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HomeMy WebLinkAboutAgenda Statement 1983/11/22 Item COUNCIL AGENDA STATEMENT Item 18 Meeting Date 11/22/83 ITEM TITLE: Resolution ///fjl7 Appropriating funds for the design, inspection, and soil tests required for construction of public improvements along Telegraph Canyon Road adjacent to Chula Vista Elks Lodge prgperty SUBMITTED BY: City Engineer /-' (4/5ths Vote: Yes x No ) REVIEWED BY: City Manager At the Council meeting of July 12, 1983, City Council approved a report outlining those measures which the City would take to assist the Elks Lodge in constructing their public improvements along Telegraph Canyon Road. A copy of this report is attached. RECOMMENDATION: That Council: 1. Appropriate $8,500 from the unappropriated reserves of the Gas Tax funds and transfer to Account 250-2501-GT159 - Telegraph Canyon Road Improvements Adjacent to Elks Lodge. 2. Authorize the City Engineer to engage the services of Shepardson Engineering Associates, Inc. to obtain soil tests. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: At the time the City Council accepted the report in July of this year, funds were not appropriated for design, inspection, and soil tests. Staff has now determined the approximate cost of these expenses. We have solicited proposals from two soil engineering firms to obtain soils test information for the design of the retaining wall required to construct the street improvements on Telegraph Canyon Road. Upon authorization of the funds, we plan to engage the services of Shepardson Engineering Associates, Inc. to obtain the necessary soils information. FINANCIAL STATEMENT: Adequate funds are available in the unappropriated balance of the Gas Tax funds for the design, inspection, and soils work contemplated for this project. The following is a summary of the funding required. Funds Available Unappropriated Balance in Gas Tax Funds as of November 2, 1983 $151,912.78 Funds Required for Design, Inspection, and Soil Testing 8,500.00 FISCAL IMPACT: None. SLH:fp/AX074 WPC 0779E • COUNCIL AGENDA STATEMENT Item II Meeting Date 7/12/83 ITEM TITLE: Report - Chula Vista Elks Lodge request for assistance in the construction of public improvements . along their Telegraph Canyon Road property frontage SUBMITTED BY: City Engineer (I (4/5ths Vote: Yes No x ) REVIEWED BY: City Manager At the Council meeting of June 21 , 1983, Council directed staff to investigate a written supplemental request from the Chula Vista Elks Lodge for assistance in the construction of street improvements along their Telegraph Canyon Road property frontage. Their additional request was made in part, as a response to an Engineering staff report prepared in conjunction with the Elks Lodge original request submitted to City Council on March 1 , 1983. We have reviewed the Elks Lodge original and supplemental request as well as our recommendations contained in the June 21 , 1983 report. RECOMMENDATION: That Council take the actions listed below to aid the Elks Lodge in the construction of their Telegraph Canyon Road street improvements: 1 . Modify the Telegraph Canyon Road typical street section between Paseo del Rey and Old Telegraph Canyon Road along the south side to permit: a. The construction of monolithic curb, gutter and sidewalk with back of sidewalk 56 feet south of the roadway centerline. b. The construction of retaining walls as necessary to minimize the grading of the hillside adjacent to the road improvements. To minimize costs, the sidewalk may be placed as an integral part of the retaining wall foundation (footing) . 2. Direct Engineering staff to prepare the necessary plans for the construction of the Elks Lodge Telegraph Canyon Road surface improvements and hillside retaining walls. 3. Waive all permit fees and bond requirements associated with the Elks Lodge request. 4. Provide Engineering inspection services at no cost to the Elks Lodge. 5. Direct Public Works staff to grade the hillside (on a maximum 1-1/2 to 1 slope) as required to allow the construction of the road surface 7/dx",&..--///c7-0 • fr 113 1 � Page 2, Item Meeting Date 7/12/83 improvements and the retaining walls. It is suggested that no grading work be done until such time that the Elks Lodge is ready to proceed with the construction of these improvements. - 6. Fund the relocation of the traffic signal standard (to its ultimate position) at the southeast corner of the Telegraph Canyon Road/Paseo del - Rey intersection. 7. Direct Public Works staff to stripe the new roadway subsequent to the - completion of the improvements by the Elks Lodge. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: . Background The Chula Vista Elks Lodge is a non-profit organization. As a fraternal organization, one of their primary interest is providing aid to the needy in our community. In the past, the Elks Lodge has contributed funds for the enhancement of City programs and facilities. They have on two occasions, dedicated portions of their property for street purposes without compensation. On March 1, 1983, the Elks Lodge requested City participation in the construction of public improvements along their Telegraph Canyon Road property frontage. Specifically, they requested the City to: 1 . Finalize improvemwent plans to the' Elks property along Telegraph Canyon Road. 2. Waive all fees for the permit process. 3. Relocate an existing traffic' signal standard (at southeast corner of Telegraph Canyon Road/Paseo del Rey intersection) . • 4. Grade the right-of-way slope. For their part, the Elks Lodge proposed to install the missing improvements adjacent to their property. These improvements consist of curb, gutter, sidewalk and asphalt concrete pavement. In response to their request, Engineering staff investigated and prepared a report on four alternatives to accomplish the hillside grading necessary to accommodate the roadway widening proposed by the Elks Lodge. The report was presented to Council on June 21 , 1983, and basically included the same recommendations made herein. As a response to the report, the Elks Lodge raised several new issues regarding the City' s participation. They submitted a written supplemental request for assistance asking that the City: 1 . Provide at no cost to the Elks Lodge, safety striping of the new widened roadway. ,P- i�y73 _ _ ________ _ _ _ _ _ Page 3, Item • Meeting Date 7/12/83 2. Assist the Elks Lodge in the construction of the retaining walls. Specifically, they suggested that City forces place the concrete and reinforcing steel for the retaining wall footings. In addition, they suggested that the sidewalk be constructed as an integral part of the footings (the top of footing would be the finished sidewalk surface) . t,3./ Waive all bond requirements in conjunction with the project. • 4. Allow the Elks Lodge up to three years to install the roadway improvements and the completion of the retaining wall . 5. Grade their hillside at a 1/2 to 1 or 3/4 to 1 slope now. 6. Complete improvememt plans necessary for the road widening work and the construction of the retaining walls as soon as possible. Consideration We have considered these new issues and have determined that the City could provide the safety striping for the widened roadway, waive all bond requirements, allow the Elks Lodge up to three years to install their improvements and prepare the project' s improvement plans. These items will not increase the cost for City participation as recommended in staff's report and estimated to be about $15,100. Although we had not included the roadway striping cost previously (about $200) , this expense is minimal and can be covered within the 20% contingency allowance included in the original cost estimate. The bond requirement waiver could impose some liability to the City should the Elks Lodge commence to construct their improvements and for some reason not be able to complete them in accordance with the plans. In such an event, however, the City could impose a lien on their property to cover all City expenses incurred in completing the work to provide a safe roadway. We expect that the Elks Lodge would complete their project once started without any problem. As an additional safeguard, however, we recommend that no grading or other labor City contribution be made until the Elks Lodge is ready to proceed with the project as evidenced by obtaining the proper permits. The current Telegraph Canyon Road improvements in the Elks Lodge vicinity are adequate to handle the present and predicted near future traffic volumes (especially those anticipated within the next three years) . Recommendations contained in the June 21 , 1983, report were based upon a preliminary project design. We recommended that the City allow the grading of the hillside at a 1-1/2 to 1 maximum slope, that the use of retaining walls be allowed to minimize the grading, that the Engineering Department be directed to prepare the project' s plans and that the traffic signal standard at the southeast corner of Telegraph Canyon/Paseo del Rey be relocated at City's expense. The Elks Lodge suggestion that the sidewalk be made an integral part of the retaining wall footings will be included in the project's final design. • /fP-1 tY7.3._ — - - -- i ((- ` ((- Page 4, Item Meeting Date 7/12/83 The Director of Public Works Operations indicates that the grading work can be done by .City forces. The volume of dirt generated by the grading is minimal (about 233 cubic yards). City forces will not compete with private grading contractors as the dirt can be used by the City for construction of a flood control dike at Hilltop Park. City forces, however, do not have the capacity .to ,- construct reinforced concrete structures such as the retaining wall "footings required at the Elks Lodge. In addition, such work by City forces would be in direct competition with private contractors. It is for these reasons that no City staff assistance in the construction of their retaining wall footings is recommended. Council could, however, direct that the footings be bid and paid with City funds. We estimate the cost to construct the footings to be about $21 ,300 (includes provisions for an integral sidewalk). The cost to the Elks Lodge to complete the walls and the widening work is estimated to be about $17,200 and $14,900, respectively. City Participation Justification City participation in the installation of the ultimate public improvements adjacent to the Elks Lodge property is considered appropriate'because: 1 . The traffic signal standard now located at the southeast corner of Telegraph Canyon Road and Paseo del Rey needs to be relocated in order to accommodate the road widening work. This will require that a standard with a longer mast arm be installed at the new, ultimate location. We estimate the cost to relocate the traffic signal standard to be about $7,200. 2. In the past, developers have not been required to pay for traffic signal construction. They are charged, however, a traffic signal fee with their • building permit. Should the Elks Lodge expand their facilities in the future, they will be required to pay a traffic signal participation fee in accordance with the present policy. 3. The soil to be removed from the Elks Lodge property hillside can be used to construct a dike at the westerly end of Hilltop Park. This dike, which is in the 1983-84 CIP, will help provide adjacent properties flood hazard protection. Staff cost for grading the hillside is estimated to be about $1 ,120. 4. Ultimate improvements on the south side of Telegraph Canyon Road would be extended easterly of the Paseo del Rey intersection. Striping to provide a safe transition can be done by City forces after an estimated cost of about $200. 5. The Engineering Department, has on other occasions, provided City civic organizations design and inspection services at no cost. Staff could design the plans for the Elks Lodge improvements sometime within FY 83-34. The exact design completion date cannot be specified, as there are other, more pressing projects now in the design stage. However, as it could take the Elks Lodge up to three years to get internal fund approval , we anticipate no time problems. We estimate the cost of plan preparation and inspection of the public improvements to be about $6,600. .x Page 5, Item Meeting Date 7/12/83 We have contacted a representative of the Elks Lodge and have provided a copy of our report for their review. An Elks Lodge representative will be present at the Council meeting to address the City Council . FISCAL IMPACT: We estimate the cost of City participation (as recommended) to be about $15,100 (about $7,900 in staff services and $7,200 for relocating ;the traffic signal ) . The traffic signal relocation cost can be funded from 77 the City's Traffic Signal Fund. City' s direct cost would more than double if the Council decided to participate in the construction of the retaining wall by picking up the cost of the footings. City's cost then is estimated at $36,560 which would be about 53% of the project cost. - RS:fpp/KY049 WPC 0555E