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HomeMy WebLinkAbout10/15/2002, BUS 6 - DAMON-GARCIA SPORTS FIELDS, SPECIFCATION NO. 99826 Council "'=i6,°� 11 is=oz j acEnaa Report �N igvs 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 f 'f 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. �-3 i" 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 6-� 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. G-� 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. lv '7 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 G.Q -"0 R C UTT GF o 0 100 200 300 400 500 SCALE IN METERS JSP �O QUO GP PROJECT LOCATION 0 0 TANK FARM ROAD DAMON - GARCIA SPORTS FIELDS PROJECT LOCATION MAP G- 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