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Home My WebLink About1999-01-09 City CouncilTO: FROM: City of Palo Alto Manager’s Report HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:JANUARY 19, 1999 CMR:125:99 SUBJECT:RECOMMENDATION TO INCORPORATE THE HEATING, VENTING AND AIR-CONDITIONING UNIT FOR THE LUCIE STERN COMMUNITY CENTER THEATRE INTO THE INFRASTRUCTURE MANAGEMENT PROGRAM SCHEDULE REPORT IN, BRIEF This report recommends that Council incorPorate the Lucie Stem Community Center Theatre heating, venting and air conditioning (HVAC) system into the Int~astrueture Management Program (IMP) schedule as a fully integrated project which includes all IMP work at the Community Theatre. This would mean that the study phase of the project would be initiated in Fiscal Year (FY) 1999-2000, with estimated project completion in FY 2000-2001. The alternative, a stand-alone HVAC project, is not recommended since the integrated project provides construction and design efficiencies and the better ability to identify and deal with historical, architectural and neighborhood concerns all at one time. CMR:125:99 Page 1 of 5 .RECOMMEr~IDATION Staff recommends that Council incorporate the Lucie Stern Community C~nter Theatre heating, venting and air conditioning (HVAC) system into the Infrastructure Management Program (IMP) schedule as a fully integrated project which includes all IMP work at the Community Theatre. This would mean that the study phase of the project would be initiated in Fiscal Year (FY) 1999-2000, with estimated project completion in FY 2000-2001. The alternative, a stand-alone HVAC project, is not recommended since the integrated project provides construction and design efficiencies and the better ability to identify and deal with historical, architectural and neighborhood concerns all at one time. BACKGROUND On April 21, 1998, the infrastructure management trmancing and prioritization plan (CMR: 191:98) was presented to Council. On June 22, 1998, Council approved the FY 1998- 99 Capital Improvement Program Budge~, which included the Lucie Stern Community Theatre (Theatre) Renovations, CIP #19910 (Attachment A). The project document identifies two sources of funding: the General Fund, and a David and Lucille Packard Foundation grant of $150,000. The following is the scope of work and time line for the original project as part of FY 1998-99 Capital Improvement Budget: FY 1998-99 - Reu_pholster seats and replace the stage curtain in the Theatre for the estimated cost of $133,000. The seats are being reupholstered in this fiscal year, and the stage curtain replacement will be scheduled to coincide with the HVAC system. installation. FY 1999-00 -Design and install an HVAC system, necessary infrastructure, and Americans with Disabilities Act (ADA) improvements. On July 20, 1998, Council approved the financing and prioritization methodology for the IMP (April 21, 1998 CMR:191:98). During the same meeting, Council directed staff to explore the possibility of expediting the installation of the HVAC system for the Theatre and return with the information. DISCUSSION An initial assessment of the existing ventilation system indicated that the cost of a new, stand-alone HVAC system would be approximately $500,000. However, there may be additional unforseen costs due to the historical nature of the building, physical constraints affecting the installation of the system, architectural design features required to conceal the compressor for the system, asbestos concerns, assessment of existing systems, and noise considerations inside the Theatre and within the neighborhood. The IMP has identified that, within the next ten years, the Theatre will need repair, replacement, or upgrade of the electrical system, tile, flooring, interior and exterior painting, and roofing for an estimated cost of $394,000. This amount does not include the cost of the CMR:125:99 Page 2 of 5 new HVAC system ($500,000), and ADA improvements ($40,000). Also within the next ten years, the IMP has identified that the Community Center and the Children’s Theatre will need an estimated $207,000 and $353,000, respectively, for infrastructure improvements. The construction of ADA improvements is estimated to cost $70,000 for the Center and $10,000 for the Children’s Theatre. Attachment B lists all of the Community Center IMP- related improvements over the next ten years for a total cost of $1,574,000 in 1996 dollars. The Theatre HVAC system could either be installed as a stand-alone-project or combined with the other infrastructure and ADA improvements to gain various project efficiencies. The following is staff’s evaluation of each option. .Option 1: New HVAC System as a Stand-Alone-Project The scope of work for. this option includes replacing the existing fan unit in the basement, upgrading the existing ducts to carry the new air flows, upgrading the electrical system serving the HVAC, installing the compressor unit outside the building, and installing related ADA improvements. This project will require associated Building Code upgrades within the area served by the HVACsystem. Since the condensing.unit for the HVAC system must be located outside the building, it will raise historical, architectural and neighborhood impact issues. The historical and architectural issues will be particularly significant since the building is on the National Register of Historical Places. That designation will require a protracted review and approval process for any changes to the appearance or exterior elevation of the building, which will almost certainly preclude this project option from being implemented in FY 98-99 or even FY 99-00. Additionally, the Theatre programs and performances will need to be coordinated beforehand to allow for timely rescheduling of these activities. It is anticipated that these issues will require a significant amount of time to resolve, which may result in the project schedule being virtually the same as the recommended fully integrated project alternative. Adding the new HVAC system to, the current workload in FY 1998-99 would delay work on other scheduled projects. Some of the larger projects that could be impacted are the Municipal Service Center Permanent Seismic Upgrade, Wilkie Way Bicycle Bridge, 1999 Street Resurfacing Project, Arastradero Road Bike Lane Improvements, and Page Mill/Hanover Street Intersection Improvements. Should the stand-alone-project go forward, the Theatre would be disrupted a second time when the remaining Theatre infrastructure and ADA improvements are constructed in approximately four years. Based on the combined reasons noted, including process and schedule requirements, disruption to the facility on a repetitive basis, and impact to other currently scheduled projects, staff concludes that the stand-alone-project scenario is neither desirable nor viable. CMR:125:99 Page 3 of 5 Option 2: Fully Integrated Project for New HVAC System. Infrastructure Maintenance, and ADA Improvements The major advantages of combining the new HVAC system with the other Theatre improvements as one fully integrated comprehensive project include: Minimal disruption to the public and Theatre staff by constructing all the infrastructure components, ADA improvements, and HVAC system at one time; Elimination of any duplicative effort by constructing all the improvements at one time; Lower design and project coordination costs, by employing one consultant instead of two separate consultants (one for the stand-alone-project, and one for the remaining infrastructure/ADA improvements project); A schedule that will allow staff adequate time to meet and address at one time the historical, architectural, and neighborhood concerns for all the improvements; and -A schedule that will allow time for the completion of the IMP staffing study to address the present staffing constraints prior to implementing the IMP and the fully integrated project. The fully integrated project alternative would require more time to complete than the stand- alone project. The project schedule would be adjusted to start in FY 1999-00 and would proceed in three phases: study, design, and construction. The project is estimated to take approximately two years to complete, depending upon the degree of process required due to the historical nature of the building, physical constraints, architectural design features, noise considerations and neighborhood or other public involvement. Attachment D is the project time line for both alternatives and Attachment E shows the project location. Staff recommends proceeding with the fully integrated project alternative. It provides for lower cost, least disruption, and most efficient process to complete the scheduled infrastructure improvements for the Lucie Stem Community Center Theatre, including the addition of the new HVAC system. POLICY IMPLICATIONS This action is in accordance with the Infrastructure Management Program and prior Council direction that the implementation of the IMP be o~i an integrated project basis to the greatest extent possible. RESOURCE IMPACT Attachment C, the Stand-Alone-Project option, identifies the cost breakdown for the initial project ($570,000 in FYs 1998-99 and 1999-00), and the additional project that would complete the infrastructure and ADA improvements ($434,000 between FY 2004-05 and CMR: 125:99 Page.4 of 5 FY 2008-09). The total estimated cost for this alternative is $1,004,000. The FY 1998-99 Capital Improvement Budget is a one year budget and funds are not yet allocated for the proposed Theatre HVAC system improvements in subsequent years. Attachment C, the Fully Integrated Project option, lists the cost breakdown for the initial project ($892,000 in FY 1999-00 and FY 2000-01), and the additional costs to complete the infrastructure improvements ($79,000 between FY 2004-05 and FY 2008-09). The total estimated project cost for this alternative is $971,000. ENVIRONMENTAL REVIEW An environmental assessment will be necessary for the installation of the HVAC system. ATTACHMENTS Attachment A: Attachment B: Attachment C: Attachment D: Attachment E: CIP #19910, Community Theatre Renovations, FY 1998-99 Budget Document Lucie Stem Community Center IMP Improvement Costs Lucie Stem Community Theatre IMP Improvement Costs (Options 1 & 2) Lucie Stem Community.Theatre Project Time Line Location Map PREPARED BY: Alice Stoner, Assistant Director of Public Works DEPARTMENT HEAD: GLENN S. ROBERTS CITY MANAGER APPROVAL: City Manager CMR:125:99 Page 5 of 5 ATTACHMENT A PROJECT DESCRIPTION This project reupholsters seats and replaces stage curtains at the Lucie Stem Community Theatre. It may also provide’for an.air conditioning system for the.entire facility in the future, once necessary infrastructure work is completed and dependent on total cost. : .’" PROJECT JUSTIFICATION The David and Lucile Packard Foundation has awarded TheatreWorks a grant in the amount of $150,000, to be matched by the City of Palo Alto, for the purpose of air conditioning the theatre and rehabilitating the aging seats and stage drapes and curtains. In response to this grant, the City is conducting a feasibility study in 1997-98 to investigate the costs of air conditioning the facility. It will include an assessment of the existing duct work, asbestos concerns, and overall estimated cost of the project, including any Americans with Disabilities Act work which may be necessary. In the interim, in 1998-99, the work on.the curtains and seats will be done. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR PYBudget 1998-99 1999-00 2000-01 2001-02 2002-03 AMOUNT $133,000 TDB COMPONENTS Replacement of seat upholstery and stage curtains. Design and installation of air conditioning, along with any necessary infrastructure work and Americans with Disabilities Act work. Sources of Funding: General Fund ($66,500) and the David and Lucile Packard Foundation ($66,500). IMPACT AND SUPPORT ANALYSIS ’ Environmental: Design Elements: Operating:None. Telecommunications:None. For seats and curtains work, categorically exempt from CEQA under Section 15301, minor change to existing facility. For air conditioning work, an environmental assessment may be necessary. None. COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or procedures directly related to this project. ATTACHMENT B LUCIE STERN COMMUNITY CENTER Infrastructure Management Program Improvements Community Theatre Theatre HVAC ADA Subtotal Infrastructure Improvements Electrical Interior Paint and Tile Dressing Floor Exterior Roofnag Subtotal Infrastructure Improvements Total Community Theatre $500,000 540,000 $210,000 $28,000 $25,000 $63,000 $5o,ooo $18.000 $394,000 $540,000 $394,000 $934,000 ¯ Lucie Stern Community Center ADA Infrastructure Improvements Electrical Floor Exterior Interior Paint and Tile Subtotal Infrastructure Improvements Total Lucie Stem Community Center $70,000 $103,000 $46,000 $38,000 $20.000 $207,000 $277,000 Children’s Theatre ADA Total Infrastructure Improvements Exterior (seal leaks) Electrical Interior Paint and Tile Floor Subtotal Infrastructure Improvements Children’s Theatre $45,000 $236,000 $22,000 $353,000 $363,000. TOTAL ESTIMATED COST (1996 IMP Dollars)$1,574.000 ATTACHMENT C LUCIE STERN COMMUNITY THEATRE OPTION 1 HVAC SYSTEM - STAND-ALONE-PROJECT Fiscal Years 1998-00 Theatre HVAC ADA Infrastructure Improvements, Electrical Only Total Fiscal Year 1998-00 $500,000 $20,000 $50.000 $570,000. Fiscal Years 2004-09 ADA Infrastructure Improvements Electrical Interior Paint and Tile Dressing Floor Exterior Roofing Subtotal Infrastructure Improvements Total Fiscal Year 2004-09 Adjusted for Inflation (5 years @ 3 %) TOTAL STAND ALONE PROJECT $20,000 $160,000 $28,000 $25,000 $63,000 $50,000 $18.000 $344,000 $344.000 $364,000 $1,004,000 OPTION 2 FULLY INTEGRATED PROJECT (Recommended) Fiscal Years 1999-01 Theatre HVAC ADA Subtotal. Infrastructure Improvements Electrical Interior Paint and Tile Dressing Floor Subtotal Infrastructure Improvements Total Fiscal Year 1999-01 Adjusted for Inflation (1 years @ 3 %) $500,000 $40.000 $540,000 $210,000 $28,000 $25,000 $63.000 $326,ooo $866,000 Fiscal Years 2004-09. Infrastructure Improvements Exterior Roofing Total Fiscal Year 2004-09 Total Community Theatre Adjusted for Inflation (5 years @ 3 %) $50,000 $68,000 $934,000 TOTAL INTEGRATED PROJECT $97!,000 ATTACHMENT D 8 ONIN~: