Title
Report regarding a resolution determining the continued existence of an emergency and the need to continue emergency repairs for the Hillside (Terrabay) Field Light Replacement Project. (Sharon Ranals, Assistant City Manager/Parks and Recreation Director)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution determining the continued existence of an emergency and the need to continue emergency repairs for the Hillside (Terrabay) Field Light Replacement Project.
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BACKGROUND/DISCUSSION
On September 12, 2018, the City Council adopted a resolution delegating authority to the City Manager to order any emergency action and enter into necessary contracts pursuant to the provisions and restrictions of Public Contract Code Section 22050. Pursuant to such delegated authority, the City previously executed a contract with Interstate Grading and Paving, Inc. for the emergency repair and replacement of a light pole at the Hillside (Terrabay) Ballfield. The current resolution authorizes the continued suspension of competitive bidding and continued completion of this emergency repair work. Authorizing the continuation of emergency repair work will be a recurring Council item until project completion. Previous Council actions establishing the project are below:
In April 2019, City staff determined there exists an emergency need for the removal and replacement of a 70-foot tall athletic field light pole that was damaged during a storm at Hillside (Terrabay) Ballfield, located at 1400 Hillside Boulevard.
Upon determining there exists an emergency need for the removal and replacement of the pole given the potential for the pole to fail and harm a park visitor, City staff informally solicited bids for the project, with only one contractor, Interstate Grading and Paving, Inc. (“Interstate Grading”) submitting a bid. Staff actively solicited bids from several other contractors, however, all of them declined the project due to the size of the pole and the specialized equipment and expertise needed for a project of this scale.
As previously reported to the City Council, the bid received from Interstate Grading was $105,430. A subsequent contract change order was received in the amount of $4,700 due to the increased size and material needed for the engineered foundation, for a total project cost of $110,130. Since the pole was damaged during a storm, the City’s liability insurance policy with York Risk Services is expected to cover the cost of the replacement, excluding a $5,000 deductible.
At the August 28, 2019 regular City Council Meeting, staff provided an update on the status of the project, and the City Council adopted a resolution authorizing the continuation of emergency repairs for this pole. Since the August 28 meeting, the following work has been completed: receipt of the replacement pole hardware, mobilization of equipment and labor, establishment of an entrance accessible by heavy equipment, installation of new electrical conduit, boring of a 17-foot-deep rebar reinforced foundation, installation of mounting hardware, and pouring of the concrete foundation. Once the concrete is cured, the existing pole will be removed, the new pole and lights will be installed, and damage to the site cause by heavy equipment will be repaired.
At this time, the pole remains in a fragile and hazardous condition as it is in a leaning condition over a significant portion of the ballfield. If the work is terminated now and the project is subject to applicable bidding procedures, the additional time that it takes to locate a new contractor willing to undertake the project and allow additional time for the contractor to complete installation would prolong the dangerous and hazardous condition in which the pole currently stands.
As required by Public Contract Code section 22050(c)(1), this emergency pole repair project will be placed back on future regular City Council meeting agendas for the Council to review this emergency action and determine, by a four-fifths vote, whether there is a need to continue the action, until such emergency repairs have been completed and the project terminated. Adoption of the associated resolution authorizes the continuance of the emergency repair work to address the pole condition and related repairs.
CONCLUSION
Approving the resolution and adopting the findings will authorize the continuation of emergency repair work to address the pole condition. Staff recommends that the City Council continue to determine that the emergency exists and the emergency action, undertaken pursuant to the City Manager’s delegated authority, remains necessary.