Reso No. 7511 Approve the Purchase Order with
Mission Paving and Sealing, Inc.
June 20, 2023
DATE: June 20, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carmen Masud, Deputy Public Works Director
SUBJECT: RESOLUTION NO. 7511 AMENDING THE FISCAL YEAR 2022-23
CAPITAL IMPROVEMENT PROGRAM BUDGET, AUTHORIZING A
SUPPLEMENTAL BUDGET APPROPRIATION FOR EMERGENCY
STREET REPAIRS ON SUNSET BOULEVARD BETWEEN PORTOLA
DRIVE AND BALBOA DRIVE IN THE AMOUNT OF $93,658, OFFSET BY A REDUCTION IN THE GENERAL FUND RESERVE; AND APPROVING
A PURCHASE ORDER WITH MISSION PAVING AND SEALING, INC.
FOR EMERGENCY STREET REPAIRS ON SUNSET BOULEVARD
BETWEEN PORTOLA DRIVE AND BALBOA DRIVE IN THE AMOUNT OF $93,658
CEQA: Exempt
Recommendation: Adopt and Approve
SUMMARY
Due to a water main break on Sunset Boulevard between Portola Drive and Balboa Drive, the Public Works Services Department (“PWSD”) issued an emergency purchase order with Mission Paving and Sealing, Inc. for emergency street repairs.
It is recommended that the City Council adopt Resolution No. 7511 amending the Fiscal Year 2022-23 Capital Improvement Program Budget, authorizing a supplemental budget appropriation for emergency street repairs on Sunset Boulevard between Portola Drive and Balboa Drive in the amount of $93,658, offset by a reduction in the General Fund Reserve; and approving a purchase order with Mission Paving and Sealing, Inc. for emergency street repairs on Sunset Boulevard between Portola Drive and Balboa Drive in the amount of $93,658.
BACKGROUND
On May 20, 2023, The PWSD responded to a report of a water main break on Sunset Boulevard between Portola Drive and Balboa Drive. Public Works crews were able to repair the water main and restore water to the affected property owners. However, due to
Reso No. 7511 Approve the Purchase Order with
Mission Paving and Sealing, Inc.
June 20, 2023
street damage that occurred from the water main break, Sunset Boulevard between Portola Drive and Balboa Drive was closed to vehicle traffic.
DISCUSSION
Upon inspection of Sunset Boulevard, it was determined that portions of the street section sustained major damage from the water main break, and it was unsafe for through traffic.
Although access was allowed for residents, the street could not be re-opened to the public until repairs were made. To accelerate the necessary street repairs, the PWSD issued an emergency Purchase Order to Mission Paving and Sealing, Inc. in the amount of $93,658.
The repairs began on Friday, June 2, 2023, and included removing and replacing damaged curb and gutter, sidewalk, removing and properly disposing of damaged asphalt, scarifying and compacting the area, and placing new asphalt paving.
Under City Code Section 2846.1, a purchase order could be issued without complying with normal bidding procedures when an emergency situation occurs. For projects of more than $30,000, a report on the emergency and work performed shall be provided at the next regular meeting of the City Council. Based on the factors identified above, the City Manager determined an emergency situation occurred and that any delay in the street repairs presented a safety hazard. As a result, the PWSD issued an emergency purchase order to Mission Paving and Sealing, Inc. in the amount of $93,658. The purpose of this agenda item is to comply with the requirements to inform the City Council at the next regular meeting and ratify the purchase order.
ENVIRONMENTAL ANALYSIS
This project is a Class 1 exemption pursuant to California Environmental Quality Act (“CEQA”) Section 15301 Existing Facilities. Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
The total cost to repair Sunset Boulevard between Portola Drive and Balboa Drive was $93,658 and was not budgeted as part of the Fiscal Year 2022-23 Capital Improvement Budget. An appropriation of $93,658 from the General Fund Reserve is being requested.
The General Fund Reserve exists to address emergencies such as this and sufficient funds are available to cover this request.
Reso No. 7511 Approve the Purchase Order with
Mission Paving and Sealing, Inc.
June 20, 2023
RECOMMENDATION
It is recommended the City Council determine that this project is a Class 1 exemption under the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7511 amending the Fiscal Year 2022-23 Capital Improvement Program Budget, authorizing a supplemental budget appropriation for emergency street repairs on Sunset Boulevard between Portola Drive and Balboa Drive in the amount of $93,658, offset by a reduction in the General Fund Reserve; and approving a Purchase Order with Mission Paving and Sealing, Inc. for emergency street repairs on Sunset Boulevard between Portola Drive and Balboa Drive in the amount of $93,658.
Attachment: Resolution No. 7511
RESOLUTION NO. 7511
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING THE FISCAL YEAR 2022-23 CAPITAL
IMPROVEMENT PROGRAM BUDGET, AUTHORIZING A
SUPPLEMENTAL BUDGET APPROPRIATION FOR EMERGENCY
STREET REPAIRS ON SUNSET BOULEVARD BETWEEN PORTOLA
DRIVE AND BALBOA DRIVE IN THE AMOUNT OF $93,658, OFFSET
BY A REDUCTION IN THE GENERAL FUND RESERVE
WHEREAS, On May 20, 2023, The Public Works Services Department responded to a report of a water main break on Sunset Boulevard (between Portola Drive and Balboa Drive); and
WHEREAS, it was determined that portions of the street section sustained major damage from the water main break, and it was unsafe for through traffic; and WHEREAS, the street could not be re-opened until repairs were made; and WHEREAS, Under City Code Section 2846.1, a purchase order could be issued without complying with normal bidding procedures when an emergency situation occurs.
WHEREAS, in an effort to have the street repairs completed as soon as possible, the PWSD issued an emergency PO to Mission Paving and Sealing, Inc. in the amount of $93,658; and
WHEREAS, the repairs included removing and replacing damaged curb and sidewalk, removing and properly disposing of damaged asphalt, scarifying and compacting the area, and placing new asphalt paving; and WHEREAS, the total cost to repair Sunset Boulevard between Portola Drive and Balboa Drive was $93,658 and was not budgeted as part of the Fiscal Year 2022-23 Capital Improvement Budget; and
WHEREAS, An appropriation of $93,658 from the General Reserve Fund is being requested; and
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