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CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: April 22, 2003

Subject/Title: Authorize the City Manager to execute a Change Order with Harris and Associates for additional services for Brentwood Boulevard Widening, CIP Project No. 336-3054

Submitted by: Engineering: B. Grewal/E. Kim

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Change Order with Harris and Associates in the amount of $116,550.00; and authorize the City Manager to approve Change Orders up to 10% of the contract amount for additional services for Brentwood Boulevard Widening, CIP Project No. 336-3054.

PREVIOUS ACTION
On July 25, 2000, the City Council authorized the City Manager to enter into a Professional Services Agreement with Harris and Associates for the design of Brentwood Boulevard Widening, CIP Project No. 336-3054, in the amount of $460,160.63.

On September 24, 2002, the City Council authorized the award of the Construction Contract to Top Grade Construction, Inc.

On October 8, 2002, the City Council authorized the City Manager to execute a Change Order with Harris and Associates in the amount of $108,200.00 to provide inspection and materials testing services during construction.

BACKGROUND
This project provides for the widening of Brentwood Boulevard between Applewood Common and Village Drive from the existing two-lanes to four-lanes and related improvements including new medians, sidewalk, bike lanes, utilities, landscaping and traffic signal modifications. The City has been awarded grant funding in the amount of $2,200,000.00 from the Federal ISTEA (Intermodal Surface Transportation Efficiency Act) Program.

The original contract with Harris and Associates provided for design and project management services scheduled to be completed by December 31, 2001. The schedule and scope of engineering services required have substantially increased as the project has progressed due to unforeseeable circumstances. The attached proposal from Harris and Associates provides for the increased level of efforts associated with the extended schedule and expanded scope of services that have been identified by staff as necessary for the proper completion of this project.

The original design schedule was extended approximately ten months due to right-of-way acquisition and procedural issues with Caltrans. Additional design and project management costs were incurred and are mainly due to the extended design schedule, design modifications directed by staff during the final design stages, and the scope of surveying required. The original design was modified to incorporate traffic signal modifications at the Sand Creek intersection, installation of City standard fiber optic conduit, layout changes for improved safety and access, survey staking of utilities to be relocated by utility companies, additional construction staking, the addition of improvements relative to the Gregory Ranch Development (to be reimbursed by the Developer), revisions to specifications after final documents were complete (due to changes in State and Federal requirements), the design of revised planting and irrigation plans, the addition of trees (a plan that has since been dropped due to the State pulling back funds for the added trees.) This added work was not included in the original scope for Harris and Associates and could not have been anticipated in July of 2000, when the original Agreement was executed.

The increased costs for construction services are mainly due to maintenance of construction services through an extended construction schedule. Construction was originally anticipated to be substantially complete by the end of March. Currently, the project is expected to be substantially complete by the end of June, a three month delay. The main factors contributing to the schedule extension are modification of the construction phasing and weather delays associated with construction during the winter. The City imposed specific construction phasing to provide for continuous pedestrian and bicycle access along Brentwood Boulevard throughout construction by limiting the area of work. The construction phasing consisted of postponing all construction activity on the west side of Brentwood Boulevard between Sand Creek Road and Village Drive, where a pedestrian/bicycle path was located, until new curb, gutter, and sidewalk was constructed on the east side of Brentwood Boulevard to serve as an alternate route. The pedestrian/bicycle path was the only means for pedestrian and bicyclists to travel safely along this section of Brentwood Boulevard and no alternate route was available due to Sand Creek Road construction, so staff prohibited any disruption to this path until the east side sidewalk was completed. This schedule phasing resulted in a schedule increase of approximately two months. Additionally, inclement weather has resulted in numerous partial and non-work days, which have added another month to the construction schedule. Staff highly recommends maintaining the current level of construction inspection and materials testing services through project completion to ensure that the grant funding requirements are met.

FISCAL IMPACT
The Fiscal Year (FY) 2002/03 CIP Budget contains funds for Brentwood Boulevard Widening, CIP Project No. 336-3054, and no additional project funding is requested.

Attachments:
Resolution
Site Map
Proposal

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER WITH HARRIS AND ASSOCIATES IN THE AMOUNT OF $116,550.00; AND AUTHORIZE THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT AND FOR ADDITIONAL SERVICES FOR BRENTWOOD BOULEVARD WIDENING, CIP PROJECT NO. 336-3054.

WHEREAS, on July 25, 2000, the City Council authorized staff to execute a contract with Harris and Associates to design Brentwood Boulevard Widening, CIP Project No. 336-3054; and

WHEREAS, the project went to bid and opened on September 17, 2002; and

WHEREAS, on September 24, 2002, the City Council awarded a Construction Contract to Top Grade Construction, Inc.; and

WHEREAS, on October 8, 2002, the City Council authorized staff to execute a Contract Change Order with Harris and Associates for construction services in the amount of $108,200.00 for Brentwood Boulevard Widening, CIP Project No. 336-3054; and

WHEREAS, increased design and construction services not previously anticipated are required for project completion.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute a Change Order with Harris and Associates in the amount of $116,550.00 for Brentwood Boulevard Widening, CIP Project No. 336-3054.

BE IT FURTHER RESOLVED that the City Manager is granted the authority 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 on the 22nd day of April 2003 by the following vote:

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