Title
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A Resolution Approving the Renewal of an Independent Contractor Agreement with G.A. Paving, LLC for Village Wide Utility Pavement Patching Services in 2026 in an Amount not to Exceed $275,000.00 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 in a timely manner. To assist the Village, contractors are utilized to make these street repairs. This item requests approval the renewal of an Independent Contractor Agreement with G.A. Paving, LLC for this work in 2026.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board approved an Independent Contractor Agreement with G. A. Paving, LLC for this work in 2025 (RES 25-147).
• The Village Board approved funding the program as part of the Fiscal Year 2026 Budget on December 9, 2025 (ORD-25-220).
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 185 utility pavement repairs completed in 2025. 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.
After a successful year of patching in 2025, staff finds it is most advantageous to enter into a renewal of an Independent Contractor Agreement with GA Paving, LLC for 2026. They provided the lowest unit prices in their bid and staff finds their work for the Village to be both timely and competent for twelve years now. The Agreement also allows for and optional one-year renewal for 2027.
Timing Considerations
Adoption at this time will allow for the Utility Patching for the 2026 spring, summer and fall and allow for scheduling of work.
Financial Impact
The FY2026 Water and Sewer Fund budget provides for contractor pavement repairs. A total of $275,000.00 is dedicated for this work in account no. 5040-43730-777-530667, External Support ($137,500.00) and account no. 5040-43750-781-530667, External Support ($137,500.00).
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
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 and improve safety, enhancing 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 allows.
Disadvantages:
• This action 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:
• Delay could push back the intended March/April start.
Alternative 2:
The Board can vote down the resolution.
Advantages:
• There are no advantages to this action.
Disadvantages:
• Staff would be required to solicit contract services from an alternate vendor.
Anticipated Future Actions
It is anticipated that the Public Works Department will be bringing 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. Renewal
3. Supporting Contract Documents