Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-97    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 3/6/2023 Final action: 3/6/2023
Title: A Resolution Approving a Renewal of the Independent Contractor Agreement with G.A. Paving, LLC for Village Wide Utility Pavement Patching Services in 2023 in an Amount Not to Exceed $250,000.00 and Authorizing its Execution
Attachments: 1. Resolution- 2023 Utility Pavement Patching Renewal - GA Paving, 2. Renewal - 2023 Utility Pavement Patching - GA Paving, 3. Attachments - 2023 Utility Pavement Patching - Contract Documents

Submitted By                     

Rob Sproule, Public Works Director

 

Reviewed By

A.M. Zayyad, Deputy Village Manager

 

Agenda Item Title

Title

A Resolution Approving a Renewal of the Independent Contractor Agreement with G.A. Paving, LLC for Village Wide Utility Pavement Patching Services in 2023 in an Amount Not to Exceed $250,000.00 and Authorizing its Execution

 

End

Overview

Overview

The Public Works Department makes repairs to the underground water distribution and sewer collection systems.  These repairs require excavation of the public streets which then must be repaired in a timely manner.  To assist the Village, contractors are utilized to make these street repairs.  This item requests approval of a renewal to the Independent Contractor Agreement with G.A. Paving, LLC for this work in 2023.

 

End

Recommendation

Recommendation

Adopt the Resolution.

 

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 two-three inch asphalt surface.  The Village averages approximately 125-150 utility pavement repairs annually, with approximately 165 utility pavement repairs completed in 2022. Patching sizes vary; however, a typical size is approximately 10’ x 10’. This work also encompasses restoring sidewalks and curbs damaged during water and sewer repairs.

 

Due to the number of pavement repairs that are needed each year, the work is completed by both contractors and in-house Public Works crews.  After a competitive bidding process in 2022, an Independent Contractor Agreement was signed with GA Paving, LLC.  The Agreement allows for two optional one-year renewals.  Staff are requesting to exercise the first of two annual renewals with GA Paving, LLC.

 

Fiscal Impact

The FY2023 Water and Sewer Fund budget provides for contractor pavement repairs.  A total of $250,000.00 is dedicated for this work in account no. 5040-43730-777-530667, External Support ($125,000.00) and account no. 5040-43750-781-530667, External Support ($125,000.00).

 

DEI Impact

N/A.

 

Alternatives

N/A.

 

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

N/A.