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CITY COUNCIL AGENDA ITEM NO. 12


Meeting Date: August 27, 2002

Subject/Title: Approve a Resolution accepting the construction of the Brentwood Education and Technology Center, CIP Project Number 336-3112

Submitted by: Howard Sword, Economic Development Director

Approved by: John Stevenson, City Manager


RECOMMENDATION
Approve a Resolution accepting the construction of the Brentwood Education and Technology Center (BETC), CIP Project Number 336-3112, located at 101 Sand Creek Road, Suite B, and direct the City Clerk to file a Notice of Completion with the County Recorder.

PREVIOUS ACTION
 Amend the Brentwood Education and Technology Center (BETC) Construction and FF&E Budget and Approve the Technology Incubator Rent Structure.

 Authorize the City Manager to execute a Purchase Order and all necessary documents with AMS.NET to furnish and install networking and telephone equipment for the Brentwood Technology Center for $165,902 and grant the City Manager authority to execute change orders up to 10% of the contract amount. 

 Award the Electrical Contract to Del Monte Electric for $355,000.

 Award the Gypsum Board Contract to Pace, Inc for $120,500.

 Award the Plumbing Contract to Impact Plumbing for $110,000.

 Review the Brentwood Education and Technology Center (BETC) Proforma and Authorize the City Manager to execute a Contract for Construction Management Services with RGM and Associates for an amount not to exceed $211,040. Adopt the Line Item Bid Package Cost Summary and authorize the City Manager to execute all contracts under $25,000 and contracts under $100,000 provided they do not exceed the budget amount by more than 10%.

 Authorize Staff to add $10,000 to the RGM construction management contract to immediately start redesign of the project and prepare a comprehensive construction management contract to build the BETC for consideration on February 27, 2001 City Council meeting.

 Authorize the City Manager to execute an agreement with RGM and Associates for Construction Management Services to Value Engineer the Contract Documents for the Brentwood Education and Technology Center (BETC) for $22,950; January 9, 2001.

 Reject all bids for construction of the Brentwood Education and Technology Center; December 12, 2000. 





 Los Medanos College Lease; June 27, 2000. 

 Kares Construction Management Contract; November 3, 1999. 

BACKGROUND
This report discusses three separate budgets that were accounted for during the planning and construction of this project.

 Prime Construction Contracts

 Amended Construction Budget that included Base Construction, Fixtures, Furniture & Equioment.

 Total CIP Budget that includes all project expenses.

The City Council approved a contract with RGM and Associates March 13, 2001 to provide Construction Management services for the City, which assumed the role of General Contractor for the BETC project. A Line Item Bid Package Cost Summary and authorization for the City Manager to execute all contracts under $25,000 and contracts under $100,000 provided they do not exceed the budget amount by more than 10% were adopted at the same time. The following spreadsheet summarizes the budget amounts and actual costs.

Prime Construction Contracts Reconciliation 

CSI # Item Budget Actual $ Difference % Difference

1000 Gen. Cond. 3,125 14,777 -11,652 473%
2072 Minor Demo. 31,000 33,055 -2,055 107%
2205 Earthwork / Pave 19,000 14,670 4,330 77%
3201 Conc. Reinfrc. 31,450 25,500 5,950 81%
4200 CMU / Trash Encls. 7,680 7,958 -278 104%
5110 Strct. Mtls. 5,000 5,930 -930 119%
5400 CF Metl. Frm. 60,118 70,704 -10,586 118%
6100 Ro. Carp. 49,219 32,478 16,741 66%
7200 Insul. 3,476 9,855 -6,379 284%
7420 Ext. Façade 50,729 62,159 -11,430 123%
7500 Roof Patch 8,000 17,931 -9,931 224%
7810 Skylights 1,500 0 1,500 0%
7900 Joint Sealants 2,500 2,389 111 96%
8200 Doors Buy 62,000 56,728 5,272 91%
8201 Doors Install 29,140 18,902 10,238 65%
8400 Ent. & Storefront 18,000 28,934 -10,934 161%
9250 Gyp. Brd. 89,312 120,585 -31,273 135%
9510 Acoust. Ceil. 97,045 48,000 49,045 49%
9680 Carpet / VCT 85,867 96,020 -10,153 112%
9900 Paint 47,922 47,450 472 99%
10010 Toilet Part. 14,340 12,362 1,978 86%
10010 Fire Box 500 302 199 60%
12390 Casework 12,600 13,850 -1,250 110%
15400 Plumbing 133,250 119,926 13,324 90%
15500 Fire Sprink. 26,000 34,917 -8,917 134%
15800 HVAC 268,000 351,718 -83,718 131%
16000 Electrical 420,000 403,023 16,977 96%
17000 Const. Mngmt. 187,040 192,040 -5,000 103%
17001 Des. Conslt. 15,000 54,907 -39,907 366%
17002 Strct. Conslt. 3,000 3,788 -788 126%
17003 HVAC Conslt. 3,000 2,000 1,000 67%
17004 Elect. Conslt. 3,000 2,500 500 83%
17005 Interior Conslt. 1 3,900 -3,899 390,000%
Add. Work Media Rm. / Use. Lab. 1 31,365 -31,364 3,136,500%
Add. Work Server Rm. 1 21,621 -21,620 2,162,100%
Add. Work Tenant Bld. 1 29,272 -29,271 2,927,200%
Add. Work Flood Cost 1 8,015 -8,014 801500%
Add. Work Contingency 237,187 0 237,187 0%
2,025,005 1,999,531 25,475 99%

The total construction cost was $25,475 under budget. Several contracts both over $100,000 and over 10% of the budget, however, did not return to Council for authorization. This oversight was the result of a very fast paced construction process. 

The Council, on August 28, 2001, amended the (BETC) Construction and FF&E to the following line items.

Budget Actual

 Base Construction $1,970,000 $1,999,531
 Technology Equipment $ 333,125 $ 342,861
 Furniture, Fixtures & Equipment (FF&E) $ 62,251 $ 73,750
 General Contingency $ 25,000 00,000
Total $2,390,376 $2,416,142

The Base Construction, Technology and FF&E are $25,766 over the amended budget.

The total project costs are reflected in the CIP budget balance that accounts for other costs than the Base Construction, Technology and FF&E such as Interest, Acquisition, Legal, etc. 

 Total CIP Project Budget $3,983,576
 Actual Total Expense $4,073,543
Total ($ 89,967)

FISCAL IMPACT
The Total CIP Project is $89,967 over-budget.

Attachments:
Resolution 
Notice of Completion














RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD ACCEPTING THE CONSTRUCTION OF THE BRENTWOOD EDUCATION 
AND TECHNOLOGY CENTER (BETC), CIP PROJECT NUMBER 336-3112, 
LOCATED AT 101 SAND CREEK ROAD, SUITE B, AND DIRECT THE CITY 
CLERK TO FILE A NOTICE OF COMPLETION WITH THE COUNTY RECORDER.

WHEREAS, the City Council authorized the City Manager to execute agreements, contracts and all necessary documents for the design, planning, engineering, construction, and construction management of the Brentwood Education and Technology Center (BETC) during fiscal years 2000/01 through 2001/02;

WHEREAS, the Brentwood Education and Technology Center construction started on March 15, 2001;

WHEREAS, the work has been completed and is now ready for acceptance.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the work performed in agreement and contract documents to furnish all material, labor and equipment necessary to complete the Brentwood Education and Technology Center, located at 101 Sand Creek Road, Suite B, CIP Project No. 336-3112, is hereby accepted.

BE IT FURTHER RESOLVED that the City Clerk is hereby directed to file a Notice of Completion with the County Recorder for the project.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 27th day of August, 2002 by the following vote:

AYES: 
NOES: 
ABSENT: 


_________________________________
Michael A, McPoland, Sr. Chairman



ATTEST:



_____________________________
Karen Diaz, CMC
City Clerk/Director of Administrative Services









RECORDING REQUESTED BY:
City of Brentwood

WHEN RECORDED RETURN TO:
City Clerk
City of Brentwood
150 City Park Way
Brentwood, CA 94513



NOTICE OF COMPLETION


NOTICE IS HEREBY GIVEN THAT:

THE CITY OF BRENTWOOD, a general law city, in the County of Contra Costa, State of
California, entered into agreements and contracts for the design, planning, engineering,
construction and construction management of the Brentwood Education and Technology
Center, CIP Project No. 336-3112, located at 101 Sand Creek Road, Suite B, 
Brentwood, California.

The work described in agreement and contract documents was to furnish all material,
labor and equipment necessary to complete said project. 

On the 27th day of June 2002, said agreements and contracts, as a whole, were 
completed and the work was accepted by the City Council of the City of Brentwood.

I hereby certify under penalty of perjury that the facts set forth in the foregoing Notice of
Completion are true and correct.

Executed at Brentwood, Contra Costa County, State of California, on ______________.


By: _______________________
Karen Diaz, City Clerk
City of Brentwood, California
City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov