CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Accept the record of Emergency Procurement 18-017, Ogden Avenue Water Main Break and Repair, to Western Utility for an amount of $36,001.96
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DEPARTMENT: Water Utilities
SUBMITTED BY: Mark Curran, Interim Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Water Utilities experienced nine water main breaks within a three-day period from January 28 through January 31, 2019. Breaks were caused by ground movement due to the extreme drop in temperatures. Most of the water main breaks occurred when temperatures were between 15 and 24 degrees below zero. In addition to leaving residential and business customers without water services for an extended period, the extreme weather conditions also caused leaking water from broken pipes to freeze on roadways and create unsafe road conditions.
Water main breaks occurred at the following locations:
• Anne Road and Charles Street
• 825 N Main Street
• 1599 Country Lakes Drive
• Ogden Avenue and Mill Street
• 981 E Porter Avenue- Western
• Ogden Avenue near Eagle Street
• 30 W 735 Woodewind Drive
• 2349 Trillium Lane
• Oswego Road near River Road
City crews repaired main breaks at four locations: Anne Road and Charles Street; 825 Main Street; 1599 Country Lakes Drive; and 30 W 375 Woodewind Drive. Additionally, the Water Utilities outsourced three repairs to its excavation and underground utility repair contractor, Baish Excavating, Inc., which completed repairs at Ogden Avenue and Mill Street, 2349 Trillium Lane and Oswego Road near River Road.
DISCUSSION:
There are strict rules regarding allowable work hours during extreme cold weather events. For safety, crews are allowed to work a maximum of 14-16 hour shifts with a mandatory, minimum eight-hour rest period before returning to work. The Water Utilities Repair and Excavation (R&E) crews and Baish’s crew could not physically repair all breaks without assistance from outside contractors.
When additional support was required, the Water Utilities began contacting other contractors for available crews. Per standard procedure in emergency situations, if a contracted vendor cannot perform awarded services, the Water Utilities will contact the vendor with the next lowest bid and continue through respondents in ascending order until a contractor is identified. The second lowest bidder for repair services was Pirtano, but crews were not available. The Water Utilities then contacted Western Utilities, which had crews available to assist. Western Utilities repaired water main breaks at 981 East Porter Avenue and Ogden Avenue near Eagle Street. The cost for Western Utilities to perform repairs was $36,001.96.
Water main breaks posed an immediate threat to public health, welfare and safety and was therefore deemed an emergency. Emergency procurement was approved by the Chief Procurement Officer on February 12, 2019, per Section 1-9B-4:6 Emergency Procurements, of the Naperville Procurement Code.
FISCAL IMPACT:
CIP #: N/A
Emergency repairs to water mains will be expensed to the operational service account listed below. A total of $38,000 is budgeted for contracts services related to general service and distribution repairs in 2019.
|
Account Number |
Fund Description |
Total Budget Amount |
|
41251510-531308 |
Water Utilities |
$268,000 |