Project Information

Bid Title

Request For Proposal: Pavement Analysis Village of Woodridge's 5-Year Pavement Management Plan

Issuing Agency

Woodridge village

Location

Illinois

Published Date

Nov 13, 2025

Closing Date

Dec 8, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
Request For Proposal: Pavement Analysis Village of Woodridge's 5-Year Pavement Management Plan	November 13, 2025 3:45 PM	December 08, 2025 11:00 AM

Attachment Preview

Pavement Analysis Proposals (5-Year Plan)

(Sealed Proposals are due by 12/8/25 at 11:00AM at 1 Plaza Drive, Woodridge IL 60517)

VILLAGE FOCUS AND GOALS

The focus of this project is to prioritize the roadway program and “apply the right treatment at the right time” to

most efficiently utilize available funds and maximize the life of the Village’s roadway infrastructure, along with

identifying trends and potential shortfalls in funding.

The Village has several primary goals it is seeking to achieve through the completion of this pavement analysis.

• Establish an updated plan and 5-year forward-looking program of prioritized streets (segments) and

recommended treatment methods that result in the most efficient use of available dollars to preserve and

extend pavement life. A subsequent 5-year period of street groupings should be included.

• Determine the current average level of service (LOS) of existing roads, and general categories of roadway

condition (i.e. 15% in excellent condition, 65% good condition, etc.) and compare these results to the average

LOS and general categories of condition from the prior studies to determine overall trend data for the

Village’s roadway inventory.

• Determine the required annual expenditure to maintain the existing LOS through the 5-year program, with

annual costs projected out through 10 years.

• Determine the required annual expenditure to meet another level of LOS (to be defined by the Village to the

consultant) through the 5-year program, with annual costs projected out through 10 years.

HISTORICAL INFORMATION

Starting in 2003, the Village hired an engineering consultant firm IMS to evaluate every road segment under the

Village’s maintenance and provide a multi-year rehabilitation schedule based on their report in terms of pavement

conditions, age, locations, etc… to maximize the Village’s available budget. IMS utilized the Laser Road Surface

Tester (RST) to analyze each pavement surface then inputted their results in their Pave Pro Manager software to

provide with their report.

The next multi-year study occurred in 2011, where James J. Benes and Associates, Inc. (Benes) utilized the

Pavement Surface Evaluation and Rating (PASER) manual to provide a 5-year schedule of roadways to be

maintained through mill and overlay resurfacing or full-depth asphalt resurfacing. Also, they provided cost estimates

for maintenance operations such as asphalt patching or crackfilling. In 2016 and 2021, Rempe-Sharpe & Associates,

Inc. (Rempe) continued utilizing the PASER evaluation methods to evaluate each street section and provided a 5-

year schedule for the Village to consider based on available budget and what the estimated maintenance cost would

be for each section.

The Village is looking to continue the PASER evaluation method to have historical consistency as well as finding the

PASER reports being satisfactory in terms of making a yearly schedule for their road resurfacing projects. For FY

2026 to 2030 the Village’s anticipated budget is $2.1M per year.

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SECTION 1 - “STANDARD PAVEMENT ANALYSIS”

I. PROJECT INITIATION

A. Attend an initial meeting with Village staff to review the goals, deliverables and schedule of the analysis.

B. Obtain and review street systems base data from the Village.

C. Review the 2021 pavement condition report (attached – bike path data has been intentionally omitted).

II. ANALYZE EXISTING CONDITIONS

A. Base inventory data sheets for the Village streets will be provided by the Village (included in 2021 report).

The data sheets will include segment numbers, square yards of pavement, year in service, and year of last

improvement.

B. A visual inspection will be performed on each street segment of approximately 98 centerline miles

maintained by the Village to evaluate existing conditions of the pavement. Types and severity of distress

will be noted and measured using procedures outlined in the University of Wisconsin Transportation

Information Center’s PASER Condition Manuals for Asphalt and Concrete Pavements. An overall rating

will be established for each street segment. Please specify if another rating system will be utilized. Any

alternative rating system must be comparable to PASER in terms of comparing previous data and

determining trends for the roadway system and is subject to final approval by the Village of any

alternative.

C. The field data developed from the visual inspection will be entered into the base inventory data sheets.

The consultant should specify how the data will be collected and quality control that will be used for the

information.

D. The street segments will be sorted to establish type and priority of rehabilitation.

III. REHABILITATION AND MAINTENANCE STRATEGIES

A. Recommended methods of rehabilitation (reconstruction, resurfacing, pavement patching, etc.) will be

assigned to each street segment. Respective improvement codes will be assigned to each street segment.

B. Unit costs for each of the recommended methods of rehabilitation will be established. The unit costs will

be based on actual costs from recent projects.

C. Suggested maintenance operations (crack filling or patching) will be developed for each street segment

that are not on the consultant’s 5-year rehabilitation plan. The purpose of maintenance operations will be

to extend the life of pavement until rehabilitation is scheduled in the multi-year program. Identifying

numerical codes will be established for each maintenance operation.

D. Unit costs for each of the recommended maintenance operations will be established based on actual costs

from recent projects.

E. Estimated costs for rehabilitation and maintenance will be developed for each street segment. The

estimated cost will be based on the unit costs developed in Tasks III.B. and III.D and the area of the street

segment.

F. Summary spreadsheets and databases for the recommended methods of rehabilitation and maintenance

operations will be prepared including data that can be integrated into the Village’s GIS system. The

Village will provide a tablet to use by the consultant to input each street segment’s PASER rating, and

the consultant will also input their recommended streets for the years 2027-2031 in the next 5-year cycle

in a separate column.

G. Meet with Village staff to discuss the assignments of rehabilitation and maintenance operations, and

respective costs.

IV. MULTI-YEAR PROGRAM AND FINAL REPORT

H. The rehabilitation of each street segment will be assigned to a 5-year period within a 20-year street

improvement program cycle to perform full street resurfacing with intermittent curb and sidewalk repairs

as needed. Specific annual assignments will be made for the first 5-year period of the multi-year program.

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The assignments will be based on the condition of the existing pavement and available annual funding as

well as required funding to meet a designated level of service.

I. Maintenance operations will be scheduled within the multi-year program for each street segment to extend

the life of the pavement until rehabilitation is performed. Assignments of maintenance operations will be

made for the first period of the multi-year program to specific street segments. Annual budgets for

maintenance will be recommended.

J. A final report will be prepared that incorporates Village staff comments with narrative and supporting

exhibits and tables that summarize the findings and recommendations of the pavement analysis. The

report will include specific street segment for rehabilitation and maintenance for the annual elements of

the first period of the multi-year program. The report will present a comparison of recommended

expenditures for the multi-year pavement management program and projected funding; and will discuss

potential impacts if expenditures exceed funding. The data included in the final report will be in a format

that can be integrated into the Village’s GIS system.

K. Attend meetings as required to present the final report to the Village’s elected officials.

V. PROFESSIONAL FEES AND TIMELINE

Please provide a not-to-exceed cost for the “Section 1 - Standard Pavement Analysis”. Please include a

breakdown of man hours and staffing that will be completing the work and estimated time to produce the

complete draft report by June 1, 2026.

SECTION 2 – “ALTERNATIVE PAVEMENT ANALYSIS”

Alternative analysis options and approaches can be provided at the discretion of each company. This information

may include alternative methods or approaches to completing the scope of work; alternative data and

recommendations to be supplied; or other information at the company’s discretion. When an alternative is submitted

the company should provide information on how the item would provide better data or conclusions, as well as its

impact on cost, man hours, and timing for the completion of the work under the “Standard Pavement Analysis.”

SECTION 3 – SELECTION

The Village will evaluate the proposals and alternate options if applicable from each company. Following receipt

of any clarifications to proposals that are requested by the Village, the Village then intends to meet with the selected

shortlist companies following the review of the proposals in order to finalize a scope of work and cost for the project

and then will endeavor to negotiate a final scope of work and cost with a preferred company to present to the Mayor

and Village Board for consideration. Proposals shall be judged based on several different categories, such as project

approach, qualifications, proposed scope, references, and professional fees. The submittal materials should be

focused to the completion of the pavement analysis data collection, evaluation, and report generation.

SECTION 4 – PROPOSAL SUBMITTALS

The consultant must submit their sealed proposals to Civil Engineer Matt Pocius in the Woodridge Public Works

Department located at 1 Plaza Drive, Woodridge IL 60517 no later than 12/8/25 at 11:00AM. Any questions

pertaining to the RFP shall be provided via email to Matt Pocius by 11/26/25 at 4:00PM. Answers or any further

explanations to the RFP will be answered by Matt Pocius by 12/1/25 at 4:00PM. Follow-up with the shortlist

companies will be reached out to by the Village of Woodridge before 12/15/25 at 4:00PM.

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Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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