TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Bruce Moe, Finance Director
SUBJECT:Title
Appropriate Funds in the Amount of $69,400 for the Preparation of a Needs Assessment / Feasibility Study for the Potential Replacement of Fire Station No.2, Municipal Pool, and Parking Structure / City Hall and to Conduct a Community Survey to Gauge Support for Revenue Enhancements to Fund Capital Improvements (Public Works Director Olmos).
APPROVE; APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Appropriate funds from the Capital Improvement Project (CIP) Fund in the amount of $44,400 for the preparation of a Needs Assessment / Feasibility Study for the Potential Replacement of Fire Station No.2, Municipal Pool, and Parking Structure / City Hall from the Capital Improvement Fund, and
2. Approve a design contingency in the amount of $9,900, which is included in the $44,400 fee,
3. Authorize City Manager to approve additional work within the design contingency amount and execute contract amendments, as required; and
4. Direct staff to conduct a community survey to gauge public support for revenue enhancements to fund capital improvements, and appropriate $25,000 for that purpose from the CIP Fund.
Body
FISCAL IMPLICATIONS:
If the appropriation is approved, the City Manager will execute a professional services agreement with Griffin Structures for the preparation the mentioned Needs Assessment / Feasibility Study within his delegated authority. Griffin Structures proposed to perform the work for a total fixed fee of $49,500. From this fee, $15,000 would be funded from CIP No.15829E for Fire Station No.2 and the remainder would be funded from available Capital Improvement Funds.
A community survey firm will be engaged to poll our community on potential revenue enhancements needed to fund capital improvement projects. The cost is estimated to be $25,000 and will be contracted under the City Manager’s authority.
BACKGROUND:
The current City’s Capital Improvement Program (CIP) includes 59 active projects from various categories. The CIP primarily includes projects that will improve the condition of existing infrastructure, but does not include major facility replacement projects to address growing operational/programming needs.
At the November 17, 2016 City Council meeting, City Council directed staff to prepare a Needs Assessment / Feasibility Study for the potential replacement of Fire Station No.2, Municipal Pool, and Parking Structure / City. The study is to develop the scope-of-work, calculate conceptual level cost estimates, analyze funding options, and identify potential next steps.
Subsequently, the City Council directed staff to explore revenue-generating options to potentially fund these and other City priorities into the future. As a first step, staff recommends conducting a community survey to gauge support for revenue enhancements during the November 2016 election cycle. If City Council directs staff to proceed with polling, staff will select a qualified firm to perform the community survey.
DISCUSSION:
Needs Assessment / Feasibility Study
Staff solicited proposals for the preparation of a Needs Assessment / Feasibility Study for the potential replacement of Fire Station No.2, Municipal Pool, and Parking Structure / City Hall. Proposals were received from Griffin Structures, Inc. and from Kitchell (Attachments 1 and 2).
Griffin Structures, Inc. based in Irvine, California has been in business for over three decades with expertise in Program/Project/Construction Management while primarily focusing on public facilities for public agencies. They have extensive experience in taking a project from concept to construction and assisting their clients every step of the way. Specifically, they have built fire stations, community pools, and Civic Centers. They have teamed up with LPA, Inc. for the architectural and engineering portion of the project. Their proposed fee for the effort is $49,500.
Kitchell based in Costa Mesa, California has been in business for twenty years. They also have expertise in assisting public agencies on improving or replacing public facilities and have an impressive list of past similar projects. They have in-house architects and engineers and also provide on-call services to over 20 different California agencies so they are extremely familiar with City standards and processes. They propose to perform the work entirely in-house for a fee of $73,107.
City staff reviewed both proposals and interviewed both firms. Staff selected Griffin Structures for their recent experience with numerous Needs Assessments for other Southern California cities and their cost competitiveness. Since Griffin Structures, Inc.’s fee is within the City Manager’s delegated authority limit. The City Manager will execute a professional services contract if City Council approves the requested appropriation.
Community Survey
The primary purpose of the survey is to produce an unbiased, statistically reliable evaluation of community’s interest in supporting local revenue measures to address capital or other community needs in the City of Manhattan Beach. Additionally, should the City decide to move forward with a measure, the survey data would provide guidance as to how to structure a measure so that it is consistent with the community's priorities and expressed needs. Specifically, the polling would be designed to:
• Gauge current, baseline support for a local revenue measure
• Identify the types of revenue enhancements (e.g., sales tax, transient occupancy tax, etc.) and rates that the community is willing to support
• Identify the types of services and improvements that voters are most interested in funding, should the measure pass
• Expose voters to arguments in favor of, and against, the proposed measure to gauge how information affects support for the measure, and
• Estimate support for the measure once the community is presented with the types of information they will likely be exposed to during the ballot proceeding.
POLICY ALTERNATIVES:
City Council may choose to not approve the proposed appropriation.
Pros: Funds would not be spent.
Cons: The Needs Assessment / Feasibility Study will not proceed as City Council had previously directed.
CONCLUSION:
Staff recommends that City Council:
1. Appropriate funds from the Capital Improvement Project (CIP) Fund in the amount of $44,400 for the preparation of a Needs Assessment / Feasibility Study for the Potential Replacement of Fire Station No.2, Municipal Pool, and Parking Structure / City Hall from the Capital Improvement Fund, and
2. Approve a design contingency in the amount of $9,900, which is included in the $44,400 fee,
3. Authorize City Manager to approve additional work within the design contingency amount and execute contract amendments, as required; and
4. Direct staff to conduct a community survey to gauge public support for revenue enhancements to fund capital improvements, and appropriate $25,000 for that purpose from the CIP Fund.
Attachments:
1. Griffin Structures Inc Proposal
2. Kitchell Proposal