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CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: July 8, 2003

Subject/Title: Approve a Resolution approving the contract documents for Sunset Park Athletic Complex, CIP Project No. 522-5201, and awarding contract to Misan Construction, Inc. in the amount of $7,148,000.00, approving an additional $400,000.00 to design and construct lighting for the balance of the complex, and authorizing the City Manager to execute the agreement and necessary documents and authorize change orders up to 10% of the contract amount.

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

Approved by: John E. Stevenson, City Manager

RECOMMENDATION
Approve a Resolution approving the contract documents for Sunset Park Athletic Complex, CIP Project No. 522-5201, and awarding the contract to Misan Construction, Inc. in the amount of $7,148,000.00, approving an additional $400,000.00 to design and construct lighting for the balance of the complex, and authorizing the City Manager to execute the agreement and necessary documents and authorize change orders up to 10% of the contract amount.

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.

On May 13, 2003 City Council reviewed the construction documents for the Sunset Park Athletic Complex and directed staff to put the project out to public bid.

BACKGROUND
With City Council approval, staff completed preparation of the construction documents and put Sunset Park Athletic Complex, CIP 522-5201, out to bid on May 21, 2003 with a bid opening date of June 13, 2003. The construction documents included a base bid for the construction of the two phase athletic complex with an Engineer’s Estimate of $8,100,000, and one add alternate to purchase and install lights for one Mustang/Bronco field and Soccer field #2.

Due to the complexity of this project, the number of subcontractors necessary and requests for clarification by bidders, the bid opening was extended to June 27, 2003. The bid opening was held in Council Chambers at 2:00 PM on June 27, 2003, and the following three bids were received:
Base Bid Add Alternate #1
Misan Construction, Inc. $6,895,000.00 $253,000.00
Robert A.Bothman, Inc. $6,955,851.00 $254,000.00
ValleyCrest Landscape
Development, Inc. $7,040,854.14 $265,000.00

The lowest responsive, responsible bid was received from Misan Construction, Inc. in the amount of $6,895,000.00 with an Add Alternate #1 bid, to purchase and install lights for one Mustang/Bronco field and Soccer field #2, of $253,000.00.

The bid amount with the Add Alternate #1 totals $7,148,000. Since this total project cost falls well below the Engineer’s Estimate and the well within the project budget, staff recommends the inclusion of the estimated cost of $400,000, to purchase and install lights for the second Mustang/Bronco field and Soccer fields #3 and #4. This would make the Sunset Park Athletic Complex a fully lighted sports complex upon completion of this contract.

Staff recommends authorizing the City Manager to execute the contract with Add Alternate #1, in the amount of $7,148,000.00 and initiate a change order for $400,000.00 for the additional lighting. Including a 10% contingency, this brings the total project cost to $8,302,800.00.

With direction from City Council, staff would like to meet with the Sunset Sports Complex Subcommittee and the project consultant, Peter Arnold, to review and discuss design elements initially eliminated from the project scope due to budgetary constraints. Staff will then bring to City Council a recommendation on additional project elements with associated costs (dugout covers for shade, Bermuda sod on the competition soccer field for earlier play, etc.) for consideration.

FISCAL IMPACT
Construction funding for the Sunset Park Athletic Complex is budgeted in the adopted 2003/04 – 2007/08 Capital Improvement Program, Sunset Park Master Plan and Expansion, CIP Project No. 522-5201. The construction line item budget for fiscal 03/04 and 04/05 totals $8,986,750.

Attachments:
Resolution
CIP Project No. 522-5201 Worksheet



RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS FOR SUNSET PARK ATHLETIC COMPLEX, CIP PROJECT NO. 522-5201, AND AWARDING CONTRACT TO MISAN CONSTRUCTION, INC. IN THE AMOUNT OF $7,148,000.00, APPROVING AN ADDITIONAL $400,000.00 TO DESIGN AND CONSTRUCT LIGHTING FOR THE BALANCE OF THE COMPLEX, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT AND NECESSARY DOCUMENTS AND AUTHORIZE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.

WHEREAS, City Council of the City of Brentwood reviewed the construction documents for the Sunset Park Athletic Complex and directed staff to put the project out to public bid with the bid opening on June 27, 2003; and

WHEREAS, the City Council of the City of Brentwood approves the contract documents for Sunset Park Athletic Complex, CIP No. 522-5201; and

WHEREAS, the lowest responsive, responsible bid was received from Misan Construction, Inc. in the amount of $6,895,000.00 with an Add Alternate #1 bid of $253,000.00; and

WHEREAS, the City Council of the City of Brentwood approves an additional $400,000.00 to design and light the balance of the Sunset Park Athletic Complex;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute the agreement and necessary documents for the construction of Sunset Park Athletic Complex, CIP Project No. 522-5201 and authorize 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 held on the 8th day of July 2003, by the following vote:

AYES:
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor
ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk

 

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