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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: February 5, 2025
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Amendment No. 1 to Q3 Consulting Professional
Services Agreement in the amount of $48,548 to
expand the scope and add an alternative along North
Little League Drive, Belmont Avenue, and W. Meyers
Road in the Focused Drainage Study of Meyers Creek
Drainage System, for a total contract not-to-exceed
$315,319
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Professional Services Agreement with Q3 Consulting in the amount of $48,548.00, for a total contract not-to-exceed amount of $315,319.00 to prepare for Focused Drainage Study for Meyers Creek Drainage System; and
2. Authorize the Director of Finance and Management Services to adopt Resolution 2025-027 to amend the FY 2024/25 Capital Improvement Plan by re-allocating $48,548.00 from the Storm Drain Upgrade project to the Focused Drainage Study for Meyers Creek Drainage System; and
3. Authorize the City Manager, or designee, to sign and execute all documents necessary for the Amendment.
Executive Summary
The City of San Bernardino seeks approval of Amendment No. 1 to the Professional Services Agreement with Q3 Consulting, adding $48,548.00 to the existing contract for a revised total of $315,319.00. This amendment expands the study's scope to include a 2 4
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master-planned storm drain alternative along North Little League Drive, Belmont Avenue, and W. Meyers Road, addressing newly identified needs for improved stormwater management. The expanded scope encompasses additional hydrology, hydraulics, and preliminary design tasks to ensure a comprehensive solution aligned with city goals.
Funding for this amendment will be reallocated from the Storm Drain Upgrade project, with no impact on the General Fund.
Background
The City of San Bernardino needs a qualified stormwater engineering consultant to perform a drainage assessment of the Meyers Canyon Drainage System and generate conceptual alignments for improvements to Meyers Canyon. The evaluation will generate a matrix of channel configuration to be characterized based on type (channel or box culvert), size, regulatory permitting scope, construction cost and land acquisition.
The drainage area is classified as E-11 of the County’s Comprehensive Storm Drain Plan (CSDP) No. 7. Six tracts have recently been developed within the drainage area, including tracts 16502, 16533, 17329, 17367, 20150, and 20539.
The focused drainage study will provide hydrology and hydraulic model for the area consistent with the San Bernardino County Flood Control District (FCD) standards, with the goal of identifying a cost-effective and implementable drainage system for the study area.
On January 18, 2023, the Mayor and City Council awarded a Professional Services Agreement to Q3 Consulting for a focused drainage study of the Meyers Creek Drainage System. This agreement authorized Q3 Consulting to assess the current drainage conditions and identify potential improvements to better manage stormwater in the area.
The findings from this study are critical to the City’s ongoing efforts to enhance flood control and infrastructure in the Meyers Creek watershed. The proposed amendment to the Professional Services Agreement will allow Q3 Consulting to expand the scope of their work to address additional needs identified during the study, ensuring that the final recommendations reflect the most current and comprehensive understanding of the drainage system.
Discussion
Following the Mayor and City Council approval of a Professional Services Agreement with Q3 Consulting, the firm began their study. They have completed the evaluation of the interim detention basins, the two-dimensional rain-on-grid hydraulic analysis, and the sediment transport analysis. The existing scope of work focuses on channel improvement alternatives. However, the results have led to the identification of an additional alternative, which consists of a master-planned storm drain facility along North Little League Drive, Belmont Ave, and W Meyers Road. The storm drain alternative could be more cost- economical, may limit sedimentation from Tract No. 17329, and may reduce or eliminate the need for right-of-way take and regulatory permitting. 2 4
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Amendment No. 1 to the Agreement with Q3 Consulting adds new tasks to incorporate the supplemental master-planned storm drain alternative along North Little League Drive, Belmont Ave W, and W Meyers Rd. This updated scope includes hydrologic and hydraulic analyses for the new storm drain design. Q3 will calculate the hydrology based on existing City reports for nearby tracts and will assess both 10-year and 100-year storm events.
They will also perform hydraulic computations to size catch basins and channels that can handle the overland flows identified in previous analyses, ensuring the system is properly designed to manage stormwater.
Additionally, Q3 will prepare a conceptual storm drain plan and profile at a 40-foot scale, which will include the main storm drain line and lateral lines along W Meyers Rd and W Belmont Ave. This will also include locations for the rectangular channel inlets. As part of this process, Q3 will provide a preliminary cost estimate based on current unit costs and bids from similar projects. The updated Preliminary Design Report (PDR) will reflect the new storm drain alternative, ensuring that all details are included for future planning.
This amendment is necessary to incorporate the newly identified master-planned storm drain alternative into the ongoing drainage study. Additional hydrology, hydraulics, and preliminary design tasks are essential to fully evaluate and develop this alternative, ensuring that it aligns with the city's drainage improvement goals. Extending the term of the agreement to February 28, 2026, is required to provide sufficient time for Q3 Consulting to complete these expanded tasks, including the necessary analyses, design work, and cost estimates. The extension will allow for thorough evaluation and ensure that all technical aspects of the new alternative are fully addressed before moving forward with implementation.
As Q3 Consulting approach the final stages of their current tasks, they have achieved approximately 80% completion. Pending approval for additional work, Q3’s projected timeline is outlined as follows: The environmental assessment is expected to conclude by mid- to late March, followed by its integration and the completion of the draft report by the end of April. The City's review of the draft report is scheduled for completion by the end of May, with subsequent updates and finalization of the report anticipated by the end of June. We plan to present our findings to the City Council in August.
The original purchase order for Q3 Consulting was $266,771.00. Amendment No. 1 added $48,548.00, bringing the new not-to-exceed amount to $315,319.00. To date, Q3 Consulting has submitted invoices totaling $174,943.43 for completed work, leaving a remaining balance of $91,827.57 on the original purchase order. This remaining amount reflects the funds still available under the original agreement, while the total project cost has increased due to the amendment. Please see charts reflecting changes below:
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The existing budget for Q3 Consulting's work is $266,771.00. However, with the approval of Amendment No. 1, the total project need has increased to $315,319.00. This results in an additional funding requirement of $48,548.00, needed to meet the total project cost.
Please see chart reflecting new budget below:
To address this shortfall, Staff recommends appropriating funding from the existing Storm Drain Upgrade project to fund the proposed Amendment No. 1. The Storm Drain Upgrade project is typically used to complete similar projects and has an existing balance of approximately $1,853,580.84. Creating a separate capital improvement project will facilitate project management and administrative processes. This action will not impact any other ongoing storm drain projects.
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 drainage study will result in public improvements being constructed that minimize risk and litigation exposure through upgrading the existing drainage system.
Fiscal Impact
There is no General Fund impact associated with this action. The estimated amended drainage study project costs are $48,548.00 and will be budgeted from the Storm Drain Construction Fund.
Proposed BudgetStorm Drain Upgrade$1,853,580.84Meyers Creek Drainage Study Amendment No. 1 $48,548.00Total Remaining $1,805,032.84 CostPurchase Order$266,771.00Q3 Consulting Invoice Expenses ($174,943.43)Remaining PO Amount$91,827.57Previous Purchase Orders & AmendmentsPurchase Order$266,771.00Amendment No.1$48,548.00New Not-To-Exceed Amount$315,319.00 BudgetOriginal Project Budget$266,771.00Total Project Need$315,319.00Additional Funding Required($48,548.00) 2 4
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Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Professional Services Agreement with Q3 Consulting in the amount of $48,548.00, for a total contract not-to-exceed amount of $315,319.00 to prepare for Focused Drainage Study for Meyers Creek Drainage System; and
2. Authorize the Director of Finance and Management Services to adopt Resolution 2025-027 to amend the FY 2024/25 Capital Improvement Plan by re-allocating $48,548.00 from the Storm Drain Upgrade project to the Focused Drainage Study for Meyers Creek Drainage System; and
3. Authorize the City Manager, or designee, to sign and execute all documents necessary for the Amendment.
Attachments
Attachment 1 Resolution 2025-027
Attachment 2 Amendment No.1
Attachment 3 Agreement with Q3 Consulting
Attachment 4 Location Map
Ward
Fifth Ward
Synopsis of Previous Council Actions
January 18, 2023 Professional Services Agreement for Focused Drainage Study for Meyers Creek Drainage System