TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
Tony Olmos, Director of Public Works
Juan Price, Maintenance Superintendent
SUBJECT:Title
Report Regarding Condition of City Facilities and Parking Structures (Public Works Director Olmos).
RECEIVE REPORT AND APPROVE RECOMMENDED OPTION
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_________________________________________________________
Recommended Action
RECOMMENDATION:
Receive and File the Facilities Assessment Study and the Parking Structures Assessment and Authorize Staff to incorporate the Recommended Option (Life Safety items for Facilities, Pier Improvements, and Priority 1 items for Parking Structures) into the FY 13-14 and FY 14-15 Capital Improvement Program.
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FISCAL IMPLICATIONS:
The cost of maintaining, repairing and renovating general use City facilities (e.g., parks, community centers, etc.) is funded primarily through the City's Capital Improvement Fund with the exception of parking structures (which are supported by parking fund revenues). Each year's budget includes resources of approximately $100,000 for on-going maintenance and repair, though this amount historically has not been sufficient and has resulted in deferred maintenance.
The cost to implement the recommended option is $546,711 for the Capital Improvement Fund; $1,589,537 for Pier Fund; and $417,000 for the Parking Fund. There is sufficient fund balance available in all cases to fund the recommended option. For FY 2015/16 and beyond, funding will have to be identified as set forth in the proposed Five Year CIP or as needed and available in the annual operating budget.
BACKGROUND:
One of the three-year goals of the City's adopted Strategic Plan is to: "Assess the City's facilities, including costs to maintain and improve current facilities, and report results to the City Council." On December 28, 2012, staff published a Request for Proposals with a Scope of Work detailing the tasks to be completed and the work product to be delivered.
Staff solicited proposals to produce the Facilities Assessment Study and received 12 responses. Final selection was made based upon proposal content, prior experience of the firm, specific experience and capabilities of the designated Project Manager, and support staff. City Council approved an agreement with Faithful+ Gould to provide the Facilities Assessment Study at the May 7, 2013 regular meeting.
Additionally, a Request for Proposal for the assessment of three of the City's five parking structures was issued. The lots to be examined were as follows:
· Lot 2 - 222 12th Street
· Lot 3 - 1155 Morningside Drive
· Lot 4 - 3714 Highland Avenue
The other two parking structures located at City Hall and the Metlox site are of modern design and were excluded from this survey because of their newness.
The City received eight responses. Consultant selection was based upon the understanding of the scope of work, experience in the area of service, the consultant's recommended approach, and cost effectiveness. City Council awarded a contract to Walker Restoration Consultants at the July 16, 2013 regular meeting to perform the parking structure assessment.
DISCUSSION:
FACILITIES ASSESSMENT STUDY
The purpose of the Facility Condition Assessment is to document the current condition of identified facilities through:
· Identification of Life Safety items such as fire alarms, fire suppression, ADA
· Identification of deferred maintenance items
· Systems or components nearing end of life such as roofing, heating and cooling, lighting, etc.
· Identification of significant ongoing maintenance needs, such as interior and exterior painting
· Identification of lead and asbestos containing materials
The report documents deferred maintenance, prioritizes maintenance needs, and identifies remaining useful life. The report includes itemized work sorted by type and per facility, and will serve as the basis of future maintenance and capital improvement funding decisions.
The report also included hazardous material testing. The employed testing methods were non-destructive and any positive identification of suspect material was not deemed hazardous or actionable. Remediation efforts, if any, will be employed at the time renovation or repair.
The primary work product is an assessment of each facility and the sub-systems within the facilities, including cost estimates to bring the facilities to a state of good repair. The report recommends priority projects for each facility as well as priorities for facilities overall. In total, approximately $10.5 million will be needed within the next ten years to bring the facilities to meet the needs identified.
The methodology employed to rate each facility is known as the Facility Condition Index or FCI, and is derived by dividing the required and recommended maintenance costs by the current replacement cost of a building. The ratio is expressed as a percentage and is ranked per the following ranges:
0%-5% Good
5%-10% Fair
Over 10% Poor
Repairs and upgrades were completed at the Joslyn Community Center and the Manhattan Heights Community Center and both are now rated as "Good", a rating we would expect to see on additional buildings should we complete additional projects.
The project selection and implementation process can be achieved through several different options. Each methodology has drawbacks and advantages which has been taken into consideration in developing the Recommended Option.
Option 1:
Renovation of projects by facility or site ($10.5 million)
City Hall Annex $ 424,250
City Hall $1,413,108
Creative Arts Center $ 373,285
Fire Stations $ 301,912
Joslyn Community Centers $ 470,134
Live Oak Park $1,116,134
Manhattan Heights Park $ 617,885
Manhattan Village Soccer Field $ 134,885
Marine Avenue Sports Complex $ 269,746
Marine Avenue Park $ 241,228
Pier Roundhouse & Comfort Stations $1,589,537
Polliwog Park $ 407,307
Premier Baseball Field $ 90,321
Public Safety Building & Fire Station #1 $1,822,320
Public Works Buildings $ 946,971
Sand Dune Park Office and Restrooms $ 283,065
Advantages -
Under the supervision of a General Contractor who coordinates all required work. Occupants are inconvenienced once and a fully refurbished facility is returned to regular use and programmed maintenance. Abatement of any potentially hazardous material can be completed in entire facility at one time. Easier to promote unified aesthetics. Initial cost may be less due to regular maintenance items such as painting being completed only once.
Challenges -
Some components or systems may have some useful life remaining at time of refurbishment. In addition, there are regular maintenance items such as painting that will require repeated application within the 10 year period.
Option 2:
Upgrades and replacements by trade or discipline ($10.5 million)
Structural $ 216,068
Elevation Repair $1,744,552
Roof Covering $ 444,747
Interior Finishes* $ 233,255
Elevator $ 12,180
Plumbing $ 842,026
HVAC $ 670,143
Fire & Life Safety $ 297,725
Electrical $ 598,763
Furnishings $ 98,650
Site Systems $3,244,002
*Improvement program recommends interior finishes to be performed on a regular cycle. Initial cost may be less, but the entire amount would be needed over the 10 year period.
Advantages -
Specialty trades easier to specify and manage; systems age consistently over time.
Challenges -
Significant and recurrent disturbance or displacement of building occupants and/or programs as various trades work through facilities. Coordination of work with other disciplines. Replacement work at times requires partial demolition to gain access to system components; repair may not present unified appearance.
Option 3:
By current condition rating- all "Poor" ratings tallied ($1,948,120)
Fire Station No 2* - Gymnasium $ 21,010
Joslyn - Scout House $217,956
Live Oak Park - Kiln Enclosure $ 9,425
Live Oak Park - Recreation Center $269,592
Live Oak Park - Recreation Hall $248,478
Live Oak Park- Storage Shed $ 10,969
Manhattan Village Soccer Field - Storage Shed $ 4,406
Marine Avenue Park - East Storage Building $ 19,181
Marine Avenue Park - Community Building $107,640
Pier - Roundhouse $398,211
Pier - Comfort Station $226,618
Polliwog Park - Electric Room and Park Storage $ 44,363
Premier Baseball Field - Storage $ 17,900
Premier Baseball Field - Restrooms $ 69,306
Sand Dune Park Office and Restrooms $283,065
Advantages- Addresses those facilities which have the highest FCI first
Challenges- No consideration of highest use buildings or priority programs.
Staff recommends an approach in which all life safety items are addressed immediately and remaining identified work is completed by revenue source and urgency/need. The Municipal Pier, Roundhouse, and Comfort Station are identified as first priority due to the extreme environment in which they are built and the end of useful life on many critical elements. As a City landmark and high usage facility, the current maintenance needs of the Pier, Roundhouse, and Comfort Station are highly visible and are critical in preserving these iconic structures.
Similar methodology will be used to develop projects in upcoming years. In future budget years, staff will explore the feasibility of performance contracting. The City has prior experience with this approach, which ties items identified as energy and sustainability with other identified needs such as HVAC and controls, glazing, and lighting into a comprehensive package. A major advantage of the performance contract approach is that energy savings is factored into the budgeting plan.
Facilities maintenance staff will address some of the smaller items identified through the study in its regular operating budget, which would include smaller projects such as utility buildings. Additionally, some site work will be addressed during staff's regular maintenance schedules, especially parking lot sealing and striping.
Staff also recommends funding the Facility Improvements at approximately $1 million per year beginning in FY 15-16 in order to address all deficiencies within an 8 year timeframe. The Scout House and Fire Station 2 will not be included in the immediate repair list, except for those items identified as life/safety. There remains a possibility that the City will enter into an agreement with the local Boy Scout troop to fund a new Scout House facility through a community fundraising effort led by the troop. Fire Station 2 may be delayed until a recommended design feasibility study is completed to ensure the building will adequately meet the needs of the Fire Department as an essential facility and refine total design and construction costs. These facilities can be revisited as staff prepares for the FY 15/16 budget year, as any outstanding have been addressed.
Recommended Option
Fiscal Years 13/14 & 14/15 ($546,711)
Life Safety $506,711
City Hall Annex $106,281
City Hall $112,643
Creative Arts Center $ 57,279
Fire Station No 2* $ 78,590
Joslyn Community Center $ 31,160
Live Oak Park $ 43,278
Manhattan Heights Park $ 10,600
Pier Roundhouse & Comfort Station $ 12,180
Polliwog Park $ 12,500
Public Safety Building & Fire Station #1 $ 40,000
Sand Dune Park Office and Restrooms $ 2,200
Public Works Restrooms, Locker Room $ 40,000
Pier Projects ($1,589,537)
Pier Comfort Station $ 226,619
Pier Roundhouse $ 196,251
Pier Sewer $ 87,232
Pier Piles, Decking, Electrical, Railings $1,079,435
*Fire Station 2 is being considered as a standalone Capital Project
PARKING STRUCTURES ASSESSMENT
Lots 2, 3 and 4 were constructed in the late 1970's and were damaged and repaired as a result of the Northridge Earthquake in 1994. The assessment performed on the parking structures included seismic evaluation, physical testing of the concrete, recommended repairs, preventive maintenance recommendations, and associated costs extended over ten years.
The initial Tier I seismic evaluation indicates that Lots 2 and 4 meet current life safety codes. The consultant team recommends further seismic evaluation of Lot 3, as the Tier I investigation indicates that the structure does not meet current codes and more testing will be required before additional recommendations and any associated costs can be forwarded to the City.
Due to coastal proximity, all of the lots suffer from corrosion of reinforcing steel and chloride infiltration. Waterproofing of top decks with a urethane based waterproofing compound is recommended. The corrosion problem is exacerbated at Lot 3, as it is of steel beam construction. In this particular case, a passive galvanic protection system is recommended in addition to the urethane coating.
In summary, Walker Restoration Consultants identifies a need of approximately $2.1 million be to bring the parking structures to address the most immediate parking structure needs.
Staff recommends that all $417,000 of the Priority 1 recommendations be funded for inclusion in the first year of the upcoming Capital Improvement Program (CIP) which includes:
Recommended Option
Fiscal Years 13/14 & 14/15
Parking Lots 2, 3, 4- Priority 1 Repairs ($417,000)
Floor Repair- Partial Depth- Lots 2,3,4 $ 73,500
Floor Repair- Full Depth- Lots 2,3,4 $ 36,000
Floor Repair- Curbs- Lot 2 $ 1,500
Ceiling Repair- Partial Depth- Lot 4 $ 12,500
Column Repair- Lot 4 $ 500
Beam Repair- Lot 2 $ 4,000
Concrete Stair Tread Repair- Lot 2 $ 1,000
Vehicle Barriers- Lots 2,3,4 $148,500
Post Tension Strand Repair- Lots 2,4 $ 60,000
Post Tension Strand Protection- Lots 2,4 $ 7,500
Height Restriction Bars- Lots 2,3,4 $ 20,500
Remove Trip Hazard- Lot 4 $ 1,500
Tier 2 Seismic Evaluation- Lot 3 $ 50,000
Staff then recommends that the balance of $1.7 million be programmed within the subsequent years of the 5 year Capital Improvement Program.
Attachments:
1. Facility Condition Assessment - Executive Summary Report - Manhattan Beach (12-10-13 CC meeting)
2. City of Manhattan Beach Parking Structures Report Abbreviated (hard copy)
3. Facility Condition Assessment Report- City Hall Annex - Rev A (hard copy)
4. Facility Condition Assessment Report- City Hall - Rev A (hard copy)
5. Facility Condition Assessment Report- Creative Arts Center - Rev A (hard copy)
6. Facility Condition Assessment Report- Fire Station 2 - Rev A (hard copy)
7. Facility Condition Assessment Report- Josyln Community Center - Rev A (hard copy)
8. Facility Condition Assessment Report- Live Oak Park - Rev A (hard copy)
9. Facility Condition Assessment Report- Manhattan Heights Park (hard copy)
10. Facility Condition Assessment Report- Manhattan Village Soccer Field - Rev A (hard copy)
11. Facility Condition Assessment Report- Marine Avenue Park - Rev A (hard copy)
12. Facility Condition Assessment Report- Marine Avenue Sports Complex (hard copy)
13. Facility Condition Assessment Report- Pier Roundhouse and Comfort Station - Rev B (hard copy)
14. Facility Condition Assessment Report- Polliwog Park - Rev A (hard copy)
15. Facility Condition Assessment Report- Premier Baseball Field (hard copy)
16. Facility Condition Assessment Report- Public Safety Building and Fire Station No. 1 - Rev A (hard copy)
17. Facility Condition Assessment Report- Public Works - Rev A (hard copy)
18. Facility Condition Assessment Report- Sand Dune Park - Rev A (hard copy)
19. City of Manhattan Beach Parking Structures Report (hard copy)