Project Information

Bid Title

Request for Proposals (RFP) for Management of Cross Connection Control Program

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Feb 12, 2026

Closing Date

Feb 26, 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 Management of Cross Connection Control Program
Category:	Northbrook Engineering & Public Works Bids
Status:	Open

Description: The Village of Northbrook is requesting proposals for professional consultant services, to provide on-going management of Owner’s Cross Connection Control Program to achieve 100% regulatory compliance and protect Owner’s water system from contamination by eliminating cross connections. The Consultant Services will include Program management such as conducting triennial surveys and managing the survey results, receiving and tracking all annual certifications of backflow prevention devices, and creating and, with Owner’s approval, distributing educational materials for customers and the general public. Publication Date/Time: 2/12/2026 2:00 PM Closing Date/Time: 2/26/2026 3:00 PM Contact Person: Julie Gray, Assistant Public Works Director julie.gray@northbrook.il.us Related Documents: RFP_for Management of Cross Connection Control Program _Northbrook

Attachment Preview

VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS (RFP)

FOR MANAGEMENT OF THE VILLAGE’S CROSS CONNECTION CONTROL PROGRAM

February 12, 2026

Introduction:

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

("Consultant Services"), to provide on-going management of Owner’s Cross Connection Control

Program (“Program”) to achieve 100% regulatory compliance and protect Owner’s water system

from contamination by eliminating cross connections. The Consultant Services will include

Program management such as conducting triennial surveys and managing the survey results,

receiving and tracking all annual certifications of backflow prevention devices, and creating and,

with Owner’s approval, distributing educational materials for customers and the general public.

Respondents must be able to demonstrate previous experience with similar projects as described

herein. The submitted proposal should include the firm’s qualifications, scope of services, project

schedule (Appendix A) and costs proposal (Appendix B) for completing the Consultant Services

as further specified below. Enforcement of the regulations for this Program shall be the sole

responsibility of Owner; however, Owner may require the Consultant or the Consultant’s agents

to serve as a witness on Owner’s behalf at the Village of Northbrook Local Adjudication Hearings.

Background:

Owner owns and maintains a single water utility system that serves roughly 13,000 service

connections located in the Village of Northbrook. As part of its on-going maintenance

responsibilities, Owner is required to enforce sections of the Illinois Plumbing Code and Illinois

Environmental Protection Agency regulations mandating the use of backflow prevention devices

to eliminate cross connections.

Scope of Consultant Services/Tasks:

Consultant Services will include but are not limited to program implementation, creation of

notices and educational materials that may be distributed to the public, a 24/7/365 web base

customer portal, the tracking and reporting of all new and existing backflow devices, and in

accordance with the Illinois Environmental Protection Agency (“IEPA”) regulations, conducting a

cross connection control survey of the distribution system at least every three (3) years to identify

potential backflow hazards. Surveys for all customers, both residential and non-residential,

connected to Owner’s distribution system of the community water supply must be completed in

calendar year 2026 and every three (3) years thereafter.

Below are brief descriptions of the anticipated components of the Program. The detailed scopes

of services follows under the “Scope of Consultant Services/Tasks” section.

The following sections outline the components of the Program that need to be performed or

provided for each component of this Program unless otherwise designated by Owner. If any

Page 1 of 19

VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS (RFP)

FOR MANAGEMENT OF THE VILLAGE’S CROSS CONNECTION CONTROL PROGRAM

February 12, 2026

additional tasks are added by the Respondent, please note as such by either bolding or italicizing

under the “Program Approach” section of the submission.

Management of Owner’s Cross Connection Program (to begin immediately after contract

execution)

1. Program Review/Development

Conduct a review of Owner’s existing cross connection program in partnership with

Owner’s staff and make recommendations for revisions or updates as applicable.

2. Educational /Notice of Transition Materials

Creation or provision of forms, educational material, and letters that can be customized

to Owner’s program at no additional charge.

Authorization from Owner, in the form of a written notice to proceed, will be required

before the Consultant can proceed with the distribution of any communications or

notifications with Owner’s customers. Draft and submit for approval all current

educational materials related to:

a. The State of Illinois’ and Village of Northbrook’s cross connection control

regulations.

b. Owner’s specific cross connection control program.

c. Backflow prevention devices and potential cross connections, and testing of

devices.

I. Separate materials shall be drafted for residential and non-residential

customers.

II. Use of only approved logo and language, to create, print or otherwise

provide materials for Owner’s use.

III. Materials shall be developed in multiple digital formats including, but not

limited to, Word files, PowerPoint Presentations, text for website use and

Portable Document Files (PDFs) and in various print formats including, but

not limited to, informational letters, pamphlets and posters at Owner’s

request.

IV. Develop and submit for review all Program documents, including, but not

limited to, survey forms, on-site inspection records, annual certification

notices, confirmation or certification receipt notices, notices of non-

compliance and any other miscellaneous documents required for the

implementation of the Program.

3. Cross Connection Program Implementation

Page 2 of 19

VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS (RFP)

FOR MANAGEMENT OF THE VILLAGE’S CROSS CONNECTION CONTROL PROGRAM

February 12, 2026

Owner’s goal is to achieve 100% regulatory compliance (i.e. 100% of customer

accounts have reached full compliance with the Program requirements for both

surveys and annual certifications). However, in recognition of the fact that it may

require additional resources above and beyond the Consultant’s ability to reach that

goal, Owner’s goal for the successful Consultant shall be at minimum 95% regulatory

compliance.

To facilitate a smooth transition of the management and responsibility of Owner’s cross

connection control program to the successful Consultant, a multi-phased approach will

be used for implementation as outlined below. Each of the items or tasks identified shall

be the sole responsibility of the Consultant and include:

Identification of Contract Manager and Inspection Personnel

a. The Consultant will identify the primary contract manager who will serve as

Owner’ primary point of contact and all inspections personnel to Owner.

b. Project Manager shall be certified as an Illinois Cross Connection Control

Device Inspector.

c. The Project Manager shall also certified as a Cross Connection Control

Manager and Survey Inspector by the University of Florida’s Training, Research

and Education for Environmental Occupations (TREEO) Center or the

University of Southern California.

d. Project Manager shall have a minimum of ten (10) years’ experience in

program management.

e. Ensure Survey/Inspection personnel shall be certified in Surveys and

Inspections from the University of Florida TREEO or the University of Southern

California or approved equal.

Mailed Surveys

Distribute surveys every three (3) years, beginning in year one (2026) then completed

every three years thereafter over the Contract term, for both residential and non-

residential properties.

Residential and Non-Residential Survey Implementation

a. Surveys shall be distributed via U.S. Mail or other method approved by Owner to

all residential and non-residential water customers. The Consultant shall be solely

responsible for any costs for printing and distributing the survey. The survey

document shall contain a telephone number to call with questions and a deadline

for submittal.

Page 3 of 19

VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS (RFP)

FOR MANAGEMENT OF THE VILLAGE’S CROSS CONNECTION CONTROL PROGRAM

February 12, 2026

b. Survey letters should include information on the individual customer’s

responsibilities under the Illinois Plumbing Code and IEPA Regulations, Owner’s

cross connection program and the survey process.

c. The survey form shall be approved by the Village of Northbrook Director of Public

Works or their designee prior to distribution.

d. The survey must be sent out within ten (10) days of receiving approval from the

Village of Northbrook Public Works Director or their designee.

e. The Consultant shall provide multiple methods for completing and returning the

survey including, but not limited to, return mailing, e-mail submission and via an

electronic form on the Consultant’s website.

f. The Consultant shall prepare, distribute, respond to questions regarding and

collect any and all responses to the residential or non-resident survey.

g. Owner shall provide any and all account information necessary to facilitate the

survey.

h. The Consultant shall send out at least one notice following the deadline to all

residential and non-residential accounts that have not submitted a survey.

i. The Consultant is responsible for the following requirements as part of the survey

process:

i. The Consultant is responsible for preparing, mailing, tabulating responses,

and reporting to Owner the findings of the mailed survey for both phases.

ii. The Consultant shall submit an electronic draft report of the findings to

Owner within sixty (60) business days of the survey being mailed.

iii. The Consultant shall provide monthly updates (every 20 business days) to

the Village of Northbrook Public Works Director, prior to a report being

complied, on response rate and findings.

iv. Provide a draft report of the findings within sixty (60) business days of the

survey being mailed to nonresidential customers.

v. The survey shall achieve at least a 40% response rate for residential and

non-residential properties to be deemed acceptable. If, for whatever

reason, a 40% response rate cannot be achieved within 90 days of the

initial mailing of the survey, the Consultant shall notify Owner and request

permission to proceed with the Visual Survey.

vi. The Consultant shall serve as the primary point of contact regarding this

survey and shall be responsible for taking and responding to all customer

questions regarding the survey.

vii. The Consultant’s web-based customer portal shall have the ability to verify

the owner/resident or non-resident and document information provided

for the convenience of residents and business owners.

Page 4 of 19

VILLAGE OF NORTHBROOK

REQUEST FOR PROPOSALS (RFP)

FOR MANAGEMENT OF THE VILLAGE’S CROSS CONNECTION CONTROL PROGRAM

February 12, 2026

viii. The Customer portal must be available to Owner and its customers for

viewing records, reports, status and uploading or downloading

documents, letters, reports and notices.

On-Site Inspections and Visual Surveys

Following completion of the mailed survey or with Owner’s written permission, the

Consultant shall perform on-site inspections of non-residential properties and site surveys

of residential properties, which either did not respond to the survey or indicated that they

do not need a backflow prevention device.

a. The Consultant shall be responsible for all notifications and scheduling of on-site

inspections.

b. These surveys shall be done by the Consultant’s Inspection Staff and be focused

on verifying any and all existing information on the backflow devices utilized by

each account, documenting any unknown devices and identifying where

additional devices are required. The following requirements shall be imposed on

the survey process:

i. Visual surveys shall be done using a staggered system where the Village of

Northbrook is divided into eight (8) inspection areas corresponding to

Owner’s existing snow removal routes.

ii. The Consultant shall complete the visual survey of at least one inspection

area per month, weather permitting.

iii. Visual surveys may be completed on foot or by vehicle. If on foot, the

survey must be conducted from the sidewalk, parkway or street with each

Inspector having identification indicating that they work for the

Consultant. Under no circumstances shall Inspection Staff go onto private

property.

iv. Each visual survey shall collect the location and number of any previously

unknown cross connections.

v. The Consultant shall identify and inventory or verify all existing backflow

prevention devices, cataloging such information as service type (lawn

irrigation, fire suppression, etc.) device manufacturer, device serial

number, size, installation location, tester (if available), and last date tested

(if available).

vi. The Consultant shall identify, digitally photograph, and catalog all cross

connections and potential cross connection hazards. Digital photographs

shall be attached to each site in the software as “backup” documentation.

vii. The Consultant shall provide proper photo identification and have an

introductory letter on Village of Northbrook letterhead explaining their

presence when conducting on-site inspections.

Page 5 of 19

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services

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