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HomeMy WebLinkAboutRESOLUTIONS - 01012002 - 2002-076 File: 250-0003/13.4.1 THE BOARD OF SUPERVISORS 1%2W CQ CONTRA COSTA COUNTY,CALIFORNIA Adopted this Order of February 5,2002,by the following vote: AYES: unKM, CSR, DeSALuIM, MDM and GIOLk NOES: t ABSENT: Nm ABSUM: None RESOLUTION NO. 2002/76 SUBJECT: Approving Plans and Specifications for Contra Costa County Animal Services Facility, 4800 Imhoff Place,Martinez (CP#01-74) Budget Line Item No. 4417-4415 Authorization No. 0928-'*TH415F WHEREAS plans and specifications for Contra Costa County Animal Services Facility, 4800 Imhoff Place, Martinez, have been filed with the Board this day by the Director of General Services; and WHEREAS plans and specifications were prepared by George Miers&Associates; and WHEREAS the cost estimate for the initial construction contract is $7,284,200; and WHEREAS the Board has obtained the general prevailing rates of wages, which shall be the minimum rates paid on this project; and WHEREAS the County Zoning Administrator adopted the Negative Declaration and approved the Final Development Plan on December 10, 2001; and WHEREAS the Board hereby adopts the .Negative Declaration approved by the County Zoning Administrator and directs the Community Development Department Director to file a Notice of Determination with the County Clerk. IT IS BY THE BOARD RESOLVED that said plans and specifications are hereby APPROVED. Bids for this work will be received on March 14, 2002 at 2:00 p.m., and the Clerk of this Board is directed to publish a Notice to Contractors in accordance with Section 22037 of the Public Contract Code, inviting bids for said work, said Notice to be published in Contra Costa Times . The Director of General Services is directed to mail notices to the construction trade journals specified in Section 22036 of the Public Contract Code at least 30 days before the date of opening the bids. IT IS FURTHER RESOLVED that the Director of General Services, or his designee, is AUTHORIZED to issue bid Addenda, as needed, for clarification of the contract bid documents, provided the involved changes do not significantly increase the cost estimate for the initial construction contract. Orig. Dept.: General Services Dept. -Architectural Division cc: General Services Department Architectural Division G.S. Accounting I hereby certify that this Is a true and correct File: 250-00031A.5 copy of an action taken and entered on the Auditor-Controller minutes of the Board of Supervisors on the Community Development date shown. K. Piona ATTESTED: J, Animal Services Department(Via AID) JOHN SWEE"I"EN, Clark of The S and L.DB.:tb °f rvloc� d rt miniatrator Doputy HA200012500003100L,00350b.doc Rev,1/25/02 2002/76 Contra TO: BOARD OF SUPERVISORS Costa FROM: JOHN SWEETEN, COUNTY ADMINISTRATOR County DATE: February 5, 2002 ba , ,, SUBJECT: Joint Exercise of Powers Agreement for the West County Animal Shelter Replacement Project SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION REGOM ENDATI Nfi 1. APPROVE and AUTHORIZE the County.Administrator or his designee to negotiate and enter into a Joint Exercise of Powers Agreement with the City of Pinole Redevelopment Agency (in form and content substantially similar to the one attached hereto) to determine whether the West County animal shelter project is feasible, and if so, to delineate the actions required to accomplish the project. CONTINUED ON ATTACHMENT: ,,,,, x YES SIGNATURE4"301 R COMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATNOF BOARD COMMITTEE ✓APPROVE OTHER SIGNATURE(S): ACTION OF BOARD XX ON Rkb 5 2 APPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN x UNANIMOUS(ABSENT 3 AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTEDEebja= 5,-2(W- CONTACT: Laura Lockwood,CAO's OfAoe JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CC: Kim Lama,Public Works Pam Za id,County Counsel Carol Chan,Lease Management r- BY DEPUTY II. FISCAL IMPACT: Based on current estimates by the County's cost estimator for this project, the replacement of the West County Animal Shelter will cost approximately $2.67 million. Included in this estimate is the cost associated with the purchase of land from the Pinole Redevelopment Agency, as well as costs of construction of the new, downsized facility and related parking. In addition, there will be costs associated with construction of holding areas for West County animals in Martinez that require veterinary, rabies quarantine, or euthanasia services. Approximately $725,000 of the project cost would be offset with the sale of the existing Pinole facility and related land to the City of Pinole Redevelopment Agency. Additional bond funding of$1.95 million will therefore be required to complete this project. It is anticipated that the planned downsized facility will allow for annual salary savings of $160,000 per year. Given current interest rates, this level of salary savings would be sufficient to cover almost all of the new annual debt service costs associated with the project, therefore resulting in minimal new net County costs. 111. BEASONS REASONSFOR E 4 M NDATI NBACK R UNCI: On March 14, 2000, the Board of Supervisors discussed possible strategies for the replacement of the Pinole and Martinez animal shelters. Both facilities are dilapidated, inefficiently designed, and at the end of their useful lives; in addition, they do not provide adequate space for the projected number of animals that will need to be housed in County facilities in the years to come. Among the options considered by the Board were the following. • Consolidation of all animal services in a new facility in Martinez • Construction of new facilities in both Martinez and Pinole • Construction of a new main facility in Martinez, leaving the existing Pinole Shelter in place Staff s analysis at the time suggested that consolidation of all animal services in Martinez would be the most cost-effective option, as It would allow for the most salary savings because all shelter personnel would be consolidated at one facility. The Board of Supervisors, however, received a great deal of public testimony at that time regarding the importance of the Pinole Animal Shelter to the West County community. After much discussion, the Board unanimously voted to go forward with the replacement of the Martinez shelter, but took no formal action regarding the final disposition of the antiquated Pinole shelter. Staff was directed to continue to look for ways to replace the Pinole Shelter in such a fashion that the County could at least"break even,"that is, develop a new, downsized facility for which the overall financing did not result in any new net County costs. West County Animal Sheffer Since that time, the City of Pinole and the County have worked closely together to craft a plan to replace the Pinole shelter with a new, smaller facility at the corner of San Pablo Avenue and Sunnyview Drive, which is part of a larger commercial redevelopment project underway by the City of Pinole Redevelopment Agency. Key deal points include: • The City's Redevelopment Agency will sell the County its corner parcel in its development for approximately $533,000, which includes the cost of the land and the County's pro-rata share of site improvement, architectural design, plan checking, and parking lot costs. • The County will directly oversee the construction of this new building, with private developers completing the rest of the commercial development. The County, however, would use the same exterior design for its building as the rest of the development to maintain the aesthetic quality of the site. • The County will sell the City its existing animal shelter in Pinole for approximately $725,000, but will continue to occupy the old facility until the new shelters are completed in both Martinez and Pinole. • The County will enter into a Maintenance, Operation, and Reciprocal Easement Agreement (MOREA) with the City's Redevelopment Agency related to the parking lot, sidewalk and landscape elements of the commercial project. • The County will enter into an agreement with the City's Redevelopment Agency that provides that the County will use the site acquired to build and operate an animal shelter, but that if at some time in the future the use of the facility changes to a non- animal shelter use, the Redevelopment Agency would have the right to approve of this changed use or a right of first offer to purchase the property back from the County. While the new animal services facility will be "full service" in that it will include pet adoption, lost pet recovery, and sale of animal licenses, it will not provide veterinary services, rabies quarantine, or conduct euthanasia of animals. These services will be consolidated at the new animal shelter in Martinez. As a result, we will not be able to open the new West County Shelter until the replacement Martinez Shelter is completed, which is currently estimated to occur in July 2003. The Community Development Department intends to prepare and circulate a Mitigated Negative Declaration for the Pinole Shelter replacement project. The site being purchased from the Pinole Redevelopment Agency was previously for various commercial purposes, including a restaurant, a ceramics store, a trucking enterprise and a real estate office. Improper storage of hazardous materials and petroleum products was observed during an environmental inspection of the site. The Pinole Redevelopment Agency has provided Phase I and Phase If environmental reports on the site, as well as testing results. Staff has begun its review of the environmental reports and is awaiting additional information from environmental consultants regarding any recommendations for additional monitoring or testing of the site. Project Schedule Attached is a schedule of key milestones for both the Martinez and Pinole shelter projects. Based on this schedule, the award of the Martinez shelter project is scheduled for the Board of Supervisors meeting of April 23, 2001 The Martinez shelter construction bid has been designed so that it can be built on a stand-alone basis, or can be expanded to incorporate additional holding facilities for West County animals. Once bids are open and actual costs known, the Board can determine if the West County shelter can indeed be built in a fashion that allows for no new net County costs. If the Board approves the West County shelter replacement in concept at that time, there will also be a public hearing that day to authorize the land exchange with the Pinole Redevelopment Agency, as well as to approve various documents related to the West County shelter project development. Once the Pinole Agency parcel has been conveyed to the County, the Board would be able to award the construction contract for the West County shelter project at its May 7, 2002 board meeting. Joint Exercise of Powers Agreement Staff recommends that the Board authorize the County Administrator to negotiate and enter into a Joint Exercise of Powers Agreement ("JPA") between the County and the Pinole Redevelopment Agency with respect to the replacement of the Pinole shelter. The purpose of the JPA is to lay out the details of the land swap, to allow for the future determination as to whether the Pinole shelter project is financially feasible and, if so, to delineate the actions required to accomplish the project. The JPA provides that the County will only proceed with the land swap and the construction of the new West County shelter project if the construction bids received for both shelters fall within the County's budget constraints. The JPA also provides that the Pinole Redevelopment Agency has the right to complete all necessary environmental and other studies of the County's existing animal shelter through March 15, 2002; if at that time, the Agency determines that the cost of environmental remediation of our site is not financially feasible, they have the right to cancel the land swap. The JPA also provides that the Agency will solicit bids for site improvements and if these improvements prove to cost more than the amount budgeted, the Agency can terminate the JPA so long as this action is taken on or before April 1, 2002. It is anticipated that information regarding the actual costs of both projects will be before the Board of Supervisors in late April 2002. If the Board of Supervisors determines at that time that the West County Shelter project is financially feasible, the agreement is structured to allow for the transfer of the Redevelopment Agency's site immediately to the County, thereby allowing the County to proceed with the bid award and construction of the West County shelter. As part of the overall land transaction, the board will also need to approve a MOREA and an agreement regarding future use of the Agency site with the Pinole Redevelopment Agency; city and county staff will prepare these documents over the next two months. If the Board of Supervisors authorizes both shelter projects, construction of the West County and Martinez shelters will occur simultaneously, with the smaller West County shelter scheduled for completion by February 2003. The County will nevertheless need to continue to occupy its existing Pinole facility until the new Martinez shelter is complete, as it will contain the additional holding facilities needed for West County animals requiring veterinary services, rabies quarantine, or awaiting euthanasia. upon completion of the construction of the new Martinez shelter, which is now forecast for August 2003, West County animals will be transferred to the new Pinole facility, and the property on which the existing Pinole facility is located will be transferred to the City of Pinole (or the Pinole Redevelopment Agency). Martinez and West County Animal Shelter Projects Project Costs and Revenue Sources As of January 15,2002 Current pbol t!gosts Cost Estimate Martinez Shelter Baseline Project Cost $ 9,665,000 West County Shelter Purchase of Property from Pinole Redev Agency 293,000 Estimated an-Site Parking Improvements (pro-rata share) 193,000 Estimated Shelter Construction Costs (1) 1,600,000 Additional Martinet Shelter Costs 588,000 Subtotal -West County Shelter 2,674,000 Total Costs $ 12,339,000 Reenue_Zources MartinezShelter Sale of Existing Martinez Shelter to Central San $ 2,930,000 2041 B Bond Funds 3,450,000 Forecast Interest Earnings on 2001 B Bonds 203,000 State Appropriation for Martinez Shelter 112,000 General Fund Appropriations (ERAF return) 2,970,000 Subtotal - Martinez Shelter 9,665,000 West County Shelter Sale of Existing Pinole Shelter to Pinole Redev Agency 725,000 Subtotal -West County Shelter 725000 Total - Revenue Sources $ 10,390,000 Remaining Bond Funding Needed 1,$49,000 Estimated Additional Annual debt Service Cost (2) 164,000 Less Annual Departmental Salary Savings (160,000) Annual Net County Cost $ 4 000 (1) Includes$46,800 in pro-rata mderlor shell design casts and City plan check costs. (2)Assumes issuance of 25 year bonds,with 1 year of capitalized interest at 6.0%a. Estimated Project Timelines As of January 29,2W2 NA-Whez Sherr Construction Drawings to County Building Inspection October 15, 2001 CEQA Findings, Construction Bid Release by BUS February 5, 2002 Bids Opened March 14, 2002 Bid Award by BUS April 23, 2002 Construction Commences June 2002 Construction Completed August 2003 WUt Counyfihelter Construction Drawings to Pinole Building Inspection December 10, 2001 CEQA Findings, Construction Bid Release for Project by BUS February 5, 2002 Approval of Joint Powers Agreement for Land Swap February 5, 2002 with Pinole Redevelopment Agency by BUS Approval of Construction Bid Release by BUS February 5, 2002 Deadline for Environmental Review Sign-off by Pinole March 15, 2002 Bids Opened March 21, 2002 Determination of Financial Feasibility by BOS April 23, 2002 Public Hearing for Exchange of Parcels April 23,2002 Conveyance of Agency Parcel to County April 23, 2002 Bid Award by BOS May 7, 2002 Bond Funds Borrowed May 2002 Construction Commences June 2002 Construction Completed February 2003