HomeMy WebLinkAbout2020-01-09; State Street Drainage Improvement Project; Gomez, PazTo the members of the:
CITY COUNCIL ·
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Jan. 9, 2020
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From:
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Re:
Council Memorandum
Honorable Mayor Hall and Members of the City Council
Paz Gomez, Deputy City Manager, Public)Yor_,ks
Elaine Lu key, Chief Operations Officer r-
State Street Drainage Improvements Project
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Carlsbad
Memo ID# 2020001
This memorandum provides information related to the State Street Drainage Improvements
Project (Project). The Project is part of the city's ongoing Northwest Quadrant Storm Drain
System Rehabilitation and Repair Program, Capital Improvement Program (CIP) Project No.
6608. The information below describes public outreach efforts and the anticipated follow-up
actions.
Background
The segment of State Street between Carlsbad Village Drive and Grand Avenue is located within
the service area of the Northwest Quadrant Storm Drain Program (Program) and is regularly
subject to street ponding during storm events. City maintenance and operations crews are
often mobilized to this location during and.after storm events to dewater the street. To
· alleviate flooding conditions with a more permanent solution,. the Project will improve surface
drainage conditions of the street and install a subsurface drainage system consisting of a storm
drain and five catch basins. The east and west curb sections of State Street will also be removed
and replaced with standard curb and gutter to improve surface conveyance conditions. The
entire street segment will be resurfaced after the drainage improvements are completed. These
improvements will restore pedestrian and vehicular mobility during storm events and reduce
operations and maintenance demand.
On Dec. 17, 2019, the City Council approved the plans and specifications and authorized the
Project for construction bids. The construction documents were then advertised for bids the
following day on the city's website.
Discussion
During the Dec. 16, 2019, City Council briefings, staff was asked to provide a summary of the
public outreach efforts preceding the council decision. The following summarizes
correspondences with each stakeholder:
Carlsbad Village Association
City staff initially notified the Carlsbad Village Association (CVA) of the upcoming Project in
summer 2019. Staff obtained a list of CVA-sponsored events scheduled to occur in late
winter/early spring from the CVA Executive Director, Ms. Christine Davis, in October 2019.
Public Works Branch
Faraday Center 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2730
Honorable Mayor Hall and Members of the City Council
Jan.9,2020
Page 2
These events are expected to overlap with construction and were incorporated into the
contract documents. The contractor will be required to completely demobilize and ready the
site for the public use prior to each event listed in the contract documents.
Staff also assessed scheduling provisions to prevent construction conflicts with the CVA-
sponsored Farmer's Market held on Wednesdays of each week. Unfortunately, the street
segment is not large enough to accommodate both the Farmer's Market and proposed
construction work area. Alternatives such as night work and mandatory construction shut down
on Wednesdays were considered; however, both scenarios resulted in a longer construction
period and higher construction costs. The recommended alternative requires the temporary
relocation of the Farmer's Market throughout the duration of construction, an approximate six-
week period. Staff proposed the alternative to CVA who confirmed that temporary relocation is
an acceptable solution.
Vigi/ucci Cucina lta/iana and Garcia's Mexican Restaurant
Land Development Engineering staff contacted the Vigilucci Cucina ltaliana and Garcia's
Mexican restaurants in September 2019 regarding the expiration of their respective
encroachment permits authorizing the curbside cafes located within State Street. Staff also
notified these restaurants of the upcoming Project at this time. Per the conditions of the
encroachment permits, these restaurants are required to temporarily remove their curbside
cafe within 30 days of receipt of a written notice from the City Engineer. Upon completion of
the Project, these restaurants may reinstall the curbside cafes operating under a right-of-way
use permit. Reinstalled facilities are required to be updated to the city's new curbside cafe
design standard which provides improved stormwater conveyance underneath the structure.
Carlsbad Chamber of Commerce
During the Dec. 16, 2019, City Council briefings, staff was directed to notify the Chamber of
Commerce (Chamber) of the upcoming Project. Staff provided information regarding the
Project to the Chamber's communications manager on Dec. 18, 2019. Staff and the Chamber
are currently organizing a project introduction meeting expected to be held in early January
2020.
Next Steps
All prospective contractors were required to attend a mandatory pre-bid meeting on Jan. 7,
2020, at 9 a.m. at the city's Faraday Center. At this meeting, staff summarized the Project and
highlighted the special contract provisions that detail the sensitivity of the Project area. Bids
received from contractors not in attendance at the meeting will be disqualified. Bidding for
construction of the Project will close on Jan. 21, 2020 at 11 a.m.
Staff will continue to correspond with the above stakeholders prior to construction. A project
introduction mee~ing with the Chamber will be organized with their representatives in January
2020. Staff will also continue to work with CVA in finding and permitting a temporary location
Honorable Mayor Hall and Members of the City Council
Jan. 9, 2020
Page 3
for the Farmer's Market during construction. Additionally, notices to temporarily remove
curbside cafes within the Project area will be sent in early March 2020 so that these facilities
will be relocated in time for construction.
As part of the city's public outreach efforts, a public communications consultant will be
retained by the city prior to the City Council's decision to award the construction contract. The
City Council decision to award the construction contract is tentatively scheduled for the March
10, 2020, City Council meeting.
The pre-construction meeting is expected to take place within the following weeks of the City
Council's decision to award the construction contract with construction commencing by early
April 2020. The contract allo'ws for 45 working days to complete the Project. This includes time
for administrative preparation and project close out. Actual onsite construction is expected to
take six weeks. During construction, the contractor is required to complete all improvements
initiated during the work week and demobilize from the site prior to the weekend, thereby
eliminating construction presence on off-working days.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Tom Frank, Transportation Director
Amanda Guy, Deputy City Attorney
James Wood, Environmental Manager
Hossein Ajideh, Engineering Manager