Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with Construction by Camco, Inc. for the 2023 Water Service Line Replacement Program 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
As residents replace their portion of the lead water service line with copper pipe, the Village will replace its side at no cost to the residents. Staff estimates that requested upgrades for Fiscal Year 2023 will exceed the initial renewal agreement amount. Staff therefore requests the not-to-exceed amount of the renewal agreement be amended to $250,000.00 to meet the upgrade requests for this year.
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Recommendation
Recommendation
Adopt the Resolution.
Background
Construction by Camco, Inc. has performed this work for the Village for the last two years after a competitive bidding process was conducted in 2021. The scope of services for this contract is for the replacement of the Village’s side of the lead water service line throughout the Village.
The work completed under this contract is intended to supplement work performed by the Public Works Water and Sewer Division field crews. Locations assigned to the contractor are typically locations that are longer runs, more difficult for the field crews to complete or require special equipment, or at times when field crews are committed to other maintenance work. This replacement work is done in conjunction with a resident upgrading the private side of the service with a plumbing contractor.
Resident requests for water services are on course with previous years but there is an increase in long side water service (water main is on opposite side of street). These longer runs are difficult and require special equipment to complete. The Village still has 12 long side services that will need to be completed at an average cost of $7,500 per service, for a total of $90,000.00. Currently, the Purchase Order has $53,000.00 remaining. Illinois law now requires the Community Water Supplier to complete the public side of the service within 30 to 120 days (weather permitting) after a homeowner completes their private side of the service. Staff therefore requests to amend the existing renewal agreement to increase the not-to-exceed amount to account for this increase in long side service upgrades this year.
Fiscal Impact
The Fiscal Year 2023 Water & Sewer Fund Budget includes $200,000.00 in account # 5040-43730-777-570707 (Water & Sewer Fund, Water Capital Improvements) to complete water service upgrades. The Village Board approved a Fiscal Year 2023 second quarter budget amendment to reallocate $50,000.00 of unencumbered funds, resulting from the deferral of projects, from account # 5040-43750-781-570707 (Water & Sewer Fund, Sewer Capital Improvements) to cover the additional expense for water service upgrades.
DEI Impact
N/A.
Alternatives
The Village Board can delay action to gain additional information.
Previous Board Action
The Village Board approved an Independent Contractor Agreement with Construction by Camco, Inc. in 2021 (RES 21-80 adopted on March 15, 2021), a first renewal in 2022 (RES 22-11 adopted on January 18, 2022), and the second of two possible renewals in 2023 (RES 22-36 adopted on January 17, 2023).
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 these services in the future.
Intergovernmental Cooperation Opportunities
N/A.