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CITY COUNCIL AGENDA ITEM NO. 21

Meeting Date: June 28, 2005

Subject/Title: Adopt a Resolution approving a Contract Amendment with Raines, Melton & Carella, Inc. for the Surface Water Treatment Facility – Phase I, CIP Project No. 562-5629.

Prepared by: Engineering: P. Eldredge

Submitted by: Engineering: B. Grewal

RECOMMENDATION
Adopt a Resolution approving a contract amendment with Raines, Melton & Carella, Inc. (RMC) in the amount of $180,948.20, plus a 10% contingency for the Surface Water Treatment Facility – Phase I, CIP Project No. 562-5629.

PREVIOUS ACTION
On December 14, 1999, City Council approved Resolution No. 99-254, approving the agreements between East Contra Costa Irrigation District (ECCID), Contra Costa Water District (CCWD) and the City of Brentwood for long-term water supply, conveyance and treatment.

On August 12, 2003, City Council approved Resolution No. 2944, authorizing the City Manager to execute a Professional Services Agreement for Raines, Melton & Carella, Inc. (RMC) for the design contract for the Surface Water Treatment Facility – Phase I, CIP Project No. 562-5629.

On August 24, 2004, City Council approved Resolution No. 2004-206, authorizing the City Manager to execute an agreement with the Contra Costa Water District pertaining to long term treated water services as a part of the Surface Water Treatment Facility - Phase II, CIP Project No. 562-5629.

BACKGROUND
The agreement between ECCID and the City of Brentwood, approved by the City Council in December 1999, provided the City with the first right of refusal of 14,800 acre-feet of water annually to be used for municipal purposes. Additionally, the City Council approved an agreement with CCWD in December 1999 to resolve overlapping service boundaries, provide interim treatment of this new found water source at CCWD’s Randall-Bold Water Treatment Plant (RBWTP) and required both agencies to continue discussions for long term treatment possibilities.

Currently the City pumps this water from the RBWTP through a pipeline owned and operated by the Diablo Water District (DWD) under a separate agreement. As the City of Oakley continues to grow, which is essentially DWD’s service area, there will be less and less capacity available in the pipeline currently utilized by the City of Brentwood. Additionally, it was always understood that this wheeling agreement was to be an interim solution until the City could evaluate alternatives for treatment of its surface water supply and locate a treatment facility.

As a part of the analysis for the long term delivery of treated water to the City of Brentwood, a pipeline and pump station would need to be constructed to deliver treated water from RBWTP, as well as the proposed treatment facility adjacent to RBWTP. However, it was concluded that this pipeline and pump station should be constructed now to provide reliable and sufficient pumping and distribution capacity for the immediate delivery of water from the purchased capacity in the existing RBWTP.

Because of this being highly technical project and the intricate details involved, there were many unforeseen changes and additions that were found once the design phase of the project began. These circumstances caused additional work for RMC and have brought about this request for an amendment to their scope of work and contract amount. RMC revised the preliminary design document twice to accommodate recommendations of the water modeling that was taking place concurrently. These recommendations pertained to the number and capacity of the pumps and pump station configuration, which impacted both the mechanical and electrical/I&C disciplines. The electrical building location was changed and was reoriented and moved several feet to the west to facilitate the simultaneous construction of the pump station wetwell and electrical building, thus reducing the construction duration by several months. Additionally, there was an additional level effort required from Jones and Stokes and Associates (JSA) who is the Environmental subconsultant to RMC during the preparation and certification process for the EIR. These changes/additions are explained in RMC’s letter dated April 14, 2005, which is attached to the proposed Amendment One of their contract.

FISCAL IMPACT
The fiscal impact associated with this contract amendment is $180,948.20, plus a 10% contingency and is included within the project budget, which was submitted and approved by the City Council. Should this amendment be approved, RMC’s total contract for the project would be $858,495.22.

Original Contract: $599,502.00
Amendment One: $180,948.20
Subtotal: $780,450.20

10% contingency: $ 78,045.02

Total including contingency: $858,495.22

Attachments:
Resolution
Contract Amendment

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD TO APPROVE A CONTRACT AMENDMENT WITH RAINES, MELTON & CARELLA, INC., IN THE AMOUNT OF $180,948.20, PLUS A 10% CONTINGENCY FOR THE SURFACE WATER TREATMENT FACILITY – PHASE I, CIP PROJECT NO. 562-5629.

WHEREAS, on December 14, 1999, City Council approved Resolution No. 99-254, approving the agreements between East Contra Costa Irrigation District (ECCID), Contra Costa Water District (CCWD) and the City of Brentwood for long-term water supply, conveyance and treatment; and

WHEREAS, on August 12, 2003, City Council approved Resolution No. 2944, authorizing the City Manager to execute a Professional Services Agreement for Raines, Melton & Carella, Inc. for the design contract for the Surface Water Treatment Facility – Phase I, CIP Project No. 562-5629; and

WHEREAS, changes and additions to the original scope of work has increased the contract amount originally requested.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve the contract amendment with Raines, Melton & Carella, Inc., in the amount of $180,948.20, plus an 10% contingency, for the Surface Water Treatment Facility – Phase I, CIP Project No. 562-5629.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 28th day of June 2005 by the following vote:

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