Request for Proposal Masonry Restoration Services for Fire Station 3

Location:	Illinois
Posted:	Apr 28, 2025
Due:	May 23, 2025
Agency:	Arlington Heights village
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment Y - Construction of Structures and Facilities
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Request for Proposal

Request for Proposal (RFP)

Masonry Restoration Services for Fire Station 3, 2000 S Arlington Heights Rd, Arlington Heights, IL 60005

RFP Issued: 4/28/202
Response Due: 5/23/25

Please fine a pdf pf the RFP for Masonry Restoration Services for Fire Station 3 document here

The Village of Arlington Heights, Illinois (“Requestor”) is issuing a Request for Proposal (“RFP”) from qualified Masonry firms to provide services related to the Masonry Restoration Services for Fire Station 3, 2000 S Arlington Heights Rd, Arlington Heights, IL 60005(“Project”).

The MANDATORY Pre-Proposal meeting will be held on 5/15/25 at 10:00 a.m. at 2000 S Arlington Heights Rd, Arlington Heights, IL 60005. The Village of Arlington Heights must receive the proposal no later than 12:00 p.m. (Noon) on 5/23/25. Proposals received after the closing time and date will not be considered.

PROJECT OVERVIEW
Fire Station 3 is under the jurisdiction of the Village of Arlington Heights, which will act as the Lead Agency for all of the work on this contract. The work will focus on improving the building's masonry's structural integrity and aesthetic appearance by addressing deteriorated mortar joints and caulking issues, as well as cleaning and sealing the exterior masonry surfaces.

Areas of Concern and Specific Tasks

Tuck Pointing

• Task Description:

o Grind and tuck point the open, deteriorated, and washed-out mortar joints throughout the building.

• Scope Details:

o Conduct a thorough inspection to identify areas with deteriorated mortar joints.

o Using proper tools, grind out the existing damaged mortar to a depth suitable for new mortar application, ensuring a clean surface.

o Prepare a new mortar mix to match the existing mortar’s color, texture, and consistency.

o Carefully apply fresh mortar into the prepared joints, ensuring a smooth, uniform finish and proper bonding with adjacent masonry.

o Work will be completed on all identified building areas with deteriorated joints.

o Allow sufficient curing time for the mortar before subjecting it to exposure.

Caulking

• Task Description:

o Remove and replace caulking around windows and mortar expansion joints, including above the apparatus bay and man doors.

• Scope Details

o Window Caulking

 Carefully remove the old, deteriorated caulk around all window perimeters where caulking meets the brick.

 Clean the surfaces thoroughly to remove any old residue, dirt, or debris, ensuring proper adhesion for the new caulk.

 Apply a new layer of Tuff Stuff caulk by Garland Industries, matching the natural stone color as specified.

 Ensure the caulk is applied smoothly and evenly, filling any gaps between the around the perimeter of the window frame where it meets masonry, including the top, sides, and bottom, of the frame

o Apparatus Bay Door Expansion Joints and Man Doors

 Cut out the existing, damaged mortar expansion joints above the apparatus bay doors and main doors, ensuring clean and uniform cuts.

 Insert a back rod into the joint, ensuring proper depth and spacing for caulking.

 Apply a consistent bead of Tuff Stuff caulk over the back rod, filling the joint completely.

 Smooth the caulk to achieve a uniform finish and ensure a tight seal that will prevent water infiltration.

Power Washing

• Task Description:

o Power wash the entire building exterior with water and masonry cleaner to remove dirt, debris, and excess mortar.

• Scope Details:

oUse an appropriate pressure washer to clean the entire exterior masonry surface of the building, including walls, windows, and other visible surfaces.
o Apply a suitable masonry cleaner to remove stains, dirt, efflorescence, and any excess mortar left over from previous work or weathering.
o Ensure the power washing is conducted at safe pressure levels to avoid damaging the masonry or mortar joints.
o Focus on areas with heavy staining or visible residue, ensuring the surface is thoroughly cleaned and free of contaminants

Sealing

• Task Description:

o Apply two coats of protective masonry sealer to the cleaned and dry masonry surfaces to enhance durability and water resistance.

• Scope Details:

o After allowing sufficient drying time for the masonry walls post-power washing, apply (2) coats of high-quality masonry sealer.

o The sealer will be applied evenly over all cleaned masonry surfaces to provide a durable, weather-resistant finish.

o The sealer will be applied at a coverage rate of 100 square feet per gallon, with two coats to ensure proper coverage and effectiveness.

o Ensure that both coats are applied within the manufacturer’s recommended drying time between applications to guarantee proper adhesion and sealer performance.

o The selected sealer should enhance the masonry’s resistance to water infiltration, stains, and general weathering, preserving the building’s appearance and structural integrity.

General Requirements

• Materials:

o All materials used for mortar, caulking, masonry cleaner, and sealer must be submitted and approved for use with the building’s specific masonry materials and cleared for use by the Building Foreman before the project begins.

• Safety:

o Ensure all work adheres to safety standards, including proper scaffolding, protective gear, and traffic control as needed.

• Access:

o Provide necessary access equipment, such as scaffolding or lifts, to reach all areas of the building, including high or difficult-to-reach sections.

o All work must be coordinated with fire personnel to ensure emergency egress from the building is not impeded. All work must be in conjunction with emergency fire and ambulatory services to maintain safe and unobstructed access for emergency personnel at all times during this project.

o When a section of the building is completed, the job foreman must notify fire department staff as to where the crew will progress next to ensure continued coordination and safety.

• Cleanup:

o After completing each duty day, ensure the work area is clean and free of debris. Dispose of any waste materials in accordance with the Building Foreman and Fire Department personnel.

• Schedule:

o The project must be completed in a timely manner, with progress updates provided to the Building Maintenance Foreman or designated Fire Personnel on a daily basis.

• Warranty:

o Provide a 5-year warranty for workmanship and materials used, ensuring that repairs or issues arising within a specified period are addressed promptly.

PROPOSAL BASED SELECTION (QBS) PROCESS
1. Initial Administration—The Village of Arlington Heights QBS policy and procedures assign the Superintendent of Maintenance the responsibility for procuring, managing, and administering services.

2. Project Description – Restoring the building's masonry's structural integrity and aesthetic appearance by addressing deteriorated mortar joints and caulking issues and cleaning and sealing the exterior masonry surfaces.

The Project is at 2000 S Arlington Heights Rd., Arlington Heights, IL 60005.

3. Public Notice—The Village of Arlington Heights is posting an announcement of the RFP on the Village website, www.vah.com, and it will be displayed continuously on the website for at least 14 days prior to the acceptance of proposals.

The posting will be exhibited on the Village of Arlington Heights website on 04/28/25 and will remain available for public viewing through the submittal date of 05/23/25.

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.

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:

Criteria	Weighting	Maximum Points	Firm 1	Firm 2	Firm 3	Firm …
Project Approach	20%	20
Experience in Municipal Facility Masonry Restoration	20%	20
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.

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 resumés 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 services, including the primary contact at each municipality.

E. At least three other properties for which the firm has provided masonry services, 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) Masonry Restoration Services Fire Station 3 2000 S Arlington Heights Rd, Arlington Heights, IL 60005”

Proposal must be received no later than 12:00 P.M. (Noon) 5/23/25 Hard copies will be accepted at the Public Works Facility located at 222 N Ridge Arlington Heights, IL 60004. 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 3:00 PM 5/21/25. 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.

Request for Proposal Masonry Restoration Services for Fire Station 3

See also