cover
TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: October 25, 2021
SUBJECT:
A Resolution allowing the Director of Purchasing to approve Change Order 1 to extend the unit prices for the replacement of lead water service lines within the City as listed on the attached "Exhibit B".
PURPOSE:
This contract was approved in December 2019 by City Council (R19-426) for the replacement of lead water service lines. The current approved contract amount is anticipated to be spent prior to having a new replacement contract properly bid and approved. A change order is required to address lead service line replacements while a new contract is in the process of being rebid and approved. The future contract will be advertised for bid on 10/24 and could be approved by City Council as soon as 12/14/21.
BACKGROUND:
The City Council established the Private Service Line Replacement Program in August 2018 which was recently revised in August 2021. The 2018 Program originally included the City replacing the portion of a lead water service line in the public right-of-way with copper pipe when a lead service line is disturbed due to required maintenance or the homeowner has committed to replacing the private portion of the service at the same time. At that time, the Water & Sewer Maintenance division was performing the short side service replacements within the Right-of-Way which accounted for approximately half of the disturbed lead service lines.
The 2021 approved policy revision allows for the full replacement of lead service lines from the water main to the water meter instead of just the replacement in the City Right-of-way. This change approximately doubled the length of the replacement with the addition of work on private property. This recent change has drastically increased the work needing to be performed under this contract and it needs to be extended temporarily so emergency service repairs can be addressed as needed.
DISCUSSION:
Based on the current backlog of long side lead water services requiring maintenance and the average number of leaking water services over the last couple months, the engineering division anticipates a total contract extension of $160,000.00 needed to cover work from mid-October to early December. The 2021 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 (IC076) which has a 2021 budget of $5,108,444.00. This contract was subject to the local vendor preference ordinance. However, none of the qualified bidders met the qualifications and the rankings were not impacted as a result. The change order document is attached as Exhibit A and the previously bid unit prices are attached as Exhibit B.
IMPACT STATEMENT:
Adopting this resolution will extend the current contract temporarily which provides an efficient means for the City to contract for the full replacement of lead water service lines from the water main to the water meter.
RECOMMENDATIONS:
Staff recommends the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution allowing the Director of Purchasing to approve Change Order 1 to extend the unit prices for the replacement of lead water service lines within the City.
body
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, on December 2, 2019 the City of Aurora received and opened proposals submitted by four qualified contractors in response to Bid Number 19-75 for the replacement of long side lead water service lines within the City's right-of-way; and
WHEREAS, the current approved contract amount is anticipated to be spent prior to having a new replacement contract properly bid and approved; and
WHEREAS, a change order is required to address lead service line replacements while a new contract is in the process of being rebid and approved; and
WHEREAS, the 2021 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 (IC076) which has an anticipated budget of $5,108,444.00.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is hereby allowed to approve Change Order 1 to extend the unit prices for the replacement of lead water service lines within the City as listed on the attached "Exhibit B".