HomeMy WebLinkAbout12/17/2008 - STAFF REPORTS - 4.A. 4VA.LM Sp
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94/FOVL City Council Staff Report
December 17, 2008 UNFINISHED BUSINESS
Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE AND
AUTHORIZATION TO BID FOR FIRST PHASE REPAIR OF THE CITY
HALL AND DOG PARK PARKING LOT, CITY PROJECT N0. 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 the first phase of this public project
to "whitetop" the City Hall and Dog Park parking lot for an estimated first phase cost of
$475,000.
RECOMMENDATION:
APPROVE THE PLANS, SPECIFICATIONS AND ESTIMATE AND AUTHORIZE
STAFF TO ADVERTISE AND SOLICIT BIDS FOR THE FIRST PHASE OF THE CITY
HALL AND DOG PARK PARKING LOT WHITETOPPING.
STAFF ANALYSIS:
For many years, the Public Works and Engineering Department has included repair of
the City Hall and Dog Park parking lot 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 lot with Portland cement concrete "whitetopping", where a new 3'Y2" 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.
Item No. d T • A •
City Council Staff Report
December 17, 2008- Page 2
City Hall and Dog Park Parking Lot Repairs
The roots had uplifted curbs and caused cracking throughout the paving. Therefore, the
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 generally 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'/2" 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.
City Council Staff Report
December 17, 2008- Page 3
City Hall and Dog Park Parking Lot Repairs
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
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 and Dog Park parking lot, which could be used to
prepare a final landscape plan as part of the parking lot reconstruction.
Staff continues to pursue reconstruction of the 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 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.
_ tJ J
City Council Staff Report
December 17, 2008 - Page 4
City Hall and Dog Park Parking Lot Repairs
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 south half of the parking lot without any trees for shading during the
interim period while the schematic and final landscape plans are prepared, and a
subsequent project is funded to install the new landscaping at City Hall.
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 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 $98,037 in account 540-5904-48622 (Loss
Containment), or$315,685.
The Engineer's Estimate for the south half of the parking lot excluding landscaping and
irrigation is $475,000.
To proceed with reconstruction of the south half of the parking lot (excluding
landscaping) requires an additional $159,315 in funding. The additional funding would
come from available Quimby Fund Balance (152-29301).
SUBMITTED:
David J. Barakian David H. Ready
Director
of Publilicc Works/City Engineer City Manager
Thomas J. Wilwn V
Assistant City Manager— Development Services
ATTACHMENTS:
1. City Hall and Dog Park Parking Lot Plan Sheets
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