Project Information

Bid Title

Request for Qualifications Phase III Construction Engineering Services for 5th Avenue Resurfacing Improvements Project Surface Transportation Program

Issuing Agency

Maywood village

Location

Illinois

Published Date

May 26, 2026

Closing Date

Jun 12, 2026

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 Qualifications Phase III Construction Engineering Services for 5th Avenue Resurfacing Improvements Project Surface Transportation Program	May 27, 2026 :	June 12, 2026 :

Attachment Preview

VILLAGE OF MAYWOOD

Request for Qualifications (RFQ)

Phase III Construction Engineering Services for

5th Avenue Resurfacing Improvements Project

Surface Transportation Program – Local (STP-L)

RFQ Issued:

Response Due:

Wednesday, May 27, 2026

4:00 P.M. Friday, June 12, 2026

The Village of Maywood, Illinois (“Requestor”) is issuing a Request for Qualifications (“RFQ”) from

qualified Engineering firms to provide Construction Engineering services related to the 5th Avenue

Resurfacing Improvements Project (“Project”).

Documents related to the Project Overview, Description of Project Scope, Scope of Services, Submittal

Requirements and Selection Process can be obtained by sending an email request to Deputy Village

Clerk, Nykita Kornegay, at nkornegay@maywood-il.gov.

In order to have your Qualifications considered, they must be emailed to: Deputy Village Clerk, Nykita

Kornegay, at nkornegay@maywood-il.gov.

The subject line of the email must read: Phase III Construction Engineering Services for 5th Avenue

Resurfacing Improvements Project.

Qualifications must be received by the Office of the Village Clerk, no later than 4:00 P.M. Friday, June 12,

2026. Qualifications received after the closing time and date will not be considered.

The Village of Maywood is receiving federal funds, which will be used in funding the construction

engineering services for this Project. Written policies and procedures for QBS as describe herein meet the

requirements of 23 CFR 172 and the Brooks Act.

1. Initial Administration – The Village of Maywood QBS policy and procedures assign the responsibility to

the Public Works Director for the procurement, management, and administration for consultant

services.

2.Written Policies and Procedures – The Village of Maywood considers its adopted QBS written policies

and procedures to be in accordance with Section 5-5 of the BLRS Manual, and specifically Article 5-

5.06(e); therefore, approval from IDOT is not required.

3.Project Description – The Project includes resurfacing the existing pavement with hot-mix asphalt,

intermittent curb and gutter replacement, intermittent combined sewer repairs, pavement patching

replacement of certain drainage structures and storm sewer laterals, ADA sidewalk ramp

improvements, pavement markings, landscape restoration, and other ancillary items.

The Project is located on 5th Avenue within the Village of Maywood, between Roosevelt Road and

Bataan Drive. The project length is approximately 2,350 feet (0.45 miles) and the pavement width

edge to edge is 39.0 feet typical.

The total estimated construction cost for this Project is $1,820,000.

4.Scope of Work – Engineering for this Project will be funded in part with Federal Surface Transportation

Program (STP) dollars allocated to the Village of Maywood, through application to and approval of the

local planning council. The construction contract will be let and administered by the Illinois

Department of Transportation. Construction Engineering Services must follow the requirements of the

Illinois Department of Transportation as they relate to federally funded projects.

The scope of services for Phase III Construction Engineering shall include pre-construction activities;

construction layout; as-built surveys; verification of quantities; utility coordination and conflict

resolution; resident engineering services; meetings and coordination; material testing, inspection, and

certification; record preparation and maintenance of documentation; pay estimate submittals; change

orders; and other activities associated with construction engineering for roadway reconstruction that

would enable the project to be completed in a timely manner.

Quality Assurance (QA) oversight and Contractor’s Quality Control must be performed by the

respondent firm or one of its subconsultants. The firm must also provide all necessary vehicles and

equipment to perform the required services.

The respondent firm must be prequalified by IDOT for Special Services – Construction Inspection.

Construction Engineering Services will be required from the Bid Letting Date through final acceptance

of the construction contract. The anticipated timetable for this project will be a Bid Letting in

November of 2026 with construction anticipated to begin in April of 2027 and to be completed within

35 working days.

5.Public Notice – The Village of Maywood will post an announcement on the Village website

www.maywood-il.gov and/or publish an ad in a newspaper with appropriate circulation. The item will

be advertised for at least 15 days prior to the acceptance of proposals, and at least twice in the

newspaper and/or on continuous display on the website.

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The Project was placed on the Village of Maywood website on Wednesday, May 27, 2026 and remains

available for public viewing through the submittal date of Friday, June 12, 2026.

6.Conflict of Interest – The Village of Maywood follows Section 5-5.04 of the BUREAU OF LOCAL ROADS

AND STREETS MANUAL concerning determining conflicts of interest.

7.Suspension and Debarment – The Village of Maywood will use SAM Exclusions and IDOT’s CPO’s

website to verify suspensions and debarments actions to ensure the eligibility of firms short-listed and

selected for projects.

8.Evaluation Factors – The Village of Maywood allows the Director of Public Works to set the evaluation

factors for each project, but must include a minimum of five criterion and stay within the established

weighting range. The maximum of DBE and Local Presence combined cannot factor more than 10% on

projects where federal funds are used. Project specific evaluation factors are as follows:

Project Specific Selection Criteria and Weighting:

• Qualifications of Firm/Firm Experience (20%)

• Project Approach (20%)

• Staff Capabilities (30%)

• Work Load Capacity (10%)

• References/Previous Work Experience (20%)

9.Selection – The Village of Maywood requires a three (3) person selection committee. The selection

committee members for this Project will include the Village Manager, the Assistant Village Manager,

and the Director of Public Works. The selection committee members must certify that they do not

have a conflict of interest. The Village of Maywood requires each member of the selection committee

to provide an independent score for each proposal prior to the selection committee meeting.

The selection committee members’ scores are averaged for a committee score which is used to

establish a short list of three firms. The committee score is adjusted by the committee based on group

discussion and information gained from presentations and interviews (if conducted) to develop a final

ranking. If there are other firms within 5% of the minimum score, the Director of Public Works may

choose to expand the short list to include more than three firms.

10. Independent Estimate – The Village of Maywood will prepare an independent in-house estimate for

the Project prior to contract negotiation. The estimate is used in the negotiation.

11. Contract Negotiation – The Village of Maywood requires a three (3) person team to negotiate with

firms. The team consists of the Village Manager, the Village Attorney, and the Director of Finance.

Members of the negotiation team may delegate this responsibility to staff members.

12. Acceptable Costs – The Village of Maywood requires the Project Manager to review the contract costs

and the indirect cost rates to assure they are compliant with Federal cost principles prior to submission

to IDOT.

Page 3 of 5

13. Invoice Processing – The Village of Maywood requires the Project Manager assigned to any project

using federal funds to review and approve all invoices prior to payment and submission to IDOT for

reimbursement.

14. Project Administration – The Village of Maywood requires the assigned Project Manager to monitor

work on the Project in accordance with the contract and to file reports as required. The Village of

Maywood’s procedures require an evaluation of the consultant’s work at the end of each project.

These reports are maintained in Village of Maywood consultant information database. Village of

Maywood follows IDOT’s requirements and the required submission of BLRS Form 05613 to the IDOT

District office at contract close-out along with the final invoice.

15. Submittal Requirements – Any firms interested in providing the above scope of services to the

Village shall express that through the submission of a Letter of Interest and a Statement of

Qualifications. Submissions should be compiled into a single PDF document not exceeding 10 pages

in length, encompassing all components such as cover letters, table of contents, section breaks, cover

pages, back pages, etc. including table of contents, section breaks, cover pages, back pages, etc. is

optional. The submission should encompass the following information:

1. Cover letter on the consultant’s letterhead transmitting the qualifications, including the name

of the consulting firm, local address, telephone number and name and email of contact

person.

2. Current Illinois Department of Transportation (IDOT) prequalification status. The prime

consultant must be prequalified in “Special Services – Construction Inspection”. The submittal

does not need to include documentation of the prime consultant’s current prequalification

status, but the cover letter should confirm the consultant is prequalified.

3. List of relevant projects recently completed which were similar in nature to this project. Provide

a brief description of each project, including location, project team, and construction cost. If the

project was on an IDOT state letting, provide the letting date and item number and/or contract

number.

4. List of key staff with brief resumes that would be assigned to the project including the Resident

Engineer (RE) and any other relevant staff. Also, include any sub-consultants that will be utilized

to complete the project, including the relevant prequalification categories for each sub-

consultant. An organization chart is optional. The consultant should indicate if key staff is

proposed in any other professional services selection processes that are outstanding between

now and when a selection will be made on this project.

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5. Brief technical approach describing the consultant’s abilities to perform the required Phase

III Construction Engineering services. This should be a maximum of one (1) page.

6. Provide a list of two (2) references, each comprising the name, job title, telephone number,

and email address for the proposed Resident Engineer, and one (1) additional reference for

the firm. These references should not be current employees of the Village of Maywood and

ideally should possess experience as municipal staff on projects of a similar nature.

16. Inquiries – Any inquiries or requests for clarification should be directed to Mr. Greg Buchanan,

Director of Public Works, via email to gbuchanan@maywood-il.gov, no later than 4:00 PM on June

10, 2026. Clarification will be provided in writing by reply email to all who have received an RFQ

packet at that time. No clarification will be provided verbally, either in person or over the

telephone, and no one other than the Director of Public Works is authorized to provide clarification

on behalf of the Village.

17. Terms and Conditions – The Village reserves the right to seek clarification of information submitted

in response to this RFQ and/or request additional information during the evaluation process. The

Village reserves the right at any time and for any reason to cancel this consultant procurement

process, to reject any or all proposals, or to accept an alternative proposal.

18. Incurred Costs – The Village shall not be held liable in any way for any costs incurred by consultants

in replying to this Request for Qualifications or any part of the procurement process.

19. Communications – During the selection process any communication regarding this RFQ must be in

writing and directed only to Mr. Greg Buchanan, Director of Public Works, via email at

gbuchanan@maywood-il.gov.

Page 5 of 5

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 541330Engineering Services

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