Kincaid approves low bid for lead service-line replacement and adds construction-phase engineering

The Village of Kincaid on April 28 approved the low responsive bid for a lead service-line replacement project and authorized an amendment to the engineering contract to add construction-phase services.

Special guest Ron Legner presented the bids and financing scenario, saying the village has "around two hundred and twenty-five lead service lines" and prepared plans for 188 services to fit within the anticipated funding. Legner told the board the low responsive bidder was American Environmental Waste with "a total bid of one million six hundred seven thousand, one hundred fifty-five dollars." He provided an estimated cost breakdown that included a 3% contingency, $140,000 for engineering design and $230,000 for construction engineering (time-and-materials estimate). Legner stated that "Kincaid qualifies for one hundred percent forgiveness on a loan up to that 2.8 million dollars," subject to receiving the loan contract from the Illinois EPA.

Trustee Nelson moved to approve the low bid and issue a notice of intent to award; Trustee Dees seconded. The minutes record "All Ayes." Nelson also moved the engineering contract amendment to add construction-phase services; Paso seconded that motion and the minutes again record "All Ayes." The engineering work described includes on-site observation during construction and assistance with loan paperwork processing.

The village engineer's estimate produced a total project loan amount of $2,025,369.65 (base bid of $1,607,155 plus 3% contingency and the listed engineering costs). Legner noted that forgiveness would reduce net loan payments "as long as we don’t exceed that three percent contingency." The board's approvals were made contingent on securing the actual loan/forgiveness contract from the Illinois EPA, which Legner said is not guaranteed until formal paperwork is executed.