TITLE
The Mayor and City Council shall hear a presentation, discuss and possibly take action on approving a contingency transfer for costs related to emergency purchases of supplies and services as empowered by declaration of a state of emergency by the Mayor on August 22, 2012, in an amount not to exceed $50,000 from General Fund, non-Departmental, Contingency (10010000-99000) to General Fund, Engineering (10044145) when final costs are determined. Discussion and Action.
AGENDA ITEM DESCRIPTION
On the evening of August 21, the City received approximately 1.5 inches of rain. The heavy rainfall prompted responses from public works crews to various locations throughout the City and closed roads due to flash flooding. By the morning of August 22, road crews reported a large amount of water in the Tortosa northwest area of Dalli Lane and Madrid. This flooding occurred from the Sacaton wash overflowing into retention basins causing infiltration of storm water into the sewer system. The retention became contaminated and caused overflow to the Global Water lift station serving the immediate area, shutting the system down.
On Wednesday, August 22, City emergency responders initiated a partial activation of the Emergency Operation Center (EOC) in order to address health hazards, property damage and road closures, notify residents, secure flooding access, and mitigate additional storm water damage. The Public Information Officer created press releases which were distributed via Police door-to-door visits, notification of schools, and Global Water sent a letter to households alerting them to possible "Ecoli" contamination in retention basins. ADEQ was notified to remediate and disinfect the area, and Pinal County Emergency manger was notified of the potential health hazard.
A recommendation was made by the EOC to the Mayor & City Manager to declare a State of Emergency. Notifications were also made to surrounding neighbors, Gila River Emergency Operations and Volkswagen Proving Grounds regarding the health hazard and flooding. Alleviation was made to breech the wash to allow retention flow into the Sacaton wash. Assistance was provided via University of Arizona Agricultural Farm to complete this task. Public Works set-up road closures and a sand bag drop-off point at Fire Station 572. Of particular note was resident appreciation of the assistance of the Maricopa Boy Scout troops #6977 headed by Mr. Scott Moore in filling sand bags & delivering them to homes.
On Thursday August 23, flooding was reduced in retention areas and the weather forecast was monitored. The damaged block wall at the northeast corner of Madrid eroded and fell, and Tortosa HOA landscapers use larva to prevent additional mosquito breeding. No complaints of water damage to any residences was reported. The Development Services Department continued to clear the Sacaton Wash of debris, with work ongoing, materials were delivered to back-fill eroded portions of the wash, and Murphy Road repairs were begun to City boundaries.
Future activities as a result of this event will include monitoring of the Global Water biological hazards and lift station, resealing of the breach at Sacaton Wash and other eroded areas, developing pump retention ponds to the Sacaton Wash, monitoring the Santa Rosa and Santa Cruz Washes, and continuing to monitor the weather forecasts and mosquito population. The EOC was deactivated on Thursday, August 23.
Per section 3-218 of the City Purchasing Code, when the Mayor has authorized purchases outside of normal purchasing code compliance due to emergency situations, "A full report of the circumstances of such emergency and the goods obtained shall be made to the Council at its next regular meeting." Although final costs have not been determined, it is estimated that the total costs incurred as a result of the event will not exceed $50,000. The amount of the contingency transfer will not exceed the actual costs once finalized.
STAFF RECOMMENDATION
Staff recommends Council hear the report, review the expenses as currently known, and approve the required contingency funds transfer.