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 CITY COUNCIL AGENDA ITEM NO. 02

Meeting Date: March 12, 2002 

Subject/Title: Execute a Design Change Order with Mark Thomas & Co. 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. for completion of design and construction bid documents on Sand Creek Road East, Union Pacific Railroad to Brentwood Boulevard, 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 Central, Minnesota Avenue to the Union Pacific Railroad, CIP Project No. 336-3061, in an amount not to exceed $32,000; and authorizing 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. 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. 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 Central, 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 Central, CIP Project No. 336-3061.

BACKGROUND
Sand Creek Road Central: In the spring of 2001, the City of Brentwood did not have the necessary permits from Union Pacific Railroad and the Public Utilities Commission to build Sand Creek Road across the railroad. To keep the project moving, staff recommended that Council split the Sand Creek Road Central project into two phases: Phase I (Fairview Avenue to Minnesota Avenue) and Phase II (Minnesota Avenue to Union Pacific Railroad, which includes the pedestrian undercrossing at the railroad). The Council agreed and later awarded the construction contract for Sand Creek Road Central, on August 28, 2001, for the work from Fairview Avenue to Minnesota Avenue. 

During the design of Sand Creek Road East, (Union Pacific Railroad to Brentwood Boulevard), the design team determined that all utilities crossing the railroad should be realigned to the south of the new pedestrian undercrossing located just west of the railroad so they could be more easily maintained. Because the utility alignments were changed, CBG incurred additional costs for this redesign work for preparation of separate plans and specifications for Phase II of Sand Creek Road Central. Staff is requesting an additional $32,000 for these design changes. Staff is currently preparing the final contract documents to advertise Phase II of Sand Creek Road Central with Sand Creek Road East this spring with the understanding from the Public Utilities Commission and Union Pacific Railroad that the City will more than likely receive the authorization for the at-grade railroad crossing by the end of 2002.

Sand Creek Road East: The final design for Sand Creek Road East has been delayed by a variety of issues beyond the City or design consultants’ control. The United States Fish and Wildlife Services (USFWLS) did not respond to requests from the City to provide a biological opinion, which was required to finalize the Army Corps of Engineers Permit to construct a box culvert in Sand Creek and Marsh Creek for the Sand Creek Road project. The City was left with no other alternative than to increase the original scope of work for the Sand Creek Road project. 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 the Marsh Creek crossings. To further reduce environmental impacts and avoid additional delays in obtaining the United States Army Corps of Engineers/Fish and Wildlife permit to cross Marsh Creek, staff also modified the bridge design at the Sand Creek Road/O’Hara Avenue intersection to a free-span bridge with abutments outside the creek limits instead of the original design of a box culvert. These design changes 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 had to be redesigned, the at-grade crossing was revised, and additional right-of-way was obtained to allow for the anticipated traffic volumes. The enlarged intersection also revised the electrical plans and traffic signal design for the Sand Creek Road and O’Hara Avenue Intersection. This both delayed the design completion date as well as increased the cost of the design contract.

As required by the Mitigated Negative Declaration to minimize impacts of noise, Staff included a sound wall as part of the bridge structure for neighboring residents; and to improve the presentation of the finished roadway, Staff added landscape retaining walls on the bridge and enhanced the appearance of the pedestrian walkways. Finally, at the request of the East Bay Regional Park District, (EBRPD), staff modified the trail design to include lighting, access gates, and a drainage pump to drain water from the trail during extreme weather events when Marsh Creek periodically involves the proposed trails.

With these many revisions to the design, there will need to be additional construction staking, submittal reviews, requests for information, and progress meetings during construction to facilitate these added construction items.

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 recommending that the Mark Thomas & Co. contract be increased by $136,000. 

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. 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 AUTHORIZING 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. 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. 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. 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.

BE IT FURTHER RESOLVED that the City Council of the City of Brentwood hereby 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: