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 CITY COUNCIL AGENDA ITEM NO. 8



Meeting Date: December 10, 2002

Subject/Title: Approve a Resolution awarding the Civil Engineering contract for work associated with the Corporation Yard interim move; authorize the City Manager to execute the agreement and necessary documents and grant the City Manager authority to execute change orders up to 10% of the contract amount.

Submitted by: Paul Zolfarelli, Director of Public Works

Approved by: John Stevenson, City Manager


RECOMMENDATION 

Approve a Resolution awarding the Civil Engineering contract for work associated with the Corporation Yard interim move; authorize the City Manager to execute the agreement and necessary documents and grant the City Manager authority to execute change orders up to 10% of the contract amount.

PREVIOUS ACTION

Council approved Resolution No. 2702 on October 8, 2002 accepting the Public Works Master Plan as prepared by MAXIMUS Inc. As part of that approval Council directed staff to take action prior to the design and building of the final Corporation Yard facility.

BACKGROUND

Staff received approval from City Council on November 26, 2002 to approve the design and construction costs associated with the Corporation Yard move. Council also awarded the contract for the purchase of the 10,000 square-foot building needed for the Corporation Yard relocation. The work needed to prepare the future site is now out to bid. The bid closing date was November 26, 2002. Due to scheduling constraints and time frames compressed by the Thanksgiving holiday, staff will be presenting the contract from the successful bidder separate from this report.

DISCUSSION

The Civil Engineering work needed to prepare the interim Corporation Yard site for occupation is a time sensitive and critical aspect of this project. Divided into three milestones the successful bidder must within 51 calendar days complete the following:

1. Rough grade the roads; prep the pad for the 10,000 square-foot building and place the base rock for the entry road and portable buildings.


2. Install all underground utilities and storm drains and place rock at site and on roads.

3. Backfill base rock at new metal building and service entrances; place asphalt on site and install signage and striping.


Staff held the pre-bid site inspection on November 26, 2002 and the bid opening on December 3, 2002. Due to the time frames in place for distribution of the Council packet the low bidder and low bid amount could not be included in this staff report. Staff will be presenting to Council in the meeting of December 10, 2002 the list of low bidders and a resolution requesting the award of contract to the lowest responsible bidder.

FISCAL IMPACT

The estimate for the Civil Engineering associated with this phase of the Corporation Yard relocation is approximately $350,000. These funds will be charged to Capital Improvement Project # 336-3030.

Attachments:
• Resolution
• Agreement


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AWARDING THE CIVIL ENGINEERING WORK TO _______________________, FOR THE CORPORATION YARD RELOCATION, GRANTING THE CITY MANAGER AUTHORITY TO EXECUTE THE AGREEMENT IN THE AMOUNT OF ______________, AND CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.

WHEREAS, the current site must be vacated by May 1, 2003 to allow development by 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, Civil Engineering work is now needed for the relocation process to continue; and

WHEREAS, the bid opening for said project was held on December 3, 2002 and _______________________ was determined to have provided the lowest responsible base bid of $_____________________ which is the basis for awarding the contract.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City shall award the contract to _______________________ in the amount of $__________________.

BE IT FURTHER RESOLVED that the City Manager is granted the authority to execute the agreement and 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 10th day of December 2002 by the following vote:

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