector pumps
* One (1) new duplex pump control panel
* New float controls and alarm system
* New check valves and gate valves
* Associated electrical and control connections
* Startup, testing, commissioning, and training
* Removal and disposal of existing equipment and waste water
The Village intends for the work to be completed in a professional manner that minimizes
disruption to Public Works operations while providing a reliable, durable, and serviceable cooling
system.
Areas of Concern and Specific Tasks
Ejector Pump Replacement
Task Description:
o Furnish and install a complete duplex wastewater ejector pump system.
Scope Details:
o Remove and dispose of existing pumps and waste water.
o Thoroughly drain and clean basins before installation of pumps
o Furnish and install two (2) new submersible sewage ejector pumps.
o Furnish and install new mounting hardware and accessories.
o Furnish and install and new duplex pump control panel
o Reuse the existing basin and basin cover.
o Furnish startup and commissioning services.
o Verify proper pump operation under automatic and manual modes.
o Coordinate all work with Village personnel.
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
Equipment Specifications
* Pump Type: Non-Clog Submersible Sewage Pump
* Discharge Size: 4 Inch
* Motor Size: 2 HP
* Speed: 1750 RPM
* Voltage: 460 Volt
* Phase: Three Phase
* Frequency: 60 Hertz
* Motor Type: Air Filled
* Shaft Material: Stainless Steel
* Mechanical Seals: Double Mechanical Seal
* Impeller Material: Cast Iron
* Power Cable: Minimum 25 Feet
* Lifting Cable: Minimum 20 Feet
* Non-overloading motor design
* Heavy-duty municipal wastewater construction
Approved Basis of Design:
* Weil Pump Model 2500 or approved Equal
General Pump Requirements
* Pumps shall be supplied as a packaged duplex system.
* Pumps, controls, and accessories shall be supplied by a single manufacturer
* Oil-filled motors shall not be considered equal.
* Contractor shall provide all equipment supports and accessories required for a
complete installation.
Control Panel and Float Control Specifications
Duplex Pump Control Panel
The control panel shall meet or exceed the following minimum specifications:
NEMA 1 Enclosure
UL Listed
Alternating Duplex Operation
Main Disconnect
Control Transformer
Magnetic Starters
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
Overload Protection
Hand-Off-Auto Switches
Pump Run Indicator Lights
High Level Alarm Horn
High Level Alarm Light
Alarm Silence Push Button
Dry Remote Alarm Contacts
Approved Basis of Design:
Weil Pump Series 8100
Approved Equal
Float Controls
The float control system shall meet or exceed the following minimum
specifications:
Mechanical Alternator Float Control
Automatic Pump Alternation
Lead/Lag Pump Sequencing
High Water Alarm Activation
Corrosion Resistant Components
Approved Basis of Design:
Weil Pump Model 8200
Approved Equal
Valves, Piping and Installation Requirements
Task Description:
o Furnish and install all required valves associated with the ejector pump
replacement.
Scope Details:
o Remove existing check valves.
o Remove existing isolation valves as required.
o Furnish and install:
o Two (2) new 4-inch cast iron check valves.
o Two (2) new isolation gate valves.
o Verify compatibility with existing discharge piping.
o Provide all fittings, adapters, couplings, and accessories required for a complete
installation.
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
Installation Requirements
o Contractor shall coordinate all system shutdowns with Village personnel.
o Contractor shall provide all labor, rigging, tools, and equipment required.
o Contractor shall maintain safe access throughout the project.
o Contractor shall dispose of all removed materials in accordance with applicable
regulations.
o Contractor shall restore all disturbed areas to original condition.
Electrical and Controls Coordination
Task Description:
o Coordinate electrical and controls installation with Village personnel.
Scope Details:
o Contractor shall coordinate all electrical requirements prior to installation.
o Contractor shall provide all control wiring required for proper operation of the
duplex system.
o Contractor shall coordinate electrical shutdowns with the Village.
o Contractor shall verify motor rotation and operating sequence.
o Contractor shall coordinate startup scheduling with Village representatives.
o Contractor shall test all alarm functions.
o Contractor shall verify proper automatic alternation of pumps.
Startup and Commissioning
* Contractor shall provide complete startup and commissioning services including:
o Verification of electrical connections
o Verification of float control operation
o Verification of lead/lag operation
o Verification of alarm operation
o Verification of automatic pump sequencing
o Functional testing under load conditions
o Written startup report
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
General Requirements
Materials:
o All equipment and materials shall be new unless otherwise approved by the
Village.
o All equipment and accessories shall be submitted to the Village for approval prior
to installation.
o Approved equals must meet or exceed all listed specifications.
o Contractor shall provide product data sheets and shop drawings for review.
Safety:
o Contractor shall comply with all OSHA safety regulations and applicable local
safety requirements.
o Contractor shall provide all necessary fall protection, barricades, warning
signage, and safety equipment for confined space entry.
o Contractor shall coordinate confined space entry permits and develop a pre-
approved work plan for confined space entry.
Access:
o Contractor shall coordinate all work schedules with the Building Maintenance
Foreman.
o Public Works operations must remain functional throughout the duration of the
project.
o Contractor shall maintain safe access to all occupied areas.
o Contractor shall provide all lifts, scaffolding, ladders, and access equipment
necessary to complete the work.
Cleanup:
o Contractor shall maintain a clean worksite throughout the project.
o Debris shall be removed daily.
o Contractor may utilize Village-designated dumpsters only with prior approval.
o Contractor shall protect existing finishes and equipment from damage during
construction.
Schedule:
o Contractor shall provide a projected construction schedule prior to commencing
work.
o Work shall be completed in a timely manner and coordinated with Village
operations.
o Contractor shall provide progress updates to the Building Maintenance Foreman
as requested.
Warranty:
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
o Contractor shall provide a minimum one (1) year parts and labor warranty.
o Manufacturer equipment warranties shall be provided upon project completion.
o Roofing work shall include a minimum two (2) year warranty.
o Contractor shall provide all warranty documentation to the Village at closeout.
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
PROPOSAL EVALUATION PROCESS
1. Initial Administration-The Village of Arlington Heights assigns the Superintendent of
Maintenance the responsibility for procuring, managing, and administering services.
2. Project Description - The Project consists of furnishing and installing a complete duplex
wastewater ejector pump replacement system including pumps, controls, valves,
accessories, startup, and commissioning at the Evergreen Parking Garage.
3. Public Notice-The Village of Arlington Heights is posting an announcement of the RFP
on the Village website, www.vah.com.
4. Pre-Proposal Meeting
All interested Contractors must attend this meeting to familiarize themselves with the
location, pose questions, or request additional information. The Village assumes no
responsibility for any misunderstanding or representations concerning conditions made by
its officers and employees before the execution of this contract unless such understanding
or representations made are specifically incorporated into the contract. No additional
allowance will be granted because of a lack of knowledge or such conditions.
Attendance at the Pre-Proposal Meeting is mandatory. Failure to attend the pre-proposal
meeting and tour the location shall be grounds for rejection. A walk-through of the location
will be conducted at the pre-proposal meeting only. Drawings of the facility will be
provided to attendees at the pre-proposal meeting upon the contractor's request.
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
5. Selection - The Village of Arlington Heights utilizes a two-person selection committee.
The selection committee members for this Project consist of the Superintendent of
Maintenance and the Building Maintenance Foreman. The selection committee members
certify that they do not have a conflict of interest. Each selection committee member
provides an independent score for each proposal using the form below prior to the
selection committee meeting:
Maximum
Criteria Weighting Firm 1 Firm 2 Firm 3 Firm ...
Points
Project Approach 20% 20
Experience with Municipal 20% 20
Pumping Systems
References 20% 20
Total Cost 40% 40
Total
100% 100
The selection committee members' scores are averaged to create a committee score,
which is used to establish a short list of three firms. The committee adjusts the score
based on group discussion and information gained from presentations and interviews (if
conducted) to develop a final ranking. If other firms are within 5% of the minimum score,
the Superintendent of Maintenance may expand the shortlist to include more than three
firms.
The Village reserves the right to conduct interviews, request additional information, reject
any or all proposals, or waive informalities in the proposal process.
6. Project Administration-The assigned Project Manager will monitor work on the Project in
accordance with the contract and file reports with the Building Maintenance Foreman. At the
end of each project, the Village of Arlington Heights will evaluate the Contractors' work. The
report will be maintained in the Village of Arlington Heights's consultant information
database.
7. Submittal Requirements - Any firms interested in providing the above scope of services
to the Village shall express that through submitting a Letter of Interest and a Statement
of Proposal. The Statement of Proposal should include the following information:
A. The name of the firm, corporate office address, closest office address, and a brief
history of the firm
B. A statement that the firm can provide all of the services in the Scope of Services list
above with current in-house staff, or if not, a specific listing of those services the
firm will provide in-house and those it proposes to provide through sub-
consultants.
C. Narrative Proposal or resumes of (a) the individual who would be assigned as the
Village of Arlington Heights's main point of contact and (b) other key personnel who
might be assigned to provide the scope of services outlined above, as well as an
organizational chart of all persons employed locally by the firm who will be part of
this scope of work.
D. A listing of other municipalities for whom the firm currently provides similar
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Request for Proposal (RFP)
EVERGREEN PARKING GARAGE EJECTOR
PUMP REPLACEMENT PROJECT
Evergreen Parking Garage 35 S Evergreen
Arlington Heights, Illinois 60005
Arlington Heights, IL
services, including the primary contact at each municipality.
E. At least three other properties for which the firm has provided services with
Municipal Pumping Systems, including the primary contact at each property
project. All referenced projects must have been completed within the last ten
years, including project name, project description, client name, client contact
information, month and year completed, construction cost, and the total fee
charged to the client. Any additional information not listed above that may be
useful and helpful in determining the Proposal of the firm, provided, however, that
the total submittal does not exceed twenty single-sided (20) pages.
F. The firm's response to the RFP should clearly demonstrate a thorough
understanding of the Project's specific challenges and provide a detailed proposed
approach to successfully completing the Project. Responses that are generic,
nonspecific to the subject work, or that reiterate the tasks listed in this RFP typically
will be viewed as less desirable. Submittals that reflect thoughtful, innovative,
comprehensive, and cost-effective understanding in developing a proposed
approach typically are viewed more favorably.
8. Delivery of Submittals-Responses shall be submitted electronically in PDF format to
the office of the Superintendent of Maintenance at CGorecki@vah.com. The subject
heading of the email shall be "Request for Proposal (RFP) - Garage 3 Air Conditioning
Project"
Proposal must be received no later than 12:00 P.M. (Noon) August 3rd 2026 Hard copies
will be accepted at the Public Works Facility located at 222 N Ridge Arlington Heights, IL
60005. Proposals received after the closing time and date will not be considered.
9. Inquiries - Any inquiries or requests for clarification should be directed to John Giannetti,
Building Maintenance Foreman, via email to jgiannetti@vah.com no later than July 30th
3:00 PM. Clarifications will be provided in writing by email reply to all who have received
an RFP packet at that time. No clarifications will be provided verbally, either in person or
by telephone, and no one other than the Superintendent of Maintenance or the Building
Maintenance Foreman is authorized to provide clarification on behalf of the Village.
10. Terms and Conditions - The Village reserves the right to seek clarification of information
submitted in response to this RFP and/or request additional information during the
evaluation process. The Village reserves the right at any time and for any reason to cancel
this consultant procurement process, to reject any or all proposals, or to accept an
alternative proposal.
11. Incurred Costs - The Village shall not be held liable in any way for any costs incurred by
respondents in replying to this Request for Proposal or any part of the procurement
process.
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