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Consent
Item No. 6.
| MEETING DATE: 02/18/2025 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Kelly Fujio, Director of Community Services |
| SUBJECT: | APPROVE AN AGREEMENT WITH MDJ MANAGEMENT, LLC. FOR EMERGENCY CLASSROOM REPAIRS AT THE CITY OF LA HABRA CHILD DEVELOPMENT MAIN OFFICE BUILDING
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RECOMMENDATION:
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 the Classroom Ceiling and Floor repairs at the City of La Habra Child Development Main Office with MDJ Management, LLC., and authorize staff to issue a purchase order to MDJ Management, LLC, in the amount of $52,500; and,
C. Approve an appropriation of $52,500 from the California State Preschool Program (CSPP) Contract Grant Fund to fully fund the costs of this project.
DISCUSSION:
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. 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 14 years, this site has supported and housed various state-funded childcare programs and onsite classrooms.
Two consecutive years of heavy rain caused significant damage to the building's roof, resulting in extensive water leaks, partial ceiling collapses, and wood deterioration. This also damaged the classroom's ceiling and floors. Under emergency guidance from the Orange County Community Care Licensing division, all children and teachers have been temporarily relocated to other classroom facilities within the City while repairs are made to ensure a safe and healthy environment at the Main Office location. Important improvements have been made in the past year to the building to repair the damage. The facility completed a comprehensive roof replacement project, along with repairing some associated interior damage; however, additional interior repairs and renovations are necessary to ensure the space is in good condition and safe for children, parents, and staff.
Due to limited off-site space availability, the current temporary relocation of staff and students is unsustainable beyond the current school year. Furthermore, the division's funding is dependent on maintaining a certain number of children enrolled in its programs, and grant reimbursement is based on actual attendance. If the Main Office location remains closed, the program will not have enough classroom space to provide sufficient full-day child care and educational services, leading to a potential loss of contract grant reimbursement and funding.
In accordance with La Habra Municipal Code Section 4.20.070 (A), the staff recommends utilizing an expedited bidding process so that repairs can be completed quickly and classes reopened by or before June 30, 2025. The City of La Habra Facility Maintenance Division has received an emergency bid proposal for facility repairs totaling $52,500 and recommends awarding the contract to MDJ Management, who recently completed another building improvement project for the City. If approved, MDJ Management will be responsible for removing and replacing the classroom flooring, installing a new T-bar ceiling, painting the walls, replacing and installing new wiring and LED fixtures, among other repairs and improvements.
Two consecutive years of heavy rain caused significant damage to the building's roof, resulting in extensive water leaks, partial ceiling collapses, and wood deterioration. This also damaged the classroom's ceiling and floors. Under emergency guidance from the Orange County Community Care Licensing division, all children and teachers have been temporarily relocated to other classroom facilities within the City while repairs are made to ensure a safe and healthy environment at the Main Office location. Important improvements have been made in the past year to the building to repair the damage. The facility completed a comprehensive roof replacement project, along with repairing some associated interior damage; however, additional interior repairs and renovations are necessary to ensure the space is in good condition and safe for children, parents, and staff.
Due to limited off-site space availability, the current temporary relocation of staff and students is unsustainable beyond the current school year. Furthermore, the division's funding is dependent on maintaining a certain number of children enrolled in its programs, and grant reimbursement is based on actual attendance. If the Main Office location remains closed, the program will not have enough classroom space to provide sufficient full-day child care and educational services, leading to a potential loss of contract grant reimbursement and funding.
In accordance with La Habra Municipal Code Section 4.20.070 (A), the staff recommends utilizing an expedited bidding process so that repairs can be completed quickly and classes reopened by or before June 30, 2025. The City of La Habra Facility Maintenance Division has received an emergency bid proposal for facility repairs totaling $52,500 and recommends awarding the contract to MDJ Management, who recently completed another building improvement project for the City. If approved, MDJ Management will be responsible for removing and replacing the classroom flooring, installing a new T-bar ceiling, painting the walls, replacing and installing new wiring and LED fixtures, among other repairs and improvements.
FISCAL IMPACT/SOURCE OF FUNDING:
All funding for the Child Development Division comes from State and Federal grants. The total cost of the emergency project at the Child Development Center Main Office is $52,500, which is fully funded by the California Department of Education (CDE). All expenses related to this project will be reimbursed through the California State Preschool Program (CSPP) contract, and these programs do not receive any support from the General Fund. Funding approval for this project has already been granted through the CSPP contract, pending City Council approval to proceed. It is important to note that all repairs and project costs must be fully completed and paid by June 30, 2025, in order to utilize these state funds.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
This contract is consistent with the following areas of the General Plan:
Goal CI 5.1 Programs for Youth
Goal CI 5.2 Programs for Families
It is also consistent with the following City Council FY 24/25 Goals & Objectives:
Goal 3 - Maintenance and Improvement of City Infrastructure Objective B - Maintain and upgrade City buildings, facilities, and parks.