City Council Weekly Digest

City Council Weekly Digest TO: FROM: MENLO PARK CITY COUNCIL Alex D. McIntyre, City Manager Friday April 4, 2014 ITEMS INCLUDED: ATTACHMENTS: City Celebrates Arbor Day with Tree Planting Menlo Park Construction News Update 04/04/2014 Lighting Project at the Arrillaga Family Gymnastics Building Launch of 100 OCT s Monthly Car Show in Downtown Menlo Park this Saturday, April 5th Administration Building Carpet Replacement Project

City Celebrates Arbor Day with Tree Planting The City of Menlo Park celebrated Arbor Day on Thursday with a tree planting ceremony at the Belle Haven Child Development Center. Preschoolers assisted the Mayor and Environmental Quality Commissioners in planting two elm trees in front of the Center. The Arbor Day tree planting ceremony is organized by the Environmental Quality Commission every year to raise awareness for trees and the importance they play in our community. This ceremony marked the City s 15th year as a Tree City USA. Lighting Project at the Arrillaga Family Gymnastics Building Beginning Monday, April 7 th, Public Works staff will be coordinating the installation of 39 lifters on the existing lights in the Gymnastics building. The existing light bulbs have started to fail due to expanded programming and use of the building. The only way to replace them currently is to remove the floor mats, which is a significant undertaking, and bring in special equipment to allow staff to reach the lights. This project will install remote lifters that can drop the lights to the ground and allow staff to change the bulbs and ballasts without the need for a floor lift. In addition, staff will be installing 320 new light bulbs on the existing lights. Staff has scheduled and coordinated the project with consideration of the break between Gymnastic programs. The project will take approximately three weeks. Page 2

Launch of 100 OCT s Monthly Car Show in Downtown Menlo Park this Saturday, April 5th Saturday is the soft opening of a new monthly exotic and performance car show in Downtown Menlo Park. The City of Menlo Park and The Menlo Park Chamber of Commerce want to introduce you to 100 Oct, an organization that hosts exotic and performance car shows, rallies and drives in the Bay Area, to bring this unique event to Menlo Park. There is no cost to attend, so grab a cup of coffee and croissant (or scone the choice is yours) from one of Menlo Park s fine eateries and check out all the dream machines, like the McLaren 12C Spider. After the show, check out the great restaurants and boutique shopping Menlo Park offers. There is something to satisfy everyone in the family. This month's soft opening will be held from 9am - 12pm in the parking lot between Evelyn Street and Crane Street (behind Fleet Feet). However, beginning in May the event will move to Santa Cruz Avenue. We look forward to seeing you there! Administration Building Carpet Replacement Project In developing budgets for the Capital Improvement Plan (CIP) projects, staff estimates costs for projects five years in advance of when the actual project work will occur. This provides opportunity for good financial planning and prioritization of large capital projects. The individual project budgets must then be adjusted annually based upon the current market and known information about the cost of similar projects. In order to estimate a budget for the purchase and installation of carpet for the Administration Building (City Hall), staff reviewed the recent carpet projects at the Library and the Police Department. In both projects, the type of carpet used was changed from a rolled to a tile carpet for improved maintenance and future spot replacements. The carpet used for these buildings is a very durable, commercial grade carpet. The Police Department project in 2009 was installed in 11 different phases in order to minimize office disruption and provide for continuous Police operations. In 2012, the Library was closed for a month in order to renovate the circulation counter and replace the carpet. The Library carpet was approximately $10/sq.ft. and since the Library was closed during the project, the contractor had freedom to install as much carpet in a day as the crews could install with little disruption since there was minimal moving of furniture (they did not remove the tall book shelves) and they did not have to re-mobilize every day. For estimating the Administration Building carpet, staff used a figure of $13/sq.ft. The reason behind this $3/sq.ft. higher estimate is that project will need to be phased similar to the Police Dept. project. It will require carpet installers, a moving contractor, a partition contractor to remove the partitions and reinstall (which is different than the moving contractor), an electrician to remove and then reinstall the electrical connection for the partitions, storage container to place the furniture and equipment in while work being done, and MIS staff will have to remove and reinstall networked computers and special equipment. In addition, contractor s costs have increased due to the rebounding economy. The first and second floors of the Administration Building are approximately 30,000 sq.ft. each and at $13/sq.ft. this equates to $390,000, which was rounded to $400,000 for contingency and budgeting purposes. In order to minimize cost, staff will be purchasing the carpet directly, which eliminates the overhead that contractors would add when ordering the carpet. This is just an estimate; the actual cost will depend on the result of a competitive bidding process. Page 3

April 11 th, 12 th, 13 th Fri/Sat/Sun April 17 th, Thursday PARTIAL LIST OF UPCOMING EVENTS Menlo Park Sidewalk Fine Arts Festival Santa Cruz Avenue, Fri./Sat. 10:00 am - 6:00 pm & Sun. 10:00 am - 5:00 pm Association of Bay Area Governments (ABAG) Spring General Assembly and Annual Business Meeting City Center Oakland Marriott, 8:30 am - 3:30 pm April 19 th, Saturday Egg Hunt Two locations: Burgess Park & Kelly Park, 10:00 am - 12:00 pm April 23 rd, Wednesday Rotary Club of Menlo Park s Rotary Connects - Evening Out LB Steak House, 5:30-7:00 pm April 26 th, Saturday May 3 rd, Saturday May 6 th, Tuesday May 7 th, Wednesday May 15 th, Thursday May 20 th, Tuesday May 22 nd, Thursday May 31 st -Jun 1st, Sat/Sun June 7 th, Saturday June 18 th, Wednesday June 18 th, Wednesday July 4 th, Friday Rebuilding Together Peninsula s 25 th National Rebuilding Day Bus Tour and Picnic Oracle, 2:30-7:00 pm Kite Day Bedwell-Bayfront Park, 12:00-3:00 pm Silicon Valley Gives 1 st online giving day, www.svgives.org FERN and Sunset Panel on Fracking in CA Sunset Magazine Headquarters, 6:00-8:15 pm Menlo Park Library Volunteer Reception Oak Room, Arrillaga Family Recreation Center, 5:30-7:00 pm City Commissions Annual Training and Appreciation Reception Jobs for Youth 32 nd Annual Fundraising Breakfast Foster City Crowne Plaza, 7:30 am Sunset s Celebration Weekend Sunset Magazine Headquarters, 10:00 am - 5:00 pm 10 th Annual Disaster Preparedness Day San Mateo County Events Center, San Mateo Downtown Summer Block Party Santa Cruz Avenue, 5:00 pm Kickoff of Summer Concerts in the Park Fremont Park 4 th of July Parade and Celebration Santa Cruz Ave to Burgess Park, 11:45 am - 2:30 pm July 19th-20th, Sat/Sun 28th Annual Connoisseurs Marketplace Santa Cruz Ave, 10:00 am Page 4

UPCOMING CITY COUNCIL MEETINGS April Tuesday, April 29, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) May Tuesday, May 6, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, May 13, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) June Tuesday, June 3, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, June 17, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) July Tuesday, July 15, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) August Tuesday, August 19, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, August 26, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) September Tuesday, September 9, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, September 23, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) October Tuesday, October 7, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, October 21, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, October 28, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) November Tuesday, November 18, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) December Tuesday, December 2, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Tuesday, December 16, 2014 7:00 p.m. Council Mtg. (Closed Session, 6:00 p.m.) Page 5

Menlo Park Construction News Update April 4, 2014 The construction news update provides summarized weekly news on ongoing construction activities. It is intended to provide advance information for decision makers, including City Management, Police Department, Fire District, Post Office, SamTrans, etc. so they can anticipate potential impacts and respond accordingly. Please direct any construction inquiries to the assigned inspectors for immediate attention or contact the project engineer. To receive email notices of updates of this newsletter (or other available City publications) use this subscription link: https://public.govdelivery.com/accounts/camenlo/subscriber/new?topic_id=camenlo_93 New this report: Construction activities with significant impact on traffic this coming week: Item No. Project Description Status Significant Impacts 1 Willow Road/VA Hospital Entrance/Durham Street Signal Modification Project Work entails the complete reconstruction of the Willow Road//VA Hospital Entrance/Durham Street intersection. It includes: shifting the VA Entrance to align with Durham Street, new traffic signals, new ADA compliant curb ramps, and new stamped asphalt crosswalks. Veterans Affairs Project Manager: Min Pham (650) 444-5805 City Engineering Inspector: Eric Hinkley (650) 330-6749 Halbert Construction Company Kenny Steidl (619) 971-0199 Contractor would like to begin construction on the northeast corner of the intersection of Willow Road and VA Hospital entrance as soon possible. They are currently working to provide additional information to the City prior to beginning work. The work entails new curb, gutter, and sidewalk to realign the VA Hospital entrance with Durham Street, as well as installation of new storm drain pipes and drain inlets. Once work begins, it will require closure of the sidewalk along the north side of Willow Road at the VA Hospital entrance. Some sidewalk closures possible next week. No significant vehicular traffic impacts expected next week. Once work begins in the right-ofway, expect potential extreme delays due to traffic control lane closures.

2 Sharon Heights Pump Station Project: The work entails replacement of an existing pump station which is a critical component of the water distribution system. The pump station takes water from San Francisco Public Utilities Commission and increases its pressure to serve the Sharon Heights neighborhood, SLAC, Sharon Heights Golf and Country Club and to two reservoirs. Construction began on October 31, 2013 and is expected to be completed in April, 2015. Activities for the upcoming week: For the upcoming week of April 7, 2014, Anderson Pacific will install the rebar and form the temporary pump station slab. Anderson will continue the new temporary controls for the pumps, and continue with the fabrication of the underground piping. Majority of work to occur in the City s pump station lot at Sharon Park Drive and Lassen Drive. Except for the occasional equipment and supply deliveries, no significant traffic impact is anticipated throughout construction. Construction Management: Swinerton Management & Consulting Project Manager: Jorge Bermudez (408) 204-6205 Anderson Pacific, Inc. Matt Mirenda (408) 482-5951 3 Hamilton Avenue Sanitary Sewer Upgrade for the Facebook Development Project: The work entails upsizing an existing sanitary sewer from 12- inch to 16-inch diameter along Hamilton Ave. immediately west of Willow Road. This sewer upgrade will accommodate the Facebook private development project. Construction of this project was temporarily suspended. Utility conflicts owned by Comcast and PG&E need to be cleared prior to resumption of work. Coordination with utility companies ongoing. Most of the work is being constructed at night to minimize traffic impacts; however, the pavement work will occur during the day. Expect minimal traffic interruption during construction. Parking restrictions may be enforced as necessary. Construction Management: Facebook Project Manager: Fergus O Shea (415) 680-7998 Preston Pipelines 4 El Camino Real Trees Project Phase III: This project consists of planting approximately 70 London Plane trees in the sidewalk and median islands along El Camino Real from Oak Grove Avenue to Middle Avenue. Additional work items include installation of an irrigation system and some miscellaneous concrete work. Contract was awarded to Del Conte s Landscaping on January 28, 2014. City has conducted a pre-construction meeting with the Contractor and is currently gathering required documentation prior to start of construction. Potential delays due to traffic control along El Camino Real during construction hours. City Engineering Inspector: Eric Hinkley (650) 330-6749 Del Conte s Landscaping (510) 353-6030