City of San Ramon
INFRASTRUCTURE COMMITTEE
AGENDA
Mark Armstrong, Chair • Scott Perkins, Vice Chair
Dougherty Station Community Center
17011 Bollinger Canyon Raod
Regular Meeting
1:30 PM
April 18, 2022
AGENDA QUESTIONS: PLEASE CALL THE PUBLIC WORKS DEPARTMENT AT (925) 973-2670 Documents received after publication of this Agenda and considered by the Infrastructure Committee in its deliberation will be available for inspection in the Public Works Department located at 7000 Bollinger Canyon Road, San Ramon during normal business hours and in the red binder at the Infrastructure Committee meeting.
1. CALL TO ORDER
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - March 30, 2022 4:00 PM
3. PUBLIC COMMENT
4. NEW BUSINESS
4.1 Infrastructure Maintenance Fund Update
Recommendation: Receive the Report and Provide Direction to Staff Regarding the Funding and Management of the Infrastructure Maintenance Fund
4.2 Dougherty Station Community Center and Dougherty Station Library Renovation CIP 200004
Recommendation: Receive the Report and Provide Feedback on the Prioritization of Items and Funding Needs for Dougherty Station Community Center and Dougherty Station Library
5. COMMITTEE MEMBER COMMENTS
6. UNFINISHED BUSINESS
7. ADJOURNMENT
I hereby certify that the attached Infrastructure Committee Meeting Agenda was posted 72 hours before the noted meeting.
Dated: April 13, 2022
MINUTES OF THE
CITY OF SAN RAMON INFRASTRUCTURE COMMITTEE
March 30, 2022
1. CALL TO ORDER
Chair Armstrong called the meeting to order at 4:00 p.m.
Christina Franco stated the teleconference procedures and the Committee members provided affirmation to the questions asked of the City Clerk.
Prior to roll call, the City Clerk announced that the meeting was being conducted pursuant to the Governor's Executive Orders relaxing the requirements pertaining to remote meetings under the Brown Act. To facilitate social distancing and slow the spread of the Coronavirus (COVID-19) pandemic, the Executive Orders authorize state and local legislative bodies, including this Committee, to hold public meetings by teleconference.
The Executive Orders allow public meetings accessible to the public via electronic means, including telephone.
Attendee Name Title Status Arrived
Mark Armstrong Chair Present
Scott Perkins Vice Chair Present
Attendees: Joe Gorton, City Manager; Maria Fierner, Public Works Director; Christina Franco, City Clerk; Robin Bartlett, Division Manager; Daniel Chavarria, Sr.
Civil Engineer; Suzy Edwards, Associate Engineer; and Debbie Hince, Office Specialist
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - Feb 28, 2022 3:00 PM Minutes of the February 28, 2022 regular meeting, approved as written (Perkins/Armstrong). Passed unanimously 2-0.
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Scott Perkins, Vice Chair
SECONDER: Mark Armstrong, Chair
AYES: Armstrong, Perkins
3. PUBLIC COMMENT
Chair Armstrong opened the Public Comment. There were no written comments or requests to speak from the audience and Chair Armstrong closed Public Comment.
4. NEW BUSINESS
4.1 Five-Year Pavement Management Plan Update
Recommendation: Receive the Report and Provide Comments to Staff
2.1 Packet Pg. 3
Minutes Acceptance: Minutes of Mar 30, 2022 4:00 PM (Minutes Approval) 2 Infrastructure Committee Meeting – March 30, 2022
Mr. Chavarria and Ms. Edwards gave a presentation to the Committee on the FiveYear Pavement Management Plan. Mr. Chavarria also explained the City’s goal of maintaining the PCI Citywide to 75-80, stating that a range would be of better benefit to the City than a set number that might not be able to be maintained. It was also stated that Alameda County will be performing work within their jurisdiction on Crow Canyon Road; City staff will work with Alameda County to incorporate paving the portion of Crow Canyon Road within the City’s jurisdiction at the same time and will reimbursement Alameda County for this work.
Councilmember Perkins asked about extra work on San Ramon Valley Boulevard and the longitudinal cracks in the roadway. It was also suggested by Councilmember Perkins that on roadways where there are two travel lanes in each direction and left and right turn pockets, could the travel lanes striping be reduced to allow for widening of bike lanes.
Councilmember Perkins also asked about the spacing of the sharrows on Montevideo and if in the future we will make the spacing of the pavement markings greater.
Chair Armstrong and Councilmember Perkins both agreed with the PCI range. Chair Armstrong stated that residential streets should be prioritized over parking lot paving, as residential streets could become a liability for the City. Chair Armstrong would also like staff to research other funding alternatives for pavement management.
RESULT: RECEIVED
5. COMMITTEE MEMBER COMMENTS
None.
6. UNFINISHED BUSINESS
None.
7. ADJOURNMENT
Chair Armstrong adjourned the meeting at 4:59 p.m.
The next meeting of the Infrastructure Committee to be determined.
2.1 Packet Pg. 4
Minutes Acceptance: Minutes of Mar 30, 2022 4:00 PM (Minutes Approval)
INFRASTRUCTURE COMMITTEE
DATE:
TO:
FROM:
April 18, 2022
Infrastructure Committee/City Manager
Maria Fierner, Public Works Director
SUBJECT: Infrastructure Maintenance Fund Update
EXECUTIVE SUMMARY
The Infrastructure Maintenance Fund was created to fund facilities and infrastructure that have reached their useful life or are in need of repairs or renovations, based on the Department’s Facilities and Signals Maintenance and Renovation Plans. Replacement items that come up for the next fiscal year go through a prioritization process before programming the work. All items scheduled are verified by staff as to their condition and need for replacement before they are programmed for repair/replacement in the Capital Budget. Based on a five-year projection with General Fund contributions ($1.0M - Year 1, $1.5M Years 2 through 5), the Fund is positive in all five years.
RECOMMENDED ACTION
Staff recommends the Infrastructure Committee receive the report and provide direction to staff regarding the funding and management of the Infrastructure Maintenance Fund.
BACKGROUND/DISCUSSION
The Infrastructure Maintenance Fund (IMF) is currently used for items that are part of a facility or infrastructure amenity that have reached their useful life based on the Department’s Facilities and Signals Maintenance and Renovation Plans. This Fund is also used for repairs or renovations of facility amenities. For over 10 years, $200,000 was transferred from the General Fund into the IMF to partially fund the identified needs. Based on the balance of the Fund, staff would prioritize and defer items that need repairs or required replacement by either postponing the work or providing remedial repairs, until such time the work could be funded. This resulted in unplanned repairs and higher deferred maintenance costs.
As part of the FY 2016/17 budget review process, staff went through an extensive analysis of unfunded infrastructure needs. Staff presented the projects based on the Facilities and Signals Maintenance and Renovation Plan and identified repairs. This process showed the true shortfall
4.1 Packet Pg. 5
for FY 2016/17, as well as the needs and funding shortfall through five (5) years. After several iterations of Council review of items and prioritization, Council allocated enough General Fund money to take care of the FY 2016/17 priority work (approximately $1M, combination of General Fund and remaining IMF).
In FY 2016/17, with Council’s desire to come up with a way to address deferred maintenance, staff built in the Five-Year budget projections of $1.5M each year going into the IMF from the General Fund. Additionally, at Mid-Year FY 2016/17, Council approved seed money in the amount of $1.5M to start building up the Fund; for FY 2017/18, Council approved an additional $2.0M for a total of $3.5M.
Year to year, funding needs fluctuate, depending on the timing of when amenities reach their end of useful life. The consistent funding stream allows all the scheduled items to be funded in any given year. The Fund will build up in some years and reduce in others, depending on the identified items and the General Fund contribution.
Replacement items that come up for the next fiscal year, annually go through a prioritization process:
o Priority No. 1
Repair safety issue/hazard
Comply with regulatory requirements/mandates
Support General Plan/Master Plans goals
Operational breakdown eminent resulting in shut down
o Priority No. 2
Reduce ongoing repair
Increase functionality or enhance recreational experience Sustainability - addresses energy measures or water conservation o Priority No. 3
Planned replacement
Expenditure offset/generates revenue
Aesthetics
All items scheduled are verified by staff as to their condition and need for replacement before they are programmed for repair/replacement in the Capital Budget. This annual prioritization and verification process ensures that the projects being funded for the fiscal year have been verified as true priority needs and have gone through this well thought-out screening process.
When desired by Council, staff can re-analyze the funding allocation and reduce the General Fund contribution to the IMF accordingly for that year, which could be due to budget constraints or competing priorities.
The IMF currently is used for CIP projects only, more specifically:
CIP 925432 City Facilities Floor Covering Replacement
CIP 925425 City Facilities HVAC Duct Cleaning/Equipment Replacement
4.1 Packet Pg. 6
CIP 925433 City Facilities Roof Covering Maintenance/Replacement CIP 925532 Citywide Exterior Painting & Sealing
CIP 925574 Dougherty Valley Aquatic Center Equipment Replacement CIP 925418 Forest Home Farm Structures
CIP 925515 Interior Amenities Renovation
CIP 925479 San Ramon Olympic Pool Equipment Replacement CIP 975526 Traffic Signal Improvements & Enhancements
Additionally, two projects were presented to the Infrastructure Committee and ultimately funded by the IMF in FY 2017/18:
CIP 5605 Alcosta Senior Center Landslide Repair $300,000 CIP 915548 Citywide Drainage Infrastructure Repair $346,000 During the FY 2018/19 Capital Budget process, staff proposed to the Finance Committee and City Council the concept to renovate one building at a time. The facility chosen would be closed for a specified period of time to complete a large-scale renovation. The work would include modernizing finishes and renovating areas to better match the current use of the facility and the needs of the community. Using this methodology would improve the efficiency of the work and reduce the impact to the facility and the public. During the budget process, the City Council and Finance Committee acknowledged that renovating one facility at a time would be preferred.
With this methodology in mind, two facilities were proposed to be renovated in FY 2019/20, funded by the IMF:
CIP 200002 Alcosta Senior & Community Center (ASCC) $950,300 CIP 200003 San Ramon Community Center (SRCC) $1,300,000 2019 Certificate of Participation (COP) Debt Financing
On October 8, 2019, City Council approved Resolution No. 2019-099 authorizing the execution, delivery, and sale of Certificates of Participation (COP) to finance various capital improvements.
The City has $24M in proceeds for capital improvement projects to be utilized over a three-year period. Projects that would have been funded by the IMF, now funded by COP include:
1. Alcosta Senior and Community Center Renovation Project - CIP 200002 (portion)
2. Citywide Drainage Infrastructure Repairs Project - CIP 915548
3. City Hall Reconfiguration Project - CIP 200001
4. Dougherty Station Community Center and Library Renovation Project - CIP 200004
5. San Ramon Community Center Renovation Project - CIP 200003
6. San Ramon Olympic Pool and Aquatic Park Renovation Project - CIP 200006 Total COP funding for these projects is approximately $11.7M. As a result, there was no General Fund contribution to the IMF in FY 2020/21.
There are still projects in the CIP that continue to have funding source needs, which could be
4.1 Packet Pg. 7
funded by the IMF:
Various projects in the Dougherty
Valley area (i.e. trees, irrigation
upgrades, street landscape planting
renovations)
Funded by CSA/General Fund
Drainage infrastructure (CIP 915548 -
Citywide Drainage Infrastructure
Repairs)
Funded by Drainage Mitigation Fund; limited
funding available based on current development
projections; IMF to fund shortfall as necessary
Park-related CIP projects (CIP 955584 -
Citywide Park Amenities Replacement
and Improvements)
Funded by Park Development Fund; limited
funding available based on current development
projections; IMF to fund shortfall as necessary
As part of the FY 2021/22 Mid-Year review process, staff requested that Council approve $200,000 from IMF to the Citywide Park Amenities Replacement and Improvements Project (CIP 955584). Due to developer fees not received at this time, the Park Development Fund realized a shortfall, resulting in the need to allocate IMF to complete priority park projects.
Also funded at FY 2021/22 Mid-Year was the Fountain Repairs Project (CIP 955478) for the repair of valve components for the Bollinger Fountain in the amount of $8,276 from IMF. This request was to minimize any additional expenditures to the General Fund for this fiscal year.
The projects will be continuously evaluated for prioritization and funding each year with the CIP budget review process.
FISCAL ANALYSIS
Since FY 2017/18, the General Fund contribution has been as follows:
Fiscal Year General Fund
Contribution to
IMF
FY 2017/18 $3,500,000
FY 2018/19 $435,000
FY 2019/20 $1,500,000
FY 2020/21 $0
FY 2021/22 $1,500,000
The General Fund contribution to the Infrastructure Maintenance Fund is proposed to be $1.0M for FY 2022/23, and $1.5M for Years 2 through 5. The projects and fund balances per fiscal year are shown in Attachment A.
The table below summarizes projects that have been scheduled as part of the Five-Year CIP, funded by the Infrastructure Maintenance Fund, and the corresponding fund balance for that fiscal year:
4.1 Packet Pg. 8
Fiscal Year CIP IMF
Expenditures ($)
IMF Ending
Balance ($)
FY 2022/23 1,015,285 176,588
FY 2023/24 1,417,834 226,681
FY 2024/25 793,579 981,029
FY 2025/26 1,434,932 1,054,024
FY 2026/27 1,492,512 1,069,439
The Infrastructure Maintenance Fund project expenditures for FY 2022/23 do not include the costs for the Dougherty Valley Tree Management Plan - Annual Work Plan CIP 935564, which is proposed to be $600,000, proposed to be funded by DVCSA funds. This item is being presented to the Infrastructure Committee in May 2022, and recommended to be brought forward to the City Council for further discussion.
The draft Five-Year CIP budget will be presented to the Finance Committee at the April 25, 2022 meeting, which includes all IMF projects.
NEXT STEPS
Incorporate feedback from Infrastructure Committee.
Present draft Five-Year CIP at the Council Budget Meeting on May 10, 2022. Obtain final feedback from Council as part of the FY 2022/23 Budget process and FiveYear CIP Budget process.
ATTACHMENT:
A: DRAFT Infrastructure Maintenance Fund Five-Year Projection
4.1 Packet Pg. 9
INFRASTRUCTURE MAINTENANCE FUND - DRAFT
FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27
Adopted Estimated Estimated Estimated Estimated Estimated Fund Balance, July 1 $ 600,422 $ 183,946 $ 176,588 $ 266,681 $ 981,029 $ 1,054,024 TRANSFERS IN - General Fund 1,500,000 1,000,000 1,500,000 1,500,000 1,500,000 1,500,000
OTHER REVENUES
Interest -
Carpet Cleaning Fee (PCS) 2,777 12,000 12,000 12,000 12,000 12,000 Total Other Revenues 2,777 12,000 12,000 12,000 12,000 12,000 TOTAL REVENUE 1,502,777 1,012,000 1,512,000 1,512,000 1,512,000 1,512,000 TRANSFERS OUT - CIPs
CIP 200003 - SRCC Renovation
CIP 200004 - DSCC/DSL
CIP 200006 - SROP Renovation
CIP 935404 - Centralized Irrigation System Upgrade
CIP 925418 - Forest Home Farms Structures 228,200 203,800 294,000 - - - CIP 925425 - City Facilities HVAC Duct Cleaning & Equipment Replc. 220,000 120,000 130,000 130,000 178,000 170,000 CIP 925432 - City Facilities Floor Covering Replacement 55,500 - 118,051 45,000 206,531 37,800 CIP 925433 - City Facilities Roof Covering Maintenance 25,000 - 25,000 141,194 25,000 325,000 CIP 925479 - San Ramon Olympic Pool Equipment Replacement 395,852 240,111 204,163 93,192 673,283 131,245 CIP 925515 - Interior Amenities Renovation 225,409 136,139 153,600 97,600 130,197 485,478 CIP 925532 - Painting & Sealing Exterior Surfaces 140,000 - 78,400 20,000 CIP 925574 - Dougherty Valley Aquatic Center Equipment Replc. 86,059 51,535 142,420 91,843 33,351 134,019 CIP 955584 - Citywide Park Amenities - - - - - -
CIP 975526 - Traffic Signal Improvements/Enhancements 283,055 263,700 272,200 194,750 188,570 188,970 Total CIP Transfers Out 1,659,075 1,015,285 1,417,834 793,579 1,434,932 1,492,512
OTHER TRANSFERS OUT
Village Center Fund - Maintenance Agreement 4,073 4,073 4,073 4,073 4,073 4,073 CIP 925425 - Mid-Year Adj. 50,000
CIP 955478 - Mid-Year Adj. 8,276
CIP 955584 - Mid-Year Adj. 200,000
Contribution to PDF
Total Other Transfers Out 262,349 4,073 4,073 4,073 4,073 4,073 TOTAL OUT 1,921,424 1,019,358 1,421,907 797,652 1,439,005 1,496,585 YEAR END - TRANSFERS IN (Return to Source)
Transfers In - IMF Payback due to COP
CIP 925432 - Flooring
CIP 925573 - SRSC Diesel Tank
CIP 935404 - Calsense
CIP 945605 - ASCC Landslide Repair
CIP 200002 - Alcosta 2,171
Total Year End Transfers In 2,171 - -
Net Increase (Decrease) in Fund Balance (416,476) (7,358) 90,093 714,348 72,995 15,415 Fund Balance, June 30 $ 183,946 $ 176,588 $ 266,681 $ 981,029 $ 1,054,024 $ 1,069,439 Assumptions/Notes:
1. Removed $1.5M contribution in FY 20/21 - if we remove in 21/22 as well, fund goes in the negative
2. FY 20/21 Mid-Year CIP 925418 Added 2-18-21
3. Assumes full $4,073 Village Center contribution
5. Interest is based on date doc. revised, not actual at end of FY
4.1.a
Packet Pg. 10
Attachment: A: DRAFT Infrastructure Maintenance Fund Five-Year Projection (3570 : IMF Update)
INFRASTRUCTURE COMMITTEE
DATE: April 18, 2022
TO: Infrastructure Committee/City Manager
FROM: Maria Fierner, Public Works Director
By: Sandy Martin, Program Manager
SUBJECT: Dougherty Station Community Center and Dougherty Station Library Renovation CIP 200004
EXECUTIVE SUMMARY
The current Five-Year Capital Improvement Program 2019 - 2024 identified renovation projects for five City facilities: the Alcosta Senior and Community Center (ASCC) - CIP 200002; the San Ramon Community Center (SRCC) - CIP 200003; the San Ramon Olympic Pool and Aquatic Park (SROP) - CIP 200006; and the Dougherty Station Community Center (DSCC) and Dougherty Station Library (DSL) - CIP 200004. The interior renovation of ASCC was completed in FY 2019/20 and Phase 1 of SRCC, which was limited to improvements to the interior of the building was completed in FY 2020/21. Phase 2 of SRCC, which includes proposed additional exterior work, is currently being reviewed. The exterior work for SROP has been completed with the interior work still under design. Staff is currently starting the design work associated with the renovation of DSCC and DSL. Funding for the renovation of DSCC and DSL was approved as part of the FY 2020/21 adopted Capital Improvement Budget for Dougherty Station Community Center and Library Renovations - CIP 200004 in the amount of $500K, funded by the 2019 Certificate of Participation (COP) Debt Financing. In FY 2021/22, additional COP funding was appropriated to CIP 200004 in the amount of $1M, bringing the total project cost to $1.5M, to include the construction costs. With the completion of the initial assessment of DSCC and DSL, there are prioritization alternatives with funding implications that are a result of the large-scale facility renovation work.
RECOMMENDED ACTION
Staff recommends that the Infrastructure Committee receive the report and provide feedback on the prioritization of items and funding needs for DSCC and DSL.
BACKGROUND
Prior to FY 2018/19, the projects identified in the Facility Maintenance and Renovation Plan (FMRP) were identified and proposed by type and building. After reviewing the number of
4.2 Packet Pg. 11
projects identified in the five-year FMRP, staff realized that this methodology would result in annual interruptions to programs and closures to the facilities. City Council approved staff’s recommendations to group the renovation and replacement work by building. Staff recommended separate Capital Improvement Projects for the following facilities:
Alcosta Senior and Community Center
San Ramon Community Center
Dougherty Station Community Center
Dougherty Station Library
San Ramon Olympic Pool and Aquatic Park
The change in methodology was successfully implemented with the renovation of ASCC in 2019, followed by the renovation of the interior of SRCC in 2020. The renovation of SROP began in 2020 with the successful completion of the exterior elements. Staff is working to finalize the design of the interior components. The final two facilities to be renovated are DSCC and DSL.
DISCUSSION
While the DSCC and DSL are not the oldest City facilities, they have served the City for seventeen (17) years. However, based upon life expectancy, several items were identified in the FMRP for renovation and/or replacement. At DSCC, those items included: flooring replacement, interior painting, lighting upgrades, automatic front doors, first floor restroom renovation, domestic water heater replacement, icemaker replacement, and drinking fountain replacement.
Items identified for the Library included: flooring replacement, interior painting, lighting upgrades, automatic front doors, and drinking fountain replacement.
Staff reached out to the City’s on-call consultant, Roebbelen Contracting, Inc. (Roebbelen), to review the renovation items needed for on-going maintenance purposes and requested an initial cost estimate. In line with the other facilities renovations, funding for both DSCC and DSL was included in the 2019 Certificates of Participation (COP) Debt Financing in the amount of $2.5M.
A portion of that total was to be used for the renovation of the gravel overflow parking lot, but that lot is no longer necessary with the construction of the adjacent Senior Living facility - Deer Creek Apartments.
Dougherty Station Community Center
Roebbelen submitted an initial cost estimate for those items listed in the FMRP in the amount of $1,282,293 for DSCC. Public Works staff determined that there was adequate funding in the project to complete the maintenance items identified by the FMRP. With the maintenance needs of the facilities met, Public Works staff met with Parks & Community Services Department to discuss any renovation items that would enhance programming opportunities and revenues. Parks and Community Services staff referenced the Parks Master Plan.
The update to the Parks Master Plan (Master Plan) was completed in 2020. One of the sections in the final document addressed DSCC specifically. Section 4.3 Renew Existing Facilities to
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Increase Use, Address Trends, and Diversify Amenities of the Master Plan noted a lack of key amenities at DSCC to serve the City’s long-term recreation needs:
4.3K Dougherty Station Community Center Programming and Reuse Plan.
Located on a parcel near the Dougherty Station Library and Diablo Valley College, the 28,500 SF center was built in 2005 by a developer and the space used was to be shared with the police department. As a result, the layout is not efficient or effective for a community recreation center. The center is well located, but does not have enough key amenities to serve the City’s long-term recreation needs. The center’s entry comes from two sides and is not directly visible from the office area. This impacts both safety and security. A front desk is needed that is not located behind closed doors. The office area is too large and should either be converted to other uses or utilized by other community organizations. The theater is a major asset of the building but is not configured well for the space. For the long term, this community center should be considered for a major renovation to make it more functional and provide more active use space. There is a potential to repurpose some of the facility to office space and to rebrand the center to highlight its role in arts and culture. The next step would be development of a programming and schematic plan that reevaluates the center’s uses and develops initial design drawings that reflect an efficient, effective, and appropriate use and layout of the space.
Priority: High Time Frame: 0-5 years
The Master Plan suggested that DSCC should be considered for a “renovation to make it more functional and provide more active use space.” In addition, the Master Plan indicated that there is potential to repurpose some of the facility and rebrand the center to “highlight its role in arts and culture.” The Plan noted the number of Community Centers currently being operated by the City of San Ramon and suggested several modifications for DSCC. The most notable modification was the renovation of the facility into an Arts Center.
Public Works and Parks & Community Services staff worked with Roebbelen to identify some additional renovation work that would provide more active use space and create a facility that provided more opportunities for art programs. Roebbelen created a revised estimate based on staff’s input. Staff feels that the updated list of renovation work preserves the facility, improves its functionality, meets a goal of the Master Plan, and provides opportunity for increased revenues. But there are several alternatives with associated cost estimates that need to be discussed before actual costs can be assigned.
The list of projects includes a base cost along with three alternatives. Staff evaluated the list of projects and prioritized them based on several factors:
1. The impact on the facility - if the renovation results in more closely aligning the use of the facility and the needs of the community members;
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2. If the renovation potentially would improve the facility’s ability to generate revenue; and
3. The cost of the renovation.
Incorporating the renovation elements for arts programs, the list of base projects for DSCC includes the following:
Replace carpet
Repaint interior
Upgrade Lighting
Renovate two first floor restrooms
Renovate two single-use second floor restrooms
Replace entry doors located on the Bollinger Canyon Road side and courtyard side of the lobby with sliding doors
Replace Mondo flooring in Ridge View Room with Luxury Vinyl Tile (LVT) Replace Tile Lobby flooring with LVT
Renovate existing office spaces to create small Art Studios Create a dedicated space for a Counseling Center downstairs Create more private space for the Police Sub-station use Complete ADA compliant podium for Theater Sound Equipment Complete any ADA compliance updates
Replace domestic water heater
Replace ice maker
Replace drinking fountain with bottle fill fountain
At a minimum, it is recommended that all of the base projects noted above be completed, which includes the interior paint and flooring, lighting upgrades, new entry doors, and the renovation of the restrooms.
The alternative items and their costs (prioritized) are listed below:
Priority Project Description Cost ($)
1 Renovation of Café to New Reception Counter 62,338
2a Renovation of Registration Office to Gallery Space (shear wall modifications)
231,658
2b Renovation of Registration Office to Gallery Space (modification of existing walls with no impact to shear wall)
49,776
3 Renovation and expansion of the Dance Studio (incorporate Senior Lounge)
331,285
TOTAL - BID ALTERNATIVE ITEMS 2a: (Priority 1, 2a & 3) 625,281 TOTAL - BID ALTERNATIVE ITEMS 2b: (Priority 1, 2b & 3) 443,399 Bid Alternative 2a renovation work includes the removal of a shear wall and two additional walls to create an open gallery space, renovation of the Café to create a reception desk, and the removal of the senior lounge to create a larger dance studio. Bid Alternative 2b renovation work includes leaving the shear wall and installing a window for line of sight with the remaining two
4.2 Packet Pg. 14
walls to be removed. The Café would be renovated to create a reception desk and the senior lounge would be removed to create a larger dance studio, as in Bid Alternate 2a. Staff would like to consider all of the alternative options, but is in favor of Bid Alternative 2b, leaving the shear wall in the open gallery space to conserve funds.
Dougherty Station Library
Roebbelen submitted an initial cost estimate of $333,429 for DSL. There are adequate funds available in the project to complete the maintenance items identified by the FMRP. Once again, with the maintenance needs of the facility met, Public Works and Parks & Community Services staff discussed possible renovation items that would enhance programming opportunities.
Hearing about the potential renovation, Contra Costa County submitted several renovation ideas to Parks & Community Service staff for DSL, aside from new flooring replacement, interior painting, lighting upgrades, automatic front doors, and drinking fountain replacement. These included moving the library stacks to create a better flow for the facility; reducing the size of the reception area; and repurposing some of the space. Based upon the maintenance work to be completed, both Public Works and Parks & Community Services staff agree that moving the book stacks is a viable renovation component for this Project, but would prefer to focus Project funds on the renovation and rebranding of DSCC. As a result, the initial cost estimate for DSL remains at $333,429.
Staff presented the renovation of DSCC and DSL, as well as the rebranding concept to the Parks Commission on Wednesday, April 13, 2022. The Commission provided feedback and recommended moving forward with the renovation work and rebranding. Based upon input received from the Infrastructure Committee, staff will move forward with finalizing the cost estimate, design drawings, and bid package, and issuing a Request for Proposal for construction.
Staff will return to the City Council for an award of contract. Once the work has been completed, Public Works will work with Parks & Community Services to schedule a “Grand Re-Opening”.
This will provide an opportunity to re-brand the facility and showcase the renovation work focusing on what the facility has to offer and the rental opportunities available.
FISCAL ANALYSIS
The current Five-Year CIP includes funding in the amount of $2.5M from the 2019 Certificates of Participation Debt Financing to complete the renovation of the Dougherty Station Community Center and Dougherty Station Library, CIP 200004.
The cost comparisons with base costs plus bid alternatives (either 2a or 2b) are noted in the following tables. These totals also include estimated design fees, construction management fees, and a 10% contingency.
4.2 Packet Pg. 15
Description Cost Estimate
DSCC - Base cost to renovate into an art center $1,367,463 DSCC - three (3) bid alternatives, incorporating alternative 2a $625,281 DSL - Base cost to renovate $333,429
Total Base and Alternatives 1, 2a, 3 $2,326,173
Description Cost Estimate
DSCC - Base cost to renovate into an art center $1,367,463 DSCC - three (3) bid alternatives, incorporating alternative 2b 443,399 DSL - Base cost to renovate 333,429
Total Base and Alternatives 1, 2b, 3 $2,144,291
Staff is requesting that the Committee review the base projects and priority alternative work proposed and the associated funding, up to the amount of $2.5M. Final cost estimates will be obtained based upon the Committee’s input. Pending the results of the bids received for products and services, the individual project costs may be less.
NEXT STEPS
Incorporate feedback from the Infrastructure Committee. Complete the bidding process.
Prepare City Council staff report awarding contract and appropriating additional funds for the renovation of DSCC and DSL, as recommended by the Committee. Complete the renovation of DSCC and DSL and hold a “Grand Re-Opening”.
ATTACHMENT:
A: DSCC Floor Plan and Proposed Renovations
4.2 Packet Pg. 16
4.2.a
Packet Pg. 17
Attachment: A: DSCC Floor Plan and Proposed Renovations (3573 : DSCC and DSL Renovations)
4.2.a
Packet Pg. 18
Attachment: A: DSCC Floor Plan and Proposed Renovations (3573 : DSCC and DSL Renovations)