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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: September 9, 2003

Subject/Title: Approve a Resolution authorizing the City Manager to transfer design funds in an amount not to exceed $160,351 from the Police Facility Project, CIP Project No. 336-3110.

Prepared by: Engineering: B. Grewal/M. Huber
Economic Development: Howard Sword
Police: M. Davies/K. King

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to transfer design funds in an amount not to exceed $160,351 from the Police Facility Project, CIP Project No. 336-3110, in order to separate costs associated with the due diligence analysis being performed in conjunction with a possible site location move, CIP Project 337-3142, and add the project sheet into the 2003/04 CIP Program.

PREVIOUS ACTION
On May 5, 2003, the City Council approved a Contract Agreement between the City of Brentwood and The Design Partnership for architectural design services of the New Police Facility.

On July 8, 2003, the City Council directed staff to begin due diligence for a possible site relocation to 9100 Brentwood Boulevard.

BACKGROUND
In order to simplify the tracking of project costs associated with the two site locations (1000 Central Boulevard and 9100 Brentwood Boulevard) a separate CIP Project Sheet has been created and staff’s request to transfer design funds between projects will enable a better tracking and “housekeeping” of the project.

FISCAL IMPACT
Funding for the due diligence analysis derive from the original approved funds for design. The original contact amount for Design Partnership to take over as Architect of Record is $440,000 (currently $271,897 remains on this contract). Staff requests authorization to transfer $127,592 plus 10% contingency of Design Partnership’s contract and approximately $20,000 for additional studies and staff time to the new project for due diligence work for a total of $160,351. Additional expenditures of Community Facility Fees are not anticipated at this time. Staff continues to complete said analysis and will bring before Council modified contracts once a decision on the future project location for the New Police Facility is identified.

Attachment:
Resolution
Site Map
CIP Budget Sheet
Costs associated with Due Diligence

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO TRANSFER DESIGN FUNDS IN AN AMOUNT NOT TO EXCEED $160,351 FROM THE POLICE FACILITY PROJECT, CIP PROJECT NO. 336-3110, IN ORDER TO SEPARATE COSTS ASSOCIATED WITH THE DUE DILIGENCE ANALYSIS BEING PERFORMED IN CONJUNCTION WITH A POSSIBLE SITE LOCATION MOVE, CIP PROJECT NO. 337-3142, AND ADD THE PROJECT SHEET INTO THE 2003/04 CIP PROGRAM.

WHEREAS, on May 5, 2003, the City Council approved a Contract Agreement between the City of Brentwood and The Design Partnership for architectural design services for the New Police Facility; and

WHEREAS, on July 8, 2003, the City Council directed staff to begin due diligence for a possible site relocation to 9100 Brentwood Boulevard; and

WHEREAS, as part of the internal accounting process, staff requests this transfer to simplify the tracking of project costs; and

WHEREAS, staff has prepared a project sheet to include the necessary costs associated with the due diligence work being performed in conjunction with a possible site location move.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager has authorization to transfer $160,351 from the current Police Facility Project, CIP Project No. 336-3110, to the new project, CIP Project No. 337-3142, to perform due diligence work.

BE IT FURTHER RESOLVED the Project Sheet 337-3142 is now included within the 2003/04 CIP Program.

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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