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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: November 27,2001
Subject: Resolution of the City of San
Bernardino approving Amendment No.1 to
Agreement for Professional Services with
John Egan & Associates, Inc. for additional
design work associated with the
realignment of Laurelwood Drive from
Tippecanoe Avenue to Orchard Drive.
From: James Funk, Director
Dept: Development Services 0,;:, j' ,', , " "\ L
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File: 1.7153
Synopsis of Previous Council Action:
MCC Date: December 17, 2001
05/16/01 Resolution of Mayor and Common Council authorizing submission of an application
to the California Infrastructure and Economic Development Bank for the financing
and reimbursement of certain expenditures related to the Harriman Place
Improvement Project.
07/09/01 Allocation of $83,600 in the FY 2001102 Capital Improvement Program (CIP)
budget for the realignment of Laurelwood Drive from Tippecanoe A venue to
Orchard Drive (design only).
09/17/01 Council approved execution of agreement with John Egan & Associates for
$73,650.00 (Account No. 129-367-5504-7153) for the realignment of Laurelwood
Drive from Tippecanoe Avenue to Orchard Drive in 2001102 Capital Improvement
Program (CIP) budget.
Recommended Motion:
Adopt Resolution.
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Contact person: Ravmond Casev. Deputv Director
Phone:
5111
Supporting data attached: Staff Report. Exhibit's A.B. Ward: 3
Reso & Map
FUNDING REQUIREMENTS: Amount: $20620.00
Source: (Acct. No.) 242-362-5504-7246
Acct. Description: Realignment of Laurelwood Drive from
Tippecanoe A venu~ to Orchard DriV~ /
Finance: <<b~0 ~./
Council Notes:
i? A'<\-Ibzro 1- 3'1(' .
Agenda Item No. /7
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino approving Amendment No. I to Agreement for
Professional Services with John Egan & Associates, Inc. for additional design work associated
with the realignment of Laurelwood Drive from Tippecanoe A venue to Orchard Drive.
Back2found:
On November 19, 2001, a Professional Services Agreement in the amount of $73,650.00 was
approved with John Egan & Associates, Inc. for the design of the realignment of
Rosewood/Harriman to line up with Laurelwood Drive at the intersection of Tippecanoe
Avenue.
The City initially contracted with the design consultant fOf the Laurelwood realignment as an
independent project because it was on the critical path for the overall "Hub" Project
Development. In addition, it was identified as a specific independent project when carried
over from last year's budget to this year.
Subsequently, during the Laurelwood design process, City staff held a series of meetings
between the Engineering Consultant, and representatives from Art Pearlman & Associates
regarding specific design requirements, utility needs, and subsequent public facility
improvements, such as on Tippecanoe Avenue and a traffic signal at the main entrance to the
"Hub" Development. As a result of these meetings, additional specific design elements were
identified and scopes of work agreed upon. It should be noted that the associated design and
construction of the Tippecanoe improvements, project entrance traffic signal, and utilities in
Laurelwood are all a part of the State Infrastructure Bank Loan Application recently approved.
In order to expedite the process of contracting for subsequent design engineering services
related to the Hub project, staff is recommending that John Egan & Associates perform this
work. The current engineer is thoroughly knowledgeable about the project and already has
survey data readily available to proceed immediately.
John Egan & Associates, Inc. has submitted a letter dated December II, 2001 (see Exhibit
"B"), proposing a "not to exceed" fee of $20,620.00 for the additional design work. This
work was not included in the original Agreement with John Egan & Associates, Inc.
Therefore, staff is requesting approval of the attached Amendment No. 1 to the Agreement for
Professional Services.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report - continued
Financial Impact:
The cost for additional services associated with Amendment No. 1 to the original contract shall
be not to exceed $20,620.00. Adequate funding for these design services is available in Account
No. 242-362-5504-7246 (Street Construction - HarrimanJLaurelwood) and all costs incurred will
be charged to that account. All costs are reimbursable through the State Infrastructure Loan
Bank.
Recommendation:
Adopt Resolution.
VICINITY MAP
FOR
REALIGNMENT
OF
LAURELWOOD DRIVE
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPRO\T\G
AME~D:\IENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
JOHN EGAN & ASSOCIATES, INC. FOR ADDITIONAL DESIG~ WORK
ASSOCIATED WITH THE REALIGNMENT OF LAUREL WOOD DRIVE FRO\I
TIPPECAi\'OE AVENUE TO ORCHARD DRIVE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CJTY OF
SAN BERNARDINO AS FOllOWS:
SECTION 1. The attached Proposal dated December 11,2001, and marked Exhibit "B".
9 submitted by JOHN EGAN & ASSOCIATES, INC. to perform extra work for a fixed fee of
10 520.620.00. under the terms of an Agreement for Professional Services with said Engineer
11 alllhorized by Resolution No. 2001-238. is hereby approved. Such approval shall be effectiw
12 only upon Amendment No. I being fully executed by both pmiies. The Mayor is hereb)
13
authorized and directed to execute said Amendment No. I on behalf of the City. A copy of
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Amendment No. I is attached as Exhibit "A" and incorporated herein by reference as fully as
16 though set forth at length.
SECTION 2. This Amendment shall not take effect until the Amendment is fully signed
and executed by the parties, and no party shall be obligated hereunder until the time of such full
execution. No oral Contracts, 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 Amendment fail to
execute it within sixty (60) days of the passage of the resolution.
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RESOLUTION . . . APPROVING AMENDMENT NO. 1 TO AGREEMENT FOR
PROFESSIONAL SERVICES WITH JOHN EGAN & ASSOCIATES, INC. FOR
ADDITIONAL DESIGN WORK ASSOCIATED WITH THE REALIGNMENT OF
LAURELWOOD DRIVE FROM TIPPECANOE AVENUE TO ORCHARD DRIVE.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
held on the
day of
Council Members: A YES
NAYS
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19
20
21
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meeting thereof,
,2001, by the following vote, to-wit:
ABSTAIN
ABSENT
Rachel Clark, City Clerk
, 2001.
The foregoing resolution is hereby approved this _day of
23 Approved as to form
24 and legal content:
25 James F. Penman
26 City Attorney
C 27 B't- r. p~
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II
2
JudithValles, Mayor
City of San Bernardino
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EXHIBIT "A"
AMENDMENT NO. I TO AGREEMENT FOR PROFESSIONAL SERVICES
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This AMENDMENT NO. I 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 John Egan & Associates, Inc.,
hereinafter referred to as "ENGINEER".
WITNESSETH
WHEREAS, the San Bernardino City Council, on September 17, 2001,
adopted Resolution No. 2001-283 approving an Agreement for Professional Services with
Engineer for preparation of plans, specifications, and estimates for the realignment of
Laurelwood Drive from Tippecanoe Avenue to Orchard Drive (hereinafter "Agreement"); and
WHEREAS, subsequent to Agreement approval, revisions were requested by
CITY staff to include the design for the extension and relocation of sewer and water mains;
and
WHEREAS, City has requested the Engineer to provide plans, specifications &
estimates for the street improvements on Tippecanoe Avenue from Laurelwood Drive to the I-
10 westbound on/off-ramps; and
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WHEREAS, City has requested the Engineer to provide plans, specifications &
estimates for traffic signals for the proposed intersection to be located midway between
Tippecanoe Avenue and Orchard Drive; and
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WHEREAS, Engineer has requested an amendment to the Agreement to cover
the cost of additional services required to complete these revisions; and
WHEREAS, paragraph S.B. of the Agreement allows adjustment to the total
cost of services when the Engineer and City agree in writing that there has been, or will 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 the Agreement; and
WHEREAS, the proposed additional services to be performed by Engineer are
described in a letter from Engineer dated December II, 2001, identified as Exhibit "B",
attached hereto and made a part hereof.
NOW, THEREFORE, it is mutually agreed, as follows:
1. SCOPE OF SERVICES
Engineer shall perform those additional services identified in Exhibit "B".
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EXHIBIT "A"
,-- AMENDMENT NO.1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
~ ENGINEER JOHN EGAN & ASSOCIATES, INC.
2. COMPENSATION
Upon satisfactory completion of the additional services contained herein City
shall pay to Engineer an additional fixed fee of $20,620.00.
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 17, 2001, shall remain in full
force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment NO.1 to
Agreement to be executed on the date written above by their duly authorized officers on their
behalf.
ATTEST:
CITY OF SAN BERNARDINO
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BY:
Rachel Clark, City Clerk
City of San Bernardino
BY:
Judith Valles, Mayor
City of San Bernardino
JOHN EGAN & ASSOCIATES, INC.
BY:
Signature
NAME:
TITLE:
Approved as to form
and legal content:
JAMES F. PENMAN
City Attomey
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BY:
Page 20f2
EXHIBIT "B"
JOHN EGAN AND ASSOCIATES, INC.
~ CONSUl- TING ENGINEERS
"- 25114 Burin... C.nt.r Dr.. Sull. A
ft._dr. C.dlomia 82374
Phon.: 18081 688-0676 . fax: (8091 798.7731
December II, 2001
City of San BeIIlllIdino
Development Services Department
300 North D Street
San Bernardino, CA 92418-0001
Attention:
Raymond A. Casey, P.E., City Engineer
Subject:
LSlU'elwood Drive Realignment - Additional Services
File: 330-002.00
Gentiemen:
c
In conjunction with our current engagement for plauning and design for realignment of
Laurelwood Drive between Tippecanoe and the intersection ofHaniman Place and Orchard
Drive in the southeast portion of the City, and as requemd, we hereby submit our proposal
concerning additional design services. Proposed additional work will be directed to three extra
design efforts related to Laurelwood Drive and/or the adjacent portion of Tippecanoe Avenue.
Requested extra design efforts will be directed to following.
1. Planning and design for extension of potable water pipeline and sewer for
LalU'elwood Drive from Tippecanoe Avenue to intenection ofHaniman Place and
Orchard Drive and will involve the following efforts
a. Briefly research records of existing utilities in the project area including
existing City water and sewer facilities.
b. Conduct limited field survey to determine invert elevations of the SCWl:n
to which cOlUlection would be made, storm drain laterals, and 10C11t1l
evidence of City water pipelines in Harriman Placc and of Tippecanoe
Avenue.
c. Coordinate with the Development Services l>eparbrumt and the Munieipal
Water Department concerning design criteria and plan pn:paratiOD.
d. Prepare wastewater generation calculations from proposed tribulaly
development and size the new sewer in Laurelwood Drive in accordaDcc
with City criteria.
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e.
Prepare plan and profile from the street improvement project files for
proposed Laurelwood Drive from the inteISec:tion ofHaniman Place and
EXHIBIT "B"
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City of San Bernardino
December 11,2001
Page 2
Orchard Drive to Tippecanoe Avenue. One set ofplans will be prepared
for each utility wilh an estimated 1 ~ sheets for each required, which win
be prepared with the appropriate City departlllent title block.
f.
Prepare design of the sewer and the l2-inch ductile iron pipeline, prepare
plan and profile of each, including details, specifications and cost
estimates.
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g. Coordinate with the two City departments concerning design, make review
submittals and revisions necessary to secure signatures required.
2. Design for widening of Tippecanoe Avenue to a curb width of 58 feet and a right-
of-way width of 68 feet including a south curb return from Laurelwood Drive
southerly to Interstate 10 westbound onramp, including a raised median. Efforts
will include the following.
a. Utilities research and plot.
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b.
Conduct field survey to obtain cross-section infonnation.
c. Construct cross-sections from centerline to 20 feet west of proposed right-
of-way, and prepare base sheet plan and profile.
d. Review and verify drainage patterns for Tippecanoe, that it may be
maintained in the proposed design and construction
e. Analyze and design curb and right-of-way elevations to best accommodate
lhe existing and proposed development.
f. Coordinate with developer and/or developer's engineer concerning
proposed development on the west side of Tippecanoe.
g. Prepare plan and profile for widening to San Bernardino standards
including paving, curb/gutter, median island. sidewalk, and parkway.
h. Submit proposed design for review, make necessary revisions, and submit
final plan for signature and approval by the City.
3.
Design of traffic signals for the proposed intersection of Laurelwood Drive and
shopping center parking. Design will be completed for a four-way intersection
with controlled left turns from Laurelwood Drive intercolll1CCted with the signals
at Tippecanoe and Laurelwood, and will include street lights.
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EXHIBIT "B"
City of San Bernardino
December 11. 2001
Page 3
JEA proposes to complete the additional design services which will include planning, design,
preparation of plans. specifications, and estimates for a lump sum amount of $20,620. This is
segregated among the three additional tasks as follows.
I. Water and Sewer ............,...,...,.,....,.".""........., 8,920
2. Widening ofTippc:canoe Avenue ................................ $ 6,000
3. Additional Signalized Intersection Design ......................... $ 5,700
TOTAL
$20,620
These services will be in addition to our current contract and bring the revised total, then, to
$94,270. Ifsatisfactory. please indicate your accepWlce as an addition to our cmrent scope. We
will then proceed with the design effort Should there be any questions, please contact me.
C Very truly yours.
JOHN EGAN AND ASSOCIATES, INC.
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JC;\Prajcct\.ll00020G\]30D0200 COIDbiacd. ceo'l.wpd
CITY CLERK'S OFFICE
RAcHEL G. CLARK, C.M.C. . CITY CLERK
P.O. Box 1318. San Bernardino. CA 92402
300 North "D" 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
w
December 20, 2001
John G. Egan, P.E.
John Egan & Associates, Inc.
25814 Business Center Drive, Suite A
Redlands, CA 92374
Dear Mr. Egan,
At the Mayor and Common Council meeting of December 17, 2001, the City of San Bernardino
adopted Resolution 2001-372 - Resolution approving Amendment No. 1 to agreement for
professional.services with John Egan & Associates, Inc., for additional design work associated
with the realignment of Laurelwood Drive from Tippecanoe Avenue to Orchard Drive.
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 your jiles.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by February 15,2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
"Ill / i"(' .j. I,r.
1... If.., ,( .l...(' ,(. -.It{ t_ c;" l...
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Michelle Taylor '
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity .Accountability . Respect for Human Dignity. Honesty
LETTER OF TRANSMITTAL
JOHN EGAN AND ASSOCIATES, INC.
Consulting Engineers
25814 Business Center Drive, Su~e A. Redlands, CA 92374
PHONE (909) 889-0676 . FAX (909) 796-7731
TO:
Michelle Taylor
City of San Bernardino
Date: December 21, 2001 Job No. 330002.00
Pro'ect: Laurelwood Drive
WE ARE FORWARDING:
xx MAIL _OVERNIGHT MAIL
MESSENGER
PICKED UP
1
THESE ARE TRANSMITTED as checked below:
_ For Approval
XX For Your Use
xx As Requested
For Your Revtew
Information
_ For Signature
For Your Files
John G. Egan
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
December 26,2001
TO:
Raymond Casey, Deputy Director/City Engineer; Mary Freiberg, Admin.
Operations Supervisor II
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-372 - John Egan & Associates, Inc.
CC:
Finance
Attached is a fully executed copy of Amendment No. I to agreement with John Egan &
Associates, Inc., for additional design work associated with the realignment of Laurelwood Drive
from Tippecanoe Avenue to Orchard Drive. 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): 12-\1-0 I Item #
Vote: Ayes 1- 4> Nays B--
Change to motion to amend original documents:
\'1
Resolution ~:?OO \ -_3 f) ~_____
Abstain
..0
Absent -'l__~__..___
Reso. # On Attachments: ~ Contract tenn:
Note on Resolution of Attachment stored separately: --=---
Direct City Clerk to (circle I): PUBLISH. POST. RECORD \\TOliNTY
NullNoid After:Jflq.Q~"l-:,-J- 'L -\5-_0'2..__
By: ______________
Date Sent to Mayor:
\2-n-o,
Reso. Lug Updated ,./'
Seal Impressed: ___m.~__.
Date of Mayor's Signature: lL--19-()I
Date ofClerk/CDC Signature: \2-1 '1-0 I
Date Memo/Letter Sent for Signature: /2 -L()-() \
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: ~ Date Returned: 1)-';)10- 0 I
See Attached:
See Attached:
Request for Council Action & Staff Report Attached: Yes ,/'
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_
By
No~
No ---L. By
No -L By
No /
By
Copies Distributed to:
City Attorney ./
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: (YY(
Date: O-d"- -0 \
Revised 0 1/ 12/0 1