RSM City Hall - 11x17

CITY OF RANCHO SANTA MARGARITA CITY COUNCIL

STAFF REPORT

DATE: February 22, 2017

TO:

FROM:

City Council of the City of Rancho Santa Margarita

Jennifer M. Cervantez, City Manager ·~ E. (Max) Maximous, Public Works Director/City Engineer~ BY:

SUBJECT: Planning and Feasibility for City Hall and Bell Tower Regional Community Center Renovation Projects ·

Recommendation

1) Review proposed City Hall and Bell Tower Regional Community' Center (BTRCC) Landscaping, Youth Lounge and Fountain Renovation concept improvements and provide 'additional direction as necessary; and

2) Authorize staff to complete project bid package, with input received, and advertise for bids for the City Hall and BTRCC Landscaping, Youth Lounge and Fountain Renovation Projects.

Background and Discussion

On June 8, 2016, the City Council approved a Seven-Year Capital Improvement Program (CIP), which included the design and construction of the City Hall and BTRCC Landscaping, Youth Lounge and Fountain Renovation Projects. At the City Council meeting of December 14, 2016, staff presented the need for performing the renovation improvements as well as options for the proposed improvements. Below is a summary of the options presented and feedback received:

• Landscaping Renovation Various landscaping elements around both buildings were presented and it was determined that Option B with the Bougainvillea and traditional plant material was the preferred alternative. It was also expressed that the Birds of Paradise plants (both existi"ng and proposed) be eliminated from the proposed improvement plans·. Finally, the City Copncil recommended a redesign of the landscaping at the City Hall and BTRCC entry monuments.

Attachment A illustrates the concept plan with the input received. The plan shows the traditional plant material option that was· preferred and a redesign of the landscaping at the monuments. It also proposes the replacement of all Birds of Paradise with various planting material, as noted below:

o Along El Paseo adjacent to City Hall, plants ·would be replaced with a five gallon strap leaf plant (Lomandra 'Tropic Belle') that grows approximately three feet high.

02/22/17 Item No. 6.1

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City Hall and BTRCC Renovation Projects February 22, 2017 Page 2

o Along Richard Reese Way: near the driveway entrance, plants would be replaced with Iceberg Roses low Lomandra ‘Breeze’ adjacent to the walkway and Rhaphiolepis ‘Clara’ adjacent to the parking lot.

o The Birds of Paradise adjacent to the entry signs would be replaced with Iceberg

Roses and Yellow Lantana. It should also be noted that a site walk was conducted with SAMLARC’s main landscaping consultant for feedback. Input was received regarding the type of rocks to be used on the north side of City Hall and removal of various conflicting trees. No other concerns were noted.

Outdoor Youth Lounge Renovation Attachment B illustrates the concept plan for the youth lounge improvements. The updated concept shows the removal of the chess tables, addition of landscaped pots and additional brick pavers near the proposed picnic bench (with no landscaping except for salvaging two existing trees and four new landscaped pots). The concept plan also shows a layout with and without the retractable canvas shading for clarity purposes. String lighting can also be attached to the shading apparatus.

Fountain Renovation On December 14th, the City Council chose pebble stone as a replacement for the existing interior made up of tile and grouted river rock. Three colors are presented for the City Council’s consideration, “White Diamonds,” “Aqua Blue” and “Irish Mist”. In addition, three colors/patterns are presented for the waterline tile. The City Council also accepted the Holiday Tree option to be mounted in the fountain. Staff will include the purchase, assembly, dis-assembly and storage of the tree platform apparatus in the Holiday Decorations line item during the operating budget development process.

The total amount budgeted for these three projects for FY 2016/17 is $285,000 utilizing Community Development Block Grant (CDBG) and Development Impact funds for the Youth Lounge Renovation Project and the General Fund for the other two projects. Preliminary estimates, including soft costs, based on the concepts included in Attachments A through C are summarized below:

Table 1: Preliminary Conceptual Cost Estimate

Project Preliminary Estimate Landscaping Renovation $174,000 Outdoor Youth Lounge Renovation $59,000 Fountain Renovation $51,000

Total $284,000 Also, a 15% contingency is included due to the conceptual nature of the design thus far. More detailed estimates are included in Attachment D.

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City Hall and BTRCC Renovation Projects February 22, 2017 Page 3 Alternatives The City Council may provide additional alternative options for staff to explore, as appropriate. As the City is utilizing a landscape architect consultant for the landscaping and outdoor lounge renovation projects, changes in conceptual designs will have a fiscal impact related to additional design iterations. Fiscal Impact There is no fiscal impact associated with this report. Upon receiving direction from the City Council, the bid documents for the projects would be completed and advertised for construction bids. Once bids are received, staff will return to the City Council with a recommendation for a construction contract award, including a detailed forecast on the fiscal impact. Attachments

A) Landscape Renovation Concepts B) Outdoor Youth Lounge Renovation Concepts C) City Hall Fountain Renovation Concepts D) Related Preliminary Cost Estimates

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ATTACHMENT A Landscape Renovation Concepts

PRELIMINARY PLANCITY HALL LANDSCAPING RENOVATION PROJECTCITY OF RANCHO SANTA MARGARITA

SHEET 1

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CITY OF RANCHO SANTA MARGARITA

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PRELIMINARY PLANCITY HALL LANDSCAPING RENOVATION PROJECT

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BGB IDESIGN GROUP Plllnnlng Urban ~sign

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SHEET 3

PRELIMINARY PLAN / LANDSCAPE ELEVATIONSCITY HALL LANDSCAPING RENOVATION PROJECT

Front of Ci Hall/Fountain Courtyard

North Garden

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BGB IDESIGN GROUP Landsc:apl! An:hftl!ctuR! Pllllnnlng Urban Dl!!ilgn

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SHEET 4

PRELIMINARY PLAN / LANDSCAPE ELEVATIONSCITY HALL LANDSCAPING RENOVATION PROJECT

Existing

Entry Sign

Conctractor to trim existing trees behind entry signage

Replanted with Dianella Var., Red/pink Flowering Bougainvillea, White Iceberg Roses, New Pots with Echeveria and Senecio, and Echeveria 'Afterglow' in front of light.

BGB IDESIGN GROUP l8ndsc:ape Archlb!ctu~ Plllnnlng Urban ~sign

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ATTACHMENT B Outdoor Youth Lounge Renovation Concepts

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SHEET 5N

PRELIMINARY PLAN / YOUTH LOUNGE COURTYARD IMPROVEMENTSBELL TOWER REGIONAL COMMUNITY CENTER

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ATTACHMENT C City Hall Fountain Renovation Concepts


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EXISTING CONDITIONS CITY HALL FOUNTAIN RENOVATION PROJECT City of Rancho Santa Margarita

Calcium and Chemical Buildup

Damaged Coping

Non-functioning Lighting

Existing Fountain

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a.5

PROPOSED RENOVATION ELEMENTS CITY HALL FOUNTAIN RENOVATION PROJECT City of Rancho Santa Margarita

New Coping and Exterior Stone Veneer

New Lighting with Alternating Colors

Tree Platform within Fountain (Public Works Annual Budget) Replace Existing Brown Stone and Tile with Pebble Stone

New Coping New Waterline Tile Color Options

New Pebbletech Stone Color Options

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ATTACHMENT D Related Preliminary Cost Estimates


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Item No.

ITEM Unit QuantityUnit

PriceAmount 1

CONSTRUCTION1 Plant removal and stump grinding LS 1 $ 15,000.00 $15,0002 Trellis for Bougainvillea pots (rear) EA 10 $ 750.00 $7,5003 Trellis for Bougainvillea at columns (front) EA 14 $ 1,500.00 $21,0004 24" box EA 13 $ 300.00 $3,9005 15 gal. (shrubs) EA 18 $ 125.00 $2,2506 15 gal. (bougainvilleas) EA 24 $ 210.00 $5,0407 5 gal. (various) EA 1116 $ 25.00 $27,9008 1 gal. (various) EA 1195 $ 10.00 $11,9509 Rock mulch and cobbles LS 1 $ 8,000.00 $8,000

10 Irrigation repair / renovation LS 1 $ 10,000.00 $10,00011 Site preparation LS 1 $ 10,000.00 $10,000

SUBTOTAL $122,540MOBILIZATION / DEMOBILIZATION % --- 5% $6,127

CONSTRUCTION COST ESTIMATE $128,667

SOFT COSTS

DESIGN % --- 10% $12,867

CONSTRUCTION MANAGEMENT AND INSPECTION % --- 3% $3,860

ARBORIST % --- 5% $6,433

ADVERTISEMENT/REPRODUCTION LS 1 $2,000.00 $2,000

PLANNING LEVEL CONTINGENCY % --- 15% $19,300

SUBTOTAL $44,460

TOTAL PROJECT COST ESTIMATE $173,127

City of Rancho Santa Margarita City Hall & BTRCC Landscaping Renovation Project

Preliminary Conceptual Estimate of Probable Construction CostFebruary 2017

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Item No.

ITEM Unit QuantityUnit

PriceAmount 1

CONSTRUCTION1 Planting demolition and cleanup EA 1 $1,800.00 $1,8002 New paving: Saltillo brick – concrete base SF 271 $32.00 $8,6723 Group table and benches EA 1 $3,500.00 $3,5004 Decorative pots w/ plants and irrigation EA 5 $650.00 $3,2505 Decorative crushed rock SF 44 $18.50 $8146 Irrigation modifications SF 150 $4.00 $6007 Drainage EA 1 $1,500.00 $1,5008 Overhead sliding shade awning EA 1 $12,000.00 $12,0009 Festival overhead lighting EA 1 $5,000.00 $5,000



SOFT COSTS

DESIGN % --- 19% $7,409

CONSTRUCTION MANAGEMENT AND INSPECTION % --- 10% $3,899

ADVERTISEMENT/REPRODUCTION LS 1 $2,000.00 $2,000

PLANNING LEVEL CONTINGENCY % --- 15% $5,849

SUBTOTAL $19,157


City of Rancho Santa Margarita Youth Lounge Renovation Project


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Item No.

ITEM Unit QuantityUnit Price

Amount 1

CONSTRUCTION1 Demolition (existing coping, tile, river-rock, etc.) LS 1 $ 2,000.00 $2,0002 Furnish and Install New Coping LS 1 $ 5,500.00 $5,5003 Furnish and Install Stone Exterior SF 160 $ 31.00 $4,9604 Furnish and Install Waterline Tile LS 1 $ 3,000.00 $3,0005 Furnish and Install Pebbletech Stone LS 1 $ 12,000.00 $12,0006 Furnish and Install Lighting LS 1 $ 3,000.00 $3,0007 Furnish and Install Hardware LS 1 $ 2,000.00 $2,0008 Electrical Repairs LS 1 $ 3,000.00 $3,0009 Install New Circulation Pump LS 1 $ 1,500.00 $1,500



SOFT COSTS

DESIGN % --- 5% $1,862CONSTRUCTION MANAGEMENT AND INSPECTION % --- 8% $2,979ADVERTISEMENT/REPRODUCTION LS 1 $2,000.00 $2,000PLANNING LEVEL CONTINGENCY % --- 15% $6,840SUBTOTAL $13,681


City of Rancho Santa Margarita City Hall Fountain Renovation Project


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RSM City Hall - 11x17

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