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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 15

Meeting Date: April 13, 2004

Subject/Title: Approve a Resolution authorizing the City Manager to execute a change order for Construction Management Services with RGM and Associates for the 120 Oak Street project, CIP Project No. 337-3140.

Prepared by: Engineering: M. Huber

Submitted by: Economic Development: Howard Sword

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a change order in an amount not to exceed $40,000 with RGM and Associates for Construction Management Services for the completion of work at the 120 Oak Street, CIP Project No. 337-3140.

PREVIOUS ACTION
On September 11, 2002, 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, 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, City Council adopted the 2003/2004 CIP budgeting program of which this project is included.

On August 26, 2003, City Council amended the CIP project budget to refurbish the 120 Oak Street site in an amount not to exceed $1,126,000.

BACKGROUND
The refurbishment of the 120 Oak Street project is almost complete. The uniqueness of installing a mezzanine in an existing building in the downtown area as well as subsequential construction did extend the projects completion timeline by approximately two months. The “field fixes” as to the installation of the duct work, cabling, lighting and ceiling materials also attributed to the extension of construction time. Staff is pleased with the outcome of the project and the work that RGM and Associates provided during the construction of the project. Staff recommends amending RGM’s contract to include funding for the additional work performed to complete the project and remaining punch list items. One of the punch list items will be to install awnings that resemble the existing awnings located at 104 Oak Street, (the Community Development Department entrance).

FISCAL IMPACT
The original Construction Management contract also includes the design work and associated management of the subconsultants, as this project is a multi-prime project. The new contract amount with RGM and Associates including the $40,000 change order will total $156,930.

To date, we have expended approximately $1,000,000, with minimal punchlist/change order items remaining. The project team has worked diligently to stay within budgeted costs associated with all aspects of the project’s construction, including the purchase of furniture fixtures and equipment (FF&E). As a result of this effort, staff believes that the project will be complete within the approved project budget of $1,126,000 and will not require additional funding.

Attachment:
Resolution
Current Approved CIP Budget Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER IN AN AMOUNT NOT TO EXCEED $40,000 WITH RGM AND ASSOCIATES FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE COMPLETION OF WORK AT THE 120 OAK STREET PROJECT, CIP PROJECT NO. 337-3140.

WHEREAS, on September 11, 2002, 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 the 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, 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, City Council adopted the 2003/2004 CIP budgeting program of which this project is included; and

WHEREAS, on August 26, 2003, City Council amended the CIP project budget to refurbish the 120 Oak Street site in an amount not to exceed $1,126,000; and

WHEREAS, as part of the interim solution to house staff, the 120 Oak Street project will relocate the entire Engineering Department and allow Finance and Administration the additional space available at the 150 City Park Way location; and

WHEREAS, the construction timeline increased by two months due to complexities of the work and additional punch list items which required attention and management.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the City Manager be authorized to execute a change order with RGM and Associates to complete the work at 120 Oak Street.

BE IT FURTHER RESOLVED that the 120 Oak Street CIP Project budget sheet does not require amendment and will be completed within the approved project budget of $1,126,000.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 13th day of April 2004 by the following vote:
 

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