Regular Village Board meetings are held at 7:30 p.m., the first and third Mondays of each month in Council Chambers of Village Hall, 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, usually on the second and fourth Monday. However, dates and times of special meetings can vary and may change.

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File #: RES 23-256    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/5/2023 Final action: 9/5/2023
Title: A Resolution Approving an Amendment to the Purchase Price Agreement with Vulcan Construction Materials, LLC for Stone and Sand Materials to Change the Not to Exceed Amount from $30,000.00 to $50,000.00 and Authorizing its Execution
Attachments: 1. Resolution - 2023 Stone & Sand Materials Amendment, 2. Amendment - 2023 Stone & Sand Materials Amendment, 3. Attachments - 2023 Stone & Sand Materials Amendment - Contract Documents

Submitted By                     

Robert Sproule, Public Works Director

 

Reviewed By

A.M. Zayyad, Deputy Village Manager

 

Agenda Item Title

Title

A Resolution Approving an Amendment to the Purchase Price Agreement with Vulcan Construction Materials, LLC for Stone and Sand Materials to Change the Not to Exceed Amount from $30,000.00 to $50,000.00 and Authorizing its Execution 

End

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 Department annually seeks competitive bids for stone & sand materials. Due to the increase in the number and depth of a few of the excavations, the Water & Sewer Division is expected to exceed the original not to exceed purchase price agreement amount and is requesting an amendment.  

End

 

Recommendation

Recommendation

Adopt the Resolution.

 

Background

The Water & Sewer Division of the Public Works Department typically makes repairs to the water distribution and sewer collection systems. Stone is required to back-fill the excavations after repairs are completed. Vulcan Construction Materials, LLC was selected through a competitive bidding process to provide these materials in 2023. To date in 2023, the Village has completed 20 more excavations than our historic average and three extremely deep excavation.  Stone is required to backfill these excavations before the road can be restored.  Staff estimates that material needs will exceed the current not-to-exceed contract amount for 2023 and therefore requests to change the not-to-exceed contract amount from $30,000.00 to $50,000.00.

 

Fiscal Impact

The Fiscal Year 2023 Water & Sewer Fund Budget allocates funds for stone & sand materials for roadway maintenance of the water distribution and sewer collection systems in account # 5040-43730-777-560633 (Public Works, Water Distribution, Roadway Maintenance), and account # 5040-43750-781-560633 (Public Works, Sewer Collection, Roadway Maintenance). The total original requested amount for this agreement is $30,000.00, split between the two accounts. There are sufficient unencumbered funds in both of these accounts to cover the additional $20,000.00 requested.

 

DEI Impact

N/A.

 

Alternatives

The Village Board can delay action to gain additional information.

 

Previous Board Action

The Village Board approved the initial agreement for the purchase of stone and sand materials from Vulcan Construction Materials, LLC for Fiscal Year 2023 on December 5, 2022, by adopting RES 22-291. 

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Public Works Department will bring a similar purchase agreement for stone and sand materials to the Village Board on an annual basis.

 

Intergovernmental Cooperation Opportunities

N/A.