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Home My WebLink AboutStaff Report 6.B 02/23/2004's CITY OF PETALUMA, CALIFORNIA AGENDA BILL February 2 Agenda Title Discussion and Action• , Adopting a Resolution Meeting Date: cepting 'the Completion of the Petaluma . Railroad Depot February 23, 2004 enovation Phase 1, Project No. 9040 and Appropriating Additional Project Funds Meeting Time ® 3:00 PM ❑ 7:00 PM Category (check one) ® Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department Director Contact Person Phone Number Redevelopment Paul Marangella Paul Mararngella. 778 -4581 Cost of Proposal $741,538 Account Number 901 - 400 -9040 Amount Budgeted $650,277 Name of Fund: Central Business District Fund (901) Attachments to Agenda Packet.Item 1. Resolution Accepting the Completion of Petaluma Depot Renovation Phase 1, Project No. 9040 and Appropriating Additional Project Funds 2. Construction Photos I mmary Statement: Phase, I of the Petaluma Railroad Depot Renovation was completed on schedule. e Project consisted of replacing rotten sheathing and wall studs, repairing stucco on portions of the three Depot 'buildings, rehabilitation/replacing wooden windows, replacing ceiling framing in a portion of the Main Depot Building, and painting. In addition, the PCDC authorized. a change order, including removing, cleaning and replacing clay tile roofs, installing plywood diaphragms for seismic strengthening under the roofs of all three buildings, and' replacing; gutters and downspouts. As with construction on any historic building, many unanticipated construction problems were encountered and were efficiently resolved by Vila Construction. At its meeting of August 18, 2003 the PCDC gave direction to proceed with the renovation of the depot and directed. that work begin on engineering/architectural design of exterior site improvements, including landscaping, utilities' and parking. To that end, Winzler & Kelly, Cogenesis, and ZAC Landscape Architects have formed a team and are working on those plans. An appropriation for this ;purpose is required to bring the project budget current. Therefore, the purpose of this item is to adopt a resolution accepting the completion of'the project and appropriating additional funds. Recommended City Council Action /Suggested Motion Adopt a resolution accepting the completion of `Petaluma Depot Renovation Phase 1, Project No. 9040, authorizing the release of the °retention to the contractor and ,appropriating additional project funds. Reviewed by Finance Director: Re . ewe torne : — .�� ate: Approved bVCitv Manager: Date: :Date: Today's Date ,k Revision # and Date Revised: File Code: # January 28, 2004 s • CITY OF PETALUMA, CALIFORNIA Petaluma Community Development Commission February 23, 2004 AGENDA REPORT FOR DISCUSSION AND ACTION ADOPTING:A.RESOLUTION ACCEPTING THE COMPLETION OF THE PETALUMA RAILROAD DEPOT RENOVATION PHASE 1, PROJECT NO. 9040 AND APPROPRIATING ADDITIONAL PROJECT FUNDS EXECUTIVE SUMMARY Phase I of the Petaluma Railroad Depot Renovation was completed on schedule. The Project consisted of replacing rotten sheathing and wall studs, repairing_ stucco on portions of the three Depot buildings, rehabilitation/replacing wooden . windows, replacing ceiling framing in a portion of the Main Depot Building, and painting. The additional work included removing, cleaning and replacing clay tile roofs, installing plywood diaphragms for seismic strengthening under the roofs of all three buildings, and replacing gutters and downspouts. At its meeting of August 18, 2003, the PCDC gave direction to proceed with the renovation of the depot and directed that work begin on engineering/architectural design of exterior site improvements, including landscaping and parking. To that end, Winzler & Kelly, Cogenesis, and ZAC Landscape Architects have formed a team and are currently working on those plans. • Therefore, the purpose of this item is to accept the completion of the project and adjust the project budget by appropriating additional funds to complete the engineering of the parking, utility, and landscape design for the next phase of construction. 2. BACKGROUND The Petaluma Railroad Depot complex, which consists of three buildings: the Main Depot, Baggage Building, and the Freight ;Building, were. badly deteriorated and renovation was needed to preserve the historic value of the buildings. Their renovation is a catalyst for the development of Central Petaluma. In addition to the work that was originally budgeted, the following additional work was performed: • Termite fumigation was performed for the three buildings. • Column. reinforcements were installed at Depot building. • Unforeseen locations for additional areas of repair which included plastering, removal and replacement of rotten wood, wood consolidation, wood repair, and historic window replication on all three buildings. • Additional roof area that was not accounted for removal and reinstallation of clay tile roof and plywood;diaphragm. • Wood blocking for roof framing and future shear wall at Freight building was constructed. • Asbestos abatement and disposal of window putty for existing window panes. • Necessary repair on parapet walls at Depot building including. patching and Tnemec paint application. • Additional reinforcement for gutters including additional stiffener bar and custom gutter straps. v • Radio Antenna removal, relocation and installation to Antenna Tower adjacent to railroad tr and 500 Lakeville St., Petaluma., • Patina mixture was applied to copper.gutters and downspouts. • Pressure wash roof tiles at Depot. and..Freight Buildings. • 'Removal of electrical power poles and utility poles and all electrical wires and fixtures from poles. • Installation of lead' pans at the gable vents at Depot building. • Purchase new SMART paint color and additional paint on parapet caps, pillars and moldings at Depot building. 3 , II Discussions to restore the buildings and use: them for. City functions began over twenty years ago. The first step was the securing of a lease of the three buildings from the NWPRA. A 25 -year lease between the City and. NWPRA became effective on July 14, 2003. The next major step. was to renovate the exterior of 'the buildings. The next phase will involve the renovation of the interior of the buildings and landscaping the site. The NWPRA and SMART have been informed of each step of the. historic renovation and appreciate that the PCDC will continue with the renovations, as'reyuired by the lease. ALTERNATIVES Accept the completion of the project and appropriate,funds to bring the project budget current, as per previous PCDC direction to proceed on parking /landscaping/utility design. FINANCIAL IMPACTS • Phase I Construction Budget & Phase I Actual Construction Cost FY 2002 -03 Year -End. Encumbrance for Construction: $ 19,610 FY 2003 -04 Budgeted Appropriation for Construction: $566,767 FY 2003 -04 Budgeted Construction Contingency: $ 63,900 FY 2003 -04 Actual Construction Costs: ( 650 277 Total Construction Cost '(Over)/Under: $ 0 Total Proiect Budget vs Total Actual Proieet Costs Total project finances can be summarized as follows: FY 2002 -03 Total Prior Year Encumbrance: $194,010 FY 2003-04 Budgeted Appropriation $566,767 Project Management (Budgeted in 901- 8505): $ 55,000 • Total Appropriations /Encumbrances: $815;777 • Less Actual Project Expenditures: - $847,038 • Net Cost (Over) /Under Budget: ($ 31,261)* • PCDC Direction to Include. Landscape Design in Phase I: $ 60,000 Total Appropriation Adjustment: ($ 91,261) . • *Reasons for $31,200 cost over -run: a. $110,500 Site Clearing/Coordination, Deferred.Maintenance, Utility Repairs b. $ 2,500 Utility Pole Removals by SBC c. $ 7,200 Additional Roof Design/Seismic Retrofit by ARG d. $11,000 Additional General Fund Overhead (Not Budgeted) $31,200 Total Over -Run 5. CONCLUSION Following :,the acceptance of the project, the City Clerk will file a notice of completion with Sonoma County Recorder and the Finance Department will release the 1.0 % retention to the contractor 45 days after the recordation of the notice of completion. The appropriation•of'an additional $91,261 will bring the project budget current as :per PCDC direction on August 1'8, 2003. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAYWILL IDENTIFY•SUCCESS OR COMPLETION: Completion of the Petaluma Railroad.Depot Renovation Phase 1, Project No. 9040 by March 2004. 7• RECOMMENDATION Adopt the attached resolution: 1. Approving the completion of 'the Petaluma Depot Renovation Phase 1, Project No. 9040; 2. Authorizing the release of the 10 % retention to the contractor 45 days after the recordation of the Notice of Completion; and 3. Appropriating $912,61 in additional project funds to complete the engineering of the parking areas, utilities, and landscape /lighting design for the next phase of construction. is I , Attachment 1 RE ACC COMP OF TH PETAL R AILROA D D E P O T ��, ilo� { y � � of a 4IU II � � E i R ENOVAT IO N PROJEC N O . 9040 A APPROPRIATING FUNDS .7 G RESOLUTION NO:. 2003- PETALUMA COMMUNITY DEVELOPMENT COMMISSION ACCEPTING COMPLETION OF THE PETALUMA °RAILROAD .DEPOT RENOVATION PROJECT - PHASE 1, PROJECT NO. 9040 AND APPROPRIATING FUNDS WHEREAS, on July 14, 2003, the Petaluma Community Development Commission (PCDC) entered into a twenty -five year lease of the Petaluma.Depot. Buildings with the NWPRA, agreeing to restore the Depot Buildings; and WHEREAS, the >Petaluma,Community Development Commission (PCD,C) awarded the contract for the Petaluma Railroad Depot Renovation' Phase l' to Vila Construction Co. on July 14, 2003; and WHEREAS, at its meeting of August 1.8, 2003, the PCDC. directed that engineering design for parking and site improvements be added to the project, so as to occur concurrently with the design of interior improvements; and WHEREAS, Winzler & Kelly, Cogenesis, and ZAC Landscape Architects have, formed a design team and are currently working on those plans; and WHEREAS, Vila Construction has completed all the Phase 1 construction work to the satisfaction of the ve velopment Department inspection team. NOW, THEREFORE, BE IT RESOLVED, by the Petaluma CommumtyDevelopment Commission that the City Clerk/Recording Secretary is hereby' authorized to sign the Notice of Completion. BE IT FURTHER RESOLVED., that, the Finance Department`, is hereby authorized to release the ten percent (10 %) retention to Vila Construction Co. forty five (45) .days after the recordation of the Notice of Completion provided that no liens or stop notices have been filed against the project.. ALSO, BE IT FURTHER RESOLVED, that $91,261 is appropriated to account 901- 400 -9040 (Petaluma Railroad Depot. Renovation Project) to bring the project budget current'. Adopted this 23rd day of February, 2004 by the following vote: Commissioner' Ave No Absent Glass Canevaro Harris Healy Moynihan O'Brien Torliatt AAST . David Glass, Chairperson Gayle Petersen, Recording Secretary Project Photos 0 Attachment 2 C • 416 pf- _ '_.�. " . .• IF • t mm yl . t :r wm- • 3 I• .� .o'er_.. - 1,F�Yv �[ aw ,lu iddf�Y��«"v° , � j � ! 1. � u e f 1 . r - f �,,� car • 10 I . 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