Plan Review and Inspection Services Addendum 1

REQUEST FOR PROPOSALS
INSTRUCTIONS AND SPECIFICATIONS FOR:
Village of Oak Park
REQUEST FOR PROPOSALS
Plan Review and Inspection Services
Bid Number: 2026-1014
Date Issued: October 15th, 2026
Proposal Due Date: November 4th, 2026 4:00 p.m. Central Time
The Village of Oak Park (hereinafter the "Village") is seeking proposals from a qualified Service
Provider to provide both permit plan review and inspection services for the Development Services
Department's Permit & Development Division. The inspection services will be for the following
disciplines: Building, Mechanical, Electrical, Structural/Civil Engineering, and Plumbing
inspections of construction work within the Village boundaries. The Plan Review services will be
permit-related for the following: Building, Mechanical, Electric, and Plumbing, Energy, and
accessibility plans for commercial and residential projects within the Village boundaries.
I. REQUEST FOR PROPOSALS - INSTRUCTIONS
The Village anticipates the following general timeline for this Request for Proposals ("RFP"). The
following dates are subject to change:
Activity Schedule Timeline
RFP Published October 15, 2026
All Questions Due October 21, 2026 5:00 PM Central Time
Email to: development@oak-park.us
Attention: Sean Lintow Sr., Chief Building Official
Posting of Answers October 23, 2026 5:00 PM Central Time
Website: https://www.oak-park.us/bid
Proposals Due November 4, 2026 4:00 PM Central Time
Email to: development@oak-park.us
Attention: Sean Lintow Sr., Chief Building Official
Anticipated Award November 13, 2026 or thereafter
Date
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All proposals must be received by the specific time set forth above. Proposals received after the
specified time will not be accepted. Proposals must be signed by an officer of the company who is
authorized to enter into agreements on behalf of the company. Proposals over 25MB in email size
may be rejected and will be required to be sent in smaller multiple emails.
The Village reserves the right to accept or reject any and all proposals and to waive any
technicalities.
I. REQUEST FOR PROPOSALS- INSTRUCTIONS
A. Introduction and Mandatory Terms
The Village of Oak Park ("Village") serves an area approximately five square miles
located eight miles west of downtown Chicago. Oak Park has a population of 52,104
(based on 2010 Census). The Village's population is diverse in income levels, age, and
professions with a stimulating mixture of racial, religious and ethnic groups. Oak Park
is a Home Rule community and operates under the Board-Manager form of government,
in which an elected legislative body, consisting of the President and a Board, comprised
of six Trustees, hires a professional manager to oversee the day-to-day operations of
all governmental services and programs, and carry out the policy directives set out by
the elected officials.
The Village provides a multitude of services to its citizens in the form of police and fire
protection, street maintenance and construction, community relations, housing
programs, school crossing guards, traffic control, forestry, garbage collection, flood
control, health and human services, animal control, water and sewer, building and code
enforcement, economic development, and general administrative functions.
More detailed information on the government and its finances can be found in the
Village's Budget and the Comprehensive Annual Financial Report (CAFR). The budget,
CAFR and other pertinent statements can be viewed at the Village's website at
http://www.oak-park.us/your-government/finance-department.
The Village will receive digital responses to this RFP via e-mail, by November 4th,
2026, at 4pm. The transmittal e-mail shall be titled "RFP 2026 DS - Plan Review and
Inspection Services." Any submission received after the submittal time listed above
may be rejected.
There is no pre-bid conference currently scheduled.
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All additional questions must be submitted via email to Development@oak- park.us
no later than October 21st, 2026, 5:00pm. Responses to submitted questions will be
provided on our web page as well as on DemandStar.com.
Responses will be reviewed and evaluated, and all information regarding status will
be kept confidential until a decision is made and a recommendation provided to the
Village Board for approval.
B. Presentation of Request for Qualifications
The Village reserves the right to select a short list of service providers at its own
discretion to present their qualifications, respond to questions, and supply supplemental
information.
C. Service Provider Notification
Service providers will be notified in writing of further questions and/or decisions.
D. Award of Agreement
An agreement in substantially the form attached may be executed once one or more
contractors are found to be qualified, a selection of the most qualified is determined by
the evaluation committee, and the Village Board approves the award.
The agreement with a selected contractor or contractors must be reviewed and
approved by the Village Attorney, may be approved and authorized by the Village of
Oak Park Board of Trustees, and executed by the Village Manager. Contractors are
advised that Village staff, other than the Village Manager, have no authority to sign
agreements or modify existing agreements on behalf of the Village and that any such
agreements are null and void.
E. Taxes Not Applicable
The Village, as a municipality, pays neither federal excise tax nor Illinois retailer's
occupational tax.
F. Interpretation of the Request for Proposal Document
Any service provider in doubt as to the true meaning of any part of this document may
request an interpretation thereof from the Village or its representative. The person
requesting the interpretation shall be responsible for its prompt delivery. At the request
of the Service Provider or in the event that Village management
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deems the interpretation to be substantive, the interpretation will be made by written
addendum duly issued by the Village.
In the event that a written addendum is issued, either as a result of a request for
interpretation or the result of a change in the requested RFP specifications initiated by
the Village, a copy of such addendum will be posted on the Village's website and on
DemandStar.com. In all cases it will be the service providers' responsibility to obtain all
addenda issued. The Village will not assume responsibility for receipt of such
addendum.
G. Listing of Subcontractors and/or Sub consultants
In order that the Village may be assured that only qualified and competent
subcontractors and/or sub consultants will be employed on the proposed project, each
Service Provider shall submit, with their response, a list of subcontractors and/or sub
consultants who would be called upon to perform the work. The service provider shall
have determined, to their own satisfaction, that a listed subcontractor and/or sub
consultant has been successfully engaged in this particular type of work for a
reasonable length of time and is qualified both technically and financially to perform that
pertinent phase of work for which they are listed.
H. Competency of Service Provider
No submission will be accepted from, or contract awarded to, any person, firm or
corporation that is in arrears or is in default upon any debt or contract. The Service
Provider, if requested, must present evidence of ability and possession of necessary
facilities, and financial resources to comply with the terms of the scope of services.
I. Subletting of Contract
No contract awarded by the Village shall be assigned or any part sub-contracted without
the Village's written consent. In no case shall such consent relieve the vendor from its
obligations or change the terms of the contract.
J. Village Ordinances
The Service Provider will strictly comply with all Ordinances and codes of the Village of
Oak Park and laws of the State of Illinois.
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K. Term of Agreement
The initial agreement shall be from January 1, 2027 to December 31, 2027. The Village
may renew the agreement for three (3) additional, one (1) year terms under the same
terms and conditions as the initial agreement, other than price. Price escalation will be
allowed for an applicable renewal. The requested increase must be that of the general
industry. In this event, written notification stating the requested increase and supporting
document justification must be forwarded to the Village. The adjustment shall be based
upon 100% of the percentage of change of the latest published Index (as defined below)
as compared to the Index for the previous year. The Index shall be the United States
Department of Labor, Bureau of Labor Statistics, Revised Consumer Price Index for all
Urban Wage Earners for Chicago, Illinois - Gary, Indiana - Kenosha, Wisconsin (all
items, 1982-84 = 100). Notwithstanding anything contained herein to the contrary, the
adjustment shall not be greater than three percent (3%) of the previous year's cost for
services provided under this agreement in any year. If the Contractor fails to justify the
requested increase, the Village reserves the right to reject the request and cancel the
balance of the agreement and/or not renew the agreement.
If any price reductions are announced during the agreement period or any applicable
renewal, the Village shall receive benefit of such reduction. This request shall also be
in the form of a written notification and shall become effective thirty (30) days from the
date the notice was received by the Village.
L. Payments
The contractor will submit a monthly invoice to the Village detailing the addresses
completed, hours worked and the rate. All invoices will be paid within 30 days of
approval. Charges for late payments must be in accordance with the Local Government
Prompt Payment Act, 50 ILCS 505/1 et seq., requiring a maximum interest penalty of
1% per month or portion thereof.
M. Termination for Non-appropriation of Funds
The Village reserves the right to terminate any multi-year contract, or equivalent
agreement, if the Village's Board of Trustees (Village Board) fails to appropriate funds
for this purpose in any subsequent fiscal year. All funds for payments after December
31st of the current fiscal year are subject to Village's appropriation for this purpose.
N. Service Provider Personnel Assigned to the Village of Oak Park Account(s)
The Village reserves the right to accept or reject any staff designated by the Service
Provider to manage the Village account(s). If no suitable replacement
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staff is provided, the Village reserves the right to terminate the contract.
O. Confidentiality
The Service Provider shall keep the Village's employee and all related data
confidential.
P. Insurance Requirements
The selected Service Provider must purchase and maintain for the length of the
agreement in the amounts set forth in the agreement attached hereto.
Q. Hold Harmless and Indemnity
Notwithstanding any limitations or restrictions applicable to any insurance or
bonds required hereunder, the Service Provider shall defend, indemnify and hold
the Village of Oak Park and its officers, officials, employees, and agents
harmless from and against any and all liability, loss, damage, claim, payment or
expense, including attorney fees, which the Village or its officers, officials,
employees, and agents may incur resulting from or arising out of any error or
omission in the performance of the agreement by the Service Provider,
including, without limitation, errors or omissions in the handling, accounting for,
or transferring of funds, or to work, services or systems or products provided in
the performance of the agreement by the Service Provider or its employees,
agents, servants, associates, contractors, subcontractors, or assignees.
R. Tentative Schedule
Below is a tentative schedule for the request for proposal selection and approval
of a preferred firm or firms ("Service Providers"):
Proposals due: no later than November 4th, 2026
4:00PM
Contract approval by: December 8, 2026

SECTION II
DETAILED SPECIFICATIONS
I. Purpose
The Village of Oak Park (hereinafter the "Village") is seeking proposals from a qualified Service
Provider (hereinafter "Service Provider") to provide both permit plan review and inspection
services for the Development Services Department's Permit & Development Division. The
inspection services will be for the following disciplines: Building, Mechanical, Electrical,
Structural/Civil Engineering, and Plumbing inspections of construction work within the Village
boundaries. The Plan Review services will be permit- related for the following: Building,
Mechanical, Electric, and Plumbing, Energy, and accessibility plans for commercial and
residential projects within the Village boundaries.
II. Background
The Village currently outsources 95% of Building Plan Review & Inspection Services.
III. Definitions
For purposes of this RFP, the following definitions shall apply:
1. "Bidder" shall mean "Service Provider submitting Proposal".
2. "Inspection" or "Reinspection" means a site visit for any plumbing, electrical, building
(including structural and accessibility) or mechanical inspection, and service request
inspections, such as stop work orders, construction site maintenance, etc. Inspections
shall include, but not be limited to, any necessary research or consultation, all meetings
and phone conversations with Village staff, permit contacts and applicants, written and
electronic documentation, and all site reviews related to an Inspection. For example, a
plumbing Inspection and an electrical Inspection conducted at the same time are subject
to separate fees for plumbing and electrical Inspections; however, all research,
consultation, written and electronic documentation, meetings, and phone conversations
shall be included in the Inspection fee amount.
3. "Plan Review" or "Re Review" means performing the technical review of architectural
and engineering plans for compliance with codes, ordinances, and related laws and
regulations. Projects requiring plan review are permit related and include, but are not
limited to: single family, multi family, high rise, commercial, office, individual tenant
improvement, and mixed use developments.
a. Standard small (accessory, kitchen/bath remodel) Plan Review or Re
Review shall be completed within 1-2 business days, while Standard larger
(additions, whole house remodels) Plan Review or Re Review shall be
completed within 3-5 business days.

4. "Proposal" sometimes referred to as "bid", unless the context requires otherwise.
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5. "Inspection Services and Building Permit Plan Review Request for Proposal" is
sometimes referred to as "Request for Proposal" and "RFP".
6. "Scope of Work" includes the requirements of Section V, subject to the additional
requirements described in the RFP. Scope of Work is sometimes referred to as
"Specifications."
7. "Workload" means anticipated services based upon the historical data provided.
IV. Workload
The DS Permit & Development Division issues approximately 4,000+/- permits.
V. Inspection Services Performance Levels
The Village performed approximately 10,000 +/- Inspections per calendar year. The types of
Inspections performed by the Village generally consist of the following:
* 19% Mechanical Inspections
* 22% Plumbing Inspections
* 20% Electrical Inspections
* 46% Building Inspections (includes mechanical, structural, and accessibility)
* 1% Service request Inspections (stop work orders, construction site
maintenance) 2% Accessibility
VI. Plan Review Services Performance Levels
The Village issues approximately 6,000 permits annually with the volume of Plan Review requests
depending upon market conditions. Often a single permit may require a review of up to eight plan
review disciplines.
Historically the Village has staffed one full-time Village-employed residential structural/HVAC
inspector, one full-time Service Provider-employed plan reviewer, one full-time Service Provider-
employed residential/commercial structural/HVAC inspector, one part-time Service Provider-
employed plumbing inspector and one part-time Service Provider-employed electrical inspector.
Another full-time structural/HVAC Service Provider- employee may be requested as construction
increases through the summer.
The Village expects the full-time positions to be stationed at Village Hall; part-time staff shall
maintain excellent communication with Village staff and may include office time, as needed.
VII. Scope of Work.
1. Inspection:
a. The Service Provider's qualified inspectors shall perform the following disciplines:
Building, Mechanical, Electrical, Plumbing, Energy and Accessibility Inspections of
construction work within the Village boundaries.
b. The residents take great pride in their historic homes, therefore much of our permit
activity is interior remodeling and small additions.
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The Village averages approximately 1- 3 teardowns a year. Commercially the Village has
many vibrant business districts that are often re-developing, remodeling or evolving.
c. There is no guarantee that the actual number of Inspections will fall into the range described
in Section IV, as the number of Inspections depends on a number of factors, including,
but not limited to, economic and construction activity. The Service Provider shall provide
appropriate personnel to perform the Inspections and Re-Inspections within 24 hours from
the time an Inspection is requested by a permit applicant and scheduled by the Village.
d. It is expected that the Service Provider will accept the assignments of the in-house staff (one
inspector) as needed due to illness, training or vacation.
2. Plan Review:
a. The Service Provider's qualified plan reviewer(s) shall perform technical review of
building, mechanical, electric, plumbing, engineering, energy, and accessibility plans for
a variety of commercial and residential projects performed under Village-issued permits
b. The Service Provider's qualified plan reviewer(s) shall also assist at the Village Hall
counter to answer technical questions in an as-needed basis.
c. The Service Provider's qualified plan reviewer(s) shall accept the assignments of the in-
house staff (one inspector) as needed due to illness, training or vacation.
d. The Service Provider's qualified plan reviewer(s) shall accept the assignments of the
Service Provider's inspector as needed due to illness or vacation.
e. The Service Provider's Plan Reviewer shall be responsible for routing to elevator Service
Providers and the Service Providers' main office
f. There is no guarantee that the actual number of Plan Reviews will fall into the range
described in Section IV, as the number of plans/permits depends on a number of factors,
including, but not limited to, economic and construction activity. The Service Provider shall
provide appropriate personnel to perform Standard small (accessory, kitchen/bath
remodel) Plan Reviews and Re-reviews within one- two (1-2) business days after the time
the plans are submitted to the Service Provider. Standard larger jobs (additions, whole
house remodels) shall be expected to be reviewed within three-five (3-5) business days.
New high-rise or large new structures shall take no longer than ten (10) business days.
3. Hours:
a. Normal working hours: Normal hours of scheduled Inspections will be 8:30
a.m. to 5:00 p.m., Monday through Friday, and shall follow the same Village Hall holiday
schedule: closed New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial
Day, Juneteenth, Independence Day, Labor Day, Thanksgiving (Thursday & Friday),
Christmas Eve (1/2 day), and Christmas Day. A typical business day consists of 30 40
scheduled Inspections. It is not unusual to schedule additional 2 4 inspections each day

for unusual cases or last-minute reinspection's.

b. After hours: On occasion, emergency or after hours Inspections will be required. When
the Village submits an emergency Inspection or after hours Inspection request, the
Service Provider shall provide an inspector with the required qualifications to perform
the Inspection within two hours of notice by the Village. The Service Provider should
provide emergency and after hours contact numbers to the Village and be readily
available. Also, the Service Provider will be included in Fire and Police Departments'
Emergency call chain list for after hour's phone consultation and emergency Inspection
for building related issues.

c. Work Performance:
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i. All services are to be performed under the supervision of the Director of the
Development Services Department and the Chief Building Official/Permits &
Development Manager and in compliance with Village policy, Codes, and
interpretation. All Inspections and Plan Reviews shall be performed in a non
adversarial, ethical, professional, and personable manner.
ii. To provide the required Inspection and response, the Service Provider shall
provide a consistent/stable roster of inspectors.
iii. The Village expects the contracted individuals to wear professional collared dress
shirts, with their company logo, while on duty.
iv. The Village expects the contracted individuals to wear, and exposed Village of
Oak Park issued ID when performing their duties outside Village Hall.
i. The Village expects the Service Provider to provide all their employees proper safety
construction gear and testing equipment. (The Village shall supply all I-phones
and computer related devices as it pertains to the Cityview and Outlook program
usage.)
VIII. Inspection Scheduling:
Village staff will schedule Inspections for the Service Provider though our outlook program and
VillageView Permit Program. The Service Provider is responsible for entering all results of
inspections into the Village's inspection software system onsite.
IX. Plan Review Scheduling:
The Village expects a full-time plan reviewer (Service Provider) stationed in the Permit &
Development Division during business hours. Village staff will route the appropriate plan
copies to the Service Provider for review. This routing shall be performed through the paper
process or electronically to the Service Provider's off- site Plan Reviewer(s) as needed. The
Service Provider's Plan Reviewer shall have assignments assigned in Oak Parks
VillageView Permit Program. The Service Provider's Plan Reviewer shall be responsible for
scheduling the Review for completion within the time required for a Standard or Expedited
Plan Review.
X. Inspection Reporting:
The Village shall provide the necessary equipment (i.e. iPhone) to be able to track and record
inspection results electronically in the field. The Village will provide the Service Provider with
training to utilize the inspection software.
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