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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: September 9, 2003

Subject/Title: Authorize the City Manager to execute a Change Order with Top Grade Construction, Inc. for enhanced landscaping under the State’s Environmental Enhancement and Mitigation Program 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 Top Grade Construction in the amount of $121,450.00, authorize the City Manager to approve change orders up to 10% of the contract amount, and revise the 2003/04 CIP Budget Sheet to reflect actual expenditures to date.

PREVIOUS ACTION
On September 24, 2002, the City Council authorized the award of the construction contract for Brentwood Boulevard Widening to Top Grade Construction, Inc. in the amount of $1,877,645.70, and change orders up to 10% of the contract amount.

On May 21, 2003, the California Transportation Commission approved funding for up to $250,000 under the Environmental Enhancement and Mitigation (EEM) Program for Brentwood Boulevard Widening.

On June 23, 2003, a reimbursement agreement between the State and the City of Brentwood was executed under the Environmental Enhancement and Mitigation Program for a maximum reimbursement amount of $250,000.

BACKGROUND
In 1989, State legislation established the Environmental Enhancement and Mitigation (EEM) Program. The Legislature is authorized to allocate ten million dollars annually, to local, state, and federal agencies, and nonprofit organizations to undertake environmental enhancement and mitigation projects which are directly or indirectly related to the environmental impact of transportation facilities. The City was successful in having the Brentwood Boulevard Widening Project adopted into the EEM program. The agreement with the state provides for reimbursement of up to $250,000 for enhanced landscaping.

The subject 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 proposed contract change order would provide for enhanced landscaping in the amount of $121,450. The enhanced landscaping consists of increasing the size of the proposed trees, increasing the quantity of trees from 86 to 112, and modification of the irrigation system to match. The details can be found in the attached agreement with the state and cost proposal from Top Grade Construction, Inc.

FISCAL IMPACT
The previously authorized construction contract with Top Grade Construction, Inc. provided for the bid amount of $1,877,645.70 plus 10% contingency. The construction of contract work and related contingencies is near completion and is anticipated to stay within the original 10% contingency.

The proposed change order of $121,450 would amend the original scope of work to provide for the additional landscaping under the EEM grant and is reimbursable by the State. Staff proposes to separate this change order from allowable contingency of the original contract for tracking purposes.

The CIP Budget contains funds for Brentwood Boulevard Widening, CIP Project No. 336-3054, in the amount of $3,530,900. No additional funds are being requested at this time. The attached, revised 2003/04 CIP budget sheet reflects actual costs expended in prior years and an updated estimate of anticipated costs without affecting the bottom line of the total project budget..

Attachments:
Resolution
Site Map
Revised 03/04 CIP Budget Sheet
Proposal

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER WITH TOP GRADE CONSTRUCTION, INC. IN THE AMOUNT OF $121,450.00 FOR ENHANCED LANDSCAPING UNDER THE EEM PROGRAM; AND AUTHORIZE THE CITY MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT FOR BRENTWOOD BOULEVARD WIDENING, CIP PROJECT NO. 336-3054.

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

WHEREAS, on June 23, 2003, a reimbursement agreement between the State and the City of Brentwood was executed under the Environmental Enhancement and Mitigation Program to provide enhanced landscaping for Brentwood Boulevard Widening for a maximum reimbursement amount up to $250,000; and

WHEREAS, staff has received a proposal from Top Grade Construction, Inc. to provide the additional landscaping under the agreement with the State for $121,450.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute a Change Order with Top Grade Construction, Inc. in the amount of $121,450.00 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 9th day of September 2003 by the following vote:
 

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