Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to an Independent Contractor Agreement between the Village of Oak Park and Cerniglia Co. for Emergency Water and Sewer Repairs in an Amount Not to Exceed $55,000.00 and Authorizing its Execution
End
Overview
Overview
The Department of Public Works Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On the occasion when in-house staff is unavailable, lacks 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 repairs.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2017 Water and Sewer Fund Budget allocates a total of $125,000.00 for emergency repairs to the water distribution system and sewer collection system.
In the Water Budget, External Support, account number 5040-43730-777-530667 there is $75,000.00 and in the Sewer Budget, External Support, account number 5040-43750-781-530667 there is $50,000.00.
Background
The Department of Public Works Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On the occasion when in-house staff is unavailable or lack the necessary equipment to perform such repairs, an outside water and sewer contractor is needed to make the repairs.
In January of this year, the Water and Sewer Division requested rates for labor and equipment from area water and sewer contractors for emergency repairs. Seven contractors responded to the request and several contractors provided reasonable and favorable rates (bid Summary is attached). The work will be contracted on a job by job basis to make the needed repairs. The contractor with the most favorable rates or skills will be contacted first and if they are not available, the next contractor will be contacted. Work will be paid for based on the Time and Material used method.
In March, the Village Manager executed agreements with three contractors (Cerniglia Co., Concept Plumbing and FJA Excavating). All agreements were within the Village Managers purchasing authority per the adopted Village Purchasing Policy. The agreement with Cerniglia Co. is in the amount of $25,000.00.
Cerniglia Co. has responded to two emergency events so far this year in the amount of $24,078.00. There are additional repairs which would require their skills thus an increase to their agreement to $55,000.00 is requested.
Alternatives
The Board can delay action to gain additional information or this work could be authorized to the other contractors.
Previous Board Action
The Village Board approved similar actions in the past.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Department of Public Works will be bringing these agreements to the Village Board annually.
Intergovernmental Cooperation Opportunities
The Village is the only Oak Park agency within the community that utilizes these services regularly.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority for the Department of Public Works for Maintenance and Service Programs.