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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: July 3, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Lynn Merrill, Director of Public Works, Operations and
Maintenance
Department: Public Works
Subject: Award of Agreement for Construction of the Cross Street Bridge Replacement and Fairfax Elementary
School Playground Restoration (Ward 2)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-148:
1. Approving the award of an Agreement with Jilk Heavy Construction, Inc. in the amount of $2,945,503.50 for Cross Street Bridge Replacement and Fairfax Elementary School Playground Restoration (Project); and
2. Authorizing the construction contingencies, construction management, and administrative costs in the total amount of $467,440.78 for construction of the Project; and
3. Authorizing the Director of Finance and Management Services to amend the FY 2023/24 CIP budget with an additional $2,700,000 from the General Fund to bring the total project budget to $3,412,944.28; and
4. Authorizing the City Manager or designee to execute all documents with Jilk Heavy Construction, Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
6. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
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Executive Summary:
The Agreement would allow the City to issue Jilk Heavy Construction, Inc. a Notice to Proceed, initiating the process to construct the Cross Street Bridge Replacement and Fairfax Elementary School Playground. The agreement will include Jilk Heavy Construction, Inc.’s Base Bid and Additive Alternate construction cost of $2,945,503.50.
Additional funds are recommended for construction contingencies and construction management costs for a total of $467,440.78 The total cost of construction, construction management, and construction contingencies is $3,412,944.28. Approving an additional $2,700,000 from the General Fund will fund the project.
Background
The Cross Street bridge is located at 1367 Cross Street, and it spans over a San Bernardino County Flood Control District (SBCFCD) flood control channel. It serves as the sole access point to a residential neighborhood. The bridge was condemned in late February 2023 following a fire incident that resulted in the complete loss of access, including emergency services access to this neighborhood, and was subsequently closed for both vehicular and pedestrian traffic.
In response to these emergency conditions, the City evaluated available options and determined that the open field within the northeastern part of the adjacent school property, Fairfax Elementary School, could be utilized to establish a temporary access route from East 17th Street to North Fairfax Drive. On April 19th, 2023, the City Council officially approved an MOU with the San Bernardino City Unified School District (SBCUSD) to allow temporary access thru the school until the restoration of the bridge was completed. With the cooperation of the SBCUSD, an access road that connects North Fairfax Drive to East 17th Street through the school property was built to restore temporary access.
Given the emergency nature of the situation, the City's on-call consultant, IMEG, was promptly issued a task order in the amount of $88,750 to conduct structural assessments and preliminary design work, in accordance with City Municipal Code, Section 3.04.030. The assessment revealed that it would be more cost effective to replace the bridge than attempting to restore it. Since time was of the essence on October 18, 2023, the Mayor and City Council approved an amendment to IMEG’s scope of work for a new total of $190,190 for bridge replacement design. Amendment No. 1 to the memorandum of understanding for a temporary license between the City, SBCUSD, and Southern California Gas Company was also approved on October 18, 2023.
Discussion
The Project was advertised for public bidding on April 18, 2024, on PlanetBids, Two sealed bids were received, and opened on May 14, 2024, as follows:
Bidder City Base Bid
Jilk Heavy Construction, Inc. Brea, CA $2,747,417.50
Riverside Construction Company, Inc Riverside, CA $3,760,576.50 2 0
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Staff has reviewed all bid packages and determined that Jilk Heavy Construction Inc. of Brea, California, is the lowest responsible and responsive bidder with a total Base Bid amount of $2,747,417.50. Staff also recommend award of Additive Alternate No. 1 & 2, which includes street improvements on Fairfax and Cross Street for a cost of $198,086.00. The total construction cost of the Base Bid and Additive Alternate No. 1 is $2,945,503.50.
Additional funding is also recommended for construction contingencies, construction management, and administrative costs in the amount of $467,440.78. The total cost of construction, construction contingencies, construction management, and administrative costs is $3,412,944.28.
Due to the emergency nature of the bridge closure, Public Works established a budget from the department funds in the amount of $309,197.91. On June 26, 2023, Resolution 2023-090 was adopted and increased the project budget in the amount of $1,000,000 from the Capital Contingency Fund. The current project balance is approximately $712,944.28. An additional $2,700,000 is requested from the General Fund to complete the project.
Please see breakdown of all project funding details:
Detail Amount Funding
PW Department Funds $309,197.91 General Fund
CIP Funds $1,000,000.00 Capital Contingency
Total Project Budget $1,309,197.91
Design Service - IMEG $190,190.00
Paving - ONYX $274,377.74
Staff Augmentation Services-
Transtech $80,080.00
Third Party Plan Review - NV5 $45,180.00
Permits & Advertisement, etc. $6,375.89
Total Project Budget $712,994.28
Construction Base Bid & Add Alter. $2,945,503.50
Construction Contingencies & CMCI $467,440.78
Total Needed for Project $3,412,944.28
Total Needed for Project $3,412,944.28
Current Total Project Budget $712,944.28
Total Project Shortfall $2,700,000.00 General Fund
Project construction is expected to last approximately six months and will be contingent upon school classroom operations.
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Environmental Analysis
The Project is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15302, Replacement or Reconstruction (“Class 2”). The Class 2 exemption allows for the replacement or reconstruction of existing structures or facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. Here, the Project involves replacing the previously fire-damaged bridge with a new bridge located on the same site that will serve the same purpose of providing access to the residential neighborhood and replace the elementary school ground that was damaged from the temporary access road.
The City has also considered whether the proposed Project is subject to any exception to the Class 2 exemption, as set forth in State CEQA Guidelines section 15300.2. No exception applies for the following reasons:
a) The location exception only applies to Class 3, 4, 5, 6, and 11 exemptions, none of which are being utilized here.
b) The proposed Project would not result in any significant cumulative impacts on the environment. The cumulative impacts exception does not apply because the Project has no incrementally significant impacts on the environment. c) A categorical exemption may be subject to an exception where there is a reasonable possibility that the activity will have a significant effect on the environment due to unusual circumstances. The proposed Project does not involve any unusual circumstances and has no potential to result in a significant impact on the environment.
d) Under the “scenic highways” exception, a categorical exemption may be subject to an exception where the project may result in damage to scenic resources within a highway officially designated as a state scenic highway. The exception does not apply here as the Project would not damage any scenic resources within a state scenic highway.
e) The Project is not located on a site which is included on any list compiled pursuant to Section 65962.5 of the Government Code.
f)The Project site does not contain a historical resource. 2021-2025 Strategic Targets and Goals
Authorizing the execution of this agreement aligns with Key Target No. 3: Improved Quality of Life. The completion of this project will improve the community’s quality of life by restoring bridge access to the community, improving local streets, and improving the Fairfax Elementary School Playground.
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Fiscal Impact
An additional $2,700,000 from the General Fund is requested for the construction of this project.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California Adopt Resolution 2024-148:
1. Approving the award of an Agreement with Jilk Heavy Construction, Inc. in the amount of $2,945,503.50 for Cross Street Bridge Replacement and Fairfax Elementary School Playground Restoration (Project); and
2. Authorizing the construction contingencies, construction management, and administrative costs in the total amount of $467,440.78 for construction of the Project; and
3. Authorizing the Director of Finance and Management Services to amend the FY 2023/24 CIP budget with an additional $2,700,000 from the General Fund to bring the total project budget to $3,412,944.28; and
4. Authorizing the City Manager or designee to execute all documents with Jilk Heavy Construction, Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
6. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Attachments
Attachment 1 Resolution No. 2024-148
Attachment 2 Agreement with Jilk Heavy Construction
Attachment 3 Bid Tabulation
Attachment 4 Bid Proposal
Attachment 5 Location Map
Ward:
Ward 2
Synopsis of Previous Council Actions:
April 19, 2023 Ratify Memorandum of Understanding for Temporary License between the City of San Bernardino and the San Bernardino City Unified School District and Southern California Gas Company
June 26, 2023 Adopt Resolution 2023-090 authorizing the Agency Director Of Administrative Services to amend the FY 2023/24 Capital 2 0
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Improvement Plan, recording supplemental appropriations in the amount of $1,000,000 from the Capital Contingency
Reserve Fund for the Cross Street Bridge Project; and
$1,040,258 from Measure S for the Genevieve Circuit Lighting Project; and $1,243,294 from Measure S for the Ralston Circuit Lighting Project.
October 18, 2023 Amendment No. 1 to Memorandum of Understanding for Temporary License between the City of San Bernardino and the San Bernardino City Unified School District and Southern California Gas Company, and Approve a Task Order for Design Services for Cross Street Bridge Emergency Replacement.