BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Update on the Condition of the Stevens Creek Bank Erosion Repair Emergency Project, Project No. 62062003 (El Nino Flood Emergency Response) (Mountain View) (District 7), and Determination that the Condition of the Stevens Creek Bank Erosion Continues to Constitute an Emergency.
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RECOMMENDATION:
Recommendation
A. Receive an update on the condition of the Stevens Creek bank erosion emergency project; and
B. Determine by a four-fifths vote of the Board, that there is a need to continue the emergency action declared by the Chief Executive Officer (CEO) on August 18, 2017, pursuant to California Public Contract Code §22050, to repair Stevens Creek bank erosion, downstream of El Camino Real, (SR-82) (Project) Project No. 62062003 (El Nino Flood Emergency Response), Task Code No. 1062, Facility ID No. 1029, (Mountain View) (District 7).
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SUMMARY:
According to Public Contract Code §22050, in order for the emergency action to remain in place, the Board must determine, by four-fifths vote at every regularly scheduled Board meeting until the emergency action is terminated, that there is a need to continue the emergency action; this agenda item recommends the Board make such a finding.
Staff has received competitive bids from three construction contractors to undertake the emergency repair work, and continues to update representatives from FEMA, City of Mountain View and Extended Stay America Hotel on the status of the project at Stevens Creek, Mountain View. Having not reached an agreement on critical terms necessary to protect the District with Hayward Baker, Inc. (HBI), the first contractor selected for negotiation, staff solicited estimates from three other contractors, using two construction techniques, such as soil nail wall system and soldier pile wall system. Osmun Construction and Global Stabilization International (GSI) contractors proposed soil nail wall systems per the plans prepared by our consultant with construction cost estimates of $731,069 and $1,333,882 respectively. Blue Iron Foundations and Shoring, L.L.C. proposed a soldier pile wall system per the plans prepared by our consultant with a construction cost estimate of $494,700. After evaluating the practical alternatives, complexity of the Project, work not encroaching onto the adjacent Hotel property, tight timeline and estimate cost, staff selected the soldier pile wall method proposed by Blue Iron Foundations and Shoring, L.L.C. This selection process also meets FEMA and CA Office of Emergency Service (OES) expectations based on the low bid contractor meeting the requirements. FEMA and OES have tentatively agreed to reimburse the cost up to 93% of the emergency work.
The contract with Blue Iron Foundations and Shoring, L.L.C. (contractor), was approved by our CEO and a purchase order was issued to the contractor on 9/27/17. The Notice to Proceed was issued to the contractor on 9/28/17.
Staff obtained a permit for staging/access from the City of Mountain View on 9/22/17. In addition, staff has informed the City of Mountain View to close the temporary trail during the construction period of 50 calendar days from El Camino Real to Yuba Drive. Staff is also in the process of notifying nearby residents of the upcoming project using Nextdoor app and neighborhood mailers.
Below is a summary of staff and Board actions taken to date:
A. 8/18/2017: CEO declared emergency pursuant to Public Contract Code §22050.
B. 8/22/2017, Item 2.6-A: By a unanimous vote, the Board added agenda item to the regular Board meeting to consider the emergency declaration made by the CEO and determined the emergency action should continue. View additional information here: http://bit.ly/2h83grI
C. 9/12/2017, Item 3.4: Staff requested that the Board determine, by a four-fifths vote, that there is a need to continue the emergency declared by the CEO on August 18, 2017, etc. View additional information here: <http://bit.ly/2x8zFrz>
D. 9/26/2017, Item 3.10: Staff recommended that consistent with the determination made by the Board on September 12, 2017, the Board determine by a four-fifths vote, that there is a need to continue the emergency action declared by the CEO on August 18, 2017. View additional information here: <http://bit.ly/2wXYZSF>
FINANCIAL IMPACT:
A purchase order was issued on 9/27/17 to the executed contract amount, however, accurate final costs will not be known until the work is completed. The district will pursue reimbursement of Project costs from FEMA since they have tentatively agreed to reimburse the District for up to 93% of the Project costs.
Funding for this Project is not specifically budgeted in FY18 budget. A special project/activity code has been generated to track contract costs, labor, and overhead (62062003-1062) under Stream Stewardship fund12. There are ample reserves in fund 12 to cover this expense and staff will bring a budget adjustment for Board approval at a future meeting if reserves end up being needed.
CEQA:
The repair is exempt under the California Environmental Quality Act Section 21080(b)(2) which exempts emergency repairs to public service facilities necessary to maintain service.
ATTACHMENTS:
None.
UNCLASSIFIED MANAGER:
Manager
Ngoc Nguyen, 408-630-2632