HomeMy WebLinkAbout10/15/2002, BUS 6 - DAMON-GARCIA SPORTS FIELDS, SPECIFCATION NO. 99826 Council "'=i6,°� 11
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CITY O F SAN LUIS O B I S P O
FROM: Michael D. McCluskey, Public Works Directorr"?�
'Paul LeSage,Parks and Recreation Director
Prepared By: Daniel Van Beveren, Associate Engineer
SUBJECT: DAMON-GARCIA SPORTS FIELDS, SPECIFCATION NO. 99826
CAO RECOMMENDATIONS:
1. Approve plans and specifications for"Damon Garcia Sports Fields", Specification 99826.
2. Authorize staff to advertise for bids.
3. Authorize the City Administrative Officer to award a contract if the lowest responsible bid is
within the engineer's construction estimate of$3,960,000.
4. Approve a Public Art Project designation for this project and allocate$20,000 from the
project budget for that purpose.
REPORT-IN-BRIEF
The Damon-Garcia Sports Fields will provide the community a needed facility for the use of its
community sports leagues. This project consists of the construction of four, state-of-the-art, full
sized soccer fields complete with lighting, a perimeter concrete pathway, a new parking lot, and
associated facilities. It will be located immediately west of Broad Street, south of the future
location of Prado Road, and north of Industrial Way. In order to develop this project, the City
purchased the property and obtained required environmental permits. Plans and specifications
for this project are now complete and ready for public bid. The cost of this project has increased
from the approved project budget of $3,391,000 (including design costs), to $4,830,400, an
additional $1,439,400. The additional funds are available from a number of sources and will thus
enable the project to proceed.
DISCUSSION
Background
For many years, there has been much public testimony concerning the need for additional sports
fields in the City. The City Council adopted, as a Major Council Goal, the creation of additional
youth sports fields in June 1997. The 1997-99 Financial Plan reflected this goal and included a
$3,000,000 project entitled"Youth Athletic Fields" (the budget was later increased by$391,000).
This project was to include the City as a partner with Cal Poly in the construction of Athletic
Fields on the Cal Poly campus, and would provide City Park and Recreation Department's sports
leagues access to Cal Poly's sports fields. The terms of this proposed agreement with Cal Poly
could not be worked out, and the City did not enter into an agreement with Cal Poly for the
shared use of their sports fields.
Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 2
The City Council then directed staff to pursue the development of a City-owned facility to be
used by sports leagues. Following that directive, in 1999 the City purchased two adjacent
properties on the west side of Broad Street north of Industrial Way, specifically for the
development of this needed sports field facility.
Between 1999 and early 2002, the project took shaped in conceptual planning and significant
review by City advisory bodies. Consensus was reached with various community sports groups
on not only the layout but also the format of use. The fields will be used for turf sport activities,
while diamond sports will occur elsewhere in the City. With a final layout in hand, City staff
began the process of environmental review and acquisition of needed regulatory agency permits.
Needed permits (Council reading file) were obtained and in early 2002 the City Council certified
the environmental impact report, officially named the sports fields after the Damon and Garcia
families, and authorized the preparation of the plans, specifications and estimates (PS&E) for
construction of the sports fields. Tonight, with approval of the PS&E, project bidding can begin.
Then construction should start about 60 days later, and sometime around October'of 2003 the
fields should be complete. Finally with a winter to establish good turf growth and the fields will
be ready for play in the spring of 2004.
Project Design
Designed by Firma, a landscape architecture consultant, along with sub consultants Cannon
Associates, Thoma Engineering, APS Architects, and Rincon Consultants, the Damon-Garcia
Sports Field Complex will include four lighted, tournament-sized soccer fields, a meandering
concrete walkway surrounding the fields, two new bridges supporting the walkway and capable
of supporting heavy maintenance vehicles, a new public restroom building, a maintenance
building used by city staff in the maintenance of the fields, and a new parking lot with
approximately 140 parking spaces. The plans also include the construction of frontage
improvements along Broad Street immediately adjacent to the site, and extension of Industrial
Way to serve the facility from Broad Street. In order to accommodate practices and the very
young soccer players, the layout of the fields has been designed to provide an optional striping
layout for nine smaller fields.
As previously reported to Council, the new fields will be heavily used and must therefore be of
the highest quality possible. They have been designed to be durable and capable of withstanding
year-round play. The design incorporates state of the art turf field technology, and consists of
one foot of sand with a built in drainage system. The sand allows grass on the fields to quickly
establish a root mass, making them hold up better to the heavy level of play, and the drainage
system makes the fields playable, even on rainy days. The sand-based turf has been tested and
proven effective locally in the new Cal Poly Sports Complex.
Cal Poly built some of its new fields with the sand-based turf, and others without. Those that
were not constructed on a base of sand needed a major renovation after one year of play, while
their sand-based fields, actually having more activities on them, are holding up very well. The
maintenance staff at Cal Poly highly endorses the sand based fields. This type of a system is
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Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 3
new, but expensive. It was not proposed in the 1999 project budget, and is a contributing factor
in the increased cost of this project, but is vital to the long-term success of the project with the
high level of anticipated use of these fields.
What about Prado Road?
Concurrent with the design of the sports fields has been the planning of the Prado Road
expansion. Prado Road has been in the City's Circulation Element since 1962 and has been
shown thru the middle of the site, the southern portion of the site and currently the northern
portion of the site. This project does not build and pave Prado Road. However, it does recognize
the Circulation Element and plans for the eventual construction of Prado Road. Due to
earthwork quantities on the sports field site, embankments for portions of the future Prado Road
will be constructed as a part of this project. This work will decrease the eventual construction
cost of the roadway project. Should a future Circulation Element change the location of Prado
Road once again, the embankment can be planted with heavy tree cover to act as a wind break for
the sports fields. In compliance with regulatory permits, no Prado Road work will take place
near the area identified as an archeological resource.
Both of these city improvements will be compatible with each other, without one relying on the
completion of the other to be fully functional. The development of this sports field complex will
be immediately south of the Prado Road extension. The only vehicle entrance to the facility will
be off of Broad Street via Industrial Way. The conceptual plan for Prado Road contains only
bicycle/pedestrian access from Prado Road to the sports fields. While these two developments
are being designed to be compatible with each other, the Damon Garcia Sports Fields project is
an independent project, fully functional without the extension of Prado Road.
Damon-Garcia is the key domino to meeting many City sports needs
As mentioned above, many sports groups met to resolve how best to provide the varied sports
program needs. Baseball, softball and soccer are extremely popular here and a plan was needed
on how best to meet all those needs. A master plan emerged that employed all the various
facilities in the City and those at Chorro Regional Park to meet everyone's needs. Getting soccer
needs met at Damon-Garcia allows the rest of the "dominos" to fall into place by allowing the
other facilities to meet the remaining needs. Damon-Garcia becomes the lynch pin, allowing the
City to meet the communities need for more sports fields with a series of other less expensive
projects. They include: lighting of the El Chorro Park softball fields, expansion of the Santa
Rosa Park softball field, and the conversion of Stockton field in Sinsheimer Park to a baseball
field.
These other projects can be completed for about $600,000. When all are complete, the City will
have upgraded sports facilities with: four state of the art sand based, lighted turf fields, three
regulation size, lighted, adult softball fields, and a two field baseball complex at Sinsheimer
Park. While some neighborhood park fields have been added to the community recently, there
has not been an athletic field added for the benefit of the entire community in the last 25 years.
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Within a space of about one year, one new and three upgraded sports field complexes will open
for the use of city residents. This will be a significant accomplishment and should serve the
City's sports needs for many years.
CONCURRENCES
Numerous review and advisory bodies have reviewed this project. The project has been before
the Joint-Use Committee, the Parks and Recreation Commission, the Architectural Review
Commission and the Planning Commission. All have reviewed, endorsed and approved the
proj ect.
From the inception of this project a staff team representing every relevant department has been a
part of this project. This included staff from: Planning, Traffic, Transportation, Parks
Maintenance, Building Maintenance, Engineering, Finance, Parks and Recreation, Fire, and
Natural Resource Management. A member from the youth sports community and the Cal Poly
sports field maintenance staff also were involved. The team has reviewed every aspect of the
project, starting with the selection of design consultants through the review of the plans and
specifications.
FISCAL IMPACT
Project Cost and Funding Summary
Project Costs
Study and Design 450,000
Construction 3,960,000
Utility Impact Fees and Connection Fees 162,000
Other Construction Management(environmental monitoring, soils/materials testing) 40,000
Public Art 20,000
Contingencies(5% of construction costs) 198,400
Total $ 4,830,400
FundingProject .
1999 Lease Revenue Bonds
Original Allocation 3,000,000
Remainng Balance from Proceeds 415,300
State Grants
Proposition 12 391,000
Proposition 40 225,000
Park In-Lieu Fees 490,000
Developer Fees 25,000
Reallocations from Other Projects
Cost Offset from Santa Rosa Park Improvements Telecommunications MOU 127,500
Reduced Project Scope for Sinsheimer Park Improvements 86,000
CIP Reserve 70,600
Total $ 4,830,400
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Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 5
Why the Cost Increases?
The Council previously approved funding of$3,391,000 for the design and construction of the
Damon-Garcia sports fields: an original project cost (developed in 1999) of$3,000,000; and an
additional appropriation of$391,000 in the 2001-03 Financial Plan for lighting all the fields in
the complex. The total estimated cost of this project is now $4,830,400, a difference of
$1,439,400. The following summarizes the reasons for this additional cost:
Design Services: $99,000
This includes additional design services for sand fields, bridges, additional lighting, environmental
review and Prado Road design/re-routing study. The later was required in order to obtain
regulatory permits.
Sand Fields: $750,000
Costs for the sand fields include the sand, delivery of the sand to the field site and subterranean
drainage system. We recommend that all of the turf playing areas be sand-based. The actual cost
of the sand-based system is $1,000,000, but $250,000 would have been spent for a standard park
turf installation, for a net.cost difference of$750,000.
Bridges: $150,000
The original plan for the fields included only one bridge crossing at Acacia Creek. Orcutt Creek
was to be moved off the site entirely. To obtain a permit from the U.S. Army Corps of_Engineers,
it was necessary to change the design to re-route Orcutt Creek, as opposed to relocating it off the
property entirely. This was found to be the"Least Damaging Practable Alternative"in meeting the
project objective of four fields with minimal disturbance of Orcutt Creek. Accordingly, the final
plan recommended for Council approval calls for two bridges as well as improvements to existing
creek crossings.
Street Improvements: $160,000
The original project cost estimate did not include the cost of frontage improvements to Broad Street
($75,000) and Industrial Way($85,000).
Public Art. $20,000
When the original $3 million in City funding for athletic fields was established for the Cal Poly
project, the City Council agreed to exempt this funding from a 1% public art contribution. No
funds for public art have been added to the project since that time. Presently, the City Council
needs to either (1) Affirm the original exemption and set aside no public art funding, (2) Apply a
1% public art allocation to the estimated construction cost of$3,960,000; or (3) Set aside some
other amount for public art. If an art contribution is established for the project, then the Council
needs to decide whether or not the contribution should fund a project on-site, or if the funding
should instead go into the public art in-lieu fund,for allocation to different project at another time.
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Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 6
In considering some options,if the exemption is maintained for the original $3 million and a 1%
contribution is applied only to the added construction cost of $960,000, then approximately
$10,000 would beset aside for public art. If, on the other hand, a 1% allocation is now applied to
the entire construction cost, the budget will need to be increased by about $40,000. The CAO
recommends a"compromise" allocation of$20,000 for a pubic art project to be developed for the
field site itself(and not placed in the in-lieu fund). The Council has the discretion to identify an
alternative allocation, with the recognition that funding the basic project cost is already posing a
challenge. One alternative for Council to consider if it would like to enhance the Public Art
component at the Damon-Garcia fields without increasing project costs is to reallocate public art
funding designated for Santa Rosa Park ($18,500) to the Damon-Garcia fields, thus providing
$38,500 for a public art piece..
Increased Construction Costs: $300,000
The initial cost estimate was prepared in 1999. Since then, the consumer price index has risen by
10%, and this is reflected in the revised cost estimate from the original $3.0 million.
Funding Overview: Bridging the Gap
The approved budget for this project is $3,391,000, funded from the proceeds of the City's 1999
Lease-Revenue Bond of$3,000,000 and an allocation of$391,000 from Proposition 12, a State
parkland bond issue approved by the voters in March 2000. To fund the balance of estimated
project costs ($1,439,400), we recommend the following:
$415,300.Remaining Proceeds from the 1999 Lease Revenue Bonds
Along with three other projects purchase of land and construction of improvements for the
Damon-Garcia sports fields,purchase of property adjacent to the Police Station and downtown park
land purchase at the corner of Santa Rosa and Marsh Streets—the 1999 lease revenue bond
included funding to acquire property adjacent to the Carnegie Library Historical Museum
($350,000) and a small contingency($65,300). Based on initial discussions,the property owners of
this adjacent site are not interested in selling this property now or in the foreseeable future. As
such,we recommend allocating the remaining balance of the bond proceeds to this project.
$225,000:Proposition 40
Approved by the voters in March 2002, $225,000 of the proceeds from this State wide bond
program for new park projects will be apportioned and available to the City after July 2003. There
is some risk in relying upon this funding source, since it will require State budget approval in 2003-
04. However, the bond program approved by the voters specifically designated proceeds for local
park programs on a per capita basis. Under the adopted apportionment formula, this is our
"guaranteed" share, and as such, it should not be at risk. On the other hand, since its actual
disbursement to us requires State budget approval, and given the State's past behavior in regard to
its fiscal relationships with cities, there is some—but we believe small—risk in relying upon this
source of funding.
Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 7
$490,000.Park In-Lieu Fees_
Most of the supplemental funding from this source comes from park in-lieu fees recently paid by
the DeVaul project. Under the City's "Quimby Act" ordinance, new subdivisions are required to
provide parkland dedications at the rate of five acres of parks per 1,000 residents. As approved by
the Council, the project does not include all of the parkland required under this requirement within
the project area, and as such, in-lieu fees were paid for the balance($459,000). Since residents of
this development will use other park facilities in the City, including the Damon-Garcia sports fields,
it is appropriate to allocate these fees to this project.
$25,000.Developer Fees
The adjacent property owner is responsible for paying his share of the cost of building the Industrial
Way portion of related street improvements. We estimate that this will be at least$25,000.
$127,500: Cost-Offsets for Santa Rosa Park Improvements from Telecommunications Lease
On April 16, 2002, the Council entered into a Memorandum of Understanding (MOU) with
Cingular Wireless, which requires them to construct the Santa Rosa Park improvements
identified in the 2001-03 Financial Plan (largely playing field improvements) as partial
compensation for allowing them to use the park site for commercial telecommunication
purposes. The project had previously been funded by $127,500 in park in-lieu fees for design
and construction), and a State grant through the Roberti-Z'Berg Harris program of$62,500 for
construction. Based on this telecommunications MOU and the subsequent need for supplemental
funding for the Community Center remodel project, the Council reallocated the State .grant
funding ($62,500) to the remodel project on September 3, 2002. The Council authorized a
separate public art project for Santa Rosa Park and budgeted $18,500 for that project that is not
affected by this transfer.
$86,000:Reduced Scope for Sinsheimer Park Improvements
As approved in the 2001-03 Financial Plan, the original project scope for improvements at this park
called for expanding Stockton Field by relocating the light standards and moving the fences back
25 to 30 feet. However, subsequent review revealed that this would require altering the course of a
stream that nuns through the park. Based on our recent experience with similar creek-related
projects, we do not believe that the Army Corps of Engineers would be supportive of allowing this
stream diversion; and that any efforts to persuade them otherwise (especially since success in doing
so is unlikely)would be better spent on other projects.
There is currently a balance of $186,000 in the project account. By rescoping the project and
eliminating the stream diversion, $100,000 will complete the remainder of the project: improving
field lighting, expanding the infield to accommodate 90-foot bases and raising the outfield fence
in-lieu of increasing the field depth. This results in a savings of$86,000, which we recommend
allocating to this project.
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Council Agenda Report Damon Garcia Sports Fields Specification No. 99826
Page 8
$70,600. CIP Reserve
The CIP Reserve, which started at $467,000 in the 2001-03 Financial Plan, has a current balance
of$78,500. We recommend allocating most of the remaining balance to this project.
Future Reimbursements
It should be noted that a significant portion of these costs—although not all—are related to the
parkland and improvement requirements of the Margarita Area. As such, as set forth in the park
financing plan for this area previously adopted by the Council, the City will be reimbursed for a
significant portion of these costs over time as this area develops. The actual amount will depend
upon'the final number of housing units, related population, and amount of parkland reflected in
the final Margarita Area Specific Plan adopted by the Council.
ALTERNATIVES
The Council could choose to fund this project at the originally approved level of$3,391,000 and
direct staff to reduce project expenditures or phase the project. The only cost reductions
available, without removing one or more fields, are elimination of the sand based fields or field
lighting. The sand based fields are probably the single most important part of this project.
Because of their durability, it can be argued that they actually reduce the total number of fields
needed in the community. Likewise, the lighted fields allow full utilization of the fields. The
American Youth Soccer Organization, with over 1,300 registered players in their fall league has
indicated that they can play all of their games at the Damon-Garcia Sports Fields. This frees up
other fields for other activities and is a key concept in why the Damon-Garcia Sports Fields play
such a central role in overall sports activity planning.
ATTACHMENTS
Project Location Map
Available in the Council Reading File:
1. Plans and Specifications for Damon-Garcia Sports Fields
2. Department of Fish and Game Streambed Alteration Agreement
3. U.S. Army Corp of Engineers Permit
4. Amended Riparian and Wetland Habitat Mitigation and Monitoring Plan
1:\Council Agenda Reports\2002\99826 CAR Damon Garcia Sports Fields.doc
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October 15, 2002
Mayor Settle, Councihnembers 5�
Ewan, Schwartz, Marx and Mulholland
Regarding: Council agenda item #6 - Damon-Garcia Sports Complex
Maybe due to the fear of political repurcussions many pertinent facts of this project
have been ignored. Everyone wants a sports complex, but are we ignoring the
consequences of a proposed State Highway in this project? A segment of Prado Rd,
Hwy 227, is attached to the Damon-Garcia sports field project.
Another project, the Margarita housing proposal, has also been blighted with a
segment of Prado Road. The Margarita property owners and developers will be
passing millions of dollars of Prado Rd expenses on to future homeowners.
Affordable housing will become less affordable. Prado Rd gets bigger.
There is a third project tied to this scenerio, the Dalido Marketplace. It proposes a
third segment of Prado Rd in it's design. This developer has been burdened with
Prado Rd blight to the point of asking for financial help, as mentioned in tonight's
staff report - Bus item # 5, beginning with last paragraph on pg 5-3. Again,
another segment of Prado Rd marches on ignoring all impacts.
Who is responsible for burdening 3 major community projects with segments of a
State Hwy? What environmental assessment have been made on Prado Rd, Hwy
227, as a single project? There is no answer because Prado Rd has not been
analyzed as a single, separate project.
Prado Rd has been carefully included within the folds of other projects. It is a
segmented project tied to the Dalido, the Margarita and the Damon-Garcia Sports
complex projects. Each of those projects are being forced to finance the
construction of Prado Rd almost as if someone has said: "include and build Prado
Rd or don 't build your project". It appears that the goal is to build Prado Rd
without cost to the city, and without full environmental assessment as a separate
project.
page 2
Council members make decisions based on staff reports that are suppose to provide
all of the facts. Facts in this project should include that the city is building a 16
acre sports field project not a 23.5 acre sports field. Facts are a 20 ft berm is being
built now for a future road project. Facts are the city is spending money for land
and construction of a project that has a future Hwy project tied to it. That future
project is not a sports field. Facts are the 23.5 acre sight has 2 projects on it, one is
now - the 16 acre sports complex, and the second is the future Prado Rd, a highway
complete with a 100 ft dark tunnel. It will blast through part of a mountain side and
sadly destroy 15% or more of a prehistoric Native American archaeological site.
There are alternative alignments for that segment of Prado Rd. Take the Hwy out of
our sports field project before it is too late. I am a Dad and a coach and a caring
community member. I too want the sports field project, but I believe our
community, and our children, deserve and should be celebrating tonight -
the entire 23.5 acres as sports fields, not just 16 acres.
Thank You.}
Bill Wilson
1690 Southwood
San Luis Obispo, Cal 93401