CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Accept the Record of Emergency Award of Change Order #1 to Procurement 15-122, Excavation and Underground Utility Repair, to Western Utility for an amount not to exceed $50,000.
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DEPARTMENT: Water Utilities
SUBMITTED BY: Jim Holzapfel, Director
BOARD/COMMISSION REVIEW:
NA
BACKGROUND:
On October 18, 2014, City Council awarded Contract 15-122, Excavation and Underground Utility Repairs to Western Utility to excavate and repair underground water and wastewater utility infrastructures. The Water Utilities use this contract to respond to emergencies when in-house resources are not available and for repairs requiring specialized equipment or expertise beyond staff’s capabilities.
The contract currently expires January 29, 2018.
DISCUSSION:
The extreme cold experienced in the later weeks of December 2017 and into early 2018 contributed to 20 watermain breaks. During this time, Naperville Public Utilities-Water crews repaired 16 breaks and assigned four to Western Utility.
The heaviest concentration of work occurred on December 28, 2017 and January 2, 2018 with four watermain breaks on each of these two days. In order to keep up with the workload, it was necessary to assign two watermain breaks to Western Utility on each of those days.
During winter/freezing conditions, watermain breaks are repaired as quickly as possible to prevent roadway icing and dangerous driving and walking conditions. This is particularly important when the outside temperature is at or below 15 degrees Fahrenheit when ice can form and accumulate quickly and salt is not effective in melting ice. The frigid temperatures also hamper the repair process, where staff members are rotated from the elements to prevent hyperthermia and frostbite.
On December 29, 2017, the City Manager approved an emergency procurement for $50,000 for additional work on Contract 15-122. Due to the number of weather-related breaks in the recent past and the likelihood of additional weather-related breaks in the immediate future, we anticipate it may be necessary to assign additional repairs to Western Utility before the contract expires January 29. In-house crews will repair all watermain breaks unless peak workloads require the use of Western Utility to expedite repairs in the interest of public safety.
FISCAL IMPACT:
CIP #: N/A
Underground utility repairs are expensed to the building maintenance account listed below. A total of $68,000 is budgeted for repairs in CY2018. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
41251540-531308 |
Water & Wastewater Fund |
$68,000 |