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The Mayor and City Council shall hear a presentation, discuss and possibly take action on approving costs related to emergency purchases of supplies and services as empowered by declaration of a state of emergency by the Mayor on August 15, 2018, in an amount not to exceed $185,000 from General Fund, Park Maintenance, Repair and Maintenance (10033132-54430) and $65,000 from General Fund, Park Maintenance, Rental of Equip and Vehicles (10033132-54442). Discussion and Action.
AGENDA ITEM DESCRIPTION
On the evening of August 2, the City experienced a violent thunder storm with micro bursts, heavy rains, and high winds measuring over 60 miles per hour in multiple directions. Crews from Public Works and Parks Maintenance immediately responded to assess the damage and address any immediate hazards.
The morning of August 3, crews from Parks began removing downed trees and other park structures damaged in the storm. The total count of mature trees lost and removed was over 90. Other damages identified included the tennis court fencing which was bowed in over 3 feet, a shade screen at the Aquatics Center, and the north playground shade screen was severely damaged. The Library also received roof damage.
During the course of the following week with added rain and high winds the parks lost an additional 90+ trees and the playground shade screen at Pacana Park. This resulted in a total loss of 183 mature trees in the parks. All down trees from all parks were moved to the north commercial lot at Copper Sky, which because of the magnitude of the waste became a public health, welfare, and safety issue with fear of fire, pest, and exposure to incidents of trespassing. Therefore, a recommendation was made to the Mayor and City Manager to declare a State of Emergency.
It was determined by the volume and size of waste materials that the City did not have the equipment necessary to process and remove all of the debris in an efficient and safe manner. It was further identified that a large grinder and excavator was needed to process large size trees. Due to the limited availability of that type of equipment locally, Bejac was contracted for the rental of the Crambo 6000 and 240XL Excavator with Claw Bucket.
A rental contract was expedited and approved through internal processes and equipment delivered to the commercial lot at Copper Sky on Monday, August 20. Parks and Public Works crews were trained on equipment use and began processing waste immediately. It is estimated that the waste removal process will be completed by the end of the month.
It is estimated that the cost for tree replacement is $600 per tree.
After submitting Incident Reports, claims were filled with Southwest Risk. Adjustors have accessed damages and the claims are in process. It is anticipated that insurance coverage will pay for the overall costs, less the deductible.
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 $250,000 and will be reimbursed as a covered insurance claim.
STAFF RECOMMENDATION
Staff recommends Council hear the report, review the expenses as currently known, and authorize payment for the necessary expenditures prior to insurance reimbursement.