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HomeMy WebLinkAboutAGENDA REPORT 2001 0718 CC REG ITEM 10GITEMf CkY Count U Meetbwy of to 19 -a oc) / C I IIIIr FFreG ro nm4a inC1,Lielen etdopho"'o /�esm O MOORPARK CITY COUNCIL aoo AGENDA REPORT B`: -zti TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services * DATE: July 18, 2001 (CC Meeting of July 18, 2001) SUBJECT: Consider Award Contract for Design of the Community Aquatics Facility to Martinez & Amador Architects,. Inc. and Adopt Resolution No. 2001- SUMMARY The current goal to meet the aquatic needs of the City is to have a fully operational Community Aquatics Facility open to the public by June, 2003. To that end, the City Council is being asked to award a contract to Martinez & Amador Architects, Inc. (M & A) for the design of the Community Aquatics Facility. It is proposed that the contract be awarded at a cost not to exceed $162,000. The design work to be performed by M & A includes competitive and recreation pools, locker room facility, and an adjacent parking lot. Additionally, the Council is being asked to adopt a budget amendment resolution (Attachment A), allocating $200,000 from the Park Improvement Fund, Community Zone, to proceed with the design phase of the Aquatics Facility. This allocation includes the following costs: the architect ($164,000); PICON, the City's project manager ($10,000); plan check fees ($11,000), and an eight percent contingency ($15,000) for any additional design, or soils and survey work that may be necessary. DISCUSSION Aquatic Facility Architect At the City Council's direction, staff solicited proposals for the design of the Community Aquatics Facility to be located at Arroyo Vista Community Park (AVCP) . The City received proposals M: \MLindley \Pool \architect contract award ccagd.doc -,b,:l• Aquatics Design Award Page 2 from four qualified architectural firms. The firms included Martinez & Amador Architects, HMC Group, RJM Design Group, and Arch Pac. Each of the four firms had an opportunity to make a presentation to an oral review panel consisting of: Hugh Riley, Assistant City Manager; Phil Vein, the City's contract project coordinator; and Mary Lindley, Director of Community Services. In evaluating the firms and their proposals, the panel considered a number of factors, including, but not limited to: the firm's understanding of the project; approach and methodology; relevant experiences; creativity and sensitivity to the City's needs and constraints; exceptions to the City's contract; and price proposal. Each panel member ranked Martinez & Amador as the top candidate firm. A reference check was performed on the firm and it was subsequently invited back to discuss the proposed contract price. Prior to price negotiation, M & A's proposal was for $180,000 broken down as follows: $152,000 for the Aquatic Facility; $22,000 for the parking lot; and $6,000 for a model of the selected design. Upon completion of price negotiations and a full discussion of the scope of work and the City's expectations, M & A was willing to reduce their initial price proposal. M & A will perform all work identified in the City's scope of work including the Aquatics Facility, parking lot, and provide a model of the approved design for $164,000. This price is competitive with the other proposals received by the City. M & A is a well qualified firm and the staff to be assigned to the City's project have very relevant experience. M & A recently completed the design of a $12 million, 53,500 square foot, Aquatic Center and Teen Center for the City of El Monte. Their work to date has included a number of public workshops (design charettes) and community meetings to engage input from the residents. A construction contract was just awarded on the project and construction is underway. M & A will continue to work with El Monte through the construction and close -out phase. The firm also performed design and engineering services for the City of Costa Mesa's downtown Recreation Facility and Aquatic Center. The design included a gymnasium, a pool, lockers and showers, meeting rooms, a library addition, parking lot and landscaping. Locally, M & A designed the newly constructed El C00:106 Aquatics Design Award Page 3 Rio Community Center and Gymnasium for the Rio School District in E1 Rio. M & A has an office in Thousand Oaks, from which the staff assigned to the City's aquatics facility are located. This should make site visits and the transfer of documents easier and more convenient. M & A has secured the consulting and design services of Rowley International, a full - service aquatic design and engineering firm. Rowley International has been in business for approximately 27 years and has built aquatic facilities world- wide and under a variety of conditions. M & A and Rowley worked together on the aforementioned E1 Monte and Costa Mesa projects. Rowley International's expertise will be important, not only in providing a pool that meets the communities diverse needs, but for designing a pool that is as economical as possible to maintain. The City has yet to identify an on -going funding source for pool maintenance and both M & A and Rowley will play an important role in estimating maintenance costs associated with the desired aquatics facility design and amenities. The maintenance cost and the ability to find a on -going funding source may impact the final design, facility amenities, and whether or not the project will need to be built in phases. Design Phase Budget It is recommended that the City Council approve a budget for the design phase of the Community Aquatics Facility project by adopting the attached resolution amending the FY 2001/02 Budget. The budget amendment would allocate $200,000 from the Park Improvement Fund, Community Zone, to a project budget consisting of: $164,000 for architectural and engineering; $10,000 for the City's project manager (PICON) ; $11,000 for plan check fees (this includes County Health Department plan check fees for the pools); and an eight percent contingency ($15,000) for any additional design work, such as the analysis and design of a larger sewer pump station to accommodate the locker room. Very preliminary estimates place the total cost to design and construct the Community Aquatics Facility at approximately $2.4 million. To date, the City has allocated $10,000 toward initial site work, including a soils test and topographical survey. In addition to the design costs ($200,000) identified above, estimated future costs to complete the project include: between 00 :10` Aquatics Design Award Page 4 $1.4 and $1.6 million for construction; $320,000 for design and construction work for water and sewer to the pool site (this assumes a larger sewer pump and grinder will be required and includes water connection fees); approximately $100,000 for design and installation of an electrical transformer and electrical connection; $65,000 to PICON for project management fees to coordinate construction; $21,000 for inspection fees (City and County Public Health); and $285,000 as a modest 12 percent contingency. During the design process, the cost figures will be better refined. The current fund balance in the Community Zone Park Improvement Fund is approximately $1,058,000. The Zone owes $486,000 of which $176,000 is owed to the General Fund for the AVCP tennis courts, and the remaining $310,000 is owed to other Improvement Zones. The Community Zone is also owed $30,400 from another Zone. This leaves a positive balance of approximately $602,400 if all loans were repaid today. The City can delay the repayment of any or all of these loans until such time as new revenue is generated. From the current positive balance, the City has the funds to budget for the Aquatics Facility design work. The City's ability to proceed with the construction of the aquatics facility, and other park improvements, is dependent on future revenues. Based on future development projections, it is estimated that the Community Zone will receive approximately $11 million in new revenues over the next seven to ten years. Included in that figure, the City expects to receive no less than $2,592,000 in the Community Zone from Toll Brothers for Tract 4928. Of the $11 million in new revenues, it is anticipated that the City will have received $2.7 million by the time the Aquatics Facility is completed in May 2003. However, this estimate is based on residential construction in the City. If certain residential projects are delayed or never materialize, the estimated future revenue in the Park Improvement Fund will be less. Attachment A to this Agenda Report identifies the estimated fund balance in the Park Improvement Fund - Community Zone based on projected revenue (park improvement fees) and expenditures (future park improvements) . As you can see, if the City proceeds with all of the major improvements identified for AVCP, the Community Zone is expected to experience a negative fund balance Aquatics Design Award Page 5 in FY 2002/03. This projection assumes that MUSD will not participate in funding the aquatics facility. In considering the budget for the aquatics facility, the City must also think about future maintenance costs, which have yet to be identified. Such consideration may determine whether the entire envisioned aquatics facility is built at once or whether certain components are delayed to a later date. Without MUSD's financial participation, the City may need to proceed cautiously with the construction of facility and work with the architect to explore the feasibility of phasing the completion of the project, The City Council may wish to postpone future park projects, such as AVCP Phase II improvements, and /or borrow from other Park Improvement Zones, the General Fund, or Endowment Fund. Borrowing would allow the City to proceed with the Aquatics Facility, the restroom /concession /storage facility currently under design, and preliminary improvements included in AVCP Phase II (grading, irrigation, hydroseeding). This matter will be discussed at a future meeting when more information in available about construction and maintenance costs for the facility. STAFF RECOMMENDATION (Roll Call Vote) Award a contract to Martinez and Amador Architects, Inc. in the amount of $164,000 and authorize the City Manager to execute said contract, and approve Resolution No. 2001 -_, amending the FY 2001/02 Budget, allocating $200,000 for the design of the Community Aquatics Facility. Attachments: C'00:' Aquatics Design Award Page 7 Attachment A Resolution No. 2001- EXHIBIT A Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 2100 Park Improvement Fund, Community Zone $200,000.00 $200,000.00 $210,000.00 B. Budget Appropriation: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 2153.7800.7017.9630 $10,000.00 $200,000.00 $210,000.00 Approved to Form: Aquatics Design Award Page 6 RESOLUTION NO. 2001- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 2001/02 BUDGET FOR THE DESIGN OF THE COMMUNITY AQUATICS FACILITY AT AVCP BY APPROPRIATING $200,000 FROM THE PARK IMPROVEMENT FUND, COMMUNITY ZONE (2100), TO THE AQUATICS FACILITY PROJECT BUDGET (2153.7017) . WHEREAS, on June 20, 2001, the City Council adopted the FY 2001/02 Budget; and WHEREAS, on July 18, 2001, staff presented the Council with a report which requests the appropriation of $200,000 from the Park Improvement Fund, Community Zone, for the design of the Community Aquatics Facility at Arroyo Vista Community Park; and WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line items. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES RESOLVE AS FOLLOWS: SECTION 1. A budget amendment to allocate $200,000 from the Park Improvement Fund, Community Zone, and appropriate the same for the design of the Community Aquatics Facility, as more particularly described in Exhibit "A" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 18th day of July, 2001. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk ATTACHMENT B Community Zone Estimate Fund Balance Activity Fiscal Year Expenditures /Projects Estimated Cost Revenue Fund Balance 2001 -2002 $1,376,000 $1,000,000 Aquatics Facility $250,000 Restroom Facility $460,000 AVCP Phase II $500,000 $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 $1,002,000 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 C 01 G- II