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HomeMy WebLinkAbout11-Development Services ORIGiNAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date January 5, 2004 Subject: Authorization for the Director of Finance to transfer funds as indicated in Attachment "1" for the widening of Palm Avenue to 4-lanes approaching BNSF Grade Crossing (SS04-04) and Authorization for the Director of Development Services to amend the Measure "I" 5-year Capital Improvement Program. From: James Funk, Director Dept: Development Services Meeting Date: January 10, 2005 Synopsis of Previous Council Action 09-07-2004 Adopted FY 2004/05 Capital Improvement Program (CIP) which included an allocation of $339,200 for widening and improving Palm Avenue over BNSF Railroad. Recommended Motion: 1. Authorize the Director of Finance to amend the FY04-05 budget to transfer a total amount of $194,000 as indicated in Attachment "1" to provide a total funding amount of $210,000 for Capital Improvement Project No. SS 04-04 "Widening to 4-lanes of Palm Avenue approaching the BNSF Grade Crossing". 2. Authorize the Director of Development Services to amend the Measure "I" 5-year Capital Improvement Program to reflect this change. . ~ ~ rA.l,~ James Funk, Director Development Services Department Contact person: Mike Grubbs Phone: 5179 Supporting data attached: Staff Report, Ward: Attachment 1. Service Contract FUNDING REQUIREMENTS: Amount: 6 $210,000 Palm Avenue BNSF Grade Crossing (SS04-04) Source: Finance: II/O/D:; Agenda Item No. ~ .!) !2efJ!afii(ili {llqtS Council Notes: CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Authorization for the Director of Finance to transfer funds as indicated in Attachment "1" for the widening of Palm Avenue to 4-lanes approaching the BNSF Grade Crossing (SS04-04) and Authorization for the Director of Development Services to amend the Measure "I" 5-year Capital Improvement Program. Background: On December 8, 2000, Caltrans issued Service Contract No. 53R946 (copy attached) committing $317,786 in Federal Section 130 funds to the improvement of the grade crossing of Palm Avenue over the BNSF Railroad. The project consisted of installation of grade crossing safety devices, including automatic gates and cantilever signals with the necessary actuating and operating circuits, and adequate instrument housing, and surfacing. The City's obligation in the contract was to provide the local match for the federal funds in the amount of $35,310 for a total funding amount of $353,096. Service Contract No. 53R946 was set to expire on December 31, 2002, however, Caltrans extended the contract until December 31, 2004. Caltrans indicated that the contract could be extended further, if the City showed progress toward meeting its obligations under the contract. On September 7, 2004, the Mayor and Common Council approved the FY04-05 Capital Improvement Program (CIP), which included Project No. SS04-04 to improve the railroad crossing at Palm Avenue over BNSF railroad. A total of $339,200 was allocated, which consisted of $21,500 in gas tax funds and $317,700 in Section 130 Federal grant funding. The Section 130 funding is administered by Caltrans in Sacramento. Recent contacts with BNSF railroad and Caltrans indicated that all but approximately $20,000 of the Section 130 funding was used by the BNSF railroad to improve the railroad crossing. That work consisted of repairing the crossing for a smoother ride and installation of automatic gates. The cost of this work was $353,096 of which the City is obligated to pay the local match in the amount of $35,310. In addition, the City committed to widen and improve Palm Avenue in the vicinity of the crossing and to install a median in Palm Avenue on each side of the crossing for installation of median gates. Most of the work required of BNSF has been completed, however, BNSF must wait on the City to install the median before they can proceed with gate construction. BNSF cannot activate the automatic safety gates until the City completes the road widening and the median construction. 2 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report - Continued Staff developed a plan for the widening but learned late in 2004 that BNSF is planning an additional set of tracks on the northeasterly side of the crossing. BNSF plans to install the additional set of tracks in April of 2005. This work was unanticipated when the City's widening design was completed and will require significant revisions to the City's plan. The current construction cost estimate for the road widening is approximately $175,000. Additionally, $35,310 is needed to pay the local match for the work completed by BNSF railroad. Adequate funding is not available in the account for SS04-04 for the project as it is currently defined. Therefore, staff is recommending that funds be transferred from completed projects as shown in Attachment "1". The amount of $210,000 will be sufficient to pay the local match and to design and construct the road widening and median island. Financial Impact: Only $16,000 in Gas Tax funds is available for SS04-04 Palm Avenue Grade Crossing over BNSF in Account No. 126-369-5504-7231. Projects SS04-36 - "E" Street Streetscape Improvements, Account No. 126-369-5504-7322; and SS04-08 - Rialto Avenue and BNSF Grade Crossing (Redlands 1st Mile), Account No. 129-367-5504- 1729 have been completed and have surplus funding that can be transferred to the Palm Avenue Grade Crossing over BNSF in the amounts of $20,000 + $73,000 = $93,000. Approximately $50,000 will remain in the "E" Streetscape Improvement project account to relocate the bus stop shelter and to install beautification improvements in the vicinity of the bus stop. In addition, staff is proposing that $100,000 be transferred from SS-C Street Safety Improvements at Various Locations (Annual), Account No. 129-367-5504-7156, to provide a total funding amount of $210,000 as indicated in Attachment "1". This transfer will deplete Account No. 129-367-5504-7156. Recommendation: 1. Authorize the Director of Finance to amend the FY04-05 budget to transfer a total amount of $194,000 as indicated in Attachment "1" to provide a total funding amount of $210,000 for Capital Improvement Project No. SS 04-04 "Widening to 4-lanes of Palm Avenue approaching the BNSF Grade Crossing". 2. Authorize the Director of Development Services to amend the Measure "I" 5-year Capital Improvement Program to reflect this change. 3 : ..... I- Z W ~ :I: () <( l- I- <( 0 0 0 0 0 Ql C! C! C! C! 0 :c 0 0 0 0 c::i .!!! 0 0 0 0 o. 0 O. 0 0 'jij 0 ri 0 (0 ...... 0 ~ ...... 0 N l'- ...... .... N .. ~ C :J 0 E <( - "'C C"? ... (0 ~ ClI .n <( ...... 0 3: ...... I ~ 0 tJ) tJ) ... ...... 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DEPARTMENT OF TRANSPORT A liON DIVISION OF LOCAL ASSISTANCE, MS #1 1120 N Street P_ O. Box 942874 Sacramento, CA 94274-0001 TOO (916) 654-4014 (916) 653-5546 Fax (916) 654-2409 (7 (Lr November 30,2001 lm~~~a:@@ File: Section 130 Grade Crossing Improvement Program PALM AVENUE 002-74.0 08-SBD-0-SBD STPLR-5033(020) CJ~E~~~~~ERNARD'NO DEPAATM:~~VICES Mr. Charles A. Lundgren Manager, Public Projects Burlington Northern Santa Fe Railway Company 740 East Carneqie Drive San Bernardino, CA 92408-3571 Dear Mr. Lundgren: Enclosed is the fully executed Service Contract 53R946. This is the NOTICE TO PROCEED for construction. Before work begins, please inform the City of San Bernardino by leUer with a copy to this office. When the work is completed and the warning devices are in operation, please notify the California Public Utilities Commission with copies to the City of San Bernardino and this office. Office of Program Management Enclosure c: California Public Utilities Commission City of San Bernardino V LFlores - 08, Local Assistance Engineer Local Programs Accounting Program Coordinator (Section 130) OF ? o SBO ROUTE P.M. WHITE .::;OM. ANY GOLDENRQO-\ tEADQUAATERS GREEN-DISTRICT OFFICE DLiJE-FtELDMAN BUFF.CONTROLLER PINK.CONTRACTOR'S FILE STATE OF CALIFORNIA DEPARTMENT OF rRANSPORT A TION ~Hl:l:r SSO co. Project Number STPLR-5033(020) THIS NUMBER IS TO BE PLACED ON ALL BILLS SOURCE CHARGE EXP AUTH SPECIAL DESIGNATION DIST. UNIT D1ST. UB-JOB NO.~ RIW PARCEL NO. PRE FIX lOCATION BRIDGE NO. ETC. AMOUNT DEBIT OBJECT OR CREDIT ENCUMBRANCE 13804 13804 13229468L 601'.2. $353,096.00 ITEM <10 HAPTER STAUTES ISCAL YEAR SO-,?,CI-Olt.- ~2.. [ -IClI _ '10 = .z..cco 2.000 2-00\ I HEREBY CERTIFY UPON MY OWN PERSONAL KNOWLEDGE THAT BUDGETED FUNDS ARE AVAILABLE FOR THE PERIOD AND PURPOSE OF THE EXPENDITURE STATED ABOVE. SERVICE CONTRACT NO. 53R946 THIS NUMBER IS TO BE PLACED ON ALL BILLS SACRAMENTO, CALlFORNA COMPANY September 8, 2000 PHONE 909-386~7" ADDRESS The Company hereby agrees to do the work hereinafter set forth for the Department of Transportation in accordance with the provisions of this form and of the ~ttached sheets if any and the Company agrees to receive and accept as full compensation therefore the payment provided herein. n the City of San Bernardino, San Bernardino County, on Palm Ave, PUC #002-74.0, DOT #026105N nstall grade crossing safety devices, including, but not limited to, automatic gates and cantilever signals with the necessary actuating and Iperating circuits, and adequate instrument housing, and surfacing. Cost Estimate Contingency $353,Q96 Federal share 90% City of San Bernardino 10% $353,096 $317,786 $35,310 TOTAL AMOUNT OF THIS CONTRACT is expressly agreed that all persons engaged on this work are employees of the Company and that none are employees of the Department of Transportation of Ie State of California. Jrther, the said Department of Transportation hereby agrees to the terms as above set forth, and hereby agrees to pay the same; provided, that by mutual lnsent this agreement may be modified or terminated at any time. I WITNESS WHEREOF, the parties to these presents have hereunto set their hand the year and date first above written. ::MPACd~ ~/~ Ass1 VICe President Syr.em ~eertnr DEPARTMENT Burlington Northern Santa Fe Railway Company ~- .?. Illc::A/~f fJ$:{{~)j) ,-".. (R<V.""> c~ ~ >U'/lb~ ENGINEER TITLE OR POSITION MAIL QUADRUPLE BILL TO: CAL TRANS LOCAL PROGRAMS, M.S. #1 P. O. BOX 942874 SACRAMENTO, CA 94274-0001 SERVICE CONTRACT No. 53R946 Sheet ~of 5 The estimated total amount of this Service Contract, including contingencies, is $353.096 The Company will not proceed with any construction work on the project until authorized in writing by State. It is recognized that there may be increased costs between the estimate date and date of proceed order. The State will, prior to mailing a notice to proceed to the Company, consult the Company by telephone to confirm that the estimate shown above is sufficient to allow the Company to complete its work. If Company notifies state in writing that the estimated total cost of the project has increased, which is actually received by the State prior to State mailing notice to proceed, State will, if State determines project is to proceed, include a revised estimated total cost in its letter authorizing the Company to proceed. State and Federal maximum liability pursuant to this contract is limited to the amount set forth in the notice to proceed. The Company agrees to perform said work and to provide and furnish all necessary labor, materials, tools, and equipment required therefor, and to prosecute same diligently to completion. State and Company agree that the installation of automatic grade crossing warning devices as provided herein is pursuant to Federal rules and regulations and not State law. (Section 820, Streets and Highways Code, State of California). The State is acting as a conduit for disbursement of Federal funds under the 1991 Intermodal Surface Transportation Efficiency Act for crossing warning devices on city streets and county roads. All work performed by a person, company or corporation other than a public utility regulated by the California Public Utilities Commission, must have a California contractor's license. State and Company agree that in accordance with the provisions of Title 23 Code of Federal Regulations ~646.210 (b) (1), there shall be no contribution by the company for the work performed under this contract. The cost of work as shown above is an estimate only and it is understood that the State will reimburse the Company on the basis of actual cost. The reimbursement is not to exceed the actual cost of the project or the maximum liability set forth in State's "Notice to Proceed," whichever sum is less. Any cost of the work determined by FHWA not to be Federally reimbursable to State shall be borne by Company. Signals shall be installed in locations as agreed upon between Company and the public agency having jurisdiction thereover and as approved by FHW A. 9123186 D5-0162 WPCO APPROVED BY LEGAL DIVISION 9123186 SERVICE CONTRACT No. 53R946 Sheet~of ~ The Company, after purchase of material for the project, will bill the State for 80% of the total estimated cost of the material listed on the detailed estimate attached to this contract. Payment of 80% of the total estimated cost of the material will be made by State to Company upon receipt by State of written advice by Company that the material was purchased for the project pursuant to this contract. The Company, upon written certification to State of completion of the work to be performed pursuant to this contract, will receive a progress payment of the State's share of the project cost. This payment will be 60 percent of the State's share of the smaller of either the enclosed Railroad estimate of the cost of work or the State's estimate of the cost of work. The remaining portion of State's share will be paid upon receipt of the final bill based upon actual cost, not to exceed the limits of liability set forth herein above. If upon final accounting it develops that the State previously paid more than its share of said project, Company shall refund the difference between the State's share of said project and the amount paid by State. All records of the Company, its contractors and subcontractors are subject to audit by representatives of the State and federal Highway Administration and will be retained for a period of three years from State's reception of aforementioned final bill. All work to be done hereunder by Company shall be done only by its employees working under Railroad Labor Agreements and shall be done on a force account basis, the cost thereof to be paid to Company by State in the manner hereinafter set forth. All applicable portions of by 23 CFR Part 140, Subpart I is by reference incorporated herein and made a part hereof. This service contract is for the elimination of hazards at Railroad-Highway crossings. An itemized estimate of the cost of the work to be performed by Company is attached hereto and made a part hereof. The Company is hereby authorized to purchase insurance covering $250,000 Workmen's Compensation and Employer's Liability and $250,000 Public Liability and Property Damage insurance for protection of its employees in connection with the construction of this project which is covered by this service contract. The cost of such insurance, which is to be purchased at rates currently in effect, shall be verified by invoice and the Company shall be reimbursed therefor by State as billed. Since all the work is being done by Company forces, there will be no need to provide special conditions in which the Company will flag for itself in this service contract. It is neither necessary nor cost-effective to have on-site inspection of recovered materials; however, the State reserves the right to make inspections of recovered materials. It is agreed that Company will inform the Public Utilities Commission upon completion of the work and that the installation cost is apportioned pursuant to Federal laws and regulations. Company shall maintain the crossing warning devices. The cost of maintenance of the crossing warning devices shall be as allocated by Public Utilities Commission. Subject to the availability of labor and material, it is the intent of the parties hereto that all construction work under this service contract is to be completed within one year after the proceed to work authorization is issued by State, and in any event all construction work is to be completed by in writing. IDecember 31, 2002 I unless an extension of time is approved by the State 9/23/86 0&-0162 WPCO APPROVED BY LEGAL DIVISION 9/23/86 ----------------------------------------------------------------------------------------------------------------------- 4-/5 ****. MAINTAIN PROPRIETARY CONFIDENTIALITY ----------------------------------------------------------------------------------------------------------------------- THE B. N. S. F. RAILWAY COMPANY FHPM ESTIMATE FOR ________________________________________________________::::_~~_~_~~~___________~~"__~~~,~_rlt.------ LOCATION _ ONO DETAILS OF ESTIMATE t:::IIJ _____________________________________________________________________________________~__~'_~___~~tt.~------------- PURPOSE, JUSTIFICATION AND DESCRIPTION WIDEN PALM AVENUE, CROSSING NO. 2-74.0, D.O.T. NO. 026 105 N, BY 48 FT. - 136 LB. CONCRETE CROSSING SURFACE ON BOTH NMT AND SMT. TOTAL WIDTH OF 96 TF. TRACK WORKSHEET WAS PROVIDED BY CHARLES A. LUNDGREN ON 5/3/00. LABOR ***.****** QUANTITY U/M -------- 17.60 MIl 48.00 MIl 101. 20 MIl 140.80 MIl 101. 20 MIl 101.20 MIl 27.60 MIl 13.20 MIl 12.00 MIl 12.00 MIl 12.00 MIl COST TOTAL $ DESCRIPTION --------------------------------------------- ********** FLAGGING MOBILIZATION - PLACE PUBLIC CROSSING PLACE PUBLIC CROSSING REPLACE FIELD WELDS REPLACE RAIL/OTM REPLACE TRACK PANELS SURFACE TRACK UNLOAD BALLAST WORK TRAIN - BALLAST WORK TRAIN - PUBLIC XING - ADDITION WORK TRAIN - TRACK PANELS - REPLACEMENT PAYROLL ASSOCIATED COSTS EQUIPMENT EXPENSES SUPERVISION EXPENSES PERDIEM EXPENSES INSURANCE EXPENSES 304 803 1,769 2,694 1,769 1,769 540 231 306 306 306 6,668 4,471 7,326 150 1,614 TOTAL LABOR COST 31,026 31,026 ********** MATERIAL ********** BALLAST, FROM NEWBERRY, CA. TRACK PANEL, 136 LB 39 FT PNRL PLTS 10FT TIES SPIKE, TIMBER SCREW, 5/8X12 IN, F/ROAD XING WELD, KIT. GENERIC FOR ALL RAIL WEIGHTS CONC 136 08-SEC WITH FILLER FOR WOOD STORE EXPENSES ONLINE TRANSPORTATION USE TAX OFFLINE TRANSPORTATION 190.00 NT 6.00 EA 144.00 EA 16.00 KT 96.00 TF 1,809 18,849 140 912 13,349 863 1,757 2,872 417 TOTAL W\TERIAL COST 40,968 40,968 +********* OTHER ********** FRONT END LOADER 3.00 DAY 6,600 TOTAL OTHER ITEMS COST 6,600 6,600 PROJECT SUBTOTAL CONTINGENCIES BILL PREPARATION FEE 78,594 7,393 430 GROSS PROJECT COST LESS COST PAID BY BNSF 86,417 o TOTAL BILLABLE COST 86,417 5/5 . .uu..- __ _ _ __.u.... _ _ _.. u._. _ _. _ __ _. .. _ u_u __ _u_ _ __ _._S_I.O_2_'_1_0_5~_-_':_t:..t_ _ ____ _ u _~_ J.Es).l.~\.... E..~::Tl_~~ .E..u_ ~~~::~~_: ._--~~~------------ ._------------_._-------~~:~:~~-~~-~~::~~-----------~~\.~~~--_._---_..--------- PURpOSR. JUSTIFICATION AND DRSCRIPTION SIGNAL WO~K A'SOCIATED "InI ClUINGES BY TIlE STATE AT PALM AVE.. SP.N BEIWARDINO. 0.. DOT 026-105.1' CONSISTING OP HXP3R2 IIITII TIlRRE GATES. ONE CANTILEVER. GAllRD RAIL. I\SEPEllS. BUT.. CHARGERS. CABLE. METER POLE. DIRT. ROCK. EQUIPMENT. ~GR. RECORDER. F/~L. S/MTRL. MISC. MTRL. THE MATRRIAL LIST BELOW REFLECTS TYPICAL REPRES~IVE ~ACKAGES USED FOR ESTIMATING PURPOSE ONtoY. THE:Y CllN BE EXPECTEP TO CIIAllGE Al'TER nil!; ENGINEERING PROCESS. DCTAILED AND ACCURATE HIITERI"L LISTS WILL BE fURNISHED _ IDlGlNEERING IS COMPLnw. CONTINUING COl'lTR.>.CTS HAVE eEEN ESTABLISHED FOR PORTIONS OF SIGNAL "OJU( ON THE BNSI' RAILROAD. TIllS ESTIMllTE IS GOOD FOR '0 DAYS. TIlEP.El\FTER THE ESTlMATR IS SUBJECT TO Oll\NGE IN COST POR LABOR. ""TERIAL. J\NP OVER><tAD' ............................... SIGNAL WORK O~Y ............................... nil: STATE OFCALI?ORNIA IS FUNDING TillS PROJECT. 100l OF aNSP'S COST IS AT TIre STATES EXPENSE. 1 DESCRIPTION ."_..-.-_._----~_.----_.----_.------------_.- ........... LI\llOR .......... ELECTRICAL LABOR F/PowoR TRANS sye SIGNAL FIELD LABOR SIGNAL SHOP L~R PAYROLL ASSOCIATED COSTS EQUI_T EXPENSES SUPERVISION EXPENSES INSURANCE EXPENSES TOTAL Ll<20R COST ........... MATEllIAL ............ B"TTEIlY elNGALOW 6X6 BUNGALOW MIITEIUAL CABLE CIlAIlGERS CONVERSION ~IT. FAIL UP FIELD MATERIAL GA T~ KEEPER GATE MEal. MODEL'S = RAIL. 1/~ OVll HXPlR SYSTEM MATERIAL f'OR ELECTRICAL ONE CROSSING CANTIL~ER W/POUND RTU - 6 CELLUIJUl SPARE & ","se. MATERIAL VIGILANT R6CORDER STORE EXpmGES USE T"" OFFLINE TRANSPORTATION TOTAL MATERIAL COST ........... OTIlER .......... AC PONSR SERVICE CONTRACT D'GR. DIRECT SHIFtING EQUIPMENT RDlTA!. FILL DIRT SURFACE RO~ TOTAL OTHER ITEMS COST PROJECT SUBTOTAL CONTINGENCIES BILL PREPI<RATION FEE GROSS PROJECT COST L6S9 COST PAID BY 81'9, PSI026I05N.l.txt TOTAL 8ILLABLE cosr Q\Jl\NTITY VIM COST ...---~---- ----------- TOTAL 5 sc.oo MIl 1000.00 MIl 12.00 MIl 1.107 30,708 1. 422 ~0.S36 6.047 ~2.5G9 4.995 87,371 ----------- -------.".- 61,374 1.00 LS 1.00 EA 1.00 LS 1.00 LS 1.00 LS 2.00 EA 1.00 LS 0.00 SA 3.00 SA 2.00 SA 1. 00 EA 1. 00 SA 1. 00 EA 1. 00 EA 1. 00 LS 1.00 SA 4,505 5,190 11.4170 2,337 1.293 2.'00 7,292 6,400 16.1~4. 1. 500 13,750 1.500 9.800 1.591 ~.OOO 1. 566 2.334 7,756 1.185 10&.003 ._--------- -------..-. 106,003 1. 00 IlA 1. 00 EA 1.00 EI'. 1.00 EA 20.00 CY 10.00 CY S.OOO 7,soa 2.500 12,000 500 ~50 27.750 ----------- ----------- ~7.750 221,127 44.22& 1.3~7 ------_.--- 266.679 o 2"."9 ~::r.--------