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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Nadeem Majaj, Director
Subject: Resolution approving a
Cooperative Agreement with San
Bernardino County Transportation Authority
and the San Bernardino County
Transportation Commission for right-of way
acquisition required to construct a grade
separation at Palm A venue and Burlington
Northern Santa Fe Railway (BNSF).
Dept: Public Works - Engineering
Date: April 28, 20 II
File No: SS04-053
MCC Date: 05/16/2011
Synopsis of Previous Council Action:
09/02/08 Resolution No. 2008-351 adopted approving a Baseline Agreement with the
California Transportation Commission (CTC), the California Department of
Transportation (CAL TRANS) and the San Bernardino Associated Governments
(SANBAG) for the Palm A venue/BNSF grade separation project.
09/02/08 Resolution No. 2008-352 adopted approving a funding agreement for Palm
Avenue/BNSF grade separation with the San Bernardino County Transportation
Authority.
10/06/08 Resolution No. 2008-378 adopted approving a funding agreement for Palm
Avenue/BNSF grade separation with the San Bernardino Associated Governments.
Recommended Motion:
Adopt Resolution.
4_!77
Contact person: Robert Eisenbeisz, City Engineer
Phone:
5203
Supporting data attached: Staff Report, Location Map, Resolution Ward: 6
& Agreement (Exhibit "A")
FUNDING REQUIREMENTS: Amount: None
Source: (Acct. No.) 264-160-5504-7325-0025
Acct. Description: SS04-053 Palm Avenue Grade Separation
Council Notes:
Agenda Item No.
/1
05-/~-CJrjII
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution approving a Cooperative Agreement with San Bernardino County Transportation
Authority and the San Bernardino County Transportation Commission for right-of way
acquisition required to construct a grade separation at Palm Avenue and Burlington Northern
Santa Fe Railway (BNSF).
Background:
On April 10, 2008 the California Transportation Commission (CTC) earmarked $9,390,000 in
Trade Corridor Improvement Funds (TClF) for the Palm Avenue Grade Separation over the
BNSF Railroad. The San Bernardino County Transportation Authority and the San Bernardino
County Transportation Commission, also known as the San Bernardino Associated Governments
(SANBAG), are currently working on the project, which is estimated to cost approximately
$35,176,000.
SANBAG requested that the City act as co-sponsor for the project in order to secure the
$9,390,000 in TCIF funding. Co-sponsoring the project requires the City to contribute a local
share of 14.6 percent of the total cost.
This project is needed to reduce delays and congestion caused by high train volumes at the
crossing. Expected train traffic growth in future years will result in additional delay and
congestion. The TCIF funding opportunity recently became available as a component of
Proposition lB; however, the funding is contingent upon the project's readiness and its timely
delivery. Staff has been working with SANBAG to position this project to be one of seven
others in the County to receive the first allocation ofTCIF funding.
On September 2, 2008 and on October 6, 2008, the City approved a total of three agreements
with SANBAG as follows:
1. Project Baseline Agreement No C0902l with various agencies including the CTC,
Caltrans and SANBAG. This Agreement committed the City to comply with the rules
governing TCIF funding.
2. Funding Agreement with the San Bernardino County Transportation Authority. This
Agreement committed the City to fund 14.6 percent of the total project cost, allowing
SANBAG to obtain TCIF funding.
3. Cooperative Agreement No. C08202 with SANBAG for Preparation of Project Approval
and Environmental Documents (PA&ED) and Plans, Specifications and Estimate
(PS&E).
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
The environmental document phase is nearing completion and SANBAG is preparing to begin
the plans, specifications & estimate; and right-of-way phase of the project. A new agreement is
needed to specify the roles and responsibilities and to address cost sharing of both parties for the
right-of-way acquisition for this project.
SANBAG has submitted the attached Right-of-Way Cooperative Agreement (Contract No.
C11180) for the City's approval. The total cost of right-of-way acquisition is estimated to be
$8,320,000. SANBAG's share is approximately $2,805,000 and the City's share is
approximately $1,215,000. SANBAG has identified $4,300,000 in Federal Congestion
Management and Air Quality (CMAQ) funds for the remaining cost of the right-of-way
acquisition. In the event that the right-of-way costs exceed the estimated amount, this agreement
will need to be amended accordingly and approved by both parties.
The actual cost of acquisition will be determined as the properties are acquired. All of the
properties acquired by SANBAG will be transferred to the City of San Bernardino upon
completion of construction. The right-of-way acquisition process is anticipated to last through
most of2012.
Construction is expected to commence in early 2013 and last approximately 20 months. An
additional year will be required to complete construction close-out activities and transfer the
acquired easements to the City.
Financial Impact:
As of April I, 2011, a total amount of approximately $919,973 is available for project SS04-053
Palm Ave Grade Separation at BNSF Railroad (Account No. 264-160-5504-7325-0025) to fund
San Bernardino's share of the plans, specifications & estimate; and right-of-way acquisition. The
City has agreed to fund 14.6 percent of the project cost, which is currently estimated to be
$35,176,000, with a total cost to the City of approximately $5.14 million. This amount will need
to be programmed in the budgets for future fiscal years and is expected to be allocated from
Regional Circulation development fees.
SANBAG has estimated that the City's share though the end of FY 2010-11 will be
approximately $50,000 for right-of-way acquisition. Pursuant to the previously approved funding
agreement, the City's share to complete the environmental document, plans, specifications, and
estimate in FY 2011-12 will be approximately $300,000. SANBAG estimates that for FY 2011-
12, the City's share of right-of-way acquisition will be approximately $700.000. The balance of
the City's share of the right-of-way acquisition cost, in the approximate amount of $515,000,
will be incurred in FY 2012-13.
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
Sufficient funds are available in the FY 2010-11 budget (Account No. 264-160-5504-7325-0025)
to fund the City's share of this project through the end of June 2011. Future funding obligations
for this project are expected to be met using funds that are currently available in the City's
Regional Circulation Fee Fund. (Fund 264)
Account: 264-160-5504-7325-0025
Balance as of 04/01/1 I: $919,973
Budgeted Amount: $1.070,600
Balance after the approval of this item: $869,973
Please note, this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred but not yet processed.
Recommendation:
Adopt Resolution.
Attachments:
"I" - Location Map
"2" - Geometric Roadway Layout
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2
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
COOPERATIVE AGREEMENT NO. CI1I80 WITH THE SAN BERNARDINO
COUNTY TRANSPORTATION AUTHORITY AND THE SAN BERNARDINO
COUNTY TRANSPORTATION COMMISSION TO PROVIDE RIGHT-OF-WAY
SERVICES FOR A GRADE SEPARATION AT PALM AVENUE OVER THE
BURLINGTON NOTHERN SANTA FE RAILROAD (CIP PROJECT NO. SS04-53).
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The City Manager is hereby authorized and directed to execute on behalf
8
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of the City, Cooperative Agreement No. Cll180 with the San Bernardino County
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Transportation Authority and the San Bernardino County Transportation Commission to
II
provide right-of-way services for a Grade Separation at Palm Avenue over the BNSF Railroad
12
(ClP Project No. SS04-53), attached herein as Exhibit "A".
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SECTION 2. The authorization to execute the above referenced Agreement is rescinded
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if it is not executed within ninety (90) days of the passage of this resolution.
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III
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III
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RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
COOPERATIVE AGREEMENT NO. CI1180 WITH THE SAN BERNARDINO
COUNTY TRANSPORTATION AUTHORITY AND THE SAN BERNARDINO
COUNTY TRANSPORTATION COMMISSION TO PROVIDE RIGHT-OF-WAY
SERVICES FOR A GRADE SEPARATION AT PALM AVENUE OVER THE
BURLINGTON NOTHERN SANTA FE RAILROAD (CIP PROJECT NO. SS04-53).
3
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof, held
,2011, by the following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
17
18
Rachel Clark, City Clerk
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The foregoing resolution is hereby approved this
day of
,2011.
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Approved as to form:
Patrick J. Morris, Mayor
City of San Bernardino
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JAMES F. PENMAN,
City Attorney
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RIGHT-OF-WAY COOPERATIVE AGREEMENT NO. Cl1180
BETWEEN
SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY
AND
SAN BERNARDINO COUNTY TRANSPORTATION COMMISSION
AND
CITY OF SAN BERNARDINO
FOR
Grade Separation Construction at Palm Avenue and the Burlington Northern Santa Fe
Railway in San Bernardino Area
THIS AGREEMENT is made and entered into this 1st day of June 2011 by and between the San
Bernardino County Transportation Authority (hereinafter referred to as "AUTHORITY"), the
San Bernardino County Transportation Commission (hereinafter referred to as
"COMMISSION") and the City of San Bernardino (hereinafter referred to as "CITY").
WITNESSETH
WHEREAS, the SANBAG Nexus Study and the Measure I 2010-2040 Expenditure Plan identify
freeway interchange, major street, and rail-highway grade separation projects eligible for partial
funding from Measure I 2010-2040 revenues; and
WHEREAS, AUTHORITY and CITY (the "Parties") intend to construct a grade separation at
Palm Avenue and the Burlington Northern Santa Fe railway (BNSF) (hereinafter referred to as
the "PROJECT"); and
WHEREAS, the PROJECT is identified in the Measure I 2010-2040 Expenditure Plan and is
included in the SANBAG Nexus Study and will be carried out in accordance with the policies of
the Measure I 2010-2040 Strategic Plan; and
WHEREAS, the Parties desire to proceed with Right-of-Way acquisition activities for the
PROJECT, hereinafter referred to as "ROW Work"; and
WHEREAS, this Right-of-Way Cooperative Agreement ("Agreement") is intended to delineate
the duties, and funding responsibilities ofthe Parties for the PROJECT ROW Work; and
WHEREAS, CITY has requested and AUTHORITY agrees that AUTHORITY will be the lead
agency to complete the ROW Work for the PROJECT; and
NOW, THEREFORE, the Parties agree to the following:
ell180
Page lof6
SECTION I
AUTHORITY and COMMISSION RESPONSIBILITIES:
1. To be the lead agency for this PROJECT and to undertake and complete the ROW Work
for the PROJECT as shown in Attachment A, herein incorporated into this Agreement, and
subject to the following provision:
a. To acquire property in the name of the COMMISSION for property acquired for
purposes of construction of the Project and to convey such property, or portions
thereof, to CITY.
b. The interest conveyed to the City shall be a permanent easement or other required
instrument for public street and/or utility purposes.
2. In accordance with the Measure I 2010-2040 Strategic Plan ("Strategic Plan"), to be
responsible for 85.4 percent of the total eligible PROJECT ROW Work expenses that are
incurred by AUTHORITY for an amount not to exceed $7,105,000, subject to paragraph II
of Section III.
3. To prepare and submit to CITY an original and two copies of signed invoices for
reimbursement for eligible PROJECT ROW Work expenses. Invoices shall be submitted to
City monthly.
4. To abide by all AUTHORITY, SANBAG, CITY, State, and Federal laws, regulations,
policies, and procedures pertaining to the PROJECT.
5. To maintain all source documents, books and records connected with AUTHORITY's
performance under this Agreement for a minimum of five (5) years from the date of the
Final Report of Expenditures submittal to CITY or until audit resolution is achieved,
whichever is later, and to make all such supporting information available for inspection and
audit by representatives of CITY. Copies will be made and furnished by SANBAG upon
request.
6. To establish and maintain an accounting system conforming to Generally Accepted
Accounting Principles (GAAP) to support AUTHORITY's request for reimbursement,
payment vouchers, or invoices which segregate and accumulate costs of PROJECT ROW
Work elements and produce monthly reports which clearly identify reimbursable costs,
matching fund costs, indirect cost allocation, and other allowable expenditures by
AUTHORITY.
7. To prepare a Final Report of Expenditures, including a final invoice reporting the actual
eligible PROJECT ROW Work costs expended for those activities described in the work
activities, and to submit that Report and invoice no later than 120 days following the
completion of those expenditures. The Final Report of Expenditures, an original and two
Cl II 80
Page 2 of6
copies of which report shall be submitted to CITY, must state that these PROJECT funds
were used in conformance with this Agreement and for those PROJECT-specific ROW
Work activities.
8. To cooperate in having a PROJECT-specific audit completed by CITY, at CITY's option
and expense, upon completion of the PROJECT ROW Work. The audit must state that
all funds expended on the PROJECT were used in conformance with this Agreement.
9. To repay to CITY any reimbursement for CITY costs that are determined by subsequent
audit to be unallowable within ninety (90) days of AUTHORITY receiving notice of
audit findings, which time shall include an opportunity for AUTHORITY to respond to
and/or resolve the finding. Should the finding not be otherwise resolved and
AUTHORITY fail to reimburse moneys due CITY within ninety (90) days of audit
finding, or within such other period as may be agreed between both parties hereto, the
CITY reserves the right to withhold future payments due AUTHORITY from any source
under CITY's control.
10. To include CITY in Project Development Team (PDT) meetings, if and when such
meetings are held, and related communications on PROJECT progress and to provide at
least quarterly schedule updates to CITY.
SECTION II
CITY RESPONSIBILITIES:
I. To reimburse AUTHORITY within 30 days after AUTHORITY submits to CITY an
original and two copies of the signed invoices in the proper form covering those actual
eligible PROJECT ROW Work expenditures that were incurred by AUTHORITY,
consistent with the invoicing requirements of the Strategic Plan, including back up
information. Invoices maybe submitted to CITY as frequently as monthly.
2. In accordance with the Strategic Plan, be responsible for 14.6 percent share of the total
eligible PROJECT ROW Work expenses incurred in an amount not to exceed
$1,215,000, subject to paragraph II of Section III.
3. To abide by all AUTHORITY, CITY, State, and Federal laws, regulations, policies, and
procedures pertaining to the PROJECT.
4. To accept all Project acquired rights-of-way located within CITY's jurisdictional
boundaries upon completion of construction. The City Council of San Bernardino, by
approval of this Agreement, authorizes and directs the City Clerk to execute an
acceptance, in substantial conformance with the form attached hereto as Attachment B,
within thirty (30) days of receipt of a quit claim deed from AUTHORITY or
COMMISSION conveying its interests in such acquired rights-of-way.
Cll180 Page 3 of6
SECTION III
IT IS MUTUALLY AGREED:
1. If a federal appropriation or earmark is used for PROJECT ROW Work costs, application
of those funds shall be consistent with SANBAG Policy 400011 VS-30.
2. The PROJECT ROW Work costs have been determined to be $8,320,000 (see
Attachment C). CITY shall have no further responsibilities to provide any funding for
PROJECT exceeding this amount without prior CITY approval, subject to Paragraph II
ofthis Section.
3. Eligible PROJECT ROW Work reimbursements shall include only those costs incurred
by AUTHORITY or COMMISSION for PROJECT ROW Work activities that are
described in this Agreement and Attachment A and shall not include escalation or
interest. SANBAG Policy 40006NMS 25 further defines eligible ROW Work regarding
excess land and applies to this Agreement.
4. Any funds advanced by CITY for AUTHORITY's share towards eligible PROJECT
ROW Work costs shall be reconciled during the construction phase of the PROJECT.
5. Neither CITY nor any officer or employee thereof is responsible for any injury, damage,
or liability occurring or arising by reason of anything done or omitted to be done by
AUTHORITY, COMMISSION or SANBAG under or in connection with any work,
authority, or jurisdiction delegated to AUTHORITY and/or COMMISSION under this
Agreement. It is understood and agreed that, pursuant to Government Code Section
895.4, AUTHORITY, COMMISSION and SANBAG shall fully defend, indemnify and
save harmless CITY, its officers and employees from all claims, suits or actions of every
name, kind and description brought for or on account of injury (as defined by
Government Code Section 810.8) occurring by reason of anything done or omitted to be
done by AUTHORITY, COMMISSION and SANBAG under or in connection with any
work, authority or jurisdiction delegated to AUTHORITY, COMMISSION and
SANBAG under this Agreement.
6. Neither AUTHORITY, COMMISSION, SANBAG nor any officer or employee thereof is
responsible for any irtiury, damage, or liability occurring or arising by reason of anything
done or omitted to be done by CITY and under or in connection with any work, authority,
or jurisdiction delegated to CITY under this Agreement. It is understood and agreed that,
pursuant to Government Code Section 895.4, CITY shall fully defend, indemnify and
save harmless AUTHORITY, COMMISSION, SANBAG, its officers and employees
from all claims, suits or actions of every name, kind and description brought for or on
account of injury (as defined by Government Code Section 810.8) occurring by reason of
anything done or omitted to be done by CITY under or in connection with any work,
authority or jurisdiction delegated to CITY under this Agreement.
Cll180 Page 4 of6
7. CITY, AUTHORITY and COMMISSION represent that they have sufficient insurance
coverage for purposes of Professional Liability, General Liability, Automobile Liability
and Workers' Compensation and warrant that through their respective insurance
programs, they have adequate coverage or resources to protect against liabilities arising
out of the performance of the terms, conditions or obligations of this Agreement.
8. This Agreement is expressly subordinated to any bonds, notes, certificates or other
evidences of indebtedness involved in bond financings as are now outstanding or as may
hereafter be issued by AUTHORITY.
9. This Agreement will terminate on December 31, 2015. The Agreement may also be
terminated by either party by giving the other party 30 days written notice.
10. That CITY, at CITY's option and in coordination with AUTHORITY and
COMMISSION, may assign additional resources to the PROJECT ROW Work to
facilitate its timely completion.
I I. In the event AUTHORITY and/or COMMISSION determines PROJECT ROW Work
may exceed the not to exceed amounts identified in this Agreement, AUTHORITY shall
inform CITY of this determination and thereafter the Parties shall work together in an
attempt to agree upon an amendment to the contribution amounts identified in this
Agreement. In no event, however, shall any of the Parties be responsible for PROJECT
ROW Work costs in excess of the contribution amounts identified in this Agreement
absent a written amendment to this Agreement that is approved by all Parties.
12. A separate agreement will be required between the Parties to define responsibilities and
funding share for the construction phase of the PROJECT.
13. This Agreement may be signed in counterparts, each of which shall constitute an
original.
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SIGNATURES ON FOLLOWING PAGE:
CIl180
Page5of6
San Bernardino County
Transportation Authority
By:
Date:
City of San Bernardino
By:
Brad Mitzelfelt, President
SANBAG Board of Directors
Date:
APPROVED AS TO FORM:
By:
Date:
Charles E. McNeely
City Manager
APPROVED AS TO FORM:
By:
Penny Alexander-Kelley
AUTHORITY Counsel
Date:
San Bernardino County Transportation Commission
By:
Date:
Brad Mitzelfelt, President
SANBAG Board of Directors
APPROVED AS TO FORM:
By:
Date:
Cl1l80
Penny Alexander-Kelley
COMMISSION Counsel
7/~
es F. Penman
C y Attorney
t;
It 26/(
I
Page 60f6
Attachment A
ROW Work for Palm Avenue Grade Separation
ROW Work for the PROJECT includes, but not limited to, the following activities:
I. Prepare right-of-way maps, other documents, and surveys, and appraisals as required for
the acquisition of right-of-way for the PROJECT.
2. Acquire and furnish all right-of-way required for the PROJECT. Perform all right-of-
way activities including all eminent domain activities, if necessary.
3. Identify and locate all utility facilities in the PROJECT area. Make necessary
arrangements for timely accommodation, protection, relocation, or removal of any
existing utility facilities which conflict with construction of the PROJECT.
ClI180
Attachment B
CITY OF SAN BERNARDINO
300 N. "D" STREET
SAN BERNARDINO, CALIFORNIA 92401
QUIT CLAIM DEED CERTIFICATION
California Government Code 27281
This IS to certify that the real property conveyed by the attached instrument dated
,20 from the San Bernardino County Transportation Commission, a
California transportation commission, as Grantor to the City of
, as Grantee, is
hereby accepted by order of the City Council of the City of San Bernardino, County of San
Bernardino, State of California, as the governing board of said grantee, and consents to the
recordation thereof by its duly authorized officer.
Date:
By:
Name:
Title:
ATTEST:
City Clerk
City of San Bernardino
Cl1180
Attachment C
Project Funding Table
Total estimated right-of-way support costs for right of way engineering, appraisals, acquisition,
eminent domain action (if required), etc. is $700,000.
Total estimated acquisition, Relocation Assistance Program (RAP) and demolition cost IS
$7,620,000.
Total estimated right-of-way cost is $8,320,000.
The City of San Bernardino local fair share is 14.6 percent of eligible expenses incurred, with a
not to exceed amount of $1 ,215,000.
The SANBAG share is 85.4 percent of eligible expenses incurred, with a not-to-exceed amount
of $7,105,000.
Cl II 80