City Council Packet 2025 03-04-25 - special
AGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday, March 4, 2025
5:30 p.m.
City Hall Council Chambers
651 Prairie Pointe Drive, Yorkville, IL
1. Call to Order
2. Roll Call
3. Establishment of Quorum
4. Citizen Comments
5. Business
a. Resolution Authorizing the Inspection of City of Yorkville Well Number 9 for an
Amount Not to Exceed $31,000
6. Adjournment
United City of Yorkville
651 Prairie Pointe Drive
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Purchasing
Police
Public Works
Parks and Recreation
Agenda Item Number
Business - A
Tracking Number
Well 9 Emergency Repair Quote
Special City Council – March 4, 2025
Majority
Approval
Please see the attached memo.
Eric Dhuse Public Works
Name Department
Summary
A proposed 2-part quote from Layne Western to perform emergency repairs to well 9.
Background
Well 9 has been down since Saturday February 15th with an unknown issue. Wednesday
February 26th was the first time we could get Com Ed, Marshall Electric, and Cutler Hammer
together to troubleshoot the well. After a full morning of testing, it was found that everything
above ground was working properly, and that the problem had to be below ground in the pump
or motor.
We immediately called Layne Western, who was the original well driller and has made all
repairs to the well since its installation, for availability to perform an emergency repair. As luck
would have it, they will have a well rig free starting on Saturday March 1st and would be able to
mobilize to Yorkville and start the removal procedures. We also called Layne Western since this
Byron Jackson well motor has a Type H mercury seal that only Layne Western is authorized to
decommission. It is true that other companies can pull the motor and pump, but they would have
to take it to Layne Western for decommissioning. Staff feels that it is better to only have to deal
with one contractor instead of two when performing emergency repairs.
With time being of the essence, staff asked if we could split the quote into 2 segments to allow us
to start repairs this weekend and have the balance of the quote approved at a special City Council
meeting on Tuesday March 4th. Layne Western has agreed, and staff has authorized the first
portion of the work which is the mobilization, setup, and beginning to pull the well motor and
pump. Staff would ask that this portion of the quote be reaffirmed by the City Council for the
record when the second portion of the quote is contemplated. If the second portion of the quote
is approved on Tuesday March 4th, Layne will continue work and have the well pump and motor
removed and taken to their shop in Aurora by Friday March 7th. Attorney Orr has reviewed the
quote and did not have any legal concerns.
The first part of the quote is $24,000 and the second part is for $31,000 for a total of $55,000 to
pull the pump and motor and take it to their shop. Any work performed after that is not part of
this contract. The inspection and quotes will be paid for at an hourly rate, and they will get us a
contract proposal for repair/replacement along with reinstallation. Until they get it to their shop
and start the inspection process, we do not have a good time frame for reinstallation.
Memorandum
To: Mayor and City Council
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Date: February 27, 2025
Subject: Well 9 Emergency Repair Quote
Although it is almost March, this repair/replacement could take months to complete and get
reinstalled. With warmer weather right around the corner, we do not want to be without a well
when residents start using larger quantities of water regularly.
Since this is an emergency repair, we do not have a specific line item for this type of work in the
approved budget. Staff suggests that, for the moment, we use the equipment line item in the
water fund to code and track this project. I will work with Finance Director Fredrickson and
Administrator Olson to come up with the best solution to cover these unexpected costs.
Recommendation
Staff recommends the reaffirmation of the $24,000 portion of the quote that staff has authorized,
and the approval of the balance of the quote from Layne Western in the amount of $31,000.
Resolution No. 2025-____
Page 1
Resolution No. 2025-_____
A RESOLUTION OF THE UNITED CITY OF YORKVILLE, ILLINOIS,
AUTHORIZING THE INSPECTION OF CITY OF YORKVILLE
WELL NUMBER 9 FOR AN AMOUNT NOT TO EXCEED $31,000
WHEREAS, the United City of Yorkville (the “City”) is a duly organized and validly
existing non home-rule municipality created in accordance with the Constitution of the State of
Illinois of 1970 and the laws of the State; and
WHEREAS, the City’s Municipal Code provides that the City may approve contracts for
construction and repair work exceeding $25,000 that have not been competitively bid by a two-
thirds affirmative vote of the City Council; and
WHEREAS, the City currently owns and operates a municipal drinking water system
served by wells that extract source water from an underground aquifer; and
WHEREAS, Well Number 9 (the “Well”), located near the intersection of Bristol Ridge
Road and Kennedy Road within the City’s corporate boundaries, has experienced a critical failure
and is currently not operating; and
WHEREAS, the Well is required to extract water from the City’s aquifers, and therefore
the operation of the Well is critical to the safety and welfare of the City’s residents; and
WHEREAS, determining the reason for the Well’s critical failure will require the removal
and inspection of the Well’s motor, pump and cables (the “Components”); and
WHEREAS, Layne Christensen Company (“Layne”) has provided a quote in the amount
of $31,000 (the “Quote”) to inspect the Well’s Components and provide a diagnosis and repair
estimate; and
WHEREAS, the inspection and repair of municipal wells is a highly specialized field and
Layne is the only local company that is factory authorized to complete this inspection and repair;
and
WHEREAS, the Mayor and City Council have determined that it is in the best interests of
the health and safety of the City and its residents to waive the competitive bidding requirement
and to authorize and approve the inspection of Well Number 9 by Layne, in accordance with the
provisions of the Quote.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United
City of Yorkville, Kendall County, Illinois:
Section 1. The foregoing recitals are hereby incorporated in this Resolution as the findings
of the Corporate Authorities.
Resolution No. 2025-____
Page 2
Section 2. The Corporate Authorities hereby waive the competitive bidding requirements
in accordance with the City’s Municipal Code and pursuant to the foregoing recitals, and the City
Administrator is authorized and directed to proceed with engaging Layne Christensen Company
to provide the inspection, as described in the Quote, in an amount not to exceed $31,000.
Section 3. This Resolution shall be in full force and effect upon its passage and approval
as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
____ day of __________________, A.D. 2025.
______________________________
CITY CLERK
KEN KOCH _________ DAN TRANSIER _________
ARDEN JOE PLOCHER _________ CRAIG SOLING _________
CHRIS FUNKHOUSER _________ MATT MAREK _________
SEAVER TARULIS _________ RUSTY CORNEILS _________
APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois
this ____ day of __________________, A.D. 2025.
______________________________
MAYOR
Attest:
______________________________
CITY CLERK
Layne Christensen Company
721 W. Illinois Avenue
Aurora, IL 605 06
630/897-6941
graniteconstruction.com
1
February 27, 2025
Mr. Eric Dhuse
City of Yorkville
610 Tower Ln
Yorkville, IL 60560
Re: Well #9 Emergency Mobilization
Mr. Dhuse:
Per your request, and to facilitate efficient mobilization for the emergency removal of the City of
Yorkville’s (the “City”) Well #9 400 HP Byron Jackson 17”, 2300V, Type H motor and Byron
Jackson 14 stage 13MQ/12MQH5L9 back to operations as soon as possible, the following
emergency quote is authorized to precure Layne’s services and expertise with the understanding
that the City desires to proceed with “Option #2” from the “Well #9 Emergency Pull” proposal
dated February 26, 2025, and which will be discussed at the City’s Economic Development Board
Meeting on Tuesday, March 4, 2025:
1. Emergency Mobilization and Begin Work $ 24,000
Remaining Quote balance of “Option #2” from the “Well #9 Emergency Pull” proposal dated
February 26, 2025, for discussion at the City’s Economic Development Board Meeting on
Tuesday, March 4, 2025:
(Option 2) Work through Weekend (March 1 & March 2) and M-F – 8 Hour Workdays
Expected inspection beginning by Friday, March 7, 2025 $ 31,000*
*The above quote is for pulling and hauling components to Layne’s yard and does not include
reinstallation, component inspections, quotes for new components, or quotes for rehab/rebuild.
Layne performs all work on a time and material basis per the attached Work Order form. Time
and a half is charged all day Saturdays and for anytime after 8 hours in a given day. Double time
is charged on Sundays and Holidays. Therefore, the above stated quote can be adjusted for per
the hours and days for the most efficient job possible, per the City’s discretion.
Please note that the 400 HP Byron Jackson Type H mercury motor seal should be balanced, and
the motor dewatered in accordance with Layne’s exclusive procedure. This will allow the motor
to be conditioned properly for shipping with the mercury seal secured and to minimize the potential
for water to enter the motor windings, which would result in damage to the motor.
Only Layne can provide a Byron Jackson factory authorized serviceman to complete this
procedure properly. As a result of the July 1, 2012 IEPA guidelines, we no longer conduct the
seal servicing or motor dewatering over the well. Our work will include complete adherence to all
City of Yorkville
RE: Well #9 Emergency Mobilization
February 27, 2025
2
IEPA regulations, including a certificate of proper decommissioning of the Type H motor given it
is non-repairable.
If you have any questions or comments, please do not hesitate to contact me.
Layne Christensen Company
Jesse Balluff
WRD Project Manager
WORK ORDER
Purchaser:
Job Location:
Straight Time Overtime Doubletime
Per Hr.8 Hr. Day Per Hr.Per Hr.
Serviceman w/hand tools 238.00 1904.00 357.00 476.00
Serviceman w/service truck and hand tools, or welder 281.00 2248.00 400.00 519.00
Helper 203.00 1624.00 304.50 406.00
Serviceman and 1 Helper 441.00 3528.00 661.50 882.00
Small Rig or Winch Truck
1 Man Crew 293.00 2344.00 412.00 531.00
2 Man Crew 496.00 3968.00 716.50 937.00
3 Man Crew 699.00 5592.00 1021.00 1343.00
Middle Rig, Large Hoist or Flatbed Crane
1 Man Crew 306.00 2448.00 425.00 544.00
2 Man Crew 509.00 4072.00 729.50 950.00
3 Man Crew 712.00 5696.00 1034.00 1356.00
Big Rig, Large Hoist and Poles, or Large Crane
1 Man Crew 348.00 2784.00 467.00 586.00
2 Man Crew 551.00 4408.00 771.50 992.00
3 Man Crew 754.00 6032.00 1076.00 1398.00
4 Man Crew 957.00 7656.00 1380.50 1804.00
Power Tong Usage, per 8 hour shift 475.00
Machine Shop/Yard Labor and Equipment
Machinist and Equipment 214.00 1712.00 311.50 409.00
12" Threading Machine and Operator 240.00 1920.00 337.50 435.00
Serviceman w/hand tools 195.00 1560.00 292.50 390.00
Helper 190.00 1520.00 285.00 380.00
Sandblast Equipment and 2 man crew 435.00 3480.00 627.50 820.00
Subsistence-Per Man
REMARKS:
Work Authorized on Behalf of Purchaser By:
Date:Title:
Layne Christensen Company
721 W. Illinois Avenue, Aurora, IL 60506; Phone (630) 897-6941
Mileage: Auto: $0.65 Pickup: $0.90 1-Ton:$1.35 2-1/2 Ton Flatbed: $2.50 Semi-Tractor: $4.00
229 W. Indiana Ave., P.O. Box 489, Beecher, IL 60401; Phone (708) 946-2244
SERVICE RATES - EFFECTIVE OCTOBER 1, 2024
Over 55 miles radius from home office……….….$74.00 + Hotel
SUBMITTED WITH PROPOSAL DATED FEBRUARY 27, 2025
City of Yorkville, IL
Well #9
WORK ORDER