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TO: Mayor Richard C. Irvin
FROM: Michael Houston, Superintendent of Water and Sewer Maintenance
DATE: November 27, 2023
SUBJECT:
A resolution to accept the Proposals received for the 2024 Water & Sewer Division Emergency Repair Program.
PURPOSE:
The purpose of this resolution is to establish a contractors’ availability list with set per item costs to enable the City to complete emergency repairs which can't be performed in-house as the need arises based on competitive bidding and timely response to the need. The submission of a bid shall not bind the Contractor to the performance of work under this resolution. The Contractor(s) deemed to be in the best interests of the City, for whatever specific project the City may be considering, shall be given an opportunity to accept or decline projects on a case-by-case basis. If that Contractor declines the project, the next Contractor deemed to be in the best interests of the City shall be given the opportunity.
BACKGROUND:
The City of Aurora periodically has emergency sewer and water repair needs that cannot be performed by in-house staff. This could be due to complexity of the repair or availability of staff to perform the work in a timely fashion. This resolution saves time and money by pre-qualifying contractors with established unit prices to perform the emergency repairs quickly and efficiently. By responding contractors are confirming their willingness to provide emergency sewer and water repairs per the pricing provided.
DISCUSSION:
The proposals were opened on November 1, 2023. ML&L Excavating, Inc., 751 Duncan Dr., Aurora, IL 60506, R.P.H. Hauling, 41 Windwood Dr., Sugar Grove, IL 60554, and Stokes Excavating, Inc. of 903 Daisyfield Rd., Rockford, IL 61102 were the three qualified bidders who submitted complete proposals. Public Works and the Water and Sewer Maintenance Division have the ability to choose the Contractor with the most advantageous unit prices and response times for the type of work to be completed. The advertisement for bids and bid tabulation are attached as Exhibits A, and B. Copies of the submitted bids are also attached as exhibits.
This contract is subject to the local vendor preference ordinance but did not impact the decision.
Funding for this work is typically budgeted within accounts # 510-4063-511-38-30 ($40,000, water repairs) and 510-4063-511-38-35 ($50,000, sewer repairs). Funds are requested in the amount of $90,000 in the 2024 budget, currently under review, for this work.
IMPACT STATEMENT:
This process reduces staff time by developing a list of contractors to perform emergency work at fixed unit prices. This avoids the time and effort to prepare purchase orders, review bids, and select contractors for repair projects.
RECOMMENDATIONS:
Staff recommends acceptance of the contractors' bid proposals, and to allow the Director of Purchasing to enter into an agreement with the bidding contractors.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to accept the Proposals received for the 2024 Water & Sewer Division Emergency Repair Program.
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, the City wishes to accept the Proposals received from ML&L Excavating, Inc., 751 Duncan Dr., Aurora, IL 60506, R.P.H. Hauling, 41 Windwood Dr., Sugar Grove, IL 60554, Stokes Excavating, Inc. of 903 Daisyfield Rd., Rockford, IL 61102 for the 2024 Water & Sewer Emergency Repair Program, as set forth in the attached Bid Tabulations Exhibit B; and:
WHEREAS, the 2024 City budget proposes $90,000 for this work within accounts # 510-4063-511-38-30 and 510-4063-511-38-35; and
WHEREAS, by accepting the Proposals received, we hereby establish a Contractors' availability list with set per item costs to enable the City to complete repairs which can't be performed in-house as the need arises based on the factors of competitive bidding and timely response to our needs for any given repair. The Contractor(s) deemed to be in the best interests of the City, for whatever specific project the City may be considering, shall be given an opportunity to accept or decline projects on a case-by case-basis. If that Contractor declines the project, the next Contractor deemed to be in the best interests of the City shall be given the opportunity.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to approval of this item in the 2024 budget, that the Director of Purchasing is hereby authorized to accept the Proposals for the 2024 Sewer and Water Repair Program as set forth in the attached Bid Tabulations in Exhibit B, and further, the Director of Purchasing and/or the City Engineer is authorized to take such additional action as necessary to authorize work to be done in accordance therewith.