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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-257    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/5/2023 Final action: 9/5/2023
Title: A Resolution Approving an Amendment to the Purchase Price Agreement with Core and Main LP for Materials for Repair of Water Mains and Sewers, Fire Hydrants, Water Services and Sewer Services to Change the Not to Exceed Amount from $50,000.00 to $65,000.00 and Authorizing its Execution
Attachments: 1. Resolution - 2023 Water & Sewer Supplies Amendment, 2. Amendment - 2023 Water & Sewer Supplies Amendment, 3. Attachments - 2023 Water & Sewer Supplies Amendment - Contract Documents

Submitted By                     

Robert Sproule, Public Works Director

 

Reviewed By

A.M. Zayyad, Deputy Village Manager

 

Agenda Item Title

Title

A Resolution Approving an Amendment to the Purchase Price Agreement with Core and Main LP for Materials for Repair of Water Mains and Sewers, Fire Hydrants, Water Services and Sewer Services to Change the Not to Exceed Amount from $50,000.00 to $65,000.00 and Authorizing its Execution 

End

Overview

Overview

The Water and Sewer Division of the Public Works Department is responsible for maintaining the water distribution and sewer collection systems in the Village. Due to an increase in excavations and fire hydrant repairs and replacements, the Water & Sewer Division is expected to exceed the original agreement amount. Staff is therefore requesting to amend the existing agreement to change the not to exceed amount to support necessary material purchases. 

End

 

Recommendation

Recommendation

Adopt the Resolution.

 

Background

The Water and Sewer Division of the Public Works Department is responsible for maintaining the water distribution and sewer collection systems in the Village. Core & Main LP was awarded a purchase price agreement for the purchase of materials and supplies necessary for repairs and replacements in 2023.  Due to an increase in excavations and fire hydrant repairs and replacements, the Water & Sewer Division is expected to exceed the original not to exceed amount for the 2023 contract with Core and Main LP. Staff is therefore requesting to amend the existing agreement to change the not to exceed amount from $50,000.00 to $60,000.00 to support necessary material purchases. 

 

Fiscal Impact

The Fiscal Year 2023 Water and Sewer Fund Budget allocated funds for materials and supplies for the operation and maintenance of the water distribution and sewer collection systems in account # 5040-43730-777-560631 (Water Distribution, Operational Supplies). All funds budgeted in the adopted FY 2023 budget in this account have been encumbered by other contracts with various supply contractors.

 

The Village Board consequently approved a second quarter Fiscal Year 2023 budget amendment to move additional funds into the Water & Sewer Operational Supplies account (5040-43730-777-560631) to support this contract amendment. Therefore, there are currently adequate unencumbered funds to support this amendment. 

 

DEI Impact

N/A.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Village Board approved the initial purchase price agreement for materials for installation and repair of water mains, fire hydrants and water services with Core & Main LP on December 5, 2022 by adopting RES 22-296.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Public Works Department will bring similar purchase agreements to the Village Board annually.

 

Intergovernmental Cooperation Opportunities

N/A.