HomeMy WebLinkAboutContracts & Agreements_98-2020REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 9, 2020
FROM
BRENDON BIGGS, Interim Director, Department of Public Works — Transportation
SUBJECT
Amendment to Development Mitigation Cooperative Agreement with the City of Redlands for the
Alabama Street at Interstate 10 Interchange Improvement Project
RECOMMENDATION(S)
Approve Amendment No. 1 to Development Mitigation Cooperative Agreement No. 16-918
with the City of Redlands (City) authorizing the County of San Bernardino (County) to reimburse
the City out of the County's Development Impact Fees an additional $964,107 (from $3,712,125
to $4,676,232) for County's cost share of the Alabama Street at Interstate 10 Interchange
project in the Redlands area (Project). The Project's total estimated cost is increasing by
$4,182,600 (from $10,968,000 to $15,150,600).
(Presenter: Brendon Biggs, Interim Director, 387-7906)
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County
Cost). The County's share of the Project cost is increasing by $964,107 (from $3,712,125 to
$4,676,232), which will be funded by the County's Development Impact Fees (DIF) collected for
the Redlands Donut Hole Sphere subarea. The amended estimated total Project cost will be
shared as summarized below:
AGENCY
AMOUNT
FUNDING
San Bernardino County
$6'717'447
Measure I Valley Freeway
Transportation Agency SBCTA
Interchange Funds
City
$2,506,921
DIF
County
$4,676,232
DIF
California Department of
$1,250,000
Minor B Program
-Transportation Caltrans
TOTAL
$15,150,600
Sufficient appropriation and revenue are included in the Department of Public Works
(Department) 2019-20 Road Operations budget (6650002103 M00012) and will be included in
future recommended budgets.
Item 40
Page 1 of 3
Amendment to Development Mitigation Cooperative Agreement with the
City of Redlands for the Alabama Street at Interstate 10 Interchange
Improvement Project
June 9, 2020
BACK GROUND INFORMATION
The Project design has progressed towards 65% completion resulting in a more refined Project
scope, which includes, but not limited to 1) construction of taller retaining walls; 2) improvement
of the existing pavement on Alabama Street with concrete pavement pursuant to the California
Department of Transportation (Caltrans) requirement; 3) Project cost escalation based on
construction bid amounts over the last few years; and 4) anticipated construction management
cost increase as a result of expected higher construction capital costs. Based on the revised
Project scope, SBCTA as the lead agency, estimates the Project cost increase to be
$4,182,600, from $10,968,000 to $15,150,600. This cost increase is to be shared by the County
- $964,107, City - $516,856, SBCTA - $1,451,637, and Caltrans - $1,250,000. Because of the
significant cost increase, SBCTA reached out to Caltrans requesting a financial contribution for
the Project. Caltrans agreed to contribute $1,250,000 in Minor B Program funds for the
construction of the eastbound off -ramp widening portion of the Project. Pursuant to the Measure
I policies, Caltrans' contribution is subtracted from the total Project cost, thus reducing each
party's required contribution. The Project cost includes cost for design, right-of-way, project
management, construction engineering, inspection, construction, and plant establishment and
maintenance after Project construction.
On December 6, 2016 (Item No. 54), the County Board of Supervisors (Board) entered into
County Contract No. 16-918 with the City wherein the County would contribute Developer
Impact Fees collected for the Redlands Donut Hole Sphere subarea for its share of the Project
costs, as a requirement of the SBCTA Nexus Study. The County's contribution at that time was
estimated to be $3,712,125.
The Project widens the eastbound and westbound off -ramps, and widens Alabama Street,
between Industrial Park Avenue and Orange Tree Lane, to add turn lanes for the improvement
of operation and reduction of traffic congestion. Approval of this item allows the County to
contribute an additional DIF share of $964,107 towards the Project cost, and to work with
SBCTA and the City in a joint effort to improve the traffic movement at the subject interchange.
Construction is anticipated to commence in the spring of 2021.
The Development Mitigation Cooperative Agreement will terminate upon final payment by the
County or on December 31, 2027, whichever occurs first. Except as amended by this
Amendment No. 1, all other terms and conditions of the Development Mitigation Cooperative
Agreement No. 16--918 shall remain the same. The City approved this Amendment No. 1 on
May 19, 2020.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel,
387-5455) on May 7, 2020; Finance (Jessica Triilo, Administrative Analyst, 387-4222) on May
18, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial
Officer, 387-5423) on May 25, 2020.
Item 40
Page 2 of 3
Amendment to Development Mitigation Cooperative Agreement with the
City of Redlands for the Alabama Street at Interstate 10 Interchange
Improvement Project
June 9, 2020
Record of Action of the Board of Supervisors
County of San Bernardino
APPROVED (CONSENT CALENDAR)
Moved: Josie Gonzales Seconded: Robert A. Lovingood
Ayes: Robert A. Lovingood, Janice Rutherford, Dawn Rowe, Curt Hagman, Josie Gonzales
Lynna Monell, CLERK OF THE BOARD
BY
DATED: 219ne 9, 202
�l�k SUPER,
r
a[uti�a:,n r j
J
Ik01NO
cc: PWITrans- Sundaramoorthy
Contractor- CIO PWITrans wlagree
File- wlagree
la 06/15/2020
Item 40
Page 3 of 3
THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY
SAN BERNARDINO
COUNTY
Contract Number
16-918 A-1
SAP Number
Public Works
Department Contract Representative Sundaramoorthy (Sri) Srirajan,
P.E., Engineering Manager
Telephone Number (909) 387-8166
Project
Contractor
Contractor Representative
Telephone Number
Contract Term
Original Contract Amount
Amendment Amount
Total Contract Amount
Cost Center
Alabama Street at Interstate 10
City of Redlands
Ross Wittman, Senior Project
Manager
(909) 798-7524 _
December 31, 2027
$3,712,125
$ 964,107
$4,676,232
6650002103 52002445 M00012
Briefly describe the general nature of the contract:
Amendment No. 1 to Development Mitigation Cooperative Agreement No. 16-
918 between the County and the City of Redlands (City) increases the Alabama
Street at Interstate 10 Interchange project (Project) cost by $4,182, 600 (from
$10, 968, 000 to $15,150, 600). Project costs include design, right-of-way, project
management, construction engineering, inspection, construction, and plant
establishment and maintenance after Project construction for a 5-year period.
Approval of the Amendment No. 1 increases County's share of the Project cost
by $964,107 (from $3, 712,125 to $4, 676, 232). This increase will be funded by
the Developer's Impact Fees — Redlands Donut Hole Sphere interchange
subaccount, payable to the City upon receipt of invoices and supporting
documentation.
Y
Approved as to Legal Form
. QrZ � 1 _ i 1110�
Suzanne Bryant, Deputy County Counsel An
Date
Date/2Zo2u
J099ph Schweit of
by Department
. Ofv vJv
Brendon Biggs, Interim Director
Date (�-2`?w��
Non -Standard Contract Coversheet Revised 3/14/19
THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY
e...
SAN BERNARDINO
COUNTY
1
Contract Number
16-918 A-1
SAP Number
Public Works
Department Contract Representative Sundaramoorthy (Sri) Srirajan,
P.E., Engineering Manager
Telephone Number (909) 387-8166
Project
Contractor
Contractor Representative
Telephone Number
Contract Term
Original Contract Amount
Amendment Amount
Total Contract Amount
Cost Center
Alabama Street at Interstate 10
City of Redlands
Ross Wittman, Senior Project
Manager
(909) 798-7524
December 31, 2027
$3,712,125
$ 964,107
$4,676,232
6650002103 52002445 M00012
Briefly describe the general nature of the contract:
Amendment No. 1 to Development Mitigation Cooperative Agreement No. 16-
918 between the County and the City of Redlands (City) increases the Alabama
Street at interstate 10 Interchange project (Project) cost by $4,182, 600 (from
$10,968,000 to $15,150,600). Project costs include design, right-of-way, project
management, construction engineering, inspection, construction, and plant
establishment and maintenance after Project construction for a 5-year period.
Approval of the Amendment No. 1 increases County's share of the Project cost
by $964,107 (from $3, 712,125 to $4, 676, 232). This increase will be funded by
the Developer's Impact Fees - Redlands Donut Hole Sphere interchange
subaccount, payable to the City upon receipt of invoices and supporting
documentation.
FOR COUNTY USE ONLY
Approved as to Legal For
S zann Aydt. Deputy dountAC unsel
inDate
Reviewed for Contract Compliance i ReviewedlApproved by Department
Andy Silao, P.E. Brendon Biggs, Interim Director
Date
Date
Non -Standard Contract CDversheet Revised 3114119
AMENDMENT NO. 1
TO DEVELOPMENT MITIGATION COOPERATIVE AGREEMENT
BETWEEN
CITY OF REDLANDS
AND
COUNTY OF SAN BERNARDINO
FOR
INTERSTATE 10 AT ALABAMA STREET INTERCHANGE PROJECT
THIS AMENDMENT No. 1 (AMENDMENT) to the Development Mitigation
Cooperative Agreement (AGREEMENT) is made and entered into by and between the
City of Redlands (hereinafter referred to as SPONSORING AGENCY) and the County of
San Bernardino (hereinafter referred to as SUPPORTING AGENCY). SPONSORING
AGENCY and SUPPORTING AGENCY may be referred to herein as a "PARTY" and
collectively "PARTIES".
RECITALS
A. SPONSORING AGENCY and SUPPORTING AGENCY entered into the
AGREEMENT on December 6, 2016 to delineate their respective roles,
responsibilities, and funding commitments relative to the Project Management,
Planning, Environmental, PS&E, ROW and Construction activities, and Extended
Landscape Maintenance of the Interstate 10 at Alabama Street Interchange
Project in the City of Redlands (PROJECT); and
B. The AGREEMENT presently provides that the cost of the PROJECT is estimated
at $10,968,000 which includes $330,000 for San Bernardino County
Transportation Authority (SBCTA) to provide project management services for
the Planning, Environmental, PS&E, ROW and Construction phases of the
PROJECT; and
C. The PROJECT design is at 65 percent completion with a more refined PROJECT
scope from the inception of the PROJECT, which results in a projected PROJECT
cost increase of $4,182,600 ; and
D. The PROJECT is now estimated to cost a total of $15,150,600 which includes the
$330,000 for SBCTA to provide project management services; and
L:1ca\djm\Agreements1d-10 Alabama Interchange -Development Mitigation Cooperative Agreement Amendment # 1.doc jn
E. The California Department of Transportation (Caltrans) committed to make a
financial contribution (FCO) in the amount of $1,250,000 towards the
construction of the PROJECT; and
F. The remaining PROJECT cost, aside from SBCTA project management costs and
the abovementioned Caltrans FCO, now is estimated at $13,570,600, which shall
be funded with 50.5% Development Shares funds and 49.5% Public Share funds,
as defined by SBCTA's Nexus Study and the Measure I 2010-2040 Strategic
Plan; and
G. The PARTIES desire to amend the AGREEMENT, and its Exhibit A, to redefine
their respective funding responsibilities based on the revised PROJECT costs and
to provide a new, updated, estimated schedule for completion of the PROJECT.
IT IS THEREFORE MUTUALLY AGREED TO AMEND THE AGREEMENT
AS FOLLOWS:
1. Section 1.1 of the AGREEMENT is amended in its entirety to read as follows:
Provide 349% (currently estimated at $2,506,921) of the 50.5% development
mitigation fair share funding for the PROJECT, which will come from
development impact fees or other source of development contribution as required
by the Development Mitigation Nexus Study (Appendix G of the SBCTA
Congestion Management Program — CMP) and Appendix J of the CMP or from a
loan of funds to the City's development impact fee. SPONSORING AGENCY'S
share shall not exceed the current estimate of $2,506,921, absent an amendment to
this Agreement pursuant to Section III., paragraph 8, below.
2. Section II. 1 of the AGREEMENT, is amended in its entirety to read as follows:
Provide 65.1% (currently estimated at $4,676,232) of the 50.5% of development
mitigation fair share funding for the PROJECT, which will come from
development impact fees collected in the County of San Bernardino Redlands
Donut Hole Interchange account, as required by the Development Mitigation
Nexus Study, Appendix G and Appendix J of the CMP, or from a loan of funds to
the SUPPORTING AGENCY'S development impact fee. Eligible PROJECT
costs shall be contained in the Nexus Study and will be updated by
SPONSORING AGENCY per Section I of this Agreement. SUPPORTING
AGENCY'S share shall not exceed the current estimate of $4,676,232 absent an
amendment to this Agreement pursuant to Section III, paragraph 8 below.
3. Attachment A to the AGREEMENT is amended and replaced in its entirety with
Attachment A-1 to this AMENDMENT, which is attached to and made a part of
this AMENDMENT.
4. PARTIES understand that the PROJECT cost provided in this AMENDMENT is
an estimate and there is a potential for cost increases or decreases. If a cost
increase becomes apparent, PARTIES agree to work in good faith to amend the
AGREEMENT.
5. All other terms and conditions of the AGREEMENT shall remain in full force and
effect.
b. This AMENDMENT is deemed to be included and made part of the
AGREEMENT.
7. This Amendment No. 1 will be effective on the date signed by both parties and
shall conclude upon satisfaction of the terms identified in Section III, Paragraph 9,
or on December 31, 2027.
SIGNATURES ON FOLLOWING PAG
SIGNATURE PAGE TO
AMENDMENT NO. I TO DEVELOPMENT MITIGATION COOPERATIVE
AGREEMENT BETWEEN
CITY OF REDLANDS
and COUNTY OF SAN BERNARDINO
CITY OF REDLANDS
TRANSPORTATION AUTHORITY
By I X-V�
Paul W. Foster
Mayor, City of Redlands
Date: '5-/1q 1-2o
APPROVED AS TO FORM:
By:
Dance . cHugh
City Attorney
ATTEST:
By:
nne Donaldson
City Clerk
COUNTY OF SAN BERNARDINO
By:
44�--
Curt Hagman, Ch ' an
Board of Supervisors
Date: JUN 0 4 2020
APPROVED AS TO FORM:
By: S
Suzanne Bryant
Deputy County Counsel
SIGNED AND CERTIFIED THAT A COPY OF
THIS DOCUMENT HAS BEEN DELIVERED TO
THE CHAIRMAN OF THE BOARD
Q-A.E140Nard of supervisors
'lT.8i San Bernardino
SOW
Z"'PI)IN
;`�O CO\'.
SIGNATURE PAGE TO
AMENDMENT NO. I TO DEVELOPMENT MITIGATION COOPERATIVE
AGREEMENT BETWEEN
CITY OF REDLANDS
and COUNTY OF SAN BERNARDINO
CITY OF REDLANDS
TRANSPORTATION AUTHORITY
Paul W, Foster
Mayor, City of Redlands
Date: V,9/�
APPROVED AS TO FORM
COUNTY OF SAN BERNARDINO
By:
Curt Hagman, Chairman
Board of Supervisors
Dale:
rAPPROA'I D AS TO FORM:
Dan*re `. 4cHug11 ran Zc 3ryant
City AttorneyDrpuly County Counsel
ATTEST`:
By:,'—"&"Ok OK e, "t�a/
nne Donaldson
City Clerk
SIGNED AND CERTIFIED THAT A COPY OF
THIS DOCUMENT HAS BEEN DELIVERED TO
THE CHAIRMAN OF THE BOARD
Lynna Monell
Clerk of the Board of Supervisors
of the County of San Bernardino
By
Deputy
Attachment A-1
PROTECT SCOPE
The City of Redlands (SPONSORING AGENCY) proposes to improve the Interstate 10
at Alabama Street interchange located in the incorporated area of Redlands. The
PROJECT will reconfigure the ramps at Alabama Street, which includes street
improvements, intersection and turning lanes work and striping.
PROJECT COST ESTIMATE AND FUNDING TABLES
Public Share: 49.5%
Nexus Development Impact Fee Share (DIF or "Local Share"): 50.5%
Local Jurisdictional Split of the DIF Share: Redlands 34.9%, County 65.1 %
Caltrans Financial Contribution (FCO): Lump Sum $1,250,000 — Reduces the Public
Share and Local shares of construction capital costs.
OVERALL PROJECT FUNDING TABLE
SBCTA
LOCAL
Public Share
Share
Caltrans
Project Cost*
49.5%
50.5%
FCO*
Planning,
Environmental, Design,
$1,920,600
$950,697
$969,903
$0
and Right-of-way
Construction
$1,500,000
$742,500
$757,500
$0
Management
Construction Capital
$10,900,000
$4,776,750
$4,873,250
$1,250,000
Landscape
$500,000
$247,500
$252,500
$0
Maintenance
Project Management
$330,000
$0
$330,000
$0
TOTAL
$15,150,600
$6,717,447
1 $7,183,153
$1,250,000
CITY -COUNTY FUNDING TABLE
LOCAL Share
(50.5%)
SBCTA
County
Redlands
Caltrans
PROJECT
Share
Share
Share
FCO
PHASE
COST
% Share
49.5%
65.1 %
34.9%
Planning,
Environmental,
$1,920,600
$950,697
$631,407
$338,496
$0
Design & Right -of -
Way
Construction
$1,500,000
$742,500
$493,132
$264,368
$0
Management
Construction Capital
$10,900,000
$4,776,750
$3,172,486
$1,700,764
$1,250,000
Landscape
$500,000
$247,500
$164,377
$88,123
$0
Maintenance
Project Management
$330,000
$0
$214,830
$115,170
Total
$15,150,600
$6,717,447
$4,676,232
$2,506,921
$1,250,000
' ; • lMi YW7:1noBINa0
Milestones
Estimated Completion Date (Actual)
Environmental Approval
February 5, 2019
Design Approval
February 2021
Construction Start
June 2021
Complete for Beneficial Use
June 2022