HomeMy WebLinkAboutAGENDA REPORT 2005 0406 CC REG ITEM 09ATPEM 9 . A
CITY OF MOORPARK, CALIFORNIA
CRY Council Meeting
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ACTION:
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MOORPARK CITY COUNCIIt- =! .
AGENDA REPORT -0 Y . Li7, .
TO: The Honorable City Council
r
FROM: Kenneth C. Gilbert, Director of Public Works
DATE: March 24, 2005 (Council Meeting 4 -6 -05)
SUBJECT: Request for Bids for the Construction of the New
Corporate Yard
DISCUSSION
A. Backaround
• In December of 2002, the City Council retained an architect
to prepare the design for the City's new maintenance
facility. The project is to be constructed on property
located adjacent to the Caltrans Maintenance Yard, at the
east end of Fitch Avenue (see Exhibit 1).
• In June and again in August of 2003, the City Council
reviewed and approved preliminary design concepts for the
project.
• In April of 2004, the City Council approved the final
conceptual design.
• In May of 2004, the City Council approved a change to the
design for the north fence.
• In June of 2004, the City Council approved the Negative
Declaration for the project.
• With the adoption of the FY2004/05 Budget in June of 2004,
the City Council approved total funding of the project
from the endowment fund and authorized re- imbursement of
prior year costs to the Gas Tax Fund and the Moorpark
Redevelopment Agency.
• In January of 2005, notices were published requesting
qualified firms to prepare and submit Pre - Qualification
application packages to the City for review and
evaluation.
• The Pre - Qualification (discussed herein) was completed in
March of 2005.
• In addition, the plans and specifications were finalized
were finalized in March of 2005.
CorpYard ad 0504
-- 000221
Corporation Yard: Request for Bids
April 6, 2005
Page 2
B. Maintenance Functions
The maintenance functions to be
Yard are generally defined and
as Exhibit 2.
C. Conceptual Design
located at the new Corporation
described in the list attached
Plans and diagrams depicting the approved conceptual design are
attached as Exhibit 3. The various components of the project
are generally summarized in the list attached as Exhibit 4.
D. Pre - Qualification of Contractors
E. Plans and Specifications
A review copy of the Plans and Specifications for the subject
project has been placed on top of the file cabinets in the
City Council Conference Room.
F. Project Approval -- Design Immunity
It is recommended below that the City Council approve the
project plans and specifications in order to document City
Council approval of the scope and design of the project. Such
approval is also required for the purpose of establishing
design immunity pursuant to Section 830.6 of the Government
Code of the State of California.
CorpYard ad 0504
-- UD ®222
Corporation Yard:
April 6, 2005
Page 3
G. Schedule
Request for Bids
It is anticipated that bids for the subject project will be
opened and presented to the City Council on June 1, with
construction to start before July 1.
H. Fiscal Impact: Construction
1. Project Cost Estimate: A preliminary estimate of total
protect costs is as follows:
Estimated
Element
Cost
9601 - Design
340,000
9610 - Land Acquisition
920,792
Construction
3,900,000
Contingency (10 %)
390,000
9620 - Constr. Total
4,290,000
9504 - Equipment
100,000
9502 - Furnishings
110,000
9650 - Inspection
200,000
Total
: .......... . ............... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..........................
5,960,792
. . . . . . . .......... . . . . . . . . . . . . . . . . . . . . . . :
2. Design Cost Detail: Current
anticipated total design costs
are summarized as follows:
...................... . .............. . .......................... _ .......... _ ............................. ......................................................................................................................................................
Design Cost Detail
.......,
Estimated'
Architect
295,000
Subdivision Map
22,473 '
Printing
1,000
Other Misc. Costs
1,300
Southern California Edison
6,510
Calleguas Fees
5,586
Waterworks District
7,295
339,164
3. Land Cost: A portion of the
prior years' land costs will
be reimbursed during this Fiscal
Year from the proceeds of
the sale of the westerly portion of the total property. A
summary of actual land costs
........_ ......................_..........._.........._..............
is as follows:
....... ...................................................................... _ ...... _ ....... _ .... _ ..... _ ................................................
Land Costs
_ ....... ................... ,
Estimated:
Actual Prior Year Cost
920,792
Less Current Year Revenue (400,000)
........................... _ .... _ ......................................................... _ .......................................................................................................................
520,792
................................... ................ ..
4. Equipment / Furnishings Cost Estimate: Certain items are
not included in the construction scope of work. A detailed
cost estimate for the procurement of those items has not
yet been developed. The proposed budget increase includes
CorpYard ad 0504
- - 0 002ti3
Corporation Yard: Request for Bids
April 6, 2005
Page 4
$210,000 for those purchases. The tentative list of those
additionally required items is as follows:
.............-............ ..... _._....................._............................._........_..............._.... ......................... ..................................................................._......................................................................................._ .............. I ................
..
CNG Pump Unit Ice Machine, Refrigerator, Microwave
Electric Vehicle Charging Unit Flamable Storage Cabinet
Office Furnishings Emergency Generator
Window Treatments Security Systems
5. Equipment Cost Funding: Costs related to the procurement
of the CNG pump station and electrical vehicle charging
station will be funded by the Traffic Systems Management
Fund [Fund 2001] . A breakdown of the current estimated
funding needs for equipment is as follows:
Estimated
Funding Source Item Cost ($)
2001: TSM Fund CNG Unit / Elec. Veh. Charger 50,000
2800: Endowment All Other Equipment 50,000
100,000
6. Current Budget: The approved Budget
project is summarized as follows:
Element
Design
Land Acquisition
Less Reimbursement
Construction
Inspection
Total
Prior
..............................................................................................._........._............
Years'
FY 04/05
Costs
Budget ($)
222,795
168,230
920,792
-
(400, 000)
Project Cost
-
3,385,816
-
297,500
743,587 3,851,546
for the subject
Total
ADDroDriatlons ($)
391,025
920,792
(400,000)
3,385,816
297,500
4.595.133
7. Current Funding Summary: A comparison of the currently
anticipated total project costs and the total funds
Jt C.z. C11U-Ly app-Lup-L 1l,CU, 1.7 J U1ll1LLCLt1 G CU CL .J 1U UWJ.
............................ ..................... .................................._............. ............................._.
..............................................................................................._........._............
Current
Total
Current
Anticipated
Appropriations
Project Cost
Budget Surplus;
Element
To Date ($)
Estimate ($)
(Shortfall) ($)
Design
391,025
340,000
51,025
Land Acquisition
520,792
520,792
-
Construction
3,385,816
4,290,000
(904,184)'',
Equipment
-
100,000
(100,000)',
Furnishings
-
110,000
(110,000)',
Inspection
297,500
200,000
97,500
Total
4,595,133
5,560,792
(965,659)',
CorpYard ad 0504
Corporation Yard: Request for Bids
April 6, 2005
Page 5
8. Budget Increase: It is recommended below that the City
Council adopt a Resolution amending the Budget to fully
fund the subject project at the current cost estimate. A
)U1LUILdty U.L uiiclu L<CSUlUL.1U11 15 d5 lUl.LUW:
. . . . . . . . . ................. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ........... . .......... .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. ..... . . . . . ........... . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . ............................... . . . . . . . . . . . . . . ......................... . ....................
. . . . . . . . . . . . . . . . . . . . . . . . . .
Portion of Proiect 8033 Current
Element
9601 - Design
9620 - Construction
9502 - Furnishings
9504 - Equipment
9650 - Inspection
Total
Plus Prior Year Cost
Total Appropriations
FY04 /05 Proposed
Bud-get Change ($)
168,230
(51,025)
3,385,816
904,184
-
110,000
-
100,000
297,500
(97,500)
3,851,546
965,659
1,143,587
4,995,133
965,659
Revised
FY04 /05
Bud et
117,205
4,290,000
110,000
100,000
200,000
4,817,205
1,143, 587
5,96 0, 792
7. Funding Source: As mentioned above, the CNG facility will
be funded by the Traffic systems Management Fund [Fund
2001]. All other costs are to be funded by the Endowment
Fund [Fund 2800] .
STAFF RECO10ONDATION (ROLL CALL VOTE)
1. Approve the plans and specifications for the subject project
and authorize staff invite all of the Pre - Qualified
contractors to submit bids for the construction of project.
2. Adopt the attached Resolution increasing the funding for the
project.
Attachments:
Exhibit 1:
Exhibit 2:
Exhibit 3:
Exhibit 4:
Site Location Map
List of Maintenance Functions
Site Plan and Floor Plan
List of Project Components
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Exhibit 2: Maintenance Functions
Page 1
The following is a list of the maintenance and operation
functions to be accommodated at the new Corporation Yard.
A Public Works
T. 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
CorpYard ad 0504 AA
- - �J ®ll nn 2 ti J
Exhibit 3: Description of Project Components
Page 1
1. Site Plan:
• Site Utilization: The final design calls for the
development of 2.16 acres [Lot `A'] of the 4.19 acre
site, for the Corporate Yard facility.
• Expansion Area: The plan includes an area of about one
acre (1 ac.) at the easterly end of the property [Lot
`B'], to be held for possible needed future expansion.
Interim uses for this area include temporary storage,
rental to contractors and /or utility companies and
construction staging for City construction contracts.
Independent access to this area is provided along the
south line of the property.
• Material / Equipment / Vehicle Storage: Ample area has
been provided for the outside storage.
• Covered Parking [North Property Line]: The bid documents
will include a Bid Deduct Alternate for the planned
covered parking along the north property line.
• Emergency Generator: The plans call for the installation
of a generator to provide back -up electrical energy
during a power outage.
• Refuse Handling Area: Ramps to the large refuse bins will
be provided to facilitate efficient handling of refuse
and refuse bins. Bin covers and drains will be provided.
• CNG Refueling: A Compressed Liquid Natural Gas re-
fueling station will be provided. There will be no
gasoline pumps on the site.
• Electrical Charging Station: An electric vehicle re-
charging station will also be provided.
• Animal Containment: The plans call for construction of an
animal containment facility.
• 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.
• Landscaping: Landscaped areas will be provided.
• Security: Two (2) security gates are planned for the
yard, plus two (2) more for the south driveway.
• Fencing: The plan calls for wrought iron fencing along
the south, east and west lines of Lots A & B, and a block
wall along the north line. A block wall is also to be
constructed along the east side of the refuse handling
area, with chain link separating the remainder of the
line between the main yard (Lot `A') and the auxiliary
yard (Lot `B').
• Grading /Drainage: Based on a drainage study prepared for
the site, the finished floor elevation will be five and
one -half feet (51W) higher than the elevation of the top
of curb at the entry driveway. The site will be graded to
convey flood water away from and around the building.
CorpYard_ad_0504 000230
Exhibit 3: Description of Project Components
Page 2
• Storm Water Quality: Grassy swales will be constructed to
filter pollutants from the site run -off.
2. Floor Plan:
• Building Size - The floor area of the enclosed building
will 9,456 square feet (sf), plus a covered parking and
work area along the north side of the building of
approximately 5,000 s.f.
• Main Entry - The south side entry will serve the public
and will also be used for employee access to and from the
employee / guest parking area.
• Security - The main entry door and the gates to the yard
will be locked during business hours. There are no plans
to have anyone work in the reception area. A door bell or
telephone "ring -in" system will be provided to facilitate
public access to City staff at this facility.
• Public Counter - A public reception / waiting area will
be provided.
• Public Restroom - A "unisex" public restroom will be
provided near the reception area.
• Office Space - 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 - A Men's Restroom
/ Shower / Locker room will be provided.
• Women's Restroom / Shower Lockers - A storage room will
be constructed in a way which will allow for easy
conversion into a Women's Restroom / Shower / Locker
room, should the need arise.
• West Access - There will be a door at the west end of the
building to provide access to and from the yard.
• Covered Parking - Covered truck parking is provided along
the north fagade of the building with locked storage
units and access to inside storage and staging rooms.
• Access to Truck Parking Area - An access hallway and door
will be provided to parking area to facilitate easy re-
stocking of trucks from the material storage areas.
• Employee Break / Lunch Room - An employee meeting /
break/ training room will be provided.
• Meeting / Conference Room - A meeting / conference room
will also be provided.
• Animal Control / Vector Control - Facilities will be
provided for this function, including office and lab
space.
• Auto Repair - The plan does not provide facilities for a
major automotive maintenance function (vehicle lift, lube
facilities, etc.) These functions are planned to continue
to be provided by contract service.
CorpYard_ad_0504 0 00 2 1
Exhibit 3: Description of Project Components
Page 3
• Storage Rooms - Ample storage rooms will be provided.
• Emergency Supply Storage - An emergency supply storage
room is planned. This room could also be converted to
other uses in the future, should the need arise.
3. Building Design:
• Materials - The building will be constructed of masonry
block and metal studs.
• Roof Design - Components of the roof design include:
� Materials: "Raised- seam ", light weight, metal roof.
• Energy efficiency: Skylights and roof vents will be
provided.
• Roof mounted equipment: Equipment will be screened
from view from the street.
Photo - Voltaic: The design will accommodate the
possible future installation of photo- voltaic panels.
• Colored Elevations - The color palate uses a mixture of
red and tan concrete blocks, with a copper colored roof.
CorpYard ad 0504 0 0 0 243 2
Exhibit 4
RESOLUTION NO. 2005-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, AMENDING THE FY
2004/05 BUDGET TO REVISE THE AMOUNTS OF THE
APPROPRIATIONS AND BUDGET FOR PROJECT 8041:
CORPORATION YARD [TRANSPORTATION SYSTEMS
MANAGEMENT FUND (Fund 2001); ENDOWMENT FUND
(FUND 2800)]
WHEREAS, on June 16, 2004, the City Council adopted the
Budget for Fiscal Year 2004/05; and
WHEREAS, a staff report has been presented to the City
Council requesting a budget increase in the aggregate amount of
$965,659; 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 $965,659, 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 6th day of April, 2005.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment:
Exhibit 'A': Appropriation and Budget Detail
0()024 3
Resolution No. 2005 -
Exhibit "A"
Revised Appropriations & Budget
For Project 8041:
Corporation Yard
A. Fund Allocation
Fund Ac c o t Nunumber
..._...__._ _.
Endowment Fund ;2800.5500
.. ...... ... ..................... . ...... .................... ...................... _. ....................... . ._...... ...._.._..
Traffic Svs. Mnqnt [] 2001.550
Amount
........915 , 6 0 9
.... ................... 50,000
$ 965,659
B. FY 04/05 Budget
....
.......... ....
..........._...--- ......
Current)
... _ _ ...
Subject;
.........
Revised
FY 04/05 Appropriation:
FY 04/05
Account Number
Budget;/
(Reduction):
Budget
2800.8310.8041.xxxx
........................... ...............................
$
3,851,546
$ 915,659
$4,767 205
'
-_ ............._.___....__.........__..........._.__._............._...................:._..........._....._..._..-...._..._...................._...................................._......-..........._..........._............._.._...._........._.............._....._.............._........
2001.8310.8041.xxxx
$
0
_..................._._......._
$ 50,000
........... ........................._.....
$ 50,000
$
3,851,546
$ 965,659
$4,817,205
C. Total Appropriations Re -Cap
** See Section D for details
D. Adjusted Prior Years' Actual Cost
E. Distribution of Appropriations to Expense Accounts
Approved as to form:
0 ()0`3 ?4