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TO: Mayor Richard C. Irvin
FROM: Robert Leible, Superintendent of Water Production
DATE: May 13, 2024
SUBJECT:
A resolution authorizing repair services for River Intake Pump #4 for the Water Production Division (WPD) in an amount not to exceed of $55,203.00.
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 to return river intake pump #4 to full operational and functional status.
BACKGROUND:
River intake pump #4 is one of six pumps used to supply Fox River water to the water treatment plant as a source of drinking water for the city. It is also one of two pumps equipped with variable frequency drive (VFD) control of flow rate, which provides operational flexibility for the pumping of river water. As with all mechanical equipment, the river intake pumps wear down and need periodic maintenance. Recently, issues with the pump's normal operation were noticed by operations staff which necessitated further inspection to determine possible causes of failure and required repairs. Under an initial purchase order 307454 $18,126.00, Layne provided pump removal and a comprehensive inspection of all pump assembly components. The scope of this project is based upon the findings and recommendations in the inspection report. This pump was last serviced in 2004, which is an exceptionally long in-service period for equipment pumping raw surface water.
DISCUSSION:
The total estimated cost of all proposed and recently completed work by Layne to restore the subject pump to operational status is $55,203.00. A breakdown of the estimated costs is presented in Layne's proposal letter, which includes the full pump inspection report of detailed findings and recommendations (attached).
The city entered into a Professional Services Agreement (PSA) with Layne in 2020 under Resolution No. R20-083, 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 utilized by the Water Production Division.
Funds are available in the 2024 City Budget in Account No. 510-4058-511-38-01 and 510-4058-511-38-29.
The local vendor preference policy does not apply per Section 2-409 as this is a noncompetitive situation.
IMPACT STATEMENT:
Unavailability of approximately 4000 gallons per minute of river pumping capacity if the repairs are not completed.
RECOMMENDATIONS:
That a resolution authorizing repair services for River Intake Pump #4 by Layne Christensen Company per the existing PSA in an amount not to exceed $55,203.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Infrastructure & Technology Committee for review and recommendation.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing repair services for River Intake Pump #4 for the Water Production Division in an amount not to exceed of $55,203.00 to Layne Christensen Company, Aurora, IL.
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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, River Intake Pump #4 requires maintenance/repair services in order to return the pump to normal operational status; and
WHEREAS, Layne Christensen Company, Aurora, IL, is the sole local factory authorized representative for service and repairs to Flowserve-Byron Jackson 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 field services and pump equipment repair, as per City of Aurora Resolution No. R20-083; and
WHEREAS, budgetary authority is granted and funds are available for this work in the 2024 City Budget in accounts 510-4058-511-38-01 and 510-4058-511-38-29;
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 a purchase order for repair of River Intake Pump #4 by Layne Christensen Company, in a total amount not to exceed $55,203.00 for the Water Production Division.