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Pageant Grounds Renovation Project�pW N Dx u„ io G � os DATE: TO: COUNCIL AGENDA REPORT APRIL 30, 2012 MEETING DATE: 05/07/12 ITEM NO: 1 MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411- 825 -2501 A. REVIEW AND PROVIDE DIRECTION TO STAFF REGARDING THE DESIGN OF THE PAGEANT GROUNDS RENOVATION PROJECT. B. DIRECT STAFF TO MOVE FORWARD WITH THE DESIGN, BID, AND AWARD OF THE PAGEANT GROUNDS RENOVATION. RECOMMENDATION 1. Review and provide direction to staff regarding the design of the Pageant Grounds Renovation Project. 2. Direct staff to move forward with the design, bid, and award of the Pageant Grounds Renovation. BACKGROUND As a first step in renovating the historic Town Pageant Grounds, the new Los Gatos Library project included the construction of access improvements to the adjacent grounds for library and community programs. The improvements consisted of the needed relocation of a large enclosure housing the Civic Center cooling tower, construction of an ADA compliant pathway providing access to both levels of the park, installation of historic mosaics required by the library project, an Environmental Impact Report, historical lighting fixtures, and landscaping adjacent to the new library and the entrance to the park. Further landscaping improvements were placed on hold pending the grand opening of the new library. These initial access improvements were included as one of several bid add alternates for the library project. As noted above, a new pathway to the park was installed as part of the library project, and access to the park is also provided through the library's Children's Garden. Second floor windows on the west side of the library were designed to offer expansive views of the renovated park. w .............. . PREPARED BY : TODD CAPURSO Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney Finance N:\ PPW\ MANAGEMENT \COUNCIL \COUNCIL REPORTS\2012 Reports\May 7TY 11 -12 12 -01 Pageant Grounds potential design review.docx PAGE 2 APRIL 30, 2012 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411 -825- 2501 BACKGROUND (conf d. : As the next step in pursuing additional Pageant Grounds site improvements, the Town retained David Fox of Hill Associates to design the landscaping phase, including other park improvements. The landscape design was undertaken with the intent to integrate the park with the new library, offering outdoor locations for children, teen and adult programs, and outdoor locations for events that would also use facilities in the library (such as restrooms). The Plans and Specifications that were submitted to the Town Council on April 2, 2012, call for two primary areas of activity. On the lower level, a circle of benches surround a flagstone terrace with a raised planter of shade trees to provide a passive use area. The upper level included a stamped- concrete patio to accommodate special events, and features a trellis located in front of the historic waterfall. This was done with the intent of making the waterfall operable during events. The posts of the trellis would be covered with flagstone, tying it in with other flagstone features in the park and library. Low maintenance plantings would cover non- developed areas, and there would be locations for public art. At the April 2 nd Town Council meeting, staff received several questions from Council regarding the scope of the project, which was being presented to Council for the approval of plans and specifications. The questions mainly pertained to the proposed installation of hardscape (stamped concrete) as the primary surface in the upper area of the park. DISCUSSION During the library design process, a variety of ideas were brought forward regarding proposed modifications to the Pageant Grounds and how the space could be made more accessible and usable for Town residents. To that end, accessibility issues were addressed primarily as part of the library construction project, while the more landscape- specific elements were to be considered as part of a subsequent design package. The goal of this design effort was to address the idea that the Pageant Grounds was to be redesigned with the intent it become a venue for special events, both library - related and for the broad community (e.g. service clubs, small weddings, etc.). As such, staff worked with the architect on a variety of solutions to create a successful venue that could be maintained at a high level without requiring additional maintenance resources. Additionally, designing a layout with low water demand was favored, and since the site presents irrigation challenges, an area with lower water demand is consistent with the Town's sustainability goals. As part of the design efforts, staff also conducted historical research regarding the use of the facility. The redesign of the upper level patio and trellis reflect the historic use of Pageant Grounds. Historic photographs indicate that when the Pageant Grounds was used for plays in the early 20 Century, at least the upper level and potentially the lower level were the locations for PAGE 3 APRIL 30, 2012 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411 -825- 2501 DISCUSSION (cont'd.) the stages and sets. In more recent years, the upper level has been primarily landscaped as a turf area. However, over the last several years and prior to the construction of the Library, the turf was found to be in poor condition with maintenance challenges. The primary reasons for the lack of sustained high - quality turf in this area have been both the limited amount of sunlight and the presence of surface roots from the many well - established trees, particularly redwoods. The upper level area is subject to significant shading over the course of the day primarily due to well- established trees and the presence of an immediately adjacent north - facing hillside. The tree roots issue is not likely to change in the near future, and was likely exacerbated by the surface watering that accompanied the previous turf areas. The site also presents drainage challenges as well due to a combination of factors including the natural topography of the site, soil type, and the fixed elevations of the access improvements that were installed as part of the Library construction project. Transforming this area into a library and community event venue would result in a significant amount of foot traffic, and likely create the need to accommodate associated equipment such as tables, chairs, and platforms. Should turf remain as the primary surface of this area, it would most likely experience issues similar to those that have occurred regularly at the Plaza. Due to the turf s health being marginal at best (given the shading, root, and drainage issues), the impacts of hosting special events would become apparent much sooner. This would create turf renovation requirements similar to those at the Plaza. However, it should be noted that the difference with Pageant Grounds is that the same turf rehabilitation efforts may not yield the same successful results that have been achieved at the Plaza. This is primarily due to the ground temperatures and sunlight required for seed germination. Additionally, the surface root intrusion will not allow for a strong turf root structure. The Plaza turf renovation efforts are resource intensive and at current resource levels could not feasibly be performed at the Pageant Grounds. t The challenges regarding establishing and maintaining turf on the Pageant Grounds site have also been validated through communications and site meetings with a second Landscape Design firm that has been used to design other Town projects. This designer also concurs with the challenges regarding maintaining natural turf at this site and recommends that natural turf be limited to the areas of the site that would avoid areas with shading and tree root issues. Additionally, the natural turf areas would not be recommended for special event usage. Design Alternatives All of the design alternatives described below address the upper level of the Pageant Grounds only, as a result of that area prompting the most discussion at the last Council meeting. [WITC A! APRIL 30, 2012 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411 -825- 2501 DISCUSSION (cont'd) I. Current Design; Haddscape and Landscaping This design is comprised primarily of hardscape (approximately 2,500 square feet) with extensive low growing and medium sized shrubbery on the upper level complemented by an attractive trellis. Issues of drainage related to the terraced but flat topography could be addressed with the incorporation of a relatively simple drainage system under the hard scape to route run -off water to an existing storm drain system. Maintenance for this design would include regular cleaning utilizing water washing and blowing of leaves. This design would support special event type usage as well as passive recreation. II. Current Design - With the Addition ofNatural TuN Area This design incorporates all current design elements including hardscape and controlled drainage, but reduces the central hardscape area on the upper level by 20% (to 2,000 square feet) and adds approximately 1,000 square feet of natural turf. The turf would be added on the west side of the area where more direct sunlight and some natural drainage would make a natural turf lawn more viable. Maintenance would be similar to the above but mowing, edging, weeding and irrigation maintenance for the turf area would also be required. This design would support slightly smaller special event usage, as well as passive recreation. III. Re- design as a Passive Usage Area with Natural Turf This design removes the central trellis structure and adjacent hardscape ADA walkway and planting, and eliminates the majority of the hardscape in favor of natural turf — approximately 3,000 square feet. The turf area would need to be reduced from the current footprint because it must avoid areas directly under the redwood tree canopy and surface root system. It would also require some significant grading of the area to help provide for an extensive turf drain system to prevent ponding and subsequent turf failure. Increased ongoing maintenance would entail mowing, weeding, edging and irrigation maintenance. It would also necessitate annual turf renewal, such as aeration and over seeding or potential replacement of sod. This design would support passive recreational usage; special event usage would not be recommended. IV. Re- design as a Passive Area with Artificial Turd' This design would incorporate all the design elements of the natural turf design above, but utilizes artificial turf instead of natural. The installation of artificial turf requires a proprietary drainage system specific to this medium. The drainage system would require extensive excavation and off haul of native soil making for a relatively expensive construction project. Artificial turf is maintained by raking, washing and drainage system maintenance. It will support both passive and informal event type usage but would not accommodate chairs or tables. PAGE 5 APRIL 30, 2012 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411 -825- 2501 DISCUSSION (cont'dh Design Alternatives Summary: Design Upper level primary Approximate Relative Accommodate Alternative surface construction cost Maintenance/Water Special Events including re- Requirements design work I. Hardscape and $240,000 Low Yes Landscaping II. Hardscape with $260,000 Medium Yes Natural Turf III. Natural Turf Only $220,000 High No IV. Artificial Turf Only $280,000 Medium No Given the Town Council's earlier feedback, as well as research conducted since April 2 staff would recommend the following: • Elimination of design alternative IV, based on construction and maintenance considerations. • Possible elimination of alternative I, if natural turf is desired. • Design alternatives II and III are both viable; however, each should be evaluated in the context of how the Pageant Grounds will be utilized. • If the Town Council directs that the site should be able to accommodate some level of special events, even on a limited basis, staff recommends pursuing design alternative II. • If the Town Council does not wish the site to accommodate special events, and the site is to become an area for passive recreation, staff recommends pursuing design alternative III. • In the event that Council directs that the site be designated as a passive recreation site, staff would also recommend eliminating both the trellis and a potential pedestrian bridge connection to the Civic Center from further consideration due to site constraints, maintenance requirements, and construction costs. In the event that the Town Council directs staff to more fully explore options other than the current design that was presented on April 2 the following several steps would have to be followed: • The agreement between the Town and the architect would need to be amended to allow for additional design. • The bid package would need to be modified as well as addendums would need prepared. It is estimated that it would take approximately six to eight weeks for the architect contract to be amended and for additional design work to occur. PAGE 6 APRIL 30, 2012 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 12 -01 PAGEANT GROUNDS RENOVATION PROJECT 411 -825- 2501 DISCUSSION (cont'd): • The modified bid package process would result in a redesigned package (plans and specifications) coming back to the Town Council for approval at the June 18 111 Council meeting. • Recommendation for Council authorization of a contract would be in August. • Project completion would be approximately October/November depending upon the design selected by Council. CONCLUSION It is recommended that the Town Council provide direction to staff regarding the Pageant Grounds Renovation Project and direct staff to move forward with design work as appropriate. ENVIRONMENTAL ASSESSMENT This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice of Exemption will not be filed. FISCAL IMPACT The construction cost estimate for the current proposed design of this project has been revised to $240,000. Depending on which, if any, alternative design is approved, the cost could increase by as much as $40,000 (for a total project cost of up to $280,000.) There is approximately $300,000 available for this project through the approved FY 2011/12 — 2015/16 Capital Improvement Program Budget. These funds would be required for all re- design work, construction management, and inspection work as well as the actual construction. Because this phase of the Library /Pageant Grounds project is necessary to complete the project, staff believes that any available remaining bond proceeds and /or RDA sources are eligible to be used as a funding source for this project pursuant to State Law; however, the availability and use of those funds will likely be subject to Oversight Board, County and State review. A more thorough fiscal impact will be presented when the construction contract is presented to the Town Council for authorization.