Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer We
Todd Gutjahr, Public Works Analyst Ll<- Fnf-. ' G
FOR: City Council Meeting of December 11, 2023
SUBJECT: Contract Amendment No. 5 (for Wilson III Basin Emergency Repair Work) — Construction Management Services, Inspection, and Project Engineering Services for Various Public Works Projects
RECOMMENDATION:
That the City Council approve and authorize the City Manager to execute Contract Amendment No. 5 to the contract with B&R Consulting Engineers, Inc. in the not -to -exceed amount of $200,000 for providing Construction Management Services, Inspection, and Project Engineering Services for Various Public Works Projects.
BACKGROUND/DISCUSSION:
The City's Capital Improvement Program (CIP) includes many projects that are funded by state and federal grants. Many of these projects are funded by federal funds from the Highway Bridge Program (HBP), Active Transportation Program (ATP) and the Highway Safety Improvement Program (HSIP). Caltrans administers these federal funds locally on behalf of the Federal Highway Administration (FHWA). Additionally, the City has been successful in obtaining grant funding from State agencies for CIP projects. One example is the Santa Ana Watershed Project Authority (SAWPA) One Water One Watershed (OWOW) Grant for the groundwater recharge elements of the Wilson III Basin Project. These grants allow the City to reduce project funding from general fund resources and have specific documentation requirements for the City with respect to the grant funds. These requirements include compliance with the established grant agency policies and requirements that apply to all project phases, such as the environmental, engineering, construction, and post -construction phases. The policies and requirements include specific documentation and oversight through the design and construction of the projects to ensure compliance with federal and state labor requirements. This includes a post -construction audit to ensure compliance with all applicable requirements.
Through a competitive Request for Proposals/Qualifications (RFP/RFQ) process, the City has approved and maintained on -call professional service contracts with consultants who specialize in state and federal grant funding administration, including project management and inspection services. These consultants have played a critical role in strengthening the City's ability to deliver projects, utilize grant funds responsibly, and ultimately make the City more competitive when applying for grant funding for other projects or subsequent phases of existing projects.
In June 2020, the City Council awarded two-year contracts for Construction Management Services, Inspection, and Project Engineering Services for Various Public Works Projects. The City Council approved Agreements with B&R Consulting Engineers Inc. (B&R), South Star Engineering, and Wallace and Associates Consulting, Inc. for $300,000, $125,000, and $50,000 through FY2021/2022. On July 11, 2022, the City Council approved the first extensions of these contracts for FY2022/2023 and FY2023/2024. In order to accommodate grant reporting requirements and construction engineering associated with various CIP projects, several contract amendments have been approved for B&R's contract since 2020, with the latest being Contract Amendment No. 4, which was approved by the City Council on June 26, 2023.
B&R has provided these professional services for the City's recently constructed Low Water Crossing Projects, such as Fremont Low Water Crossing at Wilson Creek and the Wilson III Basin Project. Additionally, B&R has supported engineering staff through construction of many other projects, including the Traffic Signal at Oak Glen Road and 2nd Street, Yucaipa Boulevard Widening Project (I-10 FWY to 15th Street), 12th and 131h Street Sidewalk Project, Dunlap Bridge Replacement Project, Avenue E Roundabouts at 2nd and 3`d Street, as well as the emergency/recovery work required as a result of the El Dorado Fire and subsequent storm events.
On August 23, 2023, the City Council adopted Resolution No. 2023-23, acknowledging the presence of a local emergency in the City of Yucaipa caused by Tropical Storm Hilary (Tropical Storm), which posed a threat to the safety of people and property. The adoption of the resolution enabled the City to request fund reimbursement from the California State Office of Emergency Services (CalOES) to fund the costs incurred in preparation and in response to the Tropical Storm.
Several areas of the City of Yucaipa were severely affected by the Tropical Storm, causing significant damage to public infrastructure. The Wilson III Basin in the Oak Glen Creek Specific Plan area experienced significant damage. The estimated costs for the required repair work associated with the damages to this facility is in the amount of approximately $4,460,000. This estimate does not include estimated costs for the construction management, inspection and project engineering services required to support the emergency work. Staff has been coordinating with CalOES for all emergency work and has applied for emergency funding, which will allow the City to request reimbursement for these eligible expenditures.
The emergency repair work at Wilson III Basin needed to begin immediately in advance of the storm season. On September 25, 2023, the City Council approved Contract Amendment No. 1 with Jeremy Harris Construction Inc. for a revised contract not to exceed amount of $4,460,000 for On -Call Emergency Construction and Maintenance services. In accordance with this contract amendment, Jeremy Harris has been performing the required emergency repair work, and staff has coordinated with B&R to provide construction engineering/management/inspection services for the emergency repairs. B&R is uniquely qualified to provide construction management services for the Wilson III Basin emergency repair work, as they provided these services for the recent contract work for the Phase IC Construction Contract that the City Council accepted on September 25, 2023. B&R's experience on the Phase IC Contract has been instrumental in assisting staff to determine the appropriate repairs and the cost reimbursement submittal to CalOES. In addition, B&R's experience, expertise, and input have reduced overall construction costs to the City.
Staff recommends that B&R continue to provide construction management, inspection, and project engineering services for the Wilson III Basin emergency repair work. Therefore, staff recommends approval of the proposed Contract Amendment No. 5 in the not -to -exceed amount of $200,000 for a revised contract total of $1,485,000. B&R has provided these services to the City since June 2020, and their work has been satisfactory. As with previous emergency work that has taken place with emergency grant funding, it is important to note that these services are eligible expenditures for emergency grant funding reimbursements, support the City's emergency grant administration, and expedite grant reimbursement payments for eligible construction costs.
FISCAL IMPACT:
The FY24 CIP Budget includes the costs associated with this item.
Attachments:
1. Contract Amendment No. 5
Approved�`-
ATTACHMENT 1
AMENDMENT NO. 5 TO "CONSTRUCTION MANAGEMENT SERVICES,
INSPECTION, AND PROJECT ENGINEERING SERVICES FOR VARIOUS PUBLIC WORKS PROJECTS"
THIS AMENDMENT, made and entered into this 1111 day of December 2023, by and between B&R CONSULTING ENGINEERS INC., hereinafter called "CONSULTANT," and the City of Yucaipa, a municipal corporation, hereinafter called "City," NOW, THEREFORE, CONSULTANT and CITY mutually agree as follows:
Subject to the terms and conditions of the original agreement dated June 22, 2020, between the subject CONSULTANT and the City of Yucaipa, shall be as follows for the additional contract professional services.
Original Agreement Amount
$ 300,000
Amendment No. 1 (November 2020)
$ 300,000
Amendment No. 2 (February 2022)
$ 115,000
Amendment No. 3 (July 2022)
$ 390,000
Amendment No. 4 (June 2023)
$ 180,000
Proposed Amendment No. 5
$ 200,000
Revised Agreement Amount
$ 1,485,000
CITY Fee and Payment Thereof
The CITY will pay the CONSULTANT for services rendered in the total amount NOT TO EXCEED $1,485,000 for the work required to complete construction management services, inspection, and project engineering management services for various Public Works projects in the City of Yucaipa.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the 11th day of December 2023.
ATTEST:
Date
City of Yucaipa
A Municipal Corporation
Ana V. Sauseda, CMC Chris Mann, City Manager
Director of General Services/City
Clerk
Date
B&R Consulting Engineers Inc. Date