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CITY COUNCIL AGENDA ITEM NO. 10

Meeting Date: June 24, 2003

Subject/Title: Approve contract amendments for Professional Design and Service Agreements

Submitted by: Engineering: B. Grewal/P. Eldredge/M. Huber

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution to execute contract amendments for four (4) Professional Design and Service Agreements (Exhibit A attached) as needed for project completion.

PREVIOUS ACTION
The City Council authorized staff to execute several design contracts for various construction projects as shown in Exhibit A. Council also approved the Professional Service Agreements to create master plans for water, recycled water and sewer. Several of the projects were amended on June 25, 2002.

BACKGROUND
The City’s Standard Professional Services Agreement is valid for one (1) year from the date they are approved by Council. Due to this, staff must bring the contracts for projects that extend beyond the standard one year period back to Council for approval. Several projects are in various stages of design and construction. Staff has prepared a status of projects (Exhibit A attached) that identify the phase of each of the projects that require a contract amendment to facilitate project completion.

Staff has included a change order as part of the amendment between the City of Brentwood and Harris & Associates for the Lone Tree Way Widening project, CIP Project No. 336-3127. This change is attributable to significant weather related delays increasing the project schedule to a new completion date of fall 2003. The scope of the project has also changed due to unforeseen conditions discovered during the course of construction not anticipated during the planning and design phase of the work. Ongoing coordination with the City of Antioch and the surrounding residents has created the ongoing need for a resident engineer. Given the amount of improvements remaining, and in order to maintain the level of effort expended to date, staff requests the contract change order be approved in the amount of $200,000 plus a 10% contingency for additional unknowns.

FISCAL IMPACT
The change order for the Lone Tree Way Widening Project is consistent with the new project budget as shown in the 2003/2008 Capital Improvement Program. Funds for this work are through developer funding, assessment district funds and facility fees. There are no impacts associated with the term amendments.

Attachments:
Resolution
Site Maps
Exhibit A
Contract Amendments

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENTS FOR FOUR (4) PROFESSIONAL DESIGN AND SERVICE AGREEMENTS AS NEEDED FOR VARIOUS PROJECT COMPLETIONS

WHEREAS, the City Council authorized staff to execute design contracts and work toward completion of several public works and master plan projects; and

WHEREAS, One of the amendments reflect a change order to be included as revisions to the original contracts.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City shall amend four (4) professional design and service agreements (Exhibit A Attached).

BE IT FURTHER RESOLVED that the City Manager is granted the authority to execute the amendments.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 24th day of June 2003 by the following vote:

Exhibit A
Project Status

Project Name Type Consultant CIP Number Phase of Project

Sunset Road Realignment Design Carlson Barbee & Gibson 336-3012 Working with Caltrans for approval to
Construct the intersection.

Water Master Plan Water Resource Assoc. 335-3601 Draft plan submitted

Brentwood Boulevard Inspection Harris & Associates In construction. Anticipated completion
Widening 336-3054 July 2003

Lone Tree Way Widening Construction Harris & Associates 336-3127 In construction. Anticipated completion
Management Fall 2003 – Project close out Dec. 2003

AMENDMENT TWO
TO
AGREEMENT FOR PROFESSIONAL SERVICES
OF HARRIS & ASSOCIATES

This Amendment is entered into on June 24, 2003 by and between the City of Brentwood and Harris & Associates.

WHEREAS, on July 25, 2000, the City of Brentwood entered into a contract to obtain specific skills and technical expertise in the design preparation of the Brentwood Boulevard Widening Project, CIP Project No. 336-3054.

NOW, THEREFORE, IT IS AGREED as follows:

1. Section 5, of the original contract, entitled termination is amended to change the stated termination date of the contract from June 30, 2003 to December 31, 2003.

2. All other terms remain unchanged.

Harris & Associates

By Dated:

City of Brentwood

By Dated:
John Stevenson, City Manager

Attest:

By Dated:
Karen Diaz, City Clerk, CMC

AMENDMENT ONE
TO
AGREEMENT FOR PROFESSIONAL SERVICES
OF HARRIS & ASSOCIATES

This Amendment is entered into on June 24, 2003 by and between the City of Brentwood and Harris & Associates.

WHEREAS, on November 12, 2002, the City of Brentwood entered into a contract to obtain specific skills and technical expertise as resident engineer for the Lone Tree Way Widening Project as part of the Northwest Quadrant, CIP Project No. 336-3127.

NOW, THEREFORE, IT IS AGREED as follows:

1. Section 4, of the original contract, entitled termination is amended to change the stated termination date of the contract from June 30, 2003 to June 30, 2004.

2. Section 5, of the original contract, entitled payment shall be revised to include a change order in the amount of $200,000 to complete the work plus 10% contingency for unknowns.

3. All other terms remain unchanged.

Harris & Associates

By Dated:

City of Brentwood

By Dated:
John Stevenson, City Manager

Attest:

By Dated:
Karen Diaz, City Clerk, CMC

AMENDMENT FOUR
TO
AGREEMENT FOR PROFESSIONAL SERVICES
OF CARLSON, BARBEE & GIBSON, INC.

This Amendment is entered into on June 24, 2003 by and between the City of Brentwood and Carlson, Barbee & Gibson, Inc.

WHEREAS, on February 8, 2000, the City of Brentwood entered into a contract to obtain specific skills and technical expertise in the design preparation of the Sunset Road Realignment, CIP Project No. 336-3012.

WHEREAS, on June 25, 2002, the City of Brentwood extended the design portion of the contract to terminate on December 31, 2003.

NOW, THEREFORE, IT IS AGREED as follows:

1. Section 3, of the original contract, entitled termination is amended to change the stated termination date of the contract from June 30, 2003 to December 31, 2003.

2. All other terms remain unchanged.

Carlson, Barbee & Gibson, Inc.

By Dated:

City of Brentwood

By Dated:
John Stevenson, City Manager

Attest:

By Dated:
Karen Diaz, City Clerk, CMC

AMENDMENT FOUR
TO
AGREEMENT FOR PROFESSIONAL SERVICES
OF WATER RESOURCE ASSOCIATES

This Amendment is entered into on June 24, 2003 by and between the City of Brentwood and Water Resource Associates.

WHEREAS, on September 14, 1999, the City of Brentwood entered into a contract to obtain specific skills and technical expertise in the preparation of the Water Master Plan, CIP Project No. 335-3601.

WHEREAS, on June 25, 2002, the City of Brentwood extended the design portion of the contract to terminate on June 30, 2003.

NOW, THEREFORE, IT IS AGREED as follows:

1. Section 3, of the original contract, entitled termination is amended to change the stated termination date of the contract from June 30, 2003 to December 31, 2003.

2. All other terms remain unchanged.

Water Resource Associates

By Dated:

City of Brentwood

By Dated:
John Stevenson, City Manager

Attest:

By Dated:
Karen Diaz, City Clerk, CMC

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