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Home My WebLink About11/18/2008, C2 - SANTA ROSA PARK ROLLER HOCKEY RINK EXPANSION, SPECIFICATION NO. 90751 council MNoa� November 19.2008 j acEnaa nEpout [ 'N..b`c CITY O F SAN LUIS OBISPO FROM: Betsy Kiser, Parks and Recreation Director Er 1/1-1'V Jay Walter, Public Works Director�/�u Prepared By: Bridget Fraser, Engineer III SUBJECT: SANTA ROSA PARK ROLLER HOCKEY RINK EXPANSION, SPECIFICATION NO.90751 CAO RECOMMENDATION 1. Direct staff to move forward with design for the Santa Rosa Park Roller Hockey Rink Expansion Project based on the "Extended Slab" option with an alternative design for the "Remove and Replace"option. 2. Award a Purchase Order to Wallace Group in the amount of $42,525 to provide construction documents for the design of both options and authorize the Finance Manager to execute the Purchase Order. 3. Authorize the transfer of $31,000 from the Completed Projects account to the project design account to cover estimated design costs. 4. Authorize the City Administrative Officer (CAO) to approve the construction plans and specifications and advertise for bids. 5. Direct staff to return to the Council for bid award. DISCUSSION Major City Goal As part of the 2007-09 Financial Plan, Council adopted a Major City Goal for improvements to the Santa Rosa Park Roller Hockey Rink. The work program for the roller hockey rink includes design and construction of a refurbished and expanded regulation-size rink. More specifically, the program calls for extending the existing concrete slab, repairing cracks and resurfacing the entire rink to provide a level and even playing surface. Adding lights to illuminate the expansion area and replacing damaged perimeter boards and fencing are also included in the project scope. Design Process Wallace Group, a local engineering firm, was hired to investigate and explore different design solutions and cost estimates for expanding the rink and providing an even playing surface that would not be prone to reflective cracking and continual maintenance. Several stakeholder meetings were held with hockey rink users to discuss the project expectations and identify any other issues or concerns with the rink. Discussions focused on: i Santa Rosa Park Roller Hockey Rink Expansion Project J Page 2 1. Maintenance issues involving the joints between the asphalt and concrete from previous expansions of the court, 2. Hairline cracks that have developed at the mid-section of the slab in the last 4-5 years; 3. Various hockey court surfacing commonly encountered at outdoor rinks; 4. Puddles on the slab from rain or mist that must be removed before play can start; and 5. Problems with the design of the fencing and dasher boards at the perimeter of the court. There was also concern that resurfacing the extended slab with a thin acrylic or epoxy "roll-on" playing surface, such as was used in the past, would not be sufficient to bridge the cracks and the joints between the old and new slab sections and eliminate the continual maintenance necessary for providing a safe playing surface. Based on these discussions, the project engineer returned to the stakeholders and staff with various alternatives to expand and resurface the court. Solutions ranged from expanding and topping the court with a high strength concrete surface (to bridge the cracks and joints) to complete removal and replacement of the slab. All options included replacement of the fencing and dasher boards, applying a thin"roll-on"playing surface on the entire slab and additional lighting in the expanded areas. Surprisingly, of these preliminary alternatives reviewed, the most cost effective alternative was to completely remove and replace the slab. This option would have the added benefit of eliminating the puddling issues that currently exist in foggy or rainy conditions and would essentially eliminate the maintenance associated with the continual crack repair. This "Remove & Replace" option, however, is estimated to cost around $325,000, which is significantly over the current construction budget of $200,000. Tile Sport Surfacing Due to the estimated high cost of the "Remove & Replace" option, staff directed the engineer to investigate a potentially lower cost option involving the use of a synthetic tile sport surfacing. This option would allow a lower cost concrete slab extension as originally envisioned but rather than using a thin roll-on playing surface, as has been used in the past, a synthetic tile playing surfacing would be used to cover the court and bridge the cracks. The cost for this "Extended Slab & Tile Surface" option is estimated to be around $250,000. The cost for an "Extended Slab & Roll-on Coating"option as originally envisioned would be approximately$225,000. The result of the engineer's investigation into the synthetic tile surface revealed that the tile surfacing designed specifically for outdoor hockey applications, such as "Ice Court," has been successful and well received at the outdoor hockey facilities that were interviewed. However, there was some uncertainty about the amount of maintenance needed to keep the court in top playing condition and whether or not the court could hold up to potential abuse and vandalism in a park such as Santa Rosa, where the court is open to the public at all times. It was generally agreed by staff and the stakeholders that the file court surfacing would provide a high quality playing surface that would effectively bridge the cracks and joints and cover shallow puddles but more information on maintenance is necessary before committing to this product. C. �' 2. i� Santa Rosa Park Roller Hockey Rink Expansion Project Page 3 Since the playing surface can be installed independently from the rest of the repairs and improvements to the rink, it makes sense to move forward with design and construction of the rink expansion and continue investigation of the surfacing options. A recommendation as to the appropriate playing surface — roll-on or tile - will be deferred until all issues on maintenance, long term costs and upkeep can be addressed. Option Cost Summary The following summarizes the construction costs of these three options: 1. Remove and Replace $325,000 2. Extended Slab/Tile Surface 250,000 3. Extended Slab/Roll-on Coating 225,000 As reflected above, the third option is what was initially envisioned and is very close to the current budget of$200,000. Recommended Action for Two Designs and a Bid Alternative After reviewing the costs and repair alternatives, staff, the engineer and the stakeholders generally agreed that if funds were available, the "Remove & Replace" option would provide the best long term solution for the rink by eliminating the cracks; joints, puddles and maintenance issues. However, given the higher cost of this option, the stakeholders indicated that they would be satisfied with the"Extended Slab" option with the play surface deemed most acceptable by the City. Given the budget issues facing the City and the fact that the users are satisfied with the lower cost slab extension, Staff recommends moving forward with the design and preparation of construction documents for the lower cost"Extended Slab" option. This option is closer to the project budget and will accommodate either playing surface. However, with the current competitive bidding climate, it is possible that the preferred"Remove&Replace" option could be feasible. To keep options open, staff recommends preparing the bid documents to obtain costs based on both the "Extended Slab" and the "Remove & Replace" options. The engineer would prepare the bid documents for the"Extended Slab" design, but include a bid alternative to "upgrade"to the complete "Remove&Replace"option. Providing this option would require$6,630 in additional design service fees in order to prepare the bid documents to address both schemes; however, this would allow staff to take advantage of the competitive bidding climate and receive actual costs for both scenarios. The Council would then have the flexibility to award a contract for either option. If bids come in lower than expected, and adequate funds exist, Council would have the opportunity to award a contract for the preferred"Remove& Replace"option. In summary, the recommended strategy of bidding both alternatives will provide Council with the most complete information upon which to make the best "cost-value" decision at a modest added cost of$6,630 to prepare construction documents for both options. Once bids are received, staff will return to the Council for contract award based on cost,benefit, and available resources. Cz Santa Rosa Park Roller Hockey Rink Expansion Project Page 4 CONCURRENCES Stakeholders comprised of representatives from the YMCA, Central Coast Roller Hockey League, Cal Poly Roller Hockey Clubs, and Women's Roller Derby met several times to provide input and review alternatives. As stated previously, the stakeholders concur with staff and the engineer that the best long term solution would be to replace the entire court if funds exist; however, they also recognize the expense of this option. The benefit of expanding the court to a standard size allowing more use by teens and adults outweighs the shortcomings of continued maintenance associated with crack repairs and drainage issues. FISCAL IMPACT This project is identified in the 2007-09 Financial Plan on pages 3-354 thru 3-357 of Appendix B. There is currently $25,000 allocated for design, $200,000 for construction (which includes $20,000 from a Robert R. Janssen grant award) and $25,000 for construction management. The current estimated design phase costs are shown below: Estimated Design Costs Prelim. Investigation/Cost Est./Sport Tile Investigation(complete) $8,000 Construcion Document Design Fees: Base Design (Extended Slab) $35,895 Alternative Design (Remove&Replace Alternate) $6,630 $42,525 Adv/Printing/Misc-Allowance $1,000 Design Contingencies $43475 $56,000 Recommended Design Budget Current Design Budget $25,000 Transfer from Completed Projects Account $31,000 $56,000 As shown, the current $25,000 design budget is not adequate to cover the estimated costs of design; however, there is currently $40,000 of General Funds remaining in the recently completed French Park Playground project account that could be used to support this work. Staff recommends transferring $40,000 from the French Park Playground account to the Completed Projects account, and allocating $31,000 from the Completed Projects account to Santa Rosa Roller Hockey project design account to cover the estimated design costs and contingencies. After the transfer of funds, the project's design account balance will be $56,000, sufficient to support this request. Staff recommends awarding a Purchase Order to Wallace Group in the total amount of$42,525 for design services to complete the construction documents, including the alternate design for this project. Wallace Group is one of three design consultants hired by the City to provide on-call engineering design services associated with the City's Capital Improvement Program. C 2-y I 1 Santa Rosa Park Roller Hockey Rink Expansion Project Page 5 ALTERNATIVES 1. Remove and Replace Slab. Council could direct staff to move forward with design and construction of only the Remove and Replace Option. This option would demolish the existing slab and replace it with a completely new, larger slab. This option would eliminate the existing cracks and new joints associated with the slab extension and would eliminate the on-going maintenance associated with the continual sealing and maintaining of the cracks and joints.- This alternative would also allow grades to be adjusted to create better drainage and eliminate existing puddles. Choosing this alternative would eliminate the need for $6,630 of additional design fees associated with providing an alternate design; however, removing the bid alternate option would essentially lock the City into the more expensive construction option. Estimates suggest this option would cost approximately $325,000, which equates to $125,000 over the existing construction budget. This alternative would provide the best long term solution for the hockey rink. Staff would recommend this alternative if additional funding can be found. One possible source could be Parkland Development Funds from the recently discontinued Synthetic Turf Project of$960,000 that have been "freed-up" and are available for use on other appropriate and eligible park improvement projects, such as this. Additionally, given the improved bidding environment, it is possible that the cost of this option may be closer to the original budget than assumed in the current cost estimates. 2. Extend Slab. Council could direct staff to move forward with design and construction of only the Extended Slab option. Choosing this alternative would eliminate the need for $6,630 of additional design fees associated with providing an alternate design; however, Council would lose the opportunity to award a project based on the alternate option if bids come in lower than expected. ATTACHMENTS 1. Vicinity Map 2. Rink Layouts G:\Staff-Reports-Agendas-Minutes\_CAR\2008\C[P\90751 Santarosarollerhockey\90751srrollerhockeyexp-Designv2.Doc ATTACHMENT 1 - - ------- _ _. ........ _. . _. - - -- Y � r� �f•• vih / �� \ POIY a� 01 El ®�LaN SANTA R PARK HOCKEY RINK ❑�� 0 �O O 0�0��0000�oQO r 1 �0� ® o®I -11-H ® \ Ei UGUN4 ILL]] ME�� - , T, C!"w 0r LOCATION MAP 1' S 0B1b ySANTA ROSA PARK Sm !�1 A1 l a�!�o ROLLER HOCKEY RINK EXPANSION PROJECT Public Works Department SPECIFICATION 90751 919 Palm Street, San Luis Obispo, CA 93402 n 07/08 ATTACHMENT REMOVE EXIST //////'''''' TO REMAIN EXIST' CONC COURT �1 LIGHT SIDS 185.00' _ f PROPOSED NEW RINK LENGTH'', 136.60' \ T25.00' i EXIST.LIGHT STD TO ^\ \ EXIST.AC PAVEMT SECTION BE REMOVED • s TO BE REMOVED CONST.NEW COURT W/POST-TENSION — -. /.. ... ".: r;'� EXIST.LIGHT SLAB REINFORCEMT - - •� � jn / STD TO REMAIN NEW LIGHT _- �" ` ✓. .. /"� 1 S SIDS.3 PLCS. ' — - � ' ..•. • . m' $ / EXIST.FENCING, • DASHER BRDS& EXIST FENCING,DASHER i POSTS.TO BE BIRDS&POSTS TO BE �.� \ EXIST. REMOVED AND REMOVED AND / �° LIGHT STD —� REPLACED REPLACED AROUND NEW TO REMAIN COURT EXIST.AC PAVEMT EXIST PARK'G LOT CURB SECTION TO BE REMOVED REMOVE & REPLACE OPTION REMOVE PORTIONS OF EXIST.LIGHT EXIST CONC STD TO COURT REMAIN 185.00' -- CONST.NEW '\ PROPOSED NEW RINK LENGTH LIGHT STD. - 136.60' ; 25.00' DOST,AC EXIST.LIGHT STD TO PAVEMT TO BE ^ BE REMOVED \\ c� REPLACED WITH NEW CONC.COURT \, ri' r /r I CONC. EXTENSION EXIST.LIGHT STD TO REMAIN S �%I m NEW LIGHT STDS.3 PLCS. I \ '4%. .•r'' .• ! ..-:-,.�� EXIST.FENCING, `(G ./' -/��/• 1 - DASHER BIRDS& g f • q POSTS TO BE t NEW FENCING, � `` ` REMOVED& DASHER&POSTSEXIST CRACK BIRDS �6J \ REPLACED \AROUND NEW - TO BE COURT REPAIRED \ 1-- EXIST PARK'G LOT CURB EXIST.LIGHT SIDS.TO REMAIN EXIST.AC PAVEMT SECTION TO BE REMOVED EXTEND (& REPAIR) SLAB OPTION ;,,,,,,,,,,„,,,, CitySANTA ROSA PARK i SantUIS Q$ISpQ HOCKEY RINK EXPANSION - _ _j Public Works Department CONCEPT PLANS 9”9 5•'@C:, Sc ; „ s' 3b'scc, CA 954312 —