city of quincy RFQ E2026B Const Insp 20260428.pdf

City of Quincy, Illinois

Solicitation: FY 2026/2027 Construction Inspection

E2026B

Issue Date: 4/28/2026

REQUEST FOR QUALIFICATIONS

All qualification proposals shall be submitted inside a sealed envelope. The envelope(s) must be clearly marked with the below statement written on the outside. The City of Quincy assumes no responsibility for unmarked envelopes being considered for award. Authorized company representative is required to sign in ink the proposal signature form. Any proposal not containing the signature form will be automatically rejected. Electronic or Facsimiles will not be considered.

Proposals received after the time the proposals are due will not be considered for award and will be returned unopened.

“FY 2026/2027 Construction Inspection”

“Date: Thursday, May 14th , Time: 4:00 o’clock p.m.”

Three (3) copies of the documents shall be submitted with the enclosed form(s) and returned to:

City of Quincy – Purchasing Department Attn: Mary-Ann Ervin 730 Maine Street Quincy, Illinois 62301

The documents shall be submitted to the Purchasing Department no later than 4:00 PM on Thursday, May 14th, 2026.

SECTION B – PROJECT SCOPE

1. Purpose of Request

The City of Quincy is seeking Statements of Qualifications from engineering consultants for construction inspection (Phase III) services for various projects in the City of Quincy from June 1, 2026, to December 31, 2027. Projects and inspection services shall be funded with local (City) funds. It is expected the consultant shall be assigned 2-3 construction projects.

2. Contact Information

This request has been issued by the City of Quincy’s Purchasing Department.

All questions pertaining to this Request should be submitted though BidNet Direct on the City of Quincy’s website no later than 4:00 PM on Friday, May 8th, 2026. Answers to questions of a substantive or technical nature will be posted on BidNet Direct.

3. Project Schedule

Phase III services are to be completed within 2 months of the completion of construction activities.

5. Anticipated Tasks

Preconstruction

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

2. Attend preconstruction meeting with all interested parties to discuss goals, objectives, and issues.

3. 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.

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

5. 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.

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

7. 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.

Construction

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

2. 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.

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

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

SECTION B – PROJECT SCOPE

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

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

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

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

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

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

11. 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 of deficiencies and if the contractor does not correct or enforce as contract stipulates.

12. Provide construction layout as needed.

13. 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.

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

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

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

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

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

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

20. Follow the IDOT Documentation of Contract Quantities and CMMS Supplement guides.

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

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

Fee Invoice) and provide supporting documentation as requested.

Post Construction

1. Perform final inspection with 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.

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

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

4. Provide the City with a final invoice on the BLR 05621 form, labeled “& FINAL”. Provide the BLR 05613 Engineering Payment Report with the invoice.

SECTION C – SUBMITTAL REQUIREMENTS

1. Format and Content

Submittal shall consist of 8½”x11” pages. 11”x17” sheets folded to 8½”x11” size may be included.

SUBMIT THREE (3) COPIES. One copy shall be unbound. The maximum number of pages including the cover page shall be 10. All forms included in this Request for Proposal that are required shall not count towards the number of pages.

All proposals shall include the content described below to make evaluation of the proposals easier and assure fair comparison between consultants. Content shall include:

Company Profile - Statement of qualifications and experience of the firm; location of office which would serve the City; and firm officers.

Staff Profile - 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.

Relevant Experience - List and description of the firm’s similar projects, including references.

Provide a minimum of three references for construction inspection services performed on municipal or state facilities in the last seven years by current staff.

Technical Approach - Brief technical approach describing the consultant’s abilities to perform the required Phase III Construction Engineering services. This should be a maximum of one (1) page.

Addition Information – Any additional information the consultant believes is relevant to this project.

2. Performance Requirements

The consultant must be willing to meet agreed upon performance standards for the project starting and completion dates, appropriate professional services contract, use of all available data and reports to minimize data collection time, and work with appropriate City and County staff.

The consultant is expected to meet the schedule in Section B of this Request for Proposal.

The prime consultant must be prequalified with the Illinois Department of Transportation in the following categories:

Special Services - Construction Inspection

3. Evaluation

For this project, the City’s Transit Advisory Commission shall select the consultant based on the following selection criteria and weighting:

Rating Description Weighted %

Past Performance 30%

Staff Capabilities of the Prime and Sub Consultants 30%

Technical Approach 30%

Local Presence 10%

4. Oral Presentation

Oral presentations are not anticipated.

5. Reservation

The City of Quincy reserves the right to reject any and all proposals.

6. Contract

Contract discussion and negotiation will follow award selection. Respondents must be amenable to inclusion, in a contract, of any information provided whether herein or in response to this Request for Proposals and Statements of Qualification, or developed subsequently during the selection process.

The agreement will be based on an hourly, not to exceed cost reimbursement basis, with payment terms to be negotiated with the selected respondent.

1. Examination of RFQ Documents

It is the responsibility of each A/E Firm to do the following before submitting a Qualifications Package:

• Examine the RFQ Documents.

• Become familiar with local conditions that may affect costs, implementation, progress, performance, or furnishing of the services required.

• Consider federal, state and local laws, statutes, ordinances, regulations and other applicable laws that may affect costs, implementation, progress, performance or furnishing of the services required, including, but not limited to, applicable regulations concerning:

industry wage rates; nondiscrimination in the employment of labor; minority and women-owned business enterprise requirements; protection of public and employee safety and health; environmental protection; protection of natural resources; fire protection; emergency preparedness; solid waste handling facility standards and permits; and other permits, taxes and fees.

• Submit any questions concerning the RFQ Documents in writing to the City in a timely fashion in order that the questions may be answered in an addendum to be issued by the City.

• Notify the City in writing of any conflicts, errors, omissions or discrepancies in the RFQ Documents.

Before submitting a Qualifications Package, each A/E Firm shall, at the A/E Firm’s own expense, make or obtain any additional examinations, investigation, research and studies, and obtain any additional information and data that may affect costs, implementation, progress, performance or furnishing of the services required and that the A/E Firm deems necessary to prepare its Qualifications Package.

2. Interpretations and Addenda

All questions concerning the meaning or intent of the RFQ Documents and notifications concerning any conflicts, errors, omissions or discrepancies in the RFQ Documents are to be directed, in writing, to the contact person specified in Section A.

Questions must be received by date stipulated in Section A in order to be considered. The City will provide written answers to all questions through addenda to this Request for Qualifications.

The City reserves the right to modify the RFQ Documents prior to the receipt of Qualifications Packages with notice to parties that submitted a written Request for Qualifications Documents.

3. Contractor Proprietary Information

All Qualifications Packages submitted will be the property of City of Quincy. Information that an A/E Firms clearly identifies in the Qualifications Package as being privileged or proprietary, will not be disclosed to other A/E Firms or non-city project team members to the extent allowed by law.

4. Cost of Qualifications Packages

All costs associated with the preparation and submittal of responses to this RFQ and all costs of conducting system demonstrations shall be entirely those of the A/E Firm. The City of Quincy will not be responsible for any Qualifications Package development costs. All supporting documentation and other materials submitted shall become the property of City of Quincy.

5. Limitations

Only Qualifications Packages that City of Quincy has received by the response deadline will be evaluated.

The City will not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to this RFQ, the City will attempt to notify all prospective A/E Firms who have secured same. However, it will be the responsibility of each firm, prior to submitting the competitive Qualifications Package, to contact:

Mary-Ann Ervin Purchasing Agent

(217) 228-4502 to determine if any addenda were issued and to make such addenda is part of the Qualifications Package.

This RFQ is not an offer to contract but merely a request for information that may or may not lead to a final agreement. No contract will be considered binding upon either party except in the form of a final written agreement executed by both parties. This RFQ may be cancelled, or offers may be rejected in whole or in part when in the best interest of City of Quincy.

Failure to include in the Qualifications Package all information outlined in this RFQ may be cause for rejection of the Qualifications Package.

6. City Investigations and Process Decisions

As part of the RFQ evaluation process, the City reserves the right to do any or a combination of the following:

• Contact officials from other jurisdictions regarding the A/E Firm.

• Visit an A/E Firm’s facilities.

• Meet the A/E Firm’s personnel, including interviewing the A/E Firm’s operations, management, financial and customer services personnel during the performance of their regular duties.

• Retain independent consultants for assistance in evaluating Qualifications Packages and provide Qualifications Package materials to those consultants.

• Request clarification or additional information from a specific A/E Firm in order to assist in the City’s evaluation.

• Decline to award a contract or contracts for services as a result of this RFQ process.

• Discontinue negotiations with the selected A/E Firm or any A/E Firm, and commence discussions with any other party.

• Withdraw the RFQ and reject any or all Qualifications Packages.

• Not award to any or all A/E Firms and issue a subsequent RFQ based on refinements of concepts proposed in response to this RFQ.

• Seek other investigations, inquiries, reviews or clarifications which would allow the City to make informed decisions.

7. Preparation of RFQ Forms

All blank spaces in the RFQ Forms must be completed in black ink, by typewriter or by reproduction of the original forms with a computer. No changes shall be made to the forms. If forms reproduced by a computer are substantially different than the RFQ Forms, the City may deem the A/E Firm non-responsive. The City may deem any Qualifications Package non-responsive that contains omissions, erasures, alterations or additions of any kind, or any Qualifications Package that in any manner fails to conform to the conditions of this Request for Qualifications.

The A/E Firm must sign the Signature Form in ink in the blank space provided and all names must be typed or printed below the signature, along with evidence that the A/E Firm is a duly organized and validly existing firm, licensed to do business in the City. Qualifications Packages 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). Qualifications Packages by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

If the signature is by an agent other than an officer of a corporation or a member of a partnership, a notarized power-of-attorney must be on file with the City prior to the opening of Qualifications Packages or must be submitted with the Qualifications Package; otherwise, the A/E Firm may be deemed non- responsive.

8. Modification or Withdrawal of Qualifications Packages

Prior to the time and date designated for receipt of Qualifications Packages, any Qualifications Package submitted may be modified or withdrawn by notice to the person receiving Qualifications Packages at the place designated for receipt of Qualifications Packages. Such notice must be in writing to the City contact shown in Section A and shall include the signature of the A/E Firm and must be received before the date and time set for receipt of Qualifications Packages. If, within twenty-four hours after Qualifications Packages are opened, any A/E Firm files a duly signed, written notice with the City and promptly thereafter demonstrates to the reasonable satisfaction of the City that there was an unknown, material and substantial mistake in the preparation of its Qualifications Package, that A/E Firm may withdraw its Qualifications Package.

9. Process Integrity Requirements

Each A/E Firm is individually and solely responsible for ensuring compliance with the following Process Integrity Requirements. This responsibility extends to the A/E Firm’s employees, agents, consultants, lobbyists, or other parties or individuals engaged for purposes of developing or supporting the A/E Firm’s proposal. Requirements include:

• All RFQ related communications with the City, from the time this RFQ is advertised and issued until the time a negotiated contract is forwarded to the City Council, shall be through the staff contact provided in this RFQ.

• A/E Firms or their agents shall not contact other City staff, appointed or elected officials, consultants retained by the City or other agents regarding this RFQ from the time this RFQ is advertised and issued until the time a finalized contract is forwarded to the City Council.

• Only City provided information and RFQ materials and Addenda that are provided in writing to all A/E Firms are to be utilized in developing the Qualifications Package. Any A/E Firm’s reliance on other City information and materials may result in a non-responsive Qualifications Package due to inaccurate or incomplete information.

• Any information and materials to be utilized by the City during the Qualifications Package evaluation and selection process must be included as part of the original Qualifications Package or submitted in response to a specific request from the City.

Any evidence that indicates a A/E Firm has failed to comply with the specific Process Integrity Requirements or has otherwise substantially diminished the City’s ability to award a Contract in a timely manner and free of contention may result in that A/E Firm’s disqualification. The City reserves the sole right to disqualify any A/E Firm at any point in the process prior to Contract award for failure to comply with this requirement.

10. Compliance with Laws

The selected firm agrees to be bound by all applicable Federal, State and Local laws, regulations and directives as they pertain to the performance of the contract. The City of Moline is an Equal Opportunity Employer and does not discriminate against any persons on the basis of race, creed, color, age, sexual orientation, gender, ethnic background or national origin.

SECTION D – SIGNATURE PAGE

RETURN WITH PROPOSAL

By signing this ”SIGNATURE FORM” the undersigned bidder certifies that he or she or it is not barred from contracting with the City of Quincy, Illinois as a result of a violation of Articles 33 or 33E of the Criminal Code of 1961 (720 ILCS 5/1-1 et seq.).

Also, pursuant to Section 5/11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/1-1-1 et seq.), the undersigned bidder certifies, under oath, that he or she or it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue, unless such bidder is contesting the liability for the tax or the amount thereof in accordance with the procedures established by the appropriate revenue act.

Failure to complete this notarized certification may result in the rejection of this bid.

(If an individual)

Signature: (Seal) Business Address:

(If a partnership)

Signature: (Seal) Partnership Name:

Partnership Address:

(Names and Addresses of all members of the partnership)

(If a corporation/LLC)

Signature: (Seal) Company Name:

Company Address:

President/Manager:

Secretary/Member:

Treasurer/Member:

SIGNED and SWORN to before me ___________ day of _____________, _________.

____________________________________________ (NOTARY SEAL)

Notary Public