That the City Council:
A.  Approve the waiver of the competitive bidding process per La Habra Municipal Code Section 4.20.070 (A) in case of an emergency as determined by the City Manager;

B.  Authorize the City Manager to execute an agreement for Phase I of the City of La Habra Child Development Main Office Roof Improvements with MDJ Management, LLC., and authorize staff to issue a purchase order to MDJ Management, LLC, in the amount of $145,000 which includes a 20 percent contingency;

C. Authorize the City Manager to execute an agreement for Phase 2 of the City of La Habra Child Development Main Office Roof Improvements with FC & Sons Roofing Inc., and authorize staff to issue a purchase order to FC & Sons Roofing Inc., in the amount of $254,326, which includes a 20 percent contingency, and an additional $70,000 for as needed funding for decking that may require replacement once the project begins;

D. Authorize staff to retain a construction manager and inspector from the City of La Habra Engineering Division's On Call Consultant Agreement to oversee the construction of both phases of the project, and to fund the City of La Habra Building and Safety Permit fees in an amount not to exceed $80,000; and,

E. Approve an appropriation of $339,362.81 from the California State Preschool Contract Grant Fund and $235,828.39 from the General Child Care Contract Grant Fund to fully fund the costs of this project.

Due to heavy rainfall experienced in La Habra this year, there has been substantial damage to the roof at the La Habra Child Development Main Office building and immediate emergency repairs are needed. The La Habra Child Development Main Office is located at 215 North Euclid Street and was opened in December 2010. The facility occupies a building that previously was the site of the Coleman Mortuary business. Despite undergoing significant renovations at the time, the original building is over 40 years old.

In order to accommodate the use of this older structure as classrooms to serve children, the City converted the building into two classrooms and several separate areas to accommodate up to 18 offices and work spaces for staff in the La Habra Child Development Division. Over the past 13 years, this site has serviced various state-funded child care programs and onsite classrooms, but no additional building improvements of any significance have been made to the structure. Considering its constant use and underlying age, the building has experience both normal wear and significant structural issues.
 
The past two consecutive years of heavy rain have now seriously compromised the roof of this building, causing extensive water leaks, partial ceiling collapses and wood damage. The existing flat roof system is beyond repair and in need of full replacement. Staff and contractors have made numerous repairs over the years to patch the problem areas on the roof and have also installed temporary drainage so water does not sit on the roof, but these temporary repairs are no longer effective. The facility is in need of a comprehensive roof replacement and interior damage remediation and repairs to ensure the space is in good condition and safe for children, parents and staff.

Under emergency guidance from the Orange County Community Care Licensing division, all children and teachers have been relocated to other classroom facilities in the City pending repairs and to ensure a safe and healthy classroom environment can be provided at the Main Office location. The relocation of students and teachers is a temporary solution that the Child Development Division can not sustain past the current school year. The division's funding is contingent on a certain number of children enrolled in programs, and program reimbursement is provided based on the actual number of children in attendance. The continued closure of the Main Office location will not allow the City sufficient classroom space to provide full-day child care and educational services, and the program will not be able to earn its full contract reimbursement. 

Due to the emergency nature of this repair, and in compliance with La Habra Municipal Code Section 4.20.070 (A), the City has been able to expedite the bidding process and the City of La Habra Engineering Division has obtained emergency proposals for reparis. Based on the pricing that was received, staff recommends awarding contracts to MDJ Management, LLC (MDJ) and FC & Sons Roofing Inc. as the general contractors.

In order to accelerate repairs and re-roofing the building, staff recommends utilizing two contractors to construct separate phases of this project. MDJ Management, LLC (MDJ) will manage Phase I which will, among other things, include installing structural supports, repairing water damage, and parapet improvements. FC & Sons Roofing Inc. will complete Phase 2 which will include, among other things, roof demolition, any needed decking repairs or replacement, and re-roofing the flat portion of the structure. The repairs also consist of the replacement of any installations required to meet the building code.

 

All Child Development Division funding is provided through State and Federal grants. The cost of this emergency project, totaling $575,191.20 at Child Development Center Main Office are fully funded by the California Department of Social Services (CDSS) and California Department of Education (CDE). All program costs for this project are reimbursed through the contracts and these programs do not receive General Fund support.
 
This project has already received funding approval from the CDSS and CSSP contracts, subject to City Council approval to proceed; however, these state agencies require that all repairs and project costs be fully completed and paid no later than June 30, 2024 in order to utilize these state funds.