HomeMy WebLinkAboutAGENDA REPORT 2003 0618 CC REG ITEM 09ETO:
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MOORPARK CITY COUNCIL
AGENDA REPORT
The Honorable City Council
Kenneth C. Gilbert, Director of Public Works
June 6, 2003 (Council Meeting 6- 18 -03)
111�
SUBJECT: Preliminary Design for the Corporation Yard Project
DISCUSSION
A. Background
In December of 2002, the City Council approved the selection
of Martinez Architects to prepare the design for the City's
new maintenance facility. This project is to be constructed on
property located adjacent to the Caltrans Maintenance Yard, at
the east end of Fitch Avenue (see Exhibit 1).
B. Scope of Services
The scope of required architectural services is generally
described as follows:
Phase 1 - Facility Needs and Space Utilization Study: Conduct
research to determine current and potential future maintenance
functional requirements, and prepare a report setting forth
recommendations regarding:
• Preliminary site lay -out and design;
• Preliminary floor plan lay -out and design;
• Allocation of space and facility resources to operational
requirements;
• Total site (4.1 acres) utilization;
• Building area needs;
• Alternative building design, materials, etc.; and
• Construction cost estimates.
a XN [a {A"n
CorpYard_ prelim design t, � 4 060
Corporation Yard:
June 6, 2003
Page 2
Preliminary Design
Phase 2 - Conceptual Design: Prepare a final conceptual design
to include:
• Property survey;
• Topographical survey;
• Geotechnical investigation;
• Final Draft Grading and drainage plans (including
Stormwater BMPs);
• Draft utility plans;
• Final conceptual site plan;
• Final conceptual building floor plan;
• Final concept building elevations (with alternatives);
• Final conceptual landscaping and irrigation plans;
• Prepare environmental assessment [Note Environmental
Document to be prepared by others]; and
• Revise construction cost estimates.
Phase 3 - Final Design: Prepare the construction documents for
the project, addressing all of the project design elements
addressed in the Conceptual Design, to include:
• Final plans and specifications;
• Final construction cost estimate;
• Bid Documents; etc.
Phase 4 - Construction / Post - Construction: Provide
professional assistance with the following:
• Bidder Pre - qualification;
• Bidding Phase (design clarification / addenda);
• Construction (change Orders); and
• Post - construction (trouble shooting, problem resolution).
C. Maintenance Functions
The maintenance functions and facilities to be located at the
new Corporation Yard are generally defined and described in
the chart attached as Exhibit 2.
D. Preliminary Design Report
A copy of the subject Phase 1 Facility Needs & Space
Utilization Study has been provided to the City Council
separately. A copy of the draft Site Plan and draft Floor Plan
is attached as Exhibit 3.
CorpYard_ prelim design
Corporation Yard: Preliminary Design
June 6, 2003
Page 3
Certain elements of the subject study are summarized and
commented upon as follows:
1. Site Plan: The draft site plan is attached as a part of
Exhibit 2. Features of the draft site plan include:
• Site Utilization: The draft site plan calls for the
development of 2.16 acres [Parcel "A "] of the 4.19 acre
site, for the corporate yard facility.
• Expansion Area: The draft site plan shows an area of
about one acre (1 ac.) at the easterly end of the gross
property [Parcel "B "] to be held for possible needed
future expansion. Interim uses of this area could include
temporary storage and a construction staging area for
City construction contracts.
• Remnant Parcel: The draft site plan also shows a 0.58
acre parcel at the west end of the property [Parcel "C "],
intended to be subdivided and sold for development (light
industrial use) in order to defray some of the project
design and development costs.
• Rear Parcel Access: The site plan allows independent
access to Lot "B" at the east end.
• Material / Equipment / Vehicle Storage: Ample area has
been provided for the outside storage.
• Covered Parking Areas: Covered parking is provided along
the north facade of the building, as well as along the
north property line.
• Refuse Transfer: A facility has been provided to allow
easy dumping of debris into large trash bins, as well as
easy pick -up of those large trash bins.
• Refueling: Liquid Natural Gas and electric re- fueling
stations have been provided. Gasoline pumps have
purposefully been omitted.
• Animal Containment: An area has been provided for this
purpose.
• Parking: Ample area has been provided for guest and
employee parking.
• Circulation: The site plans provides for good circulation
in, through and out of the facility.
• Security: There are two security gates for the yard, plus
one additional gate for Parcel "B ".
2. Floor Plan: The draft site plan is also attached as a part
of Exhibit 2. Features of the draft floor plan include:
• Building Size - is 9,200 square feet.
• Main Entry - is to be used as the primary access from the
employee / guest parking area.
CorpYard— prelim design
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Corporation Yard: Preliminary Design
June 6, 2003
Page 4
• Security - is provided by locking the main entry door and
the gates during business hours. [As with the current
facility, there is no one assigned "office duty" at this
facility. A door bell or telephone "ring -in" system will
be provided to facilitate public access to City staff at
this facility.]
• Self -Help Public Counter - is provided as a waiting room
/ reception area.
• A Public Restroom - is provided.
• Office Space - has been provided for current personnel,
with an office pool area suitable for use by future
expansion, if needed.
• Men's Restroom / Shower / Locker Room - has been
provided.
• Women's Restroom / Shower Lockers - is shown on the plans
as a future area to be developed if needed. In the
interim this room would be used for storage and the
public restroom would serve as the women's restroom.
• Access to Vehicle Parking Area - is provided at several
locations, with easy access to staging /storage areas.
• Covered Vehicle Parking - is provided along the north
fagade of the building with locked storage units and easy
access to inside storage staging rooms.
• E'mployee Meeting / Break / Lunch Room - is provided.
• A Meeting Room - is provided for meetings, training, etc.
• Vector Control - has been provided office and lab space.
• No Auto Repair - facilities have been provided.
• Storage Rooms - have been provided.
• Emergency Supply Storage - has been provided.
3. Options: Construction Methods and Materials: The study
briefly comments on the following four construction options:
With Covered Without Covered
Building Material Parking ($) Parking ($)
Concrete Masonry Option A Option C
Pre -Fab Steel Building Option B Option D
The four Options are restated as follows:
• Concrete Masonry Construction vs. Steel Pre -Fab Building
• Covered Parking vs. Uncovered Parking
Recommendations:
• Building Material: It is recommended below that the
building be constructed of masonry block. The added cost
of masonry construction was considered by staff to be
justified due to:
- efficiency (energy conservation);
CorpYard_ prelim design
Corporation Yard: Preliminary Design
June 6, 2003
Page 5
- durability (building life - span);
- usability (workplace environment).
• Covered Parking: It is recommended below that the final
design provide for the covered parking areas shown on the
plans. The added cost of this feature is believed to be
off -set by the long -term savings of wear and tear on
vehicles and equipment.
4. Preliminary Construction Cost Estimates: A cost estimate for
each of the above four construction options is summarized as
follows:
With Covered Without Covered
Building Type Parking ($) Parking ($)
Concrete Masonry 3,836,420 3,406,663
Pre -Fab Steel Building 3,563,178 3,133,421
5. Other Considerations: The report
following:
• Inadequacy of present facilities;
• Inefficiency of present facility;
• Hidden Costs of present facility;
• Need for new, planned, efficient
E. Drainaae Matters
also comments on the
and
facility.
The architect will also address known potential flooding
problems in the area the site which may involve raising the
elevation of the site and /or constructing a block wall along
the north perimeter of the property.
F. Fiscal Impact
1. Design: Design costs (architectural fees and other costs)
are estimated to be approximately $210,000. This does not
include the cost of preparing the environmental document for
the project.
2. Construction: As noted above, the current estimated
construction cost for Option `A' is $3.84 million [see
Section E -8].
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Corporation Yard
June 6, 2003
Page 6
Preliminary Design
3. Total Project Cost Estimate: The total estimated project
cost estimate, based on the above noted preliminary cost
estimates, is summarized as follows:
Description Amount ($)
Design 210,000
Environmental Document 25,000
Land Acquisition 920,792
Construction 3,840,000
Inspection 250,000
Total 5,245,792
Note: This amount does not include any revenues which might be
derived from the sale of Parcel "C ", the approximately
one -half acre lot at the west end of the site.
4. FY 2003104 Budget: The proposed FY 03/04
Budget for the
subject project
is summarized as
follows:
Estimated
FY 03/04
Total
Description
Prior Years ($)
Budget ($) Project ($)
Design
50,000
229,208
279,208
Land Acquisition
920,792
0
920,792
Construction
2,500,000
2,500,000
Inspection
200,000
200,000
Total 970,792
2,929,208
3,900,000
5. Funding Approach: The approach taken in funding the subject
project is summarized
as follows:
Percent
Endowment
Gas Tax
Component
Fund 2800
Fund 2605
Total
Design
70
30
100
Land Acquisition
70
30
100
Construction
85
15
100
Inspection
85
15
100
6. Funding Source Breakdown: A breakdown
of the
funding sources
for the subject
project, as set forth in
the proposed FY
03/04 Budget, is
summarized as follows:
FY 03/04
Total
Description
Prior Year ($)
Budget ($)
Project ($)
2800 - Endowment Fund
677,384
2,489,827
3,167,211
2605 - Gas Tax
293,408
439,381
732,789
Total 970,792
2,929,208
3,900,000
7. Budget Adjustment: Absent dramatic cost reductions, it will
be necessary to amend the budget before the project is
advertised for receipt of bids.
8. Cost Reduction Efforts: As noted below, it is the intent of
staff to work with the architect to develop options for
reducing construction costs.
CorpYard prelim design (F; n" �,..-�� -�
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Corporation Yard: Preliminary Design
June 6, 2003
Page 7
F. City Council Design Approval
1. Upon receipt of City Council approval of the subject Phase
1 Report, the architect will be directed to proceed with
the development of the Conceptual Design (Phase 2),
consistent with the preliminary plans set forth in the
Phase 1.
2. Upon completion of the Conceptual Design, the City Council
will be asked to review and approve the final Conceptual
Design for the site plan, floor plan and building
elevations.
3. With City Council approval of the Phase 2 Concept Design,
the architect will be asked to proceed with the development
of the construction drawings [Phase 3 - Final Design].
4. Upon completion of the Final Design, the City Council will
be asked to approve the project plans and specifications
and authorize staff to advertise the project for receipt of
bids.
G. Environmental Document
At some point prior to the approval of the final plans, the
environmental document for the project will be prepared and
presented to the City Council for approval.
H. Schedule
It is anticipated that the Conceptual Design (Phase 2) and the
Final Design (Phase 3) will be completed in approximately
eight (8) months. During that period, staff will select the
Construction Management firm for the project and complete the
required Bidder Pre - Qualification process. Construction should
commence by July 2004.
STAFF RECOMMENDATIONS
Approve the preliminary design concept, approve Construction
Option `A' (masonry construction with covered parking) and direct
staff to work with the architect to develop options for reducing
construction costs, with a report on such findings to be provided
to the City Council prior to fifty percent (50 %) completion of
the Phase 2 Conceptual Design.
Attachments:
Exhibit 1: Map
Exhibit 2: List of Maintenance Functions
Exhibit 3: Site Plan and Floor Plan
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Exhibit 2
Maintenance Functions
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
• 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 Community 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
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AREA TO BE SOLO
OR LEASED
1 (NOT A PMT mrnvl w.0 LOT PORTION 'A•
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OF THIS PROJECT ) LOT PORlN)N "8' e
s CORPORATE YARD nom xu i s
lxmAVARr 0.58 ACRE 2.16 ACRES i i uisrA FUTURE & ACCESSORY
anaPAgECf -� USE AR EA
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LOT 15 i LOT 16
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SITE AREA = 4.13 ACRES 4 0 & r
CORPORATE YARD =2.16 ACRES i i � "'
LOT 17 1 1 CALTRM'S YARD i AREA FOR FUTURE EXPANSION = 1.06 ACRES c S
PROPOSED LEASE AREA = 0.58 ACRE Y
INOR ST EET PUBLIC PARKING & DRIVE WAY = 0.33 ACRE
FULLY ENCLOSED BUILDING AREA = 9200 SF i
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