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 CITY COUNCIL AGENDA ITEM NO. 09



Meeting Date: November 12, 2002

Subject/Title: Execute a Contract with Harris and Associates to Provide Resident Engineering Services for Lone Tree Way Widening Project – Segment 2 between Jeffery Way and Fairview Avenue for CIP Project No. 336-3127

Submitted by: Engineering: B. Grewal /P. Eldredge

Approved by: John Stevenson, City Manager



RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Professional Services Agreement with Harris and Associates in an amount not to exceed $195,851 to provide Resident Engineering Services for Lone Tree Way Widening Project – Segment 2 between Jeffery Way and Fairview Avenue for CIP Project No. 336-3127, and granting the City Manager authority to execute change orders up to 10% of the contract amount. 


PREVIOUS ACTION
On November 10, 1998, the City Council approved Resolution No. 98-196 that annexed the northwest area into the City of Brentwood.

On November 28, 2000, the City Council approved Resolution No. 2203 to take various actions. The actions included adding the Northwest Quadrant Infrastructure to the 2000/05 Capital Improvement Program, directing the City Engineer to initiate right of way acquisitions in order to widen Lone Tree Way, directing the City Engineer to initiate discussions with the development community to develop a Capital Improvement Financing Program (CIFP 2001-1) to assist in financing the required engineering and infrastructure to support the anticipated commercial development in this quadrant of the City, directing the City Engineer to hire a consultant to assist the City in developing environmental mitigation measures for this and other City infrastructure and, if possible, develop a mitigation bank to keep environmental mitigation expenditures within the City limits of Brentwood or immediately adjacent, to the maximum extent possible.

On February 27, 2001, the City Council approved Resolution No. 2246 approving the form and content of the Northwest Quadrant Infrastructure Design Engineering Fee Reimbursement Agreement and related actions.

On May 22, 2001, the City Council by Resolution No. 2299 certified and approved the Negative Declaration and adopted the 2001/06 Capital Improvement Program (CIP) for the City of Brentwood including street, park, sewer, water and other municipal improvements to be constructed during the next five years.

On May 22, 2001, the City Council authorized the City Engineer to execute a Consultant Services Agreement with Cordoba Consulting, Inc. for project management services not to exceed $115,000 for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127.

On February 12, 2002, the City Council by Resolution 2464 authorized the City Manager to execute a Design, Engineering, Estimating and Project Management Contract with Pacific Gas and Electric for the under grounding of the existing 21 kV Overhead Distribution Power Line along Lone Tree Way from Jeffery Way to Fairview Avenue.

On May 7, 2002, by Resolution No. 02-18, the Planning Commission confirmed that the proposed 2002/03 – 2006/07 Capital Improvement Program (CIP) is consistent with the adopted General Plan of the City of Brentwood as required by Section 6540l of the Government Code.

On May 28, 2002, by Resolution No. 2549, the City Council adopted the City’s 2002/03 – 2006/07 Capital Improvement Program that included the Northwest Quadrant Infrastructure, CIP Project No. 336-3127. 

On July 9, 2002, by Resolution No. 2610, the City Council approved executing contract amendments for Professional Design and Service Agreements for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127, which included Fairview Realignment.

On July 9, 2002, by Resolution No. 2613, the City Council certified and adopted the Mitigated Negative Declaration for the Lone Tree Way Widening Project, a portion of the Northwest Quadrant Infrastructure, CIP Project No. 336-3127.

BACKGROUND
As a part of the Northwest Quadrant, Lone Tree Way is to be widened from the existing two lanes to a total of six lanes. A portion of the roadway resides in the City of Antioch’s jurisdiction (everything west of Empire Avenue) while the remaining portion is within the City of Brentwood. Each respective City is going to improve their section of roadway with the exception of Brentwood installing the joint trench from approximately Jeffery Way to Fairview Avenue because the utility companies (PG&E, Pac Bell and AT&T) would not split this project. Therefore, it was determined that the agency that started first would do the entire joint trench. 

The complexities of this project include but are not limited to, coordination with existing residents, motorists, the respective utility companies, the City of Antioch and private developers. The need exists for an individual to ensure that this coordination is taking place and tasks are being carried out as well as provide onsite inspections etc. Ted Hamilton from Harris and Associates is proposed as the Resident Engineer and has had extensive experience with Lone Tree Way, the joint trench utilities and the City of Antioch as he worked on the section of Lone Tree Way improved by the Bypass Authority as well as various other projects within Brentwood and Antioch. Due to this previous experience, the resources and experience Mr. Hamilton brings with him as well as his overall knowledge of both Antioch and Brentwood, Harris and Associates was the obvious choice for this work. Other firms were considered, however, none would be able to provide the immediate impact that is expected from Harris and Associates.

FISCAL IMPACT
The funds for this work are through developer funding, assessment district funds and facility fees, which are included in the existing budget as approved in this year’s Capital Improvement Program 2002/2007.

Attachments:
Resolution
Site Map
Agreement



RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVE A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH HARRIS AND ASSOCIATES IN AN AMOUNT NOT TO EXCEED $195,851 TO PROVIDE RESIDENT ENGINEERING SERVICES FOR LONE TREE WAY WIDENING PROJECT – SEGMENT 2 BETWEEN JEFFERY WAY AND FAIRVIEW AVENUE FOR CIP PROJECT NO. 336-3127, AND GRANTING THE CITY MANAGER AUTHORITY TO EXECUTE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT. 


WHEREAS, on November 10, 1998, the City Council approved Resolution No. 98-196 that annexed the northwest area into the City of Brentwood, and

WHEREAS, on November 28, 2000, the City Council approved Resolution No. 2203 to take various actions. The actions included adding the Northwest Quadrant Infrastructure to the 2000/05 Capital Improvement Program, directing the City Engineer to initiate right of way acquisitions in order to widen Lone Tree Way, directing the City Engineer to initiate discussions with the development community to develop a Capital Improvement Financing Program (CIFP 2001-1) to assist in financing the required engineering and infrastructure to support the anticipated commercial development in this quadrant of the City, directing the City Engineer to hire a consultant to assist the City in developing environmental mitigation measures for this and other City infrastructure and, if possible, develop a mitigation bank to keep environmental mitigation expenditures within the City limits of Brentwood or immediately adjacent, to the maximum extent possible, and

WHEREAS, on February 27, 2001, the City Council approved Resolution No. 2246 approving the form and content of the Northwest Quadrant Infrastructure Design Engineering Fee Reimbursement Agreement and related actions, and

WHEREAS, on May 22, 2001, the City Council approved Resolution No. 2299 adopting the City’s 2001/2006 Capital Improvement Program that includes the Lone Tree Way Widening Project; and

WHEREAS on May 22, 2001, the City Council authorized the City Engineer to execute a Consultant Services Agreement with Cordoba Consulting, Inc. for project management services not to exceed $115,000 for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127.

WHEREAS, on February 12, 2002, the City Council approved a Design, Engineering and Estimating Contract with Pacific Gas and Electric (PG&E) for the undergrounding of the existing 21 kV Overhead Distribution Power Line along Lone Tree Way Between Jeffery Way and Fairview Avenue for CIP Project No. 336-3127; and

WHEREAS, the undergrounding of the 21 kV Overhead Distribution Power Line by Pacific Gas and Electric is part of the Lone Tree Way Widening project as shown on the improvement plans.

WHEREAS, on May 7, 2002, by Resolution No. 02-18, the Planning Commission confirmed that the proposed 2002/03 – 2006/07 Capital Improvement Program (CIP) is consistent with the adopted General Plan of the City of Brentwood as required by Section 6540l of the Government Code.

WHEREAS, On May 28, 2002, by Resolution No. 2549, the City Council adopted the City’s 2002/03 – 2006/07 Capital Improvement Program that included the Northwest Quadrant Infrastructure, CIP Project No. 336-3127.

WHEREAS, On July 9, 2002, by Resolution No. 2610, the City Council approved executing contract amendments for Professional Design and Service Agreements for the Northwest Quadrant Infrastructure, CIP Project No. 336-3127, which included Fairview Realignment.

WHEREAS, On July 9, 2002, by Resolution No. 2613, the City Council certified and adopted the Mitigated Negative Declaration for the Lone Tree Way Widening Project, a portion of the Northwest Quadrant Infrastructure, CIP Project No. 336-3127; and

WHEREAS, as a part of the Northwest Quadrant, Lone Tree Way is to be widened from the existing two lanes to a total of six lanes; and

WHEREAS, a portion of the roadway resides in the City of Antioch’s jurisdiction (everything west of Empire Avenue) while the remaining portion is within the City of Brentwood. Each respective City is going to improve their section of roadway with the exception of Brentwood installing the joint trench from approximately Jeffery Way to Fairview Avenue; and

WHEREAS, the need exists for an individual to ensure that this coordination is taking place and tasks are being carried out as well as provide onsite inspections etc. Ted Hamilton from Harris and Associates is proposed as the Resident Engineer and has had extensive experience with Lone Tree Way, the joint trench utilities and the City of Antioch as he worked on the section of Lone Tree Way improved by the Bypass Authority as well as various other projects within Brentwood and Antioch; and

WHEREAS, due to this previous experience, the resources and experience Mr. Hamilton brings with him as well as his overall knowledge of both Antioch and Brentwood, Harris and Associates was the obvious choice for this work. Other firms were considered, however, none would be able to provide the immediate impact that is expected from Harris and Associates.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a Professional Services Agreement with Harris and Associates in an amount not be exceed $195,851 for Resident Engineering Services for Lone Tree Way Widening Project – Segment 2 between Jeffery Way and Fairview Avenue for CIP Project No. 336-3127.

BE IT FURTHER RESOLVED that the City Manager is authorized 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 held on the 12th day of November 2002 by the following vote:

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