HomeMy WebLinkAbout1991-05-01 - AGENDA REPORTS - VETERANS FLAG MEMORIAL (2)CITY OF SANTA CLARITA
I N T E R O F F I C E M E M O R A N D U M
TO: Mayor Boyer
Members of City Council
FROM: George Caravalho, City Manager
DATE: May 1, 1991
SUBJECT: Veterans Flag Memorial at Canyon Country Park
The City Council was presented with a proposal for the construction of a
flag memorial honoring veterans from our community. The City Council
directed staff, to work with the citizens committee to develop a
preliminary design for the memorial, so that it could be constructed by
July 4,. 1991. The City Council, at its April 23, 1991, meeting, approved
the concept of the memorial and its placement at Canyon Country Park.
Warren and Vera Johnson, together with representatives of the memorial
committee, met in the City Manager's office with myself and members of
the Parks and Recreation and Public Works Departments staff on Thursday,
April 25, 1991. Staff had researched the feasibility of completing the
design, engineering and construction for the projectbyJuly 4, 1991.
Two key issues were discussed relating to the City's ability to complete
the project by the 4th of July. The first was that the preliminary
design for the memorial must be finalized no later than May 1, 1991.
This preliminary design is included in the materials furnished for the
City Council this evening as an exhibit. The second issue discussed was
the amount of time required to order. granite and complete art work for
the project. Warren;Johnson explained that a minimum of six weeks would
be required from the date the granite was ordered to produce the etchings
on the stone. This would require one of two options to be selected. The
first option would be to go ahead and order the stone.in advance of the
award of the bid for the project. The second option would be to complete
the design specifications and bidding of the project in order to award
the project at the May 14, 1991, City Council meeting.
Engineers from the Public Works Department have been working with staff
from Willdan, Inc., and Wayne Weber, Parks Planner, to complete the final
design for the memorial, including specifications and engineering
studies, in time to send out notices inviting bids by May 3, 1991. The
attached project time table indicates that the necessary notification and
b' eriod would be achieved, and that bids would be due on Monday,
Ma 13, 199. Staff would analyze the results the following day and
present a recommendation to the City Council for award of bid for
construction of the project at the regularly scheduled City Council
meeting on May 14, 1991. 'The project timetable is included in Exhibit 1.
The citizens committee for the memorial has been very active in
determining the final design and location of the memorial. They have
also indicated that they wish to participate in the dedication of the
memorial, which is planned on or around the July 4th activities. The
committee has also indicated an interest in helping to solicit donations
of materials and labor for the project. The Public Works.Department has
checked with the City Attorney's Office, and has expressed some concerns
with the use of volunteer contractor labor for the project. Staff is
recommending at this time that donations for materials and supplies be
actively solicited for the project, and that a licensed contractor be
selected through an informal, bid process to be used for the construction
of the memorial. This recommendation is based on the need for liability
insurance, workers compensation insurance and bonding requirements for
public works projects.
The Parks and Recreation Department has reviewed the preliminary design
of the memorial and its proposed location at Canyon Country Park. The
Department has also indicated that it will maintain the memorial and any
landscape plantings associated with the project. Changes to the
irrigation system and replacement of any landscaping damage during the
construction will be provided by in-house forces. The committee had
discussed an expanded concept for the memorial, which included the design
of a large replica of an American flag on the landscaped embankment below
the memorial, parallel to Soledad Canyon Road. The .staff of the Parks
and Recreation Department recommended against the placement of the flag
design in this area because of the high cost of maintaining annual ground
cover, in order to achieve the desired colors, and the steepness of the
embankment.
Fiscal Impact
Preliminary cost estimates for the veterans flag memorial are $50,500,
which do not include lighting. Lighting can occur as a second phase, and
is estimated to cost $30,000. Funds for the project.would be transferred
from the City Council contingency account number 01-4101-290 to Parks and
Recreation Department. capital project account number 25-99016-227. The
contingency fund balance sheet is summarized in Attachment Number 2. The
cost of ongoing maintenance for the memorial and adjacent landscaping
would be absorbed as part of the Parks and Recreation Department annual
budget. Donations of monetary. support from the public could be deposited
in a special fund and carried.over from year to year for support of the
maintenance costs and repairs for the memorial.
RECOMMENDATION
It is recommended that the City Council approve the following steps for
completion of a veterans flag memorial at Canyon Country Park.
1. Approve the preliminary design and site. plan for the veterans
flag memorial at Canyon Country Park.
2. Authorize staff to advertise for bids for the construction of
the veterans flag memorial.
3. Authorize the City Manager to purchase materials necessary for
the construction of the veterans flag memorial.
4. Establish an account in the Finance Department for donations
from the public to support the veterans flag memorial.
5. Transfer $50,500 from the City Council contingency fund to the
Parks and Recreation Department capital project account number
25-99016-227.
ATTACHMENTS
1. Project Time Table
2. Contingency Fund Balance
3. Site Plan
4. Preliminary cost Estimates
TIME LINE - TEN WEEKS
Complete Preliminary Design May 1
(Warren Johnson & Wayne Weber)
Final Working Drawings Complete May 2
Specifications & Structural Engineering
Begin Informal Bid Process May 3
Open Bids May 13
Award Bids - City Council Meeting May 14
Order Stone & Flag Pole (7 weeks) May 15
Construction May 15 - July 3 (49. -days)
Alter Irrigation (Parks and Recreation)
Landscaping (Parks and Recreation)
Pour Concrete
Install Flag Poles
Install Granite Panels
Dedication July 7
Representation
of
1990-91
Contingency Account
Date of Council Action
Item
Amount
Running
(Requested)
Description
Total
July 1, 1990
Contingency Appropriation
$1,500,000
$1,500,000
August 14, 1990
Antelope Fwy
(15,650)
1,484,350
August 28, 1990
P.A.R.E.T. Unit
(6,000)
1,478,350
September ll, 1990
Newhall Pool Recon.
(167,000)
1,311,350
September 11, 1990
SCV Historical Book
(13,850)
1,297,500
August 14, 1990
Special P.W. Supplies-
(3,000)
1,294,500
October 9, 1990
Bus Advertisement
(1,500)
1,293,000
October 30, 1990
AB 939 Requirements
(84,607)
1,208,393
November 27, 1990
Purchase Fleet Vehicle
(93,000)
1,115,393
November 27, 1990
Development Impact Fee
Study
(60,000)
1,055,393
January 8, 1991
Fire Safety Program
(10,000)
1,045,393
January 8, 1991
Magic Mtn. Pky/San Fernando
Rd.(86,000)
959,393
February 26,1991
Waste Water services
(30,000)
929,393
March 26, 1991
City Hall Space add
(22,000)
907,393
Feruary 26, 1991
Corp Yard Mod.
(160,000)
747,393
TOTAL REMAINING IN CONTINGENCY 3/26/91
TM/tn-1777
S 747.393
ENGINEER'S COST ESTIMATE
JOB. No. T DATE
SHEET / OF /
PROJECT TITLE
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OWNER
ESTIMATED SY
CHECKf�Y
APPROVED BY .-
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NO.
DESCRIPTION'-.. -
QUANTITY
UNIT
UNIT PRICE
MAT.&LAB.'
ESTIMATED
AMOUNT
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TOTAL
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