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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: January 10, 2022
SUBJECT:
Ratification request for payment of services provided by Brandt Excavating, Inc. in excess of $50,000 and in the amount of $52,739.08 for the lead water service replacement contract.
PURPOSE:
Brandt Excavating was contracted via the public bidding and procurement process to replace leaking lead water services requiring replacement. The lead water service line replacement policy was revised in September 2021 to add the replacement of the service portion on private property which doubled the cost of each replacement and accelerated the expenditure of the available funds.
BACKGROUND:
This $800,000.00 contract was originally approved in December 2019 by City Council (R19-426) for the replacement of lead water service lines and a $160,000.00 change order was approved by City Council in early November to be used for the remainder of 2021. A contract for 2022 replacement was approved by City Council on 12/14/21 but funds were exhausted in the current contract on December 20th, 2021. Unfortunately, there were six services that started leaking in late 2021 that required replacement prior to the start of the 2022 contract. The cost to replace those services above the amount approved by City Council was $52,739.08. Due to the unpredictable of the number of services that will start leaking, the emergency nature that requires a quick replacement, and the lack of time and Committee/Council meetings during the end of year holidays, there was not an opportunity to request an additional change order before the work needed to be completed. With the cold weather late in December and the freezing nature of the leaking water from the services, it was decided not to take the risk and wait until January 2022 to replace the six water services.
DISCUSSION:
Sufficient funds are available in account number 510-4058-511-73-02 to satisfy payment to Brandt Excavating, Inc. for the $52,739.08 spent over the City Council approved $960,000.00 for duration of this contract.
The vendor has no outstanding debt with the City.
IMPACT STATEMENT:
Approval of ratification will allow payment for the remainder of services rendered.
RECOMMENDATIONS:
I request ratification approval for payment of expenses to Brandt Excavating, Inc.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution approving the ratification request for payment to Brandt Excavating, Inc. for services rendered.
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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, the number of leaking lead water services requiring emergency replacement in Aurora in 2021 exceeded the amount approved by City Council; and
WHEREAS, Brandt Excavating, Inc. has provided services exceeding the $50,000 change order threshold in the amount $52,739.08; and
WHEREAS, Sufficient funds are available in account number 510-4058-511-73-02 to satisfy payment to Brandt Excavating, Inc. for costs during 2021; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to approve the ratification request for payments of pending expenses to Brandt Excavating, Inc. for lead water replacement services.