HomeMy WebLinkAbout03/08/2016 02 Discussion and Possible Action Regarding Yakima Central Plaza v o 01 00
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 2.
For Meeting of: March 8, 2016
ITEM TITLE: Discussion and possible action regarding Yakima Central Plaza
SUBMITTED BY: Sean Hawkins, Economic Development Manager
Jeff Cutter, Interim City Manager
SUMMARY EXPLANATION:
1. Introductions and Format of Meeting
2. Yakima Central Plaza and It's Role in Economic Development (Sean Hawkins,
Economic Development Manager)
• How Plaza Was Identified as Source of Economic Development
• Downtown Retail Plan
• Downtown Master Plan
• Downtown Parking Study
3. Yakima Central Plaza Final Design (Kathryn Gustafson — Gustafson, Guthrie, Nichol)
4. Council Q &A on Plaza Design
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL: Interim City Manager
STAFF RECOMMENDATION:
BOARD /COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
D pll <;a .< cos 3/3/2016 I oimo
D pllaza operatlion cost 3/3/2016 Cover Memo
Memorandum
To: Yakima City Council and City Manager
From: Sean Hawkins, Economic Development Manager
Date: March 8, 2016
Subject: Yakima Central Plaza Cost
In April of 2013, the Yakima City Council initiated a public process to create a Downtown Master Plan to
guide future development and retail activity in Yakima's downtown district. After five comprehensive
public meetings, a downtown plaza was identified as the first project to be implemented as part of the
plan's numerous recommendations. The plaza was identified as a game changer for the downtown district
as it would change perceptions on how people view downtown and increase "body heat" in downtown with
the numerous events and activities hosted in the space. In April 2014, the Yakima City Council selected
Gustafson, Guthrie, Nichol, LTD (GGN) and Graham Baba Architects to conduct a conceptual design process
for the Yakima Central Plaza project. The design team looked at two locations for the proposed plaza and
developed five design options for public and City Council consideration. After five public sessions, the
Yakima City Council approved option Y -A in September of 2014.
On January 29, 2015, the City solicited RFQ 11507Q to hire a firm to take the approved conceptual design
for the Yakima Central Plaza through the full design process with a final deliverable of construction
documents that could be put out for bid in early 2016 following City Council direction to construct the
project. Eleven design firms were solicited. Two firms, GGN and HBB Landscape Architecture, responded
to the RFQ and were interviewed on February 26, 2015, by a committee of City Council members and staff.
GGN received the highest score from the committee (437/500 possible points vs. 415/500 for HBB).
Therefore, the committee recommended that staff proceed to negotiate a contract for the plaza design with
GGN.
City staff negotiated a $1,110,031 fee agreement with GGN for the design of the Yakima Plaza Option Y -A and
surrounding street renovation. Also included in this agreement is GGN's $370,569 fee for construction
administration, should the City choose to build the plaza. If the plaza is not constructed, the agreement for the
construction administration fee will be void.
GGN's Design fee, which includes full development of the design concept and production of 100% construction
drawings and specifications, will not exceed the amount of $1,110,031. Their construction administration fee,
which would include technical support such as reviewing material submittals and responding to the
Contractor's technical design questions, will not exceed the amount of $370,569. Although it is not specifically
part of the design process, including GGN's construction administration fee in this agreement will allow the
City to efficiently initiate GGN's participation in the construction phase at such time the City chooses to
proceed in building the project.
All of GGN's fees, costs for site survey and geotechnical work, the estimated construction costs, and project
soft costs (such as taxes, testing and inspection and City staff project /construction management costs), are
included in the proposed $14,000,000 project budget, as follows:
Yakima Plaza Project Option Y -A + Surrounding City
Streets: Design & Construction Budget Estimate
' hase 2 -
onstruction
GGN Fee' $1,110,031 $370,569 $1,480,600
Geo Tech /Survey $62,500 $62,500
Construction
Contract $11,500,000 $11,500,000
City Soft Costs $956,900
Total $14,000,000
Notes:
1. GGN fess are "Not to Exceed" and include reimbursable expenses. GGN will be
paid actual costs for work performed.
2. Construction Contract is a conceptual estimate.
3. City soft costs include taxes on construction contract, City staff time for
project /construction management, testing, etc.
4. Contingencies for unforeseen site conditions such as contaminated soil are not
included in any category of the project budget.
The following form shows the entire downtown revitalization project including the costs associated with the
downtown planning and assessment process. The costs for planning and the assessment process proceeded
and were not included in the $14,000,000 plaza project cost.
Resolution Contractor Description Amount To Date Balance
Downtown Planning and Assessment Process
R 2013 -042 Crandall Arambula Develop a Downtown Master Plan $114,996 $125,227
R 2013 -043 Thomas Consultants Retail Element of Downtown Plan 32,000 32,000
R 2014 -046 Carl Walker Downtown Parking Study _ 45,752 _ 45,752
R 2014 -087 BDS Planning & Urban Design Public Market, Incubator Feasibility _ 58,850 _ 58,800
R 2014 -045 Gustafson Guthrie Nichol Preliminary Design Concepts 145,000 144,763
Subtotal- Downtown Studies $396,598 $406,542
Note: these project were paid from CBD, Economic Development and SIED Funding Sources. No debt was incurred on this spending
Downtown Plaza Full Design Process _
R 2015 -052 Gustafson Guthrie Nichol Preliminary Engineering 1,110,031 _ 449,185 660,846
R 2015 -072 PanGEO Inc. Geotechnical component - Prelim Eng. 24,000 _ 19,310 4,690
R2014 -153 Huibregtse,LoumanAssoc. Topographic Survey 14,600 14,600
City Engineering 31,081 - 12,550 18,531
Other Miscellaneous Expenses - 1,000 377 623
Subtotal -Plaza Specific 1,180,712 496,021 684,690
Note: Historically, we would not reimburse ourselves for the " generic" studies - -just project specific expenses, or about $1,180,712.
3/3/2016 2
Memorandum
To: Yakima City Council and City Manager
From: Sean Hawkins, Economic Development Manager
Date: March 8, 2016
Subject: Estimated Plaza Fountain Operating and Maintenance Costs
Annual Operating Cost Summary
Expense
Daily Fountain Operation $16,950
Daily Maintenance Contract $65,940
Revenue
Rental and Usage Revenue $36,500
Plaza Operating Cost $46,390
Fountain Operation Costs Estimate
The fountains in the Yakima Central Plaza will operate yearly from April 15 through October 15,
for 12 hours a day. The fountains are designed to recirculate and recycle water through the system
after the initial fill. The following is the estimated water usage costs and utility costs for the
Yakima Central Plaza fountain system. These numbers were prepared with assistance from CMS
Collaborative (a Gustafson Guthrie Nichol sub consultant who is designing the fountains) and
James Dean, the Utility Services Manager for the City of Yakima.
Estimated water usage (per fountain designer CMS Collaborative):
1/2 April 42,700 gallons
May 94,500 gallons
June 112,700 gallons
July 121,800 gallons
August 121,800 gallons
September 94,500 gallons
1/2 October 42,700 gallons
Total 630,700 gallons per six month operating season
As a point of perspective, the swimming pool at Franklin Park takes 280,000 gallons for its initial
fill in May. It requires an additional 700,000 gallons throughout the summer season for loss from
evaporation and usage. As a visual representation, 650,000 gallons is the amount of water it would
take to fill an Olympic size swimming pool one time. In the case of a drought year, we can easily
shorten the daily or yearly operating season of the plaza fountains to conserve water.
The power, water and chemical costs to operate the fountains are as follows:
Power ($.08 /KWH commercial rate) $9,365.00
Water ($1.46 per 100 cu. ft. rate using 843 UOC) $1,231.00
Water Ready to Serve Charge ($.2883 per day) $52.00
Wastewater Ready to Serve Charge ($.6873 per day) $123.71
Wastewater Service (based on only 10% of water UOC being discharged to wastewater system)
$253.74
Water Treatment Chemicals $5,925.00
Total Operating Costs - $16,950.45 ($94 per operating day at 180
day season)
Notes - daily maintenance labor and coverage is proposed to be covered through Block by Block's
annual contract with the City.
Facility Rental Costs
The Yakima Central Plaza will be a fee based facility for usage by private entities. Events
sponsored or hosted by the City of Yakima can have the fee waived. As a point of reference, Caras
Park in Missoula typically charges $975 to use the facility on Friday, Saturday and Sunday and
$700 the rest of the week. This includes restroom services, assistance setting up, usage of chairs
and tables, access to power and trash service. There are add on fees for events that generate a
large volume of trash and that require staff overtime. Like any special event in the City, a
certificate of liability insurance naming the City of Yakima as an additional insured will be
required to use the plaza for a public or private event. Below is an estimated cost for private usage
of the plaza the first year. Please note that we expect that most of these activities will be open to
the public. Initially, marketing of facility rentals will take place on the City of Yakima's website.
Annual Event Days Costs Per Day Revenue
Market Hall Only Rentals 35 $350 $12,250
Full Facility Rentals 15 $850 $12,750
Half Facility Rentals (No Market
Hall) 15 $500 $7,500
Small Event Rentals 10 $250 $2,500
Stage Rentals 15 $100 $1,500
Event Rental
Revenue $36,500
Maintenance Staffing Costs
City staff proposes to amend the City's contract with downtown maintenance provider Block by
Block to perform daily maintenance at the Yakima Central Plaza. A proposed year one budget of
$65,940 will provide daily service plus an amortized equipment schedule to purchase the
necessary capital equipment needed to maintain the plaza in appearance. Please note, the City's
Public Works Department and Water Department will assist with maintenance issues as they
arise.
The proposed maintenance budget would provide daily, 8 hour a day service, through the regular
fountain season (mid -April to mid - October) and Monday through Friday service through the
remainder of the year. This dedicated staff will address litter and trash issues, provide landscaping
and mowing services, assist with event set up, open, close and clean restrooms, power washing,
graffiti removal and perform the daily maintenance checklist for the fountains. Additionally, a
daily presence in the plaza will act as an additional set of eyes and ears to assist the Yakima Police
Department with safety issues and quality of life infractions.
The overall maintenance costs could be reduced by contracting maintenance services directly with
the Downtown Association of Yakima rather than Block by Block. The cost savings would include
the overhead association with an outside contractor performing the work.