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Home My WebLink About10/07/2003, C4 - AMEND CITY POLICY REGARDING CITY CAPITAL IMPROVEMENT PROJECTS AND RIGHT OF WAY ENCROACHMENT IN THE council M°°`c°"° October 7 2003 j acenaa aepoizt C C I T Y OF SAN L U IS O B I S P O FROM: Michael D. McCluskey,Public Works Director Prepared By: Robert Livick,Supervising Civil Engineer L SUBJECT: AMEND CITY POLICY REGARDING CITY CAPITAL IMPROVEMENT PROJECTS AND RIGHT OF WAY ENCROACHMENT IN THE DOWNTOWN AREA CAO RECOMMENDATIONS: Adopt a Resolution that rescinds resolution 7068 (1992 Series) and establishes a consistent City Policy regarding Capital Improvement Projects (CII') and Right Of Way Encroachments in the downtown area during the holiday season. DISCUSSION Background While emergency work was always permitted, the Public Works Department traditionally discouraged private utilities and individuals from performing work in the Downtown between Thanksgiving and New Years Day in order to provide a better shopping atmosphere in the Downtown. In January 1992 with an upcoming water line replacement project about to start on Higuera Street, the City Council passed.Resolution 7068 (Attachment 2) setting official policy for City capital improvement projects (CIP) in the downtown area. The policy included the provision that capital improvement projects should not take place in,the downtown area during the holiday season,between Thanksgiving and Christmas. Non-CIP Construction Activities on Downtown City Streets During Holiday Season Public Works implements the practice of restricting none CIP construction activities downtown during the Holiday Period via the Encroachment Permit process; normally placing conditions of work stoppage during this period (Thanksgiving to New Years) for each contractor permit issued. Emergency work is always permitted. The practice has operated for many years creating a positive relationship between our business community and contractors working towards improving the Downtown area. The practice of using the encroachment permit process to regulate non-CIP construction during the holiday season was called into question last year when Kajima Construction scheduled the beginning of construction activities for the new County Administration Building during the holiday period. Although in a weak position, because of no formally adopted policy, staff negotiated with Kajima and most work scheduled during that period was delayed until after January 1, 2003. Even though the informal policy has worked pretty well for a long time, this experience identified the need for a more formal Council approved policy. 04— I I I Council Agenda Report—Downtown Construction during the Holidays Page Two Creating/Amending a City Policy for Proiects in the Downtown Although the practice of limiting private construction work in the Downtown Streets has been a normal practice for a number of years, there is no formal directive from the Council regarding this issue. Staff believes that this practice should be formalized at this time and that Council should adopt policy via resolution regarding disruption of Downtown City streets and sidewalks during the holiday season, while at the same time revising the existing policy regarding CEP work in the downtown area to insure consistency (Attachment 1). The proposed area for which this policy would be in effect is contiguous with the boundary area defined by the Downtown Association (Attachment 3). Additionally, staff is proposing a longer time frame (Thanksgiving to New Years) than the previously adopted time frame for City projects because in virtually every meeting concerning when to start City projects, the Downtown Association has requested all projects start after New Years Day. Meeting this request for CIP activities has been easy for staff,because we set the dates for construction. Existing practice is that construction activities within the streets and sidewalk areas including pedestrian barricades across sidewalks and parking lanes adjacent to work areas are not.allowed to continue during the holiday season. Emergency encroachment for maintenance or repairs of existing facilities will be allowed. Finally, in cases of espoused hardship, staff works with the Downtown Association to try to find acceptable solutions. It is recommended that this practice continue as part of the new Council policy. Special Exemptions Most projects can be easily planned to coordinate well with existing and the proposed Council policies. However, extremely large multi-year projects cannot be asked to stop work during the holiday period. Projects such as the County Administration Building, the upcoming Court Street Building, and the upcoming 919 Palm Parking Garage all require continuous project construction. In these cases, staff will work with the project construction manager to least impact shoppers and merchants during the holiday period as much as possible. CONCURRENCES The Downtown Association reviewed this policy at its September 9t' meeting, and with a unanimous vote of the membership,voiced their support of this City policy(Attachment 4). FISCAL IlVIPACT There is no impact to the General Fund regarding this issue. Attachments Attachment 1 —Resolution 03- (2003 Series) Attachment 2—Resolution 7068 (1992 Series) Attachment 3—Map of Downtown Association Boundary Attachment 4—Minutes from the September 9,2003 DA Meeting i:`council agenda reports\2003 agenda report Aftwisportation and development review(bochum)\downtown and holiday work c triction.doc n 1 — J Attachment 1 RESOLUTION NO. (2003 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO APPROVING POLICY REGARDING CITY CAPITAL IMPROVENENT PROJECTS AND RIGHT OF WAY ENCROACHMENT IN THE DOWNTOWN AREA WHEREAS, it is essential to maintain and upgrade City infrastructure in order to provide reliable municipal services and to maintain a healthy local economy; and WHEREAS, construction impacts associated with vehicular lane closures, traffic detours, or materials delivery can be disruptive to the flow of traffic in the downtown area and affect access for consumers to the downtown retail core, and WHEREAS, most businesses and residents are willing to accept a level of inconvenience, provided that projects are coordinated and managed carefully, and that the need for a project is understood; and WHEREAS, the Downtown Association (DA) has requested certain enhancements in the coordination of capital projects in the downtown core, and in the level of communication between the City and the DA regarding project purpose and status; and WHEREAS, there exists a time period between Thanksgiving and New Year's Day that is critical to the success of Downtown merchants and businesses; and WHEREAS, the City Council for the City of San Luis Obispo adopted City Council Resolution 7068 (1992 Series), titled: POLICY FOR THE IMPROVED COORDINATION AND COMMUNICATION IN THE COMPLETION OF CITY CAPITAL IMPROVEMENT PROJECTS. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Luis Obispo does hereby rescind Resolution 7068 (1992 Series) and sets forth the following policy to be followed in the completion of capital improvement projects and the issuance of Encroachment Permits in the downtown area and, as appropriate, elsewhere in the community: 1) Unless necessary for emergency access or maintenance, construction activities which affects City Streets in the Downtown area shall not occur between Thanksgiving and New Year's Day and shall be restricted by the Public Works Department through the project specifications and through the Encroachment Permit Process. 2) For purposes of this policy the Downtown area shall be defined as the area defined by the Downtown Association boundary. 3) The Public Works Director shall have discretion in allowing long-term permanent construction equipment to remain during this period(such as pedestrian barricades or long-term lane closures as part of large scale projects)when it is not feasible to remove such equipment or its removal is C-1k-3 I Attachment 1 considered more disruptive than allowance in the public right-of-way. 4) The Public Works Director shall have the discretion to except large, multi-year construction projects from the restrictions imposed under this policy upon a showing, to the satisfaction of the Public Works Director, that their application will result in substantial detriment to the coordination,cost or duration of a project. 5) Capital Improvement Projects Specific Requirements: a) The City will provide ample notification to businesses and residents, either directly or through its contractors, regarding planned capital improvement projects, particularly those planned in the downtown area; and b) All reasonable steps will be taken by the City staff to ensure ample communication and coordination relative to planned City projects (non—emergency) in the downtown, including: i) A minimum of 30 day notification to the DA prior to construction; ii) The preparation of project "fact sheets" for the DA to fully explain project purpose and other important information iii) Participation in quarterly "project coordination meetings" with the DA and the utility companies; iv) Attending or conducting community meetings and/or forums and making presentations for larger complex projects when requested by the DA, or as determined by staff, v) Assurance that project specifications require adequate contractor responsibility for notification, signage, and procedures to minimize impacts on affected businesses to the extent feasible; and c) DA shall be responsible for communicating with its membership regarding project plans and status following receipt of project information from the City; and d) The City staff will make every effort to ensure that: i) All involved staff members share and communicate accurate information; and ii) That projects managed by different departments are properly coordinated. Attachment 1 On motion of seconded by And on the following roll call vote: AYES'. NOES: ABSENT: the foregoing Resolution was passed and adopted this day of , 2003. David F. Romero Mayor ATTEST: Lee Price, C.M.C. City Clerk APPROVED AS TO FORM: Jona .Lowell City Attorney ATTACHMENT 2-1 RESOLUTION NO. 7068(1992 SERIES) POLICY FOR IMPROVED COORDINATION AND COMMUNICATION IN THE COMPLETION OF CITY CAPITAL IMPROVEMENT PROJECTS WHEREAS, it is essential to maintain and upgrade City infrastructure in order to provide reliable municipal services and to maintain a healthy local economy; and WHEREAS, the completion of necessary capital improvement and maintenance projects can sometimes cause inconvenience to businesses, particularly in the downtown area, and to City residents; and WHEREAS, most businesses and residents are willing to accept a level of inconvenience, provided that projects are coordinated and managed carefully, and that the need for a project is understood; and WHEREAS, the BIA has requested certain enhancements in the coordination of capital projects in the downtown core, and in the level of communication between the City and the BIA regarding project purpose and status; and WHEREAS, the City shares the BIA' s concern for maintaining a positive business environment, including protecting the vitality of businesses to the extent feasible during City construction projects. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Luis Obispo does hereby set forth the following policy to be followed in the completion of capital improvement projects in the downtown and, as appropriate, elsewhere. in the community: N-ce R-7068 ATTACHMENT 2-3 Page 3 Resolution No. 7068 (1992 Series) 3 . The BIA shall be responsible for communicating with its membership regarding project plans and status following receipt of project information from the City; and 4 . The City staff will make every effort to ensure that: a) All involved staff members share and communicate accurate information; and b) That projects managed by different departments are properly coordinated. 4 Upon motion of Councilman Roalman , seconded by Councilwoman Rappa and on the following roll call vote: AYES: Councilmembers Pinard, Rappa,. Reiss, Roalman and Mayor Dunin NOES: None ABSENT: None the foregoing resolution was adopted this 21st day of January 1992 . Mayor Ron Dunin ATTE Cit Clerk P Voges APPROVED: City dministrative Officer Ci orn y � kh:bw \prind.rpt ATTACHMET 2-2 Page 2 Resolution No. 7068 (1992 Series) y The City will provide ample notification to businesses and residents, either directly or through its contractors, regarding planned capital improvement projects, particularly those planned in the downtown core; and 2 . All reasonable steps will be taken by the City staff to ensure ample communication and coordination relative to planned City projects (non-emergency) in the downtown, including: a) A minimum of 30 day notification to the BIA prior to construction; b) The preparation of project "fact sheets" for the BIA to fully explain project purpose and other important information; c) Participation in quarterly "project coor4ination meetings" with the BIA and the utility companies; d) Attending or conducting community meetings and/or forums and making presentations for larger complex projects when requested by the BIA, or as determined by staff; e) Assurance that project specifications require adequate contractor responsibility for notification, signage, and procedures to minimize impacts on affected businesses to the extent feasible;. and f) Avoiding scheduling projects between Thanksgiving and Christmas. c�g ATTACHMENT 3 Area of Encroachment Permit and Capital Improvement Project Restrictions /( ? J rt59cC5 /" \ ALA Downtown Association Boundary/ Special Construction Policy Area 0.3 0 0.3 0.6 Kilometers C��q e Attachment 4-1 iSLO Downtown Association Board of Directors 9 September 2003 City Council Hearing Room Minutes Present Con ene Weaver Craig A. Boisvert Steve Potratz Jeff Langford Howard Carroll Michael White Brad Bilsten Bob Seeley Mark.Jorgeson Frank Merson Kathi Main Dave Booker, ex officio Deborah Cash, staff Maryann O'Brien, staff Betsy Kiser Patricia Wilmore John Moss, Utility Manager Jay Walter, City Engineer Robert Livick, Supervising Civil Engineer Call to order by Weaver 7:38 AM. Motion to approve minutes by Langford, 2"d by Carroll, PAIF, Booker concurs. Downtown Construction Issues Weaver reported that Executive Committee had reviewed this issue, is bringing recommendation from committee to proceed this year IF project can start on time and finish before June. Walter said this project can be managed differently because a contractor is ready to bring on in January, don't have to bid on this project and have approval period; is confident can start right after first of January. Carroll asked about the possibility of doing the"blue" section (south side) first to have less impact in immediate Downtown the first year. 20 days of delay based on weather allowed in project to still end before June; can do some underground work during lighter rains.. C�-lC� Attachment 4-2 Carroll also asked about using another material besides asphalt to cover streets, makes a mess on stores' carpeting. Bilsten brought up that starting Higuera the second year could occur during the opening of the Court St. project. On Chorro St.,both water and sewer between Higuera and Marsh will be done at different times. Carroll asked about longer working hours even though it would impact residents; 7 am— 7 pm. Would require two crews, extra cost. Langford said he supports having a"rest" and starting Higuera in two years. Seeley said at his end of town, would like to have a break, have had the brunt of all the construction projects, will make it worse. Motion to approve plan by Potraz to approve plan as laid out, 2°d by Boisvert. Motion carries, Noes: Langford, Carroll, Seeley,Jorgeson. Downtown Construction Rob Livick, supervising civil engineer, reviewed existing resolution for construction in Downtown; need a formal policy. When reviewing proposed policy, noted conflicts between current and proposed so have postponed item until October 7 Council meeting. New dates: Thanksgiving through January 1 restricting construction; pedestrian protection can remain in place during that period, also emergency work can be done. Concept is to keep DT free of construction in right of way during holiday period; keep safety related items in place during holiday hiatus. On site construction not stopped. Boundary contiguous with Downtown Association boundary. Motion by Merson to support resolution,2"'d by White,PAIF. Copeland's Project An update was provided at Quarterly Breakfast. Century Project Weaver reported project is due to wind down. County Project Update given at Quarterly Breakfast. council M.°n°1Oct 7, 2003 j acEnoa Repont ,�N5 C I T Y OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public Works - Prepared By: Barbara Lynch, Civil Engineer N, SUBJECT: REPORT ON ADDED CITY CONSTRUCTION IN THE DOWNTOWN AND ARCHEOLOGICAL SERVICES FOR PIPELINE REPLACEMENT PROJECT,SPECIFICATION NO. 90245A CAO RECOM IENDATION 1. Receive a report on the consolidation of remaining City utility;construction work in the Downtown, and direct staff to bring forward a proposal in the Mid-Year Budget Report to fund added Downtown pavement work at the conclusion of the projects. 2. Approve Request for Proposals for Archeological Monitoring services for the 2004 Downtown Pipeline Replacement Project Archeological Services, Specification No. 90245A." 3. Authorize staff to advertise for proposals. DISCUSSION Overview Underground construction in the downtown has been extensive in recent years, most recently with the Century project. And while it is true that sewer and water line replacements within the boundaries of that project will not be necessary for many decades, underground utility line replacements are not finished in our downtown core yet. From an inconvenience point of view, this is unfortunate. However, from the standpoint of replacing aged and woefully degraded infrastructure — and avoiding the even greater inconvenience of unscheduled emergency replacements — it is fortunate that we have a plan for getting the work done. The balance of this report describes the remaining work, including some modifications to the plan made after consulting with the Downtown Association (DA). These modifications will consolidate project phases so that the work will be completed in approximately two years rather than four years. Because this work will be completed under our new Job Ordering Contracting (JOC) method, Council bid approval is not needed; however; Council action is necessary on the related archeological contract. Background: Tackling Remaining Downtown Construction In the mid-90's the Utilities Department undertook a study on exactly what sewer and water lines needed replacing in the Downtown. That work evolved into a Master Plan for the Downtown that worked its way into the 01-03 Financial Plan and succeeding Financial Plans. Portions of the master plan were implemented even earlier when sewer and water line projects were Council Agenda Report: Downtown Pipeline Archeological Services Page 2 incorporated into the Higuera Street Bridge Replacement Project. However, another four years of work would be needed to complete remaining underground utility line work, if projects proceed as currently planned. However, this report recommends a modification to our current plans. Consolidating Projects to Reduce the Completion Time From Four Years to Two Years The Higuera sewer line replacement will extend from Nipomo Street (the downhill end) to Morro Street (the uphill end). Because sewage flows by gravity it makes sense to replace the entire section at once rather than breaking it up into halves (a suggestion recently put forward). Also included in the project is a segment of water main needing replacement in Morro Street from Higuera Street to Marsh Street. The replacement of the Higuera and Osos sewerlines and the lateral for the Mission church was approved in 01-03 Financial Plan for installation this year but was postponed one year due to other conflicting projects. The remaining downtown core underground projects — side street sewer lines that connect to the Higuera line from Osos Street (from Higuera to Pacific) and from Morro, Chorro, Garden and Broad (all from Marsh Street to Higuera Street) —were scheduled for FY 05-06. The Morro Street waterline project was approved in the 01-03 Financial Plan for installation this year. Attachment 1 illustrates these projects. Given all the inconvenience associated with the Century project, staff sought consultation with the Downtown Association regarding the timing of the Higuera sewer line. That is, should we proceed as scheduled in January 2004, or defer the project for one year in order to have some "breather" before further work is commenced? Initially, the Public Works and Utilities Director met with the Executive Committee of the DA board, which recommended that the City finish its infrastructure upgrades as quickly as possible rather than string them out over a longer period of time. This plan was later formally endorsed by the full DA board (minutes provided in Attachment 2). In addition, with respect to the side-street sewer lines, consolidating the work will avoid excavation—just a couple of years later— at the same intersections that will be torn up with the Higuera sewer line project. Repaving the Streets A street resurfacing project is planned for the streets recently disrupted by the Century project. Funds for this work were set aside prior to the budget cuts instituted with the adoption of the 03- 05 Financial Plan. In order to complete this work in the most cost effective way,the repaving will be integrated with our large area paving project next summer(this will also avoid street paving work occurring at the same time the utility line project is underway). Unfortunately,however, no pavement funds are presently budgeted to repave the streets following the completion of the work planned with this report for 2004 and 2005. Staff asks that Council direct that we bring a project strategy forward for such repaving with the Mid-Year budget report,which shall be presented to Council in early 2004. OT- a Council Agenda Report: Downtown Pipeline Archeological Services Page 3 How Job Order Contracting Will Help This Job As Council knows, following voter approval in November 2002, the City has implemented a new, streamlined way of completing many CIP projects involving maintenance. In the case of this downtown work, the Downtown Association strongly wants the project to begin as soon after the New Year as possible and be completed prior to Memorial Day. Staff totally agrees with this approach, noting that such a time frame could easily be met thanks to the Council's recently adopted and approved Job Order Contract (JOC). Preliminary staff work is currently under way in order to meet these time frames with the JOC contractor. However, the one item that is not in the JOC bid documents is archeological services and thus the formal need for this agenda item in order to have the services ready and the firm available when work gets started. Archeological Services The downtown area is typically considered historically sensitive and likely to yield historic or prehistoric materials when digging occurs in undisturbed areas. Normally staff would complete a Phase I Archeological study of the area and an environmental document before proceeding with obtaining archeological monitoring services. The limited time available to produce this project necessitates staff proceeding with this RFP as soon as possible and concurrent with the Phase I study work. However, based on past experience, it appears to be a safe assumption that the Phase I study and the environmental document will require monitoring. The RFP for this work is available in the Council reading file. Additional Business Consultation and Community Information As mentioned earlier, completing this project under the JOC program will allow us to quickly "re-package" and accelerate the projects in time to start the first of two years of work in January 2004. Using this faster method, however; will not alter the staffs' approach to consulting with the DA and downtown merchants on ways to mitigated the construction impacts of the projects. In addition, as has been standard practice since 1992, the City will also support public information and downtown promotion during construction. With regard to the upcoming projects, however, the DA has opted not to manage the promotional campaigns. Therefore, staff will take on the task. The City's economic development manager and the public works department project and program manager will coordinate a low key but effective program to keep all merchants aware of the project as well as promote the downtown during the construction. FISCAL IMPACT Accelerating the schedule of utility work in the downtown will require administrative adjustments to the Utilities Department budget to assure that an equal dollar value of projects will be postponed from 03-04 to 05-06 to compensate for those brought forward. Funding for the archeological work will come from the Collection System Improvement Account and Water Distribution System Improvement Account, which currently have balances of es-- 3 Council Agenda Report: Downtown Pipeline Archeological Services Page 4 $683,000 and $879,000 respectively, to support this project. Because monitoring costs on construction projects in the past have been so variable, staff does not have a clear idea what the costs will be for the monitoring. Costs on the project currently being completed downtown were very high relative to other projects. Utilities Department, Engineering and Community Development staff are meeting in October to discuss ways to reduce costs relative to that project. When proposals are received and reviewed, staff will request award of a contract to the appropriate body in accordance with the City Purchasing Policies. If the proposal is under $25,000, it will be approved by the CAO. If costs are anticipated to be over $25,000, staff will return to the City Council for approval of the agreement. Options for funding added paving work will be presented in the 03-04 Mid-Year Budget Report. ATTACHMENTS Attachment 1 —Project Location Map Attachment 2—Downtown Association Board Minutes 9-9-2003 Request for Proposal is available in the Council office for review. g:\wrrem projects\sewer\90245 2004 dt sewer replacement dommems\1-scall reports\90245a arch rfp odv.doc shortcut on kchivt C�- 4 CITY OF SAN LUIS OBISPO DOWNTOWN PIPELINE REPLACEMENT a 2004 r ay ......•• 2005 q� \ O,{�. SLACK SLACK -OOTHILL � � �� MccauuM [HAYS a � is �u5 N`t'n• 101 ONO "E�6T� DES6iE� o I._JLJ FREOERICKs � b O J M E g 0 W STAFFORD 9 LOOMI ❑�� MURRAY MURRAY WEST y ON �J❑ a M T- ICU f o Q CALBAN PHIWPS 2 PEACH N � oOD� � 0 0 o PROJECT 3Q Q� OO CATON �lAND 9?� 0 500 SCALE IN METERS EN 2`P Q KRISh' S .VG7 NNIFER 1 D Q Q HIDH OQ�a RACHEL CT. P z 11❑❑L:1U�N ~ OR W Z a m BRANCH x ROUNDHOU E SOUTH A G occ A q 'A E x g � Y'1�VS`Ory � IDGE Ya' o ❑ o LA +, o Sir CORRIDA o9 l E WOODBRIDGE quOL/STq o ySAa 3 MDI ITCHELL J ?i SOUDiW00D LAWREN �� MOR ON WOOD IS Attachment 2 iSLO Downtown Association Board of Directors 9 September 2003 City Council Hearing Room Minutes Present Correne Weaver Craig A. Boisvert Steve Potratz Jeff Langford Howard Carroll Michael White Brad Bilsten Bob Seeley Mark Jorgeson Frank Merson Kathi Main Dave Booker, ex officio Deborah Cash, staff Maryann O'Brien, staff Betsy Kiser Patricia Wilmore John Moss, Utility anager Jay Walter, City ngineer Robert Livic , Supervising Civil Engineer Call to rder by Weaver 7:38 AM. Motion to approve minutes by Langford, 2nd by Carroll, PAIF, Booker concurs. Downtown Construction Issues Weaver reported that Executive Committee had reviewed this.issue, is bringing recommendation from committee to proceed this year IF project can start on time and finish before June. Walter said this project can be managed differently because a contractor is ready to bring on in January, don't have to bid on this project and have approval period; is confident can start right after first of January. Carroll asked about the possibility of doing the"blue"section (south.side) first to have less impact in immediate Downtown the first year. 20 days of delay based on weather allowed in project to still end before June; can do some underground work during lighter rains. Col 1 � ATTACHMENT 2 Carroll also asked about using another material besides asphalt to cover streets, makes a mess on stores' carpeting. Bilsten brought up that starting Higuera the second year could occur during the opening of the Court St. project. On Chorro St., both water and sewer between Higuera and Marsh will be done at different times. Carroll asked about longer working hours even though it would impact residents; 7 am— 7 pm. Would require two crews, extra cost. Langford said he supports having a"rest" and starting Higuera in two years. Seeley said at his end of town, would like to have a break, have had the brunt of all the construction projects, will make it worse. Motion to approve plan by Potraz to approve plan as laid out, 2°d by Boisvert. Motion carries, Noes: Langford, Carroll, Seeley,Jorgeson. Downtown Construction RoLivick, supervising civil engineer, reviewed existing resolution for construction in Do town; need a formal policy. When reviewing proposed policy, noted conflicts betwe current and proposed so have postponed item until October 7 Council meeting. New date Thanksgiving through January 1 restricting construction; pedestrian protection c remain in place during that period, also emergency work can be done. Concept is to ke DT free of construction in right of way during holiday period.; keep safety related item in place during holiday hiatus. On site construction not topped. Boundary contiguous with D wntown Association boundary. Motion by Merson to support r olution,2nd by White,PAIR Copeland's Project An update was provided at Quarterly Bre ast. Century Project Weaver reported project is due to wind down. County Project Update given at Quarterly Breakfast. ua RECEIVED nii%,f. COUNCIL MEMORANDUM o% i o *; 2003 ERK October 7, 2003 To: Mayor Dave Romero Ken Schwartz Christine Mulholland Allen Settle John Ewan RED FILE RAE ING AGENDA From: John Moss, Utilities Direc±trative A t '1 ITEM # G� Via: Ken Hampian, City Admifficer Subject: October 7, 2003 Council Agenda Item C5 —additional information Agenda item C5 pertains to the approval of an RFP for Archaeological Services for the Upcoming Downtown Construction projects. Since proceeding with a revised schedule for completion of the downtown projects as identified in the staff report, and recommended by the Downtown Association and staff,will result in shifting priorities and accelerating projects in the downtown from 2006-06 CIP to 2003-04,the staff report identifies that some projects currently slated for 2003-04 may need to be deferred or delayed. Council member Mulholland requested information regarding which projects may be delayed. The attached page from our approved Capital Improvement Plan shows the projects slated for 2003-04, and the downtown projects for 2005-06 are highlighted in bold. In short, the cost of the downtown projects to be accelerated to 2003-04 is estimated at$200,000. That would mean that we potentially would have to defer an equivalent amount from the 2003-04 capital improvement plan list. It is not out of the ordinary for project priorities to be shifted due to a variety of reasons including logical grouping,coordination with street reconstruction, Council priorities,previously unidentified system failures etc. Staff is currently reworking our Capital Improvement Plan list for the next 4 years based on this change and will advise Council of any significant issues associated with this rework should they arise. Utilities Staff is comfortable with the recommended shift in emphasis to the Downtown as a priority. Please feel free to call me at x205 if you have any questions or would like to discuss the article further. In DD DIR Attachment: FIN DIR ^FIRE CHIEF Pg. 102 of the 2003-05.Capital Improvement Plan P DIR 'pouCE CHF -REC DIR Z,-UTIL DIR c: Mike McCluskey,PWD IR DIR IP6%BLIC UTILITIES WASTEWATER COLLECTIONS SYSTEM IMPROVEMENTS Projects List(Bold type indicates construction within Downtown Association district) l _ 11 Date Sinsheimer Easement(liner) $110,000 6/04 1_ Chorro-West to Lincoln $175,000 6/04 Chorro-Murray to West $18,000 6/04 _ West-to Chorro 10" $18,000 6/04 Mission-to Chorro 10" $75,000 6/04 Venable-to Chorro 10" $55,000 6/04 Center-to Chorro 10" $47,000 6/04 Mountain View-to Chorro 10" $28,000 6/04 Lincoln-to Chorro 10" $33,000 6/04 Marsh-Toro to Santa Rosa $85,000 6/04 Mission sewer lateral to Broad Street $10,000 6/04 r Raise Manhole Covers on Paving Projects $40,000 6/04 L Lift Station Maintenance(Howard Johnson and Rockview) 1 $30,000 1 6/04 2004-2005 Project List Cost Estimate Complet-lon bate South Higuera-Madonna to Prado(slip liner) $750,000 6/05 Raise Manhole Covers on Paving Projects $40,000 6/05 C 2005-2006 Project List Cost Estimate Completion Date Osos-Higuera to Marsh $401000 6/06 - Morro-Higuera to Marsh $40,000 6/06 Chorro-Higuera to Marsh $40,000 6/06 Garden-Higuera to Marsh $40,000 6/06 Broad-Higuera to Marsh $40,000 6/06 Islay-Chorro to Beach $232,500 6/06 Beach-Islay to Pismo $105500 6/06 C Pismo-Beach to Archer $149,000 6/06 Reconstruct Motel Inn Siphon $150,000 6/06 Raise Manhole Covers on Paving Projects 1 $40,000 1 6/06 2006-2007 ProJect List C ost Estimate Completion Date C= Chorro-Upham to Islay $T55,000 6/07 C Chorro-Broad to Upham $133,000 6/07 High-Beach to Hutton $42,000 6/07 Hutton-High to Sandercock $55,000 6/07 Cr Sandercock-Hutton to King $55,000 6/07 Pacific-Nipomo to Broad $45,000 6/07 Broad-Pacific to Marsh $51,000 6/07 Pacific-Garden to Broad $52,500 6/07 Garden-Pismo to Pacific $43,500 6/67 Garden-Parc to Marsh $51,000 6/07 Pacific-Chorro to Garden $40,000 6/07 Chorro-Pismo to Pacific $47,000 6/07 Raise Manhole Covers on Paving Projects 1 $40,000 1 6/07 u 102 1 council M.finD�10/0/ 7/03 ac,Enaa uEpoiA CITY OF SAN LUIS O B I S P O FROM: Mike McCluskey, Public Works Directo Jonathan P. Lowell, City Attorney SUBJECT: ADOPT A RESOLUTION MODIFYING THE ALTA VISTA PARKING DISTRICT TO INDICATE THE RESTRICTIONS FOR THE NEWLY EXPANDED AREA APPLY ONLY FROM SEP'T'EMBER 15 TO JUNE 15 OF EVERY YEAR CAO RECOMMENDATION 1) Adopt a resolution modifying the Alta Vista residential parking district to make the restrictions applicable to the new properties included in the district by Resolution No. 9455 (2003 Series)only from September 15 through June 15 of each year. 2) Rescind Resolution No. 9455 (2003 Series). DISCUSSION On June 23, 2003 the City Council held a public hearing to consider the expansion of the Alta Vista parking permit district along the blocks at 1500-1700 Fredericks Drive and 1700 McCollum Street. The Council adopted Resolution No. 9455 (2003 Series) expanding the district to include these properties. One concerned neighbor, both at the hearing and in a subsequent communication, raised concerns about the process utilized to implement the district and, consequently, the Council agreed to discuss at its July 15, 2003 meeting reconsideration of its earlier action. At the meeting of July 15, 2003, the City Council decided to leave Resolution No. 9455 (2003 Series) in effect. After the July 15, 2003 meeting, the concerned neighbor met with the City Attorney and further explained the basis for his objections — both substantive and legal. Essentially, his substantive concerns related to the hours of the parking restrictions and the fact that they would unnecessarily apply during the summer months when Cal Poly students were not in school. It was suggested to him that if he and his neighbors reached agreement as to application of the restrictions to their particular neighborhood, modification of the restrictions could be considered by the City Council. Attached is a September 12, 2003 letter to the City Attorney (Attachment 1) signed by both the concerned neighbor and the resident who initially circulated the petitions in favor of expanding the district. The neighbors indicate that they have conferred with other neighbors who favored expansion of the parking district to include their area, and all who supported the expansion of the district feel limiting the restrictions to apply only from September 15 through June 15 of each year is acceptable. In light of the neighbors' compromise, staff has prepared a resolution rescinding Resolution No. 9455 (2003 Series) and adopting an amended Alta Vista parking district to reflect that for the Council Agenda Report—Alta Vista Parking District Page 2 newly expanded portion (the blocks at 1500-1700 Fredericks Drive and 1700 McCollum Street, as illustrated on the diagram attached to the resolution) the restrictions will only apply from September 15 through June 15 of each year. Otherwise, the Alta Vista parking district, as expanded by Resolution No. 9455 (2003 Series) in June 2003, remains in effect. CONCURRENCES Both the Public Works and Police Departments concur with this recommendation. While not applying the restrictions to one portion of the district may initially result in an enforcement glitch, with time, and proper signage, ensuring compliance with the restrictions should proceed smoothly. FISCAL IMPACT Signs have already been installed in the expanded area. Some of the signs were surplus. Either new signs will be created or permanent stickers affixed to the existing signs to indicate the restrictions apply only from September 15 through June 15. The cost for this modification ranges from $150 to$600. ALTERNATIVES The Council could choose to not modify the district. This is not recommended in this particular instance where the neighbors in the affected area have reached a good faith compromise of a disputed issue. ATTACHMENTS Attachment 1: September 12, 2003 letter Attachment 2: Resolution rescinding Resolution No. 9455 (2003 Series) and adopting an amended Alta Vista parking district (with map attached as Exhibit A) GAAgenda-Ordinances-ResohAlta Vista parking dist-agenda rpt.doc aoa Attachment 1 September 12, 2003 Jonathan Lowell City Attorney 990 Palm Street San Luis Obispo, CA 93401 Re: Alta Vista Parking District Dear Mr. Lowell: As you well know, both prior to and following the City Council's recent action to institute the Alta Vista parking district, there was dissension among neighbors as to . whether a district was needed, and if so, when the new regulations should apply, We residents of the neighborhood have sought to reach a consensus regarding aspects of the district of concern to some of us. The undersigned, Roger Keep (who opposed the district) and Karen Adler (who circulated the petition in favor of the district) have reached an understanding as to implementation of the district In the best Interests of the entire neighborhood.. Ms. Adler . contacted again this past week those neighbors who favored the district and received their approval of this proposed resolution of outstanding concerns. We ask that the Council amend Its previous resolution.approving the district in order to provide that the parking regulations apply only from September 15 through June 15 of each year. Thus, the regulations would not be in effect during the period from June 16 through September 14 of each year. This compromise is agreeable to both those who originally supported the parking regulations as well as those who did not. Your efforts in getting this important change to the Alta Vista parking district implemented are greatly appreciated. Sincerely yours, x4-, PivLJ C kciz, Karen Adler 1676 F edericks Street Roger Keep 1660 Fredericks Street Cc: Michael McCluskey, Public Works Director 0 10 3 Attachment 2 RESOLUTION NO. (2003 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO ESTABLISHING THE GREATER ALTA VISTA AREA OF THE CITY AS A RESIDENTIAL PARKING PERMIT DISTRICT AND ESTABLISHING DAYS AND HOURS OF OPERATIONS OF SAID DISTRICT AND TIME OF RENEWAL FOR A PARKING PERMIT AND RESCINDING RESOLUTION NO. 9455 WHEREAS, the Council of the City of San Luis Obispo established the Greater Alta Vista Residential Parking Permit District; and WHEREAS, the Council of the City of San Luis Obispo determined that the quality of life for the residents of this district had been adversely affected by nonresidents using the neighborhood streets for excessive parking; and WHEREAS, the Council of the City of San Luis Obispo has determined that the restriction of nonresident parked vehicles on the neighborhood streets will improve pedestrian and vehicular safety and allow residents to gain proper access to their residences; and WHEREAS, the majority of the residents living on the 1500 - 1700 block of Fredericks and the 1700 block of McCollum have petitioned to be included in the Greater Alta Vista Residential Parking Permit District; and WHEREAS, the residents of this expanded area desire for the parking district restrictions to apply only from September 15 to June 15 of each year; and WHEREAS, the Council of the City of San Luis Obispo has held a public hearing to consider the changes to the parking district and permit distribution and has determined limiting the parking of vehicles along the streets in the area to vehicles registered or controlled and exclusively used by persons residing in the area is necessary in order to preserve the quality of life as defined in resident petition and approved by a sixty percent majority of persons residing in the area. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. Resolution No. 9455 (2003 Series) is hereby rescinded. SECTION 2. Pursuant to Section 10.36.170 et. Seq. of the San Luis Obispo Municipal Code the residential parking permit district boundaries and hours are hereby established as shown on Exhibit A. SECTION 3. No vehicle other than vehicles providing services to the Greater Alta Vista District or having a permit clearly displayed on the dashboard on the driver's side of the vehicle shall park on any street within the crosshatched area from 2:00 a.m. to 10:00 p.m., Monday through Friday. The remaining district boundaries within the solid shaded area shall restrict C(o =- -� Attachment 2 parking from 2:00 a.m. to 5:00 p.m., Monday through Friday, from September 15 through June 15 of each year. Said restrictions shall not apply to this particular area from June 16 through September 14 of each year. SECTION 4. The Public Works Department shall be directed to post the district with signs that clearly indicate these restrictions. SECTION 5. The Parking Division shall issue residential parking permits on demand as permitted in Section 10.36.220 of the Municipal Code. Permits shall be issued for a year effective September 15`s of each year. Upon motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this_day of September 2003. ` Mayor David F. Romero ATTEST: Lee Price, C.M.C. City Clerk APPROVED AS TO FORM: onat . Lowell, City Attorney Exhi big A. LLt::i UILLJ I ri ...... ....... ...... Crosshatch = Existing Alta Vista Parking District Solid = Newly Expanded Area of Alta Vista Parldng District (Restrictions Apply Sept 15-June 15) 040n ............... 1: X. X K MMAV K ...... ... m'z .. ..... ................. I '%.V. . .."%;. > %. . ut X;P.*z :'..' , ;...V{:.;.;;}}4-% - ...... .... ......... 'M �4 ...... ..... ..... .. . ... N f}!4' .. . . . .... • X V W >: N e W X ....... .... per AP ' -� CYDNEY HOLCOMB 805 594 0965 10/07/09 08:10am P. 002 J RECEIVED OC 1 0 7 7003 am .. Q SLO CITY CLERK Residents for Quality Neighborhoods P.O. Box 12604 San Lu' Ob' p 9340 COUNCIL JET CDDD xe to: 781-7109 j,'CAO ,e(FIN 4% ACAO L;"FIRE CHIEF ATTORNEY ;'PW DIR DATE: October 7, 2003 G!rCLERK/ORIG j POLICE CHF pDEpT — O'REC DIR ;�'UTIL DIR TO: San Luis Obispo City Council DIR RE: Meeting Date: October 7, 2003, Item: C6 ADOPT A RESOLUTION MODIFYING THE ALTA VISTA PARKING DISTRICT TO INDICATE THE RESTRICTIONS FOR THE NEWLY EXPANDED AREA APPLY ONLY FROM SEPTEMBER 15 TO ]UNE 15 OF EVERY YEAR. Honorable Mayor and Members of the City Council, As you know, RQN has been closely monitoring the on-going controversy involving the recent expansion of the Alta Vista Neighborhood Parking District. It is not our intent to upset the apple cart; however, we are very concerned with this latest development. Your agenda report contains a letter which was authored by the City Attorney and subsequently signed by Karen Adler and Roger Keep. In this letter they purport to represent residents in the parking district who wish to modify the parking restrictions during the summertime months. Even though the letter fails to identify the residents by name and fails to state whether or not they represent a majority of those residing in the affected area, you are being asked to support a resolution to modify this district. It is our opinion that this approach is contrary to established City policy regarding the modification of parking districts and, if allowed, will set a dangerous precedent with the potential to destroy the integrity of the City's existing preferential parking permit districts. The City dealt with a similar situation in 2001 after the College Highlands Parking District was approved. Several disgruntled students attempted an unsuccessful petition drive to modify the hours of enforcement and to increase the number of parking permits available to qualified residences in the district. In a letter to the student petitioners, which we have attached for your convenience, the City Parking Manager stated: "With regards to any change to the hours of enforcement of the approved district, It would require a new petition from a matori�of dents within the College Highlands district in the same manner that was used to create the new parking permit district' The other parking districts have all operated under this principle and we see no reason for this district not to follow suit. Your council has unanimously supported the formation of the Alta Vista Parking District Expansion, not once, but twice, and it should be allowed to stand as approved. If Mr. Keep doesn't like it he certainly has the option to re-petition the neighborhood himself. RED FILE MEETING AGENDA DAT ITEM # C(o -� CYDNEY HOLCOMB e0S Se4 036S 10/07/03 OS:10am P. 003 October 7, 2003 Alta Vista Parking District Expansion Page 2 In a related matter, you should probably be aware of the fact that two students who reside in the Aurignac development have expressed a concern with regard to their parking permits. It appears that Mr. Aurignac is only giving one permit to each of the four homes on the north side of McCollum Street and one to the home facing Fredericks Street. He is giving the remaining five permits to the houses on Leroy Court, which are on the south side of McCollum Street and NOT included in the parking district. In summation, we would request that you make no further change to the Alta Vista Parking District unless you are presented with a formal petition supported by a majority of the residents residing within the district. Respectfully submitted, Cydney Holcomb Chairperson, RQN Attachment: 1 c: Karen Adler Rob Bryn, Neighborhood Services Manager Jonathan Lowell, City Attorney Lee Price, City Clerk '� ► CYDNEY HOLCOMB 905 594 0365 1_0/07/03 03:10am P. 004 Y :ML—� city of san tuffs of wbpo AM PARKiNG OPERATIONS• 1260 Charm Street.Suite B•San Luis Obispo,CA 93401 (805) 781.7230 • FAX (805) 781-7267 March 27, 2001 Christian and Kevin Brown 514 Cuesta Dr. and 413 Highland Ave. San Luis Obispo, CA 93401 Dear Christian and Kevin.Brown: At its March 20,2001 meeting,the City Council discussed your request to change the number of permits issued to qualified residences and to modify the hours of enforcement for the Council-approved College Highlands Residential Permit District. Be advised that a change.to the regulations for the nlmiber of permits issued to residences within an established residential parking district would require a change to the ordinance governing these requirements. Council took no forma) action to initiate an ordinance chance for the number of parking permits issued to qualified residences. Asa result,the current number of permits issued to qualified residences will remain at two permits per household. With regards to any change to the hours of enforcement of the approved districP it would require a new petition from a maiority of residents within the College Highlands District in the same maituier that was used to create the new parking permit district. Based on our review of your petition,only 20 qualified residences can be confirmed as Icgiumate endorsement for the proposed change. The bulk of the signatures cannot be confirmed as being bona fide residents who currently live within the approved district boundaries. As such,the petition cannot be accepted in its presents form because it does not represent the majority of residents currently residing in the College Highlands district. For your edification,the petition must include the name and signature,address,and phone number of residents who currently reside in the now established district boundaries. Additionally,each residence qualifies as one vote only,regardless of tine number of individuals residing at the qualified address. Furthermore,absentee property owners and other non-residents do not qualify for establishing and/or malting changes to residential disrricts,only he rosi ml fiine atthe cSualified address in ft district sign the tietition for creating or modidi t There are currently 143 residences that make up the newly created parking permit district. Thus,a majority(51°/a or 73 residences)of qualified rWdences w endorse any modification of the approved hours of enforcement. RECEIVED MAR 2 9 2i)Ot SRO CITY COUNCI The Gry N San Luis Obispo 1s U:Dr%ed m vich�de ltls dischWd in; d its services,P"Mms and activities. Tctcoorrununimtions Device for lne Oeet faoSt 7e7-7410. • CYDNEY HOLCOMS 80S S84 038S 10/07/03 08:10am P. 00S For your information,we have included a sample petition that can be used as a model if you wish to further pursue a formal change to the approved hours of enforcement for the Collfge Highlands District. Please contact our office at 781-7230 if you need additional information. Sincerely, Keith Opalewski Farldng Manager enclosure c: Members of City Counoil, L-01FAdnunistmtive Officer Public Works Department C.Fipetirionzecputue = council mcmoRanbum crty of san tuffs owspo. DATE: October 7, 2003 RECEIVED UC I 0,7 2003 TO: Mayor and City Council SLO CITY CLERK VIA: Ken Hampian, CAO FROM: Mike McCluskey, Public Works Director(P^/Cf Jonathan Lowell, City Attorney k— SUBJECT: October 7 City Council Agenda Item C-6 Modification of Alta Vista Parking District The Staff Report regarding modification of the Alta Vista Parking District (October 7 Agenda Item C-6)indicates that those exploring modification of the newly expanded district conferred with all their neighbors about the proposed modification of the district. It has been pointed out to staff that the residents on McCollum Street were not canvassed about the proposed modification to the district; hence, the staff report should be clarified to reflect this. Notwithstanding the fact McCollum Street was not re-contacted, staff continues to recommend the proposed modification apply to the entire new area of the district, including the 1700 block of McCollum Street, as shown by the solid shading on the map attached to the draft resolution. Both blocks were submitted as one application and.the votes in favor were garnered in both blocks as well. Staff believes that the rationale supporting the compromise also makes sense when applied to McCollum. -O'COIJNCIL ZCDD DIR CAO -a FIN DIR ACAO 8'FIRE CHIEF RED FILE 12'ATTORNEY Z Pw DIR J2 CLERK/ORIG 2rPOUCE CHF MEETING AGENDA o DEPT HEADS .�REC DIR rp DIR DA ()JITEM # fjj � SHR DIR Council. V66ber 7, 2003 acEnaa RepoRt lw.N..I.. C� CITY OF SAN LUI S OBI SPO FROM Michael D. McCluskey, Director of Public Works Prepared By: Barbara Lynch Civil Engineer�- SUBJECT: SAN CARLOS SEWERLINE EASEMENT PURCHASE CAO RECOMMENDATION 1. Accept the easement from San Luis Garbage Company for completion of the San Carlos to Woodbridge sewerline project, Specification No. 90241. 2. Authorize the Mayor to sign all easement documents. 3. Authorize payment of$9,500 to San Luis Garbage Company upon close of escrow. DISCUSSION On July 18, 2002, the CAO authorized Hamner, Jewell and Associates (HJA) to proceed with acquisition of two easements, one from San Luis Garbage Company and the second from Albertson's, to allow the realignment of the sewerline serving the San Carlos area. A third easement is also required from Union Pacific.Railroad(UPRR.) HJA has completed the acquisition of the easement from San Luis Garbage Company and it is ready for acceptance by the City. HJA was not successful in obtaining an easement from Albertson's. Staff is currently working with a representative of Albertson's to incorporate the easement in a map revision they wish to complete. If that effort is not successful, the City will have to move to condemnation to obtain the necessary easement.. Staff is working on acquiring the UPRR easement; however; at this time, UPRR has requested the City revise the proposed alignment to better serve railroad interests. That revision work is underway. The easements are needed for the realignment of the:sewer-main serving the San Carlos area off Johnson Ave. Currently a very old line serves this area and connects to a small sewerline on Roundhouse. The new alignment will take it to Woodbridge Street and out to the main trunk line in Broad Street. CONCURRENCES The Utilities Department has reviewed and approved the appraisal. The easement has also been sized and negotiated to allow the addition of a water reuse line at a future date if so desired. FISCAL IMPACT Funding for the acquisition of the easement will come from the Collection System Improvement Account which currently has a balance of$683,000 to support this project. San Carlos Sewerline Easement Purchase Page 2 ALTERNATIVES Staff has looked at alternate routes, but due to the necessity to maintain adequate slopes and connect to the trunk line, this appears to be the only reasonable route. ATTACHMENTS Attachment 1 - Location Map Easement documents and the Appraisal Report are available in the Council Office for review. g:\wrrent prolects\sewer190241 sm pis=roundhouse\dowmems\1-staff reports\90241 slogc eese.doc SG= Ldrivc C`7 ��--� Com► �''�� -f� ■■ � �=- i PROJECT LOCATION rrr At f Sewermain Improvement Project Railroad Crossing C1, Specification . 90241 j council Me�D.« October 7,2003 acenda uepont "�N17 CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public WorkvT. Prepared By: Jay D. Walter,City Engineer SUBJECT: ORCUTT ROAD MEDIAN LANDSCAPING CAO RECOMMENDATION 1. Transfer $12,000 from the CIP reserve to install median landscaping on Orcutt Road near the intersection with Broad Street. 2. Direct that landscaping be a part of any future median project. DISCUSSION A curbed concrete median divider was constructed on Orcutt Road as a condition of approval of the Parcel Map 99-214 for a private development (Lemburg) at the intersection of Orcutt and Broad. Construction of the median island and installation of sleeves to accommodate the future installation of the irrigation service under Orcutt Road were required according to Community Development Director's Action 99-07 dated November 19, 1999. However, installation of landscaping of the median was not required as a condition. The final plans show the median covered with asphalt paving until such time as a later City project would install landscaping. The Council recently discussed the finished condition of this median and directed staff to investigate a future project that would provide landscaping. A New Construction Project In response to the Council request, staff has reviewed the size of the median and prepared an estimate to remove the asphalt and construct/install landscaping in the median. Estimated project cost is $12,000. Much will depend upon the water meter size needed to service the median as current water meter fees can have a significant impact on project budget. The project will be designed along the same lines as previously approved for the Los Osos Valley Road medians. This. project is not included in any current work schedules for either engineering staff or maintenance staff, and as such, no schedule for project delivery can be guaranteed. If the Council assigns this project a very high priority, other projects will be pushed back and work on this project will commence immediately. Without specific direction, however, staff realizes that the Council would like to see this done sooner rather than later. In order to deliver the project in a reasonable amount of time (such as Spring 2004), Public Works proposes using City staff where possible to design irrigation and planting schemes. Additionally, depending on availability, staff may be able to do some of the installation. Separate small contracts with designers, material providers and/or installers may also be used. Orcutt Road Median Landscaping Paget How to avoid this kind of circumstance again in the future. During the Council discussion of the Orcutt median, questions were raised suggesting that Council may perceive a lack of City policy or standards regarding medians. In actuality, the City already has policies on the books regarding the future location of medians, and the funding of medians. A full discussion of all the policies and combinations of funding requirements is planned for a future study session. In the interim, staff will proceed on the basis that no future median shall be constructed without landscaping and the responsibility for cost of that work will be fully determined and agreed to prior to issuance of construction permits. FISCAL EMPACT The estimated cost for design and construction is $12,000. We recommend funding this supplemental project from the CUP reserve, which has a current balance of$271,100. ALTERNATIVES 1. Deny the Project. If the Council denies the project, the median will remain paved with asphalt concrete. It is an effective treatment to control weeds and simplify maintenance. 2. Defer or Re-phase the Request. The Council could defer the project until the 2005-07 Financial Plan, when it would compete with other projects for available funding. 3. Direct Staff to Accomplish the Project Using City Staff. The project is small enough that current City staff in Public Works could complete the work with an augmentation to the budget either for minor capital or program funds. As described above, we anticipate that the project will be accomplished with a combination of staff resources and small purchase orders to specialized vendors. Using staff resources alone would delay the completion of the project as ongoing tasks such as mowing ball fields and maintaining play areas must continue and only spare time could be used for this project. I:LCouncil Agenda Reports\2003 agenda reports\Engineering and Maintenance Services(Walter)\CAR Orcutt Rd Median Landscaping.DOC c g-a council -a j aGEnba izcpoizt aq CITY O F SAN LUIS O B I S P O FROM: John Mandeville, Community Development Directo4D�ws By: Pam Ricci, Senior Planner 1'f;Z, SUBJECT: COPELANDS PROJECT ARCHAEOLOGICAL SERVICES CAO RECOMMENDATION: 1. Approve a contract amendment with Applied EarthWorks in the amount of $98,250, contingent upon the developer depositing with the City the amount of$49,125, with the City responsible for the remaining$49,125 under the terms of the approved MOU for this project. 2. Appropriate $49,125 from unreserved Parking Fund working capital for the City's share of this added work, with the General Fund to reimburse the Parking Fund for its share of this cost from the proceeds of the sale of the Court Street property. DISCUSSION: Situation On February 19, 2002, the City Council approved a workscope for archaeological services for the Copelands Project. With that approval, the Council also authorized the CAO to execute a contract with Applied EarthWorks of Fresno, for the necessary archaeological fieldwork laboratory processing, analysis, and reporting. Applied EarthWorks also worked as a sub- consultant on the project Environmental Impact Report (EIR) by preparing the Cultural Resources Section of the document. Consistent with the terms of the amended Memorandum of Understanding (MOU) between the City and Court Street Partners, LLC (Copelands), the costs for the archaeological work were spilt between the two parties. Specifically, Copelands paid for the costs of the anticipated archaeological fieldwork, resource recovery, and laboratory testing for the Palm/Morro Parking/Office Structure site, and the City paid for the work for the Court Street site. The total contract for archaeological services with Applied EarthWorks was $261,750. Based on the expectation that there may be richer archaeological deposits at the Palm/Morro site, the Copelands paid a 60% allocation of the proposed contract amount ($157,000). The City was responsible for the remaining 40% of the contract for work at the Court Street site ($104,700). Because a higher proportion of the fieldwork that has been completed to date was focused on Court Street, the percentages for the remaining work have been adjusted from a 60% allocation of costs for Copelands to a 50% allocation of costs. It is anticipated that the remaining fieldwork will be more focused on the Palm/Morro site, and a 50% split of the new costs will result in an equitable sharing of actual costs for the completed and future work operations at both sites. The fieldwork sessions at both sites have gone surprisingly well. The extent and type of features uncovered have been consistent with the testing and mitigation plan for the fieldwork. Staff has 0 — c Copelands Project Archaeological Services Page 2 received positive feedback from the public on the informational posters on fencing at the job sites and tours conducted for smaller interest groups, including the Cultural Heritage Committee. However, costs for the fieldwork have increased since the budget was initially developed and there is additional fieldwork that is necessary to complete the mitigation effort. For these two reasons, we recommend that the Council approve an amendment to the previously approved contract. Background Our existing contract and approved mitigation methods for the Coeplands Project used consolidated archaeological services. Simply put, the consolidated approach combined the resource evaluation and impact mitigation phases into a single field operation that has: determined whether archaeological remains are present; evaluated their significance and integrity; assessed potential effects; and performed impact mitigation, where appropriate, through data recovery excavation. As anticipated, this approach of a single field operation has proven to be ultimately more efficient, less disruptive, and more cost effective. The reason that the consolidated approach is more efficient and less disruptive is fairly straightforward — sites only need to be dug up once, rather than returning at a later time to do resource recovery. The additional fieldwork being requested now would be consistent with this tenet. With the completion of this final phase of the fieldwork at both sites, required mitigation consistent with the EIR would essentially be satisfied and would not significantly affect the construction phases. There may be some continued need for monitoring during construction and there are some limited areas that still have not been uncovered. However, the sites where artifacts and features were anticipated have already been uncovered or will be with the latest round of fieldwork. If necessary, any monitoring will be accommodated within this budget modification request, so that no additional costs for archaeological fieldwork or analysis are anticipated. Costs of Consultant Services The additional $28250 requested for archaeological services that have already been completed is the result of the extended schedule and changed conditions since the original budget was prepared in December 2001 (see Attachment 1 — Amendment to Agreement with Exhibit A - letter from Principal Archaeologist Barry Price dated 9-17-03). The key changes are: 1. Hourly rates for different key specialists, logistical support, and outside services increasing since the original budget was drafted; 2. Higher per diem costs because the work was conducted during the peak summer months rather than winter, as originally scheduled; and 3. Some of the features that were uncovered were more extensive and complex than originally anticipated. An additional $70,000 has been requested to cover the added fieldwork, lab processing, and analysis that is required at both sites to complete required mitigation consistent with the EIR. This work includes two major focuses: 0q -a Copelands Project Archaeological Services Page 3 1. Court Street—further exploration of the Casa Grande foundation and a smaller feature, probably a privy and a trash pit recently discovered with the further removal of the asphalt surface. 2. Palm/Morro—additional excavation of the Mission-era midden deposit. The consolidated approach has fulfilled expectations to save both time and money. The original $261,750 price tag for impact mitigation through resource recovery and laboratory testing was substantially less than another estimate, which separated the various components of the operation. While the requested amendment is significant, overall costs for the archaeological work are still within earlier budget projections. When the original budget was pulled together, there were still many unknowns regarding what would actually be found below the surface. As mentioned, the work has gone well and finds have largely occurred in the areas that were pinpointed. However, both parties understood that additional work might be necessary after the sites were uncovered and fieldwork had ensued. Since the project cannot proceed without completion of the impact mitigation, staff supports approval of the contract amendment to allow the needed additional fieldwork to proceed. FISCAL IMPACT As noted above, we recommend allocating the additional cost of $98,250 equally between the Copelands ($49,125) and the City ($49,125). Based on this, the following summarizes revised project costs: Archeological Services Cost Summary Original Amendment Total City 104,700 49,125 153,825 Copelands 157,000 49,125 Total $261,700 $98,250 ;;;206,125 359,950 Given the former use of the Court Street site as a parking lot, all City costs to-date have been charged to the Parking Fund, with the understanding that the General Fund would reimburse its share of the allocated costs from the sale proceeds. Past research shows that 75% of this site was purchased with parking revenues (before creation of the Parking Fund) and 25% from the General Fund. Based on this, the Council approved allocating the proceeds from the sale of the Court Street property between the two funds on this same basis as part of the 2002-03 Budget. We recommend allocating the City's share of archeological costs related to the Court Street site in the same "75/25" manner: $115,325 to the Parking Fund and $38,500 to the General Fund. However, for simplicity, we recommend continuing to initially charge the cost of archeological services to the Parking Fund, with the proceeds from the sale apportioned as follows to reflect the General Fund's 25%-share of these costs ($38,500): Cq �3 i Copelands Project Archaeological Services Page 4 Proceeds from the Sale of Court Street 75%/25% Archeological Allocation Services Total Parking Fund 1,471,500 38.500 1,510,000 General Fund 490,500 (38,500) 452,000 Total $1,962,000 $— $1,962,000 As reflected above, these costs will be funded from the sale of the property. In the interim, adequate resources are available in the Parking Fund to fund this supplemental appropriation and retain working capital within the City's minimum balance policy. ALTERNATIVES 1. Approve a modified workscope. We believe that added work is necessary in meeting the EIR conditions, and that the proposed compensation for this work by Applied EarthWorks is reasonable. ATTACHMENTS Attachment 1 —Amendment to Agreement with Exhibit A - Letter from Principal Archaeologist Barry Price dated 9-17-03 LA Archaeo Services Council Report 2.doc AMENDMENT TO AGREEMENT Attachment 1 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on October 7, 2003, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City,and Applied EarthWorks,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on February 19,2002,the City entered into an Agreement with Contractor for archaeological and cultural resource services in connection with the Copelands Downtown Project per Specification No. 90174; and WHEREAS,the City desires to amend the scope of services to include additional fieldwork and associated laboratory testing and Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF-SAN LUIS OBISPO By: City Clerk Mayor David F.Romero APPROVED AS TO FORM: CONTRACTOR By: City kuopey LACopelands\Archaeo Amendment �q -s Exhibit A Via Electronic Mail 17 September 2003 City of San Luis Obispo Community Development Department Att'n.: Ms. Pam Ricci 990 Palm Street San Luis Obispo, California 93401-3249 RE: Archaeological Investigations for the Copelands Project Dear Pam: Applied EarthWorks, Inc. (.E) is pleased to submit a revised cost estimate for archaeological and historical studies in support of the Copelands development project in downtown San Luis Obispo. As you are aware,)E has completed two sessions of archaeological fieldwork in the Court Street and Palm/Morro lots. During that time we have uncovered 16 archaeological features and deposits. A summary of those features and deposits is attached. As we discussed last week, it is appropriate at this juncture to rebudget the project for several reasons.. Many of the assumptions used to develop the original budget have changed in the intervening years,particularly with regard to the scheduling and organization of the project and coordination with the various stakeholders. The changed schedules, conditions, and other circumstances surrounding the archaeological investigations have resulted in increased costs for the project. As you know, the archaeological fieldwork was delayed for nearly three years since our original cost estimate for the Chinatown/Court Street project was submitted in October 2000. During that time the project was redesigned substantially, workscopes and budgets were modified and adjusted to meet the changing needs of the project, an Environmental Impact Report was prepared and certified, and many other events have occurred. Several of these changes occurred subsequent to our most recent cost estimate,prepared in December 2001: Most notable among these is that the project was divided into an EIR phase and post-EIR phase, and some of the funds originally allocated for the cultural resource studies were applied to the preparation of the EIR and participation in various public meetings and hearings associated with that part of the CEQA process. Our scope of work and budget did not anticipate some of these requirements. During this same period Hs labor rates and key personnel also have changed, and the cost of logistical support and outside services has increased. Importantly, the scheduling and sequencing of archaeological fieldwork increased the cost of carrying out the work. Local motel costs for housing the field crew were substantially higher during peak summer months than during the winter season, when the fieldwork was originally scheduled. Substantial additional coordination among lE, the City, the Copelands,the public, and other project participants also has been required as a result of the extended time frames, cq-b changing conditions, and modifications in the scheduling and sequencing of the work. All of these changes have cost implications. Several of the archaeological features uncovered to date are more complex and extensive than expected. The unanticipated presence on the Court Street lot of both structural and hollow features potentially associated with the Mexican and early American periods (circa 1835-1875) warrants further exploration and investigation. Similarly, additional excavation is needed in the mission-era Native American midden deposit on the Palm/Morro lot to reduce the impacts on that deposit to less-than-significant levels. For these reasons we have recommended another field session to complete the mitigation effort. As we have discussed, we recommend further investigation in two currently unexplored portions of the Court Street lot. We estimate that two additional historical features could be preserved in those areas. On the Palm/Morro lot, we estimate that approximately 53 cubic meters of midden deposit is present. We recommend that an additional 2.5 cubic meters of midden be excavated by hand under controlled conditions and processed and analyzed in the laboratory. We estimate that a five-person field crew can accomplish this work in seven to eight days. We understand that JW Design and Construction will provide the backhoe and operator for this work, and have not included those costs in our revised estimate. The attached Excel spreadsheet presents the estimated labor allocations and costs for the entire archaeological and historical project, including post-EIR work completed to date and the anticipated work required to complete implementation of the mitigation plan. These costs are summarized below. Approximate post-EIR cost to date (including prefield preparation and two fieldwork sessions) $120,000.00 Anticipated extra costs to complete mitigation $ 70,000.00 Budgeted cost for laboratory processing, technical analyses, and preparation of final reports of investigations $170,000.00 Total Estimated Project Cost $360,000.00 Original Contract Amount $ 261,750.00 Amount of Requested Budget Modification $ 98,250.00 While we recognize that these additional costs are-significant, we also understand that the potential savings in the long run also could be substantial. In particular, completing the additional work now will eliminate any future additional costs for construction monitoring as well as the attendant costs and delays associated with discoveries during construction. If additional archaeological features were discovered during construction,the added costs of potential mid-construction delays could easily exceed those proposed here. cq -� Please contact me if you require additional details or wish to discuss our recommendations further. We are prepared to remobilize our field crew promptly to complete this additional work expeditiously and ensure that the project remains on schedule. Sincerely, //signed!/ Barry A. Price Principal Archaeologist Cq TOTAL ESTIMATED PROJECT COST City of San Luis Obispo Historical and Archaeological Investigations for the Copeland Project APPLIED EARTHWORKS,INC. Post-Field Revised Budget Revised 15 September 2003 Labor Category - _ Hrs Rate Code Rate Cost Pnnci alArchaeologist BAP 176 .__003 _. - 106.10 $18,674 Sr.Historical Archaeologist MCH 264 012 75.40 $19,906. Geomo holo ist DC 40 028 47.00 $1,880 Faunal Analyst-Shell AM 65 024 :52.70 $3,426 Field Supervisor 214 026 49.30 $10,550 Field Supervisor .894 026 49.30 $44,074 .Historian- 40 028 47.00 $1,880 Publirabons Manager SR .. - 152 061 48.40 $7,357 Field Technician 1 _- 542 .- 035_ 38.60 $20,921.. Field Technician.11 .354 036" 36.80 --. _$13,027.. Laboratory Director 678 ..027 47.90 $32,476 Laboratory- Technicians 2463 035 38.60 $95,072 Database Manager -- - -200 037' .35.20 $7,040 Draftsperson LM . . 175 _064 - 40:90 - --- $7,158 Word.Processin Data.En CS .172 - 055"- 41.10 __$7,069. Project Administrator 118 13 071 .37.90 - $493 Administrative Support CM 27 073 34.50 $932 Total Hours/$ - 6469 x$291,933 EquipmentlSuppides Field Equipment and Su lies " - $1,000. Laboratory and Archival Supplies $1,500 Vehicle Rental $1,300 Fuel for Rental Vehicles $600 Travel/Transportation Units C�Mileage rsonal vehicles $1,000 Per Diem - $19,999 Parf(ing,tolls,etc.-- .._ _ _ $20 Lodging(person days) _ -" -- _ $0 Subsistence(person days) - -.$0 _Outside Services Information Center Fees(per hour)- Native American-Monitor(per hour) - - $3,500 Faunal Analyst-Bone SG - - "---- $10,000 Shell Bead Analyst RG $500 Radiocarbon'Datin Macrobotanical Analyses P - 20 $180 :$3,600 Site Security Guard(per houl 400 $20 $8,000 Backhoe and Operator(per hour 88 -$95" $8360 On-site Facilities - $1-,000 Other Direct Costs - -- " Postage/Duplication - -- --- -" - $500 Office Communication/Supplies -$1,000: TOTAL LABOR and BENEFITS - $291,933 TOTAL EQUIPMENT/SUPPLIES _ $4,400 TOTAL TRAVELI RANSPORTATION $21;019 TOTAL OUTSIDE SERVICES _ _ _ $34,960- TOTAL ODCs - - $1,500 FEE @ 10% non-labor - - " -" - - $6,188 TOTAL $360,000 Ca-q Hampian - Church Fees question - i,- 4 answers RECEIVED Iffial orra I ;EI`COUNCIL ZCDD DIR QC 0 3 2003 ACO ,i=t FIN DIR From: Michael McCluskey jZACAC e�?FIRE CHIEF To: toleary@mountainbrook.net SLO CITY CLERK 'ATTORNEY m �, � 12'PW DIR Date: 10/2/03 4:59 1 PM 21 CLERK/ORIG ZPOLJCE CHF Subject: Church Fees question-and answers 13 DEPT HEADS P-REC DIR DIR Dear Pastor Thom, IHR DIR J Your email got forwarded to me for response. My department(Tim Bochum and 1) have been working closely with Lori Atwater, your project manager on any number of issues: Calle Joaquin Relocation, Red Legged Frog Studies, Reimbursement to the Church for funds expended and Sub Area Impact Fees. She raised the exact same question you did a couple of weeks ago. The answer to your question is fairly simple. The cost per trip is roughly$3,650. If you multiply the number of trips for your church by this number you will roughly arrive at the$602,000 figure you quoted in your email. The cost per trip is the same regardless of whether one is in the County or in the City. But what differs is Juridictional Policy. The City Council have direction to City Staff that we should assume that one-half the cost will be bome by developers and one-half of the cost will be obtained from State or Federal Grants. Your project is in the County. As such you are subject to their policies. As of the writing of this email the current County policy is to assume developers contribute 100% and no grants will be obtained. Lori Atwater indicated, in our last conversation, that she anticipates County staff addressing the policy question in the near future. Lod is on top of the issue and I am sure that she can fill you in on status and strategies that she is pursuing in your behalf. If you have further questions that Lod can't answer, please don't hesitate to call me at 781-7214 or email at the above address. Sincerely Mike McCluskey Director of Public Works >>> "Thom O'Leary" <tbleary(Mmountain brook.n > 09/30/03 20:31 PM >>> Ken, As a follow-up to our recent comments during the transportation special session, I'm asking for your help. The City of SLO is the lead agency in the study related to the interchange project. As much as we appreciate the assistance we've received from City staff to calculate out fair share of the interchange project, appears that projects in the County are being assessed differently than those in the City. In our case for example, our fair share is estimated at$602,000 with 165 pm trips impacting the interchange while Costco's share is$746,180 with 408 pm trips. We believe that"fair share"means that our church and the other County projects should pay the same for each trip as Costco or the others. Coincidentally it appears that the County projects are"faith based"while the City projects are"for profit'. Since we and the other communities of faith are non-profit, providing a community resource in the region, we'd ask the City to consider a"discount'because we are not making money but are here to serve. We are committed to being "good neighbors"to the City of San Luis Obispo.As a regional church, the Mountainbrook campus will provide public access in a park-like setting to all County residents and visitors. We need your help to offer our campus as a blessing to the community for many years to come. Please encourage City staff to continue to work with County on a solution that is equitable to all parties. Any suggestions that you have on how we can substantially reduce our fees would be helpful. Churches are an important part of a healthy community. We appreciate your assistance. RED FILE MEETING AGENDA DAM_t� ITEM ,Ken Hampian -Church Fees question -p— ' answers Page 21 Sincerely, Pastor Thom O'Leary, Lead Pastor Mountainbrook Community Church (formerly Vineyard Community Church) CC: Atwater, Lori; Bochum, Tim; Council; Hampian, Ken j�� ,. council mcmoi.an6um October 2, 2003 RECEIVED OC 1 0 3 2003- TO: City Council ' / SLO CITY CLERK VIA: Ken Hampian, City Administrative Officer FROM: Mike McCluskey, Director of Public Work-d SUBJECT: Exhibit A—Map for Attachment#1 —Item PH-3 The Mayor has asked for a better map as the one that is attached to the current agenda item reproduced poorly. Attached is a color version which should clear up any confusion. OUNCICZX-fl- Lj C CDD DIR CAO C FIN DIFI ❑.ACAO C FIRE CHIEF - �.CLEA}GQATC� :.'._�:PaCCCE':CpiF: .�._:. �.:......:.....; :. RED FILE ❑ DEPTHEADS Z.F DIR - M.E_ ING AGENDA ❑.UTI DIM O O HR DIP DAW I ITEM 1 Exhlit '1��G♦i•� Pyr li r . u r �� +M��+,� ♦ t ,i i� :1�,�n s^ � t r�iw'tt� 1�1SI� ♦ ►s�- r � !.' �f%id1�y;++i I�F.•411 JP �.;�j�;��r♦h .1 1 \r i rr� ��r+ r � f! NT i� 1 / 1 RoadlUS f Interchange 1 Area 1:\—C�ncil Agenda 11 D-