Agenda Item No. 6
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer�j2m., 1,
FOR: City Council Meeting of August 26, 2024
SUBJECT: Update on disposition of surplus material located at Wilson III Basin RECOMMENDATION:
That the City Council receive an update regarding the disposition of surplus material located at Wilson III Basin.
BACKGROUND/DISCUSSION:
The Wilson III Basin (overall project) is identified in the City's Master Plan of Drainage (MPD) adopted in 1993, and in the most recent update of the MPD approved in 2012. This regional flood control facility, along with several other improvements to Wilson Creek, has been identified as a critical component of the City's overall effort to reduce peak flow rates in Wilson Creek downstream of the overall project, resulting in a reduction of the FEMA designated flood zones within the City. This overall project is identified as a high priority flood control facility in the approved MPD to assist in reducing flood risk in the community. In addition to the stormwater capture, this project provides from both Wilson Creek and Oak Glen Creek watersheds, significant benefits to the community with its ability to capture mud and debris flows, more recently from the Apple and El Dorado fires. Furthermore, this overall project also represents significant economic benefits for the community, allowing private land development to occur in areas that are being removed from the FEMA designated flood zones along Wilson Creek corridor as a direct result of this overall project as well as other drainage improvement projects completed throughout the community.
The phased construction of the overall project began in late 2020. Phase lA included earthwork excavation, mass grading, transport of the basin material to fill areas within the site, temporary stockpiling of material and oversize rock and construction of channel protection and interim spillway features to provide capacity for the conveyance of storm flows for flood protection. Phase I was completed in September of 2021. Phase 1B improvements included installation of channel protection (riprap) along the realigned Wilson Creek Channel, driveway access improvements on Oak Glen Road for access to the Project site and the new City Yard, and storm drain improvements.
Phase 1 B was completed in January of 2023. The Phase 1 C work included construction of the Oak Glen Creek channel inlet concrete structure (trapezoidal channel), a reinforced concrete box culvert, and the Oak Glen Creek impact basin concrete structure. These structures are an important
component since they will divert storm flows from Oak Glen Creek into Wilson Creek and a flood control basin at the confluence of both drainage channels. The Phase 1 C work also included construction of a segment of trapezoidal riprap channel along both Wilson Creek and Oak Glen Creek to complete the channel improvements upstream of the basin. The Phase IC work was completed on August 18, 2023.
In addition to the contract work described above, the Wilson III Basin project area has been significantly impacted with debris flows from the El Dorado burn areas since storm events starting in late 2021. The City has successfully been awarded CALOES/CDAA Grant Program (Grant Program) funding to complete emergency response work (Debris Removal) at various City facilities, including the Wilson III Basin area. Sediment and debris from the fires is currently being removed from Wilson III using grant program funding.
As a result of the work that has occurred to date, as well as the remaining phases of construction that remain to complete the Phase 1 improvements, it is estimated that approximately 500,000 CY of surplus material will need to be removed from the Wilson III Basin area in order to allow for the completion of the next phases of improvements. For this reason, this material has been identified as "surplus" to the needs of the City, and staff has evaluated several options to remove this material. The City's adopted purchasing policy is codified in the Yucaipa Municipal Code Chapter 2.24. The City's Purchasing Officer has the authority to sell any surplus supplies (in this case the surplus soil/material) pursuant to Yucaipa Municipal Code section 2.24.170. This procedure requires sale of surplus supplies after an authorization from the City Council if the value of the is $10,000 or more.
In accordance with the procedure described above, City staff placed the surplus materials up for public auction on June 26, 2024. The auction was advertised publicly, similar to a City construction project, with a due date of July 11, 2024. A mandatory pre -auction meeting was held at the Wilson III Basin area before the auction due date in order to provide important information about the surplus material.
Only two (2) bidders attended the pre -auction meeting, and at the close of the auction period on July 11, 2024, no bids were received. These auction results confirm the current value of the surplus material to be less than $10,000, and therefore the disposition of the material does NOT require City Council action.
Prior to this determination, several contractors have initiated discussions with city staff and/or its contractors working at the Wilson III Basin site to express an interest to remove surplus material at no cost to the City. These represent potential opportunities for the City to facilitate removal of the surplus material under an encroachment and haul permit process at no cost to the City. These opportunities are usually driven by market conditions and often associated with local/regional construction projects that require fill material within a certain timeframe. With the auction results confirming the current value of the surplus material to be less than $10,000, city staff will now be able to respond more quickly to these opportunities should they occur in the future. If removal of these surplus materials can occur prior to the next phase of construction improvements, the costs associated with exporting materials with that phase of construction will be reduced. Staff will continue to explore options to remove the surplus material and minimize the potential cost impacts to the Wilson III Basin project.
FISCAL IMPACT:
No fiscal impact is anticipated at this time.
Approved by: