REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 23, 2024
FROM
TREVOR LEJA, Assistant Executive Officer, Department of Public Works - Special Districts
BEAHTA R. DAVIS, Director, Regional Parks Department
SUBJECT
Title
Amendment to Professional Engineering Design Services Contract with Kimley-Horn and Associates, Inc. for the Camp Switzerland Sewer Lift Station and Connecting Pipes Project
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Contract No. 22-843 with Kimley-Horn and Associates, Inc. for professional engineering design services for the Camp Switzerland Sewer Lift Station and Connecting Pipes Project, increasing the contract amount by $40,488, from $239,797 to a total of $280,285, with no change to the contract period of September 27, 2022 through December 31, 2026.
(Presenter: David Doublet, Assistant Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Camp Switzerland Sewer Lift Station and Connecting Pipes Project (Project), including the increased amount of $40,488, of Contract No. 22-843 (Contract) with Kimley-Horn and Associates, Inc. (Kimley-Horn), is funded through the use of $1,782,309 from the County’s American Rescue Plan Act (ARPA) Local Fiscal Recovery Fund (Recovery Fund) for eligible costs, as approved by the Board of Supervisors (Board) on September 27, 2022 (Item No. 46). Sufficient appropriation for the Project is included in the 2023-24 ARPA Recovery Fund and will be included in future recommended budgets, as needed.
BACKGROUND INFORMATION
The Department of Public Works - Special Districts (Department) provides water and sewer system design, construction, operations, and maintenance support services to the County’s Regional Parks Department (Regional Parks), which includes Camp Switzerland at Lake Gregory Regional Park in Crestline (Camp).
The Camp’s proposed campground development has created the need for a sewer lift station system to service the sewage conveyance from the new campground that will be located at a lower grade than the currently existing gravity main sewer lines at the top of the hill. The Project will construct a redundant dual pump/dual pipe sewer lift station system to move sewage from the low point of the camp to the existing gravity feed sewer lines on the existing dirt road. When completed, the system will service the planned new cabins and campsite, ensuring adequate capacity of sewage transport to the existing collector pipe for proper disposal.
On September 27, 2022 (Item No. 46), as the result of a successful competitive procurement, the Board approved the Contract with Kimley-Horn to provide professional engineering design services for the Project in the amount of $239,797, effective September 27, 2022 through July 4, 2023.
On June 27, 2023 (Item No. 85), the Board approved Amendment No. 1 to extend the Contract from July 4, 2023 to December 31, 2026. Amendment No. 1 provided Kimley-Horn, at no added cost, with additional and sufficient time to complete environmental permitting, final design, and construction support for the Project, which must be completed by December 31, 2026, per the ARPA funding deadline. Amendment No. 1 also added additional language in connection with Senate Bill 1439 and consultant reporting information.
This item seeks approval of Amendment No. 2 (Amendment) to increase the Contract by $40,488 for a total amount of $280,285. The Amendment includes the full cost for environmental assessment and permitting of the Project. Kimley-Horn identified a calculational error within their originally submitted proposal cost spreadsheet. Although the hours and cost are both depicted correctly in the spreadsheet and proposal, the spreadsheet calculation for the total only added $2,412 to the total, rather than the $42,900 outlined in the spreadsheet. The Amendment rectifies the Kimley-Horn spreadsheet calculational error by including the additional $40,488 to the Contract.
PROCUREMENT
The Contract with Kimley-Horn was the direct result of a Board-approved competitive Request for Proposal process and based on the determination that Kimley-Horn best met the design needs of the County. As a result, the increase in costs associated with the Amendment would not have impacted the results of the procurement process or the recommendation to contract with Kimley-Horn for the subject services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455 and Suzanne Bryant, Deputy County Counsel, 387-5455) on December 20, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635 and Guy Martinez, ARPA Compliance Officer, 387-5428) on December 29, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on December 29, 2023.