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HomeMy WebLinkAboutStaff Report 4.A 02/26/2018Agenda Item #4.A � F DATE: February 26, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works and Utilities Kent Carothers, P.E. — Operations Manager, Public Works and Utilities SUBJECT: Resolution Authorizing Award of Contract for the Emergency Repairs of the D Street Bridge to McDonell Electric RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the Emergency Repairs of the D Street Bridge to McDonell Electric. BACKGROUND On December 26, 2017, a driver crashed his vehicle into a crossing arm on the southwest corner of the historic D Street Bridge. Emergency services personnel responded to the incident, which is documented in a Petaluma Police report. A section of the bridge was severely damaged and electrical wiring was pulled out of the conduits, which disabled electrical components on the western side of the bridge. As a result, the bridge is inoperable in the down and closed position until the electrical contractor can make the necessary repairs. There was additional minor concrete damage as well, and that damage will be repaired by City crews. Per Coast Guard requirements, the bridge shall be operational and when it is not, the City is required to be in the process of repairing the bridge. The Coast Guard can issue fines. Due to the urgency to have the bridge operable, an emergency repair contract was immediately issued to the City's on -call emergency electrical contractor, McDonell Electric. City Council approval of the contract is being presented at the earliest practicable date in accordance with City purchasing policies. DISCUSSION McDonell Electric has long served as the on -call specialty contractor to assist with the D Street Bridge and therefore is the only contractor familiar with the bridge operations and controls. After receiving emergency authorization to proceed, McDonell Electric removed the damaged crossing arms and inspected the condition of the existing wiring. McDonell Electric is the only contractor with working knowledge of the D Street Bridge controls, electric systems, and programming. Bidding the project would delay the project taking 6 to 8 months to complete. Therefore staff determined to use the purchase order system with McDonnel Electric to satisfy the requirement of the Coast Guard and repair the bridge caused by the accident. New arm equipment and electrical components have been ordered and the work will be scheduled as soon as possible. The bridge is expected to be operational by the end of February. Per Petaluma Municipal Code 4.04, there is an exception to a competitive bid process for emergency contracts. Since McDonell Electric is the only vendor familiar with the operation, electrical systems, and controls for the D Street Bridge, and because McDonell Electric has a good record of responsiveness to bridge emergencies, the decision was made to have them respond to the recent emergency. The current cost for the purchase order with McDoneel Electric is $48,212. Construction is being scheduled as the parts to replace the arms and electrical systems become available. The City's Risk Manager is currently working with the driver's insurance company for total cost recovery of staff time and repairs. Construction management and inspections will be conducted by City staff. FINANCIAL IMPACTS It is anticipated that the cost of the emergency arm replacement will be compensated by the driver's insurance and therefore the project should not impact the City's budget. In the meantime, a budget transfer from the Street Maintenance cost center to the D Street Bridge Operations cost center will cover repair costs until subrogation of the driver's insurance policy is successful. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE EMERGENCY REPAIRS OF THE D STREET BRIDGE TO MCDONELL ELECTRIC WHEREAS, an auto accident on December 26, 2017 caused damage to the D Street Bridge, creating the need for an emergency repair with a specialty electrical contractor; and WHEREAS, the City's existing on -call electrical contractor, McDonell Electric of Santa Rosa, is the only contractor familiar with the D Street Bridge electrical and control systems and has successfully performed emergency repairs on previous occasions; and WHEREAS, McDonell Electric is a specialty repairer of the D Street bridge and may be the only vendor able to supply the City with bridge repair in this case; and WHEREAS, McDonell Electric of Santa Rosa was awarded an emergency repair contract and ordered to remove the damaged arms to make the bridge safe, replacement of the arms, reconnection of the electrical components, and restart the bridge operation without competitive bidding in accordance with PMC 4.04.070; and WHEREAS, the estimated amount of the emergency repair contract to supply, install and repair the bridge components, including arms and wiring, is $48,212; and WHEREAS, the project funds for the emergency repair are available in the Streets Maintenance Fund and are expected to be recovered by Risk Management through subrogation of the driver's insurance. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: Awards the contract for the Emergency Repairs to the D Street Bridge, after the fact, to McDonell Electric, Inc. in the amount of $48,212 on the condition that McDonell Electric timely executes the project contract and submits all required documents; and 2. Authorizes and directs the City Manager to execute the project contract on behalf of the City.