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ORIGINAL
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director Subject: Resolution approving Amendment No. I to
Agreement with Caltrop Corporation for On-
Dept: Development Services Call Construction Inspection Services.
Date: August 14,2007 MCC Date: August 20, 2007
Synopsis of Previous Council Action:
08/21/06 Adopted Resolution No. 2006-242 approving On-call Construction Inspection Services
Agreement with Caltrop Corporation for provision of professional public works construction
inspection services and allocating funding in the amount of$128,000, $64,000 for inspection of
Capital Improvement projects and$64,000 for development-related inspections.
11/06/06 Amended the FY 2006-2007 adopted Development Services Budget and transferred an
additional amount of$64,000 from Acct. No. 001-184-5011 (salary and benefit savings from
the two additional vacant Construction Inspector positions) to Acct. No. 001-183-5502
(professional contractual costs) for the purpose of funding development-related Public Works
Consultant Inspection services and increased the Purchase Order to Caltrop Corporation for
On-Call Inspection Services by the amount of$128,000.
03/05/07 Authorized the Director of Finance to amend the FY 2006-2007 adopted Development
Services Budget for development-related and Public Works Consultant Inspection services and
to increase the Purchase Order amount to Caltrop Corporation for On-Call Public Works
Inspection Services to a total of$491,000.
Recommended Motion:
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 2007-08 Adopted Budget and transfer $200,000
from salary and benefits accounts($75,000 from 001-183-50XX; $125,000 from 001-184-50XX)to the
professional/contractual account(001-183-5502).
yl&� 6 P4.-t-
Valerie C. Ross
Contact Person: Mark Lancaster, Deputy Director/City Engineer Phone: 3305
Supporting data attached: Staff Report,Reso&Amend.No. 1 Ward: All
FUNDING REQUIREMENTS: Amount: $300,000
Source:(Acct.Nos.) $200,000—Salary Savings(001-183-50XX
&001-184-50XX)
—200 7— 339 $100,000-Various Capital Improvement
Project Accounts
Acct.Description:
Salary Savings&CIP Accounts
Finance:
Agenda Item No. / O
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution approving Amendment No. 1 to Agreement with Caltrop Corporation for On-Call
Construction Inspection Services.
Background:
On August 21, 2006,the Mayor and Common Council approved an Agreement for on-call construction
inspection services with Caltrop Corporation. Sufficient funding was allocated to cover the cost of two
consultant inspectors for a period of 4 months to replace the City Inspectors who departed in June. This
was required because two inspectors left the City. Within the next month, two more inspectors
resigned, leaving one City inspector.
A recruitment was held last year with the intent of filling all the four vacant inspection positions.
Sixteen applications were received for the position; however, only two of those sixteen passed the
written Public Works Inspector exam. The two candidates were interviewed, but only one was found to
have sufficient knowledge of Public Works inspection to be hired.
Development Services requested another recruitment this spring. That process yielded no qualified
candidates. Due to the continuing demand for Public Works Inspection and lack of qualified
candidates to fill the three vacant permanent positions, it will be necessary to continue to rely on
contract inspectors.
The Agreement with Caltrop is set to expire on August 21, 2007. Caltrop has agreed to continue
providing the three contract Public Works Inspectors at the previously agreed rate of$95.00 per hour.
However, funding to compensate the contract inspectors is almost expended.
Staff is requesting that the funding allocation for the project be increased by $300,000, which will
provide a cumulative contract inspection cost of $791,000. One of the consultant inspectors will be
assigned to inspection of Capital Improvement Projects and the other two consultant inspectors will be
assigned to development-related inspections. This increased amount will be adequate to fund three
consultant inspectors for about 6 months.
Financial Impact:
An increase of$300,000 to the contract with Caltrop is requested, increasing the total contract amount
from $491,000 to $791,000. Of this $300,000 increase, $100,000 will be funded through the existing
CIP (a list of CIP projects to be charged is attached). The remaining $200,000 is proposed to be
funded with estimated salary savings from vacant positions within the Development Services
Department. Currently there are approximately 16 vacant positions within the department. Three of
these positions are vacant construction inspector positions. Repeated recruitment efforts for these
positions have not been successful. A budget amendment transferring salary savings to professional
contractual will be required.
2
08/15/2007 7:48 AM
i
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT—Continued
I
If approved, this increase in the contract with Caltrop will be sufficient to keep three (3) contract
inspectors for approximately six months. Staff will continue in its efforts to replace contract inspectors
with full-time and/or provisional staff.
Recommendation:
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 2007-08 Adopted Budget and transfer
$200,000 from salary and benefits accounts ($75,000 from 001-183-50XX; $125,000 from 001-
184-50XX)to the professional/contractual account(001-183-5502).
Attachments:
"1"—C.I.P. Project List for Caltrop Inspectors
3
08/15/2007 7:48 AM
D
1 RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH
4 CALTROP CORPORATION FOR ON-CALL CONSTRUCTION INSPECTION
5 SERVICES.
6 WHEREAS, on August 21, 2006, Resolution No. 2006-242 was adopted approving an
Agreement with Caltrop Corporation to provide On-Call Construction Inspection Services in
7 the amount of$128,000, and
8 WHEREAS, on November 6, 2006 and March 5, 2007, the Mayor and Common
9 Council authorized that the funding be increased for a total funding amount of$491,000, and
10 WHEREAS, Caltrop had performed in an adequate and competent manner under terms
of said Agreement, and
11
WHEREAS, funding allocated by City is nearly expended and City has a continuing
12 need for On-Call Construction Inspection Services and
13
WHEREAS, Caltrop Corporation is agreeable to continue providing On-Call
14 Construction Inspection Services in accordance with terms of said Agreement, and
15 THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
16 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
17 SECTION 1. Amendment No. 1 to said Agreement for On-Call Construction Inspection
18 Services with Caltrop Corporation attached hereto as Exhibit A is approved.
19 SECTION 2. The Director of Finance is hereby authorized and directed to increase Purchase
20 Order No. 07-052 to Caltrop Corporation (for contract on-call construction inspection services)
21
from the current approved amount of$491,000 by$300,000 to a new total of$791,000.
22
23 SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it within
24 sixty (60) days of passage of this resolution.
25
26
27
28
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH
3 CALTROP CORPORATION FOR ON-CALL CONSTRUCTION INSPECTION
SERVICES.
4
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6
and Common Council of the City of San Bernardino at a meeting thereof, held on the
7
8 day of , 2007, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
13 DERRY
14
KELLEY
15
16 JOHNSON
17 MC CAMMACK
18
19 City Clerk
20 The foregoing resolution is hereby approved this day of , 2007.
21
22
Patrick J. Morris, Mayor
23 City of San Bernardino
24
25 Approved as to Form:
26
27 James F. Penman, City Attorney
28
Attachment "1"
C.I.P. PROJECT LIST
for CALTROP INSPECTORS
August 20, 2007
Project No. Description
1 SS06-13 "E" Street Rehabilitation from 4 1h Street to 6 Street
2 SD-B Various Locations—Culvert Repair
3 SD-A Various Locations—Inlet Repair
4 SS-A Various Locations—Bridge Railing Repair
5 SW-B Caltrans Segment 3 —Sewer Relocations
6 SD-A Belmont Ave—Temporary Storm Drain Repair
7 SSO4-18 Mountain Ave at 40 Street to 39th Street— Storm Drain & Street
SD04-04 Improvement
8 SD04-15 Highland Ave. at Central Ave — Install New Traffic Signal &
TC04-27 Storm Drain
9 SS06-24 Harry Sheppard Dr—Concrete Pavement
10 SW06-01 Wallace Court— Sewer Main Installation
11 SW07-01 Canyon Rd— Sewer Main Installation
12 SW07-02 Cedar St—Sewer Main Installation
13 SW07-03 Baseline St—Sewer Main Installation
14 SS06-13 "E"Street Rehabilitation from 4th Street to 6 Street
15 SS-B Various Locations—ADA Ramps
16 SS06-35 Kendall Dr—Street Widening
17 SSO4-116 Waterman Ave— Street Improvements
18 SS06-43 Rialto Ave— Pavement Rehabilitation
19 SS04-14 40 Street—Street Widening
20 SD07-01 Irvington Ave. &Devils Canyon Basin—Storm Drain Repair
21 SS06-01 4 Street—cul-de-sac at Mt.Vernon Ave
22 SW-C Inland Center Mall—Forced Sewer Main
23 TC06-01 Doolittle&Mill—Traffic Signal&Underground Utilities
24 TC05-07 Waterman Ave at Parkdale Dr—Protective Permissive
25 TC04-01 Mill and Macy Traffic Signal
26 SS07-02 NDA—Widening of Tippecanoe Avenue
27 SS07-01 NDA—Widening of Central Avenue
28 SS07-03 NDA—Mountain View Avenue Extension
29 SS07-04 NDA—Lena Road Extension
08/01/07 1:41 PM
1 RESOLUTION NO. COPY
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH
4 CALTROP CORPORATION FOR ON-CALL CONSTRUCTION INSPECTION
5 SERVICES.
6 WHEREAS, on August 21, 2006, Resolution No. 2006-242 was adopted approving an
Agreement with Caltrop Corporation to provide On-Call Construction Inspection Services in
7 the amount of$128,000, and
8 WHEREAS, on November 6, 2006 and March 5, 2007, the Mayor and Common
9 Council authorized that the funding be increased for a total funding amount of$491,000, and
10 WHEREAS, Caltrop has performed in an adequate and competent manner under the
terms of said Agreement, and
11
12 WHEREAS, funding allocated by City is nearly expended and City has a continuing
need for On-Call Construction Inspection Services and
13
WHEREAS, Caltrop Corporation is agreeable to continue providing On-Call
14 Construction Inspection Services in accordance with the terms of said Agreement, and
15 THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
16 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
17 SECTION 1. The City Manager is hereby authorized to execute Amendment No. 1 to said
18 Agreement for On-Call Construction Inspection Services with Caltrop Corporation, attached
19 hereto and incorporated herein as Exhibit A.
20 SECTION 2. The Director of Finance is hereby authorized and directed to increase Purchase
21
Order No. 07-052 to Caltrop Corporation (for contract on-call construction inspection services)
22
23 from the current approved amount of$491,000 by $300,000 to a new total of$791,000.
24 SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it within
25 sixty(60) days of passage of this resolution.
26
27
28
-J;D ' D7
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH
3 CALTROP CORPORATION FOR ON-CALL CONSTRUCTION INSPECTION
SERVICES.
4
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6
and Common Council of the City of San Bernardino at a meeting thereof, held on the
7
S day of , 2007, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
13 DERRY
14
15 KELLEY
JOHNSON
16
17 MC CAMMACK
18
19 City Clerk
20 The foregoing resolution is hereby approved this day of , 2007.
21
22
Patrick J. Morris, Mayor
23 City of San Bernardino
24
25 Approved as to Form:
26
27 es F. Penman, City Attorney
28
Exhibit A
AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL CONSTRUCTION
INSPECTION SERVICES
THIS AMENDMENT is made and entered into this day of ,
2007 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter
city ("City"), and Caltrop Corporation, a California corporation("Consultant").
WITNESSETH :
A. WHEREAS, on August 21, 2006, Resolution No. 2006-242 was adopted
approving an Agreement with Caltrop Corporation to provide On-Call Construction
Inspection Services in the not to exceed amount of$128,000, and
B. WHEREAS, on November 6, 2006 and March 5, 2007, the Mayor and Common
Council authorized that the funding be increased for a total funding amount of$491,000,
and
C. WHEREAS, Caltrop had performed in an adequate and competent manner under
terms of said Agreement, and
D. WHEREAS, funding allocated by City is nearly expended and City has a
continuing need for On-Call Construction Inspection Services and
E. WHEREAS, Caltrop Corporation is agreeable to continue providing On-Call
Construction Inspection Services in accordance with terms of said Agreement,
and
F. WHEREAS, said Agreement was approved on August 21, 2006 for a period of
one year and will expire on August 21, 2007.
NOW, THEREFORE, for and in consideration of the mutual covenants and
conditions contained herein, the parties hereby agree as follows:
SECTION 2.1 Compensation is hereby amended as follows: Over the term of this
Agreement, Contractor shall be paid for such services an amount not to exceed $791,000
in accordance with Attachment A, Caltrop letter dated August 1, 2007, attached and
incorporated herein.
SECTION 4.l.Term is hereby amended as follows: Said Agreement is hereby extended
for a period of one (1) additional year to August 21, 2008 unless terminated earlier as
provided in other sections of said Agreement.
All other provisions of said Agreement for On-Call Consultant Inspection Services shall
z
remain unchanged.
S:\—Public Works\RFCA's\2007 A11\08-20-07\Amend No 1-Caltrop Construction Insp Supplemental Funding\Amend
No 1-Caltrop Corp.on-call construction inspection agreement.doc
1
AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL CONSTRUCTION
INSPECTION SERVICES
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by and through their respective authorized officers, as of the date first above
written.
CITY OF SAN BERNARDINO, CONSULTANT
A Municipal Corporation, CALTROP CORPORATION
By
Fred Wilson, City Manager Signature
Name and Title
Approved as to form:
James F. Penman,
City Attorney
By Jg�� j ,Xw--,
I
I
S:\-Public Works\RFCA's\2007 All\08-20-n Amend No 1-Caltrop Construction Insp Supplemental Funding\Amend
No 1-Caltrop Corp.on-call construction inspection agreement.doc
2
ATTACHViENT "A"
August 1, 2007
Mike Wolff
Construction Engineer
City of San Bernardino
300 North D Street
San Bernardino. CA 92418-0001
Re- Extension of Existing Contract
Dear Mr. Wolff,
Caltrop is pleased to submit to this letter to extend our inspection services for the City of San Bernardino for an
additional year. Our construction inspector's billing rate will remain at$95 per hour. Our rates include our inspectors'
equipment which includes vehicles, computers, cell phones and any additional tools and equipment required to
perform their tasks.
I Please feel free to contact me at (909) 917-8839 or(909) 291-1250 (cell number) for more information. Thank you for
your time and cooperation.We look forward to working with you in the near future.
Sincerely,
' Robinson. P.E.
Program Manager, South Region
cALTROY Cor"rat,on www.caltsop:eom
3-,F5 Sierra Ave-. Suite ttl Tel., {4p9)_434-7ri01
v tia?t3.GA 92335 Fat. (MI 353 710G.
AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL CONSTRUCTION
INSPECTION SERVICES
THIS AMENDMENT is made and entered into this day of ,
2007 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter
city ("City"), and Caltrop Corporation, a California corporation ("Consultant").
WITNESSETH :
A. WHEREAS, on August 21, 2006, Resolution No. 2006-242 was adopted
approving an Agreement with Caltrop Corporation to provide On-Call Construction
Inspection Services in the not to exceed amount of$128,000, and
B. WHEREAS, on November 6, 2006 and March 5, 2007, the Mayor and Common
Council authorized that the funding be increased for a total funding amount of$491,000,
and
C. WHEREAS, Caltrop had performed in an adequate and competent manner under
terms of said Agreement, and
D. WHEREAS, funding allocated by City is nearly expended and City has a
continuing need for On-Call Construction Inspection Services and
E. WHEREAS, Caltrop Corporation is agreeable to continue providing On-Call
Construction Inspection Services in accordance with terms of said Agreement,
and
F. WHEREAS, said Agreement was approved on August 21, 2006 for a period of
one year and will expire on August 21, 2007.
NOW, THEREFORE, for and in consideration of the mutual covenants and
conditions contained herein, the parties hereby agree as follows:
SECTION 2.1 Compensation is hereby amended as follows: Over the term of this
Agreement, Contractor shall be paid for such services an amount not to exceed $791,000
in accordance with Attachment A, Caltrop letter dated August 1, 2007, attached and
incorporated herein.
SECTION 4.l.Term is hereby amended as follows: Said Agreement is hereby extended
for a period of one (1) additional year to August 21, 2008 unless terminated earlier as
provided in other sections of said Agreement.
All other provisions of said Agreement for On-Call Consultant Inspection Services shall
remain unchanged.
S:\-Public Works\RFCA's\2007 A]1\08-20-07\Amend No 1-Caltrop Construction Imp Supplemental Funding\Amend
No 1-Caltrop Corp.on-call construction inspection agreementdoc
1
AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL CONSTRUCTION
INSPECTION SERVICES
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by and through their respective authorized officers, as of the date first above
written.
CITY OF SAN BERNARDINO, CONSULTANT
A Municipal Corporation, CALTROP CORPORATION
By
Fred Wilson, City Manager Signature
Name and Title
Approved as to form:
James F. Penman,
City Attorney
By
S:\-Public Works\RFCA's\2007 All\08-20-07\Amend No 1-Caltrop Construction Insp Supplemental Funding\Amend
No 1-Caltrop Corp.on-call construction inspection agreement.doc
2
ATTACHMENT "A"
1
August 1, 2007
Mike Wolff
Construction Engineer
City of San Bernardino
300 North D Street
San Bernardino. CA 92418-0001
Re-. Extension of Existing Contract
Dear Mr. Wolff,
Caltrop is pleased to submit to this letter to extend our inspection services for the City of San Bernardino for an
additional year. Our construction inspector's billing rate will remain at $95 per hour. Our rates include our inspectors'
equipment which includes vehicles, computers. cell phones and any additional tools and equipment required to
perform their tasks.
Please feel free to contact me at (909) 917-8839 or(909) 291-1250 (cell number)for more information. Thank you for
your time and cooperation.We look forward to working with you in the near future.
Sincerely.
Robinson, P.E.
Program Manager, South Region
CAL*RO° Corpora±ion www,cal fro p.corn
826= Sierra Ave Sx!e 110 Tel.: (909)434-7001
.or.:a7ia CA 92335 Fac (909)355.7106