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Home My WebLink About2006-01-04 STAFF REPORTS 4A 4 N z # HC'POEATEO AA rt c4<IF0IRt CITY COUNCIL STAFF REPORT DATE: January 4, 2006 Unfinished Business SUBJECT: CONVENTION CENTER — CONTINGENCY ALLOCATION 1=ROM: David H. Ready, City Manager BY: City Manager - Convention Center SUMMARY RECOMMENDATION: Staff requests that City Council determine the final allocation of the remaining Convention Center Contingency dollars. 1. Provide direction to staff as to which capital improvements the remaining Convention Center Contingency dollars are to be applied to. 2. If the choice is to proceed with the Kitchen Build-out then; Adopt Minute Order No. , approving the Plans and Specifications for the Convention Center Kitchen Build-out Project and authorize the immediate bid of the project. STAFF ANALYSIS: City Council previously allocated Convention Center Contingency dollars to the following Capital Projects: 1. Replace Old Chiller $301,171 2. Re-roof Exhibit Hall $579,900 3. Amado Cross Gutter $ 33,892 4. SE Lawn ABC Enclosure $ 23,000 5. Triangle Property Cleanup $ 29,350 Projects 1 & 2 above are under way, projects 3, 4 &5 have been completed. The Convention Center Contingency Fund currently has an unencumbered/non- reserved balance of $374,799. Attached is an accounting of the Palm Springs Convention Center Project Remaining Funds which details the $374,799. In addition to Convention Center—Contengency Allocation Item No. 4. /�" . City Council Staff Report January 4, 2005 -- Page 2 Convention Center—Contingency Allocation this remaining balance there are reserves of $197,947 for Pre-opening Marketing and $200,070 for FF&E. Attached is the Convention Center's Wish List for expenditure of Contingency dollars. 'The list has been modified to indicate a new Expansion Enhancement Project No. 3a of Triangle Interim Improvements. Staff seeks City Council direction on how to spend the remaining Contingency dollars. A few limitations to the decision making process: 1. All Bond Proceeds must be expended by 6/30/06. 2. Plan and Specs are ready on the Kitchen Build-out and could be ready in a couple of weeks on the SE Trellis. 3. There is not enough time to prepare bid documents for the restroom remodels and complete construction prior to 6/30/06. 4. The Convention Center staff places the Kitchen Build-out as their highest priority and have offered to allow utilization of prior years budget savings, set aside for capital: $ 148,921 Unscheduled Capital Projects. With these dollars there is enough to cover the Kitchen Build-out. FISCAL IMPACT: Finance Director Review:, ,, - 3— ��( .< There will be no impact to the General Fund as the dollars remaining in the convention center accounts are bond proceeds which must be spent on'°improvements to the center or for debt reduction. These dollars remain because the overall project was brought in under budget. Additionally, the saving dollars from previous years Convention Center activities have been set aside for Capital Improvements and will not take from some other activity, Allen Smoot, Project Administrator David H. Ready, City IM r 45:0- Attachments: Minute Order Remaining Funds Analysis Wish List City Council Staff Report ,January 4, 2005 -- Page 4 Convention Center—Contingency Allocation MINUTE ORDER NO. APPROVING PLANS AND SPECIFICATIONS FOR THE PALM SPRINGS CONVENTION CENTER KITCHEN BUILD-OUT PROJECT AND AUTHORIZING THE IMMEDIATE BIDDING OF THE PROJECT. I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving Plans and Specifications for the Palm Springs Convention Center Kitchen Build-out project and authorizing the immediate bidding of the project was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 4th day of January 2006. James Thompson, City Clerk PALM SPRINGS COMVENTION CENTER REMAINING FUNDS Kitchen Build-out Estimate (At Bottom of page. ) Funds Available as of 12/15/05 845,141 Advertising Reserve -197,947 FF&E Reserve -200,070 Total Reserves -398,017 Funds Available After Reserves 447,124 Known Remaining Costs A/C Valves -13,500 East Side ABC -3,500 Amado Gutter soft cost/contingency -3,500 Verizon Broken Line Repair -1,625 Additional Landscaping -20,000 Chiller Contingency/soft cost -10,000 Reroof Contingency/soft cost -15,000 Triangle Parcel Soil Stabalization -1,700 SCE Vault Top Repair -3,500 Total Remaining Costs -72,325 FUNDS AVAILABLE FOR OTHER PROJECTS 374,799 Kitchen Build-out Project Estimated Construction Cost -430,000 Plan Check/Permits -3,500 Testing and Inspection -2,500 Admin Costs 4.5 months -22,500 Architectural Fees -19,000 Contingency -43,000 Total Project Funds Needed -520,500 Remaining Funds (Negative number-shortfall) -145,701 WISH LIST - PALM SPRINGS CONVENTION CENTER Sept. 14, 2005 Priori Project Description Const Est Soft Cost Total Cost O&M Projects 1 Replace Old Chiller $288,671 $12,500 $301,171 2 Re-roof Exhibit Hall $564,900 $15,000 $579,900 3 Amado Cross Gutter $30,392 $3,500 $33,892 Sub Total $914,963 Expansion Enhancement Projects 1 SE Lawn ABC Enclosure 20,000 3,000 23,000 2 Triangle Cleanup/stabalization 27,350 2,000 29,350 3 Kitchen Build-out $430,000 $90,500 $520,500 3a Triangle Interim Improvements $300,000 $45,000 $345,000 4 SE Trellis $190,000 $18,000 $208,000 5 Exist Exh Hall Relamping $300,000 $35,000 $335,000 6 FF&E Chairs $335,000 $0 $335,000 7 Oasis Men's Restroom $75,000 $15,000 $90,000 8 Mesquite Restrooms $160,000 $28,000 $188,000 9 Smoketree Restrooms $160,000 $28,000 $188,000 10 Operable Wall Exh Hall $225,000 $5,000 $230,000 11 Landscpe @ Hotel $50,000 $7,500 $57,500 12 Landscape @ Caballeros $50,000 $15,000 $65,000 13 Mesquite Ceiling Redo $75,000 $12,000 $87,000 14 New Marquee $650,000 $65,000 $715,000 Subtotal $3,071,350 Grand Total $3,986,313 Note:: The above prioritization was provided by SMG.