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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: August 12, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or designee to execute an Agreement for Professional Design Services with Carlson, Barbee & Gibson, Inc., in a not to exceed amount of $179,410, for the design of John Muir Parkway Extension - Phase II, CIP Project No. 336-31683.

Prepared by: Anthony Salam, CIP Engineering Manager

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or designee to execute an Agreement for Professional Design Services with Carlson, Barbee & Gibson, Inc. (“CBG”), in a not to exceed amount of $179,410, for the design of John Muir Parkway Extension - Phase II, CIP Project No. 336-31683 (“Phase II”).

PREVIOUS ACTION
On May 27, 2008, by Resolution No. 2008-137, City Council adopted the City’s 2008/09-2012/13 Capital Improvement Program (“CIP”), which included John Muir Parkway Extension – Phase II.

On July 22, 2008, by Resolution No. 2008-190, City Council approved and authorized the City Manager or designee to execute a Contribution Agreement between the City of Brentwood and the East Contra Costa Regional Fee and Financing Authority (“Finance Authority”) for the John Muir Parkway Extension - Phase II project.

BACKGROUND
As a requirement for the transfer of Segment 3 of the State Route 4 Bypass (“Bypass”) to Caltrans, the Finance Authority is required to fund and the State Route 4 Bypass Authority (“Bypass Authority”) is required to construct a portion of John Muir Parkway between Foothill Drive and Briones Valley Road (Phase II) located within the jurisdiction of the City of Brentwood (“City”). This extension will provide an alternate roadway and allow for the existing Concord Avenue to be vacated to accommodate the Bypass and allow the Venoco gas pipeline currently located in Concord Avenue to be moved out of the future State right-of-way.

It is the intent and desire of the City and Bypass Authority to design and construct Phase II in conjunction with the John Muir Parkway Extension/Foothill Drive - Phase I project (“Phase I”) located immediately north and adjacent to this extension, which is being managed by the City. It is currently estimated that the Bypass Authority will commence activities on its portion of John Muir Parkway in approximately 2010/2011 due to limited resources and funding commitments. Without the completion of the Phase II improvements concurrent with Phase I there will be a gap in the improved roadway from Foothill Drive to Briones Valley Road. This could make it more difficult for residents in the southern portion of the City to access the services located on and adjacent to Balfour Road. Additionally, it is anticipated that there will be economies of scale and potential cost savings associated with constructing Phase II concurrently with Phase I.

The Contribution Agreement requires the Finance Authority to reimburse the City for all actual expenses in relation to the John Muir Parkway Extension - Phase II project including costs for design, environmental, administration and construction. Reimbursement to the City will be made upon the City invoicing the Finance Authority and as funds are available in the Regional Transportation Development Impact Mitigation (“RTDIM”) Fund. However, the Contribution Agreement requires the Finance Authority to fully reimburse the City prior to June 30, 2012, regardless. The Finance Authority’s obligation is currently estimated at $2,906,250.

Phase II will replace the existing Concord Avenue west of its existing location by extending John Muir Parkway from Foothill Drive to Briones Valley Road. Phase II includes construction of approximately 1,600 feet of roadway from Foothill Drive to Briones Valley Road with two travel lanes, a center median, a bike lane, five feet of sidewalk, curb and gutter, street lights, landscaping, potable and non-potable water lines.

A request for proposals was sent to consultants for design services for Phase II. Four design consultants submitted proposals by the closing date of April 15, 2008. An evaluation panel determined that CBG is the most suitable design consultant based on its ultimate knowledge of and familiarity with the project area, and its qualifications and expertise needed to address the unique challenges of Phase II. CBG is also the design consultant for the adjacent development, namely “Vineyards.”

During the follow-up interview, CBG’s cost proposal and schedule were very favorable and acceptable to staff. Staff recommends approval of the Agreement for Professional Design Services with CBG.

FISCAL IMPACT
The John Muir Parkway Extension – Phase II, CIP Project No. 336-31683, has been included in the adopted 2008/09-2012/13 Capital Improvement Program Budget with a total budget amount of $3,177,250, which includes the estimated loan amount to the Finance Authority of $2,906,250 and $271,000 for the City’s waterlines.

Attachments:
Resolution
Agreement


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE AN AGREEMENT FOR PROFESSIONAL DESIGN SERVICES WITH CARLSON, BARBEE & GIBSON, INC., IN A NOT TO EXCEED AMOUNT OF $179,410, FOR THE DESIGN OF JOHN MUIR PARKWAY EXTENSION - PHASE II, CIP PROJECT NO. 336-31683.

WHEREAS, as a requirement for the transfer of Segment 3 of the State Route 4 Bypass (“Bypass”) to Caltrans, the East Contra Costa Regional Fee and Financing Authority (“Finance Authority”) is required to fund and the State Route 4 Bypass Authority (“Bypass Authority”) is required to construct a portion of John Muir Parkway between Foothill Drive and Briones Valley Road located within the jurisdiction of the City of Brentwood (“City”); and

WHEREAS, this extension will provide an alternate roadway and allow for the existing Concord Avenue to be vacated to accommodate the Bypass and allow the Venoco gas pipeline currently located in Concord Avenue to be moved out of the future State right-of-way; and

WHEREAS, it is the intent and desire of the City and Bypass Authority to design and construct John Muir Parkway Extension – Phase II (“Phase II”) in conjunction with the John Muir Parkway Extension/Foothill Drive - Phase I project (“Phase I”) located immediately north and adjacent to this extension, which is being managed by the City; and

WHEREAS, reimbursement to the City will be made upon the City invoicing the Finance Authority and as funds are available in the Regional Transportation Development Impact Mitigation (“RTDIM”) Fund; and

WHEREAS, without the completion of the Phase II improvements concurrent with Phase I there will be a gap in the improved roadway from Foothill Drive to Briones Valley Road; and

WHEREAS, a request for proposals was sent to consultants for design services for Phase II; and

WHEREAS, four design consultants submitted proposals by the closing date of April 15, 2008; and

WHEREAS, an evaluation panel determined that Carlson, Barbee & Gibson, Inc. is the most suitable design consultant based on its ultimate knowledge of and familiarity with the project area, and the qualifications and expertise needed to address the unique challenges of Phase II.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or designee to execute an Agreement for Professional Design Services with Carlson, Barbee & Gibson, Inc., in a not to exceed amount of $179,410, for the design of John Muir Parkway Extension - Phase II, CIP Project No. 336-31683.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular scheduled meeting held on the 12th day of August 2008 by the following vote:
 
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