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TO: Mayor John Laesch
FROM: Kurt Muth, Assistant Director of Public Works, Assistant City Engineer
DATE: October 27, 2025
SUBJECT:
A resolution authorizing the Director of Purchasing to Process a Change Order to the Agreement with the two lowest bidders for the 2025 On-Call Lead Water Service Replacement Contract in the amount of $450,000.00.
PURPOSE:
Authorize additional lead water service replacement as needed throughout the City of Aurora for the remainder of 2025.
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. In addition, the City expedites the replacement of services which come back with a lead level reading over the EPA defined action level of 15 ppb.
The 2025 On-call Lead Service Line Replacement Contract was publicly advertised for bid and the bids were received on October 30, 2024. Four qualified bids were received. The unit prices from each bid were inserted into an example service replacement job to determine a ranking and call order. The bids from Brandt Excavating and Michels Plumber were significantly lower than the other two so they were awarded contracts for the work. (R24-383) The location and timing of the services to be replaced are based on future need and they will be offered to the contractors based on the lowest anticipated cost. The 2026 on-call lead water service replacement contract is currently out for bid.
DISCUSSION:
Based on the average number of water services replaced under this contract over the past several years, the engineering division estimated a total contract need of $2,250,000.00 for 2025. Unfortunately, the number of replacements completed so far has exceeded expectations and a change order is required to complete this contract for 2025. As of 10/23/25, 242 services at an average cost of $9,153 have been replaced with this contract in 2025. In addition, the contractors currently have a backlog of 20 services yet to be completed. A change order of $450,000.00 is being requested to complete any additional lead water service replacements that pop up in the last two months of this contract for 2025. Two budget transfers have been submitted to add funds to the account 510-4058-511.73-02 (IC080) and capital improvement project to cover this change order and a copies of those are attached as Exhibits A & B. The funds will be added to the two lowest bidders, Brandt Excavating and Michels Plumbing. This contract was subject to the local vendor preference ordinance and one local qualified bidder submitted. However, the local bidder was not within 5% of the next lowest b id and therefore did not impact the bid.
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:
I request 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 authorizing the Director of Purchasing to Process a Change Order to the Agreement with the two lowest bidders for the 2025 On-Call Lead Water Service Replacement Contract in the amount of $450,000.00.
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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 30, 2024 the City of Aurora received and opened proposals submitted by four qualified contractors in response to Bid Number 24-111 for the full replacement of disturbed lead water service lines within the City; and
WHEREAS, a 2025 contract value of $2,250,000.00 was awarded by City Council (R24-383) but is likely to be exceeded in November 2025; and
WHEREAS, two budget transfers in the amount of $450,000.00 are in process to account 510-4058-511.73-02 (IC080) to cover the requested change order; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City of Aurora's Director of Purchasing is hereby authorized to Process a Change Order to the Agreement with the two lowest bidders, Brandt Excavating and Michels Plumbing, for the 2025 On-Call Lead Water Service Replacement Contract in the amount of $450,000.00.