Title/Name/Summary
Consulting Engineering Services for Sanitary Sewer Evaluation Program 2025-2027
History
In 2015, RJN Group Inc. of Downers Grove, Illinois (RJN) was selected by a competitive proposal process to perform the Village’s Comprehensive Sanitary Sewer Evaluation Program. A consultant was requested to guide the Village through the various technical processes to conform to new mandates issued by the Metropolitan Water Reclamation District (MWRD) Watershed Management Ordinance (WMO) as it relates to the reduction of inflow and infiltration (I&I) into the Village’s sanitary sewer system.
RJN Group was tasked to “provide assistance in developing and implementing a village-wide comprehensive sanitary sewer system evaluation and repair program.” RJN Group has assisted in the establishment of some initial programs, parameters, and bid documents for short- and long-term operational activities.
Some highlights of the work RJN has completed since 2016 include:
- Identifying the priority basin to focus our MWRD short term improvement efforts, which is part of the tributary area to the 151st Street Lift Station, generally bounded between 143rd Street, 159th Street, LaGrange Road and Harlem Avenue.
- Televising the priority basin.
- smoke testing, manhole inspections, and cleaning and televising, flow monitoring, and dye testing the sanitary sewer system in the MWRD priority basin
- Identifying additional deficiencies and developing a plan for additional testing, inspections, cleaning and televising, and point repairs outside and inside the MWRD high priority basin
Staff anticipates that the consulting work to develop these critical programs will continue through FY2029. Staff requested a three (3) year proposal with optional two (2) years for continuing the current programs and meeting the upcoming MWRD requirements. The MWRD WMO requires additional programs, monitoring, and continued reporting of the I&I within the Village, but 2024 was the last contract year for the consulting services of the RJN Group.
The Sanitary Sewer Evaluation Program 2025-2027 scope is as follows:
A. To continue assisting the Village of Orland Park in developing a Sewer System Condition Assessment within the high priority area and completing the Short Term Requirements Annual Summary Report.
B. Assist the Village of Orland Park in the Sanitary Sewer System Rehabilitation Program including Manhole Rehabilitation and Cleaning & Televising. Utilize assessment data to identify rehabilitation needs and high priority deficiencies. Development of a Capital Improvement Program (CIP) based on severity of condition.
C. Implement and submit to MWRD for a Private Sector Program (PSP) that addresses disconnection of direct and indirect cross connections identified during inspections and repairs to service laterals.
D. Update/revise the submittal to MWRD of the Village’s Long-Term Operations & Maintenance (O&M) Program conforming to Section §805 of the MWRD WMO.
E. Due to the highly visible nature of this type of work, the Consultant will assist staff with creating and maintaining an effective public outreach campaign including notices to residents, Web-based information, educational material, scheduled mailings and/or handouts, reminders by neighborhood or designated work area, and brochures, pamphlets and targeted neighborhood correspondences
F. Continue to assist with programs, parameters, and bid documents for short- and long-term operational activities including but not limited to manhole inspections, smoke testing, flow monitoring, and televising sanitary sewers.
RFP #24-064 was advertised on BidNet Direct on November 4, 2024, with a submission deadline on November 19, 2024. Thirty-one (31) companies downloaded the specifications. The Village received two (2) proposals for consideration and reached out to both vendors to provide a “best and final” proposal. A summary of which is below.
RJN Group of Downers Grove, Illinois
2025 - $185,000.00
2026 - $194,500.00
2027 - $206,500.00
2028 - $210,500.00 (Option Year)
2029 - $225,500.00 (Option Year)
Gewalt Hamilton Associates, Inc. of Vernon Hills, Illinois
2025 - $219,000.00
2026 - $226,000.00
2027 - $233,000.00
2028 - $238,000.00 (Option Year)
2029 - $253,000.00 (Option Year)
RJN Group has extensive experience with the MWRD’s WMO Article 8 requirements, and further demonstrated that they have well-qualified staff available to complete the development of the various programs for the Village. RJN has been working with Village staff since 2015 building our I&I program and has extensive knowledge of our sanitary sewer system. RJN’s rate schedule was clear, comprehensive, and appropriately geared to accommodate staff’s cost estimates for the development of the required programs.
It is staff’s recommendation to continue our program with RJN Group, Inc. of Downers Grove, Illinois.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
There are sufficient funds available in the FY2025 Budget in 50081690-432500.
Recommended Action/Motion
I move to approve and authorize the execution of a Professionals Services Agreement between the Village of Orland Park and RJN Group, Inc. as the qualified responsive proposal for RFP #24-064 Sanitary Sewer Evaluation Program 2025-2027 for three (3) years 2025-2027 for a not-to-exceed amount of $185,000 for 2025, $194,500 for 2026, and $206,500 for 2027, for a total cost of $586,000, with the option to extend for two (2) additional years 2028-2029 for a not-to-exceed amount of $210,500 for 2028, and $225,500 for 2029, for a total not-to-exceed contract price of $1,022,000;
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review.