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CITY COUNCIL AGENDA ITEM NO. 33

Meeting Date: November 13, 2007

Subject/Title: Adopt a Resolution approving the contract documents, awarding the bid and authorizing the City Manager or designee to execute necessary documents with Bay Cities Paving & Grading, Inc. in the amount of $657,000 including a 10% contingency of $65,700 for Sitework for the Senior Adult Education Center CIP No. 522-52280 and in the amount of $17,000 including a 10% contingency of $1,700 for Sitework for the Aquatic Complex/Concession Stand CIP No. 522-52300 for a total amount of $741,400

Prepared by: Poldina Scherff, Recreation Manager

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

RECOMMENDATION
Adopt a Resolution approving the contract documents, awarding the bid and authorizing the City Manager or designee to execute necessary documents with Bay Cities Paving & Grading, Inc. in the amount of $657,000 including a 10% contingency of $65,700 for Sitework for the Senior Adult Education Center CIP No. 522-52280 and in the amount of $17,000 including a 10% contingency of $1,700 for Sitework for the Aquatic Complex/Concession Stand CIP No. 522-52300 for a total amount of $741,400.

PREVIOUS ACTION
On May 27, 2003, City Council adopted the 2003/2008 CIP budgeting program of which this project is included and named Aquatic Center Community Services Facility.

On January 27, 2004, by Resolution No. 2004-26, City Council approved the start of design effort for the Community Center Replacement project located at the Aquatic Complex and
authorized staff to expend $55,000 to begin the process.

On May 25, 2004, City Council adopted the 2004/2009 CIP budgeting program of which these projects are included.

On June 8, 2004, by Resolution No. 2004-135, City Council approved the contract with RGM and Associates for construction management services of the project known as the Recreation Facility, CIP Project No. 522-52280 and the Aquatic Complex/Concession Stand, CIP Project No. 522-52300.

On May 23, 2006, by Resolution No. 2006-126, City Council adopted the 2006/07 – 2010/11 Capital Improvement Program (CIP), which included the Recreation Facility, CIP Project No. 522-52280 and the Aquatic Complex /Concession Stand, CIP Project No. 522-52300.

On June 27, 2006, by Resolution 2006-149, City Council approved and authorized the City Manager to execute Amendment No. 1 to the Agreement with RGM and Associates for construction management services reducing the current contract value from $355,300 to $125,680, including a 10% contingency of $12,568, for a new total amount of $138,248, which reflects construction management services for the project known as the Recreation Facility (Civil), CIP Project No. 522-52280 and the Aquatic Complex/Concession Stand, CIP Project No. 522-52300.

On April 17, 2007, Planning Commission Resolution No. 07-034 of the City of Brentwood approved a two-year time extension for a concession building, parking area, and landscaping associated with the Brentwood Family Aquatic Complex.

On April 17, 2007, Planning Commission Resolution No. 07-037 of the City of Brentwood approved a design review for the development of an 8,375 square foot Senior Adult Education Center and associated landscape improvements.

On June 12, 2007, by Resolution 2007-126, City Council adopted the 2007/08 – 2011/12 CIP, which included the Aquatic Complex/Concession Stand and Senior Adult Education Center projects.

On July 24, 2007, by Resolution 2007-168, City Council approved and authorized the City Manager to execute Amendment No. 3 to the Agreement with Quattrocchi Kwok Architects for Phase I construction documents, bidding serves construction administration of $40,000 and Phase II design development drawings and specifications for awarding a design-build contract, and construction documents through close-out of $180,000 including a 10% contingency of $22,000 for a total amount of $242,000 for the Senior Adult Education Center CIP Project No. 522-52280 and the Aquatic Complex/Concession Stand, CIP Project No. 522-52300.

On July 24, 2007, by Resolution 2007-169, City Council approved and authorized the City Manager to execute Amendment No. 2 to the Agreement with RGM and Associates changing the name of the Recreation Facility CIP Project No. 522-52280 to the Senior Adult Education Center CIP Project No. 522-52280, and to increase for two projects the current contract value for construction management services from $138,248 to $425,499 including a 10% contingency of $42,549.90, for a total amended amount of $468,048.90 for the Senior Adult Education Center CIP Project No. 522-52280 and the Aquatic Complex/Concession Stand, CIP Project No. 522-52300.

On August 28, 2007, by Resolution 2007-196, City Council accepted the withdrawal of N.E. Carlson’s bid and returned the bid security; awarded the bid and approved and authorized the City Manager or designee to execute a Pre-Engineered building design and construction contract and necessary documents with Kimmel Construction, Inc. in the amount of $774,722.00 including a 10% contingency of $77,472.20 for a total amended amount of $852,194.20 for the Senior Adult Education Center, CIP Project No. 522-52280.

BACKGROUND
Staff began working with Quattrocchi Kwok Architects and RGM and Associates as directed by City Council on January 27, 2004. Staff has subsequently received direction to modify the project previously referred to as the “Recreation Facility” CIP project, to construct the “Senior Adult Education Center CIP Project No. 522-52280 and Aquatic Complex/Concession Stand CIP Project No. 522-52300”. As pricing for the services of pre-construction and construction oversight services has changed, staff amended the agreement dated June 8, 2004 with Quattrocchi Kwok Architects and RGM and Associates.
This project is a multi-prime project with the first major element of construction being the pre-engineered construction design and construction contract. The second element is the “Sitework” project which includes furnishing all labor, materials, equipment, and performing all work necessary and incidental to the Senior Adult Education Center and Aquatic Complex/Concession Stand. Staff worked with the architect and construction management team to initiate the bid of this portion of the work. The project bids were opened on November 1, 2007 with six contractors submitting bids:

CONTRACTOR BID AMOUNT
Bay Cities Paving & Grading $674,000
Granite Construction Company $794,000
GradeTech Inc. $848,800
H.S.R. Inc. $886,000
O.C. Jones & Sons, Inc. $943,430
Tidelands Construction Company $989,067

The lowest bid was submitted by Bay Cities Paving & Grading, Inc. in the amount of $674,000. RGM and Associates reviewed the bid and compared it to the original budget and it is within the range included in the project contingency for this scope of work. It is staff’s recommendation to award the contract to Bay Cities Paving & Grading, Inc. and move forward with the project. A groundbreaking ceremony will be announced and take place in December 2007. Staff continues to work toward the completion of the remaining design and anticipates bidding construction of buildings in early winter. Staff anticipates project completion to occur in fall of 2008.

FISCAL IMPACT
The fiscal impact for the Aquatic Complex/Concession Stand, CIP No. 522-52300, is $17,000, plus a 10% contingency of $1,700, for a total amount of $18,700. The fiscal impact for the Senior Adult Education Center, CIP No. 522-52280, is for $657,000, plus a 10% contingency of $65,700, for a total amount of $741,400. The funds associated with this work are included in the 2007/08-2011/12 Capital Improvement Program which includes the Aquatic Complex/Concession project and the Senior Adult Education Center project.

Attachments:
Resolution
Agreement


RESOLUTION NO.

ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS, AWARDING THE BID AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE NECESSARY DOCUMENTS WITH BAY CITIES PAVING & GRADING, INC. IN THE AMOUNT OF $657,000 INCLUDING A 10% CONTINGENCY OF $65,700 FOR SITEWORK FOR THE SENIOR ADULT EDUCATION CENTER, CIP PROJECT NO. 522-52280 AND THE AMOUNT OF $17,000 INCLUDING A 10% CONTINGENCY OF $1,700 FOR SITEWORK FOR THE AQUATIC COMPLEX/CONCESSION STAND CIP NO 522-52300 FOR A TOTAL AMOUNT OF $741,400.

WHEREAS, on May 27, 2003, City Council approved the 2003/2008 CIP Program which this project was included and named Aquatic Center Community Service Facility; and

WHEREAS, on January 27, 2004, City Council approved the start of design for the Recreation Facility project and authorized staff to expend $55,000 to begin the process; and

WHEREAS, on May 25, 2004 City Council adopted the 2004/2009 CIP budgeting program of which these projects were included; and

WHEREAS, on April 17, 2007 City Council approved a two-year time extension for a concession building, parking area, and landscaping associated with the Brentwood Family Aquatic Complex; and

WHEREAS, on April 17, 2007 the design review for the Senior Adult Education Center was approved by the Planning Commission; and

WHEREAS, on July 24, 2007 City Council approved Amendment No. 2 to the Agreement with RGM and Associates and Quattrocchi Kwok Architects Amendment No. 3 for the Senior Adult Education Center, CIP Project No. 522-52280 and for the Aquatic Complex/Concession, CIP Project No. 522-52300, and change the name of the Recreation Facility CIP Project No. 522-52280 to Senior Adult Education Center CIP Project No. 522-52280; and.

WHEREAS, on August 28, 2007, by Resolution 2007-196, City Council accepted the withdrawal of N.E. Carlson’s bid and returned the bid security; awarded the bid and approved and authorized the City Manager or designee to execute a Pre-Engineered building design and construction contract and necessary documents with Kimmel Construction, Inc.; and

WHEREAS, City Council approved the 2007/2012 the CIP budgeting program of which these projects are included; and

WHEREAS, six bids were submitted on November 1, 2007 for Sitework for the Senior Adult Education Center and Aquatic Complex/Concession Stand and the lowest bidder, Bay Cities Paving & Grading, Inc., submitted a bid in the amount of $674,000.


NOW THEREFORE BE IT RESOLVED that the City Council awards the bid for the sitework for the Senior Adult Education Center and Aquatic Complex Concession Stand to Bay Cities Paving & Grading, Inc. and further authorizes the City Manager to execute all necessary documents and change orders with a 10% contingency in the amount of $67,400 for a total authorized amount of $741,400.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on November 13, 2007 by the following vote:

 
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