HomeMy WebLinkAbout16-Development Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
File: 1.7121
Synopsis of Previous Council Action:
03-04-96 Approval given to submit request for authorization of funds under Federal Aid
Highway HBRR Program.
11-04-96 Approval of $20,000 for preparation of conceptual plan.
05-19-97 Authorization to execute agreement for professional services with DMJM for
conceptual plan approved.
03-15-99 Adopted Resolution authorizing execution of professional engineering services
agreement with Parsons Brinckerhoff Quade & Douglas, Inc.
07-06-99 Approved Budget carry-over of $498,200 in Account No. 129-367-5504-7121 as
local matching funds for Mt. Vernon Grade Separation at BNSF.
09-07-99 Authorization to execute agreement with Parson Brinckerhoff Quade & Douglas Inc.
for Professional Engineering Services.
Subject:. Resolution of the City of San
Bernardino authorizing the execution of
Amendment No.1 to the Professional
Engineering Services Agreement with
Parson, Brinckerhoff, Quade & Douglas,
Inc. for the design of the Mt. Vernon Ave.
Viaduct over the BNSF railroad.
MCC Date: 11-05-01
From: James Funk, Director
OR!~ !~HL
Dept: Development Services / L-. I .
~ Date: October 12, 2001
Recommended Motion:
Adopt Resolution.
~esf~
Contact person: Mehran Sephri. Senior Civil Engineer
Phone:
5127
Supporting data attached: Staff Report. Resolution. Map. Exhibit A
Exhibit B
Ward:
1&3
FUNDING REQUIREMENTS:
Amount: $19.700.00
Source: (Acct. No.) 242-362-5504-7121
Acct. Description: Mt. Vernon Grade Separation at
BNSF
Finance:
Council Notes:
'1J~\ ~2C:O\- 336
.I J fsJi1J-
Agenda Item No. J fa
CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the execution of Amendment No.1 to the
Professional Engineering Services Agreement with Parson, Brinckerhoff, Quade & Douglas, Inc.
for the design of the Mt. Vernon Avenue Viaduct over the BNSF railroad.
Backl!round:
On September 7, 1999, the Mayor and Council adopted Resolution No. 1999-228 approving a
Professional Services Agreement with Parson, Brinckerhoff, Quade and Douglas, Inc. at a
lump sum cost of $949,560 for design of Mt. Vernon Viaduct over BNSF railroad. This
Agreement was originally approved by the Mayor and Council on March 15, 1999, but was
delayed until CALTRANS completed the pre-award process favorably.
During the environmental phase of the project, an Historic Property Survey Report (HPSR) was
prepared and reviewed by the CALTRANS Environmental Division. CALTRANS concluded that
based on the HPSR the Mt. Vernon Viaduct appeared to be eligible for the National Register of
Historic Places (NRHP). This conclusion has led to additional studies as required by the
National Environmental Policy Act (NEPA). These studies are necessary to demonstrate that
there is no prudent or feasible alternative to use of the historic site property, and that the project
includes all possible planning to minimize harm to the historic site resulting from the use.
The schedule for this project has also been affected by the likely historical designation. The
expected study preparation and review time has been increased substantially. A historical
designation necessitates greater review by State and Federal agencies, including the State
Historic Preservation Organization (SHPO), Federal Highway Administration (FHW A), and
CALTRANS. Consequently, it is estimated that the environmental review will require another
six months to complete; final design, review, and approval ten to twelve months; and
construction twelve to sixteen months beyond that, as per the following schedule:
Complete Environmental Approval process:
March, 2002
Complete Final Design
January, 2003
Start Construction
March, 2003
Complete Construction
July, 2004
Staff will continue to monitor this project schedule with those of nearby projects, such as the
1-215 Highway improvements to ensure that it is ultimately compatible with other construction
efforts, their associated detours, and temporary street closures.
CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
Staff Report
In order to help this project stay on track, staff will be receiving a weekly written status report
and hold bi-weekly meetings with the consultant's new Project Manager. The compensation to
the engineer for these additional studies is a fixed fee of$19,700.
Financial Impact:
The majority of the cost for this project ( 89 percent) is eligible for reimbursement through
Federal/State Aid Highway Bridge Replacement and Rehabilitation (HBRR) funds. The
remaining local match (11 %) is available from Account No. 242-362-5504-7121.
Summary of Contract Costs
Original Contract Amount $949,560
Contract change Order No.1 $19,700
Revised Contract Amount $969,260
Recommendation:
Adopt Resolution.
.
City of San Bernardino, California
Department of Development Services/Public Works Division
Vicinity Map
Mt. Vernon Avenue
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MAP
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(Q;(g~V
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AMENDMENT NO.1 TO THE PROFESSIONAL ENGIl'iEERll'iG
SERVICES AGREEMENT WITH PARSONS BRINCKERHOFF. QUADE &
DOUGLAS, INC. FOR THE DESIGN OF THE MOUNT VERJ-';ON AVENUE VIADUCT
OVER THE BNSF RAILROAD.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. THAT THE MAYOR is authorized to execute an Amendment to the
Professional Engineering Services Agreement with Parsons Brinckerhoff Quade & Douglas,
Inc. for replacement of Mount Vernon Avenue viaduct over the BNSF Railroad Yard (Exhibit
"A"). The attached proposal dated October 5,2001, and marked Exhibit "B", submitted by
Parsons Brinckerhoff Quade & Douglas, to perform extra work for a fixed fee of $19,700.00,
under terms of a Professional Services Agreement with said Engineer authorized by
Resolution No. 1999-228, is hereby approved. Such approval shall be effective only upon
Amendment No.1 being fully executed by both parties. The Mayor is hereby authorized and
directed to execute said Amendment No.1 on behalf of the City. A copy of Amendment No.
1 is attached as Exhibit "A" and incorporated herein by reference as fully as though set forth
at length.
SECTION 2. This Amendment shall not take effect or become operative until fully
signed and executed- by the parties and no party shall be obligated hereunder until the time of
such full execution. No oral agreements, amendments, modifications or waivers are intended
or authorized and shall not be implied from any act or course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
within sixty (60) days of passage of the resolution.
1//
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZl:\G THE
EXECUTION OF AMENDMENT NO.1 TO THE PROFESSIONAL ENGINEERING
SERVICES AGREEMENT WITH PARSONS BRINCKERHOFF, QUADE &
DOUGLAS, INC. FOR THE DESIGN OF THE MOUNT VERNON A VENUE YlADUCT
OVER THE BNSF RAILROAD.
1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held on the
_ day of
, 200 I, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
<:: 14 SUAREZ
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ANDERSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
2001.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By:L t--~
o
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t:XHIHIT "A"
AMENDMENT NO. I TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
PARSON BRlNCKERHOFF QUADE & DOUGLAS, INC.
This AMENDMENT NO.1 is made and entered into this of 2001,
by and between the CITY OF SAN BERNARDINO. California, a municipal corporation,
hereinafter referred to as the "CITY" and Parsons BrinckerhoffQuade & Douglas, Inc., a New
York corporation, hereinafter referred to as "ENGINEER".
WITNESSETH
WHEREAS, San Bernardino City Council, on September 7, 1999, adopted
Resolution No. 1999-228 approving an Agreement for Professional Services with Engineer for
preparation of environmental documents, plans, specifications, estimates and construction
documents for the construction of a new bridge over the Burlington Northern Santa Fe (BNSF)
Railroad Yards; and
WHEREAS, subsequent to Agreement approval, During an environmental phase
of the project, Historic Property Survey Report (HPSR) was prepared and reviewed by
CALTRANS Environmental Division. CALTRANS concluded that based on HPSR the Mt. Vernon
Viaduct appears to be eligible for the National Register of Historic places (NRHP).; and
WHEREAS, this conclusion has lead to additional studies as required by the
National Environmental Policy Act (NEPA); and
WHEREAS, these studies are to demonstrate that there is no prudent or feasible
alternative to use of the land on a historic site, and that the project includes all possible planning
to minimize harm to the historic site resulting from the use; and
WHEREAS, Engineer has requested an amendment to the Agreement to cover
the cost of additional services required to complete these revisions; and
WHEREAS, paragraph 5.B. of Agreement allows adjustment to the total cost of
services when the Engineer and City agree in writing that there has been, or wiII be, a
significant change in the scope, complexity or character of the services to be performed; and
WHEREAS, City agrees that the requested revisions are not within the scope of
services covered in Agreement; and
WHEREAS, the proposed additional services to be performed by Engineer are
described in a letters from Engineer dated October 5, 2001, identified as Exhibit "B",
respectively, attached hereto and made a part hereof.
NOW, THEREFORE, it is mutually agreed, as follows:
1. SCOPE OF SERVICES
AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
PARSON BRINCKERHOFF QUADE & DOUGLAS, INC.
Engineer shall perform those additional services identified in Exhibit "B".
2.
COMPENSA nON
Upon satisfactory completion of the additional services contained herein City
shall pay to Engineer an additional fixed fee of $19,700.00, as described in
Exhibit "B".
Page 1 of 2
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EXHiBiT" A"
3. NO ADDITIONAL CHANGES
Except as otherwise stated in this Amendment No.1, all terms of the original
Agreement, as approved by City on September 7, 1999, shall remain in full force
and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed on the date written above by their duly authorized officers on their behalf.
ATTEST:
CITY OF SAN BERNARDINO
BY;
BY:
Judith Valles, Mayor
City of San Bernardino
Rachel Clark, City Clerk
City of San Bernardino
Parson Brinckerhoff Quade & Douglas, Inc.
BY:
Signature
NAME:
TITLE:
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
Dr!-
r-.~
Page 2 of2
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EXHIBIT "B"
-~~ -~~ - ~:=
.. - u_" '100
,E-Jl"-',
hn-.
..........",."
685 &sf Camsgie DrivrJ
Su#eZIO
San Bemardino. CA 9Z4Q6-35(J7
909-888-1106
Fax: 909-IJ89.1884
October 5, 2001
Mr. Raymond Casey, PE
City Engineer
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92418
OO~~:~~~@
,
ell v uf S>iN BERNARDINO
Oi:VnOPMENT SERVICES
OEPARTMENT
SUbject:
Mt Vernon Bridge Replacement Project
Request for Change of Project Manager and Updated Phase 1Schedule,
Request for Change to the Cost of PB Services (Second Resubmlttal.)
Dear Mr. Casey:
Thank you for taking Ihe time of discussing with Ray Fares the concems of the City regarding our
previous cost change requests. Pursuant to these discussions, we have made significant changes
to the scope of work outlined in our June 12,2001, and March 29, 2001 letters to the City. However,
we remain uncertain to whether these changes fully address your indicated concerns, and therefore,
we very much look forward to an opportunity to make additional and prompt adjustments, as you
deem necessary. We believe this proposal should carry us to the successful completion of Phase 1,
but not without risks, as addressed in our June 12, 2001 letter and elsewhere in this letter.
Project Manager
We like to propose Mr. Ray Fares, as our Project Manager, responsible for the management and
day-to-day coordination of Phase 1 and 2 works. We have attached his Resume for your review.
Ray Fares has repeatedly shown his enthusiasm to be part of this project, and he stands committed
to deliver on your expectations.
Further, and repeating an earlier verbal commitment to you, clearing this project environmentally will
be David Clark's number one priority. In my opinion, he is the RIGHT person to move this project
quickly through Caitrans and involved agencies. He is very eager to commence the additional and
remaining work ieading to the completion of Phase 1.
Updated Phase 1 Schedule and Progress Reports
Attached Is a revised schedule for the completion of Phase 1. This schedule assumes about 3.5
months of Clty/CaltranslFHWA, agency and public reviews. City and Caltrans reviews are assumed
to be concurrent. Phase 1 completion is expected by end of March 2002. Weekly progress reports
will be submitted to Mr. Mehran Sepehrl of the City of San Bernardino.
The following highlights some milestone completion dates:
Final HPSR
Section 4f1Screencheck EA
Draft Finding of Adverse Effect (FAE)
Caltrans & FHWA Approved EA
Completion Date
September 24, 2001
October 5, 2001
October 12, 2001
December 21, 2001
Over a Centu."y of
E'~9;n"'6'ing fJrcetluflce
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EXHIBIT "B"
'2
100
I'E""5
Change to the Cost of PB Services (Second Resubmlttal)
The following amends the scope and associated fees depicted in the June 12, 2001 letter:
ItemlA
Item 1B
ltemlC
ltemllA
Item liB
Scope Revision(s)
Scope is limited to performing additional environmental studies associated
with the Finding of Adverse Effect and Section 4 (f) Evaluation. These
additional studies are required as a result of the potential historic value of
the existing bridge.
(Unchanged.)
This scope Is now limited to a brief memorandum that consists of: (1)
updating the bridge seismic retrofit costs, (2) demonstrating the infeasibility
of a bridge rehabilitation alternative. and (3) explaining the opportunities
available to the City In term of roiling additional retrofit funds (if any) into the
replacement project, and in term of leveraging STIP dollars as a match for
the HBRR dollars.
Effort associated with a cable-stayed bridge altemative is omitted.
Foundation concepts will be evaluated in Phase II.
(Unchanged.)
SUBTOTAL 1
In conclusion, we are requesting a contract change amount of $19,700.
We very much look forward to working with you and Mr. Mehran Sepehri.
Very truly yours,
PARSONS BRINCKERHOFF QUADE & DOUGLAS, INC.
Revised Fee
$11.700
$0
$8000
$0
$0
$19.700
CC: Ray Fares, PE
Enclosures: Schedule, Resume for Ray Fares, Letters dated June 12,2001 and March 29, 20001
O".r _ Centur')r 01
Engine.ring E.. ceUe"ce
CITY CLERK'S OFFICE
RACHEL G. CLARK, C.M.C. - CITY CLERK
SM
P.O. Box 1318. San Bernardino' CA 92402
300 North "0" 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.ci.san-bernardino.ca.us
November 9,2001
Bedros Agopovich, PE
Parsons BrinckerhoffQuade & Douglas, Inc.
685 East Carnegie Drive, Suite 210
San Bernardino, CA 92408-3507
Dear Mr. Agopovich,
At the Mayor and Common Council meeting of November 5, 200 I, the City of San Bernardino
adopted Resolution 2001-336 - Resolution authorizing the execution of Amendment No. 1 to the
professional engineering services agreement with Parsons BrinckerhoflQuade & Douglas, Inc.,
}or the design of the Mt. Vernon Avenue viaduct over the BNSF Railroad.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the agreement for yourfiles.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by January 4, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
. .".?'-
~I/.. ,,!'j.~~i (( ..>./~
Michelle Taylor I
Senior Secretary
.
, t.,
Enclosure
cc: Mehran Sephri, Senior Civil Engineer (letter only)
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty
'00
YEARS."
November 14, 2001
City of San Bernardino
City Clerks Office
Michelle Taylor
P.O. Box 1318
San Bernardino, CA 92402
Dear Mrs. Taylor:
Please find enclosed one signed original agreement for Resolution 2001-336 Amendment
I.
If you have any questions, please do not hesitate to contact me at (909)888-1106.
Sincerely,
S BRINCKERHOFF QUADE & DOUGLAS, INC.
Raymond Fares
Project Manager
Over a Century of
Engineering Excellence
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
November 16,2001
TO:
Mehran Sephri, Senior Civil Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-336- Parsons Brinckerhoff Quade & Douglas, Inc.
CC:
Finance
Attached is a fully executed copy of Amendment No. I to the agreement with Parsons
Brinckerhoff Quade & Douglas, Inc., for the design of the Mt. Vemon A venue viaduct over the
BNSF Railroad. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 11,- 5-()\
Vote: Ayes (- '\
Nays
Item # _110
-e-
Resolution #
Abstain --e-
Zen I - 33'-'
Absent 1;7
Change to motion to amend original documents: -
Reso. # On Attachments: L Contract term: -
Note on Resolution of Attachment stored separately:-=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid After: it; 0 OA>f.s. J /-4-0<-
I
By: -
Date Sent to Mayor: /1-, -<;:, \
Date of Mayor's Signature: 11-<'\-01
Date of ClerklCDC Signature: , \-1\ -0\
Reso, Log Updated: L
Seal Impressed: ,/'
Date Memo/Letter Sent for Signature: I \-"l( -01
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:"'/ Date Returned: .1-I"-c1
See Attached:
See Attached:
Request for Council Action & Staff Report Attached: Yes 1
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes
No By
No -L By
No L By
No / By
No 7 By
Copies Distributed to:
City Attorney 0/
Parks & Rec.
Code Compliance
Dev. Services ~ EDA
Finance ,/'
MIS
Police
Public Services
Water
Others:
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: m,
Date: 1\- \ b-01
Revised 01/12/01