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Current Council Agenda and Past Meeting Information

CITY COUNCIL AGENDA ITEM NO. 16

Meeting Date: May 24, 2005

Subject/Title: Adopt a Resolution approving the Contract Documents and award a Construction Contract to Adesta Limited Partnership for the Fiber Optic Link project, in the amount of $313,879.50, plus a 10% contingency.

Prepared by: Engineering: M. Huber

Submitted by: Engineering: B. Grewal

RECOMMENDATION
Adopt a Resolution approving the contract documents and award a construction contract to Adesta Limited Partnership for the Fiber Optic Link project, in the amount of $313,879.50, plus a 10% contingency of $31,387.95 for a total contract of $345,267.45. If City Council does not approve the 2005/06 – 2009/10 Capital Improvement Program this evening, amend the 2004/05-2008/09 Capital Improvement Program to include this project as per the attached project budget sheet.

PREVIOUS ACTION
On May 25, 2004, by Resolution No. 2004-113, City Council approved the 2004/05 – 2008/09 Capital Improvement Program that included this project.

On February 8, 2005, City Council approved a Resolution authorizing the City Manager to execute a project change order with BKF Engineers for testing and design services for the Fiber Optic, CIP Project No. 337-3107.

BACKGROUND
Staff has worked with BKF Engineers to develop a design to construct a fiber optic link between City Hall and the New Police Station. During the initial design discussions, the City’s Information Systems Division and Finance Department directed staff to include additional vaults, conduits and future tie-in locations as part of the City’s future fiber optic ring to be included within this project. This additional equipment will allow for the ultimate “tie-in” into the New Data Center at the New Police Station as part of the City’s overall communication plan. By including the additional equipment within this project, it will ensure that the inconvenience of road construction will occur one time and not as the need arises in the future.

The original work of a fiber optic link between City Hall and the New Police Station was included within the current City Council approved project budget sheet, CIP Project No. 337-3107. Staff was directed to separate this work from the “continuing work” fiber optic project by creating a separate project called Fiber Optic Link. Staff has attached the new CIP Budget Sheet for your approval. This new project was included within the CIP budget review workshop held April 12, 2005; however, funds were shown in the 2005/06 budget year. Staff has worked diligently to move this project forward in order to award the project and to construct the infrastructure during the school break; if Council agrees, the major portion of construction could occur during the month of June 2005.

The project was bid as part of the City’s formal bid process. The bids were opened on May 16, 2005 and staff received four (4) bids.
The bids received are as follows:

1. Adesta Limited Partnership $313,879.50
2. Golden State Utility $419,796.00
3. Columbia Electric, Inc. $469,399.00
4. The Fishel Company $476,645.00

Staff recommends awarding a contract to Adesta Limited Partnership in the amount of $313,879.50, plus a 10% contingency for a total contract amount of $345,267.45. Staff further recommends if the 2005/06 – 2009/10 Capital Improvement Program is not approved this evening to amend the 2004/05 – 2008/09 Capital Improvement Program to include the Fiber Optic Link project.

FISCAL IMPACT
The fiscal impact associated with the award of the construction contract before you this evening is $345,267.45, which includes a 10% contingency. The funds derive from Facility Fees and finance has verified that funding is available.

Attachments:
Resolution
CIP Sheet
Project Map
Agreement

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS AND AWARD A CONSTRUCTION CONTRACT TO ADESTA LIMITED PARTNERSHIP FOR THE FIBER OPTIC LINK PROJECT, IN THE AMOUNT OF $313,879.50 PLUS A 10% CONTINGENCY OF $31,387.95 FOR A TOTAL CONTRACT OF $345,267.45. IF CITY COUNCIL DOES NOT APPROVE THE 2005/06 – 2009/10 CAPITAL IMPROVEMENT PROGRAM THIS EVENING, AMEND THE 2004/05 – 2008/09 CAPITAL IMPROVEMENT PROGRAM TO INCLUDE THIS PROJECT AS PER THE ATTACHED PROJECT BUDGET SHEET.


WHEREAS, a design contract with BKF Engineers was approved by Council on February 8, 2005; and

WHEREAS, staff worked together with the design team to develop plans and specifications and bid the project; and

WHEREAS, staff obtained four (4) bids on May 16, 2005 with Adesta Limited Partnership submitting the apparent low bid of $313,879.50; and

WHEREAS, in order to minimize construction inconveniences to residents, staff recommends the award of the contract to allow for construction to occur during the school break, June 2005.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the Council approves the contract documents and authorizes the City to execute a contract with Adesta Limited Partnership for the fiber Optic Link project in the amount of $313,879.50, plus a 10% contingency for a total contract of $345,267.45. If City Council does not approve the 2005/06 – 2009/10 Capital Improvement Program this evening, amend the 2004/05 – 2008/09 Capital Improvement Program to include this project as per the attached project budget sheet.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 24th day of May 2005 by the following vote:
 

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