Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to Independent Contractor Agreement with Garces Contractors, LLC for Emergency Water and Sewer Repairs to Change the Not to Exceed Amount from $25,000 to $80,000.00 in Fiscal Year 2020 and Authorizing its Execution
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Overview
Overview
In February 2020 the Village entered into an agreement with Garces Contractors LLC to assist the Village in emergency water and sewer repairs in the amount of $25,000.00. Since that time there has been a need to bring Garces in to complete more repairs than anticipated. As a result, the original agreement is expected to be exceeded. This item allows for amending the original agreement and increase it to an amount of $80,000.00.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The FY2020 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.
This item is requesting approval for an amendment of the agreement with Garces Contractors LLC to increase their agreement from $25,000.00 to $80,000.00.
Background
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:
The Water and Sewer Division requested rates for labor and equipment from area water and sewer contractors for emergency repairs. Five contractors responded to the request. The Village typically enters into agreements with several contractors in the event the first contractor called is not available.
This work is 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.
On May 15th, due to a deep sewer main sink hole at 316 N. Taylor, Village crews required the assistance of an outside contractor due to the 21 foot depth of the main sewer (cost $17,611.34). The only available emergency contractor, who responded to assist, was Garces Contractors LLC. On May 30th another broken main sewer at 220 S. Lombard required the assistance of Garces Contractors (cost $12,752.32). Recently, on June 5th a deep water repair was needed (Cost $9,828.67) which also caused another deep main sewer break (Cost $12,012.23) at 6535 W. North Avenue again required the assistance of an emergency contractor. Other contractors contacted did not respond in a timely manner.
The total cost of these repairs, including the cost for a January repair totals $59,445.00. Staff is recommend increasing the agreement with Garces to $80,000.00 to account for these costs and for future repairs as they seem to be the most responsive contractor.
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 on a regular basis.