GEOLOGIC HAZARD ABATEMENT DISTRICT
SPECIAL MEETING AGENDA
Tuesday, December 3, 2024
6:55 PM
City Council Chamber
200 Old Bernal Avenue
Pleasanton, CA 94566
The meeting will be held in-person, broadcast live on Channel 29 and at https://www.tri- valleytv.org and streamed at https://www.youtube.com/user/TheCityofPleasanton.
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CALL TO ORDER
• Roll Call
CONSENT CALENDAR
Items listed on the consent calendar are considered routine in nature and may be enacted by one motion. If discussion is required, that particular item will be removed from the consent calendar and will be considered separately.
1. Authorize an increase to the FY 2024/25 Geological Hazard Abatement Districts operating budgets; Approve plans and specifications, award a construction contract to Brannon Corporation in the amount of $258,970 with an approximate 10 percent contingency of $25,898 for the Geological Hazard Abatement Districts Maintenance project, and approve the budget amendments
ADJOURNMENT
Notice
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City Council Agenda Page 2 of 2 December 3, 2024
p.m. on the day of the meeting provided to a majority of the City Council after distribution of the agenda packet will be available for public inspection on the City’s website https://www.cityofpleasantonca.gov/ and also at the Pleasanton Library located at 400 Old Bernal Ave., Pleasanton, CA 94566.
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Item #1
CITY COUNCIL AGENDA REPORT
December 3, 2024
Public Works - Engineering Division
TITLE: AUTHORIZE AN INCREASE TO THE FY 2024/25 GEOLOGICAL HAZARD ABATEMENT DISTRICTS OPERATING BUDGETS; APPROVE PLANS AND
SPECIFICATIONS, AWARD A CONSTRUCTION CONTRACT TO BRANNON CORPORATION IN THE AMOUNT OF $258,970 WITH AN APPROXIMATE 10 PERCENT CONTINGENCY OF $25,898 FOR THE GEOLOGICAL HAZARD
ABATEMENT DISTRICTS MAINTENANCE PROJECT, AND APPROVE THE
BUDGET AMENDMENTS
SUMMARY
This project will perform routine maintenance work to prevent, mitigate, abate, or control geologic hazards within the City’s four Geologic Hazard Abatement Districts (GHADs). The GHADs include Laurel Creek (The Preserve, Oak Hill Estates and Kolb Ranch), Moller Ranch, Lemoine Ranch, and Oak Tree Farm. All four GHADs are located on the west side of Foothill Road in hillside areas where potential geologic hazards exist (see Attachment 1). In general, the work involves cleaning storm drain ditches and inlets and preparing hillside slopes for winter rain.
Maintenance work within the GHADs was previously performed during the winter of 2022/23.
Two years of inspection and monitoring within each GHAD now indicates significant routine maintenance is required beyond what is possible using only funds budgeted for FY 2024/25.
Staff recommends an increase to both the Laurel Creek and Lemoine Ranch GHADs' FY 2024/25 operating budgets, utilizing funds held in reserve. The increase will allow the City Manager to execute a maintenance contract based on competitive bids received from contractors to perform the necessary work.
Bids were received on October 23, 2024. Staff recommends awarding a construction contract to the lowest responsive and responsible bidder, Brannon Corporation, in the amount of $258,970 and allocating an approximate 10 percent contingency of $25,898 to complete the project. If a contract is executed, construction is expected to occur from December 2024 through February 2025.
RECOMMENDATION
1. Authorize a budget amendment to increase the FY 2024/25 GHAD Operating Budgets for Laurel Creek in the amount of $100,000 and Lemoine Ranch in the amount of $20,000 for a total amount of $120,000 to fund current maintenance needs.
2. Approve plans and specifications and award a construction contract to Brannon Corporation for the low bid amount of $258,970.
3. Authorize the City Manager to enter into the construction contract.
4. Authorize the Director of Public Works, or authorized staff, to approve and execute contract change orders for a not-to-exceed amount of $25,898 (approximately 10
percent of the contract amount) for unforeseen yet necessary related work.
BACKGROUND
Geologic Hazard Abatement Districts are authorized by California Public Resources Code §26500. Like all special assessment districts, a GHAD assesses property owners for a benefit they receive that is special to them. In Pleasanton, property owners within the GHADs benefit from having the City monitor and repair landslides or similar geologic damage that may occur unexpectedly in their neighborhoods. The GHADs provide needed funding for the City to conduct bi-annual inspections as well as periodic maintenance of slope ditches and downstream drainage networks to lessen the likelihood of landslide occurrence.
Maintenance work within the GHADs was previously performed during the winter of 2022/23.
Two years of inspection and monitoring within each GHAD now indicates significant routine maintenance is required beyond what is possible using only funds budgeted for FY 2024/25.
DISCUSSION
This project will perform routine maintenance work to prevent, mitigate, abate, or control geologic hazards within the City’s four Geologic Hazard Abatement Districts (GHADs): Laurel Creek (The Preserve, Oak Hill Estates and Kolb Ranch), Moller Ranch, Lemoine Ranch, and Oak Tree Farm. All four GHADs are located on the west side of Foothill Road in hillside areas where potential geologic hazards exist (see Attachment 1). The work generally involves cleaning storm drain ditches and inlets and preparing hillside slopes for winter rain.
The project was advertised with a bid opening on October 23. The City received two bids with the lowest responsive bid submitted by Brannon Corporation (see Attachment 2). The low bid amount was approximately 44 percent higher than the Engineer’s Estimate of $180,000 due to unexpectedly high prices for required work that was newly identified as compared to the prior 2022/23 contract. Staff recommends against re-bidding the project because winter rain could exacerbate issues to be addressed with the contract thus further increasing costs. In addition, the work schedule was selected to align with a traditionally slow period for contractors and their workforce.
The City Engineer recommends awarding the construction contract to Brannon Corporation in the amount of $258,970. The total expected construction contract expenditures from each GHAD fund are as follows:
A budget amendment is needed to increase the FY 2024/25 GHAD Operating Budgets to fund the maintenance needs as shown in the following table. The additional required fund will be drawn from the GHAD reserve fund (see financial impact section for detail). The total balance of the GHAD reserve funds after the adjustment is $1,191,035.
* Totals are shown for information only since funds cannot be commingled between different GHAD accounts.
Notices will be sent to the homeowner associations and property owners within each GHAD area in advance of the work. The work is expected to begin in December 2024. The schedule coincides with the beginning of winter so the contractor can respond quickly should any additional storm damage occur while the work is being performed.
The proposed schedule for the project is:
Award of Contract: December 3, 2024 Expected Start of Construction: December 2024 Expected End of Construction: February 2025
California Environment Quality Act (CEQA)
Maintenance work within each GHAD is categorically except from CEQA under Guidelines Section 15301, “Existing Facilities.”
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.
OUTREACH
Construction notices, social media posts, and information on the City’s website will be provided to residents before the start of construction.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) to complete the design and construction of budgeted capital projects.
FISCAL IMPACT
To fully fund this maintenance project, staff recommends approving a budget allocation of $120,000; the allocation will be deducted from reserves held within each GHAD fund.
The expected FY 2024/25 expenditure is $309,741 for GHAD monitoring and reporting, design and construction of the maintenance project. Special Revenue Funds allocated to the GHAD Division can only be spent within the GHAD program and specifically within the individual GHAD where the assessments were collected (i.e., no commingling).
The following table summarizes the recommended operating budget impacts to the FY 2024/25 reserve balances. Staff believes the project end balance for each GHAD is sufficient to address unforeseen issues that may arise during the remainder of this fiscal year without the need for supplemental funding from other City sources.
* Totals are shown for information only since funds cannot be commingled between different GHAD accounts.
Prepared by: Submitted by: Approved by:
Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Vicinity Map
2. Bid Summary
Project Plans and Specifications can be found here: www.cityofpleasantonca.gov/business/bids
Bid Comparison Matrix
2024 Geologic Hazard Abatement District (GHAD) Maintenance Engineers
Estimate
Brannon
Corporation SilMan Industries
Total Base Bid
$180,000.00 $258,970.00 $290,224.00
Subcontractors
N/A Discovery Hydrovac
LLC