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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: May 25, 2004

Subject/Title: Authorize the City Manager to execute a contract change order to Bay Cities Paving & Grading, Inc. for the Brentwood Boulevard Curve, CIP Project No. 336-3100.

Prepared by: Engineering: B. Bornstein

Submitted by: Engineering: B. Grewal

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a contract change order for installation of landscaping, retaining walls, and soundwall extension along properties fronting the Brentwood Boulevard Curve project (Liberty Union High School District, Safeway and Diablo Mini Storage) to Bay Cities Paving & Grading, Inc. for the Brentwood Boulevard Curve, CIP Project No. 336-3100, in an amount not to exceed $78,571.05 and authorize the City Manager to execute change orders up to 10% of the contract amount.

PREVIOUS ACTION
On February 8, 2000, City Council authorized the application of Federal Surface Transportation Program funding for the Brentwood Boulevard Curve, CIP Project No. 336-3100.

On May 28, 2002, City Council adopted the City’s 2002/03 - 2006/07 Capital Improvement Program that included the Brentwood Boulevard Curve, CIP Project No. 336-3100.

On August 27, 2002, City Council approved Resolution No. 2648, authorizing the City Manager to execute Program Supplement Agreement No. 005-M administering agency-state agreement for the Brentwood Boulevard Curve, CIP Project No. 336-3100.

On May 13, 2003, City Council approved Resolution No. 2863, authorizing the City Manager to award the construction contract for the Brentwood Boulevard Curve, CIP Project No. 336-3100, to Bay Cities Paving & Grading, Inc. in the amount of $412,916.50, plus 10% contingencies.

BACKGROUND
Last year the City awarded a construction contract to Bay Cities Paving, Inc. for the construction of the Brentwood Boulevard Curve, CIP Project No. 336-3100. Presently, the project is substantially complete and is at the maximum 10% contract contingency amount. A few critical items remain to complete the project. Unfortunately, due to the extensive costs for digging up the roadway deeper than anticipated to construct the super elevated curve, repairs to the existing brick and mortar sanitary sewer manhole, changes in the median curb and storm drain piping, the 10% contingencies were spent.

The following three (3) items are being requested in the change order to complete the project:

1. Extension of the soundwall to the southerly edge of the School District property:
This extension of the wall necessary since the wall was constructed short of the southerly end of the property and has left a portion of one of the classroom facilities exposed to the street. Extending this wall will alleviate the noise and safety issue and protect the students in the classroom in the event of a car or truck leaving the roadway. The cost of this soundwall extension is $29,830.

2. Extension of a retaining wall along the Diablo Mini Storage frontage:
Due to the significant change in roadway elevation by constructing a super elevated curve on the west side of the roadway (southbound traffic), there is too steep a slope to conform to existing grade at the Diablo Mini Storage and poses a safety hazard for pedestrians. Further, the purpose of the existing security fence is compromised by the steep slope along the Diablo Mini Storage Complex which requires additional fence height. The only way to resolve the issue is to construct a short retaining wall 2 to 3 feet high and raise the fence. The City met with the property owner and they are in agreement with this proposal. Also, there are grade conform conflicts along the Safeway frontage which needs to be regraded because the existing slope is too steep. This change order also entails additional landscaping where needed that was not included in the original contract. The additional landscaping will provide a continuous landscaped parkway along the entire project, without any sections inadvertently not included in the contract. The total cost for the retaining wall, additional landscaping and conform grading is $16,275.

3. Installation of landscaping and irrigation on the School District property (behind the newly constructed soundwall):
Due to the project installing a new soundwall along the School District property and widening and reconfiguring the roadway, a great deal of existing landscaping on the School District property was torn out and needs to be replaced. The total cost for this work is $32,466.05.

FISCAL IMPACT
The previously authorized construction contract with Bay Cities Paving & Grading, Inc. provided for the bid amount of $412,916.50 plus 10% contingency. The construction of contract work and related contingencies is near completion and will exceed the original 10% contingency.

The proposed change order of $78,571.05 plus the 10% contingency for a total change order amount of $86,428.15 would amend the original scope of work to provide for the additional landscaping, soundwall and retaining wall. Over half of this cost will be reimbursed by the State.

There are sufficient funds in the CIP Budget for the Brentwood Boulevard Curve, CIP Project No. 336-3100, in an amount of $865,000, to cover the construction cost for this contract including approval of this change order. With approval of this change order, the total construction cost plus contingencies incurred would be $540,636.31.

Attachments:
Resolution
Site Map
Change Order Letter to Caltrans

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER FOR INSTALLATION OF LANDSCAPING, RETAINING WALLS, AND SOUNDWALL EXTENSION ALONG PROPERTIES FRONTING THE BRENTWOOD BOULEVARD CURVE PROJECT (LIBERTY UNION SCHOOL DISTRICT, SAFEWAY AND DIABLO MINI STORAGE) TO BAY CITIES PAVING & GRADING, INC. FOR THE BRENTWOOD BOULEVARD CURVE, CIP PROJECT NO. 336-3100, IN AN AMOUNT NOT TO EXCEED $78,571.05 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.

WHEREAS, on February 8, 2000, City Council authorized the application of Federal Surface Transportation Program funding for the Brentwood Boulevard Curve, CIP Project No. 336-3100; and

WHEREAS, on May 28, 2002, City Council adopted the City’s 2002/03 - 2006/07 Capital Improvement Program that included the Brentwood Boulevard Curve, CIP Project No. 336-3100; and

WHEREAS, on August 27, 2002, City Council approved Resolution No. 2648, authorizing the City Manager to execute Program Supplement Agreement No. 005-M administering agency-state agreement for the Brentwood Boulevard Curve, CIP Project No. 336-3100; and

WHEREAS, on May 13, 2003, City Council approved Resolution No. 2863, authorizing the City Manager to award the construction contract for the Brentwood Boulevard Curve, CIP Project No. 336-3100, to Bay Cities Paving & Grading, Inc. n the amount of $412,916.50 plus 10% contingencies.

WHEREAS, the project is substantially complete and is at the maximum 10% contract contingency amount; and

WHEREAS, a few critical items remain to complete the project; and

WHEREAS, the proposed change order is necessary to address safety issues for the School District, Safeway, Diablo Mini Storage and the general public.

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 for the Brentwood Boulevard Curve, CIP Project No. 336-3100 and authorize the City Manager to execute change orders up to 10% of the contract amount.

FURTHER BE IT RESOLVED that the City Manager be authorized to execute change orders up to 10% of the contract amount.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 25th day of May 2004 by the following vote:
 

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