2019 01 15 PS&E ApprovalCity of La Quinta
CITY COUNCIL MEETING: January 15, 2019
STAFF REPORT
AGENDA TITLE: APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE,
AND ADVERTISE THE SILVERROCK VENUE SITE CONSTRUCTION FOR BID
(PROJECT NO. 2016-08)
RECOMMENDATION
Approve plans, specifications, engineer’s estimate, and authorize Staff to bid
the construction of the SilverRock Venue Site Project.
EXECUTIVE SUMMARY
•In February 2018, Council appointed an Ad Hoc Committee to develop a
Master Plan for the SilverRock Venue Site.
•In August 2018, Council approved the SilverRock Venue Site Master Plan
(Attachment 1) and approved the site development permit, and site
architectural and landscape plans.
•The Master Plan is supported by the Financial Advisory Commission, the
Planning Commission, and the Community Services Commission.
•Approving the plans, specifications, and engineers estimate will provide
enough time to bid the project, review contractors, and provide
recommendations to award a contract on March 5, 2019.
FISCAL IMPACT
The project budget is $6.0 Million, and includes soft costs such as design,
inspection, and contingency. If approved, the amended project budget would
include the following funding sources:
The annual maintenance and operations cost is estimated to be $149,500. This
could be offset with rental income for public and private events.
CONSENT CALENDAR ITEM NO. 12
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BACKGROUND/ANALYSIS
In July 2006, Council approved the Specific Plan (SP) for the SilverRock
development with 35 acres designated as a community park for passive use.
Special events described in the SP include public parking, automobile displays,
art festivals, and corporate events in conjunction with the on-site hotel.
A Purchase, Sale and Development Agreement, along with a statutory
Development Agreement with SilverRock Development Company (SDC) was
approved by Council. An estimated $3.4 million in development impact fees
may be generated from this development.
With the desire to create an event space to accommodate large events, Council
established an Ad Hoc Committee (Committee) in February 2018. The
Committee worked with Hermann Design Group and Staff to create a site plan,
budget, and construction timeline for the event site. The goal was to complete
construction and have the event site operational for the 2020 La Quinta Arts
Foundation’s (LQAF) Arts Festival. The LQAF would like to continue holding the
event at the Civic Center Campus, however, access to the Campus will be
restricted in the spring of 2020 due to scheduled street and intersection
improvements and concurrent storm drain system improvements. The
Committee prepared a master plan for approximately 14-acres of park space
with walking paths, turf areas, sloped event lawn, a water feature, public art,
a restroom building, and a modular building.
The proposed Master Plan was presented to the Financial Advisory Commission
(FAC) on June 13, 2018. The FAC requested consideration for additional park
amenities that include restrooms, storage facilities, shade structures, and
additional shade trees.
The FAC also requested a 10-year revenue projection. Staff consulted with
Montage International and reviewed previous City events. A 10-year projection
is difficult to determine because it is unknown what new groups and uses will
be attracted to the new Venue Site. The LQAF currently generates
approximately $66,000 in sales tax and business license revenue and is
charged $25,000 (currently waived) for a temporary use permit. The Venue
Site operations cost is estimated to be $149,500 annually.
On June 26, 2018. The Planning Commission recommended Council approval
and consideration of the FAC’s request for additional park amenities. The Master
Plan was presented to the Community Services Commission who also supported
the Planning Commission and the FACs’ recommendations.
On August 7, 2018, Council approved the SilverRock Venue Site Master Plan
and site development permit. More shade structures are listed as add alternates
for consideration after the bids are received.
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ADDITIONAL INFORMATION
Parking:
A total of 1,156 venue parking spaces are proposed and include 210 designated
spaces with a Class II road base surface, 330 spaces on a decomposed granite
surface, 265 overflow spaces in the retention basin, and 351 at the adjacent
Montage conference center. The 1,032 parking spaces the City provides for the
LQAF Art Festival was the benchmark for this venue’s parking.
Operations Cost:
Based on the Civic Center Campus, staff used 2017/18 Campus operations
costs to project the following operating costs for the event park: Landscape Maintenance $53,000
Electricity 30,000
Water 24,000
Personnel 19,000
Lake Service 8,400
Materials-Irrigation 3,600
Janitorial Service 3,000
Vehicle Operations 2,500
IT 2,400
Plant Replacement 1,400
Graffiti 1,400
Insurance 500
Tree Replacement 300
TOTAL $149,500
Engineers Estimate:
The Engineers Estimate is $285,677 above the project budget. The actual cost
of the project will not be determined until after the bids are received.
Site Construction/Amenities $2,104,380
Site Electrical 856,100
Contractor Admin./Costs 625,021
Irrigation 545,000
Landscape 445,250
Site Preparation 198,075
Maintenance Establishment 18,000
Soft Costs:
Contingency (10%) 571,425
Inspect/Test/Survey (9.75%) 467,203
Professional Services (9.5%) 455,223
TOTAL $6,285,677
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Additional Items: Currently not approved.
Additional Restroom: 300,000
Shade Structures (3) 500 sq. ft: 135,000
Storage Building: 120,000
Terrace Walls 70,000
Floating Fountain 40,000
TOTAL $665,000
Project Schedule:
City Council Authorize to Bid January 15, 2019
Award Contract: March 5, 2019
Construction Start: March 2019
Grassing Start: July 2019
Construction Complete: September 2019
Over-seeding: October 2019
Project Final Acceptance: December 2019
LQ Arts Festival: March 2020
ALTERNATIVES
Staff does not recommend an alternative pending the bid results.
Prepared by: Steve Howlett, Facilities Director
Approved by: Frank J. Spevacek, City Manager
Attachment: 1. Master Plan
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