Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with IHC Construction Companies, L.L.C. for Village Wide Emergency Water and Sewer Repair Services in an Amount Not to Exceed $40,000.00 and Authorizing its Execution
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Overview
Overview
The Village contracts with plumbing contractors for emergency water and sewer repair work in the Village right of way. Work is assigned to contractors when the needed response exceeds our internal capacity in terms of personnel and or equipment. Multiple Agreements were signed in Fiscal Year 2021 to ensure adequate coverage in an emergency situation including an agreement with IHC Construction Companies, L.L.C. The Agreement provides for two possible one (1) year renewals. It is proposed to exercise the second and final of the two possible renewals with IHC Construction Companies, L.L.C. for Fiscal Year 2023 for emergency water and sewer repairs.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The proposed Fiscal Year 2023 budget provides a total of $175,000.00 for Emergency Water and Sewer Repair Services in the Water and Sewer Fund, External Support, account no. 5040-43730-777-530667 ($75,000.00 for Water) and 5040-43750-781-530667 ($100,000.00 for Sewers).
A total of $40,000.00 ($20,000 from each account) is proposed to be awarded to IHC Construction Companies, L.L.C. for these services. Agreements with two other contractors for $40,000.00 each are proposed under other agenda items.
Background
The Public Works Department Water and Sewer Division typically make 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.
In December 2020, Village Staff requested bids for Fiscal Year 2021 Water and Sewer Emergency Repair Services. Five contractors responded to the request and provided their rates. The Village entered into agreements with the lowest three bidders. The work is contracted on a job-by-job basis to make needed repairs. The contractor with the most favorable prices is contacted first and if they are not available, the next contractor is contacted.
Staff recommends renewing the agreement with our three current contractors for emergency water and sewer repair services. IHC Construction Companies, L.L.C. has completed this work for the Village in a professional manner and is recommended to continue to provide the Village with this service. The renewals for the other two contractors, Gino’s Heating & Plumbing and Cerniglia Co., are under separate agenda items.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved funding for the program as part of the Fiscal Year 2023 budget and has approved emergency water and sewer repair contractor agreements annually.
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
N/A.