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CITY COUNCIL AGENDA ITEM 07

Meeting Date: February 26, 2002

Subject/Title: Execute a Design Change Order with Mark Thomas & Co., Inc. for completing construction bid documents on Sand Creek Road (East); and execute a Design Change Order with Carlson, Barbee & Gibson for completing construction bid documents on Sand Creek Road (East), CIP Project No. 336-3061

Submitted by: Engineering: B. Grewal/D. Spekner

Approved by: John Stevenson, City Manager



RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Design Change Order with Mark Thomas & Co., Inc. for completion of design and construction bid documents on Sand Creek Road (East), CIP Project No. 336-3061, in an amount not to exceed $136,000; and to execute a Design Change Order with Carlson, Barbee & Gibson for completion of design and construction bid documents on Sand Creek Road (East), CIP Project No. 336-3061, in an amount not to exceed $32,000; and authorize the City Manager to approve Change Orders up to 10% of the contract amount. 

PREVIOUS ACTION
On September 14, 1999, the City Council authorized the City Manager to enter into a Professional Services Agreement with Mark Thomas & Co., Inc. for the design of Sand Creek Road (East), CIP Project No. 336-3061.

On October 12, 1999, the 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, the City Council authorized the City Manager to execute a Design Change Order with Carlson, Barbee & Gibson (CBG) of Sand Creek Road (Central), CIP Project No. 336-3061. 

On February 13, 2001, the City Council authorized the City Manager to execute a Design Change Order with Mark Thomas & Co., Inc. to include design changes and additions to their contract for Sand Creek Road (East), CIP Project No. 336-3061.

On August 28, 2001, the City Council authorized the City Manager to award a Construction Contract to Granite Construction Company to construct the central portion of Sand Creek Road, CIP Project No. 336-3061.

On October 23, 2001, the City Council authorized the City Manager to execute a Design Change Order with Carlson, Barbee & Gibson (CBG) to perform construction staking on Sand Creek Road, CIP Project No. 336-3061.

BACKGROUND
In the spring of 2001, the City of Brentwood did not have authorization to build Sand Creek Road across the railroad. To keep the project on track, staff recommended that Council split the Sand Creek Road project into two phases Central (Fairview Avenue to Minnesota Avenue) and East (Minnesota Avenue to Brentwood Boulevard). The Council agreed and awarded the construction contract for Sand Creek Central, CIP Project No. 336-3061, on August 28, 2001. The City then split the design work between two consultants: Carlson, Barbee & Gibson designing Sand Creek Central and East from Fairview Avenue to the railroad tracks; and Mark Thomas & Co., Inc. designing Sand Creek East from the railroad tracks to Brentwood Boulevard. Staff is currently preparing the final contract documents to advertise Sand Creek East this spring with the expectation that the City will receive the construction permit from the Army Corps of Engineers and the authorization for the at-grade railroad crossing from the Public Utilities Commission and Union Pacific Railroad.

The final design for Sand Creek East has been delayed by a variety of issues beyond the City or design consultants’ control. Because the United States Fish and Wildlife Services (USFWLS) refused to grant the City permits to construct Sand Creek Road and creek crossings, the City was forced to increase the original scope of work for Sand Creek Road to design both Sand Creek Road Central and East on parallel tracks. During the environmental permit review process, the USFWLS requested that the City revise their proposed sewer and waterline alignments and designs to reduce construction impacts in Marsh Creek. This delayed both the design completion date and increased the cost of the design contract. 

During the General Plan update process, staff received the traffic study from the City’s consultant, Fehr & Peers, showing the increased traffic volumes coming from the new Highway 4 Bypass to Sand Creek Road. In order to meet these new demands, the intersection of Sand Creek Road and O’Hara Avenue was redesigned to allow for the anticipated traffic volumes. This both delayed the design completion date as well as increased the cost of the design contract.

The City is still pursuing the at-grade railroad crossing for Sand Creek Road. In order to take advantage of this year’s construction season, staff is preparing to advertise and build the remainder of Sand Creek Road from Minnesota Avenue to Brentwood Boulevard. In order to provide biddable documents and address the numerous design changes required to build the road, staff is requesting that the Mark Thomas & Co., Inc. contract be increased by $136,000 and the Carlson, Barbee & Gibson contract be increased by $32,000. 

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


Attachments:
Resolution
Site Map
Change Order Requests

RESOLUTION NO. _______


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A DESIGN CHANGE ORDER WITH MARK THOMAS & CO., INC. FOR COMPLETION OF DESIGN AND CONSTRUCTION BID DOCUMENTS ON SAND CREEK ROAD (EAST), CIP PROJECT NO. 336-3061; AND TO EXECUTE A DESIGN CHANGE ORDER WITH CARLSON, BARBEE & GIBSON FOR COMPLETION OF DESIGN AND CONSTRUCTION BID DOCUMENTS ON SAND CREEK ROAD (EAST), CIP PROJECT NO. 336-3061; AND AUTHORIZE THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.


WHEREAS, on September 14, 1999, the City Council authorized the City Manager to enter into a Professional Services Agreement with Mark Thomas & Co., Inc. for the design of Sand Creek Road (East), CIP Project No. 336-3061; and

WHEREAS, on February 13, 2001, the City Council authorized the City Manager to execute a Design Change Orders with Mark Thomas & Co., Inc. to include design changes and additions to their contract for Sand Creek Road (East), CIP Project No. 336-3061; and

WHEREAS, on October 12, 1999, the 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 (East), CIP Project No. 336-3061; and

WHEREAS, on October 10, 2000, February 13, 2001, and October 23, 2001, the City Council authorized the City Manager to execute a Design Change Orders with Carlson, Barbee & Gibson (CBG) to include design changes and additions to their contract for Sand Creek Road (East), CIP Project No. 336-3061; and

WHEREAS, on August 28, 2001, the City Council authorized the City Manager to award a contract to Granite Construction Company to construct the central portion of Sand Creek Road, CIP Project No. 336-3061.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a Design Change Order with Mark Thomas & Co., Inc. in the amount of $136,000 for completion of design and preparation of revised final contract documents.

BE IT FURTHER RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a Design Change Order with Carlson, Barbee & Gibson in the amount of $32,000 for completion of design and preparation of revised final contract documents.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 26th day of February 2002 by the following vote:

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