HomeMy WebLinkAbout27-Development Services ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director Subject: Approval of preliminary design and
location and authorization to release a
Dept: Development Services Request for Proposals for preparation of
plans and specifications for the
Date: April 15, 2008 Verdemont Community Center.
MCC Date: April 21, 2008
Synopsis of Previous Council Action:
04-09-08 The Ways and Means Committee recommended release of a Request for Proposals.
Recommended Motion:
1. Approve Preliminary Design and Location of the proposed Verdemont Community Center.
2. Authorize staff to release a Request for proposals for detailed plans and specifications
(construction drawings) for the Verdemont Community Center.
r4m��.
Valerie C. Ross
Contact Person: Robert Eisenbeisz, City Engineer Phone: 5203
Supporting data attached: Staff Report Ward: 5
FUNDING REQUIREMENTS: Amount: N/A
Source:
Acct. Description:
Finance:
Council Notes:
Agenda Item No. ��
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Approval of preliminary design and location and authorization to release a Request for Proposals
for preparation of plans and specifications for the Verdemont Community Center.
Background:
At their meeting of April 9, 2008, the Ways and Means Committee heard a report from staff
related to the development of the Verdemont Community Center. The Committee directed staff
to request authorization from the Mayor and Common Council to release an RFP for the
preparation of detailed design plans and specifications for the facility. Please refer to the attached
memorandum to the Committee for a detailed discussion of the background.
Financial Impact:
None at this time.
Recommendation:
1. Approve Preliminary Design and Location of the proposed Verdemont Community
Center.
2. Authorize staff to release a Request for Proposals for detailed plans and specifications
(construction drawings) for the Verdemont Community Center.
Attachment:
Memorandum to Ways and Means Committee
2 04/15/08 4:49 PM
CITY OF SAN BERNARDINO
CITY MANAGER'S OFFICE
INTEROFFICE MEMORANDUM
TO: Ways and Means Committee Meeting
FROM: Fred Wilson, City Manager
SUBJECT: Verdemont Community Center
DATE: April 2, 2008
Councilmember Kelley requested that we provide this report to the Ways and Means Committee
regarding the Verdemont Community Center. Schematic plans for the center have been completed by
David Evans and Associates. The cost estimate for construction and design of the center is $11.1M,
which includes landscaping and site improvements that total 1.7M. Please note that Councilmember
Kelley is working with the Water Department to use this project as a demonstration project for xeriscape
landscaping which will reduce the landscaping costs substantially. It is also estimated that operation and
maintenance of the community center will be approximately$200,000 per year.
Staff has been researching various options to fund the center which include:
1. Traditional Debt Service Financing. Payments for financing the center for 30 years would be in
the range of$830K to 900K per year. Below is one option for funding the debt service:
• Formation of a Community Facilities District (CFD) — Similar to the Fire Station CFD
which is currently in place in the Verdemont area, a new CFD could generate revenue to
fund part of the debt. It is estimated that the number of units remaining in the undeveloped
area of Verdemont is 1966. Assuming a CFD fee of $300 per unit is established and
assuming 100 units are built next year, this would generate $30,000. At full build-out there
is potential revenue of$600,000 per year.
2. Development Impact Fees (DIF Funds)—This project is currently in the Master Facilities Plan. As
noted in Attachment A, at the time this plan was developed the cost for the Community Center
was estimated at $4.4M. Now that the cost has increased to $11.1 M, one option is to increase the
Development Impact Fee to reflect this cost. The current fee is $957 per detached unit. Based on
the current development pattern, we are expecting $50K to 75K next FY. The current fund
balance is $149,500, which could be used for this project.
3. Library DIF Funds—Consider combining the community center with library services which would
allow the combination of DIF Funds (Library Facilities and Public Meeting Facilities fees) to be
used towards this project.
4. Federal and State Grants (Proposition 84) — Councilmember Kelley and staff will continue to
aggressively pursue grants for this project.
5. Private donors—Councilmember Kelley and the Director of Parks and Recreation are aggressively
pursuing private donors.
1
Next Steps:
The attached report from Development Services provides background information on this project, as well
as the next steps. One option to fund the preparation of the design/construction plans (estimated to be
$480,000) is using the remaining funds from the Verdemont Infrastructure Fee. Often times having a
project"shelf ready" improves the chance of obtaining federal/state grants.
We look forward to discussing this further with the Committee.
2
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES DEPARTMENT
INTEROFFICE MEMORANDUM
TO: Fred Wilson, City Manager
FROM: Kerry Morford, Interim Assistant Directo7r--qk
RE: Verdemont Community Center—Background Report
DATE: April 3, 2008
COPIES: Kevin Hawkins, Parks & Recreation Director; Jan Wages, Sr. Admin. Analyst,
Valerie Ross, Development Services Director
In late 2007, a Request for Proposals (RFP) was issued by the Parks, Recreation and Community
Services Department seeking proposals for design and engineering services to develop four new
park sites and facilities. One of the identified new facilities was the Verdemont Community
Center. The RFP noted that the City was proposing to construct a 15,000 square-foot community
center building that would meet the U.S.Green Building Council LEED (Leadership in Energy
and Environmental Design) Rating System at a gold or platinum level. The tasks for this project
included preparing a preliminary design, final design and preparation of plans and specifications.
After receiving responses to the RFP in January 2007, staff scaled back the tasks for this project
to include only preparation of a preliminary or schematic design due to budget constraints. A
contract was ultimately awarded in the amount of $113,567 to David Evans and Associates
(DEA) as the best qualified design consultant for the project. Work commenced in June 2007 as
the consultant began the data collection stage.
After a series of project meetings with staff (including Facilities Maintenance and Planning
representatives as needed) to further define the project, a community meeting was scheduled for
November 15. The purpose of this first public meeting was to present design concepts and
solicit the residents' vision for the new community center. After assembling the input received
from the participants, the building size grew from 15,000 square feet to 23,000 square feet to
incorporate all the program elements desired by the community. DEA and staff worked to
reduce the square footage resulting in a building footprint of 19,000 square feet. To accomplish
this reduction, rooms were made smaller and more design efficiencies were applied to the
project. At this point, DEA was able to prepare the schematic plans reflecting the community
input. A second public meeting was held on February 20, 2008, to present the plans and to test
whether the design was on the right track. DEA presented the proposed floor plan, site plan,
exterior elevations and perspectives of the building. Feedback from the participants was very
positive.
To date, the services provided by DEA include the following:
1. Attended weekly meetings with Parks and Recreation staff to gather site data information
and discuss design of the project.
2. Visited site, took photographs and gathered preliminary site information in terms of natural
grading, site orientation, adjacencies.
Memo to Fred Wilson—04/03/2008
RE:Verdemont Community Center—Background Report
Page 2 of 2
3. Met with Mechanical and Plumbing consultants and Southern California Edison to discuss
the Savings by Design program and LEEDS program.
4. Worked with City staff to develop programming components for the site and for the
building.
5. Met with the developer, Century Vintage Homes, Councilman Kelley, and local residents
to gather more site information and feedback.
6. 1" Community meeting - Presented a design concept to the community and administered a
survey of community design preferences.
7. Modified the building program to include all of the communities' visioning process. This
increased the building from 15,000 sq. ft. to 23,000 sq. ft.
8. Met with City staff to present new layout and discuss options of decreasing the square
footage of the building without sacrificing the function of the spaces.
9. Met with City staff to present new layout and discuss the square footage of the building and
identify key components for value engineering.
10. Modified the floor plan to decrease square footage to the lowest square footage possible
without sacrificing the function of the spaces (19,000 sq. ft.).
11. Developed the revised layout further and started looking at natural materials and colors.
12. Further researched sustainable design and data analysis.
13. Developed colored landscape plan, exterior elevations, and a PowerPoint presentation with
a 3D walk-through video.
14. 2nd Community meeting — presented survey results, revised floor plans, elevations and
video to the community, and documented feedback.
15. Provided a"design tool box" for Councilman Kelley to use with narrative, PowerPoint and
video.
DEA recently completed the schematic design phase. Next, the project needs to move to the
design development phase followed by the preparation of construction documents. At the
completion of the construction document phase, the project will be ready to bid. These last two
phases will require about 15 months to complete and another 15 months for bidding and
construction.
Total project costs including the schematic design, the remaining pre-construction phases and
building construction are estimated at $11,112,000 (see attached itemized cost estimate). It is
worth noting that this cost estimate is preliminary and was developed at the schematic design
phase. There are insufficient funds to continue with the remaining design phases. In order to
continue the project through the construction document phase will require an estimated
$481,000.
31-Mar-08
VERDEMONT COMMUNITY CENTER - SCHEMATIC COST ESTIMATE
CONSTRUCTION COSTS Cost/SF SF Total
Total Building 300 19000 $5,700,000.00
Total On-Site Work(civil) 4 130680 $522,720.00
Total Off-Site Work $99,000.00
Total Landscaping $1,773,090.00
Subtotal $8,094,810.00
LEED Commissioning Agent- Fundamental $16,000.00
LEED Commissioning Agent-Enhanced $6,000.00
General Conditions 15% $1,214,221.50
Bond 1% $80,948.10
Contingencies 8% $647,584.80
Escalation (to midpoint of construction) 5% $404,740.50
Subtotal $2,369,494.90
Total Construction Cost $10,464,304.90
DESIGN COSTS Architectural I MEP/Structural/Civil/Landscaping/Survey
Schematic Design (completed) $113,567.00
Design Development $160,205.34
Construction Documents $320,410.68
Construction Administration $53,401.78
Total Design Costs $647,584.80
DD CD CA
Civil 14,825 52,650 2,500
Land 9,080 48,360 9,400
MEP 22,000 18,800 5,600
Survey 9,755 0 0
Struct 10,000 40,000 5,000
Arch 94,545.34 160,600.68 30,901.78
Total 160,205.34 320,410.68 53,401.78
DD=Design Development Phase oft-sires
CD=Construction Document Phase Q
CA=Construction Administration Phase
DAVID EVANS
ANOASSOCIATES INC.
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