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TO: Mayor Richard C. Irvin
FROM: David E. Schumacher, P.E.; Superintendent of Water Production
DATE: October 8, 2018
SUBJECT:
A Resolution Authorizing Well Maintenance Services for Well No. 18 for the Water Production Division.
PURPOSE:
To obtain City Council authorization for Layne Christensen Company (Layne), 721 W. Illinois Avenue, Aurora, IL, to perform all necessary services as described in Layne's proposal letter (attached) to return Well No. 18 to full operational and functional status.
BACKGROUND:
Well No. 18, located at 218 Hillside Avenue, is a deep well with the pump and motor setting at 939 feet below the surface and is normally capable of supplying approximately 1,900,000 gallons of water per day. The well is designated as an emergency or stand-by well and is capable of supplying water directly to the city's water distribution system in an emergency situation. The well does not supply water to the city's water treatment plant for processing and treatment. IEPA regulations require that emergency wells be sampled monthly for microbiological quality. Recently, during monthly pumping, the well experienced a major loss of water output. All tests from the surface indicated proper electrical function of the pump and motor. In order to further investigate the lack of water production, the well pump/motor assembly must be removed from the well for inspection and further testing.
Subsequently, under a not-to-exceed purchase order of $25,000.00, Layne has recently completed the removal of the pumping equipment and has determined that a large hole exists in the pump's line pipe. Numerous other repairs and improvements are normally performed given the opportunity of having the equipment removed from the well.
DISCUSSION:
The total estimated cost of all proposed and recently completed work by Layne to restore Well No. 18 to operational status is $194,476.00. A detailed breakdown of the estimated costs is presented in Layne's proposal letter.
The city entered into a Professional Services Agreement (PSA) with Layne in 2012 under Resolution No. R12-290, which provides a 5% discount on all labor and field services, and a 10% discount on specialized services performed by Layne. Layne will perform all work on a time and material basis and will only be compensated for the actual work performed per the terms and conditions of the PSA. In addition, Layne is the sole regional factory authorized source for repair services of Flowserve-Byron Jackson pumps and motors utilized by the Water Production Division.
A budget transfer is in process so the funds will be available in the 2018 City Budget in Account No. 510-4058-511-38-31.
IMPACT STATEMENT:
Inability to pump approximately 1,900,000 gallons per day of well water, if necessary, in an emergency situation to the city's water distribution system if the maintenance work is not completed.
RECOMMENDATIONS:
That a resolution authorizing well maintenance services for Well No. 18 by Layne per the existing PSA in an amount not to exceed $200,000.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Building, Grounds, and Infrastructure Committee for review and recommendation.
cc: Building, Grounds, and Infrastructure
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing Well Maintenance Services for Well No. 18 for the Water Production Division.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Well No. 18 requires equipment replacement and repairs in order to return the well to normal operational status; and
WHEREAS, Layne Christensen Company, Aurora, IL, is the sole local authorized representative for service and repairs to Flowserve-Byron Jackson well pump equipment utilized by the Water Production Division; and
WHEREAS, a current Professional Services Agreement is in effect between the City of Aurora and Layne Christensen Company for professional services to include but not limited to water well maintenance, well equipment repair, and field services as per City of Aurora Resolution No. R12-290; and
WHEREAS, budgetary authority is granted and funds are available for this work in the 2018 City Budget in Account No. 510-4058-511-38-31;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that its Purchasing Director be and is hereby authorized to issue purchase orders for well maintenance for Well No. 18 by Layne Christensen Company, in a total amount not to exceed $200,000.00.