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June 12, 2023
TO: Honorable Mayor and City Council
THROUGH Finance Committee
FROM: Department of Public Works
SUBJECT: REPORT ON EMERGENCY REPAIRS OF STORM-RELATED DAMAGE
TO CITY FACILITIES AND INFRASTRUCTURE, AND AMENDMENTS
TO THE OPERATING AND CAPITAL IMPROVEMENT PROGRAM
BUDGETS
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor alternations of existing public facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. Amend the Public Works Fiscal Year 2023 Operating Budget by appropriating $348,492 from the unappropriated General Fund balance to account 10122010- 811400-56945 for unforeseen emergency repairs related to storm related damage; and
3. Amend the Fiscal Year 2023 - 2027 Capital Improvement Program Budget by appropriating $475,000 from the unappropriated General F~.md balance to Building Maintenance FY 2021 - 2025 (71903) for emergency repairs related to storm related damage and flood mitigation at the Pasadena Public Health Building.
BACKGROUND:
The City of Pasadena Department of Public Works (PW) maintains and repairs City owned facilities and infrastructure, including public streets and buildings. As a result of several heavy rainstorms between the period of February 24 and March 31, 2023, major damage was sustained at various street and facility locations, requiring emergency MEETING OF 06/12/2023 . AGENDA lTEM NO. ~ l_l~-----
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Emergency Storm-Related Repairs
June 12, 2023
response and repairs by PW staff and its contractors to secure the sites and ensure the safety of the public.
Pursuant to Pasadena Municipal Code (PMC), Section 4.08.150 Emergency Repairs, in case of an actual emergency that requires immediate purchase of material or services, the Director of Finance or his authorized representative with the approval of the City Manager may secure without competitive bidding, at the lowest obtainable price, any material or services regardless of the amount of the expenditure. A full report of the circumstances of any such emergency purchase shall be filed with the City Manager, and where the expenditure exceeds $75,000, with the City Council. A report was filed with the City Manager on April 27, 2023. This report is being provided to City Council as prescribed by the PMC. The total cost of the contracted emergency repair work being implemented is estimated at $823,492.
City Streets
Toro Enterprises Inc. was contacted to perform emergency repairs at the street locations listed below. Toro has a current construction contract with the City for its City wide resurfacing project and was therefore able to respond to the City's needs in an expedient manner. Repair work includes removal and reconstruction of paved roadway sections, slope embankment stabilization, and installations of curb and gutter, cross gutter, guardrail, chain link fence, and traffic control.
Street Locations Engineer's Estimate Damage
Holly Street between
Arroyo Dr and Linda Vista Ave. $109,400 Road failure, and slope erosion Holly Street Bridge $6,900 Pothole at bridge joints
Lida Street(@ Art Center) $59,500 Road failure (80' by 20') 380 Laguna Road $8,300 Sinkhole (15" deep)
1424 Brixton Road $14,000 Sinkhole (15' by 1 0')
Salvia Canyon Road between
West Dr and Linda Vista Ave. $22,400 Road failure (70' by 15') TOTAL CONSTRUCTION COST: $220,500
Repairs at these locations were completed May 5, 2023. Due to the nature of this unplanned work, costs were tracked on a time and materials (force account) basis.
Emergency Storm-Related Repairs
June 12, 2023
71 0 Freeway Southbound Off-Ramp @ California Boulevard GRBCON, Inc. was contacted on March 29, 2023 to complete repairs for a sinkhole on the southbound off-ramp to California Boulevard from the 710 Freeway stub. GRBCON is a sewer and storm drain repair contractor with an existing contract with the City.
GRBCON responded immediately and within 12 hours had completed a temporary repair, allowing one ramp lane to re-open while materials were acquired to complete permanent repairs. Final repairs were completed on April 27, 2023. Due to the nature of this unplanned work, costs were accounted for on a time and materials basis and totaled $127,992.
Pasadena Public Health Building
During the same period, the Pasadena Public Health Building located at 1:a45 North Fair Oaks Boulevard sustained significant damage from water intrusion and flooding. Water cascaded down from the outside of the building through a crack in the concrete foundation behind the subterranean wall of the ground floor room near room G132.
Public Works Engineering staff worked with an on-call architectural firm to investigate the cause and engineer an effective solution. Staff is in the process of procuring a contractor to implement the required facility repairs, estimated at $475,000. The scope of work will include trenching, excavation, shoring, and installation of waterproofing along the exterior basement walls of the building.
Table 1 - Summary of Emergency Repair Costs
Contractor Repair Work Location Cost
Toro Enterprises, Slope/Street Repairs Holly Street, Holly Bridge, Lida Street, Inc., Oxnard Laguna Road and $220,500 Brixton Road
GRBCON, Inc., Storm Drain/Street 710 FWY off-ramp,
Baldwin Park Repair southbound $127,992
California Blvd
Procurement in- Flood Mitigation/ Building Public Health Dept. $475,000 progress Repair Building Total Estimated $823,492 Cost
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to improve, maintain and enhance public facilities and infrastructure, and improve mobility and accessibility throughout the City.
Emergency Storm-Related Repairs
June 12, 2023
ENVIRONMENTAL ANALYSIS:
These actions have been determined to be categorically exempt under the CEQA Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
FISCAL IMPACT:
The total cost of emergency repairs is estimated not-to-exceed $823,492. The Department of Public Works has included these emergency repairs as part of California's Emergency Declaration for storms in FY 2023. As such the City is seeking reimbursement from FEMA for eligible expenses related to this emergency response.
Funding for this action will utilize funds from the unappropriated General Fund balance in the amounts of $348,492 being appropriated to operating budget account 10122010- 811400-56945 and $475,000 being appropriated to Building Maintenance FY 2021 - 2025 (71903) project.
Respectfully submitted,
T
Director of Public Works
Prepared by:
~' Kris Markarian, P.E.
Deputy Director of Public Works/City Engineer
Approved by:
~-1),-k=-
MIG MARQUEZ
City Manager