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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....
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