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08/02/2021 06.E. Resolution ratifying the declaration of an emergency and authorizing execution of all applicable contracts for the labor and materials to replace 340 linear feet of failed sanitary sewer collection pipe 1 s°F` ,1„„,„,a°++a rr 11 • :-. 6 "���iiO enc u nrry 1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 6.E. For Meeting of:August 2, 2021 ITEM TITLE: Resolution ratifying the declaration of an emergency and authorizing execution of all applicable contracts for the labor and materials to replace 340 linear feet of failed sanitary sewer collection pipe SUBMITTED BY: Scott Schafer, Director of Public Works David Brown,Assistant Director of Public Works Mike Price, Wastewater/Stormwater Division Manager, 249-6815 SUMMARY EXPLANATION: The City of Yakima (City) maintains over 350 miles of sanitary sewer collection pipelines. A 320 linear foot segment of concrete sanitary sewer pipe in the vicinity of Nob Hill Boulevard and 20th Ave. and a 20 linear foot segment along 20th Ave. were found to be inaccessible and unmaintainable in their existing condition. The pipe segments required immediate replacement to ensure effective wastewater conveyance. Wastewater Division staff followed the City's Emergency Purchasing Policy in contracting with TTC Construction, Inc. for emergency replacement of the pipe segments. The project includes excavation, replacement of the failed concrete pipe with pvc pipe, and surface restoration. The final cost of the project is estimated at$130,000, resulting in the need to seek ratification by the City Council via Resolution, in accordance with the City of Yakima Administrative Code ADM 3-500 City/County Procurement Manual which requires approval by the City Council for emergency costs exceeding $50,000. The approved Emergency Purchase Order Justification Form is attached for City Council review. Te emergency pipe replacement is funded through Wastewater Capital Fund 476. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution 2 ATTACHMENTS: Description Upload Date Type D Resolution Emergency Repair 20th Ave Sewer 7/21/2021 Resolution a Emergency PO Justification 7/21/2021 Backup Material 3 RESOLUTION NO. R-2021- A RESOLUTION ratifying the declaration of an emergency and authorizing execution of all applicable contracts for the labor and materials to replace 340 linear feet of failed wastewater collection pipe. WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 provide that the City Council may declare an emergency and waive the bidding requirement for supplies, material, equipment or services costing more than $50,000; and WHEREAS, RCW 39.04.280 provides for emergency public works projects to move forward without complying with bidding requirements; and WHEREAS, a 320 linear foot segment of sanitary sewer collection pipe along 20'h Avenue and Nob Hill Boulevard and a 20 linear foot segment along 20'h Avenue were found to be inaccessible and unmaintainable in their current condition; and WHEREAS, these segments of sanitary sewer pipes required immediate replacement to ensure reliable conveyance of wastewater to the treatment plant; and WHEREAS, the Wastewater Division did not have the expertise or tools to replace the pipe itself and the repairs were required immediately, so a third party was necessary to complete the emergency repairs; and WHEREAS, an emergency was declared by the City Manager on July 20, 2021, allowing the Wastewater Division to secure the services of TTC Construction, Inc. to replace the pipe; and WHEREAS, the sanitary sewer pipe replacement cost is estimated at $130,000, resulting in the need to seek ratification by City Council via resolution, in accordance with City of Yakima Administrative Code ADM 3-500 City/County Procurement Manual which requires approval by City Council for emergency costs exceeding $50,000; and WHEREAS, the City Council deems it to be in the best interest of the City and its residents to ratify the City Manager's declaration of an emergency, and authorize the execution of all necessary documents for contracts for the labor and materials for the replacement of the sanitary sewer pipe, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The emergency, as declared on July 20, 2021 by the City Manager is hereby ratified, the City Council resolves that there was an emergency, and the City Manager's execution of all appropriate documents for the labor and materials for the replacement of the sanitary sewer pipe without calling for bids, is hereby ratified and approved. ADOPTED BY THE CITY COUNCIL this 2' day of August, 2021. Patricia Byers, Mayor 4 ATTEST: Sonya Claar Tee, City Clerk tik1 fri City of Yakima # 6 ' 2109E Emergency Purchase Order Justification Requestor Name: Your DepartmentlDivision: Mike Price Public Works/Wastewater Requestor Phone: Requisition (PR) Number: (509)249-6815 45441 Requested Vendor Cost Estimate (incl. TAX): TTC Construction,Inc. 130,000 Vendor's Address: Vendor E-Mail : 12871 Summitview Rd,Yakima WA 98908 Ajheckart.ttc@gmail.com Vendor Contact Name: Vendor Phone: AJ Heckart (509)457-3969 1. What is the emergency situation? Describe damages or loss of property or essential services that are/may be a result of this emergency. (Attach extra sheet if necessary.) Deteriorated concrete sewer pipes at 20th Ave/Nob Hill Blvd and at 23rd Ave/Lincoln Ave require replacement to ensure that essential collection system services are maintained. 2. What labor and/or materials are required? Attach a copy of your quote or estimate. Labor,equipment,and materials required for roadway excavation,trenching,pipe bedding,pipe and fittings used for replacing wastewater pipelines. Quote:time and materials at completion 3. Did vendor quote prevailing wages, if applicable (e.g. repairs, construction, maintenance)? Yes a No❑ 4. Was vendor informed of the Intent and Affidavit filing requirements with L&I? Yes E No ❑ 5. Does vendor have a current certificate of insurance on file with the City? Check ICE: http://cityice/purchasi nq/contractor-list/ Yes n No❑ 6. Are federal funds being used? If federal funds are being used, a cost price analysis must be done at earliest opportunity and a copy sent to Purchasing. Yes 111 No x❑ STATEMENT OF NEED: My division's recommendation for an emergency purchase order and waiver of the quote or bid requirements is based upon an objective review of the emergency situation and appears to be in the best interest of the City. I understand that if this purchase is over $50.000, or if any change orders to this purchase increase the amount to $50,000 or over, that our division must initiate and prepare necessary information (Resolution) to advise City Council that there has been an emergency situation requiring immediate action. Michael A. Price Digitally signed by Michael A.Price 7/9/21 1. Date:2021.07.09 10:20:33-07'00' Signature of Division Manager Date Scott Schafer Digitally signed by Scott Schafer 7/9/21 2. Date:2021.07.09 10:46:24-07'00' Signature of Department Head Date Maria Mayhue Digitally signed by Maria Mayhue 7/9/21 Date:2021.07.09 11:51:18-07'00' 3. Recommendation of Approval by Purchasing Manager Date Bob Harrison Digitally signed by Bob Harrison 4. Date:2021.07.20 16:24:38-07'00' Approval by City Manager Date Please complete entire form and forward to Purchasing. Purchasing will forward to the City Manager for final approval.