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Meeting Date: March 13, 2001

Subject/Title: Project Management Services for Brentwood Boulevard TEA-21 I & II, (CIP Project No.ís 336-3101 and 336-3102), Brentwood Boulevard Curve (CIP Project No. 336-3100) and Lone Tree Way Overlay/Improvements (CIP Project No. not yet assigned)

Submitted by: Engineering: J. Stevenson/K. Wahl

Approved by: Jon Elam, City Manager

Authorize the City Manager to execute a Consultant Services Agreement with Cordoba Consulting, Inc. for project management services not to exceed $95,000 for three federally funded transportation projects:
Brentwood Boulevard TEA 21 I & II, CIP Project No.ís 336-3101 and 336-3102
Brentwood Boulevard Curve, CIP Project No. 336-3100
Lone Tree Way Overlay


The City of Brentwood has been awarded federal grant funding for three transportation projects and a mandated process must be followed in order to remain eligible for the funds. In short, requests for authorization to proceed with preliminary engineering, then right of way and finally construction, must be submitted. Each of these steps must be followed and successfully completed before proceeding with the next. If the procedures are not followed correctly the grant funding will be lost. In addition, if deadlines are not met for obligating funds for construction, the City will not receive the grant funding. We have authorization to proceed with preliminary engineering for all three projects. The project delivery dates are determined by the date the funds were awarded.

Of the three projects, Brentwood Boulevard TEA 21 I & II, the reconstruction and/or overlay of Brentwood Boulevard from Lone Tree Way to Grant Street, is the most time critical since the construction funds must be obligated by September 30, 2001. Prior to the obligation of construction funds, the design and environmental certification must be complete and approved by CalTrans. This project has $309,750 in federal funds.

Brentwood Boulevard Curve involves the correction of the super-elevation and radius of the curve in Brentwood Boulevard between approximately Diablo Way and Pine Street. The obligation deadline for the Brentwood Boulevard Curve is September 30, 2002. Given the magnitude of environmental studies required for this project, the City will not have environmental approval and clearance until late 2001 or early 2002 and will then need to acquire necessary right of way before authorization to proceed with construction can be obtained. This project has been awarded $920,000 in federal funds.

Lone Tree Way Overlay involves overlay of the existing roadway and reconstruct areas that cannot be corrected with overlay. This project must have construction funds obligated by September 30, 2002 and has been awarded $276,000 in federal funds.

The total grant funding awarded for these projects is $1,505,750. The federal process is lengthy and complicated and requires much staff time to manage each project. Because of the ever-increasing activity in Brentwood, available staff time is in short supply. In order to effectively manage these projects, minimize the risk of losing the grants, deliver the projects on schedule for federal funding, and provide active coordination between the City, CalTrans and the consultants, an experienced project manager is needed.

Cordoba Consulting, Inc. provides project management services for federally funded transportation projects to agencies statewide and, as consultant to the Contra Costa Transportation Authority, has also been assigned to facilitate the delivery of the Brentwood Boulevard Widening Project currently under design. Staff has experience with this consultant and is confident of his ability to perform. Meeting the timelines for delivery of our federally funded projects is crucial not only for receiving funding for the current projects, but also to remain eligible for future funding.

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