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CITY COUNCIL AGENDA ITEM NO. 14

Meeting Date: October 14, 2003

Subject/Title: Approve a Resolution accepting the work performed by DSS Company for the Brentwood Bikeway Project, CIP Project No. 336-3071, and reinstate the project into the 2003/2008 CIP Program, and also direct the City Clerk to file a Notice of Completion with the County Recorder.

Submitted by: Engineering: B. Grewal/S. Peiris

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution accepting the work performed by DSS Company for the Brentwood Bikeway Project, CIP Project No. 336-3071, and reinstate the project into the 2003/2008 CIP Program, and also direct the City Clerk to file a Notice of Completion with the County Recorder.

PREVIOUS ACTION
On April 22, 1997, City Council authorized a Consultant Services Agreement in the amount of $25,000 with the firm of Brian Kangas Foulk for design services for the Pavement Management Plan, 1997, CIP Project No. 33562, including the resurfacing of McClarren Road.

On May 27, 1997, City Council authorized a Consultant Services Agreement in the amount of $19,600 with the firm of Brian Kangas Foulk for design services for the Brentwood Bikeway Project, CIP Project No. 336-3071, including the McClarren Road portion.

On June 24, 1997, City Council authorized a contract with Teichert Construction in the amount of $293,427.85 plus a 10% contingency, for construction of the Pavement Management Plan, 1997, CIP Project No. 33562, which included resurfacing McClarren Road.

On August 5, 1997, City Council approved a construction contract change order in the amount of $52,000 to the Pavement Management Plan, 1997, CIP Project No. 33562. The contract allowed for inclusion of the McClarren Road portion of the Brentwood Bikeway Project, CIP Project No. 336-3071, in order to avoid damaging the new overlay on McClarren Road when the Brentwood Bikeway Project proceeded.

On April 14, 1998, City Council accepted the work performed by Teichert Construction for the Pavement Management Plan, 1997, CIP Project No. 33562, including the McClarren Road portion of the Brentwood Bikeway Project, CIP Project No. 336-3071, and directed the City Clerk to file a Notice of Completion with the County Recorder.

On June 12, 2001, City Council authorized the City Manager to execute a contract with DSS Company in the amount of $84,894 plus a 10% contingency of $8,489.40 for a total of $93,383.40, for the portion of the Brentwood Bikeway Project to improve the Griffith Lane and Dainty Avenue intersection, install signing and striping on Griffith Lane from Central Boulevard to McClarren Road and install bike racks at various locations. This contract did not include bicycle signing and striping on First and Birch Streets.

On June 12, 2001, City Council approved Resolution No. 2305 of Public Interest and Necessity requiring the dedication described in the Deferred Public Improvement Agreement with Ben and Beverly Peterson recorded April 9, 1971 in Book 6356 at Page 342, affecting 5 property owners on Griffith Lane, needed for the Brentwood Bikeway Project, CIP Project No. 336-3071.

On November 27, 2001, City Council approved Resolution No. 2413 reinstating the Brentwood Bikeway Project, CIP Project No. 336-3071, as part of the 2001/2006 Capital Improvement Program, thereby returning the project to “active” status to allow for completion of the project including signing and striping of bicycle lanes on First and Birch Streets and the installation of bike racks at various locations.

BACKGROUND
On January, 1997, the City of Brentwood was awarded $40,000 from the Caltrans 1995/96 Bicycle Lane Account, $108,875 from the State of California Department of Transportation Clean Air and Transportation Improvement Act of 1990 (Proposition 116) and $20,000 from the Transportation Development Act (TDA) Article 3 Pedestrian/Bicycle Projects Program for the Brentwood Bikeway Project, CIP Project No. 336-3071. On June of 1999, staff submitted a request to the California Transportation Commission (CTC) for extension of the Proposition 116 construction contract award.

The first part of this project was Griffith Lane area improvements. This project consists of widening the east side of Griffith Lane north of Dainty Avenue, intersection improvements at Griffith Lane and Dainty Avenue, signing and striping of Griffith Lane from Central Boulevard to McClarren Road and installation of bike racks at City Park, Homecoming Park, Marsh Creek staging area, McClarren Park and Sunset Park.

A request for proposal was sent to three contractors. Two of the contractors participated in the bidding process. The DSS Company submitted the low bid of $84,894 plus a 10% contingency of $8,489.40 for a total of $93,383.40. This part of the project was completed in the fall of 2002.

The second part of this project was the installation of signing and striping work on First Street and Birch Street. In January, 2003, an informal bidding process was conducted and request for proposals were sent to four contractors; Antioch Paving, Centerline Striping, Central Stripe and Striping Graphics, Inc. Antioch Paving Company and Striping Graphics, Inc. responded, and the project was awarded to the low bidder, Striping Graphics, Inc. for a not to exceed amount of $20,000. The signing and striping on First and Birch Streets was completed in the spring of 2003.

City staff inspected the construction and found that the contractors have met all the contractual requirements in accordance with the project plans and specifications and is now ready for acceptance by the City Council. City Council acceptance is an administrative action necessary to formally close out the project and meet the requirements of the grant for reimbursement from Proposition 116 funding. As a housekeeping measure, City staff recommends reinstating the project into the current CIP Program during the grant reimbursement process. The project is complete and reflects only prior costs. This project has improved safety and circulation of bikeway, pedestrian and motorist traffic in the vicinity of the project.

FISCAL IMPACT
The contract amount for the first part of this project (Griffith Lane and Dainty Avenue) was for $84,894, plus a 10% contingency ($8,489.40) for a total of $93,383.40. During construction, staff added additional improvements (storm drain inlet and a handicap ramp) to the intersection of Griffith Lane and Dainty Avenue, and used $6,542.39 from the contingency, bringing the total project contract amount to $91,426.39.

The second part of this project, the signing and striping portion, was completed the end of April 2003 by Striping Graphics Construction Inc., in the amount of $19,535.36. This was within the approved budget of $20,000.00.

In August of 2000, the City received the amount of $36,131.75 in reimbursement funds from the State, which was deposited into the 1995/96 Bicycle Lane Account. Once the Notice of Completion has been filed with the County Recorder, City staff will submit an invoice to the State for $108,875 from the Proposition 116 grant program.

The annual maintenance cost is estimated to be $6,000, which will be funded by Measure “C”, gas tax and the General Fund.

Attachments:
Resolution
Notice of Completion
Site Map
CIP Budget Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO ACCEPT THE WORK PERFORMED BY DSS COMPANY FOR THE BRENTWOOD BIKEWAY PROJECT, CIP PROJECT NO. 336-3071 AND REINSTATE THE PROJECT INTO THE 2003/2008 CIP PROGRAM.

WHEREAS, on April 22, 1997, City Council authorized a Consultant Services Agreement in the amount of $25,000 with the firm of Brian Kangas Foulk for design services for the Pavement Management Plan, 1997, CIP Project No. 33562, including the resurfacing of McClarren Road; and

WHEREAS, on May 27, 1997, City Council authorized a Consultant Services Agreement in the amount of $19,600 with the firm of Brian Kangas Foulk for design services for the Brentwood Bikeway Project, CIP Project No. 336-3071, including the McClarren Road portion; and

WHEREAS, on June 24, 1997, City Council authorized a contract with Teichert Construction in the amount of $293,427.85 plus a 10% contingency for construction of the Pavement Management Plan, 1997, CIP Project No. 33562, which included resurfacing McClarren Road; and

WHEREAS, on August 5, 1997, City Council approved a construction contract change order in the amount of $52,000 to the Pavement Management Plan, 1997, CIP Project No. 33562. The contract allowed for inclusion of the McClarren Road portion of the Brentwood Bikeway Project, CIP Project No. 336-3071 in order to avoid damaging the new overlay on McClarren Road when the Brentwood Bikeway Project proceeded; and

WHEREAS, on April 14, 1998, City Council accepted the work performed by Teichert Construction for the Pavement Management Plan, 1997, CIP Project No. 33562, including the McClarren Road portion of the Brentwood Bikeway Project, CIP Project No. 336-3071, and directed the City Clerk to file a Notice of Completion with the County Recorder; and

WHEREAS, on June 12, 2001, City Council authorized the City Manager to execute a contract with DSS Company in the amount of $84,894 plus a 10% contingency of $8,489.40 for a total of $93,383.40 for the portion of the Brentwood Bikeway Project to widen Griffith Lane and install signing and striping. This contract did not include bicycle signing and striping on First and Birch Streets; and

WHEREAS, on June 12, 2001, City Council approved Resolution No. 2305 of Public Interest and Necessity requiring the dedication described in the Deferred Public Improvement Agreement with Ben and Beverly Peterson recorded April 9, 1971 in Book 6356 at Page 342, affecting 5 property owners on Griffith Lane, needed for the Brentwood Bikeway Project, CIP Project No. 336-3071; and

WHEREAS, on November 27, 2001, City Council approved Resolution No. 2413 reinstating the Brentwood Bikeway Project, CIP Project No. 336-3071, as part of the 2001/2006 Capital Improvement Program, thereby returning the project to “active” status to allow for completion of the project, including signing and striping of bicycle lanes on First and Birch Streets and the installation of bike racks at various locations; and

WHEREAS, City staff inspected the construction and found that the contractors have met all the contractual requirements in accordance with the project plans and specifications; and

WHEREAS, as a housekeeping measure, the project be reinstated into the 2003/2008 Capital Improvement Program.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood that the Brentwood Bikeway Project, CIP Project No. 336-3071, is hereby accepted.

BE IT FURTHER RESOLVED that the City Clerk is hereby directed to file a Notice of Completion with the County Recorder for the project.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 14th day of October by the following vote:

RECORDING REQUESTED BY
CITY OF BRENTWOOD

WHEN RECORDED RETURN TO:
CITY CLERK
CITY OF BRENTWOOD
150 City Park Way
BRENTWOOD, CA 94513

NOTICE OF COMPLETION

NOTICE IS HEREBY GIVEN THAT:

THE CITY OF BRENTWOOD, a general law city, in the County of Contra Costa, State of California, did, on June 12, 2001, enter into an agreement with DSS Company for the construction of widening the east side of Griffith Lane north of Dainty Avenue, Intersection improvements at Griffith Lane and Dainty avenue, signing and striping of Griffith Lane from Central Boulevard to McClarren Road and installation of bike racks at City Park, Homecoming Park, Mash Creek staging area, McClarren Park and Sunset Park.

The work described in the contract documents was to furnish all material, labor, and equipment necessary to complete the said project.

On October 14, 2003, the said contract, as a whole was completed and the work was accepted by the City Council of the City of Brentwood.

I hereby certify under penalty of perjury that the facts set forth in the foregoing Notice of Completion are true and correct.

Executed at Brentwood, Contra Costa County, State of California, on October 14, 2003.


By: __________________________
Karen Diaz, City Clerk
City of Brentwood, California
 

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