Title
title
A Resolution Approving an Amendment to the Renewal of an Independent Contractor Agreement with Cerniglia, Co. for 2025 Emergency Water and Sewer Repair Work to Increase the Not to Exceed Amount from $40,000.00 to $95,826.33.00, Authorizing its Execution and Directing Staff to Prepare the Necessary Budget Amendment
..end
Introduction
overview
The Water & Sewer Division staff investigated a water leak on a 10” valve located at North Ave & Grove on February 10, 2025. Given the leak’s large size and proximity to high-risk facilities (namely a senior citizen living facility and medical offices), specialized equipment was required for the repair and shutdown. The Village lacks the necessary equipment and expertise to address these conditions and requested the use of the Village’s emergency contractor, Cerniglia Co., to complete the repair. The cost of the repair exceeded the existing contract amount with Cerniglia Co. and the Village Manager approved Emergency Spending Authority to facilitate this emergency repair. Staff are now seeking retroactive approval to increase the contract amount and a Q2 budget amendment for reallocation to cover the cost of this repair.
end
body
Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
The Public Works Department Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On occasions when in-house staff is unable to make repairs, for instance when crews are performing snow removal operations, lack the necessary equipment to perform such repairs, or multiple repairs are required simultaneously, an outside water and sewer contractor is called in to make the repair.
On February 10, 2025, the Water & Sewer Division staff investigated a water leak on a 10” valve located at North Ave & Grove on February 10, 2025. The leak was caused by a failure of the valve’s bonnet and stuffing box due to age, wear, and deterioration. Given the valve’s large size and proximity to high-risk facilities (namely a senior citizen living facility and medical offices), specialized equipment was required for the repair and shutdown. The Village lacks the necessary equipment and expertise to address these conditions and, therefore, requested the use of the Village’s emergency contractor, Cerniglia Co., to complete the repair. In an effort to minimize disruption, a line stop and insertion valve was installed by Cerniglia Co. on either side of the valve requiring repair, ensuring no impact on service for the high-risk facilities. Initially, Cerniglia provided a verbal estimate of $50,000.00 for the emergency work. However, the final cost of the repair amounted to $55,826.33 due to the need for an additional insertion valve. Cerniglia Company is a reputable local contractor with a history of delivering high-quality work for the Village. As part of a competitive bidding process, they currently hold a service contract with the Village for this type of work. Staff recommends amending their contract to increase the total by $95,826.33 to cover the costs of completing the repair.
In an effort to address this situation as quickly as possible, staff requested emergency spending authority from the Village Manager to order the necessary material and facilitate the repair as soon as possible in advance of bringing this item to the board for approval. The Village Manager provided approval for emergency spending authority on February 10, 2025.
Timing Considerations
There are no specific timing considerations associated with this item.
Budget Impact
There are sufficient unencumbered funds within the Water and Sewer Fund, Capital Improvements, account no. 5040-43730-777-570707. A Q2 Budget Amendment will follow to allocate these funds to the External Support Account.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The work has already been completed, and this increase ensures the contractor can be used again this fiscal year if needed.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• The Board would be presented with the requested information.
Disadvantages:
• There are no disadvantages to this action.
Alternative 2:
The Board can vote down the resolution.
Advantages:
• There are no advantages to this action. The work has already been completed and needs to be paid for.
Disadvantages:
• Staff will no longer be able to use this emergency contractor for the remainder of the fiscal year.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
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. Amendment to Agreement
3. Supporting Documentation