village of lincolnshire 2026-01 RFQ SLP Improvements Phase I.pdf

VILLAGE OF LINCOLNSHIRE

REQUEST FOR QUALIFICATIONS

RFQ# 26-01

SPRING LAKE PARK IMPROVEMENTS - PHASE I

PROJECT DESCRIPTION

The Village of Lincolnshire hereby solicits qualified and interested firms to submit proposals for design, bidding assistance, and construction observation services associated with planned improvements at Spring Lake Park. The Consultant will prepare conceptual designs and final construction documents for new playgrounds (ages 2–5 and 5–12, including swing sets), poured-in-place (PIP) safety surfacing, a composite deck at the Spring Lake Park House, and the reconstruction of the beach shower pad (including drainage tiles, perimeter trench drains, new concrete flatwork, and shower fixture replacement), as well as provide Phase III construction observation during installation.

OVERVIEW OF THE VILLAGE OF LINCOLNSHIRE

The Village of Lincolnshire is located in Lake County approximately 34 miles northwest of Chicago. The

Village covers an area of approximately 4.7 square miles and has a population of 7,940 according to the 2020 Census.

GENERAL REQUIREMENTS

Proposals must be received no later than 3:00 PM on September 4, 2026 via e-mail and must be under

10 MB. A confirmation e-mail will be sent within 24 hours of the submittal to confirm receipt. If the submittal is over 10 MB, please submit download instructions or use the contact below to arrange an acceptable submittal format. Qualifications will be opened and evaluated in private and information will be kept confidential until an award is made. One (1) pdf of the submittal shall be submitted to:

Village of Lincolnshire

Attn: Bradford H. Woodbury – Public Works Director Phone: (847) 913-2381 Email: bwoodbury@lincolnshireil.gov

SCHEDULE OF EVENTS*

August 14, 2026 RFQ Available

August 21, 2026 Optional Pre-Proposal Site Visit at 10:00am

(Spring Lake Park House, 49 Oxford Drive)

August 25, 2026 Questions due via e-mail to Brad Woodbury at bwoodbury@lincolnshireil.gov by 3:00 PM

August 28, 2026 Question answers to be posted to Village website

September 4, 2026 RFQ Due to the Village by 3:00 PM

September 7 - 11, 2026 Staff review of qualifications

September 14 - 18, 2026 Notification/negotiations with preferred consultant

September 21, 2026 Anticipated Notice to Proceed

* schedule subject to change ** interviews may or may not be required at the discretion of the selection committee

EVALUATION

Evaluation of qualifications will be performed by Village staff based on experience in executing projects of similar scope and nature, as well as strict adherence to specifications. Criteria may be weighted at the Village’s discretion. Consultants are required to specifically address each evaluation criterion below:

1. Experience & Qualifications of Consultant: Firm capabilities, key staff qualifications, and direct experience with similar municipal park, playground, concrete flatwork, and civil drainage projects.

2. Proposed Methodology & Approach: Work plan detailing concept delivery, community/board engagement, design refinement, storm water/drainage integration, and construction oversight.

3. References & Past Performance: Examples of comparable park, playground, composite decking, and site utility/concrete renovation contracts.

4. Quality Assurance & Schedule: Demonstrated QA/QC procedures and project schedule ensuring timely and budget-conscious delivery.

SUBMITTAL REQUIREMENTS

• Introductory Cover Letter

• Firm Overview: Name, address, legal structure, and brief profile.

• Statement of Interest & Qualifications: A narrative highlighting specific qualifications, background in park design, ADA accessibility standards, playground safety compliance, and civil drainage/flatwork engineering.

• Resumes of Key Personnel: Detailed qualifications of the personnel assigned to this project.

• Relevant Project Experience: Case studies highlighting 3–5 similar playground, safety surfacing, outdoor deck, and park drainage/hardscape projects completed within the last 5 years.

• Project Schedule: Estimated timeline for concept development, public/staff review, final bidding documents, and Phase III construction observation.

• Fee Proposal Instructions: Do not include price proposals or fee structures in the primary qualification packet. Under QBS guidelines, scope negotiations and fee discussions will take place solely with the highest-ranked consultant following evaluation.

NOTE: The Village reserves the right to reject any or all submittals, to waive technicalities or informalities, and to negotiate final terms with the top-ranked firm in accordance with the Illinois

Local Government Professional Services Selection Act (50 ILCS 510/)

DETAILED SCOPE OF WORK

The Village of Lincolnshire is seeking proposals from qualified landscape architecture and engineering firms to provide design, procurement assistance, and construction observation services for the replacement of playground equipment, installation of poured-in-place (PIP) safety surfacing, construction of a new composite deck, and complete reconstruction/drainage remediation of the beach shower area at Spring Lake Park (49 Oxford Drive). The primary goal is to create an inclusive, safe, and durable recreational area that harmonizes with the aesthetic features of Spring Lake Park. Design work will occur in late 2026, with construction budgeted for 2027. The selected Consultant will perform the following scope of work:

Discovery & Site Assessment

• Review existing site conditions, utilities, topography, drainage, and property boundaries.

• Inspect existing structures and site features adjacent to the Spring Lake Park House, beach area, and playground areas.

• Evaluate existing water lines, drainage conditions, and standing water issues around the current beach shower area.

• Identify local floodway, shoreline, structural foundation, and environmental permitting requirements related to the waterfront deck installation and beach drainage connections.

• Review existing site conditions, utilities, topography, drainage, and property boundaries.

• Inspect existing structures and site features adjacent to the Spring Lake Park House and playground areas.

• Identify local floodway, shoreline, structural foundation and environmental permitting requirements related to the waterfront deck installation.

2. Concept Design Options Prepare 2–3 holistic site master plan concepts that integrate all elements into a cohesive vision:

• Playground Equipment: Layout options for 2–5 year old and 5–12 year old play areas, including swing set options and inclusive/accessible play elements meeting ASTM/CPSC safety guidelines.

• Poured-in-Place (PIP) Safety Surfacing: Vibrant, durable PIP surfacing concepts meeting critical fall height requirements.

• Composite Deck Structure: Design options for a new composite deck outside the Spring

Lake Park House (located southwest of the playground) utilizing heat-mitigating composite decking materials.

• Beach Shower & Concrete Drainage Pad: Design specifications for a replacement commercial outdoor shower column, new concrete pad sloped appropriately to mitigate pooling, perimeter trench drains, center drain structure, and drain tile tie-ins to direct runoff safely away from the beach sand.

3. Bidding, Procurement & Final Specifications

• Refine selected concepts based on input from Village staff and potential presentation to the

Village Board.

• Prepare complete bid documents, technical specifications, and project cost estimates.

• Provide bid assistance, including attending pre-bid meetings and evaluating contractor bids.

4. Construction Engineering (Phase III)

• Provide construction observation and oversight during the installation of playground equipment, PIP surfacing, deck construction, concrete flatwork, and shower/drain tile installation.

• Review shop drawings, submittals, and pay applications.

• Perform final punch-list inspections and verify compliance with play safety standards.

5. Meetings & Coordination

• Attend progress meetings with Village staff, community stakeholders, and/or the Village Board as required.

PROJECT OVERHEAD LOCATION MAP

CURRENT (2-5 YR OLD) PLAYGROUND

CURRENT (5-12 YR OLD) PLAYGROUND

CURRENT VIEW (PROPOSED DECK AREA)

POTENTIAL DECK CONCEPT

CURRENT VIEW (BEACH SHOWER AREA)

POTENTIAL SHOWER AREA CONCEPT