TO: Mayor and Commissioners
FROM: John Morgan, Director of Environmental Services Department
THROUGH: Donald B. Cooper, City Manager
DATE: February 16, 2016
Title
RATIFICATION OF EMERGENCY ACTION CITY CODE SECTION 36.02 (C) (5) FOR THE MARINE WAY WATER MAIN REPLACEMENT IN THE AMOUNT OF $98,634.00 TO AKA SERVICES, INC., AUTHORIZED BY THE CITY MANAGER AS AN EMERGENCY ACQUISITION AS DEFINED BY CITY CODE SECTION 36.01(B).
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Recommended Action:
Recommendation
Motion to Approve ratification of an emergency action to AKA Services, Inc., in the amount of $98,634.00 for the Marine Way water main replacement. This recommendation complies with the Code of Ordinances, Section 36.02(C)(5), “Emergency Acquisitions”.
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Background:
The deterioration of the roadway along Marine Way is being accelerated by the ongoing tide events, which have increased the vulnerability of the City’s utility infrastructure along Marine Way.
The existing 8-inch water main is located along the eastern portion of the road right-of-way (ROW). As the roadway continues to deteriorate, the vulnerability of the water main for failure will increase, which would result in a loss of water service to the residents. The new water main has been designed to be located along the western portion of the ROW, in the vegetated area west of the edge of pavement, maintaining the required ten foot separation from the existing sanitary sewer main. This location keeps the water main out of the pavement, providing as much of a buffer as possible from the Intracoastal Waterway. The existing water main would be abandoned in place, with the removal or grout filling of the water main addressed at such time when the roadway, seawall and docks are replaced.
City code section 36.01(B) defines an emergency as, "An unplanned or unexpected event that requires immediate action in order to prevent or remedy a service outage; or to prevent or remedy a situation that presents an immediate danger to human life, health or safety or a significant loss or damage to property, and where failure to take immediate action would enhance the risk of loss or prolong the delay in restoring service to Customers..."
Since failure of the water main is a public health and safety issue, staff recommended that this work be considered an emergency situation which should be performed as soon as possible. Staff sought authorization from the City Manager to proceed with the work per Code of Ordinance 36.02 (C) (5), Emergency Acquisitions. Staff recommended that the most expedient way to move forward in this emergency situation was through an active contract for similar type work, utilizing current unit pricing.
Therefore, staff solicited pricing for the placement of a new water main from a qualified City contractor working under an active contract. AKA Services, Inc. (AKA), currently performing construction activities under the Tropic Palms Water Main Replacement Phase I project, provided a quote utilizing unit pricing per the active City contract in the amount not to exceed $98,634, with construction duration estimated at 30 days. Staff considered the pricing to be commensurate with the scope of work. On January 12, 2016, via email, staff received authorization to proceed from Assistant City Manager for Operations.
This recommendation meets compliance with Code of Ordinances, Section 36.02 (C) (5), Emergency Acquisitions, subject to ratification by the City Commission as soon as practicable.
City Attorney Review:
Finance Department Review:
Funding Source:
Funding is available from Account No. 442-5178-536-63.50, Water and Sewer Renewal and Replacement Fund/ Water Mains.
Timing of Request:
The approval of this item is of high importance, as mitigating the condition of utility infrastructure under the current situation is paramount.