HomeMy WebLinkAbout12/16/2015 - STAFF REPORTS - 2.M. �O,?ALM SA9
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Q41F00% City Council Staff Report
DATE: December 16, 2015 CONSENT CALENDAR
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID THE JAMES O. JESSIE DESERT
HIGHLAND UNITY CENTER OUTDOOR PERFORMANCE STAGE AND
OUTDOOR BALL FIELD LIGHTING PROJECT, CITY PROJECT NO. 14-
18
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
The City is the recipient of a Housing-Related Parks (HRP) Program grant from the
State of California, Department of Housing and Community Development (HCD) in the
amount of $266,575 for park and recreational improvements at the James O. Jessie
Desert Highland Unity Center. The construction documents (plans and specifications)
have been completed, and in accordance with Section 7.03.040 of the Procurement and
Contracting Code the City Council is required to approve and adopt plans, specifications
and working details, and authorize the bid request for all public projects in excess of
$100,000. Approval of this action will allow staff to proceed with bidding of this capital
project, with an estimated cost of$570,000.
RECOMMENDATION:
1. Approve an additional budget appropriation of $225,000 from the Measure J Capital
Improvement Fund contingency reserve to Account No. 260-4500-59401; and
2. Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the James O. Jessie Desert Highland Unity Center Outdoor
Performance Stage and Outdoor Ball Field Lighting Project, City Project No. 14-18.
STAFF ANALYSIS:
On November 5, 2014, the City Council executed an agreement with the State of
California for the HRP grant which is to award cities to make park and recreational
improvements in communities where affordable residential units have been built, on a
per-bedroom basis. The amount designated for the proposed project was calculated on
ITEM NO.
City Council Staff Report
December 16, 2015 -- Page 2
Authorization to Bid CP14-18
the Rosa Gardens Apartments total bedroom count. The closest facility to Rosa
Gardens is the James O. Jessie Desert Highland Unity Center. The proposed
improvements include a new outdoor performance stage with ball field seating (funded
with the HRP grant), as well as new outdoor ball field lighting funded through the
Measure J Capital Fund. A copy of the November 5, 2014, staff report is included as
Attachment 1.
Earlier this year, staff requested a proposal from its on-call Architect, Interactive Design
Corporation (IDC), to prepare the construction drawings for the James O. Jessie Desert
Highland Unity Center Outdoor Performance Stage and Outdoor Ball Field Lighting
Project, City Project No. 14-18 (the "Project'). Subsequently, on June 8, 2015, the City
Manager approved a Professional Services Agreement (A6697), in the amount of
$14,900 with IDC for the required design services. The scope of work of the Project
includes construction of a raised outdoor performance stage, retaining walls, concrete
sidewalk, concrete access ramps, concrete stairway with metal handrails, boulders,
imported fill, modification to landscaping, modification to electrical, re-orientation of ball
field, removal and installation of sport lighting equipment including foundation and all
other appurtenant work.
The location of the Project is shown in Figure 1, and a vicinity map is included as
Attachment 2.
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Figure 1
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City Council Staff Report
December 16, 2015-- Page 3
Authorization to Bid CP14-18
The construction drawings prepared by IDC have been reviewed and approved by the
Building Department for compliance with required Building Codes. The construction
drawings are on file with the Public Works and Engineering Department. Staff
recommends that City Council approve the plans and authorize staff to formally solicit
construction bids for the Project.
With City Council's approval, staff will advertise the project in the Desert Sun, submit
the Notice Inviting Bids to plan rooms, and provide the bid documents available free of
charge to prospective bidders. A copy of the construction drawings and contract
specifications for the Project are on file with the Public Works & Engineering
Department. The following tentative schedule has been identified for the bid process:
Notice Inviting Bids posted and issued: December 17, 2015
Deadline for receipt of bids: 3:00 PM, January 28, 2016
Contract awarded by City Council: February 17, 2016
Pre-Purchase of Outdoor Sport Lightin-g Equipment
As part of Fiscal Year 2012/13, funding in the amount of $80,000 from the Measure J
Capital Project Fund was previously budgeted to replace three (3) outdoor ballfield
lighting poles and fixtures to allow night time games without any safety concerns at
Desert Highland Park. Staff recommends that the scope of the Project include
replacement of all existing outdoor ball field lighting poles and fixtures with new sport
lighting equipment to accommodate reorientation of the ballfield and construction of the
new outdoor performance stage.
Staff recommends that the City directly pre-purchase the outdoor ballfield lighting and
assign them to the City's contractor, rather than include purchase of the lighting as part
of the bid. Pre-purchase of these lights will eliminate excessive overhead and profit
added to the price by the City's contractor, and will minimize delay in completing the
Project by advancing the lead-time required to manufacture the outdoor sport lighting
equipment.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEO ). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15303 "New Construction or Conversion of
Small Structures," Class 3 projects consist of construction and location of limited
numbers of new, small facilities or structures such as electrical, and other utility
03
City Council Staff Report
December 16, 2015-- Page 4
Authorization to Bid CP14-18
extensions, as well as, accessory (appurtenant) structures, therefore, the James O.
Jessie Desert Highland Unity Center Outdoor Performance Stage and Outdoor Ball
Field Lighting Project, City Project. No. 14-18, is considered categorically exempt from
CEQA, and a Notice of Exemption has been prepared and will be filed with the
Riverside County Clerk. A copy of the Notice of Exemption is included as Attachment
3.
FISCAL IMPACT:
As part of the 2012/2013 fiscal year budget, the City Council appropriated $80,000 from
the Measure J Capital Fund for repairs/replacement of existing ballfield lighting at
Desert Highland Park. Subsequently, in 2014 the City was awarded the HRP Program
grant in the amount of $266,575. IDC has prepared a final construction estimate for the
Project which segregates the estimate for the outdoor performance stage and related
improvements ($238,525) and the ballfield sports lighting (Option 1 — replacement of all
6 lights) ($256,400). The estimated cost to replace all outdoor ballfield lighting exceeds
the initial budget appropriated in the 2012/2013 fiscal year budget. On November 19,
2015, the Measure J Commission recommended that the City Council approve an
additional $225,000 appropriation from the Measure J Capital Fund to accommodate
replacement of all of the outdoor ballfield lighting at Desert Highland Park. On the basis
that the City Council approves the additional Measure J appropriation, the estimated
Project budget and incurred expenditures are identified in Table 1 .
Table of Project Costs Amount
HRP Program Grant $266,575
FY12/13 Measure J Fund $80,000
FY15/16 Measure J Fund (Proposed) $225,000
Design Services $14,900
Pre-Purchased Lights $114,000
Project Administration (through 11/15/15 $3,693
Project Administration Estimated $5,000
Construction Support Estimated $50,000
Construction Contract Estimated $380,000
Remaining Budget $3,982
Table 1
Staff recommends that the City Council approve an additional budget appropriation of
$225,000 from the Measure J Capital Improvement Fund contingency reserve to
Account No. 260-4500-59401.
04
City Council Staff Report
December 16, 2015-- Page 5
Authorization to Bid CP14-18
SUBMITTED:
Prepared by: Approved by:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Es
Assistant City Manager/City Engineer City Manager
Attachments:
1. Vicinity Map
2. November 5, 2014, City Council staff report
3. CEQA Notice of Exemption
4. Cost Estimate
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ATTACHMENT 1
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Department of Public Works and Engineering
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ATTACHMENT 2
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City Council Staff Report
DATE: November 5, 2014 CONSENT CALENDAR
SUBJECT: APPROVE RESOLUTION AUTHORIZING THE EXECUTION OF THE
STATE STANDARD AGREEMENT FOR THE HOUSING-RELATED PARKS
(HRP) PROGRAM GRANT WITH THE STATE OF CALIFORNIA
FROM: David H. Ready, City Manager
BY: Department of Community& Economic Development
SUMMARY
This action would allow for the acceptance of a State of California, Department of Housing
and Community Development (HCD) Housing-Related Parks (HRP) Program grant for
improvements at the James O. Jessie Desert Highland Unity Center and Park located at 480
West Tramview Road,
RECOMMENDATION:
1) Approve Resolution No. °A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF PALM SPRINGS, CALIFORNIA, AUTHORIZING EXECUTION OF
STATE STANDARD AGREEMENT FOR HOUSING RELATED PARKS (HRP)
PROGRAM GRANT"
STAFF ANALYSIS:
On November 20, 2013, the City Council approved the submission of this grant application,
described above which is awarded to cities to make park improvements in communities
where affordable units have been built, on a per-bedroom basis. The amount was
calculated on the Rosa Gardens Apartments total bedroom count. This apartment project
provides affordable rents for extremely low, very low and low income households.
The grant funds are intended to improve a Park and Recreational Facility within a quarter
mile radius from the affordable residential development. The closest facility to Rosa
Gardens is the James O. Jessie Desert Highland Park and Unity Center. The
improvements will include construction of a new outdoor performing arts stage with ball
field seating which is being coordinated into the Measure J funds for new ball diamond
light poles and fixture replacement project.
The City met all four minimum threshold criteria to participate in the Program:
1. Housing Element Compliance;
2. Annual Progress Report (APR);
3. Eligible Units Documentation; and
4. Minimum Grant Amount of$75,000.
ITEM NO.
09
City Council Staff Report
November 5, 2014—Page 2 of 2 Pages
HCD HRP Program Grant Acceptance
The grant application deadline was January 22, 2014. The City was eligible for $149,300,
but when HCD announced the final grant award on July 1st, Palm Springs had been funded
at $266,575. Certain bonus incentives increased the award by$117,275.
The City has been notified twice that due to the high number of awardees, the HCD
Standard Agreement would be delayed. On October 8th, HCD also requested a revised
resolution, which includes the announced grant award amount.
This revised resolution does not delay the contracting process for the work and does not
impact the City's ability to encumber funds against its award immediately upon execution
of the Standard Agreement. Once HCD receives the revised resolution, the City will be
able to request disbursement of the funds via reimbursement or cash advance. The funds
must be requested no later than April 30, 2016 and fully expended by June 30, 2016.
FISCAL IMPACT:
There are no matching fund contributions required of the City and no direct fiscal impact to
the General Fund. These dollars are the City's eligible funds from the CA Department of
Housing and Community Development's Housing-Related Park (HRP) program.
DALE E. CO K, JR. JOHAI S. YMOND
Community Development Administrator muni Economic Development Director
DAVID H. READY, E
SQ'#
City Manager
ATTACHMENT:
1. Resolution
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF PALM SPRINGS, CALIFORNIA,
AUTHORIZING EXECUTION OF STATE
STANDARD AGREEMENT FOR HOUSING
RELATED PARKS (HRP) PROGRAM GRANT.
WHEREAS, the State of California, Department of Housing and Community
Development (Department) issued a Notice of Funding Availability (NOFA),
dated October 2, 2013, under its Housing Related Parks (HRP) Program; and
WHEREAS, by Resolution No. 23469, the City of Palm Springs (Applicant) was
authorized to apply for a HRP Program grant and submitted the 2013 Designated
Program Year (2013 DPR) Application Package released by the Department for
the HRP Program; and
WHEREAS, the Department is authorized to approve funding allocations for the
HRP Program, subject to the terms and conditions of the NOFA, Program
Guidelines, Application Package, and Standard Agreement; and
WHEREAS, the Department awarded the Applicant an HRP Program Grant on
July 1, 2014 in the amount of $266,575 as a conditional commitment of grant
funds.
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. Applicant is hereby authorized and directed to enter into, execute,
and deliver a State of California Standard Agreement (Standard
Agreement), in a form acceptable to the City Attorney, for a HRP
Program Grant in the amount of $266,675, and any and all other
documents required or deemed necessary or appropriate to secure
the HRP Program Grant from the Department, and all amendments
thereto (collectively, the "HRP Program Grant Documents").
SECTION 2. Applicant shall be subject to the terms and conditions as specked in
the Standard Agreement. Funds are to be used for allowable capital
asset project expenditures to be identified in Exhibit A of the
Standard Agreement. The application in full is incorporated as part
of the Standard Agreement Any and all activities funded,
information provided and timelines represented in the application are
enforceable through the Standard Agreement. Applicant hereby
agrees to use the funds for eligible capital asset(s) in the manner
presented in the application as approved by the Department and in
accordance with the NOFA and Program Guidelines and Application
Package. 1 1
Resolution No.
Page 2 of 2 Pages
SECTION 3. That the City Manager is authorized to execute the HRP Grant
Documents as required by the Department for participation in the
HRP Program, and the Contracts/Agreements, in a form
acceptable to the City Attorney.
ADOPTED this_day of November 2014.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
1, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. is a full, true and correct copy, and was duly adopted at a
regular meeting of the City Council of the City of Palm Springs on November
2014, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
James Thompson, City Clerk
City of Palm Springs, California
CNe RP/CWC_,kw&C yn9_00 Roso_HRP.Wvl4 12
ATTACHMENT 3
NOTICE OF EXEMPTION
To: ❑ Office of Planning and Research From: City of Palm Springs
1400 Tenth Street, Room 121 3200 E.Tahqultz Canyon Way
Sacramento,CA 95814 Palm Springs,CA 92262
® Clerk of the Board
County of Riverside
P.O. Box 751
Riverside,CA 92502-0751
Project Title: James 0 Jessie Desert Highland Unity Center Outdoor Performance Stage and Outdoor Ball Field Lighting.
City Prolect No. 15-21
Project Applicant: City of Palm Springs
Project Location(Specific):James O.Jessie Desert Highland Unity Center is located at 480 W.Tramview Road.
Project Location(City): City of Palm Springs Project Location(County): Riverside
Project Description: The scope of work includes the construction of a raised outdoor performance stage, retaining walls,
concrete sidewalk, concrete access ramps (ADA compliant), concrete stairway with metal handrails, boulders, imported fill,
modification to landscaping, modification to electrical, reorientation of ball field, removal and installation of sport lighting
equipment including foundation and all other appurtenant work.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Our Project: City of Palm Springs, Public Works&Engineering Department
3200 E.Tahquitz Canyon Way, Palm Springs, CA 92262
Exempt Status: (check one)
❑ Ministerial (Sec.21080(b)(1); 15268);
❑ Declared Emergency(Sec.21080(b) (3); 15269(a));
❑ Emergency Project(Sec. 21080(b)(4); 15269(b)(c));
® Categorical Exemption. State type and section number: 15303 Class 3(d)&(a)—New Construction or
Conversion of Small Structures
❑ Statutory Exemptions. State code number:
Reasons why project is exempt: Class 3 consists of construction and location of limited numbers of new, small facilities or
structures. Water main, sewage, electrical, gas, and other utility extensions, including street improvements, of reasonable
length to serve such construction. Additionally, accessory (appurtenant) structures including garages, carports, patios,
swimming pools, and fences. Therefore, the James 0. Jessie Desert Highland Unity Center Outdoor Performance Stage and
Outdoor Ball Field Lighting, City Project No. 15-21, is considered categorically exempt from CEOA
Lead Agency Contact Person: Savat Khamohou,P.E. Area Code/Telephone/Extension: (760)323-8253x8744
If filed by applicant:
1.Attach certified docum of ex ption finding.
2.Has a Notice am n filed by the public agency approving the project?❑Yes ❑No
Signature: Date: 11/15/15 Title: Asst. Director of Public Works/Asst. City Engineer
® Signed by Lead Agency❑Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code Date received for filing at OPR:
Reference: Sections 21108,21152, and 21152.1, Public Resources Code.
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ATTACHMENT 4
1s
JOJ OUTDOOR PEFORMANCE STAGE
Professional Opinion of Project Probable Cost
Stage Area = 1.000 SF
Total Site Area of Work= 11,300 SF
Description % $ Subtotals
I PROJECT-Stage Area
Stage Area Site
Concrete Stage&Flatwork $ I5.00 3000 SF $45,000
CMU retaining walls $ 80.00 500 LF $40,000
Precise Grading/Demo $ 33.00 1500 Cy $49,500
Stain Boulders&Concrete $ 1,00 5000 SF $5,000
Misc Utilities/Site Accessories $ 5,000.00 1 EA $5,000
Electricity $ 8,000.00 I EA $8,000
Landscape $ 3.00 4000 SF $12,000
SUBTOTAL $I64,500
GC Overhead and Profit 30% $49,350
Contingency 15% $24,675
Total CONSTRUCTION
SUMMARY
Stage Construction $238,525
Design/Eng. Consultant's Fees $35,779
Total PROJECT Probable CONSTRUCTION Cost
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1111012015 Interactive Design Corporation I
JO) OUTDOOR SPORT LIGHTING REPLACEMENT
Professional Opinion of Project Probable Cost
Description %: $ Subtotals
PROJECT-Sport Lighting Replacement OPTION I
I Material-City to purchase $ 19.000.00 6 - ea $114,000
Pre-cast Footings -
Light Poles&Fixtures
Controls
Total Material $1 14,000
2 Installation
Demolition of existing lights $ 9.000.00 1 LS $9.000
Reroute irrigation lines $ 3,000.00 1 LS $3,000
New conduit to Meter Room $ 3,000.00 1 LS $3,000
Outdoor Lighting Installation $ 6,000.00 6 EA $36,000
Trenching conduit&Wires $ 16,000.00 1 L$ $16.000
SUBTOTAL $52,000
Contingency 15% $7,800
GC Overhead and Profit 30% $15,600
Total Installation $142,400
TOTAL-OPTION 1 $256,400
P0.0JECT-Sport Lighting Replacement OPTION 2
I Material-City to purchase $ 19,000.00 4 ea $76.000
Pre-cart Footings
Light Poles&Fixtures I,
Controls
Total Material $76,000
2 Installation
Demolition of wasting lights $ 9.000.00 1 Ls $9.000
Reroute irrigation lines $ 3.000.00 I LS $1000
New conduit to Meter Room $ 3,000.00 I LS $3A00
Outdoor Luting Installation $ 6,000.00 4 EA $24,000
Trenching conduit,&Wires $ 14,000.00 I LS $14.000
SUBTOTAL_ _ $38.000
�- Contingency 15% $5.700
GC Overhead and Profit 30% $1 1.400
Total Installation $108,100
TOTAL-OPTION 2 $184,100
SUMMARY
I OPTION I-Parts&Labor $256,400
2 OPTION 2-Parts&Labor $184,100
Design/Eng.Consultant's Fee $25,640
Soils Inspection&Test _ $1Z820
Total PROJECT Probable CONSTRUCTION Cost for OPTIft I $294,860.
Total PROJECT Probable CONSTRUCTION Cast for OPTION 2 $222,560
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