1 6
6 9
DISCUSSION
City of San Bernardino
Request for Council Action
Date: October 18, 2023
To: Honorable Mayor and City Council Members
From: Charles E. McNeely, Interim City Manager;
Ernesto Salinas, Acting Director of Public Works, Operations and Maintenance
Department: Public Works
Subject: Approving Amendment No. 2 to Cooperative
Agreement No. 19-1002205 with the San Bernardino
County Transportation Authority (SBCTA) for the
Interstate 215/University Parkway Interchange Project
(SS04-019) (Wards 5,6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute Amendment No. 2 to Cooperative Agreement No. 19-1002205 with the San Bernardino County Transportation Authority (SBCTA) for the Interstate 215/University Parkway Interchange Project (SS04-019); and
2. Adopt Resolution No. 2023-159 authorizing the Director of Administrative Services to amend the Interstate 215/University Parkway Interchange Project budget in the amount of $864,908 through the General Fund Balance.
Executive Summary
The Diamond Divergent Interchange project focuses on optimizing traffic flow, enhancing safety while improving operational efficiency, and reducing congestion within the Interstate 215/University Parkway interchange.
Amendment No. 2 is necessary to clearly outline the funding responsibilities for the anticipated increase in project costs due to various design updates and refinements made to the 100% plans. The cost increase will be funded with General Fund balance in the amount of $864,908.
1 6
6 9
Background
The Interstate 215/University Parkway Interchange Project will improve freeway access and relieve traffic congestion on University Parkway due to high traffic volumes and heavy left turn movement onto the southbound I-215 Freeway. In October 2016, the City completed a Project Study Report - Project Development Support (PSR-PDS) recommending a Diverging Diamond Interchange (DDI) configuration as one alternative to address the traffic needs at the interchange. The San Bernardino County Transportation Authority (SBCTA) is currently the lead agency on Project Management, PA/ED, PS&E, ROW, and construction phases and are responsible to complete the PA/ED, PS&E, ROW, and construction work for the project, including the selection and retention of consultants. The City provides permits, inspections, reviews, and City-owned right-of way necessary for project construction. Further details on SBCTA and City responsibilities are outlined in the Cooperative Agreement No. 19- 1002205 (Attachment #4).
On October 26, 2015, the Mayor and City Council approved Resolution No. 2015-233 and Cooperative Agreement No. 16-1001335, which provides that upon completion of the PSR-PDS and acceptance by Caltrans, the project will be turned over to SBCTA for Project Management and delivery.
On June 19, 2019, the Mayor and City Council approved Resolution No. 2019-161 and Cooperative Agreement No.19-1002205, which assumed the terms and conditions of Cooperative Agreement No. 16-1001335. During discussions with SBCTA, it was discovered that Cooperative Agreement No.16-1001335 had inadvertently terminated on June 29, 2018. Therefore, SBCTA recommended a new cooperative agreement to replace Cooperative Agreement No.16-1001335 and provide continuous management after the termination. The new Cooperative Agreement No. 19-1002205 included an increase in the estimated cost for the Project Approval and Environmental Document (PAED) and Plans, Specifications, and Estimates (PS&E) phases, which included estimated costs for the Construction phase. $1,848,293.05 was deposited with SBCTA for Design (PS&E) and Right-of-Way (ROW).
On May 5, 2022, the City approved Amendment No.1 to Cooperative Agreement No. 19-1002205 to reflect cost increases in design costs and for the Right-of-Way phase of the project in the amount of $396,437 addressing estimated settlement costs for acquisition of rights needed to construct and operate the project. At the time, since project design was only at 65% level, City staff and SBCTA agreed to defer any estimated forecasted final construction cost increases to such a time when 100% final plans have been completed.
Discussion
SBCTA is requesting that the City approve Amendment No 2. to Cooperative Agreement No. 19-1002205 in the amount of $864,908 for the construction phase of the project. The revised total amount of SBCTA’s project contribution is $14,236,292 and the City’s contribution is $3,241,418. The total amount of buy-down funds, comprising of various federal funds, remain the same. Should actual construction costs 1 6
6 9
at bid opening exceed the amounts forecasted in the final 100% PS&E an amendment will be taken back to the Mayor and City Council for consideration for the increase in the construction costs.
As of June 2023, the project team has advanced the completion of the 100% final design plans to final approval. The current estimate in Cooperative Agreement No 1. was based on the 65% design. Since then, there were several design updates and refinements as part of the progression of the project design reflected in the 100% plans.
These refinements resulted in an overall increase in project costs as follows:
•Addition of street lighting on Southbound University Parkway, south of the I-215 Freeway.
•Addition of hardscape along University Avenue south of the I-215 Freeway. •Site Improvements at the strip mall and Jack in the Box properties south of the I- 215 Freeway.
•Structural design refinements resulting in quantities increase for the overhead truss signage costs on the southbound University Parkway north of the I-215 Freeway. •Drainage design refinements that increased the size and length of the reinforced concrete pipes needed.
•Traffic control and staging design refinements that increased the amount of K-rail, signage, and crash cushions.
•Design refinements to signal mast arms, increasing associated material and post- structural quantities.
•Addition of stamped concrete on the median and the outlying areas.
Therefore, the overall construction costs increased to approximately $864,908.
Completion of the project Plans Specifications and Estimates PS &E is scheduled for November 2023 and SBCTA requires approval of Amendment No. 2 to Cooperative Agreement No. 19-1002205 to proceed with advertisement of the construction contract of the project based on federal requirements. SBCTA plans to advertise for the project in December of 2023 and anticipates Notice to Proceed (NTP) to construction in March of 2024. The construction phase of the project is funded with approximately $3.1M of federal funds, which buys down the cost for the City and SBCTA. Cost increases in this amendment will be funded with General Fund balance in the amount of $864,908. 2021-2025 Strategic Targets and Goals
This project is consistent with Key Target No 4: Economic Growth & Development.
This project will contribute to ensure that the City is clean and attractive and provides an infrastructure designed for long term economic growth.
Fiscal Impact
The General Fund impact for this action is $864,908. A budget amendment is being requested to execute Amendment No. 2 to the Cooperative Agreement No. 19- 1002205 in the amount of $864,908.
1 6
6 9
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute Amendment No. 2 to Cooperative Agreement No. 19-1002205 with the San Bernardino County Transportation Authority (SBCTA) for the Interstate 215/University Parkway Interchange Project (SS04-019); and
2. Adopt Resolution No. 2023-159 authorizing the Director of Administrative Services to amend the Interstate 215/University Parkway Interchange Project budget in the amount of $864,908 through the General Fund Balance.
Attachments
Attachment 1 Resolution No. 2023-159
Attachment 2 Amendment No. 2 to Cooperative Agreement No.19-1002205 Attachment 3 I-215 University Pkwy Coop Agreement Amendment No. 1 Attachment 4 Original Agreement SBCTA I-215 Coop 19-1002205
Ward:
Fifth Ward; Sixth Ward
Synopsis of Previous Council Actions:
December 6, 2004 Mayor and City Council adopted Resolution No. 2004-383 approving Agreement with TY Lin International to provide a PSR/PR document for the University Parkway/ Interstate 215 Interchange Southbound Loop Entrance Ramp project
(SS04-19)
July 16, 2007 Mayor and City Council adopted Resolution No. 2007-257 approving Amendment No. 1 with TY Lin International to
provide PSR/PR documents for the University
Parkway/Interstate 215 Interchange Southbound Loop
Entrance Ramp project (SS04-19).
February 19, 2008 Mayor and City Council dropped Resolution No. 2008-60 approving Amendment No. 2 with TY Lin International to
provide PSR/ PR documents for the University
Parkway/Interstate 215 Interchange Southbound Loop
Entrance Ramp project (SS04-19).
May 19, 2008 Mayor and City Council adopted Resolution No. 2008-152 approving Amendment No. 3 with TY Lin International to
provide PSR/ PR documents for the University
Parkway/Interstate 215 Interchange Southbound Loop
Entrance Ramp project (SS04-19).
1 6
6 9
July 6, 2009 Mayor and City Council adopted Resolution No. 2009-199 approving Amendment No. 4 with TY Lin International to
provide PSR/PR documents for the University
Parkway/Interstate 215 Interchange Southbound Loop
Entrance Ramp project (SS04-19).
October 19, 2015 Mayor and City Council adopted Resolution No. 2015-233 approving a Memorandum of Understanding (MOU) No.15-
1001217 and Cooperative Agreement No. 16-1001335 with
SANBAG for Project Management of the University
Parkway/Interstate 215 Interchange Southbound Loop
Entrance Ramp project (SS04-19).
September 6, 2016 Mayor and City Council adopted Resolution No. 2016-191 approving Amendment No.1 to Cooperative Agreement No.
16-1001335 with San Bernardino County Transportation
Commission (Authority) for the Interstate 215/University Parkway Interchange Project (SS04-19).
June 19, 2019 Mayor and City Council adopted Resolution No. 2019-161 approving Cooperative Agreement No. 19-1002205 with San Bernardino County Transportation Commission (Authority) for the Interstate 215/University Parkway Interchange Project (SS04-19).
May 4, 2022 Mayor and City Council approving Amendment No.1 to Cooperative Agreement No. 19-1002205 with San
Bernardino County Transportation Commission (Authority) for the Interstate 215/University Parkway Interchange Project (SS04-19).