HomeMy WebLinkAbout2006-02-21; City Council; 18461; 2005 Winter Storms Emergency Repairs ApproprationsCITY OF CARLSBAD - AGENDA BILL 12
AB# 18,461
MTG. 2/21/06
DEPT. PW/ENG
TITLE: REQUEST FOR ADDITIONAL
APPROPRIATIONS FOR 2005 WINTER STORMS
EMERGENCY REPAIRS
DEPT. HD. Sty/
.x*O
CITY ATTY.OSS^*
CITY MGR.-_L>Y
RECOMMENDED ACTION:
Adopt Resolution No. 2006-046 appropriating additional funds in the amount of $1,725,000
to continue 2005 winter storms emergency repairs.
ITEM EXPLANATION:
On March 15, 2005, the City Council adopted a Declaration of a Local Emergency recommended by
the City Manager due to the torrential rain and earth movement beginning January 7, 2005.
The Council received an update from staff on Friday, March 18, 2005. The areas affected by storm
damage include the slope adjacent to La Costa Avenue at the Marbella condominium project and
the slope off of Rancho Santa Fe Road at Agua Dulce Court. Work continues at these two locations
to further stabilize these areas. Additional appropriations are needed to cover the costs for the
additional shoring that is required at the Agua Dulce project, as well as the installation of beams and
tie-backs on the Marbella project. During the storms, a portion of Jefferson Street was undermined
and had to be rebuilt, and portions of the bluffs at Carlsbad Boulevard had to be rebuilt to fill chasms
on the road edge. Additional funds are also needed to pay for work related to environmental
mitigation on the emergency work completed on Jefferson Street and on the Carlsbad Boulevard
beach bluffs.
ENVIRONMENTAL REVIEW:
Emergency projects are statutorily exempt from CEQA pursuant to CEQA guidelines section 15269.
FISCAL IMPACT:
The following chart details actual and estimated expenditures on the 2005 storms recovery through
December 31, 2005:
PROJECT NAME
AQUA DULCE
MARBELLA
JEFFERSON STREET
CITYWIDE CLEANUP/DEBRIS REMOVAL
GRAND TOTAL
EXPENDITURES
THROUGH 12/31/05 Estimated to Complete TOTAL
$ 2,459,725 2,703,275 5,163,000
342,700 1,123,300 1,466,000
186,320 150,680 337,000
1,113,500 313,229 1,426,729
$ 4,102,245 4,290,484 8,392,729
APPROPRIATIONS
THROUGH 12/31/05 ADDITIONAL
3,900,000
1,200,000
300,000
1,267,729
6,667,729
1,263,000
266,000
37,000
159,000
1,725,000
•POTErfflAL
REIIVBURSEMENT
5,007,702
1,421,318
315,250
734,981
7,479,251
'Actual reimbursement will depend on actual expenditures and approval from FEMA and/or FHWA.
Project Costs and Appropriations:
A total of $6.7 million has been appropriated from the General fund to date for the 2005 storm
damage and cleanup projects as shown above. It is estimated that the total cost to complete all the
storm work will be approximately $8.4 million, an increase of $1.7 million.
Staff is requesting additional General fund appropriations of $1,263,000 for Agua Dulce and
$266,000 for Marbella for stabilization work. In addition, the Jefferson Street project and the
Carlsbad Bluffs project (included in the Citywide category) require a total of $196,000 for mitigation
work associated with the emergency repairs.
Page 2
Federal and State Reimbursements:
To date, preliminary approval for reimbursement from the Federal Emergency Management Agency
(FEMA), and the Federal Highways Administration (FHWA) and State reimbursements from the
Office of Emergency Services (OES) total $5.8 million. A request to FHWA is in process to request
reimbursement for the additional $1,725,000 in costs for the Agua Dulce and Marbella projects, as
well as the mitigation project. If approval is given, the total expected reimbursement would be
approximately $7.5 million. To date, the actual funding received from FEMA/OES is $192,000 for
Citywide cleanup. No funds have been received from FHWA yet.
It should be noted that the amounts indicated for reimbursement depend on actual expenditures
and approval from FEMA and/or FHWA. If the actual expenditures are less, or the amounts
approved by these agencies are less than expected, the actual reimbursement will be less than
anticipated.
Staff will present to the City Council a full accounting of all costs including all labor, equipment,
material and contract services when all work is completed.
The following options are provided for the council's consideration:
1. Allocate funds from the Council's Contingency Account to complete the storm damage
repairs.
2. Allocate funds from the General fund to complete the storm damage repairs.
Not allocating the funds to complete the work is not a viable option, because the work must be
completed to be considered for reimbursement, and the problems that were created by the storm
will remain. There is a potential, although not guaranteed, for reimbursement from FHWA and
FEMA for this work, thereby reducing the impact on the budget.
Staff recommends Option 1, allocating funds from the Council's Contingency Account. The
attached resolution reflects this option. Currently there is approximately $2.1 million available in the
Council's Contingency Account.
EXHIBITS:
1. Resolution No. 2006-046 appropriating additional funds in the amount of $1,725,000 to
continue 2005 winter storms emergency repairs.
2. 2005 Winter Storms Emergency Repairs, Summary of Appropriations and Justifications for
Requested Increases associated with the Major Projects
DEPARTMENT CONTACT: Skip Hammann, (760) 602-2400, x7321. shamm@.ci.carlsbad.ca.us
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RESOLUTION NO. 2006-046
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
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WHEREAS, on March 18, 2005, April 12, 2005, May 17, 2005, and July 19, 2005, theo
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CARLSBAD, CALIFORNIA, APPROPRIATING ADDITIONAL
FUNDS IN THE AMOUNT OF $1,725,000 TO CONTINUE
2005 WINTER STORMS EMERGENCY REPAIRS.
WHEREAS, on March 18, 2005, the City Council of the City of Carlsbad declared
abatement of impending peril and authorized immediate expenditure of public money to safeguard
life, health or property; and
City Council authorized a cumulative total of $3,900,000 to be appropriated from the
Council Contingency Account and General fund balance for payment of emergency repair
activities to the slope adjacent to Rancho Santa Fe Road and Agua Dulce Court; and
WHEREAS, on April 26, 2005 and August 9, 2005, the City Council authorized a
cumulative total of $1,200,000 to be appropriated from the Council Contingency Account and
General fund balance for payment of emergency repair activities to the slope adjacent to La Costa
Avenue at the Marbella condominium project; and
WHEREAS, on May 17, 2005, the City Council authorized a total of $300,000 to be
appropriated from the General fund balance for payment of emergency repair activities on
Jefferson Street, and
WHEREAS on March 15, 2005, April 5, 2005, May 17, 2005, and July 19, 2005, the City
Council authorized a cumulative total of $1,058,000 to be appropriated from the General fund
balance for City Wide Storm clean-up and repairs, and
WHEREAS, staff has determined that an additional $1,725,000 will be needed to complete
all emergency repairs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, as
follows:
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1. That the above recitations are true and correct.
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2. That the City Council elects to appropriate the additional funds requested.27 ///28 ///
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3. That the City Manager is hereby authorized to appropriate one million seven
hundred twenty five thousand dollars ($1,725,000) from the Council's Contingency Account
balance to cover the costs of future emergency repair work.
4. This resolution shall take effect immediately upon its adoption.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 21st day of February 2006 by the following vote, to wit:
AYES: Council Members Hall, Kulchin, Packard, Sigafoose
NOES: None
ABSENT: Mayor Lewis
MATT HALL, Mayor Pro-Ie-m
ATTEST:
.ORRAINE M. WOOD, City Clerk (SEAL)
Exhibit 2
2005 WINTER STORMS EMERGENCY REPAIRS
Summary of Appropriations and Justifications for Requested Increases
On March 15, 2005 the City Council adopted a Declaration of Local Emergency in
response to the 2005 Winter Storms that resulted in debris removal, damage to various
infrastructure, and slope failures. Staff has prepared several cost estimates updating
Council as required by the declaration. The costs have increased beyond the initial
estimates provided in March 2005. The Agenda Bill being presented outlines the most
recent project cost estimates and requests additional appropriations for Agua Dulce,
Marbella, Jefferson Street, and Citywide debris removal.
The Agua Dulce slope failure is the most significant cost increase. An original
appropriation in March 2005 of $500,000 allowed for funding for the Contractors
assisting in the repair to clear a large amount of the failing slope to protect the existing
Rancho Santa Fe Road, move debris away from structures, and to begin assessment of
the problem. A further $450,000 appropriated for the project in April 2005 allowed for
further excavation of the keyway, testing of the site, and design of the repair options. In
May 2005 an appropriation of $1,000,000 was received to provide funding for
construction of a temporary shoring wall. The last appropriation for this project was
$1,950,000 on July 19, 2005 for a total appropriation of $3.9 million. This was based on
estimates prepared in June 2005. At that time it was assumed that temporary shoring
would only be required to stabilize and protect the recently completed Rancho Santa Fe
Road improvements (easterly shoring). As work progressed, it became evident that
additional shoring would be required to establish a safe access/haul road and protect
adjacent residents immediately north and west of the slope failure repair area. In
addition to the shoring, additional measures have been required to address the short
term and long term groundwater encountered in this area. It is anticipated that the
majority of the repairs will be completed in the next several months. Staff has prepared
updated estimates based on the information presently available and now is estimating
an additional $1.26 million will be required to complete Agua Dulce as a result of the
unforeseen field conditions for a total estimated cost of $5.2 million.
On April 26, 2005, Council appropriated $900,000 for repairs in response to the
Marbella slope failure. This was a very early estimate of the potential cost of repairs. In
August 2005 an additional $300,000 was appropriated to fund what at that time was
determined to be adequate measures to stabilize the slope failure. Additional costs are
now anticipated at the Marbella slope failure and are currently estimated to be an
additional $266,000 above the last estimate prepared in June 2005, which resulted in
the $300,000 appropriated on August 9, 2005. The estimate prepared at that time
assumed a certain production rate for the installation of the shoring and the actual
production rate was slower than anticipated. The shoring is now substantially complete
and the restoration of the street improvements has now begun. It is estimated that the
work to complete the retaining wall and reopen La Costa Avenue will be completed by
the end of March 2006 for a total estimated cost of $1.4 million.
Staff is preparing updated estimates regarding Agua Dulce and Marbella for FHWA to
inform them of the cost increases as part of the reimbursement application process.
Additional appropriations are also required for Jefferson Street and citywide debris
removal projects in the amounts of $37,000 and $159,000 respectively. Staff now has
more updated information on the true cost of citywide clean up. During the course of
repairs and clean up, betterments were constructed on La Costa Avenue near Saxony,
the bluffs along Carlsbad Boulevard near Palomar Airport Road and Jefferson Avenue;
this increased costs above previous estimates. These betterments were deemed to be a
cost effective solution to reduce/mitigate future damage at these sites when future
storms occur. For example, a larger Storm Drain Pipe was installed under La Costa
Avenue near Saxony Road in order to prevent/reduce the clogging of the existing Drain
pipe and subsequent mud flow and road blockage that resulted during previous storms.
2005 Winter Storms Emergency RepairsRequest for Additional Appropriations
MarbellaMarbella
MarbellaMarbella
MarbellaMarbella
MarbellaMarbella
Agua DulceAgua Dulce
Agua DulceAgua Dulce
Agua DulceAgua Dulce
Agua DulceAgua Dulce
2005 Winter Storms ExpendituresGrand TotalCitywide Cleanup-Debris RemovalJeffersonStreetMarbellaAgua DulceAPPROPRIATIONSEXPENDITURESPROJECTNAMETOTAL$ 5,163,000$ 1,466,000$ 337,000$ 1,426,729$ 8,392,729THROUGH12-31-05$ 3,900,000$ 1,200,000$ 300,000$ 1,267,729$ 6,667,729ADDITIONAL$ 1,263,000$ 266,000$ 37,000$ 159,000$ 1,725,000POTENTIAL REIMBURSEMENT$ 5,007,702$ 1,421,318$ 315,250$ 734,981$ 7,479,251
TimelineMarch 18, 2005‘State of Emergency’ declared by City CouncilMarch 18, April 12, May 17 & July 19, 2005 $3,900,000 Cumulative TotalRancho Santa Fe Road and Agua Dulce Courtauthorized by City Council from the Council Contingency Account & General Fund
Timeline (cont.)April 26 & August 9, 2005$1,200,000 Cumulative TotalLa Costa Avenue at Marbella Condominiumauthorized by City Council from the Council Contingency Account & General FundMay 17, 2005$300,000 Jefferson Street repairsauthorized by City Council from the General Fund
Timeline (cont.)March 15, April 5, May 17, July 19, 2005$1,267,729* Cumulative TotalCity Wide Storm clean-up and repairsauthorized by City Council from the General Fund*$1,058,000 appropriation; $209,719 additional appropriation from 2004/05 general fund budget for Citywide cleanup-debris removal
Request for Additional Funding$1,725,000Completion of all emergency repairs