HomeMy WebLinkAboutAgenda Packet 08/17/2006 - Special City Council Meeting
CITY OF ATASCADERO
CITY COUNCIL
**SPECIAL MEETING**
AGENDA
Thursday, August 17, 2006
5:30 P.M.
City Hall
Council Chambers
6907 El Camino Real
Atascadero, California
ROLL CALL: Mayor O’Malley
Mayor Pro Tem Pacas
Council Member Clay
Council Member Luna
Council Member (Vacant)
A. MANAGEMENT REPORTS:
1. Atascadero Recreation Center Complex Award (City Re-Bid No. 2006-014)
Fiscal Impact: Total estimated expenditure of $7,750,000.
Recommendations: Council:
1. Authorize the City Manager to execute a contract with the lowest responsible
bidder in the amount to be determined at a bid opening on August 15, 2006 for
construction of the new Atascadero Recreation Center Complex; and,
2. Appropriate additional funding to complete the desired project if costs exceed the
funding available. [City Manager]
B. ADJOURNMENT:
Please note: Should anyone challenge any proposed development entitlement listed on this Agenda in court, that person may
be limited to raising those issues addressed at the public hearing described in this notice, or in written correspondence
delivered to the City Council at or prior to this public hearing. Correspondence submitted at this public hearing will be
distributed to the Council and available for review in the City Clerk's office.
I, Shannon Sims, Deputy City Clerk of the City of Atascadero, declare under the penalty of perjury
that the foregoing agenda for the August 17, 2006 Special Meeting of the Atascadero City Council
was posted on August 11, 2006 at the Atascadero City Hall, 6907 El Camino Real, Atascadero, CA
93422 and was available for public review in the Customer Service Center at that location.
Signed this 11th day of August, 2006 at Atascadero, California.
___________________________________
Shannon Sims, Deputy City Clerk
City of Atascadero
ITEM NUMBER: A - 1
DATE: 08/17/06
Atascadero City Council
Staff Report – City Manager’s Office
SPECIAL MEETING
Atascadero Recreation Center Complex Award
(City Bid No. 2006-013)
RECOMMENDATIONS:
Council:
1. Authorize the City Manager to execute a contract with Wysong
Construction Company in the amount of $6,044,910 and,
2. Approve a total project budget of $7,846,350 covering all planning, design,
project administration, site improvements and contingencies.
DISCUSSION:
Background: The recreation center is an approximately 18,000 square foot tilt-up
concrete building. The design of the building is circular with a brick façade similar to the
bricks covering the historic City Hall. The project includes construction of the recreation
center, related driveways and parking, and streetscape improvements along Traffic
Way. The interior of the complete recreation center includes a full-size gymnasium,
teen center/lounge, game room, internet café, kitchen, arts and crafts room, multi-
purpose/dance room and a staff office and storage area.
Funding for this project comes from state and federal grants, local contributions and
reimbursements from an approved OES/FEMA “improved project”. Approximately $7.8
million is available for design and construction.
Construction costs have continued to accelerate during the past 18 months that the
recreation center has been in the design and environmental review stages. While staff
has continued to pursue and receive grant moneys to raise the amount of funding
available, there was still some concern that the project could exceed available funding.
While the goal is to build the complete recreation center, to ensure options for
controlling the project’s total cost, the recreation center was designed to be built in
ITEM NUMBER: A - 1
DATE: 08/17/06
modules and was put out to bid in several components known as “additive alternates.”
Using the “additive alternate” process allows for construction of only the parts of the
building you most need or can afford.
The following diagram shows the complete recreation center project:
Base Bid
The base bid for the project includes street and exterior improvements, parking,
construction of the lobby, the teen center, patio, café, kitchen space, restrooms and a
full-size gymnasium. The base bid therefore covers the community need for a
functional teen center and indoor sports area.
ITEM NUMBER: A - 1
DATE: 08/17/06
Additive Alternate Number One
The first additive alternate fully furnishes the teen center. This includes the elements for
the “coffee house” design selected by the F.Y.I Teen Committee, games, sofas and
coffee tables.
Additive Alternate Number Two
This portion of the bid covers expansion of the center into a fully functional community
center including areas for art classes, dance lessons, and space for senior citizen
activities. W ithout the addition of this area, the center is primarily a youth center, not a
community/recreation center.
Additive Alternate Number Three
This additive alternate completes the building by including space for a staff office, a
community/staff conference room and additional storage space that could be used to
hold items related to classes and other recreation activities (such as tables and chairs
for banquets or assemblies, etc.).
ITEM NUMBER: A - 1
DATE: 08/17/06
Additive Alternate Number Four
This alternate item fully equips the kitchen with appliances and items such as pizza
ovens, hot dog makers, freezers, oven/stovetop, refrigerators, etc.
Additive Alternate Number Five
The final alternate bid completes the recreational needs for the gymnasium such as
bleachers, basketball and volleyball equipment, and scoreboards.
Deductive Alternate Number One
Deductive alternates allow for items to be removed from the cost of a project. One
deductive alternate was included for this project. The deduction is the removal of the
brick façade from the building. Removing this veneer would save $195,000. Instead of
brickwork, the building would be constructed of painted plaster. This is an architectural
element that provides the council with the option of building a building that resembles
the historic City Hall.
Analysis: The project was advertised from July 12, 2006 through August 15, 2006.
Bids were opened on August 15, 2006 at 2:00 p.m. The bids were reviewed for
accuracy and compliance with the City of Atascadero bidding requirements.
The following chart summarizes the bids received:
Contractor Base Bid Alt. 1 Alt. 2 Alt. 3 Alt. 4 Alt. 5 D. Alt. 1 Total
A.J. Diani $5,053,000 $220,000 $836,000 $433,000 $59,000 $80,000 <182,000> $6,499,000
Straub $6,066,000 $206,000 $440,000 $307,000 $81,000 $82,000 <$202,000> $6,980,000
Wysong $4,794,000 $147,000 $651,000 $338,600 $50,902 $63,400 <$195,000> $5,849,902
The building would
not have a brick
façade.
ITEM NUMBER: A - 1
DATE: 08/17/06
Staff recommends that the City Council award a contract to Wysong Construction
Company, the lowest responsible bidder for the construction of the Atascadero
Recreation Center Complex including all additive alternates and leaving on the brick
façade in the total amount of $6,044,902.
FISCAL IMPACT:
The following chart summarizes the funding currently appropriated and available
compared with the complete project costs:
REVENUES
Budgeted Project Funds $7,846,350
Total Revenues: $7,846,350
EXPENDITURES
Design, Environmental Work and Architecture $548,080
Construction $6,044,910
Site Improvements (Utilities, Fencing, Streetscape) $44,930
Inspection / Testing / Construction Administration $223,720
Furniture, Fixtures and Equipment (FF&E) $127,500
Contingency (14%) $857,210
Total Estimated Expenditure: $7,846,350
SUMMARY
Budgeted Project Funds $7,846,350
Expected Project Cost $7,846,350
As the table illustrates above, the project bid is within available funding. Staff is
concerned however, that the project contingency is only 14%. Projects of this nature
typically have a contingency ranging from 15% to 20%. Contingency funds are primarily
an insurance that protect against unforeseen costs such as utility problems, design
changes, or other construction related issues that may arise. With a 14% contingency,
it may be difficult to afford any design changes during construction should they be
desired. Adding to the contingency fund is a policy issue and staff suggests the Council
consider an additional $50,000 to bring the contingency up to 15%. A 20% contingency
would require an additional $302,000 for a total of $352,000. Additional funding is
available in the General Fund Reserve.
ALTERNATIVES:
1. Approve the project in part awarding only certain additive alternates.
2. Approve the total project and increase the contingency to 15%
ITEM NUMBER: A - 1
DATE: 08/17/06
3. Approve the total project and increase the contingency to 20%
4. Approve the total project, increase the contingency to 15%, and remove the brick
veneer on the building.
5. Approve the total project, increase the contingency to 20%, and remove the brick
veneer on the building.
6. Do not award the contract. Direct staff to re-bid the project.
ATTACHMENTS: Bid Summary