HomeMy WebLinkAbout2024-03-26; City Council; ; Continuation of Proclamation of a Storm-Related Local Emergency for Repair of the Slope Between El Camino Real and Trieste DriveMeeting Date: March 26, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Tom Frank, Transportation Director/City Engineer
tom.frank@carlsbadca.gov, 442-339-2766
Subject: Continuation of Proclamation of a Storm-Related Local Emergency for
Repair of the Slope Between El Camino Real and Trieste Drive
District: 1
Recommended Action
Adopt a resolution continuing the proclamation of a storm-related local emergency for repair of
the slope between El Camino Real and Trieste Drive.
Executive Summary
The atmospheric river in early February 2024 and the winter storm in January 2024 resulted in
unexpected slope movement in an area between El Camino Real and Trieste Drive, with
potential to affect nearby property, infrastructure, and the environment. Emergency repair of
the slope area behind four homes on Trieste Drive is necessary to ameliorate the risk. Exhibit 3
shows the area requiring emergency slope repair.
The City Manager, in his role as Director of Emergency Services, proclaimed a local emergency
on Feb. 14, 2024, as shown in Exhibit 2, to expedite the slope repair. On Feb. 15, 2024, the City
Council ratified the emergency proclamation so that the repair can continue to be exempted
from the city’s normal bidding procedures and the necessary repairs can be completed as
swiftly as possible.
On Feb. 27, 2024, the City Council continued the emergency proclamation. On March 12, 2024,
the City Council continued the emergency proclamation again, approved the plans, and
authorized additional appropriations in the amount of $955,000. On March 19, 2024, the City
Council continued the emergency proclamation again. Staff are requesting that the City Council
continue the emergency proclamation again to complete the work.
Construction projects that cost less than $200,000 can be awarded by the City Manager using
informal bidding procedures under Carlsbad Municipal Code, or CMC, Section 3.28.080 –
Construction Projects, subsections (B) and (H), which implement California Public Contract Code
Section 22032.
This project will cost approximately $3 million. Public Contract Code Sections 22035 and 22050
and CMC Sections 3.28.110(A) and 3.28.120 provide for an exemption from formal bidding
March 26, 2024 Item #7 Page 1 of 10
CA Review GH
procedures for emergency construction procurements. The emergency proclamation allows the
city to use the emergency exemption. However, California Public Contract Code Section
22050(c)(1) requires the City Council to review the emergency action at every subsequent City
Council meeting to determine, by a four-fifths vote, whether there is a need to continue the
emergency action.
Staff recommend that the City Council continue the proclamation of the storm-related local
emergency again to allow for the swift repair of the slope by approving the resolution provided
as Exhibit 1.
Explanation & Analysis
The slope area between El Camino Real and Trieste Drive, generally behind the backyards of
four residential properties that front onto Trieste Drive (4215-4245 Trieste Drive), has
experienced soil movement. The city has a Capital Improvement Program project (Project No.
6107) to repair the slope. The project was in the 50% design and environmental review stage.
However, the recent severe storm events have created additional fissures in the soil that need
to be repaired quickly.
The City Engineer recommended expedited, or emergency, stabilization of the slope while the
larger slope repair project proceeds through the design and environmental review and
permitting process. The emergency proclamation allows the city to procure a contractor to
perform the necessary emergency work to prevent or mitigate loss of, or damage to, property,
essential public services and the environment.
Staff and Urban Corps completed emergency protective measures at a cost of $5,774, which
included debris removal and placement of tarps and stakes in the right-of-way.
Upon proclamation of the emergency, Engineering Systems Inc., the city’s geotechnical
engineering consultant, met with contractors to check on their availability and capabilities to
perform the emergency work. Condon-Johnson & Associates, Inc., or Condon-Johnson, initially
provided a cost estimate of approximately $871,000 for the emergency work.
The emergency work was initially intended to address the unexpected slope movement that
occurred as a result of the recent atmospheric rivers and storms, not to perform the original
scope of work of the Capital Improvement Program project. However, due to recent further
slope movement, the city’s geotechnical engineering consultant has recommended performing
the additional final repairs at the same time as the emergency work.
The contractor Condon-Johnson’s estimate increased to $2,087,090 for the total cost, which
includes the initial estimate of $870,990 for installation of 26 emergency shore stability pins,
which stabilize the slope, and $1,216,100 for installation of an additional row of 28 shore
stability pins and other more permanent repairs such as grading and re-compaction of the slope
within the repair area.
On March 6, 2024, staff issued a notice to proceed to the contractor to perform the emergency
work. The emergency work started on March 12, 2024, and is expected to be completed by
May 17, 2024.
March 26, 2024 Item #7 Page 2 of 10
On March 19, 2024, in keeping with Carlsbad Municipal Code Section 15.16.060(B)(2) – Work
exempt from grading permit, the City Engineer made the determination to exempt the work
from the requirement that the project receive a grading permit.
Fiscal Analysis
Funding for the emergency work in the amount of $3,317,600 will come from the funding in the
General Capital Construction Fund for Capital Improvement Program Project No. 6107.
This emergency work could qualify for outside funding. The City Manager sent a letter to the
California Governor’s Office of Emergency Services on Feb. 22, 2024, requesting any and all
state and federal resources including, but not limited to, state assistance through the California
Disaster Assistance Act. The state replied and subsequently requested supplemental
information on the city’s budget and how recent storms impacted it. On Feb. 26, 2024, staff
provided the requested supplemental information and the initial damage estimate of
$1,293,774, which has now increased to almost $3 million.
Recommendation
Staff recommend that the City Council continue the emergency proclamation again to complete
the emergency work at the slope near El Camino Real and Trieste Drive as swiftly as possible to
prevent damage to nearby infrastructure and property.
Next Steps
The contractor has begun performing the emergency work with an estimated completion date
of May 17, 2024. On March 11, 2024, the contractor, Condon-Johnson, signed the initial
emergency contract for an estimated $870,990 and staff are preparing a change order for the
Trieste Drive Slope Repair Project
Capital Improvement Program Project No. 6107
Total appropriated funds to date $3,317,600
Total expenditures and encumbrances to date -$338,974
Total available funding $2,978,626
Emergency work (slope repair) – Condon-Johnson -$2,087,090
Design and administrative costs (approximately 5%) -$104,400
Construction management and inspection (estimated) -$208,700
Environmental monitoring (estimated) -$50,000
Construction contingency (25%) -$521,800
Total estimated emergency Capital Improvement Program project costs -$2,971,990
Emergency protective measures – Urban Corps -$905
Staff labor and materials costs -$4,869
Total estimated emergency protective measures costs -$5,774
Remaining balance $862
March 26, 2024 Item #7 Page 3 of 10
additional emergency work for a revised total of $2,087,090, which will be presented to the City
Council for ratification at a future date.
Staff will return to the City Council again on April 9, 2024, to review the emergency action and
ask the City Council to determine by a four-fifths vote whether there is a need to continue it.
Environmental Evaluation
The project was determined to be exempt from the California Environmental Quality Act under
Section 15301(d) and (f) of the CEQA Guidelines, which applies to projects for restoration or
rehabilitation of deteriorated or damaged structures, and the addition of safety or health
protection devices. None of the exceptions to the exemption applied to the project and a
Notice of Exemption was filed on Jan. 25, 2023.
Exhibits
1.City Council resolution
2.Proclamation of a storm-related local emergency, dated Feb. 14, 2024
3.Location map
March 26, 2024 Item #7 Page 4 of 10
RESOLUTION NO. 2024-060
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, CONTINUING THE PROCLAMATION OF A STORM-RELATED
LOCAL EMERGENCY FOR REPAIR OF THE SLOPE BETWEEN EL CAMINO REAL
AND TRIESTE DRIVE
WHEREAS, on Feb. 4, 2024, the Governor of the State of California found that conditions of
extreme peril exist in San Diego County and other counties due to the early February 2024 storms
caused by the atmospheric river and proclaimed a state of emergency to make additional resources
available to local governments, formalize emergency actions, and help the state prepare for the impact
of the storms; and
WHEREAS, the City Council empowers the City Manager, as Director of Emergency Services, to
proclaim the existence of a local emergency when the city is affected by a public calamity and the City
Council is not in session; and
WHEREAS, conditions or threatened conditions of extreme peril to the safety of persons and
property have arisen within the City of Carlsbad caused by an unexpected slope movement with
potential to affect nearby property, infrastructure and the environment; and
WHEREAS, on Feb. 14, 2024, the City Manager/Director of Emergency Services proclaimed a
storm-related local emergency for repair of the slope between El Cam ino Real and Trieste Drive,
generally behind the backyards of four residential properties that front onto Trieste Drive (4215 -4245
Trieste Drive); and
WHEREAS, Carlsbad Municipal Code, or CMC, Section 3.28.ll0(A) implements Public Contract
Code Section 22035 and provides an exemption from formal bidding procedures for emergency
construction procurements, and to use the emergency exemption, CMC Section 3.28.120 and Public
Contract Code Section 22050 require a proclamation of a loca l public emergency by a four-fifths vote
of the City Council, or by the City Manager subject to ratification by a four-fifths vote of the City Council
at the next City Council meeting; and
WHEREAS, on Feb. 15, 2024, the City Council ratified the proclamation of a local emergency as
the emergency proclamation and emergency exemption are appropriate in this instance because the
emergency work appears to be caused by unexpected slope movement, which could pose a threat to
the public, property, infrastructure and the environment; and
March 26, 2024 Item #7 Page 5 of 10
Exhibit 1
WHEREAS, on Feb. 27, 2024, the City Council continued the emergency proclamation; and
WHEREAS, on March 12, 2024, the City Council continued the emergency proclamation again,
approved the plans and authorized additional appropriations in the amount of $955,000; and
WHEREAS, on March 19, 2024, the City Council continued the emergency proclamation again;
and
WHEREAS, on March 19, 2024, the City Engineer made the determination to exempt the work
from the requirements of a grading permit, consistent with CMC Section 15.16.060{8)(2); and
WHEREAS, a contractor commenced the emergency work on March 12, 2024, and is expected
to complete the work by May 17, 2024; and
WHEREAS, staff request that the City Council continue the emergency proclamation again to
enable completion of the work; and
WHEREAS, Public Contract Code Section 22050{c)(1) requires the City Council to review the
emergency action at every subsequent City Council meeting to determine, by a four-fifths vote,
whether this is a need to continue the emergency action; and
WHEREAS, the project was determined to be exempt from the California Environmental Quality
Act, or CEQA, under Section 15301{d) and (f) of the CEQA Guidelines, which applies to projects for
restoration or rehabilitation of deteriorated or damaged structures, and the addition of safety or health
protection devices; and
WHEREAS, none of the exceptions to the CEQA exemption applied to the project and a Notice
of Exemption was filed on Jan . 25, 2023.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the Proclamation of a Storm-related Local Emergency for repair of the slope near
El Camino Real and Trieste Drive is continued.
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