REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 18, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Cooperative Agreement with the City of Montclair for the Pipeline Avenue and Chino Avenue Rehabilitation Project
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 2 to Cooperative Agreement No. 20-501 with the City of Montclair for the roadway rehabilitation on Pipeline Avenue and Chino Avenue Project, increasing San Bernardino County’s contribution by $2,640,000, from $4,910,000 to $7,550,000, and extending the term of the agreement by one year, for a total term of June 23, 2020 through June 30, 2026, with no other changes to the Agreement.
2. Authorize the Director of the Department of Public Works to increase the County’s contribution amount by up to 25%, from $7,550,000 to $9,347,500, contingent upon if final construction costs, as identified during project closeout, exceed the estimated total project cost for the roadway rehabilitation on Pipeline Avenue and Chino Avenue Project.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The estimated cost for the roadway rehabilitation on Pipeline Avenue and Chino Avenue Rehabilitation Project in the Montclair and Chino areas (Project) is $7,800,000, and is funded with American Rescue Plan Act (ARPA) Coronavirus Local Fiscal Recovery Fund program funds, which provide reimbursement of up to $450,000 for eligible costs, grant revenue of $513,000 from the Community Development Block Grant (CDBG) funds, $250,000 from the City of Montclair (City) funds, and the remaining costs, in the amount of $6,587,000 and the requested up to 25% contingency, are being funded with Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account (RMRA) revenue. CDBG funds are administered by the San Bernardino County Community Development and Housing Department (CDH) and will be used to pay for the installation and reconstruction of curb ramps included in the scope of the Project. Sufficient revenue and appropriation are included in the Department of Public Works (Department) 2024-25 Road Operations budget (6650002000 34H14974).
BACKGROUND INFORMATION
The Project consists of pavement rehabilitation along portions of Pipeline Avenue and Chino Avenue in the Chino and Montclair areas, installing new and reconstructing existing curb ramps at various locations, and the installation of a storm drain and appurtenant structures on Pipeline Avenue from Philadelphia Street to Del Mar Avenue. The Project was prioritized by the Board of Supervisors (Board) as part of the 2020-21 SB 1 RMRA project list, which was approved on April 21, 2020 (Item No. 45).
On June 23, 2020 (Item No. 71), the Board approved Cooperative Agreement No. 20-501 (Agreement) with the City for the Project.
On November 14, 2023 (Item No. 64), the Board approved Amendment No. 1 extending the Agreement through June 30, 2025, or upon completion of the Project and payment of the final billing by the County, whichever occurs first.
On May 7, 2024 (Item No. 23), the Board approved $513,000 in CDBG funding as part of the Final Program Year 2024-25 United State Department of Housing and Urban Development Annual Action Plan.
On October 3, 2024, five bids were received for the Project, with the lowest responsive and responsible bid of $6,177,899.11 submitted by Calmex Engineering, Inc. (Contractor). This amount was substantially higher than the initial 2020 construction estimate of $3,760,000. The City’s estimated share of construction was unchanged, as most of the Project work lies within the County’s jurisdiction. Therefore, on November 19, 2024 (Item No. 50), the Board approved Contract No. 24-1088 with the Contractor to construct the Project, in the amount of $6,177,899.11, in addition to approving the use of up to $450,000 of ARPA funding for eligible costs for the Project.
Approval of this item will amend the Agreement to extend the contract term, as well as increase the County’s share of Project costs from $4,910,000 to $7,550,000 to cover the increased cost for the construction phase. Recommendation No. 2 provides a contingency authorization for the Department’s Director to increase the County’s contribution by up to 25% (from $7,550,000 to $9,347,500), only if final construction costs, as determined during project closeout, exceed the currently projected total Project cost. However, in no event shall County’s contribution exceed the total amount of $9,347,500.
Although the Project construction is complete, the County and City wish to extend the Agreement through June 30, 2026 to ensure sufficient time for closeout and final payment to the Contractor. Approval of Amendment No. 2 will allow the Department to verify that the Contractor has satisfied necessary CDBG labor compliance provisions. The City approved Amendment No. 2 to the Agreement on May 5, 2025.
This item meets the County and the Chief Executive Officer’s goals and objectives of working cooperatively with the City to ensure the Project is completed.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on June 11, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on May 27, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 30, 2025.