CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/23/2024
1 SUBJECT:
Approval of Amendment No. 2 to the Consultant Services Agreement and Amendment No. 1 to Task Order No. 1 between the City of Pacifica and Cotton, Shires & Associates for design and environmental engineering services related to the 310-330 Esplanade Infrastructure Preservation Project
RECOMMENDED ACTION:
Adopt a resolution approving Amendment No. 2 to the Consultant Services Agreement (Attachment 1) and Amendment No. 1 to Task Order No. 1 (Attachment 2) between the City of Pacifica and Cotton, Shires & Associates for design and environmental engineering services for the 310-330 Esplanade Infrastructure Preservation Project to extend the term of the Agreement to September 30, 2028 and in the amount of $197,355 with a 10% contingency increasing the total budget authority to an amount not to exceed $900,000, and authorize the City Manager to execute all documents related the amendments for design and environmental engineering services.
STAFF CONTACT:
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
John Mullins, DPW Interim Director
(650) 418-4297
[email protected]
BACKGROUND/DISCUSSION:
On September 24th, 2018, the City approved an agreement with Cotton Shires & Associates (CSA) along with their subconsultants to analyze, design, and permitting on the 310-330 Esplanade Infrastructure Preservation Project (Project). The concept chosen for the Project was a vertical seawall along the toe of the bluff with the upper portion of bluff remaining unarmored and allowing it to recline to a more stable slope. The total budget authority for Task Order No. 1 was $ 682,050.
On June 10th, 2024, the City Council certified the Final Environmental Impact Report (“EIR”), completing a major milestone on the Project. There were various unanticipated challenges since the approval of the agreement with CSA to the certification of the EIR. These included the temporary suspension of the project for more than 1 year while the City evaluated options and looked for additional funding, additional EIR analysis and reviews in response to comments, various additional requirements by the California Coastal Commission, and using the existing cost estimates budgeting on the design concepts. An additional budget of $197,355 is needed to complete the design and permitting on the Project (Attachment 3).
Over the past several decades, the northern coastline of Pacifica has seen progressive coastal bluff erosion threatening man-made development. The combination of poorly cemented bluff sand and high energy waves cause the bluff sand to be eroded, resulting in a loss of land, Pacifica City Council 2
September 23, 2024
laterally. This land loss puts the bluff edges closer to public infrastructure, including roads and utilities. The erosion is generally episodic in nature. Some winters, there may be no erosion, while some winters that see strong storm events may experience significant erosion (>10 feet).
As a result of the erosion occurring in the 2015-16 winter season and subsequent removal of apartment buildings at 310, 320, and 330 Esplanade, the 310-330 Esplanade Infrastructure Preservation project was born with the goal of maintaining existing infrastructure and utility services in the area.
On June 30th, 2017, staff received notification from the California Office of Emergency Services (CalOES) that Pacifica's Hazard Mitigation Grant Program (HMGP) grant application was formally approved for the first phase (Design & Environmental) of the 310-330 Esplanade Infrastructure Preservation Project.
After preliminary design work was completed, it became clear the cost of a vertical shotcrete seawall with sheet pile scour protection (preferred alternative) was going to cost significantly more than originally estimated by CSA. Staff began to consider other funding options while continuing technical studies needed for the preferred alternative to be permitted and designed appropriately were progressed. In early 2020, the project was ready to be submitted to the California Coastal Commission and undergo their CEQA equivalent process. However, due to budgeting issues, the project was put on hold. At the time it was placed on hold it was unclear if the project would be continued to be managed by City Staff or if the United States Army Corps of Engineers (USACE) would take over the project under their Continuing Authorities Program (CAP 103).
City Staff then worked with USACE as well as with the Federal Emergency Management Agency (FEMA) and the CalOES to see where additional funding could be secured. After several meetings with USACE and FEMA, it became clear funding the project through FEMA would provide the project higher funding than through USACE if FEMA was to award additional HMGP funding. City Staff has continued to work with FEMA/CalOES on allocating additional HMGP and appears to be close to consensus with the project scope and funding. Staff is hopeful that it will receive additional funding for the project. Additionally, through support from then Assemblymember Kevin Mullin, the City was able to receive a total of $7.75 million in funding through the State of California budget process in the summer of 2021 for this and other projects.
The additional work is not expected to increase the City’s match and therefore does not require any further budget at this time as current grant funding will cover this cost. It is therefore the City Manager’s recommendation to approve Amendment No. 2 to Consultant Services Agreement (Attachment 1) and Amendment No. 1 to Task Order No. 1 (Attachment 2) between the City of Pacifica and CSA for design and environmental engineering services for the Project to extend the term of the Agreement to September 30, 2028 and in the amount of $197,355 with a 10% contingency increasing the total budget authority to an amount not to exceed $900,000.
ALTERNATIVE ACTION:
Alternative Action would be to not approve the budget amendment which would prohibit the design and permitting from being completed. Staff does not support this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Consultant Services Agreement is consistent with the following Council adopted Goals:
Pacifica City Council 3
September 23, 2024
• Stewardship of City Infrastructure: This project will put in action steps to preserve Esplanade Avenue and all of the infrastructure within it.
FISCAL IMPACT:
No direct fiscal impact. The amendment associated with the Consultant Services Agreement with CSA will be in the amount of $197,355.
Total Budget Authority
Total Cost of Amendment No. 1 $ 197,355
10% Contingency $ 20,595
Original budget authority $ 682,050
Total Budget Authority $ 900,000
Estimated Project Costs
Planning & Design$ 900,000
Construction $ 13,565,000
Total $ 14,465,000
Funding Sources
FEMA/CalOES HMGP$ 9,250,000
State Budget $ 3,215,000
City ERAF $ 2,000,000
TOTAL $ 14,465,000
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1-Amendment No. 2 to Consultant Agreement & Scope of Services (PDF) Attachment 2-Amendment No.1 to Task Order No. 1 (PDF)
Attachment 3- Summary of Future Scope and Request for Additional Budget (PDF) Pacifica City Council 4
September 23, 2024
RESOLUTION NO. ____-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE AMENDMENT NO. 2 TO CONSULTANT SERVICES AGREEMENT AND AMENDMENT NO. 1 TO TASK ORDER NO. 1 BETWEEN THE CITY OF PACIFICA AND COTTON, SHIRES &
ASSOCIATES FOR DESIGN AND ENVIRONMENTAL SERVICES IN THE AMOUNT OF $197,355.00 RELATED TO THE 310-330 ESPLANADE INFRASTRUCTURE
PRESERVATION PROJECT
WHEREAS, the City desires to move forward with the design related to the 310-330 Esplanade Infrastructure Preservation Project using a portion of the funds FEMA/CalOES HMGP and State Budget Grants; and
WHEREAS, the City evaluated Cotton, Shires & Associates’ proposal, and is satisfied they can successfully complete the work and has been satisfied with their services on past City projects; and
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to amend the Consultant Services Agreement and Task order No. 1 with Cotton, Shires & Associates for the purpose of extending the term of the agreement to September 30, 2028 and the additional cost of $197,355. • • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of September 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
____________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
____________________________________ ____________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney