CC 2013-10-22_11.a. Conceptual Design Plans - Corp. YardMEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS
SUBJECT: CONSIDERATION OF APPROVAL OF THE CONCEPTUAL DESIGN
PLANS FOR THE CORPORATION YARD RENOVATION PROJECT
DATE: OCTOBER 8, 2013
RECOMMENDATION:
It is recommended the City Council:
1. Approve the conceptual design plans for the Corporation Yard Renovation
Project.
2. Authorize the Administrative Services Director to appropriate $25,000 in
additional funds to the project at the mid-year budg~t review. (Water
Fund-$10,000, $10,000-Sales Tax, $5,000-Sewer Fund)
3. Authorize staff to distribute Requests for Proposal for the architectural and
engineering design consultant services for the Corporation Yard
Renovation Project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The 2013/2015 fiscal year budget allocated $440,000 for Corporation Yard Renovation
project. It is anticipated that the cost for engineering and design consultant services
portions of the project will be approximately $35,000. The preliminary construction cost
estimate for the new building and proposed renovations to the existing building is
$380,000. Staff is requesting the appropriation of an additional $25,000 (Water Fund-
$10,000, $10,000-Sales Tax, $5,000-Sewer Fund) to cover potential contingency
expenses and to paint the exterior of the existing buildings. Minor staff time will be
necessary to coordinate the final design plans with the Architect and to route the
construction plans through the permitting process. No additional appropriations are
needed at this time.
BACKGROUND:
The Arroyo Grande Corporation Yard, located at 1375 Ash Street, was constructed in
1965. The Corporation Yard provides staffing accommodations, equipment and vehicle
storage for the Public Works Department. The Public Works Department functions
include Water, Wastewater, Parks, Streets and Facility Maintenance. In addition, the
Corporation Yard provides fueling services for all City vehicles.
Item 11.a. - Page 1
CITY COUNCIL
CONSIDERATION OF APPROVAL OF THE CONCEPTUAL DESIGN PLANS FOR
THE CORPORATION YARD RENOVATION PROJECT
OCTOBER 22, 2013
PAGE2
The current facility is aging and does not provide adequate accommodations for the
Public Works Department staff. The City Council previously recognized the deficiencies
of the current facility and allocated funds in the current budget cycle to complete a
renovation project. Staff previously secured the services of the 181 Group to assist in
the preparation of conceptual design plans for the renovation project. The 181 Group,
which also assisted in the preparation of cost estimates for the proposed project was
involved because there was a previous proposal to relocate the Police Station to the
Corporation Yard.
The Public Works Department field crews have actively participated in the conceptual
design process and many of their recommended design elements are included in the
final conceptual design.
ANALYSIS OF ISSUES:
Goals for the Corporation Yard Renovation Project included the following:
• Create separate Men's and Women's changing rooms and bathrooms. (The
current facility was not constructed to accommodate both male and female staff.)
• Create adequate office spaces in the same area for the Public Works
administrative staff. (Current office spaces are deficient and located in different
buildings.)
• Create dedicated document storage areas. (Currently, public improvement plans
and archive documents are stored in an unsuitable mezzanine area that was not
intended for routine employee access.)
• Provide a suitable break room and training facility that can accommodate all of
the Public Works staff. (The Parks, Streets and Facility Maintenance employees
assemble in a separate building, creating an undesired separation of staff.)
• Upgrade the existing restroom facilities to comply with the Americans with
Disabilities Act (ADA). (There are no wheelchair accessible restrooms at the
Corporation Yard.)
• Extend the life of the current structures.
The current facilities are antiquated and have been extended beyond their life span.
However, original estimates to replace the building exceeded $2 million. Therefore, staff
has developed an alternative plan that involves constructing a new small building for
office and staff functions and to continue to utilize the existing building primarily for
storage and maintenance functions. By limiting the existing buildings for these
purposes, staff believes it can extend the useful life of the building and continue to meet
the City's operational needs, while substantially reducing construction costs.
Item 11.a. - Page 2
CITY COUNCIL
CONSIDERATION OF APPROVAL OF THE CONCEPTUAL DESIGN PLANS FOR
THE CORPORATION YARD RENOVATION PROJECT
OCTOBER 22, 2013
PAGE3
The proposed forty (40) foot by fifty (50) foot building would be located in a currently
unused location adjacent to the Corporation Yard, building A. (Attachment 1) The
proposed administration building would provide the following spaces: (Attachment 2)
1. Meeting Room/ Training Room/ Break Room
2. Two Supervisor offices
3. Conference I Plan Review Room
4. Director's office
5. Reception area
6. Copy Room
7. Restroom
Space in the existing building A that currently accommodates the break room, reception
area and offices is proposed to be renovated into separate men's and women's
restrooms and locker rooms. (Attachment 3) Additionally, a space currently used for
parts storage will be renovated into a joint office area for the Public Works Lead
Workers. The re-use of this area will allow for office and work space for staff currently
using building B. It has been a goal of the Public Works Department to be less
compartmentalized and to have all staff coordinate closely on maintenance projects and
tasks. This element of the renovation project will bring all field staff into the same
building and help improve communication and project coordination. The area vacated
in the old Parks Division office will be use for document storage, allowing plans and
archive files to be stored in a dry and accessible location.
Staff also studied the alternative of installing a modular unit. This could potentially save
additional funds, however the projected life span of a modular structure would be
significantly less and would not meet the Department's needs as specifically as a pre-
designed permanent structure. Therefore, the overall lifecycle cost effectiveness
would be greater. Minor alterations to the conceptual design plans may be necessary
during the development of construction plan development.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1) Approve the conceptual plans for the Corporation Yard Renovation project;
2) Direct staff to make specific changes to the conceptual design plans and require
that the plans be revised and brought back at a later date for approval.
3) Direct staff to pursue replacement of the existing buildings.
4) Direct staff to pursue a modular office building; or
5) Provide direction to staff.
ADVANTAGES:
The proposed plan will address the Public Works Departments facility needs in the most
cost efficient way, including;
Item 11.a. - Page 3
CITY COUNCIL
CONSIDERATION OF APPROVAL OF THE CONCEPTUAL DESIGN PLANS FOR
THE CORPORATION YARD RENOVATION PROJECT
OCTOBER 22, 2013
PAGE4
• Development of separate Men's and Women's changing rooms and bathrooms.
• Development of adequate office spaces in the same area for the Public Works
administrative staff.
• Development of dedicated document storage areas _
• Development of a suitable break room and training facility that can accommodate
all of the Public Works staff.
• Improved communication and coordination amongst the separate Public Works
Divisions.
• Upgrades the existing restroom facilities to comply with the Americans with
Disabilities Act (ADA).
DISADVANTAGES:
Disadvantages of this proposed conceptual design plan include the following:
• Funds used for construction of the new building will not be available for needed
repairs to the existing buildings including paint, roofing, plumbing repairs and
window replacements. Funds remaining after the completion of the proposed
renovations will be used for deferred maintenance items; however additional
deferred maintenance items will need to be addressed in the future.
• The addition of a new building will require some additional ongoing maintenance
costs such as lighting and heating, however this impact will be somewhat limited
because the staff activities and demands for utilities will remain the same.
• The area proposed for the location of the new Public Works Administration
building will not be available for other uses, primarily vehicle storage.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item. Appropriate environmental review will
be completed prior to approval of construction.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, October 17, 2013. The
Agenda and staff report were posted on the City's website on Friday, October 18, 2013.
Attachments:
1 . Conceptual site plan
2. Conceptual floor plan-New Administration Building
3. Conceptual floor plan-Existing Building Floor Plan
4. Conceptual Elevation-New Administration Building
5. Preliminary project funding summary
Item 11.a. - Page 4
At
t
a
c
h
m
e
n
t
#1
‐
Co
n
c
e
p
t
u
a
l
Si
t
e
Pl
a
n
Item 11.a. - Page 5
At
t
a
c
h
m
e
n
t
#2
‐
Co
n
c
e
p
t
u
a
l
Fl
o
o
r
Pl
a
n
Ex
i
s
t
i
n
g
Bu
i
l
d
i
n
g
Re
n
o
v
a
t
i
o
n
Item 11.a. - Page 6
At
t
a
c
h
m
e
n
t
#3
‐
Co
n
c
e
p
t
u
a
l
Fl
o
o
r
Pl
a
n
Ne
w
Pu
b
l
i
c
Wo
r
k
s
Ad
m
i
n
i
s
t
r
a
t
i
o
n
Bu
i
l
d
i
n
g
Item 11.a. - Page 7
Attachment#4- New Public Works Administration Building
1.. '''.4 '''t '' iiiiii
i 11 7P @It r ti i i#0;1,,14,84rnulfi ;____I il... .i _'k. k _ I __ _`„�'jS°�m �: "3Z }�, I�'� ter' j lilt
L. lid i , Il
1 p i t i i 1 FRITH IF i l i i l Hi i�i I I ilFul 111=1 I ffl iii i t 9 1=1 =i(I F� i t 1 i----I LL I I I I I�i 1 Filiili=n1f=L[
NORTH ELEVATION
N
(' �;�ciav nr-
JBI
GR°t Conceptual Elevation
Y :, CITY OF ARROYO GRANDE
" ""FAA.' ' ��C41 114 ARROYO GRANDE CORPORATION YARD
0 d' 8' to
Attachment #5
City of Arroyo Grande
CORPORATION YARD RENOVATION PROJECT
PRELIMINARY FUNDING SUMMARY
EXPECTED PROJECT EXPENDITURES
Expenditure Original
Design & Admin Support $ 2,500.00
Topographical Survey $ 2,000.00
Engineering design@ 10% $ 36,000.00
Testing $ 1,000.00
$ -
Construction Estimate #1- Admin Building $ 320,000.00
2,000 Square Foot Steet frame structure (40' x 50")
2,000 sf x $160/ sf = $320,000
Construction Estimate #2- Existing structure renovations $ 65,000.00
Conversion of current break room & offices to Locker rooms
$ -
Inspection Services $ -
Contingency (10% of Contract price) $ 38,500.00
TOTAL PROJECT EXPENDITURES $ 465,000.00
Corporation Yard CIP Funds $ 440,000.00
Additional appropriation $ 25,000.00
TOTAL PROJECT REVENUES $ 465,000.00
PROJECT BALANCE OF FUNDS -$
PROJECT FUNDING
Item 11.a. - Page 9
THIS PAGE INTENTIONALLY LEFT BLANK
Item 11.a. - Page 10