DATE:
September 5, 2023
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Jeremy McDonald, Director of Public Works
Marc Morales, Management Analyst
SUBJECT:
Approve and Accept Construction for Emergency Road Repairs Related to 2023 Winter Storms
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to accept the work constructed under 2023 Emergency Storm Repairs (C.O. No. 7171), authorize staff to record a “Notice of Completion”, and release all withheld retention amounts after thirty-five (35) days from the date of recordation.
BACKGROUND
On February 25th and 26th, 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. Staff worked diligently during this storm event responding to road conditions and 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 included the following:
Olive Street (between Cottonwood Avenue and Pinon Street) Sultana Street east of Cottonwood Avenue
Dalscote Street east of Seventh Avenue
Maple Avenue (between Sycamore Street & Mariposa Road)
Sultana Street east of Maple Avenue
Peach Avenue north of Hinton Street
Joshua Street & Mariposa Road at intersection
Maple Avenue (between Willow Street & Cashew Street)
Maple Avenue (between Pendleton Street & Mesa Street)
Maple Avenue south of Sunset Street
Oakwood Avenue south of Mojave Street
Joshua Street (between Bangor Avenue and Alston Street
Danbury Avenue (between Minstead Avenue and Sherborn Avenue) These road repairs included remove and repair of roadways, remove and repair of asphalt berm, and grind and overlay where there are a significant number of potholes.
ISSUES/ANALYSIS
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.
Based on the ordinance above, the City prepared an emergency bid that was released on March 8, 2023 and closed on March 21, 2023. Two (2) contractors responded to the bid and after review of the submitted bids, Cooley Construction, Inc. was deemed the lowest responsible/responsive bidder. Cooley Construction, Inc. was issued a Notice to Proceed to commence work on May 22, 2023, with sixty (60) calendar days to complete, which was on July 21, 2023. City Council ratified the award and affirmed a contract on June 6, 2023. The awarded contract was in the amount of $860,082 with a 10% contingency of $82,008 for a not-to-exceed amount of $946,090.
During construction, two contract change orders in the net amount of $43,026.60 were required by the City to include additional square footage for the actual quantities of work completed versus the square footage estimated in the bid documents. The final contract amount of the work completed including the two (2) contract change orders totaled $903,108.10, which utilized 50% of the contract contingency, but remained under budget.
On July 18, 2023, all work was completed to the satisfaction of the City’s construction inspector and project manager. Staff is recommending acceptance of the completed emergency road repairs and requesting authorization to release the final retention payment. Retention funds for the project in the amount of $45,155.41 will be available for release to Cooley Construction, Inc. after recordation of the Notice of Completion pursuant to California Public Contract Code 7107.
FISCAL IMPACT
With these emergency road repairs, Fund 207 will be utilized to fund this emergency project. Since the project has been completed, 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
Approve and Accept Construction for Emergency Road Repairs Related to 2023 Winter Storms September 5, 2023