VILLAGE BOARD REPORT

Transcription

1 Public Works Department SUBJECT: Consideration of Resolutions regarding emergency contractor assistance: (1) Amending three-year contracts for emergency contractor assistance for water and sewer infrastructure repairs with the following contractors for a budget authority of $347,233: 1. Kloepfer Construction (Northbrook, IL) 2. DiMeo Brothers (Elk Grove, IL) 3. Mark Meade Excavators (Grayslake, IL) (2) An amendment to the FY 2018 Budget in the amount of $49,322 in the Water Fund. AGENDA ITEM: 9.b.i MEETING DATE: July 2, 2018 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Jerry Burke, Director of Public Works, THROUGH: Matthew J. Formica, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests Village Board consideration of Resolutions regarding emergency contractor assistance: (1) Amending three-year contracts for emergency contactor assistance for water and sewer infrastructure repairs with the following contractors for a budget authority of $347,233: 1. Kloepfer Construction (Northbrook, IL) 2. DiMeo Brothers (Elk Grove, IL) 3. Mark Meade Excavators (Grayslake, IL) (2) An amendment to the FY 2018 Budget in the amount of $49,322 in the Water Fund. BACKGROUND: In a typical year, the Village will seek the assistance of contractors to perform emergency water and sanitary sewer infrastructure repairs. In these situations, contractors are utilized to supplement department staff performing such repairs or to perform such repairs on their own under the supervision of department supervisory staff. The need for support from emergency contractors is more frequent during the snow season, but such assistance may also be required at other times during the year. On November 9, 2017, the Village Board approved three-year contracts for emergency contractor assistance with Kloepfer Construction, DiMeo Brothers, and Mark Meade Excavators 1

2 for a total budget authority of $297,911. The Village led an RFB for emergency contractor assistance in the fall of 2017 with eight other municipalities through the Municipal Partnering Initiative. The Village approves a total budget amount instead of a specific amount with each contractor because the contractors will be used based on the repair need and their availability. DISCUSSION: The FY 2018 portion of the total budget authority is $94,500, with the following amounts approved: Corporate Fund: $6,000 Water Fund: $78,500 Sewer Fund: $10,000 To date, the Village has used emergency contractor assistance on eleven water main breaks, two of which are recent. With the most recent water main breaks, the actual and quoted costs for the Water Fund to-date are $90,822 ($12,322 greater than the budget of $78,500). Staff is requesting a budget amendment to the Water Fund of $49,322 in order to cover the $12,322 already expended year-to-date over the budget plus an additional $37,000 for any repairs during the remainder of the year. The total three-year budget authority with the budget amendment is $347,233. The most recent project was the repair of a 16 water main at Harms Road and Glenview Road, which the Village s leak detection contractor found to be losing 50, ,000 gallons of water per day into the sanitary sewer system. This project was completed in the last week of June and exceeded the Water Fund s budget authority. Emergency contractor assistance is primarily used during the winter when the weather causes multiple water main breaks or when unexpected changes to the water system pressure cause multiple water main breaks. It is also used for larger breaks or construction needs than the Village is equipped to handle. Staff believes the additional amount requested is sufficient for the remainder of the year. BUDGET: The Water Fund is requested to be amended with $49,322 being allocated from the Water Fund Balance to the following account: Account Number Description 2018 Budget Proposed Amendment Proposed Revised Budget Water Distribution Costs $178, $49, $228, The total contract amount is increased to $347,233, but will not affect the FY2019 or FY2020 budget amounts. RECOMMENDATION: Staff recommends Village Board approval of a Resolution amending three-year contracts for emergency contactor assistance for water and sewer infrastructure repairs with the following contractors for budget authority of $347,233: 1. Kloepfer Construction (Northbrook, IL) 2

3 2. DiMeo Brothers (Elk Grove, IL) 3. Mark Meade Excavators (Grayslake, IL) Staff further recommends a FY2018 budget amendment to the Water Fund of $49,322. ATTACHMENT: 1. Resolutions 3

4 Attachment 1 Resolutions 4

5 RESOLUTION NO. WHEREAS, the Village of Glenview ( Village ), is a home rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have discussed and considered obtaining emergency contractor assistance for main breaks and other related public works services (the Services ); WHEREAS, the Village Board approved three-year contracts for the Services with Kloepfer Construction of Northbrook, IL ( Kloepfer ); DiMeo Brothers of Elk Grove, IL ( DiMeo ); and Mark Meade Excavators of Grayslake, IL ( Meade ) in November 2017 for a total budget authority of $294,500; WHEREAS, the Village has exceeded the FY2018 budget in the Water Fund for emergency contractor assistance and anticipates the Services will be needed during the remainder of the budget year; and WHEREAS, the corporate authorities have determined that it is in the public interest to increase the contract with Kloepfer, Meade and DiMeo to provide the Services. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: The Village is hereby authorized to amend three-year contracts with Kloepfer, Meade and DiMeo for the Services, issuing purchase orders for them as necessary for an amount not to exceed $347, PASSED this th day of AYES: NAYS: ABSENT: APPROVED by me this th day of James R. Patterson, Jr., President Village of Glenview, Cook County, Illinois ATTESTED and FILED in my office this th day of

6 Matthew J. Formica, Village Clerk of the Village of Glenview, Cook County, Illinois 6

7 RESOLUTION NO. WHEREAS, the Village of Glenview ( Village ), is a home rule municipality located in Cook County, Illinois; WHEREAS, the Village has heretofore adopted the Illinois Municipal Budget Law as set out in 65 ILCS 5/ through 5/ ; WHEREAS, the corporate authorities passed Resolution No adopting the annual budget of the Village for the fiscal year commencing January 1, 2018; WHEREAS, said Resolution was filed with the County Clerk of Cook County in accordance with the applicable State statutes; WHEREAS, the corporate authorities desire to amend the budget contained in Resolution No and reallocate budgeted funds; and WHEREAS, sufficient funds have been identified and are available to amend the budget for the fiscal year commencing January 1, NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, that: Section 1. The facts and statements contained in the preamble to this Resolution are found to be true and correct and are hereby adopted as part of this Resolution. Section 2. That $49, is appropriated from the Water Fund Balance and expenditures increased by the amounts shown below: Water Distribution Costs $49, Section 3. All Resolution and parts of Resolutions in conflict with the provisions of this Resolution are hereby repealed. Section 4. The Village Clerk is hereby ordered and directed to cause a certified copy of this Resolution to be filed with the County Clerk of Cook County. Section 5. This Resolution shall be in full force and effect from and after its passage, approval, and publication in pamphlet form in the manner provided by law. PASSED this th day of AYES: NAYS: 7

8 ABSENT: APPROVED by me this th day of James R. Patterson, Jr., President Village of Glenview, Cook County, Illinois ATTESTED and FILED in my office this th day of Matthew J. Formica, Village Clerk of the Village of Glenview, Cook County, Illinois 8