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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the Lakeview Drive Road Repair Project, Contract PW 18-31215, CIP 78722, Contract 2752:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
FUNDING: Local and State discretionary funding initially (100%), with Department of Transportation staff working with the Federal Emergency Management Agency (FEMA) and the California Office of Emergency Services to obtain reimbursement. (Local, State, and Federal)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Department of Transportation (Transportation), recommending the Board consider the following pertaining to the Lakeview Drive Road Repair Project (Project), Contract PW 18-31215, CIP 78722, Contract 2752:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and,
2) Authorize advertisement for construction bids.
The Project is identified as one of the 2017 storm damage projects as presented to the Board on January 23, 2018 (Item 33).
DISCUSSION / BACKGROUND
Starting in early January 2017, a series of heavy rainstorms over approximately eight weeks severely damaged County roads at over thirty (30) locations in the Tahoe Basin. One of these locations was Lakeview Drive in South Lake Tahoe.
On June 6, 2017 (Item 43), the Transportation Maintenance staff delivered a presentation to the Board detailing the condition of the roads in the Tahoe Basin and the immediate need for repairs to prevent road closures this coming winter season. Transportation Maintenance and Engineering staff worked together to determine which roads and portions of roads in the Tahoe Basin might be eligible for emergency reimbursement from the Federal Emergency Management Agency (FEMA) and the California Office of Emergency Services (Cal OES). Lakeview Drive was identified as one of the projects eligible for emergency reimbursement.
The Project is located along Lakeview Drive on the west shore of Lake Tahoe. As a result of the 2017 winter storms, approximately 75 feet of the outside edge of the roadway on Lakeview Drive cracked and settled. In order to keep the integrity of the existing roadway through last winter, the Transportation Maintenance staff constructed a temporary asphalt concrete berm to divert runoff around the failure area. The Project work will include reconstruction of the failed slope and roadway, removing failed substructure, installation of a sub-surface drain, rebuilding the slope and roadway with engineered fill material, construction of rolled concrete curb and gutter, and paving the roadway. Lakeview Drive in this area will be closed throughout the duration of this Project. A County Special Event Permit for the road closure of Lakeview Drive has been fully executed by the Director. The estimated total cost of the Project is $432,000.
ALTERNATIVES
1) The Board could choose to not approve the Contract Documents. Transportation would make any changes requested by the Board and return at a later date. This would increase the cost of the Project and delay the delivery schedule.
2) The Board could choose to not authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date. This would increase the cost of the Project and delay the delivery schedule.
3) The Board could choose to cancel the Project. Transportation would be ineligible for reimbursement from FEMA for funds spent to date.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the Contract Documents.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no Net County Cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid. The total estimated cost for the Project’s construction phase is $300,000, which includes construction items of work, construction management, inspection, materials testing, supplemental costs, and contingencies.
The estimated construction cost is included in the Project budget, which is eligible for 75% reimbursement by FEMA and 18.75% reimbursement by California Office of Emergency Services. The remaining 6.25% is local and state discretionary funding. Transportation will continue working with these agencies to obtain the maximum allowable reimbursement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on the Construction Plan cover sheet for the Project.
2) The Clerk of the Board will forward the original signed Construction Plan cover sheet to John Kahling, Transportation, Headington Engineering.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation