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Meeting Date: August 26, 2003

Subject/Title: Approve a Resolution approving the contract documents for Balfour Road Park, CIP Project No. 522-5221, 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

Approve a Resolution approving the contract documents for Balfour Road Park, CIP Project No.
522-5221, and direct staff to put the project out to bid.

The Council Park and Recreation subcommittee approved a conceptual site plan for the Aquatic Complex and surrounding park property in 1998.

Once the Aquatic Complex started construction in October 1999, staff started working with RRM Design, one of the City’s contractual landscape architectural firms, to develop a master plan for the park. As the park serves as a buffer area for the pool, commercial pad, and Skate Park, the design was to support the existing uses and meet the needs of the neighborhood.

Two community meetings were held to solicit input from the neighborhood and community related to the types of use and amenities that should be designed in the park. The first meeting was held on February 5, 2000 at Brentwood Elementary School. RRM Design developed two conceptual plans from the input at this meeting. The second meeting was held on March 11, 2000 in the Council Chambers to review the two conceptual plans.

RRM Design prepared a final conceptual design and estimated budget as a result of this meeting. RRM Design presented the new design and budget to the Park and Recreation Commission at their March 30, 2000 meeting. The Commission reviewed the plan and made a recommendation to City Council to approve the design as the preliminary plan for the park.

On April 11, 2000, City Council approved the City of Brentwood’s Family Aquatic Complex Neighborhood Park conceptual plan, as recommended by the Parks and Recreation Commission, and directed staff to work with the architect to move the picnic area and volleyball courts closer to the Aquatic Complex.

On May 22, 2001 City Council approved resolution number 2299 adopting the 2001/2006 CIP Budget, which includes this project as CIP Project No.522-5221.

On August 28, 2001, City Council confirmed the conceptual plan and authorized the City Manager to enter into agreement with RRM Design Group for landscape architectural design services for the development of construction documents for Balfour Road Park, CIP Project No. 522-5221.
With City Council approval, staff has worked with RRM Design Group to develop construction documents for the approved conceptual plan.

Balfour Road Park development includes a group picnic area, sand volleyball court, a children’s play area, and a restroom arrayed around a large plaza that has been designed to accommodate a wide range of public functions.

The group picnic area forms the eastern edge of the main plaza and is designed to easily handle over 100 people with three 20’x40’ shade structures, 14 picnic tables, and 6 barbecues. It will have direct access to the Aquatic Complex making it easily accessible for overflow crowds during large events. The play area anchors the western edge of the plaza and includes two play structures—one for ages 3 to 5 and one for ages 6 to 12. Another small picnic area with 3 tables and 4 benches is located next to the play area. The restroom is centrally located and has been designed to complement the architecture of the Aquatic Complex buildings. A curved trellis system encompassing the main plaza together with trees planted through out the plaza will provide plenty of shade.

A 100-car parking lot leads from Balfour Road to the plaza area and will provide a generous drop-off / pick up area. The area west of the parking lot is planted as an orchard to reflect Brentwood’s agricultural history. Competition bocce ball courts with oyster shell surfacing are nestled into this orchard setting.

The balance of the park is open turf areas with a 10’ wide concrete path system throughout. The path system will provide access from Balfour Road, Wheatfield Court, Brentwood Elementary School, the Brentwood Family Aquatic Complex, and the Skate Park. Several opportunities for public art elements are proposed along its route. The turf areas will be gently contoured to provide visual interest but flat enough for informal play. A small group picnic area comprised of 3 picnic tables is located near the access point from the school and adjacent to the volleyball court.

Construction documents are now 100% complete and RRM Design Group has completed the Opinion of Probable Costs. This Opinion of Probable Costs outlines a construction cost of $2,801,383.29 with a ten percent construction contingency of $280,138.33. This total of $3,081,521.62 falls within the construction budget outlined in the 2003/04-2007/08 Capital Improvement Program of $3,090,000.

With City Council approval of the construction documents and the direction to put the project out to bid, staff is prepared to issue the plans and contract documents for bid beginning
September 3, 2003 with a bid opening date of October 1, 2003. This will allow staff to bring the recommendation of contract award to City Council on October 14, 2003. In addition to the line items in the Opinion of Probable Costs, staff recommends including the following alternates in the bid documents: Add Alternate 1: Add Horse Shoe Area
Add Alternate 2: Expand Bocce Courts to 4
Add Alternate 3: Hexagonal Shade Structure at Small Picnic Area
The alternates are to be included in the award of contract, in the above order, if construction bids come in under budget.

The Opinion of Probable Cost developed by RRM Design Group details project construction costs totaling $2,801,383.29. With the standard 10% construction contingency of $280,138.33 added, the total construction budget is $3,081,521.62. The total construction budget falls within the approved 2003/04-2007/08 Capital Improvement Program construction line item budget for CIP Project No.522-5221, Balfour Road Park of $3,090,000.

CIP Project No. 522-5221 Worksheet
RRM Design Group Opinion of Probable Costs (08/03)



WHEREAS, City Council of the City of Brentwood approved the conceptual plan for the Balfour Road Park on August 28, 2001; and

WHEREAS, the City Council of the City of Brentwood authorized the City Manager to enter into agreement with RRM Design Group for the development of construction documents for Balfour Road Park, CIP No. 522-5221; and

WHEREAS, the City Council of the City of Brentwood approves the contract documents for Balfour Road Park, CIP No. 522-5221;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby approves the contract documents for the construction of Balfour Road Park, CIP Project No. 522-5221 and directs staff to put the project out to bid.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 26th day of August 2003, by the following vote:

AYES: Councilmembers

Brian Swisher

Karen Diaz, CMC
City Clerk

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