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CITY COUNCIL AGENDA ITEM NO. 17

Meeting Date: December 9, 2003

Subject/Title: Authorize the City Manager to Execute Contracts in amounts not to exceed $100,000 plus 10% contingencies, for the 120 Oak Street Project (Interim City Hall), CIP Project No. 337-3140.

Submitted by: Engineering: B. Grewal/M. Huber
Economic Development: H. Sword

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute contracts in amounts not to exceed $100,000 plus 10% contingencies, for the 120 Oak Street Project (Interim City Hall), CIP Project No. 337-3140.

PREVIOUS ACTION
On September 11, 2002, the City Council accepted the City Hall Needs Assessment Report and directed staff to prepare a strategy to address interim space needs for City Hall employees.

On February 11, 2003, a status report for interim space needs for existing City Hall and City Hall employees was given to City Council and direction to move forward with a design for improvements to the 120 Oak Street Facility was authorized.

On April 22, 2003, the City Council authorized the City Manager to execute a contract with RGM and Associates for construction management services for the remodel of 120 Oak Street.

On May 27, 2003, the City Council adopted the 2003/2008 CIP budgeting program of which this project is included.

On August 26, 2003, the City Council authorized the start of construction for the Interim City Hall project and amended the CIP budget sheet to reflect the current budget of $1,126,000.

BACKGROUND
This project is a multi prime project which requires several trades to work within the specified site all by separate contracts managed by staff as discussed with the task force during the project budgeting process. The pre-engineered mezzanine is ready for installation. Staff anticipates that the rough carpentry, HVAC system and the electrical system bids will exceed the current signature limits of $50,000 for City Manager approval, established for single prime construction projects. In order to move forward with construction through December and early January, staff recommends authorizing the City Manager to sign contracts up to $100,000 plus 10% contingencies for this project. There are four trades that staff is currently working to obtain quotes from as part of the informal bid process. The work will be performed within the established budgets approved by City Council.

FISCAL IMPACT
No impact at this time.

Attachments:
Resolution
Site Map
CIP Budget Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS IN AMOUNTS NOT TO EXCEED $100,000, PLUS 10% CONTINGENCIES, FOR THE 120 OAK STREET PROJECT (INTERIM CITY HALL), CIP PROJECT NO. 337-3140.

WHEREAS, on September 11, 2002, the City Council accepted the City Hall Needs Assessment Report and directed staff to prepare a strategy to address interim space needs for City Hall employees; and

WHEREAS, on February 11, 2003, a status report for interim space needs for existing City Hall and City Hall employees was given to City Council and direction to move forward with a design for improvements to the 120 Oak Street Facility was authorized; and

WHEREAS, on April 22, 2003, the City Council authorized the City Manager to execute a contract with RGM and Associates for construction management services for the remodel of 120 Oak Street; and

WHEREAS, on May 27, 2003, the City Council adopted the 2003/2008 CIP budgeting program of which this project is included; and

WHEREAS, on August 26, 2003, the City Council authorized the start of construction for the Interim City Hall project and amended the CIP budget sheet to reflect the current budget of $1,126,000.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager is authorized to execute contracts in amounts not to exceed $100,000 plus 10% contingencies for the 120 Oak Street (Interim City Hall) CIP Project 337-3140.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 9th day of December 2003 by the following vote:
 

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