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STAFF REPORT

MEETING

DATE: January 26, 2016

TO: City Council

FROM: Felicia Newhouse, PW Administrative Manager

Russell Thompson, Public Works Director

SUBJECT: APPROPRIATE FUNDS TO REPLACE NOVATO ARTS CENTER

WHEELCHAIR RAMPS

CEQA DETERMINATION:

The proposed action includes a finding of Exemption from the provisions of the

California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines

Section 15301.

REQUEST

Consider adopting a resolution amending the fiscal year 2015-2016 budget to appropriate an

additional $110,000 from the Hamilton Arts Center Fund (242) to fund ADA-compliant

wheelchair ramp construction at 502 South Palm Drive (Beso Bistro) and 781 Hamilton Parkway

at The Novato Arts Center, adopting a categorical exemption pursuant to CEQA, and authorizing

Keegan & Coppin Company to award the construction contract.

RECOMMENDATION

Adopt resolution.

BACKGROUND

Staff received a request from the owner of Beso Bistro, 502 South Palm Drive, to repair the

wheelchair ramp at the restaurant. Staff subsequently received notification from the City’s

property management company, Keegan and Coppin, that a wheelchair ramp at 781 Hamilton

Drive, was also in need of repair. These two ramps have been identified in the recently adopted

ADA Self-Evaluation and Transition Plan as being out of compliance with ADA regulations.

Due to the extent of the required repairs, the ramps must be rebuilt to conform to current

standards.

Staff consulted with local architect Dan Macdonald who reviewed the existing ramp conditions

and prepared alternative designs and cost estimates for both ramps. Ramp construction

documents have been submitted and approved by the City Building Department for compliance

922 Machin Avenue Novato, CA 94945

415/ 899-8900 FAX 415/ 899-8213

www.novato.org

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with current ADA regulations. The replacement ramps are in-kind materials. The 781 Building

ramp will be in the exact same location. The new Beso ramp has slightly different configuration

due to the ADA slope requirements. Project plans are included as Attachment 3.

The City Public Works Department issued a request for proposals on November 19, 2015 and

opened bids on December 7, 2015. Three bids were received and Fieldstone Construction was

determined to be the lowest responsive bidder at $79,091. A copy of the bid results is included as

Attachment 2.

Beso Bistro is the tenant of 502 South Palm Drive and Marin MOCA is the tenant of the 781

Building. Both tenants and the City’s property management company, Keegan and Coppin, have

been notified by the City of Novato of the pending ramp replacements. They have also been

notified that the Council is considering the award of the construction contract at the January 26,

2016 public meeting.

CEQA DETERMINATION

Staff recommends that the replacement of two existing wheelchair ramps at the Novato Arts

Center with two new ADA-compliant wheelchair ramps is categorically exempt from the

requirements of the California Environmental Quality Act (CEQA) and the City of Novato

Environmental Review Guidelines pursuant to CEQA Guidelines Section 15301, Existing

Facilities.

FISCAL IMPACT

A qualified bid of $79,091 has been received from Fieldstone Construction. Project development

and construction management costs, plus a ten percent (10%) construction contingency are

included in the total project costs of $110,000. The total project costs would be borne by the

Hamilton Arts Center Fund (Fund 242). The Hamilton Arts Center Fund (242) is the property

management fund utilized for capital improvement expenditures at the Novato Arts Center.

There are sufficient funds in this account to pay for the total project costs; however, the

expenditure was not anticipated prior to development of the Fiscal Year 2015/16 budget and is

not accounted for in the same.

ATTACHMENTS

1. Resolution

2. Bid Abstract

3. Project Plans

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CITY COUNCIL OF THE CITY OF NOVATO

RESOLUTION NO. _____

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

NOVATO AMENDING THE FISCAL YEAR 2015-2016

BUDGET TO APPROPRIATE AN ADDITIONAL $110,000

FROM THE HAMILTON ARTS CENTER FUND (242) TO FUND

ADA-COMPLIANT WHEELCHAIR RAMP CONSTRUCTION

AT 502 SOUTH PALM DRIVE (BESO BISTRO) AND 781

HAMILTON PARKWAY AT THE NOVATO ARTS CENTER,

ADOPTING A CATEGORICAL EXEMPTION PURSUANT TO

CEQA, AND AUTHORIZING KEEGAN & COPPIN COMPANY

TO AWARD THE CONSTRUCTION CONTRACT

WHEREAS, the City Council of the City of Novato has adopted a final budget for Fiscal

Year 2015-2016; and

WHEREAS, in 2000, the City of Novato acquired the property known as the Building 500

complex at Hamilton, a group of buildings on a 2.47 acre parcel, with the intent of using the

buildings for arts-related purposes; and

WHEREAS, the 781 Hamilton Parkway building and the 502 South Palm Drive building

are part of the Building 500 complex also known as the Novato Arts Center; and

WHEREAS, the 781 Hamilton Parkway building and the 502 South Palm Drive building

wheelchair ramps have been identified in the recently adopted ADA Self-Evaluation and

Transition Plan as in need of renovation in order to be compliant with current ADA regulations;

and

WHEREAS, a request for proposals was issued on November 19, 2015 and bids were

opened on December 7, 2015; and

WHEREAS, Fieldstone Construction was identified as the lowest responsible bidder with

a bid of $79,091; and

WHEREAS, Keegan & Coppin Company is the property management company for the

Building 500 complex on behalf of the City; and

WHEREAS, the adopted Fiscal Year 2015/16 budget included an appropriation of Fund

242 funds for routine operation expenditures in the amount of $157,975; and

WHEREAS, additional funds must be appropriated in the amount of $110,000 to cover the

construction and related costs to fund the project; and

WHEREAS, funds are available in the Hamilton Arts Center Fund (242) that could be

appropriated to fund this project; and

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WHEREAS, the City Council has reviewed the project scope and description of the

proposed replacement wheelchair ramps project at the Novato Arts Center and has determined that

the project qualifies for a categorical exemption pursuant to California Environmental Quality Act

(CEQA) Guidelines Section 15301, Existing Facilities.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato does

hereby amend the Fiscal Year 2015/16 budget to appropriate $110,000 from the Hamilton Arts

Center Fund (242) to fund the project; and

NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of

Novato does hereby adopt a CEQA categorical exemption for the project and its associated actions

based on the following findings:

Section 1. Record

The Record of Proceedings (“Record”) upon which the City Council bases these findings

and its actions and determinations regarding the approval of the replacement of existing wheelchair

ramps at 781 Hamilton Parkway and at 502 South Palm Drive, includes, but is not limited to, the

staff report, its attachments, City files and records and other documents prepared for and/or

submitted to the City and/or City Council relating to the replacement of wheelchair ramps at these

facilities, (2) the evidence, facts, findings and other determinations set forth in this resolution, (3)

the City of Novato 1996 General Plan and its related EIR, (4) all designs, plans, studies, data and

correspondence submitted by the City in connection with the project, (5) all documentary and oral

evidence received at public workshops, meetings, and hearings or submitted to the City during the

comment period related to the project, and (6) all other matters of common knowledge to the City

Council including, but not limited to, City, state, and federal laws, policies, rules, regulations,

reports, records and projections related to development within the City of Novato and its

surrounding areas.

The location and custodian of the records is the Novato Public Works Department, 922

Machin Avenue, Novato, California, 94945.

Section 2. CEQA Findings

The City Council hereby adopts the Statement of Findings and Facts set forth below and

attached hereto and incorporated herein by reference. Based thereon and on the Record as a whole,

the City Council hereby finds that no significant environmental effects will be created by the

project and its associated development actions. Therefore, the project shall be determined exempt

from CEQA pursuant to Section 15301, Existing Facilities, as discussed below.

Statement of Findings and Fact

CEQA Guidelines Section 15301, Existing Facilities, exempts projects involving the

operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public

or private structures, facilities, mechanical equipment, or topographical features, involving

negligible or no expansion of use. The in-kind replacement of existing wheelchair ramps for new

ADA-compliant wheelchair ramps is considered to be equivalent to the minor alteration of existing

public structures. Accordingly, the replacement of existing wheelchair ramps for new ADA-

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compliant wheelchair ramps at two locations at the Novato Arts Center meets the criteria for a

categorical exemption pursuant to CEQA Guidelines Section 15301.

NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of

Novato does hereby authorize Keegan and Coppin Company to award the construction contract to

Fieldstone Construction in the amount of $79,091 for the wheelchair ramp replacement project at

781 Hamilton Parkway and 502 South Palm Drive (Beso Bistro) at the Novato Arts Center.

* * * * * *

I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City

Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 26th day

of January, 2016, by the following vote, to wit:

AYES: Councilmembers

NOES: Councilmembers

ABSTAIN: Councilmembers

ABSENT: Councilmembers

____________________________________

Sheri Hartz, City Clerk

Approved as to form:

____________________________________

City Attorney of the City of Novato

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CITY OF NOVATO - BID ABSTRACT AND AWARD OF CONTRACTPROJECT NAME : Hamilton Novato Ramps Renovation PROJECT NO. : N/A

BIDSDUE : 5:00pm

RECOMMENDATION

Award contract to fieldstone Construction as the apparent and

lowest responsive bidder in the amount of $79,091

Submitted By :

Designated Agent

BASE BID

Remove/DisposliReplace ADA Ramp #1

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DATE: 7-Dec-15

Engineers Estimate Fieldstone Construction Maggiora-Ghilofti Team GhilottiNc DESCRIPTION Unit Qty Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount

LS

Remove/Disposl/Replace ADA Ramp #2 LS

$35,000.00

$30,000.00

$35,000.00

$30,000.00

$38,266.00

$40,825.00

$38,266.00

$40,825.00

$45,877.00

$42,000.00

TOTAL BASE BID

________

$65,000.00 $79,091.00 $87,877.00 $89,320.00

$45,877.00

$42,000.00

$45,360.00

$43,960.00

$45,360.00

$43,960.00

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