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TO: Mayor Richard C. Irvin
FROM: David E. Schumacher, P.E.; Superintendent of Water Production
DATE: May 13, 2021
SUBJECT:
A Resolution Authorizing Well Maintenance Services for Well No. 28 for the Water Production Division in an amount not to exceed $235,000.00.
PURPOSE:
To obtain City Council authorization for Layne Christensen Company (Layne), 721 W. Illinois Avenue, Aurora, IL, to perform all necessary services as described in Layne's proposal letter (attached) to return Well No. 28 to full operational and functional status.
BACKGROUND:
Well No. 28, located at 1960 E. Indian Trail, is a deep well with the pump and motor setting at 1,016 feet below the surface and is normally capable of supplying approximately 2,000,000 gallons of water per day. The well's pumping equipment experienced a failure on April 15, 2021. Preliminary testing from the surface by both Water Production Division (WPD) staff and Layne indicated an apparent mechanical problem with the Flowserve-Byron Jackson 2400-volt, 400 horsepower, submersible well pump motor. In order to determine the exact cause of the motor failure the well pump/motor assembly must be removed from the well for inspection and further testing. Under a not-to-exceed purchase order of $25,000.00, Layne has completed the removal of the pumping equipment and reports a thrust bearing has likely malfunctioned within the motor making it inoperable.
Normally under this circumstance the estimated turnaround time for shipping the motor to and from the Flowserve-Byron Jackson (Flowserve) repair facility in Pennsylvania and completion of repairs to the motor is twelve weeks. The WPD would not expect to have Well No. 28 available until late summer or later. However, Layne maintains a limited stock of these motors in Aurora and has an equivalent 400 horsepower motor available for immediate purchase. The damaged motor will be repaired by Flowserve and returned to Layne as part of the "factory exchange" program. Acquiring a motor directly from Layne is highly preferred as the WPD would likely have Well No. 28 in service sometime in June heading into the high-water demand summer season.
DISCUSSION:
The total estimated cost of all proposed and recently completed work by Layne to restore Well No. 28 to operational status is $229,083.00. A detailed breakdown of the estimated costs is presented in Layne's proposal letter.
The city entered into a Professional Services Agreement (PSA) with Layne in 2020 under Resolution No. R20-083, which provides a 5% discount on all labor and field services and a 10% discount on specialized services performed by Layne. Layne will perform all work on a time and material basis and will only be compensated for the actual work performed per the terms and conditions of the PSA. In addition, Layne is the sole regional factory authorized source for repair services of Flowserve-Byron Jackson pumps and motors utilized by the Water Production Division.
Budgetary authority has been granted and funding is now available via a budget transfer in Account No. 510-4058-511-38-31 in the 2021 budget.
IMPACT STATEMENT:
Unavailability of approximately 2,000,000 gallons/day of raw source groundwater if the repairs are not completed.
RECOMMENDATIONS:
That a resolution authorizing well maintenance services for Well No. 28 by Layne Christensen Company per the existing PSA in an amount not to exceed $235,000.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Finance Committee for review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing Well Maintenance Services for Well No. 28 for the Water Production Division in an amount not to exceed $235,000.00 to Layne Christensen Company, Aurora, IL.
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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, Well No. 28 requires equipment repairs and/or replacement in order to return the well to normal operational status; and
WHEREAS, Layne Christensen Company, Aurora, IL, is the sole local factory authorized representative for service and repairs to Flowserve-Byron Jackson well pump equipment utilized by the Water Production Division; and
WHEREAS, a current Professional Services Agreement is in effect between the City of Aurora and Layne Christensen Company for professional services to include but not limited to water well maintenance, well equipment repair, and field services as per City of Aurora Resolution No. R20-083; and
WHEREAS, budgetary authority has been granted and funding is available via a budget transfer in Account No. 510-4058-511-38-31 in the 2021 budget;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that its Purchasing Director be and is hereby authorized to issue a purchase order for well maintenance for Well No. 28 by Layne Christensen Company, in a total amount not to exceed $235,000.00 for the Water Production Division.