HomeMy WebLinkAboutS4- Public Works C I T Y O F S A N B E R N A R D I N 0
INTEROFFICE MEMORANDUM
TO: SHAUNA CLARK, City Administrator
FROM: ROGER G. HARDGRAVE, Director of Public Works/
City Engineer
SUBJECT: Allocation of Supplemental Funds - Installation
of Small Canyon Storm Drain
DATE: September 16 , 1993
COPIES: File No. 4 . 42-28; Reading File
The total estimated cost for this project is $211 , 000 . There
is an approximate balance of $152 , 259 in Account No. 248--368-
57826 , which leaves a shortfall of about $58 , 741 .
Attached is a copy of the letter from Mr. Ernie Wong, City
Engineer for the City of Highland, dated 9--13--93 . In this
letter, Mr. Wong proposes that the City of Highland participate
in the cost of this project in the amount of $50 , 000, by one of
two methods . Neither method will provide the $50 , 000 at this
time . Mr. Wong advised that the Highland City Council approved
this participation at their meeting of 9-14--93 .
Supplemental funds will , therefore, be needed in the amount of
$58 , 741 to fully finance the total estimated project cost.
It is recommended that the following motion be adopted to
provide the necessary supplemental funding, in the event that
the Mavor and Council decide to award a contract.
FORM MOTION:
That the transfer of $58 , 741 , from Account No. 248-
368--57811 , "Highland Avenue - Phase I , Patton Hos-
pital to Orange Street, " to Account No. 248-368-57826
"Small Canyon Channel - Atlantic Avenue to Highland
Avenue, " be apps ed.
ROGER G. HARDGRAVE
Director of Public Works/City Engineer
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Attach.
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City of °
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September 13 , 1993 inc' 1987
Mr. Roger Hardgrave
Public Works Director/City Engineer
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Re: Small Canyon Storm Drain
Dear Mr. Hardgrave:
26985 Base Line
hlandCa.92346 This letter is intended to summarize the City of Highland' s
R9)864-6861
X(909)862-3180 involvement in the Small Canyon Storm Drain project and its
City Council Proposed offer of cost participation.
John Timmer Several years ago, there were discussions that the City of San
Mayor
Bernardino would construct the Small Canyon Storm Drain to
Jody Scott
Mavor Pro-Tern connect to the then-proposed Route 30 drainage system a
Laurie Tully-Payne Atlantic Avenue, and that the City of Highland would acquire
Dennis Johnson a drainage easement across the Hi Ho Christmas Tree Farm.
Warren T.Wheeler
City Manager Prior to the drainage easement was acquired, the City of
Sam J. Racadio Highland became aware that a major commercial development
(Wal-Mart) was approved by the City of San Bernardino, north
of Highland Avenue, and west of Boulder Avenue, which would
greatly impact properties south of the new development. We
understood that the new commercial development was conditioned
to mitigate downstream drainage impacts.
As directed by the Highland Public Works Subcommittee, I had
conversation with you that Highland felt the developer should
be responsible for constructing the storm drain including
acquisition of the drainage easement. I also helped arrange
for the initial meeting among Mr. Ron Roehler, Wal-Mart ' s
Civil Engineer and San Bernardino Public Works staff.
Subsequently, San Bernardino purchased from Mr. Roehler the
drainage easement which was made dedicated to Highland.
In October 1992 , San Bernardino Public Works staff indicated
to me that the storm drain would be constructed by the City of
San Bernardino as a public works project, and requested that
plan check and inspection fees for this project be waived. On
October 22 , 1992 , the Highland City Council approved waiver of
plan check and inspection fees in the total amount of
$16, 375 . 00 . It was our understanding at that time that San
Bernardino had decided to fully fund the cost of construction
and easement acquisition.
However, your March 29 , 1993 letter proposed that Highland
i
i
! However, your March 29, 1993 letter proposed that Highland
condition the Christmas Tree Farm to reimburse San Bernardino
half of the construction cost, plus interest, at the time the
Christmas Tree Farm develops.
We discussed your proposal with Mr. Roehler who strongly
opposed to this proposal, citing the reason that when he
negotiated with San Bernardino for the purchase of the
easement, he was led to believe that San Bernardino would take
on the entire cost of the improvement. We have not formally
replied to your March 29 letter.
On August 26, 1993 we received your letter which indicated
that Mayor Tom Minor had directed that San Bernardino proceed
immediately with construction of the storm drain. Highland
sees that a positive step towards the resolution of this
matter.
Although Highland still feels that upstream developments
should be held responsible for mitigating downstream drainage
impacts; however, in the spirit of cooperation, we will offer
that Highland participate in this drainage project in the
amount of $50, 000. 00. Highland's participation will be
realized in one of the following manner and circumstances,
whichever occurs first:
(1) Highland will reimburse San Bernardino $56,000 in
cash when the Christmas Tree Farm develops for a
different use, or
(2) Highland will construct traffic signal improvements
at the Highland Ave./Victoria Ave. intersection in
conjunction with future public street widening
project along Victoria Avenue, thereby relieving
San Bernardino's obligation to perform such signal
improvements with the $50, 000 previously collected
from the San Manuel Bingo Palor.
The above offer is in addition to the waiver of the $16, 375
regular city fees for plan check and inspection. We will also
provide as much assistance as we can to fast tract this
project through our plan check process for issuance of a
construction permit to your contractor.
Si erely,
Ernest Wong
City Engineer/Public Works Director
cc: Sam Racadio, City Manager
Ron Roehler, Hi Ho Christmas Tree Farm
CITY OF SAN BERN. RDINO - REQUEST F R COUNCIL ACTION
File 4.42-28 & 7.01-29
Award of Contract - Installation
From: ROGER G. HARDGRAVE Subject: of Master Plan Storm Drain for
Small Canyon, from Atlantic Ave.
Dept: Public Works to Highland Ave. , per Plan No.
Date: 9-14-93
8990 •--- GRGO & GORDON GRBAVAC
CONSTRUCTION COMPANY, INC.
Synopsis of Previous Council action:
June, 1988 - Allocation of $119, 000 in 1988/89 Storm Drain
Construction Fund Budget, under Account No. 248-368-
57826 , approved.
June, 1990 - Allocation of $50 , 000 in supplemental funds for
acquisition of right-of-way approved in 1990/91 Storm
Drain Construction Fund Budget.
10-05-92 -- Authorization granted for Mayor to sign Purchase Offer
Statement and payment of up to $57, 577 for sewer and
storm drain easement and $29. 95 for each tree in the
easement. (Continued on second page)
1 . Adopt resolution
Recommended motion: OR
2 . That the bids for installation of the Master Plan Storm Drain
for Small Canyon Channel , in accordance with Plan No. 8990 , be rejected;
that Change Order No. 1 to the contract with Bear Vallev Paving, for
construction of street improvements on Highland Avenue for the Wal-Mart
complex, in accordance with Plan No. 8801 , be approved, to authorize the
Contractor to install interim drainage facilities at an increase in the
contract price of $ 32 , 000 . 00 , from $ 552 , 832 . 00 to $ 584 , 832 . 00;
an d that the remaining balance of funds in Account No. 248-368-57826 ,
Small Canyon Channel - Atlantic Avenue to Highland Avenue, " be
transferred to the unappropriated resery in the t m Drain
Construction Fund (248) .
cc : Shauna Clark u
Jim Penman Barbara Pachon
Contact person: Roger Hardgrave Phone: 5025
Report of Bids , CCO #1 ,
Supporting data attached: Staff Report , Resolution Ward: 4
FUNDING REQUIREMENTS: Amount: $211 , 000 (Storm Drain Construction Fund)
Source: (Acct. No.) 248-368-57826
Acct. Description) Small Canyon Channel - Atlantic
Avenue to Highland Avenue Finance:
Council Notes:
75-0262 Agenda Item No.
0
File No. 4 . 42-28 & 7 . 01-29
SYNOPSIS OF PREVIOUS COUNCIL ACTION (Cont. )
June, 1992 - Allocation of $75 , 833 in supplemental funding approved
in 1992/93 Storm Drain Construction Fund Budget.
11-04-93 -- Resolution No. 92-455 adopted authorizing execution of
Development Agreement No. 91-02.
09-07-93 -- Plans approved and authorization granted to advertise
for bids .
9-14-93
CITY OF SAN BERN,P'-IDINO - REQUEST F^R COUNCIL ACTION
STAFF REPORT Page 1 of 2
Bids for the installation of the Master Plan Storm Drain
for Small Canyon Channel ; between Atlantic Avenue and Highland
Avenue, were opened at 2 : 00 p m. . : Tuesday, 9--14--93 .
A total of 17 bids were received, ranging from $168 , 580
to $368 , 420 . The low bid of $168 , 500 is 31 . 4 under
Engineer' s Estimate of $245 , 800 . 00 . the
Below is an estimate of the total project cost, based
upon the actual low bid price-,
Construction Contract $ 168 , 580
Contract Admin. & Const. Insp. (W.O. # ) 15 , 000
Sub--Total 183 , 580
Contingencies (15 0) ± 27 , 420
TOTAL ESTIMATED PROJECT COST $ 211,000
There is an approximate balance of $152 , 259 in the allo-
cation, under Account No. 248--368-57826 , to finance the City of
San Bernardino' s share of the total project cost. A meeting has
been scheduled by the San Bernardino County Flood Control
District on 9-15-83m with the cities of San Bernardino and
Highland, to work out an equitable cost sharing plan.
San Bernardino' s share will be determined by the low bid
price and City of Highland' s participation. In the event that
supplemental funds are needed to fully finance San Bernardino' s
share, it is recommended that they be transferred from Account
No. 248-368-57811 , "Highland Avenue - Phase .I, Patton Hospital to
Orange Street, " since the Small Canyon Storm Drain will alleviate
the need for the storm drain west of Orange Street.
A 36--inch storm drain is being installed in Highland
Avenue under our contract with Bear Valley Paving. This drain
will connect to the Small Canyon Storm Drain. In the event that
the Small Canyon Drain is not installed, an extension to the 36-
inch pipe (to just west of Denair Avenue) will be needed to
provide an outlet. Bear Valley Paving has quoted an estimated
price of $32 , 000 for this extra work. We have reviewed this
price and found it to be fair and reasonable in view with current
pricing trends .
Furthermore, an arrangement has been worked out with the
Civil Engineer the for Wal-Mart Complex to connect the portion of
the Small Canyon Storm Drain, that they will be installing, to
the existing 48-inch pipe along the north side of Highland
Avenue. This arrangement will approximate the previous
condition, and serve as an interim drainage system, until the
Master Plan Storm Drain is installed between Atlantic Avenue and
Highland Avenue.
9-14-93
75-0264
CITY OF SAN BERN. RDINO - REQUEST F 'R COUNCIL ACTION
STAFF REPORT
Page 2 of 2
We recommend that a contract be awarded to the low
bidder, subject to negotiating a satisfactory cost sharing plan
with the City of Highland. In the event that a satisfactory plan
cannot be agreed upon, we recommend that the bids be rejected,
Change Order No. 1 to the contract with Bear Valley Paving be
approved, and the remaining balance transferred to the unappro-
priated reserve in the Storm Drain Construction Fund (248) .
URGENCY CLAUSE:
The easement for storm drain and sewer contains a provision that
no construction be done between November 15 and January 1 . A
contract will have to be awarded at the Council meeting of 9-20-
93 , in order for the construction to be completed by November 15 .
9-14-93
75-0264
0
C I T Y O F S A N B E R N A R D I N O
DEPARTMENT OF PUBLIC WORKS
ENGINEERING DIVISION
Project: STREET AND STORM DRAIN IMPROVEMENTS ON HIGHLAND
AVENUE
File No. : 6.21-28
Plan No. : 8801/8918/8919
Date: 9/14/93
CONTRACT CHANGE ORDER NO. ONE
TO: -BEAR VALLEY PAVING
P.O. BOX 1588
BIG BEAR LAKE, CA. 92315
Gentlemen:
You are hereby directed to perform the following work:
Install an Storm Drain extension attaching the new storm drain
system constructed per Plan No. 8990 to an existing 48-inch Storm
Drain, located west of Denair Avenue, as Directed by the Resident
Engineer, at an estimated cost of $32, 000. 00.
Total Extra Work Cost added to the Contract . . . . .$ _ 32.000.00
Previous Contract Price . . . . . . . . . . . . . . . . . . . . . . . . .$ _ 552 .832.00
Amended Cost Price . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$ 584,832.00
Additional time to complete Contract due to Change Order 5-Working
Days
CONTRACTOR CITY OF SAN BERNARDINO
Accepted Recommended
By: By.
• ROGER G. HARDGRAVE DATE
Title: Director of Public Works/City Engr
Date:
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO GRGO & GORDON GRBAVAC CONSTRUCTION COMPANY, INC. FOR
3 INSTALLATION OF SMALL CANYON STORM DRAIN FROM HIGHLAND AVENUE TO
ATLANTIC AVENUE.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
5 CITY OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1 . Grgo & Gordon Grhavac Construction Company,
7 Inc. is the lowest responsible bidder for: Installation of Small
8 Canyon Storm Drain, from Highland Avenue to Atlantic Avenue, per
9 Plan No. 8990 . A contract is awarded accordingly to said bidder
10 for the total amount of $168 , 580 . 00 , but such award shall be
11 effective only upon the contract being fully executed by both
12 parties . All other bids , therefore, are hereby rejected. The
13 Mayor is hereby authorized and directed to execute said contract
14 on behalf of the City; a copy of the contract is on file in the
15 office of the City Clerk and incorporated herein by reference as
16 fully as though set forth at length.
17 SECTION 2. This contract and any amendment or modifica-
18 tions thereto shall not take effect or become operative until
19 fully signed and executed by the parties and no party shall be
20 obligated hereunder until the time of such full execution. No
21 oral agreements , amendments , modifications or waivers are
22 intended or authorized and shall not be implied from any act or
23 course of conduct of any party.
24 SECTION 3 . This resolution is rescinded if the parties
25 to the contract fail to execute it within sixty (60) days of the
26 passage of this resolution.
27
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9/15/93
RESO: AWARDING CONTRACT TO GRGO & GORDON GRBAVAC CONSTRUCTION
COMPAN" INC. FOR INSTALLATION nF SMALL CANYON STORM
DRAIN.
1 I HEREBY CERTIFY that the foregoing resolution was duly
2 adopted by the Mayor and Common Council of the City of San
3 Bernardino at a meeting thereof, held on the
4 day of 1993, by the following vote, to-wit:
5 Council Members: AYES NAYS ABSTAIN ABSENT
6 NEGRETE
7 CURLIN
8 HERNANDEZ
9 OBERHELMAN
10 DEVLIN
11 POPE-LUDLAM
12 MILLER
13
14
15 Rachel Clark, City Clerk
16 The foregoing resolution is hereby approved this
day of 1993 .
17
18
Tom Minor, Mayor
19 Approved as to form City of San Bernardino
20 and legal content:
21 James F. Penman
City Attorney
22
23 By
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