HomeMy WebLinkAboutAgenda Report - August 19, 2015 B-01 SMAGENDA ITEM 150t(
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Declaring an Emergency Condition Requiring the Immediate
Repair of Grape Bowl Field Subgrade and Plumbing, Authorizing the City Manager
to Order Required Actions and Execute the Necessary Documents to Perform
Repairs, and Appropriating Funds ($80,000)
MEETING DATE: August 19, 2015
PREPARED BY: Parks, Recreation and Cultural Services Director
RECOMMENDED ACTION: Adopt resolution declaring an emergency condition requiring the
immediate repair of Grape Bowl field subgrade and plumbing,
authorizing the City Manager to order required actions and execute
the necessary documents to perform repairs, and appropriating
funds ($80,000).
BACKGROUND INFORMATION: The Parks Division was alerted to water ponding on the top of the
Grape Bowl field surface on Monday, August 10. Staff investigated
the cause and determined it was coming from a leak in a 2 -inch
water pipe more than 3 feet beneath the field surface.
Once the water valve supplying the pipe was turned off and excess water drained away, a hole covered
by the artificial turf had formed near the likely location of the leak, due to the fill material being washed
away. The turf also is sagging along a trench line containing water supply lines and in other areas
nearby. An area of approximately 40 feet by 120 feet may be subjected to shifting or collapsing subgrade.
Because of the unknown loss of fill material and the risk of the subgrade shifting further in the event
repairs are delayed to allow for competitive bidding, staff is of the opinion that delays will result in
additional damage to the subgrade and Grape Bowl artificial turf which will result in an even more costly
repair. Staff therefore requests that the City Council take special steps to expedite a solution. FieldTurf
Tarkett, the company that provided the artificial playing surface, proposes to cut open the turf and
remove the built-in drainage system to allow a contractor to make subgrade repairs, and then return the
turf to playable condition once that work is completed. Cost for that portion is $21,445.71, plus any
applicable taxes.
Lodi contractor A.M. Stephens has agreed to perform the subgrade work and repair the water line for no
more than $52,000. Western Engineering, which performed the original construction in 2010, has
proposed to do the work for $61,500, not including the plumbing repair.
Public Contract Code Section 20168 allows cities to dispense with bidding requirements during council -
declared emergencies. The Council must make a finding by four-fifths vote that immediate expenditure of
public money is required to safeguard life, health or property, and that emergency will not permit delay
caused by bidding. The resolution must authorize the City Manager to take appropriate action to resolve
the emergency. Thereafter the City Manager must report back to the Council on the resolution of the
emergency. If the action is not complete by the Council's next meeting, the Council must redeclare the
emergency at every subsequent meeting until the emergency is resolved (Public Contract Code Section
22050).
APPROVED:
chwabauer, ity Manager
Accordingly, Staff recommends that Council make the emergency finding required by the Public Contract
Code, as the immediate expenditure of public money is required to safeguard property, as described
above, and authorize the City Manager to execute all necessary documents with FieldTurf Tarkett and
A.M. Stephens to complete repairs. Total cost is up to $80,000.
Parks Division will take steps to mitigate the impact on our Grape Bowl users by installing a temporary
cover over the affected portion of the field, which is outside the football field boundaries. Repairs will be
performed as soon as the contractors' schedules can be coordinated, but in no event, later than 30 days
from the adoption of this resolution.
FISCAL IMPACT:. Up to $80,000 from Parks Capital, resulting in fewer funds available for
other park projects. Deferring this project could result in higher costs later if
the subgrade were to shift.
FUNDING AVAILABLE: Parks Capital fund balance (432).
Jordan Ayers, Deputy City Manager
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s, Recrvn and Cultural Services Director
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ager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT
A.
SOURCE OF
FINANCING
432 32205 Parks Capital Unreserved $80,000
B.
USE OF
FINANCING
432 43299000 77020 Parks Capital Projects $80,000
ager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2015-148
A RESOLUTION OF THE LODI CITY COUNCIL
DECLARING THAT AN EMERGENCY CONDITION
EXISTS REQUIRING THE IMMEDIATE REPAIR OF THE
GRAPE BOWL FIELD SUBGRADE AND PLUMBING,
AUTHORIZING THE CITY MANAGER TO ORDER
REQUIRED ACTIONS AND EXECUTE ALL NECESSARY
DOCUMENTS TO PERFORM REPAIRS, AND FURTHER
APPROPRIATING FUNDS
WHEREAS, the Parks Division was alerted to water ponding on the top of the
Grape Bowl field surface on Monday, August 10, 2015; and
WHEREAS, once water was turned off and excess water drained away, it was
determined that the turf was sagging along a trench line containing water supply lines
and in other areas nearby; and
WHEREAS, an area of approximately 40 feet by 120 feet may be subjected to
shifting or collapsing subgrade; and
WHEREAS, because of the unknown loss of fill material and the risk of the
subgrade shifting further in the event repairs are delayed to allow for competitive
bidding, staff believes that delays will result in even more costly repairs and requests
that the City Council take special steps to expedite a solution; and
WHEREAS, FieldTurf Tarkett, the company that provided the artificial playing
surface, proposes to cut open the turf and remove the built-in drainage system to allow
a contractor to make subgrade repairs, and then return the tun` to playable condition
once that work is completed at a cost of $21,445.71, plus any applicable taxes; and
WHEREAS, Lodi contractor, A.M. Stephens Construction Company, Inc., has
agreed to perform the subgrade work and repair the water line for no more than
$52,000. Western Engineering, which performed the original construction in 2010, has
proposed to do the work for $61,500, not including the plumbing repair.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
declare that an emergency condition exists as required by the Public Contract Code to
dispense with the City bidding requirement for this project due to the risk of further
damage to the Grape Bowl subgrade and turf that would result from a delay in
commencement of repairs; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize
the City Manager to order required actions and execute all necessary documents to
perform the repairs; and
BE IT FURTHER RESOLVED that the City Council hereby appropriates funds in
the amount of $80,000 for this project.
Dated: August 19, 2015
I hereby certify that Resolution No. 2015-148 was passed and adopted by the
City Council of the City of Lodi in a special meeting held August 19, 2015, by the
following vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, Nakanishi,
and Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
4J NIF+RFFERRAI0LO
City Clerk
2015-148