city of batavia RFQ Batavia SRTS package willow bluestem.pdf

Public Works Building ● 200 N. Raddant Road ● Batavia, IL 60510 ● 630-454-2300 ● www.BataviaIL.gov

CITY OF BATAVIA

REQUEST FOR QUALIFICATIONS

Willow Lane & Bluestem Lane Sidewalk Gap Improvements

IDOT Safe Routes to School Project No. CRTS-023-1003

Official IDOT Project Title: Rotolo Middle School Sidewalks and Traffic Control Project

INTRODUCTION

The City of Batavia invites qualified engineering consulting firms to submit a Statement of Qualifications (SOQ) to provide Phase I Preliminary Engineering and Phase II Engineering services for the Willow Lane & Bluestem Lane Sidewalk Gap Improvements project.

The project is partially funded through the Illinois Department of Transportation (IDOT) Safe Routes to School (SRTS) Program. The City has been awarded $250,000 in SRTS funding under Project No. CRTS- 023-1003.

The proposed improvements include approximately 1,500 linear feet of new public sidewalk along portions of Willow Lane and Bluestem Lane between Chillem Drive and Lexington Lane. The project will complete existing sidewalk gaps, improve pedestrian connectivity, and enhance pedestrian safety within surrounding residential neighborhoods.

Sidewalk is anticipated to be constructed on one side of each street. The preliminary alignment is shown on the attached concept exhibit; however, the final alignment and side of the roadway will be determined during design based on existing conditions, tree preservation, grades, drainage, utilities, and other project constraints.

The selected consultant shall provide Phase I Preliminary Engineering and Phase II Engineering services in accordance with applicable IDOT Bureau of Local Roads and Streets (BLRS), Federal Highway Administration (FHWA), Americans with Disabilities Act (ADA), and Safe Routes to School Program requirements.

QUALIFICATIONS-BASED SELECTION

The City intends to procure engineering services through a Qualifications-Based Selection (QBS) process in accordance with applicable State and Federal requirements.

Firms shall submit qualifications only and shall not include a fee proposal with their Statement of Qualifications.

Following evaluation and ranking of submitted qualifications, the City will negotiate a detailed scope of services, schedule, and compensation with the highest-ranked firm.

If the City and selected consultant are unable to successfully negotiate an agreement, the City reserves the right to terminate negotiations and proceed with the next highest-ranked qualified firm.

PROJECT BACKGROUND

The proposed project consists of sidewalk gap improvements within existing City right-of-way along Willow Lane and Bluestem Lane near Rotolo Middle School. The improvements are not located on school property.

The project limits include:

1. Willow Lane – Chillem Drive to Lexington Lane

2. Bluestem Lane – Chillem Drive to Lexington Lane

The proposed sidewalk improvements will generally be constructed within existing grass parkways where sidewalk is currently absent. Both roadways are existing urban sections with curb and gutter.

A preliminary concept exhibit is included with this RFQ for reference.

Key project considerations include:

• Development of sidewalk alignments that preserve existing trees where practical while maintaining ADA compliance and constructability.

• Evaluation of grades, driveway crossings, drainage, utilities, and other existing site constraints.

• Right-of-way and easement evaluation.

• Environmental documentation and agency coordination.

• Coordination with adjacent residents and stakeholders, as necessary.

Right-of-way acquisition is not anticipated at this time; however, the selected consultant shall evaluate potential impacts during project development. Temporary construction easements or minor permanent easements may be required depending on the final design.

The City anticipates the project will qualify for a Categorical Exclusion (CE) under applicable IDOT and FHWA requirements. The selected consultant shall perform the environmental studies, documentation, and agency coordination required to satisfy applicable IDOT and FHWA requirements.

The City has completed a preliminary Public Information Meeting (PIM) with neighborhood residents regarding the proposed improvements. An additional public meeting may be conducted during project development if determined necessary by the City or IDOT.

FUNDING AND PROJECT SCHEDULE

The City has been awarded $250,000 in Illinois Safe Routes to School funding through IDOT for this project. The SRTS award will partially fund eligible project costs, with additional local funding anticipated to complete the project.

Phase I Preliminary Engineering and Phase II Engineering are anticipated to be funded through local City funds. SRTS funding is anticipated to be utilized toward eligible construction and construction engineering activities associated with the project.

The original 2023 SRTS funding application identified a planning-level construction estimate of approximately $261,200. This estimate was prepared as part of the original funding application and is provided for informational purposes only. The estimate will be refined during project development based on updated construction costs, final design considerations, and applicable IDOT requirements.

The anticipated project schedule is as follows:

Milestone Schedule

Consultant Selection August / September 2026

Project Kickoff Meeting Fall 2026

Phase I & Phase II Engineering 2026– July 26, 2027 (IDOT Design Approval)

Construction Letting November 5, 2027

Construction Spring 2028

The selected consultant shall develop and maintain a project schedule necessary to achieve the anticipated November 5, 2027 IDOT construction letting. The project schedule is dependent upon consultant progress, IDOT review timelines, funding authorization, and other project requirements. All phases must be obligated by May 30, 2028.

SCOPE OF SERVICES

The selected consultant shall provide professional engineering services necessary to complete Phase I Preliminary Engineering and Phase II Engineering for the project. The anticipated services may include, but are not limited to, the following:

• Project kickoff meeting and coordination with the City and IDOT.

• Topographic survey and existing conditions evaluation.

• Development and refinement of sidewalk alignments.

• ADA compliance evaluation.

• Evaluation of grades, driveway crossings, drainage, utilities, trees, and other existing site constraints.

• Right-of-way and easement evaluation.

• Environmental studies, documentation, and agency coordination.

• Preparation of plans, specifications, estimates, and required IDOT documentation.

• Coordination with the City, IDOT, utility companies, and other agencies.

• Coordination through IDOT design approval, federal authorization, and construction letting.

The final scope of services, project schedule, and level of effort will be negotiated with the selected consultant following completion of the QBS selection process.

EVALUATION CRITERIA

Statements of Qualifications will be evaluated by a selection committee comprised of City staff. The City will select the firm determined to be the most qualified based on the following criteria:

Evaluation Criteria Weight

Project Understanding and Approach 30%

Project Team Qualifications 25%

Similar Project Experience 25%

Public Involvement and Coordination 10%

Schedule and Availability 10%

Firms should demonstrate experience with projects of similar scope and complexity, including sidewalk gap improvements, pedestrian facilities, ADA improvements, IDOT Local Roads and Streets projects, federally funded transportation projects, and Safe Routes to School projects.

Statements of Qualifications shall be limited to 10 pages, excluding the cover page, resumes, and required QBS forms.

REQUIRED DOCUMENTATION

Statements of Qualifications shall include sufficient information for the City to evaluate the firm's qualifications. At a minimum, submissions shall include:

1. Cover Page o Firm name and primary contact information.

o Branch office location(s) proposed to provide services.

2. Project Understanding and Approach

3. Project Team Qualifications o Project Manager identification.

o Key project staff and subconsultants, if applicable.

4. Similar Project Experience o Description of relevant completed projects, including experience with similar pedestrian, sidewalk, ADA, IDOT, federally funded, or Safe Routes to School projects.

5. Required IDOT and Other Procurement Documentation o Applicable IDOT consultant qualification forms and certifications required for federally funded engineering services.

Firms shall not submit a fee proposal with their Statement of Qualifications.

SELECTION PROCESS

The City will evaluate Statements of Qualifications based on the criteria identified in this RFQ and select the firm determined to be the most qualified to perform the required services.

Interviews are not anticipated. Selection will be based on the submitted qualifications.

Following selection, the City will negotiate a detailed scope of services, schedule, and compensation with the highest-ranked firm.

If the City and selected consultant are unable to successfully negotiate an agreement, the City reserves the right to terminate negotiations and proceed with negotiations with the next highest-ranked qualified firm.

QUESTIONS / SUBMITTAL

All questions regarding this RFQ shall be submitted by email to:

Chris Bong, P.E.

Senior Civil Engineer City of Batavia Email: cbong@bataviail.gov

Questions must be received no later than 2:00 PM on Thursday, August 6, 2026. Responses to submitted questions will be provided to all firms that have notified the City of their intent to submit.

Statements of Qualifications shall be submitted electronically in PDF format only.

Electronic submissions shall be received no later than:

SOQ Due: 2:00 PM on Thursday, August 13, 2026

Submit SOQs via email to:

cbong@bataviail.gov

The City prefers submitted PDF files to be searchable and bookmarked where practical.

Firms that obtain this RFQ shall notify the City of their intent to submit in order to receive any addenda, clarifications, or responses to questions issued during the procurement process.

The City reserves the right to reject any or all Statements of Qualifications, waive technicalities, and accept the Statement of Qualifications deemed to be in the best interest of the City.

Thank you for your interest in the City of Batavia.

Sincerely, Chris Bong, P.E.

Senior Civil Engineer City of Batavia

EXHIBITS

Exhibit A – Preliminary Concept Exhibits

Exhibit B – 2023 Planning-Level Construction Cost Estimate

Rotolo Middle School

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Maps and data provided by the City of Batavia are not intended to have, nor do they have, the accuracy of surveys or legal descriptions of land areas. GIS data obtained from the City of Batavia is intended for representational use only. Reliance on such maps and data is at the risk of the recipient.

This information, in either electronic or map form, is provided “as is”. No warranty expressed or implied is made regarding the accuracy, timeliness, or completeness of the data, nor shall the act of distribution constitute any such warranty. This disclaimer applies both to individual use of the data and aggregate use with other data.

SOURCE: BATGIS, KANEGIS

2023 SRTS APPLICATION

CITY OF BATAVIA

Big Woods Park

Sidewalk Installation

Route to School

Conceptual Exhibits – For Discussion Only