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HomeMy WebLinkAbout2018-02-13; City Council; ; Adopt a Resolution approving plans and specifications for Aviara Community Park- Ph. II and Poinsettia Community Park- Ph. III Construction Projects, authorizing the CityProjects. On Sept. 12, 2017, the City Council approved the above recommended actions (Resolution No. 2017-185). Staff subsequently re-engaged the design team to revise the Poinsettia Community Park - Phase Ill Construction Project plans and specifications to remove the dog park. Staff is now seeking the City Council's approval of the revised plans, specifications and contract documents for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects, and authorization for the City Clerk to advertise the projects for bids. Staff also subsequently sought public input on the concept of relocating the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational community center. Based on the results of the public input survey conducted, and the Parks & Recreation Commission's advisement, staff is recommending the City Council provide direction to pursue relocation of the dog park as described. Discussion The Aviara Community Park -Phase II Construction Project plans consist of a large passive outdoor community gathering space with a stage, individual picnic areas, and a group picnic shelter that contains restrooms and a catering support room. The Poinsettia Community Park - Phase Ill Construction Project plans initially consisted of a dog park -with separate areas for large and small dogs, a multi-sports arena field, a new larger playground -with equipment for two ag~ groups, and six pickleball courts. The city sought public input throughout the planning phase of these projects, beginning with stakeholder interviews and open public meetings for the parks during 2014. This early public input contributed to the development of the Aviara Community Park and Poinsettia Community Park Master Plan Updates, which were adopted by the City Council on Dec. 9, 2014 (Resolution No. 2014-280). The projects were designed together and intended to be bid as one unit, in order to take advantage of soils export/import needs associated with the respective amenities, the close - proximity of the parks, and the available economies of scale in construction. On Sept. 27, 2016, the City Council approved the plans and specifications for the Aviara Community Park -Phase II and Poinsettia Park -Phase Ill Construction Projects, and authorized the City Clerk to advertise the projects for bids (Resolution No. 2016-199). On October 7, 2016, the projects were advertised for bids. On Nov. 10, 2016, three bids were received for the projects. All three bids were subsequently determined to be non-responsive. On Jaff. 10, 2017, the City Council rejected the bids and approved of staff's pending action to revise the bidding provisions/forms, extend the advertisement period, and re-advertise the projects for bids (Resolution No. 2017-005). On Feb. 2, 2017, the projects were re-advertised for bids. On March 21, 2017, seven bids for the projects were received. After the apparent lowest bidder withdrew its bid, the next lowest responsive and responsible bid received was in the amount of $6,797,556. During the bidding process, multiple residents and representatives of home owners associations requested that the dog park not be constructed in the master plan-indicated location of Poinsettia Community Park. The master plan-indicated location of the dog park is a February 13, 2018 Item #7 Page 2 of 19 grass-laden drainage detention basin, referred to as "the grassy bowl" by many of the residents. The predominant reason provided to not construct the dog park in the master plan- indicated location was the desire to leave "the grassy bowl" as an unstructured play area. While staff was designing and bidding the Aviara Community Park-Phase II and Poinsettia Community Park -Phase Ill Construction Projects, staff was also conducting a feasibility study for a master planned multi-generational community center at Poinsettia Community Park, titled "Big Idea No. 1." On Aug. 22, 2017, the City Council accepted the findings of that feasibility study (Resolution No. 2017-172). In specific, the resolution states: 11 ... while a smaller facility; i.e. 35,000 square foot or less, could certainly be possible at Poinsettia Community Park, it is not recommended since it does not fulfil the intended vision of the Big Idea in serving the community's diverse needs to the greatest possible extent at this site ... " 11 ... with Poinsettia Community Park deemed not to be a feasible site for a multigenerational community community center as envisioned, the same segment of the park can now be considered and studied for other potential uses ... " Based on the findings of the feasibility study, and in response to the requests received from the public, staff recommended revising the Poinsettia Community Park-Phase Ill Construction Project plans and specifications to remove the dog park, and exploring its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational community center. In conjunction with that recommendation, staff also recommended the rejection of all bids received for the Aviara Community Park -.Phase II and Poinsettia Park -Phase Ill Construction Projects. On Sept. 12, 2017, the City Council approved the above recommended actions (Resolution No. 2017-185). Staff subsequently re-engaged the design team to revise the Poinsettia Community Park - Phase Ill Construction Project plans and specifications to remove the dog park. Staff is now seeking City Council approval of the revised plans, specifications and contract documents for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects, and authorization for the City Clerk to advertise the projects for public bids. Staff also subsequently sought public input on the concept of relocating the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational community center. From Oct. 31, 2017, to Nov. 30, 2017, staff solicited public input on this concept via a two question survey. The two questions in the survey were: Ql. Do you support this possible location for a dog park? Q2. Why or why not? The survey was distributed to those who signed up to receive city email notifications, a list of key stakeholders, mailers to 3,249 owners and occupants living in the area around the park, and it was promoted through the city's website and social media channels. 619 responses to the survey were received on line. Input was also solicited from park patrons and neighbors during on-site visits at Poinsettia Community Park on Thursday, Nov. 16, 2017, and on Saturday, Nov. 18, 2017. Approximately two dozen individuals provided verbal feedback to staff, and all of them were invited to respond to the survey on line, or on-site. 12 responses to the survey were received on-site. February 13, 2018 Item #7 Page 3 of 19 In addition to the above responses to the survey, 44 individuals' responses were received via social media and 3 responses were received via email. A grand total of 678 responses to the survey were received. The results were as follows: Ql. Do you support this possible location for a dog park? Answer # of Responses % of Responses Yes 526 80 No 149 20 Total 675 100 Q2. Why or why not? Themes as to why support was offered for this possible location for a dog park • Dog friendly community; dog park very welcome • A place to help dogs learn socialization with people and their dogs • Needs for a dog park; large population of dogs • Much better than previous proposed location; responsive to resident input • Close to the street and away from kids' playing areas • Close proximity to parking lot; dogs do not need to be walked across the park • Less impact to the whole park; not near the playground • Near entrance and level ground; away from the grass area where children play Themes as to why support was not offered for this possible location for a dog park • Impossible to play in a clean park; dogs are allowed to play everywhere • Dog park should not be in the community park; dog owners in area are irresponsible • Posted that dogs are not allowed in the community park, but there's no enforcement • People walk their dogs off-leash; dogs chase birds and make messes on grass/play areas • Parking and traffic to/from community park is overwhelming, with sports and events • Lack of parking now; dog park congestion would push traffic into local neighborhoods • Location should be used for more pickleball courts; reserve for expansion of courts On January 22, 2018, the Parks & Recreation Commission received a report on this item, and voted unanimously to advise the City Council of its support for the relocation of the dog park. Based on the results of the public input survey, and the Parks & Recreation Commission's advisement, staff is recommending the City Council provide direction to pursue relocation of the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational community center. Should the City Council provide that direction, staff would next initiate the requisite environmental review, and seek any amendments needed to the community park's master plan and permits. February 13, 2018 Item #7 Page 4 of 19 Along with that direction, the dog park's designing, bidding and construction would be submitted as a new project request in the FY 2018-19 Capital Improvement Program Budget. Those processes would be carried out separately from the bidding and construction processes of the other amenities presently master planned for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects. Fiscal Analysis Staff recommends bidding the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects together in order to achieve economies of scale, operational efficiencies, and synergies related to construction of the various park components. Sufficient funding is currently available for these projects . The table below provides the engineer's estimate and the available funding for each of the projects. Funding for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects was approved in the FY 2015-16 Capital Improvement Program Budget. Funding for the pickleball courts was added to the Poinsettia Community Park-Phase Ill Construction Project in the FY 2016-17 Capital Improvement Program Budget, and is included in the available funding shown below. Construction Project Engineer's Construction Estimate Funding Available Aviara Community Park -Phase II $2,710,560 $2,714,945 Poinsettia Community Park -Phase Ill $3,618,220 $3,622,660 . Total: $ 6,325,780 $6,337,605 In regards to the dog park, the costs associated with initiating the requisite environmental review, and seeking any amendments would be absorbed in the Parks & Recreation Department's FY 2017-18 Operating Budget. The dog park's designing, bidding and construction would be submitted as a new project request in the FY 2018-19 Capital Improvement Program Budget, for the City Council's consideration. Next Steps Upon the City Clerk's advertisement of the Aviara Community Park Phase II and Poinsettia Community Park-Phase Ill Construction Projects for bids, staff would administer the bid process. Staff would then review the bids received for responsiveness. Staff would anticipate returning to the City Council with a recommendation for award of a construction contract in Spring 2018. In regards to the dog park, staff would next initiate the requisite environmental review, and seek any amendments needed to the community park's master plan and permits. Environmental Evaluation (CEQA) On October 7, 1992, the Planning Commission approved a Conditional Use Permit (CUP 92-5) and adopted a Mitigated Negative Declaration (MND) and a Mitigation Monitoring and Reporting Program (MMRP) for the Po i nsettia Community (Alta Mira) Park. On Aug. 6, 2002, the City Council approved a Conditional Use Permit (CUP 01-22) and adopted a Mitigated Negative Declaration (MND) and a Mitigation Monitoring and Reporting Program (MMRP) for the Aviara February 13, 2018 Item #7 Page 5 of 19 Community (Zone 19) Park. Both projects are within the scope of the prior environmental documents for the respective parks and no further environmental documentation is required per CEQA Guidelines Section 15162. All applicable mitigation measures contained in the prior environmental document have either been satisfied previously or have been incorporated into the Aviara Community Park-Phase II or the Poinsettia Community Park-Phase Ill Construction Projects' contract documents, plans and specifications. Should the City Council provide direction for staff to pursue relocation of the dog park as noted, staff would next initiate the requisite environmental review, and seek any amendments needed to the community park's master plan and permits. Public Notification The Aviara Community Park and Poinsettia Community Park Master Plan Updates underwent extensive outreach, including public participation meetings, online input and public hearings. Public notification ofthese pending construction projects occurred through the prior two advertisements for bids, and the prior two rejections of those bids. Staff notified the public of ttie possible new location for the dog park at Poinsettia Community Park through site sign age, a postal service mailer, emails, the city's website, and social media channels. 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 revised plans, specifications and contract documents for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects, authorizing the City Clerk to advertise the projects for bids, and directing staff to pursue relocation of a dog park at Poinsettia Community Park 2. Site plan and renderings of the Aviara Community Park -Phase II Construction Project 3. Site plan and renderings of the Poinsettia Community Park-Phase Ill Construction Project 4. Post card mailer on public input s6rvey for possible relocation of a dog park at Poinsettia Community Park (Oct. 31, 2017 -Nov. 30, 2017) February 13, 2018 Item #7 Page 6 of 19 RESOLUTION NO. 2018-020 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE REVISED PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS FOR THE AVIARA COMMUNITY PARK-PHASE II AND POINSETTIA COMMUNITY PARK -PHASE Ill CONSTRUCTION PROJECTS, AUTHORIZING THE CITY CLERK TO ADVERTISE THE PROJECTS FOR BIDS, AND DIRECTING STAFF TO PURSUE RELOCATION OF A DOG PARK AT POINSETTIA COMMUNITY PARK EXHIBIT I WHEREAS, the Aviara Community Park -Phase II Construction Project and the Poinsettia Community Park -Phase Ill Construction Project were designed together and intended to be bid as one unit; and WHEREAS, the initial design of the Poinsettia Community Park -Phase Ill Construction Project included a dog park; and WHEREAS, on Sept. 27, 2016, the City Council of the City of Carlsbad, California, adopted Resolution 2016-199, approving the plans and specifications for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects (Capital Improvement Program Nos. 4604 and 4605), and authorizing the city clerk to advertise for bids; and WHEREAS, on Nov. 10, 2016, three sealed bids for the projects were received but all three bids were subsequently determined to be non-responsive; and WHEREAS, on Jan. 10, 2017, the City Council adopted Resolution No, 2017-005 rejecting the bids and approving staff's recommended action to revise the bidding provisions/forms, extend the advertisement period, and re-advertise the projects for bids; and WHEREAS, on Feb. 2, 2017, the projects were re-advertised for bids, and on Mar. 21, 2017, seven bids were received; and February 13, 2018 Item #7 Page 7 of 19 WHEREAS, during the bidding process, multiple residents and representatives of homeowners associations requested that the dog park not be constructed in the master plan-indicated location of Poinsettia Community Park; and WHEREAS, while staff was designing and bidding the Aviara Community Park -Phase II and I Poinsettia Community Park -Phase Ill Construction Projects, staff was also conducting of a feasibility study for a master planned multigenerational community center at Poinsettia Community Park; and WHEREAS, that master planned multigenerational community center was ultimately found to be not feasible as envisioned at this community park, such that the segment initially envisioned for a multigenerational community center is now available to be considered for other potential uses; and WHEREAS, based on the findings of that feasibility study, and in response to the requests received from the public, staff recommended revising the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park, and exploring its relocation to the segment of this community park initially envisioned for a multigenerational community center; and WHEREAS, in conjunction with that recommendation, staff also recommended the rejection of all bids received for the Aviara Community Park -Phase II and Poinsettia Park -Phase Ill Construction Projects; and WHEREAS, on September 12, 2017, the City Council approved the above recommended actions by adopting Resolution No. 2017-185; WHEREAS, staff is seeking the City Council's approval of the revised plans, specifications and contract documents for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects, and authorization for the City Clerk to advertise the projects for bids; and WHEREAS, sufficient funding is currently available for these projects; and February 13, 2018 Item #7 Page 8 of 19 ,, _) WHEREAS, staff received favorable public input on the concept of relocating the dog park to the segment of this community park initially envisioned for a multigenerational community center; and WHEREAS, on January 22, 2018, Parks & Recreation Commission received a report on this item, and voted unanimously to advise the City Council of its support for the relocation of the dog park; and WHEREAS, based on this favorable public input, and the Parks & Recreation Commission's advisement, staff is recommending the City Council provide direction to pursue relocation of the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational community center. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the revised contract documents, plans and specifications for the Aviara Community Park -Phase II and the Poinsettia Community Park -Phase Ill Construction Projects on file in the Parks & Recreation Administration Office are hereby approved. 3. That 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 Aviara Community Park -Phase II and the Poinsettia Community Park -Phase Ill Construction Projects, in accordance with the revised plans, specifications and contract documents. 4. That staff is directed to pursue relocation of a dog park at Poinsettia Community Park in the segment of this community park initially envisioned for a multigenerational community center. February 13, 2018 Item #7 Page 9 of 19 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of February, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) February 13, 2018 Item #7 Page 10 of 19 Bidding for Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction, and Pursuing Relocation of Dog Park at Poinsettia Community Park Kyle Lancaster, Parks Services Manager February 13, 2018 Aviara Park -Ph. II Project Aviara Park -Ph. II Project Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Survey on Relocation of Dog Park Survey on Relocation of Dog Park Survey on Relocation of Dog Park Answer # of Responses % of Responses Yes 526 80 No 149 20 Total 675 100 •Do you support this possible location for a dog park? I~-