HomeMy WebLinkAboutItem 06 - Parks & Recreation Office Rehabilitation ProjectDepartment Name: Public Works
Cost Center:
For Agenda of:
Placement:
Estimated Time:
7001
November 12, 2019
Consent
N/A
FROM: Shelly Stanwyck, Interim Public Works Director
Prepared By: Shelsie Kloepper, Engineer III
SUBJECT: PARKS AND RECREATION OFFICE REHABILITATION PROJECT,
SPECIFICATION NO. 91562
RECOMMENDATION
Approve the Project Plans (Attachment A) and Special Provisions (Attachment B) for the Parks
and Recreation Office Rehabilitation Project, Specification 91562, authorize staff to advertise for
bids and authorize the City Manager to award the construction contract for the Bid Total if the
lowest responsible bid is within the Engineer’s Estimate $340,000.
DISCUSSION
Background
The Parks and Recreation office building was constructed and has been occupied since 1997.
Since opening, there have been no improvements to the interior of the building (paint or flooring)
since its original construction. The staff working out of this building perform a variety of
activities which result in a mixture of both office and field related work in all type of weather
conditions. Due to the nature of the work performed by staff based out of this building (in the
field, parks, and facilities during all weather conditions), the age of the building, the service to
the public and the passage of twenty years, the interior of the building requires rehabilitation. At
this stage, the flooring and the fabric furniture cannot be sufficiently cleaned or is worn out.
The rehabilitation of the Parks and Recreation Office building includes new furniture in some
areas as well as the rearrangement of modular furnishing to create a new open office layout. The
new layout will reflect the use of areas by multiple staff members at different times of day, and
incorporate new “all weather” flooring, painting throughout the building, and an IT infrastructure
upgrade (the facility has the oldest fiber of all City facilities and it must be upgraded). Parks and
Recreation Staff will work out of other city facilities while construction is underway.
Previous Council or Advisory Body Action
This project was identified in the 2017-19 Financial Plan that was approved by Council. This
project was not completed during the 2017-19 financial plan because funds were re-appropriated
to complete the Laurel Lane Complete Street project. The project is an approved CIP in the
2019-21 Financial Plan (Page 351).
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Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000.
Public Engagement
Public engagement was done during the initial identification of this project to be included in the
2017-19 Financial Plan. The Parks and Recreation Commission has also been apprised of this
project.
CONCURRENCE
There is concurrence from the Community Development Department through its review of the
project for building permit issuance. This project also has concurrence from the Parks and
Recreation Department through its involvement in the project development process and review
of project plans.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project
proposes to work within the existing building footprint and replace furniture with similar
equipment. The project is consistent with the applicable general plan policies as well as with
applicable City Regulations.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2019-20
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost Annualized
On-going Cost
Total Project
Cost
General Fund: Capital
Outlay Fund Local
Revenue Measure
$400,000 $400,000
State
Federal
Fees
Other:
Total $400,000 N/A $400,000
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Project Cost Estimate
Construction Estimate $340,000
Contingency (20%) $60,000
Total for Project $400,000
The Parks and Recreation Office Rehabilitation Project was originally identified in the 2017-19
Financial Plan (page E2-29 through E2-30). The project is was funded for design and partially
funded for construction in FY 18-19 and construction in 2019-20. In June 2018, staff
recommended, and Council approved, the appropriation of this project’s construction funding of
$61,000 to the Laurel Lane Complete Streets Project. Sufficient funding remained to complete
the project design phase.
Additional funding was requested and approved in the 2019-21 Financial Plan; this additional
budget allocation was necessary to support the need for new modular furniture and IT Equipment
that would further extend the functionality of the facility, as well as provide additional
contingency funds to support increasing costs of construction. The approved budget appropriated
$400,000 to support the project construction phase, which is 100% funded through the Local
Revenue Measure.
ALTERNATIVES
Deny authorization to advertise. Denying authorization to advertise this project is not
recommended because the Parks and Recreation Office Building is in need of rehabilitation and
advertising this project for bids will allow the City to capitalize on the investment made to date
for design development.
Attachments:
a - COUNCIL READING FILE - 91562 Project Plans
b - COUNCIL READING FILE - 91562 Project Special Provisions
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