R-30-25 Approving Award of Contract 2025 Lead Water Service Line Replacement Phase One4,18 Main Street I Lemont, IL 664-69
THROUGH:
SUBJECT: A Resolution Approving Award of Contract 2025 Lead Water Service Line
Replacement Phase One
DATE: April 28, 2025
SUMMARY/BACKGROUND
Three (3) bids were received on April 10, 2025 for the Lead Water Service Line Replacement
Phase One project, which work includes the replacement of thirty-five (35) lead service lines
on the private side of the b-box with copper service lines, including connections to the existing
water meters in the residences, connections to the existing b-box, sidewalk removal and
replacement, and all appurtenant construction, in the Village.
The Village is using an [EPA State Revolving Fund (SRF) 30-year loan at 0% interest to pay
for this project.
The low bid amount was submitted by Donegal Services LLC, in the amount of $171,299.75
(as corrected). Although Donegal's bid is the lowest, they do not meet the responsiveness
and responsibility requirement as defined by the IEPA and as was very clearly indicated in the
bidding documents. If the Village awarded this project to Donegal, we would no longer be
eligible to receive the IEPA SRF 30-year loan at 0% interest and would have to pay for the
project out of Village Funds.
The 2nd low bid amount was submitted by IHC Construction Companies, LLC in the amount of
$351,060.00 who did provide all of the necessary documentation in their bidding documents
for the Village to be able to comply with the IEPA for their SRF loan.
ANALYSIS
Consistency with Village Policy
5-Year Capital Improvement Plan (if applicable)
STAFF RECOMMENDATION
Pass A Resolution Approving Award of Contract 2025 Lead Water Service Line Replacement
Phase One
BOARD ACTION REQUESTED
Pass A Resolution Approving Award of Contract 2025 Lead Water Service Line Replacement
Phase One
A Resolution Approving Award of Contract 2025 Lead Water Service Line Replacement
Project Phase One.pdf
VILLAGE OF LEMONT
RESOLUTION
NUMBER R_ -25
A RESOLUTION APPROVING AWARD OF CONTRACT 2025 LEAD WATER
SERVICE LINE REPLACEMENT PROJECT PHASE ONE
JOHN EGOFSKE, Village President
CHARLENE M. SMOLLEN, Clerk
JANELLE KITTRIDGE
DAVE MAHER
KEN MCCLAFFERTY
KEVIN SHA UGHNESSY
RICK SNIEGOWSKI
RON STAPLETON
Trustees
Published in pamphlet form by authority of the Village President and Board of Trustees of the Village of Lemont onq A2025
RESOLUTION NO. R- 3D -25
A RESOLUTION APPROVING AWARD OF CONTRACT 2025 LEAD WATER
SERVICE LINE REPLACEMENT PROJECT PHASE ONE
WHEREAS the Village of Lemont requires that the 2025 Lead Water Service Line
Replacement Project be completed; and
WHEREAS, the Village seeks to utilize the services IHC Construction Companies, LLC,
for such work; and
WHEREAS, IHC Construction Companies, LLC., 385 Airport Road, Suite 100, Elgin, IL
60123, submitted the lowest qualified bid for such work in the amount of $351,060.00.
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:
The agreement attached hereto as Exhibit A is hereby approved.
SECTION 2:
The Village Administrator is hereby authorized to execute the agreement and to make
minor changes to the document prior to execution that do not materially alter the Village's
obligations, to execute any other agreements and documentation as well as to take any other steps
necessary to carry out this resolution.
SECTION 3:
This Resolution shall be in fill force and effect from and after its passage and approval as
provided by law.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND DUPAGE, ILLINOIS,
ON THIS '2-DAY OF 2025.
Janelle Kittridge
Dave Maher
Ken McClafferty
Kevin Shaughnessy
Rick Sniegowski
Ron Stapleton
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES: NAYES:
V
f
WA
CFI
ABSENT: ABSTAIN:
_l.
JOHN EGOFSKE
President
Exhibit A
Contract Page 2025 Lead Water Service Line Replacement Project Phase One
Contract for 2025 Lead Water Service Line Replacement Project Phase One
1. THIS AGREEMENT, made and concluded the day of between the Village of
Lemont, acting by and through the Village Administrator as the party of the first part, and
IHC Construction Companies LLC 385 Airport Road, Suite 100, Erin IL 60123 , his/their
executors, administrators, successors or assigns, known as the party of the second part.
2. WITNESSETH: That for and in consideration of the payments and agreements
mentioned in the Proposal hereto attached, to be made and performed by the party of the first
part and according to the terms expressed in the Bond referring to these presents, the party of
the second part agrees with said party of the first part at his/their own proper cost and expense
to do all the work, furnish all the materials and all labor necessary to complete the work in
accordance with the Plans and Specifications hereinafter described, and in full compliance with
all of the terms of this agreement and the requirements of the Engineer under it.
3. AND, it is also understood and agreed that the Notice to Contractors, Special Provisions,
Proposal and Contract Bond hereto attached, and the Plans as prepared by HR Green, Inc. and
designated as 2025 Lead Water Service Line Replacement Project Phase One all essential
documents of this Contract, and are a part hereto.
4. IN WITNESS WHEREOF, the said parties have executed these presents on the date
above mentioned.
Party of the First Part
The VILLAGE OF LEMONT
By
�� _p o ge Schafer, Village
Administrator
v of the Second Part
(If a Corporation)
Corporate Name:
IHC Construction Companies, LLC
By
Secretary President
(Corporate Seal) (If a Co -Partnership)
(SEAL)
(SEAL)
Partners doing Business under the name
of
(If an Individual)
(SEAL)
Exhibit B
Letter of Award Recommendation, Bid Tabulation Listing, Notice of Intent to Award
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April 18, 2025
George Schafer
Village of Lemont
418 Main Street
Lemont, IL 60439
RE: Lead Service Line Replacement 2025
Letter of Recommendation
HR Green Job No. 2402475
Dear Mr. Schafer:
\/1c1-1-nry1 IL 60050
Main 815.385.1778 r Fax 713.965.+0044
The Village of Lemont received three (3) bid proposals for the 2025 Lead Service Line Replacement Project at the
bid opening on April 10th, 2025. The three bids ranged in price from a low bid of $171,359.00 submitted by
Donegal Services LLC., to a high bid of $473,238.00 submitted by Anchor Mechanical, Inc.; and represent
competitive pricing for work of this nature. See the attached bid tabulation for further information.
We have analyzed the bid documents and checked them for accuracy and found IHC Construction Companies,
LLC of Elgin, Illinois to be the lowest qualified bidder.
While Donegal Services LLC did submit a lower bid, they have failed to meet the bidding requirements to be
considered for funding through the iEPA SRF Loan Program. 'The Information for Bidders indicates that "Award
will be made to the low, responsive, responsible bidder." Although Donegal's bid is the lowest, they do not meet
the responsiveness and responsibility requirement as defined by the iEPA and as was very clearly indicated in the
bidding documents.
In particular, they are being rejected for the following reasons:
1. Failure to submit certification of nonsegregated facilities
2. Failure to submit "Notice to Labor Unions or Other Organization of Workers Nondiscrimination in
Employment"
3. Failure to submit certificate regarding debarment, suspension and other responsibility matters
4. Failure to submit Bidder Certification in Compliance with Article 33E-11 to the "Criminal Code of 2012"
5. Failure to submit certification that all iron, steel, manufactured products and construction materials used
for this project are produced in the United States (BABA Requirements)
6. Failure to follow Federal DBE requirements
a. Failure to submit DBE Program Form #1
b. Failure to provide Certificate of Publication showing that advertisement was completed requesting
bids from Disadvantaged Business (DBE) Construction Contractors
Other concerns:
® There appears to be a math error for Pay Item 8: Tree Protection
® There appears to be a math error for the Total base bid cost
�Georga�cUa�,
P,ge2nf2
Aph| 18.2025
��[J/�
' , `��reKeyl*
Given these factors, HRGro*n. Inc. recommends awarding the contract to |HC Construction Companies, LLC, in
the amount of$351.080.8O.Aewith all unit price contracts, the final project amount will bedetermined after
completion of the work.
Please let me know if you have any questions or need any additional information.
Sincerely,
'
HRGREEN, INC.
Bruce A. Hill, PE
Municipal Executive — Municipal Services
Attachment
Kr-2U25O418 Lemont, |L'2O25LGLReplacement -2402475
HR Green, Inc. Lead Service Line Replacement — Phase 1
Project No. 2402475 Village of Lemont, Illinois
NOTICE OF INTENT TO AWARD
To: IHC Construction Companies, LLC
385 Airport Road, Suite 100
Elgin, IL 60123
Project Description: Lead Service Line Replacement — Phase 1 project which generally consists of
furnishing, all labor, materials, and equipment necessary to replace lead service lines for 35 properties
from the curb box to the water meter inside the building (private side), including but not limited to
connection to existing curb stop, lead service line disconnection and abandonment, installation and
connection of new water service line, water meter installation, seeding, tree protection, tree root pruning,
and other work in accordance with the plans and specifications.
The OWNER has considered the BID submitted by you for the above described WORK, in response
to its Advertisement for Bids, dated February 24th, 2025 and Information for Bidders.
You are hereby notified that your BID will be accepted, contingent upon Illinois Environmental
Protection Agency (IEPA) approval, for items in the amount of $351,060.00
You will be required by the Information for Bidders to execute the Agreement and furnish the
required CONTRACTOR'S Performance BOND, Payment BOND and certificates of insurance within ten
(10) calendar days from the date of the final Notice to be sent upon IEPA approval, to you.
Dated this day of
Village of Lemont
By:
r
Title: