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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E. Engineering Coordinator
DATE: August 12, 2019
SUBJECT:
A resolution authorizing the Director of Purchasing to execute Contract Change Order Number 1, in the amount of $100,000 to add additional funds to the three Purchase Orders utilized to replace lead water service lines within the City's right-of-way.
PURPOSE:
In an effort to reduce the number of lead service lines in the City, a program was developed in 2018 to facilitate the replacement of the portion of the lead service line within the R.O.W. The original budgeted funds have been expended, therefore a Change Order is required to add funds to complete the remaining replacements this year.
BACKGROUND:
The City Council established the Private Service Line Replacement Program in August 2018 and this contract was originally bid out by the engineering division in September 2018. The funds approved by City Council with resolution R18-249 for this program in 2019 are almost exhausted. Through this program, the City will replace the portion of a lead water service line in the public right-of-way with copper pipe.
The Lead Service Line Replacement Program was publicly advertised for bids in 2018, see Exhibit A for the project advertisement. Contractors were invited to submit unit price bids for the on-call replacement of lead service lines within the City's right-of-way. The bids were received, opened, and read aloud on September 18, 2018. The three bids are tabulated on Exhibit B. The individual bids are included as Exhibits C, D, and E. Originally it was estimated that $200,000 was needed to address all water service repairs in fall 2018 and 2019. Approximately $170,000 of the $200,000 has been utilized to date. To ensure the program will have enough funds to address the current backlog of repairs and any more that may pop up before the end of 2019, additional funds in the amount of $100,000 are required to be distributed between purchase orders 289928, 289929, 289930.
DISCUSSION:
The 2019 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 which has a 2019 budget amount of $3,000,000.00. The majority of this fund will be encumbered if this change order is approved..
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's right-of-way for the remainder of the year.
RECOMMENDATIONS:
Staff recommends the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute Contract Change Order Number 1, in the amount of $100,000 to add additional funds to the Purchase Orders utilized to replace lead water service lines within the City's right-of-way.
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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, it is necessary to execute a Change Order to the Contracts with the three bidders (R18-249) in order to replace lead water services impacted by maintenance or at the request of any homeowners who plan to replace the private portion of their lead water service; and
WHEREAS, renewing the Contract for $100,000.00 will allow for the completion of the current backlog and the services that will need to be addressed by the end of 2019; and
WHEREAS, $100,000.00 of the funding has been provided in account 510-4058-511.73-02 which has a 2019 budget amount of $3,000,000.00.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Director of Purchasing is hereby authorized to execute Change Order Number 1 to add additional funds to the Purchase Orders utilized to replace lead water service lines within the City's right-of-way.