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cc16_011 1
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
2
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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