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 CITY COUNCIL AGENDA ITEM NO. 04

Meeting Date: November 26, 2002

Subject/Title: Approve a Resolution authorizing the City Manager to execute all contracts under $100,000 plus a 10% contingency each for the relocation of the existing corporation yard trailers and the construction of an approximately 10,000 square foot building.

Submitted by: Paul Zolfarelli, Director of Public Works

Approved by: John Stevenson, City Manager


RECOMMENDATION 

Review the schedule and financing plan for the relocation of the existing corporation yard trailers and the construction of an approximately 10,000 square foot building.

Approve a Resolution authorizing the City Manager to execute all contracts under $100,000 plus a 10% contingency each for the relocation of the existing corporation yard trailers and the construction of an approximately 10,000 square foot building.

PREVIOUS ACTION

The City Council approved the relocation of the Corporation Yard to an abandoned City of Brentwood owned parcel northwest of the Wastewater Treatment Facility October 22, 2002 under New Business, Agenda Item No. 34. Staff agreed to present to Council an update on the financing for this move and a more detailed action plan. Council has previously awarded contracts to an architect, engineering firm and a construction manager to assist in the relocation of the facilities at 161 Sycamore Avenue to the interim site adjacent to the future Sunset Industrial Park located on Sunset Road APN # 018230030.

BACKGROUND

Staff presented the conceptual drawings to the Planning Commission for approval on October 29, 2002. The Planning Commission issued a conditional use permit for the site. The site plan and building elevation drawings are included here as Attachment ‘A’ and Attachment ‘A-1’.

Staff has also examined methods for financing the interim facility and has outlined the financing in the Fiscal Impact section of this report.

DISCUSSION

Staff has determined the needs for the interim Corporation Yard and the estimated costs to meet those needs. Utilizing the services of an engineering firm and architect we have designed the site layout and have developed cost estimates for the move and construction of the needed facilities. We have also identified a tentative schedule necessary to meet the May 1, 2003 deadline to vacate the 161 Sycamore Avenue site.

The cost estimate for the Multi Prime Contract Construction Budget is included as Attachment ‘B’. The total cost for this relocation is estimated to be $1,947,629. Of this amount, approximately $90,000 is associated with the relocation and refurbishing of the existing trailered office space. A total of $478,000 is needed to bring utilities to the site to serve the trailers and the 10,000 square foot building, for grading, and for pavement and soil remediation. Construction of the 10,000 square foot building that is needed to house the fleet maintenance operation, sign shop, landscape maintenance, water systems maintenance and central stores is estimated at $851,000. 

We are currently proposing to relocate the existing trailers to the northwesterly portion of the old wastewater treatment plant on the site of a former oxidation ditch.

The following schedule is anticipated for the move of the Corporation Yard:

November 7, 2002 – Soil boring for building pad

November 26, 2002 – Seek Council approval for multi-prime contract

December 2002 - Foundation design and approval; civil bid; award and approval

January 2003 – Bid for foundation; soil grouting; site and pad preparation; placement of base rock; underground utilities; storm drainage installation; relocate staff to temporary offices/workspace

February 2003 – Transport portable buildings; remodel portable buildings

March 2003 – Demo 161 Sycamore Avenue site; prep office portables for occupancy; pour slab for 10,000 square foot building 

April 2003 – Locate staff into refurbished portables; erect 10,000 square foot metal building 

May 2003 – Tennant improvement to metal structure; installation of equipment; final asphalt work

June 2003 – Site signage and striping 


FISCAL IMPACT

The total cost of the interim relocation is estimated at $1,947,629. The sale of the current corporation yard site will fund $521,000. 

Since it is anticipated that the 10,000 square foot building will ultimately serve as the maintenance facility for the Municipal Water Division, this is an appropriate funding source. The 
Water Development Facility Fees will fund $851,000. The balance of $575,629 will come from Community Facility Fees or will be financed. The Water Division Development Fees account has adequate funding to support this construction.

Attachments:
• Resolution
• Attachment ‘A’ and ‘A-1’ – Site plan and building elevation drawings
• Attachment ‘B’


RESOLUTION NO.

APPROVE A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ALL CONTRACTS UNDER $100,000 PLUS A 10% CONTINGENCY EACH FOR THE RELOCATION OF THE EXISTING CORPORATION YARD TRAILERS AND THE CONSTRUCTION OF AN APPROXIMATELY 10,000 SQUARE FOOT BUILDING. 

WHEREAS, the current Corporation Yard site located at 161 Sycamore Avenue falls short of meeting the department’s needs; and 

WHEREAS, the current site must be vacated by May 1, 2003 to make room for development through Christian Church Homes; and

WHEREAS, Council has previously awarded contracts to an architect, engineering firm and a construction manager to assist in the relocation of the facilities from 161 Sycamore Avenue to the interim site adjacent to the future Sunset Industrial Park located on Sunset Road APN #018230030; and

WHEREAS, the Planning Commission approved the conceptual drawings on October 29, 2002 and issued a conditional use permit for the site; and

WHEREAS, the total cost of the interim relocation is estimated at $1,947,629; and 

WHEREAS, funds to accomplish the relocation are obtainable and can be secured; 

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute all contracts under $100,000 plus a 10% contingency each for the relocation of the existing Corporation Yard trailers and the construction of an approximately 10,000 square foot building.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 26th day of November, 2002 by the following vote:

AYES: 
NOES: 
ABSENT: 

_____________________________
Michael A. McPoland, Sr.
Mayor



ATTEST:



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

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov