Title/Name/Summary
RFQ #26-004 - Professional Architectural and Mechanical, Electrical, and Plumbing (MEP) Services
History
In 2022, the Board approved the Request for Qualifications (RFQ) for Professional Architectural and Mechanical, Electrical, and Plumbing (MEP) Services to provide design, consulting, permitting, project estimating, and construction contract administration services on an as-need basis. The intent of the RFQ was to create a list of pre-qualified firms from which to solicit proposals for various Village facility improvement projects.
The Natural Resources and Facilities (NRF) Division of the Public Works Department is ultimately responsible for the care and maintenance of all Village Facilities, and works closely with the Recreation and Parks Department for facility projects, including the implementation of capital projects.
With the Master Service Agreements (MSA) to expire in 2026 for six (6) firms that the Village has had good working experiences, Public Works is requesting approval to establish new MSAs for another three (3) years (2026-2028), with the option to extend for two (2) additional years (2029-2030). Those six (6) firms are Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, and Williams Architects.
On January 14, 2026, the Village issued a new RFQ for Professional Architectural and MEP Services, to ensure that Architectural and MEP service firms were being given the opportunity to submit qualifications for Village work. The firms that are being renewed above did not have to resubmit. Any new firms found to be qualified will be added as a pre-qualified firm with the six (6) previous firms to provide competitive fees project-by-project initiated by the Village. RFQ #26-004 “Professional Architectural and MEP Services” was opened on February 24, 2026, with fifteen (15) firms providing qualifying submissions.
The RFQ asked interested firms to provide a Statement of Qualifications demonstrating a proven record of success working with municipalities on facility improvement projects. Evaluation criteria included:
Past Experience (35%) - Firms were evaluated on recent proven experience in delivering projects of similar size, scope, and complexity, including the ability to successfully develop and coordinate deliverables within the budget and schedule parameters, addressing schedule/budget concerns, and presentation of cost avoidance opportunities. The evaluation includes technical expertise and proven creativity from concept through completion of the project/task with innovative value solutions.
Company Services (30%) - Firms were evaluated in how they successfully lead multiple disciplines and coordinate efforts with clients, stakeholders, and other consultants. This includes maximizing staff availability and commitment of continuity of employees on team to respond to existing work, new projects, and to building on knowledge base of the Village’s infrastructure. Services also include highest level of communication with Village staff.
Staffing (20%) - Firms were evaluated on individual team members’ qualifications, capabilities, and assurance of availability for proposed roles. Capabilities skills include lifecycle cost analysis, adhering to schedule, accurate estimate construction costs, completing permits, acquiring grants from sources, and other related qualifications and experiences.
Quality Assurance/Quality Control (QA/QC) Processes (15%) - Firms were evaluated on quality assurance of construction documents that mistakes result in change orders after award. In addition, performance of phase III work for quality assurance to ensure work is being installed per contract will be evaluated.
The following firms submitted their qualifications:
845 Design Group
Bailey Edwards Design
BKV Group
BSB Design
CleanEra Technologies
Dewberry Architects
DLR Group
JMA Architects
JP Architects
Ross Barney Architects
Studio AH dba Nuture
Studio GC
The HOH Group
Virtual Energy Solutions
Wight & Company
With so many very qualified firms demonstrated by their submission packages, the selection committee used a numerical scale to rank all fifteen (15) submissions.
The Selection Committee recommends the following four (4) firms for Village Board approval to be added six (6) existing firms: Baily Edwards Design, Dewberry Architects, DLR Group, and The HOH Group.
Financial Impact
There are no financial impacts to the Village with the approval of the recommended firms.
Recommended Action/Motion
I move to approve new Master Services Agreements for Professional Architectural and MEP Services with Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, and Williams Architects for three (3) years (2026-2028), with the option to extend for two (2) additional years (2029-2030);
AND
Approve and authorize the execution of Master Service Agreements for Professional Architectural and MEP Services with Baily Edwards Design, Dewberry Architects, DLR Group, and The HOH Group for three (3) years (2026-2028), with the option to extend for two (2) additional years (2029-2030);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.