Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with GA Paving, LLC for Village Wide Pavement Patching Services in 2018 to Reflect a Not to Exceed Amount of $200,000.00 and Authorizing its Execution
End
Overview
Overview
On April 16, 2018 the Village Board approved a Resolution to allow for the renewal of an Independent Contractor Agreement with GA Paving, LLC for Village Wide Pavement Patching Services in 2018. It is proposed to increase the Not to Exceed Amount from $175,000.00 to $200,000.00 to allow for needed additional utility pavement restoration work.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2018 Water and Sewer Fund budget provides for contractor Utility Pavement Repairs. A total of $175,000.00 is dedicated for this work in External Support, account no. 5040-43730-777-530667 ($75,000.00) and External Support account no. 5040-43750-781-530667 ($100,000.00). These funds will be spent.
It is proposed to spend an additional $25,000.00 on needed Utility Pavement Repairs from the same accounts, External Support, account no. 5040-43730-777-530667 ($10,000.00) and External support, account no. 5040-43750-781-530667 ($15,000.00). These funds will come from deferring other work from these accounts such as sewer modeling and unspent landscape restoration (as a result of sewer work). There is currently $27,340.67 and $109,484.53 respectively in funds available at this time.
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 three inch asphalt surface.
The Village averages approximately 100-150 utility pavement repairs annually. Patching sizes vary; however, a typical size is approximately 10’ x 10’.
In 2018, the average size and number of the utility repairs has increased. This work also encompasses restoring sidewalks, curbs, and brickwork pavers damaged during water and sewer repairs which has also increased. This is due to an increased demand for water service line upgrades and more repairs to water mains as leaks are found through the water leak detection program.
The April 16, 2018 Resolution allowed for the second of two possible agreement renewals. This item provides for an amendment to that renewal.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved initial funding for this contractor for this work previously and has approved agreement renewals for this type of work. This is the first year staff has requested an increase in funding.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
There are no opportunities for Intergovernmental cooperation with this modification.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Infrastructure/Capital programs.