City of Wheaton Senior Citizen Services Gap Analysis

NOTICE TO BIDDERS
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
Issue Date: October 2, 2026
Last Date for Questions: October 16, 2026, at 11:00 am (CST)
Due Date: October 23, 2026, no later than 11:00 am (CST)
Return submittal to: City of Wheaton
303 W. Wesley Street - 1st Floor Finance Counter
Wheaton, IL 60187-0727
Attn: Tony Sperkowski, Procurement Officer
The successful Vendor will be required to submit the following additional documents:
* Signed Consulting Services Agreement (Exhibit B)
* Certificate of Insurance with signed endorsements
* Vendor Information Form
Page 1 of 1
Notice to Bidders

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
PROJECT OVERVIEW
The City of Wheaton, Illinois ("City"), is seeking proposals from qualified consultants to conduct
a comprehensive Senior Citizens Services Gap Analysis. The purpose of this project is to identify
the needs of senior residents age 65 and older who reside in Wheaton and evaluate the
availability, accessibility, and capacity of services and resources available to meet those needs.
The City intends to use the findings of the Gap Analysis to better inform the allocation of
resources devoted to senior assistance programs and to support the coordination, outreach, and
future activities of the City's Commission on Aging.
The analysis shall consider senior services from two perspectives:
1. Services and resources generally available to senior residents; and
2. Services and resources specifically addressing the needs of seniors who may require a
greater level of assistance, including low-income seniors and seniors with health
conditions, disabilities, or other circumstances that may create additional barriers to
accessing services.
The Consultant shall distinguish between a lack of available services and barriers that prevent
or limit access to existing services. Barriers to access may include, but are not limited to,
awareness, eligibility, affordability, service capacity, transportation, language, technology,
disability access, and the ability of residents to navigate available resources.
AREAS OF STUDY
At a minimum, the Gap Analysis shall consider services and resources addressing the following
areas:
* Social isolation and homebound seniors;
* Aging in place and seniors living alone;
* Caregiver reliance and support;
* Housing;
* Transportation;
* Internet and digital access;
* Health and wellness;
* Food and nutritional assistance;
* Income and financial assistance; and
* Other service areas identified by the Consultant through its research, analysis, and
community engagement.
The Consultant shall identify additional areas of need where supported by demographic data,
community outreach, stakeholder input, or other relevant evidence.
Page 1 of 10
Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
SCOPE OF SERVICES
The selected Consultant shall be responsible for performing the following tasks. Proposers may
recommend modifications or enhancements to the proposed approach where such modifications
will improve the quality, usefulness, or cost-effectiveness of the final product.
TASK 1 - ASSESS SENIOR POPULATION AND NEEDS
The Consultant shall develop an understanding of the demographic characteristics, current
conditions, trends, and service needs of Wheaton's senior population.
1.1 Demographic and Data Analysis
The Consultant shall:
* Review demographic and socioeconomic data from the U.S. Census Bureau and other
relevant publicly available data sources;
* Analyze current conditions, recent trends, and projected changes affecting Wheaton's
senior population;
* Utilize Wheaton-specific data whenever available;
* Clearly identify instances where county, regional, statewide, or other proxy data are used
and identify any limitations associated with such data;
* Identify significant demographic groups within the senior population, including low-
income seniors, seniors with disabilities, and other populations that may have a greater
need for assistance;
* Identify and analyze significant senior needs, which may include healthcare, income,
housing, food, transportation, social connection, caregiver support, and other areas
identified through the study; and
* Identify geographic, demographic, economic, or other characteristics that may affect the
level of need or access to services.
1.2 Community Outreach - Optional
The City is interested in obtaining recommendations regarding community outreach designed to
develop a more comprehensive understanding of the specific needs and experiences of Wheaton
seniors.
Proposers shall provide a recommended approach and may provide one or more alternative
outreach options. Potential outreach methods may include:
* Online surveys;
* Statistically significant surveys;
* Focus groups;
* Interviews with senior residents;
Page 2 of 10
Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
* Interviews with service providers;
* Interviews with caregivers and other stakeholders; and
* Other outreach methods recommended by the Consultant.
The Consultant's proposal shall identify:
* Proposed outreach methods;
* Proposed outreach channels;
* Anticipated number of participants;
* Recruitment methods;
* Methods for obtaining participation from higher-need or harder-to-reach populations;
* Accessibility and language accommodations;
* Privacy considerations; and
* Any limitations associated with the proposed methodology.
Deliverable: A demographic and needs assessment report identifying current conditions, trends,
priority needs, estimated demand for senior services, and the supporting methodology and
evidence.
TASK 2 - REVIEW COMMUNITY SERVICES AND RESOURCES
The Consultant shall identify and evaluate services and resources currently available to Wheaton
seniors.
2.1 Senior Services Inventory
The Consultant shall research services available to Wheaton seniors through:
* Local governmental agencies;
* DuPage County and other applicable governmental agencies;
* State and federal programs;
* Nonprofit organizations;
* Private organizations and service providers; and
* Other community resources.
Services shall be organized by service type and shall focus particular attention on services
addressing the needs of seniors requiring a greater level of assistance.
2.2 Community Assets and Resources
The Consultant shall identify community assets and resources that may assist Wheaton seniors,
including existing programs, organizations, facilities, referral resources, and other available
support systems.
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Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
The Consultant shall verify key information with service providers, including, as applicable:
* Service area;
* Target population;
* Eligibility requirements;
* Application or enrollment requirements;
* Availability to Wheaton residents;
* Whether the provider is accepting new participants;
* Service capacity;
* Cost and affordability;
* Transportation requirements;
* Hours of operation;
* Technology requirements;
* Language availability;
* Accessibility; and
* Other conditions that may limit access.
The Consultant shall evaluate practical availability, rather than simply identifying whether a
service technically exists.
Deliverable: A verified Senior Services Inventory identifying the type of service, provider, service
area, target population, eligibility requirements, access requirements, and other relevant
information.
TASK 3 - REVIEW SENIOR AWARENESS AND ACCESS
The Consultant shall evaluate how effectively Wheaton seniors are able to identify, access, and
utilize available services.
The Consultant shall:
* Evaluate how seniors currently obtain information regarding available services and
programs;
* Identify the primary sources seniors use to obtain assistance;
* Evaluate the effectiveness of existing communication and outreach methods;
* Identify potential gaps in awareness;
* Review available service utilization information, where available;
* Review provider marketing, communication, and referral practices;
* Identify barriers that may prevent eligible residents from accessing available services;
* Identify where referrals or connections to services may break down;
* Identify populations that may not be adequately reached;
* Evaluate whether navigation assistance would address identified barriers; and
* Evaluate whether a coordinated point of entry or other centralized resource could
improve awareness, referrals, or access.
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Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
The Consultant may use surveys, interviews, focus groups, service utilization information,
provider interviews, or other appropriate methods to complete this task.
Deliverable: A report or section of the final report summarizing senior awareness of available
services and identifying barriers affecting accessibility and utilization.
TASK 4 - GAP ANALYSIS
The Consultant shall conduct a comprehensive analysis comparing the identified needs of
Wheaton seniors with the availability, capacity, and accessibility of existing services.
The analysis shall:
* Identify gaps and potential duplication in existing senior services;
* Compare identified senior needs with available services and resources;
* Identify the nature and magnitude of identified gaps where sufficient evidence is
available;
* Distinguish between an absence of services and barriers to accessing existing services;
* Identify populations or geographic areas that may be disproportionately affected by
identified gaps; and
* Identify opportunities for improved coordination, outreach, navigation, or service
delivery.
The Consultant shall develop a Needs-to-Services Matrix that maps each priority need to existing
services and identifies the nature and magnitude of any identified gap.
At a minimum, the Gap Analysis shall consider the following potential gap categories:
* Absence of service;
* Insufficient service capacity;
* Eligibility restrictions;
* Affordability;
* Location;
* Transportation;
* Hours of operation;
* Language or cultural responsiveness;
* Disability accessibility;
* Digital access;
* Awareness; and
* Service navigation.
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Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
The Consultant shall develop preliminary priorities for addressing identified gaps. The
prioritization methodology shall consider factors such as:
* Potential impact on residents;
* Urgency;
* Number and characteristics of residents affected;
* Equity considerations;
* Strength of supporting evidence;
* Feasibility;
* Estimated cost;
* Availability of capable community partners; and
* Potential funding or other resources.
The Consultant shall also identify potential strategies for increasing seniors' awareness of and
ability to access existing services.
Deliverable: A formal Gap Analysis identifying priority needs, existing services, identified gaps or
duplication, barriers to access, and preliminary priorities and strategies.
4. FINAL REPORT AND DELIVERABLES
The Consultant shall prepare a comprehensive final report incorporating the findings of all tasks.
At a minimum, the final report shall include:
1. Executive Summary;
2. Project methodology and limitations;
3. Demographic and senior population findings;
4. Assessment of senior needs;
5. Community outreach findings, if the optional outreach task is authorized;
6. Verified Senior Services Inventory;
7. Assessment of senior awareness and accessibility;
8. Needs-to-Services Gap Matrix;
9. Identified service gaps and barriers to access;
10. Preliminary priorities;
11. Potential strategies and recommendations; and
12. Supporting data, methodology, and documentation.
Final deliverables shall include:
* Final report in PDF format;
* Final report in editable Microsoft Word format;
* Senior Services Inventory in an editable spreadsheet format;
* Recommendation and/or prioritization matrix in an editable spreadsheet format;
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Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
* Copies of final research instruments, surveys, interview guides, or other approved
instruments used for the project; and
* Anonymized aggregate data collected during the project.
The Consultant shall present the findings to the City and facilitate a working session with the
City's Commission on Aging to review the findings, priorities, and potential implementation
strategies.
5. PROJECT MANAGEMENT AND COORDINATION
The Consultant shall designate a Project Manager who will serve as the primary point of contact
with the City.
The Consultant shall be responsible for:
* Coordinating all project activities;
* Maintaining regular communication with designated City staff;
* Providing periodic progress updates;
* Identifying issues that may affect the project schedule, scope, or deliverables;
* Coordinating meetings, interviews, surveys, and other outreach activities;
* Incorporating City comments and feedback into draft deliverables; and
* Maintaining the project schedule and completing the work within the agreed-upon
timeframe.
The Consultant shall coordinate with City staff and the Commission on Aging as appropriate
throughout the project.
6. DATA MANAGEMENT, CONFIDENTIALITY, AND OWNERSHIP
The Consultant shall describe its proposed approach to data management, confidentiality,
privacy, and protection of information collected during the project.
The Consultant shall identify any assumptions regarding data provided by the City and shall
identify any data or other assistance required from the City.
All reports, databases, spreadsheets, research instruments, aggregate data, and other work
products developed specifically for the City as part of this project shall be provided to the City in
the formats specified in this Scope of Services.
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Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
7. OPTIONAL SERVICES
Proposers may identify optional services or alternative approaches that they believe would
provide additional value to the City.
Optional services shall be clearly identified and separately priced. The Consultant shall explain
the anticipated benefit of each optional service and how it would supplement the base Scope of
Services.
The City reserves the right to authorize or decline optional services at its discretion.
8. EXISTING RESOURCES
The City's intent is to build upon, rather than duplicate, existing research, data, and community
resources.
Proposers shall consider, at a minimum, the following existing resources:
* City of Wheaton Commission on Aging Senior Services Resource Guide;
* AgeGuide, Northeastern Illinois Community Needs Assessment Study, June 2026; and
* AARP Livable Communities resources.
The Consultant shall identify other relevant existing studies, data sources, plans, assessments, or
community resources as part of its proposed approach.
COMPENSATION
Identify all costs Consultant will charge for performing the tasks necessary to accomplish the
objectives of this RFP as well as all costs, if any, the Consultant will expect the City to cover
outside of the scope of services of the consultant. The costs must breakout all expenses expected
to be covered by the City to complete the recruitment, whether billed by the consultant or others
as part of the recommended recruitment process.
CITY'S CONSULTING SERVICES 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
proposal, the Vendor agrees to enter into an agreement with the City of Wheaton utilizing the
City's standard Consulting Services Agreement.
EVALUATION FACTORS
The City of Wheaton procedure for Selection allows for the City to set the evaluation factors for
this RFP and will include a minimum of four (4) criterion within an established range.
Page 8 of 10
Scope of Services

EXHIBIT A
REQUEST FOR PROPOSAL #26-206
CITY OF WHEATON SENIOR CITIZEN SERVICES GAP ANALYSIS
For this project, proposals will be reviewed using the following selection criteria and weights
* Project Approach and Responsiveness to Request 50%
* Qualifications of the Firm and Staff Assigned 20%
* Fee Structure/Cost Effectiveness 20%
* References & Past Performance 10%
Total 100%
After a preliminary review of proposals, the City may, at its sole discretion, invite one or more
respondents for a one-hour (electronic) interview prior to final selection.
DUE DATE FOR WRITTEN QUESTIONS
All questions, either administrative or technical, shall be submitted via email to Tony
Sperkowski at asperkowski@wheaton.il.us no later than October 16, 2026, at 11:00 am (CST).
ADDENDA
All questions, clarifications or revisions regarding this bid will be issued via a written addendum
and published on the City's website and on DemandStar.com (Euna Open Bids) Each Vendor shall
acknowledge receipt of any addenda 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
Submittals shall be received no later than October 23,2026, at 11:00 am (CST). Late submissions
will not be accepted.
IF SUBMITTING A HARD COPY PROPOSAL, DO NOT SUBMIT PERFORATED PAGES, NOR BIND
YOUR PROPOSAL IN ANYTHING OTHER THAN PAPER CLIPS OR BINDER CLIPS.
Submit your proposal to:
City of Wheaton
303 W. Wesley Street - 1st Floor Finance Counter
Wheaton, IL 60187-0727
Attn: Tony Sperkowski, Procurement Officer
If submitting a hard-copy proposal, the proposal shall be enclosed in a sealed package and
clearly marked with the following information. Alternatively, PDF copies of proposals may be
submitted electronically through DemandStar.com (Euna Bids).
* RFP Name & Number
* RFP Closing Date
* RFP Closing Time
* Vendor Name and address
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Scope of Services