04 Staff Report - Oak Meadow Park Retaining Wall Replacement Project~0'N N 0 MEETING DATE: 11/20/06
ITEM NO:
~oS cA s COUNCIL AGENDA REPORT
DATE: NOVEMBER 15, 2006
A. AMEND CAPITAL IMPROVEMENT PROGRAM BUDGET TO ADVANCE OAK
MEADOW PARK RETAINING WALL REPLACEMENT PROJECT (0715) FROM
THE PLANNED PROJECT TIMELINE OF FISCAL YEAR 2008/09 TO THE
CURRENT FISCAL YEAR 2006/07 (PPW JOB NO. 05-16)
B. AUTHORIZE BUDGET REVENUE ADJUSTMENT OF $15,000 FROM STATE
PROPOSITION 12 PARK BOND FUNDS TO OAK MEADOW PARK RETAINING
WALL REPLACEMENT PROJECT (410-0715)
C. AUTHORIZE USE OF $11,500 FROM RESERVE FOR FUTURE YEAR'S CAPITAL
PROJECTS FUND FOR THE OAK MEADOW PARK RETAINING WALL
REPLACEMENT PROJECT (400-0715)
D. AUTHORIZE BUDGET EXPENDITURE ADJUSTMENT OF $26,500 FOR THE OAK
MEADOW PARK RETAINING WALL REPLACEMENT PROJECT (0715)
RECOMMENDATION:
I. Amend Capital Improvement Program Budget to advance Oak Meadow Park
retaining Wall Replacement Project (0715) from the planned project timeline of fiscal
year 2008/09 to the current fiscal year 2006/07 (PPW Job No. 05-16).
2. Authorize budget revenue adjustment of $15,000 from State Proposition 12 Park Bond
funds to the Oak Meadow Park Retaining Wall Replacement Project (410-0715).
3. Authorize use of $11,500 from Reserve for Future Year's Capital Projects Fund to the
Oak Meadow Park Retaining Wall Replacement Project (400-0715).
4. Authorize budget expenditure adjustment of $26,500 for the Oak Meadow Park
Retaining Wall Replacement Project (0715).
PREPARED BY:
OHN E. CURTIS
Director of Parks and Public Works
N:AB&E\COUNCIL REPORTS\Oak Meadow PArk Retaining Wall Replacement Project.I 12006.doc
Reviewed by: Assistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK RETAINING WALL REPLACEMENT PROJECT
(0715) (PPW JOB NO. 05-16)
NOVEMBER 15, 2006
BACKGROUND:
The Oak Meadow Park Retaining Wall Replacement Project is currently approved in the FY
2008/09 Capital Improvement Program to replace the retaining wall holding the Bocce Ball
Courts' hillside.
The retaining wall was programmed for FY 2008/09 during 2005 planning, as it had a slight
bulge, and was not problematic at that time. However, it received considerable damage during
the January 2006 wet winter storms, when heavy rains caused this section of the retaining wall to
lean heavily toward the trail and is nearing the failure point. The retaining wall needs to be
replaced sooner. Staff is prepared to complete this project this fiscal year.
DISCUSSION:
Staff completed additional engineering analysis and design, including boring samples and
retaining wall anchor needs conducted by Biggs and Cardoza Engineering Firm during
September, 2006. The cost to receive this engineering service was $11,500. Their report
indicates the hillside will require some excavation and backfill, and the installation of new 10" x
10" wooden posts to hold the new retaining wall. The new retaining wall will be constructed
with wood planks that were removed and salvaged from the Los Gatos Creek Trail Deck Project
this past summer. That wood, although not suitable for decking, has been stored at the Parks and
Public Works facility yard, is suitable for re-use as the retaining wall, and will save the Town
several thousand dollars in wood expenditures.
The FY 2008/09 project budget estimated the cost to repair this section of retaining wail at
$25,000. Due to the additional damage, it was determined an engineering analysis was necessary
to determine the hillside stability and anchor needs for the new retaining wall. The revised
estimated construction cost to replace the retaining wall is $36,000. The revised project costs are
$11,500 for the engineering analysis and $40,000 for project construction, ($36,000 for
construction with a $4,000 contingency), revising the project's total cost to $51,500.
A combination of State Park Bonds and Reserve for Capital Projects is recommended to
complete this project. The engineering analysis expense ($11,500) can be used as a Town match
to obtain some of the Proposition 12 Roberti Z.Berg-Harris Grant funds that are presently
available to the Town. Upon approval, staff will obtain the final project approval documentation
for the grant funding, and place the project out for an informal bid process. Council approval is
necessary to bring the project forward to this fiscal year and to revise the project's revenue and
expenditures.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK RETAINING WALL REPLACEMENT PROJECT
(0715) (PPW JOB NO. 05-16)
NOVEMBER 15, 2006
CONCLUSION:
Staff recommends that the Capital Improvement Project Budget for FY 2006/07 include the Oak
Meadow Park Retaining Wall Replacement Project. Funding and expenditures are revised to
$51,500 to complete the project.
Upon approval, staff will obtain the final project approval documentation for the grant funding
and place the project out for an informal bid process with the intent to complete the project this
fiscal year.
ENVIRONMENTAL ASSESSMENT:
This project is defined under CEQA, and no further action is required.
FISCAL IMPACT:
This project is currently funded with $25,000 Proposition 12 State Park Bonds. The revised cost
to replace this section of retaining wall has increased to $51,500. A budget adjustment of
$26,500 is recommended, utilizing $11,500 from the Reserve for future Capital Projects and an
additional $15,000 State Proposition 12 Park Bond funds, as follows:
Oil Park Retaining Wall-Reserve for Capital Projects Fund
'Oi4 Park Retainine Wall-State Park Bond Fund
AL EXPENDITURES BY CATEGORY:
Labor
Engineering Analysis & Design
Budget
Budget
Revised
Encumbered
Remaining
Funding
Adjustments
Budget
to Date
Balance
11,500
11.500
11.500
25.000
15.000
40.000
40.000
25,000
26,500
51,500
11,500
40,000
11,500