TO: Mayor and City Council
FROM: Allison Swisher, Director of Public Utilities
SUBJECT:
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Award of Professional Services Agreement for the Water Model Update Phase 1 to Baxter & Woodman Inc. in the Amount of $116,600.00
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BACKGROUND:
The City contracted with Baxter & Woodman Inc in 2018 and 2019 to prepare a water model of the City’s water distribution system. An update to this model was completed in 2020. Since that time, the City has completed improvements to more than 86 miles of water main and private development has also expanded the system significantly. These water distribution system improvements affect the hydraulics of the City’s water system and necessitate the need for updates to the City’s water distribution system model. The water model is used to assess system capacity and to identify areas of the system where improvements are needed to ensure the City provides reliable water service that meets fire codes. The Public Service Committee will review this matter.
CONCLUSION:
In 2024 the Department of Public Utilities advertised a Request for Qualifications (RFQ) for various scopes of professional services that the department utilizes. Water modeling was one of the categories of work in the RFQ, and Baxter & Woodman Inc was short listed as a qualified vendor for this category. Since Baxter & Woodman Inc completed the latest water modeling work, Staff requested Baxter & Woodman Inc provide a proposal to update the City’s water model.
The water distribution model will support the following goals:
• Guidance for future capital improvement planning.
• Guidance for private development inquiries and review.
• Support for Plant Operations and Field Operations.
• Preparation for future integration with the Lake Michigan Water Supply model.
This Phase 1 project also includes development of the scope for an anticipated future Phase 2 model update, which will integrate this water model with the Lake Michigan Supply model, as well as plan for future development throughout the City.
Costs will be incurred on a time and materials basis per a previously negotiated rate structure, not to exceed the contract total of $116,600.00.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Two (2) of these circumstances apply:
(f) Purchases when authorized by a concurring vote of two-thirds (2/3) of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient funds exist utilizing the Water & Sewer Operating Fund / Engineering Administration / Professional Services (Org 50080013, Object 523300, $116,600.00).
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council approve a Professional Services Agreement for the Water Model Update Phase 1, in the amount of $116,600.00, on behalf of Baxter & Woodman Inc.
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