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A Resolution Approving an Independent Contractor Agreement with G.A. Paving, LLC for Village Wide Utility Pavement Patching Services in 2025 in an Amount not to Exceed $250,000.00 and Authorizing its Execution
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Introduction
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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 promptly. To assist the Village, contractors are utilized to make these street repairs. This item requests approval of an Independent Contractor Agreement with G.A. Paving, LLC for this work in 2025.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has approved agreements annually with contractors who perform this work.
Background
The Public Works Department makes repairs to the underground water distribution system and sewer collection system. 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 two to three-inch asphalt surface. The Village averages approximately 125-150 utility pavement repairs annually, with approximately 175 utility pavement repairs completed in 2024. Patching sizes vary; however, a typical size is approximately 10’ x 10’. This work also encompasses restoring sidewalks and curbs damaged during water and sewer repairs.
Due to the number of pavement repairs that are needed each year, the work is completed by both contractors and in-house Public Works crews.
Bids were requested for this work from area contractors. An ad was also published in the January 8th edition of the Wednesday Journal and the Request for Bids was posted on the Village Web Site. A total of two bids were received. After reviewing the proposals from the contractors, staff recommends entering into an Independent Contractor Agreement with GA Paving, LLC. They provided the lowest unit prices in their bid and staff finds their work for the Village to be both timely and competent. The Village has worked with GA Paving, LLC for almost eleven years. The Agreement also allows for two optional one-year renewals.
Timing Considerations
Adoption at this time will allow for the Utility Patching for the 2025 season and allow for scheduling of work.
Budget Impact
The FY2025 Water and Sewer Fund budget provides funds for contractor pavement repairs. A total of $250,000 is dedicated for this work in account no. 5040-43730-777-530667, External Support ($125,000) and account no. 5040-43750-781-530667, External Support ($125,000).
Staffing Impact
The proposed item is a core service responsibility of the Public Works Department Streets Division. The proposed agreement allows Streets Division staff to perform other much-needed maintenance activities while completing pavement repairs on a timely basis.
DEI Impact
Properly maintained roads, including patched pavements, improve access to services for all community members. This is especially important for marginalized groups who may rely on public transportation or have limited mobility options. Patching can reduce travel times, improve safety, and enhance access to jobs, healthcare, and education.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The proposed resolution authorizes the staff to proceed with the work when weather permits.
• In-house staff can focus on other public way maintenance activities.
Disadvantages:
• The agreement requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• Board members would be presented with the additional information they requested.
Disadvantages:
• A delay could push back the intended March / April start.
Alternative 2:
The Board can vote down the resolution.
Advantages:
• This measure will conserve funds.
Disadvantages:
• Staff would be required to perform the work in-house at the expense of other maintenance activities.
• Staff would be required to solicit contract services from an alternate vendor.
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to bring these agreements to the Village Board annually.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Supporting Contract Documents