Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Garces Contractors LLC for Emergency Water and Sewer Repairs in an Amount Not to Exceed $50,000.00 in Fiscal Year 2019 and Authorizing its Execution
End
Overview
Overview
The Public Works Department’s 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 FY2019 Water & Sewer Fund Budget provides $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.
The funds will be split up between five contractors, Garces Contractors, LLC ($50,000.00), Cerniglia Company ($40,000.00), Concept Plumbing ($10,000.00), Unique Plumbing ($10,000.00) and Archon Construction ($10,000.00). The remaining budget amount of $5,000.00 will be reserved for any other contractor support required.
This item is requesting approval of an agreement with Garces Contractors LLC. Under another Board item is a request for approval of an agreement with Cerniglia Company. The agreements with Unique Plumbing, Concept Plumbing, and Archon Construction are within the Village Managers spending authority and will not require Board approval.
Background
As noted in the title, the Public Works Department’s 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 lacks the necessary equipment to perform such repairs, an outside water and sewer contractor is needed to make the repairs. Typical examples of such repairs are:
1. Sewer main/lateral repairs in depth in excess of 10 feet. (Oak Park does not own equipment to safely dig deeper than 10 feet);
2. Sewer main repairs which require long runs of sewer main to be replaced;
3. Water valve replacement larger than 10” in size;
4. Multiple frozen water service lines;
5. Water main break repairs when Village crews are not available due to multiple main breaks or crews are busy performing snow removal operations.
The Water and Sewer Division requested rates for labor and equipment from area water and sewer contractors for emergency repairs. Six contractors responded to the request. The Village typically enters into agreements with several contractors in the event the first contractor called is not available.
A summary of the contractor rates is included with this item.
This work will be contracted on a job by job basis to make the needed repairs. The contractor with the most favorable pricing will be contacted first and if they are not available at the time of the emergency, the next contractor will be contacted.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board has approved agreements annually with contractors who perform this work.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department 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.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Maintenance and Service Programs.