CA Review GH
Meeting Date: June 11, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Tom Frank, Transportation Director/City Engineer [email protected], 442-339-2766
Subject: Continuation of Proclamation of a Storm-Related Local Emergency for Repair of the Slope Between El Camino Real and Trieste Drive District: 1
Rec
ommended Action
Adopt a resolution continuing the proclamation of a storm-related local emergency for repair of the slope between El Camino Real and Trieste Drive.
Executive Summary
The atmospheric river in early February 2024 and the winter storm in January 2024 resulted in unexpected slope movement in an area between El Camino Real and Trieste Drive, with the potential to affect nearby property, infrastructure and the environment. Emergency repair of the slope area behind four homes on Trieste Drive is necessary to ameliorate the risk. Exhibit 3 shows the area requiring emergency slope repair.
• The City Manager, in his role as Director of Emergency Services, proclaimed a local emergency on Feb. 14, 2024, as shown in Exhibit 2, to expedite the slope repair. • On Feb. 15, 2024, the City Council ratified the emergency proclamation so that the repair can continue to be exempted from the city’s normal bidding procedures and the necessary repairs can be completed as swiftly as possible. • The City Council continued the emergency proclamation on Feb. 27, 2024. • The City Council continued the emergency proclamation again on March 12, 2024, approving the plans for the repair work and authorizing additional appropriations in the amount of $955,000.
• The City Council continued the emergency proclamation on March 19, 2024, March 26, 2024, April 9, 2024, April 16, 2024, April 23, 2024, May 7, 2024, May 14, 2024, and May 21, 2024.
Staff are now requesting that the City Council continue the emergency proclamation again to complete the work.
Construction projects that cost less than $200,000 can be awarded by the City Manager using informal bidding procedures under Carlsbad Municipal Code Section 3.28.080 -Construction June 11, 2024
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Projects, subsections (B) and (H), which implement California Public Contract Code Section 22032.
This project will cost approximately $3 million. California Public Contract Code Sections 22035 and 22050 and Carlsbad Municipal Code Sections 3.28.110(A) and 3.28.120 provide for an exemption from formal bidding procedures for emergency construction procurements. The emergency proclamation allows the city to use the emergency exemption.
Public Contract Code Section 22050(C)(1) requires the City Council to review the emergency action at every subsequent City Council meeting to determine, by a four-fifths vote, whether there is a need to continue the emergency action.
Staff recommend that the City Council continue the proclamation of the storm-related local emergency again to allow for the swift repair of the slope by approving the resolution provided as Exhibit 1.
Explanation & Analysis
The slope area between El Camino Real and Trieste Drive, generally behind the backyards of four residential properties that front onto Trieste Drive (4215-4245 Trieste Drive), has experienced soil movement. The city has a Capital Improvement Program project (Project No. 6107) to repair the slope. The project was in the 50% design and environmental review stage.
However, the severe storm events in January and February created additional fissures in the soil that need to be repaired quickly.
The City Engineer recommended expedited, or emergency, stabilization of the slope while the larger slope repair project proceeds through the design and environmental review and permitting process. The emergency proclamation allows the city to procure a contractor to perform the necessary emergency work to prevent or mitigate loss of, or damage to, property, essential public services and the environment.
Staff and Urban Corps, a city contractor, completed emergency protective measures at a cost of $5,774, which included removing debris and placing tarps and stakes in the right-of-way.
Upon proclamation of the emergency, Engineering Systems Inc., the city’s geotechnical engineering consultant, met with contractors to check on their availability and capabilities to perform the emergency work. Condon-Johnson & Associates, Inc., or Condon-Johnson, initially provided a cost estimate of approximately $871,000 for the emergency work.
The emergency work was initially intended to address the unexpected slope movement that occurred as a result of the recent atmospheric rivers and storms, not to perform the original scope of work of the Capital Improvement Program project. However, due to recent further slope movement, the city’s geotechnical engineering consultant recommended performing the additional final repairs at the same time as the emergency work.
The contractor Condon-Johnson’s estimate increased to $2,443,180 for the total cost, which includes the initial estimate of $870,990 for installation of 26 emergency shore stability pins in Phase 1, which stabilize the slope, and $1,572,190 for installation of an additional row of 28 shore stability pins and other more permanent repairs such as grading and re-compaction of the slope within the repair area as well as increased steel, additional two pins for Phase 1 and stabilizing the slope by hydroseeding.
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• On March 6, 2024, staff issued a notice to proceed to the contractor to perform the emergency work. The emergency work started on March 12, 2024, and is expected to be completed by June 2024.
• On March 19, 2024, in keeping with CMC Section 15.16.060(B)(2) – Work exempt from grading permit, the City Engineer made the determination to exempt the work from the requirement that the project receive a grading permit.
• On March 19, 2024, the consultant indicated that the number of emergency shore stability pins will increase to 28 instead of the initial 26 that was proposed. This change will be reflected in the as-built drawings.
• On March 19, 2024, the contractor, Condon-Johnson, and the City Manager fully executed the contract in the amount of $870,990.
• On March 20, 2024, the contractor submitted a change order request in the amount of $1,572,190 for Phases 2-5. Staff have processed a change order in that amount.
Staff recommend that the City Council continue the emergency proclamation again to complete the emergency work at the slope near El Camino Real and Trieste Drive as swiftly as possible to prevent damage to nearby infrastructure and property.
Fiscal Analysis
Funding for the emergency work in the amount of $3,317,600 will come from the funding in the General Capital Construction Fund for Capital Improvement Program Project No. 6107. Total project cost for the emergency work is $2,972,852.
Trieste Drive Slope Repair Project
Capital Improvement Program Project No. 6107
Total appropriated funds to date $3,317,600
Total expenditures and encumbrances to date -$338,974
Total available funding $2,978,626
Emergency work (slope repair) – Condon-Johnson & Associates, Inc. -$2,443,180 Design and administrative costs – Engineering Systems Inc. -$190,250 Construction management – Infrastructure Engineering Corporation -$78,320 Special inspection – Leighton Consulting, Inc. -$52,050 Environmental monitoring (estimated) – LSA -$50,000
Construction contingency balance -$159,052
Total estimated emergency Capital Improvement Program project costs -$2,972,852 Emergency protective measures – Urban Corps -$905
Staff labor and materials costs -$4,869
Total estimated emergency protective measures costs -$5,774 Additional appropriation needed $0
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This emergency work may qualify for outside funding. The City Manager sent a letter to the California Governor’s Office of Emergency Services on Feb. 22, 2024, requesting any and all state and federal resources including, but not limited to, state assistance through the California Disaster Assistance Act. The state replied and subsequently requested supplemental information on the city’s budget and how recent storms impacted it. On Feb. 26, 2024, staff provided the requested supplemental information and the initial damage estimate of $1,293,774, which has now increased to approximately $3 million.
On April 4, 2024, staff met with Office of Emergency Services, staff to discuss this emergency project and have provided additional supplemental information. Staff provided Office of Emergency Services staff additional information as requested on April 11, 2024. Staff also met with Office of Emergency Services’ staff on April 25, 2024.
Next Steps
The contractor has completed the first two phases of the emergency work and is proceeding with the remainder of the work with an estimated completion date of July 2, 2024. Staff will return to the City Council again on June 18, 2024, to review the emergency action and ask the City Council to determine by a four-fifths vote whether there is a need to continue it.
Environmental Evaluation
The project was determined to be exempt from the California Environmental Quality Act under Sections 15301(d) and 15301(f) of the CEQA Guidelines, which apply to projects for the restoration or rehabilitation of deteriorated or damaged structures, and the addition of safety or health protection devices. None of the exceptions to the exemption applied to the project and a notice of exemption was filed on Jan. 25, 2023.
Exhibits
1. City Council resolution
2. Proclamation of a storm-related local emergency, dated Feb. 14, 2024
3. Location map
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RESOLUTION NO. 2024-124
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, CONTINUING THE PROCLAMATION OF A STORM-RELATED
LOCAL EMERGENCY FOR REPAIR OF THE SLOPE BETWEEN EL CAMINO REAL
AND TRIESTE DRIVE
WHEREAS, on Feb. 4, 2024, the Governor of the State of California found that conditions of extreme peril exist in San Diego County and other counties due to the early February 2024 storms caused by the atmospheric river and proclaimed a state of emergency to make additional resources available to local governments, formalize emergency actions, and help the state prepare for the impact of the storms; and
WHEREAS, the City Council empowers the City Manager, as Director of Emergency Services, to proclaim the existence of a local emergency when the city is affected by a public calamity and the City Council is not in session; and
WHEREAS, conditions or threatened conditions of extreme peril to the safety of persons and property have arisen within the City of Carlsbad caused by an unexpected slope movement with potential to affect nearby property, infrastructure and the environment; and WHEREAS, on Feb. 14, 2024, the City Manager/Director of Emergency Services proclaimed a storm-related local emergency for repair of the slope between El Camino Real and Trieste Drive, generally behind the backyards of four residential properti es that front onto Trieste Drive (4215 - 4245 Trieste Drive); and
WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.llO(A) implements Public Contract Code Section 22035 and provide s an exempt ion from formal bidding procedures for emergency construction procurements, and to use the emergency exemption, CMC Section 3.28.120 and Public Contract Code Section 22050 require a proclamation of a local public emergency by a four-fifths vote of the City Council, or by the City Manager subject to ratification by a four-fifths vote of the City Council at the next City Council meeting; and
WHEREAS, on Feb. 15, 2024, the City Council ratified the proclamation of a local emergency as the emergency proclamation and emergency exemption are appropriate in thi s instance because the emergency work appears to be caused by unexpected slope movement, which could pose a threat to the public, property, infrastructure and the environment; and WHEREAS, on Feb. 27, 2024, the City Council continued the emergency proclamation; and Exhibit 1
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WHEREAS, on March 12, 2024, the City Council continued the emergency proclamation again, approved the plans and authorized additional appropriations in the amount of $955,000; and WHEREAS, on March 19, 2024, March 26, 2024, April 9, 2024, April 16, 2024, April 23, 2024, May 7, 2024, May 14, 2024, and May 21, 2024, the City Council continued the emergency proclamation again; and
WHEREAS, on March 19, 2024, the City Engineer made the determination to exempt the work from the requirements of a grading permit , consistent with CMC Section 15.16.060(8)(2); and WHEREAS, a contractor commenced the emergency work on March 12, 2024, and is expected to complete the work by July 2, 2024; and
WHEREAS, staff request that the City Council continue the emergency proclamation again to enable completion of the work ; and
WHEREAS, Public Contract Code Section 22050(c)(l) require s the City Council to review the emergency action at every subsequent City Council meeting to determine , by a four-fifth s vote, whether thi s is a need to continue the emergency action; and WHEREAS, the project was determined to be exempt from the California Environmental Quality Act, or CEQA, under Section 15301(d) and (f) of the CEQA Guideline s, which applies to project s for restoration or rehabilitation of deteriorated or damaged structure s, and the addition of safety or health protection devices; and
WHEREAS, none of the exceptions to the CEQA exemption applied to the project and a Notice of Exemption was filed on Jan. 25, 2023.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California , as follows:
1. That the above recitations are true and correct.
2. That the Proclamation of a Storm-related Local Emergency for repair of the slope near El Camino Real and Trieste Drive is continued .
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 11th day of June, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER,.
NONE.
NONE.
LUNA.
KEITH BLACKBURN, Mayor
~tf:ta ~ ;
/.d1_ SHERRY FREISINGER, City Clerk
v{SEAL)
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