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CITY COUNCIL AGENDA ITEM 10

Meeting Date: February 26, 2002

Subject/Title: Increase total amount of project budget for Fire Station #52, CIP Project No. 336-3109, and amend CIP project budget

Submitted by: Engineering: B. Grewal /T. Wooten

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Change Order in the amount of $666,657, to increase the Reimbursement Agreement with Brookfield Homes for the construction of Fire Station #52, CIP Project No. 336-3109; approve an increase in the project budget to a total of $2,581,915, and authorize the City Manager to approve change orders up to 10% of the contract amount and amend the CIP budget to conform with these amendments. 

PREVIOUS ACTION
On November 20, 1997 the City Council approved CIFP 94-1, which provided funding for a majority of this facility and described and confirmed the need for a new fire station.

On April 11, 2000, the City Council amended 1999-2004 Capital Improvement Program to increase the proposed budget for Fire Station #52 by $340,000 to $1,631,700. This increase was for site acquisition and construction of the police/community meeting facility.

On May 9, 2000, the City Council approved a Reimbursement Agreement with Brookfield Homes in the amount of $1,663,558 for actual costs associated with construction of Fire Station #52. This amount was based on estimated construction cost of $1,045,000.

BACKGROUND
The Reimbursement Agreement with Brookfield Homes was prepared using a construction budget of $1.045 million. The budget utilized the most recent fire station construction costs incurred by Contra Costa County. The contractor on the last several county fire stations is the same as the contractor awarded the bid for Fire Station #52. 

The construction bid was awarded by Brookfield Homes. The contractor, Blackshear Construction, submitted a bid of $1.622 million. The actual bid amount was $527,000 higher than the budgeted amount established a year earlier. 

Staff has requested East Diablo Fire Protection District to obtain authorization from the Board of Supervisors to allow the City of Brentwood to utilize future fire facility fees to pay for this budget increase, if also permitted by the Council by the recommended action. This request will be in accordance with correspondence from East Diablo Fire Protection District, dated August 5, 1999, a copy of which is attached for your reference.




FISCAL IMPACT
The Citys proportionate share of the construction costs (plus 10% contingency) plus the cost of the site acquisition totals $437,545. This also necessitates an increase of $97,545.00 in community facilities fees authorized for use on this project and to amend the CIP budget to match these actions.


Attachments:
Resolution
Exhibit A Amended Reimbursement Costs
Exhibit B Reimbursement Schedule
East Diablo Fire Protection District Correspondence
Site Map
Revised CIP Sheet


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER IN THE AMOUNT OF $666,657 TO INCREASE THE REIMBURSEMENT AGREEMENT WITH BROOKFIELD HOMES FOR THE CONSTRUCTION OF FIRE STATION #52, CIP PROJECT NO. 336-3109; APPROVE AN INCREASE IN THE PROJECT BUDGET TO A TOTAL OF $2,581,915, AND AUTHORIZE THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT AND AMEND THE CIP BUDGET TO CONFORM WITH THESE AMENDMENTS.

WHEREAS, on November 20, 1997, the City Council approved CIFP 94-1, which provided partial funding for this facility and described and confirmed the need for a new fire station; and

WHEREAS, on April 11, 2000, the City Council approved increasing the budget for Fire Station #52, CIP Project No. 336-3109, by $340,000.00 to $1,631,700. This increase was for site acquisition and construction of the police/community meeting facility; and

WHEREAS, on May 9, 2000, the City Council approved a Reimbursement Agreement with Brookfield Homes in the amount of $1,663,558 for actual costs associated with construction of Fire Station #52, CIP Project No. 336-3109. This amount was based on estimated hard construction costs of $1.045 million; and 

WHEREAS, the low bid received for construction of Fire Station #52, CIP Project No. 336-3109, for hard construction costs was $1.622 million. 

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a Change Order in the amount of $666,657, to the Reimbursement Agreement with Brookfield Home in an amount not to exceed $2,330,215 for the construction of Fire Station #52, CIP Project No. 336-3109, and further authorizes the City Manager to approve change orders up to 10% of the contract amount.

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:

EXHIBIT "A" 

AMENDED REIMBURSABLE COSTS


Architectural design costs $ 180,000
Includes site design, architectural (building) design, parking lot 
lighting and landscaping. Architect shall provide inspection 
services required for construction of essential facilities.

Construction costs $ 1,622,000
Based on contract awarded to Blackshear Construction
on May 25, 2001 (includes bonds/insurance)

Plan check, inspection and permits $ 40,067

Sub-Total $ 1,842,067

Project Administration (15% of total reimbursable amount) $ 276,310

Total $2,118,377

10% Contingency $ 211,838

GRAND TOTAL $ 2,330,215

EXHIBIT "B"

REIMBURSEMENT SCHEDULE


Event Triggering Cash Payments Amount

Planning Commission Approval $ 100,000
Issuance of Grading Permit $ 100,000
Issuance of Building Permit $ 100,000
Completion of on-site paving/curb and gutter $ 100,000
Foundation inspection approval $ 100,000
Issuance of Certificate of Occupancy $ 400,000
Project acceptance by City Council $ 604,557 

Cash Payment Total $ 1,504,557


Fee credits Credit per permit # of permits Amount

Community Facilities $1,628.29 200 $ 325,658 
Roadways $2,500.00 200 $ 500,000

Total Fee Credits $ 825,658


TOTAL REIMBURSEMENT $ 2,330,215

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