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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Development Services
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Subject: Request to use Salary Savings to
Fund Temporary and Contractual Services,
and Resolution approving Amendment No. I
to Professional Services Agreements for
Consultant Engineering Plan Checking and
Development Review.
From: James Funk, Director
Date: January 29, 2002
MCC Date: February 4, 2002
Synopsis of Previous Council Action:
9/9/86 Resolution No. 86-350 was adopted authorizing expedited Engineering Plan Check services.
6/18/01 Resolution No. 01-208 was adopted approving Consulting Plan Check services in the amount of
$24,500.
11/05/01 Resolution No. 2001-343 was adopted authorizing expedited Engineering Plan Check services.
Recommended Motion:
1) Adopt Resolution.
2) That the Mayor and Common Council authorize the Director of Finance to amend the FY 2001/02
Development Services Department adopted budget and transfer savings from salaries (Account No.
001-183-5011) in the amount of$25,000 to contractual services (Account No. 001-181-5502) to
accommodate the associated cost.
3) That the Mayor and Common Council authorize the Purchasing Manager to increase the PO to
Engineering Resources from the current amount of $25,000 to $50,000.
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Contact person: Youn H. Kim, Civil Engineering Associate
Phone:
5027
Supporting data attached: Staff Report, Reso., Ward: N/A
Amend. No.1 to Agreement
FUNDING REQUIREMENTS: Amount: $25,000
Source: (Acct. No.) 001-183-50XX,001-184-50XX
Acct. Description:
Engineering Design - Contractual
Services
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Finance:
Council Notes
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Agenda Item No. /~
City of San Bernardino - Request for Council Action
Staff Report
Subject:
Request to use Salary Savings to Fund Temporary and Contractual Services, and Resolution
approving Amendment No. 1 to Professional Services Agreements for Consultant Engineering
Plan Checking and Development Review.
Background:
The Public Works Division of the Development Services Department is responsible for
development plan review and plan checking for various land development and Capital
Improvement Program projects. This program, in general, consists of the review and plan
checking of roads, bridges, buildings, grading, drainage, landscaping, traffic signals, on-site
improvements, handicap ramps, etc.
Historically, review and plan checking has been provided by in-house engineering staff.
However, the City is experiencing a dramatic increase in development activity (nearly 100%
over the amount last year at this time) thus far this fiscal year and it has become impossible for
the Engineering staff assigned to land development to provide an adequate level of service to the
development community. Even in the long term, it is anticipated that on-going contract services
will be necessary to provide an adequate level of service, due to the highly variable nature of
land development to avoid "overstaffing" for short term development peaks.
Recently, the City has reviewed and approved the project for Kohl's at the former Norton Air
Force Base. This is the largest single development project in the City of San Bernardino. This
project required a significant amount of engineering resources from both the plan check
consulting firm and staff due to the scale, complexity and short timeline of the project. Both
staff and the plan check consultant provided special attention to the plan checks in order to meet
the expedited processing schedule prescribed by their agreement with the City. This project
involves the special handling of unique storm drain facilities, many existing utility lines, and
improvements to the Timber Creek Channel as well, and elements of the engineering drawings
are still in the review process.
Under the selection process, completed in April 2001, Engineering Resources was selected to
provide plan checking services and an Agreement was executed with that firm on March 18,
2001. The current agreement with Engineering Resources expires on June 18, 2002. They have
agreed to continue applying their current rates for professional plan checking services and with
their expertise, knowledge and reliability, have performed well under their original contract. The
engineering consulting firm has been paid over $21,000 for "normal" plan check services to date
this fiscal year and the cost for these services is estimated to be $25,000 for the balance of the
fiscal year. As always, staff will keep the cost of plan checking to the absolute minimum
necessary to assure quality services of the project.
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City of San Bernardino - Request for Council Action
Staff Report - continued
Financial Impact:
Funding for this amendment in the amount of $25,000 will be covered by the salary savings from
the vacant positions as noted below commencing the period from July 1,2001 to December 31,
2002. The salary savings are to be transferred into Account No. 001-181-5502
(Professional/Contractual). This account will be used to charge costs incurred under this
contract. The salary savings are identified by positions below:
Senior Civil Engineer $15,000 Account Number 001-183-5011 (Salaries Perm/Full-time)
Engineering (Traffic) Associate $.1.Q.lli!Q Account Number 001-183-5011 (Salaries Perm/Full-time)
$25,000
Recommendation:
That the Mayor and Common Council authorize the Director of Finance to amend the FY
2001102 Development Services Department adopted budget and transfer savings from salaries
(Account No. 001-183-5011) to contractual services (Account No. 001-181-5502) to
accommodate the associated cost; and authorize the Purchasing Manager to increase the PO to
Engineering Resources from the current amount of $25,000 to $50,000; and adopt resolution.
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3 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING A
AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH ENGINEERING
4 RESOURCES OF SOUTHERi~ CALIFORi~IA, INC. FOR ENGINEERING PLAN
5 CHECKING SERVICES FOR VARIOUS LAND DEVELOPMENT PROJECTS.
RESOLUTION NO.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
8
SECTION 1. Engineering Resources of Southern California. Inc. is a finn that is
9 competent, experienced and able to perfonn requested services and had initially provided the
10 most advantageous and responsible proposal for pro\'ision of Engineering Plan Checking
11 Services. They have agreed to extend their hourly rates and increase the contract amount by an
12 additional $25,000.00 for a total contract amount of $50,000.00. Pursuant to this detennination,
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the Mayor is hereby authorized and directed to execute the Amendment No. I to Agreement for
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Services on behalf of the City; a copy of the Amendment No. I Agreement is attached hereto and
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16 incorporated herein (Exhibit A).
SECTION 2. The authorization to execute the above referenced Amendment No. I to
Agreement is rescinded if it is not signed by the parties within sixty (60) days of the passage of
this resolution.
III
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1 RESOLUTlON...APPROVING AMEND:VIENT NO. I TO AGREEMENT FOR
2 SERVICES WITH ENGINEERING RESOURCES OF SOUTHERN CALIFORNIA, INC.
FOR ENGINEERING PLAN CHECKING SERVICES FOR VARIOUS LAND
3 DEVELOPMENT PROJECTS.
4
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a
meeting thereof, held
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9 Council Members:
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on the
day of
, 2002, by the following vote, to wit:
A.ITS
NAYS
ABST AIN ABSENT
ESTRADA
LIEN
MC GINNIS
SCHNETZ
14
15
SUAREZ
ANDERSON
16
17
MC CAMMACK
City Clerk
The foregoing resolution is hereby approved this day of
,2002.
Judith Valles, Mayor
City of San Bernardino
27 By:
28 III
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EXHIBIT A
AMENDMENT NO. I TO AGREEMENT FOR SERVICES
This AMENDMENT NO. I to AGREEMENT is made and entered into this
day of , 2002, by and between Engineering Resources of Southern California, Inc.
("Contractor") and the CITY OF SAN BERNARDINO ("CITY").
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WITNESSETH:
A. WHEREAS, CITY has a continuing need for plan checking services within the
City and,
B. WHEREAS, CONTRACTOR is competent and able to perform said services,
and,
C. WHEREAS, the original amount of the contract was not to exceed $25,000.00,
and,
D. WHEREAS, the amount paid to CONTRACTOR will soon exceed said
$25,000.00.
E.
NOW, THEREFORE, the parties hereto agree that AGREEMENT shall be
amended as follows:
I. Over the term of this Agreement, CONTRACTOR shall be paid for such
services an amount not to exceed an additional $25,000.00 for a total
contract amount of $50,000.00.
2. The term of the agreement began June 18, 2001 and will expire I year
thereafter. Is subject to termination by either party upon 30 days written
notice. The Agreement may be extended for one additional year.
F. All other terms of AGREEMENT shall remain uncharged.
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IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. I to
AGREEMENT on the day and date first above shown.
Date:
By:
John M. Brodin, President
Engineering Resources
Southern California, Inc.
CITY OF SAN BERNARDINO
By:
Judith Valles, Mayor
ATTEST:
Rachel Clark, City Clerk
Approved as to form
And legal content:
James F. Penman,
City Attorney
By:
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH ENGINEERING
RESOURCES OF SOUTHERN CALIFORNIA, INC. FOR ENGINEERING PLAN
CHECKING SERVICES FOR VARIOUS LAND DEVELOPMENT PROJECTS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Engineering Resources of Southern Califomia, Inc. is a firm that is
competent, experienced and able to perfonn requested services and has provided the most
advantageous and responsible proposal for provision of Engineering Plan Checking Services.
They have agreed to extend their hourly rates and increase the contract amount by an additional
$25,000.00 for a total contract amount of $50,000.00. Pursuant to this determination, the 'vIayor
is hereby authorized and directed to execute Amendment No. 1 to Agreement for Services on
14
behalf of the City; a copy of Amendment No. I is attached hereto and incorporated herein
15
16 (Exhibit A).
17
20 III
21 III
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1
RESOLUTION...APPROVING AMENDMENT NO.1 TO AGREEMENT FOR
2 SERVICES WITH ENGINEERING RESOURCES OF SOUTHERN CALIFORi"JIA, INC.
FOR ENGINEERING PLAN CHECKING SERVICES FOR VARIOUS LAND
3 DEVELOPMENT PROJECTS.
4
5
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Common Council of the City of San Bernardino at a
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
meeting thereot~ held
on the
day of
, 2002, by the following vote, to wit:
ABSTAIN
ABSENT
Council Members:
NAYS
AYES
10 ESTRADA
11 LIEN
12
MC GINNIS
13
14
15 SUAREZ
SCHNETZ
16 ANDERSON
17 MC CAMMACK
18
19
20
21
City Clerk
day of
,2002.
The foregoing resolution is hereby approved this
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23
Judith Valles, Mayor
City of San Bernardino
24 Approved as to
form and legal content:
25
26
JAMES F. PENMAN,
City Attorney
27 By:L,.k
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EXHIBIT A
AMENDMENT NO. I TO AGREEMENT FOR SERVICES
This AMENDMENT NO. I to AGREEMENT FOR SERVICES is made and entered into
this day of , 2002, by and between Engineering Resources of Southern
California, Inc. ("Contractor") and the CITY OF SAN BERNARDINO ("CITY").
WITNESSETH:
A. WHEREAS, CITY has a continuing need for plan checking services within the
City and,
B. WHEREAS, CONTRACTOR is competent and able to perform said services,
and,
C. WHEREAS, CITY AND CONTRACTOR previously entered into an
Agreement for Services dated June 18,2001 for plan checking services,
D. WHEREAS, the original amount of the contract was not to exceed $25,000.00,
and,
E.
WHEREAS, the amount paid to CONTRACTOR will soon exceed said
$25,000.00.
F. NOW, THEREFORE, the parties hereby agree that the Agreement for Services
is amended as follows:
I. Over the term of this Agreement, CONTRACTOR shall be paid for such
services an amount not to exceed an additional $25,000.00 for a total
contract amount of $50,000.00.
2. The term of the Agreement began June 18,2001 and will expire I year
thereafter. The term of the Agreement may be extended for one additional
year.
G. All other terms of the AGREEMENT FOR SERVICES, shall remain unchanged.
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. Rachel Clark, City Clerk
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IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. 1
to AGREEMENT FOR SERVICES on the day and date first above shown.
Date:
By:
John M. Brodin, President
Engineering Resources
Southern California, Inc.
CITY OF SAN BERNARDINO
By:
Judith Valles, Mayor
ATTEST:
Approved as to form
And legal content:
James F. Penman,
City Attorney
By: L J-.~
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CITY CLERK'S OFFICE
RACHEL G. CLARK, CM.C. . CITY CLERK
'M
P.O. Box 1318 . San Bernardino' CA 92402
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.cLsan-bernardino.ca.us
February 8,2002
John M. Brudin, President
Engineering Resources of Southern California
3550 E. Florida Avenue #B
Hemet, CA 92544
Dear Mr. Brudin,
At the Mayor and Common Council meeting of February 4, 2002, the City of San Bernardino
adopted Resolution 2002-39 - Resolution approving Amendment No. I to agreement for services
with Engineering Resources of Southern California, Inc., for engineering plan checking services
for various land development projects.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Altn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by April 5, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
':/ J \( i' .' l \. ,~
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADoPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty
--HE-.
ESOURIIS
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3550 E. Florida Avenue, Suite B
Hemet. California 92544
Tel 909 765-6622 Fax 909 765-6621
TRANSMITTAL
To:
City Clerk
City of San Bernardino
POBox 1318
San Bernardino CA 92402
Date:
February 12, 2002
00015002
Job No.:
Re:
Amendment to Agreement for
Services
Attention:
Michelle Taylor
Description:
1 ea. Executed Amendment No. 1 to Agreement for Services as requested.
o For Approval
. For Your Use
. As Requested
o For Review and Comment
o For Bids Due 20_
o Approved as Submitted
D Approved as Noted
D Returned for Corrections
o
o Resubmit Copies for Approval
D Submit Copies for Distribution
D Return Corrected Prints
D Prints Returned After Loan to Us
By: MATT BRUDIN. P.E.. PRINCIPAL
bsv
If enclosures are not as noted, notify us at once.
T:\FORMS\FORMS\transmittal.wpd
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
February 14, 2002
TO:
Y oun Kim, Engineering Associate
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-39 - Engineering Resources of So. CaI.
CC:
Finance
Attached is a fully executed copy of Amendment No. 1 to agreement with Engineering
Resources of Southern California, Inc., for engineering plan checking services for various land
development projects. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ex!. 3206.
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** FOR OFFICE USE ONL Y - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): d --"\-O.J- Item #
Vote: Ayes /-"J 5-" Nays h
.
I <0 Resolution ~ ___dOG;) -_3".L~______
Abstain .e Absent___-1___.__
Change to motion to amend original documents:
Reso_ # On Attachments: ,/
Contract term : --
Note on Resolution of Attachment stored separately: -==-_
Direct City Clerk to (circle I): PUBLISH, POST. RECORD W:COUNTY
Date Sent to Mayor:
)-10-0;).
Date of Mayor's Signalure: :1-(,-0:;
Date of Clerk/CDC Signature: d- 'l-O';)'
Nu IIIV0id After _iro-Q/l-i-l+l~-=-() ~_
By: _=-_____._
Reso. Log l:pdakd. ('
Seal Impressed: _..___~_.____.____~_._.
Date Memo/Letter Sent for Signature: J -l{ -0 ::J-
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: L Date Returned: tj-I..i\-C ~
See Attached:
See Attached:
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 Traffie Folders (3985, 8234,655,92-389):
Copies Distributed to:
City Attorney 0'"
Parks & Rec_
Code Compliance
Dev. Services ~ EDA
Police
Public Services
Water
Notes:
Yes / No By
Yes No ...L By
Yes No --L By
Yes NO~ By
Yes No By
Finance ..-"
MIS
Others:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. ete.)
Ready to File: ~
Date: J[.l\--dd'
Revised 01112/01