04/17/2018 10 Yakima Central Plaza Staff Report re Including Potential Bid Alternates in Bid NoticeBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
1
Item No. 10.
For Meeting of: April 17, 2018
ITEM TITLE: Yakima Central Plaza staff report regarding potential bid alternates
to be included in bid notice
SUBMITTED BY: Ana Cortez, Assistant City Manager
SUMMARY EXPLANATION:
The City of Yakima will release a request for bids to select construction partners for the
development of the Yakima Central Plaza.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR
SUBMITTAL:
STAFF RECOMMENDATION:
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date
d plaza add ons memo 4/9/2018
Type
Coker Memo
2
MEMORANDUM
To: Honorable Mayor Coffey and Members of the Yakima City Council
From: Ana Cortez, Assistant City Manager
Date: April 17, 2018
Subj: Plaza Design Specifications
City Council members created an Ad-hoc committee to gather and to manage community input
on the Plaza's construction and programming. The Ad-hoc committee opted for the
establishment of two separate and distinct stakeholder groups. The first, the Design Group,
would review design and construction issues while the second, the Programs Committee, would
review programs, activities and operational issues. These committees met for the first time in
February and have meet at least monthly. These discussions have been reported to the full
Council during its Special and Regular meetings.
This written report responds to Council's requests for input and final validation on design
elements before these are included in bid documents. It is important to note that the reason for
keeping costs of design and construction elements at a staff level rests on the competitive
advantage for a municipality to negotiate pricing, bids and scopes with potential partners. When
such information is part of public discussions, municipalities lose this advantage.
Per Council direction, we request the following:
1- Validation on recommendations from the Plaza Design Group regarding high importance
elements added to the base design of the Plaza. The base design is the concept that
keeps construction cost at 9.9M. The Design Group is recommending 10 elements for
inclusion in bid documents. These items represent an increase of $382,026 to the base
cost.
The Plaza Donor Committee has raised $9,718,020 as of April 1, 2018; these funds can
cover the costs associated with the additional elements.
Attachment 1 shows the specific elements with cost detail.
2- Validation on recommendations from the Plaza Design Group regarding other relevant
elements to be included in the bid specifications. These elements represent $155,100 in
additional costs. As indicated above, given the level of private donations, these items
can also be funded through donations.
Attachment 1 shows the specific elements with cost detail.
3- Decision on the number of toilets/stalls. The Programs Committee has recommended
the construction of three -stall bathrooms for women and three -stall bathroom for men
(total of six toilets). This recommendation is in conflict with the Design Committee's
recommendation of single stall bathrooms for women and for men (total of two toilets).
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Adding more toilets to the original design will have the following impacts:
a. An additional $150-$170k for design and construction.
b. Since this addition changes the original design, new schematics have to be
developed. GGN has indicated that this work will delay plan submission for up to one
month.
c. Maintaining additional toilets will require more funding to the operations of the plaza.
New protocols may be adopted to provide supervision of these toilets. We have
learned that many cities are adopting models where there is supervision of toilet use
to prevent criminal activity. Consequently, such decision would impact the
Maintenance and Operations Budget for the Plaza.
4- Decision regarding including four additional elements suggested by GGN in bid
documents. These items were not prioritized by the Design Group, however, GGN
strongly recommends inclusion of these four elements so that we can secure pricing.
The total costs for these four items is $317,094.
Attachment 1 shows the specific elements with cost detail.
Staff asks for Council direction to 1- proceed with the inclusion of items 1, 2 and 4, and 2 -
proceed with either the current design that includes one stall for each gender or to change the
design to three stalls for each gender (item 3).
Once staff receives direction from Council, we will finalize the invitation to bid documents. With
this direction, we expect to engage in one of the following timelines:
ORIGINAL ONE STALL PER GENDER DESIGN
✓ May -June: Release Invitation to Bid, review bids.
✓ June -July: Select lowest bid, bring contract for Council approval.
✓ July -August: Break ground
✓ Construction period: Summer 2018 through Fall 2019
CHANGED DESIGN- THREE STALLS PER GENDER
✓ June -July: Release Invitation to Bid, review bids.
✓ July -August: Select lowest bid, bring contract for Council approval.
✓ August -September: Break ground
✓ Construction period: Fall 2018 through Winter 2020
irred 4/1001'3
DOWNTOWN PLAZA
2018
ITEMS
Priority
COST
ORIGINAL
REMOVED DATE
Notes
DESIGN GROUP
Skate deterrent notches in capstone High
Skate deterrent texture in paving around edges High
Add back catenary light fixtures at Market Hall High $ 100,000.00 3/12/2018
$ 70,755.00 3/12/2018
$ 9,270.00 11/1/2016
porch (in lieu of simple pole lights)
Add back exposed aggregate concrete finish in High $ 60,999.00 3/12/2018
lieu of plain concrete at Market Hall
Wood fence/gates and concrete walls for 3rd High $ 14,520.00 3/12/2018
Street trash enclosure
Robust metal fence and gates to 3rd Street trash
enclosure High $ 40,428.00 11/1/2016
In -grade light fixture EL6 High $ 22,825.00 11/1/2016
Northernmost row of uplights (EL5) in Market Hall High $ 16,544.00 3/12/2018
Trash enclosure for Plaza use High $ 28,637.00 11/1/2016
8 trees in lawn High $ 18,048.00 3/12/2018 1. HIGH Subtotal: $382,026
Metal parking stall delineation markers Normal $ 24,925.00 3/12/2018
Conventional soil and structurally suspended Normal $ 68,362.00 11/1/2016
paving at tree pits
Board formed concrete in restroom and
Normal $ 26,891.00 3/12/2018
equipment room.
Catenary hop valance Normal $ 10,079.00 3/12/2018
2. NORMAL Subtotal;
Donor recognition wall Normal $ 24,843.00 3/12/2018 $155,100
PROGRAM COMMITTEE
3. This item is NOT
Increase number of toilets from single for each High $ 150,000.00 3/12/2018 recommended by Design
gender to 3 for each gender Group. It is recommended
by the Programs Committee
GGN
Catenary lights in the alley Normal $ 68,297.00
Change stage top surface back to basalt rather
than concrete Normal $ 94,585.00
Concrete paving in alley (instead of asphalt) Normal $ 113,195.00
Upgraded birch trees from 3" to 6" caliper Normal $ 41,017.00 4. GNN NORMAL Subtotal:
$317,094