HomeMy WebLinkAbout9/21/2005 - STAFF REPORTS (17) .c+
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DATE: September 21, 2005 Unfinished Business
SUBJECT: CONVENTION CENTER PROJECT — CITY COUNCIL DIRECTION ON
EXPENDITURE OF REMAINING CONTINGENCY FUNDS
FROM: David H. Ready, City Manager
BY: City Manager— Convention Center
SUMMARY
Staff requests that City Council provide directions on how the remaining Convention
Center funds are to be spent.
RECOMMENDATION:
Adopt Minute Order No. approving a prioritization of Convention
Center capital improvements for which the remaining contingency funds are to be spent.
STAFF ANALYSIS:
The Convention Center Project was completed on August 15, 2005, and the
Construction Management Team has continued its work to close out the trade contracts.
As the final change orders are being negotiated, the size of the remaining contingency
fund is being defined. At the time of the writing of this report, at least $650,000 remain.
An updated dollar amount will be provided at the City Council meeting.
The remaining dollars can be spent on additional work at the Convention Center or to
pay down the bonds. There are many needs at the facility, and staff recommends the
dollars be spent on needed capital improvements. The remaining bond funds must be
spent by June of 2006. Attached, please find a "wish list" developed in conjunction with
the Convention Center staff, with a report from Convention Center Director Jim Dunn.
Staff will provide more detail on the various projects at the Council meeting and will
seek City Council direction on the final prioritization of the suggested projects.
Item No. 4.A.
City Council Staff Report
September 21,2005—Page 2
Convention Center Project
FISCAL IMPACT: (Finance Director Review:
There will be no impact to the General Fund, as the dollars remaining in the Convention
Center Capital fund are bond proceeds and restricted to capital expenditure or calling of
bonds.
` ---T 1
Allen F. Smoot, Project Administrator Try Butzlaffb, 4gsa''tant City Manager
David H. Ready, City Mana
Attachments:
1. Minute Order
2. "Wish List'
MINUTE ORDER NO.
APPROVING A PRIORITIZATION OF CONVENTION
CENTER CAPITAL NEEDS FOR WHICH THE REMAINING
PROJECT CONTINGENCY FUNDS ARE TO BE SPENT.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving a prioritization of Convention Center capital needs for which the
remaining project contingency funds are to be spent, was adopted by the City Council of
the City of Palm Springs, California, in a meeting thereof held on the day of
12005.
James Thompson, City Clerk
WISH LIST - PALM SPRINGS CONVENTION CENTER Sept. 14, 2005
Prioriit Project Description Const Est Soft Cost Total Cost
O&M'Projects
1 Replace Old Chiller $250,000 $12,500 $262,500
2 Re-roof Exhibit Hall $585,000 $15,000 $600,000
Sub Total $862,500
Expansion Enhancement Projects
1 SE Lawn ABC Enclosure 50,000 6,000 56,000
2 Triangle Landscape Imps 85,000 12,000 97,000
3 Kitchen Build-out $450,000 $40,000 $490,000
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 $3,141,500
Grand Total $4,004,000
Nate: The above prioritization was provided by SMG.
Palm Springs Convention Center Projects
O&M Projects
1. Replacement of York Chiller: This chiller was installed during the 1991
expansion of the convention center and was estimated at the time of installation to
have a 10-12 year lifespan. The unit offers the ability to heat and cool. The
heating side of the unit is no longer functional. Given that we are past the
estimated life cycle, we recommend replacement of the unit.
2. Re-roof Exhibit Hall: Currently, there are leaks in the exhibit hall roof. The roof
is a black rubberized material and has dried out over the last 18 years. If leaks
continue, we are concerned about mold issues or possible damage to shows using
the exhibit hall. We are also investigating repairs that might extend the life, but
they will likely only extend the usefulness a few years.
Expansion Enhancement Projects:
1. Southeast Lawn Enclosure: The Alcoholic Beverage Control (ABC) re-inspected
the premises following the expansion and determined that a new license must be
issued. As part of the process, we were required to identify areas where alcohol
might be served. Exterior areas, such as the lawn and the west canopy area, must
have a means of division and enclosure to prevent alcoholic beverages from being
removed from these areas. This will require some sort of barrier, whether
landscaping, fencing or a wall on the east and south sides of the lawn area. We
estimate this area will be used frequently for food functions and possibly
receptions, and must be included under the ABC license.
2. Triangle Landscape Improvements: As this will be the new front entry and first
impression for guests arriving at the center, it is essential that the lot be minimally
landscaped to complement the surrounding landscape and offer a buffer to the
adjacent homeowners.
3. Kitchen Build-out: The finishing kitchen area, adjacent to the new ballroom, is a
critical addition to ensure good food service into the new ballroom and lobby
areas. Our caterers have agreed to invest up to $100,000 in equipment into this
area to finish it out, but we must provide the infrastructure, including floors,
electricity, water and ventilation.
4. Southeast Trellis: This cover that extends along the south wall of the new exhibit
hall (facing the lawn) was eliminated during budget reductions. In eliminating
this trellis,we eliminated all cover over doors leading into the new exhibit hall.
This means that any group using only the new exhibit hall must go outside to
enter the room. The trellis would extend cover above the entry doors to the new
exhibit hall.
5. Relamping of existing exhibit halls: The existing exhibit halls are still using the
original lighting system. This system does not communicate with the new
lighting system in the new exhibit hall. When the exhibit hall is opened up as one
room, there are multiple controls, and the lighting quality is different. Where the
new and old exhibit halls meet, we have one hall that has the new system on one
side and the old system on the other side of the same room.
6. FF&E Chairs: With the greater capacity of the new building, our current chair
inventory is not sufficient to meet the needs of many of the groups using the
Center. The cost to rent chairs would be a great burden to clients using the
facility. The cost to purchase new chairs is within a few dollars of the cost to
refurbish the old chairs that were purchased in 1987. We need to increase our
inventory to approximately 6,000 chairs from the current 3,500.
7. Oasis Men's Restroom: All of the original restrooms in the facility need to be
refiirbished to match the quality of the new facility. This particular restroom was
in the area damaged by rain last winter. Minimal repairs have been made and the
adjoining women's restroom was heavily damaged and has since been brought up
to the new standard.
8. Mesquite Restrooms: See number 7, only there is no rain damage.
9. Smoketree Restrooms: See numbers 7 & 8 above.
10. Operable Wall—New Exhibit Hall: The wall panels to divide the new exhibit hall
in half were eliminated during the project budget reductions; however, the steel
structure was installed in case funding was available to purchase the additional
airwalls. These walls will provide greater flexibility in use of the space by our
clients.
11. Landscape Hotel: There is landscape area located between the Center and the
Wyndham. The area is a major thoroughfare between the two properties. The old
landscaping was removed during the constriction to make drainage tie-ins to the
facility, but the landscaping must be replaced.
12. Mesquite Ceiling Replacement: New ceiling tiles were installed in the new areas
of the building, but the original tiles were left in place to reduce costs. In order to
completely unify the old and new spaces, these tiles should be replaced.
13. New Marquee: The existing Marquee on Avenida Caballeros was installed in
approximately 1993. The monument does not match the new building, and the
"flip disk"technology used on the sign has been discontinued and replaced with
LCD panels. We recommend replacing the existing marquee and monument, and
adding an additional one on the west entry, since that is the front. The triangle
property could possibly provide a site for installation of the second sign.
REVISED EXHIBIT
PALM SPRINGS CONVENTION CENTER-CONTINGENCY FUND Dated 9121105
4283 Fund Balance As of 9/21/05 $2,041,769
Plus Water Feature Deposit 200,000
Plus Insurance Recovery 328,000
Sub Total $2,569,769
Less Pending Changes -124,000
Less Marketing -233,026
Less FF&E -235,000
Sub Total $1,977,743
Less Potential Changes -721,000
Funds Available $1,256,743
WISH LIST
Priories Project Description Const Est Soft Cost Total Cost Cum Cost
O&M Projects
1 Amado/Caballeros Imps 33,000 5,000 38,000 38,000
2 Replace Old Chiller 250,000 12,500 262,500 300,500
3 Re-roof Exhibit Hall 585,000 15,000 600,000 900,500
Expansion Enhancement Projects
1 SE Lawn ABC Enclosure 45,000 5,000 50,000 950,500
2 Triangle Landscaping 50,000 9,000 59,000 1,009,500
3 Kitchen Build-out 450,000 40,000 490,000 1,499,500
4 SE Trellis 190,000 18,000 208,000 1,707,500
5 Exist Ech Hall Re-lamp 300,000 30,000 330,000 2,037,500
6 FF&E Chairs 335,000 0 335,000 2,372,500
7 Oasis Men's Restroom 75,000 15,000 90,000 2,462,500
8 Mesquite Restrooms 160,000 28,000 188,000 2,650,500
9 Smoketree Restrooms 160,000 28,000 188,000 2,838,500
10 Operable Wall Exh Hall 225,000 5,000 230,000 3,068,500
11 Landscape @ Hotel 50,000 7,500 57,500 3,126,000
12 Landscape @ Caballeros 50,000 10,000 60,000 3,186,000
13 Mesquite Ceiling Redo 75,000 12,000 87,000 3,273,000
14 New Marquee 650,000 65,000 715,000 3,988,000