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HomeMy WebLinkAbout08-07-2012 c10cityhallentrystepsMeeting Date August 7, 201 2 Item Number C1 0 counci lj acenda uEpou t C I T Y O F S A N L U I S O B I S P O FROM : Carrie Mattingly, Interim Director of Public Work s Prepared By : Matt Horn, Supervising Civil Enginee r SUBJECT : CITY HALL ENTRY STEPS, SPECIFICATION NUMBER 9110 7 AUTHORIZATION TO ADVERTIS E RECOMMENDATION 1.As recommended by the Cultural Heritage Committee, approve plans and specifications fo r the City Hall Entry Steps, Specification No . 91107 . 2.Authorize staff to advertise for bids and authorize the City Manager to award the contract i f the lowest responsive bid is within the Engineer's Estimate . DISCUSSION City Hall was constructed in 1951 and was added to the City's Master List of historic resource s in 1996 . The building is listed because of its architectural significance as a Mediterranean styl e public building with Italianate and Mission Revival influences . In addition, the Architect, William Decker Holdridge, made significant contributions to the City . The property is within th e Downtown Historic District . The original concrete front entry steps at Palm Street have been showing signs of wear wit h surface cracks and stains . With the adoption of the 2011-13 Capital Improvement Plan, a projec t to replace the concrete entry steps and landing in front of City Hall was approved . Constructio n funding for this work became available in July 2012 . The City was also approached by a citize n regarding the possible addition of a flag pole at City Hall to hold a City flag . Staff reviewed th e possibility and developed some concepts to be considered in the context of the stair replacemen t project . In July 2011, a topographical survey of the area was completed and two replacement option s developed . The first matches the concrete color and groove pattern . The second option replace s the steps with the same configuration, but uses adobe colored concrete, the same color that i s used in the City's Mission Style sidewalk, and adds a border of brick (see Attachment 1). Thi s second option ties the two sets of stairs together, connects them to the brick entrance features , and will connect the stairs visually to the sidewalk when it is replaced with Mission Style in th e future . Additionally, this plan shows a revised flag pole arrangement in order to add a third flag pole to the front of City Hall . In March 2012 these concepts went before the Cultural Heritage Committee (CHC) for review and guidance . The CHC recommended the project move forward with the concrete replacement work only, not including flag pole work or the addition of brick edging, using adobe colore d concrete . The CHC recommended that any flag pole work should move forward as part of a C10-1 City Hall Entry Steps,Specification Number 91107 Page 2 future landscape enhancement project . Based on CHC's guidance, the City Hall Entry Step s concept was finalized (see Attachment 2 for display and Attachment 3 for meeting minutes), an d plans and specifications were completed . The project consists of the complete demolition of the concrete entry steps from the sidewalk o n Palm Street up to the upper landing at the front of City Hall, but not including this upper landing . The existing handrails are proposed to be removed, cleaned, powder coated, and reinstalled . Th e proposed concrete is a smooth brushed finish adobe colored similar to the color and finish of th e existing concrete stairs . A drainage system is to be installed to keep water from weeping out o f the new concrete walkway . The upper landing is excluded due to the complex nature of it s replacement, as it is also the roof of the electrical room in the basement . The plans and specifications for this work are complete . Pending Council authorization, staff will submit plans for a building permit and advertise the project for bids . Based on Council guidance, additional items of work can be added to the base project . Staff envisions Council giving additional guidance on the upper most landing area as well as flag pol e work . ADA Upgrade Work The nature of this work requires the City to provide some Americans With Disabilities Ac t (ADA) upgrades to the City Hall building . The City is required to expend a minimum of 20% o f the budget toward that effort . To comply with the requirements, a door assist mechanism is currently being installed at the rear door of City Hall to provide assisted access to the building . The upstairs area was considered the more significant of the two levels due to the presence of th e Council Chambers . CONCURRENCE S The CHC concurs with the base project, without the inclusion of work to the upper landing o r addition of a flag pole . The project was found to be exempt from the California Environmental Quality Act (CEQA ) based on Section 15331 of the CEQA guidelines . This section describes that maintenance an d repair projects carried out in a manner consistent with the Secretary of Interior Standards ar e exempt from the provisions of CEQA . The CHC found the step replacement project to b e consistent with the Secretary of Interior Standards . FISCAL IMPAC T This project is identified in the 2011-13 Financial Plan, Appendix B, Capital Improvement Plan , pages 3-298 through 3-300 with $10,000 for design and $130,000 for construction an d construction management . C10-2 City Hall Entry Steps, Specification Number 91107 Engineer's Estimat e Construction :$80,00 0 Contingencies :$8,00 0 Total for Construction :$88,00 0 Printing :$50 0 Materials Testing :$5,00 0 Total Other Costs :$5,50 0 Total Cost :$93,500 ALTERNATIVE S 1.Include upper landing work with base project.The upper landing area adjacent to th e front entry doors to City Hall can be included with this project . The landing area also serve s as City Hall's electrical room roof and is a structural part of the building . This landing can be removed and replaced, but will be temporarily invasive and may pose some risk o f cracking the interior tile floor adjacent to the building's entry doors . If Council wishes t o include this portion of work with the project, a structural design and shoring plan will need t o be completed at an estimated cost of $7,500 . The estimated construction cost for this work i s $45,000 . In order to support this additional $52,000 of landing work, an additional $20,00 0 of project funding will be required . If Council chooses this alternative, staff recommend s bidding this landing work as an additive alternate, and making the determination at the tim e of contract award whether to include the landing or not and determine the funding source . Staff does not recommend this alternative because of the high cost, disruption to services provided by City Hall staff and risk of damaging other portions of the building . 2.Provide a location for an additional flag pole .The proposed flag pole addition for a Cit y flag was envisioned as a donation project . Consideration of alternatives is in the context o f appearance and accommodation with the project, rather than expenditure . Staff does not recommend contemplating an additional flag pole at this time as it is not supported by th e CHC and should be considered in the context of a larger plan . Flag pole installation work a s shown in Attachment 1 could be included with this project . This work includes th e relocation of one existing flag pole and the installation of one new flag pole on one side o f the walkway creating a grouping of three poles . The estimated donation needed fo r construction funding is $35,000 . Alternatively, Council could provide direction on a differen t location for a City flag pole which has an estimated cost for construction funding of $17,000 . ATTACHMENT S 1.First design displa y 2.CHC recommended desig n 3.CHC Meeting Minutes — March 26, 2012 C10-3 Page3 CityHall Entry Steps,Specification Number 91107 Page 4 AVAILABLE FOR REVIEW IN THE COUNCIL OFFIC E Plans and Specification s t:~ww .ul ayesiva cHui ..,~~1~~~1 Gall ti e.cys ~i ~aGUWyly-I~cr~~~,uly Iced C10-4 k''-' SAN LUIS OBISP O CULTURAL HERITAGE COMMITTEE MINUTE S March 26, 201 2 ROLL CALL : Present :Committee Members Hemalata Dandekar, Jaime Hill, Buzz Kalkowski, Bo b Pavlik, Vice-Chair Enrica Costello, Chair — Position Vacan t Absent :Committee Member John Fowle r Staff:Senior Planner Phil Dunsmor e ACCEPTANCE OF THE AGENDA :The agenda was accepted as presented . MINUTES :Minutes of February 27, 2012, were approved as amended . PUBLIC COMMENTS ON NON-AGENDA ITEMS : There were no comments made from the public . PUBLIC HEARING ITEMS : 1 .117Longview Lane .CHC 25-12 ; Review of nomination for historic listing ; R-1 zone ; Cultural Heritage Committee, applicant .(Phil Dunsmore ) Phil Dunsmore, Senior Planner, presented subject property, recommending the Cultura l Heritage Committee continue consideration of the nomination following completion of a Historic Context Statement . Committee Member Kalkowski presented reasoning for qualifications for 117 Longview . Amy Sinclair, property owner, expressed support for the listing of the property . PUBLIC COMMENTS : There were no comments made from the public . COMMITTEE COMMENTS : Committee Member Hill compared subject property to Nit Wit Ridge in Cambria bu t noted "on-the-fence" for historic listing . Vice-Chair Costello noted house works with the site architecturally and its architectura l uniqueness merits historic listing . Committee Member Pavlik discussed need for fifty-year-old age criteria for histori c properties and a need for a Historic Context Statement . C10-7 CHC Minute s March 26, 201 2 Page 2 Committee Member Dandekar agreed with Committee Member Pavlik that Committe e should wait on a Historic Context Statement of subject property . There were no further comments made from the Committee . On motion by Committee Member Pavlik, seconded by Committee Member Dandekar , to continue with direction to staff . AYES :Committee Members Dandekar, Hill, and Pavli k NOES :Committee Members Kalkowski and Costell o RECUSED :Non e ABSENT :Committee Member Fowle r The motion passed on a 3 :2 vote . 2 .990 Palm Street .CHC 7-12 ; Request to modify entry steps to City Hall ; PF-H zone ; City of San Luis Obispo – Public Works Dept ., applicant .(Phil Dunsmore) Phil Dunsmore, Senior Planner, presented images of City Hall steps, recommending th e Community Development Director approve the project subject to findings and condition s which he outlined . PUBLIC COMMENTS : Joe Cartenuti, San Luis Obispo, questioned why there is no City flag in front of City Hall . He discussed in 1976 the City adopted flag and history of City Hall . Dean Miller, San Luis Obispo, agreed with third flagpole . He stated the view from th e corner of Palm and Osos needs improvements . He stated if the steps are going to b e repaired, other landscaping features need improvements also . John Ashbaugh, San Luis Obispo, discussed location of third flagpole, accessibilit y improvements, and support for City Hall steps improvements . A letter from Craig Smit h was circulated . Matt Horn, San Luis Obispo Public Works Department, noted the project requires a twenty percent match for accessibility . The accessibility requirement will b e accommodated by the use of buttons to open doors on the Mill Street entrance of th e building . There were no further comments made from the public . COMMITTEE COMMENTS : Vice-Chair Costello discussed symmetry of flagpoles and suggested the use of materia l other than lawn that is more sustainable . C10-8 CHC Minutes March 26, 201 2 Page 3 Committee Member Hill suggested flagpole topic should be discussed with large r landscape project . Committee Member Kalkowski questioned if lawn should be replaced with drought - tolerant landscaping . Committee Member Pavlik notes steps are a character-defining feature and symmetry i s important . He questioned if the City considered whether repair is an option . Committee Member Dandekar stated the project should be viewed as maintenance an d should replace existing only . There were no further comments made from the Committee . On motion by Committee Member Hill, seconded by Committee Member Pavlik, to approve concrete replacement but to maintain existinq flaqpoles with no brick work t o be added at sides . The Committee requested to examine larger landscape planan d flaqpoles at a later date . The color and finish is to match original as close as possibl e and use of sustainable and drought-tolerant landscape should be examined . AYES :Committee Members Dandekar, Hill, Kalkowski, Pavlik, and Costell o NOES :Non e RECUSED :Non e ABSENT :Committee Member Fowle r The motion passed on a 5 :0 vote . City-wide .CHC 31-12 ; Consideration of a Grant Request through the Certifie d Local Government Program to fund the preparation of a Historic Context Statement ; City of San Luis Obispo – Community Development Dept ., applicant .(Phil Dunsmore) Phil Dunsmore, Senior Planner, presented the staff report, recommending the Cultura l Heritage Committee endorse a grant request through the CLG program to fund th e preparation of a Citywide Historic Context Statement and assign a sub-committee t o work with staff on the application . PUBLIC COMMENTS : There were no comments made from the public . COMMITTEE COMMENTS : Committee Member Dandekar questioned if a Cal Poly studio class could assist wit h work on this subject . There were no further comments made from the Committee . C 10-9 CHC Minutes March 26, 201 2 Page 4 On motion by Committee Member Pavlik, seconded by Committee Member Kalkowski , to utilize Cal Poly studio class for assistance . AYES :Committee Members Dandekar, Hill, Kalkowski, Pavlik, and Costell o NOES :Non e RECUSED :Non e ABSENT :Committee Member Fowle r The motion passed on a 5 :0 vote . City-wide .CHC 48-11 ; Continued review of updates to the Historic Resource s Inventory ; City of San Luis Obispo, applicant .(Continued from February 27, 2012 , meeting)(Phil Dunsmore) Phil Dunsmore, Senior Planner, discussed on-going survey, recommending to continu e the item to the regular April CHC hearing pending additional research . PUBLIC COMMENTS : There were no comments made from the public . COMMITTEE COMMENTS : There were no comments made from the Committee .No motion needed . COMMENT AND DISCUSSION : Staff a . Agenda Forecas t Committee ADJOURNMENT :The meeting was adjourned at 8 :25 p .m . Respectfully submitted by , Phil Dunsmor e Recording Secretar y Approved by the Cultural Heritage Committee on April 23, 2012 . Ryan Bet z Supervising Administrative Assistant C10-10 .