city of aurora Montgomery_Road_Multi-Use_Path_Phase_III_-_Construction_Engineering_Services.pdf

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City of Aurora, IL

MONTGOMERY ROAD MULTI-USE PATH PHASE III –

CONSTRUCTION ENGINEERING SERVICES

26-071

RELEASE DATE: August 4, 2026

DEADLINE FOR QUESTIONS: August 12, 2026

RESPONSE DEADLINE: August 26, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/aurorail

Qualification Based Selection #26-071

Title: Montgomery Road Multi-Use Path Phase III – Construction Engineering Services

Table Of Contents

1. INSTRUCTIONS TO CONSULTANTS

2. GENERAL REQUIREMENTS

3. SOQ REQUIREMENTS

4. SCOPE OF SERVICES

5. SELECTION CRITERIA

6. VENDOR SUBMISSIONS

Attachments:

A - 21-00342-00-BT-Plans

B - 21-00342-00-BT-Specs

INSTRUCTIONS TO CONSULTANTS

1. SUMMARY

The City of Aurora, Illinois (City) is in need of professional services from qualified engineering consultants for

Montgomery Road Multi-Use Path Phase III – Construction Engineering Services. As a part of the selection process, the interested consultants are required to submit a Statement of Qualifications (SOQ) to perform the requested work. The SOQ must be submitted electronically via the City’s E Procurement System no later than

Wednesday at 11am on August 26th, 2026. Any SOQ received after the noted deadline may not be used as part of the consultant selection process.

2. TIMELINE

Release Project Date: August 4, 2026

Question Submission Deadline: August 12, 2026, 11:00am

Question Response Deadline: August 19, 2026, 11:00am

Response Submission Deadline: August 26, 2026, 11:00am

3. ACCEPTANCE OF PROPOSALS

a. Proposers intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the

City. The Proposer, not the City, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the City’s E Procurement System. Addenda notifications will be emailed to all persons on record as following this Proposal. Failure of any Proposer to receive any such addenda or interpretation shall not relieve such Proposer from any obligation under their proposal as submitted.

All addenda so issued shall become part of the contract documents. Paper submissions will not be accepted.

b. Proposals may be received up to, but no later than the designated date and time as specified via the City’s

E Procurement System, OpenGov. The City’s E Procurement System Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of

Aurora strongly recommends completing your responses well ahead of time. All Proposals shall have provided all requested information, and submitted all appropriate forms, certificates, affidavits and addendum acknowledgements in order to be considered responsive.

c. The City reserves the right to reject any and all proposals or parts thereof and to waive any technicalities and irregularities in the proposals and to disregard all nonconforming or conditional proposals or counter-proposals and to hold the proposals for ninety (90) days from the opening date set forth above. Proposer agrees to accept a notice of award, if selected, based on the terms of this Proposal in the event that a notification of award is received on or before expiration of the 90-day time period. The City reserves the right to cancel the Proposal at any time, without liability for any loss, damage, cost or expense incurred or suffered by any Proposer as a result of that cancellation. Each Proposer is solely responsible for the risk and cost of preparing and submitting a

Proposal.

d. Product quality, references, service, delivery time and past experience, if applicable, will also be considered.

No Proposal will be considered unless the Proposer shall furnish evidence satisfactory to the City that he has the necessary facilities, abilities, experience, equipment, and financial and physical resources available to fulfill the conditions of the contract and execute the Work should the contract be awarded to him. Proposal documents which are not responsive to the requirements herein may not be considered by the City for an award of the contract.

The contract will be awarded to the highest scoring responsible Proposer. In determining the responsibility of any Proposer, the City may take into account other factors, such as past records of its or other entities transactions with the Proposer, experience, ability to work cooperatively with the City and its staff, adequacy of equipment, ability to complete performance within necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competency, skill, efficiency, facilities and resources.

The Proposal will be awarded in the City’s best interests based on these and other legally-allowable considerations. The City and its representatives and agents may make any investigations deemed necessary to determine the ability of the Proposer to perform the Work. The Proposer shall furnish any information and data requested by the City for this purpose.

4. RECEIPT OF PROPOSALS

a. Proposals must be submitted electronically, up to, but no later than the designated date and time as specified via the City’s E Procurement System, OpenGov. It is the sole responsibility of the Proposer to see that their

Proposal is received in the proper time.

b. Proposals must be submitted electronically via the City’s E Procurement System. There will be no exceptions!

5. WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn prior to the deadline for submitting proposals through the City’s E Procurement

System, the responding Proposer may “un-submit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding Proposer may submit another proposal at any time up to the deadline for submitting proposals prior to the opening.

Proposers are cautioned to verify their proposal before submission. Negligence on the part of the Proposer in preparing the proposal confers no right for withdrawal or modification of the proposal after it has been opened.

Proposers may not withdraw their Proposal after the opening without the approval of the Director of

Purchasing. Requests to withdraw a Proposal must be in writing and properly signed. No Proposal will be opened or accepted, which is received after the time and date scheduled for the Proposals to be received.

6. QUESTIONS

Proposers shall submit all inquiries, including requests for alternates or substitutions regarding this proposal, up to, but no later than the designated date and time as specified via the City’s E Procurement System, OpenGov. All answers to inquiries will be posted on the City’s E Procurement System. Proposers may also click “Follow” on this proposal to receive an email notification when answers are posted.

No questions will be accepted or answered verbally.

No questions will be accepted or answered after the cut-off date/time.

It is the responsibility of the interested Proposer to ensure they have received addenda, if any issued.

7. INVESTIGATION

It is the responsibility of each Proposer to thoroughly review the complete Solicitation Documents, including all addenda, and to make all investigations necessary to become fully informed regarding the scope of services, project requirements, site conditions, and any other factors that may affect the preparation of its Proposal or the performance of the Services.

By submitting a Proposal, each Proposer acknowledges that it has carefully examined the Solicitation

Documents, has become familiar with all conditions that may affect the cost, schedule, or performance of the

Services, and has made appropriate allowances for such conditions in its Proposal. The Proposer assumes full responsibility for any conclusions drawn from its review and investigation.

Failure to examine the Solicitation Documents, obtain clarifications, review addenda, or investigate relevant conditions shall not relieve the Proposer of its obligations under the resulting Agreement, nor shall it serve as the basis for additional compensation, adjustments to the proposed fee, or modifications to the scope of services.

Submission of a Proposal shall constitute conclusive evidence that the Proposer has reviewed the Solicitation

Documents, is familiar with applicable local conditions, and has considered all applicable federal, state, and local laws, regulations, codes, standards, and other requirements necessary to perform the Services.

Prior to award, the City may require the highest-ranked Proposer to provide additional information regarding its qualifications, experience, past performance, financial capacity, personnel, or other information deemed necessary to evaluate the Proposer's ability to successfully perform the Services.

8. PROPOSER QUALIFICATION

The City reserves the right to require of the Proposer proof of his/her capability to perform as required by the specifications. However, prequalification of the Proposer shall not be required. The City may, at its option, disqualify a Proposer and reject his Proposal for cause. Reasons deemed to be sufficient for this action shall include, but not be limited to, the following:

• Evidence of collusion among Proposers.

• Receipt of more than one Proposal on any project from an individual, or from a corporation. This restriction does not apply to subcontractors. Default on any previous contract.

• For unreasonable failure to complete a previous contract within the specified time or for being in arrears on an existing contract without reasonable cause for being in arrears.

• Inability to perform as revealed by an investigation of the Proposer's financial statement, experience and/or plant and equipment.

• Any Proposer who owes the City money may be disqualified at the City’s discretion.

• From the issuance of this document through the execution of the award, potential vendors are prohibited from all communications regarding the solicitation with City staff, City consultants, City legal counsel, City agents or elected officials.

9. ALTERNATE PROPOSALS

This Qualifications Based Selection (QBS) has been prepared to describe the professional construction engineering services required by the City for the Montgomery Road Multi-Use Path Phase III Project. Proposers are expected to review the Solicitation Documents in their entirety and submit qualifications that address the

City's requirements.

Proposers shall submit all questions or requests for clarification through the City's e-Procurement System

(OpenGov) by the date and time specified in the Solicitation Schedule. Responses to questions and any revisions to the Solicitation Documents will be issued by addendum through OpenGov. Proposers are encouraged to select the "Follow" option within OpenGov to receive email notifications of addenda and responses to questions.

It is the responsibility of each Proposer to monitor the City's e-Procurement System for addenda and other solicitation updates. Oral interpretations or explanations shall not be binding. Only written addenda issued through the City's e-Procurement System shall modify or clarify the requirements of this solicitation.

The City reserves the right to determine the acceptability of any exceptions or qualifications submitted by a

Proposer and may reject any Proposal containing material exceptions or conditions that are inconsistent with the requirements or intent of this Request for Qualifications.

10. PROPOSAL AWARD

Except as otherwise may be stated in the Specifications, Proposal award shall be made to the highest scoring

Proposer meeting the requirements and/or intent of the specifications and best responding to the needs of the

City, in the City’s sole discretion. However, if the Proposer modifies limits, restricts or subjects his Proposal to conditions that would change the requirements of the specifications, this would be considered a conditional or qualified Proposal and will not be accepted. The City reserves the right to delete any item listed in the Proposal

Package.

Additionally, the successful Proposer shall execute Illinois Department of Transportation (IDOT) Form BLR

05530 and agree to comply with all applicable terms, conditions, provisions, and requirements contained therein.

11. INTERPRETATION OR CORRECTION OF PROPOSAL DOCUMENTS

Proposers shall promptly notify the City of any ambiguity, inconsistency of error which they may discover upon examination of the Proposal documents. Interpretations, corrections and changes will be made by addendum.

Each Proposer shall ascertain prior to submitting a Proposal that all addenda have been received and acknowledged in the Proposal.

12. ELIGIBILITY

By signing this Proposal, the Proposer hereby certifies that they are not barred from proposingon this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois

Compiled Statutes, 720 ILCS 5/33E-1).

13. SIGNATURES

Each Proposal must be signed by the Proposer with his/her usual signature. Proposals by partnerships must be signed with the partnership name by all members of the partnership, or an authorized representative, followed by the signature and title of the person signing. Proposals by corporations must be signed with the name of the corporation, followed by the signature and title of the person authorized to bind it in the matter.

When a corporation submits a Proposal, its agent must present legal evidence that he has lawful authority to sign said Proposal and that the corporation has a legal existence. In the event that any corporation organized and doing business under the laws of any foreign state is the successful Proposer, such corporation must present evidence before any contract is executed that it is authorized to do business in the State of Illinois. Proposals by corporations must be executed in the corporate name by the President or a Vice President (or other corporate officer accompanied by evidence of authority to sign), and the signature must be attested by the Secretary or an

Assistant Secretary, along with the corporate seal. The corporate address and state of incorporation must be shown below the signature. Proposals by partnerships must be executed in the partnership name and signed by a partner whose title must appear under the signature, and the official address of the partnership must be shown below the signature. Any corrections to entries made on the Proposal forms shall be initialed by the person signing the Proposal. When requested by the City, satisfactory evidence of the authority of any signature on behalf of the Proposer shall be furnished.

14. Illinois Freedom of Information Act

Illinois Freedom of Information Act. The Contractor acknowledges the requirements of the Illinois Freedom of Information Act (FOIA) and agrees to comply with all requests made by the City of Aurora for public records (as that term is defined by Section 2(c) of FOIA in the undersigned’s possession and to provide the requested public records to the City of Aurora within two (2) business days of the request being made by the

City of Aurora. The undersigned agrees to indemnify and hold harmless the City of Aurora from all claims, costs, penalty, losses and injuries (including but not limited to, attorney’s fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide the public records to the City of Aurora under this agreement.

GENERAL REQUIREMENTS

1. REQUIREMENTS OF CONSULTANT

The successful Proposer may be required to enter into a fully signed contract in writing with the City of Aurora covering matters and things as are set forth in the Proposal Package.

2. CITY'S AGENT

The Director of Purchasing, or designee, shall represent and act on behalf of the City in the administration of this solicitation and shall serve as the City's authorized representative for all matters relating to the Request for

Qualifications (RFQ), including the issuance of addenda, interpretation of the solicitation documents, receipt of proposals, communications with Proposers, evaluation process, negotiations, and contract award.

3. PAYMENTS

Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Proposer, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50

ILCS 505/1, et. seq.)

Time, in connection with any discount offered, will be computed from the date of delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery.

Prices will be considered NET, if no payment discount is shown.

All invoices MUST contain a valid City of Aurora issued purchase order.

The successful Proposer shall submit invoices via e-mail to:

PurchasingDL@aurora.il.us or Mail to the following address:

City of Aurora Attn: Purchasing Division 44 E. Downer Place Aurora, IL 60507

The City of Aurora offers electronic funds transfer (EFT) payment to our vendors. EFT is fast, simple, safe and secure and is our preferred method of payment!

4. TAXES

The City of Aurora is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service

Occupation Tax, State Use Tax and Federal Excise Tax (per Illinois Revised Statutes, Chapter 120, Paragraph

44) upon City works and purchases. The City of Aurora’s Sales Tax Exemption Number is E9996-0842-07.

5. COMPLIANCE WITH LAWS AND REGULATIONS

The Proposer shall at all times observe and comply with all Federal, State, Municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the conduct of the Work, and with all

Federal, State and local laws and policies of non-discrimination, sexual harassment, and others applicable thereto; and all such orders or decrees as exist at the present and which may be enacted later, of bodies or tribunals having jurisdiction or authority over the Work, and no plea of misunderstanding or ignorance thereof will be considered. He shall indemnify and save harmless the City and all its officers, agents, employees and servants against any requirement, claim or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by himself or his employees.

6. DEFAULT

Time is of the essence with respect to the performance of the Services. The selected Consultant shall perform the Services in accordance with the schedule established in the Agreement and shall diligently prosecute the

Services to ensure timely completion. Failure to perform the Services within the agreed-upon timeframes, without an approved extension, may constitute a material breach of the Agreement and may result in the City exercising any rights or remedies available under the Agreement or applicable law, including termination for default.

7. CANCELLATION

The City reserves the right to cancel the whole or any part of the contract if the Proposer fails to perform any of the provisions in the contract or fails to make delivery within the time stated. The Proposer will not be liable to perform if situations arise by reason of strikes, acts of God or public enemy, acts of the City, fires or floods.

8. INSURANCE AND HOLD HARMLESS PROVISIONS

At the Bidder’s expense, the Bidder shall secure and maintain in effect throughout the duration of this Bid, insurance of the following kinds and limits to cover all locations of the Bidder’s operations. The Bidder shall furnish Certificates of Insurance to the City before starting or within ten (10) days after the execution of the Bid, whichever date is reached first. All insurance policies shall be written with insurance companies approved by the City of Aurora and licensed to do business in the State of Illinois and having a rating of not less than A: VII, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the City. This provision shall also be stated on each Certificate of Insurance as: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will endeavor to mail 30 days written notice to the certificate holder named to the left”. Upon requested, the awardee of this Bid will give the City a copy of the insurance policies. The policies must be delivered to the City within two weeks of the request. The limits of liability for the insurance required shall provide coverage for not less than the following amount, or greater where required by law:

(1) Worker’s Compensation Insurance - Statutory amount.

(2) General Liability Insurance:

(a) $1,000,000 per occurrence and $2,000,000 general aggregate (combined single limit)

(b) $1,000,000 per occurrence for Personal Injury

(3) Auto Liability Insurance:

(a) Combined single limit not less than $1,000,000

(4) Umbrella excess liability of $4,000,000 per occurrence, $4,000,000 aggregate

The Bidder shall include the City as a primary, non-contributory additional named insured on the General, Auto

Liability, and Umbrella insurance policies and indicate said status on any Certificates of Insurance provided to the City pursuant to this project. All insurance premiums shall be paid without cost to the City.

The Bidder agrees to indemnify and save harmless the City of Aurora, their elected officials, employees, agents and volunteers from and against all loss and expenses (including costs and attorneys' fees) by reason of liability imposed by law or claims made upon the City of Aurora for damages because of bodily injury, including death at any time resulting therefrom sustained by any person or persons or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this project work, whether such claims or injuries to persons or damage to property be due to the negligence of the Bidder or his

Subcontractors. The Bidder shall assume total risk and shall be responsible for any and all damages or losses caused by or in any way resulting from the work and provide all insurance necessary to protect and save harmless the City of Aurora and its employees.

The Bidder agrees to a waiver of subrogation. Neither the Bidder nor its insurers shall have the right to pursue the City to recover its costs associated with a claim arising out of the provision of the services required.

WORKERS COMPENSATION ACT

The Bidder further agrees to insure his employees and their beneficiaries and to the employees and the beneficiaries of any subcontractor employed from time to time by him on said Work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Illinois that is or may be in force in the State.

Such insurance shall be placed by said Bidder in a company or association (to be approved by the City and to be accepted by the Council thereof) authorized under the laws of the State of Illinois to insure the liability above specified.

Said Bidder hereby further agrees to indemnify, keep and save harmless said City from all action, proceedings, claims, judgments, awards, and costs, loss, damages, expenses, and attorney’s fees which may in any way come against said City by reason of any accidental injuries or death suffered by any of his employees or the employees of any subcontractor employed by him in and about the performance of the Work provided for in the

Bid, and any and all liability resulting thereupon; and said Bidder, in case of any suit, action, or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of said City and indemnify the

City therefore, and pay the amount of any and all awards and final judgments and orders rendered and entered therein, together with all loss, costs, damages, attorney’s fees, and expenses incurred therein. Said Bidder shall be the sole employer of its employees and workers, and in no way shall the City be considered a joint employer of same under any circumstance.

PERSONNEL AND EQUIPMENT

The Bidder shall provide an adequate number of competently trained personnel with sufficient supervision to provide the services required, and the Bidder shall provide identification of its personnel if requested by the

City.

Any Bidder’s employee whose employment is reasonably detrimental or objectionable to the City shall be immediately transferred from the premises upon the City’s request. The exercise of the option shall not be construed as placing the City in charge of the Work or making the City responsible for safety.

All on the road vehicles or equipment shall be identified by the Bidder’s name for purpose of identification.

All tools or equipment required to carry out the operations within the scope of the contract shall be provided by the Bidder and shall meet the standards of the Federal Occupational Safety and Health Act and State of Illinois safety codes as may be required by law. The City reserves the right to inspect the equipment that will be used prior to award of Bid.

9. SUBLETTING OR ASSIGNMENT OF WORK

The Proposer shall not be relieved of any duties, obligations, or liabilities under the Agreement by subcontracting or assigning any portion of the Services to a subcontractor. The Proposer shall remain fully responsible for the performance, quality, and timely completion of all Services performed by its subcontractor.

The Proposer shall be responsible for directing and coordinating the work of all approved subcontractors and shall serve as the sole point of contact with the City. All communications regarding the performance of the

Services shall be conducted through the Proposer unless otherwise authorized by the City.

If the City determines that the services provided by a subcontractor are deficient, fail to comply with the requirements of the Agreement, or are otherwise unsatisfactory, the City may require the Proposer to promptly correct the deficiency or replace the subcontractor with another qualified firm acceptable to the City. Any such replacement shall not relieve the Proposer of its obligations under the Agreement and shall be at no additional cost to the City.

10. MINORITY PARTICIPATION

The City of Aurora encourages minority business firms to submit proposals and encourages the successful

Proposer to utilize minority businesses as sub-contractors for supplies, equipment, services and construction.

11. PROSECUTION OF WORK

The Proposer shall commence the Services upon execution of the Agreement or upon receipt of written authorization from the City, unless otherwise provided. The Proposer shall diligently perform the Services and furnish all personnel, equipment, resources, and technical expertise necessary to complete the Services in accordance with the schedule, requirements, and standards set forth in the Agreement.

12. TIME

The Proposer shall perform the Services in accordance with the schedule established by the City and shall coordinate its activities with the City, the construction contractor, other consultants, utility companies, and other parties involved in the Project, as applicable. The Proposer shall diligently perform the Services in a manner that supports the timely completion of the Project.

The Proposer acknowledges that the Project schedule may be affected by circumstances beyond the City's control. Except as otherwise provided in the Agreement, the Proposer shall not be entitled to additional compensation for delays caused by the City, other consultants, contractors, utility companies, governmental agencies, or other parties. When appropriate, the Proposer sole remedy for an excusable delay shall be an equitable extension of the time for performance.

SOQ REQUIREMENTS

All SOQ submittals must be thorough, complete, and accurate. The submittal shall be a single .pdf document, no more than 10 pages. This limit includes any cover letter, tabs, section breaks, cover pages, back pages, etc.

Section breaks, cover pages, back pages, etc. are not required. The submittal should include the following information:

1. Cover letter on the consultant’s letterhead transmitting the qualifications, including the name of the consulting firm, local address, telephone number and name of contact person (with email address). The cover letter should also include the City’s bid number (26-071).

2. Current Illinois Department of Transportation (IDOT) prequalification status. The prime consultant must be prequalified in “Special Services – Construction Inspection”. The submittal does not need to include documentation of the prime consultant’s current prequalification status, but the cover letter should confirm the consultant is prequalified.

3. List of relevant projects recently completed which were similar in nature to this project. Provide a description of each project, including location, project team, and construction cost for each project. If the project was on an IDOT state letting, provide the letting date and item number and/or contract number.

4. List of key staff with brief resumes that would be assigned to the project including the Resident

Engineer (RE) and any other relevant staff. Also, include any sub-consultants that will be utilized to complete the project, including the relevant prequalification categories for each sub-consultant. An organization chart is optional. The consultant should indicate if key staff is proposed in any other professional services selection processes that are outstanding between now and when a selection will be made on this project.

5. Brief technical approach describing the consultant’s abilities to perform the required Phase III

Construction Engineering services. This should be a maximum of two (2) pages.

6. List of three (3) references including name, job title, telephone number, and email address. The references should not be current City of Aurora employees and preferably, should have experience working for a local agency on similar projects.

The City of Aurora reserves the right at any time and for any reason to cancel this consultant procurement process, to reject any or all SOQ’s, or to accept an alternative SOQ. The City of Aurora reserves the right to discard any immaterial SOQ. The City and/or staff may seek clarification from a submittal at any time and respond promptly if there is cause for rejection. The City of Aurora will not be liable in any way for any costs incurred by consultants in replying to this request.

SCOPE OF SERVICES

1. Selection Criteria

The selection criteria and weightings for project selection are as indicated in Section 5, Selection Criteria.

Experience with multiple federally funded construction projects administered through IDOT is a requirement. Listing projects where the client was a local agency on a federally funded project is preferred (as opposed to the client being IDOT, ISTHA, or another consultant). City staff is well versed in managing these types of projects that are administered through IDOT. The technical approach should not include standard construction practices that apply to most projects and IDOT forms/documentation/procedures/etc. that are required on all federally funded projects. Instead, the approach should focus on any site-specific methods or concerns the Consultant may have and any differentiators the Consultant may possess.

It is expected that the proposed key staff shown in the proposal, in particular the Resident Engineer and/or

Inspectors that will be on-site, will be the same staff used by the consultant during construction. If that staff is not used on the project and still employed by the consultant, it may affect the consultant’s evaluation at the end of the project. The consultant should indicate if any key staff are proposed in any other professional services selection processes that are outstanding between now and when a selection will be made on this project.

The SOQ will be used by City staff to select the most qualified consultant. All consultants who submitted qualifications will be notified when the results are finalized, along with the top 3 selected consultants and their overall scores. Additional results and scoring breakdowns will not be provided.

The top ranked consultant will be notified when results are completed, and the final scope and hours will be negotiated. If an agreement cannot be reached with the top ranked consultant, the City will start negotiations with the next highest ranked consultant. The engineering agreement format will be Cost Plus Fixed Fee using the latest version of the BLR 05530 form (Local Public Agency Engineering Services Agreement). Approval of the engineering agreement is subject to approval by the City Council.

The City will begin reviewing the SOQs immediately with the consultants anticipated to be selected by

September 4, 2026 at the latest. The selected consultant should provide as soon as possible their presented hours and scope for the project, without any subcontractor hours, to begin negotiations. The hours can be presented in a spreadsheet or one of the IDOT Cost Estimate of Consulting Services (CECS) forms. The forms provided do not need any hourly rates or overhead. Once the hours/scope are approved, the selected consultant can provide the full draft engineering agreements for review. A draft engineering agreement will be due electronically to the City by September 18, 2026. The City intends to have negotiations completed and all of the draft forms (BLR 05530, BC 775, BC 776) submitted to the Kane-Kendall Council of Mayors (KKCOM) by

Monday September 28, 2026, for further submittal to IDOT.

The City of Aurora reserves the right at any time and for any reason to cancel this consultant procurement process, to reject any or all SOQs, or to accept an alternative SOQ. The City of Aurora reserves the right to discard any immaterial SOQ. The City and/or staff may seek clarification from a submittal at any time and respond promptly if there is cause for rejection. The City of Aurora will not be liable in any way for any costs incurred by consultants in replying to this request.

2. Project Details

This project is located along Montgomery Road between Middlebury Drive and Illinois Route 59 in the City of

Aurora and Township of Naperville in the County of DuPage. The improvements include a total net and gross length of 9,388-feet (1.78 miles) of improvements. The anticipated construction cost is around $1,800,000, and the anticipated length is 55 working days.

The project consists of the extension of a hot-mix asphalt multi-use path along Montgomery Road. In addition, the improvements include intersection widening, combination concrete curb and gutter, curb ramp enhancements, traffic signal modifications, pavement marking, ditch grading, as well as all incidental and collateral work necessary to complete the project as shown on the plans and described herein.

The Pre-Final Phase II Plans, Specifications, and Estimates (PS&E) have been submitted to IDOT for review.

The project is targeting the January 15, 2027 State letting. The latest submitted plans and specs are attached for reference. Phase I design approval has been received. The Construction and Construction Engineering are anticipated to be funded with a combination of federal (STP-L), state and local funds. Local funds will be primarily MFT. The project may be delayed due to the acquisition of one (1) parcel of land acquisition plus the railroad coordination required. If the project is not able to make the January 15, 2027, State letting, it may be cancelled entirely.

3. Scope of Services

The Consulting Engineer shall perform and carry out, in a professional and satisfactory manner, the necessary services required to complete the requirements included in this project. The services to be provided are described in the Minimum Scope of Services section of this proposal. All work must adhere to City and IDOT standards and all construction and construction engineering must meet IDOT documentation requirements due to federal funding.

The Phase III Construction Engineering services are expected to consist of the following for each project:

Preconstruction Tasks

A. Establish the Contract Inspector's Checklist for Contract Administration as guidelines for the consultant to follow.

B. Attend an IDOT preconstruction meeting with all interested parties to discuss goals, objectives, and issues.

C. Conduct a local preconstruction meeting with all interested parties to discuss goals, objectives, and issues that the City may have. Submit meeting minutes to the City for review and approval.

D. Review the requirements of construction and all required project permits.

E. Review the plans and specifications in depth, verifying quantities, elevations, and dimensions relevant to the project. Also, anticipate any potential conflicts or issues and develop solutions prior to construction.

F. Review the contractor's proposed construction schedule for compliance with contract.

G. Set up all forms of proper project documentation for IDOT’s Construction and Materials

Management System (CMMS).

H. Prepare a Maintenance of Traffic (MOT) checklist. Review the MOT for possible improvements highlighting areas of concern.

I. Prepare a project contact list with names, addresses, phone numbers, and email addresses for all contractors, subcontractors, and suppliers for the project. Also, submit 24-hour contact numbers for applicable parties.

J. Review the record drawing requirements with the contractor.

K. Provide public notifications, interactions with residents and businesses.

Construction Tasks

A. Provide a Resident Engineer for required daily activities such as: observing the progress and quality of the work and determining if the work is proceeding in accordance with the contract documents.

Maintain site presence at all times when the contractor is working. Disapprove any work failing to conform to the contract documents and immediately inform City and IDOT representatives. Verify that there are no deviations from the contract documents unless authorized by City and IDOT representatives.

B. Keep the inspector's daily reports and quantity book records up to date. Also maintain a project diary noting all necessary observations. Advise if the contactor is falling behind schedule. Maintain orderly files of all relevant project documents in CMMS.

C. Maintain a submittal log and check status to ensure timely approval.

D. Perform quantity measurements to prepare pay estimates and change orders to review with contractor and submit to the City for review and submittal to IDOT.

E. Hold City approved progress meetings (if any).

F. Provide liaison functions related to coordination of contractors, utilities (if required), developers, other agencies, residents, and property owners engaged or affected by the project.

G. Check and approve any project submittals for compliance with standards. Forward recommendations to the City and IDOT representatives.

H. Maintain daily contact with contractor to monitor schedule and recommend actions that should be taken if falling behind.

I. Maintain contact with the utility companies and their contractors as needed to monitor concurrence with proposed schedules, if required.

J. Maintain daily contact with the City and IDOT representatives as needed to inform on all relevant project information.

K. Inspect, document, and inform the contractor and the City of the adequacy of the establishment and maintenance of traffic control. Perform all necessary traffic control checks. Document deficiencies and contractor responses to notices of the same. Inform the City and IDOT of deficiencies and if the contractor does not correct or enforce as contract stipulates.

L. Provide construction layout as needed.

M. Provide Quality Assurance (QA) services in accordance with IDOT QC/QA practices and procedures (contractor will provide QC). Provide necessary coordination and qualified personnel to perform work for all materials. Obtain and test soil, asphalt, concrete, and aggregate samples to perform necessary testing to fulfill QA/geotechnical requirements. Reports shall be prepared in a timely manner and coordinated with QC data. The consultant shall fulfill the requirements as the QA manager.

N. Maintain a set of working drawings as construction is progressing.

O. Provide all necessary equipment, instruments, supplies, transportation, and personnel required to perform duties of the project team.

P. Maintain and periodically transmit to the contractor a running punch list to expedite project close out.

Q. Obtain material acceptance certifications as materials are incorporated into the project to expedite project closeout. Withhold payment until material inspection and certifications are provided.

R. Monitor and enforce all OSHA safety regulations are followed by the consultant staff and sub-consultants.

S. Monitor and document erosion control and ensure conformity with the plans and standards.

T. Follow the IDOT Documentation of Contract Quantities and CMMS Supplement guides. Complete all other miscellaneous paperwork and requirements per IDOT to administer the project including but not limited to certified payrolls, DBE paperwork, interviews, independent weight checks, consultant evaluations, etc.

U. Provide other work that may be assigned by City staff.

V. Provide the City with regular invoicing on the BLR 05621 form (Local Agency Cost Plus Fixed Fee

Invoice) and provide supporting documentation as requested in order for the City to submit for reimbursement (such as certified time sheets and sub-consultant invoices) in accordance with

Section 5-10 of the Bureau of Local Roads and Streets Manual. The City will handle the reimbursement requests.

Post Construction Tasks

A. Perform final inspection with IDOT, the City representative, Contractor, and all applicable utilities to finalize punch list. Document the items in the final punch list and submit them to the contractor for close out. Verify completion of all work and provide a recommendation to City.

B. Prepare record drawings. Submit the drawings in a hard copy and digital form (AutoCAD).

C. Complete a contractor performance evaluation and conduct a post construction meeting with all interested parties to discuss lessons learned and identify steps to eliminate problems in the future.

D. Verify that all documentation is accomplished and that all material inspections and certifications have been accounted for and are complete.

E. Provide all documentation associated with the final balancing change order and final pay estimate.

F. Complete the job box (if required), the final papers, and conduct all audit(s) with IDOT. The job box

(if required) will remain property of the City. If no job box is required, provide copies of final papers and other documentation as requested by the City.

G. Close out the project with IDOT within a reasonable time frame after all construction is completed.

H. Provide the City with a final invoice on the BLR 05621 form, labeled “& FINAL”. Provide the BLR

05613 Engineering Payment Report with the invoice.

SELECTION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Consultant Experience

The consultant’s general experience, stability, and experience on projects similar to the one under consideration. Experience with federally funded projects is required.

Points Based 30 (30% of Total)

2. Staff Capabilities

The education, experience, and expertise of the consultant’s key employees.

Points Based 30 (30% of Total)

3. Technical Approach

Project understanding and the consultant’s approach to perform Phase III Construction

Engineering services and related items that are required for successful project completion.

Points Based 30 (30% of Total)

4. Adherence to RFQ

Quality of the entity’s submittal including, but not limited to, spelling, providing all the information requested, and providing correct/accurate information.

Points Based 10 (10% of Total)

VENDOR SUBMISSIONS

1. SOQ Submittal*

See Section- SOQ Requirements and Selection Criteria

*Response required

2. Proposer's Certification*

I/We hereby certify that:

A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of

Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all equal employment practice requirements contained in Public Act 87-1257 (effective July 1, 1993) and 775

ILCS 5/2-105 (A).

D. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

E. The Proposer is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

F. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

☐ Please confirm

*Response required

3. Proposer's Tax Certification*

The Proposer's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Proposer, that this despondent is authorized to make them and that the statements contained herein are true and correct.

Proposer deposes, states and certifies that Proposer is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois

Department of Revenue unless Proposer is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65

ILCS 5/11-42.1-1.

☐ Please confirm

*Response required