CC 2021-01-26_08f Approve Construction Plans_Ikeda field Barrier Removal ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, ASSISTANT CITY MANAGER/PUBLIC WORKS
DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION TO APPROVE CONSTRUCTION PLANS &
SPECIFICATIONS AND AUTHORIZE THE SOLICITATION OF BIDS FOR
THE IKEDA FIELD BARRIER REMOVAL PROJECT, PW 2020-06, AND
AUTHORIZATION OF A BUDGET ADJUSTMENT IN THE AMOUNT OF
$31,981 FROM THE PARK IMPROVEMENT FUND TO 350-CAPITAL
IMPROVEMENT PROGRAM FOR THE SUBJECT PROJECT
DATE: JANUARY 26, 2021
SUMMARY OF ACTION:
Approve construction plans and specifications, and authorize the solicitation of bids for
the Ikeda Field Barrier Removal Project, PW 2020-06.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The amended FY 2020-21 Capital Improvement Program (CIP) budget includes $144,692
of 2019 and 2020 Community Development Block Grant (CDBG) funds for the Ikeda Field
Barrier Removal Project. On December 8, 2020, the Council provided preliminary
approval of $31,981 of 2021 CDBG funds for a total amount of $176,673 to fully fund the
project. Additional approvals for the $31,981 to be used for the subject project will be
required from the City, County of San Luis Obispo (County), and the U.S. Department of
Housing and Urban Development (HUD) before that funding will be received by the City,
which is anticipated to occur in the fall of 2021. Because of this delay in receipt of the
2021 CDBG funds, it is recommended Council authorize the transfer and use of $31,981
in Park Improvement funds to the project to enable construction to commence. Upon
receipt of the 2021 CDBG funds, $31,981 will then be returned to the Park Improvement
account. Staff time will be necessary to provide construction management and inspection
services for the project.
RECOMMENDATION:
It is recommended the City Council: 1) Approve the construction plans & specifications
for the Ikeda Field Barrier Removal Project, PW 2020-06; 2) Authorize the City Clerk to
advertise for construction bids; 3) Authorize a budget adjustment in the amount of
$31,981 from the Park Improvement Fund to 350-Capital Improvement Program for the
subject project; 4) Find that the project is categorically exempt from the California
Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c); and 5) Direct
the City Clerk to file a Notice of Exemption.
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND
AUTHORIZE THE SOLICITATION OF BIDS FOR THE IKEDA FIELD BARRIER
REMOVAL PROJECT, PW 2020-06, AND AUTHORIZATION OF A BUDGET
ADJUSTMENT IN THE AMOUNT OF $31,981 FROM THE PARK IMPROVEMENT
FUND TO 350-CAPITAL IMPROVEMENT PROGRAM FOR THE SUBJECT PROJECT
JANUARY 26, 2021
PAGE 2
BACKGROUND:
The City has established as a priority the systematic removal of Americans with
Disabilities Act (ADA) barriers throughout the City. The use of CDBG funds has been
approved for ADA improvements to access the ballfields and related recreational facilities
due to the number of residents that frequent the Soto Sports Complex.
This project will provide an ADA accessible ramp from the Soto Sports Complex parking
lot to the Ikeda Field bleacher area. The ramp will be constructed so that it can also be
used for vehicle access to both Ikeda Field and Volunteer Field for maintenance and large
community events such as sports tournaments and Cops and Kids Day.
In order to bid the project and provide immunity to the City, the City Council approves the
plans and specifications prior to the construction bidding process. In addition, the scope
of work is required to be environmentally cleared prior to bidding. As a sub-recipient of
the CDBG funding, City and San Luis Obispo County (recipient) staff will hold a non-
mandatory on-site pre-bid meeting to ensure that all potential bidders understand both
the project and the requirements of the CDBG funding.
The engineer’s estimate for construction is $133,700. Based on this estimate, it is
assumed a total of $176,673 will be needed to fully fund the project as follows.
Construction $ 133,700
Construction Contingencies 13,373
Contract Admin/Inspection 100
Design and Survey 29,500
Total $ 176,673
To fully fund the project, more than one year of the City’s annual CDBG allocation is
needed. The $144,692 of 2019 and 2020 CDGB funds to be used on the project have
received all approvals from the City, the County, and HUD, and a sub-recipient agreement
has been executed with the County that has an expiration date of December 2021 for use
of the 2019 and 2020 funds. It is estimated an additional $31,981 is needed to fully fund
the project, and in December 2020, Council provided preliminary approval of $31,981 of
2021 CDBG funds for the project. Additional approvals of the 2021 CDBG allocations will
be required from Council, the County, and HUD before the City can request
reimbursement of that $31,981 in CDBG funds.
Item 8.f. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND
AUTHORIZE THE SOLICITATION OF BIDS FOR THE IKEDA FIELD BARRIER
REMOVAL PROJECT, PW 2020-06, AND AUTHORIZATION OF A BUDGET
ADJUSTMENT IN THE AMOUNT OF $31,981 FROM THE PARK IMPROVEMENT
FUND TO 350-CAPITAL IMPROVEMENT PROGRAM FOR THE SUBJECT PROJECT
JANUARY 26, 2021
PAGE 3
ANALYSIS OF ISSUES:
The CDBG program requires a timely use of funds in order for a local agency to retain the
use of the funds. If a local agency does not expend its CDBG funds in a timely manner,
there is a possibility the CDBG funds could be forfeited. Therefore, the County is
suggesting the City move forward with the project now to ensure retention of the $144,692
of 2019 and 2020 CDBG funds.
In contrast, the $31,981 of 2021 CDBG funds have only received preliminary approval
from the City. In discussions with County staff, it was noted that barrier removal projects
are typical/eligible projects for CDBG funding and, unless a local agency’s project is
clearly in conflict with CDBG regulations, the San Luis Obispo County Board of
Supervisors is anticipated to support the City’s recommendation in April 2021. In addition,
County staff stated they could not recall an instance where the HUD has not approved
CDBG funding for a barrier removal project.
At this time, County staff has environmentally cleared the use of the 2021 CDBG funds
for the project, which allows the City to request reimbursement for work being completed
now should the funds eventually receive all approvals. However, reimbursement for the
$31,981 would not be received by the City until Fall 2021 when the CDBG funds cash
flow is available. Because of this delay in receipt of the 2021 CDBG funds, it is
recommended that Council authorize the transfer and use of $31,981 in Park
Improvement funds to the project to enable construction to commence. Upon receipt of
the 2021 CDBG funds, $31,981 will then be returned to the Park Improvement account.
The proposed contract time is 45 working days. If successful bids are received and a
construction contract is awarded, work is expected to be performed during April and May
2021. Plans and specifications are available for review at the Public Works Department.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not approve staff’s recommendations;
3. Do not approve staff’s recommendations and direct staff to return to Council
following approvals of the 2021 CDBG funds; or
4. Provide other direction to staff.
ADVANTAGES:
The project will eliminate current barriers to ADA access at Ikeda Field.
Item 8.f. - Page 3
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND
AUTHORIZE THE SOLICITATION OF BIDS FOR THE IKEDA FIELD BARRIER
REMOVAL PROJECT, PW 2020-06, AND AUTHORIZATION OF A BUDGET
ADJUSTMENT IN THE AMOUNT OF $31,981 FROM THE PARK IMPROVEMENT
FUND TO 350-CAPITAL IMPROVEMENT PROGRAM FOR THE SUBJECT PROJECT
JANUARY 26, 2021
PAGE 4
DISADVANTAGES:
During construction there may be intermittent disruptions to those wanting to utilize Ikeda
Field. It is proposed that the City rely on 2021 CDBG funds that will not be received until
the Fall of 2021, after completion of construction. If those funds are not received, the City
will be required to use $31,981 in other funds to complete the project.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Section 15301(c) covering minor alteration of existing
pedestrian facilities.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Notice of Exemption
Item 8.f. - Page 4
ATTACHMENT 1
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