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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E. Engineering Coordinator
DATE: November 13, 2023
SUBJECT:
A resolution to accept the Proposals received for the 2024 On-Call Lead Water Service Replacement.
PURPOSE:
To assist City of Aurora water customers impacted by water distribution system maintenance with the full replacement of their disturbed lead water service lines.
BACKGROUND:
In accordance with the state's Lead Service Line Replacement and Notification Act, the City will be required to replace every lead service line within the City starting in 2027. The same act also prohibits the disturbance or partial replacement of any existing lead service lines. To comply with these regulations, the City modified the lead service line replacement policy in 2021, wherein the city replaces any such service line at no cost to the property owner. Due to the volume of replacements completed annually, the city hires outside contractors to complete this work. In general, these replacements are the result of leaking service lines and/or service lines without a proper functioning shut-off valve.
The 2024 On-call Lead Service Line Replacement Contract was publicly advertised for bids. The proof of advertisement is attached as Exhibit A. Contractors were invited to submit unit price bids for the on-call replacement of full lead service lines within the City. The bids were received on October 11, 2023. The five qualified bids are tabulated on Exhibit B in the order left to right that they are to be contacted when work is needed. The unit prices from each bid were inserted into an example service replacement job to determine a ranking and call order. Two bidders had nearly identical rankings based on variations of the example job. Replacement requests will be distributed to those two bidders based on response time, quality of work, availability and anticipated variabilities of the individual services to be replaced. The bid tabulation shows the bids received in alphabetical order. The location and timing of these services will be based on future need and they will be offered to the contractors based on the order listed in the bid tabulation. The individual bids are included as Exhibits C, D, E, F and G. This contract will go into affect on December 1, 2023 and these unit prices will be valid through December 31, 2024.
DISCUSSION:
Based on the average number of water services replaced under this contract over the past several years, the engineering division anticipates a total contract need of $2,150,000.00. $150,000.00 from this contract is anticipated to be completed in December 2023 and funds have been allocated in account 510-4058-511-73-01(IC022). The proposed 2024 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 (IC080) which has an anticipated budget of $3,000,000. The remaining $2,000,000 from this contract will be completed in 2024. This contract was subject to the local vendor preference ordinance and two local qualified bidders submitted. However, the local bidders were not within 5% of the next lowest bid and therefore did not impact the bid results.
IMPACT STATEMENT:
Adopting this resolution will provide an efficient means for the City to contract for the replacement of lead water service lines within the City and comply with all applicable state regulations.
RECOMMENDATIONS:
Staff recommends the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution adopting unit price bids for the on-call full replacement of disturbed lead water service lines in 2024 within the City.
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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, on October 11, 2023 the City of Aurora received and opened proposals submitted by five qualified contractors in response to Bid Number 23-93 for the full replacement of disturbed lead water service lines within the City; and
WHEREAS, the engineering division anticipates a total contract need of $2,150,000.00; and
WHEREAS, $150,000.00 from this contract is anticipated to be completed in December 2023 and funds have been allocated in account 510-4058-511-73-01(IC022); and
WHEREAS, the proposed 2024 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 (IC080) which has a requested budget of $3,000,000.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to the line item approval in the 2024 budget, the City of Aurora's Director of Purchasing is hereby authorized to adopt the unit prices for the full replacement of disturbed lead water service lines within the City as listed on the attached "Exhibit B".