Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Cerniglia, Co. for 2024 Emergency Water and Sewer Repair Work to Increase the Not to Exceed Amount from $40,000.00 to $82,026.63 and Authorizing its Execution
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Overview
Overview
On October 3, 2024, staff discovered that the restraining clamp on the transmission water main inside of the North Pumping Station had failed. The restraining clamp’s purpose is to secure the water main to the interior pipelines. Without the restraining clamp, the water main can potentially shift or move out of place and cause major damage within minutes.
The transmission water main and clamp are original from 1962. Today, a direct replacement for the clamp cannot be purchased. Additionally, due to age and prolonged exposure to groundwater, the water main’s condition is poor. For these reasons, the best approach is to replace the affected section of the water main and mechanically restrain it to the interior pipelines.
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Recommendation
Recommendation
Adopt the Resolution
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.
Staff met onsite with Cerniglia Company on October 4, 2024, to discuss the repairs. Cerniglia’s quote to perform the work is $52,510.00. Cerniglia Company is a reputable local contractor which has performed high-quality work for the Village for years. As a result of a competitive bidding process, Cerniglia Company currently has a service contract with the Village for this type of work. The P.O. has $14,483.37 available - staff recommends amending their contract to increase it by $42,026.63 for them to complete the work. This amendment provides a contingency of ($4,000) if modifications are needed.
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 October 22, 2024.
Fiscal Impact
There are sufficient unencumbered funds within the Water and Sewer Fund, External Support, account no. 5040-43730-777-530667 and 5040-43750-781-530667.
DEI Impact
N/A.
Alternatives
The Board can delay to gain additional information.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.