county of stephenson REQUEST FOR PROPOSAL(CH 6 CH 5)_Cedarville Rd and Galena Rd roundabout.pdf

R:\SECTIONS\24\24-00190-05-FP Cedarville Rd and Galena Rd Roundabout\REQUEST FOR PROPOSAL(CH 6 CH 5)_Cedarville Rd and Galena Rd roundabout.docx

REQUEST FOR PROPOSAL

PHASE I & PHASE II ENGINEERING SERVICES

W/ OPTION FOR PHASE III

STEPHENSON COUNTY

CH 6 CEDARVILLE RD & CH 5 GALENA RD

ROUNDABOUT

SECTION NUMBER 24-00190-05-FP

Proposals are due to the Stephenson County Highway Department office, 295 W. Lamm Rd, Freeport, IL 61032 or stcohwy@stephensoncountyil.gov by 3:00 PM, November 9, 2026.

Proposals received after this time will not be accepted.

I. PROJECT DESCRIPTION

The Stephenson County Highway Department needs Phase I & Phase II engineering services and an option for Phase III engineering services for the planning and design for a roundabout at the intersection of County Highway 6 (Galena Rd) and County Highway 5 (Cedarville Rd). Phase I and Phase II will be utilizing Federal Rural and Tribal Assistance (RTA) grant funds. The estimated construction cost is $3,500,000 utilizing federal funds. Phase I & Phase II engineering are expected to be completed for a spring 2028 state letting. All Specific tasks include, but are not limited to:

1. Data collection

2. Environmental studies coordination

3. Local Coordination

4. Prepare IDOT forms and reports

5. Pavement Design Options

6. Safety Improvements

7. Intersection Evaluation at CH 6 and CH 5

8. Preparation of a Project Development Report (PDR)

9. Preparation of contract plans and project special provisions/specifications

10. Preparation of estimate of cost and time

11. Right of Way acquisition and/or Construction Easements including Highway Plats and

Legals, if necessary

12. Appraisal and negotiation of land acquisition consistent with Title II and III of the

Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970.

Phase III, Construction Inspection, shall be included as an option.

II. PROPOSAL REQUIREMENTS

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Proposals shall be submitted as a Portable Document Format (pdf) no later than 3:00 PM on

Monday, November 9, 2026, to stcohwy@stephensoncountyil.gov or Stephenson County

Highway Department office, 295 W. Lamm Rd, Freeport, IL 61032 The required proposal format is listed below. Please do your best to comply with as much of this information as possible.

The completed Proposal shall be limited to 10 pages and include the following items, presented in the following order:

• Cover letter on the firm’s letterhead transmitting the Proposal to the

County. The cover letter shall describe the composition and proposal contents. In addition, the cover letter shall include any/all contact information, should questions arise from the submitted Proposal.

• Section 1: Listing of key staff, presented in a company organizational chart format, starting with individuals of a higher ranking or classification near the top of the chart that are proposed to provide the majority of services.

• Section 2: Key staff resumes. Resumes shall be limited to two pages total.

• Section 3: List of other company support staff that are not anticipated to perform major items of work but that may be available should their assistance be required.

• Section 4: Proposed sub-consultants.

• Section 5: Ongoing or completed projects of similar scope and magnitude that demonstrates the firm has experience in performing work requested by the County for the specific project.

• Section 6: This section also known as the Project Approach or Project

Understanding shall be devoted to discussion of the County’s project for which services are needed. The following elements shall be included in this section:

✓ Project Name

✓ Project Location

✓ Type of work required (e.g., Phase I, II & III Engineering)

✓ The firm’s proposed preliminary project approach to obtaining necessary data, evaluating the existing conditions, identifying problems/deficiencies, and proposed methods to correct and resolve identified problems and deficiencies.

✓ A list of anticipated challenges or what is anticipated to be the biggest challenge in completing the requested work.

III. SELECTION CRITERIA AND WEIGHTING

• Technical Approach 30%

• Firm Experience 25%

• Staff Capabilities 20%

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• Specialized Expertise 25%

IV. SELECTION PROCESS

The selection of the Consultant will be made in compliance with the County’s most current “Stephenson County Highway Department Qualification Based Selection (QBS) Process for Procurement of Professional Services as Adopted by Stephenson County March 16, 2023.

The current QBS Procedure is posted on the County’s website, www.stephensoncountyil.gov

The County may conduct interviews with short-listed firms in compliance with its current

QBS Procedure for professional services anticipated for this project. If necessary, interviews with the short-listed firms will be scheduled for the week of November 30, 2026.

The interview will be a maximum of 20 minutes. The Consultant should be prepared to make a presentation (a maximum of 15 minutes in length) outlining their qualifications and experience with projects of similar scope and magnitude. The Consultant should also demonstrate their understanding of the project and engineering services required. The remainder of the scheduled time will be a question-and-answer session. Attendance at the presentation will be limited to two representatives from the Consultant and attendance of the Project Manager is mandatory.

The consultant chosen by the Selection Committee will be the presumptive Consultant for the final negotiations. The County will then conduct negotiations with the first-choice firm. If the

County is unable to execute a timely contract with the first choice, the County will then pursue negotiations with the second-choice firm who has met the basic qualifications, then the third, etc., until an acceptable contract is executed.

The negotiated contract will be presented to the Stephenson County Public Works Committee on

December 10, 2026, and the Stephenson County Board at their December 17, 2026, meeting for their approval.

IV. CONTACT INFORMATION

Any questions regarding the project may be directed to Dale Rasmussen at drasmussen@stephensoncountyil.gov or Brian Peight at bpeight@stephensoncountyil.gov

The Highway Department office number is 815 235-7497.