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Riverwoods officials push plan to rebid grinder-pump work after late invoices from sole contractor
Summary
Village staff told trustees they are preparing lump-sum bid packages and a multi‑year replacement program after dozens of late invoices and recurring failures tied to HT Stringer. Staff said education for residents on what not to flush is also part of the response.
Village of Riverwoods public-works and finance staff told the Board of Trustees on March 4 they are preparing a new procurement approach for grinder-pump service and maintenance after repeated late invoices and recurring equipment failures tied to a single local contractor.
Director of Community Services John Witt said dozens of invoices from HT Stringer arrived months late, many had been kicked back for more detail and several exceed the village's $2,000 review threshold. "We have been working with HT Stringer to get them in line with regard to their invoicing on a timely basis," Witt said. He said staff is assembling a package of "typical tasks" (panel replacement, wiring, pump work) that could be solicited as lump-sum items to allow competitive bids.
Why it matters: Several neighborhoods in Riverwoods use low‑pressure grinder‑pump sewer systems; pumps are specialized and, staff said, Stringer currently is the only local firm qualified to do most of the repairs. That creates operational risk if a single contractor is unavailable or cancels service.
Witt and Finance Director Vasquez said the village has asked the pump manufacturer, E1, to train other contractors and that staff is exploring a multi‑year capital program to replace pumps nearing the end of useful life. Witt said some homes appear on their third pump in roughly 20 years and staff hopes a replacement program can reduce recurring costs.
Trustees raised a related finance concern about recent large invoices. Trustee Smith read three invoices that appear on the village bills: Nov. $21,296; Jan. $71,484; March $79,576, for a partial total of $172,356. Vasquez said staff will consolidate questions about invoicing and the pending contract into the director's report and will bring recommended procurement language and a timeline back to the board.
Residents' use and maintenance practices were also cited as a driver of pump failures. Witt said the pumps are not ejector pumps and are harmed by sanitary products, wet wipes, excessive sand and gravel; "These are not ejector pumps ... They actually grind and pulverize the products that go in there," he said. Staff plans to mail guidance to households with grinder pumps reminding residents what can and cannot be flushed and to consider charging for damage where misuse is demonstrated.
Staff said they are also exploring an intergovernmental backup with Lake County Department of Public Works to train county staff as a second service option in case the private contractor is unavailable. No formal contract or new spending authorization was requested at the March 4 meeting; staff said they will return with recommended bid documents and a schedule.
Ending: Trustees asked for a fuller timeline and recommended language for bids and for a consolidated accounting of the outstanding invoices. Staff said it hopes to issue the bid package within roughly a month.
