city of park ridge RFP FD-26-03 Station 36 Engineering Design.pdf

CITY OF PARK RIDGE

505 Butler Place Park Ridge, IL 60068 P: 847-318-5200 www.parkridge.us

REQUEST FOR PROPOSALS

FIRE STATION 36 ENGINEERING DESIGN SERVICES

FD-26-03

NOTICE TO PROPOSERS

The City of Park Ridge is accepting proposals for architectural and engineering services for the redesign of Fire Station 36, in accordance with the specifications set forth in this Request for Proposal (RFP). A mandatory facility tour will be held at Fire Station 36 (1000 N. Greenwood Ave, Park Ridge, IL) on October 14, 2026 at 9:00 a.m.

RFP documents can be obtained from on the City’s website (www.parkridge.us/purchasing) and OpenBids (www.demandstar.com). All responses must be delivered to Park Ridge City Hall, Finance Department, 505 Butler Place, Park Ridge, IL prior to the Due Date and Time set forth below. Responses transmitted by fax or email will not be accepted. Responses must be in a sealed envelope marked and clearly labeled: Company Name and Address, Solicitation Number, and Project Title. Submit Technical and Cost proposals separately.

Any communication regarding this invitation between the date of issue and date of award is to be in writing and directed to procurement@parkridge.us. Answers to questions submitted in writing may be distributed as an addendum. If a plan holder chooses not to submit a proposal, please fill out the enclosed NO BID form and return it to the email above.

PHASE DATE TIME

RFP Issued September 30, 2026 -

Mandatory Facility Tour October 14, 2026 9:00 A.M.

Questions Due to Procurement October 16, 2026 5:00 P.M.

Final Questions and Answers Posted October 21, 2026 5:00 P.M.

Proposals Due November 5, 2026 10:00 A.M.

Anticipated Contract Award December 2026

GENERAL CONDITIONS AND INSTRUCTIONS

1. GENERAL

Throughout this document, “City of Park Ridge” and “City” shall be synonymous and mean the City of Park Ridge.

The words “bid,” “proposal,” “proposer,” “bidder,” “vendor,” “firm,” “contractor,” and “supplier” may be used in the alternative in these General Conditions and Instructions as intended and described by the Scope of Work. The phrases “request for proposal,” “invitation for bids,” “request for quotes,” “request,” “invitation,” and “solicitation” may also be used in the alternative.

2. EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITE BY PROPOSER

The Proposer shall, before submitting its Proposal, carefully examine the plans, specifications, contract documents, RFP, and bond and insurance requirements and visit the site to verify conditions under which work will be performed. Each Proposer is responsible for reading the bid documents and familiarizing itself with all requirements. Failure of a Proposer to do so shall not relieve the Proposer of any obligation with respect to said bid. If the Proposer’s bid is accepted, it shall be responsible for, and the City will make no allowance for any errors in their Bid resulting from its failure or neglect to comply with these instructions.

3. QUALIFICATIONS OF PROPOSER

The City may take any action deemed necessary to investigate the qualifications of each Proposer. The City reserves the right to qualify or disqualify Proposers as a result of lack of similar project experience and/or any other information obtained from the project reference form, references listed thereon, or publicly available information. Proposers must also demonstrate that they have sufficient resources (i.e. capital, laborers, sub-contractors, etc.) to accomplish all tasks required within the schedule for the contract. In the event there are additional eligibility requirements described in the Special Conditions or Specifications, such requirements shall be supplemental to and not in limitation of this provision.

4. PREPARATION OF PROPOSAL

The Proposer shall prepare their Proposal on the attached Proposal Form or alternatively include all required information in the Proposer’s proposal package if a Proposal Form is not included. Unless otherwise stated, all blank spaces on the Proposal page(s), applicable to the subject specification, must be correctly filled in. Either a unit price or a lump sum price, as the case may be, must be stated for each item, either typed in or written in ink, in figures, and, if required, in words. In the event of an error on the Proposal page in which there is a conflict between the unit price and the extended price or the total proposal price, the City may exercise its reasonable discretion to ascertain the actual price of the proposal.

If the Proposer is a corporation, the President and Secretary shall execute the Proposal, and the Corporate Seal shall be affixed. In the event that the Proposal is executed by an officer other than the President, sufficient evidence of such signatory’s authority shall be submitted. If the Proposer is a partnership, majority owning partners or general partners shall execute the Proposal, unless one partner has been authorized to sign for the partnership, in which case sufficient evidence of such authority shall be submitted. If the Proposer is a limited liability company, the manager shall execute the Proposal, unless another officer has been authorized to sign for the company, in which case sufficient evidence of such authority shall be submitted.

Each Proposal must contain all required certifications and signatures. In addition, if any addenda are issued by the City, the Proposer shall be required to acknowledge receipt of the formal addendum on the Proposal form or proposal, as applicable. Failure of a Proposer to acknowledge any of the addenda issued or submit essential required documents contained in the solicitation shall deem its proposal non-responsive; provided, however, that the City in reliance upon its home rule powers, may choose to waive this requirement if the City determines from the context of the Proposal that the Proposer has considered the terms and conditions of the addendum.

The Proposal submitted must not contain erasures, interlineations, or other corrections unless each correction is suitably authenticated by affixing in the margin immediately opposite the correction the surname or surnames of the person or persons signing the proposal.

Modifications of proposals already submitted will be considered if received at the office designated in the Invitation to Proposal by the time set for opening of proposals. Unless called for, alternate proposals will not be considered. No compensation will be allowed due to any difficulties which the Proposer could have discovered or reasonably known prior to bidding.

5. SUBMISSION OF PROPOSAL

All prospective Proposers shall submit their Proposal in the manner specified in the Notice to Proposers by the specified due date and time of the proposal. Proposals received beyond the date and hour set for the proposal opening will not be considered.

Submission of a proposal will be considered presumptive evidence that the Proposer has visited the sites and is conversant with local facilities and difficulties, the requirements of the documents and of pertinent State or Local Codes, the state of Labor and Material Markets, and has made due allowance in the proposal for all contingencies.

Include in proposal all costs of labor, material, equipment, allowance, fees, permits, guarantees, applicable taxes, insurance and contingencies, with overhead and profit necessary to produce a complete project, or to complete those portions of the work covered by the Specifications on which the Proposal is made including all trades, without further cost to the Owner. Unless otherwise described in the Special Conditions or Specifications, Proposers shall be responsible to obtain all permits and arrange for all inspections. No unsolicited supplemental information will be accepted and will be returned without being considered by the City.

6. WITHDRAWAL OF PROPOSAL

A Proposer may withdraw their Proposal at any time prior to the time specified in the notice as the closing time for receipt of proposals. However, no Proposer shall withdraw, cancel or modify their Proposal for a period of sixty (60) calendar days after the specified closing time for the receipt of proposal. Where this contract is subject to approval by another agency, such as the Federal Government or the State of Illinois, then the Proposer shall not withdraw, cancel or modify their Proposal for a period of ninety (90) calendar days after the specified closing time for the receipt of proposals.

7. CONSIDERATION OF PROPOSALS

No Proposal will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Park Ridge upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or had failed to perform faithfully any previous contract with the City. The Proposer, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents.

Each Proposer shall submit where necessary, or when requested by the Procurement Officer, catalogs, descriptive literature or detailed drawings fully detailing features, designs, construction, appointments, finishes and the like not covered in the specifications, necessary to fully describe the material or work they propose to furnish.

The City of Park Ridge reserves the right to disregard any informality in the proposals, to waive technicalities, or to reject any and all proposals when, in the opinion of the City Council, the best interest of the City will be served by such action.

In addition to price and evaluation criteria specified in this RFP, the City may consider: (1) compliance with proposal and contract requirement including bonds and insurance; (2) ability, capacity, and skill to perform; (3) adequacy of facilities, equipment, materials, financial resources, organization, and staffing; (4) character, integrity, reputation, judgment, experience, and efficiency; (5) quality of past performance; (6) compliance with past contracts and applicable laws; (7) ability to provide future maintenance and service; (8) conditions or exceptions placed on the proposal.

8. ACCEPTANCE OF PROPOSALS

The City will accept one of the proposals or reject all proposals within sixty (60) calendar days, or within ninety

(90) calendar days where approval by other agencies is required, from the date of opening of proposals, unless the successful Proposer, upon request of the City, extends the time of acceptance to the City. The contract will be awarded based on the City’s independent assessment of the proposal by reference to the evaluation criteria described in the proposal solicitation. Where no evaluation criteria are specified, the contract will be awarded to the lowest responsible and responsive proposer whose proposal is most favorable to the City’s interests. The City may rely on any information presented in the proposal and any publicly available information to assess the qualifications, responsiveness and responsibility of a proposal.

9. INTERPRETATION OF CONTRACT DOCUMENTS

Any Proposer in doubt as to the true meaning of any part of the specifications and contract documents may submit to the Procurement Officer a written request for an interpretation thereof by the deadline described in the Notice to Proposers. No oral comments will be made to any Proposer as to the meaning of the General or Special Conditions or any other contract documents and any inadvertently made are hereby disclaimed and void. The person submitting the request shall be responsible for its prompt delivery. Questions received after the deadline described in the Notice to Proposers cannot be considered. Such interpretation will be made only in the form of a written addendum duly issued by Procurement Officer. A copy of such addendum will be posted on the City’s website and DemandStar. Failure on the part of the prospective Proposer to receive a written interpretation prior to the time of the opening of proposals will not be grounds for withdrawal of their Proposal. The Proposer shall acknowledge receipt of each addendum issued.

Addenda may modify or interpret the Bidding Documents and will become part of the Contract Documents when the Contract is executed. Subsequent addenda shall govern over prior addenda only to the extent specified.

Any references in these specifications to manufacturer's name, trade name, or catalog number (unless otherwise specified) is intended to be descriptive but not restrictive and only to indicate articles or materials that will be satisfactory. Proposals on other makes and catalogs will be considered, provided each Proposer clearly states on the face of their Proposal exactly what is proposed to be furnished. Unless so stated in the Proposal, it shall be understood that the Proposer intends to furnish the item specified and does not propose to furnish an "equal".

The City hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the Proposer proposes to furnish which contains minor or major variations from specification requirements.

10. CHANGES:

Illinois law (720 ILCS 5/33E-9) requires that aggregate changes in excess of $25,000 or aggregate extensions greater than one hundred eighty (180) days must comply with the Criminal Code. Likewise, Illinois law (50 ILCS 525/5) expresses for a change order that authorizes or necessitates any increase in the contract price that is 50% or more of the original contract price or that authorizes or necessitates any increase in the price of a subcontract under the contract that is 50% or more of the original subcontract price, then the portion of the contract that is covered by the change order must be resubmitted for bidding in the same manner for which the original contract was proposal. Upon approval, the Procurement Officer shall issue to the successful contractor a written change order to the original contract; such change orders shall be binding upon both parties thereto and shall in no way invalidate or make void the terms of the original contract not modified by such change.

11. FAIR EMPLOYMENT

Proposer’s signature on the Proposal Form will be construed as acceptance of and willingness to comply with all provisions of the acts of the General Assembly of the State of Illinois relating to wages of laborers and discrimination and intimidation of employees. Provisions of said acts are herein incorporated by reference and become a part of this Proposal and Specifications

12. DRUG FREE WORKPLACE ACT

At the time of contract, the Contractor will make certification required in the Contract and will comply with all provisions of the Drug Free Workplace Act that are applicable to the Company. False certification or violation of the requirements of the Drug Free Workplace Act may result in sanctions including but not limited to suspension of the Contract with the City, termination of the Contract and debarment of contracting with the City for at least one (1) year but not more than five (5) years.

13. HAZARD COMMUNICATION

All on-site contractors shall be informed of chemical hazards to which their employees could possibly be exposed while working for the City. Upon request, this information is made available to the contractors and their subcontractors by the prime contractor. It is the contractors and subcontractor’s responsibility to train their own employees on Hazardous Communications and the handling of hazardous materials. It is the responsibility of the contractor to inform the City of any hazardous substances brought and stored on City property. The contractor must also provide a Safety Data sheet for such chemicals.

14. WARRANTY/GUARANTEE

The Proposer warrants to the City that the labor shall be first class and conform to the requirements of the Specifications and shall be performed by persons qualified in their respective trades. Materials furnished under the Contract will be of good quality and new unless otherwise required or permitted under the Specifications, and that materials will be free from defects not inherent in the quality required or permitted. Work and materials not conforming to the Specifications, including substitutions not properly approved and authorized, may be considered defective and will be rejected by the City. This warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the Proposer, improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage. Unless otherwise described in the specifications, materials provided under this agreement will be guaranteed for a period of one year, or the term of the manufacturer’s warranty, whichever is greater. Unless otherwise described in the specifications, labor provided under this agreement will be guaranteed for a period of one year.

15. NON-BARRED BIDDING

The Proposer must certify that it is not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting proposal-rigging or proposal rotating by executing the included certification as required by 720 ILCS 5/33E-11.

16. ILLINOIS FREEDOM OF INFORMATION ACT (FOIA)

Contractor understands that amendments to the Illinois Freedom of Information Act (P.A. 96-0542), which took effect January 1, 2010, requires the Contractor to produce to the City any of its company records and documents which are in any way related to the performance of services under this agreement and not exempt from disclosure within five (5) business days of the City’s receipt of a request for said records. Accordingly, the Contractor. agrees to be bound by the provisions of the Illinois Freedom of Information Act (5 ILCS 140/1 et seq.), and agrees to deliver to the City all records in its possession relating to this agreement within three (3) business days of a request by the City for said records. Contractor agrees to reimburse the City any fees, fines, or costs incurred by or assessed against the City for its failure to deliver requested records in the possession of the Contractor, and which the Contractor failed to deliver to the City within three (3) business days of its receipt of a request from the City to do so. An e-mail request for records and documents sent during business hours will be considered received by the Contractor on the day sent. The Contractor shall not be entitled to receive any wages, fees, or costs of any kind from the City for the production of documents and records in response to a Freedom of Information Act request.

17. INDEMNITY

To the fullest extent permitted by law, the Contractor shall waive any right of contribution against the City and shall indemnify and hold harmless the City and their officers, officials, employees, volunteers and agents from and against all claims, damages losses and expenses, including, but not limited to, legal fees (attorney’s and paralegal’s fees, expert fees and court costs), arising out of or resulting from the performance of the Contractor’s work provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or injury to or destruction of property, other than the work itself, including the loss of use resulting therefrom, or is attributable to misuse or improper use of patent, trademark or copyright protected material or otherwise protected intellectual property, to the extent it is caused by any wrongful or negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Such obligation shall not be construed to negate, abridge or otherwise reduce any other right to indemnity that the Owner would otherwise have. The Contractor shall similarly, protect, indemnify and hold and save harmless, the Owner, its officers, officials, employee, volunteers and agents against and from any and all claims, costs, causes, actions and expenses, including, but not limited to, legal fees, incurred by reason of Contractor’s breach of any of its obligations under, or Contractor’s default of any provisions of the Contract.

The indemnification obligations under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for the Contractor or any subcontractor under Workers’ Compensation or Disability Benefit Acts or Employee Benefit Act.

18. SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS

No contract shall be assigned or any part of the same subcontracted without the prior written consent of an authorized agent of the City; but in no case shall such consent relieve the Contractor from their obligation or change the terms of this contract. The Contractor shall not transfer or assign any contract funds or claims due or to become due without the prior written approval of an authorized agent of the City having first been obtained.

The unauthorized transfer or assignment of any contract funds in whole or in part, or any interest therein, which shall be due or to become due to the Contractor, shall cause the annulment of said transfer or assignment so far as the City is concerned.

19. CONFLICT OF INTEREST

The Proposer covenants that to the best of its knowledge no member of the governing body of the City, and no other officer, employee, or agent of the City who exercises any functions or responsibilities in connection with the solicitation or approval of this contract, shall have or does have any personal interest, direct or indirect, in this contract.

The Proposer covenants that it presently has no interest and shall not acquire any interest, direct or indirect, in the work to which this contract pertains which would conflict in any manner or degree with the performance of its services hereunder. The Proposer further covenants that in the performance of this contract, it shall not employ any officer, employee, or agent of the City who exercises any functions or responsibilities in connection with the solicitation or approval of this contract.

20. COMPLETION

Proposer shall complete the services within the timeline set forth in the Proposal Documents. Failure of the Proposer to complete these services in accordance with the Specifications shall constitute a breach of the Contract.

21. TERMINATION, CANCELLATION AND DAMAGES

This contract may be terminated for convenience upon mutual agreement of both parties. The City may terminate based on the Contractor’s breach or default. Unless the breach or default creates an emergency situation, as determined in the City’s sole discretion, the Contractor shall be given notice and a five (5) day opportunity to correct before the termination becomes effective.

If the City terminates this Contract because of the Contractor’s breach or default, the City shall have the right to purchase items or services elsewhere and to charge the Contractor with any additional cost incurred, including but not limited to the cost to cover, incidental and consequential damages and the cost of re-proposalding. The City may offset these additional costs against any sums otherwise due to the Contractor under this proposal or any unrelated contract

Upon such termination, Contractor shall be entitled to payment only as follows: (1) the actual cost of the work completed in conformity with this Agreement; plus, (2) any additional costs actually incurred by Contractor as are permitted by the prime contract and approved by City. The Contractor shall not be entitled to any claim or claim of lien against City for any additional compensation or damages in the event of such termination and payment

If the City of Park Ridge fails to appropriate funds to enable continued payment of yearly or multi-year Contracts the City may cancel, without termination charges, provided Contractor received at least thirty (30) days prior written notice of termination.

22. TAX EXEMPTION

Federal Excise Tax does not apply to materials purchased by the City of Park Ridge by virtue of Exemption Certificate No. 36-600-6041. Illinois Retailers' Occupation Tax, Use Tax, and Municipal Retailers' Occupation Tax do not apply to materials or services purchased by the City of Park Ridge by virtue of Statute. Illinois Tax Exemption Identification No. E9998-1408-05. The prices quoted herein shall comply with all Federal Laws and Regulations.

23. PAYMENTS

Payment terms shall be in accordance with the provisions of the Local Government Prompt Payment Act, 50 ILCS 505/1 et seq., after receipt by the City of the Contractor’s invoice.

24. PRICING

Pricing shall remain consistent with the original terms accepted by the City for the term of the contract.

25. TERM OF CONTRACT

The contract term shall be one (1) year following approval by City Council and execution of the contract by the City Manager.

26. PUBLIC RELATIONS

The Contractor shall endeavor at all times to maintain good public relations and to present the City in a positive light. Any action by the Contractor which damages the City’s good will shall be considered a breach of this Agreement.

INSURANCE REQUIREMENTS

Upon notice of acceptance of Proposal, the successful proposer shall, within fifteen (15) calendar days, but before commencing work or furnishing materials, furnish to the City a certificate of insurance evidencing coverage in the types and amounts specified below. Such coverage shall be placed with a company acceptable to the City, licensed to do business in the State of Illinois, and with a minimum insurance rating of A:VII as found in the current edition of A. M. Best's Key Rating Guide. If the rating is less than A:VII or a Best’s rating is not obtained, the City may reject the insurer. The contractor shall maintain all required insurance in full force and effect during the life of the contract, and until such time as all work has been approved and accepted by the City.

Workman's Compensation: STATUTORY coverage for all persons employed directly or through subcontractors in carrying out the work under this contract. Such insurance shall hold the City free and harmless of all related personal injury claims.

Employer’s Liability: $1,000,000 minimum liability, for each accident/injury and disease.

Commercial General Liability: including bodily injury and property damage in the following minimum amounts:

$2,000,000.00 General Aggregate $1,000,000.00 Each Occurrence $1,000,000.00 Products Completed Operations Aggregate

Commercial Automobile Liability (Owned, Non-owned, Hired): including bodily injury and property damage, which may arise from the use of motor vehicles engaged in various operations under this contract. Coverage shall be provided in the minimum amount of $1,000,000 for Combined Single Limit.

Umbrella Liability: $2,000,000 minimum per occurrence. The scope of coverage provided by the Umbrella or Excess policy shall follow form with the general liability policy.

Professional Liability (Errors and Omissions):

$1,000,000 Per Occurrence $2,000,000 Aggregate

The City of Park Ridge shall be named as an additional insured on all liability policies required herein. The requirement to obtain and maintain insurance shall be solely the responsibility of the Contractor and cannot be waived by any act or omission of the City. The Contractor shall cause each subcontractor engaged in work described in this contract to obtain insurance of the kind required herein. When requested by the City, Contractor shall furnish copies of certificates of insurance evidencing coverage for each subcontractor. When requested by the City, Contractor shall furnish copies all insurance policies and endorsements relied upon by the Contractor to meet these requirements.

The surety companies, other signers of any required bonds, and the insurance companies shall familiarize themselves with all of the conditions and provisions of these specifications and contract documents, and shall waive all rights of special notification of any change or modification of this contract in regard to the scope of the work, time of completion, cancellation or termination, or of any other act or acts by the City of Park Ridge or its authorized employees and agents under the terms of this contract. Failure to notify the previously mentioned surety or insurance companies of change or modification shall in no way relieve the surety or insurance companies of their obligations under this contract.

Scope of Work Fire Station 36 Engineering Design Services

FD-26-03

Overview The City of Park Ridge (“City”) is requesting proposals from qualified engineering firms that have the professional experience and expertise to develop, design, and prepare architectural and engineering construction documents for a renovation, expansion, and/or replacement project (“Project”) of Park Ridge Fire Department Station 36 (“Station”), located at 1000 N. Greenwood Avenue in Park Ridge, Illinois. The Station was constructed in 1970 and has outlived its useful life. The Station currently houses six to ten sworn career firefighters working a 24/48-hour shift, as well as administrative and other Fire Department staff. The facility includes administrative offices, living and operational areas, a classroom/training room that also serves as the City’s Emergency Operations Center (EOC), and a training tower located on the property. The Project shall include evaluation of the existing facility and site and may include renovation, expansion, partial or complete demolition, and/or replacement of the existing facility, as determined to be appropriate to best meet the long-term operational needs of the Park Ridge Fire Department and the City. The Project shall be designed as a long-term municipal asset with an anticipated service life of approximately fifty (50) years, with an emphasis on durability, adaptability, maintainability, operational resiliency, and the ability to accommodate future changes in staffing, apparatus, technology, emergency response practices, and community needs.

The Project shall incorporate modern fire station design principles, including firefighter health and safety and current cancer-prevention practices through appropriate separation of clean, warm, and dirty zones and the proper handling, storage, cleaning, and decontamination of personnel and equipment. The design shall address the current and future operational needs of the Fire Department and shall include, at a minimum, appropriate apparatus and operational areas, administrative offices, firefighter living and support spaces, a training tower, and a dedicated or appropriately designed training and Emergency Operations Center. It is vital to the Project that the Fire Department remain capable of providing uninterrupted emergency services from this location throughout the entirety of the renovation, expansion, and/or replacement project. Firms shall therefore include in their proposal a plan, or multiple plan options, for continuity of operations during construction, which may include phased construction, temporary facilities, and/or temporary living quarters located on the property. The Station study performed by an outside consultant and delivered to the City in February 2021, including the facility master planning concepts identified therein, may be used as a basis for development and design of the Project. SEE LINK:

PARK RIDGE FIRE STATION STUDY

The chosen firm will prepare a comprehensive set of construction documents required to obtain all necessary permits as well as as-built drawings as more specifically described in the Scope of Project.

If the City proceeds with the project, the selected firm will prepare a comprehensive set of bid documents for the project, obtain all necessary permits, assist in the bid process, and oversee the construction and implementation phases of the construction project.

Scope of Project

For reference purposes, a copy of the 2021 Station Study will be provided; however, other recommendations, approaches, and alternate solutions are encouraged. The selected firm shall evaluate the existing facility, site, and infrastructure and shall not be limited to the recommendations or concepts contained within the 2021 Station Study. The Project may include renovation, expansion, partial or complete demolition, and/or replacement of the existing facility, as determined through the evaluation and design process to best meet the current and anticipated operational needs of the Park Ridge Fire Department and the City. The Project shall be developed as a long-term municipal asset with an anticipated service life of approximately fifty (50) years. The project construction budget estimates included in any proposal shall be updated to reflect projected construction pricing and market conditions anticipated in 2027/28.

The chosen firm will (A) prepare a comprehensive set of construction documents, (B) provide bid documents, and

(C) assist in the bid process (collectively, A, B and C are characterized herein as “Part 1”). If the bid prices are satisfactory to the City, in its sole discretion, the chosen firm will (D) oversee the construction and implementation phases of the construction, and (E) provide as-built drawings upon completion (collectively, D and E are characterized herein as “Part 2”).

1. Existing Conditions, Surveys, and As-Built Documentation: The City will provide the selected firm with copies of whatever original construction plans of the Station are in existence. Verification and documentation of existing conditions shall be an important component of the design process and shall include, but not be limited to, topographic and utility surveys, existing plan layouts, ceiling layouts, exterior elevations, building sections, lighting, power distribution and equipment, HVAC distribution and equipment, plumbing distribution and equipment, structural systems, building envelope, site conditions, and other building systems as determined necessary by the selected firm.

2. Facility Evaluation and Programming: Evaluate the existing Station, building systems, site, and infrastructure and develop recommendations addressing the current and anticipated operational needs of the Fire Department. The evaluation shall consider the feasibility, costs, lifecycle considerations, operational impacts, construction duration/phasing, continuity of operations, maintainability, site constraints, overall benefits, and limitations of renovation, expansion, partial demolition, and/or complete replacement and shall identify the recommended approach or approaches for achieving the City's long-term objectives.

3. Architectural and Engineering Design: Develop architectural, structural, mechanical, electrical, plumbing, civil, landscape, and other professional design services necessary to complete the Project. The design shall incorporate modern fire station planning and design principles, including appropriate separation of clean, warm, and dirty zones; firefighter health and safety; cancer-prevention and contamination-mitigation practices; apparatus and equipment operations; administrative functions; firefighter living and support spaces; training facilities; Emergency Operations Center functions; and flexibility to accommodate future changes in staffing, apparatus, technology, and emergency response practices.

4. Expansion, New Construction, and/or Replacement: The Project may include additions, new construction, partial or complete demolition, and/or replacement of the existing Station. Any new construction shall be appropriately integrated with the site and surrounding community and shall be designed to provide a durable, adaptable, and maintainable facility capable of serving the City and Fire Department for an anticipated fifty (50) year service life.

5. Training and Emergency Operations Facilities: The Project shall include evaluation and design of appropriate training facilities, including the existing training tower and its continued use, modification, integration, or replacement as appropriate. The Project shall also include an appropriately designed training and Emergency Operations Center capable of supporting Fire Department training and City emergency operations.

6. Exterior Envelope and Building Systems: Evaluate and address the existing building envelope and major building systems, including, but not limited to, roofing, exterior walls, windows, doors, mansards, HVAC, electrical, plumbing, fire protection, communications, technology (IT, security, access controls, cameras, alerting, etc), and other infrastructure. Recommendations shall consider durability, maintainability, energy efficiency, operational resiliency, and anticipated service life.

7. Site Work: Site work may include, but shall not be limited to, adjustments to parking, sidewalks, aprons, driveways, emergency vehicle access and circulation, drainage, utilities, landscaping, public access, and public wayfinding as necessary to accommodate the proposed Project. It is anticipated that Civil Engineering and Landscape Architecture services will be required.

8. Evaluations, Studies, and Professional Services: Evaluations, site surveys, analysis, recommendations, cost and time estimates, testing, reports, studies, designs, preparation of documents, field inspections, investigations, and other professional services necessary to properly develop and complete the Project shall be required.

9. Professional Management and Construction Documents: Provide professional management throughout all phases of the Project, including, but not limited to, development of programs; preparation of design contract plans, specifications, and estimates in conformance with industry standards and all federal, state, and local laws, ordinances, regulations, and codes; coordination of required professional disciplines; and timely processing of project correspondence and documentation.

10. Permitting, Approvals, and Meetings: Prepare and coordinate documents required for architectural, engineering, permitting, and general contracting services. Attend applicable commission, board, and City meetings for site and plan approvals. Attend City Council meetings when the Project is brought forward for discussion or action. Attend a pre-bid conference with prospective bidders and provide responses to contractors' questions during the bidding phase and issue contract addenda, as necessary.

11. Bid Evaluation and Administration: Develop bid documents and evaluate responses to determine conformance with bid requirements, contractors' relevant experience, and technical and financial capacity to perform the work. Work with City staff to manage all aspects of the bid process throughout the entirety of Part 1.

12. Construction Administration and Project Management: Work with City staff and the selected general contractor throughout all phases of the work, including overseeing the planning, design, bidding, construction, and implementation of the Project from commencement through completion. Provide construction administration, field observations, inspections, coordination, review of contractor submittals and payment applications, project documentation, and other services customary and necessary for successful completion of the Project.

13. Continuity of Operations: It is required that the Fire Department maintain continuous emergency response operations from the Station location throughout the entirety of the Project. Firms shall include in their proposal a detailed plan, or multiple plan options, addressing continuity of operations during construction. Such plans shall consider construction phasing, temporary facilities, temporary living quarters, apparatus placement, access and egress, administrative functions, training operations, Emergency Operations Center capabilities, and other measures necessary to maintain uninterrupted Fire Department operations. The selected firm shall further develop and coordinate the approved continuity-of-operations plan throughout the design and construction phases.

14. As-Built Documentation: Upon completion of the Project, provide the City with complete as-built drawings and documentation reflecting the final constructed condition of the facility and site.

Mandatory Facility Tour

A representative from each interested design team must attend a facility tour on October 14, 2026 at 9:00 a.m., at Park Ridge Fire Department Station 36, located at 1000 N. Greenwood Ave in Park Ridge, Illinois.

END OF SCOPE OF PROJECT

Proposal Requirements

All Proposals must include a cover letter, including a statement of interest, and the following information:

A. Firm Information, including, but not limited to:

• Firm name, location, ownership, and contact information

• Number of years in business

• Areas of expertise

• Geographical area of operations

• Professional affiliations

• Amounts and kinds of insurance, including professional insurance carried

• Provide similar information for sub-contractors

B. Design Team experience: Include resumes of key staff who will be assigned to the project. Provide information on their role for this project, their education and work history, and expertise as pertaining to this project.

C. Experience with Similar Projects: Provide photographs and written information about five similar projects completed by the Firm, specifically fire stations and phased-occupied renovations/additions for public safety agencies. Include the following:

• Client Contact information

• Adherence to project schedule

• Adherence to project budget

• Members from the firm directly involved in the work.

D. Understanding and Approach to the Work: State your understanding of the scope of work and the City’s priorities and explain your plan for completing the design work, including meetings, stakeholder reviews, deliverables, and detailed project schedule.

E. Proposed Costs: Proposers shall complete the Cost Proposal Form provided. All fees shall include all professional services necessary to complete the Scope of Work, including services provided by the prime consultant and all subconsultants, except for reimbursable expenses specifically idenifieid on the Cost Proposal Form. The City intends to use the Cost Proposal Form to establish a consistent basis for comparison among proposals. Proposers may provide supplemental information explaining assumptions, exclusions, or the basis of their proposed fees; however, all requested pricing information must be provided on the City's Cost Proposal Form.

F. Submit 2 HARD COPIES and an electronic file drive of your firm’s proposal. Submit technical and cost proposals separately.

Selection Process

The process for selecting the Firm will proceed as follows:

1. The Selection Committee will review and evaluate the written responses to the Request for Proposal ("RFP") and will take into account the criteria listed below.

2. Presentations: At its discretion, the Selection Committee may choose to schedule in-person presentations regarding any proposals and request sample plans and project documents from similar completed projects.

3. Based on evaluations, discussions and presentations (if any) the Selection Committee will make a recommendation of a well-qualified firm to the City Council for their approval.

CRITERIA WEIGHT

Qualifications and experience of firm and key personnel 10%

Relevant experience with comparable fire station/public-safety projects, examples of similar projects, and references

20%

Project understanding and detailed technical approach to address project activities and deliverables

30%

Approach to continuity of Fire Department operations 20%

Total Cost 20%

TOTAL 100%

COST PROPOSAL FORM

Fire Station 36 Engineering Design Services

FD-26-03

PART 1 – Planning, Design, Construction Documents and Bidding

Professional Service / Phase Est. Hours Lump Sum Cost

1. Preliminary Design - Existing conditions, investigation, surveys $

2. Schematic Design $

3. Design Development $

4. Construction Documents $

5. Permitting / Approvals $

6. Bidding and Contract Award Assistance $

7. *Estimated Design Reimbursables (if applicable) $

PART 1 TOTAL $

*Provide reimbursable expenses with definitions and rates as supplemental document.

PART 2 – Construction Administration and Project Closeout

Professional Service / Phase Est. Hours Lump Sum Cost

1. Construction Management / Administration $

2. Record / As-Built Drawings $

PART 2 TOTAL $

TOTAL (PART 1 + 2) $

ADDITIONAL SERVICES

On a separate page, provide any services not included in the Part 1 or Part 2 Lump Sum Costs that the Proposer recommends or anticipates may be necessary to complete the Project. For each service, provide the estimated hours and associated costs. Briefly identify the circumstances under which the service would be required.

Additional Services shall not be included in the Total (Part 1 + Part 2) unless specifically requested by the City. Use additional sheets as necessary.

Firm:________________________________

Name: ______________________________

Title: _______________________________

Signature: ___________________________

Date: _______________________________

FORM A

CONTRACT EXECUTION

TO BE EXECUTED BY OWNER / SOLE PROPRIETOR

Signature of Proprietor: ____________________________________________________

Doing Business As: _______________________________________________________

Business Address: ________________________________________________________

TO BE EXECUTED BY A PARTNERSHIP/LIMITED LIABILITY COMPANY

Partnership Name: ________________________________________________________

Business Address: ________________________________________________________

Signatures and Addresses of All Members of the Partnership/Managers of the LLC:

1)______________________________________________________________________

2) ______________________________________________________________________

TO BE EXECUTED BY A CORPORATION

Corporate name: __________________________________________________________

Address: ________________________________________________________________

State of Incorporation: _____________________________________________________

Names of Officers of the Corporation:

President: Secretary:

Vice President: Treasurer:

The undersigned agrees to perform the Scope of Work according to the terms and conditions of the Contract Documents, including the Bid Proposal and pricing hereby submitted, and I understand that any conflict between the Contract Documents and the Proposal will be resolved in favor of the Contract Documents.

• The undersigned hereby acknowledges having received a full Bid Document including ADDENDA

NUMBERS________________________ (if applicable)

Signature Date

Print Name Title

FORM B

CONTRACTOR CERTIFICATIONS / AFFIDAVIT

Please certify the following by signing below:

A. CERTIFICATION TAX COMPLIANCE

Bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue or the City of Park Ridge, or if it is:

(1) it is contesting its liability for the tax or the amount of tax in accordance with procedures established by the appropriate Revenue Act; or

(2) it has entered into an agreement with the Department of Revenue for payment of all taxes due and is currently in compliance with that agreement.

B. CERTIFICATION - SEXUAL HARASSMENT POLICY

The undersigned, on behalf of the entity making this Bid or bid, certified that a written sexual harassment policy is in place, pursuant to Public Act 87-1257, effective July 1, 1993, 775 ILCS 5/2- 105 A. This Act has been amended to provide that every party to a public contract must have a written sexual harassment policy that includes, at a minimum, the following information:

1. The illegality of sexual harassment;

2. The definition of sexual harassment, under State law;

3. A description of sexual harassment, utilizing examples;

4. The vendor’s internal complaint process including penalties;

5. The legal recourse, investigative and complaint process available through the Department of

Human Rights and the Human Rights Commission;

6. Directions on how to contact the Department and Commission;

7. Protection against retaliation as provided by 6-101 of the Act.

C. ILLINOIS DRUG FREE WORKPLACE STATEMENT

1. Notify employees that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in the workplace.

2. Specifying the actions that will be taken against employees for violating this provision.

3. Notifying the employees that, as a condition of their employment to do work under the contract with the City, the employee will:

a. Abide by the terms of the statement.

b. Notify the undersigned of any criminal drug stature conviction for a violation occurring in the workplace not later than five (5) days after such a conviction.

4. Establishing a drug free awareness program to inform employees about:

a. The dangers of drug abuse in the workplace.

b. The policy of maintaining a drug-free workplace.

c. Any available drug counseling, rehabilitation, or employee assistance program.

d. The penalties that may be imposed upon an employee for drug violations.

5. The undersigned shall provide a copy of the required statement to each employee engaged in the performance of the contract with the City and shall post the statement in a prominent place in the workplace.

6. The undersigned will notify the City within ten (10) days of receiving notice of an employee’s conviction.

7. Make a good faith effort to maintain a drug free workplace through the implementation of these policies.

8. The undersigned further affirms that within thirty (30) days after receiving notice of a conviction of a violation of the criminal drug statue occurring in the workplace, he shall:

a. Take appropriate action against such employee up to and including termination; or

b. Require the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program approved for such purposed by a federal, state, or local health, law enforcement, or other appropriate agency.

D. BID RIGGING / ANTI-COLLUSION AFFIDAVIT

The undersigned does hereby certify to the City, its Council…