R-15-25 Approving Professional Services Agreement Between HR Green, Inc. and the Village of Lemont, Illinois for Lead Service Line Replacement Phase 2 Design Services1' 418 Main Street I Lemont, IL 60439
TO: Village Board Meeting
FROM: Ted Friedley, Public Works
THROUGH:
SUBJECT: A Resolution Approving Professional Services Agreement Between HR
Green, Inc. and the Village of Lemont, Illinois for Lead Service Line
Replacement Phase 2 Design Services
DATE: February 24, 2025
SUMMARY/BACKGROUND
Staff has been working with HR Green, Inc. to develop and implement the recently passed
legislation by the State of Illinois Environmental Protection Agency regarding replacement of
lead service lines.
The Village is required to complete Village -wide replacement of lead service lines to meet the
Lead Service Line Replacement and Notification Act. The Village is estimating that, in the
worst -case scenario, approximately 500 properties will require water service line replacement.
This agreement focuses on Phase 2 of the project plan, which includes design and
engineering services for 26 lead service line replacements. It should be noted that the
quantity of lead service line replacements required for future phases will be based on the
confirmed quantity of lead service lines, as determined by the updated lead service line
inventory.
As outlined in the Agreement, the following deliverables and schedule are included in this
agreement.
Notice to Proceed-NTP- March 2025
Kick-off meeting with client- March 2025
External Spot Survey- April -May 2025
Submit 60% design documents to Client- September 2025
Review meeting for 60% design- September 2025
Submit 100% final documents to Client- November 2025
Submit to IEPA for loan approval- November 2025
Obtain loan commitment- January 2026
Advertise for bids- February 2026
Bid opening- March 2026
Submit bids received information to IEPA for approval- March 2026
Notice to proceed to contractor after receipt of IEPA approval -April 2026
The proposed agreement authorizes HR Green, Inc. and the Village of Lemont to move
forward with this project. The total not to exceed fees for the project are $42,626.00.
ANALYSIS
This project was not included in the FY25 Budget; However, this has been included in the
Capital Improvement Plan to begin in FY26 and also in the FY26 Budget.
Consistency with Village Policy
5-Year Capital Improvement Plan (if applicable)
STAFF RECOMMENDATION
Pass Resolution Approving Professional Services Agreement Between HR Green, Inc. and the
Village of Lemont, Illinois for Lead Service Line Replacement Phase 2 Design Services
BOARD ACTION REQUESTED
Pass Resolution Approving Professional Services Agreement Between HR Green, Inc. and the
Village of Lemont, Illinois for Lead Service Line Replacement Phase 2 Design Services
ATTACHMENTS
A Resolution Approving Professional Services Agreement Between HR Green, Inc. and the
Village of Lemont, Illinois for Lead Service Line Replacement Phase 2 Design Services.pdf
VILLAGE OF LEMONT
RESOLUTION
NUMBER R- 1.5 -25
A RESOLUTION APPROVING PROFESSIONAL SERIVCES AGREEMENT
BETWEEN HR GREEN, INC. AND THE VILLAGE OF LEMONT, ILLINOIS FOR
LEAD SERVICE LINE REPLACEMENT PHASE 2 DESIGN SERVICES
JOHN EGOFSKE, Village President
CHARLENE M. SMOLLEN, Clerk
JANELLE KITTRIDGE
DAVE MAHER
KEN MCCLAFFERTY
KEVIN SHAUGHNESSY
RICK SNIEGOWSKI
RON STAPLETON
Trustees
Published in pamphlet form by authority of the Village President and Board of Trustees of the Village of Lemont on2-'4-2025
RESOLUTION NO. R- -25
A RESOLUTION APPROVING PROFESSIONAL SERIVCES AGREEMENT
BETWEEN HR GREEN, INC. AND THE VILLAGE OF LEMONT, ILLINOIS FOR
LEAD SERVICE LINE REPLACEMENT PHASE 2 DESIGN SERVICES
WHEREAS the Village of Lemont, Counties of Cook, Will, and DuPage, Illinois, ("the
Village") is a municipality in the State of Illinois with full powers to enact Ordinances and adopt
Resolutions for the benefits of the residents of the Village; and
WHEREAS, the Village and HR Green, Inc. wish to enter a professional services
agreement for Lead Service Line Replacement Phase 2 Design Services as further outlined in the
professional services agreement attached hereto as Exhibit A ("Agreement"); and
WHEREAS, the Mayor and Board of Trustees find that it is in the best interests of the
Village to authorize the Agreement attached hereto as Exhibit A.
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of
the Village of Lemont, Counties of Cook, Will and DuPage, Illinois, as follows:
SECTION 1:
That the above recitals and legislative findings are found to be true and correct and are
hereby incorporated herein and made a part hereof as if fully set forth in their entirety.
SECTION 2:
The Mayor and Board of Trustees of the Village of Lemont hereby approve the
Agreement with HR Green, Inc. in substantially the same form as attached hereto as Exhibit A,
subject to attorney review.
SECTION 3:
The Mayor and Clerk are hereby authorized, respectively, to execute the Agreement with
HR Green, Inc.
SECTION 4:
This Resolution, and its parts, are declared to be severable and any section, subsection,
sentence, clause, provision, or portion of this Resolution that is declared invalid such decision
shall not affect the validity of any other portion of this Resolution, which shall remain in full
force and effect.
SECTION 5:
All Resolutions and Ordinances in conflict herewith are hereby repealed to the extent of
such conflict.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF LEMONY COUNTIES OF COOK, WILL, AND DUPAGE, ILLINOIS,
ON THIS 2-4 DAY OF re rj aG 2025.
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES: NAYES: ABSENT: ABSTAIN:
Janelle Kittridge
Dave Maher
Ken McClafferty
Kevin Shaughnessy
Rick Sniegowski
Ron Stapleton
ATTEST:
CHARLENE M. SMOLLEN
Village Clerk
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JOHN EGOFSKE
President
Exhibit A
Lead Service Line Replacement Phase 2 Design Services
HRGreen
PROFESSIONAL SERVICES AGREEMENT
For
Lead Services Line Replacement
Phase 2: Design Services for Lead Service Line Replacement
Mr. Ralph Pukula
Director of Public Works
Village of Lemont
418 Main Street
Lemont, Illinois, 60439
630-257-2532
Mr. Ravi Jayaraman, Regional Manager
HR Green, Inc.
1391 Corporate Drive, Suite 203
McHenry, Illinois, 60050
HR Green Project Number: 2402475.01
February 17, 2025
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TABLE OF CONTENTS
1.0 PROJECT UNDERSTANDING
2.0 SCOPE OF SERVICES
3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS AGREEMENT
4.0 ITEMS NOT INCLUDED IN AGREEMENT/SUPPLEMENTAL SERVICES
5.0 SERVICES BY OTHERS
6.0 CLIENT RESPONSIBILITIES
7.0 PROFESSIONAL SERVICES FEE
8.0 TERMS AND CONDITIONS
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THIS AGREEMENT is between VILLAGE OF LEMONT (hereafter "CLIENT") and HR GREEN,
INC. (hereafter "COMPANY").
1.0 Project Understanding
1.1 General Understanding
The CLIENT is required to complete Village -wide replacement of lead service lines to
meet the Lead Service Line Replacement and Notification Act (Public Act 102-0613). The
COMPANY had previously assisted the CLIENT with the development of a Project Plan
for lead service line replacement, which included a preliminary phasing plan (Phase 0
through 15). For this AGREEMENT, the CLIENT is requesting for the COMPANY to
provide Phase 2 design engineering services for 26 lead service lines.
Partial lead service line replacements are prohibited by State law; therefore, if the property
owner refuses for the CLIENT to replace the entire service line, the property owner must
complete and sign the Illinois Department of Public Health's (IDPH) Waiver of Complete
Lead Service Line Replacement.
1.2 Design Criteria/Assumptions
• The lead service line replacement shall be designed to follow the most current
version of AWWA C810-17: Replacement and Flushing of Lead Service Lines.
2.0 Scope of Services
The CLIENT agrees to employ COMPANY to perform the following services:
Meetings QA/AC, Project Management and Coordination
1. Conduct a virtual kick-off meeting with CLIENT, using Teams, to review the project
scope, schedule, and to discuss key elements. CLIENT will provide COMPANY with a
list of addresses for Phase 2 design services.
2. Collect maps, shapefiles, drawings, specifications, reports, and other pertinent
information from CLIENT.
3. Provide project management throughout the project duration; project duration is
estimated to be approximately 8 months.
4. Provide Quality Control and Quality Assurance services.
5. Review and progress meetings with CLIENT (Limited to 1 review meeting for 60%
documents and 1 additional design progress/review meeting at the CLIENT's
discretion. A total of two 1-hour Teams design review meetings are included in the
proposal.)
Design Services
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1. Prior to COMPANY initiating spot survey services, CLIENT to obtain written
confirmation from each property owner that they agree for CLIENT to replace the
entire service line.
2. Property Survey
a. External Spot Survey: COMPANY will collect the following:
i. Tree sizes and tree locations within the parkway/ROW in front of the
properties requiring water service replacement
ii. Spot survey on water valve vaults to verify which side of the street the
watermain is located on
iii. Locate Curb boxes, sanitary cleanouts, edge of driveways, and
identify street material
iv. Locate foundation corners of the houses
v. Photographs of curb box, the house, extensive landscaping, etc.
b. In -Home Inspection: Based on discussions with the CLIENT during Phase 1
design services„ in -home inspections are not requested . COMPANY has
not included budget for in -home inspections. If in -home inspections are
required, the required inspection services can be provided by COMPANY
under separate agreement.
3. Prepare Summary Plan Sheet for Each Property which includes the following:
a. Property address
b. Approximate location of existing water service line and curb box
C.
d. Approximate location of trees within the parkway
e. Proposed location for the public water service line and curb box. Note:
Contractor will be required to identify the best route for the private water
service line
f. Photograph of curb box location
4. Prepare bid specifications per Illinois Environmental Protection Agency (IEPA)
Standards. Create a summary of quantities sheet. Create plan set with location map,
summary plan sheets for each property, and proposed details for bidding. Prepare
project specific special provisions per IEPA requirements.
5. Meet with CLIENT to review comments on 60% submittal and prepare 100% contract
documents. Prepare opinion of probable construction
6. Coordinate with regulatory agencies as needed to obtain necessary permits.
7. Assist CLIENT with IEPA SRF loan application, documentation, and correspondence
necessary for CLIENT to obtain the SRF loan.
8. Develop a project schedule for advertisement, bidding and construction completion.
9. Submit 3 hard copy sets of the final bid set drawings and contract documents and a
complete electronic set.
Bid Phase Services
1. Provide construction documents to prospective bidders.
2. Maintain a record of parties to whom bidding documents have been issued.
3. Correspond with prospective bidders, suppliers, and other interested parties with
questions and comments during the bid period. Issue addenda as appropriate to
interpret, clarify, or expand bidding documents.
4. Attend bid opening and assist CLIENT with opening of bids.
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5. Prepare bid tabulation sheets and distribute to CLIENT and plan holders.
6. Assist CLIENT with evaluation of bids. Prepare a recommendation for award of
contract.
7. Prepare construction contract documents and submit to contractor for completion.
Illinois EPA Public Water Supply Loan Program
1. The CLIENT is anticipating the Project to be funded through the Illinois EPA Public
Water Supply Loan program (PWSLP) and the COMPANY shall maintain books,
records, documents, and other evidence directly pertinent to performance of PWSLP
loan work under this Agreement consistent with generally accepted accounting
standards in accordance with the American Institute of Certified Public Accountants
Professional Standards. The Illinois EPA or any of its authorized representatives
shall have access to books, records, documents, and other evidence for the purpose
of inspection, audit, and copying. Facilities shall be provided for access and
inspection.
Audits conducted pursuant to this provision shall be in accordance with generally
accepted auditing standards.
Information and reports resulting from access to records pursuant to this section
shall be disclosed to the Illinois EPA. The COMPANY shall have an opportunity for
an audit exit conference and an opportunity to comment on the pertinent portions of
the draft audit report. The final audit report shall include the written comments, if any,
of the audited parties.
• Books, records, documents, and other evidence directly pertinent to performance
of PWSLP loan work under this Agreement shall be maintained consistent with
generally accepted accounting standards in accordance with the American
Institute of Certified Public Accountants Professional Standards. The Agency or
any of its authorized representatives shall have access to the books, records,
documents, and other evidence for the purpose of inspection, audit and copying.
Facilities shall be provided for access and inspection.
• Audits conducted pursuant to this provision shall be in accordance with generally
accepted auditing standards.
• Information and reports resulting from access to records pursuant to subsection
(1) above shall be disclosed to the Agency. The auditing agency shall afford the
COMPANY an opportunity for an audit exit conference and an opportunity to
comment on the pertinent portions of the draft audit report. The final audit report
shall include the written comments, if any, of the audited parties.
Records under this section shall be maintained and made available during
performance of project services under this Agreement and for three years after the
final loan closing. In addition, those records that related to any dispute pursuant to
Section 664.650 of the procedures for issuing loans from the PWSLP, litigation, the
settlement of claims arising out of project performance, costs or items to which an
audit exception has been taken shall be maintained and made available for three
years after the resolution of the appeal, litigation, claim or exception.
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The COMPANY warrants that no person or selling agency has been employed or
retained to solicit or secure this contract upon an agreement or understanding for a
commission, percentage, brokerage or contingent fee, excepting bonafide
employees. For breach or violation of this warranty, the CLIENT shall have the right
to annul this Agreement without liability or in its discretion to deduct from the contract
price or consideration or otherwise recover the full amount of such commission,
percentage, brokerage or contingent fee.
2. The COMPANY agrees to take affirmative steps to assure that disadvantaged
business enterprises are utilized when possible as sources of supplies, equipment,
construction, and services in accordance with Loan Rules. As required by the award
conditions of USEPA's Assistance Agreement with IEPA, the COMPANY
acknowledges that the fair share percentages are 5% for MBEs and 12% for WBEs.
The COMPANY shall not discriminate on the basis of race, color, national origin or
sex in the performance of this contract. The COMPANY shall carry out applicable
requirements of 40 CRF Part 33 in the award and administration of contracts
awarded under EPA financial assistance agreements. Failure by the COMPANY to
carry out these requirements is a material breach of this contract which may result in
the termination of this contract or other legally available remedies.
3.0 Deliverables and Schedules Included in this Agreement
The Project shall be initiated upon authorization by CLIENT, the estimated project
schedule is as follows:
1.
Notice to Proceed — NTP .........................................................March
2025
2.
Kick-off meeting with CLIENT...................................................March
2025
3.
External Spot Survey..............................................................April-May
2025
4.
Submit 60% design documents to CLIENT .................................
September 2025
5.
Review meeting for 60% design ................................................September
2025
6.
Submit 100% final documents to CLIENT .................................
November 2025
7.
Submit to IEPA for Loan Approval.............................................November
2025
8.
Obtain Loan Commitment......................................................
January 2026
9.
Advertise for Bids..................................................................February
2026
10.
Bid Opening........................................................................
March 2026
11.
Submit Bids Received Information to IEPA for Approval ...............
March 2026
12.
NTP to Contractor after IEPA Approval ....................................
April 2026
This schedule was prepared to include reasonable allowances for review and approval
times required by the CLIENT and public authorities having jurisdiction over the project.
This schedule shall be equitably adjusted as the project progresses, allowing for changes
in the scope of the project requested by the CLIENT or for delays or other causes beyond
the control of COMPANY.
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4.0 Items not included in Agreement/Supplemental Services
The following items are not included as part of this AGREEMENT:
• Property boundary research, including subdivision maps, right-of-way widths,
property lines, and property ownership information other than readily available
property line information from the County.
• Site survey to identify property lines
• Replacement of water main, fittings, hydrants, or other water utility infrastructure.
• Sidewalk replacement design to meet PROWAG standards.
• Sanitary sewer line, sump pump/storm drainage lines, gas, electrical or any other
service line replacement.
• In -home inspections
• Easements, easement appraisals, negotiation of easements with property owners,
and payment of easements.
• Topographic Survey
• Hydraulic water modeling and capacity evaluation of the water distribution system
• Construction administration services
• Construction observation services
• Construction staking
• Any evaluation or modification to the CLIENT sanitary, watermain, and storm
sewer systems.
• Any significant roadway replacement and/or modifications other than patching,
curb/gutter, and sidewalk replacement associated with the service line
replacement.
• Preparation or administration of maps, plats, deeds, or easement
documents not specifically referenced in the scope of services.
• Environmental, archeological, historical, or cultural resources investigations,
assessments, tests, studies, and reports.
• Meetings with local, State, or Federal agencies to discuss the project.
• Appearances at public meetings and public hearings.
• Plat of Easement
• Plat of Dedication/Highways
• Plat of Survey
Supplemental services not included in the AGREEMENT can be provided by COMPANY
under separate agreement, if desired.
5.0 Services by Others
None
6.0 Client Responsibilities
• Provide access to work sites for COMPANY to perform services.
• Pay all permit fees and other required fees associated with the project.
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• Provide relevant materials, such as maps, drawings, specifications, shop
drawings, utility data, shapefiles, O&M manuals, operating data and reports,
maintenance data and reports, water quality and reports.
• Provide personnel knowledgeable about operations and maintenance of facilities
to be available for discussions and to answer questions.
• Review all project deliverable documents submitted by COMPANY and provide all
comments back to COMPANY within one week, or otherwise as required by the
project scope of services and schedule.
• Provide GIS data needed for project.
7.0 Professional Services Fee
7.1 Fees
The fee for services will be based on COMPANY standard hourly rates current at the time
the AGREEMENT is signed. These standard hourly rates are subject to change upon 30
days' written notice. Non -salary expenses directly attributable to the project such as: (1)
living and traveling expenses of employees when away from the home office on business
connected with the project; (2) identifiable communication expenses; (3) identifiable
reproduction costs applicable to the work; and (4) outside services will be charged in
accordance with the rates current at the time the service is done.
7.2 Invoices
Invoices for COMPANY's services will be submitted, on a monthly basis. Invoices will be
due and payable upon receipt in accordance with the Illinois Prompt Payment Act 50ILCS
505. If any invoice is not paid within these timelines, COMPANY may, without waiving any
claim or right against the CLIENT, and without liability whatsoever to the CLIENT, suspend
or terminate the performance of services.
7.3 Extra Services
Any service required but not included as part of this AGREEMENT shall be considered extra
services. Extra services will be billed on a Time and Material basis with prior approval of
the CLIENT.
7.4 Exclusion
This fee does not include attendance at any meetings or public hearings other than those
specifically listed in the Scope of Services. These service items are considered extra and
are billed separately on an hourly basis.
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7.5 Payment
The CLIENT AGREES to pay COMPANY on the following basis:
Time and material (T&M) basis with a Not to Exceed fee of $42,626.00.
The breakdown of fee is as follows:
Task
Fee (T&M basis)
Project Management, Meetings, Data Collection from CLIENT
$ 5,726.00
Spot Survey
$ 7,170.00
Design Phase Services
$24,606.00
Bid Phase Services
$ 5,124.00
Total
$42,626.00
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8.0 Terms and Conditions
This Agreement is considered part of the FY 2024 — 2026 General Consultation Services
Agreement dated December 10, 2024, between CLIENT and COMPANY. All terms and
conditions contained in that agreement apply to this Agreement.
This AGREEMENT is approved and accepted by the CLIENT and COMPANY upon both parties
signing and dating the AGREEMENT. Services will not begin until COMPANY receives a signed
agreement. COMPANY's services shall be limited to those expressly set forth in this
AGREEMENT and COMPANY shall have no other obligations or responsibilities for the Project
except as agreed to in writing. The effective date of the AGREEMENT shall be the last date
entered below.
Sincerely,
HR GREEN, INC.
Approved by:
Printed/Typed Name
Ravi Javaraman. PE
Title: Regional Manager/Principal Date
VILLAGE OF LEMONT
Accepted by:
Printed/Typed Name: (?te x "lcdz,
Title: �%� ��c� ��-.� Date:
2-17-25
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