HomeMy WebLinkAbout2008/03/18 Item 11
CITY COUNCIL
AGENDA STATEMENT
3/18/08, Item ~
ITEM TITLE:
A. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA
ESTABLISHING A FISCAL STRATEGY FOR FUNDING THE OPERATING COSTS OF
MOUNT SAN MIGUEL PARK AND ALL SEASONS PARK BY INCLUDING THOSE
OPERATING COSTS IN THE CITY'S FISCAL YEAR 2008-09 BUDGET BALANCING
EFFORTS AND BY DEVELOPING A MANAGED COMPETITION MODEL TO SOLICIT
PROPOSALS FROM OUTSIDE FIRMS AS WELL AS CITY DEPARTMENTS TO
PERFORM PARK MAINTENANCE ACTIVITIES
B. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA
APPROPRIATING $1.3 MILLION FROM THE CASH RELEASED FROM THE
RESERVE FUND AND AUTHORIZING THOSE FUNDS TO BE UTILIZED TO
REIMBURSE THE GENERAL FUND FOR ALL OUTSTANDING AND FUTURE STAFF
TIME CHARGES, TO ESTABLISH AND MAINTAIN A SUFFICIENT PROJECT
CONTINGENCY UNTIL COMPLETION OF THE CIVIC CENTER PROJECT IN
AUGUST 2008, AND TO IMPLEMENT A FURNITURE INSTALLATION PLAN FOR
THE FORMER POLICE DEPARTMENT BUILDING THAT INCLUDES THE
RELOCATION AND INSTALLATION OF ALL SALVAGEABLE EXISTING
FURNITURE STOCK WITHIN THE CITY AND THE PURCHASE OF NEW PRODUCT
AS NEEDED TO COMPLETE THE PROJECT
SUBMITTED BY:
);l1'L
DIRECTOR OF ENGINEERING AND GENERAL SERVICES ,j r
DIRECTOR OF FINANCE~
CITY MANAGER ~ lftl!y ~
ASSISTANT CITY F-#'AGER 0 )
4/STHS VOTE: YES cgj NO D
REVIEWED BY:
SUMMARY
The City Council previously approved by Resolution No. 2004-044, the Master Plan for Mt. San
Miguel Community Park, which conceptually designed a 19-acre park. On September 19,2006
the City Council approved a DesignlBuild Agreement with Erickson Hall Construction, Inc. to
design and construct a completed and fully functional park.
The City Council previously approved by Resolution No. 2006-294, the Master Plan for All
Seasons Park, which conceptually designed a 7-acre park. On May 15, 2007 the City Council
approved a Design/Build Agreement with Erickson Hall Construction, Inc. to design and
construct a completed and fully functional park.
In July of2001, the City Council approved a master plan for the renovation of the Civic Center.
On February 18, 2003, the City Council approved a Design Build Agreement ("Agreement")
with Highland Partnership, Inc. ("HPI") to design and construct the project. On August 3, 2004,
the City Council approved the Guaranteed Maximum Price ("GMP") of the project at
$38,346,000. The GMP reflects the amount to be paid to the design builder for design and
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construction. The total project budget approved by City Council on August 3, 2004 was
$50,148,000. On January 8, 2008, the City Council approved the second amendment to the
Agreement with HPI, increasing the GMP by $1,699,514 to a total of$40,045,514.
ENVIRONMENTAL REVIEW
The projects have been approved as follows:
Mount San Miguel Community Park -
All Seasons Park
Civic Center Renovations
EIR-97-02
EIR -04-06
IS-04-0 13
RECOMMENDATION
Council adopt the resolutions.
BOARDS/COMMISSION RECOMMENDATION
None.
DISCUSSION
Resolution A
On September 19, 2006, the City Council approved a Design Build Agreement with Erickson
Hall Construction, Inc. (EHC) to design and construct a complete and fully functional park called
Mt. San Miguel Community Park. Since that date, the Department of Engineering and General
Services has been engaged in the process of designing that park with EHC. On May 15, 2007,
the City Council approved a Design Build Agreement with EHC to design and construct a
complete and fully functional park called All Seasons Park.
On November 29, 2007 Engineering and General Services Department provided an informational
item on the status of the parks. Design activities of both parks have proceeded past the 50%
construction document phase and are expected to be completed in May of 2008. It is expected
that the park construction could commence in May/June of 2008 following the City Council's
approval of the Guaranteed Maximum Prices (GMP) for each project.
Capital Fundinf! Discussion
From a construction funding perspective, for both parks, all of the Parks Acquisition and
Development Fees (PAD Fees) have been collected. As of November 14, 2007, a total of$7.1
million of PAD Fees had been collected (including interest earnings) for the construction of
Mount San Miguel Park (source OBA). As of November 14, 2007 a total of $2.5 million ofP AD
Fees had been collected (including interest earnings) for the construction of All Seasons Park
(source OBA). These amounts are sufficient to build fully functional parks, however, as the
November 27, 2007 informational item indicates (copy attached), specifically related to Mount
San Miguel Park, the collected amount is not sufficient to construct the park as envisioned in the
master plan based on preliminary cost estimates made in the fall of 2007. Staff believes that
additional PAD Fees will become available, however, the timing of those fees is in question.
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Staff believes the most prudent course is to complete the design as per the master plan, then
value engineer the park elements should costs exceed the PAD Fees available. It is worth noting
that the construction-bidding environment has turned favorable in recent months, as we have
seen both City and other agency projects bid at amounts below estimates. There is the possibility
that the estimates that were developed for the parks in the fall of 2007 are high compared to our
current environment.
Overatin" Fundin" Discussion
With respect to operational costs, the Public Works Department estimates that the annual
operating costs for the park would be $120,000 for Mount San Miguel Park and $78,000 for All
Seasons Park. Assuming construction starts in the June of 2008, we would expect 9-10 month
construction schedules. We would then have at least a month or two of a "growing in" period for
the turf areas. That would place a park opening date at around July of 2009. Staff can negotiate
with the EHC to include in the design build agreement that they maintain the park through the
vegetation establishment and warranty period, typically 90 days. This would defer some of the
operational costs until the second quarter of fiscal year 2009-10. The City would incur utility
costs beginning in the first quarter of fiscal year 2009-10 assuming the parks open to the public
in July of2009. This schedule would eliminate any operational costs in fiscal year 2008-09.
These operating costs should be inflated 4% for fiscal year 2008-09 and 2009-10 which would
raise the estimates to $130,000 for Mount San Miguel and $85,000 for All Seasons and a total
commitment of $215,000 for fiscal year 2009-10 (less those costs covered by the design builder
as described above).
With respect to the operating costs starting in fiscal year 2009-10, staff proposes a two-step
process. The first step will be developing a model for soliciting proposals from qualified
landscape maintenance contractors to provide park maintenance. In developing such a model,
the City could then solicit competitive bids for the maintenance of these parks or could solicit
competitive bids for the maintenance of other existing parks. Currently, the City's Public Works
Department is responsible for all aspects of park maintenance. Public Works will be able to also
bid on the work. This will require that the model be developed in a manner that will give the
City the ability to compare both private sector bids and internal service department bids in an
apples to apples manner. Staff intends to initiate the process of developing this model as soon as
possible as we believe it will take some time to review other agencies efforts in this regard,
assess their effectiveness and address the many issues that are sure to arise.
The second step will be to identify offsetting savings within the fiscal year 2009-10 budget to
cover the costs of maintenance of these facilities. The City is in the process of a second budget
cutting exercise which should yield a greater amount of cuts than are anticipated to be needed.
The City Council and City Manager's office could certainly utilize that list to earmark savings
for the following year. This would enable the City to know, in advance of actually needing the
funds for maintenance, what corresponding spending reduction it would make to take on the
maintenance costs of these facilities. Since the costs are two fiscal years away, the City would
also have the flexibility to move in a different direction should economic conditions moderate.
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Resolution B
With the City Council's action of January 8, 2008, no additional funds were appropriated to
cover the cost increase and staff was directed to utilize the funds currently residing in the project.
Staff informed the City Council that there would not be sufficient funds remaining within the
project to furnish the building. The City Council indicated that it would rather see the City
utilize its existing furniture stock instead of purchasing new furniture for the building.
Subsequent to the January 8, 2008 action, staff requested that its furniture vendor, Office
Pavilion, provide cost estimates on a number of furniture options. Those options were as
follows:
Option 1.
Furnish the building as originally designed and intended. The cost of this option
was estimated to be $1,034,921 (Attachment 2).
Option 2.
Utilize existing furniture stock to move the Human Resources Department into
the new building as soon as it is available.
The reason for this scenario is that Human Resources currently occupies the
Legislative Office Building and Community Development Building. In order for
the construction activities in the complex to be completed, those buildings need to
be vacated as soon as practicable so that they can then be demolished and the site
work, including off-street parking area, be constructed on the north end of the
complex. Failure to vacate the buildings as soon as the former police department
(Public Services North) is ready will create City caused construction delays and
change orders for which there is no funding available in the project.
The cost of this option was estimated at $25,100. The details of that estimate are
enclosed as Attachment 3. Office Pavilion has been directed to proceed forward
on this option and it is anticipated that Human Resources will move into the new
building over the weekend of May 2- 4.
Option 3.
Utilize all available office and workstation furniture and purchase whatever new
product was require to fully furnish all office and workstation areas. (Attachment
4)
This option would make the building usable from an employee standpoint. It
would only focus on offices and workstations and we would likely cannibalize
other furniture for public areas such as near the Human Resources counter,
Building Inspection reception area and the credit union waiting area. This option
would also not furnish the two main conference rooms and the training/events
monitoring center in the basement.
The cost of this option is estimated at $350,500 and includes a comprehensive
inventory of all existing furniture in the Community Development, Legislative
Office, Ken Lee and the Eastlake Permit Center buildings as well as the multiple
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temporary office trailers staff currently occupies. The estimate assumed that we
would need to purchase 49 new workstations/offices.
Option 4. Same as Option 3 except adds all non-office spaces in the basement, including
conference rooms, training/events monitoring center, computer lab and private
room. (Attachment 5)
The cost of this option is estimated at $520,730.
Staff recommends this option as it complies with the Council's direction to utilize
what we have while at the same time render the building fully usable.
Options 2 through 4 did not consider any re-wiring that may need to be undertaken as the City's
existing stock of workstation fumiture may not simply be able to be reconfigured to fit into space
designed with a specific kind of furniture system in mind. Also, no effort has started on a
comprehensive inventory of our existing furniture stock, as staff has not wanted to commit
precious proj ect funds to that effort without Council approval. There will undoubtedly be
existing furniture that will not be able to be relocated due to its physical condition or its inability
to work with other non-compatible pieces, therefore, we believe it is prudent to include a
significant contingency. The available funding of $1.1 million will also enable staff time that
has not been reimbursed from the proj ect as well as future staff time charges back to the General
Fund. We also note that the project, though nearing completion, has virtually no remaining
contingency funds and there is still the possibility of unexpected costs. An example of such an
item was the discovery of contaminated soils in the parking area behind the building in mid-
January. Fortunately, the level of contamination was very low and therefore did not generate a
project cost increase, but that is the nature of renovation and demolition projects.
Funding for the completion of the Civic Center Project was identified as part of the restructuring
proposal of the 2002 COPS approved by the City Council on January 22, 2008. The
restructuring of the debt has "freed up" needed cash flow ($1.1 million) for the completion of the
General Funds obligation towards the Civic Center Project.
In order to comply with federal tax laws these funds must be used towards caoital exoenditures.
As stated in the February 20, 2007 staff report presented to the City Council, the General Fund
share of the Civic Center Phase III project was $1.3 million. Staff had proposed to borrow these
funds from the PFDlF, which the General Fund would pay back over a 20-year period at an
estimated interest rate of 5% with annual payments beginning in fiscal year 2008-09. With this
proposal, the General Fund will have the necessary funds to appropriate towards the Civic Center
project and avoid the interfund loan and interest costs altogether.
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*Fumiture & Contingency
Staff Time Reimbursement
Total
Pro osed Use of Funds
Appropriation
$915,112
$203,865
$1,118,977
* Appropriations toward the furniture will depend on the option approved by the City Council. The
remaining funds will be allocated towards a contingency reserve to mitigate any unanticipated
expenses related to the Civic Center project until completion.
With Council's approval of the resolution, staff would first ensure that all staff time charges are
reimbursed, that a reasonable project contingency is maintained through the completion of the
proj ect and that the building be equipped and furnished to the extent practical with the remaining
funds. We would expect that the level of furniture would fall in a range between Option 4 and
Option 1. Some areas may be deferred in an effort to see what level of contingency funds may
be available at the end of the project.
In the event that the City Council fails to approve the resolution, it is staffs intent to proceed as
follows:
1) Continue forward with Option 2.
2) Authorize the purchase of cabinetry to house audio/visual equipment that would be at
risk of damage and/or theft if left unprotected.
3) Relocate existing tables to the Information Technology Services (ITS) computer
setup/tear down room so that ITS staff has a place to work on equipment.
4) Inquire as to the costs of continuing to lease portable trailers and transitioning that
expense out of the capital project to an operating account.
5) Suspend efforts to sublease out the Eastlake Permits Center rental space.
6) Obtain cost estimates for transitioning the utility service to the portable trailers in the
Ken Lee parking lot from temporary to permanent.
7) Work with departments as opportunities arise over time to attempt to move them into
the building.
DECISION MAKER CONFLICTS
Staff has reviewed the property holdings of the City Council and has found that no conflict exists
with respect to Resolution A and that Councilmember Jerry Rindone has holdings within 500
feet of the boundaries of the property which is the subject of this action contemplated by
Resolution B.
FISCAL IMPACT
Approval of Resolution A would have no negative impacts on the general fund in Fiscal Years
2007-08 and 2008-09 and there would be a potential impact of$2l5,000 in Fiscal Year 2009-10.
Approving Resolution B would result in a positive net impact to the General Fund in Fiscal Year
2007 -08 due to reimbursement of staff time charges of approximately $200,000. In addition, the
use of these funds would avoid the need to do an inter-fund loan from the PFDIF to the General
Fund as initially anticipated. Avoiding the inter-fund loan would save the General Fund
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approximately $780,000 in interest costs. The project funds identified for appropriations are
available for use towards the Civic Center Project as identified in the 2002 COP bond
restructuring presented to the City Council on January 22, 2008. As discussed in the report, the
funds requested for appropriations can. only be utilized on capital expenditures (including staff
time charges). It cannot be used towards operational expenditures. No other City function is
affected or curtailed by this action.
In addition, Resolution B would assist in avoiding and/or minimizing future expenditure of
general funds and/or Public Facilities Development Impact Fee Funds on furniture in the
building. The adoption of the resolution will also allow the City to consolidate its operations in a
new and far more energy efficient building than having staff scattered around the complex in old
and temporary facilities.
Since the Human Resources Department will be occupying the building as soon as it is available,
utility use will be occurring in the building. Additional delays in relocating remaining staff into
the building will result in additional maintenance, custodial and utility costs for those ancillary
buildings.
ATTACHMENT
1. November 29, 2007 Informational Item
2. Option 1 Summary
3. Option 2 Summary
4. Option 3 Summary
5. Option 4 Summary
Prepared by: Jack Griffin, Director of Engineering and General Services
Maria Kachadoorian, Director of Finance
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I
ATTACHMENT I
COUNCIL INFORMATION ITEM
November 29,2007
FROM:
The Honorable Mayor and City C01f~~ ./
David R. Garcia, City Manager ~ \JW
Scott Tulloch, Assistant City M~ger S ~
Jack Griffin, Director of Engineering and General Services ~~.
-
TO:
VIA:
SUBJECT:
Mt. San Miguel Community Park and All Seasons Park
The Department of Engineering and General Services has been pursuing the design of these two
parks for several months. Mt. San Miguel Community Park is in the San Miguel Ranch
development and All Seasons Park is in Otay Ranch Village 7. All of the Parks Acquisition and
Development Fees (PAD Fees) specifically earmarked for these parks have been collected.
The City Manager's office has instructed the Engineering and General Services Department to
complete the design phase of both projects then cease all activities for one year. The basis of this
direction is that the City's prospective operating budgets for fiscal years 2008-09 and 2009-10 do
not contain sufficient funding to maintain and operate the facilities. The most recent estimate
provided to the Engineering and General Services Department from the Public Works
Department for the annual operating maintenance costs of the parks are $120,000 for Mt. San
Miguel Community Park and $78,000 for All Seasons Park.
Please note that in the below status updates of each park that the design phases for both will
likely be completed by February/March of 2008. Assuming a twelve-month hiatus from that
point in time, construction would start in the spring of 2009. Assuming a nine to twelve month
construction period and a three month "grow in" period for the turf areas, the parks could be
ready to be opened for the public's use by July of201 0, the beginning of fiscal year 2010-11.
Mt. San Miguel Communitv Park
On February 10, 2004, the City Council approved the master plan for Mt. San Miguel
Community Park, a 19-acre facility. The principal features of the master plan are three lit
softball fields, two basketball courts, a tennis court, a skateboard area, an off-leash dog area, a
combination scorekeeperlrefreshrnent/restroomlstorage building, a second restroom, age
appropriate playground areas, multiple shelters and other typical park furniture and various
plantings. The cost estimate for the park at the time of the completion of the master plan was
$6.2 million.
On September 16, 2006, the City Council approved a design build agreement with Erickson-Hall
Construction Co. for the project and appropriated $840,386 to fund its design. The reason for
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The Honorable Mayor and City Council
November 29,2007
Page 2
the time lapse between the master plan approval and the date of the design build agreement was
that was the amount of time it took for all of San Miguel Ranch's PAD Fees to be paid. In
addition to the San Miguel Ranch PAD Fees, the PAD Fees from the Bella Lago development
are also going to be utilized on Mt. San Miguel Community Park. The City had not received the
Bella Lago PAD Fees when it entered into the design build agreement, however, it expected
those fees to be received before the end of the design phase and those fees have been paid in full.
The total amount ofP AD Fees specifically designated for Mt. San Miguel Community Park,
including interest earnings, is approximately $7.1 million. While this is more than the project
estimate provided in the master plan in 2004, it is not enough to construct the park .as per the
master plan.
The design of the park is at the 50% construction document stage. The plans are sufficiently
developed to enable a detailed project cost estimate to be completed"with a reasonable sense of
confidence. We believe that to construct the park as per the approved master plan will cost
approximately $8.75 to $9.0 million. While this is a significant increase in construction costs,
we believe that the City will have ample available PAD Fee revenues to construct the park per
the master plan should the City Council desire to do so.
There are two principal reasons for the significant construction cost increase. First, the soil
conditions of the park site are essentially a very thin layer of topsoil over rock fill. In this
development this rock condition is not uncommon. The significant rock material on site requires
substantially increased excavation activities and greatly increases the costs for trenching on the
site. Trenching is a significant cost item on any park as all utilities including electricity, gas,
potable water, reclaimed water, sewage and site drainage are all part ofthe project and placed in
trenches. On a site with normal soil conditions, much of this trenching can be done with small
machinery, commonly known as "ditch witches" that can quickly remove and replace dirt and
small aggregate material. Due to the significant rock conditions, larger machinery will need to
be utilized and much of the material removed from the trenches will not be able to be used as
backfill material. This will require losing some material elsewhere on-site or exporting it and
importing suitable material from off-site.
The second reason is that project cost inflation since the master plan was approved nearly four
years ago easily exceeds the roughly $500,000 in interest earnings that the collected PAD Fees
have gamered. Applying a simple 5% inflation rate to the original project estimate of$6.2
million would yield a project cost of over $7.5 million four years later. An annualized 5%
inflation factor over the past four years is conservative and a more reasonable assumption of
30% over four years would bring the project to over $8 million before any of the soil issues
discussed above are considered.
Despite this escalation, Engineering and General Services staff is confident that sufficient PAD
Fee revenues will be available. Applying a 5% interest rate to the funds that will be available at
the close of the design process would yield an additional $300,000 of interest earnings. More
importantly, based on information provided to us by the Planning and Building Department, a
492 unit apartment complex on property in Eastlake abutting the Olympic Training Center is
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The Honorable Mayor and City Council
November 29,2007
Page 3
expected to be submitted to the City for processing in January of 2008 and it is anticipated that
building permits could be issued in the spring of 2008. That development is projected to
generate a net amount of PAD Fees in excess of$5,000,000. Since there is no land
available/remaining to be developed for parks in the Eastlake area, the developer has indicated a
willingness to allow the City to utilize these fees for the development costs of any park project in
eastern Chula Vista. This $5,000,000 easily covers the increased costs of Mt. San Miguel
Community Park. It would be staff s recommendation that the balance of funds remaining after
the Mt. San Miguel Community Park is completed be pledged to the Otay Ranch Community
Park, commonly known as the "70 Acre Park" and that facility, while still several years off in
terms of design and construction, is escalating in cost and these remaining funds will help to
bridge the difference between inflation and the interest of the PAD Fees already collected for
that facility ($30,768,886 as of November 14, 2007 (source OBA))..
Mt. San Miguel Community Park is the only City park facility that is located within the San
Miguel Ranch development. Many of the residents of the area have been there for several years
and there has been increasing pressure on the City to move the project forward. In addition to
direct communications from residents to the City, the park, or lack thereof, has been the subject
of a "Turko File" report on KUSI News. There will be significant backlash from the community
once news of the delay in the project becomes known.
All Seasons Park
On August 26, 2006, the City Council approved the master plan for All Seasons Park, a 7.6 acre
neighborhood park in Otay Ranch Village 7. The principal features of the park are a multi-
purpose field, basketball court, age appropriate playground areas, picnic shelters and typical park
furniture, a restroom, a composting area, demonstration drought tolerant garden, assorted
vegetation, and notably a "heritage tree" and sitting area that is intended to be a focal point for
the park. The vegetation is characterized by the selection of species of trees and bushes that will
provide the park with a variety of color throughout the year.
On May 15, 2007 the City Council awarded a design build agreement to Erickson Hall
Construction Co. for the design and construction of the project and appropriated $449,459 to
complete the design phase of the project.. The total project budget is $2.45 million and the City
has received the all of the obligated PAD Fees for the park.
Like Mt. San Miguel Community Park, All Seasons Park is at approximately the 50%
construction document phase. While there are cost pressures on this park, staff is not
recommending supplementing the project budget at this time. It is our recommendation that we
finalize the design of the park in accordance with the approved master plan and then, once
directed to move forward on construction, undertake necessary value engineering steps to keep
the project within the available PAD Fees specifically paid for this project. It would be our
intention to notify the City Council of any project elements that would need to be reduced or
eliminated to keep the project with budget. Staff's reason for not supplementing this park with
potential PAD Fees from the Eastlake apartment complex is that we believe that it is more
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The Honorable Mayor and City Council
November 29, 2007
Page 4
appropriate to utilize those fees on community parks which serve a much wider area of residents
including the future residents of that apartment complex.
The park is located within Otay Ranch Village 7 and while there are significant numbers of new
residents in the area, the recent slowdown in development throughout the City somewhat
mitigates the impacts that a delay to this project will cause.
Cc: Dave Byers, Director of Public Works
Maria Kachadoorian, Director of Finance
Buck Martin, Director of Recreation
Ed Van Eenoo, Director of Budget and Analysis
Rick Hopkins, Assistant Director of Engineering and General Services/City Engineer
Gordon Day, Sr. Building Project Supervisor .
Merce Leclair, Sr. Management Analyst
Steven Ligler, President, San Miguel Ranch Homeowners Association
Home on Citywide2000\General Services\GS Administration\City Council Information ltems\miguel all seasons info item. doc
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ORIGINAL PLAN ESTIMATE
ATTACHMENT 2
OPTION 1
O.P.S.D.
Office Pavilion San Diego
City of Chula Vista
CIVIC CENTER - BLDG 300
PRICING SUMMARY
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C:\Doownantl.nd 5ettlng.\mlsay\My DocumentslCAPlProJectslCHULA VISTAIBLOG 300IP'IQuolBd by: Missy Talbert
Quote Valid for: 30 Days Questions? - 858-764-522.5/ mlssy@opsdcom
Lead time - 6.10 weeks
11-12
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OPTION 1 (Authorized)
ATTACHMENT 3
Page 1 of 2
~~nQ~2
CV BLDG. - HR ONLY (OPTION C)
Pull from inventory in storage at Public Works, deliver and install (9) Ethospace
workstations.
Disassemble, move and reassemble (17) private offices- Weekend
Move and place (1) conference room
Move and place (12) lateral files
11-13
O.P.S.D.
Office Pavilion San Diego
BUILDING 300 MOVE SERVICES
OPTION C - HUMAN RESOURCES ONLY
Item
Ot DESCRIPTION Ext Sell
1 iASSEMBLY. Pull from existing Hennan Miller Inventory in Public Works. I $ 18,500.00
!Disassemble, move, and reassemble (17) private offices (see attached description);
.-.---1"..---.-...--..---.------.----------...----.--...-.--------..---.---.----.-~----.----------._----
1 iProJect Management Services : '$ 2,100.00
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1 jDesign Services i $ 4,500.00
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OPTION 2
ATTACHMENT 4
Page 1 of 2
OPTION 3
CV BLDG.-FURNITURE INSTALL (OPTION B)
Disassemble, move and reassemble free-standing desks, files & storage from (7)
locations to Bldg 300.
Public Works Blde:. Storae:e
(16) Ethospace workstations
(3) Meridian Offices
(1) Correlation L-unit
Misc. fileslbookcases
Trailers 1. 2 & 3
(19) Steelcase panel wrapped workstations with free-standing desks/files
(4) Ethospace workstations
(7) Private offices
(2) Conference areas
Misc. files/bookcases
Fie: Building
(3) HM workstations
(11) Private offices
(1) Conference area
Misc. fileslbookcases
Legislative Building
(5) HM panel wrapped workstations with free-standing desks/files
(8) Private offices
(2) Conference area
Misc. files/bookcases
MIS Trailer
Approximately 8 people in unknown free-standing furniture
Eastlake
Approximately 13 people in unknown systems/free-standing furniture combo
KEN-LEE Building
Unknown
New Product
Receive, deliver and install approximately (49) new offices & workstations
11-15
O.P.S.D.
OffICe PavDion San Diego
BUILDING 300 MOVE SERVICES
OPTION B
1
Item Qt DESCRIPTION ExtSell
1 jDisassemble, move, and reassemble existing freestanding desks, files, & i $ BO,500.00
. "_._,,,J~!~!!!!:!ro~J7) ~"~~~n!!~cat!o.~!..~,,!l..~~,,. 3~..~j!!'Jl.':.~~:",~.~~..!.~..p~_!L_...",._.._._L....",,,_.._,,._.__._,,.__..._._.._.__
1 !project Management Services I $ 9,600.00
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. ilnstallation Drawings, Etc. I
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1 !NEW PRODUCT (49 stations) '" new product needed to outfit stations/offices I $ 220,500.00
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1 INEW PRODUCT INSTALLATION - Receive, deliver, and install approximately i $ 17,700.00
. 1(49) new offices & workstations i
I $ 350,500.00
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O.P.S.D.
Office PavDion San DiegD
BUILDING 300 MOVE SERVICES
OPTION B
DESCRIPTION Ext Sell
1 !Disassemble, move, and reassemble existing freestanding desks, files, & i $ 80,500.00
e !storage from (7) different locations to BLDG 300 (approx. 100 people) I
l' '-!project" MariagementServlces-........-..--..--.-.--.-.-.-.----...-.....-...--r'-'-"-'''''''''''''''S-'9,6oiijio
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1 iDesign Services. Site Verification, Programming, Revisions, Specifications, I $ 22,200.00
o ilnstallation Drawings, Etc. ,
___.__+_.___.M_._.._w._._.___.____.___..__'_MM_M._._N~--H---.-----.---.-.---s-.-.-...-'---..---.-.----..
1 jNEW PRODUCT (49 stations). new product needed to outfit stations/offices ! $ 220,500.00
. las programmed in the original design !
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.. ,(49) new offices & workstations ]
M_~"_'H_._'_'__"__H__"_'_"_'_H_'_'_"_"'_'_"_"_____--...----.----.-.--.-.---+---.----.-.-----.,.-.--
. 1 iNEW Conference, Training, Lobby, Ancillary Furniture as proposed in j $ 160,330.00
. ioriginal furniture specifications for Bldg 300 I
''''-:j'''.-tAOOn'j(j'NA[''INSTALLATiO'N'''for'CONF.tTRAINING, MIsc"fum"iture-.....""...."...""T.""'............."".-"..r"'9:90ii:ii0
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$ 520,730.00
F:\Cap Studio 2.O\Projeds\Missy\CHULAVlSTA\BLDG 30O\Move Services - option B.sp4
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RESOLUTION 2008 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING A FISCAL STRATEGY FOR
FUNDING THE OPERATING COSTS OF MOUNT SAN
MIGUEL PARK AND ALL SEASONS PARK BY INCLUDING
THOSE OPERATING COSTS IN THE CITY'S FISCAL YEAR
2008-09 BUDGET BALANCING EFFORTS AND BY
DEVELOPING A MANAGED COMPETITION MODEL TO
SOLICIT PROPOSALS FROM OUTSIDE FIRMS AS WELL AS
CITY DEPARTMENTS TO PERFORM PARK MAINTENANCE
ACTIVITIES
WHEREAS, on September 19, 2006, the City Council approved a design build agreement
with Erickson Hall Construction, Inc. to design and construct a completed and fully functional
park in San Miguel Ranch, called Mount San Miguel Community Park; and
WHEREAS, on May IS, 2007, the City Council approved a design build agreement with
Erickson Hall Construction, Inc., to design and construct a completed and fully functional park
in Village 7 of Otay Ranch, called All Seasons Park; and
WHEREAS, sufficient Parks and Acquisition Fees ("PAD Fees") have been collected to
construct both parks, and
WHEREAS, staff estimates that the operating expenses for the parks are $130,000/year
for Mount San Miguel Community Park and $85,000/year for All Seasons Park; and
WHEREAS, subsequent to the start of design activities on both parks, the fiscal position
of the City started to deteriorate in the wake of a weakening economy and a significant slowing
of development activities; and
WHEREAS, this weakening fiscal position caused the City to suspend design activities
for a brief period of time in order to develop a plan to fund the operating expenses the City will
assume once the parks are completed and open to the public; and
WHEREAS, assuming a construction start in June of 2008, the estimated completion of
the parks is in July 2009 which will defer any operational expenses until fiscal year 2009-10; and
WHEREAS, staff proposes that the City approach funding the operations of the parks as
it is addressing its budget cutting needs for fiscal year 2008-09; and
WHEREAS, staff intends to develop a program for soliciting proposals from outside
landscape maintenance contractors as well as internal City departments as a way of ensuring that
maintenance costs are as reasonable and cost effective as possible.
11-18
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City ofChula Vista
that it establishes a fiscal strategy for funding the operating costs of Mount San Miguel Park and
All Seasons Park by including those operating costs in the City's fiscal year 2008-09 budget
balancing efforts and by developing a managed competition model to solicit proposals from
outside firms as well as City departments to perform park maintenance activities.
Presented by
Approved as to form by
Jack Griffin
Director of Engineering and General Services
\J~U~ ~
Ann Moore {/
City Attorney
H:\ENGINEER\RESOS\Resos2008\03-18-08\Miguel All Seasons Resolution revised by ec.doc
11-19
RESOLUTION 2008 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CHULA VISTA APPROPRIATING $1.3 MILLION
FROM THE CASH RELEASED FROM THE RESERVE
FUND AND AUTHORIZING THOSE FUNDS TO BE
UTILIZED TO REIMBURSE THE GENERAL FUND
FOR ALL OUTSTANDING AND FUTURE STAFF
TIME CHARGES, TO ESTABLISH AND MAINTAIN A
SUFFICIENT PROJECT CONTINGENCY UNTIL
COMPLETION OF THE CNIC CENTER PROJECT IN
AUGUST 2008, AND TO IMPLEMENT A FURNITURE
INSTALLATION PLAN FOR THE FORMER POLICE
DEPARTMENT BUILDING THAT INCLUDES THE
RELOCATION AND INSTALLATION OF ALL
SALVAGEABLE EXISTING FURNITURE STOCK
WITHIN THE CITY AND THE PURCHASE OF NEW
PRODUCT AS NEEDED TO COMPLETE THE
PROJECT
WHEREAS, on January 8, 2008, the City Council approved the second
amendment to the design build agreement with Highland Partnership, Inc., increasing the
Guaranteed Maximum Price (GMP) for Phase 3 of the Civic Center Renovations (GG300) by
$1,699,514 to a total of$40,045,514; and
WHEREAS, the City Council directed the staff to utilize all funds remaining in
the project to cover the increased costs associated with the GMP amendment, eliminating the
funds that were previously appropriated to the project and programmed for furnishing the former
police department building; and
WHEREAS, staff undertook efforts with its furniture consultant and contractor to
determine cost estimates for utilizing existing furniture stock the City has and to supplement it
with new product where the existing stock was insufficient to finish the space or could not be
relocated due to its physical condition or inability to be used in combination with other non-
compatible items; and
WHEREAS, City staff time will not be able to be reimbursed on the project due to
insufficient project balances, causing a revenue drop to the general fund; and
WHEREAS, the Chula Vista Public Financing Authority (the "Authority") has
assisted the City in financing the construction and equipping of the City's police facility through
the execution and delivery of the $60,145,000 City of Chula Vista 2002 Certificates of
Participation (the "2002 Certificates") pursuant to that certain Trust Agreement, dated as of June
1, 2002 (the "Trust Agreement") between the City, the Authority, and U.S. Bank, N.A., as
trustee; and
11-20
WHEREAS, in connection with the execution and delivery of the 2002
Certificates, the Reserve Fund established under the Trust Agreement was funded in cash in the
amount of $4,063,500; and
WHEREAS, Section 6.02 of the Trust Agreement permits the Reserve Fund to be
funded with a letter of credit, a bond insurance policy or other credit facility (a "Reserve Policy")
instead of cash; and
WHEREAS, on January 22, 2008, the City Council approved the replacement of
the cash in the Reserve Fund with a Reserve Policy; and
WHEREAS, the City Council also approved using the cash to be released to the
City for the payment of all or a portion of the lease payments due with respect to the 2002
Certificates, with the balance being applied to pay any costs related to the acquisition,
construction, reconstruction, modernization and equipping of the Civic Center project or to
reimburse the Public Facilities Development Impact Fee Fund for disbursements made to finance
the Civic Center project; and
WHEREAS, this action netted the City approximately $2 million with $1.3
million available for use in completing the Civic Center project; and
WHEREAS, staff proposes that these funds be utilized to reimburse the general
fund for all outstanding and future staff time charges, to establish and maintain a sufficient
project contingency until completion of the Civic Center project in August 2008, and to
implement a furniture installation plan for the former police department building that includes
the relocation and installation of all salvageable existing furniture stock within the City and the
purchase of new product as needed to complete the project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Chula Vista that it appropriates $1.3 million from the cash released from the Reserve Fund and
authorizes those funds to be utilized to reimburse the general fund for all outstanding and future
staff time charges, to establish and maintain a sufficient project contingency until completion of
the Civic Center project in August 2008, and to implement a furniture installation plan for the
former police department building that includes the relocation and installation of all salvageable
existing furniture stock within the City and the purchase of new product as needed to complete
the project.
Presented by
Approved as to form by
Jack Griffin
Director of Engineering and General Services
~L_ d {~~ f.~
Ann Moore fJ
City Attorney
H:\ENGINEER\RESOS\Resos2008\03-18-08\Civic Center Furniture Resolution revised by ec.doc
11-21