Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer iK
Todd Gutjahr, Public Works Analyst 14<- i�:-Dg 7 G
FOR: City Council Meeting of September 25, 2023
SUBJECT: Contract Amendments — On -Call Emergency Construction/Maintenance Services RECOMMENDATION:
That the City Council:
1. Approve and authorize the City Manager to execute Contract Amendment No. 1 with MCC Equipment Rentals, Inc. of Yucaipa, California in the not -to -exceed amount of $60,000 for On -Call Emergency Construction and Maintenance Services; and
2. Approve and authorize the City Manager to execute Contract Amendment No. 1 with Three Peaks Corporation of Calimesa, California in the not -to -exceed amount of $85,000 for On - Call Emergency Construction and Maintenance Services; and
3. Approve and authorize the City Manager to execute Contract Amendment No. 1 with Jeremy Harris Construction, Inc. of Riverside, California in the not -to -exceed amount of $4,460,000 for On -Call Emergency Construction and Maintenance Services; and
4. Authorize an amendment to the FY24 Budget of $4,605,000 for capital in the Engineering Division of the General Fund.
DISCUSSION:
On August 14, 2023, the City Council approved the award of two (2) year contracts for On -Call Emergency Construction and Maintenance Services with MCC Equipment Rentals, Inc. in the not - to -exceed amount of $20,000 per year; Borden Excavating in the not -to -exceed amount of $20,000 per year; Jeff Ott Construction in the not -to -exceed amount of $20,000 per year; Three Peaks Corporation in the not -to -exceed amount of $20,000 per year; and Jeremy Harris Construction, Inc. in the not -to -exceed amount of $20,000 per year. These contracts were also approved along with a corresponding budget amendment to the FY24 Budget of $100,000 to authorize unassigned General Fund resources for any necessary emergency construction and maintenance work required in the event of an emergency. These approvals equipped staff to respond immediately during an emergency, with the understanding that staff would pursue emergency grant funding opportunities to reimburse eligible expenditures. It is the City's priority to maintain the safety and security of the general public and emergency responders. During an emergency, City staff continually
evaluates the need to authorize emergency contract work to occur immediately in order to protect life and property from catastrophic events such as flooding.
On August 23, 2023, the City Council adopted Resolution No. 2023-23, ratifying the existence of a local emergency affecting the safety of persons and property in the City of Yucaipa due to Tropical Storm Hilary. Adoption of this resolution facilitates the ability for the City to request resources including financial support and reimbursement from the California State Office of Emergency Services (CalOES) for costs incurred in preparation and/or response to Tropical Storm Hilary.
City owned and maintained infrastructure in several areas within the City of Yucaipa were severely impacted from damage sustained as a direct result of Tropical Storm Hilary. Three of these areas were identified as requiring immediate emergency repair work at the following locations: 1) Wilson III Basin Project near the confluence of Oak Glen Creek; 2) Chagall Road immediately adjacent to the Oak Glen Road Intersection; and 3) 1 Ph Street just north of the intersection with Lotus Avenue. The damages and initial cost estimates for repair work at each location are as follows: 1) Wilson III Basin - $4,460,000; 2) Chagall Road - $60,000; and 3) 1 lffi Street - $85,000. Due to the nature of the repair work required, and the experience and availability of resources provided, staff authorized Jeremy Harris Construction Inc. to begin repair work at the Wilson III Basin, MCC Equipment Rentals Inc. at Chagall Road, and Three Peaks Corporation at I Ph Street.
Staff has been coordinating, and will continue to work with CalOES for all required emergency work (including the three locations listed above, and other locations) and formally apply for emergency funding that may potentially result in the ability for the City to request future reimbursement for eligible expenditures. Due to the need to begin emergency work immediately at the three locations listed above, staff is recommending contract amendments and an associated budget adjustment in order to complete the required repair work. It is important to note that these contract amendments and associated budget adjustments are based on preliminary cost estimates, and not actual costs.
FISCAL IMPACT:
The recommendations included with this item require a FY24 budget amendment of $4,605,000 to the Engineering Division of the General Fund.
Attachments:
1. Contract Amendment No.
2. Contract Amendment No.
3. Contract Amendment No.
Approved by:
— MCC Equipment Rentals, Inc.
— Three Peaks Corporation
— Jeremy Harris Construction, Inc.
ATTACHMENT 1
City of
Date: 9/25/2023
Contract Amendment No.
Contractor:
f
MCC Equipment Rentals, Inc.
City Project No
Contract No
On -Call Emergency Const/Maint
Services
20412
On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & Project: 2024/2025
Change Proposed:
Additive:
1. Amendment to reflect emergency work performed in response to damage from Tropical Storm Hilary per Resolution No. 2023-23, $ 40,000.00
Deductive: None
The additive and/or deductive work as stated above is compensable as Changes In Work under the provisions of Section 3 of Standard Specifications for Public Works Construction (Latest Edition).
Deductive Additive
$0.00 $40,000.00
Adjustment of Contract Time of Completion: N/A
Agreed Contract Change Order price: $40,000.00
Contract Amount: $ 20,000.00
Previously Approved Change Order Numbers: $ -
Previously Approved Contract Change Order Amount: $ 20,000.00 New/Revised Total Contract Amount: $60,000.00
Approved by City Engineer:
Date
Approved by City Manager:
Date
Accepted by:
MCC Equipment Rentals, Inc. Date
ATTACHMENT 2
City of
PUBLIC WORKS DIVISION
Date: 9/25/2023 City Project No.
Contract No.
Contract Amendment No. 1
Contractor: Three Peaks Corporation
On -Call Emergency Const/Maint
Services
20409
On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & Project- 2024/2025
Change Proposed:
Additive:
1. Amendment to reflect emergency work performed in response to damage from Tropical Storm Hilary per Resolution No. 2023-23. $ 65,000.00
Deductive: None
The additive and/or deductive work as stated above is compensable as Changes In Work under the provisions of Section 3 of Standard Specifications for Public Works Construction (Latest Edition).
Deductive Additive
$0.00 $65,000.00
Adjustment of Contract Time of Completion: N/A
Agreed Contract Change Order price:
Contract Amount: $ 20,000.00
Previously Approved Change Order Numbers: $ -
Previously Approved Contract Change Order Amount: $ 20,000.00 New/Revised Total Contract Amount:
Approved by City Engineer:
Approved by City Manager:
Accepted by:
Three Peaks Corporation
Date
Date
Date
$65,000.00
$85,000.00
ATTACHMENT 3
City of
PUBLIC WORKS DIVISION
Date: 9/25/2023 City Project No.
Contract No.
Contract Amendment No. 1
Contractor: Jeremy Harris Construction, Inc.
On -Call Emergency Const/Maint
Services
f►.OUIT:
On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & Project: 2024/2025
Change Proposed:
Additive:
1. Amendment to reflect emergency work performed in response to damage from Tropical Storm Hilary per Resolution No. 2023-23. $ 4,440,000.00
Deductive: None
The additive and/or deductive work as stated above is compensable as Changes In Work under the provisions of Section 3 of Standard Specifications for Public Works Construction (Latest Edition).
Deductive Additive
$0.00 $4,440,000.00
Adjustment of Contract Time of Completion: N/A
Agreed Contract Change Order price: $4,440,000.00
Contract Amount: $ 20,000.00
Previously Approved Change Order Numbers: $ -
Previously Approved Contract Change Order Amount: $ 20,000.00 New/Revised Total Contract Amount: $4,460,000.00
Approved by City Engineer:
Date
Approved by City Manager:
Date
Accepted by:
Jeremy Harris Construction, Inc. Date