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HomeMy WebLinkAbout04 - C-3461 - CdM State Beach ImprovementsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 July 13, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Lloyd Dalton, PE 949 - 644 -3328 Idalton @city. newport-beach. ca. us SUBJECT: CORONA DEL MAR STATE BEACH IMPROVEMENTS — REJECT ALL BIDS FOR CONTRACT NO. 3461 RECOMMENDATIONS: Reject all bids. DISCUSSION: At 11:00 AM on June 29, 2004, the City Clerk opened and read the following total bid prices for constructing "Base Bid" and "Total Project' at Corona del Mar State Beach: Bidder Low Metro Builders & Engineers Group, Inc. 2 Alvarez Engineering, Inc. Total Price - Base Bid Total Price - Total Proiect $2,813,167.20 $4,405,567.76 2,879,000.00 $530,000.00` Alvarez Engineering, Inc., intended this amount to be added to their amount for Total Price — Base Bid, thus resulting in a total bid price for Total Project of $3,409,000.00. The contract for "Base Bid" demolishes all structures and constructs only one restroom building, the beachfront walkways and seat walls, site utilities, and a portion of the landscaping and irrigation systems, as described on the attached April 27, 2004 Agenda Item, whereas "Total Project' demolishes all structures and constructs all of the improvements detailed in the plans and specifications. A third bid was tendered, then retracted just prior to the bid opening. Inasmuch as the low 'Base Bid" and "Total Project' prices exceed the maximum amount of $2,200,000 that the City Council provided for award of contract (see attached Agenda Item of June 22, 2004), the City must reject all bids for the project. The high bid prices and scarcity of bidders may be attributed to a number of factors. Overseas markets are purchasing huge quantities of raw materials and products to assuage their boom in construction, as is the federal government in its reconstruction SUBJECT, Corona Del Mar Beach — Reject All Bids For Contract No. 3461 July 13, 2004 Page 2 efforts in Afghanistan and Iraq. To exacerbate these conditions, local school districts and commercial developers are using up much of the construction materials and building capacity that are available in southern California. These same conditions probably affected the May 20, 2004 bid opening for Fire Station No. 6 Gender Modifications and the June 8, 2004 bid opening for Back Bay Science Center, when no bids were received for either project. These conditions may also affect the upcoming bid opening for Mariners Library. Public Works staff will work with the City Attorney and other agencies to ferret out alternative methods that may be used to successfully bid the City's building construction projects. We anticipate that a report of our findings and recommendations may be returned City Council for consideration within 30 days. Prepared by: Submitted by: Lloy alton, P.E. St n . Badum Desfgn Engineer ublic Works Director Attachment: June 22, 2004 Council Report CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 36 June 22, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Lloyd Dalton, P.E. 949 - 644 -3328 Idalton @city.newport- beach.ca.us SUBJECT: CORONA DEL MAR STATE BEACH IMPROVEMENTS - CONTRACT NO. 3641 - DETERMINATION OF AMOUNT OF FUNDING AVAILABLE FOR AWARD ISSUE: How much funding should the City Council deem available for the CDM State Beach Project prior to project award? RECOMMENDATION: 1. Find that $2,200,000 is available to award the CDM Beach Project (as described in this staff report's Alternative B); and 2. Authorize staff to fund the Project in a manner similar to Alternative A's provisions should the City receive a Proposition 40 or other grant to supplant parking lot revenue available for the Project. DISCUSSION: When the City Council approved the concept plan for the Corona Del Mar Beachgoer Amenity Project, it directed staff to seek additional funding to complete the entire $2.2 million project. Staff found that additional funding might be obtained through Proposition 40, known as the California Clean Water, Clean Air, Safe Neighborhood Parks, and Coastal Protection Act of 2002. On January 27, 2004 the City Council adopted a resolution to apply for a $784,400 Proposition 40 grant. We applied for this grant and submitted a detailed proposal to California State Parks to review. We have not yet heard from the State on this grant SUBJECT.. Corona Del Mar State Beach Improvements - Contract No. 3641 — Determination of Amount of Funding Available for Award June 22, 2004 Page 2 application yet we are ready to award a project due to construction constraints at CDM State Beach. We remain optimistic that a significant portion of this grant, if not all of it, will be awarded to the City. We have worked extensively with our local legislators and with local advocacy groups (including Orange County CoastKeeper and Surfrider) to contact Resource Agency officials on behalf of the grant. On June 29th, the City Clerk will open and read bids for constructing "Base Bid" and "Total Project" at Corona del Mar State Beach. "Base Bid" constructs only one restroom building plus the beachfront walkways, site utilities, and a portion of the landscaping and irrigation systems, as described on the attached April 27, 2004 Agenda Item. "Base Bid" is estimated at $950,000. "Total Project" constructs all of the improvements detailed in the plans and specifications, and is estimated at $2,200,000. Another 15% ($330,000) should be set -aside for construction management, making a total of $2,530,000 needed for the full Project: Chart 1 Description Amount Construction Award $ 2,200,000 Construction Management and 10% contingency $ 330,000 Total Project Cost $ 2,530,000 We believe that the Total Project, rather than Base Bid, should be awarded. Chart 2 shows the two possible funding alternatives (Alternative A and B) for the Total Project's construction. Both envision using $2 per car from the CDM Parking Lot increase that Council approved on June 8, 2004 for the Project (as authorized in Resolution 2004 -43 — see Attachment for a copy of the Resolution). The Administrative Services Director will determine how to use this revenue effectively — either by bonding (with Council approval) or via a transfer from the General Fund. Alternative A assumes that we receive the Proposition 40 grant. Alternative B assumes that we do not. In both cases, when the Project is fully funded, the revenue from the parking lot increase would revert to the General Fund. Staff recommends that the City Council approve Alternative B, with a Alternative A as a hoped -for result if we receive the Proposition 40 grant. A third alternative would be for the Council to limit the award amount will be limited to dollars on hand approximately $960,000 ($1,105,670 less 15% to cover the costs of construction management and unforeseen work). SUBJECT. Corona Del Mar State Beach Improvements - Contract No. 3641 - Determination of Amount of Funding Available for Award June 22, 2004 Page 3 Chart 2 CDM State Beach Project Funding Alternative A Description Amount American Trader Revenue $ 633,380 Proposition 12 Grant (awarded) $ 472,290 Proposition 40 Grant (if awarded) $ 784,000 CDM Parking Lot Increase (3 years @ $220K) $ 660,000 Total Project Cost $ 2,530,000 Surplus (to General Fund) $ 19,670 Funding Alternative B Description Amount American Trader Revenue $ 633,380 Proposition 12 Grant (awarded) $ 472,290 CDM Parking Lot Increase (7 years @ $220K) $ 1,540,000 Total Project Cost $ 2,530,000 Surplus (to General Fund) $ 115,670 Environmental Review: The City Council's approval of this Agenda Item does not require environmental review. The Project itself has already gone through CEQA. Public Notice: This agenda item may be noticed according to the Ralph M. Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Submitted by: IyJO ar'.il Prepared by: • I• •E. • Project Manager Attachments: April 27, 2004 Agenda Item Resolution 2004 -43 Submitted by: V4 JR-- !! D id A. Kiff Assistant City Manager CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 21 April 27, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Lloyd Dalton, PE 949 - 644 -3328 Idalton @city.newport - beach.ca.us SUBJECT: CORONA DEL MAR STATE BEACH IMPROVEMENTS —APPROVAL TO ADVERTISE FORBID (C -3641) RECOMMENDATIONS: 1. Affirm the categorical exemption for this project. 2. Direct staff to advertise this project for bid. DISCUSSION: This project began during FY 2002 -03 with a $955,000 budget of American Trader Oil Spill settlement and Proposition 12 Bond Act funds to replace and upgrade visitor and other amenities at Corona del Mar State Beach. On September 10, 2002, the City Council retained Robbins Jorgensen Christopher Architects (RJCA) to provide planning, design, and construction services for the project. On December 17, 2002, the City Council increased the budget for the project to include $365,535 generated from the City's accumulated oil spill settlement interest and excess funds that were budgeted for other completed oil spill projects, and amended RJCA's contract accordingly. On July 8, 2003, the City Council approved a conceptual plan for a $2.2 million improvement of the entire site and directed staff to prepare construction documents such that either a first phase of construction could be awarded using the $1.1 million of remaining budgeted funds or a complete project could be awarded in the event that another $1.1 million was obtained for the project prior to award. (Copy of July 8, 2003 report is attached.) On January 13, 2004, the City Council again amended RJCA's contract commensurate with RJCA's again- increased scope of services for the project. RJCA has now completed final plans, specifications and estimate for the entire $2.2 million construction contract, and a set of the plans has been placed in the Council Chambers for public review. The project was endorsed by the Parks, Beaches and Recreation Commission on April 6, 2004; a Coastal Development Permit was approved on April 14, 2004; and the Building Department is presently completing its plan check. SUBJECT: Corona Del Mar Beach — Approval to advertise for bids April 27, 2004 Page 2 The $2.2 million contract provides for demolishing and removing '-the existing restrooms, concession buildings, a storage building, a parking lot ticket building, parking lot entrance improvements, beachfront walkways and planters, and landscape, irrigation and lighting systems that have been built or installed in stages over a 53 -year period. The contract then provides for constructing two new restroom buildings (with more than double the number of restroom fixtures than presently exist); a concession /lifeguard/ marine life refuge supervisor's building; a parking lot ticket building; parking lot entrance improvements that feature a much larger drop -off zone; beachfront walkways and planters; parking lot walkways; redesigned landscaping and irrigation systems; and interpretive signage. All mature palm trees within the demolition area will be replanted within the redesigned site. Since only half of the funds needed to construct the entire project are available at this time, the bid documents require that bidder submit a base bid to demolish and haul away all of the restrooms and concession buildings at the site, but reconstruct only a first phase of improvements (one restroom, the beachfront walkways, site utilities, and a portion of the landscaping and irrigation systems - see attached Exhibit). If this option is awarded, the second restroom, the concession building, the ticket building and parking lot entrance improvements, the parking lot walkways, the interpretive signage, and the remainder of the landscaping and irrigation systems could be built at a later date. [Note that City staff might then need to obtain proposals to install temporary mobile concession services that could be used until additional funding is obtained to construct the permanent concession /lifeguard /marine life refuge building] The bid documents require that each bidder submit two bid totals. "Phase 1 only" would construct the restroom, the beachfront walkways, the site utilities, and a portion of the landscaping and irrigation systems. RJCA's estimated for this work is $950,000. "Total Project ", which would construct the remainder of the improvements as described above, is estimated at $2,200,000, which is $1,250,000 more than Phase 1. Site lighting includes lighting for new buildings and walkways and replacement of existing beach security lighting. Fire ring, volleyball and parking lot facilities will be relocated only to the extent needed to allow the new improvements to be built. Parking lot lighting and fire ring, volleyball and parking facilities will not be built, refurbished or redesigned as a portion of this project. Plans, specifications and estimates for the project have been prepared by RJCA and by City staff. Upon award, Staff may recommend that the City retain a construction management firm. RJCA is already under contract to provide construction support services and to prepare as -built drawings for the project. Environmental Review: Inasmuch as this project reconstructs facilities on the same site with facilities of essentially the same purpose and capacity, the project is categorically exempt from the provisions of CEQA. Accordingly, a categorical exemption has been prepared by staff and posted for public review by the County Clerk (copy attached). SUBJECT: Corona Del Mar Beach — Approval to advertise for bids April 27, 2004 Page 3 Public Notice: This agenda item may be noticed according to the Ralph M. Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Funding Availabilit : Adequate funds to award a $950,000± construction contract are available in the following accounts: Account Description Account No. Amount Proposition 12 Bond Act of 2000 - State Grant 7251- C5100569 $472,290 Corona del Mar State Beach - American Trader Oil Spill 7295- C5100569 $633,380 Total $1,105,670 Upon award of a contract for Phase 1 construction, the balance of the available funding, approximately $155,000, will be needed for construction contingency and to pay for inspection, materials testing and contract management. When the City Council approved the concept plan for the project, it directed staff to seek additional funding to complete the entire $2.2 million project. Staff found that additional funding might be obtained through Proposition 40, known as the California Clean Water, Clean Air, Safe Neighborhood Parks, and Coastal Protection Act of 2002. On January 27, 2004 the City Council adopted a resolution to apply for a $784,400 Proposition 40 grant. Staff anticipates a favorable response to this application prior to the date for award of a construction contract. If the Proposition 40 funding is approved, as much as $1,650,000 will then be available for award of a construction contract. This means that approximately $550,000 may still be needed to award a $2.2 million contract to construct the entire project. From this Project's inception, City staffs intent has been to leverage non - General Fund revenue sources to complete the Project — thus the use of American Trader Oil Spill dollars, interest on those same revenues, and the Proposition 12 and 40 grants. A shortfall of $550,000 is not insurmountable. In addition to phasing the Project, we may be able to use enhanced concession revenue from a more dynamic concession facility (which may still include the current concessionaire) and revenue from a parking fee increase to fill the gap. Regarding the parking lot fee (now at $5 per car at CDM State Beach), recall that California State Parks plans to increase its beach parking fees to $10 per car effective July 1, 2004 at Crystal Cove State Beach and at Huntington Beach and Bolsa Chica State beaches. Already, State Parks' Annual Passes have gone from $67 for 12 months to $110.00. They will jump again to $125 on July 1, 2004. These increases mean that CDM State Beach may see significant increased use if we don't raise our parking rates to match or near the State rates. As such, we have asked the Harbor Resources Division to recommend a new parking lot fee for CDM State Beach. Revenue from this increase may be directed towards the Project to bridge the gap. SUBJECT: Corona Del Mar Beach — Approval to advertise for bids April 27, 20D4 Page 4 Finally, other Proposition 40 and 50 grant windows will open and close between now and the completion of construction. We know that this Project has received widespread support from State agencies, including State Parks — it is fair to assume that it will continue to attract grant funding as additional grant dollars are released. Submitted by ten v. Badum is Works Director Prepared by: `✓�lj� i� • s t. • Project Manag Attachments: Exhibit - Phase 1 Categorical Exemption July 8, 2003 Council Report Submitted by: Da id Kiff Assistant City Manager I a- U) z lij < ry a- < og I O LL LLJ O Cl co m Z 0 0 0 fle 0 w 0 < POSTED MAR 0 3 2003 TOM DALY, CL= ;ih :R= CO5D_ °q B oEarr' _FY OF NEWTORT &E:.�,If 3300 Newport Boulevard - P.O. Box 1768 Newport Beach, CA 92658 -8915 (94 9) 6411-3200 NOTICE OF EXEMPTION F I L E DATTACHMEN 9 MAR 0 3 2003 TOM DAILY. D =.;Y, ac'cOnD n Y To: From: City ofNei pon Beaoh Oliice of Planning and Research 1-100 Tenth Sheet Room 121 Planning Department 3300 Neapon Boulevard - P.O. Box 1758 Sacramento. CA 9 5 E i 4 Newport Beach, CA 92638 -8915 ((Drange County) COUny Cl2rk, County of X Public Sendces Division ❑ P.O. Box 338 Date received for fil ng at OPR: Santa Ana. CA 92702 A-L77ne ),Project: COI"Ona Del Mal" S ate Beach _47neni *,. I7iprOV6771ents Project LO Car" i i� i CITY OF NEWPORT BEACH „ ,�. CITY COUNCIL STAFF REPORT �y C;i2y ,�uuncil �ttr rai tv�ivpa; �sati`� Agenda Item No. 12 July 08, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Planning Department: George A, Berger, AICP, Comm. & Econ. Devt. Program Manager; (949) 644 -3207; aaberaer @city.newoort- beach.ca.us SUBJECT: Corona del Mar State Beach — Beachgoer Amenity Improvement Project ISSUE: The public facilities at Corona del Mar State Beach (Big Corona) have become antiquated and have deteriorated to the point that they should be removed and rebuilt. The Council is asked to consider the design and location of proposed facilities, to affirm the Categorical Exemption, and to recommend direction regarding project funding. Should the City Council affirm the recommendation of the Parks, Beaches, and Recreation Commission to move forward with planned improvements to Corona del Mar State Beach? RECOMMENDATION: 1. Approve conceptual site plan and draft facilities concept for replacement facilities at Corona del Mar State Beach; 2. Affirm the Categorical Exemption (copy attached); 3. Direct staff to proceed with the full site plan and facilities concept by phasing the full project to reflect available funds and by seeking additional funding for its completion. DISCUSSION: Backoround: The City of Newport Beach operates and maintains the parking lot and beach facilities at Corona del Mar State Beach on behalf of the State of California. On August 19, 1949, Coruna del Mar State Beach July 8, 2003 Page 2 the State and the City entered into an operating agreement, renewed six times —most recently In 1999 —that dictates the City's operations at the beach and directs the City to: "care, maintain, and control" Big Corona "for the purposes of the State Park System" including `playground, recreational, and beach park purposes" (that are) `at all times accessible and subject to the use and enjoyment of all citizens of the State of California." Although the City does not "profit" from administering the beach at Big Corona —all revenue generated at the facility must be used for "recreation and park purposes within the Citv," according to the City's operating agreement with the State —it has a substantial interest in maintaining and enhancing the facilities there, as the beach park is a significant source of passive and active recreational activity for both residents of, and visitors to, the City. Public facilities at Corona del Mar (CdM) State Beach have been built, operated and maintained by the City of Newport Beach under agreement with the State of California, which expires in 2029. Beach facilities that were built in 1951, 1960, 1965 and 1970 have become antiquated and deteriorated in the hostile salt air environment to the extent that they should be removed and replaced. The facilities include buildings containing two concession stands, a "beach rental" storage stand, two men's and two women's restroom buildings. Concrete shade structures were also on the site, but were removed for safety reasons. Various paving and walkway areas are present, with lawn area, raised planters, and palm trees in place throughout the site. A picnic area is separate from the bulk of the "beachfront" facilities, adjacent to the base of the jetty at the northwest corner of the parking lot. Finally, "on- beach" amenities include approximately 30 concrete fire rings and 10 sets of beach volleyball standards. Approximately 800,000 – 1,000,000 users visited Corona del Mar State Beach in FY 2001 -2002 according to the City's lifeguards, who have kept estimates for a number of years. Revenue collected at the park consists of two sources — parking fees and concession revenue. In FY 01 -02, parking revenue generated $622,620, which was the second- highest income in the last decade ('99 -'00 had the highest, at $626,626). Concession revenue accounted for $87,633; therefore, the total revenue generated to the City from the park was $710,253. Project Scope & Description: Beginning in 1999, City leaders began a push to find funds to upgrade the facilities at the aging, but beautiful and very popular beach. In 1999, the Trustees Council of plaintiffs involved in the American Trader Oil Spill settlement assigned $476,000 to the nascent Corona del Mar State Beach improvement project. In 2001, the City received a one -time 8479.000 Proposition 12 Bond Act (the Safe Neighborhood Parks, Clean Water, Clean Air, and Coastal Protection Bond Act of 2000) local assistance grant from Corona del Mar State Beach July 8, 2003 Page 3 the State of California Parks & Recreation Department to replace the aging concession stands with new, more attractive and useful facilities more reflective of the Corona del Mar atmosphere and history. Specifically, the grant award called for a year -round facility 'that maximizes views of the Corona del Mar beach, the nearby Newport Jetty, and would take advantage of the nearly 300 days of unbroken sunlight at the beach. The project scope also included a call for the removal, redesign and new construction of shading infrastructure, placement of interpretive signage about the tidepools at "Little Corona," and a permanent lifeguard facility. These facilities met grant criteria; a one- time grant award was authorized by the State, and was paired with the "American Trader" funds. Upon initial detailed investigation of the facilities, it was determined that —in addition to the demolition and reconstruction of the existing concession and shade structures —the restroom facilities were in serious need of improvement. In fact, some roof elements of the dressing areas were removed for safety reasons, as chunks of concrete had the potential to fall and injure patrons. In October of 2002, an additional $365,535 in "American Trader funds" and interest were redirected by the Trustees Council to the CdM State Beach improvement project, providing a total funding amount of $1;320,535. Therefore, the final scope of the project involves a total removal and reconstruction of the existing antiquated facilities along the beachfront, along with an update of the uses to reflect the requirements of the current beach -going resident and visitor park users. In conjunction with the architectural firm of Robbins, Jorgensen, Christopher Architects (RJC)—hired by the City as consulting architects and designers —a series of "design objectives" were established. They include: • Providing a safe beachgoing environment; • Improving the pubiic safety /lifeguard presence at the beach; • Fostering environmental awareness of the tide pools and beach, while minimizing environmental damage; • Maintaining the natural aesthetic appeal of the beach, bluffs, and ocean view; • Minimizing the impact of new structures and landscape on existing views; • Sizing facilities appropriately for 'existing' level of beach use, not for expansion; • Designing structural roofs as ,5th- sided" architecture; • Designing attractive, vandal proof, easily - maintainable facilities in the harsh saltibeach environment; and • Mitigating conflicts where possible between fire ring users, volleyball players, and sunbathers. Public Safety Needs -- Lifeauard Facilities: We believe that the City of Newport Beach also has a responsibility to provide a safe environment for the public at Corona del Mar State Beach. This responsibility includes lifeguard services, whose needs at CDM State Beach are outlined below by Fire Chief Riley: Cu ona del Mar State Beach July 8, 2003 Page 4 `Our primary reasons for providing lifeguard services are to watch the water for potential problems, effect rescues of persons in distress, and provide medical assistance to minorbeach related injuries. The Fire Department uses a dynamic deployment model for staffing lifeguard towers and vehicles. Our model is based upon the time of year (summer, spring break, spring /fall, and winter), the current weather and surf conditions, and the current and projected beach attendance. During the summer, we project full. deployment each day and scale back from there. So during peak times of our beach use, we have all towers staffed and watching the water and all vehicles staffed and providing patrol and tower back -up. A typical full deployment at Corona del Mar Beach starts at 9:00 AM with one lifeguard unit patrolling the beach and one lifeguard assigned to a lifeguard tower. By 11:00 AM, we have added a supervisor in a vehicle and four lifeguards to staff the other lifeguard towers (three more at CdM Main Beach and one at Little Corona.) The towers remain staffed until 5:00 PM, when we begin closing the towers over the next two hours. By 7:00 PM, we have closed all towers and taken a lifeguard patrol vehicle out of service. From 7:00 PM until 9:00 PM, we only have one supervisor to patrol the beach. This is our schedule from June 15 through August 15; nine of the fifty -two weeks we provide lifeguard services. The other forty -three weeks of the year, we use. dynamic deployment based upon circumstances and availability of personnel. There are times when we only have one lifeguard at CdM. This is due to light crowds or marginal weather where few people are using the water. Sometimes it is due to the fact that many of our seasonal staff are not available as they have returned to their non - summer pursuits (i.e. other jobs, school.) With a new trend towards spring break occurring during many different weeks of spring, we have significant difficulty with varying large crowds of out -of- school visitors and an inconsistent supply of seasonal lifeguards who may or may not be available. Watching the water during non - summer weeks has become increasingly challenging. All of that being said, the Fire Department has asked for some space at CdM to provide for the following: 1) an enclosed area to park our patrol vehicles - we currently park our vehicles inside the crowded garage at LG Headquarters at the Newport Pier. This provides them reasonable protection from the harsh beach environment that already prematurely shortens the usable life of our vehicles (max. four years.) This means our personnel assigned to vehicles that patrol CdM must first go to the Newport Pier to pick up their vehicles and drive to CdM. This is valuable time we pay for that is not spent watching the water. Corona del Mar State Beach July 8, 2003 Page 5 2) an area to provide first -aid services - we currently use the back of the parking control kiosk (about 12 square feet) to administer minor first -aid due to beach related injuries, such as sting ray stings, sea urchin spine punctures, and minor bumps and bruises from being knocked down by surf. We believe we can design our parking garage to become our first -aid area when we pull our vehicles out to patrol the beach, eliminating the need for a separate first -aid area. We would use this area to provide patient seating, access to clean, hot water, and clean storage of first -aid supplies. It would also provide a private area forparamedic to work on a patient if necessary. 3) a small observation /work area - as mentioned earlier, there are times when only one person is assigned to CdM, frequently a full -time employee. A strategically placed and elevated observation area would allow a single employee the ability to view the maximum beach area from an improved vantage point. Currently, the only way for a single person to observe all of CdM during a non -high -usage period is to patrol in a vehicle. This does not provide the best visibility in contrast to the proposed observation tower. To see the strategic value of a well - placed observation tower, visit us at the Newport Pier and see what we can see from LG Headquarters; everything but CdM. This would also allow us to have a presence there and still allow our full -time employees access to our computer and telephone systems to work on projects while being available for public response. 4) a location to install an 800 MHz radio repeater - the countywide 800 MHz law /fire /public works radio system has some obvious coverage problems due to the topography of Orange County, particularly the areas of Balboa Peninsula, Corona del Mar and Newport Coast. Working with the County, we have installed radio repeaters at the Corona del Mar Fire Station and the Crystal Heights Association entrance kiosk and still may have some coverage problems along Corona del Mar Main Beach and the Peninsula. This means we have areas of Newport Beach where our police and fire personnel cannot communicate on their radios. The County staff believes and we agree that a repeater at CdM Main Beach would solve the coverage problems associated with these areas. The erection of a small observation tower and garage would provide the perfect physical structure to house a repeater. This illustrates that this is not a frivolous request but rather a great' opportunity to improve public safety services to CdM beach visitors and their neighbors. Each one of the reasons listed above enhances our primary mission - to watch the water." Corona del Mar State Beach July 8, 2003 Page 6 Public Outreach: In response to the design objectives noted above, a public outreach program was formally established to. solicit input from adjacent residents, Parks, Beaches and Recreation (PB &R) Commissioners, City Council members, and City staff who have a daily presence at the facility. In late 2001, in conjunction with the State Parks grant application process, a survey was mailed to approximately 1,000 households in Corona del Mar and placed on the City's website. 180 responses from the community were received— that's a 15% response, which is considered fairly strong. Information gathered from the survey was used to provide additional baseline direction for the consultants and project 'team. The Parks, Beaches & Recreation Commission heard an initial presentation of project concepts in January of 2002 and was asked to provide initial direction in their role as advisors to the City Council regarding parks and recreation. Following the RFP process, culminating with the selection of RJC as project architects in September, 2002, a series of pre - design meetings were held with City departments -to identify and outline necessary refinements of the project's scope and ways that scope might be implemented to balance competing needs and interests. On March 4th, 2003 the project team returned to the PB &R Commission to review and comment on three site plan alternatives prepared by the consultants. A public - — workshop, with individual mailed notices sent to over 300 adjacent property owners, was held on March 10th so that property owners and residents could also see close up what was being considered and could provide their recommendations. We made a similar presentation to the City Council on March 25th during Study Session. In April 2003, project team members presented the latest options and proposals for discussion to the boards of both 'the Corona del Mar Residents Association and the CdM Business Improvement District at their monthly meetings. Board members of both organizations responded with questions and comments. After this series of meetings and public hearings, suggestions and recommendations were focused into one proposal, which was presented to a standing subcommittee of adjacent property owners — mainly residents of Breakers Drive —on May 1st. Following their recommendations, and those stemming from additional meetings with City Harbor Resources; General Services, and Fire departmental staff, the site plan and building concepts have been further defined into what is the subject of this report. Additionally, ongoing comments have been received via the project's web page on the City's website, where the PowerPoint presentations of all public hearings may be reviewed. Most recently, the project was presented for conceptual approval and for direction —if any —on budgetary issues to the P, B & R Commission on June 4th. Following discussion from the public on a number of issues, including those related to Corona del Mar State Beach July 8, 2003 Page 7 concessions and lifeguard service and facility matters, the Commission approved the conceptual plan as presented. One side aspect of the project should be mentioned at this time to inform the Commission and Council. Although the "on sand" amenities —fire rings and volleyball courts —were not formally part of the project's scope, the project team presented a number of options to attempt to alleviate the tension between volleyball players, fire ring users, and adjacent residents who must bear the burden of smoke and soot throughout the year. The fire rings were the subject of much of the response from the survey, and of heated debate from residents at the March 10th public workshop. Also, none of the alternative arrangements appear to be suitable to the organized volleyball constituency at the beach, who organized an e -mail effort to express their opinions. As the volleyball court locations shown on the three early alternative plans were not "to scale" and thus shouldn't have been relied on as particularly accurate; and since 'here is still much uncertainty as to what the California Coastal Commission will allow in terms of any possible reduction in the number of fire rings; and as design of the "on sand" facilities were not part of the consultant's scope of work but were taking up valuable resource hours that needed to be utilized elsewhere, the project team has decided — with the assistance and cooperation of Recreation & Sr. Services departmental staff to defer this effort to a later date and more suitable venue. Reasonably, this outreach effort will occur following the approval of a final hardscape design, and be led by staff from the Recreation & Sr. Services department, with assistance from both Community & Economic Development and General Services departments. Site Plan: Three buildings are proposed for the site: two 1,231 gross square foot restroom facilities, each having both men's and women's rooms (see Attachment 1); and a 2,225 gross square foot joint -use concession, lifeguard /first aid, and marine life resources facility that is one -story with a small lifeguard observation room on a second level (see Attachment 2). The proposed site plan (see Attachment 3) indicates the proposed position of these three structures, which are proximate to the current location of the existing structures. The restroom buildings are spread out —with the concession /lifeguard facility between them —so that they have the ability to serve users from the entire beach. Prior to the recent demolition, them were 9,268 s-f. of facilities (including the T -beam shade structures) at CDM State Beach. This site plan envisions 5,687 s.f. of facilities. E-ach of the two proposed restroom facilities are fully- fixtured and ADA- compliant, and have 12 total water closets for women and four water closets and four urinals total for men, along with changing tables in each area. These buildings are proposed in such a Corona del Mar State Beach July 8, 2003 Page 8 way as to provide the maintenance and cleaning staff the ability to close half the building (men /women) for cleaning, while leaving the other half (men /women) open for use. Also, these buildings are located on site in such a way as to enhance visibility of the doorways from as many sides as possible, assisting with passive security. There are two rinsing showers outside each of these buildings, which will utilize sand traps to maintain adequate drainage. The aggregate additional square footage proposed for the new structures (two identical buildings) is 96 square feet larger than the existing restroom /changing room structures (which are presently three separate structures); and the proposed design dramatically increases the number of bathroom fixtures available — particularly for women —a critical element to almost everyone involved in the public outreach process. Likewise, the concession /lifeguard facility is more centrally - located than the existing structures, providing both the lifeguards and the concessionaire the opportunity to more easily view and serve the users. This facility design has the ability to provide suitable concession service for food service concessions, "beach rentals" (body boards, umbrellas and similar equipment) and storage; marine life refuge educational as well as first aid, observation, light supervisory activities for the lifeguard service. Following discussion with adjacent residents, and after on -site facility inspection and discussion between the consultants and lifeguards, the higher -level lifeguard observation room has been significantly scaled back in size, to a total of 75 square feet of floor area (approximately 8.4' wide by 9' deep) and approximately 19 feet in total exterior height. To accommodate peak beach food service concession on an "as- needed" basis —the possible 10 -15 days per year where the project team envisions that the proposed structural concession service may not be sufficient —a temporary vehicular concession parking area has been located adjacent to the western side of the park. This area is near the largest proposed area of grass to accommodate standing patrons (both before and after service), and would not require the removal —on even a temporary basis —of parking. A subcontract to the concessionaire could likely be established with a local commercial food service provider, which would operate a self- sufficient van -type vehicle at, that location adjacent to the curb. This "as- needed" location for a non - permanent concession facility serves a number of goals: it reduces the total permanent building mass and space adjacent to the beach; reduces on -going maintenance for the concessionaire and the City; and thus saves costs. A note about public concerns regarding the site plan: Several residents of Breakers Drive have written the City about the proposed project. Most state that additional permanent structures will not benefit the beach. Some have pointed to the lifeguard facility as an unnecessary addition. We hope that design simulations and possibly story- poles for the facilities might allay residents' concerns regarding building height, location and view impacts. Corona del Mar State Beach July 8, 2003 Paae 9 The existing concessionaire -- Mr. Gordon Kilmer -- has also raised concerns about the reduction in space available for t'ne concession at CDM State Beach. Kilmer believes that two separate concession spaces are needed to effectively serve the beachgoers. The staff team associated with this project (Kiff, Dalton and Berger) recommend reducing the size of the concession area to better fit within the proposed project and to help respond to residents' desires to see "fewer permanent structures." The concessionaire has been working with the City for a number of years, although there is not a concession agreement in place at this time. We intend to issue a Request for Proposals (RFP) for new concession services (to which Mr. Kilmer is more than welcome to respond) as the Project nears completion -- doing so is consistent with Council Policy F -4 ( "Income Properties "). This report indicates the existing and proposed `space lists " —i.e., what uses are allocated how much square footage on the site and what net increase /decrease is proposed (see Attachment 4). A significant comparative statistic is located in the chart titled "Miscellaneous Comparisons" (see Attachment 5). The linear building frontage — the amount of `building wall' a viewer sees from the ocean side or the Breakers Drive side —is almost reduced by half. In other words, the proposed building arrangement has greatly increased the ocean visibili`y for adjacent residents — particularly those whose houses are below the bluff —by orienting the "long side" of the buildings perpendicular to the ocean. Finally, the existing `soffscape' areas adjacent to the beach — grass, trees, seating walls and sidewalks —will be reconfigu ed to allow for a more appealing user experience. Approximately 8,800 square feet of turf grass area will be added; spread out across the length of the beachfront/pavement "strand" so users can feel more separation from each other and so that school children attending tide pool education can be more effectively (and safely) controlled by their chaperones as they walk to and from the tide pool areas. However, the actual length of paving /sidewalk is not substantially increased, though they will be widened to allow for more comfortable pedestrian circulation and more efficient cleaning by the City's existing rolling stock. Seating walls along the strand will allow additional `non -sand' relaxation while protecting the turf somewhat from blowing sand build -up. These seating walls accommodate a number of breaks, however, for visitors to easily walk to the sand and for emergency vehicle access. Further, a new sidewalk along the along the western edge of the parking lot— connecting the strand to the stairway leading to Ocean Boulevard —is proposed. Many of the current site's existing palm trees will be removed and relocated in new ways to accommodate the update in design. Corona del Mar State Beach July 8, 2003 Page 10 Alternatives and Phasing: We estimate that the total cost of this project —if we include each of three Alternatives — may be in the range of $2.1 to $2.4 million. As noted previously, only about $1.3 million is secured and "in- hand." The base project— without the Alternatives —is estimated at about $1.99 million. As such, the Council will want to determine if we should include or exclude certain altematives— listed below —in the project and whether or not to direct us to complete the overall project in phases. If the Council likes the overall project but we still need additional funding, phasing may work well —we would complete what we can with available funds and seek funding for the remainder. Once the remaining funding is secure, we would complete the full scope of the project as a "Phase II." Phase I. Phase I consists of demolition of the existing structures on the site, and construction of the three replacement buildings (two restroom facilities and one multi- use structure), along with necessary sidewalks, seating walls, utilities and landscaping along the beach ront'pavement "strand," as noted above. Phase II. Phase II consists of three possible add -ons. In a project of this nature —at a facility where no significant improvements have beet made for many years —there are usually additional elements (called "add -ons" in 'this Staff Report) that are deemed appropriate —even necessary—but are not critical to the project's success. The Corona del liar State Beach improvement project is no exception; there are three. • Add -on 14-1 -- Parking Lot Improvements. Add -on #1 relates to the site parking lot. Portions of the lot and the parking fee booth will be demolished and rebuilt to accomplish the main elements of the project. However, to accommodate better internal traffic. flow and parking accommodations (with little net change in total spaces) and to provide a more efficient entrance kiosk, it is recommended that the parking lot improvements be combined with the project's first phase. This add -on does not, however, significantly alter the existing driveway in and out of 'the park or the entrance to Breakers Drive. Due to the physical constraints on the property, the stacking of waiting vehicles at the top of the hill will continue to be enforced by traffic management and police personnel when the existing lot is full, in order to ensure access the ability of Breakers Drive residents and emergency vehicles to enter and exit the facility at all times. • Add -on =2 -- Picnic Areas. As a 2nd additional element, there is a call to improve 'the existing picnic area at the northwest corner of the park site. Although the details have not yet been worked out in any substantive detail, the consulting Corona del Mar State Beach July 8, 2003 Page 11 architects have taken a first step in estimating sitework and landscaping descriptions in response to recommendations by City staff. Improvements may include: new landscape, turf and associated irrigation —but saving the existing trees; new picnic tables and barbeque areas; hardscape pavers /paving to accommodate year -round use of the barbeques; proper drainage to accommodate runoff; low retaining walls as required; better pedestrian access as required; and covering the adjacent existing drainage swale. • Add -on #3 -- Additional Lifeguard Vehicular Storage. Add -on #3 concerns the final portion of new facilities recommended by the Fire Department for additional public safety presence at the park. The Fire Chief believes that, to increase efficiency and timeliness in their duties, they may require the ability to store a lifeguard vehicle (truck) away from the proposed lifeguard facility in an enclosed space. One possible option would be to construct a small., non - obtrusive structure near the northwest portion of the site, perhaps in conjunction with picnic area improvements. These three add -ons are meant to be viewed as separate and distinct options —and not as a part of the base scope of work. If the City Council wants to pursue these, it should consider the allocation of additional funds in future year budgets (see Attachment 7). Although add -ons #1 and 112 are indicated on the proposed site plan for purposes of clarity, add -on 43 has not been, and none are part of the initial project scope of design for the consultants or staff. The PB &R Commission has, and City Council should, review these add -ons, however, to understand and debate the entirety of the site - related project. Schedule: Following approval of the conceptual plans by City Council, the project team must prepare fully detailed construction plans and specifications, obtain plan approval from the California Department of Fish and Game, the California Department of Parks and Recreation, and permits from the City's Building Department and the California Coastal Commission before the project may be advertised for bid. The project must be advertised for bid by mid -June '04 so that bids may be opened by mid -July, award made by early August, construction commence the day after Labor Day 2004, and work be completed by Spring Break '05. A copy of the current schedule is provided (sea Attachment 8). Environmental Review: A Notice of Exemption, utilizing Categorical Exemption Class 2, Section 15302 (Replacement or Reconstruction), was filed with the Clerk of the County of Orange and posted in March, 2003, Per the California Environmental Quality Act, "Class 2 consists Corona del Mar State Beach July 8, 2003 Page 12 of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced." (Sec. 15302) The N.o.E, was filed prior to the project's conceptual approval, in order to comply with procedures for obtaining the agreement required under the Proposition 12 local assistance grant noted above. The project description outlined in the N.o.E. calls for the project to: "replace restrooms, concession facilities and outdoor eating facilities; provide lifeguards ubsta tion. facilities and interpretive areas." Funding AvailabilitV: As noted above, the City has approximately $1,320,535 allocated to the project at the present time, minus design, engineering, and other consulting services costs. However, the grand total for the base scope of work is estimated at approximately $1,992,848 (see Attachment 6). Additionally, Phase 11 Add -on #1 improvements are estimated at $219,385; Ph. II Add -on #2 improvements are estimated at $146,258; and Add -on #3 improvements are estimated at approximately $103,863 (see Attachment 7). Staff Recommendation. Staff believes that the proposed base scope of work, as presented in this report, is a reasonable and well - considered project appropriate to the local community and the wider audience it serves. Additionally, the project team believes that Phase II Add -on #1 is an appropriate addition to the overall project, which s.hou)d reasonably be constructed along with the Phase I (base scope of work) improvements. Therefore, we recommend that the Council approve in concept the design and cost estimate for the base scope of work (Phase i) and Add -on #1 of Phase II for a total project cost approximated at $2;212,233. We also recommend that the Council authorize is to go forward with planning, design and permitting for both Phase I and Add -on r1 of Phase li. As design and permitting are underway, we will examine additional funding options (including grants) to reach our almost $2.5 million goal. Prepared by: Gec ),ge Urger/ C &E /Igram Manager Submitted by: Dave Klff, Assi4a /nt City Manager Attachments: Attachment 1: Proposed kom Facility Plan and Elevation Attachment 2: Prop cession /Lifeguard /Marine Resources Plan and Elevation Attachment 3: Propged CdM State Beach Site Plan