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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: February 10, 2004

Subject/Title: Approve a Resolution authorizing the City Manager to execute an agreement for design services for the New Police Station, CIP Project No. 337-3142 and amend the 2003/2004 CIP Project Budget Sheet.

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 upon city ownership of the 9100 Brentwood Boulevard location, to execute an agreement for design services for the New Police Station with Kaplan McLaughlin Diaz (KMD) in an amount not to exceed $676,363, and authorize the City Manager to execute change orders within a 10% contingency limit, and amend the CIP Project Budget Sheet to reflect the budget limits associated with the design and construction of the New Police Station, CIP Project No. 337-3142.

PREVIOUS ACTION
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.

On September 23, 2003, City Council authorized staff to negotiate a contract with The Design Partnership for design services and to execute a construction management contract with RGM and Associates.

BACKGROUND
As directed by the City Council on September 23, 2003, staff began negotiations with The Design Partnership for architectural design services for the New Police Station. Unfortunately, an agreement couldn’t be reached and staff met with the Ad Hoc Committee to discuss possible options. Staff obtained a competitive proposal that will accomplish the desired program for the New Police Station from Kaplan McLaughlin Diaz (KMD). Staff has an established working relationship with KMD and their team. This team is comprised of experienced individuals that have a magnitude of experience with essential services buildings including police facilities and FBI headquarters. It is staff’s intent upon purchase of the property to initiate the design and begin the demolition and abatement work, begin the Board of Corrections process for the new site and begin the construction bidding process in early summer. With an anticipated construction period of 10 months, the Police Department could be relocated in the summer of 2005.

Staff recommends approving the design contract before you this evening with the caveat that it will go into effect only when the City has purchased the 9100 Brentwood Boulevard site and if the purchase fails for any reason, the design work will not commence and the contract is null and void.

FISCAL IMPACT
Staff has amended the planning and design budget to include the due diligence work associated with the project and the Architectural/Civil design costs including contingency. Staff has increased the legal budget to include attorney’s fees associated with the foreclosure work to purchase the 9100 Brentwood Boulevard property. The construction budget now includes staff’s estimates for construction, including seismic upgrades tenant improvements, site development, inspection and testing, moving costs, furniture fixtures and equipment costs. The project administration budget reflects staff time associated with project management during the design and construction of the project. The Land acquisition budget includes the appraisals associated with the due diligence work, as well as estimated taxes and assessments to be paid at the time of purchase of the property.

Legal $ 40,000
Planning and Design $ 938,499
Construction $8,645,000
Project Admin. $ 75,000
Land/Row/Acqu. $6,680,000

Total Project to date: $16,378,499

Funding for the above mentioned work derive from a $6 million dollar General Obligation Bond and Community Facility Fees. Funds from a future sale of the 1000 Central Boulevard site and/or the CD Building (smaller building at 9100 Brentwood Boulevard Site) will replenish the Community Facility Fund.

Attachment: Resolution
CIP Project Budget Sheet
Map
Agreement

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER, UPON CITY OWNERSHIP OF THE 9100 BRENTWOOD BOULEVARD LOCATION, TO EXECUTE AN AGREEMENT FOR DESIGN SERVICES FOR THE NEW POLICE STATION WITH KAPLAN MCLAUGHLIN DIAZ (KMD) IN AN AMOUNT NOT TO EXCEED $676,363 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CHANGE ORDERS WITHIN A 10% CONTINGENCY LIMIT, AND AMEND THE CIP PROJECT BUDGET SHEET TO REFLECT THE BUDGET LIMITS ASSOCIATED WITH THE DESIGN AND CONSTRUCTION OF THE NEW POLICE STATION, CIP PROJECT NO. 337-3142.

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 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, on September 23, 2003, City Council authorized staff to negotiate a contract with The Design Partnership for design services and to execute a construction management contract with RGM and Associates; and

WHEREAS, staff could not reach an agreement with The Design Partnership for the New Police Station project, and met with the Ad Hoc Committee to discuss possible options; and

WHEREAS, staff recommends, upon ownership of the 9100 Brentwood Boulevard location, to execute an agreement for design services with Kaplan McLaughlin Diaz for the New Police Station, CIP Project No. 337-3142.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager has authorization to execute a design contract with Kaplan McLaughlin Diaz in an amount not to exceed $676,363 and authorize the City Manager to execute change orders within a 10% contingency for a total contract amount of $743,999.

BE IT FURTHER RESOLVED the CIP Project Budget Sheet, CIP Project No. 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 10th day of February 2004 by the following vote:
 

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