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A Resolution Approving a Professional Services Agreement with RJN Group, Inc. for Sewer Manhole Inspections and Condition Assessments in an Amount Not to Exceed $99,700, 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. The Engineering Division did not issue a Request for Proposals (RFP) for this work as the Village is currently working with RJN Group on manhole inspections and 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 will be programmed out over an approximate 5-year time period and the 5-year CIP includes $100,000 annually for this.
This project will inspect approximately 350 manholes to determine the conditions of the manhole, identify any defects, and capture other relevant data and images. This data will be input into 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.
RJN Group is nearing completion of the inspection of approximately 460 manholes from a contract awarded in late 2024. This proposed contract includes inspecting approximately 350 manholes which is less than the previous contract for a similar cost. This contract includes costs for traffic control for inspecting manholes on Oak Park Avenue, Chicago Avenue, and Ridgeland Avenue which was not part of the previous contract.
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.
Timing Considerations
Approval of this Agreement at this time will allow for staff to develop a future 5-year plan for manhole improvements in conjunction with the upcoming FY26 budget process and for developing a water rate study.
Budget Impact
The Fiscal Year 2025 Budget includes $100,000 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 time for both Engineering and Water and Sewer Division staff and will reduce the hours spent inspecting manholes for capital improvement projects It will also allow for preventative repairs of sewer manholes versus reactionary emergency repairs, reviewing sewer videos, and determining future capital needs on an ongoing basis. It is difficult to estimate the hours saved by having manhole inspections and videos in the Clarity software system as it provides access to data that previously did not exist.
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