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Home My WebLink AboutRFP - Rmvl of 10 Water Feature PondsPALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE THE SOLICITATION OF PROPOSALS FOR THE REMOVAL, DEMOLITION AND BACKFILL OF NINE OF THE TEN WATER FEATURE PONDS AT ONE QUAIL PLACE SUBMITTED BY: Janet M. Moore, Director of Housing DATE: April 11, 2013 CONTENTS: Proposal for Ponds Maintenance Map of Ponds at One Quail Place Photos of Ponds Photos of Ponds Previously Eliminated Recommendation By Minute Motion that the Authority Board, 1) Authorize staff to solicit proposals for the removal, demolition and backfill of nine ponds at One Quail Place; and 2) Declare non -working pond equipment surplus and authorize the disposal thereof. Funds for the cost to bring one pond up to standard and the elimination of the remaining ponds are available in the Replacement Reserve Fund for One Quail Place. The Housing Commission has reviewed this request at its meetings of March 13, 2013 and April 10, 2013 and recommends removal of nine of the ten ponds at One Quail Place. Executive Summary One Quail Place currently has ten water ponds located throughout the property. Their current condition will require that we take additional steps to manage the algae growth, reduce insect breeding, balance the water chemistry, upgrade or replace the pumps to handle the property conditions and clean the bio-filters at a cost of $18,000 plus an additional $750 per month for chlorine. This does not include the cost for monthly water, electricity or repairs. Due to the limited funding for operations with the elimination of redevelopment, the rising costs of these water features are concerning not to mention the use of water given the City of Palm Desert's goal of conservation. Because of this staff suggests removing nine of the water features at One Quail Place based on their excessive annual costs and water consumption. The expected annual savings will be approximately $23,400 after recovery of the capital expense for removal. Staff Report Authorization to solicit proposals — Elimination of Ponds at One Quail April 11, 2013 Page 2 of 3 Background One Quail Place currently has ten water feature ponds that are in need of repairs to manage the algae growth, reduce insect breeding, balance the water chemistry, upgrade or replace the pumps to handle the property conditions and clean the bio- filters. Attached is the service provider's proposal for the repairs to the ten ponds in the amount of $18,000. The provider also recommends converting all the ponds to chlorine at an additional cost of $750 per month. The current monthly maintenance cost for the existing ten ponds is $1,208 which does not include bio-filter cleaning, repairs or monthly water charges. In an attempt to mitigate this continuing increase in costs and the limited availability of operational funding due to the elimination of redevelopment, staff identified several ponds that could potentially be removed because they are located in areas that have an adjacent amenity such as another pond or swimming pool. At its regular meeting of March 13, 2013, the Housing Commission reviewed the attached map which shows the locations of five ponds to be eliminated (Pond Nos. 2, 5, 6, 9, and 10) and suggested that staff look at eliminating all but the pond at the entrance. Staff compared the annual maintenance costs after the completion of the upgrades and/or the eliminations based on the varying options: For Comparison Purposes - Annual Maintenance Costs: Annual Maintenance Annual Repairs (average)* Biofilter cleaning after initial cleaning* (Annual Maintenance Cost or (Savings) over current * Estimated based on cost experience f Current Cost Option A Keeping all ponds adding chlorine - Revised Current Cost Option B Removing 5 ponds and adding chlorine to the remaining 5 ponds $ 14,496.00 $ 23,496.00 $ $ . 2,000.00 $ 2,000.00 $ $ $ 16,496.00 1 $ 3,800.00 $ 29, 296.00 I $ 12,800.00 I $ Option C Removing all but one pond (already chlorinated) 16, 200.00 $ 1,000.00 $ 1,900.00 $ 19,100.00 1 $ (10,196.00)1 $ 4,200.00 500.00 1,166.67 5,866.67 I (23,429.33)1 G:VIOUSINGUANET MOORE\HOUSING\PALM DESERT HOUSING AUTHORITY \ONE QUAIL PLACE\PONDS\SR REQ FOR PROPOSALS FOR ELIMINATION OF PONDS AFTER JW.DOCX Staff Report Authorization to solicit proposals — Elimination of Ponds at One Quail April 11, 2013 Page 3 of 3 Further, in order to more thoroughly review the long-term savings associated with the options, staff also compared the additional immediate costs and one-time expenses to the cost savings to identify the number of years it would take to recover the upfront capital expense: Year 1 Additional Costs: I Option A I Option B I Option C Biofiltercleaningand repairs (immediate) $ 18,000.00 $ 10,150.00 $ 3,500.00 One Time Cost for Elimination of Ponds* N/A $ 45,000.00 $ 90,000.00 Total Costs from Replacement Reserve: I $ 18,000.00 I $ 55,150.00 I $ 93,500.00 Years to recover Costs of Elimination (not including water savings) 5.41 3.99 *Estimated based on cost experience The attached map shows the locations of all the ponds as well as the two locations for the ponds that we previously eliminated (#8 and #12). The cost to remove each pond is anticipated to be between $8,000 and $10,000 depending on what is put in its place. Staff recommends that the Authority Board authorize staff to solicit proposals for the removal, demolition and backfill of nine ponds at One Quail Place based on the above cost comparison and the recommendation of the Housing Commission. (Pond Nos. 2, 3, 4,5,6,7,9, 10, and 11). Fiscal Analysis The removal of nine ponds will save the Authority approximately $23,429 per year beginning the fifth year after the eliminations have been completed. Submitted by: Jant M. Moore, Director of Housing Approval: n M. Wohlmuth, Executive Director M:pl Reviewed: haul S. Gibson, Director of Finance BY HOUSO AUTH ON- a6/3 VERIFIED BY: k)Do/22 S Apporiiinal on file with City erk"s Office * o ed the recommendations, with staff requested to communicate the changes to be made atjjthe appropriate point in the G:\HOUSING\J\ON ANET MOORE\HOUSING\PALM DESERT HOUSING AUTHORITYNE QUAIL PLACE\P9PFB6\SR REQ FOR PROPOSALS FOR ELIMINATION OF PONDS AFTER JW.DOCX S o Wilmot At wino, March 12, 2013 Teresa Vakili One Quail Place 72-600 Fred Waring Drive Palm Desert, CA 92260 Sent Via Email: teresavakili@rpmcompany.net Dear Mrs. Vakili: The intent of this letter is to provide an updated proposal for cleaning the ponds at One Quail Place. This pond by pond summary also includes the total costs associated with fixing and / or replacing the pond circulation pumps(s). Pond# Notes / Recommendations / Replacement + Cleanine Costs: 1. Three biofilters need to be cleaned. Four pumps (of 4) are in working order at this time. $3,500.00 2. One large biofilter needs to be cleaned. Two pumps (of 2) are in working order at this time. $1,900.00 3. One small biofilter needs to be cleaned. One pump (of 1) is in working order at this time. $1,300.00 4. One small biofilter needs to be cleaned. One pump (of 1) is in working order at this time. $1,300.00 5. One large biofilter needs to be cleaned. Two pumps (of 2) are in working order at this time. $1,900.00 6. One small biofilter needs to be cleaned. One pump (of 1) is in working order at this time. $1,100.00 7. One large biofilter needs to be cleaned. One pump (of 1) is leaking and in need of replacement seals. $1,550.00 8. Pond no longer exists — desert scape. Page 1 of 2 P.O. BOX 13212 • PALM DESERT, CALIFORNIA 92255 • (760) 568-5499 • FAX. (760) 568-4019 9. One small biofilter needs to be cleaned. One pump (of 1) is leaking and in need of replacement seals. $1,350.00 10. One large biofilter needs to be cleaned. One pump (of 1) is in working order at this time. $1,900.00 11. One small biofilter was cleaned in May 2012. One pump (of 2) needs to be replaced. $2,500.00 12. Pond no longer exists — desert scape. The total cost for the above recommended work is $18,000.00. Should you choose to complete all the items on the punch list above and decide to keep the ponds natural (no chlorine), our maintenance fee would remain $1,208.00 per month. We recommend cleaning the ponds, completing the punch list above and switching the maintenance program to include chlorine. The chlorine maintenance program would cost $1,958.00 per month. You have mentioned the possibility of eliminating (filling in) five ponds. Should you decide to fill in those ponds our fee for natural maintenance of the remaining five ponds would decrease to $950.00 per month. Chlorine maintenance for the remaining five ponds would be $1350.00 Please don't hesitate to contact me with any further questions you may have. If you would like for us to proceed with any of the above recommended repairs please notify me via email: cbeatv!&swaccuatics.com. Sincerely, Chris Bea y, President Page 2 of 2 b roc. DiThij Mar 1913 07:59p Southwest Aquatics 7607721555 p.2 March 19, 2013 Teresa Vakili One Quail Place 72-600 Fred Waring Drive Palm Desert, CA 92260 Sent Via Email: teresavakili@rpmcompany.net Dear Mrs. Vakili: The intent of this letter is to provide a proposal for maintenance of the front entry water feature only. The cost for us to visit the feature twice weekly skim and chlorinate it would be $350.00 per month. Please don't hesitate to contact me with any further questions you may have. Sincerely, Chris Beaty,cttresident Page l of l P.O. BOX 13212 • PALM DESERT, CALIFORNIA 92255 • (760) 568-5499 • FAX. (760) 568-4019 0 ' #10 #9 #5 ONE QUAIL PLACE POND LOCATIONS PARKNIEW k.20 370 e 4 2 1200 4200 4207 I 4202 0 ( #5 Ai — 61e � IS I. m 704 703 TOT \ LOT oin �130C i ODD tI'S 1ST FL - EVEN iS 2ND FL. 700 707 701 FRED WARING DR i11FARE )0 #12 Converted to desert scape #11 with Gazebo #8 Converted to 12710 2709 7i07 T109 desert scape 2400 2701 ! 11.4 nx+ AAggIAA ast [nil 18 2300 2110 2112 20M � 2100 I211210, 2113 2116'. 210212104 2103_ 21011 • #6 J Gazebo in #3 the centre #1 Ponds to be maintained Fra Ponds to be converted to desert scaoe Page 1 of 9 Ponds converted to desert scaoe Pond #1 — Fred Waring Entrance Page 2 of 9 Pond #2 Page 3 of 9 'ond #4 Pond #5 Page 4 of 9 'ond #6 - Pond #7 Page 5 of 9 Pond #8 — PREVIOUSLY converted to desert scape i 1 1 _ : �b Pond #9 Page 6 of 9 3efore photo — Pond #10 After photo — Pond #10, recently drained, cleared of debris and refilled Page 7 of 9 BEFORE Photo - Pond #11 AFTER Photo - Pond #11, bio-filters cleaned, cleared of debris and refilled. Page 8 of 9 Pond #12— PREVIOUSLY converted to desert scape Page 9 of 9