R2026-112 Resolution Authorizing a Professional Services Agreement with Paul’s Machine and Welding Corp., to Provide Engineering, Labor and Material to Rebuild the Sluice Gate Hoist Machinery Frame for the Lake Decatur Dam South Sluice Gate

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Council Memo Public Works Department No. 2026-53 DATE: 6/1/2026 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Melissa Hon, City Manager Matt Newell,Director of Public Works Robert Weil, Water Production Manager John Dodwell,Water Production Maintenance Supervisor SUBJECT: Resolution Authorizing a Professional Services Agreement with Paul's Machine and Welding Corp., to Provide Engineering, Labor and Material to Rebuild the Sluice Gate Hoist Machinery Frame for the Lake Decatur Dam South Sluice Gate SUMMARY RECOMMENDATION: It is recommended that the City Council approve the resolution authorizing a professional services agreement with Paul's Machine and Welding Corp. in the amount of $107,930,to provide engineering, labor and material to rebuild the hoist machinery frame for the Lake Decatur Dam south sluice gate. BACKGROUND: The sluice gates are the vertical gates located on the north end of the dam structure. They are generally the only way to release water from the dam during the winter months. They are raised or lowered by means of a mechanical gear system. An unusual incident occurred during the extremely cold conditions on January 16, 2024. The sluice gates needed to be raised to release water from a precipitation event. However,when the attempt was made to operate the sluice gates,the hoist machinery for both north and south sluice gates were damaged. Following that incident, Water Production staff approached area machine shops and only one was willing to propose on the necessary repairs. Paul's Machine and Welding, located in Villa Grove, Illinois,performed a complete design and rebuild of the drive frame for the north sluice gate hoist machinery. Their work product was such that Public Works would prefer them to complete the south gate hoist mechanism repairs. Paul's is a large firm involved in fabrication, industrial millwright services, material management, as well as product development. The replacement project that Paul's completed on the north gate was engineered well and should last another 50 years. At the time,the south gate frame was welded to restore it to operation. Their proposal to replace the hoist mechanism frame for the south gate outlines a workmanlike approach to replace the support frames that were fractured and welded back together following the 2024 icing event. The cost proposal is for an amount of$97,930, which includes payment of prevailing wages for those involved in the on-site removal and reinstallation. An additional allowance of$10,000 is included in the contract to provide for unforeseen contingencies that may arise, for a total contract price of$107,930. LEGAL REVIEW: The form of agreement was previously approved by legal counsel for the repairs completed in 2024.