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CITY COUNCIL AGENDA ITEM NO. 19

Meeting Date: April 27, 2004

Subject/Title: Approve a resolution authorizing the City Manager to execute a change order in the amount of $407,798.00, which includes a 10% contingency, for additional construction amenities at Sunset Park Athletic Complex, CIP Project No. 522-5201 per recommendations of the Sunset Park Athletic Complex Subcommittee.

Prepared by: Janet Hansen, Park Planner
Poldina Scherff, Recreation Services Manager
Ken DeSilva, Park Services Manager

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a change order in the amount of $407,798.00, which includes a 10% contingency, for additional construction amenities at Sunset Park Athletic Complex, CIP Project No. 522-5201 per recommendations of the Sunset Park Athletic Complex Subcommittee.

PREVIOUS ACTION
The City Council approved Resolution No. 2211 at the regular meeting of December 12, 2000, amending the Sunset Park Master Plan and Expansion Project, CIP Project 522-5201 to finance the project from Quimby Fees which includes expenses for the development of a master plan.

The City Council authorized the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects, to provide park master planning services for the 37-acre Sunset Sports Complex, CIP Project 522-5201, at the regular meeting on April 24, 2001. Additionally, City Council approved the formation of a subcommittee including City Council representatives, Park and Recreation Commission representatives, and user group representatives to work on the development of the conceptual design.

On November 27, 2001, City Council approved the concept master plan for Sunset Sports Complex as recommended by the Parks and Recreation Commission.

On March 12, 2002, City Council authorized the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services in the amount of $552,496, for the 37-acre Sunset Sports Complex, CIP Project No. 522-5201, and authorized the City Manager to approve change orders up to ten percent.

On May 13, 2003 City Council reviewed the construction documents for the Sunset Park Athletic Complex and directed staff to put the project out to public bid.

On July 8, 2003 City Council approved a resolution approving the contract documents for Sunset Park Athletic Complex, CIP Project No. 522-5201, and awarding contract to Misan Construction, Inc. in the amount of $7,148,000.00, approving an additional $400,000.00 to design and construct lighting for the balance of the complex, and authorizing the City Manager to execute the agreement and necessary documents and authorize change orders up to 10% of the contract amount.

BACKGROUND
With direction from City Council, staff met with the Sunset Park Athletic Complex Subcommittee, consisting of user group representatives from PONY Baseball, East Diablo Youth Soccer, two representatives from the Parks and Recreation Commission, two representatives from City Council and a representative of the Parks and Recreation programs, on April 14, 2004, to review and discuss design elements initially eliminated from the project scope due to budgetary constraints.

The Sunset Park Athletic Complex Subcommittee meeting started with a construction schedule update. The update indicated the project is scheduled for completion late summer 2004. Rain days have been a factor and currently the number of contract days has been extended 29 days for rain as per the approved contract documents and the City of Brentwood standards.

Following the discussion of the schedule, the construction budget was reviewed. Of the total CIP construction budget of $8,986,750, currently $8,377,800 is encumbered. This encumbered amount includes $8,302,800 to Misan Construction, Inc., $50,000 for soil import for grading, and $25,000 in the materials testing contract. Currently the unencumbered construction balance is $608,950.

The subcommittee then discussed the advantages and disadvantages of 3 different types of turf to use at the complex. Currently the plan indicates the regulation soccer field is hybrid bermuda grass. All committee members felt this was the best choice for this high use, all weather field. The committee then discussed the use of hybrid bermuda on the other three soccer fields but the committee did not feel the advantages of this turf variety outweighed the extra expense of maintaining it on such a large area. Staff then discussed the differences of a fescue/rye grass blend (our standard park turf) field compared to a blue/rye grass blend. Research has determined that the fescue/rye grass blend is not available in sod and thus cannot be used at this site. Even though there is an increase in maintenance costs associated with a blue/rye grass turf (approximately $15,000/year) it is currently the only choice available and is the turf type recommended by the project landscape architect.

Staff then presented to the subcommittee a list of facility use standards, policies, procedures, fees, and proposed alcohol vending at the concession stands for Sunset Athletic Complex. The subcommittee is recommending that staff work with the affiliate organizations to provide storage opportunities at the site, and that they not have use of City vehicles and equipment. It was also recommended that affiliate organizations be charged for the use of lights, and that a City part-time employee be responsible for opening, closing, and supervision of the facility. It was recommended to staff that they work on an affordable fee package to offset the cost of that staff member. The facility use standards, policies, procedures, and fees will be brought back to City Council for approval at a later date.

Related to alcohol sales at the concession stands, the subcommittee is opposed to the selling of alcohol as a part of the concession agreement. The City will also negotiate with the concessionaire a limited number of fundraiser opportunities for its affiliated organizations. The facility will also be open for the user to bring in food and non-alcoholic beverages complying with the Park Ordinance. The concession and batting cage proposals and agreements will also be brought to City Council at a later date for approval.

The subcommittee was presented with the following recommendation of additional construction amenities:
Dugout Covers for all ballfields (12 total) $123,000
Soccer Scoreboard for Comp. Field 14,000
Upgrade to LED Scoreboards 13,370
Sod all fields 210,355
Install fence at ECCID canal 10,000

Total Recommendation: $370,725

The subcommittee discussed each of these proposed amenities and is recommending the addition of all amenities as specified with the exception of the ECCID fence. The subcommittee discussed providing this fence if ECCID would discuss dedicating this property to the City when the canal facility is no longer needed by ECCID. City staff is currently discussing this with ECCID and will provide an update at the meeting. In addition to the above amenities, the subcommittee asked about adding a “zone” PA system and emergency phone access. Staff has made inquiries on the zone PA system and obtained a cost estimate from the electrical engineer who designed Sunset Park Athletic Complex. Design of such a system is estimated at $10,000 with a construction budget of approximately $80,000. With a contingency, the total cost would be about $100,000. Staff would like direction from City Council as to whether to pursue this option. This additional $100,000 would need to be allocated from the unencumbered balance of the construction budget of which $201,152 remains.

Staff recommends authorizing the City Manager to execute a change order to the contract with Misan Construction, Inc., in the amount of $370,725.00, including a 10% contingency of $37,073 for a total of $407,798, for additional construction amenities at Sunset Park Athletic Complex, CIP Project No. 522-5201 per recommendations of the Sunset Park Athletic Complex Subcommittee.

FISCAL IMPACT
Construction funding for the Sunset Park Athletic Complex is budgeted in the adopted 2003/04 – 2007/08 Capital Improvement Program, Sunset Park Master Plan and Expansion, CIP Project No. 522-5201. The construction line item budget for fiscal 03-04 and 04-05 totals $8,986,750. Currently $8,377,800 is encumbered leaving $608,950 unencumbered. With authorization of this change order, a balance of $201,152 will remain unencumbered.

Attachments:
Resolution
CIP Project No. 522-5201 Worksheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER IN THE AMOUNT OF $407,798.00 FOR ADDITIONAL CONSTRUCTION AMENITIES AT SUNSET PARK ATHLETIC COMPLEX, CIP PROJECT NO. 522-5201 PER RECOMMENDATIONS OF THE SUNSET PARK ATHLETIC COMPLEX SUBCOMMITTEE.

WHEREAS, the City Council of the City of Brentwood approved the contract documents for Sunset Park Athletic Complex, CIP No. 522-5201; and

WHEREAS, the lowest responsive, responsible bid was received from Misan Construction, Inc. in the amount of $6,895,000.00 with an Add Alternate #1 bid of $253,000.00; and

WHEREAS, the City Council of the City of Brentwood approved an additional $400,000.00 to design and light the balance of the Sunset Park Athletic Complex; and

WHEREAS, the Sunset Park Athletic Complex Subcommittee has met and recommended the additional construction amenities;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a change order in the amount of $407,798.00 for additional construction amenities at Sunset Park Athletic Complex, CIP Project No. 522-5201.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 27th day of April 2004, by the following vote:


AYES: Councilmembers
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor
ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk

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