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HomeMy WebLinkAbout1998-03-16MINUTES ADJOURNED JOINT MEETING OF THE PALM DESERT CITY COUNCIL AND PALM DESERT REDEVELOPMENT AGENCY MONDAY, MARCH 16, 1998 8:00 A.M. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * I. CALL TO ORDER Mayor/Chairman Benson convened the meeting at 8:00 a.m. H. ROLL CALL Present: Councilman Buford A. Crites Councilman Jim Ferguson Councilman Richard S. Kelly Mayor Pro-Tempore Robert A. Spiegel Mayor Jean M. Benson Also Present: Ramon A. Diaz, City Manager Carlos L. Ortega, RDA Executive Director Pat Conlon, Director of Building and Safety Joe Gaugush, Engineering Manager John Nagus, Community Arts Manager David Yrigoyen, Redevelopment Manager Rudy Acosta, Project Administrator Steve Buchanan, Supervising Plans Examiner Jeff Winklepleck, Associate Planner Mary P. Gates, Deputy City Clerk III. ORAL COMMUNICATIONS - A None MINUTES ADJOURNED MEETING OF THE PALM DESERT CITY COUNCIL AND REDEVELOPMENT AGENCY MARCH 16, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IV. OLD BUSINESS A. REQUEST FOR AUTHORIZATION TO NEGOTIATE CONTRACT FOR THE DESIGN AND CONSTRUCTION OF THE DESERT WILLOW GOLF RESORT CLUBHOUSE, Contract No. C14230 (Continued from the Meeting of March 12, 1998). Project Administrator Rudy Acosta reviewed the history of the project and the process leading to staffs recommendation that the Council approve entering into negotiations with the design - build team of Douglas E. Barnhart, Inc./Dahlin Group, Inc. for the design and construction of the Desert Willow Golf Clubhouse. He noted that the Council had continued this matter from its meeting of March 12, 1998, in order to receive presentations from the two design - build teams of Barnhart/Dahlin and Simon/McFadden/McIntosh/Corcoran/Pickard. MR. JIM McINTOSH and MR. CHRIS McFADDEN presented their projects. Upon question by Councilman Spiegel relative to their proposal being a little more expensive than their competitor and the fact that that was a decision made by the team, Mr. McIntosh stated that the City wanted a $6 million project, and it was his team's obligation to give the City whatever it could for that $6 million. Councilman Ferguson stated that these proposals went through two separate committee meetings. Based on the design, the other team was selected; however, Mr. McIntosh said it was not fair to focus on design and that the City should look at design -build. He asked Mr. McIntosh to explain this. Mr. McIntosh stated that this was not just a design proposal but was a whole team, and he felt his team was a better team to deliver the time schedule and get the project on track. With regard to the budget, he noted that going with a tile roof as opposed to metal would save approximately $140,000. He stated that their proposal added approximately 3,000 square feet to the project, and cutting it back to the square footage required in the RFP would save approximately $240,000. He noted that the exterior stone veneer included in the proposal was not required but that they had added it at a cost of approximately $100,000. He stated that the RFP required 225 spaces for the parking lot; however, in reviewing the existing facility, his team felt there was a need for additional parking and, therefore, provided 250 spaces in the proposal. He added that their prices stayed the same from the original submittal through the entire process. Councilman Spiegel asked whether they had been told how much square footage there should be, and Mr. McFadden responded that they had been advised of the square footage but had determined from their review that there was a need for an additional amount of footage for several areas, including the kitchen. 2 MINUTES ADJOURNED MEETING OF THE PALM DESERT CITY COUNCIL AND REDEVELOPMENT AGENCY MARCH 16, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * A representative from J.E. Simon Company addressed the Council stated that he had worked on the Del Webb clubhouse and insisted on using local contractors. He said Simon had an edge over other construction companies in that they had their own aggregate, made their own asphalt, and operated their own equipment. Mr. McIntosh stated that he wanted the Council not to make its selection based on the local issue but instead to select the design -build team, based on its merits, that will give the best service to the City. Councilman Crites asked if the Intrawest building was completely detached. Mc. McFadden responded that it was semi-detached in that there was a covered breezeway between the clubhouse and the Intrawest building. With Council concurrence, Mayor Benson called a recess at 9:15 a.m. in order for the second group to set up their presentation. MR. TEX BARNHART introduced other members of his team as follows: Doug Dahlin, Bill Sharp, and Carl Danielson. He stated that with regard to local contractors, his team fully intended to use as many local contractors as possible and that they had not yet made any subcontractor decisions. He noted they would put plans in the Dodge plan room and would also work with the Desert Contractors' Association. Mr. Dahlin, Architect, reviewed the proposal in detail and offered to answer any questions. Mr. Danielson noted that the schedule submitted with the proposal showed a beginning date of April 1, 1998, and his team was prepared to meet that schedule and get the project completed on time. Councilman Spiegel asked if the team was given the seating capacity of the grill and whether they felt the kitchen was too small. Mr. Danielson responded that they were given the seating capacity and that they did not feel the kitchen was too small. Upon question by Mayor Benson, Mr. Danielson responded that the tower was between 32 and 35 feet tall. Councilman Ferguson questioned the square footage of the pro shop and also asked whether there were any interior support columns in the banquet room. 3 MINUTES ADJOURNED MEETING OF THE PALM DESERT CITY COUNCIL AND REDEVELOPMENT AGENCY MARCH 16, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Mr. Dahlin responded that the RFP asked for 2400 square feet for the pro shop, and their proposal was at 2,381 square feet. He said the overall building was 1.,141 square feet more than called for. With regard to interior support columns, he said there were none in the banquet room. At the request of Councilman Spiegel, members of the Evaluation Team commented on the proposals and stated what they liked and did not like about each. Members who were present and who spoke were Bill Inman, Piper Close, Steve Smith, Rob Jones, Steve Buchanan, Joe Gaugush, John Nagus, Charlene Sumpter, Kevin Grochau, Craig Pearson, and Jeff Winklepleck. There were also written comments distributed to the Council from Gregg Lindquist and Alan Hart relative to the proposals. Mr. Acosta stated that there was no question that any of the five teams could build this project, and staff would not bring to the Council any team that staff had doubts could do the job. Five very well -qualified design -build teams had been selected to participate in the process. Councilman Kelly expressed appreciation to everyone who made submittals, especially the two groups at today's meeting. He also expressed appreciation to the Evaluation Committee. He said he had a good feeling about the Dahlin floor plan and its functionality. He said what was more important to him was the fact that the City had decided on a process, that 12 people were brought together who were felt to address all fields of this process and who were well - qualified. He said it would be nice if everyone could be a winner, but that is not the case. He said he felt strongly about going through the established process. He noted that he liked the architecture of the McFadden/McIntosh submittal; however, when the whole thing is put together, he felt the Barnhard/Dahlin design was better. He added that if the Council is going to do the best job for its constituents and be fair to everyone concerned, it should stick with the process. Councilman Ferguson thanked both design -build teams who got this far. He said whichever way the Council goes today, it might be appropriate to increase the stipend for the nonsuccessful team from today's presentations. He said he had heard both presentations more than once and had put a great deal of time into this process. He noted that it might have been helpful to have a citizen at large on the Evaluation Committee, and he had tried to take that approach because he is not an architect. He said he felt the first elevations from the Dahlin Group were awful; however, by going back and having them resubmit, he said he saw a lot of the subtle beauty of the Dahlin Group's submittal. He said he agreed with comments made by Joe Gaugush of the Evaluation Committee that McFadden/McIntosh went out of their way to make changes. He said he was convinced that the Dahlin Group had a better layout. He noted that when they went into the second round, he wanted the McFadden team. At the end of that meeting, Mr. Acosta indicated that things that were liked could be mixed and matched from both teams. He said there was not a local preference issue because this was not included in the 4 MINUTES ADJOURNED MEETING OF THE PALM DESERT CITY COUNCIL AND REDEVELOPMENT AGENCY MARCH 16, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * RFP, and he felt it would be unfair to introduce an element now that was not part of the original process. He said he was still not happy with the architecture of the Dahlin Group but felt they could work with staff on it. He added that he felt this plan would provide the most functionality. Councilman Spiegel stated that this was different from building a street where certain information is put in the specifications, and if the bids that come in are pretty close and the local bidder is close, the contract is awarded to the local firm. He said the objective in this particular project is to get the best clubhouse possible. He said there were a lot of things in the McFadden/McIntosh presentation that he liked and that he felt the entrance was more luxurious than the Dahlin Group. He agreed it was a good idea to add more to the stipend for the nonsuccessful of these two teams. He said he felt the pro shop was too small and should be revisited because the money will be made in the pro shop, not the restaurants. He added that while there were a lot of good assets to both proposals, he would have to go with the Dahlin proposal because of its functionality. Councilman Crites stated that he felt we would end up with local contractors no matter which team is selected. He said he was not enormously concerned with the difference in cost and agreed with Councilman Kelly about the importance of the Evaluation Team and the expertise they brought together. He said almost everyone agreed the exterior of one is superior to the exterior of the other, and he agreed. He said he felt having an Intrawest building was significantly superior to having it included in the clubhouse building. He said he was not very enthusiastic with the Dahlin proposal having a service area right in the front; on the other hand, if it is put elsewhere on the site, a person looking down from the hotel might be looking into that area. He said he appreciated the comments that in a building like this, there is no "back". He said the interior spacing of the Dahlin proposal made good sense to him, and the idea that the entire room is visible from other parts and can be combined made sense to him. He said he liked the concept of using Desert Willow trees in the glasswork and felt the public art portion of the McFadden/McIntosh team was superior. He noted that the Dahlin proposal public art component was unacceptable to him and that, if selected, it should not be allowed to go forward as it is now. He agreed the parking lot component was not acceptable as it is now. He said he liked the McFadden proposal significantly better; however, he also felt as a public official that his business is to listen to people the Council asks as volunteers to give the Council their judgment. He said those judgements are persuasive when they come from a solid group of people whose business it is to make those judgments. Mayor Benson agreed there was a process used by the City. She said the City is celebrating its 25th anniversary this year, and the Council gets compliments over and over again about what a good job has been done over the past 25 years, and it is because the Council involves people in the community. She said she believed in the committee process in order to get to the ultimate end, and she had to rely on those who golf and know what is functional in a golf club. 5 MINUTES ADJOURNED MEETING OF THE PALM DESERT CITY COUNCIL AND REDEVELOPMENT AGENCY MARCH 16, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * She said she liked the rotunda of the McFadden team and felt it had an elegance to it; however, she would have to defer to the Dahlin team because of the committee recommendation. She said she felt badly about the local contractor issue because she felt the City of Palm Desert had done more than any other city in the Valley to work with local contractors. She said she would like to see something that indicates over 50% would be local contractor work just to ensure that this will happen. She agreed the committee did a good job, and she agreed if this is ever done again that there needs to be a local citizen involved. Councilman Kelly moved to, by Minute Motion: 1) Authorize staff to enter into negotiations for the procurement of an agreement with the design -build team of Douglas E. Barnhart, Inc./Dahlin Group, Inc. for the design and construction of the Desert Willow Golf Clubhouse in an amount not to exceed $6,000,000 and authorize the Mayor to execute such agreement; 2) bring back to the next meeting the issue of the amount of stipend to be given to the nonsuccessful teams; 3) authorize the appropriation of the $6,000,000 from Unobligated Year 2000 Fund balance; 4) transfer $5,000,000 from General Fund to Year 2000; 5) direct staff to include in the contract the use of at least 50% local contractors. Councilman Crites stated that he felt if the Dahlin team is hired, the other firm (McFadden/McIntosh) should receive a significant reimbursement in relation to the other three of the five firms. Councilman Spiegel seconded the motion, and it carried by unanimous vote of the Council. V. ADJOURNMENT With Council/Agency Board concurrence, Mayor/Chairman Benson adjourned the meeting at 11:55 a.m. SHEILA R. GItUGAN, CIT,X CLERK/AGENCY SECRETARY CITY OF PALM DESERT, AALIFORNIA PALM DESERT REDEVELOPMENT AGENCY 146 A AAA -iv-- . BENSON, MAYOR/CHAIRMAN 6