HomeMy WebLinkAbout7/15/2015 - STAFF REPORTS - 2.N. iy
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CITY COUNCIL STAFF REPORT
DATE: July 15, 2015 CONSENT CALENDAR
SUBJECT: APPROVAL TO AWARD THE AIRPORT LANDSCAPE CONVERSION
PROJECT, CITY PROJECT NO. 15-22
FROM: David H. Ready, City Manager
BY: Office of the City Manager
SUMMARY
This action will authorize the City Manager to award a construction contract for the
Airport Landscape Conversion Project, City Project No. 15-22, during the City Council's
August recess.
RECOMMENDATION:
Authorize the City Manager to award a construction contract to the lowest responsive
and responsible bidder for the Airport Landscape Conversion Project, City Project No.
15-22, in an amount not to exceed the available project budget of$1,245,000.
STAFF ANALYSIS:
Originally, in 2012, the City Council directed staff to consider a large-scale grass
conversion to desertscape project at the Airport. Subsequently, a design was endorsed
by the Airport Commission, Planning Commission and Historic Site Preservation Board.
Unfortunately, the project cost estimates approached the $2 million level. Moreover, the
City's Airline Agreements include a cap in the amount of airport funds that can be used
for non-aviation uses at $300,000 annually (a standard airline agreement provision for
airports). Hence, staff and the Airport Commission are recommending dividing the
overall project into phases.
On April 1, 2015, the City Council reviewed and approved the first phase of a
comprehensive landscape conversion project at the Airport; the first phase includes
modification of existing landscape islands within three of the four parking lots (Parking
Lots A, B and C) extending in front of the main terminal building, and landscape
conversion of the landscape parkways adjacent to the perimeter access road extending
around the parking lots and the main terminal building. The landscape palette theme
ITEM NO.
City Council Staff Report
July 15, 2015-- Page 2
Approval to Award the Airport Landscape Conversion Project
City Project No. 15-22
includes water-efficient and drought-tolerant Swan Hill Olive trees to replace the existing
Carob and African Sumac trees, and includes several dozen new palm trees that will be
added to areas that do not current) have an trees. A variety of drought tolerant shrubs
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and accent plantings are incorporated into the landscaping, accompanied by new smart
irrigation.
A prominent aspect of this project includes the reduction in size of grass-bearing islands
that define the vehicle parking rows within Parking Lots A, B and C. This first phase of
the comprehensive airport landscape conversion project includes 1.6 acres of turf, with
1.2 acres converted to desertscape and 0.4 acres of turf preserved in the main
pedestrian plaza between the fountain and front airport entrance. Within the parking lot
area there are nearly four dozen islands which contain overgrown trees with root
systems that are distorting the pavement and curbing. These trees will be removed and
replaced with a more compatible and indigenous species. Also, as the newly
landscaped islands will be reshaped and reduced in size, it will create an additional 43
parking spaces for passenger use.
Two "add alternates' have been included in the design for bidding: Add Alternate 1
enhances the passenger/pedestrian areas surrounding the pedestrian plaza between
the iconic signature water fountain and main terminal entrance with a redesigned
landscape area preserving the historic design inclusive of turf; and Add Alternate 2
enhances the pedestrian plaza around the water fountain by replacing the existing
concrete pavement with decorative concrete pavers.
Following the City Council's approval on April 1, 2015, of the final design, and
authorization to bid, the final construction drawings and specifications were completed
June 10, 2015, and made available for bidding. The current bid opening date is
scheduled for July 30, 2015. Given the City Council's August recess, absent specific
authorization by the City Council for staff to award a construction contract, the contract
award would be delayed until the September 2, 2015, City Council meeting. Therefore,
staff recommends that the City Council authorize the City Manager to award a
construction contract to the lowest responsive and responsible bidder for the Airport
Landscape Conversion Project, City Project No. 15-22, in an amount not to exceed the
available project budget of$1,245,000.
In the event bids received exceed the project budget, award of contract would be
deferred until September 2, 2015, for receipt of appropriate direction given by Council.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). 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
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City Council Staff Report
July 15, 2015-- Page 3
Approval to Award the Airport Landscape Conversion Project
City Project No. 15-22
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 15304 "Minor Alterations to Land," Class 4
projects consist of minor public alterations in the condition of land, water, and/or
vegetation which do not involve removal of healthy, mature, scenic trees except for
forestry or agricultural purposes, with a specific exemption provided as Class 4(b) "New
gardening or landscaping, including the replacement of existing conventional
landscaping with water efficient or fire resistant landscaping." Therefore, in accordance
with Section 15304(b), staff determined that the Airport Landscape Conversion Project,
City Project No. 15-22, is considered categorically exempt from CEQA.
FISCAL IMPACT:
The cost estimate for the project is as follows:
1. Parking lot area construction, re-landscape/irrigation $979,000
2. Add alternate 1; central fountain area with natural turf and
undulating lighted retaining walls $247,209
3. Add alternate 2; enhances pedestrian plaza, water
fountain with decorative concrete pavers $210,061
Total estimated cost: $1,436,270
Funds were previously budgeted and available for the project in the Airport Fund,
Account No. 416-6501-56145; a balance of approximately $250,000 remained as of
June 30, 2015. Funds were recently budget and made available as part of the Fiscal
Year 2015/2016 budget in the Airport Fund, Account No. 416-6501-56185, in the
amount of $295,000. The City Council has also appropriated $700,000 for the project
as part of the Fiscal Year 2015/2016 budget as a loan to the Airport Fund to be repaid
over three years. A total budget of $1,245,000 is available for award of a contract, and
if bids received are at or under the architect's estimate, it may be possible to include as
part of the contract award Add Alternate 1, but not Add Alternate 2.
SUBMITTED
Prepared by: Approved by:
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Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, D.
Assistant City Manager/City Engineer City Manager
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