HomeMy WebLinkAboutDCAP121114City of Central Point
CENTRAL Development Commission
POINT Meeting
Meeting time, date, or location may be subject to change. Please contact the City Recorder at
541-423-1026 for additional information.
1. MEETING CALLED TO ORDER -6:00 p.m.
11. ROLL CALL
111. APPROVAL OF MINUTES
A. Approval of October 23, 2014 Development Commission Minutes
IV. DISCUSSION ITEMS
A. Gebhard Road Route Analysis RFQ Schedule
B. Hwy. 99 Street Light Construction Schedule
V. BUSINESS
A. Walgreens Streetscape Reimbursement Agreement Payment Authorization
(Resolution No. 2014-02)
B. Oak Street Parking Lot Lighting Reimbursement
(Resolution No. 2014-03)
VI. FUTURE AGENDA ITEMS
A. Gebhard Road Route Analysis RFQ Contract Authorization
B. Economic Incentives Program, Pine Street Commercial Fagade
C. Economic Incentives Program, High Density Residential (HMR)
D. Hast Pine Streetscape Design RFQ
VII. ADJOURNEMENT
Thursday, December 11, 2014
Members: Hank Williams
6:00 P.M.
Allen Broderick
Bruce Dingler
David Douglas
Central Point
Ellie George
Council Chambers
Kelly Geiger
140 S. 3rtl Street
Rick Samuel son
Central Point, Oregon
Staff Liaison: Chris Clavton
Meeting time, date, or location may be subject to change. Please contact the City Recorder at
541-423-1026 for additional information.
1. MEETING CALLED TO ORDER -6:00 p.m.
11. ROLL CALL
111. APPROVAL OF MINUTES
A. Approval of October 23, 2014 Development Commission Minutes
IV. DISCUSSION ITEMS
A. Gebhard Road Route Analysis RFQ Schedule
B. Hwy. 99 Street Light Construction Schedule
V. BUSINESS
A. Walgreens Streetscape Reimbursement Agreement Payment Authorization
(Resolution No. 2014-02)
B. Oak Street Parking Lot Lighting Reimbursement
(Resolution No. 2014-03)
VI. FUTURE AGENDA ITEMS
A. Gebhard Road Route Analysis RFQ Contract Authorization
B. Economic Incentives Program, Pine Street Commercial Fagade
C. Economic Incentives Program, High Density Residential (HMR)
D. Hast Pine Streetscape Design RFQ
VII. ADJOURNEMENT
Minutes
October 23, 2014
DCP121114 Page
CITY OF CENTRAL POINT
Development Commission Minutes
October 23, 2014
I. REGULAR MEETING CALLED TO ORDER
Chair, Mayor Hank Williams called the meeting to order at 6:00 p.m.
II. ROLL CALL: Chair: Mayor Hank Williams
Commission Members: Allen Broderick, Bruce Dingier,
Rick Samuelson, and Kelly Geiger were present. David
Douglas arrived at 6:07 pm. Ellie George arrived at 6:26
pm.
City Manager Chris Clayton; Community Development
Director Tom Humphrey; Police Chief Kris Allison;
Planning Manager Don Burt; Finance Director Bev Adams;
and City Recorder Deanna Casey were also present.
III. APPROVAL OF MINUTES
A. Approval of June 12, 2014 Development Commission Minutes
Rick Samuelson moved to approve the Development Commission Minutes
as presented. Kelly Geiger seconded. Roll Call: Allen Broderick, yes; Bruce
Dingier, yes; Rick Samuelson, yes; and Kelly Geiger, yes. Motion approved.
IV. DISCUSSION ITEMS
A. Review of 2014 Tax Increment Revenue Estimate
Planning Manager Don Burt explained the significant increase in the tax
increment for the Urban Renewal District. We do not expect this level of increase
to repeat in the future. Based on a review of the Assessor's records the cause for
the increase was due to the reappraisal schedule for the residential
neighborhoods in the urban renewal district. Options for the increase in revenue:
1. Do nothing. The Commission can leave the budget alone and just receive
the revenue which will then be carried over to the next fiscal year; or
2. Amend the budget to add projects allowing the Commission to partially, or
completely, spend the increase in tax revenue. An amendment to the
budget needs to consider the need/urgency in having to spend the
additional funds. If there are no justifiable urgent needs then it is
preferable to carry the addition into the following year.
He explained the option of selling urban renewal bonds and the risks that
accompany this option.
He explained the budgeted projects for this year are Front Street lights; Gabbard
Concept Design and economic incentive programs. For Front Street the Public
DCP121114 Paget
City "f c,0, d PC, n t
City Cmmci!Min Oc,
Oc tobcr 23, 2014
Pngc 2
Works Department is not in a position to participate, which easily doubles the
cost necessitating a substantial amendment to the budget. With the increase in
tax increment revenue this project could be accomplished next fiscal year without
having to substantially modify the budget this year. There was discussion
regarding the best interest of the City in regards to paying off some of the
obligations, with the general consensus that no action is necessary at this time.
This was an information only discussion. No recommendation or direction was
given to staff.
B. Review of 2 01 312 01 4 Development Commission Project Guide &
Priorities
Mr. Burt reminded the Commission of the top five project items on the list for the
Commission and updated them on the progress: 1) Downtown Core Streetscape;
2) Hwy. 99 Streetscape; 3) Economic Incentives; 4) Gebhard Road Extension
and 5) East Pine Improvement.
C. Possible Amendments to 2 01 412 01 5 Development Commission
Budget
City Manager Chris Clayton explained that with the increase in Tax Increment
Revenue there are several options for the Commission as discussed in Item A of
this agenda.
There was discussion of the merit of spending the money or sticking with the
current plan. Staff explained that we could at this time send out a Request for
Proposals for; the streetscape improvements on West Pine, Gebhard Road
Extension, Front Street Streetlight Improvements. Upon receipt of the
Proposals/Bids the Commission could make a decision on how best to proceed
as we move through this fiscal year and into the next fiscal year. There was
support from all the members for each of the projects. Not one project was
overwhelmingly decided to go forward.
Mr. Burt will return to the Commission with a new project schedule and a plan.
He will try to have a better idea before next spring so that the City can apply for
grants for specific projects.
VI. ADJOURNMENT
Allen Broderick moved to adjourn, Kelly Gieger seconded, all said "aye" and the meeting
was adjourned at 6:46 p.m.
Dated:
Chair Mayor Hank Williams
ATTEST:
City Recorder
DCP121114 Page
Discussion Items
Gebhard Road Route
Hwy 99 Street Lights
DCP121114 Page
STAFF REPORT
wm-
CENTRAL
POINT
STAFF REPORT
December 11. 2014
AGENDA ITEM: 1V -A
Gebhard Road Route Analysis Request for Qualifications
STAFF SOURCE:
Planning Department
lom Humphrey, AICP,
Community Development Director/
BACKGROUND:
Staff has prepared and advertised Request for Qualifications (RFQ) for engineering services to identify a
preferred route for the southerly extension of Gebhard Road. The submittal deadline is December 19,
2014. Attached is a general schedule of the tasks and timelines for completion of the Project. Also
attached is a copy of the RFQ.
ISSUES:
None
EXHIBITS/ATTACHMENTS:
Project Timeline
Project RFQ
ACTION:
Information only
RECOMMENDATION:
Page I of I
DCP121114 Page
D
Task Name
Duration
2nd Quarter
e
Oct Nov Dec
II
I I
I
1
Prepare RFP
10 days
2
Advertise RFP
25 days
3
Review RFPs
15 days
4
Commission
1 day
ii Manual Summary Fall,
Authorization
Date: Tue 12/2/14
5
Finalize Contract
10 days
6 Commence Work 90 days
Start Finish
Mon 11/3/14 Fri 11/14/14
Mon 11/17/14 Fri 12/19/14
Mon 12/22/14 Fri 1/9/15
Thu 1/22/15 Thu 1/22/15
Fri 1/23/15 Thu 2/5/15
Mon 2/9/15 Fri 6/12/15
4th Quarter
1st Quarter
Inactive Summary
2nd Quarter
Oct Nov Dec
II
I I
I
Jan Feb Mar
Apr
May Jun
Jul
1
I I
Task
Inactive Summary
External Tasks
Split
.................. Manual Task I
I External Milestone
Milestone
♦ DurationonlyDeadline
Project: Gebhard
Summary
ii Manual Summary Fall,
Progress
Date: Tue 12/2/14
Project Summary
o o Manual Summary ii
Manual Progress
Inactive Task
StartonlyC
Inactive Milestone
Finishonly]
DCP121114
R"@ Q
A
CENTRAL
POINT
PUBLIC WORKS DEPRTMENT
Matt Samitore, Director
140 South 3`° Street Central Point, OR 97502 (541)664-7602 wwwcentralpointoregon. gov
City of Central Point Public Works Department
Request for Qualifications:
Gebhard Road Extension Analysis
REPLY WITH A WRITTEN PROPOSAL NO LATER THAN CLOSE OF BUSINESS: DECEMBER 19, 2014.
Project Objective
The City of Central Point is interested in obtaining engineering services from a qualified firm (Firm) to
identify a preferred route for the extension of Gebhard Road from Beebe Road south to East Pine Street.
Project Description
Currently, Gebhard Road ends at Beebe Road, but is planned to be extended as a major collector
southerly to East Pine Street. The lands in the general project area are predominantly undeveloped. The
City is looking for a preferred route for the extension of Gebhard Road. The City's ultimate objective is to
incorporate the preferred route as part of the City's Transportation System Plan (TSP) in the form of a
Neighborhood Circulation Plan.
Because of the nature of the transition from Beebe Road to Gebhard Road engineering services must
also address the intersection design of Beebe Road and Gebhard Road, allowing for the future extension
of Beebe Road west across Bear Creek to connect with Penninger Road.
The Study Area is generally defined as the area bound by Hamrick Road on the east, East Pine Street on
the north, Bear Creek on the west, and southerly boundary of Green Valley Subdivision on the north (see
attached map, Gebhard Road Study Area).
Scope of Work
Interested Firms shall submit a written proposal addressing each of the following tasks and sub -tasks:
Task 1. Data Collection and Map Preparation for Study Area
a. Topography (use City's latest aerial map)
b. Existing property lines
c. Existing structures, utilities, etc.
d. Existing and abandoned right-of-ways (Old Beebe Road bridge crossing)
e. IAMP33 design constraints
f. Transportation System Plan
g. Approved tentative land division plans
DCP121114 Pagel
Task 2. Alternative Routes Identification
a. Meet with staff to discuss and refine three (3) draft route alternatives. Right-of-way width
shall be based on the City's 3 Lane Collector -76 ft. R/W.
b. Prepare maps showing each refined draft alternative per Task 2a. Each map shall identify:
i. Total right-of-way acreage and right-of-way impact on affected parcels;
ii. Impact of alignment on abutting land uses (houses, accessory buildings, etc..
iii. Intersection configuration at Beebe Road and Gebhard Road;
iv. Traffic flow and control, particularly at intersection of Beebe Road and Gebhard
Road.
c. After completion of Task 2b meet with staff for authorization to proceed with the three
(3) refined draft alternatives.
Task 3. Alternative Routes Analysis
a. Identify strengths and weaknesses matrix of each alternative developed in Task 2,
including a system for priority ranking. The priority ranking shall include public input.
b. Itemized cost estimate (planning level) for each alternative. Cost shall include all
infrastructure; i.e. water, sewer, storm drainage, and right-of-way acquisition (est.).
c. City will incorporate Alternatives Analysis as part of the TSP amendment's written
findings.
Task 4. Public Meetings (City will arrange and host all public meetings)
a. Present the three (3) draft alternatives developed in Task 2, including the Analysis
developed in Task 3 at a public meeting for public discussion and input (Meeting 1).
b. After Meeting 1 at a joint meeting of the Planning Commission and the Development
Commission (Meeting 2) present findings and comments from Meeting 1.
c. After completion of Task 5 prepare a Preferred Alternative for presentation to the
Planning Commission at a public hearing (Meeting 3).
d. Present preferred alternative, including history of selection, to City Council (Meeting 4)
for inclusion in TSP.
Task 5. Preferred Alterative
a. Based on the findings and comments from Meetings 1 and 2 finalize the Preferred
Alternative.
b. City staff will prepare final written findings addressing the Preferred Alternative as an
amendment to the TSP.
Please respond no later than 5:00 p.m. on Friday December 19`h, 2014 with a complete proposal packet
that includes the following items:
DCP121114 Page
1. A brief description of the Firm and relevant experience in transportation planning and
engineering, including related experience in evaluating alternative routing.
2. A brief (3 pages) written explanation of understanding of the City's objective and the Scope of
Work.
3. The names and contact information of three current references for similar engineering, including
at least one for work the proposed individual performed.
4. In a separate sealed envelope the cost of preforming the services. Costs shall be itemized based
on Tasks and sub -tasks. Cost proposals will only be opened for the top qualifying firms to be
interview.
The selection will be based up on review of the consultant's qualifications, understanding of the project
and written proposal, references, and similar project experience. Following a review of the
qualifications and written proposal the top three (3) ranking firms will be invited to meet with staff to
review and refine their proposal, including a discussion of costs. Interviews with firms other than the top
ranked firms may not occur.
The City reserves the right to reject any or all proposals or cancel the solicitation without liability if such
action is in the public interest.
Please submit 3 copies of your proposal, which must be clearly marked "Gebhard Road Alternative
Routes Analysis" and submit to:
City of Central Point
Public Works Department
Attn: Matt Samitore
140 South 3rd Street
Central Point, OR 97502
Thank you for your interest in this RFQ. To request additional information regarding the project, contact
Matt Samitore during regular business hours at (541) 664-7602, Ext. 205.
Sincerely,
Matt Samitore
Public Works Director
City of Central Point
matt.samitore@centralpointoregon.gov
DCP121114 Page
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STAFF REPORT
om—
CENTRAL
POINT
STAFF REPORT
December 11. 2014
AGENDA ITEM: IV -C
Discussion, Hwy. 99 Street Light Construction Schedule
STAFF SOURCE:
Planning Department
lom Humphrey, AICP,
Community Development Director/
BACKGROUND:
Staff will receive final engineering plans and estimates on the Hwy. 99 Street Light project just prior to
the meeting. This information will be shared at the meeting. Based on the engineer's submittal we will
have a better understanding of any reductions in the estimated project cost. Previously the project was
estimated at S 125,000. The scope of the project has been reduced, which should reduce the costs
commensurately.
At this time, and subject to the Commission's confirmation, this project is structured to move forward this
fiscal year with completion early next fiscal year (FY 15-16). As illustrated in the attached schedule the
earliest expense would be in April with the purchase (550,000 approx.) of the streetlights. The FY 14-15
Budget for this project is consistent with this expenditure. The balance of the project cost would occur in
FY 15-16. More information will be available at the meeting.
ISSUES:
As noted this year's budget can accommodate purchase of the streetlights and with the increase in this
year's tax increment revenue there will be adequate funding to complete the project early next year.
EXHIBITS/ATTACHMENTS:
Attachment "A—Hwy. 99 Streetscape Schedule"
Engineer's estimates will be presented at the meeting.
ACTION:
RECOMMENDATION:
Discussion and direction to proceed per schedule
Page I of I
DCP121114 Page 11
D Task
Task Name
Duration
e Mode
Split
1
Final Engineered Plans
9 days
2
Commission Authorization to
1day
Project: Streetlights
Proceed
3
Commission Review
1day
4
Prepare Bid Package
10 days
5
Advertise
30 days
6
Review Proposals
10 days
7
Award Bid
10 days
8
Order Street Lights
56 days
9
Commence Construction
30 days
ATTACHMENT "A -Hwy. 99 Streetlight Schedule"
Start Finish arter 1st Qua rter 2nd Quarter 3N Quarter
Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Mon Thu
12/1/14 12/11/14
Thu Thu 1
12/11/14 12/11/14
Thu 1/8/15 Thu 1/8/15 1
Mon 1/12/15 Fri 1/23/15
Mon 2/2/15 Fri 3/13/15
Mon 3/16/15 Fri 3/27/15
Mon 3/30/15 Fri 4/10/15
Mon 4/13/15 Mon 6/29/15
Mon 7/6/15 Fri 8/14/15
Task
Inactive Summary
External Tasks
Split
.................. Manual Task I
I External Milestone
Milestone
♦ DurationonlyDeadline
Project: Streetlights
Summary
ii Manual Summary Rotor
Progress
Date: Wed 12/3/14
Project Summary
o o Manual Summary ii
Manual Progress
Inactive Task
StartonlyIE
Inactive Milestone
FinishonlyE
DCP121114
P®ge1$
Business Items
Walgreens
Reimbursement
Oak Street Parking
Lot
DCP121114 Page 13
STAFF REPORT
om—
CENTRAL
POINT
STAFF REPORT
December 1 I, 2014
Planning Department
lom Humphrey, AICP,
Community Development Director/
AGENDA ITEM: V-A
Consideration of Resolution No 2014-02 Authorizing Payment per the Walgreens Str'eetscape
Reimbursement Agreement; Applicant, Tamm Real Estate (Walgreens)
STAFF SOURCE:
Don Burt, Planning Manager
BACKGROUND:
Tamm Real Estate (Walgreens) has completed the stneetscape improvements as set froth in the Walgreens
Stneetscape Reimbursement Agreement (Agreement) approved by the Commission by Resolution 2013-6.
The initial Reimbursement Agreement was for an amount not to exceed $35,823 to be paid over a seven
(7) year period beginning January 1, 2016. The final amount was dependent on actual construction costs.
The Applicant has completed the required improvements at a cost of S32,058A4 and is requesting
payment per the Agreement.
Construction costs were submitted, reviewed and compared with the City's Hwy. 99 streetscape project
and found to be comparable. The Public Works Director has accepted the construction costs. The
Commission is only obligated to pay the lesser amount, $32,058.04. Unless otherwise directed, payments
will begin January 15, 2016 in annual installments of $4,832.22. The Commission can pre -pay the
obligation at no cost.
ISSUES:
Funding—Commencement of payments must be included beginning with the FYI5-16budget.
EXHIBITS/ATTACHMENTS:
Resolution 2014-2
Exhibit "A"— Request for Reimbursement, Tamm Real Estate, Inc., August 13, 2013
ACTION:
Consider Resolution 2014-02
RECOMMENDATION:
Approve Resolution 2014-02
Page I of I
DCP121114 Page 14
EXHIBIT "A"
RESOLUTION NO. 2014-02
A RESOLUTION OF THE CENTRAL POINT DEVELOPMENT COMMISSION
AUTHORIZING PAYMENT PER THE WALGREENS STREETSCAPE REIMBURSEMENT
AGREEMENT
(File No: 2013-0001)
WHEREAS, Tatum Real Estate (Walgreens) has requested reimbursement for streetscape improvements
along Hwy. 99 constructed per the approved Walgreens Streetscape Reimbursement Agreement
(Agreement): and
WHEREAS, the requested streetscape improvements and itemized reimbursement costs in the aggregated
amount of 532,058.04 have been reviewed by the Public Works Director and determined to be consistent
with the Agreement.
NOW, THEREFORE, BE IT RESOLVED that the City of Central Point Development Commission by
Resolution No. 2014-02 hereby approves the requested reimbursement per Exhibit "A" and authorizes the
Urban Renewal Director to approve annual payments in accordance with the Agreement commencing on
January 15, 2016.
PASSED by the Development Commission and signed by me in authentication of its passage this 11°i day
of December 2014.
Hank Williams, Chair
ATTEST:
City Representative
Development Commission Resolution No. 2014-02
DCP121114 Page 15
EXHIBIT "A— Walgreens Streetscape Reimbursement Agreement'
Item
Description
Quantity
Agreement
Unit Unit Price
Total Price
Quantity
Final Payment Request'
Unit Unit Price Total Price'
1
Remove Existing Sidewalk/Driveway
220
Sy
15.00
3,300.00
220
Sy
15.91
3,500.00
2
Construct Sidewalk
2,676
SF
5.50
14,718.00
2,676
SF
4.74
12,690.00
3
Remove Existing Curb and Gutter
58
LF
7.50
435.00
58
LF
7.50
435.00
4
Construct Curb and Gutter
58
LF
15.00
870.00
58
LF
17.50
1,015.00
Remove and Relocate Existing
$
$
$
$
5
Pedestrian Street Light
1
LS
5,000.00
5,000.00
1
LS
2,015.00
2,015.00
6
Install Sidewalk Tree Grates
9
EA
1,000.00
9,000.00
9
EA
878.12
7,903.04
7
Street Trees and Irrigation
1
LS
2,500.00
2,500.00
1
LS
4,500.00
4,500.00
TOTAL
35,823.00
32,058.04
'Verify with affidavit from general contractor.
i Not to exceed Agreement maximum of $35,823
Final Payment Request Authorizations:
Approved, Applicant:
Date:
Approved, Public Works Director:
Date:
Approved, Urban Renewal Director:
Date:
DCP121114 Page 16
Affidavit of Hwy 99 Streetscape Costs
To: City of Central Point Date: September 26, 2014
140 South Third Street
Central Point, OR 975028333 Douglas Ave
Contractor: Adroit Construction, Inc.
Project: 43 N Front Street, Central Point, OR
Attached hereto as Exhibit A, File No. 2013-001 is a final schedule of cost for Hwy 99 Streetscape work
completed per the plans issued with Building Permit 2014-0098. The schedule of costs has been
compiled by sub -contractors who have completed the work and to the best of our knowledge is a fair
representation of the actual cost incurred. All obligations for work and other costs incurred with respect
to these improvements under our supervision have been fully paid and satisfied.
EXECUTED as of the date first written above:
AFFIANT:
Bv: Adroit Construction, Inc.
By:
Attachment. Exhibit A, File No. 2013-001
DCP121114 Page 17
EXHIBIT "A", File No. 2013-0001
WALGREENS HWY. 99 STREETSCAPE REIMBURSEMENT AGREEMENT
Item
Description
Quantity
Unit
Agreement
Unit Price
Total Price
Quantity
Final Payment Request'
Unit Unit Price
Total Price'
1
Remove Existing Sidewalk/Driveway
220
SV
$
15.00
$
3,300.00
220
SV
$
15.91
$ 3,500.00
2
Construct Sidewalk
2,676
SF
$
5.50
$
14,718.00
2,676
SF
$
4.74
$ 12,690.00
3
Remove Existing Curb and Gutter
58
HE
$
7.50
$
435.00
58
LF
$
25.86
$ 1,500.00
4
Construct Curb and Gutter
58
LF
$
15.00
$
870.00
58
LF
$
17.50
$ 1,015.00
Remove and Relocate Existing Pedestrian
5
Street Light
1
LS
$
5,000.00
$
5,000.00
1
LS
$
2,015.00
$ 2,015.00
6
Install Sidewalk Tree Grates
9
EA
$
1,000.00
$
9,000.00
9
EA
$
878.11
$ 7,903.00
7Street
Trees and Irrigation
1
LS
$
2,500.00
$
2,500.00
1
LS
$
4,500.00
$ 4,500.00
TOTAL
$
35,823.00
$ 33,123.00
Verify with Invoices for each Item.
Not to exceed Agreement maximum of $35,823
Final Payment Request Authorizations
Approved, Applicant:
Date:
Approved, Public Works Director:
Date:
Approved, Urban Renewal Director:
Date:
DCP121114 Page 18
STAFF REPORT
om—
CENTRAL
POINT
STAFF REPORT
December 11. 2014
Planning Department
lom Humphrey, AICP,
Community Development Director/
AGENDA ITEM: V -B
Oak Street Parking Lot Lighting Reimbursement
STAFF SOURCE:
Don Burt, Planning Manager
BACKGROUND:
At the last Cormnission meeting it was noted that the Cormnission was cormnitted to an expenditure of
$29,535 for the lighting in the Oak Street Parking Lot. Ina recent discussion with the Public Works
Director it was agreed that the City will not invoice the Commission for the cost of lighting (529,535) fou
the Oak Street Parking Lot. Most of the cost for the Oak Street Parking Lot improvements was from a
grant and it would be a better use of the Cormnission's funds to complete the Hwy. 99 Streetlight project
Initially the City agreed to participate in partial funding of the Hwy. 99 Streetlight project, but due to
budgeting priorities is no longer able to do so.
ISSUES:
None
EXHIBITS/ATTACHMENTS:
None
ACTION:
RECOMMENDATION:
Acknowledge waiver of reimbursement obligation.
Page I of I
DCP121114 Page 19