..Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with Haley & Aldrich, Inc. in the amount of $161,810 for Design Services in support of the Lake Chabot Road Storm Erosion Repairs, Project No. 2023.4020; to Authorize the City Manager to Negotiate and Approve Individual Contract Amendments up to 10% (or $16,181) of the Original Contract Amount; and to Authorize the City Manager to Negotiate and Approve Contract Amendments up to a Cumulative Value of 20% (or $32,362) of the Original Contract Amount ..Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY & RECOMMENDATIONS
SUMMARY
This contract provides for Design Services in support of the Lake Chabot Road Storm Erosion Repairs.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve and authorize the City Manager to execute a Consultant Services Agreement with Haley & Aldrich, Inc. in the amount of $161,810 • Authorize the City Manager or her designee to negotiate and approve individual contract amendments up to 10% (or $16,181) of the original contract amount; and
• Authorize the City Manager or her designee to negotiate and approve cumulative contract amendments up to 20% (or $32,362) of the original contract amount
BACKGROUND
On December 31, 2022, a severe storm caused significant erosion at two locations along Lake Chabot Road as shown in Exhibit A below. At location A, a downslope slide eroded the hillside below the road, creating a void that undermined the pavement edge. At location B, the upslope hillside of the road failed, sending boulders and soil onto Lake Chabot Road. The eroded hillside at location B lies immediately below two residential houses in 1700 and 1728 Astor Court.
Exhibit A: Location of Erosion on Lake Chabot Road
Before the erosion caused by the storm in December 2022 occurred, the City had already initiated the design phase of a project to stabilize Lake Chabot Road, which included Location A and two other locations along the roadway. The December 2022 storm worsened the erosion at Location A and caused the erosion at Location B. To address the new damage, the City applied and successfully secured an Emergency Relief Grant in the amount of $2,365,453 from the Federal Highway Administration (FHWA). This grant will be used to redesign repairs at Location A and construct repairs at Locations A and B. Repairs at Location B had already been designed and was therefore excluded from the grant application.
FHWA grants are administered locally by CalTrans and projects approved under this program are required to follow guidelines set forth in Caltrans’ Local Assistance Procedure Manual (LAPM). Since the repairs of the two locations are considered one project in the grant approval, both projects were required to comply with the National Environmental Policy Act (NEPA) and follow procedures in procuring professional services. These procedures include a competitive Request for Proposals (RFP) process, Disadvantaged Business Enterprise (DBE) participation goal of 6%, and a sealed fee proposal. To comply with these requirements, the City reissued a Request for Proposals (RFP) for the design of Location A.
Analysis
In accordance with LAPM guidelines and requirements, staff issued an RFP for design services in support of the erosion repairs. The RFP was advertised in the newspaper and posted to the City’s website. Additionally, several local firms were directly notified of the RFP by email. Haley & Aldrich Inc. was the only proposal received and committed to a 12% DBE participation.
Haley & Aldrich Inc. has collaborated with Bay Area public agency professionals since 1993, completing over 500 improvement projects. The firm specializes in geotechnical services and offers expertise in design and construction management for emergency storm damage repair for public agency clients.
The agreement represents the staff’s current understanding of the project requirements.
However, changes to the scope of contracts may be necessary as new information emerges and to address additional tasks needed for project completion. To resolve unforeseen issues in a timely fashion and avoid delaying work, staff request authorization to issue individual contract amendments to the consultant up to 10% (or $16,181) each and cumulative contract amendments up to 20% (or $32,362) of the original contract amount.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
• Policy T5.3 Maintenance (Streets and highways). Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently
• GOAL EH-1 (Environmental Hazards). Reduce the potential for injury, property damage, and loss of life resulting from earthquakes, landslides, floods, and other natural disasters
• Policy EH-1.3 (Environmental Hazards). Off-Site Impacts of Hillside Development. Ensure that development within landslide-prone or geologically hazardous areas does not contribute to higher hazard levels on adjacent or nearby properties
Previous Actions
• On July 15, 2024, the City Council by Resolution No. 2024-093 authorized the City Manager to enter into a Consultant Services Agreement with GPA Consulting, Inc. in the amount of $271,438 for the environmental design services in support of the Lake Chabot Road erosion repairs
• On April 15, 2024, the City Council by Resolution No. 2024-033 authorized a grant agreement with FHWA, appropriated $2,094,125 to the Lake Chabot Road erosion repairs to be reimbursed by the grant, and authorized matching funds in the amount of $271,318
• On April 3, 2023, the City Council by Resolution No. 2023-033 proclaimed a local emergency related to persistent storm events
Committee Review and Actions
• On November 6, 2024, Engineering Division staff in collaboration with Alameda County Fire Department staff presented an update to the City Council Facilities and Transportation Committee regarding temporarily reopening the Lake Chabot Road prior to completing the permanent repair. Staff expressed safety concerns with reopening the roadway prior to completion of the permanent repair • On July 5, 2023, Engineering Division staff presented an update on the stability of Lake Chabot Road and an emergency repair scheme for the storm damaged upslope embankment at the City Council Facilities and Transportation Committee meeting. The presentation included the need to repair the upslope erosion as an emergency before the next winter storms and the request for additional appropriation to fund the emergency repair and the design of a repair for the downslope erosion. The committee expressed support for both the emergency repair and design effort for the downslope erosion repair • On February 7, 2023, Engineering Division staff presented a summary of storm damage to the hillsides above and below Lake Chabot Road at the City Council Facilities and Transportation Committee meeting. The presentation included repair schemes and possible options for short- and long-term measures to reopen the road to vehicular traffic, and/or to pedestrian & bicycle use only Environmental Review
• The project, being federally funded, must meet compliance with the National Environmental Policy Act (NEPA)
• A California Environmental Quality Act (CEQA) review will be completed Summary of Public Outreach Efforts
The public will be notified in advance of construction work and information will be provided to the neighboring property owners. There is no formal outreach planned for this design phase.
Fiscal Impacts
The project cost is estimated as follows:
Emergency Work (Completed) $ 82,652
Maintenance of Temporary Repairs $ 180,000
Temporary Repairs $ 80,000
Environmental Compliance $ 271,438
Environmental Compliance (contingency) $ 27,144
Design, Bid & Award $ 345,000
Construction Contract $1,658,241
Construction Management & Inspection $ 248,736
Construction Contingencies $ 166,000
Total $3,060,052
Budget Authority
The project is funded as follows:
Account No. Resolution/Appropriation Date
190-38-834 FY 22-23 Grant Fund- ARPA
210-38-834 Res. 2023-107, July 17, 2023
150-38-834 FHWA Grant - Res. 2024-033, April 15, 2024
210-38-834 Res. 2024-033, April 15, 2024
Amount
$285,679
$450,000
$2,094,125
$271,318
Total Appropriation: $3,101,122
Note: ARPA Appropriations were recently reallocated to meet the US Treasury’s December 31, 2024 obligation deadline. The original appropriation to this project from ARPA was $1,000,000. The reallocation freed up other funding sources that may be appropriated to this project if additional funding is necessary.
ATTACHMENTS
• Attachment A: Resolution Environmental Services CSA – Haley & Aldrich, Inc. • Attachment B: CSA Scope of Work
• Attachment C: Compensation Schedule
PREPARED BY: Robert Magno, Assistant Engineer, Public Works - Engineering Department