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 CITY COUNCIL AGENDA ITEM NO. 05



Meeting Date: December 10, 2002 

Subject/Title: Execute a Design Change Order with Carlson, Barbee & Gibson for construction staking 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 Carlson, Barbee & Gibson for construction staking for the Sand Creek Road East project, CIP Project No. 336-3061, in an amount not to exceed $39,000.00; and authorizing the City Manager to approve change orders up to 10% of the contract amount.

PREVIOUS ACTION
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 March 12, 2002, the City Council authorized the City Manager to execute a Design Change Order with Carlson, Barbee & Gibson (CBG) for Sand Creek Road East, CIP Project No. 336-3061, to complete the design and bid documents necessary to complete the project.

On July 23, 2002, the City Council authorized the City Manager to award a Construction Contract to Top Grade Construction Company to construct the east portion of Sand Creek Road, CIP Project No. 336-3061.

BACKGROUND
As part of the construction process, and after contract award, staff initiates proposal requests for portions of work that are not included in general construction contracts to establish checks and balances or controls of fieldwork. These types of contracts are usually not brought before Council because the costs associated with the work are usually within the purchasing authority of the City Manager or City Engineer. Due to the magnitude of this project, the costs are higher, thereby necessitating City Council approval. This staff report addresses additional costs for construction surveying and staking. Staff obtains cost estimates associated with this work usually from the design engineer, as they are the most knowledgeable of the existing site conditions and plans. Carlson Barbee and Gibson submitted a proposal for the survey and staking work and staff suggests approving a change order to their existing contract to include this work. Total estimated costs for this staking is $39,000.00. Surveying costs are billed on a time and materials basis and the estimate is provided for budget purposes only.

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 2002/03.


Attachments:
Resolution
Site Map
Change Order Request

RESOLUTION NO. 


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A DESIGN CHANGE ORDER WITH CARLSON, BARBEE & GIBSON FOR CONSTRUCTION STAKING FOR SAND CREEK ROAD (EAST), CIP PROJECT NO. 336-3061; IN AN AMOUNT NOT TO EXCEED $39,000.00; AND AUTHORIZING THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.


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, October 23, 2001, and March 12, 2002, the City Council authorized the City Manager to execute 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 July 23, 2002, the City Council authorized the City Manager to award a contract to Top Grade Construction Company to construct the east 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 Carlson, Barbee & Gibson (CBG) in an amount not to exceed $39,000.00 to provide construction staking for the Sand Creek Road East Project, CIP Project No. 336-3061.

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 10th day of December 2002 by the following vote:
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