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A Resolution Approving a Professional Services Agreement with Stantec Consulting Services Inc. for Professional Engineering Services for Phase I Preliminary Engineering Services for the Lombard Relief Sewer Project in an Amount not to Exceed $933,067 and Authorizing its Execution
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Introduction
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The Engineering Division issued a Request for Qualifications for Phase I Engineering Services for the Lombard Relief Sewer and received six responses. Two firms were interviews and Stantec Consulting Services was selected as the most qualified. Staff recommends awarding an agreement with a not to exceed amount of $933,067 based on their proposed staff, qualifications and experience.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
In 2014, the Village completed a combined sewer master plan to model the existing sewer system and identify projects to improve sewer performance. The study identified that there is an undersized combined sewer system servicing the northeast section of the village, and modeling shows that a relief sewer project will significantly reduce sewer backup for approximately 1,600 properties. This project will complete preliminary engineering for this improvement and includes tasks related to grant pursuit to help fund the construction project. The project includes the installation of a roughly 8-foot diameter relief sewer generally along Lombard from Lake Street to Greenfield Street, replacement of the water main and services along the route, and reconstruction of the roadway. Construction of the project is estimated to be at least $18M.
The Engineering Division issued a Request for Qualifications for Phase I Engineering Services for the Lombard Relief Sewer and received six responses. Two firms were interviewed, and Stantec Consulting Services was selected as the most qualified.
The phase I design includes the survey and design work needed to obtain Metropolitan Water Reclamation District (MWRD) approvals for the project, including a new connection to MWRD’s interceptor sewer on Lake Street, developing preliminary cost estimates, and proposing project phasing. The work also includes support for pursuing grant opportunities for the construction of the project.
Following successful completion of the phase 1 engineering and obtaining MWRD approval of the conceptual design, staff will negotiate an agreement with Stantec for the phase II detailed design of the full project.
Timing Considerations
Adoption of the resolution at this time will allow for the consultant to begin their work. This phase of the project includes developing a cost estimate and construction phasing plan to support future Water Rate Studies, the 5-Year Capital Improvement Plan, and Budgets can include funds for the proposed project.
Financial Impact
The FY2026 Budget includes $1,500,00 for design engineering for this project in the Water Sewer Fund, account no. 5040.43750.781.570707.
Operations Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item. Community engagement and meetings will be part of the future phase II contract for the design of the project.
Staff Recommendation
Adopt the Resolution, which will allow for the Phase I work to begin.
Advantages:
• This agreement will allow for the procurement of needed services.
Disadvantages:
• This agreement requires the expenditure of funds of up to $933,067.
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 item.
Advantages:
• Potential cost savings of $933,067.
Disadvantages:
• Known sewer system issue will remain unaddressed.
Anticipated Future Actions
Once Phase I Engineering is completed, there will be a follow-on agreement for Phase II Engineering services scheduled for early 2027.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Agreement
3. Proposal
4. RFQ Lombard Sewer
5. RFQ Summary