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HomeMy WebLinkAbout30-Finance , , " . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Barbara Pachon Director of Finance Dept: Finance Department OR'G\N~t Subject: Ratify the Emergency Purchases that were incurred as a result ofthe "Old Waterman Canyon Fire" Date: February 11, 2004 Synopsis of Previous Council action: Recommended motion: That the Mayor and Common Council receive and file the report of the emergency circumstances resulting in emergency purchases that were incurred as a result ofthe "Old Waterman Canyon Fire" and that the Mayor and Common Council hereby ratifY said emergency purchases. ~~~ Contact person: Barbara Pachon. Director of Finance Phone : ext. 5242 Supporting data attached: Yes Ward: N/A FUNDING REQUIREMENTS: Amount: Source: (Acet. No.) (Acet. Descriotion) Finance: Council Notes: Agenda Item No. 30 2/17/2004 , - CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: That the Mayor and Common Council receive and file the report ofthe emergency circumstances resulting in emergency purchases that were incurred as a result of the "Old Waterman Canyon Fire" and that the Mayor and Common Council hereby ratify said emergency purchases. BACKGROUND: On Saturday, October 25th the City of San Bernardino experienced the worst wildfire in its history. The City's Emergency Operations Center (EOC) was officially activated and the Mayor declared by resolution a local disaster and requested Federal and State assistance. The fire consumed over 91,000 acres across the San Bernardino Mountains, from Devore to Lake Arrowhead. The northern sections of the City of San Bernardino, near the foothills, were hardest hit. Several hundred homes within the City were either damaged or destroyed. In addition several City and Water Department facilities were also damaged. Large amounts ofresources and manpower were required to bring the fire under control and to finally put it out. In order to obtain the necessary resources needed during this disaster several purchases had to be made under the emergency purchasing guidelines. According to section 3.04.075 of the City's Municipal Code: In case of an emergency, which is so urgent as to preclude advance action by the Mayor and Council and which requires purchase of supplies, materials, equipment or contractual services, the City Administrator shall have the authority to authorize the Purchasing Agent to secure in the open market at the lowest obtainable price any such supplies, materials, equipment or contractual services. This emergency authority shall extend to all purchases irrespective of the fact that the amount might exceed the authorized limitation for open market purchases. In all instances a full explanation of the emergency circumstances shall be filed with the Mayor and Council. Listed below is a summary of the major emergency purchases that were made relating to the "Old Fire". These purchases have all been included in the City's reimbursement request to FEMA/OES or will be reimbursed from the USDA-Natural Resources Conservation Service (NRCS) grants. Vendors Work Description PO Amount Actual Paid Aon, CR Gann, Dakeno Inc., Warren Duncan Demolition of unsafe structures and the rental of equipment to do the work $17,467.50 $17,467.50 Transtech, Psomas Prof. Engineering Services 10,000.00 0.00 Guzman Construction Pavement repair and clean-up on 40th Street between Valencia & Harrison 9,826.48 9,826.48 . ~ . Vendors Work Description PO Amount Actual Paid Willdan Fire rebuilding plan review 24,900.00 0.00 Poma, Matich, Rollins Chevron, Highland Chevron Diesel and unleaded fuels 66,000.00 21,702.65 Barron Cleaning Clean out catch basins 10,000.00 9,900.00 Barron Bag Co., Cemex Bags to make sand bags, sand 47,048.64 47,048.64 Jensen Precast Concrete K-Rails 56,103.75 56,103.75 Consolidated Fabrications Corp. Refuse Bins 46.531.84 46.531.84 Total $287,878.21 $208,580.86 The total reimbursement request from the City of San Bernardino to FEMAlOES is still being finalized. The above items will be included in the City's request. IfFEMAlOES does not accept some of the items submitted by the City for reimbursement, the City will have to cover those costs from other sources. At this point in time Finance does feel the items we have put together for reimbursement will be covered by FEMAlOES or the NRCS grants. FINANCIAL IMPACT: At this point in time there is no financial impact to the City that is anticipated. Costs incurred by the City related to the "Old Fire" are being submitted to FEMAlOES and will be reimbursed. RECOMMENDATION: That the Mayor and Common Council receive and file the report of the emergency circumstances resulting in emergency purchases that were incurred as a result ofthe "Old Waterman Canyon Fire" and that the Mayor and Common Council hereby ratify said emergency purchases.