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A Resolution Approving a Professional Services Agreement with M.E. Simpson Co., Inc. for a Water Distribution System Assessment Program in an Amount Not to Exceed $115,000 and Authorizing Its Execution
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Introduction
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In early July 2026, Village staff posted a request for proposals for the Water Distribution System Assessment Program to satisfy the competitive bidding process requirement of the Village’s purchasing policy. Village staff requested pricing on a per-unit basis to ensure that the Village had the flexibility to dictate the number of hydrants and valves, based on price, that were included in year one of this program. The Village received one bid whereby M.E. Simpson was the low responsible bidder.
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Recommended Action
Approve the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
In early July 2026, the Village of Oak Park posted a request for proposals seeking a qualified professional services firm to develop, plan, and execute a water system assessment program specifically targeting the Village’s hydrants and valves. The program requires the firm to locate, inspect, assess, operate, record water flow (hydrant flushing), mark, grease, and create a deliverable database (containing the acquired information) in a format compatible with the Village’s current GIS database system. As part of this program, fire hydrants and valves requiring additional work (requiring interventions associated with excavation) in order to bring them to full operability will be inventoried and entered into the Village’s work order system, where they can be tracked and prioritized according to condition and criticality.
The Village is targeting four primary goals with this project:
1. Perform a fire hydrant assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the fire hydrants through hands-on, field activities.
2. Perform a valve assessment on the distribution system on the distribution system to such an extent as to locate, evaluate, and improve the operability of the valves in the water distribution system through hands-on, field activities.
3. Document, integrate, and analyze the location, operations, and physical condition of fire hydrants and valves in the water distribution system.
4. Continually develop the scope of this project as an ongoing program to facilitate preventative maintenance on critical water distribution system assets and collect key data to inform future capital planning and budgeting.
The Village received one bid whereby M.E. Simpson was the low responsible bidder. Village staff have worked successfully with M.E. Simpson on past water distribution system asset projects, including the annual leak detection survey, and find their professional demeanor and attention to detail to be unmatched.
Timing Considerations
Completing condition assessments for hydrants and valves this Fall will allow staff to plan for necessary repairs and replacements for next Spring, thereby ensuring the appropriate funds are budgeted in advance to complete these tasks in-house or contract out and reducing the need for budget amendments.
Financial Impact
The Public Works Department, Water and Sewer Division, budgeted $80,000 for hydrant flushing and maintenance and $35,000 for a valve turning program as part of the 2026 fiscal year operating budget. Village staff chose to combine the programs, thereby only requiring management of one project. The funds budgeted are available in GL 5040-43730-777-530667.
Operations Impact
Historically, hydrant flushing was conducted by the Fire Department, and repairs and replacements were conducted by the Public Works Department. It is anticipated that by contracting out the hydrant flushing and preventative maintenance, and adding a condition assessment portion, there will be more comprehensive hydrant information available in the Village’s GIS program, from anywhere it is accessible. This is both beneficial to the Fire Department and the Public Works Department for operational and planning purposes.
The Public Works Department has not completed a valve condition assessment in the past. It is anticipated that collecting this information will assist the Water and Sewer Division for daily operations, as well as, for budgeting and planning repairs and replacements.
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.
Staff Recommendation
Approve the Resolution approving a professional services agreement with M.E. Simpson for the Water Distribution System Assessment Program.
Advantages:
• Improve hydrant and valve reliability and emergency preparedness by identifying vulnerable infrastructure, leaks, and operational issues before there is an emergency.
• Prioritize capital planning and budgeting by identifying which assets should be repaired or replaced first, thereby identifying which assets can be replaced with the skill level available in-house and which might need to be contracted out.
Disadvantages:
• Potential immediate, unbudgeted expenses if the assessment identifies repairs that need to be made in a timely fashion.
• Potential for operational disruptions that will be communicated in advance to the best of our ability, should testing or inspections temporarily affect service.
Alternatives
Alternative 1:
Delay action to gain additional information.
Advantages:
• The Village Board will receive the additional information requested.
Disadvantages:
• A lengthy delay could cause the project to be delayed until Spring or could cause a delay in receipt of information, potentially impacting budgeting for fiscal year 2027.
Anticipated Future Actions
If successful, it is anticipated that this project will be implemented annually and additional professional services agreements will be brought forth annually for Village Board approval.
Prepared By: Erin Duffy, Deputy Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Professional Services Agreement- ME Simpson
3. Supporting Documentation