Consideration of Options For
Professional Services –Chapman Estate
February 15, 2022
By: Benjamin A. Fine, P.E. –Director of Public Works/City Engineer Item 12.C
Recommendation
Consider options and provide direction on the Chapman
Estate ADA and Waterproofing Improvements
2 Background
•Amendment #3 to CUP –April 20, 2021
•Modify:
•The limit of the number of events
•Hours of operation
•Other operational items
•To make the estate available for event rentals (Fall 2022) •Waterproofing
•Roof and windows
•Accessible restroom
•$600,000 –General Fund
3 Background
•Professional Services Agreement CRSA –July 2021
•Design and development work for:
•Roof replacement
•ADA restrooms
•Window replacement
•Novation to Contract October 13, 2021 CRSA Hunter
Smith
4 Roof Replacement
•Building permit required on-site structural inspections •Construction –anticipated completion this month
•Additional on-site inspections are included in
Amendment 1
•Proposed contract amendment includes a not to exceed
amount of $36,850 for inspections
•Full amount may not be expended
Option –Issue RFP
•Delay project 2 to 3 months
5 ADA Restrooms
•Steven Puglisi Architects donated time to prepare ADA restroom layout •More detail was needed for permitting and a contract was issued July 2021 •Staff enlisted Hunter Smith to help review the Puglisi design to keep the project on the timeframe Council requested •Proposed Amendment 1 includes a not to exceed amount of $5,400 to continue plan review Option –Issue RFP
•Delay project 2 to 3 months
6 Window Replacement
•Pella Windows has expressed interest in donating at least half, if not all of the windows ($200,000 value)
•Pella had concerns regarding adequate construction
drawings
•Staff, Hunter Smith and Pella met on site
•The meeting and discussions with Hunter Smith staff gave Pella a level of comfort to move forward with the donation
•Proposed Amendment 1 includes a not to exceed amount
of $21,500 to prepare construction documents
•Complete weather proofing prior to next rainy season (Fall) 7 Window Replacement
•Most cost and time effective way to proceed
Option –Issue RFP
•Delay project 2 to 3 months
•Pella may withdraw donation offer
•Work will need to be done in the future
•More damage could occur
•Costs could increase
8 Staff Recommendation
•Council review the three current projects
•Consider options for moving forward with each project
•Provide Staff direction
•If Council decides to authorize the City Manger to execute Amendment 1 a resolution has been provided
9 Tree Wells Fiscal Impacts
Fiscal Impact
Chapman Trust Fund $382,600
General Fund $600,000
Total Available Funds $982,600
*Project Estimate $1,488,963
Budget Shortfall $506,363
*Actual Cost will not be known until bids are received
11 Option 1 –Roof, Windows and Restroom
•Council could approve amendment in its entirety
•Resolution includes additional $63,750
•$36,850 for roof project
•$26,900 for restroom and windows project
•Funds already included in the Chapman roof project budgeted in the Capital Project Fund
•If approved the roof project will be completed
•ADA Restrooms and Window Project will be moved into
the construction bid phase (potential shortfall of
$506,363)
12 Option 2 –Roof and ADA Restroom
•Council could move forward with Roof and ADA
Restroom only.
•Roof $36,580
•ADA Restroom $5,400
•Total amendment cost $42,250
•If approved the roof project will be completed
•ADA Restrooms will be moved into the construction bid
phase (potential shortfall of *$69,863)
* Actual shortfall will not be known until bids are received 13 Option 3 –Roof only
•Council could move forward with only the Roof
•Roof $36,580
•Total amendment cost $36,580
•If approved the roof project will be completed
•Work would stop on Windows and ADA Restroom
•Events could not be held at the Estate that do not want to use portable toilets
•Pella Window Company may withdraw donation offer
•Windows will continue to leak causing more damage
14 Fiscal Impact
15 Proposed Budget Adjustments
Option 1
•Appropriate a $506,636 General Fund transfer to the Chapman Estate Fund •Appropriate an additional $506,363 in expenditures for the ADA restroom and windows project in the Chapman Estate Fund in FY 2022 Option 2
•Appropriate a $69,863 General Fund transfer to the Chapman Estate Fund •Appropriate an additional $69,863 in expenditures for the ADA restroom project in the Chapman Estate Fund in FY 2022 16 Proposed Budget Adjustments
Option 3
•Staff will return to Council at a later date to determine how to best use some of those funds for maintenance on
the leaking windows and to support operations of the
Estate without the ability to generate private event
revenues
17 Next Steps
Anticipated Timeline
•Advertise bids Middle of July
•Bids due middle of August
•Award project –September 20th Council meeting
•October 2022 –Begin construction
18 Questions?