Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of an Independent Contractor Agreement with G.A. Paving, LLC to Change the Not to Exceed Amount from $200,000.00 to $250,000.00 and Authorizing its Execution
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Overview
Overview
On March 15, 2021, the Village Board approved a Resolution to allow for the renewal of an Independent Contractor Agreement with G.A. Paving, LLC for the Village Wide Pavement Patching Services in 2021. It is proposed to increase the not-to-exceed amount from $200,000.00 to $250,000.00 to allow for needed additional utility pavement restoration work.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Fiscal Year 2021 Water and Sewer Fund budget provides for contractor Utility Pavement Repairs. A total of $200,000.00 is dedicated for this work in account no. 5040-43730-777-530667 ($100,000.00) and account no. 5040-43750-781-530667 ($100,000.00). All of these funds will be spent on utility pavement repairs.
It is proposed to use unencumbered funds in the Water & Sewer Fund, Public Works - Sewer Capital Improvement account no. 5040-43750-781-570707 ($50,000.00) from a deferred manhole rehabilitation project to cover the additional expense. A Q3 budget amendment will be submitted to transfer the funds to cover the overage.
Background
The Public Works Department makes repairs to the underground water distribution and sewer collection systems. These repairs require excavation of the public streets which then must be repaired in a timely manner. The final pavement restoration consists of a concrete base course over the utility trench followed by a three-inch asphalt surface.
The Village averages approximately 125-150 utility pavement repairs annually. Patching sizes vary; however, a typical size is approximately 10’ x 10’. This work also encompasses restoring sidewalks, curbs, and brickwork pavers damaged during water and sewer repairs.
In 2021, there have been many restorations due to an increase of water service upgrade requests, sewer collapses, and watermain breaks. This work is expected to continue throughout the rest of the year. Therefore, the funds slated for manhole rehabilitation would be better used for repairing utility openings. This amendment would increase the not-to-exceed amount for the agreement by $50,000.00 for the remainder of the fiscal year.
Alternatives
The Village Board can delay action to gain additional information.
Previous Board Action
The Village Board approved this contractor for this work previously and has approved renewals and amendments for this type of work in the past.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for utility pavement repairs in the future.
Intergovernmental Cooperation Opportunities
None at this time.