CITY COUNCIL STAFF REPORT
Meeting Date: February 26, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: RECEIVE CONCEPTUAL DESIGN OPTIONS AND PROVIDE
DIRECTION TO STAFF FOR THE CITY HALL POND, FOUNTAIN,
PLAZA PAVING, AND DONOR MEMORIAL REHABILITATION
PROJECT
SYNOPSIS
Robert Nebolon Architects (consultant) will present his preliminary conceptual design options for the City Hall Pond, Fountain, Plaza Paving, and Memorial Wall Rehabilitation Project (Project) for the City Council’s consideration and feedback. The preliminary conceptual design(s) have identified deficiencies and potential solutions, evaluated preliminary construction estimates, and provided conceptual schematic designs that enhance the architectural style of Pleasant Hill City Hall. Staff requests that the City Council consider the proposed concepts and options and provide feedback and direction to staff regarding the Project.
DISCUSSION
Background
Pleasant Hill City Hall. Constructed in 1991, the Pleasant Hill City Hall consists of three structures, including a two-story office building, council chamber, and single-story community room, totaling 32,803 square feet. Highly acclaimed architect Charles Moore designed the facility whose characteristics were inspired by concepts of community and public service. Features such as the fountain, pond, garden, connecting walkways, and use of non-potable well water represent an ecological balance between the natural and built environments. Several components of City Hall have been selected for renovation and/or replacement, as follows:
Pond: The lake system was originally constructed in 1989 during construction of City Hall and was filled with water in 1991. Although not originally designed for wildlife, it is now home to turtles and koi fish. An onsite well supplies mineral-rich "hard water" for the lake. The existing "small pond" is connected to the larger lake via pipes beneath the concrete walkway on the east end of the complex. The system is interconnected - the same well water circulates among the lake, fountain, and HVAC heat pump that serves the community rooms and Council Chamber. The existing lake is concrete lined and shallow. It suffers from poor water quality, a proliferation of algae, and sediment.
The lake system has experienced significant changes over the past thirty years through routine maintenance overseen by City staff and an outsourced capital improvement project, completed in 2011.
Fountain: The City Hall Fountain was built in 1991 as part of the City Hall construction project. The colors used in the tile fountain were selected to reflect a prior Sister City relationship with the city of Chilpancingo, Mexico that no longer exists. The hard and abrasive well water that flows through the fountain has removed most of the grout and protective coating of the ceramic tiles. City staff performs routine maintenance and cleaning of the fountain and associated small ponds, though the discoloration of tile surfaces from mineral deposits is difficult to remove.
Plaza: The original concrete walkway consists of exposed aggregate concrete and patterned strips of decorative, engraved tiles, black and brown tiles, and smaller blue tiles. There are approximately 664 personalized, engraved tiles. Over time, the elastomeric seal along the tile edges has failed, allowing water to settle beneath the tiles and causing them to crack. A capital improvement project replaced 65 broken, engraved tiles in 2003. Other routine maintenance includes tile patching and sealing.
Donor Memorial: There are approximately 664 donor tiles in place throughout the complex along the walkways and fountain courtyard area, all of which will be removed as part of this project. The engraved tiles were made possible by the Pleasant Hill Foundation, a volunteer group of Pleasant Hill citizens. Tiles were designed to allow individuals, community groups, and businesses an opportunity to be a part of the new City Hall complex. Proceeds from tile sales and donations funded the purchase and inscription of the tiles. The excess money raised from the sales was spent on design and construction of the Rose Trellis.
Conceptual Project Designs and Cost Estimates. On October 2, 2023, per Resolution No. 70-23, City Council authorized the City Manager to execute a design professional services agreement with Robert Nebolon Architects (consultant) for conceptual architectural design services. The first phase of the project is now complete, and the consultant has provided schematic design drawings and renderings of the renovated pond, fountain, plaza paving, a new land bridge, and a donor memorial that enhance the existing architectural style of Pleasant Hill City Hall. The conceptual design plans and preliminary construction cost estimates are as follows:
Design Option 1 ($1,174,700): Includes fountain and plaza tile replacement, minor fountain plumbing upgrades and replacement. The koi fish, turtles, and marine life will remain in current locations, the presence of which continues to present ongoing challenges relative to degradation of plumbing systems and general maintenance.
Design Option 2 ($2,454,210): Includes the design features and improvements from Option 1 above, though Option 2 separates the koi fish, turtle, and marine life into a split system where the existing pond will become an urban ornamental “lake” and the marine life will be transferred to the new “koi pond.” The separation of these elements will improve water quality, extend the life of plumbing infrastructure, and address some of existing maintenance challenges.
Conceptual Design Elements.
Pond: The consultant has developed options, such as preserving the existing interconnected pond system; creating an urban ornamental “lake” that provides for aesthetic enjoyment; and replacing the existing “small pond” with a koi/turtle pond (referred to as “koi pond”). Each option is affected by the existence and quantity of koi and turtles. The consultant has evaluated the existing piping/pumping system and has determined that it would be beneficial to separate the features that utilize well water (lake, koi/turtle pond, fountain, and heat pump) from each other via physical barriers and new piping systems, which are proposed in Option 2. Alternatively, Option 1, which includes replacement of fountain and plaza tiles, as well as minor plumbing upgrades, does not address the impacts associated with the existing koi and turtles and leaves them in their current location.
Fountain: For Option 1, the consultant will develop selections, including rehabilitating the fountain to compliment City Hall and the Community Rooms; removing/replacing fountain tiles with a new, high quality material that are resistant to abrasion; and replacing the aging fountain lighting with new fountain lighting. In addition to the improvements identified as part of Option 1, Option 2 further includes installing new underground fountain plumbing and chlorinating the fountain water supply. These additional steps will provide a more attractive appearance, require less maintenance, eliminate algae growth, and extend the life of the fountain facility.
Plaza Paving: Conceptual designs include removing and replacing the strips of tile with an alternative tile that compliments the surrounding buildings and water feature. New tile material will be skid resistant and ADA compliant. The exposed aggregate concrete will remain in place and will be cleaned (pressure washed). This plaza tile work is included in both Option 1 and Option 2.
Donor Memorial: The consultant has created a conceptual design that honors the donors who contributed to the construction of Pleasant Hill City Hall. The memorial will be protected from the elements and visible to the public. The new donor memorial is a feature of both Option 1 and Option 2.
Landscaping Elements: The consultant has created a conceptual design as part of Option 2 including landscape elements that are not part of Option 1. These elements include a new 520 square-foot land bridge with associated concrete pathway that connect the north end of the koi pond to a new small sitting area; four pre-cast concrete boat fountain water features; six sitting benches at the north and east ends of the koi pond; and 1200 square feet of new additional blue plaza tile at concrete flatwork repairs.
Analysis
The initial project scope of work included complete evaluation of the piping/pumping system, conceptual design, and construction plans and specifications. Staff issued the first Request for Proposals (RFP) on December 21, 2022, to 22 qualified engineering, architectural, and landscape architectural firms, and also posted the RFP in online plan rooms. Two consultants submitted project proposals for the City’s consideration by the February 28, 2023 deadline. Staff interviewed both consultants; however, staff concluded that the approved budget would not adequately support such a large project. Therefore, all proposals were rejected.
Staff reviewed the original project descriptions included in the approved CIP (which were essentially rehabilitation and minor improvements) and re-evaluated the project in light of lessons learned during the first RFP process. The greatest takeaways were the effects of wildlife, associated promotion of sediment build up, and degradation of water quality, as well as the mineral composition of well water that has compromised the pumping/piping system. Upon conclusion of the re-evaluation, Staff concluded a better course of action was to engage a consultant to help develop options and goals that will ultimately increase the service life of these facilities, correct system deficiencies, and reduce maintenance costs in the long run.
The revised project scope of work included only conceptual design. Staff issued a second RFP on August 4, 2023, to qualified architectural and landscape architectural firms. Staff reviewed each proposal submitted, determined Robert Nebolon Architects (consultant) was the most qualified firm, and executed an agreement per Resolution No. 70-23.
The consultant has provided staff with two design options, including preliminary cost estimates. In addition to the two design options, staff asked the consultant to provide an additional “a-la-carte” line item menu, outlining specific additional design options that may interest the City Council.
The consultant and staff provided an update on the various options described here to the Budget Committee on January 23, 2024. The preliminary cost estimates are based on the conceptual plans; more refined cost estimates will be available once final technical plans and specifications are completed. The Budget Committee received the information and directed staff to present the proposed design concepts to the City Council for further input and direction.
FISCAL IMPACT
The City Council approved a project budget of $870,000 identifying American Rescue Plan Act of 2021 (ARPA) funds in the 2022-2027 Capital Improvement Plan to pay for the project. The total current allocated budget for the project, including conceptual design, is $870,000. The total expenditures to date are $55,000, including the consultant’s not-to-exceed contract of $40,000 (including contingency) and City staff costs of $15,000. The total remaining budget amount is $815,000.
The originally approved budget is not sufficient to cover the proposed costs for either option presented by the consultant. The current budget has sufficient funds for design, but additional funding will be necessary for construction. The following are potential funding sources for design and construction:
Option 1 Funding Sources
$1,174,700 1 City Hall Fountain and Pond Project (ARPA) $815,000 2 ADA Improvements IP-2 (Gas Tax Fund 12) $225,000
3 Sidewalk Maintenance/Gap Closure M-4 (Measure J/K) $174,000 TOTAL $1,214,000
Option 2 Funding Sources
$2,454,210 1 City Hall Fountain and Pond Project (ARPA) $815,000 2 ADA Improvements IP-2 (Gas Tax Fund 12) $225,000
3 Sidewalk Maintenance/Gap Closure M-4 (Measure J/K) $174,000 4 Storm Drain Improvements MK-2 (Measure K) from FY 22-23 $620,000 5 Additional Funds Needed $620,210
TOTAL $2,454,210
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department.
The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Staff recommends City Council provide direction to City staff for the City Hall Pond, Fountain, Plaza Paving and Donor Memorial Rehabilitation Project.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Exhibit 1 – Conceptual Design Options 1 & 2
Exhibit 2 – Conceptual Design Cost Estimates
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager