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4 DATE: February 20, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Andrew Brozyna, Public Works Director
Laura Gali, Engineering Manager
Paul Nagengast, Project Advisor, Regional Government Services DEPARTMENT: Public Works
SUBJECT: LEVEE IMPROVEMENTS PROJECT (CIP 327-657) – GENERAL UPDATE
RECOMMENDATION
It is recommended that the City Council, by Minute Order, consider and accept this final progress update on the Levee Improvements Project (Project). No further action is required by the City Council.
EXECUTIVE SUMMARY
Staff will provide a verbal update of the latest Project activities at the City Council meeting. This report provides an update of Project progress and budget impacts with current expenditures detailed in an attached work sheet.
Highlights of Project progress and pictures, since the last City Council update on October 16, 2023, are included in the attached Construction Managers Report and listed below:
•The Project is very near final completion with a few outstanding items to be completed. Once all remaining punch list items have been completed, staff will recommend to the City Council final acceptance of the Project and the filing of the Notice of Completion with the County.
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4 •Contract Change Order No. Thirty-Seven (CCO 37) addresses the removal of the sheet pile cut off walls and earthen slope remediation at Baffin Street and Egress bridges. On October 30, 2023, the City Manager executed CCO #37 directing the contractor to perform this work on a time and materials basis for a not-to-exceed amount of $250,000. On November 6, 2023, the City Council provided authorization to the City Manager to execute an increase to CCO #37 up to another $50,000. The change work was successfully completed in December 2023.
Shimmick submitted daily receipts for the change work which have been reviewed by TPI, the Project Advisor, and staff. City Council will be advised of the final cost accounting of the change order once negotiations are finalized. •The Project has achieved a major flood protection milestone: As of July 19, 2023, all of the flood protection elements for the project have been completed. The engineer of record for the Project, Schaff & Wheeler Consulting Civil Engineers prepared the required submittals to FEMA to meet the accreditation necessary for updating flood insurance rate maps (FIRM). The City’s Flood Plain Administrator signed off on the submittals in early January 2024. It is anticipated, based on recent experience with City of San Mateo, that FEMA’s review process may take several months and several iterations.
•The ribbon cutting ceremony to acknowledge the project completion and recognize this historic milestone, is scheduled for February 21, 2024. •The project corrosion consultant performed testing of the sheet pile wall for atmospheric corrosion, following the observation of mill scale spalling from the sheet piles. Mill scale is an extra surface layer of material that is formed during the metal forming process of the sheet pile. It is a normal occurrence for the layer to corrode and flake off over time when exposed to the environment. Initial test results suggest that the base steel of the piles are reacting as should be expected.
Monitoring for corrosion is an ongoing maintenance need and was planned for following the construction of the levee wall.
•The contracted Project work includes landscape maintenance over the first year following plant installation. Since the plants were installed at various stages during construction, approximately 50% of the annual plant maintenance has already been completed. The contract requires an escrow account be set up to cover the costs of continuing the remaining maintenance work over the first year of establishment. Staff is working with the contractor to establish this account before final completion.
•With construction nearing completion, Shimmick has demobilized its construction trailer and cleaned up the various staging areas used during construction. There are a number of post construction activities that will need to be completed following construction over the next few years. These include completing the easement acquisitions at the various access points of HOA properties; irrigation and landscaping repair and adjustments at adjacent HOAs; obtaining FEMA 3 3
4 accreditation; post construction maintenance including 3 years of environmental monitoring; corrosion monitoring of the sheet pile wall (mentioned above); plant maintenance (mentioned above); and other miscellaneous closeout activities that may arise.
Current Schedule Timeline
Award of Contract: July 20, 2020
Notice to Proceed: September 28, 2020
Phase 1 Bay Trail Interim Milestone Date: March 27, 2023 Phase 2 Bay Trail Interim Milestone Date: May 31, 2023 (opened July 15, 2023; completed August 22, 2023)
Phase 3 Bay Trail Interim Milestone Date: July 31, 2023 (completed and opened October 6, 2023)
Project Substantial Completion: October 6, 2023
Project Completion: February 2024
PROJECT BUDGET AND COST/EXPENSES
The Project continues to remain within budget. The following is a summary of known costs to date:
•Total Budget/ Bond Measure/Funding Sources: Bond Measure = $90M; Bonds Issued = $90M; Additional City reserves for Project = $10M; $5M appropriated for Project. Total current appropriated Project funding = $95M. •Bid: Shimmick: $60.2M; Contract Amendment (CA): $3.2M; Contingency:
$9.3M ($287K remaining) for change orders.
•Payments as of 1/31/2024: Shimmick: $71.4M; Others: $20M; Total: $91.4M •Change Orders and Contract Amendment Approved as of 1/31/2024: CCO Nos. 1-36, 38 and 39 ($9M) and CA ($3.2M) = $12.2M
CALIFORNIA ENVIRONMENTAL QUALITY ACT
An Environmental Impact Report was prepared for the Levee Protection Planning and Improvements Project (State Clearinghouse No. 2016012012).
FISCAL IMPACT
There is no fiscal impact associated with this update. Any fiscal impacts to the Project will be presented to the City Council as a separate agenda item with a recommended action.
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4 CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 - Monthly Construction Manager's Report January 2024 Attachment 2 - Expenditure Report as of January 31, 2024 Attachment 3 - Memorandum and Communications Metrics – January 2024 Dashboard Report