county of mchenry 26-9412 pavement condition assessment.pdf

McHenry County Procurement

2200 N Seminary Avenue, Woodstock, IL 60098

REQUEST FOR QUALIFICATIONS

RFQ 26-9412

2027 PAVEMENT CONDITION ASSESSMENT

Introduction

The County of McHenry, Illinois, hereby solicits qualified and interested firms to submit statements of qualifications (“Qualifications”) for providing all services, supervision, labor, and equipment necessary to provide the County with “Pavement Condition Survey” in accordance with federal, state, and local laws and regulations

(both current and amended).

Contact Information:

Djuana Leonard, C.P.M., Assistant Procurement Manager, Email: dmleonard@mchenrycountyil.gov

The attention of bidders is directed to the McHenry County Purchasing Ordinance, revised March 30, 2026. This

Ordinance is incorporated by reference into this bid as if it were contained herein. Should there be a conflict between any instruction or information and the Purchasing Ordinance, the Purchasing Ordinance will take precedence.

Any communication regarding this solicitation between the date of issue and date of award is required to go through the County Procurement Department Only. Unauthorized contact with other McHenry County staff, officers, or

Engineering firms is strictly forbidden. ELECTRONIC COMMUNICATIONS REQUIRED.

Bids/Proposals/Qualifications shall be SUBMITTED ELECTRONICALLY (scan your bid file-Upload PDF and separate Excel file) using the menu link, titled "Submit Your RFP, RFQ, or Bid". All RFP, RFQ and Bids must clearly include the Bidder Name, Bid Number & Title.

SCHEDULE OF EVENTS:

September 8, 2026 Solicitation Available on County Website

September 14, 2026 All Questions regarding RFQ due no later than 12:00PM (CST)

Submit by Email to dmleonard@mchenrycountyil.gov

September 21, 2026 All Questions Answered via Addendum & Posted to the County Website no later than 4:00PM (CST)

September 28, 2026 Submissions due no later than 9:00AM (CST)

October 5, 2026 Evaluations & Short Listing of Firms

October 28, 2026 Transportation Committee Approval

November 17, 2026 County Board Approval

November 18, 2026 Anticipated Notice to Proceed

GENERAL INFORMATION:

Definition: Request for Qualifications (RFQ) is a method of procurement permitting discussions with responsible Professionals prior to negotiation of a contract. Qualifications will be opened and evaluated in private. Selection will be based on the criteria set forth herein.

Digital Materials: All digital and printed public-facing materials and engagement events produced for this project must meet the requirements of Title II of the Americans with Disabilities Act and the Web Content Accessibility

Guide (WCAG) 2.1, Level AA.

Receipt and Handling of Qualifications: Qualifications shall be opened in private by the Evaluation

Committee to avoid disclosure of contents to competing Professionals.

Freedom of Information Act: Individuals or firms are to submit one ELECTRONIC submission. All data and documentation submitted as part of this request shall become the property of McHenry County. After a contract is executed, all submissions, responses, and documents/materials shall be considered public information and will be made available for inspection in accordance with the Illinois Freedom of Information Act.

Your company may provide a redacted version of your submission which will be used for FOIA purposes.

Evaluation of Submittal: The Qualifications submitted by Professionals shall be evaluated solely in accordance with the criteria set forth in the RFQ.

McHenry County will use the following criteria in evaluating proposals received in response to this RFQ. The evaluation of proposals and the selection of the successful proposal will be based on the information provided by the Professional in its proposal, including, without limitation, responses to the Professional’s qualifications.

Evaluation of Qualifications will be done by the County staff. Qualifications will be evaluated on experience in doing projects of a similar nature and adherence to specifications. These criteria are to be utilized in the evaluation of qualifications for development of the short list of Professionals to be considered for interviews and/or potential negotiations. Individual criteria may in all probability be assigned varying weights at the

County’s discretion to reflect relative importance. Professionals are required to address each evaluation criteria in the order listed and to be specific in presenting their qualifications.

1. Technical Approach: Proposed methodology, QA/QC procedures, etc. Demonstrated quality assurance procedures and schedule to ensure a timely, effective and professional provision of services.

(Weighted at 25%)

2. Firm Experience: The Firm’s general experience, stability, and history of performance on projects similar to the one under consideration. Three (3) similar projects shall be provided. Key staff and their role on the Firm’s similar projects shall be identified. (Weighted at 20%)

3. Specialized Expertise: Staff/Firm expertise (i.e. Drainage, Structural, Traffic, etc.) as it relates to the project under consideration. References on key staff and project resumes to awards received by the firm or staff, technical papers authored by key staff, and other forms of indications of specialized expertise will be considered in this category. (Weighted at 20%)

4. Staff Capabilities: The education, experience, and expertise of the Firm’s key employees as they relate to the proposed scope of services and to the degree to which the services meet the needs of the County.

Key staff resumes shall be provided for review of qualifications, competence, and past performance.

(Weighted at 15%)

5. Workload Capacity: Present workload with attention to current and future commitments of firm, available personnel, particularly those key persons expected to be assigned to the project, and availability of adequate equipment and facilities to do the work expeditiously. (Weighted at 10%)

6. Past Performance: The firm must have demonstrated a history of professional, reliable, and dependable service to governmental entities. Firms will be evaluated on the recommendations and opinions of the

Firm’s previous clients as to its ability to meet deadlines and remain within budget. Staff sense of responsibility, attitudes, concern for economy, efficiency, environment, quality of service, etc. will be taken into consideration. (Weighted at 10%)

7. In-state/Local Presence: Proximity to project. This will not be a factor in every project.

(Weighted at 0%)

The Evaluation Committee may conduct interviews with and/or require presentations, as set forth above in the

Schedule of Events, of the Professionals who submit acceptable or potentially acceptable Qualifications. Such

Professionals shall be accorded fair and equal treatment with respect to any opportunity for interviews. During the course of such interviews, the Evaluation Committee shall not disclose any information derived from one submittal to any other Professional.

The County shall evaluate the Professionals submitting Qualifications, taking into account qualifications, ability of professional personnel, past record and experience, performance data on file, willingness to meet time requirements, location, workload of the Professional, approach to the project, ability to furnish the required services, and such other qualification-based factors as the County may determine in writing are applicable.

Selection: On the basis of the evaluations, interviews and presentations, the County shall select no fewer than three Professionals which it determines to be the most qualified to provide services regarding the specific project. The County shall then contact the Professional ranked most preferred and attempt to negotiate a contract at a fair and reasonable compensation, taking into account the estimated value, scope, complexity, and professional nature of the services to be rendered. If fewer than three Professionals submit Qualifications and the County determines that one or both of those Professionals are so qualified, the County may proceed to negotiate a contract as set forth herein.

Selection shall be made of the Professional deemed to be fully qualified and best suited among those submitting

Qualifications, on the basis of the factors involved in the RFQ.

It is the intent of the County of McHenry to select the Professional whose Qualifications meet or exceed the requirements as outlined herein. Information and/or factors gathered during interviews, presentations, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFQ, and other information or factors deemed relevant by the County, shall be used in the final selection decision.

Negotiations: The County shall prepare a written description of the scope of the proposed services to be used as a basis for negotiations and shall negotiate a contract with the highest qualified Professional at compensation that the County determines in writing to be fair and reasonable. In making this decision the County shall take into account the estimated value, scope, complexity and professional nature of the services to be rendered.

If the County is unable to negotiate a satisfactory contract with the Professional which is most preferred, negotiations with that Professional shall be terminated. The County shall then begin negotiations with the firm which is next preferred. If the County is unable to negotiate a satisfactory contract with that Professional, negotiations with that Professional shall be terminated. The County shall then begin negotiations with the

Professional which is next preferred.

If the County is unable to negotiate a satisfactory contract with any of the selected Professionals, the County shall re-advertise the project based on a re-evaluation of the architectural, engineering, or land surveying services requested, including the estimated value, scope, complexity, and fee requirements.

Notice of Unacceptable Submittal: When the Evaluation Committee determines a Professional’s

Qualifications to be unacceptable, such Professional shall not be afforded an additional opportunity to supplement its Qualifications.

Rejection of Qualifications/RFQ’s, Waiver of Irregularities: McHenry County reserves the right to reject any or all Qualifications, to waive irregularities, and to accept that Qualification which is considered to be in the best interest of the County. Any such decision shall be considered final.

PROJECT DESCRIPTION AND SCOPE

Project Description

The McHenry County Division of Transportation (MCDOT) operates nearly 530 lane miles or 218 center lane miles of paved highways serving the residents of McHenry County. Approximately 8% of the miles are 4 lanes or more or divided/undivided. The proposed project is to provide pavement condition rating and other services in support of the MCDOT’s pavement preservation program.

Project Scope

To facilitate the program, the MCDOT employs the use of a pavement management system (PMS) and geographic information systems (GIS) software to maintain data relevant to pavement distress characteristics, traffic volume, and inspection history of its pavements. The MCDOT’s PMS consists of 126 managed segments that are integrated with GIS. The PMS and GIS segment geographical data will be made available to the selected consultant during the course of the project.

• “Pavement Condition”, for each managed segment, is to be evaluated in accordance with the most recent edition of the “Condition Rating Survey” (CRS) methodology developed by the Illinois Center for

Transportation (ICT).

o Raw distress data of each segment must be reported to the MCDOT.

o The CRS value for each segment must be submitted within 3 months after the data has been acquired.

▪ CRS Data to include edge cracking beyond the edge line if equipment allows.

• “Collection of Data” sufficient to calculate the “National Performance Management Measures for

Assessing Pavement Condition,” 23 CFR 490 Subpart C, including International Roughness Index (IRI), rutting, cracking, and faulting. Pavement Condition Index (PCI) would need to be provided as well.

The pavement condition data shall be reported at 1/10th of mile increments.

o The Pavement Condition Index (PCI) is to be calculated based on the ASTM D6433 standard.

PCI Data may be requested in either Automated and/or Traditional formats on all road segments.

o Crack data provided to include each type of crack and their percentage (%) for each segment and not limited to but including transversal, longitudinal, center line cracks.

• “Capital Program”, recommend an optimum system “CRS” rating for the County’s highways, with the county providing the annual pavement preservation budget as a reference, together with recommended minimum annual capital investment necessary to achieve and/or maintain a desired overall highway condition.

o Provide a recommended list of ranked projects based on pavement condition and future aging/traffic growth so that we can make data driven choices for routes to resurface.

• “Roadway Image Collection”, for each managed segment, digital images to be provided in “jpg” format, are to be collected at the time of pavement condition survey and consist of sequential high resolution roadway images taken at a maximum interval of 50 feet with a minimum horizontal resolution of 1080 lines.

• “System Integration” all collected data must be compatible for use with the following systems and delivered in table form, in “.xls or .csv” file type.

o Environmental Systems Research Institute, Inc. (ESRI) ArcInfo GIS software (version 10.5).

o Cartegraph Operations Management System (OMS) software.

• “Data Import” all data obtained for the pavement condition survey is to be imported as inspection events into Cartegraph OMS.

SUBMITTAL FORMAT REQUIREMENT:

When preparing submittals for McHenry County, the following requirements shall be adhered to and presented in the order listed below. Each bulleted item shall be limited to one (1) separate page each unless otherwise noted.

• Cover letter transmitting the proposal on the firm’s letterhead describing the composition and proposal contents, the primary point of contact, and that person’s contact information.

• Table of Contents with page numbers, identifying the approach, resumes, etc.

• Section 1: Project Understanding/Approach summary. Demonstrate a clear vision of the project outcome, as well as the methodologies and philosophies necessary to achieve the desired outcome.

Summary shall be limited to two (2) pages.

• Section 2: Listing of key staff, presented in an overall organizational chart format, with roles and responsibilities of each.

• Section 3: Key staff resumes. Project Manager/key staff members must be clearly identified in the proposal, and the resumes of the Project Manager and key staff and sub-consultant staff must be included. Resumes shall be limited to one (1) page each. All resumes shall CLEARLY differentiate between work experience gained at the current firm and work experience gained while working for other firms. Resumes should indicate the number of years of experience in the profession and number of years of experience with the firm for each project team member. Professional registration information, awards, and training shall also be provided.

• Section 4: Provide a minimum of three (3) and up to four (4) ongoing or completed projects within the last five (5) years of similar scope and magnitude that demonstrate the firm or team has experience in performing work requested by the County. Project resumes shall be a half page each and be on a maximum of two (2) pages.

• The following are mandatory and MUST be included with the Request for Qualification submittal:

o IDOT’s Certificate of Eligibility/IDOT Statement of Experience and Financial Condition (SEFC) o Affidavit of Availability (BC 57) (2 pages)

MANDATORY PAGE

REFERENCES & EXCEPTIONS

List three (3) references, other than McHenry County, you have done similar work, service or supplied similar products to within the last twelve (12) months. Email addresses are required.

It is the responsibility of the submitter to ensure references respond to the County in a timely manner.

Entity: __________________________________Contact Person: ____________________________

Address: ___________________________________________________________________

City, State, Zip Code: _________________________________________________________

Telephone Number: _________________Email Address: _________________________________

Exceptions to this RFQ, Standard T&C, and Purchasing Ordinance (If none, write “none”):

CERTIFICATIONS

▪ I acknowledge there to be Seven (7) Mandatory Pages for my submission to be considered:

References & Exceptions Page, Certifications Page, Signature Page, W-9, IDOT’s Certificate of Eligibility/IDOT Statement of Experience and Financial /condition (SEFC), Affidavit of Availability (BC 57) (2 pgs.), in addition to RFQ requirements Yes

▪ Vendor certifies it has not been barred from contracting with a unit of State or Local

Government because of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961, as amended [720 ILCS 5/33E-3 or 720 ILCS 5/33E-4]. A contractor who knowingly makes a false statement, material to the certification, commits a Class 3 felony. Yes

▪ Vendor certifies it is aware that all contracts for the Construction of Public Works are subject to the Illinois Prevailing Wage Act (820 ILCS 130/1-12) and this Solicitation

Is Subject to, Is not Subject to the Illinois Prevailing Wage Act. Yes

▪ Vendor acknowledges this Solicitation Is Subject to, Is not Subject to the Employment of Illinois Workers in Public Works Act (30 ILCS 570/3) and will comply with the requirements set forth in this Act. Yes

▪ I acknowledge this Solicitation Requires, Does not Require a Bid Bond Yes Bid Security shall be in an amount equal to at least ten percent (10%) of the amount of the Bid except for the Division of Transportation, which should be at least five percent (5%). Bid Security shall be a bond provided by a surety company authorized to do business in the State of Illinois, or a certified check, bank draft, or cashier’s check.

▪ I acknowledge this Solicitation Requires, Does not Require

Performance & Payment Bonds Yes

▪ Vendor understands that, in submitting this bid/proposal, it waives all right to plead any misunderstandings regarding the foregoing information presented in the Solicitation

Documents, including but not limited to, the McHenry County Purchasing Ordinance, Standard Terms and Conditions, and All Addendums. Yes

SIGNATURE PAGE – AUTHORIZED NEGOTIATORS

▪ State full names, titles and addresses of all responsible principles and/or partners below and/or Authorized

Negotiators:

Name and Title: ______________________________________________________________________

City, State and Zip Code: _______________________________________________________________

Telephone Number: _______________________ Email: ______________________________________

Name and Title: ______________________________________________________________________

City, State and Zip Code: _______________________________________________________________

Telephone Number: _______________________ Email: ______________________________________

▪ I have carefully examined the Bid or Request, Scope of Work, Specifications, and any other documents accompanying or made a part of this Bid or Request. I hereby propose to furnish the goods or services specified.

I agree my proposal will remain firm for a period of up to 120 days from Due Date in order to allow the County time to evaluate the qualifications submitted. I verify all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify I am duly authorized to submit on behalf of the firm as its act and deed, and the firm is ready, willing, and able to perform if awarded the contract. I further certify, under oath, this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service. No officer, employee or agent of the County of McHenry or any other proposer is interested in said proposal and the Undersigned executed this

Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

Contact Person for Solicitation Questions/Clarification: __________________________________

Email Address: ______________________________________

Individual/Company/Corporation: ________________________________________________________

Business Address: ______________________________________________________________________

City, State, Zip Code: ___________________________________________________________________

Printed Name & Title:_____________________________________________________________

Email: ______________________________________________________

Authorized Signature: ___________________________________________ Date: _______________