Title
Adopt a Resolution to Find Emergency Conditions Continue to Exist that Do Not Permit a Delay Resulting from a Competitive Solicitation for Bids and to Authorize the City Manager to Negotiate and Award an Emergency Construction Contract, to a yet to be Determined Responsible Contractor, for the Lake Chabot Road Upslope Repair Project, Project 2023.4020
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
RECOMMENDATIONS
Staff recommends the following:
• Find that substantial evidence exists of an emergency that will not permit a delay resulting from a competitive solicitation for bids and that the action is necessary to respond to the emergency;
• Authorize the City Manager or her designee to negotiate and award an Emergency Construction Contract to a yet to be determined responsible contractor, for the Lake Chabot Road Upslope Repair Project
BACKGROUND
The 2022-2023 winter storms caused severe erosion at two locations along Lake Chabot Road. At location 1, 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. At location 2, a downslope slide eroded the hillside below the road creating a void up to the pavement edge. As a safety precaution, due to obstructing debris and the potential of additional falling rock onto the roadway at location 1 and loss of structural support to the above roadway at location 2, Lake Chabot Road was closed to vehicular traffic.
At location 1, further hillside erosion has a strong potential to damage the two residential Astor Court structures. Repairs need to be conducted in dry weather and before the next wet season. Completion of the repair design occurred in July, 2023. Permanent repairs should be completed by November 2023, before the start of the next wet season.
At location 2, the slide area must be repaired before the full roadway width can be reopened to vehicular traffic. Repairs at this location will not be implemented until after the next wet season; however, design efforts for this location will commence later in 2023.
Current Agency Policies
• Maintain and enhance San Leandro's infrastructure.
Previous Actions
• On July 17, 2023, the City Council declared a Public Contract Code Section 22050 emergency for the Lake Chabot Road upslope repair.
• 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 of 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.
Applicable General Plan Policies
• GOAL T-5 Streets & Highways
o Policy T5.3 Maintenance. Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently.
• GOAL EH-1 Reduce the potential for injury, property damage, and loss of life resulting from earthquakes, landslides, floods, and other natural disasters
o Policy EH-1.3 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.
Financial Impacts
Current project funding is shown below:
Capital Improvement Fund, Account 190-38-834 $ 1,000,000
Salary Savings, Account, 210-38-834 $ 450,000
Total $ 1,450,000
The estimated Upslope project cost is shown below:
Construction Contract $ 1,015,000
Construction Contingencies $ 92,000
Design Phase $ 98,000
Construction Administration $ 45,000
Sub Total $ 1,250,000
The estimated downslope design cost: $ 200,000
Total Cost $ 1,450,000
ATTACHMENT
Attachment A: Accelerated Award Resolution
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering Department