BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Adopt Plans and Specifications and Authorize Advertisement for Bids for the Construction of the Stevens Creek Bank and Access/Trail Road Repair, Downstream of El Camino Real, (SR 82) Project, Project No. 62062003, Task No. 1062, Contract No. C0638, (Mountain View) (District 7). (Moved from April 12, 2018 Agenda)
End
RECOMMENDATION:
Recommendation
A. Adopt Plans and Specifications and Authorize Advertisement for Bids for Construction of the Stevens Creek Bank and Access/Trail Road Repair, Downstream of El Camino Real, (SR 82) (Project) per the Notice to Bidders; and
B. Authorize the Designated Engineer to issue addenda, as necessary, during the bidding process.
Body
SUMMARY:
Due to the heavy rainfall events during January and February of 2017, including the President’s Day storm, several locations along Stevens Creek (Creek) experienced moderate to severe bank erosion caused by sustained high flows in the Creek. A severe bank failure occurred along the reach from El Camino Real to Yuba Drive in the City of Mountain View (City), which undermined the safety and stability of the adjacent Stevens Creek Trail (Trail), causing the City to shut the Trail down and establish a temporarily detour (Attachment 2). Once flows subsided, staff assessed the scope of the damage and determined an erosion repair project should be undertaken. The District applied for the FEMA’s Public Assistance Grant under the Disaster Declaration, on February 14, 2017 (DR-4301).
In August of 2017, additional erosion within the previously identified area escalated the immediacy of the bank failure threat to the adjacent private property and Trail, which prompted the District CEO to declare an emergency pursuant to California Public Contact Code §22050. After site visits to Stevens Creek by FEMA and California Governor’s Office of Emergency Services (Cal OES) representatives in August 2017, the District was allowed to add the emergency repair project cost with previously identified permanent repair costs in the FEMA application. The District’s application is being reviewed by FEMA.
The District secured a contractor to make emergency repairs to prevent further erosion of the bank and to allow for safe passage along the temporary trail, which was reopened in November of 2017. Specifications for this Project included FEMA’s Public Assistance Program procurement of services requirements under the Disaster Relief and Emergency Assistance Act.
This Project will: A) complete the repair damage and re-build the creek embankment that was shored up by the emergency project; B) re-establish and re-align the existing asphalt pedestrian and bicycle trail adjacent to the bank erosion repair project; and C) re-establish the fence line/boundary to address any existing encroachment onto the District’s right-of-way.
This Project will be implemented using the District’s existing Stream Maintenance Program 2 (SMP-2) Permits. Each year the District submits a list of proposed projects to SMP-2 regulators for their approval of work to be implemented during the summer season (June 15 - October 15). Staff will file a Notice of Proposed Work (NPW) to the regulators for early approval of this Project to be performed under the SMP-2 Permits in February 2018. Staff expects to receive regulatory approval before award of the contract by the Board.
The Project plans and specifications will be made available to the Board for review at the Board meeting held for consideration of this agenda item. Upon Board approval of the recommendations, staff will proceed to advertise for bids for Project construction. The next Board action would be for Award of the Construction Contract on May 22, 2018, contingent upon approval of this Project by the SMP-2 Permits Regulators (Attachment 3).
FINANCIAL IMPACT:
The estimated cost of construction for the Project is between $1.2M and $1.6M. This Project will be funded as part of Project No. 62062003, Task No. 1062. The funding source for the Project is the Watersheds Stream Stewardship Fund 12. The District’s application for FEMA’s reimbursement is under review and the District will pursue reimbursement of 93% of the project cost, including the emergency repair cost and permanent repair cost from FEMA (75%) and Cal OES (18%). The cost associated with the trail reconstruction including asphalt paving, within this Project area will be reimbursed by the City of Mountain View per the Joint Use Agreement between District and City of Mountain View.
CEQA:
The District is the lead agency under the California Environmental Quality Act for this scope of work.
The Project is covered under the 5-year SMP-2 Permits, 2014-2019, and the Environmental Impact Report for the Stream Maintenance Program was certified by the Board on January 24, 2012.
ATTACHMENTS:
Attachment 1: Notice to Bidders
Attachment 2: Map
Attachment 3: Project Delivery Process Chart
UNCLASSIFIED MANAGER:
Manager
Ngoc Nguyen, 408-630-2632