Joint Meeting Council/BFPD
07/21/26 05:30 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6477
AGENDA ITEM
AGENDA MATTER:
ACCEPTANCE OF AMENDED FUNDING AGREEMENT WITH SAN BERNARDINO COUNTY FOR
BARSTOW CEMETERY DISTRICT AND APPROVAL OF CONTRACT TO ADVANCED ENGINEERING
USA AND CHANGE ORDERS FOR THE MOUNTAIN VIEW MEMORIAL CEMETERY LANDSCAPE
CURBING PROJECT
EXECUTIVE SUMMARY:
The City of Barstow entered into a Contract Agreement with the San Bernardino County Board of Supervisors on October 7, 2025, for "Landscape Curbing" (“Project”) at the Mountain View Memorial Cemetery. The County's contribution totaled $80,000 (75%) with a local match for the City of Barstow totaling $26,667 for a grand total of $106,667 for the Project.
City Staff has identified the need for expansion of the initial scope of work to maximize available funding and has been in discussions with San Bernardino County Board of Supervisors Staff to amend the current Agreement to allow for the expanded scope.
Items from the expanded scope include (2) Change Orders for additional curbing and bonding required for the Project. The revised scope also identifies the need for placement and compaction of decomposed granite (“DG”) throughout the designated curbing areas. The DG material to be utilized was purchased directly by the Mountain View Memorial Cemetery and is currently stockpiled onsite at the Cemetery.
DISCUSSION:
The Mountain View Memorial Cemetery District (“District”) requested financial assistance through the Office of San Bernardino County, First District Supervisor Col. Paul Cook, through the County’s District Specific Priorities Program for the landscape curbing project (“Project”). The San Bernardino County Board of Supervisors allocated discretionary funding to Project, and as a condition of the funding award the District was required to provide a twenty five percent (25%) local funding match.
On October 7, 2025, the City Council approved a Funding Agreement between the City of Barstow and the County of San Bernardino in the total amount of $106,667 for the Project. The County’s contribution of seventy five percent (75%) totaled $80,000, with the City providing the required local match of twenty five percent (25%) totaling $26,667.
In accordance with the City’s Purchasing Policy and the California Uniform Public Construction Cost Accounting Act (CUPCCAA), City staff publicly advertised the project for informal bids on April 6, 2026. A total of ten (10) bids were received on or before the April 22, 2026, informal bid deadline. Following a review of bid responsiveness and contractor qualifications, Advanced Engineering USA was determined to be the lowest responsive and responsible bidder, submitting a bid in the amount of $54,117.00 Below is the list of bids received.
Company Name Proposal Quote
HS Brown Construction Inc. $126,332.00
Joint Meeting Council/BFPD
07/21/26 05:30 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6477
AGENDA ITEM
JCJ Chavez Construction Inc. $253,296.00
Kormex Construction Inc. $118,000.00
Synthetic Grass Showroom Inc. $70,000.00
Leonida Builders Inc. $134,640.00
Gentry General Engineering $88,795.00
JDR Construction $81,550.00
No Limit Construction $122,000.00
Junior Prospect Landscaping $67,900.00
Advanced Engineering USA $54,117.00
Following award of the contract, City staff identified an opportunity to maximize the available project funding by completing additional landscape curbing improvements that were not included in the original scope due to budget constraints during the bidding process. The additional improvements served to provide a continuous and functional perimeter restraint for the proposed landscape improvements and enhance the overall completion of the Project.
To accomplish the expanded scope of work, City staff negotiated Change Order No. 1 (Attachment A) in the amount of $19,899.00 for the installation of additional landscape curbing. In accordance with the increased contract amount, Change Order No. 2 (Attachment B) in the amount of $1,853.00 is required to provide the additional payment bond coverage required under the contract documents and applicable provisions of the California Public Contract Code.
City staff is requesting that the City Council approve Change Order No. 1 to complete the expanded project scope and authorize the Change Order No 2 for the required payment bond. Upon approval, the project will remain within the available funding allocation, with an estimated remaining balance of $30,798 available for eligible project expenditures.
Additionally, in recent weeks, City Staff has been working with the San Bernardino County Board of Supervisors to further amend the current Contract Agreement to include an expanded scope of work which would allow placement of landscape materials within the designated curbing areas. The amended Contract (Attachment C) which includes the proposed expanded scope to fully utilize available funding is also presented for the City Council’s review and consideration. Staff recommends approval of the amended agreement and associated change orders to ensure completion of the project to maximize the use of available funding and provide the needed long-term landscaping improvements.
FISCAL IMPACT:
The City Council previously approved $26,667 from Measure Q General Fund balance and in-kind staff support to manage the curbing project. Current City Council action would authorize Change Orders No. 1 and No. 2 and authorize the amendment to the contract between the County of San Bernardino and the Joint Meeting Council/BFPD
07/21/26 05:30 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6477
AGENDA ITEM
City of Barstow to amend the scope of work of the project, to include curbing and the placement of landscape material. No additional funding is required as part of the approvals requested under this staff report.
RECOMMENDED ACTION:
City Council is requested to:
1. Approve the amended Agreement between the City of Barstow and the San Bernardino County Board of Supervisors to expand the project scope to include curbing, as well as the placement of landscape materials within designated curbing areas.
2. Approve Change Order No. 1 to Advanced Engineering USA in the amount of $19,899.00 for additional landscape curbing improvements.
3. Approve Change Order No. 2 in the amount of $1,853.00 for the required increase to the project for payment bond.
4. Authorize the City Manager, or designee, to execute the amended agreement, change orders, and all related contract documents.