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Meeting Date: May 13, 2003

Subject/Title: Update on the status of Sunset Sports Complex, CIP 522-5201, and direct staff to put the project out to bid

Submitted by: Craig Bronzan, Director of Parks and Recreation
Janet Hansen, Park Planner

Approved by: John E. Stevenson, City Manager

RECOMMENDATION Review the updated project status and the Opinion of Probable
Costs for Sunset Sports Complex, CIP 522-5201, and direct staff to put the project out
to bid.

PREVIOUS ACTION The City Council approved Resolution No. 2211 at the regular meeting of December 12, 2000, amending the Sunset Park Master Plan and Expansion Project, CIP Project 522-5201 to finance the project from Quimby Fees which includes expenses for the development of a master plan.

The City Council authorized the City Manager to enter into agreement with Abey / Arnold Associates, Landscape Architects to provide Park Master Planning services for the 37- acre Sunset Sports Complex, CIP Project 522-5201, at the regular meeting on April 24, 2001. Additionally, City Council approved the formation of a subcommittee including City Council representatives, Park and Recreation Commission representatives and user group representatives to work on the development of the conceptual design.

On November 27, 2001, City Council approved the concept master plan for Sunset Sports Complex as recommended by the Parks and Recreation Commission.

On March 12, 2002 City Council authorized the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services in the amount of $552,496, for the 37 acre Sunset Sports Complex, CIP Project No. 522-5201, and authorized the City Manager to approve change orders up to ten percent.

BACKGROUND For the last year, Abey/Arnold Associates, Landscape Architects have been working with staff, City Council ad hoc committee members Hill and Petrovich, Park & Recreation Commission members Melloni and Brown, and the various user groups on the development of construction documents for the Sunset Sports Complex. The construction documents include two phases of development.

Phase One includes one lit, sand-based soccer field, three open turf soccer fields, two baseball fields with an overlaid soccer/football field. Phase Two includes a lit “wheel” four-plex, an equestrian staging area and a trail connection north to the regional Marsh Creek Trail. The overall project also includes two restroom/concession buildings, two parking lots, play environments for tots and school age children, tables/group picnic areas, barbeques, benches and landscaping including a bio-swale on the eastern edge of the project to create a natural buffer along the trail.

All of the fields and site amenities have been designed based on input from the Sunset Sports Complex Subcommittee consisting City Council members, Park and Recreation Commissioners, representatives from East Diablo Youth Soccer League, PONY Baseball League, City of Brentwood Parks and Recreation league staff and includes review and input from City park maintenance staff.

The construction documents are now 100% complete and Abey/Arnold has completed the Opinion of Probable Costs. This Opinion of Probable Costs falls within the proposed construction budget in the 2003/04 – 2007/08 Capital Improvement Program.

With City Council approval, staff is prepared to put Sunset Sports Complex, CIP 522-5201, out to bid on May 19, 2003 with a bid opening date of June 13, 2003. This will allow staff to bring the recommendation of contract award to City Council on June 24, 2003. In addition to the line items in the Opinion of Probable Costs, staff recommends including alternates in the bid documents to include lighting of additional fields if the project comes in under budget.

FISCAL IMPACT The Opinion of Probable Cost developed by Abey/Arnold Associates details project construction costs totaling $8,910,373.21. This total includes the standard 10% construction contingency. This construction budget falls within the proposed 2003/04 – 2007/08 Capital Improvement Program construction line item budget for CIP 522-5201, Sunset Sports Complex of $8,986,750. This proposed CIP budget sheet was included in the presentation to the City Council at the workshop held Monday, April 7, 2003.

Sunset Sports Complex Master Plan
CIP Project No. 522-5201 Worksheet (Proposed 2003/04-2007/08)
Abey/Arnold Associates Opinion of Probable Costs (05/05/03)

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