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Home My WebLink AboutAGENDA REPORT 1997 0604 CC REG ITEM 09BTO: FROM: DATE: MEMORANDUM Th H ITE 9. M 8. CITY OF MOORPARii;. CALIFORNIA City 'coouuncil Mating - ----../ f—,'— I99 ACTION: _64 e onorable City Council Mary K. Lindley, Director of Community Services I iI May 23, 1997 (June 4 CC Meeting) SUBJECT: Consider Request for Bid Proposal for the Addition of an Office and Counter at Arroyo Vista Recreation Center Executive, ummary The Council is being asked to direct staff to solicit bid proposals for the addition of an office and a counter at the Arroyo Vista Recreation Center (AVRC). The Public Works, Facilities, and Solid Waste Committee (Councilmembers Evans and Hunter) and staff have identified a desirable conceptual design and would like to proceed with securing bid proposals and a cost estimate. Background AVRC is increasingly the focus of most of the registration and sign -up activities associated with the Community Services Department. As a result, the facility is very active during peak hours, on both weekdays and Saturdays. As residents become more accustomed to identifying AVRC as the place to go for all recreation, sports, teen, park facility rentals, and other related activities, coverage and space become critical to the quality of service provided and to the efficient use of resources. Currently, the facility and office area limits staffs ability to handle more than one customer at a time and negatively impacts attempts to operate in a more efficient manner (Exhibit A shows the existing office and lobby area). Business is conducted at a window with no counter space on which to write. Even when more than one staff person is working in the office, the operation can only accommodate one customer The existing window is ineffective and makes quality customer services difficult to achieve. AVRC consists of one large office, which is the only area where business can be conducted. The office houses the full -time recreation supervisor (responsible for teens programs, sports, and park facility rentals) and the part-time staff who assist with teen programs, sports, classes, rentals and special events. The copy and fax machines are also located in the office. This situation can make it difficult for the recreation supervisor to effectively perform duties. There is no private office space where the supervisor can focus on program planning and development and to handle C:\DOCS\COMSERV\AVRCRENID.AGD 000238 personnel matters. Such work is currently conducted in an environment where staff competes for work space and tries to concentrate over the noise of phones, a fax machine, and a copy machine. The individual in the supervisor's position must often share their desk with part- time employees which inhibits their productivity. Also, the current office cannot accommodate cubicals which can provide some privacy. Lastly, with the increased activity at AVRC, it has become evident that the City needs more on- going supervision and coverage at the facility. Currently, the facility is staffed by one full -time recreation supervisor position (currently vacant) and several part-time staff When the supervisor is at meetings, on vacation, or sick, there is often no direct supervision of part-time personnel and often no one to respond immediately to complex problems that sometimes arise. This is usually more critical on the weekends when a lot of different groups can have organized activities taking place at the Park and AVRC In an effort to address these problems, staff is proposing the addition of a counter and private office space (see Exhibit B). The proposed counter, similar to the counter in City Hall, would be built to span the existing lobby area which in turn would also convert the lobby into work space for part-time office staff. The trophy case area could accommodate the couches and chairs, currently in the exiting lobby, allowing AVRC to retain a lobby. It is anticipated that the project would require the construction of a counter, storage space, a door between the existing office and lobby and additional phone lines. We may also need to look at some additional lighting, an additional security monitor screen, and office furniture. All counter and office activity would take place in this area which would accommodate several customers at a time. The existing office would be reserved for full -time staff and possibly part-time staff that may be working on a special project, such as the teen coordinator To provide an adequate level of supervision for the facility and part-time staff, it is being proposed that the second recreation supervisor be moved to AVRC (she is currently housed at City Hall) and that a recreation superintendent position be created to provide the Department with a management level position capable of handling complex program development and special projects (this position is more specifically addressed in the City Manager's proposed 1997/98 Budget). It is proposed that one of the supervisors' regular work schedule be established as Tuesday through Saturday, with hours that allow the City to expand supervision of part-time staff, and the other supervisor would have a more conventional schedule. This would extend the days and hours of direct supervision for the facility and part-time staff To provide sufficient office space for full -time staff, it is recommended that the existing office be divided. There currently exists a natural division point where a partial wall now stands. By extending the wall, adding a door, and removing the cabinets (to be relocated in the newly created counter area), the additional office can be easily accommodated. This is the area where the existing service window is located. The proposed superintendent would be located in this office and the two supervisors would share the larger office space C: \DOC SICOMSERV\AVRCREMD. AGD ()0()239 As previously stated, the Council will be asked to consider the creation of a recreation superintendent when it deliberates on the FY 1997/98 Budget. Regardless of the outcome of staffs budget request, a new counter and additional office will still be needed and staff would continue to propose that both of the current recreation supervisors be located at AVRC. The council is being asked to direct staff to solicit bid proposals that would provide cost estimates and identify any construction restraints that we may not be currently aware of The improvements identified in this report will not require the services of an architect. Therefore, staff plans to secure a tenant improvement contractor to perform the work which should help keep costs reasonable. The current cost estimate to perform the improvements and to purchase additional equipment and furniture is $25,000 Additionally, staff proposes to require bidders to provide separate cost estimates for the counter and office. This will provide the Council with the option of considering to proceed with only one of the proposed improvements depending on the bids The Public Works, Facilities, and Solid Waste Committee (Councilmembers Evans and Wozniak) reviewed and discussed staffs proposal for AVRC improvements and concurred with staff on a proposed conceptual design (Exhibit B) and the need to solicit proposals. Staff proposes going one step further by requesting the City Council to authorize the building improvements (construction of a counter and an additional office), as outlined in this staff report, at a cost not to exceed $25,000. Staff would then proceed to solicit and evaluate bid proposals. This process would take approximately a month. Within that time, the City Council will have an opportunity to deliberate on the Proposed 1997/98 City Manager's Budget which includes $25,000 for the AVRC building improvements. if the expenditure is approved, the City will be in a position to begin the improvements without delay. If the expenditure is not approved, the project will be discontinued and there will have been no loss of funds Recommendation The Public Works, Facilities, and Solid Waste Committee and staff recommend that the City Council approve the conceptual design for Arroyo Vista Recreation Center office and counter space improvements and authorize staff to solicit and evaluate bid proposals. C:\DOCS \COMSERV\AVRCREMD. AGD 00024a 5 Flo cA cwl C1i Eke s�n� �- � Ro( ?a5c: 'doom RUO ►� —Oct vv- �Ycovvh-,,-> }proPmr -O Imp �� Je�re�s no MA T mol-, TQfvoe : 1?\aom mm Low nq�. Y