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A Resolution Approving a Professional Services Agreement with RJN Group, Inc. for Sewer Manhole Inspections and Condition Assessments and Sewer Inspection Database Support in an Amount not to exceed $150,000, Authorizing its Execution, and Waiving the Village’s Bid Process for the Agreement
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Introduction
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The Engineering Division requested a proposal from RJN Group to provide professional services to inspect sewer manholes to assess their conditions to determine future infrastructure needs, input sewer inspection records from recent sewer inspections, and assist in the development of a five-year capital improvement plan for the maintenance of the sewer system. The Engineering Division did not issue a Request for Proposals (RFP) for this work, as the Village has been working with RJN Group since 2024 for all of these services including manhole inspections, inputting sewer inspection data, and for using their proprietary sewer asset management software system, Clarity, to manage the Village’s sewer system which will be used for gathering and compiling all of the data captured from this work. The project is part of a multi-year program to inspect manholes in the Village with the initial focus on the oldest manholes.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved a Professional Services Agreement with RJN Group, Inc. for Sewer Inspection Database Support and Development of a Five-Year Sewer Capital Improvement Plan in an amount not to exceed $141,680 on January 28, 2025 (RES 25-117)
• The Village Board approved a Professional Services Agreement with RJN Group, Inc. for Sewer Manhole Inspections and Condition Assessments in an amount not to exceed $99,100 on December 3, 2024 (RES 24-336)
Background
The Village has approximately 3,000 sewer manholes. About 2,000 of these manholes are over 90 years old and need to be inspected to determine their condition so that preventative maintenance work, rehabilitation work, or replacement work can be programmed and prioritized for any needed repairs instead of on a reactionary basis. Work to inspect these older manholes is programmed out over an approximate 5-year time period, with 2026 being the third year of this effort.
This project will inspect approximately 480 manholes to determine the conditions of the manhole, identify any defects, and capture other relevant data and images. This data will be input to Clarity, an online software system, which the Village is using to manage the sewer system assets, so that future repairs can be budgeted and prioritized.
The Village also cleans and inspects a portion of the sewer system to clear debris and blockages from sewers to maintain flow, and determine sewer condition. Sewer conditions are scored using an industry standard system. These conditions and scores are used to help determine future capital improvement projects for sewer replacements, repairs, or rehabilitations. The work under this agreement includes having the consultant, RJN Group, input sewer inspection reports, videos, and scores from sewer inspections done in 2026 by a separate contractor into the Clarity system.
RJN Group will also be assisting staff with updating the five-year capital improvement plan for sewer infrastructure. The Engineering Division did not issue a Request for Proposals (RFP) for this work, as the Village is currently working with RJN Group to use their proprietary sewer asset management software system, Clarity, to manage the Village’s sewer system. The Village has previously worked with RJN Group in 2024 and 2025 to review and input data from sewer inspections into their Clarity software system, and for inspecting sewer manholes.
Timing Considerations
Approval of this Agreement at this time will allow for staff to develop a future 5-year plan for manhole and sewer improvements in conjunction with the upcoming 5-Year Capital Improvement Plan and FY27 budget process and for developing a water rate study.
Budget Impact
The Fiscal Year 2026 Budget includes $200,000 for this work in the Water and Sewer Fund, Sewer Collection, Capital Improvements account no. 5040.43750.781.570707.
Staffing Impact
Having the sewer system, including manholes, readily viewable in the Clarity software system will save staff time for both Engineering and Water and Sewer Division staff, reduce the hours spent for inspecting manholes for capital improvement projects, and allow for preventative repairs of sewer manholes verses reactionary emergency repairs.
DEI Impact
There is no DEI Impact associated with this item as this is a sole source agreement.
Community Input
There has been no community input given in relation to this item, this is a sole source agreement.
Staff Recommendation
Adopt the Resolution, which will allow staff to utilize this Clarity software tool and work with RJN Group to manage the sewer system asset.
Advantages:
• This agreement will allow for the procurement of needed services.
Disadvantages:
• Using sole source procurement for these professional services does not allow for the evaluation of multiple engineering firms, review of their qualifications to determine which firm may be best qualified to perform the services, or the negotiation of a competitive proposal from the most qualified firm.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action could impact the desired implementation schedule.
Alternative 2:
The Board can vote down the Resolution.
Advantages:
• There are no advantages to this action.
Disadvantages:
• Staff will not be able to procure services to input sewer condition information into a usable format to develop a 5-Year Capital Improvement Plan and water rate study
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Professional Services Agreement
3. Proposal