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CITY COUNCIL AGENDA ITEM NO. 20

Meeting Date: December 9, 2009

Subject/Title: Adopt a Resolution authorizing the City Manager or designee to include Bid Alternate in the contract with Alhambra Electric to update and replace the existing security system at the Brentwood Family Aquatic Complex by change order in the amount of $24,468, plus 10% contingency of $2,446.80, for a total change order amount of $26,914.80 and a total contract amount of $466,778

Prepared by: Poldina Scherff, Recreation Manager

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

RECOMMENDATION
Adopt a Resolution authorizing the City Manager or designee to include Bid Alternate in the contract with Alhambra Electric to update and replace the existing security system at the Brentwood Family Aquatic Complex by change order in the amount of $24,468, plus 10% contingency of $2,446.80, for a total change order amount of $26,914.80 and a total contract amount of $466,778

PREVIOUS ACTION
On February 12, 2008, by Resolution 2008-20, City Council approved the contract documents, and awarded the Construction Contracts (Exhibit “A”) which included Bid Package #10 Electrical – which was awarded to Alhambra Electric for a contract amount of $442,310 and authorized the City Manager or designee to execute necessary documents for Senior Adult Education Center CIP 522-52280 and Aquatic Complex/Concession Stand CIP No. 522-52300 (Group C) plus 10% contingencies. City Council also rejected all bids submitted for Bid Packages #11 – Fire Sprinkler and #12 – Storefront and Glazing and directed staff to re-bid these bid packages.

On February 19, 2008 the Planning Commission approved Resolution No. 08-003 of the City of Brentwood approving a variance (V 08-03) allowing the City of Brentwood to develop a microwave communication facility, with an exception to the 35-foot height limitation of the Planned Development 43 Zone, on a new 50-foot high monopole located adjacent to the approved Senior Adult Education Center and Concession Building, north of Balfour Road and west of Griffith Lane, within the aquatic complex (APN 012-130-005), as conditioned.

On May 27, 2008, by Resolution 2008-137 City Council 1) Adopted the Negative Declaration and 2) Adopted the 2008/09-2012/13 Capital Improvement Program.

On July 22, 2008, by Resolution 2008-191 City Council awarded the bid, approving the contract documents, and authorizing the City Manager or designee to execute necessary documents for Bid Package #19 – Design/Build Communication Tower to JFC Construction, Inc. in the amount of $81,715 plus a 10% contingency of $8,171.50 for a total contract amount of $89,886.50 for Brentwood Senior Activity Center CIP No. 522-52280 (Group D).

BACKGROUND
The communication and security system are located within the Aquatic Complex which is inadequate to support both the Aquatic Complex and the new Brentwood Senior Activity Center. Space is incorporated within the new Brentwood Senior Activity Center to accommodate these systems. The work will update and replace the existing security system located at the Brentwood Aquatic Complex and connect to the new system provided at the new Brentwood Aquatic Complex including connection to the new 50 foot monopole. Since Alhambra Electric was the only bidder for the original contract, and can perform the work, staff recommends approval of the change order with Alhambra Electric.

FISCAL IMPACT
If approved, the funds associated with this change order work, $24,468, plus 10% contingency of $2,446.80 for a total change order amount of $26,914.80, will be funded by the Aquatic Complex Improvements, CIP No. 352-52403 which is included in the adopted 2008/09 – 2012/13 Capital Improvement Program.

The original contract with Alhambra Electric was awarded as part of Bid Package #10, in the amount of $442,310, will be amended for a new contract amount of $466,778. The funding for the contract is shown below:

1) $374,690 CIP # 522-52280 Brentwood Senior Activity Center
2) $67,620 CIP # 522-52300 Aquatic Complex Concession Stand
3) $24,468 CIP # 352-52403 Aquatic Complex Improvements

Attachment:
Resolution

RESOLUTION NO.

ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER OR DESIGNEE TO INCLUDE BID ALTERNATE IN THE CONTRACT WITH ALHAMBRA ELECTRIC TO UPDATE AND REPLACE THE EXISTING SECURITY SYSTEM AT THE BRENTWOOD FAMILY AQUATIC COMPLEX BY CHANGE ORDER IN THE AMOUNT OF $24,468, PLUS 10% CONTINGENCY OF $2,446.80, FOR A TOTAL CHANGE ORDER AMOUNT OF $26,914.80 AND A TOTAL CONTRACT AMOUNT OF $466,778

WHEREAS, on February 12, 2008, by Resolution 2008-20, City Council approved the contract documents, awarding the bids and authorizing the City Manager or designee to execute necessary documents for (Group C) Packages 3, 4, 6, 7, 8, 9, 10, 13, 14, 15, 16, 17; rejected Packages #11 – Fire Sprinklers and #12 – Storefront & Glazing due to the amount being significantly higher than the engineer’s estimate and re-bid these packages; and

WHEREAS, Bid package #10 was awarded to Alhambra Electric, the only bidder, without the Bid Alternate to update and replace the existing security system; and

WHEREAS, On February 19, 2008 by Resolution No. 08-003 of the City of Brentwood the Planning Commission approved a variance (V 08-03) allowing the City of Brentwood to develop a microwave communication facility, with an exception to the 35-foot height limitation of the Planned Development 43 Zone, on a new 50-foot high monopole located adjacent to the approved Senior Adult Education Center and Concession Building, north of Balfour Road and west of Griffith Lane, within the aquatic complex (APN 012-130-005), as conditioned; and

WHEREAS, On May 27, 2008, by Resolution 2008-137 City Council 1) Adopted the Negative Declaration and 2) Adopted the 2008/09-2012/13 Capital Improvement Program.

WHEREAS, On July 22, 2008, by Resolution 2008-191 City Council awarded the bid, approving the contract documents, and authorizing the City Manager or designee to execute necessary documents for Bid Package #19 – Design/Build Communication Tower to JFC Construction, Inc. for the Brentwood Senior Activity Center CIP No. 522-52280 (Group D).

WHEREAS, the City now desires Alhambra Electric to update and replace the existing security system.

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City Council authorizes the City Manager or designee to include Bid Alternate in the contract with to Alhambra Electric to update and replace the existing security system at the Brentwood Family Aquatic Complex by change order in the amount of $24,468 plus 10% contingency of $2,446.80 for a total change order amount of $26,914.80 and a total contract amount of $466,778.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on December 9, 2008 by the following vote:

 
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