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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: September 4, 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 Construction Agreement to F.E.C. Electric Inc. (Ward 2, Ward 4)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-199:
1.Approving the award of an Agreement with F.E.C. Electric, Inc. in the amount of $1,653,396.02 for the Construction of the Speicher Park Multipurpose Field and Newmark Park Ballfields Improvements (Projects); and
2.Authorizing the project construction contingencies, and administrative costs in the amount of $550,000 for construction of the Project; and
3.Authorizing the Director of Finance and Management Services to utilize $2,000,000 from the Ballfield Accessory Upgrades Project as follows:
$1,130,254 to Newmark Ballfield Lighting and $869,746 to Speicher Park Multipurpose Field Lighting; and
4.Authorizing the City Manager or designee to execute all documents with F.E.C.
Electric, Inc., necessary to carry out the Projects; and
5.Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the Projects.
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
Approving the Construction Agreement for Newmark Ballfield Lighting and Speicher Park Multipurpose Field Projects would lead to the construction of new sports lighting poles along with the pertinent improvements required for their operation.
The Construction Agreement with F.E.C. Electric, Inc. includes a cost of $1,653,396.02. Additional funds are recommended for construction contingencies, and administrative costs in the amount of $550,000. The current project cost for these items is $2,203,396.02.
Background
The Mayor and City Council adopted Resolution No. 2021-138 approving and adopting the Operating Budget and Capital Improvement Plan for FY 2020/21 on June 16, 2021. This provided the starting budget of $600,000 for the Newmark Ballfield lighting and $250,000 for the Speicher Park lighting from the AB 1600 Fund.
The Newmark Ballfield (PPR22-001) and Speicher Park Multiple Purpose Field (PR22-003) projects will update the existing lighting to meet competition standards. 9 new sports poles will be installed at the Newmark location, and 6 new sports poles will be installed at the Speicher location. In addition to the lighting, the controls and related components will be installed as needed for each park location to ensure the effective use of the lighting.
In June 2023, the previous Public Works Director transferred $2,000,000 from the Ballfield Accessory Building Upgrade project through an internal budget amendment. These funds were allocated as follows: $1,130,254 for the Newmark Ballfield Lighting project, $869,746 for the Speicher Park Multipurpose Field Lighting project.
Discussion
Staff is requesting the use of the $2,000,000 from the Ballfield Accessory Building Upgrade project to allocate $1,130,254 for the Newmark Ballfield Lighting project and $869,746 for the Speicher Park Multipurpose Field Lighting project.
The Speicher Multipurpose project has a total budget of $1,119,746.00, which consists of $250,000.00 from the Adopted Budget (AB1600) and $869,746.00 transferred from the Ballfield Accessory project. To date, the project has incurred expenses totaling $45,550.99, which have been allocated across several vendors, including IDS Group ($40,434.87), Daily Journal ($772.80), SCE Line Extension ($2,242.77), and a reclassified amount to IDS Group ($2,100.55). After accounting for these expenditures, $1,074,195.01 remains available in the budget, ensuring the project is well within its financial limits.
Please see funding table below:
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Similarly, the Newmark Ballfield project has a total budget of $1,730,254.00, which includes $600,000.00 from the Adopted Budget (AB1600) and $1,130,254.00 transferred from the Ballfield Accessory project. As of the latest report, the project has incurred costs totaling $90,962.77, distributed among three vendors: IDS Group ($52,808.68), Daily Journal ($772.80), and SCE Meter Service ($37,381.29). With a significant portion of the budget still unspent, this project is also well within its financial constraints.
Please see funding tables below:
Adopted Budget (AB1600) $250,000.00Ballfield Accessory Transfer $869,746.00Total Park Budget $1,119,746.00Vendors CostsIDS Group $40,434.87Daily Journal $772.80SCE Line Extension $2,242.77IDS Group(re-classed) $2,100.55Total Costs $45,550.99Total Park Budget $1,119,746.00Costs -$45,550.99Remaining Park Budget $1,074,195.01 Speicher Multipurpose Park
Adopted Budget (AB1600) $600,000.00Ballfield Accessory Transfer $1,130,254.00Total Park Budget $1,730,254.00Vendors CostsIDS Group $52,808.68Daily Journal $772.80SCE Meter Service $37,381.29Total Costs $90,962.77Total Park Budget $1,730,254.00Costs -$90,962.77Remaining Park Budget $1,639,291.23 Newmark Ballfield
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Speicher Multipurpose project was advertised for public bidding on May 21, 2024, through PlanetBids. On July 2, 2024, three sealed bids were received and opened.
The total base bid prices were as follows: F.E.C. Electric from Redlands, CA, submitted a bid of $1,653,396.02; Southern Contracting Company from San Marcos, CA, bid $1,988,558.00; and Ace Electric, Inc. from San Diego, CA, bid $2,138,450.00.
Please see bidding details below:
Bidder City Base Bid
F.E.C. Electric Redlands, CA $1,653,396.02
Southern Contracting Company San Marcos, CA $1,988,558.00 Ace Electric, Inc. San Diego, CA $2,138,450.00
After a thorough bid evaluation, staff determined that F.E.C. Electric, Inc. of Redlands, CA, is the responsive bidder with the lowest total base bid amount of $1,653,396.02. In addition to the construction and professional services costs, staff anticipates the need for an additional $550,000.00 to cover construction contingencies, professional services contingencies, and administrative costs. This brings the current total cost of the project, including construction, construction management, administrative costs, and all contingencies, to $2,203,396.02.
Please see Project Budget Table below:
The careful evaluation and selection of F.E.C. Electric for the Speicher Multipurpose project, along with the allocation of additional funds for contingencies, ensure that the project will continue to progress within its financial constraints while addressing potential unforeseen costs.
Environmental Impact
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 exemptions 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 reconstructing the ballfield facilities located on the same site as the facilities.
Total Project Budget $2,713,486.24F.E.C. Electric Bid -$1,653,396.02Contingency -$550,000.00Total Remaining Funds $510,090.22 Speicher & Newmark Project
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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
This project is consistent with Key Target No.4: Economic Growth & Development.
Completion of this project will improve park assets by providing ADA compliant features and improvements to the baseball field to provide a safe and well-maintained community park.
Fiscal Impact
There is no General Fund impact associated with this action. The total available funding is $2,713,486.24.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-199:
1.Approving the award of an Agreement with F.E.C. Electric, Inc. in the amount of $1,653,396.02 for the for Construction of the Speicher Park Multipurpose 2 2
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Field and Newmark Park Ballfields Improvements (Project); and
2.Authorizing the project construction contingencies, and administrative costs in the amount of $550,000 for construction of the Project; and
3.Authorizing the Director of Finance and Management Services to utilize $2,000,000 from the Ballfield Accessory Upgrades Project as follows:
$1,130,254 to Newmark Ballfield Lighting and $869,746 to Speicher Park Multipurpose Field Lighting; and
4.Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the Project.
5. 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. 2024-199
Attachment 2 Construction Agreement with F.E.C. Electric, Inc.
Attachment 3 Bid Tabulation
Attachment 4 Bid Proposal
Attachment 5 Location Maps
Ward:
Second Ward
Synopsis of Previous Council Actions:
June 16, 2021 Mayor and City Council adopted Resolution No. 2021-138 approving and adopting the Operating Budget and Capital Improvement Plan for FY 2020/21.
December 1, 2023 Mayor and City Council adopted Resolution No. 2021-303 approving the award of a Design Services Agreement with IDS Group, Inc. in the amount of $91,143 for lighting circuit design for the Newmark Ball Field and Speicher Multipurpose Field.