Project Information

Bid Title

26030 - RFP - Topographic Survey Services

Issuing Agency

Wilmette village

Location

Illinois

Published Date

Feb 24, 2026

Closing Date

Mar 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

26030

Original Source

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Bid Documents

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Project Description

Bid Number:	26030
Bid Title:	26030 - RFP - Topographic Survey Services
Category:	Engineering and Public Works
Status:	Open

Publication Date/Time: 2/24/2026 1:00 PM Publication Information: www.demandstar.com Closing Date/Time: 3/12/2026 2:00 PM Submittal Information: www.demandstar.com Bid Opening Information: www.demandstar.com Related Documents: 26030 - RFP - Topographic Survey Services

Attachment Preview

RFP No. 26030

REQUEST FOR PROPOSAL NO. 26030

Topographic Survey Services for 2027 CIP Work

https://www.wilmette.gov/bids.aspx

Last Date/Time for Questions

03/05/2026

2:00 pm local time

Last Addendum Issued

03/10/2026

2:00 pm local time

Proposals Due and Opened on

DemandStar.com

03/12/2026

2:00 pm local time

Submit Questions To:

purchase@wilmette.com

Submit Proposals At:

www.DemandStar.com

Note: This cover sheet is an integral part of the proposal documents and is, as are all of the following

documents, part of any contract executed between the Village of Wilmette and any successful

Respondent.

Respondent Company Name (please print)

Page 1

Village of Wilmette

RFP No. 26030

VILLAGE OF WILMETTE

NOTICE TO RESPONDENTS

Notice is hereby given that the Village of Wilmette (“Village”) will receive Proposals on

DemandStar.com until 03/12/2026 at 2:00 pm, local time for topographic survey services.

Description of Work

The proposed work is officially known as Topographic Survey Services for 2027 CIP Work, as further

described in the Specifications section of this RFP.

Availability and Clarification of Documents

This RFP and any addendums will be posted on the Village’s website at:

https://www.wilmette.gov/bids.aspx and DemandStar.com

Any questions related to this RFP should be submitted in writing to Cliff Ruemmler, Purchasing

Manager, at Purchase@wilmette.com. Questions received by the Village, including the Village’s

responses will be consolidated and posted on DemandStar.com and the Village’s website.

The deadline for submitting questions is 2:00 pm local time 03/05/2026. Respondents will provide

written acknowledgment of each addendum issued with their submitted Proposal. Oral explanations

will not be binding. No clarifications, interpretations or addenda shall be issued after 2:00 pm local

time on 03/10/2026.

It is the sole responsibility of the Respondent to check DemandStar.com and the Village’ website to

determine if an addendum has been posted.

Confidentiality

Respondent’s response, in its entirety, is subject to the Illinois Freedom of Information Act and no part

of the Respondent’s Proposal will be considered confidential by the Village.

Page 2

Village of Wilmette

RFP No. 26030

PROPOSAL PREPARATION AND SUBMISSION

Preparation of Proposal Documents

The Respondent shall prepare the Proposal on the attached Proposal forms furnished by the Village.

All blank spaces on the Proposal forms must be correctly completed. All signatures must be

completed. The total Proposal amount is to be shown in both words and figures where indicated. In

case of a discrepancy between words and figures, the words shall prevail, unless it clearly appears in

the Village’s opinion that the words rather than the figures are in error. Proposals containing

omissions and/or alterations not called for may be rejected.

Conditions

Respondents are responsible to become familiar with all conditions, instructions, and contract

documents governing this Proposal, including the Contract terms attached in Appendix One.

Submission of a Proposal will be considered specific evidence of having performed the above. Any

exceptions to the contract document that you may have must be included on the Proposal Exception

Sheet. Once the award has been made, failure to have read all the conditions, instructions and

specifications of this RFP shall not be cause to alter the original Proposal or to request additional

compensation.

Conflict with Existing Village Contracts

This Work shall be treated as a separate contract and not performed in conjunction with any existing

contracts as currently held by the Respondent. Any Respondent that currently performs work for the

Village under an existing contract must agree to furnish additional crews (labor and equipment) to

guarantee that timeliness, quality and services currently rendered do not suffer in any way due to

additional work contained in the contract for this Work.

Submission of Proposals

All Proposals must be submitted electronically through DemandStar.com by the specified opening

date and time of the Proposal. Proposals submitted after the specified date and time will not be

accepted. Mailed Proposals and/or emailed Proposals to the Village will not be accepted without the

prior written approval by the Village. It is the sole responsibility of the Respondent to submit the pdf

copy of the Proposal on DemandStar.com. .

Modify or Withdrawal of Proposals

Respondents may modify, withdraw or cancel their Proposal at any time prior to the Proposal opening

date and time by deleting the Proposal document(s) attached to their submission on

DemandStar.com. Mailed or emailed requests to withdraw a Proposal arriving after the specified

Proposal opening date and time will not be accepted regardless of date/time stamp or post-marked

time on the envelope. After the Proposal opening date and time, no Proposal shall be withdrawn or

canceled for a period of ninety (90) calendar days. The successful Respondent shall not withdraw or

cancel its Proposal after having been notified by the Purchasing Manager that said Proposal has

been accepted, subject to approval by the Village Manager or Village Board.

Page 3

Village of Wilmette

RFP No. 26030

Qualifications and Experience of Respondents

Respondent’s must have the following minimum experience:

1. Five (5) years of experience as a continuously operating entity engaged in the performance of

similar work.

2. Prequalified by the Illinois Department of Transportation (“IDOT”) in Special Services –

Surveying.

Consideration of Proposals

The Work shall be awarded to the responsible Respondent who submits the responsive Proposal that

is most advantageous to the Village.

The Village reserves the right to waive any technicalities, irregularities or award in part or in whole or

to not award at all, reject any and all Proposals, and may order a re-advertisement for new Proposals

or whatever is in the best interest of the Village.

Failure on the part of the successful Respondent to execute a contract within thirty (30) calendar days

of its receipt shall be considered just cause to withdraw the award. In such case the Proposal

security shall be forfeited as liquidated damages and not as a penalty.

If the Proposal does not meet the entire Village specifications but does substantially meet the

requirements, the Respondent should indicate, in writing on the Proposal Exception Sheet, all deviations

from the Specifications. The Specifications included in this RFP are to be considered the minimum

specifications to perform the Work..

Disqualification of Proposals

The following will be cause for disqualification of Proposals:

a. Prices excessively high and/or exceed monies available for the intended Work;

b. Failure to submit Proposal security or surety, if required;

c. Failure to offer to meet specified delivery and/or performance schedules;

d. Failure to price out the Proposal in conformance to the required format; or qualification of price

to protect the Respondent from unknown future market conditions;

e. Rights of the Village limited under any contract clause;

f. Reasonable basis to suspect either conflict of interest or collusion among Respondents;

g. Respondent fails to submit required information, literature, or affidavits with Proposal;

h. Late Proposals;

i. Failure of any authorized person to sign any required Proposal forms;

j. Respondent is prohibited by local, state or federal law from entering into public contracts;

k. Respondent is in arrears or is in default to the Village upon any debt or contract, or that is a

defaulter, as surety or otherwise, upon any obligation to the Village;

l. Respondent has failed to perform faithfully on any previous contract with the Village; and

m. Anything to be in violation of the procurement policies and procedures of the Village.

Competency of Respondent

The Respondent, if requested in writing, must present within five (5) business days, evidence

satisfactory to the Village of ability and possession of the necessary facilities, equipment, personnel,

prior experience, financial resources, and/or certificates of insurance.

Page 4

Village of Wilmette

RFP No. 26030

INSTRUCTIONS TO RESPONDENTS ON COMPLETING FORMS

TOPOGRAPHIC SURVEY SERVICES FOR 2027 CIP WORK

The following Proposal Forms must be filled out completely, executed by an authorized agent and

included in the Proposal per the Submission of Proposals instructions.

PROPOSAL SUBMISSION FORMS, in this order

 ...... Proposal Cover Sheet

 ...... Respondent Information Sheet

 ...... Summary Proposal Sheet

 ...... Detailed Proposal Sheets

 ...... Specifications

 ...... Summary of Qualifications

 ...... Reference Form

 ...... Proposal Exceptions Sheet

 ...... Proposal Affirmation and Certification (signed)

 ...... Certification of Compliance (signed)

SUCCESSFUL Respondent ONLY

The successful Respondent will be required to execute the Contract included in Appendix One to

this RFP. These documents SHOULD NOT be completed at the time of Proposal submission.

Page 5

Village of Wilmette

Commodity Codes

• NAICS 541370Surveying and Mapping (except Geophysical) Services

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