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CITY COUNCIL AGENDA ITEM NO. 24

Meeting Date: December 14, 2004

Subject/Title: Approve a Resolution authorizing the City Manager to amend the agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services for the 37-acre Sunset Sports Complex, CIP Project No. 522-5201 in the amount of $26,500

Prepared by: Janet Hansen, Park Planner

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

RECOMMENDATION
Approve a Resolution authorizing the City Manager to amend the agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services for the 37- acre Sunset Sports Complex, CIP Project No. 522-5201 in the amount of $26,500, and authorize the City Manager to approve change orders up to 10% of the contract amount.

PREVIOUS ACTION
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.
On April 27, 2004 City Council approved a Resolution authorizing the City Manager to execute a change order in the amount of $407,798.00, which included 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.

BACKGROUND
As a result of additional construction amenities, and the necessary contract time extension to incorporate these amenities into the construction of the Sunset Park Athletic Complex, CIP Project No. 522-5201, Abey/Arnold Associates, Landscape Architects, has submitted fees for additional design and construction observation services totaling $26,500.

This fee includes $1,600 for additional electrical engineering services, $2,900 for irrigation pump design and modifications, $17,000 for additional surveying and staking, and $5,000 for additional construction observation.

The additional electrical engineering services, the irrigation pump design and the irrigation system modifications were required due to the addition of an irrigation pump and a new point of connection designed to maximize the use of reclaimed water available form the Waste Water Treatment Facility once this water became available.

Surveying and staking costs are typically not a part of the design consultant’s agreement. However these costs were included in this project by Abey/Arnold Associates and as the scope of work was expanded, the scope of the surveying and staking was revised increasing the cost by $17,000.

Additional construction observation service fees of $5,000 are necessary due to the project timeline extension beyond the scheduled 9 months.

FISCAL IMPACT
Project administration funding for the Sunset Park Athletic Complex is budgeted in the adopted 2004/05 – 2008/09 Capital Improvement Program, Sunset Park Master Plan and Expansion, CIP Project No. 522-5201. The Project Administration line item budget for fiscal 04/05 totals $28,067. With authorization of this contract amendment, a balance of $1,567 will remain unencumbered.

Attachments:
Resolution
CIP Project No. 522-5201 Site Map and Worksheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO AMEND THE AGREEMENT WITH ABEY/ARNOLD ASSOCIATES, LANDSCAPE ARCHITECTS, TO PROVIDE CONSTRUCTION DOCUMENT DESIGN SERVICES FOR THE 37 ACRE SUNSET SPORTS COMPLEX, CIP PROJECT NO. 522-5201 IN THE AMOUNT OF $26,500

WHEREAS, the City Council of the City of Brentwood authorized the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects to provide construction document design services for Sunset Park Athletic Complex, CIP No. 522-5201; and

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

WHEREAS, the City Council of the City of Brentwood approved additional construction amenities in the amount of $407,798.00;

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Brentwood hereby authorizes the City Manager to amend the agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services for the 37 Acre Sunset Sports Complex, CIP Project No. 522-5201 in the amount of $26,500.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 14th day of December 2004, by the following vote:


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

__________________________________
Karen Diaz, CMC
City Clerk
 

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