HomeMy WebLinkAbout2017-08-22; City Council; ; Adopt a Resolution approving the contract, plans and specifications for Ocean Street Beach Access Improvements Project (CIP No. 6057), and authorizing City Clerk to adver#1
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CITY COUNCIL
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
August 22, 2017
Mayor and City Council
Kevin Crawford, City Manager
Kyle Lancaster, Parks Services Manager
kyle.lancaster@carlsbadca.gov or 760-434-2941
Adopt a Resolution approving the contract, plans and specifications for
Ocean Street Beach Access Improvements Project {CIP No. 6057), and
authorizing City Clerk to advertise project for public bids.
Recommended Action
Adoption of a Resolution approving the contract, plans and specifications for the Ocean Street
Beach Access Improvements Project {CIP No. 6057}, and authorizing the City Clerk to advertise
the project for public bids.
Executive Summary
As a part of the city's Capital Improvement Program, the City Council approved the Ocean Street
Beach Access Improvements Project {CIP No. 6057). This project consists of the refurbishment and
improvement of seven public beach accesses along the west side of Ocean Street, from
approximately Oak Avenue to Rue Des Chateaux. The conceptual plans for this project were
developed with significant public outreach and input, and the Planning Commission subsequently
issued a Coastal Development Permit on August 17, 2016.
Staff then conducted a Request for Qualifications process for professional landscape architecture
design services on the project. On November 8, 2016, the City Council approved an agreement
with KTU+A Planning and Landscape Architecture for those services. Over the last several
months, staff worked extensively with KTU+A to develop the project documents. Staff is now
seeking the City Council's approval of the contract, plans and specifications, and its authorization
for the City Clerk to advertise the project for public bids.
Discussion
The Ocean Street Beach Access Improvements Project is a Capital Improvement Program
initiative of the city's Coastal Corridor Committee, consistent with the City Council's goal of
enhancing Carlsbad's coastline. Staff's planning efforts on the project commenced in late
2014. The project area consists of seven public beach accesses along the west side of Ocean
Street, from just north of Oak Avenue to Rue De Chateaux. The accesses have been titled
according to their nearest intersection to Ocean Street: Oak Avenue, Carlsbad Village Drive,
Grand Avenue, Christiansen Way, Beech Avenue, Cypress Avenue, and Rue Des Chateaux. The
conceptual plans for the project, by Schmidt Design Group, were prepared with significant public
outreach and several opportunities for input during 2015 and 2016, including:
Page 11
• Two community workshops
• Several site meetings with owners of neighboring properties
• Two on-line public surveys
• Two outreach mailers to owners of nearby properties
• Several e-blasts and media releases
• Several public meetings of city commissions and committees
• Noticed public hearing of the Planning Commission for the Coastal Development Permit
The conceptual plans, which were finalized in July 2016, included refurbishment and
improvement of these public beach access points as described below:
• Making the stairs, railings, and landings more attractive/inviting
• Providing amenities like bike racks, benches and trash/recycling receptacles
• Adding low lighting at the stairs and crosswalks on Ocean Street for safety purposes
• Increasing access for the disabled to the street-level seating and viewing platforms
• Beautifying the wider accesses with native drought-tolerant landscaping
• Enhancing security/aesthetics for neighbors.
On August 17, 2016, the Planning Commission issued a Coastal Development Permit (No. CDP16-23)
for the Ocean Street Beach Access Improvements. Upon issuance of the Coastal Development
Permit, staff advertised a Request for Qualifications and Price Proposals from design firms to
provide professional landscape architecture design services on the project. The design firm's
services included conceptual plan refinements, design development, preparation of construction
documents, and services associated with the bidding and construction phases of the project.
On November 8, 2016, the City Council approved an agreement with KTU+A Planning and
Landscape Architecture for those services (Reso. No. 2016-222). Over the last several months,
staff worked extensively with KTU+A to develop the contract documents, plans and specifications
for the implementation of the Ocean Street Beach Access Improvements. Staff is now seeking
the City Council's approval ofthe contract, plans and specifications, and its authorization for the
City Clerk to advertise the project for public bids.
The city has access easements over all seven of the public accesses along Ocean Street. The
underlying property owners have historically been required to maintain two of the accesses
pursuant to development permit conditions. The privately maintained accesses are the ones
north of the intersection of Oak Ave. and south of the intersection of Cypress Ave. To ensure
consistency in operations and quality standards for the Ocean Street beach access points, staff
recommends that the city take over the maintenance of these accesses and is drafting documents
to effectuate this transfer of responsibility, which will be brought to City Council for consideration
when the contract is awarded.
Page 12
Fiscal Analysis
The estimated construction cost for this project is $3,092,674. It is funded with General Capital
Construction Funds/Infrastructure Replacement Funds, approved by the City Council in the
Capital Improvement Program Budget.
Next Steps
Following City Council approval, the bidding phase will be initiated by staff within two weeks.
Staff anticipates returning to the City Council for award of a construction contract in late October,
and providing the contractor with a notice to proceed with construction in late November. The
estimated duration of construction activity is five and a half months.
Environmental Evaluation (CEQA)
The project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA
Guidelines Sections 15301-repair and maintenance to existing facilities; 15302-replacement or
reconstruction of existing facilities; 15303-new construction; and 15304-minor alterations to the
land and vegetation. A Notice of Exemption was filed with the County Clerk on Aug. 24, 2016.
Public Notification
Public notification of this pending project through the public outreach measures note above, and
the advertised Request for Qualifications and Price Proposals from design firms to provide
professional landscape architecture design services. In addition, this item was noticed in
accordance with the Ralph M. Brown Act and was available for public viewing and review at least
72 hours prior to the scheduled meeting date.
Exhibits
1. Resolution approving the contract, plans and specifications for the Ocean Street Beach Access
Improvements Project (CIP No. 6057), and authorizing the City Clerk to advertise the project
for public bids.
2. Renderings ofthe Ocean Street Beach Access Improvements at Carlsbad Village Drive.
3. Renderings ofthe Ocean Street Beach Access Improvements at Beech Avenue.
4. Contract, plans and specifications for the Ocean Street Beach Access Improvements Project
(CIP No. 6057) are on file at the Parks & Recreation Administration Office.
Page 13
RESOLUTION NO. 2017-160
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE CONTRACT, PLANS AND SPECIFICATIONS
FOR THE OCEAN STREET BEACH ACCESS IMPROVEMENTS PROJECT (CIP
NO. 6057), AND AUTHORIZING THE CITY CLERK TO ADVERTISE THE
PROJECT FOR PUBLIC BIDS.
EXHIBIT 1
WHEREAS, the City Council of the City of Carlsbad, California has determined that the contract
documents, plans and specifications for the Ocean Street Beach Access Improvements Project (CIP No.
6057) have been prepared, are on file in the Parks & Recreation Administration Office, and are
incorporated by reference herein; and
WHEREAS, construction of the proposed beach access improvements is desirable and in the
public interest of providing amenities that are consistent with the city's vision and mission statements,
the community's vision statement, and the City Council goal for enhancing the coastline; and
WHEREAS, the conceptual plans for the project, by Schmidt Design Group, were prepared with
significant public outreach and several opportunities for input during 2015 and 2016; and
WHEREAS, the conceptual plans, which were finalized in July 2016, included refurbishment and
improvement of these public beach accesses via several means; and
WHEREAS, on August 17, 2016, the Planning Commission issued a Coastal Development Permit
(No. CDP16-23) for the Ocean Street Beach Access Improvements; and
WHEREAS, staff advertised a Request for Qualifications and Price Proposals from design firms
to provide professional landscape architecture design services on the project; and
WHEREAS, on November 8, 2016, the City Council adopted Resolution No. 2016-222 approving
an agreement with KTU+A Planning and Landscape Architecture for those services; and
WHEREAS, staff worked extensively with KTU+A to develop the contract documents, plans and
specifications for the implementation of the Ocean Street Beach Access Improvements; and
WHEREAS, the city has access easements over all seven of the public accesses along Ocean
Street; and
WHEREAS, the underlying property owners have historically been required to maintain two of
the accesses pursuant to development permit conditions; and
WHEREAS, to ensure a distinct identification and a continuity in appearance of all the public
accesses along Ocean Street, those two accesses have been included in the improvements project; and
WHEREAS, the privately maintained accesses are the ones north of the intersection of Oak Ave.
and south of the intersection of Cypress Ave; and
WHEREAS, to ensure consistency in operations and quality standards for the Ocean Street beach
access points, staff recommends that the city take over the maintenance of these accesses and is
drafting documents to effectuate this transfer of responsibility, which will be brought to City Council
for consideration when the contract is awarded.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
3.
That the above recitations are true and correct.
That the contract documents, plans and specifications for the Ocean Street Beach Access
Project (CIP No. 6057), on file in the Parks & Recreation Administration Office, are
hereby approved.
The City Clerk of the City of Carlsbad is hereby authorized and directed to publish, in
accordance with State law, a Notice to Contractors Inviting Bids for the Pine Avenue Park
Community Center and Gardens (CIP Project No. 4603), in accordance with the plans,
specifications and contract documents referred to herein.
EXHIBIT 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22nd day of August, 2017, by the following vote, to wit:
AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
NOES: None.
ABSENT: None.
(SEAL)
EXHIBIT 2(City of Carlsbad CARLSBAD BEACH ACCESS IMPROVEMENTS Carlsbad Village Drive (EXHIBIT 2) Page 17
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EXHIBIT 3 ( City of Carlsbad CARLSBADBEACHACCESSIMPROVEMENTS Beech Avenue (EXHIBIT 3) Page 19
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Page 20
Marisa Lundstedt
From:
Sent:
To:
Chris Hazeltine
Tuesday, August 22, 2017 8:51 AM
Marisa Lundstedt
.. ;-ieceive -Agenda Item # _J_
For the Information of the:
ACivl ~CA~CC~
Date~City Manager~
Subject: FW: Maintenance Costs -Oak and Cypress Ave. Beach Accesses
Hi Marisa-
Please see the below email from Kyle, in response to Council Member C. Schumacher's inquiry on the cost to accept the
maintenance of the two (currently) privately maintained beach accesses. The very short answer is $425 per month or
$5,100 per year. Adequate funding exists in the P&R maintenance budget to cover these costs.
Please let us know if you need any further info, and how best to forward to this clarification to Council.
Thanks
-Chris
From: Kyle Lancaster
Sent: Monday, August 21, 2017 8:17 PM
To: Chris Hazeltine <Chris.Hazeltine@carlsbadca.gov>
Subject: Maintenance Costs -Oak and Cypress Ave. Beach Accesses
Chris-
This message is a follow-up to this morning's briefing with City Council Member Cori Schumacher on the Ocean St. Beach
Access Improvements Project. I have confirmed the expected operations costs associated with the city assuming
ongoing maintenance of the two beach accesses that are currently maintained by private land owners. Those two beach
accesses along Ocean St. are near the intersection of Oak Ave., and near the intersection of Cypress Ave.
Both accesses consist of a narrow (-s') concrete stairway, with no landscaping, irrigation, or lighting to be maintained by
the city. As part of the improvements project, staff plans to add a bench and 2 recycling/trash receptacles to the Oak
Ave. beach access, and 1 recycling/trash receptacle to the Cypress Ave. beach access. Under the specifications of the
Parks Maintenance Services Agreement, the contractor would be required to provide maintenance to the referenced
stairs, bench and recycling/trash receptacles on a seven day a week basis. These are the same specifications under
which the contractor is currently required to provide maintenance to the other five public beach accesses along Ocean
St. The estimated total cost for the contractor to assume maintenance of the additional 2 public beach accesses is
$425/mo. or $5,100/yr. This proposed cost is consistent with the contractor's total costs for maintenance of the other 5
public beach accesses along Ocean St.
In regards to other elements that are included within the Ocean St. Beach Access Improvements Project, each of the
subject two accesses will also receive a tiled street level pad, replacement of the handrails, and replacement of some of
the easement delineation fencing. The refurbishment or repair of these elements of the project will be performed on an
as-needed basis, either by in-house Parks Maintenance staff, or by a selected contactor. The total cost for such work on
the Oak Ave. and Cypress Ave. accesses is not expected to exceed an average of $900/yr. When eventually needed, the
replacement of such elements would typically be the subject of a Capital Outlay Request or a Capital Improvement
Program Project.
Thus, the city's total expected operations costs associated with assuming ongoing maintenance of these two beach
accesses is not expected to exceed $6,000/yr. No new appropriations for maintenance were requested of the City
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Council with approval of the plans and specifications on the Ocean Street Beach Access Improvements Project, as those
costs for the additional two accesses were to be addressed within the existing Parks Maintenance Operating Budget.
Please let rne know if you need anything further in this regard.
Thank you.
-Kyle
{ City of
Carlsbad
Kyle Lancaster
Parks Services Manager
Parks & Recreation
City of Carlsbad
799 Pine Ave., Ste. 200
Carlsbad, CA 92008
www.carlsbadca.gov
760-434-2941 I 760-434-5088 fax I Kyle.Lancaster@carlsbadca.gov
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