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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 3, 2026
To: Honorable Mayor and City Council Members
From: Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Approve Increase to the Contingency Budget in the Amount of $1,300,000 Increasing the Total Contingency
Budget to $2,044,981 for the Speicher Park Ballfields
Project. (Ward 2)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve increase to the contingency budget for the Speicher Park Ballfields Project (Project) in the amount of $1,300,000 increasing the total contingency budget amount to $2,044,981; and
2. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
City Manager's Comments
N/A
Executive Summary
To effectively utilize the available funding currently allocated to the Project, staff have negotiated scope revisions to deliver more substantial changes throughout the park ballfields. To carry out the remaining scope revisions, an increase to the total contingency budget is needed to, which would allow the City Manager or designee to execute the remaining change orders.
Background
On June 1, 2022, the Mayor and City Council approved Resolution No. 2022-102 adopting the City's Annual Operating Budget for Fiscal Year 2022/23. The budget 3 1
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included CIP Project for Speicher Memorial Park Ballfield Improvements ("Project").
Funding to support the Project has been established in the amount of $950,000 from a San Manuel Band of Mission Indians grant and $1,000,000 in American Rescue Plan (ARPA/County) funding, for a total amount of $1,950,000.
On June 26, 2024 the Mayor and City Council adopted the FY 2023/24 amended budget. As part of this adopted budget, $1,300,000 in Measure S funding was allocated to the Project.
On August 7, 2024 the Mayor and City Council adopted resolution 2024-175 approving the award of an agreement with Bilbro Construction Company, Inc. in the amount of $2,915,258.44 for construction of the Project, and approving Task Order Number 001 with TKE Engineering, Inc. in the amount of $415,019 for construction management and inspection services. A contingency budget of $744,981 was also approved. This brought the total approved funding amount to $4,075,258.44.
Discussion
To effectively utilize the available funding for the Project, staff moved forward with a multi-phased project delivery approach. The first construction phase was originally intended to focus on converting the largest and centrally located ballfield to from natural turf to synthetic turf and the renovation of the southern restroom/concession building.
After the project was awarded, City staff met with the contractor to confirm the type of synthetic turf to be used on the project. It was determined that the most suitable turf for the ballfield would incur a higher cost than originally anticipated.
City staff proceeded to discuss transitioning to a multi-field improvement approach that would include improvements to the two southern ballfields in addition to the central ballfield. Over the course of the project various adjustments to the scope and contract cost were negotiated with the contractor to implement the changes. The emphasis would now be to complete natural turf improvements across each of the three ballfields.
Some of the improvements have been authorized through change orders using the previously approved contingency budget.
To authorize the remaining contract change orders necessary to complete the project, an increase to the contingency budget is recommended. The project budget summary below includes the current project costs in addition to the estimate total project change orders.
Additional work included in the project change orders includes, but is not limited to:
•Negotiated Field Overhead Compensation for Removed Bid Items •Negotiated Time Extension Field Overhead Compensation
•Additional path of travel improvements
•Additional soil import for Huchabaa Field
•Refurbishment of backstop for Huchabaa Field
•Ramp and handrail improvements
•Lighting conduits
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•Additional restroom/concession building improvements
•Southern field improvements (fencing, sod, grading etc.) Taking into consideration the additional work, the estimate construction completion is July 2026.
Project Budget Summary
County ARPA $950,000.00
San Manuel Endowment $1,000,000.00
Cultural Development Fund $2,574,670.02
Measure S $1,300,000.00
Original Design Services (IDS) ($180,943.00)
Design Services Amendment No. 1 ($248,179.00)
Design Services Amendment No. 2 ($217,626.00)
Original Construction Award (Bilbro) ($2,915,258.44)
Net Approved Change Orders ($1,017,380.59)
Pending Change Orders ($232,033.53)
Anticipated Change Orders (Estimated) ($147,000.00)
Original Construction Management/Inspection Services ($415,019.00) Additional Construction Management/Inspection Services ($200,162.00) Geotechnical Testing Services ($56,297.00)
City Administrative Costs (Estimated) ($25,000.00)
Remaining Budget $169,771.46
The previously allocated Measure S funding ($1,300,000) was not authorized for use at the time of the original construction agreement award on August 7, 2024. To utilize Measure S funding to complete the project a contingency budget increase of $1,300,000 is recommended. This will address current project costs and provide sufficient remaining contingency capacity for unforeseen conditions, additional field adjustments, and other construction-related changes that may arise during completion of the Project. Establishing additional contingency authority at this stage is intended to minimize project delays and reduce the need for subsequent Council actions related to minor construction modifications or unforeseen site conditions.
Proposed Budget
Original Contingency Budget $744,981.00
Proposed Contingency Increase (Measure S) $1,300,000.00 Total Proposed Project Contingency Budget $2,044,981.00 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 a renovated 3 1
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restroom/concession building and improvements to the baseball fields to provide a safe and well-maintained community park.
Fiscal Impact
There is no General Fund impact associated with this item. There is sufficient funding available in the previously approved Measure S funding allocation to cover the cost of the $1,300,000 contingency increase. This action will bring the project contingency budget to $2,044,981.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve increase to the contingency budget for the Speicher Park Ballfields Project (Project) in the amount of $1,300,000 increasing the total contingency budget amount to $2,044,981; and
2. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Location Map
Ward:
First Ward
Synopsis of Previous Council Actions:
June 1, 2022 Approved Resolution No. 2022-102 adopting the City's Annual Operating Budget for Fiscal Year 2022/23, establishing a CIP project for the Speicher Memorial Park Ballfields Project.
Funding for this project was in the amount of $950,000 from the San Manuel Band of Mission Indians and $1,000,000 from
County ARPA Funds.
June 26, 2024 Adopted the FY 2023/24 amended budget, providing an additional $1,300,000 in Measure S funding.
August 7, 2024 Adopted resolution 2024-175 approving the award of an agreement with Bilbro Construction Company, Inc. in the amount of $2,915,258.44 for construction of the Project, approving Task Order Number 001 with TKE Engineering, Inc. in the amount of $415,019 for construction management and inspection services, and a contingency budget of $744,981
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CC: Eric Levitt, City Manager