HomeMy WebLinkAbout03/04/2008, C5 - DESIGN SERVICES FOR ADA IMPROVEMENTS PROJECT i
council
March 4.2008
j agenda RepoRt
CITY OF SAN LUIS O B I S P O
FROM: Jay Walter, Public Works Dire
Prepared By: Bridget Fraser, Engineer III
SUBJECT: DESIGN SERVICES FOR ADA IMPROVEMENTS PROJECT
CAO RECOMMENDATION
1. Award a Purchase Order to BFGC Architecture in the amount of$48,375 for restroom design
services associated with the ADA Improvements Project.
2. Authorize the Finance Manager to execute the Purchase Order.
DISCUSSION
Staff recommends awarding a purchase order to BFGC Architects to provide design services and
construction documents for seven restrooms to bring them into compliance with federal Americans
with Disabilities Act (ADA) regulations as identified by 'a 2004 Department of Justice audit. The
seven restrooms require varying degrees of improvements from fairly minor door swing, handrail
and signage issues at Throop, French, Damon-Garcia, and Santa Rosa Ball field restrooms to fairly
extensive remodels at the Jack House service building, Mitchell and Meadow Park restrooms.
In December 2004, the City entered into an agreement with the Department of Justice (DOJ) to
bring various city facilities into compliance with federal ADA regulations. This agreement was
based on an audit performed by the DOJ earlier that year. The majority of the physical
improvements identified in the agreement have to do with providing proper signage, accessible
parking stalls,accessible bathrooms and accessible paths of travel from parking lots into the various
facilities.
The City has been actively working on remedying many of these deficiencies through work
performed in-house and providing design and construction funds through the Capital Improvement
Program. To date many of the minor corrections have been taken care of by building, parking and
park maintenance staff. A recent contract was awarded to a contractor to perform parking lot
striping and concrete work. In addition, three restrooms replacements (Santa Rosa near the
playground and two at Laguna Lake) were budgeted for and approved as part of the 2007/09
Financial Plan for which design has recently started. And finally, in December 2007, BFGC
Architects, the City's on-call architect, reviewed and evaluated eight restrooms (Throop, French,
Damon-Garcia, Santa Rosa ball field, Mitchell, Meadow, Jack House, and Laguna Lake Golf
Course)and provided preliminary scope of work and cost estimates to bring them into compliance.
Through this evaluation, the architect recommends that the Laguna Lake Golf Course restroom,
given the condition of the building and the extensive list of corrections needed, be demolished and
completely rebuilt. it will be necessary to provide accessible portable toilets on site until a new
Design.Services for ADA Improvements Page 2
restroom facility is built. Funds for design and construction will need to be allocated in a future
budget.
BFGC Architects is currently under a two-year on-call contract with the City to provide
architectural design services associated with the City's Capital Improvement Program. Staff
directed the architect to prepare a proposal and fee to provide final design and construction
documents for the remaining restrooms. (See attached purchase order and proposal.) Staff
recommends approving the purchase order and moving forward with final design and construction
documents to correct the deficiencies for the remaining seven restrooms.
FISCAL IMPACT
The ADA Improvement project is identified on pages 289-291 of Appendix B of the 2005-07
Financial Plan. Funds will come from Community Development Block Grant (CDBG)
allocations. There is currently a total of$152,655 remaining in the project design and construction
accounts. Of this amount $73,500 is slated for a recently awarded construction contract(90569A)
leaving a balance of $79,155 that can be used to fund the design of the seven restrooms. The
estimated project accounting is shown below:
Current Budget
Design Account 1,794
Construction Account 150,861 $1529655
Reserved for recently awarded project
Construction Contract(90569A) 66,362
Contingencies 7,138 $ 73,500
Current Available Funds $79,155
Restroom Design Services
PO to BFGC Architects 48,375
Design Contingencies 2,125 $50,500
Balance Remaining $28,655
Staff recommends transferring $48,706 (=$50,500—$1,794) from the construction account to the
design account to cover the $48,375 purchase order plus allow for contingences. The remaining
$28,655 will be used to cover the costs of any remaining corrections and go towards the eventual
construction costs relating to the seven restrooms.
Additional construction money is needed to complete the seven,restroom corrections. Preliminary
estimates indicate the cost to correct the deficiencies at the seven restrooms will be
approximately $280,000. Once detailed cost estimates are generated during final design, staff
Will return to Council with a strategy to procure additional construction funds.
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Design Services for ADA improvements Page 3
ALTERNATIVES
Defer the projects. The projects could be deferred; however, unless the restrooms were closed or
accessible portable restrooms provided, the City would continue to have non-compliant
restrooms. This would expose the City to possible litigation and the City would also be in breach
of its contract with the DOJ. Staff does not recommend this alternative.
ATTACHMENT
1. Vicinity Map
2. Purchase Order/Work Scope
G:\Staff-Reports-Agendas-Minutes\_CAR\2008\CIP\90569 ADA Design Services\90569 ADA Restroom Design Services.Doc
Ems',..,
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LOCATION MAP
1��a iirril .:
_ • •' IMPROVEMENTS PROJECT
DESIGN SERVICES
RESTROOM LOCATIONS
02108
City of San Luis Obispo �l �) ATTACHMENT 2
PURCHASE ORDER
PURCHASE ORDER NO. 12ooaa
X Send copy to vendor with any attachments OEM
Do not send to vendor 0260/08
VENDOR BFGC ARCHITECTS SHIP TO CITY OF SAN LUIS OBISPO
ADDRESS 4115 BROAD ST, STE B6 ADDRESS 919 PALM STREET
SAN LUIS OBISPO CA 93401-7992 SAN LUIS OBISPO, CA 93401
WILLIAM TUCULET,AIA BRIDGET FRASER
Bus: (805) 546-0433 Bus: 805-781-7192
Fax: (805) 546-0504 Fax: 805-781-7537
Quote - -
Number Date Account# Description Amount
ATTACHED 02/12/07 24050230.90569952.90569240.90569952 Design services for ADA Imp.Proj:#90569 as $48,375.00
shown in attached workscope&fee(in accordance
w/existing contract agreement for design services
(#90703)dated 10/17/2007
$0.00
TOTAL $48;375.00
Reauestina Department Pre aged By Dept Approval Finance/Administration_
Approval
Public Works PKING
Instructions: -
Department Complete form and obtain departmental approval. Attach quotes,bid summaries, ACCOUNTING USE ONLY
or CAO report as required by purchasing guidelines). Route to Finance or Admin for approval. lVerified B
Finance:Atter final approval,assign PO number and return copy to department Process encumbrance.
ATTACHMENT 2
CITY OF SAN LUIS OBISPO
February 12,2008
PROPOSAL
ADA RESTROOM RENOVATIONS -PROJECT NO.90569A
BFGC Project No. 07223.002
•,,e Project Understanding:
Continue with Design Development and Construction Document Phases for Jack
House, Mitchell Park, Damon Garcia Park, French Park,Throop Park, Santa
Rosa Park and Meadow Park. As directed by City Staff, design will not include
the Laguna Lake Goff Course Restroom (to be funded and designed at a later
date) or Broad Street Restroom (no longer used).
A. DESIGN DEVELOPMENT PHASE
I. Identify building code issues and site issues for ADA
compliance.
2. Prepare Drawings to include structural, mechanical and
electrical design information.
3. Update cost.estimate based on identified work scope.
4. Submit Jack House Design Development Drawings to the Jack
House Committee and the Community Development
Department for Staff Level Architectural Review.
CITY RESPONSIBLITIES:
1.. Provide input, comments, direction, etc. as appropriate for this
phase of work.
DELIVERABLES:
1. Provide autocad drawings to City showing scheme(s) of the
restroom buildings and associated site improvements.
2. Provide cost estimates.
B. CONSTRUCTION DOCUMENT PHASE-
1. Prepare final construction documents to include complete
Architectural, Mechanical and Electrical information.
2. Prepare final technical specifications which shall incorporate
city standards and utilize City format, if required.
3. Meet with City staff to review documents. Revise documents
based on City comments at the 50%complete and 90%
complete levels.
4. Submit finalized documents to the City Building Department for
building permit plan check. Modify documents as necessary
based on Building Department plan check comments.
5. Update cost estimate as necessary to reflect final scope of
work.
P.\PRQJECTS\SL\07423\002\Proposo)ADA doc
ATTACHMENT2
CITY RESPONSIBUTIES:
1. Provide CAD drawing file using City's standard title block and
cover sheets. Provide electronic file of city's standard boiler
plate specifications.
DELIVERABLES:
1. Provide one(1)reproducible copy and electronic file of the
drawings, specifications and cost estimates to the City.
C. BIDDING/NEGOTIATIONS:
•, • (Not a Part of this P-hese.See Note on Paae 3)
1. Assist City in obtaining bids from contractors for construction.
2. Conduct pre-bid job walk, issue minutes of pre-bid meetings,
respond to bidder inquiries, assist the City in issuing bid
addenda.
3. Provide recommendations for developing alternate bid items.
4. Review of bid proposals and make recommendations for
award of construction contract.
CITY RESPONSIBILITIES:.
1. Advertise the Notice Calling for Bids.
2. Utilize City standard construction contract forms and
documents.
3. Distribute contract documents to potential bidders.
DELIVERABLES:
1 Prepare and provide addenda for distribution to bidders.
D. CONSTRUCTION ADMINISTRATION:
(Not a Part of this Phase.See Note on Pane 3)
1. Visit the site at intervals appropriate to the stage of
construction or as requested by the City.
2, Determine, in general, If the work when completed will be in
accordance with the construction contract documents.
3. Keep the City informed of the progress and quality of the work.
4. Endeavor to guard the City against defects and deficiencies in
the work and the failure or refusal of the contractor to perform
the work in accordance with the terms and intent of the
contract documents.
5. Review and respond to submittals and/or coordination
questions in a timely manner.
6. Limitations on Responsibilities: The Architect shall not have
controI over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or
procedures, or for safety precautions and programs in
connection with the Work, since these are solely the
Contractor's responsibility under the Construction Contract
The Architect shall not be responsible for the Contractor's
schedules or known failure to carry out the Work in
accordance with the Contract Documents; provided, however,
that the Architect shall keep the City informed of any known
failure of the Contractor's Progress Schedule to comply with
PIPROJECTS\SLW7-22310021Propow".dW
el-51 ,
I
ATTACHMENT
applicable requirements of the Construction Contract
Documents or failure of the Contractor to construct the Project
in accordance with the Construction Contract Documents. The
Architect shall not have control over or charge of acts or
omissions of the contractor, Subcontractors, or their agents or
employees, or of any other persons performing portions of the
Work.
F. FEE:
1. Architectural Design Fee Breakdown
(includes reimbursable expense lump sum of$2,000.00)
Design Development =$19,350.00
Construction Documents =$29,025.00
Total Fee This Phase =$48,375.00
Bidding and Construction Administration =$16,125.00
Note: The scope and fee for Bidding
and Construction Administration are not
a part of this Phase and may be added to
the Scope of Services at a later date.
IIIIiam R.Tuculet,7IA Bridget O. Fraser, Engineer III
Pring City of San Luis Obispo
Public Works
P.\PROJECTS\SL\07-2MO02\PMPOSWADA.dx
Page 1 of 1
r-ED FILE
MEETING AGENDA RECEIVED
Hampian, Ken PATI I&O ITEM # /'-5
From: Hampian, Ken SLO CITY CLERK
Sent: Monday, March 03, 2008 5:24 PM
To: Mulholland, Christine
Cc: Romero, Dave; Brown, Paul; Carter, Andrew; Settle, Allen; Lowell,Jonathan P; Stanwyck, Shelly;
Walter, Jay; Lynch, Barbara; Bochum, Tim; Fraser, Bridget; Irons, Monica
Subject: Question Regarding'ltem C-3
Christine, regarding your question asking why Damon Garcia is among the improvements
recommended in Agenda Item C-3 (given how new they are), outlined below is the
explanation. The short story is that it is among the Department of Justice audit findings of
2004. You might recall that we were judged quite well in the audit — but did have some
"deficiencies" that resulted in follow-up findings, with the different view of compliance on
Damon-G among them. Here's the slightly longer story from Bridget Fraser, which I am
passing on to the rest of-Council, too.
COUNCIL QoCDD DIR
-9GAG C9-_2V-riN DIR
A6AG FtRE'CFl1E
From: Fraser, Bridget ATTORNEYPCLERK/ORIG �'POL CE CHF
Sent: Monday, March 03, 2008 5:08 PM DEPT HEADS RE C DIR
To: Walter, Jay.
Cc: Lynch, Barbara; Kiser, BetsyHR DIR UTIL DIR
Subject: RE: Council Question y-eo&c U dr c.
As with all building codes, the federal and state ADA laws are subject to interpretation (in different 4 (! q-U
x CCE
ways) by the designers and the building officials.......and the Dept of Justice auditor. The design for the
newer restrooms used multiple single-user rooms (AKA unisex rooms). This design included a group of
single user rooms with one being accessible—much like a toilet room where there are multiple stalls,
only one of which needs to be oversized to accommodate wheelchairs, etc.This same rational was
applied to the multiple single user rooms. This.rational was acceptable by all involved in the design and
permitting of the restrooms_architect, plan checkers, building official, inspectors, etc. This design was
first used at French and Santa Rosa Park and then used again a few years later for the Downtown
restroom on Broad St, Throop park restroom and most recently Damon-Garcia Restroom.
During the 2004 audit, the DOJ auditor interpreted the code differently and would not recognized the
"multiple stall rational"that was used. He interpreted the code to say that all'single users toilet rooms
must be accessible —not just one and is requiring that we bring the all the single user rooms up to a
minimum level of compliance —adjust door swings, add grab rails and signs.
Bridget
3/4/2008