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RESOLUTION NO. 2017-073 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA RATIFYING THE PROCUREMENT OF EMERGENCY STORM-RELATED SERVICES, AND AUTHORIZING PAYMENT FOR SUCH SERVICES PERFORMED BY ATLAS ENVIRONMENTAL SERVICES, INC., ARBOR WEST TREE SURGEONS, WEST COAST ARBORIST, AND S&J BUILDERS AND RESTORATION SERVICES, INC.
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
During the recent winter storms, the Public Works Department responded to numerous conditions that required emergency repairs in order to protect public health and safety. Chula Vista Municipal Code Section 2.56.100.A. (“Section 2.56.100”) authorizes the City Manager to purchase supplies and services on the open market when necessary in such emergency situations. Accordingly, the City procured services from Atlas Environmental Services, Inc., Arbor West Tree Surgeons, West Coast Arborist, S&J Builders & Restoration Services, Inc., for Public Works emergency projects. Due to the amount and scope of the emergency services required, City staff is requesting that the City Council ratify the purchases as compliant with Section 2.56.100 and authorize payment for the services.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15304 Class 4 (Minor Alterations to Land) and/or Section 15301 Class 1 (Existing Facilities).
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Environmental Determination
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to State CEQA Guidelines Section 15304 Class 4 (Minor Alterations to Land) and/or Section 15301 Class 1 (Existing Facilities). Thus, no further environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
Recent severe rain storms bringing high winds caused flooding, erosion, debris flow and damage to hundreds of City trees within City parks, parkways, medians and open space areas. Chula Vista was one of the hardest hit areas of San Diego County. The magnitude of the storm damage included fallen trees and branches causing damage to fences and walls and resulting in road blockages and park closures, as well as flash flooding, erosion and substantial debris flows especially near storm drain channels. The damage created an imminent threat to public health and safety. As a result, the Public Works Department was called upon to immediately take action in order to protect the public from the dangerous conditions created by the storms. In order to do so without delay, services were procured from the following outside contractors: Atlas Environmental, Arbor West, S & J Builders and Restoration; and West Coast Arbor. The contractors worked with City crews throughout the rain storms for the emergency removal of downed trees and large branches and after the storm to cut up and mulch downed trees, and, in the case of S & J Builders, the restoration of seventeen City properties that suffered damage due to wind and rain during the storm. Each contractor and its subcontractors meet the state’s prevailing wage registration requirement.
The City Manager authorized the procurement of the necessary emergency services, in accordance with Section 2.56.100. That Section authorizes the City Manager to secure in the open market at the lowest obtainable price, any supplies, services, or equipment, regardless of the amount of the expenditure. It also requires that an explanation of the circumstances of the emergency prompting the purchases be entered in the minutes of the City Council. Although the storms occurred in January, the work required was extensive and has been on-going, which has inhibited staff’s ability to determine the final cost of the necessary work. However, staff wanted to apprise the City Council of the circumstances and purchases, without further delay. At this time, staff estimates that the cost of the emergency work is as follows:
|
Contractor |
Emergency Services Cost |
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Atlas Environmental, Inc. |
$150,494 |
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Arbor West Tree Surgeons |
$126,105 |
|
West Coast Arborist |
$382,720 |
|
S&J Builders & Restoration Services, Inc. |
$60,357 |
Because the work is on-going, staff is requesting that the City Council ratify the procurement of services performed to-date as emergency services within the meaning of Section 2.56.100, and authorize payment for these services and additional storm-related services by these contractors for fiscal year 2016-17 up to the following amounts:
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Contractor |
Not to Exceed Amount |
|
Atlas Environmental, Inc. |
$200,000 |
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Arbor West Tree Surgeons |
$175,000 |
|
West Coast Arborist |
$600,000 |
|
S&J Builders & Restoration Services, Inc. |
$150,000 |
DECISION-MAKER CONFLICT
Staff has reviewed the property holdings of the City Council members and has found no property holdings within 500 feet of the boundaries of the property which is the subject of this action. Consequently, this item does not present a disqualifying real property-related financial conflict of interest under California Code of Regulations Title 2, section 18702.2(a)(11), for purposes of the Political Reform Act (Cal. Gov’t Code §87100,et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This action supports the Operational Excellence goal by securing specialized services throughout the January 2017 rain storms and the Strong and Secure Neighborhoods goal with efforts to preserve City infrastructure damaged by the storms.
CURRENT YEAR FISCAL IMPACT
Approval of this resolution will authorize the City to secure contract obligations from Atlas Environmental Services, Arbor West Tree Surgeons, West Coast Arborist, S&J Builders and Restoration, Inc., for Public Works storm system restoration projects. The storm system related costs are not included within the Fiscal Year 2016-17 budget. The President declared the January 2017 storms a major disaster making federal disaster aid available to 16 counties including San Diego County. Governor Brown declared a state of emergency in counties across California including San Diego County following the January 2017 storm system. Therefore, January 2017 storm event damage costs are eligible for both Federal and State reimbursement. The reimbursement cost share breakdown for eligible cost is 75% Federal, 18.75% State, and 6.25% Local. A request for Public Assistance for the Federal Disaster has been submitted to CalOES and is being processed. Staff is preparing a Damage Survey Report to capture all storm event damage cost. Final fiscal impact for the January 2017 storm event will depend on the final claim approvals.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact.
ATTACHMENTS
None
Staff Contact: Silvia Cosio, Principal Management Analyst