HomeMy WebLinkAboutA014 - Council Actoin Form dated May 22, 2007 - Item 16d-e i
ITEM # I1 J � Qi
DATE May 22, 2007
COUNCIL ACTION FORM
SUBJECT: APPROVAL OF PRELIMINARY EXPENSES PRIOR TO AQUATIC
CENTER BOND REFERENDUM
BACKGROUND:
Should the City Council authorize a July 24th outdoor aquatic center bond referendum, it
is timely to consider initiation of two important efforts at this time. The first is
preparation and distribution of an educational brochure for Ames voters. The second is
authorization of initial design work that would hopefully enable us to open the facility in
2009 rather than 2010 and to save hundreds of thousands of dollars in subsequent cost
escalation.
EDUCATIONAL BROCHURE — With a goal of educating the public about the upcoming
bond referendum, approximately $4,500 is needed for the development and printing of a
brochure. Funding for this expense is available in the Council's 2006-07 Contingency
Account.
SITE SURVEY AND SOIL BORINGS — During development of the feasibility study,
RDG reviewed the soils at the site. Preliminary findings from soil borings taken in
similar parts of Ames indicate that the soil at the 13th Street location appears to be sand
and soft cohesive soils. This type of soil will compress when fill is placed on top of it.
Fill material should set for approximately 90 days before construction begins. If not,
settlement could occur that would damage the facilities at a later date. It should be
noted that it is not unusual to build in these types of soils. Buildings at the Iowa State
Center and Jack Trice Stadium were successfully built in these same conditions.
Approximately 14' of fill will be required to support facility development in the southeast
corner of the site. There are two options for how the City could proceed with the needed
earthwork. It is important to note that with Option 1, it is anticipated that the
facility could open in June of 2009, and with Option 2 it would probably open in
June of 2010.
In Option 1, the site survey and soil borings would be accomplished in June and
July of 2007. This would cost $15,000 and could be completed prior to the bond
referendum being held. Should the bond referendum pass, previous completion of
these preliminary steps would then allow preparation of the earthwork plans and
specifications immediately after the vote. This should allow the earthwork to be
accomplished during late autumn and the needed settling to occur over the winter
months.
1
i
Development of plans and specifications for the balance of the project would not begin
until the outcome of the referendum is determined on July 24t". The largest portion of
the project would be bid in February 2008. Since the earthwork would already have
been completed, facility construction could then begin in May 2008 with the facility
opening anticipated for June 2009.
In Option 2, no design work would begin until the outcome of the referendum is
known on July 24th. If the referendum passes, this scenario calls for the site survey
and soil borings to be done in August and September 2007. With winter weather then
approaching, this timeframe would not allow for the needed window of time to
accomplish the earthwork prior to the ground freezing (i.e., preparation of the bid
document in October, taking bids in November, awarding the bid in December,
completing the earthwork in January/February).
Under Option 2, the site survey and soil boring information would be incorporated into
the overall Plans and Specifications being developed between October 2007 and
January 2008. The entire project, including the necessary earthwork, would be bid in
February 2008 with construction beginning in May 2008. However, construction in
Option 2 would be limited to the earthwork being addressed in May and June of 2008.
Settling of the fill would be required during the months of July, August, and September.
Then, with winter weather approaching, the majority of the facility would be built during
the 2009 construction season with the facility opening to the public in 2010.
If Option 2 is selected, it is also anticipated that project costs would increase by
approximately $500,000. Though the bids would still be let in a timely manner in
February 2008, contractors bidding the project will realize that construction during the
summer of 2008 will be limited to the earthwork and settling of this fill. They will need to
forecast increased costs for the bulk of construction activities to occur during 2009.
ALTERNATIVES:
1. Authorize $4,500 for an educational brochure and $15,000 for completion of a site
survey and soil borings. In the event the bond referendum passes, this alternative
better assures that the facility can open in June 2009 with an estimated cost savings
of$500,000.
2. Authorize the allocation of $4,500 for an educational brochure, but do not authorize
the site survey and soil borings prior to the bond referendum. This alternative would
delay the facility opening until June 2010 and bring increased costs of approximately
$500,000. Facility features would likely need to be reduced in order to maintain the
project budget of $8,488,000.
2
MANAGER'S RECOMMENDED ACTION:
The recommendation for expending funds for the brochure is consistent with
educational efforts undertaken for many previous bond referendums. This will allow our
citizens to have factual information from the City upon which to base their votes.
The recommendation regarding initial design work is very unusual, since staff
would not normally recommend expenditures for a project that has not yet
received public approval. However, the $15,000 cost represents a small fraction
of the $500,000 in potential cost savings by taking these early steps prior to the
referendum. This initial work could also have a major impact on when the facility
opens to they public.
Therefore, it is the recommendation of the City Manager that the City Council
adopt Alternative No. 1 approving the allocation of $4,500 for an educational
brochure and $15,000 for completion of a site survey and soil borings.
It is also recommended that the brochure expense be allocated from the 2006-07
Contingency Account, and that the $15,000 site survey and soil boring expenses be
taken from the Parks Development Fund available balance.
3