TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JANUARY 7, 2003

SUBJECT: ENGINEERING SERVICES FOR CITY HALL ELEVATOR

RECOMMENDATIONS

1. Award an engineering contract to John Cruickshank Inc. for preliminary engineering services for the design of an elevator at City Hall, in an amount not to exceed $6,400.
2. Authorize the Mayor and City Clerk to execute a contract with John Cruickshank Inc.

BACKGROUND

At the City Council meeting on December 3, 2002 staff recommended that a contract be awarded to John Cruickshank Inc. for preliminary engineering services to construct an elevator at the Civic Center. This recommendation was made as part of the City’s implementation of a plan to remove access barriers in accordance with the American with Disabilities Act. In discussions at the December 3, 2002, the City Council requested an opportunity to review the city plan. Attached is a copy of the plan.

DISCUSSION

The plan was prepared in 1995, revised in 1998, and revised again in preparation of this staff report. The city has made considerable progress on the implementation of the plan, however, many items of work still need to be completed.

The plan does not list priorities, however, staff has assigned high priorities to the following items of work:

Item of work	Rationale for high priority	Construction Schedule
Provide accessible play equipment at Ryan Park	Implements goal of providing accessible play equipment at all parks	Underway
Provide accessible play equipment at Ladera Linda Park	Implements goal of providing accessible play equipment at all parks	Underway
Item of work	Rationale for high priority	Construction Schedule
Reconstruct access ramp to Community Room	City Council meetings are held in this room.	FY 03 – 04
Construct elevator at Civic Center	Provides access to public records, City Manager’s office and City Council Offices. Will assist maintenance staff that must move heavy supplies and equipment.	FY 03 - 04
Provide assessable picnic table at all facilities	Heavily used facility.	FY 03 – 04
Overall upgrade at the Point Vicente Interpretive Center	Heavily used facility.	FY 03 – 04 as part of the building expansion.
Modify restrooms at Hesse Park	Implements goal of providing assessable restroom facilities at all City buildings.	FY 04 – 05
Modify restrooms at Ryan Park	Implements goal of providing assessable restroom facilities at all City buildings.	FY 04 - 05
Install automatic door openers at Civic Center	Heavily used facility	FY 04-05
Install automatic door openers at Hesse Park	Heavily used facility	FY 04-05

Moving forward with the preliminary engineering services at this time will allow for the construction of the elevator in fiscal year 2003 – 04.

CONCLUSION

Adopting the staff recommendations will award a contract for needed engineering services for the installation of an elevator at City Hall to John Cruickshank Inc. When this study is completed, it will be brought back to the City Council for review and award of the engineering services for the preparation of the final construction plans.

The project schedule is as follows:

Completion of preliminary engineering March 2003

Completion of final engineering July 2003

Award of construction December 2003

ALTERNATIVE ACTIONS

1. Establish revised priorities and delay the construction of the elevator.
2. Request staff to seek proposals from other firms for the necessary services.

FISCAL IMPACTS

The adopted FY 01 – 02 Budget includes adequate funding for the recommended actions. The funding source for the recommended services is the Community Development Block Grant (CDBG) Program.

It is estimated that construction costs for a new elevator will be $200,000. Construction costs are also eligible for CDBG Program funding.

Respectfully Submitted,
Dean Allison
Director of Public Works

Reviewed
Les Evans
City Manager

Attachments:
December 3, 2002 City Council report with attachments