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HomeMy WebLinkAbout1997-07-28 City Council (12)City of Palo Alto C ty Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER ¯ DEPARTMENT: POLICE FIRE AGENDA DATE: JULY 28, 1997 CMR:342:97 SUBJECT:NEEDS ANALYSIS AND RECOMMENDATION FOR APPROVAL TO INITIATE FORMAL PROCESS FOR THE BUILDING OF A NEW PUBLIC SAFETY BUILDING Stafl~ with assistance from EKONA Architecture and Planning, have completed a preliminary needs assessment relative to current and future space and building requirements and a study investigating the feasibility of constructing a new public safety facility. This report provides Council with the findings of the study. As a result of the information obtained from this work, staff requests Council approval to formally initiate the process required for the site selection and construction of a new public safety building. Staff would return to Council at a later time with a request for funding that would be needed to hire consultants to assist with the completion of a more formal and detailed needs assessment, feasibility study and site selection evaluation. RECOMMENDATIO__QN_S Staff recommends that Council direct staff to formally initiate the process needed for site selection and construction of a new public safety building. I I This proposal does not seek to change the level of services provided by the Police and Fire Departments in the City. The consolidation of the various divisions and the two departments into an efficiently laid out, technologically advanced facility will enhance existing operations, reduce potential liabilities, and increase efficiency and productivity of personnel. The proposal is consistent with the City Council’s existing priority on infrastructure and with the proposed Comprehensive Plan section on Community Services and Facilities. CMR:342:97 Page 1 of 13 BACKGROJ.~ The Police Department and the majority of the Fire Department’s administrative staff are housed in the Civic Center, which was built in 197(~. Since the time of construction, a number of piecemeal changes have been made to the original design in efforts to accommodate additional pubfic safety space needs, changes in the way business is conducted, and the increases in public safety staff. However, these and other stopgap measures have not adequately kept pace with the changing public safety environment. The 27-year=old facility no longer provides an efficient, code or legally compliant environment. Based upon projections for the next 20 years, the deterioration of the usefulness of the fazility will result in even greater safety, health, and security concerns. As a restdt of these concerns, staff completed a preliminary assessment of current and future space needs and identified specific operational deficiencies associated with the facility. With the assistance of EKONA Architecture and Planning comultants, a preliminary feasibility study for expansion of the existing building or the comtmction of new structure has been.prepared. This report provides detailed information regarding the process used in this assessment, the major areas of concern, a summary of the potential options and primary issues for City Council consideration and possible funding mechanisms. Staff conducted an internal assessment of current and future public safety needs based upon personnel, technology, operational comiderations and State and local code requirements. Staff reviewed current services provided and developed projections for the next 20 years regarding staffing and service levels. It should be emphasized that this preliminary needs assessment was not intended to be a detailed comparison between current existing conditions and ideal conditions or an architectural design. A project team consisting of the Assistant Police Chief, Deputy Fire Chief, Acting Assistant Director of Public Works, Public Works Engineer, and an Administrative Services Senior Financial Analyst was formed. As part of the study, the project team visited a number of other cities which have recently built or are in the process of building new public safety facilities.’ The purpose of these visits was to determine what they experienced and concluded during completion of their needs analysis, design, and construction phases, what things they did well and what things they would do differently. Attachment One is a matrix that provides information about these other agencies’ building projects. While this work Was being completed, a Request for Proposal (RFP) was developed for eomultant services to review and analyze the data gathered by the project team; to project space needs for the next 20 years based upon demographic and departmental information; to assess CMR:342:97 Page 2 of 13 .....=~e cun=ent~-~:~uctural condition of the existing facilities; and to evaluate potential options¯ The RFP was sent to five consultant firms; four responses were received. The project team reviewed the proposals and selected three for an interview (the fourth company asked to be removed from consideration). Based upon information received in’the proposal and the interview, the project team selected EKONA Architecture and Planning to assist in the completion of the study. EKONA has extensive experience in public safety facility analysis and design. The agreement was less than $25,000, so Council approval was not required. The City Manager’s contingency fund was used to pay for the study. During the initial needs assessment process, staff identified eight major areas which require attention due to operational and procedural changes; judicial and legal decisions that have already taken place; and anticipated changes that most probably will occur during the next five years. These areas include training; evidence processing and storage; prisoner processing and detention; locker rooms/equipment and records storage; conference room/interview/office space availability; technology; vehicle parking; and a dedicated Emergency Operations Center (EOC). While the detailed list of operational deficiencies is included in the attached consultant’s report, the following is a summary of the issues associated with each of the major areas: Tg:~aiag - The quantity, methods, and variety of training which are required for police and fire employees has increased substantially over the years. On an average, fire fighters and police officers receive about 250 hours of training annually per employee. The medium used for training is also undergoing significant modification. In place of the traditional classroom, teacher-lecture format, a transition to simulation and interactive/video individual training is occurring. This process reduces costs associated with sending employees off-site and, on many occasions, out of town for training; however, space is needed in order to have the training equipment available for use by staff at any time. It should also be noted that, presently, the Police Department rents the training space at the Cubberley site over 350 hours a year at a cost of almost $10,000. The Fire Department’s annual cost for use of the Cubberley space is approximately $5,200. If space were available in a public safety building for this and the other training mentioned, not only would there be a cost savings, but the space at Cubberley would be available for rental to other organizations. Police and Fire would share the training room in order to maximize its use. - The importance of proper evidence processing and storage and the critical role evidence plays in successful prosecutions of criminals has gained significant attention over the last several years. The mishandling, improper CMR:M2:97 Page 3 of 13 storage, or incomplete analyzing of erneial pieces of evidence can have severe consequences, such as charges not being filed by the District Attorney, mistrials, and acquittals. The methods of retrieval and the types of evidence items collected have undergone substantial changes due to advanced teelmology. The conventional process of dusting for fingerprints is rapidly becoming obsolete and the use of chemicals and equipment such as ninhydrin, fume hoods and laser instruments is becoming the norm. While the Police Department currently has a fume hood located in one of the general evidence storage rooms, the space surrounding the hood is cramped and inadequate, making the task of processing larger items awkward and potentially dangerous. The use of DNA comparisons in identification of suspects and victims was only a theory in 1986. Today, this technique is widely used, especially in major homicide and sexual assault eases. The processing of DNA evidence requires very specific conditions and space resources. In order to safely deal with pathogens on materials that are still wet with blood and other substances, to collect all available specimens that may drop off the items while they are drying, and to conveniently and safely allow for subsequent cleanup, special biohazard materials storage containers should be used to dry the items. These containers require special ventilation. Large freezer units are then needed for storage of the items, until they can be destroyed. The containers and freezer units require a considerable amount of space that is not available in the Police building. As a result, when faced with the task of dealing with these items, Police evidence technicians must do their best to improvise. The use of photographs, video and audio tapes as evidence has also increased substantially over the years. Up until 14 years ago, Police Department staff developed and printed all evidence photographs in a well-equipped darkroom. The darkroom was dismantled, however, when space was needed for data entry and records staff work stations. Since then, outside vendors have processed all photos. While, fortunately, Palo Alto Police have not yet experienced any situations similar to some other agencies where their prosecutions have been jeopardized after employees of private processing vendors have released photos to the press and other people, there have been problems that have arisen regarding the timeliness with which the processing takes place. There are few, if any, vendors available for printing of photographs on weekends or in the early morning hours. This has resulted in the loss of valuable investigative time in certain eases while waiting for the store’s normal business hours. Similar issues involve the expanded use of video and audio equipment for crime scene investigations and victim, witness and suspect recordings. Presently, the only space available for the playing and duplication of these.tapes is again in a cramped corner of CMR:342:97 Page 4 of 13 one of the general property storage areas. Additional room is necessary for the equipment. The processing of vehicles used in major ¢fi~es is also of concern. Ideally, the vehicles should be totally secured in an area that has extremely limited access. Currently, vehicles must be parked in the police garage. This presents two problems: 1) the limited mount of secured space for police vehicles is reduced even further, and 2) there is no guarantee that contamination of evidence in/on the vehicle will not occur as numerous employees have access to the police garage. - State law now requires that there not be any contact between adult prisoners and minor prisoners who are being held in temporary custody. Contact is defined as any communications including verbal, visual or immediate physical presence. In the Police Department’s current building configuration, this separation is extremely difficult and, on rare occasions, is impossible. The recent arrests of five suspects (three adults and two juveniles) simultaneously in the Kay homicide clearly illustrated the Department’s inability to meet this requirement. The present configuration consisting of two holding areas located directly adjacent to the property/evidence room result in inefficiencies and safety concerns. While this area has been made as secure as possible within existing space constraints, the level of security and the lack of a separate prisoner transport sally port necessitate the presence of at least two officers to ensure the safety of personnel. Not only are a minimum of two officers required while suspects are being escorted to/from patrol vehicles, but also during the period of time the suspects are held in the temporary holding cells. This results in one less officer being available to respond to calls for service. The booking fees the city pays to the County (estimated to be about $173,000 for FY 1997-98) have been a source of considerable discussion over the last six years. In attempts to reduce the fees Palo Alto, along with other cities in the county, has decreased the number of suspects actually booked¯ With the exception of violent or very serious felony offenders, many arrestees are released after a citation has been issued to them. In continuing efforts to reduce booking fees, a county-wide satellite booking plan is being finalized for implementation within the next two years. Under this plan, each police department would have computer access to the jail eomputersystem that would enable entry of the required arrestee information to be completed by the arresting otIieer at his/her own facility. This work, together with the fingerprinting and photographing of the arrestees, will be finished at each agency prior to the transportation of the individuals to jail. The intent of the plan is not only to reduce fees, but also to decrease CMR:M2:97 Page 5 of 13 the loss of productive officer time frequently spent waiting in line at the jail for the processing of arrestees. Due to configuration of Palo Alto’s present temporary holding area and the less-~an-ideal level of security,,for the safety of the Department’s officers, Police staff does not anticipate participating in the program until such time improvements can be made to the current situation. o Locker Room/Equipment and Records Storage - The amount and types of equipment issued to police officers today differs significantly from that issued 10 to 20 years ago.. Previously, officers shared portable radios which were recharged in units located in each patrol vehicle, used flashlights that required regular alkaline batteries, and handwrote their reports on NCR forms. Today, each officer is issued his/her own portable radio with batteries which are recharged in special charging units; halogen flashlights which must be recharged; and laptop computers to prepare their reports. Additionally, the equipment associated with specialized teams such as SWAT, canine, commercial traffic enforcement, and accident reconstruction continues to require more and more storage space. At the time the present facility was built with only one locker room, there were not any female police officers in the department, nor other female employees in positions such as community service and parking enforcement. Since then, there have been up to 35 female employees at one time requiring lockers. As a result, due to the lack of space and the costs associated with additional remodeling, there are now five different locker rooms of different sizes and configurations. Even with the addition of these other locker rooms, there is not adequate space. Lockers for officers assigned to the detective division are on a stairwell landing that does not provide for any privacy. Space needed for the storage of bicycles that have been recovered or that are being held as evidence has been a problem for some time. Approximately 50 bikes are retrieved per month. While police staff return a number of the bikes to owners when proof of ownership is demonstrated, at any given time there is an accumulation of well over 200 bikes. Presently, some bikes are kept in the police garage. Other bikes are stored in large containers at the City’s Municipal Service Center (MSC). This situation is very inefficient, in that staff or volunteers are forced to make numerous trips back and forth to the MSC to allow citizens to view bikes for possible identification or pick up bikes that have been determined to belong to them. Also the continual need to transport the bikes back and forth has already been the eanse of some employee back injuries caused from the lifting of the bikes. o Due to lack of storage space, Police personnel records are currently kept in file cabinets which are in unsecured common areas or in a staff member’ s office. The consequences include compromised integrity of records, as well as numerous interruptions to work. There is not any centralized storage space for Fire Department administration records or standard office supplies, causing files to be stored in boxes under or beside desks, and most supplies to be kept in remote areas. This situation not only creates a safety hazard, but also does not provide for convenient access or organization. Conference/Interview Rooms/Office S!~ - Sufficient room is not available for interviews with victims and/or witnesses. Only one actual interview room exists and its availability has been limited in the past when the room has been utilized for other purposes, such as volunteer work space. It is not uncommon, therefore, for interviews to be conducted in the public lobby area or in detectives’ offices, resulting in the lack of confidentiality of information received from citizens, and a compromise in employee safety. The lack of conference rooms, especially those which would accommodate six people or fewer, together with the number of offices that are shared by two or more people, impedes private counseling sessions or .m~interrupted private meetings. A shortage of office/work space continues to be a significant issue for both the Police Department and Fire Administration. In 1970, Police Department staff totaled 136 and the Fire Department 96. Since then, the number of Police Department employees has increased to 167.5 and the Fire Department to 123 positions. While there is not a one- to-one correlation between the number of staff and the number of offices/work spaces, the increase in the number of employees over the years has created a severe office/work space shortage. At the time the Civic Center was constructed, the use of volunteers, other than police reserve officers, was not even a consideration. Today, the Police Department has a very active complement of volunteers; about 35 volunteers-provide services on a weekly basis. The environment in which they currently work is cramped, inconvenient and not conducive for attracting additional volunteer assistance. Today, Fire administrators are spread out over four completely different locations, the repercussions of which include unproductive time spent traveling to/from meetings and inefficient day-to-day operations. CMI~:342:97 Page 7 of 13 ~ - The increased use of technology in the day-to-day public safety operations has been significant over the last I0 years. It is impossible to complete routine types of tasks without the assistance of computers., As an example, officers are writing police reports on personal computers and notebooks. Lack of existing space has meant the Police Department has had to set up computer work stations in the Police briefing room, and temporarily relocate its daily watch briefings into the existing Emergency Operations Center (EOC). The Police Department is accessing numerous federal, state, and local law enforcement and private databases, many of which require special installation and equipment. These computers are currently installed on a space available basis, rather than in areas where they can be most efflcienfly used. Additionally, much of the hardware requires special air conditioning and temperature control to ensure optimal operation. More electrical and wiring connections are also anticipated. The consultants have determined that the current electrical system at the Civic Center has reached its maximum loading and provides no capacity for expansion. If Police and Fire intend on keeping up with technological changes, this problem must be resolved. As additional technologies become available and are implemented for daily law enforcement operation (e.g., Computer Aided Dispatch (CAD), Automated Fingerprint Identification System (AFIS), and others), the current shortage of processing and work space throughout the Police Department will be exacerbated. 3~aicke~P~i~ - Over the years, the number of police vehicles has increased. In addition to regular patrol cars, vehicles have been added to the fleet, including trucks for community service officers, electric Cushmans for the parking enforcement officers and, most recently, motorcycles for the traffic team. Including the unmarked cars used by detectives, there are 65 cars assigned to the Police Department that must have parking available in the Civic Center. Originally, the secured police garage was built with parking spaces for 31 vehicles. Since then, a total of eight spaces have been lost due to the building retrofit work that was completed several years ago; space needed for the motorcycles; and space needed to park and recharge the electric Cushmans. As a consequence of the lack of secured parking, the remaining patrol and unmarked vehicles must be kept in the Civic Center garage when not in use. As a result, some patrol cars have been the target of vandalism. r " - For over the past 15 years, the City’s EOC has been used for various other purposes, including computer training and CMR:342:97 Page 8 of 13 conference room. Currently, it serves as the Police Department’s shiftbdef’mg room. As a result, the City’s ability to mobilize the EOC in the event of a disaster in a timely fashion has been impaired. A dedicated, fully-equipped EOC is needed in order to save time and resources during responses to disasters and edfieal incidents. POTENTIAL OPTIONS Based-upon the information that was gathered and analyzed, the preliminary findings of the needs-assessment indicate that the Police and Fire Departments have already outgrown existing facilities and require approximately double the existing space. The original design and age of the current building, together with the changes in codes, standards, and the general way business is conducted have resulted in inefficient operations and potentially unsafe conditions, and have left the City vulnerable to potential future legal actions. Three conceptual options were developed and evaluated as a result of this information. Option One looked at expansion and renovation to the current Police Department building. While this option certainly provides some relief to the operational and space deficiencies that have been identified, it leaves some unresolved issues (e.g., the lack of enough space for secured parking for police vehicles) and would.require major disruptions to the entire Police Department operations for the duration of the build-ont and renovation. Option Two involves the construction of a new facility at some other site. While this option would cost more, it certainly provides the most comprehensive solution to the deficiencies and needs. Additionally,. the vacated space at the current site could be used for other City departments and services. The consultants and staff believe that this option best meets the City’s needs. Option Three is to do nothing. While there are no concrete costs associated with this option, the potential impact resulting from legal actions, health, safety, and security concerns, and the continued inefficiencies of operation would over time be substantial. CIL_CONSIDERATION Staff believes three issues are critical in Council’s consideration of recommendation to pursue development of a new public safety building. selection, potential use of the vacated Civic Center space, and funding. the proposed These are site CMR:342:97 Page 9 of 13 ~dte_S_dr, gli~ - A crucial part of the proposed formal process would be a comprehensive site evaluation. The process used for selection of an appropriate site and the impact on the surrounding neighborhood would require considerable attention. During the course of .the preliminary feasibility study, limited discussion took place regarding the availability of potential sites for a new building. The increase in project costs associated with the purchase of property (estimated to be about $10 million) compared to using City-owned property would be substantial. Additionally, the farther away the site would be from City Hall, the greater the costs for the required dedicated computer and telephone hook-ups. Staff briefly reviewed City-owned property and determined that there are three potential sites that meet the minimum size requirement. These include the Downtown Library, the current PASCO site on Geng Road and the property on Embarcadero Road adjacent to the Main Library. Formal evaluations of each of these sites would be necessary prior to the development of any specific location recommendation. Beeanse there will be varying levels of impacts to adjacent neighborhoods associated with each option, staff intends to facilitate participation from the residents of those neighborhoods as part of the decision making process. An additional factor that enters into the site selection process is Council’s direction on the library master plan that will be presented to the Council within the next few months. Reuse of Civic Center Space - There are numerous alternatives for reuse of space that would be vacated at the Civic Center onthe sixth floor, and in the Police wing. Some preliminary ideas include the potential relocation of the Downtown Library if that site was selected for the new public safety building; a one-stop permit center; and additional office space for other departments. While staff is not prepared at this time to make any specific recommendations, a logical course of action would be for the City to hire a consultant to evaluate the space and develop the recommendations as part of this overall effort. Funding Mechanism - Other cities that have funded such capital expenditures have used various financing options. A common option, the use of redevelopment money, is not available to the City of Palo Alto. The options include: : General obligation (GO) bonds can be issued to pay for capital projects related to real property acquisition, new building construction, and major renovations to existing buildings or building systems. GO bonds generate a new source of funding through a lien on property tax bills of all Palo Alto properties. The issuance of general obligation bonds requires a general election and the approval of two-thirds of the voters. CMR:342:97 Pa~e 10 of 13 Because GO bonds are paid for through additional revenue from property taxes, they have no impact on current General Fund spending levels or programs. In other words, because they provide .additional funds, they do not require that existing programs be reduced or other types of revenue increased. However, because this method of financing requires voter approval, it is more difficult to obtain. The City of Palo Alto has not issued GO bonds for many years. bo Certificates of Partie~ation: Another fmaneing mechanism available to the City is Certificates of Participation (COPs). With COPs, the financing is not technically considered "debt" but instead is a long-term lease. Because COPs are considered long-term leases, they are exempt from the State Constitution’s requirement for voter approval of long-term debt. They are commonly used in California, and have been used by the City of Palo Alto to fund improvements at the Golf Course (1978) and the Civic Center for seismic improvements (early 1980s). COPs allow the City to raise tax-exempt funds through the leasing of a public facility to a non-profit corporation that the City establishes as a separate legal entity. That entity enters into a long-term lease arrangement with the City to lease a City asset. Investors buy. shares of the lease payments in the financial markets. The proceeds from this sale of the long-term lease are then used to finance the coustmetion of the improvements. The City pays back the investors by leasing the facility back from the corporation, with the lease payments serving as debt service payments: At the end of the lease period, typically 20-25 years, the lease obligation is disencumbered and the City retains full title to the asset. As with GO bonds, COPs may be used to finance land acquisition, construction of new buildings, and major renovations to existing buildings or building systems. Unlike GO bonds, the lease payments come out of the General Fund’s existing revenues, as no new revenue is generated. Thus, they obligate the City over the life of the payments, and potentially restrict the City’s future ability to offer new programs and services. ~: Another financing option available is the use of reserves to fund capital expenditures. Given the estimated expense of either option, while the whole cost could not be funded out of reserves, a portion of it could be. P_ay_A,~IL~: Another financing option is "pay as you go," which is how the City has historically paid for capital expenditures. Similar to the use of reserve funds, the projected cost of either option precludes this method of financing. STEPS/PROJECT TIMELINE Pending Council approval of staff’s recommendation to initiate a formal process for site selection, design, and construction of a new public safety building, the following represents the actual steps associated with the process and an estimated timeline: Initiate process for completion of a detailed needs analysis; architectural program; concept design; and site selection. August 1997 - September 1998. This step would include the selection of a consultant to assist with the formal needs analysis, identification of preliminary architectural issues, and evaluation of potential sites. Finalize financing plan, prepare preliminary design, Complete environmental impact assessment, and finalize relocation plan. October 1998 - August 1999. 3.Prepare final design, obtain appropriate permits, obtain financing, bid/award construction contract. August 1999 - June 2000. 4. Construction of new facility. June 2000 - June 2002. As indicated in the attached study, the estimated cost for Option 1 is approximately $19,200,000 and Option 2 is $31,600,000. It should be noted that these estimates have been escalated to the projected midpoint of construction. In other words, these are estimated for the year 2001 dollars. Projected costs for Option 2 include land acquisition costs and, if City- owned property was selected as the potential site, the property purchase price would be eliminated. If the land cost is eliminated, the cost of Option 2 would be approximately $2 million more than Option 1. Costs for both options include new furniture and equipment. It is important to point out that estimated costs for Option 2 do NOT include those associated with renovation of the current Civic Center space currently occupied by the Police Department so that the space could be used for other services. Staff estimates these renovation costs would be several million dollars. ENVIRONMENTAL ASSESSMENT CMR:342:97 Page 12 of 13 An environmental assessment would be necessary prior to final decisions being made and therefore would be part of the proposed formal process. Attachment 1: Matrix of Other Cities’ Public Safety Building Projects EKONA Feasibility Study PREPARED BY:Lyrme Johnson, Assistant Police Chief Judith A. Jewell, Deputy Fire Chief Shannon Gaffney, Senior Fin~alyst ~FIRIS DURKIN, Police Chief CITY MANAGER APPROVAL: ce Joette Farrand ~ff, Administrative Services Director , CMR:342:97 Page 13 of 13 Palo Alto Public Safety Building FEASIBILITY STUDY Prepared For: City of Palo Alto Public Works Engineering 250 Hamilton Avenue Palo Alto, California 94301 Prepared by: EKONA Architecture + Planning 121 Second Street, Studio Suite 333 San Francisco, California 94105 FINAL REPORT July 15, 1997 Table of Contents .1. 2. 3. 4. o 6. 7. 8. 9. Executive Summary Introduction Space Needs Assessment Operational Deficiencies Evaluation Site and Building Analysis Concept Studies Cost Analysis Concept Evaluation & Conclusion Appendix 9.1 9.2 Structural Report 9.3 Space Needs Assessment Mechanical/Electrical / Plumbing Rep6rt 9.4 Conceptual Project Estimate 9.5 9.6 9.7 Code Analysis Concept Evaluation List of Par~cipants Table of Contents 1. Executive Summary Palo Alto Public Safety Buildin.q Proiect Feasibility Study SECTION 1 - EXECUTIVE SUMMARY Introduction In Mamh of 1997 the City of Palo Alto, as a result of a Request for Qualifications, retained EKONA Architecture + Planning to prepare a Feasibility Study for the expansion of the existing Palo Alto Police Building or the construction of a new Public Safety Building. The goals of the Feasibility Study are to: 1.Assess the current and future space needs of the Police and Fire Departments; 2.Evaluate existing buildings, systems, and site for expansion and renovation potential. 3.Assess current operational deficiencies and evaluate their potential liabilities. 4.Develop and evaluate conceptual options to meet the projected needs over the next twenty (20) years. These options include: a.Option 1: Expand the current Police Department building at the Civic Center. b.Option 2: Construct a new building, on a site to be determined in the future. c.Option 3: Make no major change to the existing facilities. 5.Evaluate construction phasing options, and develop conceptual project estimates. 6.Select an option that best meets the long-term goals of the Police and Fire Departments Study Approach The consultant team, in concert with a City of Palo Alto Core Team and a Management Task Force, prepared the Feasibility study, which is the subject of this report. It includes the following seven major components: 1.Project Goals a. Goals have been established by the Core Team to guide the Feasibility Study Space Needs Assessment a.Current and future space requirements for the Police and Fire Departments have been developed in order to verify the adequacy of current space, and to project future space needs. b. Data has been collected through interviews with Key Police and Fire Department staff. c. Projections of.staff and City population were evaluated and compared with data from other California Public Safety Facilities with similar performance standards. 3.Operational Deficiencies Evaluation ao Each functional area within the existing Police and Fire Department buildings has been reviewed in order to document deficiencies that impact their ability to operate efficiently and safely, and in compliance with governing laws and codes. The resultant deficiencies list that has been prepared includes both observations from the consultant team walk-through, and information provided by the Police and Fire Department staff. City of Palo Alto Page 1 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study o Site and Building Analysis a.Review of existing building plans, prior studies, and al! available relevant reports. b.Review of governing codes and zoning reqL~irements. c.Visual analysis of existing building and site conditions. d.Technical review of existing building systems (structural, mecha.nical, plumbing, fire protection, electrical, and telecommunications). eo Review of building code requirements for Essential Service Facilities. f. Review with City Maintenance officials. 5.Concept Studies a.Preparation of options for addition/renovation to the existing Police Building, as well as options for construction of a new Public Safety building. b. Evaluation of construction phasing which minimizes disruption to operation of Police and Fire services c.Evaluation of the possible impact of making no change to current Police and Fire Department facilities. 6.Cost Analysis o ao Conceptual Construction Estimates: Initial construction cost estimates were prepared for the two options. These estimates were prepared from concept level drawings, building systems reports, space needs analysis, and outlines of_materials, finishes and equipment appropriate to each function in new or renovated space. b. Conceptual Project Estimates: The conceptual construction estimates were then expanded into project estimates by the inclusion of estimates or allowances for costs of land, various professional fees, furniture, equipment, and administrative expenses. Concept Evaluation and Recommendation ao bo Evaluation of each concept option for: ability to meet~ programmatic needs; impact on operations; quality of work environment; urban design impact; use of existing resources; phasing opportunities; and project cost. Each design concept option was evaluated by a discussion of the merits, or "pro’s and con’s" of each option with both the City Core Team and the Management Task Force. The City of Palo Alto and the Consultant Team have evaluated the results of the analyses, and this information has been used to develop the recommended project master plan direction. Summary of Findings 1.Space Needs Assessment (Section 3) Palo Alto is a built-out community with minimal vacant land, and might expect a population growth of approximately 5,000 people, with larger growth in daytime population. As a result of this information, and the space needs assessment study, it is expected that the Police and Fire Departments need a facility containing approximately 50,000 square feet, plus additional City of Palo Alto Page 2 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study o warehouse and parking areas. The required space needs are consistent with other California cities of a similar size and standards. The total required square footage is approximately twice the area currently occupied by Police and Fire Departments at the Civic Center and in’other locations. This is largely due to the fact that Police and Fire Departments have outgrown their existing facilities. Operational Deficiencies Evaluation (Section 4) Based upon the age of the building, the growth of the Police Department in thirty years since the building’s construction, and changes in codes and standards for Police buildings, the current Police building does not meet the needs of the Police Department. It is too small to meet programmatic needs, operationally and technologically deficient, and does not conform with some current codes and standards. -- Due to a lack of consolidated space for the Fire Department, staff is dispersed between four sites. The result is inefficiency and related staff costs, security risks, health and safety risks, confidentiality problems, evidence tracking problems, and potential legal concerns. Site and Building Analysis (Section 5) The following general conclusions resulted from the review of the existing Police building and site: a.The building does appear to have adequate strength to resist 1994 Uniform Building Code (UBC) seismic forces for an Essential Service Building. However, some building features, including the roof connection to the Council Chambers, should be upgraded if major building renovation occurs. b.Existing mechanical equipment has been well maintained, but has no capacity for expansion. c.Plumbing is in good condition, but some upgrades for accessibility are required. d.The building is fully sprinklered. e.The existing electrical service and emergency power has no capacity for expansion. f.The existing lighting is thirty (30) years old and needs replacement. g.The existing fire alarm system is in good condition. Concept Studies (Section 6) Three options have been evaluated as part of this feasibility study, including the following scope: Option 1:Expand the current Police Department building at Civic Center ® Seismic strengthening of Police building foundations and structure, including Levels A, B, and C, to accommodate upward expansion. Renovation of existing Police building, Level A and Podium Level Option 2: ¯Expansion of existing Police building upward, including build-out of existing mezzanine shell, and addition of two floors above existing roof. Construct a new building, on a site to be determined in the future. City of Palo Alto Page 3 EKONA Architecture + Planning Palo Alto Public Safety Building Proiect Feasibility Study o o Construct a new Public Safety Building including an on-site warehouse on site to-be-determined. Minimum lot size: .75 acre to 2.25 acres, depending upon location and services. o Provide secure parking for4}2 city-owned vehicles in a below-grade, secure parking structure. Provide non-secure parking for 152 privately owned employee vehicles. Option 3:Make no major change to the existing facilities This option evaluates the effect on operations if no building change in building size is made. It is assumed that some budget allowance will be required, regardless, to maintain and renovate the building according to typical policies and procedures. Cost Analysis (Section 7) Initial evaluation of Options 1 and 2, the two building options, based upon current conceptual project costs, indicates that the renovation option, Option 1, is approximately $2 million less than the construction cost for a constructing a new building, before factoring in land cost, if required. It should be noted, however, that Option 2 provides both a new building for Police and Fire Departments, plus returns approximately 29,000 square feet to the City for reuse. Costs associated with Option 3, the no-build bption, are not estimated. Concept Evaluation and Recommendation (Section 8) Each concept option has been evaluated against the criteria established for the feasibility study, including: ability to meet programmatic needs; impact on operations; quality of work environment; urban design impact; use of existing resources; phasing opportunities; and project cost. It is the project team’s unanimous recommendation that the City of Palo Alto adopt Option 2, construction of a new Public Safety Building, as the best response to Fire and Police Departments’ requirements and stated goals. Further study will be required in 6rder to evaluate and select an appropriate site. City of Palo Alto Page 4 EKONA Architecture + Planning 2. Introduction Palo Alto Public Safety Buildin,q Proiect Feasibility Study SECTION 2 - INTRODUCTION Introduction This report contains findings by EKONA Architecture + Planning, working with the City of Palo Alto, related to development of a feasibility study to assess the needs and potential for growth of the Police and Fire Departments. The Police Department is currently located in the Police Building at the south side of the Civic Center site. The Fire Department is dispersed among four sites, including the City Hall Tower at Civic Center, and three off-site Fire Stations, due to lack of space. The study assumes that the two departments, currently housed in separate buildings, will be combined into one Public Safety Building with shared support facilities, where appropriate." The scope of the feasibility study, as outlined in the Executive Summary, includes the following: 1.Assess the current and future space needs of the Police and Fire Departments; 2.Evaluate existing buildings, systems, and site for expansion and renovation potential. Assess operational deficiencies, and the effects of making no substantial change to the current facilities. Develop and evaluate conceptual options to meet the projected needs over the next twenty (20) years. These options include: a.Option 1: Expand the current Police Department building at Civic Center b.Option 2: Construct a new building, on a site to be determined in the future. c.Option 3: Make no major change to the existing facilities 5.Evaluate construction phasir~g options, and develop conceptual project budgets. 6.Select an option that best meets the long-term goals of the Police and Fire Departments Project Goals To guide the overall Feasibility Study, the project team adopted the following goals: 1.Provide an efficient, effective, safe and secure work environment for Police and Fire Staff. Provide an appropriate space for current and future needs while taking types and levels of services, and technology into consideration. = 4. 5. 6. Balance code/regulatory requirements and costs for a compliant and effective investment. Improve public and staff environments consistent with the City’s’ customer service philosophy. Keep disruption to current Police and Fire functions to a minimum. Control capital funds to produce the best value considerate of both first and life costs. 7.Upgrade building systems to extend useful life of building and reduce operating costs. City of Palo Alto Page 5 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Project Feasibility Study Project Site and Existing Police Building The Palo Alto Police Building was designed in 1967 and constructed in 1970 as part of the Palo Alto Civic Center project. The Civic Center site occupies one city block, bounded by Hamilton Avenue on the north, Bryant Street on the east, Forest Avenue on the south, and Ramona Street on the west. The Civic Center site includes: Three levels of below grade parking Three connected podium-level buildings above the parking which include: a.an eight story tower housing City Hall to the North; b.a one story building housing the Council Chambers in the center section; c.a podium level Police Building (including space on Level A parking, and an undeveloped mezzanine) on the South side of the site facing Forest Avenue. The area surrounding the Civic Center is of a downtown commercial scale to the north, east and west sides, and medium-density residential to the south. " City of Palo Alto Page 6 EKONA Architecture + Planning Space Needs Assessment Palo Alto Public Safety Buildin.q Proiect Feasibility Study SECTION3-SPACE NEEDS ASSESSMENT Goals The goal of the Needs Assessment is to provide an overview of operational and space needs for the Palo Alto Public Safety Facility. This information will be used for developing expansion and renovation concepts for purposes of cost analysis and long-range planning. The Needs Assessment includes an assessment of current facility space needs, as well as projected space needs for the next twenty years. It is not a detailed architectural program, nor a detailed comparison between current existing conditions and ideal conditions. Methodology This information has been developed through the following sources: 1.Interviews with key Police and Fire Department staff. 2.Review of Departmental statistics. 3.Review of projections on population. 4.Evaluation and comparison with data from other California performance standards. Police Facilities with similar Project Assumptions In the process of preparing the Needs Assessment, issues arose regarding future policies and procedures. Assumptions were made for the purpose of developing the Feasibility Study, which affect both the Needs Assessment and the development of Design Concept Options. A summary of these issues includes: Policy Issues The project will includ~ accommodation of parking for City-owned vehicles, and parking for ¯ private employee vehicles. -- 2.A Firing Range will not be included in the Police Facility program. The building will be designed to a seismic standard higher than the Uniform Building Code (UBC) requirement for an Essential Service Facility. The specific approach will be confirmed. Planning Assumptions The location of an alternate site for exploration of concept options has not been determined at this time, and co~,ld be the subject of a subsequent study. For planning and cost estimating purposes, the team will make some assumptions about the requirements of a new site. City of Palo Alto Page 7 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Project Feasibility Study Bicycle Storage is currently held in off-site lease space. This project will include the costs for providing required warehouse space. The issue of providing private offices or open office areas for Detectives is being evaluated as part of the Space Needs Assessment. Both options are included, and private offices are assumed, as a worst case, for cost estimating purposes. Training Facilities are proposed as shared space by Police and Fire Departments. Administrative/Departmental Assumptions Fire Prevention/Plan Check function is proposed to stay with Fire Administration, rather than in City Hall. A dedicated Emergency Operations Center (EOC) will be included in the requirements for the facility. Some support spaces in Police and Fire Department areas will be used by the EOC function in emergency situations, including Conference Rooms. The Communications Center, currently located on A Level of the Police Department, will’be relocated and upgraded. Demographic Characteristics The City can expect the following changes in the next twenty years: 1.As a built-out community with 1.4% vacant land, growth of approximately 5,000 people might be expected 2.Daytime population will likely increase, with increase in daytime services. 3.Population will continue to age, and changes in characteristics that have occurred over past 20 years will continue. Preliminary Findings As a result of the operational analysis and space need assessment it is expected that the Police and Fire Departments will require approximately 50,000 square feet of building space plus 5,000 square feet of warehouse and exterior space, for a total of approximately 55,000 square feet (not including parking). This is roughly double the current area of 28,555 square feet of space occupied by the Police and Fire Departments in existing Civic Center buildings and City Fire Stations. The deficiencies in space which are indicated in the Needs Assessment are due to the fact that the Police and Fire Departments have simply outgrown their existing buildings. However, due to the resourcefulness of the Departments, and the high quality and care given to the available space, the deficiencies are not obvious to those outside the Departments. City of Palo Alto Page 8 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study Comparison with Other California Facilities By reviewing other Public Safety Facilities in California with performance standards similar to Palo Alto, we can check Palo Alto’s current and projected building area needs against an established standard. This standard looks at the relationship between built square footage and number of staff, as follows: California Police Planninq Standard Building Area per person (ideal):250 S.F. per person Palo Alto Police Department Building Area per person (current): Building Area per person (proposed): 156 SF per person 239 SF per person* *not including warehouse and external areas. As indicated in the area comparison, the current Police Department, at 156 square feet per person, is substantially below the Police Department planning standards. While a Police Department can be made operational and efficient in less that 250 square feet per person, it becomes necessary to plan for expanded space when a Police Department reaches the 150 to 180 square feet per person range, since operational effectiveness is impaired within this range The proposed building area of 239 square feet per person, is well within the planning standards for comparable communities and will meet the needs of the Police Department. Space Needs Assessment Summary This table, which follows, summarizes the space needs of the Police and Fire Departments now and in 2017. It includes current and .projected staff counts, current and projected work station counts, and approximate space required for each department, and for warehouse, exterior, and parking areas. The detailed Space Needs Assessment is included in Appendix Section 9.1 Area Summaries, By Department This table, also following, summarizes current space allocations and projected space needs, and- indicates the space deficits in each department now, and in 2017. The percentage of increase in growth that is required to meet needs for each department is also indicated. The average rate of needed growth is 195%. This percentage provides an indicator of areas in the greatest need of expansion. Those areas above the average are typically those with the greatest need, both spatially and operationally, and include Property and Evidence, Detention, Fire Administration, Facility Support, Warehouse and secure vehicle parking. The Dispatch area, while having adequate square footage, is located in the basement without access to natural light, and has operational deficiencies which would cause it to be ranked among the high priority spaces. City of Palo Alto Page 9 EKONA Architecture + Planning Palo Alto Public Safety Buildinq Proiect Feasibility Study Space Needs Assessment Summary 1997’i 20171 DEPT.DEPT, GROSS -3=RCE]x~SQUAI~ FEET FACTOR 1997 1 2017 Cerumen SF~,,, SF ,, AD~N.-PERSONI~ & 3]~NMNG 10 11 10 11 1.35 1920 2007 A~WN - CON~VIL~CA’flONS 26 27 11 13 1.35 1834 1964 SUPPORT SERVtCES-RECORI3S 13 13 16 16 1.35 2633 2633 ISD":’DETECTIMES 18 20 20 22 1.35 33g4 3664 ISD’- PFIOPERTY & EVIDENCE 2 3 3 4 1.4 3531 .....3598 FSO- PAm~L~O~UU~ P~JaNG 7~~6 19 ~1.35 ~4~26 FS~’~ ~zn~mON 0 0 0 0 1,6 20~20~ FSO-~C 20 24 ~8 21 1.35 17~6 IS7S RF~ ~SmA’nON I~.526.5 21 3~I.~~20 ~ FACI u’rY SI.,~PORF 1.35 3877 387~ TOTAL STAFF & ~ATIONS 182.5 212-5 TOTAL D~" I. GROSS S. F. BUILDING PJ-HQENCY FACTOR 163 186 1.25 36753 9188 45941 45273 1511 1.2 1.2 471.= 145( 471-= 145~ STA~S~nCS City of Palo Alto Page 10 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Project Feasibility Study Area Summaries, By Department DEPARTMENT NAME CURRENT LOCATION & S.F. Podium L.~vel A Tower Fire Sta Total PROJECTED VARIANCEFROM % NEED CURRENT Of 1997 2017 1’997 2017 Existing S.F, S.F.S,F. S.F.ior2017 POLICE ADMIN-PERSONNEL & TRAINING 9~8 55 103,’1920 2007 ’887 974 194% ADMIN- COMMUNICA’I’IONS 0 2276 _.2276 1834 " 1964 442 -31;86% SUPPORT SERVICES - RECORDS 1680 - 1680 2633’2632 953 953 157% ISD- DETECTIVES - 2437 2431 "3394 3664 957 122;150% ISD’ PROPERTY & EVIDENCE 1299 1299 3531 3598 2232 2299 277% FSD- PATROL/COMM. POLICING 1070 1875 294~3845;412E 90C " 118iI 14o% FSD- DETENTION 422 42;20941 2094 1672 167;496% FSD- TRAFFIC 1020 1020 1716 187E 696 858 184% RRE ’1 I FIRE ADMINISTRATION 1475 105(3 252i’3720,5746 .....1195 321!227% DEDICATED E O C 2565 2565 2565 256i’ FACILITY 3540 354~562,4 641C 2084 287(STAFF SUPPORT FACILITY SUPPORT 818 828 1646 387~3877 2231 223!236% TOTAL DEPT. GROSS S.F.6983 ....1 t315 NT~=1050 2082;3675i 40555 ....15930 1973;195% BUILDING EFFICIENCY FACTOR 125 125 125 12~ BUILDING GROSS SQUARE FEET 459411 50693 19912 24661 WAREHOUSE 1000 100(4715 4715 ......3715 371! "472% CITY’ VEHICLES 11,400 1140(28240~3104(~16840 1964{272% STAFF PARKING 48800 6040~48800 6040( EXTERIOR AREAS 1450 145C 145(~145( City of Palo Alto Page 11 EKONA Architecture + Planning 4. Operational Deficiencies Evaluation Palo Alto Public Safety Buildin.q Proiect Feasibility Study SECTION 4 - OPERATIONAL DEFICIENCIES EVALUATION Introduction While the previous section of the study evaluated physical space needs, or square footages, under ideal working conditions, this section of the study documents existing operational deficiencies. These deficiencies are, in many cases, related to a deficiency in physical space, which hinders the ability to operate efficiently, effectively and safely. They are also ~. result of an aged building and systems, changes in equipment and technology, and changes in the legal requirements for handling the public, prisoners, records, and evidence. The project team, including the consultant and representatives of the Police and Fire Departments has compiled the following list of Operatio.nal Deficiencies. It is based upon interviews with key personnel, visual inspection of the facilities, and in-depth knowledge of operational problems by the Police and Fire Department staff. It has been used to inform the investigation of the third concept option: No Change to Existing Facilities, and to provide further data to support the basis for a determination of need. List of Deficiencies 1.Overall Building Security / Public Access Due to the needto use of City Hall elevator for required handicap access, building is accessed from two sides (City Hall and Forest Avenue). This makes the lobby area more difficult to" monitor and control. Space is not provided for public interviews, except in open lobby area. The confidentiality of police information and office / employee safety is compromised, as it is necessary to bring the public into private offices. The overall layout of the Police Department-is not conducive for efficient operations, e.g., property / evidence area is on other side of building from report writing area, watch commander’s office is on separate floor from patrol function, etc. 2.Administration / Personnel and Training There are not adequate facilities for the training needs for the Police and Fire .Department resulting in the majority of training to occur off-site and at additional expense. Police and Fire are planning to sharetraining facilities. The spaces should be developed to meet the needs of each department, especially for simulation and interactive video training. b. There is no reception area for the public visiting department administrators and P & T Staff. c,Storage of personnel records is out in the open. or in staff member’s office resulting in compromised integrity of records, as well as numerous interruptions to work. 3. Communications a.The Dispatch Center is located in basement space without access to natural light. Quality of ventilation may require further study, as the current system i~ prone to nuisances (e.g. exhaust odors). The consoles are outdated and are not state-of-the-art design or functionality. The Dispatch center currently does not use a CAD system, but work is in progress to obtain a system. A system purchase within the next year would be able to be moved in a new dispatch center. City of Palo Alto Page 12 EKONA Architecture + Planning o Palo Alto Public Safety Buildin.q Proiect Feasibility Study d.Space for Communications clerical support not adjacent to Communications, which creates inefficient use of work time. e.Communications supervisor’s office is only semi-enclosed, so there is no privacy for counseling / personnel issue sessions and numerous interruptions from people walking through to the Coordinator’s office. Records a.File storage space is inadequate for the mandated 5-year storage requirement. There is no separate space for press representatives to review information, so they must stand at the counter or sit in the open lobby. c.There is no dedicated work space for volunteers who work in the area. d.There is no provision of coat closets for staff members so they must hang their coats,.umbrellas, etc. on hooks in the work spaces, visible to the public, creating an unsightly working environment. e.Separate officer window and window for the public are required and do not exist. f.There is a lack of confidentiality for people who self-surrender on warrants. They are often embarrassed, as they must be processed in front of other members of the public due to lack of space. g.There is no space to install computers for public access to general records. 5. Detectives a.Only one interview room is available, and it is often used for volunteer workspace, requiring detectives to conduct interviews in their offices, compromising officer safety. b.A "soft" interview room for juvenile interviews or victims of sexual assault is required and not provided. c.Only limited reception area is available. d.. Lockers for detectives are located on the stairway landing. This provides no privacy. -- e.Space for video/audio monitoring is required for evidence collection, and is not provided. f.Equipment storage space is totally inadequate creating the need to store various pieces of equipment in individual offices. g.Space is not available for confidential review by the public of sex registrant information in an appropriately supervised public environment except in investigators’ offices. h. There is no.space for volunteers to work. 6. Property/Evidence a.Space is inadequate for the volume of storage. Current high-rise shelving system presents a seismic safety and serious hazard problem, as well as a potential difficulty for evidence-tracking. City of Palo Alto Page 13 EKONA Architecture + Planning Palo Alto Public Safety Building Proiect Feasibility Study While the shelving units are fixed, it is difficult to access upper shelves, and large items on the shelves present a falling hazard. b.The only available space and safe location for storage of hazardous materials that are needed for evidentiary purposes is currently at MSC. This creates the potential chain of custody and security issues. c.The bag/tag area is directly on the prisoner movement/holding path and presents an extreme security risk. do There is no separation between evidence storage and the small evidence processing area, this compromises the mandated evidence handling and tracking procedures. The space for evidence processing is very inadequate in quantity and quality and presents health and safety concerns for staff. Currently, there isn’t space for a safe area to dry items that may carry blood-borne pathogens, nor an area that allows for collection of evidence that may drop from the items. _ There are no darkroom facilities, which means all photo processing must be done by an outside vendor. This compromises the integrity of photos for evidence and provides potential for press and members of the public to have access. Other agencies have recently experienced these compromises to evidence. Additionally, the processing time of evidentiary photos is dictated by that of the vendor, not on the department’s need. g.The only space vehicles can be parked for evidence processing is in the general police garage. This puts the evidence in jeopardy of being contaminated, thus rendering it useless. h.There currently isn’t any separate space for video/audio duplication. There is no separate ID lab. Evidence is currently processed in evidence storage, where it can be contaminated by other evidence. 7.Patrol/Community Policing a.Patrol functions are split between two floors due to space constraints and the configuration does not provide for efficient access and flow for patrol staff. bo Co Community policing staff is located in the detectives’ area due to space constraints. They should be located within close proximity to patrol staff to maximize efficiency. Storage space is inadequate resulting in inefficient deployment of equipment. d.Locker room space and the size of the lockers themselves are substantially smaller than needed for the amount of equipment that is issued to officers. Recharging of flashlights, radios, etc., is done out in the open, creating inventory control problems. e.The lack of small counseling/conference rooms for use by sergeants and lieutenants, together with shared offices, often precludes or interferes with uninterrupted private conversations. Interviews of victims, suspects, witnesses are often done in the open lobby area due to lack of interview rooms. g.There is no space for CSO/volunteers. h.There is no copy/workroom to support staff activities. City of Palo Alto Page 14 EKONA Architecture + Planning PaloAlto Public Safety Buildin.q Proiect Feasibility Study 8. Traffic/Parking a.There is inadequate storage space for traffic/parking officers’ equipment. b.There is no work space for volunteers to use when providing assistance. c.There are not enough work spaces for traffic/parking staff. d.There is no work spaces for volunteers. 9. Detention a.Detention area does not meet the Board of Corrections (BOC) standards for booking or holding. b.Separate holding areas are not provided for juveniles as required by law. c.A secure sallyport does not exist and this compromises officer safety. Prisoners must enter the detention area through patrol vehicle parking area and the potential for escape is significant. d.Prisoner holding area is adjacent to the bag/tag area for evidence. This compromises the evidence, handling process and creates a security problem, as weapons are stored in the" evidence area. 10. Staff Support bo There are not any facilities for staff to use for sleep in the case of disasters, major incidents, or extended court cases. See comment above regarding locker room deficiencies. c. A small closet is currently being used for uniform storage and is inadequate. 11. Facility Support a.A community/training room is needed by Fire and Police Department and does not exist currently. b.A dedicated EOC does not exist and current EOC/training/briefing is not properly equipped. An associated simulation room is also needed for use in disaster situations. c.Overall, the lack of conference rooms presents logistical problems and significant inefficiencies. d.An extremely small armory provides no space for weapon maintenance and repair. Additionally, storage of ammunition and explosives needs to be studied further in order to insure storage is done in the safest manner. e.Only limited space is available at different locations for SWAT equipment, but not in an efficient location for deployment. Secured parking space for all police vehicles is not currently provided. Some marked vehicles, the majority of detective and undercover vehicles, and the radar trailer must be parked on the Civic Center garage. City of Palo Alto Page 15 EKONA Architecture + Planning go 12. Fire a. Palo Alto Public Safety Buildin.q Project Feasibility Study There is inadequate onsite space for property bicycle storage. Currently, the majority of bikes are stored at MSC. This results in an extremely inefficient procedure for showing bikes to people who are trying to identify or reclaim their lost/stolen/found bikes as a volunteer or staff must go out to MSC to show these bicycles. This is a very inefficient use of time. The lack of onsite space, togetherwith the general lack of space, even at MSC, creates safety concerns for those people who must lift/carry the bikes in and out of vehicles and storage containers. Administration Administration/Personnel Currently Fire Department staff is spread out between four sites. This arrangement was necessary due to lack of office space at the City Hall Fire Administration site. Such an arrangement makes day-to-day operations inefficient. It is often necessary to bring various members of staff together for meeting or consultations and valuable time is wasted commuting from satellite sites to City Hall. Clerical support for some off-site staff members is at the City Hall Fire Administration site. This arrangement requires staff to commute to City Hall to forward paperwork for processing by clerical support and often times to return to City Hall to sign the paperwork so it can be forwarded to other departments. There are not adequate facilities for meetings/conferences needed for staff planning, division meetings, etc. The Fire Department currently shares a conference room and classroom with Stanford University Police for meeting and training purposes. Some" meetings are currently held at the Cubberly Training Center, which requires that all personnel commute to that location, representing a reduction in productive time. The Fire Department, in conjunction with other City departments, is exploring methods to streamline the permit process, enabling the public to obtain.necessary reviews and permits in a more timely manner. The current staffing arrangement requires the public to visit multiple locations at City Hall as part of the:permit process. The Fire Department is seeking to provide a "one stop" center to better serve the public. The space would include work space for plan check personnel and others who need to review the plans prior to issuing permits. o Currently files are being stored in boxes under or beside desks due to the lack of storage space. This practice is not only unsightly, but represents a tripping hazard and fire hazard due to the large volume of exposed combustibles. There is also no central supply area for office supplies. A small stock is kept in four drawers. Everything else is stored in an area outside Fire Administration. There is not a spac~ provided for working on small projects, i.e. collating and assembling documents, reviewing building plans or hazardous storage site plans, etc. The current copy machine resides in an approximately 3’x5’ alcove, with no room to work on projects. All projects are assembled and reviewed on the reception counter, which then places that space out of service for the public and developers who come in with documents for Fire Department review. Training Currently audio-tape duping is done on a space-available basis. The Fire Department reproduces monthly training videos, which are sent to each of the fire stations. Duping is being done in the classroom shared with the Stanford University Police. If the classroom is being used for other purposes, tapes cannot be reproduced and distributed. This impacts monthly training. The tapes are a vital part of Fire Department training programs, as they allowdissemination of information in an efficient manner. They allow crews to remain in their first due areas (stations), and receive on-site training, rather than continually reporting City of Palo Alto Page 16 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study to the training center at Station 6. A dedicated duping, recording, and storage area for tapes and related equipment is needed. o With the refinement of audio-visual technologies there has been an increase in the use of multi-media technology for training and communications in the Fire service. The Fire Department does not have an area to produce and broadcast in-house programs. This would be beneficial for training and general communications. Currently department programs must be presented a minimum of 3 times in order to reach personnel on the various shifts. Often, programs are given twic~ a day, for each of the three shifts (for a total of 6 presentations of the same subject matter) to allow for station staffing needs. The ability to send a taped program or conduct an interactive program would reduce the number of times the program would need to be presented. It would also provide a tape to be reviewed by personnel who are unable to attend the session with their crew, or for newly hired personnel. This would be particularly valuable for such mandated training as blood-borne pathogens, safety training, etc. which is not only time consuming for fire personnel, but also requires other City personnel to instruct for multiple sessions. The current Fire Department library is in a storage room at Fire Station 6. Som~ books and video tapes are kept in lockers in a bunkroom. No central location exists to store and maintain textbooks, audio tapes, and video tapes. It is difficult to maintain an inventory on items due to the multiple locations. Facilities The Fire Department will be utilizing the evidence storage area with the Police Department for fire/arson related materials. It is imperative to provide a secure area for the handling and storage of such materials in order for them to be used in the successful prosecution of arsonists. The Fire Department shares, the police department’s concern over the lack of a dedicated Emergency Operations Center (EOC). If ou~: City is to be able to respond to a catastrophic emergency in a timely, well-prepared manner, there needs to be a fully-equipped command center available for immediate occupancy. Valuable time and resources cannot be wasted "getting things set up". City of Palo Alto Page 17 EKONA Architecture + Planning 5. Site and Building Analysis Palo Alto Public Safety Buildin.q Project Feasibility Study SECTION 5 - SITE AND BUILDING ANALYSIS Introduction This section contains the preliminary evaluation of technical, regulatory and planning issues related to the existing Police Building and its site, and a potential new building site. The consultant team, working with the city team, has reviewed available site and building drawings; reviewed building and zoning code requirements; conducted a visual walk-through survey of existing buildings; and reviewed issues with the City maintenance officials. Members of the consultant team have prepared evaluations of existing building system conditions as compared with current codes and standards for an essential service Police and Fire Department facility. The goal is to identify and confirm items that should be modified, replaced or upgraded as part of the project. The team utilized current City evaluations and reports related to ongoing activities, including ADA compliance, hazardous materials abatement, and building maintenance. Site Analysis For the purposes of this study, two alternative approaches are being evaluated for meeting the needs of the Public Safety functions: Renovation/expansion at the existing Police Building within Civic Center complex. New building, on a site to-be-determined. Police Building Site: The Palo Alto Police Building was designed in 1967 and constructed in 1970 as part of the Palo Alto Civic Center project. The Civic Center site occupies one city block, bounded by Hamilton Avenue on the North, Bryant Street on the East, Forest Avenue on the South, and Ramona Street on the west. The site includes: Three levels below grade (Police services on part of level A; parking on levels A, B, and C), with Three connected podium-level buildings above the parking which include: an eight story tower housing City Hall to the North; a one story building housing the Council Chambers in the center section; and a one story (plus an undeveloped mezzanine) Public Safety Building on the South side of the site facing Forest Avenue. The below-grade three-level parking structure provides non-secure public parking as well as limited secure parking for police vehicles. The first level below grade (Level A) also houses Police Department functions including Dispatch, EOC and Training Rooms, and Fitness and Locker Facilities;-and a cafeteria shared with City Hall. There is a 7,000 gallon diesel tank under the street at the Southeast corner of the site (Forest Avenue at Bryant Street) for the emergency generator. Utilities: Utility services enter the Police Building from the north side of the site, and are distributed, underground. Underground utilities available at Bryant Street, Forest Avenue, and Ramona Street includes 6-inch sanitary sewer, 6-inch water, and 3-inch gas. A 10-inch storm drain is located at Bryant Street, and a 12- inch storm drain at Ramona. Existing utilities may not be adequate for expansion at the Civic Center site, and will require further study. Current Space Allocations: The Police Building contains approximately 25,000 square feet on Podium Level and Level A (partially underground service & parking level). The building houses the Police Department, including a small, temporary-holding facility. All prisoners are transported to the County Jail facility in San Jose. Fire Department Administration is distributed among several locations due to the lack of space, including the sixth floor of the City Hall Tower and four (4) off-site Fire Stations. City of Palo Alto Page 18 EKONA Architecture + Planning Palo Alto Public Safety Building Proiect Feasibility Study Some services and program areas are shared with the City Hall Building, including a Cafeteria at Level A, and Telephone and Equipment Rooms. The majority of mechanical and electrical equipment spaces are outside of the Police Department perimeter, since these services originate in the City Hall Tower. For purposes of maintaining Police Department security, systems and services should be isolated from the City Hall function. Site-wide Space Allocations The current allocation of space for the Police and Fire Departments is summarized in the following table, which includes space in both the Police Building (Level A, Podium and Mezzanine levels) and the City Hall Tower (Tower floors 6 and 8): Department/Use Lobby Police Department Fire Department Secure parking Mechanical/Electrical Warehouse Total Level A 15,000 11,400 720 1,000 27,120 First 250 9,150 o 20O 9,600 Mezz 360 360 Tower 6 1,475 1,475 Tower 8 400 400 Fire Sta 1,050 4OO 1,450 Total 250 24,150 2,525 11 400 2,080 1,000 41,405 Notes on Area Distribution Table: 1.Areaways and exterior stairs are not included in area summary. 2.Corridor and toilet spaces are included within the de .partment total when they are completely dedicated to that use. Shared corridors are prorated 50/50. 3. Areas are rounded to the nearest 5 SFo Building Analysis: Police Building General: The Police Building includes a main podium level, which houses the majority of Police Department functions. Level A, directly below, houses temporary Holding Areas, Property/Evidence Storage, Dispatch, Offices, Staff Lockers and-Training Rooms, EOC, and limited secure vehicle parking and storage areas. An unfinished mezzanine level, accessible by drop-ladder from .the main level, appears to have been constructed to accommodate approximately 9240 square feet of future growth. Exterior: The exterior of the building is cast-in-place concrete. The concrete is painted and is in relatively good condition. Some blistering of paint is visible on flashing materials at planter boxes and roof parapets. The building has developed leaks through exterior concrete planter boxes, into both the East and West stairwells. The existing windows are single glazed aluminum, with fixed sash and are in good/serviceable condition. New double glazed windows should be considered, for purposes of energy conservation. Roof: The Public Safety Building has a flat, tar and gravel roof which was replaced entirely within the last year. The roof appears to have adequate slope for drainage, and is in good condition. Interior Building Condition: The building interior has undergone minor renovation and modernization overtime. All finishes have been well maintained, and the interior is in good condition. City of Palo Alto Page 19 EKONA Architecture + Planning Palo Alto Public Safety Building Project Feasibility Study Existing Interior Finishes: The flooring is primarily carpet at the lobby and office areas, and ceramic tile at toilets. Walls are painted gypsum wallboard (GWB). Ceilings are lay-in 2 x .4 acoustical tile with original 2 x 4 T-12 fluorescent lighting fixtures. Police Building Evaluation Structural/Seismic: (See report prepared by Dasse Design Inc. in Section 9.2 - Appendix) The Police Building structural system consists of pre-stressed, post-tensioned concrete slabs at floor and roof supported by reinforced concrete beams and columns. The building is founded on spread footings. In general, the building appears to have adequate strength to resist 1994 Uniform Building Code (UBC) seismic forces for essential services building loading requirements. There is a good probability that the building will survive a moderate to major earthquake with only minor structural damage, due to the recent seismic upgrade of the building. Areas that should be evaluated further include: Non-structural damage, including damage to building systems and wall and ceiling framing systems, may impair functionality of the building in the event of a moderate to major earthquake. The Council Chamber roof .slab connection to the Police Building, and to the City Hall tower, is inadequately detailed and may sustain damage in a major earthquake. This was evaluated during the 1991 seismic upgrade project, and felt not to be at risk of roof collapse by the Engineer of Record on that project. Addition/Renovation Feasibility The existing Public Safety Building mezzanine appears to be adequate to resist the additional gravity loads of a new relatively lightweight floor. This floor would be appropriate only for office functions; no point loads, such as heavy equipment or library use would be possible without additional upgrade to the structure. Based on limited investigation, it appears that it would be possible to expand above the existing roof of the Public Safety Building. This would require; jacketing of columns, enlargerfient of existing footings, and the construction of a new floor above the roof slab, due to the addition of upturned beams during the recent seismic upgrade. Building Systems (See attached report prepared by MCT Engineers, Inc. in Section 9.3 - Appendix) Heating, Ventilating and Air Conditioning: Heating, ventilating and air conditioning for the Public Safety Building is provided from the chillers and boilers at the 8th floor of the City Hall Tower. The existing chiller is scheduled to be replaced with one of the same capacity (300 ton) to meet current needs. No additional capacity will be available for Public Safety Building expansion. The existing boiler was evaluated during the previous buildout, and it has been determined that no additional capacity exists on this system. City of Palo Alto Page 20 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study Plumbing: Plumbing appears to be in serviceable condition. Some, but not all, toilet rooms have been upgraded to comply with accessibility requirements. Existing 240 h.p. Sump pumps have recently been replaced with submersible type. Fire Protection: The Public Safety building was fully spfinklered in 1994, under the 1991 Building Code. Power: Eiectrical Service (including service, transformer, main bus, generator) to the Public Safety Building is provided from the A Level of the City Hall complex. The electrical system has reached its maximum loading, and has no capacity for expansion. There are two emergency generators (1 @ 150KW, 480/277V; 1 @ 99KW/124KVA) housed on A Level at the Public Safety Building to service the Police Building and the ,City Hall Data Processing equipment. Both generators have reached their load limit, and have no additional capacity. There is a 7,000 gallon underground diesel tank to supply the generator with leak detection at the Communications Room. An Uninterruptable Power Source (UPS) system was added in 1989 (Liebert 75KVA) to serve Police and Fire Dispatch, 911, 2nd Floor (Tower) Data Processing/Finance, and Main Switchboard Room for City Hall and Public Safety. Forty (40) batteries were replaced 3 years ago. No spare capacity exists on UPS system. The City of Pato Alto maintains the existing transformer vault, on the East Side of the City Hall complex.. Lighting: Existing lighting is original, and includes 2 x 4 T-12 fluorescents in a lay-in ceiling system. Lighting should be replaced with energy efficient T-8 lamps, and electronic ballasts. Lighting controllers should be used. Fire Alarm: The Fire Alarm System for City Hall, Police and Council Chambers was upgraded in 1993 with an addressable system, and includes heat and smoke detectors, strobes, speakers, manual pull stations and fire sprinkler system. Telecommunications: The Dispatch Center, located at level A, below the Council Chambers, is a fully consolidated function serving the City of Palo Alto Police and Fire/Paramedics, Stanford University Police, and Fire, Public Works dispatch, and Utilities dispatch. This department also monitors alarms at City- owned buildings and at the Stanford University Linear Accelerator. The Transmitter Room is on the ninth floor of City Hall. The 911-controller switch is owned and maintained by Pacific Bell. City-owned alarm technology is three generations old, and a CAD dispatch system is not in place at this time. CAD implementation is expected by 1998. The UPS system (3 KVA) has reached capacity, and is of the dry cell type, which is no longer allowed by the National Fire Protection Association (NFPA) standards. Future UPS systems must be wet cell type. The Dispatch consoles are outdated and do not address critical ergonomic requirements. The Dispatch Center is below grade, and has no access to daylight. The entire Dispatch Center should be replaced and upgraded. City of Palo Alto Page 21 EKONA Architecture + Planning Palo Alto Public Safety Building Proiect Feasibility Study Security System includes: Proximity card readers at 11 Police Department doors, Two automatic gates at entry/exit to secure police parking operated by Dispatch, via intercom (voice identification only/no cameras), ¯ Closed circuit television (CCTV) at six locations (monitored at Dispatch): two at parking, one at entry to Police Desk, one at juvenile holding corridor, one at holding cell, one at entry to Dispatch. Closed circuit television (CCTV) at two exterior locations (monitored at Lobby Desk) Duress Alarms at’Lobby, ISD, and Holding areas, are monitored at Dispatch. General Building Issues Existing Hazardous Materials: The City has conducted thorough investigation of hazardous materials. Removal of asbestos, contained in spray-on .acoustical wall and ceiling materials, is complete. Original fluorescent lighting fixtures may contain hazardous materials in the ballasts. This will be an issue when lighting is upgraded and old fixtures are removed for disposal. Building Code Compliance: The California Building Code has undergone numerous changes since the Public Safety Building was constructed. As a result, there are a number of areas where the building I~as code deficiencies, which wouldhave to be corrected were the facility to have a significant addition or renovation. Accessibility: One of the most significant evolutions in the code is in the area of handicapped access. Title 24 and the Americans with Disabilities Act (ADA) have established many requirements that impact the Civic Center and the Public Safety Building. In October of 1995 an Access Compliance Program was established for the Palo Alto Civic Center to identify items requiring upgrade, and their associated costs. Implementation of this program is underway. In the Public Safety Building the most significant deficiency is the lack of direct public access at the public entrance to the Police Department, and handicap access between Podium level and Level A. The Police Department is elevated one half level above the street, and there is no ramp or elevator to the Police Lobby. Currently, handicap access to the Police Department is provided by entering the City Hall Lobby at grade and crossing through the Council Chambers. Handicap access to Level A requires exiting the Police Building through the Council Chambers, and returning via the City Hall elevator and Level A underground parking. Exiting: The exit facilities provided are located appropriately and are generally compliant. Occupancy Separations: Because of the physical connection to the City Hall and Council Chambers, and the variety of functions served by the Public Safety Building, several types of occupancies are adjacent to each other within the building. The California Building Code requires physical separations, or fire walls, between occup.ancies of different types. The separation that is required by any given type of occupancy is based upon its presumed life safety risk or vulnerability. These required physical separations are provided with a fire rating indicated in number of hours (i.e.: N = no rating, 1 = 1 hour, 2 = 2 hours, etc.). The higher the rating, the greater protection from flame-spread the separation provides. The following table, summarized from Table 3-B of the California Building Code, indicates the separations required between types of occupancy within the existing Public Safety Building: City of Palo Alto Page 22 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study Adjacent Occupandes Occupancy Classification B I Div. 3 A Div. 3 S Div. 3 Offices B 2 N 1 Detention IDiv. 3 2 ,2 1 Coundl Chambers A Div. 3 N 2 N Parking Garage S Div. 3 1 1 1 From review of the existing documentation, it would appear that the required separations are not generally provided. Any significant renovation or re-planning of the space would have to correct the non- compliant separations. City of Palo Alto Page 23 EKONA Architecture + Planning 6. Concept Studies Palo Alto Public Safety Buildin.q Project Feasibility Study SECTION 6 - CONCEPT STUDIES Introduction The Concept studies presented here include investigat~n of three options: 1) expansion of the existing Police building upward to accommodate program requirements of both Police and Fire Departments 2) Construction of a new Public Safety Building on a site to be determined, 3) No change to current situation. The definition of three options arose from the evaluation of both existing needs and potential resources. The concept studies for Options 1 and 2 include a summary sheet with of scope of work, program accommodation, phasing requirements, planning issues, and square footage distribution. This is followed by a concept site plan, and concept sections and stacking diagrams. Option 3, the "no-build" option includes documentation of potential impacts of not responding to current space .and operational deficiencies. Option 1: Expand Existing Police Building at the Civic Center Scope includes: 1.Seismic strengthening of Police building foundations and structure, including Levels A, B, and C, to accommodate upward expansion. Renovation of existing Police building, Level A and Podium Level Expansion of existing Police building upward, including build-out of existing mezzanine shell, and addition of two floors above existing roof. Option 2: Construct a new building, on a site to be determined Scope includes: 1.Construct new 50,000 square foot Public Safety Building including a 5,000 square foot warehouse. The site would be determined in a subsequent project phase. Minimum site size: .75 acre to 2.25 acre. -. 2. Provide secure parking for 82 city-owned vehicles in a below-grade, secure parking structure. 3. Provide non-secure parking for 151 private employee vehicles. Option 3: Make no major change to the existing facilities Scope includes: 1. This option evaluates the effect on operations if no building change is made. 2.It is assumed that some budget allowance will be required, regardless, to maintain and renovate the building according to typical City policies and procedures regarding maintenance and operations of its buildings City of Palo Alto Page 24 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Project Feasibility Study CONCEPT OPTION 1; SUMMARY Renovate / Expand Existing Police Building Scope of Work 1.Seismic strengthening of Police building foundations~ and structure, including Levels A, B, and C, to accommodate upward expansion. 2.Renovation of existing Police building, Level A and Podium Level 3~Expansion of existing Police building upward, including build-out of existing mezzanine shell, and addition of two floors above existing roof. Program Accommodation o Requirement for City-owned vehicle parking cannot be met within project area. Existing 23 spaces at Level A to remain. Unmet need exists for 59 spaces for secure vehicles. Requirement for 4715 S.F. warehouse cannot be met on-site.Returns approximately 1,500 S.F. of space at City Hall Tower, 6th Floor. Seismic upgrade will result in a minor loss of parking on levels A, B and C due to increased column size. Phasing Requirements Requires displacement of entire Police Department, including dispatch, off-site for duration of renovation (18 months). Possibly requires displacement of Council Chambers function for some duration of construction process, due to dust and noise (6 to 12 months). Per zoning requirements, expansion of approximately 29,000 square feet will require additional parking, or payment of in lieu fees for lack of parking. Planning Issues Limited footprint floor area/multi-floor configuration will require functional groups to be spread over more than one floor. Vertical Expansion with small floor plate area requires higher pementage of area for elevators, stairs, and mechanical/electrical shafts. Lack of ability to provide 115 parking spaces, which are required by zoning ordinance based on proposed area expansion. Square Level A Podium Mezzanine 3rd Floor 4th Floor Footage Summary Addition .0 9,600 s.f. 9,600 s.f. 9,600 s.f. Renovation Parkin~q~. To~~ 11,600 s.f.11,400 s.f.11,600 s.f. 9,600 s.f.9,600 s.f. 0 9,600 s.f. 0 9,600 s.f. 0 9,600 s.f. TOTAL 28,800 s.f.21,200 s.f.11,400 s.f.50,000 s.f. City of Palo Alto Page 25 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Project Feasibility Study CONCEPT OPTION 1: Renovate / Expand Existing Police Building Concept Diagram SITE PLAN City of Palo Alto Page 26 EKONA Architecture + Planning Palo Alto Public Safety Bui din,q Proiect Feasibility Study CONCEPT OPTION 1: Renovate / Expand Existing Police Building Con’cept Diagram (E) CiTY HALL TOWER (E) COUNCIL CHAMBERS (E) DOWNTOWN UBRARY FOREST AVENUE ELEVATION AT RAMONA STREET STREET ELEVATION City of Palo Alto Page 27 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Proiect Feasibility Study CONCEPT OPTION 1." Renovate / Expand Existing Police Building Concept Diagram FO~RTHLEVFJ. STACKING DIAGRAM City of Palo Alto Page 28 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Pro)ect Feasibility Study CONCi=PT OPTION 1." Renovate / Expand Existing Police Building Concept Diagram FOREST AVENUE EXISTING A LEVEL FLOOR PLAN City of Palo Alto Page 29 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Proiect Feasibility Study CONCEPT OPTION 1: Renovate / Expand Existing Police Building Concept Diagram FOREST AVENUE EXISTING PODIUM LEVEL FLOOR PLAN City of Palo Alto Page 30 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study CONCEPT OPTION 2: SUMMARY New Police Building Scope of Work 1.Construct new Public Safety Building including an on-site warehouse on site to-be-determined. Minimum site size: .75 acre to 2.25 acre. 2.Provide secure parking for 82 city-owned vehicles in a below-grade, parking structure. 3.Provide non-secure parking for 151 private employee vehicles. Program Accommodation 1.All Public Safety program requirements accommodated. o All existing Fire/Police space in the current Police Building, City Hall and Fire Stations (approx. 28,555 S.F. of currently useable space) is available for other use. MSC transport requirements (bicycles and hazardous evidence storage) are eliminated. Phasing Requirements Phasing requirements vary according to conditions at selected site, as follows: a. Privately-owned, occupied site: requires land purchase, business relocation, and demolition of structures on site. b.Privately-owned, unoccupied site: requires~land purchase. c.City-owned, occupied site: requires relocation of users, and demolition of structures. d.City-owned, unoccupied site: no major phasing requirements. Planning Issues Any proposed site should be evaluated for land-use compatibility, available utilities, access to Civic Center, geographic relationship to community service, image, and size. Site size will dictate building and parking configuration. A larger site (1.5 acres minimum) would allow the construction of a two-story building, with two levels of parking below .grade. A smaller site (.75 acre) would require the construction of a three-story building with a smaller footprint; with two levels of parking below grade. The greater the distance of the building site from the Civic Center, the higher the cost of fiber optic connection for data and telecommunications, to existing Civic Center systems. Square Footage Summary (this would require adjustment after site selection) Underground New Building Parking Total Parking 2 14,000 14,000 s.f Parking 1 8,000 s.f.14,000 22,000 s.f. 1= Floor 22,000 s.f.22,000 s.f. 2rd Floor ...20,000 s.f.20,000 s.f. TOTAL 50,000 s.f.28,000 s.f.78,000 s.f. City of Palo Alto Page 31 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Proiect Feasibility Study CONCEPT OPTION 2: New Police Building Concept Diagram SITE PLAN City of Palo Alto Page 32 EKONA Architecture + Planning Palo Alto Public Safety Building Proiect Feasibility Study CONCEPT OPTION New Police Building Concept Diagram City of Palo Alto Page 33 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study CONCEPT OPTION 3: SUMMARY No Major Change to Existing Buildings Scope of Work 1.No change to current Police or Fire Facilities. However, there will be costs associated with continued maintenance upgrade of the existing facilities. Program / Cost Impact Issue (Non-Construction) 1.Police operational inefficiency (departments, storage, adjacencies) 2.Drop in level of service/response time 3.Lack of Training space 4.Dispatch (air quality/ergonomics/location) 5.Records files/confidentiality (Megan’s Law) 6.Lack of Detectives Interview space 7.Lack of Detectives audio monitoring 8.Evidence storage and handling 11. Hazardous evidence storage at MSC Evidence storage/, processing in same space Lack of secure vehicle evidence processing 12. 13. Lockers/storage inadequate for equipment issued to officers Inadequate spac~ for volunteers 14. 15. Detention area does not meet BOC Standards for Booking & Holding Separate Holding area is not provided For Juveniles Potential $ Impact Number of FTE’s x number of years Property / personal damage Offsite $ / staff time loss due to travel Cal OSHA/illness / legal Inefficiency / legal Officer safety/staff time/legal Staff time on cases Life safety hazard/evidence tracking (case-time & evidence contamination) Security/Chain of evidence Compromises evidence/health & safety risk to staff Contaminated evidence/staff time wasted Inventory control/loss of equipment Limits use of volunteer labor to do tasks otherwise done by paid staff, or not done Legal Legal City of Palo Alto Page 34 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study 16. 17. Issue (Non-Construction) No secure sallyport exists Prisoner holding area is adjacent Bag/Tag and Evidence Potential $ Impact Officer safety/disability claims Security problem with weapon and evidence Handling could result in case and officer safety problem 18. 19. 20. Dedicated EOC does not exist and current EOC / Training / Briefing room is not properly equipped Lack of secure parking for City-owned vehicles Bicycle property storage is off-site, and inadequate in size. Life safety, welfare of community & property Vehicle damage/ineffective sting, due to ability to identify City vehicles Staff time is wasted. Potential for injury inhandling of bikes 21. 22. Fire Department staff is spread between four sites due to lack of space Lack of central files for adequate storage of Fire/Police materials How many FTE’s x number of years Time loss/spent locating materials 23. Issue (Construction) Some allocation of funds would be required for ongoing building maintenance and tenant improvements Potential I.~..L.~act Unknown at this time City of Palo Alto Page 35 EKONA Architecture + Planning 7. Cost Analysis Palo Alto Public Safety Buildin.q Proiect Feasibility Study SECTION 7 - CONCEPTUAL ESTIMATES Introduction The goal of the Conceptual Project Estimate is to assist the City and consultant team with cost-benefit evaluation of both concept options. Construction Cost Estimates have been prepared from concept plans, square footages established by the Space Needs Assessment, and the description of recommended work defined in the existing Site and Building Systems Analysis reports. Construction costs, were then inserted, as appropriate, into the City’s Conceptual Project Estimate. Specific goals of the conceptual project estimates include: Provide range-order construction and project costs of required improvements for the projected need. 2.Provide a comparative analysis of the two concept options, to aid in the selection of the most appropriate option. Conceptual Project Estimates Construction cost estimates have been prepared based on the quantity survey/unit price method for the proposed addition, renovation, site and building systems improvements. The qualitative assumptions for developing the construction cost includes a seismically dampered steel frame; exterior materials which include detailed stucco walls, clay tile roof, and heavy duty commercial windows; and high quality mechanical, electrical and interior building systems which are required for a heavily used Essential Service Public building. Costs are based on a single bid general construction contract. Estimates are prepared in "today’s dollars" and have an allowance for recently changed construction market conditions and escalation to the midpoint of construction for a forty-eight month design and construction project. Therefore, these estimates do not provide a true estimate for project work in the future, but provide comparative costs as though they were to be constructed in 2000. After determination of construction costs, these estimates were expanded to include total project cost. This was done by the inclusion of probable land costs, historical estimates for equipment; allowances for fees and studies; and estimates and allowances for administrative and relocation costs. The summary of these conceptual project estimates is included in this section, and detailed construction cost estimates, prepared by Saylor Consulting Group, are included in the Appendix. Concept Options Summary The summary sheet, Which follows, provides a matrix indicating each concept option and its associated .project cost, by cost category. Cost categories include Land; Construction; Equipment; Architecture/ Engineering (A/E) fees; Project Administration, Relocation Costs, and In Lieu Parking Fees. Initial evaluation of the two building options, based upon current conceptual costs, indicates that the renovation option, Option 1, is approximately $2 million less than the cost for a constructing a new building, before factoring in land cost, if required. City of Palo Alto Page 36 EKONA Architecture + Planning Palo Alto Public Safety Building Project Feasibility Study It should be noted, however, that Option 2 provides both a new building for Police and Fire Departments, plus returns approximately 29,000 square feet of useable space, plus 11,400 square feet of parking, over to the City for reuse. No attempt has been made to associate dol!ar costs witl’; the "No change" option. City of Palo Alto Page 37 EKONA Architecture + Planning Palo Alto Public Safety Bu Idin,q Proiect Feasibility Study ESTIMATED COST SUMMARY COST CATEGORY A. LAND B/C/D. CONSTRUCTION E. EQUIPMENT F. RELOCATION COSTS G. IN LIEU PARKING FEE GRAND TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL OPT, ION Iz $200,000 $13,506,000 . $1,768,000 $1,650,000 $2,053,000 OPTION 2 (NEW BUILDING) $10,200,000 $19,604,000 $1,768,000 $0 $0 $19,177,000 $31,572,000 OPTION 3 (DO NOTHING) City of Palo Alto Page 38 EKONA Architecture + Planning 8. Concept Evaluation & Conclusion Palo Alto Public Safety Building Proiect Feasibility Study SECTION 8- EVALUATION & CONCLUSION Introduction In order to evaluate costs, benefits and project priorities, the consultant and City team conducted regular meetings over the duration of the Feasibility Study. This process allowed systematic development of information on needs and conditions and ongoing, detailedevaluation of priorities and trade-offs in light of the original project goals outlined in Section 2 - Introduction. The result has been a process that has allowed consideration of both the economic, phasing and qualitative requirements of the City, and the spatial and operational goals of the Police and Fire Departments. Evaluation Criteria In response to the stated project goals, the consultant and City team developed criteria for evaluation of each of the concept studies. Criteria used for evaluation of each concept option includes: 1.Ability to minimize disruption to ongoing operations Construction scheduling and phasing capability Land purchase requirements 5. 6. 7. 8. 9. Operational efficiency of new or expanded building Quality of work environment Ability to meet secure parking requirements for city-owned vehicles Ability to accommodate parking for employee personal vehicles Impact on the community and the Civic Center Project cost 10.Potential capability f_or expansion beyond the year 2017. Qualitative Evaluation Based upon the stated project criteria, a list of the "Pro’s and Con’s" was prepared for each option. The evaluation is included in the appendix of this report and the major factors considered by the City and consultant team are as follows: Option 1 Renovate/Expand Existinq Building The major benefits of Option 1 include: 2~ 3. 4. 5. Expansion of current investment in the existing building No new land cost Return of some mechanical/electrical capacity for City Hall use Return of a small amount of space vacated by Fire/Police staff Retention of all Fire Administration and Police staff within the Civic Center. City of Palo Alto Page 39 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study The disadvantages include: 2. 3. 4. 5. 6. Disruption to Police Operations through temporary relocation; No ability to expand beyond the current size; Secure City-owned vehicle parking requirement~ cannot be met; Warehouse requirements cannot be met on site; Small size building floor plate requires five (5) levels which constrains operational efficiency; Construction operations will impact ongoing activities in the garage, Council Chambers and other Civic Center uses; Cost per square foot of construction is higher than the new construction without full benefit. Additional cost to project for Parking In Lieu Fees, due to inability to provide additional parking at this site The disadvantages outweigh the advantages. Op.tion 2: New Buildinq The major benefits include: 2. 3. 4. Minimal disruption to ongoing Police and Fire Operations A new facility designed to meet the needs of the Departments Potentially reduced demand on the Civic Center parking; Provision of significant amount of building and parking space for other less demanding Civic Center uses Provision for expansion beyond 2017 Relatively uncomplicated scheduling and phasing. The disadvantages include: 2. 3. 4. Higher project cost due to land acquisition/relocation costs- Potential difficulty in identification of an appropriate site Potential timing and community impact of site acquisition Cost to provide telephone/data communication with a site that is remote from the Civic Center. The benefits of this option clearly outweigh the disadvantages. This (~ption has a higher project cost which is created primarily by land cost. -- Option 3: Do Nothinq The review of this option by the City and consultant team concluded that the significant list of operational deficiencies, while not cost estimated, were too great to allow a "do nothing" option. The continued operational inefficiencies, the safety and legal issues, and constraints currently presented by the existing building could have an impact on level of service that the community and City government expects from its Police and Fire services. It was the clear and unanimous conclusion of the City and consultant team that Option 2, New Building, best meets the City’s requirements and goals. City of Palo Alto Page 40 EKONA Architecture + Planning Palo Alto Public Safety Buildin.q Proiect Feasibility Study Conclusion Based upon the thorough analysis and discussion by the City and consultant team, it is our conclusion that the City of Palo Alto should take the following actions: Adopt the study conclusion which confirms the’ need for improvement to existing Police and Fire Facilities, including 50,000 square feet of building plus related warehouse and parking areas. Approve the recommendation that Option 2, new facility, is the best alternative for meeting Police and Fire Department needs. Authorize additional investigation to define an appropriate site, prepare an architectural program, prepare design concept studies on a new site, and develop more detailed project cost estimates. City of Palo Alto Page 41 EKONA Architecture + Planning Appendix 9.1 Space Needs Assessment 9.2 Structural Report 9.3 MEP Report 9.4 Conceptual Construction Estimate 9.5 Code Analysis 9.6 Concept Evaluation 9.7 List of Participants 9. Appendix 9.1 Space Needs Assessment uJ n- Z z oo ~0o(Do t’- o ~ c(c c oo oo 0 o o 0 . 0 0 0 0~00~0 c C~ o ~ ’~t o rr Z © Z > o Lq (:3 >.L)Z 0 W w 0o (O 0 ~.00 ~00 I I ,< 0 C 0 (D W © © z 0 z0 Z r~ <{ 2 2 14o CC CC C CC C CC C C 0C uJW ~ 0~- t4D ~ 0 Co c~ 0 z0 LU LL © 0 I.,IJ z0 z z LL 0 o Ol 0 L’~I I’~-" Z 0 0 n"CC < < r~ oo~ C OIC c~| oN ( 0 0 C~ 0 0 I~ . 0 . z~ n-o <Z0v op- o Z Z 0 zo w Xw 9.2 Structural Report April 23, 1997 Revised April 29, 1997 Revised May 12, 1997 DESIGN iNC. $TRUCTURt=L ENGINEERS 33 New Montgomery SL, Suite 850 ¯ San Francisco CA 94105 ¯ 4151243-8400 - Fax 4151243-9165 Mr. Peter Hourihan EKONA Architects & Planners 50! Second Street, Studio 415 San Francisco, CA 94107 Fax No: 415.543.0706 Project: Subject: Police Department Building Palo Alto, California DASSE Design Project No. 97B168 Preliminary Structural Evaluation Dear Peter: We have completed a preliminary structural evaIuatlort of We subject facility for the purpose of presenting findings relative to identifying structural constraints on additions or renovations, as well as evaluating the building°s capability of resisting seismic forces, in particular with respect to life safety protection and continued use as an essential facility subsequent to a seismic event. We have based our evaluation on a review of original 1967 and 199! seismic upgrade structural construction drawings, plus the calculations performed for the seismic upgrade, and visits to the site on April 9, 1997 and April 25, 1997. We were escorted through the building by Elizabeth Ames of the City of Palo Alto Public Works Department. We have also discussed the project with Robin Burr of your office, and have performed some limited calculations. The drawings and calculations reviewed are listed in the post script as reference documents. _. I.Building Description The Civic Center Building a.r~d Tower were designed in 1967 and constructed in 1970. Three subterranean levels are below the podium. L~vel A, imm~iately below the podium, houses ~, parking garage as walt as police/public safety operations. Levels B and C are also garage levels. Th~ Tower comprises eight stories of office above the podium level slab. The balance of the Civic Center-Building above the podium comprises Council Chambers and the Police Departaaaent. The scope of this preliminary structural evaluation is concerned only with the Police Department Building; however, this building is actually not a separate building but is structurally integrated with the balance of the Civic Center Building. The Counci[ Chamber roof is coincident with the Police Department Building roof and is effectively laterally braced by the Tower and Police Department Building lateral systems. Mr. Peter Houri/tan May 12, 1997 Page 2 II. III. For the purposes of this study, the interaction of the Tower and Police Department Building was not investigated, even though they are strudturally connected by the Council Chamber roof, since the complexity of analysis necessary was beyond the scope of this evaluation and this interaction was judged to likely be a secondary effect. The existing structural system consists .of prestressed/post-tensioned concrete slabs of varying thickness at the floors and roof levels, supported by reinforced concrete beams and columns. The building is founded on concrete spread footings. Steel girders with shear. tabs for future beams for a future mezzanine currently exist between the podium and the low roof levels within the Police Department Building er~velope. Perimeter reinforced concrete wails through the height of the structure function as lateral force resisting shear walls. The below podium area south of the two-story tall Council Chamber area and the Police Safety Building was seismically strengthened by ForelliElsesser Engineers in 1990 with the addition of a 23-inch thick concrete shear wall and buttress elements. Building Code Constraints We discussed the project briefly with Mr. Fred Herman, the Chief Building Official for the City of Palo Alto, He pointed out that any onstruction would have to conform to the State of California’s Essential Services Act.. He also stated that in the event of aily vertical expansion, the most likely option, the entire, building would need to be shown to be in conformance with whatever code was in force in the City of Palo Alto at that time. Area Seismicity Palo Alto is within an active earthquake zone. The two most probable major earthquake sources are the San Andreas Fault and the Hayward Fault. Per the 1991 Seismic Hazard maps prepared by the U.S, Geological Survey, the effective peak ground acceleration with a 90% probability .of nonexceedance in 50 years is approximately ,Sg. Seismic Evaluation -- Life Safety The capability of the Police Department Building to resist 1994 Uniform Building Code (UBC) seismic forces for essential services buildings was cursorily evaluated by focusing on vulnerable features identified by utilizing the NEHRP Handbook for the Seismic Evaluation of Exi~ing Buildings. In general, the building appears to have adequate strength to resist this level of loading. The building does have many structural features ~hat are not detailed pursuant to the 1994 UBC, but the recent seismic upgrade has mitigated most of those deficiencies. However, the Council Chambers roof slab ’connection to the tower is inadequate to resist significant seismic forces and is likely tO be damaged in a major earthquake. In addition, the interface of’ the Council Chamber roof to the Police Department Building Roof creates reentrant corners which are inadequately detailed and are also likely locations for damage in a major earthquake. Mr. Peter Hourihan May 12, 1997 Page 3 The issue of damage occurring at the Council Chambers roof slab connection to the tower was addressed in notes included in the calculation’package for the seismic upgrade prepared by Forell/Elsesser. There are points made regarding the impracticality of separating the roof slab from the tower structure as well as the following statement: "If the roof slab remains connected to the tower, this will cause some localized damage during a major earthquake due to differential movement of the tower and the Police Building, However, it will not cause collapse. This level of damage is acceptable within the upgrade criteria for the Police Building." In our cursory review of the calculation package, we did not observe quantitative backup of these conclusions, although we would expect them to be valid. Seismic Evaluation - Retaining Punctionality Remaining functional after an earthquake is the stated performance goal of the UBC for Essential Facilities such as the City of Pale Alto Police Department Building. However, the UBC does not adequately address how to achieve this goal, given that it merely requires a 25 % increase in the design seismic base shear for essential buildings. This approach produces a building which is 25 % stronger than a conventional building, but does not necessarily achieve any definitive improvement in seismic performance, which basically remains at protecting life safety. Thus, it does not necessarily control damage to the degree necessary to allow the building to remain functional after an earthquake. In fact, it likely will be difficult for virtually my building not of recent vintage to remain functional aRer a moderate to major earthquake. Generally, a performance goal of immediate occupancy is deemed the most ambitious that can practically be achieved. This performance goal assumes impaired function, but immedia~c occupancy to effect needed repairs. In our professional opinion, the Pale Alto Police Department Building will likely meet this performance goal, albeit with likely structural damage as noted above. Also, the following features of the building may lead to nomtructural damage in the event of a moderate to major earthquake and may impair the use of the facility, They also are not in conformance with the 1994 UBC, with the exception of Item 5. _. I.t-IVA~ ducts in general are poorly braced. 2.No ceiling bracing. 3.Light fixtures not laterally braced. 4.Plaster wall at raised ceiling soffit is poorly braced by archaic "black iron" partition study. 5. Sprinkle~:-vertieals not adequately braced. The relative stiffness of the lateral system for the Pale Alto Police Department Building means that these deficiencies are less critical than they would be in a more flexible building. Nevertheless, if it is the intent of the city that the building continue to function as an Essential Facility, ’~e recommend the retrofit of the above non-structural building features, in any areas that are expected to function after a moderate to major earthquake. Mr. Peter Hourihan May 12, 1997 Page ,~ VI.Addition/Renovation Feasibility We understand that several possible options for expansion to the existing structures are being considered, including vertical expansion and/or a bridge across the street to the downtown library site. Based oa limited non-comprehensive calculations, there is apparently sufficient lateral force resisting capacity and the capability of adding additional vertical Ioadir~g capacity via jacketed columns and enlarged footings in the Police Department Building and the levels below to allow the construction of a relatively lightweight steel framed addition above the roof, as well as the addition of a lightweight concrete fill over steel deck floor at the mezzanine level. The two-story addition above the roof would also be feasible; however, it could require a strengthening of the existing lateral force resisting system as well as the modifications noted above. This could result in significant additional cost and impact to ongoing operations. Since upturned beams were added to the roof as part of the recent seismic upgrade, any roof addition would also necessarily include a new floor system. Any bridge structure across the street would require lateral bracing in the transverse direction at each end of the bridge. On the civic center side this would likely required the installation of a new concrete shear wall or steel braced frame. We appreciate being of service to you in this matte~, Please call with any questions. Very truly yours, DAkSSE Design Inc. eh, Principal DCH:ghs Original Construction. S l-S20 Drawings for Palo Alto Civic Center, by Edward Durell Stone, Architect and CONRAD Engineers, Structural Engineering, dated 11-17-67 Seismic upgrade construction drawings S 1-S 12 for Structural Modifications, Palo Alto Police Departrnent: by Woodson/Barksdale Architects and Forrell/Elsesser Engineers~ Inc., Structural Engineering, dated 3-27-95. "As Built". Calculatioas for structural modifications, Palo Alto Police Department, prepared by ForellfEIsesser Engineers, Inc, dated September 17, 1990. 9.3 MEP Report PALO ALTO PUBLIC SAFETY BUILDING PALO ALTO, CALI1.7. ORNIA MECHANICAL/ELECTRICAL FIELD INVESTIGATION OF EXISTING SYSTEM ANALYSIS & RECOMMENDATION Prepared by: MCT ENGINEERS, INC. Mechanical and Electrical Engineers 452 Tehama Street San Francisco, CA 94103 Prepared for: EKONA ARCHITECTURE & PLANNING 121 Second Street, Suite 333 San Francisco, CA 94105 May 12, 1997 TABLE OF CONTENTS SECTION INTRODUCTION DESCRIPTION OF EXISTING MECHANICAL/ELECTRICAL SYSTEMS INCLUDING ANALYSIS AND RECOMMENDATION PHOTOGRAPHS 1.0 INTRODUCTION 1.1 MCT Engineers, Inc. conducted an on-site inspection of the buildings to survey and identify deficiencies in the existing systems and to provide analysis and recommendation for corrective measures. This report is based on data gathered during this inspection. The narrative that follows provides the current conditions of the mechanical/electrical systems, the materials and equipment used and other recommendation for the systems. 1.2 The analysis is based on review of the existing drawings, two engineering reports (one in 1987 prepared by Keller & Grannon, second in 1993 prepared by Forell/Elsesser Engineers, Inc.) visual inspections of the systems and equipment and includes MCT’s general recommendation for corrective actions. 1.3 The survey contains an identification of code and other deficiencies in the existing mechanical/electrical system and equipment,o DESCRIPTION OF EXISTING SYSTEMS WITH CODE ANALYSIS & RECOMMENDATION 2.1 Electrical 2.1.1 Electrical Distribution System 2. I. 1.1 Existing Utility power at 277/480V three phase is located in a vault in the A- level of the Public Safety Building. This is fed from a 1000KVA utility transformer. Bus ducts from a utility vault enter the Main Electrical Switchboard Room located in the same A-level to a main switchboard 3000A, 277/480V, 3 phase service manufactured by Sierra Switchboard Company and installed in 1968. This service provides power to the existing Police Department, the City Hall Tower, the City Council Chambers and 3 levels of below-grade parking within the same structure. The main circuit breaker is a 3000A/3P molded case circuit breaker which can theoretically provide a total of 1995 KVA of power. In the distribution section the following circuits are noted: 2 1 - 1200A/3P (MCC2 - 8th Floor Tower) 1 - 1200A/3P (DP HDPA - Tower Distribution) 1 - 800A (DP HDP - Elevators, MCC!, Garage Fans and E-Gen. Connection) 1 - 300A (DPEHAA, Building Generator #1 for Tower Elevator, Police and Public Garage and Lights) 1 - 300A (Panel HPA; Public Safety Building 480V Panel) 1 - 225A (Panel EHAD, Building Generator #2 for Public Safety Building, 2nd Floor; UPS) 1 - 225A (Panel HAC, Public Safety Building Lower Level) 1 - 175A (Panel HAA, Public Safety Building, Lower Level) 1 - 125A (Transformer. TA-22 and 120/208V power for lower level garage). The circuit breakers connected to the main switchboard show 4550A connected which on a 3000A board indicates 150% of the rated capacity of the board. Emergency power is provided from two diesel generators located in the same room in the A-level. Generator #1 is an original 150KW, 480/277V unit of the original installation dedicated for the Tower building needs. Generator #2 is a 99 KW/124KVA, 480/277V unit (Onan Mfg. Model #368-46E6) insta!!ed in-1994. This generator provides power for the existing police function and the 2nd floor Administrative Data processing equipment located in City Hall Tower. There is a 7,000 gallon diesel tank located underground at the south east comer of the site on Forest Avenue. Both utility and emergency power are reported are reported by the Municipal Service Manager to be at their "limits" during our site investigation. Following our investigation, two (2) engineering reports were sent to us for evaluation. The first .report by Keller & Grannon in 1987 (hereinafter "1987 Report") performed an "Electrical System Load Analysis" in conjunction with a program in 1987 to add Generator #2 (125KW) and a UPS unit (60 KW). The 1987 Report concludes that on May 6, 1987 at 1 p.m., the highest peak load was 820KW (911 KVA at 0.9PF). The "new" project in 1987 added 17.5KVA or a total of 928.5 KVA peak load to the 3 building. This was judged at the time to be "safe" since the existing 1000KVA utility transformer can sustain ~ak loads which do not exceed one-half hour duration. The second report by Forell/Elsesser Engineers (in association with Achermann Electrical Engineers) was prepared in 1993 (hereinafter "1993 Report") in conjunction with the build-out of certain areas of the Tower - namely, the Mezzanine level and the Eighth Floor. This 1993 Report proceeded to add another 69.7 KVA of connected air conditioning, fans and lighting loads to the existing building. There are no indications this 1993 effort was aware that there might be a capacity problem for this project. The closest statements made was that these spaces were configured for "future" build-out - so the assumption made was that there was no power capacity problem. This additional load in 1993 would result in a 980.7 KVA connected to a 1,000 KYA source. This is the most optimistic scenario if additional loads are not added in the ensuing 6 years (1987 to 1993). Once again, from 1993 to the present time - for a span of 4 additional years- the most "Optimistic" scenario would be that no load has been added. In this event, there would be. approximately 20 KVA additional capacity available without changing the existing building service. At 6 watts/sq, feet, as much as 3,000 sq. feet of additional improvement can be accommodated - far short of the projected 25,000-30,000 sq. feet additional space requirement for the PD expansion project. Electrical panels for distribution of localized power are located on all floors of the Police Department. Most of these panels are located in corridors on the floors. All panels ~re ~so aged and the integrity of the performance of these molded case circuit breakers is questionable. Power to outlets and equipment connections are made via conduit in areas surveyed. Receptacles show a ground lug indicating that ground conductors are present, however this cannot be stated with certainty for all connections without opening circuits and testing same. Receptacles are observed in ample quantities on all the floors for various functions: Dispatch and Related Computer Room (Level A) General office areas for various PD functions on the first floor and basement of the Public Safety Building. -Connections made to mechanical fans and motors utilize, 4 combination magnetic starters and manual starters or some other acceptable means of disconnect (eg. switches or outlets). Power and signal connections are provided to the Communication Consoles of the Level A Dispatch Area in the basement via an underfloor raceway. , There is no utility power available for any additional office expansion based upon Municipal Service personnel’s statement that there is insufficient power and he would not allow additional connections to building system. We tend to agree with the assessment although the definitive evidences to support these conclusions are: For Utility Power: Demand recordings for the past 2- 3 years indicating average and peak power measurements. The City of Palo Alto Utility District can provide this information readily. .. b)For Emergency Power: Quarterly power measurements made when engine-generators are tested by Municipal Services. (This information requested was never received by us at this time of report wdting). °Periodic and current maintenance was observed which indicates an excellent operational pla~,t. 2.1.1.2 Code Issues o None observed. 2.1.1.3 Recommendation Based upon studies conducted earlier by others, there is no additional utility power nor emergency power for any future expansion. However, there is sufficient space in the existing utility vault to add another utility transformer and existing unimproved space is available to add another main switchboard. 2.1.2 Lighting 2.1.2.1 Existing o We am of the opinion that an additional 800A, 480/277V (500 KVA) capacity would be required for the police station expansion project. This decision should however be made in a larger context since the differential costs to provide larger power capacity is relatively minimal - and "valuable" vault space will be used, thereby negating future expansion of the building function elsewhere. Such an assessment is beyond the scope of this survey. Likewise, the existing emergency power must be increas~ with increased utilization of emergency power when the police function space is increased. Other than lighting, emergency power is normally required for additional ventilation fans, battery charging functions and computer/data equipment. If the existing EOC function is to be expanded, the need for an additional emergency source will be increased as well. Space for another emergency generator set will be.. required. This space can be provided in the garage under the public safety building. For a 53,000 sq. ft. facility, we estimate a need for a 350 kw generator. The interior lighting of the Public. Safety building consists of the following: Fluorescent lay-in tee-bar 2 x 4 fixtures in all office areas and dispatch of the T-12 variety; surface mounted light "squares" in the central receptionist area, also of the T12 variety. Surface fluorescent 1 x 2 or 2 x 4 in the basement and garage. Surface 1 x 4 fluorescents (Mechanical Rooms, Electrical Rooms, Closets). Occasional recessed cans observed (toilets, corridors, meeting rooms) 6 The fixtures on all levels are observed to be consistent with the date of construction; some of the acrylic lens are aging and yellow; a small quantity of lenses are missing or crocked. It is also possible that fixtures contain capacitors with PCBs. Additional seismic bracings of fixtures in ceilings is required. Exterior lighting consists of the following: Surface mounted compact fluorescent fixture Recessed can lights in soffits. Low level stair lighting from the street. There is also supplemental street lighting. Interior lighting controls are a combination of low voltage light switches or switches placed on walls. Exterior lighting are photocell.. controlled. 2.1.2.2.Code Issues 2. 3. 4. PCBs may be present in the ballasts. Current lighting levels are above Title 24 requirements. Two level light switching per Title 24 not present in all locations in excess of 100 square feet. Current seismic bracing requirements for lighting are not met. 2.1.2.3 Recommendation For the Public Safety Building renovation spaces, lighting inside and outside should be changed. Efficient energy lamps such as T-8, electronic ballasts and modem lighting controllers such as occupancy sensors should be used. o More energy efficient fixtures if designed below Tire 24 standards can offer utility company rebates. 7 2.1.3 Fire Alarm System 2.1.3.1 Existing The fire alarm is a new addressable system (Simplex) installed in 1993. The main Fire’ Alarm Panel is located in the Main Communication Room in the A-level. The fire alarm system was observed to be current with exceptions being the lack of smoke-tim damper installations in 1 hour corridors. 2.1.3.2 Code Issues Toilets in existing Police Department surveyed are not provided with strobes per ADA. Strobe coverage is not be adequate for current tim code. Absence of smoke actuated smoke/tire dampers in 1 hour.. corridors. 2.1.4 2.1.3.3 Recommendation The existing fire alarm system can be readily supplemented with new fire code requirements such as additional homstrobes and 1 hour smoke-tire dampers Telecommunications (Telephone; Radio/Satellite Dis~h; !C; Dispatch Operation) 2.1.4.1 Existing Telephone - The present installation consists of one incoming telephone cable and several fiber optics cable in a very large room in the basement dedicated for telephone, data and computer usage. This serves Public Safety, Council Chambers, and City Hall Tower. A Pacific Bell 911 switch was observed in the Main Communication room in the basement. An IBM system supported by a Best UPS OKVA) unit, 3 printers, and several PCs, were also observed in the Main Communication room. All wiring and power connections am rack or surface mounted or otherwise "exposed’. Them is sufficient space available to accommodate incoming communications and data needs for the Police Department expansion project in these two Telephone and Communication Rooms. 8 Radio System: A radio tower exists on the City Hall Tower roof for radio transmission from the building. Radio transmission equipment is located in the Dispatch Center in the A-level of the Public Safety Building. Microwave Stations: One set is located on the roof. Satellite Dish: None observed. ~i_ng Communication System A ceiling speaker system was observed with the master station at the main police desk on the first floor lobby. Dispatch Operation The present Dispatch Center is in the Basement and consists of a set of console assemblies mounted in a turrent arrangement suitable for 5 operators. These consoles are observed t6 be~approximately 30 years old and these appear to be continually updated. A dictaphone reel-to-reel tape recorder exists ’in the Dispatch Center. Due to its age, and to newer digital technology, the recorder should be replaced, 2.1.4.2 Code Issues None observed. 2.1.4.3 Observations and Recommendation The incoming telephone service (outplant) and the presence of fiber optic cables is adequate for the expansion of the Public Safety function at this site. A moderate amount of inplant telephone distribution would be required for the new project. The existing "head-end" telephone switch and server unit can be readily expanded for future voice and data needs. There does not appear to be any major rework required in the Main Telephone and Communication Rooms. The existing 911 phone system and the ability to expand this capacity readily means that major rework for the 911 service is not required. 9 o The existing radio and microwave systems are described to be adequate. IC and Paging Speakers should be added/replaced with new construction. Dispatch Operation: The present monitors and console devices will need to be replaced. Console mounted CAD systems should be provided. Console should be ergonomically designed. Reel to reel audio recorder should be replaced. UPS System: For Dispatch functions and other EOC functions, a new wet cell UPS system suitable for minimum 4 hours at full load will be required for proper functioning of the CAD systems. This is a NFPA requirement for CAD and EOC operation. 2.1.5. Security (Door Alarm System; Garage Gate/Door and CCTV System) 2.1.5.1 Existing The building security system consists of: Automatic vehicle gates at secure Police Parking, operated by voice identification from Dispatch. A manual lock and key system for ~ternal doors. Duress alarms at lobby, ISD and Holding Areas. A proximity card system into the Public safety building. (6 doom now, 2 to be added) " Cameras are observed at: ¯Observation Holding Cell. o Juvenile Holding Area. .Police Desk at Lobby. o Parking Garage (at 2 locations). ¯Entry to Dispatch. 10 At building exterior on Forest Avenue. (2 locations). One color monitor on a manual selector switch was observed in Dispatch. One black and white monitor at the Police Lobby Desk monitors 2 cameras at buiJding exterior. Holding Cell doors use manual key-lock. 2.1.5.2 Code Issues None observed. 2.1.5.3 Recommendation The Jail Cell Area for juvenile should be upgraded per present Code. This includes smoke detectors, monitoring and annunciators in the cell areas. .. o Additional exterior areas including doors and windows should be supervised by CCTV cameras which scan the exteriors of buildings with monitor(s) at Dispatch. Observation holding cell should be provided with IC station in addition to video monitoring. Dispatch function layout should be reA-esigned and expanded 2.2 MECHANICAL 2.2.1 Heating, Ventilating and Air Conditioning. (I-IVAC) 2.2.1.1 Existing The Public Safety Building is heated’, ventilated and air conditioned by two multi-zone air heating units, SA-2 (3 zone) serving podium level, and SA-3 (10-zones) serving A-level. The air handling units are provided with chilled/hot water heating coil, filter and mixing box. The units are mounted on vibration isolators and located in the fan room. Zone supply air is ducted to ceiling diffusers with additional electric reheat coil. Ceiling space is used for return air plenum. 11 The E.O.C. is provided with a back up unit SA-5 (Trane, Model SUW-10043) which is cooled by well water. The communication room is provided with SA-6 (2 ½ ton split system cooling with indoor fan-coil unit and outdoor condensing unit). . The UPS room is provided with SA-7 similar to SA-6. The police garage is provided with propeller exhaust fan with manual wall switch. Co sensor or time clock is not provided for the garage exhaust fan operation. Cooling Plant The public safety building is served from main city hall tower chilled water system consisting of recently replaced Marly cooling tower, single Trane nominal 300-ton centrifugal water chiller (per the; building engineer, the chiller is to be replaced with a new chiller under another contract), condensing water pumps, chilled water pumps, system of piping with insulation and control. The cooling plant (except the present chiller) in general is in fair condition. The 300-ton cooling capacity with approximately 105,000 Sfof the conditioned area (tower;.council chamber, public safety building and level A) is around 350 SF/ton, which is standard for typical office use during full occupancy. Any proposed expansion will require independent cooling system similar to the 8~ floor build-out. Heating Plant . The Public Safety Building is served from the main city hall tower heating hot water system. It consists of a single Cle~ger Brooks (2,000,000 BTUH output) gas-fired boiler, single circulating pump, expansion tank, system of piping with insulation and controls. The heating plant (except the original boiler) in general is in fair condition. The existing 2,000,000 BTUH heating "capacity with . approximately 105,000 SF of the conditioned area is around 20 I BTUH/SF, which is standard for typical office use during full occupancy. Any proposed expansion will require independent heating system similar to the ffh Floor build-out. Temperature Control The control system (for main city hall tower and partial of public 12 safety building) was upgraded to barber-colman, network 8000 direct digital control system in 1989. The tower dual-duct constant volume system was converted to a dual-duct variable air volume system. 2.2.1.2 Code Issues Minimum outside air (15 CFM/PERSON) ventilation should be verified for the interior spaces. Zone electric reheat is not energy efficient and prohibited by Title- 24. 2.2.1.3 Recommendation The majority of the HVAC equipment (once the chiller is replaced, pumps are serviced and boiler is replaced) are in fair condition , however operating at full capacity. For the Public Safety Building, and proposed expansion, the following should be considered: Heating, Ventilating and Air Conditioning 0-IVAC) Existing Public Safety Building: .. o OPtiOn #1; where budget allows, the entire multi-zone air handling unit (SA-2, SA-3) system (serving Public Safety Building), with zone electric reheat s.f~tem should be replaced with new variable air volume (VAV) system. This will require that all supply air ductwork be removed and replaced with new medium pressure duct and zone VAV-boxes. OPtion #2; leave multi-zone system as is. R~place zone electric reheat coil with new hot water coils units and control components. This will probably require a new. energy efficient gas fired boiler, since the existing tower boiler is operating at maximum capacity. Clean/replace (where required) and service air handling units including coils/filters/fan belts. Clean and vacuum all existing ductwork and rebalance the air distribution system. Clean/repair all SA/EA/RA dampers. 13 Mezzanine build out and other required expansion space: Install new VAV-Air Handling Unit (locate in the existing fan room as previously planned and fie to the existing capped chilled/hot water piping. The VAV-unit will provide supply air to the intefioff~xtefior zones through VAV-Boxes with and without reheat coil and ceiling diffusers. Due to low floor to floor height, rooftop distribution of ductwork or exposed ductwork might be required. Install new self-contained roof-top, .packaged, VAV Air Conditioning Unit (Cooling only) with roof mounted gas fired hot water boiler. The air distribution will be similar to the system above. Install multiple gas fired heating/electric cooling packaged roof mounted, constant volume system..o Heating’Plant For the main City Hall tower, the boiler should be replaced with a new energy effident type. Back-up circulating pump is also recommended. For the Public Safety Building the following should be considered. Where budget allows, separate the-Public Safety Building heating hot water system by adding a new energy efficient gas fired boiler to serve both existing Public Safety Building and mezzanine-build-out (for proposed expansion).This will reduce the load on the main city hall tower boiler. Provide gas fired boiler for proposed expansion only. Cooling Plant Where budget allows, separate the Public Safety Building cooling system by new air cooled chiller (approx. size 125 ton) to serve both existing Public Safety Building and mezzanine build-out (for proposed expansion). This will provide additional capacity for the main city hall tower. Leave the existing system as is and provide self contained roofmounted, packaged air conditioning for the mezzanine 14 2.2.2 build-out (for proposed expansion). Temperature Control o Space thermostat should be recalibrated or replaced where required. ¯ PLUMBING SYSTEM 2.2.2.1 Existing Natural gas is provided for the space heating system. Domestic hot water for the public safety building is provided from two electric water heaters with circulating pump and aquastat. Sewer ejector pumps are provided for the public safety building. The pumps are operating and appear to be in fair condition. 4-inch domestic cold water service (all copper) is provided for the building. The piping appears to be in fair condition. Fuel oil monitoring system is provided for the fuel oil system. 7,000 gallon underground diesel tank is provided for the facility. The visible building drain, waste, vent and water system appear to be in fair condition. ADA approved plumbing fixtures and accessories are not provided for A-1 level. 2.2.2.2 Code Issues The minimum requirements for the number of plumbing fixture and handicapped provisions should be reviewed. 2.2.2.3 Recommendation ADA approved Type plumbing fixture should be provided where required. ’The original existing plumbing fixture are in poor condition. Where budget allows replace fixtures. 15 EXISTING BUILDING ENERGY MANAGEMENT CONTROL SYSTEM (NETWORK 8000) EXISTING BUILDING REPLACED COOLING TOWER EXISTING POLICE FACILITY MULTI- ZONE UNIT (SERVING A-LEVE XISTING POLICE ~,ClLITY MULT!-ZONE NIT (SERVING IsT _OOR) EXISTING POLICE FACILITY ELECTRIC WATER HEATER FOR DOMESTIC HOT WATER USAGE, INCLUDING CIRCULATING PUMP AND AQUASTAT EXISTING FUEL- OIL SYSTEM FOR THE GENERATOR LOCATED IN THE GARAGE CEILING 9.4 Conceptual Construction Estimate City of Palo Alto Option 1 RENOVATE EXISTING POLICE BUILDING Public Safety Building Feasibility Study Conceptual Project Estimate A LAND B Units Unit Cost /Unit Total Land Cost CONSTRUCTION Renovate/Expand Existing Building Building Subtotal New Warehouse Building (Off-site) Warehouse Site Site Structure Architectural Mechanical/Plumbing Electrical 8,000 50O0O 50000 50000 50000 50000 4715 $25 Sf $ $ $ $0.60 sf $ $26.12 sf $ $49.57 sf $ $ 23.00 sf $ $18.25 sf $ $ $52.00 sf $ Total Site and Building Total 200,000 200,000 30,000 1,305,970 2.,478,505 1,150,000 ... 912,5005,876,975 .... 245,18o 6,122,155 General Cond/OH&P/Bond/Escalation/Design contingency/ Sub-total Construction contingen~g! Total On-Site Construction Special Conditions Construction Hazardous Materials Mitigation 52%$ $ 10% $ 204.72 $ $20,0o0 Is $ " 3,1831521 9,305,6769~o,86~,,, 10.~236,243 20,000.’.. Off-Site Improvements’ subtotal Special Conditions Contingency. Total Special Conditions construction $75,000 Is $ $ 10% %$ $ _---~ Total Construction Costs. 75,000 95,000 9,500 104,500 $--10,340,743 C ! ARCHITECTURAL/ENGINEERING ____’ ’ Architectur_al & En~gine___~erin___~Fee~si $ 9,305,676 15% % $ A & E Reimbursable Expenses Hazardous Materials Analysis Fees l 1 $10,000 Is $ Pamel SurveyJ 0 0% Is $ Geotechnical Report[1 $10,000 Is $ Environmental Studies 1 $10,000 Is $ Traffic Stud es O:$0 Is $ $ Contingency ... 10%% $ S__u b t o~t a~l _A_r_ch_!t_e__c t _u_ral/__E~n g_i n__e e d n____g_ Total ArchitecturallEngineering Costs 1,395,851 139,585. 10,000 10,000 10,000 1,565,436 156,544 1,721,980 City of Palo Alto EKONA Architecture + Planning City of Palo Alto Option 1 RENOVATE EXISTING POLICE BUILDING Public Safety Building Feasibility Study D ADMINISTRATIVE COSTS Subtotal Administrative Total Administrative Costs Project Administration Con, struction Mana~ler Fees Contingency $13,830,973 $10,340,743 5% % 6% % 10% % Iii $691,549 620,444.59 1,311,993.25 $131,199 $1,443,193 E EQUIPMENT Furniture, Fixtures and Equipment Signage Voice, Data & Video Cabling Telephone Systems Dispatch Equipment Computer Systems Telephone, Data and Video Design Fees Furniture, Fixture & Signage Design Fees Dispatch Fees Computer Fees Radio Fees Subtotal Equipment Total Equipment Costs Contingency/Equipment 5oooo $14.o6 ~f $ 50000 $ 0.75 sf $ 50O00 $ 3.OO sf $ 1 $100,000 Is $ 9 $32,500 ea $ 1 $100,000 Is $ 500O0 $1.00 sf $ 5000O $1.50 sf $ 50000 $1.25 sf $ 1 $20,000.00 Is $ 1 $20,000.00 Is $ $ 10% %$ $ 700,000 37,500 150,000 100,000 292,500 100,000 50,000 75,000 62,500 20,000 20,000 1,607,500 160,750 1,768,250 F RELOCATION COSTS Police Department Displace.menU Relocation for 1.5 yrs. C0ntingenc~/ Total Relocation Costs 1 $1,500,000 IslO% %$$ $ G IN LIEU PARKING FEE Total In Lieu Parking Fee In lieu fee for 115 cars 115 $17,850 1,500,000 150,000 1,650,o00 $2,052,750 $2,052,750 Grand Total Project Costs $-i9,12’6,916 City of Palo Alto EKONA Architecture + Planning City of Palo Alto Option 2 NEW BUILDING Public Safety Building Eeasibility Study Conceptual Project Estimate Units Unit Cost /Unit Total A LAND B Total Land Cost CONSTRUCTION 1.5 - acre site Business Relocation ¯68,OOO $150 1 Is $ $ $ 10,200,000 10,20o,000 New Building Building Subtotal Sitei 68,000 $10.01 sf Underground Parking 28,240 $39.33 sf Structure~50000 $40.51 sf Architectural 50000 $60.09 sf Mechanical/Plumbing 50000’$25.25 sf Electrical 50000 $16 sf New Warehouse Building (On-site)4715, $52.00 sf Total Site and Building $680,500 $1,110,682 $2,025,544 $3,004,330 $1,262,50O $8OO,0OO $8,883,556 $245,180 $9,128,736 General Cond/OH&P/Bond/Escalation/Design contingency; Subtotal Construction Contingencyi Total On’Site Construction 52% 10% $ 278.96 Special Conditions Construction Hazardous Materials Mitigation l Fiber Optic connection to City ,Hall Off-Site Improvements Subtotal Special Conditions ’ Contingency Total Special Conditions Construction Total Construction Costs 1 $ 4,746,94~ $ 13,875,679 1,387,567.8.~ $15,263,247 ARCHITECTURAL/ENGINEERING Architectural & Engineering Fees i $13,875,679 A & E Reimbursable Expenses l Hazardous Materials Analysis FeesI Parcel Survey: Geotechnical Report’ Environmental Studies Traffic Studies Subtotal Architectural/Engineering ~- Is $- $100,000 Is $100,000 Is $ $lOO,OOOlO% % $lO,OOOI$110,000 $15,373,247 ,Total Architectural/Engineering Costs Contingency 10%$5,ooo$15,ooo $35,000$i o,ooo $!0,000 10% %1,844,789.59 %$184,479 Is $5,000 Is $15,000 Is $35,000 Is $10,000 Is $10,000 $2,104,269 % $210,427 IS 2,314,695 City of Palo Alto EKONA Architecture + Planning City of Palo Alto Option 2 NEW BUILDING Public Safety Building Feasibility Study D ADMINISTRATIVE COSTS Subtotal Administrative Total Administrative Costs Project Administration Construction Mana~ler Fees Contingency $19,456,192 $, 15,373,247 5% % 5% % 10% E EQUIPMENT Subtotal Equipment Total Equipment Costs Furniture, Fixtures and Equipment Signage Voice, Data & Video Cabling Telephone Systems Dispatch Equipment Computer .Systems Telephone, Data and Video Design Fees Furniture, Fixture & Signage Design Fees Dispatch Fees Computer Fees Telephone Fees Contingency Equipment 50000 50000 50000 1 9 1 50000 50000 50000 1 1 $ 14~00 $ O.75 $ 3.00 $100,000 $32,500 $100,000 $1.oo $1.50 $1.25 $2o,ooo.0o $20,000.00 10% $972,810 768,662.33 $1,741,472 $174,147 $1,915,619 F RELOCATION COSTS Police Department Displacement] Relocation Contingenc},i Total Relocation Costs $0 Isf 10% ’% !G IN LIEU PARKING FEE Total In Lieu Fee in lieu fee ~ Contingencyl 0 $17,850 10% Grand Total Project Costs sf $700,000 sf $37,500 sf $150,000 Is $100,000 ea $292,500 Is $100,000 sf $50,00O sf $75,000 sf $62,500 Is $20,090 Is $20,000 $1,607,500 % $160,750 $ 1,768,250 $ $ $ $ $ $ $ 31,571,811 City of Palo Alto EKONA Architecture + Planning CLIENT PROJECT LOCATION D~:SCRIPTION ItEM # 1.10 1.25 1.26 1.27 2.17 3.01 3.02 3.03 3.06 4.11 4.12 4.13 4.21 4.31 4.32 4.36 5.11 5.21 5.22 5.32 5.41 6.10 7.00 9.00 10.11 10.15 10.17 11.00 11.02 tSAYLO~R CONSULTING GROUP (E) BLDG NEW BLDG EKONA ARCHITECTS PALO ALTO PUBLIC SAFETY BUILDING PALO ALTO, CALIFORNIA OPTION # 1 , RENOVATION AND EXPANSION OF (E) POLICE BLDG. DESCRIPTION W L SITE DEMOLITION SITE, SERVICE, GENERAL & PAVING SITE UTILITIES- FUEL TANK & ACCESSORIES- 10000 ;AL 1 GENERALSITE- WAREHOUSE ’4,715 TOTAL SITE EXISTING BUILDING W/2 NEW FLOORS BUILDING DEMOLITION- 100% OF RENOVATIO N ARE/21,200 FOUNDATIONS- MODIFY TO SUPPORT NEW F .OORS 9,600 SLAB ON GRADE, REPAIR SLAB FOR FOOTING UPGR ~DE- 5(~ %4,800 STRUCTURE, VERTICAL 6#/SF- NEW FLOORS!115,200 STRUCTURE, HORIZONTAL 9#/SF- NEW FLOO’ ~,S 172,800 I METAL DECK CONCRETE FILL 19,200 !COLUMN STRENGTHENING- 3 #/SF 9600 X X 3 86.400 MISC STEEL 15,000 FIREPROOFING 194 SHEARWALLS IN BOTH NEW AND (E) STRUCT! JRE 16,240 EXT. WALLS- PRECAST PANELS tNSUL. EXT.440 X 2 4 = 1051)0 X 62%6,550 FURRED EXTERIOR WALL 440 X 24 10,560 PENTHOUSE PRECAST - PART ROOF 1,000 PARAPET 4,400 FENESTRATION-TO MATCH EXISTING !10560)20%2,120 METAL PANEL IN PRECAST WALL 10560X 18%1,900 ! DOORS- INCLUDED IN ABOVE ROOF,B.U. INSULATION & S.M.9,600 MISC. IRON, S.M., SOUND INSULATION 50~000 SKYLIGHTS 50,000 PAINTING 50,000 WALLS, INTERIOR, DOORS AND FRAMES 50,000 CEILING FINISHES, ACOUSTIC TILE SUSPENr ~ED 85%. 42~500 CEILING FINISHES,- GYPBOARD PAINTED 15%7,500 FLOOR FINISHES, CARPET & RESILIENT 50,000 SPECIAL FINISHES, BASE 50,000 CABINETS AND TOPS 50,000 GENERAL BUILDING SPECIALTIES 50,000 EQUIPMENT- SECURITY SYSTEM- NEW 50,000 CONVEYING- ELEVATOR -1~ STOP 1- 1-5 STC P 1 INTERIOR STAIRS 14 PLUMBING- NEW AND REPLACE (E) FIXTURE5 /.50,000 HVAC-NEW AND UP GRADE (E) EQUIPMENT, ~ IEW VA ~ SYSTEM AND CON 50,000 FIRE PROTECTION- NEW AND REPLACE (E) Hi EADS 50,000 ELECTRICAL, GENERAL- INCLUDES NEW SER JICE,GI :NERAX OR/XFER S 50,000 SPECIAL SYSTEMS- INCLUDES UPGRADES OF F.A.,P A.,TL/D~ kTA SECURIT 50,000 SUBTOTAL BUILDING SUB TOTAL SITE TOTAL SF QUANTITY 21200 SCG NO:97-073A-1 R-3 28,800 PREP’D BY M. KRITSCHER CHEK’D BY L.S AYLOR 50,000 DATE 7114/97 UNIT UNIT PRICE EA 30,000.00 30,000 SF 52.00 i 245,180 275,180 SF 5.00 106,000 SF 2.50 24,000 SF 5.501 26,400 LBS 1.501 172,800 LBS 1.50’259,200 SF 4.25 81,600 LBS 1.75 151,200 LBS 1.75 26,250 TONS 180 34,920 SF 30.00 487,200 SF 30.00 196,500 SF 5.50 "58,080 SF 45.00 45,000 SF 25.00 110,000 SF 35.00 74,200 SF..20.00 38,000 SE.2.50 24,000 SF 1.20 60,000 SF 0.50 25,000 SF 0.75 37,500 SF 12.00 600,000 SF 2.75 116,875 SF 3.50 26,250 SF 2.77 138,500 SF 1.10 55,000 SF..4.00 200,000 SF -~..50 125,000 SF 4.00 200,000 LS 180,000.00 180,000 FLT 7,500.00 105,000 SF 6.00 300,000 SF 17.00 850,000 SF 2.25 1 !2,500 SF 13.50 675,000 SF 2.50 125,000 5,846,975 275,180 PRORATES 52%63.67 3,183,521 TOTAL :-. i" .......186~11 .-". 9;305~676" Page 1 CLIENT PROJECT LOCATION 3ESCRIPT~ON COMME~ PRORA’I ISAYLQ’R CONSULTING GROUP EKONA ARCHITECTS (E) BLDG 21200 PALO ALTO PUBLIC SAFETY BUILDING NEW BLDG 28,800 PALO ALTO, CALIFORNIA OPTION # 1, RENOVATION AND EXPANSION OF (E) POLICE BLDG. TOTAL SF 50,000 SCG NO: PREP’D BY CHEK’D BY DATE 97-073A-1 R-3 M. KRITSCHER L.S AYLOR 7/,14/97 q’rs ES: GENERAL CONDITIONS- 10%, ESCALA3 ION - 1 ~,%, DE: ~IGN CONTII, OVERHEAD AND PROFIT- 10% BONDS-2 % ADVEF SE MA!=KET CONDI" IGENCY 10% ’ "IONS - 6% CLIENT pROJECT I~EM # 1.10 1.25 1.26 1.27 1.29 2.13 2.17 3.01 3.02 3.03 3.06 4.11 4.12 4.13 4.21 4.31 4.32 4.36 5.11 5.21 5.22 5.32 5.41 6.10 7.00 9.00 10.11 10.15 10.17 11.00 11.02 ISAYLC~R CONSULTING GROUP EKONA ARCHITECTS PALO ALTO PUBLIC SAFETY BUILDING PALO ALTO, CAUFORNIA OPTION # 2. NEW PUBLIC SAFETY BUILDING DESCRIPTION SITE DEMOLITION& SITE PREP ,SITE, SERVICE, GENERAL & PAVING SITE UTILITIES GENERALSITE - WAREHOUSE SITE MISC.- MISC LANDSCAPE~ LIGHTING, FENCING TOTAL SITE NEW BUILDING GARAGE- COMPLETE FOUNDATIONS- SEE GARAGE COMPLETE SHORING FOR BUILDING SLAB ON GRADE, ROOF OF GARAGE LEVEL "A"& 1S] FLOOF PERIMETER WALL W/DRAINAGE STRUCTURE, VERTICAL 6#/SF- ABOVE GRADE FLOG RS STRUCTURE~ HORIZONTAL 9#/SF- ABOVE GRADE FLOORS METAL DECK CONCRETE FILL- 2ND, 3RD, ROOF MISC STEEL FIREPROOFING SEISMIC EXT. WALLS- STUCCO WALL ARTICULATED PARAPET @ MECH EQUIPMENT- STUCCO- 8FT ROOF / BALCONY WALL !FENESTRATION !DOORS- INCLUDED IN ABOVE EXTERNAL WALL COS’ ~S ROOF~TILE, INSULATION & S.M. PAVER TYPE ROOF TREATMENT@ TERRACE MISC. IRON~ S.M., SOUND INSULATION SKYLIGHTS PAINTING WALLS, INTERIOR, DOORS AND FRAMES CEILING FINISHES, ACOUSTIC TILE SUSPENDED CEILING FINISHES,- GYPBOARD PAINTED CEILING EINISHES~-SECURITY PLASTER~ PAINTED FLOOR FINISHES, CARPET & RESILIENT SPECIAL FINISHES~ BASE CABINETS AND TOPS GENERAL.BUILDING SPEClALT!ES EQUIPMENT- SECURITY SYSTEM- NEW CONVEYING-ELEVATOR- 1-4 STOPI 1-2 STOP INTERIOR STAIRS PLUMBING- NO FIXTURES IN GARAGE PORTION OF HVAC-NEW BUILDING ONLY -GARAGE HVAC INGARA~ ~E FIRE PROTECTION-SPRINKLER THROUGHOUT ELECTRICAL, GENERAL- SPECIAL SYSTEMS- INCLUDES F.A,P.A.,TL/DATA SE 3URIT~ SUBTOTAL BUILDING- LESS GARAGE SUB TOTAL SITE GARAGE W L (50+40] × 2X8F F NEW BLDG GARAGE TOTAL SF QUANTITY 68,000 50,000 50,000 4~715 50,000 28,240 50,000 28,240 78,240 . UNIT 80% 10% 10% 5O000 68000 28,240 SF SF SF SF SF SF SCG NO: PREP’D BY CHEK’D BY DATE UNIT PRICE 1.00 4.50 4.25 52.00 3.50 39.33 97-073A-2 r-3 M. KRITSCHEF L.S AYLOR 7/14/97 TOTAL 6~,000 225,000 212,500 245,180 175,000 925,680 !,110,682 3,752 SF 12.00 45,024 28,760 SF 12.00 345,120 150 CY 550.00 82,500 224~640 LBS 1.50 336,960 336,960 LBS 1 °50 505,440 37~440 SF 4.25 159,120 28,000 LBS 1 °75 49,000 295~TONSI 180 53,100 37,440 SF 12.00 449,280 50,000 SF 12.00 600,000 1,440 SF-20.00 28,800 1,716 SF 20.00 34,320 5,000 SF 35.00 175,000 INC 37,440 SF 9.50 355,680 3,720 SF 5.25 t9,530 50,000 SF 1.20 60,000 50,000 SF 0.50 25,000 50,000 SF 0.75 37,500 50,000 SF 12.00 600,000 40.000 SF 2.75 110,000 5,000 SF 3.50 1~,500 5,000 SF 5.50 27,500 50,000 SF 2.77 138,500 50,000 SF 1.10 55,000 50,000 SF 4.00 200,000 50,000 SF .2.50 125,000 50,000 SF 4.00 200,000 1 LS 120,000.00 . 120,000 10 FLT 7~500.00 75,000 50,000 SF 6.00 300,000 50,000 SF 17.00 850,000 50,000 SF 2.25 112,500 50,000 SF 13.50 675,000 50,000 SF 2.50~.125,000 SF 141.85 7,092,374 SF 13.61 925f680 SF 39.33 1,110,682 PRORATES 52%94.94 TOTAL.-’ "- " .........’ " -#--~I 4,746,943 Page 1 CUE~T EKONA ARCHITECTS PROJECT PALO ALTO PUBLIC SAFETY BUILDING Lotto,PALO ALTO, CALIFORNIA ~Es’cRl~moN OPTION # 2. NEW PUBLIC SAFETY BUILDING OMMEITS: PRORATES: GENERAL CONDITIONS - 10%, ESCALATION- 1, OVERHE~AD AND PROFIT- 10, BONDS 2%, ADVERSE MARKE GARAGE EXCAVATION BACKFILL - ENGINEERED FILL SHORING- GARAGE ONLY LEVEL B SLAB WATERPROOFED LEVEL A SLAB SUSPENDED ROOF LEVEL SLAB SUSPENDED = 12" PERIMETER WALL- W/DRAINAGE INTERIOR COLUMNS RAMPS SIGNAGE AND STRIPING STAIR WELLS, ELEVATOR SHAFTS AND VENT PARKING.LOT CONTROL EQUIPMENT & SALLYPORT STAIRS ELEVATOR ADA - 2-3 STOP MECHANICAL SYSTEM - EXHAUST - CO MONITOR SPRINKLER DRAINAGE TO STREET WITH PUMP ELECTRICAL POWER LIGHTING FOR GARAGE LIFE SAFETY/FIRE ALARM. ETC. ... ~: .’TOTAE:UNDERGROUNDGARAGE’::-:~ " ISAYLO, R CONSULTING GROUP NEW BLDG GARAGE TOTAL SF %, DE~;IGN Cl)NTINGENC~ 10%, T CON ~ITION ~ - 6% SCG NO:97-073Ao2 r-3 50.000 PREP’D BY M. KRITSCHER 28.240 CHEK’D BY L.S AYLOR 78,240 DATE 7114/97 15,000 CY 8.00 120,000 2~000 CY 23.00 46,000 6,270 SF 12.00 75~240 20,400 SF 10.00 204,000 .7~840 SF 12.00 9~. ,080 7,840 SF 12.00 94,080 180 Cy 550.00 99,000 52 CY 7! 0.00 36,920 60 CY 600.00 36~000 28,240 SF 0.50 1~,120 35 CY 650.00 22,750 1 LS 50,000.00 5~,000 4 FTS 7,500.00 30,000 1 EA 60,000.00 60,000 28,240 SF 1.50 42,360 28,240 SF 0.95 26,828 28,240 SF 0.30 ,8,472 28,240 SF 0.95 26,828 28,240 SF 0.50 14,120 28,240 SF 0.35 9~884 Page 2 9.5 Code Analysis Code Analysis Palo Alto Public Safety Building Forest Avenue at Bryant Street Palo Alto, CA EKONA Project Number 9706.00 1.0 Applicable Codes and Regulations Code or Regulation Uniform Building Code Uniform Mechanical Code Uniform Plumbing Code Uniform Electrical Code CAC Title 24 CAC Title15 Uniform Fire code Essential Services Facility Act ADA Notes: Effective Date 1994 19941 94 1994 1991 1991 1994 All Uniform Co’des require California Amendments. Requiring Authority City of Palo Alto City of Palo Alto City of Palo Alto City of Palo Alto City of Palo Alto State Board of Corrections City of Palo Alto Fire Department 2.0 2.1 Construction Classification Compliance Classifications Occupancy Class/Use Group Occupancy Class/Use Group Occupancy Class/Use Group Construction Classification Allowable Stodes/Height Actual Stories/Height UBC I - Division 3 B S-3 Type II, FR 12/160’ 1+ mezz/28 . Remarks Detentio~ Area, (Sec. 308) Office Space, (Sec.304.1) Underground P.arking Garage Public Safety Building Public Safety Bid.,( Table 5-B) Public Safety Bid. Building Area - Actual/Allowable Public Safety Building 2.2 Actual 28,800 ’Allow 39,900 Floor Basement First Floor Mezzanine Total Area 9,600 360 3 ’, 6o Remarks Contiguous wl City Hall Svs & Parking Notes on Area ~r Height Modifications: 1 Basic Allowable Floor Area = 38,900 SF x 2 = 79,800 SF for multistorias. Allowable area increase for separation on all sides = 5% x 20’ = 100% increase. Allowable area = 200% x 79,800SF =159,600 SF. Sec. 505.1.3 2 No area increase taken. ,39,900 Mechanical access only 79,800 Note 1. 3.0 Fire Ratings of Building Components UBC TABLE NO. 6-A - TYPES OF CONSTRUCTION - FIRE-RESISTIVE REQUIREMENTS (IN HOURS) 3.1 3.2 3.3 3.4 Component Exterior Bearing Wails " Non-Bearing Walls Openings Interior Partitions - Permanent Area Separation Walls Occupancy Separation Walis Bearing Walls or Partitons Vertical Enclosures Horizontal Exits Corridors Stairways Structure Column, Beams, Girders & Trusses Su..pp0rting More Than One Floor or One Floor & Roof Floor Const. Including Beams Roof Cons. Including Beams Type II FR Rating (Hrs) 1 (Note 1.) 2 (Note 2.) 1 NA 1 2 2 2 1 1 2 1 Other Related Space Enclosures Rating. (H.rs) .....Remarks N (Note 3.) N (Note 3") N 1 2 1 1 N N ~ote 4. Sec. 1001.2 3.5 Roof Class ~ Roof Covering B (Tbl. 15AI Class B (Tbl. 15A) Notes 1 4 HR N/C less than 5’ from property line, 2 HR N/C elsewhere 2 4 HR N/C less than 5’, 2 HR N/C less tha 20’, 1 HR N/C less than 40’, NR N/C elsewhere 3 2 HR less than 5 feet, 1 HR less than 10’, NR elsewhere 4 Not permitted less than 5.feet; protected less than 10 feet. 4.0 Fire & Smoke Detection Standpipes Required Location Sprinklers Required Location Smoke Zones Required Maximum Area Fire Alarm System Required Scope No requirement Yes Basement, Detention area Yes Table 9-A 5.0 Exits and Egress Public Safety Building Basement Area Occupant Load No. of Exits Required Max. Travel Distance First Floor Level Area Occupant Load No. of Exits Required Max. Travel Distance Mezzanine Area Occupant Load No. of Exits Required Max. Travel Distance 28,800 315 2i 100’, 9,600 96 2 100’ 36O 2 1 100’ Remarks Includes areas shared with City Hall Storage: 1/300 SF; Exercise Rms: 1/50 SF; Office: 1/100 SF Detention 1/80 SF; Parking: 1/200 SF (Table Office 1/100 SF; (Table 10-A) Mechanical access only: 1/300 SF Accessed by drop ladder in corridor 6.0 6.1 6.2 Accessibility Components Site Requirements Accessible Route Parking Requirements Required Required I Remarks Building Erttrance Requirements Accessible Route Stair Elevator Doors Toilet Facilities Required Required Required 36" w Required Provided through Council Chambers Provided through City Hall Lobby. See CAC T-24, Chapter 33 Public toilets, 1 each sex; See CAC T-24, Sec. 3105A. Exits Horizontal Exits Areas of Refuge 6.4 Exemptions/Exclusions Notes: 9.6 Concept Evaluation Palo Alto Public Safety Bu,ildinq Project Feasibility Study OPTION 1 Renovate / Expand Existing Building Advantages ("Pro’s")¯ Disadvantaqes_("Cons")__ No land purchase required May allow for return of minimal Level A space to City Hall Some building systems capacity may be returned to Civic Center Building Extends current investments in existing building. Major disruption to Police Operations: complete displacement/relocation required Need for secure parking for City-owned vehicles can not be met Need for warehouse space cannot be met on site High-rise approach to expansion, on small building footprint, has constraints on operational efficiency and quality of work environment ¯Expansion beyond 2017 is not possible o High cost per square foot for construction without full benefit. Higher cost than Option 2 per square foot. °Additional parking required by zoning can not be provided. City of Palo Alto 07/15/97 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Proiect Feasibility Study OPTION 2 New Building _Ad~vantages ("Pro’s"),__Disadvantages ("Cons") Least disruption to ongoing Police and Fire Operations Provides the best facility for Police and Fire (operations, safety, work environment) Relatively uncomplicated schedule / phasing of work Higher project cost than renovated building ¯Requires land purchase and possible relocation of a business or tenant Potential difficulty in site identification Improved parking within Civic Center, and provision of secure parking for all City- owned police and fire vehicles Gives back needed space to City Hall Allows for expansion beyond 2017 City of Palo Alto 07/15/97 EKONA Architecture + Planning Palo Alto Public Safety Buildin,q Proiect Feasibility Study OPTION 3 No Major Change to Existing Buildings Advantages ("Pro’s")’ Disadvanta~s’~ Limited capital expenditure required to provide ongoing renovation for maintenance and technical changes. All operational deficiencies presented previously, which fall into the following categories: Risk management ¯Legal exposure o Operational inefficiencies = $ City of Palo Alto 07/15/97 EKONA Architecture + Planning 9.7 List of Participants