Fill in the Plan Holders form for access to the PDF version of the RFQ (It will then be visible at the end of the RFQ)
Request for Qualifications (RFQ)
For
Wastewater Treatment Facility Process Control Assessment and BNR (biological nutrient removal) processes and solutions
RFQ No. 25-010
Proposals due: Friday, November 21, 2025 @10:00a.m. CST City of Pontiac, Illinois
C/O: Brad Duncan
115 W. Howard St. Pontiac, Illinois 61764
Project Description
The City of Pontiac, Illinois owns and operates an activated sludge wastewater treatment facility with a design average flow (DAF) of 3.5 MGD and a design maximum flow (DMF) of 8.5 MGD. The City is seeking a qualified engineering firm to assess the
wastewater treatment facility’s ability to treat and remove Nitrate (NO3), Nitrite (NO2), total phosphorous, and total nitrogen (N) among other processes and systems and work with operations staff to propose solutions for compliance with state and federal regulations.
The qualified engineering firm will be required to assist in assessment, modeling, testing, proposals for modifications, and consulting with all parties involved. Firms are to have specific knowledge of the treatment processes, design, and probable costs of constructing/modifying a wastewater treatment facility BNR process of similar size and scope. A preliminary engineering report (PER) identifying needed process modifications, equipment, construction, and all other items related to BNR process control may be requested by the selected firm if the City deems it necessary.
General Information
The City will not reimburse responding firms for any expenses incurred in preparing proposals, clarification of a response, and/or oral presentations which may be, at its discretion, required by the City.
To be considered, the firm must submit their packet to City Hall at 115 W. Howard St. by
10:00a.m. CST on Friday, November 21, 2025
. See “
Submittal
” section for me details on format and requirements. It shall be the firm’s responsibility to ensure that their submittal is received by City Hall within the time limit indicated. It is the firm’s responsibility to ensure that they have received all addenda to this proposal. The City reserves the right to reject any or all proposals submitted and re-solicit for services.
During the evaluation process, the City reserves the right, where it may serve the
City’s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors and omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.
The City reserves the right to retain all submittals and to use any ideas in a proposal regardless of whether that proposal is selected.
Submission of a packet indicates acceptance by the firm of the conditions contained in this request for qualifications, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the firm selected. AS STATED IN THIS REQUEST; THE FIRM MUST FOLLOW ALL INSTRUCTIONS IN THIS REQUEST FOR QUALIFICATIONS IN ORDER TO BE CONSIDERED FURTHER.
The selected engineering fi
rm from the RFQ process may, at the City’s request, be tasked with, but not limited to: Consulting, preliminary investigation into processes, project design, project management, testing, surveying, controls design, and process design. Items 1-8 below give a brief description of the possible tasks the selected fi
rm may be tasked with.
Scope of work and Specifi
cations
1. Project Management
A. The selected firm will be expected to enter into a contract with the City to perform general project management duties, which may include but are not limited to:
i. Kick-off and subsequent meetings with city staff.
ii. Coordination meetings with City to develop the condition assessment and critical scoring matrix for potential improvements, modifications, or process modifications to the WWTP.
iii. Present and discuss draft report findings with City staff.
iv. Provide monthly status reports to the City.
v. Perform evaluation of WWTP processes and conditions specific to BNR processes, specifically removal of Nitrate, Nitrite, Phosphorous, and total nitrogen.
vi. Perform data gathering and interpretation.
vii. Perform or request performance of laboratory testing on key criteria.
viii. Consult with operations staff regarding current and proposed process modifications.
ix. Possibly design, co-manage, and implement all modifications or construction that may be required.
x. Meet with and consult with the City and any party the City requests present at said meetings.
2. Data gathering and review
A. The selected firm will request historical and current information necessary to understand the historical progression of improvements and the current processes of the WWTP. If available, requested information will be provided by the City. If information deemed necessary cannot be provided by the City, the selected firm will obtain information from site visits or through survey(s), inspections, or other means acceptable to the City. Data gathering may include, but is not limited to:
i. Meet with city staff to discuss current operational controls of WWTP, discuss operational difficulties and remedial opportunities and solutions to incorporate into existing facilities.
ii. Obtain and review existing data including, but not limited to:
1. NPDES discharge permit
2. O&M manuals
3. Historical operations data
4. Chemical feed processes
5. Process control operational data
6. Previous reports and studies
7. Planned/designed improvements to the WWTP
8. Existing flow data
9. Landfill leachate quantities and analysis
10. Side stream quantities and analysis
11. Dewatering and thickening properties and analysis
12. Projected flows from landfill leachate
iii. Perform site visits to the WWTP as necessary to obtain field data. Field data to be collected includes, but is not limited to:
1. Evaluate the existing conditions of all civil, structural, mechanical, and electrical equipment that is relevant to BNR processes.
2. Based upon the WWTP’s NPDES permit, research and review the required modifications/additions/process modifications that may be necessary for compliance.
3. Provide optional tasking for the following, to be authorized by the City:
4. Field sampling or testing at the WWTP
5. Geotechnical or field surveying services
3. Hydraulic Capacity Analysis
A. For current and projected conditions related to BNR processes, perform hydraulic capacity analysis to develop a hydraulic profile to identify potential modifications or improvements to the hydraulic capacity. This analysis may include but not necessarily be limited to:
i. Develop and study hydraulic profiles consistent with BNR treatment primarily focused on Nitrate, Nitrite, Phosphorous, and total Nitrogen.
ii. Identify wastewater hydraulics that result in hydraulic capacity issues such as inadequate detention time, excessive detention time, and any other criteria that relates to BNR treatment.
4. Process Analysis
A. For current and projected conditions, perform a process analysis to evaluate liquid stream and solids stream processes, treatment equipment, and to identify modifications/improvements to the operational efficiency of the processes. The analysis may include but not necessarily be limited to:
i. Develop process models for varying conditions including current flow conditions and projected flow conditions related to BNR treatment.
ii. Evaluate existing facilities to establish the condition and adequacy of all components of the existing liquid stream treatment equipment and solids processing equipment.
5. Structural, Mechanical, and Plumbing Assessment
A. Evaluate existing conditions surrounding the structural adequacy of the WWTP’s processes related to BNR treatment.
B. Evaluate mechanical equipment and plumbing equipment to include, but not limited to:
1. Aeration basins
i. Blower sizing and configuration
ii. Air distribution piping size and adequacy
iii. Air distribution piping valving
iv. Programming of aeration controls through SCADA
v. Basin configuration and sizing vi. Gas mixing system
vii. Air diffuser system
2. Liquid stream treatment system
i. MLSS recirculation system and components
ii. RAS (return activated sludge) infrastructure and process
iii. WAS (waste activated sludge) infrastructure and process
iv. Leachate holding structures and components
v. Side stream holding structures and components
vi. Phosphorous treatment structures and components
vii. Primary clarification structures and components
viii. Final clarification structures and components
3. Evaluate and propose modifications/improvements for all process structures and components that are essential to BNR treatment processes.
6. Instrumentation and Controls Assessment
A. Evaluate all existing instruments, controls, and supervisory control and data acquisition (SCADA) systems related to BNR treatment. The evaluation should include but not be limited to:
i. Listing items that are either limiting or preventative in nature to the successful processing and treatment of Nitrates, Nitrite, Phosphorous, and total Nitrogen.
ii. Listing controls functions that are either limiting or preventative to the successful processing and treatment related to BNR
iii. Proposed improvements/modifications to SCADA or other controls instrumentation to improve BNR
7. Alternative Analysis
A. Identify alternatives for improving current plant components and processes related to BNR. Provide alternatives for future planning of BNR, which may include but not limited to:
i. Identify alternatives for addressing current and future hydraulic needs
ii. Identify alternatives for addressing BNR process needs
iii. Evaluate alternatives and provide recommendations. Provide a phased plan for implementation of the recommendations
iv. Consult with City staff throughout this process
v. Meet with City staff regularly to discuss findings and recommendations vi. Analyze and provide recommendations on alternative streams treated at WWTP (landfill leachate).
8. Prepare a report
A. Provide a report that makes conclusions regarding the BNR process treatment of the WWTP and the capabilities of the WWTP to operate within the NPDES permit limits, as well as long-term ability to comply with future permits. Also, the firm shall include with their submission a proposed schedule to accomplish this scope of work and proposed team member workload capacity.
B. Provide at least three (3) references for similar federally funded, IDOT administered, projects.
SELECTION PROCESS
All professional engineering firms related to wastewater treatment processes, construction, assessments, and biological nutrient removal treatment are invited to submit a proposal. The city of Pontiac shall have the right, if in the best interest of the City, to reject any or all proposals and to reject a proposal not submitted within the submission window. If for whatever reason the city of Pontiac and the selected firm cannot reach a mutually agreed upon contract for services, the city of Pontiac reserves the right to either re-open for RFQ submissions or select from the remaining firms that submitted an RFQ. The city of Pontiac shall have the right to waive any informality or irregularity in any RFQ received.
The City will use an engineering firm selection committee comprised of City personnel to review the firm’s RFQ submission. The submissions will be ranked based on the criteria below. If for whatever reason the City cannot enter a mutually agreeable contract with the highest ranked firm, the City of Pontiac will formally end the negotiation process and proceed to select and negotiate with the next most highly ranked firm(s).
The contract award will be made by the Pontiac City Council and their decision is
fi
nal
. The City reserves the right to make no selection from this solicitation if deemed in it’s best interest to do so, and may, at it’s election, re-advertise and reissue the original, or an amended RFQ.
SELECTION CRITERIA
Submissions will be limited to a total of
fi
fteen (15) pages or less including cover letter and resume
, and include the following elements and will be weighted as follows:
1. Experience with LOCAL, STATE, AND FEDERAL WASTEWATER TREATMENT FACILITY REQUIREMENTS AND PROCEDURES. (30%)
2. FIRM RESOURCES & STAFF QUALIFICATIONS (20%)
3. FIRM EXPERIENCE WITH BNR (BIOLOGICAL NUTRIENT REMOVAL) TREAMTENT, FOCUSING ON WASTEWATER PROCESS TREATMENT OF NITRATE, NITRITE, PHOSPHOROUS, TOTAL NITROGEN, AND LEACHATE HANDLING. (40%)
4. OVERALL APPROACH & METHODOLOGY. (5%)
5. RESPONSIVENESS TO THE RFQ. (5%)
SUBMITTAL INFORMATION
RFQ procedural and content questions (requests for clari
fi
cation)
Firms may identify errors, omissions, or ambiguities in the RFQ. If so, or if there are doubts or concerns about the meaning of any part of this RFQ, requests for clarification should be submitted to the City’s Wastewater Superintendent and City Administrator.
Requests for clari
fi
cation shall be directed in writing by email to Brad Duncan, Wastewater Superintendent, at
For security reasons, you must enable JavaScript to view this E-mail address.
. Additionally, the request for clari
fi
cation shall also be CC’d to Jim Woolford, City Administrator, at
For security reasons, you must enable JavaScript to view this E-mail address.
.
Emailed requests for clarification must include “RFQ 25-010” in the email subject line. Requests for clarification will be responded to in kind per request. However, it shall be the responsibility, prior to submitting the RFQ, to visit the City’s website at
www.pontiac.org/559/Request-for-Proposals
to determine if addenda were issued.
Addenda may be issued to address any submitted requests for clarification along with any changes to these clarifications. Addenda will become part of this RFQ.
Submission
Interested parties wishing to submit a RFQ must submit one (1) unbound originalcopy, four (4) bound duplicates, and one (1) electronic copy in PDF format to be providedon one (1) USB compatible flash drive properly labeled of the RFQ package with proof of insurance, current W-9, and a copy of their license or other documentation showing ability to conduct business in the state of Illinois.
The submittal must be signed by the company officer who is legally authorized to enter a contractual relationship in the name of the firm. Submittals must be delivered toCity Hall at 115 W Howard St., Pontiac, Illinois 61764 no later than 10:00 a.m. CST on FridayNovember 21, 2025.
Submittals shall be addressed:
“DO NOT OPEN IN MAIL ROOM”
C/O: Brad Duncan
RFQ No. 25-010 Enclosed
Wastewater Treatment Facilities Assessment/BNR
RFQ submittals shall be delivered in a sealed envelope with the company’s name and
address written on it.
Late Submittal and Late Modi
fi
cations
Without exception, RFQ’s must be submitted before the due date and time for submission.
Submittals received after the time and date specified in the RFQ are late and shall be deemed non-responsive and will not be considered.
Minimum RFQ Acceptance period
Submittals shall be valid for a period of 120 days. Firms shall be notified by the City within 30 days after receipt of submittal as to a time and date for presentation if the City deems it necessary. Selection of a firm may take 60 days.
Disclosure of Submittal Contents
All documents submitted in response to this RFQ shall become the property of the City and subject to the Freedom of Information Act.
Submittals will be handled in a manner that avoids disclosure of the contents to competing firms and keep the submittals secret during evaluation.
Proposal Format and Content
The format for all pages shall be 8 ½ X 11 and no smaller than a 10-point font. If bound, the edge margin shall be ¾ inch or larger. This applies to all sections of the submittal. The submittal package shall follow the requested format and consists of the following:
1. Cover page
A. Should include the following: Primary firm name, address, phone number, Statement of Qualifications for assessment/BNR processes wastewater treatment facilities, and RFQ No. 25-010.
2. Statement of Interest
A. A letter of interest, signed by the Principal of the professional firm with a statement of availability to complete any work that may be assigned if selected, office address where primary work will be completed, and a statement attesting to the truth and accuracy of all items and information included in the submittal.
3. Overall Approach and Methodology
A. A well-articulated review of work that has been completed accompanied by the approach and methodology used to be successful. Include a full description of major tasks and services the firm has provided demonstrating the ability to reach and maintain compliance with BNR focused treatment facilities.
B. Items to be covered should include:
i. Data gathering
ii. Hydraulic capacity analysis
iii. Structural, mechanical, and plumbing assessment
iv. Alternatives analysis
v. Alternatives performed/provided vi. Facility modifications performed
4. Experience with local, state, and federal requirements and procedures for wastewater treatment
A. Up to five (5) project sheets, limited to one (1) page for each project, which shall describe similar assessments the firm has completed withing the last ten (10) years. Project examples should be similar in size and scope to the size of treatment of the City of Pontiac WWTP. Illustrate the firm’s capabilities, including demonstrated experience with BNR treatment. Each project sheet shall include the following:
i. Name and description of completed project, including similarity to the size and complexity of BNR treatment at a facility similar to the City of Pontiac.
ii. Start and ending date of project.
iii. Principal (engineer).
iv. Project manager.
v. Field inspector.
vi. Cited project’s intended and final outcome regarding compliance with state and federal permit requirements.
vii. Cited project owner’s name and the name of the representative (if different) who served as the day-to-day liaison for the cited project.
5. Firm’s Resources & Staff
A. Overview of the firm’s ability to staff a project related to BNR treatment that are qualified and experienced.
B. Demonstrate that all staff that would be utilized in a BNR treatment project possess the appropriate skills and are duly licensed, certified, or registered by the state of Illinois to provide any services that are required.
C. Provide a schedule to accomplish this scope of work and proposed team member workload capacity.
6. Firms experience with BNR related methodologies and projects
A. Demonstrate the ability of staff to provide solutions for BNR treatment.
B. Cite relative experience regarding or related to the treatment of Nitrate, Nitrite, Phosphorous, and total Nitrogen.
C. Provide at least three (3) references for similar federally funded, IDOT administered, projects.
D. Illustrate the firm’s ability to incorporate and treat landfill leachate in coordination with BNR treatment.
