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CITY OF WEST CHICAGO

                           INFRASTRUCTURE COMMITTEE
                           AGENDA ITEM SUMMARY
ITEM TITLE:
                                         AGENDA ITEM NUMBER:                                                         _L}~_r_4~ '~-
REJECTION OF BIDS - Water Treatment Plant Filter #1
Rehabilitation Project                                COMMITTEE AGENDA DATE: September 4, 2025
                                                   COUNCIL AGENDA DATE: September 15, 2025
STAFF REVIEW: Eddie A Ramos, Water Treatment Plant           SIGNATURE----------Superintendent

APPROVED BY CITY ADMINISTRATOR: Tia Messino
                                                  SIGNATURE
ITEM SUMMARY:

The Filter #1 Rehabilitation Project (Project) includes maintenance of the existing Filter #1 at the West Chicago Water
Treatment Plant. The Project will include full media replacement, sandblasting and painting of filter interior, painting
of filter exterior, piping and hose replacement, removal and replacement of sight tube and associated piping work,
replacement of turbidity meter and associated piping, pressure gauge replacement, tank light replacement as well
as any underdrain and metal rehab deemed necessary during construction.

The Water Treatment Plant was commissioned in 2006. Equipment in this environment has an average working life
of 20 years. As equipment ages,  its efficiency declines, maintenance costs increase, and the risk of unexpected
failure  rises. Unplanned breakdowns can disrupt production, damage surrounding systems, and create safety
hazards for workers. To prevent these issues,  it is essential to establish scheduled replacement plans based on the
manufacturer's recommended  service  life, performance trends, and  historical maintenance  data.  Proactively
replacing equipment prior to failure not only reduces downtime and emergency repair costs but also ensures
operational continuity, regulatory compliance, and workplace safety. This proactive approach allows organizations to
better allocate resources and extend the overall efficiency of their systems.

The Project was advertised for public bids in the Daily Herald and on an online bidding platform, QuestCDN, on
August 5, 2025. A mandatory pre-bid meeting took place on August 14, 2025. Staff opened bids on August 26, 2025,
and below are the results:

                                              BASE BID      OVERALL                  CONTRACTOR                                           AMOUNT        RANK
           Boller Construction                              $925,400.00              1
         Engineer Estimate                              $ 350,000.00             N/A

The City budgeted $350,000 in FY 2025 in account 06-34-48-4608. Due to the significant difference between the
budget and bid amount, staff recommends rejecting this bid and seeking alternative methods to complete the Project
including rebid. Staff will work closely with industry professionals to determine the best and most cost effective way
of movinQ forward.
ACTIONS PROPOSED:

Reject all bids received for the Water Treatment Plant Filter #1 Rehabilitation Project.

COMMITTEE RECOMMENDATION: