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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: August 9, 2005

Subject/Title: Adopt a Resolution authorizing the City Manager to execute Contract Amendments with Marina Mechanical, in the amount of $52,454, plus a 10% contingency and Metal Building Company, in the amount of $3,697.50, plus a 10% contingency for additional services associated with the City Data Center, CIP Project No. 337-3709.

Prepared by: Engineering: M. Huber
Finance: G. Leech

Submitted by: Administration: K. Chew

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute contract amendments with Marina Mechanical in the amount of $52,454, plus a 10% contingency of $5,245.40, for a total of $57,699.40 and Metal Building Company in the amount of $3,697.50, plus a 10% contingency of $369.75, for a total of $4,067.25, for the City Data Center, CIP Project No. 337-3709.

PREVIOUS ACTION
On September 14, 2004, by Resolution No. 2004-213, City Council awarded the contract to Marina Mechanical for the New Police Station / City Data Center (Group B), Bid Package #6 – Mechanical HVAC.

On November 9, 2004, by Resolution No. 2004-253, City Council awarded the contract to Metal Building Company for the New Police Station / City Data Center (Group C), Bid Package #11 – Metal Building / Overhead Doors.

On May 24, 2005, by Resolution No. 2005-115, City Council approved the 2005/06 – 2009/10 Capital Improvement Program, which included the City Data Center, CIP Project No. 337-3709.

BACKGROUND
At the time the New Police Facility design was complete, the inclusion of the City Data Center’s operational needs had not yet been determined. The decision to include the Data Center “area”, as part of Bid Package Group B, allowed staff to begin the process of working with the contractor that was awarded the New Police Facility project bid, as to what the Data Center would need to operate and connect into the existing systems.

Staff met with the mechanical contractor (Marina Mechanical) to determine what cooling and heating systems would be necessary to support the Data Center room and the City’s computer equipment. Staff obtained three bids and purchased the necessary equipment as it was determined that a separate HVAC unit needed to be purchased and installed to support the Data Center area. It was further determined that in order to keep the consistency of the HVAC systems and connections into the New Police Facility, Marina Mechanical should install the equipment as they have the most knowledge of the new systems installed at the New Police Facility. In order to support the new units, it is necessary to add additional supports at the roofline (roof support angles) which necessitates a contract amendment with Metal Building Company for $3,697.50 for this work.

FISCAL IMPACT
While there is sufficient contingency left in the contracts for the New Police Facility for these additional costs, staff believes that since these costs are solely related to the City Data Center project, they should be reflected in the costs associated with the construction of this project.

The fiscal impact associated with the Data Center project for the contract amendment with Marina Mechanical is $52,454, plus a 10% contingency and Metal Building Company is $3,697.50, plus a 10% contingency and both are included within the City Data Center’s project budget, which was submitted May 24, 2005 and approved by City Council as part of the Capital Improvement Program. The total contract amount with Marina Mechanical for the Data Center is $54,654.00 and total contract amount with Metal Building Company is $18,697.50.

Marina Mechanical:
Original Contract: $ 2,200.00
Amendment One $ 52,454.00
Subtotal: $ 54,654.00

10% contingency: $ 5,465.40 Total with a 10% contingency $60,119.40

Metal Building Company:
Original Contract: $ 15,000.00
Amendment One: $ 3,697.50
Subtotal: $ 18,697.50

10% contingency: $ 1,869.75 Total with a 10% contingency $20,567.25

Attachments:
Resolution
Contract Amendments
Site Map

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENTS WITH MARINA MECHANICAL IN THE AMOUNT OF $52,454, PLUS A 10% CONTINGENCY OF $5,245.40, FOR A TOTAL OF $57,699.40 AND METAL BUILDING COMPANY IN THE AMOUNT OF $3,697.50, PLUS A 10% CONTINGENCY OF $369.75, FOR A TOTAL OF $4,067.25 FOR THE CITY DATA CENTER, CIP PROJECT NO. 337-3709.

WHEREAS, on September 14, 2004, by Resolution No. 2004-213, City Council awarded the contract to Marina Mechanical for the New Police Station / City Data Center (Group B), Bid Package #6 – Mechanical HVAC; and

WHEREAS, on November 9, 2004, by Resolution No. 2004-253, City Council awarded the contract to Metal Building Company for the New Police Station / City Data Center (Group C), Bid Package #11 – Metal Building / Overhead Doors; and

WHEREAS, at the time the New Police Facility design was complete, the inclusion of the Data Center and operational needs had not yet been determined; and

WHEREAS, the mechanical contractor (Marina Mechanical) determined what cooling and heating systems would be necessary to support the Data Center room and the necessary equipment was purchased; and

WHEREAS, it was further determined that in order to keep the consistency of the HVAC systems and connections into the Police Facility, Marina Mechanical should do the installation of the equipment; and

WHEREAS, in order to support the new units, additional supports were required at the roofline (roof support angles) which necessitates a contract amendment with Metal Building Company.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood that the City Manager is authorized to execute contract amendments with Marina Mechanical in the amount of $52,454.00, plus a 10% contingency and Metal Building Company in the amount of $3,697.50, plus a 10% contingency, for the City Data Center, CIP Project No. 337-3709.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 9th day of August 2005 by the following vote:

AMENDMENT ONE
TO
AGREEMENT

This Amendment is entered into on August 9, 2005, by and between the City of Brentwood and Marina Mechanical.

WHEREAS, on the 14th day of September 2004, the City of Brentwood entered into a contract with Marina Mechanical for CIP Project No. 337-3142, New Police Station and CIP Project No. 337-3709, Data Center.

NOW, THEREFORE, IT IS AGREED as follows:

1. Article 5, of the original contract, entitled Contract Sum is amended to increase the contract amount to $54,654.00.
2. All other terms remain unchanged.

Marina Mechanical

By Dated:

City of Brentwood

By Dated:
Donna Landeros, City Manager

Attest:

By Dated:
Cynthia Garcia, Interim City Clerk

AMENDMENT ONE
TO
AGREEMENT

This Amendment is entered into on August 9, 2005, by and between the City of Brentwood and Metal Building Company.

WHEREAS, on the 9th day of November 2004, the City of Brentwood entered into a contract with Metal Building Company for CIP Project No. 337-3142, New Police Station and CIP Project No. 337-3709, Data Center.

NOW, THEREFORE, IT IS AGREED as follows:

1. Article 5, of the original contract, entitled Contract Sum is amended to increase the contract amount to $18,697.50.
2. All other terms remain unchanged.

Metal Building Company

By Dated:

City of Brentwood

By Dated:
Donna Landeros, City Manager

Attest:

By Dated:
Cynthia Garcia, Interim City Clerk

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