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Home My WebLink About11/16/2005 - STAFF REPORTS (14) ;o pPLMS'O4 V N rt k obtno City Council Staff Report CITY COUNCIL NOVEMBER 16, 2005 CONSENT CALENDAR Subject: JAMES O. JESSIE DESERT HIGHLAND UNITY CENTER EXPANSION, CITY PROJECT NO. 04-05 From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY The construction documents (Plans, Specifications and Estimate) for the James O. Jessie (JOJ) Desert Highland Unity Center Expansion are completed and, in accordance with 7.03.040 of the Procurement and Contracting Code the 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 project will allow staff to proceed with this public project, with an estimated cost of$450,700. RECOMMENDATION: 1) Approve Minute Order No. "APPROVING THE PLANS, SPECIFICATIONS AND WORKING DETAILS FOR THE JAMES O. JESSIE DESERT HIGHLAND UNITY CENTER EXPANSION, CITY PROJECT NO. 04-05, AND AUTHORIZING STAFF TO ADVERTISE AND SOLICIT BIDS." 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The JOJ Desert Highland Unity Center is a neighborhood community center which consists of an approximate 20 acres of landscaped open space, picnic tables, a children's play area, a lighted baseball field, a gymnasium and recreation center. Currently the gymnasium and the recreation center are geared toward high activity games such as basketball, volleyball, weight lifting and exercise machines. The new addition will allow for expanded leisure and recreation opportunities for all ages. The Parks and Recreation Department had identified in their Community Development Block Grant (CDBG) application of funding the need for increased usable space in order to upgrade and improve the current level of services provided. ITEM NO. a.� . City Council Staff Report November 16, 2005- Page 2 of 4 J.0A Desert Highland Unity Center Expansion, CP#04-05 The City Council has approved the multi-year CDBG funding for the expansion of the J.O.J. Desert Highland Unity Center. Subsequently in April 2004 the Community and Economic Development Department submitted a design request to the Engineering Division to solicit proposals for architectural design firms for the required services to prepare preliminary conceptual drawings of the expansion of the Center, as well as final construction drawings for bidding. As a result, Engineering Division staff prepared a Request for Proposals (RFP) which was distributed in June 2004. In consultation with the; Community and Economic Development Department, staff distributed eighteen (18) RFP's. On October 20, 2004, the City Council approved a contract services agreement in the amount of $57,000.00 with Interactive Design Corporation (IDC), for professional architectural design services. As a part of IDC's scope of work, the professional firm had to bring forward the conceptual plans through the City's Major Architectural Approval (MAA) process as the project involved the expansion of an existing City public facility. The preparation of the conceptual plans involved various stakeholders (Desert Highland Gateway Neighborhood Association, the Center's Advisory Committee, City Staff from Parks & Recreation, Public Works & Facilities and Community & Economic Development Departments) on the Project Committee Team collaborating to move forward the best proposal. On March 7, 2005 and April 13, 2005, the Architectural Advisory Committee and the Planning Commission respectively approved the Architectural Application by Interactive Design Corporation to construct an addition to the recreation buildings, to enclose an open trellis area of the gymnasium building, and to modify two existing bathrooms for compliance with ADA (Americans with Disability Act). On May 4, 2005, the City Council approved the conceptual design for the JOJ Desert Highland Unity Center expansion, as submitted by Interactive Design Corporation, and directed staff to proceed with the final preparation of construction plans and bid documents. The JOJ Desert Highland Unity Center Expansion plans, specifications and estimate have been prepared by Interactive Design Corporation and reviewed by Staff. Those items are ready for Council approval and the subsequent advertisement for construction bids and are detailed in the Bid Schedule, as follows: Bid Schedule A - New 1,400 square foot addition and entry canopy to the Recreation Building, ADA bathroom renovations, new 475 square foot entry for Gymnasium, site work and various other and appurtenant work for the new entry. Two Additive Bid Schedules were incorporated with one being recommended by the Architectural Advisory Committee and the other discovered during wood destroying pests inspection, as follows: Additive B Schedule B— New courtyard canopy to rear north side of the addition; and Additive B Schedule C— New gymnasium roof framing. City Council Staff Report November 16, 2005-Page 3 of 4 J_O.J. Desert Hiqhland Unity Center Expansion CP#04-05 The Consultant's opinion of probable cost in October 2004 was $360,000. The current Consultant's Estimate for this project is $450,700. Several factors are attributable for such increases including total roof framing replacement for gymnasium entry due to weather exposure, extra hardscape concrete demolition to correct stormwater drainage and improve disabled accessibility, lead-based paint abatement and special disposal, further courtyard earthwork and irrigation as recommended by Architectural Advisory Committee, security/maintenance modifications as requested by Facility Staff because of operational experiences (i.e., substitute palm tree mounted down-lighting for the bollard pathway lighting and fixed exterior building lighting; secure mechanical enclosure), and an additional 10% contingency increase due to the construction profession and building material impacts from this past summer's Gulf Coast hurricane devastations. Section 7.03.040 of the Procurement and Contracting Code requires that for public projects in excess of$100,000 Council approve and adopt the plans, specifications and working details, and authorize staff to advertise for construction bids. Approval of the recommended action will allow staff to proceed with bidding of this project, with a tentative bid opening date of Tuesday, December 13, 2005, and an award date of December 21, 2005 or January 4, 2006 depending upon City Council's holiday calendar. The City Council's approval of the project's bidding is imperative in proceeding forward with the completion of this significant public facility improvement, as well as to meet HUD's timely expenditure standard. These actions within this fiscal year will continue to show evidence of progress with this project, as its progress is important in that it presents approximately 78% of the current prograrn year's CDBG entitlement, and the U.S. Department of Housing and Urban Development (HUD) will perform a "snap-shot" of the City's timely expenditure rate of CDBG funds on April 30, 2006. In the event this project is delayed, and Staff cannot demonstrate timely expenditures of funds to HUD, HUD has the ability of decreasing the entitlement allocation of CDBG funds to the City for its next year's CDBG Program. With this approval, it is intended to have project completed by the end of this fiscal year. The plans and specifications are available for review at the Public Works and Engineering Department during regular business hours. FISCAL IMPACT: IFinance Director Review; '-VI.. There is no direct fiscal impact to the General Fund in that t se dollars are the City's allocated federal annual entitlement funds from HUD's CD program. Therefore, this project is being entirely appropriated through CDBG fund accounts of 137-4804, 4805 and 4806-63544 (PSParks-JOJDH Unity Center), as well as CDBG fund account of 137-4805-50000 (Unscheduled Capital Projects). HUD having awarded this block grant, the City is able to address vital programs and projects within the community. Otherwise if it weren't for these federal dollars, local municipal resources may have to be provided or this community need may go unmet. City Council Staff Report November 16, 2005- Page 4 of 4 J.O.J. Desert Highland Unity Center Expansion, CP#04-05 G David J. Barakian U6mas J. Wilso Director of Public Works/City Engineer Assistant City Manager David H. Ready, hn Ra rnon o City Manager irector f Com nity & Economic Development ATTACHMENTS: 1. Minute Order MINUTE ORDER NO. APPROVING THE PLANS, SPECIFICATIONS AND WORKING DETAILS FOR THE JAMES O. JESSIE DESERT HIGHLAND UNITY CENTER EXPANSION, CITY PROJECT NO. 04-05 AND AUTHORIZING STAFF TO ADVERTISE AND SOLICIT SIDS. I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving the plans, specifications and working details for James O. Jessie Desert Highland Unity Center Expansion, City Project 04-05, and authorizing staff to advertise and solicit bids, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 16th day of November, 2005. James Thompson, City Clerk