City of San Ramon
INFRASTRUCTURE COMMITTEE
AGENDA
Mark Armstrong, Chair • Scott Perkins, Vice Chair
San Ramon Olympic Pool & Aquatic Park
9900 Broadmoor Drive
Regular Meeting
2:00 PM
December 12, 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 – August 30, 2022
3. PUBLIC COMMENT
4. NEW BUSINESS
4.1 San Ramon Olympic Pool and Aquatic Park Renovation (CIP 200006) – Interior Improvements
Recommendation: Receive Report and Provide Feedback on the Prioritization of Items and Funding Needs
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. To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 72 hours in advance of the meeting at 925-973-2539 or [email protected].
Dated: December 8, 2022
MINUTES OF THE
CITY OF SAN RAMON INFRASTRUCTURE COMMITTEE
August 30, 2022
1. CALL TO ORDER
Attendee Name Title Status Arrived
Mark Armstrong Chair Present
Scott Perkins Vice Chair Absent
Sabina Zafar Councilmember Present
Attendees: Joe Gorton, City Manager; Maria Fierner, Public Works Director; Robin Bartlett, Division Manager; Scott Rennicks, Division Manager; Steven Spedowfski, Deputy City Manager; Daniel Chavarria, Senior Civil Engineer; Theresa Peterson, Associate Engineer; Kathi Heimann, Parks and Community Services Director; Jonette Fuentes, Administrative Analyst; and Andrea Stein, Administrative Coordinator
2. MINUTES APPROVAL
2.1 Infrastructure Committee - Regular Meeting - May 9, 2022 1:30 PM Minutes of the May 09, 2022 regular meeting were approved as written (Zafar/Armstrong). Passed unanimously 2-0.
RESULT: ACCEPTED [2 TO 0]
MOVER: Sabina Zafar, Councilmember
SECONDER: Mark Armstrong, Chair
AYES: Armstrong, Zafar
AWAY: Perkins
3. PUBLIC COMMENT
Chair Armstrong opened public comment. There were no written comments. There was one request from a caller to speak.
The caller stated that there needs to be signs along the trail stating a code of conduct.
There needs to be right-of-way markings for users of the trail. There also needs to be staff to handle the dog waste issues as it is unsanitary.
Chair Armstrong closed public comment.
4. NEW BUSINESS
4.1 Bollinger Canyon Road Iron Horse Trail Bicycle and Pedestrian Overcrossing Project Construction Funding Update
Ms. Fierner introduced Robin Bartlett and Theresa Peterson. Robin Bartlett gave a recap of the project and agreement with Contra Costa Transportation Authority (CCTA) and their contributions.
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Minutes Acceptance: Minutes of Aug 30, 2022 1:30 PM (Minutes Approval) 2 Infrastructure Committee Meeting – August 30, 2022
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.
CM Zafar asked if we have an option other than taking the loan. Mr. Bartlett responded another option was to go out to bid. However, that would incur higher costs and we would lose time on grant funding and may possibly lose the grant.
Chair Armstrong asked about Measure J funds, then stated that was not related to this discussion and wanted to move on.
CM Zafar would not like to go to bid with costs going up and would like this project started ASAP. Mr. Bartlett confirmed going to bid would be at the risk of increased costs.
Chair Armstrong thinks the Construction Manager General Contractor (CMCG) process is the best way to move forward and would not like this item to go out to bid.
Chair Armstrong opened public comment for item 4.1. There was one request from a caller to speak.
The caller urged this item go to the Finance Committee. The caller expressed a worry for unfinished construction and equipment being left out for long periods of time.
Chair Armstrong closed public comment.
Chair Armstrong and CM Zafar accepted the report and recommended that staff move forward with this item as New Business for City Council.
RESULT: ACCEPTED
4.2 City Facility Renovation Prioritization
Ms. Fierner summarized the agenda item and introduced Scott Rennicks for the presentation.
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
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Minutes Acceptance: Minutes of Aug 30, 2022 1:30 PM (Minutes Approval) 3 Infrastructure Committee Meeting – August 30, 2022
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 (DSCC), and Dougherty Station Library (DSL), the need to prioritize the renovations is necessary due to the limited available funds.
CM Zafar asked if the County assists with the costs associated with the library. Ms.
Heimann confirmed they do not, but the County had provided funding for the design process.
Chair Armstrong asked the number of users at the pool versus the community center.
Ms. Heimann confirmed the pool has more users, but that the revenue from the pool and community center are fairly even.
Chair Armstrong asked why the library moving costs were more than the community center. Mr. Rennicks stated the library had smaller moving parts and required the packing of books on carts which were then moved to a van and stored.
Chair Armstrong asked about CIP 200004 and if it should be split since the DSL/DSCC projects are separate. Ms. Fierner answered that for tracking purposes it would be better to separate the CIPs.
Chair Armstrong opened public comment for item 4.2. There was one request from a caller to speak.
The caller urged the committee to prioritize the pool and then the library, and stated that the community center is the least used.
Chair Armstrong closed public comment.
Chair Armstrong would prioritize the community center rebranding due to the project being in the Parks and Community Services master plan. In the meantime, he suggested looking for additional funding for the library renovation. He was 50/50 on if the pool building or community center should be completed first. He suggested public facing areas be completed first and then the staff facing areas after.
CM Zafar stated that the community center would be an art center space and be useful for all age groups to use. The Dougherty Valley is in need of a cultural facility and the investment would benefit the community. Ms. Heimann confirmed that it would be a visual and performance arts location with a large dance studio, gallery space, and would be more open and welcoming after the renovation.
Chair Armstrong gave his final notes and thoughts on the prioritization.
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Minutes Acceptance: Minutes of Aug 30, 2022 1:30 PM (Minutes Approval) 4 Infrastructure Committee Meeting – August 30, 2022
Chair Armstrong and CM Zafar accepted the report.
RESULT: ACCEPTED
5. COMMITTEE MEMBER COMMENTS
None.
6. UNFINISHED BUSINESS
None.
7. ADJOURNMENT
Chair Armstrong adjourned the meeting at 2:53 p.m.
The next meeting of the Infrastructure Committee to be determined.
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Minutes Acceptance: Minutes of Aug 30, 2022 1:30 PM (Minutes Approval)
INFRASTRUCTURE COMMITTEE
DATE: December 12, 2022
TO: Infrastructure Committee/City Manager
FROM: Maria Fierner, Public Works Director
By: Sandy Martin, Program Manager
SUBJECT: San Ramon Olympic Pool and Aquatic Park Renovation (CIP 200006) – Interior Improvements
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. Funding for SROP was approved as part of the FY 2020/21 adopted Capital Improvement Budget for San Ramon Olympic Pool and Aquatic Park Renovations - CIP 200006 in the amount of $2.6M, funded by the 2019 Certificate of Participation (COP) Debt Financing. With the completion of the exterior renovations in 2020, proposed improvements have now been identified for the interior renovation work. The interior items were prioritized due to a shortfall in project funds as a result of the actual costs for the exterior renovations. It has been determined additional funding is required to complete the priority items.
RECOMMENDED ACTION
Staff recommends that the Infrastructure Committee receive the report and provide feedback on the prioritization of items and funding needs for San Ramon Olympic Pool and Aquatic Park Renovation (CIP 200006) - Interior Improvements.
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 projects identified in the Five-Year FMRP, staff realized that this methodology would result in annual interruptions to programs and closures of 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:
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Alcosta Senior and Community Center (ASCC) Renovation Project - CIP 200002 San Ramon Community Center (SRCC) Renovation Project - CIP 200003 Dougherty Station Community Center (DSCC) - portion of CIP 200004 Dougherty Station Library (DSL) - portion of CIP 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 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. The renovation work for DSCC is currently in negotiation for contract. The renovations for the DSL have been separated from the scope of the renovations for the DSCC and will be undertaken at a future date with input from City staff and Contra Costa County. Staff is currently working to finalize the design of the interior components of SROP.
DISCUSSION
In line with the other facilities renovations, funding for SROP was included in the 2019 Certificates of Participation (COP) Debt Financing in the amount of $2.6M. This amount was intended to complete both the interior and exterior renovations identified in the FMRP for SROP.
To date, the following components have been completed: the replaster of the 50-Meter Pool and Children’s Play Pool; deck and drainage repairs: a new Children’s Play Structure; and miscellaneous pool repairs/improvements. The total cost for these elements of the Project was $1,527,329. 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. For reference, the 50M pool and maintenance shed were built in 1974 and the life expectancy of pool plaster is approximately ten years and has been resurfaced regularly since the complex was built.
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. While components such as flooring, tile and carpet have been completed in the past, this is the first major renovation for the building. The areas, along with corresponding ADA upgrades, originally identified for this renovation include the following:
Replacement HVAC unit which is currently non-operational Men’s and women’s locker rooms - new tile, epoxy floor, fixtures, lighting, lockers Coaches Office - new floor, paint, floor moisture mitigation Family Changing Room - gender neutral, finishes, tile, 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 an exterior window to improve view of deck for lifeguards
Classrooms, storage, hallway restroom - paint, floor
Administration and Maintenance Office - paint, floor
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The most recent cost estimate to complete all of the renovation work identified is $3.4M, which includes construction and design administration. Since this is well over the current available project budget of $1,072,671, staff began prioritizing the items above to reduce the scope and thereby reduce the costs and look at savings associated from prior COP funded projects and current CIP projects that might bridge the funding gap.
Prioritization
Similar to the process used to prioritize the other facility renovation projects, staff prioritized the interior renovation items based upon 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.
Based upon the criteria above, Public Works and Parks and Community Services staff prioritized the interior renovations. On Wednesday, October 12, 2022, staff presented the recommended prioritization to members of the Parks and Community Services Commission. The Commission did not make any changes to the priorities. The renovation work is prioritized as follows:
Priority Items Description
1 HVAC Replacement Replacement
2 Locker Rooms ADA Upgrades & Finish Upgrades/Updates - New fixtures, floor, lockers, lighting, toilet partitions/countertops/benches, exhaust fan
3 Family Changing Room Gender Neutral, ADA Upgrades & Finishes - Complete refresh 4 Coach’s Office Finishes and moisture mitigation for floor 5 Lobby/Reception Desk Refresh lobby - new finishes, bottle filler drinking fount, refinish desk, flooring, lighting
6 Lifeguard Office Repurpose Shower; add exterior window 7 Classrooms, Hallway,
Restroom
Finishes and ADA Upgrades
8 Administration Offices Finishes
Fund Transfers to Project Budget
Several projects within the Capital Improvement Program have fund balances that could be transferred into the SROP Renovation CIP 200006 to increase the available budget. The City Facilities Floor Covering Replacement (CIP 925432) currently has a balance of $57,130, which was originally allocated to complete a tile replacement project at SROP. The funding source is the Infrastructure Maintenance Fund. In addition, the SRCC Renovation Project (CIP 200003) will have a fund balance of approximately $198,000 from the 2019 Certificates of Participation Debt Financing once the exterior work has been completed. The City Hall Reconfiguration Project (CIP 200001) has a fund balance of $190,320 from General Fund Reserves. Transferring
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these funds would increase the current available Project budget from $1,072,671 to $1,518,475, as summarized in the following table:
CIP No. CIP Project Funding Source Transfer
Amount
925432 City Facilities Floor Covering
Replacement
Infrastructure Maintenance
Fund
$ 57,130
200003 San Ramon Community Center
Renovation Project
2019 COP $ 198,000
200001 City Hall Reconfiguration
Project
General Fund Reserves $ 190,320
TOTAL FUND TRANSFERS $ 445,450
SROP - Current Project Balance $ 1,072,671
SROP - New Project Balance $ 1,518,121
FISCAL ANALYSIS
The current Five-Year CIP includes funding in the amount of $2.6M from the 2019 Certificates of Participation Debt Financing to complete the renovation of the San Ramon Olympic Pool and Aquatic Park (CIP 200006).
The exterior work has been completed, but required unforeseen additional work. Should the transfer of fund balances illustrated in the table above be approved, the remaining project balance is $1,518,121. Staff worked with Roebbelen Construction Management to identify pricing, including design, construction management fees and a 20% contingency, for the top five priority items to determine which could be completed with the remaining project budget. Those costs are shown in the table below.
Priority Items Description Cost
Estimate
1 HVAC Replacement Replacement $ 274,500
2 Locker Rooms ADA & Finish Upgrades/Updates - New
fixtures, floor, lockers, lighting, toilet
partitions/countertops/benches, exhaust fan
$ 1,892,465
3 Family Changing
Room
Gender Neutral, ADA & Finishes -
Complete refresh
$ 84,691
4 Coach’s Office Finishes and moisture mitigation for floor $ 59,300 5 Lobby/Reception
Desk
Refresh lobby - new finishes, bottle filler
drinking fount, refinish desk, flooring,
lighting
$ 511,251
Total Priority Items 1 - 5 $ 2,822,207
Unfortunately, the remaining fund balance ($1,518,121) is not sufficient to complete the prioritized list of renovation work at this time. Staff is recommending completing the top two
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priority items. The top two priority items include the HVAC replacement, which is currently inoperable, and the renovation of the locker rooms, due to their current condition, for a total project cost of $2,166,965. Completing these two items leaves the project with a shortfall of $648,844. To bridge the gap in funding, staff reviewed the fund balances and current projects identified in the CIP Budget for FY 22/2023. These are projects currently funded by the Infrastructure Maintenance Fund (IMF). Staff reviewed and reprioritized these projects based upon the impact to the facility, current condition and safety. Staff identified funds that can be reallocated to CIP 200006 as a result of savings from previous projects and current projects that can be reprioritized. Those projects and the amount to be reallocated are listed in the table below.
CIP Project Name Amount to
Transfer
CIP 925425 - City Facilities HVAC Duct Cleaning and Equipment Replacement
$ 66,000
CIP 925532 - Citywide Exterior Painting & Sealing $ 150,000 CIP 925418 - Forest Home Farms Structures $ 150,000
CIP 925515 - Interior Amenities $ 163,059
CIP 925479 - San Ramon Olympic Pool and Aquatic Park Equipment Replacement
$ 29,000
CIP 925433 - City Facilities Roof Covering Maintenance and Replacement $ 29,000 Total $ 587,059
The reallocation of the funds listed above does not fully fund the project. Staff reviewed the IMF and found that the fund balance is currently $176,588. Staff is recommending that an appropriation of $61,785 be made from the IMF to the San Ramon Olympic Pool and Aquatic Park Renovation CIP 200006 in order to complete the project.
Staff is requesting that the Committee receive the report and provide feedback on the proposed priority of the items to be completed and the proposed funding for the San Ramon Olympic Pool and Aquatic Park Renovation Project CIP 200006. Final cost estimates will be obtained based upon the Committee’s input. Pending the results of the bids received, the costs of bid items may be less.
NEXT STEPS
Incorporate feedback from the Infrastructure Committee. Complete the bidding process.
Prepare City Council staff report to award contract and appropriate additional funds for the renovation of SROP, as recommended by the Committee. Complete the interior renovations of SROP and hold a “Grand Re-Opening”.
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