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Home My WebLink About2006-02-15 STAFF REPORTS 2L OF PALM S u City Council Staff Report Cq</FOR�\P CITY COUNCIL FEBRUARY 15, 2006 CONSENT CALENDAR Subject: VISTA CHINO FLOOD GATES — City Project No. 05-26 From: City Manager Initiated by: Director of Public Works/City Engineer SUMMARY: The City Council will consider awarding a Construction Contract to the lowest responsible and responsive bidder to construct flood gates on Vista Chino at Whitewater Wash, City Project 05-26. RECOMMENDATION: 1) Adopt Minute Order No. "AWARDING CONTRACT TO ALCORN FENCE COMPANY IN THE AMOUNT OF $39,605.00, FOR THE VISTA CHINO FLOOD GATES PROJECT, CITY PROJECT NO. 05-26". 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In May 2005 the City of Palm Springs submitted a Hazard Mitigation Grant Program Application (HMGP) to FEMA for flood gates installation on Vista Chino at the Whitewater Wash. The grant application was approved in August 2005 with a total eligible cost of$51,000.00. The Federal share was $38,250.00, 75% of the eligible cost. The original work schedule indicted that all work had to be completed within three months of the date of the approval or by November 30, 2005. The City has requested a four-month time extension due to a shortage of contractors able to meet the deadline. The Governor's Office of Emergency Services has approved the extension until March 31, 2006. The Public Works and Engineering Department staff has prepared the plans and specifications and advertised the project for bids on January 17 and January 24, 2006. At 2:00 P.M. on February 7, 2005, the Department of Procurement and Contracting received bids from the following contractors: ITEM NO. Contractor Bid 1. Alcorn Fence Company, Sun Valley, CA $39,605.00 2. Mocon Corporation, Indio, CA $56,800.00 The Engineer's estimate was $40,000. The low bidder is Alcorn Fence Company whose officers are Greg Erickson, President, Anthony Daneri, Vice President and Gloria Y. Venzon Treasurer. FISCAL IMPACT: Finance Director Review: -- The construction cost of the project is $39,605 with $29,703 F deral funds (75%). For the local match portion of$9,902 funds are available as follows: $5,000 from Risk Management Loss Containment Account 540-5904-48622 and $4,902 from Gas Tax Account 133-4298-50247 There is no impact to the General Fund. David J. Barakian Thomas Wilson Director of Public Works/City Engineer Assistant City Manager-Development Services David H. Ready City Manager Attachments: 1. Minute Order 2. FEMA Grant Approval 3. OES Time Extension Approval Letter MINUTE ORDER NO. AWARDING CONTRACT TO ALCORN FENCE COMPANY IN THE AMOUNT OF $39,605.00, FOR THE VISTA CHINO FLOOD GATES PROJECT, CITY PROJECT NO. 05-26 I HEREBY CERTIFY that this Minute Order, awarding contract to Alcorn Fence Company in the amount of $39,605.00 for the Vista Chino Flood Gates Project, City Project 05-26, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on 15th day of February, 2006. James Thompson, City Clerk V.S.Depammelt otHomeland Seaurlty 1111 Droudway,Sulto 1200 Oakland,CA 9AO07-4952 * FEMA August 30,2005 SEP Y�05 Ms.Grace Koch ti"'"�`r ,s,,:cdn•, Governor's Authorized Representative Governor's Office of Emergency Services tj 0 S-13 y� 3650 Schriever Avenue Matlicr,CA 9$655 Reference: Application Approval,HMO?Project#1498-31-24 City of Palm Springs,FIPS Code#063-55254-00 Vehicle Access Gates,Five Percent Initiative Supplement#34 Dear Ms.Koch: This letter is in response to your letters dated May 20, 2005,and August 18,2005 submitting the inf c mation requested in our previous correspondence to you. We have completed our review and approved the above-referenced Raserd Mitigation*ant Program WGP)application for the City of Palm Springs,FPS Code 0063.55254-00,HMCrP Project#1498-31.24 for vehicle access gates. The total eligible coat fbr this action is$31,000,With this action we have obligated$39,250 for up to 75% Federal share reimbursement of eligible project coats in Supplement#34,These funds are now available in StuWiftk fot eligible disbursements, This HMGP grant approval and obligation of fimda are subject to the following: 1. These fiords were obligated based on the Subgrantee's scope of work and budget submitted to us on November 18,2004,for the installation of vehicle access gates an Vista Chino Road at the Whitewater River Wash. 2. This awatd of fiords is subject to the enclosed Standard WGrfr Condidomr,as amended February 2005, Federal fluids may be do-obligated for work that does not comply with these conditions. 3, The work schedule submitted with the application indicated that all work will be completed within three months of the date of this approval or by November 30,2005,Please adviae the Subgrantee that Pbdetal funds may be de-obligated for work that is not compieted within schedule,and for which no extension is approved. 4• You have noted the project's benefits and indicated that there is a reasonable expectation that funding will reduce or prevent future damage or loss of Iffe or injury. www.funo.gw i r i i t3rdce Korb, 1498-31-24 August 30,2005 Page Two 5. The City of Palm Springs will be responsible for all maintens<rice of the access gates,and will conduct regular inspections of the system,With your letter of May 20,2005,you provided us a copy of Cathedral City's letkr permitting the City of Palm Springs to install the gates on the roadway located within Cathedral City boundaries; and a Memorandum of Understanding(MOU)between the City of Palm l Springs and Cathedral City regarding coordination and joint operation of the gates.The MOU is to remain in effect throughout the useful life of the project extending to three years beyond the close of this grant. I 1Vtitlongi EUvlroamental Policy Act(NRPA) With regard to the National Environmental Policy Act(NEPA),we have determined that this project is categorically excluded from the need to prepare either an environmental assessment or environmental impact statement.The Subgtantoa has provided written assurances that all construction,including staging,will be conducted within the existing pre-disturbed road easements.A copy of the Categorical Exclusion(CATER is attached for your records. Dieastex Xtipatlan Act,2000 (DMA 2000) As you may know,for disasters declared on or aver November 1, 2004,PEMA-approved Multi-Hazard Mitigation Plans at the state and local levels are required before TOMP project funds can be obligated as per the Code of Federal Regulations,Title 44,Part 201 (44 CFR 201.6)and 44 CM 206,434, Although thia project,submitted under PEMA.-14g8-'Dk-CA by the City of Palm Springs is exempt$om the DMA 2000 requirements,we note that Riverside County's Multi-Jurisdictional Hazard Mitigation Plat has been submitted and approved.A review of the approved plan indicates that the City of Palm Springs is a patticipant in the plan and that the specific action firaded by this letter is listed it mitigation priority, if you have any questions,please contact Susan Murray,Emergency Management Program Specialist at 510- 627.70& Sincerely, Sally trectoxgation0i ) nclasutes(3) Standard MdGP Conditions CATER Level 3 Copy of Supplement*34 cc;John Rowden, OES r »,,•rJW STATE OF CALIFORNIA ARNOLD SCHWARZENEGGER,Governor OFFICE OF THE DIRECTOR OE S GOVERNOR'S OFFICE OF EMERGENCY SERVICES ..m Y 3650 SCHRIEVER AVENUE . MATHER,CAWFORNIA 45655 FAX:645-9511 4% Mr. Blake Goetz Emergency Services Coordinator City of Palm Springs 300 N, El Cielo Road Palm Springs, California 92262 Dear Mr. Goetz: SUBJECT: FEMA-DR-1498-CA,OES#0031, FI MA#0024 VEHICLE ACCESS GATES INSTALLATION The Governor's Office of Emergency Services(OES)received your request for a four-month time extension on December 4,2005. The city is not requesting a change in the scope of work or budget change. OES reviewed the history of this project and has determined that the time extension is warranted based on the factors listed in your letter. The project has been delayed by a shortage of contractors able to meet the project's current period of performance. The shortage is due to the multi-county reconstruction efforts resulting from the breadth of the fire damage caused by this disaster, In the obligation letter dated August 30,2005,the Federal.Emergency Management Agency approved a project completion date of November 30,2005. As authorized under the State Hazard Mitigation Administrative Plan, ORS has approved your request for a four-month time extension. All work on the project must be completed by March 31, 2006. If you have any questions,please contact Marcia Rentschler,Hazard Mitigation —h[tanagerat(916}845-Sl7D - Sincerely, GRACEICOCH Governor's Authorized Representative e: Sally Ziolkowski,Mitigation Division Director,FEMA 0ohn Hardeastle,Emergency Services Coordinator, City of Palm Springs Marcia Rentschler, Hazard Mitigation Manager, ORS