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CONSIDERATION OF RATIFICATION OF A DECLARATION OF EMERGENCY FOR SEWER REPAIRS NEAR BENT OAKS CIRCLE IN THE AMOUNT OF $48,625 TO URBAN CONTRACTORS, LLC.
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BACKGROUND: On or about April 8, 2013, Sewer Line Maintenance Division identified two (2) sewer system failures requiring emergency repairs.
1) Bent Oaks to Tall Oaks Circle, approximately 750 feet of 8 inch clay line; the clay line has deteriorated and collapsed in several places. Line maintenance attempted to work the line recently, but was unable to completely clean it because of the collapsed portions of the line.
2) 4503 to 4507 Chukkar Court, approximately 270 feet of 8 inch clay line; the line is broken down in the yard of 4507 Chukkar Court causing back-ups upstream of 4503 Chukkar Court.
DISCUSSION: Per Section 8-205 of the City Code, staff obtained three (3) quotes, asking each contractor to provide quotes for the two (2) locations separately. The low quote on the Bent Oaks location was from Urban Contractors, LLC of Oklahoma City and was $48,625, or about $64/foot. The low quote on the Chukkar location was from Jordan Contractors, Inc. of Tecumseh and was $27,000, or about $100/foot. The higher unit price for work on the Chukkar location was not unexpected because the area will be more difficult to access and the line is deeper than the line at the Bent Oaks location.
Section 8-203 of the City Code allows City Manager to approve purchases of or contracts for "emergency supplies, materials, equipment, or contractual services which are necessary to maintain operations". It has been Staff's practice to then bring the emergency items forward for Council ratification. Via the attached memo, staff requested and obtained City Manager approval to order the work on an emergency basis. Each contractor mobilized immediately. Although both were approved as one (1) emergency, the Chukkar Court repair is addressed as a separate agenda item.
The Fiscal Year Ending 2013 (FYE13) budget set aside $100,000 in Maintenance and Repair Services (321-9974-432.61-01) for sanitary sewer repairs by outside contractors beyond the capabilities of our Sewer Line Maintenance Division. Currently, an unencumbered balance of $93,642 remains, which is sufficient to fund the work.
RECOMMENDATION: Recommend NUA ratify the declaration of emergency and approve payment in the amount of $48,625 to Urban Contractors, LLC from Emergency Repairs Account 321-9974-432-61-01, WW0248.