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 CITY COUNCIL AGENDA ITEM NO. 12

Meeting Date: October 8, 2002

Subject/Title: Authorize the City Manager to execute a Change Order with BKF Engineers Surveyors Planners for additional services for the New Police Facility, CIP Project No. 336-3110. 

Submitted by: Engineering: B. Grewal/M. Huber
Police Department: M. Davies/K. King

Approved by: John Stevenson, City Manager


RECOMMENDATION
Authorize the City Manager to execute a Change Order with BKF Engineers Surveyors Planners in the amount of $34,400 and include 10% contingency for additional services for the New Police Facility, CIP Project No. 336-3110.

PREVIOUS ACTION
On January 22, 2002, the City Council authorized staff to execute a Construction Contract with BKF Engineers Surveyors Planners to design the New Police Facility Infrastructure, CIP Project No. 336-3110.

On June 25, 2002, the City Council approved a change order for additional design services of BKF Engineers Surveyors Planners not to exceed $71,502.

BACKGROUND
The New Police Facility project has three main components, Phase I, the off-site infrastructure portion, Phase II, the building and on-site work and Phase III the communication link between City Hall and the New Police Facility. As staff reviewed plans and prepared to release Phase I for bid, it became apparent that additional design services would be beneficial to prepare the site for the construction of the building (Phase II). Staff included a finish grade as part of the off-site package as well as additional joint trench services and water/hydrant installation as requested by the Fire District. Once the project closed and Council awarded the construction contract, staff initiated the start of Phase III, the design of the communication link between City Hall and the New Police Facility. It is necessary to start this design survey now in order to obtain permits from Union Pacific Railroad and Caltrans as it can take several months for the agencies to process the request for permit to construct. In addition, to complete the project and file a record of survey with the county, staff suggests the inclusion of the record of survey work as part of the project "complete" design. 

At this time, staff requests approval of the change order for additional services such as record of survey, additional joint trench design, staking and survey/design to complete necessary components of the project. 

FISCAL IMPACT
The Fiscal Year (FY) 2003/07 CIP budget contains funds for the New Police Facility, CIP Project No. 336-3110.


Attachments:
Resolution
Site Map
Change Order 

RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER WITH BKF ENGINEERS SURVEYORS PLANNERS IN THE AMOUNT OF $34,400 AND INCLUDE 10% CONTINGENCY FOR ADDITIONAL SERVICES FOR THE NEW POLICE FACILITY, CIP PROJECT NO. 336-3110.

WHEREAS, on January 22, 2002, the City Council authorized staff to execute a contract with BKF Engineers Surveyors Planners to design the New Police Facility Infrastructure, CIP Project No. 336-3110; and

WHEREAS, on June 25, 2002, the City Council approved a change order in the amount of $71,502 for additional design services as the scope increased to support the site for the New Police Facility, CIP Project No. 336-3110; and

WHEREAS, the project went to bid and opened on August 20, 2002 and Council awarded a Construction Contract to Top Grade Construction, Inc. With the project started, it is necessary to begin the next phase of construction.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City shall approve the Change Order with BKF Engineers Surveyors Planners in the amount of $34,400 for the New Police Facility Infrastructure Project, CIP Project No. 336-3110.

BE IT FURTHER RESOLVED that the City Manager is granted the authority to execute 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 on the 8th day of October 2002 by the following vote:


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