HomeMy WebLinkAbout1991-02-26 - AGENDA REPORTS - CITY YARD RPT (2)w .
AGENDA REPORT
City Manager Approval
Item to be presented y:
NEW BUSINESS George A. Caravalho
DATE: February.26, 1991
SUBJECT: CITY YARD REPORT
DEPARTMENT: City Manager
BACKGROUND
On June 12, 1990, Council approved the concept of procuring the property located
at 25663 Avenue Stanford (Satellite Truck Body Company) for use as -the City
Yard, and on July 24, 1990, Council approved staff's recommendation to purchase
this property for $3.6 million.
Staff returned to Council on October 30, 1990 with a report discussing
modifications necessary to support the housing of maintenance operations for the
Parks and Recreation and Public Works Departments. Council approved a concept
to construct these modifications in phases and authorized a budget in the amount
of $325,000 for Phase I. Council also authorized entering into a contract with
A.C. Martin & Associates for architect—engineering services related to overall
master planning as well as for a detailed design of Phase I.
Additional scope of work for master planning purposes, along with potential
budgetary impacts over the next four fiscal years is presented at this time for
Council consideration. The scope of work discussed at the. October 30, 1990
Council meeting provided for only those modifications necessary to support
maintenance operations for Parks and Recreation and Public Works field
personnel. The revised scope presented in this, agenda item provides for
transfer of the entire Parks and Recreation Department (not just maintenance
personnel), provides for transit bus maintenanceoperations, and provides for
vehicle maintenance operations.
As stated above, $325,000 is currently budgeted for the initial scope of work.
Staff seeks approval at this time for an additional $160,000 for the current
fiscal year ($5,000 for Master Planning and Phase I, and $155,000 for Phase II
design);.however, it is emphasized that the total fiscal impact for construction
of the expanded scope of work, as proposed, is expected to run approximately
$2.7 million. Since this impact will significantly affect the budgetary process
over the next several years, the proposed conceptual use of the facility is
being brought before Council forconsiderationat this time.
1 �N
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CITY YARD REPORT
Page 2
February 26, 1991
1. Receive, review, and approve the attached City Yard Status Report.
2. Direct staff to proceed. with development of the master plan general
arrangement drawing, design of Phase I. construction of Phase I, and design
of Phase II based upon the revised master plan scope.
3. Appropriate additional budget in the amount of $160,000 from Contingency
Account No. 01-4101-290 to City Yard Account No. 25-94002-227 to cover
design services related to the revised master plan scope of work and for
Phase II design.
ATTACHMENT
City Yard Status Report
AGN 383
Ll
SUMMARY
CITY YARD STATUS REPORT
0
As authorized, staff has proceeded with the purchase' of the property located at
26553 Avenue Stanford (Satellite Truck Body) for use as a City Yard.
Staff has also retained the services of Albert C. Martin & Associates for
architectural -engineering services related to master planning and Phase I design
of city yard modifications. As originally perceived, the City Yard was to be
used to support Parks and Recreation and Public Works maintenance operations
only. However, it has become clear from the space study report for the new City
Hall that existing space at the current City Hall location will rapidly be
taxed. This, coupled .with the Parks and Recreation Department desire to keep
all personnel at one location, has led to staff's recommendation to include
provisions in the master plan for housing the entire Parks and Recreation
Department. Staff further recommends that the master plan also include
provisions for maintenance operations of the City's transit buses which are
scheduled for delivery in July of 1991, as well as for maintenance operations.of
City vehicles.
A.C. Martin has completed their building survey of the facility, and have noted
the as -built conditions. In addition, a conceptual layout has been prepared
based on staff's recommendation to expand the master planning effort.
Rough -order -of -magnitude construction costs (based on $ per square foot) have
also been developed based on expanded use of the facility. It is emphasized
that these cost estimates are preliminary in nature and are generally considered
conservative. Once the master plan general arrangement drawing is completed and
the. details of each phase are finalized, a more definitive estimate will be
developed.
Staff continues to recommend that facility modifications be phased over the next
several years. It is anticipated that as part of the budget preparation process
for each fiscal year, specific work defined on the master plana general
arrangement drawing will be _presented to Council for consideration. At this
time, staff recommends that Council approve proceeding with the development of a
master plan general arrangement drawing based on the revised scope described
above. Staff also recommends that Council approve proceeding with. detailed
design of both Phases I and II at this time, and to approve a transfer of
$160,000- from Contingency Account No. 01-4101-290 to City Yard Account No.
25-94002-227 to cover this additional work.
FISCAL ANALYSIS
Building renovation costs necessary to support construction of Parks. and
Recreation Department. offices could conservatively run as high as $45 per square
foot. Alternatively, lease costs for office space runs approximately $14.50 per
square foot per year. Since the new City Hall is not expected to be occupied
before 1994, and since projections show that additional City Hall space will be
required within that time frame, staff recommends that it is more advantageous
to relocate the Parks and Recreation Department to the City -own City Yard than
to lease the additional space elsewhere.
CITY YARD STATUS REPORT
Page 2
Likewise, it is expected that construction of bus and vehicle maintenance
facilities will be more economical than leasing space for these facilities.
For example, staff has received estimates from local bus operators that lease
costs for maintenance space would run in the $100,000 to $150,000 per year
range. Since construction costs for the bus maintenance area are estimated at
$220,000 payback would be achieved within 3 years. In addition, the City
would enjoy tighter review and audit capabilities if maintenance were to be
performed in a City facility.
With respect to funding sources, it is proposed that detailed funding source
analyses be provided during the budgetary process prior to each fiscal year,
and that Council -take action with respect to proceeding with a specific phase
of work at -the time that the annual budget is presented for consideration. It
should be noted that it is expected that the bulk of the monies required to
support this project will be provided from the General Fund; however, staff
proposes to investigate (at the time of budget preparation) whether
supplemental funds such as roads or transportation monies will be available to
support the project.
RECOMMENDATION
Staff recommends that Council approve:
1. Proceeding with the development of the master plan general arrangement
drawing based upon the attached conceptual layout and work tasks;
2. Proceeding with detailed design and subsequent construction of Phase I;
3. Proceeding with detailed design of Phase II; and
4. A fund transfer in the amount of $160,000 from the Contingency account to
the City Yard account for this purpose.
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'CONCEPTUAL LAYOUT i
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CONSTRUCTION SCHEDULE AND COST BREAKDOWN
FISCAL YEAR AND DESCRIPTION CONSTRUCTION COST
FISCAL YEAR 1990-91
PHASE I:
• Office Space for Maintenance Personnel $15,000
• Restroom, Shower and Locker Facilities $140,000
• Miscellaneous Site Work $10,000
$165,000
FISCAL YEAR 1991-92
PHASE II•
• Motorized Cates $30,000
• Public Works Area $160,000
• Assembly Areas $ 80,000
• Bus Maintenance Facility $200,000
• Lunch Area $ 30,000
• Parks and Recreation Offices $280,000
$780,000
PHASE III•
• Fuel Pumps and Underground Tanks $1000000
• Wash Rack $130,000
• Site Work and Utilities $50,000
• Warehouse, Storage Areas, and Shops $135,000
• Vehicle Maintenance Area $150,000
• Reroofing $60,000
$625,000
POTENTIAL FUTURE EXPANSION
PHASE IV:
• Expansion of Vehicle Maintenance Area $150,000
• Upgrade Site Lighting $10,000
$160,000
PHASE V•
• Additional Offices and Restrooms $160,000
• Miscellaneous Items 05,000
$195,000
TOTAL CONSTRUCTION COST . . . . . . . . . . . . . . . . . . . . $1.925.000
TOTAL PROJECTED COSTS - CITY YARD
AS-BUILTS,- MASTER PHASE II PHASE III PHASE IV PHASE V TOTAL
PLAN, AND PHASE I
DESIGN ENGINEERING $75,000
$155,000
$140,000
$40,000
$45,000
= $455,000
CONSTRUCTION $165,000
$780,000
$625,000
$160,000
$195,000
$1,925,000
CONSIRUCTION ENGINEERING $10,000
$45,000
$30,000
$10,000
$10,000
= $105,000
FURNITURE,.FIXTURES, $10,000 $150,000 $25,000 $25,000 $15,000 = $225,000
OFFICE EQUIPMENT, ETC.
SUBTOTAL: $260,000 $1,130,000 $820,000 $235,000 $265,000 = $2,710,000
ANNUAL BUILDING SERVICE $70,000 $155,000 $160,000 $165,000 $170,000
COSTS (UTILITIES, ETC.)
TOTAL (INCLUDING $330,000 $1,285,000 ^^ $980,000 $400,000 $435,000
ANNUAL BUILDING COSTS)
FUNDS CURRENTLY
APPROPRIATED
$325,000
$0 $0
$0 $0
TOTAL PROJECTED COSTS: $2.710.000 •