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HomeMy WebLinkAbout2000-07-17 City Council (21)TO: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL 4 FROM:CITY MANAGER DEPARTMENT: POLICE PUBLIC WORKS DATE:JULY 17, 2000 CMR:319:00 SUBJECT:APPROVAL OF BUDGET AMENDMENT ORDINANCE IN THE AMOUNT OF $74,000 FOR CONTRACT AMENDMENT #2 WITH ROSS/DRULIS ARCHITECTS AND PLANNERS FOR THE ADDITIONAL WORK ASSOCIATED WITH THE CONTINUATION OF PHASE 1 OF THE PUBLIC SAFETY BUILDING, CAPITAL IMPROVEMENT PROJECT NUMBER 19820 RECOMMENDATIONS Staff recommerids that the Council: Approve a Budget Amendment Ordinance (BAO) in the amount of $74,000 to cover the costs associated with the additional work needed for completion of Phase 1 of the Public Safety Building project; 2.Approve a revised scope of services for the contract with Ross/Drulis Architects and Planners (RDA) for additional tasks; and 3.Authorize the City Manager to sign the contract amendment consistent with the revised scope of services and fees. BACKGROUND Since 1997, considerable work has been completed on the Public Safety Building project. The work has consisted of a preliminary needs analysis, site identification and selection of a short list of four potential sites, community outreach, a split-facility study and conceptual designs for the four sites. CMR:319:00 Page 1 of 4 At a June 12, 2000 Council study session, staff presented the information on the four sites. While the Council had eliminated the Downtown Library site as a possible option for a new facility in 1999, in light of the significant cost estimates at the other four sites, staff indicated at the study session that it would be prudent to reconsider the Downtown Library site as a possible location. Additionally, staff believes that further reduction in program and size is possible that would result in lower costs. DISCUSSION Based upon the results of the work completed to-date, cost estimates provided to Council in June 2000 were significant, ranging from $51.8 million to $66.1 million depending upon the site, green building and public art costs. Analysis of the potential use of the Downtown Library site extends beyond the current scope of services in the contract with RDA. Additional funds are needed to cover the costs and an amendment to the contract is needed. Specifically, the revised scope of services will include site analysis, conceptual design renderings, cost analysis, preliminary environmental assessment associated with a stand-alone Public Safety Building at the Downtown Library site and a split- facility using the Library site and the current police facility for parking and property/evidence handling and storage. RDA will evaluate the library sites for size, circulation, neighborhood compatibility, traffic impacts, geotechnical/seismic conditions, and other criteria. Additionally, a program reduction study will be conducted to determine further potential decreases in Police Department space and area requirements. The consultant estimates that an additional two months will be needed to complete this work. As noted in CMR:279:00, for each year of delay in construction of a new facility, approximately $1.26 to $2 million in additional construction costs may be expected due to inflation. RESOURCE IMPACT To date, a total of $389,320 has been expended on the Public Safety Building project. In 1998, the Council adopted a BAO in the amount of $275,000 to cover the costs of Phase I of the Public Safety Building project and approved a contract with RDA in the amount of $240,700 for consultant services for Phase I. In addition to the contract amount, the BAO included $24,000 for contingency costs and $10,300 for in-house related costs. CMR:319:00 Page 2 of 4 In May 1999, the Council adopted another BAO in the amount of $90,028 and approved an amended scope of services for the contract with RDA. These changes were necessary to complete a split-facility study and detailed fiscal impact analysis. A BAO in the amount of $74,000 is requested to complete additional tasks associated with the additional work of Phase 1 of the project. This amount includes a 10 percent contingency factor. The attached BAO requests an additional appropriation of $74,000, which will be funded from the Budget Stabilization Reserve. There are no ongoing costs that are anticipated from Phase I. Costs for additional phases will be brought forward as they are identified. Attachment B summarizes the BAO’s approved to date in 2000-01 that impact the General Fund Budget Stabilization Reserve. POLICY IMPLICATIONS This request is consistent with existing City policies. ENVIRONMENTAL ASSESSMENT A preliminary environmental assessment for the Downtown Library site will be conducted as part of this additional work. Once a single site has been selected and approved by Council, a complete environmental assessment would be completed at that site. ATTACHMENTS Attachment A: Attachment B: Attachment C: Budget Amendment Ordinance Budget Amendments Ordinances Impacting the General Fund Approved to Date in 2000-01 Revised Scope of Services PREPARED BY: Lynne Johnson, Assistant Police Chief CMR:319:00 Page 3 of 4 DEPARTMENT HEAD REVIEW:PATRICK~DWYER, ~¢f~ GLENN ROBERTS, Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON, Assistant City Manager’ CMR:319:00 Page 4 of 4 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2000-01 TO PROVIDE AN ADDITIONAL APPROPRIATION OF $74,000 FOR PUBLIC SAFETY CAPITAL IMPROVEMENT PROJECT, NUMBER 19820 WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 19, 2000 did adopt a budget for fiscal year 2000-01; and WHEREAS, CIP Project 19820 was established to initiate the first phase necessary for site selection and construction of a new public safety building and to further explore the alternative of expanding the current facility; and WHEREAS, phase one has consisted of. site identification and selection, community outreach, environmental assessments, and cost estimates; and WHEREAS, the cost estimates for the sites studied in phase one are significantly higher than originally anticipated and staff therefore recommends that the Downtown Library be reconsidered and studied in greater detail as a potentia! site; and WHEREAS, this recommendation extends beyond the current scope of consultant services and an additional $74,000 will be needed to amend the contract; and WHEREAS, the revised scope of services will include site and cost analysis, design renderings, an environmental assessment of a split facility, and a program reduction study to determine potentia! decreases in Police~Department space and area requirements; and WHEREAS, the additional appropriation of funds requested from the Budget Stabilization Reserve is for a one-time cost and there are no ongoing costs anticipated for Phase I as a result of this additional appropriation; and WHEREAS, City Council authorization is needed to amend the 2000-01 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION i. The sum of Seventy Four Thousand Dollars ($74,000) is hereby appropriated to Capital Improvement Project No. 19820, Public Safety Building, and the Budget Stabilization Reserve is correspondingly reduced. SECTION 2. This transaction will reduce the Stabilization Reserve from $14,460,753 to $14,386,753 Budget SECTION 3. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTION 4. An environmental assessment will be done for the project prior to Council approval of a specific project site. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Director of Services Administrative Director of Public Works Police Chief City of pJo A to ATTACHMENT B Budget Amendment Ordinances Impacting General Fund Reserves Approved=To=Date in 2000=01 BAO Description Cost Revenue Placeholders Already in the Impact on the Estimated General Fund Future Year2000-01 Adopted BSR Ongoing CostsBudget Estimated Beginning Budget Stabilization Reserve (BSR) Balance Adopted Budget Addition to BSR Public Safety Building -CIP 19820 ($74,000) $13,385,753 $1,075,000 ($74,000) BSR Balance After BAO’s PROJECT DESCRIPTION This project will build on an earlier needs assessment, and expand the scope of services for the first phase necessary for site selection and construction of a new public safety building and to further explore the alternative of expanding the current facility. This phase will include an architectural program, site survey and selection, design concept studies, preliminary environmental analysis, and project cost estimates. Future phases would include design, environmental analysis, and construction. PROJECT JUSTIFICATION The current facilities for the Police Department has a number of deficiencies. Based on standard space guidelines, the facility should be doubled in size. In addition, it does not conform with certain current standards and codes, it is operationally and technologically deficient, and it does not meet some programmatic needs. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR PY Budget 2000-01 2001-02 2002-03 2003-04 2004-05 AMOUNT $365,O28 $74,000 COMPONENTS Revised scope of services will include Library site analysis, conceptual design renderings, cost analysis, preliminary environmental assessment, and a program reduction study to determine further potential decreases in Police Department space and area requirements. Sources of Funding: General Fund. IMPACT AND SUPPORT ANALYSIS Environmental: Design Elements: Operating: Telecommunications: An initial environmental study checklist will be performed on the top potential sites. An environmental assessment will be performed on the preferred site during the next Phase, design activities. None for this Phase. None for this Phase. None for this Phase. COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or programs directly related to this project. JOL OG ’0~ 04:S~PM luly 6, 2000 ]Elizabeth Ames, R.C.E. Senior Engineer City of Pale Alto Public Works Dep~xtment 250 Hamilton Ave Pale Alto, CA 94301 /\ F,C,~I f! L~.. ’I’S P.2/8 Proposal for Supplemental Phase I Project Development Services: Palo Alto Public Safety Building Dear Elizabeth: Michael Ross (, Charles Dmlis Architects & Plar~ners, 1he. (RDA) is pleased to submit this proposal for Supple- mental Phase I Project Development Services for the proposed Pale Alto ;Public Safety Building (PSB). RDA shall provide the following Supplemental Project Development Services: Program Verification and Size Reduction Services for the PSB Architectura! Program Site Analysis of the Pale Alto Public Library Site on Forest Avenue, Conceptual Ddsign Services for one chosen scheme: -New sta)ld-alone PSB on Library site; or -Splk-factlity using library site and portion of axisting Police Building Cost Analysis for one chosen scheme Cost reduction comparisons of the chosen site and the four short listed sites Preliminary Environmental Assessment of the Library Site Summary Documentation City Coordination and Presentation Meetings A document for an additional site will be prepared to supplement the Project Definition Document. A brief description of the scope of work o? these services follows. Program Reduction Study RDA will work with the Pale Alto Public Safety Building client groups to review their staffing, space and functional requirements for the proposed public safety building, to identify potential program reductions, and to reduce the total project cost estimate by an amount to be determined. The program reduction study will review the following for pomntial staffing or spw.e reductions in the Architectural Program: -Staffing requirements ¯Departmental area requirements JUL 0~ ’00 04:SZPM Michael Ross ,~ Charlcs Drulis Architects July 6, 2000 Page 2 of 6 P. 3/8 Pale Alto Public Safety Building Proposm! for SupplemzntaI Project Development Services Space standards Building gross size calculations Parking Requirements Potential for reuse of existing furniture, fixtures, and equipment (FF&E). Program Reduction Study products include: . Review of existing doeumer~tation ¯Program t’educdon interview ¯Surmnary documentation ¯Police Department review ¯Approval by City, Site Analysis of the Palo Alto Library Site for Suitability for use as a PSB Site RDA and the planning team shall evaluate the Pale Alto Library Site for its suitability to accommodate two PSB ooneepts: A new’stand-alone PSB on the Library Site or a split faeillty option utilizing the Library Site and portions of the existing Police Department Building. Site criteria shall include: Size Buildable a.ma Expansion potentia] Perimeter security Geotechnical/seismio conditions Proximity to other city agencies Acquisition cost Site improvement cost Points of access Site location Cireulatlon requirements between the L~brary Sit~ and City Hall Proximity to service areas Proximity to arterial roads Availability o1’ public traosportatlon Neighborhood compatibility General Plan and zoning consi~teltcy Site infrastructure availability impact on existing utility improvements Environmental impact mitigation Topography ~ Flooding Development timetable Traffic impacts Economic or redevelopment benefits Other. Micbas! Ross * Charles Drults’, Architects July 6, :2000 Page 3 of 6 P.4/8 Pale Alto Public Safety Building Proposal. for Supplemental Pro jeer Devdopm~nt Services Site Analysis Prodt~cts shall be: -Site ,urvey and review of the Pale Alto Librm’y site ¯Review of environmental.assessment data ¯Development of detailed site analysis and two site plans -Conceptual cost ~stimate for two options: (1) library site and (2) split facility ¯Approval by City to proceed with the chosen option, Conceptual Design Services for the PSB on the Library Site The program basis for this study shall be to provide conceptual designs for: A new _* 52,790 (to be ~,edfied) OSF Police Headquarters Building inclusive of a Central Dispatch Center and Emergency Operations Center as defined in The City of Pale Alto Public Safety Building Project Definition DoeumenL Dated June 12, 2000, Michael Ross ,, Charles Drulis Architects & Planners, Ine, ¯Required below grade parking ¯Required staff and public parking ¯4,433 GSF of war~house space ¯Reuse of existing Polic.e I~epartment or other City space where applicable. (Note future space needs of City Hall including the Development Center, Program requirement.~ for the Development Center shall be provided by the City of Pale Alto.) , Associated site utility, civil engir~eering and landscape design requirements, The actual size of the PSB will be detemained following the program reduction process with the client group. Conceptual Design Products shall Include: One conceptual design of the chosen option, either the split facility option or the stand-alone option for the library site ¯Conceptual drawings of the Public Safety Building on the Pale Alto Library site ¯Conceptual drawings of a split-facility option utilizing the existing library site and portions of the existing police building ¯Graphics will be similar to the Project Definition Document graphics. Cost Analysis RDA and its cost consultant shah prepare one project cost estimate for developing a new Public Safety Building at the Pale Alto Library site and one comparative cost estimate comparing the costs of the PSB at the Library Site to the adjusted costs of the four short listed sites. The cost estimate shall be based on the City’s selected option, The cost estimate shall be inclusive of: site development costs, oonstruction costs, furniture, fixtures and equipment costs, design, constrttction management, inspection, demolition, infrastructure/utilities, testing and other "soft costs," telecommunication, data systems, potential reuse of existing FF&E, and other related costs for the chosen option for a fully operational Public Safety Building. Products: o Cost Estimate for a PSB at Pale Alto Library Site Relative cost comparisorts shall be prepared for the chosen option and the four short listed sites. Michael Ross * Ct~arles D~lis Aa~hitects July 6, 2000 Page 4 of 6 P, 5/8 Pale Alto Public Safety Buildin8Proposal for Suppleraental Pro.jeer Development S~rviees Preliminary Environmental Assessment for the Library Site A, Objectives and Approach Wagstaff and Associates will prepare an additional preliminary initial study checklist for the library site. The environmental, screening exercise for this site will be designed to meet two objectives: (1)To provide a preliminary Initial Study ChecMisr and determination for the additional site. Wagstaff and Associates will complete an Initial Study checklist and narrative for the sites, following the city’s checklist format. The Initial Study Checklist results, particularly the list of mitigation implications associated with the site, will provide a principal basis for ranking the sites with the other previously studied sites. (2)To rank the additional sita in terms of comparative environmental implications with the oth,r sites. Wagstaff and Associates will include the additional site and consider and rank all the candidate sites from most to least environmentally preferable, based on the environmental checklist r~ults described above, with emphasis on identification of any key environmental distinctions and any signiflcant adverse impact factors ("fatal flaws") which may be associated with the sites (i,e, land use compatibility, noise compat- ibility, t.raffic, safety, etc.). An Initial Study checklist and narrative will be completed for the additional site. The Inkial Study will incor- porate the list of questions included in the city’s normal Initial Study environmental checklist form, and will provide for one of the tbllowing answer choices for each impact issue: "No Impact," "’Less than Significant Impact," "Potentlally Significant Impact Unless Mitigation Incorporated." or "Potentially Significant Adverse Impact." Each of these answers will be followed by an explanatory narrative. The following "checklist" items v,~II be included: A,Land Use ~nd Planning B-~. opulation, Housing, and Employment C.Geology/Earth D.Water (Drainage and Water Quality) E.Air Quality F.Traffic and Circulation G.B iological Resources H.Energy L Mineral Resources’ I.Hazards L: Public Services and Utilities M. Aesthetics N, Cultural Resources O. Potential impacts to recmationaI resources Environmental Assessment Conclusions and Documentation A.Admlnlstra~ive Din.it Environmental Assessment. The results of the additional analyses will be presented in the form of an additional completed preliminary Initial Study checklist, The Initial Study Checklist shall include: JUL 86 "88 84:~4PM Michael Ross ÷ Charles DruIis Axohit~ct~s July 6, 2000 Page 5 of 6 P. 6./8 PaIo Alto Public Safety Building Proposal for Supplemental Projoot Dcvclopment Services (1)a sumra’ary matMx showing the comparative results (impact determinations) for each site and each impact category listed above; and (2) a brief narrative describing the preliminary environmental assessment conclusions in the form of an "environmental ranking" of the additional site with the other previously ranked sites, with a brief explanation of the ranking, highlighting He key environmental distinctions among the slt~. An administrative draft version of this document will be submitted to the architect and city staff for review and comment, B.Public Release Environmental Assessment. Based on architect and city staff review of the administrative draft, a public release version of the environmental assessment (preliminary initial study comparison) will be prepared for public release. ElK M~tbgs and Public Hearings In addition to the initial staff meodng listed above, ffohn Wagstaff or the Wagstaff and Associates Project Manager will attend up to two addition~ meetings with the consultant team and/or city staff. Meetings Meetings shall be a separate cost, RDA has budgeted for the following m~tings: Program Reduction Interview (Preparation, travel and meeting) Principal: 10 hrs @ $175 City Coordination Meetings (Preparation and travd and meetings) Principal: 8 hrs @ $175 Project Architect: 8 hrs @ $135 Subtotal each meeting $1,750 $1,400 $2,580 City Council/City Manager Presentation (Preparation, travel and meetings) Principal: 8 hrs @ $175 Project Architect: 10 hrs @ $135 Subtotal each meeting Data Gathering and Site Analysis Trip for Additional Site Project Architect: 8 hrs @ $135 Draft Document or Conceptual Design Review Meeting Principal: 8 hrs @ $17,5 Project Architect: 8 hrs @ $135 Subtotal each meeting Community Outreach Update Meeting (Preparation, travel and meeting) Principah 8 hrs @ $175 Project Architect: 10 hrs @ $135 Subtotal each meeting $1,400 $2,750 $1,080 $1,400 ~1.080 $2,580 $1,400 $2,750 Total Meetings~otal Meeting Cost: No.Co~ 1 $1,750 $7,740 $2,750 $1,080 $5,160 2 $5.500 10 $23~980 5UL 86 ~00 04:55PH Michael Ross ,~ Charles DrUlis A~chitects ’ " July 6, 2000 Pag~ 6 of 6 P, ?/8 Palo Alto Public Safety Building Proposal for Supplemental Project Development Services Summary Documentation RDA shall prepare 20 copies .of a draft written and graphic report. The report will inolude architectural program revisions, conceptual design, site analysis, cost analysis, and cost comparisons of the four short listed sites, and shall provide recommendations on the additional site, Following review of the draft document by the City, RDA \rill incorporate review comments into a final document and one reproducible and 20 copies of a final report for distribution by the City. Products shall include: Summary docu.mentatlon 20 cbpies of written and graphic draft report Incorporation of review comments 20 copies of final report Fee Proposal: RDA’ s fees for th~ above services are defined in the attached spreadsheet, A fee. summary is as follows: Supplemental Project Development Service: Program Reduction Site Analysis (2 schemes) Conceptual Cost Estimate (1 scheme) Conceptual Design (1 scheme) Erwironn~ental Assessment (1 additional site) Cost Reduction Comparison Summaries Summary Documentation Subtotal - Professional Services Meetings Allowance Keimbursable Expenses Total Supplemental Project Development Services 3,650.00 7,320.00 3,800.00 8,600.00 5,400.00 3,500,00 36,990.00 23,980.00 $67,270,00 Please contact me should your require clarification of this proposal, Thank you for the opportunity to offer services to th~ City of PaSo Alto for this important civic project, Sincerely, Michael B. Ross, AIA co. Lynne Johnson - Palo Alto Police Department