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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer
Subject: Authorization to amend the
FY 2005-2006 I-Bank Capital
Improvement Budget.
Department: Public Services
Date: May 4, 2006
Meeting Date: May 15, 2006
Synopsis of Previous Council Action:
Recommended Motion:
A. The Mayor and Common Council authorize the Director of Finance to transfer
$45,500.00 from I-Bank Capital Improvement Program budget account number 240-
379-5504-7612 to I-Bank Capital Improvement Program budget account number
240-379-5504-7615.
B. Authorize the Director of Finance to amend the FY 2005-2006 Capital Improvement
Program budget by appropriating an additional $267,000.00 from the I-Bank
contingency fund balance to account number 240-379-5504-7606 in the amount of
$180,000.00 and to account number 240- 644 in the amount of
$87,000.00 '-
Contact Person: Ken Fischer. Director
Phone: 5140
Ward: All
Amount: $267.000.00
Supporting Data Attached: Budget
AmendmenUTransfer Request
FUNDING REQUIREMENTS:
Funding Source: I-Bank Caoital Imorovement Proaram budaet account number 240-
379-5504-7612 to I-Bank Caoital Imorovement Proaram budaet account number 240-
379-5504-7615 in the amount of $45.500.00. and I-Bank continaencv fund in the
amount of $267.000.00
Council Notes:
Age,d' Item N~~ PCl~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Authorization to amend the FY 2005-2006 I-Bank Capital Improvement Budget.
Background:
As part of an overall emphasis on street repair and maintenance activities within the
current fiscal year, the Public Services Department, Street Division, in conjunction with
Development Services, has developed a joint departmental strategy to rehabilitate
certain streets. On major street resurfacing efforts, the strategy utilizes Street Division
crews to perform street surface preparation, sweeping, placement, leveling, rolling,
traffic control and hauling of recycling debris generated by the cold-milling process.
Street rehabilitation project budgets are estimated by determining the length and width
of streets. The result is a total square footage of street to be rehabilitated. The square
footage is then multiplied by an estimated cost per square foot to complete the street
surface preparation, sweeping, placement, leveling, rolling, traffic control and hauling of
recycling debris generated by the cold-milling process. The cost per square foot
estimate is a conservative estimate; changing material and labor costs may cause
estimates to vary from year to year. Staff also utilizes a Pavement Management
Analysis System to verify and check estimates for projects.
CIP SS 06-29 is a pavement rehabilitation project on Northpark Blvd. from F Street to
Electric Ave. The rehabilitation included a full width of street grind and an overlay of Yo
inches of new asphalt and had a project budget of $220,000.00. Staff has completed all
the required work and received the project invoices. The project was completed under
budget. The completed project cost is $103,591.66. The project budget balance is
$116,408.34.
CIP SS 06-36 is a pavement rehabilitation project on 9th Street from Waterman Ave. to
Tippecanoe Ave. The rehabilitation included a full width of street grind and overlay of 1-
1/2 of new asphalt and had a project budget of $150,000.00. Actual paving cost is
$45,223.03 more than budgeted due to additional base paving of the street. Staff
proposes using $45,500.00 of project savings from CIP SS 06-29 to cover this
outstanding balance.
CIP SS 06-10 is a pavement rehabilitation project on Baseline Street from Mt. Vernon
Ave. to Meridian Ave. and from Waterman Ave. to Windsor Dr.. The rehabilitation
included a full width of street grind and an overlay of 1-1/2 inches of new asphalt and
had a project budget of $295,000.00. Staff has completed all the required work and
received the project invoices. The project was completed over budget by an amount of
$180,000.00. The cold-milling of Baseline Street between California Street and
Meridian Ave. resulted in Public Services and Development Services staff finding a poor
condition of underlying road. The two Departments recommended the vendors grind
another 1" of roadway to allow for a 1" base pave of asphalt prior to completing the
asphalt overlay. The poor road condition was an unforeseen instance and could not be
determined at the time when the project budget was proposed.
CIP SS 06-71 is a pavement rehabilitation project on Leroy St., Lugo Ave., and
Sepulveda Ave. from 30th St. to Parkdale Dr.. The rehabilitation includes a full width of
street grind and an overlay of 1-1/2 inches of new asphalt and has a project budget of
$192,000.00. This project is planned to be completed over three years, completing one
section at a time. Staff has meet with each project vendor and the vendors have
returned a projected cost of $279,000.00 to complete all three sections this year. The
new project cost estimate is $87,000.00 higher than the current budget. The overage is
due to the additional amount of asphalt needed to complete the project.
Staff has re-evaluated the projected costs of all remaining projects with each project
vendor. We have determined that upon completion of the remaining 29 mill and overlay
projects there will be budget savings. Savings from each project will be transferred
back into the contingency fund to replenish it.
Authorizing the use of contingency funds will allow for the completion of the paving and
payment to vendors without delay and foster better working relations with all our vendor
partners in these important street projects.
Financial Impact:
There is no overall impact to the I-Bank Capital Improvement Program budget, however
project 240-379-5504-7612 budget will be reduced by $45,500.00 and project 240-379-
5504-7615 budget will be increased by $45,500.00.
The I-Bank Capital Improvement Program contingency fund has a balance of
$555,100.00 after Development Service's budget amendment. for CIP SS 06-39 and CIP
SS 06-40. Appropriating the funds will lower the overall contingency balance by
$267,000.00 and increase the I-Bank Capital Improvement Program budget 240-379-
5504-7644 by $87,000.00 and increase 240-379-5504-7606 by $180,000.00.
Recommendation:
That the Mayor and Common Council authorize the Director of Finance to transfer
$45,500.00 from I-Bank Capital Improvement Program budget account number 240-
379-5504-7612 to I-Bank Capital Improvement Program budget account number 240-
379-5504-7615, and authorize the Director of Finance to amend the FY 2005-2006
Capital Improvement Program budget by appropriating an additional $267,000.00 from
the I-Bank contingency fund balance.
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ATTACHMENT
City of San Bernardino
DATE
BUDGET TRANSFER REQUEST
r TRANSFER
r FROM II TO
ACCOUNT NO. AMOUNT II ACCOUNT NO. AMOUNT
Oept. Budget I Oept. Budget
Fund Oi... Code SUFX Fund Oi... Code SUFX
- - REV - - REV
I
II
I
240 379 5504 7612 $45,500.00 240 379 5504 7615 $45,500.00
,
'I
I,
iI
il
II
REASON FOR TRANSFER
TO COVER BUDGET SHORTFALLS FOR ASPHALT WORK COMPLETED
REQUESTED BY
PUBLIC SERVICES
DEPARTMENT
FINANCE & ADMINISTRATOR'S OFFICE USE ONLY
COUNCIL ACTION IREQUIRED) INOT RE.DUIRED) DATF MAY 15, 2006
J. V. Number
APPROVED, APPROVED,
DIRECTOR OF FINANCE CITY ADMINISTRATOR
DISTRIBUTION: WHITE - Finance
YELLOW. Finance
PINK. Requesting Department