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Home My WebLink AboutAgenda Report - February 5, 2003 I-0607 CITY OF LOD? COUNCIL COMMUNICATION AGENDA TITLE: Authorize proceeding with the preparation of plans and specifications and advertisement for bids for the installation of donated soccer field project; and approve amending letter of understanding with Dave Vaccarezza MEETlNG DATE: February 5, 2003 PREPARED BY, Parks and Recreation Director RECOMMENDED ACTION: Authorize proceeding with the preparation of plans and specifications and advertisement for bids for the installation of donated soc cer field project; and approve amending letter of understanding with Lave Vaccarezza. BACKGROUND INFORMATION: At the City Council meeting of December 18, 2002, this project was brought forward for consideration. Council at that time approved proceeding with preparation of specifications and construction documents and authorized advertising for bids. Since that time Staff has proceeded with review of issues associated with the project and additional information is now being provided relevant to the site location and a revised cost estimate. In summation, Council reviewed the following at the December 18, 2002, meeting: Several.months ago our City accepted a donation of various sports surfaces and other equipment from Breakaway Sports with the condition that the items be utilized within 2 years or be returned. Estimates are that between 50,000 and 60,000 square feet may be needed to set up and utilize all donated items. Staff researched various strategies for utilizing the donated items. Research by staff last February indicated that warehouse space in our area leases for between $.22 and $.46 per square foot per month. Staff also visited facilities available for lease and looked into costs associated with constructing warehouses and also fabric and air inflated buildings. We have also investigated the option of possible private -public partnerships. Finally, staff has investigated the possibility of installing some of the donated items in existing buildings which are leased. Efforts recently have focused upon attempting to utilize the items on existing City property to the extent possible due to costs and logistics. Staff and interested parties have met and discussed possible site locations and estimated costs of installing two indoor soccer field surfaces. the site locations were a) city owned property at the corner of Lockeford Street and Stockton Street; b) Century Blvd.; and c) the north parking lot of the Grape Bowl, Due to the amount of space available, utilities, parking, and cost estimates, the location of the north parking lot for the Grape Bowl has becorne the most attractive alternative. At our Parks and Recreation Commission meetings in October, November, and December this item was discussed. Among the issues which came up was a request that we investigate any parking APPPOVED-, H. Dixon Flynn -- City Manager 01 C TY OF LODI A lot space commitments we may have with the Grape Festival and researching revenue potential of such a facility in Lodi, Details of the project also include a layout showing the two soccer surfaces installed at the Grape Bowl park -Ing lot area. Other scope of work items would include the installation of an asphalt leveling COLArSe to provide a level surface for the soccer fields, new underground electrical service, new chain link fence, new "Musco" sports lighting, and a 115 foot by 220 foot shade structure over the premiere soccer field. Work will also consist of new traffic painting in the parking lot. By placing the soccer fields as shown we will lose approximately 135 parking stalls of the existing 400 parking stalls. Now paint markings will indicate new travel lanes and parking stalls. The Project Cost Estimate provided to Council on December 18, 2002, was $508,358,40. QPDATED EROME T INFORMATION: In order to install soccer fields in the manner envisioned an environmental review must be undertaken by the City. Our City Community Development Department has reviewed the concept plan and can/will proceed with this work. The structure envisioned for this project must contain a fire sprinkler system. Setback regulations and other safety concerns regarding the original placement of the cover structure have resulted.in a recommendation to place the cover over the easternmost soccer field. The restroom and office modulars which were part of the donation are not cost effective to transport or use for the project. The project wilt instead include restrooms built on site. Please note that staff is also researching the possibility of using CDBG funds to replace the existing Grapebowl Fieldhouse restrooms as another alternative. In light of the above, a revised project site plan and cost estimate has been prepared. They are attached for your in -formation. Also attached is a draft letter amending the current terms of the donation which was received from Breakaway Sports and Mr. Vaccarezza. At this point the options regarding the project are., Re -affirm approval to proceed with the project and amend the letter of understanding with Mr. Vaccarezza. 0 Return the donated items with thanks to Mr, Vaccarezza. Attached for your reference are: Updated Project Site Plan Updated Project Cost Estimate Breakdown Draft Revised Letter of Understanding regarding the donated items APPROVED: H, Dixon Flynn -- City Manager UITY OF LODI COUNCIL COMMUNICATION Potential Revenue/Expenditure Estimates (the information was also provided to Council at our meeting of December 18, 2002). .FUNDING N519EII R % � �PA C—T Operations and maintenance costs would be anticipated to be off set through registration fees for programs offered at the f klfity Estimated Project Cost per attached cost estimates: Constructioa Items for So ccer Fields (includes 10% contingency) $:568,455.60 Restroom Items (Includes 10% contin gency)$11Q� -OQ-0 0-0 TOTAL $678,455.60 I Ili I IN 11 IN, I!, IF I I I III 111 1 1 1% 1 IF 11 $409,955 General Fund - Capital $100,000 Bectric Utility Department $168,500 Prop 12 Grant Funds Possible sale of remaining donated items to help fund field installation Solicitation of Don ti ns Alan N, llow KOn-radt Bartlam Bectric Utility Director Community Development Director for tz Parks and Recre.ationirector Im M Fire Chief Public Works Director TVI'm 01124/03 ,, Mp; I------- -- ---- Lou� O""A ... ...... ...... ...... . . ID ' C S- F-T,E,T 2 DROP ENUFT )'.SIN NML A --K SHLIE!,, BrIIN ;�'WALK A." jlFIEN FLOWUNE u. d TOP OF MMB AT UOUND AT FENE'r- J CHAT LINK FINCE 4f3TT PULE PENCE LIME mmh SANMAT, SEWER MANHIIL' �Uco SIMTATEP C-LEANG"', 10INT POE & YAFD ,apt ANGIE MIT Tp SCD PONNT ,, Mp; I------- -- ---- Lou� O""A ... ...... ...... ...... . . ID ' C S- F-T,E,T 2 CONSTRUCTION ITEMS FOR SOCCERFIELDS- 1 CLEARING 0 0 0 ROUGH AND FINE..GRADIN.G 00 3- STORM2, RETRO -FIT WORKTO DRAIN . 0.00 4. ELECTRICAL SERME (UNDERGROUND) $20,000,00 6, ASPHALT ..: FIELDS) 7 FENCING $14,80000 & PARKING LOT TRAFFIC PAINTING $5,000-00 RELOCATION9. TRUCKINQ FOR FIELD(S) <. t 0 10. 11 5'x200'METAL STRUCTURE .. .00 It FIRE SPRINKLER SYSTEM FOR METAL STRUCTURE $80,500.00 SUB -TOTAL., $498,596,00 10% CONTINGENCY: $4%a5g.60 ENGINEERING., $20,00000 REVISED PROJECT COST: $568,455.6? 1 WATER -WASTEWATER LITl ITi : $25,004.00 , NEW 18'x36' MODULAR RESTROOM (648 ) $75,000,0€ SUB -.TOTAL,- $100,000.00 10% CONTINGENCY. $10,000,00 RESTROOM COST: 11 o,OQA.UO (NONE NEEDED) (NONE NEEDED) COST SHOWNABOVE, DOES NOT INCLUDE THE COSTFOR i CONTRACTOR TO INSTALL SITY COUNCiL SUSAN HITCHCOCK, Mayor EVILY HOWARD Mayor Pro Tempore JOHN BECKMAN LARRY D. HANS N KEITH LAND Mi. DavidVaccarezza P 0 Box 2696 Lodi CA 93241-2696 CITY HALL, 221 WEST PINE STR E'i P,OC BOX 3006 i ODI, CALIFORNIA 95241-1910 (209) 333-6702 FAX (209) 333-6807 citycIrk lodi_gov January 24, 2003 RE: LETTER OF UNDERSTANDING Dear Mr. accarezza- s H. DIXON FLYNN City Manager SUSAN J. 6L.ACKS` ON City Clerk RANDALL A. HAY$ City Attorney This letter is written iri response to ongoing efforts can the part of the City to utilize various donated iters ander the tri s of out February 8, 2002, Letter of Understanding, `his letter now superced s and replaces our prior Letter of Understanding dated Febniary 8, 2002. It is understood and agreed that the City intends to utilize items donated which can be installed to produce one covered and lighted soccer Feld and. € ne uncovered soccer field. It is understood and agreed that the Toronto Raptors basketball. court and the modular buildings which are items in the donation will not be retained or used by the City. The attached Exhibit identifies these items as N.vell as other various items which are retied at this time to W David V accarea. All ether donated items oda the attached Exhibit, as noted, will continue to belong to the City of Lodi, The items belonging to the City may be used, sold, or otherwise dealt with in any manner the City determines and with no time deadlines. Our signatures below indicated agreement on. these issues as presented in this letter, Cance again, thank you for your generous donation offer to our City. sincerely, H. Dixon Flynn City Manager DF//ti m 1 :3 0! CITY OF .ODI, a municipal corporation M ff. Dixon FLynn City Manager ATTEST: By J. Blackston. City Clerk APPROVED AS TO FORNK- . . . . . . . . . . a *� YAT�AA nda Hays Hai's . City Attorney M David Vaccarezza M EXHIBIT A _Bcolkaway Spo&ts Canters, LLC Axed Asset Sched.uie As of: 11 11130101 /6 Date Asset Qe8criptlon Equip 11) ANWirad Cost Party Roam Furs ture TOW Fvzrr,1tL-e & FAboims Soccer Arens #1 54,850,00 Sooreboard 1111119 3,$6675 Turf - Arena #1 11/01/gs 64,102-34 (urt- Arena,92 111011199 33,731,60 Benches 11/01199 614,19 Ne+z 11/01199 SI523,21 Minting Farm 11/01199 18,232.09 Hockey A renz #2 1110IM9 965,75 scaraboand - MOV99 5,655.76 Hockey for Ccacqurt) 11101199 34,325,00 Benches 11101/99 614,18 Nets 1 t11f9 31900,00 Basketball Floor - NSA 11/0 1199 99,215,38 Flocr - NQAA 11101/99 2�,48700 Bras Floor Plates 1 V0119S 480.00 Benches 1tg1m./n 581,36 Scoreboards Standa- - Cf3:(H,0QPq) 1 22,2-34,70 Other Snack Bar- Kos* 11101/99 58,2K00 Saiss Tax on 1 s Equi pment 04101100 11138.07 Snack Bar- EqUipMent 11/01199 Fatty Ran rboard system 11101W Siepcherrz, 11(0119S 2,171M Couling -$Yatp'M 11101/99 3,450.00 Gas Heaters 11/01/99 Murals 11(01/99 Padding an struetuai pQlas 11/01198 5,749.95 Pto Shop 0jvPjqY$ 11101199 2,000= Benches 04101(00 850.72 Bleachers-M,A,SA 0131/0,0 2,179,50 SIeaQhers 02J28101 1,344,12 51each Q3/3 1101 5W48 ToW EqWipmen, 748,734,74 I Preakswity Sport Centm, LLC Fixed Asset Schedule As Of: 111,10101 Buildings, Modular sulldings Permits ToW Buildings Grand Tota I q1/01199 292,788,00 '1110119? INDICATES ITEMS WHICH ARE RETURNED TO DAVID VACCAREZZA I Estimated Revenue Potentfal for Proposed Covered Soccer Facility WEEKS PRICE IN NUMSEROF NUM BEROF PER SOCCER UTH ,programs are ourrently provided by Parks and Recreation at various faDilffies) . ...... !YOUTH (roughly based upon prior Broakaway Spotts totals) 8-9 MwwgmElmm $2,295 10-11 U-7 BOYS 8 9 90 $135 $3,150 J-10 BOYS a 9 M $35 $3,15D U-12 BOYS 8 9 90 $35 $3,150 U-14 BOYS 8 9 90 $35 $3,150 U-1 6 BOYS 8 9 90 $35 U -i9 BOYS 8 9 90 M $3,150 U-7 GIRLS 8 7 70 $35 $2,450 U-11 0 GIRLS 8 9 90 $35 $3,150 U-12 GtRL$ 8 9 90 $36 $3,150 U-14 GIRLS 8 9 90 $35 $3,150 U-16 GIRLS 8 7 70 $35 $2,450 U-19 GIRLS 8 7 70 $35 K Sqbtota! Youth 102 $35,700 3V Tournam err I Weekends is $75 $1,125 Full Team Tournament I Weekends 10 $150 V () subtoW Tournament $2,625 ADUL.T(roughly basad upon error Breakaway Sports tobuls) Price Per Team COED "A" League a 12 120 $450 $5,4001 WOMEN'S "X' League 8 4 40 $450 $1,13DO; MEN'$ "N' League 8 a so $Ea) $4,40ul MEN'S "62 League B 8 so $550 $4,400 MEN'S 30+ "A,= League a 6 60 $550 R 3 � Subtotal Adult 36 1400 $19,3001 roTAL SOCCER REVENUE $67,626 'OTA L HOURS 0 F P LA YIWEEK 70 'LAG FOOTBALL UTH ,programs are ourrently provided by Parks and Recreation at various faDilffies) 6-7 'Numbam, are taken from 3-1 * 8-9 2001 enroftents. 66 * $2,295 10-11 52 * $2,155 12-14 34 * .11!!5 I oW Football 198 $6,915 —TP RO G RA MS V 0rdgMMS am cwm6fly pro0jed by the Paiks aod Rwreation Depaftent oil wifts fzcflftTw� Tot Kickball 100 $35 $3,500 Tot Soccer 10 100 $35 $3,500 70t T -Half 10 100 $35 �Q T I ots; Tot Propram5 TOO $10,50 61 : -Id of Sea5a n Parties (Net Profit) ONOES SION S based on4imakaw4y Sports grat per participant $1 cumber of participants 1,550 umber of Weeks 8 ,Orce5sion Profit $12,4001 Referee Coordinator Soccer supervisor TOTAL OPrICi€LS '"Game referees cavE Hours Efate 320 $11.00 $3,520 450 $12.00 $5,400 !EQUIPMENT ANUPPLI PER $-WEEK SEASON Maint r.ance, Supplies $1,500 First Aid Supaphes Restroom Supp4ias $500 Spots Suppjies( SaIIs, and Trophies) Expense/Team $35.00 4 900 TOTAL EQUIPMENT $7,400 —Unitarms covere�.ian� r drat Qhgr . SPECIAL, EVENTS Prom ation $0 . MARKETING Afvwli ing $2,0030 9rochurns $0 Printing $0 Photocopies $0 Registration Equipment $Q Postage N. TOTAL MARKET ING — - - — — $2,000 TOTAL. EXPENSES FOR A - WEEK SEASON VAilttrNANCE & OPERATIONS General Maintenance 'Maintenan..ce Worker (1650 he urs@ $11 j $18,150 Utilities 10ted facility approximately 900 hours @$5.501HR $5,000 ummunications $3 000 TOTAL MAINTENANCE _ _ $26,150 r TAL EXPENSE ANNUALLY ($2,290 X 48 WE KS )+$ 6,150 ANNUAL NET INOME 4 Adult Swcer Seasons 2 Youth Soccer Seasons 2 Flag Football Seasons 1 Tot Program %achfyear 'OTAL NET INCOME 4NNUAL NETINCOME;caNLYsoccERPROGRAMS) $143,600 NNNUAI NET EXPENSE $136,070 �7,53g —1-1-8,320 $'#,36, 070 $72,200 $71,400 $13,830 $10500 ANNUAL, NET INCOME $167,930 ANNUAL NET EXPENSE $136,070 TN?, ill OLr@ReCFF';i6W[ h V@ an Wicfpated ,Ye eXpe tangy of T-12 yaara. The Wd has beer vse;d aPproldma.eM Eyears. We anlfcoate rep Imcing the t100Fs In 6 yearn, JUNE JULY AUGUST SEPTEMBER OCYODER NOVEV�S.F_R DFCFMbER JANUARY FEBRUARY MARCO APPIL MAY SOCCER 4Gf__ 3V3 TOURNAMENT GIRLS YOUT, U7 January. I-Fabraafy 28 W 1 -may 31 G$RLS YOi m u,, o Jam" 1-F&b.mary 28 Apol I -may.1 1 GIRLS YoUll U12 January 1-F--bruary 29 A01 I Way 31 (31P .S YOUV 014 Jsmafy 1,FebataFy 2.6 ApM 1=" 731 GiRLS YOuTi uio January I=Fehwaj-y 26 Ap;ff I -May 31 GIRLS YOuTl ul 9 jarwwy I,Fabruafy 28 ApM 1 -May 31 BOYS YDUTs U7 januafy I-Foruary 20 Apfg 3 -may 31 E30YS YOUT3 oc Jamwy 1 -February 28 Aprf 1 -May 31 BOYS YOUTi U1.2 jwitary 1+abfl�sq 28 ApI- May 31 i3oY,q Y&UTUl 4 JanvarY I -Feb ruaq 28 Apuf 1-May31 BOYS YOUTt U16 January I-Febfmaay 28 Apdl, 1 -May 31 SOY5 YOUTT IJIB January I-Febfumy 28 APO 1 -May. 31 JUNE JULY AUGUST SEPTEMBER OCYODER NOVEV�S.F_R DFCFMbER f�a�+et�lses-[7�cernber 3i7 Novelmbet-.0=ember 30 NRvambef-December 30 June 3V3 TOURNAMENT .%ne TEAM TOURNAMFNT ADULT COFO felsmaqy2-march 31 May 6 - Ame 28 August I -Seplimber 30 ADULT WOME93 Fobuary2-Marco.31 May 5 -Jone 20 Aupst 30 ADULT MIENS A FebNary2-March ZI May 5 - June 2s August I-Septemtw 30 ADUT MWS 9 Fubfuaiy2-WwOi Sl May 5 - duna a Augusl I -Sepleoiber 30 ADUt _T -3o MWS A FebfmaFY2-march 31 May 5 - June 28 August I-Sapi,_mbsr 30 FLAG FOOTBALL YOUTH e-7 YEARS AW I through jrsre zo AuO rsi 1 ahroogtl Ocicber 16 8.9 YEARS APM I Girwiuh June 20 August I throts9h OrAoher 15 10-11 YEARS ApdI through ,furca 2Q Augusl I khmWaar IS 12-14 YEARS AprP I Uimuph 441no 20 At�gusl I ftough October 16 ADULT MEN'S July I -Autfasi 31 TOTPROGRAMS SOCCER 3-5 YEARS KICKBALL 3-5 YEARS February-maro T -BALL 3.5 YEARS JulyAugusl f�a�+et�lses-[7�cernber 3i7 Novelmbet-.0=ember 30 NRvambef-December 30