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CITY COUNCIL AGENDA ITEM NO. 14

Meeting Date: October 23, 2001

Subject/Title: Execute a Design Change Order with Carlson, Barbee & Gibson and Enter into Professional Services Agreements with both Biggs Cardosa Associates, Inc. for structural inspection and with Construction Materials Testing, Inc. for materials testing services for Sand Creek Road (Central), CIP Project No. 336-3061.

Submitted by: Engineering: J. Stevenson/D. Spekner

Approved by: Jon Elam, City Manager

RECOMMENDATION
Approve a resolution authorizing the City Manager to execute a Design Change Order with Carlson, Barbee & Gibson for construction staking of Sand Creek Road (Central) in the amount of $152,500; and to enter into a professional services agreement in the amount of $44,000 with Biggs Cardosa Associates, Inc. for structural inspection; and to enter into a professional services agreement in the amount of $100,000 with Construction Materials Testing, Inc. for materials testing services for the Sand Creek Road (Central), CIP Project No. 336-3061 and authorizing the City Manager to approve change orders up to 10% of the contract amounts.

PREVIOUS ACTION
On October 12, 1999, City Council authorized the City Manager to enter into a professional services agreement with Carlson, Barbee & Gibson (CBG) for the design of Sand Creek Road (Central), CIP Project No. 336-3061. 

On October 10, 2000, and February 13, 2001, Council authorized the City Manager to execute Design Contract Change Orders with Carlson, Barbee & Gibson (CBG) to include design changes and additions to their contract for Sand Creek Road (Central), CIP Project No. 336-3061. 

On August 28, 2001, Council authorized the City Manager to award a contract to Granite Construction Company to construct the central portion of Sand Creek Road. 

BACKGROUND
As part of the construction process, and after contract award, staff initiates proposal requests for portions of work that are not included in general construction contracts to establish checks and balances or controls of field work. These types of contracts are usually not brought before Council because the costs associated with the work are usually within the purchasing authority of the City Manager or City Engineer. Due to the magnitude of this project, the costs are higher as reflected in the attached agreements, thereby necessitating City Council approval. The first item for this project is construction survey and staking. Staff obtains cost estimates associated with this work usually from the design engineer as they are the most knowledgeable of the existing site conditions and plans. Carlson Barbee and Gibson submitted a proposal for the survey and staking work and staff suggests approving a change order to their existing contract to include this work. For this project, there is also a need to provide inspection services for the structure work such as the pedestrian undercrossing and the box culvert at Sand Creek. In order to ensure the integrity of the structures to plan, staff is suggesting contracting with the team that designed the structures, Biggs Cardosa and Associates and in doing so, provide structural inspection as well as training to the City inspectors working on this project.

The next portion of work is to secure a contract for the materials testing. Staff obtained three bids for this work and Construction Materials Testing submitted the low bid. Staff has worked well with Construction Materials Testing in the past and expects the same on this important project.

FISCAL IMPACT
The funds for this work are through facility fees, which are included in the existing budget as approved in this year’s Capital Improvement Program 2001/2002.


Attachments:
Resolution
Site Map
Agreements
CBG Fee Summary

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A DESIGN CHANGE ORDER WITH CARLSON, BARBEE & GIBSON FOR CONSTRUCTION STAKING OF SAND CREEK ROAD (CENTRAL) IN THE AMOUNT OF $152,500; AND TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $44,000 WITH BIGGS CARDOSA ASSOCIATES, INC. FOR STRUCTURAL INSPECTION; AND TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $100,000 WITH CONSTRUCTION MATERIALS TESTING, INC. FOR MATERIALS TESTING SERVICES FOR THE SAND CREEK ROAD (CENTRAL), CIP PROJECT NO. 336-3061 AND AUTHORIZING THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNTS.


WHEREAS, on October 12, 1999, City Council authorized the City Manager to enter into a professional services agreement with Carlson, Barbee & Gibson (CBG) for the design of Sand Creek Road (Central), CIP Project No. 336-3061; and

WHEREAS, on October 10, 2000, and February 13, 2001, Council authorized the City Manager to execute Design Contract Change Orders with Carlson, Barbee & Gibson (CBG) to include design changes and additions to their contract for Sand Creek Road (Central), CIP Project No. 336-3061; and

WHEREAS, on August 28, 2001, Council authorized the City Manager to award a contract to Granite Construction Company to construct the central portion of Sand Creek Road. 

WHEREAS, staff has obtained a proposal for the survey and staking associated with this project from the design engineer, Carlson Barbee and Gibson, and staff recommends approving a change order to their existing contract to include this work; and

WHEREAS, in order to ensure the integrity of the structures to plan, staff recommends contracting with the team that designed the structures, Biggs Cardosa and Associates, Inc., to provide inspection services for the structure work such as the pedestrian undercrossing and the box culvert and in doing so, provide structural inspection training to the City inspectors working on this project; and

WHEREAS, in order to secure a contract for the materials testing, staff recommends contracting with the lowest of three bidders, Construction Materials Testing, to complete this work.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City Manager is hereby authorized to execute a Design Change Order with Carlson, Barbee & Gibson for construction staking of Sand Creek Road (Central) in the amount of $152,500.

BE IT FURTHER RESOLVED that the City Manager is hereby authorized to enter into a professional services agreement with Biggs Cardosa Associates, Inc. in the amount of $44,000 for structural inspection for the Sand Creek Road (Central), CIP Project No. 336-3061.

BE IT FURTHER RESOLVED that the City Manager is hereby authorized to enter into a professional services agreement with Construction Materials Testing, Inc. in the amount of $100,000 for materials testing services for the Sand Creek Road (Central), CIP Project No. 336-3061.

BE IT FURTHER RESOLVED that the City Manager is hereby authorized to approve change orders up to 10% of the contract amounts.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 23rd day of October, 2001 by the following vote:

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