FORMCM·36
CITY OF GLENDALE CALIFORNIA
REPORT TO CITY COUNCIL
October 10, 2006
AGENDA ITEM
Report regarding the Gladys Drive Roadway Repair and Sleepy Hollow Place Slope Repair.
(1) Resolution to Adopt Plan No. 1-2869 and Specifications No. 3205; to Dispense with
Competitive Bidding; and Authorizing Negotiations with a Single Source, Not-to-Exceed
$200,000 for the construction of Gladys Drive Roadway Repair and Sleepy Hollow Place
Slope Repair.
COUNCIL ACTION
Public Hearing [ ] Ordinance [ ] Consent Calendar [~] Action Item [ ] Report Only [ ]
Approved for October 10, 2006 calendar
ADMINISTRATIVE ACTION
Submitted
Stephen M. Zum, Director of Public Works
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Prepared
Roubik R. Golanian, P.E., City Engineer
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Approved
James E. Starbird, City Manager
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Reviewed
Christina R. Sansone, Sr. Assistant City Attomey
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RECOMMENDATION
Staff respectfully requests. Council's consideration to adopt a Resolution to Adopt Plan No.
1-2869 and Specifications No. 3205; to dispense with competitive bidding; and authorizing
negotiations with a single source, not-to-exceed $200,000 for the Gladys Drive Roadway Repair
and Sleepy Hollow Place Slope Repair.
5 D
Gladys Drive Roadway Repair and Sleepy HollowPlace Slope Repair.
October 10, 2006
Page 2 of4
SUMMARY
(1) Plans and Specifications have been prepared for the Gladys Drive Roadway Repair and
Sleepy Hollow Place Slope Repair, at the following locations:
1. Gladys Drive - between Luring Drive and Westerly Terminus, and
2. 2700 Block Sleepy Hollow Place - between Valley Vista Drive and Corlington Road.
These two locations were affected by the heavy rains that occurred during the winter of
2004/2005. As a result, the roadway on Gladys Drive has been closed to through tr.affic. Also,
the slope along the 2700 block of Sleepy Hollow Place needs to be re-graded and supported by a
new retaining wall. Engineering staff believes that this work must be completed before the start
of the next rainy season. If the City were to follow the competitive bidding process for this
project, construction cannot begin until spring 2007. In that event, Gladys Drive would continue
to be unavailable to the public, and there would be a risk of further degradation and erosion of
the slope on Sleepy Hollow Place.
Because there is an urgent need to complete the work before the next rainy season, staff proposes
to dispense with competitive bidding and directly negotiate a contract with JMA Construction
Company, a construction company already contracted by the City to construct the Cavanagh
Road and Pennerton Drive Slope Repair Project. JMA Construction Company will be mobilized
for construction in early October 2006. The nature of the work is similar for both projects
insofar as the work requires the construction of retaining wall systems to support the roadway
adjacent to slope failures caused by the winter 2005 storms, and FEMA is the funding source for
the repairs.
FISCAL IMPACT
Staff estimates that the cost for the Gladys Drive Roadway Repair and Sleepy Hollow Place
Slope Repair will not exceed $200,000. In addition, staff recommends a reserve for
contingencies for this project of approximately 25% or $50,000. The contingency amount is
based on previous experience, and is commensurate with the nature and condition of the project.
This will allow us to account for any incidental work, and unforeseen field conditions that could
be encountered during construction, and any resulting field modifications that may be necessary.
The breakdown of the current FEMA obligated funds along with their appropriated account
numbers are as follows:
Location
City Assigned Account No.
Gladys Drive
2700 Block Sleepy Hollow Place
G51530
G51529
Approved Amount
$ 90,458.00
$ 27,278.64
Total $117,736.64
Gladys Drive Roadway Repair and Sleepy Hollow Place Slope Repair.
October 10, 2006
Page 3 of 4
Funding for this project has been obligated for reimbursement by FEMA and California Office of
Emergency Services (OES) in the amount of $117,736.64 and was appropriated in a Resolution
of Appropriation by the City Council on June 27,2006. FEMA will reimburse the actual cost of
the roadway repair at Gladys Drive, as long as it is within the approved scope of work. The City
will fund the difference between the FEMA-obligated amount and the actual cost for the slope
repair at the 2700 Block Sleepy Hollow Place. The unreimbursable and non-participating
balance is available in the approved Capital Improvement Project Budget, Account No. 40251502, FY 2005-06 Street Reconstruction Program.
BACKGROUND
Project Scope of Work
Gladys Drive:
In general, the work consists of:
Construction of approximately 25 lineal feet of retaining wall to support the easterly section
of Gladys Drive. The proposed retaining wall system will be constructed with reinforced
concrete soldier piles imbedded in bed rock, and a reinforced concrete tie beam with
shotcrete wall. The wall system will be further strengthened with the installation of four tieback anchors. There will be a railing system installed on top of the wall to protect the public
from the steep slope;
2700 Block Sleepy Hollow Place:
In general, the work consists of:
1) Construction of approximately 28 lineal feet of retaining wall to support the westerly
section of Sleepy Hollow Place. The proposed retaining wall system will be constructed
with reinforced concrete friction piles imbedded in bed rock, and a reinforced concrete
grade beam to support a concrete retaining wall.
2) Grading of privately owned slope adjacent to proposed' retaining wall to include the
importing and compacting of fill material.
In winter of 2004/2005, Southern California experienced an "EI Nino" type year, receiving over
37 inches of rainfall for the entire year. The constant rains caused numerous calamities including
flooding, mud slides, and slope, culvert and road failures. The City of Glendale did not escape
unscathed. Within the City, there were a total of 20 slope, culvert and road failures costing
millions of dollars in damages.
The heavy rains caused the hillside areas adjacent to a portion of Gladys Drive and Sleepy
Hollow Place to experience severe saturation and stonn-induced slope distress resulting in slope
and roadway failure on the downhill side of the roadways.
On February 4,2005, the Federal Emergency Management Agency (FEMA) declared Southern
California a Federal Disaster Area. The City applied for and was approved by FEMA to receive
Gladys Drive Roadway Repair and Sleepy Hollow Place Slope Repair.
October 10, 2006
Page4of4
reimbursement for the repair and reconstruction of the slope, culvert and road failures. This
includes the repair of the Gladys Drive and Sleepy Hollow Place road failures.
In August 2003, MTC Engineering, Inc. prepared a geotechnical report for the owner of lots 75
and 77 located north of 2691 Sleepy Hollow Place, who was proposing to construct a two-story
residential building on the property. Based on the recommendations in the report, construction
drawings for the repair of the roadway in the vicinity of the failure were prepared by the Cityretained engineering consultant firm of George G. Boghossian & Associates.
In February 2006, the City retained the geotechnical services of Smith-Emery GeoServices to
provide recommendations for the roadway repair on Gladys Drive. Smith-Emery submitted a
report of their recommendations to the City in February 2006. Based on the recommendations in
the report, construction drawings for the repair of the roadway on Gladys Drive and the slope on
Sleepy Hollow Place were prepared by the City-retained engineering consultant firm of George
G. Boghossian & Associates.
Environmental Review
This project is Statutorily Exempt from the requirements of the California Environmental Quality
Act ("CEQA") guidelines pursuant to 14 California Code of Regulations, Section 15301, repair
of existing public facilities.
Project Schedule
The construction of the project is anticipated to begin in November 2006, and be completed by
end of December 2006, for both locations barring weather delays.
EXHIBITS
(1) Map showing the location of the project sites.
U;\Engineering\Design\SMody\SaumiI12OO6 ProjectslSleepy Hollow DrivelGladys & Sleepy Hollow-Report LegaI9-27-06.doc
RESOLUTION NO •
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A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE,
CALIFORNIA., ADOPTING PLAN NO. 1-2869 AND SPECIFICATIONS
NO. 3205; TO DISPENSE WITH COMPETITIVE BIDDING; AND
APPROVING AN AGREEMENT WITH JMA CONSTROCTION COMPANY FOR
GLADYS DRIVE ROADWAY REPAIR AND SLEEPY HOLLOW PLACE SLOPE
REPAIR •.
WHEREAS, Due to heavy rainfall in 2004/2005 and super-
saturation of the ground, roadways became unstable and slope
failures occurred in certain areas of the City; and
WHEREAS,
the City and State of California declared a state
of emergency as a result of the rain inundation and damage caused
thereby; and
WHEREAS,
staff has been working with FEMA to obtain funds to
repair hillside slopes and other damage in certain areas of the
City including roadway work on Gladys Drive, which is partially
closed, and the 2700 Block of Sleepy Hollow Place; and
WHEREAS, because we are entering the rainy season,
said
repair work needs to be commenced as soon as possible to avoid
further damage to Gladys Drive and the slope on Sleepy Hollow
Place by the coming winter storms; and
WHEREAS,
the City previously entered into an agreement with
JMA Construction Company to conduct similar slope repair and
roadway rehabilitation work on Cavanagh Road and Pennerton Drive;
and
WHEREAS, JMA Construction Company is fully qualified and
mobilized to commence construction on Gladys Drive and Sleepy
Hollow Place; and
WHEREAS, Glendale Charter Art. VI,
Sec. 9 provides an
exemption to competitive bidding where the Council determines it
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J:IFILES\DOCFILESIFACTFIND\dispense with bid JMA Constr Co
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is in the best interests of the City to dispense with competitive
bidding.
NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
GLENDALE:
1.
That the foregoing facts are deemed to be true and
correct and a basis for dispensing with competitive bidding and
authorizing the negotiation and execution of an agreement with a
qualified firm.
2.
The City Manager is hereby authorized to execute an
Agreement with JMA Construction Company for a fee not to exceed
$200,000,000 for the repair of the roadway on Gladys Drive and
slope repair on the 2700 Block of Sleepy Hollow Place and other
ancillary reconstruction work in the area, plus a reserve for
contingencies of $50,000, subject to approval by the City
Attorney.
Adopted this
day of
, 2006.
Mayor
ATTEST:
City Clerk
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STATE OF CALIFORNIA
SS
COUNTY OF LOS ANGELES
I, Ardashes Kassakhian, Clerk of the City of Glendale,
certify that the foregoing Resolution No.
was
adopted by the Council of the City of Glendale, California, at a
regular meeting held on the
day of
2006, and that same was adopted by the following vote:
Ayes:
Noes:
Absent:
Abstain:
City Clerk
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GLADYS DRIVE
GLADYS DRIVE ROAD REPAIR AND SLOPE
REPAIR FOR SLEEPY HOLLOW PLACE
PROJECT LOCATION
•
2700 BLOCK SLEEPY HOLLOW PL.
FREEWAY
em BOUNDARY
PROJECT LOCATION MAP