Title
RFP #26-022 LaGrange Road Irrigation Maintenance
History
From 2019 through 2021, the LaGrange Rd. irrigation system was contractually maintained by Halloran and Yauch. Work performed included seasonal startup and shutdown of irrigation systems, as well as routine maintenance. Services supported the health and appearance of landscaped areas along this key roadway, helping the Village maintain consistent irrigation operations and protect the investment in roadside aesthetics.
In 2022 and 2023, irrigation maintenance to the LaGrange Rd. system was performed in-house. The maintenance of this 4.5-mile stretch of roadway irrigation proved to be difficult to accomplish in-house.
In 2024, a contract was awarded to MBS Water Features, Inc. to maintain the LaGrange Rd. irrigation system.
Maintenance shifted in-house again in 2025 as the Village sought to utilize the specialized skills of an Athletics Division staff person. Due to the high demand and needs associated with maintaining and preparing Village athletic fields for use by athletic organizations and tournaments, along with the set-up/tear -down, day of event production demands, the Athletics Division was unable to focus on LaGrange Rd. irrigation. The individual who would have maintained the system has since retired.
Simple irrigation system maintenance is currently being performed by multiple individuals within the Athletics Division. Repairs which are more complex, or time-consuming, are handled contractually to maximize staff efficiency.
To ensure the start-up, in-season maintenance consistent with the scope of work and fall shut down to the LaGrange Rd. irrigation corridor is properly met in 2026 and future years, staff budgeted funds to contract an irrigation company to perform the necessary work. Doing this allows Village staff to remain focused on supporting field and event demands during the peak season.
On March 10, 2026, RFP #26-022, LaGrange Rd. Irrigation Maintenance was issued seeking qualified contractors to provide irrigation system seasonal start-up. winterization, routine inspections, adjustments, maintenance and repairs as needed to maintain optimal system performance and water conservation for 2026, 2027 and 2028 with an option to renew at the Village's sole discretion for 2029 and 2030.
Specific services are outlined in the attached scope of work and Exhibit A.
The RFP resulted in three proposals (attached). The five year total for each is:
Halloran and Yauch: $92,390
Central Lawn Sprinklers: $291,434
Aqua Designs: $1,979,422
Reference checks were conducted with the City of Naperville, Village of Winnetka, and City of Lake Forest. Each municipality provided positive feedback and confirmed that Halloran and Yauch Inc. consistently delivered high-quality work, demonstrated professionalism, and met expectations.
Staff recommend awarding RFP #26-022 to Halloran and Yauch for a total of $53,225, plus a 10% contingency of $5,322.50 for unforeseen circumstances for a total no to exceed of $58,547.50 for 2026, 2027 and 2028. Optional years, 2029 and 2030, may be renewed at the sole discretion of the Village at a cost of $19,205, plus a 10% contingency of $1,920.50 for a total of $21,125.50 for 2029 and $19,960 plus a 10% contingency of $1,996 for a total of $21,956 for 2030.
Financial Impact
Funds are budgeted in 2009100 444500 for this work in 2026.
Recommended Action/Motion
I move to approve and authorize the execution of a vendor contract between the Village of Orland Park and Halloran and Yauch as the lowest cost qualified responsive proposal for RFP #26-022, LaGrange Rd. Irrigation Maintenance at a cost of $53,225, plus a 10% contingency of $5,322.50 for unforeseen circumstances for a not to exceed total of $58,547.50 for 2026, 2027 and 2028, and at the sole discretion of the Village, the renewal years at a cost of $39,165, plus a 10% contingency of $3,916 for a not to exceed of $43,081.50 for 2029 and 2030 for a total contract price of $92,390, plus 10% contingency of $9,239 for a total not to exceed contract price of $101,629.as outlined in the proposal dated March 23, 2026;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency