7/28/2019 Ann Street Plaza Memo

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PLANNING, BUILDING AND DEVELOPMENTQuality Services for a Quality Community

MEMORANDUM

TO: George Lahanas, City Manager

FROM: Lori Mullins, Community & Economic Development Administrator

CC: Tim Dempsey, Director of Planning, Building and Development

DATE: July 3, 2013

SUBJECT: Ann Street Plaza Construction

As you are aware, multiple departments have been working together to prepare for thecompletion of the Ann Street Plaza construction. Below, is an outline of the items that willneed to be discussed and approved by City Council in order to commence construction.

The FY2014 budget will need to be amended to account for the project. Staff wouldrequest that the City Council authorize the City Manager to approve a budget amendmentof up to $197,000 from General Fund reserves to be paid back over four years from theprojects TIF capture. The cost of this project has increased since our last discussion withCity Council. When this project was discussed at the work session on June 25th staff had

just received a preliminary proposal for the work and it did not include all of the workitems necessary to complete the job. Staff has also added the costs for engineering andtesting, landscaping, site furnishings (such as bike racks and bollards) and a 5%contingency to get to the total cost of completion presented here. This is a number thatstaff has discussed and is confident with. All of the costs are included in the attacheddocuments. The overall cost of the plaza reconstruction was originally estimated at$425,000. Mr. Elliott has spent approximately $200,000 on the plaza to date and theestimate to complete the work is $197,000.00, therefore the overall cost of the project hasnot increased.

Staff anticipates that the developer will contribute some portion of the funds back to theproject this year in cash and that we will capture the remaining funds within four years.We will have a more definitive outline of that agreement to share with the Council at themeeting on Tuesday.

Attached to the development agreement is the Conceptual Plan for the Plaza (Exhibit B-1)and the Preliminary Construction Drawing (Exhibit B-2). After additional discussions withthe property owners and the business owners in the plaza, Mr. Elliot, with staff support,had decided that it was necessary to revise the plans to eliminate the planters and treesseparating the store front area from the center of the plaza. It is staffs understanding thatEl Azteco and Sultans will both be requesting licenses for outdoor dining upon completionof the plaza work. The outdoor dining spaces will fill the area along the storefronts, and be

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7/28/2019 Ann Street Plaza Memo

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PLANNING, BUILDING AND DEVELOPMENTQuality Services for a Quality Community

directly adjacent to the plaza. Elimination of those planters allows for more flexible plazaspace. Attached is the latest construction drawings completed by the Citys EngineeringDepartment. You will note that the landscape areas around the stage are larger, the stage

has a tensile fabric cover, and the tuned drums are adjacent to the stage. Staff wouldrequest that the City Council approve these drawings as the Revised Exhibit B-2.

One of the critical engineering and design issues that must be addressed is drainage of theplaza space. The plaza itself is very flat and in order to avoid any standing water on thefinished concrete, the grading plan has been given exceptional attention. Staff believes thatit is very important to move forward with same contractor who began the work last year.They have done an exceptional job thus far and by using the same contractor we are muchless likely to have problems related to accountability when matching the existing grades.We have reviewed the proposal provided by E. T. Mackenzie and believe that it includesfair pricing based upon costs of work performed last year on this project and on the

infrastructure project which they also constructed. Therefore, staff is requesting that theCity Council authorize the City Manager to enter into a contract with E.T. MackenzieCompany in the amount of $167,885.15 based on their proposal dated July 2, 2013. Wewould also request that the City Manager be authorized to approve change orders on thiscontract up to 5 percent of the contract cost or $8,394.

The Board of Water and Light and the contractor are prepared to begin construction on July15. The lights will be replaced and the stage construction would start that week. Thefollowing week the stage construction would continue and the concrete in front of thebusinesses would be replaced in small sections starting early in the morning in order tominimize the disruption to the businesses. The project would be substantially complete by

the middle of August, at which time the landscaping would be installed. We hope to haveall of the work completed and ready for full use by the end of August.

Ann Street Plazas design and construction has been discussed previously at the meetingsshown below:

At its January 10, 2012 work session, City Council discussed the conceptual plans for theplaza.

At its January 17, 2012 meeting, City Council approved Exhibit B-1.

At its June 12, 2012 meeting, City Council approved Exhibit B-2.

Finally, to summarize this memo, at City Councils July 9, 2013 meeting, Staff isrequesting that the City Council take action on the following requests. Authorize the CityManager to approve a budget amendment in the amount of $197,000.00 from the GeneralFund reserves for the completion of the Ann Street Plaza reconstruction. Approve revisedExhibit B-2. Authorize the City Manager to approve a contract with E.T. MacKenzie in theamount of $167,885.15 and any related change orders up to $8,394.00. Please let me knowwhat additional information may be needed.