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CITY COUNCIL AGENDA ITEM NO. 13

Meeting Date: September 23, 2003

Subject/Title: Approve a Resolution authorizing the City Manager to execute agreements for design services and construction management services for the New Police Station, CIP Project No. 337-3142, and amend the 2003/04 CIP Project Budget Sheet to reflect current budget limits.

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 negotiate a design contract with The Design Partnership in an amount not to exceed $727,305, which includes a 10% contingency, authorize the City Manager to execute a construction management contract with RGM and Associates in an amount not to exceed $475,000, and amend the 2003/04 CIP Project Budget Sheet to reflect these changes, as well as approved budget limits associated with the New Police Station, CIP Project No. 337-3142.

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

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

On September 9, 2003, City Council authorized the City Manager to transfer funds in an amount not to exceed $160,351, from the current project to the New Police Station Project, in order to separate costs associated with the due diligence process.

On September 17, 2003, City Council authorized the City Manager to execute a purchase agreement for a note and deed of trust secured by property located at 9100 Brentwood Boulevard.

BACKGROUND
A due diligence analysis was performed as to the viability to move the New Police Station Project from 1000 Central Boulevard to 9100 Brentwood Boulevard. The studies indicate that the site in question would in fact be a good option for City use and would be a beneficial location for the New Police Station. A special Council meeting was held on September 17, 2003, authorizing the purchase of the 9100 Brentwood Boulevard property. The next step to move forward with the intended project is to begin the design process for the new location. The design plans would include seismic upgrades, tenant improvements, parking modifications, controlled access from Brentwood Boulevard as a second entrance into the secured parking area, landscape modifications and entry signage. Staff has also included the construction management portion of the project as the project will be bid as a multi prime project similar to the Technology Center. The multi-prime process should expedite the construction work and could potentially save funds by reducing change orders. This type of project will require the construction management team’s initial review of plans through the design portion of the work as well as cost analysis, value engineering, bidding review and input including multi prime coordination once construction has begun.

FISCAL IMPACT
The original $160,351 for the project due diligence studies is part of the attached CIP Project Budget Sheet with $10,000 in project administration and $150,351 as part of planning and design. Staff has amended the planning and design budget to include a not to exceed amount of $727,305 in architectural design fees, and $40,000 in miscellaneous design costs such as bid documentation, printing and distribution costs, for a total project design cost of $917,656. Staff has added the purchase price, including associated costs of $6,410,000 to the land and acquisitions portion of the budget. The construction budget reflects $475,000 for construction management services that will bring us from the start of the design through the completion of construction. RGM and Associate’s original contract for the 1000 Central Boulevard project was $424,980. Of this amount, $290,000 remains and could be transferred to this project. Staff has included $15,000 for legal services to support the project during design and construction.

Legal $ 15,000
Planning and Design $ 917,656
Construction (mgmt.) $ 475,000
Project Admin. $ 10,000
Land/Row/Acqu. $6,410,000

Total Projected to date: $7,827,656

Funding for the above mentioned work derive from a $6 million dollar General Obligation Bond with $1,827,656 funded through Community Facility Fees.

The project budget sheet will be revised and brought back before City Council for approval to include projected construction and project administration costs once the construction estimates to perform the work have been through the value engineering process.

Attachment:
Resolution
Amended CIP Budget Sheet
Site Map
RGM and Associates Contract
Preliminary Fee Proposal – The Design Partnership

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO NEGOTIATE A DESIGN CONTRACT WITH THE DESIGN PARTNERSHIP IN AN AMOUNT NOT TO EXCEED $727,305, WHICH INCLUDES A 10% CONTINGENCY, AUTHORIZE THE CITY MANAGER TO EXECUTE A CONSTRUCTION MANAGEMENT CONTRACT WITH RGM AND ASSOCIATES IN AN AMOUNT NOT TO EXCEED $475,000, AND AMEND THE 2003/04 CIP PROJECT BUDGET SHEET TO REFLECT THESE CHANGES AS WELL AS APPROVED BUDGET LIMITS ASSOCIATED WITH THE NEW POLICE STATION, CIP PROJECT NO. 337-3142.

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

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

WHEREAS, On September 9, 2003, City Council authorized the City Manager to transfer funds in an amount not to exceed $160,351 from the current project to the New Police Station Project, to separate costs associated with the due diligence process; and

WHEREAS, On September 17, 2003, City Council authorized the City Manager to execute a purchase agreement for a note and deed of trust secured by property located at 9100 Brentwood Boulevard; and

WHEREAS, The next step to move forward with the intended project is to begin the design process for the new location; and

WHEREAS, Staff recommends negotiating a design contract with The Design Partnership in an amount not to exceed $727,305, which includes a 10% contingency; and

WHEREAS, Staff recommends executing a construction management contract with RGM and Associates in an amount not to exceed $475,000.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager has authorization to negotiate a design contract with The Design Partnership in an amount not to exceed $727,305, including a 10% contingency, and to execute a contract with RGM and Associates in an amount not to exceed $475,000.

BE IT FURTHER RESOLVED the 2003/04 CIP Project Budget Sheet 337-3142 is now amended to reflect approved budget limits associated with the New Police Station Project.

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

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