Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with GPA Consulting in the amount of $271,438 for Environmental Services in support of the Lake Chabot Road Erosion Repairs, Project No. 2023.4020; to Authorize the City Manager to Negotiate and Approve Individual Contract Amendments up to 5% (or $13,572) of the Original Contract Amount; and to Authorize the City Manager to Negotiate and Approve Contract Amendments up to a Cumulative Value of 10% (or $27,144) of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY & RECOMMENDATIONS
SUMMARY
This contract provides for Environmental Services in support of the Lake Chabot Road Erosion Repairs.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve and authorize the City Manager to execute a Consultant Services Agreement with GPA Consulting in the amount of $271,438
• Authorize the City Manager or her designee to negotiate and approve individual contract amendments up to 5% (or $13,572) of the original contract amount; and
• Authorize the City Manager or her designee to negotiate and approve cumulative contract amendments up to 10% (or $27,144) of the original contract amount
BACKGROUND
The December 31, 2022 storm caused severe erosion at two locations along Lake Chabot Road. At location A, a downslope slide eroded the hillside below the road creating a void up to and undermining the pavement edge. At location B, the upslope hillside of the road failed, depositing falling boulders and soil onto the roadway below. The eroded hillside is located immediately below two residential properties at 1700 and 1728 Astor Court. As a safety precaution, due to the loss of structural support to the roadway at location A, obstructing debris, and the potential of additional rocks falling onto the roadway at location B, Lake Chabot Road was completely closed to public access.
The City applied for and was approved to receive an Emergency Relief Grant in the amount of $2,365,453 through the Federal Highway Administration (FHWA). As the proposed repairs will be enhancements to their pre-storm original condition, as opposed to repair-in-kind, the improvements are subject to National Environmental Policy Act (NEPA) compliance. FHWA grants and procedures are administered locally by CalTrans, utilizing the guidelines set forth in CalTrans’ Local Assistance Procedure Manual (LAPM). Those procedures require professional services to be procured through a competitive Request for Proposals (RFP) procedure, include a Disadvantaged Business Enterprise (DBE) participation goal of 19%, and incorporate a sealed fee proposal.
Analysis
Following LAPM guidelines and requirements, staff requested proposals for environmental services compliant with NEPA in support of the erosion repairs. The RFP was advertised in the newspaper and posted to the City’s website. Additionally, several local firms were directly notified of the RFP by email. Only one proposal was received, from GPA Consultants. Their DBE participation will be 84%.
GPA Consulting was established in 2003. They are a certified woman-owned (WBE), disadvantaged (DBE), and small business enterprise (SBE) registered as a California Corporation. Their expertise is in managing the environmental process in compliance with CEQA, NEPA, local, state and federal regulations. The company has extensive experience and in-depth knowledge of CalTrans’ LAPM and Standard Environmental Reference (SER). Staff vetted the proposal and contacted their references to assure this was a reputable, experienced and qualified firm to conduct NEPA compliance.
GPA Consulting and the City are in agreement upon the major contract components but minor revisions to the scope of work may occur before the agreement is signed by all parties. The agreement represents staff’s current understanding of the work required. From time to time, changes to the scope of contracts are necessary to respond to new information and/or to include additional items of work necessary for a complete project. To resolve these issues in a timely fashion and avoid delaying work, staff requests authorization to issue individual contract amendments to the consultant up to 5% (or $13,572) each and cumulative contract amendments up to 10% (or $,27144) of the original contract amount.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
• Policy T5.3 Maintenance (Streets and highways). Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently
• GOAL EH-1 (Environmental Hazards). Reduce the potential for injury, property damage, and loss of life resulting from earthquakes, landslides, floods, and other natural disasters
• Policy EH-1.3 (Environmental Hazards). Off-Site Impacts of Hillside Development. Ensure that development within landslide-prone or geologically hazardous areas does not contribute to higher hazard levels on adjacent or nearby properties
Previous Actions
• On April 15, 2024, the City Council by Resolution No. 2024-033 authorized a grant agreement with FHWA and appropriated $2,094,125 funds to be reimbursed by the grant, and authorized matching funds in the amount of $271,318
• On April 3, 2023, the City Council by Resolution No. 2023-033 proclaimed a local emergency related to persistent storm events
Committee Review and Actions
• On July 5, 2023, Engineering and Transportation (E/T) Department staff presented an update on the stability of Lake Chabot Road and an emergency repair scheme for the storm damaged upslope embankment at the City Council Facilities and Transportation Committee meeting. The presentation included the need to repair the upslope erosion as an emergency before the next winter storms and the request for additional appropriation to fund the emergency repair and the design of a repair for the downslope erosion. The committee expressed support for both the emergency repair and design effort for the downslope erosion repair
• On February 7, 2023, Engineering and Transportation (E/T) Department staff presented a summary of storm damage to the hillsides above and below Lake Chabot Road at the City Council Facilities and Transportation Committee meeting. The presentation included repair schemes and possible options for short- and long-term measures to reopen the road to vehicular traffic, and/or to pedestrian & bicycle use only
Environmental Review
• The project, being federally funded, shall meet compliance with the National Environmental Policy Act (NEPA)
• A California Environmental Quality Act (CEQA) review will be completed
Fiscal Impacts
The project cost is estimated as follows:
Emergency Work (Completed) $ 82,652
Maintenance of Temporary Repairs $ 180,000
Temporary Repairs $ 80,000
Environmental Compliance $ 271,438
Environmental Compliance (contingency) $ 27,144
Design, Bid & Award $ 345,000
Construction Contract $1,658,241
Construction Management & Inspection $ 248,736
Construction Contingencies $ 166,000
Total $3,060,052
Budget Authority
The project is funded as follows:
Account No. Resolution/Appropriation Date Amount
190-38-834 FY 22-23 Grant Fund- ARPA $1,000,000
210-38-834 Res. 2023-107, July 17, 2023 $450,000
210-38-834 Res. 2024-033, April 15, 2024 $2,094,125
Total Appropriation: $3,544,125
ATTACHMENTS
• Attachment A: Resolution Environmental Services CSA - GPA Consulting
• Attachment B: CSA Scope of Work
• Attachment C: Compensation Schedule
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering & Transportation Department