HomeMy WebLinkAboutAGENDA REPORT 2001 0718 CC REG ITEM 10FMOORPARK CITY COUNCIL
AGENDA REPORT
IT _ I Q
n'F
of
C T.�d!1�c1 -VF F
re'+urrn wl+k Gt��ucic�e A(lac for
BY.
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: July 1, 2001 (CC Meeting of July 18, 2001)
SUBJECT: Consider Status Report and Revised Time Line for the
Completion of the AVCP Phase II Restroom/
Concession /Storage Facility
SUMMARY
This Agenda Report is presented to provide the City Council with
the status of the AVCP Phase II Rest room/ Concess ion/ Storage,
Facility (restroom facility) . It was the Council's desire to
have the facility completed and open to the public by the start
of football and soccer season (September) . As a result of
several unanticipated factors involving water and sewer services
and staff -time limitations, the timeline for this project has
been delayed. Additionally, staff would like more time to
identify the various utility options for the facility since the
water, sewer, and electrical services for the future aquatic
facility and the undeveloped portion of AVCP relate to this
project. The new timeline pushes back the completion of the
restroom facility to May 2002.
DISCUSSION
Project Budget
On December 6, 2000, the City Council approved the allocation of
$120,000 for design of the building and utilities (water, sewer,
and electrical) and preliminary site work. This budget did not
include grading and construction work associated with the
project. It was understood at that time that additional funds
would be needed to construct the facility and site improvements.
The estimated cost of the facility and the work necessary to
provide water and sewer services is estimated to be $460,000. As
M: \MLindley \PARKS \AVCP Restrooms \AVCP Phase II restroom status ccagd.doc
AVCP Phase II Restrooms
Page 2
stated above, the City has already allocated $120,000, leaving
$340,000 to be allocated once construction bids are received.
The total budget figure is based on preliminary findings by the
civil engineer regarding existing capacity and future needs. A
portion of the $460,000 may be attributable to other future
projects, specifically the aquatics facility and AVCP Phase II.
As a result, when budgets for those projects are developed,
proportionate charges for the construction of utility lines and
connections will be transferred, thereby lowering the overall
cost of the restroom facility.
Another factor driving the cost of the facility is the desire to
provide a large storage area to address the storage needs of the
youth sports organizations that currently maintain storage bins
at AVCP. The storage room area in the new facility is currently
designed to be twice the size of the storage area in the
existing restroom facility, located at the softball fields. The
existing storage room is approximately 600 square feet. The
storage room in the new facility is proposed at 1,012 square
feet. The estimated difference in construction cost is
approximately $78,000. If the Council is concerned about the
total cost of the restroom facility, it may want to reconsider
the size of the storage room. If the size of the storage area is
reduced, the approximately $78,000 in savings could be used to
relocate and screen the existing storage bins. Attachment A to
this Agenda Report identifies the estimated costs of the new
restroom /concession /storage facility.
In order to fully consider funding for the restroom facility, it
is helpful to review future revenues and expenditures
anticipated in the Park Improvement Fund - Community Zone.
Attachment B to this Agenda Report identifies the various
residential development projects anticipated through fiscal year
2005/06. This Attachment provides estimates of the amount of
fees the City could potentially collect in the Community Zone of
the Park Improvement Fund. The Community Zone includes AVCP and
other community -wide park improvements.
Attachment C attempts to project the estimated fund balances in
the Community Zone each year through FY 2005/06 based on
anticipated revenue (park improvement fees) and expenditures
(park improvement projects). The projected fund balances on
Attachment C assume that Moorpark Unified School District (MUSD)
will not participate financially in the design and construction
C-001091?
AVCP Phase II Restrooms
Page 3
of the aquatics facility, thereby leaving the City to fund the
entire project. To date MUSD has indicated that it is evaluating
an option to place funding for a portion of the aquatics
facility on its proposed bond measure, but no final decision has
been made.
Furthermore, the projections on Attachment C are based on
anticipated development of residential and commercial projects,
as well as project construction costs for park improvements. If
the pace of residential development slows down or certain
anticipated projects do not materialize, the funds available for
improvements will be delayed. The financial information
contained in Attachment IB and C should also be evaluated when
considering the selection of the architect for the aquatics
facility which is also 'on the City Council's July 18, 2001,
Agenda.
Based on staff's projections of anticipated revenue and
expenditures in the Park Improvement Fund - Community Zone,
through FY 2001/02, the City will have sufficient funds to
complete the restroom project. However, looking at all of the
short -term future improvements proposed by the Council for AVCP
(aquatics facility and Completion of AVCP Phase II), and the
uncertainty of financial', participation by MUSD in the aquatics
facility, the City will run short of funds in the Community Zone
by FY 2002/03. Therefore, it is recommended that the City
proceed with the construction of the restroom /concession /storage
facility, as well as the aquatics facility (as the City begins
the aquatics facility design process, it will be able to
explore the potential phasing opportunities should anticipated
funding not materialize): It is also recommended that the City
delay the full completion of AVCP Phase II and only proceed with
very limited improvements confined to grading, irrigation and
hydroseeding of athletic fields. If MUSD later decides to
participate in the funding of the aquatics facility, the City
will be in a better financial position to proceed with the
completion of AVCP Phase II.
Upon the completion of !the bidding process for the restroom
facility, the City Council will be asked to appropriate the
remaining costs for the completion of the project.
090098
AVCP Phase II Restrooms
Page 4
Project Status
In February 2001, the City secured the services of an architect
to design the facility, an electrical engineer, and a civil
engineer. Both the architect and electrical engineer have
performed preliminary design services; the architect is about
eighty percent complete. The civil engineering component of the
project has been delayed and as a result, the ability of the
other two components (architect and electrical) to complete
their tasks has also been delayed.
The City secured the services of Hawks and Associates, a
qualified civil engineering firm, to design the water and sewer
services to the restroom facility and to survey elevation and
site the facility pad. In order to design the water and sewer
services, the engineer needs to determine existing and future
demand and capacity; identify existing water and sewer lines;
identify and cost out options (if more that one alternative is
available); and design the approved system. The best -case
scenario is to construct a gravity sewer system between the
facility and the sewer pump station; therefore, siting the
restroom pad so that the sewage flows westward in a down -hill
manner is critical.
Initially, the civil engineer's work was delayed a month when
the City employee assigned to the project resigned his position
with the City. The project was then left to the Director of
Community Services to coordinate. Another month was lost when
the civil engineer had difficulty locating and identifying
existing water lines. The As -Built plans for existing water
services differed from those actually in place. This was not
discovered until later in the process.
Lastly, it was determined that in order to adequately plan for
the new restroom, the City needs to evaluate the capacity of the
existing sewer pump station to ensure that it can handle any
additional capacity. The existing pump station could easily be
overloaded and as a result, be non - functioning. This step was
not a part of the engineer's original scope of work and
additional time is needed to address it.
In the best of situations, staff recognized that the original
timeline was tight and required that all of the various
components proceed without delay. Any delay encountered had the
potential of pushing the completion of construction into late
AVCP Phase II Restrooms
Page 5
fall 2001. This is the situation we are facing now. As of the
date of the City Council's meeting, the City needs three weeks
to complete plans for the construction of the restroom facility
and associated utilities and prepare a bid document. The bid
process would take approximately five weeks and, with no
additional delays, construction could start four to six weeks
after award of bid (contractor must order materials and
supplies). It is estimated that construction will take
approximately 90 days to complete; this includes the extension
of the water line. Based on this information, construction would
take place towards the end of October or early November - too
late to address the need for the upcoming football and soccer
seasons.
From staff's perspective, it is not desirable to have
construction activity taking place along the access road and
around the football field area while both Packer Football and
AYSO are using the park. Therefore, staff intends to postpone
construction until after the Packer Football and AYSO season
until about January 2002.
By delaying construction, the City will have an opportunity to
evaluate the water and sewer needs associated with the aquatic
facility and undeveloped portion of AVCP. These needs were not a
part of the scope of work for the restroom because of the
desired short time frame and because preliminary analysis
assumed that water needs could be met by extending the existing
one inch water line. By designing utilities that will
accommodate all future amenities, the City will save money in
the long run by not having to make significant improvements
twice.
For example, we know that a larger capacity sewer pump station
will be needed for the aquatics facility locker room, but we do
not know what the final capacity of the new pump should be. If
the new restrooms facility requires a larger capacity sewer
pump, it make sense to ensure that the new pump for the restroom
will also accommodate a future locker room facility as well.
We have a similar situation with regards to the potable water
line. Initial evaluations have shown that there is not
sufficient water pressure to carry water out to the new restroom
facility via the existing water line. The City has at least two
options or carrying water to the new restrooms east of the
`4..
AVCP Phase II Restrooms
Page 6
football field. One option will provide sufficient water for the
new restroom, but not for a fire hydrant that would. be needed if
the City installs a cover pavilion as shown in the conceptual
plans for AVCP Phase II. The second option will provide for the
new restrooms and future needs in AVCP Phase II and would
require a second water meter. If the City installs a second
water meter, it would be a good time to look at stubbing a meter
of the future aquatics facility and locker room. However,
planning for future needs will require additional time.
The scope of work for the civil engineer has been amended to
include an analysis of the sewer pump station, and the various
options for providing potable water needs at the east end of
AVCP. As a result, a new timeline is in place. If a larger sewer
pump station is not needed for the restroom facility, all design
work on the project should be completed by September 1. However,
with additional time, the civil engineer can look at future
improvements and their potential water and sewer needs and
prepare preliminary plans to address them. A bid document could
be released by November and the City could conceivably award a
construction contract by January 2002. Construction could be
scheduled to begin in February and it is estimated that that it
will take approximately 90 days to complete. This would place
the opening of the restroom facility in May 2002. During a
portion of the construction period, Girls Softball will be using
the fields at AVCP, but their participation numbers are smaller
than the combined soccer and football season, and the softball
fields are located away from the site of the new restroom
facility.
STAFF RECOMMENDATION
Approved the revised time line for the design and construction
of the AVCP Phase II Restroom Facility as outlined in the Agenda
Report.
Attachments
1x90101
ATTACHMENT A
AVCP PHASE II Restroom /Storage /Concession Facility
Estimate Budget
nPSinn Cncf
Buildin2
$8,000
Civil (water, sewer, grading) *
$21,100
Electrical
$1,200
Plan Check
$3,000
Sub Total
$33,300
Siff Imnrnv4amcnf
Sewer *
$67,000
Water *
$110,000
Grading
$10,000
Inspection
1 $5,500
Sub Total
$192,500
Buildina Cnnsfrucfinn
Proposed Facility
1,012 s . ft. storage room
$227,500
[option 600 sq ft storage room 149,500
**
Inspection
$7,200
Sub Total
$234,700
Total $460,500
* A portion of this cost may be attributable to other future projects.
Total cost of restroom facility would be less.
** Reducing the size of the storage facility would reduce
overall costs by approximately $78,000.
Comm Zone 7/01
ioI
ATTACHMENT B
Community Zone
Park Improvement Fund
Revenue Projections
2001/02 2002/03 1 2003/04 1 2004/05 1 2005/06 Beyond
Noll Brothers *
$1,116,000
$0
$492,000
$492,000
$492,000
Pacific Comm **
$200,000
$400,000
$536,000
ISun Cal * **
$300,000
$300,000
$300,000
Far West * **
$60,000
$98,000
Colmer * **
$44,000
ISPI *
$3,750,000
West Point *
$500,000
$500,000
$500,000
$500,000
$500,000
Cabrillo * **
$66,000
Annual Total
$1,376,000
$1,408,000
$1,828,000
$1,292,000
$992,000
$4,250,000
* 100 Percent to Community Zone
** 80 Percent to Community Zone
* ** 40 Percent to Community Zone
(These figures are estimates used for discussion purposes only. Actual park improvement fees may differ.)
Comm Zone 7/01 C-00
ATTACHMENT C
Community Zone
Estimate Fund Balance Activity
Fiscal Year Expenditures /Proiects Estimated Cost Revenue Fund Balance
2001 -2002
$1,376,000
$1,000,000
Aquatics Facility
$250,000
Restroom Facility
$460,000
AVCP Phase II
1 $500,000
1
$1,166,000
2002 -2003
$1,408,000
Aquatics Facility
$2,350,000
AVCP Phase II Completion
$1,000,000
($776,000)
2003 -2004
$1,828,000
Aquatics Facility
$50,000
1
$1,002,000
2004 -2005
$1,292,000
$2,294,000
2005 -2006
$992,000
$3,286,000
Beyond
$4,250,000
$7,536,000
These are estimates for discussion purposes only. Actual expenditure and revenue figures may
change
Comm Zone 7/01 000104