CITY COUNCIL: Resolution Authorizing Transfer of $40,000 from Rio Park Deposit Fund for Design Development, Construction Documents & Administration & Bid Negotiation Elements of Phase II of Scenic Drive Beach Restrooms Project

Meeting Date: October 4, 2011
Prepared by: John Goss

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the transfer of $40,000 from the Rio Park Deposit Fund for the design development, construction documents and administration and bid negotiation elements of Phase II of the Scenic Drive Beach Restrooms Project.

Description: The City presently has a temporary Coastal Commission permit that allows temporary restrooms located seaward of Scenic at the south end of Carmel Beach “until they can be replaced by a permanent” facility. There has been a long-standing demand to replace these porta-potties with a permanent ADA-accessible restroom. In 2009 architect Robert Carver prepared a schematic design and rendering (see attached) and provided
additional services for a proposed restroom at this location. While funding for the entire project has not yet been determined, the City has an opportunity to take a next step in
completing this project.

The initial design work by Mr. Carver cost $18,664. The next step would involve design development, and the preparation of construction documents which can be completed with a $40,000 budget. Funds will still be available to cover most of the cost for the bid process, construction administration and other services.

In 2010 a cost estimate for constructing this restroom was prepared, with the architect’s estimate at $314,000. Another firm evaluated the project and developed an estimate of $357,000. This is only an estimate, and some of the expense possibly could be reduced, such as the elimination of the showers. Further, if the sewer can be taken from the restroom by gravity rather than being pumped, an element of cost will be reduced. On the other hand, the ability to use gravity flow will depend on where the restroom is sited on the bluff. The City may wish to determine if the size of the structure is appropriate to this location and could be reduced in order to control costs.

The project also was reviewed by the Forest and Beach Commission on March 4, 2010. Its recommendations regarding the design of the restroom are contained in the attached minutes. The Planning Commission has not yet received the design.

Staff Recommendation: It is recommended that the City Council adopt a Resolution transferring $40,000 from the Rio Park construction project to the Scenic Drive Beach Restrooms Project.

Important Considerations: Assuming Council approves the proposed design concept, or a revision to this concept, this report suggests a funding source for taking the next step in the completion of this project. Rio Park has allocated $142,000 in funds for its improvement. If City Council considers the Scenic Drive Beach Restroom project a higher priority than the Rio Park improvements, it is recommended that a portion of the
$142,000 (interest earned) be transferred to the restroom project account so that design of and construction drawings for this project can be prepared. The City then could seek grants or to identify other funding construct to these restrooms.

Reviewed by:

______________________________ _____________________
John Goss, Interim City Administrator Date

TO: MAYOR McCLOUD AND MEMBERS OF THE CITY COUNCIL
FROM: INTERIM CITY MANAGER JOHN GOSS
SUBJECT: DESIGN AND FUNDING OF THE SCENIC DRIVE BEACH
RESTROOMS PROJECT
MEETING: OCTOBER 4, 2011
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Currently, the City has a temporary Coastal Commission permit that allows temporary restrooms located seaward of Scenic at the south end of Carmel Beach “until they can be replaced by a permanent” facility. There has been a long-standing demand to replace these porta-potties with a permanent ADA-accessible restroom. Since water, sewer and electricity is available at this site, in 2009 architect Robert Carver prepared a schematic design and rendering plus provided additional services for a proposed restroom at this
location. While funding for the entire project has not yet been determined, the City has an opportunity to take a next step in completing this project.

The initial design work by Mr. Carver cost $18,664. The next step would involve design development, and the preparation of construction documents. If a bid for this project were awarded, the cost for the bid process, construction administration and other services is estimated at a total of approximately $40,000.

In 2010 a cost estimate for constructing this restroom was prepared, with the architect’s estimate at $314,000. Another firm evaluated the project and developed an estimate of $357,000. This is only an estimate, and some of the expense possibly could be reduced, such as the elimination of showers. Further, if the sewer can be taken from the restroom by gravity rather than being pumped, an element of cost will be reduced. On the other hand, the ability to use gravity flow will depend on where the restroom is sited on the bluff.

Finally, the City may wish to determine if the size of the structure is appropriate to this location and could be reduced in order to control costs.

In any event, assuming Council approval of the proposed design concept, or a revision to this concept, this report suggests a funding source for taking the next step in the completion of this project. Rio Park has allocated $142,000 in funds for its improvement.

Assuming the City Council considers the Scenic Drive Beach Restroom project a higher priority than the Rio Park improvements, it is recommended that a portion of the $142,000 be transferred to the restroom project account so that design of and construction drawings for this project can be prepared. This would place the City in the position to
seek grants or to identify other funding construct to these restrooms.

Recommendation
It is recommended that the City Council adopt a Resolution transferring $40,000 from the Rio Park construction project to the Scenic Drive Beach Restrooms Project.

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE TRANSFER OF $40,000 FROM THE RIO PARK DEPOSIT FUND FOR DESIGN DEVELOPMENT, CONSTRUCTION DOCUMENTS AND ADMINISTRATION, AND BID NEGOTIATION ELEMENTS OF PHASE II OF THE SCENIC DRIVE BEACH RESTROOMS PROJECT
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WHEREAS, Phase I of the Scenic Drive Beach Restrooms Project consisted of an analysis of the Santa Lucia site for new restrooms to serve Scenic Drive, the Beach Walk pathway and Carmel Beach; and

WHEREAS, Phase I of the Project was completed in July of 2010 by the firm of Carver + Schicketanz Architects; and

WHEREAS, the firm of Carver + Schicketanz Architects has submitted preliminary costs for Phase II of the Project estimated at $40,000; and

WHEREAS, the Rio Park Deposit Fund was established with a $100,000 fee paid by the Carmel Area Wastewaster District/Pebble Beach Community Services District Reclamation Project pursuant to Resolution 92-32 dated March 16, 1992 to install a reclamation pipeline through the City-owned Rio Park, with the fee to be used for pipeline installation site mitigation and Rio Park improvements of which none of the funds have been expended; and

WHEREAS, the original restricted $100,000 deposit into the Rio Park Deposit Fund has accrued interest since it was initially deposited and has a current balance of $142,893.77.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Authorize a transfer of $40,000 from the Rio Park Deposit Fund to Project Account 01-89430 for Phase II of the Scenic Drive Beach Restrooms Project.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 4th day of October 2011, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:

SIGNED,

___________________________
SUE McCLOUD, MAYOR

ATTEST:

_________________________
Heidi Burch, City Clerk