HomeMy WebLinkAboutAGENDA REPORT 2002 1218 CC REG ITEM 10HTEM 10.
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MOORPARK CITY COUNC I L L ', : --
AGENDA REPORT
TO: The Honorable City Council
FROM: Kenneth C. Gilbert Director of Public Works YO
DATE: December 6, 2002 (Council Meeting 12- 18 -02)
SUBJECT: Selection of the Architect for the Corporation Yard
Project
DISCUSSION
A. Project
The FY 02/03 Budget includes funding (Project 8041) for the
design of the City's new Corporation Yard. Prior year costs
were incurred for the acquisition of the project site (see
Exhibit 1). The proposed project is to be constructed on a
portion of this 4.19 acre site.
5 -
A Request for Proposals (RFP) was prepared to define the scope
of architectural services required for the development of the
design for this project. Over fifty (50) RFPs were mailed to
interested parties.
C. Proposals
Proposals were received from six
• Martinez Architects
• Gillis & Associates
• RNL Design
• Anil Verma Associates
• HB &A Architects
• Jenkins /Gales & Martinez
CorpYard arch
(6) firms listed as follows:
Corporation Yard
December 6, 2002
Page 2
D. Evaluation & Rankin
Staff reviewed and evaluated the Proposals submitted. An
independent evaluation was conducted by both the Public Works
Director and the Assistant City Manager. Both evaluators
independently found that the Proposal submitted by Martinez
Architects ranked the highest. These findings were primarily
based upon the experience of the firm in designing maintenance
facilities and their understanding of the City's requirements.
It should be noted that Martinez Architects is the firm which
provided architectural services to the City for the design of
the Community Pool project.
E. Fee Quotations
Subsequent to the evaluation and ranking of the proposals, the
separate sealed fee proposals were opened. The fee amounts
quoted in the Proposals (ranked in ascending order) are listed
as follows:
• Martinez Architects $ 196,460
• HB &A Architects $ 376,000
• Anil Verma Associates $ 650,000
• Gillis & Associates $ 988,315
• RNL Design $1,054,500
• Jenkins /Gales & Martinez $1,997,780
The above fee quotations are, to varying degrees, not
comparable to each other. This is due to differences in the
scope, approach and level of effort deemed, by each firm, to
be required. As stated above, the preparer of the Proposal
submitted by Martinez Architects appeared to best understand
the City's requirements.
F. Negotiations
Subsequent to the completion of the evaluation and ranking
process, staff then initiated negotiations with Martinez
Architects. Refinements and clarifications were made to the
scope of work, contract terms and the fee amount. These
discussions ultimately led to a "finalized" Scope of Work, fee
and contract document. The final agreed upon fee, based upon
the revised and refined Scope of Work, is $199,060, an amount
slightly higher than the amount quoted in the Proposal.
It is recommended below that Martinez Architects be selected
to provide the required architectural services.
CorpYard_arch f, r,
Corporation Yard
December 6, 2002
Page 3
G. Scope of Work
The required Scope of Work is set forth in Exhibit 2 attached.
H. Fiscal Impact
1. Current Budget: The current budget for the project is
summarized as follows:
FY 02/03 Total
Description Prior Year ($) Budget ($) Project ($)
Design 100,000 100,000
Land Acquisition 917,693 82,307 1,000,000
Construction 0
Inspection 0
Total 917,693 182,307 1,100,000
The funding sources for the above Budget, is as follows:
FY 02/03 Total
Description Prior Year ($) Budget ($) Project ($)
2904 - MRA 642,385 127,615 770,000
2605 - Gas Tax 275,308 54,692 330,000
Total 917,693 182,307 1,100,000
2. Budget Amendment: The current budget for the project is
summarized as follows:
CorpYard arch n 143de, "'®
Current FY 02/03
Proposed
Revised
Description
Budget ($)
Change ($)
Budget ($)
Fund 2904 - MRA
Design
70,000
63,200
133,200
Land Acquisition
57,615
57,615
Construction
0
Inspection
0
Sub -Total
127,615
63,200
190,815
Fund 2605 - Gas Tax
Design
30,000
36,800
66,800
Land Acquisition
24,692
24,692
Construction
0
Inspection
0
Sub -Total
54,692
36,800
91,492
Total
182,307
100,000
282,307
CorpYard arch n 143de, "'®
Corporation Yard
December 6, 2002
Page 4
STAFF RECOMMENDATIONS
1. Approve selection of Martinez Architects to provide design
services for the Corporate Yard project.
2. Adopt Resolution No. 2002- amending the Budget for this
project.
3. Authorize the City Manager to sign the contract agreement for
these services, subject to final language approval by the
City Manager and the City Attorney.
Attachments:
Exhibit l:
Exhibit 2:
Exhibit 3:
CorpYard arch
Map
Scope of Work
Resolution
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SCOPE OF SERVICES
The architectural services shall include all services performed by the Architect, Architect's
employees, and the Architect's consultants. Such services shall include, without limitation, all
responsibilities outlined herein and/or in the Proposal [Exhibit D]. The Architect will retain the
services for all necessary consultants including, without limitation, mechanical, electrical,
structural, civil and geotechnical engineering, Title 24, irrigation and landscape architecture.
Architectural specifications shall be in book form using CSI format.
The services required herein shall include, but not be limited to, site layout, schematics,
preliminary and final design, engineering and construction drawing, specifications, bidding
related activities, cost estimates and general project oversight during and post construction.
The Architect shall retain the services of a qualified geotechnical engineer to provide a soil
analysis for all building foundations. There may be existing site conditions regarding
liquefaction that may influence the foundation design.
The Architect will be required to prepare building construction plans and plans for all site work.
The site work shall include, but is not limited to, site grading, delivery of adequate utilities to the
site, drainage, driveway apron, driveways, landscaping, equipment and material storage, (minor)
vehicle and equipment maintenance, refuse handling, parking lot improvements, exterior
lighting, walls and fences, and other improvements as required, all to be constructed in
accordance with approved City of Moorpark standards.
The Architect shall investigate the feasibility of employing innovative energy conservation
measures in the project design. Such measures may include, but not be limited to, active solar
systems, (photovoltaics), newly developed metal roofing materials / applications and other
creative techniques and methods. The Architect shall report such findings to the City. The City
shall make a determination as to which, if any, of those energy conservation measures shall be
incorporated into the final design.
The design of the facility shall meet all requirements of applicable jurisdictions, codes, and
regulations, including without limitation all those related to Americans with Disabilities Act and
Title 24.
PHASE 1: FACILITY NEEDS AND SPACE UTILIZATION STUDY
A. Definition: Space Requirements shall be defined as the indoor and outdoor areas needed for
the offices, meeting/training /gathering rooms, personnel, vehicle and equipment parking,
materials storage, repair shops, warehousing, staging and other related services and activities
to be performed and provided at the Yard.
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B. Overview: Work required to prepare this study will include the evaluation of the current and
future Space Requirements in qualitative and quantitative terms to meet the current and
potential future operational and functional requirements of the Yard. The study will:
• describe and quantify the Current Operational Requirements ( "COR ") of the City [the
present maintenance and operations functions] summarized below;
• identify and prioritize certain possible future programs, functions or activities ( "Potential
Uses ") which might be added to the Yard in the future, said Potential Uses being
generally summarized below;
• define the Space Requirements for both the COR activities [herein referred to as the
"Basic Site "] and certain Potential Uses [herein referred to as "Expanded Site(s) "].
C. Requirements:
1. Meet with key staff of the Public Works Department and the Community Services
Department to review current [COR] and projected possible future operations and
maintenance programs, functions and requirements [Potential Uses].
2. Meet with key staff of the Community Development Department to discuss and
determine City demographic trends which will or may impact future maintenance staffing
and Space Requirements.
3. Meet with key staff of the City Manager's Office to discuss and determine level of
service expectations for applicable maintenance and support functions.
4. Analyze the COR functions and identify Space Requirements for same.
a) Recommend office and shop space standards for each job classification.
b) Prepare a spreadsheet which summarizes facility Space Requirements for the COR
functions for the next thirty years. Show existing and projected future space
requirements and staffing for each division or functional area.
5. Develop a general description of the operational and Space Requirements for each of the
Category A & B Potential Uses (see definition below) which could or may be added to
the Yard in the future. Prepare a spreadsheet which summarizes facility Space
Requirements for each of the Category A & B Potential Uses for the next thirty years.
6. Develop one or more conceptual lay -outs or site designs for the Basic Site required for
the COR functions.
7. Develop options for the future expansion of offices, shops, indoor storage, outdoor
storage, parking, etc. for various Expanded Site designs required to accommodate one or
all of the Category A & B Potential Uses.
8. Prepare preliminary construction cost estimates for each of the options developed.
D. Objectives: The objectives of Phase 1 are to:
1. Describe the scope of the COR operations (current functions) to be accommodated by the
initial construction project;
2. Determine the amount of area needed ( "Basic Site ") to accommodate the COR functions;
3. Identify the amount(s) of the area(s) needed to be added to the Basic Site, when and if
necessary to accommodate the addition of one or all of the Category A & B Potential
Uses defined herein;
4. Show how the Basic Site, and the structures thereon, could be expanded in the future
( "Expanded Site ") to accommodate the Category A & B Potential Uses;
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5. Prepare preliminary lay -outs of the Total Site identifying which portion(s) would be
utilized by the Basic Site and the Expanded Site(s), and how access would be provided to
any residual property ( "Residual Area ") which could be made available for other uses,
including possible sale or lease of this Residual Area; and
6. Prepare a rough cost estimate for each of the options identified.
E. Actions by City: Based upon the above work product, the City will determine the scope of
the requirements for the Yard and direct the Architect to proceed with the Conceptual
Design.
PHASE 2 - CONCEPTUAL DESIGN
A. Definition: The Project Site [ "Project Site "] shall be defined as the Basic Site and any
Expanded Site(s) needed to meet the full current and future requirements of the Yard, as
determined by the City at the conclusion of the Phase 1 efforts.
B. Overview: Work required for this Phase will include the development of a Conceptual
Design for the Project Site (including provisions for future expansion). The Conceptual
Design shall also show any Residual Areas (not required for future expansion) and the access
to same.
C. Requirements:
1. Meet with key staff to review and clarify the scope of the Project Site and the functions to
be accommodated therein. [Note: It is the intent of the City have retained the services of a
Construction Management (contract administration and inspection) firm for the project,
prior to the start of the Conceptual Design Phase. Said firm will assist the City in the
review and evaluation of the conceptual design alternatives.]
2. Perform property and topographic survey.
3. Develop a site plan, facility footprints, accessory site improvements, preliminary
drainage plan, preliminary utility plan, floor plans, preliminary elevations and any related
required work for the Conceptual Design for the Yard.
4. Prepare concept building and site options at appropriate scale to describe building
location, floor plan layout, site circulation, parking, landscaping and construction
phasing.
5. Show area of possible future expansion [Expanded Site(s)].
6. Develop at least two design alternatives.
7. Participate in meetings designed to solicit input from the key City Staff and possibly the
City Council and/or a Council Committee.
8. Seek and obtain City staff approval of final draft site plans and building elevations.
9. Prepare preliminary construction cost estimates for each of the design alternatives
presented.
10. Prepare the Environmental Assessment for the project. Using this Environmental
Assessment, City staff will prepare the required Environmental Document deemed
necessary for the Project.
11. Present to the City a report describing and defining the recommended design alternatives.
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D. Objectives: The objectives of Phase 2 are to:
1. Development of conceptual design alternatives for the Yard, for review and consideration
by the City.
2. Selection and approval of the Conceptual Design by the City.
E. Actions by City: Based upon the above work product, the City will select and approve the
Conceptual Design for the Yard and direct the Architect to proceed with the Final Design.
PHASE 3 — FINAL DESIGN
A. Definition: The Conceptual Design [ "Conceptual Design "] shall be defined as the
Conceptual Design for the Yard, approved by the City at the conclusion of the Phase 2
efforts.
B. Overview: Work required for this Phase will include the development of the environmental
clearance documents and the final construction documents for the project.
C. Requirements:
1. Prepare the necessary environmental assessment for the proposed project and recommend
action by the City Council in conformance with applicable environmental codes and
statutes.
2. Prepare final plans, specifications and bidding documents for the construction of the Yard
consistent with the Conceptual Design. [Note: The format and content of the bidding
documents shall be consistent with like documents used by the City on prior projects and
shall be subject to the approval of the City. AIA specifications and contract documents
will not be accepted.]
3. Prepare final site plans, drainage plans, utility plans, working drawings, calculations, and
complete specifications detailing the requirements for construction of the entire project in
an appropriate format for bid and permit purposes. This will include drawings, written
specifications and all documents necessary for permits and construction. The architect
shall be responsible for determining availability of various materials that are specified in
the documents.
4. Include plans for site development, building elevations, and building sections
incorporating the ultimate building size and layout, equipment locations, character and
finishes of the entire project, including exterior elevations and finishes, flatwork, walls,
fencing, and landscaping, parking, outside storage, refuse handling, etc.
5. Provide a Proposal Bid Sheet, with pay references (reference to measurement and
payment) for each bid item.
6. Prepare a final estimate of probable construction costs using the Bid Sheet if appropriate.
7. Seek and obtain Building Department review, approval and obtain a Building Permit for
the project.
8. Demonstrate ADA compliance
9. Demonstrate seismic compliance.
10. Consider provisions for the buffering of the adjacent rail use.
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11. Incorporate all revisions resulting from the plan checks, and provide requested
clarifications, notes and details required by the City or other applicable agencies.
D. Obiectives: The objectives of Phase 3 are to:
1. Develop and approve the environmental document for the project.
2. Develop the final construction documents for the project.
3. Obtain a Building Permit for the project.
E. Actions by City: Based upon the above work product, the City will approve the final
environmental document and the final construction documents for the project.
PHASE 4 -CONSTRUCTION / POST - CONSTRUCTION
A. Overview: Work required for this Phase will include support services required prior to and
during the bidding and construction of the project, plus certain support services subsequent to
construction.
B. Requirements:
1. Pre - Qualification:
• Assist the City in the development of the Pre - Qualification packages; and
• Assist the City in the evaluation of the Pre - Qualification packages which will be
required to be submitted by all prime contractors and selected sub - contractors.
2. Bidding:
• Assist the City, if requested, in any pre -bid meetings;
• Be available to respond to bidders' questions regarding requirements of the project;
• Prepare any Addenda required to resolve or clarify design intent questions or
problems; and
• Provide assistance to City staff, if requested, in the analysis of the bids and, if
necessary, bidder qualifications.
3. Construction:
• Process and approve all shop drawings, submittals, substitutions, etc.;
• Participate in periodic meetings with the contractor and the Construction Manger,
during the project construction;
• Provide all necessary support in answering Requests for Information or Requests of
Clarification from the construction contractor, the Construction Manager or the City;
• Prepare any Construction Change Orders, at no cost to the City, deemed necessary to
resolve or clarify design problems or ambiguities;
• Provide input and assistance in the development of any Construction Change Orders
requested by the contractor, the Construction Manager or the City;
• Prepare a "punch list" of corrections to be submitted to and coordinated by the
Construction Manager. [Note: The Architect and each of the Architect's consultants
shall be required to participate in the preparation of the "punch lists "]; and
• Prepare, or at least approve the final "As- Built" Drawings.
4. Post - Construction:
• Provide support to the City in resolving problems encountered by the City subsequent
to completion of construction and occupancy of the Yard.
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C. Obiectives: The objectives of Phase 4 are to provide support services to the City and the
Construction Management consultant, during the bidding and construction of the project and
the subsequent occupation of the completed Yard. Said efforts shall include:
1. Provide design support to the City during the bidding and construction of the project.
2. Provide support to the City in resolving issues, concerns, questions and problems
encountered upon and subsequent to move -in, occupancy and initial use of the completed
Yard project.
DEFINITIONS
Certain terms or set forth herein are defined as follows:
• "Basic Site ": The area and structures needed to accommodate the COR functions.
• "COR" [Current Operational Requirements]: The maintenance and operation functions
currently performed, or "planned" to be performed, by City staff or contractors at the Yard
(see below).
• "Expanded Site(s)": The area(s) needed to accommodate COR functions plus one or more
Potential Uses.
• "Potential Uses ": A specified list (see below) of functions, operations and services which
could or may be added to the Yard at some point in the future.
• "Project Site ": The Basic Site and any Expanded Site(s) needed to meet the full requirements
of the Yard.
• "Residual Area ": That portion, if any, of the Total Site not utilized subsequent to
identification of the Project Site.
• "Total Site ": The total 4.19 acres of City -owned property.
• "Yard ": the City's proposed new Corporation (maintenance) Yard.
COR Functions and Facilities
1. Current Operational Requirements (COR): The following is a list of the maintenance and
operation functions to be performed by City staff or contractors, which shall be
accommodated at the Yard.
A Public Works
1. Street Maintenance
• Minor asphalt repair
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• Striping / stenciling
• Traffic and Regulatory signs
• Tree Limb lifting / Root Pruning
• Sidewalk Repair
• Roadside debris and weed removal
• Storm drain maintenance
2. Parking Enforcement
3. Crossing Guard Supervision
4. Stormwater Quality Administration & Enforcement [portion]
5. Fleet Maintenance (minor maintenance)
6. Graffiti abatement
7. Contract Services Administration:
• Street sweeping
• Traffic signal maintenance
• Annual storm drain maintenance
• Major vehicle maintenance and repair
B Communitv Services
1. Landscape Maintenance
• Parkway /median landscape maintenance
• Park maintenance
• Trees
2. Facilities maintenance
• Minor repair
• Janitorial
3. Vector Control
4. Animal Control
5. Contract Services Administration:
• Landscape / Irrigation Maintenance
• Tree trimming / maintenance / removal
• Facilities maintenance and repair
• Janitorial
• Transit Contract Administration
• Refuse Franchise Administration
2. Facility Requirements: The following is a list of the types of facilities expected to be
necessary to support the above listed functions:
a. Buildings
• Reception Area / Offices [Administration / Clerical]
• Meeting rooms / Conference room / Training room
• Assembly / lunch room / kitchen
• Restrooms / showers / lockers / dressing rooms
• Warehouse facilities
• Storage rooms
• Chemical Storage / Chemical mixing area
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• Repair / Assembly shops
b. Outdoor Facilities
• Outside storage [Equipment Needs List to be developed by Architect]
• Covered Outside Storage
• Outside shower / eye wash
• Bulk material storage bins /stalls
• Equipment and vehicle parking
• LNG fueling / Electric vehicle re- charging
• Vehicle washing facilities [to accommodate buses]
• Refuse handling [see below for details]
• Refuse separation [separate green waste bin and recyclable bin]
• Street sweeper debris handling
• Animal holding facilities (Short-term)
• Landscape Stock Storage
3. Refuse Handling Facility: acility: It presumed that refuse will be deposited in one or two 40 cu. Yd.
Bins. The site design shall provide for the direct dumping of debris from maintenance trucks,
dump trucks, and street sweepers directly into said bin(s), without the need for secondary
handling by loading equipment. The design shall also include provisions for easy covering
of the trash bin(s).
4. Support Functions and Requirements: The following is a list of the types of facilities required
to support certain contract services:
a. Street sweeping:
• Refuse transfer facilities: to the extent practical, provide areas, systems, facilities to
improve effective and efficient transfer of street sweeping debris to refuse bins.
• Area for overnight parking of street sweeper(s) owned & operated by a contract
service.
b. Landscape Maintenance: Area for the overnight parking (if deemed appropriate) of
equipment owned and operated by a contract service provider.
c. Tree Trimming: Area for the overnight parking (if deemed appropriate) of equipment
owned and operated by a contract service provider.
d. Storm Drain Cleaning (or any other contract service): Area for the overnight parking (if
deemed appropriate) of equipment owned and operated by a contract service provider.
e. Bus Parking: Area for overnight parking of buses owned and operated by a contractor.
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Potential Uses
1. The following is a list of functions or programs allocated (by percent) to the current service
provider.
Function
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Public Works
Engineering
100
Traffic Engineering
100
Graffiti Abatement
5
95
Regualtory Signs / Street Name Signs
5
95
Fleet Maintenance . . . . . . . . . . . .
. . . . . . . . . . . . .
20
80
Strom Drain Mantenance
100
Street Maintenance / Repair
10
30
60
Stripping (Stenciling) Maintenance
50
50
Traffic Signal Mainteance
5
95
Street Sweeping . . . . . . . . . . . . .
. . . . . . . . . . . 5
5
90
Street Lighting
10
90
Electric Utility
100
Telephone Utility
100
Gas Utility
100
CableTV ..... ...............................
100
Water Utility
100
Sewer Collection Utility
100
Sewage Treatment Utility
100
Storm Water Quality Programs
70
20
10
Crossing Guard Supervision . . . . . . .
. . . . . . . . . . 5
95
Parking Enforcement
20
40
40
Parking Citations Appeals
100
Community Services
Park Maintenance
5
30
65
Parkway / Median Maintenance . . . . .
. . . . . . . . . . . 5
15
80
Facilities Maintenance / Janitorial
5
50
45
Tree Trimming
5
10
85
Refuse Collection
10
90
Transit
10
90
Vector Control
10
90
Animal Control
10
90
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2. For the purpose of defining the future Space Requirements of the Yard, the following is a list
of certain functions, operations and services which could or may be added to the Current
Operational Requirements (COR) [the present maintenance and operation functions
performed by the City] to be accommodated at the Yard. Also listed are those functions
anticipated to NOT be relocated to the Yard.
A. Category A: The following functions may be assumed by the City at some point in the
future:
1. Sewer Collection System
2. Sewage Treatment
3. Water Utility
4. Minor Vehicle Maintenance (Oil Changes, etc. / lift rack)
B. Category B: Although less likely, the following functions may be assumed by the City at
some point in the future:
1. Street Sweeping
2. Petroleum fueling (underground tank, pump, etc). [Note: It is not anticipated that the
City will want to include this facility in the project, but the site plan should be
designed so that such a facility could be added in the future.]
C. Category C: It is not anticipated that any of the following functions will be assumed by
the City and have to be managed or operated from the Yard:
1. Park Maintenance: provided completely by In -House personnel
2. Parkway / Median Landscape Maintenance: provided totally by In -House personnel
3. Refuse Collection (in- house)
4. Transit Operations and Bus Maintenance
5. Fleet Maintenance: Major vehicle repairs and maintenance
6. Vehicle / Equipment Fueling (underground tanks) [see Category B]
7. Street Striping: Major projects
8. Street Repair: Major street rehabilitation projects
9. Traffic Signal Maintenance
11. Animal Control Housing [Pound]
12. Street Lighting: ownership and maintenance of street lights
13. Electrical Utility: ownership and maintenance of the electrical utility
14. Telephone: ownership and maintenance of the communications utility
15. Gas Utility: ownership and maintenance of the natural gas utility
16. Telephone: ownership and maintenance of the communications utility
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Exhibit 3
RESOLUTION NO. 2002 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, AMENDING THE FY
02/03 BUDGET TO REVISE THE AMOUNTS OF THE
APPROPRIATIONS AND BUDGET FOR PROJECT 8041:
CORPORATION YARD [GAS TAX FUND (FUND 2605)
AND MRA BOND PROCEEDS FUND (FUND 2904)]
WHEREAS, on June 5, 2002, the City Council adopted the Budget
for Fiscal Year 2002/03; and
WHEREAS, a staff report has been presented to the City
Council requesting a budget increase in the aggregate amount of
$100,000; and
WHEREAS, said staff report discusses certain fund transfers
approved last fiscal year and the need to adjust same; and
WHEREAS, Exhibit "A ", attached hereto and made a part hereof,
describes said budget amendment and its resultant impacts to the
budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a Budget amendment in the aggregate increase
of $100,000, as more particularly described in Exhibit "A ", is
hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of
this resolution and shall cause a certified resolution to be filed
in the book of original resolutions.
PASSED AND ADOPTED this 18th day of December, 2002.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment:
Exhibit 'A': Appropriation and Budget Detail
Resolution No. 2002 -
Exhibit "A"
Revised Appropriations & Budget
For Project 8041: Corporation Yard
A. Fund Allocation
B. FY 02/03 Budget Re -Cap
C. Distribution of Appropriations to Expense Accounts
Approved as to form:
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