CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
11/27/2023
1 SUBJECT:
Manor Drive Storm Drain Repair Project
RECOMMENDED ACTION:
Adopt Resolution Approving the Construction Services Agreement between the City of Pacifica and Gray Lake Construction (Attachment 1) for the Manor Drive Storm Drain Repair Project, in an Amount Not to Exceed $90,000 with a 30% Contingency, for a Total of $117,000.
STAFF CONTACT:
Louis Langi, Streets and Motor Pool Superintendent
(650) 738-3760
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On January 4, 2023, the City Manager, acting in his capacity as Director of Emergency Services, proclaimed the existence of a local emergency pursuant to PMC 4-2.05(a) and executed the "Proclamation of the Existence of a Local Emergency" ("Proclamation").
The President declared a major disaster for the State of California on January 14, 2023 as a result of the severe winter storms, flooding, landslides and mudslides that began on December 27, 2022. This declaration, FEMA-4683-DR-CA, has authorized Individual Assistance for several Counties throughout California, including San Mateo County. The Manor Drive Storm Drain Repair Project was included in the City of Pacifica list of damaged sites, inspected by FEMA and approved for Public Assistance.
The storm events that started on December 31, 2022, resulted in dangerous conditions and public safety concerns and caused damage all around the Bay Area. Like many other Bay Area Cities, Pacifica received 4.6" of rain in 24 hours, which resulted in severe flooding, road closures, fallen trees, and sanitary sewer overflow events. During the storm events, heavy rains caused high-volume runoff that damaged the City storm drainpipe on undeveloped land across from 559 Manor Drive. The pressure in the pipe caused separation at joints and other locations along the pipe. The project scope includes removing approximately 300 feet of the damaged 24- inch corrugated metal pipe (CMP) and replacing it with new 24-inch high density polyethylene pipe (HDPE). Due to the very difficult hillside terrain, access and condition of the damaged pipe, a 30% contingency for this project is needed.
Due to the emergency nature of the damage, the City Manager is requesting waiving the bidding process due to health and safety issues and entering into an agreement with Gray Lake Construction to repair the Manor Drive storm drainpipe. The City of Pacifica Municipal Code Pacifica City Council 2
November 27, 2023
section 3-15.09 states in cases of emergency when repairs or replacements are necessary, the City, under direction of the City Manager, may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. Staff contacted several qualified contractors and only Gray Lake Construction submitted a proposal.
For these reasons, the City Manager is recommending adoption of the resolution approving the Construction Services Agreement between the City of Pacifica and Gray Lake Construction for the Manor Drive Storm Drain Repair Project, in an amount not to exceed $90,000, with a 30% contingency for a total of $117,000; and authorize the City Manager to execute all documents related to the Agreement.
ALTERNATIVE ACTION:
The Council may choose not to approve the Construction Services Agreement with Gray Lake Construction via urgent purchase. However, this important storm damage repair work is required. The City Manager does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Agreement is consistent with the following Council adopted Goals:
• Improve and steward City Infrastructure, streets, and facilities: The repair of the Manor Drive drainage pipe will improve the storm drain system in the area and prevent further damage.
FISCAL IMPACT:
The Project Source and Use of Funds spreadsheet is shown below:
Source of Funds
Disaster Accounting Fund $ 117,000
Total Source of Fund $ 117,000
Use of Funds
Gray Lake Construction Contract $ 90,000
30% Contingency $27,000
Total Use of Funds ($117,000)
Estimated Project Source End Balance $ 0.00
City staff has applied for FEMA Public Assistance and would reimburse the City 75% of total cost. City matching funds of 25% will come from the Disaster Accounting Fund.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Pacifica City Council 3
November 27, 2023
Attachment 1: Construction Services Agreement between the City of Pacifica and Gray Lake Construction (PDF)
Pacifica City Council 4
November 27, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
CONSTRUCTION SERVICES AGREEMENT BETWEEN THE CITY OF PACIFICA AND GRAY
LAKE CONSTRUCTION FOR THE MANOR DRIVE STORM DRAIN REPAIR PROJECT, IN AN AMOUNT NOT TO EXCEED $90,000 WITH A 30% CONTINGENCY, FOR A TOTAL OF $117,000.
WHEREAS, On January 4, 2023, the City Manager, acting in his capacity as Director of Emergency Services, proclaimed the existence of a local emergency pursuant to PMC 4-
2.05(a); and
WHEREAS, The President declared a major disaster for the State of California on January 14, 2023 as a result of the severe winter storms, flooding, landslides and mudslides that began on December 27, 2022; and
WHEREAS, the winter storm events, resulted in dangerous conditions and public safety concerns and caused damages all around the City; and WHEREAS, the Manor Drive Storm Drain Repair Project will repair the pipe damaged during storm events; and
WHEREAS, time is of essence to construct the project before the storm season and the City Manager has requested waiving the bid process to allow for expediated construction; and
WHEREAS, City of Pacifica Municipal Code section 3-15.09, authorizes the City Manager to waive bidding requirements for urgent procurement if he/she determines sufficient justification exists; and
WHEREAS, the City will receive FEMA Public Assistance for the 2023 winter storm damages.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to Adopt the Resolution Approving the Construction Services Agreement between the City of Pacifica and Gray Lake Construction for the Manor Drive Storm Drain Repair Project, in an Amount Not to Exceed $90,000 with a 30% Contingency, for a Total of $117,000; and authorize the City Manager to execute all documents related to the project. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 27th day of November 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
Pacifica City Council 5
November 27, 2023
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney