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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 – Pepper Avenue
Rehabilitation Project (Wards 3, 6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager to execute all documents and: Approve Amendment No. 3 to the Professional Services Agreement with Kabbara Engineering in the amount of $10,000, for a total contract amount of $255,531 for Pepper Avenue Rehabilitation Project and extend the term of the agreement through the anticipated completion date of December 30, 2024.
Executive Summary
When the road surface condition becomes worn or damaged due to aging, weather, and traffic, rehabilitation or resurfacing is needed to restore the pavement surface. Kabbara Engineering has been providing construction engineering support services to complete the Pepper Ave. Rehabilitation Project, for a total of approximately 2 miles. Public Works staff is requesting the approval of Amendment No.3 for additional construction engineering support services. If approved, Amendment No. 3 to the Professional Services Agreement will increase the project cost by $10,000, and authorize a contract change order for a new total amount, not to exceed of $255,531, to complete the design phase of the project.
Background
Pepper Avenue from Baseline Road to Mill Street was previously identified in the City’s approved Pavement Management Analysis in need of immediate rehabilitation. The project in general will consist of, but is not limited to, pavement rehabilitation, grinding of existing asphalt at Pepper Avenue between Baseline Road and Mill Street, for a total of approximately 2 miles; repair damaged portion and overlay with new asphalt and 1 7
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restripe; replace damaged curb, gutter and sidewalk within the project limits.
On February 17, 2021, the Mayor and City Council awarded a Professional Services Agreement with Kabbara Engineering for design services for Pepper Avenue project in the amount of $234,911.00.
On February 2, 2022, the Mayor and City Council approved Amendment No.1 to the Master Agreement, for the purpose of including additional funds for the performance of services under the Master Agreement for $6,120.00 for a new contract amount of $241,031.00.
On August 3, 2022, the Mayor and City Council approved Amendment No. 2 to the Master Agreement, to include additional funds for the continued performance of the services in accordance with the compensation provisions of the Master Agreement, in the amount of $4,500.00 for a new contract amount of $245,531.00.
Discussion
Following Mayor and City Council approval of a Professional Services Agreement with Kabbara Engineering, the firm began designing the improvements to the Pepper Avenue project, finalizing the initial design in 2022. Over the past year the Public Works Department staff met with Kabbara Engineering and received additional construction engineering support services necessary to complete the final stage of the Pepper Avenue Rehabilitation project.
Public Works Department staff met with Kabbara Engineering and received input on the requested modifications to the Project. The modifications and additional tasks include:
1. Construction Engineering Support - Kabbara Engineering
2. Atlas Technical Services LLC (Geotechnical Subconsultants).
Design and construction of Pepper Ave. project are consistent with the designated use of this funding as completion of the project will support safety, reduce accidents due to potholes or uneven terrain. This will also help the street be resistant to weathering and erosion, it will require less maintenance and the street will last longer. Kabbara Engineering provided a proposal for an amendment to the contract in the amount of $10,000 to complete the project. Approving Amendment No. 3 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 City’s Annual Operating Budget which included Capital Improvement Plan (CIP) SS20-010 – and established a budget 1 7
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of $200,000 in Measure I Fund No. 129. The total project cost breakdown is as follows:
Kabbara Eng. Original Contract $234,911.00
Amendment No. 1 $6,120.00
Amendment No. 2 $4,500.00
Amendment No. 3 $10,000.00
Total New Kabbara Eng. Contract $255,531.00
2021-2025 Strategic Targets and Goals
This project is consistent with Key Target No.1 – Improved Operational & Financial Capacity by leveraging existing resources to provide needed improvements at Pepper Avenue for safer and better traffic flow, ADA access for pedestrian safety and enhance services to the community.
Fiscal Impact:
There is no General Fund impact with this item. Sufficient Measure I budget exists within the project to support this item. To date, 129-160-8713 has a remaining budget of $2,719,094.02 to support this item.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager to execute all documents and:
Approve Amendment No. 3 to the Professional Services Agreement with Kabbara Engineering in the amount of $10,000, for a total contract amount of $255,531 for the Pepper Avenue Rehabilitation Project and extend the term of the agreement through the anticipated completion data of December 30, 2024.
Attachments
Attachment 1 - Amendment No. 3
Attachment 2 - Exhibit A: Kabbara Engineering Amendment Letter Attachment 3 - Original Professional Services Agreement with Kabbara Engineering
Ward:
Third Ward; Sixth Ward
Synopsis of Previous Council Actions:
February 17, 2021 Resolution No.2021-34 adopted agreement with Kabbara Engineering in the amount of $234,911 to provide the design of Pepper Avenue Rehabilitation from Baseline Road to Mill Street
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February 2, 2022 Approved First Amendment to the Professional Services Agreement with Kabbara Engineering
August 3, 2022 Approved Second Amendment to the Professional Services Agreement with Kabbara Engineering