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HomeMy WebLinkAbout11-05-2013 c4 jack house restroom & gazebo remodel FROM: Daryl R. Grigsby, Director of Public Works Prepared By: Michael J. McGuire, Engineer III SUBJECT: JACK HOUSE RESTROOM & GAZEBO REMODELS, SPECIFICATION No. 90569D RECOMMENDATIONS 1. Approve Plans and Specifications for “Jack House Restroom & Gazebo Remodels, Specification 90569D.” 2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if the lowest responsible bidder is within the Engineer’s Estimate of $240,000. 3. Approve the transfer of $55,000 from the project’s construction management account to the construction account at the time of bid award. DISCUSSION The 2013-15 Financial Plan contains two separate projects for the Jack House, the rebuilding of the restroom to meet ADA compliance requirements, and the reconstruction of the gazebo on the grounds. The gazebo reconstruction is needed due to significant deterioration of the upright members. Staff recommends approval to advertise for construction of both Jack House structures together. It is anticipated the City can save both staff time and total project costs if the projects are combined. Restroom Access to government facilities by people with disabilities is a fundamental goal of the Americans with Disabilities Act (ADA). To ensure this goal is met, Title II of the ADA requires State and local governments to make their programs and services accessible to persons with disabilities. In 2004, the City and the Department of Justice (DOJ) entered into an agreement to upgrade a number of City facilities to meet ADA requirements. The Jack House restrooms were one of the facilities identified that does not comply with existing ADA requirements. Plans and specifications were prepared for the restroom remodel in 2008 but the project was deferred due to lack of funding. Plans and specifications have now been updated to reflect construction code changes since 2008, and the project is ready for construction. Gazebo The Jack House Gazebo serves as an essential feature of the facility and is widely used for weddings and events. After many years of use the gazebo is deteriorating and is in need of replacement. Temporary bracing was installed on the gazebo in 2011 but was only intended as a short-term and interim solution. As with the restrooms, plans and specifications were prepared for the gazebo remodel. Construction, however, was delayed due to lack of funds. The remodel of the gazebo will involve rebuilding the lower portion of the structure, constructing an ADA- compliant ramp, and reusing the original dome. Reuse of the dome was considered very important to the Jack House Committee due to its unique appearance. Meeting Date Item Number Nov. 5, 2013 C4 - 1 Jack House Restroom & Gazebo Remodels (90569D) Page 2 CONCURRENCES This project has the concurrence of the Jack House Advisory Committee and the Parks & Recreation Department. This project also has been determined to be Categorically Exempt under the California Environmental Quality Act (CEQA) by the Community Development Department and building permits are in place for both structures. FISCAL IMPACT The 2013-15 Financial Plan, Appendix B, pages 3-400 to 3-404, identifies $10,000 for design, $225,000 for construction and $55,000 for construction management of the restroom remodel in 2013-14. Pages 3-503 to 3-507 identify $40,000 for construction of the gazebo in 2014-15. A recent cost estimate done for the remodel of the gazebo estimates the cost at $50,000, $10,000 more than the $40,000 allocated for the construction. In addition, the $40,000 allocated for gazebo construction is not available until the 2014-15 fiscal year. Yet, even with these two factors, staff estimates there is sufficient funding in the restroom remodel construction account to fully fund both structure remodels. Two critical elements contribute to the recommendation that both projects can be accomplished with the funds available in 2013-14. First, as noted above, combining the projects into one should result in lower overall bids. Second, the project will be constructed after the holidays when there are fewer activities at the facility. Based on projected active construction projects for that time period, City inspection staff will be available to inspect and manage the construction. This will eliminate the need for consultant services for construction management and enable those funds to be used on construction, Therefore, one of the requested Council actions is a transfer of the $55,000 allocated for construction management into the construction account. The remaining design funds will be retained for use in the event special circumstances require additional assistance from the design consultant during construction. Jack House Restroom & Gazebo Remodels (90569D) Restroom Project Budget Available:* 280,000 Gazebo Project Budget Available: 40,000 Total Budget: $ 320,000 Restroom Construction: 190,000 Gazebo Construction: 50,000 Construction Contingency: 36,000 Printing/Advertising: 1,000 Project Costs: $277,000 * Does not include $10,000 design funds If bids received exceed the Engineer’s Estimate of $240,000 for the restroom and gazebo remodels, staff will return to the City Council to request advance of funding allocated for the gazebo construction, from Fiscal Year 2014-15 to Fiscal Year 2013-14. C4 - 2 Jack House Restroom & Gazebo Remodels (90569D) Page 3 ALTERNATIVE Deny or defer approval to advertise. The City Council may choose to deny or defer the approval to advertise this project. Staff does not recommend this option. Should this be denied or deferred, the restrooms at the Jack House will continue to be non-compliant with ADA standards and be unusable for those with disabilities. The potential closure of the gazebo for safety reasons, widely used for wedding ceremonies and banquet events, could result in fewer reservations of the Jack House grounds, and less revenue for the Parks & Recreation Department. Delays in construction will result in increased costs for both structures. AVAILABLE FOR REVIEW IN THE COUNCIL READING FILE Plans and Specifications T:\Council Agenda Reports\2013\2013-11-05\Advertise Jack House Restroom & Remodel (Grigsby-McGuire)\90569D eCAR Jack House Advertise.docx C4 - 3 Page intentionally left blank. C4 - 4