TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: January 21, 2025
SUBJECT: APPROVAL OF EMERGENCY MINOR CONSTRUCTION
AGREEMENT TO REPLACE WINDSTORM DAMAGED CITY
FUEL PUMP AWNING COVER
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Efficient, Responsive, and Effective City Services
Well-Maintained Infrastructure
BACKGROUND
On May 31, 2024, the City Council approved the Fiscal Year 2024-25 Operating and Capital Improvement budgets. As part of the capital construction component of the budget, the Parks and Public Works Department requested $60,000 for the installation of a new awning cover for the City’s fueling station, located in the City Hall rear yard. However, prior to replacement, during the windstorm event earlier this month, the structure incurred extensive damage, and is now hanging down several feet towards the ground. Given the safety issue as well as the importance of protecting the City’s fuel tanks and Cityissued vehicles, staff is recommending awarding an emergency minor construction agreement to Superior Awning to remove the damaged awning and complete the installation of a new awning.
DISCUSSION
The fueling station in the City Hall rear yard is used by staff to refuel their City issued vehicles, and is protected by an awning to reduce the impact of inclement weather and other potential hazards. Prior to the windstorm, water did not drain properly off the awning and could run into the fuel tanks, which Gretchen Shepherd Romey, DDS, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
caused additional work for the City’s maintenance staff and potential issues for the City’s fuel supply. With the damage after the windstorm, the awning is now a safety hazard as it is hanging several feet downward. Replacement of the awning will help protect the City’s fueling infrastructure as well as employees using the fueling station. Furthermore, remedying the drainage issue will help the City avoid incurring fees from Los Angeles County and the State of California.
Staff solicited proposals from qualified awning contractors to perform the necessary repairs. Bids were received as follows:
Vendor Bid
Superior Awning $32,717
ESA Awnings & Signs Unable to meet prevailing wage
requirements
Advanced Awnings Non Responsive
American Awnings None Responsive
As Superior Awning is the lowest responsive, qualified bidder, staff is recommending proceeding with their proposal and awarding them a minor construction agreement as an emergency procurement. Work will start upon award so that the safety issue is resolved in a timely manner.
FISCAL IMPACT & PROCUREMENT REVIEW
The FY 2024-25 budget includes $60,000 for the fuel station awning cover project. Sufficient funds are available to cover the project costs.
This purchase is in compliance with the City’s procurement policy in accordance with SMCC 02.06.05.(A)(8) as it is an emergency procurement under the City Manager’s procurement authority during a public emergency.
Additionally, staff plan to submit a claim through the City’s insurer, the California Joint Powers Insurance Authority, to attempt to recover losses related to this awning and other impacts from the windstorm. Staff are optimistic that the City will be reimbursed for costs associated with this emergency repair and will provide related updates as they are received.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover.
“I move to approve an award of an emergency minor construction agreement in the amount of $32,717 to Superior Awning for the removal of the damaged fuel awning cover and installation of a new fuel station awning cover, and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Quote from Superior Awning