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HomeMy WebLinkAboutAGENDA REPORT 1995 0201 CC REG ITEM 08ITO: FROM: DATE: SUBJECT: BACKGROUND: AGENDA REPORT CITY OF MOORPARK Honorable Mayor and Members of 1:� S Qy the City CcUrreil Steven Hayes, Economic Development M January 27, 1995 (CC. Mtg 02/01/95) Review of Cost for Refurbishment of 18 High Street On June 1, 1994, the City Council and Redevelopment Agency reviewed a Staff Report outlining a proposal by Charles Abbott Associates for the renovation and lease of 18 High Street (see attached Staff Report dated May 21, 1994). At that time the bid cost of improvements for the site and building was $39,279. The proposal by Charles Abbott Associates was referred to the Budget and Finance Committee (Mayor Paul Lawrason Jr. and Councilmember Scott Montgomery) for review and recommendation to Council. On August 17, 1994, the Moorpark Redevelopment Agency received a Staff Report outlining the proposal by Charles Abbott Associates and a new cost of the site and building improvements in the amount of $48,444 (see attached Staff Report dated August 11, 1994). The increase in the cost of construction was due to the failure of the original contractor to honor his bid. A new contractor's bid was received at the higher amount. The proposal in the amount of $48,444 was approved by the Moorpark Redevelopment Agency and was to include a flag pole. The amount was approved and there was to be a reduction in this cost (amount not determined) by having the City provide the labor and materials for the landscaping. On October 5, 1994, the City Council received a request for an appropriation of funds from Fund (20) Reserve Accounts for the costs of office furnishings, phone service (for the Moorpark Police Resource Center), and the cost of landscaping (see attached Staff Report dated September 9, 1994). As you will note, the landscaping cost was higher than expected because the irrigation system had to be replaced. The requested amount: of the appropriation of funds was $13,300. V63 On October 1, 1994, the offices of Charles Abbott Associates and the Moorpark Police Resource Center officially opened. Since that time additional expenses have been incurred. The funds in sufficient amount for the additional expenses were approved by the City Council at their meeting of October 5, 1994. The following is a summary of all expenses attributed to Charles Abbott Associates and the Moorpark Police Resource Center: i 1. Building Improvements 2. Signs 3. Phone Service 4. Parking Lot Striping 5. Sheriff Renovation a. Partitions b. Signs C. Flagpole d. Electrical Total costs to CAA for lease credit: B. Moorpark Police Resource Center 1. Landscape - labor 2. Landscape - materials 3. Phone Service 4. Office Furnishings 5. Modular Furnishings 6. Window Screen 7. Refrigerator E $37,339.00 $ 675.67 $ 1,591.00 $ 717.96 $ 975.00 $ 675.68 $ 1,692.00 $ 755.89 $44,422.30 $ 1,900.00 $ 3,878.05 $ 307.00 $ 207.85 $ 4,481.96 $ 485.00 $ 404.39 8. Answering Machine $ 53.61 Total costs for Resource Center: $11,716.86 C. Total Cost for Refurbish' 1. Charles Abbott Associates $44,422.30 2. Moorpark Police Resource Center $11,716.86 Total costs: $56,139.16 The costs for Charles Abbott Associates and the Moorpark Police Resources Center are below the amount approved by the City Council and Agency (CAA $48,444, MPRC $13,300). The costs listed for the Moorpark Police Resource Center were charged to the Police Facilities Fund. The costs listed for CAA are credited to the Lease Agreement as rental credit for 33.65 months of rent payment. RECOMMENDATION: Receive and file the report. SGH169- 11/16/94 03 AGENDA REPORT CITY OF MOORPARK MOORPARK REDEVELOPMENT AGENCY TO: Honorable Mayor and Members of the City Council and Chairman and Members of the Moorpark Redevelopment Agency FROM: Steve Hayes, Economic Development Manager DATE: May 21, 1994 (CC and MRA meeting of 06/01/94) SUBJECT: Consider Lease of 18 High Street with Charles Abbott Associates and Approval of Storefront Police Facility BACKGROUND: During the Moorpark Redevelopment Agency's Closed Session meeting of September 8, 1993, the lease of 18 High Street was last considered. The Agency received three (3) proposals for the lease and renovation of the vacant Santa Barbara Savings and Loan building. The proposals received at that time were as follows: 1. The Magnificent Moorpark Melodrama and Vaudeville Co. Proposed Use: Costume rentals, small gift shop and Historical Society display area. 2. Charles Abbott Associates, Inc. (CAA). Proposed Use: CAA, Ventura County Satellite Engineering Office, Moorpark Building and Safety and City Engineering Office. 3. Moorpark Chamber of Commerce. Proposed Use: Chamber Office. The Agency opted to postpone further consideration of leasing the building, and directed staff to seek a restaurant or similar use for this key downtown location. Recently CAA has requested that the City review a new proposal for the lease of 18 High Street. Councilmember Patrick Hunter has brought forth a proposal that would combine the use of 18 High Street with CAA and a storefront Police facility. t DISCUSSION• The Moorpark Redevelopment Agency has recently received a revised proposal dated May 13, 1994 (attached), to lease the vacant bank building located at 18 High Street from CAA. The revised proposal contains a provision whereby the Sheriff's Department would share space in the building with CAA. It is proposed that the Sheriff's Department occupy up to 120 square feet of the building for their office use. CAA's rent amount would be reduced on a pro -rata rate based on the square footage utilized by the Sheriff's Department. In addition, as needed the Sheriff's Department could have access to the staff rooms for confidential meetings and for private interviews with the public. Based on previous proposals submitted to the City, it will cost approximately $3,500 to $4,000 for office furniture, and $4,000 for computer hardware to equip the facility (a total of approximately $8,000). The Sheriff's Department share of rent and furnishings could be funded by the Police Facilities Fees Fund. The proposal from Councilmember Hunter is for 20 hours per week staffing. The annual cost for a cadet for 1040 hours would be about $17,364. A civilian cost would be somewhat less. There are three options for the divert existing staff at no cost, cadet or use of civilians, or 3) a less cost than 2 above. cost of personnel which are: 1) 2) the addition of an additional combination of 1 and 2 above for The renovation and cost estimation to be completed to the building by CAA are as follows: 1. Front main room; demolish existing counter tops, ceiling, tile and insulation, bathroom, kitchen and paint interior. ($11,018.00) 2. Frame and drywall 10 foot X 9 foot partition wall. ($480.00) 3. Remove and replace drive -up window. ($900.00) 4. Remove and repair masonry columns and replace with new 6 inch X 6 inch wood post, repair trash enclosure, build two new wood gates, and repair cracks in masonry. ($2,000.00) 5. Redo plumbing for two bathrooms, add kitchen cabinets, and purchase new water heater for bathrooms and kitchen.($3,450.00) 2 6. Service check HVAC. ($360.00) 7. Disconnect conflicting electrical wiring. Service ceiling light panels, install vent ceiling fans in bathrooms, and add receptacle for hot water heater. ($1,450.00) 8. Install 500 square feet of vertical blinds ($1475.00) 9. Install new flooring for bathrooms, storage area and kitchen. Floors to be covered with vinyl and carpet. ($5,700.00) 10. Install new ceiling tiles and R -19 insulation. ($1,500.00) 11. Install exterior non - illuminated sign. ($400.00) 12. Install 25 foot flag pole. (1,500.00) 13. Clean interior. ($600.00). 15. Mark -up 20% ($6,166.00) 16. Landscaping & sprinkler system restoration. ($2,229.00) 17. Water hook -up. ($50.00) Total estimated cost of renovation $39,278.00 CAA has submitted two ( 2 ) options for the lease of the property in their revised proposal as follows: Option 1: - CAA will pay all renovation costs up front. Upon completion of those improvements and upon occupancy of the building CAA will begin rent payments at the rate of $1.00 per square foot. At $1.00 per square foot for the 1,500 square feet of building, the $39,278 improvement credit will be paid off in 26 months. The remaining $278.00 of credit will be applied during the twenty- seventh (27th) month. Thereafter, CAA will make payments to the City /Agency of $1,500.00 per month. CAA will receive a pro -rata credit for monthly rent based on the square foot area utilized by the Sheriff's Department. This option is based on the Agency paying for landscape maintenance, and water usage (both landscaping and domestic 3 water usage). CAA will be responsible for all other utility costs. Option 2: - If the City /Agency desires that CAA maintain the landscaping, CAA proposes that the payment be reduced to $0.90 per square foot for the 1,500 square feet of space. This equates to a $1,350.00 monthly payment. The $39,278 credit, discussed in Option 1 above, would be exhausted after twenty - nine (29) months of rent payments and an additional credit of $33.19 will extend into the thirtieth (30th) month. CAA would also receive a pro -rata credit for monthly rent based on the square foot area utilized by the Sheriff's Department estimated at about $1,500 per year. CAA is willing to assume the costs of "minor vandalism" up to $500.00 a year. Any major damage due to vandalism would be the responsibility of the City or Agency. According to CAA, there would be insurance on all equipment and furnishings, which CAA indicated would satisfy their concerns as long as there is not an inordinate amount of theft or burglary. CAA is presently under contract with the City of Moorpark (Agreement for City Engineering Services dated March 1, 1991). Section III, General Conditions, (L), page 9, of the Agreement states that, the Engineer shall provide at its own expense for the duration of this Agreement, office space within the corporate boundaries of Moorpark at a location and size acceptable to City to insure convenient service to the public. This Section of the Agreement further states that, in the event City, at its sole discretion, decides to provide office space to Engineer at City Hall or other City owned or leased facilities, Engineer shall rent from the City an approximate 960 square foot area at the same rate at which engineer is then paying to rent or lease the office space referenced above. City shall provide no less than one hundred eighty (1.80) days written notice of its intent to exercise this option. CAA is presently leasing approximately 1,000 square feet of office space on Poindexter Avenue for $1,150.00 per month ($1.15 per square foot). The amount of rent and possibly other conditions of the existing Agreement for City Engineering Service will need to be addressed if the Agency is to consider the proposed offer of lease by CAA (the terms proposed in both Options 1 and 2 by CAA are close to market rates and the amount of rent is comparable for this 4 area) . At the same rate ($1.15 per square foot) CAA would be paying $1,725 a month, less $138 for the area utilized by the Sheriff's Department for a total of $1,587. Staff's opinion is that the existing rent that CAA is paying at the Poindexter facility, that being $1.15 per square foot, would be a reasonable rent for the 18 High Street facility. Further, staff suggests that if the Agency is to consider the proposal by CAA, that during the contract negotiation process, that additional bids be solicited by CAA in an attempt to lower the costs for the improvements that are listed above, thus providing a savings to the Agency. As stated above, Councilmember Patrick Hunter suggested that this facility be occupied jointly by CAA and the Sheriff's Department as a storefront police office. The main office for the contractual Sheriff's Service would remain at the East Valley Sheriff's Station. The primary reasons for his proposal are: 1) it is a generally accepted concept in law enforcement that maintaining a high police visibility is the greatest deterrent to crime and violence and; 2) there is no reason to believe that this will not be true for the immediate area and the entire community of Moorpark, if 18 High Street were to be utilized for a storefront police facility. The potential advantages of the Sheriff's Department being located at this site are as follows: 1. The facility will afford a higher level of citizen involvement in furtherance of the community based policing concept, especially for the High Street and surrounding areas (for t)oth commercial and residential areas). 2. It has been found that the perception of safety is as important as the level of crime itself and this facility will add to this perception. When people feel an area is safe they will be more likely to frequent the area, use the public facilities and shop there. 3. Provide a local Sheriff's Department office in our community for report writing and for the preparation of follow -up reports. Presently there is no permanent Sheriff's Department Office or facility in Moorpark. Sheriff Officers must: now use the fire station facility 5 for report writing or are required to travel to the East Valley Station on Madera Road to fill out and file their paper work and reports. This can save valuable and costly travel time and increase visibility and active policing time in our community. 4. The High Street office can be manned by a cadet and /or civilians and can be open for approximately 20 hours a week. The staffing of this facility can compliment code enforcement, neighborhood preservation programs, and other City activities. 5. The use of a cadet and a civilian can free up time for sworn officers to perform traditional law enforcement duties (responding to 911 calls, conducting investigations, responding to emergencies and the enforcement of laws). 6. The High Street office, among other activities, can be used for bicycle licensing and dissemination of bicycle laws information, child finger printing and photographing, community programs, general educational programs, outreach programs, neighborhood watch programs, seat belt and child restraint and safety seat awareness programs, and a convenient office for the dissemination of information for both the business community and the residents of Moorpark, and a convenient place for the public to obtain police reports. It should be noted that the City has a $3,000 State Grant for a hispanic outreach programs. This and similar programs could be ideally conducted from the of f i� ::ie in this location. 7. This office will make available the opportunity for the person -to- person contact between the public and Sheriff's Department personnel which is important for enhancing public /police relations. This could be further enhanced by the use of a spanish speaking cadet or civilian during operational hours to continue the outreach efforts to the Spanish Speaking community initiated by the $3,000 State Grant. 8. The High Street office will make available a convenient and local facility for interviewing witnesses and victims in private (according to CAA a portion of the facility can be utilized for confidential office space for this purpose) . This will also eliminate the need to leave the community (both the public and Sheriffs Officers) for 6 these purposes which can again add to the important policing time and visibility in the community. 9. Provide a convenient office for the public and public awareness programs. 10. The use of this facility for a Sheriff's Department store front office would further the City's stated public safety objectives. If approved this will be the first storefront facility of its kind to be operated by the Ventura County Sheriff's Department, and the City of Moorpark will be taking the lead in local policing services. Staff suggests that, the details of the use of the facility, if the use as proposed is approved, be finalized and overseen by the Deputy City Manager which will include the basis of the contract with CAA and the Agency, the combined use of the facility by the and Sheriff's Department and CAA, and the approval of the layout of the facilities. RECOMMENDATION• Staff recommends: 1. The Moorpark Redevelopment Agency approve rental with CAA with them fronting costs with the rental terms to be negotiated by staff. 2. The City Council approve location of storefront police facility in conjunction with CAA as described in this report. 3. The City Council defer staffing option and determination of funding sources for rent and furnishings to be part of 1994/1995 budget adoptior. SGH038R3 - -05h 1 / 9 4 7 AGENDA REPORT MOORPARK REDEVELOPMENT AGENCY TO: Chairman and Members of the Moorpark. Redevelopment Agency FROM: Steven Hayes, Redevelopment Manager DATE: August 11, 1994 (Meeting of 08/17/94) SUBJECT: Consider Lease Agreement for 18 High Street Submitted by Charles Abbott Associates DISCUS ON: On June 1, 1994, the Moorpark Redevelopment Agency received an Agenda Report outlining the possible terms and conditions for the lease of 18 High Street to Charles Abbott Associates and occupancy with a Store Front Police Facility. The Agenda Report contained information regarding the improvements necessary for occupancy and upgrading the building and landscaping. The estimated costs of improvements at that time were $39,279 as a confirmed bid. It was indicated that the cost may be less if additional bids were to be requested. Since June 1, 1994, the contractor who submitted the original bid has failed to honor his bid and CAA was forced to seek new bids. On August 11, 1994, CAA presented staff with new bids for the work to be performed. The new bid is an approximate amount of $48,444 ($38,594 for building and other improvements and repairs of which $1,380 is for Sheriff's Department improvements which includes a public counter and a framed separation wall, $400 for Signs, $9,000 for landscaping, and $450 for parking lot striping and signage). The new approximate amount is $9,165 over the original bid amount of $39,279 which the Agency approved. CAA is fronting the cost for the Sheriff's Department improvements for the Agency. Much of the increase is due to enhanced landscape treatment (from $2,229 to $9,000). Newly identified costs includes; parking lot striping, parking lot and building signage (an additional $850 +). Attached for review is a list of improvements showing the costs of the previous bid items and the new costs. 1 CAA is proposing a significant upgrade in landscape treatment to include Pink Oleander shrubs, Junipers, Escollonia, and flowering plants (see proposal submitted by Green Horizon attached). The proposal is in the amount of $7,967 and CAA has added $1,033 for additional costs that have not been identified. The Cost breakdown submitted by CAA indicates that the cost is adjustable (see attached cost breakdown matrix).. It is recommended that Staff work with CAA and reduce the scope of the landscape treatment to a lesser cost. It is felt that this can be accomplished without compromising on the aesthetic improvements of the site. The landscape plan will be available at the Agency's meeting for review. Staff has estimated that the original cost would be amortized (for monthly rent at $1.00 per square foot for 1,320 square feet or $1,320) over 29.76 months. At the new estimated cost, the rent credit will be amortized for 36.70 months. As of this date, according to CAA there are still some minor improvements that final costs for, have not been confirmed, i.e. signs and striping etc. There was one item deleted in the new bids which is the proposed flag pole at a value of $1,500. The new contractor has estimated that it will take six weeks to complete the construction and improvements for the building from the time that the contract is awarded. RECOMMENDATION• Approve revised cost of improvements with a reduction in cost for landscape treatment. SGH095- 08/11/94 2 TO: FROM: DATE: CITY OF MOORPARK AGENDA REPORT The Honorable City Council Steven Hayes, Economic Development Director September 21, 1994 (CC Mtg 10/05/94) SUBJECT: Appropriation of Funds for Furnishing, Labor and Materials Costs for Moorpark Police Resource Center (MPRC) BACKGROUND: As the City Council is aware, the Moorpark Redevelopment Agency is entering into an Agreement with Charles Abbott & Associates (CAA), for the lease of 18 High Street. As part of the Agreement CAA has agreed to front the cost of improvements to the existing building which will be paid back in the form of a credit for rent. The funds advanced by CAA covers the cost for the MPRC share of building and tenant improvements. Additional funds are necessary to complete the furnishings of the building for occupancy as listed: 1. Modular office and furnishing. $4,481.96 2. Desks, chairs and amenities for reception area. $ 700.00 3. Phone service. $ 879.58 The city agreed to assist the Agency by supplying labor and materials for the installation of the landscape improvement from the Police Facilities Fees as the contribution for the Police Resources Center which reduced the Agency's obligation by approximately $3,000. The labor and materials cost for landsca including hourly wage and benefits is a total of $5,972.88. ping The total additional costs proposed for the above is $12,034.42 In order to pay for these additional costs staff recommends the appropriation of $12,034.43 from Police Facilities Fund (20) Reserves Account to the following fund accounts: 1. $5,200 to fund account 20.4.1.70.905. (Furniture) 2. $900 to fund account 20.4.170.906. (Phones) 3. $1,900 to fund account 20.4.170.502. (Labor costs) 4. $4,100 to fund account 20.4.170.902 (Landscape materials) 5. $1,200 to fund account 20.04.1.70.902 (Contingency) RECOMMENDATION: (Roll Call Vote) Staff recommends that the City Council approve the requested appropriation of funds in an amount not to exceed $13,300 to the various accounts as described above. SGH121- 09/23/94