Subject:  MUNICIPAL ROSE GARDEN RENOVATION PROJECT

 

 

Council District:  Citywide

 

 

RECOMMENDATION

 

Report on bids and take appropriate action based on the evaluation of bids for the Municipal Rose Garden Renovation Project. 

 

 

BACKGROUND

The Municipal Rose Garden is a regional park and designated historic site on Naglee Avenue (map attached).  The project, funded by the City Parks Bond Measure will renovate existing facilities for code and regulation compliance, including Americans with Disabilities (ADA) standards.

 

The proposed Municipal Rose Garden Renovation Project will make improvements to the east side of the site.  The base bid of the project will renovate the existing men’s and women’s restrooms, construct a new maintenance/office building, install infrastructure for the future addition of lighting, replace existing perimeter fencing and install decomposed granite pathways in the rose garden.  Construction is scheduled to begin in June with completion in April 2004.

 

In addition to the base bid scope of work there are two Add Alternate bid items as follows:

 

 

Description

Engineer’s

Estimate

 

Add Alternate No. 1:  Purchase and installation of six park electroliers.

 $119,000

Add Alternate No. 2:  Demolition and replacement of the existing asphalt central pathway with  decorative material.

    215,000

 

 

 

ANALYSIS

 

A supplemental memorandum will be provided after bids are opened on April 17, 2003.

 

Although the project is primarily financed by the Parks Bond Fund, State Proposition 12/Roberti-Z’-Berg Harris Urban Open Space and Recreation Grant Funding provides funding for the new maintenance/office building and security lighting improvements totaling $210,000.   The City applied for this grant funding and was directed from the State of California to proceed with this project in December 2002.  Because Proposition 12 funding is available on a reimbursement basis, it is anticipated that the City would receive this funding in 2003-2004 when the Proposition 12 funded portion of this project is completed.  In the current year, the Department of Parks, Recreation and Neighborhood Services (PRNS) will recommend the use of the Parks City-Wide Construction and Conveyance Tax Fund (C&C) Ending Fund Balance to establish a project appropriation.  This fund would be replenished in Fiscal Year 03-04 when the grant funds are received.

 

Council Policy provides for a standard contingency of ten percent on public works building projects.  The standard contingency is appropriate for this project. 

 

The City Charter requires that public works projects exceeding $100,000 in labor charges must be contracted.

 

 

PUBLIC OUTREACH

 

Two community meetings were held on June 17, 2002 and August 15, 2002 to gather input for the design of this project.  Additionally, to solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Mercury News and San José Post Record.  Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder’s exchanges.

 

 

COORDINATION

 

This memo has been coordinated with the Departments of  Finance, Planning, Building and Code Enforcement, General Services, Parks, Recreation and Neighborhood Services, the City Attorney’s Office and the City Manager’s Budget Office.

 

 

COST IMPLICATIONS

 

1.      AMOUNT OF RECOMMENDATION:  Engineer’s Estimate  $1,275,000

2.      COST OF PROJECT:

 

Project Development

$63,000

 

Construction

1,275,000

 

Consultant*

199,000

 

Design & Construction Management

195,000

 

Contingency

127,500

 

       TOTAL

$1,859,500

 

 

* $135,603 for the consultant agreement was expended/encumbered in FY 2001-02.

 

3.   SOURCES OF FUNDING:                  471 -    Parks and Recreation Bond Projects Fund

391 -    Parks City-Wide C&C Fund

4.   OPERATING COSTS:  This project is consistent with the Council-approved Budget Strategy’s Economic Recovery section in that it will spur construction spending in our local economy.  The estimated minimal annual operating and maintenance costs are $1,750.  .

 

 

BUDGET REFERENCE*

 

Fund:

471

Appn:

6928-Municipal Rose Garden

RC:

119108

Amount:

$1,618,000**

Budget Document:
2002-2003 Adopted Capital Budget, Page 620, as amended on 10/15/2002, Ordinance Number 26755.

 

** An appropriation action of $210,000 will be recommended in the supplemental memo for this project.

**An additional $54,000 is allocated from Fund 471 in Fiscal Year 03-04.

 

 

CEQA

 

Exempt, HP02-020.

 

 

KATY ALLEN

Director, Public Works Department