Project Information

Bid Title

Engineering Design Services For Koepke Road Storm Sewer And Roadway Improvements

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Dec 3, 2025

Closing Date

Jan 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Engineering Design Services For Koepke Road Storm Sewer And Roadway Improvements
Category:	Northbrook Engineering & Public Works Bids
Status:	Open
Bid Recipient:	Jake O’Donnell, Civil Engineering Permit Coordinator, John.ODonnell@northbrook.il.us

Description: The Village of Northbrook is requesting proposals for professional design engineering consultant services for a stormwater and roadway improvement project on Koepke Road during Fiscal Year 2027-2028. Services must at least include pre-final & final design, construction cost estimates, land surveying, hydrologic & hydraulic (H & H) analysis, easement research, procurement of required permits, assisting with the competitive contractor bidding process, and assisting with plan interpretation during construction. Respondents must be able to demonstrate previous experience with similar projects. The submitted Proposal should include the firm’s qualifications, project team, resumes, detailed scope of services/tasks, anticipated time schedule, and manhour breakdown per Phase so as not to exceed time and material fees. Publication Date/Time: 12/3/2025 9:00 AM Closing Date/Time: 1/14/2026 9:00 AM Contact Person: Jake O’Donnell, Civil Engineering Permit Coordinator, John.ODonnell@northbrook.il.us Related Documents: MSMP 37 Koepke RFP

Attachment Preview

REQUEST FOR PROPOSALS (RFP)

ENGINEERING DESIGN SERVICES FOR

KOEPKE ROAD STORM SEWER AND ROADWAY IMPROVEMENTS

PROPOSAL REQUEST

Page 1 of 9

Introduction:

Village of Northbrook

Northbrook, Illinois

December 3, 2025

The Village of Northbrook ("Village") is requesting proposals for professional design engineering

consultant services ("Consultant Services") for a stormwater and roadway improvement project on Koepke

Road during Fiscal Year 2027-2028 ("Project"). Services must at least include pre-final & final design,

construction cost estimates, land surveying, hydrologic & hydraulic (H & H) analysis, easement research,

procurement of required permits, assisting with the competitive contractor bidding process, and assisting

with plan interpretation during construction. Respondents must be able to demonstrate previous experience

with similar projects. The submitted Proposal should include the firm’s qualifications, project team,

resumes, detailed scope of services/tasks, anticipated time schedule, and manhour breakdown per Phase so

as not to exceed time and material fees.

Background:

Initially constructed in the 1980s, Koepke Road is an unimproved street and often experiences significant

ponding during major storms. The Village, in the third addendum to its Master Stormwater Management

Plan ("MSMP"), has identified Koepke as a priority because it lacks protection from 10-year rain events.

Given its deficient storm sewer system, Koepke requires new infrastructure to prevent structure flooding in

adjacent properties.

The Village also seeks to address Koepke Road’s rapidly deteriorating asphalt surface, which has been

categorized as a “poor” roadway in the Village’s Capital Improvement Plan ("CIP"). Koepke and its

adjacent streets were last paved in the early 2000s and require asphalt reconstruction. Roadway resurfacing

is also necessary to support the Village’s Bicycle and Pedestrian Plan, which lists bicycle boulevards on

Koepke as one component of its proposal to make Northbrook more walkable and connect its major roads.

There is concern with Koepke’s flooding and visual appearance, some residents are seeking curb and gutter

through the Special Service Area (SSA) procedure. Street improvements via SSA are partially funded by a

real estate tax levied on affected properties. If the necessary petitions succeed, then the Village will include

street improvement as a component of the presently budgeted roadway resurfacing project. If the SSA

process does not proceed, then the project will include surface reconstruction without curb and gutter.

Description of Project:

The Village is seeking a qualified professional engineering firm for the project’s design, final

engineering, and competitive bidding process. The Village’s FY 2026 budget has allocated funding for

engineering design during Fiscal Year 2026-2027.

This project includes three components:

1|

REQUEST FOR PROPOSALS (RFP)

ENGINEERING DESIGN SERVICES FOR

KOEPKE ROAD STORM SEWER AND ROADWAY IMPROVEMENTS

PROPOSAL REQUEST

Page 2 of 9

1. Stormwater Infrastructure

The MSMP proposes conveyance improvements all along Koepke Road from Pfingsten Road to Miller

Road. Approximately 1,200 linear feet of upsized storm sewer will replace the undersized system. Storage

volume is not included because the project does not impact downstream water surface elevation. This plan

is listed as “Project 37” in the MSMP.

2. Roadway Resurfacing

This project includes asphalt reconstruction for components of Keystone Road, Koepke Road, and Miller

Road. Due to the severe cracks and failures in the included roadways, patching is no longer an option.

Thus, all included roadways will be resurfaced. This project is listed in the Village’s CIP.

3. Koepke Rd. Street Improvement

If this component proceeds, then this project will include the addition of curb and gutter on Koepke Road.

The consultant must assist with the Special Service Area procedure by helping to facilitate the specified

meetings and petitions. Since the outcome of the SSA process is still uncertain, the consultant shall

complete design engineering for both potential outcomes.

Summary

Design and completion of this work will require coordination with the Illinois Department of

Transportation (IDOT), Illinois Environmental Protection Agency – Division of Public Water Supplies

(IEPA) and National Pollutant Discharge Elimination System (IEPA-NPDES), North Cook County Soil

and Water Conservation District (NCCSWCD), Cook County Forest Preserve District (CCFPD), Illinois

Department of Natural Resources - Office of Water Resources (IDNR-OWR), and the Unites States Army

Corps of Engineers (USACE). Utility coordination will be required with ComEd and telecommunication

utilities.

All RFP recipients are encouraged to visit the project site to gain a better understanding of the current

conditions and to recommend tasks that have been omitted from this RFP. Pertinent exhibits are included

in the Appendix.

Scope of Services/Tasks:

The scope of work includes the design, permitting, and preparation of construction plans and

specifications for roadway and stormwater infrastructure construction during Fiscal Year 2026-2027. The

contractor must coordinate all components of the project. (If any additional tasks are added by the

Proposer, please note as such by either bolding or italicizing in Proposal):

PHASE A – Preliminary Engineering

SUBMITTAL 1 – (60% COMPLETE)

• Submit 60% plans to the Village of Northbrook Staff.

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REQUEST FOR PROPOSALS (RFP)

ENGINEERING DESIGN SERVICES FOR

KOEPKE ROAD STORM SEWER AND ROADWAY IMPROVEMENTS

PROPOSAL REQUEST

Page 3 of 9

• Prepare agenda for and participate in bi-weekly telephone conference call with Village Staff.

Develop and maintain an updated project schedule and a “to do” list of key project tasks and

outstanding items.

• Conduct a complete and detailed topographical survey (including all underground & above

utilities, structures, ground contours at 1-foot intervals, critical ground spot elevations, trees,

fences, mature landscaping, bushes, property lines, etc.) of each Component Project work site and

extending a minimum 100-feet (or longer as necessary) beyond the limits of the proposed work.

This will include obtaining the required permission from private property owners to complete the

survey work on their respective properties.

o Topographic survey should extend 10 feet beyond the apparent public right of way.

o All trees within 15 feet of the right of way line should be shown and size labeled

o All existing storm sewer inlets/manholes/catch basins should be labeled with their

internal diameter, material type, and structural condition (poor, fair, good). This

information to be shown along with rim and invert callouts on the plan sheets.

o All inverts shall be field measured.

o Right of way should be shown within 1 foot accuracy except for locations where

easements are needed where accuracy shall meet standards required for a plat of survey.

• Coordinate with the Village’s GIS Consortium contact to obtain all available aerial contour

mapping and utility data for each Component Project work site and immediate surrounding area.

This includes the 2009 Cook County Lidar data that Northbrook GIS staff has converted to Lidar

(.las) files to represent a 1-ft contour surface. This data is only intended to supplement and not

replace the detailed field topographical survey. The selected consultant will need to execute a data

sharing agreement with the Village to obtain said data.

• Coordinate utilities (Nicor, ComEd, AT&T, Comcast, etc.) and resolve all conflicts. This will

include a design stage J.U.L.I.E. and utility map request from all utility owners located within and

adjacent to each Component Project site to ensure all possible conflicts are accounted for.

• Review all pertinent excerpts and information for the conceptual project from the Village’s MSMP

and CIP.

• Prepare Hydrologic/Hydraulic project report for each component project.

o Write narrative explaining design methodology and assumptions.

o Show flooding extents per existing conditions modeling. Confirm modeling with available

documented flooding areas per photos/investigation (show on aerial w/flooding limits

mapped).

o Include at least 2 proposed improvement options to meet concept plan level of service.

▪ Show proposed flooding limits based on implementation of improvements.

▪ Develop engineer’s estimate of construction cost for each option.

o Discuss Green Infrastructure possibilities and include estimated costs.

o Provide Village with all project hydrologic and hydraulic modeling data files.

• Include all Village provided archived project “as-constructed” information in the design

documents.

• Set up and attend kickoff or review meetings with permitting agencies. Preparation for and

attendance at regulatory or permitting agencies meetings shall be done as needed.

• Identify and initially submit all required and applicable permits, including, but not limited to IDOT,

IEPA, IEPA-NPDES, NCCSWCD, CCFPD, IDNR-OWR, MWRD, IHPA, Wetland delineation

and initial submittal to the USACE for the necessary Permits or Letters of No Objection, etc.

3|

REQUEST FOR PROPOSALS (RFP)

ENGINEERING DESIGN SERVICES FOR

KOEPKE ROAD STORM SEWER AND ROADWAY IMPROVEMENTS

PROPOSAL REQUEST

Page 4 of 9

• Provide the Village with expected permitting fees, license agreements or other required documents

required from all involved permitting agencies.

• Submit a preliminary Engineer’s Opinion of Probable Construction Cost.

• Identify any required temporary and/or permanent easement(s). Scope, man-hours, and cost for

preparation of the easements will be negotiated with the selected consultant once the need for the

easements has been determined. This work would be paid for separately via a change order.

• Identify impacts to existing trees. Coordinate with CCFPD and Village Forrester to

minimize/mitigate impacts to trees.

• Submit Engineering Drawings (Existing & Proposed Conditions Plan, Utility & Profiles), Cross

Sections, and Typical Sections to be reviewed/approved by Village Staff. Specifications,

Quantities, and Standard Details are not required for Submittal 1. two (2) hard copies of each to

be provided, all drawings will be full-sized (24”x36”). One electronic copy (pdf format) of each

will also be provided.

• Conduct evaluation to determine if any stormwater Best Management Practices (BMPs), including

green infrastructure improvements, can be incorporated.

• Conduct analysis to determine if any grants are available and the preparation and submittal of all

grant funding application(s).

• Administer Initial Project Informational Meeting with Impacted Property Owners and other

Stakeholders.

• Conduct Value Engineering of each proposed Component project concept plan to determine if any

cost savings measures are available. A meeting shall be scheduled by the consultant for this step.

SUBMITTAL 2 – (70% COMPLETE)

All applicable sections of Submittal 1 shall be included in Submittal 2.

• Submit 70% plans marked “Pre-Final” to all utility companies that previously indicated potential

impacts. This submittal will include corrections to the plans from comments made for Submittal

1. Include cover letter with project schedule and required documents.

• Submit Engineering Drawings (Exist. & Proposed Conditions Plan, Utility & Profiles), Typical

Sections, and Cross Sections. Specifications, Quantities, and Standard Details are not required for

Submittal 2. One (1) hard copy to be provided to the Village (all drawings will be full-sized

(24”x36”)). One electronic copy (pdf format) of each will also be provided. Consultant to provide

Plans to each Utility company as required by the Utility.

• Prepare the necessary Easement Exhibit Documents.

• Perform title search to confirm ownership interests

• Develop legal descriptions of easement and property

• Develop easement exhibits with location and type of easements anticipated

SUBMITTAL 3 – (98% COMPLETE)

• Submit 98% plans to Village of Northbrook Staff. This submittal will include modifications from

the Utility Companies made in Submittal 2.

• Include a Utility Matrix showing the conflicts identified with each Utility and the resolution.

4|

REQUEST FOR PROPOSALS (RFP)

ENGINEERING DESIGN SERVICES FOR

KOEPKE ROAD STORM SEWER AND ROADWAY IMPROVEMENTS

PROPOSAL REQUEST

Page 5 of 9

• Include detailed drainage calculations for inlet capacities, main line and lateral pipe conveyance,

etc. to determine final storm sewer size(s) and drainage structure number(s) and location(s).

• Procure all other required and applicable Permits, including, but not limited to the IDOT,

MWRDGC, IEPA-NPDES, NCCSWCD, IDNR-OWR, USACOE, etc.

• Incorporate any identified stormwater BMPs and green infrastructure improvements.

• Obtain Village Tree Removal & Preservation Permits. Provide a summary of trees to be removed

with replacement trees identified and included in the plans

• Provide copy of consultant’s internal quality assurance (QA) review notes/responses. QA

documentation should at a minimum include

▪ Checked quantity calculations

▪ Checked cost estimate/unit pricing review

▪ Notes from designer’s field visit to field check of 98% plans

▪ Construction feasibility review

• Submit 98% Engineering Drawing Set (including, but not limited to Title Sheet, Summary of

Quantities, Traffic Control & Protection, Grading Plans, SWPP, Utility Plans, Utility Crossing Data

at all major locations, Sewer Profiles, Cross-Sections, Tree Removal & Preservation Plan,

Restoration/Landscape Plan, Tree Plantings, Details, General Notes, etc.) and Final Construction

Estimate.

▪ Two (2) hard copies of each to be provided to Village staff for final review, all drawings

will be full-sized (24”x36”). One electronic copy (pdf format) of each will also be

provided.

• Include all Project Specifications, Standard Details, and Special Provisions.

▪ Two (2) hard copies of each to be provided to Village staff for final review. One

electronic copy (pdf format) of each will also be provided.

• Assist in facilitating the Special Service Area procedure.

▪ Administer Project Informational Meetings with impacted residents.

▪ Communicate with residents about costs and provide updates as required.

PHASE B – FINAL ENGINEEIRNG/BID PACKAGE:

• Lead Project Open House meeting. Project staff to be present to answer questions from the public.

Prepare exhibits showing the improvements on aerial imagery among other exhibits.

• Submit Final Engineering Drawing Set (including everything from Submittal 3).]

o Two (2) hard copies of each shall be provided to the Village. All drawings will be full-

sized (24”x36”). One electronic copy (pdf format) of each will also be provided.

• Submit Final Project Specifications, Standard Details and Special Provisions (including everything

from Submittal 3).

o Two (2) hard copies of each to be provided to Village staff. Electronic copy (word and pdf

format) of each will also be provided.

o Provide Final Engineering Drawing Sets and Project Specifications, Standard Details,

Special Provisions to each Utility company as required by the Utility.

• Finalize and/or follow-up on any grants applied for and to ensure project(s) eligibility is maintained.

• Provide Village with a CD containing all project CAD drawings (.dwg format) in AutoCAD

Civil3D.

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Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 237310Highway, Street, and Bridge Construction
• NAICS 541330Engineering Services

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