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CITY COUNCIL AGENDA ITEM NO. 4


Meeting Date: April 10, 2007

Subject/Title: Adopt a Resolution awarding the bid and approving and authorizing the City Manager or designee to execute a Construction Contract and necessary documents with Shade America in the amount of $73,263.95, plus $736.00 contingency, for a total amount of $74,000 for the Crusade for Shade CIP Project, No. 352-52390, and also amending the CIP Budget Sheet for the Crusade for Shade CIP Project, No. 352-52390.

Prepared by: Ken De Silva, Landscape/Facilities Manager

Submitted by: Craig Bronzan, Director of Parks and Recreation


RECOMMENDATION
Adopt a Resolution awarding the bid and approving and authorizing the City Manager or designee to execute a Construction Contract and necessary documents with Shade America in the amount of $73,263.95, plus $736.00 contingency, for a total amount of $74,000 for the Crusade for Shade CIP Project, No. 352-52390, and also amending the CIP Budget Sheet for the Crusade for Shade CIP Project, No. 352-52390.

PREVIOUS ACTION
On May 24, 2005, by Resolution No. 2005-115, City Council adopted the City’s 2005/06 – 2009/10 Capital Improvement Program (CIP), which included the Crusade for Shade, CIP Project No. 352-52390. On May 23, 2006, by Resolution No. 2006-126, City Council adopted the City’s 2006/07 – 2010/11 Capital Improvement Program (CIP), which included the Crusade for Shade, CIP Project No. 352-52390.

BACKGROUND
Approximately three years ago, the local Mom’s Club identified to the City of Brentwood’s Park and Recreation Commission the need to provide more shade to local play areas in City parks. After reviewing several of the most commonly used parks, they identified Orchard Park as the first park in need of having a shade structure installed. The City stated that it would match funds raised by the Brentwood Mom’s Club up to $50,000.

The Brentwood Mom’s Club, to date, has provided the City with funding of $37,000. Their first check, in the amount of $20,000, was provided to the City of Brentwood on March 2, 2006. On June 12, 2006 they provided us a check for $5,000 and on June 30, 2006 we received a check for $2,000. Before the City Council meeting of April 10, 2007 they are expected to provide the City of Brentwood with an additional check for $10,000. With the City’s matching contribution of $37,000 in this fiscal year, we currently would be able to spend $74,000 for this project.

Because of the scope of this project, we were obligated to bid this out as a public works project. Park staff drafted appropriate documents that were reviewed by the City Attorney’s office and the Engineering Division of the Public Works Department. Staff received four bids from manufacturers (see attached bid spreadsheet), of which three were incomplete. Shade America’s bid was reviewed and is in order. Unfortunately, the bid came in higher than the approved budget for the FY 2006/07 Crusade for Shade CIP project. In meeting with representatives of the Mom’s Club, it was recommended to award for Structures #1, #2, and #4 for a total of $73,263.95, plus $736.00 contingency, for a total of $74,000. Shade America has confirmed they will hold the price as bid, minus Structure #3. If at a later date, additional funds for shade structures is raised any requests for City matching funds must be brought to the City Council for consideration.

We have not needed to perform any maintenance to other structures used at several park sites by the same manufacturer. Existing shade structures from this manufacturer have proven to be very cost effective. These structures are intended to provide shade until the tree canopy next to the play area is adequate to provide needed shade in about 12-15 years. At that point, the City may decide to remove, or relocate the structures.

FISCAL IMPACT
The Crusade for Shade CIP Project, No. 352-52390, is included in the adopted 2006/07 – 2010/11 Capital Improvement Program. The low bid amount of $73,263.95, plus $736.00 contingency, for a total of $74,000, is higher than the amount in the budget; therefore, staff is recommending the project budget be amended to reflect the $4,000 increase required for the project. Of this $4,000, Staff is requesting an additional $2,000 from the General Fund, with the remaining $2,000 coming from Mom’s Club contributions. Staff has confirmed with the Finance Department that there are sufficient funds to cover the proposed amended budget.

Original Budget Amended Budget Difference
Construction $ 70,000 $ 74,000 $ 4,000
Project Administration $ 0 $ 0 $ 0
Land/ROW/Acquisitions $ 0 $ 0 $ 0
Total Project Budget $ 70,000 $ 74,000 $ 4,000



ATTACHMENTS
Resolution
Contract bid document
Bid Proposal
Bid sheet spreadsheet
Amended CIP sheet


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AWARDING THE BID AND APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A CONSTRUCTION CONTRACT AND NECESSARY DOCUMENTS FOR THE CRUSADE FOR SHADE, CIP PROJECT NO. 352-52390, WITH SHADE AMERICA IN THE AMOUNT OF $73,263.95, PLUS $736.00 CONTINGENCY, FOR A TOTAL AMOUNT OF $74,000 AND ALSO AMENDING THE CIP BUDGET SHEET FOR THE CRUSADE FOR SHADE, CIP PROJECT NO. 352-52390.


WHEREAS, On May 24, 2005, by Resolution No. 2005-115, City Council adopted the City’s 2005/06 – 2009/10 Capital Improvement Program (CIP), which included the Crusade for Shade, CIP Project No. 352-52390 and

WHEREAS On May 23, 2006, by Resolution No. 2006-126, City Council adopted the City’s 2006/07 – 2010/11 Capital Improvement Program (CIP), which included the Crusade for Shade, CIP Project No. 352-52390.

WHEREAS, the project was advertised on March 9, 2007, and bids were invited on March 9, 2007 through a closing date of March 16, 2007 by 5:00pm; and

WHEREAS, a total of one complete bid was received by Shade America by the closing date of March 16, 2007 at 5:00pm; and

WHEREAS, staff is recommending that the CIP Budget for the Crusade for Shade be increased $4,000 to reflect the additional $2,000 from the General Fund and $2,000 from the Mom’s Club; and

WHEREAS, the Finance Department has confirmed that there are sufficient funds to cover the proposed amended budget; and

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood does hereby award the bid and approve and authorize the City Manager or designee to execute a Construction Contract and necessary documents for the Crusade for Shade, CIP Project No. 352-52390, to Shade America in the amount of $73,263.95, plus $736.00 contingency, for a total amount of $74,000 and also amending the CIP Budget Sheet for the Crusade for Shade, CIP Project No. 352-52390.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 10th day of April, 2007 by the following vote:








 

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