CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Accept the record of Emergency Procurement 20-269, Gartner Road Storm Sewer Replacement, to Baish Excavating for an amount of $125,876, plus a 5% contingency
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City owns and maintains an existing large-diameter storm sewer on the south side of Gartner Road west of the river. The sewer crosses under the DuPage River Trail and Edgewater Drive before heading uphill and west to drain a large portion of the West Highlands neighborhood.
In late May 2020 a hole was discovered in the pavement of the DuPage River Trail. Upon investigation, DPW crews found a large void under the trail pavement. The cause of the void was extensive deterioration of the storm sewer. The storm sewer is an elliptical 36-inch by 56-inch corrugated metal pipe. The top of the pipe was almost completely deteriorated and missing.
Further investigation showed that approximately 200 feet of the pipe is in very poor condition. DPW immediately reached out to their storm sewer lining contractor to see if they could line the pipe. The contractor replied that the pipe was in such poor condition that they could not line it; it had to be replaced.
DPW met with TED to discuss the best course of action to complete the work. At that meeting, it was determined that the very poor condition of the sewer, coupled with the immediate threat to the structural integrity of Edgewater Drive, required that repair work be completed as soon as possible. DPW contacted Finance to discuss the matter and to determine whether the circumstances justified an emergency procurement. Both parties agreed that, given the immediate threat to public safety and the lead time that would otherwise be required to bid the work, it would be in the best interest of the City to consider the purchase an emergency and therefore exempt from bidding requirements.
DPW and TED assembled a list of contractors capable of performing this work who have worked in the City of Naperville in the past. A rough plan was quickly put together, and all the contractors were invited to the site to look at and discuss the scope of work. A final plan and specifications were completed based on input from the contractors. Proposals from the following contractors were accepted up until 10:00 AM on Monday July 13, 2020:
Ø Copenhaver Construction $177,000.00
Ø Baish Excavating $125,876.00
Ø Pirtano Construction $197,810.00
Ø Naperville Excavating $137,900.00
Ø Steve Dwyer No bid
Ø J&S Construction No bid
DISCUSSION:
The emergency procurement was approved by the Chief Procurement Officer on July 13, 2020, per Section 1-9B-4:6 Emergency Procurements, of the Naperville Procurement Code.
The emergency work will be performed by Baish Excavating in an amount not to exceed $125,876, plus a 5% contingency.
FISCAL IMPACT:
CIP #: SW037
The storm sewer replacement is expensed to the infrastructure account listed below. This work is related to SW037, CMP Repair and Replacement Program, for which $180,000 has been budgeted in 2020. The requested award of $125,876 is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
|
31252200-551502 |
Capital Projects Fund |
$1,342,000 |
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|
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*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.