Project Information

Bid Title

Request For Qualifications (RFQ) Design-Build Services for Replacement Of Underground Fuel Storage

Issuing Agency

Northbrook village

Location

Illinois

Published Date

Jan 26, 2026

Closing Date

Feb 10, 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 Qualifications (RFQ) Design-Build Services for Replacement Of Underground Fuel Storage
Category:	Northbrook Engineering & Public Works Bids
Status:	Open
Bid Recipient:	Julie Gray, Assistant Public Works Director

Description: The Village of Northbrook (“Village”) is soliciting qualifications from Respondents who are experienced with the removal, replacement, and delivery of underground fuel storage and dispensing system, construction of infrastructure or modifications to outdoor public spaces. The Village is seeking services to design and build a replacement underground fuel storage and dispensing system (“Project”). Publication Date/Time: 1/26/2026 1:30 PM Closing Date/Time: 2/10/2026 3:00 PM Contact Person: Julie Gray, Assistant Public Works Director julie.gray@northbrook.il.us 847-664-4129 Qualifications: Respondents must be able to demonstrate previous experience with similar projects described in the RFQ. Related Documents: Request For Qualifications (RFQ) Design-Build Services for Replacement Of Underground Fuel Storage and Dispensing System

Attachment Preview

VILLAGE OF NORTHBROOK

REQUEST FOR QUALIFICATIONS (RFQ)

DESIGN-BUILD SERVICES FOR

REPLACEMENT OF UNDERGROUND FUEL STORAGE AND DISPENSING SYSTEM

January 26, 2026

Introduction:

The Village of Northbrook (“Village”) is soliciting qualifications from Respondents who are

experienced with the removal, replacement, and delivery of underground fuel storage and dispensing

system, construction of infrastructure or modifications to outdoor public spaces. The Village is seeking

services to design and build a replacement underground fuel storage and dispensing system

(“Project”). The professional services and collaboration/expertise of the Respondent will be critical to

delivering a turn-key underground fuel storage and dispensing system. Respondents must be able to

demonstrate previous experience with similar projects described herein. The submitted Statement

of Qualifications ("SOQ”) should include the firm’s qualifications, project team, resumes, detailed

scope of services/tasks and schedule for project deliverables as further set forth in this RFQ.

Concept:

The scope of this RFQ is to identify a Respondent who will design and build a replacement fuel system

including but not limited underground tanks, dispensers, fuel system management system, and tank

monitoring system. The selection process for the Respondent will be a two-phase process as discussed

in this document.

Subsequent to Village Board approval and under broad supervision and direction from the Village

Manager and Public Works Director or their designees, the selected Respondent will perform the

Village’s Representative/Construction Management Services. A successful contract approval will not

state, convey, imply, or infer a specific, minimum or expected amount of work or compensation. The

firm(s) is/are and shall remain a wholly independent contractor and not an officer, employee or agent

of the Village and shall have no authority to bind the Village in any manner, nor to incur any obligation,

debt, or liability.

Scope of Services:

The requested services will include a number of components for the Project including but not

limited to:

 Removal of the existing tanks and any connected infrastructure.

 Removal and handling of any contaminated soil or special waste.

 Supply and installation of two 10,000-gallon fuel tanks meeting existing and foreseeable

changes to applicable construction codes and fuel tank regulations. One tank will be for

gasoline and the other for diesel.

 Prepare and stamp (and engineer or architect stamp) any and all necessary drawings for the

Project including but not limited to a site plan and documentation of turning radius for the

fuel dispenser island.

Page 1 of 6

VILLAGE OF NORTHBROOK

REQUEST FOR QUALIFICATIONS (RFQ)

DESIGN-BUILD SERVICES FOR

REPLACEMENT OF UNDERGROUND FUEL STORAGE AND DISPENSING SYSTEM

January 26, 2026

 Removal and replacement in-kind of existing pavement (including curbs and other paved

areas) for all areas disturbed or damaged.

 Replacement of fuel tank monitoring system.

 Removal and replacement of existing fuel dispenser island. Design for this replacement will be

required to take into account the various vehicles that fuel at the Village station, including fire

apparatus and large heavy-duty vehicles and their turning radius.

 Provide and implement a fuel management system that allows fuel usage tracking and

reporting by vehicle and reporting of fuel usage by vehicle. Systems can employ FOBs, fuel

keys, RFID tags, etc. but must be cloud-hosted, reliable, and easily maintainable.

 Implementation and provisioning fuel tank polling system – monitor tank level, temperature

and usage and must be cloud-hosted.

 All necessary network and communications work to ensure the proposed system meets the

Village network and cybersecurity requirements. SOQ must clearly identify all security

measures associated with software and networked equipment. The point-to-point wireless

technology infrastructure providing the current network connectivity to the fuel dispensing

island is outdated and no longer supported by the vendor. The Village is open to a direct fiber

connection to the island, or a replacement wireless connectivity solution with this Project.

 Removal and replacement of the fuel dispenser in-kind (four hose, 2 product dispensers).

 Obtaining all necessary state and local permits.

 Maintenance and support of the fuel system following the installation of the tanks and

dispensing equipment.

 The existing system may not be taken offline until April 1, 2026, at the earliest, however this

may be later as snow and ice control operations dictate.

The scope of this RFQ is to identify a Respondent who will provide design-build services for the

removal and replacement of a fuel system including underground storage tanks, fuel dispensing

island, fuel tank monitoring equipment, and a cloud-hosted fuel management system. The

Respondent will be responsible for the demolition of the existing system, as well as the design and

construction of the replacement system. The Respondent will be responsible for all testing of the

fuel system, permitting, and providing all necessary reports. The Respondent will supply all

software and hardware needed for the operation and management of the fuel system, all of which

must meet the Village’s network and cyber security requirements. The Village prefers cloud-hosted

monitoring and management systems, versus providing an on-premises technology infrastructure

to host those systems.

The process for selecting the Respondent will include a review of the SOQ, interviews with qualified

firms submitting SOQs, and a review of references. Following these steps, the Village will shortlist

a number of Respondents to negotiate a contract that best meets the needs of the Village for the

Project. The contract will represent a guaranteed maximum price with the Respondent at risk for

any overages.

Page 2 of 6

VILLAGE OF NORTHBROOK

REQUEST FOR QUALIFICATIONS (RFQ)

DESIGN-BUILD SERVICES FOR

REPLACEMENT OF UNDERGROUND FUEL STORAGE AND DISPENSING SYSTEM

January 26, 2026

Project Schedule:

Key Dates:

Questions and requests for information due:

Qualifications due:

Review of Finalists & Interviews:

Preferred Consultant Selected:

Final Scope and Cost Development Completed:

Award of CMAR Contract

February 3, 2026 by 3:00 p.m.

February 10, 2026 by 3:00 p.m.

Week of February 16, 2026

Week of February 23, 2026

Week of March 9, 2026

March 24, 2026

Instructions to Respondents:

Key Items to include in the Statement of Qualifications:

1. Cover letter to include an executive summary of your qualifications, including name, phone

number, and email address of the person authorized to represent the company regarding all

matters related to this Request for Qualifications.

2. Firm Information: to include brief history, services, location of local office, and years in business

and contact information.

3. An organizational chart accompanied by resumes of key personnel that would be assigned to the

Project.

4. Information on the firm’s current and projected workload and its ability to meet the flexible and

time sensitive needs of the Village.

5. Experience: Listing of all local public or private clients Respondent has partnered with in a design-

build role for the installation of a fuel system with dates of service. List any current public or private

projects being worked in the Village of Northbrook.

6. Include a description of three (3) to six (6) examples of projects that best represent the proposing

firm’s experience with public sector clients. Include client reference information, preferably

municipal clients.

7. Approach: Description of Respondent’s pre-construction services during the design process,

construction services during the construction process, value-add services and additional services

offerings and resources.

Please address the following in your response:

1. A one-page description of your firm’s pre-construction services during the design process.

2. A one-page description of your firm’s construction services during the construction process.

3. A one-page description of your firm’s value-added services and additional services offerings

and resources of your firm.

4. Outline your experience in identifying grant opportunities for projects.

5. Identify and outline how the environmental requirements needed for removal of the UST will be

addressed along with any associated reports that will be completed and filed with the

appropriate agencies following removal.

Page 3 of 6

VILLAGE OF NORTHBROOK

REQUEST FOR QUALIFICATIONS (RFQ)

DESIGN-BUILD SERVICES FOR

REPLACEMENT OF UNDERGROUND FUEL STORAGE AND DISPENSING SYSTEM

January 26, 2026

Minimum Qualifications:

1. Licensed to do business in the State of Illinois.

2. Proven experience with public or private sector clients in providing design-build services in the

area.

3. Must possess a thorough understanding of the latest local, state and federal regulations,

guidelines and ordinances applicable to the construction of fuel systems.

4. Ability and desire to respond expeditiously to requests for service with the understanding that

time is of the essence.

Preparation of Statements of Qualifications:

All proposals must be signed by an authorized official/representative of Respondent. SOQs that

contain omissions, erasures, alterations, or additions not called for, conditional or alternate bids

unless called for, or that contain irregularities of any kind may be rejected.

The RFQ does not ask for a price or cost from the Respondent. Village staff will review the SOQs

received and interview selected Respondent. After interviews are completed, a preferred Respondent

will be selected and negotiate final contract terms and Project cost.

Clarifications:

The Village reserves the right to make clarifications, corrections, or changes in this RFQ at any

time prior to the time proposals are due. Questions and requests for information must be

submitted in writing via email before 3:00 p.m. local time on February 3, 2026, to Julie Gray,

Assistant Public Works Director (julie.gray@northbrook.il.us). All email communications must

include the subject line “Replacement of Underground Fuel Storage and Dispensing System RFQ.”

The Village will issue addendums to the RFQ and responses to questions on the Village’s website at

http://www.northbrook.il.us/bids.aspx. Any other information of any kind from any other source shall

not be considered official, and Respondents relying on other information do so at their own risk. It is

the Respondent’s responsibility to check the website for addendum/response to RFQ prior to

submitting a proposal. All proposals submitted must acknowledge receipt of all addenda issued by

the Village.

Delivery of Statement of Qualifications:

Responses to this RFQ including all documents and information requested in this document must be

submitted in a single PDF file via email to julie.gray@northbrook.il.us no later than 3:00 p.m. local

time on February 10, 2026. The email must contain the subject line: Replacement of Underground

Fuel Storage and Dispensing System RFQ. Proposals must be submitted in the manner described in

this RFQ.SOQs received after the time specified above will not be opened. The Village of Northbrook

appreciates your consideration of this request.

Cost Proposals:

Cost proposals are not requested at this time. SOQs that are submitted with cost proposals are subject

to rejection. Following a review of the SOQs and interviews with select Respondents, the Village will

Page 4 of 6

VILLAGE OF NORTHBROOK

REQUEST FOR QUALIFICATIONS (RFQ)

DESIGN-BUILD SERVICES FOR

REPLACEMENT OF UNDERGROUND FUEL STORAGE AND DISPENSING SYSTEM

January 26, 2026

shortlist 1-3 Respondents to negotiate pricing and select the Respondent and solution most beneficial

to the Village. The Village will be the sole determiner of which response and Respondent represent

the best interests of the Village.

Freedom of Information Act:

All information submitted to the Village in response to this Request for Qualifications shall be

deemed a public record and will be subject to disclosure under the Illinois Freedom of Information

Act (5 ILCS 140 et seq.) subsequent to the award of the contract. Respondents are advised that

Section 7(1)(g) of that Act exempts the following from disclosure:

Trade secrets and commercial or financial information obtained from a

person or business where the trade secrets or commercial or financial

information are furnished under a claim that they are proprietary,

privileged or confidential, and that disclosure of the trade secrets or

commercial or financial information would cause competitive harm to the

person or business, and only insofar as the claim directly applies to the

records requested.

Respondents desiring to have portions of their proposals considered exempt from FOIA are

advised to mark these portions accordingly.

Withdrawal of SOQs:

No proposal shall be withdrawn for a period of 60 days after the opening of any proposal.

Rejection of SOQs:

Proposals that are not prepared in accordance with these Instructions to Respondents may be

rejected. If not rejected, the Village may request correction of any deficiency and accept the

deficiently prepared proposal upon compliance with these Instructions to Respondents.

Acceptance of SOQs:

Proposals submitted are offers only and the decision to accept or reject is a function of quality,

reliability, capability, reputation, and expertise of the Respondents. The final award of a contract for

the Project is in the sole discretion of the Village Board of Trustees. Issuance of this RFQ does not

obligate the Village to pay any costs incurred by a Respondent in its submission of a proposal or

making any necessary studies or designs for the preparation of that proposal, or for procuring or

contracting for the services to be furnished under this RFQ.

The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable

to the interests of Village and to the public based on the evaluation factors in this RFQ; to reject the low

price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive

irregularities and informalities in any proposal submitted or in the request for proposal process;

provided, however, the waiver of any prior defect or informality shall not be considered a waiver of

Page 5 of 6

Commodity Codes

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

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