Submitted By
Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with RJN Group, Inc. for Sewer Manhole Inspections and Condition Assessments in an Amount not to exceed $99,100, Authorizing its Execution, and Waiving the Village’s Bid Process for the Agreement
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Overview
Overview
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. The Engineering Division did not issue a Request for Proposals (RFP) for this work as the Village is currently working with RJN Group 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 all of the manholes in the Village with the initial focus on the oldest manholes which will be the first 2 years of the program.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village has approximately 3,000 sewer manholes which should 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. This project will inspect approximately 1,000 manholes to determine the conditions of the manhole, identify any defects, and capture other relevant data and images. This data will be input to an online software system, Clarity, which the Village is using to manage the sewer system assets, so that future repairs can be budgeted and prioritized. The 1,000 manholes selected for this first year of the program are older manholes (prior to 1937). There are about 2,000 of these older manholes throughout the Village and there are funds programmed for 2025 to capture the data for the rest of the oldest manholes in the system. Future years for 2026 and beyond would include funds for inspections of the remaining manholes as well as funds for doing repair, rehabilitation, or replacement work.
The Village has previously worked with RJN Group to review and input data from sewer inspections into their Clarity software system which is a cloud-based system for managing sewer assets. This software tool will be used to develop a 5-year capital improvement plan for the sewer system based on the data from sewer and manhole inspections.
Fiscal Impact
The Fiscal Year 2024 Budget includes $100,000 for this work in the Water and Sewer Fund, Sewer Collection, Capital Improvements account no. 5040.43750.781.570707.
DEI Impact
N/A.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
The Village Board approved funding for this project as part of the 2024 Capital Improvement Program.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
None at this time.
Intergovernmental Cooperation Opportunities
N/A