HomeMy WebLinkAbout2008-10-07; City Council; 19593; Expansion at Leo Carrillo ParkCITY OF CARLSBAD - AGENDA BILL 1
AB# 19,593
IVITG. 10/07/08
DEPT. Recreation
AUTHORIZATION TO BID CONSTRUCTION
FOR THE EVENT ARE A EXPANSION AT
1 Cf\ /^ A B0f f i X\ t^Aiklf^LM UIO»T^im/^ DADf/LEO CARRILLO RANCH HISTORIC PARK,
CITY PROJECT 45031
DEPT. HEAD Xxl/f
CITY ATTY. /f-g^"
CITY MGR. \.j^
RECOMMENDED ACTION:
Adopt Resolution No. 2008-278 , authorizing the City Clerk to advertise for bids for construction
of the Event Area Expansion at Leo Carrillo Ranch Historic Park, City Project No. 45031.
ITEM EXPLANATION:
Since the park's opening in 2002, Leo Carrillo Ranch Historic Park has become a popular venue
for hosting special events and occasions including weddings, receptions, corporate meetings
and parties. Many of these special events are held on the lower hacienda patio with overflow
onto the turf area adjacent to the patio. As a result, this turf area has suffered tremendous wear
from over use. Staff recommended and Council approved in the Fiscal year 07-08 Capital
Improvement Program, an addition of a flagstone patio area for special events. This would
provide a level surface area to better accommodate weddings, receptions and private events
and also provide an additional area to sit and relax, while at the same time reducing the wear
and tear of the adjacent turf areas.
The attached Concept Plan for the Patio Event Area Expansion, (Exhibit 2) depicts the following
items that will be part of the new construction:
- Approximately 2,000 square feet of new flagstone patio
- Flagstone seat wall
- Low voltage lighting
- Electrical service to serve band set ups
- Service road improvements (access road for caters)
- Incidental landscape planting
- Restoration of turf area between hacienda patio and event area expansion
- Decomposed granite pathway to connect existing lower hacienda patio to new event
patio area
DEPARTMENT CONTACT: Liz Ketabian 760-434-2978 iketa(5)ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION:APPROVED &
DENIED D
CONTINUED D
WITHDRAWN D
AMENDED D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER - SEE MINUTES D
Page 2
FISCAL IMPACT:
Sufficient funds are available in the Carrillo Ranch Event Area Expansion Project to cover the
estimated construction costs of the project. A total of $267,000 in Park Development -
Southeast Quadrant, funds have been appropriated in the 2008-09 Capital Improvement
Program budget for the Carrillo Ranch Event Area Expansion, City Project No. 45031. A
summary of the project funding is outlined below.
Project Funding Summary-Carrillo Ranch Event Area Expansion
Design (Encumbered/Expended to Date)
Construction
Engineer's Estimate for Construction
Construction Contingency (10%)
Construction Management Inspection and Testing (10%)
TOTAL ESTIMATED PROJECT COST
AVAILABLE FUNDS
$5,060
$210,000
21,000
21,000
$257,060
$267,000
Estimated annual revenue for rental of the event patio area is approximately $25,000. Estimated
annual maintenance and operations costs for the event expansion are $16,200.
ENVIRONMENTAL IMPACT:
The Leo Carrillo Ranch Park Master Plan was originally approved by the Planning Commission
with a Mitigated Negative Declaration, on November 11,1999 (Planning Commission Resolution
No. 4694). Planning staff has reviewed the proposed project and the Planning Director has
determined that the proposed project is within the scope of the prior environmental documents
and that no further environmental documentation is required per CEQA Guideline Sections
15162.
EXHIBITS:
1. Resolution No. 2008-278 . of the City of Carlsbad, California, authorizing the City Clerk to
advertise for Bids for the Carrillo Ranch Event Area Expansion, City Project 45031.
2. Concept Plan for the Event Area Expansion
3. Plans and Specifications for the Leo Carrillo Ranch Patio Event Area Expansion - On file at
the Recreation Department Administration Office - (Park Development)
1 RESOLUTION NO. 2008-278
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY
3 CLERK TO ADVERTISE FOR BIDS FOR THE
4 CONSTRUCTION OF THE EVENT AREA EXPANSION, AT
LEO CARRILLO RANCH HISTORIC PARK, CITY PROJECT
5 NO. 45031
6
7 WHEREAS, the City Council of the City of Carlsbad, California, has determined it
8 necessary, desirable, and in the public interest to expand the patio event area at Leo
9
Carrillo Ranch Historic Park; and
10
WHEREAS, funds are available in the Fiscal Year 2008-09 Capital Improvement
11
Program Budget for the expansion of the patio event area; and
12
WHEREAS, the plans and specifications for furnishing of all labor, materials,
tools, equipment, transportation, and other expenses necessary or incidental to the
15 construction for the expansion of the patio event area at Leo Carrillo Ranch Historic Park,
16 Project No. 45031, have been prepared and are on file in the Recreation Department of
17 the City of Carlsbad and are incorporated herein by reference.
18 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
19 Carlsbad, California, as follows:
20
1. That the above recitations are true and correct.
21
2. Funds are available in the Fiscal Year 2008-09 Capital Improvement
Program Budget for the estimated costs of the construction for the
24 expansion of the patio event area at Leo Carrillo Ranch Historic Park.
25 3. That the plans, specifications and contract documents for the construction
26 of the expansion of the patio event area at Leo Carrillo Ranch Historic
27
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Park, Project No. 45031 are on file in the Recreation Department of the
2 City of Carlsbad and are hereby approved.
4. That the City Clerk of the City of Carlsbad is hereby authorized and
4 directed to publish, in accordance with State law, a Notice to Contractors
5
Inviting Bids for the construction of the expansion of the patio event area
6
at Leo Carrillo Ranch Historic Park, City Project No. 45031, in accordance
with the plans, specifications, and contract documents referred to herein.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 7th day of October, 2008, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall and Nygaard.
NOES: Council Member Packard.
ABSENT: None.
ATTEST:
.
LORRAINE M. WOOD, City Clerk
(SEAL)
LEGEND
LEO CARRILLO RANCH HISTORIC PARK
PATIO EXPANSION CITY OF CARLSBAD,CA
Concept Plan7
Existing Tree
New Tree Planting
New D£ Path
Patio Table/Chairs
Vx
All Receive-Agenda Item # \
For the Information of the:
not«K^r7 onna CITY COUNCILOctober 7, 2008 Asst
TO: CITY MANAGER DatejQfa_CityManager_U^
From: Park Planner
CARRILLO RANCH EVENT PATIO EXPANSION-FOLLOW UP QUESTIONS
Project Description
The Leo Carrillo Event Patio Expansion came about due to the popularity of the
Carrillo Ranch for parties, weddings and other special events. Most events are
held on the various patio areas around the hacienda and also including a turf
area adjacent to the larger lower patio area next to the hacienda. Substantial
wear and tear, especially to the lawn area became an issue over the past few
years. Due to the stress placed on the site and in order to accommodate the
special needs of the site uses, staff recommended an expanded patio area and
requested funding for the project.
The project as bid will include the following items:
- Approximately 2,000 square feet of new flagstone patio
- Flagstone seat wall
- Low voltage lighting
- Electrical service to serve band set ups
- Service road improvements (access road for caters)
- Incidental landscape planting
- Decomposed granite pathway to connect existing lower hacienda patio
to new event patio area
- Restoration of turf area between hacienda patio and event area
expansion ( As a bid alternate)
Funds in the amount of $267,000 were approved in the 2008-09 CIP Budget for
the project.
Synthetic Turf
Due to the wear and tear on the turf areas adjacent to the hacienda patio, in the
summer of 2007( mid wedding season) temporary measures were taken by
Parks staff to install the synthetic turf that currently exists in order to
accommodate and not interrupt the summer wedding season events already
scheduled. The existing synthetic turf area is a compilation of several different
pieces of unused synthetic turf left over from other park projects and was
installed in 2 days by several parks maintenance staff and equipment. This
synthetic turf was intended to be a temporary/interim solution and is not installed
for long term sustainability as it is secured with jute pins, has no under drainage
and base materials and filler materials.
Further, the estimated project costs did not include installation of synthetic turf in
this area due to the historic nature of the park and the desire for not introducing a
material foreign to its historical context. At this time installation of synthetic turf
would also be cost prohibitive, given the current project budget does not include
the installation of artificial turf and it.would also require a re-design of the plans
and specifications further delaying the project.
Users of the Special Event Rental Area
It is estimated that 85% of the users for the special event rental area of the park
are related to weddings and receptions. Another 15% of the users are
associated with private parties, such as, wedding anniversaries, corporate
events, and City sponsored special events.
Costs and Revenue for the Special Event Rental Area
Annual revenue for the entire park for 2007 was $60,827 and estimated revenue
for FY 2008-09 is $84,000.
The maintenance and operation costs for the entire hacienda area (includes the
upper patio, courtyard, pool and cabana areas) is currently $16,200 annually .
The proposed patio event expansion area maintenance and operations costs are
minimal and would be absorbed in the current maintenance and operations costs
of the entire hacienda rental area.
It is estimated that $25,000 additional revenue would be generated annually from
the patio expansion.
Liz Ketabian
c: Interim Recreation Director
Park Development Manager
Recreations Services Manager, Calarco