City of San Ramon
INFRASTRUCTURE COMMITTEE
AGENDA
Mark Armstrong, Chair • Scott Perkins, Vice Chair
TELECONFERENCE Regular Meeting
1:30 PM
August 30, 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 only via electronic document transfer. Please call or email the Public Works Department during normal business hours if you require access to any such documents.
Assembly Bill 361 suspends certain provisions of the Brown Act, allowing public meetings to be held by teleconference. As a precaution to protect the health and safety of staff, officials, and the general public. Committee members will not be physically in attendance, but will be available via video conference.
There will be no physical location for members of the public to participate in the meeting. We encourage members of the public to access the meeting online using Zoom. It is recommended that anyone wishing to view and/or participate in the meeting, download the Zoom application, www.zoom.us, before the start of the meeting. Zoom participants will have the opportunity to speak during Public Comment (for topics not on the agenda), in addition to each of the agendized items.
If you would like to submit written public comment via email, please do so by 11:30 a.m. on Tuesday, August 30, 2022, to [email protected]. Please include “Public Comment 8/30/2022” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written comments submitted will be provided to the Committee prior to the start of the meeting. Written public comment will not be read aloud during the meeting. If you wish to make your comments heard, you must participate in the Zoom meeting. 2 Infrastructure Committee Meeting
August 30, 2022
Attendee Conduct
There will be zero tolerance for any person addressing the Committee making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity.
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability. d. Respect all people that are present or watching.
At the discretion of the Chair, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Committee unable to continue the meeting;
c. Excessive profanity or slander;
d. Specific threats or “fighting words” that incite violence; or e. Speech that is outside the subject matter jurisdiction of the Committee or the specific agenda item in which you are speaking.
HOW TO VIEW OR PARTICIPATE IN THE MEETING:
1. To view or participate in the meeting through Zoom
Livestream online at: https://cityofsanramon.zoom.us/j/94532514798 Webinar ID: 945 3251 4798
Use the “Raise Your Hand” button to request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be re-muted.
2. To view the meeting live online at: www.sanramon.ca.gov/YouTube
3. To listen or participate in the meeting by telephone, dial: +1 (669) 900-6833 Webinar ID: 945 3251 4798
Use *9 on your telephone to raise your hand and request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be remuted. 3 Infrastructure Committee Meeting
August 30, 2022
1. CALL TO ORDER
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - May 9, 2022 1:30 PM
3. PUBLIC COMMENT
4. NEW BUSINESS
4.1 Bollinger Canyon Road Iron Horse Trail Bicycle and Pedestrian Overcrossing Project Construction Funding Update
4.2 City Facility Renovation Prioritization
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: August 26, 2022
MINUTES OF THE
CITY OF SAN RAMON INFRASTRUCTURE COMMITTEE
May 9, 2022
1. CALL TO ORDER
Chair Armstrong called the meeting to order at 1:30 p.m.
Attendee Name Title Status
Mark Armstrong Chair Present
Scott Perkins Vice Chair Present
Attendees: Joe Gorton, City Manager; Maria Fierner, Public Works Director; Robin Bartlett, Division Manager; Scott Rennicks, Division Manager; Sean Anderson, Program Manager; Gary Savell, Landscape Maintenance Supervisor; Thomas Anderson, Fleet/Shop Maintenance Supervisor; Debbie Hince, Office Specialist; Jonette Fuentes, Administrative Analyst; and Andrea Stein, Administrative Coordinator
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - Apr 18, 2022 1:30 PM Minutes of the April 18, 2022 regular meeting, approved as written (Perkins/Armstrong). Passed unanimously 2-0.
3. PUBLIC COMMENT
Chair Armstrong opened 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 Proposed CIP 200009 Fuel Management System for FY 2022/23: Gasboy Fuel Management System and Ekos Software
Recommendation: Receive the Report and Provide Comments to Staff Ms. Fierner gave a brief background on the Gasboy Fuel Management System, explaining that Public Works will be taking responsibility of the Fleet for all nonsafety vehicles starting in FY 2022/23.
Staff has researched and identified the need for a fuel management system to accurately monitor and maintain the City’s two fueling sites and fleet fuel usage. A fuel management system provides better visibility into fuel trends, which includes tracking fuel deliveries, poor fuel mileage, and inventory management. In addition, having a system in place will prevent fuel cross-contamination and unauthorized fueling. After thorough research, staff recommended the purchase and installation of the Gasboy Fuel Management System and Ekos Software to satisfy these needs, as part of proposed new Capital Improvement Project, CIP 200009 - Fuel Management System.
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Minutes Acceptance: Minutes of May 9, 2022 1:30 PM (Minutes Approval) 2 Infrastructure Committee Meeting – May 9, 2022
CM Perkins asked what we pay per gallon of fuel. Mr. T. Anderson stated that the cost changes weekly.
CM Perkins asked if our storage tanks were double walled and have an alarm that would notify if there is a leak. Mr. T. Anderson confirmed both of those statements are true.
CM Perkins asked if vehicle modifications were required as part of the tracking system. Mr. T. Anderson stated that the tags do not require any drilling into the vehicles.
CM Perkins asked who controls the modules and cubes attached to the vehicles. Mr.
T. Anderson stated that the data pass would communicate with the vehicles computer and recognize the VIN programmed.
CM Perkins asked if the software fee was based on number of units. Mr. T. Anderson stated the units are charged separately and all fees have been included in pricing.
CM Perkins asked if any research was done on electric or hybrid vehicles. Mr.
Fitzpatrick stated that research into electric vehicles is being done prior to the vehicle coming up for replacement.
Chair Armstrong asked if there was a problem with fuel theft. Mr. T. Anderson responded by that there is currently no way to track fuel theft.
CM Perkins asked how low the fuel tank will get before ordering more fuel and if fuel is only ordered when the tank gets that low. Mr. T. Anderson responded the low tank alarm is 2 feet from empty, and fuel is delivered on a weekly basis, not only when the tank gets that low.
Chair Armstrong asked if employees have a guideline of how low their fuel tanks in their vehicles can get. Mr. Fitzpatrick responded that there is not an official policy of this nature.
CM Perkins asked how to account for small equipment refueling. Mr. T. Anderson responded employees can use their ID badge to refuel small equipment, or there is an option from Gasboy to put a barcode on small items to scan before refueling.
Chair Armstrong and CM Perkins accepted the report.
RESULT: RECEIVED
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Minutes Acceptance: Minutes of May 9, 2022 1:30 PM (Minutes Approval) 3 Infrastructure Committee Meeting – May 9, 2022
4.2 Dougherty Valley Tree Management Program Update and Funding for FY 2022/23
Recommendation: Receive the Report and Provide Comments to Staff Mr. Rennicks gave a brief background on the history of Dougherty Valley (DV) Tree.
Staff has prepared an Annual Work Plan Summary for FY 2022/23. The FY 2021/22 AWP is in progress, and there is an expected fund balance to be available for FY 2022/23, which will be allocated to complete any items remaining of the FY 2021/22 AWP, and the FY 2022/23 AWP. Staff may return at FY 2022/23 Mid-Year Budget Review to request additional funding to perform additional work for the second half of FY 2022/23. With the Dougherty Valley Tree and Planting Strip Management Plan (PLAN) in place for four years now, based on the available funding, implementation to date has been successful with the completion of four AWPs, or 16 neighborhood areas. This represents approximately 16% of the total area needed to be addressed. Staff continues to realize savings in landscape maintenance and water costs due to this work.
CM Perkins asked if staff received push back on the DV tree project. Mr. Savell responded there is constant communication throughout the progress.
Chair Armstrong asked if this was separate than the trees in parks throughout the City. Mr. Rennicks stated that DV trees are in the mow strips in Dougherty Valley and are separate from the parks.
CM Perkins asked if any root barrier was placed in any locations. Mr. Savell stated Dougherty Valley was developed with root barrier, but none has been added since.
CM Perkins asked if trees were hand watered when initially planted. Mr. Rennicks explained that they were, and the type of tree did not require a lot of water.
CM Perkins commented on the age of the photos in the slide. Mr. Rennicks responded that trees are retained as long as possible and only removed when necessary.
Chair Armstrong asked about posting notices and sweeping streets with extensive street parking. Mr. Fitzpatrick stated that they have done it several times on specific streets and additional streets that are in need.
CM Perkins asked that since 2017 developers have not put turf in the mow strips and have been using the bubbler irrigation systems. Mr. S. Anderson confirmed that since 2017 there have been no shrubs or turf in new developments, and bubbler irrigation is used.
Chair Armstrong asked if the plan has a projected completion date. Mr. Rennicks stated we are in the fourth AWP and less than 20% of DV is complete, 15-20 years.
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Minutes Acceptance: Minutes of May 9, 2022 1:30 PM (Minutes Approval) 4 Infrastructure Committee Meeting – May 9, 2022
CM Perkins asked why South Gale Ridge did not have any savings. Mr. S. Anderson said that area was converted to recycled water coming from Dublin San Ramon Services District (DSRSD) and did not have enough pressure to water there. It was then converted back to potable water which costs more.
Chair Armstrong asked if irrigation is scaled back in Year Four or Five after a tree is planted. Mr. Rennicks confirmed that it is scaled back then.
CM Perkins commented on the Plan and the extensive worked needed for the remainder of the 15-20-year projection. Chair Armstrong asked if a consultant would be used for the Citywide urban forestry work plan. Ms. Fierner stated the Plan is being brought forward to get the Committee’s feedback and then decide if it makes sense to do the work in-house or look into a new position. An analysis would then need to be done.
CM Perkins stated that the problem is Citywide but also that Dougherty Valley is the current identified problem.
Mr. Gorton stated that the Dougherty Valley Tree Committee was initially for Dougherty Valley and that once created, the committee wanted to look at the City as a whole. Dougherty Valley is part of the General Fund and is an unfunded issue that the City is dealing with. CM Perkins commented that it is not getting cheaper, and the problem is only getting more expensive.
Chair Armstrong asked who is responsible for the mow strip. Mr. Rennicks commented that in Dougherty Valley the mow strip is the City’s responsibility. Mr.
S. Anderson said the water meters were placed in the City’s mow strip.
Chair Armstrong opened public comment for this item.
Chair Armstrong closed public comment.
Chair Armstrong and CM Perkins accepted the report.
RESULT: RECEIVED
5. COMMITTEE MEMBER COMMENTS
None
6. UNFINISHED BUSINESS
None
7. ADJOURNMENT
Chair Armstrong adjourned the meeting at 2:41 p.m.
The next meeting of the Infrastructure Committee to be determined.
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Minutes Acceptance: Minutes of May 9, 2022 1:30 PM (Minutes Approval)
INFRASTRUCTURE COMMITTEE
DATE: August 30, 2022
TO: Infrastructure Committee/City Manager
FROM: Maria Fierner, Public Works Director
By: Theresa Peterson, Associate Engineer
SUBJECT: Bollinger Canyon Road Iron Horse Trail Bicycle and Pedestrian Overcrossing Project Construction Funding Update
EXECUTIVE SUMMARY
The Bollinger Canyon Road Iron Horse Trail Bicycle and Pedestrian Overcrossing Project is fully designed and moving into the construction phase. Due to current global supply chain issues and the high rate of inflation, construction costs have increased, and therefore additional funding is required to construct the overcrossing. In order for construction to move forward, the Contra Costa Transportation Authority (CCTA) has agreed to advance $4,000,000 in Measure J funds from its available cash balances to the Project and retain the City’s future Measure J funds in a separate account starting in Fiscal Year 2026-2027 and ending in Fiscal Year 2029-2030 until the $4,000,000 is paid back. In addition, staff recommends allocating funds from the Tri-Valley Transportation Fund to help assure there is adequate funding for the project.
Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) updates and amends the cost estimate and funding for the Project to reflect updated Project costs, Tri-Valley Transportation Council funding, and the advanced Measure J funding associated with Agreement No. 598.
RECOMMENDED ACTION
Staff recommends that the Infrastructure Committee review the staff report and provide comments.
BACKGROUND
The Bollinger Canyon Road / Iron Horse Trail (IHT) Bicycle and Pedestrian Overcrossing Project (CIP 905530) arose from the desire to enhance safety for pedestrians and bicyclists using the IHT, improve traffic flow on Bollinger Canyon Road, facilitate alternative transportation, and enhance recreation. The Project has been the subject of a study, environmental analysis and efforts to obtain funding for over ten years. The IHT is a Route of Regional Significance that serves as a pedestrian corridor through the center of the San Ramon Valley. The IHT extends
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from Dublin in the south to Martinez in the north and serves both local and regional users. The IHT currently serves a number of important destinations in San Ramon including three schools, City Hall, San Ramon Library, Central Park, Bishop Ranch Business Park, San Ramon Transit Center, City Center Bishop Ranch, and the Market Place Shopping Center, and will also connect with the City Center Bishop Ranch Walking District. The Association of Bay Area Governments has designated the City Center Bishop Ranch area as a Priority Development Area (PDA). The overcrossing will help meet the PDA’s goal to “foster a regional growth pattern that creates complete communities with ready, close and safe access to employment, shopping, amenities and services, and where transit is in place, well-coordinated and available.” CCTA Cooperative Agreement and CMGC
On April 23, 2019, the City Council authorized the City Manager to enter into an agreement with CCTA to manage the project. The agreement was deemed to be of benefit to the City due to CCTA’s long history of undertaking major and unique transportation projects and administration of projects with complex funding arrangements and Federal funds. In addition, in order to help reduce risks associated with the project, the City opted for an unconventional procurement procedure known as Construction Manager General Contractor (CMGC). Under the CMGC procurement process, a contractor is selected based on their qualifications early in the design process. The contractor provides input with regard to constructability issues and costs of construction during the design. At the end of the design phase, the contractor then finalizes their cost estimate.
During the process, the contractor’s cost estimate is also reviewed by an Independent Costs Estimator (ICE) who is retained by the owner. If the contractors estimate exceeds that of the ICE by an unreasonable amount, then the project is put to bid, and the CMGC contractor is precluded from bidding. If the CMGC and the ICE are within reasonable agreement, then the CMGC is retained to begin construction. The key advantages of the CMGC are: 1) predictability of cost at the conclusion of the process as opposed to waiting for bids; 2) reduced risk of design changes due to the contractor’s involvement in design; and 3) enhanced constructability. The CMGC process has been on-going for the last 21 months.
STIP - Measure J Funding Exchange
In late 2020, CCTA offered to create a mechanism to help fund the project using State Transportation Improvement Program (STIP) funds. These funds were already allocated to another project and therefore needed to be paid back. The payback agreement was that the STIP funds be repaid using the City’s Measure J Local Streets Maintenance and Improvement Funds (Measure J Programs 11 and 23 also known as “Return to Source” funds over a nine-year period on a one- for-one basis (e.g. no interest charged). The offer was accepted and an associated agreement was authorized by the City Council with Resolution 2020-109 on November 10, 2020.
CCTA has now proposed a similar agreement whereby CCTA would advance the City Measure J funds which would then be paid back starting in Fiscal Year 2026-27 and ending in Fiscal Year 2029-30.
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Current Cost Estimate
CCTA is nearing completion of negotiations with the CMGC contractor for the final agreed price for construction of the Overcrossing. At this time, it is anticipated that the total project cost will be approximately $29.4 million to $29.9 million, including a contingency of between $1 million to $1.5 million and is expected to be within a reasonable difference of the cost estimate provided by the ICE. This is approximately $4 million over the current budget. The higher than expected costs are believed to be due to inflation, supply chain issues, post-COVID high demand for contractor/subcontractor services; and remaining COVID uncertainty. Therefore, unless the City desires to submit the project to bidding, the City will require the proposed additional funding. An option for this funding and implications of bidding are discussed below.
DISCUSSION/FISCAL ANALYSIS
Bidding versus Acceptance of CMGC Cost
The City may opt to bid the project. However, the difference between the ICE and CMGC estimates is expected to be approximately 10% on direct costs after months of work by both parties. Therefore, it is the opinion of the City and CCTA staff that there is a substantial risk that bids would be similar to or higher than those provided by the CMGC. Since the CMGC is precluded from bidding, the City would not have the option of retaining them to complete the project. In addition, the bidding process alone would result in increased cost to complete bid documents, delay, and increased inflation related costs associated with those delays.
The time-related costs are currently running at close to 1% per month which equates approximately to $300,000 per month. Awarding the project to a bidder that is less familiar with the project than the CMGC, or who has different ideas of how to build the project, could expose the City to a substantially higher risk of construction change orders. In addition, the City runs the risk during bidding of costs the lowest bid exceeding the available budget. Because of the timely use of funds requirements on secured funds, the City would have to either accept the low bid or lose the Federal $4.8 million grant and postpone the project until additional funding is found. In order to avoid this situation, the City would likely need to identify various items as alternate delete bid items that could be removed from the project. These items might include the stairs, the lighting elements, and a significant part of the landscaping. The cost of such changes is not possible to predict. Therefore, City and CCTA staff recommend not bidding the project.
Funding Options
In order to facilitate the completion of the project, CCTA has agreed to advance $4,000,000 in Measure J funds from its available cash balances to the Bollinger Canyon Road Iron Horse Trail Bicycle and Pedestrian Overcrossing Project (CIP 905530) and retain the future City’s Measure J funds in a separate account starting in Fiscal Year 2026-27 and ending in Fiscal Year 2029-30 until the $4,000,000 is paid back. The amounts of annually collected Measure J funds will be dependent on actual Measure J revenues and are estimated in the payment schedule in the
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Agreement.
In addition, the City is expected have approximately $600,000 in the Tri-Valley Transportation Fund (TVTF) by the end of this year. These funds are designated to be used for San Ramon projects that are on the Tri-Valley Transportation Committee’s (TVTC) Supplemental Expenditure Plan (SEP). The Bollinger Canyon Overcrossing is included in the SEP. Staff recommends that $500,000 of these funds be appropriated to the Project to provide additional contingency. With the advanced $4,000,000 of Measure J funds, the Project and the TVTF funds the Project will have an estimated total design and construction budget of $29,607,279 summarized below:
FUNDING SOURCE AMOUNT
Measure J Cycle 1 & 2 $3,030,650
TVTC $2,287,629
Measure J Cycles 3 & 4 (STIP Exchange) $4,989,000
San Ramon General/Beatification/Landscape/Lighting Funds $2,500,000 OBAG 2 (Federal Funding) $4,800,000
TFCA $390,000
Other City Funds (STIP Exchange) $4,211,000
San Ramon Certificate of Participation Funds (COP) $2,899,000 Measure J Advanced Funds $4,000,000
Tri-Valley Transportation Fund $500,000
Total $29,607,279
Measure J Loan and Pavement Management Impact
This advancement of Measure J funds will result in Measure J funds not being available for other projects until the $4,000,000 is repaid. Measure J Return to Source funds are used by the City to help maintain its street pavements. Diversion of these funds will result in less maintenance of the City’s streets starting in Fiscal Year 2026-27. Currently it requires approximately $3 - $4 million to improve the City’s Pavement Condition Index (PCI) by one point. Therefore, it should be expected that this agreement will result in a PCI of about one point less than it would otherwise have been without the agreement.
This affect will be somewhat mitigated by the no interest loan aspect of the agreement. In addition, it is noted that recent Measure J receipts and current projects are better than expected so that the overall impact on the anticipated long-term performance of the City’s pavements would likely be substantially less than 1 PCI point compared to the latest projections. The City’s PCI is anticipated to be 79 by the end of this year but will decline thereafter. However, the terms of the loan are highly favorable to the City and this project.
Amendment No. 2 to the CCTA Agreement 12SW.05 (Contract C2019-045) updates and amends the cost estimate and funding for the Project to reflect updated project costs, TVTC funding, and the advanced Measure J funding associated with Agreement No. 598.
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STEPS FOLLOWING APPROVAL
Staff will present this information to City Council for approval. If approved, staff will provide a copy of each Agreement to the City Manager for signature.
ATTACHMENT
A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045)
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AGREEMENT NO. 598
BETWEEN
CONTRA COSTA TRANSPORTATION AUTHORITY
AND
CITY OF SAN RAMON
FOR THE ADVANCEMENT OF
CITY OF SAN RAMON MEASURE J LOCAL STREETS
MAINTENANCE & IMPROVEMENTS FUNDS
FOR
BOLLINGER CANYON ROAD – IRON HORSE TRAIL BICYCLE AND PEDESTRIAN OVERCROSSING (PROJECT 120025)
This AGREEMENT (“AGREEMENT”) is entered into on the __ day of _______ 2022 by and between the CONTRA COSTA TRANSPORTATION AUTHORITY (“AUTHORITY”) and the City of San Ramon, a municipal corporation (“CITY”). AUTHORITY and CITY may be referred to as a “PARTY” or collectively as “PARTIES.”
RECITALS
(1) CITY is the sponsoring agency for the Bollinger Canyon Road - Iron Horse Trail Bicycle/Pedestrian Overcrossing Project (“PROJECT”).
(2) PROJECT will be implemented to improve safety and air quality by eliminating at-grade crossing conflicts between pedestrians, cyclists, and motorists and reducing idling of motor vehicles on Bollinger Canyon Road.
(3) PROJECT has received federal and state environmental clearance, is currently in the design phase, and is now ready for construction.
(4) Funding for the PROJECT is short by approximately $4 million due to recent cost increases.
(5) CITY receives annually Measure J funds for Local Streets Maintenance & Improvements – Program 11 and 23, known as Return to Source funds (MEASURE J FUNDS) upon compliance with Measure J Growth Management Program (GMP) as determined by the AUTHORITY.
(6) CITY and AUTHORITY entered into Agreement No. 555 in November 2020 for the Exchange of State and MEASURE J funds.
(7) CITY has requested the assistance of AUTHORITY to expedite delivery of the
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project) PROJECT by advancing a total of $4 million from future CITY’s MEASURE J FUNDS anticipated to be allocated by the Authority in fiscal years 2026 - 27 through FY 2029 -30. (8) AUTHORITY and CITY desire to proceed with the funding agreement immediately to ensure PROJECT construction contract award is not delayed and to protect significant other funds secured for the PROJECT.
Now, therefore, in consideration of the mutual covenants contained herein, the PARTIES hereto agree as follows:
SECTION I
AUTHORITY AGREES:
(1) To perform such actions necessary to award construction contract for PROJECT. (2) To advance $4 million in Measure J funds from its available cash balances to the
PROJECT
(3) To retain CITY’s MEASURE J FUNDS in a separate account starting in fiscal year 2026-27 and ending in fiscal year 2029-30 until $4 million is collected.
SECTION II
CITY AGREES:
(1) To indemnify, defend and hold harmless AUTHORITY, its Commissioners, directors, officers, representatives, agents, employees, contractors and volunteers from and against all claims, injury, suits, demands, liability, losses, damages, and expenses, whether direct or indirect (including any and all costs and expenses in connection therewith), incurred by reason of any third party challenge to this AGREEMENT or any act or failure to act of CITY, its officers, employees or agents, or subcontractors or any of them in connection with its performance of PROJECT under this AGREEMENT. (2) To reassign to AUTHORITY MEASURE J FUNDS available to CITY in accordance with Appendix A “Payment Schedule” beginning in fiscal year 2026 - 27 through fiscal year 2029 - 30 when the total amount of $4 million will have been collected. The amounts of annually reassigned MEASURE J FUNDS will be dependent on actual Measure J revenues and are estimated in the payment schedule in Appendix A, and as expressly subject to Section III (2).
(3) Under Measure J, CITY must comply with the AUTHORITY’s Growth Management Program (GMP) and will no longer be eligible to receive Measure J funds if it fails to do so. If CITY falls out of compliance with the GMP and loses eligibility for Measure J
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project) Programs 11 & 23 funding, CITY shall make up for any loss of Measure J funding with CITY funds. CITY shall deposit with AUTHORITY an amount equivalent to any Measure J funding forfeited as a result of CITY’s non-compliance with the AUTHORITY’s GMP.
(4) If PROJECT experiences cost increase beyond available funds, AUTHORITY and/or CITY agree to apply for and secure additional funds to cover shortfall. If unsuccessful, PROJECT may be re-scoped or stopped, and CITY will reassign the expended funds to date to AUTHORITY per agreed upon payment schedule.
SECTION III
IT IS MUTUALLY AGREED:
(1) The term of this AGREEMENT shall commence on September 22, 2022. This AGREEMENT shall terminate when $4 million in CITY’s MEASURE J FUNDS have been reassigned to AUTHORITY per the payment schedule in Appendix A, or when the CITY has paid to AUTHORITY a combination of MEASURE J FUNDS, local funds, and funds from other sources equivalent to $4 Million.
(2) Nothing in this AGREEMENT shall preclude CITY from making payments, in addition to the reassigned MEASURE J FUNDS in advance of the schedule or in excess of the annual amounts outlined in Appendix A, thus reducing the balance remaining. Such additional payments may include any funds from grants, or Measure J Transportation for Livable Communities (TLC) funds should future cycles become available. There shall be no pre-payment penalty for any such advance or excess payments. (3) This AGREEMENT shall bind and benefit the PARTIES hereto and their heirs, successors, and permitted assigns.
(4) The PARTIES agree to do all such things and take all such actions, and to make, execute and deliver such other documents and instruments, as shall be reasonably requested to carry out the provisions, intent and purpose of the AGREEMENT. (5) This AGREEMENT may not be changed, modified or rescinded except in writing, signed by all PARTIES hereto, and any attempt at oral modification of this AGREEMENT shall be void and of no effect.
(6) All required or permitted payments, reports, demands and notices may be sent by regular mail or electronic mail. Notices that are mailed by regular mail shall be deemed delivered two (2) business days after deposited in the mail. Notices maybe personally delivered and shall be deemed delivered at the time delivered to the appropriate address set forth below. Notices delivered by electronic mail shall be deemed received upon the sender’s receipt of an acknowledgment from the intended recipient (such as by the “return receipt requested” function, as available, return electronic mail or other written
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project) acknowledgment of receipt); provided that, if such notice is not sent during normal business hours of the recipient, such notice shall be deemed to have been sent at the opening of business on the next business day of the recipient. Unless and until notified otherwise in writing, a PARTY shall send or deliver all such communications relating to this AGREEMENT to the following addresses:
Hisham Noeimi
Contra Costa Transportation Authority
2999 Oak Road, Suite 100
Walnut Creek, CA 94597
[email protected]
Robin Bartlett
City of San Ramon
7000 Bollinger Canyon Road
San Ramon, CA 94583
[email protected]
(7) This AGREEMENT is the entire agreement between CITY and AUTHORITY relating to the subject matter of this AGREEMENT. CITY and AUTHORITY acknowledge they have not relied upon any promise, representation or warranty not expressly set forth in this AGREEMENT in executing this AGREEMENT.
(8) Should any part of this AGREEMENT be declared unconstitutional, invalid, or beyond the authority of CITY or AUTHORITY to enter into or carry out, such decision shall not affect the validity of the remainder of this AGREEMENT which shall continue in full force and effect; provided that the remainder of this AGREEMENT can, absent the excised portion, be reasonably interpreted to give effect to the intentions of the PARTIES.
(9) No waiver by either PARTY of any default or breach of any covenant by the other PARTY shall be implied from any omission to take action on account of such default if such default persists or is repeated and no express waiver shall affect any default other than the defaultspecified in such waiver and then such waiver shall be operative only for the time and to the extent stated in such waiver. Waivers of any covenant, term or condition contained herein shall not be construed as a waiver of any subsequent breach of the same covenant, term or condition. No waiver of any provision under this AGREEMENT shall be effective unless in writing and signed by the waiving PARTY. (10) The laws of the State of California shall govern all questions with respect to the construction of this Agreement and the rights and liability of the Parties. (11) CITY and AUTHORITY represent and warrant that they are authorized to execute this AGREEMENT.
(12) This AGREEMENT may be executed in counterparts.
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project) IN WITNESS WHEREOF, CITY and AUTHORITY have executed this AGREEMENT as of the date first written above.
CONTRA COSTA CITY OF SAN RAMON
TRANSPORTATION AUTHORITY
Chris Kelly, Chair Joe Gorton, City Manager
ATTEST: ATTEST:
Tarienne Grover, Clerk of the Board Christina Franco, City Clerk Approved as to Form: Approved as to Form:
Jacob Duginski, Authority Counsel Martin Lysons, City Attorney Maria Fierner, P.E., Public Works Director
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project) Appendix A
Agreement for Repayment of Advanced MEASURE J funds for Iron Horse Trail / Bollinger Canyon Road Pedestrian Overcrossing Project Payment Schedule
*Amounts shown are based on estimated Measure J revenue in 2022 Measure J Strategic Plan. Actual reassigned amounts shall be all available MEASURE J FUNDS which will be dependent on actual Measure J revenue. Total amount of Reassigned MEASURE J FUNDS shall equal $9,200,000 under Agreement No. 555 and $4,000,000 under Agreement No. 598.
Fiscal
Year
CITY
Reassigned
MEASURE J
FUNDS
[Agreement
555]
CITY Reassigned
MEASURE J FUNDS
[Agreement 555]
(UPDATED Estimates)*
CITY Reassigned
MEASURE J FUNDS
[This Agreement 598]
(Estimated)*
ORIGINAL
ESTIMATES*
Program 11 Program
23 SUM Program 11 Program 23 SUM
2019-20 - - - - -
2020-21 958,285 1,126,457 172,596 1,299,053 -
2021-22 987,034 1,076,032 164,870 1,240,902 -
2022-23 1,016,645 1,108,388 169,828 1,278,216 -
2023-24 1,047,144 1,146,103 175,606 1,321,709 -
2024-25 1,078,558 1,184,021 181,416 1,365,437 -
2025-26 1,110,915 1,223,272 187,430 1,410,702 -
2026-27 1,144,243 1,263,906
1,263,906
20,075 1,283,981 - 173,581 173,581
2027-28 1,178,570 - - - 1,305,974 200,102 1,506,076
2028-29 678,606 - - - 1,349,530 206,775 1,556,305
2029-30 -- - - - 764,038 - 764,038
SUM 9,200,000 9,200,000 4,000,000
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project)
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Attachment: A: Agreement No. 598 between Contra Costa Transportation Authority and City of San Ramon (3729 : IHT Overcrossing Project)
AMENDMENT NO. 2 TO AUTHORITY AGREEMENT 12SW.05
BETWEEN
THE CONTRA COSTA TRANSPORTATION AUTHORITY AND
THE CITY OF SAN RAMON
FOR
THE IRON HORSE TRAIL/BOLLINGER CANYON ROAD PEDESTRIAN AND BICYCLE
OVERCROSSING PROJECT
AMENDMENT No. 2
WHEREAS, the Contra Costa Transportation Authority (hereinafter referred to as “AUTHORITY”) and the City of San Ramon (hereinafter referred to as “CITY”) entered into Agreement 12SW.05 (referred to herein as this “AGREEMENT”) to conduct the environmental documents, plans, specifications and estimate (PSE), right-of-way (ROW), utilities, and construction phasesfor the Iron Horse Trail/Bollinger Canyon Road Pedestrian and Bicycle Overcrossing Project (referred to herein as “PROJECT”) on August 8, 2019; and WHEREAS, Amendment No. 1 was approved on December 15, 2021 for the project to be designed and constructed in general accordance with a revised project description; the CITY may replace $1,000,000 of its $2,000,000 CITY General Funds commitment with $1,000,000 of CITY Beautification Funds; and the CITY agreed to provide an additional $2,899,000 in CITY 2019 Certificate of Participation Funds and $400,000 in CITY Landscape and Lighting District Zone 1 Funds to the PROJECT; and
WHEREAS, design of the project is now complete. The cost estimate has been updated and the project is ready for construction; and
WHEREAS, CITY agrees to provide an additional $100,000 of CITY Landscape and Lighting District Zone 1 Funds to the project; and
WHEREAS, the Tri-Valley Transportation Council (TVTC) allocated $2,287,629 to the project on July 18, 2022; and
WHEREAS, AUTHORITY and CITY entered into Agreement No. 598 (referred to herein as “ADVANCE AGREEMENT”) for AUTHORITY to expedite the delivery of the project by advancing CITY’s share of Measure J funds for Local Streets Maintenance & Improvements – Program 11 and 23, known as Return to Source funds (MEASURE J ADVANCE FUNDS) in the amount of $4,000,000 to fund the project; and
WHEREAS, AUTHORITY and CITY have determined that the cost estimate and funding for the PROJECT needs to be updated and amended to reflect updated project costs, TVTC funding, and the ADVANCE AGREEMENT; and
WHEREAS, AUTHORITY and CITY now wish to amend the AGREEMENT; therefore be it MUTUALLYAGREED:
(1) The project will be designed and constructed in general accordance with the project description as presented in Attachment A (as amended in Amendment No. 1); and
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Attachment: B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) (3729 : IHT (2) CITY agrees to provide an additional $100,000, to a total of $500,000, of CITY Landscape and Lighting District Zone 1 Funds to the project; and (3) CITY agrees to provide an additional $2,287,629 of TVTC funds to the project; and
(4) CITY agrees to provide an additional $4,000,000 of MEASURE J ADVANCE FUNDS to the project; and
(5) Costs that are specifically excluded from the funds committed to the PROJECT as shown in Appendix C are to be paid by the CITY; and
(6) Attachments B and C are amended as attached; and
(7) That all other items and conditions of the AGREEMENT shall remain in effect.
In witness whereof, the parties hereto have executed this Amendment No. 2 to Agreement 12SW.05 effective as of the 21st day of September 2022.
CITY OF SAN RAMON CONTRA COSTA TRANSPORTATION
AUTHORITY
____________________________________ _____________________________
Joe Gorton, City Manager Chris Kelley, Chair
ATTEST: ATTEST:
By: _________________________________ _____________________________________ Christina Franco, City Clerk Tarienne Grover, Clerk of the Board Approved as to Form: Approved as to Form:
By: _________________________________ By: _________________________________ Martin Lysons, City Attorney Jacob P. Duginski, Authority Counsel By: _________________________________
Maria Fierner, P.E., Public Works Director
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Attachment: B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) (3729 : IHT Attachment A
(as amended in Amendment No. 1)
The project will consist of a cable stay bridge, approach ramps, right of way acquisition (as needed), utility relocation (as-needed) and all associated improvements necessary to construct a fully functional, aesthetically pleasing structure to carry bicycles and pedestrians using the Iron Horse Trail over Bollinger Canyon Road, as approved by the City Council. The bridge will have a central pylon constructed in the existing westbound Bollinger Canyon Road left tum lane to Bishop Ranch I located immediately adjacent to the Iron Horse Trail. The bridge will have a main span of approximately 200 feet with auxiliary spans on each side of up to 70 feet per side.
The bridge will have a usable deck width of at least 16 feet. It is anticipated that the tower structure will be on the order of 64 feet above the existing road grade and will be configured so as to allow the bridge to be used by maintenance vehicles. Ramps will be provided to the bridge that will either be structurally supported or supported by retaining walls. The ramps will meet ADA requirements. The retaining walls may be constructed of mechanically stabilized earth.
Stairs may be provided to access the bridge from one side if the project budget and priorities permit. Landscaping and stormwater management features will be included with the project as close to the bridge as possible. The project will be constructed in accordance with all currently applicable codes and regulations. A rendering of the project is shown in this attachment.
Rendering of Project
September 21, 2022
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Attachment: B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) (3729 : IHT Attachment B (Amended)
PROJECT COST ESTIMATE
ACTIVITIES AMOUNT
PROJECT MANAGEMENT (AUTHORITY)
(including Caltrans Local Assistance coordination) $460,000
STUDIES AND APPROVAL
(including Feasibility & Preliminary Studies and NEPA
approval)
$228,650
DESIGN
(including Design, CMGC preconstruction services & design contingency)
$3,494,000
CONSTRUCTION
(including CMGC construction services, construction
contingency, permitting, ROW, environmental mitigation
and utility relocation)
$22,217,629
CONSTRUCTION SUPPORT
(including Design Support During Construction,
Construction Management and reserves)
$2,707,000
TOTAL PROJECT COST $29,107,279
August 17, 2022
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Attachment: B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) (3729 : IHT Attachment C (Amended)
PROJECT FUNDING TABLE
FUNDING SOURCES AMOUNT
City of San Ramon
General Funds or City Beautification Funds*
2019 Certification of Participation (COP) Funds
Lighting Funds
Total City Funds
$2,000,000
$2,899,000
$500,000
$5,399,000
Measure J Transportation for Livable Communities (TLC)
Cycles 1 and 2
(Excludes funds for IHT Crossing at Crow Canyon Rd.)
$3,030,650
MEASURE J ADVANCE FUNDS $4,000,000
TFCA $390,000
TVTC $2,287,629
OBAG2 (Federal Funding) $4,800,000
STIP $9,200,000
TOTAL $29,107,279
*Where possible and in compliance with State and Federal funding requirements, AUTHORITY and CITY will prioritize the use of funds other than MEASURE J ADVANCE FUNDS.
August 17, 2022
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Attachment: B: Amendment No. 2 to the Contra Costa Transportation Authority Agreement 12SW.05 (Contract C2019-045) (3729 : IHT
INFRASTRUCTURE COMMITTEE
DATE: August 30, 2022
TO: Infrastructure Committee/City Manager
FROM: Maria Fierner, Public Works Director
By: Scott Rennicks, Public Services Division Manager
SUBJECT: City Facility Renovation Prioritization
EXECUTIVE SUMMARY
Council approved the methodology of renovating City facilities one building at a time instead of performing maintenance and improvements of various amenities within the buildings each year.
With the approval of this methodology along with the 2019 Certificate of Participation (COP) Debt Financing, staff has proceeded to renovate City facilities. To date, Alcosta Senior and Community Center and San Ramon Community Center Phase I (interior) have been completed.
With the remaining work to be completed for the San Ramon Olympic Pool and Aquatic Park Building, Dougherty Station Community Center, and Dougherty Station Library, the need to prioritize the renovations is necessary due to the limited available funds.
RECOMMENDED ACTION
Staff recommends that the Infrastructure Committee receive the report and provide feedback on the prioritization of items and funding needs for the San Ramon Olympic Pool and Aquatic Park Building, Dougherty Station Community Center, and Dougherty Station Library.
BACKGROUND/DISCUSSION
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 projects identified in the five-year FMRP, staff realized that this methodology results in annual interruptions to programs and closures to the facilities. 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 chosen facility would be closed for a specified period of time to complete a large-scale renovation. The work would include not only the projects identified in the FMRP, but also 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, reduce costs, and reduce the impact to the facility and the public.
City Council approved staff’s recommendations to group the renovation and replacement work
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by building. Staff recommended separate Capital Improvement Projects for the following facilities:
Alcosta Senior and Community Center (ASCC) Renovation Project- CIP 200002 City Hall Reconfiguration Project - CIP 200001
San Ramon Community Center (SRCC) Renovation Project - CIP 200003 Dougherty Station Community Center (DSCC) - portion of CIP 200004 Dougherty Station Library (DSL) - portion ofCIP 200004 San Ramon Olympic Pool and Aquatic Park (SROP) Renovation Project - CIP 200006 The change in methodology was successfully implemented with the renovation of ASCC beginning in 2019, followed by the renovation of the interior of SRCC in 2020. (Phase 2 of SRCC exterior work is in progress.) The renovation of SROP began in 2020 with the successful completion of the exterior elements. The final three facilities to be renovated are the SROP building, DSCC, and DSL.
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) Debt Financing to finance various capital improvements. The City has $24M in proceeds for capital improvement projects to be utilized over a three-year period. The facility renovation projects that would have been funded by the Infrastructure Maintenance Fund, are now funded by COP.
DISCUSSION
To date, the $24M has been allocated to various projects. Due to increased project scopes, project delays due to COVID-19, and costs to complete the projects, the amount of COP funding available likely cannot cover the remaining facility projects: SROP building, DSCC, and DSL.
Additionally, per the provisions of the COP financing, 85% of the funds should be spent within three years. Because of the timeframe to spend these funds and the limited amount of remaining COP funding available, staff recommends prioritizing these remaining facilities to determine which ones are completed first and fully funded. The background and status of each facility is described below.
Dougherty Station Community Center and Dougherty Station Library - CIP 200004 While the DSCC and DSL are not the oldest City facilities, they have served the City for seventeen (17) years. Based upon life expectancy of certain amenities, a number of items were identified in the FMRP for renovation and/or replacement. At DSCC, items include: flooring replacement, interior painting, lighting upgrades, automatic front and side doors, first floor restroom renovation, domestic water heater replacement, icemaker replacement, kitchen floor crack repairs and grease trap replacement and drinking fountain replacement. Items identified for DSL include: flooring replacement, interior painting, lighting upgrades, automatic back entrance doors, and drinking fountain replacement.
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DSCC - Arts Center
The Parks Master Plan completed in 2020 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 Construction Management services, Inc. (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. 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.
Create new reception area at Café (new configuration, lighting, casework, add window in shear wall)
Create art gallery space by removing walls/adding windows in the current registration area
Make the sound board location in the Front Row Theater ADA compliant Turn first floor offices into art/music studios
Create a downstairs greenroom space adjacent to the studios and close to the theater Relocate Discovery Counseling Center to a downstairs location for easier access Add a wall with card reader to separate PD space from public space Replace two entry doors with sliding ADA compliant entry doors Replace grease trap; repair the kitchen floor; replace hot water heater and ice machine First floor restroom renovation
First floor drinking fountains replaced with bottle fillers Enlarge dance studio (remove wall between Lounge and Dance Studio, replace wood dance floor)
Add wall on second floor to create program space and one open office Remove casework from conference room to create program space Dougherty Station Library
Hearing about the potential renovation, Contra Costa County Library staff submitted concept plans to the Parks & Community Service staff for DSL, in addition to the planned scope of new flooring replacement, interior painting, lighting upgrades, automatic front doors, and drinking fountain replacement. The concept plans included moving the library stacks to create a better flow for the facility; reducing the size of the reception area; relocating the children’s area and teen area to provide better supervision and useable space, repurposing the computer lab into a quiet reading room and changing the color, décor and furniture. The concept provided by the County were well beyond the original scope of the Project and would have to be phased in overtime. Based upon the planned maintenance work to be completed, both Public Works and Parks and Community Services staff agreed that moving the book stacks would be a reasonable
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first step in a phased in approach to the renovation and a viable renovation component for this Project if there was enough funding available. The Higher priority for the Project is the renovation and rebranding of DSCC since DSL is still serviceable and could be completed as a separate stand-alone project at a future time.
Staff presented the renovation of DSCC and DSL, as well as the rebranding concept to the Parks Commission on Wednesday, April 13, 2022 and June 8, 2022. The Commission provided feedback and recommended moving forward with the renovation work and rebranding for both buildings however, felt that more community outreach for the Library portion of the Project would have been helpful.
DSCC and DSL Renovations Project Bidding Results
On July 22, 2022, the City received and opened two bids for construction services related to the Dougherty Station Community Center and Library Renovations Project (CIP 200004). Both bids were well in excess of the Engineer’s Estimate of $2,150,000 for the Project. On August 9, 2022, Council approved Resolution No. 2022-116 Rejecting all bids received to provide construction services for the Dougherty Station Community Center and Library Renovations Project (CIP 200004), and authorizing the City Clerk to return bid bonds accompanying the proposals to the bidders.
With the rejection of the bids, staff and Roebbelen revised the Project scope to obtain better bids to be within the available funds:
Removed the Dougherty Station Library Renovation to bid separately in the future Added more working days
Reduced the amount for liquidated damages
In parallel, staff obtained quotes from Metropolitan Moving Co. for moving services for both buildings. Costs provided were: DSCC $92,841; DSL $237,658. Staff is continuing negotiations with this company, but provided the need to remove DSL from the bid package at this time.
San Ramon Olympic Pool and Aquatic Park Renovation - Building Project - CIP 200006 This Project covers both the exterior and the building of SROP. To date, completed : the replaster of the 50 Meter Pool and Children’s Play Pool; deck repairs; Children’s Play Structure; and miscellaneous pool repairs/improvements. The total cost for these elements of the Project was $1,611,553.The expenditures were more than anticipated, as more repairs and replacements were identified during the design and construction process that needed to be addressed immediately. The 50M pool and maintenance shed were built in 1974 for reference.
The remaining work to be completed is the renovation of the building. A number of items have been identified as part of the FMRP for the SROP. This building was built in 1998, the oldest of the remaining facilities to be renovated. Renovations include:
Men’s and women’s locker rooms - new tile, epoxy floor, fixtures, lighting, lockers,
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ADA
Family Changing Room - gender neutral, ADA, finishes, tile, floor moisture mitigation Replacement HVAC unit which is currently non-operational Coaches Office - new floor, paint, floor moisture mitigation Lobby/Reception Desk - Refresh with new paint, bottle filler drinking fountain, refinish desk, flooring, and lighting
Lifeguard Office - repurpose shower as storage, add exterior window to improve view of deck for lifeguards
Classrooms, storage, hallway restroom - paint, floor, ADA Administration and Maintenance Office - paint, floor
The estimated cost to do this work is $3.1M. Since this is well over the current available Project budget of $1,072,671, staff has begun prioritizing the items above to reduce the scope and thereby reduce the costs.
Prioritization
Staff evaluated the list of facility renovation projects and prioritized them based on several factors:
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;
If the renovation potentially would improve the facility’s ability to generate revenue; and The cost of the renovation.
This same criteria may apply to prioritizing the remaining facilities. Based on this, the facilities may be prioritized as follows:
1. Dougherty Station Community Center
This renovation will re-brand DSCC into an Art Center, consistent with the Parks Master Plan. The project is currently out to bid. All provisions have been made to close the facility for 5+ months so the work can be completed. There are sufficient project funds ($2.15M appropriated) to complete this work. The Art Center will result in fulfilling the needs of the community, as well as improve the ability to generate revenue with the new art studios and enlarged dance studio.
2. San Ramon Olympic Pool Building
SROP is the oldest of the City facilities identified for renovation and is in much need of repairs. The primary focus was the exterior amenities of the pool and aquatic park. Now that they are complete, the building is in need of renovation and upgrades. Staff receives complaints regularly on the aging locker rooms and other amenities in the building, including repair of the HVAC system. The cost estimates to date are over the Project budget. Staff is looking at prioritizing the items and possibly reducing the scope of work. Additionally, staff is reviewing all of the COP funded projects and any funding availability as projects are
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nearing completion. Funds can then be reappropriated to SROP. This facility renovation certainly improves the ability to generate revenue, as well as benefits the community due to the very popular year round use.
3. Dougherty Station Library
DSL was included as one of the facilities to renovate due to the items identified in the FMRP.
Although the flooring, interior painting, lighting, automatic front doors, and drinking fountain were identified to be replaced or upgraded, all these elements are in fair condition.
Concepts for renovating this library have been discussed at length with Contra Costa County Library Staff and Administration, Library Advisory Committee, and the San Ramon Library Foundation. As these discussions continue, it may be best suited to delay any work on this facility so it can be done all at once. Additionally, more community input can be obtained to determine the ultimate design of the library. Due to the limited COP funds, as well as the exorbitant costs for moving and storage needed during this renovation project, which is over 70% of the library renovation costs, it is prohibitive at this time to move forward with the work. The allocated COP funding for CIP 200004 of $2,150,000 is for both DSCC and DSL.
In the meantime, funds allocated to this DSL based on the engineer’s estimate (approximately $330,000) can be reappropriated to SROP, and staff can pursue future funding options for the DSL renovations. The current state of the library will continue to serve its purpose for the community.
FISCAL ANALYSIS
A summary of the funding allocations and analysis for each project is as follows:
Facility Project Budget
(COP)
Engineer’s
Estimate
Project
Fund
Balance
Dougherty Station Community Center
(DSCC) - CIP 200004
$2,150,000
(DSCC and DSL)
$1,810,862 $339,138
San Ramon Olympic Pool and Aquatic
Park (SROP) - CIP 200006
$2,685,974 $3,103,706 -$2,029,255*
Dougherty Station Library (DSL) - CIP
200004
$2,150,000
(DSCC and DSL)
$333,429 $5,709
*includes $1,611,523 spent on SROP exterior improvements Note, the costs for DSCC and DSL do not include the estimated moving costs of $330,499, which staff is still negotiating with the contractor. However, moving costs will increase project costs for all three projects.
The COP funding allocations are shown in Attachment A. Of the $24M in financing, $23,992,901 has been appropriated to CIP projects. As projects are completed, staff will request Council to reappropriated any remaining funds go to other COP funded projects that need funding, i.e. SROP, DSL.
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NEXT STEPS
Staff will incorporate input from the Infrastructure Committee into the prioritization and completion of these projects.
ATTACHMENT
A: 2019 Certificate of Participation Debt Service Financing - Project Funding Allocations
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ATTACHMENT A
2019 CERTIFICATE OF PARTICIPATION
DEBT SERVICE FINANCING
PROJECT FUNDING ALLOCATIONS
CIP # Project Name Budget
200002 Alcosta Senior & Community Center Renovation $ 27,061.00 905530 Bollinger Canyon Rd/IHT Overcrossing $ 2,899,000.00 200001 City Hall Reconfiguration $ 3,000,000.00
905613 Citywide Bicycle Network Improvements & Enhancements $ 1,010,000.00 915548 Citywide Drainage Infrastructure Repairs $ 500,000.00 975594 Citywide Intelligent Transportation System Upgrade $ 1,650,000.00 400002 Comprehensive Street Camera Installation $ 1,277,027.00 200004 Dougherty Station Community Center & Library $ 2,150,000.00 935564 Dougherty Valley Tree Management Program $ 2,220,000.00 000005 Pavement Management 2022 $ 3,601,000.00
200003 San Ramon Community Center Renovation $ 2,972,939.00 200006 San Ramon Olympic Pool and Aquatic Park Renovation $ 2,685,874.00 TOTAL $ 23,992,901.00
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Attachment: A: 2019 Certificate of Participation Debt Service Financing - Project Funding Allocations (3730 : City Facility Renovation