HomeMy WebLinkAbout05.I- Public Works 5.1
City Council Agenda Report
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Meeting Date: (December/5/2016)
From:
By: , Director
[Staff Person Who Prepared the Agenda Item]
Subject
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the City Manager, or Designee, to Sign and Submit a Cooperative Work Agreement
Extension Request to the California Department of Transportation (Caltrans) for the
Extended Use of Federal Funds Encumbered for the Mt. Vernon Bridge Replacement
Project (Federal Project Id: Brls-5033(042)) and Second Street Bridge Replacement
Over Warm Creek, Bridge No. 54C-0411 (Federal Project Id: Brls-5033(052)).
Synopsis of Previous Council Action
1/22/2007 MCC adopted Resolution No. 2007-023 authorizing execution of Master
Agreement No. 08-5033R Administering Agency - State Agreement for Federal-Aid
Projects with the State of California Department of Transportation.
10/19/2015 MCC adopted Resolution No. 2015-236 authorizing the City Manager, or
Designee, to Sign and Submit a Cooperative Work Agreement Extension Request to the
California Department of Transportation (Caltrans) for the Extended Use of Federal
Funds Encumbered for the Mt. Vernon Bridge Replacement Project (Federal Project ID:
BRLS-5033(042)).
Background
Mt. Vernon Bridge Replacement Project
The Mt. Vernon Bridge is 1,016 feet long and spans over 20 train tracks. Three of the
tracks are owned by Metrolink and carry 60 passenger trains per day. Two of the tracks
are used by AMTRAK which run two trains per day under the bridge. The remainder of
the tracks are owned by the Burlington Northern Santa Fe Railroad (BNSF). BNSF
operates 3 transcontinental tracks which carry 80 transcontinental trains per day. BNSF
■ has 6 intermodal strip tracks that operate 24 hours a day 7 days a week and carry an
average of 12 trains per day. A total of 154 trains operate under the bridge every day.
Replacement of the Mt. Vernon Bridge, which was built in 1934, has been a high priority
for the City for more than 15 years. In 1997, Caltrans inspectors determined that the
bridge had a sufficiency rating less than 50 out of a possible 100. Bridges rated less
than 50 are considered to be structurally deficient and functionally obsolete. In 2015,
Federal funding in the amount of$92 million for replacement of the bridge was
approved by Caltrans.
Caltrans approves funding in phases, consisting of environmental, design, right-of-way,
construction management and construction. When each phase of the funding is
approved, a reversion date approximately 4 years from the date of approval is set. On
Packet Pg. 246
City Council Agenda Report
August 15, 2012, Caltrans approved right-of-way funding in the amount of
$575,000 for the Mt. Vernon Bridge Project. At the time of approval, a
reversion date of June 30, 2017 was set at which time any unused funds will be lost.
However, Caltrans is offering the City the opportunity to apply for a Cooperative Work
Agreement (CWA)to extend the reversion date for an additional two years to June 30,
2019. This will allow additional time for the City to complete the work without the loss of
funding.
The City has pursued the project diligently, but difficulties dealing with the Burlington
Northern Santa Fe Railroad (BNSF) have delayed the project for several years. The City
has completed about 30% of the work involved in the Project and is in the process of
turning it over to the San Bernardino Associated Government (SANBAG) for Project
Management and completion. Staff expects the turnover to be completed by February
of 2017.
The following factors have been encountered during negotiations with BNSF:
1. Mitigation to minimize impacts during construction on the BNSF yard has
increased the cost of the project from the original amount of$40 million to more
than $100 million.
2. BNSF is requiring that the City acquire land and install improvements for parking
trailers that will be displaced by the new construction.
3. In recent months, the BNSF railroad has indicated a willingness to coordinate
their expansion plan with our work. That could reduce the City's funding need to
approximately $95 million. The breakdown of funds is approximately as follows:
Federal - 88.53%; SANBAG Measure I Arterial - 7.75%; City share - 3.72% (in
addition, SANBAG charges a non-reimbursable fee of$1.25 million).
Continued negotiations with BNSF will extend the design phase at least an addition two
years. The right of way (ROW) and the construction phases will not be able to start until
all negotiations are finalized. Therefore, a CWA will be needed to prevent the funds
from reverting.
Second Street Bridge Replacement Project
On August 6, 2012, Caltrans approved Preliminary Engineering (PE) funding for the
Second Street Bridge Replacement Project in the total amount of$374,760. At the time
of approval, a reversion date of June 30, 2017, was set at which time any unused funds
will be lost. However, Caltrans is offering the City the opportunity to apply for a CWA to
extend the reversion date for an additional two years to June 30, 2019.
The City expects to complete CEQA (City lead) and NEPA (Caltrans lead)
environmental clearance by the end of this year and can begin design immediately
thereafter. Design is expected to be completed by January of 2018. The design phase
will extend past the current reversion of June 30, 2017, so a CWA will be needed to
prevent the funds from reverting.
Packet Pg. 247
City Council Agenda Report
Recommended Action
In order to avoid the funds reverting, Caltrans is allowing Agencies with funds that will
revert on June 30, 2017 to apply for a CWA. The CWA, if approved, would extend the
reversion date to accommodate the Agency's new schedule. Attached is an email from
Caltrans containing application instructions for the CWA and emphasizing the
importance of applying for a CWA prior to the October 21, 2016 deadline.
The attached Exhibit "A" requesting a CWA explains the "reason for delay", "obstacles
to future completion" and the "consequences if a CWA is not approved". We have
requested that the funding be extended for Mt. Vernon Bridge until June 30, 2019 and
for 2nd Street Bridge to June 30, 2018.
Attached is a Resolution authorizing the City Manager to sign Exhibit "A" and authorizes
its submittal to Caltrans requesting a CWA. Approval of this Resolution will confirm
authorization for the submittal by staff. The State Department of Finance (DOF) will
review the justification and determine whether an extension should be approved. If
approved, this will be a one-time extension and there is no appeal process for a denied
extension.
Exhibit "A" was required to be submitted to Caltrans by October 21, 2016. Caltrans has
stated that late submittals will not be accepted.
In order to meet Caltrans October 21, 2016 deadline, staff signed and sent the attached
letter to Sean Yeung, Caltrans Local Assistance Engineer, explaining in more detail the
reason progress on these two bridge replacement projects has been delayed and
emphasizing the consequences if the CWA is not approved. Attached to the letter was a
copy of the CWA application in Excel format. If the Mayor and Common Council chose
not to approve the application, it can be withdrawn.
Attachments
Attachments:
Reso CWA for Federal Funds Extension Mt Vernon Bridge & 2Nd Street Bridge (DOC)
Exhibit A CWA Federal-Lump-Sum Form (XLSX)
Email from Caltrans re Fund Reversion (PDF)
Ltr to Sean Yeung re CWA Application (PDF)
Ward:
Synopsis of Previous Council Actions:
Insert information in list form if applicable.
Current Business Registration Certificate: [Applicable/Not Applicable]
Packet Pg.248
5.La
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO
3 SIGN AND SUBMIT A COOPERATIVE WORK AGREEMENT EXTENSION
4 REQUEST TO THE CALIFORNIA DEPARTMENT OF TRANSPORTATION E
(CALTRANS) FOR THE EXTENDED USE OF FEDERAL FUNDS ENCUMBERED 2
5 FOR THE MT. VERNON BRIDGE REPLACEMENT PROJECT (FEDERAL Q
PROJECT ID: BRLS-5033(042)) AND SECOND STREET BRIDGE REPLACEMENT o
6 OVER WARM CREEK, BRIDGE NO. 54C-0411 (FEDERAL PROJECT ID: BRLS- �
7 5033(052)). >
8 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE o
CITY OF SAN BERNARDINO AS FOLLOWS: 0
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10 SECTION 1. The Mayor and Common Council hereby approves the Cooperative co
11 Work Agreement extension request, attached and incorporated herein as Exhibit "A" for the W,
12 extended use of Federal Funds encumbered for the Mt. Vernon Bridge Replacement Project, m
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13 Federal Project ID: BRLS-5033(042) Second Street Bridge Replacement over Warm Creek, U)
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Federal Project ID: BRLS-5033(052), and hereby authorizes the City Manager, or designee, to xs
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sign and submit said request to the California Department of Transportation (Caltrans).
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Packet Pg. 249
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO
2 SIGN AND SUBMIT A COOPERATIVE WORK AGREEMENT EXTENSION
REQUEST TO THE CALIFORNIA DEPARTMENT OF TRANSPORTATION 3
3 (CALTRANS) FOR THE EXTENDED USE OF FEDERAL FUNDS ENCUMBERED
4 FOR THE MT. VERNON BRIDGE REPLACEMENT PROJECT (FEDERAL v
® PROJECT ID: BRLS-5033(042)) AND SECOND STREET BRIDGE REPLACEMENT
5 OVER WARM CREEK, BRIDGE NO. 54C-0411 (FEDERAL PROJECT ID: BRLS- Q
5033(052)). o
6 3:
7 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and >
8 Common Council of the City of San Bernardino at a meeting o
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9 thereof,held on the day of , 2016,by the following vote,to wit:
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Council Members: AYES NAYS ABSTAIN ABSENT
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12 MARQUEZ m
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13 BARRIOS
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21 Georgeann Hanna, City Clerk c
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The foregoing resolution is hereby approved this day of , 2016.
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R. CAREY DAVIS, Mayor
25 City of San Bernardino
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26 Approved as to form:
GARY D. SAENZ, City Attorney
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Michael Grubbs
crom: Lee, David @DOT <david.lee @dot.ca.gov>
;ent: Thursday, September 22, 2016 3:32 PM
To: Carlos Castro; Hernando Cotangco; Michael Grubbs; Robert Sepulveda; Ryan
Aschenbrenner y
Subject: FW:ACTION REQUIRED - Cooperative Work Agreement (CWA)Cycle 14 FUNDS c
SUBJECT to LAPSE on JUNE 30, 2017 Li
Attachments: San Bernardino - CWA Cycle 14 Federal Lump Sum.xlsx; CWA-Sp reads heet-
Instructions-2016.pdf, CWA-Timeline-Cycle-14.pdf; Frequently-Asked-
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Questions-2016.pdf; Reason-for-Delay-Codes-2016.pdf
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Importance: High
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CORRECTION—DUE DATE TO THE DISTRICT IS
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DAVID LEE 909.806.4759 david.lee @dot.ca.gov
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From: Lee, David @DOT
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Sent:Thursday, September 22, 2016 2:42 PM L
To:Carlos Castro<Castro Ca @sbcity.org>; Hernando Cotangco<Cotangco He@sbcity.org>; Mike Grubbs
<Grubbs Mi @sbcity.or >; Robert Sepulveda<Sepulveda Ro @sbcity.org>; Ryan Aschenbrenner
<Aschenbrenner Ry @sbcity.org>
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':c: Lin, Sylvester @DOT<svlvester.lin @dot.ca.gov> a
subject:ACTION REQUIRED-Cooperative Work Agreement(CWA)Cycle 14 FUNDS SUBJECT to LAPSE on JUNE 30, 2017 0
Importance: High v
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Dear Local Agency: v
This is to inform you that your agency may lose unspent federal and/or state budget authority on June 30,2017,for °
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project(s) included on the attached list. Please review thoroughly and indicating what
course of action will be taken for each project on the attached list. Responses must be submitted via excel format
(electronic and hard copy with wet signature)to District 8 Office, Attention: David Lee. _
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No late submittals will be acct t d- r "M �
Please take one of the following actions for each project on the list,as applicable:
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1. Close the completed project. If the project has been completed,your agency must submit the final invoice for
eligible expenditures and the final report of expenditures (FROE)for the funds in question by April 1,2017. —
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Please inform me in writing(e-mail is adequate),that you plan on completing the project and CWA time w
extension is NOT needed.
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2. Request a CWA extension. If the encumbrance will not be fully invoiced by December 31,2016, we E
recommend your Agency to apply for CWA time extension by w
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f you are requesting for CWA time extension, the farm must include your Board/Council's signature to document their
approval. The Public Works Director may sign the request if he/she has delegation authority from the Board or
Council. If the Board/Council will not be able to sign by please write"Forthcoming" in the
signature box; once signed, please email me a PDF copy of the signature page follow with original signed
1 Packet Pg. 256
When completing the spreadsheet, it is very important to provide a detailed project specific justification and tim
why funding for the project needs to be extended,any future impediments to completion,and consequences if funding
will not be extended. The Department of Finance (DOF)will review the justification and determine whether an
extension should be approved.
�rThere is no anneal process for a denied extension.
Please note, it is the agency's responsibility to complete projects as programmed in order to retain federal and/or state c
funds previously reimbursed. Otherwise, funding for future projects may be jeopardized. If funding is not extended, U-
the Local Agency is responsible for completing the encumbrance(s)using the agency's own funds.
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CWA Cycle 14 Lapsing information is available at: htt www.dot.ca. ov h LocalPro rams CWA cwa.htm
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For your convenience,also attached are:
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• CWA Cycle 14 Spreadsheet Instructions
• CWA Cycle 14 Timeline c
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• CWA Cycle 14 Reason for Delay Codes _
• CWA Cycle 14 FAQs 3
Should you have any questions, please feel free to call me. E
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Thank you,
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DAVID LEE 0
Associate Transportation Planner
DIVISION OF LOCAL ASSISTANCE
':ALTRANS District 8—464 West 4th Street.6th Floor.MS 760.San Bernardino.CA 92401 Q
.09.806.4759 david.lee@dot.ca.eov 0
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APPLE VALLEY-041NO-CHINO FULLS-RANCHO CUCAMONGA -REDLANDS-RIAL TO- 29 PALMS-SANBAG-ETA TRANSFER-CWA and U
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CITY OF SAN BERNARDINO Chris Atunis,Interim DIRECTOR
PUBLIC WORKS DEPARTMENT 300 North `D"Street
San Bernardino, CA 92418-0001
909.384.5140
FAX 909.384.5190
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October 4,2016 Q
File: SSO4-012 J
SS 13-001
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Mr. Sean Yeung, DLAE
Caltrans District 8
464 W. 4'h Street, 6th Floor, MS-760 =
San Bernardino, CA 92401-1400
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SUBJECT: Cooperative Work Agreements for
Mt. Vernon Bridge Replacement Project BRI,S-5033(042)—ROW$509,047 �+
and Second Street Bridge Replacement Project BRLS-5033(052)—PE $331,775 Y
Dear Mr. Yeung: 0
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The City of San Bernardino hereby requests a Cooperative Work Agreements for extension of
IIBP funding for the Mt. Vernon Bridge Replacement Project and the Second Street Bridge
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Replacement Project. o
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Mt.Vernon Bridge Proiect Summary co
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Mt. Vernon Bridge was built in 1934 and is 81 years old. The bridge has been determined to be C
seismically deficient by Caltrans Inspectors and may collapse in a medium to large earthquake. .
The bridge is currently being supported on timber shoring due to cracks in the steel girders
discovered by Caltrans Inspectors in 2004. Additional cracks were discovered in 2008 and more a
shoring was added. In 2009 commercial vehicles were prohibited from using the bridge. a
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The bridge has a total of 20 railroad tracks running under it which carry a total of 162 trains per
day. Metrolink runs 60 trains per day, Amtrak runs two trains and BNSF runs a total of 100
trains each day under the bridge. Approximately 17,000 automobiles per day cross the bridge.
The bridge has been declared by Caltrans Inspectors to be structurally deficient and functionally co
obsolete. This bridge has a sufficiency rating among the lowest in the state. 0)
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Project Timeline and Reason for Delay
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Environmental clearance for this project was obtained in June of 2011. The E-76 and Program E
Supplement for the design phase were approved on August 23, 2011 and the City immediately
retained AECOM as the design Consultant for the project. In December of 2013, the Consultant a
submitted the 30% PS&E which was based on previous meetings with BNSF and Metrolink.
Shortly after that submittal, BNSF indicated that the mitigation requirement would be
substantially more than had been previously stated. The following new conditions were imposed
by BNSF:
Packet Pg.258
Page 2 - Cooperative Work Agreement BRLS-5033(042) Mt. Vernon Bridge Replacement Project and Second
Street Bridge Replacement Project
1. Mitigation to minimize impacts during construction on the BNSF yard has increased the
cost of the project from the original amount of$40 million to more than$100 million.
2. BNSF is requiring that the City acquire land and install improvements for parking trailers U-
that will be displaced by the new construction.
3. In recent months,the BNSF railroad has indicated a willingness to coordinate their C.
expansion plan with our work. That could reduce our cost to approximately$95 million.
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Negotiations with BNSF have set the project back two years and we expect to be delayed an
additional year due to a requirement for rework of the plans and re-certification of the R
environmental document. We had anticipated being under construction in 2016, but this delay v
will require that construction be rescheduled to start in late-2019.
Second Street Bridge Proiect Summary c
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This project consists of replacing the Second Street Bridge over Warm Creek which is located
between Arrowhead Avenue and Sierra Way. The bridge was built in the 1950's and it has a Q
steel and concrete superstructure which sits on 17 wood piers and wooden abutments. Several of o
the piers are rotted off and literally hanging.
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The City is in the process of completing CEQA environmental and expects to complete NEPA -
by the end of this year. At that time we will be able to immediately start the design phase which C.
we anticipate can be completed by June 30, 2019. This funding in the amount of $331,775 is 0
critical and its loss will cause the project to fail.
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Our Request
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We are asking that the funds for both projects be extended to June 30, 2019 to allow for close out
and final invoicing. Q
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Attached is the CWA application in Excel format with the required information filled in. We are <
placing this matter on the November 7, 2016 agenda for City Council approval. We will provide
a copy of the resolution and a wet signed copy of the Excel CWA application after 11/07/16.
If you have any questions regarding this matter, please contact the undersigned at (909) 384-
5284.
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Sincerely,
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Saba Engineer, P.E. s
Principal Engineer c
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Enclosure
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