26125 - RFP - 2027 Construction Inspection Services

RFP No. 26125
REQUEST FOR PROPOSAL NO. 26125
Construction Inspection Services
https://www.wilmette.gov/bids.aspx
Last Date/Time for Questions 10/15/2026
2:00 pm local time
Last Addendum Issued 10/20/2026
2:00 pm local time
Proposals Due and Opened on 10/22/2026
DemandStar.com 2:00 pm local time
Short-list Interviews Week of 11/02/2026
Submit Questions To: Submit Proposals At:
Purchase@wilmette.gov www.DemandStar.com
Note: This cover sheet is an integral part of the proposal documents and is, as are all of the following
documents, part of any contract executed between the Village of Wilmette and any successful
Respondent.
Respondent Company Name
(please print)
Page 1
Village of Wilmette

RFP No. 26125
VILLAGE OF WILMETTE
NOTICE TO RESPONDENTS
Notice is hereby given that the Village of Wilmette ("Village") will receive Proposals on
DemandStar.com until 10/22/2026 at 2:00 pm, local time for Construction Inspection Services.
Description of Work
The proposed work is officially known as Construction Inspection Services, as further described in the
Specification section of this RFP.
Availability and Clarification of Documents
This RFP and any addendums will be posted on DemandStar.com and the Village's website at:
https://www.wilmette.gov/bids.aspx. The deadline for submitting questions is 2:00 pm local time
10/15/2026. Respondents will provide written acknowledgment of each addendum issued with their
submitted proposal. Oral explanations will not be binding. No clarifications, interpretations or
addenda shall be issued after 2:00 pm local time on 10/20/2026. It is the sole responsibility of the
Respondent to check DemandStar.com and the Village' website to determine if an addendum has
been posted.
Restriction Of Communication
Any questions related to this RFP must be submitted in writing to Cliff Ruemmler, Purchasing
Manager, at Purchase@wilmette.gov. Questions received by the Village, including the Village's
responses will be consolidated and posted on DemandStar.com and the Village's website.
All other communications between a Respondent and Village staff, public official(s) and/or
consultants concerning any part of this solicitation is strictly prohibited. Failure to comply with this
requirement may result in the Village disqualifying the Respondent's proposal.
Confidentiality
Respondent's response, in its entirety, is subject to the Illinois Freedom of Information Act and no part
of the Respondent's proposal will be considered confidential by the Village.
Short-list Interviews
The Village may interview a short-list of Respondents prior to the awarding of the contract. Interviews
are expected to be conducted at a mutually agreeable time during the week of 11/02/2026, if needed.
Page 2
Village of Wilmette

RFP No. 26125
PROPOSAL PREPARATION AND SUBMISSION
Preparation of Proposal Documents
The Respondent shall prepare the proposal on the attached proposal forms furnished by the Village.
All blank spaces on the proposal forms must be correctly completed. All signatures must be
completed. The total proposal amount is to be shown in both words and figures where indicated. In
case of a discrepancy between words and figures, the words shall prevail, unless it clearly appears in
the Village's opinion that the words rather than the figures are in error. Proposals containing
omissions and/or alterations not called for may be rejected.
Conditions
Respondents are responsible to become familiar with all conditions, instructions, and contract
documents governing this proposal, including the Contract terms attached in Appendix One (1).
Submission of a proposal will be considered specific evidence of having performed the above. Any
exceptions to the contract document that you may have must be included on the Proposal Exception
Sheet. Once the award has been made, failure to have read all the conditions, instructions and
specifications of this RFP shall not be cause to alter the original proposal or to request additional
compensation.
Conflict with Existing Village Contracts
This Work shall be treated as a separate contract and not performed in conjunction with any existing
contracts as currently held by the Contractor. Any Contractor that currently performs work for the Village
under an existing contract must agree to furnish additional crews (labor and equipment) to guarantee
that timeliness, quality and services currently rendered do not suffer in any way due to additional work
contained in the contract for this Work.
Submission of Proposals
All Proposals must be submitted electronically through DemandStar.com by the specified opening
date and time of the proposal. Proposals submitted after the specified date and time will not be
accepted. Mailed Proposals and/or emailed Proposals to the Village will not be accepted without the
prior written approval by the Village. It is the sole responsibility of the Respondent to submit the pdf
copy of the proposal on DemandStar.com.
Modify or Withdrawal of Proposals
Respondents may modify, withdraw or cancel their proposal at any time prior to the proposal opening
date and time by deleting the proposal document(s) attached to their submission on
DemandStar.com. Mailed or emailed requests to withdraw a proposal arriving after the specified
proposal opening date and time will not be accepted regardless of date/time stamp or post-marked
time on the envelope. After the proposal opening date and time, no proposal shall be withdrawn or
canceled for a period of ninety (90) calendar days. The successful Respondent shall not withdraw or
cancel its proposal after having been notified by the Purchasing Manager that said proposal has been
accepted, subject to approval by the Village Manager or Village Board.
Page 3
Village of Wilmette

RFP No. 26125
Qualifications and Experience of Respondents
Respondent's must have the following minimum experience:
a. Five years' experience as a continuously operating entity engaged in the performance of
similar work.
b. Hold a valid license to practice engineering in the State of Illinois.
c. Be currently pre-qualified with the Illinois Department of Transportation ("IDOT") for
Construction Services.
Consideration of Proposals
The Work shall be awarded to the responsible Respondent who submits the responsive proposal that
is most advantageous to the Village.
The Village reserves the right to waive any technicalities, irregularities or award in part or in whole or
to not award at all, reject any and all Proposals, and may order a re-advertisement for new Proposals
or whatever is in the best interest of the Village.
Failure on the part of the successful Respondent to execute a contract within thirty (30) calendar days
of its receipt, shall be considered just cause to withdraw the award. If the proposal does not meet the
entire Village specifications but does substantially meet the requirements, the Respondent should
indicate, in writing on the Proposal Exception Sheet, all deviations from the Specifications. The
Specifications included in this RFP are to be considered the minimum specifications to perform the
Work.
Disqualification of Proposals
The following will be cause for disqualification of Proposals:
a. Prices excessively high and/or exceed monies available for the intended Work;
b. Failure to submit proposal security or surety, if required;
c. Failure to offer to meet specified delivery and/or performance schedules;
d. Failure to price out the proposal in conformance to the required format; or qualification of price
to protect the Respondent from unknown future market conditions;
e. Rights of the Village limited under any contract clause;
f. Reasonable basis to suspect either conflict of interest or collusion among Respondents;
g. Respondent fails to submit required information, literature, or affidavits with proposal;
h. Late Proposals;
i. Failure of any authorized person to sign any required proposal forms;
j. Respondent is prohibited by local, state or federal law from entering into public contracts;
k. Respondent is in arrears or is in default to the Village upon any debt or contract, or that is a
defaulter, as surety or otherwise, upon any obligation to the Village;
l. Respondent has failed to perform faithfully on any previous contract with the Village; and
m. Anything to be in violation of the procurement policies and procedures of the Village.
Competency of Respondent
The Respondent, if requested in writing, must present within five (5) business days, evidence
satisfactory to the Village of ability and possession of the necessary facilities, equipment, personnel,
prior experience, financial resources, and/or certificates of insurance.
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Village of Wilmette

RFP No. 26125
INSTRUCTIONS TO RESPONDENTS ON COMPLETING FORMS
CONSTRUCTION INSPECTION SERVICES
The following Proposal Forms must be filled out completely, executed by an authorized agent and
included in the proposal per the Submission of Proposals instructions.
PROPOSAL SUBMISSION FORMS, in this order
...... Proposal Cover Sheet
...... Respondent Information Sheet
...... Summary Proposal Sheet
...... Specifications
...... Summary of Qualifications
...... Reference Form
...... Proposal Exceptions Sheet
...... Proposal Affirmation and Certification (signed)
...... Certification of Compliance (signed)
SUCCESSFUL Respondent ONLY
The successful Respondent will be required to execute the Contract included in Appendix One to
this RFP. These documents SHOULD NOT be completed at the time of proposal submission.
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Village of Wilmette

RFP No. 26125
RESPONDENT INFORMATION SHEET
CONSTRUCTION INSPECTION SERVICES
Company Name:
DBA:
Address:
City, State, Zip:
Contact Name:
Phone Numbers:
Email:
Website:
Federal Employer Identification # (FEIN):
IL Secretary of State File #:
IL Department of Employment Security #:
IL Department of Revenue Registration #:
IL Department of Professional Regulation #:
Please include an explanation for any blank or "n/a" responses above. ____________________
_____________________________________________________________________________
The Village is required to make a good faith effort to collect and publish certain demographic information for all
vendors and subcontractors doing business with the Village. The Village is now required to report whether the
Village's vendors or subcontractors are a minority, women, or veteran-owned business as defined by the
Illinois Public Act 102-0265. In addition, if the vendor or subcontractor is self-certifying, the Village is required
to disclose if the business is certified as a small business under Small Business Administration standards.
Business Type Certified
Certified By(2)
(Select all the apply) (Circle All That Apply)
Minority-owned(1) Yes / No
Women-owned(1) Yes / No
Veteran-owned(1) Yes / No
Federal SBA Qualified Yes / No
(1)As defined by the Business Enterprise for Minorities, Women, and Persons with Disabilities Act (30 ILCS 575/).
(2)If Certified, provide the name of the certifying organization or state "self-certified".
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Village of Wilmette

RFP No. 26125
SUMMARY PROPOSAL SHEET
CONSTRUCTION INSPECTION SERVICES
Staff Engineer Candidate No. 01 Staff Engineer Candidate No. 02
Name
Rate
Direct Cost(s)
Direct Cost(s) Rate
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Village of Wilmette

RFP No. 26125
SPECIFICATIONS
CONSTRUCTION INSPECTION SERVICES
The following Specifications and other provisions shall govern the performance of the proposed Work
and will be made a part of the Contract.
The Village is seeking proposals for Construction Inspection Services. The Work shall be in
accordance with Village policies, procedures, and engineering industry standards.
Scope of Work
The Respondent shall assign one (1) full-time staff engineer ("Staff Engineer") to work at Village
offices for up to six (6) months under the supervision of the Village Engineer.
The Staff Engineer shall be responsible for conducting assistant resident engineer level of
supervision on local street, alley, and brick street resurfacing and maintenance projects, as well as
other related construction projects. Tasks include, but are not limited to, contractor coordination,
stakeholder communications, construction inspection, documentation of daily/weekly construction
activities, pay item and quantity record keeping, etc. Other municipal infrastructure construction and
design assignments, including quantity takeoffs and small-scale surveys, may be assigned to the staff
engineer at the discretion of the Village Engineer.
The Respondent is responsible for providing transportation, a laptop computer, and construction
inspection equipment (measuring wheel, mobile phone with data, etc.) for the Staff Engineer. The
Village will provide a tabletop workstation at Village Hall and miscellaneous office and field supplies
(marking paint, ribbon, lathe, etc.).
Schedule
Staff Engineer orientation is expected to occur on or about March 29, 2027, with actual Work
anticipated to begin on or around April 5, 2027, and conclude on or about September 27, 2027. The
assigned Staff Engineer is expected to work a minimum of 40 hours per week, with potential Saturday
inspections on occasion dependent on contractor construction scheduling.
Staffing Changes
If the designated Staff Engineer cannot perform their duties at any point during the service period, the
Respondent shall notify the Village prior to delegating tasks to another Staff Engineer. Costs
associated with replacing the designated Staff Engineer shall not be passed on to the Village.
Page 8
Village of Wilmette

RFP No. 26125
SUMMARY OF QUALIFICATIONS
CONSTRUCTION INSPECTION SERVICES
The Respondent should include a brief summary of its qualifications to perform the work described
herein. The following sections, at a minimum, must be included in the submission:
1. Cover Letter
The cover letter shall include an introduction of firm signed by an authorized Principal; and the
name and contact information (including email) of official authorized to answer questions
regarding the Respondent's proposal.
2. Respondent's Qualifications and Experience
a. Respondent shall describe other contracts (at least three (3), but no more than five (5))
that are similar in scope, size, or discipline to the required services described herein,
performed or undertaken within the past five (5) years.
b. Respondent must provide references, including name, address, and telephone number
of a contact person for each project identified and described.
c. Indicate commencement dates, duration, and type of operation.
d. List all IDOTprequalifications held by the Respondent.
3. Staff Engineer
Provide the resumes and billing rates for up to two (2) Staff Engineer candidates for
consideration by the Village selection team and Respondent's reimbursable vehicle expense
rates. Staff Engineer candidates shall have a bachelor's degree in civil engineering, or related
field, and a minimum of three (3) years of construction experience. The Staff Engineer
candidate shall also be proficient in IDOT and municipal infrastructure construction inspection
and documentation.
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Village of Wilmette

RFP No. 26125
REFERENCE FORM
CONSTRUCTION INSPECTION SERVICES
Each Respondent must supply at least three (3) names, addresses, telephone numbers and names of
persons to contact as performance references.
Company Name .......... : ____________________________________
Address ....................... : ____________________________________
City & State ................. : ____________________________________
Telephone Number...... : ____________________________________
Person to Contact ....... : ____________________________________
E-Mail Address ............ : ____________________________________
Company Name .......... : ____________________________________
Address ....................... : ____________________________________
City & State ................. : ____________________________________
Telephone Number...... : ____________________________________
Person to Contact ....... : ____________________________________
E-Mail Address ............ : ____________________________________
Company Name .......... : ____________________________________
Address ....................... : ____________________________________
City & State ................. : ____________________________________
Telephone Number...... : ____________________________________
Person to Contact ....... : ____________________________________
E-Mail Address ............ : ____________________________________
Page 10
Village of Wilmette