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"°R`'' _^ City Council Staff Report
January 7, 2009 CONSENT CALENDAR
Subject: CITY HALL AND DOG PARK PARKING LOT REPAIRS, PHASE 1, CITY
PROJECT NO. 01-17
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
The construction documents are complete and in accordance with 7.03.040 of the
Procurement and Contracting Code the Council is required to approve and adopt plans,
specifications and authorize the bid request for all public projects in excess of$100,000,
Approval of this item will allow staff to proceed with this public project to "whitetop" the
south City Hall parking lot for an estimated cost of$425,000.
RECOMMENDATION:
1) Approve the revised parking lot layout; and
2) Provide advance approval of the plans, specifications, and working details for the
City Hall and Dog Park Parking Lot Repairs, Phase 1, City Project No. 01-17.
STAFF ANALYSIS:
For many years, the Public Works and Engineering Department has included repair of
the City Hall and Dog Park parking lots in its Capital Improvement Program. Similar to
parking lot improvements made at the Mizell Senior Center, Sunrise Pavilion, and
Library, the Department recommended reconstructing the City Hall and Dog Park
parking lots with Portland cement concrete "whitetopping", where a new 3Yz" layer of
concrete is installed over the existing asphalt concrete. Our experience with this
method of reconstruction has been positive, as can be seen at the three parking lots
reconstructed in this way.
The Mizell Senior Center, Sunrise Pavilion, and Library parking lots had extensive
cracking and needed major repairs. Much of the damage in these parking lots was the
result of root intrusion from the carob trees planted in the parking lots in the 1980's.
The roots had uplifted curbs and caused cracking throughout the paving. Therefore, the
Item No. 2 • I •
City Council Staff Report
January 7, 2009-Page 2
City Hall and Dog Park Parking Lot Repairs, Phase 1 (CP01-17)
appropriate solution to repairing these parking lots included removing the existing trees
and installing new irrigation and landscaping to ensure the new parking lot surfacing
was not compromised.
The parking lot around City Hall is identified as the City Hall and Dog Park parking lot.
This parking lot has similar damage as was seen at the others, and has not seen any
significant maintenance or repairs since its initial construction many years ago- The
primary reason for this is the limited funding available. The source of funding for
parking lot construction and maintenance is limited to the City's General or other
funding sources; Gas Tax or Measure A funding typically used for street improvements
can not be used for parking lot construction or maintenance.
Reconstructing the parking lot whether with new asphalt concrete pavement or concrete
"whitetopping" is expensive. Staff has compared costs to grind the existing asphalt
pavement and install new asphalt concrete paving with installing 3'/x" concrete
pavement over the existing asphalt paving, and found the cost to install concrete
"whitetopping" is similar to re-paving, however, the concrete "whitetopping" has a longer
life than typical asphalt paving.
In 2001, staff began preparation of plans to reconstruct the City Hall and Dog Park
parking lot. At a size of 53,500 square feet, reconstructing the parking lot was
estimated in 2001 to cost approximately $200,000 (excluding landscaping and
irrigation). However, the reconstruction would include removal of the existing parking lot
landscaping, which is mainly comprised of carob trees that have caused damage to the
surrounding curbs and paving. Staff pursued the issue of re-landscaping the parking
lot, and was concerned that the high visibility of the City Hall facility may warrant a
closer review of proposed re-landscaping of the parking lot as part of its reconstruction.
Subsequently, staff was directed to complete the parking lot reconstruction design, but
postpone bidding until further direction was provided regarding the landscaping.
Renewed interest in reconstructing the parking lot resulted in funding being budgeted as
part of the 2007/2008 fiscal year budget, which made available $200,000 from General
Fund revenues, and $400,000 from the Risk Management Fund. The Department
coordinated with Sharon Heider, Director of Parks and Recreation, to develop the
landscaping plan and plant palette for the parking lot- At the time, staff also coordinated
with Paul Ortega, the appointed landscape designer to the Architectural Advisory
Committee to review the suggested landscaping plan, which was supported-
On April 16, 2008, staff presented the plans and specifications to the City Council for
consideration of approval, and authorization to bid. Upon review, a concern regarding
the landscaping plan was raised, and ultimately the City Council directed staff to
postpone the project until such time that a comprehensive landscaping plan for the City
Hall complex was available-
On May 29, 2008, Mayor Steve Pougnet issued a call to the citizens of Palm Springs to
join him on "The Palm Springs Path to Sustainability", and "20 First Steps on
o2
City Council Staff Report
January 7, 2009-Page 3
City Hall and Dog Park Parking Lot Repairs, Phase 1 (CP01-17)
Sustainability" agreed upon by the Palm Springs City Council on May 21, 2008,
including:
2. Complete a comprehensive water audit of all public buildings and facilities and
develop an action plan that will reduce City water usage by 50% by 2012; and
5. Identify City Hall as a showcase for public sustainability efforts and a model for
energy, water and waste conservation, and
9. Implement a model re-landscaping project showcasing the Tahquitz Median from
the airport to downtown by the end of 2009.
In order to implement the Council's sustainability vision, staff prepared a Request for
Proposals (RFP) to obtain a professional schematic landscape plan to convert the
existing Tahquitz Canyon Way median landscaping to a desert-landscape, drought
tolerant, and sustainable landscape, and which also will include concepts for
landscaping the Palm Springs City Hall and Riverside County Administrative Offices
complex. The RFP was issued on October 17, 2008, and 17 proposals were received
by the deadline of November 14, 2008. Staff is currently coordinating an Evaluation
Committee to review the submitted proposals to determine a recommendation for award
of contract to the City Council for the landscape design project.
Once a design contract is awarded, one deliverable to the City will be a schematic
landscape plan for the City Hall parking lots, which could be used to prepare a final
landscape plan as part of the parking lot reconstruction.
Staff continues to pursue reconstruction of City Hall and Dog Park parking lot. Given .
the deteriorating condition, it is important to appropriately repair and reconstruct the
parking lot to avoid any slip and fall accidents. It has been on this basis that the use of
Risk Management funds has previously been budgeted for the project as several claims
have been filed against the City over recent years. An additional sustainability, benefit of
the "whitetopping" process is a 15% temperature reduction over asphalt concrete.
The final Engineer's Estimate, based on completed design plans for reconstruction of
the original layout of the south half of the parking lot is $525,000 (which includes
landscaping and irrigation). The north half of the parking lot does not require a
substantial removal of parking lot islands and landscaping as required for the south half.
The north half of the parking lot is similar in size to the south half (approximately 53,000
square feet), and although no plans have been prepared for the north half at this time,
staff estimates reconstruction of the north half of the parking lot may be in the
magnitude of$500,000,
It is possible to proceed with construction of the south half of the parking lot, excluding
landscaping and irrigation which could follow at a later date as a separate project based
on the approved schematic landscape plan for City Hall. The south half of the parking
lot would be reconstructed with sleeves installed for future irrigation lines. However, this
would leave the parking lot without any trees for shading during the interim period while
City Council Staff Report
January 7, 2009 - Page 4
City Hall and Dog Park Parking Lot Repairs, Phase 1 (CP01-17)
the schematic and final landscape plans are prepared, and a subsequent project is
funded to install the new landscaping at City Hall.
Staff has prepared a revised layout for the south half of the parking lot, which eliminates
half of the parking lot area in the southwest corner of City Hall, and adds new parking lot
spaces directly in front of City Council chambers. The intent of the revised layout is to
provide much more area for landscaping in front of City Hall, to be used as a
demonstration project envisioned by the Council in its "20 First Steps on Sustainability".
As a result of a reduction in the overall area of paving, the engineer's estimate for
construction of the revised layout is $425,000 ($50,000 less than the original layout).
Staff recommends that the City Council review and approve the revised parking lot
layout, and provide advance approval of the project for bidding (the completed plans will
require some minor revisions to reflect the revised parking lot layout, prior to bidding).
FISCAL IMPACT:
The 2007/2008 fiscal year budget allocated $200,000 from the General Fund and
$400,000 from the Risk Management Fund (Loss Containment) for construction of the
south half of the City Hall parking lot. As the project was temporarily postponed, other
issues required use of the Risk Management loss containment funding. Currently
available funds in the 2008/2009 fiscal year budget include $217,648 in account 261-
1395-54060 (City Hall Repair Parking Lot), and $95,109 in account 540-5904-48622
(Loss Containment), or $312,757.
The Engineer's Estimate for the revised layout of the south half of the parking lot
excluding landscaping and irrigation is $425,000 (an estimated $50,000 reduction from
the original layout). To proceed with reconstruction of the south half of the parking lot
using the revised layout (excluding landscaping) requires an additional $87,243 in
funding. The additional funding would come from available Quimby Fund Balance (152-
29301).
Submitted:
David J. Barakian Thomas J. Wilson
Director of Public Works/City Engineer Assistant City Manager
David H. Read
City Manager
ATTACHMENTS:
1. "South" Parking Lot Plan Sheets
ORIGINAL LAYOUT
108 REGULAR PARKING SPACES
5 ACCESSIBLE PARKING SPACES - -r--------, I
113 TOTAL PARKING SPACESq .
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