DATE:
June 6, 2023
TO:
Mayor and Council Members
FROM:
Nils Bentsen, City Manager
BY:
Jeremy McDonald, Director of Public Works
Marc Morales, Management Analyst
SUBJECT:
Award of Contract for Emergency Road Repairs Related To 2023 Winter Storms
RECOMMENDED ACTION
It is recommended that the City Council ratify the award and affirm a contract to Cooley Construction, Inc. for emergency road repairs related to storm damage in the amount of $860,082 and authorize a 10% contingency in the amount of $86,008 for a total not-to-exceed amount of $946,090.
BACKGROUND
On February 25 and 26, 2023, a large storm passed through Hesperia with heavy rain and snow fall causing significant flooding throughout the City. From the significant flooding on the roadways, the roads incurred major damage, which included an undermined road, excessive potholes in low flow areas, flowline damage, and asphalt berm damage. Public Works staff worked diligently during the storm event responding to road conditions from the aftermath by clearing debris, pothole filling, and backfilling trenches from the stormwater flow.
On February 28, 2023, the City Manager declared a local emergency caused by the winter storm event. The local emergency was confirmed and ratified by the City Council at the March 7, 2023 City Council Meeting via Resolution No. 2023-16 and 2023-17.
From the aftermath of the storm, City staff identified thirteen (13) areas where emergency road repairs are needed, which include Sultana Street, Peach Avenue, Joshua Street, and other various locations. These road repairs include removal and repair of roadways, removal and repair of asphalt berm, and grind and overlay where there are a significant number of potholes.
ISSUES/ANALYSIS
In order to expedite the emergency road repairs, the City prepared an emergency formal bid that was released on March 8, 2023, and closed on March 21, 2023. The City received the following bids:
Contractor
Cooley Construction, Inc.
Sully-Miller Contracting Co
Total Cost
$860,081.50
$1,208,200
Upon review of the submitted bids, Cooley Construction, Inc. was deemed the lowest responsible/responsive bidder for the emergency road repairs. Cooley Construction, Inc. has completed several roadway projects for the City and staff recommends awarding the contract.
The City’s Purchasing Ordinance, Section 3.08.070(A)(1) – Emergency Purchase, states that when an emergency exists, in which the City Manager activates the Emergency Operations Center (EOC), the procurement of goods and/or services necessary to properly mitigate the emergency may be made. All purchases made under the emergency authority shall be subject to ratification by the City Council. A Notice to Proceed was issued to Cooley Construction, Inc. to commence work on May 22, 2023, with sixty (60) calendar days to complete, which will be on July 21, 2023.
FISCAL IMPACT
With these emergency road repairs, Fund 204 will be utilized to fund this emergency project. Once the project is complete, the City will submit for reimbursement to the Federal Emergency Management Agency (FEMA).
ALTERNATIVES
Provide alternative direction to staff.
ATTACHMENTS
None.
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and City Council Members
Award of Contract for Emergency Storm Damage Road Repairs June 6, 2023