REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 05, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Blue Jay Cinder Barn Capital Improvement Program Project Budget Increase
End
RECOMMENDATION(S)
Recommendation
1. Authorize a budget increase in the amount of $225,000 to the Blue Jay Cinder Barn Capital Improvement Program Project No. 25-036, increasing the budget from $701,817 to $926,817.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments for the Blue Jay Cinder Barn Capital Improvement Program Project, as detailed in the Financial Impact section (Four votes required).
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
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 Blue Jay Cinder Barn Capital Improvement Program Project in the Blue Jay area (Project) is funded by Gas Tax revenue and Federal Emergency Management Agency (FEMA) funding.
The following budget adjustments to the Department of Public Work’s (Department) 2024-25 Road Operations budget (6650002000 H15276) and to the Project and Facilities Management Department Capital Improvement Program budget (WBSE 10.10.1646) are being requested due to unexpected construction cost increases to the Project:
|
Fund Center/Fund |
GL Account |
Description |
Action |
Amount |
WBSE |
|
6650002000 |
55405016 |
Fixed Assets Transfers Out |
Increase |
$225,000 |
|
|
2000 |
37008880 |
Fund Balance-Reserved - Available Reserves |
Decrease |
$225,000 |
|
|
7700003100 |
55415017 |
Fixed Assets Transfers In |
Increase |
$225,000 |
10.10.1646 |
|
7700003100 |
54304030 |
Structures & Improvements to Structures |
Increase |
$225,000 |
10.10.1646 |
BACKGROUND INFORMATION
Following the winter storms of 2023, the Department’s Transportation Operations Maintenance Yard in Blue Jay experienced significant damage to its cinder barn. During the blizzard, the structure collapsed inward under the weight of heavy snowfall, rendering it unusable. The cinder barn serves a crucial purpose by providing shelter to prevent cinders from freezing together when stored and storing snow removal equipment. The damaged cinder barn has since been demolished and removed
After collaboration with the Department of Risk Management (Risk Management), the insurance adjuster evaluated the damage and deemed the structure irreparable. A FEMA claim has been filed and the Department is working with Risk Management to regain some cost recovery for this Project.
During construction, a storm drain was discovered by the contractor under the site where the original barn was located. To avoid additional costs of encapsulating and bridging over the storm drain, it was decided to relocate the new barn to a different area, slightly west from the original site. During excavation of the new area, a large granite rock was uncovered which has halted construction. Rather than removing the granite rock completely, the contractor has offered to tie the granite into the base of the cinder barn, which would be the most cost effective. Due to the limited size of the yard, there is no other area to build the barn. This unforeseen condition has increased the estimated construction cost for the Project by approximately $225,000.
Due to the upcoming winter season, this Operations Maintenance Yard needs to be fully functional to meet the needs of the community as this is the only maintenance yard in the Blue Jay community.
On June 11, 2024 (Item No. 110), the Board of Supervisors approved the Project as part of the County’s 2024-25 budget, which included $701,817 for the Project.
Approval of this item aligns with the County and the Chief Executive Officer goals and objectives to provide for the safety, health and social service needs of County residents, and to operate in a fiscally responsible and business-like manner by ensuring the Project has the appropriate budget to be completed ahead of the 2024 winter season.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on October 7, 2024; Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on October 17, 2024; Project and Facilities Management (Robert Gilliam, Chief of Project Management) on October 9, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222, and Yael Verduzco, Principal Administrative Analyst, 387-5285) on October 11, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on October 16, 2024.