Project Information

Bid Title

Request For Proposals (RFP) For Construction Observation Services For Skokie Boulevard Resurfacing

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Jan 21, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request For Proposals (RFP) For Construction Observation Services For Skokie Boulevard Resurfacing
Category:	Northbrook Engineering & Public Works Bids
Status:	Open
Bid Recipient:	Jim Huff, Engineering Technician, James.Huff@northbrook.il.us

Description: The Village of Northbrook is requesting proposals from professional engineering firms for consultant professional construction observation services for the Skokie Boulevard Resurfacing project that has been included in the Village’s 2026-27 Fiscal Year Budget. Respondents must be able to demonstrate previous construction observation experience with similar projects described herein. The submitted proposal should include the firm’s qualifications, project team, resumes, detailed scope of services/tasks, schedule, man hour estimate, and not-to-exceed costs for completing the construction observation services specified in the RFP document. Publication Date/Time: 1/21/2026 9:00 AM Closing Date/Time: 3/4/2026 12:00 PM Contact Person: Jim Huff, Engineering Technician, James.Huff@northbrook.il.us Related Documents: Skokie LAFO RFP

Attachment Preview

REQUEST FOR PROPOSALS (RFP)

CONSTRUCTION OBSERVATION SERVICES FOR

SKOKIE BOULEVARD RESURFACING

Village of Northbrook

Northbrook, Illinois

January 21, 2026

Introduction:

The Village of Northbrook ("Village") is requesting proposals for consultant professional construction

observation services ("Consultant Services") for the Skokie Boulevard Resurfacing project that has been

included in the Village’s 2026-27 Fiscal Year (FY) Budget (“Project”) and described below in this Request for

Proposals ("RFP"). Respondents must be able to demonstrate previous construction observation experience

with similar projects described herein. The submitted proposal should include the firm’s qualifications, project

team, resumes, detailed scope of services/tasks, schedule, man hour estimate, and not-to-exceed costs for

completing the construction observation services specified below.

Background:

The surface layer of pavement on Skokie Boulevard between Lake Cook Road and the Village’s southern limit

needs to be replaced. The roadway was last resurfaced in 2006 and is currently rated as having limited failures.

The surface has been repeatedly patched and its condition is reaching a point where patching will no longer be

an option. Skokie Boulevard is classified as a Federal Aid Urban (FAU) route by the Illinois Department of

Transportation. In FY 2021/2022, the Village received notice that this project was awarded grant funding from

the North Shore Council for construction in FY 2026/2027 through the Surface Transportation Program. Phase

I and II engineering is being performed in-house by Village Staff.

Description of the Construction Project:

The Village’s FY 2026/2027 Budget (May 1, 2026 to April 30, 2027) has allocated funding for the

construction of the LAFO Skokie Boulevard Resurfacing project. A brief summary of the construction work to

be implemented can be found below:

The work will be performed on Skokie Boulevard from south of Sunset Ridge Road to Lake-Cook Road

within the Village of Northbrook, Cook County, Illinois. The net project length is 9,400 feet (1.780 Miles)

and the gross project length is 9,400 feet (1.780 Miles). Work will consist of removing the asphalt surface

course, constructing an asphalt leveling binder and surface course as well as constructing asphalt patches;

repairing segments of combination curb and gutter; repairing minor drainage structure deficiencies; installing

pavement marking and providing traffic control and protection. Construction of the roadway improvements

will be paid for through the Village’s motor fuel tax allotment along with grant funding from the North Shore

Council through the Surface Transportation Program.

Project Estimated Construction Cost: $2,317,690.00

1

REQUEST FOR PROPOSALS (RFP)

CONSTRUCTION OBSERVATION SERVICES FOR

SKOKIE BOULEVARD RESURFACING

Scope of Services/Tasks:

The following services/tasks including, but not limited to, the following will need to be performed/provided

unless otherwise designated. If any additional tasks are added by the Proposer, please note as such by either

bolding or italicizing in Proposal:

FULL TIME CONSTRUCTION OBSERVATION:

Staffing:

• Full time construction observation services are required

• Full time within reason. If construction work is delayed and or no activity is occurring then the

“project engineer” should not be billing time to the project.

• If project work that does not require full time on site presence is occurring then the “project

engineer” should not be billing time to the project.

• Assign one consultant employee to be the “project engineer”.

• Employee will be the lead inspector and is expected to be on site during construction activities

▪ The “Project engineer” identified in the consultant’s proposal is expected to serve as

“project engineer” for the entire project. Any change in “project engineer” must be brought

to the Village’s attention for review and approval.

▪ The “project engineer” shall have a minimum of five years of experience in construction

observation, management and inspection experience. If not five years experience, then the

“project engineer” must have prior working experience with the Village performing these

tasks

▪ The project engineer shall have a computer with internet access on hand and a company

vehicle at all times.

Scope of Services

• Project Startup.

• Hold pre-construction meeting with contractor, Village staff, and other pertinent parties.

• Develop and distribute Project Notifications (letters to impacted businesses and residents).

• Maintain Daily Project Diary, Daily Inspection Reports, and all other Pertinent Records.

• Daily reports should include labeled construction photos

• Review material submittals to ensure they are in accordance with the requirements set forth in the Contract

and Engineering Drawings.

• Perform construction inspection of all Contract Work to ensure improvements are constructed safely with

minimal impact on the public and in accordance with the project specifications.

• Answering of questions and resolving issues and concerns from impacted property owners.

• Contract Administration/Documentation.

• Documentation of Contract Quantities through IDOT’s CMMS program.

• Compliance will all federal and state grant requirements

• Ensure Compliance with all applicable Permits.

• Serve as initial point of contact for all project related resident concerns. Then after consultation with Village

staff, work with all involved parties to resolve concerns.

• Administer weekly Progress Meetings with Village staff and contractor. Provide timely meeting minutes.

• Provide the Village a minimum of three photos of the construction project per week when there is active

construction.

• Provide a brief daily emailed update to Village project manager at the end of each work day. Summarize the

work completed and advise what work is expected for the next day.

2

REQUEST FOR PROPOSALS (RFP)

CONSTRUCTION OBSERVATION SERVICES FOR

SKOKIE BOULEVARD RESURFACING

• Review contractor progress against construction schedule timeframe/completion dates. Send a summary

email each week with summary of work performed and advising contractor of remaining days and

completion date (or any interim deadlines).

• Review/Process Contractor Progress Pay Requests (review waivers of lien, sworn statements and certified

payroll records and have contractor revise documents as necessary) and Recommend for Payment to the

Village.

• Coordinate QA material testing services with the Village’s material testing consultant to ensure QA material

testing work is performed.

• Developing and Processing of Change Orders, if necessary.

• Project Finalization.

• Develop and ensure completion of the projects’ “Punch List.”

• Review contractor submitted As-Built plans for accuracy.

• Warranties/Guarantees and Final Lien Waiver from Contractor.

• Final Project Acceptance by Village.

• Final Payment to Contractor.

• Address any issues that arise during warranty period (up to 1 year beyond date of final payment to

Contractor).

• Provide hard copy of all project documents (job box) at the end of the project

• Provide electronic copy of all project documents on a CD or USB flash drive

▪ Electronic files should be organized in a manner that is consistent with the hard copy of the

job box and shall use common file formats such as PDF or Microsoft office

Estimated Project Construction Schedule

Task

Bid Opening

BOT Construction Contract Award

Preconstruction Meeting

Construction Start

Substantial Completion

Final Completion (Restoration and Punch List)

Date

June 12, 2026

July 14, 2026

July 17, 2026

August 3, 2026 (60 Working Days)

October 2, 2026

October 10, 2026

Construction projects include a one year warranty period starting upon issuance of the project completion letter

to the construction contractor. Construction observation services to be provided as needed during warranty

period.

Instructions to Consultants:

Preparation of Proposals

The Village is requesting proposers provide an estimate of required man-hours of construction observation

in their proposals. The man-hours estimate should be determined based on the below assumptions:

• Contract will be awarded May 26, 2026 with construction observation services beginning following

award.

• Full time inspection begins on August 3 and runs through the completion of the project in October.

• A minimum of 100 man-hours of the project budget needs to be reserved for project closeout.

3

REQUEST FOR PROPOSALS (RFP)

CONSTRUCTION OBSERVATION SERVICES FOR

SKOKIE BOULEVARD RESURFACING

Please note that the Village will not pay for travel time for consultant inspection staff. It is expected the

consultant has office/staff near the project site. The Village will only pay for consultant inspection time spent

working on the project (either on site or remotely).

All proposals must be signed by an authorized official. Proposals that contain omissions, erasures, alterations,

or additions not called for, conditional or alternate bids unless called for, or that contain irregularities of any

kind may be rejected. All reimbursable expenses including office supplies and travel expenses shall be listed

separately and included within the overall not-to-exceed cost.

Clarifications & RFI’s

Village reserves the right to make clarifications, corrections, or changes in this RFP at any time prior to the time

proposals are due. Questions and requests for information must be submitted before noon local time on February

25, 2026 to Jim Huff, Engineering Technician, at james.huff@northbrook.il.us. The Village will issue

addendums and/or responses to RFI’s on the Village’s website at http://www.northbrook.il.us/bids.aspx. It is the

consultant’s responsibility to check the website for addendum/response to RFI’s.

All proposals submitted must acknowledge receipt of all addenda issued by the Village.

Delivery of Proposals

Please submit four (4) paper copies of your proposals in a sealed envelope plainly marked with the title of the

project and firm’s full legal name to the Village of Northbrook, Jim Huff, Engineering Technician, Public

Works Center, 655 Huehl Road, Northbrook, Illinois 60062, no later than 12:00 P.M., Wednesday, March

4, 2026. This must include an overall not-to-exceed cost (detailed cost breakdowns in terms of hours, hourly

rates, direct costs, etc.) for each Project and the overall total. In addition, please submit one (1) Flash Drive

containing your proposal. Proposals may be delivered by mail or in person. Proposals received after the time

specified above will be returned unopened.

RFP Schedule

Task

Proposals Due

Select and notify finalists

Interview finalists

Select Consultant

BOT Contract Award

Date

March 4, 2026

March 27, 2025

April 6-10, 2026

April 17, 2026

May 26, 2026

Evaluation of Proposals:

The submitted proposals will be reviewed and selected based upon factors in this RFP and including the

following:

(1) Experience on similar projects with references (name, title, address, phone, e-mail & fax

numbers) within the last three years only;

(2) Firm Information (size, location, history, resources, etc.)

(3) Qualifications (resumes) of personnel assigned to work on the project (project team),

organizational chart, etc. Please clearly identify who the project resident engineer will be.

4

REQUEST FOR PROPOSALS (RFP)

CONSTRUCTION OBSERVATION SERVICES FOR

SKOKIE BOULEVARD RESURFACING

(4) Ability to meet project deadlines (availability of staff to perform services);

(5) Completeness of project approach (detailed scope of services/tasks, etc.);

(6) Any additional services/tasks not identified in this RFP that the consultant believes will improve

the project, reduce costs and time, etc.;

(7) The Village’s prior experience working with the Proposer; and

Follow-up discussions/interviews may be conducted with several firm(s) to resolve any questions, finalize the

scope of work and service agreement on final not-to-exceed cost as a means to recommend final selection to the

Board of Trustees if necessary.

Freedom of Information Act

All information submitted to the Village in response to this Request for Proposals shall be deemed a public

record and will be subject to disclosure under the Illinois Freedom of Information Act (5 ILCS 140 et seq.)

subsequent to the award of the contract. Consultants are advised that Section 7(1)(g) of that Act exempts the

following from disclosure:

Trade secrets and commercial or financial information obtained from a person or

business where the trade secrets or commercial or financial information are

furnished under a claim that they are proprietary, privileged or confidential, and

that disclosure of the trade secrets or commercial or financial information would

cause competitive harm to the person or business, and only insofar as the claim

directly applies to the records requested.

Consultants desiring to have portions of their proposals considered exempt are advised to mark these portions

accordingly.

Withdrawal of Proposals

No proposal shall be withdrawn for a period of 60 days after the proposal due date.

Rejection of Proposals

Proposals that are not prepared in accordance with these Instructions may be rejected. If not rejected, Village

may request correction of any deficiency and accept the deficiently prepared proposal upon compliance with

these Instructions to Consultants.

Acceptance of Proposals

Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability,

capability, reputation, and expertise of the Consultants.

The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the

interests of Village and to the public based on the evaluation factors in this RFP; to reject the low price proposal;

to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities

in any proposal submitted or in the request for proposal process; provided, however, the waiver of any prior

defect or informality shall not be considered a waiver of any future or similar defect or informality. Consultants

should not rely upon, or anticipate, such waivers in submitting their proposal.

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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238990All Other Specialty Trade Contractors
• NAICS 541330Engineering Services

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