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A Resolution Approving a Contract with H. Linden & Sons Sewer and Water, Inc. for the 24-11 Water and Sewer Improvements Project, in an Amount not to Exceed $5,018,708, and Authorizing its Execution
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Introduction
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The Village received two competitive bids for Project 24-11, Water and Sewer Improvements. The lowest responsible bid was submitted by H. Linden & Sons Sewer and Water, Inc. in an amount of $5,766,064, which is over the budgeted amount. Staff recommends reducing the scope of the project in order to fit the available budget and awarding a contract in an amount not to exceed $5,018,708. The project includes the replacement of water and sewer mains on Forest Ave between Division St and Greenfield St and sewer main replacement on Columbian Ave. between Augusta St and Division St., along with water valve replacements on Berkshire St.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
The Village received two competitive bids for Project 24-11, Water and Sewer Improvements. The lowest responsible bid was submitted by H. Linden & Sons Sewer and Water, Inc. in an amount of $5,766,064, which is over the budgeted amount of $4,594,174. In order to have the project fit within the available budget, staff negotiated with the contractor to reduce the scope of the project to eliminate sewer main replacement and street resurfacing on Iowa Street from Harvey to Lombard Avenues, reduce the number of water valves being replaced, and remove sewer spot repairs, which results in a revised contract amount of $5,018,708.
The section of Iowa St. from Harvey Ave. to Lombard Ave. was originally included in the project because the roadway needs resurfacing, but it has an undersized sewer, which should be replaced before the roadway is resurfaced. The sewer on the west half of this block of Iowa is a 9” sewer, which is undersized and was planned to be replaced by a new 12” diameter sewer to improve capacity. The work on Iowa will be deferred and budgeted for in 2026. Staff also removed work on this contract to replace three defective water valves at various locations in the Village. These valves will now be replaced by the Water and Sewer Division of Public Works. Staff also removed work on this contract for three sewer main spot repair locations to fix portions of sewer mains that need repairs due to structural failures. This work will either be done by the Water and Sewer Division of Public Works or deferred until 2026, depending on staff workload and priorities.
The revised project includes water and or sewer main replacement work at two locations. The majority of the work is located on Forest Ave. from Division St. to Greenfield St. Work on this site will include replacing the existing 6” watermain and 12” combined sewer main due to the age and condition of these pipes and the need to increase the size of the pipes. Individual water services will be replaced up to the buffalo box, and homeowners are being requested to replace their private side lead water services at their cost, either using the Village’s contractor’s pricing or hiring their own private plumber to do the work. The work on Forest also requires replacing three defective valves on Berkshire Street outside the project limits at Marion, Woodbine, and near Oak Park Avenue. The other location on this project is Columbian Ave. from Augusta St. to Division St., which will have its existing 12” diameter sewer replaced with a larger 18” sewer due to pipe conditions and the need to increase sewer capacity. Following the utility work, each street will be fully rebuilt and include various pedestrian safety and traffic calming improvements. The safety and traffic calming improvements include intersection treatments for curb extensions and crosswalk enhancements to slow traffic and improve pedestrian safety, particularly on Forest Avenue at Greenfield, adjacent to Lindberg Park, and at Forest and Berkshire due to its proximity to Field Park and Horace Mann School.
Work on the project is scheduled to start in early summer on Forest Ave. due to its proximity to the school. The overall project is scheduled to be substantially complete by October 17 and fully completed by November 14.
Timing Considerations
Adoption of the Resolution at this time will allow for the contractor to complete construction in the desired timeframe. Construction of the project is scheduled to be completed by November 14th of this year.
Budget Impact
The FY25 Budget included $4,594,174 for this project in the Water and Sewer Fund. The low bid of $5,766,064 is over the budgeted amount for the project. Staff reduced the scope of the project in order to fit the project within the available budget.
With the reduced scope, and with savings from completed projects on Madison Street and the 24-1 Sewer and Water project, there are available funds in the FY25 Budget in the Water and Sewer Fund for this project. There is $5,014,226 available for the $3,530,999 needed for this project in the FY25 Budget in the Water and Sewer Fund, Public Works - Sewer, Sewer Collection, Capital Improvements account no. 5040.43750.781.570707. There is $2,079,523 available for the $1,487,708 needed for this project in the FY25 Budget in the Water and Sewer Fund, Public Works - Water, Water Distribution, Capital Improvements account no. 5040.43730.777.570707.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
This project includes pedestrian safety improvements at all locations.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow for the construction of this project to move forward on its desired schedule within the available budget.
Advantages:
• This contract will allow for the procurement of needed services.
Disadvantages:
• Work that was removed from the contract will be deferred until 2026.
Alternatives
Alternative 1:
The Board can award a contract at the bid price of $5,766,064, and direct staff to prepare the necessary Budget Amendments.
Advantages:
• Necessary water and sewer main work will be completed in 2025.
Disadvantages:
• A Budget Amendment would be required to transfer approximately $747,356 from Fund Balance to the Water and Sewer Fund for the project.
Alternative 2:
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 will impact the desired implementation schedule.
Alternative 3:
The Board can vote down the item.
Advantages:
• This action includes potential cost savings.
Disadvantages:
• Necessary water and sewer replacement work will not occur.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
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. Contract and Bond
3. Proposal
4. Bid Summary