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File Number: 23-330 At location 1, further hillside erosion has a strong potential to damage the two residential Astor Court structures. Repairs need to be conducted in dry weather and before the next wet season. Completion of the repair design is expected in July, 2023. Permanent repairs should be completed by November 2023, before the start of the next wet season. At location 2, the slide area must be repaired before the full roadway width can be reopened to vehicular traffic. Repairs at this location will not be implemented until after the next wet season; however, design effort for this location will commence later in 2023. Both locations have been submitted to FEMA for grant funding. Reimbursement of 75% of the repair costs is expected. Analysis Completion of the upslope repairs before November 2023 cannot be achieved with standard competitive solicitation and award procedures. The standard process includes an advertisement period, bid vetting, and City Council award, which typically takes four months. The storm that caused the upslope damage was declared an emergency; staff recommends that the City Council find that with respect to the upslope repair, emergency conditions exist such that pursuant to Public Contract Code section 22050 the standard purchasing process for competitive bids and award by City Council is waived and that the City Manager is authorized to solicit proposals for the work and select a contractor based on their price and on their ability to complete the repair within the required schedule. This action requires a four-fifths vote by the Council. As is standard in the construction industry, staff will balance site investigation costs with the risk of finding unforeseen conditions during construction as well as the design costs with the level of detail on the plans. As a result, unforeseen conditions may be encountered during construction and plan details may need to be adjusted or clarified. In order to minimize delay to the project and ensure that the scope of work is adjusted as needed to provide the highest quality project for the City, staff requests that the City Council authorize the City Manager, or her designee, to negotiate and approve individual change orders up to 5% of the awarded contract amount and change orders up to a cumulative value of 10% of the awarded contract amount. This will help ensure efficient completion of the project on budget and on schedule. Additional funding in the amount of $450,000 is required to fund design and construction of the upslope repair at location 1, and design of the downslope repair at location 2. It is expected that FEMA will reimburse 75% of the repair costs; however, an agreement has not been executed. Current Agency Policies ·Maintain and enhance San Leandro's infrastructure. Previous Actions ·On April 3, 2023, the City Council by Resolution No. 2023-033 proclaimed a local emergency related to persistent storm events. Page 2 City of San Leandro Printed on 7/12/2023