HomeMy WebLinkAboutAGENDA REPORT 1999 0602 CC REG ITEM 10A i
ITEM A *
CITY OF 1*10011PARK,CALIFORNIA
City Council:Meeting
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ACTION: A ri I V?d0tfl f f -
CITY COUNCIL AGENDA REPOR hiOtttim filL:)ed
CITY OF MOORPARK r)IIih,"fin 1
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services �rc_
DATE : May 27, 1999 (CC Meeting of June 2, 1999)
SUBJECT: Consider Approval of Design and Specifications for the
Senior Center Expansion Project, Reallocation of CDBG
Funds, and the Adoption of Resolution No. 99- ,
Appropriating Funds to Complete the Project
SUMMARY
The City Council is being asked to approve the final design and
construction specifications for the Senior Center Expansion
Project, and to authorize the release of the bid document . Along
with the plans and specifications, the City Council is being asked
to adopt the attached resolution finalizing appropriations for the
project. Additionally, staff is recommending that the Council
include, as a separate work item within the Senior Center Expansion
Project, funding to perform termite extermination services (not to
exceed $12, 000) . A copy of the Senior Center Expansion bid
specifications and plans have been placed at the City Council' s
desk for review.
13ACKGROUND
To date, the City Council has approved allocations equaling
$354, 355 for the design and construction of the Senior Center
Expansion Project. The history and funding sources of each
allocation is as follows :
Funding Date Purpose Approved
Source
CDBG 1/97 Design/Construction $104, 296
CDBG 1/98 Design/Construction 150, 634
CDBG 3/98 ADA Improvements 35, 000
FEMA 4/98 Seismic Retrofit 36, 500
AAA 12/98 Construction 27, 925
Grant
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Total $354, 355
* $9, 125 of the FEMA project proposed to be funded from the General Fund.
In February 1998, the City Council awarded a contract to Meyer and
Associates to provide architectural services ($20, 815) . The
Council directed that staff and the architect meet with the Senior
Center Advisory Committee to identify space needs and develop
design alternatives .
In April, 1998, the City appropriated $35, 000 for the design and
construction of ADA improvements to the Senior Center and Community
Center. The architect' s agreement was amended to include the design
of the ADA improvements at a cost not to exceed $2, 800 . The
improvements include modifications to the existing doorways,
identification of door hardware specifications, and restroom
modifications .
In June, 1998, FEMA approved the City' s request for funding for
seismic retrofit work for the Emergency Operations Center (EOC)
which is housed in the Citrus Room of the Community Center. This
was in response to the City' s Hazard Mitigation Grant application
submitted to FEMA in 1995. The approved request was for $36, 500,
of which $27, 375 will be funded by FEMA and the remaining $9, 125 by
the City. The contract with Meyer and Associates was amended to
include the design work at a cost not to exceed $9, 500 . No action
by the City Council has been taken to date to identify the source
for the City' s share ($9, 125) of the seismic retrofit work. If the
City elects not to proceed with the construction of the retrofit,
FEMA would not reimburse any portion of the $9, 500 for the design
work already completed.
Following meetings between the Senior Center Advisory Committee and
the architect in early 1998, a recommendation was forwarded to the
City Council. On July 1, 1998, the Council approved the conceptual
design for the Project with a number of alternate components .
However, the Council made no final decision or commitment on the
actual scope of work for construction. The design alternates for
the Senior Center included: 1) a room addition adjacent to the east
side of the Citrus Room, 2) enclosure of the breezeway at the front
of the Community Center, 3) installation of an operable sound wall,
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4) and automatic front doors . The architect was directed to
proceed with construction plans and specifications .
Consideration of a room addition to the south of the Senior Center,
near the flag pole, was rejected by both the City Council and the
Senior Center Advisory Committee, and was therefore excluded from
the final design.
On March 3, 1999, the City Council approved a contract with PICON,
not to exceed $27, 300, for project coordination. Staff and the
Project Coordinator (Phil Vein) have been working with the
architect to review, modify, and finalize construction plans and
specifications . Both have now been completed and the Council is
being asked to approve the plans and specifications . Staff will
then solicit and advertise for bid proposals .
DISCUSSION
As stated above, the City secured the architectural services of
Meyer and Associates to assist in identifying the various expansion
alternatives and the final design plans and construction
specifications . After the City Council approved the conceptual
design of the expansion project and alternates, Randy Meyer, of
Meyer and Associates, worked with City staff and the Senior Center
Advisory Committee to prioritize space needs . To that end, the
Senior Center Advisory Committee has recently restated its space
priorities as follows, and listed in the order of priority: 1) the
addition adjacent to the east side of the Citrus Room, 2) the
operable sound wall, and 3) Breezeway Enclosure. The Committee has
not participated in discussions regarding the seismic retrofit
work, since this is not in their purview. With the input of the
Advisory Committee, staff and the architect have developed a scope
of work for the project consisting of a base bid component and
alternates . Based on final bid costs and the amount of funding
available, the Council can elect to proceed with one or more of the
alternates .
Project Costs and Scope of Work
The cost identified for the bid components include the design work,
project coordination (PICON) , plan check and permits, a site survey
(completed) , CDBG compliance, bid document printing and postage,
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and construction (including a loo construction contingency) . Most
of the non-construction costs and some CDBG compliance; e.g. ,
design, permits, site survey, are budgeted in the Base Bid
component .
Base Bid - Includes the room addition adjacent to the east side
of the Citrus Room. This room is approximately 1, 602-sq. ft. and
includes the operable sound wall that would be used to divide
the room. Additionally, it includes ADA handicap improvements
(restroom and door hardware) throughout the existing Community
Center. The Council specifically allocated $35, 000 to perform
ADA improvements . The base bid no longer includes the
construction of two small offices within the existing Senior
Center; Senior Center staff and the Advisory Committee have
indicated that they do not believe the offices will be
productive and recommended that they be eliminated. The base
bid represents the City' s original intent of the expansion
project and consists of the two top priorities identified by the
Senior Center Advisory Committee (the addition and the operable
wall) . If built as proposed, it will provide a large
multipurpose room that can be used for a variety of activities
and can be divided into two separate rooms when needed. The
room also includes a sink and storage space that will enhance
senior programs . The estimate for the base bid, including
design, construction, project coordination, CDBG compliance, and
administration is approximately $343, 500.
Bid Alternate A - Includes the enclosure of the Breezeway in
front of the Senior Center and Citrus Room consisting of 863 sq.
ft. If approved, the Breezeway Enclosure will function as the
lobby area for the Senior Center and will include a front
counter reception area and a small work/meeting room at the
south end. Additionally, the Enclosure calls for a separate
outside entrance to the Citrus Room to provide access to the
room for the general public without going through the Senior
Center lobby. This alternate was the Advisory Committee' s third
top priority. It is estimated that Alternate A will add an
additional $111, 000 to the base bid cost.
Bid Alternate B - This Alternate addresses the seismic retrofit
work for the Citrus Room funded by FEMA. FEMA approved the
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retrofit under its Hazard Mitigation Program in the amount of
$36, 500 ($10, 000 for design and $26, 500 for construction) .
FEMA' s share of the funding is $27, 375, the City' s share is
$9, 125, which is proposed to be funded from the General Fund
Reserve. The actual design cost for the retrofit was $9, 500, and
the architect estimates that construction will cost
approximately $25, 000. However, staff and the project
coordinator believe that there is a possibility that the
construction cost estimate may be too conservative and may be
closer to $35, 000. The work required to install additional tie-
downs and bracing can be difficult since it involves opening the
wall and excavation of the floor. Because some walls were
constructed as add-ons, the existing structural status of these
walls is unknown. The retrofit work does not include removing
the two existing structural posts in the Citrus Room. It' s
important to note that the City will be responsible for any cost
increases . If the City elects not to proceed with the
structural retrofit work, FEMA would not reimburse any portion
of the $9, 500 for the design work already completed.
Bid Alternate C - Involves the elimination of the operable sound
wall from the base bid. This Alternate was identified in the
event the base bid costs exceed the architect' s estimate and the
Council elects to reduce the scope of work. Structural support
for the wall would remain in the base bid to accommodate its
future installation. The savings from the elimination of the
wall is estimated to be approximately $20, 160 .
Automatic Front Doors
The Senior Center Advisory Committee has expressed a strong desire
to see automatic front doors included in the expansion project. The
existing front door is heavy and difficult for senior citizens to
open, particularly on windy days. The architect indicated that the
inclusion of the automatic doors requires additional design work,
including electrical, that is outside of his current contractual
scope of work. Because no final determination has been made on the
inclusion of the Breezeway Enclosure (Alternate A) , steps to
allocate additional funding to proceed with the design work were
not taken. The design of the Breezeway Enclosure includes manual,
double aluminum and glass doors, which will be much lighter and
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easier to open, and will meet all ADA requirements. If the Council
elects to include Alternate A and wishes to enhance the door
specifications identified in the plans, it can direct that staff
negotiate a change order with the successful bidder to substitute
for automatic front doors (note - automatic doors require
additional maintenance) . Preliminary estimates are that the design
and installation of automatic door will be approximately $15, 000 to
$23, 000. If, on the other hand, the Council decides not to proceed
with Alternate A, the current plan specifications require the
replacement of the existing front door with a new single wooden
door that will be lighter in weight and ADA accessible.
Installation of an automatic door in the front of the existing
Senior Center would most likely impact the window and require
additional building modifications .
Project Budget
As stated above, $354, 355 has been identified to date for the
construction of the Senior Center Expansion Project (although, only
$45, 000 has been appropriated) . If the City Council elects to
proceed with the base bid, all three Alternates, and the
extermination work, the total cost will be approximately $494, 000 .
The Council would need to identify and allocate an additional
$139, 646 towards the project.
The total project costs for the base bid component, the Alternates,
and the termite extermination work, breaks down as follows :
WORK EFFORT ESTIMATED
COST
Base Bid $343, 500
Alternate A (Citrus 111, 000
Room Addition)
Alternate B (Seismic 27, 500
Retrofit)
Termite Extermination $ 12, 000
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Complete Project $494 ,000
Total
Alternate C (Delete <20, 160>
Operable Sound Wall)
Staff recommends that the Council approve the design and plan
specifications including the base bid component and Alternates A
and B, and include Alternate C as a delete option. However, it is
recommended that the Council only appropriate funding sufficient to
bring the total project budget to $383, 000 to fund the base bid,
Alternate B and the extermination work. This would require an
additional allocation of $28, 646, not previously identified by the
Council . It is intended that funding for Alternate A not be
committed at this time, but rather that the Council delay its
decision until after the bid proposals have been received and
evaluated. The Council will again have the opportunity to review
the construction scope of work consistent with the approved base
bid and Alternates, prior to awarding a contract. At that time,
the City Council could elect to approve and fund Alternate A, or it
could proceed with Alternate C, deleting the sound wall as a cost
savings measure.
Funding Proposal
As stated, if the Council elects to fund the base bid, Alternate B
and the extermination work as recommended, it will need to allocate
an additional $28, 646 to the project . The City currently has
$261, 158 in CDBG funds in the Affordable Housing program. These
funds are from the 1996 and 1997 CDBG allocations, and the City
should spend the money by the end of 1999 or face the possibility
of losing all or a portion of the funds. It is anticipated that the
City will not be in a position to proceed with significant
expenditures in the Housing Program by the end of the calendar
year, and reallocating a portion of the funds in the Affordable
Housing program to the expansion project would not negatively
impact the status or work on Affordable Housing. Staff recommends
that the Council take this action, which would leave a balance of
$232, 512 of CDBG funds in the Affordable Housing Program.
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The City anticipates that its 1999 CDBG allocation will be $75, 000,
and the Council could choose to direct all or a portion of this
allocation to the Affordable Housing Program, making the Program
whole.
If the City Council elects to include Alternate A in the scope of
work for the expansion project, it is recommended that a total of
$139, 646 be reallocated from the Affordable Housing Program. This
action would leave the Program with a funding balance of $121, 512 .
Additionally, it is proposed that the City Council appropriate
$9, 125 from the General Fund Reserves as its match to the FEMA
Grant for the seismic retrofit work. The FEMA grant cannot be
matched with CDBG funds .
Budget Amendment
While past action of the City Council approved funding allocations
for the Senior Center Expansion Project, steps were not taken to
adopt Resolutions amending the budget to reflect those actions .
With the adoption of the attached Resolution, the City Council will
be formally documenting its previous funding action as well as the
additional funding appropriations ($28, 646) recommended with this
Agenda Report.
To date, formal budget action has been taken to appropriate $10, 000
for project design in FY 1997/98 . Of that, $4, 923 was spent and
the other $5, 076 was carried over to FY 1998/99. Additionally, the
Council approved an appropriation of $35, 000 in CDBG for ADA
improvements . This brings the total appropriated project budget to
$45, 000 ($40, 076 which appears in the FY 1998/99 budget) .
As a result, to fully fund the remaining project cost in the
current fiscal year, as recommended in the Agenda Report, the
attached Resolution would appropriate an additional $338, 001 . Of
the $338, 001 additional funding, $309, 355 has been previously
approved by the Council as follows: $27, 925 AAA Grant; $36, 500 FEMA
Grant (of which $9, 145 is General Fund match) , and $244, 930 from
prior years CDBG allocations. To fund the remaining costs, a
transfer of CDBG funds from the Affordable Housing program in the
amount of $28, 646 is also included in the Resolution. The combined
total funding for the project would be $383, 000 . Less the $4, 923
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spent in FY 97/98, $378, 077 would be reflected in the FY 1998/99
Budget. It is intended that any project funds remaining unspent in
the current fiscal year would be carried over to FY 1999/00 . A
summary of the budget amendment action is included as attachment B
to this Report.
RECOMMENDATION
Staff recommends that the City Council :
1 . Approve the bid plans and specifications for the Senior Center
Expansion Project, including the base bid, Alternates A, B,
and C, and termite extermination work as outlined in the
Agenda Report, and direct staff to advertise and release said
bid;
2 . Authorize the reallocation of CDBG Funds in the amount of
$28, 646 from Affordable Housing to the Senior Center Expansion
Project.
3 . Adopt Resolution No. 99- appropriating $27, 925 from the AAA
Grant, $244, 930 from previous year' s CDBG funding allocations,
and $27, 355 FEMA funding (all from Fund (245) , and
transferring $28, 646 in CDBG Funds from the Affordable Housing
Program (245.511) and $9, 125 from General Fund Reserves (100)
to the Senior Center Expansion Project
(400. 702 . 5021 . 804 .xxxx) .
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ATTACHMENT A
RESOLUTION NO. 99-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FY 1998/99
BUDGET BY APPROPRIATING $300, 210 FROM GRANT
SOURCES (245) AND TRANSFERRING $28, 646 CDBG
FUNDS FROM AFFORDABLE HOUSING (245. 511) AND
$9, 145 FROM THE GENERAL FUND RESERVE TO THE
SENIOR CENTER EXPANSION PROJECT
(400 . 702 . 5021 . 804 .XXXX)
WHEREAS, on June 16, 1998, the City Council adopted the budget
for Fiscal Year 1998/99; and
WHEREAS, a staff report has been presented to said Council
requesting a budget amendment transferring $28, 646 CDBG Funds from
Affordable Housing, $9, 145 from the General Fund Reserve
representing the City' s share of the FEMA Hazard Mitigation Grant,
and appropriating $27, 925 AAA Grant, $27, 355 FEMA Grant, and
$244, 930 CDBG Funds to the Capital Improvement Budget for the
Senior Center Expansion Project; and
WHEREAS, Exhibit "A" hereof describes said budget amendment
and its resultant impacts to the budget line item(s) ; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS :
SECTION 1 . A budget amendment transferring $28, 646 CDBG
Funds from Affordable Housing (245. 511) , and $9, 145 from the
General Fund Reserve (100) , and appropriating $27, 925 AAA Grant,
$27, 355 FEMA Grant, and $244, 930 prior year' s CDBG allocations
(245) to the Senior Center Expansion Project
(400 . 702 . 5021 . 804 .xxxx) expenditure budget as more particularly
described in Exhibit "A" attached hereto is hereby approved.
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SECTION 2 . The City Clerk shall certify to the adoption to
the resolution.
PASSED, APPROVED AND ADOPTED this 2nd day of June, 1999 .
Patrick Hunter, Mayor
ATTEST:
Deborah S . Traffenstedt, City Clerk
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Exhibit A
Resolution NO. 99-
SUMMARY OF TRANSFERS IN/ (OUT) BY FUND
ACCOUNT NUMBER CURRENT SUPPLEMENTAL REVISED
TRANSFER TRANSFER IN/OUT TRANSFER IN/OUT
IN/OUT
245.702.5021.000.3449 ($40,076) ($309,355) ($349, 431)
245.702.502.1000.9801 40, 076 328, 856 368, 932
245.511.5048.000.9801 261, 158 (28, 646) 232, 512
100.511.5048.000.9801 0 9, 145 9, 145
NET TRANSFER:
(should be $0) 0
SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER
ACCOUNT NUMBER CURRENT SUPPLEMENTAL REVISED
TRANSFER TRANSFER IN/OUT TRANSFER
IN/OUT IN/OUT
400.511.5048.000.9903 $261, 158 ($28, 646) $232, 512
(affordable housing)
TOTALS: F$261, 158 ($28, 646) $232, 512
ACCOUNT NUMBER CURRENT SUPPLEMENTAL REVISED
APPROPRIATION APPROPRIATION APPROPRIATION
/ (REDUCTION)
400.702.5021.000.3992 ($40, 076) ($309, 355) ($349, 431)
400.702.5021.000.9102 5, 076 31, 924 37, 000
400.702.5021.804. 9902 35, 000 306, 077 341, 077
TOTALS: $28, 646 $28, 646
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ATTACHMENT B
PROPOSED BUDGET AMENDMENT SUMMARY
PROJECT BUDGET STATUS AMOUNT
SUMMARY
Total Proposed $383, 000
Project Budget
Spent in FY 97/98 <4, 923>
FY 98/99 40, 076
Appropriations
Unappropriated $338, 001
Project Balance
NEW AMOUNT
PROPOSED
APPROPRIATIONS
AAA Grant $27, 925
FEMA Grant ($36, 500 27, 355
less $9, 145)
General Fund (FEMA 9, 145
match)
Prior year CDBG 244, 930
REALLOCATION OF CDBG 28, 646
(AFFORDABLE HOUSING)
Total New $338, 001
Appropriations :
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MEMORANDUM
COMMUNITY SERVICES DEPARTMENT '77 CF
y
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: May 28, 1999
SUBJECT: Update on Funding Status of Senior Center Expansion Project
After the printing and distribution of the City Council Agenda Packet, I have
additional information on the status of the Area Agency on Aging (AAA) grant
previously awarded to the City. The grant amount is $27,925 and was awarded to
the City to assist with the design and construction of the Breezeway Enclosure.
Prior to receiving the grant award, the City approved the design of the Senior
Center Expansion, which included the Breezeway Enclosure as a bid Alternate.
However, the Council made no commitment on whether the Breezeway Alternate
would actually be constructed. Rather, the Council indicated that a decision
regarding the construction of the Breezeway would be made at the time a
construction contract was awarded.
In November 1998, the Council approved the City's AAA grant application for
one-time-only capital funds to assist with the enclosure of the Breezeway, which
had been identified by the City Council as a design alternate in the Senior Center
Expansion Project. At that time, Council was informed that if it chose not to
proceed with the construction of the Breezeway Enclosure, the funds would be
returned to the AAA.
A major requirement of the AAA grant is that the funds must be obligated by June
30, 1999. By obligated, the AAA means that the City must have a contract in
place for the expenditure of the funds. As a result of a number of complexities
involved with the project to date, including potential Fire District requirements,
which were later dropped, the City will not be in a position to encumber the funds
until the end of July or early August. It had been my belief that because the City
was so close to encumbering the funds, that the AAA could get a waiver on the
timeline. I have since learned that the AAA does not have the flexibility to grant
waivers of any duration.
Staff will continue to explore other avenues to see if there is any possibility that
the funding timeline can be extended, but it appears unlikely. Therefore, the
Council needs to be aware that the $27,925 AAA grant identified in the Agenda
Report may no longer be available.
With the loss of the $27,925, the City Council could reallocate $56,570 from
Affordable Housing, rather than the $28,646 currently identified in the Agenda
Report. This would leave $204,588 in the Affordable Housing Program.
I will let you know if there is any change in the status of the funds. However, if
there is no change and the City must return the grant, I will provide the Council
with a revised project budget and Budget Amendment Resolution for
consideration.
cc: Steve Kueny, City Manager