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HomeMy WebLinkAbout1997-10-20 City Council (35)City of Polo Alto C ty Manager’s Report2 TO:HONORABLE CITY COUNCIL ATTN:FINANCE COMMITTEE POLICY AND SERVICES COMMITTEE FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS POLICE & FIRE DATE:OCTOBER 20, 1997 CMR:431:97 SUBJECT:PUBLIC SAFETY BUILDING - CONSULTANT CONTRACT SCOPE OF SERVICES RECOMMENDATION Staff recommends that the Finance Committee and the Policy and Services Committee approve the attached scope of services for consultant assistance with site evaluation and selection, project development, and concept designs° for a public safety building and direct staff to issue a Request for Proposal (RFP) for consultant services. DISCUSSION On July 28, 1997, (CMR:342:97) Council authorized staff to initiate the formal process needed for site selection and construction of a new public safety building and to further explore the alternative of expanding the current facility. The attached scope of services includes all phases of the project, but specifically details consulting services for the project development phase of the process. While the consultant will be chosen on its ability to perform all phases of the project, only the project development phase would initially be awarded. If the project proceeds past the project development phase, the selected consultant may be considered for the remaining project phases. Also attached is a project schedule for all five phases of the project. The scope of work for the project development phase includes site survey and selection, architectural program development, design concept studies, preliminary environmental analysis, project cost estimates and public meetings. In accordav, ce with Council direction, the scope also includes both further consideration to the build out and remodeling of the current Police building, including a more detailed cost analysis, and the cost/benefit of CMR:431:97 Page 1 of 3 moving discrete public safety program areas to other city sites as an altemative to constructing an entirely new public safety building. The site evaluation/selection process will initially consider the following areas for possible locations: ¯California Avenue/County Facilities ¯Civic Center ¯East of Bayshore Freeway ¯South E1 Camino Real ¯South of Forest Area For each viable site, the consultant will develop two alternate space and site design concepts in order to develop conceptual project costs. The consultant will conduct interviews with key Police and Fire Department personnel to confirm departmental and space needs and to develop an architectural program which addresses the current and future space requirements needed to meet the operational requirements of the City of Palo Alto public safety building. The architectural program will also determine parking requirements, incorporate current technology, determine regulatory requirements, and assess the potential to locate the Emergency Operations Center in the proposed building. As part of the process, staff intends to form a citizen’s advisory group to provide feedback and assistance in the selection of the consultant, the identification and evaluation of possible sites, review of concept designs and the architectural program. The committee would include: interested representatives from the University South Neighborhood Association, Barron Park and/or Ventura Neighborhood Association, the Chamber of Commerce, a member of the Architectural Review Board and Planning Commission and CADA. POLICY IMPLICATIONS. The proposal is consistent with the City Council’s existing priority on infi:astructure and with the proposed Comprehensive Plan section on Community Services and Facilities. FISCAL IMPACT The costs for consultant services for the first phase of this project are estimated to be $200,000. After proposals are received and a consultant selected, staff will return to the Council with specific costs and a budget amendment ordinance at the time of the request for approval of the actual consultant agreement. CMR:431:97 Page 2 of 3 ENVIRONMENTAL ASSESSMENT An initial environmental study checklist will be performed on the top three sites. An environmental assessment will be performed on the preferred site during the next phase of work in 1999, along with the preliminary design activities. STEPS FOLLOWING APPROVAL Staff will solicit proposals and select a consultant and return to Council recommended consultant agreement after the first of the year. with a ATTACHMENTS A - Scope of Services for the Public Safety Building B - Project Schedule PREPARED BY:John Carlson Lynne Johnson Judy Jewell DEPARTMENT HEAD REVIEW: GLENN S. Works D~ CHRIS DURKIN, Chief Police Department RUBEN CITY MANAGER APPROVAL: JUNE City Manager CMR:431:97 Page 3 of 3 ATTACHMENT A SCOPE OF WORK PUBLIC SAFETY BUILDING 1. GENERAL INFORMATION The Police Department is currently located in the south wing of the Civic Center. The Fire Department Administration is dispersed among four sites, including the tower at the Civic Center and three offsite fire stations. The Police and Fire Department Administration would be located in the proposed public safety building with shared support facilities. The selected consultant will assist the City in the first phase, project development, of the project. However, the consultant must have the qualifications to provide services for all phases of the project, i.e., project development, preliminary design, final design (construction documents) and construction services. If the project proceeds beyond the project development phase, the consultant contract may be extended as each phase is approved by the City. 2. DESCRIPTION OF PROJECT The scope of work for the project development phase includes cost benefit alternatives, site survey and selection, architectural program development, design concept studies, preliminary environmental analysis, project cost estimates and public meetings. The City has prepared a feasibility study, dated July 15, 1997, which provides preliminary information on space needs, operational deficiencies of the existing facilities and concept studies. The feasibility study is attached for reference. 3. PUBLIC SAFETY BUILDING WORKING GROUP A Public Safety Building Citizen Advisory group will be established to assist the City and the consultant in the site selection process and developing conceptual drawings. The group will be comprised of City staff and City of Palo Alto residents and interest groups. The group will meet approximately once a month during the Project Development phase of the project. 4. CONSULTANT SCOPE OF WORK The scope of work shall consist of the following tasks: Task 1 Alternatives to acquisition and full build out of new site, and associated costs (new) Consultant will meet with a working group, including staff from Public Works and Administrative Services staff, to identify creative and cost effective opportunities to deal with current site deficiencies. First deliverable will be a cost analysis of options other than acquiring land and constructing a new, full Public Safety building. The options should include, at a minimum: Feasibility of moving any discrete, relatively independent Public Safety programs to another site. Possibilities to be analyzed include, but should not be limited to: Dispatch operations, Fire Administration, Parking and or/Traffic. Costs associated with each of the above, or other programs considered. Costs should include: Rental of new space; Building out at existing space at any of the following sites (or others, as ideas are generated): -the MSC, -one of the Fire Stations, - the leased Cubberley High School site, - the Mitchell Park community center, - as part of the new parking structure(s) being contemplated for downtown, as part of the space currently occupied by the Police parking garage, -at another site recommended by the City staff; Moving and remodeling costs and costs to upgrade for necessary technology. A report will be delivered to City staff at the conclusion of this task. Depending on cost/benefit, Tasks 2-8 may be approved for study at that time by the City Council. Task 2 Site Survey and Selection The consultant will meet with the working group to gather information and input to develop the siting and selection criteria and to establish the list of possible sites. The consultant should anticipate surveying between 10 and 15 sites which initially will be located in the following areas: ¯California Avenue/County Facilities ¯Civic Center ¯East of Bayshore Freeway ¯South E1 Camino Real ¯South of Forest Area Based on the selection criteria, the top three sites will be chosen. An initial environmental study checklist shall be completed for the top three sites. Task 3 Architectural Program Development Consultant shall determine the current and future space requirements in qualitative and quantitative terms to meet the operational requirements of the public safety building. The work shall involve development of a list of desired programs and operational issues. The consultant will conduct interviews with key Police and Fire Department personnel to confirm departmental and space needs. The consultant will also review departmental statistical trends, City service level expectations, and City demographic trends which will impact departmental staffing and space needs. The architectural program shall also determine parking requirements, incorporate current technology, determine code and regulatory requirements, and provide an option for an Emergency Operations Center within the proposed facilities. Task 4 Conceptual Drawings In order to aid in the visualization of potential facility designs, consultant shall prepare two conceptual drawings of each of the top three sites, showing proposed architectural features and operational layout of the building. The drawings shall incorporate comments and ideas developed during the meetings outlined in Tasks 1 and 2. The consultant will meet with the working group to gather information and input for developing the conceptual drawings. Task 5 Cost Estimates Conceptual cost estimates will be for the top three sites and will include the cost of land, siting requirements, construction, proposed parking, utility and infrastructure requirements, design and construction management costs, and other related costs. Task 6 Project Development Report Consultant shall prepare ten copies of a draft report outlining the process involved in developing the proposed site locations, architectural programs and conceptual designs. Consultant shall discuss the recommended, design options, environmental concerns, conceptual costs, potential uses and other related items. After review of the draft document by the City and the working group, the consultant shall incorporate written comments into a final report and prepare twenty copies for distribution by City. Task 7 Environmental Assessment Consultant shall prepare a preliminary environmental screening and "fatal flaws" analysis for the top three sites of the project in conformance with the California Environmental Quality Act. Task 8 Meetings Consultant shall prepare for and actively participate in the following meetings related to Phase I tasks: ,Public Safety Building Working Group meetings: Fifteen total at approximately two hours each. ¯ Community meetings: Three total at approximately four hours each. Each meeting may include a formal presentation. ¯City Staff: Monthly meetings at approximately four hours each. ¯Policy and Services Committee and Finance Committee: Two formal presentations at approximately two hours each. ¯ Architectural Review Board presentation: One formal presentation at approximately two hours. ¯ Planning Commission presentation: One formal presentation at approximately two hours. ¯ City Council presentation: One formal presentation at approximately two hours. Consultant shall prepare an agenda for City review prior to community meetings. Consultant shall prepare meeting minutes (for distribution by City) within seven days after the meeting. Meeting Minutes shall detail key discussion items, resolutions and action items. 5. SERVICES AND INFORMATION PROVIDED BY THE CITY The following information or services will be provided by the City: Existing utility information for each site. Title Report for each of the sites. Public Safety Building Feasibility Study, dated July 15, 1997. 6. FUTURE SERVICES (the following is provided for information only) After the successful completion of Phase I activities, the City may elect to negotiate with consultant for Phase II, Preliminary Design services. The preliminary design shall be based on the site selected in Phase I, Project Development. After the successful completion of Phase I activities, the City may elect to negotiate with consultant for Phase II, Preliminary Design, Phase III, Final Design, (Construction Plans, Specifications and Construction Cost Estimates) and Phase IV, Construction Services. Construction services will include responding to inquiries during the bidding process; reviewing submittals, requests for information, change orders and pay requests; and attending weekly construction meetings.