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ITEM: AUTHORIZATION TO RENEW EXISTING CONTRACTS WITH MULTIPLE VENDORS FOR ANNUAL DRAINAGE INFRASTRUCTURE, CLEANING AND REPAIR SERVICES
REQUEST: Authorization to renew existing contracts with multiple vendors for annual drainage infrastructure, cleaning and repair services in the amount of approximately $650,000.
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EXPLANATION: The Public Works and Utilities Departments utilize these contracts to maintain Wellington’s drainage and surface water infrastructure, including pipes and structures.
On October 10, 2023, Council awarded ITB #202331 to four (4) vendors to provide these services. The awarded vendors are provided below:
Public Works Section– on a project-by-project basis
• Shenandoah General Construction, LLC
• Hinterland Group, Inc.
Utility Section – on a project-by-project basis
• Vortex Services, LLC
• Hinterland Group, Inc
• Flotech Environmental, LLC
The initial term of the contract was October 10, 2023 through October 9, 2025 with an option for three (3) additional one-year renewals. This request is for the first annual renewal term from October 10, 2025 through October 9, 2026. Pricing increases were not requested by the vendors for this renewal term.
FY 2026, the Public Works Department are budgeting approximately $650,000 for drainage and surface water projects. These projects include the inspection and repair of Wellington’s drainage system's components, including culverts, manholes, and other structures. Additionally, the funding will be used for cleaning and inspecting infrastructure drainage pipes including culverts. The Utilities Department recommends maintaining the current contracts for emergency-related issues and unexpected repairs for fiscal year 2026. While no Utilities projects are scheduled for the upcoming fiscal year, these contracts are essential to ensure the department can respond promptly to unforeseen issues. Specific details of the proposed Public Works projects are outlined below.
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Location |
Description |
|
Village Wide |
Inspections and General Repairs of the existing drainage system |
|
Village Wide |
Infrastructure Drainage pipe cleaning and inspections |
Staff requests authorization to exercise the first renewal option for the term of October 10, 2025 through October 9, 2026.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2026 Surface Water and Utility Divisions Operating Budgets
WELLINGTON FUNDAMENTAL: Protecting our Investment
RECOMMENDATION: Authorization to renew existing contracts with four (4) vendors for the annual drainage infrastructure, cleaning and repair services in the amount of approximately $650,000.