Item No. 12
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: SEPTEMBER 17, 2025
SUBJECT: HOLBROOK-PALMER PARK RESTROOM REPLACEMENT
PROJECT – REVIEW OPTIONS AND PROVIDE DIRECTION;
APPROVE SERVICES CONTRACT
RECOMMENDATION
Staff recommend that the City Council review the proposed options; provide direction regarding the preferred approach for the Holbrook-Palmer Park Restroom Replacement Project; and approve a services contract for either 1) design and supply for replacement of the playground restroom building, or 2) design services for refurbishment of the existing playground restroom building.
BACKGROUND
The City Council approved the replacement of the Holbrook-Palmer Park Playground Restroom through the adoption of the FY 2024-25 Capital Improvement Program and a design/project management services task order with Interwest Consulting Group for the replacement of the playground at Holbrook-Palmer Park. Included in the task order with Interwest was the siting, layout and coordination of the restroom building replacement with a pre-fabricated restroom building.
The Parks and Recreation Committee was tasked with review of needs and recommendation of preferred layout, look of the building, fixtures and features associated with the Holbrook Palmer Park Restroom replacement. The Committee initially selected a pre-fabricated building by the Public Restroom Company (PRC). Following layout approval and initial fixture and finish reviews, Interwest coordinated with PRC to review site constraints and feasibility of installation.
During the assessment, it was determined that there were issues regarding the load limits for the entry/exit bridges to the park. Though the bridges were able to handle the loading associated with the trailers carrying the prefabricated restroom structures, the bridges are not capable of accommodating the loads associated with the crane that would be used to place the building segments. As a result, the Committee selected an alternate building, made by Romtec, Inc. which meets the needs associated with the new building and could be constructed on site, rather than require the use of a crane.
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Romtec, through a Joint Procurement Contract, is able to design the building, obtain required Building Permit approvals, and supply the building structure and fixture components. Romtec does not provide construction related services, which would be required from a third-party vendor, contracted either through public bidding, or via another joint procurement contract. THe thirdparty contract would include the demolition of the existing building, site preparation, utility connections, and construction of the new building and sewer discharge system being designed by Interwest.
The costs for the design and supply contract is estimated to range from $280,000 to $300,000, depending on finishes. The construction/installation costs, including demolition, site preparation, utility connections, building installation, concrete sidewalks, and sewer pump system replacement, are estimated between $450,000 - $500,000. Final estimates would be based on the approved plans and finishes.
Though the Committee approved a layout and footprint of the Romtec building (see Attachment 1), there were concerns about the cost of the new building.
ANALYSIS
Following approval of the layout by the Park and Recreation Committee, to address the concerns related to costs, staff and Interwest investigated other delivery and improvement options. An alternate to demolishing and replacing the existing structure is to refurbish the existing building.
As the structure is in fair condition, the refurbishment would focus on redoing the building interior, plumbing, and fixtures, as well as replacement of the sewer pump system.
Through this process, the project team connected with the KYA Group (KYA) which provides design and construction services for public facilities through joint procurement contracts such as the California Multiple Award Schedule (CMAS), managed by the California Department of General Services (DGS). KYA was able to provide an initial budgetary estimate for design of and permitting of the building renovations, in the approximate amount of $25,000. Construction cost estimates would be developed based on the design and finishes selected, and the Town would have the option of contracting with KYA for construction via the CMAS contract, using another Joint Procurement Contractor, or seeking alternate bids for construction. Budgetarily, it is anticipated that refurbishment of the existing structure would be approximately half or less than the replacement option. However, as with renovation of any existing structure there may be unknowns that arise during the construction renovation process that will need to be accommodated. Further, this is a refurbishment of an existing structure and not an expansion; therefore, the addition of the family restroom or expanded interiors will not be accommodated. The family restroom was noted as “desirable” by members of the public as the project moved through design.
Staff is seeking Council feedback on the preferred option for addressing the playground restroom.
If Council selects the replacement option, Council approval of a design and supply agreement with Romtec, Inc. in the amount not to exceed $300,000 is requested. If the Council selects the refurbishment option, the design services agreement can be executed within the City Manager’s
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authority and staff would return to Council after completion of design for approval of a construction contract.
FISCAL IMPACT
The fiscal impact will vary depending on the selected option.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
Goal A - Preserve Small Town Character & Quality of Life Goal D - Be Forward Thinking
Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The policy focus for this item is regarding Council direction regarding the option desired for the restroom at Holbrook-Palmer Park.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Park and Recreation Committee (meets each month)
ATTACHMENTS
Attachment 1 – Romtec Restroom Concept Layout and Images Attachment 2 – Romtec Design & Supply Budget Proposal
Attachment 3 – Romtec Design Options
Attachment 4 – Restroom Renovation Pre-construction Scope and Budget