CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 25-081, White Oak Roadway and Utility Improvements Preliminary and Design Engineering Services, to Thomas Engineering Group, LLC for an amount not to exceed $209,480
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: Jennifer Louden, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
White Oak Drive is directly adjacent to Porter Avenue and Sylvan Circle, in the Oak Hills Subdivision. The reconstruction and utility improvements of these roadways were completed in 2024. This area also neighbors Hillside Road and Parkside Road which are being designed for reconstruction and utility improvements for construction in 2026/2027. As such, the Transportation, Engineering and Development (TED) Business Group is planning to bring White Oak roadway and utilities up to City of Naperville standards while maintaining its current character.
In June, TED issued RFP 25-081, to solicit responses from qualified consulting engineering firms to prepare preliminary and design engineering plans and specifications for the reconstruction of White Oak Drive from Prairie Avenue to Porter Avenue, scheduled for construction in 2027.
DISCUSSION:
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Advertisement Date: |
06/06/25 |
Notices Sent: |
1090 |
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Opening Date: |
06/27/25 |
Planholders: |
37 |
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Proposals Received: |
4 |
Proposals were received from the following vendors:
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Thomas Engineering Group, LLC |
Civiltech Engineering, Inc. |
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Strand Associates, Inc. |
Baxter & Woodman, Inc. |
A selection team comprised of staff from the TED Business Group and the Water Utilities evaluated the responses, which were scored based on the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Proposer (40%)
2. Suitability and Quality of the Methodology (30%)
3. Milestones and Deliverables (20%)
4. Pricing Proposal (10%)
After reviewing and scoring the proposals, the vendor with the highest qualification score, Thomas Engineering Group, LLC, is recommended for the award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Thomas Engineering Group, LLC |
88.43 |
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Baxter & Woodman, Inc. |
84.13 |
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Strand Associates, Inc. |
82.10 |
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Civiltech Engineering, Inc. |
79.77 |
Thomas Engineering provided the highest qualification score. A discussion was held with Thomas Engineering on July 22, 2025, to discuss their proposed cost. They confirmed that it includes all the necessary staff hours to prepare preliminary and design engineering plans, perform the necessary drainage analysis, as well as prepare any exhibits, drawings, and materials needed for virtual meetings, public outreach, and public information meetings with residents.
The anticipated term of the agreement is 14 months from the date of execution of the Consultant Services Agreement; however, Section 4 of the CSA states that the agreement remains valid until the City determines that the consultant has completed the work required under the agreement.
FISCAL IMPACT:
CIP #: SC258
Engineering services for White Oak Roadway and Utility Improvements are expensed to the Architect and Engineer Service accounts listed below. This work is being done under SC258, White Oak Roadway and Utility Improvements. SC258 was not included in the 2025 budget; however, it is anticipated that any expenses incurred as a result of this award can be accommodated within the 2025 Budget due to underspending in the Capital Projects Fund. Staff will continue to monitor spending and adjust as needed. Additionally, staff will ensure proper funding is included in the 2026 budget for future engineering services associated with this award.
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Account Number |
Fund Description |
Total Budget Amount |
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30282200-531301 |
Capital Projects Fund |
$3,642,102 |
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41251500-531301 |
Water Utilities Fund |
$3,916,984 |