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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 17, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager
Lynn Merrill, Interim Director of Public Works
Department: Public Works
Subject: Contract Amendment Approval – Mt. Vernon Storm Drain Project (Ward 6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California: Approve Amendment No. 1 to the Professional Services Agreement with Onward Engineering in the amount of $19,612.50, for a total contract amount of $164,539.50 from Storm Drain DIF funding and extend the contract through anticipated completion date of December 30th, 2024.
Executive Summary
The proposed additional scope of work is required for additional potholing, redesign, as well as the California State Water Resources Control Board, Division of Drinking Water (DDW) exemption application. Public Works staff is requesting the approval of Amendment No. 1 to confirm the location and depth of the conflicting waterline, and to modify the design accordingly to provide clearance, over/under, the water Main line. In addition, Onward Engineering will process the application with Division of Drinking Water (DDW) to obtain an exemption for the separation between the water main line and storm drain line. If approved, Amendment No. 1 to the Professional Services Agreement will increase the project cost by $19,612.50, and authorize a contract change order, which will bring the new total amount of the contract to $164,539.50, to complete the design phase of the project.
Background
The existing storm drain system at Cajon Boulevard and Mt. Vernon Avenue runs full on heavy rain days causing drainage and flooding problems. A new storm drain connection will be required to improve the condition of Cajon Boulevard and Mt.
Vernon Avenue. This project will add a new storm drain of Reinforced Concrete Pipe that will connect to the existing 48-inch manhole at 16th Street and Mt. Vernon 1 7
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Avenue, up to the existing 36-inch manhole at Cajon Blvd. and Highland Avenue. The 36-inch manhole at Cajon Boulevard will be replaced with a dual outlet manhole to control the pressure and velocity of the existing storm drain system.
On May 5, 2021, the Mayor and City Council adopted Resolution No. 2021-128 approving the award of a Design Services Agreement with Onward Engineering in the amount of $144,927 for Design Services for the Mt. Vernon Storm Drain Project (SD20-003).
On June 24, 2020, the Mayor and City Council approved Resolution No. 2020-128 adopting the City’s Annual Operating Budget for Fiscal Year 2020/21. The budget included CIP Project SD20-003 for Mt. Vernon Storm Drain (“Project”). Funding to support the Project design has been established in the amount of $300,000 in Storm Drain DIF funding.
Discussion
Following the Mayor and City Council approval of a Professional Services Agreement with Onward Engineering, the firm began designing the improvements for the Mt. Vernon Storm Drain, finalizing the initial design. Over the past year, plans were reviewed by Public Works staff and San Bernardino Municipal Water District (SBMWD) staff, and a potential conflict with Water Main line was raised by SBMWD staff, that was not previously identified during the project design. The San Bernardino Municipal Water District (SBMWD) does not have accurate as-built information on the recently identified water main line. Following initial potholing, it was determined to be very deep and require substantial potholing effort to determine its accurate depth.
Public Works Department staff met with Onward Engineering and received input on the requested modifications to the Project.
The modifications and additional tasks include:
1. Additional potholing on Mt. Vernon to determine the depth of the 24-inch Water Main crossing the proposed Storm Drain line
2. Design changes due to Water Main conflict
3. Preparation of Division of Drinking Water (DDW) Exemption The design and construction of this Storm Drain is consistent with the designated use of this funding, as completion of the project will serve the task of carrying rainfall and runoff water away from the street to prevent flooding. Onward Engineering provided a proposal for an amendment to the contract in the amount of $19,612.50 to complete the requested modifications. In addition to the modifications of the project, approving Amendment No. 1 will also extend the original term of the agreement through the anticipated completion date of December 30, 2024.
Funding for the Project was established in FY 2020/21 Capital Improvement Program (CIP) project SD20-003 budget through Storm Drain DIF funding (Fund 1 7
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No. 248). The total project cost breakdown is as follows:
Onward Engineering Original
Contract
$144,927.00
Amendment No. 1
$19,612.50
New Total Project Cost
$164,539.50
2021-2025 Strategic Targets and Goals
This project is consistent with Key Target No.1 – Improved Operational & Financial Capacity – Minimize risk and litigation exposure. Approval of this resolution will result in public improvements being constructed that minimize risk and litigation exposure.
Fiscal Impact
There is no General Fund impact with this item. There is sufficient funding within this project to support this item.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California: Approve Amendment No. 1 to the Professional Services Agreement with Onward Engineering in the amount of $19,612.50, for a total contract amount of $164,539.50, for the Mt. Vernon Storm Drain Project and extend the contract through anticipated completion date of December 30th, 2024.
Attachments
Attachment 1 – Amendment No. 1
Attachment 2 – Exhibit A: Onward Engineering Amendment Letter Attachment 3 – Professional Services Agreement with Onward Engineering Ward:
Sixth Ward
Synopsis of Previous Council Actions:
June 24, 2020 The Mayor and City Council approved Resolution No. 2020-128 adopting the City’s approving the City’s Annual Operating Budget for Fiscal Year 2020-21. The budget included CIP Project SD20-003 for Mt. Vernon Storm Drain (“Project”). Funding to support the Project design has been established in the amount of $300,000 in Storm drain DIF funding.