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CITY COUNCIL AGENDA ITEM NO. 16

Meeting Date: April 22, 2003

Subject/Title: Approve a Resolution authorizing the City Manager to execute a contract with the replacement architectural firm for the New Police Facility, CIP Project No. 337-3110.

Submitted by: Ad Hoc Committee

Prepared by: Engineering: B. Grewal/M. Huber
Police: M. Davies/K. King
Economic Development: H. Sword

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a contract with the Ad Hoc Committee’s recommended Replacement Architectural Firm in an amount not to exceed $400,000.00; and authorize the City Manager to execute change orders not to exceed 10% of the contract amount for the New Police Facility Project, CIP Project No. 337-3110.

PREVIOUS ACTION
On March 11, 2003, the City Council directed staff to terminate the contract with Ekona Architecture and Planning and begin the process of finding a replacement architectural firm.

On April 8, 2003, Mayor Swisher appointed Council Members Bill Hill and Pete Petrovich to an Ad Hoc Committee to participate and recommend a replacement architect for the new Police Facility Project.

BACKGROUND
The City has terminated the contract with Ekona Architecture and Planning. A replacement architectural firm will perform valued engineering, complete the design, participate in the bidding process, construction administration process, and the project completion and close out.

The Ad Hoc Committee has met and reviewed proposals submitted by five (5) architectural firms all vying for the opportunity to become the architect of record for the new Police Facility Project. After the Committee’s initial review, the Committee interviewed three firms on Friday, April 18, 2003. The Committee’s recommendation is to award a contract to the replacement architectural firm subject to the City Manager negotiating a contract with the firm. If negotiations fail with the recommended firm, staff seeks authorization to negotiate with the next highest ranked firm.

FISCAL IMPACT
The additional costs to complete the design, bidding, construction and closeout of the New Police Facility Project, CIP Project No. 337-3110, will add approximately $300,000.00 to this project. The funds derive from Community Facility Fees.


Attachments
Resolution
Site Map

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH THE REPLACEMENT ARCHITECTURAL FIRM IN AN AMOUNT NOT TO EXCEED $400,000.00; AND AUTHORIZE THE CITY MANAGER TO EXECUTE CHANGE ORDERS NOT TO EXCEED 10% OF THE CONTRACT AMOUNT FOR THE NEW POLICE FACILITY, CIP PROJECT NO 337-3110

WHEREAS, on March 11, 2003, the City Council terminated the contract with Ekona Architecture and Planning and began the process of finding a replacement architectural firm; and

WHEREAS, on April 8, 2003, Mayor Swisher appointed Council Members Bill Hill and Pete Petrovich to the Ad Hoc Committee to participate and recommend a replacement architectural firm; and

WHEREAS, the Ad Hoc Committee has met and reviewed proposals of five (5) architectural firms; and

WHEREAS, the Ad Hoc Committee interviewed three firms on Friday, April 18, 2003.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager is authorized to negotiate a contract with the Ad Hoc Committee’s recommended replacement architectural firm in an amount not to exceed $400,000.00.

BE IT FURTHER RESOLVED that the City Manager is authorized to execute change orders not to exceed 10% of the contract amount.

BE IT FURTHER RESOLVED that if negotiations fail for whatever reason with the recommended firm, staff is authorized to negotiate with the next highest ranked firm subject to the monetary limits stated above.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 22nd day of April 2003 by the following vote:

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