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Home My WebLink About07 - Back Bay Trail Emergency RepairCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 7 February 22, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Tom Sandefur, Associate Civil Engineer 949 - 644 -3312 or tandefur@NewportBeachCa.gov SUBJECT: EMERGENCY REPAIR OF THE BACK BAY TRAIL AT JAMBOREE ROAD During the recent severe storm events in December 2010, the channel bank that supports the Back Bay Trail at Jamboree Road experienced significant erosion and requires immediate repairs. In this area, the bike trail and portions of slope are within a City easement and thus are presumed City responsibility. Staff has applied for and has tentatively been approved for Federal /State Emergency Relief Funds to reimburse most of the City's costs for the channel bank repair. Approve Budget amendment No. 11BA recognizing new revenue from the California Emergency Management Agency and FEMA and appropriating $103,588 to 7014- C2502008 and transferring $6,612 in project savings from 7013- C5200932 (Coast Highway Median Improvements Phase 2) to 7014 - C2502008 to make emergency repairs to the Back Bay Trail at Jamboree Road. 2. Approve entering into an informal contract with GCI construction Inc. for up to $110,200 to provide the necessary repairs consistent with the newly approved Charter limit of $120,000 for informal contracts, and authorize the Mayor and the City Clerk to execute the contract. DISCUSSION During the heavy rain storms of December, 2010, the high flows in San Diego Creek attributed to aggressive erosion to a section of the supporting southerly channel bank near mouth to the upper bay, to within 3 feet of the regional Back Bay bike trail pavement. Left unmitigated, the slope could experience continue erosion and failure of the bike trail after another rain event. Back Bay Trail serves as a critical link for both recreational and commuter bicycle traffic. At Jamboree Road, the trail passes under the Jamboree Road Bridge and then parallels San Diego Creek. The area requiring repair work in located in a multi jurisdictional Emergency Repair of the Back Bay Trail at Jamboree Road March 8, 2011 Page 2 region with most of the repair lying within a city easement. Both Fish & Game and the County of Orange have provided approvals for the emergency repair. Three contractors were contacted to provide bids for the repair. The repair entails placing half -ton riprap rock with concrete grout in the void area of the slope. The following bids were received: BIDDER TOTAL BID AMOUNT Low GCI Construction, Inc. $110,200.00 2nd Beador Construction Company, Inc. $144,840.31 3rd Sunquest General Engineering, Inc. $274,775.00 While the current Council Policy F -5 limits the size of the informal contract to $30,000, the recently approved Charter Amendment allows informal contracts up to a limit of $120,000. If the formal contracting process is used, the repair work could be delayed until May. Due to the probability of rain in the near future and the precarious nature of the trail in its current condition, staff recommends entering into an informal contract with GCI Construction Inc. (GCI) based on its low bid and its successful history on many City project of similar complexity. GCI could mobilize and start the repair in early to mid March. Cal EMA and FEMA are working cooperatively to implement a joint recovery strategy following President Obama's disaster declaration for eleven California counties affected by severe winter storms, flooding, debris and mud flows beginning in late December of last year. The City applied for repair funds offered under a Federal Emergency Management Agency (FEMA) program. Last week FEMA issued a declaration approving the repair with reimbursement up to 94% of the cost. Staff is speaking with FEMA to determine the exact reimbursement percentage for our project. The anticipated reimbursements and cost to the City for this project are shown below: FEMA/Cal EMA reimbursable amount 94% $103,588 City responsibility 6% $ 6,612 ENVIRONMENTAL REVIEW Staff recommends the City Council find this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15301 (d) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. PUBLIC NOTICE Advance warning of the construction shall be posted on the bike path three days prior to construction. Bicyclists and pedestrians will be detoured around the construction area utilizing other sections of the Back Bay Trail and the bike lanes on University Road and Jamboree Road. Emergency Repair of the Back Bay Trail at Jamboree Road March 8, 2011 Page 3 FUNDING AVAILABILITY Upon approval of the budget amendment, there are sufficient funds available in the following accounts for the project: Account Description Account Number Amount General Fund 7014- C2502008 $ 110.200.00 Total: $ 110,200.00 Proposed uses are as follows: Vendor Purpose Amount GCI Construction, Inc. Construction Contract $ $110,200.00 Total: $ 110,200.00 Prepared by: Submitted by: Tom Sandefur, FrE 7 ep . Badum Associate Civil Engineer P li orks Director Attachments: Project Location Map Site Photos LOCATION MAP EMERGENCY REPAIR OF BACK BAY BIKE TRAIL AT JAMBOREE ROAD B YVIEW WAY P�vol 5 PROJECT LOCATION 0 BACK BAY 7J BIKE TRAIL m O O BACK BAY J e` 0 J hmv h BACK BAY BIKE TRAIL DAMAGE AT JAMBOREE ROAD h.