City of Brentwood
Home PageContact Us!Back

City Administration

2010 Council Goals and Strategic Plan | City Council Members | Calendar of Events | Elections
eNotification | Sub-Committees| Pledge of Allegiance Sign Ups | Invocation Sign Up
Live Streaming Council Meeting | Streaming PC Help |
Streaming Mac Help |

Current Council Agenda and Past Meeting Information

Past Agendas

CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: September 23, 2003

Subject/Title: Authorize the City Manager to execute a Design Change Order with Abey/Arnold Associates for the design of landscaping for Sand Creek Road (East), CIP Project No. 336-3061.

Submitted by: Engineering: B. Grewal/D. Spekner

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Design Change Order with Abey/Arnold Associates for the design of landscaping for Sand Creek Road (between Minnesota Avenue and O’Hara Avenue – “East”), CIP Project No. 336-3061, in an amount not to exceed $16,400, and authorizing the City Manager to execute change orders up to 10% of the total contract amount.

PREVIOUS ACTION
On July 23, 2002, the City Council authorized the City Manager to enter into a Construction Contract with Top Grade Construction, Inc. for the construction of Sand Creek Road (East), CIP Project No. 336-3061, from east of Minnesota Avenue to just west of Brentwood Boulevard, crossing the Union Pacific Railroad.

BACKGROUND
In 2001, the City selected Abey/Arnold Associates to provide a landscape master plan for Sand Creek Road between the intersections of the Highway 4 Bypass and Brentwood Boulevard. The master plan has been used as a tool for coordinating the landscape improvements along Sand Creek Road business and residential areas.

As part of the master plan contract, Abey/Arnold was also asked to provide construction documents for planting and irrigation of some areas of Sand Creek Road, west of Minnesota Avenue. These plans are near completion, but have not been finished because the City did not receive grant money to complete the work. Per the City’s purchasing policy, the work was less than $50,000; therefore, City staff did not take this contract to council.

The City awarded the construction contract for Sand Creek Road (East) in July 2002, but the plans did not include any landscape improvements. Now that Sand Creek Road (East) is under construction. It would be prudent to design and install landscaping in areas of the City’s responsibility, along roadway medians, some parkways at the Marsh Creek Bridge and along some of the Marsh Creek Trail. It would include basic irrigation, mulch, vines, shrubbery, and trees. Heavier plantings would be installed at the Sand Creek Road / O’Hara Avenue intersection and near the three pedestrian undercrossings. The original scope of Abey/Arnold’s contract did not include any parkways, medians or landscaping east of Minnesota Avenue. In order to design these facilities, Abey/Arnold has requested an additional $16,400, which will revise the contract price to $64,400, plus 10% contingency, necessitating City Council approval per City’s purchasing policy. Because Abey/Arnold designed the master plan for Sand Creek Road, staff recommends that the City Council authorize this change order to Abey/Arnold’s contract.

FISCAL IMPACT
The funds for this work are paid for through facility fees, which are included in the existing budget as approved by this year’s Capital Improvement Program 2003/04 as follows: Roadway Improvements - $18,746,500, Development Water Facility Funds - $2,423,800, and Development Sewer Facility Funds - $530,100, for a total project cost of $21,916,800. This budgeted amount includes both Sand Creek Road (Central) (completed and accepted) and Sand Creek Road (East) (under construction).

The funding for these additional design services will be from the approve project’s roadway facility fee portion.

Construction Contract:
The original construction contract with Top Grade Construction, Inc. for building Sand Creek Road (East) was $7,672,500 with a 10% contingency of $767,250 to a total authorized construction budget of $8,439,750. A portion of the original contingency has been used to cover the field changes shown below.

Temporary Loop and Shoofly Construction $ 239,300
Electrical Changes $ 7,500
Potable and Non-potable Waterline Changes $ 79,400
Sewer Modifications $ 53,300
Miscellaneous Civil Improvements $ 26,200

Current Approved Changes (5.3% of the contract) $ 405,700

The current construction contract value with above changes is: $ 8,078,200

The Engineer’s estimate for adding landscaping is approximately $250,000 (3.2% of the contract). If the City Council approves this design change order staff will negotiate with the contractor and will prepare the construction change order to complete this landscaping as long as it stays within allowed contingency amount. If this change order work price does exceed the allowed contingency, then staff will bring it back to the City Council for authorization.

Attachments:
Resolution
Site Map
CIP Budget Sheet
Extra Work Request

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A LANDSCAPE DESIGN CONTRACT CHANGE ORDER WITH ABEY/ARNOLD ASSOCIATES FOR COMPLETION OF THE SAND CREEK ROAD (EAST) PROJECT, CIP 336-3061, AND AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDERS UP TO 10% OF THE TOTAL CONTRACT AMOUNT.

WHEREAS, on July 23, 2002, the City Council authorized the City Manager to enter into a Construction Contract with Top Grade Construction, Inc. for the construction of Sand Creek Road (East), CIP Project No. 336-3061, from east of Minnesota Avenue to just west of Brentwood Boulevard, crossing the Union Pacific Railroad; and

WHEREAS, this construction contract did not include any landscape improvements; and

WHEREAS, now that Sand Creek Road (East) is under construction, the City would also like to design and install landscaping along roadway medians, some parkways at the Marsh Creek Bridge, and along some of the Marsh Creek Trail; and

WHEREAS, Abey/Arnold has requested an additional $16,400 to revise the contract price to $64,400 plus 10% contingency.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby authorize the City Manager to execute a Design Contract Change Order with Abey/Arnold Associates for landscape design for the Sand Creek Road (East), CIP Project No. 336-3061, in an amount not to exceed $16,400.

BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute change orders up to 10% of the total contract amount of $64,400.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 23rd day of September 2003 by the following vote:
 

City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov