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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 7, 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 On-Call General Services Agreement and Approval of Task Order Number 001 for design of
Drainage Improvements at 19th Street near
Massachusetts Avenue
(Ward 6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-176:
1. Approving Task Order Number 001 with Consultants Hernandez, Kroone & Associates, Inc. in the amount of $64,930 for design of 19th Street near Massachusetts Avenue Drainage Improvements. (Project); and
2. Authorizing the project design contingencies, project management, and administrative costs in the total amount of $11,000 for design of the Project; and
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 Capital Improvement Plan by re-allocating $75,930 from the Storm Drain Upgrade project to the 19th Street Drainage Improvements near Massachusetts Ave project; and
4. Authorize the City Manager or designee to execute all documents necessary for the Task Order with Hernandez, Kroone & Associates, Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project
Executive Summary
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Approving the task order for design of drainage improvements of 19th Street near Massachusetts would result in the development of a comprehensive solution to address the recurring flooding. The task order would allow the City to issue Hernandez, Krooni & Associates a Notice to Proceed, initiating the process to design the improvements. The Task Order will include Hernandez, Kroone & Associates' design fee of $64,930, with additional funds recommended for design contingencies, project management, and administrative costs amounting to $11,000, bringing the total cost to $75,930.
Background
This project is funded with the use of Development Impact Fees (DIF). The fees are charges levied on new development projects to fund the necessary infrastructure and public services required by the growth. These fees are typically used for the construction and improvement of roads, parks, schools, and other essential facilities. However, DIF funds are restricted to being used only for the purposes for which they were collected, ensuring they directly benefit the development areas that generate them.
Discussion
The City is facing recurring flooding issues on 19th Street near the Massachusetts Bridge, precipitated by inadequate storm water infrastructure. Water from higher areas in the watershed cascades down 19th Street during rainy periods, overwhelming the undersized curb outlet and causing extensive flooding along the street. Subsequently, the water flows southward along an unimproved channel towards 17th Street, inundating private properties and improved yards due to insufficient drainage capacity and a flat slope.
The Public Works Department previously worked with the Purchasing Division of the Finance Department to complete a formal Request for Proposal process (RFP) on July 12, 2022, for various professional services. A total of 24 firms were awarded Professional Services Agreements on November 16, 2022.
City staff requested design proposals from on-call engineering consultants for the project. The City received two proposals included in the table below.
Consultant Name City Proposal Cost
Hernandez, Kroone & Associates, Inc. San Bernardino $64,930 IMEG Consultants Corp. Pasadena $69,335
Staff has reviewed the proposals and recommends Hernandez Kroone & Associates, of San Bernardino, California to complete the design for this project. The proposal demonstrated a clear understanding of the project needs and includes a competitive price of $64,930. Additional funds are recommended for design contingencies, project 2 2
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management, and administrative costs in the amount of $11,000. The total cost of design, design contingencies, project management, and administrative costs is $75,930.
Staff also recommends appropriating funding from the existing Storm Drain Upgrade project to fund the proposed 19th Street project. The Storm Drain Upgrade project is typically used to complete similar projects and has an existing balance of approximately $1,548,098.54. Creating a separate capital Improvement project will facilitate project management and administrative processes. This action will not impact any other ongoing storm drain projects.
The table below shows the project balance after both storm drain projects are adopted:
Storm Drain Upgrade $1,548,098.54
19th Street Storm Drain $75,930.00
*Hill & Acacia Storm Drain $125,980.00
Total Remaining After Both Projects $1,346,188.54
* Pending August 7th, 2024, MCC Approval
2021-2025 Strategic Targets and Goals
This project is consistent with Key Strategic Target and Goal No. 1: Improved Operational & Financial Capacity – Minimize risk and litigation exposure. Approval of this design services will result in public improvements being constructed that minimize property damage and health risks through upgrading the existing drainage system.
Fiscal Impact
The fiscal impact for this item is $75,930. Fiscal Year 2024/25 CIP Budget will be amended by transferring $75,930 from the Storm Drain Upgrade project to the W Hill Drive near N Acacia Drainage Improvement project. There is no General Fund impact associated with this action.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-176:
1. Approve Task Order Number 001 with Consultants Hernandez, Kroone & Associates, Inc. in the amount of $64,930 for design of 19th Street near Massachusetts Avenue Drainage Improvements. (Project); and
2. Authorizing the project design contingencies, project management, and administrative costs in the total amount of $11,000 for design of the Project; and 2 2
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3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 Capital Improvement Plan by re-allocating $75,930 from the Storm Drain Upgrade project to the 19th Street Drainage Improvements near Massachusetts Ave project; and
4. Authorize the City Manager or designee to execute all documents necessary for the Task Order with Hernandez, Kroone & Associates, Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Resolution 2024-176
Attachment 2 Task Order Number 001 - Hernandez, Kroone & Associates Attachment 3 Location Map
Ward:
Sixth Ward
Synopsis of Previous Council Actions:
June 26, 2024 Mayor and City Council adopted Resolution No. 2024-142 approving and adopting the City of San Bernardino’s Operating Budget and Capital Improvement Plan for Fisal Years 2024/25 and 2025/26.
November 16, 2022 Mayor and City Council approved award of a five-year On-Call Services Agreements with various engineering firms.