Title
Staff Report for a Resolution Approving a Consulting Services Agreement with Indigo / Hammond & Playle Architects, LLP in the amount of $648,001.85 and Authorization for Contract Change Orders for up to 25% of the Contract Amount for the Police Building and South Offices Modifications Project, Project No. 2014.0481
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends approval of a Consulting Services Agreement with Indigo / Hammond & Playle Architects, LLP in the amount of $648,001.85 for the preparation of construction-ready plans, specifications and cost estimates for improvements to expand the San Leandro Police Department (SLPD) into the South Offices building and an expansion of the dispatch center in the Public Safety Building (PSB).
Staff recommends that the City Council authorize the City Manager to negotiate and approve contract change orders for the CSA up to 25% ($162,000.46) of the contract amount.
BACKGROUND
In 2009, Leach Mounce Architects prepared a needs assessment that evaluated adequacy of the Public Safety Building (PSB), which houses the Police Department. The resulting report identified over twenty significant deficiencies in the PSB, including inefficient configuration of workspaces and the dispatch center, inadequate electrical power and overcrowding.
The City explored options to address conclusions from this needs assessment and as a result, decided on relocation of some Police Department functions and personnel from the PSB to the adjacent South Offices Building. The solution selected focused on remedying the most pressing identified deficiencies and efficiently using the City’s existing facilities and limited funding.
In 2014, Indigo / Hammond & Playle Architects, LLP was hired to prepare two conceptual plans for configuring the South Offices Building for use by the Police Department as well as re-configuring portions of the PSB. The first plan was estimated to cost $6.4 million to implement and would address the five functions of the SLPD that had the most deficient operational spaces namely:
1. Dispatch Center
2. Records Division and Traffic Division
3. Electrical system and computer server
4. Investigations Division
5. Physical training space
The second design option was estimated to cost $3.8 million. It did not include improvements to create space for Investigations in the South Offices or the creation of physical training space, and the dispatch center was expanded slightly less than in the first design option.
Both conceptual plans were presented to the City Council on July 28th, 2014, and the first design option was selected. The first design option was selected as it provided for a Dispatch Center that would be capable of handling the growing technology infrastructure and provide quality public safety services for the City with a longer useful life.
Analysis
An architect specializing in police facilities is needed to provide technical assistance to develop plans, specifications and estimates necessary for construction. A request for proposals was sent out to approximately sixty architectural firms. Four proposals were received by the response deadline. Of these, the response from Indigo / Hammond & Playle Architects was ranked the highest based on their familiarity with the PSB and South Offices, their past experience working on projects related to essential services buildings for other jurisdictions, and their demonstrated understanding of the City’s project goals and budget constraints.
This contract represents staff’s current understanding of the work required. Changes to the scope of contracts are at times necessary to respond to new information and/or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to negotiate and approve contract change orders up to 25% ($162,000.46) of the original contract.
Current Agency Policies
2013-15 City Council Goal D: Provide quality public safety services and work in partnership with the community to keep San Leandro safe.
Previous Actions
• On December 2, 2013, the City Council by Resolution No. 2013-151 approved a consulting services agreement with Indigo / Hammond & Playle Architects, LLP for the South Offices Space Planning Project
• On July 28th, 2014, both conceptual plans were presented to the City Council. Of the two design options presented, the City Council concurred with the recommendation and selected the alternative that will address five deficiencies at an estimated cost of $6.4 million in lieu of the option that will address three deficiencies at a cost of $3.8 million as the optimum solution for the City.
Applicable General Plan Policies
Goal 45.01 - Levels of Service: Maintain high-quality police and fire protection services through the most efficient and effective means possible.
Environmental Review
This project is deemed Categorically Exempt per California Environmental Quality Act (CEQA) section 15301 (A) - Existing Facilities. A Notice of Exemption will be filed with the Alameda County Clerk during the design phase.
Fiscal Impacts
• The design and construction phases of the subject project are estimated to cost $6.5 million.
• The subject contract is for $648,001.85. If change orders are needed, the total amount of contract change orders authorized by this action is $162,000.46.
Budget Authority
This project is funded in account 210-18-137 via the City Budget FY 2016 & FY 2017, Mid Budget Cycle update, and Resolution 2015-171 as follows:
|
Account No. |
FY Appropriation Dates |
Amount |
|
210-18-137 |
2015-16 10/5/2015 |
$ 208,000 |
|
210-18-137 |
2016-17 6/6/2016 |
$2,116,983 |
|
Total Appropriation |
|
$2,324,983 |
Additional funding will be required for construction.
Attachment to the Resolution
• Consulting services agreement with Indigo / Hammond & Playle Architects, LLP
PREPARED BY: Kyle K. Lei, Associate Engineer, Engineering and Transportation Department