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Brentwood City Commission Agenda

Meeting Date:	02/27/2023
Resolution 2023-32 - Authorizing a Project-Specific Agreement for Construction of Mountain Bike Trails in Marcella Vivrette Smith Park
Submitted by:	Jay Evans, Administration
Department:	Administration

Information

Subject

Resolution 2023-32 - Authorizing a Project-Specific Agreement for Construction of Mountain Bike Trails in Marcella Vivrette Smith Park

Background

Under a separate agenda item, the City Commission will consider a Master Agreement with SORBAMIDTN for construction and maintenance of mountain bike trails in Smith Park. That agreement outlines the roles and responsibilities of the City of Brentwood and SORBAMIDTN in a partnership to provide the specific trails to the mountain biking public. The attached agreement will provide authorization for construction of the trail that has been designed and proposed (see Exhibit A).

The proposed bike trail consists of two areas: one that will be constructed by the City of Brentwood, and one that will be constructed by SORBAMIDTN. Due to topography, the westernmost area will present more challenges than the eastern area. It is the opinion of City staff that the western area should be constructed by a professional trail construction firm under contract with the City, and that SORBAMIDTN, with its heavy reliance on volunteer labor, should construct the eastern portion. Even though the western area will be a City-led project, SORBAMIDTN will provide technical expertise and assistance as part of their obligations under the Master Agreement.

The attached agreement provides that SORBAMIDTN is authorized to construct the eastern section of the trail at its sole expense and per the design guidelines approved by City staff. The City will retain the right to specify acceptable dates and times of work, points of ingress and egress, and the types of equipment to be used. Conflicts with other park uses and events at Ravenswood Mansion will not be permitted, and the project must be coordinated such that completion coincides with the City's completion of the western part of the trail. Any construction contracts let by SORBAMIDTN for work on the trail must include terms and conditions acceptable to the City Attorney, and liability insurance requirements are specified.

The agreement is for 18 months, which should be more than adequate to complete the project. The City may terminate the agreement with 30 days written notice if deemed necessary for the public's best interest.

Please contact Assistant City Manager Jay Evans with any questions.

Staff Recommendation

Staff recommends approval of the resolution authorizing the project-specific agreement with SORBAMIDTN.

Fiscal Impact

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Fiscal Impact:

The City is not obligated to expend funds for the construction of the eastern portion of the project. Construction of the western portion will be City-funded, and $50,000 in placeholder funding was shown in the FY 2023-2028 Capital Improvements Program for that purpose. The total cost of the City's portion is not yet known, but is not expected to exceed $150,000.

Attachments
Resolution 2023-32
COB Contract # 2023-030
Signed Resolution
Signed Contract