Agenda Item:
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Consideration of a Resolution Authorizing the Village Manager to Reject Public Bids and Procure Remote Telemetry Units for SCADA Lift Station Upgrades from Xylem Water Solutions USA, Inc. Flygt Products of Mokena, Illinois for a Total Cost Not-to-Exceed $115,000
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Staff Contact: Monica Sarna, Public Works Director, Matt Siegel, Information Technology Director
Purpose and Actions Requested: Staff requests Village Board consideration of a resolution authorizing the Village Manager to reject all public bids and execute a purchase agreement with Xylem Water Solutions USA, Inc Flygt Products of Mokena, Illinois for remote telemetry units for the SCADA lift stations upgrades for a total cost not-to-exceed $115,000.
Budget Impact: Budgeted
Budget Fund: 100-100-150-80305, 100-100-150-60305
Strategic Priority Addressed: Reliable Infrastructure, Community Resilience
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BACKGROUND AND ANALYSIS
The Village’s sanitary sewer system consists of approximately 40 miles of sanitary sewer main, 1,042 manholes and eight lift stations. The Village maintains separate Supervisory Control and Data Acquisition (SCADA) systems for its water production and distribution system and sanitary sewer system. These systems provide real-time monitoring, control pump operations, track system performance and waste water levels and provide alerts during unusual or emergency conditions, allowing staff to respond promptly to operational issues.
The SCADA system serving the Village’s eight sanitary sewer lift stations is particularly important for monitoring waste water levels, controlling pump operations and providing critical alarms. The existing hardware was installed more than ten years ago and several components have reached or are approaching the end of their useful life. Continued reliance on aging and obsolete components creates increasing concerns related to system reliability, operational continuity, equipment support and cybersecurity.
On August 26, 2026 staff issued a Request for Proposals (RFP 26-016) for the design and construction of a replacement SCADA system for all eight lift stations. Rather than specifying a particular manufacturer the RFP allowed respondents to recommend equipment and system architecture based on current industry practices. The scope also included physical infrastructure and safety improvements such as new equipment cabinets and protective bollards, as well as enhanced cybersecurity requirements.
The Village received three proposals. Each included extensive engineering, design and construction services that resulted in costs significantly higher than anticipated and budgeted. The proposed costs also varied considerably among respondents. Based on these results, staff recommends rejecting all three proposals and pursuing a more targeted approach to replacing the existing SCADA equipment.
Following the RFP process, staff explored equipment options directly with Xylem, the manufacturer of the Village’s water meters and leak detection equipment and the software provider used to manage and monitor those programs. Xylem has provided equipment configurations designed for both the Village’s dual-pump and single-pump lift stations. The proposed equipment is supported through a cloud-based digital monitoring platform that provides staff with remote access to lift station operating data through the Xylem Vue platform. Secure connectivity and ongoing platform support are provided by Xylem for an annual fee of $499 per unit. This approach provides updated monitoring and control capabilities while improving system reliability, remote accessibility and cybersecurity.
Throughout 2026, suspected Iranian-affiliated cyber actors have run an escalating campaign against US operational technology systems, specifically targeting water and wastewater systems. The Cybersecurity and Infrastructure Security Agency (CISA) confirmed that over 100 internet-exposed water and wastewater control systems were targeted in at least 12 states. While the Glencoe systems are air-gapped from the internet, the aging infrastructure limits visibility, patching and monitoring. Modernizing to a current, securely architected platform will best position the Village to defend against these ongoing expanding cyber threat campaigns.
Staff is seeking Village Board authorization for an amount not to exceed $115,000 to implement the proposed improvements. This amount includes three dual-pump configurations, five single-pump configurations, six new cabinet enclosures and the labor and equipment necessary for installation. Calendar year 2026 budgets $95,000 for this replacement and additional funds from the Information Technology division budget will be used to complete this project. This approach allows the Village to replace aging SCADA infrastructure at all eight lift stations while remaining within a defined project budget and providing a supported platform for future operation and maintenance.
RECOMMENDATION
Given the Village’s existing experience with Xylem equipment through its water meter and leak detection programs, staff recommends purchasing Xylem remote telemetry unit equipment to upgrade the SCADA systems serving the Village’s eight sanitary sewer lift stations. The proposed equipment will replace aging components while providing reliable remote monitoring, control and alarm capabilities. Maintaining these capabilities is critical to the safe and reliable operation of the Village’s sanitary sewer system and provides staff with the information necessary to quickly identify and respond to changing or emergency conditions.
MOTION
Motion to approve a resolution authorizing the Village Manager to reject all public bids and to execute a contract with Xylem Water Solutions USA, Inc. Flygt Products of Moneka, Illinois to purchase remote telemetry units for the SCADA Lift Station Upgrades for a total not-to-exceed $115,000.
ATTACHMENTS
1. Resolution
2. Xylem Equipment Quote