50-M0087-24-EM141_Emergency Calle Mejia ED Packet Signed.pdf.PDF

CoSF Version 2 04.25.2023

City of Santa Fe Emergency Determination Form

The emergency procurement method may only be used as described in NMSA 1978, § 13-1-127 and in the City’s Procurement Manual XII.

The Department that makes an emergency procurement to plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event shall account for the money spent in making the procurement and report on that accounting to the City’s Finance Department Director within ninety days after the end of the contract or fiscal year in which the procurement was made, whichever comes first.

I. Department: Public Utilities, City of Santa Fe

Department Director: John Dupuis

Department Contact: P. Fred Heerbrandt, P.E.

Department Telephone Number: 505-955-4623

City of SF Chief Procurement Officer: Travis Dutton-Leyda, CPO

Telephone Number: (505) 629-8351

II. Name of Contractor: SKE Contractors, LLC.

Address of Contractor: 44 Coyote Mountain Road, Santa Fe, NM 87505

Amount of prospective contract: $3,027,178

Term of prospective contract: 12 Months, Proposed Contract Attached

Location of Services: Within Call Mejia and adjacent, and adjacent to St Francis Road to its intersection with Paseo de Peralta

III. Please thoroughly list the services (scope of work), construction or items of tangible personal property of the contract:

Provide pipe bursting/crushing of a sanitary sewer line named as the Calle Mejia Project (Sewer line restoration from Calle Mejia to the intersection of Paso De Peralta), (The “Project”). The Project consists of replacing approximately19,500 feet of ten-inch clay sewer line with a 12-inch High Density Polyethylene (HDPE) pipe, including, Closed Circuit Television Video (CTTV) inspection, washing of the existing sanitary sewer line, and insert a new 12-inch HDPE pipe utilizing pipe bursting method following insertion procedure specification ASTM F 585.

IV. Provide an explanation for the justification of the procurement including a description of the emergency condition(s) requiring use of emergency procurement and the practicable competition utilized in compliance with NMSA 1978, § 13-1-127.

Within FY23, Wastewater attempted a closed-circuit television review of the Sanitary Sewer line located on Calle Mejia. While attempting to televise the existing sewer, the line collapsed on the rover. A point repair was completed within the section of the collapsed line, but when trying to repair the pipe, it continued to collapse, due to the poor condition of the clay pipe, and an expanded section was replaced. This section of Sanitary Sewer line is old and could collapse at any time blocking the sewage flow which represents a public health risk to users within the area, including sewage backing up into their houses and businesses and spilling into the road.

On 7/10/2024 I was informed of the concern, and I immediately contacted the Chief Procurement Officer and informed him of the situation and mentioned emergency procurement, I also investigated the Texas Buy Board, a Cooperative Purchasing agreement which we believed we could utilize. After additional investigation the Buy Board could not be used because New Mexico was not included within the bid Process. It is imperative that we move forward with the repairs as this Sewer Line could fail at any time creating blockage and back-ups. This would be costly for the city, with possible repairs to residents and business locations.

Public Utilities is also working to formulate a contract based on the requirements of this project, and possible liability which may arise.

V. Please describe what measures are being taken to minimize the duration and effect of this emergency procurement (for example: is the emergency only in place until a competitive process can be completed, etc.).

The Wastewater Management Division is addressing this situation with an Emergency Determination since based on past experience, this sewer main is at risk of imminent failure due to observed structural issues with the clay pipe. Only this previously identified length of sewer main is being addressed under this Determination.

VI. Describe what measures the Department will take in the future to prevent/mitigate use of emergency procurement under similar circumstances.

Sanitary Sewer rehabilitation projects are conducted periodically to address older sewer lines within the city using other procurement methods, but the timeline to acquire these services for Calle Mejia presented unacceptable risks

Date

Date

Date

Date

Certified by:

City Chief Procurement Officer, Travis Dutton-Leyda

City Approval by:

Department Director, John Dupuis

City Attorney, Erin McSherry

City Manager, John Blair

Finance Director, Emily Oster Date

Note: All emergencies must be posted to the SPD website:

https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx and the City of Santa Fe’s website:

https://santafenm.gov/finance-2/purchasing-1/solicitations

Sep 27, 2024

John Dupuis (Sep 27, 2024 17:12 MDT) Sep 27, 2024

Sep 27, 2024

Oct 1, 2024

John Blair (Oct 1, 2024 14:19 MDT) John Blair Oct 1, 2024 https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx https://santafenm.gov/finance-2/purchasing-1/solicitations https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA4FLzxfgXREVt33wG49eVIwuxWqbDpz-4 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA4FLzxfgXREVt33wG49eVIwuxWqbDpz-4 https://adobefreeuserschannel.na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA4FLzxfgXREVt33wG49eVIwuxWqbDpz-4 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAA4FLzxfgXREVt33wG49eVIwuxWqbDpz-4 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAVIjflIuZYbCgs2FczOyIhlCRnoqQJlNn

DATE

JUSTIFICATION: (use additional page if needed) --Attach supporting documentation/memo

Fund Balance Fund(s) Affected Increase/(Decrease)

TOTAL:

Lawrence Garcia 9/25/2024 Prepared By {print name} Date Budget Officer Date

City Council

Division Director Signature {optional} Date Approval Date Finance Director { ≤ $5,000} Date

Agenda Item #:

Department Director Signature Date City Manager { ≤ $60,000} Date

3,278,813$

Log # {Finance use only } :

Journal # {Finance use only } :

REVENUES

CITY COUNCIL APPROVAL

City Council agenda items ONLY}

3,278,813$ -$

{enter as negative #} {enter as positive #}

{enter as negative #}

3,278,813

DEPARTMENT / DIVISION NAME

INCREASE

{enter as positive #}

{Use this form for Finance Committee/

City of Santa Fe, New Mexico

BUDGET AMENDMENT RESOLUTION (BAR)

OBJECT PROJECT

9/17/2024Public Utilities/Wastewater

{Complete section below if BAR results in a net change to ANY Fund}

See attached memo for additonal information.

Budget Increase from Fund 500 Cash Balances: Waste Water Enterprise Fund

DECREASEORG

5000375

EXPENDITURES

572970

ITEM DESCRIPTION

WIP Construction

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN

ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE

INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #

NAME:

CONTACT

(A/C, No):

FAX

E-MAIL

ADDRESS:

PRODUCER

(A/C, No, Ext):

PHONE

INSURED

REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:

(Per accident)

(Ea accident)

N / A

SUBR

WVD

ADDL

INSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

$PROPERTY DAMAGE

BODILY INJURY (Per accident)

BODILY INJURY (Per person)

COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOSAUTOS ONLY

NON-OWNED

SCHEDULEDOWNED

ANY AUTO

AUTOMOBILE LIABILITY

Y / N

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY

OFFICER/MEMBER EXCLUDED?

(Mandatory in NH)

DESCRIPTION OF OPERATIONS below If yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE

E.L. DISEASE - POLICY LIMIT

E.L. DISEASE - EA EMPLOYEE

E.L. EACH ACCIDENT

ER

OTH-

STATUTE

PER

LIMITS(MM/DD/YYYY)

POLICY EXP

(MM/DD/YYYY)

POLICY EFF

POLICY NUMBERTYPE OF INSURANCELTR

INSR

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB

UMBRELLA LIAB $EACH OCCURRENCE

$AGGREGATE

OCCUR

CLAIMS-MADE

DED RETENTION $

$PRODUCTS - COMP/OP AGG

$GENERAL AGGREGATE

$PERSONAL & ADV INJURY

$MED EXP (Any one person)

$EACH OCCURRENCE

DAMAGE TO RENTED

$PREMISES (Ea occurrence)

COMMERCIAL GENERAL LIABILITY

CLAIMS-MADE OCCUR

GEN'L AGGREGATE LIMIT APPLIES PER:

POLICY

PRO-

JECT LOC

CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE

ACORD 25 (2016/03)

© 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER

The ACORD name and logo are registered marks of ACORD

HIRED

AUTOS ONLY

7/23/2024

Higginbotham Insurance Agency, Inc.

1400 FM 528, Suite F Webster TX 77598

Sarah Sowinski 281-990-6051 281-990-6052 ssowinski@Higginbotham.com

State Automobile Mutual Insurance Company 25135

SKECO

SKE Contractors, LLC P.O. Box 1111 Cypress TX 77410

535747730

A X 1,000,000 X 100,000

5,000

1,000,000

2,000,000 X

10072588CP 5/1/2024 5/1/2025

2,000,000

A 1,000,000

X

X X

10072635CA 5/1/2024 5/1/2025

A Inland Marine 10072588CP 5/1/2024 5/1/2025 Scheduled Equip.

Rented/Leased Equip.

Deductible

On File $250,000 $1,000

The General Liability and Automobile Liability policies include a blanket automatic additional insured endorsement that provides additional insured status and General Liability and Automobile Liability policies include a blanket waiver of subrogation endorsement to the certificate holder only when there is a written contract between the named insured and the certificate holder that requires such status.

The General Liability and Automobile Liability policies have a blanket Primary & Non Contributory endorsement that affords that coverage to certificate holders only where there is a written contract between the Named Insured and the certificate holder that requires such status.

City of Santa Fe 200 Lincoln Avenue Santa Fe NM 87501

Calle Mejia ED Packet Final Audit Report 2024-10-01

Created: 2024-09-27

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAA4FLzxfgXREVt33wG49eVIwuxWqbDpz-4

"Calle Mejia ED Packet" History Document created by Kristy Miera (kamiera@santafenm.gov) 2024-09-27 - 5:40:46 PM GMT- IP address: 63.232.20.2

Document emailed to Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) for signature

2024-09-27 - 5:57:47 PM GMT

Email viewed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) 2024-09-27 - 8:52:11 PM GMT- IP address: 63.232.20.2

Document e-signed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) Signature Date: 2024-09-27 - 9:02:59 PM GMT - Time Source: server- IP address: 63.232.20.2

Document emailed to John Dupuis (jedupuis@santafenm.gov) for signature

2024-09-27 - 9:03:01 PM GMT

Email viewed by John Dupuis (jedupuis@santafenm.gov) 2024-09-27 - 11:12:41 PM GMT- IP address: 104.47.64.254

Document e-signed by John Dupuis (jedupuis@santafenm.gov) Signature Date: 2024-09-27 - 11:12:52 PM GMT - Time Source: server- IP address: 63.232.20.2

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Document emailed to EMILY OSTER (ekoster@santafenm.gov) for signature

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Document e-signed by EMILY OSTER (ekoster@santafenm.gov) Signature Date: 2024-10-01 - 7:06:28 PM GMT - Time Source: server- IP address: 63.232.20.2

Agreement completed.

2024-10-01 - 7:06:28 PM GMT

Emergency Calle Mejia ED Packet Final Audit Report 2024-10-01

Created: 2024-10-01

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAAVIjflIuZYbCgs2FczOyIhlCRnoqQJlNn

"Emergency Calle Mejia ED Packet" History Document created by Kristy Miera (kamiera@santafenm.gov) 2024-10-01 - 7:54:37 PM GMT- IP address: 63.232.20.2

Document emailed to JOHN BLAIR (jwblair@santafenm.gov) for signature

2024-10-01 - 8:00:06 PM GMT

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Signer JOHN BLAIR (jwblair@santafenm.gov) entered name at signing as John Blair 2024-10-01 - 8:19:26 PM GMT- IP address: 8.53.128.99

Document e-signed by John Blair (jwblair@santafenm.gov) Signature Date: 2024-10-01 - 8:19:28 PM GMT - Time Source: server- IP address: 8.53.128.99

Agreement completed.

2024-10-01 - 8:19:28 PM GMT