City of Culver City, California
City Council Agenda Item Report|1010|RECOMMENDATION:
That the City Council rescind the budget amendment adopted at the December 5,
2005 meeting (Item Number A-1, motion 1); authorize staff to submit an application
for a Proposition 40 per Capita Funds in the amount of $50,000 for the Teen Center
Roofing Improvements; upon grant execution, approve a budget amendment to
appropriate $50,000 from Proposition 40 Per Capita Funds to the Grants Account
#42300819.730100 for Teen Center Remodel Project (P-819) Roofing
Improvements; and reallocate $50,000 of Park Facilities Fund (#41900819) from
Roofing Improvements to Floor Improvements.
A 4/5ths vote is required to rescind and/or adopt a budget amendment.
BACKGROUND:
Fiscal Year 05-06 Capital Improvement Budget includes the Teen Center Remodel
Project, P-819 (Project). The City was awarded a grant in the amount of $262,500
for the Teen Center Remodel Project from the Murray-Hayden Urban Parks and
Youth Service Grant. The City was required to provide matching funds in the
amount of $112,500 authorized from the General Fund by City Council for total grant
project of $375,000.
Meeting Date: 01/30/06 Item Number: C-2
AGENDA ITEM: Rescind the Budget Amendment Adopted at the December 5,
2005 Meeting (Item Number A-1, Motion 1); Authorize staff to submit an
application for a Proposition 40 per Capita Funds in the amount of $50,000 for the
Teen Center Roofing Improvements; Upon Grant Execution, Approve a Budget
Amendment to Appropriate $50,000 From Proposition 40 Per Capita Funds to the
Grants Account #42300819.730100 for Teen Center Remodel Project (P-819)
Roofing Improvements; and Reallocate $50,000 of Park Facilities Fund
(#41900819) from Roofing Improvements to Floor Improvements.
Contact Person/Dept.: Marty Nicholson Phone Number: (310) 253-6662
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (01/26/06); Parks and Recreation Commission (01/26/06)
Department Approval:
Bill La Pointe (01/26/06)
CAO Approval:
Martin R. Cole for Jerry B. Fulwood
(01/26/06)
City Controller Approval:
Marlee Chang (01/26/06)City of Culver City, California
City Council Agenda Item Report|1010|Subsequently staff determined the roof of the Teen Center was failing and could
ultimately leak into the Teen Center rooms. The project scope was revised to
include roofing improvements and was added to Fiscal Year 05-06 Capital
Improvement Budget and approved by City Council. With the $60,000 for roof
improvements the total approved project cost is $435,000.
The Teen Center Remodel Project has been under construction since October 17,
2005. It is anticipated the Project will be completed by Spring 2006. As the Project
moved along it was discovered that there were two areas regarding the Project that
were not anticipated during the initial bidding processing. Those two areas include
1) Moisture and cracks in the Teen Center floor and 2) Relocation of the janitor
room. In addition, staff became aware that additional funds for structural and
engineering services were needed in order to complete the project on time. Staff
met with the City Council Subcommittee (Councilmembers Corlin and Gross) and it
was agreed that the City’s Proposition 40 Per Capita Funds would be allocated for
the additional project costs.
DISCUSSION:
At the December 5, 2005 meeting, the City Council (1) authorized a total allocation
of $50,000 ($25,000 for Teen Center Floor Finishing/Janitor Room Relocation and
$25,000 for professional services/construction contingencies) from Proposition 40
Per Capita Funds to Grants Expenditure Account #42300819.720100 and Grants
Revenue Account #42300850.340860 for the Teen Center Remodel Project, P-819;
and (2) authorized the City Council Subcommittee to approve project changes up to
the additional $25,000 from the professional services/contingency funds requested
(Attachment 1).
Subsequent to the meeting of December 5, 2005, staff examined Proposition 40 Per
Capita Fund Grant application requirements more closely and it seemed that the
Teen Center Floor Finishing would not be eligible and that the Roofing Improvement
Project would be considered more favorably by the State. This was confirmed via a
telephone conversation with the State Project Officer on January 19, 2006.
Therefore, in order to increase the likelihood of receiving Proposition 40 Per Capita
funds for the Teen Center Remodel in a timely manner, staff recommends that the
City Council rescind the budget amendment adopted at the December 5, 2005
meeting (Item Number A-1, Motion 1); authorize staff to submit an application for a
Proposition 40 per Capita Funds in the amount of $50,000 for the Teen Center
Roofing Improvements; upon grant execution, approve a budget amendment to
appropriate $50,000 from Proposition 40 Per Capita Funds to the Grants Account
#42300819.730100 for Teen Center Remodel Project (P-819) Roofing
Improvements; and reallocate $50,000 of Park Facilities Fund (#41900819) from
Roofing Improvements to Floor Improvements.City of Culver City, California
City Council Agenda Item Report|1010|These recommendations have been approved by the City Council Teen Center
Remodel Subcommittee and will provide a much more viable grant application for
the Proposition 40 Per Capita Funds. The recommendations leave the second
motion of Item Number A-1 adopted by Council at the December 5, 2005 meeting in
tact. The second motion authorizes the City Council Teen Center Remodel
Subcommittee to approve contingency expenditures.
FISCAL ANALYSIS:
The total amount of funding for the Teen Center Remodel, as previously allocated by
Council, will not change. These recommendations affect only the manner in which
Park Facilities Fund (#41900819) and Proposition 40 Per Capita funds will be used
for the Teen Center Remodel Project (P-819). This is demonstrated by the table
below:
It is recommended that the December 5, 2005 budget amendment be rescinded and
the budget amendment proposed herein be adopted in order to allow staff to submit
a Proposition 40 Per Capita Project Application for the Roofing Improvement
element of the Teen Center Remodel.
The total City Funds currently authorized for the project remains $172,500. Staff is
recommending that $50,000 of the Park Facilities Fund (#41900819) be reallocated
to cover the Teen Center Floor Finishing/Janitor Room Relocation and for
professional services/construction contingencies (as approved by the City Council
Teen Center Remodel Subcommittee).
Funding Description Amount Staff Recommendation
Murray-Hayden Urban Parks
Grant
$262,500 none
General Fund Grant Matching
Funds
$112,500 none
Proposed Prop 40 Per Capita
Funds
$50,000 Authorize staff to submit a Prop 40
grant application for $50,000 for Teen
Center Roofing Improvements
instead of the Floor Finishing, etc.
(as authorized at the meeting of
12/05/05).
Park Facilities Fund
(#41900819)
$60,000 Reallocate $50,000 from Roofing
Improvements to Floor Finishing,
Janitor Room Relocation,
contingencies, etc. $10,000 would
remain authorized to be spent on
Roofing Improvements.
TOTAL PROJECT COSTS: $485,000 noneCity of Culver City, California
City Council Agenda Item Report|1010|Any funds from the Proposition 40 allocated $50,000 not spent on the Teen Center
Remodel Project would be returned to the Proposition 40 Per Capita grant account
for the City to allocate to other park projects.
ATTACHMENTS:
1. Agenda Item dated December 5, 2005 entitled “Approval of a Budget
Amendment to Appropriate $50,000 From Proposition 40 Per Capital Funds to
the Grants Account #42300819.730100 for the Teen Center Remodel Project.”
MOTION:
That the City Council:
1. Rescind the budget amendment adopted on December 5, 2005 to authorize a
total allocation of $50,000 ($25,000 for Teen Center Floor Finishing/Janitor Room
Relocation and $25,000 for professional services/construction contingencies)
from Proposition 40 Per Capita Funds to Grants Expenditure Account
#42300819.720100 and Grants Revenue Account #42300850.340860 for the
Teen Center Remodel Project, P-819;
AND
2. Authorize staff to submit an application for Proposition 40 Per Capita Funds in
the amount of $50,000 for the Teen Center Roofing Improvements;
AND
3. Upon receipt of the Proposition 40 Per Capita grant execution document,
authorize an allocation of $50,000 from Proposition 40 Per Capita Funds to
Grants Expenditure Account #42300819.720100 and Grants Revenue Account
#42300850.340860 for Teen Center Remodel Project (P-819) Roofing
Improvements;
AND
4. Reallocate $50,000 of Park Facilities Fund (#41900819) from Roofing
Improvements to Flooring Improvements.
A 4/5ths vote is required to rescind and/or adopt a budget amendment.
MEETING DATE January 30, 2006
AGENDA ITEM Rescind the Budget Amendment Adopted at the
December 5, 2005 Meeting (Item Number A-1, Motion 1), Authorize staff to
submit an application for a Proposition 40 per Capita Funds in the amount
of $50,000 for the Teen Center Roofing Improvements, Upon Grant
Execution, Approve a Budget Amendment to Appropriate $50,000 From
Proposition 40 Per Capita Funds to the Grants Account #42300819 730100
for Teen Center Remodel Project (P-819) Roofing Improvements, and
Reallocate $50,000 of Park Facilities Fund (#41900819) from Roofing
Improvements to Floor Improvements
ATTACHMENTS
Panes|109| Agenda Item dated December 5, 2005 entitled 1-11
"Approval of a Budget Amendment to Appropriate
$50,000 From Proposition 40 Per Capital Funds to
the Grants Account #42300819 730100 for the
Teen Center Remodel Project"City of Culver City California
Attachment 1
City Council Agenda Item Report
Meeting Date 12/05/05 Item Number A-1
AGENDA ITEM Approval of a Budget Amendment to Appropriate $50,000 From
Proposition 40 Per Capita Funds to the Grants Account #42300819 730100 for the
Teen Center Remodel Project
Contact Person/Dept Marty Nicholson Phone Number (310) 253-6662
Fiscal Impact Yes pg No [I General Fund Yes 0 No EEC
Public Hearing 0 Action Item ) [S] Attachments [X]
Public Notification
Master Notification List (11/30/05) Parks and Recreation Commission (12/01/05)
Department Approval
William La Pointe (11/30/05)
CAO Approval
Martin Cole for Jerry Fulwood 11/30/05
City Controller Approval
Marlee Chang 11/30/05
RECOMMENDATION
amendment to appropriate $50 000 from
Grants Account #42300819 730100 for the
budget amendment
includes the Teen Center Remodel
a grant in the amount of $262 500
the Murray-Hayden Urban Parks and
to provide matching funds in the
Fund by City Council for total grant
the Teen Center was failing and could
The project scope was revised to
added to Fiscal Year 05-06 Capital
City Council With the $60 000 for roof
is $435,000
the Teen Center Remodel Project are
That the City Council approve a budget
Proposition 40 Per Capita Funds to the
Teen Center Remodel Project
A 4/5ths vote is required to approve the
BACKGROUND
Fiscal Year 05-06 Capital Improvement Budget
Project, P-819 (Project) The City was awarded
for the Teen Center Remodel Project from
Youth Service Grant The City was required
amount of $112 500 authorized from the General
project of $375,000
Subsequently staff determined the roof of
ultimately leak into the Teen Center rooms
include roof improvements and was
Improvement Budget and approved by
improvements the total approved project costs
Other actions taken by City Council regarding
as follows
1.City of Culver City California
City Council Agenda Item Report
1 May 31 2005 City Council authorized a professional services agreement with
Wolcott Architecture to provide architectural and construction management
services for the Project
2 June 13, 2005 City Council approved the conceptual design plans and materials
for the Project
3 July 25 2005 City Council approved the Final Plans and Specifications and
Authorized for Bids for the Teen Center Remodel Project
4 August 22 2005 City Council authorized entering into a professional services
agreement with Castlerock Environmental Inc to complete necessary
environmental abatement work for the Teen Center Remodel Project
5 October 10, 2005 City Council awarded a construction contract to PCN3, Inc for
the Teen Center Remodel Project Attachment 1 provides a copy of staff s report
which summarizes all actions taken to date
DISCUSSION
The Teen Center Remodel Project (Project) has been under construction since
October 17, 2005 and it is anticipated the Project will be completed by Spring 2006
As the Project moved along it was discovered that there were two areas regarding
the Project that were not anticipated during the initial bidding processing Those two
areas Include 1) Moisture and cracks in the Teen Center floor and 2) Relocation of
the janitor room In addition staff is recommending adding additional funds for
structural and engineering services in order to complete the project on time The
Teen Center is a rental facility and the City generates revenue through its use so a
timely opening is important for that purpose
Teen Center Floor
Once demolition began in the Teen Center it was uncovered that the floor has
moisture issues and cracks that had not been anticipated during the construction bid
process After review of the different solutions to address moisture/cracks, long-
term floor care costs and input from Public Works maintenance staff it was
determined the best solution was to change the originally proposed floor materials
from vinyl to polished concrete Through research it was determined that polished
concrete allows for greater wear and tear, less annual maintenance costs and
sufficiently addresses ongoing moisture and crack issues The additional cost to
change from vinyl flooring to polished concrete is approximately $3 00 per square
yard above the original cost for vinyl or about $20 000 in additional flooring costs
2.City of Culver City, California
City Council Agenda Item Report
Janitor Room
The Project had originally called for a new door to
Teen Center in order to eliminate staff going through
access the janitor s room Once construction began
door to access the janitor room would jeopardize the
Center wall and thus be cost prohibitive The alternative
to the janitor s room was to relocate the janitors
kitchen area The proposed site backs up to the
water and drainage The cost of relocation has
$5,000
Professional Services and Contingency Funds
the existing janitor room
the women s room in order
it was determined that cutting
structural integrity of the
solution to provide access
room to an existing room off
restrooms and affords access
been estimated at approximately
Teen Center Floor and the Janitor
to provide for structural
design and to provide
is requesting that an additional
project for these purposes
up to the requested additional
(Councilmembers Corlin
to the Project Staff
Capita Funds for the project
to the City s Proposition 40
000 of the Proposition 40
for other projects in
approval of the allocation
not delay the project Attachment
Funds available
costs and funding would
at the
to
a
Teen
the
to
and
and
and
is
Per
Per
the
so
be
In addition to the above request of $25 000 for the
Room, Staff is also requesting funds be allocated
mechanical engineering services related to the restroom
additional contingency funds for the project Staff
$25,000 (or a total of $50,000) be allocated to the
authorize the Subcommittee to approve expenditures
$25,000 in order to expedite the project
Staff has met with the City Council Subcommittee
Gross) and they both agree with the proposed changes
recommending use of the City s Proposition 40 Per
Any funds not spent on the project will be returned
Capita Fund account
FISCAL ANALYSIS
the
Approval
Capita
Proposition
2 provides
If Council
as follows
of a budget amendment to allocate $50
Funds will reduce the amount of funds available
40 Per Capita Funds Staff is requesting
project can include the proposed upgrades and
confirmation of Proposition 40 Per Capita
approves the allocation of $50 000 the project
Funding Description Amount of Funding
Murray-Hayden Urban Parks Grant $262 500
General Fund Grant Matching Funds $112,500
General Fund Capital Improvement Funds $60,000
3.City of Culver City, California
City Council Agenda Item Report
on the
Capita
40
any
Per
be
a
Proposed Prop 40 Per Capita Funds $50,000*
TOTAL PROJECT COSTS $485,000
*Funds
currently
Allocating
existing
bringing
ATTACHMENTS
under consideration for approval by City Council
authorized for the project is $172,500
$50 000 from the Proposition 40 Per Capita
park project Any funds from the Proposition
Teen Center Remodel Project would be returned
grant account for the City to allocate to other
back a recommendation for allocating the remaining
Per Capita Funds for other park improvements in
Total City General Funds
Funds will not affect
40 allocated $50 000 not spent
to the Proposition 40
park projects Staff will
$53,964 of Proposition
the future
Consideration to Award
Project Teen Center Remodel
Act Per Capita Grant Program
for Teen Center Floor|109| Agenda Item dated October 10 2005 entitled
Construction Contract to PCN3, Inc for the
Project|109| Confirmation of Remaining 2002 Resources Bond
(Proposition 40)
MOTION
That the City Council|109| Authorize a total allocation of $50,000 ($25,000
Finishing/Janitor Room Relocation and $25,000 for professional
services/construction contingencies) from Proposition 40 Per Capita Funds to
Grants Expenditure Account #42300819 720100 and Grants Revenue Account
#42300850 340860 for the Teen Center Remodel Project, P-819, and|109| Authorize the City Council Subcommittee to approve project changes up to the
additional $25,000 from the professional services/contingency funds requested
A 4/5ths vote is required to approve the budget amendment
4.MEETING DATE 12/05/05
AGENDA ITEM
Approval of a Budget Amendment to Appropriate $25,000 From
Proposition 40 Per Capita Funds to the Grants Account
#42300819 730100 for the Teen Center Remodel Project
ATTACHMENTS
Pages
1 Agenda Item dated October 10, 2005 entitled 1-5
Consideration to Award a Construction Contract to
PCN3, Inc for the Project Teen Center Remodel Project
2 Confirmation of Remaining 2002 Resources Bond Act 6
Per Capita Grant Program (Proposition 40)
5.City of Culver City, California
City Council Agenda Item Report
ATTACHMENT I
Meeting Date 10/10/05 Item Number A-8
AGENDA ITEM Consideration to Award a Construction Contract to PCN3, Inc
for the Project Teen Center Remodel Project
Contact Person/Dept John Rivera, Phone Number 310-253-6423
• PW/Admin
Fiscal Impact Yes 12Q
No 0 General Fund Yes W No 0
Public Hearing a Action Item [L] Attachments 0
Public Notification
ItAactor Nnlifinalinn I let gmmailarl nn rIninhor Rth IDC!klq Inn 1A/P rInnatn intinn Inn
Horizons CCI Services, Inc, Icon West, Inc and Wolcott Architecture via phone call on
October 5th
Department Approval
CAO Approval
Charles D Herbertson 9/29/05 Scott Bixby for Jerry Fulwood 10/4/05
City Controller Approval
Mary NoHer for Marlee Chang 10/4/05
RECOMMENDATION
Staff recommends that the City Council award a construction contract to PCN3, Inc ,
as the lowest responsive and responsible bidder to complete the necessary work for
the Teen Center Remodel Project, P-819
BACKGROUND
This year's Capital Improvement Budget includes the Teen Center Remodel Project,
P-819 (Project)
On January 13, 2003 the State authorized use of the Murray-Hayden Urban Parks
and Youth Service Grant in the amount of $262,500 for the Teen Center remodel
Project The grant required the City to provide matching funds of an additional
$112,500, which were authonzed from the General Fund The total Project
allocation was $375,000
The City Council has taken the following actions related to implementing the Project
1 May 31, 2005 - Authorized entering into a professional services agreement with
Wolcott Architecture - Interiors to provide architectural and construction
management services for the Project|1010|60
6.City of Culver City, California
City Council Agenda Item Report
2 June 13, 2005 - Approved the Conceptual Design plans and materials, and,
approved a "Short-List" of General Contractors to be invited to submit a bid
proposal to construct the Project
3 July 25, 2005 - Approved the Final Plans and Specifications and Authorized
Advertising for Bids for the Teen Center Remodel Project
4 August 22, 2005 - Authorized entering into a professional services contract with
Castlerock Environmental, Inc , to complete the necessary work for asbestos
abatement for the Project
As stated above, the Council approved the plans and specifications and authorized
releasing the project for bid on July 25, 2005 The bid was released on Tuesday
July 26th, for a 15-day bid period to end on August 1 1 th The bid package was sent
to the 6 firms that had been previously contacted and expressed interest in the
project and been pre-qualified to receive the bid The Bid Package was also sent to
the 3 local plan rooms and a notice was published twice in the Culver City News
However, during the mandatory job walk on August 1st, the 3 construction firms
present advised staff that due to their and their sub-contractors work/vacation
schedules, they could not submit bids by August 11th In response to the
contractor's comments, Public Works release Bid Addendum No 1 on August 2nd,
extending the bidding period to August 25th, a date by which the 3 contractors
agreed they could submit their bids
On August 23rd, staff learned that none of the 3 contractors would be submitting
bids Their reasons vaned from difficulty in compiling their bids due to other ongoing
projects to deciding that they did not want to take on a job _requinng the City's
standard bonding requirements Therefore on August 24th, Public Works released
Bid Addendum No 2, extending the bidding period to September 29, 2005
The Building Permit plan check process has been completed and the Teen Center
Remodel plans were approved on August 26, 2005
DISCUSSION
On July 26, 2005, the City opened the bidding process, issued two addendums
extending the bid period and on September 29th, 2005, the Deputy City Clerk
publicly opened bids Four Contractors responded with the following bid amounts|1010|61
7.City of Culver City, California
City Council Agenda Item Report
Staff reviewed the proposal from the bidder with the lowest Base Bid (PCN3, Inc ,)
and found the bid documents complete The bonding information was reviewed and
determined to meet City requirements PCN3, Inc , references were reviewed and
found to be positive
Due to the favorable unit pnces that the contractor submitted in his bid, staff
recommends that the City Council authorize staff to negotiate to accomplish as
many of the alternate bid items as possibly in order to expend the complete project
amount Pursuing a negotiated change order to fit within the existing project budget
is consistent with direction provided by the City Council in past projects With City
Council's approval, staff will negotiate additional work in an amount to expend the
complete project amount
Budget Item
Amount
Base Bid
$257,619
10% Contingency
$25,761
Wolcott A-I Design/Construction
Management
$32,500
Moving/Storage Furnish
$2,000
Signage
$2,500
Recreation Equipment
$20,000
SUB-TOTAL
$340,380
Minimum available for Alternates
$34,620
TOTAL
$375,000
Project Budget
$375,000
Wolcott and City staff will perform construction management and inspection|1010|62
8.City of Culver City, California 1
City Council Agenda Item Report
Construction is expected to commence on Monday, October 24, 2005 and be
completed within approximately 70 calendar days
Asbestos remediation work in the remodel area will begin on Monday, October 17,
2005 and be completed within approximately 5 calendar days
FISCAL ANALYSIS
There are sufficient funds in the budget to construct the project (including a 10%
construction contingency) However, there is not a sufficient amount to construct all
of the bid alternates Staff will negotiate with the contractor to accomplish as many
of the alternate bid items as possible in order to expend the complete project budget
amount (Any grant funds remaining at the completion of the project must be
returned to the State )
As stated previously, the City received a Murray-Hayden Urban Parks and Youth
Service Grant under the Proposition 12 grant process The grant is a $262,500
reimbursement grant, with an additional $112,500 in City matching funds The City
has allocated funds in the Capital Improvement Program (CIP) Budget as the Teen
Center Remodel Project P-819, Accounts No 41900819 and No 42300819 The
total Project allocation is $375,000
The grant requires that all construction be complete and reimbursement paperwork
finalized no later than June 30, 2009
Wolcott prepared the construction plans and specifications for this Project and will
provide construction management for $27,500
Asbestos remediation work in the remodel area will cost $19,194 and will be funded
by a combination of P-132, Building Repairs project funds (#42000132) and possibly
budget savings from the Teen Center Project, if necessary
Maintenance and operational costs for the Teen Center in fiscal year 05/06 are
estimated to total about $11,000 and are not anticipated to increase as a result of
the remodeling project
MOTION
That the City Council|1010|i|1010|63
9.City of Culver City, California
City Council Agenda Item Report
3) Award a construction contract to PCN3, Inc. for the Teen Center Remodel
Prolect, P-819, based on its base bid amount of $257,619,
2) Authorize Public Works Director/City Engineer to negotiate change orders for
unanticipated conditions and to accomplish alternative bid items in an amount not
to exceed the unallocated/unexpended portion of the total proiect budget, and
3) Direct the City Attorney to prepare the necessary documents and authorize the
Chief Administrative Officer to approve the documents|1010|64
10.Cagieit, CITY
ATTACHMENT 2
INTEROFFICE MEMORANDUM
DATE
TO
FROM
SUBJECT
CC
November 28 2005
Marty Nicholson PRCS Recreation Manager
Patti Mooney PRCS Sr Management Analyst At.,
Remaining 2002 RESOURCES BOND ACT (Proposition 40) PER
CAPITA GRANT PROGRAM Funds
William La Pointe PRCS Director
The grant contract for the 2002 Resources Bond Act (Proposition 40) Per
Capita Grant Program states that the City of Culver City has been allocated
$220 000 in funds Currently, $116 036 of this amount is earmarked as part of
the matching requirement for the Skateboard Park Project (P-830) Therefore,
pending Council approval, $103 964 in Proposition 40 Per Capita funds are
available for use on other capital improvement projects as of this date|1010|9770 CULVER BOULEVARD CULVER CITY CA 90232 0507
1 1 .