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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: June I, 2004
Subject: Resolution approving Amendment No.
I to Agreement with the County of San
Bernardino for pavement rehabilitation at
various locations.
From: James Funk, Director
Dept: Development Services
MCC Date: 06/21/04
Synopsis of Previons Conncil Action:
07/15/02 Allocation of $1,114,100 Total Project Cost, $436,300 City share in the 2002/2003 Capital
Improvement Program (CIP) for the Phase I joint pavement rehabilitation projects, Account Numbers to
be determined.
09/09/02 Resolution No. 2002-286 adopted approving an Agreement with the County of San
Bernardino for pavement rehabilitation at various locations.
09/15/03 Approved 5 Year Capital Improvement Program (CIP) for FY 2003-2004/2007-2008 which
included funding for cooperative projects with the County approved by Reso. 2002-286.
Recommended Motion:
I) Adopt Resolution.
~(;.~
James Funk
Contact person: Mike Grubbs, Acting City Engineer
Phone:
5179
Supporting data attached:
Staff Report, Reso, Amendment No. I
to Agreement, Rev. Exhibit "I" & Map
Ward(s):
1&4
FUNDING REQUIREMENTS:
Amount:
None
Source: (Acct. No.)
Acct. Description:
Finance:
Council Notes
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City of San Bernardino - Request for Council Action
STAFF REPORT
Subject:
Resolution approving Amendment No. 1 to Agreement with the County of San Bernardino for
pavement rehabilitation at various locations.
Background:
In 2002, the City of San Bernardino and the County of San Bernardino entered into a cooperative
project to rehabilitate the pavement at a number of locations where the City and County share
jurisdiction of portions of streets.
The specific pavement rehabilitation locations for which funding allocations were proposed in the FY
2004/2005 CIP are shown in the Revised Exhibit "I," attached hereto. Projects on Love Lane and
Orange Street, shown in strikeout font, are proposed to be deleted and one project on Base Line Street,
shown in bold font, is proposed to be added.
The proposed changes resulted from a review by County staff. During that review, it was discovered
that a small reach of Base Line Street between Glasgow Avenue and Yates Street had been inadvertently
omitted for the rehabilitation of Base Line Street, which had been intended to extend from Perris Hill
Road to Del Rosa Drive. Both Love Lane and Orange Street can be programmed for rehabilitation in
future fiscal years in the Capital Improvement Program (CIP).
The streets that were removed, Love Lane, Pepper Avenue and Orange Street, are in Ward 4. This
area was recently annexed to the City; therefore, it is no longer appropriate for the County to
participate in the cost of the projects.
The added location, Base Line Street between Glasgow and Yates, is in Ward 1 and entirely in the City
limits. This reach consists of a few hundred feet of Base Line Street and should logically have been
included as part of the original Agreement. The work on Base Line has been completed and the County
is asking that we amend the Agreement to reflect the work done. If the County had followed the
original Agreement they would have skipped the area between Glasgow and Yates, which is about 200
feet. This Amendment will allow the County to be compensated for rehabilitation of the short section
of Base Line Street between Glasgow and Yates, which was inadvertently omitted from the original
Agreement.
Since the projects were not budgeted in the current fiscal year, no actual funding allocation was made for
these projects. Staff proposes to incorporate the above changes in the 5- Y ear eIP for 2004-2005/2008-
2009, which is currently being prepared.
The County is requesting that three (3) copies of the Agreement be executed and returned to them for
processing before the Board of Supervisors.
2
,
City of San Bernardino - Request for Council Action
STAFF REPORT (Continued)
Financial Impact:
Projects identified in the original Exhibit "I" in the cooperative agreement with the County approved by
Resolution No. 2002-286 were incorporated in the 5-Year Capital Improvement Program (CIP) for FY
2003-2004/2007-2008 under FY 04/05. The eIP for FY 04/05 is currently being prepared by
staff and the changes indicated in the revised Exhibit "I" will be recommended to receive
funding in the upcoming fiscal year.
Recommendation:
Adopt Resolution.
3
.
Revised Exhibit "I"
REVISED EXHIBIT "I" - Work Order H13552
Estimate Of Project Costs
%OF CITY %OF COUNTY TOTAL COST
DESCRIPTION LIMITS PROJECT SHARE PROJECT SHARE OF PROJECT
-CITY -COUNTY
Del Rosa Avenue Pumalo St ~~rth to SBO 25% $7,900 75% $23,600 $31,500
lynwood Drive Harrison St easllo 33% $32,900 67% $66,920 $99,820
Mountain Avenue
Del Rosa Ave east to
lynwood Drive 0.17 miles west of 22% $15,700 78% $55,700 $71,400
Sterlin
Marshall Blvd Del Rosa Ave east to 19% $10,400 81% $44,200 $54,600
Osburn Road SBO Cl
leva laRa Pepper [)r east Ie ~ ~ ~ $9;4W ~
Removed
Orange Slreot leve lane neFt" te ~ $d,9OO ~ $7,6IlO $11,569
Removed
Base line Perris Hill Road easllo 35% $7,900 65% $14,660 $22,560
Ti ecanoe Ave
Base line 0.02 miles east of Conejo 34% $18,800 66% $36,530 $55,330
Dr east to Glas ow Ave
Base line Glasgow Avenue east 100% $10,800 0% $0 $10,800
Added to Yates Street
Base line Yates St E/Del Rosa Dr 37% $6,350 63% $10,800 $17,150
ORIGINAL 28% $107,050 72% $266,180 $373,230
TOTAL
REVISED 30.5% $110,750 69.5% $252,410 $363,160
TOTAL
DIFFERENCE +2.5% +$3,700 -2.5% -$13,778 -$10,070
3
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RESOLUTION NO.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City, Amendment No. I to Cooperative Agreement with
the County of San Bernardino for pavement rehabilitation at various locations as shown in this
Amendment No. 1 to Agreement.
A copy of said Amendment No. I to Cooperative
Agreement is attached as Attachment "A" and made a part hereof.
13
SECTION 2. The authorization to execute the above referenced Amendment No. I to
14
15
16
17 III
Cooperative Agreement is rescinded if the parties to the Amendment fail to execute it within
sixty (60) days of the passage of this resolution.
18 III
19
20
21
22
23
24
25
26
27
28
7'10' /6
~/ 2-//t;fL
- 1 -
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1
2
3
4
5
6
7 the
8
9
10
RESOLUTION...AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO
COOPERATIVE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND
THE COUNTY OF SAN BERNARDINO FOR PAVEMENT REHABILITATION AT
VARIOUS LOCATIONS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Conunon Council of the City of San Bernardino at a
meeting thereof, held on
day of
, 2004, by the following vote, to wit:
ABSTAIN
ABSENT
AYES
NAYS
Council Members:
ESTRADA
LIEN
11
12
MC GINNIS
13 DERRY
14
15
16
17
18
19
20
21
22
23
KELLEY
JOHNSON
MC CAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
24 form and legal content:
25
26
27
JAMES F. PENMAN,
City Attorney
28
- 2 -
ATTACHMENT "A"
o
:x New Vendor Code Dept. Contract Number
Change SC TRA A 02.1147 A.1
Cancel
County Depal1ment Dept. Orgn. Contractor's License No.
Public Works - Transoortation TRA TRA
County Depal1ment Contract Representative Telephone Total Contract Amount
MAliN KASEY 387-8166 LEAD AGENCY - NO ENCUMBRANCE
Contract Type
o Revenue 0 Encumbered 00 Unencumbered 0 other:
If not encumbered or revenue contract type, provide reason: Lead Anencv
Commodity Code IContract Start Date Contract End Date Original Amount This Amendment
Fund Dept. OrganiZation Appr. ObjlRev Source GRClPROJIJOB No. Orig. Amount
SAA TRA TRA 200 2445 15H13552
Fund Dept. Organization Appr. ObjlRev Source GRClPROJIJOB No. Orig. Amount
Fund Dept. Organization Appr. ObjlRev Source GRCIPROJIJOB No. Orig. Amount
Project Name . . Estimated Payment Total by Fiscal Year
San Bernardino FY Amount 110 FY Amount 110
Cooperative Projects - -
Contract Type - Special - -
(Risk Management Approved)
FOR COUNTY USE ONLY
COUNTY OF SAN BERNARDINO
FAS
STANDARD CONTRACT
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino,
hereinafter called the County, and
Name
O CITY OF SAN BERNARDINO
. . Address
300 NORTH D STREET
SAN BERNARDINO. CA 92418
Telephone Federal 10 No. or Social Security No.
(9091384-5179
hereinafter called:
CITY
IT IS HEREBY AGREED AS FOLLOWS:
(Use space below and additional bond sheets. Set forth service to be rendered, amount to be paid, manner of payment,. time for performance or completion,
determination of satisfactory performance and cause for tennination, other tenns and conditions, and attach plans, specifications, and addenda, if any.)
Amend Contract No. 02-1147 as follows:
1) Section 1.10: "Pay for its share of the actual cost of construction of the PROJECTS. The cost of construction
shall include the cost of constructing the PROJECTS, including design, constNction engineering and
overhead costs. COUNTY's share of cost of construction is estimated at $1,411,690'-
2) Section 2.10: "Pay for its share of the actual cost of construction of the PROJECTS. The cost of construction
shall include the cost of constructing the PROJECTS, including design, construction engineering and
overhead costs. CITY's share of cost of construction is estimated at $623,130."
3) Replace Exhibit I with the attached Revised Exhibit I.
p
Auditor I Controller - Recorder Use Onl
.1R~'~..~~>f~l';;)
X~~~,~~.~;,t.~~~:~::',
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Page 1 of 2
ATTACHMENT "A"
10
Except as amended, all other provisions of the Contract shall remain in full force and effect.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands.
..**.........................................***................
o
COUNTY OF SAN BERNARDINO
(Print or type name of corporation. company. contractor. etc.)
~
Dennis Hansberger, Chairman, Board of Supervisors
By ~
(Authorized signature - sign in blue ink)
Dated:
Name
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COpy OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
of the County of San Bemardino.
Title
(Print or Type)
Dated:
By
Address
Deputy
Approved as to Legal Fonn
Q Counsel
Reviewed by Contract Compliance
Presented to BOS for Signature
~
..
Department Head
Date
Date
Date
Page 2 of 2
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
June 24, 2004
TO:
Mike Grubbs, Acting City Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-159
At the Mayor and Common Council meeting of June 21, 2004, the City of San Bernardino
adopted Resolution 2004-159 - Resolution authorizing execution of Amendment No. i to
Cooperative Agreement (Contract No. 02-1147 A-i) between the City and the County for
pavement rehabilitation at various locations.
Attached are three (3) original agreements. Please obtain signatures in the appropriate location
and return one original agreement to the City Clerk's Office as soon as possible, to my attention.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by August 20, 2004.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Signed:~~
(P c:;- l( Please sign and return
Date: ~ :J.. ...0
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 16,2004
TO:
Mike Grubbs, Field Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-159 - Cooperative Agreement (Contract No. 02-1147 A-I)
CC:
Our office has not received amendment No.1 to Cooperative Agreement (Contract No. 02-1147
A-I) with the County of San Bernardino for pavement rehabilitation at various locations. This
agreement was approved at the Mayor and Common Council meeting held on June 21, 2004, and
will be null and void if not executed and returned to the City Clerk's Office by August 20,
2004.
Please forward the executed agreement to the City Clerk's Office, to my attention, as soon as
possible. If you have any questions, please do not hesitate to call me at ext. 3206.
'.
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
July 20, 2004
FROM: PATRICK J. MEAD, Interim Director
Department of Public Works'~ Transportation
SUBJECT: AMEND AGREEMENT WITH THE CITY OF SAN BERNARDINO FOR
CONSTRUCTION PROJECTS ON VARIOUS ROADS
RECOMMENDATION: Approve Amendment No.1 to Agreement 02-1147 with the City of San
Bernardino to remove the overlay work proposed for Love Lane and Orange Street from the
agreement and add a segment of Baseline Street from Glasgow Avenue to Yates Street, resulting
in a net decrease to the project's total estimated cost from $2,044,890 to $2,034,820.
BACKGROUND INFORMATION: On November 5, 2002, the Board of Supervisors approved
agreement 02-1147 with the City of San Bernardino (City) for the slurry seal, overlay, or
rehabilitation of various roads at an estimated total cost of $2,044,890. Since that time, two road
segments included in the agreement have been annexed by the City; these segments include
Love Lane from Pepper Drive to Orange Street and Orange Street from Love Lane to Highland
Avenue. Removing these segments would result in savings totaling $20,870. Of that amount,
$13,770 would be saved by the County and $7,100 would be saved by the City.
Agreement 02-1147 also included overlay work on Baseline Street from .02 miles east of Conejo
Drive to Del Rosa Drive, excluding the segment from Glasgow Avenue to Yates Street (a distance
of approximately 300 feet) as it is entirely within the City's jurisdiction. Based on the City's
request, it would be most cost effective and efficient to add the segment from Glasgow Avenue to
Yates Street as part of this overlay project. As the segment to be added to the agreement is
entirely within the City's jurisdiction, the City will be responsible for the entire cost of work on this
segment, estimated at $10,800.
The Department of Public Works - Transportation is seeking to amend the agreement to add
overlay work on Baseline Street from Glasgow Avenue to Yates Street, and remove the Love
Lane and Orange Street segments from agreement 02-1147. The slurry seal, overlay, or
rehabilitation of the other various roads included in the original agreement will remain unchanged
by this amendment.
REVIEW AND APPROVAL BY OTHERS: This item was reviewed by Chief Deputy County
Counsel Rex Hinesley (387-5480) on July 6,2004 and by the County Administrative Office (Tom
Forster, Administrative Analyst, 387-4635) on July 7, 2004.
mil
MOTION
SECOND
5
cc: Transportation-Mazin Kasey
w/agreement
Contractor w/agreement
c/o Transportation
Auditor-Valdez w/agreement
PW-Transportation-Mead
IDS w/agreement
Risk Management
Co. Counsel-Hinesley
CAO-Forster
ED/PSG-Kanold
File w/agreement
,
BY
ITEM 027
, .
, ,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): "-2.\-()~ Item # I Q Resolution # <U::D4.~ IS,
Vote: Ayes 1- 'I Nays l2T Abstain ~ Absent e-
Change to motion to amend original documents 0
Companion Resolutions
Null/V oid After: (Po days / 't '2.6'"0",
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor: tc - 2.:2.-0'1
Date of Mayor's Signature: &- z..:~ -0'\
Date ofClerk/CDC Signature: "'-L-3-~
Reso. Log Updated: er
Seal Impressed: Id-"'"
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
~~-O 'I Date Returned: g-lG. - ()~ Not Returned: 0
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes ./'
Yes
Yes
Yes
Yes
No
No-L...-
No-L-
No v
N07
By_
By
By
By
Copies Distributed to:
Animal Control 0 EDA 0 Information Services 0
City Administrator 0 Facilities 0 Parks & Recreation 0
City Attorney ~ Finance 0 Police Department 0
Code Compliance 0 Fire Department 0 Public Services 0
Development Services ~ Human Resources 0 Water Department 0
Others: :L
Notes:
Ready to File:_
Date:
Revised 12/18/03