Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving an Amendment to the Purchase Price Agreement with Water Products Company of Aurora, Inc. for Materials for Repair of Water Mains and Sewers, Fire Hydrants, Water Services, and Sewer Services to Change the Not to Exceed Amount from $30,000.00 to $40,000.00 and Authorizing its Execution
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Overview
Overview
The Water and Sewer Division of the Public Works Department is responsible for maintaining the water distribution and sewer collection systems in the Village. The Village has experienced an increase in the number of required utility digs to date in 2022. Estimated expenses for utility dig materials for the remainder of the year exceed contract availability. Staff request to increase the agreement not to exceed amount with Water Products Company of Aurora, Inc. to cover this shortfall.
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Recommendation
Recommendation
Adopt the Resolution.
Fiscal Impact
The proposed Fiscal Year 2022 Water and Sewer Fund Budget allocates funds for materials and supplies for the operation and maintenance of the water distribution and sewer collection systems in the Operational Supplies account, numbers 5040-43730-777-560631 ($120,000.00). It is proposed to use unencumbered funds in the Water & Sewer Fund, Public Works - Water Capital Improvement account 5040-43730-777-570707 ($10.000.00) from deferred projects to cover the additional expense. A third-quarter budget amendment will be submitted to transfer the funds to cover the overage.
Background
The Public Works Department annually seeks competitive bids for water main parts and materials and sewer pipe parts and materials. Six vendors provided material price bids for 2022. The materials are purchased from the lowest cost qualified vendor based on the availability and quality of the material. On December 6, 2021, the Village signed a Purchase Price Agreement for $30,000.00 with Water Products Company of Aurora, Inc. to supply water & sewer repair materials and parts. They were one of a number of suppliers that bid for 2022. Agreements were opened with multiple suppliers based on the lowest cost qualified vendor based on the availability and quality of the materials. The Village has experienced an increase in the number of required utility digs to date in 2022. Estimated expenses for utility dig materials for the remainder of the year exceed contract availability. Staff request to increase the agreement not to exceed amount with Water Products Company of Aurora, Inc. from $30,000.00 to $40,000.00 to cover this shortfall.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved similar purchase price agreements for materials for the installation and repair of water mains, fire hydrants, and water services, on an annual basis.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this type of purchase agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
N/A.