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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 Change Order Approval – Pavement
Rehabilitation at Three Locations- Ward 3
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the Director of Finance and Management Services to allocate an additional $643,910.10 to fund the change order to complete the pavement improvements "Project"; and
2. Approve the Construction Contract Change Order with Matich Corporation Company in the amount of $643,910.10 to complete the "Project"; and
3. Authorize the project construction and construction contingencies in the total amount of $693,000 to provide pavement improvements to complete the "Project"; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary:
To complete the required street improvements, a change order to the contract with Matich Corporation Company is requested. Public Works staff is requesting an amendment to the contract to utilize the remaining funds allocated in the Community Development Block Grant (CDBG) account, and to extend the limits of the pavement to be completed from the remaining CDBG Fund balance in the amount of $705,530.78 and authorize a contract change order including construction in the amount of $643,910.10 and contingencies in the amount $49,089.90 for a total amount of $693,000 to Matich Corporation Company.
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Background:
The Public Works Department is responsible for maintaining streets citywide. In March 2020, a Pavement Management Analysis was completed which used scientific methods to rate the condition of all public streets in the City. Street segments (intersection to intersection) were rated based on Remaining Service Life (“RSL”) in years with a rating of 20 representing the condition of a recently completed street.
Segments with RSL between 20 and 10 are usually maintained using crack sealing and slurry sealing. Segments with an RSL of 10 or less are generally in need of major maintenance, usually consisting of mill and overlay. Segments with RSL less than 5 require complete removal and replacement.
Community Development Block Grants (CDBG) partners with rural cities and counties to improve the lives of their low- and moderate-income residents through the creation and expansion of community and economic development opportunities, in support of livable communities. These street segments were chosen for that purpose and to help in-fill projects that are planned on these street segments.
In anticipation of this work, on June 1, 2022, the Mayor and City Council approved and adopted the City of San Bernandino’s Annual Operating Budgets and Capital Improvements Plan (CIP) for FY 2023 and FY2024.The CIP established CDBG Funding in the amount of $1,628,207.00.00 for the project to rehabilitate the following locations:
• Rialto Avenue from Mt. Vernon Avenue to Bridge (Ward 3) • 10th Street from “F” Street to “H” Street to Knuckle (Ward 1) • 49th Street from Sierra Way to End (Ward 4)
Plans and specifications were prepared with the proposed scope of work for the locations to include pavement rehabilitation and provide missing sidewalk and ADA access ramps.
Discussion:
A contract was awarded to Matich Corporation Company at the City Council meeting on August 2, 2023, in the amount of $763,593.55, to provide Pavement Rehabilitation at Three Locations and is expected to be completed in the first quarter of 2024.The available funds remaining in the CDBG grant will allow the staff to extend the limits on the scope of the street rehab to include Rialto Avenue from 3760 feet east of Rialto Avenue, and extending westerly to the Metrolink Tracks approximately 800 feet west of Macy Street. The extended limits will allow the City to expend all the CDBG funds allocated for the paving project for fiscal year 2022/2023 and benefit the City with the additional 4,560 feet of pavement rehabilitation and provide missing sidewalk and ADA access ramps.
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There is no General Fund impact associated with this item. CDBG funding was previously appropriated in the FY 2021/22 Capital Improvement Plan. To date, the remaining CDBG budget for this project is $1,925,386.33 A Project budget for the proposed work was previously established through the adopted FY 2021/22 Capital Improvement Plan in the CDBG fund as follows:
Citywide Pavement Rehabilitation (CDBG, G.L. No. 119-160-8886*5504) $1,628,207.00
The overall cost of the improvement work is as follows:
Original Construction Bid Amount $763,593.55 Contract Change Order
$643,910.10
Original Contract Contingency $76,359.40 Original Engineering and inspections $76,359.40 Contract Change Order Contingency $49,089.90 Staff Time $18,894.65 Total Amount $1,628,207.00 The existing section incorporated into the initial project scope adheres to the Community Development Block Grant (CDBG) guidelines, specifying that the extended street segment should seamlessly connect with the original segment.
Furthermore, following field inspections, visual assessments, and a pavement evaluation report conducted in 2019, the Remaining Service Life (RSL) of the pavement within the extended project limits was determined to fall within the unacceptable distress range of 2 to 6 values.
The contractor is currently mobilized and has indicated that they can complete this additional work by April 15, 2024, subject to timely issuance of a change order after the council approval.
2021-2025 Strategic Targets and Goals:
This project is consistent with Key Target No.1e: Improved Operational & Financial Capacity – Minimize risk and litigation exposure. Approval of this project will result in public improvements being constructed that minimize risk and litigation exposure through street improvements in the City.
Fiscal Impact:
There is no General Fund impact associated with this item. CDBG funding was previously appropriated in the FY 2021/22 Capital Improvement Plan. To date, the remaining CDBG budget for this project is $1,925,386.
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Conclusion:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the Director of Finance and Management Services to allocate an additional $643,910.10 to fund the change order to complete the pavement Improvements "Project"; and
2. Approve the Construction Contract Change Order with Matich Corporation Company in the amount of $643,910.10 to complete the "Project"; and
3. Authorize the project construction and construction contingencies in the total amount of $693,000 to provide pavements improvements to complete the "Project"; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments:
Attachment 1 Change Order - Matich Corporation
Attachment 2 Agreement with Matich Corporation Company Ward:
3 Synopsis of Previous Council Actions:
June 1, 2022 Mayor and City Council adopted Resolution No. 2022-102 approving and adopting the City of San Bernardino annual operating budgets and capital Improvements plan (CIP) for FY 2023 and FY2024.
August 2, 2023 Mayor and City Council Awarded a construction contract to Matich Corporation