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HomeMy WebLinkAbout7.3 DublinElem Fields Proj -" '" CITY CLERK File # O[gJIDaJ-[3][Q] . AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 2, 1999 SUBJECT: Dublin Elementary School Fields Project Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Proposal 2. Resolution RECOMMENDATION: ~ ~dopt Resolution FINANCIAL STATEMENT: Total project cost is $216,762 DESCRIPTION: During the 1998-99 Budget Hearing, the City Council included $150,000 for the Dublin Elementary School Fields Project. It was the City Council's stated intention that the City would fund one-half of the cost of the field project up to $150,000, provided that the Dublin Unified School District commenced construction of the project in Spring of 1999 rather than Spring 2000 as was the District's intention. . At the September 15, 1998 meeting of the City Council, the Council authorized the City Manager to send the attached proposal (Exhibit 1) to the District. Generally the proposal states that the City will contribute one-half of the cost for the Dublin Elementary School Fields Project not to exceed $150,000 to the District at the commencement of the project. Further, the City will advancelloan the balance of the project cost not to exceed $150,000 to the District to meet the project costs incurred by the District. The District received seven bids for the project and the low bidder was White Oak Landscaping with a bid of $143,014.80 (the preliminary cost estimate was $290,000). The total project cost is estimated to be $216,762 which includes construction, inspection, testing, plans and specifications and a 10% contingency. Based on the original proposal approved by the City Council and presented to the District, the City's share of the project cost would be $108,381 and the advance/loan to the District would be $108,381. Sufficient funds are available in the Fiscal Year 1998-99 Budget to fund the City's share of the project costs. A budget change may be necessary to fund the advance/load to the District. This will be contingent upon how quickly the project proceeds and whether the funds are needed prior to the end of this Fiscal Year. If not, the funds will be included in the Fiscal Year 1999-2000 Budget. The District will award the bid for the project at their March 3, 1999 meeting provided that they have written assurance from the City of the City's intent to honor the original proposal. Staff has prepared a resolution authorizing commitment of an interest-free loan in an amount not to exceed $150,000. Staff recommends that the City Council adopt the Resolution (Exhibit B) and direct Staff to forward the Resolution to the District. Further, Staff recommends that the Council authorize the City Manager to negotiate and execute an agreement with the District for the project. . ______________~_~__________~~_~_________~_________w___~______________R~__~_______________________R~___~M_____ COPIES TO: Dublin Unified School District ITEM NO. T.j F\caprjcts\dubelem\cc32bidresults.doc . . . ... . Dublin Elementary School Fields Project Proposal The City of Dublin proposes the following terms and conditions to the Dublin Unified School District: City Agrees 1. To contribute one-half of the project cost not to exceed $150,000 to the District at the commencement of the project. . . 2. To advance/loan the balance of the project cost not to exceed $150,000 upon demand by the District at such time that funds are required to meet the project costs incurred the District. The advancelloan will be interest-free. District Agrees 1. To commence construction of the project in Spring 1999. 2. To be responsible for design, project management, inspection and all other services required to complete the project. 3. To provide the City with a final project accounting and return any funds to the City which are not required for the project. 4. Repay the City's $150,000 advance/loan in the year 2000 or 2001 (Le., whichever date that School Bond monies would have been available to fund the project). 5. Agree to add Dublin Elementary School Fields to the Joint Facility Use Agreement between the City and the District, dated September 25, 1989, to enable community use of this facility during non-school hours. 6. To maintain the improvements installed in a satisfactory manner in order to insure the safety and playability of the fields in the future. ... RESOLUTION NO. - 99 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* . AUTHORIZING COMMITMENT OF A LOAN TO THE DUBLIN UNIFIED SCHOOL DISTRICT FOR THE DUBLIN ELEMENTARY SCHOOL FIELDS PROJECT WHEREAS, City and District are parties to an agreement dated September 25, 1989 entitled "Agreement Between City of Dublin and Dublin Unified School District Regarding use of Facilities" (hereafter "Master Joint Use Agreement") which provides for the joint use of various City and District facilities; and WHEREAS, City identified a need for additional playing fields in the City for community recreational purposes; and WHEREAS, District's master plan for Dublin Elementary School identifies additional playing fields; and WHEREAS, the District does not have adequate cashflow to fund and commence construction on the fields project until Spring 2000; and WHEREAS, the City desires to have construction on the fields project commence in Spring 1999; and WHEREAS, the City would like to assist the District financially in order to advance the project by one year. . NOW, THEREFORE, BE IT RESOL YED that the City Council of the City of Dublin does hereby agree to: 1. Contribute one-half of the project cost not to exceed $150,000; 2. Advance/loan the balance of the project cost not to exceed $150,000. BE IF FURTHER RESOL YED that the site specific duties and obligations for the improvements as well as repayment of the advance/loan will be included in an improvement agreement to be negotiated by the City Manager and the District. PASSED, APPROVED AND ADOPTED this 2rd day of March, 1999. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: . City Clerk EXHIBIT 2