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HomeMy WebLinkAbout04/17/2018 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). 3 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