AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 11/06/2019
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services
SUBJECT:
Title
City Council consideration to Notification of Contracted Emergency Repair Work for Fire Station #1 pursuant to Corona Municipal Code (CMC) 3.08.130 (A).
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RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Receive the Notification of Contracted Emergency Repair Work for Fire Station #1 located at 540 Magnolia Avenue.
2. Authorize a one-time appropriation of $60,000 from the General Fund 110 to the Maintenance Services’ operating budget for mold remediation and plumbing repairs.
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ANALYSIS:
On September 24, 2019 the firefighters at Station #1 reported to the Maintenance Services Department (MSD) that a water leak had occurred due to a leaking water pipe connecting the washing machine. The water damage exposed substantial mold throughout the wall in the laundry space and the bathroom which shares the wall. The extensive mold required removal of all the bathroom sinks and two wall urinals. Since this is a facility housing emergency personnel who operate twenty-four-hour shifts, the mold remediation is a top priority.
To properly complete this emergency project, it was necessary to have a portable shower and restroom located on site to allow for the continuous operations of this facility.
Presented below is a spreadsheet of the estimated costs for this project:
BASIS FOR EXCEPTION TO COMPETITIVE BIDDING
Staff believes that an exception to competitive bidding is warranted for this purchase pursuant to Corona Municipal Code (“CMC”) Section 3.08.130(A)3.08.140(A), which states as follows:
(A) Emergencies. In situations determined by the City Manager to constitute an emergency for a public project pursuant to § 22035 of the Act and Cal. Public Contract Code § 22050. The City Council hereby delegates to the City Manager the power to declare a public emergency and take any directly related and immediate action required by the emergency, up to a total of $175,000, pursuant to § 22035 of the Act and Cal. Public Contract Code § 22050. Emergency expenditures of more than $175,000 shall first be approved by the City Council. Work shall be performed without the benefit of competitive bidding, either formal or informal, only so long as necessary under those sections.
For projects of more than $45,000, a report on the emergency and work performed shall be provided at the next regular meeting of the City Council, and then at every meeting thereafter required by § 22050. At such meetings, the City Council shall determine, by a four-fifths vote, that there is a need to continue the action without the benefit of informal or formal competitive bidding in accordance with § 22035 of the Act and Cal. Public Contract Code § 22050. The City Council shall terminate the emergency action at the earliest possible date that conditions warrant, so that the remainder of the emergency action may be completed pursuant to a formal bidding procedure.
Section 3.08.010 defines an emergency as:
“(H) "Emergency" for purposes of public projects shall have that meaning provided in Cal. Public Contract Code §§ 22035 and 22050. "Emergency" for all other purchasing or contracting purposes means a situation which makes competitive bidding, either formal or informal, impractical or not in the best interests of the city.”
Staff believes this situation meets the definition of emergency in this case. Fire Station #1 houses emergency response personnel and as such it operates 24-7. Remediation of the black mold and repairs to the plumbing required immediate action to ensure an operable building and workable living quarters for the firefighters. At print time these repairs are ongoing.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
The Maintenance Services Department has an existing Capital Improvement Project entitled City Fire Stations Capital Improvements (Project #62400). Staff budgeted $100,000 in Fiscal Year 2019-20 to remodel the main restroom at Fire Station 1. The emergency repair work at Fire Station 1 includes costs for the mold remediation and plumbing repairs ($60,000) as well as the remodel to return the restroom to a workable condition ($46,449). There is sufficient funding in the Capital Improvement Project #62400 for the remodel portion of the work; however, the mold remediation and plumbing repairs were not part of the original budget requested for Fiscal Year 2019-20. Staff requests an appropriation of $60,000 from the General Fund 110 to the Building Maintenance Operating Budget, in the Maintenance Services’ Department, for the cost of the mold remediation and plumbing repairs.
ENVIRONMENTAL ANALYSIS:
This project falls within minor alteration /maintenance of existing public facilities and is considered a categorical exemption.
PREPARED BY: KATIE HOCKETT, ASSISTANT GENERAL MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KIM SITTON, FINANCE MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: MITCHELL LANSDELL, INTERIM CITY MANAGER